Career Dislocated Workers Grant Guide

Comprehensive and Accessible Reemployment Through Equitable Employment Recovery

(CAREER) National Dislocated Worker Grant

GUILFORDWORKS WORKFORCE DEVELOPMENT BOARD GRANTEE HANDBOOK

Control Date: March 2022

TABLE OF CONTENTS

Preface: C omprehensive and Accessible Reemployment Through Equitable Employment Recovery (CAREER) National Dislocated Worker Grant (DWG)

1. CAREER NDWG Eligibility and Priority of Service 2. Alignment of CAREER NDWG and Workforce Innovation and Opportunity Act (WIOA)

3. Outreach Strategy and Evaluation 4. Partnership Network and Referrals 5. Business Engagement and Employer Services 6. Other Program Services 7. Performance Data Validation 8. Auditing and Program Monitoring 9. Communications and Grievance Procedures 10. Definitions and Acronyms 11. GuilfordWorks WDB Policies and Attachments

Page 2 of 45

Preface C omprehensive and Accessible Reemployment Through Equitable Employment Recovery (CAREER) National Dislocated Worker Grant

In September 2021, the Department of Labor announced the City of Greensboro as a recipient of the CAREER Dislocated Worker Grant award, in the amount of $3,000,000.00.

The grant enables successful applicants to address and recover from the unprecedented unemployment and economic impacts of the COVID-19 pandemic. Funds for this National Dislocated Worker Grant (DWG) will support and enhance comprehensive employment services, and for supporting digitalization of services to unemployed jobseekers in Guilford County, as well as the data systems necessary to connect the unemployed to reemployment.

The period of performance for this grant is September 24 th , 2021 through September 23 rd , 2023.

The Office of Workforce Development (GuilfordWorks) welcomes questions and feedback regarding this initiative. Please contact Anthony Rogers, Strategic Initiatives Manager at Anthony.rogers@greeensboro- nc.gov.

Page 3 of 45

Page 4 of 45

CHAPTER 1 - CAREER DISLOCATED WORKER PROGRAM

Dislocated Workers must be determined eligible prior to program enrollment and eligibility documentation must be maintained in the participant file (hard copy or electronic).

ETA regulations under 20 CFR 687.120(a) and WIOA sec. 3(15) describe requirements for CAREER NDWG applicants and Dislocated Workers seeking services funded by the grant.

1.1 ELIGIBILITY

• To be eligible to receive Dislocated Worker services, an individual must: • Be 18 years of age or older [WIOA Sec. 3(2)]; • Be a citizen or non-citizen authorized to work in the U.S. [WIOA Sec. 188 (a)(5)]; and • Meet Military Selective Service registration requirements (males only). • Must meet the criteria in one of the nine Dislocated Worker categories listed below.

Table 1. Eligibility

NDWG Category

Eligibility Definition

Terminated or Laid off or has received notice of termination or layoff and is eligible for or has exhausted entitlements to UI (Unemployment Insurance) and is unlikely to return to previous industry or occupation.

Category 1

Terminated or laid off, or has received notice of termination or layoff, and has been employed for sufficient duration to demonstrate workforce attachment but is not eligible for UI due to insufficient earnings, or the employer is not covered under state UI law, and is unlikely to return to previous industry or occupation.

Category 2

Terminated or Laid off, or has received notice of termination or layoff, from employment as a result of the permanent closure of, or substantial layoff at, a plant, facility or enterprise .

Category 3

Individual is employed at a facility which the employer has made a general announcement that the facility will close.

Category 4

Individual was previously self-employed (including farmers, ranchers, and fishermen) but is unemployed due to general economic conditions in the

Category 5

community of residence or because of natural disaster .

Page 5 of 45

An individual who has been providing unpaid services to family members in the home and who has been dependent on the income of another family member but is no longer supported by that income; OR - is the dependent spouse of a member of the Armed Forces on active duty and whose family income is significantly reduced because of a deployment, or a call or order to active duty, or a permanent change of station, or the service connected death or disability of the member; AND -is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment. The spouse of a member of the Armed Forces on active duty, and who has experienced a loss of employment as a direct result of relocation to accommodate a permanent change in duty station of such member.

Category 6

Displaced Homemaker

Category 7

The spouse of a member of the Armed Forces on active duty and who is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment.

Category 8

Individual does not meet criteria outlined for Dislocated Workers in Categories 1-8 above, but is an individual that meets NDWG eligibility outlined under WIOA Title I National programs, Sec. 170 National dislocated grants, relating to Sec. 170 (b)(1)(A) workers affected by major economic dislocations OR Sec. 170 (b)(1)(B) workers affected by emergency or major disaster. An individual must have relocated or evacuated from an area as a result of a disaster that has been declared or otherwise recognized, and be: (i) A dislocated worker;

Category 9

Other DWG Eligibility

(ii) A long-term unemployed individual;

(iii) An individual who is temporarily or permanently laid off as a consequence of the emergency or disaster; or (iv) An individual who is self-employed and becomes unemployed or significantly underemployed as a result of the emergency or disaster.

1.2 PRIORITY OF SERVICE

Priority populations must first meet the eligibility requirements for the CAREER NDWG Program. Priority selection for the WIOA Adult, defined in WIOA Section 134(c)(3)(E), 20 CFR 680.600, and 20 CFR 680.640 does not apply to individuals served through this program. • First Priority - Members of historically-marginalized communities who are low income [as defined in WIOA Sec. 101(25)] or recipients of public assistance or basic skills deficient. First priority is used by referring to the Small Area Income and Poverty Estimates (SAIPE) tool available via the US Census Bureau.

Page 6 of 45

• Second Priority - Veterans and other covered persons determined eligible for the Dislocated Worker Program are given priority for services according to the Jobs for Veterans Act. The following serves as an outline of Dislocated Worker Program eligibility criteria as it applies to military service members: • Sec. 101(9)(A)(i) - Has been terminated or laid off or received notice of termination or layoff. • TEGL 22-04 states that a discharge from the military under honorable circumstances meets the “termination” criterion. A DD -214 form is the most common documentation used to determine discharge status. A DD-214 is not required to prove the enrollee is a veteran for the purposes of general program eligibility. A veteran can be enrolled in the NDWG program without any documentation or record of veteran status. However, a DD-214 must be on file establishing eligibility for priority of service for every veteran receiving CAREER NDWG career or training services. • Third Priority - Individuals (non-covered persons) who have been unemployed for an extended period of time, defined by the US Bureau of Labor Statistics as 26 continuous weeks or more; or who have exhausted unemployment (UI) benefits, or are recipients of public assistance. • Fourth Priority - Dislocated Workers who do not meet the three priorities described above and who have one or more significant barriers to full-time employment that leads to self-sufficiency. Such barriers could include, but are not limited to: under-employed workers, trade-impacted workers, workers impacted by emergencies and disasters, having a disability, homelessness, offender status, lacking a high school diploma or GED, a poor work history, or lack occupational skills that will provide for a self- sufficient family wage.

1.3 PARTICIPANT ELIGIBILITY REFERENCE GUIDE

Table 1A. Eligibility References ***Due to the impact of COVID-19, exceptions are being made regarding how required eligibility documentation is gathered and the processes that are normally adhered to. The exceptions detailed are allowable only during the COVID-19 pandemic. Staff must ensure redaction occurs after documents are loaded. Personally identifiable information, PII cannot be emailed, texted, or photographed. Specific guidance is detailed within each section of this guide and also in the “Notes Section,” located on the next page of this document.

Eligibility Item

Definition

Required Documentation

Applicant’s social security number.*

Social Security Number

-Social Security Card -DD-214, Report of Transfer or Discharge -School Records -School/State or Federal ID Car with SSN on card -Individual refused to disclose SSN - Driver’s License -Federal, State, or Local Government ID Card -Passport

The applicant must be 18 years of age or older at the time of participation in CAREER NDWG.

Date of Birth

-US Birth Certificate -Hospital Birth Record

Page 7 of 45

-DD-214, Report of Transfer or Discharge -School Records/School ID -Work Permit -Baptismal Record with Date of Birth -Printout of Birth Certificate via Register of Deeds -Selective Service Registration Card -Selective Service Acknowledgement Letter -DD-214, Report of Transfer or Discharge -Selective Service Registration Record -Selective Service Status Information Letter -Request exemption -Internet verification from www.sss.gov -US Birth Certificate -Alien Registration Card Indicating Right to Work (USCIS Forms I-551, I- 94, I-668A, I-197, I-179, I-797, I-766) -DD-214, Report of Transfer or Discharge -Foreign Passport Stamped Eligible to Work -Native American Tribal document -US Passport -Work-Eligible Social Security Card -Documentation specified on the I-9 form (Documents must be selected from Columns B and C.)

All male U.S. citizens and male immigrants, born after December 31, 1959, who are 18 but not yet 26 years old, must be registered with the U.S. Military Selective Service.

Selective Service

Reference www.sss.gov for further details and exceptions.

Citizenship options: ●

Citizenship

Citizen of U.S. or U.S. Territory U.S. Permanent Resident Alien/Refugee Lawfully Admitted to the U.S.

● ●

For Categories 1-9

Dislocated Worker Status

-Written Customer Self-Attestation

A veteran is a person who served at least one day in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable.

Veteran Status

-DD-214, Report of Transfer or Discharge -VA Letter

Employment status options:

Employment Status at Participation

-Written Customer Self-Attestation -UI Records (data cannot be printed or uploaded from the UI reporting system; UI information may be reviewed and recorded in case notes.) -Job Search Records

Employed;

● ● ●

Not Employed;

Employed, but received notice of termination of

Page 8 of 45

employment/

-Case Notes

military separation

●

TANF, SSI, SSDI, RCA, SNAP

Public Benefits

-Public assistance records/printout

See Section 1.2 Priority of Service

First, Second, Third, Fourth Priority Population

-Written Customer Self-Attestation

* Applicant’s social security number. Note: Although an applicant cannot be denied CAREER NDWG services for failure to disclose their SSN, they must submit a valid SSN in order to receive wages paid while participating in the program. Reference Section 7 of the Privacy Act of 1974 – Social Security.

1.4 PARTICIPANT ELIGIBILITY REFERENCE GUIDE - ADDITIONAL NOTES

All verification documents must be typed. The use of white-out is prohibited; errors should be lined through, initialed and corrected information added. Documents that have personally identifiable information (PII) must be uploaded in black and white; under no circumstances may an individual’s driver’s license, US Passport, social security card, or birth certificate be uploaded in color.

USDOL TEGL No. 39-11 gives the following definitions and information related to PII:

● PII is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other personal or identifying information that is linked or linkable to a specific individual. ● Sensitive Information – any unclassified information whose loss, misuse, or unauthorized access to or modification of could adversely affect the interest or the conduct of federal programs, or the privacy to which individuals are entitled under the Privacy Act. ● Protected PII is information that if disclosed could result in harm to the individual whose name or identity is linked to that information. Examples of protected PII include, but are not limited to, Social Security numbers (SSN), credit card numbers, bank account numbers, home telephone numbers, ages, birthdates, marital status, spouse name, educational history, biometric identifiers (fingerprints, voiceprints, iris scans, etc.), medical history, financial information, and computer passwords. ● Non-sensitive PII is information that if disclosed, by itself, could not reasonably be expected to result in personal harm. Examples of nonsensitive PII include information such as first and last names, email addresses, business addresses, business telephone numbers, general education credentials, gender, or race. However, depending on the circumstances, a combination of these items could potentially be categorized as protected or sensitive PII. To illustrate the connection between non-sensitive PII and protected PII, the disclosure of a name, business email address, or business address most likely will not result in a high degree of harm to an individual. However, a name linked to a SSN, a date of birth, and mother’s maiden name could result in identity theft. This demonstrates why protecting the information of our program participants is so important. At a minimum all instances of an individual’s driver’s license, credit card numbers, bank account numbers, and the first five digits of the SSN must be redacted. Staff will be responsible for ensuring redaction occurs within AGS Prime. No PII data that is loaded into the AGS Prime system may be stored or transferred on any portable devices.

Page 9 of 45

Written Customer Self-Attestation is used to verify eligibility items that, in some case, are not verifiable or may cause undue hardship for individuals to obtain. At a minimum, all self-attestation forms must include: 1. The applicant’s full name 2. Clear statements of the issue being documented

3. The applicant’s signature 4. Case manager’s signature

Signatures for the CAREER NDWG Application, Consent to Release Information, and Written Customer Self-Attestations may be captured electronically with signature pads, Docusign, Adobe, and various other software.

1.6 PARTICIPANT FILE DOCUMENTATION

The participant file (hard copy or electronic) must contain the following documentation at program enrollment; applicable forms must be signed and dated on or before the date of program enrollment. Paper forms must be uploaded into AGS Prime. • A complete paper CAREER NDWG Registration Form. • Documentation validating the participant’s CAREER NDWG Dislocated Worker program eligibility. • Documentation of GUILFORD COUNTY residency. • Comprehensive Assessment. • Individual Employment Plan (IEP). • Equal Opportunity-Notice of Right to File a Discrimination Complaint. • Authorization to Release Confidential Information. • Employment status at program enrollment. • Veteran status at program enrollment (if applicable).

• Date of first qualifying service that triggers participation, verified with a case note. • Date of program enrollment, verified with a case note and the date of the application.

All case notes must be in compliance with GuilfordWorks WDB Case Note Policy.

Page 10 of 45

CHAPTER 2 - ALIGNMENT OF CAREER NDWG AND WIOA TITLE I SERVICES

According to Training and Employment Guidance Letter (TEGL) 04-15, the overarching vision for the One-Stop system is the coordination of fully integrated programs, services and governance structures so job seekers have access to a seamless system of workforce investment services. This intent is accomplished by establishing career services that are consistent across federally-funded workforce development programs. In addition, the U.S. Department of Labor (DOL) has furthered its integration efforts by establishing common performance metrics (TEGL 10-16, Change 1 and TEGL 7-18) and developing an integrated performance reporting system (Participant Individual Record Layout or PIRL) for DOL-funded workforce programs. States and local areas are encouraged to utilize common intake, case management, and job development systems in order to take full advantage of the One-Stop potential for efficiency and effectiveness. There is a natural alignment of service delivery under Wagner-Peyser since all individuals legally entitled to work in the U.S. are eligible for these services. CAREER NDWG establishes a priority requirement with respect to funds allocated to a local area for employment and training activities. Under this section, staff when using CAREER NDWG funds to provide individualized career services must give priority to recipients of:

▪ ▪

Public assistance,

Other low-income individuals, and

▪ Individuals who are basic skills deficient.

Note: Refer to Priority of Service section in Chapter 1 – Eligibility of the Program Participants

2.2 ALLOWABLE GRANT ACTIVITIES

Career services, will consist of three types:

Basic career services must be made available and, at a minimum, must include the following services, as consistent with allowable program activities: 1. Determinations of whether the individual is eligible to receive assistance from the CAREER NDWG program; 2. Outreach, intake (including worker profiling), and orientation to information and other services available through the workforce system; 3. Initial assessment of skill levels including literacy, as well as aptitudes, abilities (including skills gaps), and supportive service’s needs; 4. Labor exchange services, including - i. Job search and placement assistance, and, when needed by an individual, career counseling, including - a. Provision of information on in-demand industry sectors and occupations (as defined in sec. 3(23) of WIOA; and b. Provision of information on nontraditional employment; and ii. Appropriate recruitment and other business services on behalf of employers, including information and referrals to specialized business services other than those traditionally offered through the one-stop delivery system; 5. Provision of referrals to and coordination of activities with other programs and services, including programs and services within the one-stop delivery system; 6. Job vacancy listings in labor market areas;

Page 11 of 45

7. Provision of program cost information on eligible providers of education, training, and workforce services by program and type of providers, availability of supportive services or assistance, and appropriate referrals to those services and assistance; 8. Assistance in establishing eligibility for programs of financial aid assistance for training and education programs not provided under CAREER NDWG. Individualized career services must be made available if determined to be appropriate in order for an individual to obtain or retain employment. These services include the following, as consistent with program requirement: 1. Comprehensive and specialized assessments of the skill levels and service needs of adults and dislocated workers, which may include: i. Diagnostic testing and use of other assessment tools; and ii. In-depth interviewing and evaluation to identify employment barriers and appropriate employment goals; 2. Development of an individual employment plan, to identify the employment goals, achievement objectives, and combination of services for the participant to achieve his/ her employment goals 3. Group counseling 4. Individual counseling; 5. Career planning and workforce preparation activities; 6. Short-term services including development of learning skills, communication skills, and professional conduct services to prepare individuals for unsubsidized employment or training; 7. Internships and work experiences that are linked to careers (as described in …..) Follow-up services must be provided, as appropriate, including: Counseling regarding the workplace, for participants in CAREER NDWG activities who are placed in unsubsidized employment, for up to 12 months after the first day of employment. 1. The leadership development and supportive service activities; 2. Regular contact with a participant's employer, including assistance in addressing work-related problems that arise; 3. Assistance in securing better paying jobs, career development, and further education; 4. Work-related peer support groups; 5. Adult mentoring; and 6. Services necessary to ensure the success of participants in employment and/or postsecondary education. Although CAREER NDWG distinguishes levels of service, this distinction is not intended to imply there is a sequence of services. These services can be provided in any order, which allows staff the flexibility to target services to the needs of the customer. Dislocated Worker participants should receive ALL five of the following career services: 1. Outreach, Intake, and Orientation to the services available through the one-stop system; 2. Local Labor Market Information; 3. Job Search and Placement Assistance 4. Eligibility Determination - CAREER NDWG; and 5. Initial Assessment of skill levels, aptitudes, abilities, and determination of supportive service need. Table 2A shows the typical NDWG participant experience. The process begins when a customer receives an orientation to services and an initial assessment, provided by staff. Participation in the program ends after a participant is placed into unsubsidized employment. Follow-up services include:

Page 12 of 45

Table 2. NDWG Participant Experience

Page 13 of 45

CHAPTER 3 - OUTREACH STRATEGIES AND ALLOWABLE ACTIVITIES

This section serves as a guide to defining allowable outreach activities and developing practices in order to successfully engage diverse communities. Organized around four essential processes, the information that follows will be beneficial to implementing a deep engagement initiative.

Table 3. The Outreach Process

SERVICE DELIVERY

OUTREACH

REFERRALS

RECRUITMENT

Outreach is the steps needed to promote and connect the services of the CAREER NDWG program with individuals, partners, and employers. A key component of outreach is that it is not stationary, but mobile; in other words, it involves meeting someone in need at the location where they are.

Develop Awareness and Knowledge of Local Community Culture

How well do program staff understand local community culture and context?

Initial Components Staff who are well versed in the local culture Diverse staff who can speak the same language as the community

Early Impacts

Later Impacts

Long-Term Outcomes

Participants feel comfortable with staff

Program staff are better able to communicate with local communities Program is better able to meet community needs and address barriers to participation

Established staff presence in local communities

Local community feels comfortable with program staff

Inclusive interpretation, public participation, And success stories

RECRUITMENT: The process of converting targeted individuals from an interested or "attracted" population into CAREER NDWG grant program participants/recipients of services.

Page 14 of 45

Provide Benefits to Communities through Community Service

How well- positioned is the program to provide service and “give back” to the community?

Initial Components

Early Impacts

Later Impacts

Long-Term Outcomes Measurable program effectiveness

Program operates with a community-wide lens, which benefit both the collective community

Participants gain a sense of pride and accomplishment in meeting community needs

Programs foster a sense of stewardship

REFERRALS: The formal practice of directing or redirecting a CAREER NDWG participant to an appropriate specialist or agency for specific consultation, review, or further action.

Work with Schools and Community Groups

How well-positioned are program staff — at all levels — to develop and deliver programs in partnership with community and school groups?

Initial Components Partnerships with school and community organizations

Early Impacts

Later Impacts

Long-Term Outcomes

Program and partners together identify how best to deliver services

Program directly meet community needs

Established staff presence in local communities

Relationships with community are strengthened

Measurable program effectiveness

SERVICE DELIVERY: The act of providing customer centered career and/ or training assistance.

Recruit Program Ambassadors

How well-positioned is the program to effectively engage and recruit program ambassadors?

Initial Components Strategy that introduces participant to program services, events, and potential jobs Opportunities for hands-on experience and mentorship

Early Impacts

Later Impacts

Long-Term Outcomes Supportive program environment

Participants gain a sense of accomplishment in meeting community needs Program staff mentoring helps participants identify their interests and talents

Participants gain an interest to work within the community

Participants are knowledgeable about career options and pathways to full-time employment

Diverse workforce

Page 15 of 45

3.1 ALLOWABLE OUTREACH ACTIVITIES

1. Resource fairs: A convenient way to share information in your community by offering resources — materials, programming, activities, giveaways, video, speakers, and so on — in one location

2. Door to Door interaction: Engagement going or made by going to each house in a neighborhood

3. Listening sessions| table talks: A type of facilitated discussion with a group of people, aimed at collecting information about their experience 4. Marketing campaign: NDWG program branding, radio advertisements, broadcasting, print, social media 5. Information sessions: Events hosted by the program to educate the community and prospective job seekers about the services available 6. VR Career Exploration: Sessions designed allowing jobseekers to explore various career paths (HVAC, Welding, Equipment Operator, Electrician, Robotics Technician, etc.) in a realistic and immersive using virtual and augmented reality 7. Employer site visits| Adult field trips: A visit to an area outside of the normal classroom to study/ learn first hand 8. Mobile Career Center activities: A 12-station, state-of-the-art, fully-accessible mobile computer lab designed to provide career and employment outreach services to communities

The community and engagement practices presented will always be a working model because the readiness assessment can serve as a vehicle for incorporating new learning. As engagement initiatives mature and expand to include different community settings, the model can evolve to reflect new understandings.

3.2 EVALUATION OF OUTREACH

Ideally, every workshop and outreach presentation should be evaluated. The Resource Navigator, Facilitator, and/or other designee should assess presentations, workshops, referrals, public sessions; identifying varying information such as which topics and what times are popular, attendance, overall satisfaction, etc. All informational sessions, including professional development curricula, must be maintained in a standard platform. 1. EdApp is a micro-learning Learning Management System (LMS) with customizable training templates, a performance dashboard, and pertinent data such as session completion rate, and the average time it takes for participants to complete sessions. PowerPoint training files can be imported and converted into the platform. All training materials must be branded with the GuilfordWorks logo, at a minimum. 2. JotForm provides secure, online evaluation forms that are critical in survey data collection. The platform generates a digital quick response (QR) for ease of survey access. Jotform questions must be approved by the Program Coordinator prior to being posted for live response. All evaluations of panels, workshops, presentations, and other information sessions must be conducted within three (3) business days of a session date. Evaluation reports should be submitted to the Program Coordinator on a weekly basis.

Page 16 of 45

CHAPTER 4 - PARTNERSHIP NETWORK

GuilfordWorks believes that high-quality workforce partnerships are among the most fundamentally sound strat egies for helping job seekers succeed in today’s competitive economy while at the same time improving the effectiveness of industry employers. Successful partnerships combine an entrepreneurial approach to establishing key stakeholders, organizational development, and persistent attention to the needs of our two main customers: employers and job seekers. This section is designed to assist the workforce partnerships they support. The Partnership Network is a network of organizations that mobilizes the community resources to create the conditions for change and solve multifaceted challenges of our communities. Below is a list of partner organizations currently in partnership with GuilfordWorks. This chart is not all inclusive as partners/ community organizations will continue to be added as the CAREER NDWG program grows.

Table 4. The Partnership Network (Ongoing)

Goodwill Greensboro Housing Authority Family Success Center High Point Housing

OPPORTUNITY HUBS

Reading Connections Welfare Reform United Way NC Dept. Health and Human Services

OUTREACH & REFERRALS

Guilford Technical CC NC A&T University UNC Greensboro Pinnacle Bank

EDUCATION & TRAINING

OTHER

Religious institutions, CTE programs, employers, new partners

Page 17 of 45

4.1 OPPORTUNITY HUBS AND REFERRALS

An Opportunity Hub is defined as a physical space for participants to access training and resources right in their own neighborhood, minimizing transportation and childcare barriers and the need to commute to the NCWorks Career Center. Opportunity Hubs may include: Family Success Centers, Goodwill Industries, High Point and Greensboro Parks and Recreation departments, libraries, and other venues. Through the Opportunity Hubs, internet- enabled devices and Wi-Fi will be made available for all participants to register, participate in program services, and pursue career & job training online. The Resource Navigator will actively recruit and meet with Opportunity Hub stakeholders to reinforce shared goals among CAREER NDWG initiatives. In some cases, stakeholders in the Partnership Network may refer individuals to the CAREER DWG program for eligibility assessments, enrollment and intensive career services. The choice and form of the referral process depends on the customer’s needs, what arrangements, if any, have been agreed to with the service to which the customer is to be referred. In addition, the Resource Navigator should consider the capacity of both the referring organization and the service(s) to which the customer is being referred at any particular point in time. Referrals may be received from a variety of different programs including, career center staff, partner agencies, interagency and community groups, etc.

Table 4A. Referral Characteristics

All referrals must be contacted within two (2) business days. Initial contact must be made by phone. Email is to be utilized as a secondary form of contact unless the individual requests otherwise. Case managers must case note any contact with the individual, the context of the interaction, and outcome of the interaction. Any attempts to contact the individual must also be contacted. If after three contact attempts the individual cannot be reached, the referral must be indicated as unsuccessful via case note documentation in AGSPrime. Once the individual is contacted and the referral is addressed, case managers should refer to Table 2A in Chapter 2 of this guidebook.

Page 18 of 45

When a referral is made and addressed, staff must obtain customer feedback about the referral experience. A follow up call should be made to each to ensure the referral was effective. Discussion of next steps can be discussed during this time as well. Refer to Chapter 3 for guidance on collecting feedback.

Page 19 of 45

CHAPTER 5 - BUSINESS ENGAGEMENT AND EMPLOYER SERVICES

Certain career services must be made available to local employers, specifically labor exchange activities and labor market information. CAREER NDWG staff must establish and develop relationships and networks with large and small employers and their intermediaries. CAREER NDWG also must develop, convene, or implement industry or sector partnerships.

5.1 BUSINESS ENGAGEMENT STRATEGY

When meeting with employers it is best for business services staff to carefully consider the specific needs of a company rather than rely on simply listing services. A focus on listening, instead of speaking, is a ‘transformational’ rather than ‘transactional’ approach. Emphasis must be placed on allowing an employer to express their needs before a list of services are offered. In order to obtain more information concerning the needs of businesses it is important to ask probing questions. This technique begins by presenting factual statement to frame the conversation. Using the employer ’s response the business service staff is then able to ask a focused question that creates a dialogue on how to best provide services. The final step in this technique is to provide features of the program but focus on how these can benefit the employer and help develop their workforce. A more friendly, and beneficial, method is to approach an employer from a perspective that addresses the company needs and how to best resolve existing issues. When meeting with companies, a tailored approach is beneficial b ecause it saves both parties time discussing services that won’t be applicable. The goal is to ‘transform’ the workforce in a meaningful way rather than offer solutions to non -existent problems. The process for delivering services begins when staff coordinate to learn about the workforce-related needs of a company specifically to outline the sought-after characteristics of candidates. During this outreach, staff will gain an understanding of the requirements and skills necessary to recruit the most qualified applicants for open positions. This initial step, if carried out effectively, will provide the criteria to screen candidates according to the unique needs of a company.

5.2 ALLOWABLE ACTIVITIES

Customized business opportunities may be provided to employers. These opportunities are tailored for specific employers and may include:

1. Access to the NCWorks Career Centers

The NCWorks Career Centers are locations where employers can connect with staff to help identify, attract, and select best-qualified candidates to fill open positions. NCWorks offer many services to address the diverse needs of companies across Guilford County. These programs include: ● Customized hiring events to connect with applicants who meet specific skill requirements ● Job Fairs to join other businesses at larger recruiting events ● Applicant screening that involves résumé review and candidate assessments ● Assessments to measure skills, interests, and job-readiness of applicants ● Event room and meeting space to allow companies to hold meetings, provide training, conduct orientations, or schedule interviews These locations also serve as the anchor point for GuilfordWorks Business Service staff to maintain offices and compile reports while not performing outreach activities.

Page 20 of 45

2. Access to the Mobile Career Center (MCC)

When access to NCWorks locations is limited the Mobile Career Center can be used to fill in for areas lacking brick and mortar locations. The mobility of the MCC provides access to those with transportation needs, by bringing job services directly to underserved communities. Additionally, employers can partner with this recruitment tool to broaden their base of candidates.

3. Apprenticeship Training

Apprenticeship Training Grant can assist any Guilford County employer interested in starting an apprenticeship program, or to those already authorized as a Registered Apprenticeship Program by the US Department of Labor. Apprenticeship training assists companies in: entering eligible dislocated workers into apprenticeship training or offering guidance to pre-apprenticeship program participants. Reimbursement is dependent on the availability of grant funds.

4. On-the-Job Training

On-the-Job Training (OJT) encourages employers to hire individuals without prior experience by paying up to 50% of the trainee’s wages during a specified training period; to receive this grant the company agrees to continue to employ the trainee upon successful completion of the program. Reimbursement is dependent on the availability of grant funds.

5. Incumbent Worker Training

Incumbent Worker Training is a competitive grant intended to upgrade the skills of existing full-time employees through continued education. This program incentivizes retention of current workers who will become more knowledgeable and productive through skills attainment. Reimbursement is dependent on the availability of grant funds.

Page 21 of 45

CHAPTER 6 - OTHER PROGRAM SERVICES: SUPPORTIVE SERVICES

The Local Area will assist participants enrolled in the CAREER NDWG Program to complete career objectives by providing supportive service aids when requested. CAREER NDWG defines supportive services as services such as transportation, childcare, dependent care, housing, and needs-related payments, that are necessary to enable an individual to participate in activities authorized under this grant. Supportive services are further referenced in WIOA Secs. 134(d)(2) and (3). Supportive services are not entitlements and must be supported by demonstration of financial need. Supportive services are limited and may only be provided to individuals who are participating in the CAREER NDWG Grant and who are unable to obtain supportive services through other local programs. CAREER NDWG program staff must determine and document supportive service needs during the initial assessment process. As part of the intake, assessment and/ or IEP/ISS development, staff should develop a plan with the individual for how barriers will be addressed. The planning process must include exploration with the customer of viable alternative resources or programs available in the community before approval of supportive services funding. Explanation of a lack of community resources or that the urgency of the needed service is such that referrals to other resources would delay the provision of the support service and create a hardship to the participant must be evident in case notes and in the participant’s file. Participant files must adequately document that all supportive services are allowable, reasonable, justified, and, when feasible, not otherwise available to the participant. Files should show evidence of referrals to other resources, including, when feasible, outcomes of the referral. Supportive service requests should be initiated as part of the IEP/ISS plan or through a request from the participant. Supportive service requests should be based on the barriers identified within the initial intake and/or IEP. If a participant requests supportive services beyond barriers originally identified, the participant must provide justification for a change in barriers to the staff. Staff should document this change in a case note. Staff must maintain supportive service tracking records to monitor the date of the service, type of service, amount of the service disbursed to the participant, and a current total of supportive services spent-to-date. A participant may receive a supportive service , otherwise referred to as direct financial assistance, during participation if the support is determined necessary to facilitate or continue participation in CAREER NDWG funded activities. The CAREER NDWG program recognizes the following types of allowable supportive services: emergency assistance, and financial aid in order to complete employment-related training. When emergency assistance is provided, there must be a reasonable expectation that the assistance will resolve the situation and that support is not accessible through other community means. Emergency assistance should only be issued once individuals have applied for applicable government or community benefits, unless the need is so urgent that referrals to other resources would delay the provision of the support service and create a hardship to the participant. If a participant is not deemed eligible for emergency assistance programs, CAREER NDWG can provide assistance through supportive service funds. If a participant is deemed eligible for emergency assistance programs, CAREER NDWG may provide assistance through supportive service funds until the benefit program begins. Supportive services are based on funding availability and are not an entitlement. 6.1 ALLOWABLE SUPPORTIVE SERVICES

Page 22 of 45

The maximum amount of supportive service funds that CAREER NDWG participants may receive depends on the type of supportive service assistance requested.

Assistance may include, but is not limited to:

● Health Care and Medical Services – These services are generally of a one-time nature or for a set period of time, such as prescription drugs, prescription eyeglasses, and mental health care, which are needed to enable an individual to effectively participate in activities. ● Utilities – Payment of utilities is an allowable expense. Other assistance programs must be explored before utilizing CAREER NDWG funding for utilities. Participants should have a plan for how they will fund the following month’s utilities. Utility assistance may not exceed $500 . ● Transportation Assistance – Staff may provide transportation assistance to participants for them to complete CAREER NDWG activities, such as job readiness activities, training, or initial employment. In the case of initial employment support, participants may receive transportation through their second paycheck. ○ Public Transportation Assistance – Program staff may issue a public transportation card, pass or tokens not to exceed $20 per day with a maximum of $1,000 per customer per 12- month period. ○ Private Transportation Assistanc e – Gas cards may be distributed in advance for transportation emergencies – the process for approval must be outlined in procedural documents. ● Automotive Repairs – Customers may receive a one-time payment directly to the vendor for automotive repairs. Automotive repairs are approved on a case-by-case basis and require the Program Coordinators approval. The repair of an automobile must be necessary to enable a participant to attend training or employment. When supportive service funds are used to pay this expense, documentation must be in the participant's file that verifies the repair needed and amount. The maximum allowable for automotive repairs of $1,000 . ● Tools – Tools may be purchased for participants if the tools are required to continue a training program or obtain employment. Staff must determine that the tools are required and that they cannot be provided by any other source, such as the prospective employer or training provider. Staff may provide financial assistance up to $500 . Customers must be enrolled in training or have a firm employment offer before this expense can be approved by staff. ● Work/Training Costs – Financial assistance will be limited to an amount not to exceed $500 per customer for these items. The items must be for a work or training related activity. Examples include, but are not limited to, uniforms, books, educational testing or accommodations, protective gear, work or training-related licenses and permits, application fees, payments for employment and training-related applications/tests/certifications. ● Access to Technology - Access to technology assistance is a supportive service provided to participants if it is determined that without internet access, a participant will not be able to take part in services or transition to employment. Financial assistance can be used to purchase supplies or equipment to include such technology assistance as; laptops/ computers, software, printer, internet hotspot device, and data use fees for hotspot devices. Financial assistance will be limited to an amount not to exceed $500 per customer for these items. Other types of supportive services not included in the recognized categories addressed above may be provided to individuals as long as they meet the definition of a supportive service as stated above. Accordingly, these supportive services must also be determined to be reasonable and necessary for an individual to complete training or obtain or retain permanent employment. Neither eligibility for, nor participation in a CAREER NDWG activity, creates an entitlement to services, and nothing in this guide shall be construed to establish a private right of action for a customer to obtain services described in their objective assessment or IEP.

Page 23 of 45

Supportive services may be provided either in-kind or through cash assistance. In order to obtain payment for any supportive service, the customer or the service-providing vendor must provide appropriate documentation. Such documentation will include at a minimum the following: ● Justification for the need of supportive service (which may include training attendance records, documentation of miles traveled, receipts, etc.); ● A description of the supportive service provided and why the supportive service could not be obtained through other programs and; ● An invoice or receipt for payment received (itemized and dated) for the supportive service.

Page 24 of 45

CHAPTER 7 - PERFORMANCE AND DATA VALIDATION

7.1 PERFORMANCE

TEGL 14-18 provides further detail regarding performance measures and reporting, and includes an attachment specifically for NDWGs. Quarterly data performance reports (QPR; ETA-9173) and quarterly narrative reports (QNR; ETA-9179) will be submitted through the Workforce Integrated Reporting System (WIPS) on the 15th day of the second month of the subsequent quarter. Below is a chart demonstrating the due dates for quarterly reports:

Table 7. USDOL Reporting Frequency

Reporting Quarter

July – Sept.

Oct. – Dec.

Jan. – Mar.

Apr. – June

Report Due Date

November 15

February 15

May 15

August 15

QPRs are generated from customer data contained within comma delimited files (with a .csv extension) in multiple layouts, known as schemas. Reporting schemas specify the information required for grants based on the Participant Individual Record Layout (PIRL). Reporting schema options can be downloaded from ETA’s performance webpage. The PIRL is available for download on ETA’s reporting webpage. Files will be tested for PIRL compliance and accuracy every 2 weeks. Where NDWG reporting schema is not satisfied, staff will be guided by the Accountability Specialist to make the necessary changes on each case file.

WIOA Section 116(b)(2)(A) establishes six primary indicators of performance. These performance indicators apply to the CAREER NDWG program as described below.

A. Employment Rate – 2nd Quarter After Exit: The percentage of participants who are in unsubsidized employment during the second quarter after exit from the program. B. Employment Rate – 4th Quarter After Exit: The percentage of participants who are in unsubsidized employment during the fourth quarter after exit from the program. C. Median Earnings – 2nd Quarter After Exit: The median earnings of participants who are in unsubsidized employment during the second quarter after exit from the program. D. Credential Attainment: The percentage of those participants enrolled in an education or training program (excluding those in on-the-job training (OJT) and customized training) who attain a recognized postsecondary credential or a secondary school diploma, or its recognized equivalent, 4during participation in or within one year after exit from the program. A participant who has attained a secondary school diploma or its recognized equivalent is included in the percentage only if the participant also is employed or is enrolled in an education or training program leading to a recognized postsecondary credential within one year after exit from the program. In alignment with the WIOA title I Adult and Dislocated Worker programs, NDWG participants who receive OJT or customized training are not included in the credential attainment indicator for

Page 25 of 45