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Home My WebLink About920796.tiff tia' I ^ r .,Ty • STATE OF COLORADO GOVERNOR'S JOB TRAINING OFFILE'7 �� -5 . . 7 eOF CO2�\720 South Colorado Blvd.,Suite 550 C #7, Denver,Colorado 80222 _ Phone(303)758-50M T V _ - wx *, FAX(303)758-5578 » Roy Romer Governor Leslie S. Franklin March 4 , 1992 Director Mr. George Kennedy County Commissioner P. 0. Box 758 Greeley, CO 80632 Dear Mr. Kennedy: Attached is the final monitoring report for Weld County Department of Human Resources . This encompasses Program Year 1990 (PY 90 ) and first quarter PY 91 Compliance and Classroom Training Review. • This review was conducted during October, 1991 , by the Governor ' s Job Training Office in compliance with the Job Training Partnership Act, Section 164 . kpCeVel Le i S . r kli Director Attachment I-NR0053 Cc- t / I 920796 ELIGIBILITY AND CLASSROOM TRAINING MONITORING REPORT SDA: Weld County Department of Human Resources P.O. Box 1805 Greeley, Colorado 80631 Program: II-A Program Year 1991 Period of Performance: July 1 , 1990 - September 30 , 1991 Monitoring Dates: October 16-18 , 1991 Monitor: Elise Lowe-Vaughn State Field Rep . SDA Staff Involved: Linda Perez Director Charlie Dalpan Voc . Ed . Coord . Bob Paulson Employment & Trng. Coordinator Dora Lora Client Information Systems Coord . I. INTRODUCTION A Program Year 1990 (PY 90 ) and first Quarter PY 91 compliance review of Weld County Department of Human Resources , Service Delivery Areas (SDA) Title II-A Classroom Training Review was conducted at the Administrative Office on October 16-18 , 1991 . A representative from the Governor ' s Job Training Office (GJTO) , Ms . Elise Lowe-Vaughn, State Field Representative, conducted the on-site review. The SDA Director, Ms . Linda Perez , assigned appropriate staff members to provide the necessary information for the review. The review covered the following general areas : Area A- Administration Area B- Eligibility Determination and Management Information Systems (MIS ) Area C- Classroom Training Methodology included : * Use of the GJTO Monitoring Guide; * Discussion with appropriate staff and clients : and a * Review of client files and other pertinent documents maintained by the SDA. Page 1 of 7 II. SUMMARY OF FINDINGS During the past year, Weld County SDA initiated major program- matic changes in recruitment and basic skills training. Staff are transitioning their approach from welfare diversion to assessment, education and training. The monitor visited classroom activities at two sites : Aimes Community College and the SDA' s in-house General Education Diploma (GED) preparation classes . While no compliance issues were evidenced during the SDA review, the following areas need to be strengthened : targeted client recruitment, review process for classroom training selection, availability of classroom training opportunities , monitoring of classroom training, Employability Development Plans (EDPs ) , log notes and gaps in counselor/client contact . III. CLASSROOM TRAINING REVIEW A. Administration The SDA and its Private Industry Council (PIC) targeted their approach to classroom training based on surveys of local employer needs . Given the diminished availability of skilled jobs and the low test scores of most of the welfare caseload, classroom training mainly focused on basic skills training. While the SDA' S new in-house computerized training center has targeted GED preparation for the majority of its clients , concurrent enrollment in other training and/or activities has been minimal . During PY 90 and first Quarter PY 91 , a total of 64 participants ( 19% ) were enrolled in basic education studies , and 26 ( 7%) were enrolled in some form of vocational skill training. Weld County has initiated major changes in their class- room training forms . However, while the SDA has devel- oped new policies and procedures for classroom training, no written procedures were in place . For those clients lacking a high school diploma, needing to improve their English, or deficient in a specific area, GED preparation, ESL, Adult Basic Education (ABE) , and/or brush-up classes were available at Aimes Community College and the SDAs Learning Lab. vocational Training referrals were limited and client driven. For those individuals whose test scores demon- strated aptitude and achievement, individual referrals Page 2 of 7 were available for either certificate programs in demand areas or individual classes geared toward specific job categories . Students were encouraged to attend public institutions such as Aimes Community College and the University of Northern Colorado; however, those students who needed to attend private institutions such as Empire Business College and Medical Career Training Center were granted an equivalent training budget to those who attended public institutions . No class-size projects were provided by the SDA. Clients were assessed for academic skill level , apti- tudes, abilities and interests . During PY 90 , assessment was contracted through Aimes Community College. However, despite the extensive vocational assessments completed on prospective classroom training clients , counselors had difficulty translating outcomes with the client on the EDP. In PY 91 , the SDA attempted to simplify information used for counseling by starting its own testing and evaluation process; a user friendly EDP was also devel- oped . Each counselor reviewed their clients vocational skills training request with their supervisor; the director authorized training expenses , beyond the Pell grant, of up to twelve hundred dollars , including books and tuition. An appeal process was available for those turned down for training. Attendance and progress reports were recently developed but not fully implemented at the time of this review. Supportive Services were available through the JOBS program and covered transpor- tation and child care. Training vouchers were submitted to the Fiscal Department for final forwarding to the County Payroll Department for payment . The Memorandum of Agreement submitted for payment failed to identify specific classes , hours and quarters being billed for . GJTO Recommendations 1 . Written classroom training policies and procedures should be developed . SDA Response 1 . The Weld County SDA will develop written classroom training policies and procedures by May, 1992 . We will work with our Field Representative prior to the finaliza- tion of the policies and procedures to ensure that all compliance areas are addressed . Page 3 of 7 GJTO Recommendation 2 . Memorandums of Agreement need to specify the quar- ter/semester the bill is for, specific hours, classes and/or book(s ) authorized for payment . SDA Response 2 . The files currently address classes and costs to be paid for by the program. However, during the development of the policy and procedures, we will review the current process and identify methods to strengthen the documenta- tion. GJTO Recommendation 3 . Greater focus needs to be placed on increasing classroom training referrals . SDA Response 3 . The Weld County Service Delivery Area has placed a greater focus on increasing classroom training referrals . The working relationship has been strengthened with Aims Community College for cross referrals . GJTO Recommendation 4 . Create an independent review committee to evaluate the appropriateness of training plans . SDA Response 4 . The Weld County Service Delivery Area does not see the value of creating an independent review committee to evaluate the appropriateness of training plans at this time. However, if the need to have a committee becomes apparent in the future, this method may be utilized . GJTO Recommendation 5 . Provide specialized case management training for staff. SDA Response 5 . The Weld County Service Delivery Area has been increasing case management training for staff. The Department of Labor and Elise Lowe-Vaughn, GJTO State Field Representa- tive, have been helpful in providing training on the Employability Development Plans (EDP ) . All relevant staff will be attending a two day training in April, 1992 , to strengthen other case management areas . Page 4 of 7 B. Eligibility Determination/MIS/Client Files A random sample of 20 participant files was reviewed during this compliance procedure. Of the files selected , half represented clients who had been or were currently enrolled in basic education, the other half reflected those in vocational education. According to Job Training Partnership Act Letter #90-07 each file must contain documentation of age, family income, family size (when determination is made from income) , citizenship ( I-9 ) , residency and other pertinent information; and when applicable, handicap verification and Selective Service registration. Files must also include an application, test scores , EDPs, log notes , and movement and termina- tion forms . Weld County requires 100% eligibility documentation for all clients prior to enrollment. The MIS Department provided a secondary review for compliance . The following concerns were noted during the sample file review. Of the sample files reviewed , the majority represented welfare recipients . Several files had notable gaps (up to one year ) in counselor log notes . Also evidenced was a large percentage of files that contained EDPs which had never been updated, though in several cases transaction records and log notes indicated changes in the clients ' activities . While files contained the required data, it should be noted that several areas could be strengthened . GJTO Recommendation 1 . Targeted recruitment needs to be expanded and monitored to see that increased client diversity is being solicit- ed . SDA Response 1 . The Weld County Service Delivery Area has increased targeted recruitment with Aims Community College, both at the Greeley campus and the Fort Lupton campus . To date, we have experienced an increase in referrals from Aims and more client diversity . GJTO Recommendation 2 . Procedures need to address gaps in log notes and counsel- or contact due to transfers, maternity leave, and other eventualities . Page 5 of 7 SDA Response 2 . The Weld County Service Delivery Area policy will address gaps in services in the log notes . GJTO Recommendation 3 . EDPs should only be initiated for enrolled clients and be updated to reflect changing needs and services provided to the client . SDA Response 3 . The Weld County Service Delivery Area agrees that EDPs should be initiated for enrolled clients and be updated to reflect changing needs and services provided to the client. C. Classroom Training Participant Interviews Classes at Aimes Community College and the SDAs in-house GED preparation program were audited by the monitor : three clients and one instructor were interviewed . Weld County runs in-house basic skills and remedial training classes . All clients testing below level or in need of a GED are required to attend classes . Both participants interviewed stated that they were determined to get their GED. While one student planned to start a secretarial program upon completion of her GED, the other was concurrently enrolled in a Youth Try-Out (YTO) program. The YTO client planned to continue his education in Business Management after completing his GED and being hired by the employer. Both participants were previous- ly enrolled in the program and had self-terminated . When asked the difference between their previous unsuccessful enrollment and their current one, both participants noted that this time they were taking more than just basic skill classes and felt they were moving toward a tangible goal . Those students in individualized classroom training generally attended classes at Aimes Community College. One participant enrolled in a two year electronics program stated that he had only worked menial jobs which never lasted more than six months because of boredom; and now, one year into the program he found he was eager to attend classes , had a 3 . 5 average and looked forward to starting a real career . Page 6 of 7 GJTO Recommendation 1 . Basic skills training and/or remedial classes should be coupled with other activities . SDA Response 1 . The Weld County Service Delivery Areas policy is to couple training, if appropriate and as identified through the EDPs . Page 7 of 7 Hello