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Home My WebLink About20140163.tiff RESOLUTION RE: APPROVE EMPLOYMENT FIRST COUNTY PLAN FOR 2013-2014 PROGRAM OPERATIONS WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with an Employment First County Plan from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, to the Colorado Department of Human Services, commencing October 1, 2013, and ending September 30, 2014, with further terms and conditions being as stated in said plan, and WHEREAS, after review, the Board deems it advisable to approve said plan, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Employment First County Plan for 2013-2014 Program Operations from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, to the Colorado Department of Human Services be, and hereby is, approved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 20th day of January, A.D., 2014, nunc pro tunc October 1, 2013. 6+,, BOARD OF COUNTY COMMISSIONERS EL am, WELD COUNT ORADO ATTEST: Zid 4t? ougla ademach r, Chair Weld County Clerk to the ar .14(s, arbara Kirkmey r, Pro-Te BY: C Q Depu Clerk to the Board Sean P. Conway AP ED FORM: Mike F em n ounty AttorneyY!��, iariF. Garcia Date of signature: I-c9B uj CC' *S> G.ae •Iki 2014-0163 HR0085 • X861 MEMORANDUM SEL , 2 DATE: January 16, 2014 -C�_�- N Tz- TO: Douglas Rademacher, Chair, Bo d of Count Commissioners FROM: Judy Griego,A. Grie o Director, Hu � s 0260 RE: Weld County Department of Human Services' Employment Services' Employment First Program County Plan Enclosed for Board approval is the Department's Employment Services' Employment First Program County Plan. This Plan was reviewed under the Board's Pass-Around Memorandum dated January 2, 2014, and approved for placement on the Board's Agenda. The Plan outlines the overall program design and Weld County's intent to provide employment services to Food Assistance recipients who are mandated to participate in this program. Within the 2013-2014 Plan there are references to a number of attachments A-R which contain various forms, documents, and electronic presentations used in the delivery of employment services. ESWC receives funding for the Employment First Program from several sources. Approximately 1/3 of the funds are provided by Federal Funds dispersed by the State Employment First Office and Colorado Health and Human Services. The other 2/3 of the funds are provided through the program expenditure reimbursement process from Employment First Enhanced funding cost savings earnings and 50/50 state fund matches based on previous quarterly cost savings. There is a small funding commitment from Community Service Block Grant funds (CSBG) that provide some staff salary support. The funding amount is $355,963.84 for the period of performance of October 1, 2013 to September 31, 2014. If you have any questions, please contact me at extension 6510. 2014-0163 il ill -6�T fl Employment First Progran V", 444 Count Plat � fk '� ' f sr r 7:� 11 1, lint 11:i�f S•n L� m.' r d; %,: :q \ se iP' 'ffit iTg:;:tb " : tf' d l,...L, ;.',.:Please use this interactive form to create and submit an Employment First (EF) County Plan for consideration for participation and funding in this United States Department of Agriculture (USDA) program. Funding to operate an EF Program is contingent upon approval of the County Plan by the State Employment First Unit. The local EF supervisor and the county director or designee must sign the plan. Each county must submit a plan of operation for the federal fiscal year. O $ '$ pis I n� caio co >eo #®rour a sea **, w' 4IT:,( e iwE':A4 k 1••i s; ' k' mP i dr t. :a t s, 5 t 'e`r , , Ptia �Irt6 .. d 3u Y ^a: `sc sue-''* ''',W! " .s}, 'fit t ti '+. i....' c.. ^7 m- v t .'.fC $, yf r.. yP' a ,rte,, iti ,x .M: +` ., :4!. $( t 1 i s �+ 4 t I +l .� ! }"i`A _F SS Jt .K" Y ilti i z fr 4 r+ i , - 1 i, ' th 1 Y 'j '" ' ?FederaI'funds�S ti 4.,:o" .+000;, f , is ya,r, yi K,,-;:ii:� "'•fir r A+ 'r a t r " ear7nedwhen � C r t o A k ' a' ' h „,.4,' � i�d-5 �� 4AI0rkfare�''�" � la, v, 'S' ti su 7 •es P , 'I articipants become7. .5nc..:.._._...�x' ��x"._.,.3#t.,J ... .._.. ... .... �..� . . "". . - t_..:�..�i,.. ....._ .s �.v� -.�i , Kt s ':�.3Y.C. <vkcE�' Throughout this form you will find links to information that will help you to complete your county plan. Here are the links to look for and the information you will find. County Plan Documents That Modification Best Practices & Samples & Checklist Support Program Requests Success Stories Tools . 1 "}f.'.' Y' t �. : : ��7� � �, � 3x r...s. r%. r S ./;:4::,..c:.,,, 4:.-. f .� r4 C' � r "E' iF} Y�i � wr �Z.f 1�, c..;�•2 F'•a i > Y f � i 44—ry yT V 1 � � r�F r:J y ��,� : 1@�dd", r�-5f c'!'•-r F ,i'f F �:• .R`:*'�'- ��g�r ‘,..,? ..,_.;:i.:--- ,. ., y �' _1 .. �_ .x"' i, yry t Yom,•',?;�q.Clay l '�j r{ioli 'mil" i k `i sA''+ ,,�, 1i .. � K� +.;1 .e: :. ?�$�t'+ S ra"'b'k .'. ~a .,..� t�l',: ..:SF';: :'...etc" '.� �SX: .._._.. . .r ,. � _,..__._...y .. SACKG OUND INFORMATION . :.:..._,.c .- ..�: T7:;r'1 ,7,. _... _. -' t.. •"•. •' •t. �. , ..:. = - County name Veld County Name of person(s) preparing planiora E Lara Phone number (970)353-3800 extension 6744 Email address }31ara@co.weld_co.us Today's date November 21,2013 LOCAL CONTACTS AN PROGRAM STAFFara . c: :••u z� L r '211=34E2. '"�r- - For internally managed programs,please provide the Department of Human Services/Social Services Contact. If service delivery is contracted out to another agency, please provide the Social Services Contract Monitor Contact. Name (list all local contacts Judy Griego,Human Services Director and program staff) Address 315 N 11th Avenue Building B Greeley,Colorado 80631 Phone (970)352-1551 Extension 6510 Email griegoja@co.weld_co.us Representative of the tTA Contracting Agency: Address Phone Email EF Manager/Administrator: Fora E Lara Address 315 N 11th Avenue Building B Greeley,Colorado 80631 Phone (970)353-3800 Extension 6744 Email Idlara@co-weld.co_us - _ ` I41 t)h V I 5 y slotH74—A Y I r About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First A} � !M�+•.��"!-�iyr7.(y`J�iP3 yy��-��,,yy�� §9e� 4�v f t' 4�. Sr_ EF Supervisor: 'Dora E Lara Address 315 N 11th Avenue Building B Greeley,Colorado 80631 Phone (970)353-3800 Extension 6744 Email I31ara@co.weld_co.us Primary Contact for ILetune Bottoiff Program Budget: Address (315 N 11th Avenue Building B Greeley,Colorado 80631 Phone 1(970)352-1551 Extension 6537 Email Iottorll@co.weld.co.us Primary Contact for Accounts Lennie Bottorff Payable & Receivable: Address 315 N 11th Avenue Building B Greeley,Colorado 80631 Phone (970)352-1551 Extension 6537 Email Dottorll@co.weld_co_us Food Assistance Supervisor John Kruse,Assistance Payments Division Head Contact for EF: Address 315 N 11th Avenue Building C Greeley,Colorado 80631 Phone (970)352-1551 Extension 6300 Email krusexje@ co.weld.co_us EF Liaison: (Dora E Lara Address 315 N 11th Avenue Building B Greeley,Colorado 80631 Ph one 970)353-3800 Extension 6744 Email lara@co.weld_co.us I 3 C1,,b.::''','.11 li..i..," li'4* t,„ W.1 About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First . '`t J I} "��i..,. +aA'�° ''xYS. j,z $ �. ,}!; Ltt� '- 7�y'1��E�- �,._ 444- 'n Food Assistance Liaison : 1Suzanne Cowan Ad dress 1315 N 11th Avenue Building C Greeley,Colorado 80631 Phone !(970)352-1551 Extension 6351 Email powanxsa@co.weld_co.us ORGANIZATIONAL. STRUCTURE �. r-r:r-, •.,7, 7 r .; ^-rimy-; wrs,PAy >t�m ,rw List all staff with EF responsibilities (these should be on your organizational chart) and make sure to include back-up staff. You will need to include the organizational chart when you complete your budget request and percentage of time each listed staff person who is charged to the EF program. Name See Attachment B-1, and B-2,Organizational Structure-Staff Title Phone Email Education/Experience Additional Staff Detail (list name, title, phone, email and education/experience) O i=El C ES , *,,,=r7.rt,.: , Provide the location and availability of your County EF Office(s). Address [315 N 11th Avenue Building B City, State, Zip Greeley,Colorado 80631 Phone 970 352-1551 Days/Hours when EF Services are available 'Monday-Friday,8:00am-5:00pm Additional Office Location Weld County Human Services Fort Lupton Office 2950 9th St Detail (list address, phone, Fort Lupton, CO 80621 P: (303) 857-4052 Hrs: Monday- Friday ; days/hours when EF services 8:00 a.m. - 5:00 p.m. are available) t About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First t'�✓. f � �!' l ar,I t r vy .�qb+.. { ,s 1 �}":�ax��u�F i�..;,�"d^fvl,�r � �I ..,s�}ttj,�i�.��v ��.,"�� F .,. r M:_t .] n i } 7'.Q � � �� d Y Sar a � •L' r�sa.,rn �— - r'a' .,+ ."�; "'+t � '. � rf f 4.1 T'.��;�..''�+."'��e':, •�.Yc-,.�_ � ��: r,,'.� ��' ��*r��_.;.�,..'..��.. u.`:"^�.�.� i .3a .. hY,° �f��",MI. Yr ..t.. SC HEDULE r ^— �v f_.., F ,.. ... • 1 The purpose of scheduffing is to demonstrate how workflow is streamlined so that the process provides optimum customer service and makes sense to the participant, while also guiding staff weekly priorities efficiently. The calendar is referenced to monitor program operations and its effectiveness ensuring compliance to meet required deadlines (e.g.Seven day entry rule, NOAA deadline,14 day data entry rule for referrals to EF). Your schedule is seen as one of the strongest indicators of success for effective service delivery. Click on the "Samples& Tools"icon below right, to see sample schedules to assist you in creating your Own. Participant Contact Events Z Orientations 0 Competency/comply classes J Individual appointments 2 Drop-in and/or front desk hours Q Follow-up groups/support groups © Answer/return client phone calls Workshops LI Receive/data enter/forward verification Non Participant Contact Events © EF staff meetings 2 Meetings with Food Assistance/Community Partners 2 Regular agency meetings/trainings Q Time scheduled out of the office for work site or job development El Facilitation planning 2 Audit of data entry 0 Working ticket reports 0 Outcomes review and discussion ▪ Active client list review and discussion © Employment and enhanced funding targets review and discussion BEST PRACTICE Post schedule in EF work area. Use an oversized calendar to create the current month's schedule allowing it tolbe modified as appropriate. -; FOR SCHEDULING:' Monitoring Reference the schedule during State site visits. Ensure data entry is done;dailys much as possible for that day's activity. , arir.Jo ,� .i rf 71ftt t t About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First �v,..��d t�.a j 'a A i ti:�. .^� rf '�J {t �.1, »t' 17j i ii e 0eiit o i W'�F,�r.{f k i -l�Y�"*...#�}..,r':r'i��.....�. } J,-`ThLa.,�72'"�.. ..'??rot e'r_ .: =� '.:•�.in4 �� REFERRAL, CASE CREATION; AND CASE MANAGEMENT r s—" tir, : . 1. Food Assistance (FA) is expected to schedule all mandatory work registrants for the first EF appointment within 14 days of initial FA interview. An EF 102 form, or State approved alternate, should be used as an appointment letter. 1a. What is the FA process regarding 102s to meet the 14 day requirement, AND once the FA refers the participant,how does the EF unit receive the 102? Weld County Food Assistance is adhering to 14 day rule for establishing EF appointments. 102s are received electronically on a daily basis from Human Services Food Assistance divisions. Once102's are received in the appropriate electronic mailbox,EF staff print a copy and date stamp or hand write document date of receipt The document is checked in CBMS for active sanctions and to see if the household received expedited FA and noted on the form in order to later comply sanction_ A new plan is entered in CBMS unless the last plan is less that 1 year older,in which case the last plan would be amended. lb. What is the process for scheduling participants who do not get referred from FA but who have been determined as mandatory work registrants by Colorado Benefits Management System (CBMS)? Customers who have been identified as required to participate with the program are sent an appointment letter requesting they attend an orientation appointment and/or one-on-one meeting with Employment First staff. The appointment is scheduled within 30 days of identifying non-referral status_ lc. What is your process to resolve problems that prohibit meeting the 14-day requirement? 102 referrals that exceed the;14 day referral rule will be recontacted by Food Assistance and scheduled for an earlier orientation appointment. In the event that an individual cannot be scheduled in a timely manner due to a verifiable,good cause or an agency business closure,a case note is entered in CBMS explaining the reasoning for delaying the referral. BEST PRACTICE FOR Developing a process f, r researching cases prior to orientation allows REFERRAL, CASE for the opportunity to fi any problems and prepares staff to work wit ii CREATION, AND CASE, participants without unnecessary delays. MANAGEMENT: About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First et x Y �.,;;4 ' 4 y -. ti � --n, r ii r + 1 $ fli 4 Jix � � �°1*�� x :±J ..3 �� f'.� r�''X o <+�by�` �y � �•'� � �� s -"� f� fl � 1� yF.4 s+. `Y, 1 1 J 4 ! ti`a tr '�t`k,fi _r`� t i tr :,+s u 1'Ci fs s�ppyy., , k r `3 S•_ _._......_._.._...._•--- _ _.t „ .tau... .`._.._�.,.__._...._�.__._.'_. !._:.1..,�. • ' •. , ..4: T... . , :',--L\-., ., -„x• id. Who are the contacts who assist in eliminating problems with meeting the 14-day requirement? e clerical support staff person who processes 102 referrals is responsible for troubleshooting such issues. An crease in incidences are reported to the EF Program supervisor for additional resolution_ 2. Managing cases through the CBMS system is necessary for reporting, monitoring and review. Please describe your system for accomplishing the data entry requirement for the program and answer the specific questions that follow to entry responsibilities are required to be conducted within 7 days of any Employment First action. The 7 ays rule applies to all case notes,entering program activities,program non-compliances and sanctions. 2a. How do you ensure the EF-102 102 information is entered into CBMS in a timely manner? The clerical support staff are responsible for entering all 102s-within 7 days of receipt from the food assistance office. In a case were a 102 form is received after the first appointment date,it is entered immediately upon receipt EF orientation lists are checked prior to each orientation day to ensure that 102s have been entered and a case files has been created. Random sampling of both the electronic mailbox for 102's and CBMS cases are conducted weekly. In addition,as part of the random sampling,on the day of orientation rescheduled appointments for clients who contact the EF program for a missed appointment are entered in CBMS. Staff who handle the phone calls will alert the Program Supervisor if an EF case and orientation case comments does not exist in CBMS. 2b. If you are an ABAWD county, how do you ensure special attention is paid to minimize tickets and sanctions? Not Applicable. 2c. What are your case load and case assignment policies to ensure the correct staff are listed as responsible for the case, especially at those points at which the case assignment is changed in I CBMS? ' Weld County's client caseload is assigned to Employment First within an alphabetical breakdown. English and Spanish speaking cases are assigned to 3 of the Spanish Bilingual Case Managers on staff. Case assignment is programmed automatically through CBMS,Case Assignment Data management system. Cases in CBMS that cannot be automatically assigned are manually changed by Employment First staff. About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First ..<..!•.•.:, s,, d'i. ...;. 4{ .:.: <fi : ' t a i�'. 'P+1 r�t ': li'.t. T,�.£� r�C s° '�eT^ x y� • :' +�'7. yl r ... , , is sa-6tp�, ,! ,}K f� �p � '"'Rt. :P ` £ �+�t �..°1 Pct 1.yrF • K... '�1 -�C � • ...'','4 .. Pa'j-•:. i.. _ --.i., ...Y. < .. I' .ri......�.t:.... .6.:� - tir.._.. .. . The filing system employed by the local EF unit is an important part of the overall service delivery system.Closed files need to be kept within the EF unit for six months and must be accessible for federal audits for three years.Please answer the following questions about how your files are organized and maintained. 1. it is required that every case file contain the participant's name and CBMS case number. Do your files meet this requirement? Q YES 0 NO If NO, please explain: 2. Describe the process to track participants scheduled for orientation or appointments each day,and how you monitor that required actions are taken on each case within the 7-calendar-day period. Individuals attending orientations and group appointments are tracked using weekly orientation lists or monthly group session list. Clients who fail to attend their appointments are sanctioned for non-compliance within 7 calendar days of the set appointment by one staff person. Individual client appointments are set up with their assigned case managers by using an outlook appointment calendar. Clients who fail to attend their appointments are sanctioned for non-compliance within 7 calendar days of the set appoint- ment. A tickler system is in place to track cases that cannot be sanctioned for non-compliance. A case note for all appointments, describing the action taken,is entered in CBMS on all cases. 3. Describe your policies/procedures/guidelines regarding standards and responsibilities for files and incoming mail by answering the following questions. 3a. Do workers keep active files at their desk, or are all files kept in a central filing area? A central filing system for Employment First cases contains both alphabetical active and closed sections for record maintenance. Case managers and clerical staff maintain a number of cases at their desk depending on the case action needed to process the case_ Clerical staff is responsible for EF cases from the point of referral to the EF orientation. Case managers are responsible for all EF cases after EF orientation and until the case closes_ 3b. Are files filed alphabetically, by date of next action,or by status such as sanction, deferred,exempt active or closed? Check all that apply. Q Alphabetically 0 Date of next action O Sanction O Active © Closed ❑ Other (describe) A central filing system for Employment First cases contains both an alphabetical active and closed sections for record maintenance. Develop filin requirements and periodically review with staff filing policies that .: . BEST�.- are supported by a process of regularly Monitoring files for completeness and'- PRACTICE organization. Identify and use stand4rds on how case files are to be labeled aid FOR FILES: where they are stored so that filing is easily done and cases can be readily located Centralize a filing.area for those-cases not yetassigned to a case manager. , errce ' About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First 1 1 � .'5�Vi K.�:,.�.,:,r�"�—��` .a`.ii�.'. ! �X1'..1` .7~: ter l��; .`�i��h '.1'Tl' _ y - � � .C'si 4:a;.�.:� Jy_. � cr S f 4. ,, �x r" }:^.:r, x ,�:,�t � J; , -Fa, M�egi.,,, _.. ' .:ply• ..{'-, :J.x Tt�". r'� c.,� `� � �" 71;,', :4� 't�.�R�t �,,, 4 _ .y r l F� i a � 3c. Once sanctioned or closed,do they remain case assigned to the original case manager? r. YES r NO If NO, who is typically assigned the sanctioned/closed case? 3d. Where are your files archived when are they moved out of the immediate file area? EF files are archived every 6 months and moved to a central storage facility for Human Services records at 300 8th Avenue Greeley, Colorado. Records are available for review,for a period of 5 years. In 2014,EF files will be archived electronically and available for on-line review. Purging of on-line electronic EF records will meet local,state and federal record retention requirements. 4. How is incoming case file mail handled? All incoming mail sent to the EF program is received by Weld County Hunan Services central mail department Received marl is then sent to Employment Services of Weld County Division and is dispersed to the assigned case manager's electronic mail boxes. All mail received is processed by EF staff and filed away within a 7 day period. 4a. Who is responsible for incoming case file mail and how is it distributed? Incoming mail is distributed both manually and electronically to each assigned case manager who is then responsible for the processing of documents. 4b. What is your process for handling mail related to a case that has not yet been assigned to a case manager? All return mail and incoming mail is assigned to a specific case manager based on an alphabetical breakdown. 4c. What are the timeframes for seeing that the mail is handled and then filed appropriately? All mail must be processed by the appropriate program staff within 7 working days of receipt ` � ( I About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First 4 ^ri jr - � - The orientation is the first good overview of the program for the participants and it begins their EF activity. Orientations must be scheduled within 14 days of the Food Assistance interview. Seldom are referrals predictable enough to establish limits on the number of people for each orientation, so the orientation process must be elastic enough to expand to handle all those individuals reporting for their scheduled appointment within the timeframe.See the Samples & Tools area for an Orientation Schedule Tool you can use to help you in completing this section. 1. Describe or draw the space set aside for orientation (location, room capacity, furniture, room arrangement, equipment) re to the lack of meeting rooms at the Employment First office,orientation is conducted off:site at 918 10th treet, Greeley Colorado,once a week The facility used for orientation has the capacity for seating 75 ndividuals with tables and chairs set-up_ In Southern.Weld County,the orientation meeting room is located at 1950 9th Street Fort Lupton Colorado and can accommodate up to 20 individuals. 100 individuals can be scheduled at any given time. 2.How many participants typically attend EF orientation? 3. Describe the space used for orientation, or include a layout/drawing when you submit your plan. The orientation is set up in classroom style to accommodate a projector and screen presentation. There is also sufficient room for a check in process_ Two additional meeting areafrooms are available for small group sessions which include rescheduling appointments and holding small conferencing sessions. See attached floor plan. 4.Describe your overflow plan if the number of people in the room is too high for them to be safe and comfortable. Because the facility can hold a sufficient number of individuals this has not been an issue_ The numbers of referrals are monitored weekly;referrals exceeding 100 individuals are rescheduled for the following week BEST. Establish a presentation standard that set the tone to be welcoming.Provide snacks,: . PRACTICE: water or coffee water for participants.Work with Community partners to supply personal hygiene resources.Showcase Current job seeking events happening in the comrplunity i9*`.',' ''l i �� '1 7N / ; ,.+ •,,ki.O. , r 4r About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First T#7,-...777:;77_,°. yam•;:_:; _ .x:,..- - - .) Y_,. .,•moo - 5. Is this space prioritized for EF usage? If not, what is the arrangement for EF usage when needed? ecause the facility is shared with other Division units it must be scheduled a year in advance. In Southern eld County,the orientation meeting room is shared with other Weld County departments and must be cheduled 1 year in advance. 6. How soon is non-compliance entered for no-shows from orientation and how do you verify that this has been done for all cases? divides 1s who fail to attend their orientation or appointments are sanctioned for non-compliance within 7 alendar days of the set appointment,unless they can provided good cause and verifications of the:delay in articipation. 7. Referencing the schedule you provided, please describe what a participant typically experiences before, during and after orientation (e.g. check-in process, exemption process, paperwork to complete etc.)Include copies of your orientation materials when you submit your plan. Before:Individuals are checked in as early as 8:30 am for a 9:00 am orientation. Once they check-in they are given a packet of information which includes a Workforce Center registration application and CSBG supportive service application along with other agency and community resource brochures. They are asked to review the material while they await the start of orientation.Refresh- ments are provided while they wait. During:A presentation is provided to individuals regarding program responsibilities and participant expectations. After: After EF orientation has been completed,staff will hold a 10-15 minute verbal presentation on the purpose of the initial site project which includes the types of activities that are submitted to the program,the importance of starting that activity immediately, benefits to both the participant and the agencies that submit projects. Periodically,community agencies will provide information and presentations regarding services that can be available to the EF population. Participants are broken down into groups and they work on the assigned projects. Refreshments are provided as part of the Initial Site activity. Participants have the opportunity to network and enter into discussion about job search experiences such as places where they have seen job openings. In addition to the initial site process,each participant has the opportunity to also speak to an agency staff person regarding possible job openings posted through the WFC before being interviewed. Completed project are left on the working tables and EF staff are responsible for collecting the projects participants have finished. lC. L,, i .-„,._, ..,..,,,-. About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First 8. Please describe what each EF staff member is assigned to do during orientation from preparation for,to completion of, the entire orientation process. Include how long each part of the process usually takes. GREELEY OFFICE: Pre-orientation Set-up 8-8:30(The following tasks are assigned to EF staff) •Client cases and orientation check-in lists are picked up at the EF offices and taken to orientation location. •Two staff set up the room,table,chairs,laptops,projector and client folders for check-in and orientation •Signage is posted throughout the lobby foyers,refreshments are prepared and customers are greeted •Workfare work projects that will be completed by clients are set up. •Clerical Support Staff are assigned to phone duty during orientation mornings,taking transferred calls and explaining both re- scheduled and comply process for clients that call in and are not going to attend orientation Check-in process 8:30-9:15 am(Case managers are responsible for this process) •2 case managers are assigned to check-in clients • 1 case manager greets and directs customers to orientation room •Support staff person sets up the days workfare projects Orientation 9:15 am-1:00 pm (Case Managers and Clerical Support are involved) • Case managers are responsible for the EF presentations,duty is rotated throughout the month,45 minute presentation -L..i. r„r�• h.':r.�.�_..:;:.. .....- _._• _.......� .... ,-_.._... .,.._.... '?:.-_ ., ...,�_..._ .:,�,��-sue...:-: :... ..._. ...'- :._.=u • 7 • Most EF programs have participants complete one hour of volunteer work immediately after the orientation in order to commence the 30-day Workfare job search activity and be assessed for readiness for eventual Workfare placement. It is important that this initial Workfare activity be actual work that is meaningful, low-stress, and respectful of participants'efforts.Initial Site activity satisfies one hour of this requirement See the Samples & Tools area for a Workfare Initial Site Activity Tool you can use to help you in completing this section. 1. Describe how your EF unit obtains, plans and prepares the Initial Site work(e.g. what organizations provide work, what work is usually completed). Weld County Employment First provides for an Initial Site activity during orientation.The activities consist of basic clerical tasks,i.e. collating packets,folding flyer and brochures,highlighting forms,stuffing envelopes,stapling packets and stuffing give-away bags for various Human Service departments,Weld County departments and outside agencies. Activities have been designed to meet the physical needs of all EF participants. Projects are coordinated with county departments well in advance to insure their completion by established deadlines is met. There are a number of clerical tasks that individuals can choose from when engaging in the initial site project. 2.How do you ensure that you always have sufficient work for each Initial Site hour? Initial site projects are coordinated by the Workshop facilitator/support staff person who has contact with community agencies and all county departments- She has been designated as the main contact person for coordinating activities on behalf of the workforce center. 3.Please provide the PowerPoint or script you use to: (1) introduce the Initial Site, (2)explain the purpose, (3) outline the work to be done, and (4) wrap up the session. See Attachments L-1 to L-4 for Various Power Point Presentations. 4.Describe a typical Initial Site activity from beginning to end including what happens before and after (e.g., roles and responsibilities of staff, what follow up paperwork and steps are completed, etc.) After EF orientation has been completed,staff hold a 10 minute presentation on the purpose of the initial site project which includes the types of activities that are submitted to the program,the importance of starting that activity immediately,benefits to both the participant and the agencies that submit projects. Participants are broken down into groups and they work on the assigned projects. Refreshments are provided as part of the Initial Site activity. Participants have the opportunity to network and enter into discussion about job search experiences such as places where they have seen job openings. In addition to the initial site process,each participant has the opportunity to also speak to an agency staff person regarding possible job opening posted through the WFC before being interviewed. Completed project are left on the working tables and EF staff are,responsible for collecting the projects participants have finished, fr,4, • ti About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First f}j 1 A program screening assessment is required for each participant at or before orientation. The purpose of this first level assessment is to screen out individuals who meet the federal exemptions from mandatory participation so they are not required to continue with the EF process.A more in-depth barrier assessment must be completed for each participant within 25 days of the first appointment or orientation. This second level of the assessment is intended to identify any barriers the participant may face in gaining employment,find out what other agencies they are working with, and get an accurate picture of the participant's skills and work experience.See the Samples& Tools area for an Assessments/ Referrals Planning Tool you can use to help you in completing this section. 1. Describe your assessment process, guidelines and policies including forms and timeframes. The EF assessment is initiated at orientation. Participants are required to fill out the foam as completely as possible during the time they are waiting to be interviewed. The assessment form is provided both in English and Spanish to accommodate most common Languages. While participants are being interviewed,the assessment form is briefly reviewed and screened for possible exemptions. If participants do not have exemption documentation at the time of the interview they are instructed to provide the verification at their next interview. The required documentation is noted on their next appointment letter_ 2. Please identify other types of assessments staff may conduct to meet participant needs. An in-depth assessment is completed during the participant's first follow up appointment,which is no later than 25 days after "entation_ Part of the follow up appointment,which generally happens in the 2nd full week of client participation,is spent on olleeting additional information needed on the assessment'€orm and determining a participant's barrier to employment and program anticipation. Using this information and participant feedback,staff determine the most suitable activity for EF participation. anticipants without language or literacy barriers and those enrolled in post secondary education components take part in an additional ssessment_A CareerReady Colorado Certificate(CRC)assessment is made available within the first two months of Employment First articipation.CRC is an assessment based credential which certifies job-seeking c1,-iits. BEST PRACTICE An assessment of barriers should be conducted periodically on each FOR ASSESSMENTS participant to keep current on any new barriers and the participant's situation.Resources and referrals to help the participant overcome any & REFERRALS: identified barriers should be clearly noted on the assessment sheets. r 1!'ail Y 1-U,7;.!:` a.. 0:00 About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First ,u • .r. � r . �„AT° . •'•Xr.,�'. . 7.* 'G. ` '�.:•• :.i,:. .ti;,. .a. (C7`r. a'c' ;fit. •.�t�.::. .. . .. . �:: � . :.:. .. :• - �' ::. - .,�`�.::... . ....... ..y. . ,....; .. After the orientation, program participants are assigned to an activity and leave with a follow-up letter that contains their assignment, next scheduled appointment, and any documents they need to bring back with them. Program participants must be scheduled to report to the EP office at least once a month and are expected to participate until they become exempt, employed, or are no longer receiving benefits. See the Samples area for a Follow-up Appointment Scheduling Tool you can use to help you in completing this section. 1. What is your process for keeping participants engaged and returning for follow-up appointments? Participants are informed during orientation,during rescheduled appointment calls and face-to-face contact about the importance of weeping follow-up appointments as a requirement of maintaining food assistance benefits.They are provided with participant reilubrusement for keeping such appointments. All follow-up appointment notices include a statement informing individuals that failure to attend an appointment without good cause`may effect food assistance benefits. 2. If you meet with participants one-on-one, what time do you set aside for each appointment? The initial follow-up appointment after orientation provides for a 30-minute meeting time to thoroughly discuss the client's assessment,determine employment barriers and make a permanent activity/component assignment. Subsequent follow-up appointments are scheduled as support group sessions. Provisions are made available for individuals that cannot participate in group sessions due to physical or work-related issues. 3. How many one-on-ones do you schedule on an average day? Follow-up appointments can consist of 6 to 12 appointments per day for each case manager,over a period of 4 days. They are held citing the first week and last week of each month. Follow up appointments are limited to 3 days each week Scheduling group appointments for Follow-Up makes time more economic. BEST PRACTICE Groups allow participants to share information and promote networking that FOR FOLLOW-UP will expand the group members' knowledge of employment opportunities and community resources.Arranging for presentations on specific relevant APPOINTMENTS' employment:topics encourages discussion for seeking work and provides encouragement to'group members.Conducting Competency training in these Follow-Up groups is also a good strategy to complete Competency requirements. About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First :4.. c 4. What is your policy regarding clients who walk-in, but do not have an appointment? anticipants are encouraged to call ahead and schedule an appointment to meet with their case manager.Walk-ins are seen by staff but y have to wait until a scheduled appointment fails to show. Participants are informed of this process at orientation and when they eck in to see a case manager. 5. How do you manage unexpected increases in case load and still meet with every individual every 30 days? Mandatory requirements such as orientations,follow-up appointments,support groups.,processing sanctions and exemptions and returning phone calls are given first priority. Clerical tasks will be restructured to allow staff to assist with priority functions and msure clients are given the opportunity to participate and maintain work requirements. Case loads will also be re-assigned to ensure staff is able to work more productively with the clientele they serve. 6. If you handle follow-up appointments in groups, describe the space set aside for the appointment including location, size, room set-up, if it is reserved for EF or shared, and if shared, how far in advance is it reserved. arge follow-up groups are scheduled in a county facility at 918 10th Street,Greeley_ Reservations are made a year in advance.,The eting room holds up to 75 individuals and is set up classroom-style for each session. Shared space is available for smaller meeting Donis at the main Employment First office located at 315 N 17th Avenue where 10-20 individuals can.participate in group sessions. southern part of Weld County also holds follow-up group appointments at 2950 9th Street,Fort Lupton Colorado. The 2 meeting ooms accommodate up to 20 individuals and are also set up classroom style_ Reservations for all county meeting rooms require dvunce reservation of 1 year. 7. Describe what happens in the follow-up group including any job seeking skills activities and/or refreshments for participants. Individuals are scheduled to attend group follow-up appointments for Workfare,Education,Comply,and Employability activities. Follow up group sessions include job seelting skills activities such as videos,problem solving games,job searching lips,and networking activities delivered by Employment First staff or community agencies. 't 2a ;+ ✓ t g i, �'4 ! 77 ,.1�PLC ':'1:1 O About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First • 3 �g! 1 ,....._:,. ._....... ...._.. ... . ,CIS:•,._. ':.. .. .... .....�.. • .._,_. ...... _. io EF is committed to seeing that every participant is offered quality instruction to become proficient on the three basic job search Competencies: the Application, the Interview, and the Individualized Job Search Plan. This instruction is to be provided in the first 30 days of participation in order to benefit as many participants as possible. See the Samples area for an Competency Training Agenda you can use to help you in completing this section. 1. Describe the process you use to provide instruction on the three Competencies to every participant within the first 30 days of their participation, in order to assist them in successfully completing a: Master Application EF participants are scheduled to attend the Master application workshop/competency the week following orientation. The workshop is provided through the Workforce Center structure and delivered by the workshop facilitator. The Job Application Competency course is provided 1 morning per week,consisting of job application techniques and applicable practice.See attached agenda.Indi- viduals that are not able to successfully complete the 3 competencies are required to work with the EF staff in a smaller group setting throughout their EF participation in order to become proficient job seekers. Job Search Plan EF participants are scheduled to attend the Job Search plan workshop/competency the week following orientation. The workshop is provided through the Workforce Center structure and delivered by the workshop facilitator, The Job Search Competency course is provided 1 morning per week,consisting of job searching techniques,plan development and applicable practice.See attached agen- da.Individuals that are not able to successfully complete the 3 competencies are required to work with the EF staff in a smaller group setting throughout their EF participation in order to become proficient job seekers. Mock interview EF participants are scheduled to attend the Job Interviewing workshop/competency the week following orientation. The workshop is provided through the Workforce Center structure and delivered by the workshop facilitator. The Interviewing Competency course is provided 1 morning per week,consisting of job interviewing techniques and applicable practice.See attached agenda.Individu- als that are not able to successfully complete the 3 competencies are required to work with the EF staff in a smaller group setting throughout their EF participation in order to become proficient job seekers. 2. Describe the space set aside for Competency instruction/facilitation, or attach a layout/drawing. competency classes are taught weekly by staff partially funded by the Workforce Center and Employment First Funds. The acility used to deliver the competency classes can accommodate up 75 individuals at each session. Classes are presented in ecture-style and allow for a classroom-style setup. Both instructor and participants have the flexibility to interact throughout the scions_ Printed class agendas,course outline,and course workbooks are provided to each participant. ReferenceState provided resources for facilitating groups through the $" BEST Employment First Community Tab on the State EF Program portal. Whenever PRACTICE FOR possible, arrange for smaller classroom size to conduct Competency training since participants seem to engage more and the facilitation topic can be easier COMPETENCIES: to manages Always have a back-up plan identifying who will be facilitating Competency class sous not to diminish participant experience and avoid unnecessary delays.Planning an hour to facilitate a Competency training provides opportunity for participant understanding. t''' ';::r'':1 Al:Aiykit`litt i ::.V?.,1 { ti, f •� Ito About County Plan Documents That Modification Best Practices& samples & Employment Checklist Support Program Requests Success Stories Tools First • `� '' ' '"` .: :fur 4.. C Is this aceprioritized for EF usage? If not, what is the arrangement for EF usage when 3. t p g9 g needed? (DYES O NO 4. How many participants typically attend competency instruction/facilitation? Approximately 15-30 individuals attend any given competency workshop. 5. Describe your overflow plan if the number of people in the room is too high for them to be safe and comfortable. Cuuicuhun and room size allows for up to 60 people per session A second class is available if overflow occurs. 6. Are EF participants ever turned away because of classes being overbooked? No. 7. List materials you use for Competency instruction. Please attach copies of Competency instruction materials that you have developed. See Attachment M,M-1 through M9. About County Pian Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First 4: ^Ji?:.. ..*:: •'1;',..',.��: ,.,':,4,-:: ;ei} tY' 15 7a. What is the average class size for a Competency training? 7b. How often do you offer Competency training classes? ce per week 8. How do staff document the progression of a participant mastering each competency? e-and post-testing is documented in the case file and the workshop facilitator also tracks participation and results in CBMS,Case omments and in Connecting Colorado,services screen_ 9. If a participant has documentation in the file that verifies successful completion of all three Competencies in the past,when is the participant required to update his/her information? dividuals are required to participate in competencies once every 12 months.Participants are encouraged to also participate in dditional workshops offered through the Workforce Center,Le:Resume Development and Transferable Skill classes. 10. 1s there a process for participants to "test out" of a competency? If so, describe the process including how the participant meets the 12-hour requirement for the 30-day job search activity in lieu of class time? o,all individuals are required to complete the three competency sessions once every 12 mouths. Job Searching techniques are onstantly changing with the local labor market Participating in workshops that improve an individual's ability to effectively job earth help maximize his or her ability to find employment 11. Under what circumstances would a participant not work on the competencies? 'Individuals enrolled in educational components,i.e.,ESL,GED,Post Secondary Education,are not required to participate in competencies. Those with language barriers and individuals who are seeking to complete post secondary education generally want to focus on completing that level of education prior to seeking employment. P� i About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First a Colorado's State Plan provides numerous options for counties to use for placing participants in activities that will increase their employability. Many of these options allow the participant to work with another agency, such as an education entity, or continue with a current activity such as a part-time job. In these cases, EF only needs to monitor continued participation through monthly timesheets. Provide the necessary information for each activity offered as an option for participants. 1. WF IS—Workfare 30-day Job Search/Workfare Initial Site Activity la.How do you ensure the required minimum 12 hours of activity are met for each month when the 30 days span two different months, and that participants are in Workfare within 30 days? During Week 2,participants are informed of the EF work requirement of meeting two months of work commitment The appropriate time sheets for the two month period and a follow up appointment letters for the next appointment is issued lb.When are EF participants first assigned to a Workfare site? During the case manger's follow-up appointment during Week2. lc.List the work sites that are assigned as part of the 30 day Workfare Job Search or Comply Process. At which of these sites can participants simply drop-in to complete required hours? All workfare sites have the opportunity to take 30 day workfare participants_ ld.How do you ensure that no participant is turned away at a work site? EF staff maintains a record of the number of participants at each site. Sites that limit the number of participant referrals require that staff call prior to sending a participant. There are a number of sites that do not limit the Workfare referrals_ le.If initial Workfare assignments are temporary, when is the participant reassigned to a permanent site? During Week 2 of EF participation,a permanent workfare site is assigned_ firikI, '.0 { ., S s�� f. tlir ' 1 i About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First • '::g'.r.:'. 2.WO—Working Part Time (Required) bJ0011ta cts 2a. How many job contacts are required with this component? 2b. How do you verify these job contacts? Job contacts are reviewed during the participant's follow up appointments.Contacts which seem unclear or repetitive from week to week are used as an opportunity ity to counsel the participant on good job searching techniques. They are also encouraged to use the Worldorce Center for additional job leads- Job contacts that appear questionable will be re-verified with the business. 2c. What other job search activities do you provide with this component? The requirement of demonstrating 5 hrs of job searching activity is met by assigning one of three activities:5 job contacts, 1-2 Aztec packets,or 5 hours of job seeking techniques in the Educational Lab,in addition to the 20 hour WO work component 3. Workfare(Required) 3a. How are people assigned to permanent work sites? Employment First has created an active Workfare Site list which includes,site name,comber of slots,job descriptions,contact information and referral guidelines,and last date of contact update. The document allows case managers to easily access and makes good matches for work site assignment. Individuals are assigned to permanent work sites during their first Follow Up Appointment based on the results of their EF assessment Background checks are conducted on all participants in order to ensure appropriate placement assignments.There are other activity/component assignments as'allable for individuals not suited for Worltare. 3b. How are first appointments managed? During the first Follow-up appointment,participants take part in an EF assessment process. An individual's employment barriers are identified and discussed. Individuals who will be participating in a Workfare component have the opportunity to discuss and review the Worldare site options. A permanent workfare site contract is entered and signed by both participant and the assigned case manger based on site availability and client skill/interest- Participants are provided with timesheets,their next follow-up appointment letter, documenting their next step to attend a group follow-up appointment. 3c. How are timesheets collected? Timesheets are collected at support group sessions and/or one-on-one follow-up- 40. About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools First •........ . d. .. ...._.,,f ' .', - qty;;: •'C3 f 3d. How are reported hours validated? All timesheets must have a site supervisor signature. 3e. How are your monthly meetings scheduled? e support group session is scheduled each month for Workfare,Education,and students with language barriers. 3f. How do you ensure the matching of participant interests and skills with available worksites? tring the one-on-one follow-up appointments,the case manager conducts an assessment of the individual`s employment barrier, mployment goals and job interests_ They review work site availability with the individuals and together make the best selection of ite placement. 3g. Who is responsible for developing and maintaining work sites for EF? ase managers are responsible for the development of new Workfare work sites at a minimum of 2 sites per quarter and visiting 1 site er month for site evaluation purposes. During PY 2014,site development emphasis will be placed on rural site development 3h. How many work sites are currently active (meaning there has been a placement on that site within the last two months)? A total of 13 individual sites are currently active_ • 3i. How many Workfare slots in total are currently filled? eld County Employment First has approximately 53 workfare slots currently filled_ 3j. Please complete the spreadsheet provided in the Sample& Tools area that details worksites that accommodate clients with certain barriers. Include this spreadsheet when you submit your plan. See Checklist of Components,Attachment P-2 9 About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First . s�r:•.:.::::31::::;,,,::,,, 4. i .,a@p, ',,.`{N !fS't...- ,..1..,!-O;:2.,*;4'. ''4 ... !4!I :.4' .7:_w -_, '�fr� yy�Lj �a'tY �.. �c _ y4`rM. .'+^F��:. '�' 'iT.R�' - I 3k. How are work site placements tracked in order to monitor which participants are assigned to what worksite and whether or not a site is full? F staff maintains a record of the number of participants at each site. Sites that limit the number of participant referrals require that aff call prior to sending a participant. There are a number of sites that do not limit the Workfare referrals.Site capacity can be onitored through the use of Connecting Colorado/Jobl..ink Tracking site placement.Work site supervisors also have direct contact vith the Employment First Program and report changes in slot capacity. 31. Who provides the staff' compensation coverage on your worksites? reld County's Employment First is responsible for ensuring participants are informed of the process and responsible for taking the orker''s compensation claim. 3m. Have you had any staff'compensation claims filed in the last year by Workfare participants for injuries suffered on the worksite?If yes, please list the injury and the disposition of the claim. 2013,EF has a total of 3 workman's compensation claims which consisted of a toe injury,an eye injury,and a lower back injury. e lower back injury claim was denied by workers compensation. 3n. Do you place Colorado Works participants in EF Workfare? O YES O NO 'Jo,not at this time. 3o. Who is responsible for completing the Workfare quarterly report? EF Coordinator is responsible for completing and submitting the report,based on the information provided by FY staff. 3p. Do you require individuals receiving Unemployment Insurance benefits and Food Assistance to p q participant in Workfare? No,currently they are exempt from participation. 4 '! Kgih 9, `i 71 9 1 rr 7 ! ;� s About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First • c_. • - RF'� at 4 k ` 4. Education/Training Activities Employment First participants are often in need of skills training, remedial education, or other education or training services to improve their employability.EF staff should identify programs in the community where EF participants can apply for services not offered by EF and case managers should be prepared to provide information and referral to these agencies. 4a. For the education and training components, please completed each section in the following matrix. Max hours Instruction delivered Method to verify Activity Provider Location Days/hours available classroom (e.g.,computer lab, required hours available Individual tutor,doss- met weekly room setting,other) GED(required) Aims Community College Greeley and Fort Monday-Thurs 9-1 16 hrs All of the above Time sheet Lupton,Colorado The Nieborhood Grove Monday-Thus 9-1 Greeley,Colorado 12 hrs All of the above Time sheet Global Refugee Center M-Th 8-5 Island Grove Neighborhood Greeley,Colorado M-F 10-12 Network 10 hrs Classroom Setting Time sheet East African Community Monday-Friday 10-12 Center ESL(required) Global Refugee Center Greeley,Colorado Mondays-Fridays 10-12 10 hrs Classroom Setting Time sheet Island Grove Neighborhood Greeley,Colorado Monday-Thus 9-1 Network 12 hrs All of the above Time sheet A8E Island Grove Neighborhood Greeley,Colorado Monday-Thus 9-1 12 hrs All of the above Time Sheet Network Employment Services of Weld Greeley,Colorado Monday-Friday 8-5 5 hrs Computer Lab/individ- Time Sheet County-Educational Lab ual Tutor Literacy Global Refugee Center Greeley,Colorado Mondays-Fridays 10-12 10 hrs Classroom Setting Time sheet Island Grove Neighborhood Monday-Thus 9-1 Network Greeley,Colorado 12 hrs All of the above Time sheet Monday-Friday 8-5 Employment Services of Weld County-Educational Lab Greeley,Colorado 10 hrs 5 hrs Computer LaWlndlvid- Time sheet 12 hrs ual Tutor 5 hrs Job seeking Employment Services of Weld Greeley,Colorado Monday-Friday 8-5 5 hrs Computer Lab/Indlvid- Time Sheet skills training County-Educational Lab ual Tutor Employability Employment Services of Weld Greeley,Colorado Monday-Friday 8-5 5 hrs Computer Lab/indlvid- Time Sheet County-Educational Lab ual Tutor WIA(workforce Employment Services of Weld Greeley,Colorado Intake Is available NA NA NA investment act) County Monday-Friday 8-5 by appointment Vocational Colorado Vocation Rehabilita- Greeley,Colorado Monday-Friday 8-5 by NA NA NA rehabilitation tion-Greeley appointment Self- employment classes 3p. Do you require individuals receiving Unemployment Insurance benefits and Food Assistance to participant in Workfare? No,currently they are exempt from participation- i a �t C r •... About County Plan Documents That Modification Best Practices & Samples & Employment Checklist Support Program Requests Success Stories Tools r4_ 5. /� YY r . it! } 5. Employability 5a. If you offer Employability as an activity, what materials do you use in the component? Please provide a copy of the materials or a link(s) to information about them. The Employability component is designed for individuals who are not able to participate in a traditional Employment First component due to severe employment barriers such as establishing current medical conditions by a physician,ex-offenders with severe public access restrictions,and living outside of public transportation service areas. The component requirement is met by completing on a weekly basis a combination of 2-3 Aztecs, a maximum of 9 job contacts,5 hours of Self Employment courses through the Education- al Lab(computer restricted participants are excluded)and attending a monthly support group. 5b. If you use the Aztec workbooks, typically, how many packets are assigned per week? Is there a standardized timefrarne of completion attached to each activity and is it followed/verified by eac EF staff member? Participants are assigned on a weekly basis 2 Aztec workbooks and workbook/unit testing,9 job contacts,5 hours of Educational Lab time. Individuals with transportation or computer restrictions are assigned on a weekly basis 3 Aztec workbooks,appropriate testing,and 5 job contacts. All Employability Component participants must attend a monthly Group Follow-up appointment to turn in assignments and pick up transportation reimbursement for the following month. At the group follow up appointment,participants who do not complete their assigned activities are requested to establish good cause for non-cooperation of the monthly assignment. Participants who cannot establish good cause are referred to their assigned case manager. The case manager explains the reason for sanction and assists the individual through the comply process. 5c. Row do you provide feedback to participants on their completed work assignments? mpleted Aztecs are graded by staff and feedback is provided to the participant at the next follow up appointment. Formal report esults are provided by the Assessment Centers for all Assessment Testing. Results are reviewed with each individual during ne-on-one follow-up appointments. 6. WIA(Workforce Investment Act program) 6a. What WIA services are EF participants referred to? articipants are referred to WIA for the purpose of Occupational Training,on-the-job training,and intensive assessment services. 6b. How many EF participants were placed in WIA training slots last year? A total of 75 participants were co-enrolled in WIA training activities during the program year 10/01/2012-09/30/2013. 7. Vocational Rehabilitation 7a. How do you verify that a participant has been accepted into Vocational Rehabilitation and assigned a caseworker? Participants provide a verification letter documenting the type of Vocational Rehab services they will be participating in. EF participants who apply with Vocational Rehabilitation after their referral to the EF program will continue their participation with Employment First and be enrolled in a corresponding EF component,i_e.Vocational Training or GED or Post Secondary Education. 7b. What do you require of them as far as continued participation in EF? If the participant applied with Vocational Rehabilitation prior to applying for food assistance,the EF case manager will request Food Assistance exempt them for the mandatory work requirement. x y,Y?� —'poi:":'.� i yr#�..' .. .• .�.rte. '. is Participant reimbursement is one of the more important features EF has to offer to participants. Participants are informed of the reimbursement policy through the EF orientation presentation. The la. How are participants informed of the reimbursement policy? reimbursement policy is made available to clients at their request. lb. Do you provide a copy of the policy in writing to the participant?Include a copy of your policy. The reimbursement policy is made available to clients at their request lc. What type and amount is given at orientation? Participant reimbursement is made available to individuals who attend EF orientation and participate in Workfare Initial Site Activities. They receive the option of a gas voucher for$5.00 or 4 bus tickets after attending orientation and their next appointment 1d. If no participant reimbursement is given, or if reimbursements are given only at certain appointments, explain why. le. How do you disburse payments to participants?( i.e., EBT card, petty cash,vouchers, checks, bus passes or tokens.) Is reimbursement only authorized by the case manager and then disbursed by another entity? Describe. 'Individuals receive bus tickets or a gas voucher_ Reimbursement is issued by Employment First Staff. if. If you have developed resources in the community to provide free vouchers for needed services or items such as clothing, haircuts,voice mail service, etc., please describe. The Employment First unit has access to a community clothing bank and provides direct referrals to individuals based on clothing bank processes. About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First 1g. Is reimbursement provided as an advance or as reimbursement for documented costs? eimbursement is initially provided for attending orientation and the participant's next scheduled appointment The remainder of eimbursement is provided once individuals document they have participated in the activity. Reimbursement can be provided once ach activity is completed. • la. It is essential to establish and maintain an effective working relationship with Food Assistance in order improve customer service, streamline service delivery, and correct referral processes if problems come up. lb. How often do you meet with Food Assistance and what staff are involved from each program? 'inety percent of the communication between Food Assistance and Employment First is conducted through email or phone_ While onthly meeting are not currently held,staff within both divisions are able to make phone contact or set up meetings to discuss issues r procedural changes_ I ic. Have you created a flier or information sheet for Food Assistance regarding the EF program? YES (' NO If yes, list and include examples of all information being distributed by Food Assistance to clients regarding the Employment First program. ee attachment O,Non-Std EF Forms,O-1. Id. Do Food Assistance staff ever attend EF orientations? If yes,what was the result? Yes,all new FA Intake and On-going Technicians attend at least 1 orientation session as part of their FA training. le. list all EF staff that can enter exemptions (other than employment) into CBMS. urrently,Weld County is not authorized to enter exemptions other than Employment exemptions. In the near future,Employment irst staff will be exploring a pilot EXEMPTION Project which will enable EF staff to exempt cases processed by the Food Assistance -going Unit. j ` w Fi/l 1 s I d t 1 ; About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First , v if. Are any EF staff allowed to run EDBC? If yes,please list. No,not at this time. 1g. How many appeals have you had in the last 12 months? ih. Do participants usually win their appeals? If EF decisions are overturned,what are some of the reasons? Weld County has an extremely low rate of State Appeals that are lost by the agency. Participants must be provided the opportunity to resume participation after failing to cooperate. We must ensure a system that supports cooperation and sanctions for non-participation as a last resort. 1. Do you provide a copy of the comply policy to participants? If yes, at what point is this provided referral, orientation,when participant responds to a NOA etc.) Include a copy of your Comply Policy. comply process is explained in the EF orientation. The power point presentation and is available in written form by request. 2. Is the comply policy distributed to EF staff? YES C NO 3. To FA staff? (i YES r- NO j ra" I • About County Flan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First • r.- ��}.p.'��.V�R�4,.i f'�..f. rt � - - - :_'4`44': ;S'•.: �'.,'�30'•f��' • _ •I, +'Ya • 1. Social/Human Services(To be completed by your contract monitor. If you do not have a contract monitor, put N/A in the boxes in this section. If you do have a contract monitor,email them this pdf form and ask them to "complete pages 28-29, save the pdf, and return it to you" for finalizing.) la. What does the county social service agency require from the contractor to substantiate the cost allocation used to determine indirect rate and administrative costs? NIA lb. How do you reconcile a contractor's invoices against the contractor's budget before payment? `!A lc. Do you have a limit for%allowed for overhead or administration? ( YES C NO If yes, what is the percentage allowed? N/A 1c. How do you ensure that requirements are met for 50% funding for participant reimbursement and Workfare(expenditures must be allowable and only 50% of the total cost is reimbursed with federal funds)? NIA N"` k IV ,"... lY v y,ay 5. . , r About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First I H't i t id. How do you monitor the contract to ensure that the services are delivered in accordance with state requirements and that the expected service level is sustained in the face of caseload increases or staff reductions? NIA le. What recourse do you have if the contractor's EF service delivery system is administered in such a way the county becomes liable for corrective action (e.g., incompetent staff persons, insufficient space,or policies and procedures that violate the EF State requirements)? `IA • if. How often does the provider submit an invoice to you? !A 1g. How do you ensure that costs are submitted within the CFMS timeframes to maintain fiscal integrity for reimbursement? NIA lh. What reports (e.g., both financial and programmatic) must the contractor provide to you? How often are reports required? N/A • About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First 'rn ..:..r Q e 'r r�1„�.y'i'r -'y,�, .v. .y jT:-J--,•- A( �:._ i'w •'+~nf•,'�'�?`f' a 1 •a Fdi t }'i a`.1 .� _ � :' '� R 7' «'.A .' j➢,F•. Lam'-1,Wm 1l1'Y'bkY..: i C y Y t �.F 4'�' .f2 rY` ,3' }'+ 2. Contractor (to be completed by the contracting entity) 2a. Describe your system for tracking expenditures and your requirements for cost documentation. N!A • .... ....... 2b. How do you keep your contract monitor informed of changes in your EF program? • QA _ 2e. Describe the process for requesting and approving supplies and equipment for EF activities. .:.::..:.: 2d. What oversight do you have for tracking and insuring that participant reimbursement funds are used for allowable purposes? • .:..:....... :..:. 2e. What is your process for reviewing and approving invoices? NSA b7r • .. .......:.. `-:jut-,• 2f. Describe how you document staff and operating allocations to EF activities? Wirt? g7, ,Y. ro About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First i - ':6 a � •r. - Y! If the Service Delivery Agency contracts for any EF activities/components, describe each contractual arrangement using the table below. Agency Services Funding Participant Justifica- Standard Outcome Name Provided used for cost/rate tion for invoice reports payments of pay rate of pay period provided N/A i About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First IL--- --- �P�tbSr SCt�l+iil• ' krLlaPtkf 'ION I T k t , FEE . r i?1 #t �{#te a, Cam • 4 • "'S^ W.i�y�11`fF^'JF 'th• l+S=1�'tYSy'} ^' • 3,s -0�, '} �'}IF fir.: PROGRAM ADMINISTRATION/SUPERVISION Program monitoring begins at the county level to ensure the integrity of programming and to support desirable outcomes. See the Samples & Tools area for resources you can use to assist with monitoring activities. 1. Describe your performance plan for your EF unit, including work standards and how performance is measured. E1!Steff's performance is based on the following-work and performance standards listed below. I.All participants referred to.the.Employment First program will have en opportunity to participate in orientation. Staff are responsible for providing orientations.and program•information and services to their clientele. II.All•participants will have an assigned case manager.to:assist in the client assessment process where component assignments or modifications will take place.no'later han30 days from;the 102 referral.Staff is responsible for providing quality client assessments which identify employment barriers and allow staff the ability to,make quality component placements and employment competency assignments.'. . III.:;.Case managers are:responsible for sending out::appropriate.client correspondence within 7 days of non-compliance.Phone calls will be returned no later than 48 hours after being received and documentation of client contact,and activity changes within CMBS will take place in a timely basis. • • IV.All participants are entitled to participant reimbursement for EF required activities Staff will,document participant reimbursement services in CMBS and Connecting Colorado to ensure allowable cost compliance. 2. What is in place to recognize and reward staff? Staff evaluations reflect areas in which staff made eontribiitions to improvsni:pioggain performance. In addition, formal counseling notices are Given to staff throughotttt the year to:document.good performance),;. 3. What do you consider the top three indicators of your EF program quality and success and how do you measure progress on these indicators? What are the key elements of your performance plan for staff? The Employment First program promotes 3 basic operating principles:(1) participants have a•choice in theirpartiicipation,(2):_pfov'tde quality customer service,and{3j.maintaining good client tracking practices. Measuring program progress is achieved by malhtit ing a large selectionof;component•activities by developing new work sites and program components as needed. To ensure.that the •program provides quality customer.Service,participants are involved•in weekly evaluation of the orientations,competency:Workshops and support groups. Case records are monitored and evaluated,through-monthly program reports and:during formal.staff evaluations.:' 4. List specific numerical performance goals for your case managers and clerical support. taffinembers will send out,cllient correspondence and complete data entry within a'7.period Each cast r.: '. anger will develop 2 new'Workfare sites per t=ear. .•. • ;., a • , is 5. What other program goals are you working on during this next program year? lmpro• the quality of Initial Site activities by marketing opportunities to assist to the nonprofit cornrnunity. �,>•. _ :,:q::!. i,v^'T'i'1- �•v,' . ''y,aw ply*.ti.G�••i .•.`.•'•` . !,•.,.. t ry N' ,'C LE^P. -=1 ,UE3t4i• r` i �.S '.$.::^=.;._ ..` n • 1 bhi,..77.� ` .:r 4 y f 4 r::. �Ri�`ri r� SafJ ! cw �' 4 .! '• . + tot,: otgw„'c` •^ '. y� �rr Y s ., 1'SZ'3` V5 hilly hCa*i �duffs �!�PpIY h f,'.: > ;.fir~., . .. , �•••.. �' 6. When do you assess your space needs? Currently the facilities available to the Employment First Program meet the needs of both small and large group evens. 6a. What standards do you use to determine how much space you need? The use of space is determined by the number of activities,size of the groups,and the local fire and safety codes for occupancy standards. 6b. Describe the arrangements in place to ensure group meeting/classroom space is available on a regular basis each week. Fmployment First has accessibility to County shared meeting rooms. Space must be reserved in advance and can be reserved six months in advance. Designated meeting space,located at 913 10th street Greeley Colorado and'2950 9th street in Fort Lupton Colorado,specifically for Employment First has,been authorized for the use in large orientations and group sessions., 6c. What is the plan for dealing with unpredictable show rates varying from 50-75% of those scheduled? Currently facilities can hold estimated number of groups scheduled. However,if there is an increase in the numbers of individuals referred to the program,additions orientation or group session would be added to the schedules. 7. What is your deferral policy? Weld County will be deferring sex offenders,irate/dangerous clientele,individuals with serious medical conditions that have difficulty - obtaining a"no-work"letter from a physician and parents with no child care/summer months only May 15-August 15. Currently,non-' profit and public community agencies will not accept sex offenders or irate/dangerous clientele within their organizations,due to legal liabilities. Lack of funds to support childcare costs within the Employment First program limits an,individual's ability to successfully. participate during the summer months,May 15 through August 15. Th : 8. What can clients do if they have questions regarding process, appointment times, notices, sanctions, locations, etc? Orientation covers an in-depth outline of the program and each client receives a packet of information regarding EF services-and .. program purpose.Each client is assigned a case manager who can answer questions regarding program requirements and assist rna� ≥; problem-solving:Program policies are available to the participant upon request 9. Please discuss any methods or processes you use to track participant involvement. Tracking of programs participants is monitored using Connecting Colorado/Job Link data base tracking and reporting mechanisms. �^ Abe �,r3' • About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First r .s'6�9A w J t' ij U,t+31\ J.C"�'' d l�F'"'�.* c"F 'G5 C EjRyry— T9p... t } Y -st � r f �'f s3P1L' f T ? y 44ZAd6Y.v RR LLy.�C r�434..7„ ..32'."' .�^.: w,d k s. k m° 4 - .1 "" •ry P lease putt Elf! ran veer a f '�..... 4 a. ED •`r i}Y.!, 4.�4��`�_, t'4.It(1 I., #.'''''',.''.'". "*-4,#2).6i�, :w₹ Gn. t a S. 10. What is your policy regarding staff answering their phones and clearing their voicemail boxes? Staff is required to retain all phone calls within 2 business days ,All messages are logged in a manual tracking form 1Oa.Do you have a standard voice message or does each person design their own? Voice mail is designed to allow for two separate options,a standard\oioe mail or an alternate message each person can desig .',;r',;, _ l 10b. Do you check each voice mail periodically to ensure compliance with unit standards? quality of voice mail is checked daily to ensure informa tiint.iS`bCing,reaorded appropiately;,,.,'..•,;:::.,.., �4 11. What is your process for handling participant complaints? •BF.com fJauits are referred to the EF Supervisor •and clients also liave the ability to\Dire.concerns with the Dep' rentDirecl t . - t _t r ti4 4:. v 12. How do you ensure participant feedback?Please include any participant survey templates when you submit your plan. Customer Surveys reys are provided at each EF orientation and during competency workshops. See attachnuentNon-Std EF Forms Attachtxieuf+C1-2 n{ 13. Who functions as the back-up supervisor in the absence of the regular supervisor? r department management staff are available in the absence of the Employment regular supervisor. Employment First staff have ess and the ability to work closely with management should an issue arise_ t rS• L 1'R• F Yi 14.Yii„,.407:'.:',jl. 1Q., y 4.:a f h▪y.. 5;.1 {;a A b:1)-!. County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First p, F 1 u e , LL> ,/n'4 `..- gyp # ;,,;u ' ` " y t a l Asa Wis-�pp�#PrZ1 f�' r . `,�+.•w ",,g„ 1"'y 1.:‘,...;,.„.1.,.dir h^,' ti{ k zs y '.ti:, - .3:1, f.,, ,??,ft„ 17 ?,Fi .?1F•: .,;;4P :010114 4 ' .00 pf IN re:, Oil: V 'SE ,itc-K. Plaa-,!,!00104PV,=. . :- -* 20, .",f 14. It is important for EF staff performance to be reviewed periodically to ensure the quality of service delivery. Describe the following: I a. Performance standard Staff evaluations reflect areas in which•staff made contributions to improving.program performance. ,: , .1 b. Review process Staff records are reviewed monthly jhrough record monitoring reports within the Workforce Center's management information system _ and case reviews in CBMS,which monitor the quality of services provided to participants. Random samplings of CBMS records are reviewed monthly to ensure clients arebeing served appropriately.Any issues identified as a result of the reviews are then discussed With staff. Other areas reviewed periodically throughout the year include the process involving service delivery in the,areas of orien- tation,initial site,competency classes,and follow up appointments,both in group or individualized. 1 c. Responsible person to complete the review Program Manager and lead training staff review CMBS and Case Files. 15. How often do you review the following components of the EF program? a. Participant Case Files''l0nthly ,:} ; } a. Orientation do Periodically throughout the Year 'Y '~- a. Initial Site Quarterly review,throughout the Year -'i-- a ........ a. Competency Class andoiii;Periodically throughout theYeaz. a. Follow-up Groups andom Periodically throughoutthe'Year -".:``'i‘ "" { . . a. One-on-One andom,Periodically throughout each month Appointments About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First d-d� •' °� r�"4s F P5(y�- F .,�•,.: Jrr'.e c�5b z . � �., S .,Y�.• Y°VG 4. �.1� - t. •+4ty. CJ�; k �.}'as `r :y .- d .;:_ © f"; _;i - A + 1111..s!. p s 9 *o,-244,,f° ZG 'SLY M i[, r. 1 a 1 '?:1r't?4 V v �,1 mac} + ( ��s is „ d�..-st..., 5e...t+ .$. n..4'�i�ac v...it .�;'•1 '�+�� 'k � � 4'z?i.0 Y�2. 1 :: - c. i4rtr ,It�.. fFr..;he�L.' �r.$,--�' 16. How are identified deficiencies handled when determined in any or all of the above areas Observations of program deficiencies,recommendations for improvement and corrective actions are presented during staff meetings, and as appropriate with specific staff In the event that a work flow process needs improvement or revision,staff are involved in the problem-solving and system design of the new work flow process. 17. Describe any required training for EF staff that is separate from State EF training. All EF staff are cross-trained in Worifforce Services,with an emphasis in Wagner Peyser programs. Staff can register clients,provide job referrals,and make referrals to Workforce Center subsidized programs_ Their lmowledge within the Workforce environment allows for participants to navigate the system quickly and have job opportunities more readily available. 18. Do you have a person assigned responsibility for working with new staff? YES I NO 19. How long is a new worker mentored before being assigned a caseload? Case managers provide mentoring and shadowing opportunities for new staff. New staff will eventually work with all the Employment First staff in some capacity,i.e.case management,data entry,phone duty,orientation and presentations,work site development,group follow-up appointments. Staff members are in a training mode for the first 3 months of their employment. There is a formal review process to evaluate employee performance at three and six months,then each year a₹ter. Formals reviews are presented to the Agency Director before staff is evaluated. 20. Do you have a review process to ensure that new staff is performing satisfactorily within the first 3-6 months? c• YES C NO 21. How are new policies and procedures implemented? All staff has access to Outlook for e-mail and calendar events. Changes to policy are disseminated by the Director,Division Head or supervisor through the e-mail system. All policies and procedures are centralized online and accessible by all Employment First Staff. Unit staff meetings are held every other week to discuss changes,issues and new initiatives affecting the Employment First Program. Food Assistance Liaisons will also be participating in monthly meeting with EF staff meetings to discuss,coordinate and establish good work processes between the two units. 22. What are your protocols for managing group activities in order to ensure personal safety of staff and participants? See Employment Services of Weld County Hostile and-or Violent Customer Procedure,Non-std EF Forms,Attachment O-3. ijil 7-',:717A 9 -�� `:;r r t .toy', ' j About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First bC; '47 't .,t'Q' •r,ri...,:::-e-- .77.7"....'tr,st :�it: PRIM', ug ,t E s spy a( r Cif Afgrart wer a r 5 ,� �< & FREDIr a itt.c .k3caX 41, ryes t9t?t� { 4e�' 23. What provisions are in place to ensure uninterrupted EF services when the EF staff person is gone for more than two weeks? If a staff member is unavailable for an extended period of#tube,participants are assigned to:a temporary case manager ' (acts participants are informed of the change by the current cask ' u 24. How long does it take you to fill a vacancy in the EF unit and how do you cover those job responsibilities in the meantime? Weld County has a formal process for refilling vacant or new positions. It takes approximately 2 months to fill a vacant position. providing there are funds available. �rp,4� .�,e 4.r •T ,q• •.; 25. What are your most significant EF staff training or technical assistance needs? Weld County is interested in accessing additionial case management training,with an emphasis on working with hard-to-serve clients, and client personal goal planning. 26. How do you market or message the work of EF and its accomplishments and how often? Program accomplishments are provided in both written form and verbal presentations to Worldorce Boards,County Departments,the Department Director and its County Commissioners:tie program also participates in documenting Best Practices and contributing to Agency Newsletters and Press Releases as deemed appropriate_ l k..3 �rEl tio „II,: .. . • ‹..1q,!':','.:!7-,1 ''''''?'.r::-..fT.:m L '''''I.'16Plf:::.., ...:•!!'..0 44'4" '' 6, .,-.',7 About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First . . .�e't�k4•�)a ;,'� 1, i :srr,a^ =T%"f Y et.1.1 s!AT. .h,.i.;"!t :,laLt'`i•,e -i nos a.:' 4'i t<i ' n'( �::'..-7 .U. -•:: J 1..,.:�,•. r p�r .:r •. ,fit. CBMS reports are necessary to maintain an understanding of trends and offer one way to gauge participant and caseload activity. 1. List all staff members who are able to download reports from Cognos. If staff do not download their own reports, who downloads and distributes reports to be worked? The following staff are able to download Cognos Reports: Cecelia Moreno Annette Gutierrez Mayra Mozejko Alondro Cuevas Sotelo Nereyda Torres Nancy Sanchez Dora Lara 2. Describe your process for working ABAWD reports. Provide the following: a. The names or position Tot currently an ABAWD County titles of staff working the reports b. The responsibility assigned each person c. The requirements you set for working each report d. Timeframes you set for having work on the reports completed, and e. Who is responsible for reviewing the reports to see they have been worked correctly and completely, and submitted to the State office if required 3. Who is responsible for scheduling participants who have not been referred by FA? Individual case managers are responsible for calling in clients into the program using 102 form for the purpose of scheduling the first appointment. The EF program will work with FA in an effort to improve their ability to screen individuals for program referral_ 3 About County Plan Documents That Modification Best Practices& Samples& Employment Checklist Support Program Requests Success Stories Tools First 4.How to you ensure sanctions are posting in a timely manner? Sanctions are entered into CBMS within 7 calendar days. Staff are required to check sanctions no later than two days after the sanction has been entered. Sanctions that fail to post are then sent through a-mail correspondence to FA technicians or through a weekly master list to the FA Supervisor and lead worker for processing. 5. Who is responsible for sending handwritten NOAs or warning NOAAs for cases in which CBMS did not send a notice or send it in a timely manner? Case managers are responsible for sending both type of notifications to.participants. 6.Who notifies the FA technician to run EDBC? (i.e., EF clerical support, case manager, etc.)? Case managers are responsible for notifying FA technicians to run EDBC. 7. Are techs notified/asked individually to run EDBC or are such requests sent to a FA supervisor as a group? Depending on the FA department,Food Assistance is notified individually or per weekly master list and sent to a group distribution list. About County Plan Documents That Modification Best Practices& Samples & Employment Checklist Support Program Requests Success Stories Tools First �['Ir"' ,.r' s.f'C t. ,�r , ' z'a°`.. ? r. 43'4 f �, ta. yr p i , ... Gfa ., Yid : �� P :ys-lt' gty �I yi a y .;f re .," '� ;' C ° .b"�` }as,J�4 3 ,i �7.� ...•ley -.N�7 � .�¢...M M 5 ��! i. �° 4f 1 �' _ 'fa rt' .0.)" `•4''''''',V4;`;,'',41 '1{i: Gr Jl'''')40.4379-' ?�.,Yt�,- 'RI� t M1� Y .rte•- ��P.(,„. A 2 „ r ��,. N,.r '�' 9 ' -,.P.44,x E 't ,/{+��Jr'','' lR,� ID a ��Ro 9 t . ! Jerti _ fy ' F,. R' {I{,Rg 'f La' L 1X 'i fi 2, I1M d i t' �, ^: 1 4' It f 4 ti.P fy. 1 ,WWWrY7 jlf ''1"1 :I yyY_.r1-,t,, k i?' •7• .- m. 1� {1; t...r . ; t 1 .tt' •• d ••IA !'x.,445.•,-- h '` A Enhanced funding is generated when Workfare participants become employed with a corresponding reduction or elimination of Food Assistance benefits. These Federal funds are intended to be a payback to the county for operating a Workfare program. Counties must have allowable Workfare expenditures, Workfare participant reimbursement, at least to the level of enhanced funding earned. These expenditures will be reimbursed at 50%. 1. What is your enhanced funding annual goal, in dollars? $60,000.00 2. How are staff rewarded when quarterly enhanced funding goals are met or exceeded? If not rewarded, why? though staff do not receive monetary rewards or incentives for increasing Enhance Funding earnings. They are recognized within it individual Performance appraisals of the efforts of their contributions to the program. Staff are also provided with the pportunity to participate in various training opportunities that can improve their skill set and their ability to perform program esponsibilities more effectively. 3.Where is the enhanced funding check sent to? Please provide person's name, agency name, address, phone, and email: e enhanced funding check is sent to Weld County Government PO BOX A,Greeley Colorado and deposited in an account set up or Weld County Human Services. Lennie Bottorff Fiscal Manager,monitors the expenditure of the funds for Employment First erations. 4. 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List of Attachments for Employment First County Plan 2013 These attachments are available individually by request and are stored on the Human Services Shared Drive at: M:\EMPLOYMENT SERVICES\2013 EF PLAN\2013 EF County Plan Attachments • Folder: 2013 EF County Plan Attachments> o Subfolder A—EF Budget Packet> • EF Budget Exhibit B.xlsx • FY14 WorkingRevisedFinancial Packet for County.xlsx ▪ FY 2014 EF Budget Narrative.docx o Subfolder B—Detailed Org Chart> • EF Org Chart Dec 2013,Attachment B-1.docx • Organizational Structure Exp& Educ,Attachment B-2.xlsx o Subfolder C—PARs > • Employment First Staff Time Tracking,Attachment C-1.docx o Subfolder D—Cost Plan, Ind Cost Rate > • 10)Cost Allocation Plan.pdf o Subfolder E—Itemized Invoice Sample > • empty o Subfolder F—Staff Job Descriptions, Resumes > • CDSU Case Manager 12938,Attachment F-5.docx • Client Services Technician—South County,Attachment F-4.docx ▪ CST 12931, Attachment F-3.docx • Employment Skills Workshop Facilitator,Attachment F-2.docx • Information Systems Manager 12916,Attachment F-1.docx o Subfolder G—Floor Plan of EF Space > ▪ 91810th-Greeley Floor Space, Attachment G-1.pdf ▪ 2950 9th—Fort Lupton Floor Space,Attachment G-2.pdf • Main Office SPACE—315 B N 11th Ave space Attachment G-3.doc o Subfolder H—Participant Reimbursement policy&tracking> • EF REIMBURSEMENT TRACKING, Attachment H-2.doc • Participant Reimbursement Policy Attachment H-1.doc o Subfolder I—contracts btwn EF&local providers—NOT APPLICABLE> • empty o Subfolder J—Comply policy> • COMPLY POLICY SPA,AttachmentJ-2.doc ▪ COMPLY POLICY, Attachment J-1.doc • COMPLY POLICY-GED,Attachment J-3.doc o Subfolder K—Orientation Packet Sample> • COMMUNITY Brochure,Attachment K-5.doc • EF-CSBG APPLICATION 022513,Attachment K-7.docx • es app pg 1 and 2 eng,Attachment K-6.docm • handout—ORIENT 918 2013, Food Assistance Interview, ENGLISH Attachment K- 1.docx • handout—ORIENT 918 2013, Food Assistance Interview, SPANISH Attachment K- 2.docx • orientation brochure 2013,Attachment K-3.doc • orientation brochure FT LUPTON 2013, attachment K-4.doc o Subfolder L—Various Powerpoint Presentations> • EF ORIENT 2012 NEW PROCESS FT LUPTON, Attachment L-5.ppt • EF ORIENT 2013 L-1.ppt • Initial Site Procedures L-3.doc • Workfare 2013 powerpoint presentation L-2.ppt • Workfare publication L-4.pub o Subfolder M—Copetency workshop materials > • COMPETENCY CHECKLIST, Attachment M-4.doc • Interview Competencies-Successful Interviewing Workbook, Attachment M-1.doc • Interview Competencies-Interview packet handout 3, Attachment M-2.doc • Inteview Competencies-Mock Interview Evaluation Handout, Attachment M-3.doc • Interview Competencies-Successful Interviewing Curriculum & Handout,Attachment M-4.ppt • JS&JA COMPETENCIES—MASTER APP HANDOUT, Attachment M-5.docx • JS&IA COMPETENCIES—WORKBOOK 7 Steps 2 Getting a Job Workbook, Attachment M-6.docx • JS&JA COMPENTENCIES-JOB SEARCH CURRICULUM& HANDOUT Attachment, Attachment M-7.ppt ▪ JS&JA COMPETENCIES-Job Search Plan HANDOUT 2,Attachment M-8 • Mock Interview Evaluation,Attachment M-10.doc • WORKSHOPS BROCHURE,Attachment M-9.pub o Subfolder N—EF staff evaluation forms> • CaseManagementEvaluation,Attachment N-1.doc • Cam petencyClassEvaluation,Attachment N-2.docx • EF Case File Review Sheet,Attachment N-4.pdf • FacilitatorEvaluation,Attachment N-3.pdf • IndividualApptEvaluation, Attachment N-5.pdf • STAFF FILE Review, Attachment N-6.docx • STATE FU ASSESSMENT REVIEW CHECKLIST,Attachment N-7.doc WorkfareProgramEvaluation N-8.doc o Subfolder 0—Non-std EF forms> ▪ Adult EyeGlass Application, Attachment O-.doc • BACKGROUND CHECK—RELEASE FORM modified ENG,Attachment O-12.doc • BACKGROUND CHECK—RELEASE FORM modified SPA,Attachment O-11.doc • bus pass-county, Attachment O-4.docx • clothing referral INTERFAITH,Attachment O-2.doc ▪ customer satisfaction form,Attachment O-2.docx ▪ deferral letter-general 2013,Attachment O-10.doc • EF GAS VOUCHER,Attachment O-3.doc • EMPLYMT VERIF FRM—DAYCARE 2013,Attachment O-.doc • EMPLYMT VERIF FRM WITH RELEASE-10-2013,Attachment O-4.doc ▪ handout- ORIENT 91810TH ST 2013 O-1.docx • homeschooling verification,Attachment O-5.docx ▪ Hostile and-or Violent customer Procedure, Non-std EF Forms,Attachment O-3.docx • med 9 of 2013,Attachment O-6.docx • release of info,Attachment O-9.doc • WIA-EF PARTICIPATION REPORT REVISED 2013,Attachment O-8.doc • WO-GENERIC TIMECARE,Attachment O-7.docx o Subfolder P—checklist of Components> • Employment First Components Checklist, Attachment P-1.docx • WORKFARE SITE LIST AS OF NOV 2013,Attachment P-2.doc o Subfolder Q—Success Story> • Education and Employment Success Story-G Luo,Attachment Q-1.docx • Employment Success Story-K. Sheila,Attachment Q-2.docx • GED Best Practice Success Story-Attachment Q-3.docx o Subfolder R—Contracts or MOUs, between B&C—NOT APPLICABLE > • empty Hello