Annual Monitoring Tool Training for ISY/OSY Participants

WIOA Title I-B ISY/OSY Annual Monitoring Tool Training Training Facilitator Sarah Flambouras, Workforce Monitor September 19 & 20, 2023

Agenda Workforce Professional Center Website Participant File Checklist Overview Scope of Review and Policy Reference Updates to ISY/OSY Participant File Checklists and Comprehensive Monitoring Guide Questions and Answers 2

Workforce Professionals Center website Workforce Monitoring on the Workforce Professionals Center Website Monitoring tools Monitoring unit calendars Workforce Monitoring Contact information 3

Participant File Checklist Overview 4

Participant File Checklist Overview 5

Participant File Checklist Overview All elements that have direct participant costs include a section for review of fiscal compliance. We document and narrate all expenditures verified on the checklist. This provides sufficient evidence to show we validated approved amounts, vendors/who was paid, what was paid for, what program it came out of and what expense account it came from. This ensures we have met the compliance questions listed here by showing our work on the checklist for auditing purposes. An example of the language we use to narrate this is: Verified against GL and supporting file documentation a total of $25 was paid to Shell for gas transportation assistance out of WIOA Adult support service funds. 6

Policy References Non-substantive updates to policy revision numbers and COVID-19 date extensions have been made throughout the checklists and guide WorkSource System Policy 1019, Revision 8, Eligibility Policy and Handbook WIOA Title I Policy 5602, Revision 5, Supportive Services and Needs-Related Payments WIOA Title I Policy 5621, Revision 5, Incentive Payments to WIOA Title I Participants WorkSource System Policy 1003, Revision 5, Data Element Validation WorkSource Information Notices 0023, Change 2, Management of Medical and Disability- Related Information 7

Self-Attestation Comment: Regarding DOL s updated definition of self-attestation, will ESD provide guidance/expectations for documentation that meets the traceable to the participant requirement (what will monitors be looking for?) Or are LWDBs responsible for determining appropriate documentation to meet this requirement? ESD Response: The State has set the expectation for self-attestation documentation, per additional guidance from DOL, that data element traceability requires action on the part of participants, whether by signed and dated paper or electronic records or messages from password-protected email or mobile (text message) accounts. Staff-generated case notes and emails do not qualify nor do paper or electronic records that are not signed and dated. 8

Age/Date of Birth Updated allowable source documentation 9

Selective Service Registration Updates Selective Service System requirements for transgender individuals 10

Basic Skills Deficient Updated Basic Skills Deficient required source documentation 11

Youth who Needs Additional Assistance Eligibility determination reporting 12

Paid and Unpaid Work Experience (WEX) Service reporting for pre-apprenticeship programs 13

Food as a Supportive Service Incorporates allowable food purchases for eligible youth into the definition of Supportive Services 14

Incentives Incentive payments are allowed for financial literacy education and post-secondary preparation and transition activities in follow-up. 15

Youth Guidance and Counseling Clarifying guidance on definition of service 16

Measurable Skill Gains Recording MSG in ETO instructions provided via email from Carri Callaghan on 8-11-23: If the job seeker is in the denominator, the following must be completed. A Measurable Skill Gains must be entered in the appropriate TouchPoint (TP), with a test or report date within the relevant reporting period of the PIRL. Skill gains should be counted using the date on which they occur, not the date on which they are recorded, or documentation is received. The following Measurable Skill Gains are accepted, by DOL, on the PIRL see next few slides 17

Measurable Skill Gains - EFL Create a new Tests and Results TouchPoint (TP), if the job seeker has a pre-test Tests and Results (TP). On the Record Type Tab: o Select Tests and Results from the Record Type drop down. On the Tests and Results Tab: o Select the appropriate program from the Associated Program Enrollment drop down. o Select the Post Test radio button. o Select the appropriate category from the Assessment Category drop down. o Select a date from the Test Date field. For the post-test to count as an MSG it must take place on or after the pre-test, in the same participation episode. It also must take place during the reporting period. Select an appropriate functional area from the Functional Area drop down. For the post-test to count as an MSG, it must have the same functional area as the pre-test. Select an appropriate level from the Educational Functioning Level drop down. For the post-test to count as an MSG, it must have a higher level than the pre-test. -OR- For Credential Attainments for Secondary School Diploma/or equivalency to be counted for Measurable Skill Gains it does not need to be entered into the system outside of the normal process, see DOL Credential Attainment Performance Measure (PM) Statewide Data Analysis document for more information. 18

Measurable Skill Gains Transcript/Report Card Create a Transcript/Report Card on the Test and Results TouchPoint (TP) On Record Type Tab: Select Report Card or Transcript from the Record Type drop down. o On Report or Transcript Tab: o Select the appropriate program enrollment from the Associated Program Enrollment drop down. o Enter an appropriate date in the Date of Report Card or Transcript field. o Select the appropriate school type from Secondary or Postsecondary drop down. o If the school type is Postsecondary School enter the appropriate response in the How many credits/units did the participant complete? field. o Select the appropriate Radio Button on the Does the transcript or report card meet the state unit s academic standards? 19

Measurable Skill Gains Training Milestone Create a Training Milestone on the Test and Results TouchPoint (TP) On Record Type Tab: o Select Progress Report from the Record Type drop down. o Select the appropriate program enrollment from the Associated Program Enrollment drop down. o Select the appropriate progress report type, either Apprenticeship or OJT from the Progress Report Type drop down. o Enter an appropriate date in the Date of Progress Report field. o Select the appropriate response for the Is the progress satisfactory? radio button. 20

Measurable Skill Gains- Skills Progression Create a Skills Progression on the Test and Results TouchPoint (TP) On Record Type Tab: o Select Progress Report from the Record Type drop down. On Progress Report Tab: o Select the appropriate program enrollment from the Associated Program Enrollment drop down. o Select Skills Progression from Progress Report Type drop down. o Enter an appropriate date in the Date of Progress Report field. o Select the appropriate response for the Did the participant successfully pass an exam that is required for a particular occupation, or progress in attaining technical or occupational skills as evidenced by trade-related benchmarks such as knowledge-based exams? radio button. o Select the appropriate response for the Is the progress satisfactory? radio button. 21

Measurable Skill Gains 22

Follow-up Services 23

Case Notes 24

Confidential Information 25

Note on Eligibility Criteria 26

Please type your questions in chat or unmute yourself 27

Thank you! Contact us or send feedback to the ESD Monitoring Mailbox at: workforcemonitoring@esd.wa.gov Feedback due date September 22, 2023 (Close of business) PY23 Monitoring cycle begins October 2, 2023 28