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Item C30BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 17, 2007 Division: Community Services Division Bulk Item: Yes X No Department: Community Services Division _ Staff Contact Person/Phone #Sandy Molina-X4500 AGENDA ITEM WORDING: Approval of the Two -Year South Florida Workforce 2007 Workforce Services Plan (No -County Funds Required). ITEM BACKGROUND: Under Title 1 of the Workforce Investment Act, a workforce service plan is required. The plan incorporates service delivery strategies for the Workforce Investment Act (WIA), including Job Corps, Wagner-Peyser Act, Veteran, Migrant and Seasonal Worker (MSFM), and Trade Adjustment Assistance (TAA). The Workforce Services Plan also includes the Welfare Transition (WT), Temporary Assistance to Needy Families (TANF) and Food Stamp Employment and Training (FSET) programs. The development of local SFW Workforce Services Plan is critical to having a comprehensive plan consistent with the State Workforce Investment Plan 2007-2009 that was submitted to the United States Department of Labor on June 30, 2007. The Plan has been developed to address and meet the needs of the residents in both Miami -Dade and Monroe Counties. PREVIOUS RELEVANT BOCC ACTION: 2006 - BOCC approved Interlocal Agreement creating the South Florida Workforce Investment Board for Region 23 of the State of Florida. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval TOTAL COST: 0 COST TO COUNTY: 0 BUDGETED: Yes N/A No SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes N/A No AMOUNT PER MONTH Year APPROVED BY: County Atty XX OMB/Purchasing XX Risk Management _XX_ DOCUMENTATION: Included X Not Required DISPOSITION: Revised 11/06 AGENDA ITEM # MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: S.FI.Workforce Contract # Effective Date: Expiration Date: Contract Purpose/Description: Approval of the Two -Year South Florida Workforce 2007 Workforce Services Plan Contract Manager: Sandy Molina 4500 #1 (Name) (Ext.) (Department/Stop #) for BOCC meeting on 10/17/07 Agenda Deadline: 10/2/07 CONTRACT COSTS Total Dollar Value of Contract: $ N/A Budgeted? Yes❑ No ❑ Account Codes: Grant: $ N/A County Match: $ N/A Current Year Portion: $ N/A ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc. CONTRACT REVIEW Changes D ten Needed Division Director PO d) Yes❑ NoQ/ Risk Management �� Yes❑ Noe/ ST, 0. M. B. /Purchasing Yes❑ Noff*/ County Attorney %119167 Yes[:] NoPTe"" I Comments: ✓lvm ruiin ICGviseu LIzilui iw r 3FL Date Out IOA16 ATTACHMENT II SIGNATURE PAGE This plan represents the South Florida Workforce Investment Board's (SFWIB) efforts to maximize resources available under Title I of the Workforce Investment Act (WIA) of 1998, the Wagner-Peyser Act, the Welfare Transition Act, and the Food Stamp Employment and Training programs and to coordinate these resources with other State and local programs in the following geographical workforce investment area: Miami -Dade and Monroe counties. This comprehensive plan is submitted for the period July 1, 2007, through June 30, 2009, in accordance with the provisions of the Workforce Investment Act, the Wagner-Peyser Act and the Welfare Transition Act and the Food Stamp Employment and Training Act. We further certify that we will operate our Workforce Investment Act, Wagner-Peyser Act, Welfare Transition and the Food Stamp Employment and Training Act programs in accordance with this plan and applicable federal and state laws and regulations. Workforce Development Board Chair Chief Elected Official Chair, South Florida Workforce Investment Board_ Title Date ignature Mayor, Carlos Alvarez Name (printed or typed) Mayor, Miami -Dade Count_ Title Date Chief Elected Official MO ROE COU Y Hl'I IINEI Signature PROVE A O Mario Di Gennaro O Name (printed or typed) ASSISTAN COUNTY ATTORNEYfZ /U Date ( Mayor, Monroe County Title Date 09/05/07 Page 1 September 26, 2007 Ms. Katherine E. Wilson Chairman Workforce Florida, Inc., Board of Directors 1580 Waldo Palmer Lane, Suite 1 Tallahassee, Florida 32308 Mr. Larry Champion Interim President Workforce Florida, Inc. 1580 Waldo Palmer Lane, Suite 1 Tallahassee, Florida 32308 south florida member. Employ Florida Re: South Florida Workforce 2007-2009 Two Year Workforce Services Plan Dear Ms. Wilson and Mr. Champion: Attached are two (2) copies of Region 23, South Florida Workforce 2007-2009 Two Year Workforce Services Plan for your approval. The Plan has been developed to address and meet the needs of the residents in both Miami -Dade and Monroe Counties. As we look forward to another great program year, we will continue our efforts to develop a world class workforce. Thank you for your continued support. Sincerely, Carlos Alvarez Mayor Miami -Dade County Attachment Sincerely, Mario Di Gennaro Mayor Monroe County Cc: Helen Jones, Workforce Florida, Inc. 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LU I.L 0 LL U 0 0) c cu (B a �a) a� a) Q O (a U — L N U E (B Z (B 0 d L O N U L L L 2 L Q U) O UCU � 0 U J L (B d U O w r ) Vim/ O (� ^` L L O O ncu L 0) .. to N L 0 a cu o E _0 Q C: Q 0) a (� O m U O /� VJ �, c _O U) z) L) O d �_ 0-o O 5 U O C: O U N E E U U �_ "- N Q O -0 (B Q cu d N 0 Q L (B LL O J (B U J d cu U Q oo b o uw L7 LO co a) 0) co d south f [ortdo Empt•oy Honda ATTACHMENT I A. Regional Workforce Board (RWB) Membership ATTACHMENT II A. Signature Page ATTACHMENT III A. Inter -local Agreement(s) B. Fiscal Agent Design/Administrative Entity/One-Stop Operator C. List of One -Stop MOUs (Board and One -Stop Partners) D. Local Operating Procedures Referenced in the Local Workforce Services Plan D.1 SFWIB Training Vendor Agent (ITA) Approval Process D.2 Migrant and Seasonal Farm Worker D.3 Rapid Response DA FSET Operating Plan D.5 Occupational Skills Training Procedures D.6 Work Experience Operating Procedures D.7 Customized Training D.8 EWT Policy D.9 Business Services Local Operating Procedures D10 Training Master Plan D.11 Economic Self Sufficiency/Substantial Lay Off/Priority Services E. Public Comments on Local Workforce Services Plan F. WT/TANF Standard Operating Procedures F.1Job Retention Incentive Procedure Transmittal F.2Transitional Support Matrix G. Administrative Plan H. Other H.1 Required Reports H.2-5 Assessments H.6 Customize Training Agreement H.7 Allowable Support Service Matrix H.8 Universal Referral Form south f [ortdo Empt•oy Honda • r� ATTACHMENT I Regional Workforce Board (RWB) Membership List of Current Members Area(s) of Representation Codes Demographics Codes ATTACHMENT I REGIONAL WORKFORCE BOARD (RWB) MEMBERSHIP The certification of membership of the Regional Workforce boards is conducted per Public Law 105-220 Title I Section 117 (c) 2, Workforce Investment Act of 1998. The certification of the RWB is conducted by Workforce Florida to determine whether or not the composition and appointments are consistent with the provisions of the state and federal law and regulations. Each RWB will be reviewed to ensure its compliance with representation requirements. Information should reflect the present board status and any major changes that may occur on or before July 1, 2007. Per Title I Section 117 (b) of the Workforce Investment Act of 1998 — Public Law 105-220, at a minimum, the membership of the Regional Workforce Board (RWB) requires: A majority of local area business representatives who are nominated by local business organizations and business trade associations; Representatives of local educational entities, including representatives of local educational agencies, local school boards, entities providing adult education and literacy activities, and postsecondary educational institutions (including representatives of community colleges, where such exist) nominated by regional or local educational agencies, institutions, or organizations representing local educational entities; Representatives of labor organizations, nominated by local labor federations; Representatives of community -based organizations, including organizations representing individuals with disabilities and veterans; Representatives of economic development agencies; and Representatives of each of the one -stop partners For those board appointments above that federal law requires nomination by specified organizations or entities, please provide the appropriate documentation (e.g. endorsement letters). Chapter 2000-165 Laws of Florida requires One representative from a nonpublic postsecondary educational institution that is an authorized individual training account provider within the region and confers certificates and diplomas, One representative from a nonpublic postsecondary educational institution that is an authorized individual training account provider within the region and confers degrees, and Three representatives of organized labor. Chapter 2001-175 Laws of Florida states It is the intent of the Legislature that, whenever possible and to the greatest extent practicable, membership of a Regional Workforce Board include persons who are current or former recipients of welfare transition assistance ... or workforce services. 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Fn m .Ln 0 C: aCri06 ww� Z O L� O� cnz D m 0 wmm D D Qw w� �w Q� a w M LJNJ L �N/ LJ� LJ� ~ 0 Om w� w w Z O 2 CL G in C LO 0 LO (D 0) m a Current Membership Regional Workforce Board (RWB) July 2007 AREA(S) OF REPRESENTATION CODES BU — Business CBOD —Community-based Organizations representing individuals with disabilities CBOV — Community -based Organizations representing veterans EA — Education ED — Economic Development MIL — Military Installation Representative (Effects regions 1, 2, 4, 8, 13, 15, 23) NPEAC — Nonpublic Postsecondary Educational Institution, confers certificates and diplomas (IF NOT IN THE REGION PLEASE INDICATE) NPEAD — Nonpublic Postsecondary Educational Institution, confers degrees (IF NOT IN THE REGION; PLEASE INDICATE) NV — Non -voting member OL — Organized Labor OSPM — One -Stop Partner, Mandatory (to include VR, DCF, Elder Services) OSPO — One -Stop Partner, Optional WT/WS — Current or former recipient of welfare transition assistance or workforce services south f [ortdo Empt•oy Honda • r� ATTACHMENT II Signature Page A. B. C. D. south f [ortdo Empt•oy Honda ATTACHMENT III 2007-2009 WORKFORCE SERVICES PLAN INSTRUCTIONS Inter -local Agreement(s) Fiscal Agent Design/Administrative Entity/One-Stop Operator List of One -Stop MOUs (Board and One -Stop Partners) Local Operating Procedures Referenced in the Local Workforce Services Plan D.1 SFWIB Training Vendor Agent (ITA) Approval Process D.2 Migrant and Seasonal Farm Worker D.3 Rapid Response DA FSET Operating Plan D.5 Occupational Skills Training Procedures D.6 Work Experience Operating Procedures D.7 Customized Training D.8 EWT Policy D.9 Business Services Local Operating Procedures D10 Training Master Plan D.11 Economic Self Sufficiency/Substantial Lay Off/Priority Services E. Public Comments on Local Workforce Services Plan F. WT/TANF Standard Operating Procedures F.1 Job Retention Incentive Procedure Transmittal F.2 Transitional Support Matrix G. Administrative Plan H. Other H.1 Required Reports H.2-5 Assessments H.6 Customize Training Agreement H.7 Allowable Support Service Matrix H.8 Universal Referral Form R_31s'-off INTERLOCAL AGREEMENT CREATING THE SOUTH FLORIDA WORKFORCE INVESTMENT BOARD FOR REGION 23 OF THE STATE OF FLORIDA This Interlocal Agreement is made and entered into by and between the Chief Elected Official of Miami -Dade County, a political subdivision of the State of Florida, and the Chief Elected Official of Monroe County, a political subdivision of the State of Florida, pursuant to the Florida Interlocal Cooperation Act, the Miami -Dade County Home Rule Charter, and applicable federal and state laws and regulations. In consideration of the covenants, conditions, mutual obligations and other good and valuable consideration, the parties hereto agree as follows: 1. The Chief Elected Officials who have executed this Interlocal Agreement have caused to be created hereby a Local Workforce Investment Board for Region 23 of the State of Florida in accordance with federal and state laws and regulations. This Local Workforce Investment Board shall be known as the South Florida Workforce Investment Board (hereinafter sometimes referred to as the "SFWIB"). The SFWIB shall be a separate public body, corporate and politic, and a governmental agency and governmental instrumentality of both Miami -Dade County and Monroe County. The SFWIB shall be a governmental body in all respects and shall be an organization eligible to exclude income under Section 115 of the Internal Revenue Code of the United States and contributions to which are deductible under Section 170(c)(1) of the Internal Revenue Code of the United States. a. The SFWIB shall have the power to sue and be sued, to plead and to be impleaded, to contract and be contracted with, to enforce contracts and C.1"UPSTIAll2.DOC agreements, to accept grants, gifts or other resources, to engage an independent auditor, to have an official seal and alter same, and to incur tort liability to the extent permitted by Section 768.28, Fla. Stat. The SFWIB may exercise all of the powers specifically granted herein. Except as limited in this Interlocal Agreement, the SFWIB shall exercise all of the powers granted to Local Workforce Investment Boards by the Workforce Investment Act of 1998, as amended from time to time, and Chapter 445, Florida Statutes, as amended from time to time. Nothing herein shall be construed to limit or affect, in any way, the laws relating to sovereign immunity, Section 768.28, Florida Statutes, with respect to the SFWIB. b. The Executive Director of the SFWIB shall be selected by the SFWIB. The Executive Director shall be an employee of Miami -Dade County within the administrative service of Miami -Dade County and may be removed from the position of Executive Director of the SFWIB in the discretion of the SFWIB. The Executive Director shall be the Chief Operating Officer of the SFWIB and, as such, shall implement the policies, decisions, actions and directives of the SFWIB. C. The staff of the SFWIB shall all be employees of Miami -Dade County and who shall serve the SFWIB under the supervision and control of the Executive Director of the SFWIB. The staff of the SFWIB shall implement the policies, decisions, actions and directives of the SFWIB under the supervision and control of the Executive Director of the SFWIB. C. MMM4142 mac 2 d. Legal counsel for the SFWIB shall be the Miami -Dade County Attorney's Office. With the approval of the Chief Elected Official of Miami -Dade County, the SFWIB may from time to time engage special legal counsel for specific legal matters. e. The members of the SFW11B shall elect a chairperson of the SFWIB, as required by the Workforce Investment Act of 1998, as amended from time to time, and such other officers as may be deemed necessary and appropriate by the SFWIB. All such officers shall serve in office for a term not to exceed two years. No such officer shall serve more than two terms in office or four years, which ever is less. The chairperson shall serve as the presiding officer at all meetings of the SFWIB. f The organization, operating procedures, and by-laws of the SFWIB shall be determined by the SFWIB and shall become effective upon approval by the Chief Elected Official of Miami -Dade County. The organization, operating procedures, and by-laws of the SFWIB shall comply with the applicable federal, state, and local laws, ordinances, and regulations. g. The SFWIB and its members, the Executive Director of the SFWIB, the staff of the SFWIB and members of any and all committees of the SFWIB shall be subject to the jurisdiction of the Miami -Dade County Commission on Ethics and Public Trust and the Office of the Miami -Dade County Inspector General. SFWIB members, the Executive Director of the SFWIB, the staff of the SFWIB and members of any and all committees of the SFWIB shall comply with the Miami -Dade County Code of Ethics C *7VS uuaDoc 3 , Ordinance, Conflict of Interest Ordinances, Lobbyist Registration and Reporting Ordinances, and the Citizens' Bill of Rights. The SFWIB and its members, the Executive Director of the SFWIB, the staff of the SFWIB and members of any and all committees of the SFWIB, shall be subject to and shall comply with Florida's Public Records and Open Meetings Laws, Section 286.011 et seq., Fla. Stat., and Section 119.01 et seq., Fla. Stat. h. No lobbying or legislative activity of any kind in or before any body or person of any kind shall be undertaken by the SFWIB, any member of the SFWIB acting as such or any staff member of the SFWIB acting as such except by making legislative requests as a board to the Miami -Dade County Office of Intergovernmental Affairs as required by Miami -Dade County Ordinance #04-219 or as may be authorized in writing by said Office from time to time. i. Notwithstanding any provision of State or federal law, a majority of the appointed members of the SFWIB or a majority of the appointed members of any committees of the SFWIB, who are physically present in the public meeting room or other place of the public meeting, shall constitute a quorum necessary for taking any action at the public meeting. Notwithstanding any provision of State or federal law, only appointed members of the SFWIB or appointed members of a committee of the SFWIB who are physically present in the public meeting room or other place of the public meeting shall constitute a quorum necessary for taking any action at the public meeting. Notwithstanding any provision of State C. IWPIPSA4142 AOC 4 or federal law, only appointed members of the SFWIB or appointed members of a committee of the SFWIB who are physically present in the public meeting room or other place of the public meeting shall be permitted to participate in such meeting, take any action at such meeting, or vote at such public meeting. Any such appointed member of the SFWIB or any such appointed member of a committee of the SFWIB who is not physically present in the public meeting room or other place of the public meeting and who, nevertheless, participates in such public meeting, or takes any action at such public meeting or votes at such public meeting, while not being physically present in the public meeting room or other place of the public meeting, shall automatically, by operation of this Interlocal Agreement, be deemed to have thereupon resigned forthwith from membership on the SFWIB, if a member of the SFWIB and from membership on any and all committees of the SFWIB. I SFWIB members shall serve without compensation but shall be reimbursed for necessary expenses incurred in the performance of their official duties upon approval in writing by the Miami -Dade County Manager, or the Miami -Dade County Manager's designee. All of the aforesaid expenses shall be reimbursed in accordance with federal and state laws and regulations and Miami -Dade County ordinances and policies. All travel expenses for SFWIB members or any other person traveling for and on behalf of or at the request of the SFWIB shall be in conformance with state law relating to travel expenses of public officers c:IWPIYSTWI42DOC 5 1 and public employees and Miami -Dade County ordinances and policies relating to travel expenses and shall be submitted in writing to the Miami - Dade County Manager or the Miami -Dade County Manager's designee for approval or denial by the Miami -Dade County Manager or the Miami -Dade County Manager's designee. k. The SFWIB shall consist of a sufficient number of members and shall be composed of members in such a manner as to meet the requirements of State and federal law. The number of members of the SFWIB and the composition of the SFWIB shall be determined by the Chief Elected Official of Miami -Dade County in accordance with the criteria set forth in State and federal law. Members of the SFWIB shall serve at the pleasure of the Chief Elected Official who appointed the member and for such term as determined by the Chief Elected Official who appointed the member. However, no member of the SFWIB shall be appointed to serve a term greater than two years. SFWIB members may be reappointed by the Chief Elected Official who appointed the SFWIB member. Any SFWIB member, regardless of whether or not the SFWIB member is chairperson or other officer of the SFWIB, may be removed for cause or without cause, at any time, in the sole discretion of the Chief Elected Official who appointed the SFWIB member. The Chief Elected Official of Monroe County shall appoint two of the private sector members of the SFWIB and the Chief Elected Official of Miami -Dade County shall appoint all of the other members of the SFWIB. Representatives of businesses appointed to C. IWPWSTW 142DOC 6 the SFWIB by the Chief Elected Official of Miami -Dade County or by the Chief Elected Official of Monroe County shall not include representatives of businesses which are providers of public workforce services with funds provided through or from Workforce Florida, Inc. Furthermore, representatives of businesses appointed to the SFWIB by the Chief Elected Official of Miami -Dade County or by the Chief Elected Official of Monroe County shall automatically forfeit membership on the SFWIB if the business so represented provides public workforce services with funds provided through or from Workforce Florida, Inc. during the representative's period of membership on the SFWIB. The Chief Elected Official of Miami -Dade County may, solely in his or her discretion, from time to time, consider the recommendations, if any, of the City of Hialeah, s the City of Miami, and the City of Miami Beach with respect to the appointment of members of the SFWB by the Chief Elected Official of Miami -Dade County. 1. The SFWIB shall comply with the procurement and expenditure procedures required by federal law for the expenditure of federal funds. To the extent not in conflict with federal law and regulations, the SFWIB shall comply with the procurement laws and regulations of the State of Florida which may be applicable to Miami -Dade County and with the applicable procurement ordinances, administrative orders, and policies of Miami -Dade County. C NP Psr' 142 Doc 7 in. The County Manager of Miami -Dade County and the administrative service of Miami -Dade County is hereby designated as the local fiscal agent for Region 23 of the State of Florida. n. The Chief Elected Official of Miami -Dade County for and on behalf of Miami -Dade County and the Chief Elected Official of Monroe County for and on behalf of Monroe County shall be the local grant recipients for Region 23 of the State of Florida and shall be liable for any misuse of the grant funds allocated to Region 23 of the State of Florida under Sections 128 and 133 of the Workforce Investment Act of 1998, as amended from time to time. o. The administrative entity for all Workforce Investment Act, TANF, and other workforce programs implemented by the SFW1B within Region 23 of the State of Florida shall be the administrative service of Miami -Dade County. The administrative service, acting as the administrative entity for the SFWIB, shall serve the SFWIB under the supervision and control of the Executive Director of the SFWIB and shall implement the policies, decisions, actions and directives of the SFWIB under the supervision and control of the Executive Director of the SFW11B. P. In order to exercise independent oversight, Miami -Dade County and Monroe County, respectively, agree that Miami -Dade County and Monroe County shall not be a direct provider of public workforce services with funds provided through or from Workforce Florida, Inc. C. WPVTA4J42.D0C 8 2. Monroe County and Miami -Dade County hereby agree to assume financial liability for any misuse of grant funds in accordance with State and federal law: Monroe County agrees hereby to assume 6.7% of any financial liability for any misuse of grant funds; Miami -Dade County agrees hereby to assume 93.3% of any financial liability for any misuse of grant funds. 3. Each Chief Elected Official for and on behalf of their respective jurisdiction agrees hereby to promptly contribute to any SFWIB financial liability or any other financial liability incurred under this Interlocal Agreement as follows: a. No liability of any kind arising out of this Interlocal Agreement shall be paid by the SFWIB or by SFWIB staff or by the administrative entity or by either of the parties to this Interlocal Agreement unless ordered by a court of competent jurisdiction or other superior State or federal governmental entity acting within the scope of its powers and jurisdiction or unless otherwise approved by both parties hereto. Nothing herein shall be construed to waive any rights of the SFWIB or the parties hereto to seek legal or administrative relief from any such liability. b. Tort liability incurred by the SFWIB or incurred by any member of the SFWIB or an member of any committee of the SFWIB or incurred by the Executive Director or by a member of the staff of the SFWIB or of the administrative entity, through or on account of the performance of the lawful acts authorized or required by this Interlocal Agreement shall, to the extent permitted by Section 768.28, Fla. Stat, be solely the C.IWPV'Sruloa.noc 9 responsibility of the SFWIB and does not and shall not constitute the tort liability of the parties hereto or their respective jurisdictions. In the event such tort liability is so incurred by any of the foregoing entities or persons, then and only then shall both Miami -Dade County and Monroe County contribute a sum to the SFWIB for the satisfaction of such tort liability incurred which shall equal 6.71/o from Monroe County and 93.3% from Miami -Dade County, all of which contributions for a single tort liability claim when aggregated together shall not exceed the limit for a single tort liability claim as set forth in Sec. 768.28, Fla. Stat. C. Costs and other expenses disallowed by the State or federal government or by the SFWIB with respect to contracts between the SFWIB and Monroe County or between the SFWIB and Miami -Dade County for the provision of workforce services shall be paid by and shall be the financial liability solely of the contracting county. Nothing herein shall be construed to authorize the SFWIB to be a direct provider of intake, assessment, eligibility determinations, or other direct provider services. d. Costs and other expenses disallowed by the State or the United States or any other grantor of grant funds with respect to any contracts or agreements between the SFWIB and any service providers or other entities or caused by errors of the SFWIB or of the administrative entity or caused by misuse of grant funds shall be paid by and shall be the financial liability of Monroe County and Miami -Dade County in accordance with C: IWPU'SM142.DOC 10 the following percentages: Monroe County - 6.7%; Miami -Dade County - 93.3%. 3. Nothing in this Interlocal Agreement shall be construed to impose personal financial liability of any kind upon any Chief Elected Official. Nothing in this Interlocal Agreement shall be construed to waive sovereign immunity in tort, except to the extent permitted by Sec. 768.28, Fla. Stat. 4. The members of the SFWIB and the members of any committees of the SFWIB shall deal with the employees of the administrative entity and SFWIB staff solely through the Executive Director and no such member shall give orders to any employees of the administrative entity or SFWIB staff either publicly or privately. No employee of the administrative entity or SFWIB staff shall respond to or undertake any action to comply with any request by any such member which violates the provisions of the preceding sentence. The Executive Director shall not knowingly allow any such member to deal with any employee of the administrative entity or SFWIB staff in violation of the provisions of the first sentence of this Paragraph #4. No member of the SFWIB or any member of any committee of the SFWIB shall direct or request the appointment of any person to, or his or her removal from office or employment by the Executive Director or by the Miami -Dade County Manager or by any subordinate of the Executive Director or by any subordinate of the Miami -Dade County Manager or participate in the appointment or removal of officers and employees of the administrative entity or of SFWIB staff nor shall the Executive Director or the Miami -Dade County Manager or any member of the administrative entity .or of SFWIB staff or any C WPV-S7WI42-mc 11 subordinate of any of the foregoing accede to such direction or request. Any violation of any of the provisions of this Paragraph #4 by any of the members of the SFWIB or members of any SFWIB committee shall cause the removal forthwith of such member from the SFWIB or the SFWIB committee or both, as applicable, by operation of this Interlocal Agreement. 5. Notwithstanding any provision of this Interlocal Agreement, the SFWIB shall not engage in any activities of any kind unless permitted to be carried on by an organization eligible to exclude income under Section 115 of the Internal Revenue Code of the United States and contributions to which are deductible under Section 170(c)(1) of the Internal Revenue Code of the United States. Notwithstanding any provision of this Interlocal Agreement, the SFWIB is authorized and empowered to pay reasonable compensation for services rendered and to make payments to advance SFWIB's activities for the benefit of the residents of Region 23 of the State of Florida. Notwithstanding any provision of this Interlocal Agreement, no part of the net earnings of the SFWIB shall inure to the benefit of or be distributable to the officers or members of the SFWIB or any other private person. Notwithstanding any provision of this Interlocal Agreement, in the event of the dissolution, liquidation, termination or expiration of the existence of the SFWIB, after promptly paying or adequately providing for the debts and obligations of the SFWIB, all monies, properties assets, and rights, of any kind whatsoever, shall be forthwith transferred, delivered and conveyed to Miami -Dade County for exclusively public purposes. Notwithstanding any provision of this Interlocal Agreement, the SFWIB shall only exercise essential C: WPIPSTWI42_Doc 12 governmental functions on behalf of and accruing to the State of Florida or any political subdivision thereof. Notwithstanding any provision of this Interlocal Agreement, the Chief Elected Officials and their respective jurisdictions who are parties to this Interlocal Agreement shall have the powers and interests of an owner of the SFWIB. Notwithstanding any provisions of this Interlocal Agreement, no private interest shall materially participate in any of the functions, duties, or responsibilities of the SFWIB. Notwithstanding any provision of this Interlocal Agreement, all assets and income of the SFWIB shall accrue to the Chief Elected Officials in their official capacity and their respective jurisdictions who are parties to this Interlocal Agreement. Notwithstanding any provision of this Interlocal Agreement, the SFWIB shall provide an annual report, including annual financial audit by an independent auditor, to both Chief Elected Officials and both respective jurisdictions who are parties to this Interlocal Agreement. Notwithstanding any provision of this Interlocal Agreement, control, supervision and authority of the SFWIB shall at all times be vested in public authorities, to wit, the Chief Elected Officials and their respective jurisdictions who are parties to this Interlocal Agreement. 6. This Interlocal Agreement shall become effective on March 1, 2006, after its execution by the Chief Elected Officials of Miami -Dade County and Monroe County and shall expire on June 30, 2008. Both Chief Elected Officials have been duly authorized by their respective governing bodies, the Board of County Commissioners of Miami -Dade County and the Board of County Commissioners c:WPVIStutsamc 13 of Monroe County, to execute this Interlocal Agreement for and on behalf of Miami -Dade County and Monroe County, respectively. 7. Upon expiration of this Interlocal Agreement, the SFWIB shall be deemed dissolved and no longer in existence. Upon the expiration date of this Interlocal Agreement and dissolution of the SFWIB or upon the dissolution, liquidation, or termination of the existence of the SFWIB prior to such expiration date, after promptly paying or adequately providing for the debts and obligations of the SFWIB, all monies, properties, assets, and rights, of any kind whatsoever, shall be forthwith transferred, delivered and conveyed to Miami -Dade County for exclusively public purposes. This Interlocal Agreement may be renewed in writing upon execution by both the Chief Elected Official of Miami -Dade County and the Chief Elected Official of Monroe County for an additional period of time but no such renewal shall be effective until both Chief Elected Officials have been duly authorized by their respective governing bodies, the Board of County Commissioners of Miami -Dade County and the Board of County Commissioners of Monroe County. This Interlocal Agreement and any renewals or amendments thereto shall be executed in counter -part originals by each party and each such counter -part original shall be deemed an original for all purposes. 8. This Interlocal Agreement may be amended by the parties hereto, from time to time, during the term of this Interlocal Agreement or any renewals thereof, upon the execution of the written amendment by both the Chief Elected Official of Miami -Dade County and the Chief Elected Official of Monroe County but no such written amendment shall be effective until both Chief Elected Officials have C IWPIPS7U1l7.DOC 14 been duly authorized by their respective governing bodies, the Board of County Commissioners of Miami -Dade County and the Board of County Commissioners of Monroe County. 9. The Chief Elected Official of Miami -Dade County and the Chief Elected Official of Monroe County are authorized hereby by their respective governing bodies to exercise the right to terminate this Interlocal Agreement at any time but in accordance with the conditions set forth below: a. The notice of termination shall be received by the other Chief Elected Official not later than sixty (60) days before the end of the current Workforce Investment Act fiscal year. b. The terminating party shall not be deemed released from any current or past financial obligations or any other current or past obligations of any kind whatsoever incurred or agreed to by the terminating party which arise out of this Interlocal Agreement. C. Upon the effective date of termination set forth in the termination notice described in a. above, the SFWIB shall be deemed dissolved and no longer in existence. C. iwP"M142-Doc 15 THIS 1NTERLOCAL AGREEMENT IS ENTERED INTO ON BEHALF OF: Deputy CO A44f ?� Av `rJ'iZ Couzry ev FOR i • 5r MIAMI-DADE COUNTY Y L G--��— Mayor 3A /to.& - ( D e Cc lWPV'SMllsnoc 16 THIS INTERLOCAL AGREEMENT IS ENTERED INTO ON BEHALF OF: Deputy Clerk MONROE COUNTY FEB 1 5 2W6 Date MONROE COUNTY APPROV ATTORNEY AS TO FORM; SU M. 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LO --) U 06 O CU CU - 0 M O U E 0 Q U E c w m U ?� U _ L - U M O N p O U U O (6 ' O .Q �: .0 LO CU �� -0 U L >1 Q D J L(U N a N� N Cn N W CU J L Q LL CU = vi Q �• C Z �. L p W �. O N W O N O D 0 O a) U E( — L L N Q -0 Q 0 O Q L O.— U L CU C1) U >, - CU O cp O E O L Cu J Cu O1 c6 • C) - p p-0 N a U� �. Q (6 75 > CU (6 E N O> U N�' O N i N (6 O E N Q N i 0 N fn N OWDUN>QU0-J0-020- CU O p L L .> a) L �--' so-0-2WD0-C6< M L N O L M L Q N 0m00�0 L -- CU O Z O LL O \\ / 0 ^L LL C G W Cu O Q W m m p m m Cn m WW U U o O Qa Cu W L _0 m to N O O O 0) W > CU CU 0 p to 0- 0 0) O LL W0 O p � N �0/ Cn O L CU � Z > o _0 � > O O � O E O W D Q 0 H > H� L_0 0 W L L L L cn to to L Cri LO O (D 0) M 0- A 72 L cu 0 m U L 0 O_ �.9 rl- 0 N N N Q `a) vJ LL ~ 0 Z C0 0 C0 0 � 0 0 0 Oz 'IT ti 225 N N w a a a U L U L Q � � cn U_ 2 a Ow w 0 0 O z� 0 0 N Q 70 c6 70 c6 Z z � Q Z O O O U U 0 �- cn 0 -o (D O O� Fn (DQV Q w 0 �a L) L) ° 0 U_ _0 L ' (D 0 0 L)(u.Lm �0 0 0 J Q i N .V 0 (6 D CY N L O- (D E 0 m . Fn m .Ln 0 C: aCri06 ww� Z O L� O� cnz D m 0 wmm D D Qw w� �w Q� a w M LJNJ L �N/ LJ� LJ� ~ 0 Om w� w w Z O 2 CL G in C LO 0 LO (D 0) m a NAME OF REGIONAL WORKFORCE BOARD (RWB) South Florida Workforce Investment Board NAME AND TITLE OF RWB CHAIRPERSON NAME AND TITLE OF RWB STAFF DIRECTOR Mr. Edward Margolis, SFWIB Chairperson OR MAIN CONTACT PERSON Mr. Rick Beasley, Executive Director ADDRESS OF RWB CHAIRPERSON ADDRESS OF RWB STAFF DIRECTOR OR MAIN CONTACT PERSON South Florida Workforce South Florida Workforce 7300 Corporate Center Drive, Suite 500 7300 Corporate Center Drive, Suite 500 Miami, FL 33126 Miami, FL 33126 Telephone Number: (305) 594-7615, Ext. 369 Telephone Number: (305) 594-7615, Ext. 369 Facsimile Number: (305) 470-5523 Facsimile Number: (305) 470-5523 E-mail Address: margolis(d_)realtor.com E-mail Address: 11 rbeasle southfloridaworkforce.com NAME OF RWB ONE -STOP OPERATOR 1. Arbor E&T, LLC 2. Hialeah Adult & Youth Employment Services 3. Private Industry Council of Dade County, Inc. d/b/a Jobs for Miami 4. SER Jobs for Progress 5. UNIDAD of Miami Beach, Inc. 6. Youth Co -Op, Inc. ADDRESS OF RWB ONE -STOP OPERATOR See attached for individual information Telephone Number: Facsimile Number: E-mail Address: See attached for individual information NAME OF RWB FISCAL AGENT South Florida Workforce ADDRESS OF RWB FISCAL AGENT 7300 Corporate Center Drive Suite 500 Miami, FL 33126 Telephone Number: (305) 594-7615, Ext. 369 Facsimile Number: (305) 470-5523 E-mail Address: rbeasley(d)-southfloridaworkforce. com NAME OF RWB ADMINISTRATIVE ENTITY South Florida Workforce Investment Board ADDRESS OF RWB ADMINISTRATIVE ENTITY 7300 Corporate Center Drive, Suite 500 Miami. FL 33126 Telephone Number: (305 594-7915, Ext. 369 Facsimile Number: (305) 470-5523 E-mail Address: rbeasle�southfloridaworkforce.com NAME AND ADDRESS OF RWB ONE -STOP OPERATORS 1. Arbor E&T, LLC 4. Ser Jobs for Progress, Inc. 2200 North Jackson Street P.O BOX 661597 Media, Pennsylvania, 19063 Miami Springs, Florida 33266-1597 Telephone: (610) 891-5501 Telephone: (305)-871-2820 Ext. 113 Facsimile Number: (610) 566-9482 Facsimile Number: (305) 871-5643 E-mail Address: d ross arboret.com E-mail Address: jIcela serflorida.or 2. City of Hialeah 5. UNIDAD of Miami Beach, Inc. P.O. Box 40 1701 Normandy Drive 501 Palm Avenue Miami Beach, Florida 33141 Hialeah, Florida 33010 Telephone: (305)-867-00517 (305)-532- Telephone: (305) 883-5839 5350 Facsimile Number: (305) 883-5817 Facsimile Number: (305) 643-1908 E-mail Address: fmarinelli hialeahfl. ov E-mail Address: mce eda mbhcc.or 3. Private Industry Council of Dade County, 6. Youth Co -Op, Inc. Inc. d/b/a Jobs for Miami 3525 NW 7t" Street 7900 NE Second Avenue, Sixth Floor Miami, Florida 33125 Miami, Florida 33138 Telephone: (305)-643-6730 Ext. 121 Telephone: (305)-759-6511 x 210 Facsimile Number: (305) 643-1908 Facsimile Number: (305) 759-2488 E-mail Address: mrodriquez(a)ycoop.orq E-mail Address: hharvey _ifmiami.org south florida Employ florida Region 23 Career Center Executive Directors Contact Information As of September 12, 2007 Nancy Thompson, Florida Regional VP Arbor E&T, LLC 2730 US Highway 27 North Sebring, FL 33870 Cell: (863) 514-5931 Nancythom pson(a)-arboret. com Frederick H. Marinelli Director, Department of Grants & Human Services City of Hialeah P.O. Box 40 501 Palm Avenue Hialeah, FL 33010 Office: (305) 883-5839 fmarinelli(d)-hialeahfl.gov Hilary Harvey, President/CEO Private Industry Council of Dade County, Inc. d/b/a Jobs for Miami 8325 N.E. 2 Ave., Suite 205 Miami, FL 33138 Office: (305) 759-6511 Ext. 210 hilaryh _ifmiami.org Jose Cela, President Ser Jobs for Progress, Inc. MAILING ADDRESS: P.O BOX 661597 Miami Springs FL 33266-1597 Office: (305) 871-2820 Ext. 113 ilcela _serflorida.org Margarita Cepeda-Leonardo, Executive Director \ UNIDAD of Miami Beach, Inc. 1701 Normandy Drive Miami Beach, FL 33141 Office: (305) 867-0051 Can also be reached at the Miami Beach Career Center (305) 532-5350 mcepeda(a)mbhcc.org Maria Rodriguez, President/CEO Youth Co -Op, Inc. 3525 NW 7t" Street Miami, Florida 33125 Office: (305) 643-6730 Ext. 121 m rodriguez(a)ycoop. org \ \ 3 / 0 0 ��� ! | . ( " , ( ! _ _ !� | | { / } | \ � / } 3 k ƒ - � j | | , |I ) �t |. ■ . !iI �!|i� | _At Ir-� hi \! - ��{�. ■ R! ' . �, #� , ■gq &Rf ` ' q�§| . . � � `!� \��� �;� ®. Ii! �� - � � -: |■!�, ;'i| | § - f ° : ■ : �| - ' south florida W6-ffk c cc c Employ Florida D. Local Operating Procedures Referenced in the Local Workforce Services Plan D.1 SFWIB Training Vendor Agent (ITA) Approval Process D.2 Migrant and Seasonal Farm Worker D.3 Rapid Response DA FSET Operating Plan D.5 Occupational Skills Training Procedures D.6 Work Experience Operating Procedures D.7 Customized Training D.8 EWT Policy D.9 Business Services Local Operating Procedures D10 Training Master Plan D.11 Economic Self Sufficiency/Substantial Lay Off/Priority Services SFWIB Training Vendor/Agent (ITA) APPROVAL PROCESS June 2007 Training Vendor/Agent ITA APPROVAL PROCESS New Training Vendor/Agent Approval: 1. Request for Training Vendor/Agent status to receive ITAs are approved on a quarterly basis, if possible. 2. Agencies requesting to receive ITAs will make their request in writing to the SFWIB. If telephone requests are made, these are to be followed up by a written request. 3. The Training Vendor/Agent must meet the following requirements: A. To be and approved as a Training Vendor/Agent for ITAs the agency must be in business two years. This means that the agency must be in operation for two years. B. That the agency must be a licensed school. (Note: Apprenticeship programs are not approved for ITAs per Policy passed by the Executive Committee on November 21, 2003.) C. The training that is to be offered must appear on the Regional Targeted Occupations List unless the occupation identified has been removed from consideration for ITA expenditure by the Board, i.e. Flight Attendant, etc. D. Training programs must be able to be cross -walked to the TOL. E. The Training Vendor/Agent requesting approval for ITAs must meet the SFW programmatic on -site review requirements F. The Training Vendor/Agent must meet the SFW Due Diligence review requirements. G. The Training Vendor/Agent must meet any additional criteria required by SFWIB. 4. Upon receipt of the letter requesting Training Vendor/Agent ITA approval, the SFWIB staff responsible for handling the programmatic review requirement will provide a copy of the Training Vendor/Agent ITA Agent request to the OCI, so that the required due diligence review can be scheduled. 5. Copies of all review instruments will be provided to the requesting agency at their request. 6. Programmatic reviews are done on -site. The due diligence reviews may be done on -site or through the submission of documents requested by the OCI. 7. Results of the reviews are shared with the requesting institution. Institutions are advised of issues that are impacting their requests. Institutions can submit additional documentation, which are reviewed. 8. Results with positive reviews are forwarded to the designated SFWIB Committee (EDIS) for the Committee's recommendation for approval/disapproval action. The EDIS Committee forwards the Committee's recommendation(s) to the full SFWI Board for action. In the case of ITA Agents requesting to serve Youth through Youth Vouchers, the approval/disapproval action is routed through the Youth Council and then to the other committees and then the full Board 9. Final copies of the institutional reviews, both programmatic and fiscal will be filed in the SFWIB office. 10. After approval action by the SFWIB Board the Training Vendor Agreements will need to be executed as soon as possible after the Board meeting. 11. SFWIB staff will update the training matrix containing all price information as soon as possible to reflect new training agents and programs with all associated costs. 12. SFWIB staff will notify the application development unit of the addition of new training agents and programs so that the ITA system can be updated with the latest information. 13 SFWIB staff will update the State's Eligible Provider to reflect the addition of a new Training Vendor to include all program and cost information. Additions/Deletions to Training Vendor/Agent ITA Agent Approved Offerings: All approved Training Vendor/Agent ITA Agents that want to add new training areas or delete training areas to their approved training offerings will: 1. Will make their request in writing to the SFW. If telephone requests are made, these are to be followed up by a written request. 2. Requests will be approved on a quarterly basis, if possible for additions. In the case of the deletion of a training area that action will take place as soon as SFW is notified. 3. The Training Vendor/Agent ITA must meet the following requirements if requesting the addition of new training areas: A. The training that is to be offered must appear on the Regional Targeted Occupations List unless the occupation identified has been removed from consideration for ITA expenditure by the Board, i.e. Flight Attendant, etc. B. Programs to be able to be cross -walked to the TOL. C. The Training Vendor/Agent ITA Agent must meet the SFW programmatic on -site review requirements D. The Training Vendor/Agent ITA Agent must meet any additional criteria required by SFW. 4. For requests for additions, the programmatic reviews are done on -site. 5. Results of the reviews are shared with the requesting institution. Institutions are advised of issues that are impacting their requests. Institutions can submit additional documentation, which are reviewed. 6. Results with positive reviews are forwarded to the designated SFWIB Committee (EDIS) for the Committee's recommendation for approval/disapproval action. The EDIS Committee forwards the Committee's recommendation(s) to the full SFWI Board for action. In the case of ITA Agents requesting to serve Youth through Youth Vouchers, the approval/disapproval action is routed through the Youth Council and then to the other committees and then the full Board 7. After approval action by the SFWI Board the existing Training Vendor Agreement will need to be modified to include the new additions. In the case that a Training Vendor/Agent for ITAs has requested the deletion of an approved training area the Training Vendor Agreement will modified upon notification that the training area has been requested removed. 8. SFWIB staff will update the training matrix containing all price information as soon as possible to reflect new training areas with all associated costs and in the case of deletions, the removal of the approved training area. 9. SFWIB staff will notify the application development unit of the additions and/or deletions so that the ITA system can be updated with the latest information. 10. SFWIB staff will update the State's Eligible Provider to reflect the addition of a new Training Vendor to include all program and cost information. ITA Price Structure: SFWIB staff will maintain the Training Vendor/Agent .ITA cost structure and insure that all changes to costs are updated on the matrix and are forwarded to the application development unit. Training Capabilities for Training Vendors Name of Applicant: Address: Contact Person: Title: Telephone Number: FAX #: SFW Reviewer: Signature: Date of Review: Applying for Training Vendor Status: Approve: Disapprove: Please indicate # of points earned on a 1 to 5 scale: Applying for New Training Areas: Approve: Disapprove: Applying for New Training Facility(ies): Approve: Disapprove: Summary Information AGENCY OVERVIEW (General) General Information On Agency/Provider: Current Training Areas: Proposed Training Areas: Current Number of /Students: Comments/Problems/Observations: Licensing/Accreditation Agency (if applicable): Licensing/ Accreditation Agency: License Number and Expiration Date: Type of License/ Accreditation: Licensed/Accreditation to Provide Training in the Following Areas: Additional Licensing/Accreditation (if applicable): II. Training Design (by training area/occupation): Training Area/Occupation: Length of Training: How many days per week: How many hours per week: Total number of hours of training: Total number of days of training: Total number of weeks of training: Comments/Problems with Training Areas or Training Design: Comments/Problems (con't): III. Curriculum (by training area/occupation): A. General Information: 1. Was full curriculum submitted with proposal (if required)? 2. If not submitted with the proposal was it provided at the time of the program review? 3. If not provided with the proposal or at the time of the program review, when was it submitted? B. Curriculum Review 1. Is the curriculum fully elaborated, or does it exist as only a course description or outline? YES NO YES NO YES NO 2. Is the curriculum adequate to provide training to Insure that participants/students acquire the required competencies for this training area? YES NO 3. Are instructional strategies fully elaborated? YES NO 4. Are the instructional strategies appropriate for the Region's participants. YES NO 5. Are Lesson Plans developed and in place? YES NO 1. Is the curriculum compatible with the Region's competency standards for the proposed training area? YES NO 2. Is Pre -Employment Skills (PES) training incorporated into the curriculum? YES NO 8. If incorporated, how many hours are provided: 9. Is Work Maturity Skills training incorporated into the curriculum? YES NO 10. If incorporated, how many hours provided: Comments/Problems: IV. Instructor Review (by training areas/occupations): A. Was the instructor's resume and or license provided with the proposal? YES NO N/A B. If not submitted with the proposal was it provided at the time of the program review? YES NO N/A C. If not provided with the proposal or at the time of the program review, date when was it submitted. D. Does the resume indicate appropriate education and/or Experience for providing instruction in the training area? YES NO E. Does the instructor(s) appear highly knowledgeable of the proposed training area? YES NO F. If classes were observed: 1. Does the instructor(s) use appropriate instructional YES NO strategies for insuring the required competencies are N/A being developed? 2. Is the interaction between the instructor(s) and the YES NO participants appropriate? 3. Does the instructor(s) motivate the students? YES NO 4. Is the instructor(s) in control of the class? YES NO G. Does the instructor(s) plan adequately for their class or YES NO classes, relate their instructional content and strategies to the offical curriculum, and orient their instruction to the attainment of competencies/objectives/goals? H. Is the instruction provided in another language other then English. What other language is the class taught in? English: Other: Comments/Problems: V. Facility Review (by training areas/occupations): Address of facility if different from address of the training provider/training agent: A. Is the facility the same one proposed in the proposal and/or ITA request letter? YES NO B. Is there sufficient classroom space for the students? YES NO C. Are appropriate shop facilities, laboratories, learning Stations or similar facilities available, if applicable? YES NO D. Number of classrooms. Number of lab(s) and/or shop(s), if applicable. E. Is the classroom space appropriately equipped and maintained? YES NO Is the lab(s) and/orshop(s) appropriately equipped and maintained? YES NO Comments/Problems: Comments/Problems (con't): VI. Equipment, training aids and other instructional material: A. Are needed books on hand? YES NO B. Are tools and equipment available for use? YES NO C. Are training supplies available for? YES NO D. Are training aids, if applicable, available for use? YES NO E. Are materials and equipment maintained in a manner that insures their continued appropriateness for use? YES NO F. Are materials being used during classroom training to reinforce learning and enhance motivation? YES NO If they are not being used as above are they being used as a filler? YES NO Comments/Problems: Comments/Problems (con't): VII. Track Record Data: A. Was the track record submitted as part of proposal? YES NO B. Was the track record provided during the onsite review? YES NO C. If neither the above, date track record data provided? YES NO D. Describe Type of data provided: E. Summarize data by training are. 1. Number of students enrolled: 2. Number of students graduated: 3. Number of students placed: 4. Number of students dropped: 5. Number of students active: 6. % of students placed: 7. Number of training related placements: 8. % training related placements: Comments/Problems: Comments/Problems (con't): VIII. Staff Job Development/Placement Capabilities: A. The provider has qualified staff with a strong track record YES NO in: (a) relating to the private sector; (b) carrying out private sector job development; and, (d) making private sector placements. B. The provider and/or staff have well developed linkages to YES NO employer groups, demonstrated by evidence of past N/A placements, on -going linkages, and/or verifiable commitments. C. The proposed staff are the same staff that established YES NO the provider's track record and/or had a track record N/A in operating similar programs for another provider and /or agency. Comments/Problems: IX. Additional Staffing Information (Counselors, etc) A. The provider/agency has qualified staff with a strong YES NO track record in case management and/or counseling. B. The provider/agency has qualified staff with strong YES NO Credentials in providing other services; i.e. financial N/A advisement, etc to students and/or participants. Comments/Problems: XI. Cost Data: A. For ITA AGENTS: (Complete Per Occupational Area) 1. Tuitions and fees: 2. Costs of books: 3. Other fees (i.e. labs. etc): Cost Comparison: Comments/Problems: XII. Financial Aid Information: Is the provider/agency licensed to provide financial aid? YES NO N/A Type(s) of aid that is (are) available: Default rate: Comments/Problems: PROPOSER DUE DILIGENCE REVIEW One copy of the following financial documents must be submitted. The information submitted will be used to perform a due diligence review on your organization. Failure to provide all the requested documents will disqualify your agency / company from further consideration. The documents listed below must be separately packaged and labeled "OCI Financial Review Materials". Each section's material must be appropriately labeled and kept in the order specified. A copy of this page must be used as a check -off sheet, and clipped on top of the package. If your agency is not able to provide any of the documents requested, a written explanation on a separate page must be provided in place of the requested document that documents the reasons for not being able to provide the document. An alternate document can be provided if it contains or provides the information being requested. Final determination as to the suitability of the documents provided rests solely with South Florida Workforce's Office of Continuous Improvement. A. Legal Status 1. A State of Florida Corporate Registration Certificate. 2. Articles of Incorporation and By -Laws. 3. A current State of Florida annual Uniform Business Report (UBR) 4. List of names, positions, addresses and telephone numbers of members of the Board of Directors. B. Source of Revenue 1. A list that shows the current, individual amount of revenue by source: a. Government sources of revenue such as grants, program funding, etc. (If none, so state): 1. Federal sources of revenue. (Include funds that originate from federal sources even though the grant or program is with a county or city, such as WIA, WAGES, etc.). 2. State sources of revenue (Include direct contracts or grants with the State of Florida, or any other State, if applicable). 3. Local sources of revenue (County and City contracts and grants with locally - generated government funds). b. Private sources of revenue (If none, so state): 1. Sales 2. Private contracts 3. Vendor contracts with government entities 4. Earnings from operations 5. Other sources of private revenue (donations, contributions, etc.) c. Available lines of credit: 1. Names of institutions with credit line amount and current available balance. C. Accounting System 1. A written description of the agency's accounting system to include: • Is accounting performed in-house or contracted and whether the function is manual or automated • Resume of the individual in charge of the accounting / finance department / function • Table of organization for the accounting / finance department to include job titles and functions • Name of the accounting system, if computerized, and how long the system has been in use • Costs allocation methodology 2. The most recent month Trial Balance. 3. Chart of accounts. 4. The most current Payroll Register. 5. The most current month bank account statements, for all accounts. 6. The most recent reconciliation of the most current month bank accounts. 7. The most current set of interim Financial Statements a. Statement of Financial Position (Balance Sheet) b. Income Statement c. Functional Expense Statement (prior year) d. Budget and Expenditure Report (budget vs. actual) (current period and prior year) 8. The most current month Cash Receipt Journal. 9. The most current month Cash Disbursement Journal. 10. The most current Aged Accounts Receivables and Payables Journal. 11. Written accounting procedures. D. Banking 1. The bank names and addresses for all accounts. 2. The names, position, and authorized check signing level for all account check signers. 3. The Board of Director's approval authorizing individuals to sign checks. E. Procurement 1. The established written Procurement Procedures (including procedures for taking verbal and written bids before purchases are made). F. Personnel 1. The written Personnel Policies, including Grievance Procedures. G. Taxes 1. The most currentproofthat shows that payroll taxes were paid for the most current pay period: a. If paid through a payroll company (ADP, Paychex, etc.), provide the summary page that shows the total tax impounded, the payroll date, and the bank account from which funds were utilized to pay the taxes. b. If paid electronically to the IRS, provide copy of the payment verification number provided by the IRS. c. If funds are deposited in a bank account, provide a copy of the validated receipt. The receipt or additional valid documentation must include language to state that the deposit is specifically and only for the purpose of paying payroll taxes. 2. A copy of the latest Quarterly Tax Reports submitted to the IRS (form 941). 3. A copy of the latest Quarterly Tax Reports submitted to the State of Florida (form UCT- 6) . H. Insurance 1. The Certificates of Insurance for general liability coverage, automobile, Workers' Compensation and bonding. I. Independent Audit 1. A copy of the latest independent audit including the management letter. 2. If there are findings, provide the Board of Directors' written response to the auditors. J. Financial Condition 1. Latest set of financial statements: ■ Statement of Financial Position (Balance Sheet) (most recent) ■ Income Statement (current period) ■ Functional Expense Statement (prior year) ■ Budget and Expenditure Report (budget vs. actual) (current period and prior year) J. Previous Contractual Relationships 1. A listing of current and previous contracts indicating the names of the funding organizations, contract numbers, contract amounts, contract dates / terms, services/programs contracted for, contact name, and contact telephone number. 2. Copy of the latest monitoring report produced by each funding organization. Office of Continuous Improvement Procurement Review Sub -recipient Vendor Applicant Address City, State, Zip Contact Person Phone/Fax south f lartda ,: ITA Reviewer Date of Review Type of Program (s) Proposed Procurement Title / Funding Source REVIEW SUMMARY Office of Continuous Improvement Procurement Review Sub -recipient Vendor south f lartda ,: ITA All applicants start with twenty (20) points. Critical items requiring reductions are identified in the tool and are listed below: 1. IF ORGANIZATION IN BUSINESS FOR LESS THAN TWO YEARS - Immediate disqualification 2. IF APPLICANT IS UNABLE TO SET ASIDE 20% FUNDING RESERVE - Immediate disqualification Non -educational scholarships). 3. IF THE APPLICANT HAS BEEN IN BUSINESS MORE THAN TWO YEARS BUT LESS THAN 3 YEARS - 1 Point subtracted. 4. IF THERE IS NO REVENUE, OR IF NO PROPER DOCUMENTATIONS IS PROVIDED -I Point subtracted. 5. IF ANY ACCOUNTING ELEMENT IS NOT AVAILABLE OR IF ANY IS NOT CURRENT -'/2 to 2 Points subtracted. 6. IF BANK ACCOUNT IS NOT ESTABLISHED OR RECONCILIATIONS ARE NOT CURRENT - 1 to 2 Point subtracted. 7. IF NO WRITTEN PROCUREMENT PROCEDURES, OR IF PROCUREMENT IS NOT COMPETITIVE - 1 to 2 Points subtracted. 8. IF NO WRITTEN PERSONNEL POLICIES - 1 Point subtracted. 9. IF INDIVIDUAL PERSONNEL RECORD FILES ARE NOT KEPT ON ALL EMPLOYEES- 1 Point subtracted. 10. IF DOCUMENTATION OF UP-TO-DATE TAX PAYMENT IS NOT AVAILABLE - 2 Points subtracted. 11. IF INSURANCE POLICIES ARE NOT IN FORCE - 1 to 4 Points subtracted. 12.IF AN INDEPENDENT AUDIT WAS DUE BUT NOT PERFORMED OR NOT PROVIDED - 2 Points deducted. 13.IF THE APPLICANT IS IN POOR FINANCIAL CONDITION BASED ON LIQUIDITY - 2 Points subtracted. Office of Continuous Improvement Procurement Review Sub -recipient Vendor south f lartda ,: ITA Refer to the list of acceptable documentation for the required documents. Office of Continuous Improvement Procurement Review Sub -recipient Vendor COMPLETE EACH SECTION BELOW A. Fatal Criteria ITA 1. Has the Applicant been in business more than two (2) years? 2. : Is the Applicant able to set aside a 20% funding reserve? south f lartda ,: Yes No Yes No A "No" to any of the above immediately disqualifies the applicant. No further review is necessary. B. Legal Status (1 point) _Sole Proprietor _Corporation for Profit: State _Partnership _Corporation Not for Profit: State Does the legal status of the applicant involve a fictitious name? _Yes No If yes, explain relevancy to the applicant: Date of Incorporation: List of Principals Provided? _Yes No (Name, position, address, telephone) Purpose of the Organization, as stated in official records (articles of incorporation, by-laws, etc.): How long has the organization been involved in activities? (If more than two years but less than three years, subtract 1 point). Are the activities related to the applicant's proposal to provide services? _Yes No Office of Continuous Improvement Procurement Review Sub -recipient Vendor south f lartda ,: ITA Years of experience operating projects similar to the program proposed: C. Revenue and Income (1 point) Does the applicant receive revenue for its activities? _Yes No Projected revenue for next year: (If there is no income or revenue, or if no proper documentation is provided, subtract 1 point) D. Accounting System (2 points) Does the applicant have written accounting procedures? Yes No (-'h point) If not, is the established system appropriate? Yes No Does the accounting system include the following elements? (-'h point if any elements missing) General Ledger Trial Balance Payroll Register (Source: Financial Statements Cash Receipt Journal Cash Disbursement Journal Aged Accounts Receivables Schedule Aged Accounts Payables Schedule Monthly Bank Account Statements Monthly Bank Account Reconciliations Is the posting to all of the accounting elements up to date? Yes No (- 1 point) If the books are kept with accounting software, name it: Is accounting done: In-house: Off -premises --which accounting: Will the financial day-to-day transactions of the proposed program be handled by an accounting or finance department headed by an accountant or finance officer? Yes No If one individual rather than an established department will handle the financial day-to- Office of Continuous Improvement Procurement Review Sub -recipient Vendor day transactions, what is his/her name? south f lartda ,: ITA ' Is this individual an accountant? _Yes No If not, what is his/her position? What type of accounting education does this individual have? How many years of accounting/bookkeeping experience do this individual have? E. Banking (2 points) Is there an established bank account? Yes No (- 1 point) Is it a local account? Yes No Is there a separate account maintained for payroll? Yes No If the bank account is not local, or if an out-of-town account is the main account, provide details: How often is the bank statement reconciled? Date of last reconciliation: (If the last reconciliation is two or more months old, subtract 1 point) Are checks pre -numbered? Yes No Who is authorized to sign checks? Is the authorization to sign checks given by the applicant's Board of Directors? Yes Does the authorization agree with the signatures filed with the bank? Yes No Is there a limit to the amount that the check signers can write? Yes No If yes, what is the amount of the limit? What authorization is required for larger amounts? im Office of Continuous Improvement Procurement Review Sub -recipient Vendor When checks outstanding are considered void? When are checks outstanding written off the books? F. Procurement System (2 points) south f lartda ,: ITA Does the applicant have written procurement procedures? Yes No (- 1 point) (If no written procedures exist, describe the established procedures on a separate page) Are goods and services procured competitively? Yes No (- 1 point) If yes, is there threshold amount for bids taken before purchases are made? Yes No Are the bids verbal or written? If bids are verbal, how are they documented? Who authorizes Purchase Orders? Who authorizes payments? Who receives the goods or services? Who is the authorized Purchasing Agent? What purchasing limits, if any, are placed on this individual? Do procurement procedures include emergency purchasing? Yes No G. Personnel (2 points) Does the applicant have its own employees or are they leased from a staffing company? Are there written personnel policies? Yes No (- 1 point) Do the policies include grievance procedures? Yes No Office of Continuous Improvement Procurement Review Sub -recipient Vendor ITA Are individual personnel record files kept on all employees? south f lartda ,: Yes No (- 1 point) On a separate sheet, describe the established system for payroll (how is daily time kept; who transcribes the hours to tally sheets; who signs off before the payroll is approved, etc.): Wages are paid: Monthly Semi -Monthly Bi-Weekly Weekly Who authorizes payroll? What is the position of this individual? H. Payroll Taxes (2 points) When payroll taxes are paid (every payroll, monthly, etc.)? When was the last time that payroll taxes were paid? If documentation of up-to-date tax payment is not available, subtract 2 points. I. Insurance (4 points) Does the agency have the following insurance If any insurance is not available, explain: General Liability; Limits Automobile Liability; Limits Workers Compensation; Limits Bonding; Limits (for non-ITA) (Subtract 1 point for each insurance coverage missing) J. Independent Audit (2 points) Audit Provided? Yes No N/A; If yes, period covered: Type of Audit (A-133, Financial Statements, etc.): Concerns raised by the auditors: Office of Continuous Improvement Procurement Review Sub -recipient Vendor ITA Did the Board of Directors provide a written response to the findings? south f lartda ,: Yes No (- 'h point) (If an audit was due but not performed or copy not provided, deduct 2 points) K. Financial Condition (2 points) 1. Based on the latest set of interim financial statements: a. There is positive working capital. b. The provider has positive liquidity. c. There is at least 30 days cash on hand. Yes No Amount: $ Yes No Current Ratio: Yes No #Days: (Subtract 2 points if any of the above liquidity measures are negative) L. Previous Contractual Relationships 1. Has the applicant had any previous contractual relationship to provide services? If Yes, please list name of purchaser organization, contract year, dollar amount, and scope of services: Yes No 2. Has there been any previous monitoring reports for the contracts above? _Yes No If Yes, review the last issued monitoring report from each funding organization and on a separate page, summarize any major areas of non-compliance. 3. Obtain the contact name and telephone number for each funding organization identified in #1 above and contact him/her to ask the following questions (write responses on a separate page): a. Summarize your experience with the applicant concerning their performance under the contract. Office of Continuous Improvement Procurement Review Sub -recipient Vendor south f lartda ,: ITA b. Were invoices submitted on time and were they accurate? c. Did payments need to be expedited due to cash flow problems? d. Has management and staff been stable (i.e. high or low turnover rate)? e. Would you continue to contract with the applicant? f. Are there any issues SFWIB should be aware of? LIST OF ACCEPTABLE REVIEW DOCUMENTATION The following list shows the documents that must be available to the SFWIB monitor for review. A. Fatal Criteria 1. See Section B below. 2. See Section C below. B. Legal Status 1. A State of Florida Corporate Registration Certificate. 2. A current State of Florida annual Uniform Business Report (UBR). 3. Articles of Incorporation and By -Laws. 4. List of names, positions, addresses, and telephone numbers of members of the Board of Directors. C. Source of Revenue 1. A list that shows the current, individual amount of revenue by source: a. Government sources of revenue such as grants, program funding, etc. (If none, so state): 1. Federal sources of revenue. (Include funds that originate from federal sources even though the grant or program is with a county or city, such as WIA, WAGES, etc.). 2. State sources of revenue (Include direct contracts or grants with the State of Florida, or any other State, if applicable). 3. Local sources of revenue (County and City contracts and grants with locally -generated government funds). b. Private sources of revenue (If none, so state): 1. Sa les 2. Private contracts 3. Vendor contracts with government entities 4. Earnings from operations 5. Other sources of private revenue (donations, contributions, etc.) Office of Continuous Improvement Procurement Review Sub -recipient Vendor south f lartda ,: ITA ' 2. Documentation for all sources of revenue. In the case of contracts and award letters, the documentation must show the total dollar amounts. The documentation must be current, i.e., that the effective period of time has not expired. 3. A budget or other relevant document that shows the projected revenue for the next operational year. D. Accounting System 1. The current month Trial Balance. 2. The most current Payroll Register and corresponding time sheets. 3. The current month bank account statements (all accounts) and corresponding bank reconciliations. 4. The most current Financial Statements (Balance sheet, profit/loss statement, etc.). 5. The current month Cash Receipt Journal. 6. The current month Cash Disbursement Journal. 7. The General Ledger. 8. Written accounting system procedures. 9. The current month aged accounts receivables report 10. The current month aged accounts payables report E. Banking 1. The bank signature card that shows the authorized signatures for signing checks. 2. The Board of Director's approval authorizing the persons who can sign checks. 3. If the applicant is an out -of town entity without a current local office, provide a copy of a sample corporate check (write "COPY: NOT NEGOTIABLE" across the copy.) F. Procurement 1. The established written Procurement Procedures (including procedures for taking verbal and written bids before purchases are made). G. Personnel 1. The written Personnel Policies, including Grievance Procedures. H. Taxes Office of Continuous Improvement Procurement Review Sub -recipient Vendor south f lartda ,: ITA ' The most current proof that shows payroll taxes were paid for the most current pay period: a. If paid through a payroll company (ADP, Paychex, etc.), provide the summary page that shows the total tax impounded, the payroll date, and the bank account from which funds were utilized to pay the taxes. b. If paid electronically to the IRS, provide copy of the payment verification number provided by the IRS. c. If funds are deposited in a bank account, provide a copy of the validated receipt. The receipt or additional valid documentation must include language to state that the deposit is specifically and only for the purpose of paying payroll taxes. 2. A copy of the latest Quarterly Tax Reports submitted to the IRS (form 941). 3. A copy of the latest Quarterly Tax Reports submitted to the State of Florida (form UCT-6). I. Insurance The Certificates of Insurance for general liability coverage, automobile, workers' compensation insurance and Bonding (for non-ITA). J. Independent Audit 1. A copy of the latest independent audit including the management letter. 2. If there are findings, provide the Board of Directors' written response to the auditors. K. Financial Condition 1. Latest set of financial statements: a. Statement of Financial Position (Balance Sheet) (most recent) b. Income Statement (current period) c. Functional Expense Statement (prior year) d. Budget and Expenditure Report (budget vs. actual) (current period and prior year) L. Previous Contractual Relationships A listing of current and previous contracts indicating the names of the funding organizations, contract numbers, contract amounts, contract dates / terms, services/programs contracted for, contact name, and contact telephone number. 2. Copy of the latest monitoring report produced by each funding organization. MIGRANT SEASONAL FARMWORKER (MS Local Operating Plan The purpose of the Migrant Seasonal Farmworker (MSFW) local operating plan is to establish procedures for the Career Centers as mandated by 1974 - Consent Order requiring specified action on providing farm workers all employment services on a non -discriminating basis. Rules and regulations were established providing criteria for equity of services. One of the criteria was to establish full-time Migrant and Seasonal Farmworker staff in the Career Centers where a large number of MSFWs are known to be. The Homestead Career Center in Region 23 has a significant number of MSFWs. The MSFW staff serves as an advocate for the MSFWs, conducts field visits, registers and issue certificates of registration to Florida based crew leaders, and provides a full range of employment services, benefits and protections to MSFWs including outreach programs to explain services available through the Career Center and other social service agencies within the area. Career Center and MSFW staff in providing "equity measures" are responsible for the following: • Providing brief orientation of services available through the Career Center; • Providing applicants with direction, information/appropriate forms with Career Center requirements and procedures; • Conduct initial assessments; • Provide information about other community resources and supportive services; • Referrals to jobs and job development; • All farm workers must be provided with a job registration form; • Upon registration, MSFW must be coded to meet definitions: 1) Seasonal farm worker, 2) Migrant farm worker, or 3) Migrant food processing worker • A log of daily activities must be maintained documenting each outreach contact made — a copy must be kept for two years after date of completion. • Establish procedures when taking agricultural job orders. Specific guidelines are to be followed: 1) Specific days and hours to be worked, must be included in the job summary. Phrases such as "TBA" are not acceptable. 2) The summary of the job description should include all pertinent data, what the worker does, how does he/she perform the work, why, what degree if skill is involved? Example: "Pick oranges by hand, use up to 24 ft. ladder with 1 3/ bushel pick sack, will dump into large bins." 3) If the worker is to be paid by piece rate, the job summary should include: A. The amount to be paid; B. The unit of measurement; C. A brief concise description of the size or capacity of the measurement; and D. A statement as to whether or not the ag employer is covered by the Fair Labor Standards Act (FLSA) or employer guarantees minimum wage. Example: $0.55 per 1 3/5 bushel, employer covered by FLSA. E. If the employer is a crewleader, the job order must include the federal and/or state registration number. F. The statement "Refer within commuting distance only" is required if the order is not be placed in the clearance system. G. If the work site is different from the employer address, both addresses are needed. Precise location and directions to the job site are imperative. • Complaint System — all Career Center staff will be trained and prepared to address complaints, documentation, record keeping and retention, reports and notifications. (training frequency — at least yearly) MSFW staff can provide this training. Regulations found at 20 CFR 658.400-401 and 410- 418 provide the guidelines for each Career Center to establish and maintain a Career Center Complaint System. A. Types of Complaints: a) Career Center related b) Non Career Center related c) Discrimination and Equal Opportunity Complaints d) Not related to the complaint system B. Career Center related complaints: a) Alleged discriminated by an employer b) Involves employer/state agency in another state c) Involves more than one office statewide, or another Career Center office d) Violation of a Career Center regulation e) Violation of an employment related law f) Violation of the terms and conditions of a job order. C. Apparent Violation — An apparent violation occurs when an employee observes, or has reason to believe, or is in receipt of information regarding suspected violation of employment related law or Job Service regulations. sa�ch f (aria . fmpia� f�ar:dc South Florida Workforce (SFW) Local Operating Procedures For Rapid Response Activities 1. Make initial contact (within 48 hours) with the employer by telephone to conduct preliminary fact-finding (if there is a union, why the lay-off etc.) Several phone calls may be required. • Explain what the Rapid Response does (how it works, what it offers, etc.) and promote the benefits (how valuable the service is to both employer and employee) to the employer. • Some employers do not want to take the time to meet; however, the contact must be eloquent and strong enough to impress the value of this service without upsetting the employer. • Obtain an appointment date of an in -person visit. 2. Visit the work site to assess the situation and to plan provision of services with the employer and union members (if applicable), frequently more than one visit is needed. • Review with employer all resources available, such as short - time compensation (which may help reduce the size of the lay off), offer the services of our employment services in an effort to avoid future lay offs by introducing programs like Employed Worker Training (EWT), Customized Training, etc. • Inform employer of WARN Act (if applicable and not filed) • Assist the employer and union/workers in completing Trade Act Petition (if applicable). • Establish orientation sessions, according to the needs of the affected workers with the cooperation of the employer. • Prepare the Rapid Response On -Site Visit Report and forward to the State REACT staff. 3. Distribute and collect the completed survey from the workers at the Orientation session(s) and forward a monthly report to the State REACT staff. 4. On -site orientation session(s) are informational session(s) required for dislocated workers by federal regulation and should be planned in collaboration with other agencies and community based partners. A "team" of federal, state and local agencies present information on different programs available; Information is provided on (1) Career Center services, including training and reemployment services), (2) unemployment insurance services, (3) community services, (4) financial counseling, (5) childcare assistance, (6) handling change, and (7) TAA information (if applicable). • Develop relationship with partners and community organizations, since they are not funded to participant on the REACT team. • Develop appropriate handouts and presentations. • In situation where the notification of lay off occurred after the plant closure or workers have been terminated an attempt must be made to contact affected workers and explain services available by meeting them in the One Stop or through mail - outs. • Obtain completed survey from the workers to determine their specific service needs and forward a monthly report to the State REACT staff. 5. Forward copies of all completed surveys to each Career Center based on the zip code of the worker for follow-up services. 6. The REACT Coordinator will provide a response to the State REACT staff when there is a major lay off involving state employees. The Governor's Office tracks state employees as to whether state employees are re-employed. Due to privatization of state programs this reporting system was enacted as a method of following re- employment of state employees and to gage the impact of privatization on state workers. 7. Region 23 has one full-time React Coordinator; however, when TAA is involved the REACT Coordinator is accompanied to the worker orientation session by the regional TAA Coordinator. Also, a representative from the Career Center based on the employer's zip code must accompany the REACT Coordinator to the worker orientation sessions in order to introduce and assist in explaining services provided by the Career Centers. 8. All REACT services are published on the SFW webpage. REGION 23 FSET LOCAL OPERATING PLAN FFY 07-08 Introduction Region 23's Food Stamp Employment and Training (FSET) Program works with mandatory Abled-Bodied Adults Without Dependents (ABAWDs). The goal of the program is to provide education, training and support services to assist participants in becoming self-sufficient through employment. When education or training is deemed appropriate, participants are referred to the Workforce Investment Act (WIA) Program. Compliant participants are eligible for up to $25.00 per month of support services. The FSET Program is being implemented in accordance with underlying WIA plans at the state and local levels. A. Program Operation (1) FSET associates are employees of the current designated Service Providers. (2) The Career Center Director or designee receives the daily FSET referrals and assigns them to the appropriate case managers. The case managers, within three working days, mail an Orientation appointment letter and a copy of the Opportunities and Obligations form to the referred individuals. An Orientation appointment is usually scheduled to occur within seven calendar days of the mailing date. Copies of these forms are placed in an Orientation folder. (3) Participants are informed of their Opportunities and Obligations at least twice during their participation in the program, as follows: (1) a copy of the Opportunities and Obligation Form is mailed with the Orientation appointment letter; and (2) the Opportunities and Obligations Form is reviewed with the participants at Orientation. At the time of Orientation, the participants sign two copies of this form; one is for their case file and one for them to keep. If an individual stops participating, a Notice of Failure to Comply letter is mailed and an additional copy of the Opportunities and Obligations Form is attached. B. "Work First" Approach An Assessment of each participant's skills, abilities, work history, employment strengths and goals is completed at Orientation to assist the case manager in determining which activities are most appropriate. Job search combined with other activities may be assigned. Upon completion of Orientation, participants are escorted to the Career Center Resource Room and introduced to the Resource Room Attendant. The Attendant will show the participants how to use the computers to begin their job search activities. Information regarding job fairs and recruitments are also provided. This method enables the Career Center to determine who can obtain employment with little assistance or who will need further assistance. By scheduling job search at the beginning of the program, it sends a clear message that food stamps are not an entitlement and employment is expected. C. Program Activities and Components 1) Orientation, Assessment, and Upfront Job Search/WE-SIWE (a) When a new case referral has been received, an Orientation appointment letter is mailed within three working days. The appointment is usually scheduled to occur within seven calendar days of the mailing date of the appointment letter. When a reopened case referral has been received, OSST is reviewed to determine if an Orientation had been completed within the past twelve months. If an Orientation had been completed and there are no major changes in the FSET Program, an Assessment appointment letter is mailed within three working days of receiving the referral and the appointment is usually scheduled to occur within seven calendar days of the mailing date of the appointment letter. The Assessment is completed at Orientation and the Assessment form used provides the following information: demographic information, education level, training attained, past work history information for the last three jobs held, transportation access, special interests and skills. This information assists the FSET case manager in making an appropriate component assignment. (b) Upfront Job Search/WE-SIWE is assigned when all of the following conditions exist: • The participant completed Orientation and did not claim a good cause deferral; • The participant is going to be assigned to Work Experience (WE) or Self - Initiated Work Experience (SIWE); and • There is at least one week left between the date of referral and the 31 st day after the referral. The participant is scheduled for one week of job search and a follow up appointment is given. The number of job searches assigned will not exceed the benefit calculation found on the Benefit Information page. When the job search form is returned and discussed with the FSET case manager and full time employment was not obtained, a list of WE providers is given to the participant so he/she can choose which site best suites their skills and transportation resources. (c) Participants are assigned to appropriate activities at Orientation, which usually occurs within two weeks after the referral date. The Career Center Director or designee will review OSST reports to ensure all participants are assigned to FSET activities by the required timeframe. 2 2) Work Experience Component (a) WE sites are developed by the case manager who has contacted nonprofit organizations and explained the FSET Program requirements, including: how the participants will have Worker's Compensation coverage when a WE Agreement has been signed, details concerning who will supervise the participants, how and when follow up will be conducted, job description forms are completed for each position and contact information is exchanged. The original signed WE Agreements are kept in a central file at the Career Center. A copy of the job description form indicating the work to be done at the WE site will be placed in each of the participant's case file. When participants select WE or UJS/WE-SIWE as their activity upon completion of Orientation, a list of WE providers is given to them so they can select the provider that best meets their skills and location. The FSET case manager may call the WE site first to ensure the site supervisor is available and an appointment scheduled for the participant within the next seven calendar days. If the site supervisor is not available, participants will have seven calendar days to contact the WE site and return the signed job description form to the FSET case manager. The FSET case manager will contact the WE site on the deadline day to determine if the participant began the WE activity. If the participant began the WE, an actual start date is entered in OSST and monthly follow up appointments are scheduled for the participant to return the WE time sheets. If the participant did not begin the WE, a Notice of Failure to Comply letter is mailed and Conciliation is entered in OSST within two working days of the failure. (b) The WE site providers are responsible for the supervision of the participants. At a minimum, a monthly contact is made between the WE site supervisor and the FSET case manager. Contact can be by telephone or an on -site visit. The WE site supervisor is advised to immediately contact FSET if any problems arise. (c) Once the WE activity has begun, monthly follow up appointments are scheduled for the time sheets to be turned in to the FSET case manager to document participation. The time sheets are filed in the participant's case record and the Job Participation Rate (JPR) screen in OSST is updated. If the participant does not keep the follow up appointment to turn in the time sheet, a Notice of Failure to Comply letter will be mailed within two working days of the missed appointment. Conciliation will also be entered in OSST on the Alternative Plan page. If the participant was assigned to WE combined with Job Search/Job Search Training, the job search form will also be turned in with the WE time sheet and 3 reviewed with the FSET case manager. The number of job searches required will be less than half of the WE hours. 3) Self -Initiated Work Experience Component (a) SIWE is used when there are no signed WE Agreements or when WE sites with Agreements refuse to accept an FSET participant or the number of WE slots are full. A list of nonprofit organizations, churches, and county, local and state government agencies that accept volunteers will be given to each participant that selects SIWE or SIWE combined with JS/JST or UJS/WE-SIWE. Participants have seven calendar days to contact the organization of their choice and have a WE job description form completed. The participant will be given a follow up appointment letter to confirm the date and the responsibilities. Once the completed WE job description form is returned, the FSET case manager will contact the organization, either by telephone or on -site visit, and explain the FSET Program and the benefits of Worker's Compensation when a WE Agreement is signed. (b) The WE site providers are responsible for the supervision of the participants. At a minimum, monthly contact will be made between the WE site supervisor and the FSET case manager. Contact can be by telephone or an on -site visit. The WE site supervisor is advised to immediately contact FSET if any problems arise. (c) Once a participant has been referred to an SIWE site with a deadline to make contact with the organization, the FSET case manager, within two working days after the deadline date, will contact the site by telephone or on -site visit to determine if the participant began the SIWE activity. Once the SIWE activity has begun, an actual start date is entered in OSST and monthly time sheets are turned in to the FSET case manager to document participation. The time sheets are filed in the participant's case record and the JPR screen in OSST will be updated. If the participant does not keep the follow up appointment to turn in the job description form or the time sheet, a Notice of Failure to Comply letter will be mailed within two working days of the missed appointment. Conciliation will also be entered in OSST on the Alternative Plan page. If the participant was assigned to SIWE combined with Job Search/Job Search Training, the job search form will also be turned in with the SIWE time sheet and reviewed with the FSET case manager. The number of job searches required will be less than half of the WE hours. rd 4) Education and Training Component (a) When an Orientation and Assessment is completed and it is determined that the participant needs education and training before any other activity can begin, the following actions occur: (a) the participant is informed of the training programs available through the Career Center and the community, and (b) a referral is made to the WIA case manager and/or the local school board for services. Participants referred to an education provider, have seven calendar days to contact the provider and report the information to the FSET case manager. The appropriate education activity is then entered in OSST. In cases where a participant referred to FSET is already enrolled in vocational training or college, the participant must complete the Orientation at which time the participation requirements are explained. In addition, the participant must provide proof of enrollment at the educational institution to the FSET case manager within seven calendar days of the Orientation. Once this is accomplished, the appropriate education activity is entered in OSST. Education and training activities include, but are not limited to, the following: adult basic education, remedial education, high school completion or general education development, English for Speakers of Other Languages (ESL), post secondary education, vocational training, education/training combined with JS/JST, Workforce Investment Act (WIA) and the Trade Adjustment Assistance (TAA) Program. (b) Monthly attendance reports are requested for participants enrolled in education and training activities. The educational institution's representative can fax or hand -deliver the attendance reports to the FSET case manager. These are then filed in the case record, a case note is made regarding the receipt of the information, the JPR screens are updated and an FSR requested, if needed. When an educational institution does not keep attendance records and will not complete the FSET attendance report, a monthly telephone call or other collateral contact will be made to the educational institution to ensure the individual is still enrolled and to the participant to confirm he/she is still attending classes. The JPR screen will be updated based on this information and a case note made regarding these contacts. At the end of each semester, a copy of the participant's grades will be requested and filed in the case record when received. This will confirm satisfactory participation. If needed, FSR's may be requested when the semester documentation is received. The participation rate for education and training will be no less than 80 hours a month and no more than 120 hours a month. When Education/Training is combined with JS/JST, the job search form will be turned in monthly and reviewed with the FSET case manager. 5 5) Serving Employed Participants Whenever participants are working less than thirty (30) hours a week or earning less than $154.50 a week, they will be assigned to another activity if they are able. These activities include WE, WE combined with JS/JST, SIWE, SIWE combined with JS/JST, Education and Training or Education and Training combined with JS/JST. The same procedures described above are followed. Monthly follow up appointments will be scheduled for proof of participation. D. Program Coordination The FSET staff will develop contacts with DCF staff. When any situation arises, such as exemptions, exceptions, deferrals, sanctions not imposed, employment or any pertinent information regarding a participant's participation status is shared between the two agencies. Regular meetings are not scheduled so contact is made when needed. E. Conciliation, Good Cause and Sanctioning Procedures (1) Conciliation begins when an individual stops participating and good cause is not established. FSET staff have a record of appointments which could be recorded as future case to do's, written on a calendar, or a list of daily appointments. Whenever an individual does not keep his/her appointment, the FSET case manager mails a Notice of Failure to Comply letter within two working days of the failure. A copy of this letter is placed in the case file. When time permits, the FLORIDA system is reviewed for address changes, employment or exemptions that might have come up and FSET was not informed of the change. If change information is discovered, appropriate action is taken. If Good Cause is discovered, Conciliation will end. Case notes are made in OSST regarding the information found and the action taken. (2) When good cause for not participating is discovered, a temporary Deferral/FSET Good Cause is entered on the Alternative Plan page for up to ninety days. Follow up appointments are scheduled throughout this period to monitor the situation. If the problem is expected to last more than ninety days, an exemption is requested from DCF. When a good cause reason for not participating is not obvious, documentation will be requested to be provided within seven calendar days. If the problem is medical and documentation is received, this information is kept in a separate locked file cabinet. Case notes are made regarding the good cause situation, when documentation is due and when follow up appointments are scheduled. I FSET Good Cause reasons are: household emergency, medical incapacity for less than ninety days, medical incapacity of a household member, pregnancy, lack of transportation and circumstances beyond the individual's control. (3) Sanctions are requested when an individual has not responded to the Notice of Failure to Comply letter or established good cause. After the ten days of Conciliation have passed, a Sanction is requested within two working days on the Alternative Plan page. A case note is made stating there has not been any contact with the individual and/or good cause was not established and a Sanction has been requested. (4) When a sanctioned individual has served the penalty time and has completed the required activity, the Sanction request is removed with "complied" on the Alternative Plan page giving the reason for the removal. A Lift Sanction Letter is completed and given to the individual to take to DCF. Also, a case note is made in the FLORIDA system on the CLRC screen and in OSST regarding the situation. F. Program Monitoring The Regional Workforce Board monitors the FSET Program at least quarterly, more frequently for new staff. A local monitoring form was created based on the AWI FSET review tool so the same major points are reviewed. Copies of completed monitoring forms are e-mailed to the FSET case manager and the Career Center Director. The comment section at the bottom of the form provides detailed findings, suggestions for improvement, and corrective action to be taken, if any. Follow up telephone calls are made to the FSET staff and/or Career Center Director, when needed. G. Participant Reimbursement (1) Food Stamp Reimbursements (FSR) are requested each month for participants who have completed their assigned monthly activity, provided documentation and have expressed the need for transportation or other activity related assistance. This documentation is filed in the case record as proof of participation. FSR's are optional for completing Orientation but are given, when needed, for completing the required monthly hours for the following activities: Work Experience, Work Experience combined with Job Search/Job Search Training, Self -Initiated Work Experience, Self - Initiated Work Experience combined with Job Search/Job Search Training, Education and Training, or Education and Training combined with Job Search/Job Search Training. (2) A case note is made in OSST each time an FSR is requested regarding the need for the assistance and for which month the FSR was requested. 7 H. Other (1) FSET participants will be assessed at Orientation to determine community supports that can be utilized to assist them in gaining self-sufficiency and meeting the participation requirements of the program. Appropriate referrals will be given to partners and community -based support agencies when needed. (2) When a participant requests a fair hearing through DCF because of an unresolved dispute with the FSET requirements, the FSET case manager will be notified of the hearing date and time by DCF and will attend the hearing. Copies of all appointment letters and other important papers are always made and kept in the FSET case record with the exception of medical information which is kept in a separate, locked file cabinet. The FSET case manager will bring these copies to the Administrative hearing as proof of communication and efforts to contact the participant. (3) During the initial Assessment at Orientation, a preliminary work history and the participant's skills and abilities will be reviewed. A tour of the Resource Room by the Resource Room Attendant can be conducted upon request to inform the participant of the services available (job search assistance, resume building and job placement assistance) and how to use the computers to look for jobs. The participant will be matched with job openings for which they qualify. If no open jobs fit the participant's skills, the Career Center Employment Specialist may contact local employers within the community to determine if there are any positions that meet the FSET participant's qualifications. E? SFETC PROGRAM DIRECTIVE SOUTH FLORIDA EMPLOYMENT & TRAINING CONSORTIUM 7300 Corporate Center Drive, Suite 500, Miami, Florida 33126 Tel: 305-594-7615 / Fax: 305-470-5516 Directive Number I SUBJECT PY'2003 #3 Individual Training Accounts (ITAs) process for WIA Adults and Dislocated Workers Date of Issuance July 7, 2003 Effective Date Immediatel REFERENCE Local Policy PURPOSE POLICY IMPACT One Stop Career Center Operators There is a range of training services available to WIA Adults and Dislocated Worker participants. One of the types is Occupational Training that is provided through Individual Training Accounts (ITAs). This Program Directive provides guidance to One Stop Career Center operators on providing ITAs to those eligible participants. POLICY It is the policy of the South Florida Workforce to provide training services to employed and unemployed Adults and Dislocated Workers who: • Have met the eligibility requirements for Intensive Services, have received at least one Intensive Service; and have been determined unable to obtain or retain employment through such services; • After an interview, evaluation or assessment and case management, have been determined by a One -Stop Career Center operator to be in need of Training Services and have the skills and qualifications to successfully complete the selected training program; • Select a program of training services that is directly linked to the employment opportunities in the local area and in a SFW-approved occupation; • Are unable to obtain grant assistance from other sources to pay the cost of training, or require WIA assistance in addition to other sources of grant assistance, including Federal Pell Grants; 1 • Are determined eligible in accordance with the local priority system in effect for Adults (meet the higher of the four components in the Self - Sufficiency Standard, only for participants whose services are provided through the Adult funding stream). PROCEDURE See attached Forms attached: Particlnants informed choice on ITA selection Individual Training Account Financing Training Plan Analysis of Student Progress report Responsibilities of SFW participants to qualify for and maintain financial support Training option selection guide Reimbursement of financial aid Request for approval from One Stop Career Center manager Procurement Form Notice of Transfer/Termination Maggie Amaya, Program Administrator Lawrence Suran, SFETC Programs Director 2 PROCEDURE Establishing an ITA An ITA is the vehicle used to pay for or defray the cost of training. The document that is used to issue an ITA is a voucher. The case manager must establish an ITA for each participant for whom occupational training has been determined to be appropriate. ITAs shall approve each participant for a full program of study, including any prerequisites that may be required; however, expenditure authorizations shall not be entitlements and shall be renewed on a term -by -term basis, with two sets of conditions tied to ITA renewals after each term. ITAs shall be renewed only for students who: a. Remain in good academic standing (not on academic probation), and b. Show progress in completing their pre -approved or amended Career and Training Plans. Under this policy, all participants shall be required to complete coursework in accordance with the timeframes established in the students Training Plan. Where there is some variance from the Training Plan that is approved by the One Stop Career Center operator, this must be noted in the students case notes. Amendments to Training Plans require One Stop Career Center operator approval. The completed Training Plan must be kept in the participant case file. All participants who are being referred to training shall be required to apply for a Pell Grant. The Pell Grant proceeds will be applied towards the tuition cost, with ITAs paying only for costs in excess of the Pell award as set forth by the SFW. The ITA voucher shall be issued term -by -term regardless of Pell eligibility. This will ensure that the participant's tuition and related expenses are paid and training is not disrupted in cases where Pell or other financial aid is not disbursed in a timely fashion. SFETC will pay the ITA agent only those costs that are in excess of the Pell award. ITA Limits Where training costs are higher than the Pell award, (tuition, fees, books, supplies, and similar approved items) and in excess of the ITA limit per occupation, the Pell will be applied first and then the balance will be paid by the ITA, for an amount up to the total allowable for the occupation, and additional loans or other financial assistance must be secured by the participants where needed. Outstanding balances for training not covered by the ITA are the participant's responsibility. There is a cap on the ITA per occupation, which is set at 100% of the public institution costs for public education institutions, and 110% (of the public institution cost) for private institutions. This calculation analysis is reflected in the approved cost as shown in the SFW website at: www.southfloridaworkforce.org/traininingDroviders.htm. Case managers must become familiar with this site and refer to it whenever training is being sought since allowed costs may be modified by SFW from time to time. The ITA limit listed per occupation includes expenses for tuition and related fees, books and supplies, and any (non -capital) equipment or uniforms required for the training. For Bachelor Degree programs the maximum time a participant will be allowed in training is five years, and the maximum allowed cost per individual per year is $2,500. Bachelor Degree programs require prior approval by the One Stop Career Center Manager. Case managers are responsible for coordinating Pell Grant awards and other financial assistance that may be provided to reduce the training costs for each of their Pell Grant -eligible ITA participants. Under all programs, the proceeds from the Pell grant will be applied first to tuition and other required training costs before any proceeds are released to assist in supporting the students' living expenses. Page 1 of 25 Revised 5/28/2003 Additionally the following guidelines for participants enrolling in ITAs must be followed: • Only one training occupation per participant can be paid through an ITA. An exception can be made by the case manager only in cases where changing from one approved occupation to another occupation will not require an additional expense because all credits and/or classes are fully transferable between the programs. • The participant must enroll in school full time as defined by the training institution. • South Florida Workforce will only pay once for each required class in an approved training. • The One Stop Career Center manager has limited authority to approve specified waivers as described later in this directive. Guiding Principles for Case Management Case management is the approach that all South Florida Workforce (SFW) One Stop Career Center operators will use with all participants in the WIA Adult or Dislocated Worker Program who go on to the Intensive or Training Services level. This section explains the process case managers must follow in order to assist those participants who, after an in-depth assessment, have been determined to substantially benefit from Intensive or Training Services. One Stop Career Center operators are responsible for the management of participant cases enrolled in the various programs. Case management, an approach to working with participants, requires: I . The One Stop Career Center operator's staff to take a broad view of their role in affecting the lives of the participants assigned to them. This goes considerably beyond simply placing participants in a training program and then placing them in employment upon completion of training. Case management takes a holistic approach to working with participants. It requires the case manager to assist participants in identifying their short and long term goals and to analyze any barriers that may prevent them from successfully entering the workforce at a level of functioning that fulfills their aspirations, makes full use of their aptitudes and potential for advancement, is responsive to their vocational and other interests and leads them to self-sufficiency. It further requires the case manager to consider the life circumstances of the participants assigned to them, and design interventions wherever necessary to assist participants in achieving self-sufficiency. Life circumstances include, but are not limited to, their relationship with their spouse, children and financial constraints that affect these relationships. 2. The One Stop Career Center operator must invest heavily in the up -front (initial) assessment of participants in order to assist them in the decision -making process about their interests, needs, and aptitudes, and what they will need to do to invest in their futures, as well as provide pertinent basic academic and skills testing to serve as a basis for the comprehensive assessment process. This requires that case managers encourage participants to assess their life choices and assist them in developing strategies that will help them to achieve both their short and long-term goals. The initial assessment must include an evaluation of the participant's current skills level, vocational preparation, occupational requirements, aptitudes and financial implications. The comprehensive assessment will enable the case manager and the participant to evaluate and choose an achievable career path. Page 2 of 25 Revised 5/28/2003 It is imperative that the participants provide input during the assessment process. The case manager must evaluate the input and assess whether the goals set by the participant will lead him/her to economic self- sufficiency. The case manager must be ready to discuss goal modifications with the participant. 3. Case managers are required to develop an Individual Employment Plan (IEP) or Career Plan. The plan should be tailored to the unique circumstances and needs of the individual participant and include strategies that are uniquely tailored to the financial requirements of the participant. The plan also helps to insure that the participant can complete training and secure long-term training related employment to achieve self-sufficiency. To insure success, strategies that require significant attention to meeting the participants' financial requirements and other supportive services needs while they are in training and during the transition period after they first enter employment must be developed. 4. Case management strategies may be required for a considerable period of time over several sequential or concurrent components of a multi -activity plan. These may be provided at different institutions or campuses at different points in a training sequence, or even on different day and/or evening schedules. Such strategies require detailed tracking by the case manager, who may be managing many diverse cases at the same time, on various campuses and schedules, in varied programs. Participants attending training through an ITA may be attending different classes that will require contact by the case manager with many instructors to arrive at an overview of the students' progress. 5. The Individual Training Account (ITA) voucher shall be the instrument used by the SEW for the tracking and management of any applicable training related expenditure. _ _ - Deleted: Participants attending gaining through and ITA may be attending One Stop Career Center operator supervisory and case management staff will need to understand this different classes that will require con act by the case manager with many uniform case management approach and will need to use the same system wide comprehensive and instructors to arrive at an overview of the diagnostic approaches. This approach will insure that participants are able to remain in training, to students' progress. obtain employment in training -related positions after completing training, and to build career ladders for themselves that will enable them to identify, aspire to, and achieve both their short-term, as well as long- term, goals. Components of Case Management In order to ensure effective case management the following activities must be carried out: 1. Initial Assessment: The initial assessment consists of, at a minimum, gathering information on all of the following: Education testing of the participant, needs and barrier assessment, work history evaluation, goals and interest of the participant and Limited English Proficiency. The initial assessment is done at the Core Services level. Comprehensive Assessment Assessing the participant's skills, aptitudes and abilities to arrive at the training occupation for which the participant is best suited. After the Initial Assessment is completed, and if the case manager deems a comprehensive assessment appropriate, the case manager must refer the participant to academic skills testing (TABE) and utilize the Aviator assessment program. All participants that may be referred to training through an ITA must complete a comprehensive assessment prior to a referral to training being issued. The comprehensive assessment is done at the Intensive Services level. Assisting In Review of Options: Assisting participants in reviewing and interpreting the comprehensive assessment results so that he/she may understand the available options to arrive at the best possible training program decision. Assisting in Review of Options is an Intensive Service. Page 3 of 25 Revised 5/28/2003 Guiding Short -Term and Long -Term Planning Assisting participants in setting their short and long-term employment goals, analysis of barriers to achieving those goals, and development of a holistic step-by-step plan that will enable them to achieve those goals. This is an Intensive Service. Providing Financial Planning and Assistance: Assisting participants in analyzing their financial requirements, over both the short and the long term in order to develop an achievable plan to enable the participant to meet those financial requirements while they are in training and pursuing their longer -term goals. Additionally, the case manager must provide all the available assistance the participant may need to carry out that plan. This assistance may include, but not be limited to, such activities as: • Providing the participant with an On -the -Job Training if appropriate; • Assisting the participant in finding part or full-time employment while they are in training, if needed to support the completion of training; • Applying for Pell Grants and other financial aid; • Researching and assisting the participant in applying for financial aid as applicable; Once the participant has received the above -described Intensive Services and the participant has been deemed appropriate for training services, an ITA may be provided. To minimize the risk that the investment of ITA funds will cover only a partial program that will not produce a completion and training -related placement and to insure that participants who are eligible to receive an ITA fully understand all the financial ramifications of their choices, an ITA may be provided only after completing and executing the "Participant's informed choice on ITA Selection Form" and the "ITA Financing" form. The "Participant's informed choice on Individual Training Account (ITA) Selection Form" acknowledges that the participant has reviewed all available options, understands the specific cost implications for him/her personally, and where the participant chooses a training institution where the cost of training is higher than the ITA limit, that the participant understands that the Region will not be responsible for any personal debt incurred by the participant. The "Individual Training Account Financing" form itemizes educational costs and payments to be made through financial assistance such as Pell grants and/or scholarships provided by the educational institution and/or personal or other funding sources. By signing the agreement, the participant is accepting the detailed financial plan that specifies the precise amounts and sources to be used to cover the cost of the training that are to be covered on a term -by -term basis. Providing Supportive Services Supportive Services may be provided based on eligibility requirements and subject to the availability of funds. The case manager may provide the participant with support services that will assist them to remain in training such as transportation and childcare. Page 4 of 25 Revised 5/28/2003 Counseling and Providing Motivational Support The case manager must provide ongoing counseling and motivational support that will encourage compliance with the IEP (Career Plan). In addition the case manager must reinforce the training period as an investment strategy for the participant's future, advocating short-term sacrifices for achievement of long-term goals. Tracking Participant's Progress It is the responsibility of the case manager to track the participants' progress in training, thus insuring satisfactory progress and acquisition of the requisite skills. During the first month of training, and in cases where the training is in a semester basis, every initial month of a semester, the case manager shall maintain contact with the participant at least weekly. Participants in training shall be contacted at least once per month for the duration of the training program and document monthly appointments in the case notes. If monitoring of academic/vocational progress indicates that the participant requires additional remediation or other prerequisites to enhance their prospects for success in the training and on the job, the training plan must be amended where appropriate. In instances where monitoring suggests that the participant is not progressing satisfactorily, a reevaluation of training options, and required action must take place within two weeks of the finding. Requesting Case -by -Case Waivers if Needed a. Waivers for changes in occupation: where extreme circumstances necessitate a change in a training occupation, the One Stop Center Manager must ensure that the case file includes the following: • Case note in the OSMIS documenting the justification for the requested change in the occupational training; • Copies of the participant training progress reports; • Current Employment/Training Plan; • Proposed Employment/Training Plan if changes in occupation are approved; • Alternate Employment/Training Plan if changes are not approved; • Analysis of cost difference between programs and additional cost to be incurred due to the requested change; • Analysis of the potential for job placement because of the change in training occupation. The One Stop Career Center Manager must review the above documents, evaluate the time spent in training, the expenses incurred to date in the existing occupation and review the comprehensive assessment to determine if a change in occupation is appropriate. Once the One Stop Career Center Manager reviews the case and evaluates the needs of the participant for requesting a change in occupation, if he/she is in agreement with the change in occupation, a note documenting the approval process and reason for the approval must be entered into the OSMIS. If a voucher has been issued to a participant for a current term, the voucher must be voided prior to sending a request for a system override. If it is within four days of issuing the voucher, the One Stop Center operator can void the voucher only if the original voucher is in the possession of the One Stop Career Center staff. If more than four days from the date of issue have elapsed, or other system problems are encountered, a request to void the voucher must be e-mailed to the SFETC supportive services supervisor. The One Stop Career Center operator Page 5 of 25 Revised 5/28/2003 must ensure that the original voucher is in its possession prior to sending SFETC a request to void the voucher. After any outstanding voucher has been voided, in order to issue a voucher for the new occupation, the One Stop Career Center manager must send a system override request via e- mail to the SFETC supportive services supervisor. The One Stop Career Center manager must ensure that, in any fixture billings for training costs for participants that have been approved for a change in occupation, a thorough review of the costs to be paid is done to ensure that only costs that were incurred under approved vouchers are paid. No costs can be paid to a prior Training Agent when a voucher has been issued to a new Training Agent. No costs can be paid to a Training Agent for coursework in a prior approved occupation when a change in occupation has been approved. b. Waivers for pale for ITAs where participants are not enrolled for one term, enrolled in a close to full time basis, or where a participant is on academic probation: When participants are unable to enroll for one term, or enroll in at least 9 credits a term (or the equivalent of 9 college credit hours in the fall and spring terms and at least 3 credit hours for the summer term at the pertinent training institution), or where a participant is on academic probation, a waiver may be approved by the One Stop Career Center manager if hardship circumstances, such as the following, are present: • Medical incapacity as documented by correspondence on letterhead from a licensed physician, which must state the nature of the incapacity, the restrictions on the participant's activity, and the anticipated period of incapacity; • Extreme circumstances beyond the participant's control including caring for a disabled family member when the need for this care has been verified by a licensed physician and alternate care is not available; family emergencies such as sudden hospitalization of a family member, medical emergency of an immediate family member, required court appearances of more than two weeks duration, or the impact of a natural disaster; • Economic hardship due to the need for immediate employment, requiring the participant to drop all courses for a term to meet a new job schedule, with registration for courses in the subsequent term (for instance in the evening hours) in a manner that does not interfere with the individual's work schedule; • Economic hardship requiring the participant to maintain employment while attending training less than full time; • Incarceration for more than two weeks; or • Life changing events such as domestic violence, separation and/or divorce from a spouse, or death of a family member. If the above circumstances exist the following procedure shall be followed: • The case manager shall document in the OSMIS case notes the circumstances for the participant not enrolling in one term, enrolling for less than 9 credit hours (or the equivalent in the training institution) or being in academic probation. Page 6 of 25 Revised 5/28/2003 • The case manager must request a review of the case from the One Stop Career Center manager. • The One Stop Career Center manager will review the case to make a determination of whether or not the circumstances warrant the approval of a waiver. • Once the waiver is processed, the One Stop Career Center manager must document the approval/denial in the case file with a signed approval/denial letter that specifies the reason for the approval or denial and a case note in the OSMIS. • If a waiver for not enrolling in one term is approved, the case manager shall continue to provide ongoing counseling to the participant for the period that he/she is not enrolled in training. Contact with the participant must include two contacts per month during the period of incapacity. The OSMIS system must reflect the case in a "Holding" activity. • If a waiver is approved for a participant to enroll in less than 9 credit hours or the equivalent of at the training institution, that waiver is to be understood as applying for the specified term. • If a waiver is required for a second term, a new request shall be submitted and must be reviewed on a case -by -case basis. • If approved for a second waiver, the participant must enroll in at least 6 credits (or the half-time equivalent) for the specified term. Participants who require continuous employment while in training may receive waivers until training completion; however, the One Stop Career Center manager must approve these waivers on a term -by -term basis and the training completion date cannot be longer than five years. • If a participant is on academic probation, the participant will be provided intensive case management for the duration of the probation period. The case manager must ensure that coursework approved for participants on academic probation is appropriate for the academic level of the participant. The case notes must document additional assistance given to a participant on academic probation to ensure successful completion of the term. Assistance may include referral to volunteer tutors at the training institution, approval of pre -requisite courses that are needed to ensure successful completion of required courses, etc. At the end of the semester, if the participant is still on academic probation, the One Stop Career center manager must review another request for continuation in training. If it is determined that continued training is not appropriate for the participant, he/she will need to be terminated from the training activity and assisted with job search. If good academic progress was made (all classes were passed with a grade of c or its equivalent or better) in the current term, but the participant is still on academic probation, a referral to training can be approved if the One Stop Career Center manager determines it is appropriate. The case file must contain documentation of good progress and reason for approval. Page 7 of 25 Revised 5/28/2003 b. Waivers for paying for a required course more than once: When a participant has generally been in good academic standing and is making progress towards timely completion of the training, but circumstances beyond the participant's control (such as those described above under waivers for probation) have resulted in failure of a required course, the One Stop Career Center manager may review the case and consider approving payment for a one-time re -take of the specified course. The case manager must ensure that any needed remediation that will ensure successful completion of the course is done prior to requesting approval for re -taking the class. Once a waiver is processed, the One Stop Career Center manager must document the approval/denial in the case file with a signed approval/denial letter that specifies the reason for the approval or denial. If approved for this one-time only waiver, the letter must inform the participant that no other approvals will be made for re -taking of coursework and that if a future need arises, he/she must secure other sources to pay for any re -takes of classes that have been paid for under the approved ITA. 10. Assist in Developing Pre -employment Skills and Provide Job Placement Assistance In addition to assisting participants in securing training -related employment following completion of training, or securing employment concurrent with training. Case managers will be responsible for assisting participants in areas of resume preparation, proper completion of job applications and successful interview skills. Additionally case managers are responsible for maintaining information on participants in training and preparing reports as required to facilitate appropriate job development activities. 11. Enhance Work Maturity Skills To increase the likelihood of employment retention, the case manager must insure that participants receive training and counseling in the full regimen of work maturity skills, and that participants receive feedback on how their behavior in the training setting would be evaluated by an employer if the classroom was their worksite. Feedback should include information on how adequate is the participant's observable behavior on the work maturity skills of meeting employers' expectations with regard to: • Attendance • Punctuality • Appearance • Following directions • Producing work of sufficient quality and in sufficient quantity, and • Demonstrating appropriate interpersonal skills in working with co-workers and taking direction from supervisors 12. Document Services Case managers must document all of the counseling and other assistance they provide through case notes that should be entered into the OSMIS. The case notes should document all contacts, observations, problems, and successes encountered by the participant. 13. Selecting program and institution for vouchered training Case managers must guide participants in the selection of the most appropriate training option by discussing training options with the participant so that the participant can select the training program Page 8 of 25 Revised 5/28/2003 and training institution that best accommodates his/her needs and that is consistent with the results of the assessment process and the Career Plan. 14. Requesting pre -approval from SFETC for each new ITA. Case managers will enter requests for ITA approvals in the SFW Support System. SFETC staff will verify funding availability and forward an approval to the case manager. Upon receipt of SFETC approval, the case manager may begin preparing the voucher to the training agent. For Bachelor Degree Programs, the case manager will forward the case file to the One Stop Career Center manager. The case manager must ensure that the following is documented in the case: • The case manager must enter a note into the OSMIS requesting approval from the One Stop Career Center manager. • Results of initial and comprehensive assessments. • Proof of acceptance in an approved ITA institution for an approved Targeted Occupation • Copy of the participant's IEP or Career Plan. • Copy of the Pell Grant application • Copies of all tools used in the assessment of the participant • Any academic information that is available for the participant • Copy of the Pell Grant award or any other financial aid received • Copy of the Student Aid Report (SAR) • Copy of the SFW ITA financing form The One Stop Career Center manager will consider approving an ITA for a Bachelor Degree after reviewing the above information if he/she considers a Bachelor Degree program is the appropriate training selection. The One Stop Career Center manager must document the approval/denial in a case note in the OSMIS and return the case file to the case manager. If the Center manager approves the request, the case manager shall enter a request for ITA in the SFW support system. If the One Stop Career Center manager denies the request, the case manager shall forward a written denial letter to the participant within two weeks from initial request and document the reason for denial in the case notes in the OSMIS. 15. Preparing vouchers If the training agent selected is either MDCC or MDCPS the case manager shall give a referral form to the participant. An ITA voucher and a separate voucher for $200 to cover the student support fee shall be issued when the participant returns with the registration. If another training agent is selected, a voucher must be issued immediately. The case manager must issue vouchers on a timely manner: • For new students, a voucher must be issued immediately after the determination that the participant needs training. • For MDCC students, vouchers must be issued on the same day that the participant returns to see the case manager with the school registration. • Participants who are continuing in a training activity at MDCC or MDCPS must be issued a voucher five weeks prior to the start of classes. Page 9 of 25 Revised 5/28/2003 • All participants must be instructed to register within one week of being issued a voucher and/or referral form. • All participants must be instructed to return to see the case manager with the school registration the next working day after registration occurs. 16. Orienting the participant to the training institution/campus Familiarizing the participant with the educational institution and campus to which the participant is being vouchered, including introductions to the registrar's office, financial aid officer, student advisement, testing, department personnel, bookstore personnel, campus coordinators, placement office, and/or other key personnel and offices as applicable to different institutions and campuses. Meeting with advisors at the training agent campus. Each training institution has a staff able to guide students through the process of determining what requirements they need to meet, how long this may take, and so on. It is essential that the participant be given an appropriate orientation as to the educational institution's resources and appropriate personnel there that will assist in the registration process. For specific segments of participants it may be necessary for the case manager to go with the participant to the institution to facilitate the process. The educational institution may require additional testing, which may further delay the entry process. The assessment data should be shared with the training institution, to reduce any time lags. The training institution will provide the participant and the case manager with information about what the participant will need (what types and how much remediation, prerequisites or ESOL, what occupational courses will be required, how long they may take, the availability of these courses in the daytime or evening, admission dates, whether or not there is a waiting list, etc.) Based on this information, the participant and case manager will determine that a new selection may need to be made or that they are ready for a voucher to be prepared. 17. Meeting with participant on campus Arranging places on campus for meetings even if this space may include the cafeteria, library, or other common areas to enhance training completion outcomes for specific segments of the participants being served. 18. Orienting participants to their responsibilities Orienting participants to their responsibilities in order for them to remain eligible to continue receiving services through SEW. To insure that participants are fully oriented to their responsibilities and understand what is expected of them for their ITA to remain in effect, all participants must be familiarized with, sign, and receive a copy of the Responsibilities form. 19. Monitoring registration in approved courses only Reviewing participants' registration schedules to insure that participants register for approved courses only, or arrange for payment through their own resources if they register for courses that are not approvable as part of their approved program of study. 20. Preparing book vouchers and procurement requests Reviewing participants' requests for books, uniforms, supplies and equipment, to insure that SEW funds are used to purchase only items that are required by instructors of approved courses; preparing Page 10 of 25 Revised 5/28/2003 and issuing bookstore vouchers as needed for these required items; and carrying out all required procurement procedures for required items that cannot be purchased at the campus bookstores. The case manager shall ensure that the course schedule matches the original approved course list. The registration course schedule is placed in the participant's case file if courses match. If the courses do not match, the case manager notes that on the voucher and informs the training agent and the participant that payment will be made only for approved courses. 21. Monitoring financial aid process Insuring that participants apply for Pell Grants and other financial aid, that they understand all attendance and other requirements that will affect whether or not they receive these awards once they are determined eligible for it, and that they understand the proceeds of these grants will be used for tuition and related costs where appropriate. Information about applying for financial aid can be found at www.fafsa.ed.gov. 22. Tracking academic progress Tracking participants' progress through working with the participant to develop a Training Plan, review transcripts and other grade reports to prepare an Analysis of Student Progress, and working with the participant to develop modifications as needed to the original training. The modification may be require for additional remediation, additional prerequisites or expanded offerings to better prepare a participant for the training and for specific instances where the participant is doing poorly and needs to transfer into a different training area or when participants need more time to complete the training program requirements. Information pertinent to tracking academic progress must be kept in the participant's case file. 23. Arranging On -the -Job training (OJT), customized training, etc v _ _ - Deleted: ¶ Arranging for OJT or customized training, where appropriate, or other work settings such as ¶ simulations in compliance with the requirements and procedures for these activities. ¶ 24. Fiscal requirements In order to meet the State requirement that 50% of WIA Adult and Dislocated worker funds are spent for ITA and ITA related expenses, the SFETC will pay directly the ITA agents. Meeting this requirement requires billing by the training agent immediately after the approved drop/add deadline, completion and return of the certification form within five working days by the case manager, and preparation of payment within five working days by SFETC staff. The One Stop Career Center operator is responsible for ensuring that case managers and other staff follow the established procedures for determining participant eligibility for training and issuing ITAs. SFETC staff will track obligations for ITAs in a real time manner through the SFW support system for each participant. Deleted: ¶ Invoices: The training agent submits to SFETC the school invoice. The SFETC support services accountant shall submit invoices and blank certification forms to each One Stop Career Center operator for the vouchers pertaining to that service provider's participants. Page 11 of 25 Revised 5/28/2003 The One Stop Career Center operator shall review the invoices, remove any improper invoices from the certification form, and certify that the remainder of the invoices should be paid. The One Stop Career Center operator shall return the certification form to the support services accountant within five working days. The support services accountant will issue a check request and the SFETC finance unit will issue a check to the training agent in the amount shown on the approved invoices. 25. Preparing and reconciling all paperwork required by the OSMIS and reconciling information with the SFW Support System. Voucher System Defined A Voucher is the document used to authorize the enrollment of a participant who has been approved for an Individual Training account, in approved training activities at an approved Training Agent. Participants in need of training may be provided training activities through the use of the Voucher System. Vouchers enable training to be provided to participants in the program of study most appropriate to their needs, using the most suitable Training Agents available, consistent with the results of the Comprehensive Assessment and the Career Plan. The voucher obligates the One Stop Career Center operator for certification of eligibility for payment of all approvable costs associated with that training. These costs include but are not limited to tuition, matriculation and related fees, books, tools and supplies, uniforms, physical examinations, licensing examinations and other requirements for participation in the training and qualifying for employment. Procedures for Preparing and Submitting a Voucher Form A. In order to manage the process of referring new participants to ITAs, insuring that they are tracked using the proper program codes (NEG, Rapid Response, or other funding) and managing expenditures against the proper funding stream, pre -approvals will be required for each new ITA. Case managers are required to enter requests for ITA approvals in the SFW support system that is managed by an SFETC staff. Approvals are made on a first -come first -served basis, and it is therefore essential for the case manager to contact participants and prepare them for enrollment as soon as the approval is received. The SFW support system provides updated information in the "Late Breaking News" section on funding availability for ITAs. Once an initial approval is obtained from SFETC for an ITA, vouchers can be generated for subsequent terms through the SFW support system. Subsequent term vouchers do not require SFETC approval. B. The case manager is responsible for preparing a voucher that is consistent with the Comprehensive Assessment, the Career Plan, the Training Option Selection Guide, and the information provided at the training institution. C. For Miami Dade County Public Schools and Miami Dade Community College, (other ITA agents may be added to this process and will be communicated through the breaking news in the SFW Support System) upon approval of the ITA request, the case manager will print the ITA application/referral. This application/referral requires the signatures of both the participant and the case manager. The case manager shall ensure that the participant fully understands the disclaimer on the bottom of the application/referral, before signing the document. The ITA application/referral will be given to the participant for his use in registering for classes and will remain with the registrar office. Upon registration, MDCC/MDCPS will issue the participant a class schedule, which will detail the cost of the registered classes and determine the ITA voucher amount for the term. The participant must be instructed to return the class schedule to the case manager within 24 hours of registration to ensure the continuation of the ITA vouchering process. Page 12 of 25 Revised 5/28/2003 D. The Voucher form is accessed through the SEW support system. The voucher consists of the following information: Participant Information Complete the Participant Information section, insuring that all required information is provided. 2. Program of Study a. Enter the name of the Training Agent and campus, such as Miami -Dade Community College, Kendall Campus; or Dade County Public Schools, Miami Lakes Technical Center. b. Enter the name of the Program being vouchered such as Medical Assistant Certificate Program, etc. Remedial coursework when required must be vouchered under a separate voucher. When ESOL, ABE, GED or remedial coursework must be taken concurrently with an ITA, the case manager must issue a separate voucher. Concurrent means that some of the coursework taken in the term vouchered is ITA approved coursework. The remedial voucher will be limited to only coursework that has been identified in the Career Plan as necessary to successfully complete coursework in the approved ITA. The ITA voucher will have costs limits according to the training occupation. In the remedial voucher, enter the prerequisites which are needed, based on the prerequisites all individuals may need for the particular program of study (if applicable) and the training institution's review of the participants prior education, test scores, etc. These prerequisites may include English for Speakers of Other Languages, Basic Remedial Reading or Mathematics, etc. The SEW support system codes for the additional remedial voucher are as follows: for ESOL taken concurrent with an ITA use code 731 and for Remedial courses use code 730. Additional instructions on completing the vouchers can be found in the SEW support system. Note: If a participant cannot take ITA core classes due to the need for remedial classes, the individual must not be issued an ITA. A voucher for ESOL, or other remedial classes will be issued while the participant is in this Intensive Service. The SEW support system code that must be used for stand-alone ESOL through Miami -Dade County Public Schools is 715, for stand-alone ESOL through Miami -Dade Community College is 716. Stand Alone remediation is coded 730; however, no ITA voucher is issued. Once the participant completes the remedial coursework or the participant is ready to enroll in concurrent remedial and core classes, an ITA can be issued. Enter the length of time needed for the total training program being approved. Note that this total length of training must include both the time needed to take prerequisites/co-requisites and the time needed to take the core training. d. Enter the start date, that is, the date when the participant's classes should begin, specifying the day, month and year; and do likewise for the expected end date. The end date is the date the specific term being vouchered ends. Page 13 of 25 Revised 5/28/2003 C. Enter the appropriate status for Pell and other federal financial aid - either the One Stop Career Center operator has documentation that the participant has applied and the application is pending (No Voucher may be approved if a participant has yet to apply); or the participant is ineligible. If ineligible, provide the reason on the Voucher form. A copy of the completed application along with a client statement that the application has been mailed or submitted via Internet must be kept in the participant's case file. When the application is processed a copy of the SAR must be maintained in the case file. f. Enter the numbers and descriptions (names) of the courses that the participant will take during the term, using the space allocated for the outline of coursework to be taken. Include all coursework (prerequisites as well as core courses). Attach a course listing from the training institution. However since these course listings change from time to time, insure that the course listing is checked with the training institution, so that you get from their personnel the most up-to-date version of this course listing. 3. Approval. Enter the name of the case manager, signature and date. Enter the name of the One Stop Career Center operator representative authorized to sign the voucher, (generally, the One Stop Career Center manager) his/her signature, and the date. The One Stop Career Center Manager or authorized representative should carefully review the completed Voucher form and the backup documentation. The Voucher form is equivalent to a small purchase order for specific services. It therefore commits the One Stop Career Center operator and SFETC to specific financial obligations. The One Stop Career Center operator approves the voucher. The required backup documentation shall include all of the following: a. A copy of the Career Plan with the Comprehensive Assessment results as attachments. b. A copy of the official course listing from the training agent. a. The completed Training Options Selection Guide for the participant. d. An MIS Status Change as well as changing the participant into the "Occupational Training" status in OSMIS. 4. Return Voucher To Complete all the required One Stop Career Center operator information. The Training Agent will use this information for billing purposes. The "Contact" should be the One Stop Career Center manager or authorized representative. The participants signature is required to indicate the participant's acceptance of this plan and understanding of his/her responsibilities if the voucher is to remain in effect. Note that by his/her signature the participant is agreeing to follow the coursework required and the number of courses/credits specified per term/semester. Page 14 of 25 Revised 5/28/2003 E. The approval authority will review and approve the voucher based on the backup documentation. Once approved, the approval authority will print and sign his/her name, date the form, and insure that it is sealed. Training Agents will not accept voucher forms as official unless the raised seal is imprinted. The SFW Support System will only generate one original voucher for security purposes. The One Stop Career Center operator shall make three additional copies of the voucher and route original and three copies (of sealed original) as follows: a. The ORIGINAL of the Voucher Form needs to be brought to the Registrar's Office at the training agent by the participant. The Registrar's Office will in turn provide the participant with a registration schedule that specifies the courses that the participant will be taking that term. The case manager is responsible for insuring that the courses on the registration schedule match the courses listed on the approved course listing that is attached to the original Voucher Form. Copies of the participants registration schedule must be maintained in the participants' file. b. A second copy of the form should be maintained in the participant's file, along with the official course listing from the educational institution and the Career Plan attachments. The Voucher becomes the first update to the Career Plan. c. A third copy of the form should be given to the participant, along with a copy of the training institution's course listing, and a copy of the Participant Responsibilities Form, the Individual Training Account Financing form, and the Participant's Informed Choice on ITA Selection form. F. The voucher specifies whether the participant has applied for financial aid. Many individuals eligible for WIA will qualify for Pell Grants or other financial aid. It is required that aid applications be submitted and that Pell Grant or other aid awarded be used to pay for tuition, with WIA funds used to cover portions that Pell or other aid does not. If a participant is ineligible (i.e., already holds a Bachelors Degree, etc.) so note on the voucher. If Pell has been awarded, so note. The Pell Grant will be disbursed through the school, and the participant will receive any portion of the grant over and above tuition and fees. If the application is still pending, the Reimbursement of Financial Aid form must be completed by Training Agent, One Stop Career Center operator and participant so that any WIA funds used to cover tuition prior to the receipt of the aid will be reimbursed (or credited) to the One Stop Career Center operator, in accordance with Section 134(d)(4)(B)(ii) of the Workforce Investment Act of 1998 (Public Law 105-220). G. The case manager must remind the participant that any changes in this registration schedule will require the prior approval of the case manager, including drops and adds, and that any drops within the drop period must be done officially at the registrar's office so that this will provide the One Stop Career Center operator with a refund (credit). Procedures for Procurement of Books..S'Unnlies. Tools and Other Reauired Items A. Once a One Stop Career Center operator issues the ITA voucher to a participant, the agency is obligated to pay for all required costs of the training, including all of the following: 1. Tuition and fees for the specific courses approved under the voucher. 2. All books required by the instructor of the approved courses (as documented by the course syllabus or other written material from the instructor). Page 15 of 25 Revised 5/28/2003 3. Specific types of supplies, tools, uniforms, physical exams, and the like that is required for the approved courses. B. In some cases, for courses at the vocational technical centers operated by Miami -Dade County Public Schools, all of these required items will be issued to the participant by the Training Agent. The case manager will issue the corresponding vouchers based on the quotes provided by MDCPS to the participant. In the event that the participant does not provide the case manager with a support services quote, the case manager will review the negotiated price structure, located in the SFW website, for the corresponding course and issue a voucher for the full amount listed in the system the amount of support services will be adjusted based on the billing by MDCPS. C. In other cases, items will need to be purchased at the Training Agent's bookstore (for instance, the Miami -Dade Community College Bookstore operates separately although it is within the campus). In these cases, the case manager should encourage the participant to obtain any additional documentation for support services related to the courses, such as books, when registering for classes, and submit the quote along with the class schedule in order to expedite the completion of the support services vouchering process. The case manager will need to issue a support services voucher for the specific items that are approved for purchase. D. In still other cases, items will need to be purchased through other vendors. In these cases, a two - quote procurement process must be followed. E. The required procedures for these various types of purchases are specified below. Vouchers to the Training Agent's bookstore Most books, supplies, tools, uniforms, and other training -related requirements will be requested during the first days of classes. Participants will need to request assistance from their case manager in cases where the Training Agent does not issue these required items. If these items are available through the Training Agent's bookstore, the case manager will authorize the release of these items to the participant through a Bookstore Voucher. The procedures to be followed in issuing a Bookstore Voucher for the participant are as follows: a. The participant must provide his/her case manager with a copy of a course syllabus from the instructor that clearly specifies that these items are required. In the absence of a syllabus, a memorandum or letter from the instructor, chairperson, etc. specifying the books, supplies, tools, etc. that are required, will suffice. Items requested must be required for all students taking the same class and not simply recommended. (Note: while books, supplies, etc. are generally requested at the beginning of a term, they may also be required by an instructor at any time during the term. If this should occur, the same procedures are required.) b. Bookstore Vouchers will be issued through the SFW support system. C. The case manager must verify that the information on the syllabus, memorandum, or letter is correct before issuing a Bookstore Voucher. The case manager will insure that the course for which the items are being purchased is a course covered by the Voucher Form and will confirm that the student was approved for enrollment in this course in this semester. If any requested item does not appear to be clearly required by the backup documentation from the instructor, or Page 16 of 25 Revised 5/28/2003 appears somewhat unusual, the case manager will verify with the instructor or department chairperson that this is a required item that should be approvable. d. The case manager will then complete the Bookstore Voucher, specifying the books, supplies, etc. that are authorized. Note that each item must be specified along with the number of the course for which the item is required. The case manager will complete the price information. In instances where the item to be purchased at the bookstore is a piece of equipment (such as a calculator), the case manager may need to do some research at the bookstore and with the instructor to insure that the item that the case manager authorizes for purchase is the least expensive item that will meet all of the instructor's requirements and is available at the bookstore. (For instance, if the item were a calculator, the case manager would need to determine what functions are required in order for the participant to complete the required work. In this type of situation, some discussion with the instructor may be needed to distinguish between what is required and what might only be recommended, especially if there is a significant price difference in the calculators.) After filling in all the required information, the case manager will sign the Bookstore Voucher, keeping a copy and giving the original and two copies to the participant. The participant then takes the Bookstore Voucher to the Training Agent's bookstore, where the bookstore representative will issue the books, supplies, etc. and a receipt. If any items are not available at that time, the bookstore representative will cross out those items on the Voucher. When these items become available, a new Bookstore Voucher will be issued for these items, and the process will be repeated exactly as it was for the original Bookstore Voucher. The participant will sign the Bookstore Voucher when the items are issued to him/her, thereby certifying that these items were received. g. The participant will keep one copy of the voucher, with any cross out that was done. h. The participant must return to see the case manager with the copy of the Bookstore Voucher and receipt. The case manager will immediately compare this copy with the copy that was retained when the Bookstore Voucher was first issued to the participant. This is done to insure that there have been no additions or alterations other than deletions of items that were not available at that particular time. The case manager will make notations on the file copy of any items that are still in need of procurement and will follow up on these. The copy that was returned by the participant will be given to the staff at the One Stop Career Center operator's office who is entering projected financial data in the One Stop Career Center operator's financial tracking system. This copy will be retained by the accounting personnel until the Bookstore invoice arrives. After this is entered, this copy will be placed in the participant's file. At billing time, a copy of the bookstore voucher will be kept by bookstore personnel for their own records; two copies will be attached to the Bookstore's invoice when it is forwarded to the One Stop Career Center operator. When the One Stop Career Center operator submits its financial reimbursement packages to the SFETC Finance Unit, the original will be included as backup documentation. The One Stop Career Center operator will keep a copy in the organization's financial files. Page 17 of 25 Revised 5/28/2003 Backup documentation on items procured through Bookstore Vouchers is subject to review by the SFW Independent Monitoring Office and other SFW staff as part of the SFW monitoring process. 2. Two -quote procurement process for purchases outside the Training Agent's bookstore When required items (books, supplies, etc.) are not available at the Training Agent's bookstore and must be purchased through outside vendors, federal regulations require that the One Stop Career Center operator carry out a competitive procurement process. The required procedures are as follows: a. The participant must provide the case manager with a copy of the syllabus (or other documentation from the instructor or department chairperson, etc.), clearly specifying that the item is required (and not simply recommended). b. Before proceeding with the two -quote process, the case manager must verify that the information on the syllabus, memorandum, or letter is correct and that the item is not available through the Training Agent's bookstore. C. Once the case manager has established that the item is required and proper documentation has been secured, the One Stop Career Center operator staff must obtain two (2) price quotes for this item from two (2) different vendors. These quotes can be secured by telephone. If backup is needed, this may be secured by fax if appropriate. Note: no purchase of capital equipment is permitted. d. The quotes should then be entered on the Procurement form. The One Stop Career Center operator staff that is responsible for procurement requests will complete all of the information requested on this form with regard to the participant, the program of study, each vendor who provided a usable quote, and the price quotations provided. 3. _ _ _ _The Procurement form is to be filled out as follows Deleted: ¶ a. Participant Information Complete the Participant Information section, ensuring that all required items are provided. b. Program of Study Complete the Program of Study section by copying this information from the Voucher form or current Modification. Two quotes: Insure that on all quotes, the name, address, telephone number, and name of the person who provided the quote is clearly specified. The items for which prices are quoted must be indicated, along with the prices quoted for each and the total quote for the whole order. Specify the term or semester for which the items are requested. d. One Stop Career Center Operator Page 18 of 25 Revised 5/28/2003 Provide all the required One Stop Career Center operator information. Approval Print the name of the One Stop Career Center operator representative authorized to sign the Procurement Form, followed by his/her signature and the date. Only the lowest price will be paid. Where several items are involved, the lowest priced vendor can be selected based on the lowest price total for all of the items together (rather than each considered individually). The two quotes must indicate prices for the same (identical) items. Participants should be made aware of the fact that all items for which they wish the One Stop Career Center operator to pay should be purchased by the One Stop Career Center operator and not by the participant. However, in a case where a participant purchased a required item on his/her own and is requesting reimbursement, the two -quote procedure must be used and reimbursement will be based on only the lowest price quoted, even if the participant paid a higher price for the item. 6. In a case where two vendors cannot be secured, the reason(s) have to be documented. Information provided by the instructor may be used here. For instance, there may be a certain book, which can be purchased through only one publishing company. In this case, only one quote would be possible and the two -quote process would not be required. The One Stop Career Center operator would complete the Procurement form with the information provided by that one vendor and would indicate on the form that this is the "sole source vendor" and how the "sole source" status was determined. Procedures Used to Monitor Participants' Progress A. There are two tools that One Stop Career Center operators must use in order to properly monitor and track the progress of each participant, and to forecast the participant's likelihood of completing the training on schedule. These two tools are: the Training Plan and the Analysis of Student Progress. One Stop Career Center operators are required to maintain copies of these two forms in each file and to update them each term. These forms function as attachments to the Career Plan that map out and provide periodic updates on the participant's progress through his/her plan of study. SFETC staff from the Independent Monitoring Office will monitor compliance with this requirement. 1. Training Plan The Training Plan allows the case manager to plan out the participant's courses and course load requirements throughout the duration of training. It also allows the case manager to assess progress to date, by class, by term, and by grades received. In conjunction with the Analysis of Student Progress, it provides a tool to identify issues and to give the case manager a basis for discussion with the participant in instances where the participant's credit load may need to be increased, or where an extension may need to be granted, or in other cases to identify the need for a status change to a different program of study or out of training and into job search. (a) Participant Information Complete the Participant Information section, insuring that all required information is provided. (b) Program of Study Page 19 of 25 Revised 5/28/2003 Complete the Program of Study section by copying this information from the Voucher Form or current Modification. (c) Planned Schedule of Courses to be Taken This section maps out the credits/hours and coursework to be completed each term. In the appropriate spaces on the Plan, enter the following information: • Specify each term in which courses will be taken throughout the full length of the voucher. • Specify the course(s) per term by entering the course number(s) and name abbreviation(s). • Specify the number(s) of credits or contact hours per course. • The above items are filled out in preparation for the beginning of the training. The information needs to be updated with grade information at the end of each term (specific letter grades or satisfactory/ unsatisfactory grades, if the course was completed; a "W" if the participant withdrew from the course, therefore, not earning credit or an "f' if the participant took an incomplete, therefore not earning credit for the course). (d) Cumulative Training Plan • At the beginning and end of each term, the cumulative information is entered, accounting for the completion of all credits planned and earned in the training up to that point in time. Each time information is entered, specify in the "Term" column the term in which the courses are to be or were taken. • At the beginning of each term, specify in the "Credits Planned" column, the total number of credit/contract hours that are planned for that term. • At the end of that term, specify in the "Credits Earned" column, the total number of credit/contract hours earned in that term, adjusting for withdrawals, incompletes, and/or failures. • In the "Cumulative Credits" column, specify the cumulative total of credits/contact hours earned toward completion of the vouchered program of study. (e) The Training Plan is to be mapped out and updated to the completion of training, on a term -by -term basis, and will be modified as needed. The Training Plan and its updates become updates to the Career Plan. A copy remains in the participants file as a cover document for easy reference; a copy is provided to the participant and a copy is attached to the Career Plan in the participants file. (f) One Stop Career Center Operator Enter the required One Stop Career Center operator information. Each time a Training Plan is completed, it is dated in the bottom right corner, so that the case manager and others who may consult the file will be aware of each update. Page 20 of 25 Revised 5/28/2003 Analysis of Student Progress The Analysis of Student Progress allows the case manager to assess the quantity and quality of the participants actual progress and likelihood of completing the program with satisfactory grades and on schedule. When done properly, this analysis enables the case manager to make certain decisions regarding the participants continuation in the program and what actions may be needed. (a) Participant Information Complete the Participant Information section, insuring that all required items are provided. (b) Program of Study Complete the Program of Study section by copying this information from the Voucher form. (c) Progress Anal The Progress Analysis section enables the case manager to compare the participants actual with his/her planned progress, to determine if the participant is proceeding on schedule and is likely to complete the vouchered training on time. • Complete the "Requirements" section by entering the total number of credits/contact hours required for the participant to complete the total vouchered training (including any and all prerequisites for the approved program of study), the number of terms/semesters allotted in the Voucher, and the average number of credits/contact hours the participant would need to take per term if he/she is to complete the vouchered training on time. Complete the "Actual Progress" section by entering the total number of credits/contact hours successfully completed (both those completed through the voucher that apply to the approved Program of Study, on the line where this information is requested, and credits/contact hours that the participant may have obtained prior to beginning the vouchered training that apply to the approved Program of Study, where this information is requested); the number of credits/contact hours and terms/semesters remaining to complete the approved Program of Study, and the average number of credits/contact hours needed to be taken per term given the above analysis. • Given the above analysis, the case manager must then provide his/her best judgment of the likelihood of a timely completion of the approved program of study, with any explanations where problems are noted. (d) Grade Analysis The Grade Analysis section enables the case manager to assess whether the participants performance, as measured by the grades earned, is adequate to complete the vouchered training, or whether changes need to be considered. • Complete the "Overall GPA" (Grade Point Average) section by entering the GPA that the participant has attained while under the vouchered program in courses that apply to his/her approved program of study. If participant is enrolled in a non-credit program that does not provide GPAs, simply indicate if the participants academic progress is satisfactory or unsatisfactory. Page 21 of 25 Revised 5/28/2003 • Provide information requested on any unsatisfactory grades the participant may have received under the Voucher Program. Indicate the number of credits (or contact hours or courses) for which he/she has obtained Fs, D's, I's (incompletes), or W's (withdrawals). If, given the non-credit nature of the participant's program this section does not apply, write "N/A". • Provide applicable information, if any, if the training agent has placed the participant under any type of academic warning, probation, etc. Otherwise, write "N/A". • Given the above performance analysis, the case manager must then give his/her best judgment of the likelihood of the participants satisfactory completion of the approved program of study. (e) Other Pertinent Information Since there may be extenuating circumstances that explain why a participant may have had problems at a particular point in time, complete the section concerning other pertinent information that affects the participant's progress. Briefly note any employment problems, family problems, personal problems, or other types of problems if they appear to be pertinent to analysis of the participant's progress. (f) One Stop Career Center Operator Complete all the requested One Stop Career Center operator information. B. The Analysis of Student Progress is to be completed at the end of each term. Each time an Analysis of Student Progress is completed, it is dated in the top right corner, so that the case manager and others who may consult the file will be aware of each update. The Analysis of Student Progress and its updates become updates to the Career Plan. A copy remains in the participant's file as a cover document for easy reference; a copy is provided to the participant a copy is attached to the Career Plan in the participant's file. C. The purpose of both the Training Plan and the Analysis of Student Progress is to allow the case manager to assess how well a participant is doing in completing the approved program of study. They require careful analysis in order to determine what the most appropriate course of action might be -- to continue the participant in the previously approved training, to recommend a change to another Program of Study, to extend the participant's approval to give him/her more time to complete the program, to add more courses to sharpen certain skills, to status change them out of training into job search, or to terminate them altogether. If after close analysis it is determined that a change in occupation request is needed to be submitted to the One Stop Career Center manager for review and approval, Training Plans and Analyses of Student Progress are the most significant backup documentation that the One Stop Career Center manager will review as a basis for approving or denying a request. 1. Participant Terminations or Status Changes into Job Search If it is determined, based on the Analysis of Student Progress, that a participant should not be continued in the vouchered training, the case manager may consider several options: a. The participant may be status changed into a different program of study that may be more appropriate. This will require review and approval by the One Stop Career Center manager, and an OSMIS Status Change. In addition, as noted earlier, it may require that a Notice of Transfer be submitted to the Training Agent if the program change involves a campus change. This Notice of Transfer has the effect of voiding the original voucher at the original Training Agent. Page 22 of 25 Revised 5/28/2003 b. The participant maybe status changed out of training and into job search when it is determined that this is the most appropriate strategy at that point in time. For WIA this will require an OSMIS Status Change, changing status from code "Occupational Training" to "Assisted Core Services" concurrent with "Intensive Services". It would also require that the case manager void the voucher at the Training Agent by submitting a Notice of Termination to the Training Agent. The Notice of Termination should be completed by entering the participant data and the effective date of the status change from the classroom activity. It is important that the educational institution understand this to be a termination from vouchering at their institution; however, the One Stop Career Center operator will not be terminating the participant from OSMIS. The participant remains active in OSMIS. C. Participants may also be terminated from the program altogether, especially in cases where the participant has been uncooperative and/or the case manager has lost contact with the participant, has been unable to locate the participant, and has been unable to secure any type of response from the participant after repeated attempts by telephone, mail, etc. This same Notice of Termination would be sent to the educational institution. In this type of situation, the OSMIS documents would include an OSMIS termination from the program, using the MIS Program Outcomes Form. d. The participant may immediately enter employment, either as a training -related placement after completing training or as a placement following dropping out of training without completing the training. If the placement is immediate, the intermediary job search status may not be required. In this case, again the Notice of Termination is sent to the Training Agent, and the MIS Program Outcomes form that is used to record this placement outcome is placed in the file and recorded in the OSMIS. 2. Notice of Transfer/Termination vs. MIS entry It is important to remember that the Voucher and Notice of Transfer/Termination are notifications to the Training Agent. MIS forms document in the case file the participant status that appears in the OSMIS. The One Stop Career Center operator must complete both sets of notifications, defined below, simultaneously: a. Voucher — Equivalent of small purchase order to authorize a specific participant to enroll in a specific course of training at a specific campus of an authorized Training Agent for a specific period of time. b. Notice of Transfer/Termination — Ends authorization for a participant at a specific campus. C. Status Change — Documents change of status of participant for MIS purposes. d. Program Outcome —Documents termination from services (except follow up) of participant Training Agent Reauirements In order to be maintained on the Region's approved ITA listing, each ITA Agent must meet performance standards. The required performance standard per occupation is a 70% entered employment rate with a 70% training -related placement rate. The performance requirement is for each program and will be based on exiters from each program. In order to ensure that the Region's ITA Agents are meeting performance standards, reporting requirements for ITA Agents are as follows: a. For institutions that are receiving ITAs, the Region will use the in-house ITA data that has been developed per institution and per training area. This report will be generated and reconciled at least twice a year. b. For institutions that are receiving ITAs for some of their programs, performance information will have to be submitted for those programs where not ITAs exists. This information may be the most current Florida Page 23 of 25 Revised 5/28/2003 education and Training Placement Information Program (FETPIP) report or placement report maintained by the institution. c. For those institutions that are not receiving ITAs, the institution must submit to SEW its most current FETPIP or placement information for all programs offered. d. The reporting period for each year will be from July Is, to June 30t' and all reports will be due by July 3Is' each year. Placement Performance Payments to Training Agents A. After December 11, 2002, SEW Training Agents may receive up to $500.00 placement fee (over and above the ITA limit for the occupation for tuition and fees) for any eligible participant trained by the Training Agent who is placed in a training related occupation. The amount of the placement fee is based on the level of earnings at the time of placement. Payments may be provided only for participants who completed at least the occupational training program specified on the ITA who become job ready and who also enter a full time (32 hours per week or more) training -related occupation no later than 90 days after becoming job -eligible and remain employed for a minimum of 90 days. B. In order to be eligible for this incentive payment the Training Agent that holds the ITA must provide the following information to the SEW with appropriate backup documentation: 1. The name and social security number of the participant who has met these requirements. 2. A copy of the participant's ITA/voucher. 3. Documentation from the Training Agent showing the participant completed the course requirements for the occupational program of study specified on the ITA. 4. A copy of the Program Outcome form and any supplementary information needed to show the program termination information, including the start date of the employment, the job title, SOC code and pay rate for the position at the time of placement, the name, the address, and telephone number of the employer. 5. Employer Verification form containing the following information: The rate of pay of the employee at the 901' day of employment. C. Payments will be made according to the participant's wage as follows: a. The amount of the fee will vary according to the wage at placement and the amount of time lapsed between the job eligibility date and the placement date. b. The job eligibility for this purpose is defined as: the participant successfully completes training and obtains the required educational credentials and acquires all appropriate license and/or certifications required by federal and/or state law in order to work in the occupation for which they were trained. c. Payment for time elapsed will be as follows: 100% of the placement fee amount paid, if placement occurs on or before 45 days of job eligibility, 50% of the placement fee amount shall be paid if placement occurs between 46 to 90 days of job eligibility, and no fee will be paid if placement occurs after 90 days. Table 1 details the performance -based placement fee payment structure. Page 24 of 25 Revised 5/28/2003 TABLE 1 A. Program Wage at placement 100% placement fee amount if placement occurs on or before 45 days of job eligibility. 50% placement fee amount if placement occurs on or Before 90 days of job eligibility. Welfare Transition $7.41-$8.15 $150 $75 $8.16-$10.19 $250 $125 $10.20-$12.74 $350 $175 $12.75 & up $500 $250 WIA Adult $10.11-$11.11 $150 $75 $11.12-$12.64 $250 $125 $12.65-$15.80 $350 $175 $15.81 & up $500 $250 WIA Dislocated Worker $12.35-$13.59 $150 $75 $13.60-$16.99 $250 $125 $17.00-$21.24 $350 $175 $21.25 & up $500 $250 This policy applies to all eligible participants enrolled through a SFW approved ITA on or after December 11, 2002. This performance payment will be associated with each ITA written by One Stop Career Center operators. The Training Agent shall directly bill the SFW for these performance payments and provide the requisite documentation to the SFW Finance Unit, which shall coordinate validation procedures with other SFW Units. Page 25 of 25 Revised 5/28/2003 Work Experience/Community Service Operating Procedures 1. Definition — Work Experience/Community Service Structured program in which participants perform work for the direct benefit of the community under the auspices of public or nonprofit organizations. Work experience/community service programs must be limited to projects that serve a useful community purpose in fields such as health, social service, environmental protection education, urban and rural redevelopment, recreation, public facilities, public safety, and childcare. Work experience is designed to improve the employability of recipients not otherwise able to obtain employment. Prior training, experience and skills of the participant must be taken into account prior to making assignments. It may be selected as an activity for participants who need to increase employability skills by improving their interpersonal skills, job -retention skills, stress management, and job problem solving and by learning to attain a balance between job and personal responsibilities, and is intended to: • Assess Career Advancement Program compliance before referral of the participant to costly services such as vocational education or training; • Maintain work activity status while the participant awaits placement into paid employment or training; • Fulfill a clinical practicum or internship requirement related to employment and/or; • Provide work -based learning. 2. Developing Work Experience/Community Service Sites and Worksite Agreements • Case Managers and Employer Consultants (Job Developers) are responsible for developing work experience/community service sites and worksite agreements. • Nonprofit, for -profit, and public (i.e., governmental agencies) organizations are contacted initially, usually by telephone or in - person, to introduce and promote work experience/community service programs. • Networking with resource partners and nonprofit agencies will also generate interest and agreements as work sites. • Utilizing such organizations as Local Inclusion Network Collaborative (LINC), public trust agencies, faith -based organizations, municipalities, county government, and multiple social service agencies are all good prospects for work experience/community service work sites. • Career Center partner agencies are excellent for work experience/community service work sites, since we conduct business with these agencies. • Career Center staff promotes the advantages for public, for - profit and nonprofit agencies to become a work experience/community service partner. • Career Centers also make outstanding work sites for these programs since the Career Centers often host volunteers which require supervision and desired outcomes from their volunteers and workers. All the Career Centers are host to the Senior Community Work Programs and have experience in providing meaningful work experience and training to senior citizens. Work experience/community service programs provide the same opportunities to targeted populations that need a structured work environment. 3. Time Limit • Work experience agreements shall be limited to a minimum of three (3) months and a maximum of six (6) months per assigned slot. • Participants who do not gain employment upon completion of the work experience or community service assignment shall be re -assessed. • Shall not exceed 12 months in a lifetime. 4. Required Documentation • Work Experience/Community Service Work -Site Agreement; • Signed Time Sheet (participant, employer representative, career advisor); • Work -site agreement must include job title, clear job description, party responsible for supervising the participant and signing timesh eets/documentation, performance benchmarks, goals and outcomes and time limits. • Must document daily supervision (must include dates, required hours and actual hours); • Must be signed by the participant, authorized employer representative, and the career advisor; • Detailed Case Notes. 5. Tracking Participation • The Career Center shall be responsible for establishing work experience/community service agreements with public and nonprofit organizations. • Career Centers must enter into a work -site agreement prior to negotiating individual participant agreements. • The approved holiday leave schedule must be attached to the Worksite agreement. • Based on the Fair Labor Standards Act, a participant cannot be required to do more hours in Community Service than is determined by the calculation for Food Stamp or TANF recipients. • When hours are used in conjunction with primary (core), participant may be assigned up to the number of hours on the benefit screen calculation. • The Career Advisor must make a case note to indicate what the calculated hours are at the time the participant is assigned into this activity. • Daily supervision is required at any work experience/community service work site. • Work experience/community service should be entered in the OSST Skill Development Screen. The total hours should be entered in the Hours per Week field. • An entry must be made in the case notes to identify the location of the work site, the number of hours at the work site, as well as the number of hours assigned. • Update case file folder (hard copy) • Update Individual Responsibility Plan (IRP) as necessary. ,south florrda Work Site Agreement/Training Outline ❑ Community Service ❑ Work Experience ❑ Public or Private Not -For -Profit Agency HOST AGENCY Name: CAREER CENTER Name: Address: Address: Telephone Number: F.E.LD. Number: Type of Business: Authorized Representative: Title: Trainee Name: SS#:(last four digits) Daily Hours of Participation: Weekly Hours of Participation: TRAINING OUTLINE DATA This agreement is entered into by the above named Employer to provide Community Service or Work Experience. Job Title: Participant Goals: Performance Benchmarks: Outcomes: Time Limits: Beginning Date: Approximate End Date: Training Facility Location Address Trainee Supervisor Name: Title: Telephone Number: City / Zip Code Telephone Number TRAINING OUTLINE Description of Duties to be performed ONET Code Work Schedule (Days) Hours HOST AGENCY CAREER CENTER Signature: Signature: Date: Date: Name: Name: Title: Title: ---------------------------------------- TRAINEE ---------------------------------------- Signature: Date: REV 12/2006 Agreement No. STATE OF FLORIDA AGENCY FOR WORKFORCE INNOVATION FOOD STAMP EMPLOYMENT AND TRAINING (FSET) PROGRAM OPTIONAL WORKFARE PROGRAM (OWP) COMMUNITY SERVICE WORK EXPERIENCE PROGRAM AGREEMENT THIS AGREEMENT is entered into between the State of Florida, Agency for Workforce Innovation (AWI), the FSET Program/OWP Service Provider, hereinafter referred to as the "Agency," and hereinafter referred to as the "provider." L The Provider Agrees A. To develop and provide work sites designed to provide Food Stamp Employment and Training (FSET) Program/Optional Workfare Program (OWP) participants referred by the Agency with a non -paid, job training experience commonly referred to as "Work Experience." The provider shall not disclose the FSET/OWP participants' status as a recipient of public assistance to anyone other than personnel authorized by the Agency or provider. B. Services to be Provided 1. The provider will develop a Community Service Work Experience Job Description (Attachment 1) and provide training to participants to adequately perform the job. 2. Progress Reports and Notification - The provider will notify the Agency of the status of FSET/OWP participants when one or more of the following situations occur: a. The participant has failed to attend the initial interview, refused a suitable work site training offer, or voluntarily quit training. b. The participant was not accepted in the Community Service Work Experience training program. C. The participant has experienced absenteeism, sickness, or other problems. d. The participant secured employment with the provider or with another entity. C. Manner of Service Provision 1. The Job Description must be prior approved by the Agency for each participant. 2. The provider must provide the necessary instructions, supervision and equipment necessary for the participant to perform the job duties. 3. The provider will submit the completed Community Service Work Experience Time Sheet (Attachment II). AWI — FSET 0008 Revised 06/2004 D. Special Provisions 1. The provider shall teach the participant the skills necessary for entry level work in the designated job title. 2. No participant may participate in Community Service Work Experience funded by the Agency unless the Agency officially refers the participant to the provider in accordance with this agreement. 3. The participant(s) under this agreement or any amendment hereto is to be provided with the same working conditions accorded to other employees presently in the provider's work force. Workers' compensation, but not benefits or salaries, will be provided as stated in section ILC. 4. No currently employed worker shall be displaced by a participant. This includes partial displacement such as reduction in the hours of non -overtime work, wages or employment benefits. 5. No participant shall be hired into or remain working in any position when the same or substantially equivalent position is vacant due to a hiring freeze or when any regular employee is on lay-off from the same or substantially equivalent position or when the regular employee has been bumped and has recall or bumping rights to that position pursuant to the provider's personnel policy or collective bargaining agreement. IL The Agencv Agrees: A. The Agency shall refer eligible FSET/OWP participants to the provider for consideration in employment in a Community Service Work Experience program. B. The Agency shall provide support services to the participant to the extent funds are available and the expense is authorized by law or regulation. C. The Agency will provide Worker's Compensation liability and or claims coverage for all participants who are Community Service Work Experience participants. III. The Provider and the Agencv Mutuallv Agree: A. Effective Date: This agreement shall begin on or the date on which this agreement has been signed by both parties, whichever is later. B. Termination: This agreement may be terminated by either party upon no less 15 days notice, without cause. AWI — FSET 0008 Revised 06/2004 C. Notice and Contact: The name and address of the representative for the Agency for this agreement is: The name and address of the representative for the provider responsible for the administration of the program under this agreement is: In the event that different representatives are designated by either party after execution of this agreement, notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this agreement. This agreement and its attachments as referenced, (Attachment I and Attachment II), contain all the terms and conditions agreed upon by the parties. IN WITNESS THEREOF, the parties thereto have caused this page agreement to be executed by their undersigned officials as duly authorized. PROVIDER FSET/OWP SERVICE PROVIDER REPRESENTATIVE SIGNED BY: NAME: TITLE: DATE: TITLE: SIGNED BY: NAME: DATE: AWI — FSET 0008 Revised 06/2004 FOOD STAMP EMPLOYMENT AND TRAINING (FSET)/OPTIONAL WORKFARE PROGRAMS (OWP) COMMUNITY SERVICE WORK EXPERIENCE PROGRAM (CWEP) JOB DESCRIPTION 1. Provider's Name: 2. Address 3. Contact Number: Fax No. 4. Supervisor's Name: 5. Job Title: 6. Days/hours S M T W T F S 7. Start Date of Community Service Work Experience Program: 8. List job duties for which training will be provided (use additional sheet, if necessary): Directions to CWEP Site: Number of Positions Available: Provider's Authorized Signature/Date FSETiowP Service Provider's Signature/Date Participant's Signature/Date (Original Signature Required) (Original Signature Required) (Original Signature Required) Participant's Name: Occupational Title: Occupational Code: Case Number AWI — FSET 0009, 06/2004 1 COMMUNITY SERVICE WORK EXPERIENCE TIME SHEET PARTICIPANT NAME: CASE NUMBER: (Please complete one time sheet for each non-profit organization or governmental agency where you are working or have worked in the reporting period. This form MUST be signed by your work experience site supervisor.) NAME OF NON-PROFIT ORGANIZATION OR GOVERNMENTAL AGENCY: ADDRESS: (MAILING ADDRESS IF DIFFERENT): CITY: STATE: FL ZIP CODE: COMMUNITY SERVICE WORK EXPERIENCE SITE SUPERVISOR: REPORTING MONTH & YEAR WEEK OF SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY TOTAL WEEKLY HOURS TOTAL MONTHLY HOURS REQUIRED: (FOOD STAMP ALLOTMENT DIVIDED BY MINIMUM WAGE) COMMENTS: certify that the above information is correct. SITE SUPERVISOR'S SIGNATURE: SITE SUPERVISOR'S TITLE: TOTAL MONTHLY HOURS WORKED: DATE: TELEPHONE NUMBER: AWI — FSET 0009, 06/2004 D. Work Experience Work Experience is only provided at public or non-profit agencies. This component is designed to provide a participant with non -paid, job training experience at a supervised work site. Instead of wages, the participant continues to receive food stamps. Work Experience is an opportunity for the participant to experience the real world of work. The program helps the participant develop basic work skills, improve work habits, practice and improve existing skills and acquire hands-on job experience. To determine the required minimum number of hours, take the total amount of the household's food stamp allotment and divide the amount by Florida's minimum hourly wage ($6.67 as of January 1, 2007). Should a household contain more than one mandatory FSET Program ABAWD participant, the minimum number of hours required for the household would still be determined by dividing the total household food stamp allotment by Florida's minimum wage then divided by the number of ABAWDs. 1. The agency sponsoring the Work Experience site must provide direct supervision, teach the participant new skills and/or help improve existing work skills. If the agency sponsoring the Work Experience is unable to provide Workers' Compensation, the State of Florida will provide Workers' Compensation coverage provided a signed Work Experience Agreement is in effect. NOTE: A participant assigned to Work Experience shall be deemed an employee of the State for purposes of Workers' Compensation coverage and is subject to the requirements of the drug -free workplace (445.024 (1) (d), F.S.). AWI has contracted with CorVel to be the Worker's Compensation Provider. The Claims Manager assigned to handle the Florida AWI Worker's Compensation account may be reached at 1-800-929-0107. The RWB does not need to make reference to the local provider when making claims. They need only state that the claimant is a state employee under AWI contract. All claims must be filed within 24 hours of the incident. NOTE: Worker's Compensation will only cover injuries when there is a signed AWI Work Experience Agreement with the Provider. The Worker's Compensation agreement is with AWI not WFI or the Provider. 2. The supervisor of the public or non-profit agency must sign the time sheet that must be reviewed monthly by the case manager. 3. Transportation reimbursements will be given monthly to each participant completing an activity by updating the FSR screen in OSST. OSST: Add the Work Experience activity on the Skill Development page. The only time an end date is entered is when a closure alert is received or the participant changes activities or the provider changes. As long as the participant complies with the Work Experience requirements, update the anticipated end date field to the participant's next follow-up appointment date. NOTE: There are no time limits for a participant being in Work Experience. F. Self -Initiated Work Experience 1. Self -Initiated Work Experience provides an opportunity for an ABAWD food stamp recipient to comply with employment and training requirements even in areas with limited job opportunities. This activity is designed to improve the employability of ABAWDs through actual work experience and/or training to enable these individuals to move into unsubsidized employment. 2. The Self -Initiated Work Experience participant cannot replace a paid employee. The same training and working conditions that are provided at the job site to employees must also be provided to the work experience participant. 3. Participants in this work activity will be required to arrange their own placement with a non-profit organization or governmental agency. Work experience sites may include organizations such as schools, churches, libraries, Goodwill, etc. Staff should encourage individuals to seek work experience sites that will allow them to develop marketable job skills while permitting them to work within areas of interest. 4. The participant must provide the case manager information about the work experience site, begin date, job description, and time sheet. The work experience site supervisor will be required to complete the Self -Initiated Work Experience Job Description form. One job description must be completed for each participant per work site. If there is a change in the job duties, a new job description should be completed. The participant will complete his/her time sheet, obtain the site supervisor's signature, and submit the time sheet to the case manager on a monthly basis. 5. Participants must spend a minimum number of hours based on their food stamp allotment, to be in compliance with the Self -Initiated Work Experience activity. No individual will be required to work in this activity beyond the number of hours that would exceed the total value of the household's food stamp allotment (amount of the allotment divided by Florida's minimum wage) up to a maximum of 120 hours a month. 6. To determine the required minimum number of hours, take the total amount of the household's food stamp allotment and divide the amount by Florida's minimum hourly wage. 7. Should a household contain more than one mandatory ABAWD FSET Program participant, the minimum number of hours required for the household would still be determined by dividing the total household food stamp allotment by Florida's minimum wage then divided by the number of ABAWDs. Approved by USDA 11/09/2006 STATE OF FLORIDA FOOD STAMP EMPLOYMENT AND TRAINING PROGRAM STATE PLAN FEDERAL FISCAL YEAR 2007 Submitted By: The Department of Children and Families Office of ACCESS Florida Food Stamp Employment And Training Program And The Agency for Workforce Innovation PART I SUMMARY OF FLORIDA'S FOOD STAMP EMPLOYMENT AND TRAINING PROGRAM A. Abstract of Florida's Food Stamp Employment and Training Program. Florida's Food Stamp Employment and Training (FSET) Program is designed to provide food stamp recipients who are able bodied adults without dependents (ABAWDs) with the training, education, support services, and skills needed to become self-sufficient through employment. Chapters 414 and 445, Florida Statutes, provide the authority for the Department of Children and Families (DCF) to refer FSET Program participants to the Agency for Workforce Innovation (AWI) to receive FSET Program services. To comply with 7 CFR 273.7 (c) (5), all FSET Program activities are administered by the AWI through the statewide workforce development system operated by Regional Workforce Boards (RWBs) through the One -Stop Career system. Components are delivered through a network of contracted public and private providers which allows FSET Program participants to receive uniform services in obtaining employment. Work registration and referral to the AWI for participation in the FSET Program is determined by the DCF. The identification and referral of work registrants from the DCF to the AWI is achieved through a daily, automated interface between the DCF Florida On Line Recipient Integrated Data Access (FLORIDA) system and the AWI management information system. 1. PROGRAM CHANGES: Florida is not making any programmatic changes in its FSET Program for FFY 2007. a. The FSET Program will continue to serve all vulnerable (time -limited) ABAWDs in the state to the extent possible due to funding, unless they are living in an area that is waived or where 15 percent exemptions are afforded to ABAWDs. b. The components offered in the FSET Program for fiscal year 2007 will continue to be Work Experience, Self -Initiated Work Experience, and Training and Education. Rev. 09/14/06 2 2. ABAWD POPULATION: Nonexempt household members, as defined in CFR 273.7(a) and (b), are required to register for work and participate in the FSET Program. Priority attention is given to securing employment and work experience for ABAWDs. It is estimated that in FFY 2007, the AWI will work with approximately 5,177 ABAWD cases each month. Each case is tracked through an automated computer system. The electronic case record will be annotated by the DCF to indicate each individual's ABAWD status using a code on the FLORIDA system. The following 40 counties will offer FSET Programs: Alachua Columbia Lake Osceola Bay Duval Lee Palm Beach Bradford Flagler Leon Pasco Brevard Franklin Levy Pinellas Broward Gadsden Liberty Putnam Calhoun Gilchrist Manatee Volusia Charlotte Gulf Marion Sarasota Citrus Hernando Monroe Seminole Clay Hillsborough Nassau St. Johns Collier Jackson Orange Wakulla There are 13 full counties that were waived under Waiver # 970134 as labor surplus areas. These counties are: DeSoto, Dixie, Glades, Hamilton, Hardee, Hendry, Highlands, Indian River, Martin, Okeechobee, Polk, St. Lucie and Taylor. FSET services will not be provided to ABAWDs in these counties and they are not subject to time limits. Florida will utilize its 15 percent exemption allowance to exempt ABAWDs residing in non -waived counties where FSET services are not provided. These counties are: Baker, Jefferson, Lafayette, Madison, Miami -Dade, Santa Rosa, Sumter, Suwannee and Union. Florida will waive all of Miami -Dade County. Waiver # 970134 designates five cities in Miami -Dade County (Miami, Hialeah, Homestead, North Miami and Miami Beach) as Labor Surplus Areas. As of June 2005, 93.44 percent of the ABAWD cases were in the five cities. Florida will use the 15 percent exemption allowance to waive the remaining ABAWD cases in Miami -Dade County. The AWI will ensure that all non -waived ABAWDs and those not afforded a 15 percent exemption have the opportunity to fulfill the work requirements as identified in 7 CFR 273.24. Rev. 09/14/06 3 3. ADDITIONAL ALLOCATION FOR "PLEDGE STATES" FOR FFY 2007: Florida is not applying for "pledge state" status. 4. PROGRAM COMPONENTS: The Regional Workforce Boards (RWBs) are responsible for delivery of the components of the state's FSET Program through their service provider contracts. Following is a list of the program components included in Florida's FSET Program: a. Work Experience Component b. Self -Initiated Work Experience Component c. Training and Education Component Each workforce board will determine at the local level and will document in their local plan, the components that will be available in their area. The AWI will ensure that each region offers qualifying components to meet the needs of time - limited ABAWDs. Orientation is a required activity for new or reopened referrals, if the participant has not attended Orientation within the last 12 months. Orientation is required if there have been significant program changes since the participant last attended, regardless of the time frame. Assessment is required prior to placement into a component. Orientation and assessment are not stand-alone components; however they are qualifying ABAWD activities and are considered part of the component to which the participant is initially assigned. The FSET Program will focus on assisting ABAWDs in meeting their work participation requirements in order to ensure continued program access for compliant individuals. Per 7 CFR 273.24, ABAWDs will meet the work requirements by: ♦ Working 20 hours per week;* ♦ Participating in and complying with the requirements of a work program 20 hours a week; ♦ Performing any combination of work and participation in a work program for a total of 20 hours per week; or ♦ Participating in and complying with a workfare program (i.e., Florida's Work Experience or Self -Initiated Work Experience components). *For purposes of this provision, 20 hours a week averaged monthly means 80 hours a month. Working is not an FSET component. When an employed participant is referred to the FSET Program or if he or she gains employment while in the program, the job is recorded in the FSET management information system. An assessment is completed to identify the cause for part time employment. If the working Rev. 09/14/06 4 participant is unable to participate in additional FSET components, a deferral is requested of the DCF. As a result of the assessment, if the participant is able to engage in FSET components, an appropriate referral is made (i.e., education/training, Work Experience or Self -Initiated Work Experience). Such employed participants (regardless of the number of hours worked) are assigned to activities, as appropriate, for a certain number of hours. If an employed participant is assigned to Work Experience or Self -Initiated Work Experience, those hours assigned for Work Experience or Self -Initiated Work Experience shall not exceed the result of the benefit calculation and the total hours in employment and these components shall not exceed 120 hours per month. The calculation used to determine the required hours of participation is the household allotment of food stamps, divided by the state minimum wage, divided by the number of FSET participants in the household. If an employed participant is assigned to education/training, the total hours assigned in this component plus those in employment must be a minimum of 80 hours per month and shall not exceed 120 hours per month. FSET staff will obtain verification of component participation as well as employment verification to ensure that the participant is engaged in an appropriate number of hours in FSET components. This on -going verification is not used to identify time limited months. 5. SEQUENCING OF COMPONENTS: Florida emphasizes a "work first" approach to the FSET Program. Upon entry into the program, the participant and the RWB service provider assess the individual's strengths and employment goals. Based on the assessment results, the RWBs' service providers have the flexibility to decide the sequence or flow of the individual's activities. The Work Experience (WE) and Self -Initiated Work Experience (SIWE) components are the first components offered to FSET Program participants. Training and Education will be offered as needed. 6. OTHER EMPLOYMENT PROGRAMS: Temporary Cash Assistance (TCA) is Florida's Temporary Assistance to Needy Families (TANF) Program, which provides cash assistance to eligible families. While there is no direct sharing of activities between FSET and TCA programs, the RWBs provide services for both programs through One -Stop Career system. Both programs are part of the same administrative structure and share resources, including the management information system. Rev. 09/14/06 5 7. WORKFORCE DEVELOPMENT SYSTEM: All FSET Program activities are administered by the AWI through the RWBs/ One -Stop Career system. Components are delivered through a network of contracted public and private providers. 8. OUTCOME DATA: Florida collects programmatic outcome data as required by the FNS 583 report, in addition to data included in performance measures for which outcomes are reported. Rev. 09/14/06 6 B. PROGRAM COMPONENTS Component Summary a. Name of Component: Work Experience (1) Description of Component: This is a work component in which ABAWDs perform work in a public service capacity as a condition of eligibility. In lieu of wages, work experience participants receive compensation in the form of their household's monthly food stamp allotment. The primary goal of work experience is to improve employability and encourage individuals to move into regular employment while returning something of value to the community. Work Experience assignments must provide the same benefits and working conditions provided to regular employees performing comparable work for comparable hours. The Work Experience Component consists of the three following activities: • Upfront Job Search/Work Experience (WE) Self Initiated Work Experience (SIWE) • Work Experience • Work Experience combined with Job Search (JS)/Job Search Training (JST) Work Experience sites are developed by the RWB service providers. Work site agreements and job descriptions are developed with community based organizations. The calculation used to determine the required hours of Work Experience participation is the household allotment of food stamps, divided by the state minimum wage, divided by the number of FSET participants in the household. Work Experience will be used in the management information system to identify individuals assigned to this activity. During the first 30 days after referral from the DCF, participants may be assigned to job search after orientation and assessment as long as the participant is being referred to WE/SIWE at the end of the 30-day period. Upfront Job Search/WE-SIWE will be used in the management information system to identify participants assigned to this activity. The participant will be assigned to WE or SIWE and the management information system will be updated to reflect the new assignment when this activity ends. NOTE: The hours assigned to Upfront Job Search/WE-SIWE should not exceed the benefit calculation. After the first 30 days, Job Search and Job Search Training can be included in this activity, but must comprise less than half of the required Work Experience hours for the month. Work Experience combined with JS/JST will be used in the management information system to identify individuals assigned to this activity. Rev. 09/14/06 7 (2) Type of Component: A work component. (3) Geographic areas covered: Each workforce board will determine at the local level and will document in their local plan, whether this component will be made available in their area. (4) Anticipated number of ABAWDs who will begin the activity: 3,766. (5) Anticipated number of non-ABAWDs who will enter the activity: 0. (6) Anticipated number of volunteer participants who will enter the activity: 6. (7) Level of participant effort: Each participant's required hours of participation will be determined by the calculation in (1) above. (8) Organizational responsibilities: The DCF refers all mandatory ABAWDs to the FSET Program. Regional Workforce Board service providers direct participants to the appropriate components. FSET Program staff will track the hours of attendance, maintain documentation and report on participant activities. (9) Estimated participant cost of reimbursement for transportation and other expenses except dependent care: $426,057 (Table 4). (10) Estimated participant cost of reimbursement for dependent care: $0. (11) Annual cost of the activity not including reimbursements: $5,558,775 (12) Cost of the activity per placement not including reimbursements: $1,139. (13) Total cost of activity: $5,984,832 (Table 4). Rev. 09/14/06 8 b. Name of Component: Self -Initiated Work Experience. (1) Description of Component: This is a work activity, comparable to regular Work Experience, designed to assist ABAWDs in fulfilling their work requirement. In self -initiated programs, ABAWDs find their own work experience job assignments. FSET Program staff have the option to allow participants to find their own community work experience position, however, this option is used only if an appropriate work site assignment cannot be located for the participant from existing work sites. The required number of hours in this activity mirrors the calculation for Work Experience. The Self -Initiated Work Experience Component consists of the three following activities: • Upfront Job Search/WE-SIWE • Self -Initiated Work Experience • Self -Initiated Work Experience combined with JS/JST The RWB service providers are responsible for developing work site agreements and job descriptions with the community based organizations once the participant obtains a work site. The calculation used to determine the required hours of Self -Initiated Work Experience participation is the household allotment of food stamps, divided by the state minimum wage, divided by the number of FSET participants in the household. Self -Initiated Work Experience will be used in the management information system to identify individuals assigned to this activity. (2) During the first 30 days after referral from the DCF, participants may be assigned to job search after orientation and assessment as long as the participant is being referred to WE/SIWE at the end of the 30-day period. Upfront Job Search/WE-SIWE will be used in the management information system to identify participants assigned to this activity. The participant will be assigned to WE or SIWE and the management information system will be updated to reflect the new assignment when this activity ends. NOTE: The hours assigned to Upfront Job Search/WE-SIWE should not exceed the benefit calculation. After the first 30 days, Job Search and Job Search Training can be included in this activity, but must comprise less than half of the required Self -Initiated Work Experience hours for the month. Self -Initiated Work Experience combined with JS/JST will be used in the management information system to identify individuals assigned to this activity. Rev. 09/14/06 9 (3) Type of Component: A work component. (3) Geographic Areas Covered: Each workforce board will determine at the local level and will document in their local plan, whether this component will be made available in their area. (4) Anticipated number of mandatory participants who will begin the component: 1,036. (5) Anticipated number of Non-ABAWDs who will begin the activity: 0. (6) Anticipated number of volunteer participants who will enter the component: 1. (7) Level of participant effort: Each participant's required hours of participation will be determined by the calculation in (1) above. (8) Organizational responsibilities: The DCF refers all mandatory ABAWDs to the FSET Program. Regional Workforce Board service providers direct participants to the appropriate components. FSET Program staff will track the hours of attendance, maintain documentation and report on participant activities. (9) Estimated participant cost of reimbursement for transportation and other expenses except dependent care: $116,230 (Table 4). (10) Estimated participant cost of reimbursement for dependent care: $0. (11) Annual cost of the activity not including reimbursements: $1,516,450 (12) Cost of the activity per placement not including reimbursements: $1,138 (13) Total cost of activity: $1,632,680 (Table 4). c. Name of Component: Education and Training. (1) Description of Component: This component provides educational or training programs or activities to improve basic skills or otherwise improve employability. The individual must participate a total of 80 hours a month in order to meet ABAWD requirements. Educational expenses will not be paid for training that is normally available to the public at no cost, will not be in excess of what the general public pays, and will be necessary and reasonable. Rev. 09/14/06 10 Florida has opted to combine all education and training activities into this component. The activities in this component include: • Education/training Allowable education and training programs may include, but are not limited to the following: ■ Adult Basic Education (ABE), ■ Remedial education, ■ High school completion or General Education Development (GED), ■ Post secondary education, ■ Vocational training, ■ English for Speakers of Other Languages (ESOL), and • Education/training combined with JS/JST • Workforce Investment Act (WIA) Program • Trade Adjustment Assistance (TAA) Program NOTE: If training is not currently available, the participant may be placed at a Work Experience site for the required number of hours based on the calculation referenced earlier. (2) Type of Component: A non -work component (3) Geographic Areas Covered: Each workforce board will determine at the local level and will document in their local plan, whether this component will be made available in their area. (4) Anticipated number of mandatory participants who will begin the activity: 457. (5) Anticipated number of Non-ABAWDs who will begin the activity: 0 (6) Anticipated number of volunteer participants who will enter the activity: 2. (7) Level of participant effort: The individual must participate for a minimum of 80 hours per month and a maximum of 120 hours per month based on the assessment results. (8) Organizational responsibilities: The DCF refers all mandatory ABAWDs to the FSET Program. Regional Workforce Board service providers direct participants to the appropriate components. The FSET Program staff will refer participants to appropriate schools or colleges and will follow-up to determine if the participant is enrolled. The school or college will assist the participant to obtain financial aid, arrange classroom training, and determine classroom training and curriculum. FSET Program staff will track the hours of attendance, maintain documentation and report on participant activities. Rev. 09/14/06 11 (9) Estimated participant cost of reimbursement for transportation and other expenses except dependent care: $49,213 (Table 4). (10) Estimated participant cost of reimbursement for dependent care: $0. (11) Annual cost of the activity not including reimbursements: $642,081 (12) Cost of the activity per placement not including reimbursements: $1,142 (13) Total cost of activity: $691,294 (Table 4). Rev. 09/14/06 12 PART II PROGRAM PARTICIPATION AND EXEMPTIONS A. Work Participant Population 1. Number of Work Participants: a. The number of participants expected to be in Florida as of October 1, 2006 is 195,933 b. The anticipated number of new participants to be added between November 1, 2006 and September 30, 2007 is 270,851 c. The total number of participants anticipated in Florida between October 1, 2006 and September 30, 2007 is 466,784. To estimate the number of participants expected to be in Florida between October 1, 2006 and September 30, 2007, the actual number of participants on the FLORIDA System between July 1, 2005 and June 30, 2006 was used as a projection. 2. Unduplicated Work Participant Count: The estimated number of participants is based on an unduplicated count of individuals. See Part V paragraph B. 3. Characteristics of Work Participants Historical component participation data is extracted from the AWI management information system to identify future activities and components. B. Exemption Policy The DCF staff will determine all exemptions. The participant or the RWB service providers may provide documentation as appropriate. The DCF will assist in obtaining documentation for the participant if necessary. Determination of good cause for failure to participate will be solely the responsibility of the DCF, but may be partially or wholly based on information provided from the FSET Program staff or other sources. Exemption Criteria Justifications. a. Categorical Exemptions: None b. Individual/Personal Exemptions Applying to Work Registrants. Individual exemptions include, but are not limited to: ♦ Receives or has applied for unemployment compensation; ♦ A parent or other household member who is responsible for the care of a dependent child under 6; ♦ A person younger than 16 years of age; or a person 60 years of age or older (50 years for ABAWDs); ♦ A person subject to and complying with Temporary Cash Assistance work requirements; Rev. 09/14/06 13 ♦ Physically or mentally unable to work; ♦ Responsible for an incapacitated individual; ♦ Student enrolled at least half time in any recognized school, training program, or institution of higher education; ♦ Drug and/or alcohol treatment program participant; ♦ Complying with Refugee Assistance Program work requirements; ♦ Working a minimum of 30 hours per week or receiving earnings equal to or greater than the federal minimum wage times 30 hours. c. ABAWD Exceptions to Time Limits: ♦ A person under age 18 or a person 50 years of age or older; ♦ Determined to be medically certified as physically or mentally unfit for employment. An individual is medically certified as physically or mentally unfit for employment if he or she: o Is receiving temporary or permanent disability benefits issued by governmental or private sources; o Is obviously mentally or physically unfit for employment as determined by the DCF. Individuals are obviously unable to participate due to a physical or mental incapacity only if the physical or mental impairment(s) are of such severity that the individual is not only unable to do their previous work but cannot, considering education and work experience, engage in any other kind of substantial gainful work which exists in the national/state/local economy. o If the unfitness is not obvious, it must be verified with a written or verbal statement from a physician, physician's assistant, nurse, nurse practitioner, designated representative of the physician's office, a licensed or certified psychologist, a social worker, or other medical personnel indicating the individual is physically or mentally unfit for employment. ♦ Is a parent (natural, adoptive, or step) of a household member under age 18, even if the household member who is under 18 is not himself eligible for food stamps; ♦ Is residing in a household where a household member is under age 18, even if the household member who is under 18 is not himself eligible for food stamps; ♦ Is pregnant; ♦ Is responsible for the care of an incapacitated person; ♦ Is receiving unemployment compensation or has applied for, but is not yet receiving unemployment compensation, if that person is complying with work requirements that are part of the Federal -State unemployment compensation application process; ♦ Is a regular participant in a drug addiction or alcoholic treatment and rehabilitation program; Rev. 09/14/06 14 ♦ Is an employed or self-employed person working a minimum of 30 hours weekly or earning weekly wages at least equal to the Federal minimum wage multiplied by 30 hours; or ♦ Is a student enrolled at least half-time in any recognized school, training program, or institution of higher education. Only the DCF will have the authority to grant individual exemptions. All individuals claiming exemptions during participation in the program will be referred back to the DCF by the RWB service providers for the exemption determination. The individual's exemption status will be reviewed at each re -certification or upon receipt of information affecting this status. d. Individual/Personal Deferrals Individual/Personal deferrals include circumstances beyond the participant's control, such as, but not limited to: ♦ Lack of transportation; ♦ Illness; ♦ Illness of another household member requiring the presence of the participant; ♦ A household emergency; ♦ Lack of adequate child care for children who have reached age six but are under age 12; ♦ Pregnancy with illness that affects the individual's ability to participate. e. FSET Good Cause Reasons FSET participants may be excused from program participation by the RWB service provider for a period up to 90 days for the following good cause reasons: ♦ Household emergency; ♦ Medical incapacity (less than 90 days); ♦ Medical incapacity of a household member; ♦ Pregnancy; ♦ Lack of childcare; ♦ Lack of transportation; and ♦ Circumstances beyond the individual's control. C. Number of Participants Exempt from the Employment and Training Program: See Table 1 for FFY 2007, Estimated Participant Levels. D. Planned Employment and Training Program Participation: See Table 2, Estimated Employment and Training Placement Levels. Rev. 09/14/06 15 E. ABAWD Information: See Table 1 for the estimated number of ABAWDs expected to be in the state during the fiscal year, the number of ABAWDs expected to be in waived areas of the state during the fiscal year, and the number ABAWDs included in the state agency's 15 percent ABAWD exemption allowance. See Table 2 for the estimated number of ABAWDs to be placed into Workfare (Work Experience, Self -Initiated Work Experience) and Education/Training activities. Rev. 09/14/06 16 PART III PROGRAM COORDINATION A. Program Coordination 1. Narrative Coordination Statement. The following functions are the responsibility of the DCF: all eligibility determination related functions (including intake and application, work registration, certification, re -certification, determination of good cause, and sanctioning resulting from non-compliance with FSET Program requirements). Supervision and implementation occurs at the DCF district/zone level, according to policy and procedures developed and established by the ACCESS Florida Program Office at the DCF headquarters. The AWI is responsible for state level oversight of the FSET program activities, including providing technical assistance, training and policy direction, to AWI and RWB staff, program reporting, and monitoring compliance with component requirements. The two agencies will jointly participate in federal audits and reviews and coordinate any required corrective actions or responses to the audit/reviews. The FSET Program Interagency Agreement is written by staff from the DCF and the AWI and contains language to ensure that collaboration occurs in the operation of the FSET Program. The AWI has established FSET Program performance indicators to ensure program quality and effectiveness. 2. Information Coordination. FSET staff at the local and state level meet with staff of the DCF on a regular basis to share information and coordinate program procedures. Federal reports are prepared jointly by staff from both agencies at the state level. Additionally, information exchange relating to eligibility occurs between the AWI, RWB/Service Provider staff and the DCF in accordance with procedures described in the FSET Program Interagency Agreement. The AWI and the DCF management information systems have a long history of sharing information for the FSET and other programs. FSET mandatory registrants are referred electronically to the AWI through an interface. When participants are engaged in activities by the FSET Program, information continues to be transmitted through the interface, including information about employment and non-compliance. Based on information received through the electronic interface, the DCF staff takes appropriate action for each case. The conciliation, good cause, and sanctioning procedures are described below. Rev. 09/14/06 17 Mandatory FSET Program registrants who fail or refuse to comply with program requirements are subject to sanctioning. Failure to Participate: Failure or refusal to comply occurs when an individual states verbally or in writing that he/she will not comply, or when the mandatory registrant's inaction indicates failure or refusal to comply with FSET Program requirements. Conciliation: The conciliation process allows the FSET career manager and the registrant an opportunity to discuss reasons for the failure to comply, determine if good cause for non-compliance exists, and resolve disputes involving participation in program activities. The conciliation process begins when a registrant fails to comply with program requirements or when the FSET career manager learns of the failure. During the conciliation period, the individual is afforded ten calendar days to contact the program staff. If the registrant refuses to comply prior to the end of the ten calendar days, the conciliation period ends and a sanction is requested. If the registrant complies or provides good cause prior to the end of the ten calendar day period, the conciliation process ends and program participation resumes. If there is a subsequent failure, the conciliation process begins again. Document Efforts: The FSET career manager must document efforts to contact the participant in the AWI management information system. Good Cause: "Good cause" is defined as circumstances beyond a registrant's control that prevent participation in assigned FSET activities. When a registrant is unable to participate, fails to participate, or refuses to comply with FSET requirements, the FSET career manager must make a preliminary effort to determine if good cause exists prior to notifying the DCF of the registrant's failure to comply with FSET Program requirements. The examples of good cause addressed in section II, part B (e) will be communicated verbally and in writing to participants by FSET staff during Orientation. When it has been determined that good cause no longer exists, the registrant must be required to begin participation in appropriate FSET activities. Any documentation that supports the determination of good cause must be retained in the case file. Sanctions: Upon determining non-compliance without good cause, a sanction is requested by the FSET Program staff. A sanction request may result in the reduction or termination of food stamp benefits. The sanction process is described below. A. FSET Sanction Request: Upon determining non-compliance (i.e. failure to respond to the notice of failure to participate, or refusal to comply) the Rev. 09/14/06 18 FSET career manager will notify the DCF of the registrant's failure to comply with program requirements by requesting a sanction in the AWI management information system. Upon receiving notification of the participant's failure to comply with FSET requirements, the DCF will initiate sanction procedures. If good cause can be established, the sanction will not be imposed by the DCF and the participant should be re -assigned to FSET activities. B. Notice of Adverse Action and Sanction: If good cause is not established and the mandatory individual is not willing to participate in FSET activities, the DCF will send a Notice of Adverse Action and Sanction, notifying the individual that the failure to comply with FSET requirements without good cause will result in sanctions being applied to the food stamp allotment. DCF Responsibility: The DCF is required to take action to reduce the food stamp allotment beginning with the first full month following the ten- day Notice of Adverse Action and Sanction. FSET Career Manager Responsibility: It is the FSET career manager's responsibility to make every attempt to: a. Provide an opportunity for conciliation to each participant when a failure has occurred; b. Follow correct and timely sanction procedures; c. Enter sanction information in the AWI management information system. The DCF will be notified by an overnight data exchange through the AWI management information system to the FLORIDA System. Removal of Sanction: If the food stamp benefits are terminated, the minimum penalty period must be served. When the minimum penalty period has been served, a participant may demonstrate compliance to have the sanction removed. If the individual contacts FSET staff, in person, by telephone, or in writing, indicating a desire to participate in a program activity, the registrant will be immediately scheduled in an activity. The FSET Program staff should notify the DCF when the individual has demonstrated compliance by ending the sanction request with "complied" on the AWI management information system and other notification based on local operating procedures. The sanction request record in the AWI management information system should be ended retroactive to the date the participant agreed to comply only after the participant has begun to demonstrate compliance, as long as this date is not during the minimum penalty period. Rev. 09/14/06 19 NOTE: If good cause is determined at any step in the sanctioning process the sanction is to be removed. The individual must be given another opportunity to comply with the FSET requirement. The sanction process that was initiated, but subsequently ended due to good cause, is not considered a sanction. Right to a Fair Hearing: A participant has a right to a fair hearing to resolve any complaint or disagreement about participation in the FSET Program. 3. Coordination Time Frames. Referrals to the FSET Program are processed nightly between the automated management information systems of the two agencies. Participants are referred by the DCF upon determining their mandatory status. As indicated in the previous section, notification of non-compliance is transmitted to the DCF at the end of the conciliation period, if appropriate. B. Interagency Coordination See Table 3 for details of Interagency Coordination. Coordination will occur at the RWB local level and at the state agency level. C. Contractual Arrangements The AWI does not provide any direct E&T services. All E&T services as well as other workforce programs are delivered through the RWBs via contracts with various entities for the delivery of direct services to customers and program participants. Program monitoring: The RWBs are responsible for performing compliance monitoring at the local level. State level program compliance monitoring of the FSET Program is conducted annually for each service delivery area. The monitoring review consists of reviewing the methods for notification of program obligations, assignment to program activities and documentation of completion of program activities, issuance of the Food Stamp Reimbursements, and timely sanction requests. The monitoring reports provide an assessment of the local RWB and individual service providers' compliance with the FSET Program requirements. In the event the report includes significant negative findings, a Corrective Action Plan (CAP) is required of the RWB. Technical assistance is provided by the AWI to assist the RWB in their CAP process until all negative findings have been addressed to the satisfaction of the AWI. Copies of all state and regional monitoring reports, schedules, and corrective action plans are maintained at the AWI headquarters. A copy of the monitoring reports is provided to the DCF. Fiscal monitoring: Monitoring is provided by a contracted CPA firm under a fixed price contract agreement for all funds passed through to the local Regional Workforce Boards (RWBs), including FSET. The FSET grant funds its fair share Rev. 09/14/06 20 of the cost of this contract. This amount is determined by calculating the quarterly percentage of FSET RWB expenditures to the total RWB pass through expenditures. The portion of the fiscal monitoring contract funded by FSET is included in the "State Administrative Costs" section of table 4. Annual visits are performed on -site according to an established schedule using a monitoring tool developed by the AWI. The areas monitored include cost allocation plans, fiscal reporting, cash management, sub -recipient monitoring, and various compliance issues as required by federal OMB circulars and regulations. Each RWB must submit a corrective action plan addressing each finding in the monitoring report. Corrective actions must be approved by the AWI fiscal oversight staff and each action is reviewed at the next scheduled monitoring review. Copies of all reports are maintained at the AWI and are used to verify contract compliance and as part of subsequent monitoring reviews. Rev. 09/14/06 21 PART IV PROGRAMS COST AND FINANCIAL MANAGEMENT INFORMATION A. Planned Costs of the State Employment and Training Program 1. Operating Budget. See Table 4, Operating Budget. 2. Sources of Employment and Training funds. See Table 5, Planned Fiscal Year Costs of the State Employment and Training Program by Category of Funding. 3. Justification of Education Costs: In Florida educational costs are met through other existing education programs when they are available. If funds are not available through other programs, FSET (100 percent) funds may be used to pay the educational institution directly for costs associated with participation in this component. Funds cannot be used to pay the participant directly for costs incurred. B. Contracts - Interagency Agreement Arrangements Financial agreements to provide FSET services will be let and managed strictly according to State of Florida regulations. Copies of the actual documents are available for inspection at the Department of Children and Families, 1317 Winewood Boulevard, Building 1, Tallahassee, FL 32399-0700. 1. Name and Location of the Provider The Agency for Workforce Innovation Food Stamp Employment and Training Program Caldwell Building 107 East Madison Street MSC-229 Tallahassee, FL 32399-4133 2. Amount of the budget: $9,147,842 3. Financial Management Approach: Interagency Transfer. 4. Basis for Charging for Services: Total Program Costs. C. Participant Reimbursement $25 Reimbursements: (Table 4) Work Experience: $426,057 Self -Initiated Work Exp.: $116,230 Education/Training: $ 49,213 Total: $591,500 Rev. 09/14/06 22 Dependent Care Reimbursements Work Experience: $0 Self -Initiated Work Exp.: $0 Education/Training: $0 Total: $0 General revenue funds are available to use for the state's 50 percent matching funds. Participant expenses for transportation and costs other than dependent care, per participant per month, are reimbursed by AWI 50 percent federal cost sharing up to the actual cost of the participant expenses or the state agency maximum reimbursement rate, whichever is lowest. NOTE: If funds are available, 50/50 funds will be used to allow RWBs to hire temporary staff and/or to provide additional participant reimbursements to participants related to component participation. For example, if funds allow, participant expenses for transportation and costs other than dependent care will be reimbursed by the AWI using 50 percent federal cost sharing up to the actual cost of the participant expenses or the state agency maximum reimbursement rate as established by the state agency, whichever is lowest. These payments may be provided as reimbursement for expenses or in advance as payment for anticipated expenses in the coming month. Other reimbursements up to the established maximum reimbursement amount per month, per participant, will be processed and paid at the local level from funds passed through to the RWB for this purpose. Required documentation includes case notes (needed for reimbursement) and time/attendance sheets or other documentation for eligibility for reimbursed costs. Other information in the case file may include job search forms, receipts or other appropriate documentation of the expense or reason for advance payment for the coming month's anticipated expense, type of reimbursed costs and amount of the reimbursement. Funds passed through to the RWBs will be used to pay for fingerprinting, drug tests and background checks when needed for FSET Program participants who are engaged in the components described in Part I. 1. Method of Reimbursement Florida chooses to reimburse participants who participate in a FSET activity, or combination of FSET activities, $25 per month for allowable costs based on need. Reimbursements will be authorized by the RWB Service Provider and may include transportation or other costs such as, but not limited to, automobile gas, taxi or bus fare, tools, clothing and resume writing or printing. Rev. 09/14/06 23 2. Procedure for Reimbursement Florida reimburses participants for the expenses of transportation and component related expenses. The transportation and component related reimbursement requests are entered directly into the automated information system by way of the Food Stamp Reimbursement (FSR) Screen. Required documentation includes case notes (needed for reimbursement) and time/attendance sheets to document eligibility for reimbursed costs. D. Cost Allocation: State level: The AWI staff devoted full-time to Florida's FSET Program are direct charged. Costs of the staff who work on other program activities are allocated based on methodologies in the state's cost allocation plan. Computer charges, expenses to support statewide quality assurance, training and technical assistance, monitoring, indirect costs, and FSET participant reimbursement for transportation are maintained at the state level. These costs are developed prior to the state fiscal year and revenue from state appropriation and federal 50 percent match and 100 percent FSET funds are used to support these costs. Annual costs for the different categories of expenditures are as follows: One -Stop Program Office Costs* $684,685 Other AWI Administrative Costs* 347,663 Indirect 23,396 WFI Costs* 76,138 Computer Support Costs: OSM IS/Legacy 150,972 Geo Sol Job Bank 22,544 Contractual Services: Fiscal Monitoring Contract 7,031 FSET Transportation Costs $591,500 'Salaries and benefits for state level staff are included here. DCF state level costs are for FSET staff and related costs in the amount of $50, 000. Local level: The FSET service delivery and participant case management costs are incurred at the local RWBs through contracts with workforce service providers. The amount of funds available to each RWB is a determined based on several variables. 1. The amount of funds provided by the USDA; 2. The amount of holdback necessary to support systems, WFI activities, job bank costs, program operations and state level administration; Rev. 09/14/06 24 (a) These costs are developed prior to the state fiscal year and agreed upon each year by the State Workforce Board. The remaining dollars are distributed to the RWBs operating FSET Programs. 3. Counties required to participate in FSET based on the FINIS waiver response and 15 percent exemptions allowed; and 4. The number of annual ABAWDs by county. This will determine the workload in each FSET county. The amount of funds available to RWBs statewide is allocated to each FSET county based on its share of the workload. All the funds allocated to each FSET county are then added together by the RWB to arrive at the RWB Regional allocation. Each ABAWD statewide is considered equal for cost allocation purposes and there are no geographic or other differentials applied. See Table 4, under the Privatization Contracts category for the planned allocation to the RWBs. Rev. 09/14/06 25 PART V PROGRAM REPORTING AND MANAGEMENT INFORMATION A. Method for Obtaining Initial Count of Work Participants. The number of work participants on the first day of the fiscal year is based on data extracted from the Department of Children and Families automated information system, the FLORIDA System. The system records the number of new participants each month and is programmed to have the capability to identify the number of food stamp recipients that are currently work registered in a given month. B. Method for Ensuring an Unduplicated Work Participant Count. The FLORIDA System counts work participants only at initial program registration. The work participants are tracked by their social security number. The management information system used by the AWI receives referrals directly from the FLORIDA System. C. Methods for Meeting On -Going Federal Reporting Requirements. Florida has automated data collection information systems (DCF FLORIDA System and the AWI Management Information System) that provide information required on federal reports. Management Information System (MIS) Method a. Type of MIS Management information is provided by a combination of automated reports. b. Local reporting requirements 1) Will local agencies and service providers be required to submit regular reports? No, local agencies and service providers do not submit regular reports, but data is entered in the MIS system as noted in 2) and 3) below. 2) What information must local agencies and service providers report? FSET providers are required to, at a minimum, record the following program and participant related information in the AWI management information system. -Activities to which participants are assigned; -Participation in activities, including failure to participate; -Outcome of participation in activities; -Participant eligibility for the Food Stamp Reimbursement; -Participant entry into employment Rev. 09/14/06 26 3) How frequently must local agencies and service providers report? FSET providers must record the aforementioned information the MIS system as they occur and not later than the tenth day of each month for the previous month. 2. Organizational Responsibility for Employment and Training Reporting. a. Responsibility for Non -Financial Employment and Training Reporting in cooperation with Agency for Workforce Innovation: Department of Children and Families Office of ACCESS Florida Building 3, Room 412 1317 Winewood Boulevard Tallahassee, FL 32399-0700 Agency for Workforce Innovation One -Stop and Program Support 107 East Madison Street Caldwell Building Tallahassee, FL 32399-4134 b. Responsibility for Financial Employment and Training Reporting in cooperation with Agency for Workforce Innovation: Department of Children and Families Office of Revenue Management Building 1 1317 Winewood Boulevard Tallahassee, FL 32399-0700 Agency for Workforce Innovation One -Stop and Program Support 107 East Madison Street Caldwell Building Tallahassee, FL 32399-4134 Rev. 09/14/06 27 TABLES Rev. 09/14/06 28 TABLE 1 Estimated Participant Levels Fiscal Year 2007 A. Anticipated number of work registrants in the state during the fiscal year. 466,784 B. List planned exemption categories and the number of work registrants expected to be included in each during the fiscal year. 1. ABAWDs in LSA area 41,983 2. All FSET Mandatory Non-ABAWDs 329,445 TOTAL EXEMPTIONS 371,428 C. Percent of all work registrants exempt from FSET (B/A) 79.6% D. Number of FSET mandatory participants (A—B) 95,356 E. Anticipated number of ABAWDs in the state during the fiscal year. 137,339 F. Anticipated number of ABAWDs in waived areas of the state during the fiscal year 41,983 G. Anticipated number of ABAWDs to be exempted under the state's 15 percent ABAWD exemption allowance during the fiscal year 35,676 H. 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II. Subject Customized Training III. Purpose The purpose of the Customized Training Policy is to provide all SFW stakeholders with parameters regarding the use of training funds through Customized Training Agreements. IV. Background Customized Training is a vehicle through which SFW can expend training dollars from various funding streams. This policy does not address the unique performance and compliance requirements of these funding streams. V. Definition Customized Training' means training that: 1. Is designed to meet the special requirements of an Employer, including a group of Employers; 2. Is conducted with a commitment by the Employer to employ an individual or retain employees upon successful completion of the training; and, 3. For which the Employer pays for not less than 50 percent of the cost of the training. VI. Priority of Service In order to allow both large and small employers to have access to the training funds, the recommended starting division of funds from the training pool will be 60% for training of 25 or more employees and 40% for 24 employees or less. Through monitoring of the utilization of funds in the pool changes in the funding priority may be taken back to the Board for re - prioritization, if needed. Within these funding parameters the SFW, during the application process, will give priority to those employers that: 1 FEDERAL: Public Law 105-220, WIA 1998, Sec. 101 (8); 20 CFR 663.715 D.7.Customized Training Policy. Page 1 of 6 1. Request funding in occupations and industries that have been prioritized through the Economic Development and Industry Sector Committee and approved by the full Board. 2. Request to upgrade skills of employees in the region's targeted occupations (refer to Targeted Occupation List), and/or in an occupation that is vital to the economic viability of the community. 3. In their grant proposal demonstrate a significant upgrade in employee skills that will therefore lead to their employees retaining self-sufficient employment or obtaining self-sufficiency as applicable. 4. Provide training at a cost that is reasonable. VII. Eligibility A. Employers Employers that meet the following criteria may, depending on funding availability, deliver CUSTOMIZED TRAINING through an executed CUSTOMIZED TRAINING Agreement with an approved SFW provider. 1. Financial viability; 2. Temporary employment agencies, employment agencies, or employee leasing agencies may not serve as the Employer of record for purposes of providing CUSTOMIZED TRAINING.2 3. Must be located within Region 23 (Miami -Dade and Monroe Counties) and fully licensed to conduct business in Miami -Dade and/or Monroe County, and has operated continuously for at least one year in Miami -Dade and/or Monroe Counties. 4. The employer is a commercial or industrial enterprise that employs personnel and has capital. 5. The employer located within Region 23 can receive Customized Training funds to train all its employees. (Including employees that live outside of Region 23). B. Job Seekers Job seekers that meet the following criteria may, depending on funding availability, receive Customized Training through an executed Customized Training Agreement between an eligible Employer and an SFW funded service provider. 1. Eligibility requirements for a SFW funded program, such as WIA Youth, WIA Adults, WIA Dislocated, TANF, Refugee, etc.; 2. After an interview, evaluation, and assessment have been determined not to be fully skilled in the chosen occupation3, in need of Training Services, and have the skills and qualifications to successfully complete the Customized Training; 2 LOCAL: Although allowed by 20 CFR 627.240 (k)(2), the SFWB chooses to restrict this option. 3 FEDERAL: 20 .240 (b)(4)(i) D.7.Customized Training Policy. Page 2 of 6 3. Select a program of training that is directly linked to the employment opportunities in the local area; and, 4. Unable to obtain grant assistance from other sources to pay the cost of training, or require SFW assistance in addition to other sources of assistance, including but not limited to scholarships, Employer reimbursement programs, Federal Pell Grants, etc. C. Employed Workers Employed workers that meet the following criteria may, depending on funding availability, receive Customized Training through an executed Customized Training Agreement between an eligible Employer and an SFW funded service provider. 1. Not earning a self-sufficient wage .4 2. Eligibility requirements for a SFW funded program, such as WIA Youth, WIA Adults, WIA Dislocated, TANF, Refugee, etc.; 3. Customized Training relates to the introduction of new technologies, introduction to new production or service procedures, upgrading to new jobs that require additional skills or workplace literacy; and 4. Customized Training Agreement documents a plan for job retention or wage progression at the end of the contracted training period. Vill. Expected Outcomes The training must result in a documented upgrade of skills such as: A. Job Seekers (Unemployed) 1. Should obtain full-time, unsubsidized employment, preferably with the contracted Employer, at a wage equal to or higher than the wage paid to equivalent personnel, and 2. Earn a credential. (AWI Guidance — Dec. 271n) B. Employed Workers 1. Employed workers should continue employment, preferably with the contracted Employers, at a wage equal to or higher than the Customized Training wage; and 2. Earn a credential. (AWI Guidance — Dec. 27th) e LOCAL: The precise definition of self-sufficiency is defined by the SFW Self -Sufficiency Standard 5 FEDERAL: 20 CFR 627.240 (a)(2) D.7.Customized Training Policy. Page 3 of 6 IX. Conditions A. General 1. Customized Training for an employed worker is a training activity only. 2. Customized Training for Unemployed Job Seekers is a training activity, which results in placement into unsubsidized employment after completion of training. 3. Eligible Employers must use the standard Customized Training Agreement provided by SFW. 4. Attainment of competencies must be documented. 5. Customized Training may be sequenced with, or accompanied by, other types of training such as remedial education, basic skills training or occupational skills training.6 6. In order to meet the needs of the Employers, some aspects of the customized training Agreements have to be negotiated and these may include but are not limited to: a. Percent of Reimbursement b. Frequency of Payment Timeframe for achievement of credentials C. Quality Assurance Process 7. Significant changes to an approved Customized Training Agreement would require reevaluation of the agreement. B. Duration 1. Customized Training is limited in duration. 2. Customized Training duration may not exceed 1,040 hours over six (6) consecutive calendar months without prior written approval from SFW. C. Compensation 1 2 3 Eligible Service Providers, who have a funding allocation for training, may not execute Customized Training Agreements without prior written SFW approval.' The SFW Executive Director has the final authority to approve Customized Trainina. Payments to an Employer under a Customized Training Agreement shall not exceed fifty (50) percent of the total eligible training costs, $ as defined in the Agreement budget. E. Limitations 6 FEDERAL: 20 CFR 627.240 (a)(3) LOCAL: 4PY-2005-01 Rev. D 8 FEDERAL: 20 CFR 627.240 (c)(2)(i) D.7.Customized Training Policy. Page 4 of 6 1. An SFW funded Service Provider may enter into a Customized Training Agreement with another branch or department of the Service Provider, if the other branch or department is not funded by the SFW. 2. Individuals trained under customized training will not be eligible for additional customized training with the same employer until two years after the date of the customized training completion. 3. Employers utilizing customized training will only be eligible for additional customized training after one year from the date of their last employee completing customized training. Exceptions may be approved by SFW on a case by case basis. F. Prohibitions 1. Customized Training activities may not commence prior to a fully approved Agreement and all the eligibilities required have been met. 2. Customized Training Agreement budgets may not be based on overtime, shift differential, premium pay, piece work, and other non - regular wages paid by the Employer to Trainees.9 3. Agreements shall not be entered into with Employers who have exhibited a pattern of failing to provide Customized Training Trainees with continued long-term employment. 4. Customized Training Agreements may not be used to train individuals in occupations where the work is performed at home. 5. Trainees in Customized Training shall not be employed in the construction, operation, or maintenance of any facility that is used for sectarian instruction or as a place of worship.10 G. Non -Reimbursable Costs Non -reimbursable Costs include 1. Trainee wages (may be used as in -kind) 2. Purchase of capital equipment 3. Purchase of any item or services that may possibly be used outside of the training project 4. Travel expenses of trainers or trainees 5. Assessment and testing 6. Certification fees are not reimbursable if the certification occurs after 30 days of the employee's completion of training or after the funding program year ends. X. Application Submission The CUSTOMIZED TRAINING is open to all employers in Miami -Dade and Monroe counties that meet the eligibility criteria outlined in Section VI above. Applications must be 9 FEDERAL: 20 CFR 627.240 (c)(2)(iii) 10 FEDERAL: Public Law 105-220, WIA 1998, Sec. 188 (a) (3); 29 CFR 37.6 (f) D.7.Customized Training Policy. Page 5 of 6 submitted to SFW as outlined in SFW EWTP procedures, utilizing the application forms provided. XI. Application Review 0 EThe SFW Executive Director will have the authority to approve applications requesting funding for less than $50 000. C. Applications requesting funding of $50,001 or more will be included in the next SFWIB or appropriate committee meeting agenda for action. XII. Project Completion A. All CUSTOMIZED TRAINING projects shall be performance based with specific measurable performance outcomes, including the completion of the training project and the number of employees trained. B. Final payment for employers receiving CUSTOMIZED TRAINING funds will be withheld until the final report is submitted and all performance criteria specified in the grant have been achieved. All final reports and invoices are due to SFW no later than fifteen (15) business days after the completion of the project. All invoices received after the closeout dates are subject to disallowance. C. Employers must provide sufficient documentation in order to calculate the performance measures required by SFW. XIII. Project Outcomes Training must result in the attainment of a credential by the employee, as established during the contract negotiations, retention for a minimum of six (6) months (or negotiated period) in the self-sufficient employment of individual employees who have obtained a new skill set in new technologies, or new production or service procedures, and/or must lead to a promotion and/or an increase in wages earned. XIV. Application Denial If the application is not approved, the appropriate SFW staff will notify the employer in writing. All applicants denied funding can appeal the decision to the SFWIB in accordance with SFWIB appeal process. D.7.Customized Training Policy. Page 6 of 6 CUSTOMIZED TRAINING PROCEDURES OVERVIEW Similar to traditional occupational skills training, in Customized Training, the participant attends classroom training at an approved facility. Customized Training differs in that the employer directly requests the training on behalf of prospective or existing employees. Upon successful completion of this type of trainin e expectation is full- time employment for the trainees, preferably at a higher wage In order to compensate the employer for the extraord partners enter into a legal agreement: the service pi employer. The agreement details the occupationa the participant the credential the participant earn reimbursement due to the employer for allowa trainin Numerous funding streams (WIA Adult, WIA Dis e used to fund Customized Training. Service part agreement must follow all eligibili reporting, file requirements of SFW and the funding paying for As with traditional occupational training, to serve both unemployed and employe already possess the s e positic the type of trainin ually ided t( Customized Trai ay be quen training, such as re me du ba The p Custoi Sery underlined td such docume OFFIC -1 the of the training, three ianticipant, and the er will provide to :h ining, and the F, Refuge etc.) can be a Customized Training lance, and documentary rs m use Customized Training r case, participants must not ;t r ire training above and beyond loyees. One should also note that )r accompanied by, other types of ining, or occupational skills training. line the jor steps in executing and implementing a n nd provide answers to frequently asked questions. ,e ficial SFW Customized Training documents, nple nt Customized Training. These documents can be Perlin s found throughout the procedures. Hyperlinks are n the named document when clicked. A complete list of iled below. SFW CUSTOMIZED TRAINING DOCUMENTS 1. Customize Trainina Polic) 2. EWT Policy 3. EWT Agreement 4. Grievance Policy 5. Self -Sufficiency Standard 6. Team Rating Document CUSTOMIZED TRAINING ... STEP BY STEP Every Customized Training opportunity is unique. For this reason, it is possible for the sequence of some steps to change slightly, from one opportunity to the next. This is particularly true in steps 1-7, but less likely in steps 8-25. The steps that follow assume that the SFW service partner has already identified both the employer and the likely trainee. 1. PA 3. CUSTOMIZED TRAINING COORDINATOR Before beginning the process of executing a o d Training agreement, we strongly recommend that the service pr er as a single individual to coordinate the entire process, regard o who im ents a particular step in the process. This improves a unta ility and co ication during the process. OCCUPATION I he -.. - rate, title, • -• • training MT.-OK.1 ®BEM®EMEME EMMEN complete list of the requi MENEM 11 MI ® ® NEM ME ME MEN M. 11 ® ®®®®® 1111 on's information (eg. wage rc ntage, etc.). For a Customized Training partn must det i e if the occupation meets SFW ds he individ s employment plan. This includes any unding stream to be utilized. upati information, the service partner must determine if e "Available to Spend") is available to fund the training. ra g is funded from the same allocation of training dollars in e partners use to fund occupational skills training through olarships (ITAs). Or if funding permits, the SFWIB could have ing for customize training. SFW Application Process and Review • The employer must submit an original signed application plus one copy to the Career Center Contractor or SFW, as applicable. Applications received will be reviewed utilizing the following process: • Career Centers will make one copy for the file, and forward the original application plus one copy to SFW. • Career Center will complete Team Rating Sheet and Submit with application to the Manager of Adult Programs • The original application and one copy will be date stamped and signed by the staff receiving the application. • The original application will be kept in a SFW file and a copy forwarded to the SFW Executive Director. • One copy will be forwarded to the Manager of Ad rams The Manager of Adult Programs will review the documentation mit kthe employer and verify that the employer has met all the co iti s ased in the EWTP policy. • The review team will score each ap n usin00,�tEWTP rah orksheet, which takes into consideration the "prior seas outlinedA the EWTP policy. If the application is for less th and approve or deny the requ • If the SFW Executive Director ap forwarded to the er and t 5. case manac arrangeme 40 management The se through whether ?te must ensur funds. Director will review Pon, a written approval will be provider staff. The authorized employer and will make 1 and the provision of case T ``°°' ore, the above procedure will be followed. will make a recommendation to the SFWIB to od on the review, scoring of the application, and availability. e ner must determine if the individual is eligible for training vailable SFW funding stream; and make sure to consider individual is unemployed or employed. Then the service partner that the individual's eligibility matches the available training WIA Funding Only If the individual is employed and WIA funds are financing the Customized Training, then either the individual's income must fall below the SFW Self - Sufficiency Standard for employed workers, or the employer must state that the training is necessary for the individual to retain self-sufficient employment. 91 7. EJ This is in addition to the required eligibility process for unemployed individuals, all of which applies to the employed individual. TRAINEE REFERRAL If the service partner will refer multiple individuals to the employer at the same time, the service partner should provide the employer with a Trainee Referral Form for each individual. Whether referring multiple individuals or only one, the service partner must also provide the emplone copy of the Customized Training Policy and one copy ofstomized Training Agreement with all of the attachments. Thener must obtain a signed copy of the Trainee Referral ForOeCroceeding with the agreement, for multiple referrals, but may si ly foll with a telephone call if referring only one individual. EMPLOYER ELIGIBILITY The service partner must determine if t oye? meets SF�/ eligibility as stated in the Customize Training Policy an aining the required supporting documentation. These do ents must be ained in the Employer File. The checklist and supports mentation updated once every program year. AGREEMENT In prepar .�..,.n for si tures the ice partner should fill-in the Customized Trainin ment. his docum cludes the Budget Training Outline and CredentI U Budget a service partner must ensure that the E is c in minimum 50% match required under Wh rains EW1 Total Maxi" ��m Reimbursement surpasses the maximum allowed by the Cu ed Tra nq Policy then the service partner must obtain written SFW appro r t ustomized Training. An e-mail, fax, or letter via post from the Ma of Adult Programs or Manager of Employer Services, is sufficient. 10. INDIVIDUAL ENROLLMENT Register and enroll the job seeker in the appropriate program. Follow all required procedures and requirements for that program (i.e. eligibility, supporting documentation, electronic data entry, file creation, etc.) 11. EMPLOYED WORKER ENROLLMENT Eligibility may be determined either at the worksite or the Career Center(s) dependent upon the employer's preference and coordinated by the assigned Employer Consultant. When servinq emolovers, all efforts should be made by the Career Center em to ees receivinq services. The focus of servinq Wftyed workers should be the employer. The service provider will: Complete the application and as applicable for the fund program procedures, the d cL • Valid Florida identification a acceptable • 1-9 documentati applicant is eligibl • Proof of selective • Ae ping WIA f om the e uNS1,11 �v�u ®Sr®. NONE No - ®N�E ®1No - • ®®® ®ME _; 11 • �4 H in required eligibi sam tiIized, folio, ation t include: of valid mentation dtablished ial security card, or other establishing that the or males only). he trai eligibility information can be er utili ng the WIA EWT Application. I din7en nance Department will create a budget in itify (nds specifically for the approved training rvice create an individual voucher based upon t perthe agreement. The voucher will be kept in pur case of Employed Workers the individual n equire the trainee signature if the employer is the primary NROLLMENT The service partners must register the employer in the appropriate system(s) and record services provided. 14. TRAINING The individual begins training and working with the employer. Training may not commence prior to the execution of the Customized Training agreement. In the case of employed workers, program eligibility must be determined prior to any commencement of training. 15. EMPLOYER DOCUMENTATION The employer must document the participant's attendance and earned credentials during the Customized Training. The instructor shall give the employer the credential certificate upon the trainee's completion of training, so that service partner monitoring can document the ee's progress. The service partner must visit the Customized Training to document the EMPLOYER INVOICE The employer must compile the attenda created during step 15 above. The emp based on these document d submit the partner for reimbursement. EMPLOYER REIMBURSEM during the notes. ts,�and credenrial certificates must then create an Invoice ftal documents to the service roc9ss, and reimburse allowable res paying (floating) the employer , until receipt of reimbursement from the ployer, the service partner must compile a ckag with the voucher(s), and submit it to SFW with an s of the credential(s) for the reimbursement paid to the participants that completed training. ER REIMBURSEMENT SFW shall receive, process, and reimburse allowable expenses to the service partner. 21. CREDENTIAL Assuming successful completion of the Customized Training, the service partner must place a copy of the credential in the participant's file and enter the information into the electronic system(s) required by the funding stream paying for the training. 22. PLACEMENT If the individual was unemployed upon commencement of training, the employer should retain the individual in permanent employment, and the service partner should enter a placement into the appropriate electronic system. 23. FOLLOW-UP Based on the requirements of SFW and thNo-up, undin eam financing the training, the service partner must perfor do nt the follow-up, and enter this information into the a opriate electronic The follow up of employment and retention be co cted with E to ment Verification or individual employm nt catio the service ner learns that the employer does not retain the fo ine without a parent cause then the service partner should make not is in the participant's file and advise SFW in writing. E ers that exhib attern of non -retention may be disqualified from particip uture Custo raining agreements. FILE MECHANICS • - i'F®„® • -�if filesare m ined. the Individual and the Employer • ®�r, • ��®�o�®rfil- - nics and documentation that sh• • • - - ���t&��t'� • - jai®A • • ii������®��� • ata validationpurposes: ®®®®®®®® V MIS 1,2,3. No customer signature is required. This ill be signed by the service provider staff responsible for process. hecklist: Will contain those document utilized to establish eligibility such as: 1. Social Security Number: Copy of Social Security Card, Employer Statement, or any other source approved by SFW. 2. Residence: Copy of drivers license, Employer Statement, or any other source approved by SFW 3. Selective Service: SSS print out for males born after 1960 or SFW waiver if applicable 4. Citizen/ Alien Status; 1-9 with copy of supporting documents or copy of valid document establishing eligibility to work in the United States. 5. Age: Employer Statement or any other source approved by SFW. 6. Family Member's Income: Employer Statement. ➢ Completed Status Change Forms for the following activities: 1. Core Services 2. Intensive Services 3. Customized Training ➢ Individual Employment Verification Form: T forrrh will be completed and will refer to the Caseload Employme 'fication form sent by the employer in the case of multiple traine ➢ Program Outcome: For Employe drs, the m outcome will reflect the intake date as the jo art date. ➢ Follow-ups: Will be condutte per ram requir?as nts and in case of multiple trainees will foll sa procedur outline in the Individual Employment Verificati Section II The Career Plan will be created i F. T isor will enter Employment and Educational as stated i usto Training Agreement. A print out of this for areer Advi r signatu will be kept in this section. The trainee sign is not uired when e employer is the primary customer. o Voucher signed by Career Advisor and Authorized vis . Participant signature is not required when the Employer is i y customer. attendance records of Certificate of Completion The different activities and services provided to the employer and participant(s) must be entered into the appropriate tracking system following the time limit guidelines established by SFW. Employer File ➢ Customize Training Employer File Checklist ➢ Copy of Customize Training Agreement containing required signatures. ➢ Approval Correspondence ➢ Employer Financial Viability Documentation ➢ Copy of Employer W-9 ➢ Training Curriculum ➢ Original Employer Grievance Procedure: This form is i ed for the employer and substitutes the Individual Grievance Procedures t is sually kept in the individual file. ➢ Original Employer WIA Eligibility Trainee List ➢ Copy of Invoices ➢ Copy of Credentials ➢ Original signed Employment Verificati Forms for Progr utcome and Follow-up purposes. FREQUENTLY ASKED QUESTIONS (FAQ) 1. PA 3. How do I assign a Contract Number? Each Service Provider shall employ the following unique, consecutive contract numbering system [CUST —"PY""code"—"##"]. PY = Y1 Y1 Y2Y2 (eg. 0506, 0607, or 0809) LOCATION Carol City: North Miami Beach: Hialeah Gardens: Northside: Hialeah Downtown: Miami Downtown: Miami Beach: West Dade: Little Havana: Perrine: Homestead: Monroe I s• . _. . ®11WEj ®®®®®®®®®®® i'o LI r of a location not detailed above? I at a location not listed above, please inform the Manager of r Employer Services Manager, either of which can create a location, update the list above, and release the updated Who is responsible for each step in the Customized Training? It is up to the service provider to determine the individual best suited to coordinating the overall OJT and the individuals that will execute each step; but, feel free to use the following recommendations to guide these decisions. Employer Consultant: Customized Training Coordinator; Steps 1, 6, 7, 8, 10, 13 4. 671 Career Counselor: Steps 2, 3, 4, 5, 10, 11, 12, 14, 15, 16, & 23 Job Placement Specialist: Steps 22 Center Director: Steps 18 & 19 Must the Customized Training agreement last for the exact duration in the agreement? No. The end date of the agreement is an approximate date. A participant may achieve the full set of credential certificates early. T reement cannot be extended beyond the approximate end date. Should t rain require more time to achieve certain competencies the service partn at its discretion enter into a new Customized Training agreement wit e oyer to complete the remaining competencies. However, the total m nt of ursement between both agreements shall not exceed the ma tailed i first agreement. Furthermore, the service provider may y reimburse the e er for those credentials and amounts detailed in the al aarment. Do we need to perform follow-up? The service partner must co all Ism ®�ME • . - • - - •®®t®BIII I=' en of • •stream- • IA Adult example, then yes, ® MEN ��®�® • • • • • • - - • - • - ®• �® e�®��� • - •Training is not My to raining. tream requirements for handling ®® ®®®®®®® ® ^II • B �'R' • data •training? ®®® ®®®®MENEM ®®® ® ®®gym®®®® U 7117, e with respect to the programmatic and ied herein. Adult tbd �IF � I� • - • ®®® • • �li� ®® d'vh ®® EMPLOYED WORKER TRAINING PROGRAM POLICY SFWIB Policy #PY'2007-01 I. Of Interest to The Employed Worker Training Program (EWTP) Policy should be of interest to employers, workers in Miami -Dade and Monroe counties, training vendors, Career Center contractors, the South Florida Workforce Investment Board (SFWIB), and South Florida Workforce (SFW) staff. II. Subject Employed Worker Training Program III. Purpose The purpose of the Employed Worker Training Program is to provide SFW stakeholders with parameters regarding the use of training funds for Employed Worker Training. IV. Background The EWTP is a vehicle through which SFW can expend training dollars from various funding streams. The EWTP may be funded with Workforce Investment Act (WIA), Temporary Assistance to Needy Families (TANF), and any other SFW available funding where EWT is allowable. This policy does not address the unique performance, participant eligibility and compliance requirements of these funding streams. Employed Worker Training may be in the form of Customized Training or On -the -Job Training (OJT). Separate policies and procedures address the operational parameters for these two designs. V. Funding Availability Funding for the EWTP is subject to the availability of funds from the region's allocation for training. Funds are allocated by the SFWIB on a yearly basis; therefore all training activities commencing at the beginning of the program year (July 1s) under the EWTP must be completed prior to June 30th of the following year. Commitments for training services beyond June 30th will not be made by the SFW until the SFWIB has allocated new program funding for training. Funds for training are made yearly to Career Centers. When funding is available the SFWIB may specifically designate funds for EWTP as well as issue RFP's for available funding. VI. Eligibility A. Employers: 1. The employer must have been operating continuously in Miami -Dade and/or Monroe county for a minimum of one (1) year prior to the date of the application, 2. Must be fully licensed to conduct business in Miami -Dade or Monroe county, 3. Must have at least one full-time employee, 4. Must demonstrate financial viability in meeting two of the four requirements below:: • A favorable report from Dun and Bradstreet, • SEC 10K schedule, • Current financial audit or financial compilation prepared and signed by a Certified Public Accountant, or • -years of Federal Income -Tax -Returns . --------------------------------------------- 5. Must be current on all federal, state and/or local tax obligations, 6. Temporary employment agencies, employment agencies, or employee leasing agencies may not serve as the Employer of record. B. Training Providers: Training Providers are selected by the employer. C. Career Center Contractors: Entities that have a current Career Center Contract are eligible. D. Other Providers of Services: In the event that SFWIB issues an RFP for EWTP, other providers of services may be eligible to receive funds. Eligibility criteria will be detailed in the RFP. VII. Funding Requests A. Employers: Companies in need of training funds to introduce new technologies, advance employees positions and wages, or retain employees who are at risk of losing their self-sufficient employment unless additional training services are received, may apply for the EWTP. Employers can apply for training assistance for their workforce by contacting any of Region 23's Career Centers, contacting an Eligible Training Provider, or by contacting the SFW. B. Training Vendors: Training Vendors may choose to assist the employer in completing the application for EWTP. Training Vendors will be chosen by the Employer. Training Vendor information is part of the EWTP application. Training Vendors are paid by the employer for training costs, the Employer may be reimbursed under the EWTP for up to 50% of training costs. C. Career Center Contractors: Career Center Contractors may assist the employer in completing the application for EWTP. Career Center Contractors allocated training funds can be used to cover the EWTP request. SFW will have set aside a pool of training funds that will be used for EWTP initiatives. VIII. Priority of Service During the application process SFW will give priority to those programs that: A. Request funding in occupations and industries that have been prioritized by the SFWIB. B. Request to upgrade skills of employees in the region's targeted occupations, and/or in an occupation that is vital to the economic viability of the community. C. In their grant proposal demonstrate an upgrade in employee skills that will therefore lead to their employees retaining self-sufficient employment or obtaining self- sufficiency as applicable. D. Provide training at a cost that is reasonable as set by SFW EWTP Review Sheet. E. In order to allow both large and small employers to have access to EWTP funds, SFW will try to maintain a balance of 60% of funding for large employers (25 or more employees) and 40% for small employers with 24 employees or less. Career Centers serving large employers will be encouraged to balance services to bring in small employers with 24 employees or less. IX. Funding Conditions In order to receive funding, employers approved for funding by SFW must enter into an Agreement with a SFW funded Career Center that commits the employer to complete the training project as proposed in their application and/or as negotiated with SFW and/or Career Center Contractor. A. All employees selected by the employer for training must complete the SFW enrollment process (as applicable for the program funds being utilized) prior to the commencement of any training or the provision of any services. Final approval of the application is contingent on employee(s) being determined eligible. B. The training provided to eligible employed adults, must lead the participant to self— sufficiency as defined by SFWIB. C. OJT or Customized Training conditions must be met as applicable. D. Employers shall keep accurate records during the lifetime of the project. Records shall be kept for five (5) years after the expiration of the contract. If any litigation, claims, or audit findings commenced before the retention period expires, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and a final disposition made or until the end of the five (5) year period, whichever is later. E. Employers must certify that all information provided for the purpose of requesting reimbursements and reporting training activities is true and accurate. F. Employers that fail to achieve the required employee credentialing and retention, or those that fail to promote employees that complete the training and achieve the credentials, may not be considered for future EWTP funding. X. Application Submission The EWTP is open to all employers in Miami -Dade and Monroe counties that meet the eligibility criteria outlined in Section VI above. Applications must be submitted to SFW as outlined in SFW EWTP procedures, utilizing the application forms provided. These funds can be used to train all its employees. (Including employees that live outside of Region 23). XI. Application Review A. Applications that fail the SFW team review process will not be recommended for approval. B. The SFW Executive Director will have the authority to approve applications requesting funding for less than $50,000. Awards of less than $50,000 will be included in the Executive Director report to the SFWIB. C. Applications requesting funding of $50,001 or more will be included in the next SFWIB or appropriate committee meeting agenda for action. XII. Project Completion A. All EWTP projects shall be performance based with specific measurable performance outcomes, including the completion of the training project and the number of employees trained. B. Final payment for employers receiving EWTP funds will be withheld until the final report is submitted and all performance criteria specified in the grant have been achieved. All final reports and invoices are due to SFW no later than fifteen (15) business days after the completion of the project. All invoices received after the closeout dates are subject to disallowance. C. Employers must provide sufficient documentation in order to calculate the performance measures required by SFW. XIII. Project Outcomes Training must result in the attainment of a credential by the employee, as established during the contract negotiations, retention for a minimum of six (6) months (or negotiated period) in the self-sufficient employment of individual employees who have obtained a new skill set in new technologies, or new production or service procedures, and/or must lead to a promotion and/or an increase in wages earned. XIV. Application Denial If the application is not approved, the appropriate SFW staff will notify the employer in writing. All applicants denied funding can appeal the decision to the SFWIB in accordance with SFWIB appeal process. south florida ru'T W(D ii�� L,tr riM ,bee, Employ Florida BUSINESS SERVICES PLAN: A strategy for value Creation Developed by: CITY OF HIALEAH JOBS FOR MIAMI SER — JOBS FOR PROGRESS TRANSITION, INC. UNIDAD OF MIAMI BEACH YOUTH CO-OP Revisions supported by. Business Services Unit, South Florida Workforce Rev (2007-09-12) South Florida Workforce is an equal opportunity employer/program. Auxiliary aids & services are available upon request to individuals with disabilities. Who We Are The South Florida Workforce Business Service Unit (BSU) is comprised of a group of professionals committed to providing businesses with personalized, cost effective solutions. Their combined years of experience equip them to successfully address a multitude of issues which face today's businesses. Value-added resolutions are created at all levels of the South Florida Workforce delivery system providing labor market information, training, counseling or support services. Mission The Business Service Unit's mission is to promote a unified and collective image to the business community of South Florida and to enhance the trade name and image of South Florida Workforce. The Business Service Unit is one of the critical elements of building a prosperous local economy. Vision The Business Services Unit's vision is to capture as much of the market share in high wage and high skill employment and training to the business community as possible by optimizing our business model. Recognizing the employer is our primary customer, the BSU aspires to present high quality business and consulting services. Introduction The Business Service Unit focuses on ways to add value and improve service delivery mechanisms to existing or potential customers; it also serves to create new opportunities for both local businesses and our service providers. It is through these collaborative efforts that the Business Service Unit achieves its common goal: an environment where business and the community can prosper and thrive. The BSU is committed to bringing the best possible service to employers in Miami - Dade and Monroe County with the highest level of integrity, promoting mutual confidence and trust in business relations. The BSU is making a difference everyday in the South Florida community by positively impacting the quality and performance of businesses with effective workforce development solutions. Understanding Employers Needs The Business Service Unit understands the prerequisites of the business community and how best to serve this community in a coordinated manner. "Connecting Market Demand with Labor Supply" provides a systematic approach to understanding industry employment demand; it establishes a roadmap for training specifically tailored to various industries; it upgrades the skill sets of the incumbent worker and provides human resource tools (i.e., labor market information, tax credits, pre-screening, customized assessment and recruitment services). In many respects, this approach ensures that market demand is connected with labor supply. A higher level of interaction with the business community is imperative in developing a more sensitive approach to serve business beyond the traditional placement services. The BSU works collaboratively with local economic development agencies to ensure that all benefits and services available in our region are offered through this unit. A more intimate relationship with business will enhance South Florida Workforce's ability to forecast, in the short -run, occupational demand and to develop a better understanding of emerging trends. Business Consultants target specific industries and businesses to develop a greater level of expertise regarding those enterprises. This entails prioritizing key industries as identified within our two year plan that will generate the highest figures of future employment. Additionally, the BSU incorporates the creation of industry committees with members of the business community. Business Services Unit and Career Center Relationship A pipeline is established between the BSU Consultants and their respective Career Center employer consultant staff. A database of employers both current and prospective is implemented to avoid repetitive contacts with employers. The list is maintained by the BSU consultants and shared with all Career Centers on a monthly basis, ensuring fairness, open lines of communication, and optimal service for employers. The BSU Consultants will coordinate with all Employer Consultants the marketing of all training and employment services to businesses, industry associations, and economic development agencies, providing a unified message regarding the services of South Florida Workforce. The results of such marketing efforts will be added to the BSU database for tracking purposes. A BSU Consultant will be the liaison to ensure that the specific service(s) requested by an employer is provided. The consultant will coordinate with the designated Career Center Employer Consultant or staff the service(s) to be provided to the employer. Business Services Unit and SFW Training Partner Relationship The training provider(s) will contact the Business Services Unit to market all training services to businesses, industry associations, and economic development agencies. This will ensure that all services are coordinated within the region to ensure consistency and uniformity of all training and recruitment services offered through SFW. The training providers will coordinate with the Business Services Unit to target potential businesses that are seeking training services in order to eliminate duplication of efforts and have one central point of communication within a company. This procedure avoids multiple training applications that could affect a business's eligibility for grant funds; it also runs the risk of negative impact on the relationship or potential relationship with SFW. Targeted Industries Long-term industry employment projection is a tool that the local workforce development professional should use as a starting point for the prioritization of industries. These forecasts should be analyzed in the short-term to determine priorities for the short, medium and long -run and should not be used as a sole source for the development of training programs. The BSU consultants and Career Centers will align the industry selections based on the Region's ability to serve the industry. The model that we are proposing is to have the Region's industries focus upon training and recruitment programs of a selected industry's workforce needs. The Career Centers should become industry focused hubs dedicated to optimal expertise for each sector. Short-term industry demands must also be analyzed in order to transition the labor force into industries that fluctuate or impact the local economy. For example, Miami -Dade County government (the largest employer in Miami -Dade County) is anticipating a major reduction in their labor force. The impact of this reduction in workforce has a major affect on Region 23's labor exchange. How can these individuals with their identified skill sets transition into targeted industries that will absorb this talented set of workers. Strategies for this short-term influence in Region 23 must be addressed. There may be other significant short-term labor exchange impacts that require immediate resolution. Targeted Employers The role of South Florida Workforce Business Services Unit (BSU) is to bring prospective employers and training providers together to facilitate the creation of strong pipelines where they do not exist or where they are experiencing difficulty. An industry -oriented South Florida Workforce Business Consultant has been selected to coordinate and facilitate the creation of the necessary pipelines. This benefits not only the industry, but also the job seeker and the respective Career Center(s). The creation of the Business Services Unit and business focus system minimizes inefficiencies and unproductive time experienced by the Employer Consultants, Job Development Specialist, the businesses and ultimately the employees. After reviewing labor market research the industries predicting the most future job growth with higher wage impact in Region 23 are: • Business Services • Health Services • Bio-science • IT/Telecommunications • Tourism/Hospitality • Education • Automotive Whereas, this initial identification of targeted industries provides direction, South Florida Workforce is obligated to collaborate with our economic development partners (i.e. Beacon Council, Enterprise Florida, etc.), the local chambers of commerce (i.e. Greater Miami Chamber of Commerce, South Dade Chamber, etc), the municipal economic development departments (i.e. City of Miami, City of Miami Beach, etc.), the educational institutions (i.e. Miami -Dade Community College, Florida International University, University of Miami, etc.), and other stakeholders that impact economic development growth in Region 23. It is imperative that economic development agencies, educational institutions and South Florida Workforce resources are coordinated to undertake the emerging challenges faced in an open market economy. Current Structure At present, there are seven (7) diverse organizations operating Career Centers and providing employer services under the South Florida Workforce umbrella in Miami -Dade and Monroe Counties. The total personnel devoted to the business services initiative is eighty-one (81). Among the personnel devoted to providing services to employers, twenty-one (21) are Employer Consultants and sixty (60) are performing the roles of Job Placement Specialists. The Job Placement Specialists/Employer Consultants are generalists in terms of level of industry specialization. The number and role distributions were derived from individual services provider strategies rather than the regional approach recommended in this employer services plan. Each service provider needs to reevaluate the number of human capital allocated to serving the sensitive employer requirements and ensure selected staff is trained to secure the success of this employer -driven system. Identification of each Career Center employer services organization Career Center STAFFING City of Hialeah 1 5 Jobs for Miami 1 4 Miami Beach 1 3 SER Jobs 2 4 Arbor 3 26 Youth Co Op 12 13 Transitions 1 5 Totals 21 60 Assignment of Targeted Industries The assignment of industries for the Region's Business Services Unit and Career Centers will be determined by recent Labor Market Statistics. Once targeted industries have been designated, the BSU will need to develop "pipelines" in order to meet the demands of these industries. A system whereby sources of skilled laborers that can meet the demands of the targeted industries must be identified in order to serve the business community in South Florida. Failure to establish reliable labor exchange resources, strong pipelines, and a systematic approach to employer's prerequisites is essential. Skills assessments, transference of skills, and training will be instrumental to success. Innovation, Labor Market Statistics Center, Overview of the South Florida Workforce Region, August 17, 2007 listed the following growth industries that show significant growth (job creation) for the past year - July 2006 to July 2007. NONAGRICULTURAL EMPLOYMENT IN FLORIDA MIAMI-MIAMI BEACH-KENDALL MD Industry Title Total Nonagricultural Employment Total Private Trade, Transportation, and Utilities Wholesale Trade Retail Trade Motor Vehicle and Parts Dealers Food and Beverage Stores Information Telecommunications Financial Activities Finance and Insurance Credit Intermediation and Related Activities Depository Credit Intermediation Professional and Business Services Professional and Technical Services Education and Health Services Ambulatory Health Care Services Hospitals Leisure and Hospitality Accommodation and Food Services Accommodation Food Services and Drinking Places Change from July July July 2006 to July 2007 2007 2006 Level Percent 1,038,600 1,023,100 15,500 1.50% 899,700 885,500 14,200 1.60% 262,000 259,100 2,900 1.10% 76,100 73,500 2,600 3.50% 125,600 124,800 800 0.60% 15,700 15,400 300 1.90% 25,900 25,200 700 2.80% 21,700 22,500 -800 -3.60% 7,700 7,500 200 2.70% 76,200 74,300 1,900 2.60% 50,100 49,700 400 0.80% 27,200 26,800 400 1.50% 17,400 16,700 700 4.20% 154,800 150,800 4,000 2.70% 68,700 64,700 4,000 6.20% 141,200 137,200 4,000 2.90% 46,100 44,700 1,400 3.10% 37,900 36,300 1,600 4.40% 100,500 98,600 1,900 1.90% 87,700 86,400 1,300 1.50% 24,100 23,400 700 3.00% 63,600 63,000 600 1.00% 0) j I— co N (O co co co M (D p (2 (1) — O M r r— O — O O N N p 00 N M O O M O M >� N LO N M M — M LO CO CO O O co O O O I— co M O (O O O LO In O U) co L M N N N LO M N 0) c N s? 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CD CD G W) W) I* I* I* I* I I* I* I* m o w q- 2 2 41 2 2 a) q m 2 a c 'i cq TM: cq TM: cli TM: o o oi cli TM: cli o r � n o¥ o 0 o A � r ¥¥ � r r o 0 o A o 8 ¥ o o¥ o L � � � o L � � � � cl� ( cl� n A A A r A CO A � n ¥ r - A A A o ¥ o co co o � o o r o o � o ¥ 0 co A Q ¥ r co ¥ ¥ o cor r co A C L I � C C U ( C C C cl� A A CO A (D A @ § 7 ) % C.)x § r \ Co co w ° co_ $ ° o / ® = / coƒ . ® g / o g E g = _ M ° g f r £ g O_ f a 7 m \ \ \ § \ \ om " § / / \ 2 w R R a \ $ 2 = ¥ 0 0 E f = \ \\\ o =U \ _%\ / \/ƒm§\LL ° a E ° \a \@a 2 R 0\\= ± E 7 e $ % E g%$ o _ \ 2 ° e @ -E 7 2 = 0 0)/ ° \ �® Ea f ��§§�»»� 2 U\/( §cu %c�cu m ± / m g § • _ _ = x E o ƒ c = ± a E @ _ _ \ g E 7£$ \ 7\ @ 4- \ 3 E f S& � 2 fa \ 0 \ ƒ \ \ k \ ƒ E/ �f \ 7 \ f \ f \ \ I OgII s g ggg0Llgg E E_ g±R o A co p r o ¥ o 0 o A n Nt r co co co co co co co co con 00 LO 00 M CF) CF) '9t N (O O O M Lri M (O 4 (O M M N N qqt I-t N M N O CO — 00 qt LO 00 LO (O 0 00 � LO � r— (O LO 00 � C) 00 N 00 00 O M O � CV) LOM M N L (O CM CM Q CD CM I I* Cl)M M M M M � coN a) a) � N w w e V- T- M M N N N N co I-- rn rn r- (0 00 r- O (O co co (O 00 (O co O M N— — 1- 1- N M I— LO 00 CF) CF) qqt co 00 LO (O N 00 co O CF) co 00 O I— N O S L M O N 00 N N N N 0 a_ N L i L CV cO G N —' CO N E U co CO 0 N Lco c N O a) U C O "' N a) O ;. co U w N 4 L O a) L �0/)� N L O Mn C co yam-+ O N O co °) L - L .N N CO N C c N-0 N Q N CO �O Q co (V .N y"i = � �: Co co Q co C L ' ^� O VJ Q O N 0) co S C Q _X N 7 C ' ^ CB VJ O Z N W L r N L a) N ��/ ,� N CO L CO U a J V r CU CU a) U Q cu 7 J i L_ O O 0) CO a)) O ccc0 \ 0\ ca)) G G ^� ^0 LL LL LL LO LO LO LO LO LO The Business Consultants will analyze the Region's pool of professionals to determine which industry focus will be selected for the specialization of industry recruitment and training. The selection of industries will also consider the pool of registered applicants in EF. The Business Services Unit will do outreach to the industries that align with the Region's industry focus and demand. RULES OF ENGAGEMENT In order to optimize the activities of staff that work with employers in Regions 23, the following rules will be followed by Region 23 BSU and Career Center staff. 1. Existing Employer Relationships: Region 23 Career Center staff with positive, existing employer relationships in workforce board outside Region 23 will continue to serve these employers per the employers' wishes. However, reasonable effort will be taken to advise the employer that the local workforce board in their region offers the same services. 2. New Employer Relationships (Marketing): Region 23 Career Center staff will ONLY market their services, whether through telephone, post, e-mail, personal contact, or other means, to employers residing within Region 23. 3. New Employer Relationships (Corporate Office, Local Office, Work Site, etc.): Employers often maintain multiple hiring locations, including, but not limited to, corporate offices, regional offices, local offices, and temporary locations on work sites. For this reason, EFM job orders provide for both the location of the employer and the location of the work site. In this manner, an employer in another region can post a job order with another workforce region for an opening in Miami -Dade, and job seekers searching for jobs in Miami -Dade will see the opportunity. Therefore, in cases when an employer in another region contacts a Region 23 Career Center and the only service requested is the posting of the job order, Region 23 Career Centers will refer the job order to the local workforce board in the employer's region. However, if the employer wishes to receive value-added services within Region 23 (eg. recruitments, interviews, etc.), due to the location of the local office or worksite, then it is appropriate for the Region 23 Career Center to enter the job order. Identification of Individual Performance and System of Accountability Staff training has been identified as a crucial issue which will be addressed in the implementation of this proposal: Business Services Unit (BSU) and Employer Consultants (EC) Training Business Consultants and Employer Consultants will be trained on all of the services that are provided to employers within the region: Customized Training (CT), Employed Worker Training (EWT), On -the -Job Training (OJT), work Opportunity Tax Credit (WOTC), Job Description Assistance (O'NET), Recruitments, Job Fairs, Federal Bonding, and Economic Development Incentives. Coordinated industry -wide blitzing, as well as involvement in the Beacon Council and chambers of commerce will also be addressed along with the introduction of industry specialists and Business Services Unit staff. The BSU and EC will receive comprehensive Employ Florida Marketplace (EFM) training including running reports and listing contact activity. The BSU and EC's agree to meet together by industry on a monthly basis to coordinate business activities, employment blitzes and door-to-door activities. Job Placement / Customer Service Reps Training Job placement specialists will be trained by industry in pre-screening customers having a higher success of job referrals resulting in employment outcomes, comprehensive EFM training, including running reports, and a uniform policy of appropriate referral mechanism. Customer service representatives will be trained in front line customer relations, directing customer traffic flows, comprehensive EFM training, and accurate data entry including full registrations identifying appropriate O*NET classifications and possible PPN candidates. Establish Baselines and Goals Based on last year's data on the Balanced Scorecard, there were 23,199 total placements in Region 23 at an average wage rate of $10.45 hr. The BSU goal is to get the Region to meet or exceed the PY '07-'08 Balanced Scorecard Performance Measures. (See attached) The BSU will do gap analysis on the following Balanced Scorecard Performance Measures to implement Region wide business services plan to attain optimal performance: • Employment • 15% of Employment (Professional Employment) • 20% of Employment (Self -Sufficiency) • Job Development • 35% of Job Development ($15.00 and above) • Average Wage BSU and EWT GOALS — The BSU along with its respective service provider will execute a minimum of one EWT application each quarter. A BSU goal is to have at least each Career Center executing a EWT project every quarter. The BSU will encourage service providers to submit a minimum of two (2) EWT applications during the program year utilizing their allocated adult/dislocated worker funds. Applications will target the industries identified; however, applications are not limited to targeted industries. Emphasis will also be placed on training the greatest number of participants at the targeted average cost per participant at identified in the gap analysis to meet the Region's Balanced Scorecard Performance Measures. BSU and the Professional Placement Network (PPN) The South Florida Workforce establishes job seeker priorities that incorporate professionals as one of the top targeted customer groups. It is expected that SFW Service Providers supply a comprehensive approach to serving professionals in Miami -Dade and Monroe counties. The Professional Placement Network (PPN) coordinators should conduct a customer recruitment goal for each center based on a percentage of PPN registrations, including, the involvement of registered WIA and WT professional customers. Once the established weekly registrations have been met in the Career Center, the PPN coordinators should work with the BSU to also create Regional Job Development plans that would best serve the client base. The BSU will market and do outreach for the PPN program which adds a great value for the region with little workforce board or employer community recognition. The BSU will analyze data for last year's performance to develop PY'07-08 goals for the region. south florida W(D irk ra ir c a rmermber; Employ Florida Rev. G OVERVIEW OF INTEREST TO The Training Master Plan (TMP) should be of interest to members of the South Florida Workforce Board (SFWB), South Florida Employment and Training Consortium (SFETC), South Florida Workforce (SFW) staff, Region 23 One -Stop Career Center partners, Training Partners, Employers, Job Seekers, and workers in Miami -Dade and Monroe counties. SUBJECT The TMP outlines SFW policy regarding the use of training funds in Region 23. PURPOSE The purpose of the TMP is to provide all stakeholders with guidance regarding the use of training funds to meet the workforce needs of employers and job seekers in Region 23. BACKGROUND As the SFWB's first strategic plan began to take shape, it became clear that no single document consolidated all SFW policies related to training. The TMP intends to fill this need. It is designed to assist SFW stakeholders align the expenditure of training funds with SFW's strategic objectives, and, in doing so, achieve the following outcomes: • Improve placement of the Hardest to Serve (Stable and sustainable employment) • Increase training -related placements (Employer focused skills development) • Build stronger employer relationships (Positive image) • Ensure efficient & effective expenditure of training funds (Fiscal control & accountability) It should be noted that the TMP is a living document. Stakeholders should expect it to change and adapt to the dynamic needs of our community's employers, job seekers, and workers. A full update to the TMP, including consideration of new labor market information, employer partnerships, and strategic objectives, will occur annually, prior to every new program year. Finally, readers should remain cognizant of the fact that the TMP provides a policy umbrella covering all SFW funding streams, including, but not limited to, TANF, Refugee, WIA Adult, WIA Dislocated, WIA Youth, and TAA. All references to "training funds" in the TMP, refer to the sum total of SFW grant dollars allocated to training. The goal is to focus the document on system -wide issues and strategic concerns. SFW Training Master Plan 1 Rev. G PLAN SFW MISSION STATEMENT South Florida Workforce provides high -quality employment and training solutions to job seekers, workers, and employers to foster regional economic growth. DEMAND -DRIVEN The strongest approach to fostering regional economic growth, as specified in the SFW Mission Statement, is the use of a demand -driven workforce development system. In the context of the TMP, beginning with an understanding of employer needs ensures that career advisors can guide job seekers to careers with a future in our community. It provides the job seeker with an assurance that his or her individual employment plan (IEP) employs a career ladder that leads toward stable and sustainable employment. A demand -driven approach also helps SFW plan where its investment in training for employed workers might offer the greatest returns. In support of this approach, SFW recently updated its audit of local employer demand for labor, called, "Growing and Preserving Good Jobs: Connecting Labor Demand to Labor Supply (September 2005)." Based on its findings, and comparisons to the targeted industries of local partners, SFW chose to prioritize eight industries in its strategic plan. • Business Services • Health Services • Construction • IT/Telecommunications • Tourism/Hospitality • Education • Automotive • Film & Entertainment SFW will use these industries to guide its activities throughout the program year. Specific effort will be taken to form partnerships with employers in these industries. However, understanding the changing nature of the local economy, staff will continually review labor market information to recommend additions and deletions to the list of SFW Priority Industries. One key tactic arising from the demand -driven approach to workforce development is the use of industry pipelines. INDUSTRY PIPELINES Unlike an individual training vehicle, like OJT, an industry pipeline is a program designed to combine any number of training vehicles in the continual delivery of qualified workers to a group of employer partners, preferably in a Priority Industry. SFW begins development of industry pipelines by identifying critical needs that employers are willing to fill through partnership. The next phase involves developing an agreed upon mix of basic skills training, occupational training, and OJT/Customized Training. This might include sequenced training, such as occupational training followed by OJT, or concurrent training, such as OJT with vocational language instruction on the SFW Training Master Plan 2 Rev. G job site. The next phase begins with the SFW service delivery system implementing the agreed upon plan to deliver qualified workers to the industry's employers. The Bus Maintenance Technician Program implemented with Miami -Dade Transit (MDT), detailed below, provides an example. After identifying the demand for diesel mechanics at MDT, SFW set out to determine the broader demand for diesel mechanics, throughout the local truck and bus industry. Finding strong demand and wage potential in the private sector, SFW felt confident that individuals not hired by MDT did not face a dead-end. The first phase involved a careful review of the approved curriculum for Heavy Duty Truck & Bus Mechanics at the Miami -Dade County Public Schools. Once the partners reached a consensus on the curriculum, the next phase involved a discussion of the training vehicles SFW would use to facilitate the flow of trainees. It was determined that a combination of Educational Scholarships and OJT would best meet the needs of both MDT and the job seeker. The program launched in August of 2003. Two years later, it boasts nearly seventy graduates working as Bus Maintenance Technicians with MDT and numerous others working as diesel technicians with the private sector. The TMP calls for SFW to build on this success by creating new industry pipelines. !1':*- HIT-M Wre .1 � SFW will enjoy numerous benefits from their development. First, industry pipelines dramatically improve our training system's response to the needs of employers. Second, they focus our training system on employers in Priority Industries. Third, the partnerships formed with employers increase our ability to place trainees into stable and sustainable employment. Finally, these long term partnerships allow us to better forecast training expenditures, by providing a consistent demand for specific training. SFW Training Master Plan 2 Rev. G CAREER LADDERS SFW will complement industry pipelines with career ladders. In this manner, job seekers will receive individualized plans mapping their path along a career or industry pipeline. Career ladders will serve a particularly important role in helping SFW's Priority Job Seekers. As per the strategic plan, SFW prioritizes its job seekers as follows. 1. Veterans 2. Hardest -to -Serve 3. At-Ri sk Youth 4. Professional/Dislocated Worker 5. Universal Job Seeker Some Veterans, and many of the Hardest -to -Serve and At -Risk Youth face multiple barriers to employment. Deficiencies in basic skills are often present. For this reason, career ladders serve a particularly important role, providing a defined path from unemployable to professional. Since the demand -driven model is predicated on a job seeker's ability to meet the skill requirements of industry, many of these job seekers will need training to even reach the first rung of their career ladder. Basic skills training, on-the-job training, customized training, occupational training, and other forms of training will likely be combined throughout the career ladder to help the job seekers obtain the skills valued by business. In order to provide employers and job seekers with the best possible solutions, SFW partners must work to find the optimal mix of training solutions. This includes combining training options in series and in parallel, from basic skills offered at One -Stop Career Centers to occupation training provided by a training partner. NOTE: SFW does not impose an artificial limit on the number, type, or cost of trainings allowable to a job seeker over his or her career. Career counselors decide the appropriateness of training, justify each, and document the role it plays in assisting the job seeker along his or her career ladder. OPTIMAL TRAINING MIX Currently, the SFW service delivery system invests heavily in Occupational Skills Training. OJT and Customized Training have been used on a case -by -case basis, with growing frequency in PY '04-'05. In order to support the implementation of industry pipelines and career ladders, to best serve the needs of employers and job seekers, the TMP encourages a systematic effort toward an optimal mix of coordinated training options. This includes, for example, Individual Training Accounts (ITAs) followed by OJT to support employers through industry pipelines. For job seekers, career ladders might entail Adult Basic Education, leading to work readiness certification, followed by Employed Worker Training, all paving a path toward stable and sustainable employment. The graphic below speculates at the evolution of the SFW training mix, as the service delivery system implements more industry pipelines and career ladders. SFW Training Master Plan 3 Rev. G EXAMPLE: EVOLUTION OF TRAINING MIX PROGRAM YEAR '05-'06 I LEGEND PROGRAM YEAR '06- I I: • Ping ning P1pNine) On -the -Job Training (OJT) • Customized Training • Basic Skills Training • Employed Worker Training (EWT) SFW Training Master Plan 1 Rev. G DOCUMENT CONTROL & IMPLEMENTATION MAINTENANCE OF THE TRAINING MASTER PLAN The Planning and Policy Unit maintains and updates the Training Master Plan. TRAINING PARTNER APPROVAL, PERFORMANCE, & CONFERENCE The Planning and Policy Unit supports the acceptance of new training partners, new training programs, monitors training partner performance, and coordinates Region 23 participation in the workforce estimating conference. RETURN ON INVESTMENT The Planning and Policy Unit tracks SFW's return on the investment of training funds. TECHNICAL SUPPORT The Programs Unit provides technical support to all Service Partners, including One -Stop Career Center operators, in their efforts to strategically invest training funds with employers and job seekers. EXPENDITURES The Finance Department monitors the expenditure of training funds and reports the status of expenditures to the Executive Director and the Programs Unit. NOTE: Whenever a single employer is identified as needing more than $200,000 worth of subsidized training (OJT + Customized Training) in a single program year, through agreements with any number of eligible SFW partners, the funding must first be approved, in writing, by the SFW Executive Director. SFW Training Master Plan 1 Rev. G DEFINITIONS ADULT EDUCATION AND LITERACY TRAINING Per Title I of WIA, the One -Stop system must provide a means of accessing adult education and literacy programs funded by the Adult Education and Family Literacy Act (AEFLA). Entities that carry out programs authorized by AEFLA must participate in One -Stop systems through memoranda of understanding negotiated with local workforce investment boards. In keeping with these requirements, SFW partners with Miami -Dade County Public Schools and Miami -Dade College to provide clients with access to Adult Basic Education (ABE), English as a second language (ESOL), and GED classes. BASIC SKILLS TRAINING The TMP uses the phrase "basic skills training" to encompass a wide range of training meant to prepare an individual for work. It includes Adult Education and Literacy Training and Job Readiness Training. CUSTOMIZED TRAINING Customized Training subsidizes the cost of customized classroom training provided to a potential hire, by the employer. Like OJT, Customized Training takes the form of a contract between the employer and the SFW service provider. It also requires that the employer hire the trainee upon successful completion. Unlike OJT, Customized Training reimburses the employer for no more than 50% of allowable training costs. Reimbursable expenses include instructors' salaries, trainers' salaries, tuition, curriculum development, textbooks, manuals, and supplies. Trainee wages, if any, are not reimbursable. Training periods normally run from two to eight weeks. Although the trainee is not normally earning a wage during Customized Training, its intent is immediate employment upon completion; so, we consider it to still hold firmly to both Demand Driven and Work First philosophies. INDIVIDUAL TRAINING ACCOUNT (ITA) Individual Training Accounts, commonly referred to as ITAs, are financial accounts created on behalf of eligible job seekers to fund training. Career counselors generate vouchers against the ITA to pay for approved costs, such as tuition, books, uniforms, etc. ITAs are most commonly associated with Occupational Training provided by SFW approved training partners whose programs appear on the Region 23 Targeted Occupations List. SFW also uses ITAs to fund and track payment of On -the -Job Training agreements and Customized Training agreements. SFW Training Master Plan 2 Rev. G ENTREPRENEURIAL TRAINING An organized program of study that provides the specific skills and knowledge necessary to plan, finance, start, and expand a business. Such training should be outcome -oriented, focused on a long- term goal, coincide with exit, and result in attainment of a certificate. JOB READINESS TRAINING Job readiness training is implemented by SFW as work readiness certification. This classroom training provides SFW clients with the fundamental technical and workplace skills necessary to apply, interview, obtain, and retain employment. The training is offered in One -Stop Career Centers in modular format, to improve the flexibility of the program and the use of individual components. OCCUPATIONAL SKILLS TRAINING An organized program of study that provides specific vocational skills that lead to proficiency in performing actual tasks and technical functions required by certain occupational fields at entry, intermediate, or advanced levels. Such training should be outcome -oriented, focused on a long-term goal, coincide with exit, and result in attainment of a certificate. SFW approved training partners, with programs appearing on the Region 23 Targeted Occupations List, are eligible to receive SFW vouchers as payment for training services provided to SFW job seekers. ON-THE-JOB TRAINING (OJT) Paid training that is provided by an employer to a participant. The participant must be engaged in productive work in a position that allows him/her to acquire knowledge or skills essential to the full and adequate performance of the job. The training is limited in duration, as appropriate to the occupation for which the participant is being trained. The employer is reimbursed up to fifty percent of the participant's wage for the costs of providing the training and additional supervision related to the training. SKILLS UPGRADE AND RETRAINING Skills upgrade and retraining, referred to as Employed Worker Training (EWT) in the TMP, simply applies the OJT and Customized Training vehicles to employed workers. The agreements are nearly identical. From a performance perspective, instead of requiring an employment outcome, they specify that incumbents must earn certifications in skills that will lead to earnings increases, promotions, or continued stable employment. EWT provides a tool for advancing participants further up career ladders. It also helps employers improve their competitiveness in the market, by helping them sharpen the skills of their workforce. Used appropriately, EWT can create future vacancies that SFW can backfill. SFW Training Master Plan 3 Rev. G SFW Training Master Plan 4 Rev. G south f [orido + =' Employ Florida POLICY TRANSMITTAL SUBJECT: WIA ADULT PRIORITY OF SERVICES AND Procedural/Guidance No.: LOCAL SELF SUFFICIENCY STANDARD. #2PY06-07 APPLIES TO: ONE STOP CAREER CENTER OPERATORS. Effective Date: Immediately Expiration Date: Until rescinded REFERENCE: Local Policy OBJECTIVE This Policy Transmittal provides modifications to the Region's Adult priority of services and the local self-sufficiency definition. BACKGROUND A change to the Priority of Services for Adults is necessary to provide greater flexibility in the provision of services to WIA Adults. The Priority of Service system will be used to determine priorities appropriating funds for WIA adult intensive and training services, when such funds are limited or the demands for services are greater than the funds available. The self-sufficiency standard continues to be the basis for eligibility determination for employed Adults and Dislocated Workers seeking intensive and training services and is a component of the Adult priority of services under the second priority. In order to maximize the region's ability to serve the widest range of employed workers in an effort to help those underemployed, the self-sufficiency standard is being modified to include separate definitions for employed adults, unemployed adults, and dislocated workers. This change in policy will allow the region to maximize the number of customers that can be served, even when funds are limited. Priority of Services for WIA Adult funding. The Workforce Investment Act of 1998 (WIA) allows each Region to exercise discretion to determine what groups, if any, will be prioritized for services using WIA Adult funds when these funds are limited. Factors to consider when prioritizing services are the needs of specific groups and the availability of other funds for training. Funding availability is limited in Region 23; therefore, in Region 23 the Priority of Services for Adults is as follows: First Priority. • Adults who are recipients of public assistance or are low-income under the Federal definition. Note: Welfare Transition funds must be accessed first prior to accessing WIA Adult funds to serve recipients of public assistance. Second Priority. • Adults that have incomes below the local self-sufficiency standard for unemployed Adults. Third Priority. No economic eligibility shall apply under the third priority Individuals with Disabilities: an individual with a disability, whose income meets the requirements established under this policy, qualifies even if the individual's family does not meet those requirements. (The individual's family composition for economic eligibility is "family of one'. Veterans: a covered person under the Jobs for Veterans Act of 2002 shall be given priority over non -veterans for the receipt of employment, training and placement services provided under the VIA Adult program. Veterans and other covered persons must first meet the WIA program's eligibility requirements. A covered person who is determined eligible for VIA services shall receive priority over non -veterans. Veterans are to be served within the context of giving priority to public assistance and low-income persons first for intensive and training services. For example, if there was only sufficient money to provide services to one low-income individual, and a veteran is in the pool, the veteran must receive priority. A "covered person" is one of the following: A veteran who is an individual who served in the active military, naval, or air service, and who was discharged or released from such service under conditions other than dishonorable; A recently separated veteran is any veteran who applies for participation under VIA Adult within 48 months after the discharge or release from active military, naval, or air service; or The spouse of: o A veteran who died of a service connected disability; o A member on active duty who (at time of spouse's application) is listed as missing in action, capture in the line of duty, or forcibly detained; or o A veteran with a total disability from a service connected disability or one who died while being evaluated for it. Source: Jobs for Veterans Act Priority of Services, Public Law 107-288, November 7, 2002. Low-income: A low-income individual is defined as one that: ■ Receives, or is a member of a family that receives, cash payments under a Federal, State, or local income -based public assistance programs; Received an income, or is a member of a family that received a total family income, for the 6-month period prior to application for intensive or training services (exclusive of unemployment compensation, child support payments, payments and old -age and survivors insurance received under section 202 of the Social Security Act (42 U.S.C. 402) that, in relation to family size, does not exceed the higher of- * The poverty level • 70 percent of the lower living standard income level. Is a member of a household that receives (or has been determined within the 6-month period prior to application for the program involved, to be eligible to receive) food stamps pursuant to the Food Stamp Act of 1077 (7 U.S.C. 2011 et seq.); Qualifies as a homeless individual as defined in subsections (a) and (c) of section 103 of the Stewart B. McKinney Homeless Assistance Act (42 U.S.C. 11302); or Is a foster child on behalf of whom State or local government payments are made. Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R. Beasley Juan Hernandez, Manager, December 2004 Adult Programs -2- Federal Poverty Level (FPL): 2006 Poverty Guidelines Size of Family Unit FPL 1 $9,800 2 13,200 3 16,600 4 20,000 5 23,400 6 26,800 7 30,200 8 33,600 For family units of more than 8, add $3,400 for each additional person. Source: Income guidelines as published in the Federal Register, Vol.71, No. 15, January 24, 2006, pp. 3848-3849. Note: these guidelines change annually and updates may be obtained at www.aspe.hhs.Vov/pover /12overty.shanl Lower Living Standard Income Level: Size of Family Unit 70% LLSIL (METRO) 1 (7,310) 2 (11,980) 3 16,440 4 20,290 5 23,950 6 28,010 7 32,070 8 36,130 (Parentheses) denotes lower than the FPL. For family units of more than 8, add $4,060 for each additional person. Family: two or more persons related by blood, marriage, or decree of court, who are living in a single residence, and are included in one or more of the following categories: • A husband, wife and dependent children; • A parent/guardian and dependent children; • A husband and wife. References: The term "veteran" is defined in WIA Title I section 101 (49) Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R. Beasley Juan Hernandez, Manager, December 2004 Adult Programs -3- The term "covered spouse" is defined in P.L. 107-288 Section 4215 (a) The term "Priority of Service" is defined in P.L 107-288 Section 4215(3) Self -Sufficiency The self-sufficiency standard defines the minimum amount of cash resources needed in order for a family to meet its basic needs and be self-suffi(ient. Region 23 has separate definitionsfor self sufficiency based on mhethev the individual at time of applz'catzon is: unemployed or employed, and pvovides for a separate definition for dislocated mockers and measuring outcomes. WIIA Adults Unemployed at time of 4,1)§cation Under pnorzty Tivo for Adults that are unemployed at time of application, the region uti§.Zes the family self-sufficiency standard as defined by the Human Services Coalition-lUider Opportunitiesfor Wlomen Study. "The standard defines the amount of income necessary to meet the basic needs (including paying taxes) in the regular `marketplace' without public subsidies -such as public housing, food stamps, Medicaid or child care -or private/informal subsidies -such as free babysitting by a relative or friend, food provided by churches or local food banks, or shared housing. The standard, therefore, estimates the level of income necessary for a given family type whether working now or making the transition to work- to be independent of welfare and/or other public and private subsidies." (htW://www.sixstrateoes.org/) This standard also takes into consideration the cost factors in the precise community where the individual lives, and the size and age structure of his/her family- notably the differences in costs incurred for teenagers vs. infants vs. preschoolers etc. For example, a family of one adult and one pre-schooler in Miami Dade County requires an annual income of $32,592 compared to $30,130 for a similar family in Orlando. A different family with two members, but in this case composed of one adult and one teenager, living in Miami -Dade County, would require an annual income of $27,516 to achieve economic independence. This standard is derived from the standard promoted by the Human Services Coalition of Dade County (HSCDC) and Wider Opportunities for Women (WOW). The HSCDC is part of a national movement led by WOW that has supported the development of a new Self -Sufficiency Standard that measures poverty based on local costs in a given community. The HSCDC has defined family Self -Sufficiency as follows: The staff determining eligibility must be mindful to use the correct table for the area where the individual resides. The three attached tables contain information relevant to Region 23: 1) Table 48 shall be used for Hialeah and Homestead, 2) Table 49 shall be used for areas in Miami -Dade County excluding Hialeah and Homestead, and 3) Table 50 shall be used in Monroe County. WIA Adults Employed at time of application Employed individuals who are over the self-sufficiency guidelines but who need training in order to obtain or retain self- sufficient employment, as documented by the employer may be served. For all other employed individuals, eligibility determination for employed adults is based on the self-sufficiency definition. Region 23 defines self-sufficiency for employed individuals as: Regardless of family size, an individual residing in the areas listed below, must earn the listed wage to be self-sufficient: Miami -Dade County $32 per hour Hialeah and Homestead $31 per hour Monroe County $33 per hour The above standard is based on a calculation derived from information in the W.O.W. study, adjusted utilizing the consumer price index. The wage utilized is the highest wage in the study for a family composition of two adults and three pre-school age Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R. Beasley Juan Hernandez, Manager, December 2004 Adult Programs -4- children. The highest wage was utilized to ensure that the greatest number of employed individuals can be served while minimizing the burden to the employer for provision of information other than wage records to determine employee eligibility. Note: For eligibility purposes, the income to be considered is only the income of the individual employee served. WIA Dislocated Workers The Region's self-sufficiency standard for WIA Dislocated Workers includes the highest of either the Adult standard as defined above or 80% of the pre -layoff wage. The self-sufficiency definition for Dislocated Workers affects only eligibility determination at the training level for employed individuals. For example, a Dislocated Worker was earning $30,000 annually and is laid -off and accepts employment with another employer earning $18,000 annually. Because the individual's income is less than $24,000 (80% of $30,000) the individual is eligible to receive WIA Dislocated Worker Training services. Measuring Self -Sufficiency Outcomes Measuring outcomes for achievement of self-sufficiency is challenging. Regional outcomes for self-sufficiency will be measured through a combination of employment, wage, retention and educational outcomes data. Increases in attainment on any of these indicators point out that individuals served are taking the required steps to achieve self-sufficiency. Executive Director Authority The Executive Director shall determine the level of priority, within the policy guidelines, that will be utilized, based on funding availability. In order to expedite services to customers, the Executive Director has the authority to modify the local self-sufficiency standard. Changes made under this authority will be reported to the full Board. Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R. Beasley Juan Hernandez, Manager, December 2004 Adult Programs - 5 - South Florida Workforce Investment Board (SFWIB) 2-YR Workforce Plan 2007-2009 Community Forum Questions and Answers Homeless Assistance Center 8/8/2007 1. How does SFW develop relationships with employers? SFW partners with local Chambers of Commerce and the Beacon Council to develop relationships with employers. The organization also participates in regional, national, and international efforts to bring business to our region. SFWs role in this partnership is to deliver the skilled workforce that meets the labor demand and expectations for new, expanding or relocating businesses. 2. How can SFW help people get out of homelessness? Region 23 provides workforce services that target populations in our youth, refugee, and adult service structures. The aforementioned populations not only includes homeless jobseekers, but also jobseekers with disabilities, ex -offenders, seniors, youth aging out of foster care, migrant farm workers and other hard to serve populations. SFW services will be more accessible to these populations via our new mobile outreach unit. Through these efforts, jobseekers will be assessed and services will be provided to meet the employment and training needs of each individual. 3. Does SFW offer temporary employment while a participant is in training? Yes. An individual in training is assigned a career advisor who can assist with referrals to employment. SFW also works with employers through On -the -Job - Training Programs, which helps offset cost through the hiring of trained employees. West Dade Career Center 8/10/2007 1. Does SFW offer hands on training for the youth population? Yes. Youth training includes, but is not limited to: occupational skills training, vocational skills training, work experience/internships, pre -employment and work maturity skills training and on-the-job training. 2. How can the youth in the community get information on SFW's services and programs? Youth who have access to the career centers are able to use the services provided by the centers: search for jobs that are available, obtain information from the resource room, and access other career -related information. It is the responsibility of local youth partners to identify other local resources and coordinate with other agencies to provide additional services to eligible youth. SFW contracts with local youth partners to coordinate implement and deliver comprehensive services and program activities that assist youth in overcoming barriers to employment. The region's youth partners provide integrated service delivery to two levels of youth programs: in -school youth and out -of -school youth. The in -school program is designed to encourage the youth to "stay -in -school", graduate, enter post -secondary institutions and/or obtain employment. The purpose of the in -school youth program is to ensure that eligible in school youth are provided with quality and effective youth services to better prepare them for successful transition to the workforce and continued education and training. The out -of -school program involves a network of Career Centers geared toward youth development. 3. For the youth who are currently enrolled in school, do they have to maintain a certain GPA? No, however, youth are tested in order to ascertain their functioning grade level, if it is below the ninth grade, youth may receive tutoring to assist in increasing their grade level. 4. What happens to SFW's youth participants who graduate from high school? South Florida Workforce ensures that eligible youth within Region 23 achieve at high levels academically, while exploring and preparing for the high -skill jobs within the Region. Local guidelines extend out -of -school services to youth, who are ex-offenders/offenders, foster care recipients and youth with disabilities. SFW will expand services to special populations, while ensuring that basic service delivery is available to all eligible youth. The overall goal of the youth program is to assist youth to complete high school, obtain a diploma or equivalent GED and to transition into skilled employment and/or post -secondary education in order to gain self-sufficiency and become a productive member of the workforce arena. SFW also partners with the local school system to provide after school career activities to those students enrolled in the in school program. SFW and the local school system have built a stronger link between high school preparation, post- secondary education, occupational skills training and employment for all students. As a result of the career awareness activities, written career plans are developed and serve as a tool for increasing career awareness, improving career planning and establish a link between high school preparation and future career success. Liberty Square Community Center 8/14/2007 1. What does SFW proposed to do differently in terms of helping the Liberty Square Community? The SFW mobile will offer employment and training services to communities where we do not currently have a presence. 2. How can SFW assist the individuals who have attended this forum in terms of changing their life around in the next 6 months? By providing them employment and training assessment we can guide individuals towards the growing occupations and industries. SFW provides a wide array of training opportunities towards targeted occupations to individuals. 3. Does SFW offer an ex —offender program, and can they serve the Liberty Square Community on an alternative basis? Yes, SFW funds Transition Inc. which has an ex -offender program and it provides services to all Miami -Dade County. SFW will plan in having Transition provide outreach services to the Liberty Square Community on an alternative basis using the mobile unit. Other agencies, which do not specialize in the serving the ex -offender population, also assist in delivering employment and training to this population. Homestead Career Center 8/15/2007 1. Does SFW offer soft skill training? Yes. SFW offers soft skills training to all participants who are actively seeking employment, or are seeking better employment with the goal of making them more employable. Through In House - Job Readiness (Employment Preparation) training , SFW has designed this specific training program to help improve an individual's job seeking and retention skills, and provide support for job -seeking activities. Participants will receive credit for hours spent (hour for hour) participating in the activity. The following activities are acceptable as in-house job readiness: workshops, resource room, in-house job fairs, class hours, or other career center activities. 2. What is the Return on Investment (ROI)? $11.57 for every dollar invested in training. 3. Does SFW work with the Beacon Council? Region 23 has forged relationships with many local economic development organizations. Collaborative partnerships have been developed and displayed at events with the Beacon Council, Miami Dade Chamber of Commerce, Miami Dade Convention and Visitors Bureau, the Business Industry Council, Greater Miami Chamber of Commerce, manufacturing and business associations. 4. How will SFW inform the individuals/employers who are unaware of the SFW's programs/services? ■ SFWIB will focus on "branding", public relations/media, and outreach to community leaders, major businesses, and organizations in the promotion of SFWIB. Public awareness, business endorsement, and community leadership support will elevate SFWIB's status as a catalyst for economic development and support in this region. Employer Services will interact with the employer community and economic development organizations to address their current and anticipated labor needs, prepare for future labor needs, educate the employer community about the services available through the Career Centers and continually assess employers' needs in order to deliver timely services. ■ "Voice of the customer" public forums, satisfaction surveys, and public discussion, coordinated through the Workforce Service Task Force of the South Florida Workforce Board (SFWIB) will be the vehicle through which public opinion will be heard and incorporated into service delivery where appropriate. The process includes business -led review of local workforce services, plans developed by Enterprise Florida, Miami -Dade County, Monroe County, The Beacon Council, Greater Miami Chamber of Commerce, and other community organizations. The intent is to ensure that strategic decisions by the SFWIB would align with both state and local efforts to build a world -class labor force, driving economic growth, a collaborate on local initiatives that further meet industry needs. ■ Region 23 will utilize PSAs, print media, radio, television, job fairs, community forums, economic development platforms, website, information sessions, Career Center verbal communication, training, staff and board retreats. 5. What skills are lacking /needed in the Region 23 area? The following industries are targeted specifically for skills upgrade training. These industries were identified due to a need to advance into newer technology in order to remain competitive in their specific arenas. Many industries are moving from manual to computer aided technology and others are growing so rapidly that skills upgrade becomes mandatory for survival in a large metropolitan market like Miami Dade County. • Biotechnology • Aviation / Aerospace • Business Services • Health Service • IT/Telecommunications According to a new study by Education Week, June 2007, South Florida school districts have some of the lowest graduation rates in the country, ranking in the bottom half of large urban school districts across the nation. The data pertaining to graduation from high school, at the minimum, tremendously influences the labor market and job attainment of the region. As mentioned before, local businesses have expressed increasing concerns, through various venues, about Region 23's labor force's low literacy levels, lack of soft skills and limited multilingualism. Table 16 shows the education attainment rate of Miami -Dade County's population age 25 and over, for 2000. According to the Census Bureau approximately twenty-five percent of the population, ages 25 years and older do not have a high school degree or equivalency. Sant La Neighborhood Center 8/16/2007 1. What is the status of the Construction Training Program (Florida re - Builds)? All individuals trained for entry level construction work is complete. The Florida reBuilds Construction Training Program is looking to establish partnerships with the business community to train (upgrade skills) our current workforce. Partnerships are also being developed to hire locally trained construction workers. 2. Explain the process of On-the-job- training (OJT)? OJT is defined as training by an employer that is provided to a paid participant while engaged in productive work in a job that provides knowledge or skills essential to the full and adequate performance on the job. Reimbursement is provided to the employer of up to 50 percent of the wage rate of the participant for the extraordinary costs of providing the training and additional supervision related to the training. The training is limited in duration as appropriate to the occupation for which the participant is being trained. 3. What part of the 2-year plan addresses "at -risk" children? Alternative education is designed to meet the needs of at -risk students who are dis-engaged and inclined to not succeed in the traditional school setting. Alternative education programs are experiencing tremendous growth. Some forms of alternative education types may include, but are not limited to: alternative classrooms, school within a school, separate alternative schools, second and last chance schools for disruptive students, detention centers and boot camps. To improve the learning opportunities for youth who are attending local alternative educational institutions, SFW has partnered with specific local youth partners, the school system, the Miami -Dade County Corrections Department and the department of juvenile justice to provide educational services that provides youth with educational, employability (where applicable), GED preparation, objective and comprehensive assessment along with guidance through the decision -making process of weighing all the available options; unbiased presentation of information on alternative options; the guidance of youth development career advisors whose only priority is ensuring an appropriate path for each participating youth and the tutoring and other academic supports youth may need to gain access to the paths they select to gain access to gainful employment. The partnership is intended to assist participants in identifying strengths, transferable skills, interests, abilities and their work values, attitude and behavior modification through specialized intense cognitive and behavioral training, which will change the attitudes, behavior and thinking pattern of each at -risk youth, provide a thorough review and analysis of the youth's social maladjustment, basic life skill areas: interpersonal relationships, anger management, communication skills and employability tools and skills and additional comprehensive objective assessment to move the youth away from anti -social, criminal behavior towards a life of lawful living, gainful employments and productive citizenship. 4. Does SFW have trainings for small business? Yes. SFW, in collaboration with the City of Miami and ACCION, is offering entrepreneurial training for customers interested in small business development. Human Services Coalition 8/17/2007 1. How old do you have to be to access South Florida Workforce program/services? Fifteen (15) years of age. 2. Does SFW keep track of the progress of youth who are using program/services? Yes. Each participant engaged in In-house job search activities must register into the "Initial Assessment Data Base prior to engaging in any activities and will also be required to sign out with the designated staff person in order to receive credit for their participation. 3. Does SFW Career Centers provide child care services? SFWIB involves optional partners in the workforce delivery of services in Miami Dade and Monroe Counties. There are formal partnerships with agencies that provide childcare, work experience opportunities, community service projects, services to targeted groups, leadership development, image consulting, financial literacy, mentoring and tutoring. Marathon Government Center 8/29/2007 1. How many people are on SFW's board and how many represents Monroe County? South Florida Workforce Investment Board consists of 46 seats. Three seats represent Monroe County. 2. Are there any limitations to what types of employers can use SFW's services? No. There are no limitations to the types of services offered by SFW. 3. Does On -the —Job Training (OJT) include reaching for the special population? Yes. OJT is open to anyone eligible to the specific funding program. 4. Has the workforce talk to the Community Colleges about RN's and Nurses? SFW is currently in partnerships with the Community Colleges for medical programs. 5. How much do you save by retraining an employee? For every $1 invested in Region 23 workforce system, the community receives a return of $11.57. 6. How do we build a career pathway prove suitable pipeline. South Florida Workforce Investment Board collaborates with the business community, the educational institutions, and the economic development infrastructure to build pipelines to targeted industries for which there is a significant and expanding need for a skilled workforce. As a key element in building these industry workforce pipelines, youth internships and work experience activities operate on a significant scale in South Florida. 7. What would the mobile units include? Workforce services will become portable in the very near future in order to expand our options for addressing community needs. One of the many goals is to use the MSV to serve as a "rolling advertisement" for SFW in order to promote the wide array of services we offer. The Mobile Service Vehicle is a 37-foot long mobile computer lab with 12 stationary and 10 auxiliary workstations that connect to the Internet via satellite. The unit is also equipped with 3 telephones, 2 DVD and VHS players, a private area that can be used as an interview room, a plasma "smart" board that can be used for training, and a handicapped -accessible entrance via a wheelchair lift in the back. South Florida Workforce Policies & Procedures t WELFARE TRANSITION PROGRAM The operating proceduresthat describes the administrative and program requirements and processes for Welfare Transition (fANF) contracts and programs administered by the South Florida Workforce are incorporated in the Workforce Services 2 Year Plan Section F-Pages 92 through 121. south f (orida + =' : 7 J' Employ Florida PROCEDURE TRANSMITTAL SUBJECT: Career Advancement Program (formerly Welfare Procedural/Guidance Transition) Job Retention Incentive No.: #4 PY'06 APPLIES TO: Career Center Contractors Effective Date: Refugee Employment and Training Program November 29, 2005 Revised Date: Contractors Providing Career Advancement Program Services. February 13, 2007 Expiration Date: Indefinite REFERENCE: Local Policy This procedure transmittal replaces PY'2003 Program Directive #4, Participant Incentive Bonus. OBJECTIVE The purpose of this procedure transmittal is to provide information to Career Center and Refugee Contractors on the eligibility process and procedures for providing Job Retention Incentives to Career Advancement Program (CAP) participants. BACKGROUND It is the policy of South Florida Workforce (SFW) that CAP participants who have been employed for at least 30, 60, and 180 consecutive days on or after November 29, 2005, be eligible for a Job Retention Incentive of up to $250 for part-time and $500 for full-time, unsubsidized employment. PROCEDURE Job Retention Incentives of up to $250 for part-time unsubsidized employment, and $500 for full-time (32 hours or more per week) unsubsidized employment are awarded to customers who demonstrate continuous employment. Participants may apply for a Job Retention Incentive at any point after 30, 60, and 180 days of consecutive employment. Consecutive employment is defined as continuous employment with no more than a five (5) consecutive workday break in employment. Participants may apply for a Job Retention Incentive within two -years of their TCA case closure, but do not have to be employed at the time of application. A participant may be awarded Job Retention Incentive payments for both part-time and full-time employment. The payment for both Job Retention Incentives must total no more than $500. Approved by: Supersedes: Issued by/Contact: Rick Beasley PY'2003 Program Directive #4, Theresa Chester Participant Incentive Bonus Adult Programs Page 1 of 3 Participants who relocate outside of the Region, may apply for and be awarded a Job Retention Incentive if they met the eligibility criteria while they were employed and assigned to a local Career Center or Refugee Program in Region 23. The following service codes must be used when issuing payment: Refugee Codes Employment Status 510-1 R Full -Time 30 days 510-2R Part -Time 30 days 520-1 R Full -Time 60 days 520-2R Part -Time 60 days 530-1 R Full -Time 180 days 530-2R Part -Time 180 days Career Center Codes 5100-1 5100-2 5200-1 5200-2 5300-1 5300-2 Full -Time 30 days Part -Time 30 days Full -Time 60 days Part -Time 60 days Full -Time 180 days Part -Time 180 days Payment Amount $100 $50 $150 $75 $250 $125 $100 $50 $150 $75 $250 $125 When a participant requests a job retention incentive, the Career Advisor will access and review the Service Accounts Management System (SAMS) History under the Support Service Module to determine if the participant has previously been issued the same incentive being requested. A. If the incentive payment had not been previously issued, the Career Advisor will access OSST to determine: 1. If the participant has at least 30, 60, or 180 days of consecutive employment. 2. Whether the employment is full or part-time. B. If all eligibility criteria are met as indicated under section A above, and the participant has not previously received the Incentive payment, the Career Advisor will obtain the following documents from the participant: 1. A completed W-2 Form, or 2. A paycheck stub with year-to-date information, or 3. An original completed Employment Verification Form signed by the employer that clearly documents the starting date of employment and that the participant is currently employed or the date the participant terminated employment Approved by: Supersedes: Issued by/Contact: Rick Beasley PY'2003 Program Directive #4, Theresa Chester Participant Incentive Bonus Adult Programs Page 2 of 3 C. The Career Advisor will then authorize payment, by entering the service in the SAMS. The system will generate a check request and within ten (10) business days the Career Center or Refugee Contractor is responsible for issuing a check in the appropriate amount to the participant. D. Participants who have been issued a payment and those who do not meet the eligibility criteria must be notified in writing of decision/action. E. The Career Advisor will update OSST Case Notes to reflect date of request, amount requested, and action taken. Approved by: Supersedes: Issued by/Contact: Rick Beasley PY'2003 Program Directive #4, Theresa Chester Participant Incentive Bonus Adult Programs Page 3 of 3 PY' 2007-2008 -ALLOWABLE TRANSITIONAL BENEFITS One (1) service up to $300 life -time limit as a transitional customer Automobile Repair Automobile (vehicle repairs are restricted to those affecting the safe functioning of the vehicle. Routine maintenance (oil changes and wiper blades) or non -essential components such s audio, climate control and auto body repairs are prohibited. Clothing $300 per year Uniforms $250 per year Automobile Liability Insurance One (1) policy up to $500 life -time limit as a transitional customer Background /Fingerprinting $150 per year when not issued in conjunction with an ITA "Books and School Supplies $250 limit per year when not issued in conjunction with an ITA Drug Test/Physical Exam $150 per year when not issued in conjunction with an ITA "Gas Cards Maximum - $120 per month "Transit Vouchers $250 per month - Monroe "Transit Passes 1 per month "Transit Tokens 30 per month - $43.50 Occupational License $250 per year "Tuition, School Lab Fees Fees are established and posted on the SFW website Tools $75 per year when not issued in conjunction with an ITA Work Permit $180 per year Credential Validation and Translations $150 per year "Childcare Fees paid by the Early Learning Coalition Expunge and Seal $150 — once in a life -time 30 days 60 days 180 days Full -Time "Job Retention Incentive Customer $100 attainment $150 attainment $250 attainment bonus Employment bonus bonus Part -Time Customer $50 attainment $75 attainment $125 attainment bonus Employment bonus bonus *These services are excluded from the annual $1,000 transitional benefit cap. ■ ■ 707 ■ � u ■ b.3 n m Im ■ ■ m m ■ ■ � I ■ ■ ■ m ■ ■ ■ VI. ■ ■ 0 ■ ■ FX7. ■ ■ ■ ■ 7/01 /2006 ■ One Stop Location I Total Monthly Facility Costs Miami Downtown 6,870 North Miami Beach 7,690 Carol City 8,790 Hialeah Gardens 7,890 Homestead 9,220 Hialeah Downtown 5,820 Key Largo 1,680 Key West 3,310 Perrine 9,790 Little Havana 13,040 West Dade 11,810 Northside 11,500 Miami Beach 2,590 Total: $ 100,000 ■ 0 ■ ■ ■ _77 -] 11 1� ] J I L -70 00-_ i 10/06/2006 ■ m ■ I 21 m ■ 0 m 1. 2. 3. 4. ■ 0 a n � Y a 9 � � ■ ■ 0 0 0 ■ m Q m Note ■ u ■ ■ tw nnfli c� of 0 (aa) 11 I (s) Lobb�i;zg. 16 18 19 20 22 24 25 Ordinance including, but not limited to, contractors and vendors. In the event that the Ethics Commission does not assume jurisdiction as provided in the preceding sentence, the Ethics Commission may refer the complaint to the State Attorney for appropriate action. Notwithstanding the foregoing, the Ethics Commission shall not have jurisdiction to consider an alleged violation of Subsection (c) if the requirements of Subsection (c) have been waived for a particular transaction as provided therein. (z) Prohibition on participation in settlement negotiations. Neither the Mavor, a County Commissioner nor any member of their staff shall participate in settlement negotiations of claims or lawsuits, including, but not limited to, contract scope or compensation adjustments involving the County without prior approval of the Board of County Commissioners. (aa) County Attorneys office participation in contract adjustments. County staff shall request the participation of the County Attorney's Office to provide legal advice regarding the scope or compensation adjustments which increase by more than one million dollars ($1,000,000), the value of a construction contract or a contract involving the purchase of goods or services. (bb) Penalty. (1) Proceeding before Ethics Commission. A finding by the Ethics Commission that a person has violated this section shall subject said person to an admonition or public reprimand and/or a fine of two hundred fifty dollars ($250.00) for the first such violation and five hundred dollars ($500.00) for each subsequent violation. The Ethics Commission may also order the person to pay restitution when the person or a third party has received a pecuniary benefit as a result of the person's violation. The procedure for determining restitution shall be governed by an administrative order adopted by the County Commission and rules of procedure promulgated by the Ethics Comrission. (2) Prosecution by State Attorney in State court. Every person who is convicted of a violation of this section in State court shall be punished by a fine not to exceed five hundred dollars ($500.00) or imprisonment in the County Jail for not more than thirty (30) days, or by both such fine and imprisonment. 26 MIAMI-DADE COUNTY COMMISSION ON ETHICS & PUBLIC TRUST Robert Meyers, Executive Director Biscayne Building 19 West Flagler Street, Suite 209 Miami, Florida 33130 General Number........ (305) 579-2594 Fax Number ............ (305) 579-0273 e-mail ......... ethics@miamidade.gov The Miami -Dade County Commission on Ethics & Public Trust is an independent agency authorized to interpret and enforce the County Conflict of Interest and Code of Ethics Ordinance, the Citizens' Bill of Rights, and the Ethical Campaign Practices Ordinance. Written requests for legal interpretation of these laws may be made via regular mail, fax, or e-mail. www.miamidade.gov/ethics. The Ethics Commission website includes official opinions and decisions, information on ethics laws and ordinances, Ethics Commission agendas, press releases, and other recent news. Individuals may also request information or register an ethics complaint through the website. Ethics Hotline (305) 579-9093. Anyone with personal knowledge of an ethics violation enforceable by the Miami -Dade County Ethics Commission may submit the information anonymously by calling the Ethics Hotline. Request a Speaker (305) 350-0630. The Ethics Commission welcomes opportunities to address groups in both the public and private sectors and/or to conduct ethics training workshops tailored to the needs of the organization. Training sessions and public speakers may be scheduled by calling the "Request a Speaker" number. CAPITAL INVENTORY MANAGEMENT POLICY AND PROCEDURES Exhibit 4 CAPITAL INVENTORY GEME1�I' This chapter outlines South Florida Worlforce Investment Board policies and procedures for accounting for the acquisition, control, and disposition of all capital equipment property. Individuals involved with property responsibility must fully comply with these procedures in every detail. It is only by adherence to the instructions contained in this chapter that South Florida Worlforce Investment Board will meet the requirements of property management as delineated by appropriate legal authority. TABLE OF CONTENTS Chapter 3 Paragraph General Provisions Purpose..........................................................................................................................................................3-1 Authority....................................................................................................................................................... 3-2 Definitions Capital Inventory- Tangible Property ......................................................................................................3-3 Cost................................................................................................................................................................3-4 Depreciated Cost ........................................... FiscalYear.....................................................................................................................................................3-6 South Florida Worldorce Investment Board (SFWIB) - Property Custodian....................................3-7 Service Provider Executive Director - Property Custodian Delegate..................................................3-8 Director - Property Custodian Delegate Alternate.................................................................................3-9 SFWIB Administration Operations..........................................................................................................3-10 SFWIBInventory Specialist.......................................................................................................................3-11 SFWIBProperty Barcode Decal................................................................................................................3-12 SurplusProperty ...........................................................................................................................................3-13 DisposableProperty ....................................................................................................................................3-14 Lost Property - Unaccounted for Property..............................................................................................3-15 Center............................................................................................................................................................3-16 Assiizned Resvonsibilities South Florida Worldorce Investment Board (SFWIB) - Property Custodian....................................3-17 Service Provider Executive Director - Property Custodian Delegate..................................................3-18 Center Director - Property Custodian Delegate Alternate....................................................................3-19 SFWIBInventory Specialist.......................................................................................................................3-20 Procedures Controlof Tangible Property.....................................................................................................................3-21 Property Acquisition - Adding Newly Purchased Items to the Database...........................................3-22 TransferringProperty ..................................................................................................................................3-23 Center - Relocation or Closings................................................................................................................3-24 Service Provider/Center Inventorying Property .....................................................................................3-25 StolenProperty.............................................................................................................................................3-26 Lost Property- Unaccounted for Property .............................................................................................3-27 Surplus/Excess Property ............................................................................................................................3-28 Dispositionof Property ..............................................................................................................................3-29 Procedures for Completing Property Transfer Form.............................................................................3-30 Procedures for Completing Notification of Missing Property Form...................................................3-31 Procedures for Completing Disposing of Capital Inventory................................................................3-32 Procedures for Completing Certification of Surplus Property Form...................................................3-33 Procedures for Completing SFWIB Inventory Additions ...................... Procedures for Completing Service Provider Procurement Request Form........................................3-35 Procedures for Completing Internal Request for Procurement Request Form.................................3-36 DRAFT Exhibit 4 Capital Property Manual Policy & Procedures.doc Chapter 3 GENERAL PROVISIONS 3-1. PURPOSE: This chapter establishes South Florida Workforce Investment Board (SFWIB) policy and contains a standard accountability system for the acquisition, control, and disposition of all tangible personal property that has a purchase price of $250 or more and a life expectancy of a year or more. The purpose of these rules is to implement: (a) Section 273.02, Florida Statutes, which provides that "Each item of property which it is practicable to identify by marking shall be marked in the manner required by the Auditor General. Each Custodian shall maintain an adequate record of property in his or her custody, which record shall contain such information as shall be required by the Auditor General." (b) Section 273.05(5), Florida Statutes, which provides that "Agency records for property certified as surplus shall comply with rules issued by the Auditor General." (c) Section 273.055(2), Florida Statutes, which provides that "Custodians shall maintain records to identify each property item as to disposition. Such records shall comply with rules issued by the Auditor General." These rules prescribe the records and procedures considered appropriate by the Auditor General for marking, recording, and accounting for State-owned property as defined in Section 273.02, Florida Statutes, and the information to be recorded in each Custodian's public records in regard to such property, including property certified as surplus and/or disposed of by the Custodian. These rules are promulgated pursuant to Chapter 273, Florida Statutes, to promote the control and safeguarding of tangible personal property. Accordingly, they do not prescribe accounting guidance for reporting State-owned capital assets and related depreciation as required by Statement No. 34 of the Governmental Accounting Standards Board (GASB), Basic Financial Statements and Management's Discussion and Analysis - for State and Local Governments. Statement No. 34 includes financial reporting requirements relating to infrastructure reporting and depreciation accounting. For guidance on financial reporting of capital assets, Custodians are encouraged to refer to the State of Florida Statewide Financial Statements Capital Asset Policy promulgated by the State's chief financial officer. 3-2. AUTHORITY: Authority for this chapter is contained in Section 20.05, Florida Statutes, which gives the South Florida Investment Board Executive Director authority to promulgate administrative rules; Chapter 273, Florida Statutes, which defines the state property system; and the Rules of the Auditor General, Chapter 10.300, State -Owned Tangible Personal Property. Exhibit 4 Capital Property Manual Policy & Procedures.doc DEFINITIONS 3-3. CAPITAL INVENTORY - Tangible Property: Equipment, fixtures, and other tangible personal property of a nonconsumable and nonexpendable nature, the value or cost of which is $500 or more, and the normal expected life of which is one year or more purchased by South Florida Workforce Investment Board. "Data Processing Software" has the meaning set forth in Section 119.07(3) (o) 1. Florida Statutes. Data processing software is not considered to be property within the meaning of these rules. 3-4. COST: Means acquisition or procurement cost (i.e., invoice price plus freight and installation charges less discounts) 3-5. DEPRECIATED COST: GASB 34 requires all capital assets to be depreciated over their estimated useful lives unless they are either inexhaustible or are infrastructure assets reported using the modified approach. This applies to all tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period. The straight-line method will be used to calculate depreciation at year-end prior to closing for each capital asset recorded in the Asset Tracking System starting with the month that the asset is received. 3-6. FISCAL YEAR Means the State's fiscal year established by Section 215.01, Florida Statutes, to begin on the first (1) day of July and to end on the following thirtieth (30) day of June, both dates inclusive, in each and every year, or the fiscal year established by other law applicable to a particular Custodian. 3-7. SOUTH FLORIDA WORKFORCE INVESTMENT BOARD (SFWIB) - Property Custodian: Any other person or agency entitled to lawful custody of property owned by the agency or state. The primary Custodian within the agency is the SFWIB Director. Anyone who is delegated custodial responsibility becomes a Custodian. 3-8. SERVICE PROVIDER EXECUTIVE DIRECTOR - Property Custodian Delegate: A person under the supervision of SFWIB to whom SFWIB has delegated the custody of the property and from whom SFWIB requires a general inventory of all Service Provider/Center accountable property to be turned into the SFWIB Administration Division Inventory Control Unit by each 3rd working day of January of each fiscal year, or as soon thereafter as practicable. 3-9. CENTER DIRECTOR - Property Custodian Delegate Alternate: A Service Provider staff member delegated the responsibility of overseeing all matters dealing with the accounting of tangible property assigned to a specific organization in the absence of the assigned property Service Provider. A general inventory of all Service Provider/Center accountable property is Exhibit 4 Capital Property Manual Policy & Procedures.doc to be turned into the SFWIB Administration Division Inventory Control Unit by each 3rd working day of January of each fiscal year, or as soon thereafter as practicable. 3-10. SFWIB ADMINISTRATION OPERATIONS: The division of SFWIB charged with the responsibility of coordinating policies, procedures and instructions for the disposition of personal tangible property and excess/surplus property within SFWIB. The section has sole authority to oversee the authorization of the disposal of all property for the Agency. The SFWIB Administration Division shall be responsible for all aspects of personal tangible property including accountability and disposition of property for the Agency. 3-11. SFWIB INVENTORY SPECIALIST: A SFWIB Administrative Division staff member who is responsible to tag capital equipment, input and maintain inventory database, provide inventory reports, to conduct physical inventory, and coordinate the Service Provider Executive Director/Center Director assignments. Inventory Database information is derived from documents evidencing transactions affecting the acquisition, transfer, or disposition of property items and must be posted contemporaneously with entries to the individual property records. 3-12. SFWIB PROPERTY BARCODE DECAL: An alphanumeric identification decal assigned to the property denoting agency ownership placed on all tangible property that has a life expectancy of over 1 year and has a value of more than $500 as required by the Rules of the Auditor General, Chapter 10.300. 3-13. SURPLUS PROPERTY: Any property that is no longer needed, required, or is in excess of at a location. Property within the meaning of these rules may be lawfully certified as surplus as provided in Section 273.05, Florida Statutes. 3-14. DISPOSABLE PROPERTY: Any property that is obsolete; or the continued use of which is uneconomical or inefficient; or which serves no function for any activity or daily operation. Property within the meaning of these rules may be lawfully disposed of as provided in Sections 273.04, 273.05, and 273.055, Florida Statutes and shall comply with rules issued by the Auditor General. 3-15. LOST PROPERTY - Unaccounted for Property: Means property of a Custodian subject to the accountability provisions of Section 273.02, Florida Statutes, which cannot be physically located by the Custodian or Custodian's delegate and which has not been otherwise lawfully disposed of. Recording "unaccounted for" property as dispositions or otherwise removing the items from the property records shall be subject to the approval of the State's chief fiscal officer as provided in Section 17.04, Florida Statutes, and Rule 3A 21.002, Florida Administrative Code. 3-16. CENTER Any Career Center, Youth Opportunity, Satellite or any location where South Florida Workforce Investment Board inventory is located. Exhibit 4 Capital Property Manual Policy & Procedures.doc ASSIGNED RESPONSIBILITIES 3-17. SOUTH FLORIDA WORKFORCE INVESTMENT BOARD (SFWIB) - Propga Custodian: Section 273.02, Florida Statutes, requires that SFWIB take an annual inventory of property in their custody. The report of the physical inventory of all agencies is to take place by July 1st of each fiscal year, or as soon thereafter as practicable. The report to the State of Florida is to be turned in by August 15th of every year. (a) Property Records Required The Rules of the Auditor General, Chapter 10.350 addresses the required records for inventory property as follows: (1) Maintenance of Property Records. Custodians shall maintain adequate records of property in their custody. The records shall contain the information required by these rules. (2) Individual Records Required For Each Property Item. Each item of property shall be accounted for in a separate property record. However, related individual items which, taken as a whole, constitute a single functioning system may be designated as a group property item. A group property item may be accounted for in one record if the component items are separately identified within the record. Examples of property subject to group accountability include, but are not limited to, such items as modular furniture, computer components, and book sets. (3) Content of Individual Property Records. Each property record shall, as applicable, include the following information: (i) Identification number. (ii) Description of the item or items. (iii) Physical location (the city, county, address or building name, and room number therein). (iv) Name of the Custodian or the Custodian's delegate with assigned responsibility for the item. (v) Class code. [Note: In recording class codes, Custodians should consider the State standard class codes for capital assets established by the State's chief fiscal officer.] (vi) If group accountability is established, the number and description of the component items comprising the group. Exhibit 4 Capital Property Manual Policy & Procedwes.doc (vii) Name, make, or manufacturer. (vin) Year and/or model(s). (ix) Manufacturer's serial number(s), if any, and if an automobile, vehicle identification number (VIN) and title certificate number. (x) Date acquired. (xi) Cost or value at the date of acquisition for the item or the identified component parts thereof. When the historical cost of the item is not practicably determinable, the estimated historical cost of the item shall be determined by appropriate methods and recorded. Estimated historical costs shall be so identified in the record and the basis of determination established in the Custodian's public records. The basis of valuation for property items constructed by Custodian personnel must be the costs of material, direct labor, and overhead costs identifiable to the project. Donated items, including Federal surplus tangible personal property, must be valued at fair market value at the date of acquisition. (xii) Method of acquisition and, for purchased items, the Statewide document (voucher) number. (xiu) Date the item was last physically inventoried and the condition of the item at that date. (xiv) If certified as surplus, the information prescribed in Rule No. 10.365(2). (xv) If disposed of, the information prescribed in Rule No. 10.370(2). (xvi) Any other information the Custodian may care to include. (4) Depreciation. Depreciation may be recorded to meet financial reporting requirements relating to depreciation accounting. However, depreciation must not be recorded on the individual property records or in the control accounts in such a manner as to reduce the recorded acquisition cost or value. (5) Guidelines for Tagging Property. Property Barcode Decals shall be uniformly located whenever possible on similar types of property as outlined below. (a) COPY MACHINES Front top left corner (b) MODULAR FURNITURE As appropriate to provide ready identification. (c) COMPUTER MONITOR Front top middle. (d) COMPUTER CPU Front top left corner. (e) FAX EQUIPMENT Back top right corner. (f) PRINTERS Back top right corner. Exhibit 4 Capital Property Manual Policy & Procedures.doc (g) HUBS/ROUTERS Front top teft/right corner 3-18. SERVICE PROVIDER EXE CUTIVE DIRECTOR- PropertvCustodian Delegate: The Service Provider Executive Director will have the responsibility of overseeing ALL matters relating to the accountability of tangible property assigned to a specific Agency. (a) The Service Provider Executive Director will be the liaison with the SFWIB Inventory Control Unit who will respond to any questions, paperwork, or inventory issues associated with capital inventory property. (b) Annual Inventory Report - The Service Provider Executive Director will be responsible for making sure that all annual inventory report information is forwarded to the SFWIB Inventory Control Unit in a timely manner so that the deadlines established by the SFWIB and the Florida Statutes can be met. It is the responsibility of the Service Provider Executive Director to ensure that all inventories are completed and submitted by the due date set by SFWIB. (c) The Service Provider Executive Director will also be responsible for providing accurate and complete information to SFWIB Administration Division to properly record items within their division for fire/insurance coverage. (d) The Service Provider Executive Director will have front-line responsibility for keeping track of the inventory and filing all the appropriate forms pertaining to the property. NOTE: This is a highly responsible function. Service Provider Executive Director can be fined, pursuant to Section 273.09 and s.775.082, Florida Statutes, for not properly maintaining, tracking, and/or falsifying any documents or reports that pertain to the property assigned to them. 3-19. CENTER DIRECTOR - Property Custodian Delegate Alternate: The Center Director will assume all responsibilities outlined for the Service Provider Executive Director in their absence. Annual Inventory Report - The Center Director will be responsible for conducting the annual physical inventory of their center and making sure that the annual inventory report information is forwarded to the SFWIB Inventory Specialist in a timely manner so that the deadlines established by the SFWIB and the Florida Statutes can be met. 3-20. SFWIB INVENTORY SPECIALIST: South Florida Workforce Investment Board has designated the SFWIB Inventory Specialist to coordinate the physical inventory efforts. The SFWIB Inventory Specialist will visit all Service Provider Offices, Centers, and Satellite Centers to conduct an annual physical inventory of all capital equipment and whenever there is a change of custody. All missing or lost items will be addressed immediately and appropriate paperwork completed. Exhibit 4 Capital Property Manual Policy & Procedures.doc The SFWIB Inventory Specialist will update and maintain a database listing of the entire inventory for the agency and input into the database the information for new property that has been ordered and received. Inventory Database information is derived from documents evidencing transactions affecting the acquisition, transfer, or disposition of property items and must be posted contemporaneously with entries to the individual property records. NONE: The Service Provider Executive Director/Center Director shall not conduct the physical inventory for the property for which they are directly responsible, pursuant to Section 10.380, State of Florida Auditor General Rules. PROCEDURES 3-21. CONTROL OF TANGIBLE PROPERTY: There are four basic activities associated with the control of tangible property: (a) Recording the acquisition of new property by entering it into the Asset Tracking property system, (b) Documenting the transfer of property from one location to another, (c) Conducting physical inventories of capital equipment as required bylaw and (d) Providing documentation when property is disposed of. 3-22. PROPERTY ACQUISITION - Adding_newlypurchased items to the database: The SFWIB Administrative Division must exclusively do all capital inventory purchases whether it is for the SFWIB Headquarters or any of the Service Providers/One Stop Centers. (a) Service Provider/Center Request for Capital Inventory Service Provider/Centers that want to purchase capital inventory valued at five hundred dollars ($500) or greater must submit a written request to the SFWIB Contract Manager to obtain approval. (1) Request for Software or Hardware The SFWIB Information Technology (IT) Unit Administrator must fast approve specifications before final approval can be granted. (2) Request for Office Furniture/Decorations or Office Equipment The Facilities Unit Manager must first approve specifications before final approval can be granted. (b) Request -To -Purchase Approval Once the specification approvals are obtained, the SFWIB Contract Manager will further determine if there are sufficient funds available in the Service Provider's budget to cover the purchase. Exhibit 4 Capital Property Manual Policy & Procedures.doc (1) Unapproved Request -to -Purchase If the specifications requested are not approved or if there are insufficient funds in the budget, the SFWIB Contract Manager will advise the Service Provider. (2) Approved Request -to -Purchase The SFWIB Contract Manager will issue a Request -to -Purchase memorandum with the appropriate management signature to the SFWIB Procurement Unit accompanied by the original Service Provider Procurement Request Form and the approved specifications. The Contract Manager will forward copies of the approved Request -to -Purchase to the Service Provider. The copy of the approval letter, along with the back-up correspondence is also copied to the SFWIB Budget and Management Division, the SFWIB Procurement Unit, and the SFWIB Inventory Specialist. (c) SFWIB Internal Request for Goods or Services for Service Provider/Center Request for procurement of goods or services valued at five hundred dollars ($500) or greater by either the SFWIB Facilities Unit or the SFWIB IT Unit must be submitted in writing to the SFWIB Assistant Director for Administration to obtain approval. The SFWIB Assistant Director for Finance will identify and allocate funds to cover the purchase, request will be forwarded to the Executive Director for final approval. (1) Unapproved Request -to -Purchase If there are insufficient funds in the budget, the SFWIB Contract Manager will advise the requesting Administration Unit. (2) Approved Request -to -Purchase The SFWIB Assistant Director for Finance will issue a Request -to -Purchase memorandum with the appropriate management signature to the SFWIB Procurement Unit accompanied by the original Internal Request for Procurement for Service Provider Form and the approved specifications. (d) SFWIB Procurement Unit The SFWIB Procurement Unit will generate (P.O.) that must be signed by the Assistant original P.O. is given to the vendor and one Management Division along with copies specifications and approval documents. The Procurement Unit receive copies of the same. (e) SFWIB Invento!�7Specialist a two (2) part original Purchase Order Director of Administration. One (1) (1) original is given to the Budget and of the initial request, the approved Inventory Specialist, Facilities Unit and Exhibit 4 Capital Property Manual Policy & Procedures.doc The SFWIB Inventory Specialist maintains a file on new equipment and/or furniture that needs to be identified and tagged. (f) Receipt of Capital Inventory Order Upon delivery of the merchandise such as furniture or office equipment the Service Provider/Center must notify the SFWIB Facilities Unit within twenty-four (24) hours. Upon delivery of the merchandise such as telephone equipment, computer software or hardware, or any other computer related equipment the Service Provider/Center must notify the SFWIB IT Unit within twenty-four (24) hours. (g) Receipt of Procured Goods and Services A SFWIB Facilities Unit or SFWIB IT Unit representative must visit the delivery site and physically confirm the order along with the Service Provider representative. They must also pick up the original packing slip and forward it to the SFWIB Procurement Unit. The SFWIB Facilities Unit or IT Unit representative notifies the SFWIB Inventory Specialist of the receipt of the order to commence bar coding procedures. (h) Packing Slip The SFWIB Procurement Specialist makes two (2) copies the packing slip, one for the procurement file and one to the SFWIB Inventory Specialist. The original is forwarded to the SFWIB Finance Division. (i) Tagging of New Capital Equipment Upon notification, the SFWIB Inventory Specialist will go out to the Service Provider/Center location, SFWIB warehouse affix the SFWIB Property Barcode Decals and enter all pertinent information into the Asset Tracking System (j) SFWIB Finance Division Vendor sends the invoice to the SFWIB Division for payment. Once SFWIB Finance Division reconciles the invoice against the purchase order and corresponding bid information, accounts payable will issue a check to the vendor. They must forward a copy of the invoice and check to the SFWIB Inventory Specialist. (k) New Entry Verification Upon receipt of the invoice and check copies from the SFWIB Finance Division, the SFWIB Inventory Specialist should have all the pertaining paperwork for the new merchandise, which consists of copies of: (1) The initial Service Provider request (2) The approved specifications (3) The SFWIB approval documents (4) The approved P.O. (5) The packing slip (6) The vendor's invoice Exhibit 4 Capital Property Manual Policy & Procedures.doc (7) The check The printout of the new item's Inventory Input Form along with all pertaining paperwork must be signed off and verified by the SFWIB Administration Manager. 3-23. TRANSFERRING PROPERTY: To maintain the integrity of the Asset Tracking System, it is essential that transfers of property from one office to another be properly documented and that the property records be subsequently adjusted to reflect these transfers for accountability and fire / insurance coverage. Service Provider is not to conduct the physical transferring of any property. Computer Equipment The transfer of any computer equipment must be request through the SFWIB IT Unit, whether it is within the same facility or out to another facility. Office Equipment or Furniture The transfer any office equipment or furniture must be request through the SFWIB Facilities Unit, whether it is within the same facility or out to another facility. (a) Transfer from Location to Location In order for a transfer to be properly executed, the SFWIB IT Unit or the SFWIB Facilities Unit must notify the SFWIB Inventory Specialist of the intent to transfer property by completing a .S'FW/IB Property Transfer Form. Both the transferring Service Provider/Center representative and the receiving Service Provider/Center representative must sign the SFWIB Property Transfer Form. The SFWIB IT Unit or the SFWIB Facilities Unit is responsible for completing the SFWIB Property Transfer Form The procedure for completing and processing the SFWIB Property Transfer Fom is as follows: (b) The Service Provider/Center representative who is originating the transfer requests a SFUB Property Transfer Form and completes the top portion of the form designating their office/center, unit # and location address, the date of the transfer (date they relinquish responsibility for the property), a listing of tag numbers and/or purchase order numbers, a description of the items being transferred, complete serial numbers, condition, plus their handwritten signature; (c) The original is sent to the SFWIB Inventory Specialist. Three copies are made of the SFUB Property Transfer Form; one copy is retained by the originating Service Provider/Center and two copies are sent to the receiving Service Provider/Center, (d) The receiving Service Provider/Center representative completes their portion of the SFUB Property Transfer Form designating their office/center and location address. They then sign and date the transfer form and submit an original copy to the SFWIB Exhibit 4 Capital Property Manual Policy & Procedures.doc Inventory Specialist. The other copy is retained by the recipient Service Provider/Center for file purposes; (e) Upon receipt of the original SFIVIB Property Transfer Fonv the SFWIB Inventory Specialist is made aware that a transfer is taking place and files the form in the transfer pending file. Upon receipt of the signed second copy, the SFWIB Inventory Specialist pulls the original SFWIB Property Transfer Form from the transfer pending file and records the transfers into the Assets Tracking System. 3-24. CENTER- RELOCATION OR CLOSINGS: The SFWIB Facilities Unit will coordinate the relocation of property, which cannot be moved by the Service Provider involved. They will initiate a SFWIB Property Transfer Form prior to finalizing the move and submit it to the SFWIB Inventory Specialist. All the Center rooms, offices and cubicles must have room numbers in order to facilitate the locating of inventory items. 3-25. SERVICE PROVIDER/CENTER INVENTORYING PROPERTY: SFWIB requires that each Service Provider/Center take an annual inventory of the property in their custody. The general inventory of all Service Provider/Center accountable property is to be turned into the SFWIB Inventory Specialist by each 3rd working day of January of each fiscal year, or as soon thereafter as practicable. The SFWIB Inventory Specialist will send out reminder letters to each Service Provider/Center when the SFWIB Capital Inventory Report is due. An "Inventory Packet" containing a list of the Custodian's property and a SFWIB Property Form will be provided to the Service Provider/Center. The inventory should be systematically taken throughout the entire area. The Service Provider/Center, prior to commencing the physical inventory process, should divide the area/office space with room numbers/departments and set up in advance of the inventory logical routes to ensure that all property items are inventoried. The Service Provider/Center should also take into account property that is being used in business travel and property located at associates' residences. Appropriate pen and ink notations will be made to listing as to the physical presence/absence, tag number, condition, and property description of each item. The Service Provider/Center Director must certify the correctness of the listing. The barcode scanners will verify the inventory when the SFWIB Inventory Specialist conducts the physical inventory. Make notations to the listing designating the following conditions as appropriate: (a) Physically inspect the item first, then locate the matching tag number and description on the listing. Indicate the condition of the property: E-Excellent; G-Good; F-Fair; P- Poor; S-Scrap. Verify that the serial number listed matches the serial number of the physical item. If the serial number is omitted from the inventory list, write in the serial number. Record your initials to signify that the item has been inventoried. Exhibit 4 Capital Property Manual Policy & Procedures.doc (b) Item is physically on hand, item tag number correct, but item description is wrong Line out the incorrect description and enter correct information immediately above or after the incorrect entry. Follow procedures under (1) above. (c) Item is ph, s�lly on hand; item is tagged, but is not on the listing Enter the tag number (alpha and numeric), purchase order number (if known), description, serial number, and condition on the SFW/IB Property Inventory Additions Forme provided. (d) Item is physically on hand, but is untagged If the item is accountable (i.e., the cost was $500 or more), record this item on the .SFW/IB Property Inventory Additions Form. Provide all requested information for each item. Under the column requesting the tag number write "NT' for Not Tagged. The Inventory Specialist will affix a new barcode tag and scan the item into the property database. If the item was received by transfer, provide a copy of the SFUB Property Transfer Forme. If the item was received new, include a copy of the purchase order, packing slip or invoice. If the original tag has come off, provide the serial number in order to search the database for the old identification number. (e) Item is on the listing, but is not ph!sically on hand Draw a line through the entry and make the appropriate notation as follows: "Not Owned", "Transferred", "Stolen", "Lost", "Surplus" or "Storage". No other annotation will be accepted. NOTE: South Florida Workforce Investment Board property located in non-SFWIB locations must also be accounted for (i.e., laptop used on business travel). (1) "Not Owned" - There is no record of previously having the property. Check the previous inventory prior to returning the inventory record to the SFWIB. (2) "Transferred" - The item was transferred to another Service Provider/Center. Attach a copy of the SFWIIB Property, Transfer Forms. Include the transfer date, the cost center number and the complete address to where the property was transferred. (3) "Stolen" - a SFWI'IB Notifzcation of Missing Property Form should be prepared identifying the item as stolen and a copy of the Police Offense Report must be attached. The Center Director and the Service Provider shall sign the completed form. A COPY OF THE .SFW/IB NOTIFICATION OF MISSING PROPERTY FORM AND A LEGIBLE COPY OF THE POLICE REPORT MUST BE ATTATCHED TO THE INVENTORY REPORT. (4) "Lost" - Missing/lost items should be reported on a SFW,7B Notification of Missing Property Form and signed by the Service Provide/Center. A COPY OF THE Exhibit 4 Capital Property Manual Policy & Procedures.doc SFW/IB NOTIFICATION OF MISSING PROPERTY FORM MUST BE ATTATCjIED TO THE INVENTORY REPORT (5) "Surplus" - Inventory items no longer needed for daily operation of the Service Provider/Center or Agency. These items should be reported to the SFWIB Facilities Unit on a .VFWIB Surplus Propeo, Form. (6) "Storage" - SFWIB Facilities Unit will authorize the transfer of functional inventory items to the SFWIB Storage Warehouse. A .SFWIB Transfer Foml is to be completed by the SFWIB Facilities Unit in order to remove the item(s) from the inventory of the Service Provider/Center's Inventory. (f) After completing the inventory Enter the date, required certification signatures, and other requested information on the last page of the Service Provider/Center's Inventory List. Send the original noted Inventory List to the SFWIB Inventory Specialist; remember to keep a copy for Service Provider and/or one copy for the Center files. 3-26. STOLEN PROPERTY: Whenever a loss or theft of agency property is discovered, the following procedures must be followed: The Service Provider/Center is responsible for reporting of all lost or stolen property within 24 hours to SFWIB Facilities Unit. The SFWIB Facilities Unit will notify the SFWIB Inventory Specialist immediately. (a) Upon the discovery of any missing property items, the Service Provider/Center, in whose custody the items are listed, will immediately notify their supervisor. (b) The Service Provider/Center will be responsible for contacting the appropriate law enforcement agency, conduct an investigation to determine the reason for its disappearance or to secure evidence of wrongdoing. (c) The Service Provider/Center must prepare a SFUB Notification of Missing Property Form identifying the item as stolen and submitted to the SFWIB Inventory Specialist within 24 hours. A COPY OF THE SFWIB AT077FICATION O.F MISSING PROPF_R7Y .FORM AND A LEGIBLE COPY OF THE POLICE REPORT MUST BE ATTATCHED TO THE SFWIB MISSING PROPERTY FORM. The stolen property will be removed from the Service Provider's/Center's inventory list and placed in the Stolen Property File. 3-27. LOST PROPERTY -Unaccounted for Property: Missing/lost items must be reported on a SFWIB Not#ication of Missing Propert , Forne signed by the Service Provider/Center and submitted to the SFWIB Inventory Specialist. (a) Report Missing Item If items that have been reported as lost/missing have not been recovered after six months, the Service Provider/Center will send a memorandum to Exhibit 4 Capital Property Manual Policy & Procedures.doc the SFWIB Inventory Specialist stating that the items remain missing after six months and requesting that the items be removed from their inventory. The SFWIB Inventory Specialist shall then remove the missing property from the Service Provider's/Center's property account and place it in the Missing Property File. The six-month period commences from the Service Provider/Center signature date on the VFW/IB Notification of Missing Property Forree. The SFWIB Inventory Specialist maintains a suspense file of all SFIY/IB Notification of Alissing Property Form received. (b) Still Missing after 6 Months: If a form becomes over six months old, the SFWIB Inventory Specialist will notify the appropriate Service Provider/Center to resolve the status of the property in question. Recording "unaccounted for" property as dispositions or otherwise removing the items from the property records shall be subject to the approval of the State's chief fiscal officer as provided in Section 17.04, Florida Statutes, and Rule 3A 21.002, Florida Administrative Code. 3-28. SURPLUS/EXCESS PROPERTY: Defined as inventory items no longer needed for daily operation of the Service Provider/Center or Agency. All Service Providers/Centers - Must use the SFUB Certification of Surplus Prope, y Form report to the SFWIB Facilities Unit any property that is surplus to an office's needs. The SFWIB Facilities Unit will inform the SFWIB Inventory Specialist. (a) The Service Providers/Centers is responsible for preparing the entries on the SFIVIB Certification of'Surplus Propeq), Forme which should include the following information: (1) Service Provider/Center Name (2) Service Provider/Center Address (3) Contact person, Telephone and Fax Number (4) SFWIB Bar Code Decal ID (if no tag number, use the abbreviation NT-No Tag) (5) Description/Model/Manufacture (6) Condition (7) Serial Number (8) Advise if item is operational and describe on the reverse side of the form any additional comments. (9) Surplus inventory will be distributed to other Service Provider/Center Locations as necessary. 3-29. DISPOSITION OF PROPERTY: Defined as any property that is obsolete; or the continued use of which is not economical or efficient; or which serves no function for any activity or daily operation of the Service Provider/Center or Agency. The SFWIB Inventory Specialist has the right to spot check the request for disposal to ensure condition codes and shall be responsible for all aspects of disposing of property for the SFWIB. Exhibit 4 Capital Property Manual Policy & Procedures.doc (vii) Signature of the employee witnessing the disposition (viii) Have the affidavit notarized. After the items have been disposed of and the Disposal Affidavit form completed, the Service Provider/Center representative must attach the ORIGINAL receipt from the recycling center/landfill/dump site or the charitable organization to the ORIGINAL SFWIB Disposal Affidazdt and mail it within 5 days of disposal to the Inventory Specialist. The cost or value of items lawfully disposed of shall be removed from the control account at the time of disposition. Exhibit 4 Capital Property Manual Policy & Procedures.doc 3 -3 0 . PROCEDURES FOR CONIPLETMi: PROPERTY TRANSFER FORM The SFWIB Property Transfer Form shall be completed and submitted to the SFWIB Inventory Unit. A. Items Completed When An Item Is Moved, by the Originating Service Provider/Center 1. Name of Service Provider/Center, Street Address, City, Signature, and Date. 2. Tag Number (if the item has not received a tag, be sure to include the purchase order number, if known, and a complete serial number). 3. Description of Item. 4. Serial Number. 5. Condition of Item. 6. Receiving Service Provider/Center and New Location of Property (Street Address and City), if known. B. Distribution of Property Transfer Form Copies One (1) Original - SFWIB Facilities Unit One (1) Copy - Retained by Originating Service Provider/Center. Two (2) Copies - Receiving Service Provider/Center. C. The Receiving Service Provider/Center Must Complete The Following 1. Complete receiving Service Provider/Center and new address if blank. 2. Verify the accuracy of the information and receipt of the listed property by signing and dating both copies. This is the date of transfer. 3. Retain the one copy for your records. 4. Forward one copy to: South Florida Workforce Investment Board Attn: SFWIB Facilities Unit 7300 NW 19 Street, Suite 500 Miami, FL 33126-1234 5. SFWIB Facilities Unit will forward a copy completed by both parties to the SFWIB Inventory Specialist. Exhibit 4 Capital Property Manual Policy & Procedures.doc o oC, j O LL LU LL Z a w a in N SD c 'a o a a N N ci i C LL. Q a Z 0 H Z 0 U a' w m 7 Z W CO) } w IL 0 w a LL 0 Z 0 a U U) w 0 00 �-Ix >O zv m c N M HLrT I` oo Im .1 H Z W LL� CO OZZ 2� H > W LLZ ZU) Ow m H � Q W LL to Z w � W N Lu ao a� Ua LU 0� U. z 0 CO) U)w J a� N W H �0 W o cn Cl Qo �w Wa as 0= wU ao y Z �a LL Of W CO U Q m L3 W OJ = U. w H w w LL CO Z C� Z w Q D Z Q 3 z EELD O c) W LL z C� w Z � >Q W Z UO �U) F- z w 2 0 0 LU J O Z Y Q F- Z U) w F- J Q LL Q7 LL U) C M �v mLL. um Oa mV) N c r H Y c_ •Q > o m u u-0 a) ar a c O ou m 0 v O > d � c � 0 om L d � c fn ,o y a� N c o E c Q- _ o 000 c }y�o a c U w cm 2 a 'a>i o � u u I R . d E U- o CO_ a §Ec LL u cn I •N aNi J � Z C m C7 lL0 LL 0 ?� Oc co Z O F F3 0 LL 3-31. PROCEDURES FOR COMPLETING: NOTIFICATION OF MISSING PROPERTY FORM The Notification of Missing Property Form shall be completed and submitted to the SFWIB Inventory Unit whenever an item is discovered missing. 1. Complete the property item number, description, and complete serial number. If more than one item is missing for the same reason, write: SEE ATTACHED LISTING, and attach a list of the items. 2. Answer questions (1) through (8) describing loss. 3. Service Provider/Center signs and dates form. 4. Service Provider/Center obtains supervisor's review, comments, signature and date. 5. Service Provider/Center keeps a copy for their file then forwards the form and accompanying backup to their Director's Office for final review, approves, signs and dates. 6. Completed package should then be forwarded to the SFWIB Inventory Unit at: South Florida Workforce Investment Board Attn: Inventory Unit 7300 NW 19 Street, Suite 500 Miami, FL 33126-1234 7. Upon receipt, the SFWIB Inventory Specialist shall record the following: Missing Property: Form is placed in a pending file until the expiration of the Waiting Period. A six-month clock starts as of the Service Provider/Center's signature date. Actions should be taken during this time to locate missing property. 8. If the item is found, the Service Provider/Center shall send a copy of the form and a memo to the SFWIB Inventory Specialist stating that the item has been found. The SFWIB Inventory Specialist shall then remove the item from the pending file and file the document under the Service Provider/Center's organization code. 9. If after six months the item is still missing, the Service Provider/Center shall write a memo to the SFWIB Inventory Specialist and attach a copy of the form, stating that the item has been missing for over six months and that it should be removed from the Service Provider/Center's Inventory List. 10. The SFWIB Inventory Specialist will transfer the item to the Missing Property organization code and file the form in the Missing Property File. Exhibit 4 Capital Property Manual Policy & Procedures.doc south (lorida NOTIFICATION OF MISSING/ STOLEN PROPERTY FORM Employ Florida c% All items of information MUST be completed. Use additional pages if sufficient space is not provided for your explanation. Property Item No. Description Serial No. 1. The property described above has been (check one): Lost Stolen 2. The last date & location this item was used or observed: 3. Date the item was discovered missing: 4. What are the circumstances leading up to the loss of this item? 5. What steps were taken prior to the incident to secure the property? 6. What steps have been taken to recover the property? 7. What steps have been taken to prevent a similar loss from happening again? Is a legible copy of the police offense report attached? NO ❑ Why: 9. What police department did you report it to? What is the police report case number? 10. Was this loss caused by negligence? Comment: Service Provider Executive Director/Center Director Signature Send completed form to: South Florida WorVorce Investment Board Attn: Inventory Unit 7300 NW 19 Street, Suite 500 Miami, FL 33126-1234 YES El Date Exhibit 4 Capital Property Manual Policy & Procedures.doc 3 -3 2 . PROCEDURES FOR COMPLETING: DISPOSITION OF CAPITAL INVENTORY Please list the JTPA, WIA, FIRS, WT or WAGES tag number, item description, model # , serial # , and reason for disposition on the attached Request for Disposition Form. Fax the competed form to the attention of SFWIB Inventory Unit at 305-477-0113 for an approval for disposal. Once you have received the approval letter from South Florida Workforce Investment Board you may then dispose of the items following these guidelines: (1) Methods of Disposition. -- It is recommended that the item(s) be donated to the local school district, or to a non-profit charitable organization (Goodwill, Salvation Army, etc.), or delivered to a recycling center, landfill, or dump. Items cannot be donated to any cburcb affiliated organization. If possible, the property tag(s) should be removed prior to the property being disposed/ or donated. Computers, monitors, printers and any other electronics must be taken to a recycling center. (2) Required Information. -- The following information shall be recorded on the Disposal Affidavit: (a) County where disposition took place. (b) Identity of the employee witnessing the disposition, if cannibalized, scrapped, or destroyed. (c) Office Name and Address. (d) Approval Number supplied to you by South Florida Workforce Investment Board. (e) Name of Landfill or nonprofit/charitable organization. (f) Date of disposition. (g) Signature of the employee witnessing the disposition (h) Have the affidavit notarized. (3) After you have disposed of the item(s), and have completed the Disposal Affidavit you must attach the ORIGINAL receipt from the recycling center/landfill/dump site or the charitable organization to the ORIGINAL Disposal Affidavit and mail it within 5 days of disposal to: South Florida Workforce Investment Board Attn: Inventory Unit 7300 NW 19 Street, Suite 500 Miami, FL 33126-1234 Exhibit 4 Capital Property Manual Policy & Procedures doe w w O _H Fn a co O LL M a W w W a a a o 0 a Ln a L rn T- Z a O M ti Z 0 z Z 0 U m-J O O zp t �- w ca LU w cn (j) ?� CL IL Z m J o 0 a L.L L.L N O O w U W w Q � 0 H flC LL w OZ vw N w0 H H ao Q �a w �� Oa zLL 0 a QO U LL 0 N w O aaw Ja. ~ vi a O C CI)o M N Q C >- M ~ Q o a a Z 0 a 0= a a U w � U)Z w L �a Q w o >- _ (D w \w a E H W H U Q z Q as p Q �J w mM U O 00 a W0 U wz 0 =a cn (D O Z v _ O = Z a to O H F o 2 Z Q C :* 1 — N cM ILO CO I` 00 m � - I I I I O Z Z J . U cA — LL DISPOSAL AFFIDAVIT STATE OF FLORIDA COUNTY OF Before me this day personally appeared deposes and says that: The South Florida Workforce Investment Board, One Stop/Office located in placed "surplus items" listed on Certification Number. m Landfill or donated items to the south f lorida / JJ�rfir Employ Florida , Florida nonprofit/charitable/state Organization. In compliance with instructions, the scrap items were placed in the landfill or donated to Signature Signed and sworn to before me on day of He/She is personally known to me or has produced Notary's Seal and Signature on Witness Witness I as identification. Exhibit 4 Capital Property Manual Policy & Procedures.doc Erhibil 4 Capital Property ►fanual Policy & Procedures. doc 3 -3 3 . PROCEDURES FOR COMPLETING: CERTIFICATION OF SURPLUS PROPERTY FORM The SFWIB Certification of Surplus Property Form shall be completed and submitted to the SFWIB Facilities Unit any property that is surplus to an office's needs. The SFWIB Facilities Unit will inform the SFWIB Inventory Specialist. i. Complete the Service Provider/Center Name, Service Provider/Center Address, Contact person, Telephone and Fax Number ii. Complete the inventory control number, description, and complete serial number. If there is no tag number, use the abbreviation NT-No Tag. iii. Complete the current condition of the property. iv. Sign the form. Completed form should be forwarded to: South Florida Worliforce Investment Board Attn: SFWIB Facilities Unit 7300 NW 19 Street, Suite 500 Miami, FL 33126-1234 Upon receipt, the SFWIB Facilities Unit will inform the SFWIB Inventory Specialist. Exhibit 4 Capital Propert Manual Policy & Procedures. doc J - ;� W \C\ n Q ❑ N N � C v o a a W a w IL U) J a y N La U) � a Z 0 0 z U W m z Q W } w W a 0 w IL LL 0 z _O H a U N W ❑ 00 z� >0 z U C INim I- ILDI(o Ir-- Ico I'm ICD J D C O w; � •C UM J O) O C C r d N > C C c m 03.. I N ad 0� U 0 " a ❑ V- G> y U- C .r •C LL ❑ co N I d Z Q - W Z v Li m U J 0� LL ... Cl) Z Y Z C7 Q U) F- a`> Z Z U W O D a`) F- m O J N d LL c U m U) O 3-34. PROCEDURES FOR COMPLETING: SFWIB INVENTORY ADDITIONS Use this form when conducting the semi-annual inventory for the following situations: • Item is physically on hand, item is tagged, but is not on the listing Enter the tag number (alpha and numeric), purchase order number (if known), description, serial number, and condition on the .S'FW/IB Property Inventory Additions Form provided. Complete as much information on the form as possible. • Item is physically on hand, but is untagged If the item is accountable (i.e., the cost was $500 or more), record this item on the SFW/IB Property Inventory Additions Form. Provide all requested information for each item. Under the column requesting the tag number write "NT' for Not Tagged. The Inventory Specialist will affix a new barcode tag and scan the item into the property database. If the item was received by transfer, provide a copy of the SFIF7B Property, Transfer Form. If the item was received new, include a copy of the purchase order, packing slip or invoice. If the original tag has come off, provide the serial number in order to search the database for the old identification number. Complete as much information on the form as possible. Exhibit 4 Capital Property Manual Policy & Procedures.doc 1 H � � w wm O. c V — Q ?0 a YN U x ' m~ o > a0 aQ xw x �v F D LL � Q N z LL qG a J J a c� O O 0 w E 0 O ca `p) C O � O a a` 6 E m z c.� R C 0 U J 0 Q J LL O w H a H N N x Q N w C7 a l�9 �o m a O J Q a O ~ w+ � m 1 Q c c ..� c o � 3 � U 0 U rnm c � O IL �0 LL N 0 U r d � O Y L Q 3 IL c E� o 0 � U d 0 d c ca f6 Gf N c 0 G. y d Q 3 E m Q O r. 3 -3 5 . PROCEDURES FOR COMPLETING: SERVICE PROVIDER PROCUREMENT REQUEST FORM The Service Provider shall complete the Service Provider Procurement Request Form. 1. Complete the Date, the Contract Manager, the Service Provider information and the Service Location information. 2. Complete the description and the quantity of the items being requested. 3. Complete the reason and justification for the request. 4. Obtain the Authorized Executive Director Signature. Completed form should be forwarded to the SFWIB Contract Manager at: South Florida Worldorce Investment Board Attn: jSFW /7B Contract Manager Nanzej' 7300 NW 19 Street, Suite 500 Miami, FL 33126-1234 Exhibit 4 Capital Property Manual Policy & Procedures.doc SERVICE PROVIDER PROCUREMENT REQUEST FORM ( FOR ALL PURCHASES OVER $ 5 0 0 ) Date: Service Provider: Address: Contact Person: south (forida ` f Employ Florida Service Location: Address: Contact Person: QTY ITEM DESCRIPTION PRICE TOTAL G/L ACCT. FUNDING SOURCE / PROGRAM^' Total = $.00 ' FUNDING SOURCE /PROGRAM: WIA-AD, WIA-DI, WT, YOUM, REF, or OS ALL. REASON FOR REQUEST If Reauest is for Software or Hardware SFWIB Information Technology (M Unit Administrator If Request for Office Furniture /Eq_uipment/Service Facilities Unit Manager If Request by Others Divisional Request SIGNATURE SIGNATURE SIGNATURE INTERNAL REQUEST FOR APPROVAL FOR IDENTIFICATION AND ALLOCATION OF FUNDS FOR PROCUREMENT: BUDGET LINE ITEM: FINAWE APPROVAL - SIGNATURE ASST. DIRECTOR FOR ADMINISTRATION APPROVAL SIGNATURE EXECUTIVE DIRECTOR'S APPROVAL - SIGNATURE DATE DATE DATE DATE DATE DATE Exhibit 4 Capital ProperV Manual Policy & Procedures doe FUNDING SOURCE OR SERVICE PROVIDER CONTRACT # Fxhibit 4 Capital Property Manual Policy & Procedures doe 3 -3 6 . PROCEDURES FOR COMPLETING: INTERNAL REQUEST FOR PROCUREMENT FOR SERVICE PROVIDER/CENTER The SFWIB Internal Request Form for procurement shall be completed by the SFWIB Administrative staff and submitted to the Service Provider's SFWIB Contract Manager whenever an internal purchase is required for a Center. 1. Complete the Date, the Service Provider information and the Service Location information. 2. Complete the description and the quantity of the items being requested. 3. Complete the reason and justification for the request. 4. Obtain the Assistant Director for Administration signature for approval. 5. Forward completed form to the SFWIB Assistant Director for Finance for approval. 6. Forward complete form with approvals to Executive Director for final approval. SFWIB Assistant Director for Finance must identify and allocate funds to procure the goods or services being requested before granting the approval. Exhibit 4 Capital Property Manual Policy & Procedures.doc AmumsTRATiw MANAGEMENT OPERATIONS INTERNAL REQUEST FOR PROCUREMENT Date: Service Provider: Address: Contact Person: Service Location: Address: Contact Person: south f(orida� W)vb I member Employ Florida QTY ITEM DESCRIPTION UNIT PRICE TOTAL ACC FUNDING SOURCE / PROGRANT` Total = $ .00 ,,FUNDING SOURCE / PROGRAM: WIA-AD, WIA-DI, WT, YOUM, REF, or OS ALL. REASON FOR REQUEST If Reauest is for Software or Hardware SFWIB Information Technology (IT) Unit Administrator If Reauest for Office Furniture or Eauivment Facilities Unit Manager If Request by Others Divisional Request DIVISIONAL DIRECTOR'S APPROVAL ASSISTANT DIRECTOR FOR ADMINISTRATION APPROVAL BUDGET LINE ITEM: FINANCE APPROVAL• SIGNATURE SIGNATURE DATE DATE SIGNATURE DATE SIGNATURE DATE SIGNATURE INTERNAL REQUEST FOR APPROVAL FOR IDENTIFICATION AND ALLOCATION OF FUNDS FOR PROCUREMENT: EXECUTIVE DIRECTOR'S APPROVAL• FUNDING SOURCE OR SERVICE PROVIDER CONTRACT # SIGNATURE SIGNATURE DATE DATE DATE Exhibit 4 Capital Property Manual Policy & Procedures.doc SERVICE PARTNERS STORAGE PROCEDURES FORM Exhibit 5 south f lorida (6Tk IrVe mfl- ember Employ Florida SERVICE PARTNERS STORAGE PROCEDURES I. STORAGE 1. Type a Contents page listing all of the participant's social security numbers, names, type of program, and program year for each box for storage. For example: 002-00-0137 Doe, John WIA Adult PY 2002 2. Participants case files are to be in numerical order within the box. 3. List the first social security number and the last social security on the outside of the box, type and year of program, and service provider. For example: 002-00-0137 thru 262-00-0050 WT PY 2002 YOUTH CO-OP (PERRINE OSC) This information should be written on one side of the box with the handle (in the center) with a permanent black marker. Leave the bottom left corner open for the bar code label. Example of the side of the storage box below: Box Lid #1 of 2 SS#000-00-000 thru 222-22-2222 WIA Adult PY 2002 YOUTH CO-OP (PERRINE OSC) PROPERTY OF MIAMI DADE CO. BAR CODE Box Lid #2 of 2 SS#333-00-3333 thru 777-22-7777 WT PY 2002 YOUTH CO-OP (PERRINE OSC) PROPERTY OF MIAMI DADE CO. 0014 BAR CODE 4. Send via e-mail or fax the copies of your Content pages to SFWIB Administrative Office. Preparation of the Iron Mountain Transmittal Forms along with the barcode labels for each box will come from your list. 5. Keep the original Contents Page listing the box number and description of your boxes. 7300 Corporate Center Drive, Suite 500, Miami, FL 33126-1234 Telephone (305) 594-7615 www.SouthFIoridaWorkforce.com PUBLIC RECORD INFORMATION REQUEST FORM Exhibit 6 Amount Due Invoice# Check Cash Date Paid SUBMITTED BY: Name: Company Name: Address: City: south f lorida W(6Tk m member Employ Florida PUBLIC RECORD INFORMATION REQUEST State Zip Code Phone No: Addl Phone No. Information Requested (Please be specific in the information you are requesting): FEES: 1. You may inspect/or examine the requested records without charge unless the nature or volume requested requires more than twenty (20) minutes of clerical or supervisory assistance, in which case you will be assessed the salary of the personnel involved multiplied by the number of hours used to complete your request. 2. Plain paper copies shall be furnished upon payment of $0.15 cents for one-sided copies and $0.20 cents for two-sided copies. 3. Request Forms may be faxed to the Records Management Administrative Division at (305) 477-0113. Office Use only Date of Request Signature of Requesting Party/Phone Request Date Completed Completed by (Administrative Staff) Pick up Date Documents Received by Certified Mail/FEDX# CONFIDENTIALITY RECORDS - POLICY TRANSMITTAL Exhibit 6a south f (orida W600� member Employ Florida POLICY TRANSMITTAL SUBJECT: Confidentiality of Records, Public Records Procedural/Guidance No.: Requests, Release of Information, Subpoenas, and Use of Interpreters APPLIES TO: All South Florida Workforce Investment Board Effective Date: Funded Service Partner Revised Date: February 2006 Expiration Date: Until superceded or rescinded. REFERENCE: Florida Statute 119.0721(2), 119.07, 414.295; Awl guidance OBJECTIVE The purpose of this policy is to provide information and instructions to South Florida Workforce Investment Board (SFWIB) funded service partners regarding the processing of confidential information, requests for records, release of information, subpoenas, and the use of interpreters to ensure the confidentiality of all SFWIB customers' information. BACKGROUND It is the policy of the SFWIB to protect the privacy and confidentiality of all customers' identifiable personal and confidential information including, but not limited to, protected health information and demographic data as required by federal, state, and local laws. In order to meet this mandate the SFWIB will: • Develop policies and procedures to ensure confidentiality and security as required by federal, state, and local laws, and to ensure the appropriate handling, maintenance, dissemination and sharing of all identifiable, personal and confidential, and protected health information and demographic data; • Educate its employees regarding appropriate policies and procedures regarding the protection of all identifiable personal and confidential information including, but not limited to, protected health information and demographic data; • Require full compliance from business associates and service partners with applicable federal and state regulations regarding identifiable personal and confidential information including, but not limited to, protected health information and demographic data; and Revision No.: 1 Supersedes: Issued by/ Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director rage 1 of 17 Inform the public of their rights to protection of all identifiable personal and confidential information including, but not limited to, protected health information and demographic data. I. Definitions Customer: is any individual or group served either directly or indirectly (e.g., by contract, Memorandum of Understanding etc.) by South Florida Workforce Investment (SFWIB), or employed by SFWIB. Privacy: provides the customer with the right and ability to control and access his/her identifiable personal and confidential information including, but not limited to, health information. Confidentiality: provides a means of protecting any customer's identifiable and personal information that has been received by an entity (e.g. SFWIB), by safeguarding it from unauthorized disclosure. Security: applies to the spectrum of physical, technical, and administrative safeguards, including physical storage and maintenance, transmission, and access to individual heath information, that are put in place to protect the integrity, availability, and confidentiality of information. Confidential: As used in this policy, the term confidential refers to entire record systems, specific records, or individually identifiable data that by law are not subject to public disclosure under Article 1, Section 24 of the Florida Constitution and Section 119.07, Florida Statutes. When applicable, confidentiality covers all documents, papers, computer files, letters and all other notations of records or data that are designed by law as confidential. Further, the term confidential also covers the verbal conveyance of data or information that is confidential. Integrated Systems and Confidentiality: Given the integration and merging of services within One -Stop settings, it may be necessary to determine what type of record has been requested, e.g., WIA record, TANF record. Whether the records can be released may depend upon that determination. Confidential information that is received by AWI from another agency retains its confidentiality unless otherwise provided by law. The requirements of the program that provides the information shall apply. Redact: to conceal from a copy of an original public record, or to conceal from an electronic image that is available for public viewing, the portion of the record containing exempt or confidential information. Exempt records: a provision in the law which provides that a specific record, or portion thereof is not subject to the mandatory access requirements of section 119.07(1), F.S., (2005), Florida Public Records Law. II. General Implementation Requirements To facilitate compliance with the confidentiality and privacy policy, all SFWIB funded service partners shall implement the procedures described herein. Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 2 of 17 1. Immediately disseminate these procedures to all current staff and to all future staff on their hiring date. 2. Designate a Privacy Liaison to deal with Privacy complaints. 3. Process Handling privacy infractions: If the SFWIB funded service partner knows of a pattern of activity constituting a breach by an employee, then, the service partner must take reasonable steps to cure the breach or end the violation. If the service partner is unsuccessful then the employee must be terminated from any SFWIB funded employment and/or infraction reported to the SFWIB designated contract manager. Definition of Sanctions: The Service Partner contract(s) may be terminated, not be renewed or entered into where an infraction has been found unless- • The service partner has certified that it has complied with the confidentiality and privacy provisions of SFWIB, and o SFW has no reason to believe that the certification is inaccurate. • Mitigation strategy: To counter potential harmful effects resulting from violations, service partners are required to mitigate, to the extent practicable, any harmful effect that is known to the service partner of a use or disclosure of confidential information by the Service Partner in violation of the requirements of the SFWIB Confidentiality and Privacy Policy. 4. The SFWIB funded service partner shall adhere to the SFWIB Grievances and Complaints policy when handling customer complaints. When a privacy complaint is received, the customer shall be referred to the service partner's Privacy Liaison who will try to resolve the complaint informally. The customer shall also be informed that he/she may also register a complaint with the SFWIB. 5. The SFWIB funded service partner shall ensure that all staff is trained through the train -the -trainer Confidentiality and Privacy training established by SFWIB. New staff shall receive this training at the point of new -employee orientation with the service partner, but no later than within one -month of their starting date. 6. In order to protect the integrity, availability, and confidentiality of all personal, identifiable and confidential information including, but not limited to health information and demographic data, the following shall be implemented: Oral: Staff must take reasonable steps to protect the privacy of all verbal exchanges or discussions of confidential information, regardless of where the discussion occurs. Each service partner location shall make available enclosed offices for the verbal exchange of confidential information, when the staff identifies that a discussion will reveal confidential information, every effort should be made to safeguard the privacy of the information. Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 3 of 17 Only staff whose job duty is pertinent to the discussion should be in attendance. Paper: All medical/health information and demographic data, which may be disclosed to a service partner in the course of doing business with, a participant must be kept in a manila folder, labeled —personal and confidential- and maintained inside the participant's case record. Information includes, but is not limited to, information given to a service partner in the course of establishing eligibility for WIA (disability information), information disclosed in order to ascertain eligibility for a Hardship extension, or deferral status under Welfare Transition or any other information that is covered and has been disclosed to the service partner and is required to be maintained in the participant's record for program purposes. Information that has been disclosed by a participant but is not required for documentation purposes of the program shall not be maintained in the case file and shall be immediately returned to the participant or disposed of through a shredding process, which shall be performed in a timely manner (e.g. within one hour) and in a manner to minimize access to such information. To ensure confidentiality and security of all files, the procedures outlined in the case file maintenance program directive shall be followed. When it is necessary to obtain personal, identifiable and confidential information from a customer, the service partner shall try to obtain this information through personal contact with the customer (i.e. through an office visit). When it is necessary to obtain this information via facsimile transmission, the service partner shall ensure that the party sending the information is informed of the confidentiality requirements, ensure that a telephone call will be placed to receiving party prior to transmittal, and be at the facsimile location for receipt of the information. All fax correspondence must include a cover page identifying the name of the sender and the name of person and/or organization of the receiver. The facsimile cover page will include a statement regarding the privacy rights and penalties of misuse, receipt and re -transmittal of confidential information. The service partner shall designate a specific fax machine at each service location that will be used for the purposes of receiving/transmitting confidential information. Transmissions of confidential information shall be immediately retrieved by the receiving party and be immediately placed in the recipient's hand. The customer shall be informed through the Notice of Privacy Practice, who will have access to such confidential information. Personal, identifiable and confidential information shall only be available to personnel who need it in order to perform program related tasks. This Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 4 of 17 information shall only be accessed by personnel that are certified to perform program eligibility, case managers who are assigned the case, the Career Center manager who may see the information when performing case reviews, the SFWIB Internal monitoring office, contract staff or other SFWIB staff when performing case reviews, and state or federal officials in the course of an audit or program monitoring. At any time in which this information is accessed, the information viewed shall be kept confidential and shall not be divulged to any other parties. Information shall only be communicated to parties identified in the Notice of Privacy Practices (NOPP) or parties for which there is a written and expressed consent from the participant to release such information. Visual: Service partner staff shall ensure that confidential information is adequately shielded from unauthorized disclosure on computer screens and paper documents. Each workstation must make every effort to ensure that confidential information on computer screens is not visible to unauthorized persons. Paper documents containing confidential information shall also be safeguarded from unauthorized viewing by placing immediately in the appropriate file and/or shredding container. III. Confidentiality Policy Implementation Requirements The SFWIB funded service partner shall implement the following requirements: 1. NOPP. The NOPP shall be provided to all customers enrolled into any of the SFWIB funded programs and visibly posted at the SFWIB funded service partner service location for viewing by all customers that walk into the establishment. 2. The SFWIB funded service partner shall ensure that, prior to the release of confidential information for program related purposes, authorization to release confidential information is obtained from the customer and the "Authorization for Release of Confidential Information" form is completed and signed by the participant. SFWIB funded service partner shall ensure that all staff is properly trained to comply with this procedure. 3. The SFWIB funded service partner shall ensure that all requests for access to confidential information are sent in writing to the service partner Privacy officer by completing a "Request for Information" form. The request must include the "authorization" form signed by the customer for which the information is being requested. 4. The SFWIB funded service partner shall document disclosures of confidential information and information to such disclosures to respond to a request by an Individual for an accounting of disclosures of confidential information as stated in the NOPP. The service partner's privacy officer shall maintain documentation of disclosures. Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 5 of 17 5. The SFWIB funded service partner shall ensure that all staff is trained in the Confidentiality and Privacy policies and procedures contained herein. 6. The SFWIB funded service partner shall be cognizant that any updates regarding state and federal privacy requirements, rights and responsibilities will be distributed via program directives that can be accessed through the SFWIB website at www.southflon'daworkforce.com 7. The SFWIB funded service partner shall be responsible for ensuring that management and information systems are compliant with privacy regulations by following a monthly monitoring schedule of these systems at the service location and taking corrective action, notifying the SFWIB contract manager of any non- compliance issue, and providing updated training to staff when deficiencies in implementing the Confidentiality and Privacy procedures are found. 8. The SFWIB funded service partner must notify SFWIB within 24 hours of changes in, or revocation of, permission by individuals employed by service partner, to use or disclose confidential information. Exceptions 1. Personal, confidential and protected information may be disclosed under the following circumstances/exceptions: • Use and disclosure required by law, for example, child abuse/neglect, elder abuse/neglect. • Use and disclosure to avert a serious threat to health or safety, for example, in the event of a serious and imminent threat to the health and safety of a person or the public. The disclosure must be made to a person who is reasonably able to prevent or lessen the threat, or for the identification and apprehension of an individual. • Use and disclosure for public heath activities, for example, birth records, deaths records, public health investigations and public health interventions. • Use and disclosure for health oversight activities, for example, audits, criminal investigations, inspections, licensure or disciplinary actions, or other activities necessary for the oversight of the health care system, government benefit programs, compliance with governmental regulation or compliance with civil rights laws. • Use and disclosure for law enforcement purposes, for example, to a law enforcement officer for certain law enforcement purposes. IV. Processing of Confidential Information Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 6 of 17 A. Social Security Numbers Social Security Numbers are confidential pursuant to s. 119.07(5)(a)3 F. S. (2005), and 5 USCA 552a. Social Security numbers are to be eliminated from all documents prior to delivery, except as specifically provided by law, including documents to be filed with the courts and personnel records. The Privacy Act of 1974 (Public Law 93-579), requires that individuals required to disclose their social security number be informed whether disclosure in mandatory or voluntary Find provided with a statement of the purpose for the collection. Additionally, the Florida law allows commercial entities access to social security numbers if there is a legitimate business purpose and a request is submitted in writing. These requests are to be maintained for reporting purposes to the Florida Legislature. For commercial entity requests, please contact the AWI, Office of the General Counsel. B. Demographic Data in WIA Title I — Financially Assisted Programs Pursuant to 29 CFR 37.37(b)(2) & (c), demographic data (race/ethnicity, sex, age, and where known, disability status) for applicants, registrants, eligible applicants/registrants, participants, terminees, employees, and applicants for employment must be stored in a manner that ensures confidentiality. The data must be used only for the purposes of record keeping and reporting; determining eligibility, where appropriate, for WIA Title (- financially assisted programs or activities; determining the extent to which the recipient is operating its WIA Title I — financially assisted program or activity in a nondiscriminatory manner; or other use authorized by law. The data will be used for statistical purposes only and will not be used in any manner which reveals the identity of the individual. C. Workforce Service Records Employment Services records (ES) are confidential by law (Sections. 443.171, 443.1715 and 445.010(2) F.S). (2005). Any employee or individual receiving or releasing confidential information that violates any provision of this subsection commits a misdemeanor of the second degree punishable as provided in sections 775.082 and 775.083, Florida Statutes (2005). All subpoenas and requests for ES records should be served at the local Career Centers. The local Career Center and/or regional Workforce board are responsible for handling these requests based upon the guidance provided herein. The following types of information or data received by the agency or its partners in the Workforce One -Stop System are confidential by law and cannot be provided to the public without an explicit authorization from the person who is the subject of the information. Records can be released to an individual or entity with a properly executed authorization or release for the ES records. 1. Food Stamp (FSET) records are confidential pursuant to 7 CFR 272.1 (c). The entire record is confidential. Questions regarding these programs should be directed to: Food S'�amp Coordinator One -Stop and Program Support 107 E. Madison Street, MSC G-229 TallahasseE�, Florida 32399-4128 Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 7 of 17 Telephone 850-921-3239 Facsimile 850-921-3252 2. Job Corps records are confidential pursuant to 20 CFR 670.965, 29 CFR Part 70 & 29 CFR Part 71. Job Corps is a federal program that operates in partnership with states to provide training to young people. All records which may personally identify any customer are confidential and subject to release only as provided in 29 CFR Part 71. Questions regarding this program should be directed to: State Coordinator for Job Corps 107 E. Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-245-7490 Facsimile 850-488-1647 3. Migrant and Seasonal Farm Workers records (maintained as part of the Employment Services system) are confidential pursuant to 20 CFR 653.110 (d). The term "Migrant and Seasonal Farm Worker" means any domestic farm laborer who works in any given local area on a seasonal basis and relocates his or her place of residence as farm work is obtained in other areas during the year. For present purposes, the relevant records are those documents generated during the course of rendering services via the employment services that are funded through the Wagner- Peyser Act. Questions regarding this program should be directed to: Senior Monitor Advocate 107 E. Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-921-3207 Facsimile 850-921-3252 4. North American Free Trade Agreement - Transitional Adjustment records are confidential pursuant to 20 CFR 617.57(b). These records are generated in the course of providing services to persons adversely affected by trade between the United States of America and Mexico or Canada. Questions regarding this program should be directed to: NAFTA/TAA State Coordinator 107 E. Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-921-3268 Facsimile 850-921-3312 5. Trade Adjustment Assistance under Trade Act of 1974 records, are confidential pursuant to 20 CFR 617.57(b). These records are generated in the course of providing retraining services to individuals that have been adversely affected as a result of increased imports. Questions regarding this program should be directed to: Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 8 of 17 TAA State Coordinator 107 E. Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-921-3268 Facsimile 850-921-3312 6. WARN Notices (Worker Adjustment And Retraining Notification Act) records, are generated in the course of providing retraining services to individuals who are adversely affected by plant closures and significant layoffs as described in 29 USCA § 2102-2109. WARN laws require each employer to give employees prior notice of the intended layoffs or plant closures. Under the general provisions of the Workforce Investment Act, WARN records are public. However, any information contained in the WARN notice that provides personal identification of employees is confidential. The WIA confidentiality provision also applies to trade secrets, or commercial or financial information that is obtained from the employer and that is part of the WIA records. See WIA 185(a)(4) (B), 29 USCA 2101, 29 USCA 2801 (WIA). In responding to public records requests for WARN notices, associates must redact information identifiable as to individual employees being laid off, e.g., names, addresses, social security numbers. Questions regarding this program should be directed to: REACT Coordinator 107 E. Madison Street, MSC 229 Tallahassee, FL 32399-4128 Telephone 850-921-3323 Facsimile 850-921-3312 7. Welfare Transition/TANF records are confidential pursuant to 45 CFR 205.50 and 414.295, F.S. 2005 Questions regarding this program should be directed to: Welfare Transition Coordinator One -Stop and Program Support 107 E. Madison Street, MSC G-229 Tallahassee, Florida. 32399-4128 Telephone 850-245-7429 Facsimile 850-921-3252 The personally identifying information of TCA recipients maintained by the Department of Children and Families (DCF), the Agency for Workforce Innovation (AWI), Workforce Florida, Inc. (WFI), Regional Workforce Boards (RWB), service partners contracted with these entities or a committee created under the RWBs (445.007, F.S.) is confidential and exempt from the Florida public records requirements pursuant to section 414.295, F.S. This includes information that identifies a recipient of TCA, a recipient's family or a recipient's household member. Information that identifies a non -custodial parent is not protected. Section 414.295, F.S., however, does allow for the disclosure of information within and among the named entities and their contracted service partners to conduct business related to TCA and other public assistance programs. The law also allows for the disclosure of protected TCA information for investigations related to the Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director rage9ori/ administration of Temporary Assistance for Needy Families (TANF) plan and programs. This information may also be shared to conduct business audits or investigations necessary to administer the TANF program(s). Law enforcement agencies, such as the Florida Department of Law Enforcement (FDLE) conducting public assistance fraud investigations may request information. The FDLE, agencies, and service partners indicated in section 414.295, F.S. may also request information regarding other services received by TCA recipients for the purpose of conducting business audits or fraud investigations. a. Access to the One -Stop Service Tracking (OSST) System and the One - Stop Management Information System (OSMIS) The FDLE will be granted read only access through an interagency agreement between AWI and FDLE to the workforce information systems of OSST and OSMIS. Therefore, FDLE investigators requesting information should contact their supervisor at FDLE in order to receive access. Service partners should not be handling these requests from field FDLE agents. Release and, or Review of Case Files For the efficient investigation of cases, FDLE may need to review documentation retained in electronic or hard files. Only information that is necessary to conduct the investigation is to be released. Information may be released to FDLE as follows: ■ Secure a "request for information" from the FDLE investigator and a statement that the information sought after is in pursuit of official business of public assistance fraud investigation. Marian Smith; Frank Batista; Roxanne Soto; Teresa Grant; Bruce Thompson; Diane Mills ■ Secure a statement from the receiving FDLE officer that the FDLE will maintain the confidential and exempt status of the Social Security Number(s) and other such confidential information (119.0721(2) F.S.), including personal identifying information of public. ■ Ensure the officer requesting the information or documentation is from FDLE by requesting identification. ■ Secure a signature, badge number and contact information from the FDLE investigator. ■ Record the case name in question. ■ Retain all documentation (i.e. request for information, etc.) in the customer's case file. Revision No.: 1 Supersedes: Issued by/ Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 10 of 17 8. Workforce Investment Act (WIA)-records are public records pursuant to Section 185, WIA. However, public access is not allowed it: (a) Disclosure of information would constitute a clearly unwarranted invasion of personal privacy; and (b) the information constitutes a trade secret, or commercial or financial information that is obtained from a person that is privileged or confidential. Questions regarding WIA should be directed to: One -Stop and Program Support 107 E. Madison Street, MSC 229 Tallahassee, Florida. 32399-4128 Telephone 850-245-7402 Facsimile 850-921-3252 9. Displaced Homemaker -Information about displaced homemakers received by the agency or its designee in offering services pursuant to sections 446.50 and 446.51 F.S. 2005 is confidential and exempt from disclosure. Questions regarding this program should be directed to: One -Stop and Program Support 107 E. Madison Street, MSC 229 Tallahassee, Florida 32399-4128 Telephone 850-245-7413 Facsimile 850-921-3252 C. Labor Market Information LMI is confidential pursuant to section 443.1715, F.S. 2005 and Commissioner's Order 3-93 (USDOL). Labor Market Information (LMI) includes data such as labor force, employment, unemployment, unemployment rates, mass layoffs, employment and wages by industry and occupation, and employment projections. These data are collected and produced through cooperative agreements with the U. S. Department of Labor, Bureau of Labor Statistics and AWI, Labor Market Statistics. The information is collected under a pledge of confidentiality to employers and must be treated in a manner that will ensure individual identifiable data will be accessible to only authorized persons. No information or records that would reveal the identity of any individual employer obtained from AWI should be copied or disclosed to any party other than those authorized by Labor Market Statistics. Confidential employer information may be made available to only public employees (including regional workforce boards) in the performance of their public duties including statistical research, economic forecasting, job search and training, and implementation and administration of state law. Request for the above information should be directed to: Labor Market Statistics 107 E. Madison Street, MSC-020 Tallahassee, Florida 32399-4128 Telephone 850-488-1048 Facsimile 850-488-2558 D. School Readiness Records Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 11 of 17 Individual records of children enrolled in School Readiness programs, when held in the possession of the Early Learning Coalition or the Office of Early Learning, are confidential and exempt from public disclosure. The child's parent or guardian and other entities as set forth in the exemption are authorized to have access to the records (s. 411.011, F.S.) 2005. Questions regarding subpoenas or records requests for School Readiness Records can be directed to the AWI, Office of the General Counsel. Some other types of information which Early Learning Coalitions may have access to, but are required to be confidential are as follows: 1. Section 402.308(3) (a), F.S.2005 - Disclosure of social security numbers submitted by an applicant for a child care facility license issued by the Department of Children and Families shall be limited to child support enforcement purposes. 2. Section 409.175(15)(a) & (b), F.S. 2005 - Specified personal information about foster care parents and their family that is contained in the licensing file of the Department of Children and Families is exempt from disclosure unless otherwise provided by court order. 3. Section 409.821, F.S. 2005 -Information in an application for the determination of eligibility for the Florida Kidcare program that identifies applicants, including medical information and family financial information, is confidential and exempt from disclosure. In addition, any information obtained through quality assurance activities and patient satisfaction surveys that identify program customers, obtained by the Florida Kidcare program under cited statutes, is also confidential and exempt from disclosure. E. Medical Records & Disability -Related Information Medical records and disability -related information on applicants, registrants, eligible applicants/registrants, customers, terminees, employees, and applicants for employment must be stored in a manner that ensures confidentiality, and must be used only for the purposes of record keeping and reporting; determining eligibility, where appropriate, for WIA Title I -financially assisted programs or activities; determining the extent to which the recipient is operating its WIA Title (- financially assisted program or activity in a nondiscriminatory manner; or other use authorized by law. (29 CFR 37.37) 2. Medical information regarding employees and applicants for employment. additional requirements. (29 CFR 1630.14) Information regarding the medical condition or history of an employee or applicant for employment shall be collected for the purpose of determining whether the employee or applicant can perform the job related function. The information must be maintained on separate forms and stored separately from all other information about a particular individual in separate medical files and be treated as a confidential medical record. Access to disability related or medical information must be limited to the following: Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 12 of 17 (i) Supervisors and managers may be informed regarding necessary restrictions on the work or duties of the employee and necessary accommodations; (ii) First aid and safety personnel may be informed, when appropriate, if the disability might require emergency treatment; or evacuation (iii) Government officials investigating compliance with Federal Law must be relevant information on request. F. Unemployment Compensation Records: Unemployment Compensation records (UC) are confidential by law (Sections. 443.171, 443.1715 F.S. (2005). Any employee or individual receiving or releasing confidential information that violates any provision of this subsection commits a misdemeanor of the second degree punishable as provided in sections 775.082 and 775.083, F.S. (2005). UC records, however, are available to public employees in pursuit of their public duties upon agreement by AWL 1. Subpoenas and all requests for UC records should not be accepted in the Career Centers or at the regional workforce board offices. All subpoenas and requests for UC records should be forwarded to: UC Records Custodian 107 East Madison Street MSC 230 Tallahassee, FL 32399-4132 Telephone 850-921-3456 or 921-3406 or 921-3404 Facsimile 850-921-9327 or 921-3912 2. Requests for microfilmed UC documents should be sent to the Benefits Records Unit Attention Records Custodian PO Drawer 5750 Tallahassee, Florida 32314-5750 3. Release of Claim -Specific Information via Telephone: The RSVP system or voice response system is able to answer a large percentage of routine claimant telephone inquiries. Security is safeguarded by the use of the Personal Identification Number (PIN). If a claimant requests additional information about his claim that is not available from the RSVP system, the following should be verified before releasing information: the claimant's social security number, birth date, and address. If there is reasonable certainty that the individual calling is the claimant, no additional verification is required. No information should be provided to a spouse or relative of a claimant unless the individual is hearing impaired or interprets for the claimant or applicant. Questions or concerns should be routed to the Orlando Unemployment Compensation (UC) Call Center at 1-800-778-7356. F. Other requests: Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 13 of 17 Subpoenas and public records requests not related to a request for UC records and not directed to a regional workforce board or service partner should be served and forwarded to the: Agency for Workforce Innovation Office of General Counsel 107 E. Madison Street Caldwell Building, MSC 110 Tallahassee, FL 32399-4128 Telephone 850-245-7150 Facsimile 850-921-3230 2. Request for verification of employment of AWI employees should be directed to: Agency for Workforce Innovation Human Resource Management 107 E. Madison Street, MSC 140 Tallahassee, Florida 32399-4127 Telephone 850-245-7168 Facsimile 850-921-3221 G. Use of Interpreters Customers with Limited English Proficiency (LEP) who require language assistance through the use of an interpreter must provide authorization to release confidential information to the third party interpreter at the time that initial language assistance is provided. A family member or an independent party may provide language assistance, but will be required to maintain confidentiality of information obtained at the time that language assistance is provided. Interpreters (except employees of the Career Center System), shall be required to sign a Confidentiality and Non -Disclosure Agreement (attached), at the initial contact, or on each occasion that language assistance is to be provided to the customer by a different interpreter. The Confidentiality and Non -Disclosure Agreement is between the customer and the interpreter and shall be signed by both parties. Until this form is translated, it must be interpreted to the customer. F. Delivery of electronic mail All SFWIB funded service partner staff shall include the following caption with a -mails transmitted in their official line of business as provider staff of SFWIB: "Important: Miami -Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are covered under such laws and thus subject to disclosure. All E-mail sent and received is captured by our servers and kept as a public record." Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 14 of 17 PROCESS Authorization to Release Confidential Information A. When an agency, organization, business, person, or entity outside of the Career Center System requests information on any program customer, the Career Advisor will determine if the information being requested is confidential or if it is a matter of public record. 1. If the information being requested is a public record, the requested documents may be photocopied and provided to the party(ies), without the consent of the customer. The releasing party must ensure that there are no exempt records contained in the public record. 2. If the information being requested is a confidential program record or, if it is a public program record, where the information being requested can be considered confidential: ■ Document specific information being requested, in the One Stop Management Information System (OSMIS) or OSST case notes to include: Name of document or specific information being requested, Time period for information being requested, and Name of agency, organization, business, person or entity making the request. ■ Advise the customer of the request for information by indicating what information is being requested and by whom; and, Determine the customer's willingness to authorize the release of his/her information. Note: Career advisors are not required and should not inquire about the reason for the request of record/information. 3. If the customer authorizes the release of the information: ■ Complete Sections I and IV of the Authorization to Release Confidential Information form, and ensure that customer completes Sections Il, III and IV; ■ Place a copy of the completed Authorization to Release Confidential Information form in Section I of the customer's case file; ■ Photocopy the document containing the requested information and forward it to the requesting party (social security number and other exempt information should be (redacted) eliminated from document prior to delivery if this information is not authorized for release); and Revision No.: 1 Supersedes: Issued by/ Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 15 of 17 ■ Update the customer's case notes to reflect request and release of information. 4. If the customer is not willing to authorize confidential information, the case manager shall respond in writing to the party making the request, specifically indicating that the customer has requested that such information not be released, and place a copy of the written response in the customer's case file. Note: For requests from FDLE for WT/TANF records, in addition to obtaining authorization from the customer, see additional instructions on page 9 of this policy. Use of Interpreters A. When a customer with Limited English Proficiency requires the use of an interpreter for language assistance, the case manager will notify the customer that the use of an interpreter will mean that his/her confidential information will be released to the interpreter. B. If the customer agrees to the use of an interpreter, the case manager will: Complete the Confidentiality and Non -Disclosure Agreement form and obtain the customer's signature on the form; and 2. Place a copy of the signed Confidentiality and Non -Disclosure Agreement form in Section I of the customer's case file. Authorization to Obtain Confidential Information A. Whenever it necessary to obtain documentation from another agency or person in order to determine eligibility and provide adequate services, advise the customer of the need to obtain information and determine the customer's willingness to authorize release of information. B. If the customer does not object to the release of information: Complete Sections I and IV of the Authorization to Obtain Confidential Information or the Authorization to Obtain Employment Information forms, and ensure that the customer completes Sections II, III and IV; 2. Place a copy of the completed Authorization to Obtain Confidential Information, or the Authorization to Obtain Employment Information forms in Section I of the customer's case file; and 3. Mail the original completed Authorization to Obtain Confidential Information, or the Authorization to Obtain Employment Information forms to the agency/person that will provide the information. Revision No.: 1 Supersedes: Issued by/ Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 16 of 17 Medical Records All medical records that are presented as part of the eligibility or case management process must be kept in a separate file. Each Career Center operator or operator of any WIA financially assisted program shall designate a central storage area within its Career Center (or service location) to ensure confidentiality and security of medical record files. Medical record files shall be manila folders and have a file label that includes the customer's last name, first name, last four digits of the social security number, and funded program. Place label of case file in designated area. Finally, the OSMIS must be updated with a case note indicating that additional information pertinent to the record is contained in a separate file. Sensitive documents that do not become a part of the participant's files, should be immediately shredded to ensure absolute confidentiality. Attachments Notice of Privacy Practices (NOPP) Acknowledgement of Receipt of NOPP Request for Information Form Confidentiality and Non -Disclosure Agreement Authorization to Obtain Confidential Information Authorization to Obtain Employment Information Authorization to Release Confidential Information Revision No.: 1 Supersedes: Issued by/ Authorized By: Program Directive #25 PY'2002 Rick Beasley, Executive Director Page 17 of 17 GRIEVANCES PROCEDURES AND FORMS Exhibit 7 GRIEVANCES Exhibit 7a Grievance Procedures AWI regulations mandates that grievance and hearing procedures be in place for grievances under the Welfare Transition (VM, Workforce Investment Act (WIA), the Trade Adjustment Assistance (TAA) Program, Food Stamp Employment and Training (FSET) Program and/or Wagner-Peyser (WP), which allege a violation of participants' rights. As a customer/applicant/participant/interested party, you have the right to file a grievance if you feel you have been treated unfairly in connection with any workforce program overseen by SFWIB. Please note that the term "grievance" does not apply in cases involving possible discrimination. For a description of the procedures that apply to discrimination complaints, see section 8.70 below. The South Florida Workforce Investment Board serves as the administrative and fiscal entity for the WIA, TAA, FSET, WT and Title V Older Worker programs. If you have a grievance arising out of a program provided by a SFWIB service partner, SFWIB will try to resolve the matter informally. If the matter cannot be resolved, the following procedures have been adopted to provide you with a mechanism to address your grievance. The FIRST step is to try to settle your grievance with your Career Advisor, Counselor or their immediate supervisor(s). If you are not satisfied with the results, you may contact the Customer Service Unit at (305) 594-7615 (voice) or (305) 470-5529 TTY/TDD. This section provides standard procedures in the filing and processing of grievances against an employee, policy, WT, FSET, TAA or the WIA Title I program administered by the SFW. It is the responsibility of all WT, TAA and/or WIA Title I Program Partners and Service Partners to establish a climate in which an employee's, job seeker's, customer's, applicant's or interested parry's problem may be promptly presented, discussed and given fair and timely consideration. These procedures provide for prompt and equitable resolution of such grievances. The confidentiality of the grievance and any actions resulting from it are to be safeguarded. Grievances Covered by these Procedures These procedures cover the SFWIB applicants/customers/participants/interested parties listed below. 1. Job Seekers who have been denied access to a Workforce Investment Act intensive or training service. 2. WT Program participants who have been denied an education, training or support service or whose request for same has been delayed or whose education, training or support service has been changed, reduced, or terminated. WT Program participants whose request for an extension or deferral or hardship exemption from the time limits prescribed by law has been denied. 3. Refugee Employment & Training Program (RETP) participants who have been denied an education, support training or employment opportunity. 4. FSET support service recipients who have been denied their twenty-five ($25.00) dollar reimbursement for support services. 5. Any interested parry adversely affected by a decision or action by the SFWIB System, including decisions by Service Partners, in connection with the WT, TAA or the WIA Title I program administered by SFW. SFWIB provides job seekers with access to programs and services operated and administered by other State, local agencies and organizations. If you have a grievance about the programs or services of one of the co -located partners (such as AWL Department of Children & Families, Job Corps, Unemployment Compensation, Veterans, etc.), you may need to process your grievance in accordance with the rules and procedures in place for that organization or entity. You should approach the manager for the partner program against which you would like to lodge a grievance or ask your Career Advisor to identify the correct program partner. You may file a grievance if: a. You have a grievance regarding the programs operated by SFWIB if you feel your rights have been violated or you believe you have been adversely affected with regard to a program operated by SFWIB. b. You are registered or enrolled in a program under the WIA or WT and have asked for a program service or benefit and have been denied the service or benefit in whole or in part whether by written denial notice or not. c. Your are an On the Job Training, Customized Training, or other Training Partner (pursuant to WIA Title I or the TAA) whose eligibility has been wrongfully denied or terminated by a Career Center Operator. d. You are a participant (pursuant to WIA Title I or the TAA) and have been sanctioned for use of a controlled substance. e. You are a regular employee or a WM TAA, WT or FSET program participant who has been displaced by a WM TAA, WT or FSET program participant. f. You are a Career Center partner or service partner under WIA, TAA, WT and you have been adversely affected by the SFWIB Career Center system g. You are a WT or FSET participant who has been wrongfully sanctioned for non-compliance with work activities. h. Whenever SFWIB, or a service partner SFWIB oversees, makes a decision that affects your support services, education, training, or work activity assignment, a written notice - the Status of Request for Support Services, Status of Request for Transitional Services - will be provided to you within three (3) working days. This notice of decision will tell you about your right to grieve the decision by the informal and/or formal processes and will tell you where you can get a copy of these grievance procedures. The notice will also tell you the applicable deadlines, if any, for the grievance process. If you do not receive a written notice of decision within three (3) days of the decision affecting your support services, education, training, or work activity assignment, you may still grieve the decision through the informal and/or formal processes outlined below. Grievances Not Covered by these Procedures 1. The WIA, TAA, FSET and WT programs are not entitlement programs. This means that even if you fit the description of individuals who may be eligible to receive services under those programs you still may be denied access to the program or denied a specific service allowable under the program rules. This is not considered a violation of the law. This may happen because: a. The Region may not have sufficient funds to enroll you or any other participant into a program or provide you or any other participant with a service at the time that you apply or need the service. If a freeze in funding for the program or service at issue is imposed by the Regional Board, the State of Florida or the Federal government, there would be no grounds upon which to file a formal grievance. You may obtain a copy of the applicable local, state or federal action freezing such funds upon request. b. Local areas have the flexibility to decide the types and mix of services to offer in their localities. These decisions are made locally by the governing boards for SFWIB. The governing boards for the SFWIB may have decided not to offer a particular benefit or service. In such instances there would be no grounds upon which to file a formal grievance. You may obtain a copy of the applicable policy upon request. c. Under the WIA there are eligibility requirements and prioritization criteria. Individuals who are seeking services, but who do not meet the eligibility or prioritization criteria, cannot be served with these funds. The priority criteria can be provided to you upon request. If you do not dispute the fact that you do not meet the eligibility or prioritization criteria, you do not have grounds for a formal grievance. If you wish to show that you do meet the applicable criteria, you may file a formal grievance. d. Local Workforce Boards have the flexibility to impose requirements or to develop policies and procedures applicable to the programs and services. A policy that has been adopted may restrict access to a program or service or may limit the availability of the program or service. In such instances, there would be no grounds upon which to file a formal grievance. You may obtain a copy of the applicable policy upon request. *If you are denied services for one of these enumerated reasons, you may still follow the informal grievance procedures prescribed, but may not be entitled to a hearing before a Hearing Officer. 2. WIA Section 667.630 describes the process for reporting complaints and/or reports of criminal fraud and abuse. Complaints/reports must be reported immediately to the USDOL (U.S. Department of Labor) Office of Inspector General, Office of Investigations, Room S5514, 200 Constitution Avenue NW, Washington, D. C. 20210. The complaints or report can also be mailed to the USDOL South East Regional Inspector General for Investigations, Office of Investigations, Sam Nunn Atlanta Federal Center, 61 Forsyth Street, SW, Suite 6T1, Atlanta, Georgia 30303 with a copy simultaneously provided to the Employment and Training Administration. Reports or complaints alleging criminal fraud and abuse may also be reported through USDOL's Hotline at 1-800-347-3756 (voice) or 800-877-8339 (Federal Relay Service -- for TTY/TDD). 3. If you are a Welfare Transition participant and your TANF cash assistance eligibility or cash benefit of food stamps or Medicaid has been reduced or terminated, and you disagree with the action taken against you, you must file a grievance with the local Department of Children and Families Office. Your Case Manager can help to direct you to the right agency and can supply you with the address and phone number. 4. If you are an FSET participant and your food stamp eligibility or benefit entitlement has been reduced or terminated, and you disagree with the action taken against you, you may file a grievance with the local Department of Children and Family Services. Your Case Manager can help to direct you to the right agency and can supply you with the address and phone number. 5. If you have been adversely affected by a decision or action made by the AWI or a State administrative entity as a result of your participation in WT Program, or the WIA Title I program administered by the SFW, you must file your grievance at the State level. If you file your grievance with SFWIB, SFWIB will forward your grievance to the appropriate entity for action. The entity shall have sixty (60) days to handle the grievance. The sixty (60) day time period will begin to run upon receipt of the grievance. 6. If you are a WT Program participant and you have a grievance related to service delivery of TANF-funded work activities, Alternate Plan Requirements, support services, diversion programs and other workforce functions provided under WIA, you must file your grievance with AWL 7. SFWIB does not hear complaints related to discrimination, and health and safety. For information on what to do if you believe you have a complaint in relation to discrimination, and/or health and safety, please refer to 8.70 below. Informal Resolution Procedures This is generally the fastest way to obtain a resolution. We encourage you to try and resolve your issues before filing a grievance. There are four (4) different steps you can do as part of the informal process. But remembers that you can always request a formal grievance if you think the informal resolution is not working. If you are a participant and want to try to utilize the informal resolution process: a. First talk with your Case/Career Manager about the problem. If the problem is not resolved, the second thing you can do informally is you may ask for a meeting with the Lead Case Manager. The Lead Case Manager must meet with you within twenty-four (24) hours or the next business day if there is an intervening weekend or holiday. b. If the meeting with the Lead Case Manager does not resolve the problem, the third step is a meeting with the Career Center Manager. This meeting will be set or held within three (3) working days of the receipt of your request to meet with the Career Center Manager. The Lead Case Manager will schedule this meeting. c. If the issue is still not resolved informally, or if you wish to skip Steps A and B, then the next step in the Informal Process is that you may file a request for an Informal Resolution Meeting with the Customer Service Unit by filling out a Written Grievance Form. 1. To file a written request for an Informal Resolution Meeting Form, please complete the Written Grievance Form, Attachment A. Be sure to complete as much of the information requested, including the contact information so that we can reach you to set up the meeting. The form can also be obtained from the South Florida Workforce Investment Board's Executive Offices at 7300 Corporate Center Drive, Suite 500, Miami, Florida 33126-1234 or at any of the Career Centers in Miami -Dade and Monroe County; at our website at ),vwiv.soutl)flondaaavork orce.org or you may use a plain sheet of 8 %2 x 11 letter size paper and include as much of the information listed below as you possibly can: a. All grievances must be put in writing. b. All grievances should be signed and dated. c. All grievances should include your name, a contact address, and a contact telephone number. d. The request submitted should be signed by the person filing the grievance or his/her representative and should be an original if possible. If you are faxing your grievance, make sure to mail the original within five (5) days of the fax. e. All grievances should include a statement regarding the law you think was violated and/or the reason you think you are entitled to the service or benefit which has been denied, delayed, reduced, changed, or terminated. f. Your grievance should state the remedy you are seeking. g. Grievances should be no longer than five (5) pages, not including any exhibits or attachments you want the Hearing Officer to review. h. If you have a disability, which requires an accommodation, or if you are a non-English speaker and require an interpreter, include a statement of the accommodation needed, in writing, along with the grievance. SFW will attempt to make reasonable accommodations. 2. You may hand deliver the Written Grievance Form, fax or mail it to: South Florida Workforce Investment Board Attn: Customer Service Unit 7300 Corporate Center Drive, Suite 500 Miami, FL 33126-1234 Fax; (305) 470-5519 *Please do not phone-in your request. E itten Grievances must be submitted in avriting. A decision must be made within sixty (60) days of the filing ofyour Entten Grievance. 3. An informal meeting with the Customer Service Unit will be set or held three (3) business days from the time we have received the Written Grievance Form, or if we are unable to contact you, three (3) business days from the date SFW is able to locate you. If the issue(s) are resolved during with the Customer Service Unit, th Formal Grievance Procedures e steps your 1. If the problem is not resolved through the informal meetings with the Customer Service Unit and you still want to pursue your grievance, you will be asked to sign a request for a formal hearing by the Customer Service Unit. 2. When you sign a request for formal hearing: a. The Customer Service Unit will immediately date stamp the signed formal hearing request form, and forward it to SFWIB's EO. The EO proceeds to select a Hearing Officer, schedule the date and time of the formal hearing proceedings, and notify all pertinent parties via a written notice. b. You and your representative, if you have one, will be sent a written notice informing you of your hearing date, as well as the time and location of the hearing. The hearing will be held at the SFW Executive Offices unless you request, in writing, that the hearing be held at your Career Center. c. A written decision will be issued within thirty-five (35) days of the date the request for hearing is received by the Hearings Officer. d. The notice of hearing will be sent by certified mail, return receipt, at least fifteen (15) calendar days prior to the date of the hearing. e. If you are participating in a program at the time of the filing of your grievance, your receipt of services will not be affected by the filing of a grievance. 3. Your notice will advise you of the following: a. The date, time and place of the hearing and instructions as to how you may request needed accommodations, including an interpreter for the hearing at no cost to you; b. The pertinent sections of the WIA, TAA, WT or FSET or any other federal regulations, program law, rule, or policies involved; c. Your right to present witnesses and to ask that the staff, your counselor, case manager and/ or the supervisor or other SFWIB contractor or SFWIB staff whom you would like to question or whose testimony you would like the hearing officer to listen to appear at the hearing. SFWIB will do its best to assure that the contractor or other SFWIB staff whom you request be present at the hearing appear on the appointed date. However, witnesses, staff, your counselor, case manager and/or supervisor need not be present for the Hearing Officer to render a decision. d. Your right to have someone else, an attorney or another representative which you designate, to represent you at the hearing or to speak for you at the hearing including the questioning of the staff involved in the adverse decision affecting you; e. Your right to obtain, free of charge, a copy of your file or other related documents that you think might help your case. SFWIB will not provide copies of the law but will provide you with a copy of the SFWIB or contractor policy which is the subject of the dispute if you so request and have not already received a copy; f. Your right to present documentary evidence, testimony, and arguments to support your position at the hearing as well as to cross examine witnesses; g. The Hearing Officer's right to dismiss the grievance if you or your representative fail to appear for the hearing without good cause; h. That the Hearing Officer will conduct the hearing informally, and will make a decision based on the facts and evidence as presented. i. The Hearing Officer will decide on the admissibility of testimony or evidence in accordance with the Florida Rules of Civil Procedure; j. That a written decision will be rendered within sixty (60) calendar days of receipt of your written grievance; k. Where and how you can appeal the decision if you do not agree with the outcome; 1. That the parties (you and SFWIB) can agree to an extension of the sixty (60) day time period if either party needs more time and the other party agrees; m. That SFWIB will make arrangements in advance to record, transcribe, or otherwise preserve the hearing proceedings and that you will be provided with a copy of the recording (tape) at no charge upon a showing of indigence for a transcript of the hearing. Each party desiring a copy of the transcript must pay for the transcript. Indigent persons may follow the procedures set forth in F.A.0 Section 60BB-1007 (4) and (5) to obtain a transcript at no cost; and n. That if you allege a labor standard violation, you may submit your grievance for binding arbitration if the relevant collective bargaining agreement allows for the use of that procedure. Hearing Appeals You may file an appeal with AWI if: L a hearing has been conducted and either parry is dissatisfied or has been adversely affected by the Hearing Officer's decision; 2. if a hearing was not conducted within sixty (60) calendar days from receipt of the grievance; or 3. if a hearing was conducted, but a decision was not issued within the mandated sixty (60) calendar day time period. The appeal should be concise (if possible, not to exceed five (5) pages which does not include exhibits and attachments) and shall be sent by certified mail, return receipt to the AWI Office of General Counsel, Caldwell Building, Suite 150, 107 East Madison Street, Tallahassee, FL 32399-4129. To the extent possible, the appeal request shall state the facts, laws, procedures, etc. that the grievant believes to be relevant for review. The appeal must be filed with AWI within thing (30) calendar days of receipt of the Hearing Officer decision or within thirty (30) calendar da)s after the required 60-calendar day timeframe for SFW to act has elapsed. The request shall include the Grievant's address where official notices will be mailed. The state can remand the grievance back to SFW to hold a hearing or impose other remedies to resolve the grievance. Complaints Related to Discrimination or Health and Safety 1. Discrimination The complaint procedures for charges of discrimination are separate and distinct from the grievance procedures outlined herein. A complaint of alleged discrimination may be filed by any person including any Career Center employee, applicant for employment, or Career Center job seeker who feels he or she, or any specific "class of individuals" (group of people), has been subjected to unlawful discrimination by a program or activity offered through the Career Center system, or by the AWI or SFWIB Discrimination on the basis of race, color, disability, religion, sex, national origin, age, marital status, political affiliation or belief, participation in any WIA Title I financially assisted program or activity, or on the basis of citizenship or status as a lawfully admitted immigrant authorized to work in the United States is prohibited under federal and/or state laws. SFWIB does not hear complaints of discrimination at the local level. If you believe that you, or someone you know, have been subjected to unlawful discrimination, please refer to AWI Discrimination Complaint Forms Package which are found in the back of this Chapter as Attachment B. Further information regarding your rights and responsibilities can also be obtained at the AWI website at: http://www.floridaliobs.org/civihights/ocr_complaint.htn l Remember, your SFW Career Advisor can assist you in identifying the correct agency or department to which to direct your inquiries and complaints regarding discrimination matters. 2. Health and Safety Issues Health and safety standards which have been established under both Federal and/or State law which apply to the working conditions of employees are also applicable to participants of programs and activities under WIA Title I and participants in employment activities. SFWIB does not hear complaints related to health and safety. If you have a complaint related to a health or safety matter, you may file the complaint with: Agency for Workforce Innovation Office of General Counsel Caldwell Building, Suite 150 107 East Madison Street Tallahassee, Florida 32399-4128 Florida Relay Service: 711 (850) 245-7150 You may also file a health and safety complaint with: U.S. Department of Labor Occupational Safety and Health Administration 200 Constitution Avenue, N.W. Washington, D.C. 20210 http://www.osha.gov/as/opa/worker/*mdex.html 1-800-321-OSHA (6742) (voice) or TTY 1-877-889-5627 IMPORTANT: If you file your health and safety complaint with the U.S. Department of Labor, you must also send a copy of the complaint to AWI at the above address. For more information regarding health and safety issues you may go to the Occupational Safety and Health Administration's Website at httl2://www.osha.gov. or the Florida Department of Health Website at http://www.doh.state.fl.us. Forms attached south f (orida Employ Florida Acknowledgement of Receipt of Grievance Procedures Note to: South Florida Workforce Investment Board (SFWIB) Service Provider Case Manager Please complete the following form together with your participant. Place the original in the participant's file. You may give a copy to the participant. I certify that I have received a copy of the South Florida Workforce Investment Board's Grievance Procedures. Participant's Name (Print) Participant's Signature Date As a representative of , I verify the (Service Provider Agency) above -signed participant has received a copy of the South Florida Worlforce Investment Board's Grievance Procedures. Service Provider Representative (Print) Date Career Center Signature Attachment A south fiorida ( U �' , Employ Florida Written Grievance Form Check Only One: ❑ WA ❑Welfare Transition ❑Welfare -to - Work ❑ RETP Other: Participant Information Last Name First Name Social Security Number Address City/Zip Telephone Other Telephone Career Center/Agency/Organization: Career Center/Agency Address: Telephone: ( I Case/Career Manager: Please explain why you would like an Informal Resolution Meeting: Mail Form To: South Florida Workforce Investment Board (SFWIB) 7300 Corporate Center Drive, Suite 500 Attention: Customer Service Unit Miami, FL 33126-1234 If you have any questions or would like to contact a Customer Service Representative, please call (305) 594-7615 (voice) or (305) 470-5529 TTY/TDD. FOR OFFICE USE ONLY Customer Service Representative (Print Name) Date Informal Meeting Request Received: Signature Informal Meeting Held? Y N Informal Meeting Outcome: south ((orida =_ Employ Florida Acknowledgement of Receipt of Grievance Procedures Note to: South Florida Workforce Investment Board (SFWIB) Service Provider Case Manager Please complete the following form together with your participant. Place the original in the participant's file. You may give a copy to the participant. I certify that I have received a copy of the South Florida Worldorce Investment Board's Grievance Procedures. Participant's Name (Print) Participant's Signature Date As a representative of , I verify the (Service Provider Agency) above -signed participant has received a copy of the South Florida Workforce Investment Board's Grievance Procedures. Service Provider Representative (Print) Date Job Title Signature Career Center Attachment B south /lorida �? Employ Florida Written Grievance Form Check Only One: ❑ WIA ❑Welfare Transition ❑Welfare -to- Work ❑ RETP Other: Participant Information Last Name Fast Name Social Secuo, Number Iddress City) Zij� Telephone Other Telephone Career Center/Agency/Organization: Career Center/Agency Address: Telephone: ( I Case/Career Manager: Please explain why you would like an Informal Resolution Meeting: Mail Form To: South Florida Workforce Investment Board (SFWIB) 7300 Corporate Center Drive, Suite 500 Attention: Customer Service Unit Miami, FL 33126-1234 If you have any questions or would like to contact a Customer Service Representative, please call (305) 594-7615 (voice) or (305) 470-5529 TTY/TDD. FOR OFFICE USE ONLY Customer Service Representative (Print Name) Date Informal Meeting Request Received: Signature Informal Meeting Held? Y N Informal Meeting Outcome: ADMINISTRATIVE MONITORING TOOL A Exhibit 8 south f lorida ome member: Employ Florida Administrative Monitoring Tool Provider Name: This Administrative monitoring tool must be followed in its entirety for all contracted provider administrative monitoring reviews. Any deviation must be prior authorized by the IMO Director. Proper support documentation must be obtained for all items marked "No". All work must be properly documented in the work papers. I. Preparation A. monitoring Preparation Objective: To prepare for the monitoring visit. 1. Schedule appointment with the provider and mail appointment letter �s Ye � {� 714 2. Review contract and copy including any other pertinent sections for monitoring � � and work papers. You must be familiar with the terms and conditions as Yes 7o established in the contract. 3. Speak with contract manager about the provider and inquire about performance, � � `No timeliness of reporting, staffing turnover, and any other problems that may be affecting the provider B. Prior Assessments & Corrective Actions Objective: To determine the Agency s prior performance and its ability to implement new procedures as needed to Improve management and meet contractual requirements. 1. Review last year's assessments of the Agency's Administration. Were there any '�e:s' moo' findings, areas of concerns, or other issues that need to be revisited or reviewed? If No or Not Applicable, skip this section. 2. Was A Corrective Action Plan submitted by the Agency? Yes No 3. Was the Corrective Action Plan submitted on time? Yes 4. Were the proposed corrective actions acceptable to the funding agency? 5. Were the corrective actions implemented? If Yes, when? �j Yes No Wj If No, please elaborate (attach additional pages as needed) Comments: south florid member Employ Florida H. Administration and Governance A. Board of Directors Objective: To determine the capabilities and cultural competency of the Agencys Board of Directors to serve the target populations. 1. Is there a complete and updated BOD list available? To be considered complete, { the BOD list should include each member's field of expertise, direct contact � ' o information, gender, and ethnicity. 2. Does the BOD have a well -developed structure (committees)? � List the active committees Yes ` 7o Comments: B. BOD Meetings, Minutes and Resolutions Objective: To determine the level of involvement of the Board of Directors; and that their procedures follow those recognized as best practise. 1. Does the BOD meet on a regular basis? (Check one) Full Board _ Monthly _ Annually Yes' Quarterly _ Semi-annually Other (specify) Executive Board _ Monthly _ Annually Quarterly _ Semi-annually Other (specify) Committees _ Monthly _ Annually Quarterly _ Semi-annually _ Other (specify) 2. Are meeting minutes detailed and appear complete? Yes � `No 7 3. Do minutes indicate that budgetary, financial, and programmatic information is presented to the board? Yes o 4. Does an authorized representative of the BOD sign the minutes? 5. Are BOD resolutions properly executed and documented in the meeting minutes? Yes 6. Are BOD resolutions signed by an authorized BOD representative? [� Yes r o �] N/A Comments: south floridar, wbirk Tae member: Employ Florida B. SOD Meetinas, Minutes and Resolutions I I C. Agency Policies Objective: To ensure that the Agency has a set of policies that establish proper operating procedures and abidance to the law governing its operations. A well developed set of policies and procedures safeguard the Agency and its funders by clarifying expected behavior. These policies may be included in the employee manual. 1. Does the Agency have a written Personnel Policy? ' `Wo 2. Does the Agency have an Accounting Policy and Procedures Manual? Yes No 3. Does the Agency have a written Drug -Free Workplace Policy? No 4. Does the Agency have a written Equal Employment Opportunity Policy? 5. Does the Agency have a written Sexual & Unlawful Harassment Policy? �� Yes �� o 6. Does the Agency have a written policy regarding Conflict of Interest? 7. Does the Agency have a written policy regarding Nepotism? 8. Does the Agency have written procedures to protect client confidentiality? 9. Does Agency have clear policies addressing access to public records? Yes o ' 10. Does the Agency have a written Client Grievance Procedure? � � Yes Comments: D. Corporate Objective: A vailability and familiarity with the Agency's Bylaws and Articles of Incorporation are considered best practices in the admininstration of a non-profit organization. In addition, a clear organizational chart provides an overview of the chain of command helpful both for the internal staff and outside reviewers. 1. Are the Agency's Bylaws available for review? �� �lao N!A 2. Are the Agency's Articles of Incorporation available for review? 3. Is the Agency registered with the Florida Secretary of State? VeDs �� moo' 4. Is there an organizational chart available that reflects the current organization of �Ye ��jj the Agency and provides clearly delineated chain -of -command? s Yoj 3 south /loridaWbTktarve member: Employ Florida 5. Is there an organizational chart for the program(s) funded and does it provide a clearly delineated chain -of -command? Yes Comments: III. Personnel A. General Objectives: These questions provide an overview of the capabilities of the Agency in managing human resources Issues and establishing and following its own procedures as required by best practices. 1. Are the policies and procedures included in the Personnel Policy followed? moo' 7 2. Does the Agency have established Job Qualifications? Yes 3. Are employee records securely stored (under lock & key)? �s Ye `N��o ]� 4. Are Equal Employment Opportunity, Workman's Compensation, Family Leave Act, � � �No and other mandated or relevant posters conspicuously displayed by the agency? des /W 5. Review staffing levels and current vacancies. Does the agency have problems `Yes � ' -o with staff turn over? If so, has the agency taken steps to resolve the issue? documentation, Explain and provide if available, to document the Agency's efforts. Comments: B. Personnel/ Employee File Objective: To ensure that the Agency properly documents how employees are screened for a particular position, how employees are informed of the policies governing their work and how they would be evaluatedd in addition, these questions seek to determine the Agency's capability to maintain required documentation and abide by requirements regarding their staff such as testing, qualifications, licenses, and training. Select a random sample of employee files and review them to determine whether the following documentation is present and current. Note that Agencies that subcontract with individuals must keep similar files for the subcontracted individuals and those are to be reviewed following the same guidelines as personnel files. 1. Signed job application (resume is not sufficient) or subcontract detailing the scope � of services to be provided. Yes No% 2. Proof of education (copies of degrees and/or transcripts) This may be required for � some staff. Yes 3. Required Licenses (must be current) 0 4 south jlorida W6ffk r(C'M e member: Employ Florida B. Personnel/Emplovee File Yes No N/A 4. Background Check (must be renewed according to program requirements). This may be required for some staff (i.e. childcare workers) 5. Drug Screening Yes No W 6. Job Description with performance standards Yes Two 7 7. Annual Performance/Employee Evaluation 8. I-9 Form Yes � ` oo ' 9. Current W-4 Yes No 10. Proof of Knowledge of the Agency's Policy & Procedures �� Yes � `Ro Comments: C. Payroll Records Objective: To determine if the Agency has appropriate procedures to track the payroll costs and that these coincide with those approved by the funding agency. 1. Does staff, including management, document their work hours through a time � Po sheet or punch clock? Yes 2. Are time records signed by both the employee and the supervisor? Yes � -No 3. Review Payroll journals: - Do they include staff name, salary, hours worked, payroll period, and � � `No Wj deductions? - Do they reflect employee's time allocation among programs? 4. For a sample of employees, review that positions and salaries match the budget ' approved by SFWIB. Do they match? Yes o JW 5. For a sample of employees charged to the program, review that recorded time � ` -o' � worked matches time paid as reflected in the Payroll journal. Do they match? Yes' Comments: D. Payroll Taxes Objective: To ensure that the Agency is calculating and remitting all payroll taxes, including unemployment compensation, to the appropriate agencies in a timely manner. south florid a( W(6TkIrce member: Employ Florida D. Payroll Taxes 1. Are withholding and FICA taxes deposited on a timely basis and in accordance with payroll register data? 2. Is the Quarterly IRS Form #941 properly completed, submitted, and paid on time? (Trace payment to bank statement) Yes No 3. Is the Yearly IRS Form #990 properly completed, submitted, and paid on time? � � `I�o% (Trace payment to bank statement) 4. Are Unemployment Compensation Payments made on time and accurately? (Trace payment to bank statement) 5. Were all Tax or Insurance payments made on time (by due date)? �� 7Vo W If No above, were interest and penalties assessed against the agency? � Yes � `Noj If interest and penalties were assessed, were these costs allocated to any public funding Yes ��jj 'o7 source? 6. Are IRS W-2 Forms distributed in a timely manner to current and prior Yes No employees? 7. Were the IRS I-90 Forms distributed in a timely manner to all contract � employees? Yes' Comments: IV. Fiscal A. General Objective: To obtain a picture of the Agency's overall fiscal capabilities. 1. Are internal policies and procedures as listed in the Agency's Accounting Policy and Procedures Manual followed? This can be established by interviewing staff to gauge familiarity with the manual or by choosing a sample of policies and testing adherence to it. 2. Review the distribution of fiscal duties (i.e. who approves the expense, who cuts the check, who mails the payment). Is the distribution of duties adequate to � � 7 safeguard assets? 3. Chart of Accounts: - Does it support proper allocation by having revenue and expense categories � properly identified by program? Yes 7Vo Wj - Does it have an unallowable cost code to properly identify unallowable costs? 4. Indirect Cost. - Is there a cost allocation methodology in writing and is it representative of the � allocation used? � `I - Review the Agency's Cost Allocation Methodology for reasonableness (i.e. Are the indirect costs charged to the program representative of the program's size as compared to others operated by the agency?). M south f lorida cccccc cccc member: Employ Florida Comments: B. Bank Objective: To ensure that the Agency has the appropriate cash flow to meet the needs of the program, that its management keeps abreast of the Agency's cash flow, and that it has taken steps to protect it self from fraudulent activities. 1. Are bank statements reconciled monthly? 0 Yes No N/A 2. Do the preparer and the immediate supervisor sign the reconciliation? = 0 0 Yes No N/A 3. Are adjustments properly documented and explained? 0 0 0 Yes No N/A 4. Trace a sample of outstanding checks to subsequent bank statements / 0 = 0 reconciliation's and list any that does not clear within 90 days. Obtain an Yes No N/A explanation from the controller / CFO. 5. Review bank statements to determine the cash flow position of the Agency. - Do bank statements reflect returned checks due to insufficient funds? Do bank 0 0 statements reflect a positive balance at the end of the month? Yes No N/A - Do bank statements reflect a positive balance at the end of the month? = 0 0 Yes No N/A 6. Are checks pre -numbered? 0 0 0 Yes No N/A 7. Does Agency have a policy for signing checks (i.e. checks in excess of x amount 0 = 0 require two signatures)? Yes No N/A Note Agency's policy: 8. Are blank checks stored securely (under lock and key)? 0 0 Yes No N/A 9. Are voided checks mutilated in some manner (i.e. signature section removed, � perforated)? Comments: C. Journals & Ledgers Objective: To ensure that the Agency has an accounting system that properly tracks all financial activitles for the program. 1. Does the Accounting System include these major components: - Cash Receipts Journal? (i.e. deposit log, receipts book) Yes 7 south f lorida Wbirk om member: Employ Florida - Cash Disbursement Journal? - Accounts Payable? - Accounts Receivable? - General Ledger? (i.e. check register) �. . Wo . - Accrual Sheets? (�� Yes 7Vo% 2. Are entries to journals performed in a timely manner (approximately 30 days)? 3. Are Receipts and Disbursements reconciled monthly with the General Ledger? Yes 'Po W 4. Are adjustments properly documented and explained (journal entries)? Yes �7A Comments: D. Budget Objective: To ensure that the Agency's expenditures match those approved by the fonder and that the budget matches the needs of the program. 1. Does the Agency maintain an Agency -wide budget by funding source and expenditure category? es o 2. Does the agency prepare a cash -flow analysis (expenditures vs. revenues) at least �{ quarterly? Yes 3. Does Agency prepare a Budget Variance Report or otherwise track expenditures versus budgeted amounts on a regular (not more than quarterly) basis? 4. Do expenditure rates follow those expected from the budget approved by the funder? If No, can the Agency explain variances or is there a plan of action to reallocate �Wo resources? � ` Comments: E. Accounts Payable Objective: To ensure that payments are properly documented and that the Agency have procedures to protect its assets from unnecessary expenditures such as penalties and duplicate payments. Select a random number of charges from the general ledger provided and test to determine the following: 1. Are payments generated by an original invoice? � �wo ' Yes TW south flor�1id�a'War� irce member: Employ Florida 2. Do invoices detail the number of units, description, unit cost, and total? Yes � 'o' 3. Is payment approved by authorized staff/management? � Yes �� �No W 4. Are invoices effectively cancelled to avoid duplicate payments? (i.e. marked "Paid" and check # noted) � Yes 5. Do check and invoice amounts agree? e `l�o 6. Are invoices paid in a timely manner? (i.e. within 30 days) �� Yes �� `l�o W 7. Are Cancelled Checks available as per Check Register? Ves 8. For Tax-exempt Agencies ONLY, Is Agency paying Sales Taxes? If YES, is Agency filing for Sales Tax refunds from the State Department of Revenue? �_e]s Yes �_o' No N%K Comments: F. PettyCash Objective: To ensure that cash expenditures are only used to meet small emergency needs and that the policies governing the petty cash are designed to safeguard the assets of the program and the Agency. 1. Does the Agency use a Petty Cash Fund for any program expenses? If Yes, review Petty Cash policies and procedures for the following: Yes � 'lQoj - Is the Petty Cash Fund balanced at the time of the visit? es - Is petty cash used ONLY for small purchases (less than $15) � Yes �Vo ]� - Does Agency have a policy to perform "surprise" checks on the fund? ��s Ye�� `1'�0 ' ]� - Is there documentation that such policy is implemented? Y� es � lo ' ]� - Is the Petty Cash fund replenished ONLY by check? Y� es � o ' ]� - Are the Petty Cash funds securely stored (under lock & key)? - Are the expenses authorized and signed by person other than custodian or person receiving money? es o Is documentation available to back up the expenditures of the Petty Cash funds? �es 'Wo] W Comments: 0 south floridn W(6Iff� o�c member: Employ Florida G. Documentation Protocols Objective. To ensure that the Agency have policies in place to protect itself and its c/ients by safeguarding its documentation and storing it as required by law. 1. Does Agency have a policy to maintain and store documentation as required by law and the individual funders? '�e:s' ' Po J Note that each program, funder, and the IRS have different storage requirements. In addition, fiscal documentation and client files may have different storage requirements under the same contract. When documents fall in more than one category, they must be stored for the longest period required. 2. Does the Agency have policies to safeguard client confidentiality? 0 Yes No N/A 3. Are computerized records password protected? 0 Yes No N/A 4. Are hard copy files kept under lock and key? 0 Yes No N/A 5. Does the Agency have protocols to protect computer -based documents and 0 records? (i.e. back-up onto a medium that is stored in a fire-resistant safe) Yes No N/A Comments: H. Procurement Objective: To ensure that materials and services purchased with grant funds are properly reviewed and approved and are utilized by the program incurring the expense. In addition, practices such as using products with recycled materials support socially desirable causes. 1. Does the Agency have written procurement policies (may be part of the Fiscal or Administrative Policy & Procedures manual)? � ' 76� 2. Do the policies require written quotes for purchases? Note the qualifying characteristic that, according to agency policies, triggers the e l -o' need for written quotes (i.e. amount, type of equipment, sub -contract, etc.): 3. Do purchase orders clearly identify the program/center for which the purchase is being made?j 4. Do purchases require the approval of management? Yes No Yes No N/A Comments: 10 iMT(71(e member: Employ Florida I. Travel Expenses I I Objective: To ensure that travel expenses are properly reviewed and approved and that reimbursement procedures comply with best practices and single audit requirements. 1. Does the Agency have policies and procedures in reference to staff travel? �� `lao 2. Does out-of-town travel require prior approval by appropriate management staff and funding source? Yes 7�A 3. Are travel expense reimbursement requests properly documented with original P invoices, boarding passes, receipts, and other documentation as applicable? 'o' ]W 4. Is the Agency using appropriate rates for items that have a fixed reimbursement rate such as per diem or mileage rates? Yes 5. Do forms used to claim local travel reimbursement provide at least the following: - Odometer reading for trip start & finish. VeDs moo' 7 - Destination (including name & address) � Ves `lao �JA - Reason �Yes `IQ�� o - Statement signed by employee that report is true and accurate �---� 7� - Supervisor approval es `IQo Comments: J. Program Revenues Objective: To ensure that revenues generated through the program are properly managed and re -invested in a manner consistent with the intent of the funder. 1. Does this program generate revenues? If yes, review procedures to determine the following: � `lao'j - Does Agency have procedures for collection of such revenue (i.e. fees, interests)? - Are revenues promptly deposited in the bank account of the program (within 48 hours)? - Does Agency prepare a periodic (monthly or quarterly) revenue flow report? - Are these revenues re -invested in program activities or otherwise expended as allowed by the program funder? Yes Comments: 11 south jlorida W(6-ffk r(D IrC,e member: Employ Florida Objective: To ensure that the Agency properly documents, tracks, and safeguards the fixed assets purchased with public funds. Perform only if the Agency has been funded, in current or prior funding cycles, for fixed assets such as equipment, building, or building improvements. This test includes fixed price contracts where rates were based on calculations that included capital expenditures. 1. Does the fixed asset register include the following information: - Item Description Yes 'Wo' ]� - Acquisition Date 17—es' 'No - Disposal Date � �lao - Funding Source - Condition - Location '� 7o - Asset Tag Number `No Q�7 2. Is a physical inventory taken and recorded on an annual basis? e' '�o' 7�A 3. Are property records reconciled to the General Ledger at least once annually? Yes Two ' (� ]N A 4. Perform a physical inventory of a sample drawn from the fixed assets register. Do they agree? Note any discrepancies. Yes � Yo W% 5. Are fixed assets being used in accordance with funding intent? � Yes � - o 6. Are fixed assets paid for by the funders paid in full and free from liens? � Yes � Yo' 7. Do disposal procedures include prior approval from funder? V� Y—es � Yo [� N!A 8. Were fixed assets purchased within the contract period in which they were approved/funded? Yes Comments: L. Sub -Contractors Objective: To ensure that payments made to subcontractors and consultants are properly documented and supported by properly executed contracts and/or agreements. To ensure that work performed by agents outside the Agency meet the needs of the program and the intent of the funders. 12 south (lorida W6Tk OTC member: Employ Florida L. Sub -Contractors Perform only if there are sub -contracts in place being paid with funding covered by this monitoring visit. Note: Reviewer should differentiate between subcontracts for indirect and direct services (i.e. equipment maintenance versus medical treatment) in reviewing the following: 1. Are sub -contracts allowed under this funding? Some funding sources do not allow Yes ' o the use of sub -contracts to deliver direct services. ]�A 2. Was the sub -contract submitted to SFW for approval prior to entering into the if Yes �_o' 7 contract required? 3. Do authorized individuals from both the Agency and the sub -contractor sign the Yes '�o'% sub -contract? 4. Does the sub -contract include specific details regarding the scope of work and the � � �No (� 1Q KJ payment method? 5. Is the sub -contract conditioned to annual or other renewal? � No 6. Are sub -contractors required to carry liability insurance? � Yes ` o W 7. Does the sub -contract include language to allow the termination of the same ��{{ before its expiration? It should include, at a minimum, language that allows Yes' �o termination due to lack of performance by the sub -contractor or due to funding cuts or termination. 8. Does the sub -contract contain all clauses and provisions required by the program regarding record retention, privacy, access to records, and others? This test Yes applies mostly to sub -contracts for direct services to clients/customers. Comments: M. Licenses & Accreditation Objective: To ensure that the Agency has received the appropriate licenses and such to meet the needs of the program and comply with /opal, state, and federal statutes. 1. Are Occupational Licenses current and appropriate for the use? 0 Yes No N/A 2. Do Inspection Reports show any areas of concern or non-compliance? 'Po If Yes, has Agency taken steps to correct these areas? ` oo' If No, please elaborate: 3. If the services offered require special operational licenses, are they current and appropriate? Yes 'o 4. Required Licenses: Expiration es moo' j Expiration Yees� N/A Expiration Yes ro W 13 south f lorida Wo,Tk6 irve : Employ Florida Expiration �e:s' `l-oo' Expiration '�e:s' ` o Comments: N. Insurance Objective: To ensure that the Agency has adequate insurance to cover its risk exposure in a manner that ensures continued operations regardless of lawsuits or catastrophes. 1. Review the Agency's Accord Form to determine which policies are in place. The Agency should have at least the following: - General Liability Expiration Date: Amount: - Property (only if capital equipment exists) Expiration Date: es � ' - - Worker's Compensation Expiration Date: � Yes Yo� 7W - Automobile Liability Expiration Date: Amount: 2. Best Practices call for the following coverage: - Director's & Officers Expiration Date: a `No - Fidelity Bond: � � `l -o Expiration Date: Comments: O. Credit Card Transactions Objective: To ensure that the policies governing the use of corporate credit cards are designed to safeguard the assets of the program and the Agency and not used to circum vent normal purchasing policies. Complete this section if corporate credit cards have been issued in the agency's name: 1. Does the agency perform monthly account reconciliation for all credit card accounts? Ves 2. Are original receipts attached to the statement? VeI� s � J1a A 3. Review the number, size, and type of transactions. Are they reasonable and do ' not circumvent normal purchasing policies and controls? es NjA 4. Does the agency have a written agreement with employees who are issued a corporate credit card? If Yes, answer the following: - Does the agreement require the employee to submit original receipts for = 0 14 south florida� W6Tk// U�me member Employ Florida O. Credit Card Transactions expenses charged to the card? Yes No N/A - Does the agreement require that the employee return the card at the end of � � employment or any time prior to separation? l-o' - Does the agreement include provisions to ensure that employee pay for � personal items or other non -allowable expenses charged to the credit card? Yes io' S. Does the provider maintain a list of who has been issued credit cards and their corresponding credit card number? es 6. Corporate credit cards that are loaned to employees are controlled through a log � 'No or some other mechanism, indicating date lent, person's name, purchase amount and description, and date returned. 7. Are personal purchases being made by the cardholder? If yes, please elaborate on jj�� Wj what steps the agency took to recuperate those funds and to end the practice: e No Comments: V. Invoicing A. Advanced Funds Objective: To ensure that advanced funds issued to the provider agency were expended in full and that any interest on unused portions or overpayments are remitted to SFW. Perform this section only if the provider has received an advance payment on its contract. 1. Advanced funds were deposited in an interest bearing, FDIC insured account. 2. Interest on unused portions of the advance were identified and returned to �j SFWIB. e `ITo 3. If the provider charged unallowable expenses to the contract or was otherwise � overpaid, arrangements have been made to reimburse SFWIB. Yes `No J Comments: B. General Invoicin Objective: To ensure that the fiscal conditions and requirements identified in the contract are being met and documented. To also ensure that the provider agency is properly billing SFWIB for the accurate number of service units. Perform this section for all contract types. 1. Randomly select and copy three invoices submitted to SFWIB for payment and = = 0 15 south /loridaW(6-Tkr member: Employ Florida B. General Invoicing determine the number of service units / events being billed. Yes No N/A _ 2. Perform the steps indicated in the applicable sub -program below. e � `Too' % Comments: C. Performance Based Contracts Complete this section if payment is performance based. 1. Review the payment process and sampled invoices with SFWIB finance staff. � � Note any issues or problems that are brought up from this review / discussion. Yes No Expand the tool to include review of specific issues. 2. Have the provider generate a listing of service events for the selected programs � � for the months under review. The service events must include the duration, date Yes No of service, client name/identification number, and if possible, the name of the employee rendering the service. 3. Verify that the provider has a data collection system / process to track 0 performance outcomes. - Is the data collection system / process documented and does it make sense? — Have the provider generate / provide performance data for the sampled invoice months. Does the data correspond to the invoice? Yes � No � `I_oj N/A 4. Trace a sample of provided services to the client file (or original, acceptable service documentation) and verify that the service billed for was rendered. �j Yes' j� No 5. For the verified services noted above, trace the employee time to that employee's time record. Note any discrepancies. � Yes � No Comments: D. Fixed Price Contracts Complete this section if payment is made on a fixed price basis. 1. Review the payment process and sampled invoices with SFWIB finance staff. Note any issues or problems that are brought up from this review / discussion. Expand the tool to include review of specific issues. ��j Yes Noj 2. Have the provider generate a universal listing of service events for the selected programs for the fiscal year under review. The service events must include the duration, date of service, and client name/identification number. Yes ��j No W 3. Select a random sample from the universal listing generated above. ��s Ye � 4. Trace the service units selected in the sample to source documents. Trace the information to the client file also. Note any discrepancies regarding unit of service measurement and documentation. Yes 16 member: Employ Florida D. Fixed Price Contracts 1 5. Compare the number of service units reported in the monthly invoice to SFWIB to those indicated in the provider's summary reports. Note any discrepancy. es o Comments: E. Cost Reimbursement Contracts Complete this section if payment is made on a cost reimbursement basis. 1. For the selected three random months of invoicing for testing, verify copies P � `I�o provided in the invoice package with original documents at the provider location. Note any discrepancies. 2. For checks submitted as paid for reimbursement purposes, compare to bank statements for actual clear date. Note results on worksheet. Yes 3. Note if the provider is exceeding any line item contained in the budget by more than ten percent without obtaining approval from SFWIB. Yes 4. Ensure that expenses billed to SFWIB were encumbered / incurred during the 0 contract period. If not, the expenses are ineligible. Yes No N/A 5. Ensure that items purchased by contract dollars budgeted as purchases are not P �-P WJ financed or otherwise not owned in full by the provider. Comments: F. Support Services Complete this section if support service payments have been made to the provider. 1. Review the last three months of support services reimbursement packages submitted to SFWIB by the provider (see in accounting). Yes' �-P 7 2. Contact Bryan at IT and have him generate a transaction random sample report from the support payment tracking system for one sampled month (the report will be for 10% of the total transactions for the month). A reimbursement package from 2 - 3 months ago should be selected in order to perform the complete review. � � `I�o f 3. Select a random discovery sample from the universal listing generated above. The sample should be a minimum of 15 transactions. Yes 'Wo' J 4. Trace the discovery sample of transactions to the participants file. The file should document the need and approval for the support services. Note any discrepancies with documentation. Yes 5. Trace the discovery sample of transactions to the payables journal. The provider 0 0 0 17 south (lorida� ,Cc��C�� member Employ Florida F. Support Services should have incurred the expense and paid for the service prior to submitting the Yes No N/A reimbursement package. Note the following: • The check issued for payment by the provider to the vendor of the support service is dated prior to the billing package submitted to SFWIB. • The amount of the check matches or includes the transaction sampled (you will need to see the check request detail to make this determination). • The check has cleared the bank (depending on timing, this may have to be left open until the receipt of the current bank statement) within a month of issuance. Document any discrepancies noted above in the work papers. Comments: The support service payment must match between the participant file, the provider's payables system, and SFWIB records. Note any deviation between the three areas. Monitoring performed by: IRV ADMINISTRATIVE MONITORING TOOL B Exhibit 8a ADMINISTRATIVE MONITORING Exhibit 8a ADMINISTRATION REVIEW TOOL Administration Review Tool Months Reviewed Yes No N/A Findings / Comments une-bTOP Center: Executed contract pefa e y: AaUIT IvianKinarganiza ion, Inc. New Name: Achieve Through Education, Inc. Executed contract Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio Date of Review (first day on-site):Tuesday, September b, 2005 A. Agency Policies Objective: To ensure that the Agency has key policies that establish proper operating procedures and abidance to the law governing its operations. A well developed set of policies and procedures safeguard the Agency and its funders by clarifying expected behavior. These policies may be included in the employee manual. Does the Agency have a written Personnel Policy? Does the Agency have an Accounting Policy and Procedures Manual? Does the Agency have a written Drug -Free Workplace Policy? Does the Agency have a written Equal Does the Agency have a written Sexual & Does the Agency have a written policy regarding Conflict of Interest? Does the Agency have a written policy regarding Nepotism? Does the Agency have written procedures to Does Agency have clear policies addressing Does the Agency have a written Client Grievance Procedure? B. Corporate Objective: To ensure that the provider is a current, registered entity with the State of Florida. Is the Agency registered with the Florida Secretary of State and is the registration current? 7/12/2007 4:34 PM ADMINISTRATIVE MONITORING Exhibit 8a 5a 5b PERSONNEL REVIEW TOOL Personnel Review Tool Months Reviewed Yes No N/A Findings / Comments Executed contract One -Stop Center: N/A Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio Date of Review (first day on-site):Tuesday, September 6, 2005 A. General Objectives: These questions provide an overview of the capabilities of the Agency in managing human resources issues and establishing and following its own procedures as required by best practices. Are Equal Employment Opportunity, Workman's Compensation, Family and Medical Leave Act, Child Labor Act, Fair Labor Standards Act, Minimum Wage, Migrant and Seasonal Worker Protection, and other mandated or relevant posters conspicuously displayed by the Agency? B. Payroll Taxes Objective: To ensure that the Agency is calculating and remitting all payroll taxes, including unemployment compensation, to the appropriate agencies in a timely manner. Are withholding and FICA taxes deposited on a timely basis and in accordance with payroll register data? Is the Quarterly IRS Form # 941 properly completed, submitted, and paid on time? (Trace payment to bank statement) Is the Yearly IRS Form #990 properly completed, submitted, and paid on time? (Trace payment to bank statement) Are Unemployment Compensation Payments made on time and accurately? (Trace payment to bank statement) Were all Tax or Insurance payments made on time (by due date)? If No above, were interest and penalties assessed against If interest and penalties were assessed, were these costs allocated to any SFWB contracts? 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a 4c 4b FISCAL REVIEW TOOL Fiscal Review Tool Months Reviewed Yes No N/A Findings /Comments One -Stop Center: N/A Executed contract Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio September 6, 2005 A. Chart of Accounts Objectives: To obtain a picture of the Agency's overall fiscal capabilities. Does it support proper allocation by having revenue and expense categories properly Identified by program? Does it have an unallowable cost code to properly identify unallowable costs? B. Bank Objective: To ensure that the Agency has the appropriate cash flow to meet the needs of the program, that its management keeps abreast of the Agency's cash flow, and that it has taken steps to protect it self from fraudulent activities. Are bank statements reconciled, reviewed, and signed off monthly? Are adjustments properly documented and explained? Trace a sample of outstanding checks to subsequent bank statements / reconciliation's and list any that does not clear within 90 days. Obtain an explanation from the controller / CFO. (Review 3 month window) Review bank statements to determine the cash flow position of the Agency. Do bank statements reflect returned checks due to insufficient funds? Do bank statements reflect a positive balance at the end of the month? C. Journals & Ledgers Objective: To ensure that the Agency has an accounting system that properly tracks all financial activities for the program. Does the Accounting System include these major components: - Cash Receipts Journal? (i.e. deposit log, receipts book) Cash Disbursement Journal? (i.e. check register) Accounts Payable? Accounts Receivable? General Ledger? Are Receipts and Disbursements reconciled monthly with the General Ledger? 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a FISCAL REVIEW TOOL I Fiscal Review Tool Months IYes I Nol N/AI Findings / Comments I Reviewed une-STOP uenrer: N/A Executed contract Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Contract Number(s): RET-DP-PY'04-01-00 Executed contract Center Director: Ana Someiilan, CPA Executed contract Reviewer Name: Fernando Odio IAre adjustments properly documented and explained Qournal entries)? 6 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a 6a 6b 7 7a 7b FISCAL REVIEW TOOL Fiscal Review Tool Months Reviewed Yes No N/A Findings / Comments One -Stop Center: N/A Executed contract Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio September 6, 2005 D. Accounts Payable Objective: To ensure that payments are properly documented and that the Agency have procedures to protect its assets from unnecessary expenditures such as penalties and duplicate payments. Review all transactions that appear in the general ledger for the following accounts / transaction types: Legal Interest and Penalties Late Fees Settlements Miscellaneous Subcontractors Any other category / account that may reveal potential liabilities or conflict of interests that may impact on the provider's ability to comply with contractual requirements. Select a random number of charges from the general ledger provided plus transactions identified above and test to determine the following: Are payments generated by an original invoice? Do Invoices detail the number of units, description, unit cost, and total? Is payment approved by authorized staff/management? Do check and invoice amounts agree? Are invoices paid in a timely manner? (i.e. within 30 days) Are any of the charges unallowable as defined in OMB Circular A-122? Were unallowable costs booked to an account so identified? If no, schedule and total the identifiable unallowable costs and write up as a finding. For Tax-exempt Agencies ONLY: Is Agency paying Sales Taxes? If YES, is Agency filing for Sales Tax refunds from the State Department of Revenue? E. Documentation Protocols 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a FISCAL REVIEW TOOL Fiscal Review Tool Months Reviewed Yes No N/A Findings / Comments One -Stop Center: N/A Execute7contacf Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio September 6, 2005 Objective: To ensure that the Agency have policies in place to protect itself and its clients by safeguarding its documentation and storing it as required by law. Does the Agency have a policy to maintain and store documentation as required by law and the Note that each program, funder, and the IRS have different storage requirements. In addition, fiscal documentation and client files may have different storage requirements under the some contract. When documents fall in more than one category, they must be Does the Agency have protocols to protect computer -based documents and records? (i.e. back-up onto a medium that is stored in a fire- resistant safe) 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a 4a 4b FISCAL REVIEW TOOL Fiscal Review Tool Months Reviewed Yes No N/A Findings /Comments One -Stop Center: N/A Executed contract Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio September 6, 2005 F. Program Revenues Objective: To ensure that revenues generated through the program are properly managed and re -invested in a manner consistent with the intent of the (under. Does this program generate revenues (interest, excess revenue)? If YES, review procedures to determine the following: Does Agency have procedures for collection of such revenue? Are revenues promptly deposited in the bank account of the program? Does Agency prepare a periodic (monthly or quarterly) revenue flow report? Are these revenues re -invested in program activities or otherwise expended as allowed by the program (under? G. Credit Card Transactions Objective: To ensure that the policies governing the use of corporate credit cards are designed to safeguard the assets of the program and the Agency and not used to circumvent normal purchasing policies. Complete this section if corporate credit cards have been issued in the Agency's name: Does the Agency perform monthly account reconciliation for all credit card accounts? Are original receipts attached to the statement? Review the number, size, and type of transactions. Are they reasonable and do not circumvent normal purchasing policies and controls? Does the Agency have a written agreement with employees who are issued a corporate credit card? If Yes, answer the following: Does the agreement require the employee to submit original receipts for expenses charged to the card? Does the agreement require that the employee return the card at the end of employment or at any time prior to separation? 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a 4c FISCAL REVIEW TOOL Fiscal Review Tool Months Reviewed Yes No N/A Findings / Comments One -Stop Center: N/A Executed contract Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Executed contract Executed contract Contract Number(s): RET-DP-PY'04-01-00 Center Director: Ana Someillan, CPA Reviewer Name: Fernando Odio September 6, 2005 Does the agreement include provisions to ensure that employee pay for personal items or other non -allowable expenses charged to the credit card? Does the Agency maintain a list of who has been issued credit cards and their corresponding credit card number? Corporate credit cards that are loaned to employees are controlled through a log or some other mechanism, indicating date lent, person's name, purchase amount and description, and date returned. Are personal purchases being made by the cardholder? If yes, please elaborate on what steps the agency took to recuperate those funds and to end the practice. 10 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a CONTRACT PAYMENTS REVIEW TOOL Contract Payments Review Tool Months Reviewed Yes No N/A Findings / Comments one -Stop Center: N/A Executed contract Operated y: Adult Mankindrganiza ion, Inc. NewName: Achieve Through Education, Inc. Executed contract Contract um er s : Executed contract Center Director: Ana Someillan, CPA Executed contract Reviewer Name: Fernando Odio Date of Review (first day on-site):Tuesday, September 6, 2005 A. REVIEW OF REIMBURSEMENT PACKAGES Was the Request for Reimbursement Summary Statement signed by Executed contract two (2) authorized parties? Was the Request for Reimbursement Summary Statement submitted on or before the 7th business day of each month? Indicate date Summary Statement received. Was the Request for Reimbursement Detail Statement received? Invoice Package Was the monthly payroll register received? Invoice Package Was the general ledger received? Invoice Package Was there documented evidence that the packages were reviewed Invoice Package by SFW Staff Accountants prior to processing? Review the general ledger coding sheet prepared by the SFW Staff Accountants and determine its accuracy such as general ledger account number, index code, fund code, service provider, etc. GL Coding sheets Ascertain that it was signed and dated by the accountant and proved by the supervisor. BUDGET REVIEW Obtain and review a copy of the last approved budget. Executed contract Do the general ledger account numbers in the approved budget Request for correspond to the ones indicated on the Request for Reimbursement Reimbursement Detail Detail Statement? Statement form Review staffing levels and current vacancies. Does staffing levels agree with the budget? Ascertain that only approved line items were included in the Request Request for for Reimbursement Detail Statement. Reimbursement Detail Statement form C. DETAIL REVIEW Select a sample of payable transactions and review the Request for supporting documentation maintained at the Provider. Reimbursement Detail Statement f rm Were the Invoices originals? Invoices Were the invoices approved and stamped paid? Invoices Request tor Did the amounts reported on the Request for Reimbursement Detail Reimbursement Detail Statement agree to the amounts posted to the general ledger? Statement form and Were the expenses incurred for the month services were rendered? Select a sample of payroll transactions. Review time sheets. Compare the total numbers of hours worked indicated on the time Payroll and staff time sheets to the number of hours paid as reflected on the payroll sheets records. BUDGET ANALYSIS 11 7/13/2007 1134 AM ADMINISTRATIVE MONITORING Exhibit 8a CONTRACT PAYMENTS REVIEW TOOL Contract Payments Review Tool Months Yes No N/A Findings / Comments Reviewed .me -Stop Center: N/A Executedrcontractpera e y: u an in rganiza ion, nc. ew ame: c ieve Through Education, Inc. Executed Contract um er s : Executed contract Center Director: Ana Someillan, CPA Executed contract Reviewer Name: Fernando Odio Date of Review (first day on-site):Tuesday, September 6, 2005 Prepare a variance analysis worksheet. Indicate the actual amounts for each budget line and the projected actual amounts. Compare the total projected actual amount to the budgeted amounts. Obtain explanation for variances over 15% from the Finance Director. 12 7/13/2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a 2b(1 2b(2) 2b(3) SUPPORT SERVICES REVIEW TOOL Support Services Review Tool Months Yes No N/A Findings / Reviewed Comments One -Stop Center: N/A Executed contract Operated by: Adult Mankind Organization, Inc. New Name: Achieve Through Education, Inc. Executed contract Contract Number(s): RET-DP-PY'04-01-00 Executed contract Center Director: Ana Someillan, CPA Executed contract Reviewer Name: Fernando Odio Date of Review(first ay on-si e : ues ay, September 6, 2005 Objectives: To ensure the integrity of support services provided by service providers and billed to SFW. A. Support Services Review the support services reimbursement packages submitted to SFW by the provider and check for the following: Is each line item of the package supported by properly executed vouchers? If not, disallow line item for charge back. Select a random discovery sample from the package. The sample should be a minimum of 15 transactions, and do the following: Trace the discovery sample of transactions to the participant files. The file should document the need and approval for the support services. Note any discrepancies with documentation. Trace the discovery sample of transactions to the payables journal (check register). The provider should have incurred the expense and paid for the service prior to submitting the reimbursement package. Note the following: The check issued for payment by the provider to the vendor of the support service is dated prior to the billing package submitted to SFW. The amount of the check matches or includes the transaction sampled (you will need to see the check request detail to make this determination). The check has cleared the bank (depending on timing, this may have to be left open until the receipt of the current bank statement) within a month of issuance. Document any discrepancies noted above in the work papers. 13 7/13/2007 11:34 AM I"-, JI, AN v�,/l )11 CONTRACT PAYMENTS REVIEW TOOL Exhibit 8b CONTRACT PAYMENTS REVIEW TOOL Exhibit 8b CONTRACT PAYMENTS REVIEW Months Reviewed Yes No N/A Findings / Comments 1 One -Stop Center: Executed contract 2 Operated by: Executed contract 3 Contract Number(s): Executed contract 4 Center Director: Executed contract 5 Reviewer Name: 6 Date of Review (first day on -site) REVIEW OF REIMBURSEMENT PACKAGES Was the Request for Reimbursement Summary Statement signed by two (2) authorized parties? Executed contract Was the Request for Reimbursement Summary Summary 8 Statement submitted on or before the 7th business Statement day of each month? Indicate date received. Was the Request for Reimbursement Detail Invoice Package 9 Statement received? 10 Was the monthly payroll register received? Invoice Package 11 Was the general ledger received? Invoice Package Was there documented evidence that the 12 packages were reviewed by SFW Staff Accountants Invoice Package prior to processing? Review the general ledger coding sheet prepared by the SFW Staff Accountants and determine its 13 accuracy such as general ledger account number, GL Coding sheets index code, fund code, service provider, etc. Ascertain that it was signed and dated by the accountant and approved by the supervisor. BUDGET REVIEW 14 Obtain and review a copy of the last approved budget. Executed contract Do the general ledger account numbers in the Request for approved budget correspond to the ones Reimbursement 15 indicated on the Request for Reimbursement Detail Detail Statement Statement? form Request for Ascertain that only approved line items were 16 included in the Request for Reimbursement Detail Reimbursement Statement. Detail Statement form CONTRACT PAYMENTS REVIEW TOOL Exhibit 8b CONTRACT PAYMENTS REVIEW Months Yes No N/A Findings / Comments Reviewed L DETAIL REVIEW Request for Select a sample of payable transactions and Reimbursement 17 review the supporting documentation maintained Detail Statement at the Provider. form 18 Were the invoices originals? Invoices 19 Were the invoices approved and stamped paid? Invoices Request for Did the amounts reported on the Request for Reimbursement 20 Reimbursement Detail Statement agreed to the Detail Statement amounts posted to the general ledger? form and general ledger Were the expenses incurred for the month services 21 were rendered? Select a sample of payroll transactions. Review time sheets. Compare the total numbers of Payroll and staff 22 hours worked indicated on the time sheets to the time sheets number of hours paid as reflected on the payroll records. BUDGET ANALYSIS Prepare a variance analysis worksheet. Indicate the ;actual amounts for each budget line and the projected actual amounts. Compare the total 23 projected actual amount to the budgeted amounts. Obtain explanation for variances over 10% from the Finance Director. ACCOUNTS PAYABLE REVIEW TOOL Exhibit 8c ACCOUNTSPAYABLE OBJECTIVES: • To evaluate that an internal control system is in place for requisition, purchase, receiving, purchase order, invoice approval, approval for payment and payment. • To determine the propriety of their processing and payment. • To obtain satisfactory evidence that all authorized liabilities have been properly recorded and authorized in a timely manner. • To determine periodic verification of activity reports with underlying documentation. • To determine that accrued expenses are approved by properly authorized personnel. • To ascertain that adjustments to general ledger accounts are properly documented and approved by management PROCEDURES: A. UNUSED CHECKS 1. Control the inventory of unused checks and proceed to perform an inventory in the presence of the custodian. Obtain the custodian's signature. 2. Reconcile inventory totals to control records and obtain an explanation for any discrepancy. 3. Review the existing controls over the checks, including the checks prepared but not mailed. 4. Determine the frequency of the inventory. B. INTERNAL CONTROLS 1. Evaluate the existing internal controls by conducting interviews with key personnel (segregation of duties e.g. voucher posting from original invoice, check preparation and mailing of signed checks, authorizations, approvals, reconciliations, etc.). 2. Document via flow charts and narratives, the accounts payable cycle. 3. Review controls over the specimen signature plates, if applicable. 4. Obtain and review the signature file of authorized personnel. 1 5. Review the existing controls of critical forms (purchase requisitions, purchase orders). C. POLICIES AND PROCEDURES 1. Review the existing policies and procedures. Ascertain that the following is addressed: • Control of inventory of unused checks and periodic inventory of checks. • Monthly account reconciliations and review of the aging schedule. • Assigned level of authorities approved by the Board of Directors and signing authorities. • Management's criteria to authorize vendors. • Master file of approved vendors' prices and terms. • Cash discounts on all invoices paid within a stated number of days. • Adjustment to cash disbursements, vendor accounts and account distributions should be authorized in accordance with management's criteria. • Specifying that changes to purchase orders must be approved in writing by specified executive or supervisory employees. • All capital expenditures over a stated amount must be approved by the Board of Directors. • Competitive bids are to be solicited for all purchases over stated amount, and the lowest bid will be accepted providing the vendor can meet the specified terms and quality standards. • Type of goods and services to be purchased, including quality standards, prices to be paid and acceptable terms. • The entity's policies with respect to related -party transactions, conflicts of interest, sensitive payments, etc. • PRIDE and purchases of goods and services from minority businesses. • Retention schedule. • Accountability of critical forms. 2 D. FINANCIAL REPORTING 1. Request the last general ledger accounts payable reconciliation performed. Determine that reconciliations were performed on a monthly basis and reviewed by supervisory personnel. 2. Request a trial balance, the accounts payable subsidiary ledger and the aging report as of audit date. 3. Perform reconciliation to the general ledger as of audit date. Document and obtain explanation for any discrepancy. 4. Select a sample of outstanding vendors' invoices/statements and compare the information to the detail accounts payable journal. 5. Review outstanding payables for reasonableness. Trace subsequent payments to the general ledger. 6. Review internally prepared reports submitted to management for completeness and accuracy. E. DETAIL TESTING 1. Paid Invoices Select a judgmental sample of paid invoices within three months and determine the following: • Payments are generated by an original invoice. • Invoices detail the number of units, description, and unit costs, discount amount and total. • Payments are approved by authorized staff/management. • Invoices are effectively cancelled to avoid duplicate payments (i.e. marked "paid" and check number noted). • Check and invoice amount agree. • Invoices are paid in a timely manner (i.e. within 30 days). • Where applicable, competitive bids were obtained. • Sales taxes were not paid. 3 2. Check Registers and Bank Statements Obtain the check registers and bank statements for the last three months. • Ascertain that bank statements are reconciled monthly. Review bank reconciliations for reasonableness, completeness, and approvals. • Ascertain that adjustments are properly documented and explained. • Perform a cursory review of bank statements to determine its reasonableness, activity, unusual transactions, bank charges, transfers, and to determine the cash flow position. • Compared the recorded disbursements to the amounts shown on the bank statements. • Select a sample of paid checks and review that the endorsements correspond to the payee. Compare the check date and amount to the cash disbursements records. • Trace a sample of outstanding checks to subsequent bank statements/ reconciliations and list any that does not clear within 90 days. Obtain an explanation from the controller or CFO 3. Void Checks Ascertain that void checks are properly mutilated in some manner (i.e. signature section removed, perforated). 4. Accruals • Obtain and review the original documents related to accruals (i.e. minutes of board of directors and/or committees, contracts, payroll reports, vacation records, etc). • Test the recorded accruals for reasonableness and determine that all accruals had been recorded. Analyze the related expense account for the period of examination. 5. Amounts Withheld • Determine if amounts are being withheld from employees (by law or by agreement). Test the accuracy of the amounts withheld under the terms of the applicable agreement or law. 6. Analytical Review of Selected Expense Accounts • Perform an analytical review of selected expense accounts and compare balances to prior year balances. Obtain explanation from management for large variances. C! ACCOUNT PAYABLE INTERNAL CONTROL QUESIONNAIRE Exhibit 8d INTERNAL CONTROL QUESTIONNAIRE ACCOUNTS PAYABLE Period Covered: 1. Is there a proper system of requisitioning, purchase order placement and approval, receiving, invoice approval, and approval for payment? 2. Are subsidiary accounts payable records (or unpaid vouchers) reconciled with the controlling account at frequent intervals? 3. Are vendors' invoices verified for accuracy prior to entry? 4. Are vendors' statements compared to recorded accounts payable? 5. Are accounts payable adjustments properly approved? 6. Are debit balances in Accounts Payable properly reviewed and followed? 7. Is there a procedure whereby invoices are paid within the discount period? 8. Is there a proper system to protect blank checks? 9. Is the segregation of duties adequate to safeguard the assets? YES NO N/A COMMENTS '\rd \/mi FIXED ASSETS AUDIT PROGRAM Exhibit 8e FIXED ASSETS AUDIT PROGRAM Audit Performed by: Supervised by: Workpaper Ref # OBJECTIVES • To evaluate that an internal control system is in place for requisition, purchase order, receiving, invoice approval, approval for payment and properly recording of the assets purchased in the fixed assets system. • To determine the propriety of their processing and payment. • To ensure the authorized purchase limits are being adhered to. • To obtain satisfactory evidence that all authorized fixed assets purchases have been properly authorized and recorded in a timely manner. • To ensure the receipt of fixed assets are in good condition and in proper order. • To ensure the recorded fixed assts additions and disposals are accurately recorded and properly authorized. • To ensure that the movement of fixed assets is controlled and has prior approval. • To determine periodic verification of activity reports with underlying documentation. • To determine that fixed assets are physically inventoried on a period basis. • To ascertain that the fixed assets are being reconciled to the general ledger on a timely basis. • To ensure compliance with applicable laws, rules and regulations. PROCEDURES A. INTERNAL CONTROLS B. 1. Gain an understanding of the procedures related to the purchase of fixed assets (procedures, approvals and documents used in the fixed assets management process). Evaluate the existing internal controls by conducting interviews with key personnel. Document through narratives, the processes contained in this function. 2. Evaluate the segregation of duties concept. Determine whether the purchasing function is performed independently of the receiving and recording of acquisition functions. Document the segregation of duties. 3. Obtain the following documents: a. Policies and procedures on fixed assets (procurement, transfers, dispositions, etc.) b. Fixed assets register (trial balance). c. General ledger trial balance. d. Depreciation schedule trial balance. e. Physical file for each fixed asset. f. Payment vouchers with their supporting documents. g. List of approved suppliers. h. Minutes of meetings on fixed assets. 4. Review and assess the adequacy of relevant fixed assets policies and procedures. 5. List the employees and their respective authorized limits to approve capital asset purchases. 6. Determine the frequency inventory is taken and who is responsible for ensuring that inventory for capital assets is conducted on a timely basis. 7. Determine how inventory numbers are allocated. 8. Review the fixed assets trial balance for items that should not be capitalized but expensed instead. PURCHASING 1. On a sample basis select capital assets acquisitions from to . Determine the following: ■ If the asset purchase requisition was properly approved. ■ If it was approved timely in accordance with the existing policy and established limits. ■ Was the budget reviewed for compliance? ■ Review the requisitions to determine that whether the item was an addition, replacement or improvement. ■ Review the fixed assets register and determine that it was properly recorded. C. RECEIVING 1. On a sample basis select capital asset acquisitions and performed the following procedures: ■ The delivery date was stamped on the document upon receipt. ■ Evidence that the asset was physically inspected and compared to documents (e.g. purchase order). ■ Date that it was forwarded to the accounts payable department. D. CAPITAL ASSETS TRACKING 1. Select, on a random sample basis, capital assets from the fixed assets register for verification and perform the following tests: ■ Test the existence of the asset. ■ Compare the information of the fixed assets register to the asset tag for accuracy. Document discrepancies noted. 2. Select on the same basis, another sample of assets, trace, and compare the information to the fixed assets register. Document discrepancies noted. 3. Perform a general review of the fixed assets register by determining the following: ■ Assess completeness in which information regarding the assets is recorded. ■ What type of documentation exists. ■ Information recorded on each "asset master record" such as: inventory/asset number, location, description, serial numbers, insurance information, warranty information, maintenance schedules, leasing information, etc. 4. Determine what type of preventive maintenance standards/policies exists for all types of capital assets and how is maintenance tracked per individual assets. 5. Determine if there are policies for requesting, receiving and recording of transferred assets. E. RECORDING AND REPORTING 1. Perform a reconciliation between the fixed assets register and the general ledger. Determine who is responsible for this procedure and how often is this procedure performed. 2. Assess the policy related to fully depreciated assets. 3. Determine from inquiries how often capital asset inventories are taken. 4. Document the process of taking inventory. 5. Obtain the records of the last capital assets inventorying and perform the following: ■ Determine who is responsible for taking inventory. ■ Verify that the physical inventory records coincide with the inventory records. ■ Determine if a reconciliation was performed, if discrepancies were fully explained and/or followed up, and, if it was reviewed and approved by an authorized person. 6. Review the policies for disposing of or retiring capital assets. 7. Determine who has access to the asset records for performing the asset retirement function. 8. On a sample basis select retired capital assets from the fixed assets register and perform the following: ■ Assess whether the assets retirement was properly approved and was done on a timely basis. ■ Ascertain that the asset retired was properly removed from the general ledger and fixed assets register. ■ Review whether gains and losses if applicable were properly and timely reported. 9. Review internally prepared reports submitted to management for completeness and accuracy. F. DEPRECIATION 1. Review the depreciation schedule for reasonableness and note any unusual deviation or irregular pattern. 2. Compare depreciation rates per policy and procedure to depreciation rates reflected on the register. 3. On a sample basis, determine whether the correct depreciation rates have been used to calculate the depreciation provision. 4. Review entries to their respective general ledger accounts to determine that entries were accurate and were posted on a timely basis. G. POLICIES AND PROCEDURES 1. Compare current regional policy for capital asset acquisition, retirement, and documentation with requirements outlined in OMB A-110 and schedule any/all deviations. SERVICE PARTNERS SELF -EVALUATION QUESTIONNAIRE Exhibit 8f Exhibit # 8f south f1orida,1,--:z:-i' February 21, 2006 Dear Provider: Congratulations on your new contract award. Please find enclosed a self -evaluation survey to be completed by the senior management of your agency and signed by the Executive Director and the President of your Board of Directors. We request that the evaluation be returned to us no later than thirty days from the contract signing. The completion of this evaluation will assist us in developing an annual monitoring schedule. In addition, we are requesting that your agency please forward copies of the documents requested on Attachment A to this letter. The information will be utilized for a limited desk review of the various administrative and fiscal areas that are normally examined during an on -site monitoring. Please note that SFW / SFETC is not waiving its right to conduct an on -site monitoring of your agency and reserves the right to do so at any time. If you have completed this or a similar self -evaluation from another funding agency, please call me at 305-594-7615, ext. 394, to discuss alternate arrangements. Please direct all correspondence to us at 7300 NW 19th Street, Suite 500, Miami, Florida 33126. Thank you in advance for your cooperation. Sincerely, Director, Independent Monitoring Office Attachment ATTACHMENT A LIST OF DOCUMENTS TO BE PROVIDED FOR ADMINISTRATIVE DESK REVIEW 1. Most recent independent audit. If already submitted to SFW, please provide date submitted 2. Management letter accompanying last independent audit. If already submitted to SFW, please provide date submitted 3. Most recent financial report to management including the latest budget and expenditure report. 4. Minutes of most recent board and finance committee meetings. 5. Most recent quarterly federal tax form (Form 941) and copies of deposit for payroll taxes. 6. Copies of the three most recent month's bank statements and reconciliation's for each account. 7. Current chart of accounts. 8. A current roster listing the members of the Board of Directors. 9. A copy of the check register (accounts payable journal) for the most recent three month period. 10. A copy of the three most recent months of corporate credit card statements, if applicable, for each account. 11. Accounts receivable and payable aging schedule as of the most recent month. 2 ADMINISTRATIVE CHECKLIST FOR CONTRACT COMPLIANCE PROVIDER SELF EVALUATION Agency name, address and telephone number: This certification is to assure SFW / SFETC that the contracted agency has adequate administrative procedures in place to ensure that funds disbursed by SFW / SFETC will be safeguarded as outlined in OMB circulars and the Code of Federal Regulations. This certification is not a waiver concerning Administrative, Programmatic, or Quality Assurance Monitoring. SFW / SFETC reserves the right to conduct on site monitoring of contracted service providers as it deems necessary. Please answer all questions by checking off the applicable box. If you need to provide additional information or cannot respond to a question, please attach an explanation on a separate page or contact Johnny Guimaraes, MBA, CGFM, CIA, Director of IMO at (305) 594-7615, ext. 394. A letter precedes each of the items in this tool as follows: M = Mandatory or required item denotes items that are the minimum standards and for which full compliance is required. R = Recommended item or denotes best practice items that, while not required, are considered best practice in the administration of grants. Please provide a brief explanation on any negative response made. Prior Assessments & Corrective Actions Objective: To determine the Agecy's prior performance and its ability to implement new procedures as needed to improve management and meet contractual requirements. M - Review last year's assessments of the Agency's Administration. Were there any be � Yes � � o findings, areas of concerns, or other issues that need to revisited or reviewed? J If No or Not Applicable, skip this section. M - Was A Corrective Action Plan submitted by the Agency? � Yes � No M - Was the Corrective Action Plan submitted on time? � Yes No l� A M - Were the proposed corrective actions acceptable to the funding agency? Yes No A M - Were the corrective actions implemented? If Yes, j� Yes j��]j No when? If No, please elaborate (attach additional pages as needed) M - Did the corrective actions implemented correct the problem(s)? If No, please elaborate (attach additional pages as needed) Yes No f A M - Does the Agency have a copy of the Corrective Action Plan? � Yes � No I -A M - Were prior assessment results shared with management? � Yes � No f A M - Were prior assessment results shared with the Executive Director? res =No N/A R - Were prior assessment results shared with the President of the Board of Directors? � Yes 0 WA Comments: Administration and Governance Board of Directors - Objective: To determine the capabilities and cultural competency of the Agency's Board of Directors to serve the target pepulations. M - Is there a complete and updated BOD list available? To be considered complete, the BOD list should include each member's field of expertise, direct contact Yes information, gender, and ethnicity. R - Does the membership of the BOD include expertise that would promote the �] proper operation of the Agency and further the goals of the program? Yes �o N/A The BOD should include individuals with experience in administration, contracts, and fiscal management. In addition, the BOD should include individuals with experience in pursuing the program goals (i.e. physician for health programs or child development expert for Head Start Programs) R - Is the BOD ethnically representative of the populations served by the agency? � 'Po [ A Yes No ]N A R - Does the Agency provide pre -service and in-service training to Board members? Yes No R - Does the BOD have a well -developed structure (committees)? List the active committees Yes No R - Does the Agency have a clearly defined Strategic Plan? Yes �-o ' �JA R - Does the BOD receive and review an Annual Report from the Agency's Staff? [� Yeses No N A Comments: BOD Meetings, Minutes and Resolutions Objective: To determine the level of involvement of the Board of Directors; and that their procedures follow those recognized as best practise. R - Does the BOD meet on a regular basis? (Check one) Full Board ((�� `No _ Monthly _ Annually Yes _ Quarterly _ Semi-annually _ Other (specify) Executive Board _ Monthly _ Annually Quarterly _ Semi-annually Other (specify) Committees _ Monthly _ Annually Quarterly _ Semi-annually _ Other (specify) M - Are meeting minutes detailed and complete? � Yes � No R - Do minutes indicate that budgetary, financial, and programmatic information is presented to the board? es o A R - Does an authorized representative of the BOD sign the minutes? [e Yes No N A M - Are BOD resolutions properly executed and documented in the meeting minutes? � Yes � No C WA M - Are BOD resolutions signed by an authorized BOD representative? I Yes E No WA Comments: BOD Meetings, Minutes and Resolutions Agency Policies Objective: To ensure that the Agency has a set of policies that establish proper operating procedures and abidance to the law governing its operations. A well developed set of policies and procedures safeguard the Agency and its funders by clarifying expected behavior, These policies may be included in the employee manual. M - Does the Agency have a written Personnel Policy? � Yes � `tom M - Does the Agency have an Accounting Policy and Procedures Manual? Yes No [� NJA M - Does the Agency have a written Drug -Free Workplace Policy? es = Y Yes N o N A M - Does the Agency have a written Equal Employment Opportunity Policy? Yes No [ � NJA R - Does the Agency have a written Sexual & Unlawful Harassment Policy? Yes N�o N A R - Does the Agency have a written Code of Ethics? Yes No I -A R - Does the Agency have a written policy regarding Conflict of Interest? � Yes � No 'a?A M - Does the Agency have a written policy regarding Nepotism? � Yes � No M - Does the Agency have written procedures to protect client confidentiality? es = PA Yes N o N M - Does Agency have clear policies addressing access to public records? 0 E R - Does Agency have written Emergency plans/procedures? (This may be a for funders) ( � PAA requirement some Yes s No M - Does the Agency have a written Client Grievance Procedure? I Yes � No M - Does the Agency have an Affirmative Action policy? Yes No N A Comments: Other Objective: Availability and familiarity with the Agency's Bylaws and Articles of Incorporation are considered best practices in the admininstration of a non-profit organization. In addition, a dear organizational chart provides an overview of the chain of command helpful both for the internal staff and outside reviewers M - Are the Agency's Bylaws available for review? � Yes M - Are the Agency's Articles of Incorporation available for review? Yes No A M - Is the Agency registered with the Florida Secretary of State? � �� W e -�o R - Is there an organizational chart available that reflects the current organization of (� � the Agency and provides clearly delineated chain -of -command? Yes No R - Is there an organizational chart for the program(s) funded and does it provide a E clearly delineated chain -of -command? No Comments: Client Participation Objective; To identifythe Agency's efforts to involve the populations served in the operations of the agency and in Me manner services are provided. R - Does the Agency perform any Needs Assessment activities? � Yes No I� A R - Does the Agency have a mechanism in place to monitor and respond to client � WA comments and complaints in a systematic matter? Yes No R - Does Agency have procedures to involve the consumer in the decision making (� 'Yes process? Check all that apply Consumer representatives in BOD? Community Advisory Board or Committee? Consumer Evaluation Survey? Other? Please explain: Comments: Personnel General Objectives: These questions provide an overview of the capabilities of the Agency in managing human resources issues and establising and following its own procedures as required by best practises. M - Are the policies and procedures included in the Personnel Policy followed? M - Does the Agency have established Job Qualifications that adhere to SFW policy? Yes � No N A M - Are employee records securely stored (under lock & key)? � Yes � No N A M - Are Equal Employment Opportunity, Workman's Compensation, Family Leave Act, � `fro and other mandated or relevant posters conspicuously displayed by the agency? Yes M - Review staffing levels and current vacancies. Does the agency have problems with staff turn � � over? Yes NO If so, has the agency taken steps to resolve the issue? Explain and documentation, E (- o provide if available, to document the Agency's Yes N A efforts. Comments: 7 Personnel/ Employee File Objective: To ensure that the Agency properly documents how employees are screened for a particular position, how employees are informed of the policies governing their work and how they would be evaluated. In addition, these questions seek to determine the Agency's capability to maintain required documentation and abide by requirements regarding their staff such as testing, qualifications, licenses, and training. Select a random sample of employee files and review them to determine whether the following documentation is present and current. Note that Agencies that subcontract with individuals must keep similar files for the subcontracted individuals and those are to be reviewed following the same guidelines as personnel files. M - Signed job application (resume is not sufficient) or subcontract detailing the to be ��j �j scope of services provided. Yes No M - Proof of education (copies of degrees and/or transcripts). I Yes E� o �A M - Required Licenses (must be current) Yes E No R - Background Check (must be renewed according to program requirements). This be for (I e E�j may required some staff (i.e. childcare workers) No R -Drug Screening Yes NO ��/A R - Physical/TB test (must be renewed according to program requirements). This be for �j �j may required some staff (i.e. childcare workers) Yes' M - Job Description with performance standards Yes '�o' N� M - Annual Performance/Employee Evaluation � Yes Flo f�A M — I-9 Form � Yes � No N A M —Current W-4 Yes No NA M - Proof of achievement of required hours of training (i.e. Tier 1) e No M - Proof of Knowledge of the Agency's Policy & Procedures � Yes No fSA Comments: Payroll Records Objective: To determine if the Agency has appropriate procedures to track the payroll costs and that these coincide with those approved by the funding agency. M - Does staff, including management, document their work hours through a time sheet or punch clock? es o M - Are time records signed by both the employee and the supervisor? 0 0 0 0 Yes No M - Review Payroll journals: - Do they include staff name, salary, hours worked, payroll period, and � `f� deductions? es - Do they reflect employee's time allocation among programs? Yes M - For a sample of employees, review that positions and salaries match the budget - approved by the funding agency. Do they match? Yes No M - For a sample of employees charged to the program, review that recorded time =No worked matches time paid as reflected in the Payroll journal. Do they match? Yeses N A Comments: Payroll Taxes Objective: To ensure that the Agency is calculating and remitting all payroll taxes, including unemployment compensation, to the appropriate agencies in a timely manner. M - Are withholding and FICA taxes deposited on a timely basis and in accordance j� with payroll register data? e 'lo M - Is the Quarterly IRS Form #941 properly completed, submitted, and paid on �j (� VA time? (Trace payment to bank statement) Yes No M - Is the Yearly IRS Form #990 properly completed, submitted, and paid on time? to bank WA] (Trace payment statement) Yes NNoo M - Are Unemployment Compensation Payments made on time and accurately? [� (Trace payment to bank statement) Yes No f M - Were all Tax or Insurance payments made on time (by due date)? If No above, where interest and penalties were assessed against the agency. Yes � `No If interest and penalties were assessed, were these costs allocated to any public funding �j source? e M - Are IRS W-2 Forms distributed in a timely manner to current and prior employees? es o M - Were the IRS I-90 Forms distributed in a timely manner to all contract employees? es o A M - Was the Social Security filing done in a timely manner? Yes No �] f A Comments: Other Personnel Related Payments Objective: To ensure that Fringe benefit payments are made in a timely manner that avoids penalties and ensures continued coverage and compliance with current regulations M - Are payments to the following made in a timely manner? - Health Insurance Provider - Life Insurance Provider - Dental Insurance Provider - Vision Insurance Provider Yeses No N/A 'Yes o ' Yes `Ro - Other Insurance Provider(s). Please list: M - If the provider offers a retirement plan, are employee contributions and/or � employer contribution deposited/submitted in a timely fashion? Yes `No M - If the provider offers a defined contribution retirement plan and has at least 100 eligible (need not be participating) staffs, was an audit of the plan completed? Yes No f A Comments: Fiscal General Objective: To obtain a picture of the Agency's overall fiscal capabilities. M - Are internal policies and procedures as listed in the Agency's Accounting Policy � � and Procedures Manual followed? This can be established by interviewing staff to Yes `f10 N A gauge familiarity with the manual or by choosing a sample of policies and testing adherence to it. M - Review the distribution of fiscal duties (i.e. who approves the expense, who cuts I Ej� the check, who mails the payment). Is the distribution of duties adequate to Yes ITo safeguard assets? M - Chart of Accounts: - Does it support proper allocation by having revenue and expense categories properly identified by program? �-es' `No - Does it have an unallowable cost code to properly identify unallowable costs? � � No N/A M - Indirect Cost. - Is there a cost allocation methodology in writing and is it representative of the allocation used? - Review the Agency's Cost Allocation Methodology for reasonableness (i.e. Are jj] the indirect costs charged to the program representative of the program's size �o l A as compared to others operated by the agency?). Comments: Bank Objective: To ensure that the Agency has the appropriate cash flow to meet the needs of the program, that its management keeps abreast of the Agency's cash flow, and that it has taken steps to protect it self from fraudulent activities. M - Are bank statements reconciled monthly? 0 0 Yes No N/A 10 Bank M - Do the preparer and the immediate supervisor sign the reconciliation? 0 0 Yes No N/A M - Are adjustments properly documented and explained? 0 Yes No N/A M - Review bank statements to determine the cash flow position of the Agency. - Do bank statements reflect returned checks due to insufficient funds? Do bank statements reflect a positive balance at the end of the month? Yes No N/A - Do bank statements reflect a positive balance at the end of the month? = 0 0 Yes No N/A M - Are checks pre -numbered? 0 Yes No N/A R - Do checks have an expiration date? To limit liability, it is recommended that 0 0 check be marked with an expiration date, for example "Void after 60 days". Yes No N/A Some funders have guidelines and requirements as to what the valid period of a check may be. M - Does Agency have a policy for signing checks (i.e. checks in excess of x amount 0 require two signatures)? Yes No N/A Note Agency's policy: R - Are blank checks stored securely (under lock and key)? 0 Yes No N/A R - Are voided checks mutilated in some manner (i.e. signature section removed, � perforated)? Yes N A Comments: Journals & Ledgers Objective: To ensure that the Agency has an accounting system that properly tracks all financial activities for the program. M - Does the Accounting System include these major components: - Cash Receipts Journal? (i.e. deposit log, receipts book) - Cash Disbursement Journal? (i.e. check register) (� (� e `Il�o - Accounts Payable? � - Accounts Receivable? Yes - General Ledger? �� `No - Accrual Sheets? � �� Yes `fSo M - Are entries to journals performed in a timely manner (approximately 30 days)? I E [� Yes No NjA M - Are Receipts and Disbursements reconciled monthly with the General Ledger? M - Are adjustments properly documented and explained (journal entries)? � � Yes No N A 11 Comments: Budget Objective: To ensure that the Agency's expenditures match those approved by the (under and that the budget matches the needs of the program. M - Does the Agency maintain an Agency -wide budget by funding source and expenditure category? R — Does the agency prepare a cash -flow analysis (expenditures vs. revenues) at � � least quarterly? Yes No N A M — Does Agency prepare a Budget Variance Report or otherwise track expenditures � `f versus budgeted amounts on a regular (not more than quarterly) basis? M — Do expenditure rates follow those expected from the budget approved by the funder? Yes � `IQo J If No, can the Agency explain variances or is there a plan of action to reallocate resources? Yes Comments: Accounts Payable Objective: To ensure that payments are properly documented and that the Agency have procedures to protect its assets from unnecessary expenditures such as penalties and duplicate payments. Select a random number of charges from the general ledger provided and test to determine the following: R — Are payments generated by an original invoice? M — Do invoices detail the number of units, description, unit cost, and total? I Yes � No N A M — Is payment approved by authorized staff/management? Yes E No M — Are invoices effectively cancelled to avoid duplicate payments? (i.e. marked "Paid") � Yes No� q M — Do check and invoice amounts agree? Yes No �A M — Are invoices paid in a timely manner? (i.e. within 30 days) -I Yes � No f A M — Are Cancelled Checks available as per Check Register? 'I Yes � No NN A M — For Tax-exempt Agencies ONLY, Is Agency paying Sales Taxes? If YES, is Agency filing for Sales Tax refunds from the State Department of Revenue? � Yes � No 12 Comments: PettyCash Objective: To ensure that cash expenditures are only used to meet small emergency needs and that the policies governing the petty cash are designed to safeguard the assets of the program and the Agency. M - Does the Agency use a Petty Cash Fund for any program expenses? If Yes, review Petry Cash policies and procedures for the following: �-e's '�o' 7 - Is the Petty Cash Fund balanced at the time of the visit? Yeses No N A - Is petty cash used ONLY for small purchases (less than $15) Yes � No f A - Does Agency have a policy to perform "surprise" checks on the fund? Yeses No N A - Is there documentation that such policy is implemented? � Yes Y - Is the Petty Cash fund replenished ONLY by check? Yes N�o N/A - Are the Petry Cash funds securely stored (under lock &key)? � Yes � No - Are the expenses authorized and signed by person other than custodian or person receiving money? Yeses NNoo N PA Is documentation available to back up the expenditures of the Petty Cash E= -] funds? Yes No N A Comments: Documentation Protocols - Objective: To ensure that the Agency have policies in place to protect itself and its clients by safeguarding its documentation and storing it as required by law. M - Does Agency have a policy to maintain and store documentation as required by �] law and the individual funders? Yes No N A Note that each program, funder, and the IRS have different storage requirements. In addition, fiscal documentation and client files may have different storage requirements under the same contract. When documents fall in more than onQ category, they must be stored for the longest period required. M - Does the Agency have policies to safeguard client confidentiality? 0 0 0 Yes No N/A M - Are computerized records password protected? 0 0 Yes No N/A M - Are hard copy files kept under lock and key? 0 Yes No N/A 13 M - Does the Agency have protocols to protect computer -based documents and records? (i.e. back-up onto a medium that is stored in a fire-resistant safe) Yes No N/A Comments: Procurement Objective: To ensure that materials and services purchased with grant funds are properly reviewed and approved and are utilized by the program incurring the expense. In addition, practices such as using products with recycled materials support socially desirable causes. M - Does the Agency have written procurement policies (may be part of the Fiscal or � Administrative Policy & Procedures manual)? � `fo' �fA M - Do the policies require written quotes for purchases? Note the qualifying characteristic that, according to agency policies, triggers the Yeses NNoo N A need for written quotes (i.e. amount, type of equipment, sub -contract, etc.): M - Do purchase orders clearly identify the program/center for which the purchase is EI� WA being made? f�T0 R - Do purchases require the approval of management? M - For State Contracts ONLY: - Per Chapter 946, Florida Statutes, the Prison Rehabilitative Industries and Yes Diversified Enterprises (PRIDE) is considered as a source of goods. - Where possible, products or materials with recycled content is used ((I� Yes � 70 7 - Small and Minority Businesses are utilized, when possible, as sources of =es ( - `No materials, equipment construction, and services per section 287.0945, Florida Statutes. Comments: In -Kind Contributions Objective: To identify the Agency's efforts in collaboration and ensuring that in -kind requirements for each funding source are met and do not conflict with each other. To ensure that in -kind contributions are utilized in accordance with the intention of the contributor. M - Does this Agency receive In -kind contributions? Ve:s:' `IQo If Yes, review for the following: M - Does Agency have procedures in place to record receipt of in -kind contributions I (materials, services or cash)? Yes No N A M - Are in -kind contributions properly allocated to the program for which they are made? s � No ' M - Are in -kind contributions utilized with the intent of the contributor? es = Yes N o N A M - Are contributions reasonably valued? 14 M - Are In -Kind contributions reported to funders appropriately and accurately? � �� Yes `1�0 M - Are the procedures utilized by the Agency sufficient to ensure that contributions — are only reported once? Yes Comments: Travel Expenses ; Objective: To ensure that travel expenses are properly reviewed and approved and that reimbursement procedures comply with best practices and single audit requirements. M — Does the Agency have policies and procedures in reference to staff travel? Yes `IQo M - Does out-of-town travel require prior approval by appropriate management stafF es and funding source? Yes No N A M - Are travel expense reimbursement requests properly documented with original � invoices, boarding passes, receipts, and other documentation as applicable? Yes No M - Is the Agency using appropriate rates for items that have a fixed reimbursement � 11 E rate such as per diem or mileage rates? No M - Do forms used to claim local travel reimbursement provide at least the following: - Odometer reading for trip start & finish. Yes (�� `fSo - Destination (including name & address) - Reason Yes No - Statement signed by employee that report is true and accurate � - Supervisor approval T Comments: Program Revenues Objective: To ensure that revenues generated through the program are properly managed and re -invested in a manner consistent with the intent of the (under. M - Does this program generate revenues? (� � `No If yes, review procedures to determine the following: Yes - Does Agency have procedures for collection of such revenue (i.e. fees, � ``ems interests)? - Are revenues promptly deposited in the bank account of the program (within � � `Po 48 hours)? Ves - Does Agency prepare a periodic (monthly or quarterly) revenue flow report? Yes P - Are these revenues re -invested in program activities or otherwise expended by � ( `No as allowed the program funder? 15 Comments: Property Objective: To ensure that the Agency properly documents, tracks, and safeguards the fixed assets purchased with public funds. Perform only if the Agency has been funded, in current or prior funding cycles, for fixed assets such as equipment, building, or building improvements. This test includes fixed price contracts where rates were based on calculations that included capital expenditures. M - Does the fixed asset register include the following information: Item Description � � Yes No f�A - Acquisition Date - Disposal Date � Yes � `No - Funding Source �� - Condition Yes � `fro - Location � Yes - Asset Tag Number � Yes `NO M - Is a physical inventory taken and recorded on an annual basis? M - Are property records reconciled to the General Ledger at least once annually? � Yes M - Perform a physical inventory of a sample drawn from the fixed assets register. Do they agree? Note any discrepancies. Yes NNo N A M - Are fixed assets being used in accordance with funding intent? Yes � `No �A M - Are fixed assets paid for by the funders paid in full and free from liens? Yes No 'NZ -A' M - Do disposal procedures include prior approval from funder? I Yes �� No N AA M - Were fixed assets purchased within the contract period in which they were approved/funded? Yes { ITo I A Comments: 16 Sub -contractors Objective: To ensure that payments made to subcontractors and consultants are properly documented and supported by properly executed contracts and/or agreements. To ensure that work performed by agents outside the Agency meet the needs of the program and the intent of the funders. Perform only if there are sub -contracts in place being paid with funding covered by this monitoring visit. Note: Reviewer should differentiate between subcontracts for indirect and direct services (i.e. equipment maintenance versus medical treatment) in reviewing the following: M - Are sub -contracts allowed under this funding? Some funding sources do not allow the use of sub -contracts to deliver direct services. Yes No M - Was the sub -contract submitted to the funding source for approval prior to entering into the contract if required? Yeses NNo N A M - Do authorized individuals from both the Agency and the sub -contractor sign the � � PAA sub -contract? lames Two' M - Does the sub -contract include specific details regarding the scope of work and the payment method? Yeses NNo N A R - Is the sub -contract conditioned to annual renewal? R - Are sub -contractors required to carry liability insurance? 0 Yes NA M - Does the sub -contract include language to allow the termination of the same � � before its expiration? It should include, at a minimum, language that allows lames No termination due to lack of performance by the sub -contractor or due to funding cuts or termination. M - Does the sub -contract contain all clauses and provisions required by the program regarding record retention, privacy, access to records, and others? This test applies mostly to sub -contracts for direct services to clients/customers. Comments: Licenses & Accreditation Objective: To ensure that the Agency has received the appropriate licenses and such to meet the needs of the program and comply with local, state, and federal statutes. M - Are Occupational Licenses current and appropriate for the use? 0 0 Yes No N/A M - Do Inspection Reports show any areas of concern or non-compliance? If Yes, has Agency taken steps to correct these areas? If No, please elaborate: M - If the services offered require special operational licenses, are they current and 0 0 appropriate? Yes No A M — Required Licenses: �� Expiration � `T0 Expiration Yes N0J Expiration Yes E 17 Expiration des Expiration � `fro � Comments: Insurance Objective: To ensure that the Agency has adequate insurance to cover its risk exposure in a manner that ensures continued operations regardless of lawsuits or catastrophes. _ M - Review the Agency's Accord Form to determine which policies are in place. The Agency should have at least the following: - General Liability Expiration Date: Amount: Yes No - Property (only if capital equipment exists) �] Yes NO Expiration Date: - Worker's Compensation Expiration Date: [� Yes No - Automobile Liability Expiration Date: Amount: Yes R - Best Practices call for the following coverage: - Director's & Officers Expiration Date: � Yes � No - Fidelity Bond: Expiration Date: Yes Comments: Credit Card Transactions Objective: To ensure that the policies governing the use of corporate credit cards are designed to safeguard the assets of the program and the Agency and not used to circuvent normal purchasing policies. Complete this section if corporate credit cards have been issued in the agency's name: M - Does the agency perform monthly account reconciliation for all credit card�j E [� accounts? Yes No NJA M - Are original receipts attached to the statement? Yes M - Review the number, size, and type of transactions. Are they reasonable and do �� `f PA not circumvent normal purchasing policies and controls? Yes 0 N M - Does the agency have a written agreement with employees who are issued a � Yes r corporate credit card? If Yes, answer the following: - Does the agreement require the employee to submit original receipts for expenses charged to the card? Yeses NNo N A M. Credit Card Transactions — Does the agreement require that the employee return the card at the end of FA employment or any time prior to separation? Yes No N — Does the agreement include provisions to ensure that employee pay for E personal items or other non -allowable expenses charged to the credit card? Yes f 0 N A M — Does the provider maintain a list of who has been issued credit cards and their corresponding credit card number? Yes No M — Corporate credit cards that are loaned to employees are controlled through a log - or some other mechanism, indicating date lent, person's name, purchase amount Yes No and description, and date returned. M — Are personal purchases being made by the cardholder? If yes, please elaborate � � on what steps the agency took to recuperate those funds and to end the Yes N/A practice: Comments: DECLARATIONS - TO BE COMPLETED BY ALL PROVIDERS Please provide a complete accounting of any and all transactions of business completed during the past twelve months between your agency and other entities or businesses owned or controlled by members of the Board of Directors and / or senior management. Please provide copies of representative invoices for these transactions and describe what steps were taken to ensure that the amounts paid were reasonable and competitive. Are there any Board Members employed by any business or entity that has conducted any financial transactions with your agency during the past twelve months? If so, please provide an accounting and copies of representative invoices for these transactions and also explain what steps were taken to assure that the amounts paid were reasonable. Please list any and all civil litigation pending against your agency. Include a statement as to the amount of each claim and whether such potential for loss is covered by insurance. 19 4. Are any amounts or reports due to the Internal Revenue Service that have not been paid or filed? Specify amounts, reports, and due dates. 5. Please list all persons and their titles currently authorized to sign contract(s) with SFW / SFETC on behalf of your agency. 6. Please list your independent auditor and their office address and telephone number. 7. Has there been any change in structure / operations of your programs over the past year? If yes, please describe in detail. 8. Has there been staff turnover in key positions? If yes, what are the affected positions and reasons for the turnover? 9. Has there been any client grievances / complaints filed against you? If yes, what was the nature of the grievances, dates, and other pertinent information. IMO Desk Monitoring, Page 20 10. Do you operate satellite sites? If so, how many locations? And is management of the satellite offices decentralized or centralized? CERTIFICATION: I hereby certify that the answers provided in this self -monitoring document are true and accurate to the best of my knowledge. I understand that falsification or misrepresentation of any form on any question is considered a breach of contract which may lead to the immediate termination of all contracts with SFW / SFETC. Signature - Executive Director Name - Executive Director Signature - President of the Board Name - President of the Board Signature - Controller/Fiscal Director Name - Controller/Fiscal Director Date Date Date IMO Desk Monitoring, Page 21 ADA REVIEW TOOL Exhibit 8g Exhibit # 8g south flor7member: !�� Employ Florida One -Stop Center: Operated By: Monitor Name: Date: One -Stop Centers: Service Accessibility Checklist Service accessibility means that, for example, staff can use TTY machines or request interpreters; that information for customers with disabilities is available in a variety of formats and presented in a clear, understandable fashion; that emergency procedures take account of customers with disabilities; and that in general, customers with disabilities are able to equally benefit from the services of the One -Stop system as all other customers. Under the law, it is not sufficient that the One -Stop system simply respond to requests for assistance and accommodations from people with disabilities. When local One -Stop systems design services, they are required to proactively anticipate the needs of people with various physical, mental, and sensory disabilities. This checklist provides guidelines for service accessibility as well as a summary of the most important equipment that customers need to access One -Stop resources. Through the use of this checklist, One -Stop Centers can help ensure they comply with the law (Section 504 of the Rehabilitation Act, Title II of the Americans with Disabilities Act, and the Nondiscrimination and Equal Opportunity Provisions of the Workforce Investment Act) create an environment that makes people with disabilities feel welcome; and design services so that people with disabilities can fully benefit. 1. Staff Knowledge Yes No N/A A. Staff recognize the importance of making people with disabilities feel welcome B. Staff have had basic awareness training on how to meet the needs of customers with disabilities C. Staff understand that they are required to provide reasonable accommodations to customers or potential customers with disabilities, unless senior staff determine that providing such an accommodation would cause an undue hardship D. Staff understand the obligations of the One -Stop Center under the Americans with Disabilities Act, the Rehabilitation Act, and the Nondiscrimination and Equal Opportunity Regulations for WIA, including: 1) people with disabilities have the same rights as anyone else to use the services of the One -Stop system 2) services and facilities must be readily accessible 3) services must be delivered in a setting that is fully integrated as possible (meaning that customers with disabilities receive services alongside customers who are not disabled) 4) Staff understand that they must make reasonable modifications in service delivery to avoid discrimination against people with disabilities, unless senior staff determine that making these modifications would fundamentally alter the nature of the service E. Staff understand that the Center is required to provide appropriate auxiliary aids and services to ensure that communication with customers and potential customers with disabilities is as effective as communication with other individuals, unless this would result in a fundamental alteration in the nature of the service or activity F. Staff are aware that they cannot decide that an action which would allow program access by a person with a disability is unfeasible. Such decisions must be made by the designated senior staff member. G. Staff have been trained in emergency evacuation procedures for people with disabilities, including the evacuation of persons with mobility impairments H. Staff know haw to procure and use various equipment and materials for assisting people with disabilities, including the Center's telecommunications device for the deaf Yes No N/A (TT/TTY/TDD), accessible work stations, accessible materials, etc. 2. Disclosure of Disability Yes No N/A A. When working with customers with disabilities, staff discuss disability only as it pertains to the customer's need to access employment and training services B. Staff who are working with a customer with a disability get permission from the customer before discussing information about the individual's disability with other One - Stop staff or external individuals (e.g., other agencies) C. When working with customers with disabilities, staff provide information to other One -Stop staff about a customer's disability only as needed D. Private office space is available for discussion of disability -related issues E. All discussions with customers and other individuals about a customer's disability take place in private; if discussions are by phone, calls are made in an area where the caller cannot be overheard F. Policies and procedures are in place to ensure that staff do not disclose information about a person's disability to other customers G. Staff understand that under the ADA, the One -Stop Center may ask whether a customer has a disability (under Title II), but that employers are prohibited from doing so during the job application process (under Title I). As a result, staff also understand that they may not disclose the fact that an individual has a disability to an employer without the customer's permission. H. Staff educate employers about the limits of inquiry under the ADA I. Staff discuss with customers with disabilities the issue and implications of disclosure of disability to employers and potential employers J. The management information systems for the One -Stop have been reviewed to ensure that access to information concerning a customer's disability status, and information about their disability, is limited only to staff who require such information to effectively deliver services to the individual 3. Accommodation Requests Yes No N/A A. The One -Stop Center has procedures and guidelines for handling requests for reasonable accommodations and reasonable modifications in policies practices or procedures. B. A senior management person has been designated to make determinations that a reasonable accommodation or modification is unfeasible because it would result in a fundamental alteration in the nature of the program or pose undue financial or administrative burdens C. The One -Stop Center posts clear procedures for requesting reasonable accommodations and modifications in waiting areas, the resource library, and other public areas and includes them in writing in outreach materials. 4. Registration and Orientation Yes No N/A A. Staff offer every customer assistance with filling out forms and application materials B. When signing up for orientation, everyone is asked whether they will need assistance or accommodations to participate C. If a person needs assistance in filling out registration or intake forms, this is done one-on-one in a private room, where the individual's responses will not be overheard D. If customers are asked whether they have a disability, this is asked of every customer, and asked in writing, not verbally E. If the One -Stop Center has special programs for people with disabilities, this information is given in writing, so that people with disabilities don't have to inadvertently disclose by writing down information that is given orally F. Information in orientation sessions is explained slowly and clearly, with plenty of time and opportunities for questions G. As required by WIA regulations, every orientation session includes a presentation of customers' rights to nondiscrimination and equal opportunity, including the right to file a complaint, H. Clearly understood procedures for requesting reasonable accommodations and modifications are included in writing and reviewed verbally during orientation I. A list of the One-Stop's auxiliary aids and services for communication, assistive technology devices, and material Yes No N/A in accessible formats is provided in writing and reviewed verbally during orientation 5. Service Delivery Yes No N/A A. People with disabilities are served in integrated settings; people with disabilities participate in the programs and services of the One -Stop Center alongside people without disabilities B. If people with disabilities are served separately from other customers, doing so meets the legal requirement that this be necessary in order for people with disabilities to have opportunities as effective as those provided to other customers C. If permissible separate programs exist at the One -Stop Center, people with disabilities are not required to participate in such programs D. People with disabilities have the access to the full range of core, intensive, and training services available to all customers, and are not served exclusively via services from Vocational Rehabilitation E. The eligibility criteria for intensive and training services do not discriminate against people with disabilities, either overtly or inadvertently [by design or in effect] F. All customers are routinely asked if they will need some type of accommodations or special assistance to take full advantage of One -Stop services G. All customers are routinely offered the option of meeting with staff in private offices H. Information is presented in a way that is understandable to people who have limited or no reading skills I. Information that is presented orally is also available in writing for people who are deaf or hard of hearing, and for people whose learning style requires reinforcement of items in writing J. Services are designed so that individuals who are not knowledgeable, comfortable with, or able to use electronic technology (i.e., computers) can fully benefit from One -Stop services K. Quiet work space is available for people with Attention Deficit Disorder and hearing impairments to thoroughly read and comprehend materials 6. General Communication Requirements Yes No N/A A. The One Stop Center has taken appropriate steps to ensure that communication with customers and potential customers with disabilities is as effective as communication with other customers B. One Stop staff regularly ask all customers if they need information in alternative formats, or need help understanding information C. One Stop staff regularly inform all customers that communications aids and services are provided upon request D. The One Stop Center has a procedure for responding to requests for auxiliary aids and services. This procedure includes a mechanism for determining that if an aid or service must be substituted for one that was requested, the aid used was equally effective E. The One Stop Center has identified a source for sign language interpreters, and can respond quickly to interpreter requests 7. Work Stations and Equipment Yes No N/A A. Accessible work station: At least one computer work station for customers has been designed to be as universally accessible as possible for customers with disabilities. B. Large monitor: For people with low vision, the center has a 19" - 21" monitor with a moveable mounting arm that provides increased character size and a clearer, sharper image C. Screen enlargement capability: The center has computers that allow users with low vision to enlarge the print on the monitor's screen D. Voice output capability: For people with visual disabilities and reading limitations, the center has a work station that can "read" text on the screen and convert the text into voice output; computer has a headphone jack and headphones E. Flatbed scanner: The center has a scanner that can convert a paper document into electronic format [useful for people who access information through voice output and/or need documents converted to Braille] F. Trackball: The center has a work station with a trackball as an alternative to a mouse. [This is useful for customers who have gross motor skills but lack fine motor skills] Yes No N/A G. Alternative keyboard: For people with a variety of disabilities, including those with limited use of their hands and those who tire easily, the center has a modified version of the standard keyboard that allows key selection by variable hand and finger motion H. Word prediction software: The center has word prediction software that enables the user to reduce the number of keystrokes used in typing I. Large keyboard caps and keyboard orientation aides: For customers with low vision, the center has a work station with key markings that enlarge letters and numbers on the keyboard J. Brailleprinter: The center has a Braille printer for use by customers and staff K. Height adjustable table: Work stations and work tables include height -adjustable tables for use by wheelchair users L. Tape recorder: A tape recorder is available for customers who have difficulty taking notes to tape presentations and discussions, and for staff to make audio recordings of written material M. Portable Assistive Listening �Device: The center has a portable assistive listening device available for individuals with mild to severe hearing loss. [These devices increase the loudness of the speaker while reducing background noise.] S. Materials Yes No N/A A. The One -Stop Center has basic orientation materials in alternate formats (large print, Braille, audio -tape, text on computer disk, etc.) and has also identified resources to quickly obtain other materials in alternate formats upon request B. Materials are available in formats that account for a variety of learning styles, and are also accessible to people who have limited or no reading skills (e.g., pictures, videos, audio -tapes) C. Paper materials are presented in contrasting colors (e.g., black and white) D. Videos for customers are closed -captioned E. The One-Stop's website is fully accessible to people with disabilities and "Bobby" approved. [A free service that analyzes web pages for their accessibility to people with disabilities — www.cast.ora/bobby] 9. Evacuation Procedures Yes No N/A A. There is a mechanism for ensuring that people who are deaf or hard of hearing are aware of an activated fire or smoke alarm B. There is an established emergency evacuation procedure that addresses the needs of people with disabilities, including persons with mobility impairments 10. Marketing Materials and Outreach Yes No N/A A. Marketing materials mention people with disabilities as one of the groups that One -Stop Centers serve B. Pictures and graphics in marketing materials include positive images of people with disabilities receiving services with other customers C. The One -Stop Center indicates that it is an "equal opportunity employer/program" and that "auxiliary aids and services are available upon request to individuals with disabilities" in recruitment brochures and other materials. These materials also indicate the telephone number of the center's TDD/TTY or relay service D. A list of the One-Stop's auxiliary aids and services for communication, assistive technology, and material in accessible formats is provided as part of outreach materials E. As part of its efforts to provide universal accessibility, the One -Stop Center does outreach to people with disabilities, as required by WIA regulations. This includes such activities as: 1) Advertising in media that targets people with disabilities 2) Sending notices about One -Stop activities to community groups, organizations and associations that people with disabilities participate in 3) Consulting with community groups, organizations, and associations about ways in which the One -Stop Center can improve its outreach and services to people with disabilities 4) Off -site presentations to the general public by One -Stop staff are held in locations that are fully accessible for people with disabilities 5) Presentations to the general public include a discussion of customers' rights concerning nondiscrimination and equal opportunity, as required Yes No N/A by WIA regulations 11. Access to Transportation Yes No N/A A. If the service delivery area has public transportation, the One Stop Center is in a location that provides optimal public transportation access so that people with disabilities and others who do not drive can easily reach the center B. One Stop materials that contain driving directions, also include public transportation directions, and/or other transportation options for individuals who do not drive. This includes directions contained on the One Stop web site. C. If the service delivery area is not served by public transportation, the One Stop Center has taken steps to ensure that individuals who do not drive, including people with disabilities, have access to the full range of One Stop services. This can include developing transportation options and resources, delivering services in satellite locations, etc. 12. Notice on Equal Opportunity and Nondiscrimination Yes No N/A A. The One -Stop Center posts notices in the waiting area, resource library, and other public areas that outline rights and protections for people with disabilities and other individuals, including the right to equal opportunity, accessible services, and complaint procedures. These posters comply with the required wording in the nondiscrimination and equal opportunity regulations, and include the contact information of the Equal Opportunity Officer B The required notice about nondiscrimination and equal opportunity is : 1) Included in orientation materials made available to every customer 2) Included in handbooks and manuals 3) Included in marketing materials 4) Disseminated in internal communications 5) Placed in each customer's file 6) Provided in accessible formats 7) Provided to applicants for employment and employees 8) Provided to unions or professional organizations that hold collective bargaining or professional Yes No N/A agreements with the One -Stop 9) Provided to sub -recipients or subcontractors that receive WIA Title I funds from the One -Stop 13. Equal Opportunity and Nondiscrimination Regulations Yes No N/A A. The One -Stop Center has an Equal Opportunity Officer, who is a senior level employee, as required by WIA regulations B. The Equal Opportunity Officer fulfills all the requirements of this position including: 1) Serving as the liaison with the U.S. Department of Labor Civil Rights Center 2) Monitoring the One -Stop Center's activities and written policies to ensure compliance with all applicable laws pertaining to nondiscrimination and equal opportunity 3) Receiving and investigating any complaints concerning possible discrimination by the One -Stop Center 4) Reporting directly to appropriate officials (including the state WIA director and Governor's WIA liaison) about equal opportunity matters 5) Participating in ongoing training concerning nondiscrimination and equal opportunity C. Services, programs, and facilities are reviewed at least annually to ensure that the One -Stop and its services are nondiscriminatory and provide equal opportunity for customers with disabilities 14. Record Keeping Requirements A. Logs of complaints alleging discrimination are kept by the One -Stop Center, as required by law B. The disability status (when known) of all customers and applicants for services is recorded. This information is stored in a way that ensures confidentiality. 10 F F, flf)�- U WIA ADULT AND DISLOCATED WORKER PROGRAM REVIEW TOOL Exhibit 8h NINE Billions mom millions mom Bill missions mom Missions MINE nims millions mom unsimmin mom Ott ��■■ ��■ �� ���■�■■ minnimen mom millions MME will millions mmm mm�����mmom Blosimin mmo will millemin mmo Missions MINE MINE millions mmm mo�����EMEN willimin mom millions MME allin willsons mom millions in millions In in om�����ommmi ',c, >1 � cc mom o ov� Is IN.. �u a FT o ` �� N j O O n N 0 O Z a °E O S H d5 0 N °spa N�Zo N j 0 0 O N U L a 0 O 2 a 0 O S a o O = E �^.. 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E \ o) } 0 \ 3 0 E 0 g 0 / 5 0 \ CD § 0 00 N o £ y <- a - - \ \ > ��� \ \ \� ■ = 2 @ m \ { ¢ § \ p 9 \ % \ / ƒ% 2 ) % , , { m \ \ 0) � \ \ 2 2 E E } E \ f ¥ ) 0 t 5� 5 c o t m \ j \- E\ o E 7 B/ 2 / t E 0 \ \\ 2\ ° m 2 0 c \\ t » 3 2 b ° m of< 0 5 5 % / = \ Q 9 \ t E» Q) 5 ix_ 0 c:E a) � « E@ _ _ t 3 2 > o > (§ $ 5 2 £ 5 ) ( ) ! § / \ 0-@C:» o(2, 0CL «t7- e c£ c 3 CS: c _ - - k 2 / 0 » WIA YOUTH PROGRAM REVIEW TOOL Exhibit 8i / i %a %a p o s o b &« »/\ CO / 5_$5\> )// & a- a CO b / % 2} 2%= o a ® 2 k n b 2 I 2 \3 /j 70-0 0a 2 / f 0 m �/ \ /� \\ g §R 04 y } ° ° �\)2�ƒ < ()a ° } \ }{ / R \\ 4\$/ §3@{\ a{ }�\ \R \ CD \?\ )< L R\ f m \ 2 \ E \ \ : c\\f\ §cl 0 © \ 2 o7 c y 3f g , o > . § /� / s \0 o @ 3 2 t t g { = o §\ \\ j / i \9 f °E // { \ °0{\2 / m f \\ 0 77 = / \/ o J) 2 \ = \ / ` oz \ 2 £ ® / { / e = t — / , - \ f Lc E G o = c& ± \ Dm - o _± @ E 6\ o ® \ e 7 7 g )§ o & o R-o j \ f b \ f » / f g / \ 2 § % } / 7 \ >. 5 �$2a= ) f \ \ �) §\ �� \ \� § X \ ± f / j E \ } � @ 0 »_ c g _{ c c _ [ / § = E @= o 2 f { . o E Z) m o 2 @ m o g 0 2 0 2 g } f j\@ a \ \ % t / y 0 o}p§a/ % 22 ) _$ S* g/ a \ \k § \\\}Sf / 33 «\ m m o$ J ■ =ea/\� a)\j a)\\9\\ \ { ) t 9 = = g / /\\ = C 0)0 00 /? § §/� n/ 2\ < \/0 2 @ c b * » o „ _ * 4 3 / * ) ; 4 4 E u < e -IM lu \ J � f / §�\ 0-{ \{< o } } e $ » \ \ ) 2 & 2 L { / } \ f \ f \ / \ / �§7 )\/ \/\ R§2 5/ g \ y m o 0 2 \ /\ 2 ` / » k / } $ \ f /_ u c / ] _ \ >,) u t t § \ \ \ ) { IE £ 2 § § § E ( \ $ \ g g g § / $ \ \ � \ .0 \ \ \ \ / \k ���®� ° § o 0 7± E± o±— 2 0/ \ f £ 0« < f < < : \ 4\ R00 7 3 n \ k m % a o= eeb o= e©B o= mUb o= $Ub o= a©B o= I©b o= +ea = \ U\/ �\\ \\ C)\\ U\\ \/ \/ 2 y $ o § E $ > \ 5 0 © e $ » / \ 5 0 e $ > / \ s 0 e $ > / \ 0 } E $ > % \ 5 0 ƒ e g » % \ 5 } E $ » \ 5 } o o =o=/ezo omzo0=zuomzooezo o=zo\mz0 g 9 3> cm Se :a 3> 11 S� c� 3> _� 3> c� 0 ,0 ,c oc 0 o 00 06 e± G± ee 00 00 0§ \ $y $C. }4 }4 }a ƒa 4 \ \ 9 / \ _� _ =e / \ \f 3 { 7 / / / \ \ \ _ = j f 77 # { \/\ \7 \ \ E ) / t e 0 \ � - { a o @ \ 2 \0 / o% £ : §0 (D { o / 1@ _ £ » £ / : E m \ / �* \ k /\� G} \ \ / = \ 2 0 \ » } / ) \\\ /\ \ _ o \ 2 0 7 § \ } 6 3t % \ o { e\R // 0 u ]) \ k 0� {\ \\\ /S / o \ as 7= : ; _ o &) . 5 3 m o e °{ 0 t % a z C00 , j% £± \) %\ } a ox ® o© / &\ \\ o o . o: e ) {\ =— °� / ±I / G= \ /»\3 / /\ \ ±/ /\ n 'IT & J s f k =: of of /\\ \00 \00 00 \\\ 0 \/ 000 / / § \ / \ § \ \ 2 0 0 ° § [ / E [ [ [ 2 & /2f //2/32 \/2 \73/ BBB //\§ \-0CD i /'0J ° ~� \/ \ \7 ƒ (/ j/ \ ( \ \ } \ A o o \ * \ * \ f ®\ \ / % ®b9 / /f7i#t 000 \ ==o�et ==o�e9 <4<>&E j \ 15 0 0- % / Cl.0 \ \ / 5 ` ® a a (D ° u- a) # \ �\ /\\ ? 2 £{ {\ \\{ � �� \ g £ 7 ° ° £ 1 k \\/\ \)° ^ ± 9 ± _ § C: g = c @ • \ §15 � \ § % > 0 , d o E / \ § S ® S % c 0 { ` \ § 0 \ 0 §\ o\r @ \ 2m nb2 60= t �/ �Eo LU ®\ ¥%b f m o _ »/)m/ )E \:}\/ R §\ \\ƒ\\f /3 99�} \ \ ) is \ { / ! / 0 / 7 o § @ or § 6 �R ¥/ja} 2 00a§» cmm / _ / \ ¥ ■ \ k k 0, 0) \= 0) 7= §j^\ §)®/ f= \3 j 4 4 4%%7 4G%$ %%%7 < < <>e- <>e� <>a� 0 LAJ § § k § � § § \ cl- 0 ) \ \ 0 0 _ , k ® / / D \ \ 0 0 \ \cm \2 = :0 / E \ 4E 7 \ k 2 Cf a\ 7 / E \ / % k \ 0 { 3 § 2 / 2 \ J -0Em ; x o = ) = >, \ § \ y 2 ) a \ j a e 0 § % E c o / E E°/ \ w 09 \ 0 0 o»§ _ 0 &®} 2-0C a ( 0(® 0 0 C) \ Q 't- - �L: § § \ \ @ \ \ E \ \ 0 \ 2 / \ � \LU = E m § ) c —E 0 ® / \ & G # § § (D E , m \ \ / \ ( j \ \ \ \ \ \ 2\ — c 2/ — = o>= f §$w/ o &_ § $®/ 0 $§/— cam\ $§/� § 0 2 �52 ® \\a { x m \ )\ k a / 3 w °\ E 2 /// { @ =nor {/ Ea / \ § /��, s 1,75C % b o—� /33/ 3 # o= ) sc § c \\/{ /\ D 2 \\/» ]5 \ § .2\\E §k ® \ g 1 o f ^ ^ $ \ b \ \ 5 { \ f \ 0 \ CL / 0 ° ° ` S _G U) $ � \ \ 2 % ! t 0 f § \ 0 0 / o ± \ m \ / { § \ \ \ § \ R R / I ` -( .1 \'� I � 1( , 2 (), "' � � , r Jlom ,-(j!� -,-H I WAGNER-PEYSER REVIEW TOOL Exhibit 81 Exhibit # 8j Agency For Workforce Innovation 20003-2004 Compliance Monitoring WAGNER:PEYSER REVIEW TOOL Applicable Reference Location of Data PARTICIPANT DATA 1 Participant last name Partici ant Detail screen 2 Participant first name Participant Detail screen 3 SSN Participant Detail screen 4 Region Participant Detail screen KPMG DATA 5 1 Reviewer name ........... ...................... ................ ..... ............... 6 1 Date of review first day on -site JOB SEEKER DATA Job Seeker Registration 7 Was the jobseeker initially registered this program Final Guidance WP Job ODDS DS - "New Applicant" year? (July 1-June 30) (y,n,x) Seeker Registration and 8 Was the job seeker registration renewed this program ODDS DS - "Renewal" or subsequent "New ear? , n, x Applicant" 8.a If yes, is the most recent renewal transaction date and ODDS DS posting date the same? , n, x Job Seeker Services 9 Was a job placement claimed for the job seeker this Fed Regs 20 CFR 651.10 ODDS DS - "1" on right hand of screen program year? (y, n, x) 9.a ODDS DS (Note: Dates will show on 2 If yes, did the referral post date precede the placement different lines in ODDS unless the referral and post date? (y, n, x) placement dates were the same.) 9.b If yes to 9a, was the referral post date more than one ODDS DS day from the placement post date? (y, n, x) 10 Was a manual obtained employment claimed for this Final Guidance WP Job ODDS DS - "Obtained Employment Manual" job seeker this program year? (y, n, x) Seeker Registration and Employer Services 10.a If yes, was the posting date and the transaction date ODDS DS the same for the most recent obtained employment claimed? , n, x 10.b If yes to 10, was the transaction date one day before ODDS DS the post date? (y, n, x) > 104 ; If yes to 10, is there an entry on the notes screen for ODDS R the most recent obtained employment? n, x 10d If yes to 10.c, does the notes screen entry contain the ODDS R name of the employer? , n, x :-10. If If yes to 10.c, does the notes screen entry contain the ODDS R date the job seeker started work? , n, x 11 Was "Completed Training" service entered for the job Final Guidance WP Job ODDS DS - "Completed Training" seeker this program year? (y, n, x) Seeker Registration and Employer Services If yes, was "Completed Training" service preceded by ODDS DS - Compare post date of "completed "Referral to Training" service? (y, n, x) training" to post date for "referred" to one of the - ' following: JTPA, Educ. Serv., other state programs, other federal programs. 11.b If yes to 11, is there an entry on the notes screen for ODDS R the "Completed Training" service? , n, x 11.c If yes to 11.b, does the entry on the notes screen ODDS R provide information for what training was completed? n, x 12 Was Labor Market Information service (LMI ) provided Final Guidance WP Job ODDS DS - "Prov. Of Labor Mrtk Info" this program year? (y, n, x) Seeker Registration and Employer Services 121.a < If yes, is there an entry on the notes screen for the LMI ODDS R service? , n, x Agency For Workforce Innovation 20003-2004 Compliance Monitoring WAGNER'PEYSER REVIEW TOOL Applicable Reference ` location of Data =12:67 If yes, was the specific LMI service provided in the Odds R entry? , n, x 13 Was a Job Development referral recorded for the job Fed Regs 20 CFR 651,10 ODDS DS - "Job Development Contacts" - seeker this program year? (y, n, x) Name of the Employer is in righthand column next to Job order # 13.a If yes, was a job placement realized as a result of the ODDS DS - Post Date - Name of the Employer job development? (y, n, x) is in righthand column next to Job order # AND a "1" is to the right of the name Veterans 14 Was a Veteran code entered on the ODDS -A Fed Regs 20 CFR 652.120 ODDS A - VET/ELG - 1,2,3 = yes Registration in this program ear? , n, x .14 b:`; If yes to 14, was a service provided on the same date? ODDS DS - Post Date .'.` n x Migrant & Seasonal Farm Worker 15 Was the Job Seeker coded a Migrant Seasonal Farm Fed Regs 20 CFR 653.103 ODDS A - "SFW" - 1,2,3 =yes Worker MSFW ? , n, x .154_.� If yes, was there an entry on the MSFW info screen for ODDS B-Date issued and explained - — r:; the Farm Worker? , n, x 15.b If yes to 15, was there an entry on the services screen ODDS B - Referred to supportive service that the job seeker was "referred to supportive service"? , n, x _15c If yes to 15, was an entry made in "type of work ODDS B - Type of work preferred Y= r° referred"? , n, x J5.&-' If yes to 15, was a crop code entered? , n, x ODDS B - Cro codes 15.e If yes to 15, was an entry made in "other experience or ODDS B - Other Experience or Training training"? , n, x 15.f If yes to 15, was an entry made in "JD or Referral"? (y, ODDS B - JD or Referral n, x EMPLOYER DATA List an active job order number from the participant DS ODDS - DS screen screen (if one is available) JOB DEVELOPMENT ORDER 16 Was the job order written as a "job development" (JD) Fed Regs 20 CFR 651.10 ODDS D - JD/Man - Code 1-yes job order? , n, x I6a If yes, was a placement entered for this job order? (y, ODDS D - Placed -"P" in Status field n,x) 16.b If yes to 16, was the job order date and the placement ODDS D - Date (far left bottom) compared to post date the same? (y, n, x) the "RES DATE" on the DR screen 17 If yes to 16a, was the number of openings and the ODDS D -OPN and REF number of referrals the same? , n, x WAGE RATE 18 Was job order listed with "zero" as the wage rate? (y, Final Guidance WP Job ODDS D - The Pay n, x) Seeker Registration and Employer Services 18.a- If yes, does the job order summary indicate "Job Pays ODDS D - Job Summary w Commissions, Salary negotiable depending on experience, or other reason why wage rate was not :. entered"? (y, n, x) 18.b If yes to 18, is a wage rate listed in the job summary ODDS D - Job Summary section? (y, n, x) 19 Was a job order wage rate other than "zero" listed in ODDS D - The Pay the PAY field? , n, x 19.a If yes to 19, is the salary between $5.25 - $6.00 hr.? (y, ODDS D - The Pay n, x 19.b If yes to 19, is the salary between $6.01 - $7.99 hr.? (y, ODDS D - The Pay n, x Agency For Workforce Innovation 20003-2004 Compliance Monitoring WAGNER PEYSER REVIEW TOOL Applicable Reference Location of Data, 197 If yes to 19, is the salary between $8.00- $9.00 hr.? (y, n, x) ODDS D - The Pay 19.d If yes to 19, is the salary greater than $9.00 hr.? (y, n, x) ODDS D - The Pay PLACEMENTS 20 Was a placement entered for this job order? (y, n, x) Fed Regs 20 CFR 651.10 ODDS D - Placed "1" in the righthand column and a "P" under status field 20.a If yes to 9a, was the referral post date more than one day from the placement post date? (y, n, x) ODDS DS 20.b If yes to 20, is there an entry on the job order notes screen for the verification of the placement? (y, n, x) ODDS R 20.c If yes to 20, does the entry contain a start work date? n, x " ODDS R 20.d If yes to 20, does the entry contain the source with whom One -Stop staff verified the placement? (y, n, x) " ODDS R JOB ORDER MAINTENANCE 21 Has job order been posted for more than 30 days? (y, n, x) W-P Services Guide (Currently Draft ODDS D 21.a If yes to 21, has job order had follow-up services every two weeks at minimum? , n, x " ODDS R 22 Has job order been posted for 90 days or more? (y, n, x ODDS D 22.a If yes to 22, has job order had follow-up services every two weeks at a minimum? , n, x " ODDS R 23 Is the job order on hold? (y, n, x) " ODDS D "H" is in the status field 23.a If yes to 23, is a reason for hold posted to notes screen? , n, x " ODDS R 23.b If yes to 23, has job order had follow-up services every week at minimum? , n, x " ODDS R 24 Is the job order on referral hold? (y, n, x) " ODDS D - "R" is in the Status field 24.a If yes to 24, since the last referral, has daily follow-up service beenprovided? , n, x " ODDS R Mi rant & Seasonal Farm Worker 25 �ls job order designated as a Migrant Seasonal Farm Workerjob order? (y, n, x) Fed Regs 20 CFR 653.102 ODDS D - NAICS code = 111, 112, 115 ' r' If yes, does the job order contain criteria as required by law? , n, x Fed Regs 20 CFR 653.102 ODDS D - Summary Employer Visits 26 Determine the number of employer visits this program year. ..................................................... . _... 7/1/2003 Enter number of employer visits for this office number -From J270, enter the local office number, tab to #2 and press enter. Then enter dates from above and ask for information on "visits". 26.a Begin date = 7/1/03 26.b Enter the earlier of today's date or 6/30/04. 26.c Enter local office numbers for the region - obtain from the RWB Agency For Workforce Innovation 20003-2004 Compliance Monitoring nt 4 \J"dL WELFARE TRANSITION (fANF) PROGRAM REVIEW TOOL Exhibit 8k } �^ \\ 0- 5G w 0 22/±(e o} \ }k00- k . � =\cez } 2aE 7@S72 z227fG8 m (D U EJ(D / o 0 r- & / !g)} / \� y G60 033))/}» ktto2 g g* e 0 0/ e s o A 2) .. o_ = G> 0 2 \ \ \ \ ) 2 % o ` ) \ C.)-/ / { 0 00 5 0 uQoo o c e s a==oeaE %%>>at g ; o ° �\\U)0-u //2\({ f / @ / ) > / A/ 72� .0/± {o » # \ \2 _ / )\ £ f z z- c Q) g i \ m- { 0 { k �\ \\\ } {�\� \\ j\ b©)- y�°o ��\� a= & \Cf o $ (D oec- C -I)C: o»�G- b 3m2t o\-� / 3\R\ -:2 *( & a e ` 2 y e ccl— o, = o £ 2 §» ao g= » z %(#o )2 -±. } oa/o { £) eeer %> =o \< SEE o, 0-6= „ e gg -oj.-� -=aa§ ,= E®�2� ;-<_ opt - ° o �_ 0@ g c o o Gao�� o> 2 c 2 c o o Q) �� ) \0 @ k )-)\ &\j\ » /Ijtr = bao 2E=� - �) }$r < ƒ/ /c @- - -TR E a/2`o 0 Cc: -'0) o0Eao,cm 2== ooI=ooc = e- ,09_- f/»*zg*3E{x oz\ aG -§§ @»« Go=t�=,eg3 CL C)CL £33= ,a�&0tttt E0 33=op§2 °*« &$ ■\ %�G\§oo.{{R //z/{\-(D 9s£c a �\\\C) =ag� »ee\ C)I \§f{\\t�) &43a=.£«*d&45c (D ».22@2R/J�a=a§7 uoƒo*<=«o § 2 _, . 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O U c O 0 7 7 c O V a c o f > N m ° a c w o 0o0 3 3 0 3> 0 00 3 4' Z ° C o c cmM° p ° o 6c O 0 o W= O g a a a a° 7- �°�> � ° *ao E (Do a 'o o O a a U O ` ° a OQ P P P DISCRIMINATION -COMPLAINT FORMS PACAKAGE Exhibit 9 Exhibit # 9 FLORIDA AGENCY FOR WORKFORCE INNOVATION OFFICE FOR CIVIL RIGHTS CALDWELL BUILDING — MSC 150 107 EAST MADISON STREET TALLAHASSEE, FLORIDA 32399-4129 PHONE: 850-921-3205 FAX: 850-921-3122 E-MAIL: Civil.Rights@awi.state.fl.us TTY - FLORIDA RELAY SERVICE (FRS): 711 DISCRIMINATION COMPLAINT FORMS PACKAGE Please note: If you need assistance in completing the enclosed forms, contact the office of civil rights. Contact information is shown above. Who May File with the Office for Civil Rights: A discrimination complaint may be filed with the Office for Civil Rights by any person who feels he or she has been subjected to unlawful discrimination by a policy, program, activity or employee of the Agency for Workforce Innovation (AWI) or a recipient that receives federal financial assistance through AWI. This includes all applicants for employment and employees with AWI who feel they have been discriminated against — either on the job or during the hiring, promotion or discharge process. It also includes any customer, beneficiary or applicant for services provided by or through AWI who feels he or she has been denied services or treated differently than others in getting services. NOTICE ABOUT INVESTIGATORY USES OF PERSONAL INFORMATION Two federal laws govern personal information submitted to federal agencies: the Privacy Act of 1974 (5 U.S.C. 552a), and the Freedom of Information Act (5 U.S.C. 552). Since the Agency for Workforce Innovation (AWI) receives federal financial assistance, the Office for Civil Rights (OCR) voluntarily complies with the intent of these federal laws. A state law, the Florida Government in the Sunshine Law (§119.07(q), Florida Statutes), also applies to information filed with an OCR complaint. Please read this description of how these laws apply to information connected with your complaint. After reading this notice, please sign and return the enclosed consent agreement along with your complaint form. The Privacy Act protects individuals from misuse of personal information held by the federal government. The law applies to records that are kept and can be located by the individual's name, social security number, or other personal identification system. Anyone who submits information to OCR in connection with a discrimination complaint should know the following: ♦ A discrimination complaint filed with OCR may be investigated by either OCR of the Office of the Inspector General (OIG). Exhibit # 9 ♦ OCR or the OIG is authorized to investigate complaints of discrimination on the basis of race, color, religion, sex, national origin, age, disability, marital status, political affiliation or belief; and, for beneficiaries only, citizenship, status as an authorized alien worker or participation in WIA programs. ♦ Information that OCR or the OIG collects is analyzed by authorized staff within OCR. This information may include personnel or program participant records, and other personal information. OCR staff may need to reveal some of the personal information to individuals outside the office in order to verify facts related to the complaint, or to discover new facts which will help OCR to determine whether the law has been violated. Such information could include, for example, the physical condition or age of a Complainant. OCR may also have to reveal personal information to a person who submits a request for disclosure authorized by the Florida Sunshine Law. ♦ Information submitted to OCR may also be revealed to persons outside of OCR if it is necessary in order to complete enforcement proceedings against a program the OCR finds to have violated the law or regulations. Such information could include, for example, the name, age, marital status or physical condition of the Complainant. ♦ During the investigation, any personal information you provide may be used only for the specific purpose for which it was requested. OCR requests personal information only for the purpose of carrying out authorized activities to enforce, and determine compliance with civil rights laws and regulations. OCR will not release personal information to any person or organization unless the person who submitted the information gives written consent, or unless release is required by the Florida Sunshine Law. ♦ No law requires that a Complainant reveal personal information to OCR, and no action will be taken against a person who denies OCR's request for personal information. However, if OCR cannot obtain the information needed to fully investigate the allegations in the complaint, OCR may close the case. ♦ The Florida Government in the Sunshine Law gives the public maximum access to state government files and records. Persons can request and receive information from many types of records kept by the state government --not just materials that apply to them personally. Normally, the complaint file is not a public record during the course of the investigation, and neither the Complainant nor other persons have access to the investigatory materials. Once the investigation is over and final action is taken, any person may access the investigatory materials, however. They may also ask for, and receive, copies of all information, including some personal materials OCR keeps in its investigation Discrimination Complaint Information Form Agency for Workforce Innovation / Office for Civil Rights AWI Form EEO -I (reviser) 5114103) Exhibit # 9 ♦ files. The OCR Director must honor all requests for information submitted under the Sunshine Law, with limited exceptions. Some forms of personal information, such as social security numbers, must be withheld. Information obtained from job applicants, claimants or employers pertaining to applicants or claimants other than the requesting party are confidential and may only be released if the applicant or claimant signs an "Authorization for Release of Records" (AWI form AWA-01). Any employee or individual receiving or releasing confidential information that violates the law commits a misdemeanor of the second degree punishable as provided in Florida Statutes. Public records which are not exempt from disclosure requirements or confidential by law may be released. Copies are provided upon request, at the standard cost of fifteen cents per page. An exception to these restrictions applies when public employees require the information in performance of their public duties. As policy during the course of the investigation, OCR or the OIG reveals names and other identifying information about individuals, only when it is necessary to complete investigatory or enforcement activities against a program or person that has violated the law. OCR or the OIG never reveals to the program or person under investigation the identity of the person who filed the complaint, unless the complainant first gives the investigating office, that is, OCR or the OIG, written permission to do so. Please retain this NOTICE for your records. P. Access the Discrimination Complaint Form Discrimination Comploint Information Farm Agency for Workforce Innovation / Office for Civil Rights AWI Form EEO -I (reviser! 5114103) WJ ,L\J EQUAL OPPORTUNITY POSTERS Exhibit 9a Exhibit # 9a q a -I Opprtuonity MBMF.W Im 111111111ft !: Arpc:ncp for workforce In,, fis.th,.e; Law It is against the law for this recipient of Federal financial assistance to discriminate on the following bases: against any individual in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against any beneficiary of programs financially assisted under Title I of the Workforce Investment Act of 1998 (WIA), on the basis of the beneficiary's citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or his/her participation in any WIA Title I -financially assisted program or activity. The recipient must not discriminate in any of the following areas: • deciding who will be admitted, or have access, to any WIA Title I -financially assisted program or activity; • providing opportunities in, or treating any person with regard to, such a program or activity; or • making employment decisions in the administration of, or in connection with, such a program or activity., What to do if you believe you have experienced discrimination If you think that you have been subjected to discrimination under a WLA Title I -financially assisted program or activity, you may file a complaint within 180 days from the date of the alleged violation with either the recipient's Equal Opportunity Officer or with the Director, Civil Rights Center, U.S. Department of Labor: Peter de Haan, Equal Opportunity Officer or Office for Civil Rights (OCR) Agency for Workforce Innovation Caldwell Building - MSC 150 107 East Madison Street Tallahassee, Florida 32399-4129 The Director, Civil Rights Center (CRC) U.S. Department of Labor 200 Constitution Avenue NW, Room N-4123 Washington_ DC 20210 If you file your complaint with the Office for Civil Rights (OCR), you must wait either until OCR issues a written Notice of Final Action, or until 90 days have passed (whichever is sooner), before filing with the Civil Rights Center (CRC). (See the address above.) If OCR does not give you a written Notice of Final Action within 90 days of the day on which you filed your complaint, you do not have to wait for OCR to issue that Notice before filing a complaint with CRC. However, you must file your CRC complaint within 30 days of the 90-day deadline (in other words, within 120 days after the day on which you filed your complaint with OCR). If OCR gives you a written Notice of Final Action on your complaint, but you are dissatisfied with the decision or resolution, you may file a complaint with CRC. You must file your CRC complaint within 30 days of the date on which you received the Notice of Final Action. For information or to file a complaint, contact The Office for Civil Rights Agency for Workforce Innovation Caldwell Building — MSC 150 107 East Madison Street Tallahassee, Florida 32399-4129 Phone: 850-921-3205 Fax: 850-921-3122 E-mail: Civil. Rights.@awi.state.fl.us TTY — Florida Relay Service (FRS): 711 Equal Opportunity Employer/Program Auxiliary Aids and Services are Available Upon Request to Individuals with Disabilities ,awl OCR 2e Equal Employment OpportLinity is WAA _'n m," Employers Private Employment, Programs or Holding Federal State and Local Activities Receiving Contracts or Governments, Federal Financial Subcontracts Educational Institutions Assistance Applicants to and employees of Applicants to and employees of most private employers, state RACE, COLOR, RELIGION, companies with a Federal govern- and local governments, educational institutions, employment NATIONAL ORIGIN, SEX ment contract or subcontract are agencies and labor organizations are protected under the following In addition to the protection of Title protected under the following Federal laws: VII of the Civil Rights Act of 1964, as Federal authorities: amended, TitleVl of the Civil Rights RACE, COLOR, RELIGION, RACE, COLOR, RELIGION, SEX, NATIONAL Act prohibits discrimination on the ORIGIN basis of race, color or national origin SEX, NATIONAL ORIGIN Title VII of the Civil Rights Act of 1964. as amended, prohibits in programs or activities receiving Executive Order 11246, as amended, discrimination in hiring, promotion, discharge, pay, fringe benefits, Federal financial assistance. Employ - prohibitsjob discrimination on the job training, classification, referral, and other aspects of employment, merit discrimination is covered by ion, sex or basis of race, color, religion, on the basis of racecolor, religion, sex or national origin. . Title VI if the primary objective of the national origin, and requires affirrna- financial assistance is provision of tive action to ensure equality of DISABILITY employment. or where employment opportunity in all aspects of discrimination causes or may cause employment. The Americans with Disabilities Act of 1990, as amended, protects discrimination in providing services qualified applicants and employees with disabilities from discrim- under such programs. Title IX of the INDIVIDUALS WITH ination in hiring, promotion, discharge. pay,job training, fringe Education Amendments of 1972 DISABILITIES benefits, classification, referral, and other aspects of employment on prohibits employment discrimination Section 503 of the Rehabilitation Act the basis of disability. The law also requires that covered entities on the basis of sex in educational of 1973, as amended, prohibits job provide qualified applicants and employees with disabilities with programs or activities which receive discrimination because of disability reasonable accommodations that do not impose undue hardship. Federal assistance. and requires affirmative action to employ and advance in employment AGE INDIVIDUALS WITH qualified individuals with disabilities The Age Discrimination in Employment Act of 1967, as amended, DISABILITIES who. with reasonable accommodation, protects applicants and employees 40 years of age or older from Sections 501, 604 and the can perform the essential functions discrimination on the basis of age in hiring, promotion, discharge; Rehabilitation Act of 197373, as of a job. compensation, terms, conditions or privileges of employment amended, prohibits employment VIETNAM ERA, SPECIAL SEX (WAGES) discrimination on the basis of disabil- DISABLED, RECENTLY In addition to sex discrimination prohibited by TitleVl) of the Civil ity in any program or activity which receives Federal financial assistance in SEPARATED, AND OTHER Rights Act of 1964, as amended (see above), the Equal Pay Act of the federal government. Discrimina- PROTECTED VETERANS 1963, as amended, prohibits sex discrimination in payment of wages tion is prohibited in all aspects of 33 U.S.C.4212 of the Vietnam Era to women and men performing substantially equal work in the same employment against persons with Veterans' Readjustment Assistance Act establishment. disabilities who, ,.vith reasonable of 1974, as amended, prohibits job accommodation, can perform the discrimination and requires affirmative Retaliation against a person who files a charge of discrimination, essential functions action to employ and advance in participates in an investigation, or opposes an unlawful employment of a job. employment qualified Vietnam era practice is prohibited by all of these Federal kays. veterans, qualified special disabled If you believe you have been veterans, recently separated veterans, If you believe that you have been discriminated against under any of discriminated against in a program and other protected veterans, the above laws, you should contact immediately: of any institution which receives Any person who believes a contractor The U.S. Equal Employment Opportunity Commission (EEOC), Federal assistance, you should contact immediately the Federal agency has violated its nondiscrimination or af(irrna[ive action obligations under 1301 L Street, N.W,Washington. D.C.20607 or an EEOC field providing such assistance. die authorities above should contact office by calling toll free (800) 669-4000. For individuals with immediately: hearing impairments, EEOC's toll tree TDD number is (800) 669-6620. The Office of Federal Contract Compliance Programs (OFCCP), Employment Standards Administration, U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, D.C. 20210 or call (202) 693-0101, or an OFCCP regional or district office, listed in most telephone directories under U.S. Government, Deportment of Lat ur. Attention If you do riot speak English, or if you are deaf, bard of hearing, or sight impaired, YOU can have int rpretit ant:l tntrtslalion sei ices provider-[ at no charge. Please ask for assistance ikention! Si usted no habra ingli s, o es sordo, o mudo, o siego, u-,,LJ puede pew scrvidos de interarete o'raductor a no rite de su parte, Per favor, pida ayuda. Ep::rah Attention Si vous ne parses pas ranglais, si vous Etes sourd, ou durs d'oreille ou si vous Res aveugies ou avez des difficultes a bier voir, vous pnuvez obt;nir des seraces d'intprpro-tatun ou do ttadu wn. l ,,. serdices cart gratuttes. 5 it vous plait, dt:mandez de [`aide. <tZIT-1 1 ?eft' mv' fg-T:,it its 3Tfrli, 'T'T7 317 a c? o, T ":qF, 7T k 7 UqF-- ti Tf 4P T?T7i qk ' 71 Attenzione Si voi no parla l ingrese o sono muto, sordo o deco voi pocrei otrenere les services d'un intzrpretator o dun traductor. Vci no deve pagare niente. Per favore, domandare d'•assistema. 4l A!cati'au tie vnl't nai) Fula lnQrl'S. (I ,at) tiu<t o n:in olive been. nuo part ver heat,_ emirs ; cxle lcr (uudj _ ars.;Qrn (Cr qtt ^.._,,., l In zrri40, Fxs 4aI-cird_ ped:r airida. P�rw.u:re .J'w',S �y+:.ulw11. �:,•1,+,� j1.1 i.;t�a �l,ss ��t kakk pansln Kung hindi ka mamciong magsarita ng [ngics or kays'y birlgr ka, rzahina ang pandinia c masama ang pan ngin, may nip tagapapilin sa iywg wika = makakatulong sa iyo..Ang serbisyung ito ay wising bayad, h{angyaring humingi lamang ng miong. L' -U 1. r! 'PA. t „ . 91 4 q 4 ... ,-i r.," npcao};q Av urf v iriAcz AyyAmd j av dam xwvpbs, papr gccS rl iXvr #cc:1. N -To POW va oor, rfaprxcvrol 6wpr6v ungpr-dir,i r1?tpllr3rrin5 iur t eraypuuil; flare<nAC.iNr,.;r<rrjon: ykr i 00j6vu. r—k 8em;erk Nvit De ikke War gnpM otter hvis Da or day, horehammetaller syns•iAW4 kin De ti tolke• og ovanstialsasauiatince udan bomping. Anmod venligst om �sslsiance, n,g�h Atansyon! Si ou pa pale angle, si ou pa kapab tande (loud), si ou mal you tande, si }e'ou pa bon, ou ka jw2nn mun you ede•w trad%;.n epi enteprete pou'cu gratis. Tanpd. mcodepou yo ede-w. If+w Gn.k r nsav-i}. q^tt�1�.-elZa^,u"�dic'ip. � r�rn�vs�On, m-ua:Teizlr{;o�riiur�±., n� :Iv ! 17LG1'lj]JY.^lrz, arru a��n i.^.7t.7;'+Lilaa'�� ;gin nwa:siJrnu�� ea. Jf11:Ct)iNruri'L'�C71,y1 t)`:�iS�,;;t}�(:;pn1:t(CI:1, n�Al:� A2Uq't.li RhxGtral,lit rilrY, O, 6HYtt•IaHNe! Ecm ab1 crpauaere npo6AeHavm co cnyxc;a Hw uiemieH, wow fie raHOPATe no-a,+rIWACa+, sbl Ho xeTC 80Cn0.nb3083TbCA ycayramw yCTHOrD WIM UCbMeY(HOrO nepeeOQa fieCn:ldTHO. Mbi XAeM fsauls,x 3a)tscx. U"wlga Jezeli nie mowhl Paristwo po angielsku, alto je li Paristwo sr glusi lub nie doslytmj lub nie dowid':1, majq Patistwo dost,;p do bezptatnei pomocy ttumacza pisemnego lub ustmr go. Proszv rvrkic si4 o pomocw tym zakresie. F.l:h Vlktlg Hv s cu fkke smkkiu ergetsk, r_ dov. sgrshemrret <an du fa i:dz t t=;k og cversatnr err-. e• ,n <a ader, Vv'-9C.%be ,,m assistance. . Ikra..W, Viktig 0n: zL _j udar u1 cakn, el ler am du ar d h,u s: In f sr au !i ra. zstci iu s: rskzdad. Lm du «t..il;, toIk-tur s- ciIur u.. rii9 rice uLm kcatn t. Var sod r4p ,IIr, at ;isrstt;. sr�n t�iC1T W`cnn Sic nicht Entlisch sprvc;hrrt. iatb Sind, schlecht htiredo&r schlcchi suhen, Unnen Sic einen kostcnlosm Dolmetscher- and tibersetrtn 5sen icc lurdcm Mcmt in akht ina.Y'1 ,V'rU er V r'�7'n1 V ll""U NtI,1.rVyl. nU:.J R"1 JI]1ei.7rn:-r•or.,� x..,,raw1, h:yi a th`sreo,cv'�. ^^: xtV nu a1t�,yitnsr.•nr1 no 4,1 Yr1Ll, Ghti N& quy vi kht:ng r4 dErg Anh, hak nru qv; vj bi &+x, khd `the h6: bi k.1';em trtl, qwy A. r3 ate duac cung cip *-h vv MZN dice va a�ii dish mre-1 p,'ri Xin vui ivy rP ngni giup d8. A'. r L flh'uc LLI 0 m LLI rn 0 C::) CD 0 a > ca O 0) ®, � CL _ T Co Lij Z3 Zi z LLM ui o LIJ (3) CL cccn _0 C13 M (1) C\l EE 0 U) m l o vo 0 5 C: i6.z ,.L LLJ 0 < w S) :3 N a- LU LL o -1 z 0 V m C) o a: 0 0 m - (U U) x C) C) Q 0 0 a) (D CL cu (V E Z Cl C: 0 �z m m I M Aft wi ui 0 -0 LU U) (13❑ -cz z a: Lu 0 0- CU =3 z Ln OC D 0 ClC\l ) (13 2) Q) C) LLI Z Z) 0 cu Z (n C", C).) cr- CL 0 Z coo IM — 0 C) U) Cf) r�- Cl) T- o U) LL (D 00 I m 0 r< E� _j 0) (N C\l Q) 2 LU LD Cl) RT 0 4-- 0 Ir m CY) 0 CC -6 0 Es z 0� z C, z 0 LL LU vp, < m L) z C) E C) E 0 CC) U) < cc z Ic CL 0 0 .2 cc '0 �j —j C) 0 0z LLM w z 0 0 0— --,.) � (13 LO U) X _0 U) cli < LU U) (1) gR U) -C C 0 U) C: 0 PRIOR APPROVAL PROCEDURES Exhibit 10 Final Guidance on Prior Approval Procedures for Selected Costs and Administrative Requirements March 8, 2005 L Agency for Workforce Innovation Table of Contents Final Guidance - Prior Approval Procedures 1-2 Cost Items Requiring Prior Approval 3 Administrative Requirements Requiring Prior Approval 4 Annual Approval Request Form 5 Prior Approval Request and Response Form — Individual 6 Cost Items Prior Approval Request Procedures 7-8 Date of Issue: 3/08/05 Office of Issuance: AWI FG 05046 Reference: Prior Approval Procedures using Federal or State Grant Awards FINAL GUIDANCE Prior Approval Procedures OF INTEREST TO: Workforce Florida Inc. and Regional Workforce Boards (RWB's) in implementing federal and state workforce programs listed in Chapter 445, Florida Statutes. SUBJECT: Obtaining written prior approval from AWI for selected cost items and administrative requirements. PURPOSE: To define and describe when prior approval of selected cost items and administrative requirements is required and how the approval can be obtained. DEFINITIONS: Prior Approval: written approval by an "authorized official" evidencing prior consent'. Authorized official: an appropriate member of management from the awarding agency (AWI). For purposes of this guidance, the AWI Grants Management Section leader is the authorized official. BACKGROUND AND UNDERLYING FEDERAL POLICY: The Office of Management and Budget (OMB) Circulars establish principles and standards for determining allowable activities and costs for Federal awards carried out through grants, cost reimbursement contracts, and other agreements2. Some administrative requirements and cost items are allowable only with prior approval from the awarding agency. STATE GUIDANCE: The applicable OMB Circulars must be followed when determining the cost items and administrative requirements that require prior approval. To streamline the approval process, AWI has provided the following guidance: • An annual approval form for as many of the specified cost items as possible; • A prior approval request form for other individual approval requests to be handled on a case -by -case basis; • Instructions for electronically submitting the above referenced forms to AWI staff for review and approval; • The timeline for AWI staff to review requests; and • The process for AWI to notify RWBs via e-mail of final decisions. This guidance material is available online at the following address: http:/Iwvvw.florida*obs.org/resources/workforce res.html Note: The guidance material represents a comprehensive presentation of the information needed to determine when and how to request prior approval from AWI. The guidance packet consists of 8 pages and any analysis of this information should not be done if any portion of the guidance material is missing. EFFECTIVE DATE: Issuance of this guidance represents approval by AWI management of the indicated procedures and related administrative forms. These procedures will be effective as of the date of this guidance paper. If you have questions or concerns regarding the guidance provided here, please contact the AWI Grants Management Office at (850) 245-7481. AUTHORITY: OMB Circulars A-87, A-122, A-21, and A-110 Footnotes: ' OMB Circular A-110 SUBPART A, Section 2(w) (prior approval). 2 Cost principles for all non-profit organizations that accept federal funds are provided in OMB Circular A-122. Cost principles for governmental entities (not including universities) that accept federal funds are provided in OMB Circular A-87. Agency for Workforce Innovation Cost Items Requiring Prior Approval Ref # Ref # from from A-87- State, Local & A-122- Non -Profit Is Annual OMB A- OMB A- Governments Organizations Approval Items(l) 87(2) 122(2) (Attachment B) (Attachment B) Available?j3i Advisory councils 2 2 Req'd Req'd NO Audit services 4 4 Other than A-133 Other than A-133 NO Compensation for personnel services 8 8 N/A Certain Overtime, etc. YES _ _ _ _ _ _ _ _ _Ce_rtain Unemployment compensation on an Some pension actual payment method YES Abnormal or mass severance pay Personal use of vehicle YES Certain severance for N/A foreign nationals NO Substitute systems to Substitute systems to allocate salaries and allocate salaries and wages wages NO Defense and prosecution of criminal and civil proceedings, claims, appeals and patent infringement 10 10 N/A Req'd NO Depreciation and use allowances 11 11 Changes in methods Changes in methods NO Equipment and other capital YES, with expenditures 15 15 Req'd Req'd limitations YES, with Fines and penalties 16 16 Req'd if not in award Req'd if not in award limitations Substantial relocation of Gains and losses on depreciable assets 18 18 Federal Programs N/A NO Housing and personal living expenses - 20 N/A Req'd NO Interest 23 23 N/A Relocation NO Memberships, subscriptions, and Civic, community or social Civic or community professional activity costs 28 30 organizations organizations NO Organization costs - 31 N/A Req'd YES Participant support costs - 33 N/A Req'd YES Pre-award/Preagreement costs 31 36 Req'd Req'd NO Proposal costs 33 - Req'd if direct charge YES Rearrangement and alteration costs 35 39 Special for project Special for project NO Selling and marketing 39 45 N/A Req'd YES Full-time, post -graduate Training costs 42 49 N/A education NO Travel of officials under general government Travel costs 43 51 expenses/Foreign travel Foreign travel NO Notes: (1) The cost items listed here require written prior approval by the awarding agency. (2) The OMB Circular reference number has been provided for each cost item referenced here. (3) "NO" answers indicate that this administrative requirement is not eligible for approval using the Annual Approval Form. To obtain approval for this item, the "Prior Approval Request and Response Form -Individual Cost Items" must be completed and submitted to AWI for approval. "YES" answers indicate that this cost item is eligible for approval using the Annual Approval Form. Agency for Workforce Innovation Administrative Requirements Requiring Prior Approval Provision Requiring Prior Approval t') Common Rule for Governments (29 CFR 97) (2) A-110 for Nonprofit Organizations (2) Is Annual Approval Available ?(3) Change in scope or objective .30(d)(1) .25(c)(1) NO Change in key person .30(d)(3) .25(c)(2) NO Absence 3 months/25% of key person N/A .25(c)(3) NO Need for additional Federal funding .30(c)(1) (i) + .30(c)(2) .25(c)(4) NO(4) Transfers between direct & indirect costs N/A .25(c)(5) NO Items in cost principles requiring prior approval .30(b) .25(c)(6) NO Transfer of training allowances to other categories .30(c)(1)(iii) .25(c)(7) NO Contracting out any work under an award .30(d)(4) .25(c)(8) NO Carry forward unobligated balances N/A .25(e)(3) NO Extension of expiration date of award .30(d)(2) .25(e)(2) NO Incur preaward costs N/A .25(e)(1) NO Transfer of funds among direct cost categories in projects over $100,000 or 10% .30(c)(1)(ii) .25(0 NO Transfers between construction & nonconstruction .30(c)(3) .250) NO Extension to liquidate obligations .23(b) .71(b) NO Full value of real property or equipment as match .24(e) .23(g)(2) NO Use of unrecovered indirect as match N/A .23(b) NO Disposition of real property .31(c) .32(c) NO Encumbrance of real property N/A .32(a) NO Use of real property in other projects N/A .32(b) NO Disposition of equipment FMV $5,000 or more .32(c) & (f) .34(g) NO Encumbrance of equipment N/A .34(c) NO Replacement of equipment .32(c)(4) .34(e) YES Encumbrance and disposition of intangible property N/A .36(e) NO Substitution or copies for original records N/A .53(c) YES "Prior approval means documentation evidencing consent prior to incurring the specific cost." "Prior approval means written approval by an authorized official evidencing prior consent." Notes: (1) The administrative requirements listed here require written prior approval by the awarding agency. (2) The OMB Circular or other federal regulation reference number has been provided for each administrative requirement referenced here. (3) "NO" answers indicate that this administrative requirement is not eligible for approval using the Annual Approval Form. To obtain approval for this item, the "Prior Approval Request and Response Form -Individual Cost Items" must be completed and submitted to AWI for approval. "YES" answers indicate that this administrative requirement is eligible for approval using the Annual Approval Form. (4) This administrative requirement is not expected to be applicable based on current RWB operations. However, it may apply to direct Federal funding grants received by an RWB. In these cases, the RWB would request prior approval from the federal awarding agency (not AW). 4 Agency for Workforce Innovation Final Guidance - Prior Approval Annual Approval Request Form RWB # / RWB Name: Submission Date for Request: Applicable Grant Period: Local RWB Capitalization Threshold: Name / Title of RWB Representative: Review Date for Request: AWI only Approved / Declined: AWI only Prior Approval Items Annual Approval Requested? (Yes or No) Estimated Annual Total for Cost Item Activity Administrative Requirements Replacement of equipment Substitution or copies for original records no entry required Selected Cost Items Compensation for personnel services- certain overtime, etc. Compensation for personnel services- unemployment compensation on an actual payment method Compensation for personnel services- personal use of vehicle Equipment and other capital expenditures"' Fines andpenalties", no entry required Organization costs Participant support costs no entry required Proposal costs Selling and marketing TOTALS $ Notes: (1) Capital expenditures with a unit cost more than the RWB's established capitalization threshold, but less than $5,000 that are to be charged to formula grant funds, may be included in the annual approval request. Capital expenditures to be charged to formula grant funds with a unit cost of $5,000 or more and all non -formula capital expenditures meeting your capitalization limits must be separately submitted for prior approval. Capital expenditures include general purpose equipment, special purpose equipment, and improvements to land, buildings, or equipment which materially increase their value or useful life as defined in the applicable cirulars and relevant TEGLs. (2) Prior approval is available for fire and burglary alarms only. There is no cap on the per call cost. 5 Agency for Workforce Innovation Final Guidance - Prior Approval Prior Approval Request and Response Form — Individual Cost Items DATE: TO: AWI Grants Management Section RWB: RE: Prior Approval Request and Response Form - Individual Cost Items We request approval of the expenditure(s) described as follows: Brief Narrative Summary: [Provide summary information here. Include item description and program purpose of purchase.] Cost Summary: [Provide estimated cost amount here. Include line item detail of expenditure(s), if needed. If more room is needed, please attach additional information to this request form. If applicable, include the RWB local capitalization threshold.] Proposed Funding Source: [Provide estimated funding source/grant program here.] Additional Information: [Include any additional information, research or other comments as you feel necessary for AWI to complete an analysis of this approval request.] Certification Statement: PLEASE NOTE THAT TRANSMISSION OF THIS REQUEST FORM TO AWI INDICATES YOUR ACKNOWLEDGEMENT OF APPLICABLE RWB PURCHASING POLICIES AND/OR PROCUREMENT STANDARDS FROM THE OMB CIRCULARS OR OTHER PROGRAM GUIDELINES. TRANSMISSION OF THIS REQUEST FORM TO AWI ALSO INDICATES COMPLIANCE WITH THE ABOVE -MENTIONED STANDARDS. IN Agency for Workforce Innovation Final Guidance — Prior Approval Prior Approval Request Procedures Annual Approval for Selected Cost Items By June 15th of each year, each RWB will complete the "Annual Approval Request Form." Cost estimates based on the data available to the RWB at this time should be used to complete the approval request form for the upcoming grant period. Once the cost items are identified the RWB will submit the completed form to AWI for review and approval. A list of the selected cost items and administrative requirements that are currently eligible for annual approval are disclosed on the Annual Approval Form included in AWI Guidance Paper # 05046. Each RWB should follow the procedures described as follows: 1. Complete the Annual Approval Request Form. An appropriate member of the RWB management team should review, approve and authorize the request prior to its submission to AWI. 2. Submit the completed request form. An electronic version of the Approval Request packet should be submitted to the following address: priorapprovaIreguest(c-Dawi.state.fl.us Electronic signature(s) have been deemed acceptable documentation to initiate this process. In place of an electronic signature, an e-mail transmittal will be accepted. 3. AWI will establish a 5 working -day window to respond to submitted Prior Approval Request Forms from the date all information is received by AWI. AWI's response will be (1) YES; (2) NO; or (3) Additional research is required. Note: An exception to the proposed response time will be made for requests requiring substantial research by the agency or where Federal approval may be required. You will be notified by e-mail if additional processing time is required. If an initial submission is incomplete, AWI will return it to the RWB with a request list for the missing information. You will be notified by e-mail if additional information is required to process your approval request. 4. Notification by e-mail or letter will be provided to you once a final decision (APPROVE/DECLINE) is reached. 7 Prior Approval Requests (PARs)-All Other Specified Cost Items For the remaining OMB circular items that require prior approval all entities must complete and submit the "Prior Approval Request and Response Form for Individual Cost Items" prior to incurring any of these cost items. Each RWB should follow the procedures described as follows: Complete the Prior Approval Request and Response Form for Individual Cost Items. An appropriate member of the RWB management team should review, approve and authorize the request prior to its submission to AWI. 2. Submit the completed request form. An electronic version of the Approval Request packet should be submitted to the following address: priorapprovaIreguest(a awi.state.fl.us Electronic signature(s) have been deemed acceptable documentation to initiate this process. In place of an electronic signature, an e-mail transmittal will be accepted. 3. AWI will establish a 5 working -day window to respond to submitted Prior Approval Request Forms from the date all information is received by AWI. AWI's response will be (1) YES; (2) NO; or (3) Additional research is required. Note: An exception to the proposed response time will be made for requests requiring substantial research by the agency or where Federal approval may be required. You will be notified by e-mail if additional processing time is required. If an initial submission is incomplete, AWI will return it to the RWB with a request list for the missing information. You will be notified by e-mail if additional information is required to process your approval request. 4. Notification by e-mail or letter will be provided to you once a final decision (APPROVE/DECLINE) is reached. A,DMlNlSTR,lM-lVE PLAN - \NDR 23 Program Years 2006-2011 SARBANES-OXLEY ACT 2002 - POLICY TRANSMITTAL Exhibit 11 south f (orida; U100ffk (a fLa �nernber Employ Florida POLICY TRANSMITTAL SUBJECT: Sarbanes-Oxley Act of 2002 Procedural/Guidance No.: #1 PY 2005-2006 APPLIES TO: South Florida Workforce Investment Board Effective Date: All South Florida Workforce Investment Board Immediate) Funded Service Partners Revised Date: Not Applicable Expiration Date: Until su erceded or rescinded. REFERENCE: Sarbanes-Oxley Act of 2002, Sections 1102 and 1107 USC Title 18, Sections 1512 and 1513 OBJECTIVE The purpose of this policy is to provide information and instructions to South Florida Workforce Investment Board and all South Florida Workforce Investment Board Funded Service Providers regarding the uniform procedures for compliance with two provisions of the Sarbanes-Oxley Act, and in accordance with requirements set forth by the Workforce Board. BACKGROUND It is the policy of the SFW to comply with the requirements of the Sarbanes-Oxley Act of 2002, Sections 1102 and 1107, set forth by the Act, the United States Code Title 18, Sections 1512 and 1513 and the requirements of the Workforce Board. Provisions of the Act — Title X1 — Corporate Fraud Accountability Section 1102 — Tampering with a record or otherwise impending an official proceeding — "Whoever corruptly: 1) alters, destroys, mutilates, or conceals a record, document or other object, or attempts to do so, with the intent to impair the object's integrity or availability for use in an official proceeding 2) otherwise obstructs, influences, or impedes any official proceeding, or attempts to do so, shall be fined under this title or imprisoned not more than 20 years, or both". Section 1107 — Retaliation against Informants — "Whoever knowingly, with the intent to retaliate, takes any action harmful to any person, including interference with the lawful employment or livelihood of any person, for providing to a law enforcement officer any truthful information relating to the commission or possible commission of any Federal offense, shall be fined under this title or imprisoned not more than 10 years, or both". Revision No.: n/a Supersedes: Issued by/Contact: Dulce Quinones Program Directive #1 PY 2005-2006 Office of Continuous Improvement Contracts Compliance Audit Supervisor Page 1 of 2 PROCEDURES: Each South Florida Workforce Investment Board member, employees and all South Florida Workforce Investment Board funded Service Partners will sign a receipt form indicating acknowledgement and receipt of the provisions of the Sarbanes-Oxley Act, Sections 1102 and 1107. ATTACHMENT: Sarbanes-Oxley Act receipt form. Revision No.: n/a Supersedes: Issued by/Contact: Dulce Quinones Program Directive #1 PY 2005-2006 Office of Continuous Improvement Contracts Compliance Audit Supervisor Page 2 of 2 SARBANES-OXLEY ACT 2002 - POLICY TRANSMITTAL Exhibit 11 south f (orida WE) i r k 00 irc ce, m,mber Employ Florida POLICY TRANSMITTAL SUBJECT: Sarbanes-Oxley Act of 2002 Procedural/Guidance No.: #1 PY 2005-2006 APPLIES TO: South Florida Workforce Investment Board Effective Date: All South Florida Workforce Investment Board Immediately Funded Service Partners Revised Date: Not Applicable Expiration Date: Until superceded or rescinded. REFERENCE: Sarbanes-Oxley Act of 2002, Sections 1102 and 1107 USC Title 18, Sections 1512 and 1513 OBJECTIVE The purpose of this policy is to provide information and instructions to South Florida Workforce Investment Board and all South Florida Workforce Investment Board Funded Service Providers regarding the uniform procedures for compliance with two provisions of the Sarbanes-Oxley Act, and in accordance with requirements set forth by the Workforce Board. BACKGROUND It is the policy of the SFW to comply with the requirements of the Sarbanes-Oxley Act of 2002, Sections 1102 and 1107, set forth by the Act, the United States Code Title 18, Sections 1512 and 1513 and the requirements of the Workforce Board. Provisions of the Act — Title X1 — Corporate Fraud Accountability Section 1102 — Tampering with a record or otherwise impending an official proceeding — "Whoever corruptly: 1) alters, destroys, mutilates, or conceals a record, document or other object, or attempts to do so, with the intent to impair the object's integrity or availability for use in an official proceeding 2) otherwise obstructs, influences, or impedes any official proceeding, or attempts to do so, shall be fined under this title or imprisoned not more than 20 years, or both". Section 1107 — Retaliation against Informants — "Whoever knowingly, with the intent to retaliate, takes any action harmful to any person, including interference with the lawful employment or livelihood of any person, for providing to a law enforcement officer any truthful information relating to the commission or possible commission of any Federal offense, shall be fined under this title or imprisoned not more than 10 years, or both". Revision No.: n/a Supersedes: Issued by/Contact: Dulce Quinones Program Directive #1 PY 2005-2006 Office of Continuous Improvement Contracts Compliance Audit Supervisor PaoP 1 of 2 PROCEDURES: Each South Florida Workforce Investment Board member, employees and all South Florida Workforce Investment Board funded Service Partners will sign a receipt form indicating acknowledgement and receipt of the provisions of the Sarbanes-Oxley Act, Sections 1102 and 1107. ATTACHMENT: Sarbanes-Oxley Act receipt form. Revision No.: n/a Supersedes: Issued by/Contact: Dulce Quinones Program Directive #1 PY 2005-2006 Office of Continuous Improvement Contracts Compliance Audit Supervisor Page 2 of 2 SARBANES-OXLEY RECEIPT FORM Exhibit 11 a Exhibit 11a Sarbanes-Oxley Receipt Form Sarbanes-Oxley Act of 2002, Sections 1102 and 1107 It is the policy of the SFWIB to comply with the requirements of the Sarbanes-Oxley Act of 2002, Sections 1102 and 1107, set forth by the Act, the United States Code Title 18, Sections 1512 and 1513 and the requirements of the Workforce Board. Provisions of the Act - Title X1 - Corporate Fraud Accountability Section 1102 - Tampering with a record or otherwise impending an official proceeding - "Whoever corruptly. 1) alters, destroys, mutilates, or conceals a record, document or other object, or attempts to do so, with the intent to impair the object's integrity or availability for use in an official proceeding 2) otherwise obstructs, influences, or impedes any official proceeding, or attempts to do so, shall be fined under this title or imprisoned not more than 20 years, or both". Section 1107 - Retaliation against Informants - "Whoever knowingly, with the intent to retaliate, takes any action harmful to any person, including interference with the lawful employment or livelihood of any person, for providing to a law enforcement officer any truthful information relating to the commission or possible commission of any Federal offense, shall be fined under this title or imprisoned not more than 10 years, or both". By signing this form, I acknowledge receipt of the Sarbanes-Oxley Act of 2002, Sections 1102 and 1107: Print Name Signature Entity Date EXHIBITS Exhibit # 1 Cost Allocation Plan Exhibit # 2 Anti -Discrimination Guidelines for Contracting, Procurement, Bonding and Services Exhibit # 2a Ordering Materials and Supplies Exhibit # 3 SFWIB Purchasing and Procurement Guidelines Exhibit # 3a The Conflict of Interest and Code of Ethics Ordinance Exhibit # 4 Capital Inventory Management Policy and Procedures Exhibit # 5 Service Partners Storage Procedures Form Exhibit # 6 Public Record Information Request Form Exhibit # 6a Confidentiality Records - Policy Transmittal Exhibit # 7 Grievances Procedures and Forms Exhibit # 7a Grievances Exhibit # 8 Administrative Monitoring Tool A Exhibit # 8a Administrative Monitoring Tool B Exhibit # 8b Contract Payments Review Tool Exhibit # 8c Accounts Payable Tool Exhibit # 8d Account Payable Internal Control Questionnaire Exhibit # 8e Fixed Assets Audit Program Exhibit # 8f Service Partners self -evaluation Questionnaire Exhibit # 8g ADA Review Tool Exhibit # 8h WIA Adult and Dislocated Worker Program Review Tool Exhibit # 8i WIA Youth Program Review Tool Exhibit # 8j Wagner-Peyser Review Tool Exhibit # 8k Welfare Transition (TANF) Program Review Tool Exhibit # 9 Discrimination -Complaint Forms Package Exhibit # 9a Equal Opportunity Posters Exhibit # 10 Prior Approval Procedures Exhibit # 1 1 Sarbanes-Oxley Act 2002 - Policy Transmittal Exhibit # 1 1 a Sarbanes-Oxley Receipt Form south florida W 6�k oif z Employ Florida H. Other H.1 Required Reports H.2-5 Assessments H.6 Customize Training Agreement H.7 Allowable Support Service Matrix H.8 Universal Referral Form Exhibit E PY'07-08 WDS REPORTING REQUIREMENTS Number of Report Description Due Date Copies Submit to: (Electronic) Staffing Roster, New Hire —Termination Form 1 Oh of each month 1 Contract Manager (Attachment 1) July 10, 2006 Organizational Chart — Career Center . January 10, 2007 1 Contract Manager Supervisory Quality Assurance Review loth of each month 1 Quality Assurance • October 10, 2006 Up -Front Diversion / Relocation Reports . January 10, 2007 1 Program (Attachment 2 & 3) • April 10, 2007 Administrator • July 10, 2007 • October 10, 2006 Community Service Worksite Report . January 10, 2007 1 Program (Attachment 4) • April 10, 2007 Administrator • July 10, 2007 Sanctions Report — Childcare (Attachment 5) Weekly/Monday 1 Program Administrator Wagner Peyser Complaint Resolution System Log - a negative report is required • 10"h of each month I Program Administrator (Attachment) Self Assessment Tool • July 30, 2006 1 OCI Cost Allocation Plan • July 30, 2006 1 [Finance Limited English Proficiency (LEP) Survey • April 17, 2007 *1 original Adult Programs Manager • July 5, 2007 Manager's Report on Services to Veterans' • October 5, 2007 1 Program (Attachment) • January 5, 2008 Administrator • Aril 5, 2008 Training Monthly Report . 5th of each month 1 Training Coordinator Disability Coordinator's Report 5th of each month 1 Program (Attachment) Administrator * Original to be Delivered/Mailed Reporting Requirements Pre -test Report for ID Number: 111111111 Northside - WIA Test Date: 10/12/06 TABE 7/8 Basic Ed Run Date: 08/03/07 Northside Subtests L/F NC NA SS GE NP NCE NS OM Predicted GED READING COMP D8 45 50 622 12.9 94 82 8 100 Reading 54 MATH COMP A8 12 20 549 7.8 75 64 6 20 Math 47 MATH APPS A8 22 45 562 9.2 81 68 7 13 Writing 47 LANGUAGE D8 44 55 582 10.7 86 72 7 67 Science 53 SPELLING D8 16 20 582 11.6 85 71 7 67 Soc/Std 54 Average 50 TOTAL MATH 34 65 555 8.2 81 68 7 TOTAL BATTERY 123 170 586 11.1 91 78 8 L/F=Test Level & Form NC=Number Correct NA=Number Attempted SS=Scale Score GE=Grade Equivalent NP=National %ile NCE=Normal Curve Equiv NS=National Stanine OM=% of Obj. Mastered Objectives Score MST Percent Objectives Score MST Percent Level Level READING COMP LANGUAGE INTERP.GRAPHICS 6/ 8 + 75 USAGE 14/15 + 93 WDS. IN CONTEXT 5/ 6 + 83 SENTENCE FORMA. 7/ 9 + 77 RECALL INFORMA. 9/ 9 + 100 PARAGRAPH DEVEL 9/10 + 90 CONSTRUCT MEAN. 14/16 + 87 CAPITALIZATION 3/ 5 P 60 EVALUATE/EXTEND 11/11 + 100 PUNCTUATION 5/ 8 P 62 Subtest Avg 90 WRITING CONVEN. 6/ 8 + 75 Subtest Avg 80 MATH COMP DECIMALS 3/ 5 P 60 SPELLING FRACTIONS 1/ 5 - 20 VOWEL 7/ 8 + 87 INTEGERS 4/ 5 + 80 CONSONANT 5/ 6 + 83 PERCENTS 1/ 5 - 20 STRUCTURAL UNIT 4/ 6 P 66 ALGEBRAIC OPER. 3/ 5 P 60 Subtest Avg 80 Subtest Avg 48 Total Average 70 MATH APPS NUMERATION 5/ 6 + 83 NUMBER THEORY 3/ 6 P 50 DATA INTERPRET. 3/ 8 - 37 PRE-ALG/ALGEBRA 4/ 7 P 57 MEASUREMENT 3/ 6 P 50 GEOMETRY 0/ 7 - 0 COMP.IN CONTEXT 2/ 4 P 50 ESTIMATION 2/ 6 - 33 Subtest Avg 44 Assessment Results Total Assessments Completed: To view or email a detailed score report, click the title under the appropriate candidate. Start Date: o7i27i2oo7 End Date: osio3i2oo7 To view a detailed score report, click the title under the appropriate candidate. Select the checkbox next to the appropriate result to add to the Summary Report email. Un-Check All SUMMARY REPORT FOR SAMPLE, JANE Title: Basic Office Skills Date Elapsed Time Questions Score Global Average Percentile 100:08:46 Correct 117 8/3/2007 out of 47 36% 75% loth Select a New Report Return to Administration Center Check All W 01 Aviator EXAM Client ID: Name : Report Standard Aviator Full Report Printed 11/02/2005 14:50 * * * * * Demographics * * * * * Address: 4740 n.w. 25 ave Create Date: 11/02/2005 Modify Date: 11/02/2005 miami, fl 33142 Sex: Male Home phone: 305 431 3668 Disability: None Work phone: Ethnicity: Black Birthdate: 08/15/1980 Source: No Source Introduction * * * * * Skills Assessment Summary * * * * * Skills Assessment, assesses the three GED factors and the Aptitude factors of G,V,N,S,P,Q, and C. Data Entry allows entry of specific levels for Aptitudes K,F,M, and E. The square brackets indicate your level from this assessment. GENERAL EDUCATIONAL DEVELOPMENT R- REASONING x .. 1 .. 2.. 3 ..[4].. 5.. 6 M- MATHEMATICAL x .. 1 .. 2.. 3 ..[4].. 5 .. 6 L- LANGUAGE x .. 1 .. 2.. 3 ..[4].. 5 .. 6 APTITUDES G -GENERAL LEARNING ABILITY x .. 5 .. 4 .. 3 ..[2].. 1 V- VERBAL APTITUDE x.. 5.. 4.. 3..[2].. 1 N - NUMERICAL APTITUDE x .. 5 .. 4.. 3 .. [2].. 1 S- SPATIAL APTITUDE x .. 5.. 4 ..[3].. 2 .. 1 P- FORM PERCEPTION x .. 5.. 4 ..[3].. 2 .. 1 Q- CLERICAL PERCEPTION x ..[5].. 4 .. 3 .. 2 .. 1 C - COLOR DISCRIMINATION x.. 5 .. 4 .. 3 .. 2 ..[1] Aptitudes Derived from non -Aviator Assessments Aviator EXAM K - MOTOR COORDINATION No data available. F - FINGER DEXTERITY No data available. M - MANUAL DEXTERITY No data available. E - EYE -HAND -FOOT COORDINATION No data available. * * * * * Spatial Summary * * * * * The Spatial Assessment measures only the higher levels (1 and 2) of Spatial Perception. The result of this assessment was No Level Achieved Elapsed time: 11:40 * * * * * Interests Summary * * * * * Forced Choice Interest Survey The bar graph displays the results of the Interest Survey. For each interest area, the possible scores range from -11 to +11, indicated by the left and right vertical lines. The middle line is the zero -line. Low High Artistic Scientific Plants and Animals Protective Mechanical Industrial I Business Detail Selling I Accommodating Humanitarian I Leading -Influencing Physical Performing * * * * * Top Interest Areas * * * * * The Guide for Occupational Exploration organizes occupations into twelve interest areas. The evaluator used your results on the interest survey to select the following interest area(s) as your top area(s). Each interest area has a number of sub areas. Aviator EXAM Top Interest Areas were not selected * * * * * Search Criteria * * * * * Factors used (* marks factors used) GENERAL EDUCATIONAL DEVELOPMENT R - REASONING M - MATHEMATICAL L-LANGUAGE APTITUDES G - GENERAL LEARNING ABILITY V - VERBAL APTITUDE N - NUMERICAL APTITUDE S - SPATIAL APTITUDE P - FORM PERCEPTION Q - CLERICAL PERCEPTION K - MOTOR COORDINATION F - FINGER DEXTERITY M - MANUAL DEXTERITY E - EYE -HAND -FOOT COORDINATION C - COLOR DISCRIMINATION INTEREST AREAS O1 Artistic 02 Scientific 03 Plants and Animals 04 Protective 05 Mechanical 06 Industrial 07 Business Detail 08 Selling 09 Accommodating 10 Humanitarian 11 Leading -Influencing 12 Physical Performing *****Search Results***** Aviator EXAM Your assessment results were used to search Aviator's Occupational Database for occupations that most closely match your skills and interests. The factors used in the search are indicated by a " * " in the table below. For these factors, Aviator's best -fit search process accepts occupations that are within one level - plus or minus - of your assessed skill level. The other factors were not used in the search. A total of 0 occupations were selected. * * * * * Job Descriptions * * * * * Your evaluator chose to print the following job descriptions of occupations selected from the Occupational Database. No jobs selected. * * * * * Factor Definitions and Levels * * * * * GENERAL EDUCATIONAL DEVELOPMENT Factor Definitions and Levels is a group of three factors that describe education (formal and informal) which contributes to REASONING, MATHEMATICAL and LANGUAGE DEVELOPMENT. These three areas are also related to all job and classroom situations to some degree For example, a student in an algebra course would need a higher level of MATHEMATICAL DEVELOPEMENT than would a freshman in a basic mathematics course. Your profile indicates that you should be capable of performing tasks related to the following levels of General Education REASONING, MATHEMATICAL, and LANGUAGE DEVELOPMENT. R - REASONING: Factor Definition: the ability to carry out intellectual activities, ranging from applying commonsense understanding to applying principles of logic or scientific thinking to practical problems. x .. 1 .. 2.. 3 J4].. 5 .. 6 Job Task Examples at Level 4 includes: apply principles of rational systems (bookkeeping, house building, electrical wiring systems) to solve practical problems. M - MATHEMATICAL: Aviator EXAM Factor Definition: the ability to apply mathematical principles to solve problems ranging from addition and subtraction of small numbers to advanced calculus, modern algebra and statistics. x .. 1 .. 2 .. 3 J4].. 5 .. 6 Job Task Examples at Level 4 includes: apply mathematical principles to solve problems using algebra (solutions of equations), plane and solid geometry and shop math. L-LANGUAGE: Factor Definition: the ability to use language, ranging from simple reading, writing and speaking tasks to complex tasks such as reading and writing books, plays, scientific and technical manuals and being familiar with the theory, principles and methods of effective speaking. x .. 1 .. 2.. 3 J4].. 5 .. 6 Job Task Examples at Level 4 includes: read novels, poems, newspapers, dictionaries and encyclopedias. Prepare business letters and reports using prescribed formats and correct punctuation, grammar, diction and style. Participate in panel discussions, plays and debates. APTITUDES The eleven APTITUDES listed below characterize the specific abilities or capacities which assist individuals in learning required tasks, job duties or course content. G - GENERAL LEARNING ABILITY: Factor Definition: the general ability to learn, to reason and make judgments, to 'catch on' or understand instructions or underlying principles. x .. 5 .. 4.. 3 J2].. 1 Job Task Examples at Level 2 includes: perform accounting, manage a business, perform scientific lab tests, teach high school. V - VERBAL APTITUDE: Factor Definition: the ability to understand the meaning of words and to use them effectively, to comprehend language and to understand meanings of whole sentences and paragraphs. Aviator EXAM x .. 5 .. 4 .. 3 ..[2].. 1 Job Task Examples at Level 2 includes: read business material, teach at secondary school level or higher, interview job applicants, understand contracts. N - NUMERICAL APTITUDE: Factor Definition: the ability to perform arithmetic operations quickly and accurately. x .. 5 .. 4 .. 3 ..[2].. 1 Job Task Examples at Level 2 includes: perform advanced business math, do accounting, prepare plans for architectural features of buildings, solve standard formulas. S - SPATIAL APTITUDE: Factor Definition: the ability to think visually of geometric forms, to comprehend the two dimensional representation of three dimensional obj ects. x.. 5.. 4..[3].. 2.. 1 Job Task Examples at Level 3 includes: operate cranes, adjust printing press alignment, install electrical wiring, pack cargo areas. P - FORM PERCEPTION: Factor Definition: the ability to perceive detail in objects and make visual comparisons between objects based on slight differences in shape, width and length. x.. 5.. 4..[3].. 2.. 1 Job Task Examples at Level 3 includes: grade vegetable products, inspect watches and clocks, perform meat cutting. Q - CLERICAL PERCEPTION: Factor Definition: the ability to perceive important detail in words and numbers quickly and accurately. x ..[5].. 4 .. 3 .. 2.. 1 Aviator EXAM Your level indicated that you may need to work on this area. It could limit your opportunities, depending on the career areas in which you are interested. K - MOTOR COORDINATION: Factor Definition: the ability to coordinate your eyes and hands or fingers rapidly and accurately, in making precise movements with speed, and making response movements accurately and swiftly. No data available. F - FINGER DEXTERITY: Factor Definition: the ability to use your fingers to manipulate small objects rapidly and accurately. No data available. M - MANUAL DEXTERITY: Factor Definition: the ability to move the hands easily and skillfully and to work with the hands in placing and turning motions. No data available. E - EYE -HAND -FOOT COORDINATION: Factor Definition: the ability to coordinate the movement of the hands and the feet in relation to visual cues. No data available. C - COLOR DISCRIMINATION: Factor Definition: the ability to match or discriminate between colors by sight or from memory. x..5..4..3..2..[1] Job Task Examples at Level 1 includes: paint portraits, makeup actors and actresses, reweave oriental rugs. SPECIFIC VOCATIONAL PREPARATION Aviator EXAM Specific Vocational Preparation (SVP) is the amount of lapsed time required by a typical worker to learn the techniques, acquire the knowledge and develop the skills needed for average performance in specific job -worker situations. SVP does NOT include time spent in General Educational Development. 1 - short demonstration only 2 - over short demo up to 30 days 3 - over 30 days up to 3 months 4 - over 3 months up to 6 months 5 - over 6 months up to 1 year 6 - over 1 year up to 2 years 7 - over 2 years up to 4 years 8 - over 4 years up to 10 years 9 - over 10 years FUTURE GROWTH This is an estimate provided by the U.S. Department of Labor. It is their best guess for growth in an occupation between now and the year 2005. There are two things that are considered for job growth. One is the total number of job openings expected. The second is the percent rate of growth. If either of these is high, the career will be highly rated for growth. 0 - not rated 1 - employment will decline 2 - slower than average growth 3 - average growth 4 - higher than average growth 5 - rapid growth INTERESTS The GUIDE FOR OCCUPATIONAL EXPLORATION organizes all occupations in the DOT into twelve interest areas. O1 Artistic 02 Scientific 03 Plants and Animals 04 Protective 05 Mechanical 06 Industrial 07 Business Detail 08 Selling 09 Accommodating 10 Humanitarian 11 Leading -Influencing 12 Physical Performing Score Report Thank you for taking this test. For interpretation of your test score, please contact your Test Administrator. Company Name: Test Administrator/Recruiter's Email: Test Name: south Florida workforce - Carol City carocitypi@southfloridaworkforce.com Basic Office Skills Test Date: 8/3/2007 Elapsed Time: 00:08:46 Questions Correct: 17 out of 47 Percent Correct: 36% Percentile Ranking: 10 Global Average: 75% Test Description The Basic Office Skills test measures basic math and verbal skills. Topics include Basic Math (adding numbers, subtracting fractions), Business Math (business related word problems), Filing Skills (recognizing alphabetical order), Grammar, and Spelling. This test is designed for job candidates who need basic math and verbal skills in order to perform their job successfully. Assessments for Basic Computer Terminology, Numeric Filing, Basic Spelling, and Office Grammar and Spelling are also available. . Test takers, please contact your test administrator or recruiter for scoring guidelines. . Administrators, please refer to the Scoring Guidelines page within the Resources section of your Administration Center for scoring guidelines. I Assessment Results Total Assessments Completed: To view or email a detailed score report, click the title under the appropriate candidate. Start Date: o7i27i2oo7 End Date: osio3i2oo7 To view a detailed score report, click the title under the appropriate candidate. Select the checkbox next to the appropriate result to add to the Summary Report email. Un-Check All SUMMARY REPORT FOR SAMPLE, JANE Title: Basic Office Skills Date Elapsed Time Questions Score Global Average Percentile 100:08:46 Correct 117 8/3/2007 out of 47 36% 75% loth Select a New Report Return to Administration Center Check All W 01 IMAYAJ 3 INTIEEST PHdfILE CAN110 LIST Your Top Interest Areas Does this sound like you? Conventional You are an "Organizer". You enjoy systematic, step-by-step work tasks. You like to keep things neat and in order. You prefer working in stable environments with predictable routines. You are detail -oriented and persistent. You may describe vourself as efficient or dependable. Check out careers matchina vour interests Your Ranking of the Interest Areas Click a title to see a description of an interest area and all the careers associated with it. Keep in mind that the higher the ranking, the better the interest area matches you. Print This I E-mail This Conventional [16...] Enterprising [14...] Realistic [13...] Social [13...] Artistic [9...] Investigative [8...] Does this sound like you? Think about these results and write your thoughts in your Portfolio Journal. Espanol ;3 Check out career profiles and zones as well as personal assessments: a Resume Builder Job Interview Practice Career Finder Intaract Prnfilar Work Values Sorter more... Find post -secondary schools, programs and financial aid: School Finder Scholarship Finder Compare Schools mnra BUILDER Mix and match your future options — work, learning and the rest of life — to create the right future for you. Sign In to View Sign In 3 sa.wth. jtorido Customized Training o4greement Organization Name: Street Address: City & County: Zip Code: Authorized Contact Person: Title: Telephone Number: Fax Number: Email Address: Website Address: Date of Establishment: Years in Business: # FT Employees: Are you current on all Federal, State, and Local Taxes? YES' NO TAX EXEMPT What is the legal structure of your organization? What is your organization's primary SIC Code? What are your organization's other SIC Codes? Check your SIC Codes here: Miami -Dade Monroe What is your Federal Employer Identification Number (EIN)? Learn about EINs here: EIN What is your Unemployment Compensation (UC) ID#? Learn about UC here: UC What is your Florida Sales & Use Tax (FSUT) number? Learn about FSUT here: FSUT Please describe your business, its products and/or services, and your customer base: Please describe in detail need for training current workforce: Training Start Date: (a) Grant Request Dollars: $ _ (e) Total Number of Trainees 0 (b) Your Matching Funds: $ _ (f) SFW Cost Per Trainee: (f = a / e) (c) Total Cost: (c = a + b) $ _ (g) Current Employee Average Hourly Wage: $ _ (d) Matching Fund % : (d = b / c) 0 0% (h) Post Training Average Hourly Wage: $ _ Will this training avert any lay-offs at this location? F- YES F- NO If YES, how many? Will this training create any vacancies that SFW can help fill? F- YES F- NO If YES, how many? Will improve long-term wage levels of trainees F- YES F- NO Will improve short-term wage levels of trainees I— YES F- NO Critical to long-term visibility of our organization F- YES F- NO Critical to short-term viability of our organization F- YES F- NO Will help prevent organization having to relocate operations F- YES F- NO Will lower employee turnover F- YES F- NO Is your organization receiving State or Federal funding for this training request F- YES F- NO If yes Please Explain Isthistraining for Incumbent employees I F- YES F- NO We have identified 0 employees that meet the definition of self-sufficency as defined by SFWIB but will not be retained unless additional training or services are received. Contract Number Funding Source I hereby certify that the information listed above and attached to this application is true and accurate. I am aware that any false information or intended omissions may subject me to civil or criminal penalties for filing of false public records and/or forfeiture of any training award approved through this request. NAME: TITLE: SIGNATURE: DATE: PM south f lorida , CWtomized Training 94greement W(n,-) j T- k�j/ C) T c a £mp[oy Horida Training Program Budget Page 3 of 4 Print date: 9/25/2007 @ 2:13 PM south f lorida c Customized Trainingo4greement WVTJ cc) if a- C Employ Florida 7 Training Provider Name (1): Street Address: Type of Trainer: City & County: Zip Code: Authorized Contact Person Title: Telephone Number: Fax Number: # Training Description Training Location 1 2 3 Training Provider Name (2): Street Address: Type of Trainer: City & County: Zip Code: Authorized Contact Person Title: Telephone Number: Fax Number: # Training Description Training Location 1 2 3 Attach your latest 1 OK, audit report, annual report, or equivalent financial statement. Attach a completed Request for Taxpayer Identification Number & Certification W 9 Form As an authorized representative of the organization applying for the "Customize Training Award", I hereby certify that the information listed above and attached to this application is true and accurate. I am aware that any false information or intended omissions may subject me to civil or criminal penalties for filing of false public records and/or forfeiture of any training award approved through this program. NAME: TITLE: SIGNATURE: DATE: Training Provider Information Page 4 of 4 Print date: 9/25/2007 @ 2:13 PM PY' 2007-2008 - ALLOWABLE CAP SUPPORT SERVICES MANDATORY One (1) service up to $300 once in a life -time as a mandatory customer Automobile Repair Automobile (vehicle repairs are restricted to those affecting the safe functioning of the vehicle.) Routine maintenance (oil changes and wiper blades) or non -essential components such s audio, climate control and auto body repairs are prohibited. Clothing $200 per year $150 per year when not issued in conjunction with an ITA Uniforms Automobile Liability Insurance One (1) policy up to $300 once in a life -time as mandatory customer Background /Fingerprinting $150 per year when not issued in conjunction with an ITA "Books and School Supplies $250 limit per year when not issued in conjunction with an ITA Drug Test/Physical Exam $150 per year when not issued in conjunction with an ITA Maximum - $20 per week "Gas Cards 4 week month — maximum $80 5 week month — maximum $100 "Transit Vouchers $250 per month - Monroe "Transit Passes 1 per month "Transit Tokens 30 per month - $43.50 Occupational License $250 per year "Tuition, School Lab Fees Fees are established and posted on the SFW website (ITA Voucher0 "Tools $75 per year when not issued in conjunction with an ITA Work Permit $180 per year Credential Validation and Translations $150 per year "Childcare Fees paid by the Early Learning Coalition Expunge and Seal $150 — once in a life -time 30 days 60 days 180 days Full -Time "Job Retention Incentive Customer $100 attainment $150 attainment $250 attainment bonus Employment bonus bonus Part -Time Customer $50 attainment $75 attainment $125 attainment bonus Employment bonus bonus *These services are excluded from the annual support service cap of $800. UNIVERSAL REFERRAL FORM Attachment 1-A south florida Crripioy Ficrida Name: Date: Mailing Address: City: State: Zip Code: Telephone #: Race: Sex: Date of Birth: Military Veteran: [ ] Yes [ ] No Highest Education Level Completed: Currently Enrolled in School: [ ] Yes [ ] No E-Mail Address: Name of School: Case Mgr. Name: Date: Agency: Tel.#: Address: City: State: Zip Code: E-Mail Address: Currently Working? [ ] Yes [ ] No Current or Last Employer: Address: City: State: Zip Code: Telephone #: Start Date: End Date: Job Title: Hours Per Week: Salary: Job Description: Reason for Leaving: Name: Date: Agency: Address: City: State: Zip Code: E-Mail Address: Purpose of Referral: Appointment Date: Appointment Time: Referring Agency: (1) E-Mail this form to agency shown in Section D prior to the appointment. (2) Give the participant a copy of this form.