016.20.95 Ark. Code R. 016
In an effort to strengthen the.level of activities available to customers in the E&T program, three additional components have been added - GED/High School Completion, English as a Second Language, and JTPA Referral. These components were chosen as a means to reaching those who may not possess the skills or employer qualifications needed to actively look for employment or to become employed.
Additionally, the State has chosen to add a categorical exemption to the program- those who have received food stamp benefits for three months or less.
It is anticipated that all eligible, mandatory work customers in the designated E&T counties, will be referred for participation. Each E&T component has a targeted population regarding who will be assigned for participation in the component activities. Additional information relative to this.subject can be found in B-l in this section which provides a complete description of each E&T component.
** * '.
The following components will be included in Arkansas' E&T Program:
Independent Job Search Job Club - GED/High School Completion English as a Second.Language JTPA-Referral
The Arkansas Department of Human Services, Division of County Operations, has assumed responsibility for delivery of.services to Food Stamp and AFDC customers through the Project SUCCESS program. The Employment and Training and JOBS programs are both operated under Project SUCCESS and the structure of the two programs is as similar as possible given the differences in funding and regulations. The county office staff is comprised of dedicated workers for -service delivery to each program.
- Anticipated number of customers expected to be eligible for Transportation/Other reimbursement 1339
- Anticipated number of customers expected to be eligible for Child Care 40
- Number of job contacts that will be required over what period: Component duration may encompass up to sixteen (16) weeks during a 12 month period. During assignment, customers will be required to make at least three job contacts each week of assignment.
- Targeted Population: Customers assigned to this component will be those individuals who l)have no barriers that would prevent employment, and 2) already possess job seeking skills or training.
- Organizational Responsibilities: Project SUCCESS field staff of DHS will be responsible for provision of services. Designated E&T workers will conduct assessment, make assignments to components, and develop, arrange, and/or coordinate supportive services.
- Method of monitoring job contacts: The E&T worker will monitor compliance by reviewing submitted forms, and conducting random telephone sampling for a designated number of cases, with an employer who was reported by the customer as having interviewed the customer. Results of the contact will be documented in the appropriate narrative.
- Per customer cost of customer reimbursement: Dependent care $ 250.00
- Transportation and Other $ 50.00
- Cost of the component per placement $ 181.72
- Total cost of component including reimbursement 5 218,696 excluding reimbursement $ 141,746
-Description of component: Job Club is a non-work component, customers will be provided employment counseling, motivational techniques, and effective job search method instructions. customers will be seeking employment following their approved job search activity plan outlining the activities to be performed each week.
- customers will be required to participate in at least one group session. Activities during the group session may include, but are not limited to: reviewing interview skills, motivational exercises, guest speakers, video/film presentations, review of customers' job search activities, review of job seeking techniques, and discussions on special topics, such as budgeting time and money, how to keep a job, and trends in ,the labor market.
- Geographic areas covered and variation among local areas: Job Club will operate in all 12 counties. The requirements for participation and activities for customers in all counties will have no variation.
- Anticipated number of mandatory customers who will enter component 476
- Anticipated number of volunteer customers who will enter component -0-
- Anticipated number of NOAAs to be sent for failure to comply with requirements 190
- Anticipated number of customers to be eligible for Transportation/Other Cost reimbursement 476
- Anticipated number of customers to be eligible for Child Care 14
- Targeted Population: customers assigned to this component will be those who:
- Level of customer Effort: customers assigned to this component will be required to complete up to one week of job skills and job readiness classroom activities, followed by eight weeks of assisted job search activities.
- Duration: Nine (9) weeks
- Organizational Responsibilities: Project SUCCESS E&T workers of DHS will have responsibility for provision of services associated with this component.
- Per customer cost of customer reimbursement. Dependent Care $ 250.00 Transportation and Other $ 56.25
- Cost of the component per placement $ 265.55
- Total cost of the component including reimbursement $ 106,224
excluding reimbursement $ 75,949
- Type of education activities: This component is designed to provide GED educational opportunities to designated customers to assist them in acquiring a high school diploma/equivalency.
- Geographic areas covered and local variations: This component will operate in all 12 counties, and there will be no variations among counties/local areas.
- Anticipated number of mandatory customers who will enter component 744
- Anticipated number of volunteers who will enter component -0-
- Anticipated number of NOAAs to be sent for failure to comply with component 298
- Anticipated number of customers to be eligible for Transportation/Other Costs 744
- Anticipated number of customers to be eligible for Child Care __22.
-Targeted population: Mandatory E&T customers who are 1) in need of a high school education or education {including computer assisted instruction) designed to prepare them for obtaining a high school equivalency certificate in order to become job ready; and 2) possess at least an 8.9 grade literacy level will be assigned to and participate in this component.
Level of customer effort: customers will be required to attend classes and comply with the educational requirements/activities outlined by the attending institution.
Duration: Participation in this component will be based on the requirements of the attending institution, but no less than 3 hours per week over a 12 month period.
Organizational Responsibilities: Project SUCCESS E&T staff will have responsibility for referring customers to GED classes and monitoring attendance and progress.
. - Link to employment: The services obtained from this component will better prepare customers for entering the working world in employment areas that require a high school diploma as a criteria for hiring consideration.
Per customer cost of customer reimbursement. Dependent Care 5 250.00 Transportation and Other $ 150.00
Cost of the component per placement $ 199.77
Total cost of the component including reimbursement $ 206,200 excluding reimbursement $ 89,100
Type of education activities: This component is designed to provide assistance in English proficiency and/or communication.
Geographic areas covered and local variations: This component will operate in all 12 counties, with no variation among local areas.
Anticipated number of mandatory customers who will enter component 119
Anticipated number of volunteer customers who will enter component -0-
Anticipated number of NOAAs to be sent for failure to comply with component 48
Anticipated number of customers expected to be eligible for Transportation/Other Costs 119
Anticipated number of customers expected to be eligible for Child Care __4
Targeted population: Mandatory E&T customers who 1) have limited or no proficiency in the English language or, 2) have some competence in communicating in English and could benefit from participation in this component.
Level of customer effort: customers will be required to attend classes to increase their knowledge and proficiency in the English language, and comply with requirements of the attending institution/agency.
Duration: Participation in this component will be based on requirements of the attending institution or agency offering the course, but at a minimum, customers will be required to attend at least 3 hours per week over a 6 month period.
- Organizational Responsibilities: Project SUCCESS E&T staff will have responsibility for referring customers and monitoring attendance/progress.
Link to employment: Services obtained from participation in this component will assist customers in improving communication skills which will be beneficial "when approaching prospective employers.
Per customer cost of customer reimbursement. Dependent Care $ 250.00 Transportation, and Other $ 100.00
Cost of the component per placement $ 258.34
Total cost of the component including reimbursement $ 31,242 excluding reimbursement 5 18,342
Type of component: A referral component that may encompass work or non-work activities.
Description of component: A referral component for mandatory E&T customers who are in need of services provided by the JTPA program that cannot be acquired from participation in other E&T components. Activities may include but are not limited to: literacy, Adult Basic Education, occupational skills training, on-the-job-training, and work experience.
Geographic areas covered and local variations: This component will operate in all 12 counties, with no variation among local areas.
Anticipated number of mandatory customers who will enter component 297
Anticipated number of volunteer customers who will enter component -0-
Anticipated number of NOAAs to be sent for failure to comply with component 95
Anticipated number of customers expected to be eligible for Transportation/Other Costs 297
Anticipated number of customers expected to be eligible for Child Care ___9
Targeted population: Mandatory E&T customers who are need of services that cannot be obtained from participation in another E&T component. These activities may be ABE, literacy, on-the-job training, or work experience.
Level of customer effort: Participation in this component will be based on JTPA requirements for the designated activity.
Duration: The length of component assignment and subsequent participation will be based on the' requirements for the activity offered by JTPA.
Organizational Responsibilities: Project SUCCESS E&T staff will have responsibility for referring customers and monitoring attendance/progress.
Per customer cost of customer reimbursement. Dependent Care $ 250.00 Transportation and Other $ 75.00
Cost of the component per placement $ 187.92
Total cost of the component including reimbursement $ 62,485 excluding reimbursement $ 37,960
Project SUCCESS will operate the E&T program in twelve (12) of Arkansas' seventy-five (75) counties during Fiscal Year 1996.
All components will be operational in the 12 counties, but the map specifying E&T coverage is being included for informational purposes.
October 31, 1995 29,750
November 1, 1995 and September 30, 1996 26,986
The number of work customers in the state is based on data compiled from the Food Stamp Automated System (FACTS) as well as the current levels of actual customers in the state.
The estimated work customer figures are based on actual participation levels for the current fiscal year. These figures are unduplicated counts as an individual is counted only once during a fiscal year as a new work customer. The state is able to track individuals who work register more than once a year through the FACTS system.
Special Situation - Home Schooling- If an E&T customer is "home schooling" his/her child(ren) and participating in the E&T program would interfere with the hours s/he is teaching, the individual would not meet the criteria to be exempt from work registration. Also, s/he would not meet the State's criteria to be granted an individual exemption. In these special situations, participation would not be required and the cases will be handled in the following manner:
Table la provides information requested under heading for FY 1996.
____________Table 1a_________________
Estimated Participant Levels Fiscal Year 1996
A. | Total number of work registrants In state during the planned Federal Fiscal Year. | 56,736 |
B. | List exemptions and the number of work registrants categorically exempt from E&T participation. 23,262 | |
1* geographic exempLion (63 counties) 2 non - geographic exemption | ||
Total | 32,907 |
C. List exemptions and the number of work registrants individually exempt from E&T participation.
1- lack of child care | 198 | ||
2. lack of transportation 3 pregnancy | 5,S94 1Qfl | ||
4. temporary medical exemption | 988 | ||
5. monthly expenses exceed maximum reimbursement limits 6. 7 | 1,974 | ||
8. | Total | 8,952 | |
D. | Total number of work registrants exempt fr | omE&T(B+o | 41,859 |
E. | Percent of all work registrants exempt from | l E&T (D/A) | .74% |
F. | Number of E&T mandatory participants* (A - | -D) | 14,877 |
"Regulations define someone as a "mandatory participant" if the person is a work registrant who is not exempt under the State E&T program. A mandatory participant is not necessarily actively participating in a State E&T component.
-..; ,-.-y.v" ::. V ' r' :' [GREATER THAN] -* .. ; .:; . trr-" Arkansas has' chosen, not,/to' exercise tHe 30 day exemption option offered. Instead, *:-We Will-adjust the base number of E&T customers downward by 10% at the end of the year.
Table 2a provides'a'summary of the'E&T caseload expected to be 'placed1in the program for FY 1996.
comply with E&T requirements, and to provide an opportunity for resolution of the problem so that the individual may participate in E&T and work toward self-sufficiency rather than be sanctioned.
When the Project SUCCESS worker determines that non-compliance in meeting E&T requirements has occurred, a conciliation will be conducted. The entire conciliation process will last no longer than 20 calendar days and will begin the day following the date the worker first learned of the non-compliance by the customer. Conciliation may be conducted either by telephone or face-to-face interview and must be conducted within ten (10) calendar days of date of discovering non-compliance.
During the conciliation session, the worker will inform the non-complying customer of the following:
If the customer complies with the E&T requirement during the conciliation session, the worker will end the session on the day that compliance is achieved. If the worker determines during the session that the customer had good cause for not cooperating, no conciliation will be considered as held. If the customer does not comply during the conciliation session, the worker will notify the Food Stamp worker the same day of this information and request sanction.
The Food Stamp worker will be responsible for preparing and sending Notice of Adverse Action (NOAA) to the household using form, DCO-1, advising of proposed sanction.
After receipt of form DCO-1, the customer may contact the Project SUCCESS worker seeking to prevent a sanction. The worker will determine what action(s) must be taken during the ten days and inform customer of same. Depending on the situation, compliance may be demonstrated by 1) complying with the same requirement with which the customer originally failed to comply; or 2) complying with another E&T requirement as assigned by the worker, and who must ensure that the assignment for compliance can be completed within the ten day timeframe. If the customer contacts the worker during the ten day notice period but is unable to comply due to circumstances beyond his control (i.e. no component available), the worker will notify the food stamp
ATTACHMENT A ARKANSAS DEPARTMENT OF HUMAN SERVICES Organizational Chart
ATTACHMENT C
Coordination Time Frames
Table 5a shows an estimate of the total cost of the State's E&T program as well as the sources of funding for FY 1996.
Table 4a shows an estimate of operating expenses by component as well as administrative expenditures, not associated with one particular component, but the overall operation of the State's E&T program for FY 1996.
Please refer to the page titled "Food Stamp E&T Budget Summary and Narrative", for a complete explanation of cost information on Table 4a. The costs listed in Table 4a do not represent any service to individuals not receiving food stamps.
In-kind contributions will not be used for any matching of funds. The State will provide customer reimbursements to all eligible E&T referrals who are actively participating in an assigned component.
Supplantation of state educational costs from the State to the Federal government has not and will not occur. Certain E&T customers may be assigned to and participate in one or more of the education components, but there will be no cost assessed the E&T program associated with these components, customers will access educational services through referrals to other state agencies. The only expense associated with education will be by means of reimbursement to customers for transportation, child care, and other costs during component participation, and up to the established limits in place for the service.
Prior to the worker authorizing any type of supportive service, the designated provider must meet established requirements, and form DCO-1427 must be completed and signed by all parties.
Documentation of reimbursable expenses must be submitted to Project SUCCESS within a timeframe established and explained to the customer/provider. Verification of submitted expenses will be accomplished by the Project SUCCESS worker {i.e. school attendance, component compliance, etc.) prior to receiving any reimbursement.
The Project SUCCESS Unit administers the E&T program for food stamp customers, as well as the JOBS Program for AFDC customers. In the twelve (12) counties where the E&T program will be operational, full time E&T workers will be located in each county. These workers' time will be fully dedicated to E&T and all activities associated with operation of the program and providing services to individuals referred to the program.
Any other cost associated with the E&T program will be based on cost allocation. The Department of Human Services Cost Allocation Plan for 1995 has been submitted and approved by Department of Health and Human Services (DHHS).
__________Table 4a_______________________
Operating Budget Fiscal Year 1996
Components | State Agency Costs | Contractual Costs | Participant Reimbursement (State plus Federal) | State Agency cost for Dependent Care Services | ||
Salary & Benefits | Other Costs | Dependent Care | Transportation & Other costs | |||
H component J Ind. Job Search (1) | $141,746 (2) | -0-(3) | -0-(4) | $10,000 (5) | $66,950 (6) | -0-(7) |
total:$ 218,696(8) | ||||||
Second Component Job Club (1) | $75,949 (2) | -0-(3) | -0-(4) | $3,500 (5) | $26,775 (6) | -0-(7) |
i Total: (8) $106,224 | ||||||
Third component GED (1) | $89,100 (2) | -0-(3) | -0-(4) | $5,500 ______J_5)_______ | $111,600 _____J&_____ | -0-(7) |
I $206,200 | ||||||
Total Component Costs: (9)
Overall State Agency E&T Operational Costs: (10)
Total State E&T costs: (11)
Components | State Agency Costs | Contractual Costs | Participant Reimbursement (State plus Federal) | State Agency Cost tor Dependent Care Services | ||
Salary & Benefits | other Costs | Dependent Care | Transportation & Other Costs | |||
Fourth Component ESL (1) | $18,342 (2) | -0-(3) | -0-(4) | $1,000 (5) | $11,900 (6) | -o- (7) |
| Total: (8) $31,242 | ||||||
I Fifth Component 3TPA Referral I (1) | $37,960 (2) | -0-(3) | -0-(4) | $2,250 (5) | $22,275 (6) | -0-__________[LESS THAN]7J__________ |
Component (1) | (2) | (3) | (4) | (5) | (6) | (7) I |
| Total: (8) | ' -IT'1 ---------- | 11 | ||||
Total Component Costs: (9) $624,847
Overall State Agency E&T Operational Costs: (10) $647,011
Total State E&T Costs: (11) $1,271,864
_______Table 5a___________
Planned Fiscal Year Costs of the State E&T Program by Category of Funding - FY 1996
Estimate of FY . 1995 Expenditures | Fiscal Year 1996 | ||
1. | E&T Grant Funds (100% Federal): | $729,280 | $735,114 |
2. | Additional E&T Expenditures: | $275,000 | $275,000 |
50% Federal: | $137,500 | $137,500 | |
50% State: | $137,500 | $137,500 | |
3. | Participant Expenses Reimbursed: | $234,444 | $239,500 |
a. up to §25 per month for transportation and other costs | |||
50% Federal: | $117,222 | $119,750 | |
50% State: | $117,222 | $119,750 | |
b. up to S160 per dependent per month for dependent care costs | $ 21,750 | $ 22,250 | |
50% Federal: | $ 10,875 | $ 11,125 | |
50% State: | $ 10,875 | $-11,125 | |
c. Above S25 per month for transportation and other costs (optional) 100% State: | 0 | 0 | |
d. Above §160 per dependent per month for dependent care costs (optional) | n | n | |
100% State: | U | u | |
4. | Total E&T Program Costs d + 2 + 3a + 3b = 4): | $1,260,474 | $1,271,864 |
include what Fiscal Year 1995 anticipated claims will be, based on actual expenditures as of the time of plan preparation.
FOOD STAMP E&T BUDGET SUMMARY AND NARRATIVE ADMINISTRATIVE COSTS/SERVICE DELIVERY 80% of Total Budget - Administrative Costs/Service Delivery
$ | 696,979 | - Department of Human Services salaries |
$ | 101,011 | - Department of Human Services fringe benefits |
$ | 212,124 | - Other Costs (see list below) |
- Handling referrals | - Customer Assessment Process |
- Non-financial reporting | - Case Management |
- Financial reporting | - Employability Planning/Update |
- Forms completion | - Indirect Costs |
- Operational costs | - Job Development |
$ 1,010,114 - Total Administrative Costs
PROGRAM COSTS (Reimbursement-Incentive Payments)
2 0 % of Total Budget - Program Costs
$ 239,500 Customer reimbursement payments excluding child care based on a projection that all customers listed in the plan as eligible to receive reimbursement will do so. The customer cost is based on duration for each component. ** Please refer to explanation on following page.
$ 22,250 Customer reimbursement for child care only.
Based on current and past information, child care costs have been at a minimum. It is projected that 3% of all E&T customers will require child care assistance for a one month period of time during participation in the program.
* Please refer to explanation on the following page.
$ 261,750 Total Program Costs
$ 1,271,864 Total Budget
BUDGET NARRATIVE
These costs are claimed in accordance with the concept of dedicated E&T workers in designated counties, coupled with the Department of Human Services Cost Allocation Plan. Actual salary information and data obtained for the first, second and third quarters (10/1/94-12/31/94), (1/1/95-3/31/95), and (4/1/95-6/30/95) of Federal Fiscal Year 1995 were viewed and taken into consideration, but because of the changes made in the plan relative to program structure, additional components, etc., projections were made utilizing additional information to develop costs for the forthcoming fiscal year. These projections are separated by: Salaries/Fringe Benefits ($696,979/$101,011) and Other Costs ($212,124) which includes: non-financial reporting requirements, financial reporting requirements, handling referrals of potential E&T customers, customer assessment process; case management; employability planning/update; indirect costs, forms completion, and job development. A considerable amount of worker time is devoted to performing these duties, not related to any particular component but duties accomplished on a day-to-day basis. These projected costs are included on line 10 of Table 4a- Overall State Agency E&T Operational Costs. These costs also represent agency staff devoted to oversight of the Program.
Costs per component were based on activities related to each component. These costs include such activities as component assignment, monitoring compliance, assisting with supportive services, referral to other agencies, conciliation process, and sanction requests.
** Per customer costs associated with reimbursements were derived using the following methodology: Transportation and other costs using maximum monthly amount of $25 and associating this with 1) the specified duration for each E&T component, and
2) the average length of time a customer is expected to be eligible for reimbursement.
* Per customer costs associated with child care were derived from the following methodology: expenditures for child care costs reflect that most E&T child care is needed either part time or for a very short duration. Minimal child care, is required during school months as the majority of children of E&T customers are in school during the time an individual is required to participate in assigned E&T component activities. Statistics also show that the average child care was paid for a maximum of 1 child. Based on this information, as well as component duration for each component, and differentiation in charges by providers, the costs listed in Part I were developed. Costs associated with child care has been increased in this plan to reflect the removal of the $160 limit. The state will now pay the amount the provider charges, up to the maximum established daily rate. This payment system is the same as that in place for the JOBS program.
Each county operating an E&T program is required to submit a monthly report of E&T activities using Form DCO-1420 or utilizing the WISE/WISE JR MIS system. Information reported includes number of work customers, exemptions, component participation, conciliations. Notice of Adverse Actions (NOAA), and sanctions. This report is required to be submitted to Central Office, Research & Statistics Unit, by each county on a monthly basis.
Danny Moye
Arkansas Department of Human Services Division of Administrative Services Research & Statistics Unit (501) 682-6261
Gerald Fitzgerald
Arkansas Department of Human Services Division of Administrative Services Managerial Accounting (501) 682-6334
The Program contact person for E&T operations is:
Debbie Bousquet
Arkansas Department of Human Services
Division of County Operations
Project SUCCESS Unit
(501) 682-8264
Exhibit 2: Summary of Federally Required Non-Financial Reporting on E&T Program- Form FNS-583
The above described report will be submitted on a quarterly basis within the specified timeframes set forth by FNS.
Any additional information requested from FNS relative to the contents of the State's E&T plan will be provided upon request.
This section of policy will provide information relative to scheduling and conducting an assessment. Workers will utilize established guidelines and procedures for case handling relative to the following:
scheduling/re-scheduling assessment failure to attend assessment assessment process conducting assessment job readiness
developing/completing EP plan target population
The assessment will be scheduled and completed by the PS Family Support Specialist within 20 working days of the date the referral was received by the Project SUCCESS Unit for all JOBS customers. All UP customers will be assessed within thirty calendar days.
EXCEPTION: Assessment may be conducted by telephone or mail for only those referrals who are already involved in activities at the time of referral (i.e., self-initiated training/employed). This exception will be used if the PS Family Support Specialist determines that a face-to-face interview will interfere with the work hours/activities. This determination will be made on a case-by-case basis and the case record documented accordingly.
Individuals referred to the JOBS program will be scheduled for an assessment by the worker no later than five working days after receipt of the referral from the AFDC Family Support Specialist. The appointment notice will be sent advising the individual of the following information: time, date, location of the assessment, and steps to follow if unable to keep scheduled appointment.
The appointment notice will instruct the individual to contact the worker if child care is needed to attend the assessment. Refer to CCM 4025.
If the customer contacts the worker prior to assessment and is unable to attend the session, the worker will reschedule the assessment activity. The appointment notice will be mailed no later than (5) working days after the participant contacts/notifies the worker and requests new appointment time. The case narrative will be documented accordingly.
If the customer fails to attend the scheduled assessment, and does not contact the worker, a second appointment will not be given. The worker will begin the conciliation process using the guidelines in PS 1730. The case narrative will be documented accordingly.
Only JOBS customers assigned to the Work Experience/OJT component will be entitled to receive component related reimbursement prior to commencing participation. This will be paid only after assignment to the component and determination by the PS Family Support Specialist that the expense is necessary In order for the individual to commence participation. Reimbursement on the WISE system does not allow a check to be generated for anticipated future month expenses, therefore, if a customer is in need of this service 1n order to commence participation, the PS Family Support Specialist (with the approval of the Economic Services Supervisor/Designee) may authorize up to $50.00 utilizing the list found in PS 1391. Check generation for this expense will be accomplished by keying in all appropriate information on RSRP.
The PS Family Support Specialist will ensure that the customer has not reached or exceeded the monthly limit for reimbursement prior to authorizing this payment. If this occurs, the reimbursement must be delayed until the new month and the case narrative will be documented accordingly.
Project SUCCESS JOBS customers will be reimbursed while participating in approved component related activities. The PS Family Support Specialist may approve an item for reimbursement at her/his discretion but only from the list approved for reimbursement. Even though an item is listed, this should not be the sole reason for approving the reimbursement. Component related expenses are limited to: uniforms, stockings, shoes, telephone expenses, copies, postage, newspaper, grant fees, criminal background checks, finger printing, driver's license fees, tags, and tires. Eyeglasses, physical examinations, and immunizations not covered by Medicaid, other health insurance or some other service will be covered by Project SUCCESS.
The monthly reimbursement limit of $150 will apply when expenses are approved. The PS Family Support Specialist will document in the case narrative the amount and reason for reimbursement along with any other pertinent information. Refer to PS 860 and 1392 for explanation of exceptions to reimbursements.
Reimbursement for supportive services in the Training component will be limited to a maximum of 12 months. The 12 month reimbursement limit will begin from the first month of assignment and will reflect the number of calendar months the customer has been assigned to the Training component. If a customer is assigned to the Training component for a partial month, it will be counted as a month of assignment for this purpose. Project SUCCESS funds will not be used to pay for any tuition, books, fees etc., for customers in training activities. See PS 856 for additional training component restrictions.
Project SUCCESS will not provide, pay for, or reimburse JOBS customers for any expenses while participating in approved training activities. The PS Family Support Specialist will ensure that all available resources have been explored by the participant to secure funds for payment of training expenses (see PS 1260 for exception relative to Education component expenses).
As with all actions taken on a Project SUCCESS case, the PS Family Support Specialist will document in the case narrative efforts made to secure other appropriate funds.
Each JOBS customer who is an employee or applicant for employment in a child care facility is required to submit to a criminal records/fingerprint check. This check is required if the customer has not been a resident of the state of Arkansas for the six consecutive preceding years. The child care facility will provide the customer with the necessary form(s) which will be submitted to the Child Care Licensing unit. Payment/reimbursement for these expenses will be made in accordance with established policy (PS 1380, 1385-1391) guidelines.
The Marketing Specialist should not be disappointed if every marketing contact does not yield a job order. The Marketing Specialist should develop name recognition for Project SUCCESS and should develop a long-term relationship with the employer. The frequency of marketing contacts will vary according to the needs of area employers.
A job order is an agreement with an employer to interview/hire a Project SUCCESS customer(s). The job order may be for unsubsldized employment or unsalaried Work Experience. Job orders are developed by the Marketing Specialist.
The Marketing Specialist will use the Job Order (DCO-1416) to obtain information about the job opening(s) from the employer. The Marketing Specialist will track the results of the referrals he makes to the employer by using the Job Order form.
The Marketing Specialist will solicit input from the other Project SUCCESS staff to select customers to refer the job openings. The Marketing Specialist also will have a job bank which can be used for referrals.
The job bank can consist of a card file or a computer data base. It should be organized/divided by job titles. The names of interested/experienced customers and pertinent information about them should be contained under each job title. This will assist the Marketing Specialist in matching the needs of employers and customers.
To develop a job bank, the Marketing Specialist can interview customer and/or collect data from their case records/employability plans. The Marketing Specialist can coordinate with the Job Club Leader to talk to customers when they come to the initial week of group instruction or during one of the follow-up group sessions of Job Club. PS Family Support Specialist can coordinate with the Marketing Specialist to refer interested customers to him when they come in for assessments/appointments.
* The Marketing Specialist will have at least one face-to-face meeting with the customer before the customer goes to the job interview. If a customer is referred for an interview with a child care facility, the Marketing Specialist will inform the customer of the need to have a criminal records/fingerprint check completed (refer to PS 1394). This will also give the Marketing Specialist an opportunity to answer any questions the customer may have, provide encouragement, and correct any concerns that may arise, such as inappropriate attire.
When the Marketing Specialist refers a customer to an employer for unsubsidized employment, the Marketing Specialist will give the customer a Job Referral Card (DCO-1431) and a postage-paid, self-addressed envelope. The customer will give these to the employer. The employer will complete his part of the form, providing the results of the interview, and will mail the form back to Project SUCCESS. If the card is not returned, the Marketing Specialist should contact the employer for the information.
Additional guidelines for Work Experience job orders and referrals are found in PS 830.
Marketing Specialists and PS Family Support Specialists will report entered employments via the Entered Employment/Outcome Log (DCO-1418). The Marketing Specialist will use the DCO-1418 to check job retention. Follow-ups will be
conducted during the last five (5) working days of the following month after the customer enters employment or is placed in the Employed component (see Policy 890.)
This section of policy will provide Information relative to scheduling and conducting an assessment. Workers will utilize established guidelines and procedures for the following:
scheduling assessment;
re-scheduling assessment;
failure to attend assessment;
assessment process;
conducting assessment;
developing the Employability Plan; and
completing Employability Plan
The assessment process must be completed within 20 working days of the date the referral was received by the Project SUCCESS unit.
Individuals referred to the E&T program will be scheduled for an assessment by the worker no later than five working days after receipt of the referral form from the Food Stamp Family Services Specialist. The appointment notice will be sent advising the individual of following information: time, date, location of the assessment, and steps to follow if unable to keep scheduled appointment.
The appointment notice will instruct the individual to contact the worker if child care is needed to attend the assessment. Refer to CCM 4025.
If the customer contacts the worker prior to assessment and is unable to attend the session, the worker will reschedule the assessment activity. The appointment notice will be mailed no later than (5) working days after the customer contacts/notifies the worker and requests new appointment time. The case narrative will be documented accordingly.
If the customer fails to attend the scheduled assessment, and does not contact the worker, a second appointment will not be given. The worker will begin the conciliation process using the guidelines in PS 4430. The case narrative will be documented accordingly.
016.20.95 Ark. Code R. 016