WorkFirst HandBook

Employment Services

4.2 Job Preparation/Job Search

The Employment services - Job Preparation/Job Search section includes:

• 4.2.1 What is "Job Preparation"?
• 4.2.2 What activities and resources are available during Job Preparation?
• 4.2.3 What is an Employment Services Determination?
• 4.2.4 What is Labor Market Research?
• 4.2.5 What is a Work Skill Assessment?
• 4.2.6 What is an Employment Plan?
• 4.2.7 What is an Activity Planner?
• 4.2.8 How is the Activity Planner used to determine and document actual hours of participation?
• 4.2.9 What is Life Skills Training as part of Job Search?
• 4.2.10 What are Employment Competencies?
• 4.2.11 What is "Job Search"?
• 4.2.12 What are the requirements for full or part time Job Search?
• 4.2.13 What is the process for early referral back from Job Search?
• 4.2.14 How are actual hours of participation figured?
• 4.2.15 What is Temporary Employment and how is it recorded?
• 4.2.16 What is required to supervise (monitor), document, verify and report job search participation?
• 4.2.17 How are parents in a Family Violence situation assisted?
• 4.2.18 What are Post Employment Services?
• 4.2.19 eJAS Codes
• 4.2.20 Employment Services - Step-by-step guide

4.2.1 What is "Job Preparation"?

Job preparation, the initial part of employment services, is intended to immediately immerse parents in activities designed to help them stay engaged in activities and build the skills to progress towards employment. It usually lasts up to two weeks, and allows parents the opportunity to assess their skills and acquire the basic skills necessary to more readily make the right job match into a quality job. Job preparation provides opportunities to learn the life skills needed to deal with everyday issues that may interfere with employment. It may also include activities related to achieving an employment goal (such as attending training).

4.2.2 What activities and resources are available during job preparation?

Activities and resources that are available or completed during job preparation are:

• Completion of a Work Skill Assessment with the results recorded in the parent's Employment Plan..
• Complete and/or update the Employment Plan if changes are needed.
• Labor market research.
• Completion of an Activity Planner (at least weekly) specifying daily-required activities.
• Employment Workshops and job clubs.
• Resource rooms, with computers, software, phone banks, SKIES and other materials to help parents find job leads and develop job search tools.
• Referrals to other activities, including short-term Job Skill Enhancement Training (JT), Life Skills Training, Customized Job Skills Training (PE), On-The-Job Training (OT) or Work Experience (WE).
• Completion of four (4) Employment Competencies:
• Interviewing;
• 60 second commercial;
• Resume; and,
• Master Application.
• At least weekly progress evaluations with an ESD employment counselor that are recorded in the parent's Activity Planner
• Life Skills/Soft Skills training

On the first day of job search attendance an ESD employment counselor, will at a minimum:

1. Assess the job readiness of the parent. If the parent is not job ready, refer them back (RB) while in the RI component to DSHS. When entering the RB code, select the appropriate reason for referring the parent back and enter a note in eJAS detailing the reason for referring the parent back.
2. If the parent is job ready:
1. Complete a Work Skill Assessment.
2. Complete an Employment Plan using the results from the Work Skills Assessment
3. Complete enrollment screen in the Services, Knowledge and Information Exchange System (SKIES) for the WorkFirst Job Search Program
4. Complete an Activity Planner and record in SKIES the service - Activity Planner.
5. Enter services into SKIES to indicate a "Specialized Assessment was completed as well as recording the service for "Development of Individual Employment Plan", and
6. Sign the parent into the Customer Automated Tracking System (CATS) and set the days the parent will attend job search if the parent will not be attending every day.

4.2.3 What is an Employment Services Determination?

The WorkFirst employment services determination allows ESD employment counselors to determine the appropriate level and type of services that each parent requires in order to find the best job he or she qualifies for. The services provided and activities planned will correspond to the hours of participation required on the IRP.

ESD employment counselors will review and take into consideration the following:

• The Individual Responsibility Plan, completed sections of the Comprehensive Evaluation and the Work Skill Assessment/Labor Market Information to build activities on the specific strengths and needs of parents;
• The parent's:
  • Ability to demonstrate the employment competencies,
  • Recent work history,
  • Current employment,
  • Length of time on WorkFirst, and
  • Number of hours required to participate.

The ESD employment counselor will:

• Orient job ready parents one on one or in a group setting to services and expectations for participation while engaged in employment services.
• Inform each parent of the benefits of the Career Services Program when they become employed at least 30 or more hours per week.
• Conduct a one-on-one session with the parent at least weekly. During the session evaluate completion of specific assigned activities from the previous week listed on their Activity Planner (if applicable), record the evaluation in the Activity Planner and develop a new Activity Planner for the following week. Use the Activity/Job Search log from the previous week to review and verify completed activities job search contacts and determine actual hours of participation.
• Record actual hours for participation and excused or unexcused absences in CATS.
• Provide the parent a copy of their Activity Planner each time it is updated.
• Provide the parent a copy of an Activity/Job Search log as required.
• Set the Customer Automated Tracking System (CATS) to reflect the days the parent must sign in if it is not each day.
• Complete or update the parent's Employment Plan.
• Determine, at anytime, whether the parent would benefit more from services other than job search. For example, parents who could benefit from Community Jobs services can, after coordination with the WFPS, be referred back (RB'd) to their WFPS. This can be done directly out of the job preparation activities or at any time during their employment services participation.
• For parents that would benefit from an On the Job Training Program ( OJT), close the JS component and open an OT component. Follow the OJT process in Chapter 4.3 for enrollment in an OT. Note: The start date of the OJT cannot be before the date the contract is signed. Notify the WFPS that the parent will have earnings.
• For parents that would benefit from a WEX, have the employer sign the WEX Terms and Conditions and complete the contractual requirement in eJAS. Identify appropriate and concurrent activities that can be stacked with the WEX to ensure the parent remains engaged in full time activity. The WEX will not begin until stacked activities are in place to have the parent maintain fulltime participation. Close the JS componet and enter a WE component. Any activity stacked with an ESD WEX will be monitored, verified and reported to DSHS by the provider of the stacked activity.

A services determination may take place at anytime during employment services. A formal evaluation must be conducted and recorded in CATS at the end of each 4-week session of job search. When the evaluation points to a pathway other than job search, local staff must have a process for "Continuous Activity Planning" (a joint evaluation) that ensures ESD, along with parents (when possible), other service providers and DSHS work together to determine the services that will benefit the parent the most and help him or her move toward employment. The process must include:

ESD employment counselors:

• Document their recommendation for future services using the CE "Criteria for Decision Making" document (including reasons supporting the recommendation) on the 4 week evaluation in CATS, and
• Manually close the JS component code, enter a RB code and appropriate RB reason in eJAS, if services other than Job Search, an ESD WEX or On-the-Job Training, is the recommendation.

DSHS staff will coordinate with the parent and other providers to identify next steps for participation, update components, make necessary referrals and update the IRP

Optional pathways for consideration during "Continuous Activity Planning" may include, but are not limited to:

• Short or long term Work Experience (ESD or Commerce )
• Community Services
• Community Jobs
• Customized Job Skills Training
• High Wage/High Demand Training
• Vocational Education
• Fulltime Basic Education
• Integrated Basic Education & Skill Training (I-Best)
• On-the-Job Training
• Services to address issues the parent might be facing
• Additional Employment Services

4.2.4 What is Labor Market Research?

Parents will be provided instruction and access to local labor market information during the Work Skill Assessment. This information will aid in updating the parent's Employment plan, job matching to make appropriate job referrals and/or referring to other services. Local labor market information can aid staff and parents to:

• Find the best possible job match
• Make informed decisions about career choices

4.2.5. What is a Work Skill Assessment (WSA)?

Conducted by an ESD Employment Specialist, the Work Skill Assessment examines work skills, work interests and work values, and ties these and other elements to local labor market information to define career options and opportunities with local employers. The Employment Specialist records the results on the Employment Plan in CATS.

An Employment Security Department counselor will use an approved assessment tool when conducting a Work Skill Assessment for each parent referred to job search.

Parents will be evaluated using appropriate assessment tools necessary to evaluate and/or make recommendations for the following areas: .

1. Work Interests
2. Work Values
3. Work Skill.
4. Work History
5. Education
6. Local Labor Market Information.
7. Long and Short Term Goals.
8. Recommendation for Services.

Upon completion of the evaluation, a one-on-one meeting between each parent and an ESD employment counselor is required. This meeting is to discuss the interpretation of the Work Skill Assessment and develop an employment plan using the WSA results.

When the Employment Plan is completed and approved in the Customer Automated Tracking System (CATS), ESD staff will upload the Employment Plan into ESD Section of the CE in eJAS and complete the "Recommendation" section. Staff will document in the "Recommendation" section the type of work the parent is seeking, how the labor market supports this decision and factors that may need to be monitored to ensure the parent's success in job search.

4.2.6 What is an Employment Plan?

Each parent with the assistance of an ESD employment counselor completes an Employment Plan. The Employment Plan is used to record the parent's Work Skill Assessment results, the parent's employment history, local labor market information, and the parent's short and long-term goals. This information assists in the employment services determination and development of the parent's Activity Planner. Each parent's initial Employment Plan is uploaded into the Comprehensive Evaluation in eJAS. The plan is updated as needed to help the parent stay focused on his or her employment goals.

4.2.7 What is an Activity Planner?

The Activity Planner is a tool that lists for the parent required daily activities and expectations based on the services determination results and their IRP requirements. It is also used to notify DSHS staff of the activities a parent is engaged in. The ESD employment counselor completes the evaluation section of each Activity Planner documenting the parent's strengths and areas needing improvement. With the parent, the ESD Counselor prepares a new Activity Planner at least weekly and gives a copy to the parent. Weekly is defined as five consecutive business days to include holidays.

ESD employment counselors will use the weekly Activity Planner to document each parent's required daily activities and an evaluation of completed weekly activities while in job search. ESD employment counselors will at least weekly:

• Ensure the activities assigned reflect full or part-time participation as required on the Individual Responsibility Plan.
• Complete a new Activity Planner with the parent.
• Assign parents to workshops, job clubs, short-term job skills training, and other activities on specific days.
• Inform the parent of his or her daily participation expectations, requirements and how to record activities completed on their Activity Planner.
• List all required activities on a day-by-day basis on the Activity Planner.
• Provide the parent a copy of their Activity Planner.
• Indicate the number and type of employer contacts the parent is expected to make for the next week, after the parent is determined ready to begin employer contacts.
• Evaluate the parent's participation for the assigned activities for the previous week.
• Complete the evaluation section and document areas to focus on and areas requiring attention such as unexcused absences or not completing assigned tasks. Indicate what actions must be taken to improve participation.
• Record the hours participated, hours excused and unexcused hours for each day on the Actual Hours Screen in CATS.

4.2.8 How is the Activity Planner used to determine and document actual hours of participation?

The Activity Planner can be used in conjunction with the Activity/Job Search Log to record actual hours of participation. To do so, staff must:

• Ensure the assigned tasks provide enough activities to meet the participation hours on the parent's IRP.
• Review the parent's input on the planner regarding the activities completed and the hours recorded for each day's hours entered.
• Complete the evaluation section and document areas to focus on and areas requiring attention such as unexcused absences or not completing assigned tasks. Indicate what actions must be taken to improve participation.
• Record as part of the total participation hours those hours awarded as hours of participation. Do this after verifying with the parent that they did or did not completed the assigned tasks. Make sure they turn in their Activity/Job Search logs for employer contacts if required.
• If the parent states they did not complete the assigned tasks or required hours, then record the actual hours the parent did complete and record why they did not participate as required and what will be done to improve participation.
• Record the actual participation hours recorded in the parent's section of the Activity Planner to include hours from Activity/Job Search Logs and any excused or holiday hours on the Actual Hours Screen in CATS.
• Retain job search logs for employer contacts and file them as required for job search verification and records retention.
• Remember to address lack of participation in the Evaluation Section of the Activity Planner. The Evaluation Section of the Activity Planner transfers to eJAS notes when saved. The notes will make it easier for the DSHS case manager to follow the parent's progress while in job search.

4.2.9 What is Life Skills Training as Part of Job Search?

Life skills training as part of Job Search prepares parents to meet the demands of everyday life and employment. Programs are locally designed and operated to maximize available resources to best serve the parents within the community.

Life skills training:

• Must be documented on the parent's Activity Planner.
• Is not intended to completely address and resolve a family's issues. It is intended to be an up-front introduction that helps prepare a parent to participate in activities effectively.
• Can be provided by the local community college or by a contractor, including Community Jobs contractors if this is what fits in a local community. Ideally, the life skills training would be available for one week, or 30 hours, and the parents would enter the life skills training close to the beginning of job preparation activities as part of the employment services.
• Should not duplicate services already being provided by the program in other areas, such as resume writing or basic skills education. It is intended to focus on those areas that can affect a parent's ability to make good choices about participating, and ultimately, keeping a job.
• Should include topics such as:
• Self-awareness
• Attitude
• Balancing work and personal life
• Money management
• Stress and anger management
• Time management
• Communication skills
• Appropriate standards for dress and participation

For independent Life Skills training, please refer to section 7.3.6 What is Independent Life Skills Training?

For Life Skills training as part of other Job Preparation activities, please refer to section 7.3.7.

4.2.10 What are Employment Competencies?

Activities to assist parents in achieving the employment competencies include any or all of the services available in the WorkSource Center that address the parent's specific needs and for which he or she is eligible. ESD WorkFirst employment counselors should:

• Not require a parent to make employer contacts until all Employment Competencies are completed. Those competencies are:
• Interviewing skills
• 60 Second Commercial
• Resume
• Master Application
• Meet weekly with the parent to assess and document progress on the Activity Planner towards completion of the Employment Competencies.
• Document completion of competency in SKIES recording the appropriate service provided. Documenting completion in CATS is optional.
• Determine if a parent meets the checklist criteria for each competency each time they re-enter employment services using the competency checklist as a guide.

4.2.11 What is "Job Search"?

Job Search follows Job Preparation and occurs when the employment counselor determines the parent is ready to make employer contacts to obtain the best job possible.

Once the parent has met all the required Employment Competencies, the ESD employment counselor will direct them to begin making employer contacts. Job Search activities, including Job Preparation, lasts up to 12 weeks. ESD staff will provide daily supervision for all parents while in job search based on their employment services determination. In addition to daily supervision, the employment counselor will:

• Set up a schedule to meet one-on-one at least weekly with the parent, instructing the parent regarding contacting employers and conducting an effective search for work.
• Review the previous week's Activity Planner to ensure participation requirements were completed and documented on their Daily Activity/Job Search Log. If not, document on the Activity Planner in the evaluation section why and what steps are being taken to meet participation requirements
• Provide an Activity Planner for the next week's activities listing all required activities for each day.
• Provide at least one job matching referral and record job referrals in SKIES.
• Review Activity/Job Search Logs, provide guidance, randomly collect and verify completed Activity/Job Search Logs and issue new logs.
• Coordinate with WorkSource and other agencies to connect parents with employers through hiring events, job development and other activities.
• Remind the parent about the benefits of the Career Services Program.
• Record all services provided in SKIES, and
• Evaluate the parent's progress to determine if job search is the best pathway or if other activities (such as WEX, OJT, CJ or CS) may be more appropriate.

Four Week Job Search Evaluation (28 calendar days)

Each parent will, at the end of each four (4) week session of job search, receive an evaluation from an ESD employment counselor to determine the parents progress and what next activities would best assist him or her achieve self sufficiency. At the beginning of each parent's fourth week in job search the following will take place:

• The parent will be alerted that they need to see a ESD employment counselor member when they sign into the Customer Automated Tracking System (CATS)
• The parent's homepage in CATS will alert staff that a 4 week evaluation is due, and
• The "Interview Due" list will reflect all parents who are due a 4 week job search evaluation.
• The parent and the ESD employment counselor will meet and discuss the parent's progress to date and determine the next activities needed to help the parent become employed.
• The ESD employment counselor will document in CATS on the 4 Week Evaluation (Hyperlink to questions) the meeting to include the parent's progress to date and recommended future activities using the Decision Making Criteria.

ESD employment counselors who deem parents appropriate for a 2nd or 3rd session of Job Search will document their justification for additional Job Search in the parent's 4 week evaluation.

ESD employment counselors who deem parents appropriate for OJT or a WEX will, once the contract is signed, close the Job Search component and enter the appropriate component code (OT or WE). The JS component will not be closed and the Work Experience will not begin until stacked activities are in place to have the parent maintain fulltime participation. The ESD employment counselor will contact the WFPS as part of the continuous activity planning process to ensure fulltime participation is maintained and the IRP is updated. For detailed information, see the OJT or WEX section of this chapter.

During the last week of the 3rd four week session (12 weeks) of employment services, the ESD employment counselor, the WFPS, and the parent (when possible) as part of the continuous activity planning process, conduct an evaluation to determine the next steps. If the joint evaluation indicates additional job search is the next step, the ESD employment counselor documents the recommendation in CATS on the 4 Week Evaluation, and closes the JS. The WFPS opens a new RI component code to refer the parent back to employment services (job search). If services other than JS are recommend then the JS will be closed, an RB opened for 4 days, the appropriate reason for the RB selected, and a continuous activity note indicating the recommended next activity in accordance with the "Decision making Criteria".

4.2.12 What are the requirements for full or part time Job Search?

Parents referred for fulltime Job Search must:

• Have daycare arranged prior to reporting to Job Search
• Have transportation to conduct Job Search and accept employment
• Be able and available to start work within 4 weeks

Parents referred for less than fulltime Job Search must:

• Have transportation to conduct Job Search and accept employment
• Have daycare arranged prior to reporting to Job Search
• Be able to start work within 4 weeks
• Participate as outlined in the Individual Responsibility Plan
• Participate, preferably at least 10 hours per week, but could be less, while engaged in another core activity to fulfill core activity requirements.

If other scheduled core activities are 30 or more hours per week, do not schedule the parent in job search unless the core activities are scheduled to end within four weeks.

• Exception: For parents who are working full time and want assistance finding a better job, they are appropriate for job search as long as they can come into the office at least once a week to receive assistance. Otherwise, they can be referred to the WorkSource Center as a self-directed job seeker.

For information on when it is appropriate to refer Community Jobs participants to job search, please refer to section 8.3.12 - Stacking CJ with part time Job Search?

4.2.13 What is the process for early referral back from Job Search?

A parent will be referred back at anytime it is determined that employment services activities are not the appropriate activity.

Refer Back from the initial referral:

If a parent reports to job search and it is determined they are not job ready, the parent will be referred back (RB) from the RI component. The case manger will be contacted, if possible, to alert them of the RB. The RI will be closed, an RB entered, and a CAP note entered as part of the RB process: Staff will select the appropriate reason code for the RB when referring the parent back: The RB reason codes are:

• Parent Refuses to Participate
• Parent Unable to Participate (i.e. medical/legal)
• Parent Has No Child Care
• Parent Has No Transportation
• Other CAP Outcomes

Refer Back from Job Search, Work Experience or On-the Job Training:

The ESD employment counselor will contact the WFPS to conduct a joint evaluation, to include the parent (when possible) to determine the next steps. The ESD employment counselor will close the JS, WE or OT; enter an "RB" in eJAS with an end date of no more than 4 days from the date entered: select the appropriate reason code for the RB, and document in eJAS CAP notes why the parent is being referred back. ESD employment counselors will enter in eJAS Notes a recommendation, as part of the "Continuous Activity Planning", for the next activity or activities, ensuring they meet the requirements of the " Decision Making Criteria ". Reasons employment services may not be an appropriate activity could include:

• Parent Refuses to Participate
• Parent Unable to Participate (i.e. medical/legal)
• Loss of Contact
• Parent Has No Child Care
• Parent Has No Transportation
• Non compliance/participation
• Completed 12 weeks of JS
• Other CAP outcomes

Refer to Chapter 4.1 section 4.1.5 - What are participation requirements? - regarding referring parents back for excused or unexcused absences.

4.2.14 How are actual hours of participation figured?

Actual hours of participation are figured on when the parent starts and ends their job search activities each day. Starting and ending job search activities each day is defined as:

Job Search starts each day when the parent begins their first job search activity, for example:

• When a parent arrives at their WorkFirst/WorkSource Office or
• When a parent stops in route to the WorkFirst/WorkSource office at an employer's business or an activity associated with job search.

Job Search ends each day when the parent ends their last job search activity, for example:

• When a parent leaves their WorkFirst /WorkSource Office or
• The parent stops at an employer's business or an activity associated with job search in route to their home as their last activity.

4.2.15 What is Temporary Employment and how is it reported?

Temporary Employment is a paid, unsubsidized job lasting 30 days or less. Examples include temporary employment agencies (such as Manpower, Labor Ready, etc.) and casual labor (such as odd jobs for landlord, friends, and relatives) or other employers offering temporary employment.

Temporary Employment can be part-time employment (31 hours per week or less), or full-time employment (32 hours per week or more). In either case, there is an estimated employment end date of 30 days or less and the employer does not consider the parent a permanent full-time or part-time employee.

Coordinate with the DSHS WFPS in cases where the temporary employment lasts more than 4 consecutive days or is reoccurring each week to decide whether the parent is in the appropriate component.

Temporary employment hours for federal participation is computed from the verified employment hours entered into the ACES system.

Verification of Temporary Employment Hours:

ESD WorkFirst staff will:

1. Brief each parent upon entering job search on what constitutes Temporary Employment therefore being excused from assigned job search tasks. Advise the parent that if temporary employment cannot be verified within 3 business days of ending the Temporary Employment, the day(s) will be considered a "no show" and they may not be excused for temporary employment in the future.
2. Ask parents who call to be excused for temporary employment for employer information. Parents can bring in a Temporary Employment Verification Form, a paystub or staff can call the employer to verify employment. Information required for employment verification must include:
• Employer's Name
• Contact's Name
• Contact Phone number
• Date of the contact
• Number of hours worked
• Dates worked

NOTE: Parent self-statements about employment do not constitute verified employment.

3. Excuse the parent in CATS for Temporary Employment as "Temporary Employment Unverified" when a parent calls to be excused for this purpose. Parents not able to provide enough detail about the employment must be reminded to provide the employment information during their next scheduled day of job search.
4. After verifying employment, with paystubs, Temporary Employment Verification Form or by calling the employer and completing the Temporary Employment Verification Form, change the "Temporary Employment Unverified" in CATS to "Excused - Temporary Employment Verified." "Hours for Verified Employment" are not entered in CATS in Actual Hours as excused or participating hours. DSHS will enter the employment hours into their ACES system using the historical entry of employment hours process. These hours will later be included in the participation hours reported for federal participation for the parent.
5. If unable to verify employment, and the parent did not call in to report the absence timely, leave the "Temporary Employment Unverified" as recorded and treat this time as a "no show". Enter a note in eJAS indicating what actions were taken to verify employment and that the parent was advised they were considered a "no show" on that day. Ensure the parent knows that if Temporary Employment cannot be verified they will be considered a "no show" and they may not be excused for temporary employment in the future.

When when recording and reporting Temporary Employment hours for federal participation, ESD WorkFirst staff will:

1. Use and maintain the Temporary Employment Tracking Log for each parent engaged in temporary employment during a calendar month. Information recorded on the Temporary Employment Tracking Log includes:
• Parent's Name
• eJAS ID and Client ID
• Temporary employment date(s)
• Employment Date
• Employer's Name
• Contact's Name and phone number
• Date of the verified and date entered in eJAS
• Number of hours worked
• How verified - Temporary Employment Verification Form, Phone Call, or Pay Stubs
• Signature of verifying ESD worker

NOTE: Do not enter the Temporary Employment information on the Temporary Employment Tracking Log until the employment hours information has been verified.

Please make sure that the number of hours listed in the "Total Number of Hours Worked" column matches the "Employment Date(s)" column. EXAMPLE: ESD verified that the parent worked from 5/10-5/14 for 5 hours per day. The "Employment Date(s)" box for this job is marked as 5/10-5/14. Therefore the "Total Number of Hours Worked" for that row should be recorded as 25 hours (5 hours/day x 5 days worked).

2. Ensure that the original Temporary Employment Tracking Logs are sent to the regional DSHS Hub Imaging Unit (HIU) by the 10 th of the month following the employment month being recorded. DSHS will image the documents into the DMS system and record the employment hours in ACES using the historical entry of employment hours process.

Temporary Employment Hours Verification form and logs will be retained as follows:

Each parent's Temporary Employment Verification Form(s) will be attached to a copy of their Temporary Employment Tracking Log. These documents will be retained locally for three (3) months past the month in which the Temporary Employment occurred and then archived by sending them to the records retention center for 36 months.

Coordinate with the DSHS WFPS in cases where the temporary employment lasts more than 4 consecutive days or is reoccurring each week to decide whether the parent is in the appropriate component.

4.2.16 What is required to supervise (monitor), document, verify and report job search participation?

Supervising job search participation is:

• Providing daily access to an ESD employment counselor or other employment services worker for the parent to report on progress or seek additional guidance as needed before the next regularly scheduled in person meeting.
• In person contact must occur at least weekly between the ESD employment counselor and the parent.

Required documentation of a parent's job search activities consists of at a minimum:

• Parents must sign or be signed into CATS as required so a record of attendance is maintained
• Parents must be excused by an ESD employment counselor using the CATS automated system so a record of excused absence is maintained
• In situations where a parent needs to be excused and the CATS system does not provide a function to do so (i.e. parent is logged in as participating, but then becomes ill) record the excused absence in eJAS notes. Indicate the day, number of hours and why in the notes.
• Each parent is provided an Activity Planner outlining specific required activities for each week of participation in job search.
• The results of each week's job search is recorded in the evaluation section of the parent's Activity Planner.
• Each parent is provided a Daily Activity/Job Search Log to record activities completed during each day of participation.
• A record of attendance at required workshops will be maintained. SKIES services screen can be used to record attendance or workshop sign in sheets.

Required verification of participation:

• Each office will establish a process to issue and collect Daily Activity/Job Search Lobs on a daily basis. Each log turned in must be reviewed for completeness prior to being accepted.
• ESD employment counselors will review the Daily Activity/Job Search Logs no less than weekly with each parent to determine activities completed in comparison to activities assigned for the week on the Activity Planner. If assigned activities were not completed, record on the parent's Activity Planner why and list ways to improve participation.
• Each office will establish a process to randomly verify activities/participation reported as completed on a parent's Daily Activity/Job Search Log. Each office must randomly verify 1% of the total number of JS for the month and be able to readily identify those parents whose participation was verified.

Recording actual hours:

• ESD employment counselors will review the Daily Activity/Job Search logs no less than weekly and determine the actual hours of participation (including excused and unexcused absences and holidays) and record actual hours of participation in CATS.
• Actual hours must be recorded at a minimum weekly, but no later than the 10th of the month following the month in which they occurred.

Record Keeping:

• All records will be maintained for at least 30 months
• Activity Planners will be maintained electronically.
• Daily Activity/Job Search Logs and other documentation used for verification of participation will be retained locally for each program quarter. Files will be retained on site for one quarter past the quarter in which they end. Files will then be sent to archives for at least 69 months to meet federal retention requirements.
• Maintain, by program quarter, a record of Daily Activity/Job Search Logs for which participation was randomly verified. Records will be retained on site for one quarter past the quarter in which they end. Records will then be sent to archives for 24 months.

4.2.17 How are parents in a Family Violence situation assisted?

If a parent discloses he or she is working on resolving or coping with family violence and is also participating in job search, ESD employment counselor will:

• Support the parent in meeting participation requirements considering the safety of the parent and her or his family.
• Assist in developing employment services activities for parents that do not put the parent at further risk of family violence.
• Consider and discuss with the parent what other employees need to know and provide briefings accordingly. Consider what steps need to be taken to provide for the safety of the office employees and other parents.
• Review whether or not all options for addressing the parent's specific barriers to participation in getting and keeping a job have been exhausted.
• Outline the requirements of the program. Let the parent know that there are people who can help her or him work through whatever emerges as she or he works through the program.
• Excuse in CATS any absence that occurred because a family violence situation arose or worsened.
• Refer the parent back to the WorkFirst Program Specialist with recommendations if the parent does not or cannot follow through with the job search requirements of the program and you have done all you can do to assist.
• Never record a parent's actual street address(es) in WorkFirst records if they participate in the Address Confidentiality Program (ACP). ESD staff must use the ACP mailing address and parent code as shown on the card in place of the parent's actual street address for mailing purposes and in place of an employer's name and address on employment screens. Hourly wage and other non-disclosing information may be entered and updated.
• When a parent discloses family violence, let them know you would like to record notes in the system so the case manager will have access to them. Document notes under the Family Violence note type. Reassure the parent the information is viewable only by DSHS workers. If a parent indicates they do not want the information recorded, do not record it. If the parent agrees, assist them in making contact with the WorkFirst Program Specialist to connect with workers who may assist the parent in coping with or resolving family violence issues.

4.2.18 What are post employment services?

What are post-employment services offered by Employment Security Department?

For a parent who is employed and still on WorkFirst , ESD employment counselors will provide services to help him or her find full-time employment or a better job. DSHS staff should refer parents that would benefit from job search to ESD using the RI referral code. ESD staff will review the work skill assessment, completed sections of the comprehensive evaluation, and the Individual Responsibility Plan and determine the level of services she or he need within the WorkSource Center. The parent should be able to come into the office at least once a week in order to meet with an ESD employment counselor.

Who is eligible for Post-Employment services and what are they eligible for?

WorkFirst recipients are eligible for:

• Child Care: When participating in work or approved work activities.
• Support Services: When participating in work or approved work activities as needed to maintain participation.
• Tuition Assistance: Employed in unsubsidized employment 20 hours or more per week or Work Study 16-19 hours per week.
• Tuition Assistance at state Community and Technical Colleges:
  • Employed in unsubsidized employment 20 hours or more per week or Work Study 16-19 hours per week stacked with another Core Activity to equal 20 hours or more per week. Note: Academic Transfer programs are not eligible for Tuition Assistance.
• ESD Post-Employment services: A parent may work with the local ESD employment counselor in employment services activities unless he or she is engaged in other approved post-employment activities, such as training.

Former WorkFirst recipients are eligible for:

• Child Care: Employed parent(s) with income at or below 200%FPL.
• Support Services: Issued up to six-months post- WorkFirst if employed in unsubsidized employment 20 hours or more per week.
• Tuition Assistance at state Community and Technical Colleges:
  • Employed in unsubsidized employment 20 hours or more per week or Work Study 16-19 hours per week with income at or below 175% FPL. Note: Academic Transfer programs are not eligible for Tuition Assistance.
• Tuition Assistance: Employed in unsubsidized employment 20 hours or more per week or Work Study 16-19 hours per week with income at or below 175% FPL.

Low income parents are eligible for:

• Child Care: Employed parent(s) with income at or below 200% FPL.
• Support Services: Not eligible for support services.
• Tuition Assistance at state Community and Technical Colleges:
  • Employed in unsubsidized employment 20 hours or more per week or Work Study 16-19 hours per week with income at or below 175% FPL. Note: Academic Transfer programs are not eligible for Tuition Assistance.

4.2.19 eJAS Codes

DSHS

When adding ESD Employment Service activities to a parent's IRP, use the RI referral code with the number of hours the parent will participate in Job Search. The end date is the either the day of the appointment with ESD or the last day of the contact period (no more than 7 days). Example: The WFPS gives the parent an appointment with ESD on Monday November 9 th . The end date is the 9th. The WFPS gives the client 7 days to contact ESD on November 2. The end date would be the 8th . These dates are automatically entered into the IRP.

ESD

Refer back code:

RB (referred back early, referred back for other services, no show, completed job search without obtaining employment, non-participation)

Job Search code:

JS (employment services activities which include Job Preparation, Job Search)

Employment Services -On-the-Job training code:

OT (subsidized employment in which the employer provides training to the parent that leads to fulltime employment)

Employment Services - Work Experience code:

WE (placement into an unpaid activity to obtain work skills in a workplace setting). ESD does not have a contractor code.

Employment Services - Skills Enhancement Training:

JT (Training or education for job skills required by an employer to provide an individual with the ability to obtain employment or to advance or adapt to the changing demands of the workplace. This can be customized training for a specific employer or general training to prepare for employment)

Resources

Related WorkFirst Handbook Chapters

• 3.2 Comprehensive Evaluation
• 4.1 Employment Services Overview
• 4.3 Employment Service - On-The-Job training
• 4.4 Employment Service - Work Experience

Other Resources

• ESD Temporary Employment Hours Verification Form
• Temporary Employment Hours Tracking Log
• DMS Indexing HUB Addresses