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 an Employment Plan?
• 4.2.6 What is an Activity Planner?
• 4.2.7 What is Life Skills Training as part of Job Search?
• 4.2.8 What are Employment Competencies?
• 4.2.9 What is "Job Search"?
• 4.2.10 What is the process for early referral back from Job Search?
• 4.2.11 How are actual hours of participation figured?
• 4.2.12 What is required to supervise (monitor), document, verify and report job search participation?
• 4.2.13 How are parents in a Family Violence situation assisted?
• 4.2.14 What are Post Employment Services?
• 4.2.15 eJAS Codes
• 4.2.16 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 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:

• A review of the Work Skill Assessment completed during the Comprehensive Evaluation.
• Continued labor market research.
• An update of the Employment Plan if changes are needed.
• 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
• Life Skills/Soft Skills training

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

1. Complete enrollment screen in the Services, Knowledge and Information Exchange System (SKIES) for the WorkFirst Job Search Program
2. Complete an Activity Planner and record in SKIES the service - Activity Planner.
3. Enter services into SKIES to indicate a “Specialized Assessment was completed as well as recording the service for “Development of Individual Employment Plan”, and
4. 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 everyday.

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 and the comprehensive evaluation to include 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 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 WorkFirst 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 discuss completion of specific assigned activities from the previous week listed on their Activity Planner (if applicable) 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 each week.
• Set the Customer Automated Tracking System (CATS) to reflect the days the parent must sign in if it is not each day.
• Review 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 OJT, close the JS component and open an OT component. Document the activity in eJAS notes. Have the employer sign the OJT Terms and Conditions and complete the contractual requirement in JAS. The start date of the OJT can not 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, close the JS component, only after stack activities are in place, and enter a WE component. Have the employer sign the WEX Terms and Conditions and complete the contractual requirement in JAS. 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. 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, but 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 "Decision Making Criteria" (including reasons supporting the recommendation) on the 4 week evaluation in CATS, and
• Manually close the JS component code and enter a RB code 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 CTED)
• 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 Comprehensive Evaluation. 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 an Employment Plan?

Each parent with the assistance of an ESD employment counselor completes an Employment Plan as part of the Comprehensive Evaluation. 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 is used to assist in the employment services determination and development of the parent's Activity Planner. The plan is updated as needed to help the parent stay focused on his or her employment goals.

4.2.6 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 prepares with the parent 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 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 requirements and expectations.
• List all required activities on a day-by-day basis on the Activity Planner. Provide the parent a copy of their 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.

4.2.7 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 that are 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.

4.2.8 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 whether or not a parent meets the checklist criteria for each competency each time they re-enter employment services using the competency checklist as a guide.

4.2.9 What is "Job Search"?

Job Search follows Job Preparation and occurs when the parent has been determined by the ESD employment counselor to be 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 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 WorkFirst 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 3 rd 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 and the continuous activity note would indicate the recommended next activity in accordance with the “Decision making Criteria”.

4.2.10 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. 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, enter an "RB" in eJAS with an end date of no more than 4 days from the date it is entered 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 states they are not interested in working
• Medical issues
• Numerous excused absences
• Not participating as required

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

4.2.11 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.

4.2.12 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
• 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 being turned 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 establishing 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 24 months.
• 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.

4.2.13 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.

4.2.14 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/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.

4.2.15 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 9 th . The WFPS gives the client 7 days to contact ESD on November 2. The end date would be the 8 th . 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

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