4.1 Career Scope Phases and Processes

(Time-limited core)

Revised July 24, 2020

Legal references:

RCW 74.08A.240 & 250

WAC 388-310-0400

The Employment Services- Career Scope/Work Search section includes:

  • 4.1.1 What is Career Scope?
  • 4.1.2 What are Career Scope phases and how long do services last?
  • 4.1.3 Who is prepared to participate in Career Scope services?
  • 4.1.4 What is the referral process for Career Scope services?
  • 4.1.5 How do Career Scope Coaches support WorkFirst participants?
  • 4.1.6 What is Life Skills training as part of Career Scope activities?
  • 4.1.7 How are actual hours of participation tracked?
  • 4.1.8 What is Temporary Employment and how is it tracked?
  • 4.1.9 How are participants in a family violence situation assisted?
  • 4.1.10 What is the process for early referral back from Career Scope services?
  • 4.1.11 Career Scope services- Step-by-Step guide
  • 4.1.12 Strategies for Success (SFS) Life Skills- Step-by-Step guide for participants enrolled in Job Search.

4.1.1 What is Career Scope?

Career Scope is a four-phased WorkFirst job search, employment services, and career development pathway. Participants receive support with the completion of essential employment portfolio assets. Career Scope provides the following support to participants:

  • Provides individualized employment pathways to meet participants where they are through tools and training; Coach Assisted, Coach Supported, and Coach Supervised work search services.
  • Connects participants to "better fit" employment (expanding sectors and in-demand occupations, career ladders and benefits) through targeted job development, including on-the-job training.
  • Expands skill development and online learning opportunities.
  • Uses Strength based employment assessments to help participants identify career pathways.
  • Focuses on long-term connections with post-TANF working families through optional ongoing retention and career development services.

4.1.2 What are Career Scope phases and how long do services last?

Phase 1: Orientation and Assessment

  • The Career Scope Orientation is an overview for WorkFirst participants to learn about the benefits and responsibilities of participating in the Career Scope program. Orientation focuses on employment as a means towards self-sufficiency.
  • During Phase 1, participants complete a Work Skills Assessment. The assessment helps determine a participant's work values, interests, work skills, and work readiness. The Career Scope Coach enters the assessment into the ESD Updates section of the Comprehensive Evaluation (CE) under Employment Skills Assessment Summary and adds a note in eJAS.

Phase 2: Asset Development

  • Participants develop the necessary tools to begin looking for work.
  • The participant is expected to complete these tools within the first two to three weeks. The Career Scope Coach enters the asset completion dates into the ESD Updates Section of the Comprehensive Evaluation (CE) under Asset Inventory.
  • Portfolio Assets include the following:
    • Interviewing techniques
    • 60 second commercial
    • Resume development
    • Master application
  • Additional documents include in each Portfolio:
    • List of 3 references
    • Cover Letter/Thank You note examples

Phase 3: Employment Pathways

  • With the tools completed, the Career Scope Coach is able to provide an individualized approach to gaining job skills/employment. Career Scope Coaches document the participant's progress and support/coaching offered on the Participant Notes screen in eJAS.

Phase 4: Post TANF/Employment Services

  • The goal of Post TANF/Employment Services is to offer recently employed WorkFirst participants, support to maintain their employment.
  • Newly employed individuals, who were TANF recipients, remain connected to their Career Scope Coach by phone, e-mail, or through one-on-one in person sessions.
  • At multiple points during the Career Scope process, Career Scope Coaches tell participants about post-employment services to help them find full-time or stable employment.

How long do Career Scope services last?

  • Career Scope services last up to twelve weeks, divided into the three active phases and one post TANF phase for job retention and wage progression as outlined above.
  • CSD staff can approve additional Career Scope services based on participation and the recommendations of ESD Career Scope Coaches, as part of the "Continuous Activity Planning" process.
  • As mentioned above, post TANF/Employment Services are also a resource to participants after obtaining employment.

4.1.3 Who is prepared to participate in Career Scope?

Being prepared to participate in Career Scope is defined as being "work ready."

Participants referred to Career Scope services should have the following:

  • Childcare arranged, with a back-up plan.
  • Reliable transportation, including a back-up plan.
  • A current Comprehensive Evaluation (CE) in eJAS.
  • A picture ID and Social Security card, or if in the process of requesting a new card, verification be obtained within the first four weeks of Career Scope.

Participants referred to Career Scope should:

  • Be willing, able, and available to accept employment if offered; full time employment being the goal.
  • Participate in Career Scope either full time (FT) or part-time (PT) in combination with other work readiness or barrier removal activities described in their Individual Responsibility Plan (IRP) or part time employment:
    • FT is 32-38 hours per week or
    • 20-23 hours per week for single parents with a school age child under the age of 6
    • PT is a minimum of 10 hours per week and can be combined with
      • completing the last 4 weeks of a Commerce Program's, training and/or education or;
      • participating in barrier removal activities or,
      • part time employment.

Report into the Career Scope Coach on scheduled attendance days as set by the Career Scope Coach in person, by phone, or by email.

4.1.4 What is the referral process to Career Scope services?

When the WorkFirst Program Specialist (WFPS) or the WorkFirst Social Service Specialist (WFSSS) adds ESD Career Scope activities in the participant's IRP, use the RI referral code with the number of hours they will participate in Work Search.

Note: The end date of the RI referral code is either the day of the appointment with ESD, or seven days, whichever comes first.

Job Search Components are as follows:

  • RI- Prepare for Job Preparation/Job Search.
  • JS- Career Scope services which include Job Preparation, Job Search.

Career Scope Services- On-the-Job training code:

  • OT- Subsidized employment in which the employer provides training to the participant that leads to fulltime employment.

Career Scope Services- ESD Work Experience code:

  • WE- Placement into an unpaid activity to obtain work skills in a workplace setting. ESD does not have a contractor code.

Career Scope Services- Skills Enhancement Training code:

  • 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.
  • SW- Indicator code put in by the WFPS/WFSSS when the participate is attending Strategies for Success while in a JS component.

 

4.1.5 How do Career Scope Coaches support WorkFirst participants?

During one-on-one meetings with participants, the Career Scope Coach:

  • Ensures the activities assigned and agreed to reflect full or part-time participation as required in the Individual Responsibility Plan.
  • Assigns participants to workshops, job clubs, short-term job skills training, and other activities as required.
  • Helps participants build their own list of activities to meet their goals.
  • Informs participants of their daily participation expectations and how to record completed activities listed on their WorkFirst Activity Log. The WorkFirst Activity Log is a tool used to capture the participant's job search activities and required hours of participation.
  • Encourages participants to retain a copy of the Activity Log for employer follow up.
  • Develops with participants, the number and type of employer contacts they are expected to make.
  • Evaluates the participant's progress with assigned activities for the previous week(s) and/or days.
  • Documents in eJAS notes, participation concerns such as; unexcused absences, missing verification of temporary employment, incomplete tasks, and required actions to be taken to improve participation.
  • Recommends other activities if work search is no longer considered appropriate.
  • Records on the Participant Monthly Participation screen or the Multiple Participant Participation screen in eJAS the hours of participation, holiday hours, temporary employment hours, and excused and unexcused hours for each day.
Note: Recording and tracking attendance: WorkFirst attendance in eJAS is connected to the Participant Monthly Participation and the Multiple Participant Monthly Participation screens in eJAS, where Career Scope Coaches enter required participation hours from WorkFirst Activity Logs. Career Scope Coaches set the attendance requirements on the day one of the job search/orientation with the participant. Career Scope Coaches track and update attendance and add notes in eJAS under Participant Notes section. 

4.1.6 What is Life Skills training as part of Career Scope activities?

Life skills training, as part of Career Scope prepares participants to meet the demands of everyday life and employment, but may not address all family barriers. Programs are locally designed and operated to maximize availability resources to best serve participants within their community. Life skills training is provided by Employment Security Department, local community colleges, or other community organizations including Community Jobs contractors.

Life Skills modules offered by ESD is titled Strategies for Success.

Life skills training is included in JS hours, attendance is documented on the participant's Activity Log.

Life skills training is available for one week, or 30 hours, and participants enter training near the beginning of job preparation activities as part of employment services. Services already provided in Career Scope, such as resume writing, or basic education skills are not duplicated in life skills training.

Life Skills topics include, but are not limited to:

  • 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 refer to section 7.3.6 What is Independent Life Skills Training?

4.1.7 How are actual hours of participation tracked?

Actual hours of participation are when participants start and end their Career Scope activities each day. Starting and ending Career Scope activities each day is defined as:

Career Scope starts each day when the participant begins their first work search activity, examples below:

  • Starts an internet work search,
  • Works on their resume, an employment application, thank-you letter or,
  • Arrives at their WorkFirst/WorkSource office or,
  • Stops at an employer's business or an activity associated with work search.

Career Scope ends each day when the participant ends their last work search activity, for example:

  • Leaves their WorkFirst/WorkSource office or,
  • Stops at an employer's business or an activity associated with work search as their last activity or,
  • Completes the day's final internet work search, works on their resume, employment activity, thank-you letters, at home.

Career Scope Coaches are responsible for updating actual hours in eJAS.

4.1.8 What is Temporary Employment and how is it recorded?

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

Temporary Employment can be a part-time (31 or fewer hours per week), or full-time employment FT, (32 or more hours per week.) In either case, there is an estimated employment end date of 30 or fewer days and employers do not consider participants to be permanent employees.

Career Scope Coaches will coordinate with the WFPS in cases where the temporary employment lasts more than four consecutive days or is reoccurring each week to decide whether participants are in the appropriate component.

Career Scope Coaches duties are as follows:

  • Excuses participants in eJAS for Temporary Employment as "Temporary Employment Unverified" when the participant calls the Career Scope Coach to be excused for this purpose.
  • Reminds the participant to provide any missing detailed employment information during their next scheduled day of work search.
  • Verifies employment, completes the Temporary Employment Verification Form and changes the "Temporary Employment Unverified" in eJAS to "Verified- Temporary Employment Verified." Hours for "Verified Employment," are not entered into eJAS in Client Monthly Participation/Multiple Client Monthly Participation as verified hours. The WFPS will enter the employment hours into ACES system using the historical entry of employment hour process. These hours will later be included in the hours reported as participation to the federal government.
  • If unable to verify employment, and the participate does 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 participant was advised they were considered a "no show" on that day. Ensures the participant 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.

The Career Scope Coach ensures the original Temporary Employment Tracking Logs are sent to the regional DSHS Hub Imaging Unit (HIU) by the 10th of the month following the employment months being recorded.

The WFPS works the documents from the DMS system and records the employment hours in ACES using the historical entry of employment hours.

See WFHB section 8.1.6 How do we code hours for temporary employment.

4.1.9 How are Career Scope participants in a family violence situation assisted?

If a WorkFirst participant discloses they are working on resolving a current family violence need, or coping with a previous family violence situation, while participating in Career Scope activities, the Career Scope Coach does the following :

  • Outlines the requirements of the program. Let's the participant know that there are people who can help them work through whatever emerges as they work through the program.
  • Supports the participant in meeting participation requirements while considering safety needs.
  • Assists in developing Career Scope activities for the participant that do not put them at further risk of family violence.
  • Considers and discusses with the participant what other employees need to know and provide briefings accordingly. Considers steps needed to provide safety of the office employees and other participants.
  • Reviews whether all options for addressing the participant's specific barriers to obtaining and or maintaining a job have been exhausted.
  • Excuses, in eJAS, any absence(s) that occurred because a family violence situation arose or worsened.
  • Refers the participant back to the WFPS/WFSSS with recommendations if they do not or cannot follow through with work search requirements.
Note: Further family violence resources can be found in the WorkFirst Handbook section 6.5.

4.1.10 What is the process for referral back from Career Scope Services?

Participants will be referred back if they do not make contact with their Career Scope Coach, show up for orientation, or at any time it is determined that Career Scope services are not the appropriate activity. Career Scope Coaches select the appropriate reason when referring participants back. The refer back (RB) examples are as follows:

  • Participant Refuses to Participate (states they are not going to participate.)
  • Participant Unable to Participate (medical/legal reasons.)
  • Loss of Contact (Participant is a no call/no show and cannot be contacted.)
  • Participant Has No Childcare.
  • Participant Has No Transportation.
  • Noncompliance/Participation (Participant is not complying or participating as required.)
  • Completed 12 weeks of JS.
  • Other Continuous Activity Planning (CAP) Outcomes, including barriers the participant may need to focus on before entering Career Scope services.
  • Refer Back from Career Scope Services, (When the participant does not follow through with the initial referral (No Show.)

Refer Back (RB) from the initial referral:

If participants report for Career Scope services and it is determined they do not meet the Work Ready Criteria, see section 4.1.3, they will be referred back (RB) from the RI component. Steps for the refer back process as follows:

  • The RI component will be closed.
  • An RB component will be entered in the IRP.
  • A Continuous Activity Planning (CAP) note is entered as part of the RB process.
Note: Career Scope Coaches must make two attempts to contact the WFPS/WFSSS to alert them the participant is being referred back.

 

Refer Back from Career Scope Services, Work Experience or On-the-Job Training:

Career Scope Coaches must contact the participant's WFPS/WFSSS to conduce a joint evaluation and include the participant (when possible) to determine next steps. Career Scope Coaches close the JS, WE, or OT; enter an "RB" in eJAS with zero hours and 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 participant is being referred back.

Career Scope Coaches 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" the process of allowing participant's to make decisions around their participation goals.

Other CAP outcomes, including barriers the participant may need to focus on before entering Career Scope services.

Refer to WFHB section 3.7.1.5 How do we treat excused and unexcused absences?

4.1.11 Career Scope Services Step-by-Step Guide

The WFPS/WFSSS will do the following actions:

Opens the RI (prepare for job preparation/job search) component to match agreed hours in IRP (typically for 35 hours for full-time participation, 23 hours for part-time participation or 38 hours full-time job search when one parent is doing all the participation for both parents in a two-parent family and no less than 10 hours for part-time participation.)

The end date on the component is the day of the appointment, or the end of the timeframe for participants to contact ESD. This date will pre-fill into the IRP template.

The WFPS/WFSSS will do the following actions:

  • Develops an IRP with the participant based on the recommendation from the Comprehensive Evaluation that includes the correct participation hours in Career Scope activities.
  • Adds Career Scope services to the IRP, and the participant's requirement to have in place childcare or transportation, if these are necessary.
  • Monitors the RI activities to ensure the participant childcare and transportation plans are in place prior to reporting for Career Scope activities.
Note: When a participant is accepted into Career Scope, the Career Scope Coach will convert the RI component to Job Search (JS) and add the required participation hours.

 

Exceptions:

For Limited English Proficient (LEP) refer to WFHB section 5.2 Limited English Proficiency (LEP) Pathway, the worker enters the JS code with the contractor code. For Tribal TANF refer to WFHB section 9.3 and when the tribe has employment services use the RT referral component (valid for 7 days). Monitor and close RT component when the participant starts Job Search activities with the tribe.

Expectations for Career Scope Coaches:

  • Assesses participants referred to Career Scope activities to ensure they are Work Ready. Provides Career Scope Orientation, when the participant is Work Ready.
  • Provides participants with WorkFirst Activity Logs, coaches participants on how to properly complete the logs with required hours of participation, collects the logs weekly, and enters the hours of participation in eJAS.
  • Enters Employment Assessment information into the ESD section of the Comprehensive Evaluation in eJAS and updates Employment Assets in eJAS with the date completed by each participant.
  • Records and tracks daily-required attendance, refers participants to workshops, hiring events, job openings, and Strategies for Success as appropriate.
  • Keeps the WFPS/WFSSS informed by engaging in CAP meetings to assess the participant's needs/progress.
  • Provides support services per the Support Service Directory limitations (as appropriate) and trigger Auto-Pay for job search and employment (when verified.)
  • Verifies Temporary/Permanent Employment and reports employment to WFPS/WFSSS.
  • Notes all progress, changes, and circumstances (adhering to confidentiality policies) in eJAS notes.

4.1.12 Strategies for Success, (SFS) Life Skills Participation Step-by-Step Guide: Participants enrolled in job search.

Career Scope Coaches:

  • Ask the WFPS/WFSSS to enter the indicator component of SW with 0 hours and an end date that reflects the last date of the scheduled workshop.

WFPS/WFSSS:

  • Creates the SW indicator component per partner request
    • Start date is the date the partner requests the component.
    • Code 0 hours.
    • End date: last date of the participant's scheduled workshop/s

Documents the case actions in eJAS notes, i.e., scheduled workshops.

Note: The contracted JS provider will track and monitor Strategies for Success participants through their existing Job Search component.  

Strategies for Success Instructor:

  • Supervision: Required daily supervision.
  • Documents attendance records every week and maintains them in the provider's files.
  • Provides this information in a State-approved format, such as individual timesheets signed by the participant and faculty member, supervisor, or other appropriate individual or document in electronic tracking systems, as appropriate.
  • Provides information, documentation, and records as requested to support State Work Verification efforts.

ESD WorkFirst Career Scope Coach:

  • Instructs the participant to include SFS class and participation hours on WorkFirst Activity Log.
  • Follows up with the participant regarding attendance or other issues affecting participation in class.
  • Uses eJAS to report participation to the WFPS/WFSSS on a weekly basis.
  • Includes participation in SFS in total weekly participation hours when recording Actual Hours.
  • Immediately notifies the WFPS/WFSSS if the participant is not maintaining satisfactory progress, or fails to participate as required, see section WFHB section 3.7.2 Documenting and Reporting Participation.
  • Provides information, documentation, and records as requested to support State Work Verification efforts.

 

Resources

Related WorkFirst Handbook Sections

Forms & Other Resources