4.2 Job Preparation/Work Search

(Time-limited core)

Revised June 30, 2017

Legal References:

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

  • 4.2.1 What is "Job Preparation" (Phase I - Orientation/Assessment and Phase II Asset Development)?
  • 4.2.2 What activities and resources are available during Job Preparation?
  • 4.2.3 What is a Career Scope Services Determination?
  • 4.2.4 What is a Work Skill Assessment (WSA) as part of the Employment Skills Assessment/SKIES Registration?
  • 4.2.5 What is a Labor Market Research?
  • 4.2.6 What is  a Plan of Activities?
  • 4.2.7 What is Life Skills Training as part of Career Scope Services?
  • 4.2.8 What are Employment Assets?
  • 4.2.9 What is Career Scope Employment Pathways (Work Search)?
  • 4.2.10 What are the requirements for full or part time Work Search?
  • 4.2.11 What is the process for early referral back from Career Scope Services?
  • 4.2.12 How are actual hours of participation figured?
  • 4.2.13 What is Temporary Employment and how is it recorded?
  • 4.2.14 What is required to supervise (monitor), document, verify and report work search participation, and record keeping (archiving)?
  • 4.2.15 How are participants in a Family Violence situation assisted?
  • 4.2.16 What are Post Career Scope Services?
  • 4.2.17 eJAS Codes
  • 4.2.18 Career Scope Services - Step-by-step guide
  • 4.2.19 Strategies for Success Step-by-step guide: Participants enrolled in job search

4.2.1 What is "Job Preparation"(Phase I – Orientation/Assessment and Phase II Asset Development)?

Job preparation, the initial part of Career Scope services (Phases I and II), is intended to immediately engage participants in activities designed to help them build the skills to progress toward employment. It can last up to three weeks, and allows participants the opportunity to assess their skills and acquire the basic skills necessary to more readily make the right job match with 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?

  1. Activities and resources that are available or completed during job preparation Phase I are:
    • Receive an employment skills assessment
    • Participate in a WorkSource and Career Scope Orientation
    • Access to a comprehensive Employment Assessment using instruments on the Work Skill Assessment Tool Matrix
    • Interpretation of completed formal and informal assessment results
    • Introduction to career exploration tools and resources
    • Learn about peer to peer mentoring activities
    • Awareness of Workers & Careers
    • Establish an email account
    • Information on the local labor market to help identify a career pathway
    • Identification of short and long-term employment goals
    • Overview and expectations of Phase II – Asset Development
    • Completion of a post-orientation Customer Service Satisfaction Survey using Survey Monkey.
  2. Activities and resources that are available or completed during job preparation Phase II – Asset Development:
    • An Employment Skills Assessment will be completed within 5 business days of entering employment services.  The results will be recorded in the ESD section of the participant’s Comprehensive Evaluation (CE).  The completion date of the Assessment and Assets as recorded on the Asset Inventory Screen will populate onto the ESD Section of the CE when checked as completed.
    • Record the assessment service in SKIES for all new or updated Employment Skills Assessments.
    • Labor market research.
    • Completion of a Plan of Activities at 7, 14 or 28 calendar days recommending -required activities. Required activities to be recorded in eJAS notes.
    • Employment Workshops and job clubs.
    • Assessment tools for career exploration and skills improvement.
    • Resource rooms, with computers, software, phone banks, SKIES and other materials to help participants find job leads and develop work 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 (5) Employment Assets (each asset is linked to the required standard): :
    • A completed Portfolio containing all Employment Assets and
      • List of 3 references
      • Cover Letter/Thank you note examples
      • Example of Labor Market Research (an occupation in demand).
    • Upon completion of each Plan of Activities, Career Scope coaches record participants’ progress and/or lack of progress/participation in eJAS notes
    • Life Skills/Soft Skills training

On the first day of work search, Career Scope coaches, will at a minimum:

  1. Assess participants’ job readiness. If participants are not job ready, refer them back (RB) to DSHS while in the RI component after attempting to contact their case manager as outline in the Refer Back Guide. When entering the RB code, select the appropriate reason for referring them back and enter a note in eJAS detailing the reason for referring them back.
  2. If the participant meets the Work Ready Criteria:
    1. Complete  a  Plan of Activity.  
    2. Enter/record services into SKIES as appropriate.
    3. Sign them into the Customer Automated Tracking System (CATS) and set the days they will sign in or be signed into CATS if they are not required to attend every day.
    4.  Enter participants into an Employment Track in CATS. 

Within 5 business days of participants entering Career Scope, employment coaches will:

    • With participant involvement, complete the Employment Skills Assessment Summary in the ESD Section of the Comprehensive Evaluation (CE) in eJAS using the results from the Employment Skills Assessment and their initial SKIES registration.  The completion date of the Assessment and Assets as recorded on the Asset Inventory Screen will populate onto the ESD Section of the CE when checked as completed.

Within 21 calendar days of participants entering Career Scope, employment coaches will:

  • Ensure the completion of all 5 Employment Assets.

4.2.3 What is a Career Scope Services Determination?

A career services determination allows Career Scope coaches to determine the appropriate level and type of services for participants in order to find the best job for which they are qualified. The services provided and activities planned will correspond to the hours of participation required in the IRP.

Career Scope coaches will review and take into consideration the following:

  • The Individual Responsibility Plan, completed sections of the Comprehensive Evaluation, SKIES registration and the Employment Skills Assessment/Labor Market Information to build activities on the specific strengths and needs of participants;
  • The participant's:
    • Ability to demonstrate the employment assets,
    • Recent work history,
    • Current employment,
    • Length of time on WorkFirst, and
    • Number of hours required to participate.

Career Scope coaches will:

  • Orient work ready participants one on one or in a group setting to services, expectations and requirements for participation while engaged in Career Scope services.
  • Conduct one-on-one sessions with participants as determined appropriate at 7, 14 or 28 calendar days.
  • Evaluate completion of agreed to activities from the previous week(s) and/or days listed on their  Plan of Activities (if applicable) and record progress or areas needing improvement in the participant’s eJAS notes during the scheduled session.   
  • Develop new Plan of Activities with participants for the following week(s) and/or days.
  • Use the   Plan of Activities from the previous week(s) to review and verify completed activities job search contacts and determine actual hours of participation.
  • Record actual hours for participation, verified temporary employment and excused or unexcused absence hours in CATS.
  • Provide participants a copy of their completed Plan of Activities for their records.   
  • Provide participants a copy of Plan of Activities or instructions on using the Electronic  Plan of Activities as required.
  • Set the Customer Automated Tracking System (CATS) to reflect the days participants must sign in or be signed into CATS, if not each day.
  • At a minimum, participants in work search must physically come into the office and sign in or be signed into CATS once per calendar week (Monday – Friday).
  • Schedule participants to attend a job club at least once every week (if offered).   Complete or update participants’ Employment Skills Assessment and/or SKIES registration as appropriate.
  • Determine, at any time, whether the participant would benefit more from services other than Career Scope. For example, participants who could benefit from Community Jobs services can, after coordination with the WorkFirst Program Specialist (WFPS), be referred back (RB) to their WFPS. This can be done directly out of the Orientation/Assessment phase, the Asset Development phase or at any time during their Career Scope participation.
  • For participants 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 participant will have earnings.
  • For participants that would benefit from a Work Experience -WEX, follow the WEX process in Chapter 4.4 for enrollment in an ESD WEX.  Identify appropriate and concurrent activities that can be stacked with the ESD WEX to ensure the participant remains engaged in full time activity. The ESD WEX will not begin until stacked activities are in place to have the participant maintain fulltime participation. Close the JS component and enter a WE component. Any activity stacked with an ESD WEX will be monitored, verified and coordinated with DSHS.

When an evaluation points to a pathway other than career scope, Career Scope coaches must have a process for "Continuous Activity Planning" (a joint evaluation) that ensures ESD, along with participants (when possible), other service providers and DSHS work together to determine the services that will benefit participants the most and help them  move toward employment. The process must include:

Career Scope coaches:

  • Documenting their recommendation for future services using the Comprehensive Evaluation (CE) "Criteria for Decision Making" document (including reasons supporting the recommendation) in the participant’s eJAS Notes.
  • Manually closing the JS component code, entering an RB code and appropriate RB reason in eJAS, if services other than Work Search, an ESD WEX or On-the-Job Training, is recommended

DSHS staff will coordinate with participants and other providers to identify next steps for participation, update components, make necessary referrals and update IRPs.

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

4.2.4. What is a Work Skill Assessment (WSA) as part of the  Employment Skills Assessment/SKIES Registration?

The Work Skill Assessment examines work history, education, job skills, and employment strength and other elements as determined from the interpretation of the results of of the Employment Skills Assessment and SKIES Registration and one or more assessment tools, if used, and in person meetings with the participant. The results of the assessment(s) are used to help define career options and opportunities with local employers.  Staff should encourage participants to use one or more of the assessment tools  listed in the ESD WorkFirst –Work Skill Assessment Tool Matrix.

  • When the   Employment Skills Assessment and the SKIES registration are completed, Career Scope coaches will complete the “Employment Skills Assessment Summary” in the ESD Section of the CE in eJAS, which includes documenting the results of the Employment Skills Assessment (Work Skills Assessment and factors that may need to be monitored to ensure success in work search. The completion date of the Assessment and Assets as recorded on the Asset Inventory Screen will populate onto the ESD Section of the CE when checked as completed.   The ESD section of the CE will be updated as necessary to provide a current understanding of the participant’s progress while in job search. Anytime the Asset Inventory in CATS is updated the Employment Plan Summary is eJAS is automatically updated as well. 

4.2.5 What is Labor Market Research?

Participants will be provided instruction and access to local labor market information during the completion of their Employment Skills Assessment. This information will aid in completing or updating their Short and Long Term Employment Goals, assists in job matching to make appropriate job referrals and/or referring to other services. Local labor market information can help coaches and participants:

  • Find the best possible job match
  • Make informed decisions about career choices (demand occupations)

4.2.6 What is  a Plan of Activities?

The  Plan of Activities is a tool that lists the participant’s required daily activities and their agreed to activities based on the career services determination results and their IRP requirements.   Career Scope coaches prepare a Plan of Activities along with participants, as appropriate, and then give a copy to participants.

Career Scope coaches will use the  Plan of Activities to document each participant's required and agreed to daily activities and a progress report of completed activities or recommendations for other activities if work search is no longer considered appropriate in eJAS notes. During a one-on-one meeting with participants, Career Scope coaches will:

  • Ensure the activities assigned and agreed to reflect full or part-time participation as required on the Individual Responsibility Plan.
  • Complete all Plan of Activities with the participant.
  • Assign participants to workshops, job clubs, short-term job skills training, and other activities as required.
  • Help participants build their own list of activities that support meeting their goals.
  • Inform participants of their daily participation expectations, requirements and how to record completed activities listed on their Plan of Activities.
  • Provide participants a copy of their Plan of Activities.
  • Develop with participants the number and type of employer contacts they are expected to make for the period of the Plan of Activities at such time they are determined ready to begin employer contacts.
  • Evaluate participants’ participation for the assigned activities for the previous week(s) and/or days.
  •   Document in eJAS notes the areas on which to focus and areas requiring attention such as unexcused absences, not providing verification of temporary employment or not completing assigned tasks. Indicate in eJAS notes the actions that must be taken to improve participation.  Recommend other activities if work search is no longer considered appropriate. eJAS notes enable DSHS case managers to follow participant progress and/or identify future activities that may be appropriate.
  • Record on the Actual Hours screen in CATS the hours of participation, holiday hours, temporary employment hours, and excused and unexcused hours for each day.

4.2.7 What is Life Skills Training as part of Career Scope Services?

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

Life skills training is:

  • Documented on the participant's Plan of Activities.
  • Not intended to completely address and resolve a family's issues. It may be an up-front introduction to help prepare participants for effective participation in activities.
  • Provided by Employment Security Department, local community colleges, or other contractors, including Community Jobs contractors. Ideally, 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.
  • Not a duplicative service already being provided by the program, such as resume writing or basic skills education. Life Skills focuses on those areas that can affect a participant's ability to make good choices about participating, and ultimately, keep a job.
     

Life Skills topics include, but aren't 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, 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 Assets?

Activities to assist participants in achieving the employment competencies include any or all of the services available in the WorkSource Center that address the participant's specific needs and for which he or she is eligible. Career Scope coaches should:

  • Not require a participant to make employer contacts until all Employment Assets are completed. Those assets are:
  • Meet as needed with participants in one-on-one coaching sessions to assess and document in eJAS notes their progress  towards completion of the Employment Assets.
  • Document completion of Assets in SKIES by recording the appropriate service provided. Document Asset completion in CATS.
  • Determine if participants meet the checklist criteria for each competency each time they re-enter employment services by using the competency checklist as a guide.

4.2.9 What are Career Scope Employment Pathways (Work Search)?

Career Scope has three employment pathways to allow for a more individualized approach to work search. Engagement with participants during the Orientation and Assessment and the Asset Development phases provides coaches the information needed to determine the appropriate employment pathway (Track A, B, or C).

Entrance into the Employment Pathway Track C  begins immediately upon acceptance into Job Search. Participants may remain in Track C or be place in a different track after completion of the Asset Development Phase. Career Scope coaches will enter participants into the appropriate employment pathway (track) based on the following guidelines:

Employment Pathway Track A

Participants:

  • Demonstrate excellent attendance and follow-through with assigned tasks
  • Take initiative in developing their work search skills and/or volunteer assistance in peer to peer interactions.
  • Do not rely on staff assisted services
  • Use WorkSource services on their own
  • Continue to gain employment assets

Coaches:

  • Meet with participants for one-on-one coaching at least every 28 calendar days
  • Use techniques from engaging customers and motivational interviewing.

Employment Pathway Track B

Participants:

  • Demonstrate good attendance and follow-through
  • Participate effectively in individual and group activities
  • Show they can look for work independently
  • Need moderate supervision or coaching
  • Continue to gain employment assets.

Coaches:

  • Meet with participants for one-on-one coaching at least every 14 days
  • Use techniques from engaging customers and motivational interviewing.

Employment Pathway Track C

Participants:

  • Demonstrate difficulties with meeting program expectations
  • Lack demonstrated motivation, confidence, or work orientation to successfully find a job
  • Need wrap around support and supervision
  • Need intensive coaching on work search activities

Coaches:

  • Meet with participants for one-on-one coaching at least every 7 days
  • Use methods from engaging customers and motivational interviewing approaches

Career Scope services activities, including Job Preparation, can last up to 12 weeks. Career Scope coaches will be available to provide daily supervision for all participants while in Career Scope based on their career scope services and employment pathway determination. In addition to daily supervision, Career Scope coaches will:

  • Set up a schedule to meet one-on-one as appropriate depending on the assigned employment pathway, instructing participants regarding completion of workshops, contacting employers and conducting effective work search.
  • Review the previous week's Plan of Activities to ensure participation requirements were completed. If not, document  in the participant’s eJAS notes why and what steps are being taken to meet participation requirements
  • Develop with participants  a Plan of Activities for the next week(s) and/or day(s) activities listing all required activities. Provide participants a copy of their  Plan of Activities for the appropriate time period.
  • Schedule participants to attend a job club at least once every week when the Employment Assets are completed.  
  • Provide at least one job matching referral and record job referrals in SKIES when placed in an Employment Track (Phase III).
  • Review completed Plan of Activities, provide guidance, randomly verify completed Plan of Activities and issue new Plan of Activities.  
  • Coordinate with WorkSource and other agencies to connect participants with employers through hiring events, job development and other activities.
  • Record all services provided in SKIES, and
  • Evaluate participants’ progress to determine if Career Scope is the best pathway or if other activities (such as WEX, OJT, CJ or WC) may be more appropriate

Career Scope Participant Evaluations 

Participants will receive an evaluation from Career Scope coaches to assess their progress and determine what subsequent activities would best help them achieve self sufficiency. These evaluations will be recorded  in eJAS notes  and take place no less than:

  • 7 calendar days during Phase I and Phase II of Career Scope.
  • 7 calendar days in Employment Pathway (Track) C
  • 14 calendar days in Employment Pathway (Track ) B
  • 28 calendar days in Employment Pathway (Track) A

At the beginning of each participant's tenth week in Career Scope the following will take place:

  • Participants and Career Scope coaches will meet and discuss progress to date and determine subsequent activities needed to help participants become employed.
  • Career Scope coaches will document the meeting in eJAS notes to include the participant's progress to date and recommended future activities using the Decision Making Criteria.

During the tenth week (10th week) of Career Scope services, the ESD coach, the WFPS, and the participant (when possible) as part of the continuous activity planning process, conduct an evaluation to determine the next steps. If the joint evaluation indicates additional work search is the next step, Career Scope coaches document the recommendation in eJAS on the participant notes.   , and close the JS at 12 weeks. The WFPS opens a new RI component code to refer the participant back to Career Scope services (work 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".  

Career Scope coaches who deem participants appropriate for OJT or 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 WEX will not begin until stacked activities are in place to have participants maintain full-time participation. Career Scope coaches will contact their WFPS as part of the continuous activity planning process to ensure full-time participation is maintained and that the IRP is updated. For detailed information, see the OJT or WEX section of this chapter.

4.2.10 What are the requirements for full or part time Work Search?

Participants referred for Career Scope services need to have:

  • Child care plan in place with a back-up plan.
  • Reliable transportation plan or ability to get to reliable transportation including back-up transportation plan.
  • A current Comprehensive Evaluation (CE) in eJAS per the WorkFirst Handbook.
  • Picture ID and Social Security information or be able to obtain within the first 4 weeks of entering Career Scope.

Participants being referred to Career Scope need to be –

  • Willing, able, and available to accept employment if offered – FT employment being the goal in helping move families toward self-sufficiency.
  • Able to -
    • participate in Career Scope FT (33 - 38 hours per week)or
    • 20 hours per week for single parents with a school aged child under the age of 6 or
    • participate in Career Scope PT (a minimum of 10 hours per week) while completing the last 4 weeks of another work readiness activity (Commerce Programs, training and/or education) or 
    • participate in Career Scope PT (no less than 10 hours per week) while participating in barrier removal activities as outlined in their Individual Responsibility Plan (IRP).

Preferred, but not required – Have a high school diploma or GED or be enrolled in a GED program and making satisfactory progress. 

  • Exception: For participants who have exited TANF and want assistance finding a better job, they are appropriate for work search as long as they can come into the office at least once a week to receive assistance. Otherwise, they can be referred to WorkSource Centers as self-directed job seekers.

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

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

Participants will be referred back at any time it is determined that Career Scope services are not the appropriate activity.

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, they will be referred back (RB) from the RI component. Two attempts to contact the case manager will be made, 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 participants back: The RB reason codes are:

  • Participant Refuses to Participate (Participant states they are not going to participate)
  • Participant Unable to Participate (i.e. medical/legal)
  • Participant Has No Child Care
  • Participant Has No Transportation
  • Other CAP Outcomes

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

Career Scope coaches will contact the participant’s WFPS to conduct a joint evaluation and  include the participant (when possible) to determine next steps. Career Scope coaches 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 participant is being referred back. Career Scope coaches 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 Career Scope services may not be an appropriate activity could include:

  • Participant Refuses to Participate (Participant states they are not going to participate)
  • Participant Unable to Participate (i.e. medical/legal)
  • Loss of Contact (Participant is a no call/no show and cannot be contacted)
  • Participant Has No Child Care
  • Participant Has No Transportation
  • Noncompliance/participation (Participant is not complying or participating as required)
  • Completed 12 weeks of JS
  • Other CAP outcomes

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

4.2.12 How are actual hours of participation figured?

Actual hours of participation are based on 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 participants begin their first work search activity, for example:

  • When participants complete an internet work search, work on their resume, an employment application, thank you letter, etc. at home or
  • When participants arrive at their WorkFirst/WorkSource Office or
  • When participants stop in route to the WorkFirst/WorkSource office, 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:

  • When participants leave their WorkFirst /WorkSource Office or
  • When participants stop at an employer's business or an activity associated with work search in route to their home as their last activity or  
  • After participants arrive at home, and complete an internet work search, work on their resumes, employment applications, thank you letters, etc.

4.2.13 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 employers do not consider participants permanent full-time or part-time employees.

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

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

Verification of Temporary Employment Hours:

Career Scope coaches will:

NOTE: Participant self attestation about employment does not constitute verified employment.

  1. Brief participants upon entering work search on what constitutes Temporary Employment, therefore being excused from assigned work search tasks. Advise participants 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 participants for employer information when they call to be excused for temporary employment. Participants 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
  3. Excuse participants in CATS for Temporary Employment as "Temporary Employment Unverified" when they call to be excused for this purpose. Participants not able to provide enough detail about the employment must be reminded to provide the employment information during their next scheduled day of work 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. The hours can be entered in CATS for internal use only. DSHS will enter the employment hours into their ACES system using the historical entry of employment hour process. These hours will later be included in the participation hours reported for federal participation for the participant.
  5. If unable to verify employment, and participant 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. Ensure participants know 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 recording and reporting Temporary Employment hours for federal participation, Career Scope coaches will:

  1. Use and maintain the Temporary Employment Tracking Log for participants engaged in temporary employment during a calendar month. Information recorded on theTemporary Employment Tracking Log includes:
    • Participant'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 participant 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).

  1. Ensure that 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 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 participant'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 6 years.

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

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

Supervising work search participation requires:

  • Providing daily access to Career Scope coaches or other employment services workers for participants to report on progress or seek additional guidance as needed before the next regularly scheduled in-person meeting.
  • In-person contact between participants and coaches must occur as recorded on the Plan of Activity and agreed to by Career Scope coaches and participants. The next meeting date should be included in the eJAS note documenting progress.

Required documentation of a participant's Career Scope activities consists of at a minimum:

  • Participants must sign or be signed into CATS as required so a record of attendance is maintained
  • Participants must be excused by a Career Scope coach using the CATS automated system so a record of excused absence is maintained or in eJAS notes if the date to be excused is a day the participant is not required to come in.  Documentation must be done to support any hours recorded as excused hours when reporting actual hours.
  • In situations where a participant needs to be excused and the CATS system does not provide a function to do so (i.e. participant 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 eJAS notes.
  • Participants are provided  a Plan of Activities outlining specific required activities for each week(s) and/or day(s) of participation in Career Scope.
  • The results of each week's Career Scope activities is recorded in the participant's  eJAS notes.
  • Participants are provided a  Plan of Activities 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  participants’ Plan of Activities at least weekly. Each submitted  Plan of Activities must be reviewed for completeness prior to being accepted.
  • Career Scope coaches will review the   Plan of Activities no less than weekly to determine activities completed in comparison to activities assigned for the week(s) and/or days on the  Plan of Activities. If assigned activities were not completed, record  in the participant's eJAS notes why not and list ways to improve participation.
  • Each office will establish a process to randomly verify activities/participation reported as completed on a participant's  Plan of Activities. Each office must randomly verify 1% of the total number of JS for the month and be able to readily identify those participants whose participation was verified.

Recording actual hours:

  • Career Scope coaches will review the Plan of Activities 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 should be recorded in CATS at least weekly, but must be recorded no later than the 10th of the month following the month in which they occurred.

Record Keeping:

  • Plan of Activities 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 a total of 6 years to meet federal retention requirements.
  • Maintain, by program quarter, a record of  Plan of Activities 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 at least a total of 6 years to meet federal retention requirements.

4.2.15 How are participants in a Family Violence situation assisted?

If participants disclose that they are working on resolving or coping with family violence and also participating in Career Scope activities, Career Scope coaches will:

  • Support participants in meeting participation requirements while considering the safety of those participants and their families.
  • Assist in developing Career Scope activities for participants that do not put them at further risk of family violence.
  • Consider and discuss with participants 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 participants.
  • Review whether or not all options for addressing the participant's specific barriers to participation in getting and keeping a job have been exhausted.
  • Outline the requirements of the program. Let participants know that there are people who can help them work through whatever emerges as they work through the program.
  • Excuse in CATS any absence that occurred because a family violence situation arose or worsened.
  • Refer participants back to the WorkFirst Program Specialist with recommendations if they  do not or cannot follow through with work search requirements and you have done all you can to assist.
  • Never record participants’ 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 participant code as shown on the card in place of actual street addresses 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 participants disclose family violence, let them know you would like to record notes in the system so the case manager has access to them. Document notes under the Family Violence note type. Reassure participants that the information is viewable only by DSHS workers. If participants indicate that they do not want the information recorded, do not record it. If participants agree, assist them in making contact with the WorkFirst Program Specialist to connect with workers who may assist them in coping with or resolving family violence issues

4.2.16 What are post Career Scope services?

What are post Career Scope services offered by Employment Security Department?

For participants who are employed and still in WorkFirst, Career Scope coaches will provide services to help them find full-time employment or a better job. DSHS staff should refer participants that would benefit from Career Scope services to ESD using the RI referral code. ESD staff will review the work skills assessment, complete the Evaluation section of the Comprehensive Evaluation, review the Individual Responsibility Plan and determine the level of services needed within the WorkSource Center. Participants should be able to come into the office at least once a week in order to meet with Career Scope coaches.

Who is eligible for Post TANF Career Scope services and what are they eligible for?

Post-TANF WorkFirst recipients are eligible to voluntarily continue working with Career Scope coaches through the Workers and Careers Program.  The Workers and Careers Program is designed to help participants keep a job or get a better job.    The program offers: 

  • On-going Career Scope coaching and support
  • Access to job skills, online learning and workshops through WorkSource
  • Referrals to training opportunities
  • Connections to community resources like food banks and utility assistance
  • Job referrals
  • Tips on making more money and moving up the career ladder
  •  Help with developing an income and resource plan.

Participants also have the chance to mentor and help other Career Scope participants in activities like Work Connections (job club).

4.2.17 eJAS Codes

DSHS

When adding ESD Career Scope activities to participants’ IRP, use the RI referral code with the number of hours they will participate in Work 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 participant an appointment with ESD on Monday November 9th. The end date is the 9th. The WFPS gives the client 7 days to contact ESD on November 2nd. 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 (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:

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)

4.2.18 Career Scope Services - Step-by-step guide

  1. The DSHS worker:
    1. Opens RI (Prepare for job preparation/job search) component for 33 hours for full-time participation or 38 hour full-time job search when one parent is doing all the participation for both parents in a two-parent family and for no less than 10 hours for part-time participation. The end date on the component is either the day of the appointment or the end of the timeframe for participants to contact ESD. This date will pre-fill onto the IRP template. When participants sign or are signed into CATS, the hours on the RI component will automatically convert to the hours they are required to participate in Career Scope services (JS) each week.
    2. Develops an IRP with the participant based on the recommendations from the comprehensive evaluation that includes up to full-time participation (35 hours) in Career Scope activities.
    3. Adds Career Scope services to the IRP, and the participant's requirement to have in place childcare or transportation, if these are necessary.
    4. Case manages the RI activities to ensure that participants childcare and transportation plans in place prior to reporting for Career Scope activities.

Exceptions:

For Limited English Proficient (LEP) refer to Chapter 5.2 LEP Pathway or for Tribal participants, the worker enters the JS code with the contractor code, if the tribe has one, and also uses the RT indicator. Do not delete the RT delete the RT when the participant starts Work Search)

  1. Career Scope coaches:
    1. Assess participants reporting to Career Scope to ensure they meet the Work Ready Criteria. For participants who do not meet the Work Ready Criteria, attempt to contact the case manager. If attempts to contact the DSHS case manager over two days is not successful, RB the participant using the RB from the RI component selecting the appropriate reason code, and making the appropriate notes regarding the reason for refer back.
    2. Complete and/or update the Employment Skills Assessment and the registration in SKIES for all participants determined work ready within  5 business days of starting work search. Record an assessment service in SKIES.
    3. Use the Work Skills Assessment and SKIES registration information and any other factors that may need to be monitored during work search enter the results in  the Employment Skills Assessment Summary as part of the CE in eJAS. The completion date of the Assessment and Assets as recorded on the Asset Inventory Screen will populate onto the ESD Section of the CE when checked as completed.  The ESD section of the CE will be updated as necessary to provide a current understanding of the participant’s progress while in job search. Anytime the Asset Inventory in CATS is updated the Employment Plan Summary is eJAS is automatically updated as well. 
    4. Orient participants to services and participation requirements and ensure the Employment Assets are completed within 21 calendar days.
    5. Complete a Plan of Activities   with enrolled participants and assign them activities to complete during the upcoming week(s) and/or day(s) in either Job Preparation or Job Search.   Provide participants a copy of their  Plan of Activities. Document progress or areas of participation needing improvement in the  participants’ eJAS notes during the assigned one-on-one coaching appointment. In participants’  tenth week, make a recommendation for continued Career Scope services or another appropriate activity if not Career Scope. 
    6. As appropriate, instruct participants on how to record completion of their assigned activities and hours of participation on their Plan of Activities.
    7. Provide participants a Plan of Activities and require them to document activities/work search efforts on their  Plan as appropriate.
    8. Schedule participants to attend a job club at least once every week (if offered) when completed with their Employment Assets.  
    9. Conduct random verification of employment related activities and job contacts.
    10. Monitor and document participants’ participation for each week during their required one-on-one evaluation. Results are documented in  participants’ eJAS notes.
    11. Contact participant after each unexcused absence and record comments or attempts to contact in eJAS notes.
    12. Speak to participants after each excused absence to find out if a pattern of behavior is emerging or if additional services are needed so they can fully participate. After the 2nd excused absence, complete an interview with participants and use the Unexcused/Excused list in CATS to enter a note in eJAS regarding their excused absences.
    13. Notify the case manager after the 2nd excused or unexcused absence in a calendar month.
    14. Contact the case manager as part of the Continuous Activity Planning (CAP) process the day following the 2nd excused or unexcused absence in a calendar month, or anytime participants are not participating as required. If after the CAP, it is determined that Career Scope is not the appropriate activity, refer participants back to DSHS by closing the JS component and entering an RB component for up to 4 business days. Enter a CAP note.
    15. If contact with the case manager cannot be made by the second day following the second unexcused absence, and the participant continues to not show to work search, enter a CAP note detailing why the participant is being referred back, a recommendation for future activities if appropriate and the attempts to contact the case manager or a DSHS supervisor. Close the activity code and enter an RB component for no more than 4 days business days.
    16. Reviews each participant's completed  Plan of Activities and record actual hours of participation no less then weekly in CATS. Document progress or areas of participation needing improvement in the  eJAS notes.
    17. Brief participants on how to claim Temporary Employment as part of their participation requirements and:
      1. Provide participants Temporary Employment Hour Verification Forms.
      2. Excuse attendance in CATS as Temporary Employment Unverified.
      3. 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 participant is in the appropriate component.
      4. Verify Temporary Employment within 3 business days of the ending of the Temporary Employment. This time can be extended on a case by case basis. If not verified, the excused absence should be considered the same as a no-show and the case manager should be notified as appropriate.
      5. Upon verification, change attendance in CATS to Temporary Employment Verified.
      6. Leave the Attendance as Temporary Employment Unverified when temporary employment cannot be verified and document the situation in eJAS notes.
      7. Do not record excused hours or participation hours for temporary employment. DSHS records temporary employment hours in ACES.
      8. Complete the Temporary Employment Tracking Log for each participant at the end of each calendar month based on their Employment Hours Verification form and forward to the DSHS imaging hub for the participant's CSO no later than the 10th of the following month.
      9. Archive the original of theTemporary Employment Hours Verification Form and copy of the Temporary Employment Hours Tracking log for each participant as outline in section 4.2.14 above.
    18. Documents services in SKIES, and documents relevant participation information in eJAS and CATS.
    19. Conduct evaluations to determine the next step for participants. Document evaluations in the participant’s eJAS notes. If it is determined that services other than Career Scope would be more appropriate then as part of the "Continuous Activity Planning" process, the Career Scope coach will coordinate with the WFPS and the participant (when possible), making a recommendation for future services in the participant's eJAS notes and RB the participant back to DSHS. Select the appropriate reason code for the RB and complete the CAP note.
    20. If at any time during Career Scope it is determined that participants would benefit from being enrolled in an On-The-Job training opportunity or an ESD Work Experience position, Career Scope coaches will:
      1. OJT: close the JS and enter theOT component only after all contracts are signed and in place.
      2. WEX: close the JS and enter theWE only after all stacked activities are in place. The Career Scope coach will monitor the participant's participation in employment related activities. Appropriate partners will monitor stacked activities, if not an ESD monitored activity, to ensure fulltime participation requirements are met.
    21. Complete the Employment and Component screens in eJAS as appropriate when it is learned that participants entered employment.
    22. Remind participants about the benefits and services of the voluntary Workers and Careers Program
    23. Sign participant into CATS when referred for Post-Employment Services if they are still on TANF. Complete an employment services determination to determine the level or type of services to provide to best meet the needs of participants.
    24. Maintain the participant’s Plan of Activities and record  actual hours of participation, including verification, as required.

4.2.19  Strategies for Success Step-by-Step Guide: Participants enrolled in job search

  1. Partners will:
    1. Ask the WFPS/WFSSS to enter the indicator code of SW with 0 hours and an end date that reflects the last date of the scheduled workshop.
    2. Sign the participant up through the ESD Trumba calendar (See SFS Trumba Desk Aid) or ask the WFPS/WFSSS to sign them up for the appropriate workshops.
  2. WFPS/WFSSS will:
    1. Create the SW indicator code per partner request.
      1. Start date is the date the partner requests the component
      2. Code 0 hours
      3. End date: last date of the participant’s scheduled workshop/s
    2. Confirm with partners that the enrollment on the ESD Trumba calendar is complete.
    3. Document the case actions in eJAS notes, ie, scheduled workshops.
Note: The contracted JS provider will track and monitor these Strategies for Success participants through their existing Job Search component.
  1. The Strategies for Success instructor will provide:
    1. Supervision: Required daily supervision.
    2. Documentation:
      1. Document attendance records every week and maintain them in the provider's participant files.
      2. Provide 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.
    3. Reporting:
      1. Include Strategies for Success on the participant’s Plan of Activities through their current job search reporting.
      2. Use eJAS, to report participation to the WFPS/WFSSS on a weekly basis.
      3. Immediately notify the WFPS/WFSSS if the participant isn’t maintaining satisfactory progress, or fails to participate as required (See section 3.9.2.8 Monitoring Participation for monitoring and reporting).
    4. Verification:
      1. Provide information, documentation, and records as requested to support State Work Verification efforts.
 

 


 

Resources

Related WorkFirst Handbook Chapters

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