ACTION BULLETINS (PY 2005)

AB – 58 Tracking Evacuees Needing Services Due to Hurricane Katrina

AB - #58
Effective Date: Immediately


ACTION BULLETINS (PY 2005)

AB – 58 Tracking Evacuees Needing Services Due to Hurricane Katrina


TO: One-Stop Career Centers Site Managers
Youth Service Provider Managers
All Other WIA Program Operators

DATE: October 10, 2005

SUBJECT: Tracking Evacuees Needing Services Due to Hurricane Katrina

PURPOSE OF BULLETIN:
The purpose of this bulletin is to provide guidance on how to begin taking applications and tracking evacuees in need of services in California due to the devastation caused by Hurricane Katrina.

CITATION(S):
State of California Workforce Investment Division (WID)
Information Bulletin WIAD05-3, 09/27/05

BACKGROUND:
Hurricane Katrina struck Louisiana, Mississippi and Alabama on August 29, 2005, flooding New Orleans and causing extreme loss of life and property. California is reaching out in cooperation with the Federal Emergency Management Administration (FEMA) and under the leadership of the Governor’s Office of Emergency Services (OES) to assist individuals displaced from their homes and their employment due to the disaster. In order to assure that these individuals receive needed assistance, this directive provides guidance on how to begin tracking evacuees reaching out through California’s Workforce Investment Act employment and programs for re-employment and supportive services.

This directive focuses on how to report and track these evacuees. Workforce Investment Division staff are currently working with the Department of Labor (DOL) Employment and Training Administration (ETA) to identify and remove barriers in law and regulation that may limit California’s ability to help individuals re-enter the labor market and receive the necessary assistance to regain self-sufficiency. There are questions regarding the eligibility of these individuals under the various funding streams. This directive provides a process for capturing client information and enabling initial service without regard for grant/funding stream. Future guidance will address questions regarding the use of specific grant/fund sources and the questions regarding eligibility. You will be kept informed as additional information is received by the Employment Development Department

POLICY:
A WIA Application Form (EWIR) and an entry on the Enrollment Form (EWIE) must be concurrently initiated on all individuals indicating that they have relocated to California due to Hurricane Katrina. The process for completing an Application and initial enrollment forms is outlined below. This reporting will allow both State and local staff to quickly identify and manage services for evacuees evacuated to California because of Hurricane Katrina.

If the individual requesting assistance has evacuated to California because of Hurricane Katrina, the reporting process outlined below should be followed regardless of the initial level of service. This includes evacuees requesting core services as well as those individuals requesting or in need of intensive and training services. However, since grant code 777 is a “participants only” grant code with no funding attached, co-enrollment into a grant code with funding is required to provide training and/or supportive services.

PROCEDURE:
1. Registration with FEMA
All evacuees should be registered with FEMA. This registration process may be completed on-line or by phone. The Web location for on-line registration is ww.fema.gov/register.shtm. The following numbers may be used for registration by phone:
1-800-621-3362
1-800-462-7585 (for the hearing impaired)

2. SMARTware Application
The evacuees should have an EASTBAY Works application in SMARTware. Be sure to indicate in the “How Did You Hear About US” box – Hurricane Katrina Evacuee.

3. Application Form (EWIR)
Please complete as many fields on the attached Application Form as possible. The minimum required fields are highlighted.

Please report “No” in Field 03 Universal Access. In keeping with State law and recent federal guidance, every effort should be made to verify the individual’s right-to-work in the United States. If the evacuee indicates that he/she does not have appropriate documentation due to the disaster, service should be provided to the client and documentation of Right-to-Work should be verified later. This emergency Right-to-Work status expires October 15, 2005.

For the purpose of completing the WIA Application Form, if Right-to-Work has not been verified, indicate “No” in the Application field 14b. Right-to-Work in the U.S. This field can be changed to “Yes” when proper documentation is obtained. The JTA Roster may be used to track these evacuees and assure that, if services continue, the Right-to-Work status is properly documented and updated on the Application. The JTA system will allow this Application to be processed even with the negative Right-to-Work status.

4. Enrollment Form (EWIE)
The attached WIA Enrollment Form (EWIE) must be submitted concurrently with the Application Form (EWIR). You will use activity code 20 (Hurricane Katrina) to report enrollment services for the evacuees.

The Application and Enrollment forms are required even if you are able to fully document eligibility for another WIA funded grant code like 201, 301, 501 or 542.

5. Grant Code 777 Enrollment into Activity Code 20 Only
If you are reporting an application and enrollment for grant code 777 only you DO NOT need to go through the eligibility determination process for entry into the JTA system.

Send the Application and Enrollment forms directly, BY FAX, to Vikki Casaray at (510) 259-3532. The original application, for grant code 777, is to be maintained by the provider. Vikki will enter the application and enrollment information into the JTA system and fax back copies with an app number and case number.

6. Co-Enrollment with Grant Code 777
To co-enroll the evacuees into a WIA funded grant code like 201, 301, 501 or 542, you will need to collect the pertinent documentation necessary to meet eligibility criteria under the specific grant code. This can occur on or after you have enrolled the evacuee in grant code 777.

At that time a signed copy of the original application, along with all pertinent documentation, must be delivered to the appropriate eligibility technician for eligibility determination. If the evacuee is co-enrolled they will be included in local area performance measures.

If the evacuee is unable to provide the necessary documentation, co-enrollment WILL NOT occur. However, you can continue to provide services under grant code 777, except those that require funding like training and/or support services.

7. Funding
Grant Code 777 is a participant only grant code with no funding attached. Federal and State guidance requires that a participant record be reported if WIA dollars are spent for staff-assisted services. For this special client group, California is requiring enrollment of all evacuees, regardless of level of service.

For questions regarding how an evacuee may apply for unemployment insurance benefits, please ask your Employment Development Department Job Service partner for assistance.


INFORMATION AND INQUIRIES:
For information and inquiries please contact Linda Slater, MIS Administrator at (510) 259-3802 or by email at LSlater@acgov.org


ATTACHMENTS:

1. Application (EWIR) with required fields highlighted.

2. Enrollment/Registration (EWIE) with required fields highlighted.