ACTION BULLETINS (PY 2003)
AB - 40 Managing the Continuum of Youth Services
AB - #40
Effective 7-1-04
ACTION BULLETIN
TO: WIA Youth Program Operators
DATE: June 16, 2004
SUBJECT: Managing the Continuum of Youth Services
Purpose of the Bulletin
The purpose of the bulletin is to outline the process for managing the continuum of youth services through strategies, MIS forms reporting, and activity based invoicing.
Citation
Workforce Investment Act (WIA) Sections 129 (a)(1-8); 129(c)(50); 203(12)
Congressional Federal Register 20 CFR Part 664.205; 210
Exit Strategies for Youth, Workforce Investment Division Capacity Building Unit
Background
On July 1, 2004 the Alameda County Workforce Investment Board (ACWIB) concluded their contract with Williams-Wallace Management Consultants, the follow-up vendor. Therefore, responsibility for providing the follow-up activities and the completion and submittal of the MIS follow-up forms returned to the Youth providers.
The ACWIB staff and the Youth Policy Council recommended that $100,000 be available out of PY 2004-05 funding for reimbursement to Youth providers who successfully provide the required follow-up services. A specific dollar amount is added to each Youth provider contract to cover expenses for follow-up services.
The funding will be accessed via “activity” based invoicing. In order to accomplish the service tasks, complete and submit the MIS forms, and invoice for reimbursement dollars, the following processes are implemented.
Service providers with continuing contracts from PY 2003-04 will be responsible for all appropriate follow-up interviews for exits >= 01/01/2004. The follow-up interviews can be invoiced for reimbursement in PY 2004/05. The Closing the Case activity reimbursement will only be available for new exits occurring on or after 7-1-04.
Processes
A. Strategies
A.1 Case Load Strategy
1. 2 to 3 weeks in the beginning of the quarter, review caseload to identify any potential hard or soft exits (participants who have not had an active service in 120 days).
2. Group caseload into three (3) separate service approaches
Ø Working Group- those individuals who are “working the planned services outlined in the ISS or IEP – regular contact.
Ø Potential Soft Exit Group- those individuals who are waiving “red flags” through their behavior such as: not attending workshops, appointments and training. Also substance abuse, domestic violence, loss of contact for more than 60 days from last active service, etc. – increase/reinstate contact
Ø Potential Closing the Case Group- those individuals who are working, completed or about to complete planned services – maintain contact.
A.2 Completion of Planned Services
1. 2 to 3 weeks towards the end of the quarter review caseload to stage youth who have completed planned services for the “Closing the Case Interview.”
2. Review each group to determine status of individual cases and make appropriate adjustments:
Ø Working Group review for “working” the program planned services completed or potential soft exits.
Ø Potential Soft Exit Group review for loss of contact continued “red flags” or planned services not completed due to lack of participation or loss of contact.
Ø Potential Closing the Case Group review for planned services completed and closing the case.
3. All individual cases with planned services completed should be staged for the Closing the Case Interview. In addition, include cases that need exit due to non-compliance by client or loss of contact for more than 90 days from last active service.
4. Develop strategy for addressing Retention issues.
Closing the Case Interview
1. The youth should participate in the interview. The Follow-up and Retention strategies are documented in the ISS or IEP.
2. Make a determination/decision to close the case when “Planned Services are completed”. Then establish a post-exit strategy for Retention.
3. Review Plan to highlight milestones and accomplishments.
4. Develop an Exit Checklist to include questions relating to:
ü Employability
ü Job Stability
ü Transportation
ü Housing
ü Education
ü Personal Financial Management
ü Family/Interpersonal Relationships
5. Develop Follow-up strategy from Checklist feedback
6. Incorporate incentives into the Follow-up strategy
7. Provide a resource handbook or access to online resources
B. MIS Reporting
B.1 Reporting Closing the Case Interview Activity on the MIS Enrollment Form:
Youth, who attend the Closing the Case Interview with the provider staff, will be enrolled in Activity - Code 99.
To validate use of the 99 activity code the youth customer must agree to the Closing the Case Strategy Plan. Confirmation of agreement includes customer signature on Plan.
Youth are EXCLUDED from Closing the Case Interview and Follow-up requirements/reporting if their exit outcome is:
ü Illness or Medical Condition (YY and OY) – Exit Code 10
ü Unable to Contact (YY and OY) – Exit Code 11
ü Death (YY and OY) – Exit Code 12
ü Institutionalized (YY and OY) – Exit Code 13
ü Return to Secondary School (YY only) – Exit Code 16
Providers may not report Activity Code 99 nor claim ‘Closing the Case’ Interview reimbursement for the exit outcome codes listed above.
B.2 Reporting Planned Follow-up Services on MIS Exit Form
Planned Follow-up Services based on the Closing the Case Interview and Strategy Plan will be reported in Box 26 on the MIS Exit Form under Post Exit Services.
The following fields track follow-up youth services provided after the exit date. Only post-exit service fields may be updated on the exit form after the exit date. Multiple Post Exit services may be provided for each youth and can be reported as provided throughout the 12-month follow-up period.
The Allowable Post Exit Services include:
01 Educational Achievement
Include, but are not limited to: Tutoring, study skills training, and instruction leading to completion of secondary school, including dropout prevention strategies, and alternative secondary school service.
02 Employment Services
Include, but are not limited to: paid and unpaid work experiences, including internships, and job shadowing; and occupational skill training. Assistance in securing better paying jobs, career development; regular contact with a youth participant’s employer, including assistance in addressing work-related problems that arise; work-related peer support groups.
03 Additional Youth Support
Include, but are not limited to: Providing mentoring, comprehensive guidance and counseling, which may include drug and alcohol abuse counseling and referral, primarily provided to assist a youth in achieving employment-related success.
04 Citizenship and Leadership
Include, but are not limited to: Leadership development opportunities, which may include community service and peer-centered activities encouraging responsibility and other positive social behaviors during non-school hours.
05 Follow-up Services
A minimum follow-up period of 12 months is required for all youth that exit the WIA program.
Examples of follow-up services may include:
§ job shadowing;
§ a "Youth Day" career exploration activity organized at the One-Stop;
§ periodic, scheduled group meetings or one-on-one meetings to discuss educational or career options;
§ use of technology to explore Web sites and facilitate communication; periodic telephone calls to inform youth of on-going activities such as job fairs or other career activities; and
§ adult mentoring and tutoring.
B.3 Reporting Follow-up Outcomes on MIS Follow-up Form
Post Exit Follow-up outcomes, for exited youth participants, are reported on the MIS Follow-up Form by completing all of the required fields. Use the following date parameters to determine appropriate Interview dates for each quarterly Follow-up contacts:
1st Quarter Follow-up - follow-up interview must occur between the first and last day of the 2nd Quarter after Exit.
2nd Quarter Follow-up - follow-up interview must occur between the first and last day of the 3rd Quarter after Exit; and
3rd Quarter Follow-up - follow-up interview must occur between the first and last day of the 4th Quarter after Exit.
The follow-up interview is a check to determine a participant’s employment and educational status only during the follow-up quarter since exiting the WIA program. The follow-up interview can be conducted in person, over the telephone, via email, or in writing.
To facilitate the follow-up process the Certification/Information Processing Unit (C/IPU) will generate a monthly roster of all youth exits submitted each month that will be requiring follow-up services, EXCLUDING exiters with exit codes 10, 11, 12, 13 or 16.
The roster will include the exit date and the 1st Quarter Follow-up Date for each individual youth. The Youth provider will be responsible for setting up a tickler system to ensure follow-up interviews are made and reported at the appropriate time and that subsequent 2nd and 3rd quarter follow-up interviews are made and reported appropriately.
MIS reports of follow-up interviews DUE will be sent if the quarter follow-ups are not received by the quarter following the follow-up quarter.
C. Activity-based Invoicing
Youth providers will invoice for four (4) continuum of service categories. Each category is valued at $200 each for a total earnings of $800 per participant at the completion of follow-up services. The provider will invoice for reimbursement when:
ü The participant enrolls in the Closing the Case Interview using activity code – 99 EXCLUDING exiters with exit codes 10, 11, 12, 13 or 16 using the MIS Enrollment form.
ü The participant is exited and the 1st Quarter follow-up is completed and reported using the MIS Follow-up form.
ü The participant’s 2nd Quarter follow-up is completed and reported.
ü The participant’s 3rd Quarter follow-up is completed and reported.
EXAMPLE:
INVOICE ACTIVITY ACTIVITY AMOUNT
1st payment Exit interview $200.00
2nd payment 1st quarter follow-up after exit $200.00
3rd payment 2nd quarter follow-up after exit $200.00
4th payment 3rd quarter follow-up after exit $200.00
TOTAL: $800.00
The invoice format is being developed and will be sent out on a separate Action Bulletin.
Training on MIS forms preparation used in implementing these processes will be provided by staff of the Certification/Information Processing Unit (C/IPU) and ACWIB.
For Information and Inquiries please contact Linda Slater, MIS Administrator at (510) 259-3802 or by email at LSlater@acgov.org
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