Unpaid Work Experience (WEX) Referrals to Unpaid WEX and CS Worksites

Referrals, scheduling and placements of unpaid WEX are completed by designated WEX AEC/EC staff or the adult education site representative. Referrals, scheduling and placements to CS are typically done by the adult education site representative. The activities are incorporated in the WTW Plan.

A referral to an unpaid WEX or CS activity is recommended when:

• It is likely to lead to employment, or
• Provides training, or
• Provides basic job skills, or
• Serves as a federal core activity and will assist the client in meeting the WTW hours of participation requirement, or
• As the result of an assessment included in the WTW Plan as one of many WTW activities that will assist the client in becoming employed after a sequence of concurrent activities have been completed.

Note: Approval of SCS is coordinated by the assigned AEC/EC with the client providing verification of volunteer activity. The activity is incorporated in the WTW Plan.

Referral Process for Unpaid WEX

When it has been determined that the client’s activity will be unpaid WEX, the referring AEC/EC calculates the FLSA hours and makes a referral to designated WEX AEC/EC. The FLSA calculation must be completed prior to referral to determine maximum hours of participation. Designated WEX AEC/EC interviews the client and reviews the Employment Connections Application (ECA) database to determine which openings would be a match for the client.

Referrals to unpaid WEX are the result of an assessment in which unpaid WEX has been included in the WTW Plan. Unpaid WEX is also a result of the client needing additional weekly hours of participation. To the extent possible, the client’s prior education, training, and experience is considered in determining the appropriate unpaid WEX placement and in obtaining additional training or basic job skills the client needs to achieve unsubsidized employment. A client may be referred to multiple worksites for interviews prior to a final selection.

The referring AEC/EC needs to ensure that the client meets weekly participation requirements during the 30-day placement period by assigning other activities until placed. Unpaid WEX may be scheduled in 6-month increments, up to 24 months when the following conditions are met:

• Each extension of the unpaid WEX activity/assignment requires a review and approval by the assigned AEC/EC and the designated WEX AEC/EC or the adult education site representative; and concurrence is required by both participant and worksite supervisor.
• Each extension supports the participant’s goal of leading to employment.
• Does not exceed the time balance on the CalWORKs TOA clock.
• Assigned unpaid WEX activity hours does not exceed the allowable FLSA hours.
• Does not compromise the WTW Plan developed as the result of an assessment that outlines specific vocational and/or educational training goals. Any changes to the WTW Plan must follow the re-assessment process, if applicable.

The following steps outline the process when referring a client to unpaid WEX.

A. The Referring AEC/EC:

1. Reviews CalWORKs 60-month TOA clock and calculates FLSA hours using the WTW 15.

Note: Complete the WTW 15 for FLSA.

2. Creates new WTW Plan for unpaid WEX and concurrent activity in CalSAWS. All referrals to unpaid WEX require a concurrent activity until placement.
3. Refers and schedules the activity of “Work Experience” in CalSAWS under the Maintain Employment Services Participation window, selecting “CWES WEX” as the WEX provider and “1879 Senter Road” as the location.
4. Completes WTW 2 and obtains client resume, if available.
5. Contacts ECC Clerical at (408) 758-4017 to schedule an appointment for a referral to WEX. Clients from North and South County CWES offices are to follow the same process as referral to Central location.

B. The ECC Clerical:

1. Creates individual appointment in Outlook.
2. Refer to the ECA Clerical Guide.
3. Creates WEX referral log with appointment information for client in ECA.

Note: ECA Generates referral appointment to assigned WEX AEC/EC.

C. The Referring AEC/EC:

1. Enters the appointment date from ECC Clerical step A above in the “Expected Begin Date” field and enters unpaid WEX expected placement end date plus 30 days in the “Expected End Date” field. Allow up 30 days for placement.

Example: Client’s appointment to meet with WEX counselor is 9/16/14. The expected placement date is 10/16/14 (30 days from 9/16/14). The expected placement end date is 4/16/15 (6 months after 10/16/14).

2. Adds WEX/CS appointment information on WTW 2 for client.
3. Sends copies of completed WTW 2, WTW 15 and client resume (if available) to ECC Clerical for distribution to WEX AEC/EC.

D. The ECC Clerical:

1. Receives WTW 2, WTW 15 and resume, if available.
2. Sends forms to WEX AEC/EC.

E. The WEX AEC/EC:

1. Receives WTW2, WTW 15 and resume for client appointment.
2. If client does not show, finds client in ECA and reschedules WEX appointment. Refer to ECA Employment Counselor III Guide.

Note: Designated WEX AEC/EC will deactivate WEX referral if client misses 3 appointments and will notify assigned AEC/EC by email.

3. When client shows for appointment:
   1. Meets with client to review assessment sheet and match client to a worksite,
   2. Contacts employer to schedule interview,
   3. Completes “EC Works Worksite Referral” (SCD 1789) and gives to client,
   4. Enters interview information in ECA and provides client with interview sheet with details.
   5. Calls client and/or worksite supervisor to follow up on interview.
4. Repeats above actions in step 3 until client is placed.

Note: WEX AEC/EC has 30 days to place client.

5. Sends email to assigned AEC/EC to inform of show status of appointment.
6. Enters Case Comments in CalSAWS to indicate appointment outcome.

F. The AEC/EC:

1. Receives email notification of show status to WEX appointment.
2. Updates activity status to “First Day Attendance.”
3. If no show after 3rd appointment, receives email from WEX AEC/EC of client deactivation and begins NONC.

G. The Worksite Supervisor:

1. Interviews and selects client.
2. If client not selected, informs designated WEX AEC/EC.

Note: The 6-month unpaid WEX assignment starts with the client’s 1st day at the worksite.

H. The WEX AEC/EC:

1. When the client is matched to a worksite and selected:
   1. Verifies worksite placement,
   2. Documents interview outcome in ECA.

Refer to ECA 4.9 Updating an Interview Record.

2. In addition:

I. The AEC/EC:

1. Updates the “Expected End Date” to reflect the actual end date. ExampleExampleWhen email notification shows placement start date is 10/10/14, updates the “Expected End Date” to 4/10/15 (6 months from 10/10/14, when, for example, the placement was for 6 months) 
2. Arranges for and provides changes to supportive services, if applicable.
3. Upon receipt of monthly SCD 1755A updates activity status to “Satisfactory Progress.”
4. Monitors participation and updates Attendance window monthly:
   1. When notified by WEX AEC/EC of an unpaid WEX assignment extension, updates the “Expected End Date” with the new date.
   2. When notified by WEX AEC/EC of participation problems, initiates NONC process.

Referral Process for Self-Initiated Community Service (SCS)

SCS is an allowable activity that meets federal core requirements. A client cannot be assigned more than three months at a time and must be reviewed every three months. These activities are only considered if the client discloses that he/she is already volunteering at the point of being referred. When the client’s next activity will be CS and the client is already volunteering in the community, the client will be approved for SCS.

The county will approve the SCS activity on a case-by-case basis in consultation with the CWES supervisor. The provider entered in CalSAWS is “Provider Not Specified.” A copy of the “CalWORKs Community Service Self Enrollment Fact Sheet” (SCD 1813) must be reviewed and issued to the client. The client’s responsibility will be to discuss the information on the SCD 1813 with their worksite supervisor.

Since these sites do not have formal agreements with the county, proper verification of the volunteer community service may include a letter on agency letterhead indicating the client’s start date, schedule and role/responsibilities. The participant must submit a monthly attendance verification from the site with a completed SCD 1755A that is signed by the provider.

Note: If the assignment is in the private for profit sector, use “Work Experience” with “Provider Not Specified” in CalSAWS. These assignments are also to be reviewed on a case-by-case basis with the unit supervisor.

In-Kind Work

When a participant is engaged in some sort of unpaid work in exchange for a free service, the work is considered as in-kind. An in-kind example is where a client is providing care to a non-family member in exchange for free housing or is providing other unpaid work in exchange for free room and/or board.

These hours worked could be assigned and scheduled as a SCS activity. When assigning to SCS, the AEC/EC must follow existing criteria for FLSA requirements. As a result of maximum calculated FLSA hours, the participant may need to be assigned to a concurrent activity. These requests need to be evaluated on a case-by-case basis with the assistance of the CWES supervisor. All efforts to assign the participant to a conventional activity should be made.

For additional information regarding income in kind, refer to CalWORKs Handbook, “Income in Kind,” page 28-1 for additional information.

Verification of Self-Initiated Community Service (SCS)

To verify the activity, the assigned AEC/EC must obtain a letter on agency letterhead indicating the client’s start date, schedule and roles/responsibilities. Monthly attendance verification is required and includes the site provider signing off on the monthly SCD 1755A.

The following must be included when assigning SCS:

• Determine FLSA hours;
• Complete the WTW 2;
• Arrange for and provide supportive services;
• Enter and schedule the SCS activity in CalSAWS for 3 months;
• Enter case comments.

After 3 months, determine whether the client would benefit from additional time in the current SCS activity or in another WTW activity. The SCS activity may be extended or continued for an additional 3 months or may be terminated based on client’s participation and/or needs of the community service worksite. Total time in SCS is limited to 6 months.