Unpaid Work Experience (WEX) Referral Process for CS and Adult Education

When it has been determined that the client’s activity is Adult Education such as ABE/GED/ESL through an adult education provider, the assigned AEC/EC initiates a referral to the adult education provider for a 30-day assessment and development of a WTW Plan which includes CS. When the WTW Plan includes CS, the adult education provider is responsible to refer and place the client, and monitor the activity and participation. The adult education provider also reports any participation problems to the assigned AEC/EC. To the extent possible, the client’s prior education, training, and experience is considered in order to determine what additional training or basic job skills the client can acquire to achieve unsubsidized employment. The maximum hours of participation calculation must be completed by the AEC/EC prior to the CS referral.

Note: The adult education site becomes the provider for CS. When referring and scheduling CS in CalSAWS, the adult education site must be selected as the provider.

The AEC/EC needs to ensure that the client meets weekly participation requirements during the 30-day placement period.

The following steps outline the procedure when referring the client to the adult education site for WTW Plan development.

A. The Assigned AEC/EC:

1. As a result of WTW ORE/Appraisal, or a step in the Post-Assessment plan, the client is identified as an adult education participant.
2. In addition, if the Client is identified from WTW ORE/Appraisal, then:
   1. Refers client to the appropriate adult education site for a 30 day assessment and WTW Plan development.
   2. Contacts the adult education site to schedule a placement test and orientation for the client.
   3. Completes all sections of the “Welfare-to-Work Activity Referral Form” (SCD 1723) and sends as an email attachment to the designated adult education site representative.
   4. Enters appropriate sequence of WTW Plan (example: PREPLAN-1; PREPLAN-2, etc.).
   5. Refers and schedules the Assessment activity on the WTW 2 and in CalWIN at the adult education site for 30 days:
   6. Assessment will need to be scheduled for 20/30/35 hours to meet WPR. The distance learning activities will be embedded.
   7. Computes FLSA using the WTW 15 for CS.
   8. The “Expected Begin Date” of the activities is the date given in step B above.
   9. Sets up supportive services for 30 days.
   10. Issues copy of WTW 2 to the client and forwards original to IDM workstation.
   11. Provides copy of SCD 1723 to client as a reminder of the appointment with the adult education site.
   12. Enters Case Comments in CalSAWS.

B. The AC—if the client is identified from in-house Assessment:

1. Completes the WTW 2 that was developed and enters the Plan in CalSAWS along with the appropriate activities that are part of the WTW Plan, which may include unpaid WEX or CS. Enters appropriate sequence of WTW Plan (example: POSTPLAN-1 Notifies assigned AEC/EC by email.
2. Enters the plan in CalSAWS along with the appropriate activities that are part of the plan, which may include unpaid WEX or CS. Enters appropriate sequence of WTW plan.
3. Completes FLSA calculation.
4. Forwards completed SCD 1723 as an email attachment to the appropriate adult education site. On referral, indicates that referral is post assessment and that the WTW Plan has already been developed.
5. Contacts the adult education site to schedule an appointment for the client.
6. Issues copy of WTW 2 and SCD 1723 to the client, and forwards originals to IDM Workstation.
7. Informs assigned AEC/EC of any changes in support services needs.
8. Enters Case Comments in CalSAWS.

C. The Assigned AEC/EC:

1. Sets up supportive services for duration of WTW plan.
2. Enters Case Comments in CalSAWS.
3. If the client is identified from in-house Assessment:
   1. If client shows for appointment:
      1. Implements 30-day WTW Plan, and develops subsequent WTW Plan within 30 days.
      2. Completes subsequent WTW 2 with client, gives copy to client and forwards original to the assigned AEC/EC to update activities in CalSAWS.
      3. Informs assigned AEC/EC of any changes in support services needs.
      4. Implements the developed WTW Plan.
4. If client does NOT show for appointment, then initiates NONC.

D. The Adult Education Site Representative:

1. When developing any WTW Plan, ensures that weekly participation requirements are met. If necessary, provides “embedded activities.”
2. When the WTW Plan indicates CS, gives client worksite referrals and ensures placement assistance.
3. When client begins first day at the CS site or first day at adult education related activity, updates the appropriate WTW activity(ies) in CalSAWS to “First Day Attendance” and notifies assigned AEC/EC by email.
4. Notifies assigned AEC/EC when client shows to first day of assigned activity within 3 business days.
5. If client is no show to activities, notifies assigned AEC/EC via “Participation and Problem Alert” (SCD 1766). within 3 business days.
6. Ensures that client lists each assigned activity on the monthly SCD 1755A reports.
7. Assigns appropriate “embedded” or appropriate concurrent/filler activities during all school breaks to ensure WPR is met.
8. At the conclusion of the 12-month WTW Plan, completes new 12-month plan with the client that includes plan to weekly participation requirements. Issues copy to client and forwards original to assigned AEC/EC.
9. Meets with the client to review work history and interests.
10. Provides appropriate CS worksite development and placement services.
11. Prepares client for worksite interview.
12. Schedules an appointment for the client with the worksite supervisor.
13. When client is a no show to the worksite interview after the 2nd appointment, emails the assigned AEC/EC to start noncompliance.
14. When not selected for the position or client declined position, repeats steps b-e above and documents in Case Comments.
15. When client and CS worksite supervisor accept the referral,
    1. Documents location of worksite in Case Comments.
    2. Reviews for any changes to supportive services and notifies assigned AEC/EC.
16. After the 1st day of the CS placement date,
    1. Verifies client started with the worksite supervisor.
    2. Emails assigned AEC/EC to update CS activity status to “Satisfactory Progress.”
    3. Emails the assigned AEC/EC of client’s start date and worksite location.
    4. When client is a no show to the first day of the CS assignment, emails the assigned AEC/EC to begin NONC process.

E. The Assigned AEC/EC:

1. Receives email notification from the adult education site representative regarding activity attendance outcomes.
   1. Updates activity status to “First Day Attendance.”
   2. Begins NONC process when no show.
2. Sends email to adult education representative to communicate any changes or important details regarding the client.
3. Receives WTW Plans from adult education representative and updates appropriate activity in CalSAWS.
4. Ends the current WTW plan at the conclusion of the 12-month period and pays all outstanding supportive services under the plan.
5. Updates support service needs as necessary for new plan duration.
6. Forwards original WTW 2 from the adult education representative to IDM workstation.
7. Upon receipt of SCD 1755A, updates activity status to “Satisfactory Progress.”
8. Updates the Attendance window monthly in CalSAWS with SCD 1755A.
9. Recalculates FLSA, as appropriate, and notifies adult education site.

Monitoring Progress/Attendance

The worksite supervisor will sign off on the SCD 1755A to verify participation for unpaid WEX, and the adult education representative will sign off monthly on the SCD 1755A to for CS.

The client will be required to submit SCD 1755A, and as appropriate, “Child Care Billing” (SCD 1755B), directly to the assigned EC. The AEC/EC will process and issue payments for supportive services to allow the client to continue in unpaid WEX, CS or SCS.

Clients participating in SCS must also submit a monthly SCD 1755A signed off by the provider. These participants are also eligible for supportive services and are directly monitored by the assigned AEC/EC.

Participation Problems

If a CS client stops attending or begins to have other participation problems, the adult education site or must directly notify the assigned EC.

Similarly, for unpaid WEX clients, the worksite supervisor must notify the WEX AEC/EC.

When notified of the client’s participation problem by the worksite supervisor or the adult education representative, the WEX AEC/EC must make every attempt to contact the client and assist the client with resolving the attendance and/or participation problem. When the problem remains unresolved, report the participation problem to the assigned AEC/EC via email no later than 6 calendar days following the day of discovery of the participation problem. The email must contain the following information:

• Client’s name;
• SSN;
• Hours/dates of absences, or other issues; and
• A brief statement confirming that the client was contacted or the attempts that were made to contact the client and that the issue remains unresolved.

Upon receipt of the email communication from the adult education representative or WEX AEC/EC, the assigned AEC/EC will initiate the noncompliance process and will update CalWIN accordingly, including entering comments in Journal Detail page.

Adult Education Activity with CS Ends

When a client's participation at an adult education site has ended, the client will be advised by the site representative to continue participating in the CS activity until the assigned AEC/EC develops a new WTW Plan

When the CS assignment is included in the new WTW Plan that was developed by the AEC/EC, and the next activity will be at another adult education site, then the assigned AEC/EC must inform the adult education representative receiving the new WTW Plan of the CS assignment and CS site contact. The ACE/EC will include the CS activity in the new WTW Plan and enter the activity into CalSAWS to coincide with the other WTW activity. The new site representative will be responsible to monitor the CS assignment.

Adult Education Activity with Unpaid Work Experience (WEX) Ends

When a client's participation at an adult education site has ended, the client will be advised by the site representative to continue participating in the unpaid WEX activity until the assigned AEC/EC develops a new WTW Plan.

When the unpaid WEX assignment is included in the new WTW Plan and the next activity will be at another adult education site, the assigned AEC/EC must inform the adult education representative receiving the new WTW Plan of the continuation of the unpaid WEX assignment.

Termination from Unpaid WEX, CS, SCS Activity

Unpaid WEX, CS, or SCS assignments are scheduled up to 6 months. The unpaid WEX or CS placement will be evaluated quarterly by the WEX AEC/EC or the adult education representative and may be continued for the next 3 months or may be terminated at that time. When the activity is extended, the WEX AEC/EC or the adult education representative will notify the case manager to extend the planned end date and supportive services. The SCS activity will be monitored and reviewed by the assigned AEC/EC.

The designated WEX staff or the adult education representative and assigned AEC/EC will determine whether the client would benefit from additional time in the current unpaid WEX or CS or if another WTW activity is beneficial. The appropriate referral for the next activity will subsequently be arranged and made.