Using "The Toolkit" to Improve Youth Case Management Practices April 16, 2014 Presented by: Region 5 U.S. Department of Labor Employment and Training Administration

Enter your location in the Chat window – lower left of screen Where are you? Enter your location in the Chat window – lower left of screen #

Presenters Lori Crockett Harris Region 5 Youth Specialist U.S. Department of Labor, ETA Scott Fromader State Youth Liaison, WI Department of Workforce Development Alice Prince Youth Services Manager, St. Louis Agency on Training and Employment #

What you can expect to get out of today’s webinar Understand the purpose of the Toolkit as related to youth case management Build understanding of and access to the key elements of the Toolkit to increase usage and application at the State and Local levels Build an appreciation for the Toolkit as a multipurpose resource for improving services to WIA Youth Learn how the Toolkit can be used at the State, Local and Provider levels for staff development opportunities #

Question #1 What is your role in the case management process? Administrator Program Manager (training responsibilities) Program Manager (no training responsibilities) Case Manager Other #

Question #2 Please describe your familiarity with the Youth Case Management Toolkit? It’s my go-to resource Pretty familiar I know a little about it What’s the Toolkit? #

Toolkit Access & Structure Assessment Agenda Welcome Toolkit Access & Structure Assessment Individual Service Strategy (ISS) Case Notes & Recordkeeping Q & A #

Key Principles of Youth Case Management Comprehensive Assessment ISS Development Goal Setting Connection to Appropriate Services Recordkeeping/Case Noting Follow-up #

Toolkit: Access & Structure Why highlight the Toolkit? History of the Toolkit Access to the Toolkit http://www.doleta.gov/youth_services/Toolkit-improve.cfm #

Toolkit: Access & Structure Pros Tried and trusted; Essential resource since 2007 Comprehensive! Includes Manual & Training Tools Designed to be segmented/edited for best personal consumption Cons Some content is dated; old news! Awkward to access and navigate initially #

Toolkit: Find it Online #

Toolkit: Find it Online #

Toolkit: Access & Structure Two Components Manual Training Tools Training Guide Editable Power Point Slides #

PLUS an Introduction and Appendices The Manual Includes… Recruitment, Intake & Enrollment Assessment and ISS Development Meeting the Needs of the Labor Market Implementing Case Plan/ISS & Monitoring Outcomes Follow-Up Documentation: Recordkeeping & Case Notes Evaluation/Measuring Outcomes Engaging Employers: Making the Connections PLUS an Introduction and Appendices #

The Training Tools Training Guide 10 “Modules” Training Methodology Materials/PPT Slide List Suggested Training Outline Exercise Overviews Power Point Slides A set to accompany each module Personalize and edit for your audience #

Training Guide (Training Methodology page) #

Training Guide (Suggested Training Outline) #

Training Guide (Sample Exercise Overview) #

State Level Application Local Level Application Up Next… State Level Application Local Level Application _________________________________ Areas of Focus Assessment ISS Development & Implementation Case Notes & Recordkeeping #

Scott Fromader State Perspective State Youth Liaison, Education Consultant WI Department of Workforce Development #

When do I use “The Toolkit”? State Perspective Why I use “The Toolkit” It’s a complete, comprehensive training curriculum, which includes the manual, training guides, training modules, training instructions and power points; and It may be edited to suit my needs and the needs of the individuals being trained. When do I use “The Toolkit”? Statewide trainings and conferences; and Local board and youth service provider trainings. #

Assessment: Key Lessons Key Lessons from the TOOLKIT: Expectation of the Law Foundation for all that we do Multi-dimensional On-going process (Citations: Manual – Chapter 2 & Training Guide – Module 2A) #

Assessment: Comprehensive & Objective A comprehensive objective assessment identifies strengths and assets, including: Abilities Aptitudes Interests Occupational & employability skill levels (Citations: Manual – Chapter 2 & Training Guide - Module 2A) #

Two types of assessments may be used to obtain required information: Assessment: Two Types Two types of assessments may be used to obtain required information: Formal Informal (Citations: Manual - Chapter 2, Training Guide – Module 2A, Appendix C – Assessment Interview Template) #

Assessment: Variety of Methods & Tools Use a Variety of Methods and Tools, such as: Structured questioning Worksheets Inventories Observations Self Assessments Portfolios (Citation: Manual – Chapter 2, Training Guide - Module 2A, Appendix C – Assessment Interview Template) #

Assessment: Barriers & Supportive Services Assess need for supportive services, including: Transportation Childcare Dependent care Housing Linkages to community services; Assistance with work-related tools and work attire (Citation: Manual - Chapter 2, Training Guide - Module 2A) #

ISS Development: Key Learning Concepts Key Learning Concepts from the TOOLKIT: Purpose Characteristics of Strong ISS Will change over time Goal Setting Short term Long term Using a Standardized ISS Form (Citations: Manual – Chapters 2 & 4, Training Guide – Modules 2A & 2B, Appendix C) #

ISS Development: Purpose & Goal To mutually develop, implement and revise: 1) A set of employment, education and personal development goals 2) Service objectives and a service plan of action needed to achieve goals 3) Document services provided and results Goal: To enable youth to take responsibility for and actively participate in getting from where they are to where they want to be (Citations: Manual – Chapter 2, Training Guide - Module 2B) #

ISS Development: Characteristics Identification information Summary of assessments Measurable short and long-term goals Services or activities to reach short-term goals Time frames Organizations/Individuals who will provide services/resources Tasks and responsibilities of youth, case manager, family members and others (Citations: Manual - Chapters 2 and 4, Training Guide - Module 2B, Appendix C) #

ISS Development: Goal Setting Key steps: Where is the youth now? Assessment results and career exploration drive long and short-term goals Where does youth want to go? Work as partners to negotiate mutual agreements For each long-term goal A set of short-term goals for youth must be set *A key component of ISS – actively involve youth from the start (Citations: Manual - Chapter 2, Training Guide - Module 2B, Appendix C) #

ISS Development: Using a Form Information to include: Employment Education Personal development goals Short-term goals Plans of action *Best Practice: Standardize forms across all case managers! (Citations: Manual - Chapter 2, Training Guide – Module 2B, Appendix C) #

Touring the APPENDICES #

Touring the APPENDICES #

Touring the APPENDICES #

Touring the APPENDICES #

Let’s pause to answer a few questions! #

Alice Prince Local Perspective Youth Services Manager, St. Louis Agency on Training and Employment #

Local Perspective How I earned “Superfan” status City of Saint Louis – Local Area Audiences Case Managers Program Managers Frequency WIA Boot Camp (once a year) Professional Development “Let’s Make It Better” sessions As needed Examples We use Examples from the Book Highlighting Record Keeping & Documentation with particular emphasis on Case Notes (Chapter/Module 6) #

Recordkeeping & Case Notes: Key Lessons Case record provides program accountability and documents a young person’s goals and achievements Standardized Records & Case Notes Timely Concise Accurate #

Recordkeeping & Case Notes: Purpose & Types Accurate record keeping supports the case manager in planning, implementing and evaluating services for each young person Accountability to the young person, the organization and the funder Types of Records in a Case File (Electronic/Paper or Both): Eligibility documents Assessment document Plans (including the ISS) Records of activities Documentation of credentials Outcomes Case notes #

Case Notes: "Shoulds" Timely Description of the context Factual Case Notes Should Include: Documentation Should Be: Timely Factual Relevant Legible Concise Signed Description of the context Purpose of the conversation Observations Content Outcome Impression & assessment of the person or situation Plans #

Case Notes & Recordkeeping: Methods Case Note Friendly Acronyms SOAP SMARTER BROCRIP #

Recordkeeping & Case Notes: Confidentiality Protect people from disclosures that might embarrass them or lead to discrimination Protecting participants info may also be necessary for their personal and job security Young people assured of confidentiality can seek help without fear of disapproval or stigma, and as a result, benefit more fully from any program It is the responsibility of case managers to be clearly aware of laws re: juveniles and mandatory protective service reporting Programs must require that regulations are completely understood/followed by all staff that has access to information #

Recordkeeping & Case Notes: Accountability Three Good Habits Timely entry Set aside time each week to maintain the record including case noting Set aside time each month to review/monitor Quality Assurance Audits #

Case Notes & Recordkeeping: Exercise “Better Case Notes” exercise with Kimberly & Clarence! #

Please enter your questions in the Chat Room! #

Resources TEGL 9-00: Workforce Investment Act of 1998, Section 129- Competitive and Noncompetitive Procedures for Providing Youth Activities Under Title I TEGL 30-10: Workforce Investment Act (WIA) Youth Program Guidance for Program Year (PY) 2011 TEGL 18-11: Improving Literacy and Numeracy Gains of Workforce Investment Act (WIA) Youth Program Participants TEGL 28-11: Program Year 2011/Fiscal Year 2012 Performance Reporting and Data Validation Timelines TEGL 05-12: Workforce Investment Act (WIA) Youth Program Guidance for Program Year (PY) 2012 TEGL 33-12: Workforce Investment Act (WIA) Youth Program Guidance for Program Year (PY) 2013 20 CFR Part 500 to End: Code of Federal Regulations TEN 4-01: New Publication - "How Youth Programs Manage Intake, Individual Service Strategies and Case Files“ ***DOL/ETA Advisories webpage for TENs and TEGLs: http://wdr.doleta.gov/directives/

Tools Effective Case Management, Workforce3One: This Workforce3One page is a technical assistance project that identifies existing tools and resources about integrated intake processes and high quality case management. https://effectivecasemanagement.workforce3one.org/index.aspx. Improving Demand-Driven Services and Performance: Toolkit for Effective Front-Line Services to Youth: Published in 2007 by the Department, this toolkit was developed to assist programs with improving case management, recruitment, intake, follow-up services, and developing Individual Service Strategies. http://www.doleta.gov/youth_services/Toolkit-improve.cfm.

Tools (cont.) Youth Connections Community of Practice (CoP), Sample Documents: Tools for Youth Providers: These sample documents and tools have been developed by various states, local workforce boards, and youth providers across the country; these samples are not endorsed by the Department of Labor but are being utilized by state and local WIA youth providers. https://youth.workforce3one.org/page/resources/1001200332592308266 Career Planning Begins with Assessment: A Guide for Professionals Serving Youth with Educational and Career Development Challenges http://www.ncwd-youth.info/career-planning-begins-with-assessment

Contact Information Alice Prince aprince@stlworks.com 314-657-3557 Scott Fromader scott.fromader@dwd.wisconsin.gov 608-261-4863 Lori Crockett Harris harris.lori@dol.gov 312-596-5496 #

Find resources for workforce system success at: Thank You! Find resources for workforce system success at: www.workforce3one.org #