Priority Re-employment Services (PREP) Identify and Schedule UC claimants for Reemployment Services

PREP Introduction - Purpose Benefit to One Stop Service Centers Customer Identification Process Service Plan Outcomes I. Introduction A. Purpose- Four Components of the profiling and re- employment services system include: 1. Identification - Identify dislocated workers early in claim series who would most likely exhaust UC benefits 2. Profiling, Selection and Referral - Provide timely re-employment services designed to shorten claimant unemployment spells and return the individual to productive, stable employment. 3. Re-employment Services 4. Customer or claimant feedback

Purpose Identification of dislocated workers Provide timely re-employment services to shorten duration of UC Return claimants to productive, stable employment Receive positive customer feedback

History Profiling in Florida began in October 1994 Prototype state Job Search Assistance Demonstration Project ended 1999 2003 PREP was integrated into the One-Stop Management Information System (OSMIS)

One-Stop Career Center Benefits Provides a steady, scheduled source of job applicants Increases placement rates Invaluable resource of dislocated workers Customer appreciation for knowledge of services available B. Benefit to One-Stop Career Centers 1. Provides a steady source of applicants who will report for re-employment services and other programs available through their local one stop center Increase placement rates 2. Increases placement rates Reduce the UC payment duration. The current average duration rate in Florida is???? 13 weeks 4. Invaluable resource of dislocated workers who would benefit from services under WIA 5. Customer appreciation for knowledge of services available

Reason for Program Federal Law - U.C. Amendments of 1993, Public Law (PL) 103-152 Florida U.C. Law, Section 443.091(1)(d) Florida Admin. Rules- 60BB-3.028 Opportunity for UC claimants who file Internet, telephone or mail claims to receive reemployment services A. Reason for Program 1. Federal Law – Unemployment Compensation Amendments of 1993, Public Law (PL) 103-152 2. Florida UC Law – Florida Statutes (FS)– Section 443.091 (1) (d) 3. Provide an opportunity for UC claimants who file by Internet, telephone or mail to report to One Stop Career Centers and receive re-employment services

UC Law FL Statutes Section 443.091 4 (d) An unemployed individual shall be eligible to receive benefits with respect to any week only if the agency finds that she or he participates in reemployment services, such as job search assistance services, pursuant to a profiling system established by rule of the agency to be likely to exhaust regular benefits and to be in need of reemployment services.

Customer Identification Monetarily eligible UC, Combined Wage (CWC), Federal (UCFE), and Military (UCX) claimants who have received a first payment I.Customer Identification, UC Claims Manual (UCCM V-28) A. Data elements are collected from claimants through the initial claims filing process B. Labor Market Information (LMI) such as industry and occupation codes, and unemployment rates are entered into the database C. Monetarily eligible claimants who were issued a first UC benefit payment D. Claimants who have received a first payment are then profiled using a two step process:

Excluded Claimants CWC, UCFE, UCX Interstate Claimants Union Affiliation Special programs TRA/TAA, DUA, and STC Transitional Claimants Claimants on Recall Status Seasonally / Partially unemployed First pay > than 42 days after the BYB 1. Excluded claimants .Combined Wage Claimants (CWC), Federal (UCFE) and Military (UCX) .Interstate Claimants Union affiliation Special Programs, Trade Readjustment Assistance, Trade Adjustment Assistance, Disaster Unemployment Assistance, Short Time Compensation- Voluntary employer program designed to help employers maintain their staff by reducing the weekly hours of their employees, instead of temporarily laying off employees .Transitional Claimants .Claimants on Recall Status .Seasonally unemployed . Partially unemployed .Claimants with a first payment more than 42 days after the Benefit Year Beginning date (BYB)

Profiling Process Selection – UC identifies pool Pool sent to OSMIS (weekend process) Scheduling - Before 5:00PM Thursday Notices mailed to claimants Claimant identified in OSMIS PREP Worklog Services provided in OSMIS Service Plan Entered as completed in Service Plan and in EFM I. Profiling Process A. Selection Each week One Stop Service Centers will have a pool of claimants sent via an interface to OSMIS. B. Scheduling .Scheduling must be completed by 5:00 PM on Thursday of each week and Re-employment Services Notices (UCB-220) are mailed on Fridays. .Permits schedules for Monday through Friday, 8:00 AM until 5:00 PM. Two weeks in advance A. Referral to Service Providers 1. Claimants are directed to predetermined One Stops based on the office address in the OSMIS system 2. Claimants scheduled and mailed a notice are identified on the OSMIS PREP worklog.

One Stop Staff will have a Schedule for Services screen similar to the one shown above. To view the Schedule Calendar, staff will select the ‘PREP’ folder under the ‘Job Seeker Services’ folder and the link labeled ‘Scheduling’ under that folder. One Stop Staff will only have the ability to use the Schedule Calendar for the One Stop Career Centers assigned to them by their security role.

One Stop Staff will have a Schedule Calendar screen similar to the one shown above. To view the Schedule Calendar, staff will select the ‘Current Schedule’ link on the Schedule Calendar page. OSMIS Instructions - PREP Scheduling Instructions Select the ‘Job Seeker Services’ folder from the One Stop Staff Navigation Menu by clicking the folder once with the left mouse button Select the ‘PREP’ folder from the One Stop Staff Navigation Menu by clicking the folder once with the left mouse button Select the ‘Scheduling’ link from the One Stop Staff Navigation Menu by clicking the link once with the left mouse button Select the ‘Current Schedule’ link from the Schedule Calendar Screen by clicking the link once with the left mouse button Enter the appropriate numeric value for the date and time staff would like claimants to appear for PREP orientation. This process will be available from Monday to Thursday ONLY. This step must be complete by Thursday at 5:00 PM. OSMIS will designate STATE OF FLORIDA holidays with an asterisk next to the day of the week where the holiday occurs. No restriction will be made on the entry of data on those dates. It is imperative that you save the PREP Schedule each time that you update the schedule. Every Friday, staff will select the ‘Print Letters’ link from the Schedule Calendar Screen by clicking the link once with the left mouse button. This will cause letters to be generated for all claimants scheduled for the designated week. Once letters have completed printing, it will be the One Stop Staff responsibility to ensure that all letters are mailed to designated claimants scheduled for PREP orientation.

One Stop Staff will have a Work-Log Screen similar to the one shown above. To view the Work-Log Screen, staff will select the ‘PREP’ folder under the ‘Job Seeker Services’ folder and the link labeled ‘Work-Log’ under that folder. Staff will need to select the appropriate week in which they are going to enter assigned activities and the outcome of those activities. By default, the system will show the work-log of the One Stop Career Center each staff person is working in. However, since customers scheduled for PREP services may receive the services at other One Stop Career Centers, staff has the ability to choose another regions work-log. Staff will either use the calendar link to the right of the text box or enter the date in the proper format (mm/dd/yyyy) and select the ‘GO’ link. The From date must be a Monday. If staff enters any other date other than a Monday, the OSMIS application will prompt staff with a message.

By selecting a week containing scheduled claimants, One Stop Staff will have a Work-Log Screen similar to the one shown above. Select the ‘Job Seeker Services’ folder from the One Stop Staff Navigation Menu by clicking the folder once with the left mouse button Select the ‘PREP’ folder from the One Stop Staff Navigation Menu by clicking the folder once with the left mouse button Select the ‘Work-Log’ link from the One Stop Staff Navigation Menu by clicking the link once with the left mouse button By default, the One Stop Career Center associated with your userid will populate the Region, County, and One Stop drop-down boxes. However, if you are in need of another Region’s Work-Log, you will select the Region, County, and One Stop from the drop down boxes. Enter the appropriate ‘From’ date for the week you wish to enter, exempt, or outcome claimants previously scheduled for PREP services. This date can be entered in one of two manners: Select the calendar to the right of the text box by clicking the icon once with the left mouse button. Once the calendar is visible, select the appropriate Monday. Enter the date for the appropriate Monday in the following format: mm/dd/yyyy. This date must be a Monday. The screen will refresh and the claimant’s information for the designated week will be displayed. The following information will be displayed: Check Box – This will be used to assign several claimants to the same staff person. Staff will select all the check boxes for the appropriate claimants and then select the ‘Assign’ link on the Manage PREP screen. Service Once an activity has been assigned to the claimant, this becomes a hyperlink. If this link is selected, staff will be provided the Manage PREP Detail Screen. This screen is what is known as the Service Plan and it provides all the details of the activities and their outcomes for the claimant. SSN – Selecting this link will display the claimant’s registration information. Day (Activity is Scheduled) One Stop Personnel If a staff person has already been assigned to the claimant, this will show the staff persons name. If a staff person has not been assigned, there will be a ‘Select’ link available for staff to assign themselves or other appropriate staff to manage the claimant’s services. Activity If a staff person has not been selected, there will be no data here and no way to add an activity for this claimant. If a staff person has been assigned, there will be an ‘Activity’ drop down box available here. Staff will then select the appropriate activity from the drop down box. Outcome If a staff person has not been selected, there will be no data here and no way to outcome an activity for this claimant. If a staff person has not been assigned, there will be an ‘Outcome’ drop down box available here. Staff will then select the appropriate outcome for the activity from the drop down box. Date If a staff person has not been selected, there will be no data here and no way to enter a date for the outcome of an activity for this claimant. If a staff person has not been assigned, there will be a ‘Date’ text box available here. Staff will then enter the date for the outcome of the activity. Exempted – This link can be selected for claimants who have been scheduled PREP services, yet it was determined that they were exempt. It is imperative that you save the Work-Log each time you update information for claimants.

Exemption in OSMIS By selecting the ‘Exempted’ link for the claimant, One Stop Staff will have an Exempted Entry Screen similar to the one shown above.

By selecting the SSN link for the claimant, One Stop Staff will have a Service Plan Screen similar to the one shown above. Service Plan (SP) The purpose of the service plan is to track services assigned/completed/exempted for claimants who are identified by the PREP system, monitor the claimant’s participation in re-employment services, and schedule the claimant for specific activities. To access the service plan, select the SSN of the appropriate claimant’s name. The system will display a formatted screen with the following data: Claimant’s Social Security Number Day / Date of the Activity Time of the Activity Activity Assigned Outcome of the Activity To establish a service plan refer to the OSMIS Instructions - PREP Work-Log Instructions Section of this document for more details. The OSMIS application will automatically change the “S” for scheduled to a “C” for completed when the services are reported via file transfer to the UI Benefit Payment System. When all of the scheduled services have been completed (S’s changed to C’s), the information will be captured for the UI Federal Reports. Claimants who do no report for their scheduled appointment are to be reported to UC Services by the One Stop personnel via the Communications Form. This form is located at: http://intra.awi.state.fl.us/onestop/remserv.asp. This form is located on the first page of the AWI Intranet under “Partners”. It is imperative to report the claimants who do not report as instructed by the One Stop. The One Stops can report more than one individual on the UC Communications Form. Once the form is completed, the user should click the submit button. Once the form is submitted, it will automatically be routed to the UC Claims Hub for review. The adjudication staff will conduct a fact-finding to determine if the claimant had good cause for not reporting. If there is not good cause, the claimant may be disqualified for the week in which the claimant failed to report. If the claimant reported for the service but did not complete it, access the OSMIS Work-Log screen and find the appropriate claimant’s SSN. Change the outcome of the claimant’s activity by selecting the ‘Outcome’ drop down box and change from Not Completed to Did Not Complete. If the claimant returns at a later date and completes the service, access the OSMIS Work-Log screen and change the outcome to Completed. If activities have been assigned to claimants erroneously on the OSMIS Work-Log, staff can remove the assigned activity in the following manner. Select the ‘Activity’ drop down box for the designated claimant Change the activity to ‘Not Selected’ Select the ‘Save’ link on the OSMIS Work-Log Screen Following this process will ensure that all scheduled activities entered in error will be removed. There is no mechanism to remove an outcomed activity. All completed activities will be available to staff under the OSMIS View Services Screen as well as the Service Plan Screen.

Orientation Record attendance & explain benefits Group completes Assessment Questionnaire and Work Readiness Checklist (should have completed it prior to orientation session) Identify exempted individuals and excuse Schedule claimants for interview/services based on the Readiness Checklist and Self Evaluation Provide services Enter as completed in OSMIS and EFM I. Orientation A. Orientation Process 1. Recording Attendance 2. Explaining the program and benefits of Re- employment Services 3. Issuing LES Form UCB-221 – Assessment Questionnaire (Appendix D) 4. Identifying those claimants who appear to have been erroneously selected and referred 5. Scheduling appropriately referred claimants for an assessment interview; and 6. Entering the information that the service was completed into ODDS M

Orientation Emphasis Attending re-employment services is not good cause for refusing suitable work Work search suspended for service only If unable to attend, notify one- stop Documentation needed to exempt Allow claimants to reschedule A. Orientation Emphasis 1. Participation in these services will not be considered good cause for refusing a bona fide officer of suitable work 2. Work search requirement will be suspended for each week the claimant is satisfactorily participating in reemployment services or approved training 3. Notify One Stop Career Center if unable to attend so the service can be rescheduled 4. Documentation is required from claimants to prove they attended similar services and be exempted from current profiling session 5. Claimants attending training or who have a bona fide job offer or scheduled interview should be referred for exemption or rescheduling

Assessment Interview Completion of Assessment Questionnaire Assessment Interview recorded EFM Services Screen Results on Notes screen A. Assessment Interview 1. After orientation, each claimant not eligible for exemption is scheduled for an assessment interview 2. Completion of Assessment Questionnaire (AWI Form UCB-221) 3. Assessment interview will be recorded on EFM Add services screen

Exemptions Return to work date within 10 weeks Attending approved training Check BH10 for non-monetary determination Prior services received in the last 12 months Documentation required or check BH10 I. Exemptions A. Florida law provides for claimants to participate in Reemployment Services and allows one or more of the following exemptions: 1. Bona fide return to work date within 10 weeks with a specific employer 2. The claimant is attending approved training with a non-monetary determination to that effect in the claim history. If a determination regarding the approved training has not been made, the claim should be referred to the adjudication hub. (Verify this procedure) 3. The claimant advises that all re-employment services have been completed within the last 12 months.

Analysis Educational Level Work History Vocational Skills Barriers 1. Analysis of their strengths and weaknesses , relative to locating employment based on four factors: .Educational level .Work history .Vocational skills .Identification of barriers to employment

Re-employment Services A. Re-employment Services 1. Counseling: .Claimants referred to counseling (group or individual) to receive assistance in understanding their relationship to the world of work so that they can make realistic decisions regarding job adjustment and training. . All claimants referred to testing should be provided an individual counseling session to explore the testing results. 2. Testing .Interest and vocational testing will be used to determine employment strategies .Interest Inventories and aptitude Test Batteries will be used to satisfy the testing requirement 3. Job Search Workshop .A seminar at least four hours in duration which provides: )Labor market information )Application/resume writing )Interviewing techniques )How to locate job openings 4. Resume Preparation Assistance .How to write a resume or a previously written resume is critiqued 5. Labor Market Information .Labor market information for a certain area where the claimant is seeking employment 1. Job Placement Services .After assessment or other services, those claimants considered “job ready” will be referred to job placement. .All claimants with a service plan will be referred to placement services as the final step of the service plan 2. Referral to WIA and Dislocated Worker programs and training

Intent The intent of PREP is to provide Re-employment Services, not to deny benefits. Try to re-set orientation appointment, instead of exempting. If you schedule an individual for services, please try to provide those services and code the plan as having completed the services to receive credit. Try not to exempt individuals if at all possible because USDOL has requested that no more that 30% of those scheduled be exempted from services. The intent is to provide re-employment services, not to deny benefits. If an individual fails to report, they can be rescheduled. Eligibility is determined on a weekly basis. Claimants should not be held ineligible if an attempt to report was made or if the failure to participate is minimal and does not significantly affect their ability to benefit from services. Issue Code 19 - Re-employment Eligibility Issues and Reason Codes

Summary of Process Orientation Assessment Interview Service Plan to Schedule Services Provide Reemployment Services Enter completion code on Service Plan to receive service credit and to remove Profiling flag Enter completed services on EFM activities screen An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.