Calculating Career Services Serena C. Walker, Ph.D. July 24, 2018

Requirement As a part of federal reporting requirements, the OAE must report the amount of funds spent during the fiscal year on activities classified as “basic career services.”

Today’s Objectives… To understand the parameters of basic career services for federal reporting To inform how local adult education providers will quantify and report career services for FY18 To inform how local adult education providers will quantify and report career services monthly for FY19 and beyond  

Where Does the Office of Adult Education Report Career Services? NRS—Statistical Tables—Statewide Performance Report (Joint Report)

Joint Report? What Is It? A summary of program performance information submitted by each Workforce core partner in the state A measure of the partners’ collective progress towards meeting the workforce needs of the state

Career Services Includes services at site locations as well as the One-Stop Center(s): This year: will be a retrospective calculation Future years: will require grantees to track career services on a monthly basis

Basic Career Services (Includes Adult Education) Career services, as identified in sec. 134(c)(2) of WIOA, consist of three types: Basic Career Services (Includes Adult Education) Individualized Career Services Follow-up Services

Basic Career Services Made available to everyone Includes some Adult Education services and related activities

Individualized Career Services Refers specifically to Title I (Adult and Youth) activities Refers to Wagner-Peyser Activities

Follow-up Services Services provided to participants placed in jobs through Title I and Wagner-Peyser services

Defining Career Services

A Closer Look… Documenting and Quantifying Local Career Services

Outreach (recruitment, not marketing; assessment of need) Who Does It? How often does it take place? How is it recorded? What materials are used/expended for it?

Intake (includes Intake Assessment Form completion; includes initial assessment) Who Does It? How often does it take place? How is it recorded? What materials are used/expended for it?

Orientation (may include referrals) Who Is Involved? How often does it take place? How is it recorded? What materials are used/expended for it?

Outreach… Intake… Orientation How many students were involved in these processes during FY2018?

Referrals and Coordination of Activities with Other Programs and Services What does that mean at your program? How do referrals happen? How is it recorded, from all parties? How do collaborations with core partners happen? How does collaboration with support services happen? Who is involved in these processes?

Provision of Performance Information and Program Cost What does that mean at your program? How often does it occur? How is it recorded? Who is involved in these processes?

Provision of Information on Support Services What does that mean at your program? Who are your community partners? How do you promote those services? How often does it occur? How is it recorded? Who is involved in these processes?

Next Steps Use the FY18 Career Services Calculations Tool to provide an estimate of the amount of funds expended during FY18 on basic career services

FY18 Reporting, cont. Using the tool, summarize your program’s basic career services expenditures for the first quarter of FY19– (July 1, 2017- September 30, 2017)

FY18 Reporting, cont. OAE will use the total estimate for the first quarter of FY18 to estimate the amount of funds expended on basic career services for the entirety of FY18.

Things to Consider Things to Consider: For assessments, the tool is pre-built with a number to reflect the cost per assessment. You will enter the # of assessments administered, and it will calculate the total for you

Things to Consider, cont. For supplies, you must estimate costs based on your program’s usage of certain materials, and purchasing costs. Ex. Cost of an orientation packet. (Paper costs? Printing costs? Copying costs?)

Things to Consider, cont. For personnel expenditures, enter the quarterl salary of the person(s) involved in the activity, and the % of that person’s time that was spent doing that activity for the reporting period The tool will calculate the dollar amount for you.

Things to Consider, cont. For operating costs, include things such as: Internet Phone Service Other technology

Things to Consider, cont. Include the One-Stop Center MOU cost in the “operating costs” on the tab for Category I-A (Outreach, Intake, and Orientation)

Things to Consider, cont. Include the personnel costs of administering initial assessments in the personnel costs for Category IA (Outreach, Intake and Orientation) Document the cost of the actual assessment instrument in Category IB (Initial Assessments)

FY18 Report Submission Submit the FY18 Career Services Calculations Tool to oaereporting@tcsg.edu By August 31,2018

FY19 Career Services Reporting FY19 Career Services Calculations Tool… Must be calculated/input monthly Will be submitted quarterly to oaereporting@tcsg.edu

Questions?