WIA Closure, Exit and Follow-up TRAINING SERIES WIA Closure, Exit and Follow-up Welcome to the Department of Economic Opportunity’s WIA Training Series. WIA seeks to help participants acquire the skills needed to obtain long-term employment with adequate wages. It also assists employers in finding the skilled workers they need to compete and succeed in business. This training module examines WIA closure, exit and follow-up. WIA Workforce Investment Act

Activity Closure All activities and services provided through WIA adult, dislocated worker, or youth funding must be recorded in the State’s management information system, Employ Florida Marketplace (EFM). For each activity or service, a projected end date is entered in EFM. At the conclusion of the service or activity, the activity must be closed in EFM. All activity and services provided through WIA adult, dislocated worker, or youth funding must be recorded in the State’s management information system, Employ Florida Marketplace (EFM). For each activity or service, a projected end date is entered in EFM. At the conclusion of the service or activity, the activity must be closed in EFM. WIA

Activity Closure When activities are closed in EFM, case managers may record the attainment of a credential (degree or certificate). This will affect two federal performance outcomes: Attainment of a Degree or Certificate (youth outcome) Adult/Dislocated Worker/Youth Employment and Credential (degree or certificate) When activities are closed in EFM, case managers may record outcomes that may affect their performance: Attainment of a degree or certificate, which is a youth outcome And attainment of a credential. A credential is defined as a degree, diploma or certificate. This applies to all WIA clients – adults, dislocated workers, and youth. WIA

As you can see, for each activity, a case manager will show the begin date and projected end date. When a client completes the activity, the case manager uses the “Close” link to enter the closure information.

To close an activity in EFM, a case manager will enter The completion date and the completion code (for example: successful completion).

Activity Closure Credential (certificate or degree) attainment Available at the conclusion of any youth activity Available at the conclusion of training activities for adults & dislocated workers The case manager will also enter the credential attainment. Note that credentials may be attained at the conclusion of any youth activity, but only at the conclusion of training activities for adults and dislocated workers. A separate presentation discusses the attainment of credentials. WIA

Case Closure Once all WIA activities have been closed, a WIA Case Closure can be created. Once all WIA activities have been closed, a Case Closure can be created. WIA

Notice that all activities show an actual end date, which means that there are no open activities. The case manager may create the WIA Case Closure by clicking on the link.

Case Closure Case Closure provides an opportunity to report outcome information which will yield positive performance: Employment information Credential (certificate/degree) information Youth outcome information (literacy/numeracy and skill attainment) Once again, a case manager has the opportunity to record information that will lead to positive performance measures: Employment information, credential information and youth outcomes. WIA

These outcomes are recorded in separate tabs as shown here.

Case Closure Additional benefit from the creation of a case closure: Ability to provide follow-up services An additional benefit to creating a case closure is the ability to provide follow-up services. WIA

Follow-up Services Follow-up services that may be provided after WIA Case Closure or after Exit include: Mentoring & tutoring Job search & job support activities Supportive services Referrals to community resources Follow-up services that may be provided after WIA case closure or after Exit include: Mentoring & tutoring Job search & job support activities Supportive services Referrals to community resources WIA

Exit An exit takes place after a client ceases to receive any service from one of three federal workforce programs (WIA, Wagner-Peyser, Trade Act). Generally, case managers do not create an exit. EFM is set up to create a soft exit for an individual who has not received a service from a federal program for at least 90 consecutive days. An exit takes place after a client ceases to receive any service from one of these three federal workforce programs: WIA, Wagner-Peyser, and Trade Act. Generally, case managers do not record an exit. Instead EFM is set up to create a soft exit for an individual who has not received a service from a federal program for at least 90 consecutive days. WIA

Exit The exit date for a soft exit is the last day of activity. Case managers need to manually record an Exit (hard exit) for individuals who meet one of the criteria for a global exclusion. The exit date for a soft exit is the last day of activity. Case managers will manually record an Exit (hard exit) for individuals who meet one of the criteria for a global exclusion. WIA

Global Exclusion A Global Exclusion is available for individuals who have a planned gap in service that will exceed 90 days for one of the following reasons: Health/Medical – Participant receiving medical treatment that precludes entry into unsubsidized employment or continued participation in the program Institutionalized – Participant is residing in an institution or facility providing 24-hour support, such as a prison or hospital A Global Exclusion is available for individuals who have a planned gap in service that will exceed 90 days for one of the following reasons: The Participant receives medical treatment that precludes entry into unsubsidized employment or continued participation in the program. The Participant is residing in an institution or facility providing 24-hour support, such as a prison or hospital. WIA

Global Exclusion Deceased Reservist called to active duty – Participant is a member of the National Guard or military Reserve unit and is called to active duty Family care – Participant is providing care for a family member with a health/medical condition that precludes entry into unsubsidized employment or continued participation in the program Other global exclusions include: The participant is deceased. The Participant is a member of the National Guard or military Reserve unit and is called to active duty. The Participant is providing care for a family member with a health or medical condition that precludes entry into unsubsidized employment or continued participation in the program. WIA

Global Exclusion Relocated to a Mandated Program (youth participants only) – the participant is in the foster care system or another mandated (residential or non-residential) program and has moved from the area as part of such a program. This does not include relocation to a Job Corps center Finally, a global exclusion that applies only to Youth: Relocated to a Mandated Program refers to a participant who is in the foster care system or another mandated (residential or non-residential) program and has moved from the area as part of such a program. This does not include relocation to a Job Corps Center. WIA

Global Exclusion An individual who did not disclose a valid social security number is also excluded from performance measure. EFM automatically excludes such an individual when it soft exits them. An individual who did not disclose a valid social security number is also excluded from performance measures. EFM automatically excludes such individuals when it soft exits them. WIA

Exit To create a hard exit, case managers record the information in the “Create WIA Outcome” section in EFM. Case managers will manually record a WIA Exit (hard exit) for individuals by clicking “Create WIA Outcome” for individuals who meet one of the criteria for a global exclusion. WIA

The only Exit Reasons that should be recorded are the global exclusions—medical, institutionalized, deceased, reservist called to active duty, family care, and, for youth, relocated to a mandated program. WIA

Post-Exit Follow-Up Contacts The primary goal of WIA is to provide a continuum of services that yield long-term benefits for clients. The purpose of the post-exit follow-up contacts is to collect data to be used for reporting post-exit outcomes. Follow-up contacts are made after a client has exited from all workforce activities. WIA was set up to measure long-term outcomes to ensure that the federal funding yields long-term benefits to clients. Most long-term, post-exit outcomes are recognized when case managers enter the information in the follow-up screens in EFM. WIA

Post-Exit Follow-Up Contacts Long-term, post-exit outcomes are recognized when case managers enter the information in the follow-up screens in EFM. The purpose of the WIA Follow-Up contacts is to collect and report data for outcome performance measures. Follow-up contacts are conducted after a client has exited from all workforce activities. WIA

Post-Exit Follow-Up Contacts EFM automatically creates a quarterly Follow-Up schedule which case managers are required to use to make their quarterly follow-up contacts. Such contacts must be recorded in the Create a Follow-up section of EFM. Updated outcome information may be entered into EFM during the Follow-Up period. EFM automatically creates a quarterly Follow-Up schedule which case managers are required to use to make their quarterly follow-up contacts. Such contacts must be recorded in the Create a Follow-up section of EFM. Updated outcome information may be entered into EFM during the Follow-Up period. WIA

This shows part of the first tab that opens when a case manager records follow-up information. The general information and exit and closure information are pre-populated based on information previously entered. WIA

This portion of the first tab is where a case manager will record an unsuccessful contact attempt. When case managers contact and obtain relevant information, they record this in the next tabs. WIA

Under the Employment tab, the general information comes from previously-entered records. The Follow-up Employment Information is generated from follow-up contacts with the client, employer, collateral contact, etc. WIA

To enter employment history since program exit, a case manager may click the “Pre-fill Recent Employer” button which will direct EFM to insert the information associated with the most recent employer data. Of course, any changes since the previously-reported information should be updated. If the client is working with a new employer, the case manager will click on the Add Different Employer button. WIA

If the client is a youth, then the Youth Services tab should be completed. Critical information that affects performance includes Youth Placement which is reported at the first quarter after exit. WIA

Note that the youth outcome: attained a degree or certificate may be claimed through the third quarter after exit. Thus, this attainment may be reported during the first, second or third quarter after exit if it has not been recognized prior to exit. WIA

For adults, dislocated workers and older youth who obtain a credential during the three-quarter after exit period, the credential should be reported under this tab. WIA

WIA Outcomes & Post-Exit Follow-Up Contacts The lack of post-exit follow-up contacts will result in the loss of the following common measures outcome: Youth Placement in Education, measured at 1st quarter after exit from data input into EFM It will further result in the loss of the following WIA performance measure: Younger Youth Retention Rate, measured at 3rd quarter after exit from data input into EFM Two youth outcomes may only be recognized if case managers input the information in the appropriate follow-up fields. One is the Youth Placement in Education. This is measured during the first quarter after exit. The other one is the Younger Youth Retention Rate which is measured during the 3rd quarter after exit. WIA

WIA Outcomes & Post-Exit Follow-Up Contacts The lack of post-exit follow-up contacts may result in the loss of the following WIA common measures outcomes: Adult & Dislocated Worker Entered Employment Adult & Dislocated Worker Employment Retention Youth Placement in Employment Older Youth Employment Retention at 6 Months Youth Attainment of a Degree or Certificate Other outcomes may be obtained from data that is not contained in the follow-up records. Employment information may be gleaned by DEO’s reporting unit from UC records. However, if that information is not contained in the UC records, a region will get a negative outcome unless they secure employment information from the employer and record it in the follow-up record in EFM. This would help to recognize self-employment or employment in another state. The Youth Attainment of a Degree or Certificate will be recognized if it is recorded prior to exit. But for youth who attains such a degree or certificate during the three quarters following exit, it will be necessary to record such attainment in the follow-up record in EFM. WIA

Quiz 1 WIA follow-up services may only be provided after a participant exits from all workforce activities (TAA, Wagner-Peyser, and WIA). True False Answer: b – false. It can be provided after a WIA Closure. WIA

Quiz 2 The following individuals qualify for a global exclusion (select all that apply). Deceased Incarcerated Moved from area Scheduled for routine surgery Answer: a & b. WIA

Quiz 3 A “WIA Outcome” may be created to record the fact that a client retired or entered post-secondary training. True False False. It is only used for global exclusions. WIA

Quiz 4 To be recognized as a “credential” for federal reporting, a client must receive a degree or diploma or a nationally-recognized certificate. True False True as discussed in TEGL 17-05 and its attachments. WIA

Quiz 5 What are the two outcomes that may only be recognized from the EFM follow-up records? Older Youth Employment Retention at 6 Months Younger Youth Retention Rate Youth Attainment of a Degree or Certificate Youth Placement in Education Answer: b & d. WIA

Questions or Additional Information If you have any questions or for additional information, please contact DEO’s WIA policy and technical assistance staff at: WP_WIAProgramInfo@deo.myflorida.com. If you have any questions or for additional information, please don’t hesitate to contact one of our WIA policy and technical assistance staff. Thank you. WIA