1. 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

2. 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 #

3. 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 #

4. 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 #

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

6. 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? #

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

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

9. Toolkit: Access & Structure
Why highlight the Toolkit?
History of the Toolkit
Access to the Toolkit #

10. 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 #

11. Toolkit: Find it Online#

12. Toolkit: Find it Online#

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

14. 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 #

15. 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 #

16. Training Guide (Training Methodology page)#

17. Training Guide (Suggested Training Outline)#

18. Training Guide (Sample Exercise Overview)#

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

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

21. 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. #

22. 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) #

23. 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) #

24. 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) #

25. 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) #

26. 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) #

27. 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) #

28. 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) #

29. 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) #

30. 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) #

31. 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) #

32. Touring the APPENDICES#

33. Touring the APPENDICES#

34. Touring the APPENDICES#

35. Touring the APPENDICES#

36. Let’s pause to answer a few questions!#

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

38. 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) #

39. 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 #

40. 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 #

41. 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 #

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

43. 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 #

44. 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 #

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

46. Please enter your questions in the Chat Room!#

47. 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) 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:

48. 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. 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.

49. 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. Career Planning Begins with Assessment: A Guide for Professionals Serving Youth with Educational and Career Development Challenges

50. Contact Information
Alice Prince
Scott Fromader
Lori Crockett Harris #

51. Find resources for workforce system success at:
Thank You!
Find resources for workforce system success at: #