WIOA State Plan Common Elements

Intensive/Training - Policy 1 Client Flow

The following table indicates the behavioral steps and required Delaware Job Link entry for individuals on the Intensive Services/Training path: Worker Function DJL Function Area Determine if client already has an existing account Search DJL. One-Stop Core Registration Create a New Account or Update an Existing Account. One-Stop Core Create a Labor Exchange Enrollment Opens Job Service Link under Program Registrations. One-Stop Core Conduct Assessment Interview Enter Services under Service & Training (S&T) Plan Link. Client watches a video explaining DET services and is given a Green Sheet with available services - client makes self determination as to whether they are interested in intensive services or training. One-Stop Core Demographic Verification Client inquires about Intensive Services/Training LE Staff verifies Demographic information is correct. One-Stop Core REFERRAL TO ASSESSMENT/TESTING LE staff will schedule client for CASAS testing. One-Stop Core ASSESSMENT-TESTING Client attends CASAS testing - LE staff enters client attended One-Stop Core Referral to Career Planning Workshop Once client attends the CASAS testing - LE staff will schedule client for Career Planning Workshop One-Stop Core Career Planning Workshop Client attends Career Planning Workshop - LE staff enters client attended One-Stop Core Career Planning Workshop At the end of the Workshop individuals who are interested in training/intensive services complete a Service Proposal and are scheduled to meet with a case manager. One-Stop Core Meeting with Case Manager - Review Eligibility (Eligibility date is the date eligibility was determined) Case Manager - At this point, case manager needs to confirm Demographics Information. When necessary documentation to support eligibility is available, the case manager can check the validation box. This opens the Workforce Investment Act Link - click on the link and continue to the Add Enrollment screen. Intensive Training

Eligibility Determination Case Manager - Add Service - Eligibility Determination - Enter in the Service & Training (S&T) Plan - Status should reflect Completed. The estimated start, actual start date, estimated end, and actual end date should be the same as the Eligibility and Enrollment date. Intensive Training

Complete an Assessment/Planning Service Case Manager - Add Service - Assessment/Planning Service - Enter in the Service & Training (S&T) Plan - Status should reflect In-Progress. The estimated and actual start dates should be the same as the Eligibility and Enrollment date. The estimated end date should be the tentative start date of training. Please Note: When adding the Assessment & Planning Service, it is only necessary to select a Service Type, enter “DOL / DET” in the Training Agent ID field, select a Status, and complete the appropriate Date fields. The rest of the information on the screen is automatically populated by the system when the service is saved.

Intensive Training

Create the Individual Service Strategy Client & Case Manager Sign the ISS/Training Plan Case Manager - Insert a Program Note on the WIA Program Details Screen stating ISS can be found in Participant File and the Training Plan can be found on the Universal Screen - In Uploaded Documents

Intensive Training

Case Manager forwards signed ISS to Supervisor - Supervisor signs off on the ISS. Supervisor - will Approve the Enrollment through their Pending Enrollment List Intensive Training

Complete an Occupational Skills Training Service or a Job Search and Placement Assistance (for those clients who do not want Training scroll down to Client begins Job Search and Placement Assistance If Training is chosen Case Manager - Add Service - Occupational Skills Training Service (OST)-Enter in the Service & Training (S&T) Plan - Status should reflect Proposed. Case Manager will be responsible for creating a budget. If it is a new client a paper budget will be created. If it’s a returning client a budget can be created in the system. Please Note: When adding an OST, click on the Training Providers Link at the top of the screen, search for the appropriate Provider and Program, and click on the Add to Training Plan Link at the bottom of the Program screen - this automatically adds the provider and program information to the Service Details screen. The estimated start date should be the tentative training start date. The estimated end date should be the tentative end date of the semester or program. Intensive Training

Nothing Case Manager goes into DJL and creates the budget Existing Client Returns for Additional Funding (OST’s need to be created for those with full Pell grants) Client brings copy of Student Schedule/Bill and book estimates to case manager. Case manager creates new S&T for OST as proposed for the upcoming semester and creates the budget. Supervisor reviews request and either approves or returns. If PELL grant or other grant is received, case manager enters grant information in the WIA Enrollment under the Educational Grant Link Confirm client start training The case manager will change the OST status from Proposed to In- Progress Supervisor will process payment. The case manager will go into the existing Assessment/Planning Service and insert an Actual End Date and change Status to Completed Case Manager will e-mail supervisor and provider to confirm client did started training. Refer to Policy 15 - Requirements for Entering an OST Intensive Training Supportive Service Request Case Manager - add Service - Supportive Services - enter in the S&T Plan as completed each time a supportive service payment is approved. Confirm client didn’t start training Case Manager will e-mail supervisor and provider to confirm client did not started training. A Program Note on the WIA Program Details Screen will also be entered then Supervisor can move forward with the de-obligation of funds. Case Manager will go into the existing Assessment/Planning Service and insert an Actual End Date and change Status to Completed. Case Manager will go into the existing Occupational Skills Service and insert an Actual End Date and change Status to Failed to Report. Case Manager - add Service - Job Search and Placement Assistance - enter in the S&T Plan the estimated start, actual start date, estimated end, and actual end date should be the same date. Refer to IJS Policy. Intensive Training

Complete contacts while client is in OST or in Job Search and Placement Assistance Case Manager - Enter updates in the Program Notes on the WIA Program Details screen. Intensive Training

Confirms completion of Training

Obtain verification of Credential Case Manager - Go into the existing Occupational Skills Training Service and insert an Actual End Date and change Status to Completed Enter details on the WIA Program Detail Screen (Outcomes, Third Quarter After Exit Links). Intensive Training

Client begins Job Search and Placement Assistance Add Service - Job Search and Placement Assistance - enter in the S&T Plan. The estimated start, actual start, estimated end, and actual end should reflect the same date. If a training client, all dates should reflect the day after the training completion date. Refer to IJS Policy All services provided to client during the job search phase should be entered with appropriate S&T under the LE Enrollment Link. Program Notes documenting services should continue under the WIA Program Detail Screen. Intensive Training

Confirm Job Placement

Case Manager - Enter job placement details under the Job Placement Link on the Case Details Screen. Add Service -Follow-Up Services - Enter in S&T Plan Achieved Day 1 Outcome Intensive Training

Obtain verification of 30, 60, and 90 Days of Employment Case Manager - add Service -Follow-Up Services - Enter in the S&T Plan Achieved Day 30 Outcome, Follow-Up Services - Achieved Day 60 Outcome, and Follow-Up Services - Achieved Day 90 Outcome as appropriate Intensive Training

Nothing System generates Exit -90 days after the last entered estimated end or actual end date of last service (typically Job Search and Placement Assistance) if no other activity is inputted. Intensive Training

Place placement information, wage information, credential information in folder Case Manager - after the case exits, Complete Outcome and Wages Information on the WIA Program Detail Screen. Intensive Training

General Rules Associated with Client Flow: Every service for client, every contact with the client, etc., should be notated through the completion of a program note in DJL. Notes should be created on the WIA Program Details Screen. Effective Date: June 1, 2009 Revised Date: August 14, 2009 Revised Date: May 17, 2010 Revised Date: June 4, 2010 Revised Date: September 9, 2010 Revised Date: July 14, 2011 Revised Date: July 18, 2012 Revised Date: October 12, 2012 Revised Date: January 30, 2013 Revised Date: May 1, 2013 Revised Date: June 13, 2013 Revised Date: December 17, 2013 Revised Date: February 14, 2014 Revised Date: August 20, 2014

The Delaware Workforce Development Board funding guidelines are a policy statement (Appendix G). Reviewed and updated every November, and approved by the board, the guidelines are the policy document that governs the expenditure of all monies (including State and Federal funds) used by the DWDB and DOL-DET. Not only that, the funding guidelines are one of several foundational documents outlining how the DWDB and its Joint administrative entity disburse funds.

MEMORANDUM

FOR: Record

FROM: Delaware Workforce Development (DWDB)

DATE: October 11, 2017

SUBJECT: DWDB Policy 2017007 PY 2017 Funding Guidelines: Delaware Workforce Development Board (DWDB)

1. Purpose. The Delaware Workforce Development Board establishes these funding guidelines to supplement and complement its strategic vision. These guidelines not only establish a baseline of the service delivery for Delaware’s publicly funded workforce system, but also serve as an annual policy document.

2. General. The DWDB will only fund occupational skill training that is on the State Demand Occupation List. The DWDB staff will annually develop the Demand Occupation List with input from the Delaware Department of Labor, Office of Occupational and Labor Market Information (OOLMI), the core partners, and training providers. The DWDB intent is to align expenditures with the governor’s Pathways to Prosperity initiative, while at the same time ensuring occupations usually found at technical and vocational schools are represented. Vocational programs will prepare students by containing the career related skill based competencies, the appropriate credential/license, a work-based learning opportunity/immersion activity developed to highlight and re-enforce the program goals. The DWDB, primarily in partnership with Delaware Department of Labor, Division of Employment and Training (DOL-DET) allots funds through its contracting process and the Individual Training Account (ITA) process.

3. Priorities. Although the DWDB establishes priorities in subsequent sub paragraphs, providers may submit programs which fall outside these priorities. It is important to note, only programs addressing DWDB priorities will receive bonus points.

A. Promise Communities. The DWDB top priority for 2017 is developing programs in promise communities. Promise communities are defined as those underserved communities in which:

• 28.9 % of the children live in poverty;

• 44.9% of residents are considered low income;

• 37.3% of the children are proficient in reading by 3rd grade;

• 18.2% of the population 25 and over have a HS diploma;

• 10% unemployed; and

• 66.5% receive some form of public assistance

The DWDB further defines promise communities as these geographic areas/zip codes:

B. Pathways. The DWDB has fully embraced the pathways model and believes the skills taught at the state’s vocational/technical institutions provide relevant pathways. The DWDB generally defines pathways as a set of curricula focused on a specific industry-based “pathway,” paired with opportunities to gain workplace experience while still in high school, graduate with a head start on a college degree, or gain qualifications needed to go to work immediately. Pathways apply to Adult, Youth, and Dislocated Worker training program funding. The ultimate goal for any pathways program is mid-wage employment. A career pathway is a non-duplicative sequence of academic and technical courses that includes secondary- and postsecondary-level content and opportunities for participants to apply knowledge in the classroom and the workplace. Career pathways culminate in industry-based credentials and/or postsecondary degrees and have the following characteristics. The Common Elements of Career Pathways are:

• Sector-Based Engagement Strategies: Education and training aligns with the academic and technical skills needed by Delaware employers. Employer engagement occurs within targeted industry sectors, representing high-growth potential to the state or regional economies, to determine prerequisite employment and career progression skill requirements for in-demand occupations.

• Stackable Educational and Training Options: Education and training includes the full range of secondary, adult education, and postsecondary education programs, including registered apprenticeships. Career pathways are a non-duplicative progression of courses clearly articulated from one level of instruction to the next and provide opportunities to earn high school credit, adult basic education, and postsecondary credit, culminating in industry-recognized credentials and/or an associate or bachelor’s degree.

• Contextualized Learning: Education and training focuses on academic and technical content. Curricula and instructional strategies are designed to engage employers through authentic work experiences and to help youth and adults attain work-readiness skills.

• Accelerated/Integrated Education and Training: Career pathways combine occupational skill training with adult education services, give credit for prior learning, offer remedial services as needed, and apply strategies that accelerate the educational and career advancement of youth and adults.

• Industry-recognized Credentials: Education and training programs lead to the attainment of industry-recognized credentials and/or an associate or bachelor’s degree that has value in the labor market.

• Multiple Entry and Exit Points: Career pathways provide participants with opportunities to transition between formalized education and training programs and competitive employment, thus allowing participants of varying skill levels to pursue education or training to enter or advance in a specific sector or occupational field.

• Wraparound Services: Career pathways incorporate academic and career counseling and support services. Services are targeted at points of transition, provide individualized career plans, and support communities that are high poverty. Further, career pathways provide supports for nontraditional learners and individuals with barriers to employment.

4. DWDB/DOL-DET Internal Rules for Contracting. The DWDB and DOL-DET will adhere to the rules below:

A. Funds returned may be allocated as deemed appropriate by the DWDB.

B. The Consolidation Committee will develop funding recommendation for the full board and establish a priority list for funding programs should additional funds become available prior to 1 July 2018. No funding changes may take place after 1 July 2018. Any funds identified after 1 July 2018 become carry in for the PY 18 RFP process.

C. Panels have the discretion to fund proposals in whole, or in part, or not at all. When funding programs RFP panels will - to the greatest extent possible - fund programs in full and not divide limited funds between programs.

D. The DWDB will fund awards at a level sufficient to fully carry out the portion of the program which is funded. Proposers are required to demonstrate the level of funding is sufficient.

E. No more than fifty percent of the Blue-Collar Funds may be used for Youth Programs. The remaining Blue-Collar funds will be used to fund dislocated training, to assist in school-to-work transition activities and to underwrite such other innovative training programs.

F. DWDB will set aside $200,000 of Blue Collar funds to enter into partnerships with Delaware-based economic development organizations, or non-profit agencies, or other state agencies with a dollar to dollar match for Blue Collar workforce training initiatives.

G. The DWDB will set aside $250,000 of Blue Collar funds for workforce development programs to assist in mitigating gun violence. This money may be used to enter into partnerships with other state agencies, non-governmental, or not-for-profit agencies.

H. The DWDB encourages the use of braided funding from multiple sources to achieve programmatic goals.

5. New Requests For Proposal (RFP) Procedures. The RFP process has undergone significant changes. This paragraph presents an overview of some of this year’s most significant changes:

A. The RFP process will consist of two rounds; a written review and an oral clarification presentation. The submitted written proposal is worth 70 percent of the total score and the oral clarification presentation is worth 30 percent of the total score.

B. Review panels will score all written presentations and invite only the best qualified to proposal review day. All others are eliminated from consideration.

C. The DWDB will award contracts on a two-year cycle, but will annually review contracts. The DWDB - through DOL-DET, may cancel contracts during the annual review with providers who are not meeting benchmarks.

D. The DWDB will award priorities bonus points to proposals meeting specific priorities as listed below. This year’s priorities are:

1. Promise Communities -- 10 Bonus Points

2. Pathways Programs -- 6 Bonus Points

E. The DOL-DET will, in partnership with DWDB, will hold a mandatory proposer orientation.

F. The proposal development session component is eliminated; there is only one submission. DWDB staff will reject incomplete bids.

4. Contracts. The DWDB and DOL-DET deliver youth services primarily by soliciting proposals from providers for both In-School Youth and Out-of-School Youth programming. The DWDB may also, from time-to-time, contract for adult and dislocated worker programming. The contracts may be Federal WIOA funds and/or State Blue Collar Funds. Even though the DWDB usually issues an RFP in early January for most of its contract services, the DWDB may issue other RFPs throughout the year as needed. The following subparagraphs outline - in no order of precedence - guidance relative to contract and RFP development and procedures:

A. To the extent possible, definitions provided in the federal law and regulations are the definitions for all sources of funds, including Blue Collar, except the definition of eligibility. The Blue-Collar training programs have no requirement that participants be low income.

B. The DWDB may accept risk and establish local performance measures for specific populations (e.g. Re-entry, underserved youth and adults) when using state dollars. The DWDB will ensure local performance measures are established in an RFP document as appropriate.

C. All providers are responsible for the data entry of participant information and activities into the Delaware JobLink Management Information System (DJL).

D. Prior to executing a contract, proposers, without current contracts, will provide a copy of their most recent financial statement to enable DWDB/DOL-DET to establish their fiscal soundness and eligibility for a contract.

E. Providers will maintain documentation for each participant, including eligibility, attendance, assessments, credentials, certificates, literacy/numeracy gains, and outcomes. Providers will provide documentation to DWDB, the Youth Council, DOL-DET and/or their designees upon request.

F. All Providers will offer training that will allow trainees to earn a Diploma, GED, or Industry Recognized Certificate as defined in USDOL TEGL 10-16.

G. Computer training appropriate to the intended job placement opportunity is a key factor in funding occupational skills training proposals.

H. Providers that request supportive services will document linkages with other human service providers.

I. The DWDB Proposal Review and Certification Committee and the DWDB Executive Committee will review DOL-DET initial funding allotments per categories. The board is free to accept or reject, in whole or in part, the recommendations of the contracting lead.

J. The DWDB acknowledges that the degree to which an employee can analyze and solve problems, demonstrate soft skills, competency in foundation mathematics and reading skills and good attendance, is as important to job retention as is demonstrating the occupational skills. Therefore, the DWDB seeks evidence that these skills are taught and reinforced continually as important and interrelated parts of the training.

K. Contractors will assess reading and math skills. Basic language and numeric skills training when appropriate, will be provided concurrently with skills training. As part of the RFP, proposers will be asked to describe their plan to meet this objective.

L. Occupational Skills programs with a combination of activities are requested. In particular, programs that combine classroom occupational training including an internship, clinical, actual work experience, on-the job training, along with the necessary foundation skills in reading and math, are preferred.

M. Contractors are responsible for determining and documenting eligibility, recruiting customers, and providing the DOL-DET’s Management Information System (MIS) with required information. Failure in any of these areas may result in corrective action.

N. Contractors will provide retention services, as necessary, including during the day and evening to meet performance measures for 12 months following exit except for Adult Blue Collar. Adult Blue-Collar exits will require 6 months of follow-up.

O. The proposal rating criteria will favor those proposals that demonstrate the ability to operate quality, cost effective training programs that result in high placement rates, increased wages, long term job retention, credential attainment and literacy/numeracy gains. Criteria may be expanded from time-to-time to reflect board priorities.

P. Funding may be approved to support all or any portion of the cost of a training program. Proposers will provide, in their proposal, the cost of their entire training program and the amount of funds requested.

Q. Proposers will demonstrate that the curriculum being offered through proposed training meets the current and projected needs of the local employers.

R. DWDB will strive to provide training based on each county's needs and in reasonable proportion to the population. The Board may consider the percentage of poverty level residents recorded in the most recent official census, and the state-generated rate of unemployment.

S. Program providers shall define their staff qualifications in the proposal for any position for which they are requesting funding in whole, or in part.

T. Proposers will utilize Delaware Job Link to develop and implement a plan to improve employment opportunities for trainees to maximize success in the current economy. This will include a current updated resume built in the Delaware Job Link system.

U. Blue Collar adult training contracts will be a hybrid contract. The normal standard for the hybrid is to fund as a 60% Cost Reimbursement and a 40% Performance Based contract. Performance payments will be based on Day 1 Outcomes pending the performance and Day 30 Outcomes.

V. No more than ninety-five percent of available funds may be awarded via RFP.

5.Youth Contracts. This section provides general guidance on all youth contractors/proposers

A. Out-of-School providers shall allocate a minimum of twenty percent of funds to provide paid and unpaid work experiences that have an academic and occupational component which may include: employment opportunities, pre-apprenticeship programs; internships, job shadowing, and on-the-job opportunities.

B. Youth proposers are required to identify the incremental credentials received during the proposed program and the credential obtained as a result of successfully completing the proposed program.

C. Youth programs will be contracted. Proposals will be solicited for Out-of-School Youth and In-School Youth programs.

D. Under the guidance of the Youth Council, youth programs will be contracted.

E. In-School and Out-of-School Youth programs will be funded with a combination of Blue Collar and WIOA funds.

F. Eligible youth programs will provide:

• Provide an objective assessment of the academic levels, skill levels, and service needs of each participant, and developmental needs of such participant, for identifying appropriate services and career pathways for participants.

• Develop service strategies for each participant that are directly linked to one or more of the indicators of performance that shall identify career pathways that include education and employment goals (including in appropriate circumstances, nontraditional employment), and appropriate services for the participant considering the assessment conducted.

• Preparation for postsecondary educational and training opportunities.

• Strong linkages between academic instruction and occupational education that lead to the attainment of recognized postsecondary credentials.

• Preparation for unsubsidized employment opportunities, in appropriate cases.

• Activities leading to the attainment of a secondary school diploma or its recognized equivalent, or a recognized postsecondary credential.

• Effective connections to employers, including small employers, in in-demand industry sectors and occupations of the local and regional labor markets.

G. Funded youth providers are not required to directly provide all program elements. All funded providers are required to ensure youth have access to all program elements in order to provide a comprehensive youth program that offers the following program elements:

• Tutoring, study skills training, instruction, and evidence-based dropout prevention and recovery strategies that lead to completion of the requirements for a secondary school diploma or its recognized equivalent (including a recognized certificate of attendance or similar document for individuals with disabilities) or for a recognized postsecondary credential.

• Alternative secondary school services, or dropout recovery services, as appropriate.

• Paid and unpaid work experience that have as a component academic and occupational education, which may include - (i) summer employment opportunities and other employment opportunities available throughout the school year; (ii) pre-apprenticeship programs; (iii) internships and job shadowing; and (iv) on-the-job training opportunities.

• Occupational skill training, which shall include priority consideration for training programs that lead to recognized postsecondary credentials that are aligned with in-demand industry sectors or occupations.

• Leadership development opportunities, which may include community service and peer-centered activities encouraging responsibility and other positive social and civic behaviors, as appropriate.

• Supportive services.

• Adult mentoring for the period of participation and a subsequent period, for a total of not less than 12 months.

• Follow-up services for not less than 12 months after the completion of participation, as appropriate.

• Comprehensive guidance and counseling, which may include drug and alcohol abuse counseling and referral, as appropriate.

• Financial literacy education.

• Entrepreneurial skills training.

• Services that provide labor market and employment information about in-demand industry sectors or occupations available in the local area, such as career awareness, career counseling, and career exploration services.

• Activities that help youth prepare for and transition to postsecondary education and training.

• Education offered concurrently with - and in the same context as - workforce preparation activities and training for a specific occupation or occupational cluster.

6. Performance Measures. The DWDB will only approve and/or renew ITA programs which meet or exceed Delaware’s federally mandated performance measures. For Credit programs at open enrollment degree granting institutions are exempt from the credential attainment requirement measure when applying for inclusion on the Eligible Training Provider List (ETPL). For credit programs at degree granting institution on the ETPL will meet all performance measures when applying for subsequent renewal. Even so, the DWDB recognizes that some priority populations may require special considerations. The DWDB may at its discretion - on a case-by-case basis - allow providers serving targeted population some latitude during initial eligibility determination and subsequent renewal. Delaware’s Performance Measures are:

Adult and Blue Collar Measures

Employment Rate 2^nd Quarter after exit 71%

Employment Rate 4^th Quarters after exit 74.7%

Median Earns 2^nd quarter after exit $4575

Credential Attainment 45%

Measurable Skills Gain Baseline

Dislocated Worker

Employment Rate 2^nd Quarter after exit 77.4%

Employment Rate 4^th Quarters after exit 77.5%

Median Earns 2^nd quarter after exit $6277

Credential Attainment 45%

Measurable Skills Gain Baseline

Youth Measures

Employment Rate 2^nd Quarter after exit 66.7%

Employment Rate 4^th Quarters after exit 52%

Median Earns 2^nd quarter after exit $4371

Credential Attainment Baseline

Measurable Skills Gain Baseline

7. ITA General Rules. This paragraph provides general policy guidance pertaining to funding guidelines.

A. The DWDB-approved ITA process manual will govern the steps for initial eligibility and subsequent renewal of providers seeking inclusion or maintaining their status on the Eligible Training Provider List.

B. The DWDB Management Analyst will annually update the ITA Manual in May for approval by the Proposal Review and Certification Committee and the Executive Committee in June of each year.

C. One-Stop Centers will assess career services applicants in reading and math skills. Basic language and numeric skills training, when appropriate, will be provided to the extent possible either concurrently with skills training or in another manner consistent with the jointly developed employment plan.

D. One-Stop Center staff will determine and document eligibility for individuals involved in a career/training service.

E. Any local One-Stop Center office providing federal services that fails to achieve 85% of its goal in any year may be required to have a correction action plan.

8. I am the point of contact for this policy at 302-761-8163 or William.Potter@state.de.us.

William J. Potter

Executive Director

Delaware Workforce Development Board