Important Changes and Guidelines in Year 4 Program

 
Important
Changes in
Year 4
 
Counting of Participant
Contact Hours
 
 
WIOA Methodology
 
Once a participant, always a participant
This means, anyone who got 12 hours prior to June
30 stays a participant if you enroll them, with at
least 1 direct hour, in the new year
 
The good – enrollments become a little easier
The bad- these participants now need an MSG in
the new year
Hours aren’t “carried forward” if they aren’t a
participant in the previous year
 
Remember…our friend TEAMS
 
TEAMS
 
Training activities
 
Measurable skill gains
 
We’re “working on it”
 
Everything
 in TEAMS
revolves around the
school year, so changing
to period of participation
is essentially a complete
system overhaul
 
We will provide by-
participant reports (with
all the deets) and “fun”
tools to show you who is
counting as a participant
 
Orientation is just that - orientation
 
Direct Contact Hour:
Hours of instruction or instructional activity
the learner receives from the program.
Instructional activity includes
Classroom instruction;
Tutoring; or
Participation in a learning lab.
 
Deep Breath
 
Orientation Hours
Don’t Count as
Direct Contact
Hours
 
Tell me more…
 
 
“Career Services” Under WIOA Applicable to
AEFLA
 
Outreach, intake, and orientation information
 
Initial assessment of skill levels
, including literacy, numeracy, and
English language proficiency, as well as aptitudes, abilities, and
supportive services needs
 
Referrals to and coordination 
of activities with other programs and
services
 
Provision of performance information and program cost
information
 on eligible providers of education, training, and workforce
services by program and type of provider
 
Provision of information on availability of supportive services or
assistance and appropriate referrals
 
What does it all
mean?
 
DO NOT USE THE PARTICIPANT PROFILE TO
TRACK ORIENATION
 
 
NO!
 
We will be removing this functionality in the 
near
 future
Where does it go?
 
 
Career Services
 
v.6.20.17
 
Career Services Definition\
(OCTAE Program Memorandum 17-2; TEGL 10-16)
 
Outreach, intake, or orientation information
Initial assessment of skill level or supportive
service need
Referral to or coordination of other programs and
services
Provision of performance or program cost
information
Provision of information on or referral to
supportive services
 
Add a new Career Service
 
 
v.6.20.17
 
Add Career Service Details
 
No, you don’t have to add assessment info here
that is captured on assessment screen
 
Orientation information will begin to be tracked
HERE instead of on participant profile
 
Services 
cannot
 cross the month (for reporting
reasons) so a new service must be added if a
service lasts across a month
 
Add Career Service Details (cont’d)
 
 
v.6.20.17
 
Distance Learning
Call Center
 
Screenshot
 
O
p
e
n
 
t
o
 
A
L
L
p
a
r
t
i
c
i
p
a
n
t
s
Non-AEL
Participants
can participate
– they just
have to answer
a few eligibility
questions
 
But we want the
contact hours….
 
 
Really really really rough
guidance.
(we will be sending out “formal
guidance” very soon)
 
How to count contact hours for call-center
participants
 
First, these are 
direct
 hours, because the
instruction is synchronous, but only the time they
are in the system is counted.
The instructors are “valid” (have the appropriate
credentials and get the necessary staff
development)
 
 
Steps…(again, really really rough!)
 
1.
You would enter into an agreement (ex MOU)
with StudentNest to use their staff as
“volunteers”
2.
We will add the initial record for each staff
member to TEAMS 
but no employment details
3.
You would add the staff to employment under
your grantee (so, each staff member with
StudentNest may have many employment
records)
 
More steps…
 
3.
You will need to set up a class (you can set up one
with all the instructors)
4.
You will need to get a transcript from the student upon
class time completion – this is the “sign-in sheet”
5.
You will log the hours in TEAMS.
 
Recruitment!
 
We’re working on direct-mail to students with
their TEAMS record number and login-information;
similar process for teachers and the record
numbers of students in their class(es)
 
You can target:
Individuals who are not TSI ready in math
Individuals leaving HSE testing centers who
aren’t math-ready
 
Local/Other
Funds
 
Using Local/Other Funds
 
An AEL letter is in the works with the “official”
details.
 
You 
cannot
 count instructional time funded with
local funds.
 
What this change means…
 
If you are using local funds:
We recommend you use them for 
non-
instructional 
costs
If you 
really really
 want to use local funds for
instruction, you have to cost-allocate and
that proportion of contact hours 
won’t count
 
Example: if you pay for an instructor with 30%
local funds, you can only count 30% of the direct
hours in the class
 
This is not the case for training hours
which we know will utilize self-pay or other
funds
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In Year 4, significant changes have been made to the counting of participant contact hours, with a focus on the WIOA methodology and maintaining participant status. The emphasis is on the period of participation within the TEAMS framework, with orientation hours being distinct from direct contact hours. Career services under WIOA are outlined to include various support activities and referrals. The system is evolving to provide better reporting tools and participant insights.


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  1. Important Changes in Year 4

  2. Counting of Participant Contact Hours

  3. WIOA Methodology Once a participant, always a participant This means, anyone who got 12 hours prior to June 30 stays a participant if you enroll them, with at least 1 direct hour, in the new year The good enrollments become a little easier The bad- these participants now need an MSG in the new year Hours aren t carried forward if they aren t a participant in the previous year

  4. Rememberour friend TEAMS

  5. Were working on it Everything in TEAMS revolves around the school year, so changing to period of participation is essentially a complete system overhaul We will provide by- participant reports (with all the deets) and fun tools to show you who is counting as a participant

  6. Orientation is just that - orientation Direct Contact Hour: Hours of instruction or instructional activity the learner receives from the program. Instructional activity includes Classroom instruction; Tutoring; or Participation in a learning lab.

  7. Deep Breath

  8. Orientation Hours Don t Count as Direct Contact Hours

  9. Tell me more

  10. Career Services Under WIOA Applicable to AEFLA Outreach, intake, and orientation information Initial assessment of skill levels, including literacy, numeracy, and English language proficiency, as well as aptitudes, abilities, and supportive services needs Referrals to and coordination of activities with other programs and services Provision of performance information and program cost information on eligible providers of education, training, and workforce services by program and type of provider Provision of information on availability of supportive services or assistance and appropriate referrals

  11. What does it all mean?

  12. DO NOT USE THE PARTICIPANT PROFILE TO TRACK ORIENATION NO! We will be removing this functionality in the near future

  13. Where does it go?

  14. Career Services v.6.20.17

  15. Career Services Definition\ (OCTAE Program Memorandum 17-2; TEGL 10-16) Outreach, intake, or orientation information Initial assessment of skill level or supportive service need Referral to or coordination of other programs and services Provision of performance or program cost information Provision of information on or referral to supportive services

  16. Add a new Career Service v.6.20.17

  17. Add Career Service Details No, you don t have to add assessment info here that is captured on assessment screen Orientation information will begin to be tracked HERE instead of on participant profile Services cannot cross the month (for reporting reasons) so a new service must be added if a service lasts across a month

  18. Add Career Service Details (contd) v.6.20.17

  19. Distance Learning Call Center

  20. Open to ALL participants Non-AEL Participants can participate they just have to answer a few eligibility questions Screenshot

  21. But we want the contact hours .

  22. Really really really rough guidance. (we will be sending out formal guidance very soon)

  23. How to count contact hours for call-center participants First, these are direct hours, because the instruction is synchronous, but only the time they are in the system is counted. The instructors are valid (have the appropriate credentials and get the necessary staff development)

  24. Steps(again, really really rough!) 1. You would enter into an agreement (ex MOU) with StudentNest to use their staff as volunteers 2. We will add the initial record for each staff member to TEAMS but no employment details 3. You would add the staff to employment under your grantee (so, each staff member with StudentNest may have many employment records)

  25. More steps 3. You will need to set up a class (you can set up one with all the instructors) 4. You will need to get a transcript from the student upon class time completion this is the sign-in sheet 5. You will log the hours in TEAMS.

  26. Recruitment! We re working on direct-mail to students with their TEAMS record number and login-information; similar process for teachers and the record numbers of students in their class(es) You can target: Individuals who are not TSI ready in math Individuals leaving HSE testing centers who aren t math-ready

  27. Local/Other Funds

  28. Using Local/Other Funds An AEL letter is in the works with the official details. You cannot count instructional time funded with local funds.

  29. What this change means If you are using local funds: We recommend you use them for non- instructional costs If you really really want to use local funds for instruction, you have to cost-allocate and that proportion of contact hours won t count Example: if you pay for an instructor with 30% local funds, you can only count 30% of the direct hours in the class This is not the case for training hours which we know will utilize self-pay or other funds

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