Attachment Q.pdf

DOEA Solicitation No.: 18-RFP-001-JT

ATTACHMENT Q

PROGRAMMATIC ASSURANCES FOR FY 2018 FUNDS

You must certify that you will conform to these assurances throughout the period of the grant by checking each of the assurances below. These assurances apply fully to any sub-recipient, local project, or grantee staff involved in the delivery of services.

You agree to:

Recruitment and Selection of Participants

Develop and implement methods to recruit and select eligible participants to assure maximum participation in the program.

Use income definitions and income inclusions and exclusions for SCSEP eligibility as described in TEGL

No.12-06 (https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2291), to determine and document participant eligibility.

Develop and implement methods to recruit minority populations to ensure at least proportional representation in your assigned service area as listed in the latest Minority Report.

Develop and implement strategies to recruit applicants who have priority of service as defined in OAA section 518(b)(1)-(2) and by the Jobs for Veterans Act (JVA) as amended.

Individuals with priority are those who:

Are covered persons in accordance with the JVA (covered persons who are SCSEP-eligible must receive services instead of or before all non-covered persons);

Are 65 years or older;

Have a disability;

Have limited English proficiency;

Have low literacy skills;

Reside in a rural area;

Have low employment prospects;

Have failed to find employment after utilizing services provided under Title I of WIOA;

Are homeless or are at risk for homelessness.

Assessment

Assess participants at least twice per 12-month period, and more frequently if appropriate.

Use assessment information to determine the most appropriate community service assignments

(CSAs) for participants.

Individual Employment Plan (IEP)

Establish an initial goal of unsubsidized employment for all participants.

Update the IEP at least as frequently as assessments occur (at least twice per 12-month period).

Modify the IEP as necessary to reflect other approaches to self-sufficiency, if it becomes clear that unsubsidized employment is not feasible.

For participants who will reach the individual durational limit or would not otherwise achieve unsubsidized employment, include a provision in the IEP to reflect other approaches to self-sufficiency, transition to other services or programs.

Rotate participants to a new host agency (or a different assignment within the host agency) based on a rotation policy approved by DOL in the grant agreement but only when an individualized determination determines that the rotation is in the best interest of the participant. Such rotation must further the acquisition of skills listed in the IEP.

Community Service Assignment (CSA)

Base the initial CSA on the assessment done at enrollment.

Select only designated 501(c)(3) organizations or public agencies as host agencies.

Put in place procedures to ensure adequate supervision of participants at host agencies.

Ensure safe and healthy working conditions at the CSA through annual monitoring of the host agency site and https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2291 https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2291 https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2291 annual safety consultation with the participant at the host agency site.

Recertification of Participants

Recertify the income eligibility of each participant at least once every 12 months, or more frequently if circumstances warrant.

Physical Examinations

Offer physical examinations to participants upon program entry, and each year thereafter, as a benefit of enrollment.

Obtain a written waiver from each participant who declines a physical examination.

Not obtain a copy or use the results of the physical examination to establish eligibility or for any other purpose.

Host Agencies

Develop and implement methods for recruiting new host agencies to provide a variety of training options that enable participants to increase their skill level and transition to unsubsidized employment.

Comply with maintenance of effort: Ensure that CSAs do not reduce the number of employment opportunities or vacancies that would otherwise be available to individuals who are not SCSEP participants. You must specifically ensure that CSAs do not:

Displace currently-employed workers (including partial displacement, such as a reduction in non-overtime work, wages, or employment benefits).

Impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed.

Assign or continue to assign a participant to perform the same work, or substantially the same work, as that performed by an individual who is on layoff.

Orientation

Provide orientations for its participants and host agencies, including information on:

Project goals and objectives

Participant rights and responsibilities

Community Service Assignments

Opportunities for paid training outside the CSA

Available supportive services

Availability of free physical examinations

Local staff must address the topics listed above and provide additional orientation to participants on:

SCSEP goals and objectives

Grantee and local project roles, policies, and procedures

Holiday and sick leave

Assessment process

Development and implementation of IEPs

Evaluation of participant progress

Health and safety issues related to each participant's assignment

Role of supervisors and host agencies

Maximum individual duration policy, including the possibility of an extension, if applicable, and the documentation required to support an extension

Termination policy

Grievance procedure

Wages

Provide participants with the highest applicable required wage (highest of Federal, state, or local minimum wage for the most nearly comparable covered employment or minimum age under the Fair Labor Standards Act of

1938, or the prevailing rate of pay for persons employed in similar public occupations by the same employer) for time spent in orientation, training, and community service assignments.

Participant Benefits

Provide workers' compensation, other benefits required by state or Federal law (such as unemployment insurance), and the costs of physical examinations.

Provide compensation for scheduled work hours during which the participant’s host agency is closed for

Federal holidays, which may be paid or in the form of rescheduled work time, and establish written policies related to this compensation.

Establish written policies relating to approved breaks in participation and any necessary sick leave that is not part of an accumulated sick leave program.

Not use grant funds to pay the cost of pension benefits, annual leave, accumulated sick leave, or bonuses.

Procedures for Payroll and Workers' Compensation

Make all required payments for participant payroll and pay workers' compensation premiums on a timely basis.

Ensure that host agencies do not pay workers' compensation costs for participants.

Durational Limits

Maximum Average Project Duration - 27 Months

Maintain average project duration of 27 months or less, unless ETA approves an extension to 36 months.

Maximum Individual Participant Duration - 48 Months

Allow participants to participate in the program no longer than 48 months (whether or not consecutively), unless your approved policy allows for an extension and the participant meets the extension criteria.

Notify participants of your policy pertaining to the maximum duration requirement, including the possibility of an extension if applicable, at the time of enrollment and each year thereafter, and whenever ETA has approved a change of policy.

Provide 30-day written notice to participants prior to durational limit exit from the program.

Transition Services

Develop a system to transition participants to unsubsidized employment or other assistance before each participant's maximum enrollment duration has expired.

Begin transition planning for participants who will exit for durational limit at least 3-6 months prior to their exit date.

Termination Policies

Provide a 30-day written notice for all involuntary terminations that states the reason for termination and informs the participants of grievance procedures and right to appeal.

Maintain written termination policies in effect and provide to participants at enrollment for:

Provision of false eligibility information by the participant

Incorrect initial eligibility determination at enrollment

Income ineligibility determined at recertification

Participant has reached individual durational limit

Participant has become employed while enrolled

IEP-related termination

Cause (must be approved by ETA prior to implementation)

Equitable Distribution (ED)

Comply with the equitable distribution plan for each state in which the grantee operates and only make changes in the location of authorized positions within a state in accordance with the state ED plan and with prior ETA approval.

Comply with the authorized position allocations/ED listed in www.scseped.org.

Collaborate with all grantees authorized to serve in a state in which you operate to achieve compliance with authorized positions while minimizing disruption to the participants.

Over-Enrollment

Manage over-enrollment to minimize impact on participants and avoid layoffs.

http://www.scseped.org./

Administrative Systems

Ensure representation at all Department required meetings.

Communicate grant policy, data collection, and performance developments and directives to staff, sub-recipients, and local project operators on a regular basis.

Develop a written monitoring tool that lists items you will review during monitoring visits, and provide this tool to sub-recipients and local project operators.

Develop an annual monitoring schedule, unless the FPO approves a different standard; notify sub-recipients and local project operators of monitoring plans; and monitor sub• recipients and local project operators on a regular basis.

Develop and provide training to increase sub-recipients' and local project operators' skills, knowledge, and abilities.

When appropriate, prescribe corrective action and follow-up procedures for sub• recipients and local project operators to ensure that identified problems are remedied.

Monitor the financial systems and expenditures, including sub-recipients and local project operators on a regular basis to ensure compliance with cost allocations as specified in the regulations.

Ensure that sub-recipient and local project operators receive adequate resources to effectively operate local projects.

Train sub-recipients and local project operators on SCSEP financial requirements to help them effectively manage their own expenditures, and provide general financial training as needed.

Ensure that all financial reports are accurate and submit them in a timely manner, as required.

Ensure full implementation and monitoring of requirements for customer satisfaction surveys, including participant, host agency and employer surveys.

Develop a written plan for both disaster response and recovery so that the project may continue to operate and provide services under emergency circumstances.

Collaboration and Leveraged Resources

Collaborate with other organizations to maximize opportunities for participants to obtain workforce development, education, and supportive services to help them move into unsubsidized employment. These organizations may include but are not limited to: workforce investment boards, American Job Centers, vocational rehabilitation providers, disability networks, basic education and literacy providers, and community colleges.

Supportive Services

Provide supportive services, as needed, to help participants participate in their community service assignment and to obtain and retain unsubsidized employment.

Establish criteria to assess the need for supportive services and to determine when participants will receive supportive services, including after obtaining unsubsidized employment.

Sub-Recipient Selection (If Applicable)

In selecting sub-recipients in areas with a substantial population of individuals with barriers to employment, national grantees will give special consideration to organizations with demonstrated expertise in serving individuals with barriers to employment (including former recipients of national grants), as defined in the statute.

Complaint Resolution

Establish and use written grievance procedures for complaint resolution for applicants, employees, sub-recipients, and participants.

Provide applicants, employees, sub-recipients, and participants with a copy of the grievance policy and procedures.

Maintenance of Files and Privacy Information

Maintain participant files for three program years after the program year in which the participant received his/her final follow-up activity.

Ensure that all participant records are securely stored by grantee or sub-recipient and access is limited to appropriate staff in order to safeguard personal identifying information.

Ensure that all participant medical records are securely stored by grantee or sub-recipient separately from all other participant records and access is limited to authorized staff for authorized purposes.

Establish safeguards to preclude tampering with electronic media, e.g., personal identification numbers

(PINs) and SPARQ or other data system logins.

Ensure that the Department is immediately notified by the Contractor in the event of any potential security breach of personal identifying information, whether electronic files, paper files, or equipment are involved.

The Department will then notify the ETA/SCSEP national office immediately.

Comply with and ensure that authorized users under its grant comply with all SPARQ and other data system access and security rules.

Documentation

Maintain all documentation required for compliance with record retention rule set forth in the first bullet of the prior section, Maintenance of Files and Privacy Information

Maintain documentation of waivers of physical examinations by participant.

Maintain documentation of the provision of complaint procedures to participants.

Maintain documentation of eligibility determinations and re-certifications.

Maintain documentations of terminations and reasons for termination.

Maintain records of grievances and outcomes.

Maintain records required for data validation.

Maintain documentation of monitoring reports for sub-recipients and host agencies.

Data Collection and Reporting

Ensure the collection and reporting of all SCSEP required data according to specified time schedules.

Ensure the use of the OMB-approved SCSEP data collection forms and the SCSEP Internet data collection and evaluation system, SPARQ, or the successor data system as designated by DOL.

Ensure at the grantee or sub-recipient level that those capturing and recording data are familiar with the latest instructions for data collection, including ETA administrative issuances, e.g., TEGLs, Data

Collection and Data Validation Handbooks, and the Older Worker Community of Practice.

Ensure data are entered directly into the WDCS/SPARQ, or the successor data system as designated by

DOL.

Legally obligate sub-recipients to turn over complete data files in the specified electronic format, as well as hard copy case files, to the grantee when sub-recipients cease to administer SCSEP.

Legally obligate new sub-recipients to collect and enter complete data related to any participants whom they acquire upon becoming sub-recipients, including any participants who are still in the follow-up period.

If the Contractor is not in compliance with any of the assurances above, the Contractor must provide information on a separate attachment indicating what specific steps the Contractor is taking to conform to these standard grant requirement(s).

By signing below, I certify that my organization will comply with each of the listed requirements and will remain in compliance for the program year for which we are submitting this application.

Signature of Authorized Representative Date