PRH Regional Supplement 032007_OACTS Only_J-10.doc

POLICY AND REQUIREMENTS HANDBOOK SUPPLEMENT

REGION 5 – CHICAGO

CHAPTER 1

OUTREACH/ADMISSIONS

Last Updated: March 2007

CHAPTER 1: REGIONAL SUPPLEMENT

CHICAGO JOB CORPS REGION

1.1

OUTREACH

R1.

Outreach/Public Education Plans

Plans will thoroughly describe the collaboration with other entities and highlight the coordination of the outreach/public education plans with those entities. Specifically, centers and OA contractors should describe in their plans how they will coordinate outreach and public education efforts/activities and how efforts/activities will be tailored for each geographic area.

The contractor-operated Job Corps centers shall submit the revised portions of the Outreach/Public Education Plan, as part of their Career Development Services System Plan, each year on the contract anniversary date, or submit updates as changes occur. The agency-operated Job Corps centers shall submit the revised portions of the Outreach and Public Education Plan, as part of the Career Development Services System Plan, each year on July 1, or submit updates as changes occur. If there are no significant changes to the plans, a letter stating that there are no changes to the plan may be submitted in place of the plan. Revisions shall be submitted to the Regional Office prior to implementation.

Outreach and Admissions contractors shall submit the required Outreach/Public Education Plan each year on their contract anniversary date or submit updates as changes occur. Revisions shall be submitted to the Regional Office prior to implementation. Job Corps centers that have Outreach and Admissions services attached shall submit a separate plan relating to the portion of the contract relating to Outreach and Admissions services, which outlines the services that will be performed from the perspective of an Outreach and Admissions contractor.

R3.

Center Information

Centers will work with national training contractors to ensure current information on career technical training programs is available and is provided to Outreach and Admissions contractors and One-Stops. Centers will work with career technical training instructors to increase collaboration efforts to improve information that is sent to Admissions contractors and One-Stops.

R5.

Partnerships and Linkages

Every effort should be made by contractors to be involved in local and state Workforce Investment activities and ensure that Job Corps is listed as an eligible training provider in the state system. Staff are encouraged to develop written MOUs detailing procedures and services to be provided by various entities.

R7.

Industry Council c.

The Industry Council meetings should be scheduled to provide timely recommendations to the Regional Office concerning changes in vocational offerings, upgrades and modernization requests, and corrective actions for trades on probation.

R9.

Community Projects

Centers shall ensure that participation in community-based projects and volunteer opportunities is structured in such a way that skills to be learned/practiced are clearly outlined, related to students’ Personal Career Development Plans, and achievement is documented.

1.2

ELIGIBILITY DETERMINATION AND SCREENING FACTORS

R2.

Eligibility

The OA Contractor will:

a.

Request a Regional waiver for individuals over the maximum age limit with disabilities by forwarding request through OASIS. The comments section should indicate “waiver of age limit for disabled applicant.” Upon receipt of age waiver from the Regional Office, the application should be processed according to procedures outlined in R6.

R5.

Recommendation for Enrollment and Assignment

3c.

If a denial of a reasonable accommodation is recommended, use the attached form in Appendix 105.

R6.

Regional Application Review

The Chicago Regional Office has established internal operating procedures relating to the application review process for admission. Job Corps centers are authorized to approve applications for admission. Job Corps centers are not authorized to disapprove or deny applications for admissions. They can, however, make a recommendation to the Regional Office for disapproval of an application due to medical, mental health, and/or behavior issues, or for denial of a reasonable accommodation request. The disapproval of an application or denial of reasonable accommodation rests with the Regional Office.

The OA Contractor will:

Provide electronic and hard copy of application with complete documentation to the Job Corps center, which will allow for either approving the applicant for arrival or recommending disapproval to the Regional Office.

b.

Respond to requests for additional information from Job Corps centers. Centers should receive a response within 10 working days of request.

c.

Upon receipt of a Regional Office decision, notify the applicant of disapproval of admission into the Job Corps program by using the denial letter provided in OASIS.

The Job Corps center will:

a. Review all applications within 10 working days of receipt.

b. Provide information to the OA contractor outlining any additional documentation needed to complete the application. If the OA contractor does not respond after 10 working days, the center should return the application by rejecting (not disapproving) in OASIS and returning the hard copy file to the OA Contractor.

c. Provide adequate written documentation, along with applicant file, to the Regional Office when recommending disapproval of any application. A completed “Request for Regional Review” form, Appendix 106 of the Regional Supplement, must be attached to the file.

d. Notify the OA contractor by e-mail when an applicant file has been sent to the Regional Office for review.

e. Return the file to the OA contractor with the attached cover sheet (Appendix 106) when an application is disapproved within 24 hours of receipt from the region.

The Regional Office will:

a. Review all applications within 10 working days of receipt.

b. Approve the application if the center does not provide adequate documentation to justify disapproval. Return the file to the center and notify the OA contractor.

c. Return the file to the center when an application is disapproved.

R8.

Documentation

Admissions Counselors will:

a. Enter all information completely and in accordance with the procedures specified in the OASIS Users Guide. NAMES SHOULD BE ENTERED IN ALL CAPITALIZED LETTERS FOR EASE OF MANEUVERING IN THE SYSTEM.

1.3

INFORMATION TO APPLICANTS

R1, R2, and R3.

Admissions Counselors will make every effort to provide applicants with center-specific program information in order for them to develop a reasonable understanding of the expectations and requirements for graduating.

Centers will provide center-specific program information and update the information as needed.

1.4

READMISSION

R1.

Readmission Criteria

Admissions Counselors will determine eligibility by assessing and verifying that applicants for readmission:

d.

have not been a graduate of the program, unless applicant submits written documentation indicating compelling and substantial circumstances or a major life change which prevents the graduate from gainful employment; or, e.

have not been a graduate of the program, unless the graduate is no longer eligible to receive the required post-placement follow-up services.

R3.

Regional Application Review

The Chicago Regional Office has established internal operating procedures relating to the application review process for readmission. The process for review of students wishing to be readmitted is identical to that described in 1.2, R6, with the following exception:

The OA Contractor will:

a.

Request a Regional waiver for graduates wishing to be readmitted to the program by forwarding a request through OASIS. The comments section should indicate “waiver for graduate to be readmitted.” The comments section should describe the compelling and substantial circumstances necessitating a second enrollment in the program. Upon receipt of the waiver from the Regional Office, the application should be processed according to procedures outlined in R6.

b.

Maintain a log of those applicants determined to be unsuitable for the program based on observed behaviors in accordance with Appendix 107.

1.5

APPLICANT ASSIGNMENTS

Regional Assignment Procedures

Outreach and Admissions contractors will:

a. Assign applicants to Job Corps centers located in their state of residence or in accordance with the Regional Geographical Assignment Plan. See Appendix 108 for the Geographical Assignment Plan.

b. Track arrivals according to the GAP in accordance with Appendix 109.

R3.

Arrival Scheduling

Centers will:

Develop selection and assignment procedures that provide for timely notification of applicants and project input need three to four weeks ahead of the arrival date.

b.

Communicate their projected arrival needs to appropriate OA contractors on a weekly basis and issue arrival orders pursuant to agreement between the center and the OA contractor.

c.

Schedule applicants for arrival by the date the application was first received at the center.

d.

Track arrivals according to the GAP in accordance with Appendix 109.

R4. Delays

Delayed Assignment

Centers will:

1. Delay assignment of an applicant if information indicates problems adhering to the provisions of the Job Corps Zero Tolerance Policy, specifically if the applicant has not been drug-free for a minimum of 30 days.

2. Not delay an applicant entry for more than 45 days.

R5.

Ticket Recovery

Outreach and Admissions contractors will:

Develop procedures to control, safeguard and track government tickets issued for applicant transportation. Such procedures will be submitted to the Regional Office for review and approval at the same time as other required contract procedures and plans.

1.6

ENROLLMENT READINESS

R1.

Pre-enrollment Needs

Admission Counselors will:

a. Make every effort to register/co-enroll applicants in the state Workforce Development System.

b. Initiate an electronic Personal Career Development Plan (ePCDP) for each applicant in OASIS that reflects a realistic depiction of students’ goals based upon intensive career planning that has occurred on an individual basis between the Admissions Counselor and applicant.

Pre-departure Activity

Admissions Counselors will:

d. Ensure that all items listed in PRH 1.6, R2d. are in the application file. Applications will be considered incomplete if these items, or a reasonable explanation, are not provided.

e. Have parent or legal guardian sign center-specific parental consent form for minors.

R3.

Pre-departure Center Contact:

Centers will contact students prior to scheduled arrival by letter and by telephone.

Appendix 105 Recommendation for Denial of Reasonable Accommodation Please attach explanation from the IDT and Medical and/or Mental Health documentation to support this recommendation.

I. Center Information

Center:________________________

Applicant Name:____________________________

SSN:_________________________

Center Disability Designee:____________________ Phone #:______________________

Interdisciplinary Team Members:

Name:____________________________________

Position/Agency:________________

Name:____________________________________

Position/Agency:________________

Name:____________________________________

Position/Agency:________________

II. Applicant Information Disibility:___________________________________________________________

Contact Dates:_______________________________________________________

Comments:

III. Accommodation Information Job Accommodation Network Contact Date:____________________ Staff person:___________

JAN Recommendation:

Department of Voc Rehab Recommendation (if applicable)

Appendix 105, continued Page Two IV. Explanation for Denial – Be sure to describe applicant’s needs and thoroughly explain why it is not possible to accommodate. Include a description of resources available, estimated costs, etc.

Signature of Center Director or Center Disability Designee:___________________________

Date:_______________________________

Appendix 105, continued Page Three Instructions for Denial Form

I. Center Information: Please include the name of the center, applicant, and center disability designee or other center contact person for this recommendation for denial. Also include the names of the Interdisciplinary Team members who reviewed the request for accommodation, with position title and agency name if not from Job Corps staff.

II. Trainee Information: Please include a description of the disability, and the dates the center made contact with the applicant. If a center is recommending denial of accommodation, staff must have made contact with the applicant prior to forwarding the recommendation to the Regional Office.

III. Denial Information: Please include contact information for the Job Accommodation Network/JAN with the date of contact. If a center is recommending denial of accommodation, staff must have made contact with the Job Accommodation Network/JAN prior to forwarding the recommendation to the Regional Office.

The center may also include the Department of Voc Rehab in the review process if appropriate. If so, please include a brief description of any DVR recommendation made. Finally, the center disability designee should sign the recommendation and attach any documentation that might be helpful in the Regional Office review of the request.

If the recommendation to deny is based on medical and/or mental health issues, those records must be current, within the past year, and must support the recommendation. Attach the documentation used to the Denial Form.

IV. Explanation for Denial: Thorough review of the applicant’s needs, review of medical and/or mental health issues, discussion with the applicant and parents if possible, discussion with JAN, research of available resources, and review of facilities requirements and costs for modifications is necessary before completing this section. Please list each accommodation needed, describe resources available to accommodate, include costs for services not available from state, and provide cost estimates for any facility modifications.

Resources:

http://www.jobcorpshealth.com/dosability

Job Accommodation Network (JAN)

1-800-526-7234

Appendix 106

2. Date of Request:

1. Center:

3. Name of Applicant:

4. Social Security Number:

5. Date of Application:

7. Explanation for Denial (as per PRH):

8. Name:

Title:

9. Signature:

6. FORMCHECKBOX

Medical FORMCHECKBOX Dental FORMCHECKBOX Mental Health FORMCHECKBOX Behavior FORMCHECKBOX Accommodation Reason for Request: (Check applicable box.)

Regional Nurse Consultant Report

10. Date Record Received by RNC:

11. Forwarded for Review _____

Or Action Taken _____

12. Health Consultant’s Recommendation:

FORMCHECKBOX

Approved - No reason to deny applicant for enrollment

FORMCHECKBOX

Disapproved - Forward to Regional Director for signature

14.

Name and Title:

15.

Signature:

Date:

13. Comments:

16. Regional Office Use Only:

Date File Received: _______________ Date File Returned to Center: _______________

FORMCHECKBOX

Application Denied FORMCHECKBOX Application Approved FORMCHECKBOX Other ___________________

Signature: _______________________________ Date:________________________

Request for Regional Review

Appendix 106, continued Page Two Instructions for Request for Regional Review Form

1.

Purpose. The purpose of this form is for centers to request a regional review of a folder they are recommending for disapproval.

2. Originator. Center submitting the file.

3. Frequency. Must be submitted with all documentation for each request.

4. General Instructions. The staff on center designated by the Center Director to manage folder reviews will forward all files to the Regional Office that are rejected by the center. A regional review of the file will be requested using the Request for Regional Review form.

5.

Detailed Instructions: Blocks 1-9 are filled out by the center submitting the file for review.

Block #

Description 1 Center submitting folder for review

2 Date this request is being made by the Center

3 Name of Applicant

4 Social Security Number of Applicant

5 Date applicant applied for Job Corps

6 Check the Box for Type of Review Requested

7 PRH reference for denial with concise explanation of the concern and results of communication with the applicant

8 Name and Title of staff member making this request

9 Signature of staff making the request

Blocks 10 and 11 are completed by the Regional Nurse Consultant.

10 Date file is reviewed by the RNC

11 Recommendation by RNC or disposition of the file

Blocks 12 and 13 are completed by the reviewing Regional Health Consultant.

12 Indicate recommendation by checking appropriate box

13 Explanation of recommendation – may be attached

14 Name and title of Health Consultant

15 Signature and date

Block 16 is completed by the Secretary and Regional Director if required.

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Appendix 107

Name of A/C: _________________

For Month of: _________________

Admissions Counselor Denial Log

Appendix 108

Regional Geographic Assignment Plan

Center

Denison

Pine Ridge

Flint Hills

Excelsior Springs

St. Louis

Mingo

Golconda

Joliet

Appendix 108, Page Two Regional Geographic Assignment Plan

Center

PSChicago

Blackwell

Humphrey

Atterbury

Cincinnati

Cleveland

Dayton

Appendix 108, Page Three Chapter 1: Regional Supplement, Chicago Region

Center

Detroit

Gerald R. Ford

Flint/

Genesee

Clements

GreatOnyx

Totals

Male

Female

Appendix 109

See Excel Spreadsheet attachment

MONTHLY OA REPORT

Analysis of Performance for: Contract

Reporting Month:

Contract Year-to-date:

Credit is the actual arrivals achieved to the assigned center.

Credit is the number of Non-Level I ZT separations during this period.

Rate is the percent of goal attained.

Rate is the percent of goal attained.

Credit is the actual arrivals achieved to the assigned center.

Credit is the number of arrivals that achieved 90+ days of enrollment.

Rate is the percent of goal attained.

Rate is the percent of goal attained.

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REGION 5 - CHICAGO

CHAPTER 4

CAREER TRANSITION PERIOD

Last Updated: March 2007

CHAPTER 4: REGIONAL SUPPLEMENT

CHICAGO JOB CORPS REGION

4.1

CAREER TRANSITION SERVICES PLAN

R1.

Career Transition Services Plan a.

The contractor-operated Job Corps centers and Career Transition Services contractors shall submit the revised portions of the Career Transition Services Plan, as part of their Career Development Services System Plan, each year on their contract anniversary date, or submit updates as changes occur. The agency-operated Job Corps centers shall submit the revised portions of the Career Transition Plan, as part of their Career Development Services System plan each year on July 1, or submit updates as changes occur. If there are no significant changes to the plans, a letter stating that there are no changes to the plan may be submitted in place of the plan. Revisions shall be submitted to the Regional Office for approval prior to implementation.

As for the Excelsior Springs, Flint Hills, Hubert H. Humphrey, and St. Louis Job Corps centers, the center shall submit two separate Career Transition Services plans. A plan will be submitted that outlines services performed by center operator staff, and a separate plan will be submitted that outlines services performed by the Career Transition Services staff.

c.

The Career Transition Services Plan will describe:

1. Rationale for the design and how it supports the assigned geographic area. Usually center personnel develop the closest relationships with former enrollees and graduates; therefore, it is imperative that center and CTS staff develop a team approach to provision of Career Transition Services. Job Corps center plans and Career Transition Services contractor plans shall describe how efforts will be coordinated and services will be provided to former enrollees and graduates utilizing a team approach.

2. Organization, to include detailed descriptions of:

(a) How career transition will be staffed.

Job Corps center plans will describe:

How the center operator will work in a coordinated and collaborative manner with Career Transition Specialists to serve graduates and former enrollees throughout the Career Transition Period.

Each center will designate an individual as the Manager/Coordinator of Career Development Services who will manage these activities.

Career Transition Services contractor plans will describe:

How the CTS contractor will work in a coordinated and collaborative manner with center staff to serve graduates and former enrollees throughout the Career Transition Period.

Center and CTS will designate an individual as the Career Transition Services liaison who will have responsibility for activities in this area.

(b) Geographic area to be served and where staff will be located to provide services for Job Corps centers.

Job Corps Center plans will describe:

How Career Development Specialists will coordinate efforts to provide Career Transition Services for students locating within regional geographic areas of assignment and outside of the region. After completion of the Career Preparation Period, each potential graduate will be assigned to the Career Development Specialist designated for their trade. The Career Development Specialist will work with these assigned individuals throughout the Career Development and Career Transition Periods. See Appendix 402 for geographic areas of assignment by center.

Career Transition Services contractor plans will describe:

How Career Transition staff will cover the assigned geographic area and provide services to former enrollees and graduates locating in their designated geographic area from within the region and from outside the region. Within each service area, a Career Transition Specialist will be assigned a geographic area of responsibility consisting of a single workforce investment area or a combination of workforce investment areas. The Career Transition Specialist should be located in the designated area and, if possible, should have offices in a designated One-Stop Career Center. See Appendix 402 for geographic areas of assignment by center.

(c) How career transition staff will coordinate and team with center career development staff to ensure continuity of service to separating students.

Job Corps center plans will indicate:

How the Manager/Coordinator of Career Development Services will manage the on-center component and interact with designated entities to coordinate provision of transition services to former enrollees and graduates.

How the designated Career Development Specialists will work with career transition staff to maintain contact with former enrollees and graduates during the post-center service periods.

Career Transition Services contractor plans will indicate:

How the Career Transition Services Coordinator will interact with designated entities to coordinate the provision of post-placement services to former enrollees and graduates.

How the designated Career Transition Services Specialists will work with on-center Career Development Specialists to maintain contact with former enrollees and graduates during the post-center service periods.

(d) How career transition staff will interact with students and other staff during the Career Preparation and Career Development Periods.

Job Corps center plans will outline:

How the center will involve career transition staff during both the Career Preparation and Career Development Periods. The plan must include details as to the role and level of involvement throughout the Career Development Period instead of being limited to the Career Transition Readiness Phase of the Career Development Period.

Career Transition Services contractor plan will outline:

How the career transition staff will be involved in center activities during both the Career Preparation and Career Development Periods. The plan must include details as to the role and level of involvement throughout the Career Development Period instead of being limited to the Career Transition Readiness Phase of the Career Development Period.

During each contract year, the contractor must ensure that, at a minimum, career transition staff visit a Job Corps center at least twice. Contractors are encouraged to schedule staff training opportunities at Job Corps centers whenever possible.

(e) How career transition staff will coordinate efforts with One-Stops, national training contractors and other post-center support contractors to meet the post-center needs of graduates and former enrollees.

Job Corps center plans will describe:

The process utilized to refer uncommitted students not eligible for post-center services to a One-Stop center or other service provider.

How various support services entities will be informed that students separating need transition assistance.

How support services entities will provide information related to transition needs and services provided and how centers will ensure the information is documented using CIS and CTS Case Notes.

Career Transition Services contractor plans will describe:

Efforts to develop a Memorandum of Understanding with the local workforce investment boards in their assigned workforce investment areas, as it relates to serving all Job Corps former enrollees and graduates. All Memorandums of Understanding shall be submitted as an appendix to the required Career Transition Services Plan.

Efforts to communicate and coordinate transition services with the various support entities.

How the coordinator will ensure that information received from support services entities related to transition needs and services provided will be utilized and documented using CTS Case Notes.

3. Methods to accomplish the following:

(a) Graduate and former enrollee contact throughout the service period.

Job Corps centers will:

1. Develop a Memorandum of Understanding with designated Career

Transition Services contractors, identified in Appendix 402, as to the coordination of services for former enrollees and graduates. Such memorandums of understanding shall be submitted as an appendix to the required Career Transition Services Plan.

2. In the MOU, include details as to staff responsible for making contact with separated students, the frequency of contacts with graduates and former enrollees throughout the service period, and procedures for documenting information using the Job Corps automated system application known as CTS Case Notes.

Career Transition Services contractors will:

1. Cooperate with designated Job Corps centers in the development of a Memorandum of Understanding describing coordination of services for former enrollees and graduates throughout the service period.

2. Ensure that contacts are made with separated students as outlined in the MOU and information relating to career transition needs and services is documented using the Job Corps automated system application known as CTS Case Notes.

Career Transition Services contractors will:

1. Make every effort to contact the former enrollee or graduate as per the

MOU with the Job Corps center, or within a week of notification of separation from the program.

2. Re-assess placement and transitional needs identified by the center. Update the electronic Personal Career Development Plan, if necessary.

3. Whenever possible, schedule a meeting with the former enrollee or graduate.

(c) Development of personalized job search skills and strategies

Job Corps centers will:

1. Discuss job search skills and strategies regularly with potential graduates throughout the Career Development Period.

2. Review and modify the electronic Personal Career Development Plan during each student evaluation meeting or as needed.

3. Implement procedures to involve the designated Career Transition Specialists in discussions relating to job search strategies throughout the Career Development Period.

Career Transition Services contractors will:

1. Utilize the electronic Personal Career Development Plan in outlining job search strategies.

2. Allow the Designated Career Transition Specialist to participate in student evaluation meetings during the Career Development Period, to the extent possible and/or practical.

(d) Job development and referral

Job Corps Centers will:

1. Make every effort to ensure that separating students are job-attached.

2. Use numerous resources for job development activities, and whenever possible, establish a formal relationship.

Career Transition Services contractors will:

1. Assist to the extent possible in center efforts to ensure that separating students are job-attached.

2. Use numerous resources for job development and referral, and whenever possible, establish a formal relationship.

(e) Identification of and referral to transitional support services

Job Corps centers will:

1. Within two working days of separation, former enrollees and graduates will automatically be assigned based on the student’s primary address to the appropriate Career Transition Services contractor using the Job Corps automated system. Assignments will be made to specific contractors based on the geographical career transition service areas.

2. Develop procedures for separating students remaining within the region to be served by a Career Transition Team, include instructions for the appropriate entity to invite designated team members to participate through the Job Corps automated system. The primary team members will be the designated Career Development Specialist and the designated Career Transition Specialist. The other members who may be invited to assist in providing placement and transitional support services include National Training Contractors. Procedures should describe how information relating to career transition services from team members will be entered using the Job Corps automated system application known as CTS Case Notes.

Career Transition Services contractors will:

1. Develop formal linkages or a written agreement with local transitional support providers to assist graduates and former enrollees. Such transitional support may include, but not be limited to, entities specializing in housing, transportation, child care, health care, work clothing and tools, food and nutrition, budgeting, counseling, mentoring, job retention, and legal services.

(f) Counseling for job retention

Job Corps centers will:

1. Involve the appropriate Career Transition Services contractor in career development efforts throughout the Career Development Period.

Career Transition Services contractors will:

1. Make available designated Career Transition Specialists to participate in career development efforts initiated by the Center throughout the Career

Development Period, to the extent possible and/or practical.

(g) Arranging continuing services for graduates who relocate during the service period

Job Corps centers will:

1. Promptly provide to the appropriate Career Transition Services contractor any information relating to the relocation of a graduate during the Career Transition Period. At a minimum, information as to the relocation must include an address, telephone number and any other methods to facilitate contact. If such information is not available, the center should consult with their assigned Contracting Officers Technical Representative prior to making a change in assignment.

2. The center will notify the contractor by e-mail as well as by letter. In addition, any such information must be entered using the Job Corps automated system application known as CTS Case Notes.

Career Transition Services contractors will:

1. Promptly provide to the appropriate Job Corps center and the new Career

Transition Services contractor any information relating to the relocation of a graduate during the Career Transition Period. At a minimum, information as to the relocation must include an address, telephone number and any other methods to facilitate contact. If such information is not available, the contractor should consult with their assigned Contracting Officers Technical Representative prior to making a change in assignment.

2. The contractor will notify the Job Corps center and the new contractor by e-mail as well as by letter. In addition, any such information must be entered using the Job Corps automated system application known as CTS Case Notes.

(h) Distributing and safeguarding payments

Job Corps centers will:

1. Make arrangements with Career Transition Services contractors to receive any final transition payments in the event such payment is incorrectly sent to the center. Any final transition payment should be forwarded to the Career Transition Services contractor for distribution to the graduate.

Career Transition Services contractors will:

1. Upon receipt of any final transition payment for a graduate, make every effort to deliver the payment to the graduate in person. Such information must be entered using the Job Corps automated system application known as CTS Case Notes.

2. Develop and maintain systems to log and track final transition payments received for graduates.

(j) Identification of and referral to post-secondary educational opportunities

Job Corps centers will:

1. Maintain adequate information relating to post-secondary educational opportunities in areas where graduates normally locate after separation. Such information should be made available to students during the Career Preparation Period. Students should be encouraged to indicate interest in post-secondary opportunities in their PCDP and assisted in making application prior to separation.

2. Review this information with all students periodically, especially during the Career Transition Readiness Phase, and encourage them to consider the opportunities.

Career Transition Services contractors will:

1. Maintain adequate information relating to post-secondary education opportunities in their geographical area of responsibility. Such information shall be provided to graduates while assessing their transition needs.

4.3

CAREER TRANSITION SERVICES FOR GRADUATES

R1.

Contact

a. Direct Contact

Job Corps centers will:

1. Through designated Career Development Specialists, work with career transition staff to maintain direct contact with all graduates on a regular basis. Such contact and any relevant information will be entered using the Job Corps automated system application known as CTS Case Notes.

Career Transition Services contractors will:

1. Enter any such contact and relevant information using the Job Corps automated system application known as CTS Case Notes.

R4.

Transitional Support

a. Formal Linkages

Career Transition Services contractors will:

1. Whenever possible develop formal linkages or a written agreement with local transitional support providers to assist graduates.

4.4

CAREER TRANSITION SERVICES FOR FORMER ENROLLEES

R1.

Contact

a. Direct Contact

Job Corps centers will:

1. Through Career Development Specialists, work with career transition staff to maintain direct contact with all former enrollees on a regular basis. Such contact and any relevant information will be entered using the Job Corps automated CTS Case Notes system.

Career Transition Services contractors will:

1. Enter any such contact and relevant information using the Job Corps automated CTS Case Notes system.

4.5

DOCUMENTATION, REPORTING AND VERIFICATION

R2.

Reporting c.

Upon notice from the Regional Office, contractors will be asked to provide findings associated with questionable placements. The verification of placements must include supporting documentation and/or written information from a third party indicating that the requirement has been met. Center CTS and CTS contractor form letters where employers simply fill in information will not be accepted as verification documentation.

d.

Other than Contractor of Record Reporting

In the Memorandum of Understanding between the center operator and the Career Transition Services contractor, the Career Transition Services contractor may agree to permit the center operator to report placements using their Job Corps automated system placement code. In cases where the parties have agreed, a user ID with coordinator access of the contractor will be assigned to the operator for the purposes of tracking reported placements.

In the event it is determined that a reported placement entered fails to meet the criteria specified in the PRH, Exhibit 4-1, the career transition services contractor will reimburse the Government for liquidated damages in the amount negotiated in the contract for each invalid placement. However, the Center operator must agree to reimburse the career transition contractor for any reported placements determined to be invalid, which were entered by the Center.

R3 Verification a.

Other than Contractor of Record Verification

In a Memorandum of Understanding between the center operator and the Career Transition Services contractor, the Center operator must agree to meet all requirements as outlined in the PRH, Chapter 4, 4.5. When the Career Transition Services contractor permits a center operator to report placements using their Job Corps automated system placement code.

Appendix 402

in the State of Michigan

in the States of Illinois/Wisconsin

in the States of Illinois and Wisconsin

in the States of Illinois and Wisconsin

in the State of Ohio

Cleveland

in the State of Ohio

in the State of Ohio

in the State of Michigan

Odle Management Group

All Workforce Investment Areas in the State of Iowa

in the State of Nebraska

in the State of Kansas

in the State of Michigan

in the States of Illinois and Wisconsin

in the State of Michigan

in the State of Minnesota

in the States of Illinois and Wisconsin

in the State of Nebraska

REGION 5 - CHICAGO

CHAPTER 5

MANAGEMENT

Last Updated: March 2007

CHAPTER 5: REGIONAL SUPPLEMENT

CHICAGO JOB CORPS REGION

5.1

PROGRAM MANAGEMENT

Centers will submit monthly Significant Activity Reports (SARs) to their Project Manager.

Center and OA/CTS contractors will submit a suspense list via e-mail on a monthly basis to their Project Manager with a copy to the Division Chief of Operations by the 10th of each month. The suspense list should contain all items that have been sent to the regional Office for approval but have not been approved or returned. Each item should be listed separately and should include when the item was sent for approval.

R2.

Quality Assurance

a. Periodic Self-evaluations

Job Corps centers and OA/CTS contractors will:

1. Conduct self-evaluations and audits of center or OA/CTS operations at least annually, in addition to any corporate assessment, and shall submit written reports of the self-evaluations and corporate assessments to the Regional Office.

b. Evaluation of Performance of Designated Entities

Job Corps centers will:

1. Utilize WICS and McNeil Technologies support staff in accordance with national Statement of Work.

2. Provide the Regional Office with quarterly effectiveness ratings for support services rendered by WICS and McNeil Technologies.

3. Activities should be fully supported and coordinated in accordance with each center’s plans to implement and operate the Career Standards System (CSS), Speakers, Tutors, Achievement, Retention, Success program (STARS), and any other activities and initiatives designed to improve student retention, learning and their success in meeting career objectives.

4.

McNeil and WICS staff shall work with the Center Director, or her/his designee, with regard to daily assignments, required activities and, generally to ensure the support of center plans/schedules for each working day.

5.2 PERSONNEL

R4.

Staff Qualifications

a. Timetable of Waivers Approved

Job Corps center and OA/CTS contractors will:

1. Request written approval or waivers from the Regional Director as outlined in PRH, Chapter 5, R4, b. The written approval or waiver may be granted for a period of time ending at the end of a contract year. At the beginning of the new contract year the Job Corps center and OA/CTS contractor must request written approval or a waiver for the individual to continue in the position. An updated professional development plan must be submitted with the request for waiver.

5.4

PERSONAL SAFETY AND SECURITY

R2.

Cooperation with Local Agencies

Centers will update all written cooperative agreements with federal, state and local law enforcement agencies on an annual basis on contract anniversary date or July 1, for conservation centers.

R5.

Student Notification

Centers will notify all students of the policies and procedures regarding unauthorized goods, searches, and seizures. The signed receipt of such notification to each student shall be maintained as part of student records.

5.7

FINANCIAL MANAGEMENT

Center and OA/CTS contractors are reminded that they must request regional approval for any staff travel outside of the region.

R2.

Financial Reporting

Center and OA/CTS contractors will:

a. Enter into the Job Corps Financial Management System (FMS) contract modifications upon execution by the government and update budgets in FMS accordingly.

b. Notify the assigned contracting officer’s technical representative, by e-mail, of a budget in FMS pending approval.

Exhibit 5-2

Centers will submit all required reports, plans and procedures as indicated or as changes occur. If a plan or procedure is due and the center/OA/CTS contractor does not have any changes from the previous year, a letter should be submitted for approval stating that fact. The approved letter should be kept on file with the appropriate plan or procedure for review purposes. The signed letter will serve as approval for the current year.

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