11: The Programs Tab: NFJP

Transcription

1 11: The Programs Tab: NFJP Chapter Contents NFJP Program Overview NFJP Application Start Tab Screen Contact Tab Screen Creating Partially Complete vs. Incomplete NFJP Applications Demographics Tab Screen Veteran Tab Screen Employment Tab Screen Education Tab Screen Public Assistance Tab Screen Barriers Tab Screen Farmworker Tab Screen Income Tab Screen Eligibility Tab Screen Working with a Completed NFJP Application NFJP Participation Form NFJP Program Enrollment General Information Tab Screen Service Provider Tab Screen Tab Screens for Fundable Enrollment Activities Closure Information Tab Screen Measurable Skills Gain Literacy and Numeracy Literacy & Numeracy Pre-Test Assessment Literacy & Numeracy Progress Assessment Literacy & Numeracy Post-Test Assessment Create Credential Create Entered Employment Create NFJP Closure Create NFJP Outcome NFJP Follow-Up NFJP Program Overview The National Farmworker Jobs Program (NFJP) is a nationally-directed, locally-administered program of services for migrant and seasonal farmworkers (MSFWs) and includes 52 employment and training grants, as well as 17 housing grants across the United States and Puerto Rico. The program partners with community organizations and state and local agencies to counter the chronic unemployment and underemployment experienced by farmworkers who depend primarily on jobs in agricultural labor performed across the country. The NFJP is an integral part of the public workforce system and a partner in the nationwide network of One-Stop Career Centers. In addition, NFJP partners with the State Monitor Advocate to provide services to eligible farmworkers and their families working in federally identified agriculture sub-industries. NFJP applicants must be registered in Virtual OneStop to receive NFJP activities/services. This may occur in several ways, including data conversion from a former, legacy system; self-service system registration; or staff-assisted system registration. Staff may be required to perform additional data entry for converted records before they assist such individuals. Virtual OneStop Staff Services User Guide 11-1 V18 05/2018

2 Individuals who enroll in NFJP will undergo a process similar to the one outlined in the Workforce Innovation & Opportunity Act (WIOA) chapter. This includes creation of the NFJP application, a participation record, and then enrollment in activities and services that are associated with the NFJP program. Virtual OneStop wizards help staff progress step-by-step through tab screens to enter NFJP data, beginning with the Start tab for the NFJP application, and selection of eligibility type(s) and date(s) (e.g., related assistance services and/or NFJP services eligibility dates). Virtual OneStop displays a logical sequence of program forms to help staff manage NFJP program participants from eligibility determination to program follow-up, as shown in the table that follows. Staff privileges established and maintained by the system administrator (a.k.a. regional security officer) will determine the extent to which staff may access and utilize these program forms. Actual forms may vary, due to system configuration settings. Your internal policies or customer business rules may require using the forms in a different sequence than listed below. Step Form Name Reason for Use 1 NFJP Program Application Form 2 NFJP Participation The top of the NFJP application form initially displays segments of a progress bar (versus showing tabs) to help you see your progress as you step through the application, gather basic data, and determine customer eligibility for the NFJP program. Each segment (or tab) is a separate page for the application that helps determine customer eligibility for participation in NFJP. Once the application form is complete: Staff can initiate program participation for the individual. The Wizard, Verification summary, and Print icons ( the Programs tab to easily maintain the application. ) will display on Beginning with the Start Tab screen staff enters data in each tab screen until they complete the wizard. On the Start Tab screen, this includes selecting the eligibility dates for the applicant to receive related assistance services or NFJP services or both. The participation form is used to gather final details of participant status (e.g., verifying employment and UI claim status at participation) before staff enrolls a customer in activities or services for NFJP. The completion of this form will trigger the display of the enrollment screen to record the individual s first service, thus making them a true program participant. Virtual OneStop Staff Services User Guide 11-2 V18 05/2018

3 Step Form Name Reason for Use 3 NFJP Activity Records (Activity / Enrollment Form) 4 Measurable Skills Gain 5 Literacy and Numeracy 6 Credential Attainment 7 Entered Employment 8 Case Closure Form 9 Exit (Outcome) Form 10 Follow-up Form This is a series of tabs used to supply details of each activity in the NFJP participant s service record. The enrollment form is opened for a single service/activity, and displays tabs to enter/maintain enrollment data (including areas for general, service provider, cost, financial aid, budget, and closure data). Each entered service is displayed in a table on the Programs tab of staff s Case Management Profile. The table includes completion status, begin and end dates, and links to view/modify existing activities. Service/activity records that staff can enter include reemployment services, related assistance services, support services, training services, and referral services. Program activities/services may be fundable or non-fundable. Virtual OneStop is capable of tracking both for reporting and planning purposes. Enables staff to record data necessary for WIOA PIRL extracts and to calculate performance under the WIOA measurable skills gains performance measure. Enables staff to record an individual s increased educational functional level(s) in reading, math, and language for federal reporting requirements. Enables staff to record credential attainment details formerly recorded in the Closure Information tab of the participant s enrollment record. Examples of credentials received include High School Diploma, GED, Associate s Degree, Occupational Skills License, etc. Enables staff to record employment details if a customer becomes employed while actively receiving program services. Entered employment details help define program performance indicators for state, local, and federal reporting purposes. Allows staff to record federal performance indicators before the individual exits the program, if applicable, and officially terminates the delivery of planned services for that individual. Officially terminates participant involvement in the NFJP program. If the customer s exit reason satisfies global exclusion logic, they will be excluded from performance calculations. Enables staff to collect additional details of the participant s performance indicators (for example, employment, employment retention, earnings increase, and credential attainment) on a quarterly basis after program exit for Common Measures reporting. The topics that follow will describe the procedures for managing the NFJP participant from completing the NFJP Application to recording the customer s NFJP quarterly follow-ups. Staff clicks the Create NFJP link to start NFJP Application Staff starts to create an application by clicking + from the Programs tab to expand program details for NFJP. When the screen resets, staff clicks the Create National Farmworker Jobs Program (NFJP) link, which opens the Start tab of the application. and then start working through the displayed program application. Virtual OneStop Staff Services User Guide 11-3 V18 05/2018

4 The NFJP Application Wizard will provide guidance to staff, on each tab screen, to help staff successfully complete the form to determine the applicant s eligibility for program activities/services. Refer to each topic that follows for details. Start Tab Screen The Start Tab screen displays a mix of read-only information collected during system registration (and potentially updated by the customer and/or staff since then), as well as text boxes and drop-down list displays that staff must address to successfully complete this first screen and proceed. The following sections comprise the Start Tab screen of the NFJP application: Individual Details Section Individual Details staff may click this link to see additional information as shown in the figure that follows. Staff may click this link again to close individual details. This section displays read-only information about the applicant, including their username; system-generated user ID #; system-generated State ID#; first and last name Preferences Section Preferences Details staff may be able to click this link to adjust the view of the NFJP application, both to create the form and to edit the form, as shown in the figures that follow. If the system is not configured to allow Preferences changes, the Progress view occurs during creation of the application. Then the view switches to the Tab view. Progress View The Default View at initial Application Uses colors to indicate status. Tab View The Default View for a completed Application This is the default view when first creating the application. Color coding defines staff progress: Yellow is the current step; Green is a completed step; Grey is an uncompleted step. The Tabs view is the default view when editing a completed application. In edit mode, staff can click a desired tab heading to access its information for view or edit purposes Virtual OneStop Staff Services User Guide 11-4 V18 05/2018

5 Identifying Information Section This section displays read-only information about the applicant, including their username; systemgenerated user ID #; system-generated State ID#; first and last name. Currently Participating In Section This sections displays read-only information about other programs (within Virtual OneStop) within which the applicant currently receives activities/services. This information can help staff plan NFJP service delivery without necessarily duplicating activities/services provided in these other programs. Application Information Section In this section, staff must enter the application date, as explained below. Staff must also enter an eligibility date, either for NFJPrelated assistance services delivery, or NFJP services delivery, or both. Application Date The date upon which staff began to perform data entry to complete the NFJP application. Staff may enter the date of application by manually entering (or pasting) text in the box provided, by clicking the calendar icon to choose the desired date, or by clicking the Today link to insert today s date. Related Assistance Services Eligibility Date The date upon which the system deems the applicant eligible to receive these services. This date usually corresponds to the application date, but could be later than the application date. Examples of related assistance services include emergency assistance gas cards and food cards, or transportation and housing assistance. NFJP Services Eligibility Date The date upon which the system deems the applicant eligible to receive these services. This date usually corresponds to the application date, but could be later than the application date. Examples of NFJP services include reemployment services, supportive services, referrals for service, schooling and training, and other staff-assisted activities/services. If staff cannot complete the application same-day, the eligibility date(s) will be greater than the application date. This can occur if, for example, the customer is unable to produce verification documentation, or staff has chosen to complete a partial application. For more information about Virtual OneStop Staff Services User Guide 11-5 V18 05/2018

6 partial applications, see the Creating Partial vs. Incomplete NFJP Applications topic on page Location Information Section In this section, staff must enter/confirm their local workforce development board (LWDB), staff s office of responsibility, and the office location where the customer is receiving application assistance. The values displayed draw from staff s account profile, which is maintained by the system administrator. These offices may/may not be the same. Office Location of Responsibility points to staff s default office where they normally conduct business, whereas the Office Location is where the NFJP application was physically taken. Staff clicks Next>> to save their data entry and proceed. If staff s data entry violates a business rule or is incomplete, the system will notify them via red text message upon clicking Next>> (see following sample). Staff must fix the error and re-click Next>> to proceed. Contact Tab Screen On this tab screen, Virtual OneStop auto fills applicant contact information collected during system registration (and potentially updated by the customer and/or staff since then). Staff can modify this information, if necessary, or maintain the default values shown. This is the first tab screen where staff must verify applicant information. Although the system identifies required fields with a preceding red asterisk (*), some fields throughout the application are conditionally required, and therefore, might not display a red asterisk. In these instances, Virtual OneStop will inform staff of conditional verifications when they click Next>> to save their data entry and proceed. Contact Information Section This section maintains the applicant s name and Social Security Number (SSN). Virtual OneStop Staff Services User Guide 11-6 V18 05/2018

7 Staff performs the following to complete this section of the Contact Tab screen: Confirm the customer s name and SSN, and modify if needed. Click Verify to access a list of approved verification documents and click to select one. Click Reset to remove selection. Unlike a checkbox, when users click to select a radio button, they cannot undo their selection unless they click the Reset button. If staff s system configuration enables Document Management features for this application, they must first click Verify and select a desired verification document. Then staff can click the following: Scan to physically scan, import, and associate the verification document with the customer s account profile. Upload to import an existing verification document from staff s computer, thumb drive, or network drive to associate with the customer s account profile. Link to use a former verification document to verify additional data requirements. View to see the scanned or uploaded document and manipulate the image, if desired. Staff privileges control access to each of these features. For more information, see Chapter 24 Manage Documents and the topic, In-Context Scanning, Linking, and Viewing. Current Address Section This section maintains the applicant s residential address. Virtual OneStop Staff Services User Guide 11-7 V18 05/2018

8 To complete this section of the Contact Tab screen, staff confirms the information and modifies it, as necessary. Mailing Address Section This section maintains the applicant s mailing address, which might/might not be the same as their residential address. If supervisory staff must review the application that was completed by a case manager, the supervisor can click Staff has reviewed this address for correctness. When the supervisor clicks Next>> to save this tab screen, Virtual OneStop will display the supervisor s username, as well as the date and time Virtual OneStop saved this edit. Virtual OneStop Staff Services User Guide 11-8 V18 05/2018

9 Your system s configuration settings may not include this feature. If Virtual OneStop does not display the customer s current address by default, staff may click Check here to use the residential address information. In response, the system will auto fill the data. Otherwise staff may enter the customer s mailing address information manually. Alternate Contacts Section Although system configuration may not require staff to complete this section, creating and maintaining an alternate contact list for the applicant can be very useful. If staff cannot contact the applicant, alternatively, they can contact someone on this list who, in turn, might be able to contact the applicant. To manage alternate contact information, staff performs the following: 1. Click Manage Alternate Contacts. 2. Click Add New Contact. 3. Enter alternate contact information (minimally, their name, phone number, and relationship to the applicant). 4. Click Save. 5. In response, Virtual OneStop displays the new alternate contact record. To add more alternate contact records, staff clicks Add New Contact and repeats the process. Virtual OneStop Staff Services User Guide 11-9 V18 05/2018

10 6. To return to the NFJP application, staff clicks Close from the Alternate Contact List screen. Virtual OneStop will modify the Contacts Tab screen to display the alternate contact record(s) created. The system maintains a master alternate contacts list for this customer for all Virtual OneStop programs in which they participate. To access the master list, staff clicks the Activities tab of staff s General Profile for this applicant. Case Assignment Section Based on system configuration settings, staff might be required to select a case manager to complete the NFJP program application. Staff privileges control whether staff can perform these functions. To conduct case assignment on the Contacts Tab screen, staff performs the following: Click Assign Case Manager to assign this applicant to an authorized NFJP case manager. Click Assign Me to assign this applicant to yourself, provided you are currently assigned to the appropriate NFJP case assignment group. Click Remove Case Manager Assignment if the applicant is currently assigned to a case manager. Virtual OneStop will display their name in the text box, if applicable. If staff clicks to remove the currently assigned case manager, they can reassign the applicant using option 1 or option 2. Staff clicks Next>> to save their data entry for the Contacts Tab screen and proceed. Creating Partially Complete vs. Incomplete NFJP Applications Certain circumstances might prevent staff from fully completing the NFJP application the same day they create it. This can be due to a number of factors, including the applicant s inability to provide required information; the applicant s inability to provide required verification documents; an emergency arises; anticipated Internet loss; illness; etc. In such instances, Virtual OneStop enables staff to choose one of two options (as described below) to suspend data entry, business rule execution, and eligibility determination. Each option also enables staff to edit the NFJP application at a later time when they can continue data entry efforts. By design, when staff clicks to access the in progress application, Virtual OneStop will display the Start Tab screen. This enables staff to review with the customer all the information that was previously recorded, and to make any necessary changes, if applicable. Staff will click Next>> to save each page (regardless of whether they made changes) until they access the screen from which they left off previously. Virtual OneStop Staff Services User Guide V18 05/2018

11 Clicking Next>> will execute business rules associated with each tab screen, unless staff clicked to complete a partial application. See the next topic for details. Partially Complete Application This feature is available and useful in instances where the applicant forgot to bring the necessary paperwork/documentation (although it is a defined requirement). Instead of canceling the application and exiting the NFJP Application Wizard at the current step, staff may continue to perform data entry to create a partially complete application. When staff clicks the Partial Save checkbox at the bottom of the screen, Virtual OneStop will suspend all business rules (for example, the requirement to verify specific applicant profile information) and allow staff to save each page for which they enter data. As a consequence of this setting, if staff do complete the entire NFJP application, the system will NOT determine eligibility until a later time when staff edits the application by clicking to remove this checked box, completing all required data entry and verifying all required items. Once staff clicks to create a partial application, if they want to exit the application before completing it, staff clicks Exit Wizard, and then click OK to accept and close the display alert (see sample below). The result is creation of a partially complete NFJP application, as shown in the figure that follows: To resume completion of the application, staff clicks the long hyperlink that displays a Partially complete status. They must click Next>> to access the Partial save checkbox, click to remove the checkmark, perform data entry as required, and click Next>> on each screen to proceed through the entire application. Incomplete Application When staff clicks the Exit Wizard link at the bottom of the screen, they will suspend data entry from that point forward. In response, Virtual OneStop will display an alert to confirm that data entry will be lost on any screen for which staff did NOT click Next>>. Ideally then, staff should save their data entry first, and then click Exit Wizard on the next tab screen. To accept and close this message, staff clicks OK. The result is the creation of an incomplete NFJP application, as shown in the figure that follows: To resume completion of the application, staff clicks the long hyperlink that displays an Incomplete status. Beginning at the Start Tab screen, they must review applicant data, make changes if necessary, and click Next>> on each tab screen (regardless of whether changes were made) to resave each screen and to access the tab screen from which they left off previously. Virtual OneStop Staff Services User Guide V18 05/2018

12 Demographics Tab Screen On this tab screen, Virtual OneStop auto fills applicant information collected during system registration (and potentially updated by the customer and/or staff since then). This includes the applicant s date of birth, gender, race, ethnicity, and other traits. Staff can modify this information, if necessary, or maintain the default values shown. Staff must also verify applicant information on this tab screen. As previously described, staff will click Verify and select the desired verification document, whether their system configuration includes the Document Management features previously described. Staff may also quit the NFJP application by utilizing either of the two exit features described in the previous topic. This tab screen contains data elements that contribute highly to the applicant s eligibility determination. These include the following: Date of Birth/calculated age applicants must be between 14 and 85 years old. Selective Service Registration applicants born on or after January 1, 1960 must have registered for Selective Service, unless they have documented exemption. Authorization to Work in U.S. applicants must be a citizen, a U.S. permanent resident, or be an alien/refugee lawfully admitted to the U.S. If the applicant considers themselves to have a disability, and respond Yes, the system will refresh or redraw the page and display additional items that staff must conditionally complete. Staff clicks Next>> to save their data entry for the Demographics Tab screen and proceed. Virtual OneStop Staff Services User Guide V18 05/2018

13 Veteran Tab Screen This tab screen of the NFJP application displays the customer s veteran status as documented during system registration. In this case, the applicant s eligible veteran status is set to No. Conditionally, staff must not verify this information. However, if the applicant s eligible veteran status is set to Yes, staff must verify the status, conditionally. Additionally, staff may select whether the applicant received services from Vocational Rehabilitation, although this is not a required field. Staff clicks Next>> to save their data entry for the Veteran Tab screen and proceed. Employment Tab Screen Staff uses this tab screen to document and verify the applicant s current employment status, even if they are currently not employed. However, if the applicant is a UI claimant or exhaustee, conditionally, staff must verify the information. Additionally, staff must complete the follow-up items related to the applicant s UI claimant status, because these items are considered conditionally required. The Employment History section is read-only. If the system displays information in this table, it was likely created when the applicant created a resumé or completed their background information (which can be used to create a resumé). This section is not to be confused with the Farmworker Tab screen, where staff documents the applicant s consecutive, 12-month work history within the last 24-month period. Virtual OneStop Staff Services User Guide V18 05/2018

14 Employment status verification is required. If the applicant is receiving or has exhausted UI benefits, staff must verify and complete the follow-up items. The O*NET code is not required. Staff clicks Next>> to save their data entry for the Employment Tab screen and proceed. Education Tab Screen Staff completes the Education Tab screen to document the applicant s school status, highest grade level completed, and other information to meet various reporting requirements. Minimally, staff must complete all items preceded with a red asterisk. If the applicant dropped out of high school, conditionally, staff does not have to verify the applicant s highest education level completed. Virtual OneStop Staff Services User Guide V18 05/2018

15 Verification is not required when highest education level completed is none. Staff clicks Next>> to save their data entry for the Education Tab screen and proceed. Public Assistance Tab Screen The purpose of the Public Assistance Tab screen is to help establish low income status for the applicant, which is another requirement to receive NFJP activities and/or services. Blue text displayed throughout this tab screen identifies the programs for which the applicant (or a member of the applicant s family) either currently receive (or have received in the last six months) a verifiable form of public assistance. If the applicant can verify public assistance, they will have met the financial requirement for program eligibility, and therefore will not be required to document their annual income in a later step. If the applicant (or a member of the applicant s family) cannot verify they receive public assistance, staff may document household income on behalf of the applicant as an alternate way to establish low income. Local and state workforce boards may still require the applicant s income be documented, even though the system will not, in this scenario. For some public assistance programs, such as Social Security Income (SSI), General Assistance (GA), and Refugee Cash Assistance (RCA), staff must indicate whether the applicant or a family member received the assistance. Virtual OneStop Staff Services User Guide V18 05/2018

16 Conditionally, a Yes response will require verification for most of the programs listed. Staff clicks Next>> to save their data entry for the Public Assistance Tab screen and proceed. Virtual OneStop Staff Services User Guide V18 05/2018

17 Barriers Tab Screen Staff uses this tab screen to document barriers to economic self-sufficiency the applicant faces. Although none of the barriers listed directly impact eligibility logic, Virtual OneStop collects this data for reporting purposes. Similar to the Public Assistance Tab screen, if the applicant provides a Yes response for any barrier, conditionally, staff must verify the barrier. Business rules will not require staff to verify any barrier for which a No response was recorded. Virtual OneStop Staff Services User Guide V18 05/2018

18 Staff clicks Next>> to save their data entry for the Barriers Tab screen and proceed. Virtual OneStop Staff Services User Guide V18 05/2018

19 Farmworker Tab Screen This tab screen is crucial to determining whether the applicant (or a parent or guardian if, for example, the applicant is a dependent) meets work and income-related eligibility requirements to receive NFJP activities/services. In addition to program requirements previously documented in the NFJP application (age, registration for Selective Service, U.S. work authorization, and low income status), staff will work with the applicant to document the farmworker s employment history to determine compliance with the following questions: Did the applicant work 25 or more days in farm work? OR Did the applicant earn $ or more from farm work? AND Did the applicant work at least 50% of their time in farm work? OR Did the applicant earn at least 50% of their income from farm work? Staff will work amongst the sections that follow to record required information for eligibility determination purposes. Farmworker Information Section In this section of the Farmworker Tab screen, staff must define the applicant in terms of which NFJP definition they meet. If the applicant does not meet any NFJP definition, staff selects No. Virtual OneStop will automatically display the applicant s first and last name, provided they meet one of the following NFJP definitions: Seasonal Farmworker Migrant and Seasonal Farmworker If the applicant is a dependent of a farm worker, staff must enter their first and last name. Farmworker Employment History Section Regardless of whether the applicant previously documented their employment history in Virtual OneStop, staff must manually enter employment details on behalf of the applicant to satisfy system requirements. The system will only regard as legitimate the employment data entered by staff. To begin, staff clicks Add Farmworker Employment. In response, the system displays a data entry screen where staff performs the following: 1. Enter the job begin date, using mm/dd/yyyy format. 2. Enter the job end data in the same format. 3. Select the job s status/type (Unemployed, Farm, Non-Farm). If the applicant was unemployed at all during the one-year period, staff selects Unemployed as the job status. Only jobs performed within NAICS sectors 111, 112 and 115 may qualify as Farm status. All other jobs will qualify as Non-Farm status. Virtual OneStop Staff Services User Guide V18 05/2018

20 4. Determine whether this employment record counts toward the 1-year eligibility period (Yes/No). 5. Confirm the system-calculated work duration (# of days). 6. Enter the applicant s total income earned from this job, using ###.## format. 7. Click Verify to select an income verification document. 8. Enter the employer s name. As you type, Virtual OneStop will try to match your data with employer data from a national database. If you see the desired employer in the match results, click to select the record. As a result, the system will auto fill the employer s contact information, industry (NAICS) code, and determine whether the industry qualifies as farm work (Yes/No/Not Applicable). 9. If the system cannot auto fill the remainder of the employer record, enter the employer s: a. address. b. city. c. state. d. ZIP Code. e. NAICS code. Staff cannot manually enter the industry code; they must click Search for Industry NAICS Code, select a search method, enter the search criteria, click Search, and click to select the desired industry from the match results. As a result, Virtual OneStop will display the selected code and determine whether the industry qualifies as farm work. 10. Click Save to secure the data entry, or click Finish and Start New Employment Record to save the data entry and enter another job. The following figure displays a sample, completed farmworker employment history record: Virtual OneStop Staff Services User Guide V18 05/2018

21 Staff will continue to add the applicant s employment history records (including periods of unemployment and non-farm work) to comprise an entire year. Within this year-long record, there should be no undocumented gaps. Accordingly, the applicant s completed work history will look similar to the following sample figure: To see how the system uses this data to manage eligibility logic, see the Eligibility Tab Screen topic on page Farmworker Family Income In this section of the Farmworker Tab screen, staff will document family income received by each eligible family member as identified in the Relationship dropdown menu. The objective is to document that over half of the dependent s total income for the 12-month eligibility period came from family members. Virtual OneStop Staff Services User Guide V18 05/2018

22 If no additional household income can be reported, staff may skip this section. To begin, staff clicks Add Family Member Income to access a brief data entry screen, on which they will perform the following: 1. Enter the name of the family member. 2. Select the desired relationship from the list displayed. The system may include additional family members, pursuant to CFR Enter the total income (excluding the farmworker s reported income) this person received in the same 12-month eligibility determination period as the farmworker. 4. Enter the total income this person generated in the last 6 months prior to the application date. 5. Click Verify to select an income verification document. 6. Click Save to secure the data entry, or click Finish and Start Income Record to save the data entry and enter another source of family income. The following figure displays a sample, completed family member income record: Staff will continue to document additional income from family members, if applicable. Accordingly, the applicant s completed work history will look similar to the following sample figure: Staff clicks Next>> to save their data entry for the Farmworker Tab screen and proceed. Income Tab Screen Staff uses the Income Tab screen to establish the applicant s low income status IF the applicant has not received public assistance, as identified on the Public Assistance Tab, in the 6 months immediately preceding the NFJP application date. Staff must document the Applicant s earnings for the 6 months immediately preceding the application date. In addition, staff must also record the Farmworker Total Income during the 12 month eligibility period (which is the total of the earnings identified on the Farmworker Tab, Farmworker Employment History). Virtual OneStop Staff Services User Guide V18 05/2018

23 If staff documented the applicant receives public assistance, the system displays a message in red text to confirm their low income status (and the optional inclusion of the family s annual income). To complete the Income Tab screen, staff performs the following: 1. Enter the applicant s total earnings from the last six months prior to the NFJP application date in ###.## format. 2. Click Verify to select one or more verification document(s). 3. Enter the Farmworker s total earnings for the 12 month eligibility period in ###.## format. Staff documented this information on the Farmworker Tab screen. 4. Click Verify to select one or more verification document(s). 5. Select the number of individuals in the applicant s family. Essentially, these are individuals whom the applicant has claimed as a dependent on last year s Federal income tax return, or individual(s) for whom the applicant can establish a relationship (for example, stepchild, grandchild, parent, sibling, etc.). 6. (Optional) Select the number of dependents in the applicant s family under the age of Select the applicant s family status, as defined by the Code of Federal Regulations. 8. (Conditionally required) Enter the family s total income for the year preceding the NFJP application date. Although the system will determine whether the applicant meets the definition of low income, staff may click Income Table to compare the annualized family income and family size to Lower Living Standard Income Level (LLSIL) guidelines. If staff documented the applicant receives public assistance, they meet the definition of low income. Conditionally, the system will not require staff to enter the family s annualized income. However, state and/or local policy might require staff to document this information. Virtual OneStop Staff Services User Guide V18 05/2018

24 9. Staff clicks Next>> to secure data entry and proceed. Eligibility Tab Screen This final step of the NFJP application process displays read-only information derived from the data entry staff performed on the previous tab screens. If staff sees information displayed incorrectly, or if the system declares the applicant as ineligible to receive program services (when staff believes they should be eligible), staff should review the former tab screens and make changes, as necessary. Eligibility Information Section In this section, Virtual OneStop displays whether the applicant meets employment and wage eligibility criteria. If the system displays No for any such criterion, AND it deems the applicant ineligible for program services, staff should review their data entry in the Farmworker Tab screen to identify and correct any errors. A No response may not necessarily disqualify the applicant from program eligibility, due to the conditional nature of employment and wages. Staff should check the eligibility table below to confirm applicant eligibility. The system will highlight in green the program(s) for which the individual is eligible. If the system deems the applicant ineligible to receive program services, it removes the green highlight for the services impacted and displays text in the Reason column. The following table displays a list of reasons for which an applicant will be deemed ineligible to receive NFJP services and/or NFJP related assistance services: Virtual OneStop Staff Services User Guide V18 05/2018

25 Reason No Eligibility Date Not Age Appropriate Did not register for the selective service Not authorized to work in the US No Low Income When Eligible Farm Days <> 1 When Eligible Farm Income <> 1 When Eligible Farm Days Percent <> 1 When Eligible Farm Income Percent <> 1 Where to Look Start Tab screen Demographics Tab screen Demographics Tab screen Demographics Tab screen Public Assistance and/or Eligibility Tab screen Farmworker Tab screen Farmworker Tab screen Farmworker Tab screen Farmworker Tab screen If staff cannot determine a valid reason for ineligibility, they should check to ensure they removed the checkmark to create a partial application. Virtual OneStop displays the partial application checkbox from the Contacts tab screen to the Eligibility Tab screen. Case Notes Section Virtual OneStop enables authorized staff to create case notes on behalf of the applicant. By design, if staff chooses to create a case note from this screen, the system will maintain the saved case note here, as well as the Case Notes Tab screen of staff s General Profile. Staff clicks Add a new Case Note to create the case note in one of two ways: Automatically, via case note templates Manually, via data entry For more information, see Chapter 4 Individuals Case Management of the Staff User Guide. Case Assignment Section As previously discussed in the Contacts Tab screen topic, authorized staff can assign the applicant to themselves or to another case manager. Additionally, staff can removed an existing case manager assignment and reassign the customer, if desired. Virtual OneStop Staff Services User Guide V18 05/2018

26 In this example, staff clicked Assign Me. The customer is now part of staff s case load, and will be identified as such on various system reports authorized staff may generate. Comments Section If staff desires to document any comments associated with the customer s NFJP application, they may perform data entry in the Comments text box, paste information from an outside source, or perform a combination of both. Comments are not to be confused with case notes, as the system maintains each separately. If staff needs to access a comment they documented re: the customer s NFJP application, they must edit the application to do so. Working with a Completed NFJP Application When staff successfully completes the NFJP application, Virtual OneStop displays the updated Programs Tab screen of the customer s Case Management Profile. In most cases, program details will be intact, so staff will have to click the + sign to expand program details. By design, the system will display the status of the NFJP application (Complete), as well as the currently assigned case manager, if applicable. Virtual OneStop will continue to display the auto-generated application ID #, the recorded application date, and the recorded local workforce investment area. Staff may click to view, edit, or print the application, and may also click to view a summary of verification documents used to complete the NFJP application. Refer to the following topics for more information. Edit the NFJP Application Staff may click the Edit Wizard icon,, to open the NFJP application in edit mode. Based on staff s selected preferences, Virtual OneStop will display the application in one of three modes (progress, tabs, or stacked). Because the application is already complete, staff may click a desired tab name to access the information maintained on that tab screen. They do not need to click Next>> to advance one screen at a time. When staff clicks Next>>, the system will execute business rules, which could prompt staff to make unnecessary changes that could affect applicant eligibility. Virtual OneStop Staff Services User Guide V18 05/2018

27 In most cases, authorized staff can edit information previously captured and saved. However, once the applicant receives their first program activity/service, certain application data becomes locked down to preserve data integrity for federal reporting purposes. Therefore, staff might consider reviewing application data for accuracy before they establish program participation on behalf of the customer. If staff does edit application details, they must click Next>> to save their edits, and then click Exit Wizard to leave the application. Review NFJP Verification Documents If staff wants to review (and potentially print) the documents that were used to verify applicant information, they may click the verification symbol,, to access a list of documents by program. Similar to the + and signs used to maintain program details on the Programs Tab screen, staff clicks the + sign that precedes the National Farmworker Jobs Program, and then clicks the + Application Verifications link to open and access the list of verification documents in table view. For systems configured with the Document Management/Imaging module(s), if staff scanned or uploaded the verification document, they can click View to see an image of that document. To print the verification table in its entirety, staff clicks Print. The following figure displays a sample Application Verifications screen: Virtual OneStop Staff Services User Guide V18 05/2018

28 Print the NFJP Application Virtual OneStop enables staff to print the completed NFJP application in one of two ways. When they click the print icon,, staff may choose between the following: Print Full Application displays the entire application for print purposes, including signature panels for staff, applicant and guardian (if applicant is less than 18 years old). Print Eligibility Only Application displays applicant name and contact information, only those form elements (and their values) used to determine applicant eligibility, and the signature panels described above. Staff clicks to select the desired print option, and then clicks Print to generate a hard copy of the NFJP application. View the NFJP Application If staff simply desires to view the application in its entirety, they may click the hyperlink that displays the status of the NFJP application, as shown in the figure that follows: In response, Virtual OneStop displays jump links along the top of the entire, scrollable form. When staff clicks a jump link (for example, Income), the system will display that particular information screen in plain view (instead of making staff scroll through the entire application form to access Income details). Staff may also print the full NFJP application via this view mode option. NFJP Participation Form Staff must complete a program participation form before enrolling the individual in their initial program activity/service. The participation form provides details of the participant s status before enrolling in the program, and ultimately offers a before and after starting point for federal reporting purposes. To begin, staff clicks Create Participation from the Programs Tab screen of staff s Case Management Profile, as shown in the sample figure that follows: Staff may need to click the + signs to open program details and access the Create Participation link. In response, Virtual OneStop displays the NFJP participation form, a sample of which follows. To complete the NFJP participation form, staff should perform the following: 1. Confirm the customer s participation date, and edit if necessary. Virtual OneStop Staff Services User Guide V18 05/2018

29 By design, Virtual OneStop displays the NFJP application date as the default date of participation. Staff may overwrite this date, if necessary. When staff saves this form, the system will display this date as the customer s program enrollment date, which cannot be modified. Staff should not complete the NFJP participation form, and set a date of participation, until the customer is ready to receive their first program activity/service, which makes them a true program participant. 2. Confirm and verify the customer s employment status. 3. Confirm and verify the customer s unemployment status. 4. Confirm and verify the customer s school status. 5. Click Next>>. As a result of successfully creating and saving the NFJP participation form, Virtual OneStop will automatically display the NFJP enrollment screen, enabling staff to record the customer s first program activity/service. For details, refer to the next topic. Virtual OneStop Staff Services User Guide V18 05/2018

30 NFJP Program Enrollment Staff performs data entry to enroll the customer in the National Farmworker Jobs Program. Program enrollment is defined as the process of providing (and documenting) program activities/services to eligible farmworkers or their dependents. Although the steps described in the following topics describe initial program enrollment, staff will repeat the process for all subsequent program activities/services the customer receives through the Virtual OneStop system. To enroll the customer in a desired NFJP activity/service, staff will work amongst various enrollment tab screens to document the required information for local, state, and federal reporting purposes. Staff access the NFJP enrollment screen in one of two ways: Automatically, through completion of the NFJP participation form (see former topic) Manually, by clicking Create Activity in the NFJP section of the customer s Programs Tab screen NFJP activity/service code configuration within Virtual OneStop affects which activities/services staff may select, the order in which staff may select these activities/services, and whether fundable activities/services can be tracked. If NFJP activities/services that are deemed fundable can be tracked, the Individual Fund Tracking (IFT) module in Virtual OneStop will be the mechanism to track costs associated with these fundable activities/services. Virtual OneStop s Advanced IFT module will not only track fundable activities/services, but will also enable authorized staff to select the desired budget (fund stream) and record allocated and obligated costs associated with the NFJP activity/service that consume the selected budget. For details of the data entry staff performs to record the delivery of NFJP activities/services, refer to the topics that follow. General Information Tab Screen Completing the General Information Tab screen for program enrollment establishes critical data relationships that affect federal, state, and local reporting. Data entry on this first tab screen also affects the display and selection of activity/service codes, the actual provider of service, and the name of the provider s service, course, or contract. This tab screen consists of three sections, each of which is defined, procedurally, in the topics that follow. Staff are reminded to complete each screen in order, from top to bottom, left to right. General Information Section The General Information section of the General Information Tab screen requires staff to select the following: The desired customer program group Staff s local workforce investment area (LWIA) Staff s office affiliation Virtual OneStop Staff Services User Guide V18 05/2018

31 These are customer eligibility groups that were determined using the NFJP application. Review the application if the desired group name is not shown. The values shown within the Custom Program Group list box derive from the NFJP application; these are the NFJP customer eligibility groups under which the customer may receive program activities/services. Selection of the appropriate group is critical, because Virtual OneStop displays (for staff selection) only those activities/services associated with the selected customer program group. If the system displays no group names, or fails to display a desired group name, staff should suspend creating this enrollment record by clicking Exit Wizard to review and modify the NFJP application. Because this is the customer s first activity/service, staff will have to resubmit the NFJP participation, too. The values displayed for LWIA Region and Office Location derive from staff s account, and might autofill as a consequence. If staff is affiliated with multiple regions and/or offices, they must select the desired values, as they relate to this enrollment record. Enrollment Information Section The most critical step that staff performs in this section is selection of the activity (service) code. The activity codes displayed belong to the customer program group that staff selected in the previous section. When staff selects a desired activity code, they are defining service delivery: that is documented in the customer s Individual Employment Plan (IEP). to meet federal reporting requirements. If staff cannot locate a desired activity, they should reselect the customer program group and click Select Activity Code to verify the display of that activity/service. Virtual OneStop Staff Services User Guide V18 05/2018

32 To complete data entry for this section, staff performs the following steps: 1. (optional) Projected Begin Date If the activity/service begins on a future date (for example, classroom training), staff may enter this date by: a. manually entering the date in mm/dd/yyyy format. b. clicking the calendar icon and selecting the desired month, date, and year. c. clicking the Today link to insert today s date. 2. Actual Begin Date Because this is the customer s first NFJP activity/service, Virtual OneStop inserts the date of participation that staff recorded in the NFJP participation form. For subsequent activities/services, staff will enter the service start date using any of the methods previously described. 3. Projected End Date Staff enters the anticipated end date for the activity/service, as previously described. Service code configuration might prevent staff from entering a projected end date that exceeds defined parameters. For example, if the defined duration of an activity/service cannot exceed 90 days, Virtual OneStop will prevent staff from entering and saving a projected end date 91 days or greater than the actual start date. Because the remaining fields in this section do not specifically pertain to NFJP, the system will not require staff to complete them. Staff Information Section To complete this final section of the General Information Tab screen, minimally, staff confirms/selects their position (Staff, DVOP, LVER) as documented in their staff account. Virtual OneStop Staff Services User Guide V18 05/2018

33 Optionally, staff may perform the following to finalize completion of the Staff Information section: Click Assign Case Manager to assign this applicant to an authorized NFJP case manager. Click Assign Me to assign this applicant to yourself, provided you are currently assigned to the appropriate NFJP case assignment group. Click Remove Case Manager Assignment if the applicant is currently assigned to a case manager. Virtual OneStop will display their name in the text box, if applicable. If staff clicks to remove the currently assigned case manager, they can reassign the applicant using option 1 or option 2. Enter comments regarding this enrollment record, if desired. Click Add a New Case Note to create a case note for this customer. For more information, see Chapter 4 Individuals Case Management of the Staff User Guide. Staff clicks Next>> to save their data entry for the General Information Tab screen and proceed. Similar to the NFJP application, if staff s data entry violates a business rule, Virtual OneStop will display a red, bullet point statement at the top of the screen to explain the error. To resolve the issue, staff edits data for the field affected and clicks Next>> to resubmit the enrollment page. Service Provider Tab Screen The information staff provided on the General Information Tab screen will be used to create federal, state, and local reporting. When staff selected the activity service code, they identified the program activity provided to the NFJP customer. Here, on the Service Provider Tab screen, staff will conduct data entry to identify the provider of the service, select the name of the service (as the provider calls it), and optionally select the physical location and contact person associated with this service, course, or contract. Staff only select an occupational training code for training-related activity services. This helps determine whether a job the customer accepts is training-related. Virtual OneStop Staff Services User Guide V18 05/2018

34 To complete the Service Provider Tab screen, staff performs the following: 1. Click Select Provider to view a list of service providers that match the data relationships (customer program group, LWIA/region, and activity service code) established on the previous screen. From the displayed list, staff clicks the desired provider name link, as shown in the sample figure above. 2. Click Select Service, Course or Contract to view a list of services the selected provider offers. Virtual OneStop displays only those provider services that match the data relationships established on the previous screen. From the displayed list, staff clicks the desired service, course, or contract name. Notes: If Virtual OneStop fails to display the desired provider and/or service, staff should review the provider account (Manage Providers Assist a Provider) to ensure its data was properly set up. Examples of possible errors include a provider s (or program s) inactive status; the wrong provider type; the wrong program affiliation; or no provider services have been created. 3. (Optional) Click Select Provider Location to select the location of service delivery. 4. (Optional) Click Select Provider Contacts to select the provider representative staff may contact for assistance. The system will autofill the location and contact if only one has been documented in the service provider s record. Staff clicks Next>> to save their data entry for the Service Provider Tab screen and proceed. Tab Screens for Fundable Enrollment Activities Depending upon system configuration settings, Virtual OneStop will display the following tab screens to help staff document and track costs related to fundable NFJP activities/services: Enrollment Cost Tab Screen Displays the line item costs for the provider service, course, or contract. Authorized staff can modify these costs, as appropriate. Virtual OneStop Staff Services User Guide V18 05/2018

35 Financial Aid Tab Screen Enables staff to search for and select various sources of financial aid (for example, Pell Grant, Selby Scholarship, etc.) to offset planned service costs. Enrollment Budget Tab Screen Enables staff to choose one or more desired budgets (fund streams) if their Virtual OneStop system includes the Advanced Individual Fund Tracking (IFT) module. Budget Planning Tab Screen Enables staff to manage vouchers (funding obligations) and payments for the fundable service. Additional information will be provided at a later time. In this documented example, staff selected activity code 102 Initial Assessment. Because this NFJP activity service does not require funding, the system bypasses the tab screens described above and displays the Closure Information Tab screen. Closure Information Tab Screen Staff use this tab screen to officially close the NFJP activity/service. To close a non-training activity/service, staff perform the following: 1. Enter the actual end date of the activity/service using one of the methods previously described. 2. Select the appropriate completion code from the following list of options: Successful Completion Unsuccessful Completion Change in Curriculum Dropped out of Activity Unknown Status Voided* * Authorized staff may void an invalid enrollment activity/service. This practice, however, does not apply to the first enrollment record, because it establishes program participation. Staff should seek assistance from their supervisor if they mistakenly documented the first program activity/service, and it cannot be edited to correct the mistake. 3. (Conditional) Enter the number of training hours required for successful completion if the NFJP activity/service is training-related. Virtual OneStop Staff Services User Guide V18 05/2018

36 Staff clicks Finish to save their data entry for the Closure Information Tab screen and return to the updated Programs Tab screen of staff s Case Management Profile. If staff wants to close the current activity/service and record another one, they click Finish and Start a New Activity. When staff clicks Finish to close the NFJP service, Virtual OneStop displays the updated Programs Tab screen, a sample of which follows. By design, the system displays additional hyperlinks within the NFJP module to guide staff and prepare for the next steps within the customer workflow. Click to edit the enrollment record. Click to view enrollment details. Click date link to view or modify activity end date or status. Measurable Skills Gain The purpose of the Skills Achievement screen is to record data necessary for WIOA PIRL extracts and to calculate performance for the WIOA Measurable Skill Gains performance measure. When staff clicks Create Measurable Skills Gain, Virtual OneStop displays a screen that consists of multiple sections, descriptions of which follow. General Information Section Based on staff s region and office affiliation, the system will autofill this data for staff. If staff belongs to multiple workforce regions and/or offices, they must select the appropriate value(s) as they pertain to the NFJP customer they currently manage. Virtual OneStop Staff Services User Guide V18 05/2018

37 Skill Attainment Information Section Staff completes this section to document the customer s progress based on measurable skills gained. To complete this section, staff performs the following: 1. Select the desired skill type. 2. Enter the date the customer attained the skill. 3. Select the desired achievement type. 4. Click Verify to access a list of approved verification documents and click to select one. In some instances, staff enters the name of the verification document manually. The following table displays the combination of skill types and achievement types available: Skill Type Post-secondary Transcript/Report Card Achievement Type Completed minimum of 12 hours in semester and meets academic standard Part-time student and completed at least 12 credit hours over the course of two completed consecutive semesters and meets academic standards Secondary Transcript/Report Card Training Milestone Report card/transcript for one semester and meets academic standards Achieved satisfactory or better progress reports towards an established OJT training milestone not previously recorded Virtual OneStop Staff Services User Guide V18 05/2018

38 Skill Type Achievement Type Completed 1 year of Registered Apprenticeship program and achieved satisfactory or better progress report Other training milestone Skills Progression Successfully completed a required exam for a particular occupation Satisfactory progress in attaining technical or occupational skills as evidenced by trade-related benchmarks such as knowledge-based exams Other skills progression achievement Staff Information Section Staff may click Add a new Case Note to create a case note that will be maintained in two locations of the customer s account: Here, in the Measurable Skills Gain record In the Case Notes Tab screen of staff s General Profile Whether staff chooses to create a case note, they still click Save to secure their data entry. Literacy and Numeracy The literacy and numeracy tool assesses an individual s educational functional level in reading, language, and/or math. This interface is designed to facilitate the recording of data for federal reporting purposes, as they relate to skills gains NFJP participants make in these subjects to combat basic skills deficiency. Although this staple was originally introduced for out-of-school youth for the WIA program, it is now available to all program participants under WIOA and its related programs. To create and maintain a customer s literacy and numeracy record, staff will perform data entry in three stages as follows: Pre-test Assessment this sets the baseline for the participant s current skill level, in terms of basic skills deficiency. Progress Assessments allows entry of multiple achievement scores to demonstrate an increase in skills gains from the recorded pre-test data. Post-test Assessment represents the final opportunity for data entry that must be recorded by the end of the customer s participation year to meet federal reporting requirements. Staff may use documented results from any generally accepted standardized test, such as TABE, CASAS, Wonderlic GAIN, etc. Virtual OneStop Staff Services User Guide V18 05/2018

39 Literacy & Numeracy Pre-Test Assessment To record a literacy and numeracy pretest assessment for the individual, staff clicks the Create Literacy & Numeracy Records link on the Programs Tab screen. In response, the system displays a multi-section screen for staff to complete. For descriptions of each section, refer to the topics that follow. General Information Section Similar to the General Information section of the NFJP enrollment record, Virtual OneStop displays a combination of read-only information about the program participant, as well as drop-down list boxes from which staff must confirm or select a desired value. The system also keeps track of each participation year in which staff record literacy and numeracy results. To complete this section of the literacy and numeracy record, staff performs the following: 1. Click to select the customer program group under which the literacy and numeracy record applies. For example, if the customer has only received activities/services under the NFJP customer program group, staff selects NFJP Services. If, however, the customer has also received activities/services under the Related Assistance Services customer program group, then program policy should provide staff the proper guidance as to which selection to make. 2. Select/confirm staff s regional affiliation. 3. Select/confirm staff s office affiliation, as it pertains to this customer. Assessment Information Section This section of the literacy and numeracy record maintains the assessment category, assessment type, and functional area for which the customer received a skill assessment. Virtual OneStop Staff Services User Guide V18 05/2018

40 To complete the Assessment Information section, staff performs the following: 1. Select the assessment category (ABE or ESL). 2. Select the type of assessment that was administered to the customer. The selected category affects the assessment types displayed. These lists can be updated at any time. 3. Select the functional area (Reading, Language, or Mathematics). The following table displays the combination of assessment categories and assessment types currently available: Assessment Category Assessment Type ABE TABE 7 8, 9 10 CASAS WorkKeys Wonderlic GAIN Massachusetts Adult Proficiency Test (MAPT) ESL CASAS BEST Literacy BEST Plus TABE CLAS-E Pre-Test Section In this section of the literacy and numeracy record, the system displays assessment details (including the assessment date) that reveal whether the individual meets the definition of basic skills deficiency. To complete the Pre-Test section, staff performs the following: 1. Enter the date that staff administered the assessment to the individual by manually entering (or pasting) text in the box provided, by clicking the calendar icon to choose the desired date, or by clicking the Today link to insert today s date. 2. Enter the pre-test score. 3. (Optional) Select the educational functioning level based on the customer s achieved pre-test score. In most instances, the system will autofill this value if staff utilized one of the default assessment types. Virtual OneStop Staff Services User Guide V18 05/2018

41 Staff Information Section The Staff Information section of the literacy and numeracy record maintains historic data for reporting purposes. Additionally, staff may perform case assignment and document a case note on behalf of the customer, if desired. Minimally, staff will select/confirm their position, which the system displays (by default) as collateral from staff s account profile. If desired, staff may perform case assignment as previously described, and/or click Add a new Case Note to create this document in one of two ways: Automatically, via case note templates Manually, via data entry For more information, see Chapter 4 Individuals Case Management of the Staff User Guide. Progress/Post Assessments Section Staff uses this section to create and/or edit literacy and numeracy progress assessments and/or the posttest assessment record for the NFJP customer. Because staff is creating the pre-test assessment in this scenario, they leave this section alone. Staff clicks Save to secure their edits and save the pre-test assessment. Virtual OneStop Staff Services User Guide V18 05/2018

42 Literacy & Numeracy Progress Assessment Once staff creates a pre-test assessment to record the individual s skill level, they can monitor any skill gains made by recording progress assessments since the initial pre-test. To record progress assessments, staff clicks the existing link created from the pre-test assessment, as shown in the sample figure that follows. Staff only clicks Create Literacy & Numeracy Records to record a new pre-test assessment in math or language, because Reading already exists. If staff needs to edit an existing record, they click the existing link, as if they re creating a progress assessment. Virtual OneStop displays the completed sections of the record that make up the pre-test assessment. From the Progress/Post Assessments section, staff clicks Create Progress/Post Assessment Record. In response, the page will change dynamically and display updated prompts for staff, as shown in the figure that follows: Virtual OneStop Staff Services User Guide V18 05/2018

43 To complete a literacy and numeracy progress assessment, staff performs the following: 1. Select Progress Test as the test type. 2. Enter the customer s progress test score. In response, the system will automatically set the individual s educational functioning level (EFL). 3. (Conditional) Select the individual s educational functioning level if staff used a skill assessment tool for which EFLs are not automatically displayed. 4. Enter the progress assessment date. 5. Confirm/select staff s position for reporting purposes. 6. Click Save. Virtual OneStop displays progress assessment scores in the updated Progress/Post Assessments section of the existing literacy and numeracy record. Literacy & Numeracy Post-Test Assessment The steps staff performs to document a literacy and numeracy post-test assessment are almost identical to those staff performs to document a progress assessment. The difference between the two documents, however, is that post-test assessments are submitted to the U.S. Department of Labor to meet federal reporting requirements. To begin, staff clicks the link of the existing assessment displayed within the Literacy & Numeracy table. Staff continues by performing the following: 1. Click Create Progress/Post Assessment Record. Virtual OneStop Staff Services User Guide V18 05/2018

44 2. Select Post-Test as the test type. 3. Enter the individual s score in the Progress Test Score field. 4. Confirm/select the individual s educational functioning level. 5. Enter the assessment date. 6. Confirm/select staff s position. 7. Click Save. When staff successfully creates a post-test assessment, Virtual OneStop displays the updated Literacy and Numeracy table, as shown in the sample figure that follows: Create Credential When staff clicks the Create Credential link within the NFJP section of the Programs Tab screen, they will manage two sections (as shown below) to document the customer s attainment of a training- or schooling-related credential. System configuration settings control whether (and where) Virtual OneStop displays this link. Staff may enter credential attainment data up to 1 year from the individual s program exit date. General Information Section To complete this section of the credential record, staff simply confirms/selects their office location. Virtual OneStop prefills the other information and displays it as read only. Credential Information Section Staff performs data entry in the Credential Information section to be used for federal reporting requirements. Virtual OneStop Staff Services User Guide V18 05/2018

45 Staff performs the following step to complete this credential attainment record: 1. Select the credential achieved by the individual. 2. (Optional) Enter the credential name if staff selected Other as the credential received. 3. Click Verify to select a desired verification document. 4. Enter the date the individual received the credential. 5. Click Save. Create Entered Employment If an individual enters employment while still receiving NFJP services, staff may click the Add/Edit Entered Employment link (see sample, below) from the Programs tab screen to record details. Staff uses this form to record employment details which may be used for a variety of reasons, including federal reporting and provider contract performance review. Your system s configuration settings may not include this service option. To record employment details for the individual, staff clicks the Add/Edit Entered Employment link from the Programs tab screen. The form is divided into two sections: an Employer Information section, and a Job Information section (as shown in the following sample figure). Virtual OneStop Staff Services User Guide V18 05/2018

46 Known employer data will display for autofill selections as you type the employer name. Staff performs the following steps to complete employment details: In the Employer Information section 1. Enter the company name in one of three ways: a. Enter the information manually. As you type, Virtual OneStop will try to match your data with employer data from a national database. If you see the desired employer in the match results, click to select the record. As a result, the system will auto fill the company address and NAICS code, and phone number. b. Click Search Individual Employment History to select the desired company name from the individual s work history portion of their Background information. As a result, Virtual OneStop will auto fill the Employer Information section. c. Click Select from Internal Job Order/Placement to select the desired company name if the individual s employment is the result of a job referral managed within Virtual OneStop. In response, the system will autofill the Employer Information section. 2. Click Verify to select a desired verification document for this employment record. 3. (Optional) Enter the address and city of the employer, and choose the correct state and county from a drop-down list. 4. Enter the company s ZIP Code. To access the USPS website for assistance, click USPS. Virtual OneStop Staff Services User Guide V18 05/2018

47 5. Select the correct Country from a list of drop-down choices. 6. Enter the employer contact name, phone number, and address (if available). 7. (Optional) Select whether the employer is a federal contractor (Yes/No). In the Job Information section 1. Enter the individual s job title. 2. Click the Select Occupation link to: a. Choose an occupation search option b. Enter the search criteria c. Click to select the desire occupational title from a list of match results. In response, Virtual OneStop will auto fill the O*NET code and title. Staff cannot manually enter the O*NET code and title. 3. Select whether this is a green job (Yes/No). 4. Enter the number of hours the individual works per week in ##.# format. 5. Enter the individual s wages, per hour, in ##.## format. 6. Enter the first day of employment at this company either: a. Manually, using mm/dd/yyyy format, OR b. Automatically, by clicking the calendar icon and choosing the desired month, date and year. 7. Enter a description of the individual s job duties either: a. Manually, by typing or pasting text into the textbox. b. Automatically, by clicking Insert Occupational Description. 8. Select whether this is the main employer of record if the individual holds multiple jobs. This satisfies WIOA reporting requirements. 9. Select whether the individual receives fringe benefits from this job (i.e., health insurance). 10. (Optional) Select whether this job provides unemployment insurance benefits. 11. (Optional) Select whether the individual is self-employed. 12. (System-set) Confirm whether this job meets the definition of non-traditional employment. 13. (System-set) Determine whether this job is related to training the individual received. Staff privileges determine whether staff can override this value. 14. Click Save. When the screen refreshes, a record of the job will appear in a table, similar to the following sample figure. Here staff can click the Delete link in the Action column to delete the job information, or Edit to make any changes. The information entered here can also carry over to the employment history section of the Background Wizard and the NFJP Case Closure form. Virtual OneStop Staff Services User Guide V18 05/2018

48 Create NFJP Closure The NFJP case closure form is a bridge between active program enrollment and program exit. Completion of the form ends planned service delivery, and enables staff to prepare the individual s account profile for system-performed soft exit protocol. Soft exit occurs when the individual fails to receive a program activity/service for 90 consecutive days. System configuration settings determine whether the soft exit routine applies solely to the NFJP, or if other Virtual OneStop programs through which the individual is co-enrolled also apply to the soft exit. Besides preparing the customer s case file for program exit, completion of the NFJP case closure form yields other benefits, such as the following: Enables customer satisfaction data to be collected since it is presumed that the individual has completed their participation in NFJP but awaits soft exit. Allows staff to record entered employment information prior to program exit, if applicable. Staff will record the individual s credential attainment by clicking Create Credential. For details, refer to the Create Credential topic on page Following completion of the NFJP case closure, staff cannot record additional program activities/services in the customer s current enrollment period. If the customer wants/needs to continue receiving NFJP activities/services, an authorized staff member must delete the NFJP case closure. Otherwise, the customer can reapply for NFJP eligibility in a new enrollment period following program exit. Virtual OneStop displays the NFJP case closure link following creation of the first program activity/service. Staff clicks this link to document case closure by performing data entry in a series of screen sections, similar to staff completing the entered enrollment record. When staff clicks Create Closure, the system will look for any open NFJP activities/services in the customer s enrollment history. If at least one enrollment activity/service remains open, Virtual OneStop will display the following alert: In this instance, staff clicks OK to remove the alert, and works to close the open activity/service. For assistance closing a program record, see the Closure Information Tab Screen topic on page If staff created an Individual Employment Plan (IEP) for the individual, and the plan remains open when staff clicks to create NFJP case closure, Virtual OneStop will display an alert to remind staff. To conduct NFJP case closure, staff will perform data entry to complete the sections that comprise the entire form. For guidance and assistance, refer to the topics that follow. General Information Section Staff completes this section of the NFJP case closure form to identify the reason the customer will no longer receive program activities/services. Virtual OneStop Staff Services User Guide V18 05/2018

49 This is the most recent end date of the customer s actual NFJP activity/service. In this section, staff performs the following: 1. Select/confirm their office location. 2. Select the desired exit status from the following options: a. Invalid SSN or failed to disclose SSN b. Retirement c. Neither condition applies 3. Select the exit category from the following options: a. Employment and Training Exiter b. Non Staff-Assisted Related Assistance Service ONLY Exiter c. Staff-Assisted Related Assistance Service ONLY Exiter d. Other Reasons 4. (Conditional) If staff selects Other Reasons as the exit category, they must enter an explanation. Outcome Information Section Staff completes this section of the case closure form to document the individual s school status. 1. Staff selects one of the following options: a. In-school, High School or less b. In-school, Alternative School c. In-School, post High School d. Not attending school, or H.S. Dropout e. Not attending school, H.S. Graduate Virtual OneStop Staff Services User Guide V18 05/2018

50 f. Not attending school; within age of compulsory school attendance 2. Staff clicks Verify to choose a verification document. Employment Information Section If the individual has achieved employment while an active, program participant, staff completes this section to record employment details. To complete this section, staff performs the following steps: 1. Select an entered employment status, such as: a. Yes, if the individual is currently employed by a new employer. b. Yes, Recall Employer, if the individual has returned to work for the former, layoff employer. c. No, if the individual is not currently employed. 2. (Conditional) If the individual is employed, staff must click Add Employer to record employment details. In response, Virtual OneStop will expand the current screen to display the Employer Information and Job Information sections. Staff completes these sections exactly the same way they would if completing the Entered Employment record previously described. For details, see the Create Entered Employment topic on page Staff Information Section Staff completes this section of the NFJP case closure form to create a case note and/or conduct case assignment (or reassignment). Optionally, staff may perform the following to finalize completion of the Staff Information section: Virtual OneStop Staff Services User Guide V18 05/2018

51 Click Add a New Case Note to create a case note for this customer. For more information, see Chapter 4 Individuals Case Management of the Staff User Guide. Click Assign Case Manager to assign this applicant to an authorized NFJP case manager. Click Assign Me to assign this applicant to yourself, provided you are currently assigned to the appropriate NFJP case assignment group. Click Remove Case Manager Assignment if the applicant is currently assigned to a case manager. Virtual OneStop will display their name in the text box, if applicable. If staff clicks to remove the currently assigned case manager, they can reassign the applicant using option 1 or option 2. Staff clicks Save to complete the NFJP case closure form. Upon successful completion, the system displays the closure as a link in the updated Programs tab screen (as shown below). Staff can reopen the closure form by clicking the edit link. If the individual must continue to receive activities/services within this current enrollment period, authorized staff may click Delete to cancel and delete the closure. Create NFJP Outcome Most program participants will exit from the NFJP program via soft exit means. That is, when the NFJP participant fails to receive a program activity/service for 90 consecutive days, Virtual OneStop will perform a soft exit procedure to release them from the program. As a result, the system will display Soft Exit as the exit reason, and the date of exit will be the end date of the most recent program activity/service provided. Systems configured for combined soft exits will execute soft exit protocol following a 90-day lapse in service delivery for applicable federal programs maintained within Virtual OneStop (i.e., WP, TAA, WIOA, and WIOA-related programs such as NFJP and AE). In this scenario, all programs in which the individual participated will share the same exit reason and exit date. When a soft exit occurs (either single program exit or combined programs exit), Virtual OneStop will display a quarterly follow-up schedule, which includes the deadlines by which each quarterly follow-up record must be completed. For details, refer to the NFJP Follow-up topic on page If, however, the NFJP participant will exit the program because they meet the global exclusion clause (also called hold harmless reasons), staff may create a hard exit on their behalf. When service delivery ends for program participants because they meet a global exclusion, staff will not be required to complete quarterly follow-ups on their behalf. Additionally, if the customer s exit reason satisfies global exclusion logic, they will be excluded from performance calculations. To begin, staff clicks Create Outcome for the NFJP enrollment record (located on the Programs tab of the Case Management Profile). Similar to when staff attempts to create a case closure, if at least one NFJP activity/service remains open, Virtual OneStop will display the following alert: Virtual OneStop Staff Services User Guide V18 05/2018

52 In this instance, staff clicks OK to remove the alert, and works to close the open activity/service. For assistance closing a program record, see the Closure Information Tab Screen topic on page To conduct NFJP case closure, staff will perform data entry to complete the sections that comprise the entire form. For guidance and assistance, refer to the topics that follow. General Information Section Staff completes this section of the NFJP outcome form to record staff credentials, all of which are included in staff s account profile. Specifically, staff selects/confirms the following: Local workforce development board (LWDB). Office affiliation. Staff position (Staff, DVOP, or LVER). Exit Information Section In this section of the outcome form, staff selects the reason the individual will no longer participate in the NFJP program. By default, Virtual OneStop displays the most recent end date of an activity/service provided to the customer as the program exit date. Staff can choose amongst the following exit reasons: Virtual OneStop Staff Services User Guide V18 05/2018

53 Institutionalized Health/Medical Deceased Reserve Forces called to Active Duty Foster Care (for youth participants only) Ineligible Criminal Offender The Exit Reason list can be subject to change. Alternate Contact Information Section If staff anticipates any further contact with the customer, they can update the customer s alternate contact list in the event staff cannot contact the customer directly. For details managing alternate contact information, see the Contacts Tab Screen topic on page Staff Information Section If desired, staff can perform three options within this form section, as described below. Add a case note Staff clicks Add a new Case Note to create a custom note. Virtual OneStop automatically creates a case note when staff completes the program outcome form. Virtual OneStop Staff Services User Guide V18 05/2018

54 Perform case assignment Staff clicks to assign the individual to a case manager, or clicks to remove the currently assigned case manager. Add comments Staff may create a comment in the space provided. Regardless of whether staff performs any of these functions, they must click Save to officially exit the individual from the program. As a result, the system will display the updated Programs Tab screen, a sample of which follows: If staff documents a program outcome for the NFJP participant, and cites a global exclusion as the exit reason, Virtual OneStop will not display the quarterly follow-up schedule, because it is no longer required. Virtual OneStop Staff Services User Guide V18 05/2018

55 NFJP Follow-Up The primary purpose for the NFJP quarterly follow-up form is to assist staff in predicting federal performance outcomes for program participants and to collect data that may be used as supplemental sources for federal reporting. The system will not provide access to this tool until the individual has been officially exited from the NFJP program, either through the hard or soft exit process. Virtual OneStop will display the quarterly follow up schedule for NFJP customers whose program exit was achieved through hard exit means only if staff selected a non-global exclusion exit reason. In the sample figure that follows, staff may create two types of follow ups: Local staff clicks Create a Follow Up to create a local, non-reported follow up record. This may be required by agency policy, for example. Required staff clicks the first, second, third, and/or fourth quarter link under the Follow Up Type column to meet federal reporting requirements. Local and required follow up forms are identical, except for the title displayed in the General Information section. They both collect the same information, but only required follow ups get reported. Click to create a local, non-reported follow up record. System logic controls which follow ups staff may create, and when. For example, if staff prematurely clicks to create a second quarter after exit follow up record before completing the first quarter after exit follow up, Virtual OneStop will display an alert similar to the following figure: When staff clicks to complete a local or required NFJP follow up, Virtual OneStop displays a set of jump links along the top of the screen, as shown in the figure that follows. Staff may click a link to access that portion of the follow up. Refer to the topics that follow for a description of each section of the NFJP follow up form. General Information Section This section of the NFJP follow up form displays read-only information. Most notably, Virtual OneStop displays the follow up type (Local or Quarterly) and the status. When staff saves the follow up (either partially or in whole), the system will display the type and status within the quarterly follow-up schedule on the Programs Tab screen of the customer s Case Management Profile. Virtual OneStop Staff Services User Guide V18 05/2018

56 Virtual OneStop identifies the follow up type (Local or quarterly) and the status (Required; Complete; Pending; Not Required) If desired, staff may click Edit Contact Information to modify the individual s profile. Alternate Contact Information Staff may click Manage Alternate Contacts to record the contact information of people close to the customer (for example, a friend, co-worker, neighbor, etc.). Alternate contact information is especially helpful during the quarterly follow up phase of the customer s enrollment period, because some customers might not respond readily to requests for follow up information. For details managing alternate contact information, see the Contacts Tab Screen topic on page Contact Attempts Section This section is not required if staff successfully contacts the individual and they provide the required follow up information to help staff complete this form. For each failed contact attempt, however, staff must document their efforts. System configuration settings control the minimum number of failed contact attempts, after which Virtual OneStop will close the quarterly follow up record as Complete. Virtual OneStop Staff Services User Guide V18 05/2018

57 To document failed contact attempts, staff performs the following: 1. Click Add Contact Attempt. 2. Enter the date of failed contact by manually entering (or pasting) text in the box provided, by clicking the calendar icon to choose the desired date, or by clicking the Today link to insert today s date. 3. Select the time of day the failed contact attempt occurred (Morning; Afternoon; Evening). 4. Select the failed contact type from the following list: a. Telephone Individual b. Telephone Employer/School c. Letter or Survey Sent to Individual d. Letter or Survey Sent to Employer/School e. Worksite Visit f. Home Visit g. Other (Specify) 5. (Optional) If staff selects Other as the failed contact type, enter a brief description in the text box provided 6. Click Save Contact Attempt. In such instances, when staff must document and save a failed contact attempt, when they click Exit Follow-up Screen to escape, the system will display an updated quarterly follow-up schedule (on the Programs Tab screen) similar to the following sample figure: To attempt completion of the NFJP follow up at a later time, staff clicks First Quarter After Exit. Virtual OneStop Staff Services User Guide V18 05/2018

58 Follow-up Employment Information Section Staff completes this section to document employment the NFJP customer engaged in during this quarter. Staff can create an employment record if the individual worked at least one day for the employer. Employment information was reported in the NFJP case closure form. Employment information reported in previous follow ups displays here. If the customer worked at least one day this quarter, staff clicks Yes, and conditionally, clicks Add Employer to enter employment details. See the following figure for details. Staff must manually document employment details for the first quarter follow up after exit quarter. If the individual still works for the employer during subsequent quarterly follow ups, Virtual OneStop can auto fill employment details. The following figure displays a sample Add Employer screen: Virtual OneStop Staff Services User Guide V18 05/2018

59 Staff completes both sections of this screen to document the individual s work history as previously described. For details, see the Create Entered Employment topic on page Credential and Diploma/Certificate Information Section Staff manages this section of the NFJP follow up to record the individual s attainment of a credential, diploma, or certificate as a result of successfully completing program training. If staff previously documented credential attainment on behalf of the customer when they previously closed a training enrollment record, the system will display this information in table format in the top portion of this section. If staff previously documented the customer s credential attainment when they created a case closure, the system will display this information in the top portion of the Credentials section below. Credential attainment information recorded in the Closure Information tab of the individual s training enrollment record will display in this table. Credential attainment information previously documented during case closure will display here. Staff records credential attainment here if previously they were unable to during enrollment or case closure. To record credential attainment using a quarterly follow up form, staff performs the following: 1. Select the desired credential from the detailed list. 2. (Optional) If staff selected Other as the credential type, define the credential in the Other Credential field. 3. Record the date of credential attainment by manually entering the date in the text box provided, click the calendar icon to choose the desired date, or click Today to insert today s date. 4. Click Verify to select a verification document. Current Status at Follow-up Section Staff completes this section to record the completion date of the follow up, and the type of contact staff established with the customer. Conditionally, if staff selects Other as the contact type, they must enter a description of the contact method utilized in the Other (specify) field. Virtual OneStop Staff Services User Guide V18 05/2018

60 The bottom portion of this section, the Follow-up Status section, is required if staff failed to record the following performance indicators: Entered employment (Youth) placement in education or training (Youth) diploma/credential attainment If any of these requirements are met, conditionally, staff must select the appropriate status for the individual at time of follow up. Staff may also record a desired comment, if applicable. Staff Information Section Staff completes this section similar to other forms, such as case closure. Virtual OneStop Staff Services User Guide V18 05/2018

61 Accordingly, staff performs the following: 1. Select/confirm their region. 2. Select/confirm their office affiliation. 3. Click Add a new Case Note to document an important observation for the individual. 4. Click to perform case assignment or reassignment. Regardless of whether staff edits the Staff Information section, they must click Save to complete the NFJP follow up. As a result, Virtual OneStop displays the updated follow up schedule, a sample of which follows: If staff needs to print, review or edit an existing follow up (either local or required), staff clicks the desired hyperlink displayed under the Follow Up Type column. Virtual OneStop Staff Services User Guide V18 05/2018