senior community service employment program handbook … state scsep manual 2014 - final -...

SCSEP MANUAL

Senior Community Service Employment Program

STATE of ILLINOIS

Administered by: Illinois Department on Aging

Division of Home and Community Services Bureau of Community Operations

Effective Date: May 1, 2014 ii

Table of Contents 1. Introduction to SCSEP

Program Overview Program Goals Eligibility Requirements

2. Illinois Area Agency on Aging Map 3. Acronyms and Abbreviations 4. Definition of Terms 5. SCSEP Resource List 6. SCSEP Policy and Procedure/Handbooks 7. SCSEP Grant Process

Allocation and Allotment of SCSEP Funds Equitable Distribution Report (EDR) SCSEP Grant Application

8. Authorized Slots vs. Adjusted Slots 9. Performance Measures

Performance Measure Goals Performance Measure Monitoring Hours of Community Service Entered Employment Employment Retention Average Earnings Service Level Most-In-Need Volunteerism

10. SCSEP Performance and Results QPR (SPARQ) System Quarterly Progress Report (QPR) Management Reports BCT-SCSEP Data Validation (DV) Break-In-Service

11. SCSEP Financial Standards and Procedures Administrative Requirements

Allowable Costs Classification and Limitations of Grant Funding

Effective Date: May 1, 2014 iii

Non-Federal Share of Project Costs Budget Changes Fiscal Reporting

12. Program Eligibility Requirements Participant Age Illinois Resident Eligible to Work in the United States Currently Unemployed Average Family Income

13. Recruitment and Selection 14. SCSEP Participant Procedures

Participant Orientation Assessment Process Participant Flow Chart Participant File Requirements (USDOL/Charter Oak Forms) Participant Form Community Service Assignment Form Unsubsidized Employment Form Exit Form

Participant Training Participant Recertification Unsubsidized Employment Participant Exit

15. Standard SCSEP Procedures

Authorized Slot Location

Criminal Background Check

Faith-Based Organizations

Federal Housing and/or Food Stamps

Grievance Procedures

Nepotism

Maintenance of Effort

Over-Enrollment

Paid Leave Benefits Guidelines

Political Patronage and Activity

Authorized Slot Location

Retention of Case Files / Financial Records

Right to Appeal

Sub-recipient On-Site Reviews

Supportive Services

Over-Enrollment

Effective Date: May 1, 2014 iv

Break-In-Service

Termination Policy Time Limitation Policy Unemployment Insurance Unionization Waiting Lists Workman’s Compensation

16. Host Agency Role in SCSEP Host Agency Assignment Host Agency Standards Host Agency Flow Chart Worksite Location Host Agency Orientation and Periodic Meetings Participant Working Conditions Participant Appearance Limitations on Work Site Host Agency Agreement Participant Evaluations Monitoring Host Agencies Possible Host Agencies

17. Workforce Development System Memorandum of Understanding Illinois workNetTM

Illinois Workforce Investment Board Local Workforce Investment Board Illinois Department of Employment Security

18. National Contractors 19. On-the-Job Experience 20. Surveys

Customer Satisfaction Surveys Employer Surveys

21. National Employ Older Workers Week 22. IDoA Policy Instructions

Grievance Policy

Termination Policy

Benefit Leave Policy

Break-In-Service Policy

Time Limitation Policy

Effective Date: May 1, 2014 v

23. Illinois Department on Aging Participant File Forms Participant Checklist - Part I & II Participant Policy Agreement Veterans Priority of Service Physical Examination or Waiver Self Attestation Family Size Certification Form Confidential Income Eligibility Worksheet Participant Assessment/Semi-Annual Assessment Individual Employment Plan/Semi-Annual IEP Participant Training Documentation Host Agency/Job Training Assignment Description Assignment Site Assessment Intent to Supervise Participant Evaluation Host Agency Evaluation Durational Limitation Exit Notification Form Termination Notice Grievance Form and Procedures Prior Employment Verification Data Verification of Low Employment Prospects Physician Declaration of Serve Disability Medical Exit Verification Case Note Recording Sheet Charter Oaks Forms (Required)

24. On-The-Job Experience (OJE) Paperwork OJE Plan OJE Letter of Agreement OJE Reimbursement Contract OJE Training Plan 25. Older Worker Bulletins (OWB) OWB No. 99-24 OWB No. 00-20 OWB No. 01-02 OWB No. 04-04 26. Training and Employment Guidance Letters (TEGL) TEGL No. 11-06 (Housing & Food Stamps exemption) TEGL No. 12-06 (+ attachments) Income Exclusions TEGL No. 15-10 (Veterans/POS-2009) TEGL No. 11-13 (2014 Poverty Guidelines) TEGL No. 21-11 (2012 State Workforce Plans) TEGL No. 29-07 (Faith-Based + flow chart)

Effective Date: May 1, 2014 Page 1-1

Section 1. Introduction to SCSEP Program Overview § 641.110 What is the SCSEP? The Senior Community Service Employment Program (SCSEP) is a program administered by the Department of Labor that serves unemployed low income persons who are 55 years of age and older and who have poor employment prospects by training them in part-time community service assignments and by assisting them in developing skills and experience to facilitate their transition to unsubsidized employment. § 641.120 What are the purposes of the SCSEP? The purposes of the SCSEP are to foster individual economic self-sufficiency and promote useful part-time opportunities in community service assignments for unemployed low-income persons who are 55 years of age or older, particularly persons who have poor employment prospects; and to increase the number of older persons who may enjoy the benefits of unsubsidized employment in both the public and private sectors (OAA § 502(a) (1)). In accordance with Section 503 of the 2006 amendments to the Older Americans Act, the State of Illinois strives for the successful implementation of viable training in community service organizations to further lead to unsubsidized employment for all SCSEP eligible individuals. Placing older individuals in community service positions strengthens the ability of the individuals to become self-sufficient, provides much-needed support to organizations that benefit from increased civic engagement, and strengthens the communities that are served by such organizations. SCSEP provides temporary training that contributes to the general welfare of the community. For example, SCSEP participants can be offered training in school systems, hospitals, senior citizen centers, nutrition program sites, or day care systems. SCSEP is currently administered in Illinois by the Illinois Department on Aging (IDoA) and by seven (7) six (6) national contractors. IDoA, in turn, awards grants to eight (8) four (4) sub-recipients: five (5) two (2) of its thirteen (13) Area Agencies on Aging (AAA), and three (3) two (2) non-AAA organizations. Program Goals (Illinois SCSEP State Plan)

1. Achieve permanent employment. 2. Provide paid training to enhance opportunities. 3. Enhance services to the community as a whole by placing the program

participants in community service agencies. 4. Serve as an advocate for all older workers seeking employment. 5. Serve as a link between employers seeking to hire older employees and the

older worker.


Eligibility Requirements

1. Illinois resident upon enrollment; 2. Age 55 years or older; (20 CFR § 641.500 ) 3. Unemployed at time of application; Unemployed (as defined in § 641.140)

means an individual who is without a job and who wants and is available for work, including an individual who may have occasional employment that does not result in a constant source of income.

4. Capable of performing tasks involved in the proposed community service assignment; and

5. A member of a family with an income that is not more than 125 percent of the family income levels prepared by the Department of Health and Human Services and approved by OMB (federal poverty guidelines). A person with a disability may be treated as a ‘‘family of one’’ for income eligibility determination purposes at the option of the applicant.

Each of the five requirements and other information about program eligibility and priority of service is detailed further in section 14 of this manual. Grantees and sub-recipients must apply these priorities in the following order.


Section 2. Illinois Area Agency on Aging Map


Section 3. Acronyms and Abbreviations

The following list is various acronyms and abbreviations the Employment Specialist may encounter while working with the SCSEP and in the aging network.

501 (c)(3) Non-profit organizations AAA Area Agency on Aging AARP AARP AoA Administration on Aging CBC Criminal Background Check CFR Code of Federal Regulations DV Data Validation ED Equitable Distribution ES Easter Seals EW Experience Works EW/FB Enrollee Wages/Fringe Benefits FSR Financial Status Report FY Fiscal Year GED General Equivalency Diploma IDoA Illinois Department on Aging IDES Illinois Department of Employment Security IEP Individual Employment Plan IG Inspector General IRCA Immigration Reform and Control Act MOE Maintenance of Effort MOU Memorandum of Understanding NAPCA National Asian Pacific Center on Aging NCBA National Caucus and Center on Black Aged NEOWW National Employ Older Workers Week NOO Notice of Obligation OAA Older Americans Act OEC Other Enrollee Costs OJE On-the-Job Experience OMB Office of Management and Budget OWB Older Worker Bulletin PIP Program Improvement Plan PSA Planning and Service Area PY Program Year QPR Quarterly Progress SCSEP Report SCSEP Senior Community Service Employment Program SER SER, Jobs for Progress National SPARQ SCSEP Performance and Results QPR SSA Senior Service America, Inc. TEGL Training and Employment Guidance Letters TEN Training and Employment Notice USDOL United States Department of Labor UI Unemployment Insurance WIOA Workforce Innovation and Opportunity Act (I)WIB (Illinois) Workforce Investment Board


Section 4. Definition of Terms Most of the following definitions are from 20 CFR § 641.140.

Additional indicators mean retention in unsubsidized employment for one year; satisfaction of participants, employers and their host agencies with their experiences and the services provided; and any other indicators of performance that the Secretary determines to be appropriate to evaluate services and performance. (OAA § 513 (b) (2)) Adjusted Slots are the number of positions per sub-recipient adjusted by IDoA to reflect Illinois minimum wage instead of the federal minimum wage. Allocation is the initial designation of an amount of SCSEP funds to all sub-recipients operating within Illinois. Area Agency on Aging (AAA) IDoA has divided Illinois into 13 Planning and Service Areas (PSAs). Each PSA is managed and served by an Area Agency on Aging. IDoA works in partnership with these agencies: 12 not-for-profit corporations and one unit of local government, the City of Chicago. At risk for homelessness means an individual is likely to become homeless and the individual lacks the resources and support networks needed to obtain housing. Authorized position level means the number of SCSEP enrollment opportunities that can be supported for a 12-month period based on the average national unit cost. The authorized position level is derived by dividing the total amount of funds appropriated for a Program Year by the national average unit cost per participant for that Program Year as determined by the Department of Labor. The national average unit cost includes all costs of administration, other participant costs, and participant wage and benefit costs as defined in 506(g) of the OAA. Authorized Slots The number of approved positions allocated to each sub-recipient by IDoA, based on the federal minimum wage. Co-enrollment applies to any individual who meets the qualifications for SCSEP participation and is also enrolled as a participant in WIA or another employment and training program, as provided in the Individual Employment Plan. Community Service means

(1) Social, health, welfare, and educational services (including literacy tutoring), legal and other counseling services and assistance, including tax counseling and assistance and financial counseling, and library, recreational, and other similar services;

(2) Conservation, maintenance, or restoration or natural resources; (3) Community betterment or beautification; (4) Antipollution and environmental quality efforts; (5) Weatherization activities;


(6) Economic development; and (7) Other such services essential and necessary to the community as the Secretary determines by rule to be appropriate. (OAA § 518 (a) (1)) Community Service Assignment means part-time, temporary employment paid with grant funds in projects at host agencies through which eligible individuals are engaged in community service and receive work experience and job skills that can lead to unsubsidized employment. (OAA § 518 (a) (2)) Core Indicators mean hours (in the aggregate) of community service employment, entry into unsubsidized employment, retention in unsubsidized employment for six months, earnings; the number of eligible individuals served; and most in need of (the number of individuals described in OAA § 518 (a)(3)(B)(ii) or (b)(2) of the OAA). (OAA § 513 (b)(1)) Core Services means those services described in section 134(d)(2) of WIA. Department or DOL means the United States Department of Labor, including its agencies and organizational units. Disability means a disability attributable to a mental or physical impairment, or a combination of mental and physical impairments, that results in substantial functional limitations in one or more of the following areas of major life activity:

(1) Self Care; (2) Receptive and expressive language; (3) Learning; (4) Mobility; (5) Self-direction; (6) Capacity for independent living; (7) Economic self-sufficiency (8) Cognitive functioning; and

(9) Emotional adjustment (42 U.S.C. 3002(13)). Equitable Distribution Report (EDR) means a report based on the latest available Census or other reliable data, which lists the optimum number of participant positions in each designated area in the State, and the number of authorized participant positions each grantee serves in that area, taking into account the needs of underserved counties and incorporated cities as necessary. This report provides a basis for improving the distribution of SCSEP positions. Fiscal Year is the one-year period covered by a grant agreement beginning July 1 and ending the next year on June 30. Frail means and individual 55 years of age or older who is determined to be functionally impaired because the individual-


(1) Is unable to perform at least two activities of daily living without substantial human assistance, including verbal reminding, physical cueing, or supervision; or at the option of the State, is unable to perform at least three such activities without such assistance or; (2) Due to a cognitive or other mental impairment, requires substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to the individual or to another individual. (42 U.S.C. 3002(22)) Grant period means the time period between the effective date of the grant award and the ending date of the award, which includes any modifications extending the period of performance, whether by the Department’s exercise of options contained in the grant agreement or otherwise. This is also referred to as ‘‘project period’’ or ‘‘award period.’’ Grantee means an entity receiving financial assistance directly from the Department to carry out SCSEP activities. The grantee is the legal entity that receives the award and is legally responsible for carrying out the SCSEP, even if only a particular component of the entity is designated in the grant award document. Grantees include public and nonprofit private agencies and organizations, agencies of a State, Tribal organizations, and Territories that receive SCSEP grants from the Department. (OAA sec. 502 (b)(1), 506 (a)(2)) As used here “grantee” includes “grantee” as defined in 29 CFR 97.3 and “recipient” as defined in 29 CFR 95.2(gg). In Illinois, the Illinois Department on Aging and national contractors are grantees of the Department of Labor. Greatest economic need means the need resulting from an income level at or below the poverty guidelines established by the Department of Health and Human Services and approved by the Office of Management and Budget. Greatest social need means the need caused by non-economic factors, which include: physical and mental disabilities; language barriers; and cultural, social, or geographical isolation, including isolation caused by racial or ethnic status, which restricts the ability of an individual to perform normal daily tasks, or threatens the capacity of the individual to live independently. Homeless means (1) An individual who lacks fixed, regular, and adequate nighttime residence; and (2) An individual who has a primary nighttime residence that is: (i) A supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); (ii) An institution that provides a temporary residence for individuals intended to be institutionalized or; (iii) A public or private place not designed for, ordinarily used as, regular sleeping accommodations for human beings. (42 U.S.C. 11302(a))


Host Agency means a public agency or a private nonprofit organization exempt from taxation under §501(c)(3) of the Internal Revenue Code of 1986 which provides a training work site and supervision for one or more participants. Political parties cannot be host agencies. A host agency may be a religious organization as long as the projects, in which participants are being trained, do not involve the construction, operation, or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship. (OAA § 502 (b)(1)(D)). Indian means a person who is a member of an Indian Tribe. (42 U.S.C. 3002(26)) Indian Tribe means any Tribe, band, nation, or other organized group or community of Indians (including Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act, 43 U.S.C. 1601 et. seq) which: (1) Is recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians; or (2) Is located on, or in proximity to, a Federal or State reservation or Rancheria. (42 U.S.C. 3002(27)) Individual Employment Plan means a plan for a participant that is based on an assessment of that participant conducted by the grantee or sub-recipient, or a recent assessment or plan developed by another employment and training program, and a related service strategy. The IEP must include an appropriate employment goal (except that after the first IEP, subsequent IEPs need not contain and employment goal if such a goal is not feasible), objectives that lead to the goal timeline for the achievement of the objectives; and be jointly agreed upon with the participant. (OAA § 502(b)(1)(N)) Intensive Services means services authorized by §134(d)(3) of the Workforce Innovation Opportunity Act. Jobs for Veterans Act means Public Law 107–288 (2002) Section 2(a) of the Jobs for Veterans Act, codified at 38 U.S.C.4215(a) provides a priority of service for Department of Labor employment and training programs for veterans and certain spouses of veterans, who otherwise meet the eligibility requirements for participation. Priority is also extended to the spouse of a veteran who died of a service-connected disability, the spouse of a member of the Armed Forces on active duty who has been listed for a total of more than 90 days as missing in action, captured in the line of duty by a hostile force, or forcibly detained by a foreign government or power, the spouse of any veteran who has a total disability resulting from a service-connected disability, and the spouse of any veteran who died while a disability so evaluated was in existence. (See § 641.520(b)). Job Ready refers to individuals who do not require further education or training to perform work that is available in their labor market. Limited English Proficiency means individuals who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English.


Local Workforce Investment Area or Local Area means an area designated by the Governor of a State under section § 116 of the Workforce Investment Act. Local Board means a Local Workforce Investment Board established under section § 117 of the Workforce Investment Act. Low Employment Prospects means the likelihood that an individual will not obtain employment without the assistance of the SCSEP or another workforce development program. Persons with low employment prospects have a significant barrier to employment. Significant barriers to employment may include but are not limited to: Lacking a substantial employment history, basic skills, and/or English-language proficiency; lacking a high school diploma or the equivalent; having a disability; being homeless; or residing in socially and economically isolated rural or urban areas where employment opportunities are limited. Low Literacy Skills means the individual computes or solves problems, reads, writes, or speaks at or below 8th grade level or is unable to compute or solve problems, read, write, or speak at a level necessary to function on the job, in the individual’s family, or in society. Memorandum of Understanding is an agreement that the SCSEP grantees/sub-recipients are entitled to serve on WIA WIOA Boards pursuant to 20 CFR § 121(b) (1)(B)(vi), which defines mandatory partners as "Each entity that carries out a program or activities... including activities authorized under title V of the Older Americans Act..." . Although the WIA WIOA Boards must address the employment needs of older workers, the States and localities have discretion over who will be appointed to serve on their boards. It is important therefore, that SCSEP grantees actively pursue their inclusion on the boards as advocates of the older worker. Under WIA WIOA, the one-stop center partners are required to enter into a Memorandum Of Understanding (MOU) with the Workforce Investment Boards (WIB). The MOU establishes the basis for the areas. One-stop service delivery structure and is the vehicle by which relationships among the partners are described and formalized. The MOU must contain the provisions required by 20 CFR § 121(c)(2). These provisions must cover services to be provided through the one-stop delivery system; the funding of the services and operating costs of the system; and methods for referring individuals between the one-stop operators and partners. The MOU's provisions must also determine the duration and the procedures for amending the MOU, and may contain other provisions that are consistent with the act and regulations that are agreed to by the parties.


Most-in-need means participants with one or more of the following characteristics: Have a severe disability; are frail; are age 75 or older; are age eligible but not receiving benefits under title II of the Social Security Act; reside in an area with persistent unemployment and have severely limited employment prospects; have limited English proficiency; have low literacy skills, have a disability; reside in a rural area; are veterans; have low employment prospects; have failed to find employment after using services provided under title I of the Workforce Investment Act of 1998 (29 U.S.C. 2801 et. Seq.); or are homeless or at risk for homelessness. (OAA § 513(b)(1)(E)). National Grantee means a public or non-profit private agency or organization or Tribal organization that receives a grant under Title V of the OAA (42 U.S.C. 3056 et. seq.) to administer a SCSEP project. (OAA § 506 (g)(5)). OAA means the Older Americans Act, 42 U.S.C. 3001 et. seq. as amended. One-Stop Center means the one-stop center system in a WIA Local Area which must include a comprehensive one-stop center through which one-stop partners provide applicable core services and which provides access to other programs and services carried out by the one-stop partners. (See WIOA sec.134(c)(2)). The one-stop center is directly affiliated with the local workNet office. One-Stop Delivery System means a system under which employment and training programs, services, and activities are available through a network of eligible one-stop partners, which assures that information about and access to core services is available regardless of where the individuals initially enter the workforce investment system. (WIOA § 134(c)(2)). One-stop Partners means an entity described in §121(b)(1) of the Workforce Innovation Opportunityx Act; i.e., required partners, and or an entity described in §121(b)(2) of the Workforce Investment Act, i.e., additional partners. Other Participant (enrollee) Cost means the cost of participant training, including the payment of reasonable costs to instructors, classroom rental, training supplies, materials, equipment, and tuition, and which may be provided before or during a community service assignment, in a classroom setting, or under other appropriate arrangements; job placement assistance, including job development and job search assistance; participant supportive services to enable a participant to successfully participate in a project, including the payment of reasonable costs of transportation, health care and medical services, special job-related or personal counseling, incidentals (such as work shoes, badges, uniforms, eyeglasses, and tools), child and adult care, temporary shelter, and follow-up services; and outreach, recruitment and selection, intake orientation, and assessments. (OAA § 502(c)(6)(A)(ii)-(v)). Pacific Island and Asian Americans means Americans having origins in the Far East,


Southeast Asia, the Indian Subcontinent, or the Pacific Islands. (OAA 518(a)(5)) Participant means an individual who is determined to be eligible for the SCSEP, is given a community service assignment, and is receiving any service funded by the program as described in subpart E. Persistent Unemployment means that the annual average unemployment rate for a county or city is more than 20 percent higher than the national average for two out of the last three years. Poor Employment Prospects means the significant likelihood that an individual will not obtain employment without the assistance of the SCSEP or another workforce development program. Persons with poor employment prospects have a significant barrier to employment; significant barriers to employment include, but are not limited to, lacking a substantial employment history, basic skills, and/or English-language proficiency; lacking a high school diploma or the equivalent; having a disability; being homeless; or residing in socially and economically isolated rural or urban areas where employment opportunities are limited. Program Operator means a grantee or sub recipient that receives SCSEP funds from a SCSEP grantee or a higher-tier SCSEP sub-recipient and performs the following activities for all its participants: Eligibility determination, participant assessment, and development of and placement into community service assignments. Program Year means the one-year period beginning July 1 and ending on June 30. Project means an undertaking by a grantee or sub-recipient in accordance with a grant or contract agreement that provides service to communities and training and employment opportunities to eligible individuals. Reallocation A redistribution of funds based on expended levels of the sub-recipients. Recipient means grantee. As used here, ‘‘recipient’’ includes ‘‘recipient’’ as defined in 29 CFR 95.2(gg) and ‘‘grantees’’ as defined in 29 CFR 97.3. Residence means an individual’s declared dwelling place or address as demonstrated by appropriate documentation. Rural means an area not designated as a metropolitan statistical area by the Census Bureau; segments within metropolitan counties identified by codes 4 through 10 in the Rural Urban Commuting Area (RUCA) system; and RUCA codes 2 and 3 for census tracts that are larger than 400 square miles and have population density of less than 30 people per square mile. SCSEP means the Senior Community Service Employment Program authorized under title V of the OAA.


Secretary means the Secretary of the U.S. Department of Labor. Service area means the geographic area served by a local SCSEP project in accordance with a grant agreement. Severe Disability means a severe, chronic disability attributable to mental or physical impairment, or a combination of mental and physical impairments, that- (1) Is likely to continue indefinitely; and (2) Results in substantial functional limitation in 3 or more of the following areas of major life activity: (i) Self-care; (ii) Receptive and expressive language; (iii) Learning; (iv) Mobility; (v) Self-direction (vi) Capacity for independent living; (vii) Economic self-sufficiency. (42 U.S.C.3002(48)). Severely limited employment prospects means the substantial likelihood that an individual will not obtain employment without the assistance of the SCSEP or another workforce development program. Persons with severely limited employment prospects have a significant barrier to employment; significant barriers to employment include, but are not limited to, lacking a substantial employment history, basic skills, and/or English-language proficiency; lacking a high school diploma or the equivalent; having a disability; being homeless; or residing in socially and economically isolated rural or urban areas where employment opportunities are limited. State Board means a State Workforce Investment Board established under WIA 111. State Grantee means the entity designated by the Governor, or the highest government official, to enter into a grant with the Department to administer a State or territory SCSEP project under the OAA. Except as applied to funding distributions under section 506 of the OAA, this definition applies to the 50 States, Puerto Rico, the District of Columbia and the following Territories: Guam, American Samoa, U.S. Virgin Islands and the Commonwealth of the Northern Mariana Islands. State Plan means a plan that the Governor, or the highest government official, of a State must submit to the Secretary that outlines a four year strategy, and describes the planning and implementation process, for the statewide provision of community service employment and other authorized activities for eligible individuals under SCSEP. (See 641.300)


Sub-grantee/Sub-recipient (utilized interchangeably) The legal entity to which a sub-award of financial assistance is made by the grantee (or by a higher-tier sub-recipient), and that is accountable to the grantee for the use of the funds provided. As used here, “sub-recipient” includes “sub grantee” as defined in 29 CFR 97.3 and “sub-recipient ” as defined in 29 CFR 95.2 (kk). Supportive Services means services, such as transportation, health and medical services, special job related or personal counseling, incidentals (such as work shoes, badges, uniforms, eyeglasses, and tools), child and adult care, housing, including temporary shelter, follow-up services, and needs- related payments, which are necessary to enable an individual to participate in activities authorized under the SCSEP. (OAA §502(c)(6)(A)(iv) and §518(a)(7)). Title V of the OAA means 42 U.S.C. 3056 et seq., as amended. Also known as the Senior Community Service Employment Program (SCSEP). Training Services means those services authorized by WIA §134 (3)(d). Tribal Organization means the recognized governing body of any Indian Tribe, or any legally established organization of Indians which is controlled, sanctioned, or chartered by such governing body. (42 U.S.C. 3002(54)). Unemployed means an individual who is without a job and who wants and is available for work, including an individual who may have occasional employment that does not result in a constant source of income. (OAA 518(a)(8)) Veteran means an individual who is a “covered person” for purposes of the Jobs for Veterans Act, 38 U.S.C. 4215(a)(1) Workforce Investment Act (WIA) means the Workforce Investment Act of 1998 Public L. 105–220 (Aug. 7, 1998) 29 U.S.C. 2801 et seq., as amended. Workforce Investment Act Regulations (WIA Regulations) means the regulation at 20 CFR part 652, subpart D and parts 660-671.


Section 5. SCSEP Resource List Charter Oak Group – SCSEP http://charteroakgroup.com/resources/scsep.shtml This website offers the latest information on the SCSEP data collection system, the data collection forms, and related issues. Training materials on Assessments and Individual Employment Plans can also be found at http://www.charteroakgroup.com/BB/phpBB2/index.php This website is the question and answer page for the Charter Oak Group. Code of Federal Regulations (CFR) http://www.gpoaccess.gov/cfr/index.html This website lists the general and permanent rules published in the Federal Register by the Executive departments and agencies of the Federal Government for SCSEP. Illinois Department on Aging (IDoA) http://www.state.il.us/aging/ This is IDoA’s official website that offers information on all programs issues by the Department. Contact information and aging network updates are available here. BCT – SCSEP http://[email protected] A contractor through USDOL that is the primary ‘help’ reference/resource for the SPARQ system. SPARQ Website https://www.sparq2.doleta.gov/login.cfm This is the web address to the programmatic reporting system used by the U.S. Department of Labor for the SCSEP. Offers a good help guide to the SPARQ and SCSEP. EDR is now accessible through the SPARQ website. Equitable Distribution Report – EDR http://www.scseped.org/ This website offers an interactive map and report that will allow you to see the authorized positions for the each state in the US. It is broken down further by each county and has the authorized positions for the State and each National. Workforce/WIA – Community of Practice https://www.workforce3one.org This is a website that is utilized as an interactive calendar for upcoming USDOL and WIA webinars regarding the SCSEP program. This website enables an individual to enroll in upcoming webinars and/or organized conference call that utilize power point presentations. It also permits accessibility to past webinars and/or training resources (routinely 48 hours after a session concludes). U.S. Administration on Aging (AoA) http://www.aoa.gov/ This is the official website for AoA, which offers national information, contacts and resources for individuals involved with the aging network. Professionals, older adults, and those interested in grants will benefit from the page. U.S. Department of Labor (USDOL) – SCSEP http://www.doleta.gov/SENIORS/ The Senior Community Service Employment Program homepage which is administered by USDOL. The most current SCSEP Policy Manual is available here.

http://charteroakgroup.com/resources/scsep.shtml

http://www.gpoaccess.gov/cfr/index.html

http://www.state.il.us/aging/

http://[email protected]

https://www.sparq2.doleta.gov/login.cfm

http://www.scseped.org/

https://www.workforce3one.org/

http://www.aoa.gov/

http://www.doleta.gov/SENIORS/


Section 6. SCSEP Policy and Procedure/Handbooks The following documents should also be read in order to fully understand the program and its requirements and regulations. Older Americans Act The Older Americans Act is referred to by the abbreviation, OAA, and was enacted as Public Law 89-73 on July 14, 1965. The OAA was last amended in 2006. Federal Register The implementing regulations (20 CFR 641) for the SCSEP were issued in the Federal Register on September 1, 2010. These regulations provide administrative and programmatic guidance and requirements for the implementation of the SCSEP. All numerical citing throughout this document is cited from the 2010 Federal Register implementing regulations. Older Worker Bulletins (OWB) OWB transmit policies, procedures and information on subjects of special interest. Sub-recipients must comply with the action statements of each bulletin. OWB should be reviewed carefully for grant administration. Copies of past OWB can be obtained at http://www.doleta.gov/Seniors/html_docs/Library.cfm. Training and Employment Guidance Letters (TEGL) TEGLs are guidance letters written by USDOL to help interpret a regulation or law. Copies of past TEGL can be obtained at http://www.doleta.gov/Seniors/html_docs/TEGL.cfm. Training and Employment Notice (TEN) TENs are notices by USDOL on upcoming changes or events. Copies of past TENs can be obtained at http://www.doleta.gov/Seniors/html_docs/TEN.cfm. SCSEP Working Handbook The SCSEP Working Handbook was created by USDOL and contains general information relevant to most functions of SCSEP management. An electronic copy of this handbook can be obtained at http://www.doleta.gov/Seniors/other_docs/handbook1.pdf. SCSEP Data Collection Handbook The SCSEP Data Collection Handbook is a detailed overview of the data collection and validation process, validation procedures, step-by-step guide for using the SCSEP data validation webpage and data validation source validation requirements. An electronic copy of this document can be obtained from http://www.charteroakgroup.com/resources/scsep.shtml.

http://www.doleta.gov/Seniors/html_docs/Library.cfm

http://www.doleta.gov/Seniors/html_docs/TEGL.cfm

http://www.doleta.gov/Seniors/html_docs/TEN.cfm

http://www.doleta.gov/Seniors/other_docs/handbook1.pdf

http://www.charteroakgroup.com/resources/scsep.shtml


The Quarterly Progress Report (QPR) Handbook The QPR Handbook is designed to provide SCSEP practitioners a plain-language explanation of the performance measures and data elements reported in the QPR, along with practical suggestions for how these elements can be used to manage operations and improve performance. The Handbook is not intended as a technical explanation. An electronic copy of this document can be obtained from the COG website. http://www.charteroakgroup.com/pdf/QPR%20Handbook_Rev%205_5%2019%2010.pdf

SCSEP Data Validation Handbook The SCSEP Data validation Handbook is a detailed overview of the data validation process, validation procedures, step-by-step guide for using the SCSEP data validation webpage and data validation source validation requirements. An electronic copy of this document can be obtained from http://www.scsephelp.com/Documentation/DataValidation.aspx Documents for SCSEP Grant Agreement The basic grant agreement between the sub-recipient and IDoA describes selected aspects of a sub-recipient’s planning, operation and administrative procedures. It is described in further detail in a later section. Equitable Distribution Report (EDR) The OAA requires sponsors to seek an equitable distribution of program resources. It is the process of distributing SCSEP positions so that all eligible persons have reasonably equal geographical access to the SCSEP. It is useful for determining where to locate new or vacant positions and from where to reduce positions, if necessary. As part of the planning process, grantees must participate in the preparation of an equitable distribution report. EDR means a report based on the latest available Census or other reliable data, which lists the optimum number of participant positions in each designated area in the State, and the number of authorized participant positions each grantee serves in that area, taking into account the needs of underserved counties and incorporated cities as necessary. This report provides a basis for improving the distribution of SCSEP positions. The EDR provides an annual basis to determine the collective progress made by all SCSEP sub-recipients toward an equitable distribution of program positions. Other Documents Employment Specialists are required to comply with other applicable public laws. These include, but are not limited to, the following:

1. Civil Rights Act 2. Age Discrimination in Employment Act 3. Drug-Free Workplace 4. Davis-Bacon Act 5. Hatch Act 6. Americans with Disabilities Act

http://www.charteroakgroup.com/pdf/QPR%20Handbook_Rev%205_5%2019%2010.pdf

http://www.scsephelp.com/Documentation/DataValidation.aspx

Effective Date: May 1, 2014

Page 7-1

Section 7. SCSEP Grant Process Allocation and Allotment of SCSEP Funds SCSEP funds are allocated among the sub-recipients to ensure an equitable distribution of community service employment opportunities throughout Illinois. The amount allocated to each sub-recipient is based on the number of adjusted slots assigned to each sub recipients in the state. Equitable Distribution Report (EDR) Is the process of distributing SCSEP positions so that all eligible persons have reasonably equal geographical access to the SCSEP. It is useful for determining where to locate new or vacant positions and from where to reduce positions, if necessary. As part of the planning process, grantees must participate in the preparation of an equitable distribution report. Equitable distribution report means a report based on the latest available Census or other reliable data, which lists the optimum number of participant positions in each designated area in the State, and the number of authorized participant positions each grantee serves in that area, taking into account the needs of underserved counties and incorporated cities as necessary. This report provides a basis for improving the distribution of SCSEP positions. It is an integral part of both the State Senior Employment Services Coordination Plan (State Plan) under Section 503 of the amended Older Americans Act (OAA) and the grant application process. The requirement is found in OAA §503 (a)(1) and 20 CFR §641.300of the Federal Regulations. The Equitable Distribution process is more than just numbers. Its objective is to provide a fair opportunity for participation to all eligible SCSEP individuals. All SCSEP grantees within the state, this includes the State Grantee and the National Contractors, are responsible for moving positions to reach equity within the state. Individual participants should not be displaced due to the equitable distribution process. Progress toward equity should be made by moving vacant positions which occur as a result of the normal attrition process. The State Grantee is the entity that is designated by the U.S. Department of Labor to coordinate the required yearly EDR in Illinois. The EDR chart is available on the SPARQ website and the EDR website. See Section 5 for websites.

SCSEP Grant Application (SCSEP/Title V Sub-recipient Grant) Sub-recipients are required to submit a grant application on an annual basis in order to receive funding for the SCSEP. Yearly, the IDoA establishes a timeline for the process and sends out the grant application format to the sub-recipients. This document includes sections about the goals and objectives of the sub-recipient, grant amounts, and budget and narrative format pages.


Section 8. Authorized Slots vs. Adjusted Slots SCSEP funds are allocated among states and territories to assure an equitable distribution of community service employment opportunities among states. The amount allocated to each state is based on the per capita income of each state compared with national per capita income, on the number of eligible persons (those 55 years of age or older with incomes within the specified limits), and on a hold harmless base. (OAA sec. 506 (e)) SCSEP funds are allocated to state and national organizations in accordance with the formula in Section 506 of the Act. The appropriations act traditionally allots 22 percent of SCSEP funds within a state to the agency designated by the governor and 78 percent of the SCSEP funds to those national organizations which operate in the state. (OAA sec 506 (f)) Authorized slots The number of approved SCSEP positions allocated to each sub-recipient by IDoA based on the federal minimum wage. This reflects the number of positions a sub recipients can pay for based on allocated funds in accordance with the federal minimum wage. Adjusted slot: The number of SCSEP positions per sub-recipient adjusted by IDoA is allocated to reflect Illinois minimum wage instead of the federal minimum wage. Because Illinois’ minimum wage is higher than the federal minimum wage, the SCSEP sub recipients can pay for fewer participants to work. This adjustment reflects the actual number of positions a SCSEP sub-recipient can pay for based on Illinois minimum wage. NOTE: the number of positions is adjusted if the state minimum wage is higher than the federal minimum wage. Illinois’ minimum wage is higher than the federal minimum wage, which decreases the amount of slots available. After the federal allotments are adjusted to Illinois’ wage, the slots are divided among the sub recipients. Allocated funds are apportioned among the sub recipients in an equitable manner, based on previous Equitable Distribution Reports and national contractors’. Authorized position level means the number of SCSEP enrollment opportunities that can be supported for a 12-month period based on the average national unit cost. The authorized position level is derived by dividing the total amount of funds appropriated for a Program Year by the national average unit cost per participant for that Program Year as determined by the Department of Labor. The national average unit cost includes all costs of administration, other participant costs, and participant wage and benefit costs as defined in § 506(g) of the OAA.


Section 9. Performance Measures (20 CFR §641.700 and 20 CFR §641.710)

In order to measure the success rate of the SCSEP, IDoA and USDOL monitor eight performance measures, of which six are core indicators and two are additional indicators described below. Sub-recipients are required to report accurate and timely data on SPARQ, the web-based tracking system. See Section 12 for additional information on the SPARQ system. Indicators of Performance There are currently eight performance measures, of which six are core indicators and two are additional indicators. Core indicators (defined in §641.710) are subject to goal-setting and corrective action (described in §641.720); that is performance level goals for each core indicator must be agreed upon between the Department and each grantee before the start of each program year, and if the grantee fails to meet the performance level goals for the core indicators, the grantee is subject to corrective action. Additional indicators (defined in §641.710) are not subject to goal-setting and are, therefore, also not subject to corrective action. Core Indicators Section 513(b)(1) of the 2006 OAA establishes the following core indicators of performance. (1) Hours (in the aggregate) of community service employment; (2) Entry into unsubsidized employment; (3) Retention in unsubsidized employment for six months; (4) Earnings; (5) The number of eligible individuals served; and

(6) The number of most-in-need individuals served (the number of participating individuals described in §518(a)(3)(B)(ii) or (b)(2) of the OAA).

Additional Indicators Section 513(b)(2) or the 2006 OAA establishes the following additional indicators of performance: (1) Retention in unsubsidized employment for one year; and (2) Satisfaction of the participants, employers, and their host agencies with their experiences and the services provided. (3) Any other indicators of performance that the Secretary determines to be appropriate to evaluate services and performance. (4) Volunteerism Affected entities The core indicators of performance and additional indicators of performance are applicable to each grantee without regard to whether the grantee operates the program directly or through sub-contracts, sub-grants, or agreements with other entities. Grantees must assure that their sub-recipients and lower-tier sub-recipients are collecting and reporting program data.


Required evaluation and reporting An agreement to be evaluated on the core indicators of performance and to report information on the additional indicators of performance is a requirement for application for, and is a condition of, all SCSEP grants. (Hours of) Community Service is defined as the total number of hours of community service provided by SCSEP participants divided by the number of hours of community service funded by the grantee’s grant, after adjusting for differences in minimum wage among the States and areas. NOTE: Paid training hours are excluded from this measure. Entered Employment is defined by the formula: Of those who are not employed at the date of participation: The number of participants employed who are employed in the first quarter after the exit quarter divided by the number of adult participants who exit during the quarter. Retention is defined by the formula: Of those who are employed in the first quarter after the exit quarter: The number of adult participants who are employed in both the second and third quarters after the exit quarter divided by the number of adult participants who exit during the quarter. Retention in unsubsidized employment for 1 year is defined by the formula of those who are employed in the first quarter after the exit quarter: The number of participants who are employed in the fourth quarter after the exit quarter divided by the number of participants who exit during the quarter. Average Earnings is defined by the formula: Of those participants who are employed in the first, second and third quarters after the exit quarter: Total earnings in the second quarter plus total earnings in the third quarter after the exit quarter divided by the number of participants who exit during the quarter. Service Level is defined as the total number of participants served divided by a grantee’s authorized number of positions, after adjusting for differences in minimum wage among the States and areas. Most-In-Need or the number of participating individuals described in §518(a)(3)(B)(ii) or (b)(2) is defined by counting the total number of the following characteristics for all participants and dividing by the number of participants served. Participants are characterized as most-in-need if they: (1) Have a severe disability; (2) Are frail; (3) Are age 75 or older; (4) Meet the eligibility requirements related to age for, but do not receive, benefits under title II of the Social Security Act (42 U.S.C 401 et seq.);


(5) Live in an area with persistent unemployment and are individuals with severely limited employment prospects; (6) Have limited English Proficiency; (7) Have low literacy skills; (8) Have a disability; (9) Reside in a rural area; (10) Are veterans; (11) Have low employment prospects; (12) Have failed to find employment after utilizing services provided under title I of the Workforce Investment Act of 1998 (29 U.S.C. 2801 et seq.); or (13) Are homeless or at risk for homelessness. Volunteerism (20 CFR §641.140, 20 CFR §641.700 and 20 CFR §641.710) The United States Department of Labor amended the Federal Register in January 2012 that included implementing an additional indicator for volunteer activities. Beginning March 1st, 2012, Sub-recipients should have begun to start tracking the additional indicator for volunteer activities. Information and procedures are detailed in the Data Collection Handbook – Participant Form Guide/Rev. 6A (02/27/12).

The Final Rule defines formal volunteer work as:

Activities or work that former participants perform for a public agency of a State,

local government or intergovernmental agency, or for a charity or not-for-profit

organization, including faith-based or community-based organizations, for civic,

charitable, or for humanitarian reasons, and without promise, expectation, or

receipt of compensation.

It does not include informal volunteer work that an individual performs on his or

her own and not through an organization. Informal volunteer activities are only

documented for informational purposes only.

Volunteer activities must be documented:

• If the participant engaged in volunteer activities thirty (30) days prior to

enrollment in SCSEP

• If the participant engaged in volunteer activities during enrollment in SCSEP.

• If the participant may participate in volunteer activities after participation in

SCSEP

• If the participant engaged in volunteer activities since exiting SCSEP.

Data is captured the first quarter after the exit quarter.


Section 10: SCSEP Performance and Results QPR (SPARQ) The SCSEP Performance and Results QPR System, also known as the SPARQ system, is the web-based automated system for data entry application, upload process, national data and reports. The SPARQ website is cited in Section 5. When an individual is selected for enrollment the new data collection system requires the completion of four forms: Participant Form and Community Service Assignment Form. When a participant is terminated from SCSEP, two additional forms are required to be completed: Exit Form and Unsubsidized Employment Form (if the participant is terminated due to unsubsidized employment). All sub grantees must enter the information from these forms into the SPARQ system. This system stores electronic records at USDOL and allows grantees to maintain their records via the Internet. The submission of data from the sub grantees into SPARQ is transmitted to USDOL no later than the 15th of the month following the end of the quarter. Data from the forms will be transmitted to USDOL for aggregation and the production of the Quarterly Progress Report (QPR). Sub recipients are to ensure that all SCSEP activities conform to the regulations and any subsequent Federal or State issued bulletin or policy. The Employment Specialist will ensure data is collected for SCSEP services provided to a participant. All data must be accurately entered in the system in timely manner to guarantee accurate calculations to be reflected on required Quarterly Progress Reports. Quarterly Progress Report (QPR) The Quarterly Progress Report (QPR) is used to measure SCSEP performance. Sub-recipients may produce a QPR at any time to assist them in the management of their programs. QPRs for each quarter must be generated in SPARQ once per week. Final QPRs are the official report of performance for the program year. These reports are closed and can no longer be regenerated. Final versions of each QPR dating back to 2004 are available on SPARQ. More information about final QPRs can be found in the QPR Handbook (website cited in Section 5). Management Reports Within SPARQ, Employment Specialists can access management reports. These reports allow sub-recipients to see information associated with applicants, participants, follow-ups, host agencies and employers, and assist to manage the SCSEP program.


BCT – SCSEP This is an interactive website that is Web Data Collection System that is utilized for various SPARQ updates, documentation, training, and contact information. Additionally, it has the resource to link an individual directly to the SPARQ system BCT is contractor through USDOL that is the primary ‘help’ reference and resource for the SPARQ system (website is cited in Section 5). Data Validation (DV) Every program year sub-recipients will be evaluated on the information that is entered into SPARQ in order to establish participant eligibility and to measure grantee performance. This process also determines the accuracy of the data elements used to calculate the QPR by examining a sample of participant records. DV is designed to measure sub recipients’ accuracy. To do so, two separate samples are used. The eligibility sample will validate the data elements used to demonstrate program for a sample of participants who enrolled in the SCSEP during the program year being validated. The performance sample validates data elements used in performance calculations for a sample of participants whose final performance was included in the QPR for the said program year. The sampling process is designed to select the smallest random sample that provides valid results. Actual sample sizes vary depending upon the size of the sub-recipient. Sub recipients are required to provide all requested participant case files for review by IDoA. The results are submitted directly to USDOL through SPARQ. After the validation period is through, sub grantees receive a report of the findings. For more information on DV, please see the Analysis of SCSEP Data Validation Source Documentation Requirements, website cited in Section 5. Break-In-Service A Break-In-Service option is available for those individuals who may need it during the duration of their time in SCSEP program. In the SPARQ system a Break-In-Service is a data validation factor and indicates the reason for a leave of absence or other approved break in participation. A participant should be placed on a Break-In-Service in SPARQ if they will be outside of a training position for a number of days. NOTE: It is clearly outlined in this manual under the Break-In-Service policy (Section 22). This will prevent any mis-calculation in the SPARQ system in regards to a participant’s IDL or remaining time in the SCSEP program. Additionally, for reporting purposes a Break-In-Service entered into the SPARQ system only allows one reason for an approved break. A participant on an approved break is still a participant. If the participant is returning to the host agency where last assigned, do not end the current assignment, but use field 15a to record the dates of a leave of absence. If the participant is not returning to the current host agency and you have ended the assignment, this field establishes that the participant is still enrolled in the program while he or she is between host agency assignments or for other reason(s). As a sub-recipient, it is not allowable to place a


participant on a Break-In-Service (leave of absence) and leave a participant in suspension indefinitely. A participant shall be exited after 90-days (maximum) for a leave. This allows room for other applicants who may need assistance through the program so that he/she can take advantage of SCSEP services.


Section 11. SCSEP Financial Standards and Procedures

The section describes limitations on SCSEP funds and describes requirements for the administration of grants by a sub recipient of SCSEP. Uniform Allowable Cost Requirements for the Use of SCSEP Funds (20 CFR Part 641.847) Unless specified otherwise in this section or part of the grant agreement, sub-recipients must follow the uniform allowable cost requirements that apply to their type of organization. For example, a local government sub-recipient receiving SCSEP funds must use the allowable cost requirements for governmental organizations in OMB Circular A-87 / 2 CFR, Part 225 “Cost Principles for State, Local and Tribal Governments.” Allowable costs for nonprofit organizations must be determined under OMB Circular A-122 / 2 CFR, Part 230 “Cost Principles for Non-profit Organizations.” Specific Allowable and Unallowable Cost Requirements for SCSEP (20 CFR Part 641.850) Claims against the Federal Government For all type of entities, legal expenses for the prosecution of claims against the Federal Government, including appeals to an Administrative Law Judge, are unallowable. Lobbying Costs In addition to the prohibition contained in 29 CFR part 93, SCSEP funds must not be used to pay any salaries or expenses related to any activity designed to influence legislation or appropriations pending before the Congress of the United States or any State legislature. (See 20 CFR Part 641.824). One-stop Costs Costs of participating as a required partner in the One-stop delivery system established in accordance with § 134 (c) of the WIA are allowable, provided that SCSEP services and funding are provided in accordance with the MOU required by the WIA and OAA § 502 (b)(1)(O), and costs are determined in accordance with the applicable cost principles. The costs of services provided by the SCSEP, including those provided by participants, may comprise a portion or the total of a SCSEP project’s proportionate share of One-stop costs. Building Repairs and Acquisition Except as provided in this paragraph and as an exception to the allowable cost principles in §641.847 (b), no SCSEP funds may be used for the purchase, construction or renovation of any building except for the labor involved in:

(1) Minor remodeling of a public building necessary to make it suitable for use for


(2) project purposes; (3) Minor repair and rehabilitation of publicly used facilities for the general benefit of

the community; and (4) Repair and rehabilitation by participants of housing occupied by persons with low

incomes who are declared eligible for such services by authorized local agencies.

Accessibility and Reasonable Accommodation Sub-recipients may use SCSEP funds to meet their obligations under § 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990, as amended, and any other applicable Federal disability nondiscrimination laws, to provide physical and programmatic accessibility and reasonable accommodation/modifications for, and effective communications with, individuals with disabilities (29 U.S.C. 794). Participant Wages (21CFR Part 641.565) Sub-recipients must pay participants the highest applicable required wage for time spent in orientation, training, and community service. SCSEP participants may be paid the highest applicable required wage while receiving WIA intensive services. The highest applicable required wage is either the minimum wage applicable under the Fair Labor Standards Act of 1938 or the State or local minimum wage for the most nearly comparable covered employment. Sub-recipients must make any adjustments to minimum wage rates payable to participants as may be required by Federal, State, or local statute during the grant term. Participant Benefits (21CFR Part 641.565) The exception is outlined below; sub-recipients must ensure that participants receive such benefits as are required by law. Sub-recipients must provide benefits uniformly to all participants within a project and based on Department on Aging requirements. Physical Examinations Sub-recipients may use SCSEP funds to pay the costs of physical examinations. Sub-recipients must offer participants the opportunity to receive physical examinations annually. Physical examinations are a benefit, and not an eligibility criterion. The examining physician must provide, to the participant only, a written report of the results of the examination


Participants may choose not to accept the physical examination. In that case, the sub-recipient must document this refusal, through a signed statement, within 60 workdays after commencement of the community service assignment. Each year thereafter, sub-recipients must offer the physical examination and document the offer and any participant’s refusal. Workmen’s Compensation The sub-recipient must provide participants with workers’ compensation benefits for covered employment. Unemployment Compensation The sub-recipient must not provide unemployment compensation coverage for participants based on state law. Sick Leave The federal regulations require sub-recipients to provide necessary sick leave that is not part of an accumulated sick leave program. Refer to the Department’s Paid Leave and Other Benefit Guideline (Section 22). The guidelines define paid leave for an individual SCSEP participant to be equal to two (2) hours per month. The two (2) hours of paid benefit leave time must be given at the beginning of each month, not to exceed twenty-four (24) hours per any given program year. Federal Holidays The SCSEP sub-recipient must provide compensation to participants who have regular scheduled hours during which a host agency’s business is closed for a Federal holiday. Prohibited Wage and Benefits Costs (21CFR Part 641.565) Participants may not carry over allowable benefits from one Program Year to the next. Sub-recipients may not provide payment or otherwise compensate participants for unused benefits such as sick leave or holidays. Sub-recipients may not use SCSEP funds to cover the costs associated with the following participant benefits:

1. Retirement: Sub-recipients may not use SCSEP funds to provide contributions into a retirement system or plan, or to pay the cost of pension benefits for program participants.

2. Annual leave. 3. Accumulated sick leave. 4. Bonuses.

Funds may be used to meet a sub-recipient’s obligation to provide physical and programmatic accessibility and reasonable accommodation as required by section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disability Act of


1990. Classification and Limitations of Grant Funding All grant costs must be charged to one of four categories – Administration, Enrollee Wages and Fringe Benefits or Other Enrollee Costs. The limitations on grant funds apply to SCSEP funds allotted for community service activities. Cost Classifications All costs must be classified as administrative costs or programmatic activity costs. Sub-recipients must assign participants’ wage and benefit costs and other participant costs such as supportive services to the programmatic cost category. What functions and activities constitute administrative costs? (20 CFR §641.856) The costs of administration that are an allocable portion of necessary and reasonable allowable costs of sub-recipients that are associated with those specific functions identified in this section and that are not related to the direct provision of programmatic services specified in § 641.864. These costs may be both personnel and non-personnel and both direct and indirect costs. Administrative costs are the costs associated with: (this includes, but is not limited to, the direct and indirect costs of providing the following):

1. Performing general administrative and coordination functions, including:

• Accounting, budgeting, financial, and cash management functions;

• Procurement and purchasing functions;

• Property management functions;

• Personnel management functions;

• Payroll functions;

• Coordinating the resolution of findings arising from audits, reviews, investigations, and incident reports;

• Audit functions;

• General legal services functions;

• Developing systems and procedures, including information systems, required for these administrative functions;

• Preparing administrative reports; and

• Other activities necessary for general administration of government funds and associated programs.

2. Oversight and monitoring responsibilities related to administrative functions; 3. Costs of goods and services used for administrative functions of the program,

including goods and services such as rental or purchase of equipment, utilities, office supplies, postage, and rental and maintenance of office space;

4. Travel costs incurred for official business in carrying out administrative activities or the overall management of the program;

5. Costs of information systems related to administrative functions (for example,


personnel, procurement, purchasing, property management, accounting, and payroll systems) including the purchase, systems development, and operating costs of such systems and;

6. Costs of technical assistance, professional organization membership dues, and evaluating results obtained by the project involved against stated objectives. (OAA §502(c)(4)).

Other Special Rules on Administrative Costs No more than 8.5% of the grant money can be spent on administrative costs. Personnel Costs Personnel costs are the salaries or wages for sub-recipient staff administering the program. Personnel costs are a portion of the Administration category that, in total, cannot exceed 8.5%. Enrollee Wages and Fringe Benefits (20 CFR §641.535 (a) (8)(9)) This includes wages paid to participants for hours of community service assignments including hours of training related to a community service assignment, and the costs of fringe benefits. This includes providing participants with wages and benefits for time spent in the community service assignment, orientation, and training (OAA §502(b)(1)(I), §502(b)(1)(J), §502(c)(6)(A)(i)) (see §641.565 and §641.540(f), addressing wages and benefits). A minimum of 75% of the grant money will be budgeted for enrollee wages and fringe benefits. (20 CFR §641.650) A minimum of 75% of the grant money will be budgeted for enrollee wages and fringe benefits (20 CFR §641.540(g) and OAA §502(c)(6)(B)(i)). Other Enrollee Costs (Older Worker Bulletin 00-20) The Other Enrollee Costs category is split into two (2) sub-categories:

Other Enrollee Costs and Other Enrollee Costs Direct Both categories cover all costs of SCSEP functions, hence, services and benefits not categorized as administration or enrollee wages and fringe benefits.

Older Worker Bulletin 00-20 can be found in this Manual Section 26.

Other Enrollee Cost (OEC) Other Enrollee Cost shall include the cost of supportive services, including transportation. Other Enrollee Cost Direct (OEC Direct) Other Enrollee Cost Direct must be used for Senior Employment Specialist staff-related costs for outreach, recruitment, selection and intake purposes. The total for OEC Direct cannot exceed the Maximum OEC Direct amount listed for your organization in the current SCSEP/Title V Sub-recipient Grant. The following are acceptable uses of OEC Direct funds


1. Recruitment and selection of eligible enrollees; 2. Orientation of enrollees and host agencies; 3. Assessment of enrollees for participation in community service assignments

and evaluation of enrollees for continued participation or transition to unsubsidized employment;

4. Development of appropriate community service assignments; 5. Training for enrollees, including tuition; and 6. Development of unsubsidized employment opportunities for enrollees.

Non-Federal Share of Project Costs (SCSEP/Title V Sub-recipient Grant) The SCSEP Grant will fund no more that 90% the cost of the program, which is the result of an agreement entered into under the OAA as amended. A minimum of 10% of the funds will be as cash or in-kind donations, or a combination of the two. Budget Changes Revisions to grant budgets should be submitted anytime a dollar amount has changed within the applicable Fiscal Year/Program Year regardless of budget category. Budget revisions must be approved by the Illinois Department on Aging prior to implementation. Fiscal Reporting (SCSEP/Title V Sub-recipient Grant) The Division of Finance and Administration monitors sub-grantee expenditures. Sub-recipients are required to report on their financial expenditures monthly. The reports are due by the 10th of following month. For instance, fiscal reports for September are due no later than October 10. Please note: Even if a SCSEP sub-recipient has zero “0” expenditures for any given month that SCSEP sub-recipient must submit a monthly report reflecting this zero “0” activity for the month.


Section 12. Program Eligibility Requirements In order to be eligible for SCSEP, applicants must meet the following five (5) criteria. All applicants who are deemed ineligible for the SCSEP must be referred to or enrolled in WIA or other appropriate partner programs. These arrangements should be negotiated in the Memorandum of Understanding (MOU.) SCSEP resources may only be used to provide services to SCSEP eligible individuals and to provide ineligible individuals with access to other activities and programs carried out by other Workforce partners. Participant Age (20 CFR §641.500 (a) ) The applicant must be fifty-five (55) years of age or older at the time of enrollment. Participant age is used for eligibility and the Most in Need Performance Measure. Documentation of age is required. Illinois Resident The applicant must be a resident of Illinois and within the Planning and Service Area for the Area Agency the individual is applying at. Residence is defined as an individual’s primary dwelling place or address as demonstrated by appropriate documentation. No minimum length of residence is required. A homeless individual is considered a resident of the state in which he or she is applying. Documentation of residence is required. Eligible to Work in the United States U.S. Citizenship is not a requirement for enrollment. However, the applicant must submit an Employment Eligibility Verification Form (I-9), as required by law. The I-9 Form documents U.S. citizenship or approval to work in the United States. As of November 7, 2007, the amended Form I-8 is the only valid version of the form. The Department of Homeland Security will not seek penalties against an employer for using a previous version of the Form I-9 on or before December 26, 2007. Currently Unemployed (Data Collection Handbook) Unemployed means an individual who is without a job and who wants and is available for work, including an individual who may have occasional employment that does not result in a constant source of income. (20 CFR Part 641.140) The applicant must submit a signed self-attestation stating he or she is currently unemployed. The Charter Oaks Group (COG) Participant Form is signed documentation of unemployment status. “Unemployed individual” is defined as one who, on the date participation occurs:

1. Did not work at all as a paid employee. Except the individual is not considered employed if he/she has received a notice of termination of employment or the employer has issued a Worker Adjustment and Retraining Notification (WARN) or other notice that the facility or enterprise will close or he/she is currently on active military duty and has been provided with a firm date of separation from military service.

2. Did any work at all in his/her own business, profession, or farm


3. Worked fifteen (15) hours or more as an unpaid worker in an enterprise operated

by a family member. 4. Was not working, but has a job or business from which he/she was temporarily

absent because of illness, bad weather, vacation, labor-management dispute, or personal reasons, whether or not paid by the employer for time off, and whether or not seeking another job.

Prohibition Against Serving Job Ready Individuals (20 CFR Part 641.535 (c) Grantees and sub-recipients may not enroll as SCSEP participants, job-ready individuals who can be directly placed into unsubsidized employment. Job ready refers to individuals who do not require further education or training to perform work that is available in their labor market. Employed applicants are presumed to be job-ready and thus ineligible for SCSEP. Whenever a participant has done any work within the last year or two of enrolling, whether it constitutes employment or not, there may be a question whether the applicant is job-ready. Job-ready applicants must be determined ineligible and should be referred to an employment provider, such as the One-stop Center for job placement assistance under WIA or another employment program. Average Family Income (20 CFR §641.500) The applicant’s annual family income must not be more than 125% of the family income levels prepared by the Department of Health and Human Services Poverty Guidelines * and approved by OMB (Federal poverty guidelines) is eligible to participate in the SCSEP (OAA §518(a)(3), (8)). A person with a disability may be treated as a ‘‘family of one’’ for income eligibility determination purposes at the option of the applicant. The annual household income must be computed by counting the includable income received by the individual or family during the 12-month period ending on the date of SCSEP application – or – by counting the annualized income for the 6-month period ending on the date of SCSEP application. Annual household income must be determined on a case-by-case basis and must be based upon the computation that is more favorable to the SCSEP applicant. See section 28 for TEGL No. 12-06, regarding income inclusions and exclusions and procedures for determining SCSEP participant eligibility.

SCSEP Sub-recipients must use the IDoA Confidential Income Eligibility Form (#09-05) for capturing and calculating income. This worksheet must be retained in each applicants file. Verification of continued income eligibility must be conducted every 12 months and be documented in SPARQ. However, when you become aware of a change that will make the participant over-income, you should do a recertification calculation as


soon as possible so you can inform the participant when he or she will become ineligible. If a SCSEP sub-recipient determines that a participant is no longer financially eligible for the SCSEP due to an increase in family income, the sub-recipient must give the participant immediate written notice explaining the reason(s) for termination and may terminate the participant 30 days after it has provided the participant with written notice. Participants may file a grievance according to the grantee’s procedures. (20 CFR §641. 910)


Section 13. Recruitment and Selection (20 CFR §641.515) SCSEP sub-recipients must develop methods of recruitment and selection that assure that the maximum number of eligible individuals have an opportunity to participate in the program. To the extent feasible, grantees and sub-recipients should seek to enroll minority and Indian eligible individuals, eligible individuals with limited English proficiency, and eligible individuals with greatest economic need, at least in proportion to their numbers in the area, taking into consideration their rates of poverty and unemployment. (OAA §502(b)(1)(M)). SCSEP sub-recipients must use the One-stop Delivery System as one method in the recruitment and selection of eligible individuals to ensure that the maximum number of eligible individuals have an opportunity to participate in the project. (OAA §502(b)(1)(H)). The Illinois Department on Aging may enter into agreements with other states to permit cross-border enrollment of eligible participants. Such agreements should cover both State and national grantee positions and must be submitted to the Department of Labor for approval in the grant application or a modification of the grant. Priorities for Selecting Eligible Individuals for Participation in SCSEP In selecting eligible individuals for participation in the SCSEP, priority must be given to individuals who have one or more of the following characteristics: (20 CFR §641.520(a)) (1) Are 65 years of age or older; (2) Have a disability; (3) Have limited English proficiency or low literacy skills; (4) Reside in rural area; (5) Are veterans, (or in some cases, spouses of a veterans) for purposes of §2(a) of the Jobs for Veterans Act, 38 U.S.C. 4215(a); (6) Have low employment prospects; (7) Have failed to find employment after using services provided through the One-stop delivery system; or (8) Are homeless or are at risk for homelessness (OAA §518(b)) Section 2(a) of the Jobs for Veterans Act creates a priority for service for veterans (and, in some cases spouses of veterans) who otherwise meet the program eligibility criteria for the SCSEP 38 U.S.C. 4215(a). Priority is extended to veterans. Priority is also extended to the spouse of a veteran who died of a service-connected disability, the spouse of a member of the Armed Forces on active duty, who has been listed for a total of more than 90 days as missing in action, captured in the line of duty by a hostile force, or forcibly detained by a foreign government or power, the spouse of any veteran who has a total disability resulting from a service-connected disability, and the spouse of any veteran who died while a disability so evaluated was in existence.


Grantees and sub- recipients must apply these priorities in the following order: (1) Persons who qualify as a Veteran or qualified spouses under §2(a) of the Jobs for Veterans Act, 38 U.S.C. 4215(a) and who possess at least one of the other priority characteristics; (2) Persons who qualify as a veteran or qualified spouse under §2(a) of the Jobs for Veterans Act, 38 U.S.C. 4215(a) who do not possess any other of the priority characteristics; (3) Persons who do not qualify as a veteran or qualified spouse under §2(a) of the Jobs for Veteran Act (non-veterans), and who possess at least one of the other priority characteristics. Grantees must develop policies and procedures of recruitment and selection that assure the maximum number of eligible individuals have an opportunity to participate in the program. Methods of recruitment may include newspaper ads, presentations to older adult groups, or religious organizations. Documentation of recruitment efforts must be maintained for monitoring purposes. Job Ready Individuals SCSEP sub-recipients may not enroll as SCSEP participants job-ready individuals who can be directly placed into unsubsidized employment. Such individuals should be referred to an employment provider, such as the One-stop Center for job placement assistance under WIA or another employment program. (20 CFR §641.512) Job ready refers to individuals who do not require further education or training to perform work that is available in their labor market. (20 CFR §641.140)


Section 14. SCSEP Participant Procedures Participant Orientation (20 CFR 641.535 (a) (1) When individuals are selected for participation in the SCSEP, the grantee or sub- recipient is responsible for providing orientation to the SCSEP, including information on project goals and objectives, community service assignments, training opportunities, available supportive services, the availability of a free physical examination, participant rights and responsibilities, and permitted and prohibited political activities. The Employment Specialist or staff is responsible for providing a full and complete orientation of each participant at the time of enrollment and, if possible, prior to the first day of work at a host agency. The orientation must be documented. A participant must be paid no less that the applicable minimum wage for hours of orientation. The orientation process is a good time to emphasize the importance of the unsubsidized employment element of the program. Participant orientation should be designed to provide information about the goals and policies of the SCSEP and the policies of the sponsoring organization. Issues that must be discussed with the participant during the enrollment process (SCSEP Working Handbook):

1. Work hours and schedules 2. Training payment 3. Benefits 4. Procedures for grievances 5. Procedures for reporting assignment-related accidents 6. Required participant meetings with Employment Specialist 7. Available training 8. Assessment policies and Individual Employment Plans 9. Expectation to seek unsubsidized employment, including applying for jobs at the

host agency 10. Obligation to report any changes in income or family size that may affect

eligibility 11. Drug-free work place policy 12. Enrollment time limitation policy 13. Possible reasons for early termination 14. Allowable and unallowable political activities 15. Community service assignment descriptions

Participants should be given a written copy of the personnel policy for the SCSEP. Receipt of a copy should be documented by a statement signed by the participant and the statement should be placed in the participant’s personnel file. Reorientation can be given as needed to any participant at the discretion of the Employment Specialist or through the recommendation of a host agency supervisor. The reorientation should review topics presented at the first orientation and present new information to the participant.


Assessment Process (20 CFR 641.535 (a) (2) and (3)) (2) When individuals are selected for participation in the SCSEP, the grantee or sub- recipient is responsible for (i) assessing participants’ work history, skills and interests, talents, physical capabilities, aptitudes, needs for supportive services, occupational preferences, training needs, potential for performing community service assignments, and potential for transition to unsubsidized employment. (ii) The sub-recipient must perform an initial assessment upon program entry, unless an assessment has already been performed under Title I of WIA as provided in 641.230. Subsequent assessments may be made as necessary, but must be made no less frequently than two times during a twelve month period (including the initial assessment). (3) (i) The sub-recipient must use the information gathered during the initial assessment to develop an IEP that includes an appropriate employment goal for each participant; except that if an assessment has already been performed and an IEP developed under Title I of WIA, the WIA assessment and IEP will satisfy the requirement for a SCSEP assessment and IEP as provided in § 641.230. (ii) The sub-recipient must update the IEP as necessary to reflect information gathered during the subsequent participant assessments (OAA 502(b)(1)(N)); (iii) The initial IEP should include an appropriate employment goal for each participant. Thereafter, if the grantee determines that the participant is not likely to obtain unsubsidized employment, the IEP must reflect other approaches to help the participant achieve self-sufficiency, including the transition to other services or programs. The assessment process helps participants determine their interests, experience, motivation, and skills. If weaknesses or barriers are discovered, the process helps decide the best ways to overcome the issues. Participants are also encouraged to play an active role in choosing the employment and training best suited for them personally. Therefore, the participants have a better understanding as to why they need training and how it will impact their employment goals. Participant Flow Chart A participant flow chart outlining the typical steps participants go through while enrolled in the SCSEP is on the following page.


RECRUITMENT

ELIGIBILITY DETERMINATION

SELECTION

COMMUNITY SERVICE ASSIGNMENT

ASSESSMENT

ORIENTATION

DEVELOP IEP

PERIDOIC MONITORING

REASSESSMENT

HOST AGENCY ROTATION

TRAINING

IEP UPDATES

JOB SEARCH ASSISTANCE TRAINING

JOB DEVELOPMENT

UNSUBSIDIZED PLACEMENT

POST PLACEMENT FOLLOW-UP (RETENTION)

PARTICIPANT STEPS


FORMS : Participant File Requirements All of the following forms can be found it Section 23 of this manual. The most current versions of the following documents must be used during the participant’s enrollment and must be kept in the participant’s file at all times. The documents come from two (2) sources: Charter Oak Group (COG) and IDoA. The four basic COG Forms are considered the “core forms” of the SCSEP and the most recent version can be found at http://www.charteroakgroup.com/resources/scsep.shtml. Data Validation is an annual USDOL process that examines all sub-recipients files/forms for accuracy. The following is a list of IDoA forms and other required documentation; a brief description of each follows. IDoA forms can be found in Section 23 of this manual.

□ Participant Checklist - Part I & II

□ IDoA SCSEP Brochure

□ Participant Policy Agreement

□ Veterans Priority of Service

□ Participant Orientation Packet/Folder

□ I-9 Form

□ W-4 Form

□ Residence Verification

□ Physical Examination or Waiver

□ Self Attestation Family Size Certification Form

□ Confidential Income Eligibility Worksheet

□ Participant Assessment/Semi-Annual Assessment

□ Individual Employment Plan/Semi-Annual IEP

□ Participant Training Documentation

□ Host Agency/Job Training Assignment Description

□ Assignment Site Assessment

□ Intent to Supervise

□ Participant Evaluation

□ Host Agency Evaluation

□ Individual Durational Limitation Exit Notification Form

□ Termination Notice

□ Grievance Form and Procedures

□ Prior Employment Verification

□ Data Verification of Low Employment Prospects

□ Physician Declaration of Serve Disability

□ Medical Exit Verification



Charter Oak Group Forms:_____________________________________ Participant Form – The Participant Form works in conjunction with SPARQ system. All fields, dates, and signatures must be completed on this form during the participant’s orientation. Community Service Assignment Form – The Community Service Assignment form documents the participant’s host agency and supervisor information. This document collects information pertaining to the planned training and hours that the participant works. This form is to be completed when the participant is placed with a host agency. Unsubsidized Employment Form – The Unsubsidized Employment form should be completed after unsubsidized employment is obtained and the participant has exited the program. The form includes information regarding the employer and position. The form also has a ‘Follow-Up Information’ section, for the mandatory follow-up interviews (the three following quarters after exiting). Exit Form – The Exit Form is to be completed when a participant exits the program for any reason. The form documents why the participant is leaving and requires the participant’s signature. Under no circumstance is this form to be signed by the participant other than the date of exit or within 10 days (before or after) the exit date.

IDoA Forms:_________________________________________________ Participant Check-List Part I & II (Form 09-01 & 09-01a) – This document cites the required documents and policies that must be shared with an applicant/current participant upon enrollment and/or re-evaluations. IDoA SCSEP Brochure – Each participant should receive an IDoA SCSEP brochure upon enrollment in the program. The brochure is a general overview of the program. Participant Policy Agreement (Form 09-02) – This document requires a participant signature stating to have been informed of the civil rights policy, right to and manner to file complaints, right to privacy, prohibited political activities, grievance procedures, family size certification requirement, temporary enrollment agreement, description of service and purpose of SCSEP. Veterans Priority of Service (Form 09-02a) – The SCSEP participant must be given a copy of this form at the time of eligibility determination Participant Orientation Packet/Folder - Each sub-recipient must have an orientation packet or folder that is provided to every eligible SCSEP participant that includes all required document/policies. I-9 Employment Eligibility Verification – All U.S. employers are responsible for


completion and retention of Form I-9 for each individual they hire for employment in the United States. On the form, the employer must verify the employment eligibility and identity documents presented by the employee and record the document information on the Form I-9. W-4 Personal Allowances Worksheet – This form must be completed by all participants so that the sub-recipient can withhold the correct federal income tax from their pay. Because tax situations may change, the withholdings can be refigured each year. Residence Verification – Proof of residency can be fulfilled via driver’s license, government I.D. card, Social Security card or mail delivered to the participant’s address. Physical Examination Statement (Form #09-03) or Waiver (Form #09-04) – A physical examination is offered on enrollment and once a year upon recertification. Participants are encouraged to take advantage of this benefit. The cost of this physical examination is paid for by the Title V program at a set rate through the sub-recipient. Any charge above that set rate will be billed to the participant. The participant may engage his/her own physician for the physical examination. If a participant chooses not to take advantage of this physical examination, a request will be made of the participant to sign a waiver with the reason for this decision stated. No participant records are to be kept on site at the sub-recipient and/or host agency location. If any such records are currently on site the sub-recipient is to hand over the medical information to the participant or destroy any applicable data. The cost of the physical exam should be at no cost or low cost to the project, if this is not possible then a maximum cost of $60 per physical will be allowed. Self Attestation Family Size Certification Form (Form 12-01) -This form is used to verify how many family members are in the participants family to determine eligibility to become a participant of SCSEP. This form is completed by an outside person of the household. Participant’s Confidential Statement of Income (Form 09-05) – Participants must identify all income they receive in a one-year span. They must also indicate the number of family members who reside in the same house. This form is used to determine financial eligibility of the participant. Participant Assessment (Form 09-06 and 09-06a) – This form is used to assess the job aptitudes, job readiness, and job preferences of participants, their barriers to employment and their potential for transitioning into unsubsidized employment. Needed training and supportive services for the participant is also addressed in this form. The assessment must be considered in the formation of the IEP. Assessments are required at least biannually. Form 09-06a is the bi-annual update of the participant assessment.


Individualized Employment Plan (IEP) (Form 09-07 and 09-07a) – This document should be completed within ninety (90) days of enrollment. The Employment Specialist will use the information received during the Participant Assessment form and the enrollment process to develop the IEP. This document is intended to be plan of action for the participant and should reflect the needs and interests of the participant. This document is to be reviewed and updated every year with the participant. The document must be developed by the Employment Specialist and the participant. The host agency may not develop the IEP with the participant alone. Participant’s interests and needs should be most important and a host agency may put their own needs ahead of the participant’s. Participant Training Documentation (Form 09-08) (If Applicable) – Documentation of training is required for participants that receive extra training, outside of their host agency. This form should be completed and initialed by the participant and Employment Specialist upon completion of training. Host Agency/Job Training Assignment Description (Form 09-09) – This document outlays the duties assigned to the participant from the host agency. The participant, host agency supervisor and Employment Specialist are required to sign this document. Assignment Site Assessment (Form 09-10) – This assessment is an evaluation of the host agency assignment. The assessment should be completed annually and requires the signature of the participant, host agency supervisor and Employment Specialist. Intent to Supervise (Form 09-11) – This form documents the host agency supervisor’s agreement to supervise the SCSEP participant. The form is signed by the participant, host agency supervisor and Employment Specialist. Participant Evaluation (Form 09-12) – The evaluation is completed by either the host agency supervisor or the Employment Specialist. The participant is evaluated on objective criteria. The participant should receive a copy of the evaluation. The participant and evaluator must sign this document. Host Agency Evaluation (Form 12-02) - This form is utilized to evaluate the participant’s host agency assignment in cooperation with the Host Agency Supervisor to evaluate a host agency. Individual Durational Limitation Exit Notification Form (Form 10-02) - This form is utilized to exit a participant from the SCSEP program because they have reached their maximum amount of time of 48 months to be eligible on the SCSEP program. The participant is required to be informed 12 months, 6 months, and 30 days before he/she is exited from SCSEP due to their Individual Durational Limit. Termination Notice (Form 09-13) (If Applicable) – If a participant is terminated, for


any reason, a termination notice must be completed and signed by the Employment Specialist. If the termination is for any reason other than the will of the participant, the participant is to receive thirty (30) days notice (verbal if documented in the participants file or written) before officially terminated. Grievance Form and Procedures (Form 05-00) – Please see Section 15 regarding SCSEP procedures for filling a Grievance from to the Illinois Department on Aging. Section 23 has the applicable Grievance form and procedures. Prior Employment Verification Form (12-03) – This form is utilized to document that the SCSEP participant is currently not working. Data Verification of Low Employment Prospects (12-04) – This form is utilized to document any barriers that exist that can limit the SCSEP participant’s employment opportunities. Physician Declaration of Severe Disability (12-05) – This form is utilized to document if the SCSEP participant has a Severe Disability. This form must be completed by the SCSEP participant’s physician documenting that the SCSEP participant has a severe disability. Medical Exit Verification (12-06) – This form is utilized to document that if a SCSEP participant exits the SCSEP program due to a medical reason. The medical condition is expected to last a minimum of ninety (90) days and will prevent the SCSEP participant from participating and working at their current job training site(s). Participant Training (20 CFR 641.540) In addition to the training provided in a community service assignment, grantees and sub-recipients may arrange skill training provided that it: (1) is realistic and consistent with the participants’ IEP; (2) makes the most effective use of their skills and talents and; (3) Prepares the participant for unsubsidized employment. Training may be provided before or during a community service activity. Training may be in the form of lectures, seminars, classroom instruction, individual instruction, online instruction, on the- job experiences. Training may be provided by the grantee or through other arrangements, including but not limited to, arrangements with other workforce development programs such as WIA. (OAA sec. 502(c)(6)(A)(ii)). Grantees and sub-recipients are encouraged to obtain training through locally available resources, including host agencies, at no cost or reduced cost to the SCSEP.


Grantees and sub-recipients may pay for participant training, including the payment of reasonable costs of instructors, classroom rental, training supplies, materials, equipment, and tuition.

Participants must be paid wages while in training, as described in 641.565(a). As provided in 641.545, sub-recipients may pay for costs associated with supportive services, such as transportation, necessary to participate in training. (OAA 502(b)(1)(L)). Nothing in this section prevents or limits participants from engaging in self development training available through other sources, at their own expense, during hours when not performing their community service assignments. SCSEP regulations require program sponsors to provide or arrange for participant training specific to their community service assignment. This training consists of up to 500 hours per grant year and must be consistent with the participant’s IEP. Waivers for additional training hours will be considered on an exception basis. The two (2) types of training most widely used by the SCSEP population are literacy training and occupational training. Literacy training concentrates on basic language and computation skills and can lead to a GED. Occupational training can involve the teaching of new job-related skills or the retaining or upgrading of skills a person already possesses. This training may be provided through lectures, seminars, classroom and individual instruction or other arrangements to provide the participant with training to acquire or improve skills, including literacy training, applicable in their community service assignments or for unsubsidized employment. SCSEP Employment Specialists (ES) are strongly encouraged to refer participants to Illinois workNetTM where available. These centers can provide participants with information on available training programs and can help them find the services they need through one system. NOTE: It is strongly encouraged that the SCSEP Sub-recipient representative is a program administrator for Illinois workNetTM. This role will allow the ES to see all the active participants job search activities through the site. Along with referring participants to workNetTM centers, some options for meeting training requirements are:

• Enroll the participant in a WIA or Section 502(e) training program

• Enroll the participant in a job search course or job club

• Arrange for the host agency to provide the participant with structured training.

• Enroll the participant in a community college or adult education course

• Develop and operate an in-house training program

• Subcontract with a vendor to design and deliver training

• Purchase admittance for the participant in an existing training program

• Help the participant set a student loan

• Support the participant in an independent search for training outside the SCSEP environment.

(As outlined in 20 CFR 641.540 and Older Worker Bulletin 04-04


See Section 25 for Older Worker Bulletin 04-04. Participant Recertification Once individuals become SCSEP participants, the sub-recipient is responsible for verifying their continued eligibility at least once every 12 months. Sub-recipients may also verify an individual’s eligibility as circumstances require, including instances when enrollment is delayed. (20 CFR 641.505) Certain sections of a participant’s file must be updated as outlined below. This includes income eligibility, the Individual Employment Plan, (SCSEP/Title V Sub-recipient Grant Programmatic Assurances) Participant Assessment – Updated Biannually Per IDoA, this document must be reviewed and updated to reflect new information by the Employment Specialist and the participant every six months.

Individual Employment Plan – Updated Biannually Per IDoA, this document must be reviewed and updated to reflect new information by the Employment Specialist and the participant every six months.

Host Agency Agreement – Updated Annually Per IDoA, this document must be reviewed and updated every 12 months. Only active host agencies are required to have a host agency agreement on file each year.

Income Eligibility – Updated Annually Verification of continued income eligibility must be conducted every 12 months and be documented in SPARQ. However, when you become aware of a change that will make the participant over-income, you should do a recertification calculation as soon as possible so you can inform the participant when he or she will become ineligible. Self Attestation Family Size Certification Form - Updated Annually Per IDoA, this form must be reviewed and updated to reflect any new information that determines if the participant is eligible or ineligible.

Physical or Waiver of Physical – Updated Annually Per IDoA, this document must be reviewed and updated every 12 months to determine if the participant would like to participate in a physical or deny a physical examination.

SCSEP Participant Form – Updated Annually Pages seven (7) and eight (8) should be completed for each yearly recertification of the participant. All recertification must be completed by the last day of the twelfth month in which the recertification must occur. All updated IEPs must be completed by the sixth month from the last IEP. For example, if the initial IEP was completed on May 27, 2008, then the


updated IEP must be completed sometime during the month of November 2008. The sub-recipient would be out of compliance if the participant’s IEP was not recertified by November 30, 2008. Unsubsidized Employment SCSEP participants are obligated to seek unsubsidized employment as a condition of participation in the program. The IEP specifies the agreed upon steps to be taken in pursuit of unsubsidized employment. Failure to meet the responsibility to seek and find employment will result in termination from the program. Efforts to place the participant into an unsubsidized position should begin once the participant and the sub-recipient have determined job readiness. Entered employment efforts may include:

• Coordinating with Illinois workNetTM Centers to place the participant on an active job registry;

• Identifying suitable, unsubsidized employment opportunities;

• Identifying other forms of job-related assistance;

• Encouraging host agencies to hire qualified participants;

• assignments (work-training sites) as applicable to meeting the goals of the IEP;

• Providing guidance to and assisting participants to contact public and private employers to identify suitable employment opportunities and arrange for interviews; and

• Providing counseling on participant’s progress identified in their IEP and in meeting their supportive service needs.

Participant Exit Per, USDOL requirements an exited participant must have a signed exit form on file (except for deceased participants). It is not an allowable practice to have a participant pre-sign the Exit Form to be dated by the sub-recipient at the time of an exit (a later date than the date of signing). See Section 22 for more information.


Section 15. Standard SCSEP Procedures

Authorized Slot Location Enrollment is based on the participant’s place of residency. However, it is acceptable that a participant resides in a different county from where the authorized position is located within any given region as long as it is documented in the participants file.

Criminal Background Check IDoA encourages sub-recipients to utilize Criminal Background Checks (CBCs) prior to the enrollment of a participant into the program. CBCs are not required but considered best practice. If utilized, work with the Illinois State Police to conduct the CBCs. CBCs cannot be used to screen participants out of the SCSEP, only to screen participants when choosing a host agency. Any SCSEP participant placed in a local IDES office for training is required have a valid Illinois State Police Criminal Background Check. This is referred to as the “State of Illinois Background Check Compliance” which must be completed and submitted before the agency (sub-recipient) can consider placing an employee at the IDES. This is to protect the IDES agency and the claimants’ information they serve. Faith-Based Organizations TEGL 29-07 declares that the SCSEP will not discriminate for or against an organization of the basis of its religious character, affiliation, or lack thereof. Faith-based organizations qualify as host agencies as long as all host agency requirements are met. For more detailed information, see section 28 for TEGL No. 29-07. Federal Housing Programs and/or Food Stamps TEGL No. 11-06 defines wages received by SCSEP participants are not to be included in the income eligibility determinations for federally subsidized housing and/or Food Stamps, see section 28 for TEGL No. 11-06. Grievance Procedures (20 CFR 641.910) Employment Specialists will, at minimum, follow the IDoA grievance procedure. Employment Specialists are allowed to create more detailed grievance procedures at their own will. A copy of the grievance procedure must be given to the new participant during the orientation process. The participant may use the grievance procedure because of service denial and/or termination from the program. Attachment XX is the IDoA grievance procedure and complaint form. Nepotism (20 CFR 641.841) Individuals should not be assigned to any host agency if any member of their immediate family holds a decision-making position whether it is paid or unpaid at the Host Agency. Immediate family means wife, husband, son, daughter, mother, father, brother, sister, son-in-law, daughter-in-law, mother-in-law, father-in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, stepparent, stepchild, grandparent, and grandchild.


Note: Possible exempt worksites maybe on the Native American reservations and in rural areas from this requirement provided and adequate justification can be documented by the sub-recipient. Maintenance of Effort (20 CFR 641.844) A community service assignment for a participant under Title V of the OAA is permissible only when specific maintenance of effort requirements are met. Each project funded under Title V:

1) Must not reduce the number of employment opportunities or vacancies that would otherwise be available to individuals not participating in the program.

2) Must not displace currently employed workers (including partial displacement, such as a reduction in the hours of non-overtime work, wages, or employment benefits).

3) Must not impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed; and

4) Must not employ or continue to employ any eligible individual to perform the same work or substantially the same work as that performed by any other individual who is on layoff. (OAA sec. 502(b)(1)(G)).

Over-Enrollment (SCSEP Working Handbook) Sub-recipients must make over enrollments – those over and above the authorized number of allocated slots – when considered reasonably necessary to expend budget allocations and promote program goals. When there is over-enrollment for any reason, IDoA recommends a gradual shift that encourages current participants in subsidized community service positions to move into unsubsidized employment to make positions available for eligible individuals. SCSEP staff must keep a “waiting list” of eligible participants. Break-In-Service See Section 22 for more information. Paid Leave Benefits Guidelines USDOL requires that paid leave benefit time throughout the State of Illinois is uniform to all participants within the SCSEP program. As the grantee, IDoA shall offer SCSEP participants paid leave through the grant agreement with USDOL. (20 CFR 641.565 (b) (2)) Paid leave benefit time is defined as accrued leave time in which a participant may/may not utilize when unable to work scheduled hours due to illness, jury duty, and/or federal holidays. Paid leave for a SCSEP participant is equal to two (2) hours per month, not to exceed twenty-four (24) hours per program year. Participant benefits will “zero-out” at the close of each program year - June 30. See Section 25 in this Manual.


Political Patronage and Activity (www.osc.gov/hatchact ) No project under Title V of the OAA may involve political activities. SCSEP sub-recipient must ensure compliance with the requirements and prohibitions involving political described below. State and local employees involved in the administration of SCSEP activities may not engage in political activities prohibited under the Hatch Act (5 U.S.C chapter 15), including:

1) Seeking partisan elective office; 2) Using official authority or influence for the purpose of affecting elections,

nominations for office, or fund-raising for political purposes.

SCSEP sub-recipients must provide all persons associated with SCSEP activities with a written explanation of allowable and unallowable political activities under the Hatch Act. A notice explaining these allowable and unallowable political activities must be posted in every workplace in which SCSEP activities are conducted. SCSEP sub-recipients must ensure that:

1) No SCSEP participant or staff person may engage in partisan or nonpartisan political activities during hours for which they are being paid with SCSEP funds.

2) No program participant or staff person, at any time, may represent himself or herself as a spokesperson of the SCSEP and engage in partisan or nonpartisan political activities.

3) No program participant may be employed or out-stationed in the office of a member of Congress, in the office of a state or local legislator, or on the staff or a legislative committee.

4) No participants are employed or out stationed in the immediate offices of any

elected chief executive of a State or unit of general government, except that:

a) Units of local government may serve as host agencies for participants, provided that their assignments are non-political; and

b) While assignments may place participants in such offices, such assignments actually must be concerned with program and service activities and not in any way involved in political functions.

5) No participants are assigned to perform political activities in the offices of other

elected officials. Placement of participants in such offices in non-political assignments is permissible, however, provided that:

a) SCSEP sub-recipients develop safeguards to ensure that participants

placed in these assignments are not involved in political activities; and

http://www.osc.gov/hatchact


b) These safeguards are described in the grant agreements and are

approved by the U.S. Department of Labor and are subject to review and monitoring by the Illinois Department on Aging and by the U.S. Department of Labor.

Retention of Case Files, Financial Records, etc (USDOL Grantee Requirement) According to USDOL’s Grants Office, all required documentation, both fiscal and programmatic, must be saved for three program years after the end of the program year in which the document was generated. For participants who enter unsubsidized employment after exiting the program, this means three program years after the end of the program year in which all follow-up activity is ended. The SCSEP staff and host agencies shall ensure the confidentiality of participant information. Confidential information shall be maintained in locked files. If electronic records are utilized, confidential information must be secured. The SCSEP participant physicals are to be stored in a locked cabinet, separate from the regular SCSEP participant files. If you are missing documentation, you must take reasonable steps to recreate it or you risk audit/monitoring problems. If you do recreate documents, you should also make case notes to document what you have done. Right to Appeal (20 CFR 641.910 (a) See Section 22 for more information. Sub-recipient On-Site Reviews (USDOL Grantee Requirement) IDoA conducts on-site reviews of each sub-recipient at least once during a three-year time period. The purpose of the monitoring is to assure compliance with the SCSEP policy and procedures. During the review, participant files are examined for errors and completeness. Any findings are reported to the sub-recipient and necessary corrective actions are explained through a written review report. Supportive Services (20 CFR 641.545) Supportive Services assist participants in community service work-training, gaining skills for future employment. Grantees may provide assistance and/or make arrangements for necessary supportive services identified in the IEP. Sub-recipients are required to assess all participant’s need for supportive services and to make every effort to assist participants in obtaining needed supportive services. Sub-recipients may provide directly or arrange for supportive services that are necessary to enable an individual to successfully participate in SCSEP.


Supportive Services assist in community service work-training, and unsubsidized employment retention. Support Services may be provided while participants are in community service or in the first six months of unsubsidized employment. Participants may receive, but are not limited to, the following support services in accordance with the Grantee’s Supportive Services Policy:

• The payment of reasonable costs of transportation;

• Health and medical services;

• Special job-related or personal counseling;

• Incidentals (such as work shoes, badges, uniforms, eyeglasses, and tools);

• Child and adult care;

• Temporary shelter; and

• Follow-up services.

Decisions to pay for services should be made locally and on a case-by-case basis, depending on the needs of the participant. To the extent practicable, the sub-recipient should arrange for the payment of these expenses from other resources. Sub-recipients should contact placed participants throughout the first 12 months following placement to determine if they have the necessary supportive services to remain in the job and to provide or arrange for such services if feasible. Over-Enrollment Over-enrollment is a routine and expected practice in order to ensure that the normal delays in filling vacancies or participants on approved breaks in participation do not cause sub-grantees to under-spend their grants. This routinely occurs in the first quarter of the grant cycle (July – September). Since the implementation of the SPARQ system the term “temporary” positions is no longer an option. All participants are created equal, and the durational limit must be applied equally to all participants in a grant. There is no legal authority for treating over-enrolled participants as temps who have less rights’ to service than everyone else enrolled in SCSEP program. When a sub-grantee over-enrolls, the expectation is that the sub-grantee knows what it is doing and is able to manage its grant as to avoid any dislocation of participants. Termination Policy (20 CFR 641.510 and 20 CFR 541.580) See Section 22 for more information. Time Limitation Policy See Section 22 for more information.


Unemployment Insurance The Illinois Department on Aging does not approve expenditures for Unemployment Insurance. SCSEP participants are exempt under current Illinois law from paying Unemployment Insurance because SCSEP is a training program, not an employment program. See Attached Illinois U.I. Act Unionization (20 CFR 641.839) No funds provided under SCSEP may be used in any way to assist, promote, or deter union organizing. Waiting Lists An applicant is entitled to remain on a waiting list as long as the individual is interested in an assignment and meets the eligibility requirements. However, it is not fair to the applicant or beneficial for the program to let applicants languish on the waiting list for an excessive amount of time. Employment Specialists should generally be in contact with waiting list applicants every three months to find out if they are still interested in the program and are still eligible, and to give them an update on when they might be enrolled. If there is no reasonable prospect of an opening, the participant may decide to withdraw or explore other options. An applicant has an absolute right to apply to the program. The rules require any eligible applicant be placed on the wait list who is not assigned to a host agency within two weeks of being determined eligible. Documentation should be maintained explaining the reason for removing the applicant from the waiting list, especially if the administrative reason involves fault on the part of the applicant, such as falsifying the eligibility information. Except in case of falsification of eligibility information, 30 days written notice should be provided before removing someone from the waiting list. No notice is required when the applicant is no longer interested in the program. (See Data Collection Handbook for further details.) Workman’s Compensation (20 CFR 641.565 (b) (iii) When participants are not covered by the State workers’ compensation law, the grantee or sub- recipient must provide participants with workers’ compensation benefits equal to those provided by law for covered employment.


Section 16. Host Agency Role in SCSEP Host agencies must be a public agency or a private nonprofit organization exempt from taxation under 501(c) (3) of the Internal Revenue Code of 1986, which provides a training work site and supervision for one or more participants. Political parties cannot be host agencies. A host agency may be a religious organization as long as the projects, in which participants are being trained, do not involve the construction, operation, or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship. A potential host agency claiming 501 (c) (3) status must provide evidence of the status prior to serving as a host agency. A copy of the determination must be kept by the employment specialist. Host Agency Assignment (20 CFR 641.535 (a)(4) Once the orientation, assessment and physical exam are complete, the participant should be assigned to an appropriate community service assignment in the community in which they reside, or in a nearby community. This assignment should be based on the goals and expectations addressed in the participant’s assessment and IEP. The initial IEP should include an appropriate employment goal for each participant. Secondary consideration may be given to fulfill an unmet community need. The initial IEP should include an appropriate employment goal for each participant. This placement should be participant-driven and offer beneficial training for unsubsidized employment. The following procedure should be utilized when placing a participant:

1. Employment specialist should decide where and in which capacity the participant is likely to function best. Preferences, skills, and aptitudes of each participant should govern the placement, conditioned by the program staff’s knowledge of skills needed by host agencies.

2. Employment specialist should meet with each host agency supervisor to determine specific job duties, days and hours of work, and pre-assignment training. A current written job description should be developed during this meeting, as well.

3. Employment specialist must make sure that each host agency supervisor understands the goals of the SCSEP, including the unsubsidized placement goal, and the program staff’s right to reassign each participant at any time.

Host Agency Standards (SCSEP Working Handbook) In order to serve as a host agency, the organization must agree to provide adequate orientation, supervision, instruction, and training to each participant. The supervision provided by the host agency must enable each participant to perform as a productive and effective worker. Host agencies must make a commitment to consider hiring each participant into an unsubsidized position within the organization when an appropriate vacancy occurs. If the host agency hires someone other than the qualified participant, the program staff should consider moving any participants and not assigning any other participants at the site.


Host Agency Flow Chart A host agency flow chart, detailing the process of a host agency with the SCSEP:

RECRUITMENT AND SELECTION

ORIENTATION TO ROLES AND RESPONSIBLIITIES

TRAINING (POSITION) DESCRIPTION

HOST AGENCY AGREEMENT

PARTICIPANT INTERVIEW AND

SELECTION

PARTICIPANT ORIENTATION TO HOST AGENCY

ON-GOING SUPERVISION & TRAINING

INPUT TO PARTICIPANT REASSESSMENT AND IEP UPDATES

MODIFY POSITION DESCRIPTION IF APPROPRIATE

ANNUAL PARTICIPANT EVALUATION

HOST AGENCY STEPS


Worksite Location (SCSEP Working Handbook) To the greatest extent possible, each participant should be assigned to a work site at a host agency in or near the community in which the participant resides. Host Agency Orientation and Periodic Meetings (SCSEP Working Handbook) The employment specialist or SCSEP sponsor shall provide a thorough orientation to each host agency supervisor so that each supervisor is familiar with the goals and objectives of the SCSEP and of the organization sponsoring the project. In addition, periodic meetings between host agency supervisors and host agency chief executives should be scheduled to acquaint all concerned with SCSEP goals and objectives. Participant Working Conditions (SCSEP Working Handbook) Participants must not be permitted to work in buildings or under any conditions which are unsanitary, hazardous or dangerous to the participants’ health or safety. Project sponsors should visit each site prior to placement to assure all safety conditions are met. Periodic visits should also be made after the placement to guarantee work site conditions are maintained. A project sponsor should, to the greatest extent possible, ensure that participants work during normal business hours if they so desire. Participants should not be given assignments which involve long periods of time working alone or without supervision. Participant Appearance SCSEP participants are expected to adhere to host agency dress codes and norms. Participants must be advised to dress appropriately and exercise excellent hygiene as it improves perceptions of the participant and results in better working environments. Limitations on Work Site (SCSEP Working Handbook) No participant can be assigned to projects involving the construction, operation, or maintenance of any facility used or to be used as a place of sectarian religious instruction or worship; to work which primarily benefits private, profit-making organizations; to work which benefits directly or indirectly any private or personal undertaking of any executive, member of the staff of the project sponsor, or of any host agency. Many sponsors prohibit assignments or activities which are entrepreneurial in nature or are revenue or income generating, including those sites where the intended purpose is to provide marketing opportunities for individuals or groups who consign crafts or other goods for public sale. Sponsors should be aware that income generated by projects is subject to separate rules requiring additional reporting. Host Agency Agreement (SCSEP Working Handbook) Each host agency shall sign an agreement between the host agency and the employment specialist prior to the assignment of an SCSEP participant. It is important that host agencies make commitments to provide support to participants, allow them to go to meetings, job interviews, and honor the volunteer service prohibition. Each host agency agreement shall be for one project year or the appropriate portion thereof. New agreements shall be signed every year.


Each employment specialist shall maintain records of all current Host Agency Agreements. For each host agency that is a nonprofit organization, a copy of their Section 501(c)3 designation shall be a part of the SCSEP records. Participant Evaluations (SCSEP Working Handbook) At least once per year, a work performance evaluation must be conducted for participants by the host agency supervisor. The results of the evaluation may affect the participant’s IEP. This evaluation informs participants of their performances, identifies accomplishments, needed improvements, and any areas where additional training or experiences may improve the likelihood of unsubsidized employment. The participant must be given a copy of the evaluation, must have an opportunity to discuss the evaluation with the evaluator and must have an opportunity to comment upon or respond to it in writing. Evaluations must be based on performance described in a written job description. The evaluations should be reviewed by the employment specialist and maintained as part of the participant’s permanent record. Monitoring Host Agencies (SCSEP Working Handbook) Employment specialists must monitor the activities of each participant and host agency at least once per year. The purpose of the monitoring is to assure compliance by the host agency and the participant with the SCSEP policy and procedures, including hours and conditions of work, and performance of duties as described in the written job description. Employment specialists should meet with the participant on the following topics:

• Assure that the participant is knowledgeable of job duties described in the written job description;

• Determine the participant’s satisfaction level with the job placement;

• Determine whether the participant is working extra hours;

• Discuss any problems or concerns the participant has;

• Determine whether there are suggestions for changes or improvements, including possible training;

• Assure that the participant understands the limits on the length of the assignment, payroll procedures and fringe benefits; and

• Review the efforts of the participant to obtain unsubsidized employment. Employment specialists should meet with the host agency supervisor to discuss:

• Possibility of hiring the participant;

• How they are helping the participant in finding unsubsidized employment;

• Suggestions for change, including the possibility of placing the participant in a more responsible position or providing training;

• Compliance with maintenance of effort requirements; and

• If the host agency supervisor is satisfied with the participant’s work.


After both interviews are complete, the employment specialist should review the job description to determine that the duties and tasks done and the number of hours worked by the participant accurately reflect the written description.

Monitoring Documentation Required – Documentation of a monitoring visit should be a part of the permanent project records. The document must include the date of the monitoring, each participant interviewed, each host agency supervisor interviewed, and the nature and resolution of problems encountered, if any. (SCSEP Working Handbook)

Possible Host Agencies (SCSEP Working Handbook) The following are suggested organizations for host agency consideration. Certification of Section 501(c) 3 status must be determined without regard to this listing. Adult Education Centers Area Agencies on Aging Art Galleries and Institutes Boys Clubs Commissions or Councils on Aging Community Action Agencies Community Centers Community Colleges Community Development Agencies Day Care Centers Domestic Abuse Shelters Drug Abuse Treatment Centers Employment Centers Environmental Protection Services Ethnic/Cultural Centers Food Banks Foundations Girls Clubs Goodwill Industries Government Offices Head Start Health Departments and Centers Heart Associations Home Health Care Agencies Hospices Hospitals Housing Authorities

Legal Aid Societies Libraries Literacy Councils Medical Clinics Mental Health Agencies Museums Nurseries Nutrition Programs Organizations Assisting the Blind or Deaf Parks Services Police Departments Pre-School Centers Public Information Offices Red Cross Centers Rehabilitation Centers Retarded Persons Centers Retired Senior Volunteer Services Shelters for Homeless People Social Service Departments Transportation Departments United Way Agencies Veterans Hospitals Vocational Education Centers Vocational Rehabilitation Voluntary Agency Centers YMCA and YWCA Youth Centers


Section 17. Workforce Development System The Workforce Investment Act of 1998 (WIA) intended to consolidate and streamline the numerous federal employment programs and provide states and localities with more discretion to design and monitor workforce development strategies that meet their own labor market needs. SCSEP grantees are entitled to serve on WIA Boards. Although the WIA Boards must address the employment needs of older workers, the State and localities have discretion over who will be appointed to serve on their boards. It is important, therefore, that SCSEP grantees actively pursue their inclusion on the boards as advocates of the older workers. The WIA also requires that each state establish fully-operational, one-stop service delivery systems. The SCSEP is required to be part of the One-stop system, SCSEP grantees and sub-recipients must make arrangements through the One-stop Delivery System to provide eligible and ineligible individuals with referrals to WIA intensive and training services and access to other activities and programs carried out by other One-stop partners (20 CFR 641.210). Illinois’ One-stop system is the Illinois workNetTM Centers. Memorandum of Understanding (MOU) (Older Worker Bulletin 99-24) Under WIA, the One-stop Center partners are required to enter into a Memorandum of Understanding (MOU) with the Workforce Investment Boards. The MOU establishes the basis for the areas One-stop service delivery structure and is the mode by which relationships among the partners are described and formalized. The MOU must contain provisions that cover services to be provided through the One-stop delivery system; the funding of the services and operating costs of the system; and methods for referring individuals between the One-stop operators and partners. The MOU provisions must also determine the duration and the procedures for amending the MOU, and may contain other provisions that are consistent with the Act and regulations that are agreed to by the parties. See Section 25 for Older Worker Bulletin 99-24. Illinois WorkNetTM

Illinois workNetTM Centers are one-stop service centers with staff committed to supporting and developing the workforce in their community. Illinois workNetTM Centers help individuals find the services they need, and help employers meet their human resource requirements. Illinois workNetTM Centers represent a cooperative effort between state economic development, workforce development, education agencies, and local workforce investment boards along with their public and private partners including local governments, community colleges and non-profit organization


Illinois Workforce Investment Board The Illinois Workforce Investment Board (IWIB) functions as the State advisory board pertaining to workforce preparation policy. The IWIB ensures that Illinois' workforce preparation services and programs are coordinated and integrated; and measures and evaluates the overall performance and results of these programs. The Board is also charged with furthering cooperation between government and the private sector to meet the workforce preparation needs of Illinois' employers and workers. Local Workforce Investment Board The Local Workforce Investment Board (LWIB) functions as the local advisory board pertaining to workforce preparation policy. The LWIB is an organization governed by a volunteer board of directors responsible for developing policy and overseeing local workforce development initiatives in partnership with the local elected officials. In Illinois, there are twenty-six (26) local WIBs with representatives appointed from 102 counties Members of the LWIB are appointed by the Chief Elected Official of their respective county in accordance with criteria established by the Governor. LWIB membership includes representatives from business and industry, education agencies, community-based organizations, economic development agencies, public employment services, public assistance agencies, vocational rehabilitation, and labor organizations. Membership is drawn from individuals who have optimum policy-making authority from their organization. Illinois Department of Employment Security (IDES) IDES operates Illinois WorkNet™. This is an online database that helps connect skilled job seekers to employers in the State of Illinois. Job seekers answer a series of questions about their skills and interests. The information is entered into a searchable database so that employers can search for specific skills and interests.

Effective January 1, 2011 all non-IDES employees (defined as SCSEP participants) working for IDES will be required to meet the criteria of an Illinois State Police Criminal Background Check. This is referred to as the “State of Illinois Background Check Compliance” which must be completed and submitted before the agency (sub-recipient) will consider placing an employee at the IDES. This is to protect the IDES agency and the participants’ information that may/may not be utilized during the screening process.


Section 18. National Contractors National contractors are not-for-profit agencies that work similarly to state host agencies in implementing SCSEP. National contractors can include nonprofit organizations, Federal public agencies and Tribal organizations. These organizations must be capable of administering a multi-State program (20 CFR 641.400 (a). National contractors apply to the Governor of the States they wish to operate in before submitting an application to USDOL. National contractors must meet the same application criteria set for State sub grantees. The criterion includes (20 CFR 641.420):

(a) An ability to administer a program that serves the greatest number of eligible participants, giving particular consideration to individuals with greatest economic need, greatest social need; and individuals described in 641.570(b) or 641.520(a)(2) through (a)(8). (b) An ability to administer a program that provides employment eligible individuals in communities in which they reside, or in nearby communities that will contribute to the general welfare of the community; (c) An ability to administer a program that moves eligible participants into unsubsidized employment; (d) Where the applicant has previously received a SCSEP grant, the applicant’s prior performance in meeting SCSEP core measures of performance and addressing SCSEP additional measures of performance; and where the applicant has not received a SCSEP grant, the applicant’s prior performance under other Federal or State programs; relevant past performance will also be used for scoring criteria and will be set forth more fully in the Solicitation for Grant Applications (see 641.460). (e) An ability to move participants with multiple barriers to employment, including individuals described in 641.570(b) or 641.520(a)(2) through (a)(8), into unsubsidized employment; (f) An ability to coordinate with other organizations at the State and local levels, including the One-stop Delivery System; (g) An ability to properly manage the program, as reflected in its plan for fiscal management of the SCSEP program; (h) An ability to administer a project that provides community service;


(i) An ability to minimize program disruption for current participants and in community services provided if there is a change in project sponsor and/or location, and its plan for minimizing disruptions; and (j) Any additional criteria that the Department deems appropriate to minimize disruptions for current participants.

National contactors can have a presence in the same county as a sub-recipient. Both SCSEP representatives are encouraged to work together to promote the program.


Section 19. On-the-Job Experience (OJE) Occasionally, a participant’s IEP indicates that the individual desired unsubsidized work that requires specific skills or experiences that are not attainable through normal community service assignments. With these cases, once the participant has completed at least two weeks in a community service assignment, they may be placed in an OJE assignment. (Older Worker Bulletin No. 04-04, April 12, 2004) Older Worker Bulletin 04-04 can be found in Section 25. The grantee must first negotiate a contract with the employer which outlines the skills, timelines and benchmarks the participant is expected to meet. The contract must also state that at the end of the training period, if the participant is satisfactory, the individual will be placed or remain on the potential employer’s payroll. After a contract is settled, the participant is placed with the employer for no more than forty (40) hours a week for no more than twelve (12) weeks. The employer may be reimbursed for up to 100 percent of the wages earned by each participant in OJE training that will last no more than four (4) weeks. If the training is to exceed four (4) weeks, the employer may be reimbursed for up to fifty (50) percent of the wages earned by the participant. Sub-recipients must determine how much they will reimburse employers. For example, some Employment Specialists may wish to reimburse 100 percent for certain participants if it is certain that this employer will hire many participants or to attract new employers. During a participant’s OJE, sub-recipients must provide significant follow-up. Issues such as safety concerns, problems with the employer or the participant must be addressed by the Employment Specialist. Regardless, the “number of individuals served” performance measure requirement must be balanced with the funding committed to OJE projects. Any participant is eligible for the OJE training option. However, a participant is only allowed to utilize this option once every twelve (12) months. Additionally, each Employment Specialist may exercise the OJE training option with the same employer, but no more than five (5) times per year for the same job category. See Section 24 for the OJE Plan, Letter of Agreement, Training Plan and OJE Reimbursement Contract.


Section 20. Surveys

Customer Satisfaction Surveys (20 CFR 641.710 (a)(6)(2)) This is an annual practice per Section 513(b)(4) of the OAA Amendments states that indicators of SCSEP performance must include satisfaction of the participants, employers, and host agencies with their experience with SCSEP. USDOL interprets this provision as requiring three separate and distinct measures of Customer Satisfaction – a customer satisfaction measure for participants, a measure for employers, and a measure for host agencies. For the employer customer satisfaction survey, USDOL’s goal is to have sub-recipients (interested applicants) deliver a survey form to every qualified employer at a mandatory follow-up interview within 90 days after a placement. The targeted return rate is 70% for all three surveys. Completed surveys will be sent to a central collection point for collation and analysis by a USDOL contractor. Surveyed areas include: Treatment by Sub-recipient; Supportive Services and Training; The Assignment Process; Quality of Participants/Host Agencies/Employers; The Impact of SCSEP; Would Recommend; and other more specific, open-ended questions for each group of survey participants. Satisfaction of the participants, employers, and their host agencies with their experiences and the services provided is defined as the results of customer satisfaction surveys administered to each of these three customer groups. The Department of labor will prescribe the content of the surveys. Employer Surveys Sub-recipients must notify a qualified employer at the time of the employment placement of the SCSEP participant that an Employer Survey will be coming. A sub-recipient must notify the employer that a survey is coming by either calling or sending a letter on their agency letterhead. Employers are surveyed only once a year. Employer Surveys are NOT to be sent to:

o Employer that is host agency

o Self-employed participants

Sub-recipients receive surveys and pre-printed reply envelopes from IDoA. Each survey has a pre-printed number on the survey. DO NOT COPY these surveys. If you need more of the numbered surveys contact IDoA for additional surveys. Sub-recipients are required to send out the survey with a real first class stamp for reply envelopes and record the survey number on the IDoA Monthly Survey tracking form and on field 23 of the Unsubsidized Employment Form. The IDoA tracking form is sent each month along with your monthly reports to IDoA. The date the survey is sent out is also recorded on the Unsubsidized Employment Form.


REMINDER: A sub-recipient must deliver a survey to a qualified employer even if the placement fails. In such cases, the sub-recipient should deliver the survey as soon as it is learned that the participant has left the employer. Sub-recipients are required to monitor the employer for at least two (2) weeks after the delivery of the survey. IDoA will notify sub-recipient when survey has been received by BCT. If the first survey is not returned, follow the same procedures for the second survey and utilize a new numbered survey form/envelope and enter the second survey’s number in field 24 of the Unsubsidized Employment Form. If neither the first nor second survey is not returned follow the same procedures for the third survey, at that time notify IDoA of occurring issue and monitor at least for four (4) weeks.


Section 21. National Employ Older Workers Week Celebrated yearly during the second to last week in September, National Employ Older Workers Week (NEOWW) provides an opportunity to increase awareness and focus on development of innovative strategies for tapping into this specialized population. NEOWW showcases the involvement and efforts of USDOL, IDoA, and sub-recipients in regards to SCSEP. Around this time, IDoA and/or sub-recipient hosts a luncheon to recognize older workers and employers of Illinois. Awards are given to show tribute to outstanding older workers and their employers in both public and private sector jobs from around the state. This includes workers that are funded through Title V and the Older Americans Act. Awards are presented to businesses and companies that regularly employ workers age 55 and older. All IDoA sub-recipients are required to nominate at minimum one (1) employee and one (1) employer for the Older Workers’ Recognition Award (SCSEP/Title V Sub-recipient Grant). IDoA and/or sub-recipient present awards at the Annual Older Workers Luncheon and Awards Ceremony, which is held in conjunction with National Employ the Older Worker Week observance.

Section 22. IDoA Policy Instructions

GRIEVANCE POLICY Effective Date: May 26, 2011 References: Final Rule, 20 CFR, pt. 641.910 (2010)

Based on the U.S. DOL regulations, IDoA has defined that the grievance policy provided to an Illinois SCSEP applicant or participant shall be standardized for current and future SCSEP applicants or participants within the program. The following policy relates to complaints and/or grievances that the SCSEP applicant and/or participant has with IDoA, a sub-grantee or host agency. Prior to filing an official grievance, an applicant or participant is encouraged to discuss a complaint with the Employment Specialist, either by telephone or in writing, within five (5) business days of the occurrence of the complaint. This communication process is intended to insure that complaints receive prompt attention and encourage resolution at the level where it originated. This step in the compliant process is encouraged but not required. An applicant or participant can start the complaint process by filing an official grievance with the Executive Director of the sub-grantee. The Employment Specialist will work with the applicant or participant to provide a solution or explanation within five (5) additional business days. If the applicant or participant is not satisfied with the answer or resolution to the complaint from the Employment Specialist, the applicant or participant may then file an official grievance with the Executive Director or other designee of the SCSEP sub-grantee. The SCSEP applicant or participant must submit a grievance with the sub-grantee’s Executive Director, in writing, within twenty (20) business days of the occurrence of the grievance. NOTE: This applies to the post-mark date of the grievance. This communication process is intended to ensure that complaints receive prompt attention and encourage resolution at the level where the applicant or participant is assigned. The following applies to the applicant’s/participant’s grievance and the applicable timeframes:

1. The SCSEP sub-grantee Executive Director or the Executive Director’s designee will contact the SCSEP applicant or participant within five (5) business days after receiving the written grievance and provide the SCSEP applicant or participant with the opportunity to further discuss the complaint, whether by telephone or in person.

2. The SCSEP sub-grantee Executive Director or the Executive Director’s designee must investigate the SCSEP applicant’s or participant’s grievance before providing the SCSEP applicant or participant with a written response within ten (10) business days after the Executive Director receives the SCSEP applicant’s or participant’s grievance. Note: The designee of the Executive Director cannot be the SCSEP Employment Specialist when the grievance is against the Employment Specialist.

3. If the SCSEP applicant or participant is not satisfied with the SCSEP sub-grantee Executive Director or Executive Director Designee investigation and /or response, the SCSEP applicant or participant may appeal in writing to the Director of the Illinois Department on Aging. This written appeal must be mailed within ten (10) business days after the SCSEP applicant or participant receives the SCSEP sub-grantee Executive Director or designee response. The written appeal must be directed or mailed to: Director, Illinois Department on Aging, Attention: SCSEP Program Manager, One Natural Resources Way, Suite 100, Springfield, Illinois 62702-1271.

4. The Director or a designated representative will provide the SCSEP applicant or participant with a written decision within (10) business days after the appeal is received, unless additional time is required under the circumstances. Allegations determined to be substantial and credible will be investigated and addressed.

If the applicant or participant is not satisfied with the Illinois Department on Aging’s ruling, then in accordance with the Federal Regulations, allegations of violations of Federal law which are not resolved within sixty (60) days under the grantee’s procedures may be directed or mailed to: Chief, Division of Adult Services, Employment and Training Administration, U.S. Department of Labor, 200 Constitution Avenue, NW., Washington, DC 20210. Allegations determined to be substantial and credible will be investigated and addressed. Questions about, or complaints alleging a violation of, the nondiscrimination requirements of Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Section 188 of the Workforce Investment Act of 1998 (WIA), or their implementing regulations may be directed or mailed to: Director, Civil Rights Center, U.S. Department of Labor, Room N 4123, 200 Constitution Avenue, NW., Washington, DC 20210. In the alternative, complaints alleging violations of WIA section 188 may be filed initially at the grantee level. See 29 CFR 37.71, 37.76. In such cases, the grantee must use complaint-processing procedures meeting the requirements of 29 CFR 37.70 through 37.80 to resolve the complaint. REQUIRED ACTION: SCSEP sub-grantees must inform their future SCSEP applicants and current SCSEP participants and host agencies of the revised Grievance Policy and Procedures. Each SCSEP sub-grantee must adapt this new policy and advise new SCSEP applicants or potential SCSEP participants of this Grievance Policy during the enrollment process and upon termination from the SCSEP program. All SCSEP participants that are terminated from the SCSEP program must be given thirty (30) days notice based on the Department on Aging’s termination policies. All current SCSEP sub-grantee handbooks must be updated to include the revised Grievance Policy and Procedures. REQUIRED FORM: Participant Copy: Grievance Procedures (provided upon enrollment, termination, and upon request) IDoA Grievance Form (provided upon enrollment, termination, and upon request)

TERMINATION POLICY Effective Date: October 5, 2011 References: Final Rule, 20 CFR, pt. 641.580 (2010)

This policy is to be applied fairly and equitably to all SCSEP participants. Participants may not be terminated from the program solely on the basis of their age, as there is no upper age limit. SCSEP sub-grantees may not impose an upper age limit for participation in the SCSEP. No SCSEP participant shall be terminated from the program based on age. All participant terminations must be extremely detailed and documented to the fullest extent possible in the participant’s case file. A SCSEP participant will be given an opportunity to correct his/her behavior or conduct, or his/her failure to comply with the IEP requirements, except in cases involving serious harm or imminent threat to health, safety, property, etc. NOTE: If at any point during enrollment the participant makes positive efforts or the participant’s lack of action is justified, the corrective action will be discontinued. The following steps for corrective action will be taken: Step 1: First Formal Warning If a participant displays behavior or conduct outlined in the reasons for “for- cause” terminations or refuses to comply with the IEP requirements, the participant will be given a verbal warning and counseled to correct his/her action(s). Absent extenuating circumstances, the participant will be informed in writing by the sub-recipient Employment Specialist of the requirement to correct his/her behavior or conduct. Step 2: Second Formal Warning When a participant for a second time displays behavior or conduct outlined in the reasons for “for-cause” terminations or refuses to comply with the IEP requirements, the participant will be given a verbal warning and counseled to correct his or her action(s). Absent extenuating circumstances, the sub-recipient Staff Supervisor will send the participant a written warning that he or she has 30 days from the date of the letter to correct his or her behavior or conduct. In the case of an IEP violation, the participant may be directed to complete specific IEP-related tasks. The written warning will include a statement that failure to make improvement or complete the IEP-related tasks will result in termination. Step 3:Termination When a participant does not make improvement in his or her action(s) or for a third time displays behavior or conduct outlined in the reasons for “for-cause” terminations, a letter will be sent notifying the participant that he or she will be exited 30 days from the date of the letter. Participant terminations must be documented to include details in case notes explaining the cause and justification for the termination. Sub-recipient case notes are to be maintained in the participant file. The termination is to be reported on the SCSEP Exit Form and entered into the SPARQ system. Participant Terminations A SCSEP sub-grantee may terminate a participant for cause or otherwise. Upon enrollment in SCSEP a participant shall receive a written copy of the Termination Policy, and the policy will be reviewed during this time. In doing so, the SCSEP sub-grantee inform the participant, verbally and in writing, of the reason(s) for termination.

The SCSEP sub-grantee must give the participant written notice explaining the reason(s) for termination and must terminate the participant thirty (30) days after it has provided the participant with written notice. The SCSEP sub-grantee is not required to permit the participant to work at his/her community service assignment during the 30 days notice of termination. Participants may be terminated for the following reasons:

• Knowingly providing false information during the eligibility process;

• No longer eligible during recertification;

• Due to the 48-Month Participant Time Limitation provision;

• Obtaining employment during SCSEP enrollment; and/or

• Termination for cause. Termination for cause may be one or more of the following provisions/actions:

o Refusal to cooperate in recertifying eligibility; o Frequent tardiness, which consists of three (3) or more unauthorized and

documented occurrences of tardiness at the host agency/training site without good cause or proper notification;

o Frequent absenteeism, which consists of three (3) or more unauthorized and documented absences from the host agency/training site without good cause or proper notification;

o Insubordination, that is, intentionally refusing to carry out an action that is provided via direction or instruction of a SCSEP representative (i.e., host agency supervisor, host agency staff member, and/or sub-grantee representative) without good cause;

o Any action associated with consuming, selling, purchasing, manufacturing, distributing, possessing or using an illegal or non-prescribed drug or being under the influence of alcohol and/or other drugs while performing the host agency training/following tasks as designated by the IEP (Legally prescribed drugs that do not affect the participant’s ability to perform his/her duties as assigned by the host agency are permissible);

o Conviction of a felony or any criminal drug statute for a violation occurring in the workplace while on or off duty, or while on duty away from the workplace;

o Use of abusive, harassing, threatening and/or obscene language or behavior(s);

o Workplace harassment or discrimination on the basis of age, sex, race, color, religion, national origin, marital status, or disability;

o Theft or destruction of sub-grantee or host agency/training site property; o Intentional loss, damage, destruction, or unauthorized use of sub-grantee or

host agency/training site property; o Intentional disclosure of unauthorized records or information; o Participant falsifies time sheets or other official records; o Refusal to accept a different host agency assignment and/or unsubsidized job

offers or referrals *; and/or o Failure or refusal to abide by the IEP and/or to accept IEP–related training

opportunities. * Refusal to accept and/or unreasonable refusal to accept a minimum of three community service assignments, job offers or job referrals to unsubsidized employment. It is up to the sub-grantee to investigate, review and determine whether or not such refusals are grounds for termination. The community service assignments and referrals to unsubsidized employment must be consistent with the IEP and there must be no extenuating circumstances that would hinder the participant from moving to unsubsidized employment.

Other Terminations 1. If, at any time, a SCSEP sub-grantee determines that a participant was incorrectly declared

eligible as a result of false information knowingly given by that individual, the SCSEP sub-grantee must give the participant immediate written notice explaining the reason(s) for termination and may terminate the participant 30 days after it has provided the participant with such written notice. The SCSEP sub-grantee shall not permit the participant to work at his/her community service assignment during the 30 days notice of termination.

2. If, during eligibility verification under 641.505, a SCSEP sub-grantee finds a participant to be no

longer eligible for enrollment, the SCSEP sub-grantee must give the participant written notice explaining the reason(s) for termination and may terminate the participant 30 days after it has provided the participant with written notice. The SCSEP sub-grantee is required to permit the participant to work at his/her community service assignment during the 30 days notice of termination.

3. If, at any time, the SCSEP sub-grantee determines that it incorrectly determined a participant to be

eligible for the program through no fault of the participant, the SCSEP sub-grantee must give the participant immediate written notice explaining the reason(s) for termination and may terminate the participant 30 days after it has provided the participant with written notice. The SCSEP sub-grantee is required to permit the participant to work at his/her community service assignment during the 30 days notice of termination.

Other Termination Requirements When a SCSEP sub-grantee makes an unfavorable determination of enrollment eligibility under paragraph (1), (2), or (3) of the Other Terminations section the individual will be referred to other potential sources of assistance, such as the One-stop Delivery System. SCSEP sub-grantees must provide each participant at the time of enrollment with a written copy of its policies for terminating a participant for cause or otherwise, and must verbally review those policies with each participant. All terminations must be consistent with administrative guidelines issued by the U.S. Department of Labor. The participant must be informed verbally and in writing of the termination by receiving an official Termination Notice, IDoA Form #09-13A. A written copy of the Grievance Policy will be attached to the Termination Notice. The termination must be consistent with the applicable grievance procedures described in §641.910. The Illinois Department on Aging does not offer any individual participant durational limit beyond the maximum of 48 months. No SCSEP participants will be offered or granted an extension beyond the 48 month time limit for participation in SCSEP. This policy will take effect on January 1, 2012. The Department will continue to accept waiver requests for participants whose 48 months will expire on or prior to December 31, 2011 based on the current policy (dated December 17, 2010). REQUIRED ACTION: SCSEP sub-grantees must inform participants and host agencies of the termination policy upon enrollment and participant termination immediately. Each SCSEP sub-grantee must adopt this new policy and advise new or potential SCSEP participants of this termination policy during the enrollment process and again at the time of termination from the SCSEP program. All current host agency agreements must be updated to include this termination policy. REQUIRED FORM:

Participant Copy: Termination Policy and Procedures (provided upon enrollment, termination, and upon request) IDoA Termination Form (provided upon enrollment, termination, and upon request)

BENEFIT LEAVE POLICY Effective Date: July 1, 2012 References: Final Rule, 20 CFR, pt. 641.565 (2010)

Based on the USDOL guidelines cited in the Federal Regulations, IDoA has defined that the benefit leave time offered to an Illinois SCSEP participant shall be the same for current and new SCSEP participants. There is no paid vacation or personal leave. SCSEP sub-grantees may not use SCSEP funds to cover costs associated with the following participant benefits: retirement, annual leave, accumulated sick leave (unused benefit time carried over into a new Program Year), and/or bonuses. The sub-grantee must provide compensation for scheduled work hours for missed training hours due to illness, jury duty, and/or federal holidays, which should be paid if benefit time is still available or in the form of rescheduled work time. This policy defines paid leave in the amount of two (2) hours not to exceed twenty-four (24) hours in a program year to be given at the beginning of each month to the SCSEP participant. As defined, the benefit leave time applies to ten federal holidays when the participants is scheduled to be in training (work) on the day his/her host agency is closed for a federal holiday. Federal Holidays include: New Year’s Day Labor Day Birthday of Martin Luther King, Jr. Columbus Day Washington’s Birthday Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Per Federal Regulations, USDOL clarified that participants’ may not carry over allowable benefit time from one Program Year to the next, nor may the SCSEP sub-grantee provide payment or otherwise compensate participants for unused benefit time (i.e., sick leave). The SCSEP sub-grantee must pay participants for jury duty if benefit time is still available during the program year. When a participant receives jury duty payment, the SCSEP sub-grantee must subtract this payment from any SCSEP training payment. A participant cannot “double-dip”; hence he/she may receive the maximum equivalent of their SCSEP wages while on jury duty. Any amount of jury duty pay that the participant receives from the county/state/federal or the sub-grantee is not includable as income for eligibility purposes during recertification. Time expended during jury duty should not be counted as paid hours on the Community Service Assignment form.

Regardless of your agency and/or your host agencies current internal policies, participants’ benefit time shall adhere to this paid leave policy. REQUIRED ACTION: SCSEP sub-grantees must inform all current and new participants and host agencies of the revised benefit leave policy that authorizes two (2) hours per month, effective July 1, 2012. All sub-grantees must adopt this new policy. All current host agency agreements must be updated to include this benefit leave policy.

BREAKS-IN-SERVICE POLICY Effective Date: May 1, 2014 The Illinois Department on Aging (IDoA) has defined that the option of a Break-In-Service shall be available to all SCSEP participants. The policy defines that a participant’s Break In Service shall not exceed sixty (60) days from the date the break is initiated in the SPARQ system. A Break-In-Service shall be recorded for a SCSEP participant when any delay of more than three (3) days in reassignment occurs. This includes when a participant has ended one host agency assignment, but has not yet begun another. Leaves of absence of four (4) days or more that are properly entered into SPARQ will not be included in calculating the durational limits for projects or participants. A SCSEP participant may be eligible for an additional thirty (30) days, not to exceed a total of ninety (90) days in an applicable Break In Service for health reason(s). The specific health reason(s) that warrant an additional thirty (30) days must be sufficiently documented in the participant’s case file. All SCSEP sub-grantees are required to monitor the participants that are under a Break In Service and adhere to this policy. If a participant exceeds the maximum sixty (60) days (for health reasons 90 days) the participant must be terminated accordingly. Regardless of your agency and/or your host agencies current internal policies, participants’ Break-In-Service shall adhere to this policy. REQUIRED ACTION: SCSEP sub-grantees must inform their current participants and host agencies of the Break In Service policy on or before December 15, 2011. All sub-grantees must adopt this new policy and advise new or potential SCSEP participants of this Break In Service policy during the enrollment process.

TIME LIMITATION POLICY Effective Date: January 1, 2012 Based on the 2006 Amendments to the OAA each SCSEP Grantee, hence sub-recipient must abide by the defined time limitation policy that consists of the average duration an individual participant can be enrolled in the SCSPE program. As the grantee, the Illinois Department on Aging has designated that the time limitation requirement for a participant enrolled in the SCSEP program cannot exceed the lifetime duration for participant which is 48 months (waivers are no longer permissible). The time limitation of 48 months begins for all participants (current and new) enrolled in the program on July 1, 2007 (regardless of any time an individual was enrolled prior to this date). the 48 month time limitation of enrollment is the maximum. Therefore, SCSEP participants may exit the program prior to fulfilling all 48 month and have the option to re-enroll up to the maximum allotted time. The time limitation includes all accrued time a participant has been enrolled in the SCSEP program. Therefore, any individual who enrolls, exits, and re-enrolls in the SCSEP program over a time period beginning July 1, 2007 is allotted participant for a total of 48 months. As of January 1, 2012 the Illinois Department on Aging releases a policy that durational limitation waivers are no longer available to any current and/or new SCSEP participant. REQUIRED ACTION: SCSEP sub-recipients must inform their current participants in the required timeframes as set forth by USDOL. All sub-recipients must adopt this new policy and advise new/potential SCSEP participants of the Durational Limitation Policy during the enrollment process.

IDoA Form #09-01 Updated 5/2014

Section 23. IDoA Participant Forms

Participant Name ___________________________________ PID #: ___ ___ ___ ___ ___ ___ ___ Directions: Write in applicable Program Year (PY) in the right hand column per the 4 allowable PYs of participation.

Form #

File Requirements

Required Timeframe

Updates Completed

PY PY PY PY

09-02 Participant Policy Agreement Initial Enrollment

IDoA SCSEP Brochure Initial Enrollment

Participant Orientation Packet/Folder Initial Enrollment

I-9 Form Initial Enrollment

W-4 Form Initial Enrollment

Residence Verification (copy of driver’s license, I.D./social security card, U.S. mail)

Initial Enrollment

IDL /Time Limitation Policy Notice Initial Enrollment

09-02a Copy of SCSEP Veterans Priority of Service Initial Enrollment

09-03 Physical Examination Initial/Annual

09-04 Physical Examination Waiver Initial/Annual

12-01 Self Attestation Family Size Certification Form Initial/Annual/Upon Change

09-05 Confidential Income Eligibility Worksheet Annual

09-06 Participant Assessment Initial/ Annual

09-06a Participant Semi-Annual Assessment Semi-Annual

09-07 Individual Employment Plan (IEP) Initial/Annual

09-07a Semi-Annual Individual Employment Plan (IEP) Semi-Annual

09-08 Participant Training Documentation Form As Applicable

09-09 Host Agency/Job Training Assignment Description Initial/Upon Change

09-10 Assignment Site Assessment Initial/Annual

12-02 Host Agency Evaluation Initial/Upon Change

09-11 Intent to Supervise Initial/Upon Change

09-12 Participant Eval. Form (Host Agency/Sub-Grantee) Annual/Upon Change

COG SCSEP Participant Form Initial/Annual/Upon Change

COG SCSEP Community Service Assignment Form Initial/Annual

COG SCSEP Unsubsidized Employment Form Upon Exit

COG SCSEP Exit Form Upon Exit

09-13 Termination Notice / Grievance Procedures Upon Termination

10-02 Durational Limitation Exit Notification Form Upon Termination

ILLINOIS DEPARTMENT ON AGING

PARTICIPANT CHECKLIST PART I – Required Forms

SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

IDoA Form #09-01a Updated 5/2014


Participant Checklist PART II – Optional Forms


Participant Name _________________________________________ PID #:___ ___ ___ ___ ___ ___ ___

Directions: Write in applicable PY in the right hand column per the 4 allowable PYs of participation.

IDOA Form

#

File Requirements Required

Timeframe

Updates Completed

PY PY PY PY

Optional Forms

Release of Information (ROI) Initial Enrollment

Permission for Direct Deposit Initial Enrollment/ Upon change

Criminal Background Check Form Initial Enrollment

DD 214 Form Initial Enrollment

12-03 Prior Employment Verification Initial Enrollment

Accident Report(s) Initial Enrollment

12-04 Data Verification of Low Employment Prospects

Initial Enrollment

12-05 Physician Declaration of Severe Disability Initial Enrollment

12-06 Medical Exit Verification Upon Exit

12-07 Case Note Recording Sheet Initial Enrollment



PARTICIPANT POLICY AGREEMENT SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

I do hereby acknowledge that I have received notification either verbally or in writing regarding the following requirements in coordination with the SCSEP program:

I have been informed of the general purpose of the SCSEP program (received IDoA Brochure).

I have been informed of my civil rights, my right to file a complaint, and the manner to file a complaint.

I have been informed of my “individual rights to privacy of personal information.”

I have been informed of prohibited Political Activities.

I have been informed of the Older Americans Act Title V Grievance Procedures.

I have been informed of the Family Size Certification requirement. I understand that if my income

exceeds the limits based on my family size, I will be terminated from the SCSEP program.

I have been informed of what supportive services may be available to me as a participant in the SCSEP program.

I do hereby accept and acknowledge that my entrance into the Title V SCSEP program is of a temporary and non-permanent nature.

I understand that I will be considered for continued and future assignment through Title V only if funds are available at the end of my temporary assignment. Should these funds not be available, I further understand that my name will be referred to job service and/or other employment agencies for services and possible placement.

I have been informed and given a copy of the information regarding SCSEP and Veteran’s Priority of Service.

I have been informed of the Individual Durational Time Limitation of 48 months (program wide 27 months in the aggregate) and Transitional Planning.

I have been informed of the SCSEP program Termination Policy.

I have been informed of the SCSEP program Benefit Leave Policy.

________________________________________________ ______________________ Signature of Participant DATE ________________________________________________ _________________________ Signature of Sub-Recipient Representative’s Signature DATE



SCSEP and Veterans’ Priority of Service SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Who is eligible for priority of service? Veterans and certain spouses, including widows and widowers, are eligible for priority of service. In implementing priority of service, the Department requires that programs use the broad definition of “veteran” found in 38 USC 101(2). That definition means persons who served in the active military, navy, or air service, and who were discharged or released under conditions other than dishonorable. Active service includes full-time duty in the National Guard or a Reserve component, other than full-time duty for training purposes. Spouses may also claim priority for services if they meet certain specified criteria. “Eligible spouse” is defined as the spouse of any of the following (38 USC 4215[a]):

a. Any veteran who died of a service-connected disability b. Any member of the Armed Forces on active duty who, at the time of application for priority, has

been listed in one of the following categories for more than 90 days: (1) Missing in action; (2) Captured in line of duty by a hostile force; or (3) Forcibly detained or interned in line of duty by a foreign government.

c. Any veteran who has a total disability resulting from a service-connected disability, as evaluated by the Department of Veterans Affairs

d. Any veteran who died while a disability was in existence What does providing priority of service mean? Priority of service means that veterans and eligible spouses are given priority over non-covered persons for the receipt of employment, training, and placement services provided under a DOL-funded program. Priority of service for SCSEP means that a covered person who is eligible for SCSEP gets access to SCSEP services instead of or before any non-covered person. How do I verify the status of covered persons? A covered person need not provide verification of status at the time of enrollment. A self-attestation is sufficient to entitle the person to priority of service for a community service assignment and to services provided by grantee or sub-grantee staff, like orientation; however, documentation needs to be provided before the payment of wages or the expenditure of other program funds. Eligibility can be verified using a variety of official documents, including, but not limited to:

• A DD 214 (issued following separation from active duty)

• An official notice issued by the Department of Veterans Affairs that establishes entitlement to a disability rating or award of compensation to a qualified dependent

• An official notice issued by the Department of Defense that documents the eligibility of an individual, based on the missing or detained status of that individual’s active duty spouse

An official notice issued by a state veterans’ service agency that documents veteran status or spousal rights, provided that the state veterans’ service agency requires federal documentation of that information.


Sub-Recipient Representative Signature: ________________________________ Date: ______________


PHYSICAL EXAMINIATION STATEMENT SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Please Complete and Return to: __________________________________________________ ____________________________________________________________________________ Check One: Initial Exam Re-exam

Participant Name: _________________________________________________________________ Address: ________________________________________________________________________ City: _____________________________________ State: ___________ Zip Code: _____________ Please check the following at a minimum:

Temperature Blood Pressure Lungs Pulse Heart Vision Limitations/Special Precautions:______________________________________________________ Medication:______________________________________________________________________ Drug Allergies:___________________________________________________________________ Recommendations/Comments/Special Instructions:______________________________________ If this individual has a medical problem which in your judgment requires further attention or treatment, please explain and indicate whether you have informed this individual of this fact. ________________________________________________________________________________ ________________________________________________________________________________ For participation in the Senior Community Service Employment Program, I authorize the completion of this physical report form and the release to the sponsoring agency as part of the application process. Participant Signature: _______________________________________________________________

EXAMINER'S NAME (PRINT) PHONE # ( )

EXAMINER'S SIGNATURE

DATE OF EXAMINATION

ADDRESS

CITY STATE ZIP CODE



PHYSICAL EXAM REQUEST SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Yes, I do hereby request a physical examination as it is my right under the provision

of the Senior Community Service Employment Program of the Older Americans Act.

No, I do hereby decline and waive my right to a physical examination under the

provision of the Senior Community Service Employment Program of the Older Americans

Act.

_____________________________________ _____________ Participant Signature Date ______________________________________ _____________ Sub-Recipient Representative Signature Date

[Type text]



FAMILY SIZE CERTIFICATION SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Participant’s name: ____________________________ PID: __ __ __ __ __ __ __ Participant’s current address: ___________________________________________________ I,__________________________, do hereby certify that the household size for

_______________________________is a family size of _________________.

Participant Name Household Number

I understand that the individual name above has applied for or is being (re)certified for the Senior Community Service Employment Program (SCSEP), and that the sub-recipient agency will rely on this certification in determining his or her eligibility under applicable federal laws and regulations.

I further certify that the information provided above is true and correct, to the best of my knowledge and belief.

The sub-recipient agency may contact me at the address and telephone number provided below if additional information is required for SCSEP eligibility.

(please print)

____________________________________ ______________________________

Name Signature ____________________________________ ______________________________ Address Telephone ____________________________________ Relationship to Applicant/Participant

______________________________________ _____________ Applicant/Participant Signature Date ________________________________________________ ________________ Sub-Recipient Representative Signature Date



CONFIDENTIAL INCOME ELIGIBILITY WORKSHEET SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

INSTRUCTIONS:

Name: Enter the participant’s full name (Last, First, Middle Initial) PID#: Enter the participant’s assigned PID number. Original Enrollment / Recertification: Check the box that appropriately describes the participant’s enrollment status. Number in Family: Determine and enter the number of people in the participant’s family. Date: Enter the date the Confidential Income Eligibility Worksheet is completed. SOCIAL SECURITY CALCULATION: Social Security Amount: Enter the amount of Social Security the participant and spouse (if applicable) receive monthly. After entering the monthly amount, the formulas in the worksheet will calculate the remaining amounts (25% of Social Security, 75% of Social Security, 6 Month Amount and 12 Month Amount) and add them in the Social Security Total row. OTHER INCOME: Pensions or Retirement Income: Enter the monthly amount of pension or retirement income received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Wages: Enter the monthly wages received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Self-Employment Income: Enter the monthly amount of self-employment income received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Interest Over $3,000 Annually: Enter the monthly amount of interest – if it is over $3,000 annually – received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Survivor Benefits: Enter the monthly amount of survivor benefits received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts.


Rent, Royalty, Estate, Trust: Enter the monthly amount of rent, royalty, estate or trust received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Educational Assistance: Enter the monthly amount of educational assistance received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Alimony: Enter the monthly amount of alimony received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. Other: Enter the monthly amount of any other income received by the participant, spouse and other family members (if applicable). The formulas in the worksheet will multiply the amounts to find the 6 month and 12 month amounts. After amounts are entered for the participant, spouse and other family members in each of the listed rows, the totals will appear in the Other Income Total row for 6 months and 12 months. In the row labeled Total Family Income, the total income for 6 months and 12 months will be carried down, from adding the Social Security Total row and Other Income Total row. NOTE: An example of ‘other’ would be listing the individuals’ SSDI amount in this section of the form. Participant Signature: The participant must sign and date this document, verifying its accuracy. Sub-Recipient Representative Signature: A representative from the sub-grantee must sign and date this document, verifying its accuracy.


______________________________ __ __ __ __ __ __ __

Print Participant’s Name PID Number

___ _______________________

Employment Specialist Date Assessment Completed

I. Goal(s): Employment Job Skills Training Other

Specific Goal:

Are you actively looking for a job? Yes No

What are you doing to find employment?

II. Program Requirements: Registered at One-stop? Yes No

Registered with Illinois JobLink or other job-search engine? Yes No

If Yes, Illinois JobLink/other location:_______________ Frequency of checking of site: ____________,

Date of last Contact with JobLink/other:________________.

III. Availability and Preferences: Hours available to work: (Check all that apply)

Full Time Part Time Days Evenings Weekends

Acceptable lowest wage for unsubsidized job?

Acceptable lowest yearly income limit (unsubsidized)?

Desired location for unsubsidized job:

Area (in miles) willing to travel for unsubsidized job: _________________________

Transportation: Own car Access to a car Bus/City Transport service Other: _________.

Any Medical restrictions? (Optional)

Any Functional limitations? (Optional)

Other factors to consider (e.g., caregiver, family obligations)?

IV. Educational Background and Interest: Last grade completed: Degrees:

12=HS senior HS Diploma, GED, 2-yr, BA, BS, MS, MBA

Skills and aptitudes: Include licenses, certificates, talents including math, typing, people skills, etc.

Area of special interest/abilities:


PARTICIPANT ASSESSMENT SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM


I would like to learn more about:

Please rate your Reading skills: Excellent Good Fair Poor

Please rate your Math skills: Excellent Good Fair Poor

Please rate your Writing skills self-report: Excellent Good Fair Poor

Please rate your People skills self report: Excellent Good Fair Poor

Comments:

V. Potential Areas for Training and/or Additional Support: What are some barriers or difficulties that you feel may impact your ability to conduct a successful and

active job search? (Your responses have no bearing on your qualification for the program and serve to

help identify other resources that may be available to support you.)

Check all items that you feel may impact your ability to obtain unsubsidized work.

Age Education Limited English

Dependent Care Health/Disability Self confidence

Earnings will decrease Housing Transportation

Other benefits Job Search Skills Work experience

Other/Detail:

VI. Supportive Services: Have Supportive services been offered or utilized? No Yes

If yes, discuss how they have been utilized: ________________________________________________

____________________________________________________________________________________

___________________________________________________________________________________


VII. Work Skills History:

Employer/Position Title Duration/End Date Reason for Leaving Skills Utilized

VIII. Additional Skills, Interests and Hobbies / Options for Growth:

Please identify life skills from unpaid, volunteer, military and homemaking skills or vocational

training. Please include hobbies and interests:

Bookkeeping Fashion/decorating Public speaking

Building trades Fixing things Reading

Caring for adults Gardening Receptionist/telephone

Caring for children Sales Typing/keyboarding

Caring for animals Health care Secretarial

Cashier Homemaking Sewing

Clerical Languages Sports

Coaching Leadership Supervising

Computers Maintenance Teaching

Creative arts Mechanics Teamwork

Customer service Music Technical

Driving Organizing things Travel

Exercise Activities Problem solving Other Skill(s):

Briefly identify what skill(s) you wish to obtain during your enrollment in SCSEP:


IX. Additional Skills, Interests and Hobbies / Options for Growth (continued):

What do you value most in a job? Check the three (3) most important to you:

Achievement Helping others Using skills I have

Being with children Leadership Wages

Business goals Learning new skills Working with people

Challenge Making decisions Working with my hands

Creativity Recognition Working on my own (Independently)

Flexibility Self-Confidence

Friendship Technology

What types of training/jobs (or positions) interest you most?

_

What motivates you to learn more at a training/job site?

Participant’s Signature Date

Interviewer’s Signature Date

The Senior Community Service Employment Program is funded by a US Department of Labor grant administered by the Illinois Department on Aging through the Provider Service Area in the State.


Illinois Department on Aging

Participant Assessment Instructions – Part One Senior Community Service Employment Program

SCSEP Assessment Purpose:

The SCSEP Assessment Form is to assess each participant to determine the most suitable SCSEP assignment

and to identify the appropriate training (community service objectives) for the individual. The assessment tool

assists the participant and SCSEP staff to form a complete picture of the participant's job skills. __________________________________________________________________________________________________

Participant’s Name: Print the SCSEP participant’s full name, including middle initial.

PID Number: Enter the SCSEP participant’s assigned PID number

Employment Specialist: Print the SCSEP Employment Specialist’s name.

Date Assessment Completed: Enter the date the assessment is completed

I. Goal(s):

Select either: “Employment”, “Job Skills Training” or “Other” to describe the goal being assessed.

Specific Goal: Write the specific goal being assessed.

Are you actively looking for a job? Check either “Yes” or “No” indicating if you are or are not actively

looking for a job.

What are you doing to find employment? Enter specific steps taken to find employment.

II. Program Requirements:

Registered at One-stop? Check either “Yes” or “No” indicating if you are or are not registered at One-stop.

Registered with Illinois JobLink or other job-search engines? Check either “Yes” or “No” indicating if you

are or are not registered with Illinois Skills Match.

Yes? If registered with Illinois JobLink, indicate which location, your frequency of checking the site and the

date of your last contact with JobLink.

III. Availability and Preferences:

Hours available to work: Check each category that you would be available and willing to work.

Acceptable lowest wage for unsubsidized job: Enter the lowest wage you will accept for unsubsidized work.

Acceptable lowest yearly income limit (unsubsidized): Enter the lowest yearly income you will accept for

unsubsidized work.

Desired location for unsubsidized job: Enter the desired location (city) for unsubsidized work.

Area (in miles) willing to travel for unsubsidized job: Enter the amount of miles you are willing to travel for

unsubsidized work.

Transportation: Mark whether you own a car, have access to a car to use, could use the bus/city transport

service, or other. If other is marked, please list the other mode(s) of transportation available to you.

Any medical restrictions (Optional): List any medical restrictions you may have (this section is optional).

Any functional limitations (Optional): List any functional limitations you may have (this section is optional).

Other factors to consider: List any other factors you wish to be considered. May include factors like caregiver

and/or family obligations.

IV. Educational Background and Interest:

Last grade completed: Enter the last grade completed on a numerical scale – high school senior being 12.

Degrees: List any and all academic diplomas and you have received.

Skills and aptitudes: Enter all licenses, certificates, talents including math, typing, people skills, etc.

Area of special interest/abilities: Enter any special interests and abilities that will help you in specific areas of

employment.


I would like to learn more about: Enter any educational or interest area that you would like to learn more

about.

Please rate your reading skills:

Please rate your math skills:

Please rate your writing skills:

Please rate your people skills:

Enter whether your skills are excellent, good, fair or poor. These should all be self-reported to the best of the

participant’s ability. List any comments you may have in the “Comments” section.

V. Potential Areas for Training and/or Additional Support:

Check all items that you feel may impact your ability to obtain unsubsidized work:

Mark as few or as many areas may impact your ability to obtain unsubsidized employment. If not in the list,

enter onto “Other/Detail” section.

VI. Supportive Services

Have supportive services been offered or utilized? Check either yes or no if supportive services have been

offered or utilized at the time of the assessment.

If yes, please discuss how they have been utilized. Discuss how supportive services have been utilized for the

participant. Attach documentation if needed.

VII. Work Skills History:

Work history should be listed starting with most current information.

Employer/Position Title: Enter the employer and the position title held.

Duration/End Date: Enter your length of employment at the corresponding employer and the end date of

employment.

Reason for Leaving: Enter the reason you left this position.

Skills Utilized: List all skills you learned and/or used during this employment.

VIII. Additional Skills, Interests and Hobbies / Options for Growth:

Mark or list any life skills learned from unpaid, volunteer, military and homemaking work or vocational

training. Please include interests and hobbies also. If not in the list, please enter in the “Other Skills” section.

Briefly identify what skill(s) you wish to obtain during your enrollment in SCSEP:

Write any skills that you wish to obtain during your enrollment in SCSEP

IX: Additional Skills, Interests and Hobbies/ Options for Growth (continued):

What do you value most in a job? Check the three most important to you:

Mark three characteristics, from the list, that are most important to you in your place of employment.

What types of work or job interest you most?

List any type of work that interests you the most

What motivates you to learn more at a training/job site?

List anything that motivates you to learn more at a training/job site?

Participant’s Signature/Date: The SCSEP participant must sign and date verifying the documents accuracy.

Interviewer’s Signature/Date: The SCSEP interviewer must sign and date verifying the documents accuracy.



PARTICIPANT SEMI-ANNUAL ASSESSMENT SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

__________________ __ __ __ __ __ __ __ __ _______________________ Participant’s Name PID Date Assessment Completed

___________________________ ___________________ _________________________ Employment Specialist Date of Initial Assessment Date of Previous Assessment (if any)

The Participant Semi-Annual Assessment is to be based on the initial Participant Assessment. List changes to the initial

Participant Assessment under the appropriate category. Document if no changes have occurred.

I. Goals

II. Program Requirements

III. Availability and Preferences

IV. Educational Background and Interests

V. Potential Areas for Training and/or Additional Support Were Supportive Services utilized? Yes No If yes, discuss________________________________________

VI. Work Skills History

VII. Additional Skills, Interests and Hobbies/Options for Growth

___________________________________ ______________________ Participant’s Signature Date ___________________________________ ____________________________ Interviewer’s Signature Date


___________________________________ _ _ _ _ _ _ _ _ Participant Name PID Number

__________________ __________________ Date Date of Last IEP

What do you hope to gain from the SCSEP?

__________________________________________________________________________________ __________________________________________________________________________________

__________________________________________________________________________

What are your reasons for seeking training/employment? __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

What do you want to learn at your host site?

__________________________________________________________________________ __________________________________________________________________________

If any barriers to employment exist at this time, list them and steps to overcome them: ___________________________________________________________________________________ ___________________________________________________________________________________

___________________________________________________________________________ ___________________________________________________________________________

The following are basic talking points that each sub-recipient should discuss with the participant during the completion of this IEP: Yes No

1. Searched for jobs on web-based job search engines? Which specific sites? __________________________________________________________________

2. Updated my resume (and put it on file at the sub-recipient office)?

3. Written individual cover letter for each job I apply for?

4. Completed training specific toward employment I want to apply for?

5. Spoken to an employer in the field I want to secure employment?

6. Spoken to someone working in the field I want to secure employment?

7. Completed general job search training?

8. Completed interviewing skills training?

9. Applied for a job on-line with minimal to no assistance?


Individual Employment Plan SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM


The following goals and action steps outline participant’s individual employment goals. You must complete at least 3 goals and action steps (more can be included as needed).

Goal #1:_____________________________________________________ Action Step(s):_________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

Timeline:

3 months 6 months

12 months

Other _________


Timeline:

3 months 6 months

12 months Other

____________


Timeline:

3 months 6 months

12 months Other

_________

Sub-Recipient’s comments on why goals were unmet: _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Sub-Recipient’s comments on necessary action(s) needed to meet unmet goals: _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ To help complete the above goals, the participant will train at the following community service assignments for the following amounts of time.


AGENCY START DATE END DATE

This is my plan and I want to achieve it. Therefore, I will take the action(s) listed above to achieve my goals and find meaningful work that I enjoy doing. Together with the Employment Specialist, I will re-evaluate my goals and my actions within six (6) months to more fully understand what I have achieved, and where I can focus more effort. __________________________________________________ ___________________________________

Participant Signature Date I certify that this Individual Employment Plan was completed in cooperation with the Participant, and I will work with the Participant to achieve it. After six months, we will re-evaluate these goals to more fully understand what has been achieved and where we can focus more effort. __________________________________________________ ____________________________________

Sub-Recipient Representative Signature Date

Please be aware that failure to follow your outlined IEP may lead to disciplinary action, including termination of your enrollment in the SCSEP program.


Illinois Department on Aging

Individual Employment Plan Instructions Senior Community Service Employment Program

Purpose of Individual Employment Plan (IEP):

The IEP is utilized in conjunction with the Participant Assessment to develop goals toward

locating unsubsidized employment for a SCSEP participant. Information from the Participant

Assessment and interactive discussions between the Employment Specialist and the participant

are utilized to develop a specific plan (i.e, goals) that will enable success in the participant's job

search. This is a participant driven document.

The IEP must be reviewed every six (6) months to evaluate the progress of each participant in

meeting the objectives as outlined on the IEP. This evaluation of the IEP will determine the

appropriateness of the participant’s current Community Service Assignment and host agency

placement. The IEP review tracks the progress the participant has/has not made while assigned

at a host agency and/or involved with outlined training opportunities. Overall, the IEP is to assist

the SCSEP participant to reach his/her individual employment goals.

________________________________________________________________________

Instructions for IEP: Name: Enter the name of the SCSEP participant.

PID Number: Enter the participants’ assigned PID number.

Today’s Date: Enter the date the IEP is filled out.

Date of Last Review: Enter the date of the last participant review.

What do you hope to gain from the SCSEP?

Enter a statement describing what the participant would like to gain from the SCSEP..

What are your reasons for seeking training/employment?

List specific reasons for seeking employment.

What do you want to learn at your host site?

Enter a statement describing what the participant would like to learn at their host site.

If any barriers to employment exist at this time, list them and steps to over come them.

Barriers to employment should be discussed, if any barriers to employment are recognized, they

should be listed. Steps to overcome the listed barriers should be discussed and written.

The following are basic talking points that each sub-recipient should discuss with the

participant during the completion of this IEP:

Mark any activities that have been completed or have not been completed.

1. Searched for jobs on web-based job search engines? Which specific sites? List any web-

based search engines that the participant may have looked at for jobs.










Write down your employment goals and action steps to achieve the goal. You can write as

many long-term goals and actions as you like.

Enter employment goals and actions to achieve the goals, as specifically as possible. After

writing the goals and actions, set a date for completion in the Timeline box.

Sub-Recipient’s comments on why goals were unmet;

If a goal is unmet by the date agreed upon completion, the Employment Specialist should list

why this goal is unmet and any other comments that correlate.

Sub-Recipient’s comments on necessary action(s) to meet unmet goals;

If a goal is unmet by the date agreed upon completion, the Employment Specialist should list

why this goal is unmet and any other comments that correlate.

Host Agency Rotation: The Sub-Recipient shall base the host agency placement on the participant’s IEP to assist in

achieving the above goals, the participant will complete training at the applicable host agency.

Each sub-recipient may have an IEP evaluation process beyond the required semi-annual and

annual to decipher that the current Host Agency is meeting the participant’s needs and goals.

Upon an IEP evaluation the Sub-Recipient may choose to rotate the participant at anytime. If the

participant is rotated to a new host agency, the sub-recipient must document it in the case file and

declare the basis of the rotation.

Agreements: Participant Signature: The SCSEP participant shall sign and date the document verifying its

accuracy.

Sub-Recipient’s Signature: The SCSEP employment specialist shall sign and date the

document verifying its accuracy.

Please reinforce that if the participant fails to follow their IEP this may lead to disciplinary

action, including termination of their enrollment in the SCSEP program



Semi-Annual Individual Employment Plan SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

___________________________________ _ _ _ _ _ _ _ _ Participant Name PID Number

___________________________ ____________________ Date Date of Last IEP

What have you learned at your host site? What do you want to learn? __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________

What things do you believe you excel at in your current host site?

__________________________________________________________________________ __________________________________________________________________________

__________________________________________________________________________________ If any barriers to employment exist at this time, list them and steps to overcome them: ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________

The following are revised goals and action steps that are outlined on the participant’s original Individual Employment Plan. You must correlate this revision with the original IEP (as needed). If a previous goal or action step has been accomplished, please identify a new one on this form by crossing through the ‘revised’ word.

Revised Goal #1:______________________________________________ Action Step(s):_______________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

Timeline:

3 months 6 months

12 months Other

_________

Revised Goal #2:______________________________________________ Action Step(s):_______________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

Timeline:

3 months 6 months

12 months Other

_________

Revised Goal #3:_____________________________________________ Action Step(s):_______________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

Timeline:

3 months 6 months

12 months Other

_________


Employment Specialist’s comments on why goals were unmet: _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Employment Specialist’s comments on necessary action(s) needed to meet unmet goals: _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________

Basic talking points that each sub-recipient should discuss with the participant during the completion of this IEP: Yes No

1. Searched for jobs on web-based job search engines? Which specific sites? __________________________________________________________________









To help complete the above goals, the participant will train at the following community service assignments for the following amounts of time.

AGENCY START DATE END DATE

This is my plan and I want to achieve it. Therefore, I will take the action(s) listed above to achieve my goals and find meaningful work that I enjoy doing. Together with the Employment Specialist, I will re-evaluate my goals and my actions within six (6) months to more fully understand what I have achieved, and where I can focus more effort. __________________________________________________________________________________________________________________

Participant Signature Date I certify that this Individual Employment Plan was completed in cooperation with the Participant, and I will work with the Participant to achieve it. After six months, we will re-evaluate these goals to more fully understand what has been achieved and where we can focus more effort. __________________________________________________________________________________________________________________ Sub-Recipient Representative Signature Date Please be aware that failure to follow your outlined IEP may lead to disciplinary action, including termination of your enrollment in the SCSEP program.



PARTICIPANT TRAINING DOCUMENTATION SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Participant Name: PID:

Training Date

Name/Type of Training

Participant Initials

Specialist Initials



HOST AGENCY/JOB TRAINING ASSIGNMENT DESCRIPTION SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Participant Name: _________________________________ PID# ___ ___ ___ ___ ___ ___ ___

Title: ___________________________ Home Phone: ___________________________________

Hours Assigned per Week: _______ Days Assigned per Week: ____________________________

Performed Duties (Daily): _________________________________________________________

______________________________________________________________________________

Other Duties If Time Permits: _______________________________________________________

Host Agency Name: _____________________________________ Telephone: _______________

Host Agency Address: ____________________________________________________________

_______________________________________________________________________________

I, ___________________, do hereby affirm that I have read and fully understand the duties and (Participant) responsibilities of the position _________________________________________________.

I further agree to be evaluated annually on my performance of the stated duties and responsibilities.

Participant Signature: ________________________________________ Date: _____________ Host Agency Supervisor Signature: _____________________________ Date: _____________ Sub-Recipient Signature: _____________________________________ Date: _____________



ASSIGNMENT SITE ASSESSMENT SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

This form is to assure that participants experience a safe and healthful working condition while at the host agency community service assignments and while they are in other training or activities during hours of SCSEP participation.

Initial Annual New Host Agency Site

1. Site Location _________________________ Site Telephone #: (__)__________ 2. Site Address: _____________________________ _____________________________

DIRECTIONS: Please check one box for each question below: 3. Assignment Site is Located: Inside Outside 4. Name of participant’s on-site supervisor: ___________________________ 5. Total number of participants supervised: ___________________________ 6. Is adequate transportation available? Yes No 7. Is assignment site considered clean? Yes No If No, list unclean conditions _______________________________________________________ ______________________________________________________________________________ 8. Is assignment considered unhealthy? Yes No If Yes, list hazards _______________________________________________________________ ______________________________________________________________________________ 9. Is supervision acceptable? Yes No If No, state why not ______________________________________________________________ ______________________________________________________________________________ 10. Is worksite considered safe? Yes No If No, list unsafe conditions ________________________________________________________ ______________________________________________________________________________ 11. Comments:__________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ _____________________________ _______________ Participant's Signature Date

__________________________ _____________ Host Agency Supervisor's Signature Date

___________________________ _____________ Sub-Recipient's Signature Date



INTENT TO SUPERVISE SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Participant Name: _____________________________ PID# ___ ___ ___ ___ ___ ___ ___ I, ____________________________________, ____________________________________ (Supervisor's Name) (Supervisor's Position Title) do hereby agree to perform the activities listed below for the enrollee assigned and funded through this application in the position of _________________________________________, (Participant Position) during his or her assignment with __________________________________________, under (Name of Organization) Title V, the Senior Community Service Employment Program, of the Older Americans Act.

1. Provide orientation, ongoing supervision, and on-the-job training. 2. Facilitate other appropriate training opportunities. 3. Authorize attendance and travel records. 4. Attempt to facilitate placement in non-subsidized employment. 5. Other (Please specify): _______________________________________________

____________________________________________________________________

____________________________________________________________________

Participant Signature: ________________________________________ Date: _____________ Host Agency Supervisor Signature: _____________________________ Date: _____________ Sub-Recipient Signature: _____________________________________ Date: _____________



PARTICIPANT EVALUATION FORM SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

This form shall be utilized by either the Employment Specialist or the Host Agency to evaluate the participant.

Recertification Upon Change (annually) Reason:_________________________

Participant Name: _________________________________________________ PID __ __ __ __ __ __ __

Evaluator: __________________________________________ Evaluation Date ____________________

Host Agency: __________________________________________________________________________

Participant Position Title: __________________________________Date of Assignment: ______________

Length in Position: ____________________ Supervisor: _________________________________________

Rate the accuracy of each statement about the participant on the listed scale:

(1) Unacceptable (2) Poor (3) Average (4) Above Average (5) Exceptional

Directions: Please circle the applicable score for each questions listed below; a score of (1) being the lowest and (5) being the highest.

Participant reports to work on time: 1 2 3 4 5

Participant performs duties accurately and completely: 1 2 3 4 5

Participant is reliable and works assigned hours: 1 2 3 4 5

Participant maintains professional relationship

with coworkers and supervisors: 1 2 3 4 5

Participant accepts directions and suggestions well: 1 2 3 4 5

Participant interacts professionally with public and clients: 1 2 3 4 5

Participant dresses appropriately for the job and maintains

a well-groomed appearance consistent with job tasks: 1 2 3 4 5

The participant should receive and overall rating of: 1 2 3 4 5

Comments: _____________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_________________________________ ___ _ ______________

Participant’s Signature Date ____________ Sub-Recipient or Host Agency Representative Signature Date



HOST AGENCY EVALUATION SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

This form shall be utilized by the Sub-Recipient (Employment Specialist) in cooperation with the Host Agency Supervisor to evaluate a Host Agency. Sub-Recipient Agency: ___________________________________________________________________

Evaluator: __________________________________________ Evaluation Date ___________________

Host Agency: __________________________________________________________________________

Position Title(s): __________________________________ Current Host Agency Agreement Yes No

Host Agency Contact/Supervisor: _________________________________________

Rate the accuracy of each statement about the current Host Agency on the listed scale:

(1) Unacceptable (2) Poor (3) Average (4) Above Average (5) Exceptional Directions: Please circle the applicable score for each questions listed below; a score of (1) being the lowest score and (5) being the highest score.

Does the Host Agency provide viable training to the participant(s)? 1 2 3 4 5

Does the Host Agency provide adequate orientation? 1 2 3 4 5

Does the Host Agency support technical training? 1 2 3 4 5

Does the Host Agency provide a job description? 1 2 3 4 5

Does the Host Agency provide reliable assigned hours? 1 2 3 4 5

Does the Host Agency communicate changes in assignment duties/hours?

1 2 3 4 5

Does the Host Agency discuss the participant’s progress? 1 2 3 4 5

Does the Host Agency actively participate in the IEP process? 1 2 3 4 5

Is the Supervisor on-site and available to the participant? 1 2 3 4 5

Does the Host Agency consider participants for unsubsidized positions? If not possible, does the agency

support/assist with job search? 1 2 3 4 5

Comments: ____________________________________________________________________________

_____________________________________________________________________________________________________________________ _________________________________ ___ _ ______________

Host Agency Representative Signature Date

____________ Sub-Recipient /Employment Specialist Signature Date



Individual Durational Limitation Exit Notification SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Name of Participant: ___________________________ PID: __ __ __ __ __ __ __

Date of Notification: _ __ _______________ Date of Durational Expiration: _______________ The Individual Participant Durational Limitation under the SCSEP program is defined based on the Older Americans Act (OAA), SCSEP Federal Regulations, and the Illinois Department on Aging requirements. You are currently ineligible to continue to participate in the SCSEP program beyond the maximum duration of forty-eight (48) months in the aggregate (whether or not consecutive), from the date of July 1, 2007 or the date of which you have enrolled in the SCSEP program. As a SCSEP participant you have been notified verbally and in writing that you are ineligible for an extension of time on the SCSEP program due to the Illinois Department on Aging policy that we do not grant waiver extension as of January 1, 2012. The SCSEP Grantee is required to notify you 12 months in advance prior to your 48-month individual durational limit expiration date. You cannot extend your time enrolled in the SCSEP program because the Illinois Department on Aging does not grant durational limitation waivers for any current/new SCSEP participants effective January 1, 2012. The Illinois Department on Aging has implemented this statutory individual participant durational limit of 48 months without the possibility of extensions. Please note I will remain available to assist you in your employment search into a more permanent position throughout this important time period. I will be more than happy to help you if you would like assistance in your future plans to locate employment leads by utilizing resources for interviews, job-searches, on-line job applications, and updating your resume/cover letter. We want to give you every opportunity to find employment and I am here to support you. If you need assistance or have questions please contact me directly.

I have been notified 12 months in advance of my 48-month individual durational limit and was given a copy of the Time Limitation Policy. Participant’s signature:________________________________ Date:________________

I have been notified 6 months prior to my individual durational limit.

Participant’s signature:_________________________________ Date:_______________

I have been notified 30 days prior to my individual durational limit.

On this date __________________________________________, certifies that the participant listed is no longer eligible for (Name of SCSEP Sub-Recipient)

the SCSEP program based on his/her durational limitation. Thus, the SCSEP participant is ineligible to remain enrolled or re-enroll in the SCSEP Program. _____________________________________ _____________________ Signature of Participant Date ___________________________________ _____________________ Signature of Sub-Recipient Representative Date

IDoA Form #09-13

Updated 5/2014


TERMINATION NOTICE


HOST AGENCY INFORMATION Host Agency: Address:

Phone Number: ( ) Supervisor’s Name:

PLACEMENT DATA

Name (Last, First, Middle Initial):

PID Number: ___ ___ ___ ___ ___ ___ ___

Home Address (Number, Street, City, State, Zip Code):

Home Telephone Number: ( )

Reason For Termination: Please mark the reason for termination

No Longer Eligible for SCSEP

Refusal to cooperate in recertifying eligibility

Frequent tardiness (3 or more incidents)

Frequent Absenteeism (3 or more incidents)

Insubordination

Non-compliance with the substance abuse policy

Conviction of a felony or any criminal drug statute

Uses obscene language or abusive behaviors

Workplace harassment or discrimination

Theft or destruction of property

Intentional loss, damage, destruction, or unauthorized use of property

Intentional disclosure of unauthorized records or information

Participant falsifies timesheets or other official records

Refusal to accept a different host agency assignment and/or unsubsidized job offers

Failure and/or refusal to abide by the IEP

Administrative Leave of Absence

Other:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Comments: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Sub-Recipient’s Signature:

Date:

IDoA Form #05-00

Updated 5/2014

Host Agency: (name, address, phone #) ________________________________ ________________________________ ________________________________


GRIEVANCE FORM SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Name of Complainant: _________________________ Address of Complainant: _______________________ City, State, Zip: ______________________________ Phone Number: ______________________________ Job Title: ___________________________________

SCSEP Participant

Participant PID# __ __ __ __ __ __ __

Sub-Recipient

Other: ___________________

Date of Alleged Violation: __________________ Supervisor:

Facts Surrounding Violation:

Witness(es) to Violation:

Remedy Sought by Complainant:

____________________________________________________ ______________ Signature of Complainant Date

OFFICE USE ONLY: Date of Complaint Received: _______________________ Signature of Accepting Agency:_______________________________________


Illinois Department on Aging GRIEVANCE PROCEDURES

Senior Community Service Employment Program

As an enrollee of the Older Americans Title V Senior Community Service Employment Program which is funded by the U.S. Department of Labor, you are guaranteed due process of a fair decision on any complaint arising between the project sponsor and an enrollee.

You are assured against complaints of alleged discrimination on the basis of race, color, sex, religion, national origin, handicap, or age.

EQUAL EMPLOYMENT OPPORTUNITY ASSURANCES

Equal Employment Opportunity Assurances are applicable while you are: being registered, interviewed, counseled or tested; working or attending classes as part of the project; participating in any other activity of the project.

These assurances mean you must be provided an equal opportunity to use all facilities available at the project; to receive all benefits available to enrollees; and to use all services provided to enrollees.

➤ You cannot be required to work, train or receive services in buildings which are unsanitary,

hazardous or dangerous to your health or safety.

➤ You cannot be coerced, commanded, or advised to pay, lend or contribute anything of value to a

party, committee, organization, agency or person for political purposes.

If you feel that you are a victim of unfair treatment, harassment or discrimination by a supervisor, manager, coworker, or if you are a host agency please follow these steps:

(a) You are requested to discuss a problem or grievance with your Employment Specialist, either by telephone or in writing, within (5) working days of the occurrence of the complaint. This communication process is intended to insure that complaints receive prompt attention and encourage resolution at the level where you are assigned. Your employment Specialist will then work with you to provide a solution or explanation within (10) additional working days.

(b) If you do not receive a satisfactory answer or resolution to the complaint from your Employment Specialist, you should then fill out the attached grievance form (to the best of your knowledge) as completely as possible, listing all pertinent facts, and (if they exist) any witness(es) to the charge or complaint being made, and send it to the local Area Agency on Aging Director. This complaint must be mailed within five (5) working days after you receive the response from your Employment Specialist. The Agency Director will contact you within ten (10) working days after receiving your written grievance and provide you with the opportunity to further discuss your complaint, whether by telephone or in person. The Agency Director may investigate your grievance before providing you with a written response. The response will be


mailed to you within twenty (20) working days after the Director receives your grievance, unless additional time is required under the circumstances.

(c) If you are not satisfied with the Area Agency Director’s investigation and /or response, you may appeal in writing to the Director of the Illinois Department on Aging. This written appeal must be mailed within (5) working days after you receive the Area Agency Director’s response. This written appeal must be mailed to:

Director Holton Illinois Department on Aging One Natural Resources Way, Suite 100 Springfield, Illinois 62702

The Director or a designated representative will provide you with a written decision within (10) working days after your appeal is received, unless additional time is required under the circumstances.

(d) (1) If you are not satisfied with the decision of the Illinois Department on Aging’s Director and your complaint alleges discrimination on the basis of race, color, religion, sex, national origin, handicap, or age, you may file a complaint with the following:

Director of Civil Rights U.S. Department of Labor 100 Constitutional Drive Washington, D.C. 20210

(2) Complaints alleging other violations of the law may be filed with the following:

Division of Older Worker Programs Employment and Training Administration U.S. Department of Labor 100 Constitutional Drive Washington, D.C. 20210



PRIOR EMPLOYMENT VERIFICATION SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Participant’s Name:________________________________ PID: __ __ __ __ __ __ __ Directions: Please check the appropriate Box.

I, ___________________________________ do hereby certify attest the following with regard to my employment status at the time of participation in the Senior Community Service Employment Program (SCSEP):

At the time of participation, I attest that I am not employed, and further certify that the following apply to my specific situation. Currently, I do not participate in the following work duties/activities:

…complete work as any type of paid employee;

…complete work at in my own business, profession, and/or farm work;

…complete fifteen (15) hours (or more) as an unpaid worker in any agency or business operated by an related/non-related family member; and/or

…have a job or business from which I was temporarily absent because of illness, bad weather, vacation, labor management dispute, or person reasons.

______________________________________________ ___________________ Participant Signature Date

______________________________________________ ___________________ Sub-Recipient Representative Signature Date



DATA VERIFICATION of LOW EMPLOYMENT PROSPECTS SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

PID: __ __ __ __ __ __ __

I,________________________________________________, do hereby attest that at a minimum of one of the following barriers exist that will limit my employment opportunities: Please check the following that applies:

Disability;

Homeless or at risk of homeless;

English language proficiency;

Lack high school diploma;

Lack substantial employment history;

Lack basic skills;

Residing in socially and economically isolated rural or urban area where employment opportunities are limited

Displaced Homemaker

Failed to find employment after using WIA Title I Services _______________________________________ _____________ Participant Signature Date

_______________________________________ _____________ Sub-Recipient Representative Signature Date



PHYSICIAN DECLARATION of SEVERE DISABILITY SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

SCSEP Applicant/Participant :________________________________________ PID: ___ ___ ___ ___ ___ ___ ___ Definition: The above applicant/participant has the following Severe Disability. The Severe Disability is defined as a severe, chronic disability attributable to mental or physical impairment, or a combination of mental and physical impairments that is:

A) Likely to continue indefinitely. B) Results in substantial functional limitation in 3 or more of the following:

Check all that apply:

self-care

receptive and expressive language

learning

mobility

self-direction

capacity of independent living

economic self-sufficiency

C) Severe Disability must be documented by a physician. As the above Title V enrollee’s physician, I attest to the enrollee’s current health condition. If 3 or more of the above functional limitations are not checked I understand the enrollee does not meet the definition of severe disability.

__________________________________ ___________________

Physician Signature Date

__________________________________

Physician name printed



MEDICAL EXIT VERIFICATION SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

I, ______________________________________, hereby attest the reason for my exit from the SCSEP Program is due to the following:

I am currently in the care of Dr. ___________________________________________. The Medical Professional, ____________________________________ has informed me that my medical condition/situation is expected to last a minimum of ninety (90) days. My current medical condition/situation prevents me from participating in the SCSEP program and from working at my current job training site(s). ______________________________________ ______________________________ Participant Signature Date

---------------------------------------------------------------------------------------------------------- If participant is unable to sign the above certification, the attestation may be signed by another party with personal knowledge of the medical condition/situation of ___________________________________ and has talked with the Medical Professional which has advised that the above timeframe applies.. Date of Certification: ________________________ ----------------------------------------------------------------------------------------------------------------------------- _______________________________________ _____________ Participant/Authorized Representative Signature Date _______________________________________ _____________ Sub-Recipient Representative Signature Date



CASE NOTE RECORDS SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

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This page is left blank intentionally. Please insert the required Charter Oak Forms for SCSEP participants here.

The required forms can be accessed here:




Section 24. On the Job Experience (OJE) Forms


On-The-Job Experience (OJE) Plan


The IDoA has developed criteria for an OJE program that complies with the requirements of Older Worker Bulletin No. 04-04, dated April 12, 2004.

IDoA plans to use the OJE program for both new SCSEP participants and for SCSEP participants who have been in the program for a period of time. All SCSEP participants must have completed a minimum of two weeks of community service with a host agency before being placed under an OJE contract with a private or public (non-host agency) employer. The OJE program should be considered as a method to encourage eligible employers to hire older workers. The reimbursement features of OJE will be used to compensate employers for the costs of developing skills needed to perform a job. OJE must not be used simply as a subsidy to hire SCSEP participants. OJE will be limited to one opportunity per year (twelve month period) for any given SCSEP participant. Any one employer will be limited to no more than five SCSEP participants in the same job category within a twelve-month period. Copies of the OJE agreements with employers will be maintained in the SCSEP participant file folder, and available for inspection by IDoA and the U.S. Department of Labor. All OJE participants must be enrolled in SCSEP through the normal screening process, which includes review of all relevant eligibility criteria. Since the same screening process applies, only SCSEP eligible applicants can be enrolled in the OJE program. All OJE training experiences must be based on the IEP. In some situations a participant’s IEP may show a goal of obtaining an unsubsidized job with an employer that requires specific skills that are not attainable through a community service assignment. After a participant is assigned to a community service assignment for at least two weeks, the participant can be placed in OJE. An agreement will be negotiated specifying skills, timelines, number of hours the participant will work each week, total number of weeks, amount of reimbursement or payment, and benchmarks with the expectation that the employer will retain the participant.


Employer Reimbursement/Participant Wages IDoA’s sub-grantees can reimburse employers for paying OJE participants or the sub-grantee can directly pay the OJE participants’ wages during the OJE training experience. The decision will be made at the sub-grantee level. IDoA does encourage the sub-grantee to use the employer reimbursement model. This reimbursement model allows the OJE participant to be in an actual employer-employee relationship during the OJE experience, and puts a greater level of commitment on the employer since the OJE participant is actually on the employer’s payroll, with the sub-grantee reimbursing the employer for skill development costs. IDoA will allow sub-grantees to use either a 100% reimbursement for up to four weeks of OJE or up to 50% reimbursement not to exceed twelve weeks. These are upper limits and grantees must negotiate with each employer on duration and amount of reimbursement, based on each OJE participant’s skill level and the requirements of the job. Based on U.S. Labor’s requirements, OJE cannot exceed twelve weeks in duration. Typical OJE Participant and Employer OJE will be most appropriate for those participants:

▪ Who fall within the 55 to 70 age range; ▪ Who have some work experience; ▪ Whose IEPs indicate fairly minor skill gaps that can be filled in a short time with an

employer; ▪ Who is looking for part-time work; ▪ Who has demonstrated skill competency through a host agency assignment for a

minimum of two weeks but more typically much longer; and ▪ Who is deemed to be most likely to benefit from the experience and to be a fit with

a non-host agency employer. OJE will be used with large employers (e.g., CVS Pharmacies, Home Depot, etc.) who have already demonstrated a commitment to hire older workers. Additionally, OJE will be used with small businesses in the retail, healthcare, personal service, and social service sectors. The general characteristics of these employers will include:

▪ Demonstrated, through an interview, a commitment to hiring older workers; ▪ A willingness to develop an informal training program geared to the needs of the

OJE participant; ▪ A commitment to record keeping on the OJE skills attainment in line with the

contract provisions. ▪ A commitment to hire the participant at the start of the OJE;


▪ Demonstrated adherence to all applicable safety and health requirements of the

state and local jurisdiction and no recent history of violations (through self-attestation by the employer);

▪ A commitment of continuing to employ the participant after the OJE reimbursement period is completed; and

▪ A commitment to allow follow-up with the placed participant after the OJE is completed.

A training plan will be incorporated into each contract with an employer. The training plan will outline the skills to be developed and the methods of developing those skills. Training plans will be individualized based on the participant’s needs as reflected in the Individual Employability Plan (IEP). The specific content will be tailored to individual participant needs and employer expectations. The training plan will be kept relatively simple but will provide sufficient detail to ensure skill attainment is tracked. No existing host agencies will be considered as OJE sites. Safety and Health Work Conditions As noted in the selection criteria for employers to participate in the OJE project, safety and health conditions will be part of the employer screening process. OJE participants will be monitored on the same basis as regular SCSEP participants. Sub-grantee staff routinely includes health and safety issues in their on-site reviews. The selection process will be the primary means of ensuring that only employers with good safety and health records are selected for participation. Since the participation will be in unsubsidized jobs after the OJE, monitoring would not be appropriate but sub-grantees should ensure former participants have an open door to raise issues about safety and health issues, and may be considered for re-enrollment if they report unsafe or unhealthy conditions. Such reports would be crucial factors in considering employers for future OJE contracts.

Community Service

Since one of the major purposes of the SCSEP program is to provide valuable community service, all participants will be placed in a community service assignment at a host agency for a minimum of two weeks before being placed in an OJE. IDoA envisions that the time in a community service assignment will typically be longer than two weeks in order to develop the participant work skills and to assess the readiness for OJE. Sub-grantee staff will monitor participant progress and make selections for OJE participation based on suitability and readiness. Recordkeeping OJE records will be maintained in the same manner as records for regular participants. Each participant will have a folder in which pertinent documents relating to his/her application, eligibility determination, assessment results (initial and updates), IEP (initial)


and updates), host agency assignment, OJE contract, OJE training plan, and progress reports through monitoring will be kept. All other necessary documentation will also be kept in the participant folder. Participant folders are reviewed during on-site monitoring visits from IDoA. Types of OJE Projects & Wages OJE will be used with large employers (e.g., CVS pharmacies, Home Depot, etc.) who have already demonstrated a commitment to hire older workers. Additionally, OJE will be used with small businesses in the retail, healthcare, personal service, and social service sectors. As a rule, IDoA envisions entry-level positions as the primary placement for OJE. Since this program option is intended to be available in 13 diverse areas of the state, no definitive criteria are being set on wage levels except that IDoA expects that higher than minimum wage positions will be used in the OJE with a general expectation that placement wages will average $8.00 or more. OJEs are expected to pay the prevailing wage for the position to which a participant is assigned. IDoA will allow sub-grantees to use either a 100% reimbursement for up to four weeks of OJE or up to 50% reimbursement not to exceed twelve weeks. These are upper limits and grantees must negotiate with each employer on duration and amount of reimbursement, based on each OJE participant’s skill level and the requirements of the job. Based on U.S. Labor’s requirements, OJE cannot exceed twelve weeks in duration. OJE positions are expected to be approximately 20 hours per week. Some might be higher, given individual circumstances, but none will be lower. The length of the OJE will average six weeks but each situation will be driven by individual participant and employer needs. Sub-grantees must negotiate with the employer on what the duration and level of reimbursement will be, taking into account the community service performance standards and the needs of the participant and the employer. This is expected to be a highly individualized program option. There will be no upper limits on wages or hours (beyond the 40 hour work week). Worker’s Compensation

Since the reimbursement model (participant is paid by the employer, and the employer is reimbursed by the SCSEP sub-grantee) calls for the participant to be hired by the employer at the start of the OJE, the participant will be covered by the employer’s worker’s compensation policy as would any other employee. Under the participant wage model (participant directly reimbursed by the SCSEP sub-grantee instead of the employer during the OJE), worker’s compensation will be covered by the SCSEP sub-grantee just as it would be for any SCSEP participant.

OJE Agreement Page 1


On-the-Job Experience Letter of Agreement SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

This document is an On-the-Job Experience Letter of Agreement between __________________________________________________, hereinafter (SCSEP Sub-Recipient Name)

referred to as SCSEP, and Employer Name: _____________________________________ Employer Address: _________________________________________________________ Contact Person(s): _________________________________________________________ Phone #: _________________________ Email: _____________________________ to provide On-the-Job Experience to:_______________________________________, in the position of ____________________________ for the period from __________ to __________. Employer agrees to:

1. Retain the Participant as a permanent employee upon successful completion of the OJE period.

2. Offer adequate supervision and training as outlined in the OJE Training Plan. 3. Provide a completed copy of the OJE Training Plan to the Participant and his/her direct

OJE supervisor, and attach a copy to this contract. 4. Sign the Participant’s timesheet to verify hours worked and submit the document to

SCSEP by the specified deadline. 5. Provide a safe, clean, drug-free work environment, necessary liability coverage, and to

the viable degree, comply with Section 504 of the Rehabilitation Act of 1973. 6. Assist with the monitoring and evaluation of the Participant by conferring with SCSEP. 7. Report any problems to SCSEP that cannot be suitably resolved or which could hinder

the successful completion of the OJE. 8. Verify that this OJE will not displace any other paid employee or volunteer nor

discriminate with regard to race, color or creed.

SCSEP agrees to:

1. Pay the On-the-Job Experience (OJE) Participant $________ per hour for ________ hours per week for ___________ weeks, and pay FICA (Social Security) and worker’s compensation for the Participant.

2. Provide the Participant with timesheets and other appropriate written information. 3. Monitor and evaluate the Participant on a regular basis to assure successful completion

of the OJE training period, provide counseling and supportive services as needed, and resolve any difficulties.

4. Follow the progress of the Participant after completion of the OJE training period, and continue to provide counseling and supportive services as needed

OJE Agreement Page 2

5. Prepare all necessary documents for the successful completion of the OJE training

period. 6. Retain a copy of this OJE Training Reimbursement Contract in the Participant’s SCSEP

file. Other negotiated provisions include: ______________________________________________________________________ ______________________________________________________________________

______________________________________________________________________ ___________________________________ _________________ Signature of SCSEP Sub-Recipient Date

___________________________________ _________________ Signature of Employer Date

OJE Reimbursement Contract Page 1


On-the-Job Experience Reimbursement Contract SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

This document is an On-the-Job Experience Reimbursement Contract between

__________________________________________________, hereinafter referred to as (Sub-Recipient and Employment Specialist Name)

SCSEP and Employer Name: ________________________________________ Contact Person(s):__________________________________________________ Employer Address: __________________________________________________ Phone #: _________________________________ Email: ___________________________

to provide On-the-Job Experience to: _____________________________________________, in the position of ____________________________ for the period from __________ to __________. Employer agrees to:

1. Pay the On-the-Job Experience (OJE) Participant $________ per hour for ________ hours per week for ___________ weeks, and pay FICA (Social Security) and worker’s compensation for the Participant.

2. Retain the Participant as a permanent employee upon successful completion of the OJE period.

3. Offer adequate supervision and training as outlined in the OJE Training Plan. 4. Provide a completed copy of the OJE Training Plan to the Participant and his/her direct

OJE supervisor, and attach a copy to this contract. 5. Provide a safe, clean, drug-free work environment, necessary liability coverage, and to

the viable degree, comply with Section 504 of the Rehabilitation Act of 1973. 6. Assist with the monitoring and evaluation of the Participant by conferring with SCSEP. 7. Report any problems to SCSEP that cannot be suitably resolved or which could hinder

the successful completion of the OJE. 8. Verify that this OJE will not displace any other paid employee or volunteer nor

discriminate with regard to race, color or creed. SCSEP agrees to:

9. Reimburse the Employer for _______% of the wages paid to the Participant during the OJE training period stated above. (The reimbursement rate may not exceed 100% for training periods up to four weeks, or 50% for training periods up to 12 weeks.)

10. Provide the Employer with appropriate forms and a schedule for obtaining said reimbursements.

11. Monitor and evaluate the Participant on a regular basis to assure successful completion of the OJE training period, provide counseling and supportive services as needed, and resolve any difficulties.

OJE Reimbursement Contract Page 2

12. Follow the progress of the Participant after completion of the OJE training period, and continue to provide counseling and supportive services as needed.

13. Prepare all necessary documents for the successful completion of the OJE training period.

14. Retain a copy of this OJE Training Reimbursement Contract in the Participant’s SCSEP file.

Other negotiated provisions include: __________________________________________________________________

__________________________________________________________________

__________________________________________________________________

_____________________________________ _______________________ Signature of SCSEP Sub-Recipient Date _____________________________________ _______________________ Signature of Employer Date

OJE Training Plan Page 1


On-the-Job Experience Training Plan SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

This document is an On-the-Job Experience Training Plan between

_____________________________________________, hereinafter referred to as the (PARTICIPANT NAME)

Participant and Employer Name: ________________________________________________

Employer Address: ___________________________________________________________

Contact Person(s): ____________________________________________________________

Phone #: _________________________________ Email: ____________________________

in the position of ____________________________ for the period from __________ to __________. Employer agrees to:

1. Provide adequate supervision and training to the Participant. 2. Describe specific skills to be learned by the Participant listed below:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. Provide training timelines and benchmarks of successful work to the Participant listed below:

4. Retain the Participant as a permanent, unsubsidized employee upon successful completion of the OJE training.

Participant agrees to:

1. Participate in his/her training to the full scope of his/her abilities, and learn the job as quickly as possible.

2. Consent to unsubsidized employment with this employer upon successful completion of the OJE training.

_________________________________ _____________

Signature of Employer Date

_________________________________ _____________ Signature of Participant Date

__________________________________ _____________ Signature of SCSEP Employment Specialist Date


Section 25. Older Worker Bulletins (OWB) All OWBs can be accessed at http://www.doleta.gov/seniors/html_docs/library.cfm. As the State sub-grantee you should be sure to periodically check the website for updates.

http://www.doleta.gov/seniors/html_docs/library.cfm


Section 26. Training and Employment Guidance Letters (TEGL) All TEGLs can be located at http://www.doleta.gov/Seniors/html_docs/TEGL.cfm. As the State sub-grantee you should be sure to periodically check the website for updates.

http://www.doleta.gov/Seniors/html_docs/TEGL.cfm