Section 2610.60 Coordination Criteria
a) Establishment of Coordination Criteria – In accordance with
Section 121(b)(1) of the Act, the Governor, in conjunction with the Illinois
Job Training Coordinating Council (IJTCC), has established coordination
criteria in subsection (b) for coordinating JTPA activities. The criteria shall
apply for coordinating activities under the Act (including Title III) with, at
minimum, the following:
1) programs and services provided by state and local education
and training agencies (including vocational education agencies);
2) public assistance agencies;
3) the employment service;
4) rehabilitation agencies;
5) post-secondary institutions;
6) economic development agencies; and
7) such other agencies as the Governor determines to have a
direct interest in employment and training and human resource utilization
within the state.
b) Coordination Agreement Criteria
1) SDA Title II administrative entities who are also Substate
Area Grantees for Title III are required to have written coordination
agreements with, at minimum, the Illinois Departments of Rehabilitation
Services, Public Aid, Employment Security, Corrections, and the educational
community (such as community colleges, Education for Employment Regional
Delivery Systems, Regional Superintendents of Schools, and Area Planning
Councils for Adult Education and Area Agencies on Aging (AAA)). Such
administrative entities may, as an option, also have a coordination agreement
with a not-for-profit agency administering Title V of the Older Americans Act
of 1965 (42 U.S.C. 3001) in lieu of an agreement with the AAA, if deemed
appropriate. Such administrative entities shall have a memorandum of
understanding with the Displaced Homemakers Program (if applicable for the
area) and the Department of Children and Family Services. Such administrative
entities shall have an assurance statement that coordinates Substate Area (SSA)
planning activities with the Private Industry Council/Local Elected Official(s)
(PIC/LEO(s)) with the following provisions:
A) The PIC and LEO(s) shall approve the SSA's two-year local plan,
and subsequent modifications, prior to submission to the State.
B) The SSA shall be provided the opportunity to present its two
year plan and subsequent modifications, to the PIC and LEO(s) in its Substate
Area.
C) The SSA shall provide the PIC with a list of proposed classroom
training programs including those offered by its subcontractors for PIC
approval.
D) There is a signed statement by the PIC chair, LEO(s), and SSA
affirming compliance with subsections (b)(1)(A) through (C) above.
2) SDA Title II Administrative Entities who are not SSAs may
ignore any language in the agency specific coordination criteria that assumes
an SSA status but must have all the cited agreements and memorandum of
understanding, in subsection (b)(1) above, at minimum. However, the assurance
statement cited in subsection (b)(1) above is not required.
3) SSAs for Title III who are not SDA Title II Administrative
Entities shall have coordination agreements, at minimum, with the SDA Title II
Administrative Entity, Department of Employment Security, and the educational
community. Such SSAs shall have memorandums of understanding, at a minimum,
with the Area Agency on Aging (or as an option may have a memorandum of
understanding with a not-for-profit agency administering Title V of the Older
Americans Act of 1965, if deemed appropriate), Displaced Homemaker Program (if
applicable for area), Department of Rehabilitation Services, and the Department
of Public Aid.
4) SDA/SSA planning entities shall maintain current copies of all
coordination agreements/memorandums of understanding/assurance statements and
make copies available to the Department upon request.
5) Each coordination agreement shall contain the standard pages
found in Section 2610.Appendix A. Each memorandum of understanding shall
reflect general provisions found in the appropriate agency specific memorandums
of understanding in Section 100.Appendix B.
c) Illinois Department of Public Aid (IDPA) Coordination
Agreement - The IDPA and the JTPA SDAs shall establish a coordination agreement
addressing specific requirements within the following topical areas:
1) Joint Planning - The coordinating agencies shall participate
in joint planning activities which must be described in the agreement.
A) The joint planning of activities will be facilitated through
the requirement for coordinating agencies to hold, at minimum, quarterly
meetings to discuss the coordination agreement and any other matters pertinent
locally.
i) The quarterly meetings must be based on a pre-established
agenda, which includes, but is not limited to, the topics of program
information exchange, services to common clients, the referral process and
joint planning. A portion of the quarterly meeting will be devoted to an update
on the Job Opportunities and Basic Skills Training (JOBS) program participation
levels (participants) in the SDA.
ii) When a modification to the coordination agreement is
necessary, a separate meeting will be held to discuss the timelines and equal
sharing of responsibilities. The timelines will include a period for review,
approvals and signature at the State level of not less than 2 weeks.
iii) At least one of the quarterly meetings timed in conjunction
with local planning cycles must be used as a local strategic planning session.
Topics which could be discussed include but are not limited to: occupational
and labor market information, demographic information, needs of clients in the
area, services available from various vendors in the area, linkages among
service providers, and identification and use of existing resources. All
agencies which the SDA has entered into coordination agreements with shall be
in attendance at this meeting in order to efficiently and effectively co-plan
training and services.
iv) A strategic plan which details the process by which IDPA
eligibility and available services shall be presented to dislocated workers in
the event of a mass layoff or plant closing and which shall be developed and
described in the agreement.
v) A summary of the discussions at each quarterly meeting and an
identification of any issues which are determined necessary to be resolved at
the State level must be developed and forwarded within two weeks following the
meeting date to the IJTCC staff who will inform the council and the State IDPA
liaison of any issues.
B) As part of the joint planning activities, JTPA entities will
share the contents of the two-year local job training plan and subsequent
modifications involving changes in either available programs or participants to
be served with the coordinating agent. IDPA will be given the opportunity to
review and comment upon the plan as it relates to services to public aid
recipients.
C) As part of the joint planning activities, the process whereby
the JOBS plan shall be presented to the PIC for review and comment (per federal
regulations published October 13, 1989 at 54 FR 42247 (to be codified at 45 CFR
250.12 and 250.13) (no later amendments or editions)) shall be described.
Sections concerning labor management information (LMI), delivery of services,
service providers, and the growth areas for employment in the area for which
training should be available shall be detailed. The State IV-A agency (in
Illinois the IDPA) shall consult with the PICs on the development of
arrangements and contracts under JOBS.
D) The Request for Proposal (RFP) for Project Chance job placement
contracts will require proposers to document coordination with the SDA as part
of their proposal to assure that services to be provided do not duplicate
existing services. The SDA may request a copy of the proposal from the
proposer before providing comments. IDPA shall contact the SDA prior to
executing a contract if such documentation is absent or insufficient. IDPA
shall acknowledge receipt of the SDAs' comments, in writing, and shall take
such comments into account when considering RFPs for funding. IDPA shall
notify SDAs of all Project Chance proposals which successfully captured funding
in their respective geographic areas or the absence of Project Chance contracts
in the SDA.
2) Referral Procedures – The coordinating agencies shall
establish reciprocal participant referral procedures for agencies serving the
same client groups. The reciprocal referral procedures shall be designed to
address local needs and shall include the following information:
A) When IDPA/Project Chance staff identify a client who is in need
of and can benefit from JTPA services, the client will be provided a Project
Chance written referral with the address and phone number of the JTPA office
and directed to apply there. Clients will also be advised to take their medical
card (DPA 469) or Notice of Food Stamp Certification (DPA 360A) and their
Social Security Cards with them to the JTPA office. The DPA 469 or the DPA 360A
will be the primary means of verifying eligibility of public aid recipients.
B) When JTPA staff identify eligible public aid recipients who are
in need of and can benefit from IDPA Project Chance support services, they will
refer the client in writing to the Project Chance office to obtain these
services. The Project Chance office will determine the allowable support
services and forward confirmation of such to the JTPA office.
C) IDPA, SDA, and SSA staff involved in the referral process shall
be cross-trained in each other's programs, services, eligibility constraints
and all other pertinent information, as determined locally.
D) A description of the means used to communicate, at a minimum,
the needs of JTPA for specific substantial segment groups (such as dropouts,
women, Blacks, Hispanics, welfare recipients, individuals 55 and older, and the
handicapped), individuals with particular skills or academic achievement levels
to IDPA for targeted referrals of public assistance recipients when possible.
E) The number of Project Chance participants to be referred by
IDPA to JTPA shall not be negotiated until an evaluation has been conducted of
the JOBS Program effort to serve volunteers first. The percentage of "not
job ready" and "near job ready" referrals shall be negotiable in
the second half of the two year coordination agreement (plan). For
clarification, a referral is an individual who has been referred by Project
Chance staff or JTPA staff to the other's program. A common client is an
individual served by both JTPA and Project Chance who may or may not have been
referred by either entity.
F) The IDPA 1504 form, "JTPA Request for Status Verification
and Notice of Program Participation" or an agreed upon form shall be used
by JTPA to elicit the client's signature for confidentiality statement and for
other purposes determined in local negotiations. If another system/form is
used to accomplish these purposes, a description shall be provided.
3) Program Information Exchange – The coordinating agencies shall
establish a program information exchange system and make such adjustments as
necessary to strengthen communication at the local level.
A) Minimally, information on the following topics will be
exchanged to maintain accuracy and mutual understanding of the programs for
which the coordinating agencies are responsible:
i) Program descriptions;
ii) Program/services eligibility requirements;
iii) Funding source and amount available to support activities;
iv) Timelines; and,
v) Availability of support services.
B) All contact regarding training, job placement and supportive
services for public aid clients which is initiated by the JTPA system to IDPA
will be through local Project Chance staff. IDPA will provide SDAs with a
directory of Project Chance staff.
4) Services to Common Clients – The coordination agreement shall
specify how JTPA and IDPA will coordinate in providing services to common
clients. JTPA and IDPA will minimally reach agreement on the following issues
with respect to providing services to common clients:
A) The coordination agreement shall indicate if the SDA has
entered into a IDPA/Department tape match agreement. If not, a description
must be included of the reporting schedule and method for JTPA to provide
Project Chance Specialists with the following information regarding public aid
clients:
i) who is enrolled, including public aid recipients who were not
referred by IDPA;
ii) the current status of those who were enrolled but have
dropped out of JTPA training; and
iii) any job placements, including those enrolled in
on-the-job-training.
B) Upon request, Project Chance will provide information to the
SDA with respect to an individual public aid recipient's former work history
and previous participation in training programs or current obligations under
Project Chance.
C) Project Chance staff shall acknowledge the expertise of the
local JTPA staff in assessing and assigning participants to various training
and/or job search activities. In the infrequent instances where agreement on a
participant's assignment cannot be reached or made at the local level, Project
Chance staff may submit the facts of the case to the IDPA Administrator of the
Division of Employment and Training for final review and dispensation. A
participant's assignment cannot be made at the local level.
D) Supportive services necessitated by a public aid recipient's
participation in JTPA programs which are available from IDPA will be issued by
the Project Chance staff.
d) Illinois Department of Rehabilitation Services (IDORS)
Coordination Agreement – The IDORS and JTPA SDAs shall establish a coordination
agreement addressing specific requirements within the following topical areas:
1) Joint Planning - The coordinating agencies shall jointly plan
JTPA services for mutual clients in the SDA:
A) The joint planning of activities will be facilitated through
the requirement for coordinating agents to hold, at minimum, quarterly meetings
to discuss the coordination agreement and any other matters pertinent locally.
i) The quarterly meetings must be based upon a pre-established
agenda which includes, but is not limited to, the topics of program information
exchange, referral process including a discussion of progress made by the SDA
in meeting substantial segments service level for the handicapped, joint
planning and other local concerns;
ii) At least one of the quarterly meetings timed in conjunction
with local planning cycles must be used as a local strategic planning session.
Topics which could be discussed include but are not limited to: occupational
and labor market information, needs of clients in the area, services available
from various vendors in the area, linkages among service providers, and
identification and use of existing resources. All agencies which the SDA has
entered into coordination agreements with shall be in attendance at this
meeting in order to efficiently and effectively co-plan training and services.
iii) A strategic plan shall be developed by the parties to this
agreement which details the process by which DORS eligibility and available
services shall be presented to dislocated workers in the event of a mass layoff
or plant closing.
iv) A summary of the discussion taking place as well as an
identification of any issues which are determined necessary to be resolved at
the state level must be developed and forwarded to the IJTCC within two weeks
following the meeting date.
B) As part of the joint planning activities, JTPA entities will
share the contents of the two-year local job training plan and subsequent
modifications involving changes in either available program or participants to
be served with the coordinating agency. IDORS will have the opportunity to
review and comment upon such planned information as it relates to services to
the handicapped.
2) Referral Procedures – The coordinating agencies shall
establish reciprocal participant referral procedures for agencies serving the
same client groups. The reciprocal referral procedures shall be designed to
address local needs and shall include the following information:
A) A description of how and under what circumstances, referrals
will be made from JTPA to IDORS.
B) A description of how referrals will be made from IDORS to JTPA
identifying any services which are provided or will be provided to the client
from IDORS, and the name of the staff making the referral.
C) A description of the methods utilized to track the outcome of
referrals from IDORS to JTPA.
D) A description of the methods utilized to communicate JTPA needs
regarding specific substantial segment groups, individuals with particular
skills or academic achievement levels, at a minimum, to IDORS for targeted
referrals of the handicapped.
E) The number of handicapped to be referred by DORS to JTPA.
3) Program Information Exchange – The coordinating agencies shall
establish a program information exchange system and make such adjustments as
necessary to strengthen communications at the local level. Information on the
following topics will be exchanged to maintain accuracy and mutual
understanding of the programs for which the coordinating agencies are
responsible, at minimum:
A) Program descriptions;
B) Program/services eligibility requirements;
C) Funding source and amount available to support activities;
D) Timelines; and,
E) Availability of support services.
e) The educational community and JTPA SDAs/SSAs establish a
coordination agreement(s) addressing specific requirements within the following
topical areas:
1) Joint Planning – The coordinating agencies shall jointly plan
JTPA services for mutual clients in the SDA/SSA.
A) The joint planning of activities will be facilitated through
the requirement for coordinating agencies to hold, at minimum, quarterly
meetings to discuss the coordination agreement and any other matters pertinent
locally.
i) The quarterly meetings must be based on a pre-established
agenda which includes, but is not limited to, a discussion of program information
exchange, joint planning and other local concerns;
ii) At least one of the quarterly meetings timed in conjunction
with local planning cycles must be used as a local strategic planning session.
Topics which could be discussed include but are not limited to: occupational
and labor market information, services available from various vendors in the
area, linkages among service providers, and identification and use of existing
resources. All agencies which the SDA has entered into coordination agreements
with shall be in attendance at this meeting in order to efficiently and
effectively co-plan training and services.
iii) In those instances where an SDA combines its quarterly
meetings with other mandated coordinating agents, then at least one meeting (a
separate meeting or in conjunction with a regularly scheduled quarterly
meeting) shall be required with all of the education liaisons and JTPA
representatives. Topics which shall be discussed include testing, assessment,
vocational counseling, and the granting of academic credit for JTPA program
participation to facilitate an awareness of each other's roles and to avoid
unnecessary duplication.
iv) A summary of the discussions taking place at each required
meeting as as well as an identification of any issues are determined necessary
to be resolved at the state level which must be developed and forwarded to the
IJTCC within two weeks following the meeting date.
B) As part of the joint planning activities, SDAs, SSAs, and
education liaisons will share the contents of the two-year local job training
plan, the Title III substate plans, the education for employment plans, and the
adult education area plans respectively, as well as any subsequent major
modifications involving changes in either available programs or participants to
be served with the coordinating agents. The agencies will have the opportunity
to review and comment upon such plans.
C) SSAs and local educational agencies shall negotiate with the
community college presidents and the Illinois Association of Student Financial
Aid Administrators for documenting dislocated worker status for individuals
seeking educational financial assistance under the 1986 amendments to the
Higher Education Act (Public Law 99-498) (20 U.S.C. 1000 et seq.).
2) Program Information Exchange – The coordinating agencies shall
establish a program information exchange system and make such arrangements as
are necessary to strengthen communication at the local level.
A) Education and JTPA liaisons shall exchange information on each
other's programs, services and eligibility requirements as often as necessary
to maintain accuracy and a mutual understanding of the programs.
B) The agreement shall describe the process that is used to
exchange program information among education liaisons and JTPA, including the
dissemination of JTPA information among different entities in the local
educational community as appropriate and necessary to affect coordination.
3) Referral Arrangements – By the second year of the two year
plan, the coordinating agents shall develop reciprocal participant referral
procedures to comply with the coordination criteria specified in this Section.
The reciprocal referral procedures shall include the following information:
A) A description of how and under what circumstances, referrals
shall be made from JTPA for both youth and adults to vocational or academic
programs or both.
B) A description of how referrals shall be made from education to
JTPA including some method of identifying any services that are provided, or
that shall be provided, to the client from education and the name of the staff
or educator making the referral, as well as methods used to communicate the
needs of JTPA and education for specific substantial segment groups,
individuals with particular skills or academic achievement levels for targeted
referrals of priority populations.
f) The Illinois Department of Employment Security (IDES)
Coordination Agreement – The IDES and JTPA SDAs/SSAs shall establish a
coordination agreement. This coordination agreement shall serve as the local
component plan required by JTPA amendments to the Wagner-Peyser Act (29 U.S.C.
49g). The coordination agreement will address specific requirements within the
following topical areas:
1) Joint Planning – The coordinating agencies shall jointly plan
JTPA services for mutual clients in the SDA/SSA.
A) The joint planning activities will be facilitated through the
requirement for coordinating agencies to hold, at minimum, quarterly meetings
to discuss the coordination agreement and any other matters pertinent locally.
i) The quarterly meetings must be based on a pre-established
agenda which includes, but is not limited to, the topics of program information
exchange, referral process, joint planning and other local concerns.
ii) At least one of the quarterly meetings timed in conjunction
with the local planning cycles, must be used as a local strategic planning
session. Topics which could be discussed include, but are not limited to,
occupational and labor market information, demographic information, needs of
clients in the area (including veterans), services available from various
vendors in the area, linkages among service providers, identification of
existing resources, and the use of existing resources.
iii) At least one quarterly meeting must be used as a local
strategic planning session to determine the responsibilities and roles of each
entity for the delivery of programs and services to dislocated workers under
two separate circumstances. For mass layoff/plant closings, the coordination
agreement must specify under what conditions IDES shall provide services
on-site for any, or all, of the following: claims taking from unemployment
insurance benefits; registration for services of the Job Service; outstationing
of staff and equipment; job aptitude testing and scoring, when determined
necessary at the local level; and analysis of local labor market trends and
opportunities for employment. For service to the dislocated worker population
and large, the coordination agreement must describe coordination strategies
between the SSA and IDES that include: job aptitude testing, scoring and
assessment; the provision of assistance in the preparation of petitions for
Trade Act Assistance (TAA); and delivery of training for individuals who are
both Title III and TAA eligible.
iv) A written summary of the discussions at such quarterly meeting
as well as an identification of any issues which are determined necessary to be
resolved at the state level must be developed and forwarded to the IJTCC within
two weeks following the meeting date.
B) As part of the joint planning activities, JTPA entities will
share the contents of the two-year local job training plan, the two-year local
substate area plan for Title III, and subsequent modifications to either plan
involving changes in either available programs or participants to be served
with the coordinating agent or describe the role of the IDES representative on
the PIC in the planning process.
C) The IDES Consolidated Office and Regional Office Plans of
Service, including those developed by local employment security offices, shall
be made available to SDAs and/or SSAs to facilitate joint planning. The IJTCC
will transmit a copy the annual Wagner-Peyser Plan to the SDA; any SDA comments
may be submitted to the IJTCC staff prior to IJTCC review.
D) SDAs and SSAs will indicate in the agreement whether they will
participate in the Job Order Access component of the Employ Illinois initiative
of IDES which is an optional initiative provided for by IDES involving
automated listings of all job orders, e.g., training classes, OJTs and
unsubsidized job openings placements, and describe specifically how
coordination, job development and employer contacts will occur.
E) SDAs and SSAs shall indicate in the agreement, whether they
will participate in the Job Order Access component of the Employ Illinois which
is an optional initiative provided by IDES involving automated listings of all
job orders, e.g., training classes, OJTs and unsubsidized job openings.
F) SDAs shall indicate if they will voucher for Targeted Jobs Tax
Credit (TJTC) (see 14 Ill. Adm. Code 520.600) eligibility for participants
including the identification of any not-for-profit subcontractors who are
approved by IDES to also participate. Those SDAs not desiring to participate
in TJTC vouchering will so note in their agreements.
G) SDAs and SSAs shall describe specifically how coordination of
job development and employer contacts shall occur in the local area, including
the roles and responsibilities of each agency. The process describes how IDES,
SSA and SDA staff involved in employer contacts and job development shall be
cross-trained in each other's programs, services, eligibility constraints and
all other pertinent information shall be outlined.
H) The SDAs and SSAs shall also describe specifically how
coordination of job development and employer contacts, as well as the staff
cross-training and interface, shall occur with not-for-profit subcontractors
who provide placement services in the SDAs.
2) Referral Arrangements – The coordinating agencies shall review
current reciprocal participant referral procedures and modify them, as
necessary, to comply with the following:
A) IDES will promptly refer all JTPA eligible clients in need of
employment and training services including veterans.
B) The specific methodology and target populations (including
veterans, dislocated workers, and job ready individuals) for reciprocal
referrals shall be detailed in the negotiated agreement between the SDA, SSA,
and local IDES office(s).
C) IDES shall promptly refer all Title III eligible clients
including veterans in need of employment and training services at the point of
initial filing for unemployment insurance benefits to allow clients to enter
training prior to the 13th benefit week and, therefore, be eligible for Title
III needs based payments when, unemployment insurance (U.I.) benefits are
exhausted.
D) IDES shall notify SSAs of TAA eligible individuals to ensure
that client services are closely coordinated on an individual basis. SSAs
shall cooperate with IDES to dovetail EDWAA Services with those provided to
individuals as a result of their TAA petitions.
E) Where a program authorized under Section 7(b) of the Wagner-Peyser
Act (29 U.S.C.A. 49f(b)) is in place, IDES, Illinois Department of Children and
Family Services (IDCFS), and the SDA will discuss local implementation and
tracking of the IDES/IDCFS arrangement whereby IDES performs Wagner-Peyser
activities on behalf of referrals from IDCFS.
F) The SDA, SSAs and IDES shall locally determine and describe
the procedures to expeditiously provide feedback to IDES, when requested, on
the status/outcome of all referrals, including, but not limited to, mechanisms
for information exchange, frequency of information exchange and timeframes for
SDA and SSA responses.
G) The coordination agents shall determine locally and describe in
their agreement how the SDA and SSA shall be provided feedback on individuals
referred to IDES for placement including, but not limited to, mechanisms for
information exchange, frequency of information exchange and timeframes for SDA
and SSA responses.
H) SDA and SSA job orders will only receive JTPA eligible
referrals from IDES until such time that the SDA and SSA releases the order to
allow for other referrals.
I) The procedures to cross-train the local SDA, SSA and IDES
staff involved in referral arrangements shall be described.
J) SDA and SSA job orders shall only receive JTPA eligible
referrals from IDES until such time that the SDA or SSA releases the order to
allow for other referrals.
3) Program Information Exchange – The coordinating agencies shall
establish a program information exchange system and make such adjustments as
necessary to strengthen communication at the local level.
A) IDES will provide SSAs and SDAs through the Department, the
following information from IDES's computerized systems:
i) Selected data from the Permanent Mass Layoff and Plant Closing
System.
ii) Selected data from the ES-202 which includes employer name,
address, standard industrial classification (SIC) codes, and
trends/projections.
iii) Data on new employers who become covered under the
Unemployment Insurance Act.
iv) Data elements from the Benefit Information System (BIS) on a
monthly basis.
v) SDAs will have access to selected data on Job Service
applicants.
B) The SDAs and/or SSAs, and their subcontractors shall provide
IDES with a list of PIC approved classroom training programs and other special
courses being offered by the SDA 30-45 days prior to the beginning of a course,
to the extent possible, in order to allow for referrals of clients to JTPA for
training. IDES should be notified when classes are filled so that referrals to
those classes shall be discontinued.
C) SDAs and SSAs will advise IDES of the following information on
programs:
i) program descriptions,
ii) funding source/amounts,
iii) eligibility criteria,
iv) timelines,
v) availability of support services, and
vi) a listing of subcontractors who provide placement services.
D) IDES will provide the SSAs the following information on
individuals involved in TAA training:
i) TAA training and services provided;
ii) TRA benefit status; and
iii) The potential for receiving additional TRA benefits.
E) SDAs and SSAs shall provide the local IDES office(s) with
brochures, fliers or other information to be handed out with a referral to
JTPA.
F) SSAs shall provide IDES with the proposed types of training,
costs of training, and information on needs based payments for TAA eligible
individuals prior to training to allow IDES to approve training thereby
protecting TAA individuals from losing future TAA and TRA benefits.
G) SDAs and SSAs shall explain their procedure to advise their
subcontractors of the provisions of this coordination agreement and the appropriate
steps to assure compliance.
g) Area Agencies on Aging (AAA) Coordination Agreement(s) – Entities
which administer JTPA funds and which also directly administer 3% Older
Individuals Programs shall have written coordination agreements with their
respective AAA. This coordination agreement will address specific requirements
within the following topical areas:
1) Joint Planning – The coordinating agencies shall jointly plan
JTPA services for mutual clients in the SDA.
A) The joint planning of activities will be facilitated through
the requirement for coordinating agents to hold, at minimum, quarterly meetings
to discuss the coordination agreement and any other matters pertinent locally.
i) The quarterly meetings must be based on a pre-established
agenda which includes, but is not limited to, the topics of program information
exchange, services to common clients, referral process, joint planning and
other local concerns.
ii) At least one of the quarterly meetings timed in conjunction
with local planning cycles must be used as a local strategic planning session.
Topics which could be discussed include but are not limited to: occupational
and labor market information, demographic information, needs of clients in the
area, services available from various vendors in the area, and linkages among
service providers, and identification and use of existing resources. All
agencies needed to efficiently and effectively co-plan training and services
should be in attendance at this meeting.
iii) A strategic plan shall be developed by the parties to this
agreement which details the process for AAA eligibility and services to be
presented to dislocated workers in the event of a mass layoff or plant closing.
iv) A summary of the discussions taking place as well as an
identification of any issues which are determined necessary to be resolved at
the State level must be developed and forwarded to the IJTCC within two weeks
following the meeting date.
B) As part of the joint planning activities, JTPA entities will
share the contents of the two-year local job training plan and subsequent major
modifications involving changes in either available programs or participants to
be served with the coordinating agent. AAA/Senior Community Service Employment
Program (SCSEP) will have the opportunity to review and comment on such planned
information as it relates to services to older individuals under Title II-A
(Sections 201-205 of the Act), the 3% program, and Title III.
2) Referral Arrangements – The coordinating agencies shall
establish reciprocal participant referral procedures for agencies serving the
same client groups. The reciprocal referral procedures shall be designed to
address local needs and shall include the following information:
A) A description of how and under what circumstances referrals
will be made from JTPA to AAA/SCSEP.
B) A description of how referrals will be made from AAA/SCSEP to
JTPA including some means of identifying any services which are provided or to
be provided to the client from AAA/SCSEP, and the name of the staff making the
referral.
C) A description of the method(s) utilized to track the outcome of
the referrals from AAA/SCSEP to JTPA.
D) A description of the means utilized to communicate the needs of
JTPA for specific substantial segment groups, individuals with particular
skills or academic achievement levels, at minimum, to AAA/SCSEP for targeted
referrals of older individuals.
E) A minimum number of older individuals which will be referred by
AAA/SCSEP to JTPA.
3) Program Information Exchange – The coordinating agencies shall
establish a program information exchange system.
A) Minimally, information on the following topics will be
exchanged to maintain accuracy and a mutual understanding of the programs for
which the coordinating agencies are responsible:
i) Program descriptions;
ii) Program/services eligibility requirements;
iii) Funding source/amount available to support activities;
iv) Timelines; and
v) Availability of support services.
B) A narrative description or flow chart of the process which is
used to exchange program information including the dissemination of JTPA
information among different organizations serving the elderly where such
distribution will facilitate access of older individuals to JTPA.
4) Services to Common Clients – The coordination agreement shall
specify how JTPA and AAA/SCSEP will coordinate in providing services to common
clients.
A) Local arrangements to share information with respect to older
individuals which may assist in the assessment process such as that which may
reflect skill identification, confidence building activities, education and
training goals.
B) Arrangements to ensure the provision of supportive services to
older individuals as necessary to affect a positive experience in the training
program or activity.
h) The Illinois Department of Corrections (IDOC) Coordination
Agreement – IDOC and JTPA SDAs shall establish a coordination agreement
addressing specific requirements within the following topical areas:
1) Joint Planning – The coordinating agencies shall jointly plan
JTPA services for mutual clients in the SDA.
A) The joint planning of activities will be facilitated through
the requirement for coordinating agents to hold, at minimum, quarterly meetings
to discuss the coordination agreement and any other matters pertinent locally.
i) The quarterly meetings must be based upon a pre-established
agenda which includes, but is not limited to, the topics of program information
exchange, services to common clients, referral process, joint planning and
other local concerns.
ii) At least one of the quarterly meeting must be used as a local
strategic planning session where information concerning such items as
occupational and labor market information, demographic information, services
available from various vendors in the area, and linkages among service
providers, at minimum, are discussed.
iii) A summary of the discussions taking place as well as an
identification of any issues which are determined necessary to be resolved at
the state level must be developed and forwarded to the IJTCC within two weeks
following the meeting date.
B) As part of the joint planning activities, JTPA entities will
share the contents of the two-year local job training plan and subsequent
modifications involving changes in either available programs or participants to
be served with the coordinating agencies.
2) Referral Procedures – The coordinating agencies shall
establish reciprocal participant referral procedures for agencies serving the
same client groups. The reciprocal referral procedures shall be designed to
address local needs and shall include the following information:
A) A description of how referrals will be made from IDOC to JTPA
including some means of identifying any services which are provided or to be
provided to the client from IDOC and the name of the staff making the referral.
B) A description of the methods utilized to track the outcome of
referrals from IDOC to JTPA.
C) A description of the methods utilized to communicate JTPA needs
for substantial segment groups, individuals with particular skill or academic
achievement levels, at minimum, to IDOC for targeted referrals of ex-offenders
when possible.
3) Program Information Exchange – The coordinating agencies shall
establish a program information exchange system. Information on the following
topics shall be exchanged to maintain accuracy and mutual understanding of the
programs for which the coordinating agencies are responsible, at minimum:
A) Program descriptions;
B) Program/services eligibility requirements;
C) Funding source/amounts available to support activities;
D) Timelines; and,
E) Availability of support services.
4) Services to Common Clients – The coordination agreement shall
specify how JTPA and IDOC will coordinate in providing services to common
clients. JTPA and IDOC will minimally reach agreement on the following issues
with respect to providing services to common clients:
A) Local arrangements to share information with respect to
ex-offenders to assist in the assessment process such as prior work histories,
training completed, supportive services needed, etc.;
B) Arrangements to ensure the provision of supportive services to
IDOC clients as necessary to affect a positive experience in the training
program or activity.
i) Title II Administrative Entities and Title III Substate
Grantee coordination agreement – JTPA Title II Administrative Entities (who are
not Substate Area Grantee) and Substate Area Grantees shall establish a
coordination agreement addressing specific requirements within the following
topical areas:
1) Joint Planning – The coordinating agents shall participate in
joint planning activities.
A) The joint planning of activities shall be facilitated through
the requirement for coordinating agents to hold, at minimum, quarterly meetings
to discuss the coordination agreement and any other matters pertinent locally.
i) The quarterly meetings must be based upon a pre-established
agenda which includes, but is not limited to, the topics of program information
exchange, referral process, joint planning and other local concerns.
ii) At least one of the quarterly meetings must be used as a
local strategic planning session to discuss information concerning such items
as occupational and labor market information, demographic information, services
available from various vendors in the area, and linkages among service
providers.
iii) A summary of the discussions at each quarterly meeting as
well as an identification of any issues which are determined necessary to be
resolved at the State level shall be developed and forwarded to the IJTCC staff
within two weeks following the meeting date.
B) As part of the joint planning activities, the substate grantee
will share the contents of the two-year local plan for employment and training
assistance for dislocated workers and subsequent modifications involving
changes in either available programs or participants to be served with the SDA
grant recipient, the PIC, and the LEO(s) in its SSA.
i) The PIC and LEO(s) shall approve the SSA's two-year local
plan, and subsequent modifications, prior to submission to the State.
ii) The Substate Area Grantee shall be provided the opportunity
to present its two-year plan, and subsequent modifications, to the PIC and
LEO(s) in its SSA.
C) The SDA two-year local job training plan, and subsequent modifications,
shall be made available to substate grantees at any time, upon request, for
educational and informational purposes to facilitate joint planning.
D) The substate grantees shall provide the PIC with a list of
proposed classroom training programs including those offered by its
subcontractors for PIC approval.
E) Substate grantees shall indicate in the agreement specifically
how coordination in the areas of job development and employer contacts with the
SDA entities will occur.
F) JTPA Title III and Title II staff involved in employer
contacts and job development shall be cross-trained in each other's programs,
services, eligibility constraints and in all other pertinent information.
2) Referral Arrangements – The coordinating agencies shall review
current reciprocal participant referral procedures and modify them, as
necessary, to comply with these coordination criteria.
A) The substate grantee shall promptly refer all JTPA Title II or
IBO eligible clients in need of employment and training services. The grant
recipient shall state the number of referrals expected from the SSAs intake
center(s).
B) SDAs shall refer all JTPA Title III eligible clients in need of
employment and training services. The substate grantee shall state the number
of referrals expected from the SDAs intake center(s) in the agreement.
C) The reciprocal referral procedures shall include the following
information:
i) A description of how referrals shall be made from the Title
III to the Title II administering agents.
ii) A descripting of how referrals shall be made from the Title
II to the Title III administering agents.
iii) A description of how training shall be provided locally to
Title III and Title II staff involved in referral arrangements.
iv) A description of the methods used to track the outcome of the
referrals from both the JTPA entities.
3) Program Information Exchange – The coordinating agencies shall
review their current system for exchanging program information and make such
adjustments as they determine necessary to strengthen communication at the
local level.
A) Upon request, substate grantees shall advise the SDA entities
of the following information on programs:
i) Program descriptions;
ii) Funding source/amounts;
iii) Eligibility criteria;
iv) Timelines; and
v) Availability of support services.
B) Upon request, SDA entities shall advise the substate grantee of
the following information on programs:
i) Program descriptions
ii) Funding source/amounts;
iii) Eligibility criteria;
iv) Timelines; and
v) Availability of support services.
j) Memorandums Of Understanding Criteria – The purpose of the memorandum
of understanding is to facilitate and maintain an interagency system for the
coordination of services to mutual clients. This memorandum of Understanding is
a non-financial commitment to provide for the coordination of such services
through provision for the mutual exchange of information and the referral of
eligible individuals to appropriate employment and training programs and
supportive services. The parties to this memorandum are committed to
confidentiality with regard to interagency communication concerning mutual
clients and will respect and observe either agencies confidentiality policies
as well as the provisions of Section 7 of the Freedom of Information Act (Ill.
Rev. Stat. 1989, ch. 116, par. 207). The parties to this memorandum will
appoint individuals to serve as interagency liaisons to facilitate coordination
and the sharing of information. The designated interagency liaisons shall be
identified in an addendum to this memorandum of understanding. This memorandum
of understanding is a statement of commitment by each party. Amendments to
provisions may be made by mutual consent. Both parties will participate in an
annual evaluation of the provisions of this memorandum.
1) The Displaced Homemaker Program (56 Ill. Adm. Code 2640) and
JTPA SDAs/SSAs shall enter into a memorandum of understanding to facilitate and
maintain an interagency system for the coordination of services to mutual
clients. This memorandum may be withdrawn at any time by written communication,
dated and signed by the Chairperson of the Private Industry Council or the
Director, or otherwise responsible person for the Displaced Homemaker Center.
The following topical areas with specific requirements will be addressed in
this memorandum of understanding:
A) Exchange of Information – The SDA/SSAs and the Displaced
Homemaker Program will exchange program information on a regular basis. The
procedures to be used in exchanging this information will be identified in an
addendum to the memorandum. Information to be exchanged includes, but is not
limited to:
i) Schedule of meetings of advisory bodies/ PICs;
ii) Copies of job training plans;
iii) Grant applications or other funding requests;
iv) Program descriptions;
v) Funding sources and amounts;
vi) Targeted participants if any; and
vii) Timeframes for program enrollments/operations.
B) Referrals – A referral system shall be developed by the
SDA/SSA and the Displaced Homemaker Program. Referrals and information exchange
forms will be developed. All such documents will be attached as an addendum to
this memorandum. Referral documents and a description of the referral system
shall become the formal operating referral procedures between the SDA and the
Displaced Homemaker Program.
C) Administrative – The SDA/SSA and the Displaced Homemaker
Program and their administrative entities and are committed to compliance with
all appropriate and applicable laws, rules and regulations. These will include:
i) Title 6 of the Civil Rights Act of 1964 and 1966 as amended,
(42 U.S.C. 2000e et seq.);
ii) Section 504 of the Rehabilitation Act (29 U.S.C. 794); and
iii) All other applicable or appropriate laws, rules, regulations
pertaining to civil rights, affirmative action, handicapped, and employment
practices (56 Ill. Adm. Code 2610.120).
2) The IDCFS and JTPA SDAs shall enter into a memorandum of
understanding to facilitate and maintain an interagency system for the
coordination of services to mutual clients. Amendments to provisions of this
memorandum may be made by mutual consent. Both parties will participate in an
annual evaluation of the provisions of this memorandum. This memorandum may be
withdrawn at any time through written communication dated and signed by the
chairperson of the PIC or the Regional Director of the IDCFS (or his/her
designee). The following topical areas with specific requirements will be
addressed in this memorandum of understanding:
A) Exchange of Information – The SDA and the IDCFS regional and
local offices will exchange program information on a regular basis. The
information to be exchanged and the procedures to be used in exchanging the
information must be identified in an addendum to this memorandum. The parties
to this memorandum are committed to confidentiality with regard to interagency
communication concerning mutual clients and will respect and observe either
agencies' confidentiality. The parties to this memorandum will appoint an
individual to serve as interagency liaison to facilitate coordination and the
sharing of information. The designated interagency liaisons shall be identified
in an addendum to this memorandum of understanding. The SDA and the IDCFS
regional and local offices, in an effort to better understand each other's
operation, will exchange program information on a regular basis. Information to
be exchanged includes, but is not limited to:
i) A schedule of meetings of advisory bodies/Private Industry
Councils;
ii) Copies of job training plans;
iii) Grant applications or other funding requests;
iv) Program descriptions;
v) Funding sources and amounts;
vi) Targeted participants (if any); and
vii) Timeframes for program enrollments/operations.
B) Referrals – The IDCFS will meet with appropriate
representatives of the IDES and the SDA to discuss and negotiate referral
arrangements for IDCFS youth to discuss and negotiate referral arrangements for
IDCFS youth to access the JTPA system. A discussion of information which will
be used in exchanging such information will be developed and attached to this
memorandum as an addendum. Included in the negotiations will be a discussion
of:
i) the role of IDCFA subcontractors in making direct referrals
to the JTPA system;
ii) the role of IDES in referring IDCFS youth to the JTPA system;
and
iii) how and from whom IDCFS will receive information regarding
the status of youth referrals.
C) Administrative – The SDA and the IDCFS are committed to
compliance with all appropriate and applicable laws, rules and regulations.
These will include:
i) Title VI of the Civil Rights Act of 1964 as amended (42
U.S.C. 2000e et seq.);
ii) Section 504 of the Rehabilitation Act (29 U.S.C. 794);
iii) All other applicable or appropriate laws, rules, regulations
pertaining to civil rights, affirmative action, handicapped and employment
practices (56 Ill. Adm. Code 2610.120).
3) The AAA, or other not-for-profit agency, administering Title V
or the Older Americans Act, and JTPA SSAs shall enter into a memorandum of
understanding to facilitate and maintain an interagency system for the
coordination of services to mutual clients. This memorandum may be withdrawn
at any time by written communication, dated and signed by the Chairperson of
the Private Industry Council or the Director, or otherwise responsible person
for the AAA. The following topical area with specific requirements shall be
addressed in this memorandum of understanding:
A) Exchange of Information – The SDA/SSAs and the AAA shall
exchange program information on a regular basis. The procedures to be used in
exchanging this information shall be identified in an addendum to the
memorandum. Information to be exchanged includes, but is not limited to:
i) Schedule of meetings of advisory bodies/PICs;
ii) Copies of job training plans;
iii) Program descriptions;
iv) Funding sources and amounts;
v) Targeted participants if any and
vi) Timeframes for program enrollments/operations.
B) Referrals – A referral system shall be developed by the SDA/SSA
and the AAA. Forms shall be developed which detail how referrals are to be
made and information exchanged. All such documents shall be attached as an
addendum to the memorandum. Referral documents and a description of the
referral system shall become the formal operating referral procedures between
the SDA and the AAA.
C) Administrative – The SDA/SSA and the AAA and their
administrative entities are committed to compliance with all appropriate and
applicable laws, rules and regulations. These are:
i) Title VI of the Civil Rights Act of 1964 as amended (42
U.S.C. 2000e et seq.);
ii) Section 504 of the Rehabilitation Act (29 U.S.C. 794); and
iii) The provisions of 56 Ill. Adm. Code 2610.120.
4) The Department of Rehabilitation Services (DORS) and JTPA SSAs
shall enter into a memorandum of understanding to facilitate and maintain an
interagency system for the coordination of services to mutual clients. This
memorandum may be withdrawn at any time by written communication, dated and
signed by the Chairperson of the PIC or the Rehabilitation Services Supervisor.
The following topical areas with specific requirements will be addressed in
this memorandum of understanding:
A) Exchange of Information – The SDA/SSAs and the DORS shall
exchange program information at least annually, and more frequently at the
choice of the coordinating agents. The procedures to be used in exchanging
this information shall be identified in an addendum to the memorandum. Information
to be exchanged includes, but is not limited to:
i) Schedule of meetings of advisory bodies/PICs;
ii) Copies of job training plans;
iii) Grant applications or other funding requests;
iv) Program descriptions;
v) Funding sources and amounts;
vi) Targeted participants if any; and
vii) Timeframes for program enrollments/operations.
B) Referrals – A referral system shall be developed by the SDA/SSA
and the DORS. Referrals and information exchange forms shall be developed.
All such documents shall be attached as an addendum to this memorandum.
Referral documents and a description of the referral system shall become the
formal operating referral procedures between the SDA and the DORS.
C) Administrative – The SDA/SAA and the DORS and their
administrative entities are committed to compliance with all appropriate and
applicable laws, rules and regulations. These are:
i) Title VI of the Civil Rights Act of 1964 as amended (42
U.S.C. 2000e et seq.);
ii) Section 504 of the Rehabilitation Act (29 U.S.C. 794); and
iii) The provisions of 56 Ill. Adm. Code 2610.120.
5) The IDPA and JTPA SSAs shall enter into a memorandum of
understanding to facilitate and maintain an interagency system for the
coordination of services to mutual clients. This memorandum may be withdrawn
at any time by written communication, dated and signed by the Chairperson of
the PIC or the Director of the IDPA. The following topical areas with specific
requirements shall be addressed in this memorandum of understanding:
A) Exchange of Information – The SDA/SSAs and the IDPA shall
exchange program information at least annually, and more frequently at the
choice of the coordinating agents. The procedures to be used in exchanging
this information shall be identified in an addendum to the memorandum.
Information to be exchanged includes, but is not limited to:
i) Schedule of meetings of advisory bodies/PICs;
ii) Copies of job training plans;
iii) Program descriptions;
iv) Funding sources and amounts;
v) Targeted participants if any; and
vi) Timeframes for program enrollments/operations.
B) Referrals – A referral system shall be developed by the SSA and
the IDPA. Referrals and information exchange forms will be developed. All
such documents will be attached as an addendum to this memorandum. Referral
documents and a description of the referral system shall become the formal
operating referral procedures between the SDA and the DORS.
C) Administrative – The SDA/SSA and the DPA and their
administrative entities are committed to compliance with all appropriate and
applicable laws, rules and regulations. These are:
i) Title VI of Civil Rights Act of 1964 as amended (42 U.S.C.
2000e et seq.);
ii) Section 504 of the Rehabilitation Act (29 U.S.C. 794); and
iii) The provisions of 56 Ill. Adm. Code 2610.120.
(Source: Amended at 15 Ill. Reg. 7595, effective May 7, 1991)
 |
TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.70 ALLOWABLE ACTIVITIES
Section 2610.70 Allowable
Activities
a) Adult and Youth Programs – Grantees shall use Title IIA, JTPA
funds to provide eligible youth and adults services as specified in Sections
204 and 205 of the Act.
b) Summer Youth Employment and Training Programs – Grantees shall
use Title IIB funds to provide eligible youth with services specified in
Section 252 of the Act.
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.75 EMPLOYMENT GENERATING ACTIVITIES
Section 2610.75 Employment
Generating Activities
a) Employment generating activities (EGA) are those which conform
with the definition found in 56 Ill. Adm. Code 2600.20.
b) The following provisions shall apply to all agreements for
employment generating activities:
1) First-Consideration Agreements – When agreements are developed
with individual businesses or employers specifying the provision of EGA funds
or services for the purpose of creation or expansion, those agreements shall
include a first-consideration agreement. That is, the business or employer
agrees to give first consideration in hiring to JTPA eligible individuals.
2) Non-Relocation Constraint – All EGA requests for proposal and
contracts shall include a statement to the following effect: "EGA funds
may not be used to assist in relocating establishments, or parts thereof, from
one area to another unless approval is granted in writing by the Department of
Commerce and Community Affairs." This restriction applies to relocation
only and does not apply to creation or expansion.
3) Tracking and Reporting – All EGA contracts and PIC-initiated
activities shall include a mechanism for tracking job creation.
c) Revolving loan funds are not allowable as employment
generating activities.
d) All costs incurred for employment generating activities must
be attributed to the administrative cost category.
(Source: Added at 16 Ill. Reg. 13272, effective August 13, 1992)
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.80 ELIGIBILITY REQUIREMENTS
Section 2610.80 Eligibility
Requirements
a) Adult and Youth Programs – Eligibility requirements for Adult
and Youth Programs under Part A of Title II are specified in Sections 141(e),
203 and 504 of the Act.
b) Summer Youth Employment and Training Programs – Part B of
Title II, Summer Youth Employment and Training Programs eligibility
requirements are specified in Sections 141(e), 253 and 504 of the Act.
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.90 WAIVERS OF LIMITATION OF COST
Section 2610.90 Waivers of
Limitation of Cost
The Department shall approve a
request for waiver of the cost limitations delineated in Section 108(b) of the
Act if the following criteria are met:
a) the Private Industry Council (PIC) initiates a request either
through submission of the local job training plan or a modification to the
local job training plan;
b) the request meets the requirements specified in Section
108(c)(2) of the Act; and
c) approval of the request shall not impair the achievement of
performance standards established under Section 106 of the Act.
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.100 PERFORMANCE STANDARDS
Section 2610.100 Performance
Standards
a) Establishment of the Performance Standards System - In
accordance with the requirements of Section 106 of the Act the Department shall
prescribe performance standards for adult and youth training programs under
Title IIA and dislocated worker programs under Title III of JTPA. The U.S.
Department of Labor (U.S. DOL) issued current directives on performance
standards requirements in the April 13, 1990 edition of the Federal Register
(55 FR 14012-14018) and the "Guide for Setting JTPA Title II-A and Title
III (EDWAA) Performance Standards for PY 1990", issued November 1990, by
the U.S. DOL Office of Strategic Planning and Policy Development. To measure
and achieve national goals of long-term employability and economic
self-sufficiency, U.S. DOL has issued six core performance standards for PY'90
and PY'91. Although governors are required to use the six core performance
measures imposed by U.S. DOL, governors are permitted, within guidelines
established by U.S. DOL, to adjust national standards in setting the
performance expectations for the SDAs. In light of this flexibility the State
of Illinois has developed performance standards models based on statewide
data. The performance standards are based on statistical planning models which
use multiple regresssion techniques to predict expected performance of SDAs for
each measure of performance. The models adjust for local economic conditions
and the characteristics of the participants served by the SDA. The weighted
values in the model have been based on prior performance of the JTPA.
Application of the adjustment models result in a singular performance
expectation (model adjusted value) for each of the performance measures. The
six core performance measures used for program evaluation are as follows:
1) Adult
A) Follow-up Employment Rate (AFER) – Total number of adult
respondents who were employed (full-time or part-time) during the 13th full
calendar week after termination, divided by the total number of adult
respondents (i.e., terminees who completed follow-up interviews).
B) Adult Weekly Earnings at Follow-up (AFEARN) – Total weekly
earnings for all adult respondents employed during the 13th full calendar week
after termination, divided by the total number of adult respondents employed at
the time of follow-up.
2) Welfare
A) Welfare Follow-up Employment Rate (WFER) – Total number of
adult welfare respondents who were employed (full-time or part-time) during the
13th full calendar week after termination, divided by the total number of adult
welfare respondents (i.e., terminees who completed follow-up interviews).
B) Welfare Weekly Earnings at Follow-up (WFEARN) – Total weekly
earnings for all welfare respondents employed during the 13th full calendar
week after termination, divided by the total number of welfare respondents
employed at the time of follow-up.
3) Youth
A) Entered Employment Rate (YEER) – Number of youth who entered
employment at termination divided by the total number of youth who terminated
excluding those potential dropouts who are reported as remained in school (did
not also enter employment) and dropouts who are reported as returned to school
(did not also enter employment).
B) Employability Enhancement Rate (YEEN) – Number of youth who
attained one of the employability enhancements at termination, whether or not
they also obtained a job divided by the total number of youth who terminated.
Youth Employability Enhancements are:
i) Attained (two or more) PIC-Recognized Youth Employment
Competencies;
ii) Returned to Full-Time School;
iii) Remained in School;
iv) Completed Major Level of Education; and
v) Entered Non-Title III Training.
b) Performance Standards Policy
1) For PY'90 the State of Illinois is adopting the six core
performance standards as proposed by U.S. DOL.
2) State of Illinois models will be used for establishing the
local performance standard.
3) To qualify as having met performance standards, an SDA must
meet or exceed three of the four core adult follow-up measures and one of the
two core youth measures.
4) SDAs which fail to meet performance standards for two
consecutive years will be subject to reorganization as required by Section 106
of the Act.
5) Departure points for each measure will be based on the 25th
percentile of Illinois performance. Tolerance limits will be set at the 95th
percent confidence interval.
6) The Department shall establish a range of performance above
and below the performance expectation generated by the adjustment model. The
upper and lower limits of this range shall be determined by adding the
tolerance level adjustment (negative and positive percent respectively) to the
model adjusted value.
7) Definitions of "meeting", "exceeding", or
"failing" the local performance standard are as follows:
A) Meet – The performance measure outcome falls within the
tolerance level range band, as established when the tolerance range value is
applied to the model adjusted performance standard.
B) Exceed – The performance measure outcome is greater than the
upper level of the tolerance range band as established when the tolerance range
value is applied to the model adjusted performance standard.
C) Failure – The performance measure outcome is less than the
lower level of the tolerance range band as established when the tolerance range
value is applied to the model adjusted performance standard.
8) The performance outcome as it relates to the U.S. DOL
postprogram follow-up measures may be adjusted upward or downward depending on
calculation of the nonresponse bias adjustment. The nonresponse bias
adjustment is required when the difference in follow-up response rates between
those terminees who were employed and those who were not employed at
termination exceeds five percentage points. The adjustment for nonresponse bias
applies to each of the two samples required for Title IIA postprogram follow-up
data collection: Adults and Adult Welfare. If the difference between the
response rates is five percentage points or less the nonresponse bias
adjustment will not be invoked.
9) The end of the year performance standard calculated for each
SDA will be used to assess the performance outcome for that program year. The
performance assessment will be based on the actual performance outcome (see
subsections (b)(7)(A-C)), or in the case of the U.S. DOL follow-up measures, on
the adjusted outcome (if appropriate) (see subsection (b)(8)). This
performance assessment will form the basis for identification of SDAs requiring
technical assistance/corrective action and those SDAs qualifying for incentive
bonus awards as described in subsections (b)(3) and (4) above.
10) A minimum model adjusted standard of 0.0% and a maximum model
adjusted standard of 100.0% for all performance standards using percentage rate
as an outcome is established.
c) Award of Incentive Grants
1) The total amount of funds available will be determined by
taking
A) 75% of the total 6% allotment for the current program year;
B) plus those 6% funds not allocated for incentive grants from the
prior year;
C) plus the unused portion of the funds set aside for technical
assistance from the prior year;
D) plus any deobligated funds from the prior year.
2) To qualify to receive an incentive award, an SDA must first
meet or exceed the standard for at least three of the four adult follow-up core
measures and one of the two youth core measures as described in subsection (b)
of this Section. A qualifying SDA is then eligible for an incentive award if it
exceeds any one of the six core measures and will receive an additional award
for each measure based on the degree to which performance exceeded the upper
band of the tolerance level.
3) New PY'90 incentive funds will be divided into two portions as
follows:
A) One-third will be allocated among those SDAs qualifying to
receive an incentive award as described in subsection (c)(2) above. The amount
of this award will be based on each qualifying SDA's share of the Title IIA
allocation formula (see Section 2610.30) relative to all qualifying SDAs.
B) Two-thirds will be allocated among qualifying SDAs that
exceeded one or more rewarded measures based on the number of rewarded measures
exceeded and the extent to which each performance exceeded the standard. This
amount will be divided equally into six shares with one share associated with
each measure. Each of these six shares is further divided into levels. The
allocation of funds at each level will be based on the qualifying SDA's
relative share of the JTPA Title IIA allocation formula applied against each
level of available funds for each measure exceeded. These levels are as
follows:
|
Degree
to which performance exceeded the standard
|
Percentage
of incentive grant funds available
|
|
>0% -
9.99%
|
60%
|
|
10% -
14.99%
|
15%
|
|
15% -
19.99%
|
15%
|
|
20% and
above
|
10%
|
C) A Follow-Up Response Rate Adjustment Assessment will be
implemented and applied to the incentive bonus earned for each of the four
follow-up measures. The Response Rate Adjustment Assessment is designed to
reward the SDAs with above minimum (70% and above) follow-up response rate
performance while penalizing those SDAs with below minimum (less than 70%)
follow-up response rate performance. A graduated penalty will be assessed on
the incentive earned for each follow-up measure for those SDAs with response rates
below 70%. The total dollar amount of the penalties will then be distributed
(based on Title IIA allocation %) to those SDAs with response rates at 70% and
above for all categories.
i) The Response Rate Adjustment Assessment Table for Employed is
as follows:
|
Employed
at Termination Category Response Rate
|
Assessment
|
|
70% and
>
|
0
|
|
60% -
69.99%
|
-5%
|
|
50% -
59.99%
|
-15%
|
|
40% -
49.99%
|
-25%
|
|
< 40%
|
-50%
|
ii) The Response Rate Adjustment Assessment Table for Unemployed
is as follows:
|
Unemployed
at Termination Category Response Rate
|
Assessment
|
|
70% and
>
|
0
|
|
60% -
69.99%
|
-5%
|
|
50% -
59.99%
|
-15%
|
|
40% -
49.99%
|
-25%
|
|
< 40%
|
-50%
|
D) Unallocated incentive grant funds, unused technical assistance
funds, and deobligated funds carried over from prior years will be awarded to
qualifying SDAs based on the methodology described in subsection (c)(3)(A).
E) The sum of the amounts determined to be awarded from the funds
distributed under subsections (c)(3)(A), (B), and (C) will equal the total
incentive grant for the SDA.
(Source: Amended at 15 Ill. Reg. 10386, effective July 1, 1991)
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.110 COMPLAINT PROCEDURES
Section 2610.110 Complaint
Procedures
Grievance procedures shall be
established in accordance with Section 144 of the Act, and 20 CFR 629.52 -
629.53 (revised as of April 1, 1990). These procedures will be referred to as
"Complaint Procedures".
a) Grantees under the Act shall maintain a complaint procedure
for resolution of any grievance or complaint about its programs and services
from applicants, participants, subgrantees, subcontractors, staff and other
interested persons.
b) All persons who are program applicants, participants or staff under
the Job Training Partnership Act (JTPA), all contractors and grantees, and
subrecipients thereof, of JTPA funds, and all interested persons shall be
afforded the opportunity to resolve, by means of an administrative process, any
alleged violation of the Act, federal regulations promulgated pursuant thereto,
any grant, contract or other agreement entered into pursuant to the Act.
Various types of complaints, as outlined in subsections (b)(1), (2), and (3),
may be filed. Time limits are measured in calendar weeks (seven consecutive
days). A time limit begins when the person responsible for a specific step
receives the necessary information regarding the complaint. Time limits have
been established to ensure both expeditious resolution of complaints, and to
provide the necessary time for adequate review of all appropriate material.
Should an aggrieved person(s) or entity neglect to adhere to the time
requirements set throughout this procedure, the aggrieved party(ies) are
considered to have abandoned their complaint and the matter shall be considered
resolved. In turn, failure by management to render a decision within the
allotted time at any step constitutes denial and the complainant may proceed to
the next step.
1) Civil Rights Complaints – If a complaint concerns civil rights
discrimination on the basis of race, color, national origin, age, sex,
religion, political affiliation or belief, or, as appropriate, citizenship, as
defined by Section 2610.120(b)(1), the complaint shall be filed with the U.S.
Department of Labor (DOL), Directorate of Civil Rights (DCR) (200 Constitution
Avenue, N.W., Room N4123, Washington, D.C. 20210) under the appropriate equal
opportunity and nondiscrimination requirements applicable to the Act.
Complaints must be filed not later than one hundred eighty (180) days from the
date of alleged discrimination. In complaints of this nature, no entity shall
attempt to prevent or dissuade the complainant from filing such a complaint and
no attempt shall be made to informally resolve the complaint (29 CFR 31.7,
revised as of July 1, 1989).
2) Handicap Complaints – If, however, a complaint alleges
discrimination on the basis of handicap, as defined by Section 2610.120(b)(3)
and (6), the complaint shall be filed with the Department. Complaints alleging
discrimination on the ground of handicap in violation of Section 167 of the Act
shall be filed and processed under the procedures outlined in the DOL's current
regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29
CFR 32.45 (revised as of July 1, 1989). Complaints filed with the Department
must be filed no later than one hundred eighty (180) days from the date of
alleged discrimination. If the complaint is not ameliorated to the
complainant's satisfaction under the state's complaint procedure within sixty
(60) days from the date of filing, the complainant, or his or her
representative, may request to have the complaint independently reviewed
through an independent state review. An Independent State Review is a process
in which testimony, hearing documents, and other applicable records are
reviewed by an Independent Review Officer when an appeal is made after the
State level hearing. The Independent Review Officer shall be an attorney
licensed to practice law in Illinois under Article VII of the Illinois Supreme
Court Rules. In complaints of this nature, no entity shall attempt to prevent
or dissuade the complainant from filing such a complaint.
3) Other Complaints – Complaints of any other nature, not related
to civil rights discrimination or handicap discrimination, shall be filed at
the local level within one year of that alleged occurrence (see Section 144(a)
of the Act). However, this one-year limitation does not apply if the complaint
concerns fraud or criminal activity, which must be reported directly and
immediately to the DOL (20 CFR 629.55, revised as of April 1, 1990). All
persons who are program applicants, participants and staff under JTPA, all
contractors and grantees, and subrecipients thereof, of JTPA funds, and all
interested persons shall be afforded the opportunity to resolve by means of
administrative process any alleged violation of the Act, federal regulations
promulgated pursuant thereto, any grant, contract or other agreement entered
into pursuant to the Act.
c) Complainants shall not be punished or penalized for the filing
of a complaint under JTPA. The Department and the DOL shall not disclose the
identity of any person who has furnished information or assistance in the
investigation of a JTPA violation except to the extent necessary to carry out
the purposes of 29 CFR 31, including the conduct of any investigation, hearing,
or judicial proceeding arising thereunder, nor may any person or organization
or agency discharge or in any way discriminate or retaliate against any person
for the filing of a complaint or the rendering of testimony in any proceeding
or investigation (Section 164(g) of the Act).
d) Informal Resolution – Nothing in the state or federal statute
or regulations precludes the use of informal mechanisms for the resolution of
all complaints and prospective complaints under subsections (b)(2) and (3).
Complainants shall be encouraged, but not required, to informally resolve
complaints.
1) Applicants, participants, subgrantees, subcontractors, staff
and other interested persons, hereto referred to as the complainant, shall
first provide oral or written notification to the Grant Recipient's or
Administrative Entity's Equal Opportunity Officer (EO Officer) when filing a
complaint. Complainants shall be advised of their right to have the complaint
resolved, either informally or through a formal written complaint.
2) Upon receipt of a complaint, the EO Officer will log,
investigate and review the allegation prior to a pre-hearing conference so that
an appropriate resolution can take place at the time of the meeting.
3) Prior to the commencement of investigation, pre-hearing
conference, or hearing activities conducted by the SDA/SSA, attempts shall be
made to resolve a complaint with the involved supervisor, instructor, and
employer's/training agency's complaint procedures. A complaint shall not be
considered formally lodged with the SDA/SSA until these mediation efforts have
been exhausted or when the complainant notifies the SDA/SSA that he or she will
not be using the informal resolution process.
4) This pre-hearing conference shall be held within five (5) days
from the date of receipt of the complaint. If no resolution occurs at the
pre-hearing conference, the EO Officer shall forward to the complainant and
other involved parties a report outlining his/her decision on the issues within
five (5) days of the pre-hearing conference. The complainant has five (5) days
following receipt of the findings of the pre-hearing conference in which to
file a written request for a formal hearing.
e) Formal Resolution.
1) Formal complaints may be filed for the types of complaints
outlined in subsections (b)(2) (at the state level) and (3) (at the local
level). A formal complaint shall be filed by submitting the State of Illinois
Job Training Partnership Act Complaint Form. Upon request, the EO Officer of
the Grant Recipient or Administrative Entity shall assist the complainant in
filing a written complaint.
2) The complaint form shall include the following information:
A) grantee's name and address;
B) complainant's name, address, work and home phone numbers;
C) JTPA office (service provider);
D) status of complainant (i.e., employee, applicant, participant,
other);
E) name and telephone number of organization represented;
F) respondent's name, address, and telephone number;
G) status of respondent (i.e., service provider, SDA
administrative entity, SDA grant recipient, private employer, PIC);
H) nature of complaint alleged (i.e., sexual harassment, handicap,
JTPA law, JTPA regulation, JTPA related, non-JTPA related (specify), race,
color, sex, age, religion, national origin, political affiliation or belief,
citizenship);
I) type of program (i.e., IB, IIA, IIB, III, other (specify));
J) whether a charge has been filed with: the Illinois Department
of Rehabilitation Services, the Illinois Department of Human Rights, the U.S.
DOL/DCR, and/or the U.S. Equal Employment Opportunity Commission;
K) date(s), time(s) and place(s) alleged violation occurred;
L) date and manner in which the complaint was presented to
immediate supervisor (oral/written);
M) dated signature of immediate supervisor acknowledging discussion
of complaint;
N) whether an attempt has been made to resolve the complaint;
O) facts concerning alleged complaint, including: pertinent
dates; names and titles of those involved; details of how person(s) were
treated differently from complainant; written documentation/material to support
complaint; provisions of the Act, regulations, grant, contract, or other
agreements under the Act believed to have been violated;
P) remedy sought by complainant; and
Q) dated signatures of complainant, JTPA EO Officer, and Executive
Director.
f) Hearing Activities.
1) Request for a Hearing at the Local Level – Upon receipt of the
written request, the SDA/SSA shall appoint an impartial Hearing Officer to hear
the complaint. All Hearing Officers shall possess knowledge and information
regarding the JTPA rules and applicable laws and shall be selected on the basis
that current oversight responsibility does not include that of the SDA/SSA. The
Hearing Officer shall schedule a hearing to convene within thirty (30) calendar
days of receipt of a written complaint. Written notification shall be sent by
the Hearing Officer to all parties stating the date, time and place of the
formal hearing and the issues to be heard. A follow-up notice shall be sent to
all parties five (5) days prior to the date the hearing is scheduled to confirm
the appointment.
2) Request for a Hearing at the State Level – Upon receipt of the
written request, the Department shall appoint an impartial Hearing Officer to
hear the complaint. All Hearing Officers shall possess knowledge and
information regarding the JTPA rules and applicable laws. Hearing Officers
appointed by the Department shall be attorneys licensed to practice law in
Illinois under Article VII of the Illinois Supreme Court Rules. The Hearing
Officer appointed shall conduct the hearing on the issue(s) and render an
independent decision. The Hearing Officer shall schedule a hearing to convene
within thirty (30) calendar days of receipt of a written complaint. Written
notification shall be sent by the Hearing Officer to all parties stating the
date, time and place of the formal hearing and the issues to be heard. A
follow-up notice shall be sent to all parties five (5) days prior to the date
the hearing is scheduled to confirm the appointment.
3) Conduct of Hearing
A) Complainants and respondents shall make every effort possible
to be present at the hearing. However, if they are unable to be present, a
forty-eight (48) hour prior written notice must be given to the Hearing
Officer. In the event circumstances arise prior to the hearing which, in the
opinion of the Hearing Officer, are such as to be beyond the reasonable control
of the complainant or respondent and prevent their attendance at the hearing,
the Hearing Officer shall reschedule the proceedings. Examples of factors
beyond reasonable control may include but are not limited to:
i) Serious illness of the complainant or respondent or member of
their immediate family.
ii) Hazardous weather restricting travel to the hearing site.
B) If the Hearing Officer determines that the complainant's or
respondent's failure to attend the hearing is not beyond his or her reasonable
control, the hearing shall be held in his or her absence. The rules of
evidence for contested cases, set forth in Section 10-40 of the Illinois
Administrative Procedure Act (Ill. Rev. Stat. 1991, ch. 127, par. 1010-40),
shall be followed in connection with each hearing. All parties involved shall
have the right to be accompanied by an attorney or other duly authorized
representative; and the right of presenting any witness(es) or to introduce any
evidence desired, subject to the approval of the Hearing Officer. The
complainant shall be permitted access to SDA/SSA files which would be germane
to the complainant's allegations. Complainants may be questioned and may also
question any of the parties or witnesses at the hearing.
4) Hearing Officer's Decision - A written decision shall be
prepared and distributed by the Hearing Officer to the complainant and all
parties who attended the hearing within sixty (60) days of the filing of the
complaint. The conclusions or opinions of the decision shall be based upon
facts and evidence presented during the hearing. The decision of the Hearing
Officer shall contain a statement of the issues; synopsis of facts; a statement
of reasons for the decision; remedies; and an aggrieved party's right to appeal
the decision. All correspondence shall be mailed certified with a return
receipt requested.
g) Appeal of the Decision.
1) Appeal of Decision When Complaint is Filed at Local Level
A) If an aggrieved party is not satisfied with the decision of the
Hearing Officer, or the decision is not received within sixty (60) days of
filing the complaint, an aggrieved party may request a Department review of the
complaint. Appeals shall be addressed to the Department's Equal Employment
Opportunity/Affirmative Action (EEO/AA) Office. Upon submittal to the
Department, all supporting documentation shall be attached to all appeals. An
appeal shall be filed within ten (10) days of receipt of the adverse decision
or ten (10) days from the date on which the decision should have been received
from the Hearing Officer. Appeals shall be submitted on the State of Illinois
Job Training Partnership Act Appeal Form and shall contain the following
information: complainant's name and address; respondent's name and address;
nature of complaint; remedy sought; and answers to questions which address the
following areas: informal resolution, request for hearing, conduct of hearing,
Hearing Officer's decision, appeal of decision, dated signature of aggrieved
party.
B) If an aggrieved party does not appeal to the Department or the
appeal is not timely made, the decision of the Hearing Officer shall be
considered final. The Department's Legal Office shall be responsible for
determining whether the complaint being appealed is a complaint filed pursuant
to Section 144(a) of the Act or is an appeal based on civil rights
discrimination. If the Legal Office determines that the complaint being
appealed concerns discrimination on the basis of race, color, national origin,
age, sex, religion, political affiliation or belief, or, as appropriate,
citizenship, the aggrieved parties shall be advised to file their appeal
directly with the DCR of the DOL under the appropriate equal opportunity and
nondiscrimination requirements applicable to the Act. The Department shall
conduct a review of all other types of complaints and issue a decision within
thirty (30) days from the date of receipt of the appeal request. The decision
rendered by the Department's Legal Office (on behalf of the Governor) shall be
final.
C) If the Department fails to issue a decision within thirty (30)
days from the date of receipt of the appeal, an aggrieved party may request a
determination from the Secretary of the U.S. DOL (Secretary), where reasonable
cause exists to believe that the Act or regulations have been violated. The
request for a determination shall be submitted to the Secretary within ten (10)
days of the date on which the Department's decision should have been issued. In
accordance with 20 CFR 629.52(d)(2) (revised as of April 1, 1990), the
Secretary shall act within ninety (90) days and, as appropriate, direct the
Department to take further action pursuant to state and local procedures, where
there is reasonable cause to believe the Act or regulations have been violated.
2) Appeal of Decision When Complaint is Initially Filed at State
Level
A) If an aggrieved party is not satisfied with the decision of the
Hearing Officer, or the decision is not received within sixty (60) days of
filing the complaint, an aggrieved party may request to have the complaint
independently reviewed. The Department shall provide for the Independent State
Review by an Independent Review Officer. If an aggrieved party files an
appeal, all supporting documentation shall be attached to the appeal.
B) The appeal shall be filed within ten (10) days of receipt of
the adverse decision or ten (10) days from the date on which the decision
should have been received from the Hearing Officer. If an aggrieved party does
not appeal under the independent review process or the appeal is not timely
made, the decision of the Hearing Officer (on behalf of the Governor) shall be
final. A decision based on the Independent State Review shall be issued within
thirty (30) days from the date of receipt of the complaint appeal request. The
decision rendered by the Independent Review Officer (on behalf of the Governor)
shall be final.
C) If the Independent Review Officer fails to issue a decision
within thirty (30) days from the date of receipt of the appeal, an aggrieved
party may request a determination from the Secretary as to whether there is
reasonable cause to believe that the Act or regulations have been violated.
The request for a determination shall be submitted to the Secretary within ten
(10) days of the date on which the Independent Review Officer's decision should
have been issued. In accordance with 20 CFR 629.52(d)(2) (revised as of April
1, 1990) of the JTPA regulations, the Secretary shall act within ninety (90)
days and, as appropriate, direct the Department to take further action pursuant
to state and local procedures, where there is reasonable cause to believe the
Act or regulations have been violated.
(Source: Amended at 15 Ill. Reg. 13137, effective August 27, 1991)
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.120 NONDISCRIMINATION
Section 2610.120
Nondiscrimination
a) Equal Employment Opportunity – Grantees shall comply with the
equal employment provisions of Section 167 of the Act, and 20 CFR 629.3
(revised as of April 1, 1990).
b) Discrimination – Grantees shall refrain from unlawful
discrimination in employment and shall undertake affirmative action to assure
equality of employment opportunity and eliminate the effects of past
discrimination in accordance with the Illinois Human Rights Act (Ill. Rev.
Stat. 1989, ch. 68, pars. 1-101 et seq.). The following laws shall be complied
with concerning discrimination:
1) Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d -
2000d-7);
2) The Age Discrimination Act of 1975 (42 U.S.C. 6102);
3) Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);
4) Title IX of the Education Amendments of 1972 (20 U.S.C. 1681
et seq.);
5) Section 167 of the Job Training Partnership Act of 1983 (29
U.S.C. 1501);
6) U.S. DOL Regulations at 29 CFR 31 (revised as of July 1, 1989)
and 29 CFR 32 (revised as of July 1, 1989);
7) 20 CFR 629.3 (revised as of April 1, 1990);
8) The Illinois Human Rights Act (Ill. Rev. Stat. 1989, ch. 68,
pars. 1-101 et seq.); and
9) The Civil Rights Restoration Act of 1987 (P.L. 100-259,
effective March 22, 1988).
c) Civil Rights – JTPA grantees are responsible for acquiring and
forwarding a quarterly report on civil rights complaints to the Department. The
Department is responsible for forwarding a summary report to the Illinois Job
Training Coordinating Council, or a committee of the Council assigned the
responsibility of performing the duties specified in Section 4 of the Illinois
Job Training Coordinating Council Act (Ill. Rev. Stat. 1989, ch. 48, par.
2104).
(Source: Amended at 15 Ill. Reg. 13137, effective August 27, 1991)
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.130 REPORTS AND RECORDKEEPING REQUIREMENTS
Section 2610.130 Reports and
Recordkeeping Requirements
a) Record Retention Requirements
1) All grantees shall adhere to the provisions contained in the
Regulations of the Local Records Commission (44 Ill. Adm. Code 4000) and the
Local Records Act (Ill. Rev. Stat. 1991, ch. 116, par. 43.102 et seq.), if
applicable.
2) All other grantees not subject to the Local Records Act and
regulations referenced in subsection (a)(1) shall apply to the Department for
authority to destroy records relating to JTPA grants. In determining whether
to approve such application, the Department shall consider whether the records
are necessary for ongoing monitoring purposes, whether the records are
necessary for Department compliance with federal regulations, and whether the
records have any other administrative, legal or fiscal value to the JTPA
program.
3) Additionally, the provisions of the 20 CFR 629.35 (April 1,
1991) are applicable.
b) Management Information System – In accordance with the
requirements of Section 165 of the Act, the Department shall develop and
implement a statewide Management Information System (MIS).
1) All participant-serving grantees under the Act shall
participate in the Department's MIS and provide to the Department and maintain
in document files for each participant, information elements as specified in
subsections (c) and (d) of this Section.
2) The statewide MIS shall be an automated system for the
collection, processing and reporting of information on participants relating to
eligibility determination, demographic characteristics, performance measures
(pre- and post-program outcomes), employability, participation in activities
and services under the Act, termination, and follow-up.
3) The system shall collect required expenditure reports as
specified in subsection (e) of this Section.
4) The Department shall install telecommunications lines and
remote data entry equipment where such is required to support collection of the
information requirements as specified in this Part. The determination
regarding need for equipment will be based primarily on the number of
participants to be served.
5) Standardized instructions and data collection and data entry
forms shall be issued by the Department, consistent with the information
requirements as specified in this Part.
6) Participant-serving grantees shall enter all participant transactions
into the statewide MIS no more than thirty calendar days after each
transaction. Participant transactions are defined as those events and
information which are recorded on the forms as specified in subsections (c) and
(d) of this Section.
7) The Department will utilize participant information and
expenditure information (e.g., information specified in subsections (c), (d),
(f), and (g) of this Section) entered into the MIS by the thirtieth day of the
month following the end of each quarter for the following purposes:
A) Production of monitoring and assessment reports.
B) Calculation of performance standards and outcomes.
C) Determination of incentive bonus awards.
D) Determination of expenditure levels, deobligation and
reallocation of funds.
c) Participant Record Requirements - Participant record
requirements shall be promulgated in order for the Department to comply with
the following Sections of the Act: 108 (b)(3); 121 (c)(3); 123 (c)(1); 123
(c)(3); 124 (d); 141 (e); 141 (k); 165; 167 (a); 203; 204 (11); 205 (b)(1); 205
(c); 205 (d); 253; 302 (a); and 504. Each participant-serving grantee under
the Act shall collect and retain file documentation for each participant as
specified in this Section. Each participant-serving grantee shall collect and
maintain file documentation sufficient to verify the eligibility of individuals
for participation in titles and programs under the Act. This type of
documentation consists of the applicant record (i.e., application form, work
history, family income statement, eligibility certification checklists),
documents verifying elements of the applicant record which pertain to
eligibility (for example, tax returns, check stubs, statements from government
agencies indicating eligibility for public assistance), and verification of
collateral contact (for example, records of SDA employee conversations with
third parties). Grantees shall not be required to maintain a work history form
for youth enrolled in programs authorized under Section 251 of the Act (29
U.S.C 1631). The Department shall issue standardized forms and procedures for
the collection and retention of each element of the participant record,
including a technical assistance guide. Participant record requirements shall
be consistent with the MIS requirements under subsection (b) of this Section.
The specific elements of the participant record are as follows:
1) JTPA Application Information
A) Identification Data
i) Service Delivery Area/ Substate Grantee
ii) Client ID
iii) Application Date
iv) Determination of Client Application Status
v) Name
vi) Address (Street, City, State, Zip Code and County)
vii) Telephone Number
B) Demographic/Descriptive Data
i) Sex
ii) Date of Birth
iii) Age
iv) Ethnic Group: White (Not-Hispanic); Black (Not-Hispanic);
Hispanic; Asian/Pacific Islander; or American Indian/Alaskan Native
v) Education Status: High School Dropout; Student (High School
or Less); High School Graduate (or GED); Post High School Education; or College
Graduate
C) Eligibility Determination and Documentation Data
i) Single Head of Household with Dependent Children (Yes/No)
ii) Displaced Homemaker
iii) Authorized to Work in U.S.: Not Authorized; U.S. Citizen;
Registered Alien/Refugee
iv) Selective Service Registrant Compliance
v) Barriers to Employment: At Risk of Dropping Out of School;
Limited English Proficiency; Pregnant/Parenting Teen; Handicapped; Older
Worker; Veteran; Vietnam-Era Veteran; Offender; Substance Abuser; or Other
(Specify)
vi) Economically Disadvantaged (Yes/No): Meets Income Criteria;
Welfare Recipient; Foster Child; Food Stamp Recipient; or Homeless
vii) Family Income
viii) Number in Family
ix) Enrolled Under 10% Criteria (Yes/No)
x) Type of Welfare Received (Yes/No): AFDC; JOBS Program
Participant; General Assistance; Refugee Assistance; or SSI ( Social Security
Act Title XVI)
xi) Highest School Grade Completed
xii) Part-time Student
xiii) Educational Achievements: Student Meeting
Attendance/Achievement Levels; Student Not Meeting Attendance/Achievement
Levels; or High School Graduate with Educational Deficiencies
xiv) Post High School Plans: Plan to Enter Full-Time Labor Market
or Plan to Continue with Post Secondary Education
xv) Employment Experience (Yes/No): Completed Equivalent of
Pre-Employment Skills Training or Received Paid Employment No Greater than 250
Hours
xvi) Client Determined Eligible for Program (Yes/No): Title IIA,
Adult/Youth Training Program; Title IIA, Education for Employment; Title IIA,
Entry Employment Experience; Title IIA, School to Work Transition; Title IIA,
Limited Work Experience; Title IIA, Pre-Employment Skills/Training; Title IIA,
Try-out Employment; Title IIB, Summer Youth Program; Title IBE, Section 123 (82
Program); or Title IBO, Section 124 (Older Workers)
xvii) Termination/Laid Off from Employment: Terminated or Laid Off;
Received Notice of Termination or Layoff; Terminated As a Result of Plant
Closure; Receive Notification of Termination as a Result of Plant Closure; or
None of Above
xviii) Termination or Notification Date
xix) Primary Occupation Standard Occupational Classifications (SOC)
Codes
xx) Hourly Wage of Dislocation Job
xxi) Total Months Employed in All Previous Primary Occupation(s)
xxii) Months Since Last Employed in Last Previous Primary Occupation
xxiii) Weeks Unemployed (Since Any Employment)
xxiv) Documented Job Search Criteria Met (Yes/No)
xxv) Weeks Unemployed (Out of Last 20 Weeks)
xxvi) Enrolled in Title III and/or III D as of June 30, 1989
xxvii) Self-Employed
xxviii) Certificate of Continuing Eligibility Redemption
xxix) Client Eligibility for Title III, Dislocated Worker Training
Assistance (Yes/No)
xxx) Dislocation Event ID
D) Programmatic Data
i) Referral Sources
ii) Transfer from Other JTPA Title (Yes/No)
E) Performance Assessment Data
i) Labor Force Status: Unemployed; Employed; Not in Labor
Force; Unemployed 15 or More Weeks of Prior 26 Weeks
ii) Unemployment Compensation Status: Eligible for Benefits;
Receiving Benefits; or Exhausted Benefits
iii) Minimal Work History
iv) SOC Codes of Previous Occupations
v) Months Received AFDC (Last 30 Months)
F) Certification and Recertification Signature: Signature of
Applicant; Signature of Parent or Guardian (If Applicable); Relationship to
Applicant; Signature of Interviewer; and Dates
2) Supplemental/Optional Record
A) Supplemental Data
i) Referral to Other Agency (Yes/No)
ii) Name of Agency to Which Referral Was Made and Date of
Referral
iii) Reading Grade Level, Test Date and Deficiency Rating (Yes/No)
iv) Mathematics Grade Level, Test Date and Deficiency Rating
(Yes/No)
v) Current School Grade Level/Highest School Grade Completed
vi) Youth Competency Skill Area Deficiencies: Pre-employment/Work
Maturity; Basic Educational Skills; Job Specific Skills
vii) Certificate of Continuing Eligibility Issued (Yes/No)
viii) Concurrent Participation Needed (Yes/No – Not Determined)
B) Optional Data
i) Benefit Rating
ii) Need Rating
iii) Ward of State (Yes/No)
iv) Migrant Worker (Yes/No)
v) User Application Fields
vi) User Target Population Fields
C) Collateral Contacts (Optional)
i) Contact Name
ii) Contact Address (Street, City, State, Zip Code)
iii) Telephone Number
iv) Relationship to Client
3) Training/Services Record
A) Identification Data
i) Service Delivery Area/ Substate Grantee
ii) Client ID
iii) Application Date
iv) JTPA Title
v) Client Name
B) Training/Service Code
i) Training/Service Code
ii) Sequence Number
iii) Service Provider
iv) Grant Number
v) Sent to Other Provider (Yes/No)
vi) Planned Start Date
vii) Actual Start Date
viii) Planned End Date
ix) Actual End Date
x) SOC Code
xi) Classification of Industrial Program (CIP) Code
xii) Try-Out Employment Site
xiii) Hourly Wage
xiv) Scheduled Hours
xv) Cumulative Hours
xvi) Cumulative Hours Override
xvii) Successfully Completed (Yes/No)
xviii) Training/Service Type
xix) Non-JTPA Training/Service
C) Signatures
i) Signature of Individual Completing Form
ii) Date
4) Termination Record
A) Identification Data
i) Service Delivery Area/ Substate Grantee
ii) Client ID
iii) Application Date
iv) JTPA Title
v) Client Name
B) Termination Data
i) Termination Date
ii) First Termination Reason: Entered Employment (i.e., Entered
Unsubsidized Employment, Entered Registered Apprenticeship Program, Entered
Armed Forces, Recalled, Continued Unsubsidized Employment, Entered Employment
After Relocation, or Remained With the Layoff Employer); Youth Employability
Enhancements/Adult Skill Attainment (i.e., Entered Non-Title II Training,
Returned to Full-Time School (Youth Only), Completed Major Level of Education;
Attained Youth Competencies (Youth Only); Attained Adult Employability Skill
(Adult Only); Remained in School (Youth Only); and Other (i.e., Continued as
Full-Time Student, Ineligible, Dropout, Program Ended, Entered Non-JTPA
Training, or Other Reason)).
iii) Second Termination Reason (Title IIA Adult/Youth Only): Youth
Employability Enhancements/Adult Skill Attainment (i.e., Entered Non-Title II
Training, Returned to Full-Time School (Youth Only), Completed Major Level of
Education, Attained Youth Competencies (Youth Only), Remained in School (Youth
Only), Attained Adult Employability Skill (Adult Only)).
iv) Youth Competency/Adult Skill Attainment (i.e.,
Pre-employment/Work Maturity Skills (Yes/No) and Date, Basic Education Skills
(Yes/No) and Date, and Job Specific Skills (Yes/No) and Date).
v) Exit Grade Level, Reading and Math Skills
vi) Principal Service Provider
vii) Principal Activity
viii) Hired at Try-Out Employment Site: Yes; No; or Not Applicable
ix) Attained GED Upon Training Completion (Yes/No)
C) Employment Information
i) Employment Start Date
ii) Training Related
iii) Job Title Description
iv) SOC Code
v) Hourly Wage
vi) Scheduled Weekly Hours
vii) Employer
viii) Street and City Address of Employer
ix) State and Zip Code of Employer
x) Telephone Number
xi) Standard Industrial Classification (SIC) Code
xii) Contact
D) Signatures
i) Signature of Individual Completing Form
ii) Date
5) Provider Data
A) Identification Data
i) Service Delivery Area/ Substate Grantee Code
ii) Service Provider ID
iii) JTPA Title
B) Level 1 and 2 Provider Information
i) Name
ii) Street Address
iii) State and Zip Code
iv) County
v) Allowable Training Activities/Services
C) Level 2 Provider Information
i) CIP Codes
ii) SOC Codes
d) Participant Follow-Up Data Collection Requirements - In
accordance with the requirements of Sections 106 and 165 of the Act, and the
Annual Status Report for Title IIA and Title III programs effective July 1,
1986, the Department shall develop and implement a participant follow-up data
collection system. The Economic Dislocation and Worker Adjustment Assistance
(EDWAA) Act (Title VI, Subtitle D, of the Omnibus Trade and Competitiveness Act
of 1988) (29 U.S.C. 1651 et seq.) revised Title III of the JTPA but also
requires that each program (SSA, Governor's Reserve, Secretary's National
Reserve) be responsible for participant follow-up. The purpose of this system
is to collect and report to the U.S. DOL selected post-program data which will
be used by the Secretary of Labor to support performance standards. In order
to implement these measures, grantees will be required to collect and report to
the Department post-program data items for terminees as specified in this Part.
The major elements of this system are as follows:
1) Outcome Measures - The post-program data collection
requirements are based on the following outcome measures which together
describe the labor market experiences of program terminees for the 13 week
period after program termination:
A) The employment rate during the 13th full calendar week after
program termination.
B) The average gross weekly earnings of terminees employed during
the 13th full calendar week after program termination.
C) The average number of weeks employed during the 13 post-program
weeks.
D) The average hourly wage of those employed during the 13th full
calendar week after program termination.
2) Post-Program Timing
A) Post-program data collection shall commence for participants
terminating on or after July 1, 1986 (July 1, 1989 for EDWAA terminees).
B) Follow-up data shall be collected for the 13th full calendar
week following termination from the program.
C) Post-program data shall be collected for terminees whose 13th
post-program week ends during the program year.
D) Follow-up interviews of terminees shall commence during the
first week of October 1986 (first week of October 1989 for EDWAA terminees).
E) Data collection is limited to a four week period from the 14th
to the 17th week following termination. Follow-up may occur during the 18th
week only when the terminee is located before the end of the 17th week.
3) Interview Group Selection
A) Title IIA grantees must collect follow-up data for two groups:
adults and adult welfare recipients.
B) Title III and EDWAA grantees must collect follow-up data for
all terminees.
C) The size of each of the above groups to be interviewed shall be
determined by the number of planned terminees from each group during the period
for which post-program data will be collected.
D) If the number of planned terminees in any of the interview
groups is equal to or less than 137, each terminee from that group must be
included in the data collection effort. If the number of planned terminees
exceeds 137, data on a sample of terminees may be collected.
E) If sampling is used as a basis for determining which terminees
will be interviewed, the sample must be as large as the minimum sample sizes
specified by the U.S. DOL Employment and Training Administration in federal
regulations issued May 16, 1990 (55 FR 20342). Samples must be drawn
independently for each interview group and must be random.
F) If samples are used, an individual sample is required for each
SSA, while statewide samples are required for statewide and national reserve
reports.
4) Methods for Terminee Contact
A) The follow-up data must be gathered by administering a
questionnaire over the telephone or in person. Mail questionnaires may be used
only in those cases where the terminee does not have a telephone or cannot be
reached by telephone.
B) Contact must be made with the terminee directly.
5) Interview Questions - A standard set of questions must be
asked of all respondents as specified in the Exhibit of Appendix A found in
U.S. DOL regulations (54 FR 9361-9362).
6) Response Rate Requirements and Non-Response Bias Adjustment –
A) A 70 percent minimum response rate is required for those who
entered employment at termination and those who did not enter employment at
termination for each SSA, for statewide and national reserve, for Title IIA
Adults, Title IIA Adult Welfare, and Title III.
B) Prior to reporting the results of follow-up data collection to
the Department, grantees must adjust for the effects of non-response bias when
the difference between the response rates attained for each of the above groups
exceeds five percent. The adjustment method used shall be the one provided by
the U.S. DOL Employment and Training Administration in its Technical Assistance
Guide for JTPA Follow-Up and Validation, issued June 1990.
7) Reporting – Data collected on clients with April 1, 1988 and
later termination dates must be entered onto the JTPA II MIS.
e) Eligibility Review and Verification System - In accordance
with the requirements of Section 165 of the Act and 20 CFR 629.43, effective
April 15, 1983, the State shall implement an Eligibility Determination and
Verification System for use by all grantees enrolling individuals under Title
IIA and IIB of the JTPA. The State shall prescribe detailed instructions and
forms to be used by grantees for certification of eligibility. The Eligibility
Determination and Verification System shall consist of the following
procedures:
1) Determination of Eligibility – Each grantee shall determine
the eligibility of an applicant for JTPA titles and programs into which the applicant
is to be enrolled. Grantees shall also determine the eligibility of a
participant for enrollment in new JTPA programs after initial enrollment (e.g.,
exemplary youth programs). Enrollment into JTPA titles and programs shall be
supported by documentary evidence. All documentary evidence shall be provided
prior to enrollment of an applicant into JTPA or placement of a participant
into a new JTPA program. Documentary evidence is defined as written
confirmation of the applicant's status at the time of application. Should
documentary evidence not be available, grantees may use collateral contacts
(i.e., verbal confirmations) with social service and other organizations to
verify the status of applicant. Grantees are required to collect documentary evidence
sufficient to support:
A) the enrollment of an applicant into a Title under JTPA and,
B) the placement of a participant into a new JTPA program.
2) Documentation Requirement for U.S. Citizens and Resident
Aliens – Grantees may accept self-attestation as a basis for establishing if an
applicant is a U.S. citizen. The status of applicants who identify themselves
as resident aliens shall be documented.
f) Financial Reporting Requirements – In accordance with the
provisions of Section 164 of the Act and 20 CFR 629.35 ( April 1, 1991), each
grantee under JTPA shall be required to submit expenditure reports to the
Department as specified in this Part.
g) Reporting Detail
1) Expenditures shall be reported for the following categories:
A) Training
i) Employment and Training Services
ii) Academic
iii) Vocational
iv) Limited Work Experience
v) Try-Out Employment
vi) On the Job Training (OJT)
vii) Other Training
B) Participant Support
i) Limited Work Experience
ii) Services and Materials: Child Care; Transportation; or Other
Services and Materials
iii) Work Experience
iv) Needs-Based Payments
v) Other Participant Support
C) Administration
i) Salaries and Wages
ii) Staff Fringe Benefits
iii) Facility Cost
iv) Staff Travel
v) Equipment
vi) Indirect Cost
vii) Other Direct Costs
viii) Employment Generating Activities (EGA)
ix) Private Industry Council (PIC Cost) (Cost not described
elsewhere in administrative cost line items)
x) Other
2) Reporting Level – An expenditure report detailing expenditures
for Training, Participant Support and Administration (including specified
subcategories) as defined in subsection(f) of this Section shall be submitted
separately for Titles IIA and IIB.
3) Grantee Subgrantee Reporting
A) Grantees shall maintain expenditure information on each of
their subgrantees receiving Title II funds in sufficient detail to enable the
grantee to produce an expenditure report for each of their subgrantees by the
following expenditure categories:
i) Training;
ii) Participant Support;
iii) Administration (in cases where the service providers are
expending administrative funds); and
iv) Total expenditures.
B) This information shall be produced and transmitted to the
Department upon the request of the Department.
(Source: Amended at 16 Ill. Reg. 17266, effective October 30, 1992)
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.140 ADMINISTRATIVE REQUIREMENTS
Section 2610.140
Administrative Requirements
All Grantees shall operate Title
IIA and Title IIB programs in compliance with the Act and applicable federal
rules and regulations (20 CFR 626-638 (1983)). All grantees are required to
comply with the following administrative requirements.
a) Suspension and Termination
1) Suspension – If the grantee fails to comply with the special
conditions and/or the general terms and conditions of the Illinois Job Training
Partnership Act Grant Agreement, the Department shall, after notice to the
grantee, suspend the grant and withhold further payments or prohibit the
grantee from incurring additional obligations of grant funds, pending
implementation of a corrective action plan accepted by the Department or a
decision to terminate. The Department shall determine to allow such necessary
and proper costs which the grantee could not reasonably avoid during the period
of suspension provided such costs were necessary and reasonable for the conduct
of the project.
2) Termination – The grant may be terminated as follows:
A) Termination Due to Loss of Funding – In the absence of federal
funding, the grant will be terminated in full. In the event of a partial loss
of federal funding, the Department will make proportionate partial cuts to
grantees.
B) Termination for Cause –
i) If the Department determines that the grantee has failed to
comply with the special conditions and/or the general terms and conditions of
the grant, the Department may terminate the grant in whole, or in part, at any
time before the date of completion. Circumstances which may result in the
termination of a grant include, but are not necessarily limited to, the
following: consistent failure to submit required reports; failure to maintain
required records; failure to protect inventory; misuse of equipment purchased
with grant funds; evidence of fraud and abuse; consistent failure to meet
performance standards; and failure to resolve negotiated points of the
agreement (i.e., narrative, number of participants to be served).
ii) The circumstances listed are explained within the subgrant
agreement.
iii) The Department shall promptly notify the grantee in writing
of the determination to terminate, the reasons for such termination, and the
effective date of the termination. Payments made to the grantee or recoveries
by the Department shall be in accordance with the legal rights and liabilities
of the parties.
C) Termination by Agreement – The Department and the grantee shall
terminate the grant in whole, or in part, when the Department and the grantee
agree that the continuation of the program objectives would not produce
beneficial results commensurate with the future expenditures of funds. The
Department and the grantee shall agree upon termination conditions, including
the effective date and, in the case of partial termination, the portion to be
terminated. The grantee shall not incur new obligations for the terminated
portion after the effective date, and shall cancel as many outstanding
obligations as possible. The Department shall allow full credit to the grantee
for the Department's share of the noncancellable obligations incurred
consistent with the grant agreement.
b) Monitoring
1) The Department shall monitor and evaluate each grantee's
program. Programs will be monitored periodically throughout the program year
for compliance with Titles I and II of the Act, State Regulations (56 Ill. Adm.
Code 2600, 2610, and 2630), 20 CFR 626-638 (1983), and compliance with subgrant
agreements. Programs shall be evaluated to assess impact upon the target
population and to determine if effective and efficient utilization of the Job
Training Partnership Act funds is occurring.
2) The Department shall have access to such records as necessary
to monitor and evaluate the grantee's programs.
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.150 INCORPORATION BY REFERENCE
Section 2610.150
Incorporation by Reference
Any incorporation by reference
in this Part of the rules and regulations of any agency of the United States or
of standards of a nationally recognized organization or association includes no
new amendments or editions after the date specified.
(Source: Added at 15 Ill. Reg. 10386, effective July 1, 1991)
Section 2610.APPENDIX A Coordination Agreement
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.APPENDIX A COORDINATION AGREEMENT
Section 2610.APPENDIX A Coordination
Agreement
PURPOSE
STATEMENT
WHEREAS, the (Illinois
Department of/AAA/Educational Institutions) __________________ and the (JTPA
Entity) ________________, are agencies with the common purpose of assisting
individuals who are unemployed underemployed and economically disadvantaged to
obtain unsubsidized employment and thus, become self-sufficient; and,
WHEREAS, each agency specified
above recognizes that a limited amount of resources is available in the area to
provide programs and services to accomplish this purpose; and,
WHEREAS, each agency is
committed to eliminating unnecessary duplication of programs and services,
maximizing all available resources in a coordinated and integrated fashion, and
providing the necessary support services to participants to ensure, to the
extent possible, a positive employment and training experience;
The (Illinois Department
of/AAA/Educational Institutions)____________________ and the (JTPA
Entity) ________________ enter into this coordination agreement to
formalize their commitment to achieving their common purpose in accordance with
the procedures herein outlined.
NATURE
OF AGREEMENTS
This coordination agreement is
(nonfinancial/financial) in nature. (As a nonfinancial agreement it does not
commit either agency to expenditure of funds to carry out these coordination
activities. This agreement shall serve as the statement of work portion of the
financial contract between the agencies.)
INTERAGENCY
COORDINATION LIAISONS
Representing the (Illinois
Department of/AAA/Educational Institutions)______________ in all routine
matters regarding interagency coordination with the JTPA system will be May 7,
1991 Representing the (JTPA Entity) __________________ in all routine matters
regarding interagency coordination with the (Illinois Department
of/AAA/Educational Institutions) May 7, 1991 will be __________________________.
The above named designated
liaisons are hereby assigned the additional responsibility for convening and
hosting quarterly meetings and submitting required documentation addressed in
the agreement under the topical area of joint planning.
Matters which cannot be resolved
by the above designated interagency coordination liaisons will be brought to
the attention of _______________with the (Illinois Department
of/AAA/Educational Institutions) _________________ and _________________with
the (JTPA Entity) ___________________ for resolution.
CONFIDENTIALITY
OF CLIENTS
Any
information concerning persons served by JTPA/(Illinois Department
of/AAA/Educational Institutions) shall remain confidential. Except as may be
required by state or federal law, regulation or order, the agencies agree not
to release any information concerning said persons without prior written
consent of the individual or, if minors, their parents or guardians and that
such information will be limited to that which is necessary for the proper
delivery of services.
ADMINISTRATIVE
__________________ and the
________________ agree to abide within the policies, regulations and/or
procedures of each agency.
Parties to this agreement and
any subgrantees/subcontractors are committed to compliance with provisions of
the Civil Rights Acts of 1964 and 1966, Section 504 of the Rehabilitation Act,
the Fair Employment Practices Act, and all other applicable or appropriate
laws, rules, and regulations dealing with civil rights, affirmative action,
handicapped, and employment practices.
This coordination agreement is
representative of the commitment between the agencies represented by the
signatures below to coordinate programs and services. Amendments to provisions
of this agreement may be made by mutual agreement, printed revision, and dated
signatures of both responsible parties or designated signators. Both parties
will participate in an annual evaluation of the provisions of this agreement.
Such annual evaluation may occur at the annual strategic planning meeting. This
agreement and provisions will be in effect from July 1, 1990 through June 30,
1992 or until amended or modified, and may be dissolved by either party with a
written notice thirty days in advance.
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Designated
JTPA Signator(s):
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Date:
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Designated
Coordinating Agent(s) Signator(s):
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Date:
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FAILURE
TO COMPLY WITH AGREEMENT TERMS
SERVICE
DELIVERY AREA
The State Agency, educational
institution and AAA/SDA coordination agreements specify interagency liaisons
who will be the primary contacts between the coordinating agents for purposes
of coordination. In the event that the interagency liaisons cannot resolve the
issues which arise, the coordination agreements also identify the individuals
to contact for resolution. Should the next level designees be unable to resolve
the issues at hand, or bring about compliance with the terms of the
coordination agreement, service delivery areas having the following procedures
with which to pursue a solution to the situation:
1) Contact the central office of the state agency, including the
Illinois Department on Aging with respect to the AAAs and the Illinois State
Board of Education with respect to educational institutions, where compliance
to the terms of the coordination agreement is not taking place and indicate
both the problem area(s) and the desired solution. If the central office of the
state agency concurs with the service delivery area, it can initiate whatever
action is appropriate to resolve the identified problem. The service delivery
area entity should allow the state agency sufficient time to investigate the
situation from the local office point of view, if applicable. If no resolution
has been reached, or progress toward that end made within 15 working days, the
SDA can initiate "Step 2".
2) The SDA contacts the Chairperson or staff to the Coordination
Committee of the Illinois Job Training Coordinating Council and explains its
perception of the problem(s) encountered in obtaining compliance with the terms
of the coordination agreement. A summary of the efforts to resolve the
situation with the central office of the state agency shall be forwarded with
any other relevant documentation to the Coordination Committee staff.
3) The staff to the Coordination Committee shall investigate the
circumstances and then set up a meeting between the two disagreeing agents and
the Chairperson of the Coordination Committee or designee and attempt to
resolve the problem(s) within 10 working days following receipt of the
documentation from the SDA.
4) If no resolution is reached at the meeting among the
Coordination Committee Chair or his/her designee, the SDA and the state agency,
a summary of the problem(s) and the efforts made to reach resolution shall be
forwarded to the Coordination Committee in its regular mailings of meeting
materials. The Coordination Committee shall review the facts and recommend a
solution to the state agency and SDA at its next regularly scheduled meeting.
The recommendation of the Coordination Committee shall be forwarded, in
writing, to the SDA entity, the PIC, the Local Elected Officials (LEOs) and
central office of the state agency within 5 working days following the meeting.
If either party disagrees with the recommendation, it may appeal the decision
to the Illinois Job Training Coordinating Council.
5) The IJTCC will, at its next regularly scheduled meeting
following the appeal request, review all facts and allow further discussion of
the outstanding issues. The IJTCC will make recommendations on the solution and
forward same, in writing to the affected state agency, the Private Industry
Council, the local elected official, the SDA entity and the Governor within 5
working days after the Council meeting where a decision was reached.
FAILURE TO COMPLY WITH COORDINATION
AGREEMENT TERMS
STATE AGENCIES
The State Agency, educational
institution and AAA/SDA coordination agreements specify interagency liaisons
who will be the primary contacts between the coordinating agents for purposes
of coordination. In the event that the interagency liaisons cannot resolve the
issues which arise, the coordination agreements also identify the individuals
to contact for resolution. Should the next level designees be unable to resolve
the issues at hand, or bring about compliance with the terms of the
coordination agreement, the central office of the state agency, including the
Illinois Department on Aging with respect to the AAAs and the Illinois State
Board of Education with respect to educational institutions, should be
contacted to attempt to resolve the situation. If this fails, the state
agencies/AAA/educational institutions have the following procedures with which
to pursue a solution to the situation:
1) Contact the Private Industry Council and the local elected
officials of the SDA where compliance to the terms of the coordination
agreement is not taking place and indicate both the problem area(s) and the
desired solution. If the Private Industry Council and local elected officials
concur with the state agency, it will initiate whatever action is appropriate
to resolve the identified problem. The state agency will allow the local
partnership sufficient time to investigate the situation from the SDA point of
view. If no resolution has been reached, or progress toward that end made
within 15 working days, the state agency can initiate "Step 2".
2) The state agency contacts the Chairperson or staff to the
Coordination Committee and explains its perception of the problem(s) encountered
in obtaining compliance with the terms of the coordination agreement. A summary
of the efforts to resolve the situation with the SDA and the Private Industry
Council and local elected officials shall be forwarded with any other relevant
documentation to the Coordination Committee staff.
3) The staff to the Coordination Committee shall investigate the
circumstances and then set up a meeting between the two disagreeing agents and
the Chairperson of the Coordination Committee or designee and attempt to
resolve the problem(s) within 10 working days following receipt of the
documentation from the state agency.
4) If no resolution is reached at the meeting among the
Coordination Committee Chair or his/her designee, the SDA and the state agency,
a summary of the problem(s) and the efforts made to reach resolution, shall be
forwarded to the Coordination Committee in its regular mailing of meeting
materials. The Coordination Committee shall review the facts and recommend a
solution to the state agency and SDA at its next regularly scheduled meeting.
The recommendation of the Coordination Committee shall be forwarded, in
writing, to the SDA entity, the PIC, the LEOs, and central office of the state
agency within 5 working days following the meeting. If either party disagrees
with the recommendation, it may appeal the decision to the Illinois Job
Training Coordinating Council.
5) The IJTCC will, at its next regularly scheduled meeting
following the appeal request, review all facts and allow further discussion of
the outstanding issues. The IJTCC will make recommendations on the solution and
forward same in writing to the affected state agency, the Private Industry
Council, the local elected officials, the SDA entity and the Governor within 5
working days after the Council meeting where a decision was reached.
(Source: Amended at 15 Ill. Reg. 7595, effective May 7, 1991)
| TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610
TRAINING SERVICES FOR THE DISADVANTAGED
SECTION 2610.APPENDIX B MEMORANDUMS OF UNDERSTANDING
Section 2610.APPENDIX B Memorandums
of Understanding
Section 2610.ILLUSTRATION A Memorandum
of Understanding Between the JTPA Service Delivery Area and the Department of
Children and Family Services
I. PURPOSE AND SCOPE
The purpose of the memorandum of understanding is to
facilitate and maintain an interagency system or the coordination of services
to mutual clients. This memorandum of understanding is a non-financial
commitment to provide for the coordination of such services through provision
for the mutual exchange of information and the referral of eligible individuals
to appropriate employment and training programs and supportive services between
the SDA, regional and local offices of DCFS, and community-based organizations
who provide youth services under contract with DCFS.
II. EXCHANGE OF INFORMATION
The parties to
this memorandum are committed to strict standards of confidentiality with
regard to interagency communication concerning mutual clients and will respect
and observe either agencies confidentiality policies as well as Section 7 of
the Freedom of Information Act (Ill. Rev. Stat. 1989, ch. 116, par. 207),
Sections 11-9 through 11-12 of the Public Aid Code (Ill. Rev. Stat. 1989, ch.
23, pars. 11-9 through 11-12), 89 Ill. Adm. Code 102.30, and 7 CFR 272.1(c)-(f),
42 CFR 431.300-.307, and 45 CFR 205.50 (1990) (no subsequent dates or
editions).
The parties to
this memorandum will appoint an individual to serve as interagency liaison to
facilitate coordination and the sharing of information. The designated
interagency liaisons shall be identified in an addendum to this memorandum of
understanding.
The SDA and
the Department of Children and Family Services' regional and local offices, in
an effort to better understand each other's operation, will exchange program
information on a regular basis. Information to be exchanged includes, but is
not limited to: a schedule of meetings of advisory bodies/private industry
councils, copies of job training plans, grant applications or other funding
requests, program descriptions, funding sources and amounts, targeted
participants (if any), and timeframes for program enrollments/operations. A
discussion of information which will be exchanged and the procedures to be used
in exchanging such information will be developed and attached as an addendum to
this memorandum.
III. REFERRALS
The Illinois
Department of Children and Family Services will meet with appropriate
representatives of the Illinois Department of Employment Security and the SDA
to discuss and negotiate referral arrangements for DCFS youth to access the
JTPA system. Included in the negotiations will be a discussion of: a) the
role of DCFS subcontractors in making referrals directly to the JTPA system; b)
the role of IDES in making referrals of DCFS youth to the JTPA system; and c)
how and from whom DCFS will receive information regarding the status of youth
referrals. A description of the procedures which will be used to ensure that
DCFS youth are referred and otherwise have access to the JTPA system will be
attached to this memorandum as an addendum.
IV. ADMINISTRATIVE
Parties to
this memorandum and their administrative entities are committed to compliance
with provisions of the Civil Rights Acts of 1964 and 1966, Section 504 of the
Rehabilitation Act, the Fair Employment Practices Act, and the provisions of 56
Ill. Adm. Code 2610.120.
This
memorandum of understanding is a statement of commitment by each party.
Amendments to provisions may be made by mutual consent. Both parties will
participate in an annual evaluation of the provisions of this memorandum. This
memorandum may be withdrawn at any time by written communication, dated and
signed by the Chairperson of the Private Industry Council or his/her designee
or the respective DCFS Regional Administrator.
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JTPA
SIGNATOR:
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As Designated By the Private
Industry Council (PIC) and Local Elected Officials
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DATE:
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DCFS
SIGNATOR:
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Youth Services Coordinator
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Regional Administrator
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DATE:
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(Source: Amended at 15 Ill. Reg. 7595, effective May 7, 1991)
Section 2610.APPENDIX B
Memorandums of Understanding
Section 2610.ILLUSTRATION B Memorandum
of Understanding Between the JTPA Substate Grantee and the Area Agencies on
Aging or Other Not-For-Profit Agency Administering Title V of the Older
Americans Act
I. PURPOSE AND SCOPE
The purpose of
the memorandum of understanding is to facilitate and maintain an interagency
system for the coordination of services to mutual clients. This memorandum of
understanding is a non-financial commitment to provide for the coordination of
such services through provision for the mutual exchange of information and the
referral of eligible individuals to appropriate employment and training
programs and supportive services.
II. EXCHANGE OF INFORMATION
The parties to
this memorandum are committed to strict standards of confidentiality with
regard to interagency communication concerning mutual clients and will respect
and observe either agency's confidentiality policies as well as Section 7 of
the Freedom of Information Act (Ill. Rev. Stat. 1989, ch. 116, par. 207),
Sections 11-9 through 11-12 of the Public Aid Code (Ill. Rev. Stat. 1989, ch.
23, pars. 11-9 through 11-12), 89 Ill. Adm. Code 102.30, and 7 CFR 272.1(c)-(f),
42 CFR 431.300-.307, and 45 CFR 205.50 (1990) (no subsequent dates or
editions).
The parties to
this memorandum will appoint an individual to serve as interagency liaisons to
facilitate coordination and the sharing of information. The designated
interagency liaisons shall be identified in an addendum to this memorandum of
understanding.
The SSA and
the Area Agency on Aging, in an effort to better understand each other's
operation, will exchange program information on a regular basis. Information to
be exchanged includes, but is not limited to: a schedule of meetings of
advisory bodies/private industry councils, copies of job training plans, grant
applications or other funding requests, program descriptions, funding sources
and amounts, targeted participants (if any), and timeframes for program
enrollments/operations. A discussion of information which will be exchanged
and the procedures to be used in exchanging such information on an ongoing
basis as well as in the event of a mass layoff or plant closing will be
developed and attached as an addendum to this memorandum.
III. REFERRALS
Referrals and
information exchange forms may be developed if not already in place. All such
documents will be attached to this memorandum.
A referral
system, formal or informal, has been developed by the parties of this agreement
and a description or outline of such system will be attached as an addendum to
this memorandum.
IV. ADMINISTRATIVE
Parties to
this memorandum and their administrative entities are committed to compliance
with provisions of the Civil Rights Acts of 1964 and 1966, Section 504 of the
Rehabilitation Act, the Fair Employment Practices Act, and the provisions of
Ill. Adm. Code 2610.120.
This
memorandum of understanding is a statement of commitment by each party.
Amendments to provisions may be made by mutual consent. Both parties will
participate in an annual evaluation of the provisions of this memorandum. This
memorandum may be withdrawn at any time by written communication, dated and
signed by the Substate Grantee or the Director, or other person designated by
the Area Agency on Aging.
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JTPA
SSA SIGNATOR:
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SSA Grantee
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DATE:
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AAA
SIGNATOR:
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Director of Area Agency on
Aging
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DATE:
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(Source: Amended at 15 Ill.
Reg. 7595, effective May 7, 1991)
Section 2610.APPENDIX B
Memorandums of Understanding
Section 2610.ILLUSTRATION C Memorandum
of Understanding Between the JTPA Title II and III and the Displaced Homemaker
Program
I. PURPOSE AND SCOPE
The purpose of
the memorandum of understanding is to facilitate and maintain an interagency
system for the coordination of services to mutual clients. This memorandum of
understanding is a non-financial commitment to provide for the coordination of
such services through provision of the mutual exchange of information and the
referral of eligible individuals to appropriate employment and training
programs and supportive services.
II. EXCHANGE OF INFORMATION
The parties to
this memorandum are committed to strict standards of confidentiality with
regard to interagency communication concerning mutual clients and will respect
and observe either agency's confidentiality policies as well as Section 7 of
the Freedom of Information Act (Ill. Rev. Stat. 1989, ch. 115, par. 207),
Sections 11-9 through 11-12 of the Public Aid Code (Ill. Rev. Stat. 1989, ch.
23, pars. 11-9 through 11-12), 89 Ill. Adm. Code 102.30, and 7 CFR 272.1(c)-(f),
42 CFR 431.300-.307, and 45 CFR 205.50 (1990) (no subsequent dates of
editions).
The parties to
this memorandum will appoint an individual to serve as interagency liaisons to
facilitate coordination and the sharing of information. The designated
interagency liaisons shall be identified in an addendum to this memorandum of
understanding.
The SDA, SSA
and the Displaced Homemaker Program, in an effort to better understand each
other's operation, will exchange program information on a regular basis.
Information to be exchanged includes, but is not limited to: a schedule of
meetings of advisory bodies/private industry councils, copies of job training
plans, grant applications or other funding requests, program descriptions,
funding sources and amounts, targeted participants (if any), and timeframes for
program enrollments/operations. A discussion of information which will be
exchanged and the procedures to be used in exchanging such information will be
developed and attached as an addendum to this memorandum.
III. REFERRALS
Referrals and
information exchange forms may be developed if not already in place. All such
documents will be attached as an addendum to this memorandum.
A referral
system, formal or informal, has been developed by the parties of this agreement
and a description or outline of such system will be attached as an addendum to
this memorandum.
All such
referral documents and an outline or description of the referral system will
become the formal operating referral procedure between the two cooperating
parties to this memorandum.
IV. ADMINISTRATIVE
Parties to
this memorandum and their administrative entities are committed to compliance
with provisions of the Civil Rights Act of 1964 and 1966, Section 504 of the
Rehabilitation Act, the Fair Employment Practices Act, and the provisions of 56
Ill. Adm. Code 2610.120.
This
memorandum of understanding is a statement of commitment by each party.
Amendments to provisions may be made by mutual consent. Both parties will
participant in an annual evaluation of the provisions of this memorandum. This
memorandum may be withdrawn at any time by written communication dated and
signed by the Substate Grantee or the Director, or other person designated by
the Displaced Homemaker Center.
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Title
II JTPA SIGNATOR:
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DATE:
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SSA
GRANTEE:
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Substate Grantee
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DATE:
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DHP
SIGNATOR:
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Displaced Homemaker Center
Director
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DATE:
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(Source: Added at 15 Ill. Reg. 7595, effective May 7, 1991)
Section 2610.APPENDIX B
Memorandums of Understanding
Section 2610.ILLUSTRATION D Memorandum
of Understanding Between the JTPA Substate Grantee and the Illinois Department
of Rehabilitation Services
I. PURPOSE AND SCOPE
The purpose of
the memorandum of understanding is to facilitate and maintain an interagency
system for the coordination of services to mutual clients. This memorandum of
understanding is a non-financial commitment to provide for the coordination of
such services through provision for the mutual exchange of information and the
referral of eligible individuals to appropriate employment and training
programs and supportive services.
II. EXCHANGE OF INFORMATION
The parties to
this memorandum are committed to strict standards of confidentiality with
regard to interagency communication concerning mutual clients and will respect
and observe either agency's confidentiality policies as well as Section 7 of
the Freedom of Information Act (Ill. Rev. Stat. 1989, ch. 116, par. 207),
Sections 11-9 through 11-12 of the Public Aid Code (Ill. Rev. Stat. 1989, ch.
23, pars. 11-9 through 11-12), 89 Ill. Adm. Code 102.30, and 7 CFR 272.1(c)-(f),
42 CFR 431.300-.307, and 45 CFR 205.50 (1990) (no subsequent dates of
editions).
The parties to
this memorandum will appoint an individual to serve an interagency liaisons to
facilitate coordination and the sharing of information. The designated
interagency liaison shall be identified in an addendum to this memorandum of
understanding.
The SSA and
the Illinois Department of Rehabilitation Services, in an effort to better
understand each other's operation, will exchange program information on a
regular basis. Information to be exchanged includes, but is not limited to: a
schedule of meetings of advisory bodies/private industry councils, copies of
job training plans, grant applications or other funding requests, program
descriptions, funding sources and amounts, targeted participants (if any), and
timeframes for program enrollments/operations. A discussion of information
which will be exchanged, and the procedures to be used in exchanging such
information on an ongoing basis, as well as in the event of a mass layoff or
plant closing, will be developed and attached as an addendum to this
memorandum.
III. REFERRALS
Referrals and
information exchange forms may be developed if not already in place. All such
documents will be attached as an addendum to this memorandum.
A referral
system, formal or informal, has been developed by the parties of this
agreement, and a description or outline of such system, will be attached as an
addendum to this memorandum.
All such
referral documents and an outline or description of the referral system will
become the formal operating referral procedure between the two cooperating
parties to this memorandum.
IV. ADMINISTRATIVE
Parties to
this memorandum and their administrative entities are committed to compliance
with provisions of the Civil Rights Acts of 1964 and 1966, Section 504 of the
Rehabilitation Act, the Fair Employment Practices Act, and the provisions of 56
Ill. Adm. Code 2610.120.
This
memorandum of understanding is a statement of commitment by each party.
Amendments to provisions may be made by mutual consent. Both parties will
participate in an annual evaluation of the provisions of this memorandum. This
memorandum may be withdrawn at any time by written communication, dated and
signed by the Substate Grantee or the Director, or other person designated by
the Illinois Department of Rehabilitation Services.
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JTPA
SIGNATOR:
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Substate Grantee
|
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DATE:
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IDORS
SIGNATOR:
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Rehabilitation Services
Supervisor
|
|
DATE:
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(Source: Added at 15 Ill. Reg. 7595, effective May 7, 1991)
Section 2610.APPENDIX B
Memorandums of Understanding
Section 2610.ILLUSTRATION E Memorandum
of Understanding Between the JTPA Substate Grantee and the Illinois Department
of Public Aid/Project Chance
I. PURPOSE AND SCOPE
The purpose of
the memorandum of understanding is to facilitate and maintain an interagency
system for the coordination of services to mutual clients. This memorandum of
understanding is a non-financial commitment to provide for the coordination of
such services through provision for the mutual exchange of information and the
referral of eligible individuals to appropriate employment and training
programs and supportive services.
II. EXCHANGE OF INFORMATION
The parties to
this memorandum are committed to strict standards of confidentiality with
regard to interagency communication concerning mutual clients and will respect
and observe either agency's confidentiality policies as well as Section 7 of
the Freedom of Information Act (Ill. Rev. Stat. 1989, ch. 116, par. 207),
Sections 11-9 through 11-12 of the Public Aid Code (Ill. Rev. Stat. 1989, ch.
23, pars. 11-9 through 11-12), 89 Ill. Adm. Code 102.30, and 7 CFR 272.1(c)-(f),
42 CFR 431.300-.307, and 45 CFR 205.50 (1990) (no subsequent dates or
editions).
The parties to
this memorandum will appoint an individual to serve as interagency liaisons to
facilitate coordination and the sharing of information. The designated
interagency liaisons shall be identified in an addendum to this memorandum of
understanding.
The SSA and
the Illinois Department of Public Aid, in an effort to better understand each
other's operation, will exchange program information on a regular basis.
Information to be exchanged includes, but is not limited to: a schedule of
meetings of advisory bodies/private industry councils, copies of job training
plans, grant applications or other funding requests, program descriptions,
funding sources and amounts, targeted participants (if any), and timeframes for
program enrollments/operations. A discussion of information which will be
exchanged, and the procedures to be used in exchanging such information on an
ongoing basis, as well as in the event of a mass layoff or plant closing, will
be developed and attached as an addendum to this memorandum.
III. REFERRALS
Referrals and
information exchange forms may be developed if not already in place. All such
documents will be attached as an addendum to this memorandum.
A referral
system, formal or informal, has been developed by the parties of this agreement
and a description or outline of such system will be attached as an addendum to
this memorandum.
All such
referral documents and an outline or description of the referral system will
become the formal operating referral procedure between the two cooperating
parties to this memorandum.
IV. ADMINISTRATIVE
Parties to
this memorandum and their administrative entities are committed to compliance
with provisions of the Civil Rights Acts of 1964 and 1966, Section 504 of the
Rehabilitation Act, the Fair Employment Practices Act, and the provisions of 56
Ill. Adm. Code 2610.120.
This
memorandum of understanding is a statement of commitment by each party.
Amendments to provisions may be made by mutual consent. Both parties will
participate in an annual evaluation of the provisions of this memorandum. This
memorandum may be withdrawn at any time by written communication, dated and
signed by the Substate Grantee or the written communication, dated and signed
by the Substate Grantee or the Director or other person designated by the
Department of Public Aid.
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SSA
SIGNATOR:
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|
|
SSA Grantee
|
|
DATE:
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|
IDPA
SIGNATOR:
|
|
|
|
Project Chance Supervisor(s)
|
|
DATE:
|
|
|
|
|
|
|
DPA Local Office Administrator
|
|
DATE:
|
|
|
|
|
|
|
DPA Director
|
|
DATE:
|
|
(Source: Added at 15 Ill. Reg. 7595, effective May 7, 1991)
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