Policy Statement
The Passaic County Workforce Development Board is committed to providing comprehensive follow-up services to participants who secure unsubsidized employment. These services will be tailored to individual needs and will utilize specific tools and methods for effective assessment and support.
Pursuant to 20 CFR 678.430(c), follow-up services are required for participants in adult or dislocated worker workforce investment activities who secure unsubsidized employment. NJ regs supersede federal regs: Per federal regs, follow up is required for up to 12 months, NJ regs (WD-PY21 – 5 pg. 1) require follow up services for at least 12 months after existing and should be tailored to meet individual needs.
Purpose
The purpose of this policy is to establish a structured approach for assessing and identifying follow-up support for participants in workforce development initiatives. This policy aims to enhance job retention, career advancement, and overall participant satisfaction. This policy applies to all participants in adult and dislocated worker programs administered by the Passaic County Workforce Development Board.
As outlined in WD-PY21-5, page 8, follow-up services may encompass the following:
Workplace Counseling: Providing guidance to individuals regarding workplace dynamics and expectations.
Job Enhancement Support: Engaging with individuals or employers to facilitate access to higher-paying job opportunities, along with additional career planning and counseling.
Problem Resolution Assistance: Aiding individuals and employers in addressing and resolving work-related challenges.
Peer Support Connections: Linking individuals to peer support groups to foster community and shared experiences.
Resource Referrals: Offering referrals to various community resources that can further support individuals in their career development.
Educational and Employment Information: Delivering personalized information regarding additional educational or employment opportunities that may align with individual career goals.
Provisions of Follow-Up Services
In accordance with WD-PY21 – 5 (p. 7), services must be discussed prior to a customer’s exit and the meeting the following criteria: Follow up services are intentional. Discussions about follow up supports must be integrated into development of and updates to IEPs and ISSs. Follow-up services are individualized, must be designed in response to the individual’s employment status upon exit. Follow-up services are success oriented.
Follow-Up Contact Protocol
In accordance with WD-PY21-5 (p. 7), it is essential that follow-up contact with Adult and Dislocated Workers occurs at a minimum of quarterly intervals.
Documentation of Follow-Up Attempts
As outlined in WD-PY21-5 (p. 11-12), all follow-up attempts with customers after exit will be documented as activities in the Activities tab within the Customer Detail section. This documentation is required even if no direct connection is made or specific follow-up services are provided.
Additionally, it is imperative that detailed information about each follow-up attempt is recorded in the Comments section of the Services tab. This should include: The medium used for contact (e.g., phone, email, in-person). Any pertinent information shared with the customer during the attempt. Unsubsidized employment verification is conducted by contacting the relevant training provider to request the submission of pay stubs from the employer or case manager via the Loops website.
Same-Day Services
A same-day follow-up service must be logged each time a customer engages in direct contact and receives support during the follow-up period. This can be recorded as a generic follow-up service. The additional information that should be collected and documented in AOSOS during follow up WD – PY21 – (p. 12) includes personal contact information, credential attainment, and employment.
By adhering to these guidelines, we ensure a comprehensive and professional approach to customer engagement and support.
According to 20 CFR 680.150(c) and WIOA sec. 134(c)(2)(A)(xiii), follow-up services must be made available for a minimum of 12 months following the first day of employment for participants placed in unsubsidized jobs. The determination of appropriateness for these services rests with Passaic County Workforce Development Board (WDB).
Methods of Follow-Up
As specified in WD-PY21-5 (p. 7), follow-up may be conducted through various methods including telephone, in-person meetings, email, social media, or written correspondence. It is important to note that follow-up services must encompass more than merely attempting contact for documentation purposes; they require meaningful interaction and the provision of relevant support services.
Informed Choice to Discontinue Follow-Up
For adults, dislocated workers, and youth, follow-up services may be discontinued if the participant expresses that they no longer wish to receive follow-up contact. This request must be communicated via email or written notice. Service provider staff must not solicit such requests. Participants may opt out at any time during the program or follow-up period, and this decision must be documented in both AOSOS and the participant’s paper file. The choice to opt out must be informed and made with full awareness of available supports and services. If an individual verbally expresses a desire to discontinue follow-up but is unwilling to provide written notice, this must also be documented in AOSOS.
Termination of Follow-Up Services
If, after multiple follow-up attempts, no contact is established within the first six months, follow-up services may be terminated. All available telephone numbers must be attempted, along with at least one additional method of contact. Documentation in AOSOS must include: The number of unsuccessful contact attempts and efforts made to encourage engagement. The types of contact methods used. The services or support offered to the participants. Opt-outs and discontinuations of follow-up services are not permitted unless there is a local policy in place that outlines specific follow-up procedures.
Continued Follow-Up for Additional Support
Follow-up services may continue if the participant has not yet achieved self-sufficiency and local area staff believe that further progress can be made through ongoing follow-up. All related interactions and services must be thoroughly documented in the comments section of AOSOS.
By adhering to these guidelines, we ensure that follow-up services are provided effectively and aligned with regulatory requirements.
