Professional Documents
Culture Documents
Rev. 01/10/06
Table of Contents
I. Introduction.I-1, I-2
2
I-1
SECTION I
Introduction
3
I-2
Introduction
The purpose of this manual is to document the policies and procedures of the Town of
Hempstead Workforce Investment Board (WIB) for the marketing, procurement and
operation of On-The-Job Training (OJT) and Customized Training (CT) programs. All
policies and procedures described herein are intended to provide services to eligible local
workforce investment area (LWIA) residents in the most efficient manner possible, while
at the same time ensuring that programs are administered in full compliance with the
Workforce Investment Act of 1998, (WIA) the Balance Budget Act Welfare-to-Work
Block Grant Program (WtW), and all related Federal and State regulations and policies.
This manual is intended as a training guide for staff, as well as a reference source for
management and audit purposes. In any instances where policies or procedures are not
described in detail, it is intended that programs will be administered in accordance with
the governing legislation and regulations described above, as well as with the Town of
Hempstead Code of Ethics, and the terms and conditions contained in the DOOR
boilerplate reimbursement agreements for On-The-Job Training (OJT) and Customized
Training (CT).
4
II-1
SECTION II
5
II-2
II. General Policies For On-The-Job Training (OJT) and Customized Training (CT)
Contracting
2. Nepotism
6
II-3
3. Purpose of Reimbursement
E. The working conditions of the proposed work site are safe, healthy,
and conducive to training.
7
II-4
8
II-5
Each OJT/CT contract shall specify the types and duration of OJT/CT and
other services to be provided in sufficient detail to allow for a fair analysis
of the reasonableness of proposed costs.
9
II-6
10
II-7
11
III-8
12
SECTION III
Marketing
13
III-2
A. Campaign Coordination
C. Timing
14
III-3
E. Responses
F. Follow-up of Responses
2. Telemarketing
15
III-4
4. Linkages
Job leads are submitted to the coordinator on a regular basis form such
sources as: One-Stop Partner, the Web site, Incorporated Village of
Hempstead Department of Community Development; Nassau Placement
Network. Linkages such as these are established to coordinate marketing
related efforts and maintain an efficient, timely method of discovering
business developments which results in job leads.
8. Job Fairs
9. Word of Mouth
16
IV-1
SECTION IV
Field Visits
17
IV-2
A. HempsteadWorks Literature
B. Calling cards;
C. Union Concurrence packet;
D. Job Order form (DOOR 403);
E. On-The-Job Training Application (DOOR 402-Amend-6);
F. DOOR OJT/CT Letter of Inent.
4. After making the initial training presentation, the staff person discusses the
following topics with the employer:
A. Employer Qualifications
18
IV-3
B. DOOR Referrals
C. Union Concurrence
19
IV-4
D Pre-Award Survey
F. Contract Process
20
IV-6
21
V-1
SECTION V
Job Order Processing
22
V-2
1. All job orders are logged by the counselor who develops a job order (JO)
on the Job Order Summary log, which is centrally located, and used by the
entire unit.
3. The counselor who develops a JO composes and types all JOs by the
employer and the On-The-Job Training Application.
23
V-3
5. In case where an Employer File does not exist for the employer
listing the JO, such a file is assembled by the counselor.
11. The counselor then files the folder in the Employer File.
24
VI-1
SECTION VI
Account Management
25
VI-2
26
VII-1
SECTION VII
27
VII-2
A. The word update, along with the date of that update, and
the counselors initials are written on the face of a copy of
the original JO;
28
VIII-1
SECTION VIII
29
VIII-2
30
VIII-3
F. At the time the employer signs the contract, the counselor also
signs next to the words Witnessed By on the signature page;
H. Once the preceding steps are completed the counselor returns the
signed contract on the same day to the coordinator;
I. The CIS Coordinator records these actions on the contract log and
submits the contract for processing.
31
IX-1
SECTION IX
32
IX-2
I. Date;
II. Name;
III. Destination
IV. Telephone Number To Be Reached At;
V. Time Out;
VI. Time Expected;
VII. Car Plate Number.
33
IX-3
I. Time In;
II. Odometer Reading (Start/End);
III. Miles Traveled.
IV. Marketing Field Report
34
X-1
SECTION X
Career Counseling
35
X-2
X. Career Counseling
(A) Once the career counselor and the participant agree on the most
appropriate job order, the career counselor contacts the employer
who listed the order to arrange an interview. If the job is not open,
then the career counselor continues this process until an interview
is arranged;
36
X-3
37
XI-1
SECTION XI
Contract Processing
38
XI-2
39
XI-3
40
XI-4
41
XI-6
42
XI-7
SHORT-TERM 320 40 46
MODERATE-TERM 480 60 69
LONG-TERM 640 80 91
43
XI-8
44
XI-9
Once the sequence of six numbers is exhausted, then the same procedure is
repeated with the next available sequence within the series.
A. Participant name;
B. Social Security number;
C. Age;
D. Participant address;
E. OJT/CT enrollment date;
F. OJT/CT completion date;
G. DOOR interviewer;
H. Employer name;
I. Employer address;
J. Employer telephone number;
K. Employer contact person;
L. Participants job title;
M. ONet Number and DOT Code;
N. Additional comments.
I. Active;
II. Termination;
III Completion;
IV Void.
45
XI-10
These records are separated into the same categories as the Participant Contract Record.
A. Employer name;
B. Employer telephone number;
C. Employer contact person;
D. Career counselor (making enrollment);
E. Participant name;
F. Contract number;
G. OJT/CT enrollment date;
H. OJT/CT completion date;
I. Training hours;
J. Wage;
K. Total training hours accrued.
A. Employer name;
B. Career counselor (making enrollment);
C. Career counselor (negotiating contract);
D. Participant name;
E. Contract amount;
F. Contract number.
A. Employer name;
B. Employer address;
C. Employer telephone number;
D. Employer Workers Compensation Policy Number and Carrier
Name;
E. Schedule A Training Plan;
F. Schedule B for reimbursement details;
G. Cover letter.
46
XI-11
A. Contract number;
B. Employer name;
C. DOOR career counselor (who negotiated contract);
D. Date contract was requested;
E. Date contract was prepared;
F. Date contract was reviewed by the CIS Coordinator;
G. Date contract was delivered to employer;
H. Date employer returned signed contract to DOOR;
I. Date contract was forwarded to DOOR Commissioner for
execution;
J. Date contract was monitored;
K. Date contract copies were distributed.
10. The following is the procedure for issuing OJT/CT work site codes:
11. The following is the procedure for filing and distributing contract
documentation:
47
XI-12
13. The following procedures are followed when a rider is written to modify
a contract:
48
XII-1
SECTION XII
TRACKING
49
XII-2
XII. Tracking
Fiscal Unit
OJT Auditor
CIS Coordinator
Career Counselor
Monitoring Coordinator
50
XIII-1
SECTION XIII-1
Customized Training
51
XIII-2
52
XIII-3
53