PART 2610 TRAINING SERVICES FOR THE DISADVANTAGED : Sections Listing

TITLE 56: LABOR AND EMPLOYMENT
CHAPTER III: DEPARTMENT OF COMMERCE AND ECONOMIC OPPORTUNITY
PART 2610 TRAINING SERVICES FOR THE DISADVANTAGED

AUTHORITY: Implementing Sections 46.41 and 46.49 of the Civil Administrative Code of Illinois (Ill. Rev. Stat. 1991, ch. 127, pars. 46.41 and 46.49); Section 4 of the Illinois Job Training Coordinating Council Act (Ill. Rev. Stat. 1991, ch. 48, par. 2104); and the Job Training Partnership Act (P.L. 97-300, effective October 13, 1982 (29 U.S.C. 1501), as amended by P.L. 97-404, effective December 31, 1982 (42 U.S.C. 602); P.L. 99-496, effective October 16, 1986 (29 U.S.C. 1501); P.L. 99-570, effective October 27, 1986 (21 U.S.C. 801); and P.L. 100-418, effective August 23, 1988 (20 U.S.C. 5001)) and authorized by Sections 46.40(b) and 46.42 of the Civil Administrative Code of Illinois (Ill. Rev. Stat. 1991, ch. 127, pars. 46.40(b) and 46.42).

SOURCE: Adopted at 8 Ill. Reg. 17819, effective September 14, 1984; amended at 9 Ill. Reg. 6119, effective April 19, 1985; amended at 9 Ill. Reg. 13072, effective August 12, 1985; amended at 10 Ill. Reg. 4816, effective March 11, 1986; emergency amendments at 10 Ill. Reg. 12780, effective July 10 1986, for a maximum of 150 days; amended at 11 Ill. Reg. 2738, effective January 26, 1987; amended at 11 Ill. Reg. 11954, effective July 7, 1987; amended at 12 Ill. Reg. 4128, effective February 8, 1988; amended at 13 Ill. Reg. 14875, effective September 6, 1989; amended at 14 Ill. Reg. 1976, effective January 18, 1990; amended at 15 Ill. Reg. 7595, effective May 7, 1991; amended at 15 Ill. Reg. 10386, effective July 1, 1991; amended at 15 Ill. Reg. 13137, effective August 27, 1991; amended at 16 Ill. Reg. 13272, effective August 13, 1992; amended at 16 Ill. Reg. 17266, effective October 30, 1992.

 

Section 2610.10  Legislative Base

 

a)         Federal Allocation to the State

 

1)         On October 13, 1982, Congress passed into law the Job Training Partnership Act (the Act) (29 U.S.C. 1501, December 31, 1982), (Public Law 97-300 as amended, by Public Law 97-404.  The Act establishes five titles, and amends Title V of the Wagner-Peyser Act (29 U.S.C., 3202, amended October 1, 1983) and Title IV of the Social Security Act of 1978 (42 U.S.C. 601-676 (1983)).  The new statute replaces the Comprehensive Employment and Training Act (29 U.S.C. 801, effective 10/27/78), with a new program and delivery system to train economically disadvantaged individuals and other individuals facing serious barriers to employment, who are in need of such training to obtain productive employment.

 

2)         The Training Services for the Disadvantaged was enacted under Title II of the Act.  Title II authorizes the programs to be administered by the State and planned and carried out through a partnership between the private sector and government at the local level.

 

b)         State

 

1)         On August 5, 1983, the Governor and the Secretary of the U.S. Department of Labor officially entered into an agreement for the purposes of carrying out the provisions of the Job Training Partnership Act (JTPA) and the Wagner-Peyser Act, pursuant to 20 CFR 627.1, effective March 15, 1983.  In the agreement the Governor provided assurances that the State will fully comply with the requirements of the JTPA, the Wagner-Peyser Act, and all applicable federal rules (20 CFR 626-638, effective March 15, 1983) in performing the Governor's duties under these Acts.

 

2)         The Secretary provided assurances that guidelines, interpretations and definitions adopted by the Governor shall, to the extent they are consistent with the JTPA and applicable rules and regulations, be accepted by the Secretary.

 

Section 2610.20  Definitions

 

For the purpose of this Part, the terms and definitions specified in Section 4 of the Act (29 U.S.C. 1503) and 56 Ill. Adm. Code 2600.20 are applicable.

 

(Source:  Amended at 9 Ill. Reg. 6119, effective April 19, 1985)

 

Section 2610.30  Allocation of Funds

 

a)         Federal Allocation to States – The level of funding to be allocated to the State for Title II of the Act shall be determined by the Secretary in accordance with the formula cited in Section 201(b)(1) of the Act.

 

b)         State Allocation to Service Delivery Areas – The Governor shall allocate 78 percent of the federal Title II allocation to the State to service delivery areas (SDAs) in the State in accordance with Section 202(a)(2) of the Act.  The Department shall utilize data for the same base period as the Secretary of the U.S. Department of Labor pursuant to Section 162 of the Act, if all necessary data is available to the Department in a timely manner.

 

c)         Reallocation of Funds – Funds allocated pursuant to Section 202(a)(2) of the Act and subsection (b) which are unexpended at the end of a program year shall be available to the SDA in the subsequent year as carry-forward funds subject to the limitations of Section 161(b) of the Act. Carry-forward funds of up to fifteen percent of the prior year's allocation shall be classified as allowable carry-forward.  In addition, for Program Year 1985 only, planned carry-forward shall also be allowable carry-forward into Program Year 1986. All remaining funds above the allowable 15% level shall be considered excess carry-forward.  A SDA's allocation made pursuant to Section 202(a)(2) of the Act and subsection (b) shall be reduced in the amount of excess carry-forward.  Determination of excess carry-forward shall be based on the annual closeout of the SDA grant.  In the absence of a completed closeout, reported expenditures on October 1 of each year shall be used for the determination of excess carry-forward.  Unobligated funds resulting from these procedures shall be allocated to qualifying SDAs based on each SDA's share of the JTPA Title IIA allocation formula relative to all qualifying SDAs.  To qualify an SDA shall:

 

1)         have expended at least 85% of the total funds available to the SDA during the prior year; and,

 

2)         request the funds in writing by October 1.

 

(Source:  Amended at 11 Ill. Reg. 2738, effective January 26, 1987)

 

Section 2610.40  Local Job Training Plan

 

a)         The Local Job Training Plan Guidelines structure the local job training plan in three sections:  the Administrative Plan, the Strategic Plan, and the Operational Plan.

 

b)         The Administrative Plan contains requirements pertaining to the administrative structure established in the service delivery areas (SDAs) and the systems designed to administer the local job training programs, as follows:

 

1)         An overview of the structure established to administer the JTPA programs in the local area shall be provided that includes identification of the grant recipient and administrative entity(ies) selected by the Private Industry Council (PIC) and chief elected officials.  If the grant recipient and administrative entity(ies) are different organizations, the relationship between/among them, e.g., roles and responsibilities, coordination, linkages, etc., shall also be described.

 

2)         Sufficient background information on the grant recipient and administrative entity(ies) shall be provided to demonstrate a capability for administering the plan/program and funds.  Specifically, any audit deficiencies from previous years for which corrective measures have not been taken or are not acceptably underway shall be enumerated, if applicable.

 

3)         An organization chart, as well as a narrative description of same, shall be included that identify the functional units responsible for administering the JTPA programs within the grant recipient and administrative entity(ies).  A list of all positions assigned to the JTPA programs and the identification of the cost category, i.e., administration, participant support and training, from which each position will be paid shall be provided.

 

4)         Those organizations within the SDA structure which are required to perform organization wide audits of all federal grants shall describe financial and compliance audit standards and criteria, procedures and the schedule for selecting auditors, procedures for resolving financial audit exceptions into allowed or disallowed costs, procedures for correcting compliance audit exceptions and the standards and procedures for aggressive debt collection.  Grant recipients and administrative entities not required to perform Attachment P audits shall assure that they will cooperate with the Department in the audit of their JTPA programs.

 

5)         The fiscal systems to be implemented in the SDAs in handling JTPA funds shall be fully described to include such information as the following:

 

A)        the accounting books of record and chart of accounts used in recording the receipt and disbursement of funds;

 

B)        a listing and statement of purpose of each type of document to be used in authorizing deposits and expenditures of JTPA funds and disposition of other JTPA assets, including the authorized signator, by job title, for each of these documents;

 

C)        internal control standards and procedures for asset protection and expenditure control;

 

D)        procedures to control the classification of JTPA costs in accordance with generally accepted accounting principles applied to JTPA regulations;

 

E)        schedules for the reconciliation of bank account and the closing of books;

 

F)         the provisions and arrangements for bonding every officer, director, agent, or employee of the Private Industry Council, grant recipient, administrative entity(ies), and SDA subgrantees who are authorized to receive or deposit funds, or issue financial documents, checks or other payments;

 

G)        the provisions and arrangements of insurance that hold the Governor harmless from any liabilities arising from bodily injury, illness or any other damages or losses of person or property, or any claims arising out of any activity under a JTPA grant or agreement;

 

H)        the standards and procedures to be used to control JTPA property and maintain inventory records;

 

I)         the standards and procedures to be followed in maintaining and retaining records pertinent to all JTPA grants and agreements and procedures for access to JTPA records by authorized persons or agencies;

 

J)         a description of the payroll and check payment procedures for Title IIB, the Summer Youth Employment and Training Program, to include the frequency of payment to participants, method and location of payments, policies to safeguard against fraud and abuse, and procedures for handling unclaimed, returned, lost, stolen or missing checks and payroll complaints; and

 

K)        a discussion of other accounting standards which would affect JTPA fiscal systems or records but which have not been described above.

 

6)         A description of the purchasing policies, standards and procedures which will be followed in acquiring goods and services for use in conducting JTPA activities shall be included.

 

7)         The procedures to be followed in selecting subgrantees and other parties to provide employment and training programs or services in the SDA shall be described.

 

8)         The procedures to be followed as well as the criteria to be used in selecting worksites for the Title IIB program shall be included.

 

9)         A copy of the Worksite Agreement to be used for the Title IIB program shall be attached, along with an explanation of how this agreement will be updated to reflect current conditions throughout the duration of the Title IIB program.

 

10)         A statement that all data entry requirements for the JTPA programs will be completed and submitted in a timely manner is required.

 

11)         A description of the monitoring system that will be employed by the Private Industry Council and local elected officials or their designated entity(ies) shall be provided to include such elements as the frequency in which monitoring will take place, the format to be used to monitor the programs, corrective action and follow-up procedures and specific staff assigned to perform monitoring.

 

12)         The evaluation system that will be employed by the Private Industry Council and local elected officials or their designees shall be described to include such information as the procedures to be used in evaluating program effectiveness, frequency of evaluation activities and how evaluation results will be used in program management.

 

13)         A flow chart highlighting the participant movement through the local job training system shall be attached along with a brief narrative discussion of how the subsystems contained within that chart will function in the SDA.

 

14)         Title IIB participant attendance procedures shall be described to include information on the following items:

 

A)        work hours;

 

B)        the actual record that will be used to record participant time and attendance; and

 

C)        the signators of the participant time and attendance record.

 

15)         Local job training plans shall include written coordination agreements with the following state agencies:  Department of Children and Family Services, Department of Corrections, Department of Rehabilitation Services, Department of Public Aid, and the Department of Employment Security.

 

c)         The Strategic Plan focuses on an analysis of the employment needs within the SDA, as well as the development of local goals and objectives. It also provides the objective data from which programs should be designed in the SDA as evidenced by the following requirements:

 

1)         A list of general goals and quantifiable objectives for the SDA shall be included.

 

2)         A description of how the SDA goals and objectives will contribute to the achievement of the Governor's Goals and Objectives shall be provided, as well as a discussion of any planned activities in the local job training plan that would be inconsistent with the Governor's Goals and Objectives.

 

3)         Where required, the data sources used to provide the information requested shall be cited.

 

4)         The SDAs shall compare the planned level of service to substantial segments of the eligible population with the State defined incidence of each substantial segment in the eligible population and explain any variances between them.

 

5)         Any other groups in the SDA facing significant barriers to employment who will be targeted for job training services shall be identified, including the planned level of service for each group.

 

6)         A narrative analysis of the employment and training needs of the groups to be served under JTPA shall be provided.

 

7)         A description of how Title IIB program efforts will complement activities offered for youth under Title IIA shall be included.

 

8)         An economic profile of the SDA shall be provided which describes, in narrative form, employment trends, identifies the major businesses and industries of the area, and lists the educational and other training institutions in the area.

 

9)         Employment opportunities available in the public and private sectors in the SDA shall be identified.  For each major stable or growing industrial category, stable or growth occupations in these industries shall be listed.

 

10)         The steps the Private Industry Council will take to assure that the administrative entities provide training for occupations for which there is a demand in the area shall be itemized.

 

11)         A description of how the proposed training will relate to the economic and demographic characteristics of the labor market area, as well as the needs of area employers shall be provided.

 

12)         An explanation of how the Private Industry Council will ensure that planned training does not duplicate existing training programs and services available in the service delivery area that are not funded through JTPA shall be provided.

 

13)         The arrangements in terms of a method or formula that will be used to ensure that services will be provided throughout the geographic area in an equitable manner shall be discussed.

 

14)         If applicable, the relationship between the Title IIB work experience component and occupational needs of the community shall be provided.

 

d)         The Operational Plan describes the activities and services to be offered in the Service Delivery Area under JTPA and presents corresponding costs.

 

1)         A narrative description of the job training activities and services to be offered under Title IIA and Title IIB shall be provided separately.

 

2)         For each training activity and service to be offered under Title IIA or Title IIB, the following information shall be given:

 

A)        the duration of activities and services to be offered;

 

B)        the estimated number of participants to be served in each activity/ services; and

 

C)        the estimated cost per participant served for each activity/service to be provided.

 

3)         If applicable, the following programs are to be discussed in the local job training plan:

 

A)        specific programs which contribute to occupational development, upward mobility, development of new careers, and overcoming sex-stereotyping;

 

B)        subsidized employment with a private-for-profit employer for individuals 16 to 21 inclusive, who are economically disadvantaged, in accordance with Section 205(d)(3)(B) of the Act;

 

C)        efforts to provide academic credit for participation in JTPA programs;

 

D)        pre-employment skills program for individuals aged 14 to 15 years old;

 

E)        youth employment competencies established by the Private Industry Council, including a discussion of how the Private Industry Council will determine whether these competencies have been attained; and

 

F)         a request for costs in excess of the 30% administration/support services limitation posed in Section 108(b) of the Act that has been initiated by the Private Industry Council, including the conditions in the service delivery area which justify such a request.

 

4)         If applicable, plans to train other than eligible individuals residing in the service delivery area and the reasons thereof shall be included.

 

5)         If applicable, plans to transfer participants from Title IIA into Title IIB and the reasons for same shall be discussed.

 

6)         Plans to assess the job training needs of the youth to be served in Title IIB, including a copy of any assessment tool to be used, shall be discussed.

 

7)         Any participant orientation which will take place in the Title IIB program shall be discussed including such information as when orientation will take place, the organization providing the orientation, and the information that will be disseminated at the orientation sessions.

 

8)         Any worksite supervisor orientation which will take place in the Title IIB program shall be discussed including such information as when orientation will take place, the organization providing orientation, information to be discussed at orientation, method recording supervisor attendance at orientation and plans to provide such orientation at alternate times or places.

 

9)         The planned ratio of participants to supervisors at Title IIB worksites shall be presented, as well as a discussion of how the service delivery area will emphasize and ensure the availability of alternate supervisors for youth participants should the regular supervisor be absent for any reason.

 

(Source:  Amended at 11 Ill. Reg. 11954, effective July 7, 1987)

 

Section 2610.50  Plan Development and Approval

 

a)         Planning Guidelines – The Governor shall issue instructions and schedules pursuant to 20 CFR 628.4 (1983).  These guidelines shall assure that the SDA job training plan conforms to all requirements of the Act. Job training plans shall be developed in accordance with the guidelines to be eligible for receipt of funds under the Act.

 

b)         Submittal of Job Training Plans

 

1)         The proposed job training plans shall be made available to representatives of business, labor organizations, the State Legislature, local educational and other public agencies and the Governor in accordance with the requirements specified in Section 105(a) of the Act.  Job training plans shall be reasonably available to the general public.  The Department shall require PIC's and Chief Elected Officials to hold public hearings pursuant to Section 46.45 of the Civil Administrative Code of Illinois (Ill. Rev. Stat. 1984 Supp., ch. 127, par. 46.45 as added by P.A. 83-1472) on the Job Training Plans developed for their respective jurisdictions pursuant to Section 104 of the Act.

 

A)        Such public hearings may be held in conjunction with the PIC's regular meetings provided that there is prior public notice of the meeting at least ten (10) business days in advance of the meeting at which the public hearing is to be held, and that the public hearing notice clearly indicates that this regular meeting will be the public hearing on the Service Delivery Area's Local Job Training Plan prior to its adoption and submission to the Department.

 

B)        The Private Industry Council may request public comments also in writing but must accept unwritten comments as well.  The PIC shall retain on file copies of all written comments received and a listing of all persons and/or organizations presenting public comments, a copy of the public notice and any other information necessary to substantiate compliance with Section 105(a) of the Act.

 

2)         A plan shall be submitted to the Governor for review only after the chief elected official(s) and Private Industry Council have approved the plan pursuant to Section 103(d) of the Act.  Only a properly constituted and consequently certified Private Industry Council in conjunction with the chief elected official(s) shall submit a SDA Job Training Plan to the Governor.  The Department shall require submission of documentation which includes but is not limited to a copy of the notice of public hearing, a listing of those who received and presented public comments, a copy of the official minutes of the PIC at which the public comments were received and reviewed, and which demonstrates that all required approvals have been obtained and that the SDA Job Training Plan meets the specifications of Section 103(d) of the Act and that a public hearing on the plan has been held pursuant to Section 2610.50(b)(1) of this Part.

 

c)         Review of Job Training Plans

 

1)         The Department and the Illinois Job Training Coordinating Council (IJTCC) shall review locally developed job training plans on behalf of the Governor in accordance with procedures specified in Section 105(b) and 122(b) of the Act.  Job training plans shall be reviewed for compliance with the requirements of the Act including:  Sections 104, 108, and 141, of the Act, 20 CFR 626 - 638 (1983), State Planning Guidelines, and Sections 2610.50(f), (g), (h), (i), and (j), 2610.60(b) and 2610.100 of this Part.

 

2)         Plans shall be reviewed for consistency with the statement of goals and objectives prepared by the Department on behalf of the Governor pursuant to Section 121(a)(1) of the Act.  The Department shall forward recommendations to SDA planning entities, the Private Industry Council (PIC), and the appropriate chief elected officials for the SDA when plans are determined to be inconsistent with the State goals and objectives.

 

d)         Approval of Job Training Plan - The Department, on behalf of the Governor, shall approve local job training plans pursuant to Section 105(b) of the Act.  Circumstances under which local plans shall be disapproved are:

 

1)         corrective measures for deficiencies found in audits or in meeting performance standards from previous years have not been taken or are not underway in accordance with a corrective action plan accepted by the Department;

 

2)         the entity proposed to administer the program does not have the capacity to administer the funds as determined by the results of independent audits and financial management monitoring as performed by the Department based upon generally accepted accounting principles adopted by the American Institute of Certified Public Accountants (AICPA) (1983);

 

3)         there are inadequate safeguards for the protection of funds received as determined by the results of independent audits and the financial management monitoring as performed by the Department based upon generally accepted accounting principles adopted by the American Institute of Certified Public Accounts (AICPA) (1983);

 

4)         the plan does not comply with a particular provision or provisions of the Act or regulations; or

 

5)         the plan does not comply with the criteria as specified in Section 2610.60(c) of this Part for coordinating activities under the Act with related program activities.

 

e)         Revocation of Plan Approval – Whenever, the Department determines that there is a violation of a specific provision of the Act; 20 CFR 626 - 638 (1983), or this Part, the Department shall first attempt to correct deficiencies through a corrective action plan developed by the affected parties and accepted by the Department.  If corrective action is not taken, the Department shall issue a notice of intent to revoke approval of all or part of the plan affected.  Such notice may be appealed to the Secretary of the U.S. Department of Labor and shall not become effective until the time for appeal has expired or the Secretary has issued a decision.  An appeal to the Secretary shall be made no later than 30 days after the receipt of the notice of intent to revoke approval.  The Governor shall withdraw the notice if the appropriate corrective action has been taken.

 

f)         Documentation of Needs Based Payment System - Each Service Delivery Area shall describe in its plan as a part of its participants' procedures:

 

1)         the local formula or procedure developed to determine "needs-based payments";

 

2)         detailed instructions on how individual participants will be provided payments based on specific needs in order for them to participate in a JTPA training program; and

 

3)         methods used to collect, verify, and maintain individual records on the determination of need and the amount and dates of payments.

 

g)         Comprehensive Supportive Services Plan - Each job training plan shall contain a comprehensive supportive service plan.  The plan shall include the following components:

 

1)         An inventory of agencies offering services for which JTPA participants may be eligible including providers of

 

A)        childcare

 

B)        transportation

 

C)        financial counseling

 

D)        personal counseling

 

E)        payment for initial employment expenses

 

F)         meals

 

G)        housing and

 

H)        health services.

 

2)         A strategy for accessing services referenced in the inventory on behalf of JTPA participants which minimizes the utilization of JTPA participant support expenditures.

 

3)         A description of uniform procedures for the determination of need for supportive services.

 

h)         Inter-SDA Coordination within Labor Market Areas – Job training plans submitted by two or more Service Delivery Areas jointly serving a single labor market area shall contain provisions for coordinating individual service delivery area programs as required by Section 104(b)(8) of the Act.

 

i)          Coordination Plan – Each job training plan shall include a description of methods of complying with coordination criteria pursuant to Section 104(b)(7) of the Act and Section 2610.60 of this Part.  The Coordination Plan shall describe:

 

1)         how interagency coordination procedures shall be established;

 

2)         how referrals shall be made; and

 

3)         how coordination agreements required pursuant to Section 2610.50(b) of this Part shall be developed.

 

j)          Summer Youth and Employment Training Programs – Programs under Title IIB shall be conducted during the summer months.  Planning for the Summer Youth and Employment Training Programs shall be on a program year basis.

 

(Source:  Amended at 9 Ill. Reg. 13072, effective August 12, 1985)

 

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)

 

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.

 

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)

 

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.

 

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.

 

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)

 

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)

 

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)

 

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)

 

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.

 

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

 

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.

 

Designated JTPA Signator(s):

 

Date:

 

Designated Coordinating Agent(s) Signator(s):

 

Date:

 

 

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)

 

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.

 

JTPA SIGNATOR:

 

 

As Designated By the Private Industry Council (PIC) and Local Elected Officials

DATE:

 

DCFS SIGNATOR:

 

 

Youth Services Coordinator

 

Regional Administrator

DATE:

 

 

(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.

 

JTPA SSA SIGNATOR:

 

 

SSA Grantee

DATE:

 

AAA SIGNATOR:

 

 

Director of Area Agency on Aging

DATE:

 

 

(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.

 

Title II JTPA SIGNATOR:

 

DATE:

 

SSA GRANTEE:

 

 

Substate Grantee

DATE:

 

DHP SIGNATOR:

 

 

Displaced Homemaker Center Director

DATE:

 

 

 (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.

 

JTPA SIGNATOR:

 

 

Substate Grantee

DATE:

 

IDORS SIGNATOR:

 

 

Rehabilitation Services Supervisor

DATE:

 

 

(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.

 

SSA SIGNATOR:

 

 

SSA Grantee

DATE:

 

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)