599 Program Transition to the One Stop System Overview for Phase I Statewide Implementation

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599 Program Transition to the One Stop System
Overview for Phase I Statewide Implementation 

• Webinar Presentation
• July 31 and August 5, 2008

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Review of Webinar Rules

• Please Mute your Phones during presentation
• If you experience technical problems during the
  session
• If you still have access to the webinar, you can
  type in request for technical assistance directed
  to Charlie Turner
• If you are not able to access the webinar or type
  in your question, you can call for assistance at
  518 485-1794
• Or if needed feel free to un-mute your phone and
  interrupt to ask your question
• Throughout the Session feel free to type in
  questions. We will attempt to answer all
  questions at end of session
• There will be open QA session following the
  presentation

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599 Program - Purpose

• The 599 Program provides an opportunity for
  eligible UI claimants who lack competitive job
  skills to receive UI benefits while attending an
  approved training and or retraining program.
• To be approvable, training must be
• At least 12 hours (or credit hours) per week
• Must be able to be completed within 24 months
• 599 refers to the specific section of Article 18
  of the NYS Labor Law

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599 Program - Purpose

• The 599 Program allows claimants to collect UI
  benefits while in approved training without
  having to
• Search for work
• Be available for work
• Accept suitable work

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599 Program - Purpose

• Under Section 599.2, claimants may also be
  entitled to additional benefits (up to 26 weeks
  maximum) after exhausting their regular benefits,
  if funding is available.
• 20 Million of funding for 599.2 benefits
  available annually (Program operates on a July to
  June fiscal year)

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Current Operations

• UI applicants who self-identify during the UI
  Original Claim (OC) application process as
  already in training (attending and/or accepted in
  training) are either
• Mailed an application for the 599 training
  program to be completed and returned by mail
• Given the opportunity to complete the 599
  training application on-line (if filing for UI
  on-line)
• UI claimants are advised that if they enroll in
  training during their UI claim to immediately
  call the TCC they are then mailed a 599
  application to complete.

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Program Enhancements Needed

• Follow-up with individuals who fail to apply
  timely or fail to complete and return 599
  applications timely (can impact eligibility for
  additional benefits)
• Follow-up with claimants who fail to complete and
  return applications and/or claimants who apply
  but are disapproved
• Provide support to those approved for 599
  training for successful completion of their
  training program

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Program Enhancements Needed

• Identify potentially eligible claimants unaware
  of program (Program marketing)
• Expand program eligibility guidelines
• Fully obligate all 599.2 funding

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Implementation

• A number of program changes have already been
  implemented over the last few months by the
  Special Program Unit (SPU) of the UI Division.
• The Department has expanded approval criteria
  over the last year.
• Result Increase in the percentage of
  applications being approved has increased as
  compared to same time last year

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Implementation

• Next Step
• Integrate the 599 program into the One Stop
  System
• Establish Linkages between the SPU and the One
  Stop System
• Shared One Stop and UI program responsibility
• Shift certain responsibilities to the One Stop
  system
• Maintain responsibility for certain functions in
  SPU to provide oversight and insure program
  integrity and statewide consistency

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Anticipated Benefits of Transition to One Stop
System

• Coordination of services through the One Stop
  system will
• Ensure that individuals who start training are
  better able to finish
• Enhance NYs labor force making the state more
  attractive for economic development.
• Target a larger pool of UI claimants
• Better market the 599 Program to UI claimants to
  increase numbers that apply and are approved for
  the Program
• Fully obligate available 599.2 funding

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Anticipated Benefits of Transition to One Stop
System (cont.)

• Utilize experienced One-Stop staff to assist UI
  claimants to
• Choose appropriate training programs
  w/consideration of local labor market conditions
• Coordinate support services
• Provide information on funding availability for
  training
• Improved program outcomes for the system (All
  programs - UI, WIA, ES, Reemployment)
• Improved individual outcomes for participants
• successful completion of training
• successful employment following training (higher
  wages, job retention, skills upgrading, career
  advancement)

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Plan for Transition to One Stop System

• Full Implementation
• One Stop System
• Responsible for review/processing all 599
  Applications and approval recommendations
• Responsible for customer follow-up to insure
  satisfactory progress being made and to
  facilitate successful program completion
• SPU
• Review One Stop recommendations and Issue all
  official 599 Determinations (approval/disapprovals
  )
• Monitor 599.2 fund availability
• Program Oversight

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599 Phase In Strategy Transition to One Stop
System

• Phase I
• SPU
• Continued responsibility for processing 599
  Applications from claimants self-identified as
  in-training at time of their UI Original Claim
  (OC)
• Responsible for follow-up with all claimants
  approved for 599
• One Stops
• Responsible for review/processing 599
  Applications and approval recommendations
  identified after the OC process
• Responsible for outreach to claimants in training
  at time of OC and disapproved by SPU

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599 Phase In Strategy Transition to One Stop
System

• Goals of Phase In Strategy
• Begin Integration to One Stop System ASAP
• Allow Implementation to begin with current
  systems (without IT changes)
• Coordinate timing of implementation with Fall
  2008 Training applications
• Phase I One Stop Responsibilities
• Expand program awareness
• Target customers currently not being served
• Emphasize value add to customer
• Insure full obligation of PY 2008 funds

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Phase I Timeline
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Phase I Role of the One Stop Staff

• Increasing claimant awareness of 599 program
• Identifying UI claimants interested or in need of
  training
• Assessing training needs, developing individual
  training plans
• Assisting UI claimant/customer in making informed
  decisions regarding training.
• Coordinating One Stop services as needed (LMI,
  Training funds, support services, etc..)
• Review and Recommendation of approval/disapproval
  of 599 Applications identified after OC
• Scheduling Follow-up with 599 Applicants
  identified as part of OC and disapproved by SPU
• Coordinate with One Stop common measures

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Phase I Role of the SPU

• Continuing to process 599 applications from
  claimants identified in training at OC
• Reviewing the recommendations from One Stop staff
  for approval/disapproval
• Issuing all 599 Determinations to the claimant
• Calculating individual eligibility for additional
  599.2 benefits
• Follow-up on progress of training to ensure
  continued eligibility and satisfactory progress
• Monitoring the 599.2 funds availability

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599 Approval Criteria

• 1. The training is needed by the claimant
  because
• a). Claimants employment opportunities limited
  or
• b). Training likely to lead to more regular long
  term employment or
• c). Training will upgrade existing skills
• And
• 2. At least 12 hrs/week classroom attendance or
  12 credit hours of training, And
• 3. Training or remaining training period not more
  than 24 months, And
• 4. Competent and reliable training facility, And
• 5. Training relates to an occupation or skill,
  And
• 6. Training relates to an occupation or skill
  with reasonable employment opportunities, And
• 7. Claimant has the qualifications to complete
  training successfully

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599.2 Additional Benefits

• If Training is approved under 599, claimant may
  be eligible to receive up to 26 weeks of
  additional benefits (following exhaustion of
  regular benefits) while still in approved
  training plan
• Number of Additional Weeks of Benefits depends
  on
• Availability of funding (only 20 Million
  available statewide annually)
• At what point in the claim cycle the claim is
  accepted into training and/or applies for 599
  approval

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599.2 Additional Benefits

• SPU is responsible for determining availability
  of funding for additional 599.2 benefits
• Individuals approved for 599 training may receive
  a maximum of 26 weeks of additional 599.2
  benefits.
• The calculation of additional benefits is
  determined based on the number of weeks of
  regular benefits remaining on the individuals
  claim as of the calculation date (up to a
  maximum of 26)
• The date used for calculating additional benefits
  (calculation date) is being changed. The result
  is that claimants may be eligible for a greater
  amount of additional benefits, provided the
  training is disclosed timely.

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Highlights of Modifications to Expand 599
Approval Criteria

• If claimant approved for WIA Training Funds, then
  training program also automatically approvable
  under 599 as long as meets criteria for 12
  hours/week and completion in 24 months
• Competent and Reliable Training Facility
• Approvable if approved ETPL or SED
• Both local and state labor markets can be
  considered when determining whether the training
  relates to an occupation or skill for which there
  are reasonable employment opportunities in the
  state

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Highlights of Modifications to Expand 599
Approval Criteria

• Expanded definition of training leading to an
  upgrade of existing skills
• Now includes training that will lead to higher
  paying job or career advancement in the same
  field or field related to the claimants regular
  occupation
• Expanded definition of training leading to more
  regular long-term employment
• Now includes training that will provide a more
  skilled higher paying job for claimants in entry
  level or low wage/high turnover occupations
• If currently in low wage/high turnover
  occupation, the fact that employment
  opportunities are not substantially impaired or
  categorized as in demand will no longer be
  barrier to approval

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Highlights of Modifications to Expand 599
Approval Criteria

• ESL, GED, or Basic Skills training may be
  approvable
• If claimant already has in-demand occupational
  skills but lack of English proficiency, high
  school diploma, of basic skills is a barrier to
  reemployment in that occupation now considered
  upgrade of claimants existing skills
• Also approvable if such training would position
  the claimant to pursue more regular, long-term
  employment
• If needed as prerequisite for occupational
  training
• Training still has to be 12 hours

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Maintaining 599 Eligibility

• Satisfactory progress
• Providing grades timely at the end of each
  marking period/semester
• Providing new/revised class schedule timely
• Returning DOL correspondence for periodic
  training verification timely

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Phase I Communications and Data Recording
Requirements

• The One Stop Operating System (OSOS) will be used
  as a shared tracking system
• New OSOS Activities have been established to
  record and track 599 processing steps and status
  of 599 applications
• OSOS Activities will be entered in OSOS both by
  One Stop and by SPU staff

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Phase I Communications and Data Recording
Requirements
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Phase I Communications and Data Recording
Requirements

• New OSOS web-based local management report for
  599 Case Management
• Report will be accessible to both One Stop and
  SPU staff
• 2 parts to report
• Part I track status of Applications originating
  in One Stop
• Part II communicate status of Applications
  processed by SPU for claimants in training at OC

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One Stop 599 Applicant Tracking Report Sample
Screen Shot
Rows represent individual 599 applications
identified by SSN, OSOS ID, and Name Columns
represent activities and activity dates to track
status of application based on OSOS entries
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Phase I Communications and Data Recording
Requirements

• The UI Imaging System will serve as official file
  for 599 Applications and supporting documentation
• One Stops will transmit 599 Application, approval
  recommendation form, and any supporting
  documentation to UI Central Support for Imaging
• Documents will be Imaged and put in SPU queue for
  processing

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Phase I Communications and Data Recording
Requirements

• One Stops will be given access to UI Imaged Files
  for future reference if/when needed. One Stops
  will be able to view/print Imaged documents
  through FAF software
• To view documents related to claimants
  disapproved by SPU
• To review document as needed to resolve
  discrepancies in cases where SPU and One Stop
  disagree on approval recommendation
• To view original 599 approved application,
  if/when modification to training plan requires
  submittal of new 599 application
• To view class grades and/or other progress
  materials submitted by claimant

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Phase I Communications and Data Recording
Requirements

• Access to UI Imaged Documents
• Initially
• 1-2 DOL staff per One Stop location will have
  FAF software loaded onto their PCs and be granted
  access to view imaged documents
• Department is still discussing parameters for
  expanding access to UI Imaging in future

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NEXT STEPS

• Conduct minimal 2, one-half day in-person
  training sessions in each of the Regions to
  accommodate training of staff that will be
  responsible for handling 599 program
  responsibilities in Phase I
• Each Region will be contacted regarding
  scheduling of dates/time/location for In-Person
  Training

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NEXT STEPS

• In-Person training scheduled and completed by mid
  September
• Training will include
• Detail review of 599 Application and Approval
  Recommendation process
• Detail review of forms
• Detail review of criteria for approval including
  definitions/resources and case study examples
• Document processing, data recording and status
  tracking procedures including use of OSOS, UI
  Imaging, and OSOS Web Based local management
  tracking report

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NEXT STEPS

• Each LWIA will be asked to designate a 599
  Liaison. Responsibilities will include
• Key point of local contact for dissemination of
  599 program information, policy/procedural
  changes
• Local program expert, first point of contact
  for staff questions
• Key liaison with SPU staff to resolve any issues
  related to approval recommendations

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NEXT STEPS

• Any issues that can not be mutually resolved
  between SPU and LWIA staff would be escalated to
  the Central Office DEWS program liaison to
  review and resolve.
• DEWS Program Liaison is Carol Elwell.

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Questions and Answers

• Your Turn to ask your questions
• Either type question
• Or Raise your Hand on-line
• Or Ask your question verbally if presenters open
  up