ita services procedures, entering an occupational ......ita services procedures, entering an...

ITA Services Procedure of 9

ITA Services Procedures, Entering an Occupational Classroom Training

Service

Overview Every participant for whom an Individual Training Account (ITA) has been issued to attend occupational training has

to have an Occupational Classroom Training Service in Career Connect. Please follow these steps after you have

clicked Create Activity/Service/Enrollment.

Navigation Occupational Classroom Training service is entered when the participant starts training at a training provider with an

ITA and can be found in Career Connect under Activities/Enrollments/Services> Create

Activity/Service/Enrollment>General Information>Service Provider>Enrollment Cost>Financial Aid>Enrollment

Budget>Budget Planning>Closure Information.

Legacy Method Prior to Phase 2, ITA Services were recorded in IWDS after the client started training at a training vendor with an ITA.

Procedures 1. Click on Create Activity and go to the Enrollment Information section and find Service Activity Level and

select Training Services (for Adult/Dislocated Worker) or Academic Learning Services (for Youth) from the

drop down box.

Reminder: Enter a Develop IEP Service (Adult/Dislocated Worker) and an ISS Service (Youth) before entering

Occupational Classroom Training otherwise Career Connect will not allow a training service to be entered.


2. Then click on Select Activity Code link. Look for and select Activity Code 300 Occupational Classroom Training

(ITA) for (Adult/Dislocated Worker) or Activity Code 414 Occupational Classroom Training (ITA) for (Youth).


3. Use the actual training start date as the Actual Begin Date and use the end date in the voucher as the

Projected End Date.

Complete answering the questions on the rest of the screen and then click Next.


4. Go to the Enrollment Service Provider Information section and select the name of the training provider,

program name and occupational training code then click next. The occupational training code would be the

same as the O*Net Code.

Reminder: All Training Provider’s relationship number starts with the 4000 number. When selecting the

Relationship number in this step select the number that starts with 4000.


5. On the Enrollment Cost Information the cost breakdown and total price of the program should appear

automatically. If it does not, then please enter it with the information from the voucher then click Next.

6. If the client is receiving financial aid (Pell grant or MAP grant) then select the kind of financial aid expected

under Add Financial Aid and then select Amount Applicable towards Service Cost.

Reminder: Pell grant and/or MAP grant pay first towards tuition, fees and then books before any

amount is reimbursed to the student.


7. Select the status of the grant. Enter the awarded amount and enter the Budget towards Service Cost which

should be the total amount of the grant.

Reminder: Pell Grant and/or MAP grant is applied towards tuition first then fees and then books. Click on

Calculate and the system will automatically calculate the financial aid contribution amount and the New

Planning Cost which is the amount that an ITA would be applied towards.


8. Go to the Closure Information section and click Finish to save the occupational classroom training service.

Result Now that an Occupational Classroom Training service has been created, Career Connect will track the training cost of

this participant.

Literacy and Numeracy Procedure Page 1 of 2

Literacy & Numeracy

Overview To ensure test scores are transferred to IWDS and captured for training purposes, all reading and math scores must

be entered on the literacy & numeracy screen.

Navigation Staff profiles>Case Management Profile>Programs>WIOA Program “+”> Literacy & Numeracy >Create Literacy &

Numeracy Record

Legacy Method N/A

Procedures

Literacy and Numeracy screen:

*Test Type: Pre-Test

*Assessment Category: ABE or ESL

*Type of Assessment: CASAS, TABE 9-10, Wonderlic GAIN

Assessment Type Other:

Assessment Form/Version info:

*Functional Area: Reading or Math

Other Functional Area:

*Date of Pre-Test: can be up to one year old

Pre-Test Grade Level: GLE must be entered

*Pre-Test Score: Enter Scale Score

*Educational functioning level: Automatically populated based on Pre-Test Score (Scale Score)

Score reflects Basic Skills deficient: No (Automatically populated)

Note: Scores entered on the basic skills assessment screen will not be transferred to IWDS. Do not enter basic

skills information on that screen

Note: Below are the tests that can be selected in Career Connect that will transfer to IWDS. Please note: If

any other test is selected, it will not be recognized by IWDS as a test; when entering tests in Career Connect,

only select one of the test that is listed below.

CASAS

TABE 9-10

Wonderlic GAIN

Literacy and Numeracy Procedure Page 2 of 2

For college graduates, enter scale score: 999, GLE 12.9 and add the following statement in a case note; the

participant is a college graduate.

Result Now that the test scores are entered, participants are eligible for training and can address any identified deficiencies.

OJT and SATO Procedure Page 1 of 17

OJT & SATO

Overview

The Skills Acquisition Training Outline (SATO) is a training plan taught by an employer that details the specific skills

that a WIOA OJT Trainee will be taught while employed on a full-time job. This training outline is developed on the

On-the-Job (OJT) Agreement Excel document by a Delegate Agency business representative and the OJT Employer.

The OJT Agreement has four main tabs: DATA, Sections 1 thru 4, Job Title, Concurrence and SATO with some of

these tabs being repeated when more than one job title is entered on the agreement. However, for the purpose of

developing a SATO, it should be noted that some data is entered in the DATA tab and other data is completed directly

on the SATO by going to the SATO tab.

1. The SATO can detail up to 9 skills that the WIOA OJT Trainee will learn and provides a start and planned end

date for the completion of the entire plan. Each skill outlines how many hours of training are planned and indicates

how performance is measured and assessed. The SATO is utilized by all signers (Delegate Agency (broker),

Trainee, and Employer) for follow up as well as processing the OJT reimbursement upon completion or

termination of the training plan.


2. Sample of current hardcopy SATO Excel document:

Navigation

Once the hardcopy SATO is reviewed and signed on the upper left hand corner by the OJT Broker Manager, the SATO

service can be created in Career Connect via the Activities/Enrollments/Services section within the registered

customer’s WIOA application page.

Note: Once the SATO service has been opened and closed an OJT service can be entered.

Legacy Method

In the past, OJT training services were entered in IWDS service screens in the same basic fashion. However, the SATO

service was not listed in IWDS and is a new service available in Career Connect.


Excel SATO Process-

Background information on developing the SATO

1. Pre-development phase – not in Career Connect.

The business representative and OJT employer meet to discuss and/or finalize the OJT Agreement. While drawing

up the agreement, information is entered on the DATA tab of the OJT Agreement. The following shows the first

fields where the essential skills that the employer requires in a candidate are entered: Description of Skills to be

Acquired, Performance Indicator, Assessment Method, and Planned Hours to achieve training goal. Up to 9 skills

can be entered and are numbered as a Skill #1 through #9 as the user scrolls down.

For Skill #1, data entered on the right in lines 58 - 61 from above populates throughout the OJT Agreement

where appropriate and specifically onto the SATO in the respective fields noted in the SATO example

below:


2. SATO and Career Connect Data Entry Phase

When the OJT Employer selects a WIOA OJT Trainee, the business representative goes directly to the SATO tab

of the OJT Agreement Excel document to enter the Trainee Name, SSN, OJT Start Date, Funding Source,

Employment Goal, Existing Skills and Adjusted Hours.

Note: The SATO will automatically calculate a Planned End Date and Potential Adj. Hrs. Reimbursement after

this information is entered.

Once the SATO for a WIOA registered customer has been reviewed and signed by the OJT Broker’s

Manager, a Delegate Agency staff person will go to Career Connect to open and close a SATO Service.


Career Connect Procedures (SATO Service)

User signs-in and finds the WIOA registered customer’s application to create a SATO service.

1. In the Activities/Enrollments/Services section, click on Create Activity/Service/Enrollment link to enter the new

service.

2. Go to General Information section and ensure it is complete.

3. Go to the Enrollment Information section. (See below screen shots.)

For the Service Activity Level field select Career Services from the drop down box.

Find the Activity Code field and click on the Select Activity Code link.

Select activity code 221 Skills Acquisition Training Outline (SATO) for OJT (for Adult/Dislocated

Worker) or activity code 428 Skills Acquisition Training Outline (SATO) for OJT (for Youth).


The OJT Broker Management Signature Date on the SATO is used as both the service Actual Begin Date

and Projected End Date in Career Connect. See below.

Note: A SATO service is opened and closed on the same day since this considered a Same Day Service.


4. Complete the rest of the screen under State Specific Information and Staff sections and click Next.

Reminder: A case note cannot be entered in the Staff section until the service enrollment is complete.


5. Go to the Enrollment Service Provider Information section.

Select the Provider field with the appropriate OJT broker’s information.

For the Service, Course or Contract field, click the Select Service, Course or Contract link to choose

Office Services.

Select Provider Locations field (and Contacts field, if applicable) with the appropriate OJT broker’s

information.

The Occupational Training Code field stays as Not Applicable.

Scroll down and click Next.


6. Go to the Closure Information section.

Since the SATO Service is a Same Day Service, enter the OJT Broker Management Signature Date from the

SATO as the Last Activity Date field and use the drop down next to Completion Code to choose Successful.

Go to the Add a Case Note link explaining the SATO was created and approved by appropriate the Delegate

Agency staff person and the employer.

Save the Case Note.

Scroll down and click the Finish button to save the SATO service activity.


Career Connect Procedures (OJT Service)

Once the actual OJT start date occurs, the user can enter the OJT Service in Career Connect. See sample below.

Note: This date may be different then the hire date when the OJT training starts shortly after the hire date. For

example, this can happen when the OJT Trainee has employee orientation first before OJT starts.

1. Go back Activities/Enrollments/Services section and click on Create Activity/Service/Enrollment link to enter the

OJT service.

2. Go to General Information section and ensure it is complete.

3. Go to the Enrollment Information section.

For the Service Activity Level field select Training Services (Adult/Dislocated Worker) or Work Related

Services (Youth) from the drop down box.

Find the Activity Code field and click on Select Activity Code link.

Select activity code 301 Private Sector OJT (for Adult/Dislocated Worker) or activity code 443 Private

Sector OJT (for Youth).


4. The dates entered in Career Connect for Actual Begin Date and Projected End Date will match with the SATO’s

OJT Start Date and Planned End Date.

Complete the rest of the screen and click Next.

5. Complete the rest of the screens under State Specific Information and Staff sections and click Next.

Note: A case note cannot be entered in Staff section until the service enrollment is complete.


6. Go to the Enrollment Service Provider Information section.

Select the Provider field with the appropriate OJT broker’s information.

For the Service, Course or Contract field, click the Select Service, Course or Contract link to choose OJT

Services.

Select Provider Locations field (and Contacts field, if applicable) with the appropriate OJT broker’s

information.

Find the Occupational Training Code field and click the Occupational Training Code link to enter or find

the ONET code as noted on the SATO.


7. Go to the Worksite Information section and complete as per the employer information on the hard copy SATO.

Note: This employer information will also go in the Career Connect’s Employment screen as well.

Scroll down and click Next.


Note: If the OJT Trainee’s training hours change, this section cannot and does not need to be updated.

8. Go to the Enrollment Cost Information section and complete.

Find Wage, Wage Type, Duration and Wage Reimbursement Rate and enter data from hardcopy SATO. It

automatically calculates the total costs. These are obligated funds not actual costs incurred. See example

below:

Total OJT Wage Costs in Career Connect should match SATO’s Potential Adj. Hrs. Reimbursement field.


9. Skip through Financial Aid, Enrollment Budget, and Budget Planning sections by clicking Next.

10. Go to the Closure Information section.

Since the user will not be closing the OJT service at this time, scroll down and click Finish.

This step takes the user back to the WIOA Program Application page.

11. The opened OJT service will be found in Activities/Enrollments/Services section (along with the SATO services

opened and closed in earlier examples) and looks like this:

While viewing the Activities/Services/Enrollments section, a case note must be entered to justify the need

of the OJT service. Click on the Close link on the far right of the service line under Actual End Date to re-

enter the Closure Information section.


12. Once back in the Closure Information section, click Add a new Case Note link. See below the screen that pops up

and a sample case note:

Reminder: Weekly and/or monthly case notes must be entered to show follow up on customer’s progress with OJT

and should address issues throughout the training period.

13. On a later date and once the OJT is completed, the user goes back to the Activities/Enrollments/Services section,

and clicks on the Close link to enter the actual end date of the OJT.


14. The user is taken to the Closure Information section.

Enter the OJT service end date in the Last Activity Date field. This date will reflect the actual date the OJT

was completed or terminated, as per the employer.

Find the Completion Code field and with the drop down box select Successful or Unsuccessful, whichever

is appropriate.

A case note is entered, but this time regarding details of the completion or termination.

Note: If a credential was obtained through the OJT, ensure Career Connect reflects this in the Credentials

section and is case noted.

Results

After completing the above steps, a SATO and OJT service has been opened and closed. Also case notes have been

entered regarding the WIOA registered customer’s need for training and details of the completion of the OJT.

Resume Upload Procedure Page 1 of 5

Resume Upload

Overview After an individual has been created, it’s possible to create an online resume that supports automated online job

matching using 5 different methods. The methods discussed below are: 1) Comprehensive, 2) Upload, 3) Copy &

Paste and 4) Quick. After an initial resume is created, a 5th method (i.e., Create from Existing) becomes available.

Depending on the resume creation method chosen, individuals and career coaches will have the ability to search for

jobs that match the job seeker’s skills and background.

Recommendations Based on the decision matrix below, it’s recommended that staff, and eventually job seekers, use the Upload or Copy

& Paste methodologies.

Method Time

Commitment Richness Parse Data

Job Match

Create online

Resume

Save Existing Resume Recommended

Comprehensive 5 5

Upload 2 4

Copy & Paste 2 4

Quick 1 2

Scale: 1 = Worst with 5 = Best/Most

Regardless of the resume creation method chosen, you will initially begin in the resume builder.

Navigation 1. New individual - Create an individual >> Resume Builder >> My Individual Plans >> Employment Plan Profile

>> Resume

The resume upload process has many options that allow for job seeker customization, if there is a clear preference an

icon is added below. = Yes/Preferred, = No/Not advised, = Not Applicable

Throughout the resume builder wizard, there will be many popup windows with warning/informational messages.

You SHOULD read these as they are not generic and will influence the effectiveness of the resume. You should NOT

disable this functionality

An individual can have many resumes in Career Connect

Each resume created (except one created using the Quick method) will be matched against any job search.

Thus, if an individual has several resumes, job matches could return the same job seeker several times.


2. Existing individual – Services for Workforce Staff >> Manage Resumes >> Create Resume >> Find individual >>

My Individual Plans >> Employment Plan Profile >> Resume

Procedures Regardless of the method used, the following procedures should be followed

1. From the Career Connect resume section, begin the process by clicking “Create New Resume”.

2. Enter Resume Title

a. Make the resume title relevant to the individual and variables unique to that resume.

i. For Example – Tom Jones with seeking a CNC job = TJonesCNC, the same person seeking a

Mechanic job = TJonesMechanic.

3. Select the resume visibility

a. Allow employers to view… = resume will be matched against job searches

b. Hide... = will not match against job searches

Comprehensive Method

Although, the comprehensive method is completely functional it is very time intensive.

If a job seeker does not have an existing resume, we recommend creating a resume for upload (or copy & paste) in

MS Word using a template (MS Word >> New >> Office.com Templates >> Resumes and Cover Letters).

Upload and Copy & Paste Method

Because this method requires an existing resume, please have the job seeker email or bring an electronic copy of

their resume with them.

4. Click the “Choose File” button to select the resume file

a. Format options: PDF, Word, or any other text software.

5. Click “Next”

a. Career Connect will then parse the resume into the correct fields

b. You will need to review the parsing results to ensure Career Connect interpreted the resume

properly.

c. Edits to the parse will be available after step XX.

Employer Search Items

6. Desired Location – choose the area the job seeker would like to the employer to be located

a. Options: IL, Counties, Zip codes

7. Click “Next”

8. Select Occupation

a. This occupation is based on the information entered when creating a new individual

b. Update this field if creating multiple resumes in which the occupation targeted is different.

9. Click “Next”

10. Desired Salary – Choose from list of hourly ranges

a. Note that these are the same ranges available when creating a new job order

11. Click “Next”

12. Desired Job Type Profile Title


a. If you are viewing this section while working with a résumé, please be aware that any modifications that you make to your

Desired Job Type profiles will be changed on all of the résumés you have created that are using that profile, not just the

résumé you are currently editing.

Desired Job Type Profile Information - In the Title... field, enter a word or words that identify this desired job type, such as

"Day Shift - Weekends" or "Graveyard Shift - Weekdays."

Your initially-created profile will be set as your default Desired Job Type profile, below the title field. The default Desired

Job Type Profile ensures that a job seeker's profile displays to Employers and Staff, even in cases where job requirements

and profiles seemingly cannot be matched. For example, when a job doesn't provide apply requirements for a desired job

type, the default profile will display, even though there are no apply requirements for profiles of a certain job type to

match.

If you have created multiple profiles, you will be able to set the default Desired Job Type profile to the profile you want. To

accomplish this, you must make another profile your default (the default cannot be unchecked). Edit the profile you want to

become your new default job type, by checking the checkbox for This is your default Desired Job Type profile and hit Save.

This becomes your new default profile in the system, while simultaneously unchecking the checkbox in your original default

profile.

13. Other Values to complete


15. Summary and ability to add a new profile if desired (can edit info here)


17. Driver’s License Information

18. Security Clearance

19. Languages and Proficiency

20. Typing Speed


Education

22. If the job seeker has education listed on the existing resume, Career Connect should parse it into the correct

fields. Review for accuracy.

23. Summary and ability to add a new education if desired (can edit info here)


Certifications

25. Occupation Licenses & Certifications

a. If the seeker does not have any certifications, you may skip this step

b. If the job seeker has certifications listed on the existing resume, Career Connect should parse it into

the correct fields. Review for accuracy

c. If Career Connect parses the information into multiple certificates make sure to delete duplicates.

26. Summary and ability to add a new certifications if desired (can edit info here)



Employment

If the job seeker has employment listed on the existing resume, Career Connect should parse it into the correct fields.

Several iterations must be completed for each job listed. Jobs will be listed from the earliest employment first.

Review for accuracy.

28. Employer

29. Job Title – Career Connect will pull the resume job title into this field, however it may not match an ONET

title. You may have to edit

30. Occupation – Select the appropriate occupation from the drop down menu

31. Position

32. Job Duties – should carry over from resume. You may want to format.

33. Summary and ability to add a new employment if desired (can edit info here)


Job Skills

35. Based on the prior employment, skills were added to the job seeker’s profile. You can modify these skills as

desired.


Contact

37. Name

38. Address – this is taken from the address information when the job seeker was originally created.

a. Homeless – although not required, there is a field to check off if the person is willing to share.

39. Mailing Address – copied from Address field

40. Phone - this is taken from the address information when the job seeker was originally created.

41. Email

42. Items to appear on the resume

a. Determine which fields should appear on the system generated resume.


References (Upload process only)

44. You can add references or Display “References Available on Request”

45. Click “Finish”

Summary Screen

Once all the information pulled from the existing resume has been parsed by Career Connect and reviewed by the

agency staff, you will be taken to a summary screen.

Review the information and click Save Resume & Return.

The resume now exists in two forms, 1) the original uploaded resume as an attachment and 2) a system generated

resume based on the existing resume and supplemented by the review.


Any changes made to the system information WILL NOT be reflected in the original uploaded attachment. The

purpose of the original resume is strictly to provide a means to save time in capturing data. Even if a resume has to

be created in MS Word first and then uploaded, this will be faster than going through the comprehensive method.

At the bottom of the summary screen, you may choose to perform a job search based on that resume’s skills and

desired occupation. If the desired occupation is different in the General Information section than the resume desired

occupation, the resume desired occupation will default for the job search.

Quick Method Because the quick method does not provide for job matching, we do not recommend using this method.

Copy Existing Using the Copy from Existing method creates an exact duplicate. From the created resume, you can edit the

information to be specific to an alternative job search.

Results Once the resume is uploaded and the Career Connect system information is updated, job matching (i.e., individuals

and agency personnel) and job seeker matching (i.e., from an employer’s point of view) will be possible. System

information regarding the individual can be updated at any time.

IEP/ISS Procedure Page 1 of 7

Individual Employment Plan/Individual Service Strategy (IEP/ISS)

Overview The Individual Employment Plan/Individual Service Strategy is required by the Workforce Innovation and Opportunities Act for every individual registered into WIOA. The IEP/ISS is an ongoing strategy jointly developed by the participant and the career coach that identifies the participant's employment/educational goals, the appropriate achievement objectives, and the appropriate combination of services for the participant to achieve the employment and/or educational goal. The IEP/ISS is the central document that outlines the action steps needed to obtain the employment or educational goal.

Navigation An IEP can be created after the WIOA application is complete and can be found under staff profiles/case

management profile/plan.

Legacy Method Formally the IEP/ISS was not part of the IWDS system and a document formatted in excel was used and had to be

uploaded into the IWDS system.

Procedures After clicking on the individual employment plan/individual service strategy four tabs will appear Plan, Goals, Objectives and Services. Each tab is a required to complete the IEP/ISS. An individual can only have one IEP/ISS open at a time. The IEP/ISS plan must be created first, followed by the plan's goals. A goal must be created before objectives for that goal can be recorded.

Identifying Information - This section contains display-only information, including Plan ID Number, State ID, User ID, Name, Created By, Create On, Last Edited By, and Edited On fields.

Note: The plan tab contains general information about the participant, their programs, and plan dates.

Note: Before creating the IEP there are two steps that need to be addressed.

1. The participation form must be completed after the completing the WIOA application

2. An activity service must be opened for the IEP/ISS


Currently Participating - This section displays the programs in which this individual is currently participating,

along with application and participation dates, if applicable.

Plan Information - Enter the Plan Start Date in the field provided, using a MM/DD/YYYY format (i.e.

12/10/2003). You can also click on the calendar icon to select a date, or click the Today link to enter today's date.

Select the LWIA- Chicago Cook Workforce Partnership and office location where the plan was started from the drop-down lists.

If you are viewing the information for a previously-created IEP/ISS, you will not be able to edit the "Plan started" date, LWIA- Chicago Cook Workforce Partnership, or office location.

Enter the date when the plan was closed, using an MM/DD/YYYY format, or click the calendar icon to select a date. You can also click the Today link to enter today's date.

If you intend to close a plan, first close that plan's goals and objectives. If you do not, the goals and objectives associated with the plan will be closed automatically. This action cannot be undone.


Click on next.

General Information - This section lists the Username, Name, and Plan Start Date for the individual you are assisting.

Goal Information - This section allows you to enter information about the goal. Select a LWIA/Chicago Cook Workforce Partnership and Office that is managing the IEP/ISS. Choose one or

more Program Affiliations. (For our purposes WIOA) Select the Type of Goal and Term of Goal from the drop-down lists. Please note that a short term goal- is

something you want to do soon within months or weeks, long term-is something you want to do further in the future, intermediate term-is something you want to do that will take longer than a short term and shorter than long term. Enter a short Description of Goal in the field provided.

Enter the Date Established and Estimated Completion Date in a MM/DD/YYYY format. You can also click the calendar icon to select a date, or click the Today link to enter today's date.

Select a Completion Status. If you are closing the goal, you must select a Reason Closed.

Note: The goal tab allows you to establish or edit goals for an IEP/ISS. The goal for Adult (1A) and Dislocated Workers

(1D) should always be employment. A Youth (1Y) can have an educational and/or employment goal.


If there are IEP goals that were previously created for this individual, click the Edit link in the action column to

view more information. Click the Delete link to delete a goal, if applicable. Click the Add New Goal link to add a goal to this IEP/ISS. Complete the Goal Details (comments). The goal comments must be completed and should be detailed as

possible.


Click next.

General Information - This section lists the User Name and Name of the individual you are currently assisting.

Objective Information - Click the Add new objective or Select predefined objectives links to enter information about the objective. Please note that established date cannot be greater than today’s date.

Note: The objectives tab allows you to add and modify objectives associated with an IEP/ISS.


If objectives have been set previously, click the Edit link in the action column to view more details. Click the Delete link in the action column to remove the objective, if applicable.

Click next.

Note: The service tab displays the services that are associated to the IEP/ISS.


General Information - This section displays the User Name and Name of the individual you are currently assisting.

IEP/ISS Services - This section lists the services associated with the IEP/ISS. Information displayed includes the App # - program, Service/Activity code, Begin Date, End Date, Provider, and the Staff who recorded the service.

Click finish.

A completed IEP/ISS must be printed and signed by the participant and career coach and a copy must be placed into the participant’s folder. Please note that the IEP/ISS must be completed prior to opening services. If a client’s goal changes a different goal is established unrelated to the previous goal the career coach and the participant must the IEP/ISS again and repeat all the steps in completing an IEP/ISS.

Result A completed IEP/ISS is an agreement between both the participant and the career coach and becomes a living

document that can be modified as needed. This document becomes the road map to helping the participant reach

their goal.

Case Assignment Procedure Page 1 of 3

Case Assignment Procedures

Overview Career Connect allows supervisors or other authorized users to assign staff members to unique groups of

case managers to assist with managing the group. The manage group options is used to create, edit, and

delete groups and group privileges. This will be the first step to manage the case assignment effort, as

groups must be created before supervisors can assign case managers to those groups or use the individual

assignment, case re-assignment and temporary assignment options.

Navigation Manage Case Assignment>Individual Case Management<Manage Group>Create New Group

Legacy Method N/A

Procedures – Case Assignment for Conversion

Step 1: Create New Group

o Group Name: Enter agency name followed by funded program e.g. E&ES Southwest

(WIOA)

o Program: WIOA

o Location Type: Office

o Location: Select agency office

o Group Description: Workforce Center or Affiliate

o Click Save to save the group

Step 2: Assign Staff Group - After creating a new group, the computer will automatically proceed

to the Assign Staff Group screen. Otherwise, you can access the Assign Staff Group by clicking

Manage Case Assignment>Individual Case Assignment>Staff Group Assignment>Assign Users to

Group>Select group lead

o On the Staff Group Assignment screen, click the Group Name link to access a screen

displaying a list of eligible staff members who can be assigned to this group.

o Select the staff members for this group

o Must select a group lead

Step 3: Assign Individual Assignment by clicking Manage Case Assignment>Individual

Case Assignment>Individual Assignment

o *Program: WIOA

o Frist Name: Enter participant first name

o Last Name: Enter participant last name

o Last 4 digits of SSN: Enter the last 4 digits of participant SSN

o *LWIA/Region: 7

o Office: Select agency office

o Application Status: Select Active or Exited or All

o Case Status: Select Assigned or Unassigned or All


Procedures – Case Assignment for Existing Agencies for New Employees

Submit Data Confidentiality Agreement Form to Program Staff

Program Staff creates a username/password and assigns staff member to a group

Program Staff distributes username/password to group lead/Supervisor and informs them to

attach customers (individual assignments) to the new staff person.

Procedures – Case Assignment New Agencies

Agency will be notified by Program Staff to submit a Data Confidentiality Agreement

requesting an Illinois Worknet account and IWDS/Career Connect usernames/passwords for

staff.

Agency will be directed to create an Illinois Worknet account at www.illinoisworknet.com to

become an Illinois Worknet partner, following will be instructions on how to do so.

Once the agency becomes an Illinois Worknet partner, a State Representative will notify The

Partnership IT Staff.

IT Staff will create an agency provider number in IWDS/Career Connect and create an office

for the agency.

IT Staff will notify Program Staff that the information has been entered into IWDS/Career

Connect.

Program Staff will create a username/password, create group and assign staff to group.

Program Staff will distribute username/password to group lead/Supervisor. At this time, the

Group Lead/Supervisor will be encouraged to attach individual assignments to the new staff.

http://www.illinoisworknet.com/


Forms

Case Assignment Agreement

I, __________________________________________ is authorized to perform the below functions as a

Group Lead/Supervisor at my organization. I understand if there is a change in my position it may lead to

my privileges to perform these functions be reevaluated and/or revoked. If any mistakes are made, I agree to

contact staff at “The Partnership” for directives or assistance with corrections. I have been advised that I can

only perform the below functions for Staff/participants within my organization. By signing, I acknowledge

my compliance…

Add Temporary Assignment

Remove a Temporary Assignment

Case Reassignment

View Case Load

Staff Signature Title

Date

Self-Reported Income Procedure Page 1 of 3

Self-Reported Income Worksheet

Background

For the purpose of reporting to DOL the overall number WIOA participants who are low income, the completion of

the Family Income Worksheet found under the Income Worksheet Section of the WIOA Wizard in Career Connect

must be completed per the instructions below. In order to gather and document information to enter into the

Family Income Worksheet screen the attached “Self-Reported Income Worksheet” must be used and signed by

the participant.

Who must use the “Self-Reported Income Worksheet”

All Dislocated Workers.

Youth eligible under the 5% window

Adults who are eligible for WIOA but have not been determined to be low income.

Self-Reported Income Worksheet Instructions

1) The participant should, to the best of their ability, identify all income earned by their family over the previous six

months and record that information onto the “Self-Reported Income Sheet”.

2) The participant should sign and date the completed form.

3) The data from the “Self-Reported Income Worksheet” should be recorded in Career Connect under the Family

Income Worksheet found in the Income Worksheet section of the WIOA wizard. All data should be placed in column

6 under the appropriate row.


4) Under the “verify” button for the Annualized Family Income, select the “Signed Applicant Statement”.

5) Place the completed, signed and dated “Self-Reported Income Worksheet” into the customer’s case file under the

eligibility documentation section.


Self-Reported Income Worksheet

NOT FOR INCOME ELIGIBILITY DETERMINATION

Please list your income for the last six months:

Type of Income Amount

Wages $ _______

Self-Reported Wages $ _______

Pension $ _______

Insurance Annuity $ _______

Alimony $ _______

Other $ _______

TOTAL $ _______

The above information is accurate to the best of my knowledge.

_____________________________________________________________________________________ Participant Name Date

Career Coach Date

Self-Attestation for Family Size Procedure Page 1 of 3

Self-Attest Family Size Worksheet

Background

When entering family size into Career Connect, the number used should be determined and supported by

the completion of the below Family Size Worksheet.

Process for indicating family size in Career Connect:

1) Based on the definitions below, indicate on the appropriate line of the “family size worksheet” the number of

dependent children under 18,

dependent children 18 years of age or older, and

if the spouse is living in the same residence.

2) Sum the number for each category at the bottom of the worksheet. This is your family size.

3) The participant must attest to self-reported family size number by signing and dating the document.

4) Record the family size in the Family Size box on the “Family Section” of Career Connect

5) Click the verify box drop down for the family size and select “Signed Applicant Statement”.


6) Place the signed and dated “Self-Attest Family Size Worksheet” into the customer case file.

Instructions for worksheet: Please indicate the number of family members living with the participant in a single

residence per each category identified in the left column below.

Family Size Worksheet

Self

1

Dependent Children Less than 18 years of age

Dependent Child 18 years of age or older

Husband or Wife/Spouse

Total

_____________ = Family Size

I attest that the above information regarding my family size is accurate.

Participant


Definition of Family: The term family means two or more persons related by blood, marriage or decree of court,

who are living in a single residence, and are included in one or more of the following categories:

(A) A husband, wife, and dependent children.

(B) A parent or guardian, and dependent children.

(C) A husband and wife (spouse).

Who is not a family member for purposes or WIOA family size: The following persons, even if living in the same

single residence with a customer, are not to be considered a family member and should not be counted on the

Family Size Worksheet below: Grandparents, friends, uncles, aunts, girlfriends, boyfriends, cousins, children or

dependents 18 years of age or older who only rely on a parent for room and board.

NOTE: Any dependent child 18 years of age or older claimed on this worksheet must have their income included in the

family income calculation. Documentation, such as, pay checks or IBIS printouts, is not required to support income

claims. Participant attestation as declared below on this is an acceptable form of documentation.

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