ssai scsep policy and procedure manual table of contents

SSAI SCSEP Policy and Procedure Manual

Table of Contents

Table of Contents

Part 1 Responsibilities of SCSEP Project Sponsor Performance Measures and Host Agency Responsibilities

100 Project Sponsor Criteria and Sponsor Agreement

A Project Sponsor Criteria April 2014 B Sponsor Agreement April 2014

101 SCSEP Project Sponsor Responsibilities

A Project Direction and Supervision June 2015 B Project Sponsors as Host Agencies April 2014 C Enrollment from Specific Jurisdictions Can Be Required April 2014 D SSAI Performance Measures June 2015 E Project Director Training and Executive Conferences April 2014 F Other Project Sponsor Responsibilities April 2014

102 Review of Community Needs

A Recommendation for Review April 2014 B Sources of Community Needs Data April 2014 C High-Growth Job Training Initiative April 2014

103 Community Service Assignments for Participants A Definition of Community Service Assignment April 2014 B Considerations Before Making a Community Service Assignment April 2014 C Limitations on Community Service Assignments April 2014 D Volunteering at Assigned Host Agencies Prohibited June 2015 E Limitations on Host Agencies Providing Services for Fees April 2014 F Maintenance of Effort Requirements April 2014 G Assignments in SCSEP Project Services June 2015 H Community Service Opportunities Listed With Workforce Agency April 2014 I Approved Break in ServiceLeave of Absence April 2014

104 Host Agency Roles and Responsibilities A Criteria for Host Agencies June 2015 B Host Agency Safety and Other Monitoring July 2012 C Documentation of Host Agency Safety and Other Monitoring Is Required July 2012 D Host Agency Prohibited from Determining Eligibility or Terminating Participants July 2012 E Host Agency Orientation and Annual Meetings July 2012 F Project Sponsor Host Agency Agreement July 2012 G Required Documents to Include in a Host Agency File July 2012

105 Cooperation and Coordination with Other SSAI Subgrantees and Agencies SCSEP Required Partnerships

A Coordination with Other SSAI Subgrantees April 2014 B Cooperative Relationships April 2014 C Coordination with Workforce Innovation and Opportunity Act (WIOA) June 2015 D Coordination with the State Senior Employment Services Coordination Plan June 2015

E Consultation with Area Agency on Aging April 2014


Table of Contents Page 2

Part 2 Recruitment Enrollment Eligibility Determination and Right of Return

200 Recruitment and Selection of Participants

A Recruitment of New Participants June 2014 B Recruitment from Specific Jurisdictions Can Be Required June 2014 C Employment Status of Participants June 2014

201 Enrollment Priorities

A Priority Must Be Given to Veterans June 2014 B Enrollment Priorities Must Be Used June 2014 C Most-in-Need Individuals Are Service Priority June 2015 D Service to Minority Individuals June 2014

202 Determining Eligibility

A When to Determine Eligibility February 2014 B Ineligible Applicants February 2014 C Right of Return February 2014 D Re-Enrollment Is at Sponsorrsquos Discretion February 2014 E Determining Eligibility Participant Form February 2014 F Source Documentation Requirements for Participant Form February 2014 G False Information as Cause for Termination February 2014 H Program Participants May Not Sign as Interviewers February 2014

203 SCSEP Eligibility Requirements

A SCSEP Eligibility Requirements February 2016 B Project Sponsor Responsible for Documenting Eligibility February 2014 C Employment Eligibility Verification Form (I-9) Required February 2014 D Durational Limit on Individualrsquos Program Participation February 2014 E Individual Durational Limit Notification Requirements June 2015 F Transition Assessment and IEP Requirements for Participants Approaching their IDL June 2015 G Felony Background Checks February 2014 H Enrollment of More Than One Family Member Discouraged February 2014 I Recertification of Eligibility Required February 2014 J Income Limits for Eligibility February 2015

204 Computing Income for Eligibility

A Standards for Determining Number in Family and Countable Income June 2014 B Definition of Family June 2014 C Exception to Definition of Family June 2014 D Method of Computing Income June 2014 E Look-Back Period for Income Calculation June 2014 F Income to Be Counted June 2014 G Income Not to Be Counted June 2014 H Income Worksheet June 2014 I Participants Must Receive Payment June 2014 J SCSEP Wages Excluded from Federal Housing or Food Stamp

Eligibility Determination June 2014



Part 3 Orientation Assessment and Individual Employment Plan Assignment Description Performance Evaluation and

Change of a Community Service Assignment 300 Orientation of New Participants

A Requirements for New Participant Orientation April 2014 B Receipt of Orientation and Copy of Personnel Policy Acknowledged April 2014 C Reorientation April 2014

301 Assessments Re-Assessments and Individual Employment Plan

A Purpose of Initial Assessment and Individual Employment Plan (IEP) June 2015 B Initial Assessment June 2015 C Individual Employment Plan (IEP) June 2015 D Re-AssessmentIEP Updates June 2015 E Initial Assessment IEP and ReassessmentIEP Update Protocol June 2015 F Purpose of the Transition Assessment and IEP June 2015 G Transition Assessment and IEP June 2015 H Project Director Responsible for Initial Assessment Re-Assessment

IEP and Transition Assessment and IEP April 2014 302 Community Service Assignment Description

A Written Assignment Description Required January 2011 B Contents of the Community Service Assignment January 2011

303 Participant Performance Evaluation (Optional)

A Annual Performance Evaluation Recommended January 2011 B Procedure for Performance Evaluation January 2011 C Participant Performance Evaluation Form January 2011

Part 4 Training 400 Participant Meetings

A Participant Meetings Required April 2014 B Appropriate Participant Meeting Topics April 2014 C Participant Meeting Funds April 2014

401 Participant Training After Enrollment

A Benefits of Participant Training April 2014 B General Rules for Training April 2014 C Types of Allowable Training April 2014 D Expenditure of Non-Wage Funds for Training April 2014

402 Reporting of Hours and Training

A Training Hours Must Be Reported Quarterly June 2015



Part 5 Unsubsidized Employment 500 Placement Entered Employment Retention and Earnings Goals and Follow-up Requirements

A Responsibility to Place Participants in Unsubsidized Employment June 2015 B ldquoUnsubsidized Placementrdquo Definition and Performance Goal June 2015 C ldquoEntered Employmentrdquo Definition and Performance Goal June 2015 D Retention and Average Earnings Goals Must Be Met June 2015 E Participant Responsible for Seeking Unsubsidized Employment June 2015 F Expected Activities of Project Staff June 2015 G Follow-up After Unsubsidized Placement Required June 2015 H Documentation of Follow-up Required June 2015 I Right of Return June 2015

Part 6 Participant Records Recertification Exit Procedure and Termination

600 Personnel Participant Records

A Personnel Participant Record Required July 2013 B Required Documents to Include in Personnel Participant Record July 2013 C Security for Sensitive Information July 2013 D Retention and Destruction of Program Records July 2013 E Notification Procedure for Participant Data Breach July 2013

601 Recertification of Eligibility

A Annual Recertification of Eligibility Required January 2011 B Termination of Income-Ineligible Participant January 2011 C Host Agency Prohibited from Recertifying Eligibility January 2011

602 Exit Procedure

A SCSEP Exit Form SCSEP Unsubsidized Employment Form April 2014 B Participant Signature Requirements for SCSEP Exit Form April 2014 C Participants and Host Agencies Prohibited from Exiting Participants April 2014 D Source Documentation Requirements for the SCSEP Exit Form June 2015 E Transfer of Participants to Another SCSEP Provider April 2014

603 Termination

A Termination Policies Must Be Reviewed at Enrollment April 2014 B DisciplinaryTermination Process April 2014 C Types of Terminations April 2014 D Termination for Cause April 2014 E Termination for Individual Employment Plan (IEP) Violation April 2014 F Termination for Violation of Sponsorrsquos Leave Without Pay Leave of Absence Policy April 2014 G Termination for Income Ineligibility April 2014 H Termination for Reaching Durational Limit April 2014 I Termination Due to Program Ineligibility April 2014 J Termination Due to Becoming Employed While Enrolled on SCSEP April 2014 K Documentation for Termination April 2014



Part 7 Hours of Community Service Wages Physical Examination and Other Fringe Benefits

700 Hours of Community Service and Participant Wages

A Normal Hours of Community Service for Participants April 2014 B Limitations on Hours of Community Service Assignment June 2015 C Reduced Hours of Community Service for Participants April 2014 D Waiver Required for Less Than 20 Hours Per Week April 2014 E Approved Break in Participation April 2014 F Leave Without PayLeave of Absence April 2014 G Participant Wages April 2014 H Wages Paid During Orientation Training and Participant Meetings April 2014 I Timesheet Required April 2014

J Use of Electronic Timesheets April 2014 K Reporting of Hours in Community Service Required June 2015

701 Physical Examinations for Participants

A Physical Examination Is a Fringe Benefit April 2014 B Physical to Be Offered After Enrollment April 2014 C Waiving the Physical Examination April 2014 D Results of Examination Are the Participantrsquos Property April 2014 E Limitations on Transfers or Reassignment from Another Grantee Without Additional Physical Examination April 2014 F Physical Examinations Can Be Required for Certain Community Service Assignments April 2014 G Other Testing Can Be Required for Certain Community Service Assignments April 2014 H Seeking Free or Reduced-Cost Physical Examinations Encouraged April 2014

702 Fringe Benefits for Participants

A Required Fringe Benefits April 2014 B Jury Duty April 2014 C Payments to Retirement Funds Prohibited April 2014



Part 8 Durational Limit Discrimination Political Activities Nepotism Work During Labor Disputes and Personnel Policies

800 Limits on Community Service Assignments

A Change of Community Service Assignments April 2014 801 Discrimination Prohibited

A Project Sponsor Responsibility for Non-Discrimination December 2011 B Definition of Disability December 2011

802 Political Activities and Lobbying by Project Sponsor and Participants

A Political Activities and Patronage January 2011 B Allowable and Unallowable Political Activity Notice Required January 2011 C SCSEP Funds May Not Be Used for Lobbying January 2011

803 Nepotism Prohibited

A Definition of Nepotism January 2011 B Nepotism Prohibited in Enrollment and Assignment of Participants January 2011

804 Labor Union and Labor-Management Dispute Restrictions on Participants

A Union Organizing July 1994 B Participant May Not Work During Labor-Management Dispute July 1994 C Alternate Temporary Assignments Required July 1994

805 Personnel Policies and Complaint Resolution Procedures

A Complaints or Questions Regarding Nondiscrimination Requirements January 2011 B Notification of Filing of Complaint Required January 2011 C Adverse Action Against Participant January 2011 D Complaint Resolution Grievance Policy Procedure January 2011 E Right to Appeal to SSAI January 2011 F Right to Appeal to the US Department of Labor January 2011 G US Department of Labor Review January 2011 H Training for Personnel Who Respond to Appeals January 2011

Part 9 Reporting and Data Collection

900 Data Collection

A Data Collection B Data Collection Forms and Tools April 2014 C Customer Satisfaction Survey Process April 2014 D Steps for Completing the Employer Survey April 2014 E Privacy Act Statement April 2014



Part 10 SSAI SCSEP Program Finance Procedures 1000 Sponsor Agreement Budget Instructions and Administrative Requirements

A SSAI SCSEP Sponsor Agreement January 2011 B SSAI SCSEP Sponsor Budget Instructions January 2011 C Uniform Administrative Requirements June 2015 D Uniform Cost Principles June 2015 E Other Specific Allowable Costs January 2011

1001 SCSEP Cost Classification

A Definition of Administrative Costs January 2011 B Definition of Program Costs January 2011

1002 Sponsorrsquos SSAI Project Budget and Reimbursable Costs

A Budget Proposal January 2011 B Budgeting for Costs January 2011 C Budget Proposal Form Line Items January 2011 D Budget Revisions January 2011 E Spending Requirements and Limitations January 2011 F Budget Modifications January 2011 G State Budgets January 2011

1003 Fiscal Reporting and Reimbursement of Costs

A Reporting Monthly Costs April 2014 B Report of Costs SA1 Webtool April 2014 C Completing the Report of Costs SA1 Webtool April 2014 D Transmitting Report of Costs to SSAI April 2014 E Payment to Project Sponsors Bank Account Information Needed April 2014 F Closeout April 2014

1004 Non-Federal Share of Costs

A Types of Non-Federal Costs June 2015 B Report of Non-Federal Costs SA2 Webtool June 2015

1005 Project Sponsor Financial Performance-Monitoring Costs vs Budget

A Emphasis on Monitoring Participant Wages and Fringe Benefits April 2014 B Payroll-by-Payroll Webtool for Project Director to Monitor Wage and Fringe Benefit Expense April 2014 C Project Performance Plan Webtool for Monitoring Costs and Budget April 2014

1006 Program Income Use of Program Income

A Program Income and Its Use April 2005



Part 11 Transportation Costs Auto Liability and Supportive Services

1100 Transportation Costs and Auto Insurance

A Allowable Transportation Costs for Participants January 2011 B Mileage Reimbursement Rate January 2011 C Valid Drivers License and Current Auto Liability Insurance Required January 2011 D Collision Coverage Not Included January 2011 E Reimbursement Prohibited for Commuting to Community Service January 2011

1101 Supportive Services and Incidental Expenses A Supportive Services January 2011 B Reimbursement for Incidental Expenses January 2011

Part 12 SSAI Program Monitoring Fiscal Monitoring and Audit Requirements

1200 SSAI Program Monitoring Fiscal Monitoring and Audit Requirements

A SSAI Staff Responsibilities June 2015 B On-Site Fiscal Reviews Required for Project Sponsors

Not Subject to the A-133 Single Audit Requirements June 2015 C Program Compliance Review Report April 2014 D Fiscal Compliance Review Report June 2015 E Auditing June 2015

Appendix I Acronym List June 2015 Glossary June 2014 Index June 2015

Appendix II Program Forms June 2015

A IntakeOrientation Forms Sample Phone Screening Form SCSEP Participant Form annotated Blank Income Worksheet SCSEP Family Size Form SSAI SCSEP Zero Income Self-Attest Form SSAI SCSEP At Risk of Homelessness Self-Attest Form SSAI SCSEP At Risk of Homelessness Third-Party Attest Form SSAI SCSEP Employed Prior to Participation Self-Attest Form SSAI SCSEP Employed Prior to Participation Third-Party Attest Form SSAI SCSEP Failed to Find Employment After Using WIA Title I Self-Attest Form SSAI SCSEP Homeless Self-Attest Form (English Spanish and Chinese) SSAI SCSEP Homeless Third-Party Attest Form



SSAI SCSEP Limited English Proficiency Self-Attest Form (English and Spanish) SSAI SCSEP Limited English Proficiency Third Party-Attest Form SSAI SCSEP Low Employment Prospects Form Self-Attest Form SSAI SCSEP Low Literacy Skills Self-Attest Form SSAI SCSEP Low Literacy Skills Third-Party Attest Form SSAI SCSEP Severe Disability Certification Form SSAI SCSEP Frail Certification Form SSAI SCSEP Severely Limited Employment Prospects Self-Attest Form (English Spanish and Chinese) SSAI SCSEP Veteran or Spouse of Veteran Self-Attest Form Most-in-Need Re-ValidationUpdate Form SCSEP Case Management Form Record of Participant Orientation Form SCSEP Privacy Act Statement Form Hatch Act Notice Form SCSEP Release Form Participant Timesheet Form Record of Offer of Physical Examination to Participant Statement of Desired Hours of Work as Participant B AssessmentIEP Forms Individual Assessment Form Initial Individual Employment Plan Form ReassessmentIEP Update Form C Host Agency Forms SCSEP Community Service Assignment Form annotated SCSEP Host Agency Agreement Sample Host Agency Monitoring Form SSAI Health and Safety Checklist Form Participant Performance Evaluation Form Sample Community Service Assignment Form D 4 year Individual Durational Limit Forms Durational Limit 12 month notification letter Transition Assessment and IEP Form Durational Limit 90 day notification letter Durational Limit 30 day termination notice E Exit Forms SCSEP Exit Form annotated SCSEP Unsubsidized Employment Form annotated Sample Termination Letter SCSEP Participant Excluded Exits Self-Attest Form SCSEP Self-Attest Form for Any Wages for the FirstSecondThird or Fourth Quarter After Exit Form SCSEP Third Party Attestation Form for Excluded Exits for Health Medical Family or Institutionalization Data Validation Information SSAI PY2013 Data Validation Handbook Finance Forms for PY2015 (July 1 2015 ndash June 30 2016) SSAI SCSEP Sponsor Bank Information Form SSAI SCSEP Sponsor Budget Instructions SSAI SCSEP Sponsor Budget Proposal Form SSAI SCSEP Sponsor Budget Revision Proposal Form SSAI SCSEP Sponsor Delegation of Signature Authority Form


June 2015 How to Use the SSAI SCSEP Policy Procedure Manual Page 1 of 5

How to Use the SSAI SCSEP Policy amp Procedure Manual

Purpose of this Manual The Senior Service America Inc (SSAI) Policy amp Procedure Manual is designed to help the

organizationrsquos partners most effectively and efficiently use and comply with the laws regulations and guidance governing the administration of the Senior Community Service Employment Program (SCSEP) It is primarily intended as a reference service focusing on the requirements of the Workforce Innovation and Opportunity Act (Public Law 105-220) successive versions of the Older Americans Act (Public Laws 106-501 and 109-365) the Jobs for Veterans Act (Public Law 107-288) and the numerous federal regulations and guidance that implement those laws The purpose of the SSAI Policy amp Procedure Manual is to present easily useable accurate timely and comprehensive information on federal regulations and guidance governing the administration of the SCSEP It is written primarily to help the directors and staff of SSAIrsquos subgrantees called program sponsors to comply with all applicable laws and regulations and to meet or exceed all appropriate measures of performance as effectively and efficiently as possible

Organization of the Manual The manual is divided into two major parts the basic manual and its appendices

The basic manual is divided into 12 Parts which are numbered consecutively from 100 through 1200 Each Part also has a title These Parts describe and explain SSAIrsquos policies and procedures for complying with core requirements of laws and regulations used by the US Department of Labor in regulating SCSEP operations The numbered Parts are the following Part 1 Responsibilities of SCSEP Project Sponsor Performance Measures and Host Agency

Responsibilities Part 2 Recruitment Enrollment Eligibility Determination and Right of Return Part 3 Orientation Assessment and Individual Employment Plan Assignment Description

Performance Evaluation and Change of a Community Service Assignment Part 4 Training Part 5 Unsubsidized Employment Part 6 Participant Records Recertification Exit Procedures and Termination Part 7 Hours of Community Service Wages Physical Examination and Other Fringe Benefits Part 8 Durational Limit Discrimination Political Activities Nepotism Work During Labor Disputes

and Personnel Policies Part 9 Reporting and Data Collection Part 10 SSAI SCSEP Program Finance Procedures Part 11 Transportation Costs Auto Liability and Supportive Services Part 12 SSAI Program Monitoring Fiscal Monitoring and Audit Requirements Each Part includes a table of contents and a number of sections and subsections


How to Use the SSAI SCSEP Policy Procedure Manual Page 2 of 5 June 2015

How Sections Are Numbered The sections and subsections in each Part are numbered and have titles Each section and subsection provides detailed guidance for the most significant regulations and administrative issues related to the subjects covered by their Part The sections are numbered consecutively from lower numbers to higher numbers within each Part For example section 201 Enrollment Priorities is followed by section 202 Determining Eligibility These sections always begin on a right-hand page Even though a sectionrsquos final subsection may end on a left-hand page the following section always begins on a right-hand page which always will have an odd page number Each subsection is numbered and ordered alphabetically within its section For example subsection 202-A When to Determine Eligibility is followed by subsection 202-B Ineligible Applicants The manual does not use the term ldquosubsectionrdquo it refers to both sections and subsections simply as sections

How Pages Are Numbered The pages in the manual are numbered sequentially within each section For example ldquo1003 Page 1 of 3rdquo is the first page of section 1003 which has a total of three pages Each page also is dated with the month and year that the information in the section was most recently updated (for more information about updates to this manual see the Manual Updates section below)

References in the Manualrsquos Text Two kinds of references are used throughout the manual references to sections or appendices of the manual and references to SSAIrsquos website The references to sections or appendices in the manual typically refer readers to places where they can obtain more detailed information about a subject or where they can find such resources as forms or checklists used for the SCSEP References to sections in the manual typically for example take this form ldquo(for more information see section 202-A When to Determine Eligibility)rdquo References to forms or other resources in an appendix typically for example look like this ldquoThe SSAI-OMB Annotated Participant Form is available in this manualrsquos Appendix II and on the partnersrsquo section of SSAIrsquos website at wwwseniorserviceamericaorg

Appendices The appendices are designated by Roman numerals I and II Appendix I includes an Acronym List ndash an alphabetical list of acronyms with the words the letters stand for and a Glossary containing the definitions of terms in alphabetical order used throughout the manual Appendix II contains current forms checklists and other resources and samples for SSAIrsquos program sponsors referenced in the manual



Index The final pages of the manual are an index an alphabetical list of the subjects covered noting the section and subsections of primary importance for each subject

Manual Updates SSAI updates information in the SSAI Policy amp Procedure Manual as necessary and notifies its program sponsors to review updates and replace pages in their printed manuals Updates may occur for a variety of reasons ndash for example the addition of new information as a result of new regulations or the revision of existing information or forms due to new regulations or to make them easier to use When program sponsors receive new pages for their manuals the new pages will be numbered and dated appropriately For example if page ldquo700 Page 2 of 3rdquo initially sent in January 2011 is revised in July 2011 sponsors must replace ldquooldrdquo ldquo700 Page 2 of 3rdquo dated January 2011 with the new ldquo700 Page 2 of 3rdquo dated July 2011 Note that because ldquo700 Page 2 of 3rdquo is the ldquobackrdquo of ldquo700 Page 1 of 3rdquo both pages will carry the new date

SSAI Website SSAI has a publicly available website at httpwwwseniorserviceamericaorg The website has a section that is accessible only to program sponsors with a valid user name and password The ldquopartnersrsquo pagerdquo is vitally important for SSAIrsquos subgrantees because it contains numerous resources that subgrantees are required to use as well as many resources that can help them to administer their programs as effectively and efficiently as possible For example the partnersrsquo page contains numerous forms and Webtools such as SSAIrsquos Project Performance Plan (PPP) webtool and SSAIrsquos Continuous Improvement Plan (CIP) form which program sponsors must update at required times The ldquopartners sectionrdquo also has an electronic version of the SSAI Policy and Procedure Manual as well as electronic copies of the program and fiscal forms found in Appendix II The log-in for this partners section can be reached by going to SSAIrsquos public website at wwwseniorserviceamericaorg and clicking on the ldquoPartnersSubgrantee Sign Inrdquo link in the upper right corner of the public website (see the link in the upper-right corner of the picture below) The PartnersSubgrantee Sign In is located at the top right of each page of the public site not just the home page

A single click on the PartnerSubgrantee Sign In link on SSAIrsquos website will take users automatically to the sign-in page to log-in to the partnersrsquo section Users who want to access the resources in the partners section must enter their user name and password This log-in page will also allow first-time users to request a user ID and password directly from the log-in page



SCSEP Mission and Purpose SCSEP fosters and promotes individual economic self-sufficiency through useful part-time opportunities in community service assignments for unemployed low-income people ages 55 and older with poor employment prospects with the aim of increasing the number of older people who may enjoy the benefits of unsubsidized employment in the public and private sectors

SSAI Strategic Vision Senior Service America Inc (SSAI) is one of 15 national sponsors of the Senior Community Service Employment Program (SCSEP) authorized under Title V of the Older Americans Act Amendments of 2006 SSAIrsquos SCSEP is funded by a grant from the US Department of Laborrsquos Employment and Training Administration and operates its SCSEP program exclusively through subgrants to 80 local organizations in 16 states Its subgrantees also known as SCSEP program sponsors include faith-based and community-based organizations community action agencies local area agencies on aging local workforce development agencies regional councils of government and community colleges

SSAIrsquos four-part strategic vision for SCSEP is to accomplish four goals

1 Implement demand-driven strategies to meet local job market and employer needs while maintaining SCSEPrsquos proven participant-centered approach to serving older job seekers with multiple barriers to employment

2 Increase engagement of SCSEP providers with the public workforce system Chambers of Commerce and networks of agencies serving the elderly at local and state levels

3 Incorporate more skill development into community service employment as a work-based training activity and complement it with other permissible training such as computer skills training on-the-job experience with private for-profit employers adult basic education and other types of training

4 Strengthen coordination and collaboration among all SCSEP providers especially between national and state SCSEP grantees

SSAI Service Delivery Approach SSAIrsquos prime value in working with our sponsors is to provide excellent service and support demonstrated by

bull Accurate and timely policy and program information bull On-Site support and assistance (ie unsubsidized placement and compliance) bull Strong positive working relationships

SSAI service delivery approach is through a multi-team model To access SCSEP support and services from any one of SSAIrsquos SCSEP teams please call 301-578-8989 or email scsephelpssa-iorg or open a case in SSAI Connect A Program Officer will assist you

The Compliance and Data Validation Team is SSAIrsquos team responsible for conducting annual program compliance monitoring and implementing the annual DOL process for evaluating the quality of subgranteersquos data collection



The Field Support Team is SSAIrsquos field-based training and support team specializing in technical assistance for meeting performance goals such as enrollment unsubsidized placement and Most-in-Need (MIN)

The Front End Support Team is SSAIrsquos centrally located training and support team designed to interact with subgrantee staff on program fiscal data and other SCSEP issues and to identify trends and training opportunities


Part 1 Page 1 of 1



A Project Sponsor Criteria B Sponsor Agreement


A Project Direction and Supervision B Project Sponsors as Host Agencies C Enrollment from Specific Jurisdictions Can Be Required D SSAI Performance Measures E Project Director Training and Executive Conferences F Other Project Sponsor Responsibilities


A Recommendation for Review B Sources of Community Needs Data

C High Growth Job Training Initiative

103 Community Service Assignments for Participants A Definition of Community Service Assignment B Considerations Before Making a Community Service Assignment C Limitations on Community Service Assignments D Volunteering at Assigned Host Agencies Prohibited E Limitations on Host Agencies Providing Services for Fees F Maintenance of Effort Requirements G Assignments in SCSEP Project Services H Community Service Opportunities Listed With Workforce Agency I Approved Break in Service or Leave of Absence

104 Host Agency Roles and Responsibilities

A Criteria for Host Agencies B Host Agency Safety and Other Monitoring C Documentation of Host Agency Safety and Other Monitoring Is Required D Host Agency Prohibited from Determining Eligibility or Terminating Participants E Host Agency Orientation and Annual Meetings F Project Sponsor Host Agency Agreement G Required Documents to Include in a Host Agency File


A Coordination with Other SSAI Subgrantees B Cooperative Relationships C Coordination with Workforce Innovation and Opportunity Act (WIOA) D Coordination with the State Senior Employment Services Coordination Plan

E Consultation with Area Agency on Aging

SSAI SCSEP Policy and Procedure Manual 100

April 2014 100 Page 1 of 1


A Project Sponsor Criteria SSAI operates the SCSEP Program exclusively through subgrants to more than 80 local organizations and agencies in 16 states Its subgrantees (also known as SCSEP project sponsors) include a cross section of local 501(c)(3) non-profit organizations and public agencies that have demonstrated effectiveness in some or all of the following areas

bull Participation in the public workforce system

bull Connections to the employer community

bull Demonstrated effectiveness operating training and employment programs for older workers including SCSEP

bull Participation in the aging community and access to low-income seniors

bull Willingness to make a long-term commitment and investment in SCSEP and

bull Integration in the local community and its social service networks

Currently SSAI project sponsors include

bull Community action agencies and other community-based organizations

bull Community colleges

bull Faith-based organizations

bull Independent Goodwills

bull Local area agencies on aging

bull Local government agencies

bull Local workforce development agencies funded by the Workforce Innovation and Opportunity Act

bull Rehabilitation organizations serving those with disabilities and

bull Regional councils of government

B Sponsor Agreement The Sponsor Agreement is the contract between SSAI and the project sponsor that states the terms and conditions under which the project will be operated It also includes provisions covering the appropriate administration and accountability of funds and compliance with Title V of the Older Americans Act (OAA) related federal regulations and the procedures outlined in this Manual (For more information see Part 9 Reporting and Data Collection Part 10 SSAI SCSEP Program Finance Procedures Part 11 Transportation Costs Auto Liability and Supportive Services and Part 12 SSAI Program Compliance Monitoring Fiscal Monitoring and Audit)


June 2015 101 Page 1 of 5


A Project Direction and Supervision Among their responsibilities project sponsors must recruit SCSEP-eligible individuals assist them in gaining the skills and confidence necessary to secure unsubsidized employment provide training especially community service employment for the number of participants specified in the sponsor agreement facilitate their unsubsidized employment and promote their retention in those jobs To accomplish this project sponsors must take the following steps

bull Employ a project director and other personnel necessary for the direction programmatic and financial administration and supervision of the SCSEP program (project sponsors must provide SSAI with a copy of the project directorrsquos reacutesumeacute at the time of appointment)

bull Recruit and select eligible participants for enrollment in SCSEP

bull Select host agencies

bull Promote linkages and partnerships with local employers and public workforce providers and

bull Comply with SCSEP policies procedures and related requirements such as using SSAIrsquos Webtools and forms to inform SSAI about performance measure data and other information necessary for the program

bull Make every effort to meet all performance goals outlined in their Sponsor Agreement using both the Payroll-by-Payroll Webtool and the Project Performance Plan Webtool (see section1005-B Webtool for Project Director to Monitor Wage and Fringe Benefit Expense and 1005-C Webtool for Monitoring Costs and Budget)

SSAI also may ask project sponsors to assist in the development of the State Plan and at times to represent the interests of SSAIrsquos SCSEP (for more information see section 106-D Coordination with the State Senior Employment Services Coordination Plan) SSAI requires each sponsor to have a project director who has overall project management for its SCSEP operations and who serves as the primary point of contact with SSAI In addition to achieving the performance and spending goals specified in their contract SSAI requires that any sponsor provide a part-time project director for every 30 modified authorized positions and a full-time project director for every 60 modified authorized positions If the project is required to serve more than 60 modified authorized positions staff patterns should evolve in conjunction with increases in modified authorized positions minimally for every increment of 30 modified authorized positions above 60 For example if a sponsor has 90 modified authorized positions a strong staffing pattern would be a full-time project director and a part-time project assistant or if a sponsor has 120 modified authorized positions the sponsor would have either a full-time project director and a full-time assistant or a full-time project director and two part-time assistants Use of participant staff should be considered in addition to or as additional help beyond the staffing requirements above The project must request authorization from SSAI in writing for staffing that is less than outlined above In reviewing a waiver request SSAI will consider the following factors including but not limited to whether or not the project is achieving its performance goals is on a Continuous Improvement Plan (CIP) has strong annual programmatic and fiscal reviews is timely in submitting required reports and has a credible staffing plan SSAI may request the removal of a project director for cause

101 SSAI SCSEP Policy and Procedure Manual

101 Page 2 of 5 June 2015

B Project Sponsors as Host Agencies Project sponsors may serve as host agencies and use participants to perform certain SCSEP project services such as conducting unsubsidized placement follow-up and filling out paperwork as part of their community service assignments Sponsors may also assign participants to other programs not related to SCSEP These assignments must assist participants gain the skills and competencies set forward in their Individual Employment Plans (for more information see section 301 Assessments Re-Assessments and Individual Employment Plan)

C Enrollment from Specific Jurisdictions Can Be Required Project sponsors serving more than one jurisdiction ndash for example more than one county or incorporated city ndash may be required to enroll specific numbers of participants from each county or incorporated city as appropriate to comply with SCSEPrsquos equitable distribution requirements as set by the Department of Labor Equitable distribution is based on the participantrsquos jurisdiction for example county or incorporated city of residence Project sponsors can find their equitable distribution allocations in Attachment 1 of their Sponsor Agreement

D SSAI Performance Measures SSAI requires project sponsors to meet all SCSEP performance measures mandated by the Older Americans Act and specified in their sponsor agreement The first six of the following eleven (11) performance measures are defined by the US Department of Labor (DOL) as ldquocore indicatorsrdquo which make them subject to goal setting by DOL The next three of the following performance measures are defined by the DOL as ldquoadditional indicatorsrdquo and they are not subject to goal setting and corrective action The final two performance measures are required by SSAI SSAI will determine which performance measures are subject to a continuous improvement plan (CIP) SSAI requires sponsors to meet all performance measures as specified in their Sponsor Agreement The six ldquocore indicatorsrdquo for performance are the following

bull Service Level (the number of eligible individuals served) ndash As outlined in the sponsor agreement SSAI requires each project sponsor to provide community service employment for a specified number of participants during the program year The service-level performance measure is defined as the number of participants the project sponsor has served during an entire program year from July 1 ndash June 30 divided by the sponsorrsquos number of modified authorized positions Modified authorized positions are adjustments in differences in minimum wage among states and areas (for more information about modified authorized positions see the definition of ldquoModified Authorized Positionsrdquo in the Glossary) SSAI specifies the annual service level goal in the Sponsor Agreement

bull Community Service Hours ndash An important purpose of SCSEP is the benefit provided to the

project sponsorrsquos local area through the work participants conduct at their community service assignments SSAI specifies the annual community service hours goal in the Sponsor Agreement and this goal is defined as the total number of community service hours worked by all participants (meaning the total number of SCSEP hours for which all participants were compensated minus any paid training hours) divided by the number of hours of community service funded by the grant the sponsor received Project sponsors report the data for the community service hours performance measure in SPARQ via the Community Services Hours function in the WDCS portion of SPARQ



bull Service to Most-in-Need (MIN) ndash SSAI requires to the extent feasible each project sponsor give priority enrollment to individuals with one or more of the following barriers to employment (see section 201-C for additional information)

1 First Priority Are veterans or qualified spouses of veterans regardless of age or any other MIN factor (see section 201-A Priority Must Be Given to Veterans) THEN

2 Have a disability 3 Live in a rural area 4 Have low employment prospects 5 Have failed to find employment through the American Job CenterOne-Stop Delivery

System 6 Are homeless or at risk of becoming homeless 7 Have limited English proficiency 8 Have low literacy skills 9 Have a severe disability

10 Are frail 11 Are age 75 or older 12 Are old enough for Social Security retirement but is not receiving it andor 13 Have severely limited employment prospects in an area of persistent unemployment

The first six characteristics listed (1-6) are assessed at the time of enrollment and may not be changed after enrollment is completed Unlike characteristics 1-6 you may update the bolded characteristics (numbered 7 through 13) at any point during the participantrsquos SCSEP participation In fact to secure full credit for the MIN performance measure subgrantees must re-validate the bolded MIN characteristics (numbered 7 through 13) once per program year SSAI currently requires its subgrantees to re-validate participant MIN characteristics each July (for more information see section 201-C ldquoMost-in-Need Individuals Are A Service Priorityrdquo) MIN characteristics should be captured on the SCSEP Participant Form and entered into SPARQ Measurement of service to those most in need is calculated by totaling the number of most-in-need characteristics (listed above) per participant for all participants served during a program year and dividing that total by the number of all participants served during the same program year (for more information see section 201 Enrollment Priorities) SSAI specifies the annual most-in-need goal in the Sponsor Agreement

bull Entry into Unsubsidized Employment ndash As outlined in the Sponsor Agreement SSAI requires each sponsor to meet or exceed the SCSEP performance indicator for the rate at which participants enter unsubsidized employment during the program year (meaning placing a participant in full- or part-time paid employment in the public or private sector for at least 1 hour in the first quarter after the quarter in which the participant exits) The entered employment rate is calculated as follows of those who are not employed at the date of participation the number of participants who are employed in the first quarter after the exit quarter divided by the number of adult participants who exit during the quarter Project sponsors must conduct required follow-ups and report the data for the Entered Employment performance measure on the SCSEP Unsubsidized Exit Form and in SPARQ SSAI specifies the annual entered employment goal in the Sponsor Agreement



bull Retention Rate In Unsubsidized Employment for Six Months ndash The retention rate is defined as of those who are employed in the first quarter after the exit quarter the number of participants who are employed in both the second and third quarters after the exit quarter divided by the number of adult participants who exit during the quarter Project sponsors must conduct required follow-ups and report the data for the retention performance measure on the SCSEP Unsubsidized Exit Form and in SPARQ SSAI specifies the annual retention goal in the Sponsor Agreement

bull Average earnings ndash The average earnings measure only looks at those individuals who are included in the retention measure and is defined as of those participants who are employed in the first second and third quarters after the exit quarter the total earnings in the second quarter plus the total earnings in the third quarter after exit divided by the number of participants who exit during the quarter Project sponsors must conduct required follow-ups and report the data for the average earnings performance measure on the SCSEP Unsubsidized Exit Form and in SPARQ SSAI specifies the annual average earnings goal in the Sponsor Agreement

The three ldquoadditional indicatorsrdquo of SCSEP performance as designated by Secretary of Labor are the

bull Satisfaction of Employers Participants and Host Agency Supervisors ndash This additional performance measure uses the American Customer Satisfaction Index to determine how satisfied employers participants and host agency supervisors are with SCSEP Under SSAIrsquos direction project sponsors will deliver the satisfaction surveys to selected employers (see section 900 E-3 for more information) The Department of Labor (DOL) will deliver the customer satisfaction surveys to selected participants and host agency supervisors Project directors must make participants and host agencies aware they may be surveyed by the DOL

bull Retention in Unsubsidized Employment for One Year ndash This additional performance indicator is defined as of those who are employed in the first quarter after the exit quarter the number of participants who are employed in the fourth quarter after the exit quarter divided by the number of participants who exit during the quarter Project sponsors must conduct required follow-ups report the data for this performance measure on the SCSEP Unsubsidized Exit Form and in SPARQ

bull Volunteer Work Indicator ndash This purpose of this additional indicator is to determine whether participation on SCSEP contributes to a participant volunteering This formula for this measure is of those participants not engaged in volunteer work at the time of entry into the SCSEP the number of such participants who perform volunteer work in the first quarter after the exit quarter divided by the number of such participants who exit during the quarter Project sponsors capture the data for this indicator on the SCSEP Participant Form SCSEP Community Service Form and the SCSEP Exit Forms and report the data in SPARQ

The final two (2) performance measures which are required by SSAI are the following

bull Unsubsidized placement ndash This goal is a percentage set annually by SSAI and is calculated by dividing the number of participants who exit into unsubsidized positions during a program year from July 1 to June 30 by the number of modified authorized positions of the project sponsor SSAI specifies the unsubsidized placement goal annually in the Sponsor Agreement

bull Spend 100 of Participant Wage and Fringe Benefits funding in the sponsorrsquos subgrant by the end of each program year



E Project Director Training and Executive Conferences

SSAI trains and provides technical assistance to its sponsors in several ways including but not limited to

bull A New Project Director Training conference

bull Onsite training and technical assistance to new and tenured project directors

bull Sponsor meetings by state to promote cooperation and mutual support among all SSAI subgrantees within a state share best practices and innovations to strengthen statewide performance and build coordination with state SCSEP directors

bull Additional training on specific topics via webinar Skype online or conference call and

bull Peer-to-peer training exchanges of ideas and onsite visits by project staff

F Other Project Sponsor Responsibilities

Other project sponsor responsibilities include but are not limited to

bull Conducting routine participant and host agency meetings

bull Orienting and assessing participants

bull Developing and updating individual employment plans

bull Providing participants appropriate training and supportive services

bull Ensuring the safe work environment of participants

bull Maintaining eligibility and financial records and accounts

bull Conducting a periodic review of community and employer needs to identify potential host agencies and developing a wide variety of community service opportunities (for more information see section 102 Review of Community Needs)

bull Developing community awareness and support for the project

bull Coordinating and collaborating with local public workforce providers (for example workforce investment boards American Job Centers community colleges etc)

bull Promoting SCSEP with area employers

bull Assisting in coordination efforts under the direction of SSAI or on behalf of SSAI to develop the State Senior Employment Services Coordination Plan which includes participating in the equitable distribution process

bull Collecting reporting and using SCSEP-related data and

bull Appointing and using the services of an advisory council if deemed necessary



102 Review of Community Needs A Recommendation for Review To ensure SCSEP is made available to the greatest number of eligible individuals it is helpful for project sponsors to conduct periodic reviews of community needs Such reviews help project sponsors to identify potential host agencies and develop a greater variety of community service assignments for participants

B Sources of Community Needs Data Project sponsors can review their State Senior Employment Services Coordination Plan to find community needs data The plan requires states to identify the community services that are most needed and the areas in which they are most in need (For more information see section 106-D Cooperation with the State Senior Employment Services Coordination Plan) Other sources of community needs data include the local Area Agency on Aging state and local social services departments planning agencies councils of governments and state and local employment security agencies United Way agencies American Red Cross chapters chambers of commerce private foundations faith-based organizations central labor councils Workforce Investment Boards (WIB) and institutions of higher education

C High-Growth Job Training Initiative The Presidentrsquos High-Growth Job Training Initiative emphasized placing participants into high-growth industries High-growth industries are those that are projected to add substantial numbers of new jobs to the economy or affect the growth of the other industries or are existing or emerging businesses being transformed by technology and innovation requiring new skill sets for workers The 14 high growth industries are the following and when participants exit SCSEP into an unsubsidized job project staff can note on the SCSEP Unsubsidized Employment Form whether the position obtained by the participant was in a high-growth field

1 Advanced manufacturing 2 Aerospace 3 Automotive 4 Biotechnology 5 Construction 6 Energy 7 Financial services 8 Geospatial technology 9 Health care

10 Homeland security 11 Hospitality 12 Information technology 13 Retail 14 Transportation



103 Community Service Assignments for Participants A Definition of Community Service Assignment The Department of Labor considers ldquocommunity service assignmentrdquo and ldquocommunity service employment assignmentrdquo to be the same in that they both represent part-time temporary job training through a work experience that is paid with grant funds at 501(c)(3) nonprofit or governmental organizations Community service assignments provide participants the opportunity to develop their skills and confidence to meet the goals outlined in their Individual Employment Plan (IEP) such as secure an unsubsidized position earn their GED andor contribute to the general welfare of a community Participants are assigned to specific community service assignments based on their initial assessment and individual employment plan as well as community needs Specifically community service assignments should lead to unsubsidized employment by (1) emphasizing community services assignments where the participant develops transferable skills in demand by local employers and (2) combining community service assignments with other permissible training (for example classroom training on-the-job training or on-the-job experience in the private for-profit sector) as funding permits especially for participants that need to overcome extraordinary barriers to unsubsidized employment and would benefit from additional training These assignments cover a broad spectrum of services from literacy and libraries to services targeted to the elderly to recreational services For a more complete list see the SCSEP Community Service Assignment Form 17 which is available in this manualrsquos Appendix II or on the partnersrsquo page of SSAIrsquos website at wwwseniorserviceamericaorg All community service assignments must be attached to a host agency that meets the criteria in section 104 Host Agency Roles and Responsibilities

B Considerations Before Making a Community Service Assignment Once a participant has been determined eligible in the program he or she must be given a specific community service assignment before he or she can be paid for assessment orientation or pre-assignment training Before placing a participant into a community service assignment the project director must

bull Decide where and in what capacity the participant is likely to gain new skills and self-confidence This decision should be based on information obtained during the initial interview and through completion of the SCSEP Participant Form Project directors also should take into account the participantrsquos preferences Individual Employment Plan employment goals skills any training he or she may have received and local host agency and other employer needs

bull Confer with each host agency supervisor to determine the specific assignment duties the skills to be attained the training and supervision to ensure the skills are attained the days and hours of community service any pre-assignment training if applicable as well as to develop a current written assignment description



bull Conduct a host agency safety consultation about the work environment and training responsibilities for each participant and document this consultation on the Host Agency Health and Safety Consultation Checklist available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg (For more information see section 300-B Receipt of Copy of Personnel Policy and Orientation Acknowledged)

bull Ensure that each host agency supervisor understands the policies procedures and goals of the sponsorrsquos project

bull To the greatest extent possible ensure that each participant is assigned to a host agency in or near

the community in which he or she resides Keep in mind that after a participant is enrolled ndash in other words after the individual has been found eligible has been given a community service assignment and is receiving a service ndash he or she must be paid wages for time spent in orientation training assessment or in receiving any other service This requirement applies even if the participant has yet to start his or her assigned community service assignment at the host agency (For more information see section 700 Hours of Community Service and Participant Wages)

C Limitations on Community Service Assignments

Participants must not be assigned to community service assignments that

bull Involve the construction operation or maintenance of any facility used or to be used as a place of sectarian religious instruction or worship including but not limited to assignments in classrooms lunchrooms offices and maintenance departments (Community service programs that operate in religious facilities are exempt provided their function does not involve religious instruction or worship)

bull Primarily benefit private profit-making organizations (For more information see section 401-C Types of Allowable Training)

bull Are entrepreneurial in nature and revenue generating (For example which consign crafts or other goods for public sale)

bull Directly or indirectly benefit any private or personal undertaking of any project sponsor or host agency staff member and

bull Involve a political party

In addition sponsors can rotate participants to different host agency assignments according to their Individual Employment Plans (For more information see section 800 Change of Community Service Assignment Policy) Finally assignments must not reduce employment opportunities or vacancies available to people not in SCSEP must not displace current employees or reduce their hours of non-overtime work wages or employment benefits must not impair existing contracts or result in federal funds being substituted for other funds to pay for work and must not employ participants to do the work of someone who has been laid off (For more information see section 103-F Maintenance of Effort Requirements)

D Volunteering at Assigned Host Agencies Prohibited Participants are prohibited from volunteering at the host agencies to which they are assigned



E Limitations on Host Agencies Providing Services for Fees Organizations that provide services and charge client or service fees may be eligible to serve as host agencies provided that those fees are used to underwrite the delivery of services to economically disadvantaged people and the value of the community service exceeds the fees For example participants may be assigned to commodity food distribution centers food banks home health care programs non-profit adult and child care programs sheltered workshops Goodwill Industries and Salvation Army Centers

F Maintenance of Effort Requirements Project directors should ensure that participants are assigned to community service assignments at host agencies that otherwise are not funded Community service assignments for participants should

bull Result in an increase in employment opportunities in addition to those which otherwise would be available

bull Not result in the displacement of currently employed workers including such partial displacement as reduction in hours of non-overtime work wages or employment benefits

bull Not impair any existing contract for service or result in the substitution of federal funds provided for the operation of the sponsorrsquos project for other funds in connection with work that otherwise would be performed

bull Not substitute any community service assignment funded by the project sponsor for any existing federally assisted job and

bull Not be in place of a position that is the same as or substantially the same as one that is occupied by any other person who is on layoff unless the layoff or reduction in force that led to the vacancy has existed for at least 24 months

If a sponsor discovers a violation of maintenance of effort it must immediately send a letter to the host agency executive director specifying the charge and providing an opportunity to respond If after investigation the subgrantee determines a violation has occurred it must reassign all participants and terminate the host agency contract With SSAI approval the sponsor can reinstate a host agency if sufficient corrective actions are taken

G Assignments in SCSEP Project Services Project directors are encouraged to assign participants to SCSEP project services however such assignments should be consistent with the participantrsquos unsubsidized employment objectives and Individual Employment Plan Participants assigned to such duties are subject to the provisions of the durational limit (For detailed information see section 203-D Durational Limit on Individualrsquos Program Participation and 700-B Limitations on Hours of Community Service) Some examples of project services are the following

bull Host agency monitoring bull Gathering information for eligibility and the SCSEP Participant Form bull Gathering information or conducting unsubsidized placement follow-up servicesactivities

for other participants bull Providing job development bull Serving as an employment coach for other participants bull Entering program data into SPARQ bull Serving as a recruiter for other participants and bull Providing general administrative assistance to the project director



H Community Service Opportunities Listed With Workforce Agency Project sponsors should list all community service opportunities with the Statersquos American Job Centers and all appropriate offices and must use the American Job Center delivery service in the recruitment and selection of eligible individuals

I Approved Break in Service or Leave of Absence Participants must always be assigned to a community service assignment An approved break of service is used when you intend to transfer the participant to another host agency and you have not yet identified the new host agency and the process takes more than three consecutive work days An approved break also applies to participants who do not earn wages for more than three consecutive days at their current community service assignment You only need to report an approved break of more than three consecutive days Several possible reasons for the approved break in service medical or family health personal leave of absence without pay and administrative (For more information see section 700-D Approved Break in Participation Leave Without Pay) All approved breaks in service approved leaves of absence of longer than three days must be entered into the participantrsquos record in SPARQ If a participant requests a leave of absence of more than three (3) consecutive work days permissible under your participant policies and procedures do not remove them from active participation simply leave them connected to their current assignment and record the fact in SPARQ to stop the participantrsquos 48-month durational limit clock



104 Host Agency Roles and Responsibilities A Criteria for Host Agencies Project directors are responsible for assigning each participant to an appropriate community service assignment in a host agency that will lead to unsubsidized employment A host agency must

bull Be a non-partisan non-profit or governmental organization Organizations eligible to act as host agencies are public agencies operated by non-profit agencies or units of government with certification under Section 501(c)(3) of the US Internal Revenue Code Prior to serving as a host agency organizations must submit their Federal Employer Identification Number (FEIN) and Section 501(c)(3) designations

bull Because Section 508 of the US Internal Revenue Service Code states that churches are tax-exempt and do not need to apply for 501(c)(3) status churches can be host agencies even if they do not have a 501(c)(3) IRS determination However project sponsors can only assign SCSEP participants to churches if the community service assignment does not involve any religious activities (see policy 103-C for Limitations on Community Service Assignments)

bull Allow participants to learn and use skills and competencies valued by local employers especially those in high-growth industries and help participants obtain unsubsidized employment

bull Provide adequate orientation instruction and training for the participantrsquos assignment along with a proper work environment

bull Provide suitable supervision to enable each participant to perform as a productive and effective worker and gain the skills outlined in the participantrsquos Individual Employment Plan (IEP) and training agreement

bull Establish assignments that support the goals of SCSEP as well as the participantrsquos goals established in the IEP The host agency also must be willing to work with the project director to develop the participantrsquos IEP and performance evaluation

B Host Agency Safety and Other Monitoring SCSEP project directors are responsible for obtaining reasonable assurances from the host agency that the participantsrsquo working conditions are safe and healthful which will be documented in the host agency agreement Participants must not be required or permitted to perform their community service assignments in buildings or surroundings or under conditions that are unsanitary or potentially hazardous to their health and safety

1 Monitoring Requirements

SCSEP project directors are to conduct one host agency safety and other monitoring per participant per community service assignment and thereafter on an annual basis if the participant stays in the same community service assignment The first host agency safety and other monitoring review must be completed on or after the assignment date (ie 43 ldquoDate of Eligibility Determinationrdquo on the SCSEP Participant Form) and be completed no later than 60 days after the participant started their community service The host agency safety and other monitoring should be tailored to the individual participant and should be given when the participant is being assigned Sponsors must record the date of each safety consultation with a participant on-site at his or her host agency and input this date into SPARQ on the SCSEP Community Service Assignment Form (question 16c)

104 SSAI Senior AIDES Program Policy and Procedure Manual


2 Content of Monitoring

At the host agency safety and other monitoring visit the project director should

1 Interview the participant to determine whether he or she

bull Is knowledgeable about the duties in the written community service assignment description and training plan

bull Is satisfied with the assignment and the level of supervision

bull Has suggestions for changes improvements or additional training

bull Has updates for the Individual Employment Plan

bull Understands the limit on the length of the assignment payroll procedures and required benefits and

bull Is making efforts to obtain unsubsidized employment

2 Interview the host agency supervisor to

bull Discuss the possibility of hiring the participant

bull Determine whether he or she has suggestions for changes in the community service assignment description including the possibility of placing the participant in an assignment with more responsibility or providing training that will make the participant more employable

bull Ensure that he or she understands the limit on the length of the participantrsquos current assignment and durational limit (for more information see section 700-B Limitations on Hours of Community Service Assignment and 203-D Durational Limit on Individualrsquos Program Participation)

bull Ensure compliance with maintenance of effort and other requirements as indicated in the agreement

bull Determine whether he or she is satisfied with the work being performed by the participant and progress in hisher training and

bull Determine whether the host agency has received a Customer Satisfaction Survey (for more information see section 900-E Customer Satisfaction Survey Process)

3 Review the assignment description and training plan to determine

bull That the participantrsquos duties are the same as those described in the assignment description

bull That the scheduled hours of community service as set forth in the assignment description and approved by the project sponsor are being followed

bull That the participant acquiring the skills and confidence outlined in the training plan and Individual Employment Plan and

4 Ensure that the host agency has proper controls to confirm that participants work the hours claimed on their time sheets including the signatures of both the host agency supervisor and participant



C Documentation of Host Agency Safety and Other Monitoring Is Required

Documentation of the host agency safety and other monitoring must be maintained at the local level and the date of the monitoring must be entered into SPARQ Project directors can use the SSAI Health and Safety Checklist Form as well as a sample Host Agency Monitoring Form found in this manualrsquos Appendix II to document Project directors must also report the date of consultation in SPARQ

D Host Agency Prohibited from Determining Eligibility or Terminating Participants Host agencies cannot be responsible for determining the eligibility of an applicant or a current participant except when the project sponsor is also the host agency Also host agencies cannot terminate a participant or sign a SCSEP Exit Form except when the project sponsor is the host agency (For more information see section 602-C Participants and Host Agencies Prohibited from Exiting Participants)

E Host Agency Orientation and Annual Meetings Project sponsors are required to hold mandatory orientation sessions and annual meetings for host agencies to outline the goals and objectives of SCSEP and the sponsoring organization At these meetings sponsors and host agencies will take the following steps

bull Review the host agencies responsibilities including maintenance of effort requirements

bull Discuss what jobs and skills are in demand by local employers that might be attainable by SCSEP participants

bull Discuss effective training and supervision methods

bull Identify computer-related and other training opportunities available at the host agency and

bull Review other related issues (for example assessments and Individual Employment Plans workplace safety)

These meetings also are a good opportunity for project sponsors to promote connections with public workforce providers and employers as well as make host agencies aware that they may receive a Customer Satisfaction Survey from the US Department of Labor (For more information see section 900-D Customer Satisfaction Survey Process)

F Project Sponsor Host Agency Agreement Each host agency must sign an agreement with the SSAI SCSEP project sponsor before any participants can be assigned to community service at the host agency The agreement must be for one project year or the appropriate portion thereof and must be renewed each project year Project sponsors must ensure that host agency agreements stipulate that participants may not engage in defined lobbying activities such as making phone calls sending letters to Congress or assisting others in those activities Sponsors must also monitor assignments to make sure that the restrictions are being enforced Project sponsors must maintain records of all current Project Sponsor Host Agency Agreements as well as all section 501(c)(3) designations and documentation of Federal Employer Identification Numbers to ensure that each participantrsquos community service assignment is covered by a current agreement



G Required Documents to Include in a Host Agency File Each host agency file must consist of at least the following documents

bull Current Project Sponsor Host Agency Agreement

bull 501(c)(3) determination letter from the IRS (for non-profit host agencies) and

bull Documentation of the Federal Employer Identification Number (typically found on the Current Project Sponsor Host Agency Agreement)

In addition the following documents if not filed in the appropriate participant file should be part of the host agency file

bull Completed copies of host agency-monitoring documentation

bull Completed host agency safety checklists (for each participant who has served in a community service assignment at that agency) and

bull Copies of each participantrsquos community service assignment description




A Coordination with Other SSAI Subgrantees Each SSAI sponsor must coordinate with other SSAI sponsors within its state The Department of Labor establishes state SCSEP performance goals and budgets on a state-by-state basis As a consequence SSAI manages its SCSEP program at the national state and individual subgrantee levels While SSAI contracts with each subgrantee individually it manages performance and budgets at multiple levels and will regularly convene state meetings (typically by conference call) to assure strong state performance SSAI tracks and shares with every subgrantee in a state both the statersquos and subgranteesrsquo performance (For more information see section 901-D)

B Cooperative Relationships Each SCSEP project sponsor must establish to the extent feasible cooperative relationships with other employment and training programs including those with activities conducted under the Workforce Innovation and Opportunity Act of 2014 (WIOA) American Job Centers and other public workforce providers and with agencies concerned with seniors Under direction from SSAI project sponsors may participate in the planning and development of the State Senior Employment Services Coordination Plan Project sponsors should form cooperative relationships with these objectives

bull Selecting community service employment occupational categories community service assignments and host agencies

bull Providing a variety of supportive services and training opportunities for participants

bull Providing a variety of services that respond to the total needs of the community

bull Providing job search information and other unsubsidized employment assistance and

bull Achieving equitable distribution of SCSEP positions in the state

C Coordination with Workforce Innovation and Opportunity Act (WIOA) SCSEP is a required partner under the Workforce Innovation and Opportunity Act (WIOA) therefore each SSAI project sponsor is also a WIOA partner under the terms outlined in the sponsor agreement To ensure this coordination project sponsors are required to

bull Enter into a MOU with the local Workforce Investment Board relating to the operation of the One-Stop system

bull Provide access to SCSEP activities either through at least one physical center in each local area the American Job CenterOne Stop Delivery system

bull Use a portion of funds available for the program and activities to maintain the one-stop system including infrastructure costs of the One-Stop and



bull Must participate in the operation of the American Job CenterOne-Stop System by

o Notifying the appropriate American Job CenterOne-Stop of the establishment or continuation of an SSAI project Project sponsors should establish a working relationship with WIOA to

Provide both eligible and ineligible individuals with access to other activities and programs carried out by the American Job CenterOne-Stop and other public workforce system partners

Receive referrals from the American Job Center Delivery system for potential SCSEP participants

List all current participants as active job applicants with the American Job Center delivery system or employment services

Increase training and unsubsidized placement opportunities for participants

List the number of modified authorized positions or potential SCSEP opportunities with the American Job Center delivery system

Share and use the SSAI project sponsor or WIOA participant assessments and Individual Employment Plans

Provide SSAI project sponsor publications and materials

Coordinate with other national and state SCSEP grantees when multiple grantees provide services in the local workforce investment area and

Assess such reportsrecords as unemployment insurance or case management notes to provide required follow-up services or data collection for participants placed into unsubsidized employment

A sample MOU is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

D Coordination with the State Senior Employment Services Coordination Plan The Older Americans Act (OAA) requires the governor of each state to be eligible for grant funding to submit to the US Department of Labor a state plan that describes the planning and implementation process of all SCSEP services In developing the state plan the governor or designee must obtain advice and recommendations from targeted organizations including each grantee operating a SCSEP project in the state The State Plan outlines a four year strategy and must include information on

bull Long-term strategy for achieving an equitable distribution of SCSEP positions within the State

bull Long-term strategy for avoiding disruptions to the program when new Census or other reliable data become available or when there is over-enrollment for any other reason

bull Long-term strategy for serving minority older individuals under SCSEP



bull Long-term projections for job growth in industries and occupations in the State that may provide employment opportunities for older workers and how those relate to the types of unsubsidized jobs for which SCSEP participants will be trained and the types of skill training to be provided

bull Long-term strategy for engaging employers to develop and promote opportunities for the placement of SCSEP participants in unsubsidized employment

bull Strategy for continuous improvement in the level of performance for entry into unsubsidized employment and to achieve at a minimum the levels specified in sect513(a)(2)(E)(ii) of the OAA

bull Planned actions to coordinate activities of SCSEP grantees with the activities being carried out in the State under Title I of WIOA including plans for using the WIOA American Job Center delivery system and its partners

bull Planned actions to coordinate activities of SCSEP grantees with the activities being carried out in the State under other titles of the OAA

bull Planned actions to coordinate the SCSEP with other public and private entities and programs that provide services to older Americans such as community and faith-based organizations transportation programs and programs for those with special needs or disabilities

bull Planned actions to coordinate the SCSEP with other labor market and job training initiatives and

bull Long-term strategy to improve SCSEP services including planned longer-term changes to the design of the program within the State and planned changes in the use of SCSEP grantees and program operators to better achieve the goals of the program this may include recommendations to the Department as appropriate

The state plan also must include the following information

bull The ratio of eligible individuals in each service area to the statersquos total eligible population

bull The relative distribution of SCSEP-eligible individuals residing in urban and rural areas who have the greatest economic need are minorities have limited English proficiency and have the greatest social need

bull The current and projected employment opportunities in the state by occupation and the types of skills possessed by eligible individuals

bull The localities and populations for which projects of the type authorized by Title V of the Older Americans Act (OAA) are most needed

bull Actions taken or planned to coordinate SCSEP activities with activities under Title I of Workforce Innovation and Opportunity Act (WIOA)

bull A description of the process used to obtain advice and recommendations on the State Plan and on steps to coordinate SCSEP services with activities funded under Title I of WIOA

bull A description of the statersquos procedures and time line for ensuring an open and inclusive planning process with public comment



bull A description of the steps taken to avoid disruptions to participants and

bull Any other information that the Department of Labor may require in State Plans

SSAI may ask project sponsors to assist in the development of this plan and at times to represent the interests of SSAIrsquos SCSEP The equitable distribution process ndash a process to arrive at the number of expected SCSEP positions in each jurisdiction typically counties or incorporated cities based on their demographics ndash is a portion of the planning process involved in the development of the State Plan SSAI is solely responsible for the allocation of enrollment positions Project sponsors must involve SSAI if they are contacted directly by another grantee such as another national grantee or a State Title V Coordinator regarding any proposals to change authorized positions

E Consultation with Area Agency on Aging To avoid duplication of services and to expand employment opportunities for participants each project sponsor should consult with the local Area Agency on Aging to consider the possibility of linking services provided by the project sponsor with programs sponsored by the Area Agency on Aging


Part 2 Page 1 of 1



A Recruitment of New Participants B Recruitment from Specific Jurisdictions Can Be Required C Employment Status of Participants


A Priority Must Be Given to Veterans B Enrollment Priorities Must Be Used C Most-in-Need Individuals Are Service Priority D Service to Minority Individuals


A When to Determine Eligibility B Ineligible Applicants C Right of Return D Re-Enrollment Is at Sponsorrsquos Discretion E Individual Durational Limit Notification Requirements F Transition Assessment and IEP Requirements for Participants Approaching their IDL Exit Date G Determining Eligibility SCSEP Participant Form H Source Documentation Requirements for SCSEP Participant Form I False Information as Cause for Termination J Program Participants May Not Sign as Interviewers


A SCSEP Eligibility Requirements B Project Sponsor Responsible for Documenting Eligibility C Employment Eligibility Verification Form (I-9) Required D Durational Limit on Individualrsquos Program Participation E Individual Durational Limit Notification Requirements F Transition Assessment and IEP Requirements for Participants Approaching their IDL G Felony Background Checks H Enrollment of More Than One Family Member Discouraged I Recertification of Eligibility Required J Income Limits for Eligibility


A Standards for Determining Number in Family and Countable Income B Definition of Family C Exception to Definition of Family D Method of Computing Income E Look-Back Period for Income Calculation F Income to Be Counted G Income Not to Be Counted H Income Worksheet I Participants Must Receive Payment J SCSEP Wages Excluded from Federal Housing or Food Stamp Eligibility Determination



200 Recruitment and Selection of Participants A Recruitment of New Participants In order to help the greatest number of eligible seniors project sponsors must make sure the maximum possible number of eligible people participates Sponsors may serve a larger number of participants than stipulated in their sponsor agreement To keep the amount of vacant positions low it is helpful for the project sponsor to keep a waiting list of eligible applicants Project sponsors must organize their waiting lists in accordance with the enrollment priorities found throughout section 201 Enrollment Priorities and enroll participants from the waiting list in conjunction with the priorities Sponsors must use the appropriate American Job Centerrsquos delivery system in recruiting and selecting individuals but sponsors may use other additional services as well In addition project sponsors should ensure their recruitment efforts are inclusive of potential participants of all backgrounds and give priority to certain individuals as required by law and regulation (see section 201 Enrollment Priorities) Eligible individuals who are willing to actively seek and secure unsubsidized employment are most suited for SCSEP

B Recruitment from Specific Jurisdictions Is Required Project sponsors serving more than one jurisdiction ndash for example more than one county or incorporated city ndash should recruit specific numbers from each county or incorporated city as appropriate to comply with SCSEPrsquos equitable distribution requirements as set by the US Department of Labor Equitable distribution is based on the participantrsquos jurisdiction for example county or incorporated city of residence Project sponsors can find their equitable distribution allocations in Attachment A of their Sponsor Agreement

C Employment Status of Participants Participants are not employees of the federal government or SSAI Participants are employees of the project sponsor for certain payroll purposes but because they are participants in a federal training program they should not be considered employees of the project sponsor for other purposes



201 Enrollment Priorities Sponsors must prioritize the eligible people they select for SCSEP participation by using three criteria (for more information see section 202 Determining Eligibility) The first criterion is for veterans and qualified spouses of veterans (see section 201-A Priority Must Be Given to Veterans) the second criterion is a set of nine characteristics (listed in section 201-B Enrollment Priorities Must Be Used) and the third criterion is for most-in-need individuals (see section 201-C Most-in-Need Individuals Are Service Priority)

A Priority Must Be Given to Veterans The first criterion requires that veterans or their qualified spouses be given FIRST priority of enrollment regardless of age In other words participants must be selected for SCSEP participation in the following order

bull First Veterans or qualified spouses regardless of age with one or more of the other enrollment priority characteristics found in section 201-B Enrollment Priorities Must Be Used

bull Second Veterans or qualified spouses without any of the other enrollment priorities found in section 201-B and

bull Third People who are not veterans or qualified spouses but who have one or more of the other enrollment priorities found in section 201-B

A veteran is defined as a person who served in the active military Navy or Air Force who was not dishonorably discharged or released Active service includes full-time duty in the National Guard or a Reserve component other than full-time duty for training purposes A qualified spouse of a veteran is defined as the spouse of a veteran who has a service-connected total disability died of a service-connected disability or has been listed for more than 90 days as missing in action captured in the line of duty by a hostile force or forcibly detained by a foreign power Following the ruling of the US Supreme Court that the Defense Against Marriage Act (DOMA) was unconstitutional it is now the policy of DOL and SSAI both (a) to recognize all marriages (including same-sex marriages) that are lawfully entered in the state of celebration and (b) to recognize same-sex marriage even if the marriage is not recognized in the state where the married individual resides as long as the marriage could have been entered into in a state In addition per DOL SSAI requires its sponsors to recognize the same-sex spouse of a veteran as a qualified spouse of a veteran if the individual fits the definition of a qualified spouse above

B Enrollment Priorities Must Be Used The second criterion requires that participants with the following eight characteristics be selected for participation ahead of people without any of the characteristics

1 First Priority Are veterans or qualified spouses of veterans regardless of age (see section 201-A Priority Must Be Given to Veterans) THEN

2 Are age 65 or older 3 Have a disability 4 Live in a rural area 5 Have low employment prospects 6 Have failed to find employment through the American Job CenterOne-Stop delivery system 7 Are homeless or at risk of becoming homeless and 8 Have limited English proficiency or have low literacy skills



These initial enrollment priority characteristics are determined during a participantrsquos initial interview and assessment during enrollment and may not be changed after enrollment They serve to measure whether we are enrolling based on priorities of service Only limited English proficiency and low literacy skills may be updated for MIN Re-validation (see section 201-C Most-in-Need Individuals Are Service Priority)

C Most-in-Need Individuals Are Service Priority Sponsors also must make sure they meet or exceed their goals for serving individuals who are most in need (MIN) The number of MIN individuals served is one of the core performance indicators that apply to SCSEP grantees (For more information see section 101-D SSAI Performance Measures) Individuals who qualify as most in need are those with any of 13 characteristics which include eight of the characteristics that give them priority for participation ndash with one exception they must be age 75 or older rather than age 65 or older The 13 characteristics that qualify an individual as most-in-need are the following

1 Are veterans or qualified spouses of veterans (see section 201-B Enrollment Priorities Must Be Used)

2 Have a disability 3 Live in a rural area 4 Have low employment prospects 5 Have failed to find employment through the American Job CenterOne-Stop delivery system 6 Are homeless or at risk of becoming homeless 7 Have limited English proficiency 8 Have low literacy skills 9 Have a severe disability

10 Are frail 11 Are age 75 or older 12 Be old enough for Social Security retirement but not receiving it andor 13 Have severely limited employment prospects in an area of persistent unemployment

See the Data Validation Checklist in the Appendix II for the documentation required to validate or re-validate MIN characteristics The first six characteristics which are assessed at time of enrollment are only used to measure MIN at enrollment and may not be changed after enrollment is completed Unlike the first six characteristics you may update the boldfaced characteristics (numbered 7 through 13 above) at any point when the participantrsquos conditions change after enrollment and you become aware of them In order to secure full credit for MIN performance annually subgrantees must re-validate the boldfaced characteristics above numbered 7 through 13 once per program year SSAI requires project sponsors to re-validate MIN characteristics every July and project sponsors should use SSAIrsquos MIN Update Form SSAI uses the following four methods to target MIN individuals

bull Encourages recruitment through intermediary organizations such as health clinics and other health-care providers transportation and other service providers to the elderly homeless shelters veteransrsquo organizations and VA offices food banks and ex-offender programs

bull Uses US Census data research to provide local zip codes with high concentrations of MIN SCSEP-eligible individuals



bull Provides tools for subgrantees to better serve limited-English individuals such as its 2006 guide Engaging Immigrant Seniors in Community Service and Employment Programs and

bull Encourages direct outreach through such techniques as door-to-door canvassing group presentations at churches and senior centers and placing flyers in neighborhood stores

D Service to Minority Individuals The Older Americans Act (OAA) and the US Department of Labor (DOL) require SSAI to report on the levels of participation and performance outcomes of minority individuals served by the SCSEP such as Blacks Hispanics Asians Native Americans and other minorities As a result of this OAA requirement the DOL has set annual goals for SSAI to achieve with regards to services to minorities Therefore SSAI requires sponsors to be meet the enrollment goals by enrolling minority individuals in conjunction with the enrollment priorities found throughout section 201 Enrollment Priorities (For more information see section 900-D Review of Reports)


February 2014 202 Page 1 of 4

202 Determining Eligibility A When to Determine Eligibility Initial eligibility is determined at the time an individual applies to participate in the SCSEP Participantsrsquo continued eligibility must be verified at least once every 12 months SSAI will inform sponsors each year of the month in which they must verify participantsrsquo continued eligibility Eligibility also may be verified as circumstances require including when enrollment is delayed (For more information see section 601 Recertification of Eligibility) Eligibility criteria are defined and explained in section 203 SCSEP Eligibility Requirements B Ineligible Applicants Individuals who otherwise meet all eligibility criteria ndash see section 203 SCSEP Eligibility Requirements ndash are not eligible for enrollment if they have any of the following characteristics

bull Younger than age 55

bull Have total includable family income greater than 125 of the Federal Poverty Limit (see section 204 Computing Income for Eligibility)

bull Are actively employed

bull Have been in the SCSEP program for more than 48 months The four-year time limit is cumulative

and includes any participation with any other SCSEP providers and

bull Are ldquojob readyrdquo (applicants who do not need more education or training to perform work that is available in his or her labor market)

Individuals are considered to be employed on the date of participation if they meet any of the following conditions

bull They did any work as a paid employee on the day of enrollment or participation unless they received a termination notice or the employer has issued a Worker Adjustment and Retraining Notification (WARN) or other notice that the facility or enterprise will close or if they are on active military duty and have received a firm date of separation from military service

bull They did any work at all in their own business profession or farm bull They worked 15 hours or more unpaid in an enterprise operated by a family member bull They were not working but had a job or business from which they temporarily were absent

because of illness bad weather vacation labor-management dispute or personal reasons whether or not paid by the employer for time off and whether or not seeking another job

Individuals are not considered employed at the date of participation if they are receiving stipends for work in Senior Corps programs under the Corporation for National and Community Service Foster Grandparent Program the Senior Companion Program the Senior Demonstration Programs and the Retired and Senior Volunteer Program


202 Page 2 of 4 February 2014

A ldquojob readyrdquo individual is defined as a person who does not need more education or training to perform work that is available in his or her labor market For example individuals who require no more than job club or job search assistance to be employed are job ready People who fit this definition include individuals who have the following characteristics

bull Are employed even if part-time

bull Were recently unemployed but have a skill set to fill jobs available in their area or

bull Have received sufficient training from SCSEP or some other employment and training program to be able to perform work that is available in the labor market

An unemployed person is an individual who is without a job and who wants and is available for work The unemployed rule does not apply to casual non-recurring labor for which a participant may be compensated For example if a participant occasionally shovels a neighborrsquos sidewalk or occasionally baby-sits for a friendrsquos child and receives payment that would not constitute disqualifying employment unless the participant were regularly engaged in the business of snow removal or providing child care If the project sponsor determines an applicant is job ready or ineligible for participation in SCSEP for other reasons the project sponsor must refer the individual to services in the American Job Center or other partners

C Right of Return The Right of Return is limited to those participants who exit SCSEP due to an unsubsidized employment If the participant fails the placement meaning they did not stay employed for 30 days within the first 90 after exiting the participant may return to the program within 90 days of exiting Only participants who have failed placements for the following reasons can exercise the right to return

bull Have received layoff notice from the employer

bull Have poor skills match that can be documented

bull Resigned for health or medical reasons or

bull Resigned for family health or medical reasons Right of Return is not applicable if the former participant simply quits his or her job Such participants may return to the program without being subject to the enrollment paperwork or enrollment priorities (see section 201 Enrollment Priorities) Right of Return functions as if the participant never exited SCSEP Therefore a participant who exercises Right of Return only counts once towards your service-level goal If the sponsorrsquos budget cannot sustain the individual returning immediately the individual should be given the next available assignment or opportunity Participants who practice a Right of Return are not to be waitlisted NOTE Participants who are exercising the Right of Return minus following a failed unsubsidized placement are not allowed to return to the previously held community service assignment You must create a new community service assignment even if you assign the participant to the previous host agency



Use field 27 of the SCSEP Unsubsidized Employment Form to record whether a participant who worked less than 30 days is electing to return to the program You delete the exit reason (field 5) and the exit date (field 7) from the SCSEP Unsubsidized Employment Form and you must delete the ldquoyesrdquo in field 28 if you have already recorded entered employment You also fill out a new SCSEP Community Service Assignment Form to document the host agency assignment Use the comment field on the Unsubsidized Exit Form to explain what you have done The participant will not be included in the outcome measures until the participant again exits the program

D Re-Enrollment Is at Sponsorrsquos Discretion A SCSEP Participant Form is required for each new enrollment (see 202-A When to Determine Eligibility) Re-enrollment is at the discretion of the sponsor Former participants do not have an automatic right to re-enroll Sponsors should consider the circumstances of the participants prior to exit from SCSEP for example whether the participants were terminated for cause or whether they are now job-ready (see section 202-B Ineligible Applicants) Former participants who are determined to be job-ready should be referred to the American Job Center and are not eligible for re-enrollment If re-enrollment occurs within the first 90 days after exit complete Question 27a on the SCSEP Unsubsidized Employment Form then complete a new SCSEP Community Service Assignment Form then update in SPARQ

E Determining Eligibility SCSEP Participant Form The SCSEP Participant Form documents each applicantrsquos eligibility and provides information on the applicantrsquos age income place of residence and current status of employment Project sponsors must properly determine an applicantrsquos eligibility by accurately recording the applicantrsquos personal information on the SCSEP Participant Form and reviewing all supporting documents provided To ensure all applicants have an understanding of the eligibility requirements the interviewer should explain the meaning of words or terms on the SCSEP Participant Form that are unclear The interviewer also should make sure the applicant understands that upon signing the SCSEP Participant Form he or she is affirming that all the information provided on the form is true minus and if any of the material information is found to be false after enrollment he or she may be terminated The project sponsor must enter the completed forms in SPARQ within 5 calendar days and keep a copy of the form and all supporting documentation on file The SCSEP Participant Form contains personal information and should be filed and be kept confidential The SCSEP Participant Form is available in this manualrsquos Appendix II and on the partnersrsquo page of the SSAIrsquos website at httpseniorserviceamericaorg

F Source Documentation Requirements for SCSEP Participant Form

SSAI has developed the following forms to assist projects in meeting the data validation requirements related to participant enrollment as set forth by the US Department of Labor

bull SCSEP Family Size Form ndash to document the size of the family for income calculation purposes

bull SampleBlank Income Worksheet ndash to document the math used to calculate the includable income amounts from each family member and income methodology used to determine income eligibility (for more information see section 204-G Income Worksheet)



bull SCSEP Self-Attestation Forms ndash to document a participantrsquos self-attest to homeless at-risk of homelessness failed to find employment after being enrolled in WIOA Title I Services limited English proficiency low literacy low employment prospects Veterans status (if discharged prior to 1950) unemployed at time of enrollment and zero income (with explanation of how the participant supported themselves) and

bull SCSEP Case Management Note Form ndash to document the following status and information about a participant homeless at risk of homelessness number in family (for both initial eligibility or recertification) unemployed at time of enrollment failed to find employment after being enrolled in Workforce Innovation and Opportunity Act Title I Services limited English proficiency low literacy low employment prospects or approved break in service

Completed copies of these forms or other appropriate data validation source documentation (must be kept in the participantrsquos file These forms including the SSAI Data Validation List can be found in Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

G False Information as Cause for Termination If a project sponsor discovers that a participant knowingly gave false information and was improperly determined to be eligible as a result of this false information the project sponsor must immediately give written notice to the participant The written notice must include

bull An explanation of the reasons for termination

bull Notice that the participant is on administrative leave without pay for 30 days

bull Their exit date 30 calendar days from the date of the written notice and

bull Information on the participantrsquos right to appeal the termination including the appropriate timeframes and names of the individual to whom the appeal should be made

Such participants may not be terminated until 30 calendar days after they receive the written notice The project sponsor does not have to refer such participants to other sources of assistance or to the American Job CenterOne-Stop delivery system There are numerous other causes for termination For more information see section 603 Termination A sample Termination Letter is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

H Program Participants May Not Sign as Interviewers Participants assigned to SCSEP project services may assist the project director in interviewing and gathering information on other potential participants However the project director or a paid staff member (ie not a participant) must verify eligibility and sign the SCSEP Participant Form The SCSEP Participant Form is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg



203 SCSEP Eligibility Requirements A SCSEP Eligibility Requirements Age income place of residence employment status and duration on SCSEP are the criteria used to determine whether a person is eligible for SCSEP The criteria for age income and employment must be met by all applicants and those being recertified for continued participation However place of residence applies at enrollment but not at recertification The definitions of the five eligibility criteria are the following

1 Age ndash An individual must be 55 years of age or older on the date eligibility is determined There is no upper age limit for participation in SCSEP

2 Income ndash Individual (or family) income must not exceed 125 percent of the federal poverty level

(A person with a disability may be treated as a family of one for the income calculation) The income limits prepared annually by the US Department of Health and Human Services can be found in Table A in section I of this Manual In addition section 204 explains how to compute income

3 Place of Residence ndash Place of residence means an individualrsquos permanent dwelling place To be

eligible for enrollment an individual must reside in the county in which the project sponsor is authorized to operate an SSAI SCSEP There is no requirement pertaining to the length of residence prior to enrollment

4 Employment Status ndash Individuals must be unemployed or employed with notice of pending

termination

5 Durational Limit ndash as of July 1 2011 individuals must not have exceeded their 48 month4 year lifetime cap on SCSEP participation prior to enrollment The four-year time limit is cumulative and includes any participation with any other SCSEP providers

If a participant exits the program and wants to re-enroll he or she must be eligible and re-enrollment is discretionary (see section 202-D Re-Enrollment Is at Sponsorrsquos Discretion) Certain people must be given priority for participating in the SCSEP program ndash for example veterans or qualified spouses of veterans must be given FIRST priority For more information see section 201 Enrollment Priorities

B Project Sponsor Responsible for Documenting Eligibility Project sponsors are responsible for documenting eligibility and performance information and for recording that information on the SCSEP Participant Form Acceptable sources of information must be used to document eligibility For examples of acceptable sources see ldquoSSAIrsquos Data Validation Handbookrdquo on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg If the applicant or participant would like to qualify as a family of one because of his or her disability the disability must be documented For information on acceptable types of source documentation for disability see ldquoSSAIrsquos Data Validation Handbookrdquo



Project sponsors must retain original signed forms eligibility documents and income worksheets in the sponsor files The SSAI SCSEP Participant Form is available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

C Employment Eligibility Verification Form (I-9) Required US citizenship is not a requirement for eligibility however the Immigration and Naturalization Service requires an Employment Eligibility Verification Form (I-9) for every person hired after November 6 1986

D Durational Limit on Individualrsquos Program Participation As a result of the 2006 Amendments to the Older Americans Act SCSEP now has a maximum time period a participant may spend in the program The maximum time period on SCSEP otherwise known as the SCSEP Individual Durational Limit is a total of 48 months or 4 years for any participant enrolled in the program on or after July 1 2007 (The first date on which a participant could be exited by this new rule was July 1 2011)

E Individual Durational Limit Notification Requirements

SCSEP Project Directors must notify all participants of the 48-month durational limit during initial orientation SSAI requires project directors to send letters to participants approaching their four-year time limit 12 months before exit and again at 90 days before exit and again 30 days before exit An example of the 12 months 90-day and 30-day durational limit exit notice letters are available at the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

F Transition Assessment and IEP Requirements for Participants Approaching their IDL

SSAI also requires project directors to develop and update Transition Assessments and IEPs for participants approaching their individual durational limit and provide transitional services minimally at the following intervals

bull Twelve months before the participantrsquos individual durational limit exit date Project Director need to develop a Transition Assessment and IEP for the participant with a goal of self-sufficiency after termination from SCSEP and begin providing transitional services Self-sufficiency goals can include unsubsidized employment financial literacy training andor supportive services or volunteer work for the participant when they are no longer served by SCSEP (for more information see section 301-F Assessments Needed for Transition Assessment and IEP and section 301-G Transition Assessment and IEP)

bull Update the Transition Assessment and IEP 90 days before the participantrsquos individual durational limit exit date and continue to provide transitional services and

bull Update the Transition Assessment and IEP 30 days before the participantrsquos individual durational limit exit date and continue to provide transitional services

bull Participants must be exited on the date they reach their four years48 months (see 603-F Termination for Reaching Durational Limit)



G Felony Background Checks Background checks cannot be used as a basis for denying SCSEP eligibility Thus SSAI does not require sponsors to conduct felony background checks of participants but does require sponsors to obey local laws and its own and host agenciesrsquo policies SSAI will monitor its subgrantees to ensure consistent application If a subgrantee conducts felony background checks all information collected will be maintained in a secure and confidential manner

H Enrollment of More Than One Family Member Discouraged Project sponsors are strongly discouraged from enrolling more than one family member in their SSAI SCSEP

I Recertification of Eligibility Required Project sponsors are required to certify each participantrsquos eligibility once every 12 months Project sponsors also may verify eligibility as circumstances require (For more information see section 601 Recertification of Eligibility)

J Income Limits for Eligibility Table A contains the income limits for participant eligibility it reflects 125 percent of the poverty levels established annually by the US Department of Health and Human Services Project sponsors cannot enroll anyone into SCSEP whose countable income exceeds the limits in this table (For information on calculating countable income and number of people in a family see section 204 Computing Income for eligibility)



Table B reflects poverty limits used to determine whether an individual or family is at or below the poverty level for the District of Columbia and all states except Alaska and Hawaii as recorded on the SCSEP Participant Form which is available in this manualrsquos Appendix II or on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

TABLE A SCSEP Income Eligibility

125 Percent of Poverty

TABLE B Poverty Levels


Number in Family

Annual Income Limits

Number in Family


1 $15950 1 $12760

2 $21550 2 $17240

3 $27150 3 $21720

4 $32750 4 $26200

5 $38350 5 $30680

6 $43950 6 $35160

7 $49550 7 $39640

8 $55150 8 $44120

For families of more than eight add $5600

for each additional member



Source Office for the Assistant Secretary for Planning and Evaluation US Dept of Health amp Human Services These limits are retroactive to January 152020



204 Computing Income for Eligibility A Standards for Determining Number in Family and Countable Income The definitions methods of calculation and types of income to be counted set forth in this Policy must be used to determine eligibility for enrollment or recertification in an SSAI project (To compare calculated income with the income limit for an appropriately sized family see section 203-I Income Limits for Eligibility)

B Definition of Family For the purpose of determining income level for eligibility in SCSEP family is when members live in the same household and is defined as

bull A husband wife and dependent children who reside together or bull A parent or guardian and dependent children who reside together or bull A husband and wife who reside together

Following the ruling of the US Supreme Court that the Defense Against Marriage Act (DOMA) was unconstitutional it is now the policy of DOL and SSAI both (a) to recognize all marriages (including same-sex marriages) that are lawfully entered in the state of celebration and (b) to recognize same-sex marriage even if the marriage is not recognized in the state where the married individual resides as long as the marriage could have been entered into in a state In addition per DOL SSAI requires its sponsors to recognize same-sex spouses within the definition of ldquofamilyrdquo above for income calculationeligibility purposes For adult children (age 18 or older) who may be living with their parents you would only include the adult child as part of the applicantrsquos family size if either (a) the child is claiming the parent(s) on his tax return as a dependent or (b) if the parent is claiming the child on their taxes as a dependent You need to ask for the tax returns of both the applicant and the adult child in order to know A person with a disability may be treated as a ldquofamily of onerdquo for income eligibility determination purposes but only if the applicant provides the required source documentation to validate their disability status (Also see section 203-B Project Sponsor Responsible for Documenting Eligibility and see section 202-F SCSEP Family Size Form)

C Exception to Definition of Family If the applicant is claimed as a dependent on the federal income tax return of another family member with whom they reside then the family is defined as a group of two or more people related by birth marriage or adoption and residing together all such people (including related sub-family members) are considered as members of one family Family is defined in section 204-B Definition of Family There are several definitions of sub-family

bull Sub-family A sub-family is a married couple with or without children or one parent with one or more of their own never-married children less than 18 years old A sub-family does not maintain its own household but lives in the home of someone else



bull Related sub-family A related sub-family is a married couple with or without children or one parent with one or more of their never-married children less than 18 years old living in a household and related to but not including the person or couple who maintains the household One example of a related sub-family is a young married couple sharing the home of the husbandrsquos or wifersquos parents

bull Unrelated sub-family An unrelated sub-family (formerly called a secondary family) is a married

couple with or without children or a single parent with one or more of their own never-married children under 18 years old living in a household Unrelated sub-family members are not related to the householder An unrelated sub-family may include such people as guests partners roommates or resident employees and their spouse andor children An unrelated sub-family is NOT included in the determination of income eligibility for SCSEP

A person with a disability may be treated as a ldquofamily of onerdquo

D Method of Computing Income Annual family income and the income for a single individual must be computed by one of two methods The method which is more beneficial to the applicant is to be used Income that is to be counted is described in section 204-E Income to Be Counted and section 204-F Income Not to Be Counted lists income that must not be counted The two methods of computing countable family income are the following

1 Income Computation Method One Compute the actual countable income for the 12 months preceding the date of application

2 Income Computation Method Two Compute the actual countable income for six months preceding the date of application and then multiply by two (or annualize)

For example if an individual in a family of two people applies on July 1 with countable income of $25000 for the preceding 12 months ndash but only $4000 of that $25000 was countable in the six-month period before he or she applied ndash the individual would have an income of $25000 using Method One but only $8000 using Method Two (the $4000 counted for the six months preceding the date of application multiplied by 2) In this example Method Two should be used because it is more beneficial to the participant (because the SCSEP annual income limit for a family of two people is $19388 so the individual would not be income eligible if Method One were used)

E Look-Back Period for Income Calculation The look-back period for income eligibility ends on the date of applicationrecertification This means that project staff looks back 6 or 12 months from the calendar date of participantrsquos application recertification to determine the amount of income received For example if project staff uses the 6 month income computation approach to recertify a participant on March 20 staff must include all income received from September 21 of the prior calendar year to March 20 of the current calendar year If project staff uses the 12 month income computation approach project staff must include all income received on March 21 from the prior calendar year to March 20 of the current calendar year



F Income to Be Counted (for the ApplicantParticipant and Includable Family Members)

The following types of income must be counted when determining eligibility

1 Wages and Salary total money earnings received for work performed as an employee during the year (includes wages salary armed forces pay commissions tips piece-rate payments and cash bonuses all before deductions for such items as income tax bonds pensions health insurance FICA union dues etc) and gross wages received by each member of the family who is counted in the family

2 Self-Employment Income Count the net money income (gross receipts minus operating expenses) from a business firm farm rent or other enterprise in which a person is engaged

3 Social Security For all applicants and persons counted in the family count 75 percent of the gross Social Security (reduce the gross amount by 25 percent)

4 Survivorsrsquo Benefits Count payments participants or applicants receive from survivorsrsquo or widowsrsquo pensions estates trusts annuities or any other type of survivorsrsquo benefits including private companies or unions federal government (civil service) military state or local governments railroad retirement workersrsquo compensation Black Lung payments estates and trusts annuities or paid-up insurance policies and other survivorsrsquo payments If the applicant participant receives a Social Security Survivorrsquos Benefit you should treat this income like you do Social Security Retirement Income (see 204 F 3 above) and include only 75 of the gross Social Security Survivorrsquos Benefit

5 Pension or Retirement Income Count payments that participants or applicants receive from private companies or unions federal government (civil service) military state or local governments railroad retirement annuities or paid-up insurance policies individual retirement accounts (IRAs) Keogh or 401(k) payments or other retirement income If a participant makes an early withdrawal and pays a penalty then this is not retirement income because the participant is not yet qualified to receive the pension payment In this case the funds are treated like withdrawals from a savings account which is excluded income (see 204G 15)

6 Interest Income Count payments participants or applicants receive (or have credited to accounts) from bonds Treasury notes IRAs certificates of deposit interest-bearing savings and checking accounts and all other investments that pay interest

7 Dividends Count income that participants or applicants receive from stock holdings and mutual fund shares Do not count capital gains from the sale of stock holdings as income

8 Rents Royalties Estates and Trusts Count net income participants and applicants receive from the rental of a house store or other property receipts from boarders or lodgers net royalty income and periodic payments from estate or trust funds

9 Educational Assistance Count Pell grants other governmental educational assistance any scholarships or grants or financial assistance participants and applicants receive from employers friends or relatives not residing in the participantrsquos or applicantrsquos household Educational assistance refers to scholarships and grants as well as cash assistance provided directly to the applicant by friends or relative outside the applicantrsquos household All loansmoney borrowed is excluded income (see 204 G-15 below) as is all educational assistance to veterans (see 204 G-5 below)



10 Alimony Count all periodic payments participants and applicants receive from ex-spouses Alimony excludes one-time property settlements

11 Financial Assistance from Outside the Household Count periodic payments participants and applicants receive from non-household members This type of assistance does not include gifts or sporadic assistance

12 Other Income Count all other payments participants and applicants receive regularly Some examples are state programs such as military family allotments and income received from foreign government pensions

G Income Not to Be Counted (for ApplicantParticipant and Includable Family Members)

The following types of income goods or services cannot be counted in determining eligibility

1 Supplemental Security Income (SSI) Do not count federal state and local welfare agency payments to low-income people who are 65 years old and older or people of any age who are blind or have a disability

2 Social Security Disability Insurance (SSDI) Do not count

3 Unemployment Compensation Do not count payments a participant or applicant receives from government unemployment agencies or private companies during periods of unemployment and any strike benefits received from union funds

4 Social Security Do not count 25 of the gross Social Security received by the applicant andor persons counted as part of the family

5 Veteransrsquo Payments Do not count payments from the Department of Veterans Affairs for education and on-the-job training and means-tested assistance

6 Public Assistance or Welfare Payments Do not count such cash public assistance payments as Aid to Families with Dependent Children (AFDC) Temporary Assistance to Needy Families (TANF) general assistance and emergency assistance received by or on behalf of the individual whose eligibility is being determined

7 Disability Benefits With the exception of disability survivorsrsquo benefits do not count payments participants or applicants receive as a result of a health problem or disability Do not count payments received from the following sources

bull Workersrsquo compensation bull Private companies or unions bull Federal government (civil service) bull Military bull State or local governments bull Railroad retirement bull Accident or disability insurance bull Black lung payments bull State temporary sickness or bull All disability payments including SSDI



8 Income from Title V wages such as from SCSEP or other Employment and Training Programs

9 Child Support Do not count child support payments or any other payments (ie Foster Care) that benefit the child including payments made by the government for the care of children such as Foster Care or adoption grandparentrsquos subsidies

10 Workersrsquo Compensation Do not count payments participants or applicants receive periodically from public or private insurance companies for injuries received at work Count if payments are survivorsrsquo benefits

11 Certain Payments to Native Americans Do not count the first $2000 of certain per capita fund distributions made to Native Americans pursuant to the Indian Claims Act PL 93-134 and PL 97-458 Section 4

12 Payment to Certain Volunteers Do not count payments or stipends to volunteers under the National Community Service Trust Act of 1993 or similar legislation including payments to VISTA volunteers Senior Companions and Foster Grandparents (programs funded by the Senior Companions of the Corporation for National Community Service)

13 Sale of Property Do not count capital gains people receive (or losses they incur) from the sale of property including stocks bonds a house or a car (unless the person is engaged in the business of selling such property in which case count the net proceeds as income from self-employment)

14 Reverse mortgage payments Do not count reverse mortgage payments that people receive they are considered as similar to capital gains and thus are excluded for SCSEP eligibility purposes

15 Other Income Do not count withdrawals from bank accounts money borrowed or tax refunds Do not count lottery winnings that are collected in one lump sum

16 Inheritances and Insurance Payments Do not count lump-sum inheritances and insurance payments from accident health disability life or casualty insurance policies

17 Disaster Unemployment Assistance Do not count Disaster Unemployment Assistance received as a part of a National Emergency Grant

H Income Worksheet Sponsors must use and retain a completed copy of an Income Worksheet for calculation of each participantrsquos income eligibility whether at initial enrollment recertification or re-enrollment and data validation or source documents reviewed for each calculation in each participantrsquos file The SSAI Income Worksheet is available in this manualrsquos Appendix II or on the partnersrsquo page of the SSAIrsquos website at httpseniorserviceamericaorg

I Participants Must Receive Payment Participants are considered fully enrolled when they have been assigned a community service assignment and have either (a) attended at least one hour of orientation or (b) provided at least one hour of community service work Once an applicant has been deemed eligible and assigned to a host agency the sponsor must pay wages for time spent in orientation training assessment or in receiving any other service This requirement applies even if the participant has yet to start his or her community service assignment at the host agency



J SCSEP Wages Excluded from Federal Housing or Food Stamp Eligibility Determination

Participants in SCSEP may not have funds they receive from the program considered as income when being considered for participation in housing or food programs under the Food Stamp Act of 1977


Part 3 Page 1 of 1

Part 3 Orientation Assessment and Individual Employment Plan Assignment Description Performance Evaluation and Change of a Community Service Assignment

300 Orientation of New Participants

A Requirements for New Participant Orientation B Receipt of Orientation and Copy of Personnel Policy Acknowledged C Reorientation


A Purpose of Initial Assessment and Individual Employment Plan (IEP) B Initial Assessment C Individual Employment Plan (IEP) D Re-AssessmentIEP Updates E Initial Assessment IEP and ReassessmentIEP Update Protocol F Assessments Needed for Transition Assessment and IEP G Transition Assessment and IEP H Project Director Responsible for Initial Assessment Re-Assessment IEP and

Transition Assessment and IEP 302 Community Service Assignment Description

A Written Assignment Description Required B Contents of the Community Service Assignment


A Annual Performance Evaluation Recommended B Procedure for Performance Evaluation C Participant Performance Evaluation Form



300 Orientation of New Participants A Requirements for New Participant Orientation The project director is responsible for providing a complete orientation for each participant once a host agency assignment is made and if possible before the first day of community service at a host agency Orientation must be completed within 60 days of the assignment date Participants should be paid the applicable minimum wage for hours of orientation Participant orientation must provide at least the following information

bull SCSEP goals and objectives of the SSAI project sponsor and of the sponsor organization (for more information see section 101-D SSAI Performance Measures)

bull Availability of supportive services and a free or low-cost physical examination (for more information see section 701 Physical Examinations for Participants)

bull Training opportunities (for more information see Part 4 Training)

bull Participantrsquos rights and responsibilities

bull Participant meetings (for more information see section 400 Participant Meetings)

bull Obligation to seek unsubsidized employment including applying for jobs at the host agency and registering with the American Job CenterOne-Stop (for more information see section 500-E Participants Responsible for Seeking Unsubsidized Employment)

bull Post-enrollment and unsubsidized employment information that will be collected (for more information see Part 5 Unsubsidized Employment)

bull Community service assignment description (for more information see section 302 Community Service Assignment Description)

bull Customer satisfaction surveys mandated by the US Department of Labor (for more information see section 101-D SSAI Performance Measures) and

bull Allowable and unallowable political activities (for more information see section 802 Political Activities and Lobbying by Project Sponsor and Participants)

During orientation each participant must be given a copy of the project sponsorsrsquo personnel policies and procedures and the following must be covered

bull Hours of community service work-based training (for more information see section 401 Participant Training After Enrollment)

bull Wage rate (for more information see section 700-E Participant Wages)

bull Submission of timesheets schedule and method of payment of wages (for more information see section 700 Hours of Community Service and Participant Wages)

bull Required benefits (for more information see section 702 Fringe Benefits for Participants)

bull Role of supervisors

bull Evaluation of participant progress (for more information see section 303-A Annual Performance Evaluation Recommended)



bull Provision of safe working environment (for more information see section 104-B Participant Health and Safety Consultation and Other Monitoring Visit)

bull Annual monitoring and safety assessment (for more information see sections 104-B Participant Safety Consultation and Other Monitoring Visit)

bull Documentation requirements

bull Assessment re-assessments and individual employment plans (IEP) (for more information see section 301 Assessments Re-Assessments and Individual Employment Plan)

bull Termination policies including IEP termination (for more information see section 603 Termination)

bull Procedures for complaint resolution (for more information see section 805-D Complaint Resolution)

bull Procedures for reporting assignment-related accidents

bull Travel reimbursement if applicable (for more information see section 1100-A Allowable Transportation Costs for Participants)

bull Durational limit of 48 months on SCSEP participation (for more information see section 203-D Durational Limit on Individualrsquos Program Participation)

bull Community service assignment limitation (for more information see sections 700-B Limitations on Hours of Community Service Assignment and section 800-A Change of Community Service Assignment)

bull Obligation to report any change in income or family size that may affect eligibility (for more information see section 601 Recertification of Eligibility)

bull Drug-free workplace policy

bull Prohibition from volunteering at host agencies (for more information see section 103-D Volunteering at Assigned Host Agencies Prohibited)

bull Felony checks if applicable (for more information see section 203-F Felony Background Checks)

bull Release Form (for more information see section 300-A Requirements for New Participant Orientation) and

bull Privacy Act Statement (for more information see section 900-G Privacy Act Statement) The US Department of Labor considers ldquocommunity service assignmentrdquo and ldquocommunity service employment assignmentrdquo to be the same in that they mean part-time temporary employment paid with grant funds in projects at host agencies through which eligible individuals are engaged in community service and receive work experience and job skills that can lead to unsubsidized employment To alleviate potential confusion that participants may have about the two names for the same type of assignment SSAI encourages subgrantees to clarify the nature of the community service assignment with participants During the orientation each participant must sign a copy of the SCSEP Release Form This form permits the collection of follow-up information when the participant exists and secures unsubsidized employment A completed and signed copy of the SCSEP Release Form must be kept in the participantrsquos file The form is available in this manualrsquos Appendix II or on the partnersrsquo page of the SSAIrsquos website at httpseniorserviceamericaorg



B Receipt of Orientation and Copy of Personnel Policy Acknowledged Project sponsors shall have participants sign a statement acknowledging receipt of the personnel policies and orientation Project sponsors must document enrolleesrsquo attendance at orientation by completing the Record of Participant Orientation Form and retaining a completed and signed copy of the form in each participantrsquos file Dates from the following documents must be documented on SSAIrsquos Participant Information Webtool

bull Date of Orientation

bull Date of Physical Examination Waiver Form

bull Date of Initial Individual Employment Plan (IEP) and dates from each IEP update

bull Date of each Host Agency Monitoring Visit including the date of the Host Agency Safety Check and

bull Date of the Initial Assessment and dates of each reassessment The statement should be included in each participantrsquos personnel record Project sponsors also should explain and distribute copies of the Privacy Act Statement of 1974 (for more information see section 900-G Privacy Act Statement)

C Reorientation SSAI strongly encourages project sponsors to hold reorientation sessions for participant to revisit subjects covered during the initial orientation and any program changes Reorientation also provides an opportunity to present new information




A Purpose of Initial Assessment and Individual Employment Plan (IEP) The initial assessment and Individual Employment Plan (IEP) serve as tools to accomplish the following

bull Help the project director make an effective community service assignment to a host agency

bull Identify appropriate training for the participant

bull Identify unsubsidized employment opportunities andor prospects

bull Pinpoint any personal social or other barriers to employment and identify supportive services that will enhance the participantrsquos experience in SCSEP and

bull Establish a plan of action including goals and deadlines to enhance unsubsidized employment If an appropriate assessment and IEP already have been developed under Title I of the Workforce Innovation and Opportunity Act that assessment and IEP may be used rather than developing a new assessment andor IEP if such use is reflected in a Memorandum of Understanding (MOU) between the local Workforce Investment Board regarding operations at the American Job Center One-Stop Delivery system and your office To assure compliance with SCSEP regulations all forms used for Initial Assessments and IEPs and Reassessments and IEP updates must be approved by SSAI Project directors or their designees may use either the samples that are included in the SSAI SCSEP Policy and Procedure Manual Appendix II or an alternate format Sponsors are not to use any alternate forms until they have received approval from SSAI Project Directors and their designees may choose to but are not required to complete the SSAI Initial Assessment and IEP and Reassessment and IEP update forms electronically The electronic forms are available through the Participant Profile in the SSAI Webtools which can be accessed on the partnerrsquos section of SSAIrsquos website at httpseniorserviceamericaorg Copies of completed electronic forms must be printed and retained in the participantrsquos file

B Initial Assessment Project directors are required to conduct a complete assessment for each participant (1) at the time of enrollment and (2) prior to placement in a community service assignment All Initial Assessments must be conducted using an SSAI approved format and recorded in SPARQ (For more information see 301-A and 301-E Initial Assessment IEP and ReassessmentIEP Update Protocol) The Initial Assessment helps to build the participantrsquos Individual Employment Plan (IEP) At minimum the assessment must include

bull Participantrsquos name

bull Date of assessment (this date will be the date of the assessment the IEP was based on)

bull Work history

bull Educational history

bull Skills and Interests



bull Talents

bull Physical capabilities

bull Occupational preferences

bull Needs for supportive services

bull Training needs

bull Aptitudes

bull Potential for performing community service assignments

bull Potential for transition to unsubsidized employment

bull Signatures of participants andor staff member conducting the assessment

bull Case note (optional)

The Initial Assessment contains the following components

bull Participantrsquos Name Provide the participantrsquos complete name including any middle name or initial

bull Date of Assessment

Record the date that the assessment is completed The assessment date will be the indicator for identifying which assessment was used to develop an IEP

bull Work History

Provide information on any significant work experience including volunteer or home-making activities Where applicable provide the name of the employer job title dates or duration of the job the reason for leaving and whether the work was paid or unpaid Provide specific details on the skills used at each job

bull Education and Training History (Skills and Interests) Provide information on the participantrsquos educational background Include degrees special licenses or certifications obtained (for example dietary aide home health certification etc) List any additional training received List any talents and hobbies the participant has that were not previously listed

bull Occupational Preferences Provide information regarding the participantrsquos occupational preferences such as environment

learning and type of information they prefer to work with (eg numbers people data etc) bull Supportive Services Needed Identify and list any supportive services that a participant may need such as transportation health

housing food personalfamily job readiness and job search Provide referrals as necessary to address the need

bull Training Needs Assess and provide information about any skills andor training that the participant will need

while in SCSEP For example any educationallearning needs job preparation job skills or job keeping skills



bull Aptitude The project sponsor may select any aptitude test of its choice It is is the subgrantees

responsibility to ensure the test chosen provides basic information on a personrsquos work-related capacity The results must be attached to the Initial Assessment

bull Job Readiness Include an evaluation of the participantrsquos job readiness skills which minimally includes their

potential for performing at their assigned community service and their potential for transitioning to unsubsidized employment

bull Signature and Dates Remember to include signatures and dates on the form Both the project director (or designee)

and participant must sign the document and date it

bull Case Note (Optional) Complete a case note for specific or important information that is not covered on the assessment form and for which you need to keep detailed documentation Below are some topics that should be included in a case note

document information about interactions that yoursquove had with the participant that are not found anywhere else on the Initial Assessment

document information about interactions that yoursquove had with others (ie host agency supervisor supportive service agency representative etc) about the participant that are not found anywhere else on the Initial Assessment

provide additional information related to any of the previous sections of the Initial Assessment and

document information that assists the reader in better understanding the participantrsquos situation

Important note Be sure the participant is not ldquojob readyrdquo (see Section 202-B Ineligible Applicants) If the participant is determined to be job ready the project sponsor should refer the individual to services in the American Job CenterOne-Stop or other partners Explore potential community service assignments with the participant and have him or her select three community service assignments that are in line with her or his career goals

C Individual Employment Plan (IEP) The IEP reflects the participantrsquos needs and interests and helps to outline his or her employment goals An initial IEP must be prepared within 90 days of the participantrsquos enrollment and updated as necessary but no less than twice in a 12-month period to ensure the participant is making progress toward his or her goals All IEPs must be conducted using an SSAI approved format and recorded in SPARQ (for more information see 301-A and 301-E Initial Assessment IEP and ReassessmentIEP Update Protocol)



All initial IEPs must contain

bull Participantrsquos name bull Name of the Host Agency and Community Service Assignment Title bull Date the IEP was completed and the date the IEP was entered into SPARQ bull Unsubsidized employment goal bull Additional education andor training bull Need for supportive services bull Signatures of participant and staff member completing the IEP bull Case Note (optional)

The Initial Individual Employment Plan includes the following components


bull Date of IEP Record the date that the IEP is completed which is important as it is compared to the date entered

in SPARQ during data validation bull Date of the Assessment the IEP is based on This date should be the date of the Initial Assessment If the Initial IEP is based on another

assessment prior to or after the Initial Assessment that date should be reflected

bull Name of Host Agency and Community Service Assignment Title Provide information regarding the Host Agency where the participant is assigned and the community service assignmentjob title they have Make sure to be specific and do not use general terms such as SCSEP Training or SCSEP Senior Aide Identify a host agency and a community service assignment that will enable the participant to learn andor strengthen a specific skill or set of skills that are consistent with hisher employment goals

bull Unsubsidized Employment Goal

Note the initial IEP must contain an appropriate employment goal but subsequent IEPs need not have an employment goal if one is not feasible for the participant In such cases the IEP should be updated to reflect other appropriate goals for increased self-sufficiency including supportive services to address barriers additional training community service andor transition to other programs or services Discuss the participantrsquos interest in working and identify employment opportunities based on their past work history talents and hobbies

bull Additional Education amp Training

Identify any additional training outside of that received at the community service assignment which the participant will need to acquire to meet the job requirement(s) of their unsubsidized employment goal Indicate where the additional training will be held along with the start and end dates

bull Unsubsidized Employment Develop goals and action steps with each participant about unsubsidized placement that was identified on the Initial Assessment Identify additional skills needed to reach their employment Document how the participant will achievelearn these skillsexperiences and by when



bull Supportive Services Needed Determine if supportive services identified on the Initial Assessment have been addressed If not determine what additional actions need to take place or identify any additional supportive services that a participant may need such as transportation health housing food personalfamily job readiness and job search Identify the need and provide referrals as necessary to address the need Based on need identified during the interview identify any supportive services the participant needs in order to overcome these barriers Record the following 1 Supportive services needed (specific type of service the participant needs)

2 Person or agency the participant is being referred to (who will provide the supportive services)

3 Name of person making the referral (your name)

4 Date of referral

5 Expected completion date

6 Date of actual completion

bull Signatures and Dates As with the Initial Assessment remember to secure signatures and dates on the IEP form Both the project director (or designee) and the participant must sign the IEP and date it

The project director or designee must make frequent contact with the participant to review and document the progress the participant has made The project director or designee must involve the host agency supervisor in discussions about the participantrsquos job readiness and other progress Each time the IEP is updated both the participant and the project director or designee must initial and date the change The project director should notify the host agency supervisor of changes to the IEP Participants who refuse to cooperate with the goals stated in their IEP may face discipline up to and including termination by the SSAI project sponsor (for more information see section 603-B Disciplinary Termination Process and 603-E Termination for Individual Employment Plan Violation) The project director or designee must update the IEP after each significant contact with a participant (including visits at the participantrsquos host agency) and record the date of each IEP update

D Re-AssessmentIEP Updates Project staff must conduct at least two assessmentsIEP updates per participant in a 12 month period The very first participant assessment and individual employment plan is the Initial Assessment and Initial IEP all subsequent assessments are reassessments with IEP updates All Reassessments and IEP updates must be conducted using an SSAI approved format and recorded in SPARQ When a participant is re-assessed as unlikely to get unsubsidized employment the Individual Employment Plan must be revised with other approaches including but not limited to additional training including a new community service assignment efforts to address barriers andor transition to other programs or services that the participant can use to become self-sufficient [for more information see section 301-C Individual Employment Plan (IEP)]



E Initial Assessment IEP and ReassessmentIEP Update Protocol Sponsors must conduct at least two assessments and IEP updates per participant per 12 month period This requirement may be satisfied by the completion of

bull the Initial Assessment and one Reassessment in Year 1

bull the Initial IEP and one IEP update in Year 1

bull Two reassessments and IEP updates each year after Year 1

If an appropriate assessment and IEP already have been developed under Title I of the Workforce Opportunity amp Innovation Act that assessment and IEP may be used rather than developing a new assessment andor IEP if such use is reflected in a Memorandum of Understanding (MOU) between the local Workforce Investment Board and your office The dates of all Initial Assessments and IEPs Reassessments and IEP updates and Transition Assessments and IEPs must be recorded in SPARQ (see question 40c)

F Purpose of the Transition Assessment and IEP The purpose of the Transition Assessment and Individual Employment Plan (IEP) for participants who are approaching their four-year time limit on participation or individual durational limit and who are still not job ready is to give these participants a post-SCSEP survival plan by the time they must be terminated from the program (for more information see section 203-D Durational Limit on Individualrsquos Program Participation) If a participant agrees to engage in such planning and agrees to share appropriate information the participantrsquos life situation ndash for example whether or not an individual has enough money to cover expenses ndash must be assessed before the plan is developed The participant does have the option to decline the Transition Assessment and IEP process If a participant declines project staff must document this decision thoroughly in detailed case notes as well as on the Transition Assessment and IEP Form (available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg However refusal to participate in the planning process may be unlikely given a participantrsquos financial need for income to replace their SCSEP income after exit The transition assessment differs from the typical SCSEP assessment in that it may also involve a review of the participantrsquos finances if he or she agrees to share such information The goal of this review is to help participants determine if they will have sufficient financial resources when they leave the program If a participant concludes that he or she has sufficient financial resources program staff may help the participant to identify community service options to include in the Transition Assessment and IEP which may be used after exiting the program If a participant concludes that he or she does NOT have sufficient financial resources program staff should help the participant to identify and put in place community resources that will help to close the gap between the finances the participant has and the amount that he or she needs The goal of such plans is to increase participantsrsquo financial stability by giving them steps to take which may include the participant contacting various agencies and programs (with the assistance of program staff and other professionals as appropriate) Participantsrsquo health status should be assessed when applicable especially if it would identify a disability for which the participant would be eligible for disability benefits



In the same manner the resources of numerous community service organizations and programs should be identified in the assessment to address health care food shelter transportation energy and other needs For example participants may be shown how to access such resources as food stamps meals on wheels senior dining and food banks if applicable SSAI and its subgrantees will encourage partnerships with local Area Agencies on Aging and local community action agencies for supportive services including energy assistance housing and transportation

G Transition Assessment and IEP A Transition Assessment and Individual Employment Plan (IEP) must be developed for participants who only have one year left on SCSEP before they reach their 48 month individual durational limit exit date and have not secured unsubsidized employment The Transition Assessment and IEP needs to be created 12 months before the participantrsquos four-year individual durational limit date and updated minimally at least once 90 days before the participant reaches their individual durational limit exit date and again 30 days before the participant reaches their individual durational limit exit date Project Directors can begin providing transition services to these participants a year before exit up to the day the participant reaches his exit date The IEP portion of the Transition Assessment and IEP should include the following as appropriate

bull Up-to-date information on each participantrsquos transferrable skills and interests and if applicable for those participants with unsubsidized placement as a goal specific action steps such as updating their resume and job-interviewing and job-search skills getting additional needed training and identifying employers to target and an outreach strategy

bull Up-to-date information on goals and needs for support along with specific action steps such as

developing a personal budget without SCSEP wages or getting permission from the participant to contact social support systems to ensure safety net services throughout the transition and

bull Up-to-date information on continuing community service goals or other plans post-exit and specific action steps such as identifying other stipend and volunteer programs

For some participants the unsubsidized placement goal may be focused on employment with their host agency For others the goal will focus on a wide range of employers utilizing the American Job Centers The Transition Assessment and IEP should also include a schedule of contacts between the participant and subgrantee staff so that the participant can obtain needed coaching and provide feedback as to how well various recommended job search techniques are working where applicable The Transition Assessment and IEP Form is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg The dates of all Initial Assessments IEPs Reassessment IEP updates and Transition Updates and IEPs must be recorded in SPARQ (see question 40c)

H Project Director Responsible for Initial Assessment Re-Assessment IEP and Transition Assessment and IEP The project director or designee must complete the Initial Assessment as well as any re-assessments and Individual Employment Plans (IEPs) and any Transition Assessment and IEP Forms as required Participants should be aware of the content of the forms and should be in full agreement with the subsequent action plan All participants certify their agreement by signing these forms and all updates


January 2011 302 Page 1 of 1

302 Community Service Assignment Description A Written Assignment Description Required Project directors are required to work with host agency supervisors to prepare a written community service assignment description for each participant Copies of the assignment description should be given to the participant and the host agency supervisor and be made a part of the participantrsquos record Whenever the participantrsquos duties are changed project directors must revise and date the assignment description The assignment description should be used to revise and update the Re-Assessment Form and the Individual Employment Plan (for information see section 301 Assessments Re-Assessments and Individual Employment Plans)

B Contents of the Community Service Assignment

At minimum the assignment description should include

1 Assignment Title It should reflect the duties and responsibilities of the community service assignment

2 Duties and Responsibilities All duties a participant will be expected to perform on the community service assignment

3 Objective Training andor employment objective for the community service assignment State ways that Individual Employment Plan goals are met or addressed by the assignment

4 Host Agency Name and nature of programs and services provided by the host agency

5 Location Address and telephone number of the community service site

6 Hours and Days of Service Regularly scheduled hours and days of service

7 Rate of Pay The hourly wage rate that will be paid to a participant in this assignment

8 Supervision Name and title of host agency supervisor

9 Requirements Any particular skills experience or training requirements for the assignment

10 Training Describe the general training that will be offered to the participant

11 Date The date the assignment began or the date it was revised


303 Page1 of 1 April 2014

303 Participant Performance Evaluation (Optional) A Annual Performance Evaluation Recommended Annual performance evaluations of participants are recommended but they are not required Project sponsors may choose to conduct them more frequently if it is in the participantrsquos best interest or the IEP warrants it Under most circumstances the host agency supervisor will conduct the performance evaluation However project directors may find it necessary to conduct a supplemental evaluation The performance evaluation identifies areas of accomplishment areas in which improvement may be needed and areas in which additional training or experience may improve the likelihood of unsubsidized employment In addition the performance evaluation identifies the participantrsquos readiness for unsubsidized employment

B Procedure for Performance Evaluation The host agency supervisor or project director completing the performance evaluation must discuss its content with the participant and provide him or her with a copy of the evaluation Project directors also should allow the participant the opportunity to comment on or respond to the evaluation in writing After completion a copy of the evaluation should become part of the participantrsquos record

C Participant Performance Evaluation Form A sample Participant Performance Evaluation Form is included in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg


Part 4 Page1 of 1


A Participant Meetings Required B Appropriate Participant Meeting Topics C Participant Meeting Funds


A Benefits of Participant Training B General Rules for Training C Types of Allowable Training D Expenditure of Non-Wage Funds for Training


A Training Hours Must Be Reported Quarterly



400 Participant Meetings A Participant Meetings Required Participant meetings should function as training sessions and can provide opportunities for participants to gain information and engage in social activities These meetings also can provide opportunities for participants to describe their community service assignments for newly enrolled participants to become acquainted with each other and the program and for former participants particularly those who obtained unsubsidized employment to share their experiences Project directors are required to convene participant meetings at least twice per project year however meetings may be held more frequently A single meeting for all participants is preferable but multiple meetings are permitted All enrolled participants are required to attend these meetings Participants will be compensated at the regular rate of pay for hours spent at a participant meeting Participants should report their time in participant meetings as ldquogeneral trainingrdquo on their timesheet and sponsor staff must enter a record of the time that participants spend in such meetings in SPARQ on a quarterly basis A project director may where appropriate delegate some meeting responsibilities to participants such as meeting planning and making presentations This allows participants to demonstrate skills and initiative that may be helpful in obtaining unsubsidized employment

B Appropriate Participant Meeting Topics During these meetings participants should be informed about any changes in the programrsquos policies and procedures Participant meetings also are excellent opportunities for guest speakers to provide useful information on employment such as

bull Job search strategies and techniques

bull Available job openings

bull Employment counseling

bull American Job CenterOne-Stop employment service assistance

bull High-demand occupations and high-growth industries (see section 102-C High Growth Job Training Initiative)

bull Discussions facilitated by employers human resource professionals employment counselors successful ex-SCSEP participants

bull Overcoming employment obstacles (eg transportation)

bull Social Security Medicare and Medicaid and

bull No-cost training resources that may be available to seniors


400 Page 2 of 2 April 2014

The US Department of Labor considers ldquocommunity service assignmentrdquo and ldquocommunity service employment assignmentrdquo to be the same in that they mean part-time temporary employment paid with grant funds in projects at host agencies through which eligible individuals are engaged in community service and receive work experience and job skills that can lead to unsubsidized employment To alleviate potential confusion that participants may have about the two names for the same type of assignment SSAI encourages subgrantees to clarify the nature of the community service assignment with participants

C Participant Meeting Funds Project sponsors may pay reasonable costs for skills training classroom instruction lectures seminars and individual instruction as well as other types of training provided the sponsor has a clear policy available funds and the training fits the goals identified in a participantrsquos Individual Employment Plan SSAI encourages sponsors and participants to identify non-cost training resources For more details on allowable costs specifically related to participant meetings such as expenditures for meeting rooms light refreshments and transportation see Part 10 SSAI SCSEP Program Finance Procedures specifically section 1002 Sponsorrsquos SSAI Project Budget and Reimbursable Costs



401 Participant Training After Enrollment A Benefits of Participant Training Participants initially are assigned to community service before they can receive other types of training to help them gain unsubsidized employment SSAI requires project sponsors to provide other types of training opportunities for participants consistent with their Individual Employment Plans Effective training has the following characteristics

bull Allows the participant to effectively perform his or her community service assignment

bull Increases the participantrsquos self-confidence skills educational levels and job placement potential

bull Improves the participantrsquos quality of life and

bull Helps the participant obtain unsubsidized employment

B General Rules for Training All training must be documented in the individual participantsrsquo Individual Employment Plans The general rules for training are the following

bull Stand-alone job search activities andor job clubs are not permitted unless they are combined with training and community service assignments If a participant needs only job club or job search assistance the participant is considered to be ldquojob readyrdquo and is ineligible to continue in the SCSEP program (for more information see section 202-B Ineligible Applicants)

bull Training must be reasonable and realistic and be provided at little or no cost to the project sponsor

bull Project sponsors are encouraged to enroll participants in programs under WIOA and other federally or state-funded training programs

bull Participants cannot be required to pay for training

bull Workersrsquo compensation coverage for participants must be provided for community service site training activities

bull Project sponsors must obtain approval from SSAI for specialized or on-the-job-experience (OJE) training before implementation Unapproved specialized or OJE training will be considered an unallowable cost

C Types of Allowable Training The types of training activities that project sponsors can offer to participants are community service assignment training general training specialized training and on-the-job experience (OJE) training These can be combined as necessary to increase the participantrsquos chance of obtaining unsubsidized employment Project sponsors must make every effort to secure arrangements through the American Job Center delivery system to provide both eligible and ineligible individuals with referrals to Workforce Innovation and Opportunity Act (WIOA) intensive and training services and access to other activities and programs carried out by other American Job Center partners These arrangements should be documented in a Memorandum of Understanding with the local Workforce Investment Board Because both the US Department of Labor and SSAI recognize that addressing the needs of individuals with limited English proficiency and giving access and referral to WIOA services in rural areas may present particular challenges SSAI encourages coordination with organizations that may be more appropriate than only the American JobOne-Stop Centers with which coordination is mandatory



1 Community Service Assignment

Community service assignments are provided through host agencies Participants must have an Individual Employment Plan (IEP) that outlines in detail the skills needed for the assignment and realistic timelines for achieving them The host agency agreement or the assignment description must specify the type of training that will be provided and the number of hours each participant will train (for more information see section 104-F Project Sponsor Host Agency Agreement) Community service assignments are the most cost-effective and best approach to train older learners and help them to gain new skills or sharpen old skills They also are beneficial because they allow participants to learn at their own pace and work on actual tasks dealing with current issues To ensure that the community service assignment training helps the participant gain unsubsidized employment the project sponsor should consider placing the participant in community service assignments that are similar to ldquoin-demandrdquo private-sector jobs Given the emphasis on computer skills SSAI encourages sponsors whenever appropriate to incorporate computer training as part of the community service assignment Moving participants to different community service assignments is an effective way for them to gain diverse skill sets (for more information see section 800-A Change of Community Service Assignment) Hours for community service are captured on participantsrsquo timesheets and reported in SPARQ quarterly

2 General Training

General training is designed to enhance or refresh a participantrsquos basic skills and includes skills training classroom training lectures seminars individual instruction General training must be consistent with the participantrsquos IEP which must detail the skills that he or she will attain and include realistic timelines for achieving them Hours for general training are captured on participantsrsquo timesheets and reported in SPARQ quarterly

3 Specialized Training and OJE Training

Participants must be in a community service assignment for at least two weeks before they can receive specialized or OJE training Project sponsors must obtain approval from SSAI for specialized or OJE training prior to implementation Unapproved specialized or OJE training will be considered an unallowable cost

Specialized training prepares a participant for a particular job or industry and enhances the participantrsquos opportunity to obtain unsubsidized employment Specialized training may be provided through the project sponsor a workforce partner an educational institution or other provider If the project sponsor elects to offer specialized training through a workforce partner educational institution or other provider a training contract with deliverable timelines and specific skills to be learned must be negotiated At the end of the training the participant may be placed into a job search or job club directly into unsubsidized employment back into the community service assignment or in OJE

OJE helps a participant obtain an unsubsidized job with a public or private employer that requires specific skills not attainable through a regular community service assignment OJE training should be consistent with the participantrsquos IEP which should detail the skills to be attained and specify realistic timelines for achieving its goals Only one OJE training option is allowed per participant in a 12-month period If the participant has completed at least two weeks at a community service assignment the project sponsor can provide the participant with OJE training Active host agencies are prohibited from being OJE contractors



The project sponsor must negotiate a contract that specifies the skills timelines and benchmarks the participant must achieve to be hired by the public or private employer The contract must specify that if the participantrsquos performance is satisfactory at the end of the training he or she will be placed or will remain on the employerrsquos unsubsidized payroll The project sponsor may exercise the OJE training option with the same public or private employer no more than five times for the same job category per year The project sponsor may place a participant at an employerrsquos worksite for up to 39 hours per week for a period of up to 12 weeks If OJE training is for more than four weeks the employer may be reimbursed for up to 50 percent of paid wages for the cost of providing training and additional supervision related to OJE from the project budget enrollee wages and fringe benefits The project sponsor also may pay the participantrsquos wages during OJE training The OJE contract will specify whether the participant payment will be direct pay reimbursement or a combination of both It also will specify which entity will provide workers compensation coverage Participants may use OJE to transition to unsubsidized employment but they may not work any hours in unsubsidized employment while they are enrolled in SCSEP and receiving OJE

D Expenditure of Non-Wage Funds for Training Administrative andor Other Program Costs funding may be budgeted for participant training Allowable costs include tuition books and other costs specifically related to the skill training of participants For more information about allowable expenditures see Part 10 SSAI SCSEP Program Finance Procedures



402 Reporting of Hours and Training A Training Hours Must Be Reported Quarterly The US Department of Labor and SSAI data collection systems require project sponsors to report the number of hours of community service for each participant on a quarterly basis to fulfill the community service hours performance measure (for more information see section 101-D SSAI Performance Measures) SSAI requires project sponsors to report this data in SPARQ SSAI recommends projects use an internal tracking process in the local office to make the data entries in SPARQ more efficient Hours must be reported quarterly in SPARQ by the date determined by SSAI Each project sponsor must report this information for all participants who received services in the reporting month regardless of when they enrolled or terminated in that month For detailed information on how to identify and report hours see section 700-J Reporting of Hours in Community Service Required


Part 5 Page 1 of 1

Part 5 Unsubsidized Employment 500 Placement Entered Employment Retention and Earnings Goals and Follow-up

Requirements A Responsibility to Place Participants in Unsubsidized Employment B ldquoUnsubsidized Placementrdquo Definition and Performance Goal C ldquoEntered Employmentrdquo Definition and Performance Goal D Retention and Average Earnings Goals Must Be Met E Participant Responsible for Seeking Unsubsidized Employment F Expected Activities of Project Staff G Follow-up After Unsubsidized Placement Required H Documentation of Follow-up Required I Right of Return



500 Placement Entered Employment Retention and Earnings Goals and Follow-up Requirements

A Responsibility to Place Participants in Unsubsidized Employment To ensure the maximum number of eligible individuals have the opportunity to participate in SCSEP it is important for each project sponsor to make every attempt to help place participants into unsubsidized employment Using knowledge of the local labor market sponsors should help participants train and secure positions that promote self-sufficiency Subgrantees are responsible for helping participants who have unsubsidized employment as a goal in their Individual Employment Plans to receive services and take actions to achieve that goal and it is the responsibility of participants who have unsubsidized employment in their IEP to participate actively in job search activities Subgrantees must contact private and public employers directly or through the American Job CenterOne-Stop delivery system to develop or identify suitable unsubsidized employment opportunities They must also encourage host agencies to assist participants in their transition to unsubsidized employment including unsubsidized employment with the host agency In addition subgrantees must document participant job search activity either in the IEP or case notes SSAI sets an unsubsidized placement goal with each subgrantee in the Sponsor Agreement (for more information see 100-B Sponsor Agreement) Each subgrantee has from July 1 each year through June 30 of the following year to meet its target for an actual number of participants exited into unsubsidized jobs

B ldquoUnsubsidized Placementrdquo Definition and Performance Goal SCSEPrsquos performance goal for unsubsidized placement is a percentage set by SSAI by dividing the number of participants who exit into unsubsidized positions during a program year (between July 1 ndash June 30) by the number of modified authorized positions It looks like this

Number of participants to exit into unsubsidized employment Number of modified authorized positions

The total number of authorized positions and modified authorized positions each sponsor has per county can be found in Attachment A of the Sponsor Agreement

C ldquoEntered Employmentrdquo Definition and Performance Goal Unsubsidized employment is employment with wages and benefits paid by the employer and not subsidized by SCSEP or other federal or state subsidy programs (for example not subsidized by AmeriCorps a Foster Grandparent program or a Workforce Innovation and Opportunity Act program) The employment may be with one or more employers and not necessarily continuous An unsubsidized position requires a minimum of one (1) hour of employment within the first quarter after the quarter of exit Each day a participant is on the payroll of an employer counts as unsubsidized employment even if he or she did not perform services each day



SCSEPrsquos performance goal for the number of program participants who enter employment is calculated by dividing the total number of participants employed in the first quarter after they exit by the total number of adult participants who exit during the quarter It looks like this

Total number of participants employed in the first quarter after they exit Total number of adult participants who exit during the quarter

The US Department of Labor calculates this performance measure for exits from April of one year through March of the next Because this timeframe does not synch with a July-to-June budget SSAI focuses its SCSEP network on achieving the unsubsidized placement goal with regard to whatrsquos needed for budget purposes and doing the required follow-ups to achieve both entered employment and unsubsidized placement goals A participant who becomes self-employed may be considered to have gained unsubsidized employment if the individual works for himself or herself (and not as an employee of an organization or another person) and earns income from a trade or business Self-employed persons need a Taxpayer Identification Number which could be their social security number or an individual taxpayer number If a self-employed person hires additional employees she will need an Employer Identification Number To verify self-employment for an exiting participant you must have copies of documentation in the participantrsquos file (for example business cards invoices or the Taxpayer Identification Number registration) Self-employment is counted towards SCSEP performance goals for retention and entered employment but not toward the average earnings measure (for explanations of these goals see section 500-D Retention and Average Earnings Goals Must Be Met) Project staff needs to conduct Follow-up 1 and enter the information into SPARQ to get credit for the entered employment performance measure

D Retention and Average Earnings Goals Must Be Met In addition to meeting performance goals for unsubsidized employment (see section 500-A Responsibility to Place Participants in Unsubsidized Employment) and entered employment (see section 500-C ldquoEntered Employmentrdquo Definition and Performance Goal) project sponsors also are responsible for meeting specified goals for retention in unsubsidized employment and earnings The SCSEP performance goal for retention in unsubsidized employment for six months is calculated by dividing the number of adult participants employed in BOTH the second and third quarters after their exit quarter by the number of adult participants who exit during the quarter It looks like this

Number of participants employed in BOTH the second and third quarters after their exit quarter Number of adult participants who exit during the quarter

Retention is most strongly promoted by helping participants secure employment that is suitable to their abilities work-related interests and work values A strong fit between the skills and aptitudes of participants and the requirements of a job will produce higher retention rates To achieve the retention rate the participant must be employed in a full- or part-time unsubsidized job during both the second and third quarters after the exit quarter



Project staff needs to conduct follow-up 2 and enter the data into SPARQ to get credit for the retention performance measure To achieve the average earnings goal participants must earn wages in both the second and third quarter after the exit quarter The SCSEP performance goal for earnings is calculated by dividing the total earnings of adult participants employed in the first second AND third quarters after their exit quarter by the number of adult participants who exit during the quarter It looks like this Total earnings of adult participants employed in the first second and third quarters after their exit quarter

Number of adult participants who exit during their quarter Note that only the wages of exiters who entered employment and who were employed during both quarters of the reporting period are included in the earnings measure Project staff needs to conduct follow-up 2 and enter the data into SPARQ to get credit for the average earnings performance measure SCSEP funds may support the project directorrsquos necessary follow-up services (see section 500-H Documentation of Follow-up Required) As SCSEP funds are limited SSAI encourages project sponsors to leverage other community resources to provide supportive services for an employee in unsubsidized employment project sponsors are allowed to use Other Program Costs funds for this purpose (for more information see section 1002 Sponsorrsquos SSAI Project Budget and Reimbursable Costs)

E Participant Responsible for Seeking Unsubsidized Employment In addition to the efforts made by the project directors participants are responsible for seeking unsubsidized employment on their own At the orientation session and throughout the participantrsquos enrollment the project director should encourage him or her to search and apply for unsubsidized jobs The Initial Assessment and Individual Employment Plan should be used as tools for identifying potential unsubsidized employment To help gain unsubsidized employment participants are encouraged to register as job seekers with the appropriate state employment office American Job CenterOne-Stop or programs under the Workforce Innovation and Opportunity Act In addition participants should apply for unsubsidized employment at their host agencies

F Expected Activities of Project Staff Each SSAI project sponsor must contact private and public employers directly or through the American Job Center system to identify and develop suitable unsubsidized employment opportunities for participants and must encourage host agencies to help participants transition to unsubsidized employment at the host agency or elsewhere Additionally project sponsors should locate training opportunities appropriate for each participant or develop such training Referrals should be made to such training sources as other federally or state-funded programs adult literacy programs and continuing education programs of community colleges



In addition prior to focusing a participant on job search project staff need to assess the job search skills knowledge of participants using the Assessment and Individual Employment Plan forms (see sections 301 A-E) For those participants not familiar with current job search techniques project staff should work with participants to provide directly (or through partnerships with local agencies in the sponsorrsquos community) training in job search skills including but not limited to creatingupdating a resume how to interview how to apply for a job completing on-line applications preparing references etc In addition subgrantees must document participant job search activity either in the IEP or case notes

G Follow-up After Unsubsidized Placement Required Once a participant exits the SCSEP program for unsubsidized employment the project sponsor must carry out follow-up activities at least at three different times to ensure that the performance measures of entered employment retention and average earnings are appropriately credited (for more information see sections 101-D SSAI Performance Measures and 500-A Responsibility to Place Participants in Unsubsidized Employment) Sponsors must use the SCSEP Unsubsidized Employment Form and SPARQ to facilitate the record-keeping

bull Project sponsors should print out regularly the SPARQ Management Reports called ldquoFollow-ups Pendingrdquo and ldquoFollow-ups Pending by Quarter These reports track and list the participants who are ready for Follow-up 1 2 or 3

bull Follow-up 1 focuses on the entered employment rate and employer customer satisfaction After a participant has officially entered employment complete the first follow-up using the SCSEP Unsubsidized Employment Form and entering the data into SPARQ

bull Follow-up 2 focuses on both retention and average earnings This second follow-up should be completed using the SCSEP Unsubsidized Employment Form and entering the data into SPARQ

bull Follow-up 3 focuses on retention of unsubsidized employment at one year after program exit As with the previous two follow-ups project sponsors need to use the SCSEP Unsubsidized Employment Form and then enter the data into SPARQ

Sponsors are encouraged to contact placed participants throughout the first 12 months following placement to determine if they have the necessary supportive services to remain in the job and to provide or arrange to provide such services if feasible

H Documentation of Follow-up Required If you are entering earnings information into SPARQ the correct format is to insert the dollar amount that reflects the participantrsquos gross earnings For example if a participant is working 20 hours per week and making $20 per hour insert $4800 in the space provided ($400 per week x 12 weeks) Further sponsors must document the sources used to verify information for the follow-ups If such documents as in-state unemployment insurance out-of-state unemployment insurance or other administrative records were used sponsors must keep a copy of the documentation in each participantrsquos file If the participant provides earnings information verbally through a phone call or other conversation sponsors need to document the conversation creating a detailed case note The required format for a detailed case management note is the following



Example

Monthdayyear I spoke with Suzie Que who is the manager at Giant Grocery Store Giant Grocery Store employs John Doe Ms Que confirmed that John Doe is still employed by Giant Mr Doe works 25 hours per week for $725 per hour The name and title of the person who obtained the information and the date the note was recorded in the form must also be included

I Right of Return The right of return is restricted to participants who exit SCSEP for unsubsidized employment If the participant fails the placement meaning he or she does not stay employed for 30 days within the first 90 days after exiting the participant may return to the program within 90 days of exiting (For more specific rules governing right of return see section 202-C Right of Return)


Part 6 Page 1 of 1



A Personnel Participant Record Required B Required Documents to Include in Personnel Participant Record C Security for Sensitive Information D Retention and Destruction of Program Records E Notification Procedure for Participant Data Breach


A Annual Recertification of Eligibility Required B Termination of Income-Ineligible Participant C Host Agency Prohibited from Recertifying Eligibility

602 Exit Procedure

A SCSEP Exit Form SCSEP Unsubsidized Employment Form B Participant Signature Requirements for the SCSEP Exit Form and the SCSEP Unsubsidized Employment Form C Participants and Host Agencies Prohibited from Exiting Participants D Source Documentation Requirements for the SCSEP Exit Form E Transfer of Participants to another SCSEP Provider

603 Termination

A Termination Policies Must Be Reviewed at Enrollment B DisciplinaryTermination Process C Types of Terminations D Termination for Cause E Termination for Individual Employment Plan (IEP) Violation F Termination for Violation of Sponsorrsquos Leave Without PayLeave of Absence Policy G Termination for Income Ineligibility H Termination for Reaching Durational Limit I Termination Due to Program Ineligibility J Termination Due to Becoming Employed While Enrolled on SCSEP K Documentation for Termination


July 2013 600 Page 1 of 3

600 Personnel Participant Records A Personnel Participant Record Required SSAI project sponsors must keep permanent records for each participant The personnel records must be kept current and remain confidential SSAI recommends that all participant records with the exception of the Participantrsquos I-9 Form (the Employment Eligibility Verification Form) and any medical records are kept in one location The I-9 Form and medical records must be kept separate from other personnel records [for more information see section 203-C Employment Eligibility Verification Form (I-9) required] and other sensitive information (see 600c) This may include some Most-In-Need documents gathered at enrollment The file containing the SCSEP Participant Form must indicate the location of all other documents Personnel records are to be kept in a secure place accessible only by authorized persons No sponsor volunteers may have access to participant personnel records The SCSEP Participant Form is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Each participant has the right to review any and all documents that constitute his or her personnel record

B Required Documents to Include in Personnel Participant Record Each participantrsquos personnel record must consist of at least the following documents which are available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Participant Form and copies of all eligibility verification documents for initial enrollment re-enrollment and recertification

bull Completed income worksheets that correspond to each participantrsquos initial enrollment re-enrollment and recertification

bull Completed copy of the Record of Offer of Physical Examination to Participant Form

bull Completed copy of Record of Participant Orientation Form including an acknowledgment of receipt of participant policies and procedureshandbook and Privacy Act of 1974 statement

bull Completed Initial Assessment Re-Assessment and Individual Employment Plan

bull Signed copy of the W-4 Employeersquos Withholding Allowance Certificate

bull Signed copy of the written community service assignment description

bull Record of date and duration of each host agency assignment using the SCSEP Change of Community Service Assignment Form (if applicable)

bull Completed copy of the Release of Employer Information Form to facilitate obtaining follow-up information

bull Completed Employment Eligibility Verification Form (I-9) which must be filed separately from all other personnelparticipants records and

bull Completed case management notes


600 Page 2 of 3 July 2013

The following items if applicable also must be included in each participantrsquos personnel record

bull Record of valid driverrsquos license and auto liability insurance if the participant is or will be required to drive in connection with the community service assignment or if the participant is reimbursed for driving to participant meetings or other training activities

bull Statement of Desired Hours of Community Service as Participant Form

bull Any SSAI-approved waivers to the four-year cap on lifetime participation applicable waivers such as durational limit on assignment or release of employer information


bull Performance evaluations (see following paragraph) and

bull Completed SCSEP Exit Form SSAI does not require sponsors to conduct performance evaluations of participants but does require sponsors to obey local laws and its own and host agenciesrsquo policies If a subgrantee conducts a performance evaluation for a particular position it may not use that evaluation to determine program eligibility and must conduct it for all applicants to that position Such evaluations if done must be maintained in a secure and confidential manner

C Security for Sensitive Information SCSEP program sponsors must certify that participant records are securely stored and access to them is limited to appropriate staff to safeguard personally identifying information For example medical and disability-related records must be securely stored separate from all other participant information and access to them must be limited to authorized staff for only authorized purposes Access to medical documentation that a participant is entitled to status as a family of one priority of service or waiver of the durational limit should be limited to staff who need to document the basis for such decisions Similarly case notes about a participants criminal background should be treated the same way as medical records They should be maintained in a separate secured file to which access is strictly limited Staff making assignments to a host agency should not have access to a participantrsquos disability status unless the participant has requested an accommodation for the process of assignment or the host agency has an affirmative action or similar plan intended to benefit people with disabilities and the participant has informed staff that he or she is interested in such programs Host agencies may not be informed that a participant has a disability except in the following circumstances

bull The applicant has made an independent decision to disclose the disability

bull The applicant has directed the sub-grantee staff to make the disclosure on behalf of the applicant or

bull The request was initiated by the participant and not by the sub-grantee staff



D Retention and Destruction of Program Records Program and fiscal records must be maintained for three years after the end of the grant closeout or completed audit (whichever is longer) according to the Older Americans Act US Department of Labor (DOL) regulations and SSAIrsquos Sponsor Agreement The Sponsor Agreement further requires sponsors to

bull Maintain any records and accounts including property personnel and financial records which SSAI DOL or any authorized representative deems necessary

bull Retain program and financial records for three years after grant closeout or three years from a completed audit whichever is longer and

bull Make sponsor records relating to the SCSEP program available for examination on request by SSAI andor the DOL

E Notification Procedure for Participant Data Breach If documentary material or computer equipment containing personally identifiable information (PII) for current or former participants is lost or stolen from your possession custody or control ndash referred to as a ldquodata breachrdquo ndash the procedure outlined below must be followed PII refers to any information about an individual maintained by a project sponsor including any information that can be used to distinguish or trace a participantrsquos identity such as their name Social Security Number date and place of birth motherrsquos maiden name biometric records etc and any other personal information that is linked or could be linked to a participant The procedure includes the following steps

1 Immediately notify the National SCSEP Director that the project has experienced a data breach of participantsrsquo PII and that you have determined that a reasonable risk exists for the potential misuse of the information

2 The Project Director shall immediately assess the information compromised risks posed and how affected participants should be notified The Project Director will coordinate the response with SSAI staff Maintain up-to-date contact information on all participants former and current

3 If appropriate establish a call center to interact with participants

4 Consider offering appropriate credit-monitoring assistance to affected participants

5 Familiarize project personnel on the projectrsquos privacy and security procedures and how they should recognize report and respond to a data breach



601 Recertification of Eligibility A Annual Recertification of Eligibility Required The US Department of Labor and SSAI require project directors to conduct an eligibility review at least once every 12 months with each participant SSAI will set the schedule for recertification eligibility review at the beginning of each program year Using the SSAI Recertification Webtool ndash available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg minus the project director must conduct the eligibility review to ensure a participant continues to meet the income limits for participation in SCSEP (For more information see section 204 Computing Income for Eligibility) Participants are required to notify the project sponsor at any time of any changes in income or family size that may affect eligibility including during the review Also if at any time the project staff suspects that the participant is exceeding the income limits they may ask him or her to provide necessary documentation of income or family size Income and family size are the only enrollment criteria that need to be reviewed during recertification Project sponsors must retain copies of the documents used to review and verify income and family size Copies of the Recertification Webtool used to conduct the eligibility recertification and signed by the participant must be kept in the participantrsquos file Project sponsors also should keep copies of all supporting documentation used to recertify a participant

B Termination of Income-Ineligible Participant A participant who is determined at the time of recertification to be income ineligible must be informed in writing that he or she will be terminated the reason for the termination and the procedures to appeal the determination (For more information see section 603-E Termination for Income Ineligibility) Sponsors may not terminate a participant until at least 30 days after the participant receives the written notice A sample termination letter can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg The timing of a termination for income ineligibility should be determined based on the participantrsquos circumstances For example if the reason for income ineligibility is that a participantrsquos new spouse adds $1000 per month to the family income the sponsor must determine how long it will take before the extra $1000 per month makes the participant over-income for a family of two If there were no further changes when that date arrived the 30-day termination notice should be sent If circumstances had changed in the interim you would do a new recertification calculation

C Host Agency Prohibited from Recertifying Eligibility Unless the host agency is also the project sponsor host agency representatives cannot be responsible for conducting eligibility recertification



602 Exit Procedure A SCSEP Exit Form SCSEP Unsubsidized Employment Form

The SCSEP Exit Form is used to document most terminations or exits from SCSEP (For more information see section 603 Termination) The SCSEP Unsubsidized Employment Form is used to document unsubsidized placements Both of these forms can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Project directors must complete either the SCSEP Exit Form or the SCSEP Unsubsidized Employment Form and keep them in participantsrsquo files and ensure that data on these forms is entered in SPARQ within five (5) calendars days of the exit

B Participant Signature Requirements for the SCSEP Exit Form and the SCSEP Unsubsidized Employment Form

Participants are not required to sign the SCSEP Exit Form or the SCSEP Unsubsidized Employment Form Project sponsors must complete a detailed case note that includes the participantrsquos date of exit (see 500-H for case note example) In addition project sponsors must have on file signed Releases from participants to collect information from employers The Release Form can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

C Participants and Host Agencies Prohibited from Exiting Participants Participants and host agencies except when the project sponsor is the host agency cannot terminate a participant or sign a SCSEP Exit Form However a participant may gather the necessary information for the preparation of another participantrsquos SCSEP Exit Form

D Source Documentation Requirements for the SCSEP Exit Form SSAI has developed the following forms to assist projects in meeting the data validation requirements related to participant exits as set forth by the US Department of Labor

bull SCSEP Case Management Note Form ndash to validate Exit Date (8 on the SCSEP Exit Form) and type of exit (9 on Exit Form)

bull SCSEP 3rd Party Attestation Form for Excluded Exits for Health Medical Family or Institutionalization

Completed copies of these forms or other appropriate data validation source documentation must be kept in the participantrsquos file when applicable (see SSAI Data Validation List) These forms including the SSAI Data Validation List can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg



E Transfer of Participants to another SCSEP Provider SSAI does not permit transfers of participants to other SSAI subgrantees or other SCSEP providers without prior approval from the SSAI National SCSEP Director In instances where transfers are approved SSAI Headquarter staff will initiate the required paperwork and secure the necessary approvals from DOL



603 Termination A Termination Policies Must Be Reviewed at Enrollment Every participant must receive a written copy of the sponsorrsquos Participant Handbook at the time of initial enrollment (see section 805-A Written Personnel Policies and Complaint Resolution Procedures Required) The Participant Handbook must include all the policies for termination and those policies must be verbally reviewed with each participant during orientation No participant will be terminated solely on the basis of their age as there is no upper age limit on SCSEP participation Participants must sign a form acknowledging they have received the handbook and this form must be placed in each participantrsquos file Before initiating a termination project directors should review their own policies and contact the SCSEP Help Desk and speak with a Program Officer if there are any questions Participants may only be terminated for the termination reasons (C-J) below and all termination policies will be applied fairly and consistently Sponsors will seek to avoid termination whenever possible and will use progressive discipline and corrective action as described below except in cases of serious violations such as fraud theft violence or threats to health or safety For further information regarding exit procedures see section 602 Exit Procedure

B DisciplinaryTermination Process

Normally the termination process will include the following steps Step One Documented Verbal Warning Sponsor staff will verbally warn the participant complete a detailed documentation of the warning for the file and include this documentation in the participantrsquos file Step Two Written Warning Sponsor staff will draft a written warning letter to the participant and discuss the written warning with the participant in person or via the telephone The written warning letter will be sent to the participant and a copy will be put in the participantrsquos file During both Steps One and Two project staff must inform the participant of the corrective action and time period in which the corrective action must be taken Step Three Termination Written notices of termination must be given to participants who project sponsors are terminating Participants have the right to appeal any termination decision In no case may a participant be terminated before 30 calendar days after project staff provide himher with their written notice SSAI sponsors can skip Steps One and Two and move directly to ldquoStep Three ndash Terminationrdquo for serious violations such as fraud theft destruction of property violence or threats to health or safety



C Types of Terminations

SCSEP participants may be terminated only for any one of the following seven (7) types of termination

1 Termination for Cause

2 Termination for Individual Employment Plan Violation

3 Termination for Violation of the Sponsorrsquos Leave of Absence Policy

4 Termination for Income Eligibility

5 Termination for Reaching Durational Limit

6 Termination Due to Program Ineligibility

7 Termination Due to Becoming Employed While on SCSEP

D Termination for Cause

Project directors must follow the proper procedures and policies governing terminations

Project sponsors must give participants terminated for cause written notice The termination letter must explain the reasons for termination state the participant is on leave without pay for 30 calendar days before the exit date and appeal procedures including deadlines and the name of the individual to whom the appeal should be made Participants have the right to appeal any termination decision (for example the appropriate timeframes and names of the individuals to whom to appeal) For more information see section 805 Personnel Policies and Complaint Resolution Procedures A sample termination letter can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Participants may not be terminated until 30 calendar days after project staff have provided the participant with the written notice (during which time they are on leave without pay and project directors must note this in SPARQ The project sponsor may but does not have to refer participants terminated for cause to other sources of assistance or to the American Job CenterOne-Stop delivery system

Reasons for terminations for cause include the following

bull Refusal to cooperate in establishing eligibility

bull Refusal andor unwillingness to perform assigned duties without good cause

bull Three or more unauthorized absences from the host agencytraining site without good cause or proper notice or a pattern of unexcused tardiness

bull Falsification of timesheets eligibility or other official records (for more information see section 202-G)

bull Insubordination that is intentionally refusing to carry out the direction or instructions of a host agency supervisor or sponsorsubgrantee staff without good cause

bull Obscene abusive harassing or threatening language or behavior

bull Causing an imminent threat to health or safety

bull Theft meaning illegally taking or withholding the property of another without permission



bull Intentional loss damage destruction or disclosure of unauthorized use of property records or information

bull Workplace harassment or discrimination on the basis of sex race color religion national origin age marital status or disability

bull Conviction of a felony or any criminal drug statue for a violation occurring in the workplace

while on or off duty or while on duty away from the workplace

bull Consuming selling purchasing manufacturing distributing possessing or using any illegal or non-prescribed drug or from being under the influence of alcohol andor other drugs while performing hisher host agency assignment or while carrying out objectives required by the IEP Legally prescribed medications are excluded if they do not affect the participantrsquos ability to perform his or her duties or protect the safety of the participant or others

bull Being found to have unsubsidized employment while on SCSEP

bull Exceeding the SSAI accepted leave without pay policy by failing to return form leave by the

required date without due notice or good cause (for more information see section 700-F Leave Without PayLeave of Absence)

bull A pattern of consistent and conscious failure to follow the steps mutually agreed upon and

outlined in the IEP without good cause including

Refusing to search for a job

Sabotaging a job interview for example a participant tells the interviewer that he or she is not interested in the job or tells the interviewer that he or she is not qualified

Refusal of a reasonable number (3) of job offers andor referrals to job openings

Refusing to accept or transfer to a different community service assignment

Refusal to accept IEP-related training opportunities

Refusal to register and follow-up with the American Job CenterOne-Stop related to unsubsidized employment

Refusing to accept or follow-through on obtaining support services that will enhance the participantrsquos ability to participant in a community service assignment consistent with the IEP without good cause

Refusing to cooperate with the assessment or IEP process such as refusing to participate in the completion of the assessment reassessment the IEP andor updates and

Refusing to cooperate with other IEP-related referrals

Behaviors that may lead to any termination for cause must be documented thoroughly and included in the participantrsquos records (see section 603-B DisciplinaryTermination Process)



E Termination for Individual Employment Plan (IEP) Violation The IEP serves to reflect the goals of the participant while on SCSEP and it is created in collaboration the participant and the host agency supervisor An initial IEP must contain an appropriate employment goal but subsequent IEPs need not have an employment goal if one is not feasible for the participant In those cases the IEP should reflect other appropriate goals for self-sufficiency including supportive services to address to address barriers additional training andor transition to other programs or services (for more information see section 301-D) As noted in section 603-D above repeated refusal by the participant to perform specific actions as agreed to in the IEP such as attending a job interview or accepting an alternative community service assignment or attending GED class may result in termination for cause Participants may be terminated for refusal to accept a reasonable number (3) of job offers or referrals to unsubsidized employment appropriately related to their Individual Employment Plan (IEP) if the participants have no extenuating circumstances that would prevent them from moving to such employment Before issuing a termination notice project sponsors must give the participant a verbal warning that also is documented and subsequent written notices The notices must cite a specific incident in which the participant did not fulfill an IEP responsibility the provision violated in the jointly signed agreement and inform the participant of the corrective action and time period in which the corrective action must be taken If the participant does not take appropriate corrective action by the stipulated deadline project sponsors must give the participant a written termination notice that includes the reasons for IEP termination (stated in their personnel policies and procedures and their participant orientation sessions) The termination letter must also explain that the participant is on leave without pay for 30 calendar days before the exit date and appeal procedures including deadlines and the name of the individual to whom the appeal should be made Participants have the right to appeal any termination decision For more information see section 805 Personnel Policies and Complaint Resolution Procedures The project sponsor may but does not have to refer them to other sources of assistance or to the American Job Center delivery system A sample termination letter can be found in this manualrsquos Appendix II and at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partners page Such participants may not be terminated until 30 calendar days after project staff have provided them with the written termination notice during which time they are on leave without pay and project directors must note this in SPARQ

F Termination for Violation of Sponsorrsquos Leave Without PayLeave of Absence Policy Participants may be terminated if they reach the time limit of a project sponsorrsquos Leave of Absence policy or if the participant does not comply with the SSAI approved policy as outlined in their Participant Handbook (for more information see section 700-F Leave Without PayLeave of Absence) Before terminating a participant for reaching the time limit of a Leave Without PayLeave of Absence policy or for non-compliance with the policy project directors should review their own policies and discuss the possible termination with a Program Officer on the Front End Support Team Project sponsors must include their approved policies for Leave Without PayLeave of Absence in their Participant Handbooks (for more information see section 700-F Leave Without PayLeave of Absence) Every participant must receive a copy of the sponsorrsquos handbook andor personnel policies and participantsrsquo files must contain a form they sign attesting that they have received it and received a verbal review of it



Project staff should not begin the disciplinary or termination process until after the time limit of a Leave Without PayLeave of Absence policy has been reached or a violation of the policy has occurred Participants may not be terminated for a violation of the project sponsorrsquos Leave of Absence policy until 30 calendar days after project staff have provided the participants with the written notice (during which time they are on leave without pay and project directors must note this in SPARQ The project sponsor may but does not have to refer them to other sources of assistance or to the American Job Center delivery system A sample termination letter can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

G Termination for Income Ineligibility If at any time a project sponsor determines that a participant no longer is eligible for continued enrollment because he or she has attained additional includable income during the preceding six or 12 months or because of a change in family status the participant must be terminated (for more information see section 204-D Method of Computing Income) Project sponsors must inform participants who are income ineligible of the reason for termination and provide the participant with a 30-calendar-day written notice The participant is allowed to continue working at their Community Service Assignment until exited Such participants may not be terminated until 30 calendar days after project staff have provided the participants with written notice The written termination letter must explain the reasons for termination appeal procedures including deadlines and the name of the individual to whom the appeal should be made Participants have the right to appeal any termination decision For more information see section 805 Personnel Policies and Complaint Resolution Procedures The project sponsor must refer them to other sources of assistance or to the American Job Center delivery system For information on determining date of ineligibility due to income see section 601-B Termination of Income Ineligible Participant The SCSEP Participant Form and SCSEP Exit Form documenting the participantrsquos ineligibility must be completed and submitted to SSAI Project sponsors also should maintain copies of those forms in their records Determinations of ineligibility cannot be based on anticipated changes in income or family size they must be based on actual data As a best practice during orientation project sponsors should inform participants of their responsibility to report increases in income and changes in family status The SCSEP Participant Form SCSEP Exit Form and a sample termination letter can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

H Termination for Reaching Individual Durational Limit The maximum eligibility period for SCSEP participation for people enrolled on or after July 1 2007 is a total of four years or 48 months (For more information see section 203-D Durational Limit on Individualrsquos Program Participation) SSAI requires sponsors to develop a Transition Assessment and Individual Employment Plan (IEP) for the participant with a goal of self-sufficiency after termination from SCSEP (For more information see section 301-F Assessments Needed for Transition Assessment and IEP and section 301-G Transition Assessment and IEP)



Participants who reach their individual durational limit must be terminated on the date when they reach their four-year limit Written notices of termination including the reason for the action and appeal procedures must be given to participants who the project sponsor expects to terminate 30 calendar days prior to their four year durational limit dateexit date Participants have the right to appeal any decision A sample termination letter can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

I Termination Due to Program Ineligibility If a program sponsor determines a participant is ineligible (or no longer eligible) during the eligibility verification process it must give written notice explaining the reasons for termination and applicable procedures to appeal Such people must be referred to other sources of assistance including the American Job CenterOne-Stop delivery system If a sponsor discovers after the eligibility or recertification process is finished that staff incorrectly determined a person to be eligible through no fault of the person the sponsor must give immediate written 30 calendar day notice explaining the reasons for termination and applicable procedures to appeal as well as referrals to other sources of assistance including the American Job CenterOne-Stop delivery system Participants are allowed to continue working at their Community Service Assignment until exited (see 603-E Termination for Income Eligibility) The types of reasons that may come to light after the eligibility process has been finished which could make a participant ineligible are for example new and more accurate information about age or income Participants may not be terminated until 30 days after project staff have provided the participants with written notice The termination letter must explain the reasons for termination and the appeal procedures A sample termination letter can be found in this manualrsquos Appendix II and at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partners page

J Termination Due to Becoming Employed While Enrolled on SCSEP To qualify for enrollment in SCSEP a participant has to be unemployed If at any time subgrantee staff determines that a participant entered unsubsidized employment while enrolled on SCSEP the participant will be placed on leave without pay and will be given an immediate written 30 day calendar notice explaining the reasons for termination and applicable procedures to appeal Such participants may not be terminated until 30 calendar days after project staff have provided them with the written termination notice during which time they are on leave without pay and project directors must enter this data in SPARQ The termination letter must explain the reasons for termination state the participant is on leave without pay for 30 calendar days before the exit date and appeal procedures including deadlines and the name of the individual to whom the appeal should be made Participants have the right to appeal any termination decision For more information see section 805 Personnel Policies and Complaint Resolution Procedures A sample termination letter can be found in this manualrsquos Appendix II and at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partners page



K Documentation for Termination All termination reasons should be reported on the SCSEP Exit Form (for more information see section 602 Exit Procedure) The SCSEP Exit Form is available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Project sponsors must retain in the participantrsquos file copies of all termination-related documentation including but not limited to termination letters corrective action correspondence detailed case notes from project staff detailed information from the host agency supervisor and copies of the Orientation Checklist that affirm the participant received and reviewed the Participant Handbook including its termination and grievance policies


Part 7 Page 1 of 1



A Normal Hours of Community Service for Participants B Limitations on Hours of Community Service Assignment C Reduced Hours of Community Service for Participants D Waiver Required for Less Than 20 Hours Per Week E Approved Break in Participation F Leave Without PayLeave of Absence G Participant Wages H Wages Paid During Orientation Training and Participant Meetings I Timesheet Required J Use of Electronic Timesheets

K Reporting of Hours in Community Service Required 701 Physical Examinations for Participants

A Physical Examination Is a Fringe Benefit B Physical to Be Offered After Enrollment C Waiving the Physical Examination D Results of Examination Are the Participantrsquos Property E Limitations on Transfers or Reassignment from Another Grantee Without Additional Physical Examination F Physical Examinations Can Be Required for Certain Community Service Assignments G Other Testing Can Be Required for Certain Community Service Assignments H Seeking Free or Reduced-Cost Physical Examinations Encouraged


A Required Fringe Benefits B Jury Duty C Payments to Retirement Funds Prohibited



700 Hours of Community Service and Participant Wages A Normal Hours of Community Service for Participants Project sponsors normally will provide an average of 20 hours of community service per week for each participant Community service schedules are flexible and may be adjusted within the limits set forth in this section to suit the participantrsquos and host agencyrsquos convenience Project sponsors must approve each participantrsquos schedule The 20 hours of community service does not include any additional training the participant may receive

B Limitations on Hours of Community Service Assignment Participants cannot be required to be in community service more than 20 hours per week Under special circumstances and with prior written approval from the SSAI a participant may be permitted to be in community service at a host agency more than 20 hours per week This limitation is subject to budgetary and programmatic considerations and with prior approval of SSAI may be adjusted Participants assigned as ldquoparticipant staffrdquo to SCSEP project services may be approved for a maximum of 29 hours per week To request authorization project sponsors must contact SSAI at 301-578-8989 via email at scsephelpssa-iorg or by opening a case in SSAI Connect For more information refer to Policy 103-G Assignments in SCSEP Project Services This policy does not apply to sponsors in the position of having to offer reduced hours (less than 20 hours per week) to all of their participants Participants with prior written approval from SSAI may train in community service for 20 hours per week and participate in other general training up to 9 hours per week with the combined hours per week not exceeding a total of 29 hours per week All training including community service must be documented in the participantrsquos Individual Employment Plan IEP (see section 301-C Individual Employment Plan (IEP)) and the hours reported quarterly in SPARQ SSAI approval regarding such combinations of community service and other training is subject to budgetary and programmatic considerations

C Reduced Hours of Community Service for Participants Due to budget constraints and challenges with securing unsubsidized employment project sponsors may have to consider offering less than 20 hours of community service training per week to all of their participants Project sponsors must create and regularly update their Project Performance Plans (PPP) as required (see 1005-C for more information) to monitor their individual program situation Project sponsors cannot automatically reduce participant hours Sponsors must consult with SSAI and receive prior approval before reducing participant hours worked If SSAI does approve reduced hours for a sponsor the least number of hours the sponsor must provide to participants is 15 hours per week per quarter



For sponsors having to offer reduced hours (less than 20 hours per week) to all of their participants participant staff hours must be reduced in proportion (ie they may work a maximum of 50 more per week than other participants

bull If your participants are now working 18 hours per week participant staff can work up to 27 hours per week


Project staff must secure authorization from SSAI for each participant in a participant staff community service assignment for the additional hours the participant staff will work above the hours worked by the other participants on their program For more information refer to Policy 103-G Assignments in SCSEP Project Services To request authorization project sponsors must contact the SSAI at at 301-578-8989 via email at scsephelpssa-iorg or by opening a case in SSAI Connect

D Waiver Required for Less Than 20 Hours Per Week A participant who wishes to provide less than 20 hours of community service per week on a regular basis must sign a statement acknowledging that 20 hours per week have been offered and declined This form is not needed for participants where the sponsor provides an average of 19 hours per week of community service to be in compliance with local labor law nor is this form required when all participants are in a SSAI approved reduced hours situation This information must be recorded on the Statement of Desired Hours of Work as Participant Form which is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

E Approved Break in Participation Whenever a participant will not be earning wages from a community service assignment for more than three consecutive days project staff must record the approved break information on the SCSEP Community Service Assignment Form and enter the data into SPARQ Approved Break in Participation is a data collection element which is used to record the time a participant is not receiving wages from community service or training Participants must be placed on an approved break in service any time they will not be earning wages from community service or training for more than three consecutive days regardless of the reason or circumstances for the break Putting a participant on an approved break in participation stops the four-year 48-month SCSEP participation clock (see section 203-D Durational Limit on Individualrsquos Program Participation) All Approved Breaks in Participation must be documented in the participant files and recorded in SPARQ The following are circumstances that can result in an approved break in participation

bull When a sponsor intends to transfer the participant to another host agency and has not yet identified the new host agency within three days or the participant will not be able to start the new assignment within three days (use the SCSEP Community Service Assignment Form) 15 15h 15c

bull Participant has been given 30-calendar day notice of termination for any reason

bull Participant has an active workersrsquo compensation claim



bull Participant has a medical or family health issue (see section 700-F Leave Without PayLeave of Absence)

bull Participant has a personal issue (see section 700-F Leave Without PayLeave of Absence)

SSAI requires sponsors to develop policies for leave without pay or leave of absence which must include a maximum duration of leave for medical or family health or personal reasons (See section 700-F Leave Without PayLeave of Absence) Participants on Approved Break must be recertified except those who have an active workersrsquo compensation claim They are to be recertified when they return with a doctorrsquos release (See sections 203-I and 601 A-C)

F Leave Without PayLeave of Absence SSAI requires that projects develop policies for approved leave without pay or leaves of absence SSAI recommends that sponsors develop a policy with a maximum duration of no more than 30 days If a participant is going to be on a leave of absence which exceeds the maximum duration of the sponsorrsquos policy SSAI recommends that the sponsor exits the participant If a participant wants to return to SCSEP following a leave of absence which exceeds the maximum duration of the sponsorrsquos policy the participantrsquos re-enrollment will be subject to the SCSEP enrollment priorities (see section 201 Enrollment Priorities) and whether the project has any enrollment vacancies based on its project performance plan Furthermore SSAI recommends that projects only approve extended breaks in participation or leaves of absences up to 30 days for significant reasons such as health For example if a participant is going on vacation or out of town to visit family for more than 30 days projects should exit the participant If such a participant returns to the area and wishes to re-enroll he or she will be subject to the SCSEP enrollment priorities and whether the project has any enrollment vacancies based on its project performance plan Permitting participants to exit from SCSEP sends the message to participants that SCSEP is a temporary training program not a job Any time a participant will be on leave without pay for more than three consecutive days project staff must record the leave in the participantrsquos file and in SPARQ The sponsorrsquos leave without pay policy shall only apply to participant leave for medical or family health or personal reasons The sponsors leave without pay policy does not apply to participants who have been placed on approved break between community service assignments for administrative reasons such as pending termination or due to a workers compensation claim

G Participant Wages Upon assignment to a particular host agency a participant must receive wages at a rate no less than the highest of the following

bull The federal minimum wage or

bull The state or local minimum wage or

bull The prevailing wage for similar occupations of the same employer (The prevailing wage should be considered when a participant helps in SCSEP operations minus for example administration or job development)

Sponsors have to get prior approval from SSAI for any wage differentials from minimum wage for participants working on SCSEP operations



H Wages Paid During Orientation Training and Participant Meetings While engaged in orientation or required training participants should be paid according to the standards in section 700-G Participant Wages Participants must be paid at their regular rate of pay for time spent attending required participant meetings re-assessment and IEP update meetings and recertification meetings Individuals who are not yet SCSEP participants do not have to be paid SCSEP wages for attending a general overview of the SCSEP program or participate in a general assessment to determine his or her eligibility However once a participant is enrolled which means the individual has been found eligible and has been given a community service assignment he or she must be paid wages for time spent in orientation training assessment or in receiving any other service This requirement applies even if the participant has yet to start his or her assigned community service assignment at the host agency Participants may pursue self-development training outside of their participation in SCSEP They do not have to be paid wages when they participate in training that they have selected and that is not identified in their Individual Employment Plan

I Timesheet Required Each participant must file a timesheet for each pay period indicating the dates and community service hours and the type of other compensated hours The timesheet must be signed by the participant the host agency supervisor and the project director or an appropriate representative of the project sponsor Each project sponsor should consult with their respective agency auditors regarding acceptable methods of timesheet submission to include in the agencyrsquos policy and procedures Project sponsors may permit submission of participant timesheets via fax or PDF as long as the original of the completed timesheet is retained somewhere for inspection by authorized individuals It may be possible for original timesheets to be retained filed at the locations where the participants perform their community service (ie host agencies)

J Use of Electronic Timesheets The electronic time and attendance application must be able to collect the required data such as hours worked holiday hours etc The application should contain signing and approval features Functioning just like paper time sheet it must be signed by the participant and approved by the host agency supervisor and the project director or an appropriate designee must validate hours entered in order for the hours to be processed for pay All other required SCSEP procedures and practices for timesheets must be followed and the agency must satisfy the record retention requirements for any electronic participant payroll records

K Reporting of Hours in Community Service Required The US Department of Labor and SSAI data collection systems require project sponsors to report the number of hours of community service for each participant on a quarterly basis to fulfill the community service hours performance measure SSAI requires project sponsors to report this data in SPARQ as directed by SSAI following the quarter close Each project sponsor must report this information for all participants who received services in the reporting quarter regardless of when they enrolled or terminated in that month Use all timesheets and paychecks issued in the quarter to report this information If a pay period started in the previous month and extends into the current one use the last day of the prior pay period as the cutoff for the previous month



Project sponsors are to report hours in three categories and sponsors are encouraged to develop timesheets with columns to capture participantsrsquo time accurately (a sample timesheet is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

bull Total hours paid including wages and training

bull Total hours of paid general training only (include wages for time spent in orientation routine participant meetings and other specific training such as job fairs mdash project directors should report only training that has been designed and provided by the project sponsor either directly or through a training provider) and

bull Total hours of community service (include wages for time spent in direct community services time reimbursed for jury duty annual leave and routine in-service provided by the host agency andor paid holiday)




A Physical Examination Is a Fringe Benefit A low-cost or free physical examination is a fringe benefit and a service to the participant and cannot be used to determine eligibility This restriction on the examinationrsquos use for eligibility does not prohibit a project sponsor that requires all employees to undergo physical examinations from requiring physical examinations for participants

B Physical to Be Offered After Enrollment Project sponsors should offer each participant a low-cost or free physical examination within 60 days of the assignment date Additional physical examinations must be offered annually When offering the physical examination project directors should remember to explain that the project sponsor will pay part or all of the cost of the examination up to the physical exam fee cap found in the Sponsor Budget Instructions and that it will not affect the participantrsquos eligibility or community service placement The project director must document that a physical examination was offered and whether the participant accepted the offer using the Record of Offer of Physical Examination to Participant Form The documentation should be kept in the participantrsquos file recorded on the SCSEP Participant Form and the data entered into SPARQ

C Waiving the Physical Examination Participants have the right to refuse physical examinations and may decline the physical examination even after the project director explains why it is offered If a participant chooses not to accept a physical exam the refusal must be documented with a signed statement within 60 work days after the participant begins his or her community service assignment Additional waivers must be obtained and filed each time the participant declines the physical examination The Record of Offer of a Physical Examination Form is used to document the participantrsquos decision to waive the exam and should be kept in the participantrsquos file recorded on the SCSEP Participant Form and the data entered into SPARQ This form is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

D Results of Examination Are the Participantrsquos Property If the participant takes the physical examination the project director should ensure the report is provided to the participant only Although the participant can choose to share the results of the physical examination with the project director he or she is under no obligation to do so Except when required by a specific community service assignment the results of the physical examination must not be included in the participantrsquos record For accounting purposes a bill from the medical authority that performed the physical is sufficient documentation that an examination was performed

E Limitations on Transfers or Reassignment from Another Grantee Without Additional Physical Examination

A former participant may be transferred or reassigned from another grantee without an additional physical examination provided that no more than 12 months have elapsed since the last documented offer of a physical examination If more than 12 months have passed since the last documented offer of a physical examination the project sponsor has to offer the participant a physical



F Physical Examinations Can Be Required for Certain Community Service Assignments

If required by applicable health laws certain community service assignments may require participants to take physical examinations In such situations the results of these mandated tests must be shared with the project sponsor and host agency and must be included in the participantrsquos file Under these circumstances if the participant objects to taking the physical examination or to sharing the results the project sponsor must explain to that individual that declining to take the physical examination or certain mandated tests may limit or exclude him or her from the assignment

G Other Testing Can Be Required for Certain Community Service Assignments Certain community service assignments may require participants to take a tuberculosis test or drug test In such situations the results of these mandated tests must be shared with the project sponsor and host agency and must be included in the participantrsquos file For a participant whose drug test is positive the Sponsorrsquos Drug Free Workplace Policy determines the next steps with the participant up to and including termination (for more information see section 603 Termination)

H Seeking Free or Reduced-Cost Physical Examinations Encouraged SSAI sets forth the maximum amount of project funds per participant that may be expended for physical examinations in the SSAI SCSEP-Sponsor Budget Instructions which are available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Project sponsors must seek physical examinations at little or no cost to the project or to the participants The cost of physical examinations is an allowable cost only when the project sponsor cannot obtain free examinations If more extensive physical examinations are required for certain assignments the host agency is expected to assume the additional cost Any costs charged to the SSAI project sponsorrsquos budget in excess of the amount allowed must be related directly to the community service assignment or required as a condition of that assignment and fully documented and approved by SSAI



702 Fringe Benefits for Participants A Required Fringe Benefits The fringe benefits that are required by law must be provided uniformly to all participants with community service assignments The required fringe benefits include

bull Workersrsquo Compensation Project sponsors must provide workersrsquo compensation coverage to participants either through insurance by a recognized carrier or by self-insurance as allowed by state law

bull Social Security (FICA) Project sponsors must provide Social Security contributions for participants as required by law

bull Unemployment Insurance (UI) Project sponsors should provide unemployment compensation only when required by state law New York State is the only state in SSAIrsquos network where SCSEP participants are eligible for unemployment insurance benefits In New York State non-governmental host agencies are exempted from the UI requirement

bull Disability Insurance Project sponsors should provide disability insurance and other fringe benefits only when required by state law

bull Physical Examination Project sponsors must offer each participant a free or low-cost physical examination every year (see section 701 Physical Examinations for Participants)

bull Federal holidays Project sponsors must either pay for or reschedule hours not worked when a host agency is closed for a federal holiday The approved Federal Holidays are New Yearrsquos Day Birthday of Dr Martin Luther King Jr Washingtonrsquos Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

bull Sick leave Project sponsors must reschedule hours not worked due to sick leave For any sick leave greater than three consecutive days the participant must be on approved break and project sponsors must document this in the participantrsquos file and enter the data in SPARQ

Host Agency Closures Participants can only be paid for hours worked with the exception of federal holidays (see above) When a host agency is closed for a federal holiday or some other reason ndash for example due to inclement weather or Election Day ndash a participant may be given the choice to make up the missed work time or not be paid If the participant chooses to make up the missed work time ndash and the host agency can accommodate the participant making up the hours ndash the participant must preferably make up the time in the current pay period but no later than the close of the subsequent pay period

B Jury Duty A participant may receive payment for and be granted time off for jury duty consistent with the project sponsorrsquos policy if required by state law

C Payments to Retirement Funds Prohibited Payment of federal funds into a retirement or pension fund in lieu of payment into Social Security Federal Insurance Contributions Tax (FICA) is prohibited


Part 8 Page 1 of 1

Part 8 Assignment Limit Discrimination Political Activities Nepotism Work During Labor Disputes and Personnel Policies


A Change of Community Service Assignments 801 Discrimination Prohibited

A Project Sponsor Responsibility for Non-Discrimination B Definition of Disability


A Political Activities and Patronage B Allowable and Unallowable Political Activity Notice Required C SCSEP Funds May Not Be Used for Lobbying


A Definition of Nepotism B Nepotism Prohibited in Enrollment and Assignment of Participants


A Union Organizing B Participant May Not Work During Labor-Management Dispute C Alternate Temporary Assignments Required


A Complaints or Questions Regarding Nondiscrimination Requirements B Notification of Filing of Complaint Required C Adverse Action Against Participant D Complaint ResolutionGrievance Policy Procedure E Right to Appeal to SSAI F Right to Appeal to the US Department of Labor I US Department of Labor Review J Training for Personnel Who Respond to Appeals



800 Limits on Community Service Assignments A Change of Community Service Assignments The length of time that participants may remain in a community service assignment is determined by each participantrsquos Individual Employment Plan (IEP) A project director may choose to move a participant to a new community service assignment either within the existing host agency or to a new host agency when the participant has mastered existing opportunities and a change in assignment would provide the participant with additional experiences to further progress towards his or her IEP goals Sponsors must document in each participantrsquos IEP the appropriate assignment length Changing community service assignments is intended to

bull Increase the participantrsquos chances of obtaining unsubsidized employment

bull Provide opportunities to increase responsibilities and learn or improve skills in new assignments

bull Prevent a host agency from using any participant to perform tasks which otherwise would be performed by regular staff members and

bull Encourage the development of new host agency training assignments A project director should move the participant to a new community service assignment if the project director determines that a different community service assignment would accomplish any of the following

bull Provide greater opportunity for the participant to use and develop existing or new skills and aptitudes

bull Provide work experience that will enhance the participantrsquos potential for unsubsidized employment or

bull Serve the best interests of the participant or the project sponsor When moving a participant to a new community service assignment sponsors need to update a SCSEP Community Service Assignment Form To monitor the length of time a participant has been assigned to a particular community service assignment project sponsors are required to keep adequate records of the beginning date of each participantrsquos assignment in the participantrsquos file Sponsors can locate this information in SPARQ NOTE Participants who are exercising the Right of Return minus following a failed unsubsidized placement are not allowed to return to the previously held community service assignment You must create a new community service assignment even if you assign the participant to the old host agency (for more information see section 202-C Right of Return) For participants reaching their Individual Durational Limit (IDL) SSAI requires projects to develop Transition Assessment amp IEPs for participants who have not secured unsubsidized employment and are within 12 months of reaching their durational limit The purpose of the Transition Assessment and IEP for participants reaching their IDL and who are not job ready to give them a post-SCSEP survival plan by the time they must be terminated from the program


December 2011 801 Page 1 of 1

801 Discrimination Prohibited A Project Sponsor Responsibility for Non-Discrimination Project sponsors are responsible for ensuring participants are not sexually harassed or discriminated against on the grounds of race color religion gender national origin disability or age by the project sponsor or host agency Participants may not be excluded from or be denied the benefits of any activity funded in whole or in part under SCSEP SSAI subgrantees also may not select reject promote or terminate participants based on their political affiliations or beliefs Sponsors must prioritize the eligible people they select for SCSEP participation as outlined in section 201 Selection of eligible participants based on these enrollment priorities is not a discriminatory process (Reworded) Project sponsors must be aware of and take necessary steps to comply with Title VI of Civil Rights Act of 1964 Section 504 of the Rehabilitation Act of 1973 and Section 188 of the Workforce Innovation and Opportunity Act of 2014 (WIOA) Sponsor Staff must refer complaints alleging discrimination on the basis of race color religion gender sexual orientation national origin disability or age ndash except when age was used as a valid requirement for SCSEP eligibility as described in Policy 203 Eligibility Requirements ndash to the Civil Rights Center as outlined in 805-A-1

B Definition of Disability

For the purposes of SCSEP the 2006 Older Americans Act (OAA) defines ldquodisabilityrdquo as attributable to mental or physical impairments that singly or in combination result in substantial functional limitations in one or more of the following major life activities self-care receptive and expressive language learning mobility self direction capacity for independent living economic self-sufficiency cognitive functioning and emotional adjustment The OAA definition of ldquodisabilityrdquo may not match the definition of other programs you may be familiar with such as the Department of Veterans Affairs Refer to SSAI Data Validation Checklist



802 Political Activities and Lobbying by Project Sponsor and Participants A Political Activities and Patronage Participants and SSAI project sponsor staff members are free to engage in political activities with certain restrictions The restrictions include the following

bull Neither participants nor SSAI project sponsor staff may engage in partisan or non-partisan political activity during hours for which the participant or the staff member is paid with SSAI SCSEP funds including funds that are part of the non-federal share of costs

bull Neither participants nor SSAI project sponsor staff may engage in partisan political activity in which the participant or staff member represents himself or herself as a spokesperson for the project or SCSEP

bull Participants may not be assigned to the office of a member of Congress or a state or local legislator or to the staff of any legislative committee

bull Participants may not be assigned to the immediate office of an elected chief executive officer of a state government or unit of general local government except under these conditions

1 A unit of local government may serve as a host agency for a participant provided that their assignments are non-political and

2 When an assignment technically is in such an office but is for a program activity not in any way involved in a political function

bull Participants may not be assigned to perform any political activity in the office of any other elected official although they may perform non-political activities if the SCSEP sponsor has safeguards to ensure the activities are non-political and the safeguards are subject to review and monitoring by SSAI

SSAI subgrantees may not select reject promote or terminate participants based on their political affiliations or beliefs

B Allowable and Unallowable Political Activity Notice Required Program sponsors must provide all persons associated with SCSEP activities ndash including participants staff and host agencies ndash with a written notice that explains allowable and unallowable political activities under the Hatch Act The notice must be posted in every workplace in which SCSEP activities are conducted The notice which is provided by SSAI contains the address and telephone number of the Inspector General of the US Department of Labor to whom questions regarding the enforcement of the Hatch Act may be addressed The notice is available in this manualrsquos Appendix II and on the partnersrsquo page at SSAIrsquos website at httpseniorserviceamericaorg Project sponsors must ensure that host agency agreements stipulate that participants may not engage in defined lobbying activities such as making phone calls sending letters to Congress or assisting others in those activities as part of their paid community service employment Sponsors must also monitor assignments to make sure that the restrictions are being enforced

802 SSAI Participants Program Policy and Procedure Manual

802 Page 2 of 2 January 2011

C SCSEP Funds May Not Be Used for Lobbying SCSEP project funds including the non-federal share may not be used in any way to attempt to influence a member of Congress to favor or oppose any legislation or appropriation or to attempt to influence a member of a state or local legislature to favor or oppose any legislation or appropriation by that legislative body



803 Nepotism Prohibited A Definition of Nepotism Nepotism means providing favorable consideration to immediate family members of participants The immediate family includes wife husband son daughter mother father brother brother-in-law sister sister-in-law son-in-law daughter-in-law mother-in-law father-in-law aunt uncle niece nephew stepparent stepchild grandparent and grandchild

B Nepotism Prohibited in Enrollment and Assignment of Participants SSAI subgrantees must ensure that no host agency serves as a worksite for a participant who works in a SCSEP community service assignment if a member of that participantrsquos immediate family is engaged in a decision-making or supervisory capacity (whether compensated or not) for that project host agency or participant The US Department of Labor may exempt worksites on Native American reservations or in rural areas from this requirement if they can provide documentation that no other persons are eligible and available to participate Sponsors in rural areas with participants who may be in this situation must contact SSAI to identify steps to take regarding the participantrsquos placement Immediate family includes wife husband son daughter mother father brother sister son-in-law daughter-in-law mother-in-law father-in-law brother-in-law sister-in-law aunt uncle niece nephew stepparent stepchild grandparent or grandchild Where state or local statutes regarding nepotism are more restrictive than this policy the state or local laws apply




A Union Organizing SCSEP funds including the non-federal share of costs may not be used to assist promote or deter union organizing

B Participant May Not Work During Labor-Management Dispute When there is a dispute between employed workers who are represented by a bargaining agent and host agency management and when employees undertake a certified job action to resolve unfair labor practices participants cannot be assigned to perform work that is the same as or substantially the same as the work performed by those persons engaged in a sanctioned job action against a host agency Also participants cannot engage in assignments during the course of a bona fide labor-management dispute between the management and the employees of a host agency

C Alternate Temporary Assignments Required When there is a labor-management dispute project directors must assign participants temporarily to other host agencies until the dispute is resolved Such disputes are defined in section 804-B Participant May Not Work During Labor-Management Dispute




A Complaints or Questions Regarding Nondiscrimination Requirements

1 Complaints or questions regarding nondiscrimination requirements or complaints alleging a violation of the nondiscrimination requirements of Title VI of the Civil Rights Act of 1964 Section 504 of the Rehabilitation Act of 1973 Section 188 of the Workforce Innovation and Opportunity Act of 2014 (WIOA) or their implementing regulations must be directed or mailed to Civil Rights Center at the US Department of Labor at Director Civil Rights Center US Department of Labor Room N-4123 200 Constitution Avenue NW Washington DC 20210

2 Sponsor Staff must refer complaints alleging discrimination on the basis of race color religion gender sexual orientation national origin disability or age ndash except when age was used as a valid requirement for SCSEP eligibility as described in Policy 203 Eligibility Requirements ndash to the Civil Rights Center as outlined in 805-A-1 above

3 Sponsor staff should not process an allegation based on 805-A Sponsor staff should advise the participant that the complaint or question will be filed with the Civil Rights Center in accordance with this Section

4 Pending the disposition of the allegation by the Civil Rights Center the sponsor staff should assist the participant to resolve any Program problems in the same manner as sponsor staff would assist any other participant regardless of the discrimination allegation

B Notification of Filing of Complaint Required When a participant files a written complaint this invokes the project sponsorrsquos complaint resolution procedures The project sponsor must notify the SSAI SCSEP National Director and provide a copy of the complaint within seven business days

C Adverse Action Against Participant When a project sponsor takes an adverse action against a participant the sponsor must notify the participant in writing of the reason or reasons for the action and advise him or her of the complaint resolution procedures and of his or her right to appeal to SSAIrsquos SCSEP National Director

D Complaint Resolution Grievance Policy Procedure Project sponsors must establish a complaint resolution procedure for participants Below are the steps that must be included in the procedure Project sponsors should be sure to include a specific time limit for completion of each of these steps

1 Upon receipt of a written complaint the project director the participant who filed the complaint and the host agency supervisor if appropriate should seek promptly to resolve the differences in an informal conference

2 A written statement outlining the result of the conference should be provided to all involved persons promptly

SSAI Senior AIDES Program Policy and Procedure Manual 805


3 If the participant who filed the complaint is not satisfied with the results of the informal conference he or she has the right to appeal to an established complaint resolution committee or to the chief executive officer of the sponsor agency as provided for in the applicable participant policies and procedures

4 The project sponsor should ensure the appeal is heard promptly

5 The participant should have the right to use the assistance of others at the hearing to call witnesses and to question those involved in the complaint

6 A written summary of the decisions made at the hearing must be provided promptly to all involved

7 The time limit of the complaint resolution procedure for each project sponsor is 45 business days including the time for filing the appeal to SSAI

E Right to Appeal to SSAI Persons who are dissatisfied with a decision resulting from the project sponsorrsquos complaint resolution procedure have the right to appeal to SSAI

1 The participant should file a written appeal to SSAI within five business days of the sponsorrsquos decision

2 SSAI will send a letter to the complainant acknowledging receipt of the compliant and will review the results of the complaint resolution procedure and may hold a hearing to gather additional information

3 SSAI will affirm or amend the decision within 15 business days and provide the complainant and project sponsor a written copy of the decision stating that the decision is final except if the participant appeals to the US Department of Labor (see section 804-F Right to Appeal to the US Department of Labor)

F Right to Appeal to the US Department of Labor A complaint alleging violations of law may be appealed to the US Department of Labor (DOL) as described below if the complaint is not resolved within 60 business days of the time of filing by the combined complaint resolution procedure of the project sponsor and the SSAI SCSEP National Director A complaint alleging violations of law is appealed to the following DOL unit

1 Complaints alleging violations of the law A complaint alleging violations of law other than a complaint alleging discrimination which is not resolved within 60 business days as a result of the combined complaint resolution procedure of a project sponsor and SSAI may be filed with the Chief Division of Adult Services Employment and Training Administration US Department of Labor 200 Constitution Ave NW Washington DC 20210

G US Department of Labor Review US Department of Labor regulations governing SCSEP (20 CFR 641) provide that except for complaints alleging violations of the law and for complaints alleging discrimination the department shall limit its review to determining whether the appeals procedures of a project sponsor and SSAI were followed



H Training for Personnel Who Respond to Appeals Senior Service America Inc provides training for its subgrantee staff as well as its national office staff on the compliantgrievance process including how to respond to an appeal Sponsor staff training takes place via workshops at SSAI sponsored conferences or other meetings as well as via webinar It is also a topic covered in New Project Director training Sponsor staff are also encouraged to consult with SSAI national office staff at any point for direction should they have a question regarding a particular complaint


Part 9 Page 1 of 1

Part 9 Reporting and Data Collection 900 Data Collection

A Data Collection B Data Collection Forms and Tools C Customer Satisfaction Survey Process D Steps for Completing the Employer Survey E Privacy Act Statement



900 Data Collection

A Data Collection To encourage the goals of SCSEP and strengthen the framework of the services provided SCSEP grantees must collect a variety of participant demographic and performance measures data and enter the data into the DOL national database for SCSEP called SPARQ

SSAI must collect data from project sponsors and submit reports to the US Department of Labor regarding the eleven performance measures which include six ldquocore indicatorsrdquo and three ldquoadditional indicatorsrdquo (for detailed information on performance measures see section 101-D SSAI Performance Measures) The performance measure data is reflected in the Quarterly Progress Report (QPR) and is used as the basis for negotiating future performance levels SSAI must collect and submit participant demographic data based on information that SSAIrsquos project sponsors collect using three SSAI program forms the SCSEP Participant Form the SCSEP Community Service Assignment Form the SCSEP Exit Form and the SCSEP Unsubsidized Employment Form as well as other SPARQ data and SSAI online tools The Participant Form the SCSEP Community Service Assignment Form the SCSEP Exit Form and the SCSEP Unsubsidized Employment Form can be found in Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

B Data Collection Forms and Tools In addition to SPARQ SSAI uses a variety of paper-based and web-based tools to collect program information required for the US Department of Labor (DOL) and program operations The major aspects of SSAI data collection system are briefly described below

bull The SCSEP Participant Form collects basic participant information eligibility information participant characteristics information about the participantrsquos first community service work-based training assignment and information about the host agency that is used for the Customer Satisfaction Survey The SCSEP Participant Form also collects information about those individuals on a project sponsorrsquos waiting list and those who are ineligible For ineligible applicants project sponsors must use the Participant Form to record where ineligible applicants were referred

bull The SCSEP Community Service Assignment Form collects changes in the participantrsquos community service work-based training assignments as well as information on approved break in service

bull The SCSEP Exit Form collects information on the reason the participant exited or was terminated from the program

bull The SCSEP Unsubsidized Employment Form collects information on the unsubsidized job a participant achieved This form also collects the participantrsquos unsubsidized employerrsquos contact information that is used for the employer Customer Satisfaction Survey and provides the means for the project sponsor to conduct follow-up

bull The Recertification Webtool collects information from each participant to assure they are still income eligible for SCSEP services (For more information see section 601 Recertification of Eligibility)



bull Payroll-by-Payroll Webtool ndash due at the end of each pay period this Webtool collects information on participant wage payroll costs compared with a pro-rated budget amount

bull Project Performance Plan Webtool ndash due each time the Payroll-by-Payroll Webtool is updated this Webtool collects planning information for the annual period between July 1 of one year and June 30 of the following year from the project director regarding how he or she will spend all of their participant wage funds and meet their service level and unsubsidized exit goals (For more information see section 101-D SSAI Performance Measures)

C Customer Satisfaction Survey Process Customer Satisfaction Surveys are an additional indicator of performance for the SCSEP program (for more information see section 101-D SSAI Performance Measures) There are three surveys that measure satisfaction by three ldquocustomersrdquo participants host agency supervisors and unsubsidized employers Copies of the DOL survey forms are available at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partnersrsquo page

1 Participant Satisfaction Surveys

The US Department of Labor (DOL) selects the active and exited participants that will be mailed a Participant Satisfaction Survey After SSAI obtains the list of participants to be surveyed from the DOL SSAI creates lists of participantsrsquo names by sponsor and posts each sponsorrsquos list on the SSAIrsquos Partner page for each sponsor

bull SSAI annually requires sponsors to send a pre-survey letter to both active and exited participants on the sponsorrsquos list and provides a pre-survey sample letter including a due date for the pre-survey letters to be mailed SSAI provides sample pre-survey letters in English Spanish Chinese and Korean

bull If a participant on a sponsorrsquos survey list died after exiting SCSEP please complete and return a SCSEP Post-Exit Deceased Form This form notifies SSAI if a former SCSEP participant has died and will prevent any future communications such as the customer satisfaction survey from being sent to that person This form is available in this manualrsquos Appendix II and at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partnersrsquo page

bull SSAI will notify sponsors when the DOL mailing house has mailed the Participant Satisfaction Survey A sample of the Participant Satisfaction Survey Form is available in this manualrsquos Appendix II and at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partnersrsquo page

2 Host Agency Supervisor Satisfaction Surveys

The DOL does not inform SCSEP grantees which host agency supervisors it has selected to receive a Host Agency Satisfaction Survey Therefore SSAI annually requires sponsors to send a pre-survey letter (only when instructed by SSAI to do so) to all their active host agency supervisors

bull SSAI provides a sample of the host agency supervisor pre-survey letter

bull SSAI will notify sponsors when the DOL mailing house has mailed the Host Agency Supervisor Satisfaction Survey A sample of the survey form is available in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpwwwseniorserviceamericaorg



3 Employer Satisfaction Surveys

The Employer Satisfaction Survey process is implemented by SSAI project sponsors It is important to note the following

bull Not all employers qualify to receive the Employer Satisfaction Survey Employers must meet the four criteria listed below to qualify

bull Host agencies NEVER receive an employer satisfaction survey even when they have hired a sponsorrsquos participant They are surveyed ONLY as host agencies (This rule is DOLrsquos)

bull SSAI will provide regularly project sponsors with information on which employers are eligible to receive an employer survey

The four criteria that must be met for employers to qualify for a survey are the following

1 Employers must have received substantial services from a SCSEP project ndash which means the sponsor answered ldquoYesrdquo to question 21 on the SCSEP Unsubsidized Employment Form (ldquoWas the placement the result of a substantial service to the employer by the sub-granteerdquo)

2 Employers must NOT be host agencies which means the sponsor answered ldquoNordquo to question 7 on the SCSEP Unsubsidized Employment Form (ldquoIs the employer a host agencyrdquo)

3 Employers must not have been surveyed within the program year which means sponsors survey once and continue to enter the same survey number for subsequent placements with that same employer until the next program year

4 The employer is not a self-employed participant SSAI provides subgrantees with the materials for the Employer Surveys If you do not have any Employer Surveys and envelopes on hand please contact the SSAI by calling 301-578-8989 emailing scsephelpssa-iorg or by submitting a case via SSAI Connect

D Steps for Completing Employer Surveys Project Sponsors are required to take the following steps to secure Employer Surveys First Delivery Attempt Steps 1 Before the project sponsor delivers the survey to the employer sponsor staff need to notify the qualifying employer at the time of unsubsidized placement that a survey will be coming 2 The project sponsor must use the employer surveys provided by SSAI Each survey has a pre-printed number on the back of the last page The project sponsor must provide the mailing envelopes and postage for the reply envelopes 3 The project sponsor generates a cover letter to the qualified employer A copy of the Employer Survey letter can be found in Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg The letter is printed on sub-granteersquos letterhead and signed in blue ink by the sponsor staff whom made the placement and will conduct the first follow-up



4 The sponsor staff will include with the letter an envelope with the employer contact p e r s o n rsquo s address a nd puts sub-granteersquos return address in upper left corner 5 Project sponsors enter the Employer survey number for Question 23 on the SCSEP Unsubsidized Employment Form and enter the survey number into field 23 of the SCSEP Unsubsidized Employment Form in SPARQ 6 Project sponsors assemble an Employer survey packet -- cover letter survey return envelope (with live first class postage stamp affixed) ndash and deliver it to the employer contact in person at time of first follow-up (Follow-up 1) Mailing the survey packet instead of delivering by hand is permitted but strongly discouraged 7 Project sponsors then enter the date the employer survey packet was delivered into SPARQ (UE field 23) 8 SSAI will notify sponsors regularly of all Employer Surveys completed and received by the DOL vendor Using the data SSAI provides project sponsors will check the numbers of the completedreceived surveys against tracking form so the sponsor will know which employer surveys are not yet complete 9 If survey received the project sponsor is done

Second Delivery Attempt Steps 1 If the Employer does not complete and return the first survey within two weeks then the project sponsor must call the employer contact and let them know that you are sending another copy of the survey Talking Points for Informing Employers of Second (or Third) Survey can be found on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg 2 Project sponsors must generate a follow-up letter using same procedures as for first cover letter A copy of the Follow-up Letter to Unsubsidized Employers for Second (or Third) Survey can be found on the partnersrsquo page of SSAIrsquos website at httpseniorserviceameircaorg 3 The project sponsor must enter a new preprinted Employer survey number into SPARQ (UE field 24) 4 The project sponsor must assemble and mail another Employer survey packet -- cover letter survey return envelope (with live first class postage stamp affixed) ndash to the employer contact 5 The project sponsor will enter the date of mailing the packet into SPARQ (UE field 24) 6 SSAI will notify sponsors regularly of all Employer Surveys completed and received by the DOL vendor Using the data SSAI provides project sponsors will check the numbers of the completedreceived surveys against tracking form so the sponsor will know which employer surveys are not yet complete

7 If the Employer survey is received this time the project sponsor is done

For additional Employer Satisfaction Survey Forms please contact the SCSEP Help Desk



E Privacy Act Statement During initial orientation project sponsors are required to issue a Privacy Act Statement to each participant in order to collect information from them A copy of the Privacy Act Statement Form can be found in this manualrsquos Appendix II and on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Project sponsors do not need to retain a signed copy of the Privacy Act Statement Form in each participantrsquos file Project sponsors do need to indicate on the ldquoRecord of Participant Orientationrdquo for that the Privacy Act Statement was discussed and distributed to the participant NOTE If a participant cannot supply his or her Social Security Number he or she will be prevented from participation in SCSEP


Part 10 Page 1 of 1

Part 10 SSAI SCSEP Program Finance Procedures

1000 Sponsor Agreement Budget Instructions and Administrative Requirements

A SSAI SCSEP Sponsor Agreement B SSAI SCSEP Sponsor Budget Instructions C Uniform Administrative Requirements D Uniform Cost Principles E Other Specific Allowable Costs


A Definition of Administrative Costs B Definition of Program Costs


A Budget Proposal B Budgeting for Costs C Budget Proposal Form Line Items D Budget Revisions E Spending Requirements and Limitations F Budget Modifications G State Budgets


A Reporting Monthly Costs B Report of CostsSA1 Webtool C Completing the Report of CostsSA1 Webtool D Transmitting Report of Costs to SSAI E Payment to Project Sponsors Bank Account Information Needed F Closeout


A Types of Non-federal Costs B Report Non-federal Costs SA2 Webtool


A Emphasis on Monitoring Participant Wages and Fringe Benefits B Payroll-by-Payroll Webtool for Project Director to Monitor Wage and Fringe Benefit Expense C Project Performance Plan Webtool for Monitoring Costs and Budget


A Program Income and Its Use


June 2015 1000 Page 1 of 2


A SSAI SCSEP Sponsor Agreement The SSAI SCSEP Sponsor Agreement is the contractual basis for operation of an SSAI project It explains the project sponsorrsquos and SSAIrsquos responsibilities for program operation It includes the following

bull Beginning and ending dates of the agreement

bull The total award amount

bull The minimum award amount that must be expended on participant wages and fringe benefits as required by law (see sections 700-G Participant Wages and 702 Fringe Benefits for Participants)

bull The maximum amount of reimbursement of the project sponsorrsquos administrative and programother costs Full reimbursement of administrative costs and programother costs is based on full expenditure of the minimum award amount on participant wages and fringe benefit allocation (for more information see section 1000-C Uniform Administrative Requirements)

bull Performance goals including service level most-in-need community service hours entered employment rate retention rate and average earnings (for more information see section 101-D SSAI Performance Measures) as well as the payroll-by-payroll report and the project performance plan (for more information see section 1005-B Payroll-by-Payroll Webtool for Project Director to Monitor Wage and Fringe Benefit Expense and section 1005-C Project Performance Plan Webtool for Monitoring Costs and Budget) and

bull Additional compliance reporting record-keeping and procedural requirements some of which are incorporated by reference in other documents (for more information see Part 9 Reporting and Data Collection)

The agreement must be executed by both the project sponsor and SSAI Project directors should be familiar with the terms of the agreement and the operational procedures that it includes

B SSAI SCSEP Sponsor Budget Instructions The budget instructions are incorporated as Attachment 6 of the Sponsor Agreement (for more information see section 100-B Sponsor Agreement) A copy of the current program year budget instructions can be found on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg The budget instructions provide updated information for each program yearrsquos award and summarize key points or changes from prior years They also state that if a project sponsor does not expend at least the minimum required amount of funding on participant wages and fringe benefits as specified in the Sponsor Agreement SSAI may reduce proportionally the reimbursement requested by the project sponsor for administrative and programother costs


1002 Page 2 of 3 June 2015

Additional topics addressed by the budget instructions include

bull Classification of costs bull Allowable (reimbursable) costs and reimbursement procedures bull Non-federal share of costs and bull Required insurance coverage

Project directors should be familiar with the contents of the budget instructions

C Uniform Administrative Requirements The US Department of Labor has established uniform administrative requirements applicable to its grants and as such these requirements also are applicable to SSAIrsquos SCSEP project sponsors There are different requirements for different types of sponsor organizations which can be found in the 2CFR 200 Uniform Guidance

D Uniform Cost Principles There are uniform allowable cost principles that apply to SSAI project sponsors These cost principles provide guidance on what costs are allowable The cost principles are set out in 2 CFR 200 Uniform Guidance

E Other Specific Allowable Costs In addition to the uniform administrative requirements and cost principles noted in 1000-C Uniform Administrative Requirements and 1000-D Uniform Cost Principles respectively there are certain other specific allowable costs including the following

bull American Job CenterOne-Stop costs provided in accordance with a Memorandum of Understanding (MOU) [for more information about MOUs see section 105-C Coordination with Workforce Innovation and Opportunity Act (WIOA)] and

bull Costs to provide accessibility and reasonable accommodation for individuals with disabilities (for a definition of disability see section 801-B Definition of Disability)



1001 SCSEP Cost Classification All costs charged to SCSEP are classified as either administrative or program costs Project sponsors must report expenses according to these categories Administrative costs are covered in section 1001-A Definition of Administrative Costs and program costs are covered in section 1001-B Definition of Program Costs

A Definition of Administrative Costs Administrative costs may be personnel or non-personnel in nature and may be direct or indirect The Sponsor Agreement provides information about how much administrative expense SSAI will reimburse

Administrative costs include the following functions

bull Accounting budgeting financial and cash management

bull Procurement and purchasing functions

bull Property management

bull Personnel management and payroll

bull Audit

bull General legal services

bull Developing systems and procedures including information systems required for administrative functions

bull Oversight and monitoring responsibilities related to administrative functions

bull Goods and services used for administrative functions of the program including rental or purchase of equipment utilities office supplies postage and rental and maintenance of office space and

bull Travel incurred for official business to carry out administrative activities or the overall management of the program

B Definition of Program Costs Program costs will be the largest portion of a project sponsorrsquos budget and expenses because participant wages and fringe benefits are in this category

Program costs include but are not limited to the following functions

bull Participant wages and fringe benefits as required by law consisting of wages paid and fringe benefits provided to participants for hours of community service

bull Outreach recruitment and selection intake orientation assessment and preparation and updating of Individual Employment Plans

bull Participant training provided on the community service assignment in a classroom setting or utilizing other appropriate arrangements consisting of reasonable costs of instructors salaries classroom space training supplies materials equipment and tuition and

bull Job placement assistance (see restrictions detailed throughout section 401 Participant Training After Enrollment)

Project director and staff salary and benefits are primarily program costs not administrative costs For more information see ldquo2 Program CostsOtherrdquo in section 1002-C Budget Proposal Form Line Itemsrdquo




A Budget Proposal Project sponsors should prepare a budget for their programs SSAI provides a Budget Proposal Form as an attachment to the Sponsor Agreement to be used to submit a budget (for more information see section 100-B Sponsor Agreement) A spreadsheet with the same information also can be used The Budget Proposal Form should be signed and returned to SSAI along with the Sponsor Agreement It is very important that adequate planning and consideration be given to the budget proposal A properly planned and executed budget will enable the project sponsor and SSAI to monitor spending effectively during the course of the program year It also will help the project sponsors to utilize their award fully The Budget Proposal Form is available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

B Budgeting for Costs Preliminary budget planning should include consideration of how much is to be budgeted for program other expenses and administrative expenses If these potential expenses are not identified in the budgeting process it may be disruptive to recognize them later in the program year because the budgeted amounts for participant wages and fringe benefits would have to be reduced to pay for the unbudgeted programother or administrative costs At the same time if significant amounts are budgeted for programother andor administrative expenses and they are not used there will be an unspent award balance at the conclusion of the program year Those unspent funds represent a missed opportunity to enroll additional participants to support overall program goals (for more information see section 1005 Project Sponsor Financial Performance- Monitoring Costs vs Budget) Budget planning should be done using the Budget Proposal Form which is provided in the Sponsor Agreement and a copy of which is also available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg (for more information see section 1002-A Budget Proposal)

C Budget Proposal Form Line Items The line items on the Budget Proposal Form are detailed below and show the costs that SSAI will reimburse The same line items appear on the Report of Costs Form (SA1) which is used to report costs and request reimbursement from SSAI (for more information see section 1003-B Report of Costs Form (SA1 Form)) Both the Budget Proposal Form and the Report of Costs Form organize line items and costs according to the program costs and administrative costs described in section 1001 SCSEP Cost Classification Project sponsor staff costs appear twice in the budget ndash once under the programother section and again under ldquoproject administration otherrdquo ndash to allow project sponsors to categorize costs correctly for those performing programmatic services as well as for those performing administrative functions In cases in which one person performs both programmatic and administrative functions project sponsors should maintain a documented distribution of actual time worked



When completing the budget project sponsors should ensure that the line-item amounts for participant wages and fringe benefits equal at least the amount stated in the Sponsor Agreement Project directors also should ensure the amount budgeted for administrative expenses does not exceed the amount allowed by the Sponsor Agreement (For more information see section 1000 Sponsor Agreement Budget Instructions and Administrative Requirements)

1 Reimbursable Costs Program Costs Participant Wages and Fringe Benefits

bull FICA The project sponsorrsquos share of Federal Insurance Contributions Act (FICA) including Medicare

bull Workersrsquo Compensation Coverage must be in effect over the entire grant period Self-insured plans will be reimbursed for actual expenses up to what a normal commercial policy would have cost

bull Physical Examinations Project sponsors must offer each participant the opportunity to take a physical examination annually Project sponsors should ensure that physical exams can be obtained from local resources at low or no cost whenever possible (For more information see section 701 Physical Examinations for Participants)

bull Unemployment andor Disability Insurance Costs for unemployment andor disability insurance will be reimbursed if coverage is required by state law Generally participants are not eligible to participate in state unemployment programs (Payments to retirement plans are not permitted)

2 Program CostsOther

bull Transportation Transportation expenditures should be for the purpose of providing a benefit to participants and should not to be used to support other programs or services Cost of transportation to participant meetings is reimbursable but should be charged to training

bull Training Project sponsors may pay reasonable costs for skills training classroom instruction lectures seminars and individual instruction as well as other types of training Project sponsors are encouraged to obtain training through locally available resources including host agencies at no cost or reduced cost to the program Specialized training and OJE training must be approved by SSAI prior to implementation Stand-alone job search activities or job clubs are not permitted Costs for participant meetings should be included under training and would include for example costs of meeting rooms transportation of participants to and from such meetings light refreshments and other allowable costs related to the meetings

bull Incidentals mdash Expenses may be claimed for work-related items necessary for participation in the program if these items cannot be obtained free of charge from local resources Examples are work shoes badges uniforms safety glasses or tools Costs for mandatory criminalbackground andor fingerprint tests should be charged to this category

bull Subgrantee Staff Cost Wages and fringe benefits for staff performing programmatic functions

bull Other program costs

3 Administrative Costs

bull Subgrantee Staff CostAdministration Wages and fringe benefits of staff performing administrative functions

bull Other administrative costs



D Budget Revisions A budget revision is a reallocation of funds among the project sponsorrsquos line-item budget and can be initiated by the project sponsor as part of the ongoing monitoring of budget and expenses A revision does not change the total budget amount it is only a reallocation of amounts within the total budget The Budget Revision Form is available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg

E Spending Requirements and Limitations The sponsor agreement states the minimum amount of the award that must be spent on participant wages and fringe benefits as required by law (for more information see section 702 Fringe Benefits for Participants) It also states the maximum amount of administrative and other program costs that will be reimbursed Costs incurred should be compared regularly with these spending and limitation requirements If at program year end wages and fringe benefit expenses do not meet the minimum amount specified in the sponsor agreement administrative and other program cost reimbursement may be reduced proportionately

F Budget Modifications A budget modification is an increase or decrease to the contracted award amount SSAI may offer additional funding to a project sponsor to promote overall program goals However if SSAI determines that funds are not being expended in a timely manner or if other programmatic or financial goals are not being met the project sponsorrsquos award amount may be reduced Any modification to a project sponsorrsquos budget will be discussed with the project director and appropriate sponsor staff and will be documented fully within an Agreement Modification Form (sent out upon request) which will provide the reason for the modification the amount of the increase or decrease to the award and the new approved award amount Completed forms will be emailed to the project sponsor one is to be signed by the executive director or authorized official and returned to SSAI A modification is not in effect until it is signed by the project sponsorrsquos authorized official and the executive director of SSAI

G State Budgets The US Department of Labor allocates SCSEP funds on a state-by-state basis and SSAI manages its SCSEP program accordingly (for more information see section 106-A Coordination with Other SSAI Subgrantees) While SSAI contracts with individual sponsors it manages performance and expenditures on an individual state and national basis Throughout the year SSAI will work with all the sponsors within a state to ensure that state expenditures are in accordance with budgets and where necessary to reallocate funds




A Reporting Monthly Costs It is very important that project sponsors submit cost reports to SSAI on time Timely reporting accomplishes the following

bull Enables both the project sponsor and SSAI to monitor the rate and amount of program spending

bull Promotes program goals by maximizing the use of funds for participant wages and fringe benefits and

bull Allows SSAI to meet its reporting obligations to the US Department of Labor Budget data must be submitted monthly via the Report of CostsSA1Webtool within 30 days after each reported month The Report of CostsSA1Webtool can be accessed through the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg SSAI encourages its sponsors to submit their Report of Costs reports as soon as possible after the reported month

B Report of CostsSA1 Webtool Project sponsors must report project costs via the online Report of CostsSA1 Webtool The line items of cost on the form conform to the project sponsorrsquos budget In addition to reporting costs the webtool allows project sponsors to request an advance of funds to meet cash requirements Although SSAIrsquos preferred method of fiscal operation is on a reimbursement basis in cases in which cash flow considerations come into play SSAI can provide advances to project sponsors If advances of funds are requested it is the project sponsorrsquos responsibility to minimize the time between receiving funds from SSAI and their disbursement by requesting advances only as required generally according to the project sponsorrsquos payroll dates

C Completing the Report of CostsSA1 Webtool The online Report of CostsSA1Webtool is available on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg The SA1 Webtool must be completed as follows

bull Required Information Payroll Period Ending Date Enter the ending date of the participantrsquos last payroll period for which costs are included on the report This date is used by SSAI for monitoring the rate of incurring program expenses Do not confuse this date with the end of the month unless that date is the actual payroll period ending date

bull Column 1 Allowable line items are listed in this column

bull Column 2 Approved budget those figures are generated automatically

bull Column 3 (Previously Reported Cumulative Costs) Cumulative costs from the prior report of costs are automatically carried over and displayed



bull Column 4 (Costs for This Period) Costs for the current reporting period are reported here Any adjustments to prior period costs are included in this column by netting the adjustment against current period costs

bull Column 5 (Cumulative Costs) This column equals Column 3 (Previously Reported Cumulative Costs) plus Column 4 (Costs for This Period) This result equals cumulative year-to-date costs

bull Column 6 ( of budget spent) This is the percentage of your year-to-date budget that has currently been spent

bull Column 7 (Budget Balance) This equals the approved budget in column 2 minus the Cumulative Costs in column 5

bull Advance Requested If a funding advance is requested provide details in the advance section to the right of column 7 The advance column can be toggled on and off by clicking the link on the left side of the screen

The Report of CostsSA1 Webtool is designed so that a project sponsor always will be reimbursed fully at any point during the program year Project sponsors that use cash advances always will have full reimbursement of reported costs plus the amount of the current advance requested

D Transmitting Report of Costs to SSAI Once the Report of Costs webtool is completed a submit button will appear for transmittal to SSAI If a project sponsor requests an advance of funds it should ensure SSAI receives the form at least five business days prior to the date when the funds are to be credited to the project sponsorrsquos bank account

E Payment to Project Sponsors Bank Account Information Needed Payments to project sponsors are made by Automated Clearing House (ACH) electronic funds transfer to a bank account designated by the project sponsor The project sponsor must provide SSAI with a signed Bank Account Information Form which provides the bank name ABA routing number for ACH transfers and sponsorrsquos account number Some banks have special routing numbers for ACH transfers Project sponsors should not assume that the nine-digit routing number that appears on their bank checks is the correct one for ACH transfers Project sponsors should check with their banks to ensure the correct number is provided to SSAI Instructions to establish or change bank account information should be sent to SSAIrsquos SCSEP Finance Manager Use the Bank Information for SA1 SSAI SCSEP Sponsor Form which is available at SSAIrsquos website at httpseniorserviceamericaorg by clicking on the PartnerSubgrantee Sign In link to access the partnersrsquo page

F Closeout At the conclusion of each program year a closeout package will be sent to project sponsors specifying certain required closeout documentation and filing requirements Typically project sponsors must submit their closeout information to SSAI within 45 days after the end of the program year At that time a final statement of costs must be submitted SSAI promptly will pay all final claims due to the project sponsor Any excess advances paid by SSAI to the project sponsor must be returned with the final statement of costs



The final closeout requires a completed final Report of Costs be submitted on SSAIrsquos SA1 webtool and an accompanying list of participants their names and amounts earned during the grant period If the project sponsor collects funds related to the program such as workersrsquo compensation refunds after closeout documents have been submitted to SSAI the funds must be returned to SSAI with an explanation of the refund If participant payroll checks are undeliverable project sponsors should place a stop payment on the checks and return the amount to SSAI Such returns must include the following details for each participant whose check was returned date and amount of the original paycheck and the payeersquos name Social Security Number and last known address


June 2015 1004 Page 1 of 3

1004 Non-Federal Share of Costs A Types of Non-Federal Costs Non-federal matching costs or non-federal share of costs can be described as non-federal economic resources that sponsors voluntarily provide to demonstrate their communityrsquos measurable and identifiable assistance toward the accomplishment of the program objectives There are two types of matching costs cash (including indirect costs) and in-kind 1 Cash match represents the project sponsorrsquos actual expenditures that are direct and clearly identifiable

with the SSAI sponsor Expenditures should be supported by adequate documentation and if applicable allocation plans Examples are

bull Project sponsor staff salaries and fringe benefits for personnel working on the SSAI SCSEP project Such expenses could include the salaries of the project director bookkeeper and other administrative personnel Job descriptions of these individuals should show linkage to the program and timesheets should back up the claims

bull Administrative travel

bull Office space costs

bull Equipment and furniture and

bull Such miscellaneous expenses as expenditures for postage accountingpayroll services bank charges telephones copying services insurance bonding etc

Indirect costs are those expenses not specifically identifiable with a particular project or activity but that are necessary to the general operation of the organizationrsquos activities The cost of operating and maintaining building and equipment accounting services depreciation administrative salaries that are overhead (unrelated to specific program activities such as filling out staff timesheets which is a direct program expense) general telephone costs and supplies are types of expenses usually considered as indirect costs These costs might be charged directly but they usually are grouped into a common pool and allocated to these organizational activities Indirect costs are allocated to an activity based on an indirect cost rate study ndash the method for determining what portion of indirect costs will be charged to the SSAI project sponsorrsquos activities The cost study must be approved by a federal or state funding source or equivalent state agency for these costs to be allowable The approved indirect cost rate study must meet the criteria of the uniform guidance

2 In-kind costs are the value of non-cash goods and services directly benefiting the program In-kind

costs can come from host agencies project sponsors and the local community Although some in-kind costs can be difficult to measure they should meet all of the following criteria

bull They can be identified in the project sponsorrsquos recordkeeping system and if appropriate the host agencyrsquos system

bull They have not been included as costs for another federal program

bull They are necessary and reasonable for accomplishment of the program objectives and

bull They are supported by documentation


1004 Page 2 of 3 June 2015

a Examples of host agency in-kind cost include the following

bull Supervisory time The primary element of host agency in-kind cost is the supervisory time the host agency provides for the participants To ensure applicability

bull The host agency supervisor must be paid from non-federal funds

bull The host agency supervisorrsquos job description must contain the powerauthority to supervise participants

bull The host agency supervisorrsquos timesheet must support the hours claimed on the Host Agency Report and must be linked to specific participants

bull Rates for volunteer hours of supervision should be consistent with the regular hours paid for similar work in other activities of the host agency or the rates paid in the local labor market

bull A host agency supervisorrsquos hours normally will not exceed 20 percent of the total hours of the participants he or she supervises Exceptions may be made for initial training or other reasons

bull Host agencies that do not document the hourly rate of pay for their supervisors should value it at the minimum wage rate and

bull The project sponsor is responsible for determining andor validating that host agency non-federal costs are documented correctly and recorded in the host agencyrsquos accounting records In-kind documents supplied by the host agencies should contain the name date and description of service the supervisorrsquos signature and the value of the service provided

b Other host agency in-kind costs Other expenses that may be allowed as in-kind costs include

but are not limited to space charges utilities telephone transportation meals supplies and copying charges

c Sponsor in-kind costs Sponsor in-kind costs include but are not limited to the value of supervision of participants and office space These should be documented the same as host agency in-kind costs

d Other in-kind costs In-kind costs also may be claimed for such services provided by the local

community as

bull Professional services or physicianrsquos time bull Discounted services such as the difference between the market value of a physical and the

amount charged to the project sponsor and bull Meeting space

Non-federal costs reported by a project sponsor must be recorded in the project sponsorrsquos financial records


June 2015 1004 Page 3 of 3

B Report of Non-Federal CostsSA2 Webtool Project sponsors must report project non-federal costs on SSAIrsquos Report of Non-Federal CostsSA2 Webtool In the event there is any excess of non-federal matching costs the project sponsor assigns to SSAI for its determination of whether the excess shall be used to support the program Such excess is not part of the project sponsorrsquos non-reimbursable non-federal match requirement and is not a donation within the meaning of the uniform guidance Non-federal cost data must be submitted monthly via the Non-Federal CostsSA2 Webtool within 30 days after each reported month This Webtool can be accessed through the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg SSAI encourages its sponsors to submit their Non-Federal Costs reports as soon as possible after the reported month




SSAI is committed to achieving program goals and serving the largest number of eligible participants One factor contributing to success in these efforts is the full and efficient utilization of all grant funds which requires

bull A properly prepared budget (see section 1002 Sponsorrsquos SSAI Project Budget and Reimbursable Costs)

bull Regular reports of costs (see section 1003 Fiscal Reporting and Reimbursement of Costs) and

bull Regular monitoring of costs as compared with budget

A Emphasis on Monitoring Participant Wages and Fringe Benefits While it is important to compare all costs regularly with their line-item budget SSAI places emphasis on monitoring participant wages (PW) as required by law PW is the largest component of a project sponsorrsquos budget and costs and it is easily identifiable It can be determined as frequently as twice a month when payrolls are prepared and should be readily available to the project director Every two weeks SSAI monitors the participant wage cost incurred to date compared with a pro-rata budget amount Significant variances are discussed with project directors and if necessary corrective action is initiated

B Payroll-by-Payroll Webtool for Project Director to Monitor Wage and Fringe Benefit Expense

SSAI requires project sponsors to use the Payroll-by-Payroll Webtool to address the costbudget calculations used in monitoring participantsrsquo wages and fringe benefits The Webtool can be found on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Project directors are encouraged to work with their finance department in preparing this analysis and can obtain assistance from their Front End Support Team Program Officers Sponsors must update the Payroll-by-Payroll Webtool within five days following the end of each pay period

C Project Performance Plan Webtool for Monitoring Costs and Budget SSAI is aware that project directors are for the most part not responsible for preparation of payrolls and financial reports However several primary responsibilities of the project director such as enrollment termination and placement of participants into unsubsidized employment are the core elements that determine the projectrsquos costs In other words the project directorrsquos activities drive the projectrsquos costs It is essential the project director has support from the project sponsorrsquos accountingpayroll staff to monitor costs At the project directorsrsquo request payroll costs should be available for review



To assist sponsor staff in meeting performance goals and spending 100 of the sponsorrsquos participant wages budget SSAI requires project sponsors to use the Project Performance Planning (PPP) Webtool The Webtool can be found on the partnersrsquo page of SSAIrsquos website at httpseniorserviceamericaorg Project staff uses the PPP Webtool to predict enrollments and types of exits per pay period from July to June each program year to ensure that the sponsor will meet the service-level and unsubsidized exits goals while ensuring the sponsor spends 100 of its participant wage budget SSAI requires that sponsors update the PPP Webtool each time they update the payroll by payroll tool The PPP Webtool must be updated within five days following the end of each pay period (For more information see section 1005-B Payroll-by-Payroll Webtool for Project Director to Monitor Wage and Fringe Benefit Expense)



1006 Program Income Use of Program Income A Program Income and Its Use Program income is income earned during the program year which is generated directly by an allowable activity paid by program funds Costs of generating program income may be deducted from gross income received to determine the net program income earned provided that such costs are not also charged to the sponsorrsquos project Project sponsors that have program income during the grant period must use it to reduce program costs or to expand allowable program activities within the program year in which the income was earned Any unexpended program income earned or generated must be remitted to SSAI


Part 11 Page 1 of 1



A Allowable Transportation Costs for Participants B Mileage Reimbursement Rate C Valid Drivers License and Current Auto Liability Insurance Required D Collision Coverage Not Included E Reimbursement Prohibited for Commuting to Community Service

1101 Supportive Services and Incidental Expenses

A Supportive Services B Reimbursement for Incidental Expenses



1100 Transportation Costs and Auto Insurance A Allowable Transportation Costs for Participants Participantsrsquo transportation costs may be payable if funding or in-kind service is not available from other sources and such unavailability is documented However grant funds may not be used for participant transportation in connection with performing a project sponsorrsquos or host agencyrsquos non-Title V work Transportation costs are payable to participants who are

bull Assigned to SCSEP project services and are required to use their personal vehicle in the performance of assigned duties including but not limited to host agency monitoring Under these circumstances transportation costs are administrative costs and

bull Required to attend training including quarterly or other periodic participant meetings or other authorized education and training sessions Transportation costs under these circumstances are training costs

B Mileage Reimbursement Rate Mileage will be reimbursed up to the current federal rate produced by the US General Services Administration (GSA) provided that costs are substantiated within the budgeted transportation limits and funds are not available from other sources SSAI periodically issues updated federal mileage rates to sponsors when the GSA revises the rates

C Valid Drivers License and Current Auto Liability Insurance Required Each participant who is authorized to drive his or her personal vehicle must have a valid driverrsquos license and at least the minimum comprehensive automobile liability insurance (bodily injury and property damage) required by the state Evidence of a driverrsquos license and insurance (including extent of coverage) must be included in the participantrsquos record Project sponsors should ensure that non-owned or hired car insurance coverage is extended to participants who drive The additional expense for participants covered under non-owned auto insurance is an allowable cost Project sponsors should inform the issuing insurance agent of the type of driving done by participants for whom they receive wages and mileage reimbursement Mileage reimbursement is limited to driving for project services and driving to and from training activities including participant meetings Mileage is reimbursed for as much as the federally set rate (For more information see section 1100-B Mileage Reimbursement Rate)

D Collision Coverage Not Included Project sponsors and participants should be aware that collision coverage for damage to a private (non-agency) vehicle is not included in non-owner insurance

E Reimbursement Prohibited for Commuting to Community Service Project sponsors may not reimburse a participant for the cost of commuting between home and the host agency




A Supportive Services Supportive services are services that are necessary to enable an individual to successfully participate in SCSEP activities Such services include the following

bull Transportation

bull Health and medical services

bull Special job-related or personal counseling

bull Incidentals (such as work shoes badges uniforms eyeglasses and tools)

bull Child dependent and adult care

bull Temporary shelter

bull Needs-related payments and

bull Follow-up services SCSEP participants are eligible to receive supportive services during their community service assignment or during the first six months of unsubsidized employment To the extent practicable project sponsors are encouraged to use available non-SCSEP resources such as those available through the American Job CentersOne-Stops area agencies on aging and other sources to provide supportive services to its participants All project sponsors must provide SSAI with a supportive services policy for review approval which they can distribute to their SCSEP participants This policy must describe the following

bull The specific supportive services the project sponsor will provide directly to participants and those services to be provided by other agencies (such as American Job CentersOne-Stops area agencies on aging etc) through referrals by the project sponsor

bull The procedures for identifying and documenting each SCSEP participantrsquos need for supportive services when completing or updating an individualrsquos assessment reassessment andor Individual Employment Plan Transitional Assessment and IEP and in case management notes when conducting follow-ups within the six months after an unsubsidized placement

bull Assurances that project sponsorrsquos supportive services policy will result in fair and equal treatment of all SCSEP participants and

bull Assurances that the costs for such services are reasonable and are not likely to establish a precedent not sustainable by future funding levels

B Reimbursement for Incidental Expenses When not available from other resources project sponsors should provide participants with certain incidentals that are necessary for the successful performance of their community service assignments Such incidentals may include but are not limited to uniforms eyeglasses and tools Prior written approval must be obtained from SSAI if the total expense charged to this line item during one project year will exceed the amount established in the Sponsor Agreement


Part 12 Page 1 of 1



A SSAI Staff Responsibilities B On-Site Fiscal Reviews Required for Project Sponsors Not Subject to the A-133 Single Audit

Requirements C Program Compliance Review Report D Fiscal Compliance Review Report E Auditing


June 2015 1200 Page 1 of 2


A SSAI Staff Responsibilities The SSAI staff responsible for reviewing each project sponsorrsquos performance throughout the program year in a variety of ways including but not limited to the following regular contact via phone and email staff meetings training sessions conducting in-office information or desk reviews andor site visits to provide technical assistance or conduct program and fiscal compliance monitoring Program monitoring addresses program and compliance issues outlined in this manual as well as the daily operations of the sponsor project During program monitoring visits the program officer may review the following items

bull Sponsor Agreement (for more information see section 100-B Sponsor Agreement)

bull Correspondence (letters faxes emails notes of telephone calls)

bull Monthly and performance reports (enrollments placements etc)

bull Participant files and

bull Host agency files Fiscal monitoring addresses grant administration cost and reporting requirements including the grant budget special grant conditions and clauses specific grant regulations and the uniform guidance During fiscal monitoring SSAI staff review the following items

bull Monthly cost report (SA1) (for more information see 1003-B Report of Costs (SA1)

bull Non-federal share of cost reports for more information see 1004-B Reporting Non-Federal Costs (SA2)

bull Monthly payroll-by-payroll analysis reports and other budget tracking tools

bull Participant timesheets payroll registers and agency general ledgers pertaining to SCSEP

bull Evaluation of project sponsor audited financial statements and single audit report (with appropriate follow-up where applicable)

bull Fiscal review checklists and

bull Maintenance of fiscal review files During site visits andor desk reviews SSAI also counsels the project sponsors to ensure the performance measures are being met and reports are submitted in a timely manner (for more information see 101-D SSAI Performance Measures)


1200 Page 2 of 2 June 2015

To facilitate program and fiscal monitoring project sponsors should be responsive and ensure SSAI staff have access to all appropriate personnel involved in the administration and operation of the sponsor project all project records all current host agency supervisors and participants and as appropriate all former host agency supervisors and participants B On-Site Fiscal Reviews Required for Project Sponsors Not Subject to the A-133 Single Audit

Requirement Each program year SSAI fiscal staff conducts on-site fiscal reviews of project sponsors not subject to the Single Audit Requirement In addition to the fiscal monitoring activities noted in Section 1200-A (above) SSAI fiscal staff will also monitor the project sponsorrsquos Other Program Costs and Administrative Costs

C Program Compliance Review Report After each program compliance review SSAI program staff prepares a Program Compliance Review Report that documents the review of the projectrsquos operations and provides a summary of findings and any issues identified during the site visit including those that may affect performance The report informs the project sponsorrsquos principal executive and project director of findings and requires corrective actions if necessary Findings address policies outlined in this manual including any policy updates not included in this manual and corrective actions must be accomplished within the time limits specified in the report

D Fiscal Compliance Review Report SSAI fiscal staff also conducts an annual fiscal compliance review to examine the project sponsorrsquos financial and program operations records to ensure compliance with applicable regulations and related requirements SSAI fiscal staff sends a report to project sponsors summarizing any findings

E Auditing Project sponsors are subject to periodic audits by US Department of Labor (DOL) auditors or auditors operating under the direction of the DOL Project directors are required to provide these auditors with access to pertinent records for the period being audited Additionally the Single Audit Act requires project sponsors who have total federal funding of $750000 or more to be audited by an independent certified public accountant Audit reports should be complete and filed with federal agencies within nine months after the project sponsorrsquos fiscal year ends Project sponsors are required to submit copies of these reports to SSAI If there are financial reasons or audit findings that affect SSAI follow-up meetings or reviews will be scheduled to determine corrective actions


For index entries without a letter refer to all subsections within the numbered section

June 2015 Index Page 1 of 19

Index A Administrative Costs Definition 1001-A Additional Indicators 101-D Advisory Council Appointing and Using 101-F Age (see Eligibility) Age Discrimination Act of 1975 801-A Agreement Agreement with Host Agency 104-F Agreement with SSAI 100-B 1000-A Agreement Modification Form 1002-F Aid to Families with Dependent Children 204-F Allowable Costs Non-federal 1004 Other Specific 1000-E Transportation 1100-A Training 401-C 401-D Americans with Disabilities Act of 1990 801-A Appeals (see Complaints) Area Agency on Aging 102-B 105-E Assessment Content Requirements of Initial 301-B Project Director Responsibility for 301-H Purpose of 301-A Re-Assessment 301-D Assignment (see Community Service Assignment) Attendance at Participant Meetings 400-A Auditing 1200-D Auto Liability Insurance 1100-C

B Bank Account Information Needed 1003-E Bank Information for SCSEP Sponsor Form 1003-E Barriers to Employment 101-D 301 Benefits Fringe Jury Duty 702-B Physical Examination 701-A 702-A



Index Page 2 of 18 June 2015

Required List of 702-A Break in Service 103-I Budget Closeout 1003-F Instructions for Sponsor 1000-B Line Items List of and Descriptions 1002-C Modifications 1002-F Monitoring Costs 1005 1200 Non-Federal Share of Costs 1004-A Proposal Form Line Items 1002-C Report of Non-Federal Costs 1004-B Revisions to 1002-D Spending Requirements and Limitations 1002-E State 1002-G

C

Case Management Note Form 202-F Cash Match 1004-A SCSEP Family Size Form 202-F 204-B Community Service Assignment Form 202-C 600-B 800 900 Civil Rights Act of 1964 801-A Citizenship Not Required for Participation 203-C Closeout 1003-F Collision Coverage 1100-D Community Needs 102-A Source of Community Needs Data 102-B Community Service Assignment Break in Participation 103-I 700-E Change of 800 Considerations Before Making 103-B Contents Required 302-B Definition 103-A Description Required 302-A Extension for Length of 800 Hours Desired by Participant Statement 600-B Hours Normal for Participants 700-A Hours Reporting of 700-J Leave Without Pay 103-I 700-F




Limitation on Hours of 700-B 800 Listing with Workforce Agency 103-H Participant Performance Evaluation 303-A 303-B Physical Examination for 701-B 701-F Prohibitions on Volunteering 103-D SCSEP Project Services 101-B 103-G 1101 Testing of Participants May Be Required for 701-G Waiver Required for Less than 20 Hours Per Week 700-D Complaints Appeal to SSAI 805-E Appeal to US Department of Labor 805-F Filing Notification of 805-B Resolution Procedure 805-D Resolution Procedure Requirement for 805-A Review by US Department of Labor 805-G Conferences Project Director Training 101-E Sponsor Agency Executive 101-E Contributions In-Kind 1004-A Cooperation and Coordination Cooperative Relationships Required 105-B Coordination with Workforce Innovation amp Opportunity Act 105-C With Area Agency on Aging 105-E With SSAI Subgrantees 105-A With State Senior Employment Services Coordination Plan 105-D Core Indicators 101-D Costs Administrative 1000 1001-A Non-Federal 1004 Program 1001-B Reporting 1003 1200 Customer Satisfaction Survey Performance Measure 101-D Process 900-E




D Data Breach 600-E Data Collection Forms and Tools List of 900-B Required of Sponsors 900-A Defense Against Marriage Acthelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip201-A 204-B Disability Benefits 204-E Definition 801-B Disability Insurance As Fringe Benefit 702-A As Income 204-F Discrimination Prohibited 801-A Dispute Resolution (see Complaints) Documentation Host Agency Files Required for 104-G SCSEP Participant Form Required for 202-F Participant Personnel Records Required for 600-B SCSEP Exit Form Requirements for 602-D Driverrsquos License Requirement 1100-C Durational Limit on Program Participation 203-D Termination 603-F

E Eligibility Age 202-B Annual Review Required 203-H 601-A Criteria 202 202 203 204 Documentation Required by Sponsor 203-B Durational Limit on Participation 203-A 203-D Employment Verification Form Required 203-C Host Agency Prohibited from Determining or Terminating 104-D Host Agency Prohibited from Recertifying 601-C Income Limits 203-I Method of Computing 204-D Standards for Determining Number in Family 204-A Ineligible Applicants 202-B Recertification 203-H 601




Requirements for SCSEP 203-A When to Determine 202-A Employer Satisfaction Surveys 900-E Sponsor as Employer or Not 200-C Employment Eligibility Verification Form (I-9) 203-C 600-A Employment Status of Participants As Individuals for Program Eligibility 202-B As SCSEP Employees 200-C Enrollment Durational Limit on Participation 203-A 203-D 800-B From Specific Jurisdictions 101-C Of More Than One Family Member Discouraged 203-F Priorities 201 Most-in-Need Individuals 201-C Must Be Used 201-B Service to Minorities 201-D Veterans 201-A Recertification Required 203-H Re-enrollment at Sponsorrsquos Discretion 202-D Requirement to Use SCSEP Participant Form 202-E Entered Employment Definition and Performance Goal 101-D 500-C Report 900-D Equitable Distribution 101-C 105-D Report Requirements for 200-B 900-A Evaluation of Participant Performance 303 Excludable Income (For Eligibility) 204-F Exit Form SCSEP 104-D 600-B 602-A 901-A Exit Procedure Participant Excluded Exits Self-Attest Form 602-D Participant Signature Requirements for 602-B Participants Host Agencies Prohibited from Exiting 602-C Post-Exit Deceased Form 900-D Purpose and Requirement to Use 602-A SCSEP Exit Form 602-A Source Documentation Requirements for 602-D Expenses Incidental 1101-B




F False Information 202-G Family (Definition of) 204-B Exceptions to Definition 204-C Fees Limitation on Host Agencies Providing Services for 103-E FEIN (Federal Employee Identification Number) 104-A 104-F Federal Holidays as Fringe Benefit 702-A Felony Background Checks 203-F Fiscal Review and Auditing 1200 Fiscal Reporting Monthly Costs Requirement for 1003-A Report of CostsSAI Webtool Use of 1003-B Report of CostsSA1 Webtool Instructions for Completing 1003-C Report of CostsSA1 Webtool Transmitting of 1003-D Forms Agreement Modification Form 1002-F Bank Information for SCSEP Sponsor Form 1003-E Budget Proposal Form 1002-C Budget Revision Form 1002-D Case Management Note Form 202-F SCSEP Family Size Form 202-F 204-B SCSEP Community Service Assignment Form 202-C 600-B 900 Employment Eligibility Verification (I-9) Form 203-C 600-A 600-B Host Agency Monitoring Report Form 104-C Host Agency Health and Safety Checklist Form 104-C Initial Assessment Form 301-B Orientation Record of 300-A 300-B SCSEP Participant Form 202-E 202-F 600-A 900-C Participant Performance Evaluation Form (optional) 303-C Participant Satisfaction Survey Form 900-E Payroll by Payroll Webtool 900-A 900-C 1005-B Physical Examination Record of Offer of 600-B 701-B Privacy Act Statement 300-A 900-G Reassessment Form 301-B Record of Offer of Physical Examination to Participant Form 600-B 701-B Record of Participant Orientation Form 600-B Release Form 300-A SCSEP Exit Form 104-D 600-B 602-A 900-B SCSEP Participant Excluded Exits Self-Attest Form 602-D




SCSEP Post-Exit Deceased Form 900-D SCSEP Unsubsidized Employment Form helliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip104D 600-B 602-A 900-B Statement of Desired Hours of Community Service as Participant Form 600-B Sponsor Budget Proposal 1002-A Sponsor Budget Revision Proposal 1002-D Statement of Desired Hours of Community Service 700-D Participant Timesheet 700-I Fringe Benefit (see Benefits Fringe)

G Goals (see Performance Measure) Grievance Procedure (see Appeals see also Complaints)

H Hatch Act 802-B High Growth Job Training Initiative 102-C Host Agency Agreement with Program Sponsor 104-F Annual Meetings 104-E Closures Payment to Participants for 702-A Criteria for Selection as 104-A Host Agency Monitoring Report Form 104-C Limitations 103-C 103-D 103-E 103-F Maintenance of Effort 103-F Monitoring 104 Nepotism Prohibited at 803-B Orientation and Annual Meetings 104-E Participant Safety Consultation 104-B Prohibition from Determining Eligibility 104-D Prohibition from Terminating Participants 104-D Roles and Responsibilities 104 Other Monitoring 104-B Safety Consultation Checklist Form 104-C Satisfaction Surveys 900-E Services for Fees 103-E Shall Not Determine Eligibility Enroll or Terminate 104-D 601-C 603-C Host Agency Monitoring Report Form 104-C Host Agency Safety Consultation Checklist Form 104-C Hours 700 Hours Reduced 700-C




I I-9 Form 203-C 600-A Incidental Expenses 1002-C 1101-B Income Counted for Eligibility 204-E Excluded for Eligibility 204-F Family Size for Eligibility 204-A 204-B 204-C Method of Computing 204-D Program Use of 1006-A Requirements for Eligibility 203-I Termination for Ineligibility Due to 603-G Worksheet Required in Eligibility Determination 204-G Indian Claims Act 204-F Indirect Costs 1004-A Individual Employment Plan (IEP) Assessment Needed for Transition Assessment and IEP 301-F Definition 301-C Initial Assessment and IEP Protocol 301-E Purpose of 301-A Requirements 301-E 301-H Termination for Violation of 603-C Ineligible Applicants 202-B In-kind Costs 1004-A Initial Assessment 301-B 301-E 600-B Initial Assessment Form 301-E Insurance Auto Liability 1100-C Collision Not Included 1100-D Sponsorrsquos Extended to Participants Who Drive 1100-C Interviews Of Host Agency During Monitoring 104-B Of Participant During Monitoring 104-B Program Participants May Not Sign 202-H

J Job-Ready Individual 202-B Jury Duty 702-B




L Labor-Management Dispute Alternate Temporary Assignments Required During 804-C Prohibition on Participant Working During 804-B Leave of Absence 103-I Limitations on Host Agencies Providing Services for Fees 103-E Limitations on Hours of Community Service Assignment 700-B Lobbying 802

M Maintenance of Effort Requirements 103-F Marriage Same-Sex 201-A 204-A 204-B 204-C Matching Costs 1004-A Meetings Funds Available for 400-C Host Agency Supervisors 104-D Participant 400 Memorandum of Understanding (MOU) 105-C 301-E Mileage Reimbursement 1100-B Monitoring Documentation of Host Agency Health Safety and Other Monitoring Is Required 104-C Monitoring by SSAI Staff 1200 Of Fiscal Performance and Program 1200 Participant Wages and Fringe Benefits 1005-A Payroll-by-Payroll Webtool Use of 1005-B Project Performance Plan Webtool Use of 1005-C Criteria for Host Agencies 104-A Most in Need Performance Measure 101-D Report 900-D Update Form 201-C

N National Community Service Trust Act of 1993 204-F Nepotism Definition 803-A Prohibitions on 803-B Non-Federal Share of Costs 1004




O Older Americans Act ldquoHow to Userdquo 101-D 600-D 801-B On-the-Job Experience Training 103-A 401-B 401-C One-StopAmerican Job Centers 105-B 105-C 200-A 400-B Orientation Host Agencies at 104-E Orientation Form 300-A 300-B Reorientation 300-B Requirements for 300-A Wages for 401-D 700-F Orientation Form 300-A 300-B

P Participant Assessment and IEP 301 Employment Status 200-C 202-B Evaluation of Performance 303 Form 202-E 202-F 600-A 900-C Fringe Benefits for 702 Information Webtool 300-A Meetings Required 400-A Appropriate Topics 400-B Meeting Funds 400-C Monitoring of Wages 1005-A Orientation 300 Performance Evaluation (optional) 303 Performance Evaluation Form 303-C PersonnelParticipant Policies 300-B 805 PersonnelParticipant Records 600 1200-A Physical Examination 701 Reassessment 301-D Reassessment Form 301-E Recertification of Eligibility Required 203-H 601 Recruitment 200 Reorientation 300-C Responsibility for Seeking Unsubsidized Employment 500-E Satisfaction Surveys 900-E Safety Consultation and Other Monitoring 104-B Participant Satisfaction Survey Form 900-E




Participant Staff 700-B and Glossary Termination 603 Training 401 Transportation Costs 1100-A Wages of 204-H 700-G 700-H 1005 Participant Excluded Exits Self-Attest Form 602-D Participant Form 202-E 202-F 600-A 900-C Participant Meetings Appropriate Topics 400-B Attendance Mandatory 400-A Funds 400-C Planning 400-A Purposes of 400-A Wages for 400-C Participant Performance Evaluation Form 303-C Participant Right to Review 600-A Participant Satisfaction Survey Form 900-E Participant Staff 700-B 103-G Payroll-by-Payroll Webtool 900-A 900-C 1005-B Performance Evaluation Copy for Participant 303-B Participant Performance Evaluation Form 303-C Procedure for 303-B Recommended 303-A Performance Goals (State) 105-A Performance Measure Average Earnings 500-D Community Service Hours 101-D Data Collection for 900-B Entered Employment 500-C Most in Need Service to 101-D Retention 500-D Retention in Unsubsidized Employment for One Year 101-D Satisfaction of Employers Participants Host Agency 101-D Service Level 101-D Unsubsidized Placement 101-D Volunteer Work Indicator 101-D




Personnel Policies for Participant Acknowledgement of Receipt by Participant 300-B Documents Required to be Included 600-B Orientation at 300-A Requirement to Have 600-A 805-A Retention and Destruction of 600-D Security for 600-C Physical Examination for Participant Fringe Benefit for Participant 701-A Offer of After Enrollment 701-B Offer of at Transfer or Reassignment 701-E Record of Offer of Physical Exam Form 701-B 701-C Required for Certain Community Service Assignments 701-F Results Are Participant Property 701-D Waiver of by Participant 701-C Placement Follow-up Required for Unsubsidized Employment 500-G Goals (see Performance Measure) Political Activities Political Activities and Patronage Prohibited 802-A Notice Required 802-B SCSEP Funds May Not Be Used for 802-C Post-Exit Deceased Form 900-D Priorities for Enrollment 201 Privacy Act Statement 300-A 900-G Program Compliance Review Report 1200-B Costs Definition of 1001 Income 1006 Program Sponsor Agreement with Host Agency 104-F Agreement with SSAI 100-B 1000-A As Host Agency 101-B Budget Instructions for 1000-B 1002 Budget Proposal 1002-A Criteria to Be a Project Sponsor 100-A Expected Activities 500-F Other Specific Allowable Costs for 1000-E




Payment to 1003-E Responsibilities 101-A 101-F 500-A Review of Community Needs 102-A Uniform Administrative Requirements for 1000-C Uniform Cost Principles for 1000-D Project Director Requirements 101-A Training Conferences 101-E Performance Measures Service Level 101-D Community Service Hours 101-D Service to Most-in-Need 101-D Entry into Unsubsidized EmploymentEntered Employment 101-D Retention Rate In Unsubsidized Employment for 6 months 101-D Average Earnings 101-D Satisfaction of Participants Host Agency Supervisors and Employers 101-D Retention in Unsubsidized Employment for One Year 101-D Volunteer Work Indicator 101-D Unsubsidized Placement 101-D Spend 100 of PWFB Funds 101-D Project Sponsor (see Program Sponsor)

Q Quarterly Progress Report 900-A

R Rate for Travel 1100-B Reassessment 301-D Reassessment Form 301-E Recertification Annual Review Required 203-H 601-A Host Agency Prohibited from Recertifying 601-C Webtool 601-A 900-A Records Access to by SCSEP Program Staff 1200-A Destruction and Retention of 600-D Host Agency Agreement 104-F Documentation of Host Agency Safety and Other Monitoring 104-C




Offer of Physical Examination 701-A Orientation 300-A 300-B Personnel Participant Required 600-A 600-B Unsubsidized Follow-up 500-G Recruitment Eligibility Standards 203-A From Specific Jurisdictions 200-B Of New Participants 200-A Re-enrollment or Reassignment 202-D Rehabilitation Act of 1973 801-A Reimbursement Cost to Commute to Host Agency Prohibited 1100-E Incidental Expenses 1101-B Release Form 300-A Reorientation 300-B Report of CostsSA1 Webtool Instructions for Use of 1003-C Purpose of 1003-A Requirement to Use 1003-B Report of Non-federalSA2 Webtool 1004-B Reports Community Service Hours Required for 700-J Costs Monthly Reporting 1003-A Data Collection for 900-B Compliance Fiscal Review 1200 Compliance Program Review 1200 Residence (see also Eligibility) 203-A Retention (Performance Measure) 101-D Retention and Earnings Report 900-D Retirement Funds Payments Prohibited to 702-C Review Community Needs 102-A Individual Employment Plan (IEP) 301 Personnel Records by Participants 600-A Program Compliance 1200-B Written Personnel Policies 805-A Right to Appeal 805-D Right of Return 202-C 800




S Safe Working Conditions 104-B Security of Personnel Records 600-C Selection of Eligible Applicants for Enrollment 201 Senior Community Service Employment Program (SCSEP) Mission and Purpose ldquoHow to Userdquo Performance Measures 101-D 900-A Program Compliance Review Report 1200-B Reporting Requirements 900-A Self-Attestation Form 201-A Staff Responsibilities 1200-A SCSEP Project (see also Sponsor) Agreement 100-B 1000-A Cooperation and Coordination Required 105 Fiscal Review 1200-C Sponsor Responsibilities 101-A 101-F Termination Policies and Procedures 603 Services for Fees Limitations on Host Agencies 103-E Sick Leave 702-A Single Audit Act 1200-D Skills of Participant Assessment of 301 Social Security and Old Age Survivorsrsquo Insurance Benefits As Fringe Benefit 702-A As Income 204-E Payments into Retirement Funds Instead Prohibited 702-C Spending Requirements 1002-E Sponsor Agreement 100-B 1000-A As Host Agency 101-B Criteria 100-A Direction and Supervision Responsibilities 101-A Responsibilities of 101 SponsorHost Agency Agreement 104-F SSAI Website ldquoHow to Userdquo State Plan (State Senior Employment Services Coordination Plan) 105-D Statement of Desired Hours of Community Service as Participant Form 600-B Strikes and Labor-Management Disputes 804-B




Subgrantees ldquoHow to Userdquo 100-A Supplemental Security Income (SSI) for Aged Blind or Disabled 204-F Supportive Services for Participants 301-B 301-C 301-D 1101-A

T Temporary Assistance to Needy Families 204-F Termination Leave of Absence for 603-D Documentation for 603-H False Information for 202-G For Cause 602-B Host Agency Prohibited from Terminating 104-D Income Ineligibility for 203-I 601-B 603-E Individual Employment Plan Violation for 603-C Policies Must Be Reviewed at Enrollment 603-A Program Ineligibility for 603-G Reaching Durational Limit for 603-F Timesheet Required for Wages 700-I Timesheet (Electronic) 700-J Title V (Community Service Employment for Older Americans) 100-B Training Benefits of 401-A Conferences Project Director 101-E Conferences Sponsor 101-E Funds Non-Wage for 401-D Quarterly Reports of Hours Required 402-A On-the-Job Experience (OJE) 103-A 401-B 401-C Rules 401-B Sources 401-C Specialized 401-C Types of Allowable 401-C Transfer of Participants 602-E Transition Assessments Needed for Transition Assessment and IEP 301-F Transition Assessment and IEP 301-G




Transportation Allowable Costs 1100-A Insurance Requirement for 1100-C Mileage Reimbursement 1100-B Supportive Service 1101-A

U Unemployment Insurance As Fringe Benefit 702-A As Income 204-F Uniform Administrative Requirements for Program Sponsors 1000-C Uniform Cost Principles for Program Sponsors 1000-D Union Activities 804-A Unsubsidized Placement (see also ldquoEntered Employmentrdquo) Definition 500-B Documentation of Follow-up Required 500- G Expected Activities of Project Staff 500-F Follow-up Required 500-G 900-A Participantrsquos Responsibility 500-E

Requirement and Goals 101-D 500-B Sponsors Responsibility for 500-A US Citizenship 203-C US Department of Labor Administers SCSEP ldquoHow to Userdquo Complaint Resolution 805-F 805-G

V Verification Eligibility 600-C Employment 203-C Veterans and Qualified Spouses 201-A Veterans Educational Assistance 204-F Volunteering at Assigned Host Agencies Prohibited 103-D




W W-4 Employees Withholding Allowance Certificate 600-B Wages of Participants 204-H 700-G Excluded from Federal Housing Food Stamp Eligibility Determinations 204-I Host Agency Closure Paid During 702-A Paid During Orientation Training Meetings 700-H Timesheet Required for 700-I Waiting List 200-A Waiver Sponsor staffing requirement helliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip101-A Participants Working Fewer Than 20 Hours Per Week 700-D Physical Examination 701-C Webtools (see SSAI Website) ldquoHow to Userdquo Payroll-by-Payroll Webtool 900-A 900-C 1005-B Project Performance Plan (PPP) Webtool 900-A 900-C 1005-C Recertification Webtool 601-A 900-A SAISA2 Report of Costs helliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphelliphellip1003-A Workersrsquo Compensation As Fringe Benefit 702-A As Income 204-F Provided as Part of Training 401-B Workforce Innovation and Opportunity Act Coordination with 105-C Listing Community Service Opportunities with 103-H Regulations ldquoHow to Userdquo Worksite 103-C Limitations on 103-D


June 2015 Glossary Page 1 of 8

Glossary of Terms

Additional indicators Performance measures which are not subject to goal setting and corrective action

if targets are not met used in addition to the six core indicators to evaluate SCSEP programs Current additional indicators are retention in unsubsidized employment for one year and satisfaction of participants employers and their host agencies with their experiences and the services provided

American Job Center (AJC) A combination of agencies that operate through a single place or system in

a local area to provide applicable core services and access to other programs and services carried out by the American Job CenterOne-Stop partners The AJC serves both job seekers and employers The principal operator of the AJC is usually the Employment Service office Other partners typically include training and educational service providers

At risk for homelessness One of 13 characteristics that define most-in-need individuals it describes an

individual who is likely to become homeless and lacks the resources and support networks needed to obtain housing

Authorized positions For planning purposes the number of slots and subsequent funding provided to each sponsor per county for a 12-month period

Co-enrolled any individual who meets the qualifications for SCSEP participation and is also enrolled as

a participant in WIOA or another employment and training program as provided in the Individual Employment Plan

Community services The services considered to be essential and necessary in State Plans and by the

US Department of Labor for a community They include social health welfare and educational services (including literacy tutoring) legal and other counseling services and assistance including tax counseling and assistance and financial counseling and library recreational and other similar services conservation maintenance or restoration of natural resources community betterment or beautification antipollution and environmental quality efforts weatherization activities and economic development

Community service assignment Part-time temporary employment paid with grant funds in projects at

host agencies through which eligible individuals are engaged in community service and receive work experience and job skills that can lead to unsubsidized employment A community service assignment also contributes to the general welfare of a community that has been distinguished as most-in-need by the statersquos Senior Services Coordination Plan

Community service assignment training Training provided through the host agency that provides

participants with needed skill training through their community service assignments Continuous Improvement Plan (CIP) a plan required of subgrantees who do not achieve minimum

performance thresholds for the unsubsidized employment service level and most-in-need performance goals the CIP involves documenting specific actions the subgrantee will take to improve performance


Glossary Page 2 of 8 June 2015

Core indicators The six performance measures used to evaluate SCSEP programs which are subject to goal setting and corrective action if targets are not met The six measures are hours (in the aggregate) of community service employment entry into unsubsidized employment retention in unsubsidized employment for six months earnings the number of eligible individuals served and the number of most-in-need individuals served

Core services The services funded by the federal government under the Workforce Innovation and

Opportunity Act (WIOArsquos) section 134(d)(2) These services essentially are the following determinations of eligibility outreach intake and orientation initial assessment of skill levels aptitudes abilities and supportive service needs job-search and placement assistance and career counseling provision of information about employment statistics performance and program cost of eligible providers of training and education services of how the local area is performing on the local performance measures of the availability of supportive services including child care and transportation available in the local area (and referral to such services) provision of information regarding filing claims for unemployment compensation assistance in establishing eligibility for welfare-to-work activities as well as programs of financial aid assistance for training and education programs that are not funded under the WIOA and are available in the local area and follow-up services including counseling regarding the workplace for participants in workforce investment activities authorized under this subtitle who are placed in unsubsidized employment for not less than 12 months after the first day of the employment as appropriate

Disability For the purposes of SCSEP the 2006 Older Americans Act defines a disability as attributable

to mental or physical impairments that result in substantial functional limitations in one or more of the following major life activities self-care receptive and expressive language learning mobility self-direction capacity for independent living economic self-sufficiency cognitive functioning and emotional adjustment

Entered employment This SCSEP performance core indicator is for the rate at which participants enter unsubsidized employment during the program year (meaning placing a participant in full- or part-time paid employment in the public or private sector for at least one hour in the first quarter after the quarter in which the participant exits) The entered employment rate is calculated as follows of those who are not employed at the date of participation the number of participants who are employed in the first quarter after the exit quarter divided by the number of adult participants who exit during the quarter

Equitable distribution A mathematical formula derived from census data which lists the number of

expected SCSEP positions in each jurisdiction ndash typically a county or incorporated city ndash based on the demographics of that jurisdiction

Frail One of 13 characteristics that define most-in-need individuals it describes an individual age 55 or

older who is either functionally impaired because he or she is unable to perform at least two activities of daily living (or three activities if required by state law) without substantial human assistance including verbal reminding physical cueing or supervision or who requires substantial supervision due to a cognitive or other mental impairment that poses a serious health or safety hazard to the individual or another person

General training Training that is designed to enhance a participantrsquos basic skills General training

includes skills training classroom training lectures seminars individual instruction or on-the-job-experience (OJE) training Participants must be assigned to a community service assignment before they can receive general training



Grant period The time period between the effective date of the grant award and the ending date of the award which includes any modifications extending the period of performance whether by the US Department of Laborrsquos exercise of options contained in the grant agreement or otherwise This is also referred to as ldquoproject periodrdquo or ldquoaward periodrdquo

Grantee The entity receiving financial assistance directly from the US Department of Labor to carry

out SCSEP activities The grantee is the legal entity that receives the award and is legally responsible for carrying out the SCSEP even if only a particular component of the entity is designated in the grant award document For the purposes of this manual SSAI is the grantee and the sponsor is the subgrantee

Host agency A non-partisan non-profit or governmental organization that provides community service

assignments for participants in SSAIrsquos SCSEP Organizations eligible to act as host agencies are public entities operated by non-profit agencies or units of government with 501(c)(3) designations

Homeless One of 13 characteristics that define most-in-need individuals it describes an individual who

lacks a fixed regular and adequate night-time residence or who has a primary night-time residence that is either a supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels congregate shelters and transitional housing for the mentally ill) or a temporary residence for individuals intended to be institutionalized or a public or private place not designed or ordinarily used as regular sleeping accommodation for people

Host agency A public agency or private nonprofit organization exempt from taxes due to 501(c)(3)

status under the Internal Revenue Code which provides a training work site and supervision for one or more participants Political parties cannot be host agencies A host agency may be a religious organization if the projects in which participants are being trained do not involve the construction operation or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship

Host agency supervisor The individual at the host agency who is responsible for supervising

participants while performing community service assignments is the host agency supervisor Indian tribe Any tribe band nation or other organized group or community of Indians which is

recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians or is located on or in proximity to a federal or state reservation or Rancheria

Individual Durational limit (IDL) The maximum time period a participant may be enrolled in SCSEP

otherwise known as the SCSEP Durational Limit on Participation is 48 months or 4 years Individual Employment Plan (IEP) A plan for a SCSEP participant that is based on an assessment of

that participant conducted by the program sponsor or a recent assessment or plan developed by another employment and training program and a related service strategy The IEP must include an appropriate employment goal (except that after the first IEP subsequent IEPs need not contain an employment goal if such a goal is not feasible) objectives that lead to the goal a timeline for the achievement of the objectives and be jointly agreed upon with the participant It must be prepared within 90 days after the participant has been given a community service assignment



Initial Assessment An outline of the participantrsquos work and education history skills and capabilities that is developed at the time of enrollment The Initial Assessment is used to develop the IEP The assessment is to be updated as necessary but at least twice per year

Intensive services The services funded by the federal government under the Workforce Innovation and

Opportunity Actrsquos (WIOArsquos) section 134(d)(3) Such services may include the following comprehensive and specialized assessments of the skill levels and service needs of adults and dislocated workers (which may include diagnostic testing and use of other assessment tools and in-depth interviewing and evaluation to identify employment barriers and appropriate employment goals) development of an individual employment plan to identify the employment goals appropriate achievement objectives and appropriate combination of services for the participant to achieve the employment goals group counseling individual counseling and career planning case management for participants seeking training services and short-term prevocational services including development of learning skills communication skills interviewing skills punctuality personal maintenance skills and professional conduct to prepare individuals for unsubsidized employment or training

Job ready describes individuals who do not require further education or training to perform work that is

available in their labor market Job-ready individuals may include people already employed even if only part time people recently unemployed but with a skill set to fill jobs available in their area or people with sufficient training from SCSEP or some other employment and training program to be able to perform work available in the labor market

Jobs for Veterans Act This public law confers a priority of service for veterans and certain spouses of

veterans who apply to participate in US Department of Labor employment and training programs

Limited English proficiency One of 13 characteristics that define most-in-need individuals it describes

individuals who do not speak English as their primary language and who have a limited ability to read speak write or understand English

Local Workforce Investment Area Sometimes called a ldquolocal areardquo the description refers to an area

designated by a state governor under section 116 of the Workforce Innovation and Opportunity Act

Low employment prospects One of 13 characteristics that define most-in-need individuals it describes

individuals who likely will not obtain employment without the assistance of the SCSEP or another workforce development program Persons with low employment prospects have a significant barrier to employment

Low literacy skills One of 13 characteristics that define most-in-need individuals it describes individuals who compute or solve problems read write or speaks at or below the eighth-grade level or are unable to compute or solve problems read write or speak at a level necessary to function on the job in their family or in society

Modified Authorized Positions Modified authorized positions are the number of authorized slots modified to account for state minimum wages higher than the federal minimum wage The determination of modified slots is made by DOL Higher state minimum wages are prorated for the entire program year so that the number of modified slots does not have to be revised each quarter This means that the modified slot count is accurate for the YTD but will not be accurate for a given quarter if the state minimum wage increases during the program year



Most in need The term describes individuals who must receive priority in being served in a SCSEP program and service to most-in-need individuals is a core indicator of performance Individuals must have one or more of 13 characteristics ndashsuch as low literacy skills or frailty ndash to qualify as most in need

Nepotism Providing favorable consideration to immediate family members of participants The

immediate family includes wife husband son daughter mother father brother brother-in-law sister sister-in-law son-in-law daughter-in-law mother-in-law father-in-law aunt uncle niece nephew stepparent stepchild grandparent and grandchild

OJE training On-the-job-experience (OJE) training helps a participant obtain an unsubsidized job with

a public or private employer that requires specific skills not attainable through a regular community service assignment Sponsors must seek prior approval from SSAI before implementing any OJE partnerships

American Job CenterOne-Stop delivery system A system under which employment and training

programs services and activities are available through a network of eligible American Job Center partners which assures that information about and access to core services is available regardless of where the individuals initially enter the workforce investment system

American Job CenterOne-Stop partner An entity described in Sec 121(b)(1) or (2) of the Workforce

Innovation and Opportunity Act ie required partners or additional partners respectively Other participant costs (OPC) The costs of participant training including the payment of reasonable

costs to instructors classroom rental training supplies materials equipment and tuition and which may be provided before or during a community service assignment in a classroom setting or under other appropriate arrangements job placement assistance including job development and job search assistance participant supportive services to enable a participant to successfully participate in a project including the payment of reasonable costs of transportation health care and medical services special job-related or personal counseling incidentals (such as work shoes badges uniforms eyeglasses and tools) child and adult care temporary shelter and follow-up services and outreach recruitment and selection intake orientation and assessments

Participant An individual who is eligible and enrolled in SSAIrsquos SCSEP is given a community service

assignment and is receiving a service funded by the program Participant Staff A SCSEP participant assigned to the Sponsor Agency as hisher host agency and

whose community service assignment is to assist directly with day-to-day operations of the sponsorrsquos SCSEP program such as recruitment enrollment payroll job development data entry etc

Persistent unemployment This description means that the annual average unemployment rate for a

county or city is more than 20 percent higher than the national average for two out of the last three years A person who has severely limited employment prospects in an area of persistent unemployment qualifies as most in need

Place of residence An individualrsquos permanent dwelling place Place of residence is one of the eligibility

criteria for SCSEP Post 911 Era Veteran ndash Veterans who served in active military service after 91101 regardless of the

length of service excluding those who were discharged



Program operator When used by the US Department of Labor it means a grantee or sub-recipient that receives SCSEP funds from a SCSEP grantee (such as SSAI) or a higher-tier SCSEP sub-recipient and performs the following activities for all its participants eligibility determination participant assessment and development of and placement into community service assignments

Program Year The one-year period beginning July 1 and ending on June 30 Project director The individual who is responsible for the daily direction programmatic and financial

administration and supervision of the SSAI SCSEP project and its participants Qualified spouse of veteran Someone who is married to a veteran who has a service-related total

disability or died of one is a member of the Armed Forces on active duty who has been listed for a total of more than 90 days as missing in action captured in line of duty by a hostile force or forcibly detained or interned by a foreign government or power

Residence An individuals declared dwelling place or address as demonstrated by appropriate

documentation Rural Residence in a rural area is one of the 13 characteristics that qualify an individual as most in need

A rural area is one not designated as a metropolitan statistical area by the Census Bureau is located within metropolitan counties identified by codes 4 through 10 in the Rural Urban Commuting Area (RUCA) system or has RUCA codes 2 and 3 for census tracts that are larger than 400 square miles and have population density of less than 30 people per square mile

Service area The geographic area served by a local SCSEP project in accordance with a grant

agreement Severe disability One of 13 characteristics that define most-in-need individuals it is a severe chronic

disability attributable to mental or physical impairment or a combination of mental and physical impairments that are likely to continue indefinitely and result in substantial functional limitation in three or more major life activities which are self-care receptive and expressive language learning mobility self-direction capacity for independent living and economic self-sufficiency

Severely limited employment prospects A condition in which a person likely will not obtain

employment without the assistance of the SCSEP or another workforce development program A person who has severely limited employment prospects in an area of persistent unemployment qualifies as most in need

Single Audit Act The Single Audit Act of 1984 its 1996 amendments and Office of Management and

Budget Circular A-133 (Audits of State Local Governments and Non-Profit Organizations) detail the audit requirements for ensuring that federal grant funds awarded to state local and tribal governments colleges universities and other non-profit organizations are expended properly

Specialized training Training that prepares a participant for a particular job or industry Specialized

training can be provided through the project sponsor a workforce partner an educational institution or other provider Sponsors must seek prior approval from SSAI before implementing any specialized training partnerships or efforts



SCSEP project services Community service provided by a participant who is assigned to the SCSEP sponsorrsquos project office Their assignment duties enhance daily project operations Some examples are recruitment job development host agency monitoring job coaching payroll data entry in SPARQ

State SCSEP Coordination Plan A plan required by the Older Americans Act to be submitted by the Governor of each state to the US Department of Labor it must describe a four-year strategy for

the planning and implementation of all SCSEP services in the state It requires coordination of all in-state entities providing SCSEP services and other stakeholders such as the Agency on Aging and Workforce Innovation and Opportunity Act partners

Subgrantee A community or faith-based 501(c)(3) non-profit organization unit of government or tribal

organization that administers SSAIrsquos SCSEP in local communities Supportive services Such services as transportation health and medical services special job-related or

personal counseling incidentals (for example work shoes badges uniforms eyeglasses and tools) child and adult care housing (including temporary shelter) follow-up services and needs-related payments which are necessary to enable an individual to participate in activities authorized under the SCSEP

Training services The services funded by the federal government under the Workforce Innovation and

Opportunity Actrsquos (WIOArsquos) section 134(d)(4) Such services may include occupational skills training including training for nontraditional employment on-the-job training programs that combine workplace training with related instruction which may include cooperative education programs training programs operated by the private sector skill upgrading and retraining entrepreneurial training job-readiness training adult education and literacy activities provided in combination with services described previously and customized training conducted with a commitment by an employer or group of employers to employ

Transition Assessment and IEP A transition assessment and Individual Employment Plan (IEP) is

performed for participants who have not secured unsubsidized employment and are within 12 months or less of reaching their 48-month durational limit The purpose of the transition assessment and IEP is to give these participants a post-SCSEP survival plan by the time they must be terminated from the program

Unemployed The term describes an individual who is without a job and who wants and is available for

work including an individual who may have occasional employment that does not result in a constant source of income

Unsubsidized employmentplacement An SSAI performance goal expressed as a percentage set by

SSAI and determined by dividing of the number of participants who exit the program into unsubsidized positions by the number of modified authorized positions

Veteran A person who served in the active military navy or air force who was not dishonorably

discharged or released Active service includes full-time duty in the National Guard or a Reserve component other than full-time duty for training purposes



WIOA (Workforce Innovation and Opportunity Act) Career Services under Title I bull Determination of eligibility to receive services under Title I of WIOA bull Outreach intake and orientation to American Job CenterOne-Stop delivery system bull Initial assessment of skills aptitudes abilities and supportive services needed bull Job search and placement assistance and where appropriate career counseling bull Information on employment statistics (LMI) bull Information on program performance and program cost for certain programs bull Information on how the local area is performing (performance measures) and performance

information with respect to the American Job CenterOne-Stop delivery system bull Information on availability of supportive services or referral to services bull Information regarding filing for unemployment bull Assisting in the establishing of eligibility for certain other programs and bull Follow-up services for 12 months after employment


June 2015 Acronyms Page 1 of 3

List of Acronyms AAA (Area Agency on Aging) AAAs were established under the Older Americans Act (OAA) in

1973 to respond to the needs of Americans age 60 and older in every local community The services available through AAA and Title VI agencies fall into five broad categories information and access services community-based services in-home services housing and elder rights A range of programs is available within each category

ACA Affordable Care Act ACL (Administration for Community Living) To help meet these needs the US Department

of Health and Human Services (HHS) created the Administration for Community Living (ACL) ACL brings together the efforts and achievements of the Administration on Aging the Administration on Intellectual and Developmental Disabilities and the HHS Office on Disability to serve as the Federal agency responsible for increasing access to community supports while focusing attention and resources on the unique needs of older Americans and people with disabilities across the lifespan

ACSI (American Customer Satisfaction Index) Established in 1994 the ACSI is a uniform and

independent measure of household consumption experience The ACSI tracks trends in customer satisfaction and provides benchmarking insights of the consumer economy for companies industry trade associations and government agencies

ADA (Americans with Disabilities Act) This federal law provides for comprehensive civil rights

protection for individuals with disabilities in the areas of employment public accommodations state and local government services and telecommunications

AoA (Administration on Aging) This agency within the US Department of Health and Human

Services is headed by an Assistant Secretary for Aging The AoA is the federal focal point and advocacy agency for older persons as mandated by the OAA and administers most OAA programs at the federal level

CBO (Community-based Organization) A private nonprofit organization that is representative

of a community or a significant segment of a community and that has demonstrated expertise and effectiveness in the field of workforce investment

CFR (Code of Federal Regulations) Published by the Office of the Federal Register National

Archives and Records Administration (NARA) the Federal Register is the official daily publication for rules proposed rules and notices of federal agencies and organizations as well as executive orders and other presidential documents

CIP (Continuous Improvement Plan) a plan SSAI requires of subgrantees who do not achieve

minimum performance thresholds for the unsubsidized employment service level and most-in-need performance goals

CPS (US Census Bureaursquos Current Population Survey) This survey is used as one standard

for determining income eligibility for SCSEP DOL (United States Department of Labor) National government organization responsible for

administration of the Senior Community Service Employment Program


Acronyms Page 2 of 3 June 2015

DOMA The Defense of Marriage Act ETA (Employment and Training Administration) The Employment and Training

Administration (ETA) within the US Department of Labor administers federal government job training and worker dislocation programs federal grants to states for public employment service programs and unemployment insurance benefits SCSEP is one of these programs

FEIN (Federal Employer Identification Number) A nine-digit number the IRS assigns to

business entities These numbers are used by employers sole proprietors corporations partnerships non-profit organizations trusts and estates government agencies certain individuals and other business entities

FSR (Financial Status Report) Reports that must be submitted within 45 days after the end of

each quarter in a SCSEP program year via the Internet to the US Department of Labor A final close-out report also must be submitted via the Internet within 90 days after the end of a grant period

GPRA (Government Performance and Results Act) The Government Performance and Results

Act of 1993 provides for the establishment of strategic planning and performance measurement in the federal government The lawrsquos purpose is to hold federal agencies accountable for achieving program results

LMI (Labor Market Information) LMI generally involves four major areas of information

which include national job trends (including supply and demand) local job opportunities education and skill requirements for jobs and job-seeking skills (writing resumes job interview techniques etc)

MOU (Memorandum of Understanding) An agreement developed and executed

betweenyoubetween you and the local Workforce Investment Board that details specific operations in the American Job Center delivery system The MOU can cover operating costs funding sources and methods of referring individuals between the American Job Center operators and partners

OAA (Older Americans Act) The Older Americans Act was signed into law by President

Johnson In addition to creating the Administration on Aging it authorized grants to states for community planning and services programs as well as for research demonstration and training projects in the field of aging

OMB (Office of Management and Budget) This federal agency assists the President in

overseeing the preparation of the federal budget and supervises the budgetrsquos administration in executive branch agencies The office evaluates the effectiveness of federal programs policies and procedures and assesses competing funding demands

ONET (Occupational Information Network) A US Department of Labor-sponsored database

used for matching the title of an occupation with its 5- or 6-digit occupational code (httponlineonetcenterorg)

PWFB (Participant Wages and Fringe Benefits) Both the Older Americans Act and the federal

regulations for SCSEP state the requirement that 75 percent of SCSEP funds made available through a grant must be used to pay for the wages and fringe benefits of participants employed under SCSEP projects



QPR (Quarterly Progress Report) The US Department of Labor (DOL) generates QPRs through SPARQ reports

SCSEP (Senior Community Service Employment Program) A program of the United States

Department of Labor designed to help low-income people age 55 and older to enter or re-enter the workforce by providing them with job-skill training and employment assistance

SPARQ (SCSEP Performance and Results QPR system The Office of Management and Budget

approved SCSEP Data Collection System (data entry applications upload process national database and generates reports) SPARQ tracks participantsrsquo records from enrollment to any necessary follow up

SSAI (Senior Service America Inc) A 501(c)(3) national non-profit organization that offers

employment and training opportunities to individuals age 55 and older through its SCSEP TEGL (Training and Employment Guidance Letters) Guidance memos from the Employment

and Training Administration of the US Department of Labor TEGLs usually include new directives from DOL

TEN (Training and Employment Notice) Technical assistance and advisory notices from the

Employment and Training Administration of the US Department of Labor UI (Unemployment Insurance) Provides a subsidized income to eligible workers who are

unemployed through no fault of their own and meet other eligibility requirements as determined by statesrsquo laws

WARN (Worker Adjustment and Retraining Notification) Notice of termination of employment

from an employer WIOA (Workforce Innovation and Opportunity Act) The WIOArsquos purpose is to help Americans

access the tools they need to manage their careers through information and high-quality services and to help US companies find skilled workers Activities funded under WIOA are designed to increase employment occupational skills retention and earnings of participants thereby improving the quality of the workforce reducing welfare dependency and improving the productivity of the nationrsquos economy

WIB (Workforce Investment Board) Local workforce boards were established under the

Workforce Innovation and Opportunity Act (WIOA) The local board must have at least one member from each American Job Center partner which includes SCSEP operators

WISARD (Workforce Innovation and Opportunity Act Standardized Record Data) Establishes a

standard set of data elements and definitions to describe the characteristics activities and outcomes of individuals served by WIOA programs The data is collected during participation

WRIS (Wage Record Interchange System) Facilitates the interstate exchange of unemployment

insurance wage data for the use of participating states in responding to performance and reporting requirements for programs identified under the Workforce Innovation and Opportunity Act and other programs including SCSEP

PPM 1 - 202

Table of Contents


Part 2 Recruitment Enrollment Eligibility Determination and

Right of Return


Change of a Community Service Assignment

Part 4 Training

Part 5 Unsubsidized Employment

Part 6 Participant Records Recertification Exit Procedure

and Termination





Part 11 Transportation Costs Auto Liability and

Supportive Services

Part 12 SSAI Program Monitoring Fiscal Monitoring and

Audit Requirements

Purpose of this Manual

Organization of the Manual

How Sections Are Numbered

How Pages Are Numbered

References in the Manualrsquos Text

Appendices

Index

Manual Updates

SSAI Website

SCSEP Mission and Purpose

SSAI Strategic Vision

SSAI Service Delivery Approach


100 Project Sponsor Criteria and

Sponsor Agreement

A Project Sponsor Criteria

B Sponsor Agreement


A Project Direction and Supervision

B Project Sponsors as Host Agencies

C Enrollment from Specific Jurisdictions Can Be Required




A Recommendation for Review

B Sources of Community Needs Data

C High-Growth Job Training Initiative

103 Community Service Assignments

A Definition of Community Service Assignment

B Considerations Before Making a Community Service Assignment


D Volunteering at Assigned Host Agencies Prohibited

E Limitations on Host Agencies Providing Services for Fees

F Maintenance of Effort Requirements

H Community Service Opportunities Listed With Workforce Agency

I Approved Break in Service or Leave of Absence


A Criteria for Host Agencies

B Host Agency Safety and Other Monitoring

D Host Agency Prohibited from Determining Eligibility or Terminating Participants

E Host Agency Orientation and Annual Meetings

F Project Sponsor Host Agency Agreement

G Required Documents to Include in a Host Agency File


A Coordination with Other SSAI Subgrantees

B Cooperative Relationships

C Coordination with Workforce Innovation and Opportunity Act (WIOA)

D Coordination with the State Senior Employment Services Coordination Plan




A Recruitment of New Participants

B Recruitment from Specific Jurisdictions Is Required

C Employment Status of Participants

A Priority Must Be Given to Veterans

B Enrollment Priorities Must Be Used

C Most-in-Need Individuals Are Service Priority

D Service to Minority Individuals

A When to Determine Eligibility

D Re-Enrollment Is at Sponsorrsquos Discretion


G False Information as Cause for Termination

H Program Participants May Not Sign as Interviewers


A SCSEP Eligibility Requirements

B Project Sponsor Responsible for Documenting Eligibility

C Employment Eligibility Verification Form (I-9) Required

D Durational Limit on Individualrsquos Program Participation

G Felony Background Checks

H Enrollment of More Than One Family Member Discouraged

I Recertification of Eligibility Required

J Income Limits for Eligibility


A Standards for Determining Number in Family and Countable Income

B Definition of Family

C Exception to Definition of Family

D Method of Computing Income

E Look-Back Period for Income Calculation



H Income Worksheet

I Participants Must Receive Payment




A Requirements for New Participant Orientation

B Receipt of Orientation and Copy of Personnel Policy Acknowledged

C Reorientation


A Purpose of Initial Assessment and Individual Employment Plan (IEP)

B Initial Assessment

Participantrsquos Name

Provide the participantrsquos complete name including any middle name or initial

Date of Assessment


Work History

Record the date that the IEP is completed which is important as it is compared to the date entered in SPARQ during data validation

302 Community Service Assignment Description

A Written Assignment Description Required



A Annual Performance Evaluation Recommended

B Procedure for Performance Evaluation

C Participant Performance Evaluation Form

Part 4 Training

400 Participant Meetings

A Participant Meetings Required

B Appropriate Participant Meeting Topics


A Benefits of Participant Training

B General Rules for Training

C Types of Allowable Training



A Responsibility to Place Participants in Unsubsidized Employment

B ldquoUnsubsidized Placementrdquo Definition and Performance Goal

C ldquoEntered Employmentrdquo Definition and Performance Goal

D Retention and Average Earnings Goals Must Be Met

E Participant Responsible for Seeking Unsubsidized Employment

F Expected Activities of Project Staff

G Follow-up After Unsubsidized Placement Required

H Documentation of Follow-up Required

I Right of Return



A Personnel Participant Record Required

B Required Documents to Include in Personnel Participant Record

D Retention and Destruction of Program Records


A Annual Recertification of Eligibility Required

B Termination of Income-Ineligible Participant

C Host Agency Prohibited from Recertifying Eligibility

A SCSEP Exit Form SCSEP Unsubsidized Employment Form


C Participants and Host Agencies Prohibited from Exiting Participants

E Transfer of Participants to another SCSEP Provider











E Termination for Individual Employment Plan (IEP) Violation

I Termination Due to Program Ineligibility



A Normal Hours of Community Service for Participants

B Limitations on Hours of Community Service Assignment

C Reduced Hours of Community Service for Participants

D Waiver Required for Less Than 20 Hours Per Week

E Approved Break in Participation

F Leave Without PayLeave of Absence

G Participant Wages

H Wages Paid During Orientation Training and Participant Meetings

I Timesheet Required

A Physical Examination Is a Fringe Benefit

B Physical to Be Offered After Enrollment

C Waiving the Physical Examination

D Results of Examination Are the Participantrsquos Property



G Other Testing Can Be Required for Certain Community Service Assignments

H Seeking Free or Reduced-Cost Physical Examinations Encouraged


A Required Fringe Benefits

B Jury Duty

C Payments to Retirement Funds Prohibited



A Change of Community Service Assignments

801 Discrimination Prohibited

A Project Sponsor Responsibility for Non-Discrimination


802 Political Activities and Lobbying by

Project Sponsor and Participants

A Political Activities and Patronage

C SCSEP Funds May Not Be Used for Lobbying


A Definition of Nepotism

B Nepotism Prohibited in Enrollment and Assignment of Participants


A Union Organizing

B Participant May Not Work During Labor-Management Dispute

C Alternate Temporary Assignments Required



B Notification of Filing of Complaint Required

C Adverse Action Against Participant


900 Data Collection

A Data Collection

B Data Collection Forms and Tools

C Customer Satisfaction Survey Process

D Steps for Completing Employer Surveys

E Privacy Act Statement



A SSAI SCSEP Sponsor Agreement

B SSAI SCSEP Sponsor Budget Instructions

C Uniform Administrative Requirements

D Uniform Cost Principles

E Other Specific Allowable Costs


A Definition of Administrative Costs

B Definition of Program Costs


A Budget Proposal

B Budgeting for Costs

C Budget Proposal Form Line Items

D Budget Revisions

E Spending Requirements and Limitations

F Budget Modifications

G State Budgets


A Reporting Monthly Costs

B Report of CostsSA1 Webtool

C Completing the Report of CostsSA1 Webtool

D Transmitting Report of Costs to SSAI

E Payment to Project Sponsors Bank Account Information Needed

F Closeout


A Types of Non-Federal Costs

B Report of Non-Federal CostsSA2 Webtool


A Emphasis on Monitoring Participant Wages and Fringe Benefits


C Project Performance Plan Webtool for Monitoring Costs and Budget





A Allowable Transportation Costs for Participants

B Mileage Reimbursement Rate

C Valid Drivers License and Current Auto Liability Insurance Required

D Collision Coverage Not Included

E Reimbursement Prohibited for Commuting to Community Service


A Supportive Services

B Reimbursement for Incidental Expenses



A SSAI Staff Responsibilities

C Program Compliance Review Report

D Fiscal Compliance Review Report

E Auditing

203PPM - SCSEP Eligibility Requirements - Feb 2020










PPM 204 - end

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing


Table of Contents



A Recruitment of New Participants June 2014 B Recruitment from Specific Jurisdictions Can Be Required June 2014 C Employment Status of Participants June 2014


A Priority Must Be Given to Veterans June 2014 B Enrollment Priorities Must Be Used June 2014 C Most-in-Need Individuals Are Service Priority June 2015 D Service to Minority Individuals June 2014


A When to Determine Eligibility February 2014 B Ineligible Applicants February 2014 C Right of Return February 2014 D Re-Enrollment Is at Sponsorrsquos Discretion February 2014 E Determining Eligibility Participant Form February 2014 F Source Documentation Requirements for Participant Form February 2014 G False Information as Cause for Termination February 2014 H Program Participants May Not Sign as Interviewers February 2014


A SCSEP Eligibility Requirements February 2016 B Project Sponsor Responsible for Documenting Eligibility February 2014 C Employment Eligibility Verification Form (I-9) Required February 2014 D Durational Limit on Individualrsquos Program Participation February 2014 E Individual Durational Limit Notification Requirements June 2015 F Transition Assessment and IEP Requirements for Participants Approaching their IDL June 2015 G Felony Background Checks February 2014 H Enrollment of More Than One Family Member Discouraged February 2014 I Recertification of Eligibility Required February 2014 J Income Limits for Eligibility February 2015


A Standards for Determining Number in Family and Countable Income June 2014 B Definition of Family June 2014 C Exception to Definition of Family June 2014 D Method of Computing Income June 2014 E Look-Back Period for Income Calculation June 2014 F Income to Be Counted June 2014 G Income Not to Be Counted June 2014 H Income Worksheet June 2014 I Participants Must Receive Payment June 2014 J SCSEP Wages Excluded from Federal Housing or Food Stamp

Eligibility Determination June 2014



























602 Exit Procedure


603 Termination



























900 Data Collection










































































Part 1 Page 1 of 1



































































































































































































































































Part 2 Page 1 of 1



































































































termination






























Number in Family


Number in Family


1 $15950 1 $12760

2 $21550 2 $17240

3 $27150 3 $21720

4 $32750 4 $26200

5 $38350 5 $30680

6 $43950 6 $35160

7 $49550 7 $39640

8 $55150 8 $44120








































































Part 3 Page 1 of 1





































































bull Work history





bull Talents




bull Training needs

bull Aptitudes









bull Work History











































4 Date of referral














































Part 4 Page1 of 1











































2 General Training














Part 5 Page 1 of 1





































Example




Part 6 Page 1 of 1






602 Exit Procedure


603 Termination
































































































































Part 7 Page 1 of 1












































































Part 8 Page 1 of 1




















































































Part 9 Page 1 of 1





900 Data Collection














































Part 10 Page 1 of 1

















June 2015 1000 Page 1 of 2












1002 Page 2 of 3 June 2015


















bull Audit






































































June 2015 1004 Page 1 of 3
















1004 Page 2 of 3 June 2015














community as





June 2015 1004 Page 3 of 3




















Part 11 Page 1 of 1



















bull Transportation














Part 12 Page 1 of 1






June 2015 1200 Page 1 of 2
















1200 Page 2 of 2 June 2015















C

















































































Glossary of Terms






























































































































































































PPM 1 - 202

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing











PPM 204 - end

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing


Table of Contents

























602 Exit Procedure


603 Termination



























900 Data Collection










































































Part 1 Page 1 of 1



































































































































































































































































Part 2 Page 1 of 1



































































































termination






























Number in Family


Number in Family


1 $15950 1 $12760

2 $21550 2 $17240

3 $27150 3 $21720

4 $32750 4 $26200

5 $38350 5 $30680

6 $43950 6 $35160

7 $49550 7 $39640

8 $55150 8 $44120








































































Part 3 Page 1 of 1





































































bull Work history





bull Talents




bull Training needs

bull Aptitudes









bull Work History











































4 Date of referral














































Part 4 Page1 of 1











































2 General Training














Part 5 Page 1 of 1





































Example




Part 6 Page 1 of 1






602 Exit Procedure


603 Termination
































































































































Part 7 Page 1 of 1












































































Part 8 Page 1 of 1




















































































Part 9 Page 1 of 1





900 Data Collection














































Part 10 Page 1 of 1

















June 2015 1000 Page 1 of 2












1002 Page 2 of 3 June 2015


















bull Audit






































































June 2015 1004 Page 1 of 3
















1004 Page 2 of 3 June 2015














community as





June 2015 1004 Page 3 of 3




















Part 11 Page 1 of 1



















bull Transportation














Part 12 Page 1 of 1






June 2015 1200 Page 1 of 2
















1200 Page 2 of 2 June 2015















C

















































































Glossary of Terms






























































































































































































PPM 1 - 202

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing











PPM 204 - end

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing


Table of Contents








602 Exit Procedure


603 Termination



























900 Data Collection










































































Part 1 Page 1 of 1



































































































































































































































































Part 2 Page 1 of 1



































































































termination






























Number in Family


Number in Family


1 $15950 1 $12760

2 $21550 2 $17240

3 $27150 3 $21720

4 $32750 4 $26200

5 $38350 5 $30680

6 $43950 6 $35160

7 $49550 7 $39640

8 $55150 8 $44120








































































Part 3 Page 1 of 1





































































bull Work history





bull Talents




bull Training needs

bull Aptitudes









bull Work History











































4 Date of referral














































Part 4 Page1 of 1











































2 General Training














Part 5 Page 1 of 1





































Example




Part 6 Page 1 of 1






602 Exit Procedure


603 Termination
































































































































Part 7 Page 1 of 1












































































Part 8 Page 1 of 1




















































































Part 9 Page 1 of 1





900 Data Collection














































Part 10 Page 1 of 1

















June 2015 1000 Page 1 of 2












1002 Page 2 of 3 June 2015


















bull Audit






































































June 2015 1004 Page 1 of 3
















1004 Page 2 of 3 June 2015














community as





June 2015 1004 Page 3 of 3




















Part 11 Page 1 of 1



















bull Transportation














Part 12 Page 1 of 1






June 2015 1200 Page 1 of 2
















1200 Page 2 of 2 June 2015















C

















































































Glossary of Terms






























































































































































































PPM 1 - 202

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing











PPM 204 - end

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing


Table of Contents
























900 Data Collection










































































Part 1 Page 1 of 1



































































































































































































































































Part 2 Page 1 of 1



































































































termination






























Number in Family


Number in Family


1 $15950 1 $12760

2 $21550 2 $17240

3 $27150 3 $21720

4 $32750 4 $26200

5 $38350 5 $30680

6 $43950 6 $35160

7 $49550 7 $39640

8 $55150 8 $44120








































































Part 3 Page 1 of 1





































































bull Work history





bull Talents




bull Training needs

bull Aptitudes









bull Work History











































4 Date of referral














































Part 4 Page1 of 1











































2 General Training














Part 5 Page 1 of 1





































Example




Part 6 Page 1 of 1






602 Exit Procedure


603 Termination
































































































































Part 7 Page 1 of 1












































































Part 8 Page 1 of 1




















































































Part 9 Page 1 of 1





900 Data Collection














































Part 10 Page 1 of 1

















June 2015 1000 Page 1 of 2












1002 Page 2 of 3 June 2015


















bull Audit






































































June 2015 1004 Page 1 of 3
















1004 Page 2 of 3 June 2015














community as





June 2015 1004 Page 3 of 3




















Part 11 Page 1 of 1



















bull Transportation














Part 12 Page 1 of 1






June 2015 1200 Page 1 of 2
















1200 Page 2 of 2 June 2015















C

















































































Glossary of Terms






























































































































































































PPM 1 - 202

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing











PPM 204 - end

Table of Contents



Right of Return



Part 4 Training



and Termination






Supportive Services


Audit Requirements






Appendices

Index

Manual Updates

SSAI Website






Sponsor Agreement


B Sponsor Agreement
































































H Income Worksheet







C Reorientation






Date of Assessment


Work History









Part 4 Training


















I Right of Return


































G Participant Wages













B Jury Duty
















A Union Organizing








900 Data Collection

A Data Collection
















A Budget Proposal



D Budget Revisions



G State Budgets







F Closeout

























E Auditing