Eligibility Eligibility DocumentationDocumentation

What do I document, and What do I document, and how do I do it?how do I do it?

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Eligibility/Case Eligibility/Case Management Items That Management Items That Must be DocumentedMust be Documented

All criteria for determining GENERAL All criteria for determining GENERAL ELIGIBILITYELIGIBILITY

All criteria for determining PROGRAM -All criteria for determining PROGRAM -SPECIFIC ELIGIBILITYSPECIFIC ELIGIBILITY

Justification for supportive services Justification for supportive services providedprovided

Justification for intensive/training services Justification for intensive/training services providedprovided

What NOT to DocumentWhat NOT to Document

Items referenced on the MIS-1 form which Items referenced on the MIS-1 form which DO NOT impact eligibility determination, DO NOT impact eligibility determination, but is information requested FOR but is information requested FOR REPORTING PURPOSES ONLYREPORTING PURPOSES ONLY

Example: Number in family, for those Example: Number in family, for those individuals who are automatically low-individuals who are automatically low-income, for whom an income calculation income, for whom an income calculation is not necessaryis not necessary

General Eligibility ItemsGeneral Eligibility Items

Participant’s Age (to insure applicable Participant’s Age (to insure applicable minimum age requirement met to receive minimum age requirement met to receive services as either a youth, adult, or services as either a youth, adult, or dislocated worker)dislocated worker)

Citizenship/authorization to work in the Citizenship/authorization to work in the United StatesUnited States

Selective Service registration (for males Selective Service registration (for males born January 1, 1960 and later)born January 1, 1960 and later)

General General Eligibility(Continued)Eligibility(Continued)

Applicant’s nameApplicant’s name Applicant’s Social Security numberApplicant’s Social Security number

While these are not actually eligibility While these are not actually eligibility items, it is recommended that these items items, it is recommended that these items be verified to ensure accuracy of record be verified to ensure accuracy of record keeping and to prevent the erroneous keeping and to prevent the erroneous establishment of duplicate files.establishment of duplicate files.

General Eligibility General Eligibility (continued)(continued)

It is NOT necessary to document the It is NOT necessary to document the participant’s address, unless local participant’s address, unless local residency is part of the local priority of residency is part of the local priority of service criteria, or if the WIA definition of service criteria, or if the WIA definition of “family” (which requires “living in a single “family” (which requires “living in a single residence”) is applied as part of an residence”) is applied as part of an income eligibility criteria. income eligibility criteria.

General Eligibility-General Eligibility-Examples of Acceptable Examples of Acceptable DocumentationDocumentation

Age- birth certificate, driver’s license or State Age- birth certificate, driver’s license or State of Florida ID card, school recordsof Florida ID card, school records

Citizenship/authorization to work in the U.S.- Citizenship/authorization to work in the U.S.- Anything accepted by the United States Anything accepted by the United States Immigration and Naturalization Service See Immigration and Naturalization Service See back of I-9 form)back of I-9 form)

Selective Service registration- Selective Selective Service registration- Selective Service card or verification from Selective Service card or verification from Selective Service web site Service web site

General Eligibility General Eligibility Examples- (continued) Examples- (continued)

Applicant name- Driver’s license or Applicant name- Driver’s license or Florida ID cardFlorida ID card

Applicant SSN- Social Security card; Applicant SSN- Social Security card; school or governmental agency records school or governmental agency records

Address (if applicable)- Driver’s license, Address (if applicable)- Driver’s license, Florida ID card, lease, utility billFlorida ID card, lease, utility bill

Program-Specific Program-Specific Eligibility- AdultsEligibility- Adults

Age-Must be at least 18 years old at time Age-Must be at least 18 years old at time of registrationof registration

IF local funds are limited and local priority IF local funds are limited and local priority of service criteria has been implemented, of service criteria has been implemented, receipt of public assistance or other low- receipt of public assistance or other low-income criteria must be documented.income criteria must be documented.

Dislocated Worker Dislocated Worker EligibilityEligibility

Terminated or laid off AND eligible for or Terminated or laid off AND eligible for or exhausted Unemployment Compensation exhausted Unemployment Compensation AND unlikely to return to a previous AND unlikely to return to a previous industry or occupation industry or occupation OROR

Laid off or received notice of impending Laid off or received notice of impending layoff due to permanent plant closure or layoff due to permanent plant closure or substantial layoffsubstantial layoff

Dislocated Worker Dislocated Worker Eligibility- (continued)Eligibility- (continued)

If employer has made a general If employer has made a general announcement that plant closure will announcement that plant closure will occur WITHIN 180 DAYS, all services occur WITHIN 180 DAYS, all services may be provided.may be provided.

If employer has made only a general If employer has made only a general announcement of plant closure, with no announcement of plant closure, with no date or within a time frame greater than date or within a time frame greater than 180 days, only provide core services. 180 days, only provide core services.

Dislocated Worker Dislocated Worker Eligibility- (continued)Eligibility- (continued)

Self-Employed- Dislocated due to economy Self-Employed- Dislocated due to economy or natural disasteror natural disaster

Displaced homemaker- has been Displaced homemaker- has been dependent on the income of another family dependent on the income of another family member, but is no longer supported by that member, but is no longer supported by that income, AND is unemployed or income, AND is unemployed or underemployed and is experiencing underemployed and is experiencing difficulty in obtaining or upgrading difficulty in obtaining or upgrading employment. employment.

Documentation Documentation Examples- Dislocated Examples- Dislocated WorkersWorkers

Terminated or Laid off- Letter from employer, Terminated or Laid off- Letter from employer, documented collateral contact with documented collateral contact with employer, UC printout, applicant statementemployer, UC printout, applicant statement

Eligible for or exhausted UC- UC printoutEligible for or exhausted UC- UC printout Unlikely to return to previous a industry or Unlikely to return to previous a industry or

occupation ( NOT job of dislocation with lay-occupation ( NOT job of dislocation with lay-off employer )- unsuccessful job search; off employer )- unsuccessful job search; doctor’s statement; court records doctor’s statement; court records

Documentation Documentation Examples- Dislocated Examples- Dislocated Workers (continued)Workers (continued)

Laid off or impending lay off due to Laid off or impending lay off due to permanent plant closure or substantial lay permanent plant closure or substantial lay off- employer letter or notice, newspaper off- employer letter or notice, newspaper article or WARN notice WITH pay stub as article or WARN notice WITH pay stub as proof of employment at plant at time of proof of employment at plant at time of closure or impending closureclosure or impending closure

Self-employed- economy-license, income Self-employed- economy-license, income tax records, etc. AND proof of income loss tax records, etc. AND proof of income loss

Documentation - Documentation - Dislocated Workers Dislocated Workers (continued) (continued)

Self-employed-disaster-license,other proof of Self-employed-disaster-license,other proof of self-employment AND insurance claim or self-employment AND insurance claim or other proof of income lossother proof of income loss

Displaced homemaker- no longer supported Displaced homemaker- no longer supported by family member- divorce decree, death by family member- divorce decree, death certificate, applicant statementcertificate, applicant statement

Displaced homemaker- unemployed or Displaced homemaker- unemployed or underemployed- applicant statement or wage underemployed- applicant statement or wage statementstatement

Program-Specific Program-Specific Eligibility-YouthEligibility-Youth

Youth must be 14-21 years old at time of Youth must be 14-21 years old at time of registrationregistration

Youth 18-21 years old at time of Youth 18-21 years old at time of registration may be served as youth, registration may be served as youth, adults , or bothadults , or both

However, all applicable documentation However, all applicable documentation must be obtained prior to expending must be obtained prior to expending funds from the other funding stream funds from the other funding stream

Program-Specific Program-Specific Eligibility- Youth Eligibility- Youth (continued)(continued)

This means that if adult funds are going to This means that if adult funds are going to be expended on a youth already being be expended on a youth already being served with youth funds, then the file must served with youth funds, then the file must be documented to show that a core and an be documented to show that a core and an intensive service have been provided prior intensive service have been provided prior to placement in training. Documentation of to placement in training. Documentation of the provision of intake and development of the provision of intake and development of the Individual Service Strategy, which the Individual Service Strategy, which should have already been done, will suffice. should have already been done, will suffice.

Program- Specific Program- Specific Eligibility-Youth Eligibility-Youth (continued)(continued)

This also means that if youth funds are going This also means that if youth funds are going to be expended on an older youth (age 18-to be expended on an older youth (age 18-21) that was initially served with adult funds, 21) that was initially served with adult funds, documentation of low-income status AND documentation of low-income status AND the presence of an allowable barrier must be the presence of an allowable barrier must be documented prior to the expenditure of documented prior to the expenditure of youth funds, unless the 5% percent window youth funds, unless the 5% percent window is used. In that case, one of the 5 % window is used. In that case, one of the 5 % window barriers must be documented.barriers must be documented.

Eligibility Documentation Eligibility Documentation Examples- YouthExamples- Youth

Low-income- (also for adults when funds Low-income- (also for adults when funds are limited and priority criteria are limited and priority criteria implemented):implemented):

public assistance or food stamp recipient- public assistance or food stamp recipient- documentation from governmental documentation from governmental agency showing receipt of public agency showing receipt of public assistance or food stampsassistance or food stamps

Eligibility Documentation Eligibility Documentation Examples-Youth Examples-Youth (continued)(continued)

Foster child- court documents or Foster child- court documents or documentation from Department of documentation from Department of Children and FamiliesChildren and Families

Homeless- applicant statement or Homeless- applicant statement or collateral contact verification from sheltercollateral contact verification from shelter

““Family of one”- medical or school Family of one”- medical or school records indicating substantial disability records indicating substantial disability

Eligibility Documentation Eligibility Documentation Examples- Youth Examples- Youth (continued)(continued)

Income calculation- wage statement(s) Income calculation- wage statement(s) AND applicant statement addressing AND applicant statement addressing number in family by WIA definition, number in family by WIA definition, supported by source documentation such supported by source documentation such as birth and marriage certificates where as birth and marriage certificates where possible possible

Barriers for YouthBarriers for Youth

In addition to being “low-income” and 14-21 In addition to being “low-income” and 14-21 years of age, all youth (except for 5% years of age, all youth (except for 5% “window” exception) must have at least one “window” exception) must have at least one of the following documented barriers. of the following documented barriers. Examples of documentation are included:Examples of documentation are included:

Deficient in basic literacy skills- generally Deficient in basic literacy skills- generally accepted standardized or criterion-accepted standardized or criterion-referenced tests (such as TABE) or school referenced tests (such as TABE) or school recordsrecords

Barriers for Youth Barriers for Youth (continued)(continued)

School dropout - documentation from School dropout - documentation from school board showing not currently school board showing not currently enrolled if possible, or applicant statementenrolled if possible, or applicant statement

homeless or runaway youth- applicant homeless or runaway youth- applicant statement or documented collateral statement or documented collateral contact with sheltercontact with shelter

Foster child- Court or Department of Foster child- Court or Department of Children and Families records_ Children and Families records_

Youth Barriers Youth Barriers (continued)(continued)

Pregnant or parenting- Doctor’s statement Pregnant or parenting- Doctor’s statement (pregnant) or birth certificate (parenting)(pregnant) or birth certificate (parenting)

Offender: Court recordsOffender: Court records Requiring additional assistance to complete Requiring additional assistance to complete

an educational program, or to secure and an educational program, or to secure and hold employment- applicable documentation hold employment- applicable documentation of this locally defined criteria, which could of this locally defined criteria, which could include medical or school records include medical or school records documenting a disability documenting a disability

5% Percent Window 5% Percent Window DocumentationDocumentation

Up to 5% of youth served locally in any Up to 5% of youth served locally in any program year DO NOT have to be low- program year DO NOT have to be low- income IF they have one or more of the income IF they have one or more of the following “barriers”following “barriers”

THIS IS A DIFFERENT LIST THAN THE THIS IS A DIFFERENT LIST THAN THE ONE FOR LOW-INCOME YOUTH, ONE FOR LOW-INCOME YOUTH, THOUGH SOME ELEMENTS ARE THE THOUGH SOME ELEMENTS ARE THE SAME SAME

5 Percent Window 5 Percent Window Documentation Documentation (continued)(continued)

School dropout- same School dropout- same ““Basic skills deficient” (English reading, Basic skills deficient” (English reading,

writing, or computing skills at or below writing, or computing skills at or below the 8th grade level)- generally accepted the 8th grade level)- generally accepted standardized or criterion-referenced tests standardized or criterion-referenced tests or school recordsor school records

One or more grade levels behind- school One or more grade levels behind- school recordsrecords

5 Percent Window 5 Percent Window Documentation Documentation (continued)(continued)

Pregnant or parenting- samePregnant or parenting- same Possess one or more disabilities (including Possess one or more disabilities (including

learning disabilities)- medical or school learning disabilities)- medical or school recordsrecords

Homeless or runaway- sameHomeless or runaway- same Offender- sameOffender- same Face serious barriers to employment as Face serious barriers to employment as

identified by local Board- applicable identified by local Board- applicable documentationdocumentation

School StatusSchool Status

30% of WIA funds must be expended 30% of WIA funds must be expended annually on youth who are out of school- annually on youth who are out of school- school records, copy of diploma or school records, copy of diploma or equivalent, applicant or parental signed equivalent, applicant or parental signed statement, or documented collateral statement, or documented collateral contact with school board contact with school board

Alternative schools and home schooling Alternative schools and home schooling are counted as being “in-school” are counted as being “in-school”

Need for Supportive Need for Supportive ServicesServices

Participating in core , intensive, or Participating in core , intensive, or training services- document with locally-training services- document with locally-developed forms or counseling notesdeveloped forms or counseling notes

Unable to obtain service through other Unable to obtain service through other programs- counseling notesprograms- counseling notes

Services necessary to participate in WIA Services necessary to participate in WIA Title I activities- applicant statement Title I activities- applicant statement

Need for Intensive Need for Intensive Services ProvidedServices Provided

Unemployed Adults and Dislocated Unemployed Adults and Dislocated WorkersWorkers- Document with:- Document with:Receipt of one core service- locally Receipt of one core service- locally

developed forms or counseling notesdeveloped forms or counseling notesUnable to obtain employment through Unable to obtain employment through

core services- unsuccessful job search core services- unsuccessful job search or supporting documentation showing or supporting documentation showing job search inappropriate for skill level job search inappropriate for skill level

Need for Intensive Need for Intensive Services Provided Services Provided (continued)(continued)

Determined to be in need of intensive Determined to be in need of intensive services- locally developed forms or services- locally developed forms or counseling notescounseling notes Employed Workers-Employed Workers-

Received at least one core service- Received at least one core service- locally developed forms or locally developed forms or counseling notescounseling notes

Need for Intensive Need for Intensive Services(continued)Services(continued)

Determined to need intensive services in Determined to need intensive services in order to OBTAIN OR RETAIN order to OBTAIN OR RETAIN employment leading to self-sufficiency- employment leading to self-sufficiency- locally developed forms or counseling locally developed forms or counseling notes (obtain employment), letter or notes (obtain employment), letter or documented collateral contact with documented collateral contact with employer stating that employee will not be employer stating that employee will not be retained unless services received (retain retained unless services received (retain employment) employment)

Documentation of Need Documentation of Need for Training Servicesfor Training Services

Received at least one intensive service Received at least one intensive service and has been unable to OBTAIN OR and has been unable to OBTAIN OR RETAIN employment leading to self-RETAIN employment leading to self-sufficiency- locally developed forms or sufficiency- locally developed forms or counseling notes (obtain employment) or counseling notes (obtain employment) or letter from or documented collateral letter from or documented collateral contact with employer stating that training contact with employer stating that training needed in order to retain employment needed in order to retain employment (retain employment) (retain employment)

Need for Training Need for Training Services (continued)Services (continued)

Determined to be in need of training Determined to be in need of training services- locally developed forms or services- locally developed forms or counseling notes or if employed, letter counseling notes or if employed, letter from employer stating training needed to from employer stating training needed to retain current employment which allows retain current employment which allows for self-sufficiencyfor self-sufficiency

Program directly linked to employment Program directly linked to employment opportunities-demand occupation listsopportunities-demand occupation lists

Need for Training Need for Training Services Documentation Services Documentation (continued)(continued)

Unable to obtain grant assistance or Unable to obtain grant assistance or requires additional assistance- requires additional assistance- counseling notes and Pell grant counseling notes and Pell grant application and results where applicableapplication and results where applicable

Determined to be eligible in accordance Determined to be eligible in accordance with local priority system when funds are with local priority system when funds are limited (adult funding stream only)- limited (adult funding stream only)- documentation of “low income status”documentation of “low income status”