Table of Contents - ssai.is.production.wordpress.s3 ...ssai.is.production.wordpress.s3.amazonaws.com/2016/06/June-2016... · Table of Contents Page 1 Table of Contents Part 1: Responsibilities

SSAI SCSEP Policy and Procedure Manual

Table of Contents Page 1

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 2016 E. Project Director Training and Executive Conferences April 2014 F. Other Project Sponsor Responsibilities June 2016

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 Service or Leave 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 Prohibited from Paying Participants Workers Compensation Costs June 2016 F. Host Agency Orientation and Annual Meetings June 2016 G. Project Sponsor / Host Agency Agreement July 2012 H.. 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



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 2016 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 Sponsors Discretion June 2016 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 Individuals 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 2016 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-Assessment/IEP Updates June 2015 E. Initial Assessment, IEP, and Reassessment/IEP 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 June 2016

303 Participant Performance Evaluation (Optional)

A. Annual Performance Evaluation Recommended April 2014 B. Procedure for Performance Evaluation April 2014 C. Participant Performance Evaluation Form April 2014

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 2016 B. Unsubsidized Placement Definition and Performance Goal June 2015 C. Entered Employment 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 2016 G. Follow-up After Unsubsidized Placement Required June 2015 H. Documentation of Follow-up Required June 2016 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 SCSEP Records June 2016 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 the SCSEP Exit Form

and the SCSEP Unsubsidized Employment 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. Disciplinary/Termination 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 Sponsors Leave Without Pay / Leave of Absence Policy April 2014 G. Termination for Income Ineligibility April 2014 H. Termination for Reaching Individual Durational Limit April 2014 I. Termination Due to Program Ineligibility April 2014 J. Termination Due to Becoming Employed While Enrolled in 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 June 2016 D. Waiver Required for Less Than 20 Hours Per Week April 2014 E. Approved Break in Participation April 2014 F. Leave Without Pay/Leave 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 L. Handling a Participants Final Paycheck When They Die While Enrolled in SCSEP June 2016

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 Participants 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: Assignment 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 U.S. Department of Labor January 2011 G. U.S. 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 April 2014 B, Data Collection Forms and Tools April 2014 C Correcting Data June 2016 D. Customer Satisfaction Survey Process April 2014 E. Steps for Completing the Employer Survey April 2014 F. 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 Sponsors 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 Driver's License and Current Auto Liability Insurance Required June 2016 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. Intake/Orientation 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 (updated) 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-Validation/Update Form (updated) Most-in-Need Self-Attestation Form (new) 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. Assessment/IEP Forms Individual Assessment Form Initial Individual Employment Plan Form Reassessment/IEP 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 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 First/Second/Third or Fourth Quarter After Exit Form SCSEP Third Party Attestation Form for Excluded Exits for Health, Medical, Family or Institutionalization Data Validation Information SSAI PY2014 Data Validation Handbook (updated February 2016) Finance Forms (July 1 June 30) 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 2016 How to Use the SSAI SCSEP Policy Procedure Manual / Page 1 of 5

How to Use the SSAI SCSEP Policy & Procedure Manual

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

organizations 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 & 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 SSAIs 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 SSAIs policies and procedures for complying with core requirements of laws and regulations used by the U.S. 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 Assignment 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 2016

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 sections 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 subsection; 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, 1003 / Page 1 of 3 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 Manuals Text Two kinds of references are used throughout the manual: references to sections or appendices of the manual and references to SSAIs 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: (for more information, see section 202-A When to Determine Eligibility). References to forms or other resources in an appendix typically, for example, look like this: The SSAI-OMB Annotated Participant Form is available in this manuals Appendix II and on the partners section of SSAIs website at www.seniorserviceamerica.org.

Appendices The appendices are designated by Roman numerals I and II. Appendix I includes an Acronym List 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 SSAIs 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 & 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 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 700 / Page 2 of 3 initially sent in January 2011 is revised in July 2011, sponsors must replace old 700 / Page 2 of 3 dated January 2011 with the new 700 / Page 2 of 3 dated July 2011. Note that, because 700 / Page 2 of 3 is the back of 700 / Page 1 of 3, both pages will carry the new date.

SSAI Website SSAI has a publicly available website at http://www.seniorserviceamerica.org. The website has a section that is accessible only to program sponsors with a valid user name and password. The partners page is vitally important for SSAIs 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 partners page contains numerous forms and Webtools, such as SSAIs Project Performance Plan (PPP) webtool and SSAIs Continuous Improvement Plan (CIP) form, which program sponsors must update at required times. The partners section 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 SSAIs public website at www.seniorserviceamerica.org and clicking on the Partners/Subgrantee Sign In link in the upper right corner of the public website (see the link in the upper-right corner of the picture below). The Partners/Subgrantee 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 Partner/Subgrantee Sign In link on SSAIs website will take users automatically to the sign-in page to log-in to the partners 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.


How to Use the SSAI SCSEP Policy Procedure Manual / Page 4 of 5 June 2016

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. SSAIs SCSEP is funded by a grant from the U.S. Department of Labors 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.

SSAIs 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 SCSEPs 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 SSAIs prime value in working with our sponsors is to provide excellent service and support demonstrated by:

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

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

The SCSEP Compliance Team is SSAIs team responsible for conducting annual program compliance monitoring and implementing the annual DOL process for evaluating the quality of subgrantees data collection.



The SCSEP Performance Team is SSAIs 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 SCSEP Operations Team is SSAIs 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

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


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

102 Review of Community Needs

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 Prohibited from Paying Participants Workers Compensation Costs F. Host Agency Orientation and Annual Meetings G. Project Sponsor / Host Agency Agreement H. 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 75 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:

Participation in the public workforce system;

Connections to the employer community;

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

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

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

Integration in the local community and its social service networks.

Currently, SSAI project sponsors include:

Community action agencies and other community-based organizations;

Community colleges;

Faith-based organizations;

Independent Goodwills;

Local area agencies on aging;

Local government agencies;

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

Rehabilitation organizations serving those with disabilities; and

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 2016 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:

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 directors rsum at the time of appointment);

Recruit and select eligible participants for enrollment in SCSEP;

Select host agencies;

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

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

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 SSAIs 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 2016

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 for example, more than one county or incorporated city may be required to enroll specific numbers of participants from each county or incorporated city as appropriate to comply with SCSEPs equitable distribution requirements as set by the Department of Labor. Equitable distribution is based on the participants 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 U.S. Department of Labor (DOL) as core indicators which make them subject to goal setting by DOL. The next three of the following performance measures are defined by the DOL as additional indicators 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 core indicators for performance are the following:

Service Level (the number of eligible individuals served) 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 June 30 divided by the sponsors 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 Modified Authorized Positions in the Glossary). SSAI specifies the annual service level goal in the Sponsor Agreement.

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

project sponsors 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.


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Service to Most-in-Need (MIN) 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 Center/One-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; and/or 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 participants SCSEP participation. In fact, to secure full credit for the MIN performance measure, subgrantees must reconfirm the bolded MIN characteristics (numbered 7 through 13) once per program year, and SSAI requires its subgrantees to reconfirm participant MIN characteristics each July (for more information, see section 201-C Most-in-Need Individuals Are A Service Priority). MIN characteristics are 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.

Entry into Unsubsidized Employment 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.


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Retention Rate In Unsubsidized Employment for Six Months 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.

Average earnings 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 additional indicators of SCSEP performance as designated by Secretary of Labor are the:

Satisfaction of Employers, Participants and Host Agency Supervisors This additional performance measure uses the American Customer Satisfaction Index to determine how satisfied employers, participants and host agency supervisors are with SCSEP. Under SSAIs 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.

Retention in Unsubsidized Employment for One Year 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.

Volunteer Work Indicator 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:

Unsubsidized placement 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.

Spend 100% of Participant Wage and Fringe Benefits funding in the sponsors subgrant by the end of each program year.


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E. Project Director Training and Executive Conferences

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

A New Project Director Training conference;

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

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;

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

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:

Conducting routine participant and host agency meetings;

Orienting and assessing participants;

Developing and updating individual employment plans;

Providing participants appropriate training and supportive services;

Ensuring the safe work environment of participants;

Conducting required follow-ups on participants who exited into unsubsidized employment;

Maintaining eligibility and financial records and accounts;

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);

Developing community awareness and support for the project;

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

Promoting SCSEP with area employers;

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;

Collecting, reporting and using SCSEP-related data;

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

Develop and provide to SSAI upon request a written plan for both Disaster Response and Recovery so that the subgrantee may continue to operate and provide SCSEP services under emergency circumstances; and

If you cease to administer SCSEP, you must turn over to us complete data files, both electronic format and hard copy when requested.


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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 Presidents 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


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103 Community Service Assignments for Participants A. Definition of Community Service Assignment The Department of Labor considers community service assignment and community service employment assignment 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, and/or 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 manuals Appendix II or on the partners page of SSAIs website at www.seniorserviceamerica.org. 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:

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 participants preferences, Individual Employment Plan employment goals, skills, any training he or she may have received and local host agency and other employer needs.

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.

http://www.seniorserviceamerica.org/


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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 manuals Appendix II and on the partners page of SSAIs website at http://seniorserviceamerica.org. (For more information, see section 300-B Receipt of Copy of Personnel Policy and Orientation Acknowledged.)

Ensure that each host agency supervisor understands the policies, procedures and goals of the sponsors project.

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 in other words, after the individual has been found eligible, has been given a community service assignment, and is receiving a service 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:

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);

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

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

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

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.


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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:

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

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;

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

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

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 participants 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 Individuals Program Participation, and 700-B Limitations on Hours of Community Service.) Some examples of project services are the following:

Host agency monitoring; Gathering information for eligibility and the SCSEP Participant Form; Gathering information or conducting unsubsidized placement follow-up services/activities

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


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H. Community Service Opportunities Listed With Workforce Agency Project sponsors should list all community service opportunities with the States 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 participants 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 participants 48-month durational limit clock.


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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:

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 U.S. 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.

Because Section 508 of the U.S. 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).

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.

Provide adequate orientation, instruction and training for the participants assignment along with a proper work environment.

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

Establish assignments that support the goals of SCSEP as well as the participants goals established in the IEP. The host agency also must be willing to work with the project director to develop the participants 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 participants 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 (i.e. #43 Date of Eligibility Determination 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

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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:

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

Is satisfied with the assignment and the level of supervision;

Has suggestions for changes, improvements or additional training;

Has updates for the Individual Employment Plan;

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

Is making efforts to obtain unsubsidized employment.

2. Interview the host agency supervisor to:

Discuss the possibility of hiring the participant;

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;

Ensure that he or she understands the limit on the length of the participants 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 Individuals Program Participation);

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

Determine whether he or she is satisfied with the work being performed by the participant and progress in his/her training; and

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:

That the participants duties are the same as those described in the assignment description;

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

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.


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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 manuals 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 Prohibited from Paying Participants Workers Compensation Costs Host agencies are not allowed to pay Workers Compensations Costs for participants. Workers Compensation is a fringe benefit provided by the subgrantee. (For more information, see section 702-A Required Fringe Benefits for Participants).

F. 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:

Review the host agencies responsibilities, including maintenance of effort requirements;

Discuss participants rights and responsibilities;

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

Discuss role of host agency supervisors and effective training and supervision methods;

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

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 U.S. Department of Labor. (For more information, see section 900-D Customer Satisfaction Survey Process.)

G. 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.


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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 participants community service assignment is covered by a current agreement.

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

Current Project Sponsor Host Agency Agreement;

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

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:

Completed copies of host agency-monitoring documentation;

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

Copies of each participants community service assignment description.


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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 states and subgrantees 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:

Selecting community service employment occupational categories, community service assignments and host agencies;

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

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

Providing job search information and other unsubsidized employment assistance; and

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:

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

Provide access to SCSEP activities either through at least one physical center in each local area; the American Job Center/One Stop Delivery system;

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


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Must participate in the operation of the American Job Center/One-Stop System by:

o Notifying the appropriate American Job Center/One-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 Center/One-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 reports/records 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 manuals Appendix II and on the partners page of SSAIs website at http://seniorserviceamerica.org.

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 U.S. 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:

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

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;

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


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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;

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

Strategy for continuous improvement in the level of performance for entry into unsubsidized employment, and to achieve, at a minimum, the levels specified in 513(a)(2)(E)(ii) of the OAA;

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;

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

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;

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

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:

The ratio of eligible individuals in each service area to the states total eligible population;

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;

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

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

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

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;

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


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

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 SSAIs SCSEP. The equitable distribution process a process to arrive at the number of expected SCSEP positions in each jurisdiction, typically counties or incorporated cities, based on their demographics 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

Part 2: Recruitment, Enrollment, Eligibility Determination and Right of Return

200 Recruitment and Selection of Participants

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

201 Enrollment Priorities

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

202 Determining Eligibility

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

203 SCSEP Eligibility Requirements

A. SCSEP Eligibility Requirements B. Project Sponsor Responsible for Documenting Eligibility C. Employment Eligibility Verification Form (I-9) Required D. Durational Limit on Individuals 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

204 Computing Income 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


June 2014 200 / Page 1 of 1

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 Centers 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 suit