Attachment 1: RESEA Procedures (July 2019 changes are yellow highlighted)OVERVIEW (Changes from Comment Period are green highlighted)

RESEA is a program that identifies claimants who would most benefit from reemployment services due to their high likelihood of exhausting regular unemployment insurance (UI) benefits. The program was designed to assess the continued eligibility and reemployment needs of UI claimants. The program engages individuals in reemployment services with the goal of expedited reemployment and reducing the average number of weeks a claimant receives UI benefits. This reduces the financial impacts on the UI Trust Fund, as well as the premiums paid by Colorado businesses. Individuals who fully participate in the program will be better prepared in job search activities and in finding employment by using the most appropriate workforce reemployment tools and resources.

As part of the Wagner Peyser Act of 1933, the workforce system must provide continued UI eligibility reviews and reemployment services to unemployment insurance claimants. Participating One Stop Center representatives will select from a list of identified claimants who are most likely to exhaust all regular UI benefits and would benefit from receiving reemployment services. This list is made available to One Stop Centers after all claimants have been screened and ranked, based on their potential UI exhaustion rate and other characteristics. Claimants with the highest score are unlikely to return to the same industry or occupation due to a market decline. USDOL has also identified the UCX (recently separated military) as an additional population that would benefit from RESEA activities. One Stop Centers must serve as many UCX claimants as possible, when making participant selections during IVR invitation process.

Selected participants are required to attend an appointment for one-on-one services. Participants will receive information about attending a mandatory and in-person appointment at a One Stop Center.

Participants who fail to report or to complete the required activities will be referred to UI for investigation.

One Stop Center representatives will engage the claimant in a one-on-one setting in the following activities as a part of developing an individualized reemployment plan:

Connecting Colorado registration, review and update as necessary LMI and career information, review relevant to the claimant’s employment goals Work-search record, review including a discussion of maintaining UI eligibility UI eligibility review (included within the Individual Reemployment Plan document) Provision of at least one referral to a reemployment or training service

Upon completion of the components listed above, the participant and representative will co-develop an individualized reemployment plan. Local areas may choose to utilize their own individual reemployment plan template in lieu of the attached document; however, identification of potential eligibility issues on page two of the attached Reemployment Plan document is required for each RESEA claimant.

Representatives will evaluate and assess the participant’s needs to determine an appropriate pathway to reemployment. This may include career services and discussion about transferrable skills within other occupations and industries; however, it might also involve training programs. RESEA participants may benefit from retooling and retraining due to a layoff in a declining occupation or industry. Because of the focus on providing individualized services, local areas are required to provide RESEA activities in an individual setting.

Workforce Innovation and Opportunity Act (WIOA) - Dislocated Worker (DW) Eligibility Category

Participants who have been selected to participate in a mandatory appointment for RESEA are automatically eligible for the WIOA Dislocated Worker Program since the profiling model algorithm was designed to identify

individuals who were permanently laid off; unlikely to return to a similar occupation or industry; are monetarily eligible for UI benefits; and would benefit from reemployment services. The individualized RESEA invitation letter documents that the individual has been selected. This letter is allowable for documenting the DW eligibility (profiled category) for up to five years, unless an individual obtains employment subsequent to the issuance of the letter, in which case, a re-evaluation of their work history is required to identify any additional layoffs or stop-gap employment activity, as required for DW eligibility. Please refer to the most recent DW eligibility policy guidance letter (PGL #15-09-WIOA).

Basic WIOA eligibility must be documented before enrolling an individual in a WIOA or discretionary grant program. One Stop Center representatives must maintain a copy of the individual notification as DW eligibility documentation. CDLE recommends that all RESEA invitation letters are uploaded and attached to the individual’s Connecting Colorado registration, whether or not the customer attends the appointment. In addition, One Stop Center representatives must mark the “profiled-PR” field and enter “R” in the Unemployment Insurance field in the Dislocated Worker eligibility calculation section for WIOA DW program enrollment if the notification letter is being used for the eligibility criteria.

Storing the Customized Notification Letter in the Applicant’s Connecting Colorado Profile

Workforce center representatives must upload the RESEA invitation letter to the profiles, or maintain a paper copy in the claimant file, of all claimants who have been referred to RESEA, whether or not they attend the appointment. Uploading the document is recommended, as this allows any One Stop Center to access the letter and use the documentation for recruitment purposes, especially when the customer has moved or was improperly referred to a specific location. This letter can be used to document the Dislocated Worker eligibility “profiled” category, by any One Stop Center.

On the main Connecting Colorado Applicant page, click on the “Store Documents” option and upload the document with a brief description, such as RESEA Notification Letter <mmyyyy>.

OVERVIEW OF STEPS

1) Selecting, Scheduling and Rescheduling Participants 2) Service Delivery 3) Tracking and Recording RESEA Activities4) Tools and Resources

PROCESSES AND PROCEDURES

1) SELECTING, SCHEDULING AND RESCHEDULING PARTICIPANTS

Appointments must be scheduled within two weeks of the IVR. The Connecting Colorado system will limit a WFC representative’s ability to enter a date beyond two weeks.

STEP 1 - Generate the List of Names (IVR Contact process): Generate the list of claimants to invite to RESEA through the IVR Contacts tab. The system was designed to capture all customers who have been selected to participate (for federal reporting purposes). This claimant selection process is required for this program.

Click “IVR Contact” from the Main Menu in CC, find the “UI Referred Programs” section, and fill in the fields below:

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DEFINITIONS OF FIELDS:Number of Claimants: CDLE recommends inviting more people than you plan to serve in case there are people you want to exclude.Date to send letters: No more than one day from the date of the IVR (allows One Stops the time needed to prepare the notification letter and physically mail it).Appointment Date: No more than two weeks out from the original IVR schedule dateZip Codes: RESEA allows an additional level of screening to target specific zip codes within the local office or area. Distance Waivers are not allowable for RESEA; however, beginning in PY 2019 local areas may offer remote (virtual) appointments via Skype or similar platforms provided they occur in an individual setting. Group webinars are not allowable for RESEA. Although remote meetings are permitted, these shall be used as a last resort at the discretion of the local area; the preferred method of service delivery for RESEA is in person at a One Stop Center.

Select the RESEA radio button at the bottom “Get List of Names” section to receive a list of names.

STEP 2 – Select Appropriate Participants The list of names was generated from a statistical scoring process that determines how likely claimants are to exhaust their benefits. The individuals listed at the top of the list are most likely to exhaust benefits. Local areas must review the list and screen for allowable local exclusions.

Local Exclusions: During the selection process, One Stop Center representatives may consider any appropriate exclusions, or reasons why an individual could be excluded from attending the appointment. One Stop Center representatives may exclude a potential participant who has participated in certain activities within the previous 90 days, and would not necessarily benefit from attending the RESEA appointment. Local exclusions should be used minimally.

Recording exclusions for RESEA is currently a manual entry process. Once the IVR selection has been submitted for RESEA, enter a NE-A0 service code on the same day as the IVR. In the comments line

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include “EX:” and the appropriate category for the exclusion along with the details of why the person was excluded from one of the four allowable categories. UI representatives will investigate exclusions for a justifiable cause for the exclusion.

Individuals who are not selected to attend an appointment due to an allowable exclusion are removed from future IVR lists. This can only occur if the person was excluded and there is a NE service recorded with the exclusion information.

See the Notes Section for examples of what to include in the Comment Lines and ES Notes.

Local Exclusions Categories: Similar Service Program Attached Approved Training Banned/Flagged

When a local exclusion is identified, WFC representatives must determine whether to exclude an individual from the appointment by evaluating Connecting Colorado activities, and whether the customer would benefit from attending the appointment and receiving workforce and reemployment services.

a. Similar Service - The “list of claimants” is reviewed to determine whether the claimant has recently received a known “similar service” within the last 90 days. One Stop Center representatives must record a note of what “similar service” was received for UI to investigate. RESEA Similar services should be comparable to what would have been received with ALL the required RESEA activities; this includes all activities, particularly the development of the Individual Reemployment Plan.

A similar service may be received from a public or private agency that offers layoff and career counseling services to individuals.

FYI. Similar services are generally not easily identified or tracked in Connecting Colorado. This exclusion will be used very infrequently. NOTE: A CDLE rapid response event has been evaluated and determined to be insufficiently

comparable as it does not include all the individualized reemployment activities that follow the orientation.

b. Program Attached – A customer was recently enrolled in WIOA or other workforce programs.

Programs listed are within the last four yearso One Stop Center representatives should review the CC registration to see if a program

attachment exclusion is appropriateo Review the program enrollment dateso Determine if the customer would benefit from reemployment serviceso NOTE: Attending the RESEA appointment may help to re-motivate an existing and

active WIOA or discretionary grant program participant within that program.

c. Regular Approved Training - The “list of claimants” is reviewed to determine if the claimant has recently begun training (self-directed or workforce system approved). It allows One Stop Center representative to evaluate whether the customer would benefit from the RESEA appointment

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FYI: Individuals with a Regular Approved Training (AT) service code will have a notation in the Approved Training column of the IVR selection list.

When a Regular Approved Training Waiver form (B-643 or WIOA approved training form) has been submitted to UI for a waiver of the job search requirement, an AT service code must be recorded in Connecting Colorado, along with a brief case note that includes information about the training dates.

Connecting Colorado will display an active AT service within the last four years. One Stop Center representatives will determine if the AT service is still active and appropriate before deselecting a person for a local exclusion.

Determine if the customer might still benefit from services

d. Banned/Flagged – Customers who have been flagged or banned from a local area will be noted on the invitation and selection screen (Flag column) so that One Stop Center representatives may assess whether it is appropriate to invite the customer to a mandatory appointment. Due to recent Federal policy clarification, workforce representatives may consider whether an offsite or remote appointment would be appropriate for the claimant.

Other Categories – Not Exclusions:

a. Not in CC - Review Connecting Colorado Registration. One Stop Center representatives should ensure that the individual has fully registered with Connecting Colorado (partial versus full Employment Services (ES) registration). In rare cases, local areas may find customers who appear on the invitation list even though they have not yet registered in Connecting Colorado. Those individuals must not be selected. Connecting Colorado will not be able to track any participant information. Un-invite, or deselect the claimant. Do not add additional input in the comments field. Un-invited, or deselected, claimants will return to the selection pool for a future selection, if not excluded. Representatives are encouraged to locate the contact information in the UI system and assist them with the Connecting Colorado “registration” process, as appropriate.

b. Vet – The Veteran column allows regions to prepare for triage to DVOP services, as well as priority of service activities at the time of the appointment. The veteran status is visible in the Vet column of the IVR page to alert staff that triage and priority of service may apply to this individual, according to state and local policies. CDLE recommends including information about veteran programs during the appointment so that veterans and spouses of veterans may self-identify for referrals and services.

c. UCX Vet: USDOL has identified the UCX Veteran population as an additional group that would likely benefit from RESEA and reemployment services. A column has been added to identify claimants who are recognized as a UCX claimant by the Division of UI. When reviewing the selected list, consider how many UCX participants your One Stop Center will invite from that list.

d. Invite? – Review the list of all names to determine if a local exclusion applies. Deselect claimants that should be excluded from selection. Choose the appropriate “Allowable Exclusion” from the drop down menu. In the comment line, include brief details for the selection of one of the exclusion categories. If there is not enough room in the comment line of the service, include a note in the ES notes screen (or comment line of the manual NE service code) to further explain your local exclusion so that UI representatives will be able to streamline the questions and investigation. UI representatives may investigate whether the exclusion was appropriate.

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After generating the invited list, manually enter a Potential Eligibility Issue (in this case, an exclusion) with a NE service code for each individual that was excluded.

Uncheck claimants that will not be invited to an appointment. Include your One Stop Center name and contact email address and phone number. Click “Go” to send an email notification (to participants with an email contact preference) and generate a list on a spreadsheet to utilize with the approved appointment letter template.

NOTE: It is NOT required to invite every claimant who appears on the IVR list. Local areas are encouraged to select as many customers as they can reasonably serve based on local policy and staff availability. Customers who are deselected but not excluded will return to the selection pool and remain there until invited for an RESEA appointment, or until the fifth week following their first UI benefit payment, whichever comes first.

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STEP 3 – RESEA Notifications (Notification Letter) Once the list of individuals has been established within the IVR Contact report, a service code of A0 (Referred to RESEA) is automatically added to the claimant’s record in Connecting Colorado (CC). Notification letters are sent by US mail. Local areas must not alter any portion of the Notification Letter template other than to insert claimant and Workforce Center information contained within [bracketed text]. Letters should be mailed the same day or the following day after the selection process. Claimants should be scheduled for an appointment within two weeks of the selection process so they may engage in workforce services more quickly.

a. Interactive Voice Response (IVR) Notification: For those customers who have listed email as their preferred means of contact, the CC system will automatically generate a courtesy email that informs the claimant that he or she will be mailed a RESEA notification letter.

EMAIL IVR SCRIPT:

You are required to attend a mandatory appointment to learn about workforce services and unemployment insurance work-search requirements. You must call [WFC Phone from IVR] to schedule and attend your appointment by [one month from IVR date + 30 days (or next working day)]. If you will not be able to attend on that date and time, please call [WFC Phone from IVR] to reschedule in advance.

If you fail to schedule and attend your appointment by [IVR date+ 30 days (or next working day] you might not get paid Unemployment Insurance Benefits.

You will receive a letter in the mail in a few days. Please check your mail frequently so you receive this important notice in a timely manner. The letter will explain more about the requirements and give you other detailed information. If you do not receive the letter, please contact [WFC Phone from IVR].

b. Courtesy Calls /Emails : Claimants with email addresses in Connecting Colorado in a valid domain will be notified by

email of their requirement to schedule and attend their appointment on the following automated schedule:o Day of IVRo One week past IVRo Two weeks past IVRo Three weeks past IVR

These notifications will only be sent if the claimant has not yet scheduled their appointment

Upon Scheduling an appointment, claimants will be sent a confirmation email to remind them of their appointment date and time as well as automated reminders on the following schedule:o Two days prior to appointmento One week prior to appointmento Two weeks prior to appointmento Three weeks prior to appointment

Confirmation email text: This communication confirms your appointment is scheduled for [Date and Time of Appointment]. If you do not attend your scheduled appointment, you may not get paid unemployment benefits. Contact me as soon as possible if a conflict arises with your scheduled appointment:

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[Coach Name] [WFC Name][Contact Phone Number] [WFC Street Address][Contact E-Mail Address] [City, State, Zip]

Reminder email text:

Your appointment is scheduled for [Date and Time of Appointment]. If you do not attend your scheduled appointment, you may not get paid unemployment benefits.

Contact me as soon as possible if a conflict arises with your scheduled appointment:[Coach Name] [WFC Name][Contact Phone Number] [WFC Street Address][Contact E-Mail Address] [City, State, Zip]

Local area staff will be prompted in the task list to contact claimants by phone to remind the claimant of their requirements to schedule and attend their appointment on the following schedule:o 7 days past IVRo 14 days past IVRo 21 days past IVRo 28 days past IVR

Task List Text: [Claimant name] must schedule and attend appointment by [IVR date+30 days]. Please call [claimant phone] to remind them to schedule and attend their appointment before [IVR + 30].

These reminders will only occur for claimants who have not yet scheduled their appointments

Claimants will also receive an automated follow-up email with a link to a satisfaction survey two weeks following their completion of the appointment.

NOTE: Electronic (e-mail) reminder contact is not allowable at this time due to spam and/or phishing concerns.

Print or save the IVR confirmation page on a calendar one month following the IVR date to retain the RESEA IVR key for future access. Consider sharing that information with all local staff, so that the deadline for those claimants’ appointments is noted and accessible by all staff.

Click “IVR Contact” on the IVR Confirmation page (or from the Main Menu in CC). Enter the IVR Key in the “To Display an existing record…” section.

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Click “Detail CSV” to display the list, as appropriate.

In some cases, the CSV will display different address information than the claimant’s Connecting Colorado file. This is because the information from the CSV is generating from CUBS. Because UI claimants will update their address when they file a new claim for benefits, but may not update their address in Connecting Colorado, local areas shall use the address information contained within the CSV sheet when mailing notification letters.

The RESEA Notification letter template will contain the participant’s contact information, along with information about the appointment. The letter will be mailed (US mail) on CDLE UI Letterhead (Attachment 2 – RESEA Notification Letter – Form UIW-2).

STEP 4 – Appointment Scheduling/Rescheduling

Claimants will call the phone number from the IVR to schedule their appointment. Local areas are strongly encouraged to use a number with multiple lines, to staff the phones during business hours, and to prepare staff who will be answering the phone, to ensure that claimants can schedule appointments in a timely manner. Claimants’ appointments will be scheduled by modifying the A0 screen:

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If a participant calls or emails the One Stop Center to discuss a conflict with the time and date of the scheduled appointment, representatives may reschedule the appointment in advance one time. This is tracked inside the A0 Service Code by modifying the document and entering the requested date. Local areas shall record the reschedule reason in the dropdown menu. Claimants who cannot attend their scheduled appointment because they have found a new job shall be rescheduled for an appointment two weeks from their initial appointment date, and “reemployed by appointment date” selected in the dropdown menu. Those claimants shall be informed that they are being rescheduled for a future date and to attend if their new job falls through. If the reason for the reschedule appears to be a potential eligibility issue, manually record a NE service code with a comment about the potential eligibility issue in the comments line of the service code. See the next section for guidance on when to record a potential eligibility issue.

Local areas may reschedule a claimant into an individual appointment, or into the next available walk-in session. One Stop Center representatives must inform the customer that a failure to attend the reschedule meeting may impact their benefits for the week of the reschedule, as well as the original appointment date. Additionally, One Stop Center representatives must inquire and record the reason for the reschedule in the comments field of the NE service code, if appropriate.

The RESEA notification letter informs selected claimants that appointments may be rescheduled in advance of their appointment date; however, rescheduling on the day of the appointment is allowable in Connecting Colorado up to the scheduled appointment time. Local staff shall include a note in the A0 screen of any claimant who reschedules their appointment on the same date as their scheduled appointment, so that UI may clear any no-show issues that result.

Note: it is NOT required to record a manual NE service code for each reschedule. A manual NE service code must only be entered if the reason given for the reschedule would affect the claimant’s ability to seek and accept work during the week of the original RESEA.

STEP 5 – Recording Potential Eligibility Issues

During the RESEA Appointment Week: During the RESEA appointment or the week in which the appointment occurs, a potential eligibility issue may be presented by a claimant. These issues are reported directly in the A0 service.

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Outside RESEA Appointment Week: There are times a claimant may reschedule their RESEA appointment and present details of a potential eligibility issue. These issues are reported via a manual NE A0 and in reschedule reason comments.

What is a potential eligibility issue? An issue that must be presented to UI for investigation is an issue that presents a conflict with a claimant’s ability or availability to work or seek work.

Examples of Potential Eligibility Issues that should be referred to UI for investigation:

Hospitalization No transportation No child/family care Out of town/country Volunteering

Self-employment /Contractor work School/Training not approved-not already entered

as exclusion from RESEA Work Search Activities records not verifiable/not

complete/not turned in

Examples NOT to refer to UI for investigation:

Jury duty Job interview conflicting with RESEA

appointment

Dentist appointment No information provided on reason for reschedule

The above list of general potential eligibility issues is a reporting guideline and is not all inclusive. Keep in mind when presented with a potential eligibility issue: Does this issue prevent the claimant from being mentally or physically able or available to work or seek work?

If the answer is yes, send the issue.

STEP 6 - Recording Attendance The One Stop Center representative must record attendance in the Connecting Colorado “RESEA Orientation” report once the appointment has been completed. The screen will automatically show any appointments for the current day. Past and future appointments are not available to be seen at this time. It is important to take attendance by close of business at the end of the calendar week in which the appointment was scheduled (Friday at 5pm).

CAUTION**** Ensure that all information is correct before hitting the GO button. This screen is locked at the end of the week. If an error is detected the following day after the following Friday at 5pm, enter a note on the ES Notes screen in Connecting Colorado stating the error and correction. UI will review ES notes and likely report this as “set in error” if the claimant was properly referred but the no-show issue was set in error.

Data Entry Errors found in Connecting Colorado:It is important to enter RESEA participant information into Connecting Colorado correctly since the database sends program information to CUBS each week. As a result, modifying data on UI initiative participants is discouraged. Instead, record a note in the ES notes section explaining the difference in reporting. In addition, for errors that are discovered more than one week from the original submission, send an email to UI representatives to ensure that UI is aware of the changes made. In the subject line of the email include mask ID and claimant last name. Include any additional steps taken to resolve the issue. Send all RESEA inquiries to:

cdle_UI_Links_RESEA@state.co.us

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Data Entry Errors - Exceptional Cases OnlyThis process is meant ONLY for large groups, not individuals

• If reporting was missed for an entire group (Example: Snow storm closes office), MIS Managers will have special permissions to backdate a reschedule of the appointment date to avoid miscounts on federal reports.In the snow storm example: • Non-Attendance would be left as is in Connecting Colorado • The MIS manager would backdate a reschedule on the date of the appointment to a date and time

in the future • An email must be sent to UI to notify them of the group error for an event, what

happened, along with the names and mask ids of the participants who were impactedcdle_UI_Links_RESEA@state.co.us

• An ES note describing the situation for each affected individual is required for each affected individual, and any steps taken in CC or verbally to address the situation.

**PREFERRED PROCESS**• In advance of the appointment (and before the scheduled day AND time), reschedule each

participant with a note about reasoning for the group error to avoid the no show counts and reporting to UI system. For example, if the center is closed due to a snow storm, the One Stop Center representative could potentially reschedule all customers from home, in advance of the scheduled meeting (per local management approvals and guidance)

2) SERVICE DELIVERY

Veterans Triage and Priority of Service During the appointment, follow Veteran Services Priority of Service guidance to properly triage

veteran RESEA claimants. Best practices for ensuring Veterans are properly identified for Priority of Service include:

o Discuss the available Veteran services during the appointment so participants (and spouses) may self-identify for Veteran services and assistance

o Review list of attendees for Veteran status and UCX statuso Offer follow-up appointments, referrals and services to Veteran’s first, and according to

your local Veterans triage and priority policies

RESEA Service DeliveryThe individual meeting is the focus of the RESEA program. One Stop representatives must perform the following activities individually with each participant. They may be performed in any order the representative deems appropriate, and may be more or less intensive depending upon the needs of the customer.

1. Connecting Colorado Review: One Stop Center representatives must review each participant’s Connecting Colorado registration to ensure that the information listed is up-to-date and appropriate for the type of work that the participant is seeking. The skills, education, credentials and work history should reflect and align with the customer’s occupational goals.

2. Provision of LMI and Career Information: One Stop Center representatives must provide claimants with labor market and career information that addresses the claimant’s specific needs. This generally will take place during the review of the claimant’s Connecting Colorado profile. Note: Local Areas are strongly encouraged to include a discussion of transferable skills in either items 1 or 2.

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3. Work Search Activity Review: Claimants are required to verify that Work Search Activities are documented and complete in response to any request made by Unemployment Insurance; RESEA is one such request. One Stop Center representatives must assess each participant’s work search strategy using the previous two weeks’ work-search activities to determine that they meet UI requirements, and also to discuss any additional ways the participant might focus or adjust their work search. An acceptable work search will consist of the correct number and type of work search activities pursuant to Unemployment Insurance requirements, sufficient information for each activity to verify its completion, and the correct weeks requested. Claimants may verify their work search activities in many formats; provided that the claimant gives the One Stop Center representative enough information that the activity can be verified, any format is acceptable. This includes but is not limited to a formal work search record, a review of the claimant’s email inbox, verbal information, or any other format. Because there are such varying methods of delivering this information, no physical documentation is required for completion of this activity. Local Areas need only confirm that the claimant’s work search consists of the correct number and type of work search activities, and that completion of those activities is verifiable.

Local Areas may wish to make the “UI Requirements Video” available for claimants through their Connecting Colorado toolbox. While it is not required to show this video during the RESEA appointment as it is lengthy, claimants do find the information helpful. Using the Connecting Colorado toolbox to share the video with claimants has been identified as a best practice. a. Spanish Version: https://vimeo.com/154632637 b. English Version: https://youtu.be/KF1CYoUyqwY

4. Individualized Reemployment Plan (IRP) and UI Eligibility Review: One Stop Center representatives must work in partnership with each participant in order to develop and individualized reemployment plan the participant will be able to utilize to improve their work search efforts. The plan template (attachment 3) contains a space to mark any identified barriers, including guidance on whether those constitute potential eligibility issues that must be referred to UI for investigation.

Local Areas are strongly encouraged to utilize the combined Eligibility+IRP Form (attachment 3) to complete step 4. If a different IRP form is used, local areas must utilize page 2 of the attached Eligibility+IRP Form (attachment 3) to complete the UI eligibility review.

5. Referral to additional services: At least one reemployment or training service referral must be provided to each participant. Local area staff must include an ES case note demonstrating the appropriateness of the referral to each claimant’s individual reemployment goals.Note: Previous guidance required that the additional service be completed by the participant in order for that participant to be considered an RESEA “Completer” for reimbursement purposes. New guidance eliminates that requirement. Local Areas need only provide the referral to an additional service in order to “complete” the RESEA; however, if the claimant attends and completes the referral service, the claimant’s portion of that service may be charged to the RESEA program.

6. All data entry (attendance and the fields within the A0 service screen) must occur on the day that the activity was completed whenever possible, to avoid reporting errors and inconsistencies to UI. Final Deadline: Data entry MUST be complete by 5pm on the Friday following the date of the appointment, to ensure complete and accurate submission of data to UI.

Referral to the Talent Pool

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One Stop Centers within Local Workforce Areas participating in the Talent Pool must refer each RESEA completer who was not referred to training services to the Talent Pool upon completion of all RESEA activities. This may be accomplished either during the One-on-One appointment or following the completion of referred activities, as appropriate for the claimant. Local areas must follow existing local procedures for referral to the Talent Pool. Referral to the Talent Pool will fulfill the “referral activity” requirement.

3) TRACKING AND REPORTING RESEA ACTIVITIES

Back Dated Services for Reemployment Initiatives

Do not back date RESEA programs. When No Show and UI eligibility services are back dated in Connecting Colorado (common for WIOA and other workforce programs), these services do not get sent to the UI system through an overnight information transfer. UI agents work UI eligibility referrals on a weekly basis.

Alternative to Back Dating Services for Reemployment Initiatives in Connecting Colorado:1. Do not back date services for RESEA or other programs where a “referral” to a potential eligibility

or no show issue is made.2. Enter all data entry on the same day. This includes taking attendance within the attendance reports. a. In those rare instances when you cannot enter the information the same day, enter the appropriate

service code on the day you are reporting it (no back dating) and include the date of the referral or exclusion that it should have occurred on within the comment or notes line, so UI may connect the dots.

b. REMINDER: An appointment reschedule must occur before the day and time of the appointment. The person will remain on the attendance list if a reschedule has not occurred at least one day in advance.

Related Service Codes for RESEA

Tracking Attendance and Required Activity Completion Dates: All data entry must occur on the day that the activity was completed, whenever possible. No Show (NS) Referrals to UI: Individuals who do not attend the mandatory appointment must be promptly referred to UI through the A0 screen in Connecting Colorado. The NS service is auto-generated when the A0 service in Connecting Colorado is left empty. Date Completed fields and other relevant information within the A0 service screen should be recorded the same day as the activity so that information is not forgotten on a later day. This process will help to consistently report information that can affect a claim, both positively or negatively.

Currently, the A0 screen within Connecting Colorado reflects previous RESEA guidance. Therefore, some activities appear on the A0 screen which are no longer required. Local area staff must continue to enter completion dates for these activities to avoid setting no-show issues erroneously. For example, although the self-assessment is no longer required, local area staff should continue to enter the “completed” date within the A0 screen.

Similarly, the A0 screen also requires a “completed” date for the referred activity. Local area staff must enter the date the referral was made in both the “date referred” and “date completed” areas to avoid setting issues in error.

In some cases, local area staff will provide a service to a claimant which is not required by RESEA but still reflected on the A0 screen. Local area staff must make a manual entry of the appropriate service code outside of the A0 screen in those cases where the service:

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Was, in fact, provided; Is reflected within the A0 screen; and Is no longer required under RESEA policy guidance.

This work-around allows Colorado to implement maximum program flexibility to align with new federal guidance on RESEA without delaying implementation to permit technological updates.

Fields within the A0 Service Codes:UI Reschedule (in-advance) UI No Show - appointment attendanceUI Potential Eligibility Issue (within the week of the appointment)Completion Dates for required activities

Service Codes and Administrative Markers within the Display Services ScreenA0 – Referral to RESEANE-A0 – UI Potential Eligibility Issue (set manually for issues discovered outside the week of the appointment)NE-A0 – Exclusion (at time of IVR selection process)AT – UI Regular Approved Training

NOTE: If a No Show (manual entry) is required for any reason, enter the service codes as NS-A0 and complete the required screens. Recording a No Show for RESEA is rare.

RECORDING NOTES IN CONNECTING COLORADO

RESEA was designed to capture most activities on the A0 screen, including notes; however there are times when the note is too long or needs additional explanation. At the bottom of the A0 screen, there is a section to record additional notes. These notes are sent to the ES notes screen. If you are recording a service manually, enter the note in the comments line of the service, or in the ES public notes section.

UI representatives review the ES Notes, A0 screen and the Display Services screen in Connecting Colorado when a “referral” is made. UI representatives cannot see confidential notes. Provide enough information to allow UI to know what questions to ask a customer. This may include crucial information for UI to determine “justifiable cause” or the “able and available” requirements. The note or comment should include a basic reason for the “referral” to UI.

The comment line within the service screen is mandatory. If there is not enough room to capture your reason in the comment field, include an additional ES note to expand the reasoning. Make sure to reference the activity and date in the ES note.

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No Show (Use NS: in the note)Potential Eligibility Issues (Use NE: in the note) Exclusions (Use EX: in the note Rescheduling (Use SH: in the note; however, do not enter a manual SH code)

Case Note Steps

The partnership between Workforce and Unemployment Insurance (UI) via the Reemployment Services and Eligibility Assessment (RESEA) Program is reinforced via the case notes left in the ES notes section of Connecting Colorado. If a UI claimant is referred to UI for investigation, the agent assigned to that investigation will review the ES case notes section. In many cases, an ES note may be all the UI agent needs to make a decision regarding the claimant’s eligibility for benefits.

With the goal of increasing the efficacy of ES case notes, below are some examples of common referrals to UI for investigation, and the kinds of information for each example that UI agents will find helpful to their investigations.

First Step: Record the Potential Eligibility IssueFor eligibility issues that are discovered during the RESEA week, please use the “potential eligibility issue” sections within the A0 screen. These are character-limited: it may be more effective to write, “See ES Notes” to allow for full descriptions. It is not necessary to record a manual code.

For eligibility issues that are discovered outside of the RESEA week (such as those prior to the appointment, generally discovered when a claimant calls to reschedule, or after the week of the appointment, generally discovered when a claimant’s referral activity is followed up), record a manual NE-A0 code within the claimant’s services screen.

In both cases, it is a best practice to begin the case note with “NE-A0:” followed by a description of the potential eligibility issue.

Second Step: Record the Case Noteo If the claimant is on vacation:

Date and time the claimant left for vacation. “NE-A0: Left for vacation on [date]”o If the claimant is receiving short term disability:

Date of first short-term disability payment. “NE-A0: On short term disability beginning on [date]”

o If the claimant is receiving workers compensation – other than medical only: Date of first workers compensation payment. “NE-A0: Workers Comp beginning on

[date]”o If the claimant is retiring/retired:

Date when they stopped looking for work. “NE-A0: Retired/Retiring beginning on [date]”

(If the claimant is considering retirement, advise claimant that a person must be able and available to seek and accept work in order to receive benefits, and to call Customer service for any clarification)

o If the claimant is going to have surgery: Date and time of surgery “NE-A0: Having surgery on [date]”

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(It is not required to get additional information. UI will speak with the claimant to determine eligibility.)

o If the claimant has a child care/care of another issue, get as much information as you are able to: Example 1: “NE-A0: Child care issues, the sitter ran late and the claimant missed their

RESEA appointment” Example 2: “NE-A0: Claimant is caring for their mother. The mother requires 24-hour

care” (If the customer is reluctant to share information, just explain UI may require additional

information.)o If the claimant has transportation issues, get as much information as you are able to:

Example 1: “NE-A0: Claimant had a flat tire. They fixed it but missed their RESEA appointment”

Example 2: “NE-A0: Claimant’s car blew up and the claimant does not know what they will do”

Situations in which a Potential Eligibility Issue is generally not requiredThe below situations will generally be discovered when a claimant is asking for a rescheduled appointment, or for exemption from the program. It is generally not necessary to record a potential eligibility issue (NE-A0) for the following, although the case note may still be helpful to UI, and should be recorded if the information is available.

o If the claimant is working: Name of the employer Whether the employment is 32 hours a week or more Date the claimant started work If part time (less than 32 hours per week), did the customer have a scheduled shift on the

date of the RESEA appointment? (UI does NOT need job title or pay rate.)

o If the claimant has a job interview: Date and time of interview.

o If the customer has a doctor’s appointment: Doctor’s appointment date and time.

Unique SituationsIf the customer has any other issue, Workforce Staff are advised to consider whether that issue may have an impact on being able and available to seek and accept work during the week the issue occurred. If, in the judgment of the Workforce Staff, the claimant will not be able to actively seek and accept work during that week, please refer to UI via the NE-A0 (either within the A0 screen or manually) and accompanied by as detailed a case note as possible.

4. MONITORING GUIDANCECDLE is piloting a Google Workflow for RESEA Monitoring. Monitors will utilize a Google Form to review local area records for this program. As a result, the Monitoring tool will not be used in paper format (although a copy of the questions is attached to the PGL) and can be found at the following link:

RESEA Monitoring Tool

For each RESEA activity that includes a document (Notification Letter, Work Search Records,

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Individual Reemployment Plan), a copy of that document will be required in either electronic or hard copy to verify completion of that activity. Where Local Areas utilize keycard sign-in, the service generated by that sign-in for a referral activity will be adequate for purposes of verifying completion of that activity.

SCREEN SHOTS

NE-A0 – Potential Eligibility Issues

REPORTS

Demographics Report – Enter the appropriate date range and either the local office or region for a list of the services received and information on the demographics of the customers who were selected for the RESEA initiative. The counts start as early as the referral process (A0 service code) and record information about those services that are directly related to RESEA.

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Describe reason for referral here

A7 Report – The A7 Report now includes data that is specific to RESEA activities.

4) TOOLS AND RESOURCESA list of the attached RESEA tools, resources, presentations, and guides is included in the main PGL.

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