Transcript Transition of the 599 Program

599 Program Transition to the One
Stop System
Overview for Phase I Statewide Implementation
Webinar Presentation
July 31 and August 5, 2008
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599 Program - Purpose
The 599 Program provides an opportunity for eligible UI
claimants who lack competitive job skills to receive UI
benefits while attending an approved training and or
retraining program.
To be approvable, training must be:
– At least 12 hours (or credit hours) per week
– Must be able to be completed within 24 months
599 refers to the specific section of Article 18 of the NYS Labor Law
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599 Program - Purpose
The 599 Program allows claimants to collect UI
benefits while in approved training without
having to:
 Search for work
 Be available for work
 Accept suitable work
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599 Program - Purpose
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Under Section 599.2, claimants may also be
entitled to additional benefits (up to 26 weeks
maximum) after exhausting their regular
benefits, if funding is available.
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$20 Million of funding for 599.2 benefits
available annually (Program operates on a
July to June fiscal year)
Current Operations
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UI applicants who self-identify during the UI Original
Claim (OC) application process as already in training
(attending and/or accepted in training) are either:
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•
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Mailed an application for the 599 training program to be completed
and returned by mail
Given the opportunity to complete the 599 training application online (if filing for UI on-line)
UI claimants are advised that if they enroll in training
during their UI claim to immediately call the TCC –
they are then mailed a 599 application to complete.
Program Enhancements Needed
 Follow-up
with individuals who fail to apply timely or
fail to complete and return 599 applications timely
(can impact eligibility for additional benefits)
 Follow-up
with claimants who fail to complete and
return applications and/or claimants who apply but
are disapproved
 Provide
support to those approved for 599 training for
successful completion of their training program
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Program Enhancements Needed
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Identify potentially eligible claimants unaware of
program (Program marketing)
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Expand program eligibility guidelines
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Fully obligate all 599.2 funding
Implementation
A number of program changes have already been
implemented over the last few months by the Special
Program Unit (SPU) of the UI Division.
 The Department has expanded approval criteria
over the last year.
 Result: Increase in the percentage of applications
being approved has increased as compared to
same time last year
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Implementation
Next Step:
 Integrate the 599 program into the One Stop System
 Establish Linkages between the SPU and the One
Stop System
 Shared One Stop and UI program responsibility:
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Shift certain responsibilities to the One Stop system
Maintain responsibility for certain functions in SPU to
provide oversight and insure program integrity and
statewide consistency
Anticipated Benefits of Transition to
One Stop System
Coordination of services through the One Stop system will:
• Ensure that individuals who start training are better able
to finish
• Enhance NY’s labor force making the state more
attractive for economic development.
• Target a larger pool of UI claimants
• Better market the 599 Program to UI claimants to
increase numbers that apply and are approved for the
Program
• Fully obligate available 599.2 funding
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Anticipated Benefits of Transition to One
Stop System (cont.)
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Utilize experienced One-Stop staff to assist UI claimants
to:
a)
b)
c)
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Improved program outcomes for the system (All
programs - UI, WIA, ES, Reemployment)
Improved individual outcomes for participants:
a)
b)
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Choose appropriate training programs w/consideration of local
labor market conditions
Coordinate support services
Provide information on funding availability for training
successful completion of training
successful employment following training (higher wages, job
retention, skills upgrading, career advancement…)
Plan for Transition to One Stop System
Full Implementation:
 One Stop System
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SPU
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Responsible for review/processing all 599 Applications and
approval recommendations
Responsible for customer follow-up to insure satisfactory
progress being made and to facilitate successful program
completion
Review One Stop recommendations and Issue all official
599 Determinations (approval/disapprovals)
Monitor 599.2 fund availability
Program Oversight
599 Phase In Strategy
Transition to One Stop System
Phase I:
 SPU:
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One Stops:
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Continued responsibility for processing 599 Applications
from claimants self-identified as in-training at time of their UI
Original Claim (OC)
Responsible for follow-up with all claimants approved for
599
Responsible for review/processing 599 Applications and
approval recommendations identified after the OC process
Responsible for outreach to claimants in training at time of
OC and disapproved by SPU
599 Phase In Strategy
Transition to One Stop System
Goals of Phase In Strategy:
 Begin Integration to One Stop System ASAP
 Allow Implementation to begin with current systems
(without IT changes)
 Coordinate timing of implementation with Fall 2008
Training applications
 Phase I One Stop Responsibilities:
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Expand program awareness
Target customers currently not being served
Emphasize value add to customer
Insure full obligation of PY 2008 funds
6/4/2008
Phase 1 Workflow Overview
Claimants identified by One Stop
after OC as interested in training
or in need of training
Claimants
identified as in
training at OC
Claimant submits 599
Application to SPU
Claimant Inquiries
Received by TCC
after OC
referred to One Stop
One Stop assists with
training plan
Claimant submits 599
Application to One Stop
SPU reviews and
issues 599
determination
One Stop reviews application
and makes approval/disapproval
recommendation to SPU
599 approved
Yes
No
SPU refers to
One Stop for
additional
services
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SPU monitors
satisfactory
progress and
manages 599.2
fund
Yes
SPU reviews and
issues 599
determination
599 approved
Phase I Timeline
6/1/08 - 6/30/08
Phase I
Early Implementation
Training
7/1/08
Phase I
Early Implementation
7/1/08 - 8/31/08
Phase I Early Implementation Period
7/1/2008
6/1/2008
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9/1/08
Statewide
Phase I
Implementation
8/1/2008
9/1/2008
7/1/2008 - 7/31/2008
Prepare for Phase I
Statewide Implementation
8/1/2008 - 8/31/2008
Phase I
Statewide Implementation Training
Phase I: Role of the One Stop Staff
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Increasing claimant awareness of 599 program
Identifying UI claimants interested or in need of training
Assessing training needs, developing individual training plans
Assisting UI claimant/customer in making informed decisions
regarding training.
Coordinating One Stop services as needed (LMI, Training funds,
support services, etc..)
Review and Recommendation of approval/disapproval of 599
Applications identified after OC
Scheduling Follow-up with 599 Applicants identified as part of OC
and disapproved by SPU
Coordinate with One Stop common measures
Phase I: Role of the SPU
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Continuing to process 599 applications from
claimants identified in training at OC
Reviewing the recommendations from One Stop staff
for approval/disapproval
Issuing all 599 Determinations to the claimant
Calculating individual eligibility for additional 599.2
benefits
Follow-up on progress of training to ensure
continued eligibility and satisfactory progress
Monitoring the 599.2 funds availability
599 Approval Criteria
1.
2.
3.
4.
5.
6.
7.
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The training is needed by the claimant because:
a). Claimant’s employment opportunities limited or
b). Training likely to lead to more regular long term employment
or
c). Training will upgrade existing skills
And
At least 12 hrs/week classroom attendance or 12 credit hours of
training, And
Training or remaining training period not more than 24 months, And
Competent and reliable training facility, And
Training relates to an occupation or skill, And
Training relates to an occupation or skill with reasonable
employment opportunities, And
Claimant has the qualifications to complete training successfully
599.2 Additional Benefits
 If
Training is approved under 599, claimant may be
eligible to receive up to 26 weeks of additional
benefits (following exhaustion of regular benefits)
while still in approved training plan
 Number of Additional Weeks of Benefits depends on:
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Availability of funding (only $20 Million available statewide
annually)
At what point in the claim cycle the claim is accepted into
training and/or applies for 599 approval
599.2 Additional Benefits
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SPU is responsible for determining availability of funding for
additional 599.2 benefits
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Individuals approved for 599 training may receive a maximum of
26 weeks of additional 599.2 benefits.
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The calculation of additional benefits is determined based on the
number of weeks of regular benefits remaining on the
individual’s claim as of the “calculation date” (up to a maximum
of 26)
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The date used for calculating additional benefits (“calculation date”) is
being changed. The result is that claimants may be eligible for a greater
amount of additional benefits, provided the training is disclosed timely.
Highlights of Modifications
to Expand 599 Approval Criteria
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If claimant approved for WIA Training Funds, then training
program also automatically approvable under 599 as long as
meets criteria for 12 hours/week and completion in 24 months
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Competent and Reliable Training Facility:
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Approvable if approved ETPL or SED
Both local and state labor markets can be considered when
determining whether the training relates to an occupation or
skill for which there are reasonable employment opportunities
in the state
Highlights of Modifications
to Expand 599 Approval Criteria
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
Expanded definition of training leading to an upgrade of existing
skills
– Now includes training that will lead to higher paying job or
career advancement in the same field or field related to the
claimant’s regular occupation
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Expanded definition of training leading to more regular longterm employment
– Now includes training that will provide a more skilled higher
paying job for claimants in entry level or low wage/high
turnover occupations
– If currently in low wage/high turnover occupation, the fact
that employment opportunities are not substantially
impaired or categorized as in “demand” will no longer be
barrier to approval
Highlights of Modifications
to Expand 599 Approval Criteria
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ESL, GED, or Basic Skills training may be approvable:
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If claimant already has in-demand occupational skills but lack of
English proficiency, high school diploma, of basic skills is a barrier
to reemployment in that occupation – now considered upgrade of
claimants existing skills
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Also approvable if such training would position the claimant to
pursue more regular, long-term employment
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If needed as prerequisite for occupational training
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Training still has to be 12 hours
Maintaining 599 Eligibility
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Satisfactory progress
Providing grades timely at the end of each
marking period/semester
Providing new/revised class schedule timely
Returning DOL correspondence for periodic
training verification timely
Phase I Communications and Data
Recording Requirements
The One Stop Operating System (OSOS) will
be used as a shared tracking system:
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New OSOS Activities have been established to
record and track 599 processing steps and status
of 599 applications
OSOS Activities will be entered in OSOS both by
One Stop and by SPU staff
Phase I Communications and Data
Recording Requirements
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Phase I Communications and Data
Recording Requirements
New OSOS web-based local management
report for 599 Case Management
Report will be accessible to both One Stop and
SPU staff
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2 parts to report:
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Part I: track status of Applications originating in One
Stop
Part II: communicate status of Applications processed by
SPU for claimants in training at OC
One Stop 599 Applicant Tracking Report
Sample Screen Shot
Rows: represent individual 599
applications identified by SSN, OSOS
ID, and Name
Columns: represent activities and
activity dates to track status of
application – based on OSOS entries
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Phase I Communications and Data
Recording Requirements
The UI Imaging System will serve as official file for 599
Applications and supporting documentation
One
Stops will transmit 599 Application, approval
recommendation form, and any supporting
documentation to UI Central Support for Imaging
Documents will be Imaged and put in SPU queue for
processing
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Phase I Communications and Data
Recording Requirements
One
Stops will be given access to UI Imaged Files for future
reference if/when needed. One Stops will be able to view/print
Imaged documents through FAF software
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To view documents related to claimants disapproved by SPU
To review document as needed to resolve discrepancies in cases
where SPU and One Stop disagree on approval recommendation
To view original 599 approved application, if/when modification to
training plan requires submittal of new 599 application
To view class grades and/or other progress materials submitted by
claimant
Phase I Communications and Data
Recording Requirements
Access to UI Imaged Documents
Initially:
– 1-2 DOL staff per One Stop location will have FAF
software loaded onto their PCs and be granted
access to view imaged documents
Department is still discussing parameters for
expanding access to UI Imaging in future
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NEXT STEPS
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Conduct minimal 2, one-half day in-person
training sessions in each of the Regions to
accommodate training of staff that will be
responsible for handling 599 program
responsibilities in Phase I
Each Region will be contacted regarding
scheduling of dates/time/location for InPerson Training
NEXT STEPS
In-Person training scheduled and completed by mid
September
Training will include:
 Detail review of 599 Application and Approval Recommendation
process
 Detail review of forms
 Detail review of criteria for approval including
definitions/resources and case study examples
 Document processing, data recording and status tracking
procedures including use of OSOS, UI Imaging, and OSOS
Web Based local management tracking report
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NEXT STEPS
Each LWIA will be asked to designate a 599
Liaison. Responsibilities will include:
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Key point of local contact for dissemination of 599
program information, policy/procedural changes
Local program “expert”, first point of contact for
staff questions
Key liaison with SPU staff to resolve any issues
related to approval recommendations
NEXT STEPS
Any issues that can not be mutually resolved between
SPU and LWIA staff would be escalated to the Central
Office DEWS program liaison* to review and resolve.
* DEWS Program Liaison is Carol Elwell.
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Questions and Answers
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