OSOS Desk Guide

(Revised 7-6-16) OSOS Desk Guide

Acknowledgement:

We would like to thank Mr. Antwan Williams, Director of Youth System Services at RochesterWorks! for creating this color coded OSOS Desk Guide to walk brand new users through the data entry process.

This Guide compliments but does not replace NYS DOL guides and resources. We welcome your feedback to maintain this Guide current and relevant. New! Updates relevant to Youth Services have been incorporated to this draft reflecting Version 6.5 Enhancements OSOS Guide June 10, 2016.

Connect with Youth Program Specialist, Bibianna Silvera-Portacio, 258-3505 or [email protected] regarding any feedback and suggestions for improving this Guide, and for program or OSOS questions including OSOS access.

Goal: OSOS youth case records must match youth hard files and paperwork.

NYESS/OSOS Security Permissions: OSOS access is limited based on the security permissions by our local Security Coordinator, Lee Koslow, 258-3516 or [email protected]. Contact Lee immediately if you are aware of information being accessed from OSOS for usage other than Wagner Peyser or WIOA program needs. OSOS Access has to be applied for and granted for each user and should match the user’s job responsibilities relating to WIOA. Each user with OSOS access has specific security permissions assigned. The different levels of security permissions determine what screens a user can view, change, etc.

Getting Started To gain OSOS access complete following:  Go to http://www.rochesterworks.org/youth_serviceproviders.aspx  Under New Navigator o complete in full OSOS Individual Confidentiality Agreement 7-13 o complete NYS DOL: Cornerstones of Confidentiality- print Certificate, and o fax both completed forms to 585-473-6755 Attention: Bibianna Silvera-Portacio or email [email protected] o review Youth Works Model & Guiding Principles  Paperwork is reviewed and submitted for processing to the Security Coordinator.  It takes 24-48 hours for OSOS access-username and temporary password to be emailed.  The most current version of Internet Explorer (IE) v. 7.0 is needed for OSOS to function properly on your PC. Also, the Temporary Internet File allocation needs to set to at least 200 MB or higher. To check the version of IE, click on Help, and About Internet Explorer. (Refer to “OSOS -Internet Explorer Browser Notes”)  Do not use Google Chrome! Before getting started on the PC designated for OSOS use, you must make OSOS a Trusted Site. Steps to follow: Go to Internet Explorer Click on Tools Click on Internet Options Click on the Security Tab Click on the icon for Trusted Sites Click on Sites 1 (Revised 7-6-16) Type in https://osos.labor.ny.gov/osos.html in the address line following “Add this website to the zone” Click Add Click OK Click OK (again)

Contact Protocol for Navigator/Program Staff: 1. Call OSOS Help Desk (518) 457-6586 or email [email protected] system error messages. 2. Call Bibianna at 258-3505 or email [email protected] for OSOS technical assistance and any programmatic questions and needs. 3. After 1st connecting with the OSOS Help Desk and/or Bibianna for special and unique situations, contact for further assistance the Director of Youth System Services, Mr. Antwan Williams via email [email protected]

Important: Every Day Resource: Youth Navigator Resources and Information webpage http://www.rochesterworks.org/youth_serviceproviders.aspx o Workforce Innovation and Opportunity Act (WIOA) . Fiscal . Forms . Policies . References- i.e. 14 Elements/Services o Performance Measures i.e. Quarters in a Calendar Year o New Navigator o Contacts o DOL Guidance o Public Assistance o Referrals o Useful Resources o RochesterWorks! Publications

OSOS Desk Guide Table of Contents: 1. Part 1-Data Entry-Enrollment: Customer Search, Customer Detail, Comp Assess, and Services Pages (pgs. 3-10) 2. Part 2-Updating/Closing out Achievement Objectives Services Page (pg. 11) 3. Part 3-OSOS Soft Exit and Placing Temporary Hold (pg. 12) 4. Part 4- Youth in Follow Up Services for 12 Months after Exit (pgs. 13-14) 5. Part 5-Documenting Outcomes/Performance Measures (pgs. 15-19)

Color Key Guide BLACK PRINT w/blue background, becomes white print when hover over it= Module(s) (i.e. CUSTOMER Module / PROVIDER Module / EMPLOYER Module / STAFF Module / HELP Module) Orange print = the page you’re on (i.e. Customer Search/ Customer Detail / Comp Assess /Services page) Brown underline print = The brown tabs found at the top of the page Blue letters with arrows = The fields within the tabs Green Dots = information must be completed for that field, if indicated. Red print = Advisory

To log on, go to https://osos.labor.ny.gov/osos.html 2 (Revised 7-6-16) F11 key = Display in full screen. DO NOT use the Back arrow key to attempt to return to a previous screen as it will automatically log you out of OSOS.

Part 1- Data Entry-Enrollment ( pgs. 3-10)

On the top of the page, click on the CUSTOMER Module  Customer Search Page. New! To prevent creating duplicate records: Search 4 ways for youth customer, prior to creating any new file record and search results will now show more portfolio level matches other than “JobZone Adult” and “Young Adult”.

First, ask youth as part of intake process if they have a CareerZone or JobZone account.

1. Enter Username- for either JobZone or CareerZone- click on Search 2. Enter the Customer’s First Name and Last Name click on Search 3. New! Enter Customer’s email address Search 4. Enter SSN click on Search

o If youth has a CareerZone account prior to being enrolled in OSOS, then OSOS will populate with username, password, name, address, DOB and Education and Employment Status. o OSOS Status for 14-17 year olds: Pending Active - after verifying and updating the OSOS record so all information on record is correct o OSOS Status for 18-24 year olds: SS/IO Active - after verifying and updating the OSOS record so all information on record is correct

o Navigator/Program staff monitor schedule of youth’s progress in CareerZone or JobZone via Manager Mode option in OSOS with utilization of a table with the headings: Youth Name, Portfolio Type, Interest Profiler Status, Work Importance Profiler Status, Saved Occupations Status, Budget Status and Abilities Checklist (CareerZone, only) o Tools in CareerZone to assist with Monitoring: instructional tools, CareerZone Facilitator Guide and video that provides overview of the CareerZone Portfolio, and CareerZone Portfolio Desk Aid. o If youth has OSOS account then it will populate CareerZone with youth username and password and additional security questions and school information will be requested. o If no match, create a new youth file record. Click the NEW button found at the bottom right of the screen and proceed to the Customer Detail page.

Customer Detail Page Gen. Info tab

New! Increased from 2,000 to 4,000 characters to allow more data entry.  Customer Data – o To enter the SSN, click on the SSN button. *To count for outcomes must have social security for youth.* o Select Active for Status o Select Active for Job Seeker if youth is ready for employment. Youth will be reachable through the Career Center Job orders. o Select Inactive for Job Seeker if youth is in need of job readiness training . Youth has not completed the Career Zone Customer Service Indicator Portfolio. . Youth has low score in mock interview with Interview Rating Scale, not ready for employment. 3 (Revised 7-6-16)

If a youth already has either a JobZone or CareerZone Username, you do not need to create one.

Special instructions for creating a User Name: o User Name/Password – You must create an 8 character Username and a 6 character Password using a mixture of numbers and letters, i.e. A combination of the youth’s name and NY#. Whatever system you create, be sure to use that system for all your files. o You must note the Date of Birth, Gender, Address and US Citizen status.  Customer Assignment – o Click Change to add your name to the file. Then, click on the Change Office button to change or add your Agency name.  Ethnic Heritage & Race – o New! Requirement: Click Ethnic Heritage & Race to input data in OSOS, JobZone, and CareerZone. If youth prefers to not to self-disclose, then choose “Not Disclosed”.

 Education & Employment –*At enrollment, this information is frozen, do not change after enrollment.* o Click on down arrow(s) and choose correct answer(s) for youth in the following fields: Education Level -School Status and Employment Status

Important reminders:  For a youth with an IEP Cert. at enrollment do not use Disabled w/Cert./IEP but rather select 12 Grad - no Diploma.  For a youth in transition who is in school, choose In school youth, Alternative School

 Also, under the School Status for a youth with an IEP Cert., you must use Not attending school or H.S. Dropout.

 Youth are considered ‘out of school youth’, if in any of the following categories: In-school Post-H.S (only if basic skills deficient) OR Not attending School or H.S. Dropout OR Not attending School: H.S. Graduate

 Out of school youth are required to be TABE tested prior to enrollment by WIOA standards.

 Contact Preferences - Please check contact boxes as requested by the youth.

Add’l Info tab  Programs In transition year so unless in school youth (ISY), for out of school youth (OSY) only and if possible use one of the barriers on the WIOA application that is not shaded in light blue. Any barriers shaded in light blue require income eligibility and we will not have a 5% Exception as have done in the past.

1. Income Status – Please check Yes for Income 70% LLSIL only For Out of school youth, high school graduate, basic skills deficient, or an English language learner and for In school youth who meet income requirements.

2. Complete Disability Status box. If youth is disabled, you must click on Disabled. If youth is not disabled, click on Not Disabled. ***A learning disability does not necessarily mean a physical or mental impairment. *** 4 (Revised 7-6-16) If a youth has a learning disability but not a physical nor a mental impairment, for confidentiality reasons, click on Not Disclosed . *Note: If disability status is already completed, contact Bibianna.*

3. Select No for Migrant / Seasonal Worker  Employment Preferences New! Under Pay Unit added following under Pay Unit: "Sal + Comm", "Per Diem", "Contract" and "Commission"

 Selective Services (SS) – SS only shows up, if in creating the youth file in Customer Data you selected Male in the Gender box.

If birth gender is male, then at 18 years or older (18+) must be registered with Selective Service to be eligible for WIOA youth job training grant services, for federal financial aid including government student loans and grants, for federal jobs or security clearance, or to become a US citizen.

Click Register/Lookup and you are automatically redirected to the selective service system (http://www.sss.gov/default.htm ).

Customer Detail Page (continued)

**When a male youth turns 18, he has 30 days to register for Selective Service. Create monthly/quarterly tickler list to assist those turning 18 to register for Selective Service. **

New! Reminder notice will be emailed to born male youth 60 days prior to turning 18 years old to register for Selective Service. Also, an inbox staff reminder will be send to Navigator associated with youth.

If assisting a male youth who just turned 18 to register for Selective Service, then click Register.

If checking for a registration for a male youth 18+, then click Check Registration.

Selective Service Online Registration Search box, input Last name, SSN with no dashes/spaces, and DOB, and then click Submit.

If there is a Matched Record, it will show the Selective Service Number and Date of Registration for the youth. Youth must notify Selective Service within 10 days if there any changes to his Selective Service registration form until the January of the year of his 26th birthday.

Left click on mouse and hold until entire number is highlighted and then right click so can copy it.

Toggle back to the male youth’s OSOS record and add the youth’s Selective Service number by paste.

Pgms/PA-  Public Assistance - You must enter Yes and the Date verified.

Objective tab “Green Dots fields must be completed” (Employment Objective, Desired O*Net, and Acceptable Job Locations)

 Employment Objective: For non-job seeking youth, a statement of interest should be entered. For example, a child who enjoys interacting with animals may have an objective: “To work with animals.”

5 (Revised 7-6-16)  Desired O*Net: O*Net Title: All customers must have at least one Occupation Title. This is a required field. Click Add a Job Title. Then click on O*Net Titles. Wait for the Select O*Net – Webpage Dialog to appear.

Select an occupational category; drill down until find the desired occupational job title, click Select. Or, another option is to enter the occupation Keyword(s) and click Search to locate faster and then click Select. If applicable, enter Experience: Year(s) and Month(s).

 Acceptable Job Locations: Enter zip code of youth and within how many miles of it youth willing to travel for work, i.e. 5 miles or 10 miles.

Work History - Update as needed with youth employment history changes: Youth Work Experience Program (YWEP), internship, job shadowing, mentoring, military, and volunteer or life experiences, help build skills of youth.

New! New checkboxes for “No Information Provided” that must be completed if no information is entered on the bottom of Work History, and Ed/Lic (certificates/licenses, school degrees and/or professional association). Otherwise if information is not entered and checkbox not selected, then error message will appear.

New! Under Wage Category field, added following wage pay options: "Sal + Comm", "Per Diem", "Contract" and "Commission"

 Click New Job Entry “Green Dots fields must be completed”

 Next to Job Title, utilize the O*Net Titles. Wait for the Select O*Net – Webpage Dialog to appear. Select an occupational category; drill down until find the desired occupational job title, click Select. Or, another option is to enter the occupation Keyword(s) and click Search to locate faster and then click Select. It is important to choose the closest job title of the O*Net Titles as these are universally recognized and provide summary of job skills of youth. Customer Detail Page (continued)

Skills tab “Green Dots fields must be completed” (Additional Skills Text)  Additional Skills Text: Examples: computer skills, keyboarding skills. Utilize O*Net or Career Zone to help identify youth skills.

Comments tab SENSE Model: Standard for writing objective and effective OSOS case notes relevant to youth workforce development supporting Achievement Objective(s), Element(s)/Service(s) provided and outcome claimed.. SENSE (Situation, Evaluation, Next Steps, Sufficient Information {Say What You See}, Employment- Related Information Only).

Reminder: Specify reason in comments (SENSE Model) for submitted Incentive and Transportation Assistance Requests. An example of comment (SENSE) Model for an Incentive request is “Submitted Incentive Request to RW for Placement in Employment or Education, or Attainment of a Degree/Certificate or Literacy/Numeracy Gains, or choose one of the other categories listed on Incentive Request.” An example of comment (SENSE) Model for a Transportation Assistance request is “Submitted Transportation Assistance Request for a monthly bus pass, or 5 day bus pass, or single ride bus pass, or Speedway gas card.”

Watch the Quality Case Notes: A Valuable Tool video. Click on link below. http://labor.ny.gov/workforcenypartners/osos/video/osos-case-notes.shtm

6 (Revised 7-6-16) SENSE Model: click on link. http://www.labor.ny.gov/workforcenypartners/osos/video/case-notes-sense-guide.pdf

Click Comments found at the bottom of the screen.

In the Comment--Webpage Dialog box, place a comment (SENSE Model) validating the youth’s Income and Obstacles/Barriers (if applicable).

If income is required for eligibility, utilize and refer to the WIOA Youth Packet and the Income Guidelines (Household Income table) to look at the Family Size and Income (Annual, or Monthly, or Bi-Weekly or Weekly). Review the Demographic Information and Data Validation Help Sheet.

Examples of obstacles (barriers) validation include: o Deficient in basic literacy skills- Documentation: Standardized test score below 9th grade (or EFL below Low Adult Secondary Education) in computing or solving problems, reading, writing or speaking in English o Poor/No Work History- Documentation: Resume, application, assessment, work/job evaluation

Primary Language tab – *Only complete for youth whose primary language is not English.* o Click Add o Under Primary Language, choose applicable language or Other Not Listed. o Under Other Language- type name of language o Under Language Assistance Needed, choose: No Assistance Needed or Oral assistance needed or Sign Language or Written Translation

DOB tab – Make sure to complete: (Validate the Date of Birth), complete if there is no date in the UI DOB box. Click Add found towards the bottom left hand side of the screen.  Data Element Verification: Verification Source Select the document source to validate the Date of Birth from the drop down box: (Baptismal record, Birth certificate, Copy of ID, DD-214, Government ID card, Hospital Record of Birth, Match with Vital Statistics, Passport, Public Assist./Social Srvc. Record, School Record/ID card, Tribal Records, Work Permit) Customer Detail In the DMV# box, only if ID is a NYS Permit, NYS ID card, or NYS Driver’s license then can enter the source document digits (9#s).

(Click Save found on left hand side at the bottom of the Customer Detail Page.) Go to the Comp Assessment Page Employment tab

New! Youth eligibility changes, ages 14-24, have been updated on Comp Assess and error messages updated to provide more specific information.

 Job Behavior and Skills: Poor Work History: If checked post comments. (Comment examples listed below.)

Example of Comments if Poor Work History is checked: 1. Employment Behavior: Inappropriate interview attire. 2. Job Seeking Skills: Lack of resume/portfolio, unable to properly complete a job application. 3. Job Keeping Skills: Client has never been employed and would benefit from learning job retention skills, communicating effectively and how to build strong working relationships with co-workers. 7 (Revised 7-6-16) 4. Summary of Occupational Strengths & Weaknesses: Strengths: Client is motivated to obtain employment, pleasant demeanor. Weaknesses: has no job experience and has never been on a job interview.

Youth Needing Additional Assistance: You must select NO from the dropdown box. In rare extenuating circumstances and as a last resort can be used for out of school but you must first receive permission and approval from Youth Program Specialist, Bibianna Silvera-Portacio.

For in school youth, Youth Needing Additional Assistance select NO.

Serious Barriers to Employment (No WIOA definition – leave blank)

Education tab  Math & Reading Out of School youth only: The answer to Question #1 (below) should be based on the youth’s TABE scores in Reading and/or Math. Enroll once youth TABE tested in both areas!

1. Is the customer basic skills deficient? (Select No if the youth is functioning at or above a 9th grade level. Select YES if the youth is functioning below a 9th grade level.) (If in school, please place a comment with the documentation source. i.e.: Report Card) 2. Limited English – Yes or No 3. Any indication of learning disabilities? (If checked, you must post a note in the box provided of documentation source. i.e.: IEP)If family of one is used for eligibility, this box must be checked.

Family tab “Green Dots fields must be completed” Is customer pregnant/parenting youth? If Yes is selected, you must add the child’s info to the Members of Household field by clicking on the Add a MemberHousehold Members—Webpage Dialog Name and RelationSubmit. ***Custodial parent has physical custody of the child and/or carries most of the responsibilities for raising the child.*** Legal tab “Green Dots fields must be completed” Offender Status? (Employment related restrictions) Please select Not Applicable or Yes (Seek assistance from the Youth Program Specialist, Bibianna.) Housing tab  Housing Information Current Housing: If the youth is a foster child OR, in group home, OR homeless OR, a runaway, it must be recorded on this tab. If in any of these categories, then youth is income eligible. The Current Housing and Housing Assistance field is NOT a required field for completion.

(Click Save on left hand side at the bottom of the Comp Assessment Page. Go to the Services Page Agency info tab (To activate this page, please click on New Agency towards the bottom of this page) 1. In Agency – Select Rochester/Monroe WAE. 2. In Intake Date – Date on the youth participant’s application. 3. In Enrollment Date – Date of WIOA Certification/Eligibility.

(Click Save found on left hand side at the bottom of the Services Page.)

8 (Revised 7-6-16) WIOA Youth Enrollment: #681.310 (b) Enrollment in this case requires: (1) The collection of information to support an eligibility determination: and (2) Participation in any of the fourteen WIOA youth elements.

Collection of information to support an eligibility determination [intake, objective assessment of each participant, pre- TABE Testing, Individual Service Strategy (ISS), information and referrals] = Design Framework Services (NOT one of the 14 WIOA Elements/Services)

The Individual Service Strategy (ISS) needs to be completed within 60 days of enrollment. You can utilize the Career Zone Interest Profiler to assist you in completing the ISS with the youth.

New effective 5/16/16; Two choices in keeping track of youth’s goals: One option is to update the ISS each time there is a change, completion, and/or update to youth’s goals so both youth and staff initial and date it. Or, the second option is to print the Objectives and Services History twice a year, each December 15th and each June 15th and both youth and staff sign and date. (See page 10)

Full enrollment in OSOS is a two-step process. First, create an Achievement Objective, choose and fund one of the 14 WIOA elements/services based on the Individual Service Strategy, and complete a supporting comment utilizing the SENSE Model. Second, create an Achievement Objective, choose and fund Design Framework Services, and complete a supporting comment utilizing SENSE Model. Dates for both services are the same.

Please go to the Youth Navigator Resources and Information webpage to review 14 WIOA Elements (Services) Under References click 14 Elements (Services) and to review Examples of WIOA Examples of Achievement Objective(s) and Element(s)/Services modified and courtesy of Carrie DeVoria of The Center for Youth Services, Inc. http://www.rochesterworks.org/youth_serviceproviders.aspx

Achievement Objectives tab o Local WDB decision: Every 60 days on an ongoing and regular basis, need an Achievement Objective, Element/Service, and a supporting comment utilizing SENSE model for each active youth. For youth in follow-up services, two requirements only: an Element/Service and comment utilizing SENSE Model.

(Click New Objective found at the bottom of this page for New Objectives only.)  Achievements Objectives 1. Be specific when inputting goal in Achievement Objective box. (Each one should align with goals identified on the Individual Service Strategy {ISS}.) 2. Be specific in the Type of Goal drop down box (Basic Skills, Occupational Skills, or Work Readiness). 3. Select Set, but Attainment Pending* in the Goal Attainment box 4. Enter the Planned Start Date* and Planned End Date 5. Enter the Actual Start Date* 6. Enter an Evaluation Date.This date should fall between the Planned Start Date and Planned End Date.

(Click Save on the bottom of the Services Page.)

Services tab (Click New Service towards the bottom of this page, for new services only; Redirected to PROVIDER Module.)

PROVIDER Module General Info tab  Provider Information

9 (Revised 7-6-16)  Enter “your agency name” in the Provider Name box and type: “Youth -” in the Service Name box. (Click on Search at the bottom of the Offering Search Page.)  Select a Service Name that correlates to the Achievement Objective in the Achievement Objectives tab. . Youth - Adult Mentoring . Youth - Alternative Secondary School Services . Youth - Comprehensive Guidance and Counseling . Youth - Design Framework (not an element but can use for Post-TABE testing) . Youth - Educ. Concurrent w/Workforce Preparation . Youth - Entrepreneurial Skills Training . Youth – Financial Literacy Education . Youth – Follow-up Services . Youth - Labor Market and Employment Information Services . Youth - Leadership Development . Youth - Occupational Skill Training . Youth - Prep. For Postsecondary Training . Youth - Supportive Services . Youth - Tutoring, Study Skills Training . Youth - Work Experience

 Then, click Schedule at the bottom of the page.

Redirected back to the Services Page Services tab

 Detail  Please enter the Plan. Start Date, Plan. End Date & Actual Start Date (Dates match the Achievement Objective dates. Keep in mind 60 day local requirement, make sure to make the planned end date 60 days out.)  In the Program Service Type drop down box, please select Youth Services  Min. Prog. Agreed box - (Benchmark the Ach. Ojb. Goal. I.e. increase math grade by one letter grade.)  In the Achv. Objective box, please select the Achievement Objective that coincides with this Service Plan.

 Funding  Please enter $1 in the Total Funding box and click on the Add button to the right of the box, to navigate to Funding - -Webpage Dialog screen.  In Funding-- Webpage Dialog, select the appropriate funding source/year. Select WIA Youth Local, if you are using WIOA dollars, during Program Year (PY) 2016, then select WIA Youth Local/2016. Then, add the $1 to the Obligated Amount box, and click Ok.

(Click Save on the bottom of the Services Page.) *Go to the Customer Search Page and OSOS will refresh itself, thus make the enrollment of the youth official. *

Go back into the Services Page

Click on the Enrollments tab, to enter the Enrolled in Education status.

Enrollments tab 10 (Revised 7-6-16)  Enrollment Info If enrolled in a formal educational situation at the time of WIOA registration or at any time during their WIOA enrollment then the Enrolled in Education box needs to be filled in with a Yes . This includes BOCES, alternative schools, tutoring situations, proprietary and post-secondary schools. ** If youth is enrolled in education, Enrolled in Education must be ‘Yes’, to count for the Performance Measure of Attainment of a Degree or Certificate. One day of school (before youth exits) = enrolled in education **

Comments tab SENSE Model: Standard for writing objective and effective OSOS case notes. (See pg. 6)

Reminder: If unable to connect with a youth in person or via phone/email/social media, the only thing you can do on OSOS is to place comment (SENSE Model) documenting effort(s) to connect with a youth.

Youth Workforce Development: Data Management and Validation of Services

Changes must be documented in OSOS within 5 business days. Some examples include changes/updates in work history, Achievement Objectives, and Elements/Services completed, and meeting the performance measures in Placement in Employment or Education, or Attainment of a Degree or Certificate, or Literacy and Numeracy Gains.

After initial completion of the Individual Service Strategy (ISS) within 60 days of enrollment, validation of summary services provided to youth is achieved by the dually signed printed Objectives and Services History printouts once a quarter, completed 4 times per year (September, December, March, and June) by youth and staff. The youth signs on the Customer Signature line and the coordinator/provider of services signs below youth. Dually signed Objectives and Services History Printouts are kept in the youth’s hard file. This is a time saving measure as long as complete it. Otherwise if not completed, then will need to update ISS each time there are changes, updates, and completion of youth’s goals.

Printing the Objectives and Services History (pg. 10) Go to the Services Page Achievement Objectives tab At the bottom of the screen, click Print button in order to bring up the Objectives and Services History page. Click the Print button to print page. Complete once a quarter (September, December, March, and June, by youth and staff members with both signing and it is placed in the hard file. If choose not to complete quarterly dually signed printouts of the Objectives and Services History by youth and by staff, then will need to update paper ISS each time there are changes, updates, and completion of youth’s goals.

11 (Revised 7-6-16) Part 2-Updating/Closing out Achievement Objectives (pg 11) Go to the Services Page

When updating any of the tabs (i.e. Achievement Objectives tab or Services tab) found on the Services Page you must click on the service(s) listed below the gray bar. You will then notice that the once grayed-out information above will become white. Once white, you will be able to make updates and changes to all fields.

Achievement Objectives tab  Achievement Objectives Click on service(s) listed below gray bar Achievement Objective/Type/Attainment.

1. To update the Goal Attainment , change Set, but attainment pending to Attained OR Set, but not attained * Consult with the RochesterWorks! Youth Program Specialist, Bibianna prior to using *Set, but Cancelled.

2. Add the Actual End Date.

3. Closure Reason If Achievement Objective (skill goal) in Goal Attainment is Attained, select Objective Completed. If Achievement Objective (skill goal) in Goal Attainment is Set, but not attained, select Objective Not Completed.

Services tab  Detail Click on service(s) listed below gray bar Provider Name/Service Name/Actual Start Date/Actual End Date/Program Svc Type.

1. Add the Actual End Date.

2. Select Yes from the Completed Successfully box.

3. Select No if youth decides this is not what they want to do or if there is a reason they are unable to do it and note the reason in comments utilizing the SENSE Model.

Click Comments found at the bottom of the Services Page.

SENSE Model: Standard for writing objective and effective OSOS case notes. SENSE (Situation, Evaluation, Next Steps, Sufficient Information {Say What You See}, Employment-Related Information Only). REQUIRED: Address final outcome of the goal attainment for each Achievement Objective.

12 (Revised 7-6-16) Part 3 – OSOS Soft Exit and Placing Temporary Hold (pg. 12) Go to the Services Page

After all Achievement Objectives and Elements/Services are closed out, allow a 90 day OSOS soft exit. Soft exit WILL NOT TAKE PLACE IF youth is receiving additional services or because youth is co-enrolled as an adult or dislocated worker at RWCC.

Enrollments Tab Soft Exit (The Rule) 1. ALL of the Achievement Objectives and Service Plans must be CLOSED OUT. 2. Click Comments found at the bottom of the Services Page to explain reason youth is being exited utilizing SENSE Model.

Exit Reasons or 3 rd Quarter Exclusion Reasons that will take a youth out of the Performance Measures:  Institutionalized (i.e. juvenile detention center= jail)  Health/Medical  Family Care  Deceased  Reservist Called to Active Duty  Relocated to Mandated Residential Prog. (Program) (i.e. drug/alcohol rehab) (i.e. Job Corps)

If a youth is found to be in one of the categories listed above during the Program Year, go to the Enrollments Tab under the Services Page and select the appropriate one as the exit reason.

Click Comments to explain reason youth is being exited utilizing SENSE Model. SENSE Model: Standard for writing objective and effective OSOS case notes. SENSE (Situation, Evaluation, Next Steps, Sufficient Information {Say What You See}, Employment-Related Information Only). (pg. 6 for more details)

Placing Temporary Hold - if youth temporarily inactive Go to the Services Page

Enrollments Tab Under Program Type click on Common Measures Look on the left hand side of the screen. Under Enrollment Info towards the bottom click on Holds button, click Add. Holds- Webpage Dialogue box appears. Complete start date and end date. Choose a reason under drop down box, i.e. Delay before start of training, or Health/Medical or Family Care or Temporary Move from area. Click Save Click Comments to explain reason for placement of temporary hold on youth account utilizing SENSE Model.

(Click Save on the bottom of the Services Page.) 13 (Revised 7-6-16)

Part 4- Youth in Follow Up Services for 12 Months after Exit (pg.13) Reminder: If unable to connect with a youth in person or via phone/email/social media, the only thing you can do on OSOS is to place comment (SENSE Model) documenting effort(s) to connect with a youth.

Part 1- Create the Follow Up Service Document connected youth follow up services, create a new service by using one of the other 13 elements other than Youth – Follow up Services to accurately and more specifically document the type of follow up service provided to youth. In the Program Service Type drop down box, select Follow Up and document with comment (SENSE Model). This is how youth moves from being in active status to being “exited for youth services” since youth could be co-enrolled as an Adult or Dislocated Worker. Goal: Help keep exited youth on track to achieving and to obtaining their goals/outcomes. You must connect with youth at least once a quarter for 12 months via phone, or, social media, or, email, or text, or in person.

Follow-up Services(definition) - Do something more than gather information. Critical services are provided following a youth’s exit from the program to help ensure the youth is successful in employment and/or post-secondary education and training. Examples include: leadership development, supportive service activities, and regular contact with a youth participant's employer, i.e. assistance in addressing work-related problems, assistance in securing better paying jobs, career pathway development, and further education or training.

Reminder: NYSDOL does not like us to use the element, Youth – Follow up Services as it considers it too vague. Only use Youth – Follow up Services if a youth tells you they do not want to be contacted anymore at all.

Go to the Services Page Services tab (Click New Service towards the bottom of this page, for new services only; Redirected to PROVIDER Module.)

PROVIDER Module General Info tab.  Provider Information  Enter “your agency name” in the Provider Name box and type: “Youth -” in the Service Name box. (Click on Search at the bottom of the Offering Search Page.)  Select appropriate Element/Service under the Provider Name heading (other than Follow Up): . Youth - Adult Mentoring . Youth - Alternative Secondary School Services . Youth - Comprehensive Guidance and Counseling . Youth - Design Framework (not an element but can use for Post-TABE testing) . Youth - Educ. Concurrent w/Workforce Preparation . Youth - Entrepreneurial Skills Training . Youth - Labor Market and Employment Information Services . Youth - Leadership Development . Youth - Occupational Skill Training . Youth - Prep. For Postsecondary Training . Youth - Supportive Services . Youth - Tutoring, Study Skills Training . Youth - Work Experience

14 (Revised 7-6-16)  Click Schedule at the bottom of the page.

Redirected back to the Services Page

Services tab  Detail  Enter the Plan. Start Date, Plan. End Date and Actual Start Date.  Enter the Next Contact Date - a date you want the system to remind you to follow up on outcomes.  In the Program Service Type drop down box, please select Follow Up. *Important. For our youth, the best way for us to track youth who are in follow up services and thus “exited youth services” is by making sure you select under Program Service Type drop down box Follow Up

 Funding  Please enter $1 in the Total Funding box and click on the Add button to the right of the box, to navigate to Funding - -Webpage Dialog screen.

 In Funding - -Webpage Dialog, please select the appropriate funding source/year. Select WIA Youth Local, if you are using WIA dollars, during Program Year (PY)2014, then select WIA Youth Local/2014. Then, add the $1 to the Obligated Amount box, and click Ok.

(Click Save on the bottom of the Services Page.) ** Exit the file by going back out to the Customer Search Page to let the NYESS/OSOS system refresh itself. **

Part 2 Updating the Follow Up Service When OSOS, you will be directed to the Staff Detail Page containing all reminders created by “YOU” in your Inbox Tab regarding Follow Up services. Click on the youth profile of your choice, then go directly to the Services Page and update the information. Service tab  Detail  Enter the Actual End Date.  Select YES from Completed Successfully box. Comments tab- reminder use SENSE Model Click Comments found at the bottom of the screen.

In the Comment--Webpage Dialog box, you must place a Follow up comment reporting on the results.

Click Save in Comment --Webpage Dialog. Then, click Save on the bottom of the Services Page.

15 (Revised 7-6-16) Part 5 – Documenting Outcomes/Performance Measures (pgs. 15-18)

When logging into OSOS, you will be directed to the Staff Detail Page. Click CUSTOMER Module so in the Customer Search Page and Quick Search Tab. Search for a youth by entering their SSN, ID (NY#) or Customer Name. Click Search at the bottom of the page and you are redirected to the Customer Detail Page. ______Go directly to the Services Page to update information. (Wait for redirection.) Outcomes Tab Under Program Type click on Common Measures as you are now ready to input/edit data to document youth outcomes.

 Youth Outcomes  At Exit time, select the appropriate answer from School Status at Exit.  Select appropriate answer from School Status in Quarter after Exit (Click Save on the bottom of the Services Page.)  Education & Training  Education Level at Exit (Answer cannot contradict the Education Level on the Customer Detail Page.)  Entered Advanced Training – Select No OR Yes  Entered Post-Secondary – Select No OR Yes  Attained Credential-Select appropriate answer. If answer is Yes, then complete Type of Credential, Date Attained and if applicable, then complete Attained Credential (2)

Performance Measures: Documentation and how they are counted in.

Placement in Employment or Education – Date within 1st Qtr. after exit to count. Outcomes Tab Under Program Type click on Common Measures  Youth Outcomes 1. Click on the WIA Youth 14-21 box Select Yes for the one that applies: o Entered Advanced Training o Entered Military Service o Entered Post-Secondary ed. o Entered Qualified Apprenticeship o Entered Unsubsidized Employment Then enter the Date and it needs to fall within 1st Quarter after exit for it to count for the performance measure. Click Submit . Click Comments found at the bottom of the screen. In the Comment--Webpage Dialog box, you must place a comment detailing source verifying outcome .

16 (Revised 7-6-16) Attainment of a Degree or Certificate – By end of 3rd Qtr. after exit to count. Outcomes Tab  Youth Outcomes 1. Please click on the WIA Youth 14-21 box If applicable, select Yes for one of the following* o Attained GED or HS equiv. o Attained a HS Diploma o Attained Cert. of Technical/Occ. Skills Then enter the Date of attainment. You must obtain a copy of the Degree &/or Certificate for the hard file.

Click Submit. Click Comments found at the bottom of the screen. In the Comment--Webpage Dialog box, you must place a comment detailing source verifying outcome .

Literacy and Numeracy Gains-one grade level increase in either Reading or Mathematics to count. Outcomes Tab

Out of school youth must be TABE tested in both Reading and Mathematics either 6 months prior to enrollment OR 60 days after enrollment in OSOS according to WIOA standards. Pre-Tests results, in Reading and Mathematics, the score(s), date(s), GLE(s), and EFL(s) must be documented in Lit/Num Testing.

Youth are considered ‘out of school youth’, if in any of the following categories:

In-school Post-H.S (only if basic skills deficient) OR Not attending School or H.S. Dropout OR Not attending School: H.S. Graduate

Under Program Type click WIA. Now you are ready to document and to input data.

Click Lit/Num Testing to document TABE testing.  Literacy/Numeracy Testing-General Information

Click Add Test “Green Dots fields must be completed”  Category ABE

 Test Name TABE 7-8, 9-10

 Test Version 9-10

 Functional Area Reading

 Pre-Test(Reading):

 Score enter - 3-digit-Scale Score (SS)  Date enter- mm/dd/yyyy

17 (Revised 7-6-16)  GLE enter- 2-digit decimal- Grade Level ( i.e.…06.2)

 EFL enter- Educational Functioning Level:

(Utilize chart below for Pre and Post TABE Reading and/or Math) EFL: Literacy Level Grade Level (GLE)  Beginning ABE Literacy/High Beginning ESL Literacy 0 – 1.9

 Beginning Basic Education/Low Intermediate ESL 2.0 – 3.9

 Low Intermediate Basic Education/High Intermediate ESL 4.0 – 5.9

 High Intermediate Basic Education/Advanced ESL 6.0 – 8.9

 Low Adult Secondary Education/Exit ESL 9.0 – 10.9

 High Adult Secondary Education 11.0 – 12.0

If the youth’s Pre-Test results in either Reading and/or Mathematics section(s) are within either of two ‘Adult’ literacy levels, youth has reached and/or exceeded 9th grade level. Record the score, date, GLE, and EFL in section(s) in Lit/Num Testing. No further Post-Test is required in section(s) where the youth has attained 9th grade level+. If results in section(s) below 9 th grade level, then Post Test(s) are required to be completed by the youth. Post Test(s) Years are based on the First Youth Service Date. If applicable, Post-Test(s) must take place prior to the yearly anniversary date of the First Youth Service Date. (Click Save)

Click Add Test “Green Dots fields must be completed”  Category ABE

 Test Name TABE 7-8, 9-10

 Functional Area Mathematics

 Pre-Test (Mathematics):

 Score enter - 3-digit-Scale Score (SS)

 Date enter- mm/dd/yyyy

 GLE enter- 2-digit decimal-Grade Level ( i.e.…06.2)

 EFL enter- Educational Functioning Level and (Click Save)

Documenting Post-Test(s): Reading Lit/Num Testing After searching for youth, go directly to the Services Page. Outcomes Tab Under Program Type click WIA. 18 (Revised 7-6-16) Now you are ready to document and to input data.

Click Lit/Num Testing to document Post-Test TABE results. Under the grey bar Category/Test Name/Functional Area Click next to: ABE/TABE 7-8, 9-10/Reading  Post-Test Year 1 (Reading) (or, Post-Test Year 2, or Post-Test Year 3, if applicable):

To document Post Test. “Green Dots fields must be completed”

Click once to uncheck Post Test Not Administered and fields become white so can input data.

 GLE enter- 2-digit decimal- Grade Level ( i.e.…06.2)

 EFL enter- Educational Functioning Level and (Click Save)

If the youth’s testing results in either Reading and/or Mathematics section(s) are in either of the two ‘Adult’ literacy levels, youth has reached and/or exceeded 9th grade level. Record the score, date, GLE, and EFL in section(s) in Lit/Num Testing. No further Post-Test(s) required in section(s) where the youth has attained 9th grade level+. If there is a one grade level gain in Reading or Mathematics, it counts as a measurable outcome for Literacy/Numeracy under WIOA.

Documenting Post-Test(s): Mathematics Lit/Num Testing After searching for youth, go directly to the Services Page. Outcomes Tab Under Program Type click WIA. Now you are ready to document and to input data.

Click Lit/Num Testing to document Post-Test TABE results. Under the grey bar Category/Test Name/Functional Area Click next to: ABE/TABE 7-8, 9-10/Mathematics  Post-Test Year 1 (Mathematics) (or, Post-Test Year 2, or Post-Test Year 3, if applicable):

To document Post Test. “Green Dots fields must be completed”

 Click once to uncheck Post Test Not Administered and fields become white so can input data.

 GLE enter- 2-digit decimal- Grade Level ( i.e.…06.2)

EFL enter- Educational Functioning Level and (Click Save) If the youth’s testing results in either Reading and/or Mathematics section(s) are in either of the two ‘Adult’ literacy levels, youth has reached and/or exceeded 9th grade level. Record the score, date, GLE, and EFL in 19 (Revised 7-6-16) section(s) in Lit/Num Testing. No further Post-Test(s) required in section(s) where the youth has attained 9th grade level+. If there is a one grade level gain in Reading or Mathematics, it counts as a measurable outcome for Literacy/Numeracy under WIA. (Click Save)

REMINDERS:  Post-Test(s) results, in Reading and Mathematics, the score(s), date(s), GLE(s), and EFL(s) must be documented in Lit/Num Testing. Since programs may test youth many times throughout the year, document the highest scores for Reading or Mathematics on NYESS/OSOS.  Youth, who have reached EFL levels of Low Adult Secondary Education or High Adult Secondary Education in either Reading or Mathematics or in both areas, do not require further Post-Test(s) in those sections.  Minimum: Post-Test Year 1 results in either Reading or Mathematics or in both areas corresponding with Program Year 1. Maximum: Post-Test Year 2/Post-Test Year 3 results in either Reading or Mathematics or in both areas corresponding to Program Year 2 or Program Year 3.

Congratulations! You are finished.