Program Administration Guide

Career Pathways Program

Program Administration Navigator Guide

CONTENTS Program Overview...... 1 Pre-Program Procedures...... 6 Outreach and Recruitment...... 6 Intake Process...... 7 Computer Lab Log-Ins...... 7 Program Procedures...... 7 Preparing for the Community College 101 Class……………………………………………………………………..7 First Day of Community College 101 Class...... 8 Program Intro...... 8 Remainder of Community College 101 Class...... 9 Class Evaluations…………………………………………………………………………………………………………………… 10 Completing Program Paperwork ...... 10 Funding/Scholarship Policies & Procedures...... 12 ETO Data Entry...... 16 Intake Data Entry...... 16 Case Management & Educational Navigation Data Entry...... 17 Case Management – Other Information...... 18 Instructional Data Entry...... 19 Education Placement, CP Milestone and Job Placement Data Entry...... 20 To-do Lists...... 21 Necessary Forms and Files...... 22 General Forms and Files...... 22 Career Pathways Forms and Files...... 22 Case Management Forms and Files...... 22 PROGRAM OVERVIEW

Program Mission and Goal Seattle Goodwill’s Career Pathways program assists individuals entering or re-entering community college for job training. Individuals complete the Community College 101 class and receive individual support navigating the college process. The goal is for individuals to complete a job training program, earning a certificate or degree that will lead to a family-supporting job.

Program Description The Career Pathways Program has two main components – college readiness and college navigation. Participants first enroll in the “Community College 101” (CC101) class, which addresses non-academic readiness needs such as career exploration, goal setting, college vocabulary and navigating college, financial aid and other funding, placement test preparation, student skills (studying, note taking, etc.), budgeting for going to school, and self-advocacy. Students needing additional academic preparation and/or basic computer skills enroll in those classes with us as well (e.g. Intermediate ESOL, computer basics, GED, etc.). The College Navigators (called Navigators throughout this manual) teach the CC101 class, which is six to seven weeks and meets three times per week for 90 minutes. New CC101 courses are scheduled to end about 5-6 weeks before the start of each new college quarter to facilitate a smooth enrollment transition.

Towards the end of the CC101 class, Navigators meet with students individually to develop their Individual Education Plans (IEPs). The second phase of the program is individual navigation – from the steps students need to take to get enrolled, through the completion of their fourth quarter (or certificate if in a shorter program). Navigation support is “high touch” in the first two quarters and then lighter touch in quarters three and four as the students transition to self- navigation. Navigators help students solve problems that arise (what funding should they be getting, why did they get dropped, how to talk to an instructor, when/how to get tutoring, etc.) and act as mentors and supporters. In addition, Navigators have access to funds to help cover some college costs for participants if needed.

The program takes a “student-centered” approach, helping participants identify the career path and related training program that is the best fit for them. It is designed around the needs of a population (adults with significant barriers to employment and economic opportunity) rather than around a particular occupation, sector, employer, or college. Consequently, students

1 enroll in a wide range of programs – from one quarter certificates to two year degrees, in a range of industries (health care, accounting, automotive, etc.), across all the local community colleges. This approach enables us to serve a wider range of individuals, but means that Navigators must learn to navigate a large number of programs and colleges; there are 11 community colleges in King County alone.

The Career Pathways program is designed to help participants enroll in a wide variety of “regular” credit bearing professional-technical college programs. If the programs are short- term, they articulate into longer-term degrees. By helping participants learn to navigate the “regular” college system themselves, the program creates lifelong learning potential and enables students to apply their new knowledge to their own children’s educations as well.

Intake & Eligibility  All people interested in enrolling in the Career Pathways program will go through the intake process as follows: o Current or former Goodwill JTE students (from any JTE site)  College Navigator should look student up in ETO to determine CASAS Reading score, education history, receipt of public benefits, etc.  Individual should go through interview with College Navigator (use Career Pathways Screening Assessment)  Individual should sign new Release of Information forms (since they expire after one year) o New students (has never taken a class with any Goodwill JTE before)  Complete Goodwill intake application (Seattle Goodwill Job Training and Education Application) with College Navigator  Take CASAS Appraisal - Form 80 Reading OR bring results from test taken elsewhere  Interview with College Navigator (use Career Pathways Screening Assessment)  Eligibility Criteria: o CASAS Score of 220 or higher in Reading o At least eighteen years old (unless enrolled in a Goodwill Youth Program) o Basic computer skills (typing, navigating internet) or concurrent enrollment in a Basic Computer class (at Goodwill or another organization) o A desire to pursue professional-technical (job training) program at a community college (NO general academic transfer degrees). Note: Some transfer degrees, if

2 they are also career-training focused (e.g. Registered Nurse, Business Information Technology or Accounting), are acceptable o Has lived in WA State for at least TEN months o No previous U.S. Bachelor’s degree (foreign Bachelor’s degrees and AA degrees or certificates from 5+ years ago, if individual wants a career change, are okay) o Ability to complete six to seven week Community College 101 class  All students accepted into the CP program should have both an electronic and hard- copy file created for them. For hard-copy files, use the tri-fold case management file folders—these can be ordered from Liz Dang (JTE Administrative Assistant).

Classroom Instruction: Community College 101 (CC101) Class  6-7 Weeks, 1-½ hours a day, 3 days/week (days & times vary): 24 hours of instruction. Total hours and schedule may vary depending on instructor discretion or class needs.  Class Topics: o Overview of Career Pathways o Introduction to the Community College: enrollment steps, student services, etc. o Good Paying Careers: labor market presentation o Goal setting, college culture and change o Financial Aid: overview of funding sources, completing the online FAFSA o Test Preparation: CASAS practice, take CASAS 130, COMPASS practice o Career Exploration: interests, needs & wants, online career information o Student Success skills: learning styles, study skills, note-taking, test-taking, time management o Financial literacy: saving, needs vs. wants, budgeting, credit, banking o Job Search Resources/Interviewing 101 o Online Learning o Self-Advocacy and Communicating With Instructors o Campus Tour(s)  Method(s) of instruction: Classroom instruction is a combination of lecture, pair/small group discussions, computer-based and hands-on activities, and assessments.  Materials needed: In addition to a classroom and a computer lab, a laptop and projector for instructor presentations, instructor lesson plans & supplemental materials (see instructor binders for CC101 class), student handbooks, student planners, and sample college-related documents & class schedules. Additional materials required for specific lessons are indicated in the lesson plans. 3  Syllabus: Navigator should create a syllabus using the CC101 Syllabus Template provided. Each CC101 student should be given one on the first day of class.  Curriculum: This is a competency-based training. A complete list of the competencies is available in ETO. Curricula for this program was developed collaboratively by Seattle Jobs Initiative in conjunction with Goodwill staff (Director of Program Development and Career Pathways/College Navigator).  Attendance: Students are expected to be present and on time for all classes. Students with THREE absences should meet with the Navigator to discuss the situation. After FIVE absences, students will be terminated from the program.

Program Graduation Criteria  In order to graduate from the CC101 class, a student must successfully demonstrate 24 (out of 34) of the class competencies to their instructor/navigator.  If a student does not successfully complete the class, they will be allowed to retake the class during a future session at the Navigator’s discretion.

Program Incentives  Participants in the Career Pathways program receive special funding for tuition, fees, textbooks, supplies, transportation, testing fees, uniforms and other school-related supplies as follows: o Tuition and fees: Two quarters (1 quarter of non-resident rate, no monetary cap) o Required textbooks & supplies, transportation, etc.: Four quarters o License application and testing fees: upon graduation & receipt of certificate/degree o Case management needs, i.e. utility bills, medical/dental/vision needs, food, etc.: Four quarters  All funding is contingent upon the following conditions: o Student applies for all relevant/applicable funding sources for which s/he may be eligible (as determined by Navigator and student) o Student has good attendance in CC101 class (no more than FOUR absences) o Student completes at least 70% of all CC101 class competencies o Student checks in with Navigator as stipulated in the Career Pathways Participation Agreement o Upon starting college classes, student has good attendance in college classes (as determined by instructors)

4 o Upon starting college classes, student passes classes with an overall 2.0 GPA each quarter AND a 1.0, S or P grade in each class listed on the college transcript (or has a compelling difficult life circumstance—not just an inconvenience—that has impacted ability to pass classes). Note: Navigator may allow funding for occasional W, NC, I, or other no-credit/non-passing grades if student has a compelling life circumstance and makes a specific plan with Navigator to address the issues underlying these grades.

Education Planning and Case Management  Develop Individual Education Plan (with College Navigator) and updates o Determine enrollment tasks that student needs to complete and report to Navigator when each task has been completed o Provide Navigator with current financial aid or Workforce funding status, class schedule, and grades each quarter (Navigator can also obtain this information from college staff using the Release of Information for Colleges in student’s file)  GED Testing Fees o Since a High School Diploma or GED is required to qualify for federal and state financial aid, the CP program can assist in paying for these tests. o When a CC101 student is ready to begin the GED testing process, please see Costs Eligible for CP Funding in the Funding/Scholarship Policies and Procedures section below.  Referrals and support services to remove barriers – transportation, housing, childcare, medical, clothing, etc. (with designated Career Pathways Case Manager)  Transportation to CC101 Classes o All students who take public transit to CC101 classes may receive roundtrip bus tickets for the number of days per week they are attending classes per the following method: At the end of each CC101 class day, students sign the Goodwill Job Training & Education Bus Ticket Log and receive two tickets—one to go home, and one to come to class the next day. If the student is actively completing college preparation tasks, the Navigator can also use discretion to provide limited assistance on non-class days as well. o NOTE: No transportation assistance is provided to those who drive to classes.

5 Job Placement  Students may return to Goodwill for job placement services after graduation from college program. They will be served by an assigned JTE Employment Specialist.  Services include: “Hard” Job Leads, additional resume building, job search strategy, and interviewing skills assistance as needed

College Persistence  Follow-up contacts and tracking of academic performance at regular intervals for four academic quarters after enrolling in college program (every other week during first two quarters, once a quarter during the third and fourth quarters)  Referrals to college student services or contacts as needed (i.e. tutoring, financial aid, Workforce Education, childcare center, etc.)  Continued case management support

PRE-PROGRAM PROCEDURES Before potential students enter the Career Pathways Program/CC101 class, there are many steps that need to take place.

Outreach and Recruitment Recruiting for the Career Pathways program is similar to other JTE programs. The eligibility criteria are stricter than the ABE programs, because students receive significant financial and navigation support while active in the program. Outreach to community-based agencies that provide other services may be an effective way to locate potential students. Such outreach may include presentations at organization staff meetings, staffing tables at community resource fairs, posting flyers at agency locations or on college campuses, sending emails to a pre- established mailing list and giving presentations in Basic Skills (ABE, GED and ESL) classes at community colleges. Referred individuals should not receive special consideration during the intake process. The Career Pathways Program/Process Overview, Course Outline and Career Pathways Referral Guidelines may be used as outreach materials; note that these documents are directed towards community referral partners. A flyer (annual or one for each session) is also placed in community locations and emailed out to a community-based provider and college staff distribution list about one to one and a half months before the start of each CC101 class. This flyer is directed at the general public (including potential students).

6 Intake Process The intake process is used to determine if potential students meet the eligibility criteria described above. Intake appointments should take place prior to an upcoming session, allowing staff time to review potential students and make preparations for the session. During this time, potential students who have never taken a class with a Goodwill JTE before will fill out the Intake Application, complete the CASAS 80 Appraisal - Reading (no Math test required), and go through the Intake Interview/Screening (using the Career Pathways Screening Assessment). Former or current JTE students interested in the CC101 class DO NOT need to complete the intake application—the Navigator should look up the student in ETO, record his/her CASAS Reading score and conduct the Intake Interview/Screening. The intake interview is designed for staff to get a verbal commitment to the program schedule, learn more about potential students’ background, barriers and educational goals, as well as gauge motivation level. At the end of the interview, let the potential students know whether they have been accepted or declined for the program. If students are declined, provide a reason and refer students to alternative resources. ALL accepted students (including former/current Goodwill JTE students) should sign a new Release of Information form, since these forms expire after one year. All new Career Pathway student data must be entered into ETO by the end of the first week of the upcoming session in which students will be enrolled. All accepted students must also have an electronic and hard-copy file created—for information about which section documents in the hard-copy file should be placed in, see Document Order for Student Files, Career Pathways Program Student File-Document Order.

Computer Lab Log-ins Students in a class located at a JTE site will receive a computer lab log-in so that they can access any computers in Goodwill computer labs. Passwords are assigned by entering students’ names into Lab Log-Ins spreadsheet (located in Seattle Student Lab Login folder in “I” drive).

PROGRAM PROCEDURES The following procedures are in addition to the instructional duties listed above.

Preparing for the Community College 101 Class There are a several tasks the Navigator will need to complete to prepare for the CC101 class.

Prepare Class Attendance Roster: If desired, attendance books can be ordered from Liz Dang. Rosters for every class can also be printed from ETO (see ETO Manual for how to do this).

7 Assemble Student Handbooks/Binders: Use Blue or black one-inch binders and 15-tab Avery Ready Index Table of Contents Dividers. You will need to print the Table of Contents pages using the CC101 Student Handbook TOC Template and place the handbook pages with dividers inserted in appropriate places into the binders. Please see another Career Pathways staff member for instructions about where dividers go, since handbook pages and page numbers change from time to time. You will also need to make enough sets of the college Enrollment Steps and Campus Map handouts to place one set in each binder. Note: binders, dividers, and handbook pages can be ordered from Liz Dang.

Reminder Calls: Every student who is enrolled in the class should be given a reminder call the working day prior to the first day of class.

Prepare Additional Materials: See CC101 Lesson Plans and instructor binder for additional materials (i.e. Check Out a College brochures, CASAS Practice Questions, sample college documents, etc.) used in each class session.

First Day of Community College 101 Class The first day of the class provides the opportunity to further orient students to the program, complete the Career Pathways Participation Agreement, break the ice amongst participants, and establish program policies, procedures, and expectations. Program Intro Time: 1 hour 30 minutes o Allow some time for the Navigator to briefly introduce him/herself and his/her role. This is also a great time for a short icebreaker to allow everyone to relax a little and get to know who is in the room. . Example Activity 1: Name Game Icebreaker Purpose: Icebreaker Time: 10-15 minutes Have participants pair up and say their name, what they want to study in school, what most excites them about returning to school and what most worries them about returning to school. After 5 minutes or so, each person then introduces their partner to the rest of the class. . Example Activity 2: Bingo “Scavenger Hunt” Purpose: Icebreaker Time: 5-10 minutes Hand out Find Someone Who… icebreaker sheets. Have participants walk around the room and find a classmate who fits each of the criteria in the boxes. Once they have found someone who fits a criteria, they should 8 have that person initial the box for the criteria s/he fits. Each classmate may initial up to three boxes. After 5-10 minutes, stop participants and find out who has the most boxes initialed. Optional: give a prize (like a Goodwill gift certificate or other small item) to the person with the most boxes initialed. o Hand out College Awareness Assessment answer sheets. Go through each question with class, having participants silently write down their answers before moving on to the next question. After participants have answered all the questions, go back and review the answers to each question with the whole class, expanding on answers as necessary. o Distribute Career Pathways Participation Agreement and review it with the class. Have each class member sign and date the agreement and turn into Navigator. The signed agreement should be kept in each student’s hard-copy file. o Distribute Student Handbooks (binders) and syllabus. Navigator should introduce themselves, review the syllabus/class expectations, and demonstrate how the binder is organized. o The remainder of the class time should be spent going over the introductory topics as described in the Class One lesson plan and handouts in section 1 of the student handbook.

Remainder of Community College 101 Class Classes 2-16+: Topics and lesson plans for these classes may be arranged according to computer lab availability, student needs, etc. The original curriculum has 16 lesson plans, but Navigators may modify the curriculum and add/subtract topics according to student needs. Guest Speakers: Several of the class sessions allow for guest speakers as follows:  Class 4: Student speaker or panel—CC101 graduates who are now in college  Class 5: College Financial Aid or Workforce Education staff  Classes 14 & 15: Staff from a financial education organization, such as ClearPoint Credit Counseling Solutions or American Financial Solutions  Class 16: GW Employment Specialist or College/WorkSource Career Services Specialist Please see other Career Pathways staff/Navigators for contact information of guest speakers used in past CC101 classes. The Navigator may also schedule additional guest speakers as appropriate to the topics discussed in class. Campus Tours: Arrange at least one campus tour for each CC101 class—more than one may be arranged if there is sufficient student interest. As much as possible, it is recommended

9 that tours be scheduled during regularly scheduled CC101 class times to maximize the number of students who can attend. Tours may be arranged by contacting the Outreach and Admissions (or Recruitment) staff person at the college or colleges of interest. Buses to transport CC101 students to college campuses for tours can be arranged with Liz Dang —send her the date, departure and return times, address of college campus and approximate number of seats required and she will arrange transportation.

Class Evaluations Evaluations will be held during the final week of the CC101 class. This evaluation includes questions about the instructor, program, and tech material and provides students a chance to assess their learning and provide program feedback. The results from the evaluation form can be accessed via ETO. The process for retrieving the information is as follows: In ETO, go to Reports -> Custom Reports and choose the [Retail OJT Evaluation Report for your site]. Choose the location for which you want to run the report and select the date range.

Completing Program and College Paperwork As part of the program, students have to fill out additional paperwork throughout the course of the Community College 101 class. Participation Agreement – This form goes over the attendance, participation, and academic expectations of the program. It also clearly outlines all program benefits and associated student expectations. After going over this form, students must sign and date. Photo/Narrative Releases – (If not filled out during intake) These forms allow students’ photos and stories to be used to promote Goodwill. Students do not have to sign if they are not comfortable with this release. Release of Information for Colleges – This is a release specifically for obtaining school records (e.g. transcript, class schedule and financial aid information) from colleges. Students should complete with their personal information and name of college, then sign and date; the Navigator should complete the section with his/her name and Goodwill’s information. Note: This form can be completed as needed while the participant is active in the CP program. CP Individual Education Plan (IEP) – This is the primary educational planning tool used for all students in the CP program in lieu of the case management IETP. Navigator should start this with each student at the initial education planning meeting (held after the CASAS 130 session of the CC101 class) and update it as the student completes education tasks. This form also must

10 be updated each academic quarter to reflect each student’s current college enrollment status, grades, funding and quarter in the CP program. Free Application for Federal Student Aid (FAFSA)* – This is completed online during one day of the Community College 101 class. If students miss that day, they must arrange with the Navigator to complete this application before the end of the 6-7 week class. If students have completed the current FAFSA before entering the CP program, they must provide a copy of their Student Aid Report (SAR) or the confirmation page/email as proof of completion. Financial Aid Data Sheet* – Each school has its own Data Sheet. This should be filled out after students decide which school they want to attend, but can be filled out for multiple schools to expedite the financial aid process. In general, each student should complete a data sheet for one school. The Navigator should try to make a copy of the forms to place in the students’ files. Other College Financial Aid Forms –Each college may request, on a case-by-case basis, that students fill out additional financial aid forms. The most common forms include the Verification Form (Independent/Dependent) and Special Conditions/Change of Circumstances Form. Note: The specific names of these forms may differ slightly from college to college. Admissions Application – Each school has its own application that can be completed either online or on paper. This should be completed after students decide which school they want to attend. However, it may also be completed for any local school (even if students have not decided which school they want to attend) so that students have an ID number to take required placement tests; if this is done, students must then complete a separate application if they later make a final decision to attend a different school. NOTE: Some schools have admissions application fees; these can be paid by the CP program

11 Funding/Scholarship Policies and Procedures All students who complete the CC101 class are eligible for funding to help cover the costs of tuition, fees, textbooks, equipment, supplies, transportation, background checks/ immunizations (for healthcare & early childhood occupations) and other school-related fees. Checks or authorization letters are sent to the vendor and the Navigator or student must provide valid documentation for any check requests or authorizations.

Students in good standing who attend the entire class will receive up to TWO quarters of funding for tuition and fees, and up to FOUR quarters of funding for textbooks, supplies, transportation, etc. If students miss more than FOUR CC101 classes, they forfeit their funding eligibility and will not receive any financial assistance.

Costs Eligible for CP Funding  Placement Test and Admissions Fees: COMPASS, Accuplacer, ASSET, cPAT or any other Math and English placement test the community college uses to determine eligibility for specific classes or programs.  Immunizations: Only those immunizations required for entrance into a healthcare program are eligible for CP funding. The student must provide the Navigator with a list of required immunizations from the community college program staff.  Background Checks: These are common for healthcare and early childhood training programs (but may also be required in other programs). If a background check is required for entrance into a training program, the student should provide the Navigator with information about how to access the specific background check that college or program requires.  CPR/First Aid Classes: When a CPR or First Aid class is required for entry into a program, the student can choose to take the classes at either a community college or an organization such as the American Red Cross.  Tuition/fees: There is no cap on the monetary amount that the CP program can pay for tuition, but only one quarter of non-resident rate tuition is allowed (any exceptions must be directed to the assigned Director or VP of JTE for approval). The two quarters of tuition funding does not have to be used up in consecutive quarters.  Textbooks/supplies: REQUIRED textbooks and supplies only. The Navigator may allow the purchase of certain general school supplies on a case-by-case basis. The student must provide a list of required textbooks and supplies from the college or a faculty member with prices for each item. Textbook lists with prices can be obtained from the 12 campus bookstore. If a textbook or supply list does not display prices, the student must also submit to the Navigator either 1) A voided receipt or quote from the vendor OR 2) An Amazon.com Wish List with all required items added. The Navigator will check the receipt/invoice or Wish List against the required list of supplies from the college.  Transportation: Each student can choose between a bus pass OR a monthly $50 gas card and parking permit for FOUR quarters of college attendance (does not have to be four consecutive quarters). Gas card amounts may vary and are only intended to supplement—not cover—the cost of driving to and from college classes.  Merit scholarships: Students in their first TWO quarters of enrollment in community college classes will also receive a special merit scholarship, provided they complete these quarters with at least a cumulative 2.0 GPA (if GPA is lower, the Navigator may still award the scholarship at his/her discretion) AND meet all other program requirements as specified in the CP Participation Agreement. The scholarship will be in the amount of $100 after the first quarter, and $200 after the second quarter (the entire $300 can be given if student is pursuing a one quarter certificate). If students miss more than THREE CC101 classes, they forfeit their two quarterly merit scholarships.  Graduation, Licensing, Certification Testing and other Post-Graduation Fees: Graduation fees (cap & gown, certificate/degree costs, etc.) can be paid directly to the student’s college. For licensing, certification testing, and all other post-graduation fees, the student must submit paperwork from the applicable licensing/testing agency that lists the fee amount(s).  GED Testing Fees: CP students who are NOT enrolled in a Goodwill GED Prep class must take and pass a practice GED test in the subjects they want Goodwill to pay for. Navigator will grade the practice test(s) by hand using the Official GED Practice Tests Administrator’s Manual (which can be obtained from Liz Dang or a Goodwill GED Instructor) and can authorize payment for all subject tests in which the student passes the practice test.  Utility Bills, Rental Assistance, Health/Medical Bills, Other Case Management Needs: These and all other non-education (case management) needs must be referred to the Case Manager assigned to the CP program for evaluation and processing. Any requests for funding for items not included on this list must be directed to the CP Manager or assigned Director for approval.

All funding requests are to be completed according to the following methods:  Tuition, fees, and books/supplies at the campus bookstore 13 1) Student brings the Navigator a copy of his/her quarterly class schedule as proof of registration and tuition amount. The student should also attempt to bring a list of all required books and supplies. If student is a continuing student, s/he must also bring a copy of his/her previous quarter’s grades. 2) The following colleges accept payment authorization letters via hard copy, email or fax (see templates in CP Docs folder): . North Seattle Community College: Greg Tessensohn or Veterans/Special Accounts Specialist (in Financial Aid Office) . Seattle Central Community College: Tony Diaz or Veterans/Special Accounts Specialist (in Financial Aid Office) . Seattle Vocational Institute: Yvonne Starks or Financial Aid Office . South Seattle Community College (SSCC): Kathleen Weiss or Workforce Education Program Coordinator . Renton Technical College: Margo Izutsu or Financial Aid/Special Accounts Specialist . Shoreline Community College: Jennifer Fenske or Head Cashier . Bellevue College: Debra Rose or Fiscal Specialist, Finance/Accounts Receivable Office . Everett Community College: Jennie Sabine or Cashier . Edmonds Community College: Cashier’s Office NOTE: Payment authorization letters must list the student’s name, SID #, item Goodwill is paying for, exact amount to be paid, any conditions of payment, the Navigator’s contact info, and the address for sending invoices to (currently Goodwill’s Administrative Offices).  For all other colleges, request a check from the Accounting Department using the Career Pathways Check Request Form. In the “Notes” section, specify name of student the request is for, Student ID# (if check is being sent to college), and instructions for whom to send the check to. In the “Account Number” section, please specify the correct account that the expense should be charged to (see Career Pathways Check Request Account Codes chart). Attach three copies of backup documentation to each check request. Turn in check request with documentation to Liz Dang (or JTE Admin Assistant), who will give to the assigned Director or VP to sign before routing to the Accounting Department.  Books, supplies and uniforms NOT available at campus bookstore: Goodwill has an account with Amazon.com. The student or Navigator should create an Amazon WishList 14 consisting of all requested items and send the WishList to Liz Dang, who will order the items using the Goodwill Amazon account. Any items that absolutely cannot be found on Amazon can be purchased with the Goodwill JTE credit card (after purchase is approved by BG or assigned Director).  Immunizations: Student can obtain immunizations at a local free or sliding-scale clinic (or from their personal healthcare provider) and provide the Navigator with the bill; Navigator can also refer the student to the CP Case Manager, who can help the student find an appropriate clinic, set up an appointment and take care of payment. Before issuing payment, the Navigator should check all bills received from the student to make sure the immunizations the student received match the ones listed on the list of required immunizations from the college. The Navigator or Case Manager will fill out a Jill Jones request, attach appropriate documentation, and give it to Liz to process.  Background Checks: If a general employment background check is sufficient, the Navigator can complete the Pre-Employment Criminal Background Check Release form (which can be obtained from Human Resources) and send to Lisa Hopkins, HR Generalist for processing. Background checks that must be done online can be paid for via the JTE credit card—the Navigator must get approval from BG Nabors-Glass to use the credit card. All confirmation pages and/or receipts for JTE credit card payments must be forwarded to Liz Dang.  CPR/First Aid classes: CPR/First Aid classes taken at a community college can be paid for in the same methods as tuition and fees (see Tuition, fees, and books/supplies at the campus bookstore above). Classes taken at an approved community organization can be paid for online using the Goodwill credit card or via a Career Pathways Check Request. NOTE: All credit card purchases must be pre-approved by the VP of JTE, BG Nabors-Glass before obtaining the credit card from the JTE Administrative Assistant, Liz Dang.  Metro bus passes/ORCA Cards: Metro bus passes/ORCA Cards can be requested as either a monthly unlimited PugetPass OR a fixed e-purse amount (maximum e-purse amount is $300). The Navigator should complete a Career Pathways Check Request, listing “King County Metro” in the Vendor Name/Address section; the check can be routed to the Navigator for the student to pick up or mailed directly to the student’s address (please specify preference in the “Special Instructions” section of the form).  Testing, professional licensing, and other fees  Merit scholarships (1st and 2nd quarter students only): Merit scholarships should be requested from the Accounting Department using the Career Pathways Check Request Form. No supporting documentation is required. Checks can be mailed to the mailing 15 address on file for each student or picked up from the Navigator—students are responsible for specifying preference for receiving checks and for keeping their address updated with Goodwill.  Gas cards: Gas cards can be ordered in $50 increments from Liz Dang, using the Transportation Assistance Order Form.  Utility bills, rental assistance, and other non-education expenses: All non-education expenses need to be approved by the assigned CP Case Manager. The Case Manager will process requests after meeting with the student by completing a Jill Jones Request form and attaching relevant documentation.

ETO DATA ENTRY Intake Data Entry Every student accepted into the CP program must have a JTE Intake Application and CASAS Reading score entered into ETO, be officially added to the CP program and be enrolled in the appropriate CC101 class (“Group”). Data entry should be completed as follows:

o Current or former Goodwill JTE students (at any site): On the Career Pathways homepage, go to the “Add/Remove Students from Program” section and click on “Enroll Returning/Transfer Student”. Enter the student’s name and click “Go”. On the results list, click on the correct name; the student will be enrolled in CP. You can then add the student to the appropriate CC101 class according to the “Adding Students to a Class” instructions below.

o New CP students (those who have never taken another Goodwill JTE class): On the Career Pathways homepage, go to the “Add/Remove Students from Program” section and click on “Enroll New Student in Program”. Fill out the information on the next page, using the first day of the next CC101 class as the “Program Start Date”. After receiving confirmation that the student is enrolled, you will be taken to a page where you can complete an assessment for the student. On this page, open the drop-down menu and select “Intake Application”. You must complete the Intake Application for every student enrolled in the program. After completing the Intake Application, click “Continue” and select “CASAS for Intake” from the drop-down menu. Enter CASAS Reading Scores ONLY for every student enrolled in the program.

o Adding Students to a Class: From the Career Pathways homepage, click on “Add/Remove Student From Class”. On the resulting list, look for the appropriate CC101 class and click on the “Members” button next to the class name. In the “Search for Participants” field, enter the name of the student you are adding to the class and click 16 “Go”. The student will be added to the class. NOTE: To edit time, dates, etc. for a class, click on the “Edit” button next to the class name. In addition to editing class details, you may also check the box next to “Set All Individual Members' Group Start Date Equal to Date Above” to automatically have all class members’ start dates equal to the start date of the class.

Case Management & Educational Navigation/Planning Data Entry Upon entering the program, each student should meet with a case manager. During this initial interview, the case manager will identify each student’s barriers and needs. Based on the barriers and needs identified (as well as those that arise or manifest over the course of the class), the case manager will provide direct and leveraged services as well as referrals. The case manager will also provide services to students in job search and retention phases of the program as needed. NOTE: CP students are NOT required to complete the Goodwill IETP that all other Goodwill students complete.

For a more detailed description of Seattle Goodwill Case Management Policies, Procedures, and Forms, go to the Case Management Resources Page on SharePoint.

The following Case Management and Educational Navigation data should be entered into ETO:

 IEP - Every student should have one completed for them. The Navigator is responsible for entering them into ETO and saving a backup copy in the student’s electronic file. The IEP needs to be updated in ETO each quarter to reflect each student’s current college enrollment status, funding sources/status, status in the CP program, classes, and grades.  Enter all services and referrals provided into ETO. Career Pathways services are those education services were we provide personal assistance or things of monetary value directly—to the student or to a community college on the student’s behalf. These include: tuition and fees, textbooks, school supplies, education planning assistance, student service assistance, funding application assistance, or other types of educational assistance. Direct services are those non-education services where we provide personal assistance or things of monetary value directly (check for utilities, bus tickets, bus pass, gas card, clothing voucher, help making a budget or applying for DSHS benefits, etc.). Leveraged services are those we get someone else to provide to the student (they pay for utilities, they give food stamps, etc.).

17 Leveraged funding is any kind of funding that the student receives for school that we get someone else to provide (e.g. FAFSA-based, BFET, Worker Retraining, WorkFirst, Opportunity Grant, outside agency scholarships). Referrals are where we tell someone to go get help somewhere, but aren’t actually brokering for the services to happen and following up and such. Use the ‘to do’ list for follow-ups. See pgs 28-33 in the ETO Manual for directions. The links are on the top right of the home page for this:

Case Management- Other Information  Make sure there are enough gas cards, Goodwill vouchers, bus tickets, etc. on hand by ordering through Liz Dang, the Administrative Assistant. Report Safeway cards used to Geri Pond, the Data Entry Specialist, using the gift card log monthly.  All Jill Jones requests should be completed by the CP Case Manager and sent through Barbara Nabors-Glass, the Vice President of JTE, for approval and forwarding to accounting.

18 Instructional Data Entry in ETO In addition to the specific data entry required for education placements, CP services, case management, job placement, and quarterly academic progress, Navigators must enter attendance and competency completion data for each student. All of the competencies come under a single heading titled Community College 101 Module. All Navigators must enter the competency and course completion information into this single location as follows:  On the Career Pathways homepage, look for the section entitled “Class Participation & Progress” (highlighted below):

 Click on “Record Competency for Individual”, then type in the student’s name  If more than one name appears, select the correct name. From the drop-down menu that appears next, select “Community College 101 Module”.  Select “Complete” or “Incomplete” for all competencies covered in that session’s CC101 class. If a competency was not covered that session, skip it. Do not forget to respond “Yes” or “No” to the completion question at the end!

19 Education Placement, CP Milestone and Job Placement Data Entry in ETO The CP program has data entry tasks that provide information about education milestones and job placement and retention. This is a picture of the Employment and Education Section on the ETO Homepage where all functions related to Education Enrollment and Milestones are located.

Education Enrollment is entered each time a student enrolls in his or her first quarter in college.  Select “Record Education Enrollment”  Enter the student’s name and select the correct name from the list that follows  On the next page, select Institution Name, Education Level and Start Date from the drop-down menus  In the “Notes” section, indicate the first quarter of enrollment and the name of the program the student is enrolled in

Career Pathways Milestones track a student’s completion of 1-14, 15, 30 and 45+ college-level credits (these numbers are based upon the WA State “Tipping Point” study’s college completion milestones). Milestones also track completion of different certificates or degrees: short-term certificate, 1 Year Certificate, 2 Year Certificate or 2 Year Degree.

 Select “Record CP Milestones” 20  Enter the student’s name and select the correct name from the list that follows  On the next page, scroll down the drop-down menu and select “Career Pathways Milestone” under “Point of Service Element” NOTE: This is also how you record Career Pathways Services (tuition, books, registration assistance, educational planning assistance, etc.), Direct Services (transportation, case management support services) and Leveraged College Funding (FAFSA-based, Workforce Education funding, WIA, etc.).

Job Placement The Career Pathways program currently does not systematically track employment for all of our students. However, if the Navigator finds out that a student gained new employment, s/he should record it by selecting “Record New Student Employment” and enter the information requested. To-do Lists The to-do-list feature can be helpful for check-in reminders. If the date of next contact is entered, this information will show up on your to-do list.

21 NECESSARY FORMS AND FILES All necessary forms and files will be located on SharePoint. General Forms and Files These forms will be found under the JTE Internal Main Page under Documents. http://sgw/jte/internal/Pages/Main%20JTE%20Internal%20Page.aspx  JTE Intake Form  Narrative / Photo Release Form

Career Pathways Forms and Files These forms will be found under the Career Pathways Program Resources area. http://sgw/jte/internal/Pages/  Career Pathways Screening Assessment Form  Career Pathways Participation Agreement  Career Pathways Individual Education Plan  Career Pathways Check Request Form

Case Management Forms and Files These forms will be found under the Case Management Resources area. http://sgw/jte/internal/Pages/CaseMgmtRes.aspx  Release of Information Form (used for Intake)  Bus Ticket Log  Gift Card Log  Jill Jones Form  Document Order for Student Files