OSOS Desk Guide s1

(Revised 8-31-17) OSOS Desk Guide

Acknowledgement: Mr. Antwan Williams, Director of Youth System Services at RochesterWorks! created this color-coded OSOS Desk Guide to walk brand new users through a correct and timely data entry process. OSOS youth case records must match youth hard files. Our RW OSOS Desk Guide compliments but does not replace NYS DOL guides and resources. We welcome your feedback to maintain this Guide current and relevant. New York State Department of Labor (NYSDOL) created a One-Stop Operating System (OSOS) Youth Programs: OSOS Data Entry Interactive Guide on June 21, 2017 https://www.labor.ny.gov/workforcenypartners/osos/youth-ig.html

Current Navigator Resource: Youth Navigator Resources and Information webpage http://www.rochesterworks.org/youth_serviceproviders.aspx

Connect with Bibianna Silvera-Portacio, Youth Program Specialist, at 258-3500 ext. 3505 or [email protected] for OSOS Access, OSOS technical and programmatic assistance, and feedback on this Guide.  OSOS Access: Go to the Youth Navigator Resources and Information webpage http://www.rochesterworks.org/youth_serviceproviders.aspx o Under New Navigator complete: . OSOS WIOA Individual Access and Confidentiality Agreement 7-17 and . NYS DOL: Cornerstones of Confidentiality online training, and print Certificate.  Scan and email both completed forms to Bibianna.  24-48 hours processing for OSOS access-username and temporary password to be emailed.  OSOS specific granted access security permission is limited to user’s job responsibilities.

Getting Started with OSOS:  Utilize Internet Explorer (IE) versions 9, 10, or 11 for OSOS to function properly with temporary internet file allocation 200 MB or higher. Check IE version, click on Help, and About Internet Explorer.  Do not use Google Chrome! 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 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) To log on, go to https://osos.labor.ny.gov/osos.html 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.

Contact Protocol for Navigator: 1. Call OSOS Help Desk (518) 457-6586 or email [email protected] system error messages. Page 1 of 20 (Revised 8-31-17)

2. Connect with Bibianna for OSOS technical assistance and any programmatic questions and needs. 3. After 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] 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 and Elements/Services: Services Page (pg. 11) 3. Part 3- “Exiting Youth for Youth Purposes”: Follow Up Services for 12 Months after Exit (pgs. 12-13) 4. Part 4- OSOS Soft Exit, Exemptions, and Placing Temporary Hold (pg. 14) 5. Part 5- Documenting Performance Indicators (pgs. 16-18)

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 = page currently on (i.e. Customer Search/ Customer Detail / Comp Assess /Services page) Brown underline print = Brown tabs found at the top of the page Blue letters with arrows = Fields within the tabs Green Dots = Required field completion. Red print = Advisory Best Practices:  Utilize Navigator webpage to access current WIOA Youth Packet, Individual Service Strategy (ISS), etc.  OSOS case record (s) must match hard file(s). Avoid data entry errors, enter data in the following order: Customer Detail, Comp Assess, and Services Pages  All eligibility criteria accurately captured first in OSOS, PRIOR to creating a WIOA Youth Enrollment to minimize errors.  1. Record all Youth Eligibility Field criteria and data in Customer Detail and Comp Assess Pages.  2. Required Data Element Validation (DEV) comment (SENSE Model): Review and update information so Customer Detail and Comp Assess Pages youth case record is accurate including recording all eligibility obstacles documentation, educational and/or employment goals, and coverage of Equal Opportunity and Grievance Procedures.  3. Create the WIOA Youth Enrollment in the Services Page by entering and funding one (1)WIOA Youth element/service and one (1) Design Frameworks Service with achievement objectives.  Complete TABE test PRIOR to enrollment and document in Lit/Num Testing.  Complete CareerZone Portfolio requirement first, to complete youth’s ISS within 60 days of enrollment.  CareerZone Portfolio Requirement: Verify completion via Manager Option on OSOS youth case record by clicking on CareerZone or JobZone. (Hard file copies required.) Page 2 of 20 (Revised 8-31-17)

. 1 saved Interest Profiler . 1 saved Abilities Checklist (in CareerZone only) . 1 saved Work Importance Profiler . 2 saved Occupations . 1 saved Budget  Required: Utilize SENSE Model for all OSOS comments. (Pgs.5-6)  Per NYSDOL, complete data entry within 5 business days of connecting with youth to document attainment of youth performance indicators and progress towards educational and/or employment goals. Part 1- Data Entry-Enrollment ( pgs. 3-10)

On the top of the page, click on the CUSTOMER Module  Customer Search Page.

Verify with youth if they have a CareerZone or JobZone account.  If CareerZone or JobZone account exists prior to OSOS enrollment, then OSOS will populate with username, password, name, address, DOB, Education and Employment Status. Review and update so OSOS record correct. o OSOS Status for 16-17 year olds: Pending Active o OSOS Status for 18-24 year olds: SS/IO Active

Avoid duplication of OSOS records: Search for participant, prior to creating any new youth case record. 1. Enter the youth’s first initial of First Name and enter the complete Last Name click on Search 2. Enter Customer’s email address Search 3. Enter SSN click on Search 4. Enter Username- for either JobZone or CareerZone- click on Search

If no match found, create a new youth case record. Click NEW on bottom right, proceed to Customer Detail Page.

Customer Detail Page Gen. Info tab  Customer Data – o Click on and enter the SSN (*Record SSN only: No need for hard copy file.) o Select Active for Status o Select Active for Job Seeker if youth is ready for employment. o Select Inactive for Job Seeker if youth needs job readiness training: . Youth has not completed the Career Zone Portfolio. . Youth has low score, below 75% in Job Readiness Assessment Tool, so not ready for employment. o Add youth to case load click on Add to Case Load o User Name/Password: If JobZone or CareerZone Username already, do not create new one. o Creating a User Name/Password: Create an 8 character Username. Create 6 character Password using mixture of numbers and letters, i.e. Name and NY#. Once create system, use for all new youth. o Required completion: Date of Birth Gender Address US Citizen  Customer Assignment Click Change to add your name to the youth case record and Change Office to change or add Agency name.

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 Ethnic Heritage & Race Required: Ethnic Heritage & Race. If youth does not self-disclose, choose “Not Disclosed”.  Education & Employment –*At enrollment, this information is frozen, do not change after enrollment.* Not attending school per WIOA, considered out of school youth (OSY): If any youth is attending one of the programs listed below: 1. Adult Education Programs under WIOA Title II 2. YouthBuild 3. Job Corps 4. Dropout Re-engagement programs, not funded by public K-12 school system 5. High School Equivalency Programs, not funded by the public K-12 school system o Click down arrow(s), choose correct answer(s): Education Level School Status Employment Status

Customer Detail Page (continued) Reminders:  For a youth with an IEP Cert. at enrollment, ONLY select 12 Grad - no Diploma.  ‘Out of School Youth’ (OSY), if in any of the following categories: Not attending School or Secondary School Dropout Not attending School: Secondary School Graduate/Equivalent Not attending School: Within Compulsory Age  Contact Preferences - Check contact boxes as requested.

Eligibility tab: Tip: Begin with Disability Info section  Disability Status: Required: Youth Eligibility Field: Select one: Disabled Not Disabled Not disclosed

If using OSY income eligibility obstacles shaded in light blue on WIOA application, choose ONLY ONE.  Income Info: Required: Youth Eligibility Field  Lower Living Standard: No  Income 70% LLSIL: Yes only for high school graduate, basic skills deficient, or an English Language Learner who falls within 70 percent of the lower living standard income level.  Local Priority- Leave blank  High Poverty Area: Yes Last resort/option for income documentation: Use only if unable to determine income eligibility any other way, if falls within applicable zip code.  Migrant Info: Select No for Migrant / Seasonal Worker

Add’l Info tab  Military Service  Selective Services (SS) – Required: (*Record SS number only: No need for hard copy file.) Youth Eligibility Field (birth gender male at 18 years old (+): SS Registration required for WIOA youth services eligibility. SS only shows in Customer Data if Male in Gender. Click Register/Lookup and redirected to (http://www.sss.gov/default.htm ). If assisting a male to register for Selective Service, click Register. If checking registration for a male youth 18+, click Check Registration. Selective Service Online Registration Search, input Last name, SSN, and DOB, and click Submit. If Matched Record shows, copy the Selective Service Number and paste onto youth’s SS OSOS record. Until January of his 26th birthday year, youth must notify Selective Service within 10 days if there any changes to his Selective Service registration.  Employment Preferences  Shift Preferences Page 4 of 20 (Revised 8-31-17)

Pgms/PA-  Public Assistance – If applicable for any section, enter Yes and Date verified (Hard file copy).

Objective tab: Required: Employment Objective, Desired O*Net, and Acceptable Job Locations  Employment Objective: For youth not seeking employment, a statement of interest should be entered. For example, a youth who enjoys interacting with animals may have an objective: “To work with animals.”  Desired O*Net: O*Net Title: Required At least one (1) Occupation Title must appear for every youth. Click Add a Job Title then O*Net Titles. Wait for the Select O*Net – Webpage Dialog. Select an occupational category; then desired occupational job title, click Select. Or, enter the occupation keyword(s) and click Search to locate faster and click Select. Or, google job title and O*Net, to find closest matching job title with O*Net code. If applicable, enter Experience: Year(s) and Month(s). Customer Detail Page (continued)

 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 Required: Update to include: Youth Employment Program (YEP) internship, employment, job shadowing, mentoring, military, volunteer, life experiences, and pre-apprentice.  Click New Job Entry Next to Job Title, utilize the O*Net Titles. Wait for the Select O*Net – Webpage Dialog. Select an occupational category; then desired occupational job title, click Select. Or, enter the occupation keyword(s) and click Search to locate faster and click Select. Or, google job title and O*Net, to find closest matching job title with O*Net code.

Skills tab  Additional Skills Text: Two (2) to three (3) combination of hard and soft skills. Examples: Hard skills: computer skilled in Excel, Word, keyboarding skills, carpentry, plumbing. Soft skills: arrives on time to appointments, or, appropriately dressed. Utilize O*Net or CareerZone to help identify hard skills.

*Comments tab ( SENSE Model): REQUIREMENT FOR ALL COMMENTS* SENSE Model: Standard for writing objective and effective OSOS case notes relevant to youth workforce development in regards to educational and/or employment goal attainment with Achievement Objective(s), Element(s)/Service(s) provided, and outcome(s) claimed. SENSE (Situation, Evaluation, Next Steps, Sufficient Information {Say What You See}, Employment-Related Information Only). Watch the Quality Case Notes: A Valuable Tool video. Click on link below. http://labor.ny.gov/workforcenypartners/osos/video/osos-case-notes.shtm SENSE Model: click on link. http://www.labor.ny.gov/workforcenypartners/osos/video/case-notes-sense-guide.pdf

*If unable to connect with a youth in person, via phone, text, email, and social media, can only place a comment (SENSE Model) documenting effort(s) to connect with a youth including specific outreach attempt details. No achievement Objective should be entered, nor any WIOA Youth Element/Service should be entered nor funded when unable to connect with youth. Placing an OSOS comment (SENSE Model) is the only thing done when unable to connect with a youth.

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Click Comments found at the bottom of the screen.

Comments tab:  1 st OSOS comment: Data Element Validation (DEV) comment (SENSE Model): Review and update information so Customer Detail and Comp Assess Pages youth case record is accurate including recording all eligibility obstacles documentation, coverage of Equal Opportunity and Grievance Procedures, and summarizing youth’s educational and/or employment goals from the Individual Service Strategy (ISS).  Completing CareerZone Portfolio and TABE testing will help so can document objective assessment comment (SENSE Model) of youth’s academic levels, skill levels, and service needs.

Customer Detail Page (continued)

Sample (SENSE Model) comments: 1. DEV comment: “DEV: OSOS Updated in full. Provided and reviewed with youth the EEOC and Grievance Procedures. DOB verified with NYSDL or NYSLP or NYSID, or UI MIS/database and DOB tab completed. Youth eligibility obstacles include: ______. Documentation including income, pre-TABE testing and CareerZone Portfolio are documented in OSOS and in the hard file. Youth employment and/or educational goals include ______. Youth needs transportation assistance to attend ______.” 2. DEV comment (Selective Service): ““DEV: OSOS Updated in full. Provided and reviewed with youth the EEOC and Grievance Procedures. DOB verified with NYSDL or NYSLP or NYSID, or UI MIS/database and DOB tab completed. Selective Service registration was verified/cannot be verified/assisted youth to register.” 3. Individual Service Strategy (ISS): Objective Assessment comment including following information: a. Academic Level: TABE Testing b. Basic Skill Level: TABE Testing c. Occupational Skill Level: Job Readiness Assessment Tool or Work Keys testing d. Prior work experience: Work experience on application e. Employability: CareerZone Work Importance Profiler f. Interests: CareerZone Interest Profiler g. Aptitudes: CareerZone Abilities h. Supportive service needs and who will be providing them i. Developmental needs 4. To document Deficient in Basic Literacy/Numeracy (obstacles/barriers): “Youth is deficient in basic literacy/numeracy as standardized test scored below 9th grade (or EFL below Low Adult Secondary Education) in computing or solving problems, reading, writing or speaking in English (copy: hard file).” 5. To document Poor/No Work History (obstacles/barriers): “Youth has poor/no work history as seen in resume, application, assessment, or work/job evaluation and copy is in hard file.” 6. Progress on Youth Employment Program (YEP) internship: Documenting acquiring transferable new skills from internship, job shadowing, mentoring, military, volunteer, life experiences, and pre-apprentice.

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“Spoke with youth and she is doing well in her YEP internship at St. Mary’s Patient Transport Department. She has learned how to speak to patients to make them feel at ease including greeting them. She is learning how to answer the phone professionally, how to deal with disgruntled or impatient customers and how to provide directions to guests to different areas from the hospital.” 7. Progress Note (Resume/Cover Letter/Mock Interview): Provided resume, cover letter, and mock interview assistance and critique and assistance on completing online job application for ______. 8. Transportation Assistance Request: “Submitted Transportation Assistance Request to RW for a monthly bus pass for YEP internship at St. Mary’s Hospital.” “Submitted Transportation Assistance Request to RW for 5 day bus pass for weeklong training at the City of Rochester Operation Transformation Rochester (OTR).” “Submitted Transportation Assistance Request to RW for Speedway gas card for REOC TASC Preparation class.” 9. Incentive Request: “Submitted Incentive Request to RW for Placement in Employment or Education 2nd Quarter after Exit.” “Submitted Incentive Request to RW for Credential Attainment.” Customer Detail Page (continued)

Primary Language tab – Complete only 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 one: No Assistance Needed Oral assistance needed Sign Language Written Translation

DOB tab – Required: Youth Eligibility Field criteria (Hard file copy) Validate the Date of Birth, 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 DOB. Customer Detail In the DMV# box, only if ID is a NYS Permit, NYS ID card, or NYS Driver’s license 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  Job Behavior and Skills: Poor Work History: If checked post comments. (Comment examples listed below.) 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.

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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: Youth Eligibility Field Select NO from the dropdown box.  Serious Barriers to Employment Select NO from the dropdown box. (No WIOA definition.)  Cultural Barriers to Employment: Select one. YES NO NOT DISCLOSED

Education tab  Math & Reading Is the customer basic skills deficient? Based on TABE Reading and/or Math scores (Select No if youth functions at/above a 9th grade level. Select YES if youth functions below a 9th grade level.) Limited English – Yes or No

Family tab Is customer pregnant/parenting youth or non-custodial parent, i.e. father? If Yes, 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 Offender Status? (Employment related restrictions) Select Not Applicable or Yes  Offender: An adult or juvenile who: o Is or has been subject to any stage of the criminal justice process. o Requires assistance in overcoming barriers to employment resulting from a record of arrest or conviction. Housing tab  Housing Information: Youth Eligibility Field: Foster/Homeless (Hard file required: Attestation of Homeless Status)/Runaway Current Housing Change: must be recorded on this tab. (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.) WIOA Youth Enrollment: #681.320 (b) Enrollment in this case requires: (1) The collection of information to support an eligibility determination, (2) the provision of an objective assessment, and (3) Participation in any of the fourteen (14) WIOA youth elements/services.

Design Framework Services (NOT one of the 14 WIOA Elements/Services): Collection of information to support an eligibility determination: intake, objective assessment of each participant, pre- TABE Testing, Individual Service Strategy (ISS), information, and referrals. Assist youth complete CareerZone Portfolio as part of objective assessment in addition to TABE testing so can complete the ISS with the youth’s educational and/or employment goals within 60 days of enrollment. Completing CareerZone Portfolio and

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TABE testing will help so can document objective assessment comment (SENSE Model) of academic levels, skill levels, and service needs.

First, create an Achievement Objective, choose and fund one of the 14 WIOA Elements/Services based on the ISS, and complete comment (SENSE Model). WIOA Youth Enrollment on OSOS occurs when enter and fund the first (1 st ) WIOA Youth Element/Service (out of 14 WIOA Youth Elements/Services). Second, create an Achievement Objective, choose and fund Design Framework Services, and complete comment (SENSE Model). Planned and Actual Start Dates are the same for the Elements/Services and Design Framework Services and both achievement objectives.

Review 14 WIOA Elements (Services) and Samples of AOs (Achievement Objective(s) and Element(s)/Services) modified and courtesy of Carrie DeVoria of The Center for Youth Services, Inc., on the Youth Navigator Resources and Information webpage 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 (SENSE Model) for each active youth. For youth in follow- up status, only need an Element/Service and comment (SENSE Model).

(Click New Objective found at the bottom of this page for New Objectives only.)  Achievements Objectives (Each one align with goals identified on the Individual Service Strategy {ISS}.) 1. Be specific when inputting goal in Achievement Objective.

2. Be specific in the Type of Goal (Basic Skills, Occupational Skills, or Work Readiness). 3. Select Set, but Attainment Pending* in the Goal Attainment 4. Enter the Planned Start Date* and Planned End Date 5. Enter the Actual Start Date* 6. Enter an Evaluation Date. Date falls 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  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.)

Review 14 WIOA Elements (Services) and Samples of AOs (Achievement Objective(s) and Element(s)/Services) modified and courtesy of Carrie DeVoria of The Center for Youth Services, Inc., on the Youth Navigator Resources and Information webpage http://www.rochesterworks.org/youth_serviceproviders.aspx

 Select a Service Name that correlates to the Achievement Objective in the Achievement Objectives tab. . Youth - Adult Mentoring . Youth - Alternative Secondary School Services Page 9 of 20 (Revised 8-31-17)

. 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  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, 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.

(Click Save on the bottom of the Services Page.)  Funding  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 WIOA Youth Local, if you are using WIOA dollars, during Program Year (PY) 2017, then select WIOA Youth Local/2017. 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  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. Page 10 of 20 (Revised 8-31-17)

** 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): (IMPORTANT: See pg. 5-6)

Youth Workforce Development: Data Management and Validation of Services Changes must be documented in OSOS within 5 business day of connecting with youth per NYSDOL.

Objectives and Services History is continuation of Individual Service Strategy (ISS): Once a quarter, a printed Objectives and Services History is dually signed by youth and Navigator, kept in hard file, validates discussions and conversations took place resulting in summary of elements/services and their corresponding achievement objectives provided to youth. The Objectives and Services History is a continuation of ISS. It captures any changes in educational and/or employment goals including any supportive service and other needs. Dually signed Objectives and Services History printout is done 4 times per year (September, December, March, and June). Youth signs on the Customer Signature line and the Navigator signs below youth.

Printing the Objectives and Services History (pg. 10) Go to the Services Page Achievement Objectives tab At the bottom, click Print to bring up the Objectives and Services History page. Click Print.

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 element(s)/service(s) listed below gray bar Achievement Objective/Type/Attainment. 1. Update Goal Attainment, change Set, but attainment pending to Attained OR Set, but not attained Consult with Bibianna prior to using *Set, but Cancelled.

2. Add the Actual End Date.

3. Closure Reason If Achievement Objective in Goal Attainment is Attained, select Objective Completed.

If Achievement Objective in Goal Attainment is Set, but not attained, select Objective Not Completed.

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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 not completed and add comment (SENSE Model) notating reason not completed.

Click Comments found at the bottom of the Services Page.

Comments tab (SENSE Model): (IMPORTANT: See pg. 5-6) REQUIRED: Address final outcome of the goal attainment for each Achievement Objective.

Part 3- “Exiting Youth for Youth Purposes”: Follow Up Services for 12 Months after Exit (pg.12-13)

New under WIOA Final Regulations! You do not have to provide follow up services for 12 months if youth refuses to receive follow up services, or you are unable to contact, or you are unable to connect with youth.

*If unable to connect with a youth in person, via phone, text, email, and social media, can only place a comment (SENSE Model) documenting effort(s) to connect with a youth including specific outreach attempt details. No achievement Objective should be entered, nor any WIOA Youth Element/Service should be entered nor funded when unable to connect with youth. Placing an OSOS comment (SENSE Model) is the only thing can do when unable to connect with a youth.

Part 1- Create the Follow Up Service: Use one of 5 WIOA Youth Elements/Services allowed during Follow-Up. Create a new service. Use one of the 5 allowable 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, 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. Connect with youth at least once a quarter for 12 months via phone, or, social media, or, email, or text, or in person to help exited youth on track to achieving their educational and/or employment goals/outcomes

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Follow-up Services (definition) - Do something more than gather information. Critical services are provided to help ensure the youth is successful in employment and/or post-secondary education and training after youth exits from the program. Five WIOA Youth Elements/Services can be used as follow-up services: Supportive Services, Adult Mentoring, Financial Literacy Education, Labor Market Information (LMI) on in demand sectors and occupations including career awareness, career counseling, and career exploration services and Activities that help prepare youth for and transition to postsecondary education and training. Some examples include: leadership development, 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 from allowable WIOA Element/Service under the Provider Name heading (other than Follow Up): . Youth - Adult Mentoring . Youth - Supportive Services . Youth- Financial Literacy . Youth - Labor Market and Employment Information Services . Youth - Prep. For Postsecondary Training . Youth - Design Framework (not an element but can use for Post-TABE testing)

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

 Funding

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 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 WIOA Youth Local, if you are using WIOA dollars, during Program Year (PY) 2017, then select WIOA Youth Local/2017. 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- (SENSE Model) *If unable to connect with a youth in person, via phone, text, email, and social media, can only place a comment (SENSE Model) documenting effort(s) to connect with a youth including specific outreach attempt details. No achievement Objective should be entered, nor any WIOA Youth Element/Service should be entered nor funded when unable to connect with youth. Placing an OSOS comment (SENSE Model) is the only thing can do when unable to connect with a youth.

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.

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Part 4 – OSOS Soft Exit and Placing Temporary Hold (pg. 14) 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 if youth is co-enrolled as an adult or dislocated worker at RWCC.

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

Hard Exit Exemptions/Exclusion Reasons: Youth is taken out of counting in Youth Performance Indicators:  Institutionalized (i.e. juvenile detention center= jail)  Health/Medical  Family Care  Deceased  Reservist Called to Active Duty  Relocated to Mandated Residential Prog. (i.e. drug/alcohol rehab) (i.e. Job Corps) If a youth is found to be in one of the categories listed above, go to the Enrollments Tab under the Services Page and select the appropriate one as the hard exit reason. Click Comments (SENSE Model) youth hard exit exemption reason.

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.

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Part 5 – Documenting Outcomes/Performance Indicators (pgs. 16-18)

When logging into OSOS, directed to the Staff Detail Page. Click CUSTOMER Module so in the Customer Search Page and Quick Search Tab. Search for youth by entering their NY#. Click Search at the bottom and 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 one: No Yes  Entered Post-Secondary – Select one: No 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)

Youth Performance Indicator Documentation:

Placement in Employment or Education – 2 nd and/or 4 th Qtr. after Exit. Outcomes Tab Under Program Type click on Common Measures  Youth Outcomes 1. Click on the WIOA Youth 14-24 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 Enter the Date within 2nd and/or 4th Quarter after exit for it to count for the performance indicator. Click Submit Click Comments at bottom and in Comment--Webpage Dialog document (SENSE Model) source verifying outcome .

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Credential Attainment Outcomes Tab  Youth Outcomes 1. Please click on the WIOA Youth 14-24 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. Comment--Webpage Dialog Place a comment (SENSE Model) detailing source verifying outcome .

Measurable Skills Gains  Documented 1 Educational Functioning Level increase in Reading or Mathematics for OSY determined basic skills deficient (Lit/Num Testing)  Documented attainment of a secondary school diploma or its recognized equivalent;  Secondary/Postsecondary Transcript/Report Card for enough credit hours showing participant is meeting NYS Ed unit’s academic standards;  Satisfactory or better progress report, towards established milestones, such as completion of OJT or completion of one (1) year of an apprenticeship program or similar milestones, from an employer or training provider who is providing training; or  Successful passage of an exam that is required for a specific occupation or progress in attaining technical or occupational skills evidences by trade-related benchmarks, i.e. knowledge-based exams. Documenting Pre-TABE Testing:

Preference for OSY pre-TABE testing in both Mathematics and Reading PRIOR to enrollment to complete all assessments before completing ISS. Out of school youth must be TABE tested either 6 months prior to enrollment OR 60 days after enrollment. Pre-Tests results, in Reading and Mathematics: score(s), date(s), GLE(s), and EFL(s) must be documented in Lit/Num Testing.

Outcomes Tab Documenting Pre-Test(s): *NOTE: Follow the same process for entering both Mathematics and Reading Pre- TABE Tests. Process shown once. Do first one, then do the other second, i.e. Enter Mathematics Pre-TABE Test 1st and then do same process to enter Reading Pre-TABE Test.*

Under Program Type click WIA. Now ready to document and to input data pre-TABE Test data. Click Lit/Num Testing to document TABE testing.  Literacy/Numeracy Testing-General Information

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Click Add Test “Green Dots fields must be completed”

 Category ABE

 Test Name TABE 7-8, 9-10

 Test Version 9-10

 Functional Area

(Do Mathematics 1st and then repeat same process to do Reading.)

 Pre-Test (Record Mathematics TABE Test 1st and then do same process for Reading TABE Test):

 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)

(Utilize chart below for Pre and Post TABE Mathematics and/or Reading) 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 youth’s Pre-TABE 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. 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)

Documenting Post-Test(s): *NOTE: Follow the same process for entering both Mathematics and Reading Post- TABE Tests. Process shown once. Do first one, then do the other second, i.e. Enter Mathematics Post-TABE Test 1st and then do same process to enter Reading Post-TABE Test.*

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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 Post-TABE Test data. Click Lit/Num Testing to document Post-Test TABE results. Under the grey bar Category/Test Name/Functional Area (Do Mathematics 1st and then repeat same process to do Reading.) Click next to: ABE/TABE 7-8, 9-10/Reading  Post-Test Year 1 (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.

 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)

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 skills gain.

(Click Save)

REMINDERS:  Post-Test(s) results, in Reading and Mathematics, the score(s), date(s), GLE(s), and EFL(s) must be documented both in the TABE answer sheets and in Lit/Num Testing. If program tests youth many times, document the highest scores for Reading or Mathematics.  Post-Test(s) for youth at EFL levels of Low Adult Secondary Education or High Adult Secondary Education in either Reading or Mathematics do not require further testing. Measurable Skills Gains (continued): New (Covered in NYSDOL September 20th webinar.) Empl.Outcomes Tab  Employment

Trng. Outcomes Tab  Training/Education

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Congratulations! You are finished.