Services Plan PY
Region 17 ~Polk County
Submitted: October 1, 2012
Plan Contact: Luz Heredia
Phone: (863)508-1600 x. 1111
Status of Signatures: Included
Polk Works – Region 17 Submitted on October 1, 2012 Page | 1
Polk County Workforce Development Board, Inc.
Local Workforce Services Plan
PY 2012 – 2016
Polk Works – Region 17 Submitted on October 1, 2012 Page | 2
T A B L E O F C O N T E N T S
LOCAL WORKFORCE STRATEGIC PLAN SECTION I ............................................................................. 5
EXECUTIVE SUMMARY ............................................................................................................................................... 6
ANALYSIS OF LOCAL ECONOMIC AND LABOR MARKET ..................................................................... 8
PLAN DEVELOPMENT ................................................................................................................................................ 16
ADMINISTRATIVE SECTION ................................................................................................................................... 18
LOCAL VISION, GOALS AND PRIORITIES ..................................................................................................... 27
ONE-STOP DELIVERY SYSTEM/SERVICES ................................................................................................. 30
LOCAL OPERATIONAL PLAN SECTION II .................................................................................................... 62
WAGNER PEYSER ....................................................................................................................................................... 63
MIGRANT AND SEASONAL FARMWORKERS (MSFW).......................................................................... 81
TRADE ADJUSTMENT ASSISTANCE (TAA) .................................................................................................. 86
WELFARE TRANSITION PROGRAM/TANF .................................................................................................... 89
SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM ................................................................... 109
WORKFORCE INVESTMENT ACT PROGRAMS (WIA)......................................................................... 116
VETERANS PROGRAM ........................................................................................................................................... 137
ASSURANCES SECTION III ................................................................................................................................. 140
ATTACHMENTS (ADMINISTRATIVE)............................................................................................................. 149
Attachment #1: Summary of Plan Comments .............................................................................................. 149
Attachment #2: Inter-local Agreement .............................................................................................................. 149
Attachment #3: Board & Youth Council Members List ............................................................................. 149
Attachment #4: Board Bylaws .............................................................................................................................. 149
Attachment #5: Fiscal Agent Design/Administrative Entity/One-Stop Operator .......................... 149
Attachment #6: Official Signatures ..................................................................................................................... 149
ATTACHMENTS (LOCAL OPERATING PROCEDURES) .................................................................... 150
Local Operating Procedure: Card Issuance .................................................................................................. 150
Local Operating Procedure: On-the-Job Training....................................................................................... 150
Local Operating Procedure: Customized Training ..................................................................................... 150
Local Operating Procedure: Community Service Work Experience.................................................. 150
Local Operating Procedure: Providing Re-employment Services to UC Customers ................ 150
Local Operating Procedure: REACT ................................................................................................................. 150
Local Operating Procedure: Work Registration ........................................................................................... 150
Local Operating Procedure: Developing IRPs and ARPs ...................................................................... 150
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Local Operating Procedure: Assignment of Hours ..................................................................................... 150
Local Operating Procedure: Job Search ......................................................................................................... 150
Local Operating Procedure: Good Cause ...................................................................................................... 150
Local Operating Procedure: Medical Deferral .............................................................................................. 150
Local Operating Procedure: One-on-One Orientation and Assessment ......................................... 150
Local Operating Procedure: Job Search Activity ........................................................................................ 150
Local Operating Procedure: WIA Dual Enrollment ..................................................................................... 150
Local Operating Procedure: Veterans and Eligible Persons ................................................................. 150
ATTACHMENTS (ONE-STOP MOUS) ............................................................................................................. 152
MOU: AARP Foundation ......................................................................................................................................... 152
MOU: Agricultural and Labor Program, Inc. .................................................................................................. 152
MOU: Auburndale Bridge ........................................................................................................................................ 152
MOU: Lakeland Housing Authority ..................................................................................................................... 152
MOU: PSCB Farm Workers ................................................................................................................................... 152
MOU: Polk County Drug Court ............................................................................................................................. 152
MOU: Vocational Rehabilitation ........................................................................................................................... 152
MOU: West Bartow Front Porch .......................................................................................................................... 152
ATTACHMENTS (PROGRAM POLICIES) ..................................................................................................... 153
Program Policy: One-Stop Seamless Service Delivery ........................................................................... 153
Program Policy: Selection and Approval Process of ITA Providers .................................................. 153
Program Policy: Individual Training Account System ............................................................................... 153
Program Policy: Customized Training and CETA Awards ..................................................................... 153
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The Polk County Workforce Development Board‘s service area is Polk County. Polk
County is larger than the state of Rhode Island and equal in size to Delaware. The total
area of the county is approximately 2,010 square miles which makes it the fourth largest
county in Florida, exceeded only by Dade, Palm Beach, and Collier counties. The total
land area of Polk County is approximately 1,875 square miles.
The 2011 estimated population for Polk County is 604,792 persons. The US Census
Bureau Polk County QuickFacts indicate the county population is 80.4% white, 15.3%
Black, 0.6% Native persons, 1.8% Asian, 0.1% Pacific Islander, 1.8% reporting 2 or
more races, Hispanic or Latino 18.1%. Foreign born persons comprise 10.7% of the
Notable strengths for the region include the fact that logistically, Polk County is the only
Southeast location which offers two international airports within an hour‘s drive –
Orlando and Tampa. It is intersected by Interstate 4, the Polk County Parkway, State
Road 60 and Highway 27, and has easy access to Interstate 75 on the west and 95 on
the east. Metropolitan Orlando-Kissimmee and Tampa-St. Petersburg, Clearwater
located in adjacent counties, each have a cost of living index of 96, while metropolitan
Lakeland has a cost of living index of 91.
In 2012, a Florida College System report compared the 28 state and community
colleges in terms of the grade-point averages students earn in their first year after
transferring to a State University System institution (SUS). In 2011 Polk State ranked
first for preparing students who do not need academic remediation, with 88 percent of
its SUS transfer students earning a first-year GPA of 2.5 or higher.
Opportunities for improvement include the fact that among adults aged 25 or older,
18.1% do not have a high school diploma or equivalent. Polk County has the third
highest single-year dropout rate in Florida, 4.2% in 2010-2011. While single-year dropout
rates have been declining in Florida since 2007, dropping down to 1.9% in 2010-
2011, they‘ve increased in Polk County during the same time period. Those holding a
Bachelor‘s degree or higher comprise only 18.0% of the region‘s population versus the
state average of 25.9%.
Since the enactment of the Workforce Investment Act of 1998, the local workforce
investment system for Polk has seen many changes. While some mandatory One-Stop
partners co-located to serve customers under one roof, in an effort to offer convenience
and minimize duplication of effort, many of the workforce partners have increased their
reliance on technology, thus, closing offices. As a result of technological advances,
partnerships have been strengthened and efficiencies have been recognized. The
unification of established partnerships have proven to enhance communication, refine
processes, collectively anticipate problems and increased opportunities for customers to
receive services at single locations.
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In addition to increased reliance on technology, brick and mortar locations for One-Stop
centers have decreased in Polk. As a result of the decrease in these locations, Polk
Works has expanded partnerships that have proven very successful. These
partnerships include increased collaboration with library cooperatives, educational
institutions, housing authorities, etc.
As we continue to recognize efficiencies, additional critical partnerships are anticipated.
Through contracted services with our One-Stop operator, Polk Works was structured
such that Career Specialist staff was segregated by funding source. Over the next few
years, the service model will be enhanced and integrated to ensure a true seamless
service model that allows for staff to serve any customer who walks through the door in
a more effective, comprehensive and efficient manner.
As the entire workforce system undergoes necessary changes to keep pace with the
changing economy, Polk Works will keep a close watch on the pulse of Polk to ensure
that our residents‘ needs are met through employment, transportation and education.
Increased unemployment rates among our youth, veterans, long-term unemployed,
individuals with disabilities and ex-offenders continue to be a challenge for the region.
Polk Works will continue to form partnerships that will ensure service to these
underserved populations so that we may enable members of these special populations
to gain and retain full and sustainable employment.
Over the 2012 year, Polk Works will continue our primary focus of putting our citizens
back to work. Expanded partnerships with employers and increased employer market
penetration to ensure more businesses become aware of and use the workforce system
is our #1 goal.
Specific performance goals for our region:
Entered Employment Rate 78%
Employment Retention Rate 85%
Employment Average Earn (6 months) $13,750
Entered Employment Rate 78%
Employment Retention Rate 85%
Employment Average Earn (6 months) $13,750
Placement in Employment or Education 58%
Attainment of Degree/Certification 43%
Youth Diploma or Equivalent Rate 44.5%
Entered Employment Rate 62%
Employment Retention Rate 74.5%
Employment Average Earnings $11,150
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ANALYSIS OF LOCAL ECONOMIC AND LABOR MARKET
Polk Works is committed to ensuring that the services we provide properly and
appropriately align with the needs of the business community. It is clearly understood
that the best way to recognize and fulfill the needs of business is to know the
characteristics of the local area and listen to the business community regarding what
they are looking for in their workforce. Described below is the make-up of the Polk
1. Characteristics of the local area's population:
The US Census Bureau Polk County QuickFacts indicate the county population
is 80.4% white, 15.3% Black, 0.6% Native persons, 1.8% Asian, 0.1% Pacific
Islander, 1.8% reporting 2 or more races, Hispanic or Latino 18.1%. Foreign
born persons comprise 10.7% of the region‘s population and 18.2% speak a
language other than English in the home. There are approximately 55,400
residents who are veterans.
Median household income is $43,946, with 15.2% below poverty level. Mean
travel time to work is 25.4 minutes. The home ownership rate is 72.1% with 2.58
persons per household.
2. Specific needs of diverse sub-populations including those from racial
ethnic, linguistic groups, older persons, and individuals with disabilities:
Racial ethnic, linguistic groups
As 10% of the population has been identified as foreign-born, and 18% of the
population speaks a language other than English in the home, a significant
percentage of the population benefits from multi-lingual services. Obtaining
information regarding available opportunities for employment and training, as well
as other community services presents challenges.
Residents 65 and older comprise 18.3% of the county population, compared to
17.6% statewide and 13.3% nationwide. While the unemployment rate for older
persons throughout the last 5 years hasn't reached that of younger persons, the
high unemployment rate coupled with long-term unemployment, a decrease in
the value of stock and significant decreases in home value has resulted in untold
numbers of older Americans working longer than they had anticipated, returning
to work if already retired and or leaving them unable to sell a home which may
have been used to pay for living expenses. Older persons frequently lack the
technological skills, or they are perceived to lack these skills.
Individuals with disabilities
The July 2012 federal unemployment rate for individuals without disabilities is
8.4%. For those with disabilities, the rate is significantly higher, 13.6%. For Polk
County residents with disabilities, record high unemployment over the last five
Polk Works – Region 17 Submitted on October 1, 2012 Page | 8
years has resulted in unprecedented challenges in obtaining employment. Many
SSI or SSDI recipients have little or no work experience, and need extensive job
readiness skills training. For some, unrealistic expectations of what to expect
from an employer regarding flexibility in a work schedule or anticipated wages
are also barriers.
3. Analysis of the challenges associated with the local area's population
attaining the education, skills, and training needed to obtain employment:
Overall, the county faces a skills mismatch. High skill/high wage positions go
unfilled, while the county faces record high unemployment rates. With 18.1% of
the population without a high school diploma, employment opportunities are
limited, and meeting pre-requisites for educational/training programs can seem
Individuals with criminal backgrounds have found it harder than most other subgroups
in finding employment, even when they‘re qualifications meet the
employers‘ needs. Because a prison record or felony greatly reduces prospects
in the job market, even individuals with in demand skills seem to have fewer
opportunities to interview with a prospective employer whether or not the charges
legally or illegally make them ineligible for a job opening.
4. Specific strategies designed to address skill needs of local employers and
to close any existing skill gaps:
The Business Services team takes the lead in contacting and working with
employers in identifying and addressing skill needs. This is done through
monthly newsletters, e-mail blasts, consultations and on-site visits, job fairs,
recruiting events and training grants.
The team works with Youth staff, Local Veteran Employment Representatives,
Displaced Homemaker staff and Disability Program/Ticket to Work staff in
coordinating employer outreach. In addition to monthly business development,
including the previously mentioned staff, they frequently partner to meet with
employers to find out what it takes to best meet their staffing needs. Strategies
designed to address the employers‘ skill needs range from addressing basic
skills to providing training grants for high skill high wage training.
Job readiness skills are provided through the One-Stop Career Center and topics
addressed include but aren‘t limited to resume writing, interviewing techniques,
financial skills, networking, and job search strategies. In addition, software
tutorials and assessment are available through the learning and assessment
center using Prove-It which provides over 1,300 validated assessments.
Employed Worker Training and On-the-Job Training Grants are coordinated by
the Business Services team. A grant partnership with the Polk State College
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Engineering Technology and Advanced Manufacturing Program addresses the
needs local manufacturers have for a curriculum developed to meet their needs,
and provide training opportunities and industry certification. The curriculum was
developed to provide industry certification and award credit towards an
associate‘s degree in engineering technology.
Offenders – A partnership with the Polk County Drug Court has recently led to
the integration of Polk Works, and a new job readiness program, into the drug
court process. Participation by offenders is the last chance for someone with a
drug conviction to get assistance and avoid a prison sentence. Participants will
be case managed by both Polk Works and County staff, similar to individuals on
a work release program. The Polk Works Mobile One-Stop will be parked at the
courthouse for all participants for part of the day and available only for drug
participants the remainder of the day. The program is already seeing immediate
results and leading to the development of additional partnerships with the
Salvation Army and other Fresh Start Programs. Polk Works will continue to
adjust the curriculum for this program.
5. Process used to identify the workforce needs of the businesses, job
seekers and workers in the local area:
Workforce needs of the businesses are identified through staff and Board
involvement on various committees and taskforces throughout the county.
Through this engagement, board members are encouraged to utilize workforce
services and provide constructive feedback regarding any opportunities for
improvement needed in our system delivery. The Vice President of Human
Resources & Workforce Programs and our Business Services Division is
engaged with the local Human Resources chapter known as Mid-Florida Society
for Human Resource Management (MFSHRM).
Through the Business Services Division, monthly roundtables are hosted to
address the needs of businesses. Our CEO serves on the Lakeland Chamber
Board where she is an active member of the Talent Development and Education
subcommittee. The Committee works diligently to solicit input from the small
business community regarding their needs and then crafts a plan to address
those needs. The Business Services Division has a database of over 2000
business partners who are solicited for input on workforce programs, employer
needs, etc. Other committee involvement includes Polk Businesses for World
Class Education, Polk Vision, the various Economic Development Organizations
and various committees within the local Chambers of Commerce.
One of the goals identified by the Executive Committee is for the Polk Works
President & CEO to host Forums focused on identifying the needs of the long
term unemployed. Following each forum, the CEO will draft a report of the
outcomes and make recommendations for system redesign to ensure that our
system is poised to serve these individuals in a way that is beneficial. Our One-
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Stop Operator is responsible for ensuring that job seekers are successful in
navigating through the workforce system and thus, obtaining employment.
Our Board ensures accountability of these activities through the Career Council.
At each Career Council meeting, the One-Stop Operator reports on performance,
and strategies implemented by the One-Stop Operator to address job seeker
needs. The One-Stop Operator is very flexible in its delivery of services to
ensure job seeker needs are being met through the establishment of new
programs or services that have been identified and will eliminate those services
that no longer seem to be useful or effective.
6. Current and projected trends of the local area’s economy, industries and
Polk County's economy has been historically based on three primary industries:
phosphate mining, agriculture and tourism.
The discovery of phosphate rock in Polk County in 1881, initiated the mining of
the world's largest deposit of phosphate rock. This deposit, which encompasses
approximately 500,000 acres in Polk, Hillsborough, Hardee, and Manatee
Counties, provides approximately 75 percent of the nation's phosphate supply
and about 25 percent of the world supply. Approximately 200,000 acres or 15.3
percent of Polk County have been mined for phosphate rock. The industry's
impact on the Polk County economy will continue to decline in the 21st Century
as phosphate mining moves south into Hardee and Desoto Counties. Chemical
manufacturing plants located in Polk County are used to convert the insoluble
phosphate rock into soluble products, which are used in fertilizers and other
products. There are numerous, other industries located in Polk County which
support and rely on the phosphate mining industry.
Polk County has the 2nd largest amount of farmland in the state with an
estimated 626,634 acres in 2002. Polk remains the sixth most productive
agricultural county in Florida. The $878 million citrus industry employs
approximately 8,000 people in Polk County.
Tourism is a strong economic force in Polk County. Millions of people visit Polk
County each year to enjoy attractions and spring training for two major-league
baseball teams, and the county has gained notoriety as a preferred venue for
recreational and competitive sports on all levels.
Today, phosphate mining, agriculture and tourism still play vital roles in the local
economy. However, the county has successfully expanded and diversified its
economic base in recent years. Polk County's central location within the large
Florida marketplace has attracted numerous manufacturers and distribution
centers in recent years. There are more than 440 manufacturers in the county,
manufacturing a broad line of products – including food products, chemicals,
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paper and building materials and benefit from Polk County‘s logistics and
7. Current and projected employment opportunities in the local area.
Per the Labor Market Statistics released August 17, 2012, Polk County had a
total employment of 192,400 in July 2012, up from 190,700 in July 2011. Trade,
Transportation and Utilities ranked first with 46,000 (up from 45,400) employed,
followed by Education and Health Services with 29,500 (up from 29,000);
Government with 26,300 (down from 26,400); and Professional and Business
Services with 24,200 (up from 23,900).
According to Post-Secondary Reports published by the Florida Education and
Training Placement Information Program, occupations that have 100%
placement rates include Accounting, Truck and Bus Technicians, Computer
related occupations, industrial machine maintenance and those transitioning from
Correctional to Law Enforcement occupations.
The current and projected workforce demand for Polk County is highlighted
below. Analyzing trends in industry employment assists workforce planners in
predicting where new jobs are being created now and in to the future. At the
same time, we can anticipate the need for retraining workers who are employed
in declining industries to ensure they have the skills to become quickly reattached
to the labor force. Industry categories used to analyze this data are from
the North American Industry Classification System (NAICS).
Industry 2011 2019
Natural Resources and Mining 4,965 5,435
Construction 9,364 11,612
Manufacturing 14,028 13,867
Trade, Transportation, and Utilities 44,488 50,285
Information 1,685 1,808
Financial Activities 11,414 13,024
Professional and Business Services 30,530 36,723
Education and Health Services 29,214 34,980
Leisure and Hospitality 16,542 18,734
Other Services 8,231 9,233
Government 29,688 31,952
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OCCUPATIONS GAINING THE MOST NEW JOBS AND FASTEST GROWING
Knowing which occupations within industries are the gaining the most new jobs
and those that are the fastest growing helps workforce officials stay focused on
training residents for jobs that will not only be available, but will assist economic
developers in supporting growing businesses. If area employers cannot find the
trained people needed to fuel their growth, there could be an adverse effect on
the area economy. At the same time, occupational analysis assists Polk Works
and its educational partners in planning for the types of programs needed.
OCCUPATIONS GAINING THE MOST NEW JOBS IN POLK COUNTY
2011 - 2019
Truck Drivers, Heavy and Tractor-Trailer 2.59 220 18.27 1
Retail Salespersons 2.07 301 12.62 2
Food Preparation & Serving Workers, Including
Fast Food 1.80 241 8.27 3
Registered Nurses 2.87 175 28.21 4
Customer Service Representatives 2.51 221 13.89 5
Bookkeeping, Accounting, and Auditing Clerks 2.27 134 15.87 6
Nursing Aides, Orderlies, and Attendants 2.50 115 11.06 7
Amusement and Recreation Attendants 15.57 112 9.16 8
Stock Clerks and Order Fillers 1.48 191 11.79 9
Office Clerks, General 1.82 129 12.69 10
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FASTEST GROWING OCCUPATIONS IN POLK COUNTY
# of Annual
Amusement and Recreation Attendants 15.57 112 9.16 1
Veterinary Technologists and Technicians 6.52 21 12.25 4
Home Health Aides 5.87 53 9.70 3
Personal Financial Advisors 4.84 10 26.05 5
Medical Records and Health Information Technicians 4.40 25 19.14 4
Refuse and Recyclable Material Collectors 4.31 9 13.63 1
Network Systems and Data Communications Analysts 4.07 17 30.69 3
Physical Therapists 4.02 17 35.25 6
Computer Software Engineers, Applications 3.94 8 37.90 4
Medical Assistants 3.84 41 13.21 3
Mental Health and Substance Abuse Social Workers 3.68 8 19.06 6
Heating, A.C., and Refrigeration Mechanics and Installers 3.58 49 15.40 3
Dental Assistants 3.58 21 15.58 3
Cost Estimators 3.42 13 30.54 4
Surgical Technologists 3.42 7 17.84 3
Sheet Metal Workers 3.38 7 13.77 3
Pharmacy Technicians 3.25 26 12.56 3
Opticians, Dispensing 3.18 8 18.45 4
Accountants and Auditors 3.18 100 33.25 5
Advertising Sales Agents 3.12 7 18.05 3
Job skills necessary for participants to obtain employment based on current and
projected job opportunities in the region:
Of the fastest growing occupations and the occupations gaining the most new
jobs, more than 50% of the occupations require education beyond a high school
diploma. Polk Works uses a variety of methods to identify needed job skills. We
Polk Works – Region 17 Submitted on October 1, 2012 Page | 14
work with employers and industry related organizations to identify worker
shortages in specific occupations as well as identifying challenges facing
businesses in filling jobs. Work readiness skills are the number one concern for
area businesses. To address those concerns, Polk Works has been a partner in
the State‘s Work Readiness Credential program, fully implementing not only the
credentialing process but training to identify deficiencies. This information is
communicated to our education and training partners in order to aid them in
crafting curriculum and developing programs that meet the current and future
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The steps for developing the local plan:
Aug. 20 – Sept. 20
Post Plan on Polk Works Website
Notice to Stakeholders/ Partners/Board/LEOs
Board Reviews Plan
Public Comment Period
Full Board Approves Plan
Board of County Commissioners Approves Plan
Submit Plan to Workforce Florida
DEO Webinar with Polk Works
Revision of Plan
Final Plan due for CEO Review
Final Plan Submitted to Workforce Florida
Final Plan Placed on Common Drive with attachments
2. Consultation process:
Local elected officials
The Plan is on the agenda for the Board of County Commissioners meeting
on September 18, 2012 for approval.
Workforce Investment Board
The Polk Works Board of Directors was notified that the plan is online August
20, 2012 – September 20, 2012 and that the plan is on the agenda for
approval by the Full Board of Directors at their meeting on August 23, 2012.
Members of the Public
The public was able to view the Plan online at www.polkworks.org. The Plan
will be posted from August 20, 2012 to September 20, 2012.
Partners were notified via e-mail on August 20, 2012 of the availability and
location of the plan for review and comment.
3. Actions taken to acquire other input into the plan development process:
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Announcements regarding the plan were posted at the reception desks of the
One-Stops and satellite offices, posted on FaceBook and Twitter and announced
via press release.
4. Dates plan was posted electronically to local website;
August 20, 2012 – September 20, 2012.
5. Summary of Plan comments:
Attachment #1 - Summary of Plan Comments
6. Strategies for RWBs that are designated as significant migrant and
seasonal farmworker (MSFW) to ensure individuals/organizations serving
the MSFWs are informed of the plan and are provided the opportunity to
comment on the local Workforce Services Plan.
On August 20, 2012, notification was sent to partners including Heart to Heart
which provides services to the Haitian community, the Agricultural and Labor
Program which administers services to migrant seasonal farm workers and the
Polk County School Board, Florida (Farmworkers).
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The administrative section of the local plan shall include responses to federal
requirements, as well as the following:
RWB Accountability Act
Final Guidance Implementing Changes
State Workforce Policies and Procedures
A. Chief Elected Official
1. Chief elected official by name, address, phone number, and email.
Commissioner and Chairman
Polk County Board of Commissioners
330 West Church Street, Bartow, FL 22830
Mailing address: Drawer BC01, P.O. Box 9005, Bartow, FL 33891-9005
Phone: (863) 534-6049
2. Process utilized to secure the chief elected official agreement. Current inter-local
agreement for the time period of the plan submission must be submitted with the
The inter-local agreement is developed by the Board of County Commissioners
(BoCC) staff in cooperation with the RWB staff to document the partnership
between the two in an effort to meet the requirements of the Workforce
Investment Act of 1998, the Workforce Innovation Act of 2000, Laws of Florida
and any future state and federal workforce initiatives and laws. The agreement is
then signed by the Board Chair and the Chairman of the Polk County Board of
Attachment #2 - Inter-local Agreement
B. Workforce Investment Board
1. Structure, including the nomination process of the Workforce Investment Board.
A current agreement between the chief elected official and the Workforce
Investment Board, a Workforce Investment Board member list, and current
Workforce Investment Board By-Laws are required. Below is the structure of the
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The Board‘s membership is made up of those members and member
organizations mandated by the Workforce Investment Act of 1998 and the
Workforce Accountability Act. All Board Members are required to serve on a
functional committee appointed by the Board Chair. Functional Committees
Business Competitiveness Council
Youth Development Council
All members are nominated by the appropriate bodies as outlined in the
Workforce Investment Act. Members are then approved by the Polk Works Full
Board. After approval by the Full Board, members are then submitted to the
Board of County Commissioners for approval.
Number of Members
a. The initial number of members, as determined by the BOCC, shall be thirty
six (36), but in no event shall be fewer than twenty-one (21). The actual
number of members at any given time shall not exceed the minimum
membership required in Pub. L. 105-220, Title I, S. 117 (b) (2) (A) unless
approved by the Governor.
b. No less than fifty-one percent (51%) of the Board‘s membership shall be from
the private sector category of membership. However, it is the Board‘s intent
that the objective for private sector membership representatives be two thirds
of total membership.
Appointment to Board
The membership of the Board of Directors shall be elected by those present each
year at the spring meeting of the members of the organization and so that
approximately one-third shall be elected each year to a three year term. A new
board member can be nominated and elected with approval of two-thirds of the
board members present. Final appointment must be by the BOCC.
Section 6 – Vacancies
a. All appointments to fill vacancies must follow the same process as that used
to initially fill the appointment. All vacancies shall be filled by the BOCC
through the same process followed for all appointments.
b. New members must be appointed to fill the same category of membership as
that in which the vacancy occurred. However, new members do not have to
be from the same organization or company as the members being replaced.
c. All appointments for vacancies shall be for the unexpired term of the member
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Nominations: At least forty five (45) days prior to the date of the end of the fiscal
year, all Committees shall propose names of persons as candidates for election
to the Board of Directors.
Attachment #2 - Inter-local Agreement
Attachment #3 - Board & Youth Council Members List
Attachment #4 - Workforce Investment Board Bylaws
2. Describe how the business members of the Workforce Investment Board
play a leading role in ensuring the workforce system is demand-driven.
Business members must hold a majority of the positions on the Board and the
Board Chair along with the Chair of each Council must be selected from the
In addition to the role of the Business Community on the Board, Members of the
Board serve on various councils. The Business Competitiveness Council is
charged with the following responsibilities:
a. Addresses the workforce needs of business and industry.
b. Provides oversight of the Business Services; recommends policies and
strategies to improve the quality of services offered to employers.
c. Recommends policies and strategies to improve both the skill levels of the
workforce and the availability of higher skill jobs.
d. Reviews labor market information and other pertinent information in the
process of devising strategies to address training related to high skills/high
e. Performs strategic planning functions for the Board, including periodic reviews
of performance against objectives; reviews other plans as required by funding
entities; and monitors performance of all business competitiveness strategies.
f. It is responsible for preparation and revision at least annually of the 25 top
businesses and 25 emerging companies, and of the Targeted Occupations
3. In accordance with State policy, identify the circumstance which
constitutes a conflict of interest for any local Workforce Investment Board
Section 2 – Conflict of Interest
a. No member of the Board shall discuss any matter before the Board or its
committees/councils which would financially benefit the member or his or her
organization or company. Board members who have a conflict of interest as
defined by the relevant statutes must complete the conflict of interest form as
prescribed by Florida Law. It is the intention that all Board members comply
with all conflict of interest statutes, regulations and guidelines as prescribed
Polk Works – Region 17 Submitted on October 1, 2012 Page | 21
. No member of the Board shall make or second a motion or cast a vote on any
matter under deliberation by the Board or its committees/councils which has a
direct bearing on services to be provided by the member or any business or
organization with which the member is affiliated.
c. No member of the Board shall make or second a motion or cast a vote on any
matter before the Board or its committees/councils which would financially
benefit the member or his or her business or organization.
d. Polk Works shall not enter into a contract with one of its own board members,
with an organization represented by its own board member or with any entity
where a board member has any relationship with the contracting vendor.
However, at the board‘s discretion, the following may be exempted from the
i. A contract with an agency (as defined in s. 112.312(2), including, but not
limited to, those statutorily required to be board members) when said
agency is represented by a board member and said member does not
personally benefit financially from such contracts;
ii. A contract with a board member or a vendor (when a board member has
any relationship with the contacting vendor) when the contract relates to
the member‘s appointment to the board under Pub. L. No. 105-220,
(―Workforce Investment Act) Title I, s. 117 (b)(2)(A)(vi) [―representatives of
the one-stop partners].
iii. A contract with a member receiving a grant for workforce services under
federal, state or other governmental workforce programs.
iv. A contract between a board and a board member which is not exempted
under paragraphs II(a), II(b) or II(c) where the board documents
exceptional circumstances and/or need and the board member does not
personally benefit financially from the contract. Based upon criteria
developed by WFI, DEO shall review the board‘s documentation and
v. Such contracts, as listed above, may not be executed before or without
prior submission to the Department of Economic Opportunity for review
and recommendation to Workforce Florida, Inc.
vi. A contract under $25,000 between the Board and a member of the board
is not required to have prior approval of Workforce Florida, Inc., but must
be approved by two-thirds vote of the board, a quorum having been
established, and must be reported to the Department of Economic
e. Board contracts equal to or greater than $50,000 shall not be executed prior
to the written approval of Polk Works‘ Board.
Section 3 – Abstentions
Polk Works – Region 17 Submitted on October 1, 2012 Page | 22
a. Any member of the Board with a conflict of interest, or appearance thereof,
shall abstain from voting on such matters.
b. All abstentions due to conflict of interest, or the appearance thereof, shall be
publicly acknowledged and recorded in the minutes.
4. Describe how the RWB shall coordinate and interact with the local elected
The local elected official appoints a liaison to attend all Polk Works Board
meetings. The Executive Committee of the Polk Works Board and the local
elected official will meet periodically to provide updates relative to the workforce
system. The CEO of Polk Works maintains contact with the County manager as
well as the County attorney to ensure that all required documents are submitted
and approved in a timely fashion. Monthly Employer newsletters regarding Polk
Works‘ programs and business opportunities are distributed to the business
community, including the elected officials. In Program Year 2012, Polk Works
will begin making quarterly presentations to the Polk County Board of County
5. Explain how the RWB shall ensure nondiscrimination and equal
Per the Polk Works Anti-Discrimination and Anti-Harassment, including Sexual
The Board is committed to a work environment in which all individuals are treated
with respect and dignity. The Board is a zero tolerance workplace and does not
tolerate any type of harassment to our employees, applicants, customers or
vendors. Offenses or alleged offenses are to be immediately brought to the
attention of supervisor/management, Human Resources Director or President &
CEO, which are to be handled quickly, discreetly and as confidentially as
The One-Stop Career Centers and satellite offices post all required department
of labor documentation relating to non-discrimination and equal opportunity.
6. Explain what strategies the CEO and local Board shall create to utilize the
leadership of faith-based and neighborhood partnerships.
To utilize the leadership of faith-based and neighborhood partnerships, Polk
Works has built strategic partnerships with more than 20 non-profit organizations
and faith based institutions. Information on partnering with Polk Works is posted
on the website, along with an invitation to contact the President & CEO for
information on the partnership process. In addition, as staff interacts in various
community activities, they invite organizations to participate in the partnership
Polk Works – Region 17 Submitted on October 1, 2012 Page | 23
Polk Works meets with its partners quarterly. During the meeting, ‗round the
room introductions provide the opportunity for partners to share their mission. At
least one partner is on the agenda to provide a more in depth presentation about
their organization and services.
C. Administrative Entity
1. Identify the administrative and their staff; describe their responsibilities in
carrying out the work of the local board.
The Board Administrative Staff is as follows:
President & CEO – Provides administrative leadership and carries out the
directives of the Polk County Workforce Development Board. S/He is
responsible for administering all procedures, programs and activities of the Board
of Directors. Reports directly to the Board of Directors.
VP of Operations – Functions as Assistant to the President & CEO and is
responsible for program planning, compliance with State and internal policies and
overall contract management, inclusive of programmatic contracts and
procurement of program services/activities. Has overall accountability for grant
funded programs and a variety of tasks related to the Board‘s operational
functions. Supervises all operational staff and reports to the President & CEO.
Contract Manager – One-Stop Operator – Responsible for the administration and
management of all aspects of the Board‘s customer services contract including
contracting, negotiating, procurement and performance, and ongoing liaison to
the service provider. Develops and/or manages special customer service
projects for the Board and supports Board Committees. Reports to the Vice
President of Operations.
Testing Services Advisor – LEAD – Schedules and administers appropriate
testing services (TABE, CareerScope, CPT, and clerical) for the Assessment
Center at Polk Works. Provides supervision and oversight to other Testing
Services Advisors. Reports to the Contract Manager.
Testing Services Advisor – Schedules and administers appropriate testing
services (TABE, CareerScope, CPT, and clerical) for the Assessment Center
at Polk Works. Reports to the Testing Services Advisor - LEAD.
Contract Manager Youth Programs – Responsible for administration and
management of all aspects of the Board‘s customer services youth contracts
including contracting, negotiating, procurement and ongoing liaison with the
service provider, also support for Board Committee. Reports to the Vice
President of Operations.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 24
Contract Manager Special Projects – Responsible for administration and
management of all aspects of the Board‘s day-to-day operational functions
related to special contracts including contracting, negotiating, procurement and
ongoing liaison with service provider. Reports to the Vice President of
Facilities Center Manager – Responsible for managing the planning and
maintenance of equipment and buildings to provide a safe and professional work
environment for the delivery of services to job seekers and employers in Region
17. This includes all facilities buildings, grounds, etc. Provide tactical
management for Polk Works/administrative support units to ensure quality and
consistency in the services provided to various and/or multiple locations.
Responsible for and supervises the care, maintenance and efficient operation of
facilities including but not limited to maintenance, reporting and purchasing.
Reports to the Contract Manager – Special Projects.
Ticket to Work/Disability Coordinator – Responsible for providing services to
Supplemental Security Income (SSI) and Social Security Disability Insurance
(SSDI) beneficiaries as defined by the Social Security Administration (SSA) to
obtain employment and return to work through the Ticket to Work program. This
is a responsible position with overall accountability to develop and maintain
linkages with employers to facilitate job placement for individuals with disabilities.
Serves as a resource to the workforce investment community within the service
are to ensure the availability of comprehensive knowledge on federal, state, local
and private programs that impact the ability of individuals with disabilities to enter
and remain in the workforce. Reports to the Contract Manager – Special
VP of Finance – Responsible for the administrative and technical work involving
overall responsibility for the day-to-day administration and management of the
Board‘s financial affairs. Reports to the President & CEO.
Senior Accountant – Responsible for technical work involving all aspects of the
Board‘s financial system under the direction of the Administration and Vice
President of Finance performs tasks related to the day to day financial
operations. Reports to the Vice President of Finance.
Accountant – Responsible for technical work involving all aspects of the Board‘s
financial system. Performs tasks related to the day-to-day financial operations.
Reports to the Vice President of Finance.
VP of Human Resources – Responsible for administrative & workforce services
including but not limited to human resources management and issues,
professional office functions, policy development, administrative staff activities,
board membership and customer services provider liaison for Paychex Business
Solutions, Inc. Reports to the President & CEO.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 25
Administrative Assistant – Responsible for serving as the primary administrative
support to the President & CEO and administrative overall support to the Senior
Management Team by performing a wide variety of highly complex, responsible,
and confidential office, technical, clerical and para-professional administrative
duties. Reports to the Vice President of Human Resources.
Community Outreach Coordinator – Overall responsibility to Polk Works‘
Workforce System for community outreach and education functions including
developing, designing, coordinating, and implementing all community outreach
and education activities and media relations. Reports to the Vice President of
MIS Director – Responsible for overall coordination and leadership inclusive of all
aspects of the Board automated system activities, services and contracts.
Reports to the Vice President of Operations.
Network Systems Officer – Responsible for overall coordination of all aspects of
the Boards automated system activities, services and contracts. Primary
responsibilities include all administrative functions on the network, including all
software and hardware installation, upgrades and normal server and workstation
maintenance tasks. Reports to the MIS Director.
Displaced Homemaker Program Career Specialist – Responsible for the overall
coordination and management of a caseload of Displaced Homemaker Program
participants. Provides a full spectrum of services including recruiting, evaluating,
counseling and job placement of job seekers entering the grant program.
Attachment #5 - Fiscal Agent Design/Administrative Entity/One-
Attachment #6 – Official Signatures
Polk Works – Region 17 Submitted on October 1, 2012 Page | 26
LOCAL VISION, GOALS AND PRIORITIES
The local vision, goals and priorities must be consistent with the State Plan and
demonstrates a broader strategic planning approach as called by the U.S.
Department of Labor’s Employment and Training Administration’s (ETA) in TEGL
A. CEO and RWB Collaboration
1. Outline the vision, goals, and priorities for all local workforce programs
including WT/TANF, TAA and SNAP that reflect the strategic direction
articulated in Sections I and II of the State Workforce Investment Plan.
Just as the 2010-2015 Strategic Plan for Workforce Development‘s findings
centered on a shared vision for establishing Florida as a leader in the global
innovation economy, Polk Works along with the Central Florida Development
Council, endeavors to implement a shared vision for economic development for
the Region and ensuring that we provide and sustain a qualified workforce.
Consistent with the Governor Scott‘s focus on job creation and economic
development, Polk Works has a strong partnership with our economic
development partners across the region. In particular, the Central Florida
Development Council has strategically focused its efforts on targeting
industries that complement the Region‘s current and future job base.
In order to ensure that Polk Works is preparing a qualified workforce, our
employment and training objectives are developed to align with the outreach
efforts of our economic development partners. In a study commissioned by the
CFDC, the following sectors were identified as the strongest market segments
for the Region:
Life Sciences & Medical Services
Research, Engineering & High-tech
Logistics and Supply Chain Management
Agri-technology and Agribusiness
Business and Financial Services
Renewable and Alternative Energy
These market segments will continue to be one of the focal points for limited
training resources. Polk Works will strategically and innovatively work with the
CFDC and all other economic development organizations within the county and
across the Central Florida area, as well as our training and education partners
in the Region to ensure that our WIA eligible customers, including WT/TANF
and SNAP customers are educated about the employment prospects in these
targeted industry clusters. This partnership with our workforce development
partners aligns with the Governor‘s commitments and principles outlined in his
7-7-7 plan for job creation which challenges Polk Works and our economic
development partners ―to work together toward a shared goal of making Florida
Polk Works – Region 17 Submitted on October 1, 2012 Page | 27
the best state in the nation to….succeed in the workplace.‖
In addition, Polk Works has begun the use of the DEO/LMS Supply/Demand
Reports. These reports when fully developed will compliment and inform the
outreach efforts of our economic development partners. The data reported will
better customize Polk Works‘ training programs to anticipate employer needs in
the sectors identified as the strongest market segments for the Region. This
approach, aligning training resources with the outreach efforts of our economic
development partners, is not only practical and strategic, but offers the best
chance and job growth for our Region.
This new approach, based on the understanding that analyzing occupations
and critical skill sets within Florida‘s targeted industry clusters, can help identify
which occupations provide the best opportunities for investment to build
different types of skills, identify gaps and build career ladders in high growth
This supply/demand modeling focused on occupational skills can help guide
and elevate both new and incumbent workers into the workforce by comparing
workforce needs to the numbers and types of training, certificates and degrees
awarded. Polk Works currently utilizes the Supply/Demand data to analyze
occupations in demand and to determine the variances, consistencies or
inconsistencies over time. The most recent advertised occupations are
compared with the Preliminary Targeted Occupations List (TOL). Those
occupations that are listed in decline and that have an oversupply of trained
workers are first to be considered for recommending not to offer training for
The Polk Works‘ Career Council regularly reviews the Supply/Demand Report,
the TOL and Training provider performance information to make decisions
concerning local targeted occupations for providing occupational skills training.
The Career Council makes recommendations to the Polk Works Board
regarding the continuation or suspension of funding for training in those
occupations for which there is an oversupply of trained workers. In making its
recommendations the Council also considers the Annual Percent Growth data
as included with the annual Regional Targeted Occupations List.
Polk Works‘ Career Specialists provide this information to WIA eligible customers
so that they may make informed choices toward those occupations that are in
demand and which are considered high growth potential. Polk Works‘ delivery of
services is carried out through its comprehensive One-Stop delivery system,
which integrates the provision of services for unemployed, underemployed and
employed workers including WT/TANF and SNAP customers. For WT/TANF
customers and others who may require additional education and training,
including job readiness, and adult basic education skills training, etc., referrals
are made to other partners including, school districts, community-based
programs, and faith-based organizations.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 28
2. Identify "action steps" the RWB and delivery system will take to contribute
to reaching the local vision, goals, and priorities.
The Board staff, in collaboration with the Board of Directors and its Councils,
service providers and partners, will work together to analyze and interpret Labor
Market Information in developing programs and opportunities that will align the
best interests of job seekers and employers with the economic future of the
The Career Council will continue to recommend policies and strategies to
improve the quality of jobs filled by the under employed, including researching,
addressing and improving the types of training and delivery systems available to
Business Competitiveness Council will continue to review the Labor Market
Information and other pertinent information in the process of designing strategies
to address training related to high skill/high wage issues.
The Youth Development Council will continue to design and recommend the
delivery of service strategies that address the need to prepare young people and
others new to the workforce for employment or transition to addition education
beyond high school.
3. Describe RWB process to prepare their proposed performance for the nine
Common Measures to be negotiated with the State.
The RWB will follow the lead of the State in negotiating performance for the
Common measures for Region 17 based on previous performance, local
economic indicators and labor market data for the area.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 29
ONE-STOP DELIVERY SYSTEM/SERVICES
The establishment of a One-Stop delivery system is a cornerstone of the reforms
contained in Title I of WIA. The One-Stop system is designed to enhance access
to services and improve long-term employment outcomes for individuals seeking
assistance. The regulations define the system as consisting of one or more
comprehensive, physical One-Stop center(s) in a local area that provide the core
services specified in WIA.
1. Describe the process for the selection of One-Stop operator(s),
including the competitive process or the agreement process between
the local board and a consortium of partners
The selection of the One-Stop Operator is procured in accordance with
Polk Works‘ adopted Procurement Policies and Procedures, which
incorporates the methods of procurement provided for under 2 CFR 215.
The One-Stop Operator facilitates services for workforce program,
including; WIA, TAA, WT, SNAP, Veterans, Wagner-Peyser, REA, UI,
The policy states:
Competitive Proposals – the determination to seek competitive proposals
may be made by the President & CEO or by the Board. The President &
CEO or the Board will direct Board staff to prepare a Request for
Proposals (RFP) to detail the goods or services being sought, the amount
the Board intends to spend, the proposal content instructions and the
proposal review and award criteria. In determining the amount anticipated
to spend, the staff person responsible for preparing the RFP will prepare a
cost estimate. This cost estimate will take into consideration such things
What other workforce regions are paying for similar services
What the Polk Workforce Board is paying for similar services
Historical data as to what has been paid in the past for similar
services, adjusted for inflation and local conditions
Each RFP shall make clear to potential offerors that the issuance of the
RFP does not commit the Board to award a contract, pay any costs
associated with the preparation of a proposal, or to actually procure the
requested service. Each RFP shall also reserve the right of the Board to
accept and/or reject all proposals received and to negotiate with all
Polk Works – Region 17 Submitted on October 1, 2012 Page | 30
Once the RFP is fully developed, a legal notice detailing the scope of the
RFP, how and when to propose, a contact person at the Board, and other
pertinent information will be prepared and published, using the Purchase
Order process described above. RFP‘s will also be advertised in Florida
Administrative Weekly and posted at the Board‘s website,
Prior to the release of each RFP, the President & CEO will appoint a team
of at least three (3) Board members and/or staff to review the proposals
received. Staff and Board members will be selected based on their
expertise in the services being sought and/or the procurement process.
These staff will be provided with copies of the RFP and any related
The Board also maintains a current listing of all agencies and
organizations that may be potential providers of goods or services
solicited. Agencies and organizations on that list will be direct mailed a
memorandum announcing the availability of the RFP and a general
description of goods or services being sought. The announcement will
direct them to call the Board or visit the Board‘s website to access the full
A proposer‘s conference will be held in conjunction with each RFP issued.
The conduct of that conference is the responsibility of the staff person who
developed the RFP. This responsibility includes a requirement for the
production and distribution of conference minutes. Conference minutes
made available to all attendees and any other interested parties through
the Board‘s website and copied to the three (3) staff proposal reviewers.
Once an RFP is issued, designated Board staff will be available to answer
technical questions only. All potential bidders are required to attend the
proposer‘s conference as the primary venue to have questions addressed.
As proposals are received, they will be date and time stamped on the
outside of the envelope/box in which they are received to ensure timely
submission. On the specified date at the specified time and location, the
Board will open the proposals received. Each proposal‘s receipt will be
recorded on a log that provides the name of the RFP at the top and the
name, address and contact person for each proposal opened. Originals
will be filed with the Vice President of Operation‘s office. Copies will be
distributed to each member of the review committee.
All proposals meeting the following criteria will be reviewed:
Submittal on or before the deadline specified
Submittal in the format specified
Polk Works – Region 17 Submitted on October 1, 2012 Page | 31
Proposal is responsive to the RFP
Staff reviewers will read and rate each proposal independent of one
another, using the objective rating criteria contained in the RFP. Rating
criteria may include, but will not necessarily be limited to:
Past performance of the proposer in the services solicited
Fiscal accountability of the proposer
Ability of the proposer to meet performance objectives
Reasonableness of the proposed costs
Quality of the services proposed
Qualifications of staff to deliver the proposed services
Proposer‘s demonstrated ability to serve targeted populations, if
Once reviewers complete their independent scoring of the proposals, they
will meet and finalize the proposal rating process. Based on their
independent rating of each proposal, the team will formulate written
recommendations to the President& CEO for presentation to the Board.
The President& CEO will schedule the recommendations for consideration
to the appropriate committee of the Board in a timely manner.
The Board Committee may elect to accept, accept with modifications or
reject the staff recommendations. Where a recommendation to fund is
made, the Committee Chair will request that the Executive Committee
place the recommendation on the agenda of the next Board meeting. The
Full Workforce Development Board then either accepts, or accepts with
modifications, or rejects the committee recommendation. Board approval
constitutes staff authorization to proceed with contract negotiations.
Actual funding of any proposal is contingent upon:
Successful negotiation with the service provider
Acceptance by the service provider of the Board‘s contract terms
Reference checks, as required
In addition, prior to the execution of each contract, Board staff must
determine that each service provider meets the following requirements:
Has adequate financial resources or the ability to obtain such
Has the ability to meet the performance goals, program
specifications and conditions and to do so at a reasonable cost
Has a satisfactory record of past performance
Has a satisfactory record of business ethics and fiscal
Polk Works – Region 17 Submitted on October 1, 2012 Page | 32
Has the necessary organization, experience, accounting and
operational controls, as well as the technical skills to perform the
The Board‘s Vice President of Operations or other designated staff person
will proceed with contract negotiations as directed by the Board.
Negotiations will include the establishment of performance standards and
the conduct of a full price analysis. Where profit is allowable, it will be
negotiated separately from the line-item budget. The amount of profit
allowed will be associated with contractor risk and reasonableness
considering the work being performed.
The final agreed-upon contract document will be presented to the
President & CEO for review and approval. The President & CEO has
signatory authority for all contracts.
Once fully executed (signed and dated by both parties), the Vice President
of Operations will issue an Authorization to Proceed memorandum to the
Competitive procurements will be fully documented. Procurement files will
be established and maintained by the Planning and Contracting Office and
will include, at a minimum:
Solicitation (cost/price estimates, the RFP, legal advertisements
and other announcements, bidder‘s list and proposer‘s conference
Proposals submitted (full submission of each proposal, whether
selected for funding or not, along with transmittal attachments, staff
summaries of proposals, if any)
Evaluation of Proposals (completed rating sheets – in ink and
signed by each rater – summaries and tabulations of ratings and
Board actions (record of committee and/or full board actions, copies
of letters sent to each proposer announcing Board actions; and
Contract negotiations (documentation of the significant history of
the negotiations, documentation of the cost/price analysis
The Board will maintain, for three (3) years, those written records specified
above. This extension period will be extended until such time as all audits,
claims and litigation, if any, have been fully resolved.
2. Describe the appeals process to be used by entities not selected as
the One-Stop operator
Polk Works – Region 17 Submitted on October 1, 2012 Page | 33
Any bidder that submits a proposal in response to this RFP will receive fair
and unbiased consideration. Should such a firm not be funded for these
services and contends that the procurement process was flawed, then that
firm may protest the funding decision in writing to the Board‘s President &
CEO within ten (10) days of the Board‘s decision. The President & CEO
will attempt to resolve the protest in a reasonable manner and time frame.
If the dispute cannot be resolved with the President & CEO, then the
protesting bidder can seek and may be granted an opportunity to appeal
to the Executive Committee of the Polk Works Board. The Executive
Committee decision on all such matters is final.
3. Provide overview of the One-Stop Delivery system, including
physical site location, operator, personnel, and participating
partners. Include organizational chart for the comprehensive One
Polk Works operates two full service One-Stop Career Centers and a
Satellite office. Both centers provide WIA, TAA, WT, SNAP, Veterans,
Wagner-Peyser, REA, UI, RES-EUC, PREP, Ticket to Work, and
Displaced Homemaker services. Polk Works contracts with a Service
Provider as the One-Stop Operator. Experience Works, Vocational
Rehabilitation, PCSB GED Program and Job Corps provide services at the
One-Stop Career Centers. All other partners are located at their own
facilities. Polk Works also provides the rural community with services on
the Mobile One-Stop Unit three or more times per month.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 34
POLK WORKS COMPREHENSIVE ONE-STOP ORGANIZATIONAL CHART
Polk Works – Region 17 Submitted on October 1, 2012 Page | 35
4. Identify and describe any affiliate site or agents or specialized
centers to be established in the local area. Include any remote sites
accessed through the use of technology.
One-Stop Career Center
500 East Lake Howard Drive
Winter Haven, FL 33880
One-Stop Career Center
309 N. Ingraham Avenue
Lakeland, FL 33803
600 N. Broadway Ave., Suite A
Bartow, FL 33830
940 E Parker Street
Lakeland, FL 33801
315 Dr. Martin Luther King Blvd.,
Lake Wales, FL 33853
705 Ingraham Ave., Suite 15
Haines City, FL 33844
997 E. Memorial Blvd., Ste 103
Lakeland, FL 33801
Lake Wales Public Library
290 Cypress Garden Lane
Lake Wales, FL 33853
Association of Poinciana-
395 Marigold Ave.,
Poinciana, FL 34759
Bartow Public Library
2150 S. Broadway Ave
Bartow, FL 33830
705 Ingraham Ave Suite 15
Haines City, FL 33844
Polk County Courthouse
225 North Broadway
Bartow, FL 33830
Full Service One-Stop Career Center providing
WIA, TAA, WT, SNAP, Veterans, Wagner-
Peyser, REA, UI, RES-EUC, PREP, Ticket to
Work, and Displaced Homemaker services.
Youth Services are also provided in the Winter
Under the MOU with the BoCC of County
Commissioners, provides services to the
Welfare Transition Services – provides job
readiness and support services.
Young Leaders Program - provides academic
support and career coaching to youth ages 16-21
that live in Polk County.
Young Leaders Program –Same as above.
Young Leaders Program –Same as above.
Mobile One-Stop - The Mobile One-Stop (MOS)
Unit delivers workforce development services
throughout Polk County. The MOS allows
individuals to search for jobs online, prepare
resumes, submit applications and access the
Polk Works‘ individualized workforce
Mobile One-Stop – Same as above.
Mobile One-Stop – Same as above
Mobile One-Stop – Same as above
Mobile One-Stop – Same as above
Polk Works – Region 17 Submitted on October 1, 2012 Page | 36
5. Describe how the Workforce Investment Board shall engage
employers and organized labor in the One-Stop delivery system.
Employers and organized labor are engaged in the One-Stop delivery
system through their participation on the Board of Director‘s and its
councils, through their engagement with workforce activities of Business
Services, our One-Stop Career Centers, and through the Employ Florida
System. Polk Works distributes a monthly newsletter to the business
community regarding workforce issues, labor market information and
workforce training. Business members must hold a majority of the
positions on the Board and the Board Chair must be selected from the
business community. One of our union representatives serves on the
Career Council which oversees and provides input to One-Stop Operator
regarding workforce programs and initiatives. The other representative
serves on the Finance Committee which oversees and provides input on
the allocation of workforce funds.
Our employers participate in our monthly roundtables and community
forums as well as our annual Workforce Summit and Polk Works‘ Annual
meeting. They also readily participate in hosting many of our summer
youth participants and provide work and mentoring opportunities to ensure
proper guidance is being provided to their future workforce.
Our Business Services Consultants, in partnership with our LVERs
conduct daily visits to businesses within their territory in an effort to inform
them of workforce programs such as job postings, recruitment events and
job fairs, workforce training grants and other workforce services.
6. Describe services offered to businesses. Include a description of
how the RWB ensures physical and programmatic accessibility for
individuals with disabilities at One-Stop centers.
Programs and services for businesses include:
Employee recruitment assistance (screening and applicant
Financial incentives for businesses
Labor market information
Assistance during transitions, such as layoffs or mass hiring
Pre-employment testing and employee skills assessment
Information on labor law to include ADA, EEO, and related
Polk Works – Region 17 Submitted on October 1, 2012 Page | 37
Assistance with law compliance, such as I-9 completion and
On site recruiting at Career Centers
Specialized Round Tables and Employer Seminars
Employed Worker and On-the Job Training Grants
Job postings on Employ Florida Marketplace
All of Polk Works‘ facilities are ADA compliant allowing individuals to
participate in the full range of programs. In addition, a full time Disability
Program/Ticket to Work Coordinator is available to complement the
services already offered by the One-Stop Career Center, and assist SSI
and SSDI recipients with enrollment and participation in the Ticket to Work
The Disabled Veteran Outreach Program (DVOP) is located at both One-
Stops, and travel to locations throughout the community. Veterans are
offered the full range of One-Stop Career Center services as well as the
opportunity to participate in programs designed specifically for veterans.
7. Describe any innovative initiatives or service delivery strategies
Polk Works Annual Meeting and Best Places to Work Awards – Polk
Works recognizes employers in Polk County that have taken the lead in
developing quality workplaces by sponsoring the Best Places to Work
Awards. This prestigious recognition not only helps advertise and
promote the company‘s unique forward-looking philosophy, it also serves
to recognize the exceptional workplaces that improve the quality of life for
workers and their families. Each year, over 500 community leaders attend
this event to hear about the programs and services of Polk Works over the
past year and learn about innovative initiatives other companies are
offering that make them a Best Place to Work. Board members‘ awards
and recognition are announced and a community Workforce Champion is
In-house Recruiting Events – Almost weekly, Polk Works hosts
recruiting events in our One-Stop Career Centers. Different employers
designate a day that they will come to our One-Stop centers to recruit job
applicants onsite. Applications are completed, interviews are conducted
and some may even make contingent job offers on the spot. These
events are announced to all staff in our workforce system so that file
searches may be conducted and job seekers with matching qualifications
are contacted and informed of the event. Notifications are sent to our
Board members and workforce partners to share with job seekers they
Polk Works – Region 17 Submitted on October 1, 2012 Page | 38
Heart to Heart Partnership - Polk Works has established a partnership
with Heart to Heart, an organization that provides support services for
members of the Haitian Community. During the process it was
determined that the best time of day to provide services to this population
was late in the afternoon. As a result, Polk Works will have extended
hours two days a week specifically for referrals from Heart to Heart,
allowing them to attend computer and job readiness training at a time and
place that meets their needs.
What If? Symposium – Established in 2010, the What If? Symposium
focuses on youth between the ages of 14 and 21. The premise of the
event is based on the concept of ―What if your dreams of becoming a
professional athlete or superstar do not come true?‖ Polk Works provides
a youth focused career and education fair to help guide students on the
right career path. A variety of employers with job openings, non-profit
organizations and corporations support this event each year through
sponsorships, exhibits and job recruitment.
ACES Golf Tournament - Each year, Polk Works has hosted the ACES
Golf Tournament for Workforce Development and Literacy. This event is
solely hosted and funded by the Business Community. Over 130 business
leaders participate in this event each year, playing golf, networking with
other businesses and learning about Polk Works‘ initiatives and supporting
Polk Works‘ efforts. Since inception, Polk Works has raised over
$600,000 through this event.
Annual Workforce Summit – Each year, Polk Works‘ Business Services
Division hosts a Workforce Summit, bring together business leaders,
managers and HR professionals to learn about workforce trends,
employment law issues and HR best practices. Guest speakers engage
our audiences through various workshops and keynote messages. This
event is hosted in partnership with our local Mid-Florida SHRM
organization and several community sponsors.
Annual Employment & Education Fair – Each year, Polk Works hosts a
community-wide Employment & Education Fair in partnership with our
local Congressman‘s office. All costs associated with the event are
covered by the Congressman‘s office and all planning, organizing and
execution is provided by Polk Works‘ Business Services and One-Stop
staff. Employers and educators from all over the county participate in
what is one of our largest recruiting events of the year. At this event,
VETS are allowed early admission.
Annual Veteran’s Job Fair – Each year, Polk Works hosts job fairs for
Veteran‘s on the campuses of Polk State College. Employers and
educators from all over the county participate in what is one of our largest
Polk Works – Region 17 Submitted on October 1, 2012 Page | 39
ecruiting events dedicated to veterans. While many job seekers attend
this event, VETs are allowed entrance one-hour earlier than others.
8. Describe examples of strategic partnering with required and optional
One-Stop partners and other organizations to provide services.
Service to Veterans - Through a strategic partnership with Polk State
College, new opportunities to provide services to veterans have been
established. As many returning veterans have attended college, their
attendance has not necessarily resulted in a college diploma or
marketable credential. Through this forged partnership Polk State
College, staff developed standard processes to provide services to
veterans regardless of the campus or program, established campus office
hours for Polk Works‘ veteran‘s staff and scheduled welcome back to
school sessions specifically for veterans and their families.
Service to Offenders – In a new partnership established between the
Polk County Drug Court and Polk Works, the Mobile One-Stop will be
available for use by job seekers at the County Court House, with part of
the day reserved for Drug Court participants only. As a mandatory part of
their program, drug court participants will attend job readiness activities on
the Mobile One-stop. While the program is less than 6 months old,
feedback from all parties has been positive and is leading to conversations
regarding similar opportunities.
9. Describe universal access and what services shall be provided.
Include the strategy for outreach and recruitment. Explain how
customer groups are identified and describe services that are
necessary to meet their needs:
individuals training for non-traditional employment
migrants seasonal farmworkers
public assistance recipients
people with disabilities
people with limited English-speaking proficiency
Women General Policy
Universal Access to employment-related services is delivered in a
seamless and integrated manner for all customers through the One-Stop
Polk Works – Region 17 Submitted on October 1, 2012 Page | 40
Career Centers, satellite offices, partner sites and virtual venues. As each
individual engages with One-Stop Career Centers, they are directed to
staff to determine the program that best meets their needs.
Strategies for outreach and recruitment include participation at various
community events and job fairs with partner and non-partner
organizations, use of the Polk Works website, Twitter, FaceBook and a job
Policies and local operating procedures are established for each program
that guides staff in determining who is eligible for which services and how
those services must be documented in the appropriate system.
RWBs are required to develop similar policy for several different programs. The policy
generally guides who is eligible to receive program service, determines the
administrative procedures for training services, and directs which program benefits and
funding staff can issue to a participant enrolled in training or other allowable activities.
1. Self-sufficiency may be based on the Lower Living Standard Income Level
(LLSIL) or wages. If the self-sufficiency level for employed workers is over
250% of the LLSIL and above the average wage in the region, the board
must provide acceptable justification that the level is required for an
individual to provide for him/herself and family. Provide the local
definition(s) of ―self-sufficiency‖ for:
Adult employed workers
Dislocated workers who are working in an income maintenance job
The self-sufficiency standard defines the minimum amount of cash resources
needed in order for a family to meet its basic needs and to be self-sufficient.
Region 17‘s self-sufficiency definition is based on whether the individual at
the time of application is employed. The Region provides a separate selfsufficiency
definition for dislocated workers. The Region also uses the selfsufficient
wage to measure performance outcomes.
The definition of self-sufficiency for adult-employed workers is the local
LLSIL as annually published by the Department of Economic
Opportunity for eligible adults.
The self-sufficient wage for dislocated workers is the LLSIL as annually
published by the Department of Economic Opportunity or 80% of the
layoff wage, whichever is greater.
If self-sufficiency is defined differently for the following populations in the
region, please describe:
Recipients of public assistance, and people with disabilities and other barriers
Polk Works – Region 17 Submitted on October 1, 2012 Page | 41
If this definition of self-sufficiency does not apply to WT/TANF and SNAP
programs, please provide a definition that applies to these programs.
Self Sufficiency for WT/TANF programs is defined as follows:
For WT/TANF – 69% of the LLSIL
For SNAP – 67% of the LLSIL.
2. Describe the process for providing support services including the type,
dollar amount, conditions, and duration under which these services will be
made available to participants enrolled in workforce service programs. The
description of the supportive services may include a general description of
the supportive services to be provided for all programs or a description of
the services to be provided to participants of each of the programs. Attach
a copy of the local operating procedure:
Supportive Services may be provided for Welfare Transition, WIA Adults, and
WIA Dislocated customers who are participating in programs with activities
authorized under Assisted Core Services, Intensive Services and Training
Services; who are in post placement services and who are unable to obtain such
supportive services through other programs providing such services.
Within each twelve month period, a Welfare Transition mandatory customer may
receive, based on need, support services in an amount up to $1,250 for clothing
and transportation needs, inclusive of gas referrals, fuel cards, bus passes and
limited vehicle repairs. On a case-by-case basis, transitional services may also
be provided for up to 3 months following employment ending the TANF grant. If
approved by the local supervisor, however, the amount allowed must be within
the $1,250 support services limit.
It is the policy of the Board that customer owned vehicle repair requests will not
be approved for vehicles over 10 years of age. Vehicles under 10 years of age
needing minor repairs may be approved up to $500; repairs over $500 must be
approved by the Immediate Supervisor.
Local Operating Procedures ~ Issuance of Cards
Describe the process for providing support services to target
populations such as the homeless, ex-offenders, migrant and seasonal
farm-workers, individuals with disabilities, older workers, limited
English Proficiency, and other target groups.
Individuals within the categories listed above are referred to the appropriate
agency or program in order to determine the eligibility for support services.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 42
Support services may be prioritized due to limited funding. Please
describe how services are to be limited by type and by amount.
Polk Works provides funded support services to those who are eligible under
governing rules and regulations for the type of funding deemed appropriate
and allowable. Limitations on funds will not affect the amount that we provide
as the limit is already relatively low. Therefore, Polk Works funded support
services will be provided to those who are eligible until funds are exhausted.
Support services for a particular program that are not listed above,
please describe the services, prioritization for such services, and attach
a corresponding policy for each.
3. Describe the local procedure for handling any WIA grievance from a
customer/participant. (20 CFR 667.600 - 667.650)
Any participant or other interested party adversely affected by a decision or
action by the local workforce system, including decisions by career center
partners and service partners has the right to file a grievance/complaint with the
Polk County Workforce Development Board, Inc.
The Board shall receive, review, and attempt to informally resolve the initial WIA,
TAA, TANF/WT, and SNAP grievance/complaint. If the grievance/complaint
cannot be resolved informally, then a hearing shall be held and a decision issued
within the required sixty (60) calendar days from receipt.
Employment, and health and safety complaints/alleged violations for reasons
other than unlawful discrimination may be forwarded to the Department of
Economic Opportunity (DEO), Office of General Counsel, Caldwell Building–
Suite 150, 107 East Madison Street, Tallahassee, Florida, 32399-4128, or may
be mailed directly to the appropriate federal agency as allowed by federal
regulation. A copy of the complaint/alleged violation report shall also be mailed to
DEO at the above address.
4. Describe how individuals seeking occupational skills training are assisted
if training funds are not available at the time of their request.
In the event training funds are not available, Polk Works‘ staff will maintain a
waiting list and assist individuals in applying for PELL grants, and researching
other funding opportunities.
5. Describe how Customized Training, On the Job Training (OJT), and work
experience activities are used locally. Provide a description of the process
Polk Works – Region 17 Submitted on October 1, 2012 Page | 43
for developing work sites and training agreements with employers. Attach
local operating procedures.
Describe the strategies used to provide priority of service under the WIA
How are Welfare Transition and other training funds taken into account
when establishing these strategies?
How are the needs of special client groups addressed?
How do employed workers fit in the priority of service strategies?
Customized and On-the-Job Training are used to meet the needs of both the
employer and employee.
Work sites for Customized Training and On-the-Job Training grants are primarily
developed through the outreach efforts of the Business Services. The Business
Services promotes the availability of Customized Training and On-the-Job
Training grants to employers throughout the county at various networking events.
Employed worker training grants provide funding for up to 50% of an employer‘s
direct training costs. The employer selects the training program and provider that
best meets the needs of its employees and business.
On-the-Job training grants provide employers financial reimbursement for up to
50% of the OJT‘s employee‘s wages during the contract period. Jobs must be
permanent in nature, require from 160 – 520 hours of training and have an ONET
Online Standard Vocational Preparation component of three or greater.
Community Service Work Experience (CSWE) – Before a customer may be
assigned to a CSWE site there must be a properly executed agreement signed
by a designated representative of the CSWE site and the Regional Workforce
Board provider. Customers assigned to CSWE will sign the Confidentiality
Agreement and be given copies of the CSWE timesheet. The forms will be
taken by the participant to the work site supervisor, and copies placed in the
participant‘s case file. There is no minimum number of hours for which CSWE
may be assigned, but customer‘s will be counseled by their Career Specialist
that, by law, a participant may not be scheduled for more hours per week than
the maximum number allowed by their calculation as reported in the Benefit
Hours of participation in CSWE will be verified by the CSWE site supervisor.
Verification of hours of participation will be turned in timely as determined by the
Career Specialist. All activity will be case noted.
Local Operating Procedures ~ On-the-Job Training
Local Operating Procedures ~ Customized Training
Local Operating Procedures ~Community Service Work Experience
Polk Works – Region 17 Submitted on October 1, 2012 Page | 44
6. Explain the process used by the board for determining whether adult
formula funds are not limited, and therefore, priority of services is not
required to apply. Are adult formula funds currently limited so that priority
of services does not apply in the region?
Describe the criteria to be used for providing priority of services in employment
and training to veterans across all workforce programs.
Describe the strategies used to provide priority of service under the WIA Adult
How will priority of service be provided to low-income individuals and public
How are Welfare Transition and other training funds taken into account when
establishing these strategies?
How are the needs of special client groups addressed?
How do employed workers fit in the priority of service strategies?
In the event WIA funds allocated are limited, priority within the eligible population
for training services will be determined in the following manner:
The highest priority of service will be for an adult who is at least one of the
a. An individual who receives, or is a member of a family that receives cash
b. A veteran
c. An individual who is receiving or, at any time in the prior six months, was
eligible to receive Food Stamps.
d. An individual who has received or is a member of a family which has
received, a total family income for the previous six months, less than
125% of the Poverty Level as established by the Department of Health
and Human Services.
e. An individual who was a Job Corps participant at any time in the six month
period prior to application.
f. An individual who is eligible to receive welfare transitional benefits.
The next highest priority of service is for an adult with one or more of the
following barriers to employment:
a. Homeless Individual
c. Older Worker
d. Physically or Mentally Disabled
e. Single Parent with one or more children under the age of 18 living in the
f. Substantial language or cultural barriers
Polk Works – Region 17 Submitted on October 1, 2012 Page | 45
The lowest priority of service is for an adult who does not have any of the
Note: When the Priority System is imposed, the Board‘s President & CEO will
officially notify the Service Provider who in turn alerts the One-Stop program
Adult formula funds are not currently declared limited in the Region.
Describe the criteria to be used for providing priority of services in
employment and training to veterans across all workforce programs.
Veterans covered under the Jobs for Veterans Act of 2009 shall be given
priority over non-veterans for the receipt of employment, training and
placement services. Eligible WIA Veterans shall receive priority over nonveterans.
Veterans are to be served within the context of giving priority to
public assistance and low-income persons first for intensive and training
services. For example, if there was only sufficient money to provide services
to one low-income individual, and a veteran is in the pool, the veteran must
receive priority. Polk Works ensures the priority of services is provided to all
o Reserving 5 spots for Veterans in each WIA Orientation
o Allowing Veterans are welcome to come to an in person WIA
Orientation the day of the Orientation without being previously signed
o Being provided the first available WIA case management appointment
prior to non-veterans
How will priority of service be provided to low-income individuals and
public assistance recipients?
Low-income individuals and public assistance recipients shall be given
priority for the receipt of employment, training and placement services.
Eligible low-income and public assistance recipients shall receive priority
to intensive and training services. For example, if there was only sufficient
funding to provide services to one low-income individual or public
assistance recipient and an eligible customer who was not low-income,
the low-income or public assistance recipient must receive the funding
7. Describe the need for employment, training and supportive services
to individuals with limited English proficiency in your area. Describe
current and planned strategies for increasing access to ESL training;
providing services and materials in multiple languages; increasing
Polk Works – Region 17 Submitted on October 1, 2012 Page | 46
cultural awareness among staff serving customers; and current and
planned partnerships to improve the local area’s ability to serve
individuals with limited English proficiency.
Nearly one-fifth of Polk County‘s population speaks a language other than
English in the home. To assist individuals with limited English proficiency,
bi-lingual staff is available, partnerships are developed with organizations
which provide multi-lingual services and staff receives training in cultural
awareness. DEO materials printed in multiple languages are also available
B. Memorandum of Understanding (MOU)
Please describe customer service improvements or operational efficiency
gained from recent updates to the MOUs described in Section 121(c) of WIA
between the RWB and each of the mandatory and/or optional one-stop
partners. Each MOU must contain the following:
A description of methods for referral of individuals between the One-Stop
operator and the one-stop partners, for the appropriate services and activities.
A description of the services and how these services will be provided through the
One-Stop delivery system.
A description of the funding arrangements for services and operating costs of the
One-Stop delivery system.
The duration of the memorandum and the procedures for amending the
memorandum during the term of the memorandum.
The regions MOUs prior to Program Year 2012 included the above listed points.
There were no recommendations for additional changes.
C. Fiscal Controls and Reporting (WFI Contracting Policy)
1. Describe the competitive and noncompetitive processes that will be used
by the local area to award grants and contracts for activities under Title I of
WIA including how potential bidders are being made aware of grants and
Polk Works competitively procures a One-Stop Operator and a provider of Youth
Services to deliver services under Title 1 of WIA every three years. The
procurement processes are described below:
Polk Works shall adhere to procurement standards to ensure Finance accountability,
efficiency, prevent waste, fraud and abuse.
A. THE PROCUREMENT of GOODS and SERVICES
Polk Works – Region 17 Submitted on October 1, 2012 Page | 47
1. All purchases of goods and services other than those described herein shall
be initiated with a purchase order form following an acceptable method of
procurement as described in paragraph A. 3 below. The person initiating the
purchase must provide an estimate of the total number of units of a good or a
service that will be needed over the course of a program year. Breaking down
an aggregate purchase into smaller units which fall below the threshold for a
bid is prohibited. Purchase orders must be authorized by the appropriate
a) Purchase orders for office supplies, and furniture shall be submitted to the
requesting individual‘s Departmental Vice President for approval, then
shall be forwarded to the President & CEO for approval and upon the
President & CEO approval may be purchased in accordance with an
acceptable method of procurement as described in paragraph A. 3.
b) Purchase orders for Copy Machines, Hardware, Software, Toner, Fax
Machines and other technology based items shall originate with the MIS
Director who shall submit it to the Departmental Vice President for review
then to the President & CEO for approval and upon the President & CEO
approval may be purchased in accordance with an acceptable method of
procurement as described in paragraph A. 3.
c) Purchase orders for all other goods or services which do not exceed
$4,999.99 shall be submitted to the Departmental Vice President for
review and to the President & CEO for approval and upon the President &
CEO approval may be purchased in accordance with an acceptable
method of procurement as described in paragraph A. 3.
d) Credit-Card purchases made by the President & CEO or Department Vice
Presidents up to the limit of their Credit Card require a purchase order and
must be made and documented in accordance with an acceptable method
of procurement as described in paragraph A. 3.
e) Exception - Credit Card purchases made by the President & CEO or staff
with company credit cards up to the limit for travel or while on travel status
do not require a Purchase Order. However, upon return, the need for the
purchase should be documented with a purchase order and made part of
f) Exception - Purchases for seminars and airfare and other related travels
costs are approved through a Travel Request Form.
g) Purchase orders for all other goods or services which exceed $4,999.99
shall be submitted to the Departmental Vice President for approval and
forwarded to the President & CEO or Vice President of Finance for
approval. Upon Executive Department approval the goods or services may
Polk Works – Region 17 Submitted on October 1, 2012 Page | 48
e purchased in accordance with an acceptable method of procurement
as described in paragraph A.3.
h) All Purchase Orders need to include the funding stream(s) to be charged
for the good or service and the fund/account number and if applicable the
state contract number, which may be found at www.myflorida .com.
This also applies to purchases which will be cost allocated within or
among funding streams. (This may be obtained from Finance
i) The approving authority for items in excess of a credit card limit requested
by Department Vice Presidents shall be the Vice President of the Finance
2. Ordering and Receipt of Purchased Goods and Services
a) An employee other than the employee who requested the good or service
must receive the goods and services to verify the proper count as well as
sign and date the packing slip.
b) Discrepancies in ordered merchandise (short delivery/returned items)
must be recorded on the packing slip and forwarded to the requestor for
follow up with the vendor.
c) The Requestor shall compare the goods and services received
(description, unit price, quantity) to the Purchase Order using the packing
d) Copies of the purchase orders and packing slips must be compared by the
Finance Department to ensure that duplicate invoices are not paid.
e) Vendor statements shall be analyzed monthly to ensure that all credits
have been recorded by Polk Works and the vendor.
3. Goods and/or services necessary for the conduct of the agency‘s business
and to implement and operate programs shall be procured using one of the
following acceptable methods of procurement provided for under 2 CFR 215
a) NONCOMPETITIVE PROPOSAL/SOLE SOURCE—May be used when
the award of the contract under competitive negotiation or small purchase
procedures is not feasible.
i. In general purchases shall be awarded under noncompetitive
negotiations only when it is appropriate, necessary, and in the best
interests of Polk Works.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 49
Circumstances under which a contract may be awarded by
noncompetitive negotiations are limited to the following: (1) The
goods and services to be procured are available from a single
source only. (2) Public exigency or emergency when the urgency
for the requirements will not permit a delay incident to competitive
solicitation (3) After the solicitation of a number of sources,
competition is determined to be inadequate (4) the awardee is a
local educational agency, which is defined as public elementary,
secondary, or vocational schools, the Community College and the
State University System (5) For the purchases of utilities (6)
Purchases made from another governmental unit in accordance
with the Florida Statutes, which provides for the purchases of such
purchases without the necessity of procurement. (7)For On the Job
Training contracts, (8) For the placement of advertisements in the
two newspapers of general circulation in Polk County, Florida.
A failure to properly plan for procurement is not an emergency
under these rules.
In the event of an emergency or exigency a competitive
procurement must be initiated within two years of the purchase or
procurement. In other instances where a sole source procurement
was the method of decision making for a purchase an attempt to
solicit the goods or services through a competitive procurement
must be initiated within three years.
v. Sole source procurements require a cost or price analysis.
b) SMALL BUSINESS PURCHASES – ―Small Purchases‖ relate to the
procurement of goods and services, for which the aggregate cost is less
than $50,000.00. Purchases between $0 - $49,999.99 do not require a
formal request for proposals or bids.
i. Purchases of $0 - $24,999.99 shall require a minimum of two price
comparisons (verbal or written) of the cost of the item both of which
shall be documented and attached to the purchase order or the
procurement file for that item as appropriate. Vendor selection must
be based on vendor qualifications, product quality and availability,
and competitive price as stated in the written vendor quote as
solicited by Polk Works. This can be done by obtaining online
pricing, telephone quotes, etc. If the lowest priced item is not
purchased, there shall be a written justification included in the
Purchases of $25,000.00 - $49,999.99 shall require at least three
written quotes of the item, all of which shall be documented and
Polk Works – Region 17 Submitted on October 1, 2012 Page | 50
attached to the purchase order or the procurement file for that item
as appropriate. Vendor selection must be based on vendor
qualifications, product quality and availability, and competitive price
as stated in the written vendor quote as solicited by Polk Works. If
the lowest priced item is not purchased, there shall be a written
justification included in the procurement file.
c) BIDS AND FORMAL REQUESTS FOR PROPOSALS—Purchases
of $50,000.00 and above shall be publicly advertised and a formal request
for bids, proposals, or quotations shall be issued. Where the goods or
services are for the purpose of implementing grant activities, and not for
the day to day operations of the agency except as provided herein for Onthe
Job Training, GED Training and Employed/Incumbent Worker
Training, the decision to let an RFP or a bid shall be made by the
governing board, which is, the Polk County Workforce Development
Board, Inc., for their approval.
i. Previous proposers as well as entities, which have asked to be
included on the Polk Works proposer/bid list for various types of
goods and services, shall be notified that Polk Works is seeking
service providers. The requestor shall be responsible for
maintaining the proposer/bid lists.
Legal notices will be posted on the Polk Works website and shall
appear in at least one newspaper, of general circulation (the
Ledger, Polk County Democrat, Newschief, etc.) for three (3)
consecutive days whenever a formal bid/proposal is let. Potential
bidders will be given at least ten (10) working days to respond to
the advertisement if time permits.
Polk Works will accept proposals based upon the terms and
conditions of the RFP.
Proposals / bids submitted are received by Polk Works staff and
stamped with date and time of receipt.
v. Proposal/bid evaluation criteria are published with the RFP or bid.
The rating criteria include but are not limited to the following
Proposer‘s financial capability. Proposer‘s books and
records are kept in accordance with generally accepted
Reasonableness of the cost
Proposer‘s ability to meet performance goals.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 51
Proposer‘s record of past performance in the delivery of
goods or services.
Polk Works may conduct pre-award surveys where indicated.
RFPs and bids shall be reviewed by staff for responsiveness. Non
responsive proposers are notified in accordance with the RFP or
The President & CEO shall assemble review committees to rate
and rank proposals and bids. Generally review committees consist
of board members and or staff members who volunteer to serve in
that capacity. They may on occasion consist of members of the
community with a special applicable expertise.
Proposals to serve Youth must be presented to the Youth Council
which shall make recommendations as to funding in some cases to
the Polk Works Board of Directors.
x. Other proposals/bids for program services must generally be
presented to the appropriate Committee/Council who provides
oversight for that good or service. The committee then makes
recommendations for funding and in some cases selection to the
Polk Works Executive Committee for selection and approval.
Recommendations from the PWDB committees are submitted for
consideration to the Polk Works Board of Directors which makes
the final selection and approval determinations.
d) Purchases made based upon prices established by a State contract
administered by the State of Florida, Department of Management Services
still require further procurement actions, including cost analysis. When
making a purchase based upon a price established by a State contract,
the contract number, year and title shall be noted on the documents
maintained for the Polk Works procurement file.
e) Purchases made based upon a procurement made by another unit of local
government or a State Agency in the state of Florida still require further
procurement actions, including cost analysis. When making a purchase
based upon such procurement, a copy of the procurement should be
attached to the purchase order or the procurement file for that item as
appropriate. If the item was sole source procurement by the unit of
government or the state agency Polk Works may not rely on the
procurement unless it meets the NON COMPETITIVE SOLE SOURCE
requirements described above.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 52
f) Regardless of the amount of the purchase or the type of procurement a
―no-bid‖ shall be considered a bid for the purpose of receiving bids,
proposals and quotes. ―No bids‖ must be in writing on company letterhead
or submitted electronically by email.
g) Polk Works‘ staff initiating purchases shall seek out any available
discounts and credits.
B. ITEMS REQUIRING PRIOR STATE APPROVAL PRIOR TO PURCHASE
Annually the Finance Department shall submit a request to the state to
purchase items requiring prior grantor approval in accordance with Office of
Management and Budget Circular A-122 on the form provided by the state
pursuant to 05046 AWI Final Guidance on Prior Approval Procedures for
Selected Costs and Administrative Requirements, dated 03/08/05. This
request for approval must be followed by an appropriate procurement.
C. APPEAL PROCESS
Polk Works maintains an appeal process for anyone wishing to appeal or
protest an award which can be obtained from the Executive Office.
D. VENDOR LISTS
Where many entities can provide the same or similar goods or services, or
where no one entity can provide sufficient amounts of a good or service Polk
Works may follow publication requirements for procurements in excess of the
amount for small business purchases describing the goods or services sought
and based upon the responses received may establish a vendor list of all
interested providers. Polk Works may select from the vendor list on a rotating
basis, a ranked basis or based upon the entity which can best meet Polk
Works‘ needs as determined in the sole discretion of the Polk Works
E. COST OR PRICE ANALYSIS
1. A cost or price analysis shall be performed in connection with every
procurement. Cost comparisons and cost or price analysis are for the
purpose of ensuring that:
a) Public funds are spent economically and the cost is reasonable.
b) The funds expended are appropriate in relation to the need for the
c) Providers funded present the best services at the most favorable
Polk Works – Region 17 Submitted on October 1, 2012 Page | 53
2. Cost comparisons and cost and price analysis including pre-bid estimates
utilized for RFPs shall be documented in writing. Pre bid estimates may be
obtained by examining previous Polk Works‘ purchases of the same or
similar items as well as advertised costs of goods and services.
3. An annual price analysis to document reasonableness may be conducted
for goods and services ordered on an ongoing basis. In lieu of a price
comparison for each purchase an annual price analysis shall be
conducted for those goods and services purchased with regularity to
operate the organization. An annual estimate shall be made of the value
of the items to be ordered and the proper procurement in accordance with
section A.3 above shall be completed based upon the aggregate amount
estimated to be necessary
4. Preference, to the extent practicable and economically feasible, for
products and services that conserve natural resources and protect the
environment and are energy efficient
5. Positive efforts shall be made by recipients to utilize small businesses,
minority-owned firms, and women‘s business enterprises, whenever
possible. Recipients of Federal awards shall take all of the following steps
to further this goal
6. Contracts shall be made only with responsible contractors who possess
the potential ability to perform successfully under the terms and conditions
of the proposed procurement. Consideration shall be given to such
matters as contractor integrity, record of past performance, financial and
technical resources or accessibility to other necessary resources. In
certain circumstances, contracts with certain parties are restricted by
agencies‘ implementation of E.O.s 12549 and 12689, ―Debarment and
F. ETHICAL CONSIDERATIONS IN PROCUREMENT
1. In general, care shall be taken to avoid restrictions to competition in
the letting of bids and RFP‘s. Such actions include but are not limited
to the following:
a) Unreasonable requirements in order to qualify to do business.
b) Unnecessary experience and excessive bonding.
c) Noncompetitive pricing practices between organizations or between
d) Noncompetitive consultant retainer contracts.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 54
e) Organizational conflicts of interest.
f) The specification of a brand name or the description of a good or
service in a manner, which unreasonably restricts possible offerers.
g) Overly restrictive specifications.
h) Arbitrary actions in the procurement process
2. Polk Works has adopted a code of conduct related to the conduct of
procurements which is contained in Polk Works Policy 108. Polk Works
Board of Directors and staff must comply with State and Federal rules
and regulations governing the conflict of interest and appearance of
conflict of interest in the procurement process.
a) Employees, and proposer‘s / bidders must disclose the name of
any officer, director or agency who is also an employee of Polk
Works or the name of any Polk Works employee who owns, directly
or indirectly, any interest in the proposer‘s/bidder‘s business or any
of its branches. Such disclosure must be submitted in writing
addressed to the Polk Works President & CEO, no later than the
proposal/bid deadline. Where such disclosure is made the Polk
Works President & CEO shall present the matter to the Polk Works
Board of Directors for a final determination regarding the
b) Governing board members, current service providers and
prospective proposers shall not take part in the development of
specifications or the evaluation criteria which will be used to review
proposals and/or bids.
c) Governing board members, current service providers, and
prospective offerers who submit or intend to submit a bid or
proposal for goods or services may not sit on any review committee
considering or evaluating or voting on the award.
d) Regardless of the type of procurement if Polk Works desires to
enter into a contract with an organization or individual represented
on the PWDB, the contract must be approved by a two-thirds vote
of the entire board, and the board member who could benefit
financially from the transaction must declare their conflict and
abstain from voting on the contract. Board members must disclose
any such conflicts in accordance with the requirements of the
Florida Statutes and complete appropriate Conflict of Interest
Polk Works – Region 17 Submitted on October 1, 2012 Page | 55
e) During the proposal process proposers/bidders including entities
representing the proposers/bidders are prohibited from contacting
Polk Works Board of Directors or employees involved in the
procurement. Where such inappropriate contact occurs it shall be
referred to the Polk Works Board of Directors, the individual
contacted may not participate in the review or ranking process and
must disclose the contact to the full Board of Directors prior to the
vote on that procurement.
f) Polk Works‘ governing board members shall complete financial
disclosure forms required by the State of public officers on an
g) The acceptance or payment of gratuities, kickbacks, the provision
of confidential procurement information not made available to the
general public and improper communications in connection with the
procurement of goods and services is prohibited.
G. AUTHORIZATION TO APPROVE PROCUREMENT ACTIONS, TERMINATE
CONTRACTS AND TO SIGN CONTRACTS
The Polk Works President & CEO or the Vice President of Operations or
Finance when the CEO is out of the county is authorized to terminate
contracts, sign contracts, approve sole source procurements and take such
other actions as are necessary to assure the uninterrupted flow of business
for the organization.
H. EMERGENCY PROCUREMENT ACTION
The President & CEO may act for the Board of Directors in an emergency,
and has the authority to make purchases over $10,000.00 with a report to
the Polk Works Board of Directors after authorization of the procurement.
I. SPECIAL REPORTS
The President & CEO shall report to the Polk Works Board of Directors at
the next most convenient meeting following purchases $10,000.00 or more,
other than for On the Job Training, employed/incumbent worker training,
GED training, customized training employers and individual work experience
J. RECORD KEEPING
The Operations and/or Finance Department shall maintain a history of all
procurements. Records shall include mailing lists, the rationale for the
method of procurement, the selection process, responses, Requests for
Proposals, contract type, communications including rejection notices, the
basis for the agreement price and the selection or rejection of the award and
any other pertinent information. Documents may be attached to the
purchase order or the procurement file as appropriate. All records shall be
Polk Works – Region 17 Submitted on October 1, 2012 Page | 56
maintained for a period of five years following final payment and closure of
all pending matters.
Exceptions to this policy except as provided in this policy or any part thereof
must be approved by the President & CEO or his/her designee.
2. Describe the procurement process for purchasing goods and services in
the local area.
See procurement process outlined immediately above.
3. Identify (if applicable) the process to be used to procure training services
that are made as exceptions to the Individual Training Account (ITA)
4. Identify what system will be used to collect data, track and report local
performance measures and program activity.
Employ Florida Marketplace
5. Describe system/mechanism that will be included for consumer reporting.
Employ Florida Marketplace
D. Oversight Plan
―The local board, in partnership with the Chief Elected Official, shall conduct
oversight with respect to local programs of youth activities authorized under
Section 129, local employment and training activities authorized under section
134, and the one-stop delivery system in the local area.‖ [Sec. 117(d)(4)]
1. Identify the plan for conducting monitoring of sub-recipients (if
Polk Works contracts with a third party qualified firm that provides
programmatic and fiscal monitoring of workforce programs. The contracted
monitors conduct monitoring visits at least 3 times during the fiscal year.
Monitoring reports, along with the Corrective Action Plans are provided to the
Board, through the appropriate Council for full review and comment. The
Councils review the reports and address concerns to the Board staff and
Service Provider staff on a quarterly basis.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 57
2. Address how the Local Workforce Investment Board shall be engaged in
The structure of Polk Works‘ Administrative staff is such that each service
provider under contract is assigned a Contract Manager who is responsible
for providing direct oversight and technical support to the Service Provider for
the execution of workforce programs. The Contract Managers monitor
performance through the appropriate system (i.e. EFM, OSST) as well as
through monthly meetings with the Service Providers management. In
addition to monthly ―one-on-ones‖ with the Contract Manager and the Service
Provider manager, a quarterly performance meeting is conducted with the
Contract Manager and the Service Providers‘ top local manager and their
area manager to discuss successes, concerns and questions that have
surfaced during the quarter.
The Polk Works Board is also structured to provide oversight of program
activities. The top management of each Service Provider (One-Stop Operator,
Youth Services, and Business Services) is required to attend the appropriate
Board Council/Committee and report on performance over the quarter. The
Youth Development Council receives and reviews the quarterly performance
report of the Youth Leaders program. The Career Council receives and
reviews the quarterly performance report of the One-Stop Operator. The
Business Competitiveness Council receives and reviews the quarterly
performance report of the Business Services.
Polk Works contracts with a third party firm that provides programmatic and
fiscal monitoring of workforce programs. Monitoring reports, along with the
Corrective Action Plans are provided to the Board, through the appropriate
Council for full review and comment. The Councils review the reports and
address concerns to the Board staff and Service Provider staff on a quarterly
3. Describe evaluation tools used to assess effectiveness of services to
customers and ensure continuous improvement of the One-Stop
delivery system, including local satisfaction surveys (if applicable).
Job Seekers - Paper surveys are available for job seeker customers. The
customer places the surveys in a locked box and they‘re then removed by the
site manager. Survey results are compiled by a Customer Service Task
Force and shared at One-Stop staff meetings. Job seekers who have
submitted forms are invited to attend One-Stop Operator staff meetings for
The Polk Works Career Council reviews, on quarterly basis, all customer
concerns and addresses those concerns with the One-Stop operator. The
goal of this process is ensure that customer concerns are being addressed
Polk Works – Region 17 Submitted on October 1, 2012 Page | 58
timely and effectively and to determine if any workforce policy or procedure is
impeding staff‘s ability to deliver quality customer service to our customers.
E. Partner Involvement Pursuant to Florida law and policy, the funding of one-stop
core services and intensive services is to be determined by a local MOU between
the one-stop partners, and no one partner is presumed to be the sole source of
funding for any of the core services. Additionally, using youth formula funds at the
local level is to fulfill the mandate of providing universal services through the
network of One-Stop Career Centers. Providing services to youth ages 14–21
goes beyond the doors of the One-Stop Career Centers through partnerships with
schools, adult education centers, post-secondary education providers, juvenile
justice providers, community youth centers, health departments, and referrals from
a host of other organizations that provide workforce development related services.
1. Describe the relationship of the One-Stop Career Center with Job Corps
and the manner in which referrals are made.
Job Corps currently has a staff member co-located at the Winter Haven One-
Stop Career Center. Job Corps staff conducts regularly scheduled orientation
sessions at both the Lakeland and Winter Haven One-Stop Career Centers.
Potentially eligible individuals are referred to Job Corps by Polk Works
2. Describe partners’ involvement and role in the one-stop system.
Polk Works enjoys strong partnerships with both mandated and nonmandated
One-Stop partners. Through these partnerships, attempts are
made to minimize duplication of services and leverage resources to ensure
efficient use of funds in our region. All partners are allowed, encouraged and
applauded for participation in our quarterly Partner Management Team
meetings which allow full disclosure of each agencies services, successes
and concerns. Discussions at meetings include full engagement of partners
with various agency plans, participation on task forces and/or committees and
collaboration on grant opportunities that will benefit the region.
All partners are allowed and encouraged to become Tier 1 certified, providing
access to EFM and allowing partner agencies to make job referrals.
Several of our strategic partners serve on the Polk Works Board and/or the
Polk Works Youth Council.
Polk Works maintains an electronic distribution list of partners and uses it
regularly to inform partners of workforce activities, including job fairs, grant
opportunities, recruitment events, equipment availability through our disposal
Polk Works – Region 17 Submitted on October 1, 2012 Page | 59
3. Describe the partnership/involvement that the RWB will have or has with
the Florida Farmworker Jobs and Education Program (WIA Section 167
grantee) and how the local provider for this program will be integrated
into the one-stop system.
As a Significant Bilingual One-Stop Career Center, the Region works to meet
the Wagner-Peyser requirements for services to Migrant and Seasonal Farm
Workers and their dependents by partnering with the Polk County School
Board (PCSB), Florida Farmworkers.
The Farmworker Jobs and Education Program operated through PCSB will
recruit and assist eligible migrant and seasonal farmworkers and dependents
in achieving self-sufficiency through education and skills training. Forms are
to be completed by the PCSB staff for referral to One-Stop Career Center
Services provided include, but aren‘t limited to, job referral and placement,
WIA core, intensive and training services, assistance in translation services,
TABE testing and assistance in completing job applications.
In addition, staff operating this program with the PSCB, have the opportunity
to access Employ Florida to make job referrals. Should they desire this
access, the staff is required to take the Tier 1 certification and maintain the
15-hour certification credits required.
4. Describe the partnership/involvement that the RWB will have or has with
faith-based and community-based initiatives and how these entities will
be integrated into the one-stop system.
The Board has partnerships with both faith-based and community-based
organizations, cultivated through community outreach at various events and
through board members, staff and program participants.
Upon meeting with One-Stop Career Center staff, individuals referred from
partner organizations are referred to programs for eligibility determination.
Partner organization staff is familiar with the services offered by Polk Works.
In turn, partner organizations will be available to conduct training to Polk
Works‘ staff on the issues faced by the individuals served by the partner.
In addition to this communication, our partner agencies also have the
opportunity to have access to Employ Florida to make job referrals. Should
they desire this access, partners are required to take the Tier 1 certification
and maintain the 15-hour certification credits required for all Polk Works staff.
5. Describe local use of the Partners Meeting in aiding with the oversight
and function of the local one-stop system.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 60
Partner meetings are held quarterly. An agenda is developed, with input from
the partners. As an ongoing agenda item, at each meeting, each partner is
given the opportunity to highlight any program success or special needs. At
least one partner is showcased during each partner meeting.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 61
PLAN SECTION II
Section II – Local Operational Plan, requires RWBs to describe how each individual
program, using the funds allocated under each specific title, will align with and
implement the strategies and vision outlined in the Strategic Plan section. Where the
Strategic Plan section must discuss local plans and resources for an aligned and
integrated workforce system, the Local Operational Plan section must discuss how
various participant groups will be served by the programs included in Strategic Plan
Polk Works – Region 17 Submitted on October 1, 2012 Page | 62
Wagner-Peyser is a labor exchange program that brings together individuals who are
seeking employment and employers who are seeking employees. The State shall
administer a labor exchange that has the capacity to assist job seekers to find
employment; to assist employers in filling jobs; to facilitate the match between job
seekers and employers; to participate in a system for clearing labor between the States,
including the use of standardized classification systems issued by the Secretary of
Labor under Section 15 of the Act; and to meet the work test requirement of the State
Unemployment Compensation system.
Self-services are available to all job seekers and employers. Services may be
accessed from computer workstations at One-Stop Career Centers and personal
desktop computers through the Internet. In addition to accessing information
electronically, customers can choose to receive information in more traditional forms
such as printed material which will be available at One-Stop Career Centers. Attach a
copy of the local operating procedure for the following processes.
1. Describe how Section 7(a) of the WIA will be implemented in the local One-
Stop Career Centers. The description must include job search and placement
services to job seekers, including counseling, testing, occupational and labor
market information, and referral to employers; recruitment services and
special technical services for employers, including on-site employer visits;
and One-Stop Career Center plans for meeting the requirement of the basic
labor exchange system, including a narrative of how the local center will
match job seekers and employers. (V.G.1.a)
At the One-Stop Center, Core and Intensive services will be provided by the One-
Stop Operator, Polk Work‘s customer service staff, and DEO staff hereafter referred
to as One-Stop Center staff. One-Stop Center staff will present the delivery of
services as a seamless system. In striving to provide the best services to individuals,
the following guidelines will be followed in carrying out this policy.
CORE SERVICES: Core services are to be provided to all individuals who are
primarily seeking employment assistance, both self-service and assisted. Individuals
are registered in Employ Florida Marketplace (EFM). Core services may include but
not be limited to the following:
Orientation to the services available through the One-Stop Center for all
Outreach, recruitment and intake
Initial assessment of skill levels, aptitudes and abilities in order to determine
Matching of employer job requirements and screening for supportive service
Polk Works – Region 17 Submitted on October 1, 2012 Page | 63
Job search and placement assistance, including job workshops, job referrals
and job development
Provision of employment statistics information which includes job vacancy
listings in the local, regional and national labor market areas
Information on job skills necessary to obtain the jobs described in the
statistics and information relating to local occupations in demand and the
earnings and skill requirements for such occupations
Provision of information regarding the performance of the Board in regards to
the performance measures and any additional performance information with
respect to the Board‘s One-Stop delivery system
Provision of accurate information relating to the availability of supportive
services, including childcare and transportation available in Polk County, and
referral to such services, as appropriate
Provision of information regarding filing claims for unemployment
Assistance in establishing eligibility and determination for all programs and
provide follow up services for individuals as applicable.
INTENSIVE SERVICES: Intensive services will be provided to individuals who meet
the eligibility requirements of the selected program and are determined suitable for
the designated program; are unemployed, unable to obtain employment through
core services provided; or are employed, but who are determined to be in need of
intensive services in order to obtain or retain employment that allows for selfsufficiency.
Intensive services may include but are not limited to the following:
Development of an Individual Employment Plan via EFM System to identify
the employment goals, appropriate achievement objectives, and appropriate
combination of services.
Short-term pre-vocational services, including development of learning skills,
communication skills, interviewing skills, punctuality and professional conduct
to prepare individuals for unsubsidized employment or training;
Assistance in filing for training financial aid
Work assignment where appropriate
Case management for those seeking training and for all TANF and Welfareto-Work
Individual, group and career counseling
Referrals to One-Stop partner agencies for needed services as determined by
Comprehensive and specialized assessment of the skill levels and service
needs which may include but is not limited to diagnostic testing, use of
appropriate assessment tools and in-depth interviewing.
TRAINING SERVICES: Training services are designed to equip eligible individuals
to enter the workforce and retain employment. These services will be provided by
Board approved providers or other special grant programs. Performance information
and program cost information on eligible training providers will be provided (for
Polk Works – Region 17 Submitted on October 1, 2012 Page | 64
individuals deemed appropriate for training services.) *Training services may be
provided only for individuals who:
Are eligible for intensive services, but were unable to obtain or retain a
suitable job after receiving such services (at a wage equal to or greater than
the current ‗self-sufficient‘ wage); after an interview, evaluation and
assessment by the Career Specialist, he/she have been determined to be in
need of training services; and have the qualifications to successfully
participate (appropriate TABE scores, interest and aptitude) in the selected
program of training services
Select programs for training services that are directly linked to Polk County
high skill/high wage employment opportunities or similar opportunities in other
geographic areas for which the individual is willing to relocate
Applied for financial aid from the Pell Grant and other available financial
Agree to apply Pell grant as the priority funding source for training expenses
and understand that if ITA eligible, the ITA will be used as the secondary
Are determined to be eligible in accordance with the priority system or are
determined to be a candidate directed to other special programs.
The Polk Works Business Services Division provides employer services based on
the needs of the employer.
Employers may directly post an order online at www.employflorida.com or contact
the Polk Works Business Services Division, providing information for the staff to post
the order. In either case, the Business Services Division ensures that the posting
complies with federal and state laws and guidelines, as well as local operating
When the job posting is entered, the employer can indicate how the candidates
should be recruited, via telephone, fax, e-mail, self-referral or referral by Wagner-
Peyser staff, etc. While the job posting is online, the staff of Polk Works and its
providers may refer to the job order, job seekers with experience matching the job
requirements, skills and attributes. The referral can be a result of a job seeker
request, or as the result of candidate search completed by Polk Work‘s staff or its
providers. In completing a job match, the staff will review the requirements stated by
the employer, and search the job seeker database by ONET code, key words,
education level or other data fields that meet the employer‘s needs.
Business Services Staff will remain in contact with the employer while the job order
is online. The job posting will remain online until the employer notifies otherwise.
When the employer indicates the position is filled or no longer needed, information
provided by the employer regarding the status of the order, and the referral hired,
will be entered into the database.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 65
Special recruitment services are available, and dependent upon the needs of the
employer. If an employer has special recruitment needs, such as recruiting for a new
facility, recruiting candidates for hard-to-fill job orders or recruiting for a new product
or service added to their organization, Business Services Staff may provide
customized recruiting assistance such as hosting a recruiting event at the One-Stop,
or assisting the employer with a recruiting event at their specified location. The
services may also include the distribution and collection of employment applications
at the One-Stop and candidate testing.
The Business Services Division hosts at least two brick and mortar job fairs and
three virtual job fairs annually. Employers for both types of job fairs represent a wide
range of industries.
In the event an employer anticipates or has a reduction in workforce, the Reemployment
Emergency Assistance Coordination Team (REACT) is available to
provide guidance to the employer. REACT services for the employees include, but
aren‘t limited to counseling to provide them with critical information on filing for
unemployment, using the One-Stop services and obtaining training funds.
Program Policies ~ One-Stop Seamless Service Delivery Policy
2. Notice of the strike or lockout is required for applicants who are referred to
positions that are not affected by the strike. Describe the One-Stop Career
Centers’ procedures to ensure that applicants will not be referred to a job at a
company that is on strike or lockout status for a particular position. (V.G.1.b)
When working with a company that is in strike or lockout status and the company
has current job openings listed in the EFM system, job orders will be placed on hold
for those positions covered by the strike or lockout. In addition, notice is provided to
those applicants who may be referred on openings not affected by the strike or
lockout status of this company.
3. The One-Stop Career Centers will not be prohibited from referring an applicant
to the private employment agency as long as the applicant is not charged a fee
by the private agency in accordance with the Wagner-Peyser Act, Section
13(b)(1). Describe the procedures to ensure that applicants referred to private
employment agencies will not be charged a fee. (V.G.1.c)
When reviewing job openings from private employment agencies in EFM, the
Business Services staff question the employer to ensure that applicants referred to
these positions by the One-Stop (self-service or assisted) are not charged a fee, and
a statement to the effect of ―This is a no fee staffing agency‖ will be included in the
4. The One-Stop Career Centers may, from time-to-time, advertise in the
newspaper for hard-to-fill job openings which pay up to $50,000 per year as
Polk Works – Region 17 Submitted on October 1, 2012 Page | 66
part of the overall economic development effort of the State of Florida. For
jobs above this level, the One-Stop Career Center will seek prior approval in
accordance with the Wagner-Peyser Act, Section 13(b)(2). Describe the
procedures to ensure that the One-Stop Career Center will seek prior approval
from the DEO to advertise hard-to-fill job openings which pay over $50,000 per
If the One-Stop Center wishes to advertise for hard-to-fill job openings with a salary
of over $50,000 annually, the first step would be for a recommendation from the
Business Services to be brought to the attention of the RWB Administrative staff and
President & CEO who would then follow the procedure of seeking prior approval
from the Department of Economic Opportunity, in accordance with the Wagner-
Peyser Act, Section 13(b)(2). However, given the wide exposure to job listings
provided by the Employ Florida Marketplace system, it is unlikely that such approval
would be sought other than in extraordinary situations.
5. Describe how counseling services (under Section 7(a)(1) and Section 8(b) in
the WIA of 1998) will be delivered to Wagner-Peyser program job seekers
Wagner-Peyser program job seekers needing basic employability skills counseling
are provided those service by One-Stop Career Center staff on a one-on-one or
group basis. These services are provided during the interview/referral process,
through employability skills workshops, or through the referral to internal or external
One-Stop partners, or to appropriate community based agencies.
6. Identify the screening process for referrals to job openings on suppressed job
orders, include a narrative of how the local centers manage the Referrals
Pending Review list (V.G.1.j)
Job seekers who select suppressed job orders from Employment Florida
Marketplace are screened by One-Stop Career Center staff against the employer
requirements listed in the job order. Job seekers who do not meet the stated
requirements may be directed to other jobs for which they have the required
qualifications or to other appropriate services. For the Referrals Pending Review
(RPR) list, the Employment Service Representative (ESR) will review requirements
of the job order then will attempt to contact job seeker either by email or EFM
contact to advise them of how to apply for the job and then delete the job seeker
from the RPR list. After the contact with the job seeker is made and is deleted, a
case note is made in the job seekers‘ file explaining that contact was made
concerning the job he/she is seeking and how to apply for the stated position.
A. Reemployment Services
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1. Describe the reemployment services that will be provided to
unemployment insurance claimants. Include a narrative about how the
region will serve the reemployment and training needs of (V.G.1.f):
Priority Re-Employment Planning claimants
Reemployment and Eligibility Assessment (if applicable) claimants
The One Stop Centers provide access to resource room computers for the
purpose of filing claims via the Internet (www.FLUID.com). It also provides
Reemployment services to UI claimants. The PREP services being provided
are coordinated with the REA services including: initial assessment, LMI, and
a written IEP and may include, as appropriate, resume assistance, job
search, employment counseling and referral to other services. The EUC-RES
program focuses on those individuals on extended UI benefits focusing on
orientation, assessment, LMI, and Work Search verification.
Local Operating Procedures ~ Providing Re-Employment
Services to UC Customers
2. Describe how the RWB will use the scores obtained from the initial
skills review (ISR) to provide employment and training services to
Reemployment Assistance claimants. (V.G.1.g)
Staff will utilize the career matching tool within the ISR to determine
occupations that match the identified scores. Once the list of occupations has
been generated, staff will cross-reference with EFM the available jobs in
selected industries that are of interest to the customer. If the customer meets
the requirements of the job order, then a referral will be made. If there is a
gap and customer expresses an interest in the occupation, they will be
referred to WIA for training determinations.
3. Describe how the RWB will administer the unemployment insurance
work test and how feedback requirements (under Sec. 7(a) (3)(F) of the
Wagner-Peyser Act) for all Unemployment Compensation claimants are
Claimants who are screened through the One-Stop Career Center and are
matched to job openings which meet the UI work test and who refuse to
accept those referrals are reported in accordance with the UC Communiqué.
In order to manage UC customers at the One-Stop Career Center, an EFM
and Unemployment Work Search Quick Start guide is provided to customers.
This guide has instructions on registering, resume building, job search and
automatic work searches. The purpose of this guide is two-fold. First, it adds
value to the services provided in the resource room and by the Career
Specialist. Then, it instructs clients on how to create automatic work
searches (alerts) that will run daily. This function will allow users to set up
Polk Works – Region 17 Submitted on October 1, 2012 Page | 68
more than one alert based on different occupational titles and other
requirements. It also provides the Career Specialist with an opportunity to
provide a service in lieu of 5 work searches, while training the job seeker on
4. Describe how the RWB plans to serve claimants seeking to fulfill the
weekly work search requirement by meeting with One-Stop Career
Center staff. (V.G.1.h)
Claimants who are screened through the One-Stop Center and are matched
to job openings which meet the UI work test and then refuse to accept those
referrals are reported by UC Communiqué. In order to manage the UC
customer at the One Stop an EFM and Unemployment Work Search Quick
Start guide provides customers with instructions on registering, resume
building, job search and automatic work searches. The purpose of this guide
is two-fold. First, it adds value to the service provided in the resource room
and with the Career Specialist, by instructing clients to create automatic work
searches (alerts) that will run daily. This function will allow users to set up
more than one alert based on different occupational titles and other
requirements. It also provides the Career Specialist with an opportunity to
provide a service in lieu of 5 work searches, while training the job seeker on
B. Rapid Response
The rapid response unit is the State’s central point for identifying layoffs
and plant closings. This includes receiving the Worker Adjustment
Retraining Notification notices from employers as required by federal law.
Key strategies in Florida’s system are to provide occupational information
and skills training to include incumbent workers who are at risk of losing
their jobs and to provide immediate reemployment assistance for
dislocated workers. These efforts are intended to enable workers to make
the transition to new employment as quickly as possible and to lessen the
period of unemployment, thereby decreasing the need for unemployment
compensation and other supportive service benefits for workers.
1. Describe the procedures for the following rapid response activities and
attach a copy of the local operating procedures for the rapid response
The Polk Works Rapid Response Coordinator serves as the initial point of
contact for receipt of Worker Adjustment and Retraining Notification Act
(WARN) notices, as well as notification of lay-off activities not subject to
WARN that may be obtained through the media, workforce partners,
employers or staff. The Coordinator receives the information and
disseminates it to appropriate partners, particularly the DEO and WIA One-
Polk Works – Region 17 Submitted on October 1, 2012 Page | 69
Stop Career Center Staff who will assist in the delivery of services. The
Coordinator makes the initial contact with the employer to advise them of the
services available and coordinates the activities of the REACT staff in the
delivery of those services that include but aren't limited to labor market
information, eligibility determination, assessment, career counseling and
training. In the event they are unable to reach the employer by telephone, a
letter will be e-mailed.
Polk Works routinely provides rapid response services to employers laying off
20 or more workers. When a layoff is smaller than 20 workers, REACT
packets are delivered to the employer and the affected workers can be
directed to the nearest One-Stop Career Center, or a member of the REACT
staff will make a presentation to the affected workers.
Rapid Response services are also made available to affected workers when a
Trade Act petition is filed
Attached: Local Operating Procedures ~ REACT
2. Describe the process for meeting the minimum service level and Equity
Ratio Indicators (see the Employ Florida Marketplace System at
Arranging on-site employer/employee visits and informational
As soon as a WARN notice is received, the Rapid Response Coordinator
will call the contact person for the employer to briefly discuss services
available and schedule a meeting. If the Coordinator is unsuccessful in
reaching the employer by telephone, they will e-mail the contact person a
letter. During the meeting the Coordinator will provide detailed information
on the REACT process and offer Rapid Response services at a time and
location that meets the employer's needs; the employer's place of
business, One-Stop Career Center or other location.
Developing rapid response visit reports;
At the meeting with the employer and other interested parties, the Rapid
Response Coordinator will gather information to complete the On-site
Rapid Response Visit Report. The Coordinator will then complete and file
the Rapid Response Visit Report.
Administering employee surveys;
Polk Works – Region 17 Submitted on October 1, 2012 Page | 70
Upon arrival at the Rapid Response, employees will sign the sign-in sheet
and will be given a Rapid Response packet which includes the Employee
Survey. They will be instructed to complete the survey and return it at the
end of the session. Information from the surveys will be used by Polk
Works' staff to schedule appointments that will address the employee's
needs for education, job training, or re-employment services.
Developing event response plans;
Rapid Response is scheduled in cooperation with the employer. The
number of workers to be impacted, the skills of the employees, labor
market information and the services requested will determine the
response plan. Response plans may include, but aren't limited to the
o Presentations to effected workers explaining workforce services
o Assistance to the workers in filing Unemployment Compensation
o Direct job referral and placement services
o Arranging job Fairs and other special employment events
o Referral to community agencies for supportive services
o Information on training opportunities
o Use of a Mobile One-Stop
Coordinating reemployment services with One-Stop Career Centers;
As soon as the date, time and location have been confirmed with the
employer, an e-mail is sent to Rapid Response Team members and other
partner agencies to notify them of the event. The Rapid Response Team
meets with employees prior to the layoff. The employees are provided with
information on the full range of One-Stop Career Center services, the
orientation process and how to schedule individual appointments for the
various services offered through the One-Stop Career Center. Affected
workers residing outside of Region 17 can be directed to their nearest
One-Stop Career Center.
Reporting the employment situation of State employees;
If an agency experiences a layoff and the employee cannot be placed
internally, the agency will report the layoff to the DEO who will notify the
Region of the impending layoff. The Rapid Response Coordinator will call
the agency contact person to set up a meeting to discuss available
Polk Works – Region 17 Submitted on October 1, 2012 Page | 71
Services available to state employees are as stated above for the region‘s
Rapid response-related performance measures and goals;
Rapid Response activities are carried out in accordance with Workforce
Investment Act Regulations. Polk Works ensures that rapid response
activities are appropriately and timely provided to all workers, including
trade-affected individuals, employers and communities throughout Region
It is the goal of Polk Works for the affected worker to re-enter the
workplace in the shortest period of time possible, at wages comparable to
or higher than their previous job.
Rapid response dislocated worker unit staffing;
Service delivery to the Dislocated Worker is provided by WIA Career
Counselors. All WIA Career Counselors are fully trained to assist
The Region‘s Community Outreach Coordinator responds to media
inquiries and disseminates public information for the Workforce Board.
Employers are also made aware of Rapid Response services through the
outreach efforts of Business Services.
3. Describe the process used to ensure that rapid response assistance
and appropriate core and intensive services as described in Section 134
of the WIA are made available to all dislocated workers, including for
those whom a petition for TAA has been filed.
To ensure that appropriate services are available to all dislocated workers
and TAA eligible participants. At the REACT Event the following services are
explained to the affected workers:
One-Stop Career Center Resource Room services
Employability skills training
Job seeking assistance
Labor market information
Polk Works – Region 17 Submitted on October 1, 2012 Page | 72
Employ Florida Marketplace
Unemployment claims filing
Services through United Way
Assessment of the affected workers through he Dislocated Worker
Transitional Reemployment Services Survey
Follow-up with affected workers to ensure they are receiving services
needed to become re-employed.
C. Business Services
Business partnerships are essential to training Florida’s workforce to meet
the current and future needs of diverse business sectors. The workforce
system has successfully partnered with business and industry. Current
employer penetration data indicate a tremendous opportunity exists to
develop additional business partnerships. Both business and workforce
have a vested interest in partnering. Ease of access to Florida’s workforce
services via the Employ Florida Marketplace is just a start. Provide a
description of the processes for implementing the following business
services strategies in the region. Attach a copy of the local operating
procedures for the following processes:
1. How the region will aggressively market/communicate, internally and
externally, the workforce business value proposition to significantly
increase awareness and stimulate workforce system usage (including
the Employ Florida Marketplace) (V.G.16a)
Our Business Services Team is made up of three Business Service
Consultants and three Local Veteran Employment Representatives
(LVERs) each covering a specific geographic area based on population
density. The assigned areas include the Northeast quadrant of Polk
County, the Lakeland area in the western quadrant and the entire southern
area of the county. Our Business Service Consultants along with their
veteran counterparts schedule visits to new and existing employers in order
to educate them on the full range of services available to them including
Employ Florida Marketplace (EFM). For employers who are unfamiliar with
EFM, staff provides hands on instruction on registering and posting job
orders. This instruction includes searching EFM for viable candidates for
job openings. Each employer is given a Business Services Portfolio, and
follow-up visits are scheduled. Employers are encouraged to use our Polk
Works One-Stop Career Centers for in-house recruiting events which are
promoted through candidate file searches, event flyers, the Polk Works
website, Facebook and Twitter. In addition, the recruiting events are sent to
our Polk Works partners. Every opportunity is taken to communicate our
services and increase awareness through speaking engagements at civic
and community organizations, chambers, and Mid-Florida SHRM.
Community Forums are also conducted throughout the county.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 73
2. Describe how employer services will be delivered/conducted to
employers (including agricultural employers), such as employer visits to
obtain job orders for veterans, MSFWs, and other job seekers (V.G.16.b)
Business services are conducted by staff members across various funding
streams. The Local Veterans‘ Employment Representative takes the lead in
developing relationships with government contractors and in developing
employment opportunities for veterans. As the Winter Haven One-Stop
Career Center is a significant MSFW One-Stop Career Center, the MSFW
outreach specialist takes the lead in developing job opportunities with
agricultural employers. A Ticket to Work/Disability Coordinator and Displaced
Homemaker Career Specialist focus their efforts on opportunities for
individuals with disabilities and displaced homemakers respectively. To
facilitate the sharing of information, these staff, along with staff from the Youth
Program, WIA, and Business Services, meets regularly to collectively develop
an outreach plan that includes joint employer visitations. New and expanding
businesses, businesses in targeted industry clusters, and those that hire a
significant number of job seekers through EFM are frequently visited by the
various outreach staff.
3. Describe the process the One-Stop Career Center uses in conducting
recruiting agreements and job fairs. (V.G.1.k)
Recruiting agreements are formal written agreements which are developed
with employers and define how job referrals, testing, or other employment
related requirements are to be handled for each agreement. The
Businesses Services staff is responsible for establishing these agreements
and ensuring that the services outlined and agreed upon are provided by
the appropriate workforce system staff. Periodic follow-up is done to
update and review these agreements.
Job Fairs are organized and coordinated by Business Services staff, in
conjunction with Wagner-Peyser and VET staff as well was One-Stop Career
Center staff and partners when the job fair is initiated through the One-Stop.
The One-Stop Career Center staff may also participate as a partner in job
fairs initiated by other entities. In either case, notices are distributed to the
partners in the One-Stop Career Centers, on Polk Works‘ website, through
public service announcements, and are then provided to One-Stop customers
– these notices can be flyers or electronic notices.
4. Describe how the region will identify and evaluate the most effective
local Business Services team. (V.G.16.c)
Polk Works – Region 17 Submitted on October 1, 2012 Page | 74
Business services are evaluated based upon feedback received from their
involvement with area businesses, in local programs and services. In addition,
services are compared to other regions to determine whether or not additional
steps can be taken to reduce paperwork, streamline processes, and make the
delivery of services more easily accessible to the customer. Customer
satisfaction surveys are provided to employers to obtain feedback following all
events. Our best means to determine effectiveness and usefulness is to
interact with the business community, discuss services received, and to
determine whether or not services are meeting their needs.
5. Describe how the region will institutionalize and replicate proven
outreach tactics, core processes and performance matrices (V.G.16.d/e)
Polk Works Business Services has developed key objectives for the Region‘s
outreach efforts, which include education and awareness of Polk Works‘
services and programs, networking, speaking engagements.
Each Business Services Representative is responsible for attaining specific,
measurable goals toward the attainment of the stated objectives according to
the following: Education and awareness of Polk Works‘ services and
programs; Developing a 30 second elevator speech; Networking with
employers to generate employer and candidate leads; Speaking
engagements, through local Chamber of Commerce groups, Rotary, Kiwanis,
The following have been adopted as best practices for meeting the stated
Annual Exploratory Meeting To be conducted with employers that have 100
or more employees to determine whether or not
we are meeting their needs, and identify areas
in need of improvement. This group of
employers is targeted because it has the
greatest chance of posting jobs above the
Each staff member is a 30 second elevator
speech in preparation for the question, ―What
do you do?‖ when in the community.
Polk Works Board Recruitment
Begin building and maintaining a PowerPoint
presentation database with a customizable
presentation for each Business Services
Target leadership that represents both social
and business markets
Polk Works – Region 17 Submitted on October 1, 2012 Page | 75
500 Employer Visits 40% = 200 employer visits to be new employers
40% = 200 will place job listings with Polk
information for each contact entered into EFM
within 1 week of contact
Polk Works eNewletter The Business Services responsible for (1)
educational or community information piece per
Annual Breakfast/Best Places
Polk Works Annual Report
State of the Work Force Summit
Employer Roundtable Events
Host and coordinate 2 job fairs annually (1 of
these to be veteran focused)
All materials, flyers, fax cover sheets, business
cards and business media distributed will be
subject to the review and approval of the
Community Outreach Coordinator
Plan, manage and host in August annually
Track, manage and produce data relative to
and required in the Polk Works Annual Report
Plan, manage and host in January annually
Requisition, coordinate and host 8 employer
roundtable events – topics relative to current
Each staff member is responsible for the image
of Polk Works Business Services. Every
opportunity to join a reputable networking
and/or professional organization; i.e. Chamber
of Commerce, Rotary, Kiwanis, Mid-Florida
SHRM and Florida Public Relations Association
should be taken. Whenever possible, staff
should obtain a leadership position within these
Will develop 50 job opportunities for training
participants to be placed by Polk Works
contracted service providers.
Determine and negotiate quality agreements
which best fit potential employers
Communicate with, and involve One-Stop staff
in Business Service Unit initiatives, agreements
and events as they arise - Support One-Stop
Polk Works – Region 17 Submitted on October 1, 2012 Page | 76
Employer Recruiting Events Will partner with employers and organize 36
recruiting events annually
6. How the region will expand outreach and availability of the following
value-added, business-focused training programs:
Incumbent Worker Training;
Quick Response Training;
Employed Worker Training
Trade Adjustment Assistance
Through its outreach efforts, Business Services informs employers of the
Incumbent Worker Training (IWT), Quick Response Training (QRT),
Employed Worker Training (EWT), On-the-Job Training and Trade
Adjustment Assistance (TAA) programs.
Outreach efforts include employer visits, distribution of a monthly
electronic employer newsletter, use of Twitter, FaceBook and e-mail
blasts, publication of training awards in the Region‘s annual report, and
promotional efforts through local Chambers of Commerce, business
organizations, Partners, and community events.
The IWT and QRT application process and contract administration are
administered through WFI. The Region is notified by WFI when they
award a training grant to an employer in the region. Business Services will
then contact the employer offering its services.
The Business Services staff will assist the employer in identifying the
appropriate grant for which to apply and assist the employer in the
application process. Availability of training grants will be expanded in as
much as the budget allows.
In partnership with economic development organizations, how will
the region build on existing or establish local, industry-specific
workforce business consortiums (V.G.16.f)
Polk Works Business Services works closely with all of the economic
development organizations in the region including, the Central Florida
Development Council, Lakeland Economic Development Council, Bartow
Committee of 100, Winter Haven Economic Development Council and the
various Chambers in order to share information and collaborate with the
council to serve the employer community. In addition, Business Services
partners with Polk State College – Corporate College to discuss and
evaluate the needs of industry.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 77
7. How the region will prioritize target industry clusters by One-Stop
Career Center; (V.G.16.g);
The Business Outreach Team and all key outreach program staff meet
regularly so that they are knowledgeable about all industry clusters. Staff has
been trained in each cluster. In addition, all outreach program staff receive a
copy of the SRA Cluster Study conducted by Central Florida Development
Council for Polk County, becoming the knowledge experts. As jobs are
posted, team members identify qualified job seekers to fill those job postings.
In addition, customers interested in training are encouraged to explore
training within those industry clusters in addition to other areas identified on
the regions‘ Targeted Occupations List.
8. Describe how the region will provide a platform for creation or technical
input of industry specific training programs—leverage expertise of
strategic partners (Education, Training Providers) (V.G.16.h)
Polk Works President & CEO and staff serve on several local Boards charged
with policy development for workforce and education programs. As a member
of the Employ Florida Banner Center for Advanced Manufacturing, Polk
Works‘ CEO helps to strategically direct employment and training initiatives
that are aligned with current supply and demand trends of the workforce.
Ensuring that the skills of Florida manufacturing workers keep pace with new
technology is the chief goal of the Employ Florida Banner Center for
Advanced Manufacturing. The Banner Center – located at Polk State College
– is a consortium of academic, workforce, economic development and
Polk Works is also represented on the Polk State College Corporate College
Advisory Board as well as the Lakeland Economic Development Council‘s
High Skill/High Wage Committee. These boards focus on strategically
promoting critical industry sectors and high skill/high wage jobs through
collaboration with employment, education and economic development.
Membership on these boards include business partners in various industry
sectors who come together for the purpose of enhance, expanding and
growing their workforce through training.
The President & CEO also serves on the Board of Directors of Central Florida
Development Council as well as the Lakeland Area Chamber of Commerce,
enabling Polk Works to strategically assist with business development and
9. Describe how the region will institutionalize local, regional and
statewide ―voice of the customer‖ business forums to keep abreast of
Polk Works – Region 17 Submitted on October 1, 2012 Page | 78
current and emerging workforce needs (e.g., through Employ Florida
Banner Centers and other similar business-led initiatives) (V.G.16.i)
Information acquired through Florida‘s Banner Centers will be distributed to
local educational institutions, business leaders, the Region‘s Board of
Directors and economic development entities. The information will be
reviewed and, if possible, adapted into local programs and initiatives if
approved by the entity responsible for those revisions.
Business forums are designed to listen to our customer, local businesses, to
determine future endeavors. Information received from local entities will be
provided to the Region‘s Board of Directors through standing committees for
their review and final action in regard to local programs for which they have
Business Service Unit staff are members of local, regional or statewide
business forums or attend meetings to stay abreast of current and emerging
workforce needs. These include Chamber of Commerce, Mid-Florida Society
for Human Resources Management, Economic Development Organizations,
the Polk Manufacturer‘s Association, Career Academies, etc.
10. Describe how the region will increase workforce awareness via visibility
at target industry specific events (V.G.16.j)
Increased workforce awareness will be accomplished by Business Services‘
participation and sponsorship of industry events and meetings for input on the
needs of the workforce. Business Services participates in the Polk
Manufacturing Association to address the needs of the manufacturing
employers. Local job fairs and recruiting events are organized as needs are
identified by job seekers and/or employers. In addition, Business Services
promotes workforce awareness at our Community Forums, chamber of
commerce and economic development events.
11. Showcase successful workforce/business partnerships at local
economic development business events. (V.G.16.k)
Polk Works Business Services sponsors an annual State of the Workforce
Summit. This summit offers company executives, education partners,
community leaders, human resource professionals and the general public
cutting edge information about topics in business and their impact in today‘s
In addition, we will continue to showcase our workforce/business partnerships
at local economic development events by:
Polk Works – Region 17 Submitted on October 1, 2012 Page | 79
Hosting round tables facilitated by experts from the business and
economic development arenas, to share the latest information on
employer issues and challenges.
Showcasing our work at various community events
Disseminating press releases that showcase our workforce/business
partnerships to media outlets
Using social media to put a spotlight on our work with local employers and
Polk Works – Region 17 Submitted on October 1, 2012 Page | 80
MIGRANT AND SEASONAL FARMWORKERS (MSFW)
Outreach and Services
Review required for significant MSFW One-Stop Career Centers
The Wagner-Peyser Act contains specific requirements for services to MSFWs as
outlined in 20 Code of Federal Regulations (CFR), Part 651, 653 and 658 Services for
MSFWs. These regulations require each significant MSFW One-Stop Career Center to
develop an Outreach Plan designed to contact MSFWs not reached by usual One-Stop
Career Center intake. The Outreach Plan should reflect the policies contained in 20
CFR, Part 653,
Subpart 3, Section 653.107 and its specific guidelines for completing the Outreach Plan.
Significant bilingual One-Stop Career Centers:
Belle Glade One-Stop Career Center—RWB 21
Bradenton One-Stop Career Center—RWB 18
Port Saint Lucie One-Stop Career Center—RWB 20
Homestead One-Stop Career Center—RWB 23
Immokalee One-Stop Career Center—RWB 24
Plant City One-Stop Career Center—RWB 15
Quincy One-Stop Career Center—RWB 5
Sebring/Wauchula One-Stop Career Centers—RWB 19
Winter Haven One-Stop Career Center—RWB 17
If the region has local operating procedures for serving MSFWs, please provide a copy
to the attachment section of the plan. Each MSFW outreach specialist is required to
have a minimum of five "quality" contacts of MSFWs per staff day. A quality contact is
defined as a contact with an MSFW where a reportable supportive service is provided
and documented with the MSFW's name and social security number. The requirement
of five MSFW contacts per staff day applies only to the MSFW outreach specialists and
not to other staff resources utilized.
1. Describe the process for providing the required services and activities, such
as outreach to the MSFWs, Agricultural Employers, and employer job orders.
We maintain a partnership with community groups, public agencies and advocacy
groups interested in the welfare of the agricultural workers and employers. We are in
close contact with the Department of Licensing, who is in contact with the crew leaders.
The Region‘s MSFW program includes access to all services available at the One-Stop,
job development, OJT, pre-screening and referral to non-ag job orders, job search
workshops, referral to support services, referral to ESOL and GED, career guidance
and WIA training programs. Partner agencies in the region that consider interagency
referral and provide service to the MSFW population concurrently include: Farmworker
Jobs & Education program, Children & Families Services, and the Polk County School
Board Head Start Centers.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 81
During the season (October thru June), the outreach worker is out of the office
approximately 80% of the time conducting outreach services. The MSFW outreach
worker explains the complaint system, provides brochures and information on
partner programs, interagency referrals, referrals to other organizations serving
MSFWs and a basic summary of farmworker rights with respect to the terms and
conditions of employment.
Also provide the following:
Assessment of Needs must include a review of the agricultural and MSFW
activity in the area and an assessment of the challenges/barriers faced by
the MSFWs. (V.G.3.b.1.)
Assessments are conducted during outreach by the MSFW Representative and
through One-Stop Career Center staff. These assessments identify needs such
as GED Training, ESOL classes, job readiness, career counseling, job search
assistance for traditional employment, etc.
Assessment of Available One-Stop and Partner Resources (V.G.3.b.2.)
MSFW Outreach Specialist, in conjunction with the One-Stop Career Center
staff, has developed an extensive network of organizations, i.e. faith-based
organizations, social service agencies, and migrant advocate groups that assist
with housing, groceries, medical services, etc. Contacts are established with
crew leaders and employers to determine labor needs that will assist in making
increased job referral assistance available to the MSFW customers.
There are many resources available at the One-Stop Career Centers, including
bilingual staff, computers, assessment services, job readiness workshops, etc.,
along with workforce programs, such as SNAP, WTP, and WIA.
Proposed Outreach Activities (V.G.3.b.3.); shall be designed to meet the
needs determined in subpart a. of this section and shall include the tools to
be used to conduct outreach activities.
The MSFW Outreach Specialist travels extensively within the region and uses a
network of community contacts and knowledge of the local agricultural employer
seasonal cycles of activity to reach the goal of 5 quality contacts per day. These
contacts and reportable services are appropriately documented in the MIS
system. Quality contacts are made with MSFWs through employers, in the fields,
and at stores and community service facilities where the migrant and seasonal
farm workers are known to congregate. These contacts are recorded daily on
the Log of Daily Outreach Activities (DEO 1303) by the Outreach Specialist and
reported monthly to the State Monitor Advocate.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 82
The assessment of need begins with a review of the previous year‘s agricultural
activity and MSFW activity. MSFW Outreach Specialist will visit Migrant Seasonal
Farm Workers (MSFWs) and their families at their living and gathering areas,
hand out 511-N forms (English/Spanish/Creole) to inform the farm workers of the
services and resources available at no cost from the local One-Stop Centers -
including: referrals to AG and non-AG employment, information about the
complaint system, farm worker rights, etc. After this presentation is made in the
field and the MSFW cannot or does not visit the local One-Stop Center, the
Outreach Specialist offers assistance on completing applications, make referrals
to specific job(s) or to supportive services for which the individual or a family
member may be eligible; and/or assists in making an appointment to an
appropriate agencies, documenting complaints, etc. The Outreach Specialist
must make follow-up contacts as necessary.
Complete the MSFW Outreach Plan (V.G.3.b.4.)
Polk Works – Region 17 Submitted on October 1, 2012 Page | 83
MSFW Outreach Plan
ACTIVITY July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
FOCUS ON FARMWORKERS
Visits to MSFWs at labor camps, work sites,
gathering areas, etc. 23 116 94 100 100 110 108 100 102 100 108 0
Presentations to groups of MSFWs (migrant
education/Head Start parent meetings, ESL
classes, churches, etc.) 0 0 8 8 8 8 8 8 8 8 8 0
Visits to staff/staff meetings at organizations which
serve MSFWs 8 8 8 8 8 8 8 8 8 8 8 5
Attending MSFW interagency ―councils‖
2 0 0 2 0 0 2 0 0 2 0 0
Regular outstation visiting/intake
0 0 0 0 0 0 0 0 0 0 0 2
Other MSFW outreach activities*
0 1 1 1 1 0 0 1 1 1 0 0
FOCUS ON EMPLOYERS TO PROMOTE
Visits to agricultural businesses
2 2 8 2 2 0 0 1 1 1 0 0
Visits to non-agricultural businesses
1 1 2 1 1 1 1 0 0 0 0 0
Presentations to meetings/groups of employers
0 0 1 0 0 0 0 1 0 0 0 0
Other employer focused activities to promote hiring
MSFWs 0 2 2 0 0 0 0 0 2 2 0 0
Estimated outreach hours in month
23 40 120 96 100 100 100 100 100 100 100 0
Estimated number of MSFW outreach contacts^
by month 15 70 200 200 200 105 105 105 200 200 105 0
Job fairs, festivals and other unscheduled special events
Outreach Contact estimates are the # of potential MSFWs spoken to through/during outreach; not estimated number of registered MSFWs.
Estimated total outreach time for the 12 months: 5
Estimated total outreach contacts for the 12 months: 137
Number of individual staff estimated to participate in outreach for the 12 months: 1
Estimated number of: Ag Job Orders: __6__ Ag Positions: _500___ Ag Positions Filled: _500___
Polk Works – Region 17 Submitted on October 1, 2012 Page | 84
2. Describe the process for meeting the Equity Ratio Indicators and Minimum
Service Level Indicators. (V.G.3.d.)
Equity Ratio Indicators:
Referred to employment
Referred to supportive services
Received staff assisted services
Job development contacts
Minimum Service Level Indicators
Placed in a job
Placed $0.50 above minimum wage
Place in long-term non-agricultural job
The minimum service level process is met through mass recruitment, job
development, referrals through H-2A job order, and outreach at gathering sites.
Through job development, job orders may reflect at least .50 above the minimum
wage. During outreach the Equity Ratio Indicators are accounted for on the Daily
Outreach Log. The information is then entered into Employ Florida with the
appropriate activity codes. If the MSFW uses the services at the One Stop the
minimum level of service is provided using the MSFW Desktop Aide. Complaints are
maintained in the One Stop log and forwarded monthly to the MSFW State Monitor.
Status checks are made periodically.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 85
TRADE ADJUSTMENT ASSISTANCE (TAA)
The State Workforce Agency is required to ensure that effective strategies are utilized to
help trade-affected workers obtain new employment. It is essential that the RWBs
move trade-affected workers into new jobs as quickly and effectively as possible so that
they continue to be productive members of the workforce. To this end, the intervention
strategies used for program benefits and services will be aimed toward rapid, suitable,
and long-term reemployment for adversely affected workers. Under the Trade Act, the
Increase the focus on early intervention, upfront assessment and reemployment
services for adversely affected workers;
Use One-Stop Career Centers as the main point of participant intake and delivery
of benefits and services; and
Maintain fiscal integrity and promote performance accountability.
1. Describe local procedures to ensure timely response to trade-affected
dislocations, including coordination with Rapid Response, provision of
technical assistance for the filing of Petitions, and conducting TAA
Information sessions to affected workers. (V.G.5.b)
Polk Works distributes information about TAA services and the certification process
in the One Stop Career Centers and through the Business Services division. A local
designated merit staff serves as the initial point of contact for receipt of a TAA
Certification. The designated staff makes initial contact with the employer to
request an impacted worker list and advise them of the TAA Services. If the
employer is not willing to provide a list of the impacted workers, the designated staff
member works with the TAA State Coordinator to obtain a list of employees who are
listed on the tax rolls during TAA Certification period. Upon obtaining the list of
impacted workers the designated staff sends a TAA Certification Notification to all
the impacted workers. The notification includes information about the services, next
steps and deadlines related to the TAA benefits. TAA customers are invited to
attend a group or one on one orientation sessions including information about:
determination of eligibility for TAA services;
unemployment compensation claims filing assistance;
Information sessions for affected workers about the One-Stop‘s full array of
services, employability skills, job seeking assistance, and resume preparation;
Assessment of the needs of the affected workers through surveying and
Training, Job Search Allowances, Relocation Assistance, TRA payments;
Documentation and benefit deadlines;
Follow-up and follow-along with affected workers to ensure they are receiving
services needed to become re-employed.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 86
One-Stop partners are afforded the opportunity to participate in TAA Orientation
2. Describe local procedures to ensure that trade-affected workers receive a
timely comprehensive assessment for all TAA services and benefits for which
they qualify. (V.G.5.C)
DEO Merit Staff maintain familiarity with TAA requirements, screening and
determination applicability. The requirement for Trade Act services, should they
arise, can be augmented by TAA staff from adjoining regions and from DEO staff in
Tallahassee. The Region‘s Business Services Unit, WIA staff, and WP staff
comprise the local REACT team. When the region receives a WARN notice on an
area employer, the Business Services Unit contacts the employer for a site visit.
Information on all programs, including Rapid Response and TAA are taken to the
site visit. An orientation is arranged with all the affected workers to provide
information on all services available through the workforce. Any affected workers
requesting TAA assistance are referred to the TAA staff at the region.
3. Describe coordination with the Wagner Peyser and/or WIA programs to
provide joint case management services to trade-affected workers who are coenrolled.
Note: Core and Intensive services including training should be
properly reflected by the respective program(s) in the state management
information system (EFM) for which the worker is enrolled. Also, TAA funds
will be used first for eligible trade-affected workers, when available.
Upon determination of TAA eligibility, Wagner Peyser and WIA staff will coordinate
the co-enrollment of TAA customers to ensure core and intensive services, including
training, are being provided while maintaining separate files. Registration and case
management activities will be entered and tracked through the Wagner Peyser and
WIA programs in EFM. If TAA funds are not available, WIA training funding will be
4. Describe the process for ensuring that eligible trade-affected workers receive
approval for training based on the (6) program criteria. Approval of training
should be based on the allowable training types: Occupation Skills,
Customized, On-the-Job, Remedial, and Prerequisite.
Every potential Trade- affected worker is carefully screened in a joint interview
process by both DEO and WIA staff with emphasis on:
The existence of a current petition (and effect of policies under that petition
series), as well as the applicant's status as primary or secondary impacted
The applicant's knowledge, skills, and abilities in relation to local demand
The applicant's desire for retraining, local available training, and need for
prerequisite or remediation services.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 87
Performance Measures and Goals
Based on petitions certified within a regional workforce board area, the region must
provide information regarding the number of petitions certified and the percentage of the
trade-affected workers enrolled in the TAA program. This information will be calculated
based on the total number of workers identified by the company versus the number of
individuals who actually received a TAA reportable service. Specifically, those
reportable services include (1) training, (2) waiver of training requirements (3) job
search and (4) relocation allowances where training funds are utilized. These services
not only allow the program to meet certain performance measure goals but give a basis
for ensuring that we are concentrating on expending the training funds for which the
United States Department of Labor has allocated to the State of Florida.
1. What plan of action will be implemented within your RWB to capture the
number of petitions certified, total number of potential workers covered and
percentage of those workers enrolled in the TAA program?
The designated Wagner-Peyser staff will track the petitions posted in
EFM/State/Federal lists along with the lists of potential workers. Monthly/Quarterly
reports will be pulled from EFM to identify all workers actively enrolled in the TAA
2. How will you report those training funds expended by participant?
Polk Works RWB will issue monthly reports to the state utilizing the One-Stop
Management Information System (OSMIS) for expenditures paid out for TAA
customers for all benefits related to training, job search allowances and relocation
3. What percentage of TAA training funds will your RWB expend on eligible
trade-affected workers covered under a certified petition who qualify for
training, job search and/or relocation allowances?
Polk Works RWB and the Wagner Peyser merit staff will be responsible for ensuring
100% of TAA training funds are awarded to those individuals enrolled in the TAA
program. TAA funding will not be utilized for any other function.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 88
WELFARE TRANSITION PROGRAM/TANF
For the WT/TANF section, please provide short narratives responding to the following
informational requests. Where requested, please provide assurances and/or short
explanations of local processes. If the RWB has a local operating procedure that
meets all required elements of the section, the RWB may attach the document and
simply refer to the local operating procedure.
Customer Notifications (V.G.8.b.1) (b, c, d, and e)
1. Please describe the regional process for notifying customers of their rights:
I. The right to be treated equitably under the anti-discrimination laws
II. The right and the process to have their case reviewed by a supervisor
III. The right to file a grievance
IV. The right to report good cause for failing to participate in a required
During work registration/orientation a Customer Service Specialist informs
customers on the programs anti-discrimination laws, grievance process, and the
program rights and responsibilities. The customers are given a copy of the One Stop
grievance policy; they are also given information on their rights for a case review and
equitable treatment. All customers that complete the program orientation sign
documentation specifying that they have been informed of all the subjects listed
above. This documentation is retained in the participant‘s file and entered as a case
note in OSST. This information is also made available on the regions website at
2. Describe how customers are provided information about the One-Stop Career
The One-Stop Career Center global orientation has been integrated into the Welfare
Transition and Workforce Investment Act orientations, which give information about
One-Stop Services offered. A link to the global One-Stop Career Center orientation
is saved in each resource room desktop for job seekers to review. Fact Sheets for all
One-Stop Career Center programs and services are displayed and made available
to all customers explaining in detail what is offered and how to obtain it. Customers
are also reminded throughout their experience within the One-Stop Career Center of
additional services available.
3. Describe the RWB’s process for notifying customers of their opportunity to
receive support service
Support services are explained during programmatic and global One-Stop
orientations. This is also reiterated during the initial appointment and any other
appointments thereafter. This information is provided verbally and in writing.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 89
4. Describe the RWB’s process for informing customers of their Opportunities
Grievances and Hearings
During work registration/orientation the customer is explained what their
opportunities and obligations entail. The customer is also given an ―opportunities
and obligations‖ informational form that is signed and retained in a file during work
registration/orientation. Customers are consistently reminded of their opportunities
and obligations regardless of their programmatic status.
1. Describe the steps a customer must take to file a local grievance
Any time a customer feels an action taken by a One Stop staff has severely
affected the customer in any way they have a right to file a grievance. There are
several ways a customer is encouraged to do this. Customer concern forms are
located at each reception area within the One Stops. The customer will explain
their concern and a member of the management team will be contacted
immediately in an attempt to resolve the issue. There are also customer survey
forms available at each staff desk which can be filled anonymously or containing
contact information. Regardless of how the customer chooses to make the region
aware of the intention to file a grievance it is encouraged that they make aware
any staff they can as soon as the issue occurs.
2. Describe the steps a customer must take to request supervisory review of
actions taken on their case.
A customer is able to request a file review by informing the Career Specialist
verbally or in writing. The Program Manager will review the file and meet with the
customer within 48 hours of the file review request.
3. Describe the RWB’s process for preparing for local Fair Hearings
The Career Specialist and Program Manager represent Polk Works at the Fair
Hearing as the ―custodian‖ of the case record. The Career Specialist and
Program Manager explain the policy and program directives. The Career
Specialist must present the information as it pertains to the requested sanction.
The Career Specialist and Program Manager will prepare a packet that includes
the entire case record from work registration until the sanction request and case
4. Describe the type of documentation the RWB presents at Local Fair
Documentation includes all relevant timesheets, appointment letters, case notes,
detailed written explanation and timeline.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 90
5. What program staff is required to attend Local and DCF Administrative
The Career Specialist and Program Manager represent Polk Works at the Fair
Hearing as the ―custodian‖ of the case record.
1. Describe the types of services that the region provides to applicants
Customers who are in applicant status can be provided a myriad of services
including vocational training and support services which address barriers to
employment or employment retention. Additionally ―applicants‖ have access and
are provided general services such as resume preparedness, job
readiness/retention workshops, interview skills workshops, etc.
2. Describe the process customers must follow to access applicant services
(V.G.8.a.1.1)(b – e)
If the customer expresses interest or the need to receive services while in
―applicant‖ status they will be assessed to make a determination of TANF
eligibility based on 200% of the LLSIL. TABE, Career Scope, Ready to Work or a
combination thereof will be completed to determine if customer is ready for
training. If customer is placed in training, support services can be provided based
on availability. The customer will be required to follow-up with an assigned
Career Specialist during and after training takes place.
3. Describe the region’s Work Registration Process
The customer is referred to the One-Stop Career Center by the DCF for Work
registration/orientation. During work registration/orientation the customer learns
of the WTP requirements. The customer completes the Initial Assessment
Application and required paperwork. This allows the Customer Service Specialist
to screen for possible diversion services. The Customer is scheduled for and
completes assessments such as TABE and Career Scope testing. Once this is all
completed and entered in the appropriate MIS the One Stop notifies the DCF that
the customer has complied with the work registration/orientation process. After a
determination of eligibility has been made by the DCF and the applicant becomes
a mandatory participant, a One-Stop Center Career Specialist is electronically
notified through OSST.
4. Describe the types of activities in which applicants are engaged to satisfy
the work registration requirements
Polk Works – Region 17 Submitted on October 1, 2012 Page | 91
In order to satisfy the region‘s local work registration requirements, the following
must be completed: An in-person or online orientation, Initial Assessment
Application packet, TABE and Career Scope or Ready to Work assessments.
5. Describe the steps that applicants with limitations must take to be
excepted from the work registration activities
Acceptable documentation explaining why the applicant cannot complete a
specific portion of the work registration process may be accepted in some
situations. In any instance, the region will attempt in any way possible to assist
the customer in completing the entire process. For example, if a customer is not
able to physically come into the One-Stop Career Center due to a medical
condition. A medical verification form may be submitted, signed by a licensed
physician, in lieu of completing a certain portion of the work registration process.
In some instances a phone orientation and assessment may be provided in order
to assist the customer.
6. Describe how applicants are assessed for cash assistance diversions
during the work registration process.(V.G.8.a.1.2)
During the work registration process, customers complete an Initial Assessment
Application. This in addition to verbal screening is used to determine eligibility for
all diversion services. If the individual appears to be eligible, based on the above
assessments, the DEO Up-front Diversion Pre-Screening Form WTP-2073A is
7. Describe how applicants are informed of Up-Front Diversion (UFD)
Applicants are informed of Up-Front Diversion during the work
8. What steps must an applicant take to receive Up-Front Diversion or UFD
All customers are screened during the work registration process to determine
eligibility for UFD. If determine eligible, applicant must provide required
documentation confirming their eligibility. This documentation includes a
verifiable job offer and proof of past due bills. The Customer Service Specialist
must ensure that the customer is not currently sanctioned and that they have not
been given UFD in the past. Once this is completed DCF will be informed that the
customer meets the requirements for UFD and DCF will issue the appropriate
Polk Works – Region 17 Submitted on October 1, 2012 Page | 92
9. Describe the process for entering work registration information into the
data entry system
Once orientation is completed, the Customer Service Specialist will document the
customer‘s information in OSST and will schedule them for TABE and Career
10. Describe the process for entering work registration completion into the
data entry system (V.G.8.a.1.3.a)
The TABE and Career Scope results are submitted to the Customer Service
Specialist and entered into OSST. Case notes are entered into the OSST and
(DCF) FLORIDA system to report customer‘s compliance.
11. Describe any work registration promising practices. A promising practice
can be defined as processes that increase and encourage program
efficiency, eliminates duplication, and/or streamlines processes and
To facilitate the orientation and registration processes, the Customer Service
Specialist has been cross trained to provide the One-Stop and Welfare Transition
orientations and complete the work registration process.
12. Describe how applicants are informed of relocation assistance
Applicants are informed of relocation assistance during work
registration/orientation. The information is provided individually, in a group
setting, and also after the assessment is completed and reviewed with the
13. What steps must an applicant take to receive relocation assistance
Relocation assistance is only offered to applicants and mandatory customers
who are in compliance and:
a. have a job offer and provide verification
b. are relocating due to domestic violence
In either instance, all paperwork must be completed which includes
Upfront/Relocation Screening form (2073a), Diversion service worksheet
(2073b), Relocation Budget Worksheet (0002), Relocation Assistance Program
Checklist (2279), estimates of housing, moving, utilities expenses and deposits
Polk Works – Region 17 Submitted on October 1, 2012 Page | 93
14. What is the region’s maximum allowable payment for Relocation
As a general practice, the maximum amount allowable for Relocation Assistance
is $3,000. However, if a higher amount is required the service provider will
forward a request to the Contract Manager for approval.
Attached: Local Operating Procedure ~ Work Registration
Mandatory Services (V.G.11.a.1.c i and ii) (V.G.11.a.2 a and b)
1. Describe how a participant’s prior work history, skills, and employability
A participant‘s work history, skills and employability are assessed during the work
registration process when the customer completes the Initial Assessment
application, TABE and CareerScope. The Initial Assessment application
provides work history, the TABE indicates academic ability and the CareerScope
indicates aptitude and interest.
2. What tool does the RWB use to conduct the initial assessment
The RWB uses an Initial Assessment Application, TABE, and Career Scope.
3. When is the initial assessment initiated and conducted?
The initial assessment is initiated and conducted during the Orientation/Work
Registration process. The TABE and CareerScope are scheduled after the
completion of orientation.
4. If the initial assessment is conducted during the work registration process,
describe how the information is reviewed, updated, and used once the
participant becomes mandatory?
Once the customer‘s case becomes mandatory, the initial assessments are
reviewed to determine the appropriate activity. Customers are required to
complete a TABE and Career Scope assessment every year. Depending on the
customer‘s circumstance, if an additional assessment is needed, RTW and other
job readiness employer testing is used. In addition, new initial assessments are
completed every 6 months or every time a customer‘s case opens, whichever is
5. Describe the process of developing an IRP in conjunction with the
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The region requires participants to complete the Initial Assessment Application to
develop the IRP. The IRP is created to fit the customer‘s greatest needs and to
assist the customer in attaining self-sufficiency as quickly as possible. For
example, if the customer is determined job ready but lacks work experience, they
would most likely be assigned to community service/work experience.
Attached: Local Operating Procedure ~ Developing IRPs and ARPs
6. Describe how often the steps to self-sufficiency are updated and signed by
the program participant and program staff.
The IRP is initiated within thirty days of the customer becoming mandatory. Steps
for self-sufficiency are updated as completed. The IRP is updated on a case by
case basis, depending on the specific activity and when the steps are completed.
Each new IRP must be signed by program participant and program staff monthly
or more often if the activities change during the month.
7. Describe the types of services provided to mandatory participants.
Mandatory participants are offered services which include job search, resume
writing, employment workshops, vocational training, transportation assistance,
childcare, uniforms, etc.
8. Describe how the region provides support services to mandatory
Career Specialist will document identified barriers in the participant‘s IRP and
provide appropriate support service to address barriers.
The following support services may be provided to enable participant‘s to comply
with WT Program activities: Transportation Assistance (car repair, gas cards, bus
passes), Ancillary expenses (i.e., books, tools, uniforms, glasses, shots, physical
exam), Education and/or training related fees, Clothing, and/or Child Care.
9. Describe how mandatory participants are informed of relocation
Career Specialist reiterates relocation assistance during planning sessions, in the
event the participant secures employment outside of the local area, or due to
10. Describe the steps that must be taken by mandatory participants to receive
Polk Works – Region 17 Submitted on October 1, 2012 Page | 95
The participant will inform the Career Specialist he/she is interested in Relocation
Assistance. The Career Specialist will initiate the screening process by using the
DEO WTP-2279, Relocation Assistance Program Checklist to determine if the
participant has a situation that can be resolved by Relocation Assistance instead
of ongoing temporary cash assistance (TCA). The determination must reflect
whether the Relocation Assistance will enable the participant to obtain or retain
employment. The participant will complete the budgeting process and the
Relocation Budget Worksheet, DEO WTP-0002. The participant will provide
appropriate documentation to validate moving to a new location such as a lease
agreement, utilities, moving expenses, etc.
If the relocation is due to domestic violence, permanent housing may not be an
option and temporary housing, in a protective shelter or with a family member will
be accepted. The participant will locate support service agencies (transportation
assistance, childcare assistance) in the area (s) he is requesting relocation to.
The participant is required to provide contact information to the Career Specialist
for follow up within thirty days.
11. Describe the process for assigning mandatory participants to work
activities. How does the region determine the activity in which a participant
will be assigned?(V.G.8.b.6), (V.G.8.b.7)
Activities are assigned based on goals, assessments and barriers that the
participant may have in collaboration with Career Specialist‘s input. For example:
If the customer has a goal to work as a Secretary but, doesn‘t have the
experience or training to meet that goal then customer could be assigned to
Work Experience in an office environment to achieve necessary skills.
12. Describe how the RWB will document actual participation hours.
The Career Specialist will collect time sheets weekly and data enter the
appropriate hours in the OSST system in the JPR screen.
Attached: Local Operating Procedure ~ Assignment of Hours
13. Describe how the RWB will ensure that documentation to support hours in
unpaid work activities is collected at a minimum of every two weeks.
The service provider will conduct ongoing system reviews, desk reviews and onsite
quality assurance reviews. Weekly documentation of unpaid work activities
and entry thereof are vital to keeping participants in compliance with the TANF
program. Career Specialist maintains an active list of program participants that
are printed the first day of every week and are marked to document hours
received and input into the data system for the previous week. Any participant
Polk Works – Region 17 Submitted on October 1, 2012 Page | 96
that has not turned in the allotted documented hours may be issued a pre-penalty
letter. Polk Works, DEO, and TLH&W will conduct ongoing system reviews, desk
reviews and on-site quality assurance reviews, and provides continuous written
feedback to the Provider‘s management with recommendations for improvement
to ensure that documentation is collected on a weekly basis.
14. How does the RWB ensure that documentation is collected prior to
entering Job Participation Rate (JPR) hours in the data entry system
(V.G.8.b.4)(a and d).
The provider will conduct ongoing system reviews, desk reviews and on-site
quality assurance reviews that assure the documentation of JPR hours are
present and retained in participant‘s file at the time JPR‘s are entered in the data
entry system. Polk Works, DEO, and TLH&W will conduct ongoing system
reviews, desk reviews and on-site quality assurance reviews, and provides
continuous written feedback to the Provider‘s management with
recommendations for improvement to ensure JPR‘s are only entered in the event
the necessary documentation has been collected.
15. How does the RWB ensure that program participants are not assigned to
more than 40 hours per week in work activities.
The region has an assigned hour calculator that is sent to all Career Specialist
towards the end of each month for the following month that assists in assigning
the proper combination of core and core plus hours. This calculator does not
allow you to assign more than 40 weekly hours. The provider will also conduct
ongoing system reviews, desk reviews and on-site quality assurance reviews.
Polk Works, DEO, and TLH&W will conduct ongoing system reviews, desk
reviews and on-site quality assurance reviews, and provides continuous written
feedback to the Provider‘s management with recommendations for improvement
to ensure participants are not assigned more than 40 hours on a weekly basis.
16. Describe how the RWB will ensure that unpaid work activities are
supervised no less than daily by a designated responsible party
The regions timesheets include sections for daily signatures and documentation
of hours to ensure unpaid work activities are supervised no less than daily by a
designated responsible party. Career Specialist also maintains regular contact
with work site supervisors. The provider will also conduct ongoing system
reviews, desk reviews and on-site quality assurance reviews. Polk Works, DEO,
and TLH&W will conduct ongoing system reviews, desk reviews and on-site
quality assurance reviews, and provides continuous written feedback to the
Provider‘s management with recommendations for improvement to ensure
Polk Works – Region 17 Submitted on October 1, 2012 Page | 97
unpaid work activities are supervised no less than daily by a designated
Attached: Local Operating Procedure ~ Community Service Work Experience
17. Describe how daily supervision is documented for ―on-site‖ job searches.
Career Specialist may utilize customer tracker to verify attendance for onsite job
searches timeframes required/allowed in resource room. Each participant
regardless of onsite or off site job searches must complete the required job
search log along with the verification printouts/emails of each application
submitted. Each job search/application listed may be documented up to 2 hours
credit per search/application submitted. Due to state compliance 10 % of each
completed and documented job searches must be verified by Career Specialist
prior to entering in OSST.
Attached: Local Operating Procedure ~ Job Search
18. Describe how daily supervision is documented for ―off-site‖ job searches
Each participant regardless of on-site or off-site job searches must complete the
required job search log along with the verification printouts/emails of each
application submitted online. Each job search/application listed may be
documented up to 2 hours credit per search/application submitted online or in
person. If a customer walks in to a place of business, documentation including
phone number, name of business, and contact signature must be provided on job
search sheet. Due to state compliance 10 % of each completed and
documented job searches must be verified by Career Specialist prior to entering
19. Describe how the RWB informs participants of their responsibilities.
(V.G.8.b.1)(e and f) Including the responsibility to:
Work in conjunction with program and career center staff
Participate in assigned activities
Document and submit participation hours
Accept suitable employment
Report good cause reasons for failure to participate immediately
The Customer Service Specialist informs participants of the above
responsibilities at the work registration/orientation. The above items are reviewed
again by the Career Specialist during the participant‘s mandatory appointment. If
Polk Works – Region 17 Submitted on October 1, 2012 Page | 98
the participant receives a Pre-Penalty for non-compliance, these requirements
are reviewed again to ensure awareness and understanding.
20. Provide the local definition for Good Cause for failure to participate or
comply with program requirements.
Good Cause- A specific circumstance beyond the participant‘s control that
prohibits he/she from participating in the assigned activity. Examples of good
cause includes: sickness, court dates, family death, approved holiday, etc.
Attached: Local Operating Procedure ~ Good Cause
21. Describe the steps that a participant with Good Cause must take to be
excused from or rescheduled for an activity.
Participant must notify the Career Specialist within 24 hours and must provide
the required supporting documentation. Examples of supporting documentation
includes: physician‘s note, subpoena, obituary, state holiday schedule, etc.
22. When must a participant submit documentation to support Good
The participant must submit documentation supporting good cause each and
every occasion that good cause is identified.
23. What documentation does the region require to support missed activities
due to good cause (V.G.8.b.3).
Required supporting documentation includes: physician‘s note, subpoena,
obituary, state holiday schedule, etc.
24. Define and describe each of the following activities as they exist in your
Employment, for which an employer does not receive a subsidy from TANF or
other public funds to offset some or all of the wages and costs of employing a
participant, may include, but is not limited to, domestic work, self-employment,
and childcare and it may also include individuals that receive benefits for services
rendered (i.e. rent).
Subsidized Employment Public: Employment for which a not for profit
employer receives a subsidy from TANF or other public funds to offset some or
all of the wages and costs of employing a participant.
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Subsidized Employment Private:
Employment for which a for-profit employer receives a subsidy from TANF or
other public funds to offset some or all of the wages and costs of employing a
The participant is actively seeking or obtaining employment, preparation to seek
or obtain employment, including life skills training and substance abuse
treatment, mental health treatment or rehabilitation activities for those who are
otherwise employable, an In House - Job Readiness (Employment Preparation)
Vocational and Secondary Education:
May be used as a stand-alone activity for participation not to exceed 1 year credit
toward participation. Either education avenues need to be utilized to provide
necessary education and skills necessary for the participants to gain employment
and achieve self-sufficiency. Whether Vocational or Secondary education the
documentation of syllabus or course description along with hours of training will
occur along with study hours needed per hour spent in training are needed.
Applicants may be dually enrolled in WIA for these activities if participant meets
Community Service/Work Experience:
May be selected as an activity for participants who need to increase
employability skills by improving their interpersonal skills, job-retention skills,
stress management, and job problem solving and by learning to attain a balance
between job and personal responsibilities‘. The region ensure that community
service is provided at a not for profit site by requiring a printout of the company‘s
articles of incorporation provided on the website Sunbiz.org. This information is
available for any legally operating company in the State of Florida.
Job Skills Training directly Related to Employment:
Training or education for job skills required by an employer to provide an
individual with the ability to obtain employment or to advance or adapt to the
changing demands of the workplace. May include literacy training or language
instruction when it is focused on skills needed for employment or combined in a
unified whole with job training.
Education Directly Related to Employment:
If a participant has not received a high school diploma or GED, (s) he may
receive credit for hours by participating in education related to specific
occupation, job or job offer. This includes courses designed to provide the
knowledge and skills for specific occupations or work settings, but may also
include adult basic education and ESOL. Where required as pre-requisite for
employment by employers or occupation, this activity may also include education
Polk Works – Region 17 Submitted on October 1, 2012 Page | 100
leading to a General Education Development (GED) or high school equivalency
When and where applicable, providing Childcare (Core) Required
Documentation, The Community Service/Worksite agreement, Signed Weekly
Community Service Time Sheet. Weekly case notes indicating that the
participant actually provided the community service
25. How does the RWB ensure that local work activities comply with federal
and state definitions?
The RWB‘s local work activities are structured based on definitions as stated in
the Department of Health and Human Services, Administration for Children and
Families, 45 CFR parts 261,262,263 and 265 as well as the Florida‘s Work
Verification Plan. In addition, the RWB‘s internal monitors review local activities
quarterly to ensure we comply with federal and state definitions. All local LOP‘s
formulated to reflect federal and state definitions per work activities.
Attached: Local Operating Procedure ~ Assignment of Hours
26. Describe how participants are referred to work sites to begin engagement
When applicable, in collaboration with the participant, the Career Specialist will
assign a worksite that will directly benefit the participant‘s goals and address
identified barriers to employment. For example, if a participant has great interest
in the Veterinary field as identified on the CareerScope assessment, the ideal
worksite would be a Veterinary clinic. Worksite agreements are completed by the
business, and the site supervisor is identified. Periodically the Career Specialist
will communicate with the site supervisor on the progress and possible
employment opportunity for the customer.
27. How does the RWB ensure that participants assigned to community service
or work experience do not exceed the maximum number of hours allowed
based on the work site calculation (cash assistance plus food stamps
divided by the higher of the state or federal minimum wage)?
This region has formulated and adopted a calculator worksheet that accurately
produces the hours needed for community service/work experience based on
Florida Screens IQFS (food stamps) and IQCH (TANF) divided by minimum
wage. This calculation is performed monthly, addressed in IRP, and are verified
by weekly signed timesheets returned to Career Specialist and enter into data
system. The provider will conduct ongoing system reviews, desk reviews and
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on-site quality assurance reviews. Polk Works, DEO, and TLH&W will conduct
ongoing system reviews, desk reviews and on-site quality assurance reviews,
and provides continuous written feedback to the Provider‘s management with
recommendations for improvement to ensure participants are assigned to the
proper amount of hours in community service/work experience. The provider will
also conduct ongoing system reviews, desk reviews and on-site quality
Attached: Local Operating Procedure ~ Assignment of Hours
28. How does the region ensure that current worksite employees are not
displaced by program participants, including paid vacancies for which the
employer will hire?(V.G.8.b.9)(a – e)
As part of the signed and executed worksite agreement, the worksite agency
acknowledges and agrees not to displace current employees. If the region
becomes aware of a situation in which this occurs the agreement will be
29. If a participant reports limited abilities, what is the process for deferring the
participant from traditional work activities?
A medical verification form is required for a participant who indicates he/she has
a medical condition that prohibits him/her from participating in a work activity.
The form must be completed by a license physician, and must verify the specific
illness and duration of the condition. The participant maybe placed in deferral
status up to ninety days before a new form is required.
Attached: Local Operating Procedure ~ Medical Deferral
Describe the types of activities that may be included in a participant’s
The following are examples of alternative plan activities: medical appointments
and completed application process for SSI or SSDI.
Participant is required to maintain appropriate contact with the Career Specialist
at all times.
30. Does the region require deferred participants to complete any vocational or
All deferred participants are required to complete the Initial Assessment
application during the work registration/orientation.
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31. Describe how the region identifies hidden disabilities, including learning
If a participant shows very little progress in assigned activities or low scores in
assessments, they are referred to Vocational Rehabilitation, other partner
agencies, or a medical professional.
32. What other services are provided to participants who have learning or
other hidden disabilities?
The Disability Program Navigator will assist individuals with disabilities in
obtaining universal services as well as facilitating participation in the Ticket to
Special Populations (V.G.17) (V.G.20.e)
1. Describe the region’s process for providing workforce services to the
following hard-to-serve populations:
Migrant Seasonal Farm Workers
Individuals with Disabilities
Limited English Proficiency/English as a Second Language (ESL)
The region does a detailed assessment, regardless of entry point into the One-
Stop system, which allows the staff to best gauge the level and types of
assistance the participants will need. This assessment allows the Career
Specialist to customize and personalize a plan of action to remove as many
barriers the participant may have. The region firmly believes that each customer
and situation is unique and when possible individualized attention and services
are best delivered. Aside from the basic assistance available to our ―global‘
participants such as, resume preparation assistance, job search and referrals,
job readiness workshops, access to internet, fax and copiers; there are specific
options available to hard to serve populations. Below are examples of specific
assistance or services that are available to those populations:
Homeless - Participants that are homeless may be referred to many of our
community service partners such as Talbot House, Salvation Army, etc.
Ex-Offenders – Are referred to the Fresh Start workshop and briefed on the
Federal Bonding program.
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Older Workers - May be referred to agencies such as Experience Works and
Migrant Seasonal Farm Workers- May be referred to the local Farm Worker
Individuals with Disabilities - May be referred to the local Ticket to Work
Coordinator or to agencies such as Agency for Disabled People or Vocational
Limited English Proficiency/English for speakers of other Languages (ESL) - May
be referred to ESOL courses and ResCare Academy.
Refugees – May be referred to ESOL classes and/or agencies such as Catholic
Charities or Lutheran Services.
Domestic Violence - May be referred to licensed local agencies such as Peace
River Center who specialize in domestic violence prevention.
Describe how the RWB ensures that domestic violence providers/partners are
trained and competent to provide such services.
The region‘s management team is responsible for ensuring that only licensed legally
operating agencies are utilized as a referral source for domestic violence services.
Other than work registration, describe when customers are notified of the
opportunity to receive domestic violence services and counseling.
In the event that a Career Specialist suspects domestic violence, or if the participant
inquires about services, the available assistance is reiterated and offered.
2. How does the RWB ensure the confidentiality of customers who have
reported domestic violence?
In addition to a customer‘s standard file, a secondary file may be created with the
intent to contain the sensitive information. These files are kept in a specific
locked file cabinet at each location. The Program Manager maintains the keys
for the designated file cabinets.
3. How does the RWB ensure that the customer has a safety plan in place?
Part of the domestic violence relocation process is to assist the customer in
locating assistance in the area the customer is locating to. This assistance can
include domestic violence counseling, shelters, and local law enforcement. All
customers approved for domestic violence relocation are referred to community
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agencies such as Peace River for professional guidance on creating a ―Safety
Plan‖. These plans include: directions on how to use the safety plan; tips to
increase safety while still at home; how to prepare an escape bag; additional tips
for safety; preparing at work; tips for those who live in rural areas; as well as
preparing for feelings and emotions that accompany abusive relationships.
4. How does the region ensure that the safety plan for customers requesting
relocation assistance due to domestic violence include a recommendation
of relocation from a domestic violence professional?
The region does not require a recommendation for relocation from a domestic
Transitional Services (V.G.20.g)
1. Describe when and how customers are informed about transitional
During the work registration/orientation customers are given an overview of
services provided. When the customer notifies the Career Specialist of their
employment, a transitional service letter containing information on the applicable
services and how to access them is mailed.
2. Describe the type of services offered to participants whose cash
assistance closes with earned income
A transitional customer is offered the following services: Childcare assistance,
transportation assistance, car repairs, gas cards, merchandise cards, training
assistance, job retention skills workshops and other basic services offered
through the One Stop Career Center.
3. Describe how those eligible for transitional services can access them.
The Career Specialist will contact the customer in order to arrange a schedule to
turn in paystubs and receive support services as needed and available. If there is
an urgent need for the support services the customer has the option of contacting
the assigned Career Specialist in order to receive the necessary support.
4. How long can an eligible transitional customers access transitional support
The eligible transitional customer can access transitional support services for up
to 90 days after the case closes. Childcare can be provided up to 2 years.
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5. How long does the RWB authorize a childcare referral for transitional
The RWB does not authorize transitional childcare, this is a service issued by
Department of Children and Families.
6. How often does the RWB require a participant receiving transitional
childcare to document employment?
Transitional child care is provided by DCF.
7. How often are transitional participants receiving support services reviewed
for eligibility (family size, income, household composition, etc.)?
On each occurrence that a transitional customer receives support services they
are asked to explain any changes in family size, income, household composition
etc. The customer is instructed to report the changes to DCF.
8. Describe the educational and training opportunities available to transitional
The Region follows Federal guidelines which specify eligibility for education and
training. They can receive educational training for one year. This is primarily for
GED‘s or for an educational institution.
9. How does the RWB encourage employment retention and advancement for
Transitional customers are assigned to a Transitional Career Specialist that
specializes in placement and retention. Support Services are available on an as
1. Describe how the RWB uses TANF funds for any locally developed special
Polk Works provides applicants who are 200% of poverty assistance with GED
assistance, short term training, support services as well as youth ages 16-21
with paid work experience.
2. What TANF purpose does the project serve?
Polk Works – Region 17 Submitted on October 1, 2012 Page | 106
Polk Works serves customers under purpose 2, and 3. Under TANF purpose 2
(ending dependency on government assistance) Polk Works provides GED
assistance, short term training , and supportive services to customers who are
200% or less of federal poverty guidelines. Under TANF purpose 3 (prevent and
reduce out-of-wedlock pregnancies) Polk Works provides approximately 10
weeks of paid work experience to youth ages (16-21).
Oversight and Safeguards
1. Describe safeguards the region has in place to recognize and identify
fraud, attempted fraud or suspected fraud by program participants?
Career Specialists check signatures on timesheets and worksite agreements.
Follow up calls are placed to worksites and employers. The Region works with
DCF on any suspected fraud cases. Program Managers are on the local fraud
committee with DCF. Staff are informed annually of their obligation to report
fraud and to be ethical in their business dealings.
2. Describe safeguards the region has in place to discourage fraud or
attempted fraud by program participants?
During programmatic orientations customers are made aware that fraud is
reported and the consequences therein. Customers are made aware that cases
are continuously monitored and audited to ensure compliance with rules and
3. What’s the process for reporting program participants (applicants,
mandatory, and transitional) for fraud or suspected fraud?
When fraud is suspected or found to be occurring involving a customer,
regardless of applicant, mandatory, or transitional status, management and the
appropriate authority are notified immediately (DCF, DEO, etc.).
4. Describe safeguards the region has in place to recognize and identify
fraud, attempted fraud, or suspected fraud among program staff?
Audits are conducted by Career Specialists, Team Leads, Program Managers,
TLH&W, and DEO. The region utilizes a card tracking system which requires a
signature from the issuer and recipient of a support service such as a
merchandise card. All support services are documented in the appropriate MIS.
Card reconciliations are done by the RWB to ensure proper tracking.
5. Describe safeguards the region has in place to discourage fraud or
attempted fraud among program staff?
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The region‘s service provider requires completion of annual Compliance training.
This includes the requirement to report suspected, attempted, or actual fraud to
management or the Compliance Action Hotline. Included in the trainings are
explanations of disciplinary and criminal actions taken when fraud is proven.
6. What’s the process for reporting program staff for fraud, attempted fraud or
The RWB service provider has contracted with an independent company to offer
a Compliance Action Hotline. This hotline offers the opportunity to staff to report
suspected, attempted, or actual compliance violations which include fraud. Staff
are instructed of their responsibility and duty to report such concerns.
Individual Developmental Accounts (V.G.8.c.6)(a and b)
1. Describe the region’s Individual Development Account (IDA) program;
specifically identify the population served under the IDA project.
Polk Works does not operate an IDA program.
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SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM
Employment and Training (SNAP E&T)
For the SNAP E&T section, please provide short narratives responding to the
following informational requests. If the RWB has a local operating procedure that
meets all required elements of the section, the RWB may attach the document and
simply refer to the local operating procedure. If the RWB does not implement a SNAP
E&T program, indicate ―does not operate a SNAP E&T program.‖ Please refer to the
recently approved SNAP E&T Program State Plan as a reference to assist in the
preparation of the local plan. If a local policy exists which addresses any of the items
below, refer to that local policy. Include it as an attachment to the local plan.
1. Describe the local staffing (case management) model used to serve SNAP
Polk Works has one full-time Career Specialist who serves SNAP customers in
the One-Stop Career Centers. This is based on the 50:1 ratio.
2. Describe the local procedures for contacting participants after the referral
has been received from DCF through the overnight interface (FLORIDA to
OSST Interface). Include the timeframe involved and how this process is
The Snap E&T Career Specialist mails a letter to customers within 10 days after
the DCF referral and the completion of the SNAP E&T on-line orientation. A case
note is entered into the OSST system to document the date the letter was
3. Describe procedures for notifying the participants of their rights and
opportunities while participating in the SNAP E&T Program. Include
procedures for providing information on the Grievance process.
Participants will receive and sign the Rights and Opportunities Acknowledgement
and Grievance forms during their initial One-Stop Career Center visit. These
forms are reviewed with the Career Specialist to ensure awareness and
understanding. Signed copies will be placed in the customer‘s SNAP E&T case
4. What is the local approach for providing orientation and assessment in the
SNAP E&T program? Include a description of assessment tools that are
used and when assessment is conducted.
Customers may complete orientation and assessment on-line or at the One-Stop.
For those customers who do not complete the on-line Assessment, they
Polk Works – Region 17 Submitted on October 1, 2012 Page | 109
complete the SNAP interest skills questionnaire at the One-Stop. A new
assessment is completed each time a customer is assigned an activity. These
assessments may include the Standard on-line State Assessment, TABE, Career
Scope, and Skill Gap Analysis in (EFM).
Attached: Local Operating Procedure ~ One-on-One Orientation & Assessment
5. Describe the local approach to integrate services for SNAP E&T clients
with WIA, Wagner-Peyser, and other workforce programs available through
the One-Stop Career Center.
SNAP customers are given a One Stop overview to include all services available
at the One Stop. In addition, WIA and WTP orientations include an informative
slide in each of their orientations, presenting information on the SNAP program.
FACT sheets outlining services are available in each One-Stop location. SNAP
participants are encouraged to enroll in other programs WIA and Wagner-Peyser.
6. Provide a definition for Job Search and describe the local approach for
determining when to assign a program volunteer to Job Search.
Job Search is defined as the search for an employment opportunity or better
employment opportunity through various methods. These include completing
applications, submitting resumes, job referrals, and job readiness workshops.
Job search is assigned based on an analysis of the participant‘s assessment.
Attached: Local Operating Procedure ~ Job Search Activity
7. Provide a definition for Job Search Training and describe the local
approach for determining when to assign a program volunteer to Job
Job search training is define as participation in workshops that may include
topics such as: resume writing, interview skills, appropriate dress, financial
literacy, communication and team work, career explorations, and computer
basics. Job search training is assigned based on an analysis of the participant‘s
Polk Works – Region 17 Submitted on October 1, 2012 Page | 110
8. Describe the local approach for developing Work Experience sites,
including the procedure for securing signed worksite agreements and job
Staff contact worksites and generate a worksite agreement. A list of sites is
available for customers who need assistance in choosing a site. The instruction
in the automated direction will provide the customer with guidance in printing a
work site agreement and returning the agreement in 10 working days. Hard
copies of work site agreements, which include specific job descriptions, are on
file at the One Stops.
9. Describe the procedures for verifying and documenting participant
engagement in Work Experience.
Work Experience Time Sheets documenting days and hours worked must be
signed by the worksite supervisor. Volunteer Customers are required to turn in
original signed time sheets monthly which are verified for accuracy and validity
by the Career Specialist. Customers are counseled on permissible hours and
notations are made in the case file. Hours of participation not to exceed the
permissible amount are entered on the JPR screen. Detailed case notes
document the information regarding participation and verification.
10. How will the region ensure that hours recorded for engagement in Work
Experience do not exceed the permissible hours based on the worksite
The formula (FS/higher of state/federal minimum wage), is utilized by all SNAP
staff to assign, schedule, and update the new month‘s JPR‘s in OSST. Periodic
monitoring is completed by the Program Manager, internal/external auditor,
and/or designated staff to ensure local processes is followed, with staff counseling,
correction and/or disciplinary action as needed. RWB SNAP staff attends
periodic training held by the Department of Economic Opportunities or by the
Program Manager. All JPR and participation requirements are reviewed to
ensure staff‘s understanding and retention.
11. Describe the local approach for providing the Self-Initiated Work
Experience (SIWE) component. Include a description of the process and
criteria given to participants for developing their own worksites and
procedures for obtaining signed contracts with the worksites and job
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Program participants who are receiving food stamps can connect directly with an
employer to gain employability skills or job related skills through actual work
experience or training at a worksite. This is not a paid work opportunity. Many
individuals have previously established relationships with employers or
community-based agencies and can begin volunteering with the entity on their
own. Often, self-initiated outreach to employers and volunteer experiences lead
to employment because the employer sees the individual as motivated and hardworking.
If a participant indicates that he/she is already volunteering with a notfor-profit
entity, the individual will be informed that such volunteering may be
considered a part of this program. The instruction in the automated direction will
provide the customer with guidance in printing the work site agreement and
returning the agreement in 10 working days. Hard copies of work site
agreements which include detailed job descriptions are on hand at both One
12. Describe the procedures for verifying and documenting participant
engagement in SIWE, including how the region will ensure that hours
recorded for engagement in this component do not exceed the permissible
hours each month based on the worksite calculation.
Participants are engaged in a Self-Initiated Work Experience component based
on their benefit calculation. An individual cannot be mandated to do more hours
at a worksite during the month than their food stamp benefits for the month of
participation divided by the higher of the Federal/State minimum wage divided by
the number of individuals in the food stamp assistance group. Work Experience
Time Sheets documenting days and hours worked must be signed by the
worksite representative. Volunteer Customers are required to turn in original
signed time sheets monthly. Customers are counseled on the permissible hours
and notations are made in the case file. Hours of participation not to exceed the
permissible amount are entered on the JPR screen. Detailed Case notes
document the information regarding participation and verification. Polk Works,
DEO, and TLH&W will conduct ongoing system reviews, desk reviews and onsite
quality assurance reviews, and provides continuous written feedback to the
Provider‘s management with recommendations for improvement to ensure hours
recorded for engagement in SIWE do not exceed permissible hours. The provider
will also conduct ongoing system reviews, desk reviews and on-site quality
13. What is the local approach for providing the Vocational Training
Vocational training is offered in the career centers, through community partners
and through training providers. Training providers are approved by the RWBs
and/or WFI and posted on an Eligible Training Provider List (ETPL). This option
Polk Works – Region 17 Submitted on October 1, 2012 Page | 112
is available to participants that have proven through assessments that additional
training is needed in order to secure meaningful employment. When possible, the
customer is dually enrolled in WIA.
14. Describe the process for developing customized training sites and
agreements for participants enrolled in SNAP E&T.
Customers are allowed to select their own site based on their experience and
skills. Staff may also contact sites and develop those based on customer skills,
experience and background. Customers and/or staff may take the Worksite
agreement and Job Description to the site for completion. Completed
agreements are kept on file at the One Stop.
15. What is the local approach for providing the Education component (when it
is assigned, documentation, etc)?
Based on the on-line process, customers are allowed to select Education as an
activity. Customers who are assessed by Career Specialist may be referred to
Education activities which provides SNAP E&T participants with the opportunity
to improve basic skills through Adult Basic Education (ABE), basic skills through
General Equivalency Diploma (GED) activities, basic literacy, the ability to speak
and read English via English for Speakers of Other Languages (ESOL)
programs, the ability to use computers etc. Education activity will be assigned if it
is proven through the above mentioned assessments that it is needed in order to
secure meaningful employment.
16. Describe the local criteria for using 100 percent funds.
Polk Works will use 100 percent funds when a customer has been enrolled in the
SNAP E&T volunteer program and expresses a desire to attend training. The
customer will have to demonstrate they are not eligible for any funds under other
program such as WIA, or Pell grant. The customer will be required to take the
TABE, Career Scope, and complete Career Exploration to determine the type of
training the customer will attend.
17. Describe the local approach for assigning program volunteers to the WIA
and/or TAA component, including documenting enrollment into WIA/TAA
program(s) and when to assign to this component.
An initial assessment will be conducted for the SNAP E&T volunteer to determine
whether additional services are needed. All RWB staff is trained and able to
provide information to any ―in need‖ customer or formally refer suitable
candidates to the SNAP E&T Volunteer program. Likewise the SNAP E&T staff
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will refer their customers to any and all alternate program or services within the
One-Stop such as WIA and TAA. Additionally, a One-Stop Orientation is
available online which explains in detail the availability of all programs offered
within the One Stop. Enrollment in by a SNAP volunteer in WIA, TAA, or any
other program within the One Stop will be documented in EFM and/or OSST.
Attached: Local Operating Procedure ~ WIA Dual Enrollment
18. Describe local procedures for referring employed participants to SNAP E&T
A SNAP E&T program participant will be referred to employment and/or retention
services if they have secured employment, provided the necessary employment
verification documentation, and are still receiving food stamps. Program
participants may receive up to 90 days of reimbursement assistance with
transportation. The participant also must have participated in program activities
before getting the job. Depending on funding availability, services may also
include clothing, tools, or equipment needed for a job, test fees for work, etc.
Reimbursements for these services will be made through the same Food Stamp
reimbursement system from which transportation reimbursements are made.
Staff will include notes related to any of the above reimbursements in the case
notes in the OSST system.
19. What are the local procedures for informing food stamp recipients who are
not referred by DCF via the FLORIDA/OSST system interface of their ability
to volunteer for the SNAP E&T program?
On average, 100 letters are mailed weekly to customers. These Outreach letters
are mailed to customers who have the 593 or authorization to use the system,
but no automatic letter was mailed. Phone calls are also made to these
customers, explaining the SNAP E & T program. SNAP is presented as an
available option during all One Stop orientations. Information on the SNAP E&T
program is provided at community partner meetings, correctional institutes,
housing authorities and Head Start programs.
The Employ Florida Marketplace website is also used for EFM blasts to
registered job seekers receiving food stamps.
20. Describe the local process for monitoring the SNAP E&T Program. Include
information about reports or tools that are used to monitor the program.
The FSR report from OSST is used as a tool to select cases for monitoring.
SNAP E&T cases that are on this report are checked to ensure correct
assignment to activity, hours of participation, documentation of transportation and
correctness of FSR‘s. The caseload report in OSST is another tool used to
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monitor the number of participants for any given month as well as the activity
assigned. The SNAP E&T Checklist mirrors the state monitoring tool and is used
for internal monitoring purposes.
21. Describe the local procedures for requesting Food Stamp Reimbursements
(FSRs) for eligible participants. Include procedures for ensuring that
volunteers who request transportation reimbursements are engaged in
SNAP E&T components.
FSR‘s are requested for travel reimbursement for eligible participants by the
SNAP Career Specialist. The FLORIDA screens, IQEL and IQFS, are checked to
ensure the participants is eligible to receive the FSR payment. FSR‘s for up to
$20 are requested once a receipt or attestation is received and participation has
been verified and documented for that month. FSR‘s for $10 are requested for
participants who come to the office for the in person Orientation and
Assessment. FSR‘s are not issued unless proof of participation in a SNAP E&T
component is provided.
22. Describe local procedures for linking participants to other services and
funding streams as appropriate.
During the initial appointment and at each activity thereafter, the Career
Specialist will advise the participant of other One-Stop services.
23. Describe local procedures for ensuring that SNAP E&T Program staff is
represented and proper documentation is provided at the DCF
Administrative Fair Hearings.
The SNAP E&T Program is a volunteer program therefore no fair hearing is
24. Describe local efforts relative to developing jobs for SNAP Program
participants, assisting them with securing unsubsidized employment, and
helping them become self-sufficient.
The Program Manager in coordination with Business Services will work to
develop opportunities for SNAP participants. The Career Specialist refers SNAP
Program participants to recruiting events; and provides job referral and
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WORKFORCE INVESTMENT ACT PROGRAMS (WIA)
Provide a comprehensive overview of Adult, Dislocated Worker and Youth program
activities. Indicate how these activities will be structured to support the Governor‘s
strategic objectives as well as other imperatives outlined in the State Plan. Discuss how
the RWB will provide training services to the following groups in response to the
established needs of local employers:
migrants seasonal farmworkers
people with limited English-speaking proficiency
individuals training for non-traditional employment
public assistance recipients
people with disabilities
Please define the terms listed below. They should be descriptive and verifiable.
Terms such as ―working poor,‖ ―at-risk,‖ ―dysfunctional,‖ etc. should be defined by
the board. Operating procedures should further identify criteria that apply to each
definition as well as appropriate verification sources
1. Provide the local definition for youth requiring additional assistance to
complete an educational program or to secure and hold employment.
An eligible youth facing serious barriers to employment is an individual
between the ages 14-21 (including a youth with a disability) who requires
additional assistance to complete an educational program, or to secure and
At least one of the following must apply when documenting the need for
Individual has below average grades or test scores;
One or more grade levels below their age appropriate grade level;
Exceptional Special Education status;
Youth involved in the Juvenile Justice system;
Individual has poor work history (to include no work history);
Individual has been terminated from a job in the last six calendar months
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In order to document the need for additional assistance, the following can be
used to document the need for addition assistance:
An active job search form reflecting a minimum of at least 10 documented
job searches which clearly shows the customer has been actively job
Documentation from UTC records for wage history.
Proof of termination of employment.
A letter from the school guidance counselor indicating that the student
would need additional assistance in order to successfully graduate from
Self-attestation (will only be accepted if the service provider has
exhausted all other efforts to document the case).
2. Provide the definition for locally identified ―additional barriers to
employment‖ for youth who are not low income as referenced in 20 CFR
Up to five percent (5%) of the WIA youth applicants may be served without
meeting the low income guidelines as referenced in 20 CFR 664.220.
Additional barriers to employment will be required such as:
youth with a disability;
attending an alternative school,
who‘s education level is below grade level,
who has never held a job,
who has been fired from a job within the six month prior to application,
who has worked less than three consecutive months in the same job
during the last six months,
who currently has a job below an adequate level for self-sufficiency (i.e.
who requires additional assistance to complete an educational program,
who is enrolled in a special education,
students maintaining less than a "C' average,
persons with Limited English Proficiency
who has demonstrated a minimum of 10 job searches which resulted in no
3. Provide the local definition of a substantial layoff for determining
dislocated worker status, as referenced in WIA section 101(9)(B)(i).
A substantial lay-off shall be defined as the lay-off of at least 50 or more
workers with a company at the local level.
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4. Provide the local definition for ―underemployed‖ for determining
displaced homemaker status, as referenced in WIA section 101(10).
A displaced homemaker and others who fall under the definition of
underemployed are defined in the Region as: A person who is not selfsufficient
and may be a first-time jobseeker or is employed, but not in the
capacity of expertise and preferment, whether in terms of compensation,
hours or level of skill and experience. While not technically unemployed, the
underemployed may be working in employment not commensurate with the
individual‘s demonstrated level of educational attainment. This will be verified
and documented by Career Specialists by reviewing education history, career
assessments, through interviews with the customer, paystubs, UC records,
and self-attestation financial records for the self-employed. Case notes will
be entered in the State‘s MIS and copies of all documentation it will be placed
in the file.
5. Provide the local definition for ―income maintenance‖ for dislocated
workers who take an income maintenance job (wages may not exceed
self-sufficiency standard for dislocated workers).
Income maintenance for dislocated workers is defined as a dislocated worker
who has taken on employment that is less than 80% of the wage from the job
of dislocation or less than the LLSIL self-sufficient wage, whichever is greater.
Example: A Dislocated Worker was earning $30,000 annually and is laid-off
and accepts employment with another employer earning $18,000 annually.
Because the individual‘s income is less than $24,000 annually the individual
is eligible to receive WIA Dislocated Worker Training services.
B. Eligible Training Providers
The State has compiled a list of all eligible providers based on the lists
submitted by the RWBs. This list and the performance and cost information that
accompanies the eligible provider identification will be disseminated to the onestop
systems throughout the State. At a minimum, the data and information
specified in Section 122(d)(1) and (2)(A)(i)(iii) for each program on the eligible
list must be made available to customers in a customer friendly format at every
One-Stop Career Center throughout the one-stop delivery system.
1. Please describe the process for maintaining/updating an eligible
training provider list. Attach a copy of the local eligible training provider
list and applicable operation procedures.
Providers desiring to do business with the Region are requested to submit an
application to be added to the Local Approved Vendor‘s List. The Career
Council reviews and approves the vendor‘s application. The full board, in
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turn, votes on the Career Council‘s recommendation to either add or deny
vendor inclusion on the vendor list.
The state Workforce Board‗s policy allows the Region to add providers that
have been previously approved in our region to the list of eligible providers.
The Region will use their local experience with these providers to evaluate
Attached: Program Policies: Selection & Approval Process for ITA
Region 17 – 2012-2013 Eligible Training Provider List
Career Tech, LLC
Central Florida Institute - Orlando Campus
Central Insurance School, Inc.
Certification Associates, Inc. d/b/a Center for Technology Training
Concorde Career Institute
Erwin Technical Center
Florida Technical College
Fortis College - Tampa
J&J Healthcare Institute, Inc.
Keiser University (Lakeland Campus)
LaSalle Computer Learning Center
National Business Institute of Florida, Inc. dba NBI Truck Driver Training
New Horizons Computer Learning Center of Gulf Coast
Orlando Academy School of Health Professions
Polk County School Board-Adult Education
Polk State College
Ridge Career Center
Roadmaster Driver School - Tampa
Rose Training Institute
South Florida Community College
Southern Technical College
Tampa Area Electrical Joint Apprenticeship Committee
The Center for Allied Health & Nursing Education
Traviss Technical Center
Truck Driver Institute, Inc. - Orlando & Tampa
Ultimate Medical Academy
Polk Works – Region 17 Submitted on October 1, 2012 Page | 119
2. Describe continuous education and training of eligible service providers
through the local system that ensures the providers meet the
employment needs of local employers and participants.
The Service Providers are required to provide an individual training plan for
staff. The training plans identify the areas in which each staff need training to
improve their skills and knowledge. New staff is required to have the Tier 1
certification completed within 6 months of their hire date. Polk Works provides
semi-annual and annual training for frontline staff in addition to any statewide
or program specific training they receive.
3. Assessment of the strengths and opportunities of service providers
available in the local one-stop service system
Service providers are required to demonstrate continuous improvement in all
programs. Continuous improvement will be measured through evaluations
regarding the level of services provided to the customer. This will include an
evaluation initiated by the Region and will be taken at various times
throughout the year. Continuous improvement will center around the
usefulness of monthly reports provided to Contract Managers. Additionally,
surveying employers and job seekers will determine levels of customer
satisfaction relative to services rendered. This feedback provides the Region
with critical information toward continuous improvement. Satisfaction surveys
are available in the facilities. In addition employers are surveyed after their
participation in job fairs and other events, and feedback is used in planning
4. Describe the process used to identify local targeted occupations for
providing occupational skills training; ensure the local process is
consistent with State Targeted Occupation List Process as described
Once the Preliminary Regional Targeted Occupations Web Application is
published with the latest statewide and regional occupational employment
projections, Polk Works' staff conducts an analysis of the ―Supply/Demand
Report‖ for WIA Training Analysis published by DEO/LMI, and the Help
Wanted Online Reports (HWOL) published by DEO/LMI. The analysis
considers the occupations in demand (HWOL) to determine the variances,
consistencies or inconsistencies over time. Major occupational groups with
the most online ads, total job openings, as well as the top advertised
occupations in the Region are also considered.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 120
The highest advertised occupations are compared with the Preliminary
Targeted Occupations List (TOL). Those occupations that are listed in decline
and that have an oversupply of trained workers are first to be considered for
recommending not to offer training for these occupations. The Polk Works‘
Career Council regularly reviews the ―Supply/Demand Report‖ for WIA
Training Analysis and the TOL as well as Training provider performance
information to make decisions concerning local targeted occupations for
providing occupational skills training. The Career Council makes
recommendations to the Polk Works Board to suspend training for those
occupations for which there is an oversupply of trained workers. In making its
recommendations the Council also considers the Annual Percent Growth data
as included with the annual Regional Targeted Occupations List.
C. Individual Training Accounts
The Governor‘s vision in Florida for increasing training access and
opportunities for individuals consists of a state policy requiring that fifty percent
(50%) of the funds for adults and dislocated workers be allocated to ITA unless
the local board obtains a waiver from WFI – click ITA Policy for more
information. Attach a copy of the local operating procedures for the following
1. Provide a description of the locally developed ITA system including any
limitation (e.g., the dollar amount and/or duration of the ITA) to be
placed on the ITA in accordance with 20 CFR 663.440, 663.420, 663.430
An ITA may be utilized if an occupation is clearly linked to a priority industry
that is in local demand and appears in the Region‘s Targeted Occupations
Polk Works has established a maximum educational scholarship cost that will
be paid for each occupational/program training area. This cost structure takes
into account the institutional costs (including tuition, lab fees, registration fees,
etc.), books, materials, other costs, such as uniforms, physicals, certification
fees, licensing fees, etc. There is a cap on the Educational Scholarship per
occupation. The maximum program cost cap is $7,500 based on type of
training. Anything above that cap is the responsibility of the client.
Attached: Program Policies: Individual Training Account System
2. Provide a description of local policy and/or procedures established to
ensure that any exceptions to the use of ITAs are consistent with the
exceptions contained in WIA. (V.G.11.b.2)
All occupational skills training must be conducted with an approved training
vendor and must utilize ITAs. Exceptions are only allowed for training
Polk Works – Region 17 Submitted on October 1, 2012 Page | 121
conducted by employers to include On-the-Job Training, Customized
Training, and Employed-Worker Training.
3. Provide a description of the local policy and procedures to
competitively award grants and contracts for activities and services not
funded with ITAs.( V.G.11.b.3)
Customized Training, On-the-Job Training (OJT), and Employed Worker
Training (EWT) are provided on a case–by-case basis as requested by
employers. The Business Competitiveness Council must approve all training
grants valued over $50,000.
Attached: Program Policies: Customized Training, CETA Awards
D. Training Employed Workers
1. Provide a description of the process for upgrading the skills of existing
workers in the region. The description should include the following:
those industries in the region whose workers will be targeted
specifically for skills upgrade training and how those industries were
processes to address the needs of individuals working part-time and
full-time, the working poor, and across all earning levels (V.G.15.A.3).
The Central Florida Development Council conducted an industry cluster
assessment. As a result, Region 17 has targeted Life Sciences & Medical
Services, Business & Financial Services, Manufacturing, Logistics & Supply
Chain Management, Research, Engineering and High Tech and Agritechnology
and Agri-business as potential high skill/high wage growth
industries in need of training. In addition, the Current and Projected
Workforce Demand Industry data provided by NAICS indicates that significant
growth is expected in the Construction; Manufacturing; Trade, Transportation
and Utilities; Professional and Business Services; and Education and Health
Services. Employed Worker Training opportunities will be offered to eligible
WIA participants and promoted to employers through the Business Services.
Individuals selected for training opportunities may be full-time or part-time
workers, or underemployed participants. All participants complete skill
assessments to properly determine the training needs. Individual career plans
are developed to guide the participant toward employment and career goals.
Polk Works routinely seeks other funding sources to assist employers in
meeting the needs of the workforce including assisting them with WFI grant
Polk Works – Region 17 Submitted on October 1, 2012 Page | 122
2. Please explain the local process to determine an employed worker
eligibility to receive WIA training service, take into account the minimum
eligibility criteria outlined in 20 CFR 663.220 and 230.
The Business Service Representative will provide the contact information of
the candidate(s) to the Career Specialist. The employed worker must be at or
below the wage of 200% of poverty for a family of three as shown by USDOL
LLSIL and must be in need of training to avoid lay-off to upgrade his/her skill
level to increase their wage within the company. The Career Specialist will
contact the potential employee and/or employer to arrange an eligibility intake
and inform him/her of the necessary documentation he/she will need to
provide which includes:
Driver‘s license with current address, if address is not valid on driver‘s
license, other documentation must be provided which includes current
Signed social security card – proof of citizenship/legal work documentation
DD214 if they have served in the military
Birth Certificate or proof of birth date
Current pay stub or income record from employer
After the intake process is completed the Career Specialist will notify the
Business Services Unit that the customer has been determined eligible and
data entered into the MIS system.
E. Local Level Layoff Aversion Incumbent Worker Training (LAIWT)
Workforce Florida has received a Waiver Modification from the USDOL that
would allow RWBs to use up to 20% of their dislocated worker formula funds to
provide incumbent worker training. The USDOL has provided definitions and
guidance on the appropriate use of this waiver in TEGLs 26-09 and 30-09.
1. Describe the process to be used by the RWB to provide LAIWT through
the use of the waiver. If the RWB does not intend to use the LAIWT
program, please indicate: ―Does not operate a LAIWT program.‖
Polk Works does not operate a LAIWT program.
2. Describe the RWBs layoff aversion strategy, including a description of
how the potential for layoff aversion will be determined, such as:
The likelihood of future layoffs without training
The business circumstances surrounding the probable layoff and
how the training will prevent or reduce the magnitude of the layoff
The specific skills to be provided to the workers that will help avert
Polk Works – Region 17 Submitted on October 1, 2012 Page | 123
How employers will be identified, and how local partners will
contribute to this process
Targeted industries and economic sectors
Polk Works does not operate a LAIWT program
3. Describe how the RWB will operationalize ―Layoff Aversion‖ as defined
in TEGL 30-09.
Polk Works does not operate a LAIWT program
4. Describe how the RWB will determine the eligibility of workers to
participate in LAIWT. (See TEGL 26-09, 7.A.ii.)
Polk Works does not operate a LAIWT program
5. Describe how the skills training will contribute either to the maintenance
of employment or increased employment security. (See TEGL 26-09,
Polk Works does not operate a LAIWT program
The Strengthening Youth Partnerships will continue to provide all RWBs with the
framework necessary to carry out the strategic imperatives articulated in the federal
Shared Youth Vision. Florida has recognized the following youth program goals as
being critical to implementing the federal vision throughout the state workforce
To build consensus for a policy on the preparation of youth for employment in
targeted demand occupations
To develop regional alliances among workforce, education, state agencies
serving the most at-risk youth, economic development, housing, faith and
community-based organizations, and transportation stakeholders to better
meet the needs of businesses within a region by creating a pipeline of youth
who have the hard and soft skills to enter targeted demand occupations
To create a blueprint for state-level stakeholders to facilitate the creation and
growth of state/regional/local alliances
To provide a forum for local, regional, and state level stakeholders to
exchange information and ideas on new initiatives, cross-agency planning,
promising practices and data-based decision making
1. Based on the evaluation of Local Labor Market Need outlined in Section
1., describe and assess the type and availability of employment and
training related youth activities in the region, including an identification
of successful providers of such activities. [Regulations Section
661.350(a) (7); WIA Section 118(b)(6)].
Polk Works – Region 17 Submitted on October 1, 2012 Page | 124
The majority of the employment opportunities for youth pay less than the selfsufficiency
wage, such as retail, hospitality, agricultural, and manufacturing
fields. Therefore our region has devised a strategy to work with the Economic
Development, and PCSB to strategize and implement strategic plans, to draw
new businesses to the area, that will provide opportunities for youth to follow
a career pathway through employment opportunities and education. Postsecondary
educational opportunities are limited to Traviss Career Center,
Ridge Career Center, and Polk State College, along with some private
educational organizations. Other educational opportunities for training or
training assistance are with the Department of Education, Career Academies,
and possibly in house work experience. These options are in financial reach
of most of the youth due to being provided at no direct cost to the youth, or
being an option with financial aid and assistance through the WIA program.
2. Describe the current and planned recruitment strategies to expand and
market services to out-of-school youth. Describe current and planned
retention strategies to ensure seamless, year-round services to out-ofschool
youth despite possible gaps caused by expiration of provider
Recruitment strategies to engage out-of-school youth are conducted on a
year-round basis. Partnerships with the high schools, alternative schools and
youth service groups, and the One-Stop service provider yield many referrals
of eligible youth to the youth program for services. Strong word-of-mouth
among former participants also assists with recruitment. Polk Works
continues its commitment of serving out-of-school youth setting its youth
contract to serve 70% out of school and 30% in school youth.
The Board ensures a seamless delivery system by branding its youth
program as the Young Leaders program and promoting the program as a
year-round option for youth. Regardless of the operator, that is procured
every three years, the program name and the community recognition remains
3. Describe the current and planned strategies to expand and market
services to Younger Youth. and In-school Youth in order to foster a
relationship that allows them access to one-stop services throughout
their academic and professional careers.
The Young Leaders program provides program information to all high school
guidance counselors and staff via the district office, all youth programs
serving teens, and other One Stop partner programs, to market services for
younger youth and in-school youth. Workshops on career interest
inventories, job searching, basic EFM use, and dress for success are also
provided to partner youth programs as a method to introduce One Stop
Polk Works – Region 17 Submitted on October 1, 2012 Page | 125
services, including the youth program, which may assist in their academic and
professional careers. All youth program sites are located in accessible areas
to in-school youth, with one location being at a high school that allows Polk
Works to provide services to in-school youth who cannot easily access
4. Describe service strategies (current and planned) for assuring that
youth found deficient in basic reading/writing and math, remediate
Polk Works requires that basic skill remediation is provided to all enrolled
youth and outlines the requirement and the strategies for remediation in the
provider‘s contract; specifically in the statement of work.
Youth are provided remediation through various methods such as tutoring
and study skills training. Staff takes into account the various ways people
learn – visual, auditory, and hands-on – to ensure each participant can
become engaged in the learning process. This is accomplished by using
textbooks (Steck Vaughn‘s GED book or Contemporary‘s Complete GED),
interactive, internet-based software (Skills Tutor), FCAT/SAT/ACT preparation
materials, and group discussions to engage youth. Skills Tutor, which aligns
with the Florida Sunshine Standards, is a comprehensive resource for
diagnosing and remediating students‘ basis skills and offers five types of
activities: pretests, posttests, quizzes, basic skills lessons and thinking
lessons. Skills Tutor is youth-friendly, animated, and provides verbal and
visual explanation of how problems are solved. Staff also uses current youth
culture (music, movies, magazines) as a tool to engage youth in reading,
language arts and writing.
All youth who are basic skills deficient will be required to take a post-test to
track progression and demonstrate gains in reading and/or math.
5. Describe the assessment strategy and the procedure for ensuring posttesting
occurs within one year of the first youth service or prior to exit.
As part of the Young Leaders‘ Orientation process, every youth is made
aware of the full array of available services and resources in their
communities, including, but not limited to all workforce funded programming.
With the cooperation of each youth, an individual service strategy that
documents the youth‘s strengths, barriers, services needed to support their
individual progress, goals (basic, occupational, work readiness goal) for the
individual youth, and what activities will be undertaken to support the youth‘s
progress. During this process youth will also take a TABE test to assess
academic levels in reading and math. This will also help to inform the ISS and
what steps must be taken in respect to basic skills remediation or enrichment.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 126
Once enrolled in the program, youth will be assessed in various intervals to
gauge progress and achievement. By monitoring progression, staff is able to
track progress and have the progress and post-testing scores within the first
year of when a service was provided or prior to exit. The ISS will continue to
be updated to document progress as it is ―a living document.‖ Orientation and
Assessment is the key to outlining a plan to help participants improve basic
skills, make satisfactory progress in school, and ultimately graduate.
6. Describe service strategies (current and planned) for increasing the
number of participants who earn their high school diploma or GED after
enrolling in the Youth program.
The Polk Works Young Leaders program works with high school students to
ensure they have completed all the graduation requirements required to
graduate. This is accomplished by establishing regular, scheduled activities
with a dedicated career coach whose goal is to keep youth engaged and
working on skills.
Polk Works Young Leaders will increase its partnership with Polk County
School Board‘s (PCSB) Fresh Start program that will allow out-of-school
youth to re-engage in academic skills and in-school youth who are behind in
credits earn their high school diploma via online and instructor led PennFoster
curriculum. This proved to be a successful model during the 11-12 program
year, and Polk Works will look to expand efforts in this area.
Polk Works Young Leaders staff are also assigned to the technical career
education centers to support youth in the PCSB Teen Parent Programs
achieve their diplomas by providing mentoring, coaching, and tutoring
In order to assist more youth obtain their high school diploma, Polk Works will
explore options with the PCSB Adult Education programs to enroll and
support more youth in GED preparation courses. Increased partnership with
PCSB will allow Polk Works to assist more youth obtain their high school
7. Describe assessment and service strategies (current and planned) for
placing youth into employment or enrolling youth in post-secondary
education and/or advanced training/occupational skills (including
apprenticeship, apprenticeship preparation, OJT, work readiness skills
Youth meet with a career coach to assess their skills, weaknesses, program
needs, and appropriateness/eligibility for the program. All youth are assessed
for basic skills, but further assessment is determined based on their individual
Polk Works – Region 17 Submitted on October 1, 2012 Page | 127
service strategy (ISS) and career interest. Staff will utilize two, free resources
to assist youth:
My Skills My Future: The website (http://myskillsmyfuture.org ) enables job
seekers to match their occupational skills and experience with the skills
needed in other occupations, and;
My Next Move, (http://mynextmove.dol.gov ) an online tool intended to assist
all job seekers, but may be especially useful for students, young adults and
other first-time workers as they explore potential careers. It allows users to
search by occupation, by industry and using the O*NET Interest Profiler,
which matches an individual‘s interests with suitable occupations by asking
These assessments of career interests and skills will assist program staff to
outline strategies with youth that target placement options – employment,
post-secondary, advanced training/occupational skills activities. If youth are
enrolled in partner programs and additional assessments are available, staff
will work with those agencies to obtain documentation and consider the
information when planning activities and/or strategies.
The youth career coach and the youth will complete an ISS that outlines what
strategies, goals, activities will be put in place to move the youth to the
agreed upon outcomes once assessments are completed. Activities for
youth fall into one of four areas – basic skills, work readiness, occupational
skills, and positive lifestyle choices which include leadership and decisionmaking.
All the activities are focused on youth performance outcomes.
Additionally, youth can earn incentives for completing activities that represent
foundation skills to moving toward placement. Program completion
incentives are also aligned to outcomes (entering employment, postsecondary
education, advanced training, military) required for the youth
Provide information about the composition and membership of the Youth Council and its
function within the local board. Please provide a list of the Youth Council members and
indicate whether the members are voting or nonvoting members of the local board.
1. Describe the membership of the local Youth Council and the process
used to determine the appointments. Identify the responsibilities of this
council. Specify if this includes recommending eligible youth service
providers and conducting oversight with respect to eligible providers of
youth activities. A current Youth Council membership list is a required
attachment of the final Local Plan.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 128
The Youth Development Council is a subgroup of the Board. Nominations are
solicited from partner organizations. The Youth Development Council includes
a. Education personnel, employers, and representatives of human service
agencies with special interest or expertise in youth policy
b. Juvenile justice agency
c. Local law enforcement agency
d. Local public housing authority
e. Parents of eligible youth seeking assistance
f. Individuals including former participants and representatives of
organizations that have experience relating to youth activities
The Youth Development Council is responsible for:
Developing and recommending the delivery of service strategies that
address the need to prepare young people and others new to the
workforce for employment or transition to additional education beyond
Developing the portion of the local plan relating to eligible youth.
Recommending eligible providers of youth activities to be awarded
grants or contracts on a competitive basis.
Conducting oversight of the eligible providers of youth activities.
Overseeing the Board‘s teenage pregnancy prevention and teen
parent initiatives; and it monitors performance of all youth development
Assisting with new board member recruitment.
Identifying Board capacity for resource development and uses such
capacity to build revenue.
Working with other community partners to solicit grant opportunities as
a means of increasing overall workforce development services in Polk
Seeking out and pursuing entrepreneurial opportunities for the Board.
Attached: Attachment #3 - Board & Youth Council Members List
2. Provide information on the process used by the Youth Council to
assess the type and availability of youth activities in the local workforce
region and how the information gathered as part of this process is made
available to the One-Stop and Youth Service Providers to ensure that
youth clients have access to a wide array of services in the area.
Through Council Education the partners provide the expertise and present
information on their various programs to the Youth Council. The Council also
utilizes networking and research of local resources. Through this process, the
Youth Council seeks to expand current services, and collaborate with faith
based organizations, parents, educational institutions, and other groups to
Polk Works – Region 17 Submitted on October 1, 2012 Page | 129
strategically leverage resources to better serve community youth. Part of this
process includes a focus on expanding and tailoring academic and
employment opportunities to youth with barriers to employment and
education. Information gained is shared with One- Stop youth staffs via
Contract Manager or youth staff present for the meeting.
3. Describe the process for the competitive selection of eligible providers
of youth activities. Specifically, discuss the role of the Youth Council in
making recommendations to the board regarding the final decision to
award grants or contracts and/or provide direct youth services by the
Goods and/or services necessary for the conduct of Polk Works‘ business
and to implement and operate programs, including the process for selecting
service providers for all workforce programs, are procured in accordance with
Polk Works‘ adopted Procurement Policies and Procedures, which
incorporates the methods of procurement provided for under 2 CFR 215.
Service providers for all workforce programs, including WIA Youth are
procured through formal requests for proposals. The following is excerpted
from Polk Works‘ procurement policies and procedures:
BIDS AND FORMAL REQUESTS FOR PROPOSALS—Purchases of
$50,000.00 and above shall be publicly advertised and a formal request for
bids, proposals, or quotations shall be issued. Where the goods or services
are for the purpose of implementing grant activities, and not for the day to day
operations of the agency except as provided herein for On-the Job Training,
GED Training and Employed/Incumbent Worker Training, the decision to let
an RFP or a bid shall be made by the governing board, which is, the Polk
County Workforce Development Board, Inc., (PWDB) for their approval.
a. Previous proposers as well as entities, which have asked to be included
on the Polk Works proposer/bid list for various types of goods and
services, shall be notified that Polk Works is seeking service providers.
The requestor shall be responsible for maintaining the proposer/bid lists.
b. Legal notices will be posted on the Polk Works website and shall appear
in at least one newspaper, of general circulation (the Ledger, Polk County
Democrat, Newschief, etc.) for three (3) consecutive days whenever a
formal bid/proposal is let. Potential bidders will be given at least ten (10)
working days to respond to the advertisement if time permits.
c. Polk Works will accept proposals based upon the terms and conditions of
d. Proposals / bids submitted are received by Polk Works' staff and stamped
with date and time of receipt.
e. Proposal/bid evaluation criteria are published with the RFP or bid. The
rating criteria include but are not limited to the following elements:
Polk Works – Region 17 Submitted on October 1, 2012 Page | 130
Proposer‘s financial capability. Proposer‘s books and records are
kept in accordance with generally accepted accounting principles.
Reasonableness of the cost
Proposer‘s ability to meet performance goals.
Proposer‘s record of past performance in the delivery of goods or
f. Polk Works may conduct pre-award surveys where indicated.
g. RFPs and bids shall be reviewed by staff for responsiveness. Non
responsive proposers are notified in accordance with the RFP or bid.
h. The President & CEO shall assemble a review committee to rate and
comprised of Youth Council members to rank proposals and bids. They
may on occasion consist of members of the community with a special
i. Proposals to serve Youth must be presented to the Youth Council which
shall make recommendations as to funding in some cases to the Polk
Works Board of Directors.
j. Other proposals/bids for program services must generally be presented to
the appropriate Committee/Council who provides oversight for that good
or service. The committee then makes recommendations for funding and
in some cases selection to the Polk Works Executive Committee for
selection and approval.
k. Recommendations from the PWDB committees are submitted for
consideration to the Polk Works Board of Directors which makes the final
selection and approval determinations.
4. Provide a list of youth services providers thus selected.
Henkels & McCoy Inc. is the primary youth service provider.
5. Describe how the Youth Council will share ―best practices‖ with
Workforce Florida and the Department of Economic Opportunity so that
the State may disseminate that information throughout the workforce
The Youth Council will prepare, with staff assistance, white papers describing
best practices to share with WFI and DEO staff. Best practices will also be
shared with DEO staff during compliance and training visits.
6. Describe how the four strategic goals outlined in the Youth Program
section above will be implemented for youth in the region.
To build consensus for a policy on the preparation of youth for
employment in targeted demand occupations
Polk Works – Region 17 Submitted on October 1, 2012 Page | 131
The region will build consensus for a policy on the preparation of youth for
employment in targeted demand occupations through identifying the
needs of employers in the region, and assessing the training opportunities
available to fill those employment needs. Upon reviewing the data, Board
staff will work with the Polk County School Board Workforce Education
Director, private schools, and local colleges to identify and address the
gaps in training programs that will prepare youth to enter key occupational
fields. Board staff will serve as the intermediary between business and
education/training partners to identify and implement action steps to
achieve this goal.
To develop regional alliances among workforce, education, state
agencies serving the most at-risk youth, economic development,
housing, faith and community-based organizations, and
transportation stakeholders to better meet the needs of businesses
within a region by creating a pipeline of youth who have the hard and
soft skills to enter targeted demand occupations
Recognizing the benefit and need for regional alliances to better meet the
needs of business while serving as a pipeline for trained youth to enter the
targeted demand occupations, the Board will work to leverage resources
by developing and maintaining key partnership with the Polk County
School Board, youth serving agencies, health department offices,
Department of Juvenile Justice, representatives of targeted industries,
key chambers of commerce, trade associations; and economic
development entities, public and private educational institutions,
community-based organizations; organized labor; the area‘s local elected
officials; and state agencies, including Department of Children and
Families. Board staff will also reach out to post-secondary institutions to
identify training programs that are tied to in-demand occupations identified
Board staff will work with key stakeholders to develop recommendations
for youth policy on the preparation of youth for employment in targeted
demand occupations and present them to the Board‘s Youth Council for
discussion and consideration. These recommendations may include
policy changes, programmatic areas of focus (such as STEM-related
programming, services for at-risk minority males), recommendations on
implementing strategies that increase the engagement of the private
sector in WIA youth programming.
Board staff will also look to provide a forum for the exchange of
information and ideas to increase the number of high school graduates
within the county and include community leaders, school officials, youth,
parents, and other stakeholders. Dialogue will also include discussion on
Polk Works – Region 17 Submitted on October 1, 2012 Page | 132
strategies to increase the number of youth who obtain a living wage job,
and encourage more interaction between service agencies and
educational institutions to help first-time workers enter and advance in the
To create a blueprint for state-level stakeholders to facilitate the
creation and growth of state/regional/local alliances
In conjunction with the Local Youth Council, Workforce Boards, youth
providers the Region will work with state-level stakeholders to facilitate the
creation and growth of state/regional/local alliances. This will be
accomplished through meetings for networking, brainstorming, and
developing a blueprint for the region. The Region will utilize this blueprint
to enhance, improve, and advocate for local youth services.
To provide a forum for local, regional, and state level stakeholders to
exchange information and ideas on new initiatives, cross-agency
planning, promising practices and data-based decision making:
The Region will provide a forum that will consist of local, regional, and
state level stakeholders to exchange information and ideas on new
initiatives, cross-agency planning, promising practices and data-based
Some of the areas of discussion may include:
• Coordination of youth activities in the Region
• Implementing areas of the local plan related to eligible youth
• Providing training that expands basic workplace skills and the
experience of young people and first-time working young adults.
• Promoting successful entry into the workforce through education
and workplace experience that leads to self-sufficiency and career
advancement. The components of the strategy may include efforts
that enlist business, education and community support for students
to achieve long-term career goals, ensuring that young people and
young adults entering the workforce for the first time have the
academic and occupational skills required to succeed in the
• Networking with educators, employers, and representatives of
human services agencies such as juvenile justice, youth with
disabilities and local law enforcement agencies, department of
children and families; member who represent local public housing
authorities; parents of eligible youth seeking assistance under
subtitle B of title I of WIA; individuals, including former participants,
Polk Works – Region 17 Submitted on October 1, 2012 Page | 133
and members who represent organizations that have experience
relating to youth activities; and members who represent Job Corps.
• Exposing youth to post-secondary education options
• Addressing barriers to education and employment
7. Describe the procedures that will be implemented to target and provide
workforce services to youth with the following barriers: aged out of
foster care; youthful offenders; out-of-school youth; basic skills
Aged Out of Foster Care: The primary goals of aged out of foster care
services are to:
• Customize tutoring and academic support
• Provide counseling and assistance with social service referrals
• Provide child care referrals as needed
• Provide transportation assistance as needed
• Provide employability skills training/life skills training to prepare youth
for job referrals
• Provide access to leadership skills training and mentoring activities as
• Act as liaison/advocate for those youth who are involved in the justice /
child welfare system as appropriate
• Provide substance abuse treatment referral as appropriate
• Provide referrals to resources in the community (e.g., mentoring,
mental health services, and parenting classes)
In order to serve this population adequately, Polk Works provides procedures
for referring youth in the foster care system to the in school and out-of-school
youth service partners to ensure that these youth are offered services through
the above WIA sponsored programs. Strengthening the communication
between Polk Works, youth partners and the foster care system to ensure
that foster care youth obtain the appropriate services that they require to
become self-sufficient is the key component for successful entry into the
workforce. That is further emphasized by working to strengthen existing
transition initiatives of the youth program‘s delivery system through maximum
cooperation between the youth partners and to share information and
services that are necessary to best serve the aged out of foster care youth
target group and help them achieve their goal of self-sufficiency through
employment and career advancement.
Youth Offenders: The primary goals of youth offender services are to:
• Provide assistance to youth offenders to attain long term employment
at wage levels that will prevent future dependency and to break the
cycle of crime and juvenile delinquency that contributes to recidivism
and non-productive activities
Polk Works – Region 17 Submitted on October 1, 2012 Page | 134
• Develop and implement a service delivery system that links with youth
offenders, to education and employment.
• Collaboration of local agencies to encourage the delivery of
comprehensive and non-duplicative services to youthful offenders and
to develop better community strategies to reduce delinquent behavior
• Encourage strong partnerships to fill the gaps in the community‘s
existing interventions dealing with youth offenders
• To reconnect these young people with caring adults and positive
activities in the community.
• Youthful offenders will be provided quality youth services through
training customized to their special needs
Out-of-School Youth: This target group is defined as youth who are eligible for
the out-of-school youth program‘s full array of services, have either dropped
out-of-school, or have graduated from high school and are in need of further
guidance with job assistance, higher educational goals or other similar
opportunities that requires assistance through such benefits as educational
scholarships or youth training vouchers.
The primary services provided to of out-of-school youth services are:
• Receive objective and comprehensive assessment services,
• Receive counseling about options to enter postsecondary educational
institutions, GED preparation and testing, vocational training, military
• Provided job referrals and employment counseling, tutoring, mentoring,
leadership development, internships/work experience, support
services, work readiness skills training,
• Provide Job Corps information/referrals as appropriate and set-up
contact with the local Job Corps Admission Counselor
The out-of-school youth program also provides directions in the decision
making process of options that are available to the youth, offering guidance to
other options that may benefit the youth, such as referrals to community
organizations specializing in youth programs/services, presentations by youth
development specialists/job developers whose priority is to ensure a good
employment match for each participating youth, tutoring and other academic
support that may be needed to assist the youth participant in making
Basic Skills Deficient:
Polk Works defines an individual who has English reading, writing computing
skills or solve problems at or below the ninth grade level on a generally
Polk Works – Region 17 Submitted on October 1, 2012 Page | 135
accepted standardized test or a comparable score on a criterion referenced
test as basic skills deficient.
• Standardized tests are utilized when determining basic skill levels, Test
of Adult Basic Education (TABE) Test, and the test must be the same
for the pre-testing and post-testing.
• Pre and post-testing of the participant will determine the youth‘s level
of improvement in basic skills.
• Polk Works requires that all youth participants are administered the
TABE Test in order to better tailor the service delivery to each specific
youth enrolled in the program.
• For youth who are basic skills deficient, a youth development activity
that includes individual or group academic support services,
specialized instructions or schooling are provided as part of the service
delivery for youth to improve in advancing to the next grade level and
moving toward an educational program and/or employment.
Other At-Risk Youth Populations:
Other at-risk youth populations such as pregnant or parenting, homeless,
runaways, migrant and seasonal farm workers, youth who require additional
assistance to complete an educational program or secure/hold employment
all receive the same services that are outlined above, as well as specialized
services, where applicable.
To serve at-risk youth populations, Polk Works in and out-of-school programs
provide youth with comprehensive assessment and guidance through the
decision-making processes of weighing all the available options; unbiased
presentation of information on alternative options; the guidance of youth
development career advisors and counselors whose only priority is ensuring
an appropriate career strategy for each participating youth; and the tutoring
and other academic support they may need to gain access to gainful
Polk Works – Region 17 Submitted on October 1, 2012 Page | 136
1. How will the State Veterans Program Plan of SERVICE will be implemented in
the One-Stop Career Center(s)?
At the time of sign-in with the receptionist, customers are requested to identify their
military status. Veterans and their families have priority of service in the Resource
Room and for all programs operated by the Region and are immediately seen by
VETS staff. Should no VETS staff be available, then the first available staff person is
required to provide services. All personnel, not just VETS, are required to see
Veterans as their first priority. The VETS are fully trained and attend all annual and
on-going training offered by the State and Federal programs. Veterans are offered
the full range of One-Stop services to include job counseling, job search/referral,
resume services, as well as specialized assistance on Veterans rights and benefits
as well as assistance and interface with the Veteran‘s Administration (VA) programs.
The veterans program falls under the supervision of the One-Stop Service Provider
and the DEO OMC II. The LVER staff promotes the veterans program with One-Stop
Career Center partners and to the employer community, and may provide training,
reports, and analysis to management as requested.
2. How outreach and organizational visits for veterans are conducted?
The LVER communicates with employers in the Region including those who have
federal contracts. LVER staff provides employers with an understanding of Federal
regulations regarding Veteran‘s service Preference. The Region‘s LVER activities
and services include, but are not limited to the following services for Veterans:
conducts marketing to employers on behalf of veteran job seekers and the Career
Center, conducts job search workshops, provides job development and job referrals,
provides career and vocational guidance, provides Labor Market Information, refers
Veterans to supportive or remedial services, refers veterans to job focused and
outcome driven training, certification, etc., conducts Veterans' Program training for
all One-Stop Associates, maintains an updated Federal Contractor List, advocates
for veterans by contacting employers, unions, apprenticeship programs,
Veterans/Community Based Organizations, etc., provides assistance to the National
Guard Unit with Military Occupational Skills (MOS) translation to ONET codes, and
informs Veterans of all other services and training programs at the One-Stop. The
LVER notifies veterans and members of the National Guard of their Priority of
Service and availability of services/training, including WIA training programs. The
Veterans Staff has an ongoing relationship with the local VFW Posts who provide
leads for disabled and other Veterans in need.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 137
3. How the Disabled Veterans Outreach Program specialists and Local Veterans
Employment Representatives staff are fulfilling their required roles and
responsibilities as indicated in the State Veterans plan at:
technical assistance and best practices can be provided to improve services
Upon their initial entry into the One-Stop Career Center, veterans and eligible
persons with barriers to employment will be identified using the needs-based
approach and then directed to the DVOP staff for assessment and intensive case
management services. One-Stop partners and service providers will be trained to
identify veterans and covered persons with barriers to employment and, in most
instances, immediately refer these veterans to the DVOP staff for services.
DVOP staff will provide a wide range of workforce services to veterans and eligible
persons with their primary focus being on identifying veterans requiring intensive
services. DVOP staff will facilitate services through the case management approach
to veterans and eligible persons with barriers to employment and with special
workforce needs. These services include but are not limited to the following:
• Assessment, including a documented plan of service (Individual Employment
• Counseling and career/vocational guidance;
• Referral of veterans to supportive or remedial services;
• Referral of veterans to job focused and outcome-driven training, certification,
• Job development services;
• Development of VA funded Special Employer Incentive and On-the-Job
training slots for VR&E participants;
• Refer veterans to employment opportunities found in EFM;
• Maintenance of an up-to-date Network Guide for veteran customers and One-
• Conduct outreach to locate veterans for intensive services and market
services for veterans in VR&E, HVRP, VWIP, WIA, etc.; and
• Participate in TAP activities for transitioning service members and their
Staff are considered key players and team participants in One-Stop business
development activities and employer marketing efforts, developing jobs for the One-
Stop Career Center, marketing One-Stop services to employers, planning,
conducting and participating in employer job fairs for veterans, facilitating and
maintaining employer recruitments, and assisting with employer recruiting
agreements. Staff will contact Military Base Family Service/Support Centers;
Facilitate and participate in employer mass recruitments for the new and expanding
firms. All of these activities translate into positive benefits and productivity for the
Polk Works – Region 17 Submitted on October 1, 2012 Page | 138
One-Stop Career Centers and subsequently result in the development of
employment opportunities for veterans.
In addition, the LVER provides oversight and guidance to the Veterans Program
outcomes and to the DVOP staff in the delivery of veteran services. The LVER also
provides the data and drafts the quarterly management report, trains One-Stop staff
and partners on the veterans program, and helps (as noted above) with the
marketing of the veterans program for the One-Stop Career Centers.
Local Operating Procedures ~ Veterans and Eligible Persons
Polk Works – Region 17 Submitted on October 1, 2012 Page | 139
Assurances require RWBs to affirm that key obligations in the law have been met. A
number of plan elements that were previously a part of the narrative are now among the
assurances and are vitally important as a commitment to upholding the requirements in
the law and regulations. The assurances may form a basis for local Board-monitoring of
these requirements and for DEO’s monitoring of the regions. Many of the assurances
affect the required process for developing local Workforce Services Plans, such as the
requirements for stakeholder consultation, public comment and various policies which
RWBs must have in place.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 140
The following section delineates the formal assurances related to statutory
compliance, program integration, universal access, customer choice, reporting,
veterans‘ priority of service, performance, quality assurance and other program and
administrative elements to which each Regional Workforce Investment Board
agrees, ensuring the systemic foundation of the Florida workforce investment
system. By signing the Local Workforce Services Plan the Board and CEO certify
that the operators and partners of the local One-Stop Career Center delivery system
will adhere to these assurances and comply with all Federal, State, County and local
statutes, regulations and policies relevant to the delivery of services within the
context and meaning of the local plan.
1. GOVERNANCE The Board agrees to perform in accordance with governing federal
and state law; any and all requirements set forth in the Grantee-Subgrantee
Agreement (and relevant attachments); Florida, Inc., policies, and other agreements
in which the Board has received a Notice of Fund Availability.
2. DISABILITY ACT
The certifies compliance with the section 504 of Rehabilitation Act of 1973 and the
American Disabilities Act of 1990
3. CUSTOMER CHOICE
The Board assures that local One-Stop Career Center System Operators and
partners will adhere to the principles of customer choice as outlined in provisions of
4. SUNSHINE PROVISIONS
The Board certifies, that it will adhere to provisions of the Sunshine Act as described
in the WIA and Florida Statute.
5. FINANCIAL RECORDKEEPING, COST PRINCIPLES AND COST ALLOCATION
The Board agrees to maintain all financial records, and to develop and follow cost
allocation procedures that are in compliance with GAAP, Federal Cost Principles, all
applicable OMB Circulars, and policies issued by the State of Florida. These
include, but are not limited to, the following OMB Circulars:
A-21, Cost Principles for Educational Institutions (5/10/2004); relocated to
2 CFR, Part 220
A-87, Cost Principles for State and Local Governments (5/10/2004);
relocated to 2 CFR, Part 225
A-122, Cost Principles for Non-Profit Organizations (5/10/2004); relocated
to 2 CFR, Part 230
A-102, Grants and Cooperative Agreements with State and Local
Governments (10/7/94, amended 8/29/97)
Polk Works – Region 17 Submitted on October 1, 2012 Page | 141
A-110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals, and Other Non-Profit
Organizations (11/19/93, amended 9/30/99); relocated to 2 CFR, Part 215
A-133, Audits of States, Local Governments, and Non-Profit Organizations
(6/24/97, Revised 6/27/2003 and 6/27/2007)
USDOL Compliance Supplement (complement to A-133)
6. FOREIGN LABOR CERTIFICATION - AGRICULTURAL & NON-AGRICULTURAL
The Board assures that the local One-Stop Career Center (OSCC) Operators (in
accordance with all relevant state policies and procedures, and the requirements set
forth at 20 CFR Parts 655 and 656) will assist the DEO to determine the availability
of U.S. workers and the potential adverse effect on wages and working conditions
that the admission of foreign workers might have on similarly employed U.S.
workers. With regards to H-2B Program activities under the Foreign Labor
Certification Program, the Board assures that OSCCs will facilitate the referral of
qualified and eligible (meaning that the individual is not an unauthorized alien with
respect to that employment) job seekers and to assist employers throughout the
recruitment process. For both visa programs, the Board also agrees that OSCCs
may be required to generate, process and conduct follow-up activities on H-2A / B
related job orders in accordance with the requirements set forth at 20 CFR 655 &
656 of federal regulations.
7. FUNCTIONAL GUIDANCE OF DEO STAFF
The Board assures that One-Stop Career Center Operators and their management
and supervisory employees will provide a level of functional guidance to DEO staff
assigned to the local area‘s One-Stop Career Center(s) sufficient to assure an
integrated and seamless delivery of services. Non-state agency managers and
supervisors may provide functional guidance to DEO staff assigned to provide
services in the local career center with the exercise of supervisory authority for all
personnel matters, including compensation, personnel actions, terms and conditions
of employment, performance appraisals, and accountability, retained by DEO
supervision and guidance of DEO staff assigned to the One-Stop Career Center(s)
will be carried out by the respective parties with an expectation of mutual
cooperation by the Operator, DEO and all partner organizations, and a focus on
achieving the performance goals established for the One-Stop Career Center
8. FUNDS OF LAST RESORT
The Board assures that One-Stop Career Center System Operators shall take
sufficient actions to assure that WIA programs will not be charged when other
assistance is available. Local operators shall be responsible for ensuring the filing of
applications for Pell Grant or Supplemental Education Opportunity Grant (SEOG)
assistance or any other assistance available for each participant enrolled in a Pell
Grant or SEOG approved course and upon receipt of such grant the portion received
Polk Works – Region 17 Submitted on October 1, 2012 Page | 142
y a training participant for the cost of tuition, fees and books shall be applied to
replace the WIA funds used to cover such costs.
If the Pell Grant is received after the termination of training paid with WIA funds, the
portion to be applied for the cost of tuition, fees and books shall be remitted to the
Polk Works Administrative Office.
No compensation shall be earned or deemed payable for services provided to a WIA
program participant to the extent that any such services are paid for, directly or
indirectly, through a Pell Grant (or Supplemental Education Opportunity Grant
(SEOG)) by Trade, or by any other source.
9. GRIEVANCE PROCEDURE POLICY
The Board assures that the local One-Stop Career Center Operators will implement
and maintain a formal complaint system consistent with State policy and Federal
regulations promulgated at 20CFR §658.400-418 and 658.500-504 and §667.600-
667.640 relevant to the Workforce Investment Act of 1998 and the Wagner-Peyser
Act, as amended.
10. HEALTH AND SAFETY
The Board agrees all services provided to participants under the programs covered
under this plan will take place in an environment where appropriate standards for
health, safety and comfort are maintained. Participants in on-the-job training
operated with WIA funds as defined in 20 CFR Part 663.700, are subject to the
same health and safety standards established under State and Federal law which
are applicable to similarly employed employees, of the same employer, who are not
participants in programs under WIA. Facilities will be adequately heated and
ventilated; with adequate toilet, rest and lunch areas; easy access to potable water;
and separate and clearly delineated smoking areas.
11. MIGRANT AND SEASONAL FARMWORKERS - MSFWs
The Board assures that the local One-Stop Career Center (OSCC) Operators will
ensure (in accordance with all relevant state policies and procedures and as
required under 20 CFR Parts 651, 653 and 658) that Migrant and Seasonal Farm
Workers (MSFWs) receive the full array of workforce development services, benefits
and protections in a non-discriminatory manner and the services provided to MSFWs
are ―qualitatively equivalent and quantitatively proportionate‖ to the services
provided to other jobseekers. OSCC will identify Migrant and Seasonal
Farmworkers (MSFWs); refer such identified customers to appropriate job openings,
training opportunities, career guidance and any other workforce investment services
as needed; conduct appropriate follow-up with employers and other applicable
service providers; and report all relevant activities through OSCC will continue to
provide service to agricultural employers and implement systems and strategies to
enhance and integrate service delivery to both MSFWs and agricultural employers.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 143
The Board assures that no recipient of funds covered under this plan will hire a
person in an On-The-Job Training position, administrative capacity or consultant
position funded under WIA if the individual or a member of his/her immediate family
is employed in an administrative capacity of the USDOL, DEO, the State of Florida
or the recipient. The Board agrees to inform Workforce Florida Inc. (WFI) of
potential violation of the nepotism restriction. Additionally, no individual may be
placed in a WIA employment activity if a member of that person‘s immediate family
is directly supervised by or directly supervises that individual.
13. NONDISCRIMINATION EMPLOYMENT & EQUAL OPPORTUNITY
The Board assures that the local One-Stop Career Center Operator will comply fully
with the nondiscrimination and equal opportunity provisions of the following laws:
Section 188 of the Workforce Investment Act of 1998 (WIA), which prohibits
discrimination against all individuals in the United States on the basis of race, color,
religion, sex, national origin, age, disability, political affiliation or belief, and against
beneficiaries on the basis of either citizenship/status as a lawfully admitted
immigrant authorized to work in the United States or participation in any WIA Title I
financially assisted program or activity; Title VI of the Civil Rights Act of 1964, as
amended, which prohibits discrimination on the basis of race, color and national
origin; Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits
discrimination against qualified individuals with disabilities; The Age Discrimination
Act of 1975, as amended, which prohibits discrimination on the basis of age; and
Title IX of the Education Amendments of 1972, as amended, which prohibits
discrimination on the basis of sex in educational programs. The Board also assures
that it will comply with 29 CFR Part 37 and all other regulations implementing the
laws listed above. This assurance applies to the operation of the WIA Title I
financially assisted program or activity, and to all agreements made to carry out the
WIA Title I financially assisted program or activity. The Board understands that the
United States, the State of Florida and the DEO have the right to seek judicial
enforcement of this assurance. The Board also assures that the local One-Stop
Career Center Operator will appoint an Equal Opportunity Officer to ensure
compliance with the regulatory requirements cited above.
14. NONPARTICIPATION IN SECTARIAN ACTIVITIES
The Board assures that WIA Title I funds will not be expended on the employment or
training of participants in sectarian activities. Participants must not be employed
under Title I of WIA to carry out the construction, or maintenance of any part of any
facility that is used or to be used for sectarian instruction or as a place of religious
worship. However, WIA funds may be used for the maintenance of a facility that is
not primarily or inherently devoted to sectarian instruction or religious worship if the
organization operating the facility is part of a program or activity providing services to
Polk Works – Region 17 Submitted on October 1, 2012 Page | 144
The Board agrees that for purposes of this plan, performance will be measured in a
manner that is consistent with all appropriate federal and/or state statutes,
regulations, and policies.
16. POLITICAL ACTIVITIES, LOBBYING PROHIBITION
The Board assures that WIA Title I funds and none of the services provided with said
funds may be used for any partisan or non-partisan political activity or to further the
election or defeat of any candidate for public office. The Board also agrees to
comply, where applicable, with the provisions of the Hatch Act, which limits the
political activity of certain State and Local government employees, along with
contractors, subcontractors and participants funded through the use of WIA funds.
The Board shall comply with 29 CFR 93 regarding the restrictions on lobbying and
the Certification and Disclosure requirements pursuant to Section 319 of Public Law
17. PROGRAM INTEGRATION
The Board assures that the One-Stop Career Center delivery system will fully
integrate all programs covered under this local plan into the full range of available
workforce development services.
The Board agrees that DVOP and LVER staff will be responsible for case
management of veterans' service delivery, and where feasible, provide direct
services or assist one-stop delivery system staff in the provision of priority services
for veteran customers.
The Board assures that One-Stop Career Center System Operators will coordinate
with local Rapid Response staff related to outreach, intake and registration of
workers covered by a certification under the Trade Adjustment Assistance Act.
18. QUALITY ASSURANCE (GENERAL)
The Board assures the local One-Stop Career Center Operator will carry out all
activities relevant to the provision of each program covered under this plan in
accordance with all Federal/State policies and procedures. The Board further
assures that a schedule for the monitoring of local One-Stop Career Center activities
will be developed and agreed upon in concert with the Department of Economic
Opportunity. Additionally, the Board assures that DEO shall have full access to all
One-Stop Career Center staff, records, systems, data, books, accounts,
correspondence and other documentation necessary to carry out its program
evaluation responsibilities as authorized by statute and/or regulation. The Board
also agrees that DEO, in order to effectively carry out its responsibilities, may
conduct on-site evaluation activity that is either with, or without, advance notice. The
Board also assures that local staff training relevant to the delivery of services
covered under this plan will be developed and agreed upon in concert with DEO.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 145
19. RAPID RESPONSE SERVICES
The Board assures that local One-Stop Career Center Operators and other
workforce development staff will coordinate/support Rapid Response service
delivery in accordance with all established Federal and State policies and
The Board assures that the local One-Stop Career Center delivery system (in
accordance with all relevant Federal and State policies and procedures) will collect
data on customer characteristics, service/activity participation, and outcomes
consistent with the requirements of the State‘s management information system so
as to ensure the integrity of all federal and state reporting requirements.
21. TAA PROGRAM COORDINATION
The Board assures the local TAA Coordinator at the regional level is a merit
employee and that local One-Stop Career Center Operators will provide timely and
appropriate services for any customer wishing to apply for benefits under TAA. The
Board also assures that local One-Stop Career Center Operators will conform to all
policies and regulations of the program. The Board also assures that local One-Stop
Career Center Operators will cooperate with any hearings requirements related to
TAA services. 20 CFR Part 618
22. STATUTORY COMPLIANCE
The Board agrees to comply with the Workforce Investment Act of 1998, the
Wagner-Peyser Act, as amended, the Trade Act of 1974, as amended, the Trade
Reform Act of 2002, the Trade and Globalization Adjustment Assistance Act of 2009,
the Jobs for Veterans Act and all related statutory requirements and implementing
regulations. The Board also agrees to comply with policies issued by DEO related to
the administration, delivery, and performance of all programs covered by this local
23. UI INFORMATION (ACCESS TO)
The Board assures that local One-Stop Career Center Operators will use any
information received from the UI system related to claimants solely for the purpose
of providing reemployment services to UI claimants. The Board further assures that
all information on UI claimants received by the One-Stop Career Center Operators
will be used in a manner that is consistent with state and federal confidentiality
statutes and policies.
24. UNIONIZATION AND ANTI-UNIONIZATION
The Board assures that no funds covered by this plan shall in any way be used to
either promote or oppose unionization.
25. UNIVERSAL ACCESS
The Board assures that the local One-Stop Career Center delivery system [as
described in 20 CFR 662.100(b) of the Workforce Investment Act and in accordance
Polk Works – Region 17 Submitted on October 1, 2012 Page | 146
with all relevant state policies and procedures] will provide services to all customers
consistent with the principles of universal access. The Board also assures that core
and applicable intensive services, including staff-assisted services, will be provided
in at least one physical career center in the workforce investment area.
The Board assures that LVER and/or DVOP staff assigned to the local One-Stop
Career Centers, consistent with the principle of universal access, will also provide
outreach services to veterans at Service Delivery Points (SDPs) such as Veterans
Administration Hospitals, veterans‘ shelters and military installations for which no
LVER or DVOP is assigned. The Board also assures that DVOP and LVER staff will
also conduct outreach to employers, community agencies, veterans‘ organizations,
etc. and that they will share information gained from these contacts with staff of the
One-Stop Career Centers and SDPs.
26. VETERANS PRIORITY OF SERVICE
The Board agrees that One-Stop Career Center Operators will assure priority of
services for veterans and other eligible persons (under the Federal umbrella
designation of ―covered persons‖ 20 CFR Part 1010.110 RIN 1293-AA15) for all
employment and training services funded with Federal resources. The Board also
assures that it will encourage and promote the provision of maximum employment
and training opportunities to veterans by all service program providers participating
in the local workforce investment system. To promote informed choice for veteran
customers, the Board agrees that One-Stop Career Center System Operators will
provide information at the point of program access that advises covered persons of
the priority of service and the advantages of registration to access special programs
and services for veterans and the availability of DVOP or LVER staff to assist with
these veteran services and with employment issues. .
Federal Contractors and Federal Agencies will be provided with recruitment
assistance in accordance with their obligation for Affirmative Action and veterans‘
preference requirements pursuant to 38 U.S.C., Chapter 42.
The Board agrees that LVER and DVOP staff will provide training and technical
assistance to One-Stop Career Center staff relative to Federal employment
opportunities for veterans, the Federal Contractor Job Listing Program and the
customer complaint process as it relates to veterans.
The Board agrees that under this plan LVER and DVOP staff can receive functional
guidance from the One-Stop Operator. However, compensation, personnel actions
and terms and conditions of employment, including performance appraisals and
accountability of merit-staff employees will remain under the authority of DEO.
The Board will demonstrate through policy, procedure and action that veterans
receive priority of service for all programs funded by DOL sources; and that no local
Polk Works – Region 17 Submitted on October 1, 2012 Page | 147
policy shall restrict services to veterans regardless of residency or other local
27. WORK OPPORTUNITY TAX CREDIT
The Board assures that the local One-Stop Career Center Operators will assist in
determining the eligibility of interested customers as members of targeted groups;
and assist interested customers and employers to complete related documentation
including IRS Form 8850 Work Opportunity Credit Pre-screening Notice and
Certification Request, and DOL Form ETA-9061 (Individual Characteristics Form) or
DOL Form ETA-9062 (Conditional Certification). Issuance of final certifications will
remain a central administrative responsibility of DEO. There are no reporting
requirements applicable to this section.
28. WORKER PROFILING PROGRAM and REEMPLOYMENT SERVICES
The Board assures that local One-Stop Career Center Operators will continue to
provide reemployment services to a sub-set of individuals who are enrolled in
reemployment services (RES) to assist in accelerating their return to work. Board
further assures that the local One-Stop Career Center operator(s) will collect data on
claimant service/activity participation, outcomes and results, including conformance
with the work search plan activities.
Polk Works – Region 17 Submitted on October 1, 2012 Page | 148
The following attachments are included:
Attachment #1: Summary of Plan Comments
Attachment #2: Inter-local Agreement
Attachment #3: Board & Youth Council Members List
Attachment #4: Board Bylaws
Attachment #5: Fiscal Agent Design/Administrative Entity/One -Stop Operator
Attachment #6: Official Signatures
Polk Works – Region 17 Submitted on October 1, 2012 Page | 149
The following LOPs are included:
Local Operating Procedure: Card Issuance
Local Operating Procedure: On-the-Job Training
Local Operating Procedure: Customized Training
Local Operating Procedure: Community Service Work Experience
Local Operating Procedure: Providing Re-employment Services to UC
Local Operating Procedure: REACT
Local Operating Procedure: Work Registration
Local Operating Procedure: Developing IRPs and ARPs
Local Operating Procedure: Assignment of Hours
Local Operating Procedure: Job Search
Local Operating Procedure: Good Cause
Local Operating Procedure: Medical Deferral
Local Operating Procedure: One-on-One Orientation and Assessment
Local Operating Procedure: Job Search Activity
Local Operating Procedure: WIA Dual Enrollment
Local Operating Procedure: Veterans and Eligible Persons
Polk Works – Region 17 Submitted on October 1, 2012 Page | 150
Polk Works – Region 17 Submitted on October 1, 2012 Page | 151
The following MOUs are included:
MOU: AARP Foundation
MOU: Agricultural and Labor Program, Inc.
MOU: Auburndale Bridge
MOU: Lakeland Housing Authority
MOU: PSCB Farm Workers
MOU: Polk County Drug Court
MOU: Vocational Rehabilitation
MOU: West Bartow Front Porch
Polk Works – Region 17 Submitted on October 1, 2012 Page | 152
The following Program Policies are included:
Program Policy: One-Stop Seamless Service Delivery
Program Policy: Selection and Approval Process of ITA Providers
Program Policy: Individual Training Account System
Program Policy: Customized Training and CETA Awards
Polk Works – Region 17 Submitted on October 1, 2012 Page | 153