V. Provider Responsibilities

The Provider will administer the specified program(s) in accordance with the provisions of the contract. Exceptions to these provisions must have the written approval of the Department.

Providers are responsible for engaging customers in appropriate activities for the required number of hours starting at the point of initial contact. Providers are required to electronically submit weekly activity reports to the Department by the close of business on Tuesday of each week that covers the previous calendar week of Saturday through Friday. These reports are to contain verified documentation of each customer's activity, assigned hours, actual hours completed, location of assignment, information about any outreach, reconciliation activities, and signatures verifying accuracy of information.

When the Department refers a customer to the Provider, the Department will electronically provide forms 2151 (referral form) and the customers RSP (service plan). The customer's RSP must include the customer's activity and the required number of hours a customer is to participate in a work and training activity. If after review by the Provider it is determined the referred activity is not appropriate, the Provider must send the Department a 2151a requesting and updated RSP with an appropriate activity. Customers may be required to do all work and training hours in a core activity, or their hours may be divided between core and non-core this will also be provided by the Department.

The Provider will conduct the Intake and Assessment within 5 calendar days of the initial appointment date shown on form 2151. This will be done in a fashion that results in thoroughly exploring all areas that are relevant to accurately assessing the customer's employability, education/skill levels, and other areas that may have an impact on the customer's ability to get and keep a job. All Intake and Assessment processes should include provisions for ensuring equity and accessibility to all participants including but not limited to those with limited English proficiency, limited reading/writing ability, and should be intentionally inclusive with regard to race, ethnicity, gender identity, sexual orientation, differences in physical ability and/or mental health/neuro-atypical status. This process must be structured in a fashion that assures that the customer is engaged in a collaborative process to identify appropriate activities and how the customer will meet requirements in activities for the required number of hours

Key components of the documentation process includes individual case files that contain case notes, verification of enrollment in work and training activities, notes on case management visits, customer contacts and interviews, documentation of reconciliation attempts to non-compliant customers, documentation of visits to work sites, copies of written agreements with employers and copies of Weekly Attendance and Activity reports that contain clear, complete and accurate information regarding the customer's participation in assigned activities.

For customers approved by the Department for participation in education programs, the Provider will obtain documentation of the student's progress. Individual files will contain case management notes from the Provider, progress reports from the educational institution and recommendations regarding the appropriateness of the program for the customer. Copies of the student's grades, test scores, or assessments may also be a part of the documentation process.

Providers are required to consult with the Department for a course of action, when a customer demonstrates behaviors that negatively impact their ability to successfully participate in work and training activities. The discussion/consultation may be conducted via video conference, telephone, or in a face-to-face exchange and may or may not involve the customer.

Each customer's performance and participation in work and training activities will be reported to the Department electronically by submitting Weekly Attendance and Activity reports. These reports cover a calendar week (Saturday through Friday) and are transmitted by the close of business on the following Tuesday. The Provider is responsible for ensuring the accuracy of information provided on the report. If the Department deems necessary, the Provider may be required to make corrections or supply additional/supportive documentation.

A. The Referral Process

The Provider must work with the Department staff to develop a referral schedule and process which assures that the Provider receives the number of customers specified in Exhibit B.

The Provider is responsible for working with staff and customers in a manner that assures that they maintain the required number of customers on a consistent basis.

Once the Department sends a referral, the Provider must accept the it with-in 2 working days. Once the referral has been accepted, the Provider must update the Agency Action section in the Work Verification System (WVS) within 2 working days of the referral appointment. The Provider must select either Customer Initiated with Date or No Contact from Customer.

Reverse Referral Process - If the Provider recruits a customer, the Department staff is to be notified via email for approval. Once approved, the Department will generate a WVS referral.

B. Referral Packet

At a minimum, the Provider will receive the Referral Form (Form 2151) and a current Responsibility and Services Plan (Form 4003) for all referred customers through WVS. If the customer is being referred for Community Service or Work Experience, the packet must also contain Form 4044 (Work Experience/Community Service Worksheet) which is included in the RSP in WVS.

C. Engaging Customers

The Provider is required to assure that each enrolled customer is engaged in work and training activities for the number of hours that are consistent with their current RSP. Participation in appropriate activities and required hours starts with the first day of the customer's engagement with the Provider.

D. Right to Repeat Referral

The Department reserves the right to refer a customer back to the Provider if a change in circumstances.

E. The Intake and Assessment Process

The Intake Process must include a detailed discussion about required hours and activities, weekly attendance reporting requirements, the consequences of non-compliance with activities, assigned hours, and any other factor affecting the customer's participation. The customer is to be advised and reminded of the potential for receiving a reduced grant for failing to comply with all requirements. If the customer fails to attend the initial appointment, the Provider is responsible for notifying the FCRC by electronically submitting the Change Report Form no later than the next due date for the RSP Attendance and Activity Report weekly i.e., the following Tuesday. Providers must update the RSP to reflect the specific activities that each customer will be engaged in.

F. The Provider Assessment Process

  • The Provider must complete an assessment within 5 calendar days of the initial appointment date shown on Form 2151. The assessment must include a guided introduction to the Illinois Department of Commerce & Economic Opportunity (DECO) Illinois WorkNet. See link: https://www.illinoisworknet.com/ Documentation verifying Illinois WorkNet registration must be printed and a copy placed in the customer's case file.
  • The assessment determines the customer's abilities, skills, and readiness to begin movement toward employment. At a minimum, the assessment must include the following actions and discussions with the customer:
    1. A discussion of the customer's education and training background
    2. Appropriate reading and math tests and scores and Learning Needs Screening (if the customer does not have a High School Diploma or GED)
    3. Work history and skills
    4. Registration to Illinois WorkNet
    5. Need for supportive services
    6. Employment interests and goals
    7. TANF clock (60-month time limit, this is provided by the Department)
    8. Emergency contact information for the customer
  • Once the Provider has completed the assessment if it is determined the customer is not a fit for the Provider's services or for the activity listed on the customers RSP, the Provider must complete Change Form 2151A and return to the Department within 2 working day. The Department will then review the customer for placement with another Provider or into a new activity.

G. Reassessment of Customer

The customer's RSP must be updated and the customer must be reassessed at least once every 12 months and/or:

  1. when the customer enters or reenters the program after a break of one (1) or more months; and/or
  2. when the customer shows no progress in an education/training program or inability to complete program requirements; and/or
  3. when repeated attempts to get the customer employed have failed. In this instance, the Provider is responsible for arranging a full staffing with the local FCRC, so they can jointly determine where the problem might be and assist the customer in working out a plan that will lead to employment.

H. Weekly Reporting of Customer Participation and Attendance

The Provider must ensure that accurate records of attendance, actual participation hours for each activity, and progress notes are submitted electronically in WVS weekly. (Exception: New employment information is reported only one time. After reporting employment, the "New Employment" portion of the Attendance and Activity report is to be left blank by the Provider.) The last day of the Report Period is always Friday. Therefore, activities and actual hours are always reported for the period of Saturday through Friday and must be submitted by the close of business every Tuesday. The report documents activities, actual hours completed and attendance for the preceding calendar week.

I. Case Management Meetings

The Provider will conduct monthly scheduled case management meetings with customers, these can be done in person or remote. Discussions will include a review of the customer's daily activities, the number of hours completed for each activity, attendance, progress, supportive services, and case notes on plans for getting a job.

J. Coordination of Barrier Reduction Services

The Provider will contact the Department (via form 2151A, change/progress report form) when a customer requires services to remove or reduce barriers to employment. The Provider will be notified of the decision to remove or not to remove the customer via form 2151a (change/progress report form). When the customer's referral to a provider is rescinded, coordination/monitoring of services will be the responsibility of the Department.

K. Reporting Changes and/or Progress

The Provider must notify the Department, when a customer obtains employment, refuses an offer of employment, increases hours of employment, receives an increase in salary, or reports other changes in circumstances to the Provider. Changes must be reported electronically in WVS on the Change Report Form(2151A).

L. Supportive Services

When indicated on Exhibit B, the Provider agrees to pay all eligible supportive services to customers participating in the provider's employment and training activities. If the customer is eligible for supportive services, the provider must provide and/or arrange for the supportive services within a maximum of 7 calendar days of the customer's request or the determination of need. The protocol for issuance of Supportive Services should be done as expeditiously as possible as seven days is not always feasible for customers who may lose employment with delays.

Authorization of Supportive Services

  1. The Department will not authorize payment to the Provider for issuing supportive services without a Referral.
  2. If the customer is referred and is subsequently determined to be ineligible, the Department will be liable for reimbursement of supportive service payments for that customer for the month of referral.
  3. The Provider must maintain and provide to the Department if requested, receipts (signed and dated by the customer) and any necessary information or documentation to verify issuance of each supportive service payment. Documentation of each issuance must include a date, the amount, purpose and period covered. The Provider will maintain monthly accounting for all monies disbursed in the customers case file.
  4. The current rates are subject to change. Providers will receive written notification of any supportive service payment policy and/or rate change.
  5. Provider Manager approval is required prior to issuing funds for any items not included in the Overview of Eligible Supportive Services section

Overview of Eligible Supportive Services

To issue a supportive service payment, document in the customer case record the written or oral request for supportive service expenses the justification for expenses and receipts of expenditures. Other resources should always be considered prior to utilizing TANF funds for Supportive Services. Cost's limits on categories are applicable if listed in the chart below and can only exceed the amounts listed if approved by a Workforce Development, Provider Manager supervisor.

Service Description Guidance
BOOKS & TRAINING SUPPLIES Other sources of payment should always be considered prior to utilizing TANF funds, these may include, Pell Grants, SEOG, WIOA or Worked Based Tuition Assistance. High schools, community colleges and community-based organizations (CBO's) may provide no cost tutoring for students.
Tuition/Books/Supplies - Supplies required by an employer or instructional training program. Example Costs: tuition and books. All other students or employees must also have the same requirements for book/supplies. Must have employer or training program verification that books or other supplies are needed.
Reasonable Accommodations Supplies Participants with disabilities may purchases goods or services (including testing) that accommodate an individual's disability, if no other resources are available.
Tools

Determine the need for tools on a case-by-case basis. Limit to $500. These costs do not fall under the clothing limit as they are related to work and can include safety glasses, steel toe protective boots, work gloves and overalls, etc.

TANF funds may not be used to purchase guns or ammunition or other items that are intended to inflict bodily harm on others.
Training materials Items required for a training class or series.
EDUCATIONAL/CREDENTIAL TESTING Other sources of payment should always be considered prior to utilizing TANF funds, these may include, Pell Grants, SEOG, WIOA or Worked Based Tuition Assistance. High schools, community colleges and community-based organizations (CBO's) may provide no cost tutoring for students.

All expenses related to participating in an educational or training program.

Testing: testing may include (though not limited to): Literacy level testing, Aptitude testing, college entry exams, or skills proficiency

Testing fee not paid if available from another free or low-cost source or necessary to enable a client to participate in a program.

Including:

  • Part of an approved training or educational activity
  • Part of employment screening
  • Maintain employment
  • GED/ABE/ESL
  • License/Certification expenses
  • Union dues if they must be paid to secure employment or for the month of employment. A statement from the Union must be provided.
  • Testing necessary to acquire a license or certification but not included in a license fee. Example: Food Handler's Card, Nursing Assistant Certification.
Course Training Registration Fees

Participants may receive assistance with tuition, lab fees, and other education related costs necessary for training connected to a TANF activity.

For course registration fees over $500, verification of registration and prior approval is required. Must document how the training will enhance TANF participation, and when a certificate and /or degree is completed.

ID/Driver's License Documentation

Testing Fee and Standard License Fee Documentation
  • Vehicle Registration/License Plate Sticker or Driver's license, including testing and standard issuance fees. This does not include paying penalty fees or debts such as license suspension due to excessive fines.
  • Enhanced license /CDL.
  • Citizenship and naturalization documentation, if required for TANF activities or employment.
  • Transcripts or documentation of certificates or GED earned.
Drug Tests Only if required for employment or training.
Fingerprinting Only if required for employment, training or a background check
Fees Testing and/or documents needed for training or to support job search activities.
Student Activity fees Only if required to participate in class.
CLOTHING Maximum $300 per participant per program year
Clothing necessary to seek, accept and maintain employment or to participate in a work like activity or training program Examples:
  • Uniforms
  • Special Shoes
  • Special Clothing / Interview clothing
  • Protective Devices / PPE
  • Work Appropriate Clothing
  • Under Clothing
  • Other apparel as needed
CHILDCARE/MEDICAL
Childcare/Medical

Childcare:

Customers who are ineligible for childcare through Child Care Assistance Program (CCAP), but performs approved TANF activities, you may approve childcare services for the participant through a third party. Verification of denial for this program must be in the customer's file.

Customers in need of assistance in paying childcare copays who are performing approved TANF activities. Verification of the copay amount must be in the customer's file.

Medical fees and supplies:

Funds for medical assistance are allowable after exhausting all other resources, including coverage through the Affordable Care Act.

Including emergency dental work, inoculations, eye examinations, and eyeglasses.

Medical fees and supplies must have prior approval from DHS Provider Manager Supervisor.
HOUSING/UTILITIES Maximum $500 per participant per program year.
Housing/Utilities

Cannot be used for mortgage assistance.

After all other resources have been exhausted, housing assistance may also cover awards to prevent the shut-off of essential utilities such as electricity, water, heating and cooling. Shut-off awards should not be ongoing assistance but should be limited to once (or two times maximum) per program year. Disconnection notice or a letter of intent to disconnect utilities from a landlord may be used as supporting documentation.
Cell Phones/Cell Phone Minutes Allowable only for individuals engaged in job retention services.
PERSONAL HYGIENE Maximum $250 per participant per program year.

Hygiene items needed to maintain personal appearance and grooming to participate in activities or accept employment.

For items under $5, a gift card or payment of up to $25 may be provided, with a signed statement from the customer that it will be used for personal Hygiene items.

 Personal hygiene items include but not limited to:
  • Soap
  • Shampoo
  • Toothpaste/mouthwash
  • Deodorant
  • Shaving supplies
  • Feminine hygiene supplies
  • Feminine undergarments
  • Laundry supplies
  • Hair cut/color
TRANSPORTATION Maximum $1400 per participant per program year
Public Transportation and Fuel Cards Public transportation and Fuel cards including though not limited to:
  • Fuel cards
  • Transit cards
  • Bus tickets/cards
  • Uber/Lyft
  • Taxi
  • Commuter Rail
Bike Repair

Bicycle Repairs can include but are not limited to:

  • Tires/Tubes
  • Chain
  • Bike Frame
  • Helmet
  • Lights

Similar to automobile repairs, you must document necessary estimates to the best of your ability, depending on the availability of local bike repair shops.

A new bike may be purchased if it is cheaper than the repair of the bike or can be used in leu of other forms of transportation.
Auto Repair

Auto repairs require the following:

  • The customer's name must be on the title and/or valid registration of the vehicle to be repaired.
  • The vehicle must have current insurance in the customer's name. If the customer does not have valid insurance, up to 3 months of liability insurance can be approved with a minimum of 2 quotes. If more than 3 months of insurance is needed in program year approval from a Workforce Development Supervisor is needed.
  • A minimum of two (2) written estimates, except when it is not possible, such as an inoperable vehicle. When the car is inoperable, use the estimate form the garage and contact another garage, requesting a bid on similar repairs needed for the vehicle to be in working order.
  • All work and replacement parts must be performed by a licensed business.
  • May include charges for repair estimates (diagnostic testing) if a fee is standard for these services.
  • Towing for car repairs only.

Minor repairs of personal vehicle necessary to return the vehicle to operable condition, such as:

  • Brakes
  • Water Pump
  • Timing belt
  • Batteries
  • Chains
  • Lights
  • Tires (new or repaired)

Supportive Services Issued by Department TANF Staff Only

  • Job Search Allowance - A $20 per month Job Search Allowance is paid to customers who are required to make employer contacts looking for a job. This payment is an automatic payment issued by the Department. The Provider can issue the first month's Job Search allowance if it is needed before the automated payments start.
  • Work Activity Allowance - A $20 per month Work Activity Allowance is paid to customers who are participating in Work Experience or Community Service. This payment is an automatic payment issued by the Department. The Provider can issue the first month's Work Activity allowance if it is needed before the automated payments start.

M. Non-Cooperation/Reconciliation

  1. Non-Cooperation - Providers are responsible for reinforcing the customer's responsibility to complete activities, the required number of hours, as outlined and agreed to in their Responsibility and Services Plan. The Provider must initiate outreach within 2 days of non-compliance. Providers are required to initiate reconciliation action within 2 days if the customer fails to respond to outreach efforts.
  2. Reconciliation Process - The purpose of a reconciliation is to provide the customer the opportunity to:
    1. Resolve concerns about activities in their Responsibility and Services Plan (Form 4003).
    2. Address reasons for failure to comply with requirements.
    3. Be made aware of requirements and discuss issues that are resulting in non-compliance.
    4. Determine if they have good cause for not engaging with activities; and,
    5. To perform the required activities without facing sanction.
  3. Reconciliation Meeting - The Provider is responsible for holding a reconciliation meeting with the customer within 5 calendar days of the act of non-cooperation or of the customer's request for a reconciliation meeting. Conduct the meeting immediately if the customer is in the Provider's office when the need arises. The meeting may be completed by telephone if the customer is not in the Provider's office (both parties must agree to this arrangement). If the customer is not in the office, and telephone reconciliation is inappropriate or not agreed to by both parties, mail Form 2846 (Reconciliation Appointment Notice) to schedule the meeting. Allow five (5) workdays for mail delivery when it is necessary to schedule the meeting via mail. Two attempts at scheduling a reconciliation must be made prior to reporting the need of a sanction to the Department. During the meeting, the customer must be given the opportunity to explain the reason for failing to complete the required activities and hours. If the customer shows "good cause" for non-compliance and this is the first instance of non-compliance, do not request sanction. Review required hours and activities with the customer and give the customer another opportunity to comply with requirements .
  4. Good Cause Reasons - Good cause reasons must be reported electronically in WVS on the customer's Attendance and Activity report and include, but are not limited to the following:
    • Lack of day care for an incapacitated person living in the same home;
    • Lack of adequate childcare for a child under age 13;
    • Death in the family;
    • Illness or incapacity of the customer or family member;
    • Required court appearance;
    • Temporarily confined to jail;
    • Severe weather;
    • Lack of support services causing a major barrier to participation;
    • Failure of staff to correctly forward information to other staff;
    • An unavoidable conflict in the customer's appointment schedule;
    • A scheduled job interview;
    • The customer lacks reading and/or writing skills;
    • The customer does not understand written or oral communications due to language barriers or mental or physical disability;
    • The customer should be in a different activity, in rehabilitation services, or in SSI Advocacy (this should be reported in WVS on the change/progress report (2151A) and the RSP updated);
    • Customer did not receive a mailed notice, including notices advising the customer of program requirements;
    • The customer is homeless;
    • Workplace violations are present as determined by the U.S. Department of Labor; or
    • Other reasons that prevent compliance and are outside the customer's control.
  5. Client Shows for Reconciliation Meeting and Good Cause Exists

    If the customer appears for the reconciliation meeting, discuss the issue(s) with the customer (or their representative). If the customer had good cause for not complying with requirements, the Provider will give the customer another chance to comply and will not recommend sanction action. The Provider must review requirements with the customer and document the discussion in the customer's case file. The Provider will report the reconciliation meeting and outcomes on the weekly Attendance and Activity Report.

  6. Client Shows for Reconciliation Meeting and Good Cause DOES NOT Exist

    If the customer appears for the Reconciliation Meeting and Good Cause does not exist, the Provider and the customer will attempt to agree on an action the customer can perform to show compliance with requirements and complete the Reconciliation Agreement (Form 2846A).

  7. Reconciliation Agreement

    The Reconciliation Agreement (Form 2846A) contains the action the customer must take to show compliance with requirements and the time frame for completing the action. All persons taking part in the reconciliation process must sign Form 2846A - Reconciliation Agreement.

    1. The Provider is responsible for setting the time frame for the customer to complete the required action. The established time frame is not to exceed 14 calendar days.
    2. File a copy of the agreement in the customer's file and include clear notes of any additional information or instructions given to the customer for meeting the terms of the agreement.
    3. Give the customer a copy of the signed Reconciliation Agreement.
    4. Set a control to follow-up no later than the deadline established for the customer to complete agreed to actions/activities.
  8. If Customer Does Not Appear for the Reconciliation Meeting - If the customer does not appear for the reconciliation meeting without good cause: the Provider will notify the Department electronically in WVS of the customer's failure or refusal to comply with requirements after the customer has missed two scheduled appointments that were made in writing. The Provider will indicate the request for sanction action in the applicable section of the report form. The Provider must retain a copy of all Reconciliation Appointment Notices (form 2846R) in the customer's case file and make them available to the Department as necessary for audits, reviews, case management activities, etc.
  9. Mediation - If the customer and the Provider cannot reach an agreement during the Reconciliation Meeting, an impartial person may act as mediator. A mediator is used when the Provider and the customer cannot agree on what the customer must do to show compliance or the customer's "good cause" reason is disputed. The impartial person can be a supervisor or other staff person who has not had a direct role in the customer's case management. Schedule a meeting with the mediator if the mediator is unavailable at the time of the reconciliation meeting. Give or send the customer another Reconciliation Appointment Notice (Form 2846) as written notification of the scheduled meeting with the mediator. If the customer does not appear for the meeting with the mediator without good cause, recommend sanction for failure to comply via the 2151A Change Progress Report. Write up the reconciliation meeting and decision in the case record/file. Change the customer's RSP/Service Plan, if necessary.

N. Job Retention Services

  1. 1. All retention services contracts and employment verification documents must be included in the case file. (Employment verification documents include, pay stubs, AWVS, Work Number, DHS Form 3085, and income screen in IES.)
  2. The Provider will provide job retention services to all customers who gain employment for up to 90 days that minimally include the following activities :
    • Training on Job Retention;
    • Follow-up contact with the customer to address retention issues after employment;
    • Job Coaching and counseling; and
    • Follow-up with the customer's employer to address issues and act as a liaison with the employer for problems on the job.
  3. Job retention services will incorporate weekly contacts with the customer and/or employer in the first 30 days of employment.
  4. When retention services extend beyond 30 days, contacts must occur two times per month during days 31-90 of employment. The provision of job retention services must be documented in the customer's case file.
  5. A customer who is placed in full time employment 30 hours a week at state minimum wage or have earnings equivalent to, they may remain in the Provider's program for job retention activities only. To determine the hours of work hours may be rounded up if they are .5 or higher.
  6. If a customer is employed 29 hours or less at State minimum wage or have earnings equivalent to, the customer may remain in the Provider's program and work with the Provider to upgrade employment. If necessary, to meet the required countable hours the customer may also be assigned additional activities.
  7. Relocation Expenses may be provided to help a customer move to accept employment elsewhere. Do not approve payment for relocation expenses unless the customer has a verified job. Payment is limited to:
  • The cost of the rental of a do-it-yourself moving van; or
  • One month's security deposit on a rental agreement. Requires the approval of the FCRC Administrator.
  • Payment for out of state moves may be considered if there are no suitable jobs available locally. Requires the approval of the FCRC Administrator .

O. Job Placement/Retention Bonus

    • 30/60/90 consecutive days of retention
    • Formerly incarcerated individuals (Felon's only) 90 days
    • TANF High Counter Cases (48 months or higher) 90 days
  • Employment verification is required for each of the Job Placement/Retention Bonuses. Documents include, but are not limited to pay stubs, AWVS, Work Number, DHS Form 3085, and income screen in IES. If hours are not provided divide the income by the State Minimum wage to determine the number of hours worked. In determining the hours of work hours round up if .5 or higher.

P. Case Records

The Provider must maintain an individual case record on each customer to document services provided, activities assigned, and supportive services issued.

Documentation must include the assigned activities, and the actual number of hours completed per week.  A hard copy of the actual documentation of attendance is to be retained in the Provider's case record.

The case record must contain a copy of all relevant documents as applicable including, but not limited to:

  1. Referral Forms (Form 2151) in the WVS/IES
  2. Responsibility and Services Plans (Form 4003) in the WVS/IES
  3. RSP Weekly Attendance and Activity Reports (Form 4006) in the WVS/IES
  4. Literacy/TABE Test Scores
  5. Change/Progress Report Forms (Form 2151A) in the WVS/IES
  6. Employment and Training Customer Lists (Form 4333)
  7. Employment and Training Staffings (Form 4334)
  8. Detailed Documentation of completed Job Contacts
  9. Case Management Meetings and Case Notes

The customer's record is to be maintained by the Provider in a confidential fashion and is to be protected from unauthorized disclosure. The Provider is also responsible for exercising due diligence to ensure that confidentiality is maintained at assigned work sites.

Q. Work Experience/Community Service Employer Agreements

The Provider is responsible for recruiting public and/or private employers to Work Experience and Community Service positions and permanent unsubsidized employment positions for TANF customers.

The Provider must visit all Work Experience sponsors in person prior to entering into an Agreement. All agreements must be renewed at the beginning of each contract year. In addition, quarterly contact must be made, either in person or by phone, and documented in writing to ensure that employers/sponsors continue to meet all requirements of the Work Experience component as detailed herein. The Provider will make these reports available to the Department upon request.

The Provider must have a completed Work Experience Agreement (Form 4484) with each participating Work Experience employer/sponsor. TANF customers will not be assigned to work sites that do not have written Agreements.

The Provider must provide a complete listing of Work Experience employers/sponsors to the Department upon execution of the Agreement. The listing must include employer/sponsor's name, address of all work locations, phone number, contact person and number of positions by type. The Provider will update the listing as necessary and ensure that update listings are sent to the Department within the calendar month of the change.

The Provider will not initiate Agreements with for-profit employers who dispatch customers to a variety of work sites daily.

The Provider will ensure that for-profit Work Experience employers have a ratio of at least three (3) regular employees for each one (1) customer.

The Provider will ensure that the Work Experience/Community Service employer does not use TANF customers to:

  1. displace or partially displace current employees; or
  2. reduce the number of non-overtime or overtime work hours, wages, or employment benefits; or
  3. fill an established unfilled vacancy or a position that would otherwise be a promotional opportunity for current employees; or
  4. fill a position created by termination, layoff, a hiring freeze, or a reduction in the workforce; or
  5. perform work if there is a strike, lockout, or other labor dispute in which the employer is engaged.

The Provider will ensure that the Work Experience/Community Service employer does not assign TANF customers to perform job duties that are not within the reasonable scope of duties specified in the Work Experience/Community Service Agreement (Form 4484).

The Provider will ensure that the Work Experience/Community Service employer provides workplace skills training and supervision in accordance to the job descriptions specified in the Work Experience/Community Service Agreement (Form 4484), for the duration of the assignment.

The Provider will review the Work Experience/Community Service Worksheet (Form 4044), provided by the Department and routed to the Provider at the time of initial referral through WVS. The Provider is to assure that the customer is not assigned more than 40 hours per week, even if the number of hours on the worksheet (Form 4044) exceeds 40 hours per week. The customer's hours are not to be reduced and/or altered by the Provider and all changes or request for changes must be received in writing (form 2151A).

The Provider will monitor Work Experience/Community Service employers to assure that the customer's required number of hours are not reduced or increased.

The Provider is required to maintain accurate records of the customer's activities, actual hours completed, and submit weekly attendance and activity reports to the Department. Customers are expressly prohibited from delivering or maintaining their own attendance records.

The Provider will ensure that all work assignments are completed within the calendar month.

The Provider will ensure work performed by the customer is safe, serves a useful purpose, and is completed only during the employer's established work hours.

The Workman's Comp Plan Administrator is Tri-Star. They can be reached at 855-495-1554. The DHS Worker's Compensation Coordinator can be reached at 217-524-8809. Both Tri-Star and DHS Worker's Compensation Coordinator must be contacted.

The Provider will ensure that the Work Experience/Community Service employer/sponsor provides the customer with a written reference upon satisfactory completion of the work assignment.

The Provider will make quarterly visits to all Work Experience/ Community Service employers/sponsors and maintain written reports of the visits. At a minimum, the reports will contain information on the workplace and employer/sponsor requirements. The Provider will make these reports available to the Department upon request.

If the customer has a conflict with the employer/sponsor, the Provider will attempt to resolve the issue. If the Provider is not able to resolve the issue, the customer will be assigned to a different employer. If the customer gets involved in a conflict or dispute with the new employer/sponsor, the Provider will notify the Department of the non-cooperation.

R. Staffings

The Provider and the Department will conduct Staffings jointly, to review and discuss the status of customers assigned to the Provider. Staffings must be conducted to assure that all customers are accounted for and records are reconciled.

The Department reserves the right to remove a customer from a Provider's program when it is determined that the customer is demonstrating insufficient progress or a pattern of non-compliance.

A staffing is case management and how the Department and the Provider assess and support a customer's progress in an activity. The Department staff with the Provider and other interested parties, work together to help a customer who is not progressing get back on track.

All participants must have a staffing. If a participant is engaged with a Provider for 6 months or more, a full staffing must be completed. A full staffing must also be completed each month a customer who's TANF counter is 48 or higher. A participant who is cooperating but not progressing should be evaluated at the time of the staffing to determine if a change is appropriate.

A staffing may be held in-person or via telephone conference. Provider staffings should be scheduled monthly and customer staffing as needed but at a minimum of every 6 months.

Other interested parties included in the staffing may be counseling prevention service providers or other professionals who are involved in the customer's plan.

There are 2 types of staffing meetings:

  1. 1. Provider Staffing
  2. Department and Providers will meet monthly to review case status, the assigned activities, number of hours of participation each month, level of progress and recommended changes to the customer's RSP.
  3. The Provider notifies all interested parties at least 3 workdays before the meeting. The Provider completes the Employment and Training Participant list (Form 4333) that includes the name and the appropriate information of each customer the Provider serves. This must be provided to the Department at least 3 working days before the meeting.
  4. The Department within 2 workdays of receipt of Form 4333 must verify the customers status and eligibility in IES and try and resolve any discrepancies between the information provided by the Provider and information in IES/WVS. During this meeting if any changes to the customers case is determined then a Change Progress Report (Form 2151A) along with any other needed forms will be completed and both the Department and Provider will keep a copy and update their case records.
  5. 2. Customer Staffing
  6. The Department and Provider will meet if a customer has a poor level of engagement, for every 6 months a customer has been participating in the program, if a customer TANF counter is 48 or higher ( a customer staffing must be done every month a customer's TANF counter is 48 or higher), or possible barriers, like customer receiving third party services such as counseling prevention services.
  7. The Provider notifies all interested parties at least 3 workdays before the meeting. The Provider completes the Employment and Training Participant list (Form 4333) that includes the name and the appropriate information of each customer the Provider serves. The Provider will also complete the Employment and Training Staffing (Form 4334) for each customer. This must be provided to the Department at least 3 working days before the meeting.
  8. The Department within 2 workdays of receipt of Form 4333 and Form 4334 must verify the customers status and eligibility in IES and try and resolve any discrepancies between the information provided by the Provider and information in IES/WVS.
  9. During this meeting review the progress reports for each customer being discussed, hold an in-depth discussion on any problems the customer may be having, appropriateness of the current activity, new strategies to improve participation, review all resources available to the customer; and share information which may be unknown to the other party. If any changes to the customers case is determined, then a Change Progress Report (Form 2151A) along with any other needed forms will be completed and both the Department and Provider will keep a copy and update their case records.
  10. The customer is also invited to attend the meeting as it may result in the need to revise the RSP.

S. Mediation (Concerns between the Provider and the FCRC)

The Regional Employment and Training Liaison and the DHS Provider Manager will act as mediators when the FCRC Administrator and the Provider are not able to resolve issues in a timely manner.

The FCRC Administrator will notify the Regional Employment and Training Liaison within two (2) workdays if the Provider fails to adhere to the Quarterly staffing meeting schedule without notification, if there is an unresolved dispute about the customer's plan or how the customer is handled, or, of any issue that the FCRC Administrator identifies which will affect the terms of the Agreement.

The Regional Employment and Training Liaison will arrange a meeting with the DHS Provider Manager within 5 calendar days to resolve issues/concerns. Urgent concerns will be handled immediately.

T. Harassment

Any harassment is unacceptable. If a customer alleges that they're being harassed or have been harassed, the complaint must be investigated and reported. All allegations of harassment must be reported using IL444-4026 (Individual/Applicant Discrimination Complaint Form). If the complaint is against the Provider, submit this form to your Provider Manager and they will forward the complaint for further investigation.

U.  Agency Closure, Merger or Program Termination

Providers are required to provide a minimum notice of 30 days written notice to the Department which allows for customer reassignments, checks and balances of financial obligations, review billing for de-obligations and close-out, terminate systems access and most importantly address customer file handling.

  1. The Provider must immediately enter all attendance and activity reports.
  2. The Provider must provider the following to the Department:
    1. Numbers of customers.
    2. Names of customers.
    3. Site information of where they are located.
    4. Contact information to allow the Department to remove of customers; and
    5. the work hours for customer's affected.

V. Protocol for Customer Breach

Extreme care in the storage and management of sensitive customer information is a priority and of high significance to the Department.

A breach in customer information should entail:

  1. A. summary report of how the breach occurred;
  2. The names of customers affected;
  3. When the breach occurred;
  4. The manner of storage and security;
  5. Where the breach occurred;
  6. Notification to DHS Privacy Officer;
  7. Notification to Associate Director of Workforce Development

A breach may elicit a report to the Office of Executive Inspector General Investigation.

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