OntheJob Training OJT Career Source Broward OJT Staff

On-the-Job Training (OJT) Career. Source Broward OJT Staff Training June 2020

What is On-the-Job Training (OJT)? In this section we will cover: • Explanation of the OJT Program • Why is CSBD emphasizing OJT now • Where to find employers • Value proposition to employers 2

What Is OJT? Training provided by an employer to a participant receiving wages and engaged in productive work which: – Provides knowledge or skills essential to full and adequate performance of the job; and – Is limited in duration appropriate to the occupation for which participant is being trained, taking into account content of training, prior education, work experience and Career Plan or IRP. 3

What Is OJT? • A work-based training opportunity for adults and dislocated workers. • OJT is only offered if a client is eligible for training services provided through the Workforce Innovation and Opportunity Act (WIOA). • Encourages employers to provide occupational training that results in hiring unemployed, underemployed, or dislocated persons. 4

What Is OJT? • Limited period of time for a participant to become proficient in the occupation for which the training is being provided. • An OJT contract can be an extraordinary tool for the unemployed, underemployed, and dislocated workers who need additional training to be successful in developing the necessary skills to gain or upgrade employment. 5

Why OJT Now? • Long-term unemployment • Individuals who need to reduce their skills gap to gain sufficient employment • Employers are expanding business and need to hire • Training dollars are available NOW! 6

Upgrade OJT An upgrade OJT is when an employer requests to develop an OJT with a current employee. This is an allowable training only if: • The employee has been employed with the employer for at least 90 days prior to the OJT application date • The employee is not earning a self-sufficient wage • The OJT relates to the introduction of new technologies, introduction to new production or service procedures, upgrading to new jobs that require new skills 7

Apprenticeship OJT REGISTERED APPRENTICESHIPS OJT contracts may be written with registered apprenticeship programs or participating employers in registered apprenticeship programs for the on-the-job training portion of the registered apprenticeship program. The OJT will be developed as an upgrade OJT and must meet the following criteria: The apprentice(s) must have been employed with the employer for at least 90 days prior to the OJT application date and have the ability to achieve an occupational completion point and pay increase within 6 months of the OJT start date. 8

Apprenticeship OJT The apprentice is WIOA eligible The apprentice’s wage at enrollment must be at least $12. 00/hr. unless the apprenticeship is targeted at a WIOA barrier population. The apprentice will be exited from the OJT upon attainment of the skills necessary to meet the occupational completion point identified in the training plan. 9

Apprenticeship OJT • Employers approved for registered apprenticeship upgrade OJT will be reimbursed monthly. • Wage reimbursement amounts will be the same as those listed in Section VI. E of this policy. • For apprenticeships – The program occupational completion points must result in an increase to the wage rate. The training plan must indicate the start and end of program and the standard elements to be attained, which are aligned with start and end of the OJT. 10

Where to look for employers to participate in OJT • Great sources of leads include: • Chambers of Commerce • The Open and Closed Job Orders list in Employ Florida • Self Register employers in Employ Florida • South Florida Business Journal (SFBJ) • Linked. In • Networking events where employers are present • TORQ 11

Where to look for employers to participate in OJT • Hidden Job Market: Finding out about openings not publicly advertised just by asking contacts “whose hiring? ” Also, keeping your eyes open to other indicators that may show an employer hiring such as that “Now Hiring Technicians” sign on the side of the work truck. • Combining additional employer visits while in the field on other appointments. 12

Value Proposition to Employers • OJT can assist the employer with the financial costs of training new hires. The maximum reimbursement is up to $19, 500 per OJT candidate (depending on the candidates skill set and OJT position). • By receiving financial assistance with training new hires or current employees, the employer can utilize the money saved in other areas of their business to grow and remain competitive. 13

Marketing OJTs to Employers • CSBD Staff: Your company would benefit from financial assistance in training new hires, wouldn’t you agree? • • CSBD Staff: Through our On-the-Job Training (OJT) Program, CSBD will reimburse up to 75% of the wages to offset your cost of training new hires. • • Employer: Yes, of course we would. Employer: Sounds pretty good. Tell me more. CSBD Staff: CSBD will provide you with eligible candidates to interview and consider for hire based on your job description and position requirements. The candidates will have a skill gap and since you are willing to provide the training, CSBD will share the cost with your company by reimbursing up to 75% of the wage for up to 1040 hours ( 6 months )! 14

Marketing OJTs to Employers • • Employer: That sounds like a great program that would help us hire, train, and save money. CSBD Staff: It has proven to be very beneficial for both the employer and jobseekers of Broward County. When would you like to meet to move forward? 15

Time to Share! Let’s share best practices on sourcing for leads and talking to employers about the OJT Program. 16

The Keys to OJTs In this section: - OJT parameters - Unallowable OJTs - Who is responsible for an OJT? 17

What Are OJT Parameters? • Employer must have Workers Compensation coverage • Employer must have intent and capability to retain the individual for at least 12 months • Maximum wage reimbursement of up to 75% of $25. 00 per hour • Maximum training time of 1040 hours (approximately 6 months) o Specific Vocational Preparation (SVP) and Length of Training • 2 = One month (160 hours) with written justification • 3 = One month (160 hours) • 4 - <7 = Up to 3 months (480 hours) • 7 + = Up to 6 months (1040 hours) o The cost per placement cap of $15, 800 applies only to OJTs that were daisy chained to ITA or WEX. 18

What Are OJT Parameters? CSBD’s OJT reimbursement rate is: • 75% straight-time wage reimbursement for employers with 250 or less employees. • 75% straight-time wage reimbursement for employers with 251 or more employees that hire and train participants with a documented WIOA barrier to employment. • 75% straight-time wage reimbursement for employers with 251 or more employees that are located in a distressed zip code or opportunity tax zone. • 50% straight-time wage reimbursement for employers with 251 or more employees that do not fit into one of the above categories. 19

What Are OJT Parameters? CSBD’s OJT Internal Contract Approval Process: • requires that the contract package be signed off on by • the Vice President Communications and Business Relations • the CSBD Legal Department • Employer must have Workers Compensation coverage • Signatures of Employers must be listed in Division of Corporations Active Sunbiz. org Registration • Only Acceptable Sun. Biz Officer Signatures are: • Owner • President 20

What Are OJT Parameters? • A maximum of four (4) OJT participants may be placed with an employer. Once the training period has been completed and 30 day retention has been met for one (1) participant, the employer may request one (1) additional OJT. • As each subsequent OJT participant meets 30 -day retention following the training period, the employer may request an additional OJT. • For employers requesting to start more than four (4) and up to ten (10) OJTs simultaneously, a different contract will be required. This contract contains terms for a single reimbursement after the training period has been completed and 30 -day retention has been met for the candidate. 21

What Is Unallowable? • Unallowable Training: – Orientation employer provides to all new hires – Job-specific skill training typically provided to all new hires (e. g. , Bank Tellers) – Training on proprietary equipment, software or policies/processes which would have to be provided to any new or promoted employee – Training for skills participant already has or has a demonstrated proficiency 22

What Is Unallowable? • Unallowable Training: – Jobs which require a training period of less than 30 days – Jobs paying only a commission or piece rate, or jobs where base salary, excluding commission is below minimum wage – Jobs with no entry qualifications ( e. g. , fast food employment, grocery bagging, etc. ) – Jobs with seasonal employers or industries 23

What Is Unallowable? • Unallowable Training: – If the employer normally pays their regular full-time employees one way, they cannot change it to make OJT “fit” for that position or company. – Jobs at employers with history of high turnover – Jobs with temporary employment agencies where an assignment is for less than a year 24

What Is Unallowable? • Unallowable Training: – Candidates who are qualified for employment in a position listed on the regional Targeted Occupations List (TOL)- limited skills gap – Training for occupations that are not on the TOL – Jobs with temporary employee leasing companies where the job is for less than one year’s duration – Employment that is considered Part Time 25

Who’s Responsible for OJT? EVERYONE! We all play a part in developing OJT opportunities for our participants: – Business outreach staff – Employers – Participants – Success Coaches – Supervisors – CBR, Legal and Executive Departments 26

NOT MY JOB 27

Developing OJTs IN THIS SECTION: - OJTS FOR EXISTING PARTICIPANTS - OJTS FOR REVERSE REFERRALS - OJTS FROM WAGNER-PEYSER 28

How Are OJTs Developed? • Existing Participants – Job Developer (JD) / Business Development Specialist (BDS) / Local Veterans’ Employment Representative (LVER) staff will market specific candidate(s) to employers – If employer is interested, they interview participant and work with JD / BDS to begin training plan – If employer wants to hire, assessment is conducted and training plan finalized – Application sent to Administrative Office for review 29

How Are OJTs Developed? • Reverse Referrals – Business Outreach Staff market OJTs to employers – Employer is interested and has a candidate they want to hire; provides résumé and job description to Business Outreach Staff works with employer to create job description section of training plan 30

How Are OJTs Developed? • Reverse Referrals (continued) – Business Outreach Staff contacts candidate to explain process and requests additional skills information if needed – Business Outreach Staff contacts WIOA department to schedule appointment for eligibility determination and assessment within 2 business days. Outreach staff conducts TORQ or other skills gap analysis as appropriate and delivers all docs to Success Coach 31

How Are OJTs Developed? • Reverse Referrals (continued) – Success Coach meets with candidate to determine eligibility, suitability and finalize assessment and training plan – If eligible and appropriate, Success Coach returns all completed documentation to Business Outreach Staff – Application package is submitted to Administrative Office for review 32

How Are OJTs Developed? Any staff who assist in selecting or processing an OJT candidate should always double check Employ Florida to determine if an Activity Code “ 301” - OJT Training has been entered in the past. If found, please consult with the ERC immediately. 33

Time to Share! Let’s share best practices on managing the process flow, working efficiently, and staying organized to get Positive results. 34

OJT Training Plan IN THIS SECTION: - WHAT IS A TRAINING PLAN? - WHAT DOES THE TRAINING PLAN ACCOMPLISH? - WHO IS RESPONSIBLE FOR THE TRAINING PLAN AND ITS COMPLETION? 35

What Is a Training Plan? • A customized training plan for an individual participant created by the Outreach Specialist, the employer and the Success Coach • It is critical to the successful approval and implementation of OJT training opportunities that these plans be completed accurately and completely by all parties 36

What Is a Training Plan? • Remember that this document is the cornerstone for justifying an OJT opportunity for a participant: – Be detailed – Expand appropriate areas that highlight extremely important needs to employer and skills gaps for the participant – The Outreach Specialist and the Success Coaches must work closely on this document 37

What Is a Training Plan? The Training Plan templates are colorcoded to indicate who completes which sections: No shading = Outreach Specialist and Employer Blue shading = WIOA Success Coach Yellow shading = Employer 38

What Is a Training Plan? • The job description is broken down and summarized by the Outreach Specialist and employer into the skills required for the job, along with assessment numbers, narrative regarding assessment, methods in which training will be conducted, etc. … • Let’s see if we can identify the difference between a good training plan and a bad training plan 39

Most Common Concerns Incorrect Answer/Missing Information on Document Insufficient/Inappropriate Business Outreach or SC notes on TP Numerous Spelling/Grammatical Errors Inconsistent information between the notes and training plan assessment Duplication of skills, Proprietary Skills, or Wording of Skills Missing Documents Resume Issues 40

The OJT Assessment: Eligibility & Suitability In this section: • What is an assessment? • What is key information that should be taken into account and included in the file? 41

What Is an Assessment? An assessment is a review of a jobseekers income, education, skill sets, work experience, barriers and workplace behavior for the purpose of determining eligibility and suitability for a specific OJT opportunity. 42

What Is an Assessment? • OJT candidates must be Workforce Innovation and Opportunity Act (WIOA) eligible • In most cases OJT candidates must be residents of Broward County. However, employers may reverse refer candidates that reside in Dade or Palm Beach county • An Employ Florida search: • • Can only be conducted for Broward County residents. Should be filtered to yield results of only unemployed individuals (not employed individuals, regardless of part-time or full-time status). 43

What Is an Assessment? • Before beginning the assessment process take a few minutes to review the four key documents to the assessment process: 1. 2. 3. 4. Jobseeker résumé Job description Training Plan TORQ Report • Make sure the résumé is current and the job description and training plan are understandable to you. You cannot assess what you don’t understand. 44

What Is an Assessment? • Before beginning the assessment, the success coach should explain the purpose of the meeting • The explanation should include the definition of both the eligibility and suitability. • Eligibility: Parameters to receive WIOA services • Suitability: Candidate’s knowledge, skills, and abilities in relation to the job 45

What Is an Assessment? • Explain to jobseeker that eligibility is based on the following factors: – Documentation that jobseeker is legally allowed to work in the United States – Documentation of Selective Service registration – Documentation of Broward County residency – Documentation of family size – Documentation of household income (will apply to funding designation) – Completion of the WIOA application packet 46

12 WIOA Barriers to employment 1. Disabled Individual 2. Displaced homemaker 3. Ex-Offender 4. Foster Care – dependent youth or who have aged out of the dependency system 5. Homeless or Runaway 6. Indian, Alaska Native, and Native Hawaiian as defined in WIOA Section 166 7. Individuals facing a substantial cultural barrier 8. Individuals within 2 years of exhausting lifetime eligibility under the Welfare Transition Program 9. Long-term unemployment individual (unemployed and looking for work 27 weeks or more) 10. Older individual 11. Migrant and seasonal farm worker 12. Single parent (including single pregnant women) 47

Barriers to employment For Upgrade OJT, a WIOA barrier to employment is not relevant because the OJT candidate is already working. Per our policy on Upgrade OJT, the training is allowable when the employee is not earning a self-sufficient wage or is an eligible dislocated worker in a temporary or transitional position since being laid off from their former job. 48

Not Eligible? • If in the case of a reverse referral a candidate is found NOT to be eligible for WIOA, Success Coaches must explain why the person is not eligible and ensure he/she is aware of other CSBD services available and provide the customer with a Service Denial Form • Outreach Specialist must contact employer and explain why candidate is not eligible for WIOA; determine if another candidate exists in our program pool of candidates or through an Employ Florida search. 49

What Is an Assessment? • A jobseeker can be considered suitable for an on -the-job training opportunity when a review of their résumé and the employer’s job description shows a skills gap between the jobseeker’s current skill level and the job description of the proposed training. • Note: customer must be informed and agree to work hours, dress code and job location. Supportive services (transportation, clothing), if available, should also be introduced and discussed as a means of addressing barriers. 50

What Is an Assessment? • When considering OJT suitability on a reverse referral, remember that the employer has already interviewed the job seeker and has expressed they would like to hire him/her. • However, it is still vital that the assessment of the candidate’s career interests, aptitudes and workplace behavior (soft skills) is conducted to ensure OJT sustainability. • Please Note: Just because an employer refers a candidate does not mean the candidate is always suitable. 51

What Is an Assessment? • The basis of the suitability portion of the assessment is to properly identify skills gaps vs. employer needs • To make an assessment of a job seeker’s appropriateness for an OJT requires having an interview and the proper tools: – Skills gap analysis: TORQ – Updated candidate résumé with correct dates and employment details – Training Plan 52

What Is an Assessment? • When meeting with candidate to complete the assessment, review résumé, skills gap analysis and job description • Walk through each item in the job description requirements as summarized by the Outreach Specialist on the Training Plan and ask the candidate about their experience/skill level in each respective area • If you (WIOA Success Coach) do not understand any of the requirements of the job, consult with the Outreach Specialist who may have a better understanding of the requirements 53

What is an Assessment? • As each area is identified as a skill the candidate needs to learn, copy and paste the item into the “Skills Needed” section and check the appropriate box. • While the range is 1 being unskilled and 5 very skilled, not every area has to be a 1 or 2 to justify training; if the area is of extremely high importance to the job, you might want to list it as a need. • Whether the candidate is a 1 or a 5, the “Narrative Regarding Assessment” should be thought of as an “explanation of candidate’s assessment and need for training” section and should include details of why you rated them a certain number, including details of past knowledge, skills, and abilities (or lack thereof). 54

What Is a “Cookie-Cutter” Assessment? A “cookie-cutter” assessment is just as it sounds – an assessment that does not stand out from any other assessment. Since the Training Plan is a customized plan for each individual, the assessment should also be customized – not just a restatement of the primary skill. • “Customer will need training in…” • “Customer requires training in…” 55

What Is a “Cookie-Cutter” Assessment? The narrative for each assessment should include three key sections: 1. Knowledge, skills, and abilities that relate to the skill being assessed 2. Explanation of why training is needed for this candidate a. Lack of hands-on experience? Limited exposure in the past? 3. How much training is needed? a. Extensive? Minimal? 56

Cookie-Cutter? 57

Not Suitable? • Once candidate is deemed eligible, suitability is determined at assessment. • If Success Coach feels there is not enough of a demonstrable skills gap to determine suitable for OJT, he/she should explain to individual we will inquire if more information is available from employer (can training plan be adjusted or expanded in any way? ) – Done through the Outreach Specialist (see below) • If you do not see the candidate as suitable, this should be addressed directly with the Outreach Specialist, since they may be able to explain why the candidate was chosen. If it is not resolved and clear, please address the issue with your supervisor. 58

Time to Share! • Let’s share best practices on making the assessment, the meeting with the candidate, the résumé, the job description/training plan, and additional assessment tools, if applicable. 59

ITA to OJT? …WIOA Internship to OJT? This section will help us better understand moving from one program or service to OJT. 60

ITA to OJT- The Daisy Chain It is the policy of CSBD to offer OJTs on a sequential basis to individuals who have completed an ITA where the job for which they have received training requires further training on the job for the participant to be proficient in the skills required to perform the job. 61

ITA to OJT- The Daisy Chain • Sequential training may be offered to individuals who have completed their classroom training (ITA), are appropriate for OJT as documented in their Career Plan (IEP) or Individual Responsibility Plan (IRP). • OJTs for sequential training combined with ITA shall not exceed the per placement cap of $15, 800. • Total training hours for OJTs for sequential training are limited to a maximum of 240 hours following post ITA. 62

ITA to OJT- The Daisy Chain When proposing an OJT for an ITA participant, please answer the following questions in the training plan notes: – – – a. Is the ITA occupation still in demand? b. If the proposed OJT is related to the ITA trained occupation, why is additional training being requested through OJT? c. If the proposed OJT is not related to the ITA trained occupation, why is training being proposed outside of the ITA trained occupation? Has the job developer attempted extensively to place the participant in an occupation that is related to the ITA trained occupation, including efforts through OJT? 63

ITA to OJT- The Daisy Chain When proposing an OJT for an ITA participant, please use the following to document the answers to the previously posed questions: – – – a. Targeted Occupations in Demand List (TOL) b. Job search history, including the barriers that are preventing the participant from gaining employment in the occupation trained for under the ITA, i. e. required past experience c. Job search history, including the barriers that are preventing the participant from gaining employment in the occupation trained for under the ITA, as well as the Employ Florida case notes where the job developer has attempted to develop OJTs for the ITA related occupation 64

WIOA Internship to OJT-The Daisy Chain • We are also able to offer OJT to customers that have completed a WIOA Internship as long as the OJT position provides an occupational skills upgrade where the training focus from the WIOA Internship was related to soft skills. • We cannot offer an OJT to a customer who has received ITA and WIOA Internship • OJTs for sequential training combined with WIOA Internship shall not exceed the per placement cap of $15, 800. The 240 hours max for sequential training still applies. 65

Training Plan Approval & CUSTOMER Starts Working This section will help us better understand what happens once the training plan is approved and the CUSTOMER starts working. 66

The Training Plan has been approved! Now what? • Outreach Specialist completes all necessary documentation in Employ Florida, the referral to the job order and confirming the start date with the employer, OJT candidate, and success coach. • The candidate can report to work and start the OJT one (1) day after the referral to the job order is made in Employ Florida - Candidate cannot start on the same day of the referral to the job order. 67

The Training Plan has been approved! Now what? • Outreach Specialist will remind the employer of the training that will be executed and the importance of executing the training outlined in the training plan. • Outreach Specialist will also remind the employer to contact the specialist if there any issues with the candidate and/or training. 68

The Training Plan has been approved! Now what? • Outreach Specialist will email the employer to notify them the training plan has been approved and will include the invoice packet as five (5) attachments. • All of this is found on the CSBD Intranet page, under Forms > Employer Services > OJT Program. 69

The Training Plan has been approved! Now what? The Invoice Packet being attached to the approval email to the employer consists of the following: 1. OJT Trainee Timesheet 2. EFT Authorization Document and Letter 3. On-the-Job Training (OJT) Invoicing Guide 4. Electronic OJT Invoice 5. OJT Certification of Completion Please Note: These documents must be prepopulated before being emailed to the employer 70

The Training Plan has been approved! Now what? The Success Coach will email the OJT participant the “OJT Welcome Letter” which can be found on the CSBD Intranet under: Forms > Employer Services Department> OJT Program Please Note: This document must be prepopulated before being emailed to the participant 71

The OJT Participant has started. What happens now? • The Success Coach should maintain monthly contact with the participant to determine the progress of training. • The Success Coach should properly document all information in Employ Florida and communicate to the Outreach Specialist, WIOA Supervisor and ERC any areas of concern or opportunity. 72

Monthly Follow-up with the Participant • Through the monthly follow-up, the success coach should determine the participant’s training progress through the eyes of the participant. • The success coach should use a copy of the evaluation portion of the training plan during the monthly follow-up with the participant. • The success coach should communicate any areas of concern to the WIOA Supervisor, Outreach Specialist, and ERC immediately. • Employ Florida – Case note, case note! Make sure to case note important events or issues as they assist in Retention Reviews and general fact-finding. 73

OJT Invoicing/Training Completion Invoicing remains a vital part of the OJT program and, if properly understood, will ensure a smooth reimbursement for every employer. 74

OJT Invoicing • Payments to customers during the training and retention period shall be made by check or ACH – cash is not an allowable method of payment for OJT. • Employer shall invoice monthly. Payments are generally made within 30 days of receiving a correct invoice and all required back-up documentation. • Additional information on invoicing and payment can be found in the OJT Agreement. 75

The Training is complete! Now what? • Certificate of Completion • The Certificate of Completion is sent at the beginning of training by the Outreach Specialist. • The employer is responsible for sending the Certificate with their final invoice. • Complete final documentation in Employ Florida 76

The Training is complete! Now what? – Securing the Certificate • Once the certificate is secured by CSBD Fiscal Department, CBR will receive the copy and scan the certificate to the “S” drive. • CBR will send a notification to the applicable career center staff notifying them of the location. • WIOA Success Coach closes the 301 Activity code successfully in EF. 77

Measurable Skills Gain • What is a Measurable Skills Gains? • A measurable skills gain (MSG) is an academic, technical, occupational, or other form of progress made by a participant in an education or training program that leads to a credential or employment. MSG is not an exit–based measure. It is intended to capture improvement in knowledge and abilities while a participant is receiving education or training services. 78

Measurable Skills Gain Procedures • Procedures for Measurable Skills Gain • WIOA SC using the last date of subsidized employment as the end date closes the 301 activity at the end of a successful OJT. • SC scans a copy of the completion certificate in the WIOA customer’s DMS file. • SC adds the Measurable Skills Gain as a Training Milestone to EF using the information provide on the Certificate Of Completion. Be sure not to add the Certificate of Completion as a credential. This will cause a finding. • Note: if the OJT spans across 2 PYs SC will need to enter an additional MSG to EF, please see Policy 546 Measurable Skills Gains for additional information. 79

Measurable Skills Gain Procedures • SC updates the Employment information in EF using the Return to Work form provided by the Outreach Team Member, first date of the unsubsidized employment is used as the first date of employment in EF. • SC scans the Return to Work for into DMS • SC closes all other activities on the case, closes the case successfully, case is now ready for follow up services. 80

Understanding OJT Retention • There are two retention requirements: – 30 Day Retention – 12 Month Retention 81

Understanding Retention: 30 Day Retention • In order for the employer to receive the final 160 hours of training reimbursement costs, the employer must retain the candidate for 30 calendar days after the final date of training. • Should the participant not be retained or leave the job during the final 160 hours of the training or the thirty (30) calendar days following the end of training, employer shall forfeit the wage reimbursement for the last month of training which shall be calculated based upon one hundred and sixty (160) hours. 82

Understanding Retention: 30 Day Retention • If the participant is not retained, the employer forfeits the right to the final month’s reimbursement payment and shall not be reimbursed the final payment regardless of circumstances surrounding the separation. (This is in the agreement in the Payments section). • Example - Training ends on January 1, 2020. If the OJT employee is still employed with the OJT employer on February 1, 2020, the employer will be eligible to receive the final reimbursement of 160 hours. 83

Understanding Retention: 12 Month Retention • In order for the employer to continue to receive OJT referrals/placements, the employer must meet the retention guidelines set forth in the local OJT policy. • If an employer fails to meet the 12 month retention rate set forth in policy, the employer will be unable to receive OJT referrals/placements for a period of one year, starting at the date of the employer’s last approved training plan. 84

Understanding Retention: Definitions • Positive - where the participant is either currently in the training period of the OJT and is currently working for the employer or was employed with the employer for one year after the completion of the training period • Negative/Unsuccessful- where the participant has been terminated or separated before the 12 month retention period is complete and the cause for separation does not fall within the policy’s definition of Mitigating Circumstances • Neutral - where the participant has separated from the employer and the cause for separation is within the local OJT policy’s definition of Mitigating Circumstances 85

Understanding Retention: What are the Mitigating Circumstances? • Mitigating Circumstances include: – Termination for cause i. e. Theft, Violence • Note - Issues of Tardiness/Attendance/Not retaining trained concepts should be brought to the outreach specialist’s attention by the employer before terminating. There may be barriers that CSBD can help the participant overcome and correct these issues. If an employer terminates a participant for reasons of tardiness, attendance, and/or not retaining trained concepts without contacting the outreach specialist for assistance, the separation will be considered a Negative/Unsuccessful. 86

Understanding Retention: What are the Mitigating Circumstances? • Mitigating Circumstances include: – Death of the participant – Resignation of the participant because of relocation, promotion or movement to a better paying job or a job more convenient to the participant’s individual needs – Mitigating circumstances must be documented in the contract file before additional referrals can be made to the employer. 87

Understanding Retention: 88

OJT Monitoring As CSBD’s local OJT program has grown, so has the need to increase the monitoring efforts to ensure that effective training is being executed by our employer partners. 89

OJT Monitoring • Each worksite where there is an OJT participant will receive at least one in-person monitoring during the program year when there is a participant on-site. • When an employer requests their fifth and ninth OJT Training Plans, a complete monitoring will be conducted including a site visit by a member of the QA team. • For existing OJT employers, their first OJT Training Plan request of the Program Year will trigger a retention review of the employer’s OJT participation in the previous program year. 90

OJT Monitoring • OJT employers will be monitored for reduction of hours among OJT employees. Any reduction of hours of 10% or more will result in that employee’s retention being counted as a Negative/Unsuccessful. • The ratio of one supervisor to five trainees is still required. • Per the OJT contract, the employer agrees to allow CSBD to monitor the OJT employee(s) at any time during the contract period. 91

What’s Next? Now that we know everything about OJTs… 92

What’s Next? • We all have to remember the most critical points involved in process: – Eligibility determination – MUST be verified – All necessary documents done completely and accurately • Résumé • TORQ • Required Skills (from Job Description) section of Training Plan • Assessment and Narrative/Explanation of Assessment and Need for Training 93

What’s Next? • We all have to remember the most critical points involved in process: – Communication is key – especially between the four parties involved in the OJT opportunity: Employer Outreach Team Member, Employer, Participant and Success Coach – We must all do our parts: from managing employer expectations to detailed training plans to proper assessments and timely final reviews – it all counts! 94

Not My Job… 95

What’s Next? • Read the policy! The best way to educate yourself on the OJT Program is to read and refer to the OJT Policy # 807. • Being familiar with the OJT Policy is essential. Likewise, a terrific way to understand the OJT program is to become familiar with the language in the OJT Master Agreement (contract). • There is a lot of valuable information in the agreement that will clarify the employer’s responsibilities. • OJT Database Training for staff. 96

OJT Intranet Page • The OJT and OJT Forms sections of the intranet is where you can find numerous resources and serves as the sole source for the most up-to-date location for all the OJT forms, documents, guidance, policy, and more! • It is not recommended that you save documents to your desktop as OJT documents undergo revisions/updates which may cause rework for you. 97

What’s Next • OJT Database Training • Incorporate Electronic Signatures into the OJT Development Procedures • OJT INVOICING TRAINING 98

OJT Support Team For questions and assistance, please contact: • Central/North Career Centers Monique Wilson, Employment Relations Coordinator (954) 677 -5555 ext. 1516 mwilson@careersourcebroward. com • South Career Center Sandra Harley, Employment Relations Coordinator (954) 967 -1010 ext. 242 sharley@careersourcebroward. com 99

OJT Support Team For questions and assistance, please contact: CSBD Administrative Office • Auvernia Molina, CBR OJT Coordinator (954) 202 -3830 ext. 3037 amolina@careersourcebroward. com 100

THANK YOU! Questio ns? 11154328 101