The Employment and Training Program Division (ETP) has created a listing of Questions and Answers (Q & A) in relation to the current COVID-19 pandemic. The Q & A’s are intended to guide and assist partners and providers through the crisis. The Q & A’s are broken out by program area and will be updated regularly. If partners and providers require additional information, they are encouraged to directly contact their program coordinators.
SFY20 grants may be extended through 12/31/2020. SFY21 grants may be extended through 9/30/2021 at the time of issuance. Extension modifications for SFY20 grants and planning documents for SFY21 documents were due to ACP in early April. If you have not provided these documents or if you did not request an extension, but would like to extend, contact your program coordinator as soon as possible.
SFY18-19 P2P grants cannot be extended. This includes any unspent MJSP funds. Please contact your Program Coordinator with any questions.
We encourage our partners to continue to safeguard the health and safety of employees and participants during this emergency. Try to do as much as possible using technology to interface with participants. This may include switching to on-line learning modules, providing case management via Skype, Zoom, telephone, or other electronic means, and modifying services to adapt them to remote learning. We encourage you to be innovative. If you have ideas about how you can transition to providing services remotely, please contact your Program Coordinator to discuss them.
We encourage providers to suggest ways to shift from provision of services in person to provision of remote services. Changes that do not impact money can be documented and implemented without going through the formal modification process. Please contact your Program Coordinator to discuss suggestions on how you may deliver traditional in-person activities through an on-line service model. Your Program Coordinator will work with you to document the changes and this will be incorporated into your work plan.
During this time, Requests for Reimbursement (RPRs) need not have an actual signature. If a provider's authorized signer is not able to physically sign the RPR/FSR/CAPR, the authorized signer may approve via email with the following statement included:
By submitting this form, I certify that the request is in accordance with DEED cash management requirements and appropriate contract terms; the data reported is correct and the amount of the request is not in excess of immediate disbursement needs.
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of this award. I am aware that any false, fictitious, or fraudulent information or the omission of any material fact, may subject me to criminal civil or administrative penalties for fraud, false statements, false claims, or otherwise.
Please also be aware that if a provider shifts from in-person to online training, costs for computers and other electronic equipment may be paid from grant funds
If the provider says that the equipment is required, costs are allocated to Direct Training. If the provider does not require the equipment, costs are allocated to Support Services. Providers accessing Support Services must include the need for the equipment both in the participant's Individual Employment Plan and in WorkForce One case notes, and must include a provision of the equipment in WorkForce One under the support tab. Remember any purchases using grant funds must be necessary, reasonable, and allocable. This means the purchase must align with the objectives/goals of the program; the costs must not exceed what a prudent person under prevailing circumstances would spend; the goods or services involved are chargeable or assignable to the program with relative benefits received.
DEED expects providers to do as much as they can to modify services in order to deliver virtual services. Please contact your program coordinator to discuss whether this work can be charged to Direct Services.
Wherever possible, DEED encourages providers to have employees continue to work, to the extent the work is grant-related. Work may be done remotely and can include:
Please contact your Program Coordinator with questions around allowable activities, if staff are working remotely. If you do have to lay-off employees, please be sure to inform your Program Coordinator.
Please contact your Program Coordinator to discuss the situation.
It is important for providers and DEED to continue to serve Minnesota's unemployed and under-employed populations during this time. If your program is facing challenges in delivering services, please contact your Program Coordinator as soon as possible.
Participants may be enrolled electronically for the duration of the COVID-19 pandemic. Please see the procedure below.
In order to increase providers' ability to continue providing services safely during the COVID-19 pandemic, providers may conduct electronic onboarding as follows:
We understand that on-line academic assessments may soon be available. If a provider wants to use one of these, they should identify the assessment and submit this to program coordinator in lieu of the plan. As these assessments become available, we would expect to develop a list of approved on-line assessments.
A participant's consent to the credentialed training consent for release of information form (hereafter referred to as the "release form") must be documented in writing. Please note that this form is only required for participants who are undertaking credentialed training. Participants may provide the following documentation to show their consent on a release form:
Any statement from a participant accepted to satisfy the requirement of written documentation must (1) clearly identify that the release form is the subject of the communication; (2) must state that the participant has read the release form; and (3) must state that the participant agrees to the content in the release form, (e.g., I agree to release of my information as described in [name of form].). This process may be facilitated if the provider composes a suggested statement and provides it to the participant for their use.
Upload any pictures or scanned emails (to WF1 Electronic Document (EDS) as "attachments" to the client record. Contact your grant coordinator if you need technical assistance with this. Be sure to retain the documentation in the participant's file, and case note it in WorkForce One (WF1).
If you have questions about whether other forms of written documentation are acceptable, contact your program coordinator. If you absolutely cannot get written documentation from a participant for a release form, contact your program coordinator.
We recommend that providers retain CDL and CNA participants in the program to provide support services as long as is allowed, or until participants can take the permit/certification exam, whichever comes earlier. As long as participants are enrolled, the provider can pay for the permit/certification exam if/when it becomes available. In the interim, providers can offer participants with other supports, as needed. If a participant is continuing to be enrolled in order to receive support services, be sure to contact them once a month and write a case note.
If funding is ending and participants must be exited before they can take the permit/certification exam, use the reason "completed program objective." It does not constitute earning a credential, but it does indicate progress rather than an unsuccessful exit.
For participants who no longer need services and credentialing is delayed due to the peacetime emergency, as an exception to Adult Career Pathways standard practices, if credentialing is obtained after June 30, 2020, grantees may submit a Workforce One ticket to add the credential to the original credentialing funding stream AFTER June 30, 2020. For example: The grant ends June 30, 2020. The participant finished all requirements EXCEPT for the state credentialing prior to June 30, 2020. July 20, 2020 the participant was able to take the exam and successfully obtain their credential. The provider may put in a Workforce One ticket to enter credential effective the last day of grant (June 30, 2020) along with a corresponding case note, "Due to peacetime emergency, credential was not obtained until July 20, but entered effective date June 30, 2020 for administrative purposes." This will be allowed for up to 90 days following the end of the peacetime emergency. This should only be used in cases where the participant has NOT been enrolled in a consecutive funding stream, as the credentials should only be recorded once. Providers who choose this route may support a participants' exam taking by buying test vouchers from the college for the CNA exam, or by purchasing a visa gift card for participants in the amount of the CDL exam prior to exiting them.
Following standard Adult Career Pathways practice, if the partner tasked with training is unable to continue, a provider may could substitute another qualified trainer. This will require, at minimum, a modification of the Partnership Chart (and possibly a work plan modification if the training differs from that specified in the work plan). Whatever qualifications/credentials are required for the partner listed in the work plan (for example compliance with Minnesota Office of Higher Education requirement, i.e. MOHE compliance) will also be required for the new partner.
Be sure to review your contract with the current partner so that you are aware of any contractual rights and responsibilities regarding the partner's inability to continue training.
The work plan establishes the boundaries of what a provider has contracted to provide. Depending on how narrowly or broadly the work plan is written, a provider may be able to make certain changes without a work plan modification. Changes, whether a modification is required or not, must be true to the intent of the original plan.
Because of limitations imposed by the COVID-19 emergency, DEED understands that methods of outreach and training delivery must adapt, and that needs for support services have increased. ACP is committed to being as flexible as possible to allow providers to adjust to the new environment. Please call your program coordinator to discuss innovative ideas to continue operations, to increase services to participants, or to position your organization to respond to the increased need for training when the emergency ends.
During Minnesota's Peacetime Emergency engendered by COVID-19, DEED is waiving the standardized academic assessment for participants entering credentialed training through ACP) grants. Procedures that must be followed in lieu of a standardized academic assessment are as follows.
Providers must inquire about a participant's level of educational attainment. If a participant indicates that they have a GED, high school diploma, or higher, the provider must request and collect documentation to verify the highest level claimed. Documentation may be provided by a cell-phone snapshot of the last transcript received. The participant's name must clearly visible. If a participant claims high school enrollment, but is unable to produce documentation, collect the name of the school and location of the school, and the year and month of graduation. For GED, collect the date, the provider, and the location. College work must be verified with a transcript. The case manager will consider this information in determining whether to enroll the participant.
In addition, each provider must submit a plan to assure that participants allowed to enroll in the credentialed training have the necessary skills and abilities to be successful. The plan must include:
Once the coordinator has approved the provider's plan, the provider may proceed with the alternative procedure.
The process and/or findings of the assessment must be case noted in Work Force One.
Please recall that if a provider is doing non-credentialed training (for example, work readiness or an OSHA 10 certificate), the academic assessment is not required. Note that this waiver applies only to the state-funded grants overseen by ACP. Providers offering ABE must continue to follow requirements determined by the Department of Education.
This waiver lasts only until the peacetime emergency is declared to have ended, or until further notice by DEED.
Retroactive to March 1, 2020, and through the end of the COVID -19 Emergency, the federal government's Centers for Medicare and Medicaid Services (CMS) is waving certain requirements related to individuals who work as nurse aids. The waiver allows individuals who have not completed a training and competency evaluation, or a competency evaluation program approved by the state to work full-time in a nursing or skilled nursing facility for more than four months. The waiver also allows individuals to work without receiving registry verification. Note: An individual working as a nurse aide must still be competent to provide nursing and nursing related services and the facility must ensure that individuals working as nurses' aides are able to demonstrate competency necessary to care for residents' needs.
More information is posted on the Minnesota Department of Health web.
Written documentation from the client acknowledging receipt of support services is preferred; however, during the emergency, verbal confirmation, including voicemail or text, is acceptable. Acceptable written documentation includes an email from the participant or any other reasonable means of written communication.
Remember that support services provided must be documented:
Once the Stay Home order was issued, ACP began allowing extension of SFY20 grants to December 31, 2020 and extension of SFY21 grants to September 30, 2021. A grantee must complete a request to extend but need not provide an explanation for why the extension is needed. Grantees may request extensions beyond the specified dates but must explain the additional extension is necessary.
If a grantee does not request an extension for their SFY21 grant now, but later determines that they will need an extension, they may request an extension at any time between July 1, 2020 and a month before their grant is scheduled to expire.
If assisting clients to obtain internet access and/or and computers and to access online trainings is within the scope of a provider's work plan, the provider may provide these services without a work plan modification. ACP encourages providers to be flexible within the limits of what their current contracts (work plan and budget) allow and will construe the terms of the contract as liberally as possible to facilitate this. If a contract cannot be reasonably construed to allow assistance with internet access and computers, on-line training, or other activities and assistance deemed appropriate/helpful at this time, the provider should contact their program coordinator for assistance in crafting a modification responsive to the needs of their participants in the current situation.
See the response to the eighth question, above, relating to electronic enrollment. If you have additional questions, please contact your coordinator. Be as specific as possible when crafting your questions. ACP will attempt to craft a response to your question. If the situation you describe is likely to apply to other providers, we will post your question and our response on-line.
DEED wants you to continue serving participants during and after the Stay Home order and will strive to be as flexible as possible, while being mindful of the need to provide training that prepares participants to be successful in an employment situation.
Currently, Monitors are doing desk reviews. Desk reviews consist of a review of response to questions posed in the core monitoring guide; a review of financial records and a financial reconciliation; and a review of data in WorkForce One (WF1). There is no file review. Monitors have been involved in changes made to ACP procedures in response to COVID-19 and will take that into consideration when monitoring records created beginning March 15, 2020, and throughout the duration of the Stay Home order.
Additionally, not all WF1 records must be in the physical file. Generally, a monitor reviews the physical file to determine whether the participant:
And whether Equal Opportunity is the Law/How we Use Your Personal Info - Updated 10/2017 is signed, dated and in file.
Requests for Proposals posted for the SFY20-21 Pathways to Prosperity (P2P) and Women in High-Wage, High-Demand, Nontraditional Jobs (WESA) grants require that participants be within one or more of several target populations. One such target population for both grants is individuals at or below 200% of the Federal Poverty Guideline (FPG). The Minnesota statute codifying WESA, Minn. Stat. 116L.99 also includes individuals who are at or below 200% pf the FPG. The P2P grant is not codified in Minn. Stat. and appropriation bills do not restrict P2P to low-income individuals. Income does not figure into eligibility for the Southeast Asian grants and adult Support Services grants.
While P2P and WESA grants are tied – one by the RFP only and one by both RFP and statute – to the federal poverty guidelines, neither statute, law, or RFP provides any direction as to how income is computed for the purpose of meeting this restriction. Therefore, ACP may allow flexibility in how income is computed.
In light of the economic hardship visited upon vast segments of the population by COVID-19 and of the uncertainty about whether an affected individual will return to their pre-COVID-19 employment status, it is appropriate to consider an individual's present circumstances when determining whether that individual qualifies for a program as "low income." This may mean looking at a period shorter than one year (e.g., three months) when determining income, or to disregard a temporary jump in income due to hazard pay.
When qualifying an individual for P2P or WESA, or any other grant program overseen by ACP based on limited income, if that person would not have qualified based on procedures used by prior to COVID-19, the provider should document factors considered when determining their eligibility at the time evaluated.
Alternatively, a provider may draft a policy describing how they propose to evaluate income eligibility considering changes to the job market wrought by COVID-19 and submit to the draft to their program coordinator for review and approval. Case-by-case documentation would not be required once such a policy is in place and approved. For example, a provider might consider only the most recent three months when determining income.
This information can already be included in a participant's Individual Employment Plan. WorkForce One already collects information about part-time and/or temporary employment, along with information full-time and permanent employment. All types of employment count toward a successful exit to employment.
ACP investigated E-verify shortly after the governor issued the Stay Home order. E-verify allows verification of information collected but is not designed to prove any of the eligibility elements.
However, ACP has implemented procedures for electronic enrollment. These are detailed in the procedure following Question 8, above.
DEED is addressing this issue at the agency level. ACP will follow any directives or guidance regarding e-signatures adopted by the Commissioner's Office.
Updated for clarity 11/21/2022
Providers may conduct electronic onboarding as follows:
** Please ensure that any communication via email which includes a participant's personally identifiable information (PII) is sent securely (encrypted). Per federal law: To ensure that such PII is not transmitted to unauthorized users, all PII and other sensitive data transmitted via e-mail or stored on CDs, DVDs, thumb drives, etc., must be encrypted using a Federal Information Processing Standards (FIPS) 140-2 compliant and National Institute of Standards and Technology (NIST) validated 3 cryptographic module. Grantees must not e-mail unencrypted sensitive PII to any entity, including ETA or contractors.**
The Financial Assistance for Computer Hardware and Similar Technology policy provides guidance on this issue.
WIOA and State DW and WIOA Adult Programs allow the purchase of computer hardware and/or similar technology to assist in successful completion of training intended to secure employment. Costs for the purchase should be either from the support services budget and/or training budget. Local areas are also required to have local policies that guide the acquisition and sometimes reacquisition of the equipment. See the WIOA Financial Assistance for Computer Hardware and Similar Technology policy for additional information.
Providers must ensure that participants files are kept in a safe, secure location. See federal requirement for electronic transmission of PII data.
Please contact your Program Coordinator
As far as we know, COVID 19, executive orders are temporary so incorporating new addresses for participants would only add to the confusion. DEED does not recommend sharing staff personal/home addresses with participants. Continue to use your office address.
DEED suggest program staff work with their internal administrative team to determine how mail will be collected and distributed to the teams.
Your Program Coordinators were assigned at the beginning of your grant. DEED staff are available via email and they are regularly checking email. Please reach-out directly to your Program Coordinator.
Math and reading assessments are required prior to entering credentialed training, however there is some flexibility during COVID-19. It is recommended to give everyone an assessment regardless of attending training, so customer know how to best counsel them (knowing their abilities to read postings, etc.). It is not required until the counselor is approving them to attend training (to ensure they have the ability to successfully complete the training).
In light of Assessment Flexibility Guidance from ABE's Federal Office, some options include:
** IMPORTANT: During the COVID-19 State of Emergency, assessment flexibility is allowed for the math and reading assessment requirements. DEED is allowing providers to waive the math and reading assessments in cases where it is difficult or impossible to test a participant virtually. This waiver is effective March 16, 2020 until the COVID-19 emergency is declared over. The rationale for waiving the assessments must be case noted.**
Please contact your Program Coordinator.
Please contact your Program Coordinator to discuss the situation.
Please contact your Program Coordinator to discuss the situation.
If you temporarily plan to spend more in support services than planned per your approved contract, but know the cost category percentages will balance out to what was initially planned/approved within a couple of months, it's okay to – temporarily - go outside the cost category percentages. However, if you know you'll spend more than planned/approved for several months or even the remainder of the grant period, we recommend you submit a modification request.
Please contact your Program Coordinator to discuss: rita.apaloo@state.mn.us, sou.thao@state.mn.us.
ETA will consider period of performance extensions for competitive discretionary grants. DEED has requested a possible extension for the Legacy Demonstration Grant. Awaiting to hear back on other federal funds. Providers are also welcome to email their Program Coordinator.
We encourage our partners to limit face to face interaction during this emergency as much as possible. Case management can be provided over the phone, email, text, Skype, WebEx, etc. The use of communication technology to dislocated worker services such as workshops and appointments are appropriate.
Yes, maintaining regular contact through email is acceptable. Providers need to demonstrate that contact was made with each participant at least once every 30 days. This is typically noted through case note in WF1.
The following are acceptable examples of "live contact":
Options to consider include mailing forms for signatures, having participants send a photo of the required document (ensure it is legible), emailing (secured email platform) or faxing to their case managers. Ensure that you are case noting in WorkForce One.
Providers have the option to submit a supplemental funding request to the Minnesota Job Skills Partnership Board (MJSP) for state DW funding. View the process.
If additional funds become available from the U.S Department of Labor, we will update our providers and work quickly to process the additional funds.
Eligibility is on a case by case basis. However, we may see an uptick in the number of people who are laid off during this emergency. Many are losing their jobs through "no fault of their own" and may meet several eligibility criteria for dislocated worker program. Assess each person's eligibility appropriately and enroll them in the appropriate program.
Follow this link for the latest information on Unemployment Insurance.
IEP's can be developed via phone. Case managers should try to get a signature by other means:
NOTE: If the participant doesn't have a computer, smart phone or if they are homeless, the case manager should case note these situations and have the document signed at the earliest opportunity (most likely after this emergency is over).
NOTE: please reference your local policy regarding electronic communication as well.
The Rapid Response Team will conduct Group Information Sessions as needed via Skype, WebEx, etc.
For additional information, please see DEED's website.
Please notify the DW grant specialists: rita.apaloo@state.mn.us, heather.moore@state.mn.us, or Sou.thao@state.mn.us.
Yes, the authorized signer can approve via email with the following statement included:
The 1st statement is for cash advances, the 2nd statement is for FSRs/RPRs.
Yes, the process is still the same:
Eligibility is on a case by case basis. However, those considered self-employed may qualify for DW services.
"Self-Employed - The individual: Was self-employed (including employment as a farmer, a rancher, or a fisherman) but is unemployed as a result of general economic conditions in the community in which the individual resides or because of natural disasters. This includes individuals working as independent contractors or consultants and as such are not technically employees of a firm. Local providers may develop policies for determining the eligibility of self-employed individuals, including family members and farm workers or ranch hands, using DEED's acceptable documentation list and/or other reasonable documentation."
The office of Labor Market Information (LMI) will be working on the data.
Many partners already have the ability to encrypt their outgoing email. If you don't, please speak with your IT staff to implement encryption for your email system.
Workers on "furlough" without pay or in other words on a mandatory leave without pay, are considered to be on temporary-to-permanent layoff and therefore eligible for DW program services.
Workers whose hours are significantly reduced may potentially be eligible if they are "under-employed" (as defined by the local areas) and could be served with WIOA Adult or DW funds.
A furlough is considered to be an alternative to layoff. When an employer furloughs its employees, it requires them to work fewer hours or to take a certain amount of unpaid time off. For example, an employer may furlough its nonexempt employees one day a week for the remainder of the year and pay them for only 32 hours instead of their normal 40 hours each week. Another method of furlough is to require all employees to take a week or two of unpaid leave sometime during the year. Employers must be careful when furloughing exempt employees so that they continue to pay them on a salary basis and do not jeopardize their exempt status under the Fair Labor Standards Act (FLSA). A furlough that encompasses a full workweek is one way to accomplish this, since the FLSA states that exempt employees do not have to be paid for any week in which they perform no work.
An employer may require all employees to go on furlough, or it may exclude some employees who provide essential services. Generally, the theory is to have the majority of employees share some hardship as opposed to a few employees losing their jobs completely.
A layoff is a temporary separation from payroll. An employee is laid off because there is not enough work for him or her to perform. The employer, however, believes that this condition will change and intends to recall the person when work again becomes available. Employees are typically able to collect unemployment benefits while on an unpaid layoff, and frequently an employer will allow employees to maintain benefit coverage for a defined period of time as an incentive to remain available for recall.
The Department of Employment and Economic Development, Employment and Training, provides Rapid Response services to businesses in transition, downsizing, laying off workers and/or closing a facility. This includes coordination with key state and regional partners to explore alternative layoff aversion strategies if possible.
More information for Employers Considering a Layoff
Call or email the State Rapid Response Coordinator or the Dislocated Worker Program Information Line.
Jason Wadell
651-259-7552
Deed.dw@state.mn.us
651-259-7537
866-213-1422
Minnesota law, similar to the federal Worker's Adjustment and Retraining Notification (WARN) Act encourages Minnesota businesses "considering a decision to effect a plant closing, substantial layoff, or relocation of operations . . . to give notice of that decision as early as possible to" the following:
See Minn. Stat. 116L.976. This notice is in addition to any notice required under the federal WARN Act.
The Worker Adjustment Re-Training Notification Act, or WARN, is federal legislation offering protection to workers, their families and communities by requiring employers to provide notice 60 days before a covered-business closing and covered-business mass layoff. Enforcement of the WARN Act falls under U.S. Department of Labor jurisdiction.
Minnesota's State Rapid Response Team (SRRT) initiates Rapid Response services as soon as information is received that a mass dislocation or plant closure will take place.
There are three exceptions to the full 60-day notice requirement. However, notice must be provided as soon as is practicable even when these exceptions apply, and the employer must provide a statement of the reason for reducing the notice requirement in addition to fulfilling other notice information requirements. These situations include the following:
See 29 USC 2102(b). If any of these exceptions apply, the employer must give "as much notice as is practicable," and the employer must include in the notice "a brief statement of the basis for reducing the notification period."
* Please submit all WARN letters via email to eliminate delays in the State Rapid Response Team providing services.
Jason Wadell 651-259-7552
Minnesota Department of Employment and Economic Development
State Rapid Response
180 E 5th St Suite 1200
St. Paul, MN 55101
Businesses that are temporarily closing or laying off their employees are not required to provide a WARN to the state if:
However, the SRRT would like to request that you provide a TEMPORARY WARN so they can reach out to you and provide you with answers to questions you may have as well as provide information for your employees on services they may be eligible for.
Unfortunately, the State Rapid Response Team is unable to determine your eligibility. Please contact a CareerForce location and inquire about enrolling in the Dislocated Worker Program. The CareerForce location will help you to determine if you are eligible for program benefits.
Currently, all career and Dislocated Worker Program services are being offered through virtual and interactive means.
Employees and employers can also find more information here concerning COVID-19.
Unfortunately, no. EPSL can only be used for participants who were active/enrolled as of March 16, 2020.
Yes. All active/enrolled participants can receive EPSL.
Unfortunately, no. Providers should continue to pay active/enrolled participants for the average number of weekly hours they were working prior to March 16, 2020. The only exception to this is if they were approved to begin working more hours during the pay period when the crisis was declared, they should be paid what they were approved for. Otherwise, participants should be paid their average weekly hours at the time EPSL was authorized by DEED – March 16, 2020.
Participant was authorized to work 20 hours per week. They have worked an average of 18 hours per week for the past six weeks. Do we pay them 18 hours per week EPSL or 20 hours?
Response: If there weren't plans to increase their weekly average hours before the crisis was declared, they should be paid equal to what they were being paid prior to the crisis. In this case, 18 hours/week.
Participant was authorized to work 18 hours per week. They've worked an average of 14 hours per week for the past six weeks. Do we pay them 14 hours per week EPSL or 18 hours?
Response: They should be paid what they were being paid prior to the crisis. In this case, 14 hours/week.
Participant was authorized to work 20 hours per week. They have worked an average of 24 hours per week for the past six weeks. Do we pay them 24 hours per week EPSL or 20 hours? He was repeatedly instructed to work only 20 hours.
Response: They should be paid what they were being paid prior to the crisis. In this case, 24 hours/week.
Yes - please update IEPs when you call the participant to update the spreadsheet (each payroll) and indicate they're receiving EPSL.
If the state grantee agrees, a participant can go on an approved break in participation to accept a temporary position with the Census and their eligibility will be preserved.
Yes - if they were officially enrolled, it's okay to assign them to the Job Training Center. These cases fall under the sentence in the revised policy: "If an active participant was approved to increase their hours beginning this pay period, the SCSEP subgrantee (hereafter known as "provider") will pay them EPSL for the approved number of weekly hours."
We aren't providing a spreadsheet, but we ask that you ensure the information listed in the policy is collected: 1) participant's name, 2) number of hours to be paid each pay period, 3) date the participant was contacted, and 4) participant's response.
Yes. SCSEP participants are a high-risk, vulnerable population for COVID-19. Per EPSL policy, please contact them at the end of every payroll period to update IEPs, the spreadsheet, and inquire about their general wellbeing. We encourage providers to contact participants more frequently than every two weeks.
Please hold off on recertifications until participants are active again. Be sure to case note delays, interruptions, etc. in the participants' files.
Yes. Per the CARES Act, SCSEP providers can extend participants' durational limits. The SCSEP National Office is working with SPARQ developers to add an extension option. More information will be available soon.
TAA staff are working remotely until further notice. Please use email and, if possible, have customers avoid using USPS or fax to send TAA documents to eliminate delays in services. General questions or urgent requests can be emailed to deed.taa@state.mn.us as this email is monitored Monday-Friday from 8:00 a.m. - 4:30 p.m.
Training Progress Reports (TPR) are still required every 60 days. TAA updated the Training Progress Report to be more e-signature friendly.
If a customer had not previously requested a computer, and now needs one for online courses, please have the customer complete the TAA Computer and High Technology Request and submit it to the respective TAA Specialist. TAA does not need the customer to submit quotes. General specifications for online students are posted by Minn. State.
Students can only claim mileage for days they travel to campus for scheduled class. If classes are online, it is not appropriate for students to claim mileage.
If your customer is interested in TAA-funded training, TAA will need a copy of a standardized assessment with the TAA training application. TAA offers the COPS, CAPS, COPES free of charge to customers and it is online. If you'd like to request electronic access to the assessment for a customer, email the customer's email address to deed.taa@state.mn.us.
A free online interest profiler.
TAA staff continue to partner with Rapid Response to research layoffs or reduced hours that are due to foreign competition. Please email TAA if you hear of trade impacted layoffs.
TAA recorded the informational session and is available online.
For people who become eligible for TAA during the stay at home order, TAA will email the link to workers for whom we receive email addresses. Once TAA staff return to the office, we'll mail letters following our usual process and schedule in-person informational sessions.
Yes, electronic signatures are acceptable for TAA paperwork. For an explanation of how to use an electronic signature, email TAA at deed.taa@state.mn.us
If it's a temporary layoff, TAA would "pause" the OJT and "restart" it when the company recalls the person. The person wouldn't lose out on any training weeks. If it's a permanent layoff, TAA will seek DOL's guidance with specific scenarios.
TAA cannot answer for TRA; each person's situation is different, especially depending on what type of TRA a person is collecting at the time. DOL says they are reviewing the situation given the extenuating circumstances, but as of 3/20/20, no TRA 'rules' were waived. For any UI/TRA questions, please email deed.tra@state.mn.us.
If an unsigned employment plan is available, please send it with the Waiver or Training Application. If none is available because it's in the office, please ensure case notes clearly show the customer's intent to pursue training. One the DW Counselor has access to the employment plan, please email it to the assigned TAA Specialist.
Yes, the customer may be eligible for training and perhaps additional TAA benefits. The customer or DW Counselor should contact TAA (deed.taa@state.mn.us) to review TAA eligibility.
If your services are disrupted due to COVID-19, we may be able to modify the contract in one or more of the following ways:
Please contact your grant manager regarding your specific circumstances to determine which of the options above may be appropriate for your grant.
Yes, a list is posted on DEED's website, under resources for Youth Service Providers.
(Provided by U.S. Department of Labor) If the program participant's time commitment, stipend structure, and/or other academic or work terms were established prior to the national health emergency declaration (March 1, 2020), grantees should continue to pay the participant for the remainder of the established term.
Yes, sample Youth Incentive Policies, Individual Training Account (ITA) Policies and Stipend Policies are posted on DEED's website,
(For all State-funded Youth Programs administered by DEED, including Minnesota Youth Program, Youthbuild, Youth at Work, Youth Support Services, Youth Opportunity Grants/Direct Appropriations and HECAP): If the youth program participant's time commitment, payment structure and/or other academic or work experience terms were established prior to the national health emergency declared on March 1, 2020, state-funded youth grantees should continue to pay the youth participant for the remainder of the established term.
WDAs can make this decision.
The case file should include documents that articulate the initial Work Experience Agreement for the participant, including duties of participant, timesheets, and notes indicating interruption due to COVID-19, and related wages paid.
Generally, grant funds from the Employment and Training Administration cannot be used to provide food assistance to individuals in the grantee's community. On a limited basis and in certain situations, food at a reasonable cost may be provided to youth-serving program participants as supportive service.
Food may be provided to eligible youth when it will assist or enable the participant to participate in allowable youth program activities funded through one or more of our programs and to reach his/her employment and training goals, thereby achieving the program's overall performance goals. The focus of the program is to train youth, and the use of grant funds for food should be limited to reasonable and necessary purchases that are coordinated with other community, state, or federal services that provide food for low-income individuals.
Yes, during the COVID-19 health emergency, service providers are not required to obtain a signature from the participant and parent/guardian on the application for enrollment for any state or federal youth program administered by DEED, including the TANF Youth project. Document in the case notes that the participant/parent/guardian verbally acknowledged that the information is true and that no signature was obtained due to COVID-19 restrictions.
From DOL: ETA recognizes that the COVID-19 pandemic presents unique challenges for youth program grantees and participants. We encourage youth-serving programs to review local, state, and federal health and safety guidance regarding COVID-19, and temporarily adjust program operations and services as needed.
From DOL: ETA acknowledges the challenges that COVID-19 has created for states and local areas' abilities to implement the WIOA Youth program. In order to receive services in the program, participants must receive an objective assessment, which often includes a basic skills assessment and an Individual Service Strategy (ISS) that informs the plan for services. For programs that are unable to execute their assessment process during this time, i.e., unable to provide assessments in-person and/or on-site with a proctor, they should do their best to obtain information virtually from schools or directly from the participant pertaining to assessment and develop an ISS based on the available information. The inability to meet with potential participants in person should not impede enrollment or service provision. When regular in-person assessment practices begin again, programs should formally assess participants, record results in the file, and update the ISS and service plan, if needed. Also, states and local areas may find it useful to visit the National Reporting System for Adult Education to learn about any changes or updates to assessment practices.
Computers for participants are an allowable purchase under WIOA Youth (see Equipment in the WIOA Youth Cost matrix). The WIOA Youth cost matrix is included in Chapter 18 of the Youth Administrative Manual, located under the "Documents and Forms" tab. Costs for the purchase of participant computers should be budgeted in the "Other Services" category - they are not considered support services.
Local service providers also have the latitude to establish local policy and make specific decisions on what type of computer they will purchase. Chromebooks are a sound choice for most participants because they are relatively inexpensive (around $200) and are commonly used. In some cases, a laptop with more power and features may be needed, based on the career pathway or course of study the person is choosing. Again, this is a local decision and should be evaluated on a case-by-case basis. The local area's policy for purchasing computers is to be included in the local youth plan.
Yes, during the COVID-19 health emergency, service providers are not required to obtain a signature from the participant and parent/guardian on the application for enrollment for any state or federal youth program administered by DEED, including the TANF Youth project. Document in the case notes that the participant/parent/guardian verbally acknowledged that the information is true and that no signature was obtained due to COVID-19 restrictions.
Yes, ETA acknowledges work experiences for youth during this time period may be harder to provide. Program expenditures on this program element may include more than just wages paid to youth. Allowable expenditures may include items such as:
Yes, supportive services can be provided to youth served under WIOA title I during program participation and follow-up services and may be provided based on the needs of the participant as identified in the youth’s Individual Service Strategy (ISS). States and local areas have flexibility in developing policies for supportive services and existing policies can be updated to respond to the COVID-19 emergency.
The U.S. Department of Labor has created Frequently Asked Questions regarding COVID-19.
