Welcome to the Employment Development Department

Integrated Service Delivery Model - California Workforce System
Frequently Asked Questions - Program Requirements and Reporting

Does the Enter Determination of Eligibility (EDOE) screen need to be completed (edit check requires entire document be completed) in order to file and complete the Workforce Investment Act (WIA) Application? (8/15/08)

Yes, as part of the August 1, Job Training Automation (JTA) system release (Workforce Services Information Notice 08-10, JTA Release 4.43.1, August 1, 2008) we removed all the edit checks from the EDOE.  At this writing this form may be filed at anytime whether it is complete or not.  It does not affect the filing of the Application.  This facilitates customer services but is not satisfactory in the long-term.  With no edit checks on the EDOE the Department of Labor (DOL) may think the State and the Local Areas are not demonstrating due diligence regarding determination of eligibility in a “paperless” environment.  Our goal is to assure proper determination of eligibility thus protecting the State and the Local Areas from disallowed costs while still providing flexibility at the local level. 

In the JTA release scheduled for August 23, 2008, new JTA edit checks will be associated with the EDOE.  Completion of the EDOE will be tied to the recording of services on the Enrollment Form.  If a job seeker enters the One-Stop and receives only staff assisted core services, the minimum fields required to be completed on the EDOE are:

  • Section A “Date of Birth”, Section D “Selective Service” (if the job seeker is male and over the age of 18 as identified on the JTA Application), and
  • Section F “U.S. Work Authorization”

If the job seeker moves on to more intensive or training services, then the additional sections must be completed if these sections apply to the particular job seeker, based on the data recorded on the Application Form:

  • Section B if the local board has determined that there are limited funds available for adult services,
  • Section C if the job seeker is determined to be a dislocated worker, and
  • Section E if the job seeker is a veteran.

How are services to be reported for Veterans receiving services under Chapter 31? (8/15/08)

If a veteran is receiving services under the Vocational Rehabilitation and Employment (VR&E) Program (Title 38 Code of Federal Regulations Chapter 31) by a Veterans Workforce Specialist or Veterans Employment Services Specialist outside the Local Learning Lab, for example on a military base or rehabilitation facility, the veteran representative will record all services in the Program Activity Support System (PASS).  If the veteran enters a Local Learning Lab One-Stop

Career Center or satellite site the customer is subject to the Local Learning Lab customer flow and an Application and all services must be recorded in the Management Information System designated for that Local Learning Lab.
When the VR&E veteran customer moves to services through the Learning Lab, please select “Transfer Case” in PASS and then select “Transferred to the Learning Lab” to end the activity for that PASS record.

Assessment Indicator and related fields, how does it work?  How is it used? (8/15/08)

For Management Information System Option 1 and Option 3 Learning Labs:

After a job seeker has registered in CalJOBSSM, staff should access the CalJOBSSM Update Job Seeker screen and indicate the Job Readiness Initial Assessment has been administered.  If yes, a second question appears asking if the job seeker was referred to Job Ready or Intensive Services and finally, a data field is provided for staff to enter the Initial Assessment Score.  Completion of the data field Assessment Yes/no is required as well as the Referral Field.  The entering of an assessment score is optional.

Only the Assessment Yes/No field is transmitted to the State.  For the Learning Areas, this field will be used by the Workforce Services Division to distinguish between those customers in CalJOBSSM that were served in the Local Learning Lab versus those who accessed CalJOBSSM from outside of a One-Stop Career Center or satellite site.  This score may be used for assigning the customer for the purpose of accountability calculations.  It will also be useful to the Evaluation team.  It is not a reportable item to the DOL.

Is the Trade Adjustment Assistance participant data screen tied to the WIA Application or Enrollment? (8/15/08)

Yes. The system is designed to require only one Application with the potential for multiple enrollments tied to a single application.  For a TAA customer, the minimum forms required are:  A completed Application, completion of the Enter TAA Data (ETAA) screen, and an Enrollment Form.  The Enrollment for all TAA funded services should be under Grant Code 160.  WIA wrap around services would be recorded on a separate Enrollment Form under an Adult or Dislocated Worker grant code.

We are experiencing challenges with registering the JS4UI, Personalized Job Search Assistance (PJSA) customers.  Is it possible for the letter they receive to come to the One-Stop to include their layoff employer? (8/15/08)

It would be challenging and we would prefer not to ask the Unemployment Insurance program to make the requested change to the PJSA letter.  Enrollment in the WIA Adult Program does not require the reporting of the last employer.  If the customer is a Dislocated Worker only the dislocation date and tenure with the last employer are required.

For the purpose of Dislocated Worker Program eligibility, in accordance with the definition in the WIA Section 101(9)(A), an Unemployment Insurance claimant is eligible if they are unlikely to return to a previous industry or occupation.  The WIA Eligibility Technical Assistance Guide (WIA Directive 04-18 Title I Eligibility, March 29, 2005) provides the following guidance regarding determination of unlikely to return to a previous industry or occupation.

ELIGIBILITY CRITERIA (Verify each criterion unless specified otherwise)

  • Is unlikely to return to a previous industry or occupation.

ACCEPTABLE DOCUMENTATION (Only one document per eligibility criterion is required)

  • Appointment Notice of referral to an Initial Assistance Workshop (IAW); or
  • Screen print of IAW schedule; or
  • Reemployment Plan generated from IAW; or
  • Invitation Letter to Self Employment Assistance (SEA) orientation; or
  • Screen print of SEA schedule.

Note: If one of the above is not available, documented telephone verification from the EDD field office will suffice.

  • Applicant Statement
  • Internet site, such as CalJOBSSM that indicates lack of industry/occupation availability
  • Screen print of Labor Market Information Division screens that indicates lack of industry/occupation availability
  • Doctor statement indicating applicant's inability to return to previous industry/occupation due to physical limitations
  • Vocational rehabilitation counselor's statement indicating applicant's inability to return to previous industry/occupation due to physical limitations

Employment Specialist's Determination

Unexpired foreign passport alone will not establish work authorization - the Data Element Verification Form has this listed as an option to verify right-to-work.  I would like to request this be removed. (8/15/08)

We do not recommend removal of this option. According to the Department of Homeland Security (http://www.uscis.gov/files/form/I-9.pdf), an unexpired foreign passport with a temporary I-551 stamp or an unexpired foreign passport with an unexpired Arrival-Departure Record (Form I-94) bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, if that status authorizes the alien to work for the employer, is sufficient to establish both identity and employment eligibility.

Can a printout from the Social Security Administration verifying that a particular Social Security Number belongs to this specific name (NUMI print out from SSA) be used as a substitute for the Social Security card?  (8/15/08)

No. The combination of an original Social Security card and a state-issued driver's license or state-issued identification card containing a photograph may be used to verify right to work or work authorization.  A NUMI report is a Numident printout obtained from the Social Security Administration Office and only verifies that an individual has a Social Security Number and does not verify their right to work.

How and where will activities and services for the California Department of Corrections and Rehabilitation Preventing Parolee Crime Program be recorded? (8/13/2008)

Customers being served under the Preventing Parolee Crime Program within a Learning Lab Local Area are to be reported in the Management Information System utilized by the Local Learning Lab. An Application should be completed and services should be reported on the Enrollment Form using Grant Code 195. Duplicate enrollment in the PASS is not required.

Will existing Veteran CalJOBSSM/PASS caseloads, where enrollments began prior to July 1, be exported into my JTA system? (8/13/2008)

No. The data/services for customers enrolled in PASS prior to July 1, 2008, should continue to be reported in PASS until the customer completes services or there is a gap in services greater than 90 days. If the customer experiences a gap in services greater than 90 days and thus the record is closed in PASS, a new customer record should be established in the Management Information System being used by the Local Learning Lab partnership.

In the Data Element Verification Worksheet, List C Verification document to establish employment eligibility, the US Social Security card is listed. Could a receipt from Social Security Administration be a substituted if the customer does not have the original document? (8/13/2008)

No, a “receipt” from the Social Security Administration (SSA) would not automatically be an acceptable substitute based on the documents listed in the “Acceptable Documents for Verifying Authorization to Work” (DE 8404).

The SSA issues three different types of Social Security cards for free.

  1. The first type of card includes the name and Social Security number and lets an individual work without restriction. It is issued to:
    • U.S. citizens; and
    • People lawfully admitted to the United States on a permanent basis.
  2. The second type of card includes the name and number and notes, “VALID FOR WORK ONLY WITH DHS (Department of Homeland Security) AUTHORIZATION.” It is issued to people lawfully admitted to the United States on a temporary basis who have DHS authorization to work.
  3. The third type of card includes the name and number and notes, “NOT VALID FOR EMPLOYMENT.” It is issued to people from other countries:
    • Who are lawfully admitted to the United States without work authorization from DHS, but with a valid non-work reason for needing a Social Security number; or
    • Who need a number because of a federal law requiring a Social Security number to get a benefit or service.

A Social Security card is an acceptable document for verifying authorization to work providing it does not say “not valid for employment”. Unless the receipt contains the appropriate information (Name and SSN) and clearly indicates that the Social Security number is valid for employment, it would not to be an acceptable document for verifying authorization to work.

EDD accepts the birth certificate as a stand-alone document for CalJOBSSM registration as proof of Right-to-Work. The data Element Verification worksheet lists the birth certificate as establishing eligibility, not identity. Are both required for work authorization? If so, is the CalJOBSSM registration incomplete in terms of capturing this data element? (8/13/2008)

The use of a birth certificate as a stand-alone document as proof of Right-to-Work is not consistent with the “Acceptable Documents for Verifying Authorization to Work” (DE 8404). While a birth certificate establishes eligibility, it does not establish identify. Both eligibility and identity need to be verified as proof of Right-to-Work.

Your 7/28/2008 Q&A on how a vets staff enter customer information indicates that a VESS reports services for veterans under the “grant code 162 and VWS under 161.” Could you please clarify where this is reported in the local MIS system? (8/13/2008)

If staffs are working directly in the JTA system the grant code is entered on the JTA WIA Enrollment/Registration Form (EWIE). For Local Learning Labs working in local systems (MIS Options 2 and 3), the grant code comes to the State as part of the EWIE load program.

Are all customers required to put a resume into CalJOBSSM or the Local system? (8/13/2008)

No, only customers receiving Unemployment Insurance benefits are required to have a resume in CalJOBSSM or the local system, for MIS Option 2 Learning Labs. For customers that are not currently receiving unemployment insurance benefits entering a resume is at the discretion of the coach and the customer.

What about the carryover clients? Do we just let the Job Training Automation system auto-exit these customers? (8/13/2008)

Yes.

What about the carryover clients? Just let the system auto-exit from the JTA? (7/28/2008)

Yes, in the Local Learning Lab Areas, all Wagner-Peyser, WIA Adult, and Dislocated Worker customers currently active in the system will be subject to an automatic exit 90 days after the last reported date of service. The exit date is the estimated/actual completion data reported on the last activity. It was necessary to implement this soft exit process in order to facilitate a “same-date” exit across multiple programs (Wagner-Peyser, TAA).

Is the JTA system log-on ID what determines what field you are required to populate on the WIA application? (7/28/2008)

No. The logon has no impact on the JTA fields that must be completed. The JTA data fields you are required to complete on the WIA Application or any of the Forms/Screens within the JTA system are based on the underlying programming and for the most part driven by the data the State is required to report to Department of Labor (DOL).

Are reporting requirements different for the Wagner-Peyser staff and the WIA staff? (7/28/2008)

No. Although the customer flow may vary across the Local Learning Labs, data collection is based on the level of services the customer receives and not on the funding stream supporting the staff providing the service.

Does the Veterans’ staff enter customer information into PASS for a Veteran customer in the One Stop who will be enrolled into their case load? If not, will the JTA information be sufficient for reviews and DOL scrutiny? Once the veteran comes onto the case load, does the Veteran staff then do PASS entries once the services are considered intensive? (7/28/2008)

No, PASS is not to be used by any staff in the learning labs for new enrollments after 7/1/2008. What system the Veterans Employment Services Specialist (VESS) or Veterans Workforce Specialist (VWS) uses will depend on the MIS option agreed upon by the Local Learning Lab area. Ultimately all these data will be in the JTA system. JTA should provide the data required by the DOL-VETS Program. If Veterans staff is working with a customer with an active case previously enrolled in PASS (prior to 7/1/2008), it would be advisable to continue documenting service provided to him/her using their PASS case record until it is terminated.

When a VESS is reporting services for a veteran the Grant Code should be 162. When a VWS is reporting services for a veteran the Grant Code should be 161. If a VESS or a VWS is serving a non-veteran the applicable Adult, Dislocated Worker, or TAA grant code should be used.

How does a non-Veteran staff person post what they have done for the Veteran customer if there is no posting in PASS and they are not a case managed Veteran? Once the Veteran is passed to the Veterans staff and enrolled in a case management, how will the Veterans staff be aware of services performed for the client? (7/28/2008)

Since all customers are to be enrolled, all customers being served by the Veterans’ staff should be in the selected local MIS system and ultimately in the JTA system for reporting.

In the JTA system there are two ways to be aware of services reported; one is to go directly to the Enrollment Screen using the customer’s SSN. In this environment services may be reviewed or added by anyone with access to the JTA system and working within the same JTA database. The other is to do a query through the Query Client History (QCH) screen to get the history on the customer. A QCH inquiry can be done based on Application number, case number, client name or SSN.

If a Job Service (JS) 4UI or Intensive Assistance Workshop (IAW) customer enters their resume in CalJOBSSM, will their resume be flagged with a “yes” and have they met the resume requirement even though we are in the Virtual One Stop (VOS) environment. Several of our customers followed the instructions on their letter and entered their resume into CalJOBSSM vs. VOS. We have copied and pasted several resumes into VOS to assist customer with our local process of having a resume in VOS. (7/28/2008)

Yes, the process for verifying that an Unemployment Insurance customer has complied with the job search requirements is the following: First, EDD will check the CalJOBSSM system for a registration and resume. If a registration and a resume are found in CalJOBSSM the customer is in compliance with UI requirements and the “system check” ends there. Second, if the UI customer is not found in CalJOBSSM, EDD will check the Job Seeker Table in the JTA system to see if we have received an upload for the customer including a resume flag.

Are the Local staff supposed to be able to change the resume flag Y/N field in JTA?, In an attempt to test the new JTA Eligibility Form, I created two WIA applications, both were JS4UI customers, I could not change the resume flag field, it auto-populates to a “no”... may be in the chaos of emails, I misunderstood this process. (7/28/2008)

The Resume Flag on the Eligibility Screen is a display only field on the Eligibility Screen and cannot be changed. It auto-populates when a MIS Option 2 user uploads to the JTA system. For MIS Option 1 and 3 users it auto-populates from the Job Seeker Table when the data comes over from CalJOBSSM.

How do we deal with male customers that have not met the Selective Service registration requirements? What if we only want to provide Trade Adjustment Assistance (TAA) services? TAA customers are not required to comply with Selective Service Requirements. (8/15/2008)

DOL guidance around the Selective Service System (SSS) requirement states that in order to be eligible for WIA services a male must be in one of two categories:

  1. Registered for selective service; if he is under 26 and unregistered, he can immediately register on line or,
  2. If he is not registered and over the age of 26, able to explain that he did not "knowingly and willfully" disregard the requirement".

Each Local Board is required to have an approved policy that includes an interpretation of "knowingly and willfully" disregarding the SSS requirement. If a customer is under 26 and unregistered and refuses to register he is not eligible for services. If a customer is over 26 and unregistered and the customer's explanation does not meet the standard for knowing and willing disregard, the customer may not receive services regardless of the funding stream. The degree of latitude a coach has in the interpretation of "knowingly and willfully" varies across the Local Workforce Investment Areas. We encourage Local Learning Lab areas to adopt liberal standards regarding this requirement.

If a male customer does not meet the SSS requirements as stated above, the customer should be refused TAA services. The Unemployment Insurance Policy and Coordination Division has concurred with this policy position and provided the following explanation to the Workforce Services Division:

Under the general provisions of the UI Code (1253), UI claimants are required to register for work (Section [B]). For those individuals with scores indicating a high probability that they will exhaust benefits, they can be referred for reemployment services. At the LWIA office, an agreement (Reemployment Plan) is developed and a claimant is required to sign an agreement to participate in reemployment activities. Participation in the initial assessment is mandatory, as are any later employment-related activities that the claimant agrees to attend. The current WIA and Wagner-Peyser Plan has a requirement that TAA applicants are to be assessed to determine if they are a candidate for training, and if so, they are to be co-enrolled in WIA.

The current Trade Manual requires that all workers applying for training under the TAA act are referred to the local One-Stop for co-enrollment and a training assessment (Section 04-01-00). Any UI claimant who applies to TAA training is required to comply with the respective WIA and related requirements prior to any enrollment. This includes compliance with the Selective Service Registration requirements. WIA requires that male participants between 18 and 26 must register with the Selective Service System (SSS). UI recipients who do not resister with SSS may not participation in the WIA training.

There is a current USDOL Audit Finding requiring that TAA participants be co-enrolled in the TAA and WIA Program. (Reference Section 119 of Trade Reform Amendments of 2002, USDOL Training and Guidance Letter (TEGL) 11-02, Operating Instructions for Implementing the Trade Reform Act, draft Trade Regulations issued August 25, 2006, Subpart C, and the State Two Year Plan (page 99).

While failure to meet the Selective Service Registration requirement would preclude the individual's participation in the TAA training, it may not affect their continued UI eligibility, as long as they meet all other UI requirements. There is not a requirement that UI claimants be registered with SSS.

What standard for determination of Selective Service compliance should EDD satellite offices use? (8/15/2008)

We suggest that the EDD satellite offices in the Local Area implement their Local Board's Selective Service policy. If the male is not in compliance with that Board policy he can be denied TAA and WIA intensive and training services.