CAREER CENTER REVIEWERS’ TRAINING
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CAREER CENTER REVIEWERS’ TRAINING JUNE 11, 2013. Today’s Agenda. Reviewers Training Agenda. Background Responsibilities of the Reviewers Certification Process Steps Differences Full Center vs. Affiliate The Review Process: The What’s and How’s Evaluating Required Documentation

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Reviewers training agenda
Reviewers Training Agenda

  • Background Responsibilities of the Reviewers

  • Certification Process Steps

  • Differences Full Center vs. Affiliate

  • The Review Process: The What’s and How’s

  • Evaluating Required Documentation

  • Conducting the On-site Evaluation

  • Scoring

  • KY Career Center Certification Website Materials

  • Questions


Career center reviewers training june 11 2013

Background:

Development of the Career Center Certification Process


Career center reviewers training june 11 2013

The certification process is grounded in . . .

Kentucky’s Brand Promise

As a team of experts, we are dedicated to providing Kentucky employers with a qualified, skilled workforce and the people of Kentucky with career and job training and educational opportunities.

With the unique ability to connect employees and employers through the combined efforts of state and local partners, we will become a valuable, competitive and best-in-class asset in the growth of our regional and national economy.

By guiding, empowering and inspiring our customers, we will continue our mission to create success stories across the Commonwealth.


Desired outcomes
Desired outcomes

  • Consistent, high-quality services to employers and job seekers

  • User-friendly, customer-focused services

  • Alignment with education and economic development

  • Accountability for services and results

  • Maximization of all workforce development resources


Career center reviewers training june 11 2013

Kentucky Career Center Certification is critical to the transformation of the workforce development system.

It’s where ideas turn into action. It’s . . .

“wherethe rubber meets the road”


Where we have been
Where We Have Been:

  • January – July 2011: Core Team recommended Career Center Certification framework and process; developed Standards and Measures

  • August 2011: KWIB approved Standards and Measures

  • January 2012: Self assessment tool and technical assistance resources made available

  • January - December 2012: Center self-assessments conducted

  • January 2013: Technical assistance funding awarded


Where we are going
Where We Are Going

  • Reviewer Training – Today

  • Workforce Academy Training for all Staff

  • October 2013: First application window open


Career center reviewers training june 11 2013

Reviewer’s Responsibilities


Reviewers are expected to be
Reviewers are Expected to be:

  • Impartial, objective, fair and consistent Trust the Process

  • Cooperative team players

  • Ethical and observe confidentiality protocol

  • WELL TRAINED!



Center certification process
Center Certification Process

Career Center requests ADA review

Office of Vocational Rehabilitation/Office for the Blind reviews for accessibility

Career Center prepares and submits application to the LWIB

LWIB assigns Review Team to Career Center

Review Team conducts desk/on-site Center reviews


Center certification process continued
Center Certification Process…continued

6. Review Team submits its report to Center and LWIB with recommendation

7. LWIB reviews report, recommends certification, informs KWIB

If not recommended, Center receives technical assistance; Center reapplies.



Center certification process1
Center Certification Process

  • Application periods:

    • October 2013

    • April 2014

    • June 2014

  • Certification is valid for three years


Career center reviewers training june 11 2013

Full Service Career vs.

Affiliate Sites Centers


Affiliate centers
Affiliate Centers

“Affiliate Centers established to achieve economies of scale based on the characteristics of the local area and available resources”


Full service vs affiliate centers
Full Service vs. Affiliate Centers

  • One Full Service Center required per LWIA

  • Minimum standards set for Full Service Centers and Affiliates Sites

  • The Affiliate Site standards are identical to the Full Service Centers but there are fewer standards to meet


Affiliate centers1
Affiliate Centers

  • Basic job seeker services

  • Operational resource room

  • Facilitated referrals

  • Basic employer services and access to Business Services Team

  • Fully accessible

  • Functional organization and supervision


Career center reviewers training june 11 2013

The Review Process:

The Whats and Hows


Organizing principles
Organizing Principles

Three areas of certification standards:

  • Employer Services

  • Job Seeker Services

  • Center Management

    Each area is supported by:

  • Overarching themes

  • Standards

  • Measures


Employer services overarching themes
Employer Services Overarching Themes

  • Service Content

  • Service Accessibility

  • Service Management


Employer service point of clarification
Employer Service Point of Clarification

“…the primary ‘organizing entity’ for employer services and business services teams is the workforce area/region. Baseline measures require that some “core” services be available at every Kentucky Career Center, while others may be made available only at the workforce area level.”


Employer services standards
Employer Services Standards

  • Organization and staffing of employer services

  • Providing quality services to employers

  • Listening to and satisfying employers; measuring effectiveness


Employer services measures
Employer Services Measures

  • Business Service Team (BST) composition

  • Communication

  • Relationships with industry and employer orgs

  • Provide responsive business solutions to employer customers

  • Employer relationship development

  • Training and continuing education

  • Analysis of employer feedback





Employer services documentation
Employer Services Documentation

  • Rosters

  • Meeting Minutes

  • MOUs

  • Standard Operating Procedures

  • Policies/Handbooks

  • Functional Organization Charts

  • Meeting/Communication Plan and Schedule

  • Tracking System Reports

  • Business Solutions Proposal Examples

  • Flowcharts

  • Training Topics/ Completion Dates

  • Employer surveys/ Needs Assessment Tools


Career center reviewers training june 11 2013

Employer Services

Discussion


Job seeker overarching themes
Job Seeker Overarching Themes

  • Service Content

  • Service Accessibility

  • Service Management


Job seeker standards
Job Seeker Standards

  • Organization and staffing of job seeker services

  • Providing quality services to job seekers

  • Listening to and satisfying job seekers; measuring effectiveness


Job seeker measures
Job Seeker Measures

  • Regular meetings to assess service delivery and facilitate communication

  • Center staff and resource alignment to match jobseeker needs with employer demand

  • Functional service provision, resource sharing, information sharing

  • Customer service flow

  • Customer communications strategies

  • Ongoing staff professional development




Job seeker documentation
Job Seeker Documentation

  • Rosters

  • Meeting Minutes

  • MOUs

  • Standard Operating Procedures or

  • Flowcharts

  • Policies/Handbooks

  • Functional Organization Charts

  • Orientation Materials

  • Job Description

  • Training Topics/ Completion Dates


Career center reviewers training june 11 2013

Job Seeker

Discussion


Center management overarching themes
Center Management Overarching Themes

  • Center management is unified and responds to changing customer needs quickly and appropriately.

  • Partner presence and integration into Career Center operations is maximized, and partners work together to achieve common goals and objectives.

  • There are consistent expectations for physical infrastructure and facilities throughout the state.


Center management standards
Center Management Standards

  • Managing integrated service delivery

  • Physical infrastructure and accessibility


Center management measures
Center Management Measures

  • Appropriate partner representation in the Center

  • Shared infrastructure

  • Service coordination

  • Data collection processes

  • Information sharing

  • Clear management structure

  • Functional supervision

  • Communications strategies

  • Professional development and training





Center mgt documentation
Center Mgt Documentation

  • MOUs

  • Schedules

  • Meeting Minutes

  • Standard Operating Procedures

  • Policies/Handbooks

  • Functional Organization Charts

  • Functional Job Descriptions

  • Meeting/Communication Plan and Schedule

  • Tracking System Reports

  • Staff Development Plans

  • Flowcharts

  • On-Site Checklists


Career center reviewers training june 11 2013

Center Management

Discussion


Career center reviewers training june 11 2013

Evaluating

Required

Documentation


Documentation should be
Documentation Should be:

  • Complete (Copies for all Months Required)

  • Center Specific

  • Reflect appropriate and meaningful information

  • Presented in a Professional Manner



On site reviews
On-Site Reviews

  • Conduct a “walk-though” of the Center, as if you were a customer

  • Interview available Center staff

  • Interview job seekers and employers

  • Review the Center’s resources for the customers


On site reviews continued
On-Site Reviews continued

  • Review the Center’s facilities, layouts and infrastructure, customer accessibility, customer flow and proper State signage.

  • Validate that the policies and procedures the Center claims to follow are in use.


Career center reviewers training june 11 2013

SCORING

the Application


Scoring
Scoring

Centers must address all elements in the certification

The documentation provided must satisfy all reviewers

Reviewers should reach consensus

Centers not recommended have an opportunity to receive technical assistance and apply again


Continuous improvement
Continuous Improvement

  • Additional continuous improvement measures have been identified

  • Recognizes higher level of accomplishment

  • LWIBs also can add or raise standards


Additional resources
Additional Resources

Certification File Room: Table of Contents

http://www.kwib.ky.gov/onestopcertification.htm-

  • Application Documents

    • Career Center Documents

    • Affiliate Center Documents

    • Additional Certification Tools

  • Sample Documents

  • Auxiliary Documents for the Certification Process

    Send Questions To:

    OSCInfo@ky.gov


Career center reviewers training june 11 2013

Questions?

Discussion


Follow up call
Follow Up Call

June 20, 2013

10:00 – 11:00 a.m.

Call In Number:

877 746 4263 PC: 02 72 333#