Update : CalWORKs Employment Services (CWES) Tracking Educational Levels in CalWIN

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Buck Rice
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1 Santa Clara County Social Services Agency page 1 Date: 08/10/12 References: Cross-References: Clerical: Handbook Revision: No No No No Tracking Educational Levels in CalWIN Background Key performance indicators for the CWES Program are the Work Participation Rate (WPR) and the number of participants who secure employment. Integral to achieving these performance indicators is successful attainment of diplomas, certificates or degrees by program participants. Since the implementation of CalWIN, it has been challenging to utilize the Data Collection Subsystem to capture this data. It has become necessary to find an alternate method to collect and track this data utilizing the existing functionality of CalWIN. This alternate method will ensure that educational and training data is collected for each participant at the point of the initial appraisal and thereafter as diplomas, certificates or degrees are completed while participating in CWES. Changes Employment Counselors are required to enter educational data on each participant at the initial appraisal and for the duration of his/her participation in CWES. In order for CWES to track the completion of diplomas, certificates or degrees, the CalWIN Skill Type and Date Obtained fields are to be used. These fields are located through the Maintain Employment Services Participation window, [Registration] tab, [Assessment] button, Maintain Employment Services Information, [Skills] tab. Skill Type at Initial Appraisal Using the drop down values of Skill Type, the assigned Employment Counselor I/II selects the value that reflects the type of educational level the participant self reports at the point of entering the program at appraisal. These values have a prefix of APR. The drop down values for appraisal are: APR - Less Than High School Diploma

2 page 2 APR - General Education/Equivalency (GED) APR - High School Diploma (HS Diploma) APR - Certification Program (Certificate) APR - Associate of Arts/Associate of Science Degree (AA/AS) APR - Bachelor s of Arts/Bachelor s of Science Degree (BA/BS) APR - Master s of Arts/Master s of Science Degree (MA/MS) APR - Doctorate (PhD) Note: Values with the prefix Foreign Ed are used when the participant reports that the course of study was completed outside the United States. Skill Type after Initial Appraisal Using the drop down values of Skill Type, the assigned Employment Counselor I/II selects the value that reflects the type of educational level the participant self reports as each activity is completed that results in a diploma, certificate or degree. Verification of skills type completion and date can be reported by participant or service provider. The drop down values are: General Education/Equivalency (GED) High School Diploma (HS Diploma) Certification Program (Certificate) Associate of Arts/Associate of Science Degree (AA/AS) Bachelor s of Arts/Bachelor s of Science Degree (BA/BS) Master s of Arts/Master s of Science Degree (MA/MS) Doctorate (PhD) Note: Drop down values of Less Than High School Diploma or Foreign Education is not included for these selections since they are one time self reports at the point of appraisal. Educational Clusters When selecting a certificate or degree from the Skill Type drop down field an education cluster must also be selected for the program completed. The education clusters to be selected are in the following table:

3 page 3 Educational Cluster Science: Professional and skilled: Occupations include collecting and applying systematic accumulation of knowledge in the related branches of mathematics, medical, life and physical sciences. Occupations involve observing and assisting in laboratory settings and applying information in the fields of medicine and sciences. Technology: Professional and skilled: Occupations involve working with one s hands in a skilled trade associated with construction, manufacturing, installation or repair of products in the related fields of construction, electronics and mechanics. Consumer Economics Occupations involve the preparation and packing of foods and beverages. They also include the production and care of clothes and textile products. Outdoor Occupations involve growing and tending of plants and animals, and cultivating crops and natural resources in the areas of agriculture, forestry and park service. Related Vocational Certificate or Major/Degree Programs Biology or Chemistry Dental Assisting Medical Assisting Pharmacy Tech Radiology Tech Veterinarian Tech Computer Programming Computer Science Information Systems Network Administration Automotive Technology Building Maintenance Carpentry Computer Aided Drafting (CAD) Comp Techs Computer and Information Technology Electrical Environmental Studies Facilities Maintenance Air Conditioning/Refrigeration (HVAC) Manufacturing Technology Programming Culinary Arts Food Services Hospitality Management Environmental Studies Facilities Maintenance Horticulture/Nursery landscape Architecture Park Management Veterinary Tech

4 page 4 Educational Cluster Business: Professional and skilled: Occupations involve sales, promotion, and marketing. They also include financial and organization activities of businesses in regard to promotion of business. Clerical Occupations involve recording, posting and filing of business records requiring attention to detail, accuracy, neatness and speed. They include office work and contact with customers in keeping records. Communications Occupations involve language skills in the creation or interpretation of literature or in the written and oral communications. Arts: Professional and Skilled Occupations involve application of artistic skill in the fields of photography, graphic arts and design. Related Vocational Certificate or Major/Degree Programs Accounting Business Entrepreneurship Human Resources Management Marketing Office Skills Sales Small Business Management Computer Operations Data Entry Hospitality Management Medical Insurance and Coding Medical Receptionist Medical Records Office Skills Retail Management Sales Administration of Justice Broadcasting Digital Media Interpretation and Translation Journalism Paralegal Animation Computer Aided Design (CAD) Computer Graphics/Arts Design Digital Design Graphics Arts Multimedia Design Retail Floristry

5 page 5 Educational Cluster Service: Professional and Skilled Occupations include caring for personal needs and welfare of others in the fields of social services, health and education. Lesser skilled service occupations involve providing services to persons and welfare of others in the fields of personal service, social and health related services and protection and transportation Related Vocational Certificate or Major/Degree Programs Building Maintenance Certified Nursing Assistant Cosmetology Early Child Education Emergency Medical Technician Facilities Management Hospitality Management Nursing Massage Therapy Medical Assisting Personal Care Aide Police Academy Security Officer Security Receptionist Sociology Teacher s Assistant These clusters represent most vocational certificate and degree/major programs for the CWES population. If the program is not listed within the cluster, consult with your supervisor. Note: Any certificates or degrees completed outside the United States will not be recorded by educational cluster. They will only be recorded as Foreign Education at the point of initial appraisal. Date Obtained The Date Obtained field is to be recorded as follows: Use the date of Orientation/Appraisal for new Intake clients Use the actual date of completion for cases after Orientation/Appraisal. Reminder: The only two fields to be completed within the [Skills] tab are the Date Obtained and Skill Type. Assessment Assessment Counselors are to update the attainment of any educational levels not previously reported and recorded that are discovered through the assessment process of developing the employment plan. The appropriate drop down values for skills type, educational cluster and date obtained are to be entered. Implementation This change is to be implemented as follows:

6 page 6 New Clients Effective August 20, 2012 for all new clients attending Orientation/Appraisal. Transitioning Current Caseload Each Employment Counselor I/II is required to review each of their assigned cases and record the educational level of each participant as follows: Step If... Then... 1 Participant completed an appraisal prior to August 20, 2012, 2 Participant has completed any diploma, certificates or degrees since his/her initial appraisal, 3 Participant has not completed any diploma, certificates or degrees since their initial appraisal, Update CalWIN using the last Client Screener and Appraisal Questionnaire (SCD 1772) in IDM as the reference and the APR drop down values for skill type. In Case Comments enter: APR education entered in CalWIN Skills Tab. Update CalWIN when: - Completing the next WTW Plan, or - Next client contact (phone or office visit), or - Prior to any type of case transfer or closing In Case Comments enter: Post APR education entered in CalWIN Skills Tab. In Case Comments enter: Post APR - No Education completed Year-to-Date Note: This case comment entry will be used as a one-time-only indicator for transitioning the current caseload to reflect that the educational review has been completed. CalWIN entries are to be completed no later than November 30, An Ad Hoc report will be distributed by worker for any cases that have not been updated by the deadline. Each case will minimally require that the initial appraisal results have been recorded. CalWIN The educational clusters have been added to the Skill Type Reference Table in CalWIN.

7 page 7 Revised Forms The following forms are revised: Client Screener and Appraisal Questionnaire (SCD 1772) Contact - Action Summary Closed Case (SCD 163C) PAS Transfer Checklist (SCD 163P) Contact - Action Summary Case Transfer (SCD 163T) Kudos Kudos to Tam N. Nguyen and the Assessment Counselors for developing the Educational Clusters. Supervisors Supervisors must review the information contained in this Update with their staff no later than August 17, UMESH POL, DIRECTOR CalWIN Division KATHERINE BUCKOVETZ, DIRECTOR Department of Employment and Benefit Services Contact Person(s): Jesus Manzanero, CWES Program Coordinator/ADSS II, (408)

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UNIVERSITY OF CENTRAL FLORIDA STAFF CLASSIFICATION TITLES

UNIVERSITY OF CENTRAL FLORIDA STAFF CLASSIFICATION TITLES Below are the UCF staff classification titles grouped in job family order UCF Human Resources website: http://hr.ucf.edu Title (Job Code) Art Senior