Guide and Toolkit for Conducting Work Incentives Seminar Events (WISE) Prepared by: Beneficiary Access and Support Services (BASS) Office of Employment Support Services U.S. Social Security Administration
Procedural Guide and Toolkit for Conducting Work Incentives Seminars (WISE) What is a Work Incentives Seminar Event?... 3 WISE 2011... 4 What are the minimum requirements of ANY and ALL WISE?... 4 What are the choices for hosting a WISE in 2011?... 5 Option 1: WISE Classes... 5 Option 2: Community-Developed Outreach Events... 5 Option 3: Distance Learning Seminars... 6 Other Opportunities... 6 Planning a WISE: Questions and Answers... 7 Should our WISE combine SSI and SSDI information or have separate sessions?... 7 How should the WIPA project choose a location for the WISE?... 7 Who is invited to the WISE and how do people register?... 8 How many people usually attend WISE Events?... 9 What is the WISE Presentation? What other materials are available for a WISE?... 9 How are Assistive Aids and Services provided to participants?... 10 Conducting a WISE: Questions and Answers... 11 How should I set up the room for my WISE?... 11 How should I handle on-site registration?... 12 Conducting the Presentation... 12 Employment Network Presentation... 12 Other things to think about... 12 Refreshments... 12 Name Tags... 12 Benefits Planning Query (BPQY)... 13 Emergency Cancellation... 13 After the WISE: Questions and Answers... 13 How is the WISE Registration System Updated?... 13 How are Evaluations Submitted?... 13 Appendix 1: Sample WISE Agenda... 15 Appendix 2: Summary of Available Tools/Materials provided by the BASS... 16 Appendix 3: WIPA Checklists... 17 WISE Class... 17 Community Developed Outreach Events... 19 Distance Learning Seminars... 22 2
What is a Work Incentives Seminar Event? A Work Incentive Seminar Event is a local information-sharing session between Work Incentive Planning and Assistance (WIPA) organization and Security Disability Insurance (SSDI) and Supplemental Security Income (SSI) beneficiaries. The events, which last approximately two to three hours, inform beneficiaries about their work options, the benefits of joining the workforce, and, for those who can, achieving selfsufficiency. The WISE are designed to achieve the following objectives: Educate and gain the trust of SSDI and SSI beneficiaries by highlighting how work incentives can provide a safety net of continued medical and cash benefits to help them in their efforts to sustain work activity and transition to selfsufficiency; Present available work incentives, including Ticket to Work to beneficiaries; Connect beneficiaries with services and supports, such as Community Work Incentive Coordinators (CWICs), Employment Networks (ENs), One-Stop Career Centers (One-Stops) and Protection and Advocacy (P&A) personnel; Encourage beneficiaries to work. A WISE is more than a work incentives education session. While information about work incentives is included in the presentation materials, the emphasis is on individualized work incentives planning and encouraging individuals to take the steps to explore work. For some, this could be setting up an appointment with the CWIC; for others, this could be selecting and beginning to work with an EN. A WISE provides a forum where beneficiaries can explore the process of transitioning from the Social Security beneficiary rolls to self-sufficiency through work. For a WISE to be successful, it must both increase awareness among beneficiaries about work incentives AND connect them to ENs and other services available to help them meet their employment goals. At a WISE, beneficiaries will hear how the following service providers and support personnel assist in employment efforts: Social Security Administration (SSA) personnel explain how they can help with work incentives utilization. ENs describe the employment, vocational rehabilitation (VR), and other support services they offer. CWICs explain work incentives planning. P&A representatives describe the legal protections afforded beneficiaries. In addition, beneficiaries will learn about other community resources such as One- Stops, Independent Living Centers, and other partners in the area. It is hoped that 3
beneficiaries will be motivated to seek more information and will schedule an appointment with a CWIC, an EN, or both. The Beneficiary Access and Support Services (BASS) and the Work Incentive Planning and Assistance (WIPA) projects across the country will work together to achieve the goals and objectives of the WISE. WISE 2011 In 2011, BASS will build on the highly successful WISE program by providing greater flexibility in planning and conducting events that will allow for a more efficient response to local conditions and demands. The SSA s Office of Employment Support Programs (OESP) has approved a wide variety of work incentives training and awareness sessions for WIPA projects. This year, BASS will work closely with WIPA projects, ENs, and other community partners to reach a national audience via online, teleconference, and Webinar WISE formats. BASS will also encourage WIPA projects and their partners to think creatively about including WISE as part of their other activities. What are the minimum requirements of ANY and ALL WISE? For ANY WISE option chosen, the WIPA project is required to: Provide SSA s BASS Team the event date, time, and name of a local contact for inclusion on the national WISE event calendar Conduct beneficiary and partner registration via the BASS website http://www.ssa.gov/work/wipa.html Provide an accessible environment for all beneficiaries; Incorporate the core presentation slides or equivalent information into the program (core slides and the complete presentation can be found at http://www.chooseworkttw.net/wise/page/presentations.html Invite partner organizations, which may include local ENs*, state VR agencies, P&A, Area Work Incentives Coordinators (AWICs), etc., to participate; Provide materials in alternative formats and through sign language interpreters when requested; Provide evaluation forms to all attendees and return completed evaluations to BASS (Mailing Address: New Editions Consulting, Inc., Attn: WISE Coordinator, 6858 Old Dominion Drive, McLean, VA 22101; Fax: (703) 356-8314; email: wise@neweditions.net). *BASS will also invite all ENs in the area surrounding the location of a WISE. However, the WIPA project is strongly encouraged to extend this invitation as well. To begin planning a WISE, please review this procedure guide and then contact the WISE Team at wise@neweditions.net or call (703) 356-8035. 4
What are the choices for hosting a WISE in 2011? The WIPA projects have several choices in how they work with BASS to host training and awareness events. Organizations may choose: Option 1: WISE Classes BASS works closely with the WIPA project through the planning process. BASS will provide the following: Invitations mailed to up to 1,500 beneficiaries residing within 30 miles of the event; Electronic marketing flyer template customized for the event; SSA approved PowerPoint presentation; Training on the PowerPoint presentation upon request; Beneficiary registration Web site and tracking service; Assistive aids and services, including sign language interpreting services and alternate format materials, upon request from participants. This option is targeted at WIPA projects or CWICs who have never hosted a WISE and at those WIPA projects or CWICS that, due to staff turnover, would benefit from a refresher hosting opportunity. Option 2: Community-Developed Outreach Events One type of Community-Developed Outreach Event is that hosted by WIPA projects with prior experience in conducting similar events with community partners that produced good turnouts and outcomes. For these events, WIPA projects may need minimal support from BASS on an as needed basis, such as with sending invitations, creating marketing flyers, and/or arranging for interpreters. All services listed in Option 1 (WISE Classes) can be selected. Another type of Community-Developed Outreach Event is planned by other organizations with WIPA participation. WIPA projects may know of existing events, such as career fairs or outreach initiatives hosted by One-Stops or VR agencies that may have a ready audience of beneficiaries interested in work. This type focuses on creating a WISE as a sub-set of a larger event. Providing Ticket to Work (TTW) information sessions at these events can help attendees take the next step toward seeking work. Please Note: All WIPA projects are required to use the BASS registration process for identifying participants and to turn in evaluations from these events. 5
Option 3: Distance Learning Seminars BASS assists WIPA projects with large or geographically dispersed populations in hosting distance learning events. To be eligible for this option, WIPA projects must have access to the appropriate technology and minimal on-site supports at each broadcast location. A representative of the WIPA or partner organization should also be present at each location. BASS can assist the WIPA projects in providing information to remote locations at a lower cost than live events in multiple locations. WIPA projects who have not previously conducted distance learning sessions may need more time to plan such sessions than they would need for live events, but conducting seminars via interactive TV, Webinars, and audio-conferencing can be an effective way to reach remote populations. Option 4: Teleconferences/Webinar Events In 2011, BASS is planning to conduct a total of 12 national teleconferences and Webinars for audiences that may not otherwise be able to attend WISE in person. In these national events, a CWIC gives the WISE presentation and other community partners, including ENs, P&A representatives, local SSA staff, etc., are also given an opportunity to present. The presentation includes information for all beneficiaries, including an overview of TTW Programs, descriptions of ENs and their services, instructions on how to assign a Ticket, etc. Desired results of these teleconferences and Webinars include greater beneficiary understanding of the TTW Program, increased beneficiary visits to local ENs or VR agencies, and ultimately, increased overall ticket assignments. WIPA projects can help increase attendance by informing their clients of upcoming events and asking their community partners to help spread the word. Webinar participants are encouraged to contact their WIPA following the Webinar; seventy-seven percent (77%) of participants in the first Webinar indicated that they planned to do so. Option 5: Online WISE Utilizing the Choose Work Web site, beneficiaries are now able to participate in an online WISE. The site provides information on contacting local service providers, including WIPA projects and ENs, as well as a full WISE that was filmed in Indiana. The online WISE is available at http://www.ssa.gov/work/wipa.html A WIPA project may choose to supplement their local WISE Events with the recorded online WISE Event. If a WIPA project has questions or ideas about the teleconference/webinar events or the online WISE, please contact wise@neweditions.net or (703) 356-8035. Other Opportunities BASS is available to work with the WIPA projects to determine the best type of WISE for their areas. BASS is happy to hear suggestions for other WISE opportunities and will do its best to support WIPA projects in these endeavors when possible. 6
One example of a varied presentation is a Spanish WISE. Materials, including the presentation and evaluations, are available to WIPA projects that choose to conduct a WISE in Spanish. The WIPA project must have a Spanish speaking staff person or interpreter at Spanish WISE. Planning a WISE: Questions and Answers Should our WISE combine SSI and SSDI information or have separate sessions? Separate programs on the same day will require the partners to commit to almost an entire day; a combined presentation allows for shorter, (approximately a three hour time commitment), which may be better attended by community partners and ENs. When programs are scheduled separately, concurrent beneficiaries are directed to attend the SSDI presentation, so they do not get information about the SSI work incentives. Inevitably, a beneficiary may attend the wrong event and become confused. More information on work incentives is covered in a combined presentation, some of which will not apply to everyone in the room. Combining the presentation may require a larger room to accommodate more people and may affect the intimacy of the event. WIPA projects may want to consider scheduling more events if they are to be shorter events, and limit the number of beneficiaries who may attend to ensure that everyone gets to meet with support personnel after the presentation. How should the WIPA project choose a location for the WISE? The WIPA project will identify and secure WISE meeting space. Generally, meeting space should be able to accommodate approximately 25-30 people, depending on the plan that is developed in conjunction with BASS. The WIPA project should plan on some attendees using wheel chairs and/or having service animals. WISE attendance, on average, includes about 15-20 beneficiaries and some individuals accompanying them, a minimum of 3 ENs, P&As, WIPA staff, and other representatives (such as SSA personnel). However, WIPA projects can also plan larger events in coordination with BASS. WIPA projects are expected to hold a WISE in a variety of locations to cover their entire service area. If the geographic area served is small, but contains a large number of beneficiaries, a project may be able to hold the events in the same location each time, as long as it is accessible. The WIPA office may include a meeting space large enough to accommodate 24-30 people, which would be an ideal location. However, if the geographic service area is large or the office does not have adequate meeting space, other venues will need to be identified to ensure that all beneficiaries in your WIPA service area have access to a WISE. 7
The meeting space should also allow for setting up private breakout groups where individual beneficiaries can speak directly with a WIPA project, EN, P&A, or other community representative regarding their personal situation following the general presentation. This can be accomplished by setting up tables around the room or using separate rooms. Consider the following when selecting a location for your WISE: Identify locations that are easy for many beneficiaries to access given proximity to their home and ease of accessibility to transportation. Identify areas that are close in proximity to service providers and ENs. Identify areas where beneficiaries may have expressed a need for employment services and supports. Identify locations within budget. WISE are to be designed to be free events for beneficiaries. If you choose to hold a WISE at a location that charges a fee, your WIPA project will be responsible for the cost. Who is invited to the WISE and how do people register? If requested by the WIPA project, BASS will distribute invitations to 1,500 beneficiaries within a maximum of a 30 mile radius of the event location. BASS needs ten week s notice in order to get the invitations to the printer on time. The initial search for invitees includes beneficiaries in the age range of 18-44. If this search does not yield 1,500 names, BASS will seek the WIPA project s input to determine if the age range or radius should be expanded. In some rural areas, the data search may not reach 1,500 beneficiaries. When hosting a WISE, it is not mandatory that invitations are sent by BASS. The WIPA project can utilize local advertising, including the WISE flyer (explained below), advertising through local contacts (including VR agencies, ENs, P&A, One-Stops, libraries, schools, churches, etc), public service announcements, press releases, etc. BASS provides electronic flyers announcing the WISE and includes the WISE date, time, and location (See Appendix 1). The WIPA project should advertise locally, using word of mouth or the WISE flyer. The WIPA project is encouraged to extend invitations to its clients and encourage community partners to do likewise. BASS will invite ENs within a 60-mile radius of the WISE. BASS generates a point of contact sheet that includes local ENs as well as ENs accepting Tickets nationally and gets approval for this document and an email invitation (See Appendix 2), from the WIPA project contact. Following the WIPA project s approval, BASS sends invitations to ENs. BASS follows up on these emails with two additional phone calls. The WIPA project is strongly encouraged to invite ENs to help increase turnout. 8
The WIPA project is responsible for inviting all other community partners that may include but are not limited to One Stop representatives, AWICs, P&A representatives, state VR agencies, and Independent Living Center representatives. The WIPA project can choose how they would like to extend these invitations. These partners can be helpful in distributing the flyers locally, thereby increasing attendance at a WISE. Participants can register for the event via the Internet at http://www.chooseworkttw.net/wise/page/wise_default.action? or by phone or TTY by calling 866-968-7842 / TDD 866-833-2967 (toll free). The WIPA project can also register participants via the website. If callers have specific questions, BASS will provide them with the phone number of the WIPA host. The WIPA project is responsible for providing driving directions, public transportation information, and a contact number six weeks prior to a WISE. The WIPA project can view beneficiary and partner registrations and any accommodation requests at http://www.ssa.gov/work/wipa.html. BASS will provide a username and password to the WIPA project, but if a WIPA project has already hosted a WISE, the username and password will remain the same for all subsequent events unless notified otherwise. If a WIPA project will be conducting an event with a pre-established audience, such as a youth transition event or disability-specific event, the WIPA project can choose to complete the registration process after the WISE by using contact information collected via sign-in sheets. BASS will continue to invite all ENs to these pre-established events. If someone from outside the WIPA project s service area registers for a WISE, the WIPA project is encouraged to contact that person for more information. The WIPA project should accommodate the registrant s needs or direct the registrant to the local WIPA project that would better serve them. How many people usually attend WISE Events? A typical WISE will have 15-20 beneficiaries, 2-4 local ENs, the Area Work Incentives Coordinator (AWIC) or other SSA staff, as along with representatives from the P&A, the state VR agency, and staff from the local One-Stop Center. Note: If WISE elements are being added to an existing education program, it may attract more people; when located in a rural or less centralized location, it may attract fewer people. Please notify BASS of the location capacity. BASS will limit the registration to this number. What is the WISE Presentation? What other materials are available for a WISE? 9
WISE presentations can be found at www.chooseworkttw.net/wise/page/presentations.html. On this Web site, WIPA projects can download the combined SSI/SSDI full presentation, the SSI presentation, the SSDI presentation, the core slides, evaluation forms, and a sample WISE agenda (*all materials are also available in Spanish). As mentioned above, in order for an event to be considered a WISE, at least the core slides or their equivalent must be presented and evaluations must be distributed along with all other requirements found on page 4. If a WIPA project chooses to use its own presentation, it must get approved by its SSA Project Officer prior to the event. Suggested handouts for the WISE can include a WISE agenda, copies of the presentation, the point of contact list for ENs, and other brochures or promotional materials the WIPA project or community partners may have. The WIPA project is responsible for making copies of all materials. BASS will provide alternate formats, including Braille, electronic, and large print handouts if the WIPA project selects this option for their WISE. If they do not, the WIPA project is responsible for fulfilling requests for alternate formats. How are Assistive Aids and Services provided to participants? All WIPA projects hosting a WISE must provide an accessible environment for all beneficiaries. If requested, the BASS will work with the WIPA project to coordinate assistive aids and services. Requests for assistive aids and services are collected upon registration for the WISE and can be viewed by the WIPA project at http://www.ssa.gov/work/wipa.html. The WIPA project should send a sign language interpreter recommendation to BASS at least six weeks prior to the WISE. BASS will schedule the interpreter but reserves the right to cancel the service if there are no beneficiary requests within the cancellation policy time frame. Upon request, BASS will help coordinate any other assistive aids and services, including tactile interpreting, assistive listening devices, Braille materials, large print materials, and electronic materials (CD versions). BASS will work with the WIPA project in satisfying recommendations for assistive listening devices, tactile interpreters, and any request that requires a local provider. WIPA projects will automatically receive two Braille copies for their first event; additional Braille copies will be made available on an as-needed basis. WIPA projects will receive electronic and large print materials for each event. BASS provides assistive aids and services for beneficiaries, ENs, and other community partners. If the WIPA project does not choose to work with BASS to facilitate requests for assistive aids and services, the WIPA project is responsible for fulfilling requests. 10
Note: WIPA projects are required to provide accommodations for any WIPA staff member(s). In the event that an individual arrives without having requested an assistive aid or service prior to the WISE, every attempt should be made to accommodate them to the best of the WIPA project s ability. Should an individual require a service or device that is not readily available, the WIPA project should obtain the beneficiary s contact information in order to invite him/her to a future WISE or to a one-on-one meeting in which the appropriate accommodations can be provided to assure full participation and accurate communication. Upon registration, individuals receive a minimum five days notice for requesting assistive aids and services. If a request is received after the allotted 5-day notice, BASS will do its best to fulfill the request; if BASS is unable to fulfill the request BASS will notify both the requester and the WIPA and encourage the WIPA to schedule a personal appointment with the requesting registrant. Conducting a WISE: Questions and Answers The WIPA project is responsible for conducting all activities on the day of the WISE. A BASS staff member does not attend the WISE. How should I set up the room for my WISE? The WIPA project is responsible for conducting all activities on the day of the WISE. BASS staff does not attend the WISE. A large conference table is optimal for groups of10 or less. This setting is more intimate and often results in more participation. A classroom-style arrangement of chairs and tables is more convenient for larger groups, but it is also more formal; beneficiaries may be reluctant to participate in this large group setting. Keep aisles open and space available for people using wheelchairs or other assistive devices. Arrange the room so that the entrance is at the back of the room and the presenters are at the front; latecomers can get in the door and find a seat without disrupting the event. Make sure there are plenty of chairs located near the door, and encourage people who arrive early to sit in the front of the room. A classroom-style arrangement allows people to enter the room without too much disruption while a conference style setting means they will be obvious. Everyone should feel welcome and comfortable, so room set-up is an important consideration. To avoid presentation interruptions, the WIPA host should post a greeter at the entrance; the greeter should remain at the door even after the presentation has begun. The greeter obtains all participant signatures for WIPA project follow-up post WISE. 11
How should I handle on-site registration? A registration area should be clearly identifiable and accessible for all participants. The WIPA staff is responsible for welcoming WISE participants. A registration area should be clearly identified and accessible where registrants can sign in and collect any WISE materials. Extra copies of materials should be available for late arrivals or individuals with accompanying guests. WIPA staff should assist attendees with seating and special accommodations. What should I expect while conducting the Presentation? WISE slide presentations include speaker notes and guidance and can be downloaded at http://www.chooseworkttw.net/wise/page/presentations.html.presenters should familiarize themselves with all WISE material prior to the event. Always keep in mind attendee sensitivities and special accommodations. If a WIPA staff person would like, he or she can also augment the presentation by utilizing the online WISE or a webinar. A full WISE presentation is available at http://www.ssa.gov/work/wipa.html and can be incorporated into WISE presentations. A WIPA can also choose to host a WISE Event on the date of an already scheduled webinar. How do I incorporate Employment Network presentations? When ENs are invited to the WISE, they are asked to give a brief presentation to beneficiaries regarding their services. BASS will send the initial invitation to the ENs to attend the WISE event, though the WIPAs will need to follow up with the ENs to confirm attendance and discuss the EN s presentation. A phone call works best to discuss the length and depth of the EN s presentation; ENs should take no more than five minutes to describe the type of beneficiaries and geographic area they serve and clearly define EN and client expectations. EN representatives should stay after the presentation concludes to meet with beneficiaries interested in EN services. When all beneficiaries have left, the WIPA host should debrief the ENs and other community partners. What else should I consider? Refreshments WIPA projects may who choose to offer light refreshments for the participants do so at their own cost. Some projects however, are able to lessen this expense by cost sharing with other participating partner organizations. Name Tags WIPA staff should provide color-coded nametags for all participants. 12
Benefits Planning Query (BPQY) WIPA projects can contact their local AWIC to discuss obtaining BPQYs for registered WISE participants. The WIPA project can contact all registrants and request that they sign a release form if they would like a BPQY. The WIPA project can then have this material available at the WISE. Some WIPA projects have established a secure fax line to obtain BPQYs during the WISE. WIPA projects are reminded that the security of the information must be maintained. Most WIPA projects have found it more convenient to conduct BPQYs after the WISE is over and once a private appointment is arranged. Emergency Cancellation In the event of an emergency cancellation, the WIPA project should contact all registrants and if possible, post a notice at the WISE location should a non-registered participant arrive at the location. The WIPA project should reschedule the WISE and notify all registrants. BASS will recreate the registration website but is not able to send new, updated invitations. After the WISE: Questions and Answers How is the WISE Registration System Updated? Within two business days after the WISE, the WIPA staff must update the WISE registration system at http://www.ssa.gov/work/wipa.html. Staff should use their login information and password to select their event and access its registration system. When updating the registration system, use the template provided to indicate which registered participants attended, which did not attend, and add any on-site registrants (walk-ins). Also indicate participants who requested a BPQY and/or scheduled a followup appointment with the CWIC, state VR agency, EN, P&A, or other entities that attended. To indicate that someone did not attend, select edit next to that person s name, uncheck the ATT box, and then select update. To add a walk-in, scroll to the bottom of the page and select Add Walk-in, fill in the individual s contact information, then select save attendee at the bottom of the page. How are Evaluations Submitted? Every WIPA project that hosts a WISE is required to distribute evaluation forms to attending beneficiaries and partner organizations. The WIPA then returns the completed forms to BASS. There is also an evaluation form available for WIPA staff which can be used to evaluate the respective WISE. This information is important feedback to BASS and SSA and allows them to continually review the WISE program for improvements. 13
Evaluations can be downloaded at www.chooseworkttw.net/wise/page/presentations.html. WIPA staff should print evaluations on pre-established color-coded paper to represent beneficiaries, ENs, and community partners. Within ten business days post WISE, WIPA staff must mail or fax the completed evaluations to BASS: New Editions Consulting, Inc. Attn: WISE Coordinator 6858 Old Dominion Drive Suite 230 McLean, VA 22101 Fax: (703) 356-8314 Attn: WISE Coordinator If you have any questions, please contact a WISE coordinator at wise@neweditions.net or (703) 356-8035. 14
Appendix 1: Sample WISE Agenda This agenda is for guidance only and is not a required format. Moderator: WIPA Registration (prior to the event) Example of a WISE AGENDA Welcome and Introduction (10 minutes) Review of day s agenda Presentation (60 minutes) Use standardized briefing slides (one for SSI and one for SSDI) Core messages regarding work How work incentives provide a bridge to work Overview of applicable work incentives Overview of TTW Services and Opportunities of TTW and supports SSA offers (WIPA, CWICs, ENs, OSM, Protection and Advocacy) Success stories examples of how work incentives can be used Steps to Success what can participants do next What services and supports may be available using the Ticket Discuss how to negotiate with the EN their choice of the services they need Questions & Answers EN Presentations (20 minutes) Services and supports available from the local ENs (approximately 5 minutes for each EN presenter) Q&A, Interaction (45 minutes) Respond to beneficiary questions Hand out and collect evaluations Additional one-on-one meetings with beneficiaries (time as needed) 15
Appendix 2: Summary of Available Tools/Materials provided by BASS All materials are available online at http://www.chooseworkttw.net/wise/page/presentations.html. BASS provides copies of the evaluation forms and presentation in alternate format (Braille, large print, electronic). The WIPA project is expected to provide copies of the evaluation forms and presentation for all participants. Standard presentations: SSI, SSDI, and combined Core slides to be inserted into a customized presentation Evaluation forms - Beneficiary, EN/PABBS, WIPA Procedure Guide WIPA Checklist Site Selection Questionnaire Sample Beneficiary Invitation Sample Flyer announcing the WISE Sample sign-in sheet for participants 16
Appendix 3: WIPA Checklists WISE Class Staff information: Name BASS contact staff: Phone: Email: 10 weeks (minimum) Communications Provide the following information to BASS: WIPA Contact Information WIPA Name: Contact Name: Phone Number: Email Address: Shipping Address (for Fed Ex - no P.O. Boxes): Location of event: Address: Date: Session time: WISE mailing. BASS can search around the area of the WISE or the WIPA project can provide zip codes. If you chose to provide zip codes, submit them to BASS. Driving directions to location (ex. off of I 93, take Exit 2 and it is on the left) Public transportation information (if available) Phone # and point of contact info for the meeting location (in case people get lost on the day of the event) 17
Special instructions for getting to and checking into the meeting 8 weeks Preparation interpreters, but reserves the right to cancel if there are no requests for this accommodation prior to the event) 4-6 weeks Outreach & Materials partners to community organizations, relevant agencies, and partners and ask them to help spread the word about the event Presentation, with speaker notes Agenda Evaluation forms (Beneficiaries, ENs and WIPA) Sign in Sheets 1 week Finalize Details Day of the event! - walk-ins can register on-site presentation Post WISE New Editions Consulting Attn: WISE Coordinator 6858 Old Dominion Drive, Ste 230 McLean, VA 22101 Fax: (703) 356-8314 Update the WISE registration system Indicate which registered participants attended, which did not attend, and add any on-site registrations (walk-ins) Indicate participants who requested BPQY and/or scheduled a follow-up appointment with the CWIC, State VR, EN, P&A, or other entity attending What was the outcome of those meetings? Example: did a benefit plan, helped with a PASS, expressed interest in finding an EN, set up a meeting but did not show, met with the person and person declined services, and if any individual contact EN, assign tickets, etc. 18
Community Developed Outreach Events Staff information: Name of BASS contact staff: Phone: Email: 10 weeks (minimum)- Communications Provide the following information to BASS: WIPA Contact Information WIPA Name: Contact Name: Phone Number: Email Address: Shipping Address (for Fed Ex): Location of event: Address: Date: Session time: Determine the services you would like provided by BASS including: o Invitations/Flyers o WISE Registration Web Site prior to the event o Employment Network Point of Contact Sheet and Email Invitations o Sign language interpreter reservations and/or creation of alternate formats *Follow below timeline for each of the selected services. Driving directions to location (ex. off of I 93, take Exit 2 and it is on the left) Public transportation information (if available) Phone # and point of contact info for the meeting location (in case people get lost on the day of the event) 19
Special instructions for getting to and checking into the meeting WISE mailings. BASS can search around the area of the WISE or the WIPA project can provide zip codes. If you chose to provide zip codes, submit them to BASS. 8 weeks - Preparation interpreters, but reserves the right to cancel if there are no requests for this accommodation prior to the event) 4 6 weeks Outreach & Materials partners relevant agencies and Presentation, with speaker notes Agenda Evaluation forms (Beneficiaries, ENs and WIPA) Sign in Sheets 1 week Finalize Details Day of the event! - walk-ins can register on-site location for ENs and other partners to be available after presentation Post WISE New Editions Consulting Attn: WISE Coordinator 6858 Old Dominion Drive, Ste 230 McLean, VA 22101 Fax: (703) 356-8314 Indicate which registered participants attended, which did not attend, and add any on-site registrations (walk-ins) Indicate participants who requested BPQY and/or scheduled a follow-up appointment with the CWIC, State VR, EN, P&A, or other entity attending What was the outcome of those meetings? Example: did a benefit plan, helped with a PASS, expressed interest in finding an EN, set up a meeting but did not show, met with the person and person declined services, and if any individual contact EN, assign tickets, etc. 20
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Distance Learning Seminars Staff information: Name of BASS contact staff: Phone: Email: 10 weeks (minimum) Communications Provide the following information to BASS: WIPA Contact Information WIPA Name: Contact Name: Phone Number: Email Address: Shipping Address (for Fed Ex): Central location of event: Address: Date: Session time: The locations of each distance learning site Identify WIPA staff person for each location (a WIPA or partner staff person must be present at each location) Driving directions to each location (ex. off of I 93, take Exit 2 and it is on the left) Public transportation information for each location (if available) Phone # and point of contact info for each meeting location (in case people get lost on the day of the event) Special instructions for getting to and checking into the meeting locations WISE mailing. BASS can search around the area of the WISE or the WIPA 22
project can provide zip codes. If you chose to provide zip codes, submit them to BASS. 8 weeks Preparation will schedule interpreters, but reserves the right to cancel if there are no requests for this accommodation prior to the event) 4-6 weeks Outreach & Materials partners Download the following materials from the web: Presentation, with speaker notes Agenda Evaluation forms (Beneficiaries, ENs and WIPA) Sign in Sheets 1 week Finalize Details Day of the event! location - walk-ins can register on-site onal for guests) presentation Post WISE New Editions Consulting Attn: WISE Coordinator 6858 Old Dominion Drive, Ste 230 McLean, VA 22101 Fax: (703) 356-8314 Indicate which registered participants attended, which did not attend, and add any on-site registrations (walk-ins) Indicate participants who requested BPQY and/or scheduled a follow-up appointment with the CWIC, State VR, EN, P&A, or other entity attending What was the outcome of those meetings? Example: did a benefit plan, helped with a PASS, expressed interest in finding an EN, set up a meeting but did not show, met with the person and person declined services, and if any individual contact EN, assign tickets, etc. 23