Policy Chapters and Sections

Case Management

Chapter: 4 Section: 2.3
Effective Date: 7/1/2015
Expiration Date: Continuing
Published Date: 7/21/2021 4:50:10 PM
Status: Current
Version: 1

Tags: Dislocated Worker, Adult, Youth, Eligibility, Training, Career Services, One-Stop, Adult, Dislocated Worker, Youth

The flow for a NEW WIOA customer by career planners should occur as follows:

  1. Customer enters the system, via Illinois workNet center or affiliate or through virtual services (i.e., Illinois workNet system).
  2. Customer receives self-service or informational activities (including virtual services) and/or seeks staff assistance.
  3. If customer requests ONLY self-service or informational activities, no registration is required. However, for tracking purposes these individuals are reportable, but are not participants and thus, are not included in performance calculations.
    1. The career planner should request identifying information such as their name, address, and Social Security number. This approach would allow for counting self-service system utilization or those who received only informational services/activities as well as other services that may occur prior to an individual meeting all of the established benchmarks for participation.
    2. Further guidance will be provided by USDOL and Department of Education (DOE).
  4. If a customer seeks and receives any service beyond self-service, they are subject to performance calculations.
    1. For WIOA youth, reportable individuals who are determined eligible, receive an assessment, and receive a program element (a staff-assisted service) would be considered participants and, thus, be included in performance calculations.
    2. For WIOA adults, reportable individuals who receive staff-assisted services would be considered participants and thus, be included in performance calculations.
    3. For WIOA dislocated workers, reportable individuals who are determined eligible and receive a staff-assisted service would be considered participants and thus, be included in performance calculations.
  5. Career planners should begin the process of eligibility determination by utilizing the paper WIOA Standard Application (until IWDS is updated to allow for entry), determining eligibility, and certifying via signature approval that the customer understands the determination as well as the career planner is agreeing with the determination.
  6. Once eligibility is determined, career planners should begin assessing the individual and developing an Individual Employment Plan (IEP) for adults and dislocated workers or an Individual Service Strategy (ISS) for youth.
  7. The assessment and development of a plan or strategy will begin the determination of career, training, and supportive services needed by the customer to reach their employment goal. The career planner should utilize the WIOA Services matrix and the WIOA Services Checklist to record each of the services provided to the customer, as well as the day they were received.  (See the Forms & Instructions tab.)
  8. In addition to the checklist recording each service received, case notes should be documented on the back of the checklist related to each service, as well as any other notable information.
  9. Once IWDS is updated and can accept the input, the eligibility determination as recorded on the WIOA Standard Application and each career, training, and supportive service should be entered into IWDS.
  10. OET will extend the current requirement that all services provided to a customer must be entered into IWDS within ten (10) calendar days of the service delivery.
  11. Staff will be notified and provided further guidance on data entry once the system is updated.
  12. ALL documentation, including the WIOA Standard Application and WIOA Services Checklist should be entered into the customer’s case file and be available for review, as requested during compliance monitoring.
  13. If the local area staff has the ability to upload documents, they should do so with these documents once the customer is recorded in IWDS.