General/Administrative - Texas Workforce Commission



COVID-19 RECOVERY Q&ATexas Workforce CommissionWorkforce Development DivisionQuestions and Responses Beginning May 2020Updated December 2, 2020The most recent updates and revisions are identified in the table of contents as New or Revised content.Table of Contents TOC \o "1-3" \h \z \u General/Administrative PAGEREF _Toc57798593 \h 3UPDATED: December 2, 2020 PAGEREF _Toc57798594 \h 7Information Technology PAGEREF _Toc57798595 \h 7Programs PAGEREF _Toc57798596 \h 8NEW: December 2, 2020 PAGEREF _Toc57798597 \h 8NEW: December 2, 2020 PAGEREF _Toc57798598 \h 8Choices PAGEREF _Toc57798599 \h 9Non-Custodial Parent (NCP) PAGEREF _Toc57798600 \h 11Statewide Skills Enhancement Initiative PAGEREF _Toc57798601 \h 11UPDATED: December 2, 2020 PAGEREF _Toc57798602 \h 12UPDATED: December 2, 2020 PAGEREF _Toc57798603 \h 13UPDATED: December 2, 2020 PAGEREF _Toc57798604 \h 13UPDATED: December 2, 2020 PAGEREF _Toc57798605 \h 13UPDATED: December 2, 2020 PAGEREF _Toc57798606 \h 13UPDATED: December 2, 2020 PAGEREF _Toc57798607 \h 13UPDATED: December 2, 2020 PAGEREF _Toc57798608 \h 14UPDATED: December 2, 2020 PAGEREF _Toc57798609 \h 14UPDATED: December 2, 2020 PAGEREF _Toc57798610 \h 14Supplemental Nutrition Assistance Program—Employment & Training (SNAP E&T) PAGEREF _Toc57798611 \h 17Unemployment Benefits & RESEA PAGEREF _Toc57798612 \h 18UPDATED: December 2, 2020 PAGEREF _Toc57798613 \h 20WIOA Adults & Dislocated Workers PAGEREF _Toc57798614 \h 21WIOA Youth PAGEREF _Toc57798615 \h 23UPDATED: December 2, 2020 PAGEREF _Toc57798616 \h 23NEW: December 2, 2020 PAGEREF _Toc57798617 \h 24Workforce Systems PAGEREF _Toc57798618 \h PAGEREF _Toc57798619 \h 25(Interim ETPS) Interim Eligible Training Provider System PAGEREF _Toc57798620 \h 25General/AdministrativeQ: The checklist provided to Boards requires that they have a process to close local Workforce Solutions Offices for deep cleaning following an incident in which an individual (staff or customer) in the office shows symptoms or is determined to be positive for COVID-19. Please define “deep cleaning.”A: The TWC Risk and Security Management (RSM) department recommends that Boards use current Centers for Disease Control’s (CDC) COVID-19 guidance, Cleaning and Disinfecting Your Facility, available at: cleaning, which requires office closure, must be performed by certified cleaning services. Regular disinfecting of offices, which does not require office closure, may be performed by staff or contracted janitorial services. Q: Will TWC provide a list of approved personal protective equipment (PPE) suppliers with which Boards may contract? Does TWC have a similar list for certified deep cleaning services?A: The TWC RSM team will provide Boards with the list of vendors that TWC uses.TWC recommends that Boards check current contracted janitorial services to determine whether the services are certified to perform deep cleaning. The Texas Municipal League (TML) has published helpful information, including its List of Possible PPE Vendors, available at: : TWC has requested that we open local Workforce Solutions Offices using a phased approach. The recommendation includes guidance to, when possible, keep workers who are more at risk—including employees who are 65 years of age and older—out of offices as long as possible. Can you provide best practices to Boards on how they can have those discussions with staff, without the violation (appearance or actual) of HIPAA or other anti-discrimination protections?A: TWC is working to provide Boards with agency Human Resources guidelines used in communications and determinations at TWC main offices.Q: Our service provider will use new Employment Service (ES) funding to add staff. We will also need to order PPE for the Workforce Solutions Offices. Are we allowed to use the funding for that as well? We may purchase plastic panels, masks, and other related items, such as hand sanitizer pump stands. A: The ES operating grant exists to finance costs associated with state ES merit staff assigned to Boards. In response to the COVID-19 pandemic, TWC temporarily reassigned many state ES merit staff members to assist with the state’s response to the overwhelming demands on the state’s unemployment compensation system. TWC recently added Temporary Assistance for Needy Families (TANF) funds that were reserved for statewide activities to the ES operating grant so that local workforce development areas (workforce areas) can fill the staffing gap left by the temporary reassignment, as deemed necessary. Although the additional funds were distributed for Boards to hire temporary workers to help support the demands on Workforce Solutions Office services, there is no state mandate for Boards to hire temporary workers. Each Board will decide whether to hire temporary workers and may use the supplemental funds for that purpose. Additionally, the supplemental funds may be used for any other costs that were already allowable under the ES operating grant. As to the specific question above, consistent with the terms of the ES operating grant and the “allocable costs” cost principle, the additional funds may not be used to fund PPE for the entirety of the Workforce Solutions Offices but may be used for the allocable portion of PPE cost that is incurred in support of the following:Allowable ES activities and state ES merit staff assigned to BoardsThe temporary workers funded with the additional funds. Apart from using the additional funds to hire temporary workers, the amendment that included the additional funds did not otherwise expand the scope of the ES operating grant. Any Board that does not need the additional funds may voluntarily release the funds back to TWC with no penalty. TWC will repurpose such amounts for other allowable TANF activities.Q: What process must be followed when disposing of used and/or contaminated PPE?A: Response provided by TWC RSM. The Texas Department of State Health Services (DSHS) COVID-19 Team refers to CDC guidance regarding COVID-19 medical waste available at the following address: , as follows:“CDC’s guidance states that management of laundry, food service utensils, and medical waste should be performed in accordance with routine procedures. There is no evidence to suggest that facility waste needs any additional disinfection.”Boards must follow the Facility Safety steps required in the Guidance Checklist for Safely Reopening Offices to the Public, provided by TWC. Other relevant CDC guidance related to COVID-19 includes:Using Personal Protective Equipment (PPE); andReopening Guidance for Cleaning and Disinfecting Public Spaces, Workplaces, Businesses, Schools, and Homes.Q: May Boards close Workforce Solutions Offices on Monday, May 25, in acknowledgment of Memorial Day?A: Memorial Day is a state holiday. TWC does not expect Boards to keep local Workforce Solutions Offices open on Memorial Day. The Unemployment Insurance (UI) Division, including TWC volunteers and ES staff temporarily assigned to assist with UI functions, will work on Memorial Day. Q: If Boards are remodeling Workforce Solutions Offices and are unable to open to the public on June 15, what are the expectations or alternatives?A: Conditions expected at all Workforce Solutions Offices are required to be included in Boards’ plans to reopen. Beginning June 15, customers who are unable to access services remotely must be provided in-person service at Workforce Solutions Offices or provided alternate direct service delivery.Q: We would like clarification on PPE, specifically regarding masks for customers. Are these allowable expenditures if the Board adopts a policy that recommends that all individuals entering a local Workforce Solutions Office wear a mask?A: (Response from Fiscal TA)During the time that public officials recommend or require individuals to wear face coverings in the public, Boards and their service providers should encourage customers to bring their own face coverings to Workforce Solutions Offices and Workforce Solutions events. However, to help minimize exposure risk to frontline staff and other customers during such time, TWC considers it necessary and reasonable for Boards to use TWC grant funds to purchase a “reasonable supply” of face masks for availability to customers that arrive at Workforce Solutions Offices or Workforce Solutions events without their own face coverings. Face masks should not be provided to individuals who already have adequate face coverings and should not be distributed for general use outside of Workforce Solutions Offices and Workforce Solutions events. Care should be taken to handle the storage and distribution of the mask inventory in a manner that prevents the masks from being exposed to the virus prior to or while being distributed. Similarly, precautions should be taken to handle the disposal of used masks in a manner that minimizes potential of infection from exposure to a contaminated face mask.Please note:“Facemasks” refers to disposable masks that cover the nose and mouth (e.g. surgical face masks) and does not include purchases of N95 respirators or purchases of handmade cloth coverings.“Reasonable supply” means an estimate of the quantity of masks needed in consideration of relevant circumstances, such as estimated customer traffic, observations about the tendencies of individuals in the local area to bring their own face coverings when in the public, and current knowledge about the continuation of recommendations (or requirements) by government officials to wear face coverings while in the public. Re-orders should be adjusted to align with relevant changes in circumstances. Where aggregate purchases fall within the micro-purchase or small purchase procurement thresholds, the supporting documentation does not need to include detailed itemization of the specific factors considered to determine the quantity needed. A statement such as, “Estimate of COVID-19-related customer facemask needs for the X event,” “Estimate of COVID-19 related customer facemask needs for the period of X to X,” or even “Estimated initial stock [or restock] needs for COVID-19-related customer facemasks,” will generally be sufficient to justify the purchase. Where the purchase covers facemasks for both customers and staff, adjust the statement accordingly.Bulk purchasing is not prohibited, provided that at the time the order is placed, the quantity ordered is not anticipated to result in a large surplus of unused face coverings in the future when recommendations for face coverings end.As with other costs, the cost is to be charged or assigned to programs/awards in accordance with the relative benefit received.While the recommended protocols relating to COVID-19 do not make it the responsibility of business, retailers, and other entities that host customers within their facilities to make face coverings available for customer use, TWC considers the above limited provision of face masks to be necessary and reasonable for the performance of TWC grant awards. The provision of program services is especially critical to the economy, and as a public service, the Texas Workforce Solutions system has a responsibility to Workforce Solutions Office employees, contractors, and customers to provide a safe environment for the delivery and receipt of services. Additionally, in circumstances where government or Board policies mandate use of face coverings, the availability of face masks shows a reasonable and good faith effort to provide essential services in a safe manner without creating additional barriers for an individual who simply forgot a face covering or otherwise does not have one with them when they arrive at a Workforce Solutions Office or event for services. Q: Can Boards refuse to provide services to customers who arrive at local Workforce Solutions Offices without face coverings?A: Governor Abbott issued Executive Order GA-29 on July 2, 2020, which requires— with limited exceptions—individuals to “wear a face covering over the nose and mouth when inside a commercial entity or other building or space open to the public, or when in an outdoor public space, wherever it is not feasible to maintain six feet of social distancing from another person not in the same household.” Boards must be aware of exceptions to this requirement, which include, but are not limited to:counties exempt from such requirements that are included in the Texas Division of Emergency Management (TDEM) list available at HYPERLINK " Development/tdem.ga29" HYPERLINK "tdem.ga29" tdem.ga29; individuals younger than 10 years old; and individuals with a medical condition or disability that prevents wearing a face covering.Boards may limit physical access to individuals not otherwise exempted from this requirement who refuse to wear a face covering. Boards must offer available remote service options to eligible individuals who are not permitted physical access to services.Boards may offer face masks, if available, to individuals who do not have their own in order to be admitted to a Workforce Solutions Office.UPDATED: December 2, 2020Q: If Workforce Solutions Offices delay reopening to in-person services, is the Board required to inform TWC?A: Yes. If a Board changes the reopening dates, it must notify Shunta Williams. TWC will update the COVID-19 Office Updates list following notification.Boards must post information related to office closures in a manner accessible to the public, for example: at affected Workforce Solutions Offices;on Board websites; andon social media outlets managed by the Board, if applicable.Q:?What is the latest instruction on paid time off for staff exposed to individuals testing positive for COVID-19 or showing symptoms of such exposure?A: Employees working for Board contractors will have their Family Medical Leave Act (FMLA) eligibility determined by the contractor. Employee leave will be administered under the contractors’ policies. The funding component of such employees’ pay will not change; if they are on paid time, the source of the payment will not change. TWC will determine FMLA or Emergency leave eligibility for TWC rmation TechnologyQ: How can claimants use “Larry The Bot” to request contact from TWC? A: Click the “Chat with Us” box at the bottom of the TWC web page.? Type “Call me” in the search box.? The bot will respond with “If you need to reach a customer service representative for assistance, please click here to request contact from TWC.”?Click on the “Request contact from TWC” button. Fill out the form within the chat box, which includes the following fields: First Name, Last Name, Phone, Email, Date of Birth, Last 4 of your SSN, and Reason for Contact.?The Reason for Contact field includes the following: Benefit Payment, Unemployment Claim, Log In or PIN/Password Issues, Wages or Earnings, Reporting possible identity theft or Other.? Depending on which Reason for Contact item they select in step 4, they can pick one of the following items to further describe their problem: Benefit Payment:I forgot to request payment.I am unable to request payment.I have not received my benefits.I need to reset my PIN.Unemployment Claim:I want to file a new claim.I need to update my claim.Claim status (filed more than 30 days ago)Log In or PIN/Password Issues:I don’t remember my User ID. I can’t reset my password. My SSN is associated with another User ID.Wages or Earnings:My DUA/PUA wages are incorrect.I need to correct my earnings.Reporting possible identity theftOther (This opens a small box of 50 characters to give us a few words about their issue.) Using this form will help divide the list for our volunteers to research and contact the claimant.?ProgramsGeneralNEW: December 2, 2020Q: If a Board is not able to obtain physical signatures from customers, may Boards use email submission of documents from customers in place of their signature on these documents? What are acceptable alternatives to a physical signature?A: Boards must review the ability to send and/or receive digital signatures using technology acceptable under 1 Texas Administrative Code (TAC) 203, Subchapter B. Electronic signature applications, such as DocuSign and Adobe E-signature, comply with state law. Until a Board is able to obtain physical signatures—or has access to digital signature tools—an email or text exchange between staff members and customers containing the following will be acceptable:Explanation of document detailsRequest for acknowledgmentCustomer agreementDocumentation must be included in participant case files in accordance with existing guidance. Boards must ensure that once the collection of signatures (physical or digital) is available, applicable documents are updated with such signatures for all active participants.NEW: December 2, 2020Q: May local staff accept copies of required documents—such as driver’s licenses or Social Security cards—from applicants through email or a secure site like (WIT)?A: Yes. During the pandemic, if staff members are unable to review physical documents, copies of such documents may be accepted. WIT allows customers and staff to upload and download documents directly into customer accounts. Staff may use this function to collect required documentation. Additionally, WIT provides Boards with a secure method for transmitting and receiving documents that require a customer’s signature. (In WIT, see Assist Individual > Individual Profiles > Personal Profile > Documents.)Note: Staff must discourage customers from sending PII through unsecure methods, such as unencrypted emails. Any communication methods used must comply with guidance provided in WD Letter 02-18, issued on March 23, 2018, and titled “Handling and Protection of Personally Identifiable Information and Other Sensitive Information.” ChoicesQ: If a Choices or NCP Choices participant was actively participating in Work Experience when his or her work site was shut down due to a COVID-19 shelter-in-place order, do we continue to pay the participant even though he or she is not working?A: On March 24, 2020, the Administration for Children and Families (ACF) released TANF Program Instruction (PI) 2020-01, which includes information on “TANF pandemic assistance for Choices and NCP Choices providing a NRST benefit to make up for lost subsidized employment due to COVID-19.” In light of the current COVID-19 pandemic, TANF funds may be used to provide Nonrecurring Short-Term (NRST) benefits for Choices and NCP Choices customers participating in a subsidized work activity whose subsidized employment location was closed due to COVID-19. This is optional policy guidance; that is, it is not a requirement.NRST benefits are not to be used to pay employers but are to be paid directly to Choices and NCP Choices participants.The ACF guidance provides examples of NRST benefits that might be helpful with the impact of COVID-19, including short-term benefits to make up for lost wages, short-term rental or mortgage assistance, utility and energy assistance, housing search and placement services, clothing allowances, family support services to deal with stressful events, financial and credit counseling, certain legal services (see questions 19 and 20), and administrative costs associated with any of these activities. These benefits could come in the form of cash, vouchers, or direct services.For Choices and NCP Choices participants who have lost their subsidized employment because of the pandemic before the end of their agreement period, Boards may pay NRST benefits in an amount up to the remainder of the subsidized wages to Choices and NCP Choices participants who have actively started participating at their subsidized employment location at the time of the pandemic-related closure.Choices and NCP Choices participants with a subsidized employment agreement but have not started working on-site at their assigned work location when the pandemic closure occurred are not qualified for NRST assistance for lost wages.Per Board policy, Boards determine the amount of subsidized employment wages that can be reimbursed based on:the unpaid portion of the subsidized employment agreement remaining at the employer closure date and/or the date wages were paid through; andthe Board’s available TANF funding, as no new TANF funds will be provided for this purpose.Boards have the discretion to pay:NRST benefits to make up for the loss of subsidized employment agreement wages to Choices and NCP Choices participants who meet the requirements above; andother emergency needs assistance for Choices and NCP Choices participants who request assistance (such as those listed in the example above).Boards that choose to pay NRST benefits in lieu of subsidized employment agreement wages should document the payment in TWIST Service Tracking, Support Services tab, as follows:Using service code 207 (Other) and document the payment reason (subsidized employment agreement pandemic wages); orUsing service code 206 (Needs related payment) and document the payment reasonSubsidized employment hours will not be tracked under these service codes, as Choices participants have been granted Good Cause for nonparticipation due to the COVID-19 pandemic.Q: A Choices participant and employer had a signed work site agreement, And the employer voided the assignment before the actual start date due to the COVID-19 pandemic. Is the customer considered as actively participating? Can we pay this participant based on the terms that were agreed upon in the work site contract even if the participant was declined a work assignment before the actual first day of work?A: No. If the customer has not started the assignment he or she is not considered actively participating in the activity.Q: If a Choices or NCP participant was actively participating in Work Experience when his or her work site was shut down due to COVID-19, may we continue to pay the participant even though he or she is not working?A: Yes. TANF funds may be used to provide Nonrecurring Short-Term (NRST) benefits for this purpose. The Administration for Children and Family (ACF) released TANF Program Instruction (PI) 2020-01 on March 24, 2020, which states: Examples of NRST benefits that might be helpful with the impact of COVID-19 include short-term benefits to make up for lost wages, short-term rental or mortgage assistance, utility and energy assistance, housing search and placement services, clothing allowances, family support services to deal with stressful events, financial and credit counseling, certain legal services (see , questions 19 and 20), and administrative costs associated with any of these activities. These benefits could come in the form of cash, vouchers, or direct services. Response will be added to the next issuance of the COVID Operational Response Guide.Q: When a Choices participant is being paid for a work site placement and that work site is closed due to COVID-19, will that participant count in our numerator?A: No. Boards are allowed to make these payments as Nonrecurring Short-Term (NRST) benefits. No hours will be tracked, and these payments will not be counted toward participation.Non-Custodial Parent (NCP)Q: If a Choices or NCP participant was actively participating in Work Experience when his or her work site was shut down due to COVID-19, may we continue to pay the participant even though he or she is not working?A: Yes. TANF funds may be used to provide Nonrecurring Short-Term (NRST) benefits for this purpose. The Administration for Children and Family (ACF) released TANF Program Instruction (PI) 2020-01, March 24, 2020, which states: Examples of NRST benefits that might be helpful with the impact of COVID-19 include short-term benefits to make up for lost wages; short-term rental or mortgage assistance; utility and energy assistance; housing search and placement services; clothing allowances; family support services to deal with stressful events; financial and credit counseling; certain legal services (see questions 19 and 20); and administrative costs associated with any of these activities. These benefits could come in the form of cash, vouchers, or direct services.Response will be added to the next issuance of the COVID Operational Response Guide.Statewide Skills Enhancement InitiativeQ: The Statewide Skills Enhancement Initiative will provide educational services to eligible claimants to enhance their work readiness and provide increased opportunities for employment. The activities to be provided are career services, not training services. May Boards define short-term trainings as career services in order to use options other than an Eligible Training Provider (ETP) program?A: Career and Training Services are defined in Workforce Innovation and Opportunity Act (WIOA) §134(c)(2) and (3); 20 CFR 680, Subparts A and B; and TWC’s WIOA Guidelines. For adult and DW participants, training services must be provided in accordance with 20 CFR §680.300, which may include ETP programs funded by Individual Training Accounts (ITAs). In addition to ETP programs, Boards may connect participants to training services through training contracts, on-the-job-training (OJT), incumbent worker training, and other services identified in 20 CFR §680.320. Q: Is there an expectation that claimants enrolled in the Statewide Skills Enhancement Initiative will use technology in Workforce Solutions Offices to access the courses available through the Statewide Upskilling Project?A: These education courses will be provided online. Claimants enrolled in these online courses may require access to Workforce Solutions Offices, libraries, and/or other public resources if they do not have personal computers or internet access.Q: If a customer uses the career services available through the Statewide Skills Enhancement Initiative and then requires specific occupational training, may Boards enroll the customer into a program for training services?A: Yes. Standard program enrollment rules and procedures must be followed, including the provision of support services. Q: For participants enrolled in the Statewide Skills Enhancement Initiative, is the expectation that if support services are required, the Board enrolls the participants in WIOA and provides such support? A: Boards may enroll eligible individuals in WIOA using local funds to provide support services, which enables them to participate in career and/or training services in accordance with TWC’s WIOA Guidelines and local policies and procedures.If a Board provides only support services to an individual in this project, the Board must enter TWIST Service 179 for tracking purposes.Q:?How will TWC notify claimants about the Statewide Skills Enhancement?Initiative???A:??TWC issued a press release?about the Statewide Skills Enhancement Initiative on?June 19, 2020.??Claimants who are interested in signing up for online courses may email TWC at?skillsenhancement@twc..?TWC will work with our vendors, Metrix and Coursera,?to?send email invitations to?those who express interest and to all?claimants about how to enroll.?Other outreach methods may include sending messages through UI system correspondence and the (WIT) internal messaging system,?providing information to customers?through?the Workforce Call Center, and doing broader messaging through TWC’s website and social media platforms.?UPDATED: December 2, 2020Q:?How will claimants enroll in courses???A:?At TWC’s direction, Metrix will?send an email invitation to all claimants.?This email invitation will?include a link to?sign up for an electronic learning?license?through the vendors’ online platforms.?Metrix is integrated with (WIT).?Any customers already registered in?WIT?may sign up for Metrix with one click?through the portal on the Online Learning Resources page in WIT. All necessary data to create an account are automatically pulled from the?WIT database so customers may get started immediately. All courses and training hours completed are captured for reporting purposes.?UPDATED: December 2, 2020Q:?Will Boards be able to access information about claimants who enroll in and take courses?through the online platforms??A:?Yes.?TWC will work with Metrix to provide?Boards with reports?on?claimants who?enroll?in and complete coursework in each Board’s respective workforce area.? Board staff?and contractors?will be able to see?all courses and training hours completed in an individual’s WIT profile.?UPDATED: December 2, 2020Q:?Is there?a limitation on how many courses a customer may take??A:?No.?UPDATED: December 2, 2020Q:?Will there be a TWC help desk for customers?to call regarding login or password issues??A:? Customer support?is available?through online help?articles?and self-service password-reset functions.?Metrix also?provides?customer support by email and telephone?during business hours,?and the company offers weekly?webinars.?TWC?has staff?available to help customers with the online skills enhancement platforms, as necessary.?UPDATED: December 2, 2020Q:?What is the length of this project??A:?The?Metrix contract is for one year.??UPDATED: December 2, 2020Q:?For how long may customers take courses???A:??In Metrix, a?license grants?a customer?access to?courses?for 180 days. This access begins when?the customer?receives?a?subscription confirmation. At the end of?the?license period,?the customer’s?account data are preserved, but?the customer?will not be able to launch courses.?UPDATED: December 2, 2020Q:?Will UI?claimants?have to complete WIT?registration?before they receive this training??A:?To access Metrix coursework, claimants must be registered in WIT, but they will not need to have a complete registration.? The Workforce Call Center will?prioritize helping?these claimants?complete their?WIT?registration after they sign up for coursework.?UPDATED: December 2, 2020Q:?Will the training be available only for UI claimants, or will it be available for all customers using Workforce Solutions Office services???A:?The?online skills enhancement platforms are intended?primarily for claimants.?TWC?will provide outreach to claimants to invite them?to enroll in Metrix.?However, all WIT users may access Metrix through?the?Online Learning Resources?page in WIT.?UPDATED: December 2, 2020Q:?What courses are offered?through this initiative???A:?Information about course?offerings from?Metrix?is available at . Q: How will Metrix invitation emails be sent to claimants?? A: Individuals will receive an email from Support@ with the subject line “Upgrade Your Skills with the Texas Workforce Commission” inviting them to enroll in Metrix Learning courses.Q: In what languages are Metrix education courses available?A: Metrix provides courses in English, Spanish, and Mandarin.Q: What are the preferred browsers for Metrix? Is Metrix compatible with tablets and mobile phones?A: Metrix is optimized to work best with Internet Explorer, Microsoft Edge, and Safari. Although it functions with other browsers, some features or content could be negatively affected. Many courses are compatible with smart phones or tablets, although tablets are recommended for the larger screen size. The course catalog shows a small phone icon beside courses that are mobile ready. Click on Technical Requirements at the bottom of your administrator dashboard for more details. Q: May Boards direct job seekers to the Metrix landing page to self-register?A: Currently, TWC will outreach individuals selected to participate in Metrix courses.Q: Will individuals who are registered in WIT have access to the Metrix system, even if they are not unemployment recipients?A: Currently, TWC is focusing on unemployment recipients to participate in this project.Q: Will there be a cost associated with certifications available in the Metrix system?A: Metrix course content is available at no charge to TWC-designated users. Some content aligns with Industry Certification Tracks. These certification tracks contain groups of courses that may help prepare an individual for industry certification. In order to gain an industry certification, the individual must take an exam at a proctored testing center. Fees associated with exams or related materials are not included with the Metrix license.Q: Are prerequisites shown for courses? For example, if a youth enrolls in a Metrix program with a certification that requires high school equivalency (HSE), will the individual see this requirement before enrollment?A: The Metrix system does not identify prerequisites, such as HSE or work experience, for courses. Users have access to all available courses.Q: Where are the testing sites for certifications? May Boards search by ZIP code for these proctoring sites? A: Testing locations are based on the certification track. Boards may access industry-recognized certification providers’ websites through Metrix to determine testing locations for specific certifications.Q: Are these education courses available to Board staff? Contractor staff? Employed individuals?A: No. Currently, TWC is focusing registration efforts on individuals receiving UI benefits during the COVID-19 pandemic.Q: Will completing Metrix education courses have any effect on Credential Rate or Measurable Skill Gains (MSGs)? A: No.Q: For customers who pay for the certification testing through Metrix, will Boards be able to count receipt of the certification as a recognized postsecondary credential?A: No. Metrix courses are not training services.Q: Will course completion (including passing professional certification tests) be available to validate credentials for participants?A: No. Metrix courses are not training services. Completing courses in Metrix does not trigger a service in TWIST or WIT. For a Board to record credential attainment for a Metrix user, that individual would need to be enrolled as a participant in a program using local funds, such as WIOA Dislocated Worker funds. The individual would need to meet eligibility for the program as well as eligibility for training services. Training services must be provided, and the participant must receive a credential before program exit or within four quarters following exit.Q: How many administrators will Boards be allowed? When will Board administrators have access?A: TWC has requested that each Board submit two staff members to be granted administrator access to Metrix. A Board may request additional staff members if necessary. Q: Will Metrix have support available for Board administrators?A: Yes. There are many ways to get support for the Metrix Learning system:Go to the Help section at the top of the Metrix page and view Tutorials or User FAQ.Download the Administrator Guide and Technical Requirements documents from the buttons at the bottom of the administrator dashboard.Email Metrix staff at Support@.Call the Metrix support line at (518) 462-1780 (toll free 1-844-691-1780). Under TWC’s contract with Metrix, the support line is open Monday through Friday from 8:00 a.m. to 6:00 p.m. CST.Metrix also hosts frequent Q&A session webinars for all users. Once the user has logged in, notices are shown at the top of the page for users and administrators.Additionally, TWC has staff available to assist Board administrators with questions related to this project.Q: Will Board administrators have access to message individuals directly through the Metrix system, for example, to encourage course completion?A: There is no direct messaging function in the Metrix system.Q: Will Board administrators be able to run completion reports? If customers have completed courses that allow for professional certifications, may Boards enroll those individuals as participants in order to pay the testing fee?A: There are three levels of administrative access available in Metrix. These are: Organization Admin (TWC Staff) - can view, add/edit users, assign courses, statewide reports access Manager - add/edit users, assign courses, reports for users within group (ZIP codes within the WDA)Reports - reports for their groupBoards users are being provided Reports access at this time. All administrative users have access to several reports in the Administration > Reports section. The Credential Status Report will allow administrators to view course status, including completions for users. The Certification User Detail report allows administrators to view the status for individuals in courses that lead to industry-recognized certifications.Q: Will detail reports for administrators include Social Security number, age, race, and other demographic information?A: Administrators may access the User Registration Detail Report. This report provides information on Metrix users, which includes some demographic data answered by the user during registration. These data include age, gender, veteran status, ethnicity, and disability status. Social Security numbers are not tracked in the Metrix system.Supplemental Nutrition Assistance Program—Employment & Training (SNAP E&T)Q: When will SNAP E&T outreach restart?A: Outreach for Mandatory Able-Bodied Adults Without Dependents (ABAWDs) begins October 1, 2020. All ABAWDs in the outreach pool on this date must be outreached for SNAP E&T services. Q: Will Boards have to comply with the requirement to clear the outreach pool within 10 days, given the large number of ABAWDs currently in the outreach pool?A: No, all ABAWDS in the pool on October 1, 2020, must be outreached as soon as possible. All appointments for ABAWDs who are outreached between October 1 and November 30 must be scheduled for a date that is within 30 days of outreach. Effective December 1, 2020, all Boards will follow the outreach guidance in accordance with the SNAP E&T Guide. (See B-302.) Q: How does staff submit a good cause request related to COVID-19?A: When providing a good cause recommendation to HHSC related to COVID-19, staff must use the good cause code of “Other” and complete an H1816 form. This allows HHSC to track the COVID-19 reason for federal reporting.In the comment box of the H1816 form, staff must start the comment with the word “COVID-19” and then give the reason. Example:?“COVID-19 – Customer exposed to COVID and in quarantine”HHSC will approve all pandemic-related good cause recommendations.Q: When staff receives a good cause approval through the HHSC/TWC interface on a SNAP E&T Penalty action, what steps does staff need to take?A: When the good cause reason has been resolved, the customer can resume participation. If the good cause reason has not been resolved, such as a pandemic-related reason, and all available resources to remedy the situation have been considered, the case will be closed and the customer will be outreached again when he or she reenters the outreach pool.Q: May staff grant a temporary interruption for COVID-19 reasons?A: Mandatory participants who have a pandemic-related reason not to participate in activities may be granted a temporary interruption while in compliance and be granted good cause by HHSC when in noncompliance. (See A-400 of the SNAP E&T Guide.)Unemployment Benefits & RESEA Q: How often is the Texas Workforce Commission UI Claimant Dashboard updated?A: The TWC dashboard is updated weekly. The last update date, along with the reporting period, is included in the panel above the map on the dashboard. This panel is expandable.Q: Will TWC include SNAP and TANF customer information on the UI claimant report provided weekly to Boards?A: TWC’s Division of Operational Insight (DOI), which provides the weekly UI claimant report, is not able to identify claimants who are connected to SNAP and/or TANF programs for each Board workforce area. Boards may have local data analysts use the claimant report and a TWIST ad hoc report on SNAP and/or TANF programs and merge these data to get a custom report to meet local requirements.Q: Are we allowed to use the DOI-created UI Tableau data to create a UI claimant snapshot for a Board meeting?A: The UI claimant files provided by DOI are intended for internal use only to identify claimants to outreach. The data are not accurate enough to use for publicly shared summaries. TWC is making Unemployment Benefits claims information available to the public, including Weekly Claims by County, on the agency News web page at the following address: : When will work search requirements for claimants be reinstated? A: On March 17, 2020, TWC, exercising its authority under Governor Abbott’s statewide disaster declaration, waived unemployment claimant work search requirements statewide. On October 13, 2020, TWC announced that work search requirements for all claimants will be reinstated on November 1, 2020.As of November 1, 2020, to remain eligible for unemployment benefits, claimants are required to: register in ; search for work according to TWC guidelines and make at least the minimum number of work search activities each week;use reemployment services and resources available virtually at their nearest Workforce Solutions Office; andkeep a work search log and provide TWC with the work search log upon request; and apply for and accept suitable full-time work.The statewide work search requirements will be reinstated to a maximum of three work search activities per week. TWC will provide Boards the flexibility to establish minimum work search requirements for UI claimants less than the statewide maximum, including zero. When setting a work search requirement of fewer than three weekly searches, a Board must notify UI and report what the work search requirements are by county for their respective workforce areas.On December 1, 2020, TWC will review the decision to provide this flexibility.Q: Once work search requirements are reinstated, will there be COVID-related exemptions that allow claimants to refuse suitable work?A: TWC issued guidance to unemployment claimants concerning their continued eligibility for unemployment benefits should they refuse rehire. On April 30, 2020, the Office of the Texas Governor released a list of acceptable reasons related to COVID-19 that a claimant may refuse suitable work. This list is available at UI benefits case is currently evaluated on an individual basis. However, because of the COVID-19 emergency, the following are reasons benefits would be granted if the individual refused suitable work:At High Risk - People 65 years or older are at a higher risk for getting very sick from COVID-19 (Source DSHS website).Household member at high risk - People 65 years or older are at a higher risk of getting very sick from COVID-19 (source DSHS website).Diagnosed with COVID - the individual has tested positive for COVID-19 by a source authorized by the State of Texas and is not recovered.Family member with COVID - anybody in the household has tested positive for COVID-19 by a source authorized by the State of Texas and is not recovered and 14 days have not yet passed.Quarantined - individual is currently in 14-day quarantine due to close contact exposure to COVID-19.Child care—Child’s school or child care center is closed, and no reasonable alternatives are available.Any other situation will be subject to a case by case review by the Texas Workforce Commission based on individual circumstances Q: An employer contacted our staff stating that some employees refuse to return to work. The employees’ reason for refusing to return to work was that they are receiving more money on unemployment than their normal wages. What can be done about this?A: Boards have received guidance on the new process to report bona fide offer of work refusals through workforce UI coordinators. Employers that want to report job refusals directly to TWC can do so through our new portal at , send information to twc.fraud@twc.state.tx.us, or call 1-800-252-3642.Q: When a claimant returns to work and reports wages, will his or her benefits be modified or decrease if they receive Disaster Unemployment Assistance (DUA) or Pandemic Emergency Unemployment Compensation (PEUC)?A: Claimants must report wages received when making payment requests. If the claimant earns wages at or above his or her calculated weekly wage amount, he or she will not receive benefit payments for the affected weeks. If the claimant reports wages below the weekly wage amount, the payments will be adjusted accordingly. This applies to DUA and PEUC payments as well as standard unemployment claims. UPDATED: December 2, 2020Q: When work search requirements are reinstated, will RESEA resume?A: Yes. When UI work search requirements resume, so will RESEA requirements.Boards must be aware of the following:RESEA Outreach Pools must be cleared weekly.Any counties with work search requirements set to zero will not profile claimants for RESEA.*DOL has established a deadline of December 31, 2020, by which Boards must spend their Program Year 2020 (PY’20) RESEA funding.DOL expects all RESEA programs to be fully operational and serving customers, either in person or virtually, by March 1, 2021, or PY’21 funding will be pulled back.*Staff members must regularly check all claimant outreach pools. For counties where work search is set to zero, Boards must be aware that some claimants may still appear in their outreach pool. Boards must ensure that any such claimants are outreached and provided appropriate services in accordance with the RESEA program.Q: When a claimant is enrolled in the Statewide Skills Enhancement Initiative, will he or she be considered to be attending TWC-approved training?A: The courses offered by the Statewide Skills Enhancement Initiative do not meet the definition of TWC-approved training. Claimants enrolled in this project alone may not be exempted from RESEA participation.Q: What type of flexibility are Boards allowed for RESEA service delivery?A: As a result of the COVID-19 pandemic, DOL has provided states with additional flexibility in administering the RESEA program. Workforce Solutions Offices may provide all required RESEA services:in the Workforce Solutions Office; in a location other than a Workforce Solutions Office, such as a mobile unit, school, or public library;remotely, using technology, such as Skype, Zoom, FaceTime, or another similar product; orby phone.Additionally, Boards may provide RESEA orientations using prerecorded webinars or self-paced presentations. WIOA Adults & Dislocated WorkersQ: Are Economic Impact Payments (EIPs) considered income for eligibility purposes?A: No. Beginning on April 15, 2020, Americans began receiving checks from the US Department of the Treasury, which was authorized by §2201 of the CARES Act. These EIPs are categorized as tax credits and must not be included in income calculations.Q: Are unemployment payments related to COVID-19 considered income?A: Yes. Boards must be aware that unemployment payments are considered income and must be used in low-income calculations for priority in the WIOA Adult program, including: Pandemic Unemployment Assistance (PUA)—compensation for individuals not otherwise qualified for Unemployment Benefits (UB)Pandemic Emergency Unemployment Compensation (PEUC)—13-week UB extensionFederal Pandemic Unemployment Compensation (FPUC)—$600 weekly supplemental payments for UB recipients (expired July 25, 2020)Q: Does the Commission definition of “substantial layoff” apply to local formula funds as well as the statewide Skills Enhancement Initiative?A: Yes. On June 16, 2020, TWC’s three-member Commission adopted a definition of “substantial layoff” to include all individuals receiving UI benefits during the COVID-19 pandemic. This action ensures that all UI claimants are eligible as dislocated workers to receive WIOA-funded services, even those funded with local dislocated worker formula funds.Boards using the “substantial layoff” option must document eligibility using one of the following document types:UI award letterUI screen – Current Claimant Status (CTCS).Q: During the COVID-19 pandemic, may Boards accept expired Texas driver’s licenses (DLs) or state-issued IDs from a customer to determine eligibility if that customer is not able to renew his or her expired DL or ID?A: Yes. Under limited circumstances, Boards may accept an expired Texas DL or ID card from a customer in order to complete an eligibility determination. On March 18, 2020, the Texas Department of Public Safety (TxDPS) issued a Verification of Driver License Expiration Extension. This extension allows expired cards to be considered valid if the following conditions are met:The expiration date on the Texas DL or ID is on or after March 13, 2020.The current date is within 60 days of the end of the State Disaster Declaration relating to the COVID-19 pandemic.Boards may accept expired Texas DLs and IDs when the above conditions are met.TWC strongly encourages Boards to:determine whether other documents are available which meet eligibility criteria. Unexpired or non-expiring documents should be used whenever possible;encourage participants to renew expired documents as soon as they are able to do so. This may include options to renew Texas DLs or IDs online at a task in the participant’s Employability Development Plan (EDP) or Individual Service Strategy (ISS) requiring renewal of their Texas DL or ID within predetermined time frame; anddocument in TWIST Counselor Notes reasons why the customer is unable to renew documents at the time of enrollment.If a participant does not renew his or her Texas DL or ID within 60 days of the conclusion of the COVID-19 pandemic disaster, a Board must discontinue services to that participant.WIOA YouthQ: Youth participation requires that individuals receive in the following order: (1) an Objective Assessment, (2) an Individual Service Strategy (ISS), and (3) a Youth Program Element. We are concerned about how to provide the assessment, specifically the Test of Adult Basic Education (TABE). The TABE must be provided in a proctored setting. Additionally, the TABE is licensed for specific computers. If a Workforce Solutions Office is closed, may we waive the assessment requirement? If so, since TWIST requires that the service be entered, can we enter the assessment service even though no assessment is provided?A: Youth must be assessed for basic skills as part of enrollment in services. Neither TWC nor WIOA requires that a National Reporting System (NRS)–approved assessment, such as TABE, be used for such basic skills assessment.?WIOA does not require that youth receive a proctored assessment for eligibility and entry into the program. Boards may use online assessment instruments or less formal assessments for WIOA Youth eligibility. The assessment requirement may not be waived. The inability to meet with potential participants in person should not impede enrollment or service provision. If the Board cannot provide formal assessments (that is, assessments in -person and/or on-site with a proctor), this information should be collected virtually from schools or directly from the customer for basic skills assessment. The Board may develop an ISS based on available information. When standard assessment tools become available, the Board may choose to assess participants formally and update the ISS.UPDATED: December 2, 2020Q: Our Board policy requires that Work Experience take place at a physical employer location, with in-person supervision. The employer work site has closed following a local shelter-in-place order but is allowing other workers to telework. May we allow participants in Work Experience to telework?A: TWC does not require that all Work Experience placements be at a physical work site. You may adjust your Board Work Experience policy (and Work Experience contracts, as applicable) to allow remote work. CFR §681.600 requires that “labor standards apply in any work experience in which an employee/employer relationship, as defined by the Fair Labor Standards Act or applicable state law, exists.”COVID-19–specific information related to the Fair Labor Standards Act (FLSA) is available at: : December 2, 2020Q: May a Board continue to pay Work Experience participants if their work site is shut down and work or training cannot be provided?A: No. At the beginning of the pandemic, payments to Work Experience (WE) participants whose work site closed were allowable only if one of the following occurred before March 13, 2020:The participant began the Work Experience activity.The Work Experience terms were agreed upon for that participant.Boards have had sufficient time to shift service strategies, and most participants are no longer working under the terms listed above. Boards may pay participants only for actual participation in a virtual, remote, or in-person Work Experience.Q: A youth was receiving WE payments during work site closure in accordance with previous guidance. The work site has reopened, and the participant refuses to return. Please provide guidance.A: If alternative work options (such as telework) are available at the WE work site or another work site in the workforce area, the Board may provide such options to the participant to enable full participation. If alternatives are not available to accommodate the participant and work site, the following may be considered:Is the work site following guidelines outlined in Governor Abbott’s Open Texas checklists?Is the youth:at high risk;diagnosed with COVID-19;in a household with a family member diagnosed with COVID-19;quarantined; orin need of child care that is unavailable?Boards must collect, document in TWIST Counselor Notes, and include in the participant case file, any available documentation that shows evidence of the circumstances mentioned above.If none of the above criteria is met, the Board may discontinue WE payments to the youth. Open TWIST activities related to the WE must be closed when payment is discontinued. Q: If Work Experience was paused during the COVID-19 closure of the work site and payments were not made to participants, are we required to back-pay all paused participants?A: Continuation of Work Experience payments to youth during COVID-19 closures were intended to support only at-risk customers enrolled in Work Experience programs before the March 13, 2020, National Emergency Declaration. If payments were not made during the closure of work sites, Boards may continue the Work Experience for the full duration agreed upon. Workforce Q: What does TWC consider a “full registration” in WIT?A: TWC provides detailed guidance in WD Letter 01-20, issued January 6, 2020, and titled “Managing Individuals in the New System.” WD Letter 01-20 includes the following guidance:“Complete Wagner-Peyser Application. A Wagner-Peyser application with a complete status indicates that an individual has completed all pages of registration. A résumé is not required for the Wagner-Peyser application to be complete; however, an?individual will need a résumé or State of Texas application to apply for jobs through WIT.”“Enrolling Individuals as Participants in the Wagner-Peyser ProgramBoards must be aware that Workforce Solutions Office staff must be working directly with an individual when enrolling him or her as a participant in the Wagner-Peyser program.… Boards must be aware that Workforce Solutions Office staff must enroll individuals as participants in the Wagner-Peyser program if staff-assisted services will be provided to these individuals.”(Interim ETPS) Interim Eligible Training Provider SystemQ: Will flexibility be provided to Boards in using training programs not currently on, or eligible for, the statewide ETPL?A: The statewide ETPL system is designed for WIOA Adults and Dislocated Workers. WIOA does not allow waiver of eligibility requirements for providers or participants. Below are examples of training services allowed by workforce programs. WIOA Adults/DWThe ETPL is the primary training program source for WIOA Adults/DW. WIOA ETP rules do allow Boards to use training contracts for WIOA Adults/DW outside of the statewide ETPL and Individual Training Account (ITA) systems. Contract exceptions to ITA funding for Adults/DW include, but are not limited to:incumbent worker training, OJTs, and transitional jobs;local community-based organizations or other private organizations that provide training programs that are effective at serving individuals with barriers to employment, and;cohort training.Specific guidance is provided in WD Letter 14-19, Change 1. WIOA YouthOccupational training is a required program element for WIOA Youth programs. Boards may contract for training programs or use ITAs. Training programs funded by ITAs must be included on the statewide ETPL.Training does not have to be provided by an ETP. ChoicesAllowable activities for Choices participants are detailed in the Choices Guide. Training services provided to participants must relate directly to employment and include the following:Job skills trainingOccupational vocational trainingOJTFor participants below secondary-level education:Adult Education and Literacy (AEL) servicesEnglish as a Second Language (ESL) instructionOther educational activities leading to high school equivalency.Boards may choose to establish a local policy to require the use of the Eligible Training Provider System and Individual Training Account systems to provide Choices services paid for with TANF/Choices funds. If not required by such local policy, training does not have to be provided by an ETP. NCPAllowable activities for NCPs are detailed in the NCP Choices Guide. Training services provided to participants must relate directly to employment and include the following:Short-term occupational vocational training (typically four to six weeks)OJTFor participants below secondary-level education:Adult Education and Literacy (AEL) servicesEnglish as a Second Language (ESL) instructionOther educational activities leading to high school equivalency.Training does not have to be provided by an ETP.RESEATraining services may not be funded directly by this program. Based on eligibility, RESEA participants may be referred to WIOA, TAA, or other programs for training services. Appropriate program rules must be followed. SNAP E&TAs stated in the SNAP E&T Guide, training provided to SNAP recipients must prepare participants for employment in high-growth, high-demand occupations that do not require a baccalaureate or advanced degrees. Training does not have to be provided by an ETP. TAATAA training is approvable if it is reasonably available to the worker from either a governmental agency or a private source. Priority is given to training institutions within the local commuting area, and the training must be regulated by an approvable entity, including the following:Texas Higher Education Coordinating BoardTWC Career Schools and CollegesStatewide ETPL Training regulated by any other Texas state agency (for example, TDLR, Nursing Board), including other states’ governing agency US Department of EducationRecognized accreditation/certification agencyTWIST InformationBoards may use the Select Provider option in TWIST to connect training services to a provider’s program. If the program is not included on the statewide ETPL, Boards must submit the program as a “non-ETP” program through their Board ETP tool.Q: Is there a recognized credential attached to contact tracer training?A: Texas has contracted with MTX Group, based in Frisco, Texas, to hire contact tracers and to staff a virtual call center to track down potentially infected individuals. MTX has partnered with TEKsystems to staff these positions, which are listed in . Contact tracers must complete DSHS-required modules as part of onboarding. These modules are expected to take two to three hours to complete.These required training components must not be considered occupational training, nor will their completion be considered receipt of an industry-recognized certificate, certification, or government license.Q: ETPs must submit required student-level data to TWC each year in order to report performance and for continued inclusion on the statewide ETPL. Last year, these annual reports were due from ETPs in July. When are ETP reports due this year?A: TWC recognizes that the unprecedented effects of the COVID-19 pandemic have created significant challenges for training providers throughout the state. Although TWC is not able to waive the requirement that ETPs report outcomes, a decision has been made to extend the deadline of this required reporting. This year the annual Student Data Reports (SDRs) are due to the ETP Help Desk by September 4, 2020. Training providers with questions about the reporting process may contact etp.helpdesk@twc.state.tx.us or reach out to their local Board ETP coordinator, for assistance. ................
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