Oklahoma Employment Security Commission

Oklahoma Employment Security Commission Profile Orientation, Job Search Workshop, REA and EUC “Good Cause” Procedures Webinar Series: December 2012 Updated: 12/18/12 Workforce Services Division – Capacity Building Unit wsdtraining@oesc.state.ok.us

Overview • Processes for Profile Orientation, Job Search Workshops, REA and EUC remain the same until you reach the point of rescheduling an individual you’ve had contact with: • Scheduling in Glink • Notifying UI of “no shows” • Providing appropriate services when/if claimant arrives for scheduled services • Entering services in OJL • Changes begin with rescheduling: • Rescheduling is now a formal “on the books” process • UI will be notified via the “Good Cause” email box of all rescheduled dates for PO, Job Search Workshop, REA and EUC • Must enter rescheduled dates in OJL • Statements will be entered in TabE Whether that process requires emailing a list like Profile Orientation or adding an issue like EUC.

What happens when a claimant reschedules? • Ask the claimant why they cannot or did not attend the scheduled appointment. Remember: the details are important! • Enter an enrollment note in OJL stating the reason the claimant did not attend scheduled appointment. • Mark originally scheduled services as either “Failed to Report” or “Rescheduled” in OJL. (see slides 16 and 17 for examples) • Enter a new service in OJL (according to the orientation that the claimant was scheduled for) with the updated scheduled date and a status of Scheduled. • PO:Profiling Orientation • REA: REA Orientation • EUC: Review of Work Search Eligibility – EUC service • Job Search Workshop: Job Search Workshop – DVD or Job Search Workshop – CR 101

What happens when a claimant reschedules? • You will enter any remaining services at the time the claimant actually comes in to complete their orientation. • If there is a UI Field Rep available, then refer the claimant to the rep and the UI Field Rep will complete the TabE processes beginning with instruction number 7. If no UI Field Rep is available OR if a claimant will be waiting an unreasonably long time…Workforce Center Staff will need to complete the remaining steps. • Find the EREA Requirements statement in TabE. Enter the reason the claimant wishes to reschedule services. Remember: the details are important! Then click on Update, No Issue because we are only noting the reason for non-attendance. • Update the Claim Record Card (CRC) in TabE. • Email the “Good Cause” email box. If a claimant is NOT registered in OJL, you will reschedule and then follow steps 7, 8 and 9. Encourage all claimants to register in OJL and remind them that they MUST also register in OKJobMatch.com to receive UI benefit payments.

Using TabE • TabE web address: • http://okclaims.oesc.state.ok.us/okcallcenter/userlogin.aspx • Your username and password are the same as Glink. • Once you log in to TabE, enter the claimant’s SSN in the appropriate field. 5

Using TabE • You must locate the correct claim effective date before entering the EREA Requirements Statement in TabE. • If you don’t know the correct date, select Claim Inquiry to view the Claim Inquiry screen so that you can determine which date is correct. 6

Using TabE • Use the Claim Inquiry screen to locate the correct claim Effective Date. • You may need to Browse Forward or Browse Backward to find this date. • Note: the claim Effective Date is located in the top right corner. • Check the Last Week Paid field to verify that this is a recent claim. • Note: EUC claims will have a “Y” in the Extended Benefits field. • Select the Main Menu button to view the Additional Functions & Inquiry screen. 7

Using TabE • Select the correct Effective Date. • And then, select the Fact Finding Requiredbutton to view the Fact Finding Menu. 8

Using TabE • Click on the plus sign (+) next to EREA on the Fact Finding Menu. • Then click the “Requirements” link to reveal the EREA Requirements statement. 9

Using TabE • Enter the following information in the open text field of the EREA Requirements statement: • Attendance of the (enter the group here: Profile Orientation, Job Search Workshop, REA Orientation or EUC Orientation) on mm/dd/yyyy. • Claimant was unable to attend due to the following: (enter claimant’s reason here). Details are important! Include information such as dates, length of time unavailable, in/out of town, etc. Remember: use this statement for ALL orientation processes, not just EUC. • Once this information is entered click Update, No Issue. • And then, click the Return To Menu button. 10

Using TabE • Now you must update the Claim Record Card (CRC). • From the Additional Functions & Inquiry screen, click the CRC Inquiry button to update the CRC also known as the claim record log. 11

Using TabE • Select “Yes” on the drop-down for the question “Do you want to add a form?” 12

Using TabE • Select “Other” on the drop-down for the question What type of form? and enter the words “claimant gave reason for non-attendance; (enter either PO, JSW, REA or EUC)” in the Remarks field. • Click the Enter Record button. The entered statement will now appear at the top of the Claim Record Log Inquiry. • Now you are finished with the TabE. Example Remark: claimant gave reason for non-attendance; REA. 13

“Good Cause” Email Box • After you enter the statement in TabE, you must email UI. • All emails go to goodcause@oesc.state.ok.us. • Must include the following in the Subject Line of the email: • The group the claimant has been rescheduled to attend i.e. PO, Job Search Workshop, REA or EUC • First and Last name • SSN • The body of the email should simply read: “took statement in TabE” • Send all emails no later than 3p each day. • Note: you must send a separate email for each claimant. UPDATED INFO! If a claimant is NOT registered in OJL, you must also include the statement “not registered in OJL” in the body of the “Good Cause” email.

Examples: Service & Training Plan TabE Fact Finding Statements

Service and Training (S&T) Plan UPDATED INFO! S&T Example: claimant calls prior to appointment and wishes to reschedule. Remember! This example applies to all orientation programs: Profile Orientation, Job Search Workshop, REA and EUC.

Service and Training (S&T) Plan UPDATED INFO! S&T Example: claimant failed to report (was a “no show”) and calls afterwards to reschedule. Remember! This example applies to all orientation programs: Profile Orientation, Job Search Workshop, REA and EUC.

TabE Fact Finding Statements Details are important! When you take a statement in TabE, UI staff need as many specific details as you can provide. If you ask questions that cover the five W’s, there is a good chance that you will get most of the needed information. UPDATED INFO! REMEMBER: Who, What, When, Where and Why 13

TabE Fact Finding Statements • Claimant calls to reschedule • Begin by asking three basic questions: • What group did the claimant fail to attend? • What was the date of that group? • Why was the claimant unable to attend as required? • There are two basic categories that claimants tend to fall under – never received the letter/noticeORwas unable to attend. Ask the following additional questions: UPDATED INFO! • Never received the letter/notice • Do you want to reschedule? (Set up a date and time) • Is the claimant’s address correct according to TabE? (This is a good time to verify their address in OJL) • Has the claimant received other mail? • How did the claimant discover he needed to attend this group? • Was not able to attendthe session • What was issue that caused inability to attend? • How long did this issue last? (from and thru) • Did the claimant complete his/her work search during this time? • Has the claimant rescheduled before? Why? 13

Important to Remember! • All of the information that you received from the claimant should be entered in TabE! • Don’t forget to also enter the reason for non-attendance in the enrollment notes. • There are two ways to mark the status of services in OJL: Failed to Report OR Rescheduled. • Those individuals that do not show up for their originally scheduled appointment and DO NOT contact you to reschedule are still reported as “no-shows” according to current procedures! Failed to Report: the individual did not show up and did not contact you OR contacted you after the appointment. Rescheduled: the individual contacted you before their appointment asking to be rescheduled.

Questions? Any questions? • What if I think of a question later? • wsdtraining@oesc.state.ok.us

Thank You! Kim Braddy Workforce Services kim.braddy@oesc.state.ok.us (405) 557-5394 Shea Cook Workforce Services shea.cook@oesc.state.ok.us (405) 557-5395 Pam Hoskins Workforce Services pam.hoskins@oesc.state.ok.us (405) 557-5462 16

Oklahoma Employment Security Commission