Sub-Recipient Questions

Q1. Since library hours vary, what office hours are expected to be kept by service providers?

R1. Hours of operation for the One-Stop Career Centers will be within hours of operation for each individual library location. Hours of operation will be established by the One-Stop Operator with consideration of the number of center staff available, service need based on customer flow, coordination with the formal manager of service provider staff and other factors. Service provider staff at the centers can be from any of the required One-Stop partner programs.

Q2. Can staff work flexible schedules that may include weekends and evenings?

R2. Yes, one of the goals of opening additional centers in the libraries is the provision of employment and training services outside of traditional business hours. The One-Stop Operator will be responsible for day-to-day operations of the centers, including the coordination of services across all required One-Stop partner programs and the establishment of center hours of operation that meet service demand.

Q3. Is there flexibility to have staff in the office while the library is not open to the public?

R3. The One-Stop Operator is the central point of contact for the centers and will work with each Library Branch Manager to identify center staff needs at each location and coordinate/establish solutions to address those needs. Currently there is no intent for center services to be provided outside of library hours of operation. When needed, access for center staff before and after library hours will be coordinated by the Operator.

Q4. If there is only 1 staff assigned to a location, is the service provider required to provide coverage during lunch breaks or can the workforce office be “closed for lunch”?

R4. It is the Operator’s role to coordinate the seamless provision of services in the centers. Each center will have its own number of staff and hours of operation. The Operator will work with each required One-Stop partner program for the appropriate scheduling of center staff, including detailed strategies to address planned personal time off, unplanned “sick days”, business travel, lunch breaks and other factors.

Q5. What role will the current program managers have in the transition into the libraries?

R5. The operator will be equipped by the MOU to be a functional leader/manager of all center partner staff (Titles I-IV, etc.). The operator must work closely with the “formal” manager (Program Manager) back at the home offices of the center partner staff. Certain functions of center partner staff must be handled by the “formal’ manager (Program Manager) at their home office. The “formal” manager (Program Manager) shall handle the HR/Administrative personnel issues without directing one stop center staff on the daily operations of the center. The operator shall be provided specific performance criteria to ensure effectiveness.  The “formal” manager (Program Manager) shall continue to manage their budgets and contractual obligations in providing materials and resources related to employment and training services of enrolled participants.

Q6. Who will be paying for the setups in each library and will the providers have to absorb any of that cost in their grants?

R6. Workforce Connections will provide the necessary resources. The work spaces will be similar to the ones provided when multiple Title I service providers were part of the consortium in the One-Stop.  The setup includes cubicle, 2 chairs, 3 file drawers, 2 regular drawers, garment cabinet, shelves, etc.  These costs will be absorbed by the system.

Q7. How much is spent on each set up and any equipment that is going in to assist the career coaches in completing their tasks?

R7. Through the operator, Workforce Connections will ensure that all necessary resources are supplied for career coaches. Workforce Connections’ IT department will work with the service providers to transfer existing IT equipment or buy new equipment as appropriate.

Q8. How is the transition into the libraries being marketed to the public so that they know where to go for employment and job placement services that have been given in the individual offices of each provider?

R8. All entities will work together to notify the public regarding the new One-Stop Centers in the libraries. The communications plan will be led by Workforce Connections, the operator and the library districts. Service providers from all funding streams (Titles I-IV, etc.) will continue to work and communicate with each other in a manner that does not disrupt the flow of employment and training services.

Q9. Once the system transitions into the library and the One-Stop Operator is in place, will each provider office be negotiating their own contracts, writing their own scope and negotiating numbers to be served under their agency?

R9. Workforce Connections programs, fiscal and strategic initiatives staff will work with each individual WIOA Title I service provider to negotiate contracts, budgets, scope of work and number of clients to be served. Title I services to be provided in the One-Stop Centers will be aligned with other WIOA partner programs under the coordination of the One-Stop Operator.

Q10. Will there be consideration given in assigning team members to the library that is closest to their home?

R10. Workforce Connections staff will work with the Operator and Title I service providers to identify staff needs at each One-Stop Center. The Title I service providers will assign the appropriate staff to meet the identified needs of each center.

Q11. Will sub-recipient staff team members have access to come in earlier than the shift start?

R11. Through coordination by the Operator, appropriate early access will be provided to all One-Stop Center staff at each library location.

Q12. Will there be rooms to conduct orientation, job readiness or job club?

R12. The libraries have multi-purpose study rooms, meeting/training rooms, auditoriums, outdoor space, etc. that will be made available for One-Stop Center activities. Scheduling of use of these spaces will be coordinated by the Operator and Library Branch Manager at each site.

Q13. Will provider team members have access to projectors to use for the classes they give?

R13. Through the operator, Workforce Connections will ensure that all necessary resources are made available for One-Stop Center activities of all service providers (Title I, II, III, IV, etc.).  Workforce Connections’ IT department will work with the service providers to transfer existing IT equipment or purchase new equipment as needed.

Q14. Will clients registered in the system have access and the ability to receive services at any library (e.g. supportive services for transportation, work cards, and interview dress or work supports)?

R14. Presently, WIOA Title I participants do not receive supportive services across multiple Title I service providers. They can, however, receive services from other WIOA service providers (Title II, III, IV, etc.). The same will apply at the new One-Stop Centers in the libraries in the next program year. It is Workforce Connections’ vision that one day full system integration, common intake and universal access will be implemented at all One-Stop Centers in the local One-Stop Delivery System.

Q15. Under normal conditions the libraries limit the time use of the computers in the resource center to 1 hour.  Will the libraries allow for staff to close the resource center for testing for the 4 hour Work Keys test?

R15. Through the operator, Workforce Connections and library management staff will ensure the resource rooms are made available for One-Stop Center activities of all service providers (Title I, II, III, IV, etc.).

Q16. Will libraries allow for career coaches to work with a customer for more than an hour in the resource center (e.g. completing the STEM assessment and completing the STEM work packet, filing online applications, completing a vocational packet)?

R16. Through the operator, Workforce Connections and library management will coordinate resource room schedules that allow for all service providers (Title I, II, III, IV, etc.) to meet with participants as needed for WIOA activities.

Q17. Will the provider agencies have to absorb any allocated costs once the library transition is complete and there is staff assigned at each library (e.g. utility, rent, etc,)?

R17. Workforce Connections WIOA Title i sub-recipients housed in the libraries will not have to budget funds out of their contracts to contribute to shared One Stop costs under the resource sharing agreement.  While the seats occupied by WIOA Title I sub-recipients will most likely be a factor in the resource sharing agreement, it is expected that Workforce Connections will continue to fund those costs out of the operating budget so that funds available for participants does not decrease.

Q18. While we are in planning stages for our next grant year, we felt it was important to ask about staff development.  In many cases the staff can do webinars and train internally, but we have been fortunate in the past few years to be able to send staff out-of-town on conferences.  Will this become an issue for the staff at the library, as in many cases they would be out 3-4 days for conferences?

R18. Scheduling will be coordinated with the One-Stop Operator and the seated partners in each library.  Management at each agency will need to ensure that alternate staff is available in the event of vacations, illnesses, emergencies, and/or training and conferences.

Q19. We have internal policies regarding time off requests.  Will the staff at the libraries be required to follow the library policies regarding time off?

R19. The operator will develop an operating procedural manual for the system to follow.  All internal policies at the provider’s level will need to be in alignment with this manual.  Once policies and procedures are in place, coordination must happen with the operator and agency management.