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EMPLOYMENT AND TRAINING ADMINISTRATION
CLASSIFICATION
ADVISORY SYSTEM U.S. DEPARTMENT OF LABOR
CORRESPONDENCE SYMBOL
Washington, D.C. 20210
DATE: June 17, 2002

ADVISORY: Farmworker Program Bulletin No. 2002-01

To: All National Farmworker Jobs Program Grantees

FROM: Shirley Smith, AdministratorOffice of Adult Services

SUBJECT: Preparation and Submission of Program Year (PY) 2002 Grant Plans for the National Farmworker Jobs Program ( NFJP)

PURPOSE. To provide instructions and procedures for preparation and submission of the National Farmworker Jobs Program (NFJP) grant plans under the Workforce Investment Act (WIA) Section 167 for Program Year (PY) 2002.

REFERENCES. National Farmworker Jobs Program Bulletin 2001-04, Requirements for Preparing the National Farmworker Jobs Program Biennial Plans for Program Years 2001 and 2002; Federal Register/Vol.64, No.63/April 2, 1999: Notice of Solicitation for Grant Applications (SGA) for funding of Migrant and Seasonal Farmworker Programs; Federal Register/Vol.64, No.96/May 19, 1999; Office of National Program Bulletin No. 99-003, Administrative Cost Limitations under Workforce Investment Act; New Allocation Formula Notice: Federal Register/Vol. 65, No.102/May 25, 2000.

BACKGROUND. Pursuant to the Notice of Solicitation for Grant Applications published in the Federal Register, April 2, 1999, NFJP grantees were selected for PYs 1999 and 2000. When the PY 2001 formula allotments were announced in a notice published in the May 23, 2001 Federal Register, we announced that competition for the second biennial period was waived under the authority of paragraph (c)(4)(B) of WIA Section 167.

Bulletin No. 2001-04 provided the requirements for the biennial plans, and the Employment and Training Administration (ETA) has approved all the NFJP biennial plans for PYs 2001-02.

PAPERWORK REDUCTION ACT. In December 2001, ETA received final OMB approval on its proposed information collection requirements. The number assigned is 1205-0425. It approves the collection of the Biennial Plan information required by NFJP Bulletin No. 2001-04 as well as by this Bulletin and it approves the performance standards that apply to the NFJP.

POLICY ITEMS.

a) General Requirement: NFJP Grantees are required to submit a grant modification for funding their PY 2002 NFJP in accordance with the instructions provided herein.

b) NFJP Formula Allocations for PY 2002: Funds are allocated to the state service delivery areas using the Census of Agriculture based allocation formula as published in the

Federal

Register. For PY 2002, no grantee receives less than its PY 1998 allocation. The total amount allocated under the formula is $74,965,000. A copy of the PY 2002 allocation table is included with this Bulletin. Please refer to the

Federal

Register Notice announcing the PY 2002 allocations for an explanation of the allocations provided in the table.

c) Administrative Costs Limitation: ETA policy expressed in ONP Bulletin No. 99-003 limits the administrative costs of the NFJP under WIA Section167. The Bulletin provides:

  • The base for computing the administrative cost limitation under WIA is the allotment for the program year. (The base excludes prior-year carryover funds.)
  • The baseline administrative cost limitation is 15 percent of the PY 2002 allocation.
  • Grantees may request approval of a higher rate by submitting justification for any increase requested in excess of the 15 percent baseline. The maximum allowable administrative cost is 20 percent of the PY 2002 allocation. Detailed guidance on how grantees may justify additional administrative costs in excess of 15 percent is provided in ONP Bulletin No. 99-003.

d)Goals and Performance Indicators: The mission of the NFJP is to assist migrant and seasonal farmworkers and their families achieve economic self-sufficiency through job training and through other services that address their employment-related needs. To help us advance our program's mission effectively and efficiently, the Government Performance and Results Act requires us to develop goals and measurable indicators of performance. The WIA regulations at 20 CFR 669.500, which adopt the core indicators of performance described in 20 CFR 666, require NFJP grantees to establish a goal for job retention in unsubsidized employment at 6-months.

The goal of the NFJP is, “To increase the employment and retention of adults enrolled under the NFJP.

The national indicators of performance and goals established for the NFJP in PY 2002 are stated below:

  • 65 percent will be employed at program exit. (This indicator is calculated by dividing the number of Migrant and Seasonal Farmworkers (MSFWs) exiting who enter unsubsidized employment by the number of exiters who received intensive or training services. There is no adjustment for exiters who received enhancements only.)
  • 77 percent will retain employment six months after initial entry into unsubsidized employment. (This indicator is calculated by dividing the number who are employed at any time within the last 90 days of the six-month follow-up date by the number of exiters entering unsubsidized employment.)

A model-adjusted performance standard that accounts for the local demographic and economic variances by state is not available at this time. PY 2001 performance will generate the data needed to establish baseline performance standards for each state area.

e)Grant Activity Planning and Reporting Requirements: Under Paperwork Reduction Act approval No. 1205-0425, OMB gave its final approval effective through December 31, 2004, for the use of the "WIA Budget Information Summary -- NFJP", form ETA 9093; the "WIA Program Planning Summary - NFJP", form ETA 9094; the "WIA Program Status Summary - NFJP", form ETA 9095; and the "Workforce Investment Act Standardized Program Reporting" (WIASPR) system (formerly "SPIR") for the NFJP.

Under the Paperwork Reduction Act approval No. 1205-0428, OMB has authorized the use of the "National Farmworker Jobs Program Financial Status Report", form ETA 9092 through October 31, 2004.

Workforce Investment Act Standardized Program Reporting (WIASPR): Maintenance of standardized records for all participants is a requirement of WIA Section 185 (a)(3). The WIASPR is developed as the standardized participant records system for the WIA Section 167 programs, and it is the system for collection of performance data used by NFJP grantees and MSFW Youth grantees.

The Data Record Format for the MSFW programs under the WIASPR received OMB emergency approval on July 26, 2001. Under this authority, NFJP grantees are required to provide individual participant termination data for those participants terminating during PY 2001. Grantees may report their terminations occurring during the first 6-month period of PY 2001 by using either the system standardized as the WIASPR or as the SPIR.

The official Data Record Layout for the WIASPR was finalized earlier this year and is labeled: "Electronic File Record Layout / Revised--January 2002". Beginning with the third quarter of PY 2001, grantees are required to submit their individual participant termination data using the WIASPR "Electronic File Record Layout"

Please continue submitting your WIASPR records on a quarterly basis, to Social Policy Research Associates.

Enterprise Information Management System (EIMS): Participant activity is reported quarterly on the "Participant Status Summary—NFJP" and financial activity is reported on the "NFJP Financial Status Summary". Beginning with the third quarter reporting period of PY 2001, these reports must be submitted electronically using the Department's "Enterprise Information Management System" (EIMS). The third quarter is due electronically by May 15, 2002. The report information must be entered electronically for the third quarter period and cumulatively for the entire Program Year. For assistance, please contact Amanda Denogean at (202) 693-3771 or at adenogean@doleta.gov.

Copies and instructions for the four quarterly planning and reporting forms may be downloaded from our Web site at http://wdsc.doleta.gov/msfw/html/resource.asp. Next, open the section "NFJP Grantee Planning and Reporting Forms".

Grantees are required to maintain their staff technology capacity at or better than the level described in the approved biennial plan. Grantees are also required to provide the appropriate technological capacity required for the appropriate staff to submit quarterly reports under the EIMS.

PY 2002 PLAN REQUIREMENTS. For PY 2002, grantees are required to submit a PY 2002 NFJP Grant Package comprised of the following:

  1. SF 424: Prepare your "Application for Federal Assistance", SF 424. The PY 2002 Catalog of Federal Assistance (CFDA) number for the WIA Section 167 Migrant and Seasonal Farmworker Programs is "17-264". It is entered under item 10.
  2. Performance Goals and Strategies for Achieving NFJP Performance:
    Propose your NFJP goals for these indicators:
      Unsubsidized employment at program exit
      and
      Employment at six months after initial entry into unsubsidized employment
    Describe your strategies for achieving your proposed goals. If your goal is below the nationally required goal, explain the factors affecting a lower expectation.
  3. Grant Narrative Statement: Your biennial plan for PYs 2001 and 2002 is approved. Provide a statement that the "Biennial Plan is unchanged for the PY 2002 period, except as modified herein." Provide any modifications, consistent with the requirements of Bulletin No. 2001-04, for parts 5b (concerning "NFJP Biennial Plan") and 5c (concerning "Technology Capacity") and 5d (concerning "Administrative Costs").
    For your reference, a copy of the grant narrative requirements from Bulletin No. 2001-04 is included with the attachments to this Bulletin.)
  4. Program Planning Summary (PPS): Provide a PY 2002 Program Planning Summary, ETA 9094.
  5. Budget Information Summary (BIS): Provide a PY 2002 Budget Information Summary, form ETA 9093. Grantees requesting administrative costs in excess of 15 percent of your PY 2002 allotment are required to complete part 5d of the narrative outline. Carryover Limitation: In Bulletin No. 2001-04, we stated our intention to limit to 20 percent the carryover of PY 2001 funds into PY 2002. Your PY 2002 formula funding will be reduced by the amount of carryover in excess of 20 percent. The resulting funds will be distributed to those grantees that have demonstrated their commitment to efficiently utilize resources made available for seasonal farmworkers. Your estimated carryover funds shall be entered on line item (II, A) of the BIS. You must make a simple analysis of the present status of your PY 2001 carryover by presenting in the "Remarks" section of the BIS, the following details:
    (A) PY 01 Total Available Funds: $

    (B) Calculate 20 percent of line A: $

    (C) PY 01 Estimated Carryover from line IIA: $

    (D) Line B minus line C: $

    The amount of a negative figure on line D is the excess carryover amount that will be deducted from your PY 2002 allotment.
  6. Submission Requirements: Please prepare the PY 2002 Grant Plan as instructed above and submit your plan (no 3-ring binders) as follows:
    1. Number all narrative pages and properly label attachments or enclosures.
    2. Provide four copies, three of which must have original signatures on the SF-424.
    3. Transmit the complete grant package to:
      Alicia Fernandez-Mott, Chief N-4641 Division of Seasonal Farmworker Programs Employment and Training Administration Constitution Ave., NW Washington, D.C. 20210
  7. Your grant package should be received no later than June 24, 2002. As a biohazard safeguard, all US Mail addressed to US government offices in the District of Columbia is routinely irradiated at one of several remote facilities. To allow sufficient time for this process, please also FAX (202-693-3945) a copy to us when relying on the US Postal Service.
ENSLOSURES: PY 2001-02 Biennial Plan Narrative Requirements PY 2002 national allocations PY 2002 CA sub-state allocations
PY 2001-2002 NFJP BIENNIAL PLAN NARRATIVE REQUIREMENTS:
  1. NFJP Biennial Plan: To satisfy the NFJP biennial plan requirements, provide a complete statement of how you will conduct each of the following items during the biennial period consisting of PYs 2001 and 2002:
    1. Needs: Describe the employment and job training needs of the farmworker population to be served in PYs 2001 and 2002.
    2. General Service Strategy: Describe the manner in which the proposed services to farmworkers and their families will strengthen their ability to obtain or retain employment or stabilize their agricultural employment.
    3. Core Services: Describe your activities as a required One-Stop partner in the state for delivery of core services, including a general description of your participation with local WIBs and with the state WIB. If you have no state WIB activity, please describe your efforts seeking participation and state Board membership.
    4. MOU Status: Identify each of the successfully negotiated and working Memorandum of Understanding (MOU) arrangements and describe the level of participation of your NFJP in those One-Stop systems.
    5. MOU Action Plans: If there are any instances of local WIBs where you have been unable to reach agreement on a negotiated MOU with the local WIB, identify each one and briefly describe your efforts, including the results of your efforts, to reach an agreement with the WIB.
    6. Outreach to Migrant Farmworkers: Describe your strategy for conducting outreach and recruitment to migrant farmworkers. (The description must identify the specific kinds of places where outreach/recruitment will occur.
    7. Outreach to Seasonal Farmworkers: Describe your strategy for conducting outreach and recruitment to seasonal (non-migratory) farmworkers. (The description must identify the specific kinds of places where outreach/recruitment will occur.)
    8. Intensive Services: Describe your strategy for providing Intensive Services under your NFJP, as authorized by 20 CFR 669.370. The description must discuss your program's:
      1. Provision for providing Individual Employment Plans that are described at 20 CFR 669.400.
      2. Case Management System completely and in detail. Be sure to address the following three points:
        1. describe how your organization incorporates Case Management concepts to provide an individualized operating system for the delivery of client services.
        2. describe how you plan to make use of objective assessments as described at 20 CFR 669.380. (The delivery of intensive and training services should flow from the objective assessment process.)
        3. describe how your organization builds its capacity for responding appropriately to individual's needs that are identified by the objective assessment. (This may include how your program will develop and provide its intensive services, such as the ones identified in WIA Section 134(d)((3)(C) and 20CFR669.370, which specifically includes drop-out prevention, allowance payments and work experience.)
        Your description should show that your case management system ensures a client-centered approach in the delivery of services that is designed to prepare and coordinate comprehensive employment plans for participants that ensures access to necessary workforce investment activities and supportive services, using where feasible, computer-based technologies. (See WIA §101(5).)
      3. Use of optional work experience activities: Keeping in mind that work experience activities are WIA Intensive Services, provide a complete description and justification for any planned work experience activity that will be unpaid or that will use the for-profit sector to host the work experience participants. (To be allowed, Work Experience activities incorporating these concepts must be described in your approved grant plan. See 20 CFR 669.370 (b)(i) and (b)(ii)(B)).
      4. Provisions for providing any of the other Intensive Services that you intend to provide and that you did not describe in your responses to (a)-(c), such as provision for allowance payments.
    9. Training Services: Describe your strategy for providing training services under your NFJP. The strategy must show how it complies with the WIA requirement to provide at least one intensive service before providing a training service to a participant. (Be sure to discuss fully your plans for On-the-Job Training, Classroom Training activities and allowance payments you will offer.)
    10. Related Assistance Services: Describe your strategy for providing related assistance services under your NFJP. Provide separate descriptions for those farmworkers for whom you will provide only Related Assistance Services.
    11. Flow Chart: Provide a flow chart that tracks how you provide for the movement of your customers through your delivery system under the NFJP grant. The chart must show how your customers access the local One-stop systems in the state and it must show the role case management plays.
    12. Technology Capacity: Grantees are required to provide personal computers and Internet access for all "customer service staff" as defined at the end of this section "c". Describe the current level of PC and Internet access available to the customer service staff. Identify where there are customer service staff members who do not have PC

      and Internet access. For all such staff, describe a strategy for implementing both of these resources and the expected date for full implementation. For this purpose, "customer service staff" are those personnel who have or make the contacts with your farmworker customers for purposes of outreach, recruitment, objective assessment, testing, counseling, individual employment planning, job training planning, placement and follow-up.