SCSEP Entered Employment Rate (EER)

April 5, 2016 Webinar Senior Service America, Inc.

Entered Employment Rate 

Presented By: 



Janet Ray

Joshua Wadsworth 

Postell Carter



Rian Howard

Today We’ll Discuss 

Entered Employment Rate definition (EER)



Examples how to calculate EER



Follow up for Entered Employment



Exclusions



Keys to Success for EER

Two Measures of Placements 

SCSEP Sponsor Agreement contains two performance measures related to Unsubsidized Employment 

Unsubsidized Placement Goal



Entry Into Unsubsidized Employment

Two Measures of Placements



Placement goal (UE) is based on a percentage of the number of slots

♦Entered Employment goal is based on a percentage of the number of total exits

Why Entered Employment is Important 





Subgrantees have improved on the UE goal. Performance on the Entered Employment Measure has not improved. SSAI continues to lag behind other National Grantees on Entered Employment

Understanding Entered Employment Rate (EER)

“Placement” 



A “placement” or “UE” alone does not automatically result in entered employment The “placement” does not count toward Entered Employment unless the individual is employed during the first quarter after the exit quarter

Definition of Entered Employment 



Any participant who has exited from SCSEP, who receives wages for any amount of unsubsidized work during the 1st quarter after their exit quarter Any income greater than zero will count for Entered Employment

Entered Employment Rate (EER) Basics 





Each calendar quarter we exit participants – UE, Voluntary, For-Cause etc. We follow-up in the quarter after exit to see if these participants “Entered Employment” (Follow-Up 1) Our performance is measured for the overall Program Year (Participants who Enter Employment July – June)

Entered Employment Rate Definition The number of participants who are employed in the first quarter after the exit quarter Divided by The number of participants who exited during the quarter minus exclusions

Entered Employment Rate (EER) is a Simple Formula

Number employed 1st qtr after exit qtr (Numerator) Number of exits minus the Number of Exclusions (Denominator)

Think Calendar Quarters If the participant exited during this quarter: April 1st – June 30th

EER tracks if they worked (any amount) at any time during this quarter: July 1st – Sept 30th

July 1st – Sept 30th

Oct 1st – Dec 31st

Oct 1st – Dec 31st

Jan 1st – March 31st

Jan 1st – March 31st

April 1st – June 30th

Things to Consider 

Quality of the placement



Impact on other Common Measures





Retention (2nd and 3rd quarter after exit)



Earnings

Retention at 1 year indicator (4th quarter after exit)

Did the participant work and earn any wages during the 1st quarter after their exit quarter? 

Yes (working) =



No (not working) =

Decreases EER



Exclusions =

Increases EER

Increases EER

Entered Employment Rate Definition The number of participants who are employed in the first quarter after the exit quarter divided by

The number of exits minus the number of exclusions

Exclusions Participants who exit for certain reasons are excluded from the formulas used to determine for the performance measures

Exclusions 





EER is effect by unsubsidized exits (in the numerator) and by total number and type of exits (in the denominator) Certain exits are excluded from the Performance Measures Exclusions increase the Entered Employment Rate

Exclusions are Important 



SSAI remains well below the average of National Grantees in EER SSAI has the lowest percentage of excluded exits of any National Grantee even though our total number of unsubsidized exits is similar to AARP (our numerators are the same); it is our denominators that are different.

PY2014 from QPR 

SSAI UE (numerator)

= 1142 UE



EW “ “ (numerator)

= 1387 UE



AARP “ “ (numerator)

=1483 UE

Exclusions are Important 



Continuing to get your UE AND Documenting Excluded Exits is Critical to improving EER Exclusions Can be documented at exit or during follow-up

Exclusions include: 1.

Health or medical reasons

2.

Family has health or medical reasons

3.

Institutionalized, or

4.

Deceased 

Over income is not an exclusion



Voluntary exits are not exclusions

Exclusions 1.) Health or medical reasons 

Participant’s health prevents them from working 

 

Expected to last for at least 90 days

Approved breaks for health beyond policy Probe for more information when a participant wants to ‘resign’ or exit ‘voluntarily’

What If…. 

What if a participant exits for health, but you later find out they are working? 

Could qualify for Entered Employment if the employment occurred within the first 90 days after the participant’s exit. If so,  Change

exit reason in file and SPARQ  Capture EER

Exclusions 2.) Family has health or medical reasons 

Participant is caregiver for an ill family member 

Expected to last for at least 90 days

3.) Institutionalized 

Nursing home, jail, mental health or substance abuse facility 

Expected to remain for at least 90 days

Exclusions 4.) Deceased 

Participant dies while on the program or during the follow-up period Check obituaries  Emergency contacts 

Exclusions 

 



Excluded exits are removed from the denominator of the EER calculation Exclusions are listed on the Exit Forms Documented through self-attest or 3rd party self-attest (forms on SSAI Partner’s Page) Check Data Validation Handbook for required documentation

Documenting Exclusions Is Easy 







One Self Attest Form for 3 of the Excluded Exit Types 3 separate self attest forms for the 3 Excluded Exit Types Third Party Attest Form for all 4 Excluded Exit Types Check Data Validation Handbook for required documentation

What If…. 

What if a participant is on LWOP for Health, Family Care or Institutionalized and was unable to return by the agreed upon time and was exited for cause? 

Could qualify for an Exclusion rather than an exit for cause  If

sufficient documentation was obtained Change exit reason in file and SPARQ  If insufficient documentation at the time of LWOP or exit, can still document Exclusion After exit

Let’s Take Some Questions/Comments

Raise Your Hand to Confer by Phone or Send Us a Note

Entered Employment Rate (EER) Examples

Entered Employment Rate (EER) Example Of the participants who exit from April 1st – June 30th :

Employed July 1st – Sept 30th exits April 1st – June 30th

=

1 1

=

100% EER

Entered Employment Rate (EER) Example Of the participants who exit from April 1st – June 30th :

employed July 1 - Sept. 30th exits April 1 - June 30th

=

5 5 = 11 -2 exclusions 9

55.5% EER

SSAI’s Entered Employment Rate Goal for PY2015 is…..

45%

Follow up for EER 

Stay in touch 

Every 30 days to maintain relationship



Early in the quarter



Good case management



Exclusion?



Stress follow-up services 

Supportive Services



Referrals to other agencies for assistance

EER Documentation 

Paycheck stubs



Earning statements



In-person contact



Employer phone verification



Detailed case notes

Keeping Track of Follow-ups and EER 

SPARQ 



Follow up report from SSAI 



Pending Follow-Ups by Quarter Management Report

Available upon request

SSAI Entered Employment Report 

Currently In Development

EER measures if participants worked at any time in the 1st qtr. after their exit quarter.

Program Year July 1st – June 30th April – June

July – Sept.

exit

working exit

Oct. – Dec.

Jan. – Mar.

April – June

working exit

working exit

working

Exits from quarter April - June EER for Q1 (July - Sept) Exit # of QTR Exits April - June

5

# of

NonExclusions Excluded Exits

1

4

1st QTR

After Exit

#

Working

% EER

July – Sept

1

25.0 %

1

25.0%

July – Sept.

Oct - Dec

Oct Dec

Jan-March

JanMarch

April June

Total

5

1

4

Total

Exits from quarter July - Sept EER for Q2 (Oct - Dec) Exit # of QTR Exits

# of

NonExclusions Excluded Exits

1st QTR

After Exit

#

Working

% EER

April - June

5

1

4

July – Sept

1

25.0 %

July – Sept.

6

1

5

Oct - Dec

3

60.0%

4

44.4%

Oct Dec

Jan-March

JanMarch

April June

Total

11

2

9

Total

Exits from quarter Oct - Dec EER for Q3 (Jan - March) Exit # of QTR Exits

# of

NonExclusions Excluded Exits

1st QTR

After Exit

#

Working

% EER

April - June

5

1

4

July – Sept

1

25.0 %

July – Sept.

6

1

5

Oct - Dec

3

60.0%

Oct Dec

11

5

6

Jan-March

6

100%

10

66.7%

April June

JanMarch Total

22

7

15

Total

Exits from quarter Jan – March EER for Q4 (April - June) Exit # of QTR Exits

# of

NonExclusions Excluded Exits

1st QTR

After Exit

#

Working

% EER

April - June

5

1

4

July – Sept

1

25.0 %

July – Sept.

6

1

5

Oct - Dec

3

60.0%

Oct Dec

11

5

6

Jan-March

6

100%

JanMarch

9

0

9

April June

4

44.4%

Total

31

7

24

Total

14

58.3%

What If…..? 

Exited for employment = Yes



Worked in the 1st qtr after exit



Impact on EER?

=

Yes

Increases EER

What If…..? 

Exited for employment = Yes



Worked in the 1st qtr after exit = No



Impact on EER?

Decreases EER

Not Working in 1st qtr. after exit 

Follow-up early in the quarter & frequently



Use the entire quarter to follow up



Case management



Supportive service



Counseling



Additional job referrals



Exclusion?

Unable to Confirm Employment 

Did not work before the end of quarter after exit 





Use the entire quarter before entering follow-up

Failed Entered Employment measures No further follow-ups

What If…..? 

Exited for employment = Yes



Worked in the 1st qtr after exit = No



Had an exclusion



Impact on EER?

= Yes =

Positive

Excluded from EER  Update UE Exit Form  Update SPARQ

Exclusions after Employed? 

If you discover that a participant who exited for employment is no longer working, but now qualifies for one of the exclusions, the participant will then be excluded from the calculation for the relevant performance measures and will not count against your performance.



Update Exit Form



Update SPARQ

What If…..? 

Exited for employment

No



Excluded

No



Worked in the 1st qtr after exit

No



Exclusion in the 1st qtr after exit

No



Impact on EER?

Decreases EER

Exited for Non-employment 

Stay in touch



Find a job on their own?



Case management



Support services



Job referrals



Follow up again



Excluded?

What If…..? 

Exited for employment

No



Excluded

No



Worked in the 1st qtr after exit

Yes



Impact on EER?

 Update UE Exit Form  Update SPARQ

Increases EER

What If…..? 

Exited for employment

No



Excluded

Yes



Worked in the 1st qtr after exit

Yes



Impact on EER?

 Update UE Exit Form  Update SPARQ

Increases EER

Excluded Participant Becomes Employed 

If a participant becomes employed within 90 days of their exit, they did not meet the definition for the exclusion and you can claim the Entered Employment.



Update the Exit Form



Update SPARQ



Conduct the necessary follow-ups.

What If…..? 

Exited for employment

No



Excluded

Yes



Worked in the 1st qtr after exit

No



Impact on EER?

Increases EER

Excluded Participants 



If a participant is excluded at the time of exit and does not gain employment within the first 90 days after exit, no further follow-ups are needed. They are not included in the Common Measures formula.

Other Common Measures 



Only those participants who successfully achieve the Entered Employment will be included in the Retention Rate Performance Measure. Only those participants who successfully achieve the Retention will be included in the Average Earnings Performance Measure.

Participants with multiple employers  



UE Form for each job Only one confirmed job needed for the Entered Employment Rate If the participant worked multiple jobs in Quarters 1, 2 or 3 after exit, retention and earnings follow-ups are required for each job.

Keys to Success 

Good Assessment  



Thorough Initial Assessment Know your participants’ dreams, fears, motivation, learning styles

Good Community Service Assignment 

Match the participant’s current skills with the skills needed for their job goal

Keys to Success (cont.) 



Good Training 

Community Service Assignment



Classroom, workshops, seminars



Job search skills

Good IEP 

Frequent updates

Keys to Success (cont.)  Good

working relationship with American Job Centers (One Stops)  SCSEP

can help WIOA meet their goals

 WIOA

training priorities

 SCSEP

will help fill future labor shortages

Keys to Success (cont.)  Good

working relationship with American Job Centers (One Stops)  Hold

SCSEP training sessions and/or meetings at the AJC

 Have

participants attend AJC training sessions open to all job seekers

Keys to Success (cont.) 

Good working relationship with American Job Centers  

Community Service Assignments at AJC Partner with Vocational Rehabilitation Services, etc.

Keys to Success (cont.) 

Good Case Management



Good Exit Management 



Plan your exits while keeping in mind your UE, PPP spending, Entered Employment and other Common Measure goals

Good Employer/Placement

Keys to Success (cont.) 

Good Follow-up 

Keep frequent contact with exited participants



Use participant staff



Good relationships with employers

Now You Know About… 

Entered Employment Rate definition (EER)



Examples how to calculate EER



Follow up for Entered Employment



Exclusions



Keys to Success

What Actions Do I Take Now? 



Conduct all due and overdue followups Correct data that may increase EER before SPARQ close on 4/13/16 

Any “Other Exits” which should have been Exclusions

Any Final Questions?

Raise Your Hand to Confer by Phone or Send Us a Note

Questions After This Webinar Contact the Front End Support Team and a FES Program Officer will respond:





Email: [email protected]; or



Call: 301-578-8989; or



Open a case via SSAI Connect