On-the-Job Training Resource Guide - Squarespace · PDF fileOn-the-Job Training Resource Guide...

| Resource Guide 1

On-the-Job Training

Resource Guide

A Directory of Resources For States

Local Workforce Systems Other Grantees Sub-recipients

National Emergency Grantees (NEG OJT)*

Current as of June 30, 2011

*For additional information on OJT NEGs, please visit the official Department of Labor On-The-Job Training National Emergency Grants web page.

UNITED STATES DEPARTMENT OF LABOR EMPLOYMENT AND TRAINING ADMINISTRATION

On-the-Job Training

Resource Guide

http://www.doleta.gov/layoff/Job_Training.cfm


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Introduction

Welcome to this resource guide from the Employment and Training Administration to support you in planning and implementing an effective OJT program. Whether you are a National Emergency Grant OJT grantee or a partner or provider in other OJT programs, you’ll find substantial resources, examples, templates, promising practices and lessons learned to ensure your program success. The resources listed in this directory can all be found on the OJT Toolkit online, at http://ojttoolkit.workforce3one.org. This directory has organized resources around six training modules that address the basic components of effective OJT:

Connecting OJT Candidates and Employers

Career Counseling Staff and Business Services Representatives: Working Together

Identifying and Connecting OJT Candidates

Developing the Training Plan

Marketing OJT to Employers

Promoting OJT to Employers Greg Newton, a nationally-recognized workforce development consultant and trainer has helped to put together this series of training modules to offer advice on how you can improve your OJT planning and implementation strategies. The modules are not meant to be used in any particular order. Recorded presentations of all six modules are available in the OJT Toolkit. We strongly encourage you to view the presentations, and consider its recommendations. Then apply the resources listed in this directory, starting with the Associated Resources listed at the start of each chapter. We hope you enjoy the rewards of a successful On the Job Training program.

http://ojttoolkit.workforce3one.org/

https://ojttoolkit.workforce3one.org/view/connecting_ojt_candidates/info

https://ojttoolkit.workforce3one.org/view/career_counseling_staff_bsr/info

https://ojttoolkit.workforce3one.org/view/identifying_connecting_ojt/info

https://ojttoolkit.workforce3one.org/view/developing_training/info

https://ojttoolkit.workforce3one.org/view/marketing_ojt/info

https://ojttoolkit.workforce3one.org/view/promoting_ojt/info

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Table of Contents

MODULE 1: Connecting OJT Candidates and Employers .............................................................................. 8

Orientation to Job Seekers to Promote OJT on Interviews ....................................................................... 9

A Letter to Employers – Job Seekers Selling OJT Benefits to Employers Template B ............................... 9

OJT Providers – Matching Employers to Jobseekers ................................................................................ 9

Transcript for OJT Providers – Matching Employers to Jobseekers .......................................................... 9

Two-page transcript of video testimonial from OJT leaders at the Idaho Department of Labor about the strategies their state and local staff use to effectively match employers and job seekers. .............. 9

State and Local Planning for OJT Outreach ............................................................................................... 9

Use this template for guidance on how to outreach to job seekers and employers about OJT opportunities. ........................................................................................................................................... 9

OJT Benefits Employers – An Introduction to On-the-Job Training .......................................................... 9

OJT Simplified – An Overview of OJT for Employers ................................................................................. 9

OJT FAQs - Answering Employer Questions and Concerns ....................................................................... 9

Turning No into Yes: Preparing Staff for Conversations with Potential Employers Template ............... 10

Job Seeker Letter of Introduction - A Letter to Employers Template A.................................................. 10

A Letter to Employers – Job Seekers Selling OJT Benefits to Employers Template B ............................. 10

MODULE 2: Career Counseling Staff and Business Services Representatives Working Together .............. 11

On-the-Job (OJT) Training Quick Start Action Planner (QSAP) ............................................................... 12

The OJT QSAP is an interactive, self-paced assessment tool designed to assist you in evaluating critical aspects of OJT planning, policy, operations, and oversight at the state and local levels. ...................... 12

Establishing and Strengthening OJT: Workshop Facilitation Guide ........................................................ 12

Materials for a one-day training class are available for state and local workforce agencies and OJT providers. The course provides an interactive, collaborative and hands-on approach to identify your organization’s strengths and possible areas of improvement to establish and strengthen OJT. ........... 12

On-the-Job Training (OJT): Keys to Implementation .............................................................................. 12

OJT Policy and Procedures Manual Template ........................................................................................ 12

BUSINESS SERVICES STAFF TOOLS .......................................................................................................... 12

Employer Pre-Award Review Checklist Template ................................................................................... 12

OJT Training Referral Form Sample ........................................................................................................ 12

mySkills myFuture ................................................................................................................................... 13

Webinar related to mySkills myFuture ................................................................................................... 13

CareerOneStop Job Description Writer .................................................................................................. 13

O*NET Testing and Assessment Guides .................................................................................................. 13

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CareerOneStop Assessment Tools .......................................................................................................... 13

RESOURCES: ASSESSMENT AND SKILLS GAPS ......................................................................................... 13

Occupational Support Information ......................................................................................................... 13

CareerOneStop Skills Profiler .................................................................................................................. 13

STAFF ROLES and RESPONSIBILITIES ....................................................................................................... 14

Measuring Skills Gaps and Determining Training Reimbursements ....................................................... 14

Establishing and Strengthening On-the-Job Training (OJT) PowerPoint Presentation ........................... 14

Establishing and Strengthening OJT Workshop Facilitation Guide ......................................................... 14

OJT Providers – Matching Employers to Jobseekers .............................................................................. 14

CONTRACTS AND MODIFICATIONS TEMPLATES ..................................................................................... 14


OJT Company Contract Template ........................................................................................................... 14

Basic OJT Contract Template .................................................................................................................. 14

OJT Contract with Training Plan Template ............................................................................................. 15

Contract Modification Template ............................................................................................................. 15

Trainee Referral Template ...................................................................................................................... 15

STATE AND LOCAL OJT SAMPLES ............................................................................................................ 15

Broome-Tioga Employment Center Program Evaluation Checklist Sample ........................................... 15

Northeast Missouri - OJT Employer Orientation..................................................................................... 15

Portland (Oregon) Metro Worksource OJT Employer Checklist Sample ................................................ 15

Idaho Contract and Provisions Sample ................................................................................................... 15

Missouri Department of Economic Development OJT Program Contract Sample ................................. 15

Yakima County (Washington) OJT Agreement Sample ........................................................................... 15

STATE AND LOCAL OJT SAMPLES ............................................................................................................ 16

New York State Workforce Development System Technical Advisory: Individual Employment Plans/Training Plans for WIA Participants in Training Sample ................................................................ 16

Broome-Tioga (New York) Employment Center Training Outline Sample .............................................. 16

Portland Metro Worksource OJT Training Plan Sample ......................................................................... 16

Portland Metro Worksource Exception Request Sample ....................................................................... 16

MONITORING TOOL TEMPLATES ............................................................................................................ 16

State OJT Monitoring Guide Template ................................................................................................... 16

OJT Federal Requirements Under WIA ................................................................................................... 16

Local Area Monitoring Guide Template .................................................................................................. 16

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State (New York) Guidance to Local Areas for Monitoring Subrecipients Sample ................................. 16

Local (Broome-Tioga, New York) OJT Mid-Point Monitoring Report Sample ......................................... 17

Local Area (Alameda County, California) OJT Monitoring Report Sample .............................................. 17

Local Area (Fox Valley, Wisconsin) OJT Monitoring Guide Sample ........................................................ 17

MODULE 3: Identifying and Connecting Candidates .................................................................................. 18

Orientation to Job Seekers to Promote OJT on Interviews ..................................................................... 18

Careers in the Growing Healthcare Industry – Helping Job Seekers Find a Bright Career ..................... 18

Using Social Media in the Public Workforce System .............................................................................. 18

State and Local Planning for OJT Outreach ............................................................................................. 18

Build Your Career in Construction! – A Gray-Scale Brochure for Job Seekers ........................................ 19

Build Your Career in Construction! – A Color Brochure for Job Seekers ................................................ 19

ARRA On-the-Job Training (OJT) National Emergency Grant (NEG) Requirement ................................. 19

MODULE 4: Developing the Training Plan .................................................................................................. 20




CareerOneStop Job Description Writer .................................................................................................. 21

Task Oriented Training Plan for OJT NEG ................................................................................................ 21

OJT Training Referral Template .............................................................................................................. 21

OJT Training Plan Development and Implementation: Challenges and Solutions.................................. 21

ASSESSING SKILLS AND GAPS .................................................................................................................. 22



Occupational Support Information ......................................................................................................... 22

O*NET OnLine ......................................................................................................................................... 22

O*NET Testing and Assessment Guides .................................................................................................. 22

CareerOneStop Assessment Tools .......................................................................................................... 22

CareerOneStop Skills Profiler .................................................................................................................. 22


Establishing and Strengthening On-the-Job Training (OJT) PowerPoint Presentation ........................... 22

Establishing and Strengthening OJT Workshop Facilitation Guide ......................................................... 22

On-the-Job Training (OJT): Keys to Implementation .............................................................................. 23

OJT Training Referral Form Sample ........................................................................................................ 23

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TRAINING PLANS ..................................................................................................................................... 23



Training Plan Template ........................................................................................................................... 23

Training Plan Modification Template ...................................................................................................... 23

OJT Contract with Training Plan Template ............................................................................................. 24


New York State Workforce Development System Technical Advisory: Individual Employment Plans/Training Plans for WIA Participants in Training Sample ................................................................ 24

Portland Metro Worksource OJT Training Plan Sample ......................................................................... 24

Portland Metro Worksource Exception Request Sample ....................................................................... 24

MODULE 5: Marketing OJT to Employers ................................................................................................... 25

Streamlining of OJT and Overview of Business Services ......................................................................... 26

Innovative Partnerships .......................................................................................................................... 26

Using Social Media in the Public Workforce System .............................................................................. 26

Broome-Tioga Workforce New York OJT Employer Flier ........................................................................ 26

State and Local Planning for OJT Outreach ............................................................................................. 26

OUTREACH SAMPLES .............................................................................................................................. 26

Investment to Train – You Hire, You Train, We Pay ................................................................................ 26

Investment to Train – Money in Your Pocket ......................................................................................... 26

Hiring in Healthcare? Consider OJT! ....................................................................................................... 27

Hiring? Affordable Training for New Employees .................................................................................... 27

OJT Presentation to the Workforce System – Missouri .......................................................................... 27

OJT Brochure Alaska Highway Construction Project .............................................................................. 27

Broome-Tioga Workforce New York OJT Brochure ................................................................................ 27


CareerWorks (Massachusetts) Training Opportunity ............................................................................. 27

OJT Presentation Worksystems (Oregon) ............................................................................................... 27

CT Works-East OJT Brochure................................................................................................................... 27

Mississippi Department of Transportation Alternate OJT ...................................................................... 27

OJT Orientation with a Vocational Rehabilitation Focus – Indiana ........................................................ 27

Passaic County (New Jersey) Employer OJT Brochure ............................................................................ 27

Valley Works (Massachusetts) OJT Business Brochure ........................................................................... 28

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Washington Division of Rehabilitation OJT Brochure ............................................................................. 28

MODULE 6: Promoting OJT to Employers ................................................................................................... 29

OJT FAQs - Answering Employer Questions and Concerns ..................................................................... 29

Turning No into Yes: Preparing Staff for Conversations with Potential Employers Template ............... 29

Earn as They Learn – Get Paid to Train Employees ................................................................................. 29

TEMPLATES ............................................................................................................................................. 30

A Letter to Employers – Job Seekers Selling OJT Benefits to Employers Template B ............................. 30

OUTREACH SAMPLES .............................................................................................................................. 30

Investment to Train – You Hire, You Train, We Pay ................................................................................ 30

Investment to Train – Money in Your Pocket ......................................................................................... 30

Hiring in Healthcare? Consider OJT! ....................................................................................................... 30

Hiring? Affordable Training for New Employees .................................................................................... 30

OJT Presentation to the Workforce System – Missouri .......................................................................... 30

OJT Brochure Alaska Highway Construction Project .............................................................................. 30

Broome-Tioga Workforce New York OJT Brochure ................................................................................ 30


CareerWorks (Massachusetts) Training Opportunity ............................................................................. 30

OJT Presentation Worksystems (Oregon) ............................................................................................... 31

CT Works-East OJT Brochure................................................................................................................... 31

Mississippi Department of Transportation Alternate OJT ...................................................................... 31

OJT Orientation with a Vocational Rehabilitation Focus – Indiana ........................................................ 31

Passaic County (New Jersey) Employer OJT Brochure ............................................................................ 31

Valley Works (Massachusetts) OJT Business Brochure ........................................................................... 31

Washington Division of Rehabilitation OJT Brochure ............................................................................. 31

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Survey of Technical Assistance Materials

MODULE 1: Connecting OJT Candidates and Employers

UNITED STATES DEPARTMENT OF LABOR

EMPLOYMENT AND TRAINING ADMINISTRATION On-the-Job Training Technical Assistance

Connecting On-the-Job Training

(OJT) Candidates and Employers

Greg Newton

Greg Newton Associates

1

This module describes the two essential ways to work the labor market: talent to jobs and jobs to talent. It explains the key economic factors affecting your OJT strategies and suggests four primary connection strategies:

Promote candidates / job develop Promote OJT / refer candidates Teach job seekers to promote OJT Promote OJT thru employer referrals

https://ojttoolkit.workforce3one.org/view/connecting_ojt_candidates/info

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Associated Resources:

Orientation to Job Seekers to Promote OJT on Interviews

This is a PowerPoint created by Broome-Tioga Workforce NY that is used at Orientation for Job Seekers so that they can learn about OJT and promote the program to employers during their job interviews.

A Letter to Employers – Job Seekers Selling OJT Benefits to Employers Template B

Put your job seekers to work by giving them this job seeker’s letter to share with employers. Employers learn the benefits of OJT opportunities while meeting the job seeker whose eligibility for OJT is already established.

OJT Providers – Matching Employers to Jobseekers

Testimonial from Jesse Aronson, Sr. Project Manager from WorkSystems Inc. and Roy Valdez, Deputy Director, Idaho Department of Labor about how state and local staff effectively matches employers and job seekers.

Other resources:

Transcript for OJT Providers – Matching Employers to Jobseekers

Two-page transcript of video testimonial from OJT leaders at the Idaho Department of Labor about the strategies their state and local staff use to effectively match employers and job seekers.

State and Local Planning for OJT Outreach

Use this template for guidance on how to outreach to job seekers and employers about OJT opportunities.

OJT Benefits Employers – An Introduction to On-the-Job Training

Already in presentation slide format, this template is ready for you to use to highlight the benefits of OJT for potential employer groups.

OJT Simplified – An Overview of OJT for Employers

Customize this simple, customizable template (one-pager) to describe OJT for employers.

OJT FAQs - Answering Employer Questions and Concerns

Train your staff to anticipate Employer Frequently Asked Questions (FAQs) about OJT, or adapt this two-page FAQ template to share with employers.

https://ojttoolkit.workforce3one.org/view/2001115282554869460/info

http://ojttoolkit.workforce3one.org/view/2001016568252494426/info







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Turning No into Yes: Preparing Staff for Conversations with Potential Employers Template

Adapt this one-page template to help staff prepare for conversations with potential employers about OJT.

Job Seeker Letter of Introduction - A Letter to Employers Template A

Customize this one-page letter to give job seekers. It lists benefits to the employer and describes OJT opportunities, while introducing the job seeker and his/her eligibility for OJT.


Put your job seekers to work by giving them this job seeker’s letter to share with employers. Employers learn the benefits of OJT opportunities while meeting the job seeker whose eligibility for OJT is already established.




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MODULE 2: Career Counseling Staff and Business Services Representatives Working Together



Career Counseling Staff and

Business Services Representatives:

Working Together

Greg Newton


1

This module describes the critical elements of the OJT process and how the career counseling staff and the business services staff work together to make the OJT connection. It explains the importance of the sequence in the development of the OJT training plan and contracting processes and suggests how staff roles may be defined.



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On-the-Job (OJT) Training Quick Start Action Planner (QSAP)

The OJT QSAP is an interactive, self-paced assessment tool designed to assist you in evaluating critical aspects of OJT planning, policy, operations, and oversight at the state and local levels. Establishing and Strengthening OJT: Workshop Facilitation Guide

Materials for a one-day training class are available for state and local workforce agencies and OJT providers. The course provides an interactive, collaborative and hands-on approach to identify your organization’s strengths and possible areas of improvement to establish and strengthen OJT.

On-the-Job Training (OJT): Keys to Implementation

View this one-hour online training tutorial for an overview of OJT and gain valuable guidance for outreach, implementing, and monitoring of OJT. Completing this tutorial will help you: Articulate the benefits of OJT for employers, job seekers, and OJT providers; Conduct effective outreach strategies; Assess potential OJT employers and trainees, and match them appropriately; Develop comprehensive OJT contracts and related documents for employers; Develop and implement thorough training plans; Effectively oversee and monitor OJT; and Identify tools and resources that will help you determine your OJT readiness and will provide guidance to implement new or strengthen existing OJT.

OJT Policy and Procedures Manual Template

Review minimum standards and suggestions for operating a federally funded OJT and to encourage OJT providers to develop consistent protocol and processes across workforce areas for outreach and building effective OJT training options.

Other resources:

BUSINESS SERVICES STAFF TOOLS:

Employer Pre-Award Review Checklist Template

The first step to build an OJT opportunity with an employer! Use this checklist to interview the company for minimum eligibility requirements.

OJT Training Referral Form Sample

Created and used by Broome-Tioga Workforce New York, this form shows one way to manage employer referrals within the staff. The Business Services Representative completes the information on the form and then sends it to the appropriate counselor or counselor's supervisor. The form can then be used by the counselor when meeting with a prospective trainee for assessment.

https://qsap.workforce3one.org/ojt/






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CAREER COUNSELING STAFF TOOLS:

mySkills myFuture

mySkills myFuture helps laid-off workers and other career changers find new occupations to explore. Users can identify occupations that require skills and knowledge similar to their current or previous job, learn more about these suggested matches, locate local training programs, and/or apply for jobs.

Webinar related to mySkills myFuture

O*NET OnLine

Access comprehensive information about occupations and their skill requirements.

CareerOneStop Job Description Writer

Build the basis of a job description that can be modified to the specific skills, tasks, and tools necessary for the OJT employer.

O*NET Testing and Assessment Guides

Employers and workforce professionals will want to refer to these good practices when using assessments for OJT trainees. O*NET also has Career Exploration Tools to assist with making career decisions.

CareerOneStop Assessment Tools

Share these tools with your employers and workforce colleagues who evaluate and use assessments for OJT trainees.

RESOURCES: ASSESSMENT AND SKILLS GAPS

Occupational Support Information

Learn about CareerOneStop and O*NET tools that can assist with the development of the job description, skills gap, and/or training outline.

CareerOneStop Skills Profiler

Individuals can identify occupations that use their current skills, as well as skill gaps they may need to fill.

http://www.myskillsmyfuture.org/

https://www.workforce3one.org/view/3001103836617055113

http://online.onetcenter.org/



http://www.careerinfonet.org/jobwriter/default.aspx


http://www.onetcenter.org/guides.html

http://www.careeronestop.org/Audience/Professionals/CCA/Assessments.aspx



http://www.careerinfonet.org/skills/default.aspx?nodeid=20


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STAFF ROLES and RESPONSIBILITIES

Measuring Skills Gaps and Determining Training Reimbursements

ETA and Tulare County California teamed up to offer this PowerPoint on skills assessment and documentation, the role of the Job Developer in OJT contracting and the development of the training plan.

Establishing and Strengthening On-the-Job Training (OJT) PowerPoint Presentation

Learn what it takes to make OJTs work, through this PowerPoint Presentation with accompanying speaker notes. Approximately an hour in duration, this tool can be presented with or without links to video testimonials from employers, trainees, and staff implementing OJT. An audience will get an overview of OJT and learn step-by-step approaches how, to: Get organized; Conduct outreach and match employers and job seekers; and Write OJT contracts with appropriate OJT training plans.

Establishing and Strengthening OJT Workshop Facilitation Guide

Materials for a one-day training class are available for state and local workforce agencies and OJT providers. The course provides an interactive, collaborative and hands-on approach to identify your organization’s strengths and possible areas of improvement to establish and strengthen OJT. Participants will leave the class with a customized OJT action plan that utilizes a variety of resources in the OJT Toolkit. The following are the expected outcomes for a participant who attends this course: Understand the importance of OJT as one strategy for getting job seekers back to work; Complete the QSAP sections that are applicable to front-line staff; Learn the key elements of OJT that are applicable to front-line staff; Learn where to find/download the resources in the OJT Toolkit; Discuss in a collaborative small group format the OJT processes and best practices happening in their workforce area; and Develop an action plan for next steps to strengthen or implement OJT in their local area.

OJT Providers – Matching Employers to Jobseekers

Testimonial from Jesse Aronson, Sr. Project Manager from WorkSystems Inc. and Roy Valdez, Deputy Director, Idaho Department of Labor about how state and local staff effectively matches employers and job seekers.

CONTRACTS AND MODIFICATIONS TEMPLATES


This is the first step to build an OJT opportunity with an employer. Use this checklist to interview the company for minimum eligibility requirements.

OJT Company Contract Template

Consider this contract template for use when setting up an employer to provide OJT opportunities for multiple OJT trainees. Specific trainee information may be provided through a Trainee Referral and/or a Training Plan.

Basic OJT Contract Template

This contract may be used as a basic contract to identify an OJT occupation and contract for a specific trainee.

http://www.doleta.gov/layoff/pdf/file-6.pdf







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OJT Contract with Training Plan Template

You may wish to include the trainee information and Training Plan in one document to simplify the paperwork. If this is your goal, then you may begin with this template.

Contract Modification Template

A modification may be necessary if any changes are needed for a particular trainee and the modification to a contract must be presented in writing.

Trainee Referral Template

Try out this template referral to match a trainee with an employer. If you have a contract with the employer to provide OJT to multiple trainees, then you may use this document to refer specific trainees to the employer.

STATE AND LOCAL OJT SAMPLES

Broome-Tioga Employment Center Program Evaluation Checklist Sample

This sample contract from Broome-Tioga (New York) includes many of the contract documents. The Program Evaluation Checklist (page 7) may help you to determine if the company meets the federal requirements and if it is a good placement for an OJT.

Northeast Missouri - OJT Employer Orientation

Consider creating an orientation for OJT employers, like this sample of an employer overview and responsibilities, with checklist, created by Northeast Missouri.

Portland (Oregon) Metro Worksource OJT Employer Checklist Sample

Portland (Oregon) Metro Worksource uses this document to pre-screen a business to ensure the employer meets the requirements of an OJT employer. The first portion of this document is informational to allow the OJT provider to get to know the business. The second page inquires about the federal assurances.

Idaho Contract and Provisions Sample

Need an example of a basic OJT contract? Try this sample contract from Idaho. It includes information and questions that are specific to WIA and TAA OJT funds.

Missouri Department of Economic Development OJT Program Contract Sample

The Missouri Department of Economic Development allows the employer to agree to more than one trainee for a limited time, as indicated in this sample contract. The individual training plans are provided separately for an OJT with the contracted employer.

Yakima County (Washington) OJT Agreement Sample

For a sample of a standard OJT contract without an embedded Training Plan, see this sample contract from Yakima County (Washington). It contains basic employer, OJT provider, and trainee information. A training plan must accompany this OJT in a separate document.












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STATE AND LOCAL OJT SAMPLES

New York State Workforce Development System Technical Advisory: Individual Employment Plans/Training Plans for WIA Participants in Training Sample

New York State workforce development system provides a guide for a local area to develop a training plan. A sample training plan is also included with the advisory.

Broome-Tioga (New York) Employment Center Training Outline Sample

This Broome-Tioga (New York) Employment Center sample contract includes many of the contract documents. The Training Outline (page 3) categorizes each of the key elements necessary for an OJT.

Portland Metro Worksource OJT Training Plan Sample

Get key elements of developing a training plan, from this brief sample training plan from Portland Metro Worksource .

Portland Metro Worksource Exception Request Sample

If any part of the OJT is unable to meet the standards for your local area, you may need to provide an exception request at the start of this OJT process. Consider adapting this sample training plan exception request from Portland Metro Worksource.

MONITORING TOOL TEMPLATES AND SAMPLES

State OJT Monitoring Guide Template

Extensive guidance for state staff monitoring local workforce area OJTs, this template includes the purpose, scope and methodology used, along with OJT monitoring forms for desk and on-site reviews. It may be downloaded and customized by state workforce agencies. The review forms also provide a good tool for use by local workforce areas as a guide for self-assessment of their OJT operations.

OJT Federal Requirements Under WIA

Share this tool with your WIA OJT administrators and monitoring staff to use as guidance when implementing or reviewing OJT as a training option. Administrators should assure that policies and procedures are in place to ensure compliance with these requirements.

Local Area Monitoring Guide Template

This template provides a monitoring guide for review and documentation of OJT contract activity, and includes forms for interviews with the employer and the trainee, as well as a form for verification of employer record keeping. It can be downloaded and customized by local workforce agencies.

State (New York) Guidance to Local Areas for Monitoring Subrecipients Sample

New York State provided extensive, detailed guidance to local areas for their monitoring of subrecipients. From the New York State Department of Labor, Workforce Development and Training Division, it includes guidance for program, fiscal, and performance monitoring of WIA programs, including OJT, together with related tools and forms.
















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Local (Broome-Tioga, New York) OJT Mid-Point Monitoring Report Sample

This sample is a form used by one local workforce area (Broome-Tioga, New York Workforce Development Center) to document trainee progress at the mid-point of an OJT contract. It is available here in Microsoft Word format.

Local Area (Alameda County, California) OJT Monitoring Report Sample

Eastbay Works in Alameda County, California uses this protected, tab fill-able report to capture a variety of data on OJT contract activity and records.

Local Area (Fox Valley, Wisconsin) OJT Monitoring Guide Sample

Fox Valley, Wisconsin prefers this sample form to monitor and document progress through interviews with the OJT trainee and the trainee’s supervisor.

Missouri OJT Report of Monitoring Visit Sample

Missouri Department of Economic Development, Division of Workforce Development, uses this sample template to record an on-site monitoring visit and the resulting facts and findings. Users can tab through the form to enter data, which can be saved to the file.





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MODULE 3: Identifying and Connecting Candidates



Identifying and Connecting

OJT Candidates

Greg Newton


1

This module focuses on identifying eligible OJT candidates including those who have experienced prolonged unemployment. It contains tips on promoting OJT to the job seeker and introduces a process, “the five P’s,” to help connect candidates to OJT opportunities.


Orientation to Job Seekers to Promote OJT on Interviews

This is a PowerPoint created by Broome-Tioga Workforce NY that is used at Orientation for Job Seekers so that they can learn about OJT and promote the program to employers during their job interviews.

Careers in the Growing Healthcare Industry – Helping Job Seekers Find a Bright Career

Use this flyer template to outreach OJT opportunities for job seekers in the growing healthcare industry.

Using Social Media in the Public Workforce System

Social media is changing the world. This Webinar presents how NOVA Workforce Investment Board is using social media to transform the job search experience. Social media can also be used for outreach to job seekers experiencing prolonged unemployment.


Get guidance on how to outreach to job seekers and employers about OJT opportunities.

https://ojttoolkit.workforce3one.org/view/identifying_connecting_ojt/info



https://www.workforce3one.org/view/5001025946153190661/info


| Resource Guide 19

Other resources:

Build Your Career in Construction! – A Gray-Scale Brochure for Job Seekers

Communicate construction OJT opportunities to job seekers with this gray, tri-fold brochure template.

Build Your Career in Construction! – A Color Brochure for Job Seekers

Communicate construction OJT opportunities to job seekers with this colorful, tri-fold brochure template.

ARRA On-the-Job Training (OJT) National Emergency Grant (NEG) Requirement

Review the unique essentials of OJT NEG grant programs including Participants’ basic eligibility and areas of special attention, Employer eligibility restrictions, Wage Cap and Reimbursement Rates, Duration of OJT, Collaboration with Community Based Organizations, Credential Requirement, and a link to the Department of Labor On-The-Job Training National Emergency Grants web page.



https://ojttoolkit.workforce3one.org/page/ojt_neg


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MODULE 4: Developing the Training Plan



Developing the Training Plan

Greg Newton


1

This module explores the process leading to the training plan including assessment of skills, the determination of skills gaps, and the duration of training. It also introduces the sequence of OJT activities and where the training plan fits in.

https://ojttoolkit.workforce3one.org/view/developing_training/info

| Resource Guide 21




mySkills myFuture



CareerOneStop Job Description Writer

Build the basis of a job description that can be modified to the specific skills, tasks, and tools necessary for the OJT employer.

Task Oriented Training Plan for OJT NEG

This spreadsheet tool is created by the WIB of Tulare County, CA in Visalia. They use it to measure the progress of a trainee during the course of the NEG OJT Training Plan.

Other resources:

OJT Training Referral Template

Designed for Business Services Representatives to complete as a part of learning of an employer and/or trainee referral, the template helps to track and manage the employer referrals and possible OJT trainees. Once completed, it can be sent to the Counselor or Counselor's Supervisor to help create an OJT opportunity.

OJT Training Plan Development and Implementation: Challenges and Solutions

Recognizing that certain aspects of conducting training on-the-job may pose challenges or drawbacks, we have developed this OJT Training Plan Development and Implementation: Challenges and Solutions document. It includes a list of potential challenges, along with suggested solutions to increase OJT success.









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ASSESSING SKILLS AND GAPS

mySkills myFuture



Occupational Support Information

CareerOneStop and O*NET tools can assist with the development of the job description, skills gap, and/or training outline.

O*NET OnLine

Get comprehensive information about occupations and their skill requirements.

O*NET Testing and Assessment Guides

Share these guides to good practices with employers and workforce professionals when using assessments for OJT trainees. O*NET also has Career Exploration Tools to assist with making career decisions.

CareerOneStop Assessment Tools

Employers and workforce professionals can use these resources to evaluate and use assessments for OJT trainees.

CareerOneStop Skills Profiler

Help individuals identify occupations that use their current skills, as well as skill gaps they may need to fill.


Take the first step to build an OJT opportunity with an employer. Use this checklist to interview the company for minimum eligibility requirements.

Establishing and Strengthening On-the-Job Training (OJT) PowerPoint Presentation

This PowerPoint Presentation with accompanying speaker notes provides an overview of what it takes to make OJTs work. Approximately an hour in duration, this tool can be presented with or without links to video testimonials from employers, trainees, and staff implementing OJT. An audience will get an overview of OJT and learn step-by-step approaches how, to: Get organized; Conduct outreach and match employers and job seekers; and Write OJT contracts with appropriate OJT training plans.

Establishing and Strengthening OJT Workshop Facilitation Guide

Materials for a one-day training class are available for state and local workforce agencies and OJT providers. The course provides an interactive, collaborative and hands-on approach to identify your







http://www.onetcenter.org/guides.html








| Resource Guide 23

organization’s strengths and possible areas of improvement to establish and strengthen OJT. Participants will leave the class with a customized OJT action plan that utilizes a variety of resources in the OJT Toolkit. The following are the expected outcomes for a participant who attends this course: Understand the importance of OJT as one strategy for getting job seekers back to work; Complete the QSAP sections that are applicable to front-line staff; Learn the key elements of OJT that are applicable to front-line staff; Learn where to find/download the resources in the OJT Toolkit; Discuss in a collaborative small group format the OJT processes and best practices happening in their workforce area; and Develop an action plan for next steps to strengthen or implement OJT in their local area.

On-the-Job Training (OJT): Keys to Implementation

This one-hour online training tutorial provides an overview of OJT and offers valuable guidance for outreach, implementing, and monitoring of OJT. Completing this tutorial will help you: Articulate the benefits of OJT for employers, job seekers, and OJT providers; Conduct effective outreach strategies; Assess potential OJT employers and trainees, and match them appropriately; Develop comprehensive OJT contracts and related documents for employers; Develop and implement thorough training plans; Effectively oversee and monitor OJT; and Identify tools and resources that will help you determine your OJT readiness and will provide guidance to implement new or strengthen existing OJT.

OJT Training Referral Form Sample

The Broome-Tioga Workforce New York uses this form to manage employer referrals within the staff. The Business Services Representative completes the information on the form and then sends it to the appropriate counselor or counselor's supervisor. The form can then be used by the counselor when meeting with a prospective trainee for assessment.

TRAINING PLANS




Recognizing that certain aspects of conducting training on-the-job may pose challenges or drawbacks, we have developed this OJT Training Plan Development and Implementation: Challenges and Solutions document. It includes a list of some of these potential challenges, along with suggested solutions to increase OJT success.

Training Plan Template

Consider using this template to outline and document plans for each trainee. Information required for the template include the job description, skills gap, training goals and outline, starting and ending wages, obligation for reimbursement to the employer, and training length.

Training Plan Modification Template

Does the training plan need to be modified? This template can be used if additional skills or training have been identified after the initial training plan has started.







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OJT Contract with Training Plan Template

You may wish to include the trainee information and Training Plan in one document to simplify the paperwork. If this is your goal, then you may begin with this template.


Recognizing that certain aspects of conducting training on-the-job may pose challenges or drawbacks, we have developed this OJT Training Plan Development and Implementation: Challenges and Solutions document. It includes a list of some of these potential challenges, along with suggested solutions to increase OJT success.

New York State Workforce Development System Technical Advisory: Individual Employment Plans/Training Plans for WIA Participants in Training Sample

New York State Workforce Development System provides a guide for a local area to develop a training plan. A sample training plan is also included with the advisory.

Portland Metro Worksource OJT Training Plan Sample

Portland Metro Worksource uses this sample training plan, which provides the key elements to develop a training plan.

Portland Metro Worksource Exception Request Sample

Portland Metro Worksource uses this sample training plan exception request form; you can adapt this for your use if If any part of the OJT is unable to meet the standards for your local area, you may need to provide an exception request at the start of this OJT process.











| Resource Guide 25

MODULE 5: Marketing OJT to Employers



Marketing OJT to Employers

Greg Newton


1

This module introduces a strategy to market OJT to employers. It explores the five “P”s of marketing:

Public: Who you want to reach Product: The business solutions you offer Price: The value and cost of OJT Place: Offering the right message at the right time Promotion: Benefits and method

https://ojttoolkit.workforce3one.org/view/marketing_ojt/info

| Resource Guide 26


Streamlining of OJT and Overview of Business Services

This PowerPoint offers Portland Oregon’s perspective on streamlining the OJT process to support business services.

Innovative Partnerships

This presentation focuses on the importance of developing partnerships in the community to promote OJT.

Using Social Media in the Public Workforce System

Social media is changing the world. This Webinar presents how NOVA Workforce Investment Board is using social media to transform the job search experience. Social media can also be used for outreach to job seekers experiencing prolonged unemployment.

Broome-Tioga Workforce New York OJT Brochure

Broome-Tioga Workforce New York created some sample brochures that outreach to employers with OJT details. Consider adapting this or another example for your OJT employer outreach.

Broome-Tioga Workforce New York OJT Employer Flier

Another sample from Broome-Tioga Workforce New York that outreaches OJT to employers.

Need an OJT Webpage? - Mockup Sample

Consider borrowing from this sample website mockup and guide to stimulate ideas about OJT employer outreach.

Other resources:


Get guidance on how to outreach to job seekers and employers about OJT opportunities.

OUTREACH SAMPLES

Investment to Train – You Hire, You Train, We Pay

A subtle approach to help employers understand the benefits of OJT, this outreach flyer template can be customized for your program.

Investment to Train – Money in Your Pocket

Consider this template outreach flyer to help employers understand the benefits of OJT.



https://www.workforce3one.org/view/5001025946153190661/info







| Resource Guide 27

Hiring in Healthcare? Consider OJT!

Customize this flyer template to outreach OJT opportunities to healthcare companies.

Hiring? Affordable Training for New Employees

Another customizable template, this outreach flyer targets employers to hire new employees for OJT.

OJT Presentation to the Workforce System – Missouri

Missouri created this OJT presentation to the workforce system on the importance and benefits of OJT.

OJT Brochure Alaska Highway Construction Project

Alaska created an OJT opportunity for women and minorities designed to increase their participation in every skilled craft classification in the highway construction industry.





CareerWorks (Massachusetts) Training Opportunity

CareerWorks (Massachusetts) shared this sample brochure that outreaches OJT opportunity to job seekers.

OJT Presentation Worksystems (Oregon)

Need a presentation? Worksystems Inc. (Oregon) provides an overview of OJT and a Regional Business Services Project in this sample presentation you can use for ideas.

CT Works-East OJT Brochure

CT Works-East (Connecticut) outreaches OJT to employers using this sample brochure.

Mississippi Department of Transportation Alternate OJT

Sample OJT opportunity created by the Mississippi Department of Transportation for women and minorities designed to increase their participation in every skilled craft classification in the highway construction industry.

OJT Orientation with a Vocational Rehabilitation Focus – Indiana

The Supported Employment Consultation & Training (SECT) Center OJT overview and orientation focused on vocational rehabilitation use of OJT. This document was created by Indiana.

Passaic County (New Jersey) Employer OJT Brochure

Passaic County shared this sample brochure offering OJT to employers in their New Jersey area.
















| Resource Guide 28

Valley Works (Massachusetts) OJT Business Brochure

Consider ideas from this sample brochure offering OJT to employers created by Valley Works (Massachusetts).

Washington Division of Rehabilitation OJT Brochure

Washington Division of Rehabilitation outreaches OJT to employers via vocational rehabilitation via this brochure.



| Resource Guide 29

MODULE 6: Promoting OJT to Employers



Promoting OJT to Employers

Greg Newton


1

This module offers tips on enhancing OJT promotional materials to be shared with employers. It will prepare Business Services Representatives for face-to-face meetings with employers: what to bring, what to say, how to follow up.


OJT FAQs - Answering Employer Questions and Concerns

Employer Frequently Asked Questions (FAQs) template with answers about OJT.

Turning No into Yes: Preparing Staff for Conversations with Potential Employers Template

Help your staff prepare for conversations with potential employers about OJT.

Earn as They Learn – Get Paid to Train Employees

To outreach employers and engage them in discussing OJT benefits, consider adapting this tri-fold brochure template as part of your presentation package to employers.

https://ojttoolkit.workforce3one.org/view/promoting_ojt/info




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Other resources:

TEMPLATES


Put your job seekers to work promoting OJT to employers, by providing them with this letter that lists benefits to the employer about OJT opportunities while introducing the job seeker and his/her eligibility for OJT.

OUTREACH SAMPLES

Investment to Train – You Hire, You Train, We Pay

A subtle approach to help employers understand the benefits of OJT, this outreach flyer template can be customized for your program.

Investment to Train – Money in Your Pocket

Consider this template outreach flyer to help employers understand the benefits of OJT.

Hiring in Healthcare? Consider OJT!

Customize this flyer template to outreach OJT opportunities to healthcare companies.

Hiring? Affordable Training for New Employees

Another customizable template, this outreach flyer targets employers to hire new employees for OJT.

OJT Presentation to the Workforce System – Missouri

Missouri created this OJT presentation to the workforce system on the importance and benefits of OJT.

OJT Brochure Alaska Highway Construction Project

Alaska created an OJT opportunity for women and minorities designed to increase their participation in every skilled craft classification in the highway construction industry.





CareerWorks (Massachusetts) Training Opportunity

CareerWorks (Massachusetts) shared this sample brochure that outreaches OJT opportunity to job seekers.













| Resource Guide 31

OJT Presentation Worksystems (Oregon)

Need a presentation? Worksystems Inc. (Oregon) provides an overview of OJT and a Regional Business Services Project in this sample presentation you can use for ideas.

CT Works-East OJT Brochure

CT Works-East (Connecticut) outreaches OJT to employers using this sample brochure.

Mississippi Department of Transportation Alternate OJT

Sample OJT opportunity created by the Mississippi Department of Transportation for women and minorities designed to increase their participation in every skilled craft classification in the highway construction industry.

OJT Orientation with a Vocational Rehabilitation Focus – Indiana

The Supported Employment Consultation & Training (SECT) Center OJT overview and orientation focused on vocational rehabilitation use of OJT. This document was created by Indiana.

Passaic County (New Jersey) Employer OJT Brochure

Passaic County shared this sample brochure offering OJT to employers in their New Jersey area.

Valley Works (Massachusetts) OJT Business Brochure

Consider ideas from this sample brochure offering OJT to employers created by Valley Works (Massachusetts).

Washington Division of Rehabilitation OJT Brochure

Washington Division of Rehabilitation outreaches OJT to employers via vocational rehabilitation via this brochure.










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