Intakes
What three forms are required to complete a new participant intake?
Client Application, Employability Development Plan (EDP), Release of Information
Before making a referral, what must staff check first?
Participant eligibility and a signed release
What law requires us to protect participant information?
Employee Relations Act (ERA) and OMB Memorandum M-07-16: Safeguarding Against and Responding to the Breach of Personally Identifiable Information
What does 3-2-1 stand for?
3 contacts, 2 meetings, 1 outcome
What does P.L. 102-477 stand for?
Public Law 102-477 – the Indian Employment, Training and Related Services Act
How long is an intake active before requiring an update?
6 months
What should staff document after making a referral?
Referral details in their EDP and follow-up notes in their file.
When can we share participant information without a release?
When the participant is under 18, we can share with their custodial guardian. When over 18, we can share information with AVE/YVE/Apprentice/Internship participant's supervisor. Also, when required by law (e.g., subpoena and/or warrant)
Why do we use the 3-2-1 model?
To ensure consistent engagement and trackable progress
Which three federal departments fund our 477 Program?
Department of Labor, Department of Health & Human Services, Department of the Interior
What is the purpose of the optional Authorization for Release of Information form?
Allows communication with individual people or outside agencies for referrals or services
Name two internal HCN programs we often refer to.
HCN Education, Behavioral Health, Economic Assistance, etc.
Give one example of a gray zone situation you should consult a supervisor on.
E.g., sharing progress with a relative who works at another department
Give one example of a “contact.”
Phone call, text, email, check-in
What is the Ho-Chunk Nation 477 Program’s main mission?
To provide employment and training services to tribal members and descendants
Why must all initial intakes be done in person or via video call?
To verify identity and eligibility, and build rapport for accurate planning
What’s one difference between an internal and external referral?
Internal = within Ho-Chunk Nation; External = outside agencies like DVR or VRNA
What’s a healthy boundary when a client adds you on social media?
Decline politely and redirect to professional communication channels
When should you complete a 3-2-1 update?
After each meaningful interaction with the participant
Name two programs offered under HCN 477.
Adult and Youth Vocational Exploration, Apprenticeship/Internship, Entrepreneurial Endeavors, Classroom Training, Supportive Services
Name two common barriers participants may list on their intake form.
Transportation, childcare, legal issues, education, substance use, housing, etc.
What’s the best practice after sending a referral to another agency?
Follow up with the client within two weeks to ensure they made contact. Get proper releases to collaborate between agencies to best serve the client.
List the “Who, What, When, Where, Why, How” principles for data sharing.
Who is requesting, what info, when needed, where it’s stored, why it’s necessary, how it’s protected
What is the final goal or “1 outcome” in the 3-2-1 model?
Achieving a specific employment, training, or education milestone
What is one unique benefit of operating under Public Law 102-477 for tribes?
Flexibility to integrate funding streams and customize services for the community