Reference: Benefits Quality Control State Operations Handbook, ET Handbook No. 395 (2nd edition) Background: With the increasing use of interactive voice response (IVR) and automated telephone data entry systems to file continued claims, the Department has received inquiries concerning whether such claims should be coded in item f11, key week filing method, as telephone (code "4") or other (electronic) claims (code "5"). A review of the BAM data for the July-December 1996 period shows that States are not using the codes uniformly. In order to insure consistent coding of continued claims filing method in the BAM database, the Department has developed the following guidelines. These coding guidelines take effect immediately. Coding Instructions: The codes used in the BAM DCI are documented in chapter IV of ET Handbook 395. Item f11, key week filing method, includes code "4" (telephone) and code "5" (other, i.e. electronic) to record the method the claimant used to file the continued week claim for which the UI benefit payment subject to the BAM investigation was issued. Code "4" (telephone) will be used for all continued week UI claims filed by claimants who initiate contact with the SESA by telephone. These claims include: Voice contacts between the claimant and State agency staff in a local office or service center; Interactive voice response systems in which the claimant enters required UI claim data through a voice recording system and/or by entering data from the telephone keypad; and Any other automated telephone voice mail system which the SESA has established to accept continued claims for UI benefits. Code "5" (other, electronic) will be used for continued week UI claims filed using the following methods: Direct dial-up (modem) connection between a claimant logged on to a personal computer and the State agency; Claimant access to the State agency via the internet, State agency intranet, or other computer network; State agency kiosks with automated data processing capability which enables claimants to file continued UI claims; Benefit cards that allow claimants to file continued claims and/or receive UI benefits from ATM terminals; Electronic facsimile (fax); and Any claim initiated or generated by the State's ADP system. Database Conversion: The Department will contact any State that has used code "5" (other) to verify whether this code was used for IVR telephone claims. The Department will then convert the codes for all such records from "5" to "4" on both the State and Department versions of the database. States which have used code "4", telephone, should verify that this code has been used only for those UI continued claims filed using a method defined for code "4" in section 4 of this UIPL. States should notify the Department (Attention: Andrew Spisak, at (202) 219-5608 ext. 135) if any record has been incorrectly coded and needs to be recoded by the Department. Action Required: State Administrators are requested to: a. provide copies of these guidelines to the appropriate staff; and b. ensure that any records in the BAM database that need to be recoded are identified and that this information is conveyed to Andrew Spisak within 30 days after the issuance of this directive.

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References: 20 CFR 614.2(j) and 614.21-614.23; and ET Handbook No. 384, Second Edition. Background: The Department of Labor was recently advised by the U.S. Army that when information contained on a DD Form 214 is incorrect it sends an official letter to ARPERCEN requesting that a DD Form 215 (change to the DD Form 214) be issued. The Department was also advised that due to the severe understaffing at ARPERCEN, it is taking 6-8 months for ARPERCEN to issue a DD Form 215. Consequently, the U.S. Army has been sending a copy of the letter that is sent to ARPERCEN to the SESAs to use as an official military document in lieu of a DD Form 215 to enable the SESAs to make timely and accurate UCX eligibility determinations. The Department understands that several SESAs have accepted this letter as an official military document and have made UCX eligibility determinations based on this letter. The Department was unaware of this procedure that was initiated by the U.S. Army until a SESA informed the U.S. Army that this procedure was in conflict with procedures contained in ET Handbook No. 384, Second Edition and had not been sanctioned by the Department. Consequently, the U.S. Army wrote the Department and asked permission to use this new procedure. The Department has reviewed this matter and contacted the U.S. Army to ascertain the reasons for the problem and remedial actions the U.S. Army will take to rectify the delays in issuing new DD Form 214's or DD Form 215's. In light of this situation, the Department is implementing the temporary procedure contained in this UIPL. Temporary Procedure: The Department has agreed to allow the U.S. Army to continue to use this new procedure on a temporary basis for 6 months, effective July 21, 1997. In the meantime, the U.S. Army has agreed to resolve its workload problem during this 6-month period at ARPERCEN to enable it to respond to the backlog of DD Form 215 requests in a timely manner. In order to comply with the requirements at 20 CFR 614.21(a) and 614.2(j), the U.S. Army will send a copy of "Request for Issuance of DD Form 215" letter on official letterhead to the ex-servicemember. Instruction: SESAs should accept the U.S. Army's "Request for Issuance of DD Form 215" letter on official letterhead, as final and conclusive and in compliance with 20 CFR 614.23. SESAs should make this new temporary procedure effective for 6 months beginning on July 21, 1997. The Department will review this temporary procedure, and the U.S. Army's actions to remedy the delay in issuing DD Form 215's, and will issue further instructions on this matter before the expiration of this 6-month period. This temporary procedure is only applicable to the U.S. Army. Action Required: SESA Administrators should provide the above information to appropriate staff members.

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Training and Employment Information Notice (TEIN) No. 49-93, Capacity Building Strategy Paper; TEIN No. 15-94, Status of Capacity Building Pilot Projects. Background: The Massachusetts Department of Employment and Training (DET) in Region I was awarded a grant under the capacity building initiatives to develop a replicable peer-to-peer technical assistance model. With assistance from the New England Compact and staff from the U.S. Department of Labor (DOL) in Region I, DET developed a Region wide peer-to-peer system. The project designers undertook a three phase approach when developing their system. Phase I involved assessing the training needs of the front-line staff throughout the Region and identifying State and Service Delivery Area expertise in those areas. Following the assessment process, subject matter experts were identified to provide technical assistance to front-line staff. The subject matter experts became the consultants and mentors for the peer system. In Phase II, DET and the Compact held Peer Institutes to train the mentors and consultants. The institutes were designed to equip these front-line staff with the necessary skills to become effective trainers for peer exchange. Delivery of the peer exchange activity took place in Phase III with consultants providing "on-site" assistance to their peers throughout the Region. As a part of the peer-to-peer efforts, DET developed a replication manual. This manual is designed to assist employment and training professionals to understand the peer-to-peer concept and make informed choices about whether and how to adapt it for their own use. It also describes the process DET undertook to develop their peer-to-peer system. The manual has valuable information for employment and training professionals, specifically front-line staff. It provides a structured model that service deliverers may use to aid them when assessing the training needs of their staff and how best to meet those needs with their available resources. While the manual focuses on the peer system developed by DET, it can be customized to meet the needs of service delivery area staff in other locations around the country. Distribution: Copies of the manual are being provided under separate cover by DET to State JTPA Liaisons, State Employment Security Administrators, State Worker Adjustment Liaisons, One-Stop Contacts, Public Interest Groups, and Community Based Organizations. Capacity Building State Liaisons will also receive a copy.

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Background: The Employment and Training Administration (ETA) is continuing its widespread consultation process involving partners and stakeholders (as well as ETA staff). This process was initiated several years ago to solicit critical feedback on both ETAÆs goals and the early draft of the strategic plan required by the Government Performance and Results Act (GPRA). GPRA requires that all agencies submit their first strategic plan in September 1997, and that agencies consider the views and suggestions of their stakeholders, customers and other interested parties. ETAÆs current goals and comments received from previous consultations were considered in the development of the proposed long-range (five year) strategic plan. As part of the GPRA requirements, ETA also is preparing the first of five annual performance plans that will provide a road map to measure incremental progress in achieving its long-range goals. The feedback gained through this consultation process should provide valuable information for the development of this annual plan. The attached memorandum includes information on how to submit feedback. Action Required: Please distribute the attached memorandum from the Acting Assistant Secretary and the proposed strategic plan to appropriate officials within the State and to all Service Delivery Areas and Substate Areas within the State and encourage comments. Please invite them to share the plan with staff and with customers. In addition, please continue to take every opportunity to work closely with your Regional Administrator in efforts to develop or refine strategies for meeting and exceeding these goals.

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Reference: See Attachment. Background: ETA is continuing its widespread consultation process involving partners and stakeholders (as well as ETA staff). This process was initiated several years ago to solicit critical feedback on both ETA's goals and the early draft of the strategic plan required by the Government Performance and Results Act (GPRA). GPRA requires that all agencies submit their first strategic plan in September 1997, and that agencies consider the views and suggestions of their stakeholders, customers and other interested parties. ETA's current goals and comments received from previous consultations were considered in the development of the proposed long-range (five-year) strategic plan. As part of the GPRA requirements, ETA is also preparing the first of five annual performance plans to measure incremental progress in achieving its long-range goals. The feedback gained through this consultation process should provide valuable information for the development of this annual plan. The attached memorandum includes information on how to submit feedback. Actions Required: Please review the attached materials, share with interested parties, and provide comments no later than August 1.

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