Decision aid, not authority. These AI-assisted job aids do not receive human legal or compliance review. Use them to structure the task and identify what to verify; current official sources and applicable local policy control. Trust standard →
WORKFORCE WONKERY · JOB AIDS
Job Aids
Fast reference tools for moments when you need the decision structure in two minutes, not a full course or long policy brief.
A recurring program, fiscal, AJCC, youth, performance, or compliance task
What to check, what to document, and when to open the deeper source
Current directive, local policy, agreement, and controlling source
Choose the decision you are making
1. Adult vs. Dislocated Worker vs. Youth eligibility
| Program | Start with these questions |
|---|---|
| Adult | Age 18+? Basic Title I eligibility met? Then separately ask whether Adult priority of service affects access to individualized career or training services. |
| Dislocated Worker | Which statutory pathway applies: individual layoff/termination, closure/substantial layoff, self-employment loss, displaced homemaker, or qualifying military/spouse circumstance? |
| Youth | Is the person ISY or OSY? Check age, school status, low-income requirement where applicable, and qualifying barrier/category. |
Use next: WIOA in Plain Language →
2. Service Approval Decision Test
- Eligible? Does the person qualify for the program?
- Priority? Does a priority rule affect service delivery?
- Needed? Does assessment show why the service is necessary?
- Allowable? Can the funding stream pay for it?
- Locally permitted? Does local policy allow it and are limits met?
- Coordinated? Are other grants, partners, or resources appropriate?
- Documented? Could another staff member understand the decision from the file?
Use next: Programs + Case Management →
3. Allowable Cost Decision Test
- Is the cost necessary for the award?
- Is it reasonable?
- Is it allocable to the award in the amount charged?
- Is it treated consistently with similar costs?
- Is it permitted by WIOA, Uniform Guidance, DOL rules, EDD policy, and the award?
- Does it fit the budget, program year, funding stream, and cost limits?
- Does it require prior written approval?
- Is the file sufficient to prove what was purchased, why, who benefited, and who approved it?
Use next: Funding + Fiscal →
4. Procurement Method Guide
| Method | Think about it when… |
|---|---|
| Micro-purchase | The purchase is below the applicable micro-purchase threshold and the price is reasonable. |
| Simplified / small purchase | The purchase is above the micro threshold but below the simplified acquisition threshold; documented quotes are required under the applicable rules. |
| Sealed bid | Specifications can be defined precisely and price is the primary award factor. |
| Competitive proposal | An RFP is appropriate and technical factors matter in addition to price. |
| Noncompetitive | Only a permitted exception applies and the file documents why competition is infeasible and price is reasonable. |
Use next: Funding + Fiscal →. Always check current thresholds and local procurement rules.
5. Contractor vs. Subrecipient
| Ask | Contractor points | Subrecipient points |
|---|---|---|
| What is the relationship? | Buyer-seller relationship for goods/services. | Carries out part of the federal program for a public purpose. |
| Program decisions? | Usually limited by purchaser-defined scope. | Often has programmatic responsibility and discretion. |
| Oversight? | Contract performance, procurement, invoices, deliverables. | Risk assessment, federal award terms, fiscal/program monitoring, performance, corrective action. |
Use substance, not the agreement title. Contracts + Subrecipient Management →
6. WIOA Performance Measures
| Measure | Remember |
|---|---|
| Employment Q2 | Employment in second quarter after exit; Youth can also count qualifying education/training. |
| Employment Q4 | Sustained outcome in fourth quarter after exit. |
| Median Earnings Q2 | Middle quarterly earnings value among participants included in the earnings measure, not average wage or annual salary. |
| Credential Attainment | Recognized credential under the applicable education/training rules and timing. |
| MSG | Annual in-program progress measure for qualifying education/training participants. |
| Effectiveness in Serving Employers | Employer-focused indicator; assessment treatment depends on current federal guidance. |
Use next: Performance + Data →
7. Measurable Skill Gains Quick Guide
MSG is annual and in-program. A participant in qualifying education/training may enter the denominator in more than one program year. One documented gain is enough for that participant to count as a success in the program-year numerator; multiple gains do not count the participant multiple times.
Five broad gain types:
- Educational functioning level gain.
- Secondary diploma or recognized equivalent.
- Qualifying transcript/report card progress.
- Satisfactory progress toward an established training milestone.
- Successful occupational exam or documented technical/occupational skill progress.
Use next: Performance + Data →
8. Statistical Adjustment Model in One Page
The SAM changes the benchmark, not the actual result.
Pre-year model estimate → negotiated goal → actual participant/economic conditions → adjustment factor → final adjusted goal → actual result ÷ final adjusted goal = performance score
The model uses participant characteristics and economic conditions that have statistical relationships with the indicator. Depending on the program and indicator, variables can include age, education, employment history, prior wages, disability, limited English proficiency, low-income status, homelessness, public assistance, UI status, single-parent status, incarceration history, veteran status, unemployment, industry mix, and wage conditions.
Use next: Performance + Data →
9. Monitoring Finding Checklist
- Requirement: What exact law, regulation, directive, grant term, local policy, or agreement was tested?
- Condition: What did the monitor actually find?
- Evidence: Which records, samples, interviews, or transactions support it?
- Extent: Is it isolated or systemic? Does the sample need expansion?
- Financial impact: Are there questioned costs?
- Root cause: Why did the problem happen?
- Corrective action: What fixes the system, not just the sampled file?
- Closure: What evidence shows the fix was implemented and effective?
Use next: Monitoring + Compliance →
10. WIOA Youth: 14 Program Elements
Education: tutoring/study skills/dropout prevention; alternative secondary/dropout recovery; concurrent education and workforce preparation/training.
Work + occupational skills: paid/unpaid work experience; occupational skills training.
Persistence + support: leadership development; supportive services; adult mentoring; follow-up; comprehensive guidance/counseling.
Career + postsecondary navigation: financial literacy; entrepreneurial skills; labor-market/employment information; postsecondary preparation/transition.
Remember: all 14 must be available, but each youth receives the elements supported by the objective assessment and ISS. WIOA Youth →
11. AJCC Partner + MOU Checklist
- Which required and strategic partners are part of the local system?
- How can a customer actually access each partner: onsite, cross-trained staff, direct linkage, or referral?
- Does the MOU match actual operations?
- Does the IFA/cost-sharing methodology still match current space, staffing, technology, and partner presence?
- Who owns each referral and how is completion confirmed?
- Where is co-enrollment appropriate and who is responsible for each service?
- Are accessibility, language access, confidentiality, and data-sharing requirements addressed?
- Are certification indicators being used for continuous improvement between certification cycles?
Use next: AJCC Operations + Partner Integration →
12. Rule-Source Test: Is this required or just how we do it?
| Source | Question to ask |
|---|---|
| Federal law/regulation | What does WIOA or the CFR actually require? |
| Federal guidance | What does the TEGL/TEN interpret, clarify, or recommend? |
| California policy | What additional state requirement or operating procedure applies? |
| Local board policy | Where has the board exercised discretion or set local limits? |
| Procedure | How has staff translated the rule into workflow? |
| Habit | Can anyone identify the authority, or are we doing it only because “we always have”? |
Use next: How Workforce Policy Works →
Need the full explanation?
Start Here → · Quickstarts → · Workforce in Practice → · Policy guide →