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Center Certification Policy

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Center Certification Policy

Originally Published:  October 2019

Revised & Approved: February 2025

Center Certification – February 2025Download

Purpose

To provide guidance and establish COWIB policy regarding Center Certification of the Oklahoma Works American Job Center (AJC) system in accordance with the Oklahoma Employment Security Commission (OESC) policy issuance WSD# 10-2024.

Authority

The authority for this policy is derived from the following:

  • The Workforce Innovation and Opportunity Act (WIOA) Sections 101(d)(6), 121(e)(2), 121(g)(1), 121(g)(3)
  • Training and Employment Guidance Letter (TEGL) 16-16
  • 20 CFR 678.800(a)(3), and 188 CFR 678 Subpart F; 20 CFR 678.400-430; 20 CFR 678.800(b); 20
  • CFR 361.400-430, 29 CFR 38; 34 CFR 463.410-430; 20 CFR 678.300(d)(3)
  • Title I of the Americans with Disabilities Act, which applies to employment settings
  • Title II of the Americans with Disabilities Act, which applies to state and local governments
  • Title III of the Americans with Disabilities Act, which applies to private places of public accommodation
  • Oklahoma ABLE Tech- Oklahoma Works Access for All Initiative
  • WSD# 10-2024

Background

WIOA envisions high-quality American Job Center systems that are business driven, customer-centered, and integrated to meet the needs of regional economies. It emphasizes fostering partnerships that align workforce development, education, and economic development with regional needs.

Each local area must have at least one comprehensive Oklahoma Works AJC that provides access to career services, training, employment support, these centers are designed to:

  1. Serve jobseekers and workers by increasing access to employment, education, training services.
  2. Serve businesses by developing (including the provision of education and training for their current workforce) and/or finding (internally and through access to other supports) workers possessing the skills required to keep their companies globally competitive.

The statewide certification criteria ensure consistency and quality across Oklahoma Works AJC, while allowing local workforce boards the flexibility to address specific regional needs. Per WIOA Section 121(g)(3), LWDBs may develop additional criteria to reflect regional economic conditions or priorities, ensuring each comprehensive and affiliate center meets at least the minimum criteria.

Types of Oklahoma Works American Job Centers

Comprehensive Oklahoma Works American Job Centers:

Requirements and Standards

A comprehensive Oklahoma Works AJC is a central hub where job seekers and employers can access a wide range of services, programs, and activities provided by required one-stop partners. These centers ensure integrated and seamless delivery of services to improve workforce outcomes while maintaining compliance with federal regulations.

Core Requirements of Services and Programs Offered

Comprehensive Oklahoma Works AJCs must provide the following services to meet the needs of job seekers and employers:

Career Services 

Career services are fundamental to the one-stop delivery system, ensuring participants have access to the resources and guidance needed to secure employment and achieve their career goals. These services, as defined under 20 CFR 678.430, are categorized into basic career services, individual career services, and follow-up services.

  1. Basic Career Services are universally available to all job seekers and provide an entry point into the one-stop system. These include:
    1. Eligibility Determination: Identifying whether individuals meet the requirements for WIOA Title I and other partner programs.
    1. Assistance: in establishing eligibility for programs of financial aid assistance for training and education programs not provided under WIOA.
    1. Outreach, Intake, and Orientation: Informing participants of available services, programs, and resources offered through the one-stop delivery system.
    1. Labor Market Information: Sharing information on current job opportunities, wage rates, occupational trends, and skill requirements to help participants make informed career decisions.
    1. Job Search Assistance and Placement: Actively assisting participants in finding employment, including job matching and placement services.
    1. Referrals to Partner Programs: Ensuring participants are connected to appropriate services offered by one-stop partners, including vocational rehabilitation or adult education.
    1. Initial Skill Assessments: Conducting preliminary evaluations to identify participants’ basic skills, aptitudes, and service needs.
    1. Provisions of Information: In usable and understandable formats and languages:
      1. About local area performance accountability measures, and
      1. Related to the availability of supportive services or assistance, and the appropriate referral to those services.
    1. Meaningful Assistance: When providing services related to unemployment insurance (UI), American Job Centers are required to provide “meaningful assistance.” This means:
      1. On-site assistance by staff who are well-trained in unemployment compensation claims as well as the rights and responsibilities of claimants, or
      1. Providing assistance by phone or via technology as long as it is provided by trained and available staff.
  2. Individual Career Services go beyond basic support, addressing specific barriers to employment and providing tailored assistance to help individuals achieve their goals. Services include:
    1. Comprehensive and Specialized Assessments: Conducting detailed evaluations of skills, interests, and barriers to employment to guide service delivery.
    1. Individual Employment Plans (IEPs): Developing personalized plans that outline career objectives, and the steps needed to achieve them, including any necessary training or supportive services.
    1. Career Planning and Counseling: Providing in-depth guidance to help participants identify suitable career paths, navigate challenges, and develop strategies for long-term success.
    1. Workforce Preparation Activities: Equipping participants with essential workplace skills, such as communication, digital literacy, and teamwork.
    1. Pre-Vocational Services: Preparing participants for employment through activities like resume writing, mock interviews, and job readiness workshops.
    1. Supportive Services Coordination: Assisting participants in accessing necessary support, such as transportation, childcare, or financial assistance, to ensure they can fully engage in training or employment.
  3. Follow-Up Services, as appropriate, are essential for ensuring participants remain employed and continue progressing toward their career goals. This could look like:
    1. Retention Services: Supporting individuals in maintaining employment by addressing workplace challenges and providing solutions.
    1. Career Advancement Assistance: Helping participants identify opportunities for promotions, additional training, or career progression.
    1. Problem Resolution: Acting as a mediator between participants and employers to resolve issues that could threaten job retention.
Training Services 

Access to programs designed to enhance skills and employability as described in 20 CFR 678.200, such as:

  1. Occupational skills training
  2. On-the-job training
  3. Incumbent worker training
  4. programs that combine workplace training with related instruction, which may include cooperative education programs
  5. training programs operated by the private sector
  6. skill upgrading and retraining
  7. entrepreneurial training
  8. transitional jobs
  9. job readiness training provided in combination with services listed above
  10. adult education and literacy activities, including activities of English language acquisition and integrated education and training programs
  11. customized training conducted with a commitment by an employer or group of employers to employ an individual upon successful completion of the training.
Employment and Training Activities 

Programs authorized under WIOA Section 134(d) to address local workforce needs, to include:

  1. Screening of qualified participants to employers.
  2. Pay for performance contract strategies.
  3. Customer support for target populations such as individuals with barriers to employment, individuals with disabilities, and veterans.
  4. Technical assistance for one-stop operators, partners, and eligible training providers regarding the provision of services to individuals with disabilities.
  5. Coordination with related programs such as child support enforcement and cooperative extension programs, and activities that facilitate remote access through technology.
  6. Improving linkages between workforce development and economic development efforts, promoting skills training. Strengthening connection between one-stop delivery systems and unemployment insurance programs.
  7. Specialized training programs for displaced homemakers and nontraditional occupations.
  8. Business services and employer strategies that provide workforce solutions tailored to employer needs, such as industry sector strategies and skills alliances. This could also include
Partner Program Access 

Services and programs provided by one-stop partners, including Wagner-Peyser Act employment services and others listed in 20 CFR §§678.400–678.410 include:

  1. Required One-Stop Partners Required partners include entities responsible for administering the following programs:
    1. WIOA Title I Programs: Adult, Dislocated Worker, and Youth Programs. Specialized programs like Job Corps, YouthBuild, Native American Programs, and Migrant and Seasonal Farmworker Programs.
    1. Wagner-Peyser Act Employment Services: Labor exchange services, job search assistance, and employer engagement.
    1. Adult Education and Family Literacy Act (AEFLA): Literacy and high school equivalency programs.
    1. Vocational Rehabilitation (VR): Services assisting individuals with disabilities to gain competitive, integrated employment.
    1. Senior Community Service Employment Program (SCSEP): Training and employment opportunities for older workers.
    1. Career and Technical Education (CTE): Postsecondary training under the Carl D. Perkins Act.
    1. Trade Adjustment Assistance (TAA): Training and support for workers displaced by trade.
    1. Jobs for Veterans State Grants (JVSG): Employment and training services for veterans.
    1. Community Services Block Grant (CSBG): Programs supporting low-income individuals.
    1. Department of Housing and Urban Development (HUD): Employment and training initiatives.
    1. Unemployment Compensation Programs: State-administered reemployment services for unemployment insurance claimants.
    1. Second Chance Act Programs: Services for reintegrating justice-involved individuals.
    1. Temporary Assistance for Needy Families (TANF): Unless exempted by the Governor, TANF programs must participate in the one-stop system.
  2. Additional One-Stop Partners: Other entities may serve as partners if approved by the LWDB and chief elected officials. These include, but are not limited to:
    1. Social Security Administration (SSA): Employment programs like the Ticket to Work and Self-Sufficiency Program.
    1. Small Business Administration (SBA): Employment and training programs supporting entrepreneurs and small business growth.
    1. Supplemental Nutrition Assistance Program (SNAP): Employment and training initiatives authorized under the Food and Nutrition Act.
    1. Client Assistance Program: Advocacy services under the Rehabilitation Act of 1973.
    1. National and Community Service Act Programs: Opportunities funded under AmeriCorps and other service initiatives.
    1. Other Federal, State, or Local Programs: Includes employment, education, and training services provided by public libraries or private sector organizations.
Workforce and Labor Market Information 

Tools and resources to help customers understand labor market trends and make informed career decisions.

Physical and Staff Presence
  1. At least one Title I staff member must be physically present at the comprehensive center during operational hours.
  2. Additional program staff or technology-enabled direct linkages must ensure access to services from all partner programs.
Access During Operational Hours
  1. Centers must operate during regular business hours, providing consistent access to services.
  2. Local Workforce Development Boards may extend service hours to accommodate individuals unable to visit during regular hours, ensuring flexibility for diverse customer needs.
Direct Linkage to Services

Definition of “Access”: “Access” involves more than simply providing customers with information. It requires meaningful, direct engagement that connects individuals to the services they need. This can be achieved through the following methods:

  1. Physical Presence: Program staff must be physically available on-site to assist customers.
  2. Trained Staff Assistance: Trained staff from other programs must be available and capable of providing informed guidance and referrals to customers.
  3. Real-Time Technological Connections: The use of tools like web-based video conferencing or other real-time technology must allow customers to interact with program staff who can deliver or coordinate services effectively.

What Does Not Meet the “Direct Linkage” Requirement:
Simply offering brochures, phone numbers, or website links without meaningful engagement or service delivery does not satisfy the “direct linkage” standard.

Accessibility
  1. Centers must be physically and programmatically accessible to individuals with disabilities in compliance with 29 CFR Part 38 and WIOA Section 188.
  2. Accessibility features may include adaptive technology, accommodations for individuals with hearing or visual impairments, and barrier-free physical environments.

Affiliated Sites and Their Role

Affiliated sites complement comprehensive one-stop centers by offering access to one or more partner programs. While they do not need to provide the full suite of services, they must:

  1. Supplement and enhance customer access to services.
  2. Be staffed based on local needs, with at least one partner present.
  3. Comply with physical and programmatic accessibility requirements under 29 CFR Part 38.

Wagner-Peyser Act Employment Services Restrictions:

  1. Wagner-Peyser services cannot operate as stand-alone affiliated sites.
  2. Any affiliated site offering Wagner-Peyser services must have at least one additional partner program staff physically present for more than 50% of the center’s operational hours.

Specialized Centers and Partner Networks

Specialized Centers

  1. Serve specific populations, such as dislocated workers, youth, or those in targeted industries.
  2. Must connect to comprehensive one-stop centers and affiliated sites through referral systems.
  3. Wagner-Peyser services in specialized centers must be supplemented by additional partner programs.

Partner Networks

Networks of eligible one-stop partners enhance service delivery through coordinated access points linked to comprehensive centers.

  1. These networks use referral systems, technology, and shared resources to provide seamless access to career services and partner programs.

Property and Facility Management

In accordance with WSD #02-2025, COWIB will:

  1. Assess property holdings and lease agreements to ensure efficient use of resources.
  2. Align lease expiration dates with efforts to consolidate one-stop operations, prioritizing co-location of Wagner-Peyser services with other partner programs.
  3. Include these steps in the Local Plan to ensure compliance and efficient facility management.

Oklahoma Works AJC Certification Criteria

The certification criteria for Oklahoma Works American Job Centers (AJCs) encompass the following categories:

Effectiveness Criteria

Evaluates how effectively Oklahoma Works AJCs meet the needs of participants and employers, operate in a cost-efficient manner, and coordinate partner services.

  • Examples: Providing flexible service hours to meet participant needs, ensuring real-time and on-demand coordination among partner programs, and using metrics to measure attainment of goals.

Equal Opportunity and Accessibility

Physical Accessibility Criteria

Centers must meet physical accessibility requirements as mandated by WIOA to ensure inclusivity, regardless of an individual’s range of abilities or mobility. The physical environment must align with the Oklahoma Works Access for All Physical Accessibility Checklist.

  • Examples:
    • Providing accessible entryways,
    • Accommodating restrooms, and
    • Ensuring workspaces are usable by individuals with mobility aids.

Programmatic Accessibility Criteria

Ensures that all programs, services, and activities are accessible to participants and employers without unlawful discrimination, regardless of range of abilities, mobility, age, language, learning style, intelligence, or education level.

  • Programmatic Accessibility Actions:
    • Making reasonable modifications to policies and procedures to avoid discrimination.
    • Administering programs in the most appropriate integrated setting.
    • Communicating effectively with persons with disabilities.
    • Providing auxiliary aids and services where necessary, such as assistive technology.

Technology Environment

Oklahoma Works AJCs must also ensure technology accessibility. Websites, social media, and software must comply with the Web Content Accessibility Guidelines (WCAG) 2.0, Level AA, and conform to Oklahoma Works Access for All checkpoints.

Alternative Access Plan

If all checkpoints are not met, centers must create an equally effective alternative access plan.

Customer Focus

Centers must demonstrate responsiveness to job seekers and businesses through customer satisfaction measures.

  • Examples:
    • Conducting satisfaction surveys,
    • Establishing regular feedback sessions with participants.

Operations and Infrastructure

Centers must integrate services across all partner programs.

  • Examples:
    • Using shared client management systems to track participant progress,
    • Providing co-located or technology-based direct linkages for seamless service.

Personnel

Staff must be adequately trained to provide services across all programs, and training should be provided on a regular basis.

  • Example:
    • Cross-training staff on eligibility requirements for various programs, ensuring service delivery is not disrupted by staff absences.

Continuous Improvement

Centers must have systems in place to assess and improve effectiveness, accessibility, and programmatic offerings. Continuous improvement includes identifying technical assistance needs, ongoing staff development, customer feedback, and performance monitoring.

  • Examples:
    • Holding quarterly staff workshops,
    • Reviewing service delivery methods annually, and
    • Responding to customer feedback in a timely manner.

Certification Procedures

Evaluation and Certification Frequency

  • Regular Certification: Oklahoma Works American Job Centers (AJCs) must be evaluated and certified at least once every three years.
  • New or Relocated Centers: Newly established or relocated centers must complete the certification process within 60 days of opening to the public.
  • For-Cause Evaluations: The LWDB may initiate unscheduled evaluations in response to specific issues or complaints.

Certification Teams

Certification teams are responsible for conducting independent evaluations and making recommendations regarding AJC certification. To ensure objectivity and fairness, the following guidelines apply to certification team formation:

  • Team Composition
    • Each certification team must consist of at least three evaluators plus a state WIOA staff member from the Oklahoma Employment Security Commission (OESC).
    • The LWDB will select the review team members, ensuring the inclusion of a state WIOA staff member.
  • State WIOA Staff Member Inclusion
    • The LWDB must submit a request for a state WIOA staff member by emailing WorkforceServices.Inquiry@oesc.ok.gov at least two weeks prior to the review date.
    • Once received, OESC will assign a state team member to participate in the evaluation.
  • Primary Contact Designation
    • One of the three LWDB-selected evaluators (excluding the state WIOA staff member) must be designated as the primary contact for the certification team.
  • Additional Team Composition Requirements & Recommendations
    • Optional Team Members:
      • Teams may include local experts representing targeted populations, state-level specialists, third-party evaluators, or workforce experts from outside the local area.
    • Prohibited Team Members:
      • Certification teams must not include:
        • Any staff physically co-located in the AJC being evaluated.
        • The One-Stop Operator responsible for service delivery at that AJC.
        • The fiscal agent overseeing financial operations of the center being evaluated.
    • Core Partner Representation:
      • Including representatives from each of the core partner programs is strongly recommended to ensure a thorough evaluation.
    • LWDB Member Participation:
      • A LWDB member may serve on a certification team but must abstain from voting when the LWDB certifies a center they evaluated.

Conflict of Interest

All certification team members must be free of conflicts of interest with the AJC being evaluated. Examples of conflicts of interest include:

  • Being directly employed by or receiving financial benefits from the center.
  • Having a role in service delivery or a financial relationship that could influence certification decisions.

Note: For areas where a LWDB is a One-Stop Operator, the state board will review the evaluations and vote on the certification of the Oklahoma Works AJCs in that area. The LWDB will be responsible for coordinating the certification review and submitting the evaluation documentation to OESC for state board approval. The members of the certification team must be submitted to OESC prior to evaluation for approval of the team members. 

Certification Process

The LWDB is responsible for certifying Oklahoma Works American Job Centers (AJCs), including comprehensive and affiliate centers, to ensure compliance with Workforce Innovation and Opportunity Act (WIOA) standards and state policies. This process establishes certification procedures, timelines, and requirements to maintain high-quality workforce services.

Certification Policy Updates

According to WSD #02-2025, this policy must be reviewed and updated every two years as part of the Local Plan update.

Certification Timeline for 2025

February 2025Identify members of the certification team. And select dates for the certification team to visit all three centers.
February 28, 2025Notify all centers of upcoming certification review by this date. And provide them with criteria that will be used for the review.
March 1-15, 2025On-Site Evaluations
March 16-30, 2025Review the evaluations completed by the certification team and compile findings and draft initial reports.
March 31, 2025Finalize certification review and submit with supporting documentation to OESC.
May 31, 2025If a center does not meet certification requirements, any corrective action plans will be scheduled for completion by this date.

Certification Process for New or Relocated Centers

Centers applying for certification or those that have relocated must complete the certification process within 60 days of opening to the public. COWIB will initiate the certification review upon receiving notification of a new or relocated center. The review will follow the same evaluation criteria as regular certifications, ensuring compliance with all requirements.

On-Site Observation

At least one (1) on-site visit is required for each certification evaluation. Observations will assess physical and programmatic accessibility compliance, customer service and service delivery processes, and integration of partner programs.

Certification Outcomes

Provisional Certification

An Oklahoma Works AJC may receive Provisional Certification if it meets most, but not all, criteria. Provisional Certification must include:

  • A detailed description of deficiencies identified during the evaluation.
  • An action plan from the One-Stop Operator with:
    • Specific corrective actions.
    • A timeline for completion.
  • Regular follow-up evaluations by the certification team to verify corrective actions.
  • Transition to full certification within the agreed timeline.

Non-Certification

If a Comprehensive or Affiliate Oklahoma Works AJC ultimately does not meet the required criteria for certification:

  1. Plan for Continuity of Services: The COWIB and the One-Stop Operator must develop a plan to ensure the continuity of services for job seekers and employers. This plan should specify:
    1. How the services will continue to be provided.
    1. Whether services will be transferred to another certified AJC temporarily.
  2. Corrective Action Communication: The local certification team will issue a corrective action letter to the One-Stop Operator. This letter must include:
    1. Specific corrective action items.
    1. Deadlines for completing these actions.

A copy of the letter must also be sent electronically to the Chief Local Elected Official and OESC.

  • Follow-Up Evaluation for Corrective Action: Once the One-Stop Operator confirms that all issues have been addressed:
    • The COWIB Chair or a designee will reconvene the local certification team to conduct a follow-up evaluation.
    • The follow-up evaluation must use the same methods and criteria as the original evaluation to ensure that the deficiencies have been effectively addressed.

Certification Approval

Once an Oklahoma Works AJC meets all requirements:

  1. The COWIB and CLEO must approve the certification.
  2. The COWIB Chair or designee must electronically submit the following to OESC via WorkforceServices.Inquiry@oesc.ok.gov:
    1. Executed approval letters.
    1. Completed Certification Checklists.
    1. Documentation of any corrective actions and evaluations.
    1. The core and required partners are obligated to share the infrastructure costs of the certified comprehensive center, regardless of whether the State or Local funding mechanism is used. Documentation must be provided to demonstrate that a reconciliation process has been completed.

Ongoing Reporting of Certification Reviews and Approvals

The COWIB will electronically submit updates to OESC in the following instances:

  1. Certification Criteria Updates: Whenever certification criteria or processes are revised.
  2. Certification or Decertification: Upon certifying or decertifying an Oklahoma Works AJC.
  3. Provisional Certifications: When issuing a Provisional Certification or implementing an associated action plan.
  4. For-Cause Reviews: Following any for-cause evaluation initiated due to identified issues or complaints.

Each submission must include executed letters, completed Certification Checklists, and any supporting documentation.

Equal Opportunity and Nondiscrimination Statement

All Recipients, and Sub-recipients / Sub-grantees must comply with WIOA’s Equal Opportunity and Nondiscrimination provisions which prohibit discrimination on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), national origin (including limited English proficiency), age, disability, political affiliation or belief, or, for beneficiaries, applicants, and participants only, on the basis of citizenship status or participation in a WIOA Title-I financially assisted program or activity.

Addenda / Revisions

The COWIB Chief Executive Officer is authorized to issue additional instructions, guidance, approvals, and/or forms to further implement the requirements of policy, without making substantive change to the policy, except in situations when a new or updated state and federal guidance is issued.

Questions about these procedures may be directed to the COWIB’s Policy Analyst at (405) 622-2026.

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