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1375.40 On-the Job Training (OTJ) Programs Policy

(Rev. April 1982)

 

Table of Contents

Description

On-the-Job Training (OJT) is a valid means of providing short-term training for a particular job in an actual work setting. An employer teaches a consumer the specific skills he/she needs to perform the job. The consumer is given an opportunity to demonstrate employment potential and to achieve job competency for placement upon successful completion of the training. The payment of training fees is not subject to economic need and is computed on a sliding scale. Comparable benefits are applied wherever appropriate. The expected outcome is employment with that employer or with another employer in the same or related field.

Policy

Objective of OJT

The objective of the OJT is to provide training in required skills for a particular job which is an appropriate vocational goal for the consumer. The end result shall be employment with the employer providing the training or with another employer in the same or related field.

General Considerations in Provision of OJT

Vocational Goal

The consumer requires training in particular job skills in order to achieve his/her vocational goal. The counselor shall determine that development of these skills by an employer in an actual work setting is an appropriate means of training. The consumer and counselor shall jointly pursue the development of the on-the-job training program.

Selection of Employer
  1. General Criteria:

    The counselor shall have the option of initiating contact directly with employers or accepting appropriate referrals. The counselor shall select the suitable employer based on the following criteria:

    1. the employer is willing and able to train the consumer in specific skills needed for the job and to provide adequate supervision during the training;
    2. the employer has the financial means to hire the consumer upon the successful completion of training or there are reasonable expectations that placement can be made with another employer in the same or related field;
    3. the employer will place the consumer on the payroll and cover Worker's Compensation, Social Security, and Unemployment Insurance during the period of training;
    4. the employer will participate in VESID's method of payment of training fees including use of any comparable benefit to defray the costs to VESID;
    5. the employer will assure that all Department of Labor standards for wage, hours and safety etc. are met;
    6. the employer will afford OJT employees all benefits and company policies applicable to other employees in similar job status.
  2. Specific Situations:

    An OJT is a unique relationship between VESID and an employer since the employer is also the provider of training. VESID staff should exercise caution in selecting an appropriate trainer/employer to guard against either real or apparent conflicts of interest. The general employer selection criteria shall apply to all OJT programs. The following guidelines apply to specific situations:

    1. Rehabilitation Facility

      The employment objective of an OJT program with a rehabilitation facility shall be competitive employment in a specific job that is available at that facility. If a consumer has received other services at a facility, the total combination of programming shall not exceed 52 weeks.

    2. Immediate Relatives

      An OJT shall not be authorized with an employer who is the immediate relative (spouse, parent, stepparent, foster parent, offspring, grandparent, in-law or sibling) of the consumer.

    3. Current or Former Employer

      An OJT may be authorized with a current or former employer when the counselor documents that the onset or progression of the consumer's disability requires acquisition of new work-related skills.

    4. VESID staff

      An OJT shall not be authorized with an employer who is a VESID staff member or his/her immediate relative.

    5. Civil Service Jobs

      An OJT may be authorized for only exam exempt Civil Service positions. The consumer must be taught those skills necessary to meet the relevant Civil Service job specifications for that title or position with a commitment of placement in that job upon successful completion of training.

  3. Written Training Description

    4. The counselor, in conjunction with the employer and the consumer, shall develop a written training description for all OJTs. The written statement shall include:

    1. position description of job the consumer is to be trained for;
    2. the specific skills to be taught;
    3. the tools and equipment the consumer will need and learn to use;
    4. the level of performance to be achieved; and
    5. the length of time required for the consumer to learn the skills necessary for job competence. The length of time may not exceed the allowable 26 weeks maximum.

    The counselor shall visit the OJT site and meet with the employer to negotiate the terms of the OJT program. The counselor shall assure that the employer meets the selection criteria, understands the purpose of the OJT and his/her role in the program. If a union is directly involved, the union shall be included in the discussions. The counselor shall discuss the content of the training description with the employer and consumer and make any revisions necessary to comply with the specific OJT program that is being designed for the consumer.

    The counselor shall assure that the employer and consumer fully understand the terms of the OJT program which has been developed, and they agree to accept their responsibilities for its fulfillment.

  4. Comparable Benefits:

    Comparable benefits shall be used whenever they are both an available and appropriate means of providing any part of the OJT program.
  5. Training Fees:

    Training fees to employers shall not exceed the amount paid to the consumer in gross wages. Normal entry level wage for the job being taught is sometimes higher than minimum wage. This higher amount can be used in computing the training fees when the counselor documents the justifications. The IWRP must be approved by the Director of Counseling or the District Office Manager for OJT programs where training fees are in excess of minimum wage.

    A sliding scale for training fee payments to the employer shall be arranged unless use of a comparable benefit requires a different method of payment. When a comparable benefit constitutes partial payment of training fees, it shall be applied against VESID's authorized amount in the sliding scale formula.

  6. Length of Training:

    An OJT program may not be authorized for more than 26 weeks (6 months). The length of training shall comply with the amount of time specified in the written description. The training should be completed in less than 26 weeks if the consumer can acquire the necessary skills in the shorter time.
  7. Monitoring the OJT:

    The counselor shall make visits to the employer and the consumer at the work site at least once a month. Throughout the OJT, the counselor shall assure that both employer and consumer immediately notify him/her concerning any problems in connection with the OJT program.

    The employer shall supply written monthly progress reports to the counselor which accurately assess the consumer's ability to become employed at the end of the training period. The attendance requirements imposed upon the consumer shall coincide with the standards affecting all other paid employees.

    The counselor shall verify consumer's receipt of the wages agreed upon in the OJT and shall immediately intervene when any discrepancy is apparent. The counselor shall coordinate ongoing planning to assure the placement of the consumer with that employer or an employer in the same or related field at the time of successful completion of training.

Special Considerations in the Providion of OJT

Tools and Equipment

While OJT training fees are not subject to economic need, all associated services must comply with VESID economic need regulations. The employer should be encouraged to provide the tools and equipment for training. If VESID is involved in the provision of tools and equipment prior to the initiation of the OJT, the economic means test shall be applied disregarding the anticipated income from the consumer's wages on the OJT. Any purchases shall be made according to current VESID bidding procedures.

The provision of tools and equipment as a rehabilitation service is limited to those tools needed or required by the consumer during his/her training program or for entry into employment. Such tools and equipment would include those customarily required for a worker to perform efficiently on the job and normally provided by the workers themselves, in the same or similar trade or profession.