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 3.2 ADMINISTRATION AND MANAGEMENT OF CAREER DEVELOPMENT SERVICES

 
 

 Purpose

 

P1. To assure the efficient, effective, and integrated management of career development services for students.

 

 Requirements

 

R1. Managing the Learning Environment

Centers must ensure that learning environments facilitate and support each student’s career development as follows:

a. Training facilities are safe, clean, orderly, and well-maintained.

b. Career Technical Training (CTT) facilities simulate workplaces in their layout, furnishings, training equipment, and organization to the extent possible.

c. Current training-related materials and equipment are available to students in classrooms, CTT facilities and other learning/study areas.

d. Programs provide students with the knowledge and skills needed to attain industry certification, credentials, licensing or pre-apprenticeship status.

e. Student-to-teacher ratio for academic instructional activities is 18:1 in accordance with PRH Chapter 5, Section 5.2, Staffing Ratios​. CTT program ratios will remain unchanged and in accordance with revised Exhibit 3-6​. For purposes of defining training slots, one full-time student is equivalent to two training slots. For example, a 15:1 student-to-teacher training ratio translates to a 30:1 slot-to-teacher ratio. Student-to-staff ratios for nationally contracted training programs must be in accordance with contract provisions.

f. Staff must:

1. Recognize positive behavior and achievement.

2. Intervene and correct inappropriate student behavior and non-performance.

3. Recognize and remediate student-learning difficulties.

4. Engage, actively instruct, and guide students.

5. Encourage students to be active participants in their learning process.

6. Maintain familiarity with current industry skill and safety demands, and requirements.

7. Emphasize the relevance of training activities and career pathway preparation to career success.

8. Provide students with feedback on their performance and progress in all areas, including career pathway preparation activities.

9. Model, mentor, and monitor the Career Success Standards at all times.

g. CTT and aca​demic instructors must:

1. Remain current and knowledgeable regarding available industry certifications, prerequisites, and examination requirements.

2. Provide instruction and remedial training support that will enable students to overcome barriers in obtaining industry certifications and participating in Advanced Training (AT) or Advanced Career Training (ACT).

3. Provide contextual learning opportunities for students to improve academic skills in the CTT learning environment.

4. Collaborate in developing lesson plans, activities, and other instructional supports to ensure that industry certification requirements are addressed in the academic and career technical settings.

5. For CTT instructors, in particular, maintain a comprehensive working knowledge of current industry skills, safety, tool accountability and security, and health requirements.

R2. Scheduling

Centers must:

a. In collaboration with each student, develop a flexible, individualized training schedule, including participation in evening/weekend studies, tailored to the student’s individualized learning needs and career goals. Interruptions to the regular schedule must be kept to a minimum.

b. Provide time for project-based learning activities, field trips, and work-based learning experiences.

c. Develop a schedule that ensures that prior to graduation, students receive substantial practice and experience in working an eight-hour day or working hours and conditions consistent with the anticipated workplace.

d. Allow time for instructor collaboration, lesson planning, and career technical/academic integration activities.

R3. Equipment/Clothing

Centers must:

a. Ensure that training equipment and facilities are equivalent and relevant to current industry standards, and are made available in the most cost-effective manner.

b. Maintain equipment in all learning environments in good repair.

c. Submit requests for equipment to the Regional Office (RO) for review and approval. USDA Forest Service Civilian Conservation Centers (CCCs) must submit such requests through agency protocol.

d. Ensure that students are provided with industry-standard clothing and safety equipment, in accordance with the guidelines in PRH Chapter 6, Section 6.5, Student Clothing​.

R4. Personal Tools

Centers must:

a. Ensure that all CTT tools are accounted for and secured after each class and at the end of the training day. Assess inventory lists to ensure that all tools are accounted for, new tools are added, missing tools are reported and located before class is dismissed and properly secured, and broken tools are disposed of properly.

b. Provide tool kits to students who graduate from a contract or USDA Forest Service-operated center’s CTT program, and earn a job-training match upon initial placement. The tool kits will be provided and shipped at no cost to the student, to their home address on record.

c. Ensure that National Training Contractors (NTC) provide and ship tools at no cost to students who were enrolled in their programs and who successfully completed career technical training and obtained a job training match upon initial placement.

R5. Student Certification and Licensing

Centers must:

a. Provide testing, certification, and licensing at no cost to students for the following: high school diploma (HSD) or high school equivalency (HSE), learner’s permits and/or driver licenses, industry-specific career and technical, and/or postsecondary credentials. Students with disabilities must be informed of their right to request reasonable accommodation(s).

b. Ensure training provided will enable students to obtain a license or certification in the state where he or she will seek employment, if applicable.

R6. Recordkeeping

Centers must:

a. Ensure CTT instructors record skill proficiency by rating the appropriate skills area on the e-TAR. This action (i.e., recording a rating level) represents verification to the student of skill attainment. The date entered does not necessarily indicate when the student completed the task. The date indicates the instructor’s assertion of skill proficiency, documenting that the student is able to perform the task to industry standards with little or no supervision. The student does not need to be present for duty in order for the instructor to perform the data entry process.

b. Ensure CTT instructors record credential attainment results in the e-TAR credential tab.

c. Provide a copy of one or more of the following: credential attainment certificate, and/or e-mail/electronic notification of pass/fail results from credential issuing party. This can be a hard copy in a student’s permanent records file or uploaded into the e-TAR system.

R7. Performance Assessment

Centers must:

a. Assess and monitor the delivery of the career development services to assure that it conforms with the approved center plan.

b. Monitor outcomes and take corrective action when outcomes fall below set goals. The National Office of Job Corps (NOJC), in collaboration with ROs, must monitor and take corrective action when NTC outcomes fall below set goals.

c. Using state and local area labor market information and with the advice of employers and the center’s Workforce Council, regularly assess the labor market demand for workers in the occupations represented on center, and in areas where graduates will seek employment, and initiate career technical change requests when needed.

R8. Career Technical Program Changes

a. All requests to add, delete, expand, or reduce training offerings must be requested using the Career Technical Training Change Request Form in Appendix 307. Centers must submit the requests directly to the Regional Director for initial approval, while USDA Forest Service CCCs must submit the requests through agency channels. For any CTT Change Request affecting a NTC-operated program, centers must work closely with the respective NTC officials and the NTC Contracting Officer’s Representative (COR), as appropriate.

b. The Regional Directors and Program Managers are responsible for the initial evaluation of change requests and will forward the requests, along with all supporting documents, to the National Office of Job Corps, to the attention of the Division of Educational Services, Career Technical Training & Certifications and Apprenticeships Team Leader, for review and final approval.

c. The NOJC has 30 days from receipt of completed CTT Change Request Forms and supplemental documentation to render a response or to notify the RO of its decision. The RO will, in turn, inform the center operator of the National Office’s decision. When NTC programs are affected, NTC officials will also be notified, concurrent with notification to the RO.

Following approval by the Regional Director and the NOJC, changes to center-operated career technical training programs must be written into contract requirements. In the case of federally operated centers, the federal operator and the Regional Director must mutually review and approve proposed changes prior to forwarding documents to the NOJC for review and final approval.

d. Program, O*NET-SOC training title, job training match title, or code changes to the Center Information System (CIS) must be approved by the National Office of Job Corps (NOJC). The NOJC will communicate all approved changes to the Job Corps Data Center (JCDC) for updates and entry into CIS.

Specific roles and responsibilities for the timely processing and approval of requests for career technical training changes are detailed in Appendix 306​.

 

 Exhibits

 
  
Exhibit 3-6 Job Corps CTT Programs Student-Teacher Ratios
 

 Appendices

 
  
Appendix 306 Career Technical Training Change Request Guidelines
Appendix 307 Career Technical Training (CTT) Change Request Form
Appendix 307a Abbreviated CTT Change Request-Program-TAR Code Request Form