Direct Registration GuidelinesVersion 1.8

Disclaimer

This document is not a stand-alone document and does not contain the entirety of Disability Employment Services Program Providers' obligations. It should be read in conjunction with the Disability Employment Services Deed and any relevant Guidelines or reference material issued by the Department of Social Services under or in connection with the Disability Employment Services Deed.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

1

Table of ContentsDocument Change History:.................................................................................................3

Direct Registration Introduction.........................................................................................4

Disability Employment Services—Direct Registration.........................................................5

Text Version of Flow Chart: Direct Registration..................................................................6

Disability Employment Services Deed Clauses....................................................................8

Reference documents relevant to these Guidelines...........................................................8

Websites.............................................................................................................................8

Explanatory Note:...............................................................................................................8

Direct Registration Guidelines............................................................................................9

Attachment A ……………………………………………………………………………………………………………….20

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

2

Document Change History:

Version Start Date

Effective Date

End Date

Change & Location

1.8 xx xx Policy: Clarification of Direct Registration (Overview), Direct Registration Form and ESA/JCA exempt job seekers (p5). Minor changes to Direct Registration Flow Chart (p6). Change to proof of Identity requirements (p12). Clarify residency definition (p11).

Formatting: Minor amendments throughout document (pp1-22).

Deletion of DEEWR and insertion of DSS throughout document.

1.7 14 June 13 14 Jun 13 Policy: Clarification of Direct Registration eligibility criteria for all job seekers (p9 -Section 2). Inclusion of Attachment A (p 20) which provides information on the circumstances in which Providers may Directly Register a job seeker whose Permanent Address is located outside an ESA specified in the Provider’s Schedule.

1.6 1 Oct 12 1 Oct 12 14 Jun 13 Formatting: Amendments to formatting (pp1-19).

Narrative: Removal of job seekers in crisis, experiencing domestic violence and mental health issues. New text version of Flow Chart (pp6-7).

1.5 1 Jul 12 1 Jul 12 30 Sep 12 Formatting: Amendments to formatting (pp1–16).

Narrative: Changed Centrelink references to Department of Human Services (pp1-16). Details on referring job seekers in crisis or that disclose domestic violence etc (pp4-5). More details on referring job seekers with

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

3

Version Start Date

Effective Date

End Date

Change & Location

mental health issues (p4). Amended information about linking of JSIDs to a job seeker CRN including additional information about the requirement for DES provides to request Human Services to create a ‘shell’ registration for a CRN (p13). Clarification of ESAt and medical evidence requirements (p15).

1.4 22 Dec 11 3 Jan 11 Narrative: Minor wording changes throughout document.

Inclusion of information on the Job Seeker Search function in DEEWR’s IT System (Fuzzy Search) (p9–Section 3)

1.3 5 July 11 5 July 11 3 Jan 11 Narrative: Addition of information on servicing Participants with mental health issues (p13-14 - Section 9).

Narrative: Addition of information about the requirement for Participants to have a new ESAt/JCA where they have previously exited after a 26 week outcome (p14 – Section 8).

Update JCA references to reflect changes associated with the introduction of ESAt arrangements for 1 July 2011.

1.2 9 Nov 10 9 Nov 10 5 July 11 Policy: Amended Direct Registration Eligibility (p6 – Section 2) and the Permanent Residential address of the Job Seeker (p8 – Section 2). Removed text from flow chart (p4 – Box 2).

1.1 22 Sep 10 22 Sep 10 9 Nov 10 Policy: Amended to include reference to Specialist Providers, Youth Under 15 cohort (p8-9 – Section 2). Creation of new step outlining JSCI process for Participants (p13 – Section 9).

1.0 15 Jan 10 01 Mar 10 22 Sep 10 Original version of document

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

4

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

5

Direct Registration in DESThese Guidelines outline the steps to be taken by a Disability Employment Services (DES) Provider to enable Direct Registration of Participants in DES.

Overview

DES Providers can Register job seekers who approach them directly for Services. This is known as Direct Registration. Job seekers who Directly Register with a DES Provider are not counted in a DES Provider’s ESA Business Share but are included in the assessment of a DES Provider’s performance. As Directly Registered job seekers do not form part of a DES Provider’s allocated market share, there are no limits on the number of job seekers that can be serviced by a provider.

In most cases a DES Provider will need to refer a job seeker for an Employment Services Assessment (ESAt) to determine their eligibility for DES. A job seeker may, however, be Commenced in DES after Directly Registering without being referred for an ESAt where the job seeker:

meets the eligibility for DES

is not already being assisted by another employment services provider

resides in the Employment Services Area (ESA) for which the DES Provider is contracted, and

has a Current and Valid ESAt or Job Capacity Assessment (JCA) that identifies DES as the recommended Service.

The DES Direct Registration Form

When Direct Registering a job seeker in DES, a DES Provider must complete a DES Direct Registration Form (DRF). The DRF must have all relevant fields correctly completed including Proof of Identity checks, and must be signed and dated by both the job seeker (or their legal guardian and the DES Provider’s representative. The DES DRF must be an unaltered, unabridged version of the Form that was available on the DES Provider Portal at the time the job seeker was Directly Registered in DES. The DES DRF must be retained on file as Documentary Evidence to support a job seeker’s Registration and Commencement in DES.

Direct Registration of ESAt/JCA exempt job seekers

Eligible School Leavers (ESL) and Job in Jeopardy (JiJ) Participants can be Directly Registered without an ESAt or JCA. As ESL and JiJ Participants do not have an ESAt/JCA to determine their eligibility for DES, DES Providers are required to assess the Participant’s eligibility for DES in accordance with the requirements set out in the DES Deed and the ESL Guidelines and JiJ Assistance Guidelines.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

6

Disability Employment Services—Direct Registration

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

7

Text Version of Flow Chart: Direct Registration

Step Action

1. Individual presents to DES provider without a Referral.

2. DES provider completes Direct Registration Form for DES. The DES provider determines the job seeker’s eligibility for Direct Registration based on the job seeker eligibility as defined on pages 8 – 10.

3. Search for existing Registration.

The DES provider searches for an existing record by:

name and date of birth, or

Centrelink Customer Reference Number (CRN) of job seeker (if applicable).

4. Create/Update Registration.

The DES provider:

updates any existing Registration record or

creates a new Participant record if no Registration record exists on the Employment Services IT System.

enters relevant Direct Registration details on the Employment Services IT System.

5. The Employment Services IT System confirms whether or not a job seeker is eligible to be Directly Registered based on information entered by the DES provider.

If not eligible – Go to Step 6

If eligible – Go to Step 7

6. DES provider refers job seeker to Human Services for further assistance if appropriate.

7. DES provider determines whether the job seeker is eligible to be Commenced in Program Services without a referral to the Department of Human Services (Human Services).

Participants who can commence without a new Employment Services Assessment (ESAt)/Job Capacity Assessment (JCA) include:

a Participant with a current and valid ESAt/JCA with a referral

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

8

Step Action

recommendation to DES

a Job in Jeopardy Participant

a Special Class Client Participant, or

an Eligible School Leaver.

No Valid ESAt/JCA - Go to Step 8

Valid ESAt/JCA or eligible to Commence DES without ESAt/JCA - Go to Step 9

8. DES provider refers job seeker for an ESAt.

9. DES provider determines whether the Job Seeker Classification Instrument (JSCI) requires creating/updating.

10. DES provider conducts Initial Interview, Commences the Participant in accordance with Referral and Commencement Guidelines and provide Program Services to Participant.

Note: This should not be read as a stand-alone document, please refer to the Disability Employment Services Deed.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

9

Disability Employment Services Deed ClausesClause 79 – Program Services Location

Clause 83 – Direct Registration of Participants without a Referral

Annexure A – Definitions

Reference documents relevant to these GuidelinesDirect Registration for Disability Employment Services Form

Eligible School Leaver Guidelines

Disability Management Service - Special Class Client Guidelines

Documentary Evidence for Claims for Payment Guidelines

Job in Jeopardy Assistance Guidelines

Transfer Guidelines

Documentary Evidence for claims for Payment Guidelines

Records Management Instructions Guidelines

Referral and Commencement Guidelines

WebsitesDepartment of Immigration and Citizenship Visa Entitlement Verification Online website

Centrelink Community Development Employment Projects (CDEP) website

Centrelink Disability Support Pension (DSP) website

Centrelink Parenting Payment (PP) website

Explanatory Note: 1. All capitalised terms have the same meaning as in the Disability Employment Services Deed.2. In this document, the term ‘must’ denotes mandatory compliance, and the terms ‘should’ or

‘may’ denote that compliance represents best practice.3. Italicised text is a hyperlink to the relevant reference material.4. Shaded areas in the flow charts denote activities that are undertaken by the job seeker, DSS,

Human Services or an Assessor.5. For the purposes of these guidelines the term ‘job seeker’ includes a person who is currently

employed and is seeking Job in Jeopardy Assistance.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

10

Direct Registration Guidelines

Who is Responsible: What is Required:

1. Job seeker

Job seeker presents to DES Provider without a Referral

A job seeker may present directly to a DES provider to volunteer for employment assistance without a Referral from the Department of Human Services (Human Services) for an Employment Services Assessment (ESAt) or Job Capacity Assessment (JCA). A DES provider can Directly Register a job seeker where he or she meets the eligibility criteria for Direct Registration.

‘Direct Registration’ or ‘Directly Register’ refers to a DES provider registering a job seeker who does not have a Referral. This means:

a) If a job seeker does not have a referral to a particular DES provider from Human Services or DSS, but has a current and valid ESAt/JCA recommending DES; or

b) a job seeker that has an ESAt/JCA exemption e.g. an eligible school leaver and an early school leaver.

Proceed to Step 2.

2. The DES provider

DES provider determines eligibility for Direct Registration

Disability Employment Services Deed Section References:

Clause 79 – Program Services Location

References:

Direct Registration for Disability Employment Services Form

How to Directly Register eligible job seekers Job Aid

Direct Registration Eligibility

To be eligible for Direct Registration, the job seeker must:

a) be an Australian residentb) not be currently being serviced by another DES provider or

Employment Service providerc) have a disability, injury or health conditiond) be aged between 14 and 65 yearse) have a Permanent Address in the ESA specified in the DES

provider’s Schedule is contracted to deliver Program Services, as specified in the Schedule,

f) not have a current and valid ESAt/JCA referral recommendation to another service, and

g) meet any other relevant eligibility criteria which are prescribed by the Deed.

Note: the exceptions to e) above are outlined in Attachment A.

Determining Eligibility using the DES DRF

To determine if a job seeker is eligible to Directly Register for program services, the DES provider will need to collect a range of information

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

11

Who is Responsible: What is Required:

from the job seeker.

The DES DRF which is available on the Provider Portal must be completed to obtain:

the required personal information to determine eligibility for Direct Registration, and

the consent from the Participant regarding the use of the personal information disclosed to the DES provider.

This information should be reviewed by the DES provider before being entered into the Employment Services IT System. The Employment Services IT System will then confirm whether or not the job seeker is eligible to be Directly Registered, based on the information entered by the DES provider. More detail is provided about this step in section 5 of these Guidelines.

Australian Residency Requirements

Only job seekers who are permanent residents in Australia are eligible for DES. An Australian resident is a person who resides in Australia and is one of the following:

an Australian citizen

the holder of a permanent resident visa, or

a special category visa holder (SCV) who is a protected SCV holder.

If the job seeker is not an Australian resident the DES provider must not proceed with the Direct Registration process. For further information regarding Australian residency and the legal right to work in Australia, DES providers can refer to the Department of Immigration Visa Entitlement Verification Online website: http://www.immi.gov.au/managing-australias-borders.

Job seekers who are not Australian residents should be directed to an appropriate community service for assistance where possible. If the job seeker is a migrant on a two year waiting period visa and requires assistance with literacy and numeracy, the DES provider should refer them to Human Services for further assistance.

For further information on Australian residency and the legal right to work in Australia please refer to the Disability Employment Services Eligibility for Visa Holders Fact Sheet .

Note: New Zealand Citizens who are non-protected SCV holders are

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

12

Who is Responsible: What is Required:

ineligible for DES and cannot be Directly Registered.

Proof of Identity

To confirm the identity of the job seeker, the DES provider must sight one of the following original documents (or certified copies):

current passport

current driver’s licence, or

other form of photo identification from a government department or agency.

Or

two of the following original documents (or certified copies):

financial institution (bank) documents (showing name and signature or name and address)

birth certificate or extract

certificate of Australian citizenship

Medicare card

motor vehicle registration papers with current address, or

other forms of identification with the job seeker’s name on it, such as a statement from a community Elder if the job seeker is an Aboriginal or Torres Strait Islander.

The DES provider is not required to retain a copy of the evidence, but must record on the DES Direct Registration Form that the documents have been sighted. Where the job seeker does not have a CRN, a copy of the evidence must be retained on file.

Notes:

Human Services will have previously requested identification for those job seekers on Income Support as part of the Income Support claim process.

If a job seeker experiences genuine difficulty providing the required documents for proof of identity checks, the DES provider may use other methods for confirming identity. See the How to Directly Register eligible job

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

13

Who is Responsible: What is Required:

seekers Job Aid for further information.

Specialist DES providers

A DES provider who is identified as a Specialist DES provider in relation to a Site or ESA may only Directly Register a job seeker who is a member of that same specialist group, unless the Specialist DES provider is also a Generalist DES provider in the same site or ESA.

Permanent Address of job seeker

Subject to Attachment A, a DES provider may only Directly Register a job seeker whose Permanent Address is located in an ESA specified in the DES provider’s Schedule.

Job seekers under 15 years of age

For job seekers aged 14 years at the time of Registration, the DES provider must attach the special client type flag "Youth Under 15 (YU15)" to the Registration. The job seeker will not be able to Directly Register for Program Services without this flag.

Proceed to Step 3.

3. The DES provider

DES provider searches for an existing Registration

References:

Direct Registration Form

How to Directly Register eligible job seekers Job Aid

Registration Search

To reduce unnecessary data entry and creation of duplicate records, the DES provider should conduct a Registration search through the Job Seeker Search function on the ESS IT System to ascertain whether the job seeker has an existing Registration. The Employment Services IT System will assist the DES provider through the process.

An existing Registration may contain relevant information to assist in confirming eligibility and commencing the job seeker such as a Job Seeker Identification Number (JSID), current participation in an employment service, or to confirm the receipt of Income Support Payments including Disability Support Pension (DSP) and Parenting Payment (PP).

Registration searches may be conducted using one of the following methods in the order listed:

1. Centrelink 1 Customer Reference Number (CRN)This is the most reliable and efficient Registration search method.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

14

Who is Responsible: What is Required:

Where it can be determined that the job seeker is a Human Services customer, the DES provider should request the job seeker’s CRN as part of the Direct Registration process. If the job seeker is on an Income Support Payment or is able to provide their CRN, the DES provider can enter the job seeker’s CRN in the Registration search section of the DSS IT System to search for an existing job seeker Registration record.If the job seeker is a Human Services customer and cannot provide their CRN, the DES provider should assist the job seeker in contacting Human Services to obtain his or her CRN to continue the Direct Registration process.

2. Name and DOBThe DES provider should enter the job seeker’s name, date of birth and gender to search for an existing job seeker record.

3. Fuzzy SearchIf the other two Registration search methods are unsuccessful, a Fuzzy Search can be conducted by entering the job seeker’s details in the Fuzzy Search Tab located in the Job Seeker Search function in the Employment Services IT System. This will enable the Employment Services IT System to search for records where the name or date of birth has been recorded incorrectly in the original job seeker record.

Proceed to Step 4.

4. The DES provider

DES provider creates/updates Registration

References:

Permanent Address Guidelines

Transfer Guidelines

The DES provider should take different action depending on which results are obtained from the search. The results of the search and required actions are discussed in more detail below.

To minimise the risk of duplicate records, if the Employment Services IT System returns a matching job seeker record from the Registration search, the DES provider will be unable to create a new Registration record for the job seeker. Should the information available to the DES provider indicate the returned record is not a true match the DES provider will need to contact the Employment Systems Helpdesk on 1300 305 520 to create a new Registration record for the job seeker.

If an existing Registration is found the DES provider should ensure that the recorded residential address for the job seeker is correct before proceeding. See the Permanent Address Guidelines for more

1 References to specific services and payments will remain as ‘Centrelink’ instead of Department of Human Services (Human Services).

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

15

Who is Responsible: What is Required:

information.

Results of the search and required actions

The search of the Participant’s record could result in one of five outcomes:

1. Job seeker has a current Registration record and is on the current DES provider’s caseload:The DES provider should make internal arrangements to assist the job seeker, given that the job seeker has an existing Registration with the DES provider.

2. Job seeker has a current Registration record and is Registered with another DES provider or Employment Service provider:The DES provider should advise the job seeker where the Employment Services IT System identifies that the job seeker is Registered with another DES provider, and determine if the job seeker is seeking to change DES providers.

Note: Work-release prisoners2 cannot change DES providers unless approved by relevant state/territory Corrections Services.

Where the job seeker wishes to:

transfer between the DES provider and another DES provider due to a change of address, due to a relationship failure or by agreement with the existing DES provider - the DES provider should refer to the Transfer Guidelines for the appropriate process.

remain with their original DES provider - the job seeker should be given their Registration details and be referred back to their existing DES provider.

3. Job seeker has a current Registration record and is not connected with a DES provider:The DES provider should refer the job seeker to their caseload using the Employment Services IT System.

2 Work-release prisoners are in the last 12 months of the sentence, have been granted a licence by Corrective Services for release to engage in paid work, are eligible to participate in paid work and are considered job ready.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

16

Who is Responsible: What is Required:

4. Job seeker has a Registration record that has ended:If the job seeker has an inactive record on the ‘Registration’ screen, the DES provider should select the inactive record and re-register the job seeker. This will allow the DES provider to update the job seeker’s details and circumstances, where required.

5. Job seeker has no Registration record in the Employment Services IT System:If the job seeker does not have a Registration record, the DES provider should create a record by inputting the job seeker’s details on the ‘Registration’ screen. Responses can be based on the information supplied by the job seeker on the Direct Registration Form.

Requirement to Link a Job Seeker Identification Number (JSID) to a CRN

After creating or updating a job seeker Registration record the DES provider is required to link the JSID to a Human Service’s CRN using the ESS IT System. Linking the JSID with the job seeker’s CRN allows the new or updated job seeker Registration record to obtain important information from Human Services such as current payment type, recent Referrals or Activity Test Requirements.

If a job seeker provides their CRN to their DES Provider at the time of registration the Provider can immediately link the JSID to the jobseeker’s CRN through the Employment Services IT System. Please see the How to Directly Register Job Seekers Job Aid for more information.

If the job seeker does not know their CRN or does not have one, the DES Provider should contact their local Human Services Customer Service Centre with the job seeker present and request a CRN. Human Services will conduct a search for the record using information provided by the job seeker. If a record is found they will provide the CRN to the DES provider. If a CRN does not exist the DES provider must request Human Services to create ‘shell record’ for a CRN. The CRN can then be linked to the JSID.

If a job seeker cannot be present during this process the DES provider must advise the job seeker to contact Human Services and request a CRN for the purpose of registering for employment services.

Proceed to Step 5.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

17

Who is Responsible: What is Required:

5. Employment Services IT System

Employment Services IT System confirms whether or not the job seeker is eligible for Direct Registration in DES

This is an automated process

Once all information gathered from the Direct Registration Form for Disability Employment Services is entered into the Employment Services IT System by the DES provider, the job seeker’s eligibility for Direct Registration will be confirmed or denied.

Job seekers ineligible to Direct Register

DSS’s IT System identifies that a job seeker is ineligible to Direct Register.

Go to Step 6.

Job seekers eligible to Direct Register

There are five categories of job seeker who are eligible for Direct Registration:

1. job seekers without a current and valid ESAt/JCA2. job seekers with a current and valid ESAt/JCA which identifies

DES as the recommended service3. job seekers who meet Job in Jeopardy eligibility criteria4. job seekers who meet Special Class Client Participant (DMS only)

eligibility criteria, and5. job seekers who meet Eligible School Leaver eligibility criteria.

Job seekers in categories 2-5 can also Commence in Program Services without first being referred to an ESAt, in accordance with Guidelines.

DSS’s IT System identifies that job seeker is eligible to Directly Register:

Proceed to Step 7.

6. The DES provider

DES provider refers job seeker to Human Services for further assistance if appropriate

DES providers should advise these job seekers of their ineligibility to Directly Register for Program Services and should direct such job seekers to Human Services for further assistance if necessary.

End of Process.

7. The DES Provider

DES provider determines whether the job seeker is eligible to be Commenced in Program Services without a referral for an ESAt. References:

Job in Jeopardy Assistance Guidelines

Disability Management Service - Special Class Client Guidelines

The DES provider should search the Employment Services IT System to determine if the job seeker has a current and valid ESAt/JCA.

Participant with a current and valid ESAt/JCA

A job seeker with a current and valid ESAt/JCA with a referral recommendation to DES may be Commenced immediately as a Participant in the relevant Program Service, in accordance with the Referral and Commencement Guidelines.

Note: Where the DES provider believes that a current ESAt/JCA is no

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

18

Who is Responsible: What is Required:

Eligible School Leaver Guidelines

Referral and Commencement Guidelines

Documentary Evidence for Claims for Payment Guidelines

longer valid due to a change in the Participant’s circumstances, they can continue with the Direct Registration process. However, in these circumstances a Participant cannot be Commenced as an Eligible School Leaver.

If a current and valid ESAt/JCA which recommends DES is available:

Proceed to Step 9.

Participant without a current and valid ESAt/JCA

A DES provider must not provide Program Services to a job seeker without a current and valid ESAt/JCA. The job seeker must be referred for an ESAt to have their eligibility for Program Services assessed, with the exception of the job seekers in the following categories:

Job in Jeopardy Participant

A job seeker Directly Registering as Job in Jeopardy is exempt from requiring an ESAt and can be immediately Commenced in accordance with Job in Jeopardy Guidelines. The job seeker must provide appropriate evidence that they are at risk of losing their employment due to the impact of their injury, disability or health condition in accordance with the Job in Jeopardy Assistance Guidelines and the Documentary Evidence for Claims for Payment Guidelines.

Special Class Client Participant

A job seeker Directly Registering as a Special Class Client is exempt from requiring an ESAt and can be immediately Commenced in accordance with the Disability Management Service - Special Class Client Guidelines.

Note: Special Class Clients are only eligible to be Commenced in Disability Management Service (DMS).

Eligible School Leaver Participant

A job seeker Direct Registering as an Eligible School Leaver is exempt from requiring an ESAt and can be immediately Commenced in accordance with the Eligible School Leaver Guidelines.

If the Participant is in one of the above categories:

Proceed to Step 10.

If the Participant is not in one of the above categories, and does not have a current and valid ESAt/JCA:

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

19

Who is Responsible: What is Required:

Proceed to Step 8.

8. The DES Provider

DES provider refers job seeker for an ESAt.

References:

Referral for an ESAt Guidelines

If a job seeker does not have a current and valid ESAt/JCA, the DES provider should arrange for a referral for an ESAt. The DES provider must confirm that the job seeker has appropriate medical evidence supporting their condition(s) before the job seeker is referred. Where there is no medical evidence available to support a job seeker’s identified condition, the DES provider should assist the job seeker to obtain relevant medical evidence before a referral for an ESAt is considered. The DES provider should also ensure the job seeker is given details of the Assessment3 time and place and advise the job seeker to provide new medical evidence to the Assessor and to present the evidence to Human Services.

For further details refer to the Referral for an ESAt Guidelines.

Work-release Prisoners

Where a prisoner is participating in a work-release prisoner program and is identified as requiring an ESAt, the process for referral for an ESAt is the same as for any other DES job seeker. The DES provider should also notify the pre- release centre that the prisoner requires an ESAt as they need to be aware of the work-release prisoner’s movements.

For more information about work-release prisoners please refer to the Providing Job Services Australia and Disability Employment Services to Pre-release Prisoners4 Advice.

Note: Job seekers who have previously been Commenced in DES and exited following a 26 week outcome must have new ESAt/JCA prior to Commencing in DES.

Proceed to Step 9.

9. The DES Provider

DES provider determines whether the Job Seeker Classification Instrument requires creating/updating

References:

Job Seeker Classification Instrument Guidelines

Information from the Job Seeker Classification Instrument (JSCI), in conjunction with information from Human Services and the ESAt or JCA, is used to determine the Funding Level for Participants in the Employment Support Service (ESS).

For ESS Participants it is important that DES providers check to ensure all JSCI information is completed in order that the correct Funding Level is calculated for each Participant.

3 Assessment refers to either an ESAt or JCA as applicable to employment services.

4 Jobs Services Australia refers to work-release prisoners as pre-release prisoners.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

20

Who is Responsible: What is Required:

Funding Level Tool Guidelines Although the Funding Level Tool is not run for DMS Participants, DES providers should still ensure JSCI information is up-to-date.

Note: DES providers do not need to create or update the JSCI for Job in Jeopardy Participants.

Job seekers with an existing JSCI

Some updates to the JSCI are able to be undertaken directly by the DES provider. Please see the Job Seeker Classification Instrument Guidelines and Funding Level Tool Guidelines for more information.

Job seekers who do not have a JSCI

DES providers who Directly Register Volunteers (Non activity Tested) ‐without a JSCI in ESS will need to create a JSCI in accordance with Job Seeker Classification Instrument Guidelines.

10. The DES Provider

DES provider conducts Initial Interview and Commences the job seeker as a Participant in Program Services

References:

Referral and Commencement Guidelines

Job in Jeopardy Assistance Guidelines

Disability Management Service - Special Class Client Guidelines

Eligible School Leaver Guidelines

Participant is Commenced in the Program in accordance with Referral and Commencement Guidelines.

End of Process.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

21

Attachment A

Directly Registering a job seeker (other than an ESL) whose Permanent Address is located outside an ESA specified in the Schedule.

Specialist providers

Specialist providers can Directly Register a job seeker whose Permanent Address is located outside an ESA specified in their Schedule, but only where the relevant job seeker has the disability, or other characteristic, that the relevant specialist provider specialises in; and

Where the above requirements are met and a specialist provider Directly Registers a job seeker, the specialist provider must deliver Program Services to the job seeker in accordance with the Disability Employment Services Deed. That is, the specialist provider must:

only deliver Program Services from a Site within the provider’s contracted ESA, unless otherwise approved by DSS in accordance with the Disability Employment Services Deed; and

is not permitted to establish a physical presence (either temporary or permanent) in an ESA that is not specified in their Schedule. This includes the operation of a mobile servicing facility to visit or otherwise service a job seeker whose Permanent Address is located outside an ESA specified in a specialist provider’s Schedule.

Where exceptional circumstances exist, such that it is not possible for a job seeker to visit the specialist provider (for example the job seeker is incapacitated) at a Site in the specialist provider’s ESA, the specialist provider may seek approval from their contract manager to deliver services to that job seeker at a location other than at the specialist provider’s Site for a specified period. The relevant contract manager may grant such approval in writing at their absolute discretion.

Generalist providers

Generalist providers cannot Directly Register job seekers whose Permanent Address is located outside an ESA specified in their Schedule. However, where a job seeker wishes to choose a generalist provider in another ESA, this may be considered in exceptional circumstances. Generalist providers must seek approval from their contract manager on a case by case basis. The relevant contract manager may grant such approval in writing at their absolute discretion.

Directly Registering an ESL whose Permanent Address is located outside an ESA specified in the Schedule

Specialist providers

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

22

Specialist providers can Directly Register an ESL whose Permanent Address is located outside an ESA specified in the Schedule, but only where:

(a) the ESL has the disability, or other characteristic, that the specialist provider specialises in; and

(b) the specialist provider has requested DSS’s approval to Directly Register the relevant ESL and DSS has approved the arrangement in writing.

When considering a specialist provider’s request to Directly Register an ESL whose Permanent Address is located outside an ESA specified in their Schedule, the contract manager will consider, among other things:

the distance of the provider’s site from the ESL’s school or home; and

the availability of other DES providers in the ESL’s ESA and whether those providers are working with the ESL’s school.

Note that, approval will be given by the relevant contract manager in writing at their absolute discretion.

Where approval is given, and a specialist provider Directly Registers an ESL, the specialist provider must deliver Program Services to the ESL in accordance with the requirements of the Disability Employment Services Deed. That is the specialist provider must:

only deliver Program Services from a Site, unless otherwise approved by DSS in accordance with the Disability Employment Services Deed; and

is not permitted to establish a physical presence (either temporary or permanent) in an ESA that is not specified in their Schedule. This includes the operation of a mobile servicing facility to visit or otherwise service a job seeker whose Permanent Address is located outside an ESA specified in a specialist provider’s Schedule.

Where exceptional circumstances exist, such that it is not possible for the ESL to visit the specialist provider at a Site in the specialist provider’s ESA, the specialist provider may seek approval from their contract manager to provide a visiting service to that ESL for a specified period. The relevant contract manager may grant such approval in writing at their absolute discretion.

Generalist providers

Generalist providers must not Directly Register an ESL whose Permanent Address is located outside an ESA specified in their Schedule. There are no exceptions to this rule.

DES - Direct Registration GuidelinesTRIM Id. D12/491529 Effective Date: xx

23