Self-Employment Assistance Program (SEAP) Provider Instructions

November 7, 2017

Prepared by the Employment Connections Division

SEAP Approved Provider Instructions 1 Revised 11/8/2017

What is the Self-Employment Assistance Program?

In 2007, the State Legislature authorized the Self-Employment Assistance Program (SEAP) to help unemployed individuals who are likely to run out of unemployment benefits before they find work and to create new businesses and job opportunities. SEAP allows people to collect benefits while they train to start and operate their own business.

On June 7, 2012 the State Legislature modified SEAP law requiring the Employment Security Department (ESD) to inform all individuals eligible under RCW 50.20.010 of the availability of self- employment assistance and entrepreneurial training program and of the training provision of RCW 50.20.43 which may allow an individual to pursue Commissioner Approved Training (CAT).

To be eligible for SEAP, a person must:

1. Be eligible to collect regular unemployment benefits. 2. Be identified as “likely to exhaust” under the ESD worker-profiling system or be eligible for CAT. 3. Be enrolled in a self-employment assistance program that is approved by the department. 4. Make satisfactory progress in the approved program.

Like CAT and Training Benefits, SEAP does not pay for books, tuition or school-related fees. It simply pays the regular unemployment-benefit amount each week while the participants are satisfactorily progressing in their approved program. However, enrollment in a self-employment assistance program does not entitle the participant to any benefit payments he or she would otherwise to be entitled to, had he or she not enrolled in the program.

What are the eligibility requirements for SEAP providers?

To be SEAP approved, a self-employment assistance program must include:

1. Entrepreneurial training – structured curriculum related to starting a business 2. Business counseling – scheduled one-on-one business counseling sessions 3. Technical assistance – necessary technical assistance related to starting a business (e.g. assistance

with market research, developing a business plan, access capital, etc.) 4. Other activities – required program activities related to setting up a business and becoming self-

employed 5. This information is also available online at https://esd.wa.gov/jobs-and-training/self- employment-

assistance-program

To be a SEAP approved provider, you must:

1. Submit a “Provider Application” form. (Appendix A). 2. Sign a “SEAP Provider Applicant Certification” form. (Appendix B) 3. Submit an application package and provide a detailed description of:

a. Your training class/curriculum. b. Your entrepreneurial training – how it is structured. c. Your business counseling – how you conduct counseling with your students d. If you are providing online training, you must describe in detail how the program provides one-

on-one counseling. e. The kind of technical assistance you will be providing to your students. f. Your website, brochures, training materials used, and other marketing tools regarding SEAP in

your organization. g. Your policy regarding participant tuition refunds

SEAP Approved Provider Instructions 2 Revised 11/8/2017

4. If you are providing online training, describe how your program tracking system has the capacity to record classes and post the contents online for students to access at their convenience. The system must allow the instructor to monitor when the students access the courses, review the students’ homework submitted electronically and otherwise interact with the students.

5. Be aware that if you are a provider offering a vocational training program to the general public with a program length of more than 24 hours, for a fee, you may need to obtain a “Private Vocational School License” to comply with the State’s Private Vocational School Act. To find out more, view the Workforce Training and Education Coordinating Board website at http://www.wtb.wa.gov/pcs_startingaschool.asp

6. Your program must provide equal opportunity/nondiscrimination for participants on the basis of race, color, religion, sex, national origin, age, disability, citizenship status as a lawfully admitted immigrant authorized to work in the United States, marital status, sexual orientation or gender identity, honorably discharged veteran or military status, and use of a guide dog or service animal by a person with a disability.

What are my roles and responsibilities as a SEAP-approved provider?

Failure to comply with the roles and responsibilities specified below will result in the removal of the training program from our approved-providers list.

- You must keep your program information current by emailing seap@esd.wa.gov immediately if you have any changes to the following: • Main contact person - the person or persons authorized to manage the program, who

applies to be a provider, verifies and signs the SEAP participant’s application and progress reports);

• Name and contact information of “authorized signer(s)”. The names of the “authorized signer(s)” will be listed on the ESD SEAP website. Any SEAP student applications submitted by an “unauthorized signer” will not be approved by the Training Benefit Unit.

• If you make changes to the program, and no longer offer any or all of the required elements under law to be an eligible SEAP provider and

• Notify the Training Benefits Unit at seacat@esd.wa.gov when an individual completes, changes the training plan, is terminated or withdraws from the program.

- Verify that the information about your program on the participant’s application is accurate and current. If needed, help the participant complete the application form.

- Ensure that the applicant has the skills, ability, aptitude and resources to successfully complete the program.

- As long as the participant is in your program, we mail them a Progress Report (Appendix E) every six weeks. You must review the Progress Report and verify the sections completed by the participant. You are responsible for completing Section 2 (Page 2) – Program Provider Certification of the application, (Appendix D). If there is a change in status between reports, you must immediately notify ESD by emailing the Training Benefits Unit at seacat@esd.wa.gov.

- If it is determined that an extension of the program dates are needed, follow the directions below in this document under, “How do I extend the program end date for a SEAP participant?”

- Be able to provide participant data information by tracking the names, customer identification numbers or Social Security numbers of SEAP participants, types of businesses the participants intend to pursue, and whether participants complete or drop-out of the program. We also strongly encourage you to track the total number of participants hired in other jobs after the program, and/or how many start their own business.

SEAP Approved Provider Instructions 3 Revised 11/8/2017

- Effectively deliver advertised program content to participants, including prompt communication with the participant and SEAP-required one-on-one business counseling and technical assistance as needed/requested by participants.

Frequently Asked Questions

How will eligible SEAP participants know about my program?

We mail a letter to claimants profiled as likely to exhaust benefits who are identified as potentially eligible to participate in SEAP. The letter directs claimants to SEAP-approved providers, which are listed on Employment Security Department’s public website. We also notify our unemployment insurance claimants about the program in the Handbook for Unemployed Workers. Please include information about SEAP in your marketing tools, such as brochures/flyers, website posting, etc.

What do I need to do to enroll SEAP-eligible people into my program?

First, confirm that prospective enrollees are eligible to participate in SEAP. They may have received a letter from ESD notifying them of their eligibility to pursue the program (Appendix C). If they do not have the letter but believe they are eligible for SEAP, advise them to call the Training Benefit Unit at 877-600-7701 to inquire about eligibility. Once the participant has completed the application, and you and the potential participant have come to an agreement on participation, verify the accuracy of information about your program and complete the section at the end of the participant’s SEAP application. In addition to signing and confirming accuracy, you are agreeing to review, verify and complete the Progress Report we mail every six weeks to participants (Appendix E). As a provider, ensure that participants are on track to finish the approved training within timeframes set in the approved training plan. Make sure your program and contact information are included in Section 1 of the Application for Self-Employment Assistance Program (Appendix D) and match the information on our SEAP website listing for your program.

What is the student application process?

Students must:

1. Download and complete the Self-Employment Assistance Program (SEAP) Application or pick one up at a local WorkSource office.

2. Contact an approved provider to enroll in a training program. If they’ve received a letter telling them about SEAP, they may bring it with them when they visit the provider.

3. Have the approved provider complete and sign the Program Provider Certification section on the application.

4. Submit the completed application by email to seacat@esd.wa.gov, or mail it to:

Employment Security Department Attn: Training Benefits/SEAP Unit

P.O. Box 9046 Olympia, WA 98507-9046

What happens when a completed participant’s application is submitted to ESD?

Applications must be submitted to the Training Benefits Unit for review. We write a formal decision approving or denying SEAP and mail it to the applicant. If approved, the participant also receives a Training Advisory letter that explains their responsibilities while in the program.

Note: Applications submitted more than one quarter (three months) in advance of the reported program start date will be denied.

SEAP Approved Provider Instructions 4 Revised 11/8/2017

What is expected of the participant?

Participants must maintain eligibility for unemployment benefits while in approved SEAP, participants must:

• Be enrolled in a full-time approved program. • Make satisfactory progress in the program. • Notify the department if any changes are made to the approved SEAP plan, they discontinue

attending the approved program or reduce enrollment to less than full time.

If participants do not meet these requirements, their approval may denied and they may be required to look for work and meet other job-search requirements, such as participating in job-search workshops, in order to collect benefits. If overpaid, a participant may be required to pay back benefits received.

How do I document satisfactory progress of a SEAP participant?

Both you and the participant must complete a progress report every six weeks (Appendix E). Please help your participant complete the report. The participant completes sections A and B. You will complete Section C.

How do I notify ESD that a SEAP participant has changed his or her approved training plan, completed, withdrew, or has been removed by the provider from the program?

Use the student’s progress report to confirm the status of a participant’s satisfactory progress. If there is a change in status between progress reports, notify the Training Benefits Unit immediately by emailing seacat@esd.wa.gov if:

• There are any changes to the participant’s approved SEAP plan, • The program is discontinued, • You terminate the participant’s enrollment (reasons why you terminated the participant’s training

must be clearly reported), • The participant terminates or withdraws from the program, or • Enrollment is reduced to less than full-time for any reason.

What should I consider when determining program start and end dates?

When determining the program start and end dates (Section 1 of the SEAP application – Appendix D), you must include all of the elements of the program, such as: the structured curriculum, business counseling and technical assistance. The start date of training should represent the day the training begins and the end date should represent the very last day of the anticipated training.

How do I extend the program end date for a SEAP participant?

A SEAP extension is an exception. We consider extension requests on a case-by-case basis, and only when the participant is still in the program making satisfactory progress or if the participant can present an extenuating circumstance. It is important that you as the provider give the participant the correct start and end dates for the entire program.

If an extension is needed, the SEAP provider should email the Training Benefits Unit on behalf of the participant at seacat@esd.wa.gov and note “SEAP Extension Request” in the subject line.

Include in the body of the email:

1. The name of the participant and his or her unemployment insurance customer ID number. 2. A detailed explanation of why the extension is being requested. 3. The requested new end date of the program.

SEAP Approved Provider Instructions 5 Revised 11/8/2017

Please give advanced notice when requesting an extension to prevent unnecessary issues or delay on an unemployment claim.

Note: An extension of the enrollment dates in your program, if granted, only extends the work search waiver dates granted by the department. It does not extend the amount of benefits a participant can receive in unemployment benefits nor does it extend the unemployment benefit year.

What happens if participants file complaints against me or the program?

If SEAP participants file complaints with ESD about the level and/or quality of services received from their SEAP providers, ESD will follow up with participants to learn the specifics of the complaint and then with provider to learn specifics of the same. Based on the facts gathered, ESD will either dismiss the complaint (if not substantiated) or direct the provider to develop a corrective action plan (if substantiated) that is subject to approval by the department. Failure on the part of the provider to effectively address the complaint through the approved corrective action plan may result in termination as an eligible provider as per the terms of the SEAP Provider Applicant Certification.

Who should I contact if I have more questions about SEAP?

For questions about:

• Unemployment-insurance benefits and SEAP (claimant side), email the Training Benefits Unit at seacat@esd.wa.gov or call 877-600-7701.

• SEAP provider information and help, email the administrative office at seap@esd.wa.gov.

Relevant Laws and Rules

Self-employment assistance program - RCW 50.20.250

Defining satisfactory progress - WAC 192-270-065

Requirement to be available for work - RCW 50.20.010(1)(c)

Job-search requirements - RCW 50.20.240

Requirements to accept suitable work - RCW 50.20.080

SEAP Approved Provider Instructions 6 Revised 11/8/2017

Appendix A

SELF-EMPLOYMENT ASSISTANCE PROGRAM (SEAP) PROVIDER APPLICATION FORM

This form will also be used for the Annual Reapplication Process

TO BE APPROVED AS A TRAINING PROVIDER Your program must offer the following four elements:

1. Entrepreneurial Training – structured curriculum related to starting a business 2. Business Counseling – scheduled one-on-one business counseling sessions 3. Technical Assistance – necessary technical assistance related to starting a business 4. Other activities – required program activities related to starting up a business and becoming self-employed

Your program must also: 1. Comply with expectations as outlined in the SEAP Provider Instruction manual. 2. Comply with the annual SEAP provider reapplication process.

Your proposal must include a detailed description of: a) Your class/curriculum b) Your entrepreneurial training – how it is structured c) Your business counseling –how you conduct counseling with your students d) Technical Assistance –the kind of technical assistance you provide to your students e) Your website, brochures and other marketing tools that describe your services related to SEAP.

If you are providing online training, you must provide an explanation detailing how you will conduct one-one-counseling and follow up services to participants.

Please be aware that if you are a provider offering a vocational training program to the general public with a program length of more than 24 hours, for a fee, you may need to obtain a “Private Vocational School License” to comply with the state’s Private Vocational School Act.

Your program must provide Equal Opportunity/Nondiscrimination for participants on the basis of race, color, religion, sex, national origin, age, disability, citizenship status as a lawfully admitted immigrant authorized to work in the United States, marital status, sexual orientation or gender identity, honorably discharged veteran or military status, and use of a guide dog or service animal by a person with a disability.

Please provide information of other contacts or signers you may have for your program. Please submit your application package electronically to seap@esd.wa.gov, or mail it to:

Employment Security Department Employment Connections Division P.O. Box 9046, Olympia, WA 98507

For questions, please email seap@esd.wa.gov.

Name of applicant (organization):

Program name:

Address (including city, and zip code):

Primary contact name of provider:

Phone number:

Fax number:

Email address:

Program web address:

Counties planning to serve:

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

SEAP Approved Provider Instructions 7 Revised 11/8/2017

Appendix B

Provider Applicant Certification I am applying for approval to participate as an approved provider in the Self-Employment Assistance Program (SEAP). I understand that as an approved SEAP provider, my roles and responsibilities include the following:

Maintain a program that includes the four required elements of SEAP. See 1st bullet, page 2 of the Manual.

Provide current and accurate contact information about the program to the department at seap@esd.wa.gov and report immediately if any of the required elements to be an eligible provider are no longer offered.

Comply with the annual SEAP provider reapplication and certification process (approximately every July) by completing Appendix A & B. We will notify you by email when the reapplication process is in progress.

Provide names of authorized signers, persons designated to sign SEAP applications and progress reports. Immediately report changes to the department at seap@esd.wa.gov

Help participants complete the SEAP application, verify the information about the program on the participant’s application is correct, and sign SECTION 2 – APPLICANT CERTIFICATION.

Review and verify accuracy of Progress Reports every six weeks for as long as the participants are in the program. Complete Section C of the Progress Report.

Immediately notify the Training Benefit Unit at seacat@esd.wa.gov if there are changes in the participant’s enrollment status, including requests for extensions or when participants withdraw or are removed from the program by the provider. The notice must include the participants full name, unemployment-benefits customer identification number or Social Security number, and information describing why the participant left the program or why the provider chose to remove the participant from the program.

Provide participant data information to the department upon request.

Provide equal opportunity/nondiscrimination for participants on the basis of race, color, religion, sex, national origin, age, disability, citizenship status as a lawfully admitted immigrant authorized to work in the United States, marital status, sexual orientation or gender identity, honorably discharged veteran or military status, and use of a guide dog or service animal by a person with a disability.

Effectively deliver advertised program content to participants, including prompt SEAP-required one-on-one business counseling and technical assistance as needed/requested by participants.

I have read and understand my roles and responsibilities. I also understand that the Employment Security Department reserves the right to terminate my program/organization as a SEAP provider if I fail to meet any or all of the requirements as described in the SEAP Provider Instructions, Provider Application, and Provider Applicant Certification form. ________________________________________________ __________________________ Signature of applicant Date ________________________________________________ Title and position

SEAP Approved Provider Instructions 8 Revised 11/8/2017

Appendix C

Sample Eligibility Letter for Claimants

STATE OF WASHINGTON EMPLOYMENT SECURITY DEPARTMENT ELIGIBILITY FOR SELF-EMPLOYMENT

John Doe 123 Main Street Any City, WA 98765 Claimant ID #__________: Entrepreneurship is an important part of job creation in Washington. Through the Self- Employment Assistance Program (SEAP), you can create your own means of employment in an occupation that interests you while stimulating the local economy. Each business startup can provide employment opportunities for you and for job seekers you hire. If you are eligible, this program is a valuable option if you have the desire to run your own business. Participating in this program can provide you with the flexibility and income opportunity unavailable through traditional employment. SEAP is a unique opportunity for you to enter into self-employment training and receive counseling while you get unemployment benefits. If you qualify and enroll in an approved training program; you are not required to look for other work while in the program. How do I find out more? Go to https://esd.wa.gov/jobs-and-training/self-employment-assistance-program or visit your local WorkSource employment center to find:

• A list of self-employment assistance programs approved by the Employment Security Commissioner; • Eligibility requirements; and • An application and instructions on how to apply.

Please note: Until we notify you that you are approved, you must continue to look for work as directed, and attend any scheduled mandatory orientations for WorkSource services and job- search review interviews in order to remain eligible for unemployment benefits.

SEAP Approved Provider Instructions 9 Revised 11/8/2017

Appendix D

Sample Self-Employment Assistance Program Application

STATE OF WASHINGTON EMPLOYMENT SECURITY DEPARTMENT APPLICATION FOR SELF-EMPLOYMENT ASSISTANCE PROGRAM (SEAP)

John Doe 123 Main Street Any City, WA 98765 Employment Security Department Training Benefits Unit Seattle Claims Center P.O. Box 47076 Seattle, WA 98146-7076 BYE: &BYE-DT ID: & We need this information to make a decision about your unemployment claim. After we receive your response, we will contact you by phone if we need additional information. You have the right to an interview by telephone or in person before a decision is made. If you want an interview, contact the claims center. You may have any person, including an attorney, assist you at the interview. You may present evidence, documents, or witnesses; cross-examine witnesses or parties present; and ask for a copy of all records or documents on the issue. Please complete and return this questionnaire to the address above. You may be eligible to participate in the Self-Employment Assistance Program (SEAP) while receiving unemployment benefits. For a list of approved providers, go to https://www.esd.wa.gov/jobs-and-training/SEAP-approved-providers or contact your nearest employment center. If approved for SEAP, you do not have to look for work while participating in the program. We will decide if you can be approved based on your answers to these questions. Note: We do not pay for books, tuition or program-related fees. Approval does not extend the number of weeks you can collect unemployment benefits. Your unemployment benefits may run out before the end of your program. If you have any questions about SEAP or this application you may call the Training Benefit Unit at 877-600-7701 or email your questions to seacat@esd.wa.gov.

SEAP Approved Provider Instructions 10 Revised 11/8/2017

SEAP Approved Provider Instructions 11 Revised 11/8/2017

SEAP Approved Provider Instructions 12 Revised 11/8/2017

SEAP Approved Provider Instructions 13 Revised 11/8/2017

Appendix E

Sample Self-Employment Assistance Program Satisfactory Progress Report

STATE OF WASHINGTON EMPLOYMENT SECURITY DEPARTMENT PROGRESS REPORT

Date John Doe 123 Main Street Any City, WA 98765 SSN: XXX-XX-XXXX You must make satisfactory progress in your approved commissioner-approved training (CAT), training benefits, or self-employment assistance program (SEAP) to remain eligible for unemployment benefits. Satisfactory progress means:

- Your grade point average does not fall below 2.0 for more than one quarter; - Your grade point average is high enough to graduate or receive a certificate in your approved area of study; and - You are on track to finish your approved training within the timeframe set in your approved training plan.

If you are in a self-paced or ungraded training program satisfactory progress means you attend and participate in classes, pass certification examinations, or otherwise participate so you can complete your training within the time frame set in your approved training plan. DIRECTIONS: Please complete Sections A and B. Your training provider must complete Section C. A. If you are currently enrolled in a training program: 1. Name of school: 2. Are you attending classes or related activities full-time? Yes No If no, explain (attach information if

necessary) 3. Are you making satisfactory progress in your program? Yes No If no, explain in detail (attach information

if necessary 4. Have you changed your major area of study? Yes No If yes, please explain in detail (attach information

if necessary)

SEAP Approved Provider Instructions 14 Revised 11/8/2017

5. Have you changed training providers? Yes No

If yes, please explain in detail (attach information if necessary) B. If you are no longer in training:

Did you complete training? Yes No If yes, date completed and name of certificate, degree, or license earned:

If no, what date did you leave training and why? Explain in detail: C. To be completed by the training provider designee: 1. Name of training facility: _______________________________________________________ 2. Is the above information provided by the claimant complete and correct? Yes No

If no, please explain: 3. Name: ____________________________________

Title: _____________________________________

Phone: ____________________________________

Signature: ____________________________________________________________

Date: ______________________________ Claimant: Sign and mail or fax this form by (return by date filled in when we mail document) to the address or fax number listed below. If you do not, we may deny your benefits and you may have to pay back the benefits you received. Return to: (Address provided by agency when mailed) __________________________________________ ____________________________ ____________________ Signature Telephone number Date