Client Consent Procedure - Updated 4/30/2020

Overview

The Career Connect User Consent form (attached as a pdf) discloses to customers how their Career Connect data may and may not be used.  All customers (WIOA Participants, Universal customers, non-WIOA program participants) whose data is stored in Career Connect must provide consent to have their data in the system. The consent should be recorded in the customer’s file and in Career Connect. This procedure includes the Career Connect User Consent form and instructions for obtaining and recording consent.

Consent Procedures

The Career Connect User Consent form is part of the General Profile (My Individual Profiles > Personal Profile > General Information), but is not available on-screen until the General Profile is completed and saved. Thus, agencies should provide customers with a hard-copy of the consent form to read and sign before entering any customer data in Career Connect.

The Consent Form and the documents linked to in the consent form are available in the Career Connect Help Desk website at: https://workforceboard.zendesk.com/hc/en-us/sections/360002479972-Client-User-Consent.

Step 1:  Provide the consent form for customers to sign prior to entering any customer data in Career Connect.

Step 2:  Go to Manage Individual > Assist an Individual and search for the customer to determine if he/she is already in Career Connect:

• If the customer is already in Career Connect, skip to Step 3.
• If the customer is not in Career Connect, go to Manage Individual > Create an Individual, create the General Profile, and save.

Step 3: After saving the customer’s profile, go back to the General Profile (My Individual Profiles > Personal Profile > General Profile) and check the “Staff obtained a signed consent” box in the “Staff Information” section. Scroll to the bottom of the screen & click “Save”.

Once the consent box has been checked and the General Profile re-saved, the check box no longer displays. Instead you will see “Consent to make Referrals to Providers – Yes” in the Staff Information section of the General Profile.

Step 4:  Maintain the hard copy of the consent form in the customer’s file for audit and verification purposes.

Step 5:  If the customer refuses to sign the consent form:

• First, try to understand and address the customer’s concerns about the consent. Emphasize that data will only be used to provide them with workforce services or for research. Research projects will never publish a customer’s name or personal information. The customer’s data will never be sold.
• If the customer still refuses to sign the consent form:
  • For “universal” customers that are not enrolling in WIOA or a non-WIOA funded programs – DO NOT enter their data in Career Connect.
  • For customers that will be enrolled in WIOA and/or a non-WIOA funded program:
    • Note on the un-signed consent form that they chose not to consent and store the form in the customer’s file.
    • Create the General Profile in Career Connect but DO NOT check the “Staff obtained consent” box.
    • Note that sharing customer information is limited to what is allowed under any program-specific consent. Agencies may only share data in accordance with the rules of the program(s) that the customer enrolls in.

Reports

Site Directors can now run two shared queries on client consent

• “WIOA Participants Missing Consent (App Dates 7/1/2018 and Later)”: The report includes all WIOA applicants from 7/01/2018 and forward who are missing the consent in Career Connect. Data in the report includes:
  • Consent status
  • Office
  • Participant User ID
  • WIOA Application ID
  • Application Date
  • Exit Date (if the participant has exited)
• “Client Consent Status”: includes the same information as the “WIOA Participants Missing Consent” report, but displays the consent status for all WIOA Applicants created since 6/12/2017 and indicates whether:
  • staff entered the consent in the system (“Staff Obtained”) or
  • consent was done “in-system” either because:
    • the client created their own profile and consented at that time or
    • the client had a WIOA registration prior to 6/12/2017 and who were converted from IWDS as having provided consent (“In-system Consent”).

Running the Report: Since these reports are custom queries (rather than a standard “canned” reports) they work a little differently. To run either report, follow the instructions below.

1. Go to Reports > My Reports

2. At the top of the “My Reports” screen, change the “Office” filter to “None Selected”. This will allow you to see all shared reports.

3. Scroll to the “Shared Free Form SQL” section at the bottom of the screen.

4. In order to run either report for your office click on the “Edit” link next to the report name.

5. Scroll down to the bottom of the query box. Remove the dashes from in front of the “AND onestopoffice_lu.dinum = ‘#’ “ line (highlighted below) and replace the # sign with the number for your office listed in Exhibit B below. Make sure to keep the single quotes around the office code.

NOTE: Alternatively, clicking “Display” instead of “Edit” will return results for all offices. You can then export the report to Excel and filter/sort for your office.

6.  You can also change the date for either report by editing the line highlighted below. The query will return consent information for all WIOA customers with an application date on or after the date entered. Again, be sure to keep the single quotes around the date.

 

7.  When the report displays, scroll to the bottom of the screen to download it into Excel, CSV, or other formats.

EXHIBIT A – CLIENT CONSENT FORM

The client consent form is attached below.

Exhibit B – Offices and Office ID Numbers

If your office is not listed, please submit a request to the Career Connect Help Desk.

Office Name	Office ID #
A.E.R.O. Special Education Cooperative	6
African American Christian Foundation	7
Alternative Schools Network	9
America Works of Illinois	95
Arlington Heights Workforce Center	10
Asian Human Services	11
Aunt Marthas Youth Services	13
Bethel Community Facility	14
Boys & Girls Clubs of Chicago-S. Emerald St	15
Calumet Area Industrial Commission	18
Center for New Horizons	224
Central States SER – Youth	20
Central States SER/Healy Center	227
CFL Workers Assistance Committee-Chicago	22
Chicago Heights Workforce Center at Prairie State College	25
Chinese American Service League (CASL)	26
Elgin Community College	29
Greater West Town Project - Manufacturing Bridge	34
Greater West Town Project - Shipping & Receiving Bridge	35
Greater West Town Project-Milwaukee Ave	33
Hill Food Service Consulting, Inc.	96
Howard Area Community Center-Paulina	37
Instituto del Progreso Latino	40
Instituto del Progreso Latino - Manufacturing	42
Jane Addams Resource Center - Manufacturing Bridge	43
JARC - Career Pathway	216
Jewish Children & Family Services	44
KRA/Garfield Workforce Center	90
LaGrange Department of Special Education	46
Lawrence Hall Project Work	225
Maine Township D207 – JumpStart	47
Manufacturing Renaissance	228
Marriott Foundation	49
Maywood Workforce Center	50
Metropolitan Family Services	51
Mid-South Workforce Center	53
Moraine Valley Community College	54
National Able Network	88
National Able Network IT Sector Center	91
New Moms, Inc.	84
North Lawndale Employment Network	166
Northside Workforce Center	55
Oak Forest Workforce Center	57
Phalanx Family Services	58
Pilsen Workforce Center	59
Polish American Association	60
Pyramid Partnership - Retail Sectoral Center	94
Pyramid Partnership, Inc.	61
ResCare	89
ResCare - Healthcare Sectoral Center	92
Safer Foundation-Chicago	63
Skills for Chicagoland's Future	66
South Suburban College	67
Southwest Suburban Cook County American Job Center	27
Southwest Workforce Center	68
St. Sabina Employment Resource Center	69
Symbol Training Institute-Manufacturing Sector Center	70
The CABET Group, Inc.	71
Township High School District 214	72
Triton College	73
UHLICH Children's Advantage Network	86
Washington Heights Workforce Center	24
Youth Connection Charter School	74
Youth Guidance	75
Youth Job Center of Evanston	78
YWCA Metropolitan Chgo, Parks Francis Cntr	226