Managing and Monitoring Job Search Guideline
Managing and Monitoring Job Search Guideline Document change history Version Start date Effective date 1.0 01 07 15 01 07 15 End date Change and location Original version of document Explanatory Note All capitalised terms have the same meaning as in the jobactive Deed 2015–2020. In this document, ‘must’ means that compliance is mandatory and ‘should’ means that compliance represents best practice and that compliance is discretionary. The term ‘job seeker’ in this Guideline means any Fully Eligible Participant (Mutual Obligation). Disclaimer This Guideline is not a stand-alone document and does not contain the entirety of Employment Services Providers’ obligations. It must be read in conjunction with the Deed and any relevant Guidelines or reference material issued by Department of Employment under or in connection with the Deed. Summary This Guideline provides information on the policy and process for managing and monitoring Job Search and, in particular, the monthly Job Search Requirement for job seekers. It outlines what action should be taken when an Employment Provider (Provider) considers that a job seeker has failed to meet their monthly Job Search Requirements satisfactorily. Job seekers are generally required to complete 20 Job Searches per Job Search Period (JSP), which is the individual’s month calculated using their initial date registered as unemployed. This applies to all activity-tested job seekers, including Principal Carer Parents and those with an assessed Partial Capacity to Work. Some flexibility is available in the setting of Job Search Requirements to take into account the local labour market and individual job seeker circumstances. When setting a job seeker’s Job Search Requirement, Providers should refer to the Mutual Obligation Requirements (including Annual Activity Requirements) Guideline and Job Plans Guideline. Job seekers must report their regular Job Search to their Provider. Providers are required to ensure that the volume and quality of Job Searches per JSP are appropriate and actively monitor job seekers to ensure they are meeting any other Mutual Obligation Requirements. If a Provider assesses that a job seeker’s compliance with their Job Search Requirement is unsatisfactory (that is, poor, insufficient or incomplete), they will need to consider what is the most appropriate action to take for the individual to help them understand and meet their Mutual Obligation Requirements in the future. Where Providers decide to use the job seeker compliance framework, they will need to submit a Participation Report (PR) to the Department of Human Services (DHS) for investigation. Stream Participants without Mutual Obligation Requirements (including Volunteers) may receive assistance in looking for work, and have job search included in their Job Plans, however, the procedures for assessing and reporting on Job Search set out in this Guideline do not apply. jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 1 What is a Job Search? A Job Search is an instance where a job seeker actively contacts a potential Employer to apply for a paid job. A Job Search may include contact by phone, in person, by submitting a written or online application or by attending a job interview. Relevant job vacancies do not need to have been publicly advertised for a job seeker’s application to count as a Job Search. However, looking for job vacancies in newspapers or online does not count as a Job Search unless contact is made with the relevant potential Employer, usually via an application. Policy Intent Ongoing and active Job Search is a key part of a job seeker’s Mutual Obligation Requirements and an expectation on other Stream Participants in Employment Provider services. It is a necessary prerequisite to job seekers being able to secure paid employment and reduce their reliance on taxpayer-funded income support. Job Search is also important for job seekers without Mutual Obligation Requirements who are participating in Employment Provider Services in order improve their employment prospects. Providers are responsible for ensuring that job seekers are set an appropriate level of Job Search Requirements and for monitoring the satisfactory completion of Job Search on a monthly basis. Where a provider determines that a job seeker has not completed their Job Search satisfactorily, they must make a decision on the best strategy to ensure that the job seeker is genuinely applying for the number of jobs required and doing so using a range of appropriate methods. For job seekers with Mutual Obligation Requirements, this may include using the job seeker compliance framework and reporting non-compliance to DHS. Providers have flexibility to choose when they report non-compliance and when to use discretion and other strategies to positively influence the job seeker’s behaviour. The aim is to ensure that job seekers remain actively engaged in looking for work in order to reduce their reliance on income support. Relevant Deed clause/s The relevant clauses in the jobactive Deed 2015–2020 (the Deed) include: • • • • • • • Clause 84—Contacts Clause 86—Self-help Facilities Clause 102—SPI Participants Clause 106—Mutual Obligation Requirements Clause 113—Job Search Requirements Clause 114—Monitoring Clause 115—Non-compliance action for Mutual Obligation Requirements. Relevant references Reference documents relevant to this Guideline include: • • • • • • • Learning Centre website Mutual Obligation Requirements (including Annual Activity Requirements) Guideline Job Plans Guideline Job Seeker Compliance Framework Guideline Social Security Act 1991 Social Security (Administration) Act 1999 Guide to Social Security Law. Monitoring and reviewing Job Search Process Details Step 1 Providers must actively monitor and determine whether a job seeker is appropriately meeting their Job Search Requirement at the end of their Job Search Period (JSP). It is Provider processes for jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 2 Process monitoring and recording Job Search efforts Details not necessary for the job seeker to be present when the Provider is monitoring their Job Search efforts. However, Providers may choose to discuss job seekers’ Job Search efforts with them during their Appointments. Note: Providers must provide Stronger Participation Incentives Participants with at least one Contact in each JSP to discuss Job Searches they have undertaken in the previous JSP and to refer SPI Participants to jobs that the Provider has identified as suitable. Providers must only require job seekers to provide them with evidence of their Job Search efforts on a Business Day. Where the end of a job seeker’s JSP falls on a weekend or public holiday, evidence of their Job Search efforts will need to be reported by the last Business Day before that date. This includes recording applications through the Australian JobSearch (AJS) website or lodging efforts with Providers’ offices in the method agreed. A job seeker can report their Job Search efforts to their Provider in a number of ways: • • If the job seeker applies for jobs through the AJS website, the details of the applications will be automatically populated for Providers to view in the Department’s IT Systems The job seeker may also record Job Searches through the AJS website and these will also be automatically populated for Providers to view in the Department’s IT Systems. The job seeker can present their Provider with a list of applications by email where this is agreed or provide a hard copy of Job Searches undertaken over the JSP. Providers can help job seekers to keep hard copy records of their Job Search efforts by supplying job seekers with the Job Search record at Attachment A. The Job Search form is not compulsory for job seekers and can be used to assist those with Mutual Obligation Requirements. Providers should record the number of reported Job Searches in each JSP into the Department’s IT Systems. Attachment B is a Job Search record that can be used by other Stream Participants without Mutual Obligation Requirements. Providers may also record other details, such as the type of Job Searches undertaken (such as by written application or by telephone), the industries searched (such as the building industry or the hospitality industry) and types of jobs (such as waiter or factory hand). Note: Where job seekers are using AJS, Providers need to make job seekers aware of the AJS Hours of Operation information on the AJS website. Job seekers are required to sign in to AJS to manually record Job Searches and directly apply for jobs. Step 2 Provider assessment of Job Search Requirements When reviewing a job seeker’s Job Search efforts to see if they have met their Job Search Requirement recorded in their Job Plan, Providers should consider the adequacy of the Job Search efforts. Providers should consider: • • • • the job seeker’s skills and the type of jobs they have applied for the types of jobs applied for in relation to the local job market whether the job seeker applied for jobs using a range of methods whether the job seeker followed up on any specific job referrals made by their Provider. In addition to the adequacy of Job Search efforts, Providers should consider any other factors affecting the job seeker’s circumstances and whether at any time during the jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 3 Process Details JSP: • • • • • the job seeker’s income support payment was suspended the job seeker was working or started any other relevant activity the job seeker had an Exemption from meeting their requirements (for example, due to temporary illness) and was therefore Suspended on the caseload the job seeker had been recently referred for or was awaiting an Employment Services Assessment the job seeker had a vulnerability indicator. Depending on the circumstances, for example, if the job seeker had an Exemption for two weeks of the JSP (therefore half the period), the Provider should consider the appropriate level of Job Search Requirements expected. In this example, it would be reasonable to expect the job seeker to complete half (that is, 10 rather than 20) of their usual Job Search Requirements during that period. See the Mutual Obligation Requirements (including Annual Activity Requirements) Guideline and the Job Plans Guideline for more information. The following are descriptions of Job Search Requirement assessments that a Provider may make: • • • Step 3 Provider submits a Participation Report to DHS Satisfactory: Where the Provider considers that the job seeker’s Job Search effort was satisfactory, Providers should record this in the Department’s IT Systems in each JSP, continue to service their job seeker as normal and review their Job Search efforts the following JSP Unsatisfactory-Discretion: Where the Provider considers that the job seeker’s Job Search effort was unsatisfactory, but that using the job seeker compliance framework is not the best way to help the job seeker to improve their Job Search efforts at that time, Providers should record their use of discretion in the Department’s IT Systems. Providers should advise job seekers that their Job Search efforts have been assessed as unsatisfactory and let them know what they need to do to satisfactorily complete their requirement in the future. Providers should continue to service their job seeker as normal and review their Job Search efforts the following JSP. Prior use of discretion should be taken into account for future assessments of unsatisfactory Job Search efforts Unsatisfactory: Where the Provider considers that the job seeker’s Job Search effort was unsatisfactory (that is, poor, inadequate or incomplete) and that using the job seeker compliance framework is the best way to encourage the job seeker to improve their Job Search efforts, Providers must record unsatisfactory Job Search in the Department’s IT Systems and the reason that the effort was unsatisfactory. Providers have up to 10 Business Days following the end of the job seeker’s JSP to make the Job Search efforts assessment and record an unsatisfactory result in the Department’s IT Systems. On the same Business Day as the Provider has considered and recorded the job seeker’s Job Search effort as unsatisfactory, the Provider must submit a Connection Failure—Failure to comply with Job Search Requirement (CFJR) PR to DHS if the job seeker has Mutual Obligation Requirements. The PR must contain information as to why the job seeker’s efforts were found to be unsatisfactory and any other relevant considerations so that DHS can investigate the failure. When DHS receives the PR, they will notify the job seeker that they are required to make contact to discuss the PR before the job seeker can complete their regular jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 4 Process Details lodgement process or receive their next income support payment. Once the job seeker makes contact with DHS, they will investigate the PR. DHS will consider the information recorded by the Provider in the PR and establish whether the job seeker had a Reasonable Excuse; based on this, they will apply or reject the PR. Applied: If a PR is applied, DHS will issue the job seeker with a Reconnection Requirement; as a result, the job seeker may need to complete a Job Seeker Diary for up to 12 weeks. Providers will be made aware of this through the Department’s IT Systems. During this time, Providers must continue to monitor the job seeker’s Job Search efforts and make an assessment at the end of each JSP. Providers need to ensure that job seekers understand that Job Search efforts reported to Providers will also need to be completed in their Job Seeker Diary and returned to DHS at the end of their 12 week period. If the Job Seeker Diary is completed satisfactorily, no further action will be taken by DHS. Note: Principal Carer Parents and job seekers with a partial capacity to work will not be issued with a Reconnection Requirement (Job Seeker Diary) by DHS. Any applied CFJR PRs will also contribute towards the trigger for a Comprehensive Compliance Assessment, which has the potential penalty of eight weeks without income support where DHS determines the job seeker has been deliberately and persistently non-compliant. Rejected: If the PR is rejected, DHS will not issue the job seeker with a Reconnection Requirement. Providers will be made aware through the Department’s IT System that the PR has been rejected and must continue to actively monitor and consider whether a job seeker is appropriately meeting their Job Search Requirement the following JSP. jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 5 Attachment A: Job Search record You should use this form to keep a record of your Job Search efforts for the period shown below, unless you are recording this information on Australian JobSearch instead. If you need extra space, you can start a new Job Search record or record the details on a separate sheet. If the Department of Human Services (DHS) has given you an Exemption from meeting your Mutual Obligation Requirements, you do not need to record any Job Search efforts for the days that you had an Exemption. If you have declared paid work to DHS at any time during this period, the number of Job Search efforts you need to complete may be reduced—please talk to your Employment Provider about this. Note: This page to be completed by the Employment Provider. Full name: ……………………………………………………………………………….. Job seeker ID number: ………………………………………………………….... Employment Provider: ……………………………………………………………… Service Provider contact: (Name)………………………………………………… (Phone)(….)…………………….. Job Search Period: From: ………/………../………. To: ………/………../………. You are required to apply for …….. jobs Your next appointment is on ……../……../……. at ….……… AM/PM at ………………………(location) You should bring this completed record of your Job Search efforts with you to this Appointment. Under Social Security Law you are required to complete the number of Job Searches specified above for the specified period. You need to record your Job Search efforts on the following page and give this to your Employment Provider as evidence you have met this requirement. Each month your Employment Provider will assess your Job Search efforts to determine whether you have satisfactorily completed your requirements. If your Job Search Period ends on a weekend, you will need to report your efforts by COB on the Friday beforehand. If you do not adequately complete the required Job Search activity outlined above, your Employment Provider may advise DHS. Where DHS determines that your efforts were unsatisfactory, they may decide you need to complete a Job Seeker Diary for up to 12 weeks. For more information, please contact your Employment Provider. jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 6 Job Search information It is mandatory for you to complete the section below as part of your Job Search efforts, unless you are using Australian JobSearch website or providing your own evidence. Please make sure that you provide all of the requested information. If you fail to complete the information below it may mean that you fail to meet your Mutual Obligation Requirements. Job # Business Business contact details Job description How did you find the job? Method of contact Date of Contact Example Telstra (02) 6121 0000 Help desk Seek Face to face 12 June 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 7 20 Do you have any scheduled job interviews with businesses that are not included above? If so, please include below. Job # Business Business contact details Description How did you find the job? Scheduled date of appointment Example Baker’s Delight (02) 6121 3355 Customer Service Local paper 14 June 2015 1 2 If you had any issues searching for jobs, please list the issues below for discussion with your Employment Provider. Did you receive any feedback on the applications you submitted that may assist you in your future job efforts? Job # Business Example Telstra Business contact details Description Feedback on application (02) 6121 0000 Help desk I did not have any customer service experience required for the role. 1 jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 8 2 jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 9 Attachment B: Voluntary Job Search record You should use this form to keep a record of your Job Search efforts for the period shown below, unless you are recording this information on Australian JobSearch instead. If you need extra space, you can start a new Job Search record or record the details on a separate sheet. Note: This page to be completed by the Employment Provider. Full name: ……………………………………………………………………………….. Job seeker ID number: ………………………………………………………….... Employment Provider: ……………………………………………………………… Employment Provider contact: (Name) ………………………………………………………. (Phone.) (……)…………………….. Job Search Period: From: ………/………../………. To: ………/………../………. You should apply for …….. jobs. Your next appointment is on ……../……../……. at ….……… AM/PM at ……………………………………(location). Note: You should bring this completed record of your Job Search efforts with you to this Appointment. jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 10 Job Search information You may wish to complete the section below to use as a record of your Job Search efforts, unless you are using Australian JobSearch website or providing your own evidence. Job # Business Business contact details Job description How did you find the job? Method of contact Date of Contact Example Telstra (02) 6121 0000 Help desk Seek Face to face 12 June 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 11 20 jobactive Managing and Monitoring Job Search Guideline TRIM ID: EM15/001029 Effective Date: 1 July 2015 12
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