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