321—10.5 (231) Program requirements.
	 10.5(1) Participating agencies. Public, private and not-for-profit organizations will be contacted to respond to a request for proposal (RFP). Agencies will be selected to operate SIP through the request for proposal process, and those selected will become subproject sponsors as defined in paragraph 10.6(2)“a.”
	 10.5(2) Subproject sponsor responsibilities. Sponsor responsibilities for SIP shall include the following:
	  a.   	 Implementation of recruitment methods that ensure that the maximum number of eligible individuals have access to and participate in employment opportunities and the Title V program; and
	  b.   	 Subproject sponsors shall designate a member of their staff as a senior internship program coordinator to ensure program performance; and
	  c.   	 For persons identified eligible for the Title V portion of the program, all procedures and rules shall be in accordance with Title V of the Older Americans Act as amended October 17, 2006, and 20 CFR 641. For Title V participants, subproject sponsors shall:
	 (1) 	 Minimize the number of vacant part-time positions;
	 (2) 	 List all vacant positions with the local workforce development center;
	 (3) 	 Enroll individuals in the Title V program according to the priorities established by the U.S. Department of Labor;
	 (4) 	 Ensure that recruitment efforts are targeted toward minority, limited English-speaking eligible individuals and individuals with the greatest economic need;
	 (5) 	 Meet the state performance measures established in the request for proposal:
	  1. 	 The first year a subproject sponsor fails to meet required performance measures, technical assistance will be provided and a corrective action plan will be required;
	  2. 	 After the second consecutive year of failure to meet required performance measures, the funds and Title V positions will be reallocated;
	 (6) 	 Develop job opportunities for job-ready participants by the following methods:
	  1. 	 Coordinate with the local workforce development center in registering and placing older workers;
	  2. 	 Contact and educate private employers concerning the resources older workers bring to the labor force and assist the employer in developing job sharing, job restructuring and other techniques to increase opportunities for older workers;
	  3. 	 Encourage host agencies to employ the participant in their regular workforce as originally agreed; and
	  4. 	 Coordinate with other local employment and training programs in identifying jobs or training opportunities for participants;
	 (7) 	 Follow up on each participant twice during the first 90 days of unsubsidized employment:
	  1. 	 Follow-up shall occur at 30 and 90 days with the results documented in participants’ individual employment plans; and
	  2. 	 Participants found to be unemployed shall be considered for reenrollment;
	 (8) 	 Assist participants in accessing approved training sessions;
	 (9) 	 Provide participants and host agencies with orientation to program purposes, goals and requirements;
	 (10) 	 Provide access to supportive services where needed by a participant for participation in the program;
	 (11) 	 Provide written job descriptions to participants immediately after entry into the program;
	 (12) 	 Provide each participant with a copy of the host agency grievance procedures and the subproject sponsor’s grievance procedures;
	 (13) 	 Complete an individual employment plan (IEP) for each Title V participant based on an assessment conducted by the subproject sponsor and updated semiannually with the participant to use as an ongoing development plan;
	 (14) 	 Ensure outreach to those in greatest economic need, including minorities and limited English-speaking individuals;
	 (15) 	 Maintain the authorized enrollment level and provide for temporary positions unless approval has been received from the department to operate at a decreased level;
	 (16) 	 Perform evaluations of each host agency at least annually;
	 (17) 	 Coordinate and cooperate with national sponsors in the establishment of authorized positions in each county in accordance with equitable distribution requirements as appropriate;
	 (18) 	 Maintain records and reports required by the U.S. Department of Labor and the department of elder affairs;
	 (19) 	 Comply with maintenance of effort (MOE) requirements; and
	 (20) 	 Provide or arrange through third parties a percentage of the cost of the project as designated in the subproject sponsor contractual agreement:
	  1. 	 Subproject sponsor contributions may be cash or in-kind or a combination of both.
	  2. 	 Projects may generate a fee for service or charge a host agency fee in accordance with current U.S. Department of Labor administrative regulations and the terms and conditions of the grant award. Such program income shall be added to the federal funds committed to the project and shall be used to further eligible project or program objectives.
	 10.5(3) Program coordination with one-stop delivery system.
	  a.   	 Subproject sponsors shall coordinate the SIP with the one-stop delivery system as established under Section 134(c) of the Workforce Investment Act of 1998 (29 U.S.C. 2864(c)) to ensure opportunities for unsubsidized employment.
	  b.   	 Subproject sponsors shall enter into a memorandum of understanding with the local workforce investment board in accordance with Section 121(c) of the Act.
	  c.   	 Subproject sponsors shall provide a copy of the current memorandum of understanding to the department.
	 10.5(4) Department responsibilities. The department shall:
	  a.   	 Issue a request for proposal for application for senior internship funds;
	  b.   	 Monitor subproject sponsors at least annually as required in subrule 10.7(2);
	  c.   	 Provide training and technical assistance to subproject sponsors;
	  d.   	 Provide training workshops for SIP coordinators and other subproject sponsor employment staff, subject to availability of funding;
	  e.   	 Coordinate the allocation of authorized positions with national sponsors according to equitable distribution requirements;
	  f.   	 Report to the U.S. Department of Labor annually on the status of equitable distribution efforts;
	  g.   	 Submit to the governor a state senior employment services coordination plan consistent with the provisions of Title V;
	  h.   	 Report to the U.S. Department of Labor as required by Title V of the federal Older Americans Act;
	  i.   	 Coordinate the SIP with the department of workforce development, the department of education, the department of economic development, and other agencies which provide employment services to elder Iowans; and
	  j.   	 Maintain records as required by 321—subrule 5.13(1).
	 10.5(5) Complaint procedures. The department shall resolve complaints of applicants, participants, subproject sponsors and host agencies by following these procedures:
	  a.   	 Any adverse action taken against a participant shall be issued to the participant in writing, stating the reasons for the determination, the participant’s right to appeal, and the procedures to follow in the appeal process.
	  b.   	 Subproject sponsors shall develop complaint procedures and an appeal process to resolve any issue arising between the sponsor and a participant or applicant. Procedures shall provide the following as a minimum:
	 (1) 	 An opportunity for an informal conference and immediate resolution at the lowest level possible;
	 (2) 	 Formal procedures for filing the complaint in writing for review by the subproject sponsor or the designee of the subproject sponsor;
	 (3) 	 The right of the participant to appeal the subproject sponsor’s final decision in writing to the department within 15 days of the date of the decision; and
	 (4) 	 All lower-level appeals provided by the subproject sponsor must be exhausted before appealing to the department.
	  c.   	 The department shall determine whether the complaint is of a nature to initiate an informal review or a contested case proceeding as set forth in rule 321—2.9(231) and 321—Chapter 13.
	  d.   	 Complaints alleging a violation of law may be appealed to the U.S. Department of Labor if not resolved by the host agency, subproject sponsor or the department within 60 days of the original filing.
	  e.   	 Complaints alleging discrimination on the basis of race, color, sex, national origin, handicap or age which are not resolved by the host agency, the subproject sponsor or the department within 60 days may be filed with the Director, Office of Civil Rights, U.S. Department of Labor, Washington, DC 20210. These complaints will be handled in accordance with the procedures in 29 CFR Parts 31 and 32 (July 1, 1990).
	  f.   	 Complaints not alleging discrimination or violation of statute may be appealed to the department pursuant to paragraph 10.5(5)“c” but are not subject to appeal to the U.S. Department of Labor.