Chapter 4. Job Seeker Assessments

Supporting Documents for this Chapter:

• Explanation of the Job Seeker Snapshot Questionssign-in required (sign-in required)

• Job Seeker Snapshot Offline Formsign-in required (sign-in required)

• Job Seeker Snapshot Overview sign-in required (sign-in required)

• Learning Centre Training Module - Job Seeker Assessment Framework sign-in required (sign-in required)

4.1. Chapter OverviewCopy citation · §4.1

This Chapter describes the role and purpose of the Job Seeker Assessment Framework (JSAF) under Workforce Australia Services. It provides instructions on the JSAF assessments used by a Provider to determine the services a Participant is eligible for and supports they may need to secure employment.

4.2. The Job Seeker Assessment FrameworkCopy citation · §4.2

The JSAF assists in determining the employment services that Participants are eligible for and supports them in making appropriate choices. The JSAF is intended to be ongoing and dynamic, to support and encourage Participant disclosure and engagement and to minimise reporting duplication for Participants. It personalises interventions and support, and includes safeguards for Participants in Workforce Australia Online.

It also acknowledges that Providers may have their own tools, assessments, and resources to provide servicing that is tailored to the Participant's individual needs, circumstances, skills, strengths, and any barriers or issues they may have in relation to finding employment.

The Job Seeker Snapshot and Employment Services Assessment (ESAt) both perform a fundamental role in Workforce Australia Services. The results of a Participant’s Job Seeker Snapshot and any ESAt should be used in conjunction with other assessments to understand a Participant’s goals and personal circumstances. Providers may also support Participants to access and use the assessments and tools available on Workforce Australia Online, including the Job Seeker Snapshot and profile.

(Deed Reference(s): Clause 112)

4.3. The Job Seeker Snapshot and the Job Seeker Classification InstrumentCopy citation · §4.3

The Job Seeker Snapshot is the questionnaire completed by the Participant, Services Australia or the Provider. The results of the Job Seeker Snapshot inform the Participant of the employment services that they are eligible for and supports them in making appropriate choices. It includes questions that determine the Participant’s Job Seeker Classification Instrument (JSCI) score, supports the Participant to make an informed decision when given a choice between Workforce Australia Online and Workforce Australia Services, and helps identify if the Participant requires an ESAt*.* Refer to Referring Participants for an Employment Services Assessment for details.

The JSCI is the statistical tool that determines a Participant’s risk of becoming long-term unemployed. It considers the relative labour market disadvantage of a Participant to determine the level of support and assistance required. The JSCI score is a product of various personal factors such as a Participant’s work experience and qualifications. For further information, see Job Seeker Snapshot Overview.

4.3.1. When to conduct the Job Seeker SnapshotCopy citation · §4.3.1

The Job Seeker Snapshot is generally first completed prior to a Participant’s Referral to Workforce Australia Services. If a Participant has not completed the Job Seeker Snapshot, or has an inactive Job Seeker Snapshot upon Referral, the Provider must:

• ask the Participant to complete the Job Seeker Snapshot; or

• conduct the Job Seeker Snapshot with the Participant (e.g. if the Participant cannot access the internet, or has limited digital ability).

The Provider may, at any time, record changes in the Participant’s personal circumstances (for example a loss of licence) or include new information (for example a change in living circumstances) in a Participant’s record in Workforce Australia Online for Providers by conducting a Change of Circumstances Reassessment. These changes can be made by editing the relevant questions in the Job Seeker Snapshot. Where a Participant supplies documentation to support their answers in the Job Seeker Snapshot, it is good practice for the Provider to retain this documentation. 

Providers should inform Participants they can access and update their Job Seeker Snapshot at any time and that this will assist in identifying services and supports that may be beneficial to them. When a Participant updates their Job Seeker Snapshot, their Provider is notified via Workforce Australia Online for Providers. Some data such as their age or length of time in an employment service will update the Job Seeker Snapshot automatically.

If Workforce Australia Online for Providers is unavailable for any reason, a Job Seeker Snapshot Offline form can be used for updates. Any information obtained this way must be recorded by the Provider in Workforce Australia Online for Providers as soon as practicable. Until the Participant’s responses are captured, the level of assistance and support required is unable to be determined.

(Deed Reference(s) Clause 113)

4.3.2. How to conduct the Job Seeker SnapshotCopy citation · §4.3.2

Should the Provider need to conduct a Job Seeker Snapshot, the Explanation of the Job Seeker Snapshot Questionssign-in required (sign-in required) document available on the Provider Portalsign-in required (sign-in required) will assist Providers to administer the Job Seeker Snapshot. The Provider should ensure:

• the Job Seeker Snapshot is conducted in a private setting and in a professional and culturally appropriate manner

• the Participant has given their consent for the Provider to collect and use the sensitive information collected through the Job Seeker Snapshot (refer to Chapter 3.2.1 of the Workforce Australia - Part A: Universal Guideline in relation to personal information and sensitive information, for further information)

• an interpreter is provided when requested by the Participant and the Provider considers it appropriate

• the Participant understands they may be accompanied by a support person of their choosing

• the Participant is informed their responses to the questions will not affect their payments in any way and that the questions are designed to ensure they receive the services and support best suited to their needs

• the Participant understands some of the questions in the Job Seeker Snapshot are voluntary questions and the Provider will inform the Participant if a question is voluntary before the question is asked.

If a Participant discloses the need for crisis assistance or other support, the Provider should refer them to services appropriate to their needs. Please refer to the Assisting Participants in Crisis Factsheetsign-in required (sign-in required) on the Provider Portal.

Services Australia may also assist with counselling, child support payments and accessing a crisis payment. For further information, please visit Services Australia's website.

4.4. Referring Participants for an Employment Services AssessmentCopy citation · §4.4

Services Australia conducts an Employment Services Assessment (ESAt) to determine the most appropriate employment services program for the Participant and their level of work capacity. Barriers experienced by the Participant could include a medical condition that impacts on their work capacity. The Participant should be referred to an ESAt if the Provider believes they may be eligible for Inclusive Employment Australia or may have a reduced work capacity. Providers can make direct referrals, through the FOCUS Response Team, to an ESAt for any Participants on their Caseload. See How to refer a Participant for an ESAt for further information.

If the Participant has a medical condition(s) or disability that requires further assessment, the Participant will need to be able to provide medical evidence to Services Australia by uploading it via their Centrelink account.

If, as part of a Capability Interview, the Job Seeker Snapshot indicates that the Participant may benefit from a further assessment through an ESAt, Workforce Australia Online for Providers will automatically set the Job Seeker Snapshot to a status of ‘pending’. For further information, see Knowledge Base Article KB0013414sign-in required (sign-in required). The Provider needs to determine whether the Participant would benefit from an ESAt before referring them for an ESAt Appointment.

If the Provider determines that an ESAt is not required, they must select the button ‘Withdraw need for ESAt’ button in the Job Seeker Snapshot to change the status to ‘Active’. 

A referral for an ESAt must be of genuine benefit to the Participant and should generally not be completed for the Participant if:

• they have a valid ESAt (submitted within the past 2 years) and the assessed level of work capacity has not changed 

• their identified barriers will not/do not have a significant long-term impact on the Participant’s ability to work or participate in other activities, including Workforce Australia Services

• their identified barriers are being actively addressed by the Provider or another provider of appropriate services (e.g. a state government or community sector provider and/or Services Australia)

• an ESAt referral is not likely to result in a change to the Participant’s Services or their currently assessed work capacity e.g. because there has not been a significant change in the Participant’s barriers or medical conditions or there is no medical evidence available and the Participant will not benefit from further assessment, or

• they are expected to be exempt from Mutual Obligation Requirements for an extended period for up to two years and are unlikely to benefit from further Assessment while the Exemption is current.

A Provider may adjust a Participant's Mutual Obligation Requirements to reflect a short-term or temporary change in circumstances, such as an injury or temporary medical condition.

See the Job Plan and Mutual Obligation Requirements Chapter for further information.

4.4.1. How to refer a Participant for an ESAtCopy citation · §4.4.1

The FOCUS Response Team at Services Australia manages all ESAt appointment times.

To book an urgent appointment for a vulnerable Participant, the Provider should contact the FOCUS Response Team directly on 1800 110 608.

In all other cases, Providers must email the Services Australia FOCUS Response Team to request an ESAt appointment via FOCUS.RESPONSE.TEAM@servicesaustralia.gov.au.

The FOCUS Response Team will determine whether an ESAt is required and will contact the Participant and attempt to complete the ESAt over the telephone. 

If the ESAt cannot be completed immediately, the FOCUS Response Team will book an ESAt appointment, and the FOCUS Response Team will notify the Participant.

Note: Providers need to ensure medical evidence is available for the assessment before requesting an ESAt through the FOCUS Response Team.

4.4.2. Medical evidence needed for the ESAt referralCopy citation · §4.4.2

Prior to referring the Participant for an ESAt, the Provider must confirm that the Participant:

• has appropriate medical evidence supporting their condition(s) or

• needs assistance to obtain appropriate medical evidence supporting their condition.

The Provider should assist the Participant where required.

Appropriate medical evidence can include:

• a Services Australia medical certificate

• a standard general practitioner medical certificate

• a specialist medical report

• a hospital/outpatient’s report

• a psychologist’s report (by a certified/registered psychologist)

• a special school report (IQ report for people with intellectual disability)

• x-rays and related reports

• psychometric test results

• prescription medication

• reports from community services and organisations (for example, drug and alcohol support services)

• medical evidence prepared and collated on behalf of the Participant by a medical practitioner, registered nurse, nurse practitioner or a registered Aboriginal and Torres Strait Islander Health Practitioner.

• Documentary evidence — The Verification of medical conditions form (SU684) - Services Australia should be given to the Participant for their treating doctor, registered nurse, nurse practitioner or Aboriginal and Torres Strait Islander health practitioner to complete. The completed form provides appropriate information to assess medical conditions for an ESAt. Providers should encourage Participants to upload medical evidence to Services Australia online through either their Centrelink online account or the Express Plus Centrelink mobile app if not already uploaded through Health Professional Online Services (HPOS) by their healthcare professional. The Provider does not need to retain medical evidence to justify an ESAt referral, unless presented by the Participant to have on their record for other purposes.

4.4.3. Preparing the Participant for the ESAtCopy citation · §4.4.3

When a Provider refers a Participant to an ESAt appointment the Provider must advise the Participant of the following:

• the reason for the ESAt

• that the ESAt is an interview to assess their work capacity and/or their eligibility for specialist employment services assistance

• that attending the appointment is compulsory and if they are unable to attend they are to contact the Services Australia assessor at least 24 hours before the appointment

• the importance of disclosing all of their barriers to employment at the ESAt appointment

• the importance of providing medical evidence via their Centrelink online account prior to the appointment and the steps they will need to take to gather the medical evidence

• they may have a support person present to assist them.

4.4.4. ESAt outcomesCopy citation · §4.4.4

The Provider must take account of the recommendations for interventions made by the Services Australia assessor in the ESAt report – working with the Participant to reflect their capacity when setting their Mutual Obligation Requirements, and in tailoring their services.

An ESAt report will capture the Participant’s:

• medical conditions

• barriers to employment

• recommended interventions

• current baseline work capacity

• future work capacity with intervention

• recommended Service.

Should the ESAt result in the Participant no longer being serviced by the Provider, for example the Participant is referred to Inclusive Employment Australia or no longer required to participate in Employment Services, the Provider will see this Exit on Workforce Australia Online for Providers in Servicing and Eligibility.

An ESAt is generally valid for a period of two years. Providers can view the relevant dates on the ESAt/JCA screen in the 'Servicing and Eligibility' section of a Participant’s record on the Department's IT Systems.

See Job Plan and Mutual Obligation Requirements Chapter for further information.

Requesting a review of the ESAt report

A Provider may contact Services Australia to request a review of the ESAt if new information is made available or if the Provider believes an error has been made. This must be made within 28 calendar days of the ESAt report being submitted.

The Provider will need to justify the review with supporting evidence. If the Services Australia assessor does not agree to change their referral recommendation, the Provider must accept the assessor’s decision as final.

A Participant can also contact Services Australia directly to discuss the decision with a Service Officer and discuss their options to request an explanation or apply for a formal review of the decision.

4.4.5. Releasing the ESAt report to the ParticipantCopy citation · §4.4.5

The ESAt report may be released to a Participant except where Services Australia has indicated in the report that it contains information that may be detrimental to the Participant’s health. In this circumstance, the Participant has the option of requesting the report through the Department’s Corporate Legal team, email: foi@dewr.gov.au.

Additional information regarding disclosure of information and privacy considerations can be found in Part A Guidelines: Privacy Chapter.