COUNSELING DEFINITIONS

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1 Client TERM COUNSELING DEFINITIONS DEFINITION The client is the business, if it exists. In the case f a prspective business, the client is the individual. In-Business: Cmpleted required registratin(s), if applicable, with the lcal, state, and/r Federal gvernment (e.g., DBA registratin, get a business license, agency issued tax identificatins, etc.) At least ne f the fllwing: Has dcumented a transactin frm the sale f a prduct r prfessinal r persnal service fr the purpse f gain r prfit; Has cntracted fr r cmpensated an emplyee(s) r independent cntractr(s) t perfrm essential business functins; Has acquired debt r equity capital t pursue business peratins (e.g., t purchase inventry, equipment, building, business, etc.); r Has incurred business expenses in the peratin f a business. Nascent (Pre-venture) Entrepreneur: thse individuals wh have taken ne r mre active steps t frm a business, accrding t the Kauffman Fundatin ( This includes individuals seeking assistance frm SBA and/r ne f its resurce partners. Start-up: thse individuals wh have been in business up t 12 mnths. Cunseling Services prvided t an individual and/r business that are: 1) Substantive in nature and require assistance frm a resurce partner r district ffice persnnel in the frmatin, management, financing, and/r peratin f a small business enterprise; 2) Specific t the needs f the business r individual 3) Require a signed SBA Frm 641 r equivalent frm that supprts SBA s management infrmatin database. Face-t-face Cunseling Meets the definitin f Cunseling and, The initial face-t-face cunseling sessin shuld be n less than ne hur (can include preparatin time in this initial calculatin) and includes any cunseling sessin thereafter regardless f time. Face-t-face cunseling is cnducted in persn between cunselr(s) and client representatives. Effective Octber 1, 2007 Pg. 1 f 7

2 Online Cunseling Meets the definitin f Cunseling, is cmputer r internet-based, and, The recipient f the cunseling must acknwledge, thrugh an SBA Frm 641 r an SBA apprved electrnic substitute, the requirements impsed by accepting cunseling assistance frm the SBA r its resurce partner(s). The initial nline cunseling sessin shuld be n less than 30 minutes (can include prep time in this initial cnsultatin). Telephne Cunseling Meets the definitin f Cunseling and, The recipient f the cunseling must acknwledge, thrugh an SBA Frm 641 r an SBA apprved electrnic substitute, the requirements impsed by accepting cunseling assistance frm the SBA r its resurce partner(s). The initial telephne cunseling sessin shuld be n less than 30 minutes (can include prep time in this initial cnsultatin). Lng-term Cunseling Meets the definitin f Cunseling and, Includes 5 r mre hurs f cntact and prep time per individual r business during that fiscal year. Extended Engagement Client Cntact Hurs (Frm 641, line 50a) Preparatin Hurs (Frm 641, line 50b) Travel Hurs (Frm 641, line 50c) Meets the definitin f Cunseling and, Includes 5 r mre hurs f cntact time per individual r business during that fiscal year r any prir year. The amunt f time spent directly cunseling/interacting with a business r individual client. The amunt f time spent preparing and researching infrmatin fr a business r individual client. The amunt f time spent traveling t/frm a lcatin (separate frm assigned pst-f-duty) t meet with business r individual clients. If meeting with mre than ne client, travel time is nly cunted nce. Effective Octber 1, 2007 Pg. 2 f 7

3 TERM Training (including lng-term training) TRAINING DEFINITIONS DEFINITION An activity r event presented r cspnsred by a resurce partner, district ffice r ther SBA ffice which delivers a structured prgram f knwledge, infrmatin r experience n an entrepreneurial r business-related subject. Training is designed fr the participant s acquisitin f knwledge, skills, and cmpetencies that relates t specific useful skills. The training must last fr a minimum f ne hur and include tw r mre clients in attendance. C-hsted Training (cllabrative) Ttal Hurs f Training Meet the definitin f Training and further defined as, An activity where each hst rganizatin actively participates and cntributes substantially t the training. Ttal hurs f training hurs are the number f hurs that the trainer spends teaching the training sessin. Online Training Online training is a structured prgram f knwledge, infrmatin r experience n an entrepreneurial r business-related subject and is delivered thrugh a cmputer and/r the internet. It must be f a quality and substantive nature, and include a registratin prcess as well as an evaluatin prcess (e.g. 1-5 star ranking). Online training can be synchrnus r asynchrnus. The training must be fr a minimum f 30 minutes and a curse evaluatin must be made available. Online training must include ne r mre participating clients. e.g. a resurce partner prvides a registratin and link t the training; it can cunt as nline training (nte: must meet ther criteria listed abve). Synchrnus: A grup f clients prceed thrugh the training mdule(s) r prgram as a grup. Asynchrnus: A client individually prceeds thrugh the training mdule(s) r prgram individually and is self-paced. Effective Octber 1, 2007 Pg. 3 f 7

4 TERM Capital Infusin OTHER DEFINITIONS DEFINITION Capital infusin includes all frms f capital debt, investments frm all surces (i.e., lines f credit, cnsumer debt prducts used specifically fr the business, angel investrs, wner s capital cntributins, etc.). Credit lines and ther revlving debt facilities/instruments are t be recgnized fr the full amunt f the line f credit when established and nt t be based n individual draw-dwns. Aggregate ttal f the fllwing: Dllar amunt f SBA lans Dllar amunt f nn-sba lans Dllar amunt f equity capital (t include private investment) Jbs Retained Infrmatin Transfer SBA District Office Initial Client Assessment (Nt required fr OED resurce partners) Jbs retained are identified as emplyee psitins a business wuld have therwise eliminated due t dwnsizing r clsing r dwnsizing. This measure is be cllected annually by survey and reprted in EDMIS II in ecnmic impact area. This item has been deleted fr FY2007 and FY2008. SBA staff shuld reference new FY2008 definitin SBA District Office Initial Client Assessment. SBA District Office Initial Client Assessment is a new definitin intrduced in FY2008 t capture lcal service t small businesses nt therwise meeting the definitin f cunseling. The definitin cvers initial client cntact and assessments fr sessins f less than ne hur f interactin with the client fr face-t-face cunseling and less than ne-half hur fr nline cunseling. Assistance lnger than ne hur will be cnsidered as meeting the Cunseling definitin. Initial Client Assessment can include basic needs assessment, infrmatin disseminatin, assistance t nsite library users, and trade shw bth visitrs. Service t lenders is allwable s lng as lender meets the apprpriate SBA definitin f small business. Effective Octber 1, 2007 Pg. 4 f 7

5 ITEM Reprting Online Cunseling Reprting Telephne Cunseling Reprting Face-t-Face Cunseling REPORTING INSTRUCTIONS At a minimum the fllwing fields shuld be cmpleted n SBA Frm 641 r an SBA apprved electrnic substitute, fr nline cunseling. #3 Client Name r apprved client-cded name/number #4 Address #10 Zip Cde At a minimum the fllwing fields shuld be cmpleted n SBA Frm 641 r an SBA apprved electrnic substitute, fr telephne cunseling. #3 Client Name r apprved client-cded name/number #5 Telephne Number #10 Zip Cde Each client will be cunted nce in a fiscal year, with the reprting t include bth the number f sessins and the number f hurs spent with each. If multiple peple participate frm ne business, nly ne persn will cmplete SBA Frm 641. The cunselr will nte hw many peple were there s that the number f peple served can be tracked. This will nly be cllected n the initial SBA Frm 641. Effective Octber 1, 2007 Pg. 5 f 7

6 Reprting Training The SBA Frm 888 is used t cllect and reprt infrmatin n traditinal classrm-style training. There must be tw r mre clients in attendance. The agenda and/r prgram cntent, attendee list, and evaluatins are required fr each training event. Recrds fr these training events must be kept at the resurce partner lcatin and available fr site review. Reprting Online Training An SBA Frm 888 is required fr all nline training events. There must be ne r mre clients participating in the nline training. At a minimum, the fllwing fields shuld be cmpleted n a registratin frm fr nline training. Client Name r apprved client-cded name/number Address Zip Cde Every attempt shuld be made t cllect these data: Race Ethnicity Gender Disability Veteran Status Military Status Client registratin recrds and ther curse infrmatin must be retained and made available fr review. e.g. If the resurce partner hlds an nline training sessin with five satellite events with individual sign-ins, facilitatrs, etc., they shuld cunt as five different training sessins, as each meets the definitin f nline training. Reprting C-hsted training (cllabrative) When reprting training numbers fr a c-hsted training, the hsts must wrk tgether t determine hw t equitably divide the number f clients amng themselves. Duble cunting f clients is nt permitted. Examples invlving multiple resurce partners cntributing t a single training event: A) If each resurce partner cntributes a significant amunt f presentatin time (defined as ne hur r mre per partner), then each hst culd cunt all attendees. Accrdingly, if five partners c-hsted a training event with five hurs f ttal presentatin time (each partner delivering training fr at least ne hur) and fifteen persns attended the event, each partner culd cunt fifteen persns trained fr ne hur each. B) If each partner puts in less than ne hur (per partner) f presentatin time, the attendee cunt wuld be divided amng the hsts based n mutual agreement. Effective Octber 1, 2007 Pg. 6 f 7

7 Accrdingly, if five partners c-hsted a training event with 1.5 hurs f ttal presentatin time (each partner delivering training fr less than ne hur) and fifteen persns attended the event, the partners wuld negtiate hw t divide the number f attendees (e.g., each partner culd cunt three persns trained fr 1.5 hurs). Reprting SBA District Office Initial Client Assessment Reprting Training with Multiple Sessins Mentr-Prtégé Rundtables (including WNET rundtables) Reprting Capital Infusin SBA District Office Direct Service will be reprted n a frm t be identified in early FY2008. District Offices will be prvided additinal reprting instructins n this new definitin. Each sessin f a multiple-sessin training prgram r curse may be cunted as an individual curse n SBA Frm 888. A SBA Frm 888 shuld be cmpleted fr each sessin r cmpnent that requires a separate registratin. Sessins must crrespnd with the minimum training duratin identified in the definitins listed abve. Mentr-prtégé rundtables link mre experienced businesses ver a significant time, with less experienced businesses r nascent entrepreneurs. The participants usually meet n a regular basis, either ne-n-ne r in a grup setting. The SBA and/r its resurce partners prvide the staff time and frge the partnerships necessary t pair mentrs and prtégés. The cunselrs time shuld be allcated equally t attending clients. Capital infusin will be tracked thrughut each fiscal year and cmpiled frm year-t-year t cllect aggregate data. Effective Octber 1, 2007 Pg. 7 f 7

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