Summer youth JTPA skills and financial reporting instructions
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Training and Employment Guidance Letter No. 10-97, Change 2
U.S. Department of Labor, Employment and Training Administration. Classification: JTPA/JSPR. Correspondence symbol: TD. Issue date: May 21, 1999. Rescissions: None. Expiration date: Continuing.
TO: All State JPTA Liaisons; All State Employment Security Agencies; All State Worker Adjustment Liaisons; All One-Stop Career Center System Leads.
FROM: David Henson, Director, Office of Regional Management.
SUBJECT: Instructions for Preparation of the JTPA Summary Program Report.
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Purpose. To transmit to States instructions for the JSPR and revisions to the final format which include: instructions for reporting basic educational skills gain in the academic enrichment training components of the Summer Youth Employment and Training Program (SYETP); modifications to the definition of academic enrichment; and revisions to the reporting instructions.
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References.
- (a) Training and Employment Guidance Letter (TEGL) No. 10-97, Change 1, (July 24, 1998), Instructions for Preparation of Summary Program Report (JSPR);
(b) Training and Employment Information Notice (TEIN) No. 48-93 and TEIN No. 48-93, Change 1;
(c) TEGL No. 14-98, (March 26, 1999), Program Guidance for the Calendar Year 1999 Summer Youth Employment and Training Program; and
(d) TEGL No. 7-95, and TEGL No. 7-95 Change 1, "JTPA Intertitle Transfer of Funds".
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Background. One of the major purposes of the Job Training Partnership Act Title II-B program is to "enhance the basic educational skills of youth". The Employment and Training Administration (ETA) has the responsibility of determining whether this objective has been met. In accordance with this requirement, ETA has researched systems and methodologies for assessing gains for youth enrolled in academic or basic skills enrichment training in the SYETP. The results of these studies indicate that skills learned in academic enrichment training may be successfully assessed through a variety of instruments. Accordingly, in TEGL No. 14-98, State and local service delivery areas (SDAs) were encouraged to use measurement instruments of their choice when assessing the skill gains of youth. While pre and post testing is encouraged, ETA is not recommending any particular assessment instrument. Regardless of testing protocol, States are required to report the percentage of youth who maintained skills and the percentage of youth who gained skills through participation in academic basic educational skills enrichment and work experience.
To facilitate the reporting of the percentage of youth who maintained and gained skills, ETA has also modified the definition of academic enrichment. It is now defined as, "the enhancement of the traditional educational skills of reading, mathematics, and writing attained through classroom or project-based learning methods". This narrowing of the definition should also provide for commonality among programs and assist service providers in designing their academic enrichment training components.
The employment and training system is transitioning from JTPA to the Workforce Investment Act (WIA). Thus, this will be the last year of reporting Title II-B outcomes and characteristics under JTPA. State and local program operators are encouraged to review the new WIA program planning requirements as stated in TEGL No. 14-98. Further guidance, including new reporting requirements, will be provided by the Department as they become available.
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OMB Reporting Burden. Persons are not required to respond to this collection of information unless it displays a currently valid OMB control number. Respondents obligation to reply to these reporting requirements are required to obtain or retain benefits (PL 102-367). Burden hours for this collection of information are estimated to average 3 hours including time for reviewing the information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Labor, Office of Job Training Programs, 200 Constitution Avenue, N.W., Room N4469, Washington, D.C. 20210 (Paperwork Reduction Project 1205-0379, 7/31/99).
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Reporting Requirements. The JSPR will be submitted three times during the summer program: at the beginning of the summer, planning estimates will be provided; during mid-summer, an interim performance report will be submitted; and a final performance report will be submitted at the end of the summer program. The State will submit a JSPR for the Title II-B summer youth program to the National Office and the appropriate Regional Office simultaneously, using the following schedule:
** ** Data as of due to RO/NO Planning Estimates: June 15 June 30 Mid-summer Report: July 15 July 31 End of Program: Sept 30 Oct 15 A separate single JSPR will be submitted by the State 45 days after the end of the Title I, Section 123 (State Education and Coordination Grants) program year report period (June 30), but no later than August 15.
In compliance with the Paperwork Reduction Act of 1995, ETA requests that States transmit data electronically via the Internet. The web address and specific instructions will be transmitted directly to each State's primary/data contact as designated in March 1999. If you have any problems submitting data electronically, contact Haskel Lowery.
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Action Required. State Liaisons are requested to distribute the attached JSPR instructions to all offices within the State which need such information to implement the JSPR reporting requirements.
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Inquiries. Questions concerning this TEGL should be directed to the appropriate Regional Office, or Haskel Lowery at (202) 219-5305 ext. 176 or via e-mail at [email protected], or Robert Horstman at (202) 219-5651 or via e-mail at [email protected].
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Attachment. JTPA Summary Program Report (ETA 9047) Form and Instructions.
Official attachment: https://oui.doleta.gov/dmstree/tegl/tegl97/tegl_10-97c2a.pdf
The posted attachment refers to a form facsimile on its following page, but the PDF continues directly with instructions and contains no facsimile.
Attachment — JTPA Summary Program Report (ETA 9047) format instructions
TEGL 10-97, Change 2 Attachment
JTPA SUMMARY PROGRAM REPORT (JSPR)
FORMAT INSTRUCTIONS
"Title II-B" and "Title I, Section 123 (8%)"
1. Purpose. The JTPA Annual Summary Program Report (JSPR) (ETA
9047), formerly called the JASPR, displays participant enrollment
information and cumulative data on the characteristics of
individuals who participated in the Title II-B grant. The form
has been modified to allow the collection of financial and cost
information. The new cost and financial information will be used
to determine levels of program services and will allow the
Department to gain greater access to information on program
expenditures and participant costs to respond to Congressional
and Administration oversight.
In the past, financial information for the JTPA Title II-B grant
and for the Title I, Section 123, was exclusively reported on the
JTPA Quarterly Status Report (JQSR) (ETA 9040) OMB No. 1205-0323
expiration date July 31, 2000. Now, similar financial data and
new cost information will be collected on the JSPR as well.
Also, a separate JSPR form is being used to capture annual
information for the JTPA Title I, Section 123, State Education
Coordination (8%) grant on a Statewide basis for the program year
ending each June 30. These reporting requirements have been
approved by the Office of Management and Budget (OMB) according
to the Paperwork Reduction Act of 1995, as amended, under OMB
Approval No. 1205-0379, expiring 7/31/99.
2. General Instructions
a. A JSPR will be submitted by the State for the Title
II-B summer youth program simultaneously to the
National Office and the appropriate Regional Office
using the following schedule:
Data as of Due to RO/NO
Planning Estimates June 15 June 30
Mid-summer Report July 15 July 30
End of Program Sept 30 Oct 15
b. A separate JSPR will be submitted by the State for the
Title I, Section 123 program. It shall be submitted 45
days after the end of the program year (June 30), but
no later than August 15. One copy of the JSPR for Title
I, Section 123 programs is to be provided to the
appropriate Regional Administrator for Employment and
Training in the Department of Labor Regional Office.
An additional copy of the JSPR for these grants is to
be provided to:
U.S. Department of Labor
Employment and Training Administration
Office of Employment and Training Programs
200 Constitution Avenue, N.W., Room N-4469
Washington, D.C. 20210
3. Facsimile of Form. See the following page. These data items
will appear differently on the Internet screen.
4. Instructions for Completing the JTPA Summary Program Report
(JSPR) for Title II-B and Title I, Section 123, Grants .
A. State's Name and Address
Enter the name and address of the recipient State.
B. Type of Grant
Designate the source of funding for the grant for which
data is being provided on this JSPR, i.e., Title II-B
or Title I, Section 123.
C. State's Grant Number
Enter the recipient State's grant number, as assigned
by the Employment and Training Administration (ETA) in
a separate issuance.
D. Report Period
Enter in "From" the beginning date of the designated
JTPA Title II-B report year, i.e., October 1, or the
beginning of the Title I, Section 123, program year,
i.e., July 1. Enter in "To" the ending date of the
report period, as specified in Item 2, above.
E. Signature and Title (at bottom of the page)
The authorized official of the Governor signs here and
enters his/her title.
F. Date Signed
Enter the date the report is signed by the authorized
official.
G. Telephone Number
Enter the area code and telephone number of the
authorized official.
SECTION I - STATEWIDE PARTICIPATION SUMMARY
Line 1. Total Participants (Cumulative)
Enter the total number of participants who were receiving
employment, training or services (except post-termination
services) funded under the grant, as appropriate, through the end
of the report period.
"Participant", for reporting purposes, means any
individual who has: (1) been determined eligible
upon intake; and (2) started receiving subsidized
employment, training or services (except post-
termination services) funded under the Act, following
intake. Individuals who receive ONLY outreach and/or
intake and initial assessment services or post-
termination services are excluded.
The Statewide entry on the JSPR Line 1, Total Participants, for
the Title I, Section 123, grant should be equal to the entry on
Line 34, Column (D), of the JQSR submitted for June 30.
Note: The entry on Line 1 is the total of Lines 2 through 5.
Line 2. Total Participants in Academic-Basic Educational Skills
Enrichment
Enter the number of Title II-B participants in academic basic
educational skills enrichment. This entry is a count of
participants in academic basic educational enrichment activities
ONLY and should not double count those participants included on
line 5--Academic-Basic Educational Skills Enrichment and Work
Experience. This entry may not exceed the entry for Line 1. The
entry for Line 2 must be zero on the JSPR submitted for the Title
I, Section 123, grant program.
The definition of Academic-Basic Educational Skills enrichment
means ”the enhancement of the traditional educational skills of
reading, mathematics, and writing attained through classroom or
project-based learning methods.”
NOTE: For the number of youth in line 2, show the percentage
of youth who maintained and youth who gained academic-basic
educational skills of reading, mathematics, and/or writing during
the summer in the final reporting period. The results should be
reported in the remarks section. For example: Line 2: Maintained
Skills - 78%, Gained Skills - 12%. These percentages should only
be recorded in the final summer report.
Although ETA is not recommending any particular testing protocol,
pre and post testing is encouraged when assessing the skills gain
of youth. Service providers are encouraged to select assessment
instruments that have been identified as appropriate tools for
measuring basic educational skills attained in the academic
enrichment component of the summer program.
Line 3. Total Participants in Private Sector Employment
Activities
Enter the total number of participants in private sector
employment activities as defined below. This entry may not
exceed the entry for Line 1. Also, enter in the Remarks Section
the total number of participants in Line 3 enrolled in Academic
Enrichment and private sector employment activities concurrently
or as a combined activity.
NOTE: Exclude participants in work experience
activities in the public or not-for-profit sectors.
PRIVATE SECTOR ENTRY EMPLOYMENT EXPERIENCE ACTIVITIES: Entry
employment experience or private internships are formal
experience opportunities to examine or investigate employment
typically at private-for-profit worksites.
Line 4. Total Participants in Work Experience
Enter the total number of participants in the public sector entry
employment experience or employment in a non-profit sector. This
entry is a count of participants in work experience ONLY and
should not double count those participants in Line 5--Academic
Experience and Work Experience.
Work experience activity: Entry employment experience or public
internship are formal experience opportunities to examine or
investigate employment at a public worksite or non-profit
organization. This entry may not exceed the entry for Line 1.
NOTE: Exclude participants in work experience
activities in the private sector employment.
Line 5. Total Participants in Academic-Basic Educational Skills
Enrichment and Work Experience
Enter the total number of participants enrolled in Academic-Basic
Educational Skills Enrichment and work experience concurrently or
as a combined activity. This entry should not double count any
of the participants counted on Line 2. This entry should not
exceed the entry for Line 1.
NOTE: For the number of youth in line 5, show the percentage
of youth who maintained and youth who gained academic-basic
educational skills of reading, writing, mathematics, and/or
writing during the summer in the final reporting period. The
results should be reported in the remarks section. For example:
Line 5: Maintained Skills -54%, Gained Skills - 46%.
Although ETA is not recommending any particular testing protocol,
pre and post testing is encouraged when assessing the skills gain
of youth. Service providers are encouraged to select assessment
instruments that have been identified as appropriate tools for
measuring basic educational skills attained in the academic
enrichment component of the summer program.
Line 6. Total Participants in other Activities
Enter the total number of participants enrolled in Title II-B and
also co-enrolled in Title II-C.
NOTE: Line 6 is not to be added to Lines 2 through 5.
The co-enrolled participants will also be reflected in Line 2
through 5 above.
SECTION II - PARTICIPANT CHARACTERISTICS SUMMARY
Gender
Line 7. Male
Line 8. Female
Distribute the participants by line according to gender. The sum
of Lines 7. and 8. should equal Total Participants (Line 1.).
Age
Line 9. 14 - 15 Years
Line 10. 16 - 17 Years
Line 11. 18 - 21 Years
Line 12. 22 Years and Above (Title I, Section 123, ONLY)
Distribute the participants by line according to age (based on
date of birth) at the time of entry into the program. The sum of
Lines 9. thru 12. should equal Total Participants (Line 1.).
NOTE: The entry for Line 12 must be ZERO on the JSPR
for the Title II-B grant.
Other Barriers to Employment
Line 13. Limited English Proficiency
Line 14. Disability
Line 15. Offender: Misdemeanors and Felonies
Include participants who meet the definition specified at Section
4(17) of the Act.
Line 16. Received Title II-B Follow Up Services (Sec. 253(d))
Include Title II-B participants who received the appropriate
follow-up services called for in their service strategies. These
may include employability and/or supportive services.
Race/Ethnic Group
Line 17. White (Not Hispanic)
Line 18. Black (Not Hispanic)
Line 19. Hispanic
Line 20. American Indian or Alaskan Native
Line 21. Asian or Pacific Islander
Distribute the participants by line according to the Race/
Ethnic Groups listed above. For purposes of this report,
Hawaiian Natives are to be recorded as "Asian or Pacific
Islander". The sum of Lines 17. thru 21. should equal Total
Participants (Line 1).
NOTE: The Race/Ethnic category listed above reflects the
Management Information System (MIS) data collection effective in
PY ‘97. A new version was adopted for PY ‘98. However, not all
States have implemented the MIS changes. Therefore, please
report Race/Ethnic Group for the summer program using the old
format.
Line 22. Attending School Full-Time
Enter the total number of participants who are currently
enrolled in and are attending any school full-time or are between
school terms and intend to return to school. This entry may not
exceed the entry for Line 1.
Highest School Grade Completed
Line 23. Grades 0 - 8
Line 24. Grades 9 - 11
Line 25. Grades 12 and Above
Distribute the participants by line according to highest school
grade completed. The sum of Lines 23. thru 25. should equal
Total Participants (Line 1.).
Family Status
Line 26. Single Parent with dependent(s) Under 18
Enter the number of participants for whom the above family status
classification applies. This entry may not exceed the entry for
Line 1.
SECTION III - FINANCIAL SUMMARY
NOTE: This section is to be filled out for Title II-B ONLY.
Line 27. Allotment (NOO Amount)
Enter the amount of Federal funds found on the most recent Notice
of Obligation (NOO).
Line 28. Carry-In
Enter the amount carried in from previous Calendar Year
program(s). For the Summer Youth Program, all unexpended funds
from October 1, 1998.
Line 29. Transfers
Enter the amount of Federal funds transferred to/from Title II-C
in accordance with Sections 206, 256, and 266 of the Act; the
1996 Omnibus Appropriation Bill, 110 Stat. 1321; FY 1995
Rescission Bill, P.L. 104-19; the 1997 Appropriation Act, P.L.
104-28, and the DOL Appropriations Act of 1998, P.L. 105-78.
Transfers “from” Title II-B should be indicated as negative
numbers. For II-B, this represents all transfers from all year
during the period October 1, 1998 through September 30, 1999.
Line 30. Total II-B Funds Available
Enter the total amount of Federal funds available for expenditure
(net of all transfers) through the end of the reporting period.
Line 31. Total Expenditures
Enter the total amount of Federal funds expended through the end
of the reporting period, from all year’s funds during the period
October 1998 through September 30, 1999.
Note: For items 27 through 31 use whole dollars ONLY, no cents.
Line 32. Average Hours Participated Per Week
The best estimate possible of the average number of hours
enrolled in the II-B program per participant.
Line 33. Average Weeks Participated
The best estimate average of total number of weeks participants
were enrolled in a program activity.
Line 34. Average Hours in Academic-Basic Educational Skills
Enrichment
Enter the total number of hours participants were enrolled in
academic-basic educational skills enrichment divided by the total
number of participants enrolled in academic-basic educational
skills enrichment.
NOTE: For items 33 through 34 ROUND to one (1) decimal point.
Line 35. Average Cost Per Participant
Enter the total amount of Federal funds expended divided by the
total number of participants.
NOTE: Use whole dollars ONLY, no cents.
* * * * *
Definitions for most common terms, not specifically defined in
the JSPR instructions, above, may be found in the instructions
for the Standardized Program Information Report (SPIR). Refer
to TEIN 5-93, Change 1.
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