Back to Federal guidance
2011–12 workforce performance reporting timelines
Summary ETA set program year 2011 and fiscal year 2012 reporting and data validation deadlines for several workforce programs, including WIA Title IB, Wagner-Peyser services, Trade Adjustment Assistance, and farmworker programs. It also attached source documentation rules, report formats, common error guidance, and a timeline. Change 1 later updated some dates; ETA now lists the advisory Canceled.
Document
Federal guidance
Agency
U.S. Department of Labor, Employment and Training Administration (ETA)
Document number
TEGL No. 28-11
Date issued
May 9, 2012
Status
Withdrawn
ETA lists this advisory Canceled as of 2026-10-24; its PDF prints Expiration Date: Continuing and Rescissions: None. TEGL 28-11, Change 1 later updated reporting and validation dates.
Status last verified October 24, 2026
Is this still the rule?
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About this page: The full text below is the official document from U.S. Department of Labor, Employment and Training Administration (ETA). Ezel adds the plain-English summary and tracks the document's status. The official source linked on this page is authoritative for any reliance.
Accessible letter PDF: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2012/TEGL_28-11-Acc.pdf
CLASSIFICATION
EMPLOYMENT AND TRAINING ADMINISTRATION WIA/Performance Reporting
ADVISORY SYSTEM CORRESPONDENCE SYMBOL
OPDR
U.S. DEPARTMENT OF LABOR
DATE
Washington, D.C. 20210 May 9, 2012
ADVISORY: TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 28-11
TO: STATE WORKFORCE AGENCIES
STATE WORKFORCE ADMINISTRATORS
NATIONAL FARMWORKER JOBS PROGRAM GRANTEES
INDIAN AND NATIVE AMERICAN PROGRAM GRANTEES
FROM: JANE OATES /s/
Assistant Secretary
SUBJECT: Program Year 2011/Fiscal Year 2012 Performance Reporting and Data
Validation Timelines
1. Purpose. To inform and to remind the workforce investment system of the performance
reporting requirements and associated timelines for submitting the reports for the following
programs/activities:
• quarterly and annual reports and data validation results for the Workforce
Investment Act (WIA) title IB programs and National Emergency Grants
(NEGs);
• quarterly reports and data validation results for the Wagner-Peyser Act
Employment Service;
• activities authorized under chapter 41 of title 38 United States Code (Local
Veterans’ Employment Representative and Disabled Veterans’ Outreach
Programs);
• the Trade Adjustment Assistance (TAA) program,
• the Indian and Native American Program (INAP); and
• the National Farmworker Jobs Program (NFJP).
2. References.
• WIA of 1998, Sections 136 and 185
• 20 Code of Federal Regulations 667.300
• Training and Employment Guidance Letter (TEGL) 17-05 and TEGL 17-05,
Change 2, Common Measures Policy for the Employment and Training
Administration’s (ETA) Performance Accountability System and Related
Performance Issues
• TEGL 9-07, Revised Incentive and Sanction Policy for Workforce Investment
Act Title IB Programs
• TEGL 17-09, Quarterly Submission of Workforce Investment Act
Standardized Record Data (WIASRD)
RESCISSIONS EXPIRATION DATE
None Continuing
• TEGL 7-10, Workforce Investment Act and Wagner-Peyser Act Performance
Accountability Reporting for the American Recovery and Reinvestment Act of
2009 (Recovery Act)
• TEGL 7-11, Workforce Investment Act (WIA) Annual Report Narrative
3. Performance Reporting and Data Validation for the WIA Title IB Programs. For
Program Year (PY) 2011, each state is required to make the following submissions for
WIA to the Employment and Training Administration (ETA):
A. A validated WIA Annual Report (ETA 9091 - OMB No. 1205-0420) – Due no later than
October 1, 2012.
Please note that states are required to complete report validation prior to submitting the
annual report Tables A-O (ETA 9091) to ETA through the new online Enterprise Data
Reporting and Validation System (E-DRVS) on, or before, October 1, 2012. (Additional
guidance and instructions on use of the E-DRVS will be issued separately.) Submission of
timely and accurate data is required in section 136 of the WIA. Furthermore, a timely and
validated annual report is one of the criteria for WIA incentive eligibility. See TEGL 9-07
for further clarification.
Data element validation, using the file of exiters and participants reported on the ETA 9091,
must be submitted by February 1, 2013. Please see Attachment A of this TEGL for the
source documentation requirements for PY 2011 WIA data element validation.
States and other jurisdictions that are approved to report only the common performance
measure outcomes for WIA programs for PY 2011 (Alabama, Alaska, Arkansas, California,
Colorado, Connecticut, Delaware, District of Columbia, Florida, Georgia, Idaho, Illinois,
Indiana, Kansas, Kentucky, Louisiana, Maryland, Massachusetts, Mississippi, Missouri,
Montana, Nebraska, Nevada, New Hampshire, New Jersey, New Mexico, New York, North
Carolina, North Dakota, Ohio, Oklahoma, Oregon, Pennsylvania, South Carolina, South
Dakota, Tennessee, Texas, Utah, Virginia, Virgin Islands, Washington, West Virginia,
Wisconsin, and Wyoming) do not have to report outcomes for the customer satisfaction
measures, the credential measure for Adults and Dislocated Workers, or the Older and
Younger Youth measures on the WIA Annual Report. These states, along with all other
states, are to report outcomes for the youth common performance measures.
States that are approved to report only the common performance measure outcomes should
reference Attachment B of this TEGL, which contains the WIA Annual Report format with
grayed out fields to indicate the information that is not required as part of the state’s annual
report submission. Please note a slight difference beginning in PY 2012: states with an
approved common measure waiver are being asked to supply participant and exiter
counts for younger youth and older youth on tables M and O.
B. WIA Annual Report Narrative – Due no later than October 1, 2012.
States should e-mail electronic copies of their narrative annual report to [email protected]
and their Regional Administrator no later than October 1, 2012. Guidance in TEGL 7-11,
Workforce Investment Act (WIA) Annual Report Narrative, specifically identifies those
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required portions that states must provide as well as those portions that states are encouraged
to provide. NOTE: In the WIA PY 2011 Annual Report Narrative guidance to be published
separately, ETA will encourage states to add a discussion of their programs, initiatives and
strategies for serving veterans at the state and local levels.
C. The WIA Standardized Record Data files – Annual File due no later than September
15, 2012.
Beginning with the PY 2011 fourth quarter annual WIASRD submissions, states (except
Workforce Investment Streamlined Performance Reporting states) will be required to submit
a WIASRD file to the updated E-DRVS. This new system will no longer be PC-based
software, but instead will be an online portal tied to the Enterprise Business Support System
(EBSS). Specific system instructions will follow in a separate TEGL; the overall upload and
edit check process will remain the same.
The E-DRVS will eliminate the need to upload annual or quarterly results to EBSS. E-DRVS
will now complete all data reporting functionality once carried out in EBSS.
All of the edit checks and valid value requirements for the WIASRD Quarterly reports are
fully articulated in Attachments A through E of TEGL 17-09.
The following quarterly WIASRD modifications were instituted in PY 2009 and are
explained in sections 4.A – 4.D of TEGL 17-09:
• The submission includes data fields previously not accepted by EBSS.
• The submission includes data on all participants who have not exited. To
accommodate this participant data, some WIASRD fields have required values for
participants without exit dates.
• There are changes to the technical process of uploading individual record files into
EBSS.
• States will submit to ETA the individual record files for participants who receive “self
and informational services only” (hereafter referred to as self-service only
participants).
WIASRD quarterly submissions for the first, second, and third quarters of each PY are due
45 days following the end of the quarter (November 14, February 14, and May 15,
respectively). The due date for the fourth quarter of each PY is 75 days following the end of
the quarter, or September 15, 2012. This additional time provides states with the opportunity
to better align their fourth quarter WIASRD data with their WIA Annual Report data, which
is due no later than October 1st of each year. States have an additional 15 days following the
due date to address data errors; WIASRD files are locked from editing after this period. For
PY 2011, the WIASRD files will be locked on October 1, 2012.
Similar to the former process where an annual submission of individual records was
submitted to DRVS, the quarterly WIASRD submission into E-DRVS will be used to
compute the ETA 9090 quarterly report. Therefore, the lagged cohorts to be included in the
quarterly submission must correspond to the cohorts in the annual submission. A change
with the implementation of the E-DRVS will require states to submit their quarterly
WIASRD files into the software itself for edit checking. This change will allow states to
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automatically generate the 9090 report immediately after the WIASRD submission. E-DRVS
will also act as the repository for these records and reports instead of EBSS. The automatic
generation of the 9090 report is also due 45 days following the end of the quarter.
Please note the following items when generating and submitting WIASRD files:
WIASRD item 309 (incumbent worker (Statewide 15 percent Activities)), has been
updated to allow states to track Incumbent Workers who received local formula funds
or Rapid Response funds. Please note the changes in the field description and valid
value requirements for this item.
WIASRD item 326 (Other Non-WIA Programs) includes valid values for the
American Recovery and Reinvestment Act (Recovery Act) of 2009 co-enrollments.
All states with a Recovery Act-funded On-the-Job-Training NEG should report using
their assigned NEG code. Additional information can be found at:
http://www.doleta.gov/performance/reporting/answers.cfm and
http://www.doleta.gov/neg/negperf/training.cfm
Please ensure that WIASRD item 342, Occupational Skills Training Code, is
completed; O*NET codes are available at http://online.onetcenter.org/.
Please ensure that WIASRD item 619, Type of Recognized Credential, is completed
for each individual who has earned a credential, certificate, or degree.
If the exiter was a Workforce Innovation in Regional Economic Development
(WIRED) or Military Spouse Career Advancement Account (CAA) funded recipient
item 313c should contain the appropriate WIRED or CAA code.
The most common WIASRD data problems are missing or incomplete information in
the service items that were added in PY 2005 and on the occupation of the training
program. The service items that were added in PY 2005 included the following:
- Received disaster relief assistance (Disaster NEG temporary job wages)
- Received Core Self-Services and Informational Activities
- Date of first staff assisted core service
- Received Workforce information services
- Date completed or withdrew from training
- Received prevocational activities
- Enrolled in education
The occupation of the job held in the quarter after exit is frequently missing.
ETA is aware that the occupation of employment element requires manual follow-up with the
exiter. The occupation of employment is frequently asked for when reporting to ETA’s
stakeholders on the effectiveness of the workforce programs, especially the training that is
provided. In order to address this burden, ETA will propose collection of the North
American Industry Classification Coding System for the first quarter after exit in which an
exiter is able to enter employment. This change will be proposed as part of the renewal of the
Workforce Investment Act Performance Management System; the current forms expire on
December 31, 2012. Until the reporting changes have been approved and implemented,
states are encouraged to collect the information about occupation of employment when
providing follow-up services.
In addition to these items, ETA has developed Attachment C of this TEGL, which contains a
list of common errors identified during the analysis of WIASRD submissions from previous
4
years. States should contact ETA’s National Office at [email protected], with the
subject line of WIASRD submission, if they need additional assistance.
Please visit http://www.doleta.gov/performance/reporting for the most recent WIASRD file
format.
Please note that in addition to the annual reporting requirements enumerated in
sections A-C above, states must also submit Quarterly and Supplemental Monthly
Reports to ETA through EBSS as required. States with Recovery Act funded NEGs
should continue to report the 9148 on a monthly basis through the life of the grant.
4. Performance Reporting and Data Validation for Other State-Based Programs.
Wagner-Peyser Employment Service. States are required to submit the ETA 9002 and VETS
200 reports (Office of Management and Budget No. 1205-0240) on a quarterly basis. States
must submit their PY 2011 fourth quarter reports no later than August 31, 2012. This will
be done utilizing the new E-DRVS.
The fourth quarter PY 2011 Wagner-Peyser Employment Service submission requires report
validation and minimal data element validation. Data element validation must be completed
for the ETA 9002 and VETS 200 reports prior to submitting the final fourth quarter
reports by the August 31, 2012 due date. A minimal data element validation sample of 25 job
seekers must be reviewed and compared to state-level data prior to submitting the ETA 9002 and
VETS 200 reports to ensure that the files used to conduct report validation were properly
constructed. Through the use of E-DRVS, states will be able to upload Wagner-Peyser
individual record files to run all necessary edit checks. All states are required to perform data
element validation using the E-DRVS. As with the WIASRD, E-DRVS will act as the reporting
mechanism for Wagner-Peyser. As such, states will no longer be required to upload aggregate
results to EBSS.
Trade Adjustment Assistance. States are required to submit the Trade Act Participant Report
(TAPR) on a quarterly basis, no later than 45 days after the end of the report quarter. The fourth
quarter TAPR for Fiscal Year 2011 is due no later than November 14, 2012. States
administering TAA programs are not required to submit an annual report; states are required to
submit individual participant records only for TAA.
5. Data Validation for the National Farmworker Jobs Program. Grantees administering the
NFJP are not required to submit a performance outcomes report. Grantees are required to submit
individual participant records for the NFJP, which are used by ETA to calculate the performance
outcomes for each grantee. Therefore, grantees are not required to conduct report validation, but
must conduct data element validation.
The final NFJP participant data for PY 2010 (participants with exit dates between July 1, 2010
and June 30, 2011 are due to ETA’s contractor (Social Policy Research Associates) on May 15,
2012. Data element validation for PY 2010 must be submitted to ETA by November 2,
2012. Please see Attachment D of this TEGL for the source documentation requirements for PY
2010 NFJP data element validation. NFJP grantees should use NFJP Data Validation Software
Version 2.0.
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6. Division of Indian and Native American Program Reporting. Grantees administering the
INAP are not required to submit a performance outcomes report. Grantees are required to submit
individual participant records for the INAP, which are used by ETA to calculate the performance
outcomes for each grantee.
7. Data Reporting and Validation Resources. ETA provides several resources to states in
order to assist them in reporting timely and accurate data. As previously mentioned, one of the
criteria for incentive eligibility is that the data used to compute the performance outcomes must
be submitted on time and be accurate.
WIA Annual and Quarterly Report handbooks are available at:
http://www.doleta.gov/performance/reporting
Data validation software applications and User Guides for each program are at:
http://www.doleta.gov/performance/reporting/tools_datavalidation.cfm
For assistance with WIA Quarterly reporting timeframes for each measure based on both the year
and quarter, an auto-populating spreadsheet is available at:
http://www.doleta.gov/performance/guidance/WIA/WIAQuarterlyReportingTimeFrames.xls.
The annual report timeframes can be derived from this spreadsheet by selecting the year and the
4th quarter.
8. Training and Technical Assistance. States and grantees are encouraged to request technical
assistance on validation procedures and the use of the reporting and validation tools by
contacting Regional and/or National Office program staff.
9. Action Requested. States and grantees should: 1) distribute this guidance to the appropriate
staff; 2) complete report and data validation activities within the timeframes established in
sections 3, 4 and 5 of this guidance; and 3) provide the appropriate Regional Office with updates
on the reporting and validation process.
10. Inquiries. Questions regarding performance reporting should be directed to the appropriate
ETA Regional Office, or to the Office of Policy Development and Research at
[email protected].
11. Attachments.
Attachment A: Source Documentation Requirements for Program Year (PY) 2011 WIA
Data Element Validation
Attachment B: Workforce Investment Act (WIA) Annual Report Requirements for
States Approved to Report Against the Common Performance Measures Only
Attachment C: Common WIASRD Reporting Errors
Attachment D: Source Documentation Requirements for Program Year (PY) 2011 NFJP
Data Element Validation
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Attachment E: Program Year 2011/Fiscal Year 2012 Performance Reporting and Data
Validation Timelines
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Attachment A: PY 2011 WIA data element validation source requirements (https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2012/TEGL_28-11-Atta1.pdf).
ATTACHMENT A
SOURCE DOCUMENTATION REQUIREMENTS FOR PROGRAM
YEAR (PY) 2011 WIA DATA ELEMENT VALIDATION
WORKFORCE INVESTMENT ACT DATA ELEMENT VALIDATION
INSTRUCTIONS AND SOURCE DOCUMENTATION
Validation Instructions: These instructions present the data elements, reference
numbers, formats, element definitions, Federal sources, state/grantee sources, and
validation rules needed to perform data element validation. The Federal sources are the
generic, federally recommended source documentation. States are authorized to use
state-specific versions of the federally approved documentation. No additional
documentation sources may be utilized.
A. VALIDATION RULES
Two types of validation rules exist:
1. If the validation instruction says MATCH: Enter a checkmark in the box in the pass
column if the data on the worksheet match the data in the source documentation.
Enter a checkmark in the box in the fail column if the data on the worksheet do not
match the data in the source documentation or if no source documentation is found.
To match, the data on the worksheet must be the same as the data in the source
documentation. For example, if the worksheet says a participant's date of birth is
July 1, 1975, then the source documentation must also have July 1, 1975, as the birth
date.
The validator must validate data elements that have checkboxes next to them or are
not grayed-out.
2. If the validation instruction says SUPPORT: Enter a checkmark in the box in the
pass column if the data on the worksheet are supported by the data in the source
documentation. Enter a checkmark in the box in the fail column if the data on the
worksheet are not supported by the data in the source documentation or if no
source documentation is found. To support the data on the worksheet, the source
documentation must provide evidence that the data on the worksheet is correct.
This instruction is used when information must be interpreted or processed before
it can be used to assess the accuracy of the data on the participant's records. For
example, source documentation is used to support youth who needs additional
assistance because validators must interpret policy and determine if the
documentation supports that policy.
A-1
B. MISSING AND INVALID RECORDS
There are four conditions used to describe higher level data problems:
1. If a record is missing from the office in which it is supposed to be, the validator
should check the box at the top of the worksheet that says "Missing Record." No
other elements should be validated. This record fails validation.
2. If the validator cannot determine where a record is supposed to be located, the
validator should check the box at the top of the worksheet that says "Unable to
Locate." No other elements should be validated. This record fails validation.
3. If a record for a person not registered in WIA has wrongly been included in the
extract file, the validator should check the box at the top of the worksheet that says
"Invalid Record." No other elements should be validated. This record fails
validation.
4. If a record has a wrong Social Security Number (SSN), the validator should check
the "Wrong SSN" checkbox AND validate all data elements listed on the worksheet.
C. TYPES OF SOURCE DOCUMENTATION
For most data elements, the validation instructions provide multiple forms of
acceptable source documentation. Ideally, all source documentation should tell the
same story regarding the participant, services rendered, and outcomes. However, if the
state collects multiple sources for the same data element and the sources conflict, the
most reliable source should be used to determine if the element passes or fails. For
example, for School Status at Participation (DRVS Field# 30), copies of records from an
educational institution are a more reliable source than participant self-attestation.
For the most part, the definition of a particular source is clear. States have, however,
had questions about four sources—Cross-Match, State Management Information
System (MIS), Self-Attestation, and Case Notes. Definitions for these four types of
source documentation are:
1. Cross-Match: A cross-match requires validators to find detailed supporting
evidence for the data element in a database. An indicator or presence of an SSN in a
non-WIA database is not sufficient evidence. For example, Temporary Assistance
to Needy Families (TANF) participation can be determined by a cross-match with
the state's public assistance database. It is not sufficient to find that the sampled
SSN is present in the public assistance database; validators must also find
supporting information such as dates of participation and services rendered.
A-2
2. State MIS: Unless otherwise noted, state MIS refers to specific, detailed information
that is stored in the state’s information system that supports an element. An
indicator, such as a checkmark on a computer screen, is not acceptable source
documentation in and of itself. For example, state MIS is an acceptable source of
documentation for date of first training service. To be an acceptable source to
validate date of first training service, in addition to the date of first training, the
state MIS should have information about the type of training and the organization
that provided the training. Locating this detailed information represents a deeper
level of inquiry than the appearance of a date in the state MIS and makes it
unnecessary for such states to validate this data element in local offices.
3. Self-Attestation: Self-attestation (also referred to as a participant statement) occurs
when a participant states his or her status for a particular data element, such as
pregnant or parenting youth, and then signs and dates a form acknowledging this
status. The key elements for self-attestation are: (a) the participant identifying his
or her status for permitted elements and (b) signing and dating a form attesting to
this self-identification. The form and signature can be on paper or in the state
management information system, with an online signature.
4. Case Notes: Case notes refer to either paper or electronic statements by the case
manager that identifies, at a minimum, the following: a participant's status for a
specific data element, the date on which the information was obtained, and the case
manager who obtained the information.
PLEASE NOTE: For DRVS field numbers 3, 12, 16, 21, 22, and 24, the sources differ for
those adults, dislocated workers, and NEGs, where applicable, who received intensive
and/or training services from those who received staff-assisted services only. If a date
is in field # 68 or 69, the participant received intensive and/or training services. If a
date is in field # 66, the participant received staff-assisted core services.
A-3
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
A-4
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
3 Date of Birth Record the individual’s date of birth. YYYYMMDD Yes Yes No Yes Yes Match Adults/DW/NEG Exiters
#102 who received Self-services
only
Self-attestation
Adults/DW/NEG Exiters
who received Staff-assisted
core services only:
Hard or electronic case notes.
Should reflect that the client
has shown proof of age, and
should include, for example,
the driver’s license number or
other uniquely identifiable
information of the document.
All WIA Youth program
participants and WIA Adult
and Dislocated
Worker/NEG participants
receiving intensive and/or
training services:
A hard or
electronic copy of the
participant’s I.D. should be
one of the following: driver’s
license, baptismal record,
birth certificate, DD-214,
Report of Transfer or
Discharge paper, Federal,
state or local
identification card, passport,
hospital record of birth,
public assistance/social
service records, school
records or ID cards, work
permit, cross match with
Department of Vital
Statistics, or tribal records.
A-5
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
12 Veteran’s Record 1 if the individual is a person 1 = Yes, <= 180 days Yes Yes Yes Yes No Support Adults/DW/NEG Exiters
Status who served in the active U.S. military, who did not receive
#111 naval, or air service for a period of 2 = Yes, Eligible Intensive or Training
less than or equal to 180 days, and Veteran Services: State MIS, self-
who was discharged or released from attestation, case notes
such service under conditions other 3 = Yes, Other
than dishonorable. Eligible Person Older Youth and
Adults/DW/NEG Exiters
Record 2 if the individual served on 4 = No who received Intensive or
active duty for a period of more than Training Services: DD-
180 days and was discharged or 214, cross match with
released with other than a veterans data, a letter
dishonorable discharge; or was from the Veterans’
discharged or released because of a Administration
service connected disability; or as a
member of a reserve component
under an order to active duty
pursuant to section 167 (a), (d), or, (g),
673 (a) of Title 10, U.S.C., served on
active duty during a period of war or
in a campaign or expedition for
which a campaign badge is
authorized and was discharged or
released from such duty with other
than a dishonorable discharge.
A-6
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
Record 3 if the individual is a person
who is
(a) the spouse of any person who died
on active duty or of a service-
connected disability,
(b) the spouse of any member of the
Armed Forces serving on active duty
who at the time of application for
assistance under this part, is listed,
pursuant to 38 U.S.C 101 and the
regulations issued thereunder, by the
Secretary concerned, in one or more
of the following categories and has
been so listed for more than 90 days:
(i) missing in action;
(ii) captured in the line of duty by a
hostile force; or
(iii) forcibly detained or interned in
the line of duty by a foreign
government or power; or
(c) the spouse of any person who has
a total disability permanent in nature
resulting from a service-connected
disability or the spouse of a veteran
who died while a disability so
evaluated was in existence.
Record 4 if the individual does not
meet any one of the conditions
described above.
A-7
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
16 Employment Record 1 if the participant is a person 1 = Employed Yes Yes Yes Yes Yes Support Adults/DW/NEG Exiters
Status at who either (a) did any work at all as a who did not receive
Participation paid employee, (b) did any work at 2 = Employed, but Intensive or Training
#115 all in his or her own business, Received Notice of Services: State MIS, self-
profession, or farm, (c) worked 15 Termination of attestation, case notes
hours or more as un unpaid worker Employment or
in an enterprise operated by a Military Separation All Youth and
member of the family, or (d) is one Adults/DW/NEG Exiters
who was not working, but has a job 3 = Not Employed who received Intensive or
or business from which he or she was Training Services: Pay
temporarily absent because of illness, stub, case notes showing
bad weather, vacation, labor- information collected
management dispute, or personal from participant
reasons, whether or not paid by the
employer for time-off, and whether or
not seeking another job.
Record 2 if the participant is a person
who, although employed, either (a)
has received a notice of termination of
employment or the employer has
issued a Worker Adjustment and
Retraining Notification (WARN) or
other notice that the facility or
enterprise will close, or (b) is a
transitioning service member
Record 3 if the individual does not
meet any one of the conditions
described above.
A-8
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
20 Low Income Record 1 if the individual is a person 1 = Yes Yes No No Yes Yes Support Adults Exiters who did not
#119 who: receive Intensive or
2 = No Training Services: State
(A) receives, or is a member of a MIS, self-attestation,
family which receives, cash payments case notes
under a Federal, state or local income-
based public assistance program, or All Youth and Adults
Exiters who received
(B) received an income, or is a Intensive or Training
member of a family that received a Services: Alimony
total family income, for the six-month Agreement, applicant
period prior to program participation statement, award letter
(exclusive of unemployment from veteran’s
compensation, child support administration, bank
payments, payments described in statements,
subparagraph A and old-age and compensation award
survivors insurance benefits received letter, court award
under section 202 of the Social letter, pension
Security Act (42 U.S.C 402)) that, in statement, employer
relation to family size does not exceed statement/contact,
the higher of (i) the poverty line, for family or business
an equivalent period, or (ii) 70 financial records,
percent of the lower living standard housing authority
income level, for an equivalent verification, pay stubs,
period; or public assistance
records, quarterly
(C) is a member of a household that estimated tax for self-
receives (or has been determined employed persons,
within the 6-month period prior to Social Security benefits,
program participation) Food Stamps UI documents
under the Food Stamp Act of 1977 (7
U.S.C. 2011 et seq.); or
A-9
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
(D) qualifies as a homeless individual,
as defined in subsections (a) and (c) of
section 103 of the Stewart B.
McKinney Homeless Assistance Act
(42 U.S.C. 11302); or
(E) is a foster child on behalf of whom
State or local government payments
are made; or
(F) is a person with a disability whose
own income meets the income criteria
established in WIA section 101(25)(A)
or (B), but is a member of a family
whose income does not meet the
established criteria.
Record 2 if the individual does not
meet the criteria presented above.
A - 10
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
21 TANF Record 1 if the individual is a person 1 = Yes Yes No No Yes Yes Support Adults/DW Exiters who
(Needy who is listed on the welfare grant or did not receive Intensive or
Family has received cash assistance or other 2 = No Training Services: State
Status) support services from the TANF MIS, self-attestation,
#120 agency in the last six months prior to case notes
participation in the program.
All Youth and Adults/DW
Record 2 if the individual does not Exiters who received
meet the condition described above. Intensive or Training
Services: Cross- match
with TANF public
assistance records
A - 11
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
22 Other Public Record 1 if the individual is a person 1 = Yes Yes Yes No Yes Yes Support Adults/DW Exiters who
Assistance who is receiving or has received cash did not receive Intensive or
Recipient assistance or other support services Training Services: State
2 = No
#121 from one of the following sources in MIS, self-attestation,
the last six months prior to case notes
participation in the program: General
Assistance (GA) (State/local All Youth and Adults/DW
government), Refugee Cash Exiters who received
Assistance (RCA), Food Stamp Intensive or Training
Assistance, and Supplemental Services: Copy of
Security Income (SSI-SSA Title XVI). authorization to receive
Do not include foster child payments. cash public assistance,
copy of public
Record 2 if the individual does not assistance check,
meet the above criteria. medical card showing
cash grant status, public
assistance records,
refugee assistance
records, cross- match
with public assistance
database
A - 12
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
24 Displaced Record 1 if the individual is a person 1 = Yes No Yes Yes No No Support DW/NEG Exiters who did
Homemaker who has been providing unpaid not receive Intensive or
#123 services to family members in the 2 = No Training Services: State
home and has been dependent on the MIS, self-attestation,
income of another family member but case notes
is no longer supported by that income
and is unemployed or DW/NEG Exiters who
underemployed and is experiencing received Intensive or
difficulty in obtaining or upgrading Training Services: Public
employment. assistance records, court
records, divorce papers,
Record 2 if the individual does not bank records, spouse’s
meet the conditions described above. layoff notice, spouse’s
death record, self -
attestation
25 Date of Record the date of separation or YYYYMMDD No Yes Yes No No Match Verification from
Actual dislocation from employment. This employer, rapid
Qualifying date is the last day of employment at response list, notice of
Dislocation the dislocation job. If there is no layoff, public
#124 dislocation job (e.g. displaced announcement with
homemaker), leave “blank.” follow-up cross-match
with UI, self- attestation
A - 13
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
26 Homeless Record 1 if the individual (adult or 1 = Yes Yes No No Yes Yes Support Written statement from
individual youth) is a person who lacks a fixed, an individual providing
and/or regular, adequate night time 2 = No residence, shelter or
runaway residence. This definition includes social service agency,
youth any individual who has a primary WIA intake or
#125 night time residence that is a publicly registration form, self-
or privately operated shelter for attestation
temporary accommodation; an
institution providing temporary
residence for individuals intended to
be institutionalized; or a public or
private place not designated for or
ordinarily used as a regular sleeping
accommodation for human beings; or
a person under 18 years of age who
absents himself or herself from home
or place of legal residence without the
permission of his or her family (i.e.,
runaway youth). This definition does
not include an individual imprisoned
or detained under an Act of Congress
or State law. An individual who may
be sleeping in a temporary
accommodation while away from
home should not, as a result of that
alone, be recorded as homeless.
Record 2 if the individual does not
meet the conditions described above.
A - 14
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
27 Offender Record 1 if the individual (adult or 1 = Yes Yes No No Yes Yes Support Documentation from
#126 youth) is a person who either (a) is or juvenile or adult
has been subject to any stage of the 2 = No criminal justice system,
criminal justice process for documented phone call
committing a status offense or with court or probation
delinquent act, or (b) requires representatives, WIA
assistance in overcoming barriers to intake or registration
employment resulting from a record form, self-attestation
of arrest or conviction for committing
delinquent acts, such as crimes
against persons, crimes against
property, status offenses, or other
crimes.
Record 2 if the individual does not
meet any one of the conditions
described above.
28 Pregnant or Record 1 if the individual is a person 1 = Yes No No No Yes Yes Support Copy of child’s birth
parenting who is either under 22 years of age certificate, baptismal
youth and who is pregnant, or an individual 2 = No record, observation of
#127 (male or female) who is providing pregnancy status,
custodial care for one or more doctor’s note confirming
dependents under age 18. pregnancy, self-
Record 2 if the individual does not attestation
meet the described above.
A - 15
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
29 Youth who Record 1 if the individual is a person 1 = Yes No No No Yes Yes Support (See state policy and/or
needs who is between the ages of 14 and 21 state plan). Individual
additional and requires additional assistance to 2 = No service strategy, case
assistance complete an educational program or notes, WIA intake or
#128 to secure and hold employment as registration form, State
defined by State or local policy. If the MIS, self- attestation
State Board defines a policy, the
policy must be included in the State
Plan.
Record 2 if the individual does not
meet the conditions described above.
A - 16
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
30 School Status Record 1 if the individual has not 1 = In-school, H.S. or No No No Yes Yes Support Applicable records from
at received a secondary school diploma less education institution
Participation or its recognized equivalent and is (GED certificate,
#129 attending any secondary school 2 = In-school, diploma, attendance
(including elementary, intermediate, Alternative School record, transcripts, drop
junior high school), whether full or out letter, school
part-time, or is between school terms 3 = In-school, Post- documentation), WIA
and intends to return to school. H.S. intake or registration
form, State MIS, self-
Record 2 if the individual has not 4 = Not attending attestation
received a secondary school diploma school; H.S. Dropout
or its recognized equivalent and is
attending an alternative high school 5 = Not attending
or an alternative course of study school; H.S. graduate
approved by the local educational
agency whether full or part-time.
Record 3 if the individual has
received a secondary school diploma
or its recognized equivalent and is
attending a post-secondary school or
program (whether full or part-time),
or is between school terms and
intends to return to school.
Record 4 if the individual is no longer
attending any school and has not
received a secondary school diploma
or its recognized equivalent.
Record 5 if the individual is not
attending any school and has either
graduated from high school or holds
a GED.
A - 17
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
31 Basic literacy Record 1 if the participant is a person 1 = Yes No No No Yes Yes Support Standardized
skills who computes or solves problems, assessment test, school
deficiency (as reads, writes, or speaks English at or 2 = No records, case notes
defined in below the 8th grade level or is unable
664.205) to compute or solve problems, read,
#130 write, or speak English at a level
necessary to function on the job, in
the individual's family, or in society.
In addition, states and grantees have
the option of establishing their own
definition, which must include the
above language. In cases where
states or grantees establish such a
definition, that definition will be used
for basic literacy skills determination.
Record 2 if the individual does not
meet the conditions described above.
32 Foster Care Record 1 if the individual is a person 1 = Yes No No No No Yes Support Written confirmation
Youth who is in foster care or has been in from social services
#131 the foster care system. 2 = No agency, case notes
Record 2 if the individual does not
meet the condition described above.
34 Date of Record the date on which the YYYYMMDD Yes Yes Yes No No Match State MIS
Program individual began receiving his/her
Participation first service funded by the program
#302 following a determination of
eligibility to participate in the
program.
A - 18
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
35 Date of Exit Record the date on which the last YYYYMMDD Yes Yes Yes Yes Yes Match WIA status/exit forms,
#303 service funded by the program or a State MIS, case notes
partner program is received by the
participant. Once a participant has
not received any services funded by
the program or a partner program for
90 consecutive calendar days and has
no gap in service and is not scheduled
for future services, the date of exit is
applied retroactively to the last day
on which the individual received a
service funded by the program or a
partner program.
38 Date of First Record the date on which the YYYYMMDD No No No Yes Yes Match WIA intake or
Youth Service individual began receiving his/her registration form, State
#306 first service funded by the WIA MIS, case notes
Youth program following a
determination of eligibility to
participate in the program.
45-47 National Record the Project I.D. Number XXXX No No Yes No No Match Case file data or NEG
Emergency where the individual received grant award letter that
Grant Project services financially assisted under a identifies the project
Numbers National Emergency Grant (NEG). number assigned by the
#313a, #313b (For example, Utah projects may be U.S DOL NEG Grant
and #313c numbered UT-02, so the WIASRD Officer
entry would be UT02) - WIA title ID,
section 173.
Record 0000 or leave "blank" if the
individual did not receive any
services funded by a NEG.
A - 19
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
61 Other reasons Record 01 if the participant is 01 = Institutionalized Yes Yes Yes Yes Yes Support Information from
for exit residing in an institution or facility partner services MIS
#327 providing 24-hour support such as a 02= Health/Medical systems, WIA
prison or hospital and is expected to status/exit form, case
remain in that institution for at least 03 = Deceased notes,
90 days. Information from
04 = Family Care institution or facility
Record 02 if the participant is
receiving medical treatment that 05 = Reserve Forces
precludes entry into unsubsidized Called to Active Duty
employment or continued
participation in the program. Does 06 = Relocated to
not include temporary conditions Mandated Residential
expected to last for less than 90 days. or Non-Residential
Program
Record 03 if the participant was
found to be deceased or no longer 98 = Retirement
living.
99 = Not a Valid SSN
Record 04 if the participant is
providing care for a family member
with a health/medical condition that
precludes entry into unsubsidized
employment or continued
participation in the program. Does
not include temporary conditions
expected to last for less than 90 days.
Record 05 if the participant is a
member of the National Guard or
other reserve military unit and is
called to active duty for at least 90
days.
A - 20
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
Record 06 if the youth participant is
in the foster care system or any other
mandated residential or non-
residential program and has moved
from the area as part of such a
program or system (exclusion for
youth participants only).
Record 98 if the participant retired
from employment.
Record 99 if the participant either
disclosed an invalid social security
number (SSN) or chose not to disclose
a SSN.
Record 00 or blank if the participant
exited for a reason other than one of
the conditions described above.
Additional Note: Exit Reason "98 =
Retirement" has been added
for program management purposes
only and individuals who exit the
program based on this reason will not
be excluded from the calculations of
performance measures; they will be
included.
A - 21
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
66 Date of First Record the date on which the YYYYMMDD Yes Yes Yes No No Match State MIS, case notes
Staff Assisted individual received his/her first staff-
Core Service assisted core service (Note: This
#332 excludes self-service and
informational activities).
Leave "blank" if the individual did
not receive staff -assisted core
services.
68 Date of First Record the date on which the YYYYMMDD Yes Yes Yes No No Match State MIS, case notes
Intensive individual received his/her first
Service intensive service.
#334
Leave "blank" if the individual did
not receive intensive services.
69 Date Entered Record the date on which the YYYYMMDD Yes Yes Yes No No Match Cross-match between
Training individual's training actually began. dates of service and
#335 If multiple training services were vendor training
received, record the earliest date on information, vendor
which the individual entered training. training documentation,
State MIS, case notes
Leave "blank" if the individual did
not receive training services.
70 Date Record the date on which the YYYYMMDD Yes Yes Yes No No Match Cross-match between
Completed or participant completed training or dates of service and
Withdrew withdrew from training. If multiple vendor training
from Training training services were received, information, vendor
#336 record the most recent date on which training documentation,
the individual completed training. State MIS, case notes
Leave "blank" if the individual did
not receive training services.
A - 22
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
74 Type of Use the appropriate code to indicate 1 = On-the-Job Yes Yes Yes No No Support Vendor training
Training the type of training being provided to Training documentation,
Service #1 the individual. certificate, State MIS,
#340 2 = Skill Upgrading & case notes
Record 0 or leave "blank" if the Retraining
individual did not receive training
services. 3 = Entrepreneurial
Training
4 = ABE or ESL in
Combination with
Training
5 = Customized
Training
6 = Other
Occupational Skills
Training
77 Enrolled in Record 1 if the individual is enrolled 1 = Yes No No No Yes Yes Support Applicable records from
Education in secondary school, post-secondary education institution
#343 school, an adult education program, 2 = No certifying enrollment,
or any other organized program of case notes with
study. States may use this coding verification from
value if the youth was either already education institution or
enrolled in education at the time of training provider that
participation in the program or the individual is
became enrolled in education at any enrolled in education
point while participating in the
program.
Record 2 if the individual was not
enrolled in education.
A - 23
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
78 Received Record 1 if the participant received 1 = Yes No No No Yes Yes Support Activity sheets, sign-in
Educational educational achievement services. sheets, attendance
Achievement Educational achievement services 2 = No record, vendor contract,
Services include, but are not limited to, State MIS, case notes,
#344 tutoring, study skills training, and WIA status forms noting
instruction leading to secondary receipt of educational
school completion, including dropout services and type of
prevention strategies; and alternative services received
secondary school offerings.
Record 2 if the individual did not
receive any of the services described
above.
79 Received Record 1 if the participant received 1 = Yes No No No Yes Yes Support Activity sheets, vendor
Employment employment services. Employment contract, attendance
Services services include paid and unpaid 2 = No record or roster, State
#345 work experiences, including MIS, case notes
internships, and job shadowing; and
occupational skills training.
Record 2 if the individual did not
receive any of the services described
above.
80 Received Record 1 if the participant received 1 = Yes No No No Yes Yes Support Activity sheets, work
Summer summer employment opportunities agreement, sign-in
Employment directly linked to academic and 2 = No sheets, attendance
Opportunities occupational learning. record or roster, State
#346 MIS, case notes
Record 2 if the individual did not
receive any of the services described
above.
A - 24
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
81 Received Record 1 if the participant received 1 = Yes No No No Yes Yes Support Activity sheets, pay
Additional supports for youth services that stub, sign-in sheets,
Support for include, but are not limited to, the 2 = No attendance record or
Youth following: (a) adult mentoring for a roster, State MIS,
Services duration of at least twelve (12) vendor contract, case
#347 months, that may occur both during notes
and after program participation or (b)
comprehensive guidance and
counseling, including drug and
alcohol abuse counseling, as well as
referrals to counseling, as appropriate
to the needs of the individual youth.
Record 2 if the individual did not
receive any of the services described
above.
A - 25
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
82 Received Record 1 if the participant received 1 = Yes No No No Yes Yes Support Activity sheets, vendor
Leadership services that include, but are not contract, attendance
development limited to, opportunities that 2 = No record or roster, State
opportunities encourage responsibility, MIS, case notes
#348 employability, and other positive
social behaviors such as (a) exposure
to post-secondary educational
opportunities; (b) community and
service learning projects; (c) peer-
centered activities, including peer
mentoring and tutoring; (d)
organizational and team work
training, including team leadership
training; (e) training in decision
making, including determining
priorities; and (f) citizenship training,
including life skills training such as
parenting, work behavior training,
and budgeting of resources.
Record 2 if the individual did not
receive any of the services described
above.
A - 26
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
83 Received Record 1 if the participant received 12 1 = Yes No No No Yes Yes Support Activity sheets,
follow-up months of follow-up services. attendance record or
services Follow-up services for youth include 2 = No roster, documented
#349 (a) regular contact with a youth receipt of follow-up
participant's employer, including support services, State
assistance in addressing work-related MIS, case notes
problems that arise; (b) assistance in
securing better paying jobs, career
development and further education;
(c) work-related peer support groups;
(d) adult mentoring; and (e) tracking
the progress of youth in employment
after training.
Record 2 if the individual did not
receive 12 months of follow-up
services.
Record 0 or leave "blank" if the youth
has not exited or has exited and is
continuing to receive follow-up
services, but has not yet received 12
months of follow-up services.
Additional Note: If a youth reenrolls
in WIA within 12 months of exit,
Record 1 if follow-up services were
provided throughout the period from
exit to re-enrollment.
A - 27
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
84 Employed in Record 1 if the participant was 1 = Yes Yes Yes Yes Yes Yes Support UI Wage records, WRIS,
1st Quarter employed in the first quarter after the supplemental data
after Exit quarter of exit. 2 = No sources defined by
Quarter TEGL 17-05, State MIS
#601 Record 2 if the participant was not 3 = Information not
employed in the first quarter after the yet available
quarter of exit.
Record 3 if information on the
participant's employment status in
the first quarter after the quarter of
exit is not yet available.
A - 28
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
85 Type of Use the appropriate code to identify 1 = UI Wage Records Yes Yes Yes Yes Yes Support UI Wage Records,
Employment the method used in determining the (In-State & WRIS) WRIS, supplemental
Match 1st individual's employment status in the data sources defined by
Quarter After first quarter following the quarter of 2 = Federal TEGL 17-05, follow up
Exit Quarter exit. Wage records will be the Employment Records services, surveys, record
#602 primary data source for tracking (OPM, USPS) sharing and/or
employment in the first quarter after automated record
the exit quarter. If individuals are not 3 = Military matching with other
found in the wage records, grantees Employment Records employment and
may then use supplemental data (DOD) administrative
sources. If the individual is found in databases, other out of
more than once source of 4 = Other state wage record
employment using wage records, Administrative Wage systems, case notes
record the data source for which the Records
individual's earnings are greatest.
5 = Supplemental
Record 0 or leave "blank" if the through case
individual was not employed in the management,
first quarter after the quarter of exit. participant survey,
and/or verification
Additional Note: If the participant is with the employer
found employed in a wage record
source (e.g., State/local government 6 = Information not
employment records) that cannot be yet available
translated into quarterly earnings
amounts, states should treat these
employment matches as
supplemental data and use coding
value 5 = Supplemental through case
management, participant survey,
and/or verification with the
employer.
A - 29
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
89 Employed in Record 1 if the participant was 1 = Yes Yes Yes Yes No No Support UI wage records, WRIS,
2nd Quarter employed in the second quarter after supplemental data
After Exit the quarter of exit. 2 = No sources as defined in
Quarter TEGL 17-05, State MIS,
#606 Record 2 if the individual was not 3 = Information not federal wage databases
employed in the second quarter after yet available
the quarter of exit.
Record 3 if the individual has exited
but employment information is not
yet available.
A - 30
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
90 Type of Use the appropriate code to identify 1 = UI Wage Records Yes Yes Yes No No Support UI wage records, WRIS,
Employment the method used in determining the (In-State & WRIS) supplemental data
Match 2nd individual's employment status in the sources as defined in
Quarter After second quarter following the quarter 2 = Federal TEGL 17-05, follow-up
Exit of exit. Wage records will be the Employment Records services, surveys, record
#607 primary data source for tracking (OPM, USPS) sharing and/or
employment in the second quarter automated record
after the exit quarter. If individuals 3 = Military matching with other
are not found in the wage records, Employment Records employment and
grantees may then use supplemental (DOD) administrative
data sources. If the individual is databases, other out of
found in more than once source of 4 = Other state wage record
employment using wage records, Administrative Wage systems, case notes
record the data source for which the Records
individual's earnings are greatest.
5 = Supplemental
Record 0 or leave "blank" if the through case
individual was not employed in the management,
second quarter after the quarter of participant survey,
exit. and/or verification
with the employer
Additional Note: If the participant is
found employed in a wage record 6 = Information not
source (e.g., State/local government yet available
employment records) that cannot be
translated into quarterly earnings
amounts, states should treat these
employment matches as
supplemental data and use coding
value 5 = Supplemental through case
management, participant survey,
and/or verification with the
employer.
A - 31
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
91 Employed in Record 1 if the participant was 1 = Yes Yes Yes Yes Yes Yes Support UI wage records, WRIS,
3rd Quarter employed in the third quarter after supplemental data
After Exit exit. 2 = No sources as defined in
Quarter TEGL 17-05, State MIS,
#608 Record 2 if the individual was not 3 = Information not Federal wage databases
employed in the third quarter after yet available
exit.
Record 3 if the individual has exited
but employment information is not
yet available.
A - 32
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
92 Type of Use the appropriate code to identify 1 = UI Wage Records Yes Yes Yes Yes Yes Support UI wage records, WRIS,
Employment the method used in determining the (In-State & WRIS) supplemental data
Match 3rd individual's employment status in the sources as defined in
Quarter After third quarter following the quarter of 2 = Federal TEGL 17-05, follow-up
Exit exit. Wage records will be the Employment Records services, surveys, record
#609 primary data source for tracking (OPM, USPS) sharing and/or
employment in the third quarter after automated record
the exit quarter. If individuals are not 3 = Military matching with other
found in the wage records, grantees Employment Records employment and
may then use supplemental data (DOD) administrative
sources. If the individual is found in databases, other out of
more than once source of 4 = Other state wage record
employment using wage records, Administrative Wage systems, case notes
record the data source for which the Records
individual's earnings are greatest.
5 = Supplemental
Record 0 or leave "blank" if the through case
individual was not employed in the management,
third quarter after the quarter of exit. participant survey,
and/or verification
Additional Note: If the participant is with the employer
found employed in a wage record
source (e.g., State/local government 6 = Information not
employment records) that cannot be yet available
translated into quarterly earnings
amounts, states should treat these
employment matches as
supplemental data and use coding
value 5 = Supplemental through case
management, participant survey,
and/or verification with the
employer.
A - 33
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
95 Wages 3rd Record total earnings for the third 000000.00 Yes Yes Yes Yes No Match UI wage records, WRIS,
Quarter Prior quarter prior to the quarter of other state wage
to participation. records, Federal wage
Participation databases
Quarter Please enter 999999.99 if data are not
#612 yet available for this item, or data are
too far in the past to obtain from the
UI wage records or other
administrative records. Otherwise,
leave "blank" if this data element does
not apply.
96 Wages 2nd Record total earnings for the second 000000.00 Yes Yes Yes Yes No Match UI wage records, WRIS,
Quarter Prior quarter prior to the quarter of other state wage
to participation. records, Federal wage
Participation databases
Quarter Please enter 999999.99 if data are not
#613 yet available for this item, or data are
too far in the past to obtain from the
UI wage records or other
administrative records. Otherwise,
leave "blank" if this data element does
not apply.
98 Wages 1st Record total for the first quarter after 000000.00 Yes Yes Yes Yes Yes Match UI wage records, WRIS,
Quarter After the quarter of exit. other state wage
Exit Quarter records, Federal wage
#615 Please enter 999999.99 if data are not databases
yet available for this item. Otherwise,
leave "blank" if this data element does
not apply.
A - 34
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
99 Wages 2nd Record total earnings for the second 000000.00 Yes Yes Yes Yes No Match UI wage records, WRIS,
Quarter After quarter after the quarter of exit. other state wage
Exit Quarter records, Federal wage
#616 Please enter 999999.99 if data are not databases
yet available for this item. Otherwise,
leave "blank" if this data element does
not apply.
100 Wages 3rd Record total earnings for the third 000000.00 Yes Yes Yes Yes Yes Match UI wage records, WRIS,
Quarter After quarter after the quarter of exit. other state wage
Exit Quarter records, Federal wage
#617 Please enter 999999.99 if data are not databases
yet available for this item. Otherwise,
leave "blank" if this data element does
not apply.
A - 35
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
102 Type of Use the appropriate code to record 1 = High School Yes Yes No Yes No Support Transcripts, certificates,
Recognized the type of recognized educational or Diploma/GED diploma, surveys, case
Credential occupational certificate, credential, notes
#619 diploma or degree attained by the 2 = AA or AS
individual who received training Diploma/Degree
services.
3 = BA or BS
Record 0 if the individual received Diploma/Degree
training services, but did not attain a
recognized credential. 4 = Occupational
Skills Licensure
Credentials must be attained either
during participation or by the end of 5 = Occupational
the third quarter after the quarter of Skills Certificate or
exit from services (other than follow- Credential
up services).
6 = Other Recognized
Educational or
Occupational Skills
Certificate/Credential
A - 36
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
103-150 *Goals Type *Use the appropriate code to record 1 = Basic Skills No No No No Yes Support Test Records,
the type of skill attainment goal. 2 = Occupational for Goal Transcripts,
*Date Goal Setting one basic skills goal is Skills Type and School/Employer
Was Set required if the youth is basic literacy 3 = Work Readiness Attainment Notification or
skills deficient. Skills of Goal documentation, State
*Attainment MIS, Case notes
of Goal * Record the date on which the goal *YYYYMMDD Match for
was set for the youth, except that the Dates
*Date Goal date of the first goal set must be
Was Attained recorded as the registration date.
#620-667
* Record 1 if the goal was attained. 1 = Attained
Attainment of a goal is to be based on
an individual's assessment using 2 = Set, but not
widely accepted and recognized attained
measurement/assessment techniques.
Record 2 if the goal was set, but not 3 = Set, but
attained. A goal is not attained when attainment is pending
the anniversary date has passed
without attainment of the goal. The
anniversary date of a goal is the date
one year after the date the goal was
set.
Record 3 if the goal was set, but
attainment is pending. This code
should not be used after exit. When
the youth exits, this field should be
marked with a "1" or "2" for all goals
that have been set.
A - 37
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
* Record date on which the goal was *YYYYMMDD
attained. This date should be on or
before the one-year anniversary of the
date the goal was set. However, it
may be later if the participant had a
gap in service during which services
were not received but the participant
planned to return to the program.
A - 38
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
151 Attained Record 1 if the individual attained a 1 = Individual No No No Yes Yes Support Transcripts, certificates,
Diploma, secondary school (high school) attained a secondary diploma, letter or other
GED, or diploma recognized by the State. school (high school) documentation from
Certificate diploma. school system
#668 Record 2 if the individual attained a
GED or high school equivalency 2 = Individual
diploma recognized by the State. attained a GED or
high school
Record 3 if the individual attained a equivalency diploma.
certificate in recognition of an
individual's attainment of technical or 3 = Individual
occupational skills or other post- attained a certificate
secondary degree/diploma.. or other post-
secondary
Record 4 if the individual did not degree/diploma.
attain a diploma, GED, or certificate.
4 = Individual did not
SPECIAL NOTE: Fields #668 and attain a diploma,
#669 will be used to calculate both the GED, or certificate
current WIA Younger Youth Diploma
Rate and the common measure
Attainment of a Degree or Certificate
for all youth (14-21). To achieve
positive outcomes on both measures,
the state should make sure that
coding values 1 or 2 are reported
when the youth receives a diploma or
equivalent either during participation
in the program or by the end of the
first quarter after the quarter of exit.
If the youth receives another degree
or certificate beyond the first quarter
after the quarter of exit, the state
should not update the record.
A - 39
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
If the youth did not receive a high
school diploma or GED by the end of
the first quarter after exit,
but did receive one or more
certificates while either participating
in the program or by the end of
the third quarter after exit, the state
should record the most recent
certificate attained.
152 Date Attained Record the date on which the YYYYMMDD No No No Yes Yes Match Transcripts, certificates,
Degree or individual attained a diploma, GED, diploma, letter or
Certificate or certificate. Ideally, the date should documentation from
#669 be the date listed on the diploma, school system
GED, or certificate.
Leave "blank" if the individual did
not attain a diploma, GED, or
certificate.
Additional Note: For recording
multiple degrees or certificates, please
see the special note under WIASRD
Element #668.
A - 40
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
153 School Status Record 1 if the individual has not 1 = In-school, H.S. or No No No Yes Yes Support Transcripts, certificates,
at Exit received a secondary school diploma less diploma, letter or
#670 or its recognized equivalent and is documentation from
attending any primary or secondary 2 = In-school, school system, case
school (including elementary, Alternative School notes
intermediate, junior high school),
whether full or part-time, or is 3 = In-school, Post-
between school terms and intends to H.S.
return to school.
4 = Not attending
Record 2 if the individual has not school; H.S. Dropout
received a secondary school diploma
or its recognized equivalent and is 5 = Not attending
attending an alternative high school school; H.S. Graduate
or an alternative course of study
approved by the local educational
agency whether full or part-time.
Record 3 if the individual has
received a secondary school diploma
or its recognized equivalent and is
attending a post-secondary school or
program (whether full or part-time),
or is between school terms and
intends to return to school.
Record 4 if the individual is no longer
attending any school and has not
received a secondary school diploma
or its recognized equivalent.
Record 5 if the individual is not
attending any school and has either
graduated from high school or holds
a GED.
A - 41
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
154 Youth Use the appropriate code to record 1 = Entered post- No No No Yes Yes Support Cross-match with other
Placement the primary activity the youth secondary education agencies, apprenticeship
Information entered in the first quarter following verification,
#671 the exit quarter (youth may qualify 2 = Entered advanced documentation of
for more than one activity). For training military service,
example, if the youth enters advanced advanced training, post
training and has entered a qualified 3 = Entered military secondary education,
apprenticeship, please record 4. service transcripts, registration
forms, community
Record 0 if the youth did not enter 4 = Entered a college info, employer
any one of the activities listed in the qualified contacts, U.I. wage
coding value. apprenticeship records, WRIS, case
notes
155 Youth Use the appropriate code to record 1 = In post-secondary No No No Yes Yes Support Cross match with other
Retention the primary activity the youth education agencies, apprenticeship
Information entered in the third quarter following verification,
#672 the exit quarter (youth may qualify 2 = In advanced documentation of
for more than one activity). For training military service,
example, if the youth enters advanced advanced training, post
training and has entered a qualified 3 = In military service secondary education,
apprenticeship, please record 4. transcripts, registration
4 = In a qualified forms, community
Record 0 if the youth did not enter apprenticeship college info, employer
any one of the activities listing in the contacts, U.I. wage
coding value. records, WRIS, case
notes
A - 42
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
156-198 *Category of *Record 1 if the participant was * 1 = ABE No No No Yes Yes Support Test records, case notes
Assessment assessed using approved tests for 2 = ESL for non- documenting the
Adult Basic Education (ABE) 3 = Both ABE and date fields. necessary details for
*Type of ESL each element of testing.
Assessment Record 2 if the participant was Match for States should refer to
Test assessed using approved tests for * 1 = TABE 9-10 date fields TEGL 17-05 Change 1,
English-As-A-Second Language (ESL) 2 = CASAS (Life Attachment C for the list
*Functional Skills) of approved
Area Record 0 or leave "blank" if the 3 = ABLE Educational tests for the
individual was not assessed in 4 = WorkKeys Literacy/Numeracy
*Date literacy or numeracy. 5 = SPL measure.
Administered 6 = BEST
Test *Use the appropriate code to record 7 = BEST Plus Front line staff must
the type of assessment test that was 8 = TABE Class E keep a copy of the test
*Educational administered to the youth participant. 9 = Wonderlic scoring sheet that shows
Functioning 10 = Other Approved the date of the test, total
Level Assessment Tool score and grade levels in
#701-743 the case file. Case notes
* 1 = Reading should also detail the
2 = Writing participant’s progress.
3 = Language
4 = Mathematics
5 = Speaking
6 = Oral
7 = Listening
8 = Other Functional
Area
A - 43
Data Elements and Source Documentation Requirements
DRVS
Match/ Source Documentation
Field Data Element Data Element Definition Code Value Adult DW NEG OY YY
Support Requirements
Number
* Record the date on which the pre- * YYYYMMDD
assessment test was administered to
the youth participant. * 1 = Beginning ESL
Leave "blank" if the individual was Literacy
not assessed in literacy or numeracy. 2 = Low Beginning
ESL
* Record the educational functioning Literacy
level that is associated with the youth 3 = Beginning ABE
participant's raw scale score. Literacy/High
Record 0 or leave "blank" if the Beginning ESL
individual was not assessed in Literacy
literacy or numeracy. 4 = Beginning Basic
Education/Low
Intermediate
ESL
5 = Low Intermediate
Basic
Education/High
Intermediate
ESL
6 = High Intermediate
Basic
Education/Advanced
ESL
7 = Low Adult
Secondary
Education/Exit ESL
8 = High Adult
Secondary
Education
A - 44
Attachment B: WIA annual report requirements for common-measure states (https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2012/TEGL_28-11-Atta2.pdf).
Attachment B
Workforce Investment Act (WIA) Annual Report Requirements for States Approved to Report
Against the Common Performance Measures Only
OMB No. 1205-0420
Expires: 12/31/2012
State Name ____________________ Date Submitted ____________________
WIA Title IB
Annual Report Form (ETA 9091)
I. Narrative Section
A. A discussion of the cost of workforce investment activities relative to the effect of the activities
on the performance of participants.
B. A description of State evaluations of workforce investment activities, including:
1. The questions the evaluation will/did address;
2. A description of the evaluation's methology; and
3. Information about the timing of feedback and deliverables.
II. Table Section
Table A - Workforce Investment Act Customer Satisfaction Results
Customer Negotiated Actual Performance Number of Surveys Number of Number of Response Rate
Satisfaction Performance Level Level - American Completed Customers Customers
Customer Eligible for the Included in the
Satisfaction Index Survey Sample
Participants
Employers
Table B- Adult Program Results
Reported Information Negotiated Performance Level Actual Performance Level
Numerator
Entered Employment Rate
Denominator
Numerator
Employment Retention Rate
Denominator
Numerator
Average Earnings
Denominator
Numerator
Employment and Credential Rate
Denominator
Table C - Outcomes for Adult Special Populations
Reported Public Assistance Recipients Veterans Individuals With Older Individuals
Information Receiving Intensive or Disabilities
Training Services
Entered Employment
Num Num Num Num
Rate
Den Den Den Den
Employment
Num Num Num Num
Retention Rate
Den Den Den Den
Num Num Num Num
Average Earnings
Den Den Den Den
Num Num Num Num
Employment and
Credential Rate
Den Den Den Den
Table D - Other Outcome Information for the Adult Program
Reported Information Individuals Who Received Training Services Individuals Who Only Received Core and
Intensive Services
Num Num
Entered Employment Rate
Den Den
Num Num
Employment Retention Rate
Den Den
Num Num
Average Earnings
Den Den
Table E - Dislocated Worker Program Results
Reported Information Negotiated Performance Level Actual Performance Level
Numerator
Entered Employment Rate
Denominator
Numerator
Employment Retention Rate
Denominator
Numerator
Average Earnings
Denominator
Numerator
Employment and Credential Rate
Denominator
Table F - Outcomes for Dislocated Worker Special Populations
Reported Veterans Individuals With Disabilities Older Individuals Displaced Homemakers
Information
Entered Num Num Num Num
Employment Rate Den Den Den Den
Employment Num Num Num Num
Retention Rate Den Den Den Den
Num Num Num Num
Average Earnings
Den Den Den Den
Num Num Num Num
Employment and
Credential Rate
Den Den Den Den
Table G - Other Outcome Information for the Dislocated Worker Program
Reported Information Individuals Who Received Training Services Individuals Who Only Received Core and
Intensive Services
Num Num
Entered Employment Rate
Den Den
Num Num
Employment Retention Rate
Den Den
Num Num
Average Earnings
Den Den
Table H.1 - Youth (14 - 21) Program Results
Reported Information Negotiated Performance Level Actual Performance Level
Numerator
Placement in Employment or Education
Denominator
Numerator
Attainment of Degree or Certificate
Denominator
Numerator
Literacy and Numeracy Gains
Denominator
Table H.2 - Older Youth (19 - 21) Results
Reported Information Negotiated Performance Level Actual Performance Level
Numerator
Entered Employment Rate
Denominator
Numerator
Employment Retention Rate
Denominator
Numerator
Six Months Earnings Increase
Denominator
Numerator
Credential Rate
Denominator
Table I - Outcomes for Older Youth Special Populations
Reported Public Assistance Recipients Veterans Individuals With Out-of-School Youth
Information Disabilities
Entered Employment
Num Num Num Num
Rate
Den Den Den Den
Employment
Num Num Num Num
Retention Rate
Den Den Den Den
Num Num Num Num
Six Months Earnings
Increase
Den Den Den Den
Num Num Num Num
Credential Rate
Den Den Den Den
Table J - Younger Youth (14 - 18) Results
Reported Information Negotiated Performance Level Actual Performance Level
Numerator
Skill Attainment Rate
Denominator
Numerator
Youth Diploma or Equivalent Rate
Denominator
Numerator
Retention Rate
Denominator
Table K - Outcomes for Younger Youth Special Populations
Reported Public Assistance Recipients Individuals With Disabilities Out-of-School Youth
Information
Skill Attainment Num Num Num
Rate Den Den Den
Youth Diploma or Num Num Num
Equivalent Rate Den Den Den
Num Num Num
Retention Rate
Den Den Den
Table L - Other Reported Information
Reported Information 12 Month 12 Months Earnings Placements in Wages At Entry Into Entry Into
Employment Increase Non-traditional Employment For Those Unsubsidized
Retention Rate (Adults and Older Youth) Employment Individuals Who Entered Employment
Unsubsidized Employment Related to the
or Training Received
of Those Who
12 Months Earnings Completed
Replacement Training Services
(Dislocated Workers)
Num Num Num Num Num
Adults
Den Den Den Den Den
Num Num Num Num Num
Dislocated Workers
Den Den Den Den Den
Num Num Num Num
Older Youth
Den Den Den Den
Table M - Participation Levels
Reported Information Total Participants Served Total Exiters
Total Adult Customers
Total Adults (self-service only)
WIA Adults
WIA Dislocated Workers
Total Youth (14 - 21)
Younger Youth (14 - 18)
Older Youth (19 - 21)
Out-of-School Youth
In-School Youth
Table N - Cost of Program Activities
Program Activity Total Federal Spending
Local Adults
Local Dislocated Workers
Local Youth
Rapid Response (up to 25%) WIA Section 134(a)(2)(B)
Statewide Required Activities (Up to 15%) WIA Section 134(a)(2)(B)
Program Activity Description
Statewide Allowable Activities
WIA Section 134(a)(3)
Total of All Federal Spending Listed Above
Table O- Local Performance (Include this chart for each local area in the state)
Local Area Name Adults
Dislocated Workers
Total Participants Served Older Youth (19 - 21) Report Total Youth
Younger Youth (14 - 18)
ETA Assigned # Adults
Dislocated Workers
Total Exiters Older Youth (19 - 21) Report Total Youth
Younger Youth (14 - 18)
Reported Information Negotiated Performance Actual
Program Participants
Customer Satisfaction
Employers
Adults
Entered Employment Rates Dislocated Workers
Older Youth
Adults
Dislocated Workers
Retention Rates
Older Youth
Younger Youth
Adults
Average Earnings (Adults/DWs)
Dislocated Workers
Six Months Earnings Increase (Older Youth)
Older Youth
Adults
Credential/Diploma Rates Dislocated Workers
Older Youth
Younger Youth
Skill Attainment Rate Younger Youth
Placement in Employment or Education Youth (14 - 21)
Attainment of Degree or Certificate Youth (14 - 21)
Literacy and Numeracy Gains Youth (14 - 21)
Description of Other State Indicators of Performance (WIA Section 136(d)(1) - Insert additional
rows if there are more than two other state indicators of performance).
Not Met Met Exceeded
Overall Status of Local Performance
Attachment C: Common WIASRD reporting errors (https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2012/TEGL_28-11-Atta3.pdf).
ATTACHMENT C
COMMON WORKFORCE INVESTMENT ACT STANDARDIZED
RECORD DATA (WIASRD) REPORTING ERRORS
This attachment includes typical WIA Standardized Record Data (WIASRD)
submission errors that ETA has identified. Please ensure accurate and complete
data submission.
Not reporting disability status (Item 104) for many individuals: should be
1 or 2, not 0 or blank for almost everyone.
Not reporting Hispanic (Item 105) for many individuals.
Not reporting Recently Separated Veteran (Item 114) for many veterans.
Incorrect reporting of high school graduates in Highest Grade Completed
(Item 119). High school graduates should be reported using code ‘87’.
Code ‘12’ should be used only for those who completed the 12th grade but
did not graduate.
Not including Food Stamps recipients in Other Public Assistance
Recipient (Item 121). The definition of this field was changed for PY 2005
to include Food Stamp recipients.
Not reporting the Date of Actual Qualifying Dislocation (Item 125) for
many dislocated workers.
Not reporting adult characteristics for all or many individuals.
o Homeless (Item 125).
o Offender (Item 126).
Incorrect reporting of Employment and Training Programs Related to
Food Stamps (Item 325). This field is not used for reporting receipt of
Food Stamps (which is included in Item 121). Item 325 is to be used only
for those who received employment and training services funded by the
Food Stamps program.
Not reporting new service fields:
o Core self-service and informational activities (Item 331).
o Date of first staff-assisted core service (Item 332).
o Workforce information services (Item 333).
o Date completed, or withdrew from, training (Item 336).
o Prevocational activities (Item 339).
Incorrect reporting of enrolled in education (Item 343).
o Should generally be ‘yes’ if a youth was in school at either
participation (Item 129) or exit (Item 670).
Not reporting wages in the quarter before registration (Item 614).
C.1
Not reporting wages before registration (Items 612 to 614) for persons who
exit after the exit cohort for average earnings or earnings change.
Not reporting education status at exit (Item 670) for youth.
Incorrect reporting of youth activities. Almost all youth should have at
least one youth activity reported. Several states report a large number of
youth without any youth activities. One state does not report any youth
activities at all.
Incorrect reporting of NEG participants.
o Not providing records for all NEG participants. All participants
enrolled in a NEG project must be reported in the WIASRD,
regardless of whether or not they were coenrolled in Title 1b
programs or whether if state or local direct grantee.
o Incorrect reporting of the NEG Project ID (Items 313a to 313c). A
NEG project ID must be entered for each NEG participant. This
number is found in the NEG Grant Award package. If the
Participant is enrolled in more than one NEG, all applicable NEG
Project IDs should be entered in the participant’s record. The NEG
project ID is the state postal code followed by a two-digit number.
For example, a valid code for a project in Utah would be UT02.
C.2
Attachment D: PY 2011 NFJP data element validation source requirements (https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2012/TEGL_28-11-Atta4.pdf).
ATTACHMENT D
SOURCE DOCUMENTATION REQUIREMENTS FOR PROGRAM YEAR
(PY) 2011 NFJP DATA ELEMENT VALIDATION
This appendix presents the data elements to be validated with their associated
WIASPR number, element definitions, valid values, Federal validation sources,
state/grantee sources, and validation instructions needed to perform data element
validation. The Federal sources are the generic, Federally recommended source
documentation. The "State/Grantee Sources" column can be used to enter grantee-
specific versions of the Federally approved documentation.
Two types of validation rules exist:
1. If the validation instruction cell says MATCH: Enter a checkmark in the box in
the pass column if the data on the validation worksheet match the data in the
source documentation. Enter a checkmark in the box in the fail column if the data
on the worksheet do not match the data in the source documentation or if no
source documentation is found. To match, the data on the worksheet must be the
same as the data in the source documentation. For example, if the worksheet says
a participant's date of birth is July 1, 1975, then the source documentation must
also have July 1, 1975 as the birth date.
2. If the validation instruction says SUPPORT: Enter a checkmark in the box in
the pass column if the data on the validation worksheet are supported by the data
in the source documentation. Enter a checkmark in the box in the fail column if
the data on the worksheet are not supported by the data in the source
documentation or if no source documentation is found. To support, the data on the
worksheet must be similar to the data in the source documentation. This
instruction is used when information must be interpreted or processed before it can
be applied to the participant's records. For example, source documentation can
support farmworker status in different ways, by a code or narrative or other
information.
For the most part, the definition of a particular source is clear. Grantees may,
however, have questions about three sources—Grantee Management Information
System (MIS), Self-Attestation, and Case Notes. Definitions for these three types
of source documentation are:
D.2
1. MIS: Unless otherwise noted, MIS refers to specific, detailed information
which supports an element that is stored in the grantee’s information system.
An indicator alone, such as a checkmark on a computer screen, is not
acceptable source documentation. For example, a grantee’s MIS is acceptable
source documentation for date of exit if it identifies the last service received in
addition to the date on which that service was received.
2. Self-Attestation: Self-attestation occurs when a participant states his or her
status for a particular data element and then signs and dates a form
acknowledging this status. The key elements for self-attestation are: (a) the
participant identifying his or her status for permitted elements and (b) the
signing and dating of a form attesting to this self-identification. The form and
signature can be on paper or in the state management information system, with
an online signature.
3. Case Notes: Case notes refer to either paper or electronic statements by the
case manager that identifies, at a minimum, the following: a participant's
status for a specific data element, the date on which the information was
obtained, and the case manager who obtained the information.
D.3
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
4. Date of Record the date on which the individual YYYYMMDD Grantee Administrative
Participation begins receiving his/her first service funded Records
Match
by the program following a determination
of eligibility to participate in the program.
5. Date of Birth Record the individual's date of birth. YYYYMMDD Family bible; birth
certificate; passport;
driver's license; Match
baptismal record; I-9
form
9. Qualifies for Record appropriate status of the participant. 1 = Farmworker Pay stubs; W-2 forms;
Sec. 167 2 = Dependent or IRS 1040 forms; case
Program as a: SPECIAL NOTE: If a participant qualifies Spouse of a manager/counselor Support
as eligible under both categories, use Code Farmworker intake notes; self
1 – Farmworker. attestation
11. Farmworker Use the appropriate code to record the 1 = Migrant Pay stubs; W-2 forms;
Status status of the participant at the time of Farmworker IRS 1040 forms; case
eligibility determination. 2 = Seasonal manager/counselor
Farmworker intake notes; self
Support
SPECIAL NOTE: Where participant is a attestation
dependent of a farmworker, record the
status of the eligible farmworker.
13b. Number of Record the total number of individuals in 00 Birth certificate; family
Individuals in the the family, including the participant. bible; IRS 1040 forms Match
Family
D.4
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
16. Employment Record 1 if the participant is a person who 1 = Employed Pay stub, case notes
Status at either (a) did any work at all as a paid 2 = Employed, showing information
Participation employee, (b) did any work at all in his or but Received collected from
her own business, profession, or farm, (c) Notice of participant
worked 15 hours or more as an unpaid Termination of
worker in an enterprise operated by a Employment or
member of the family, or (d) is one who Military
was not working, but has a job or business Separation
from which he or she was temporarily 3 = Not
absent because of illness, bad weather, Employed
vacation, labor-management dispute, or
personal reasons, whether or not paid by the
employer for time off, and whether or not
seeking another job. Support
Record 2 if the participant is a person who,
although employed, either (a) has received
a notice of termination of employment or
the employer has issued a Worker
Adjustment and Retraining Notification
(WARN) or other notice that the facility or
enterprise will close, or (b) is currently on
active military duty and has been provided
with a date of separation from military
service.
Record 3 if the participant does not meet
any one of the conditions described above.
D.5
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
17. Six Month Record the total pre-program earnings of 00000 Pay stubs; W-2 forms;
Pre-Program the participant for the 6-month period prior employer payroll
Earnings to the date of application in the program. records; IRS 1040
Earnings include salaries or wages, and also forms; administrative/UI
Match
include any bonuses, tips, gratuities, and wage records; self
commissions or overtime pay earned. attestation; detailed case
Record 00000 if there were no earnings management notes
during this period.
21e. Long-term Record 1 if the participant is a person who 1 = Yes IRS 1040 forms; pay
Agricultural has engaged in agricultural work as the 2 = No stub; intake application;
Employment primary source of income for a minimum of case manager/counselor
four (4) years prior to intake/eligibility progress notes; self-
Support
determination. attestation
Record 2 if the participant does not meet
the conditions described above.
24. Date of First Record the date on which the participant YYYYMMDD Case manager/counselor
Intensive Service first received intensive services. Intensive progress notes with
services include specialized assessments of signature; IEP
skill levels, work experience, diagnostic assessment and
testing, adult basic education or English as diagnostic testing
a Second Language (ESL) training,
development of an individual employment
Match
plan, group or individual counseling, case
management for participants seeking
training services, short-term prevocational
services, and remedial reading, writing, or
communication skills training.
Otherwise, leave "blank" if the participant
did not receive intensive services.
D.6
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
25. Date of First Record the date on which the participant YYYYMMDD Case manager/counselor
Training Service first received training services. Training certification signature;
services include, but are not limited to, employer signed
occupational skills training; OJT; skill document; attendance
upgrading; entrepreneurial training; and job records from institution Match
readiness training. or instructor
Otherwise, leave "blank" if the participant
did not receive training services.
33. Date of Record the date on which the last service YYYYMMDD Case manager/counselor
Exit funded by the program or a partner program termination notice; case
is received by the participant. Once a manager/counselor
participant has not received any services progress tracking report;
funded by the program or a partner program grantee MIS
for 90 consecutive calendar days and has no Match
gap in service and is not scheduled for
future services, the date of exit is applied
retroactively to the last day on which the
individual received a service funded by the
program or a partner program.
D.7
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
34. Category of Record 1 if the participant received and/or 1 = Employment Grantee administrative
Exit completed any job-related core (beyond and Training records
core informational or self-services, and Exiter
eligibility determination), intensive, or 2 = Related
training services. Assistance
Record 2 if the participant received non- Services ONLY
job related services, without having Exiter
received job-related core, intensive, or 3 = Other
training services. Reasons for Exit Support
Record 3 if the participant did not complete
the program and exited for other reasons, as
specified in Item 35 below.
SPECIAL NOTE: Individuals who receive
training-related services AND intensive, or
training services should be coded 1.
D.8
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
35. Other Reasons Record 1 if the participant is residing in an 1= Grantee administrative
for Exit (at time institution or facility providing 24-hour Institutionalized records
of exit or during support such as a prison or hospital and is 2=
3-quarter expected to remain in that institution for at Health/Medical
measurement least 90 days. 3 = Deceased
period following Record 2 if the participant is receiving 4 = Entered
the quarter of medical treatment that precludes entry into Advanced
exit) unsubsidized employment or continued Training
participation in the 167 program. Does not 5 = Entered Post-
include temporary conditions expected to Secondary
last for less than 90 days. Education
Record 3 if the participant was found to be 6=
deceased or no longer living. Moved/Cannot
Record 4 if the participant entered Locate/Voluntary
advanced training. Advanced training Separation
includes an occupational skills 7 = Family Care Support
employment/training program, not funded 8= Reserve
under Title I of WIA, which does not Forces Called to
duplicate training received under Title I. Active Duty
This category includes only training outside 9 = Not a Valid
of the 167 program, One-Stop, WIA and SSN
partner system.
Record 5 if the participant entered post-
secondary education. Post-secondary
education includes a program at an
accredited degree-granting institution that
leads to an academic degree (e.g., AA, AS,
BA, BS). This does not include entry into
post-secondary education programs offered
by degree-granting institutions that do not
lead to an academic degree.
D.9
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
35. Other Reasons Record 6 if the participant cannot be
for Exit located or has moved to an area that
(continued) prevents them from completing their
program, or has voluntarily left the
program.
Record 7 if the participant is providing care
for a family member with a health/medical
condition that precludes entry into
unsubsidized employment or continued
participation in the program. Does not
include temporary conditions expected to
last for less than 90 days.
Record 8 if the participant is a member of
the National Guard or other reserve military
unit and is called to active duty for at least
90 days.
Record 9 if the social security number of
the participant is not valid.
Record 0 or leave “blank” if the participant
exited for a reason other than one of the
conditions described above.
36. Date Placed in Record the date on which the participant YYYYMMDD Case manager/counselor
Unsubsidized was placed into unsubsidized employment. progress notes
Match
Employment Leave this field blank if the participant did
not enter unsubsidized employment.
D.10
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
41. Employed in Record 1 if the participant was employed in 1 = Yes Pay stubs; employer
the 1st Quarter the first quarter after the quarter of exit. 2 = No payroll records; IRS
After Exit Quarter Record 2 if the participant was not 3 = Information 1040 forms; case
employed in the first quarter after the Not Yet manager/counselor
Support
quarter of exit. Available progress notes; self-
Record 3 if information on the participant's attestation
employment status in the first quarter after
the quarter of exit is not yet available.
42. Employed in Record 1 if the participant was employed in 1 = Yes Pay stubs; employer
the 2nd Quarter the second quarter after the quarter of exit. 2 = No payroll records; IRS
After Exit Quarter Record 2 if the participant was not 3 = Information 1040 forms; case
employed in the second quarter after the Not Yet manager/counselor
Support
quarter of exit. Available progress notes; self-
Record 3 if information on the participant's attestation
employment status in the second quarter
after the quarter of exit is not yet available.
43. Employed in Record 1 if the participant was employed in 1 = Yes Pay stubs; employer
the 3rd Quarter the third quarter after the quarter of exit. 2 = No payroll records; IRS
After Exit Quarter Record 2 if the participant was not 3 = Information 1040 forms; case
employed in the third quarter after the Not Yet manager/counselor
Support
quarter of exit. Available progress notes; self-
Record 3 if information on the participant's attestation
employment status in the third quarter after
the quarter of exit is not yet available.
D.11
WIASPR Item
Name and
Number Data Element Definition Valid Values Federal Sources State/Grantee Sources Instructions
44. Wages 2nd & Record the total earnings earned by the 00000 Pay stubs; employer
3rd Quarters After participant in the second and third calendar payroll records; IRS tax
Exit Quarter quarters after the quarter of exit. Total forms; administrative/UI
earnings include any bonuses, tips, wage records; case
gratuities, commissions, and overtime pay manager/counselor
Match
earned. progress notes with
Note: Enter whole dollar amounts (00000). signature
Enter 99999 if data are not yet available for
this item. Otherwise, leave "blank" if this
data element does not apply.
D.12
Attachment E: PY 2011/FY 2012 reporting and validation timelines (https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2012/TEGL_28-11-Atta5.pdf).
ATTACHMENT E
PY 2011/FY 2012 Performance Reporting and Data Validation Timelines
To clarify reporting dates for PY 2011/FY 2012, the following timeline specifies
due dates for each of the respective reports. In instances where due dates are on
Saturday or Sunday, the report is due the following Monday.
Workforce Investment Act (WIA) Title 1B Programs
ETA-9091 – WIA Annual Report Due no later than October 1, 2012
Data Element Validation (DEV) Due no later than February 1, 2013
WIA Annual Report Narrative Due no later than October 1, 2012
WIASRD – Annual Due no later than September 15, 2012
WIASRD – Quarterly (45 days after the Due no later than November 14, 2012,
quarter ends) February 14, 2013, and May 15, 2013,
respectively
WIASRD- 4 Quarter (75 days)
th Due no later than September 15, 2012.
Note - The WIA report validation must be
submitted prior to submission of the WIA
Annual Report
WIASRD- 4 Quarter Locked (75 + 15
TH September 29, 2012
days)
ETA-9090 – Quarterly Completed via E-DRVS immediately after
WIASRD Submissions
Performance Reporting and DV for Other State-Based Programs
ETA-9002 & VETS-200 reports (Q) Due no later than November 14, 2012,
February 14, 2013, and May 15, 2013,
respectively
ETA-9002 & VETS-200 – 4th Quarter Due no later than August 31, 2012
TAPR – Quarterly (45 days) Due no later than November 14, 2012,
February 14, 2013, and May 15, 2013,
respectively
TAPR – 4TH Quarter Due no later than November 14, 2012
National Farmworker Jobs Program
PY 2010 Participant Data (July 1, 2010 Due no later than May 15, 2012
through June 30, 2011)
PY 2010 Data Element Validation Due no later than November 2, 2012
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