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National Farmworker Jobs Program reporting requirements
Summary ETA updated National Farmworker Jobs Program reporting requirements and forms for budget, planning, program status, housing assistance, and participant records. It also required a grant plan narrative and attached the forms and record specifications. ETA now labels the advisory Canceled.
Document
Federal guidance
Agency
U.S. Department of Labor, Employment and Training Administration (ETA)
Document number
TEGL No. 32-12
Date issued
May 29, 2013
Status
Withdrawn
ETA lists this advisory Canceled as of 2026-10-24; its PDF prints Expiration Date: Continuing and Rescissions: None. No cancellation instrument is identified.
Status last verified October 24, 2026
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Accessible letter PDF: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2013/TEGL_32_12_Acc.pdf
CLASSIFICATION
EMPLOYMENT AND TRAINING ADMINISTRATION NFJP
ADVISORY SYSTEM CORRESPONDENCE SYMBOL
U.S. DEPARTMENT OF LABOR DNPTTA-OWI
Washington, D.C. 20210 DATE
May 29, 2013
ADVISORY: TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 32-12
TO: NATIONAL FARMWORKER JOBS PROGRAM GRANTEES
FROM: JANE OATES /s/
Assistant Secretary
SUBJECT: National Farmworker Jobs Program Reporting Forms and Requirements
1. Purpose. To transmit the updated National Farmworker Jobs Program (NFJP) reporting
forms and requirements: the Budget Information Summary (BIS) Report (Employment and
Training Administration (ETA) Form 9093), the Program Planning Summary (PPS) Report
(ETA Form 9094), the Program Status Summary (PSS) Report (ETA Form 9095), the
Housing Assistance Summary (HAS) Report (ETA Form 9164), the Workforce Investment
Act Standardized Participant Record (WIASPR), and a grant plan narrative.
2. References.
• Workforce Investment Act of 1998 (WIA) (Pub. L. 105-220) section 167(c)(1) and (2).
• WIA Regulations Final Rule 20 CFR 669.510, 669.520, 669.530, and 669.540.
• WIA section 185.
• WIA Regulations Final Rule 20 CFR 667.300(a).
3. Background. The NFJP provides funding to community-based organizations and public
agencies to assist migrant and seasonal farmworkers (MSFWs) and their families attain
greater economic stability through employment services, training, and related assistance.
Authorized under WIA section 167, the NFJP helps MSFWs acquire new job skills in
occupations that offer higher wages and a more stable employment outlook.
ETA’s statutory and regulatory authority to administer the NFJP includes provisions for a
reporting requirement for NFJP funding recipients. The data and information NFJP grantees
report allow ETA to fulfill its program oversight and management responsibilities, collect
performance information and hold grantees appropriately accountable for the use of Federal
funds, provide program and performance information to stakeholders, and inform program
and technical assistance activities.
RESCISSIONS EXPIRATION DATE
None Continuing
ETA requires NFJP employment and training grantees to submit ETA Forms 9093 and 9094
annually, and to submit ETA Form 9095 and WIASPR quarterly, as further described in
Section 4. ETA now will require NFJP housing grantees to submit ETA Form 9164
quarterly, as outlined in Section 4. All NFJP grantees submit a grant plan narrative. ETA
provides general guidance to the grantees regarding the content of the grant plan narrative.
There is no official form or template required for this narrative.
As required under the Paperwork Reduction Act, ETA sought and received approval from the
Office of Management and Budget for a 3-year extension from December 31, 2012 to
December 31, 2015 for the NFJP reporting forms and requirements.
4. Changes to Reporting Forms and Requirements.
ETA requires NFJP employment and training grantees to submit the following reports:
• An annual BIS report (ETA Form 9093) by which ETA collects information on how
grant funds will be spent during the program year. ETA made minimal non-
substantive changes on this form for clarity and conformity across the NFJP forms.
• An annual PPS report (ETA Form 9094) by which ETA collects planned participant
numbers and services for the program year. ETA also made minimal non-
substantive changes to this form for clarity and conformity across the NFJP forms.
• A quarterly PPS report (ETA Form 9095) by which ETA collects information on
actual participant numbers and program services. ETA made two substantive
changes to ETA Form 9095. First, we have added a new Part 2, Quarterly Narrative
Progress Report, which requires NFJP employment and training grantees to provide
narrative information on program activities and outcomes. Second, we have
changed the columns for the reporting quarters in Part I of the form, which captures
data on participant numbers and service levels; the form previously required
grantees to submit data for the previous quarter, current period, and grant
cumulative. ETA Form 9095 now will capture data cumulatively for quarters 1 - 4
of the program year. We made this change for consistency across NFJP forms and
to facilitate analysis of planned versus actual participant numbers and service levels.
• A quarterly WIASPR submission, by which ETA collects individual records
containing demographic, service, and outcome data on individuals who exit the
program. This data is used to calculate the common performance measures for
entered employment, retention in employment, and average earnings. Field number
73 was revised with the current definition of Registered Apprenticeship. ETA also
made minimal non-substantive changes to WIASPR for clarity.
ETA requires NFJP housing assistance grantees to submit the following report:
• A quarterly HAS report (ETA Form 9164), by which ETA collects data and
narrative information on NFJP temporary and permanent housing activities. There
currently is no uniform reporting requirement for NFJP housing grantees, resulting
in variation in the quantity and quality of information reported by grantees. ETA
Form 9164 will improve the accuracy in data collected on individuals and families
served and the consistency in information reported on grant activities.
5. Action Required. Grantees must start using the attached versions of ETA Forms 9093,
9094, 9095, 9164 and WIASPR in Program Year (PY) 2013. For the quarterly reports, ETA
Forms 9095 and 9164 and WIASPR, grantees will report using these forms for the first
quarter of PY 2013 (the quarter ending September 30, 2013).
6. Inquiries. Please direct questions concerning this Training and Employment Notice to the
appropriate regional Federal Project Officer.
7. Attachments.
Attachment A - Budget Information Summary report (ETA Form 9093)
Attachment B - Program Planning Summary report (ETA Form 9094)
Attachment C - Program Status Summary report (ETA Form 9095)
Attachment D - Housing Assistance Summary report (ETA Form 9164)
Attachment E - Workforce Investment Act Standardized Participant Record
Attachment 1: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2013/TEGL_32_12_Att1.pdf
Attachment A:
National Farmworker Jobs Program
Budget Information Summary Report
ETA Form 9093
Budget Information Summary U.S. Department of Labor
WIA, Title I-D, Section 167 Employment and Training Administration
National Farmworker Jobs Program (NFJP)
a. Grantee Name and Address b. Grant Number OMB Approval No: 1205-0425
Expires: 12/31/2015
c. Period of Grant d. Modification
From: To: Year No.
I. Cumulative Quarterly Projections of Expenditures by Cost Categories (Report in Whole Dollars ONLY)
A. Grant Program Function and Activity B. Cumulative Quarters
st nd nd
1 Quarter 2 Quarter 3 Quarter 4th Quarter
1. Program Costs
a. Related Assistance
(Emergency Assistance and Supportive Services)
b. All Other Program Services
2. Administration
3. Total Grant Costs
II. Available Funds in this Grant Year
A. Balance in Previous Program Year
(available funds in 5th quarter)
B. New Obligational Authority
C. Total Available Funds
Remarks:
III. CERTIFICATION I certify that to the best of my knowledge this report is correct and complete as set forth in the grant agreement.
Name and Title of Authorized Official Phone Number Signature Date Submitted (Month, Day, Year)
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays
a valid OMB control number. The obligation to respond to this collection is required to obtain or retain benefit (Workforce Investment Act Section
185(a)). Public reporting burden for this collection of information is estimated to average 15 hours per response, including time for reviewing
instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.
Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden,
to the U.S. Department of Labor, Employment and Training Administration, Office of Workforce Investment, Attention: National Farmworker Jobs
Program, 200 Constitution Avenue, N.W., Room C-4510, Washington, DC 20210 and reference OMB Control Number 1205-0425. (Paperwork Reduction
Act Project 1205-0425).
ETA 9093
Revised May 2013
Instructions for Completing NFJP Budget Information Summary (BIS) Report
Section II – Available Funds in this Grant Year
General Instructions. The BIS is required for
each Section 167 grantee's program and is a Line II.A. Balance in Previous
required part of the annual grant plan. Planned Program Year - For incumbent grantee
expenditures are arrayed cumulatively by program only, enter the amount of projected
year quarter. unexpended WIA Section 167 funds
remaining from the preceding program
a. Grantee Name and Address – NO ENTRY year’s allocation. The amount listed in
REQUIRED this line item is the uncommitted grant
funds available for expenditure in the
b. Grant Number – NO ENTRY REQUIRED fifth quarter of the previous program
year allocation.
c. Period of Grant – NO ENTRY REQUIRED
Line II.B. New Obligational Authority
d. Modification - FOR GRANT OFFICER USE - Enter the amount of the grant award for
ONLY. the program year covered by this
financial planning document.
Section I - Cumulative Quarterly Projections of
Expenditures by Cost Categories - Annual Line II.C. Total Available Funds – Enter the
projections for current year allocation of costs by projected sum of Line II.A and II.B. This amount
quarter. Planning quarters correspond to WIA must equal Section I Line 3, for the 4th quarter.
Program Year quarters; for NFJP, the Program
Year is from July 1 through June 30. Please round
entries on the BIS to the nearest whole dollar.
Entries must be listed for all the items below.
Column (A) Grant Program Function
and Activity
Line A.1. Program Costs - Enter, for
each quarter, the cumulative projected
costs for program activities listed. The
entry for Line A.1. for each quarter is the
sum of the entries for Lines A.1.a. and
A.1.b. Program costs are described in 20
CFR 669, subpart C.
Line A.1.a. Related Assistance - These
are projected costs of related assistance
services as described in Section 669.430.
Line A.1.b. All Other Program
Services -All program costs that are not
Related Assistance services costs.
Line 2. Administration - Enter, for the
quarterly periods, the projected
expenditures for administrative costs as
described in the regulations at §667.220.
Line 3. Total Grant Costs - Enter the
projected sum of Lines A.1. and A.2.
Attachment 2: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2013/TEGL_32_12_Att2.pdf
NATIONAL FARMWORKER JOBS PROGRAM
PROGRAM PLANNING SUMMARY REPORT
ETA FORM 9094
Program Planning Summary U.S. Department of Labor
WIA, Title I-D, Section 167 Employment and Training Administration
National Farmworker Jobs Program (NFJP)
a. Grantee Name and Address b. Grant Number OMB Approval No: 1205-0425
Expires: 5/31/2016
c. Period of Grant d. Modification
From: To: Year No.
I. Participation Summary
B. Cumulative Quarters
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter
A. Total Participants
1. New Participants
2. Participants Carried Over
B. Total Number of Participants Exiting Program
II. Participant Outcomes
A. Placed in Unsubsidized Employment
B. Completed Training Services
C. Total Current Participants
(End-of-Period)
Remarks:
III. CERTIFICATION I certify that to the best of my knowledge this report is correct and complete as set forth in the grant agreement.
Name and Title of Authorized Official Phone Number Signature Date Submitted (Month, Day, Year)
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB
control number. The obligation to respond to this collection is required to obtain or retain benefit (Workforce Investment Act Section 185(a)). Public reporting
burden for this collection of information is estimated to average 16 hours per response, including time for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any
other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Labor, Employment and Training
Administration, Office of Workforce Investment, Attention: National Farmworker Jobs Program, 200 Constitution Avenue, N.W., Room C-4510, Washington, DC
20210 and reference OMB Control Number 1205-0425. (Paperwork Reduction Act Project 1205-0425).
ETA 9094
Instructions for Completing NFJP Program Planning Summary (PPS) Report
General Instructions. The PPS is required for LINE I.B. Total Number of Participants Exiting
each Section 167 grantee’s program and is a Program – Enter for each quarter the cumulative
required part of the annual grant plan. The number of participants expected to
specific instructions below explain the items on exit the program during the program year.
the PPS.
Exit from the program occurs when a
a. Grantee Name and Address – NO participant has not received any
ENTRY REQUIRED services funded by the program or a
partner program for 90 consecutive
b. Grant Number – NO ENTRY REQUIRED calendar days and has no gap in service
and is not scheduled for future services.
c. Period of Grant – NO ENTRY REQUIRED The date of exit is applied retroactively
to the last day on which the individual
d. Modification – FOR GRANT OFFICER’S received a service funded by the
USE ONLY. program or a partner program.
Section II. Participant Outcomes
Section I. Participation Summary
LINE II.A. Placed in Unsubsidized
This section describes the planned flow of Employment – Enter for each quarter
participants through the program: the number the cumulative number of participants
entering, those leaving and those remaining in the program expects to place in
the program. The plan is cumulative on a unsubsidized employment.
quarterly basis, and includes carry over
participants. LINE II.B. Completed Training
Services – Enter for each quarter the
LINE I.A. Total Participants – Enter for each cumulative number of participants the
quarter the cumulative number of participants program expects will complete at least
planned for the program year. one training service.
Participant is any individual who is LINE II.C. Total Current Participants
determined eligible to participate in the (End of Period) – Enter for each
program and receives a service funded quarter the projected number of
by the program. Participant counts do individuals the program expects will be
not include individuals who only receive participating in the program as of the
a determination of eligibility to end of that quarter.
participate in the program.
LINE I.A.1. New Participants – Enter
for each quarter the cumulative number
of new participants projected to be
enrolled in the program year.
LINE I.A.2. Participants Carried Over
– Enter for each quarter the number of
participants projected to be in the
grantee's program on the last day of the
previous program year whose
participation will continue in the current
program year. This number remains
constant for each quarter of the current
year.
Attachment 3: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2013/TEGL_32_12_Att3.pdf
NATIONAL FARMWORKER JOBS PROGRAM
PROGRAM STATUS SUMMARY REPORT
ETA FORM 9095
Program Status Summary U.S. Department of Labor
Employment and Training Administration
WIA, Title I-D, Section 167
National Farmworker Jobs Program (NFJP)
Part 1: Participant Data
a. Grantee Name and Address b. Grant Number OMB Approval No: 1205-0425
Expires 5/31/2016
c. Period of Grant d. Reporting Period
From: To: From: To:
I. Participation Summary Cumulative Quarters
st nd
1 Quarter 2 Quarter 3rd Quarter 4th Quarter
A. Total Participants Served
(excluding individuals who only receive a determination of eligibility)
1. New Participants
2. Participants Carried Over From Previous Program Year
B. Total Number of Participants Exiting Program
II. Participant Outcomes
A. Placed in Unsubsidized Employment
B. Completed Training Services
III. Total Current Participants (End of Period)
IV. Participant Enrollments In Program Services
A. Core Services
B. Intensive Services
C. Training Services
D. Related Assistance Services (only)
Remarks:
V. CERTIFICATION I certify that to the best of my knowledge this report is correct and complete as set forth in the grant agreement.
Name and Title of Authorized Official Phone Number Signature Date Submitted (Month, Day, Year)
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB
control number. The obligation to respond to this collection is required to obtain or retain benefit (Workforce Investment Act Section 185(a)). Public reporting
burden for this collection of information is estimated to average 17 hours per response, including time for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any
other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Labor, Employment and Training
Administration, Office of Workforce Investment, Attention: National Farmworker Jobs Program, 200 Constitution Avenue, N.W., Room C-4510, Washington, DC
20210 and reference OMB Control Number 1205-0425. (Paperwork Reduction Act Project 1205-0425).
ETA 9095
Instructions for Completing NFJP Program Status Summary (PSS) Report
Part 1: Participant Data
General Instructions. The PSS is required to be Section II. Participant Outcomes
electronically submitted on a quarterly basis,
cumulative by the Program Year quarters (i.e., Line II.A. Placed in Unsubsidized
beginning July 1, October 1, January 1, and April Employment – Enter in the column for the
1). Reports are due no later than 45 days after current reporting quarter the cumulative number
the end of each reporting quarter (20 CFR of participants placed in unsubsidized
667.300(3)(d). Please submit via the Internet at employment during the program year.
www.etareports.doleta.gov.
Line II.B. Completed Training Services – Enter
a. Grantee Name and Address – NO ENTRY in the column for the current reporting quarter the
REQUIRED cumulative number of participants who completed
at least one training service during the program
b. Grant Number – NO ENTRY REQUIRED year.
c. Period of Grant – NO ENTRY REQUIRED Section III. Total Current Participants (End-of-
Period) – NO ENTRY REQUIRED
d. Reporting Period – NO ENTRY REQUIRED
Section IV. Participant Enrollments in
Section I. Participation Summary Program Services
LINE I.A. Total Participants Served – Enter in LINE IV.A. Core Services – Enter in column B
the column for the current reporting quarter (i.e. the column for the current reporting quarter the
st nd rd th
1 quarter, 2 quarter, 3 quarter, or 4 quarter) cumulative number of participants who received
the cumulative number of participants for the
at least one core service during the program
program year.
year. Core Services are identified in WIA
Section 134(d)(2).
Participant is any individual who is
determined eligible to participate in the
LINE IV.B. Intensive Services – Enter in
program and receives a service funded by
the column for the current reporting quarter the
the program. Participant counts do not
cumulative number of participants who received
include individuals who only receive a
at least one intensive service during the program
determination of eligibility to participate in
the program. year. Intensive Services are identified in WIA
Section 134(d)(3)(C) and 20 CFR Section
LINE I.A.1. New Participants – Enter in the 669.370.
column for the current reporting quarter the
cumulative number of new participants for LINE IV.C. Training Services – Enter in the
the program year. column for the current reporting quarter the
cumulative number of participants who received
LINE I.A.2. Participants Carried Over From at least one training service during the program
Previous Program Year – Enter in the year. Training Services are identified in WIA
column for the current reporting quarter the Section 134(d)(4)(D) and Section 167(d) and 20
number of participants in the program on the CFR Section 669.410.
last day of the previous program year whose
participation continued in this program year. LINE IV.D. Related Assistance Services (only)
This number remains constant for the – Enter in the column for the current reporting
program year. quarter the cumulative number of participants
who received one or more related assistance
LINE I.B. Total Number of Participants Exiting services only during the program year. Related
Program – Enter in the column for the current Assistance services are identified in 20 CFR
reporting quarter the cumulative number of Section 669.430.
participants who have exited the program during
the program year.
Exit from the program occurs when 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.
Part 2: Quarterly Narrative Progress Report
A. Program Highlights and Accomplishments:
B. Partnership Activities:
C. Participant and Performance Outcomes:
D. Key Issues and Challenges:
E. Additional Information (Optional):
Instructions for Completing NFJP Program Status Summary (PSS) Report
Part 2: Quarterly Narrative Progress Report
In Part 2 of the PSS Report, grantees will provide a narrative progress report for grant activities for the quarter.
A. Program Highlights and Accomplishments – In this section, grantees should describe program highlights
and accomplishments for the quarter. This section may also be used to share participant success stories.
B. Partnership Activities – In this section, grantees should describe key activities undertaken with partners in
the quarter, including collaboration with existing partners and any efforts to develop new partnerships. Among
other partnership activities, grantees should describe activities with the state’s American Job Centers (also
known as One-Stop Career Centers).
C. Participant and Performance Outcomes – In this section, grantees should provide a brief summary of: 1)
the grantee’s participant outcomes on the Program Status Summary Report (ETA Form 9095) for the quarter in
comparison to the planned participant levels for the quarter on the Program Planning Summary Report (ETA
Form 9094); and 2) the grantee’s performance outcomes for the common measures (entered employment,
retention, and earnings) for the previous quarter in comparison to the program performance targets for the
program year. If participant or performance outcome targets are not met, grantees should describe efforts
already taken or strategies to be implemented to meet those outcomes. Grantees that have met or exceeded
both participant and performance outcomes can include a short statement indicating this result.
D. Key Issues and Challenges – In this section, grantees should summarize any significant issues or
challenges encountered, and describe any actions already taken or strategies to be implemented to address
those issues or challenges. This section may be used to identify any technical assistance needs of the grantee.
E. Additional Information (Optional) – This section may be used by grantees to provide any additional
information not provided in other sections of the quarterly narrative progress report.
Attachment 4: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2013/TEGL_32_12_Att4.pdf
NATIONAL FARMWORKER JOBS PROGRAM
HOUSING ASSISTANCE SUMMARY
ETA FORM 9164
Housing Assistance Summary U.S. Department of Labor
WIA, Title I-D, Section 167 Employment and Training Administration
National Farmworker Jobs Program (NFJP)
a. Grantee Name and Address b. Grant Number OMB Approval No: 1205-0425
Expiration Date 5/31/2016
c. Period of Grant d. Reporting Period
From: To: From: To:
Part 1: Temporary Housing Activities
Cumulative Quarters
st nd
1 Quarter 2 Quarter 3rd Quarter 4th Quarter
I. Total Individuals Served
A. New Individuals Served
B. Individuals Carried Over From Previous Program Year
II. Total Families Served
A. New Families Served
B. Families Carried over From Previous Program Year
Remarks:
Part 2: Permanent Housing Activities
Cumulative Quarters
st nd
1 Quarter 2 Quarter 3rd Quarter 4th Quarter
I. New Housing Units Under Development
II. New Housing Units Completed
III. Continuing Housing Units
IV. Individuals in Permanent Housing Activities
V. Families in Permanent Housing Activities
Remarks:
CERTIFICATION I certify that to the best of my knowledge this report is correct and complete as set forth in the grant agreement.
Name and Title of Authorized Official Phone Number Signature Date Submitted (Month, Day, Year)
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB
control number. The obligation to respond to this collection is required to obtain or retain benefit (Workforce Investment Act Section 185(a)). Public reporting
burden for this collection of information is estimated to average 17 hours per response, including time for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any
other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Labor, Employment and Training
Administration, Office of Workforce Investment, Attention: National Farmworker Jobs Program, 200 Constitution Avenue, N.W., Room C-4510, Washington, DC
20210 and reference OMB Control Number 1205-0425. (Paperwork Reduction Act Project 1205-0425).
ETA 9164
Part 3: Quarterly Narrative Progress Report
A. Summary of Grant Activities – Temporary Housing:
Attachment:
B. Summary of Grant Activities – Permanent Housing:
Attachment:
C. Accomplishments:
D. Partnership Activities:
E. Key Issues and Challenges:
F. Additional Information (Optional):
Instructions for Completing NFJP Housing Assistance Summary (HAS)
General Instructions
The HAS is required to be electronically submitted on a quarterly basis, by the Program Year quarters (i.e.,
beginning July 1, October 1, January 1, and April 1). Reports are due no later than 45 days after the end of each
reporting quarter (20 CFR 667.300(3)(d)). Please submit via the Internet at: www.etareports.doleta.gov.
Grant Information
a. Grantee Name and Address – NO ENTRY REQUIRED
b. Grant Number – NO ENTRY REQUIRED
c. Period of Grant – NO ENTRY REQUIRED
d. Reporting Period – NO ENTRY REQUIRED
Part 1: Temporary Housing Activities
Part 1 of the HAS is to be completed by NFJP grantees receiving funding for temporary housing activities.
st nd
LINE I. Total Individuals Served – Enter in the column for the current reporting quarter (i.e. 1 quarter, 2
rd th
quarter, 3 quarter, or 4 quarter) the cumulative number of individuals served for the program year.
An “Individual Served” is a participant of the program or another individual that benefits from the
housing services provided, typically a family member of the participant. For example, a participant of
the program is provided temporary rental assistance, and the two family members residing with that
participant benefit from the service. Therefore, three individuals have been served.
A “Participant” is any individual who is determined eligible to participate in the program and receives a
service funded by the program. Participant counts do not include individuals who only receive a
determination of eligibility to participate in the program.
LINE I.A. New Individuals Served – Enter in the column for the current reporting quarter the cumulative
number of new individuals served during the program year.
LINE I.B. Individuals Carried Over From Previous Program Year – If applicable, enter the number of
individuals served in the program on the last day of the previous program year who continued in this program
year. This number remains constant for the program year.
st nd
LINE II. Total Families Served – Enter in the column for the current reporting quarter (i.e. 1 quarter, 2 quarter,
rd th
3 quarter, or 4 quarter) the cumulative number of families served for the program year.
A “Family” is two or more individuals falling under one of the relationships described in 20 CFR
669.110: spouse; child, grandchild, or great grandchild, including legally adopted children; stepchild;
brother, sister, half brother, half sister, stepbrother, or stepsister; parent, grandparent, or other direct
ancestor but not foster parent; foster child; stepfather or stepmother; uncle or aunt; niece or nephew;
father-in-law, mother-in-law, or son-in-law; or daughter-in-law, brother-in-law, or sister-in law. For
example, a participant of the program is provided temporary rental assistance, and the two family
members residing with that participant benefit from the service. Three individuals have been served,
and one family has been served. If a participant of the program has no other family member that is a
participant or benefits from the housing services provided, then that participant is not to be recorded as
a “Family” for the purposes of this report.
LINE II.A. New Families Served – Enter in the column for the current reporting quarter the cumulative number
of new families served during the program year.
LINE II.B. Families Carried Over From Previous Program Year – If applicable, enter the number of families
served in the program on the last day of the previous program year who continued in this program year. This
number remains constant for the program year.
Part 2: Permanent Housing Activities
Part 2 of the HAS is to be completed by NFJP grantees receiving funding for permanent housing activities.
st
LINE I. New Housing Units under Development – Enter in the column for the current reporting quarter (i.e. 1
nd rd th
quarter, 2 quarter, 3 quarter, or 4 quarter) the cumulative number of permanent farmworker housing units in
pre-development, under construction, or undergoing rehabilitation.
Line II. New Housing Units Completed – Enter in the column for the current reporting quarter the cumulative
number of new permanent farmworker housing units that have been completed or rehabilitated and are ready for
occupancy.
Line III. Continuing Housing Units – Enter in the column for the current reporting quarter the cumulative
number of permanent farmworker housing units receiving continuing services, such as property management,
through NFJP permanent housing funding.
Line IV. Individuals in Permanent Housing Activities – Enter in the column for the current reporting quarter
the cumulative number of individuals residing in permanent farmworker housing developed or supported through
NFJP grant funds, or partaking in other NFJP permanent housing activities. Refer to the description of
individuals served in the instructions for Part I, Line I.
Line V. Families in Permanent Housing Activities – Enter in the column for the current reporting quarter the
cumulative number of families residing in permanent farmworker housing developed or supported through NFJP
grant funds, or partaking in other NFJP permanent housing activities. Refer to the description of a family in the
instructions for Part I, Line II.
Part 3: Quarterly Narrative Progress Report
In Part 3 of the HAS, grantees will provide a narrative progress report for grant activities for the quarter. Part 3 is
to be completed by all NFJP housing assistance grantees.
A. Summary of Grant Activities – Temporary Housing Activities. In this section, NFJP grantees receiving
funding for temporary housing activities should describe grant activities for the quarter. The description should
include the types of housing services provided and the number receiving those services. Grantees should
include a comparison of the activities planned for the quarter to the activities completed in the quarter. In
addition to the summary provided in Section A, grantees may provide additional information for the quarter in an
attachment. Grantees should upload narrative information in MS Word (.doc) or Adobe Acrobat (.pdf) format in
the field provided. To upload the file, type in your file name and the complete path to that file, or browse your
system for the file.
B. Summary of Grant Activities – Permanent Housing Activities. In this section, NFJP grantees receiving
funding for permanent housing activities should describe grant activities for the quarter. The description should
include the status of development and rehabilitation projects. Grantees should include a comparison of the
activities planned for the quarter to the activities completed in the quarter. In addition to the summary provided in
Section B, grantees may provide additional information for the quarter in an attachment. Grantees should upload
narrative information in MS Word (.doc) or Adobe Acrobat (.pdf) format in the field provided. To upload the file,
type in your file name and the complete path to that file, or browse your system for the file.
C. Accomplishments – In this section, grantees should describe key program accomplishments for the quarter.
This section may also be used to share participant success stories.
D. Partnership Activities – In this section, grantees should describe key activities undertaken with partners in
the quarter, including collaboration with existing partners and any efforts to develop new partnerships.
E. Key Issues and Challenges – In this section, grantees should describe any significant issues or challenges
encountered, and describe any actions already taken or strategies to be implemented to address those issues or
challenges. This section may be used to identify any technical assistance (TA) needs of the grantee.
F. Additional Information (Optional) – This section may be used by grantees to provide any additional
information not provided in other sections of the quarterly narrative progress report.
Attachment 5: https://www.dol.gov/sites/dolgov/files/ETA/advisories/TEGL/2013/TEGL_32_12_Att5.pdf
OMB Control Number 1205-0425
Expiration Date: 5/31/2016
WIA TITLE I-SECTION 167
NATIONAL FARMWORKER JOBS PROGRAM
WORKFORCE INVESTMENT ACT STANDARDIZED PARTICIPANT RECORD
(WIASPR): GENERAL REPORTING INSTRUCTIONS AND SPECIFICATIONS
(REVISED MAY 2013)
This reporting requirement is approved under the Paperwork Reduction Act of 1995, OMB Control No. 1205-0425.
Persons are not required to respond to this collection of information unless it displays a currently valid OMB number.
Public reporting burden for this collection of information is estimated to average 2.25 hours per individual record,
including time for reviewing instructions, searching existing data sources, gathering and reviewing the collection of
information. Respondent’s obligation to reply is mandatory. The reason for the collection of information is general
program oversight, evaluation and performance assessment. Send comments regarding this burden estimate or any other
aspect of this collection, including suggestions for reducing this burden, to the U.S. Department of Labor, Employment
and Training Administration, Office of Workforce Investment, Attention: National Farmworker Jobs Program, 200
Constitution Avenue, N.W., Room C-4510, Washington, DC 20210 (Paperwork Reduction Act Project 1205-0425).
WIA SECTION 167 NATIONAL FARMWORKER JOBS PROGRAM
WORKFORCE INVESTMENT ACT STANDARDIZED PARTICIPANT RECORD (WIASPR)
GENERAL GUIDELINES
This document is intended to facilitate preparation and submission of an electronic file of records for all WIA section 167 participants
who exit the program. It describes the record layout, definitions, and coding values that should be used to create such a file. The
resulting file should be either:
• A fixed-field or comma-delimited-field ASCII text file (also called a DOS text file) containing the data record for
each individual who exits the WIA section 167 program on a separate line. (Most database and spreadsheet
programs contain an option for exporting data to an ASCII file).
• An Excel file.
• A dbf file.
• Other file formats, so long as prior arrangements are made with Social Policy Research Associates (SPR),
DOL’s data processing contractor.
This document indicates the order in which the data elements should be presented on each electronic record line and the starting
column position for each data element for a fixed-field record. For a delimited-field file or a dbf file, observe the data-elements order
and field width maximums indicated by the record layout; for comma-delimited files, separate data fields by commas. Please avoid
the use of commas embedded in alpha fields or to denote placeholders in numeric fields (e.g., x,xxx); commas should be used only by
grantees who are submitting comma-delimited files.
In general, submissions should follow the coding guidelines for individual items, shown in the attached instructions. In preparing
submissions, please name data files using a MGGGGQYY convention, where:
• M stands for the MSFW program.
• GGGG stands for your unique 4-digit grant number.
• Q stands for the quarter (e.g., 1 for the first quarter, etc.; use 5, 6, or 7 for the submissions that include follow-up
data for 4th quarter terminees).
• YY stands for the program year.
Page 2
Submissions can be sent on either a floppy diskette or via email. If a floppy diskette is used, send a 3.5" IBM PC DOS compatible
formatted diskette, and mail it to:
NFJP Reporting Submission
Andrew Wiegand
Social Policy Research Associates
1330 Broadway, Suite 1426
Oakland, California 94612
Include a memorandum in the package clearly identifying your organization, grant number, and the number of
terminees being reported.
For those interested in sending submissions via email, please send to: [email protected] or [email protected].
Any questions regarding formatting, record layout and related problems should be referred to Andrew Wiegand or Jane Cho at 510-
763-1499. Contact your Federal Project Officer if you have questions regarding item definitions or program policy.
Page 3
WIA SECTION 167 NATIONAL FARMWORKER JOBS PROGRAM
WORKFORCE INVESTMENT ACT STANDARDIZED PARTICIPANT RE CORD (WIASPR)
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
1 1 4 1. ETA-Assigned Record the appropriate 4-digit ETA assigned identification code. This code is the four- 0000
Numeric Grantee Code digit segment of the grant number.
2 5 2 2a. Field Office Record the 2-digit Federal Information Processing Standards (FIPS) code of the state 00
Numeric Identifier (FIPS where the field office is located. For example, the state of Alabama would be recorded
Code of State) as “01.”
3 7 3 2b. Field Office Record the 3-digit FIPS Code of the county where the field office is located. For 000
Numeric Identifier (FIPS example, the county of Autauga, Alabama would be recorded as “001.”
Code of
County)
4 10 9 3. Participant Record the participant's identification number. If the applicant has no SSN or refuses 000000000
Numeric Identification to provide it, a substitute number may be assigned during intake. Grantees should
Number make every effort to obtain a valid SSN prior to termination and record with
transmittal.
SPECIAL NOTE: Possession of a Social Security Number is not a prerequisite for
participation. To avoid duplication with Social Security numbers, grantee assigned
numbers should be limited to no more than 8 digits, and the first two digits should be
99.
5 19 8 4. Date of Record the date on which the individual begins receiving his/her first service funded by YYYYMMDD
Date Participation the program following a determination of eligibility to participate in the program.
6 27 8 5. Date of Birth Record the individual's date of birth. YYYYMMDD
Date
7 35 1 6. Gender Record 1 if the person indicates that he is male. 1 = Male
Numeric
Record 2 if the person indicate that she is female. 2 = Female
If the person does not self-identify gender, leave "blank" or Record 0.
7. Race Important Note: Additional guidance related to the collection and reporting of equal
opportunity information, including sex (WIASPR Item #6), age (WIASPR Item #5),
disability (WIASPR Item #21h), ethnicity (WIASPR Item #8), and race (WIASPR
Items #7a through #7e) can be found under Appendix A of this document.
Page 4
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
8 36 1 7a. American Indian or Record 1 if the individual indicates that he/she is a person having origins in any of the 1 = Yes
Numeric Alaskan Native original peoples of North America and South America (including Central America),
and who maintains cultural identification through tribal affiliation or community
recognition.
If the individual does not self-identify his/her race as American Indian or Alaska
Native, leave "blank" or Record 0.
9 37 1 7b. Asian Record 1 if the individual indicates that he/she is a person having origins in any of the 1 = Yes
Numeric original peoples of the Far East, Southeast Asia, or the Indian Subcontinent (e.g.,,
India, Pakistan, Bangladesh, Sri Lanka, Nepal, Sikkim, and Bhutan). This area
includes, for example, Cambodia, China, Japan, Korea, Malaysia, Pakistan, the
Philippine Islands, Thailand, and Vietnam.
If the individual does not self-identify his/her race as Asian, leave "blank" or Record 0.
10 38 1 7c. Black or African Record 1 if the individual indicates that he/she is a person having origins in any of the 1 = Yes
Numeric American black racial groups of Africa.
If the individual does not self-identify his/her race as Black or African American, leave
"blank" or Record 0.
11 39 1 7d. Hawaiian Native or Record 1 if the individual indicates that he/she is a person having origins in any of the 1 = Yes
Numeric Other Pacific Islander original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
If the individual does not self-identify his/her race as Hawaiian Native or Other Pacific
Islander, leave "blank" or Record 0.
12 40 1 7e White Record 1 if the individual indicates that he/she is a person having origins in any of the 1 = Yes
Numeric of the original peoples of Europe, the Middle East, or North Africa.
If the individual does not self-identify his/her race as White, leave "blank" or Record 0.
13 41 1 8. Ethnicity Record 1 if the person indicates that he/she is a person of Cuban, Mexican, Puerto 1 = Yes
Numeric Rican, South or Central American, or other Spanish culture in origin, regardless of race.
2 = No
Record 2 if the individual indicates that he/she does not meet any of these conditions.
If the individual does not self-identify his/her ethnicity, leave "blank" or Record 0.
Record appropriate status of the participant.
14 42 1 9. Qualifies for 1 = Farmworker
Numeric Sec. 167
SPECIAL NOTE: If a participant qualifies as eligible under both categories, use Code 2 = Dependent or Spouse
Program as a:
1 – Farmworker. of a Farmworker
Page 5
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
15 43 2 10a. Enter FIPS Record the 2-digit FIPS code of the state of the primary domicile of the participant. 00
Numeric Code of State of Primary domicile is that location that is established or claimed as the permanent
the Primary residence or "home" of the participant.
Domicile
If primary domicile is outside the United States, use the following codes:
77 = All Other Countries
88 = Mexico
99 = Canada
16 45 3 10b. Enter FIPS Record the 3-digit FIPS Code of the County of the primary domicile of the participant. 000
Numeric Code of County Primary domicile is that location that is established or claimed as the permanent
of the Primary residence or "home" of the participant.
Domicile
If primary domicile is outside the United States, use the following codes:
777 = All Other Countries
888 = Mexico
999 = Canada
17 48 1 11. Farmworker Use the appropriate code to record the status of the participant at the time of eligibility 1 = Migrant Farmworker
Numeric Status determination.
2 = Seasonal Farmworker
SPECIAL NOTE: Where participant is a dependent of a farmworker, record the status
of the eligible farmworker.
12. Public This instruction applies to items 12a through 12c, below. Record the appropriate code
Assistance to indicate whether or not the individual is a recipient of each of the following public
Recipient assistance categories.
18 49 1 12a – Temporary Record 1 if the individual is a person who, at the time of participation, is listed on the 1 = Yes
Numeric Assistance to Needy welfare grant or has received cash assistance or other support services from the TANF
2 = No
Families (TANF) agency in the last six months prior to participation in the program.
Record 2 if the individual does not meet the condition described above.
Page 6
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
19 50 1 12b – Other Public Record 1 if the individual is a person who, at the time of participation, is receiving or 1 = Yes
Numeric Assistance has received cash assistance or other support services from one of the following sources
2 = No
in the last six months prior to participation in the program: General Assistance (GA)
(State/local government), Refugee Cash Assistance (RCA), and Supplemental Security
Income (SSI-SSA Title XVI).
Record 2 if the individual does not meet the condition described above.
20 51 1 12c – Supplemental Record 1 if the individual is a person who, at the time of participation, is receiving or 1 = Yes
Numeric Nutrition Assistance has received food stamp assistance in the last six months prior to participation in the
Program (food program. 2 = No
stamps) (Food
Stamp Act of Record 2 if the individual does not meet the condition described above.
1977)
21 52 2 13a. Number of Record the number of dependents in the family under age 18. 00
Numeric Dependents in the
family Under Age 18
22 54 2 13b. Number of Record the total number of individuals in the family, including the participant. 00
Numeric Individuals in
Family
23 56 2 14. Highest Use the appropriate code to record the highest school grade completed by the 00
Numeric School Grade participant. 00 = No school grades completed
Completed
01 - 12 = Number of elementary/secondary school grades completed
13 - 15 = Number of college, or full-time technical or vocational school years
completed
16 = Bachelor's degree or equivalent
17 = Education beyond the Bachelor's degree
Record 87 if the individual completes the 12th grade and attained a high school
diploma.
Record 88 if the individual completes the 12th grade and attained a GED or equivalent.
Record 90 if the individual attained another post-secondary degree or certification.
Record 91 if the individual attained an associates diploma or degree (AS/AA).
Page 7
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
24 58 1 15. Student Record 1 if the participant has not received a secondary school diploma or its 1 = In-school, H.S. or less
Numeric Status at Time of recognized equivalent and is attending any secondary school (including elementary,
Participation 2 = In-school, Alternative
intermediate, junior high school, whether full or part-time), or is between school terms
School
and intends to return to school.
3 = In-school, Post-H.S.
Record 2 if the participant has not received a secondary school diploma or its
recognized equivalent and is attending an alternative high school or an alternative 4 = Not attending school
course of study approved by the local educational agency whether full or part-time. or H.S. Dropout
Record 3 if the participant has received a secondary school diploma or its recognized 5 = Not attending school;
equivalent and is attending a post-secondary school or program (whether full or part- H.S. graduate
time), or is between school terms and intends to return to school.
Record 4 if the participant is no longer attending any school and has not received a
secondary school diploma or its recognized equivalent.
Record 5 if the participant is not attending any school and has either graduated from
high school or holds a GED.
25 59 1 16. Employment Status Record 1 if the participant is a person who either (a) did any work at all as a paid 1 = Employed
Numeric at Participation employee, (b) did any work at all in his or her own business, profession, or farm, (c)
2 = Employed, but
worked 15 hours or more as un unpaid worker in an enterprise operated by a member of
Received Notice of
the family, or (d) is one who was not working, but has a job or business from which he
Termination of
or she was temporarily absent because of illness, bad weather, vacation, labor-
Employment or Military
management dispute, or personal rea-sons, whether or not paid by the employer for
Separation
time-off, and whether or not seeking another job.
3 = Not Employed
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 participant does not meet any one of the conditions described above.
26 60 5 17. Six Month Pre- Record the total pre-program earnings of the participant for the 6-month period prior to 00000
Numeric Program Earnings the date of application in the program. Earnings include salaries or wages, and also
include any bonuses, tips, gratuities, and commissions or overtime pay earned.
Record 00000 if there were no earnings during this period.
Page 8
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
27 65 5 18. Total Preprogram Record total pre-program earnings of the participant during the 12-month eligibility 00000
Numeric Earnings During determination period. Earnings include salaries or wages, and also include any
the 12-month Eligibility bonuses, tips, gratuities, and commissions or overtime pay earned.
Determination Period.
Record 00000 if there were no earnings during this period.
28 70 1 19. Unemploy- Record 1 if the participant is a person who filed a claim and has been determined 1 = Claimant
Numeric ment Insurance monetarily eligible for benefit payments under one or more State or Federal
2 = Exhaustee
Status Unemployment Compensation (UC) programs and whose benefit year or compensation,
by reason of an extended duration period, has not ended and who has not exhausted 3 = Neither Claimant nor
his/her benefit rights. Exhaustee
Record 2 if the participant has exhausted all UC benefit rights for which he/she has
been determined monetarily eligible, including extended supplemental benefit rights.
Record 3 if the participant was neither an UC Claimant nor an Exhaustee.
29 71 1 20. Veteran Record 1 if the participant is a person who served in the active U.S. military, naval, or 1 = Yes, <= 180 days
Numeric Status air service for a period of less than or equal to 180 days, and who was discharged or
2 = Yes, Eligible Veteran
released from such service under conditions other than dishonorable.
3 = Yes, Other Eligible
Record 2 if the participant served on active duty for a period of more than 180 days and
Person
was discharged or released with other than a dishonorable discharge; or was discharged
or released because of a service connected disability; or as a member of a reserve 4 = No
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.
Record 3 if the participant 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 participant does not meet any one of the conditions described above.
Page 9
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
21. Additional Record all the appropriate codes for the following categories as they apply to the
Barriers to participant.
Employment
30 72 1 21a. Limited Record 1 if the participant is a person who has limited ability in speaking, reading, 1 = Yes
Numeric English writing or understanding the English language and (a) whose native language is a
2 = No
Language language other than English, or (b) who lives in a family or community environment
Proficiency where a language other than English is the dominant language.
Record 2 if the participant does not meet the conditions described above.
31 73 1 21b. Offender/ Record 1 if the participant is a person who either (a) is or has been subject to any stage 1 = Yes
Numeric Criminal Justice Barrier of the criminal justice process for committing a status offense or delinquent act, or (b)
2 = No
requires assistance in overcoming barriers to employment resulting from a record 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 participant does not meet any one of the conditions described above.
32 74 1 21c. Homeless Record 1 if the participant is a person who lacks a fixed, regular, adequate night time 1 = Yes
Numeric residence. This definition includes any individual who has a primary night time
2 = No
residence that is a publicly or privately operated shelter for 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. 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 participant does not meet any one of the conditions described above.
33 75 1 21d. Lacks Record 1 if the participant is a person who has not worked for any nonagricultural 1 = Yes
Numeric Significant employer for longer than three (3) consecutive months in the 24 months prior to
2 = No
Work History intake/eligibility determination.
Record 2 if the participant does not meet the conditions described above.
Page 10
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
34 76 1 21e. Long-term Record 1 if the participant is a person who has engaged in agricultural work as the 1 = Yes
Numeric Agricultural primary source of income for a minimum of four (4) years prior to intake/eligibility
2 = No
Employment determination.
Record 2 if the participant does not meet the conditions described above.
35 77 1 21f. Lacks Record 1 if the participant is a person who lacks access to adequate/reasonable 1 = Yes
Numeric Transportation transportation services, resulting in a barrier to receiving training or accepting
employment. 2 = No
Record 2 if the participant does not meet the conditions described above.
36 78 1 21g. Single Parent with Record 1 if the participant is a single, separated, divorced, or widowed individual who 1 = Yes
Numeric Dependents has responsibility for one or more dependent children under age 18.
2 = No
Under Age 18
Record 2 if the participant does not meet the conditions described above.
37 79 1 21h. Individual Record 1 if the participant indicates that he/she has any "disability," as defined in 1 = Yes
Numeric with a Disability Section 3(2)(a) of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102).
2 = No
Under that definition, a "disability" is a physical or mental impairment that
substantially limits one or more of the person's major life activities. (For definitions
and examples of "physical or mental impairment" and "major life activities," see
paragraphs (1) and (2) of the definition of the term "disability" in 29 CFR 37.4, the
definition section of the WIA non-discrimination regulations.)
Record 2 if the participant indicates that he/she does not have a disability that meets the
definition.
If the participant does not wish to disclose his/her disability status, leave "blank" or
Record 0.
38 80 1 22. Basic Literacy Skills Record 1 if the participant meets the definition of basic literacy skills deficient. This 1 = Yes
Numeric Deficient definition must include a determination that an individual either (a) computes or solves
2 = No
problems, reads, writes or speaks English (Spanish in Puerto Rico) at or below grade
level 8.9; or (b) is unable to compute or solve problems, read, write, or speak English at 9 = Not Applicable/Not
a level necessary to function on the job, in the individual’s family or in society. Reported
Record 2 if the participant does not meet the above definition.
Record 9 if this information not obtained or reported.
Page 11
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
39 81 8 23. Date of Eligibility Record the date on which the individual was determined eligible to participate in the YYYYMMDD
Determination Section 167 program.
Date
Otherwise, leave "blank" if the participant did not receive core services.
40 89 8 24. Date of First Record the date on which the participant first received intensive services. Intensive YYYYMMDD
Intensive Service Services include specialized assessments of skill levels, work experience, diagnostic
Date
testing, adult basic education or English as a Second Language (ESL) training,
development of an individual employment 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.
41 97 8 25. Date of First Record the date on which the participant first received training services. Training YYYYMMDD
Training Service services include, but are not limited to, occupational skills training; OJT; skill
Date upgrading; entrepreneurial training; and job readiness training.
Otherwise, leave "blank" if the participant did not receive training services.
26. Actual Total Hours Enter the actual total hours (funded by the 167 grant) in each of the following
categories.
SPECIAL NOTE: If the participant did not receive the training service, please enter
“0000” in the appropriate category of training.
42 105 4 26a. Basic Skills Record the actual total hours the participant received basic skills training financially 0000
Numeric Training funded by 167 assisted by the section 167 grant. Basic skills training includes, but is not limited to,
grant. remedial reading, writing, communication, mathematics and/or English for non-English
speakers.
43 109 4 26b. Record the actual total hours the participant received occupational skills training 0000
Numeric Occupational (excluding On-the-job training) financially assisted by the section 167 grant.
Skills Training Occupational skills training includes vocational education and classroom training,
(Non-OJT) designed to provide individuals with the technical skills and information required to
funded by 167 grant. perform a specific job or group of jobs.
Page 12
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
44 113 4 26c. Integrated Record the actual total hours the participant received integrated basic/occupational 0000
Numeric Basic/Occu- skills training financially assisted by the section 167 grant. Integrated
pational Skills basic/occupational skills training combines elements of both Basic Skills Training and
Training funded Occupational Skills Training (Non-OJT) as described immediately above.
by 167 grant.
45 117 4 26d. On-the-job Record the actual total hours the participant received On-the-job Training (OJT) 0000
Numeric Training (OJT) financially assisted by the section 167 grant. OJT includes training by an employer that
funded by 167 grant is provided to a paid participant while engaged in productive work in a job that: (a)
provides knowledge or skills essential to the full and adequate performance of the job;
(b) provides reimbursement to the employer of up to 50 percent of the wage rate of the
participant, for the extraordinary costs of providing the training and additional
supervision related to the training; and (c) is limited in duration appropriate to the
occupation for which the participant is being trained, taking into account the content of
the training, the prior work experience of the participant, and the service strategy of the
participant as appropriate.
46 121 4 26e. Work Record the actual total hours the participant received work experience financially 0000
Numeric Experience assisted by the section 167 grant. Work experience includes short-term or part-time
funded by 167 grant work activity that provides an individual with the opportunity to acquire appropriate
work habits and behaviors.
47 125 1 27. Received Worker Record 1 if the participant received any training that consists of instruction in any of 1 = Yes
Numeric Safety Training the following: safe and proper ways to operate or maintain machinery, safe handling
and use of toxic chemicals, proper use of protective clothing and devices, first aid, or 2 = No
other topics related to worker safety on the job site.
Record 2 if the participant did not receive worker safety training.
48 126 1 28. Enrolled in a Record 1 if the participant was enrolled in a program or activity leading to an 1 = Yes
Numeric program or activity educational or occupational credential or license. A credential is defined as any
2 = No
leading to an nationally recognized degree or certificate or a state/locally recognized credential.
educational or Credentials will include, but are not limited to, a high school diploma, GED or other
occupational credential recognized equivalents, postsecondary degrees, recognized skills standards and
or license. licensure or industry recognized certificates.
Record 2 if the participant does not meet the above definition.
Page 13
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
49 127 8 29. Enter the 8-digit O*Net 4.0 (or later versions) code that best describes the occupation 00000000
Numeric Occupational for which the participant received training.
Skills Training
Code Record 00000000 or leave “blank” if the occupational code is not available or not
known.
SPECIAL NOTE: If all 8-digits of the occupational skills code are not collected, record
as many digits as are available. If the individual receives multiple training services, use
the occupational skills training code for the most recent training.
30. Related Assistance For each of the following Related Assistance services record whether or not the
Services services were provided while an individual was a participant, regardless of the funding
Received source.
50 135 1 30a. Record 1 if the participant received transportation (public or private) assistance or cash 1 = Yes
Numeric Transportation paid to participants or members of their families for the purpose of transportation.
2 = No
Record 2 if the participant did not receive any transportation assistance.
51 136 1 30b. Health Record 1 if the participant received supportive health care services that includes, but is 1 = Yes
Care not limited to, preventive and clinical medical treatment, voluntary family planning,
2 = No
Numeric and necessary psychiatric, psychological and prosthetic services.
Record 2 if the participant did not receive any health care assistance.
52 137 1 30c. Family Record 1 if the participant received supportive services which helps participants meet 1 = Yes
Numeric Care (including child their family care needs during program participation. Family care ranges from adult to
care) child care inside or outside the home to after-school programs (inside or outside the 2 = No
home). It usually includes supervision and shelter.
Record 2 if the participant did not receive any family care assistance.
53 138 1 30d. Housing, Record 1 if the participant received supportive services which assists participants in 1 = Yes
Numeric Resettlement, or Rental maintaining or obtaining adequate shelter, including utilities, for themselves and their
2 = No
Assistance families or relocating in order to accept or maintain employment or to obtain education
or training while they are participating in the program.
Record 2 if the participant did not receive any housing resettlement or rental assistance.
54 139 1 30e. Nutritional Record 1 if the participant received supportive service(s) that includes the provision of 1 = Yes
Numeric Assistance food and other nutritional assistance (other than counseling) to eligible program
2 = No
participants and their dependents.
Record 2 if the participant did not receive any nutritional assistance.
Page 14
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
55 140 1 30f. Translation and Record 1 if the participant received supportive services which involves a bi-lingual 1 = Yes
Numeric Interpretation Services agent who hears or reads the language of one party and speaks or writes another
2 = No
language for another party. One of the two parties will be a program participant.
Record 2 if the participant did not any receive translation and interpretation services.
56 141 1 30g. Other Record 1 if the participant received supportive services not specified above. 1 = Yes
Numeric
Record 2 if the participant did not receive any other related assistance services. 2 = No
31. Partner Program The following instruction applies to items 31a through 31k. In each instance indicate
Participation whether or not the individual is participating in each of the following programs.
Record only those programs that are coordinated, possibly through a formal
coenrollment, by inclusion in the individual’s service plan, or through follow-up
services.
57 142 1 31a. Concurrent Record 1 if the participant received services financially assisted under WIA Title I-B 1 = Yes
Numeric Participation: WIA Title program.
I State/local program
Record 0 or leave “blank” if the participant did not receive any services under the
(Subtitle B)
condition described above or it is not known.
58 143 1 31b. Concurrent Record 1 if the participant received services financially assisted under WIA Title II. 1 = Yes
Numeric Participation: Adult
Education Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
59 144 1 31c. Concurrent Record 1 if the participant received services financially assisted under WIA Title I-D, 1 = Yes
Numeric Participation: Native Section 166.
American Programs
Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
60 145 1 31d.Concurrent Record 1 if the participant received services financially assisted by either DVOP/LVER 1 = Yes
Numeric Participation: Veterans funds (WIA section 121(b)(1)(B)(ix)) or WIA section 168.
Workforce Investment
Programs Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
61 146 1 31e.Concurrent Record 1 if the participant received services financially assisted under the Trade 1 = Yes
Numeric Participation: Trade Adjustment Assistance Act (WIA section 121(b)(1)(B)(viii)).
Adjustment Act (TAA)
Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
Page 15
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
62 147 1 31f.Concurrent Record 1 if the participant received services financially assisted under the Carl D. 1 = Yes
Numeric Participation: Perkins Vocational and Applied Technology Education Act (20 USC 2471) (WIA
Vocational Education section 121(b)(1)(B)(vii))
Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
63 148 1 31g.Concurrent Record 1 if the participant received services financially assisted under parts A and B of 1 = Yes
Numeric Participation: title I of the Rehabilitation Act of 1973 (29 USC 720 et seq.) WIA title IV
Vocational
Record 0 or leave “blank” if the participant did not receive any services under the
Rehabilitation
condition described above or it is not known.
64 149 1 31h.Concurrent Record 1 if the participant received services financially assisted under the Wagner- 1 = Yes
Numeric Participation: Wagner- Peyser Act (29 USC 49 et seq.) WIA section 121(b)(1)(B)(ii).
Peyser
Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
65 150 1 31i.Concurrent Record 1 if the participant received services financially assisted under the Older 1 = Yes
Numeric Participation: Title V Americans Act of 1998 (WIA section 121(b)(1)(B)(vi).
activities
Record 0 or leave “blank” if the participant did not receive any services under the
condition described above or it is not known.
66 151 1 31j.Concurrent Record 1 if the participant received employment and training services financially 1 = Yes
Numeric Participation: assisted by the U.S. Department of Housing and Urban Development.
Employment and
Record 0 or leave “blank” if the participant did not receive any services under the
Training Programs
condition described above or it is not known.
under Dept. HUD
67 152 1 31k.Concurrent Record 1 if the participant received services financially assisted from any other WIA 1 = Yes
Numeric Participation: Other and non-WIA program not listed above.
WIA and non-WIA
Record 0 or leave “blank” if the participant did not receive any services under the
programs
condition described above or it is not known.
68 153 1 32. Pell Grant Recipient Record 1 if the participant is or has been notified s/he will be receiving a Pell Grant at 1 = Yes
Numeric any time during participation in the program. This information may be updated at any
time during participation in the program. 2 = No
Record 2 if the participant does not meet the condition described above.
Page 16
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
69 154 8 33. Date of Record the date on which the last service funded by the program or a partner program YYYYMMDD
Exit is received by the participant. Once a participant has not received any services funded
Date
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.
70 162 1 34. Category of Record 1 if the participant received and/or completed any job-related core (beyond core 1 = Employment and
Numeric Exit informational or self-services, and eligibility determination), intensive, or training Training Exiter
services.
2 = Related Assistance
Record 2 if the participant received non-job related services, without having received Services ONLY Exiter
job-related core, intensive, or training services.
3 = Other Reasons for Exit
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.
Page 17
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
Record 1 if the participant is residing in an institution or facility providing 24-hour
71 163 1 35. Other Reasons for 1 = Institutionalized
support such as a prison or hospital and is expected to remain in that institution for at
Exit (at time of exit or
Numeric least 90 days. 2 = Health/Medical
during 3-quarter
measurement period Record 2 if the participant is receiving medical treatment that precludes entry into 3 = Deceased
following the quarter of unsubsidized employment or continued participation in the 167 program. Does not
exit) include temporary conditions expected to last for less than 90 days. 4 = Entered Advanced
Training
Record 3 if the participant was found to be deceased or no longer living.
5 = Entered Post-
Record 4 if the participant entered advanced training. Advanced trainin includes an Secondary Education
occupational skills employment/training program, not funded under Title I of WIA,
which does not duplicate training received under Title I. This category includes only 6 = Moved/Cannot
training outside of the 167 program, One-Stop, WIA and partner system. Locate/Voluntary
Separation
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 7 = Family Care
academic degree (e.g., AA, AS, BA, BS). This does not include entry into post- 8= Reserve Forces Called
secondary education programs offered by degree-granting institutions that do not lead to Active Duty
to an academic degree.
9 = Not a Valid SSN
Record 6 if the participant cannot be located or has moved to an area that 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.
72 164 8 36. Date Placed in Record the date on which the participant was placed into unsubsidized employment. YYYYMMDD
Unsubsidized Leave this field blank if the participant did not enter unsubsidized employment.
Date
Employment
Page 18
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
37. For Those Record the requested information as appropriate for participants who were placed in
Who Were Placed in unsubsidized employment.
Employment,
Check Yes for
All that Apply
73 172 1 37a. Entered Record 1 if the participant entered a Registered Apprenticeship program. The program 1 = Yes
Numeric Registered must be registered with DOL Office of Apprenticeship (OA) or a federally-recognized
Apprenticeship State Apprenticeship Agency (SAA). 2 = No
Program
Record 2 if the participant did not enter a Registered Apprenticeship program.
74 173 1 37b. Entered Record 1 if the participant joined the Army, Navy, Air Force, Marines or Coast Guard, 1 = Yes
Numeric Military Service or, entered into active duty from Reserve or National Guard units in cases of unplanned
military buildup. 2 = No
Record 2 if the participant did not enter the military services.
75 174 1 37c. Self-Employment Record 1 if the participant was self-employed. Self-employment includes self-directed 1 = Yes
Numeric work in which goods or services produced by, or obtained by, the individual (or others
working for him/her) are offered for sale. 2 = No
Record 2 if the participant was not self-employed
38. For Those Record the requested employment information below as appropriate for those
Who Were Placed in participants who were placed in unsubsidized employment.
Employment,
Provide
Employment
Information
76 175 2 38a. Hours Record the usual number of hours of work scheduled per week, including overtime. 00
Numeric Worked per
Record 00 if the participant was not placed into unsubsidized employment.
Week
77 177 5 38b. Hourly Record the hourly wage at placement. Hourly wage includes any bonuses, tips, 00.00
Currency Wage at gratuities, commissions, and overtime pay earned.
Placement
Record 00.00 if the participant was not placed into unsubsidized employment.
SPECIAL NOTE: Decimal point in entry must be explicit.
Page 19
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
78 182 1 38c. Fringe Record 1 if the participant was placed into unsubsidized employment where the 1 = Yes
Numeric Benefits employer makes available (or will make available following the completion of a
2 = No
Available/ probationary period) to the individual (whether or not the individual accepts) fringe
Received benefits, beyond those required by law (e.g., Unemployment Insurance, worker’s
compensation), including health insurance benefits, holiday or vacation pay, sick leave,
or a pension plan (not including social security).
Record 2 if the participant was placed into unsubsidize employment where the
employer does not make available fringe benefits.
Record 0 if the participant was not placed into unsubsidized employment.
SPECIAL NOTE: For individuals holding multiple jobs, this item should be recorded
as 1 = Yes if any job provides fringe benefits.
79 183 8 38d. Enter the 8-digit O*Net 4.0 (or later versions) code that best describes the participant’s 00000000
Numeric Occupational employment.
Code: Code
Record 00000000 or leave “blank” if the occupational code is not available or not
known.
SPECIAL NOTE: If all 8-digits of the occupational skills code are not collected, record
as many digits as are available. If the individual had multiple jobs, use the
occupational code for the most recent job held.
80 191 2 38e. FIPS Code Record the 2-digit FIPS code of the state where the job is located. 00
Numeric of State Where
Record 00 if the participant was not placed into unsubsidized employment.
Job is Located
81 193 1 38f. Job Record 1 if the participant was placed into unsubsidized employment that is covered by 1 = Yes
Numeric Covered by Unemployment Insurance.
Unemployment 2 = No
Record 2 if the participant was placed into unsubsidized employment that is not
Insurance
covered by Unemployment Insurance.
82 194 1 38g. Was Employment Record 1 if the employment in which the participant entered uses a substantial portion 1 = Yes
Numeric Training Related of the skills taught in the training received by the individual.
2 = No
Record 2 if the employment in which the participant entered does not meet the
condition described above.
Page 20
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
83 195 1 38h. Entered Non- Record 1 if the participant’s employment is in an occupation or field of work for which 1 = Yes
Traditional Employment individuals of the participant’s gender comprise less than 25% of the individuals
Numeric 2 = No
employed in such occupation or field of work. Non-traditional employment can be
based on either local or national data, and both males and females can be in non-
traditional employment.
Record 2 if the employment in which the participant entered does not meet the
condition described above.
84 196 1 39. Attainment of Record 1 if the participant attained any nationally recognized degree or certificate or a 1 = Yes
Numeric recognized educational state/locally recognized credential. Credentials will include, but are not limited to, a
2 = No
or occupational high school diploma, GED or other recognized equivalents, postsecondary degrees,
certificate, credential, recognized skills standards and licensure or industry recognized certificates.
diploma or degree
Record 2 if the individual received training services, but did not attain a recognized
degree, certificate, or credential.
40. Type of recognized Record the requested information below as appropriate if the individual attained a
educational or recognized degree, certificate, or credential.
occupational certificate,
credential, diploma or
degree
85 197 1 40a. High school Record 1 if the participant attained a GED certificate or high school diploma, or 1 = Yes
Numeric diploma or equivalent equivalency.
(including GED). 2 = No
Record 2 if the participant did not attain a GED certificate or high school diploma, or
equivalency.
86 198 1 40b. AA or AS diploma Record 1 if the participant attained an AA or AS diploma or degree. 1 = Yes
Numeric or degree
Record 2 if the participant did not attain an AA or AS diploma or degree. 2 = No
87 199 1 40c. BA or BS diploma Record 1 if the participant attained a BA or BS diploma or degree. 1 = Yes
Numeric or degree
Record 2 if the participant did not attain a BA or BS diploma or degree. 2 = No
88 200 1 40d. Occupational skills Record 1 if the participant attained an occupational skills license. 1 = Yes
Numeric license
Record 2 if the participant did not attain an occupational skills license. 2 = No
89 201 1 40e. Occupational skills Record 1 if the participant attained an occupational skills certificate or credential. 1 = Yes
Numeric certificate or credential
Record 2 if the participant did not attain an occupational skills certificate or credential. 2 = No
Page 21
Field Field WIASPR Item and Data Element Definitions/Instructions Coding Value
Number Starting Field Description
& Type Column Width
90 202 1 40f. Other Record 1 if the participant attained any other license, diploma, degree, or equivalent. 1 = Yes
Numeric
Record 2 if the participant did not attain any other license, diploma, degree, or 2 = No
equivalent.
91 203 1 41. Employed in the 1st Record 1 if the participant was employed in the first quarter after the quarter of exit. 1 = Yes
Quarter After Exit
Numeric Record 2 if the participant was not employed in the first quarter after the quarter of 2 = No
Quarter
exit.
3 = Information Not Yet
Record 3 if information on the participant's employment status in the first quarter after Available
the quarter of exit is not yet available.
92 204 1 42. Employed in the 2nd Record 1 if the participant was employed in the second quarter after the quarter of exit. 1 = Yes
Quarter After Exit
Numeric Quarter Record 2 if the participant was not employed in the second quarter after the quarter of 2 = No
exit.
3 = Information Not Yet
Record 3 if information on the participant's employment status in the second quarter Available
after the quarter of exit is not yet available.
93 205 1 43. Employed in the 3rd Record 1 if the participant was employed in the third quarter after the quarter of exit. 1 = Yes
Quarter After Exit
Numeric Quarter Record 2 if the participant was not employed in the third quarter after the quarter of 2 = No
exit.
3 = Information Not Yet
Record 3 if information on the participant's employment status in the third quarter after Available
the quarter of exit is not yet available.
94 206 5 44. Wages 2nd & 3rd Record the total earnings earned by the participant in the second and third calendar 00000
Quarters After Exit quarters after the quarter of exit. Total earnings include any bonuses, tips, gratuities,
Numeric
Quarter commissions, and overtime pay earned.
Note: Enter whole dollar amounts (00000). Please enter 99999 if data are not yet
available for this item. Otherwise, leave "blank" if this data element does not apply.
Page 22
APPENDIX A
ADDITIONAL GUIDANCE FOR COLLECTING
FEDERAL EQUAL OPPORTUNITY DATA
Beginning on the effective date of this reporting system, states are required to collect, maintain, and report equal opportunity information, including sex
(WIASPR Item #6), age (WIASPR Item #5), disability (WIASPR Item #21h), ethnicity (WIASPR Item #8), and race (WIASPR Items #7a through #7e) , for all
individuals who apply for benefits or services financially assisted by the program. This requirement is in accordance with 29 CFR Part 37, “Implementation of
the Nondiscrimination and Equal Opportunity Provisions of the Workforce Investment Act of 1998.” For reference, sections 37.37(b)(1), (b)(2) and (d) of title
29 CFR mandate the following:
(b)(1) Each recipient must collect such data and maintain such records, in accordance with procedures prescribed by the Director [Director of the
Civil Rights Center, Office of the Assistant Secretary for Administration and Management, DOL], as the Director finds necessary to determine
whether the recipient has complied or is complying with the nondiscrimination and equal opportunity provisions of WIA or this part. The system and
format in which the records and data are kept must be designed to allow the Governor and CRC [Civil Rights Center, Department of Labor] to
conduct statistical or other quantifiable data analyses to verify the recipient's compliance with section 188 of WIA and this part;
(b)(2) Such records must include, but are not limited to, records on applicants, registrants, eligible applicants/registrants, participants,
terminees, employees, and applicants for employment. Each recipient must record the race/ethnicity, sex, age, and where known, disability status,
of every applicant, registrant, eligible applicant/registrant, participant, terminee, applicant for employment, and employee;
(d) Where designation of individuals by race or ethnicity is required, the guidelines of the Office of Management and Budget must be used.
Other sources of authority for this requirement include 29 CFR 31.5(b), in DOL’s regulations implementing Title VI of the Civil Rights Act of 1964, and 29
CFR 32.44(b), in DOL’s regulations implementing Section 504 of the Rehabilitation Act of 1973. The CRC Director has determined that collection of the
equal opportunity information sought by this section of the reporting system is necessary in order to determine whether recipients have complied, or are
complying, with the nondiscrimination and equal opportunity provisions of WIA and other applicable statutes.
The collection of equal opportunity information is to be self-identified and is voluntarily provided by the individual. Individuals should be made aware of the
reason for the request of such information as well as the parties to whom disclosure may be made. Information collected from the individual will be used
to monitor compliance of recipients with the equal opportunity and nondiscrimination requirements enforced by the CRC. It will also be used to assist the
grantee and the Department in evaluating and improving efforts to conduct outreach to diverse population groups, including racial and ethnic minorities and
persons with disabilities.
The collection of ethnicity and race information contained within these reporting instructions are in accordance with the Office of Management and Budget
(OMB) Statistical Directive 15. The ethnicity and racial categories in this classification are social-political constructs and should not be interpreted as being
scientific or anthropological in nature. They are not to be used as determinants of eligibility for participation in any Federal program. The standards have
been developed to provide a common language for uniformity and comparability in the collection and use of data on race and ethnicity by Federal agencies.
Page 23
OMB has determined that a two-question format should be used in all cases involving self-identification of ethnicity and race. Therefore, ethnicity information
(i.e., Hispanic or Latino) must be collected separately from race information, and individuals who indicate that they are Hispanic or Latino should also have the
opportunity to select one or more racial categories. Information on an individual’s ethnicity must also be collected before information on race. When
completing race information, individuals must be offered the option of selecting one or more racial designations. Recommended forms for the instruction
accompanying the race information should instruct the individual to read each racial designation carefully and then “Mark one or more . . .” or “Select one or
more . . .” races to indicate what the individual considers him/herself to be.
For the purposes of the requirements in this section of the reporting system, disability means, with respect to an individual, a physical or mental impairment that
substantially limits one or more of the major life activities of such individual. 29 CFR 37.4 provides further clarification of the term “disability”;
relevant portions of the definition have been included below for reference
(1)(i) The phrase physical or mental impairment means—
(A) Any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems:
neurological, musculoskeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive,
genitourinary, hemic and lymphatic, skin, and endocrine;
(B) Any mental or psychological disorder such as mental retardation, organic brain syndrome, emotional or mental illness, and specific
learning disabilities.
(ii) The phrase physical or mental impairment includes, but is not limited to, such contagious and noncontagious diseases and conditions as orthopedic,
visual, speech and hearing impairments, cerebral palsy, epilepsy, muscular dystrophy, multiple sclerosis, cancer, heart disease, diabetes, mental
retardation, emotional illness, specific learning disabilities, HIV disease (whether symptomatic or asymptomatic), tuberculosis, drug addiction, and
alcoholism. The phrase ``physical or mental impairment'' does not include homosexuality or bisexuality.
(2) The phrase major life activities means functions such as caring for one's self, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning, and working.
Information collected from the individual will be used to monitor compliance of recipients with the equal opportunity and nondiscrimination requirements
enforced by the CRC. It will also be used to assist the grantee and the Department in evaluating and improving efforts to conduct outreach to diverse population
groups, including racial and ethnic minorities and persons with disabilities.
Personally identifying information (i.e., equal opportunity information by SSN) will not be included in the tabulation or transfer of data to the Department. The
Department will use the data supplied by the individual to determine how many applicants are from different groups and how many of these applicants are
determined eligible to receive services financially assisted by the program in question. The Department will then assess compliance with nondiscrimination and
equal opportunity requirements, as well as the effectiveness of specific outreach efforts and means of communication in light of this information.
Page 24
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