Opening Poll Were you involved in preparing and submitting performance reports for TAACCCT grants last year? A) Yes, I have done this before B) No, the coming report will be my first time

Poll Do you have a plan for tracking your job placement and wage increase outcomes (B.8, B.9 and B.10) these final 6 months? Yes No

TAACCCT Job Placement and Follow-Up Performance Outcomes May 30, 2018

Presenters Moderator: Cheryl Martin, Program Manager, TAACCCT, U.S. Department of Labor, Employment and Training Administration Presenter: Scott Estrada, Performance Specialist, Maher & Maher, TAACCCT Grants Christian Lagarde, Consultant, TAACCCT Learning Network, Jobs for the Future

Agenda Review the allowability of follow up tracking efforts in the final six months Cover the reporting definitions of B.7, B.8, B.9 and B.10 Offer programmatic strategies for participant follow up tracking.

Key Dates for TAACCCT Round 4 Round 4 Start Date Oct. 1, 2014 Submit Interim Third-Party Evaluation Per your eval plan End Date for Grant-Funded Program Activities (extended from Sep. 30, 2017) Mar. 31, 2018 WE ARE HERE: 44 months into 48 months May 30, 2018 Finalize data-gathering, reporting, third-party evaluation, posting of product deliverables Apr 1, 2018 – Sep. 30, 2018 Submit Final Third-Party Evaluation Due Sep. 30, 2018 Round 4 End Date Submit Final APR, QNPR, 9130 Nov. 14, 2018 (45 days) Remaining Closeout Documentation Dec. 30, 2018 (90 days)

Common FAQs During Last 6 Months What can be paid for with grant funds after March 31?  During the extension of program activities, which outcomes do I track and report?  When will ETA begin the grant closeout process with Grantees? Are activities and costs related to reviewing and posting deliverables allowable during the final year (or six months)?  What is the latest date that final bills need to be submitted? https://taaccct.workforcegps.org/resources/2016/08/29/13/25/Compilati on_of_TAACCCT_FAQs 21

Final 6 Months – Allowable Expenses Allowable Expenses between April 1, 2018 – September 30, 2018 Performance Reporting Efforts, including tracking outcomes Finalizing Evaluations Preparing deliverables for SkillsCommons All other expenses must be paid for out of non-TAACCCT funds after March 30, 2018.

HOW TO HANDLE Performance Reporting Final Six Months of Your Grant HOW TO HANDLE Performance Reporting

Performance Reminders Final APR and QNPR are due November 14, 2018 APR: You are only Reporting FY 2018 performance numbers - NOT CUMULATIVE QNPR: Final IS CUMULATIVE EBSS is going through maintenance, which means we cannot unlock your reports right now

Poll Would you participate in Performance Reporting Office Hours Yes No

Performance Reporting Efforts What do you mean by “Performance Reporting Efforts?” Tracking Employment Data Completing Performance Reports Collecting and organizing student outcomes data

Requirements to Report You are required to report all applicable outcomes for participants enrolled during your six-month program activities extension as per the SGA (i.e., from Oct. 1, 2017 – Mar. 31, 2018) Program activities extension was provided to allow grantees to further meet the targets in their SOW and reflect the successes of their programs

Final Annual Performance Report What to Report Final Annual Performance Report The final APR will reflect the activities since the third year APR, that is, your fourth year program activities during first 6 months PLUS any B.7, B.8, B.9 or B.10 activities that occur during the final 6 months; see Compiled FAQs Section VII.D.4) 14

Questions

Follow Up Outcomes B.7, B.8, B.9, B.10

TAACCCT Performance Reporting Key Resources https://taaccct.workforcegps.org/resources/2016/07/13/11/53/TAACCCT_P erformance_Key_Resources

Status Outcomes (B.2, B.3 and B.4) Types of Outcomes Status Outcomes (B.2, B.3 and B.4) Where is the participant currently located in their progress toward completion? In-School Outcomes (B.5 and B.6 with subparts) What has the participant accomplished academically? Follow-Up Outcomes (B.7, B.8 and B.9) What did completers who have exited do after they left? Special Outcomes Participant Outcome (B.1)- at enrollment Incumbent Worker Outcome (B.10)- for subset of participants employed at enrollment who received wage increases at any point prior to the end of the grant

Traditional Semester Schedule 4th Year Outcomes   Closeout Outcome Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep B1  (participants)  x x B2/B2a (completers) B3 (retained) B4 (retained in other) B5/B5a (credits) B6/B6a/B6b/B6c (credentials) B7 (further education) B8 (employment) x  B9 (emp retention) B10 (wage increase) * *incumbent workers only

Table Summary Other types of schedules (e.g., rolling enrollments) may report all outcomes -- including completers, credits and credentials, where applicable -- through the end of the program activities extension (Mar. 31, 2018)

Traditional Semester Schedule 4th Year Outcomes   Closeout Outcome Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep B7 (further education)  x x B8 (employment) x  B9 (emp retention) B10 (wage increase) * *incumbent workers only

For a participant to be counted, they have to have completed & exited Follow Up Outcomes B.7, B.8, B.9 For a participant to be counted, they have to have completed & exited

Follow Up Outcomes Q: Why are these Allowed to be Counted in the final 6 months? A: Because these events have to happen after completion and exit. They are “follow-up activities.”

B.7 – Further Education Total number of completers who entered another program of study after exiting the institution Exit is defined as being no longer enrolled at the college in any program of study and can include formal withdrawal, expulsion, graduation, and other reasons A participant counted in B.7 cannot be counted again in B.8

B.7 – FAQs What happens when someone qualifies for both B.8 AND B.7. If I can’t count them in both, where do I count them? Count which ever occurs first

B.8 – Employment Total number of completers who entered employment after exiting* the institution Not incumbent (not employed at entry) Employment must be unsubsidized Employed (or still employed) first quarter after the quarter in which the student exits the college

A student who: Completed February 28 Exited May 30; and B.8 – Example of Timing (Year 4) A student who: Completed February 28 Exited May 30; and Found a job June 20 Would not be eligible to be counted in B.8 until July 1 (Or quarter 4) *

A student who: Completed February 28 Found a job March 1; and B.8 – Example of Timing (Year 4) A student who: Completed February 28 Found a job March 1; and Exited April 30 Would not be eligible to be counted in B.8 until July 1 (Or quarter 4) *

B.8 – Example of Timing (Year 4) *A student can earn a job before exiting the college and be counted in B.8 so long as she still has that job in the first quarter after the quarter of exit. “…entered…employment after completion and who were still employed in the first quarter after the quarter in which the student exits…”

B.9 – Employment Retention Total number of participants who were employed in the second and third quarters after exit Subset of B.9 Non-incumbent workers Completers Unsubsidized employment Exiters Entered employment or still employed in the first quarter after the quarter of exit

Exits the college December 30, 2017 B.9 – Example of Timing (Year 4) If a student… Completes on October 30, 2017 Gets a job on November 30, 2017 Exits the college December 30, 2017 Then she is can’t be counted in B.9 until the 4th quarter of 2018 (if still employed)

B.9 – Example of Timing (Year 4) They have to remain employed in the 2nd and 3rd quarter after exit We allow the counting of B.8 and B.9 into the closeout period (October – December 31) due to the strictness of the “exiting” requirements B.7 and B.10 don’t have a requirement about when exit occurs

Report the first wage increase only B.10 – Incumbent Worker Wage Increase Number of incumbent workers who received an increase in their wages at any time after becoming enrolled Report the first wage increase only Report the wage increase in the reporting year in which it occurred You have the entirety of the grant to report it

Questions

Job Placement Tracking Tips and Strategies

Overview of the TLN Job Placement Coaching 20 Round 4 grantees with low placement rates participated Findings – multiple causes for low placement rates: For many, tracking was the issue, not placement Incumbent worker enrollment higher than forecasted Wage data exchange agreement not executed Waiting on their evaluator to provide data Exit surveys didn’t work (students changed email or contact info) Intake process wasn’t detailed enough Lag between completers and exiters

Job Placement Tip Sheet – In the Fileshare Designate a staff person to track progress and coordinate job placement efforts. USE YOUR FUNDS Use several social media platforms as methods to stay in touch with graduates, e.g. LinkedIn, Twitter, Facebook, and Google +. Consider contracting a third party vendor

Create an “intrusive” Intake Process LESSONS LEARNED Create an “intrusive” Intake Process Retain Navigators/Student Support Staff as long as possible Tie employer verification to the employer agreement/placement Use text software, Remind, and social media to connect with students Ensure data sharing agreements happen early in the grant Devote funds via personnel and resources to student tracking

Questions

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