Case Service Report (RSA-911) RSA-PD-19-03 Program Year 2020 Implementation WINTAC/RSA Training Series (1/8)

Training Series Objectives Explain the intent of PD-19-03 reporting requirements. Assist State Vocational Rehabilitation (VR) agencies in the implementation of the Case Service Report (RSA-911). When possible, share examples of what needs to live outside of RSA-911 reporting, in addition to the discussed data elements (e.g., source documentation). Provide considerations and expectations during each training (e.g., policies State VR agencies need to establish and implement, tools and resources that are available, and internal controls).

Presenters Christopher Pope, RSA Rachel Anderson, WINTAC

Background and Implementation (1/8 Training Series) October 2019

Today’s Training Summary of Paperwork Reduction Act (PRA) process, comments, approvals, timeline, implementation, etc. New RSA-911 layout and appendices Deleted Data Elements and New Data Elements RSA-911 Correction Procedures RSA-911 PD 16-04 to PD 19-03 Crosswalk RSA-911 Internal Controls What is RSA doing to prepare for implementation? Outline for upcoming RSA-911 training topics Tools/resources

Paperwork Reduction Act (PRA) On October 1, 2018, RSA proposed changes to the RSA-911 through a Federal Register Notice, beginning 60 days of public comment. When the comment period closed on November 30, 2018, RSA had received comments from 26 entities (e.g., State VR agencies, CSAVR). Through a Federal Register Notice on February 15, 2019, RSA submitted the RSA-911 to the Office of Management and Budget (OMB) for approval, beginning 30 days of public comment. When the comment period closed on March 18, 2019, RSA received comments from seven entities. RSA issued the final version of the RSA-911 through PD 19-03 on May 6, 2019, signaling that implementation will begin in Program Year 2020.

Requesting RSA-911 Data Files State VR agencies and researchers may request the complete RSA-911 data file for the national VR program (based on respective PD and year). Requestors should email RSAData@ed.gov to request the data file and complete the Case Service Report (RSA-911) Data File Request form. RSA will review each request on a case-by-case basis. Prior to releasing RSA-911 Data Files, RSA takes every precaution to de- identify individuals with disabilities reported to ensure their identities are not disclosed. RSA will omit from all Data Files all direct identifiers (e.g., Social Security Numbers and Dates of Birth) as well as any characteristics that might lead to identification to protect the confidentiality of the individuals served by the VR program.

Case Service Report (RSA-911) RSA-PD-16-04 vs. RSA-PD-19-03

RSA-911 Overview Number of Data Elements New Layout RSA deleted 94 Data Elements from PD 16-04 RSA added 14 new Data Elements to PD 19-03 Net gain of 80 fewer Data Elements that require reporting on PD 19-03 New Layout Data Elements on PD 19-03 are numbered 1 through 407 (the 14 new Data Elements are numbered 394 through 407) Deleted Data Elements from PD 16-04 will be left blank RSA-911 in PD 19-03 has six Appendices RSA-911 in PD 19-03 is Excel-based RSA will implement PD 19-03 for PY 2020 – effective July 1, 2020. Expiration of OMB Approval (1820-0508): April 30, 2022 RSA-911 will expire during PY 2021.

Deleted Data Elements – PD 16-04 (1 of 3) At Application DE 3: Date Report Submitted DE 17: Living Arrangement DE 23-37, 393: Benefits at Application At Exit DE 348-349, 351-352, 358: Employment Outcome Results at Exit DE 361-375: Benefits at Exit Post Exit DE 380-382, 384, 387-388, 390-391: Employment Quarters After Exit Example – DE 381: Type of Employment Match - 1st Quarter After Exit Example – DE 390: Wages 4th Quarter After Exit

Deleted Data Elements – PD 16-04 (2 of 3) At Individualized Plan for Employment (IPE) DE 48: Date of Most Recent or Amended IPE DE 75-76: School Status and Highest Education Level DE 80: Enrolled in State Adult Secondary School at the High ASE Level DE 83: Enrolled in Postsecondary or Graduate Education DE 91: Enrolled in a Career or Technical Training Program, Not Leading to a Recognized Credential DE 92: Enrolled in a Career or Technical Training Program, Leading to a Recognized Credential DE 101-102, 107-108, 113-114, 119-120, 125-126: Comparable Benefits Providers for Pre-Employment Transition Services At IPE AND Potentially Eligible Students with Disabilities

Deleted Data Elements – PD 16-04 (3 of 3) At Time of Training or Career Service DE for Training Provided by VR Agency Staff DE 129: Graduate College or University Training DE 136: Four-Year College or University Training DE 143: Junior or Community College Training DE 133,140, 147, 154, 161, 167, 174, 181, 188, 195, 202, 209: Training Services SE Title VI Funds Example – DE 147: Four-Year College or University Training Example – DE 181: Job Readiness Training DE 216, 223, 230, 237, 244, 251, 265, 272, 291, 298, 305, 312, 319, 326, 333, 340: Career Services SE Title VI Funds Example – DE 223: Diagnosis and Treatment of Impairments Example – DE 272: Benefits Counseling

New Data Elements – PD 19-03 (1 of 2) At Application DE 394: Monthly Public Support at Application DE 395: Medical Insurance Coverage at Application At Exit DE 396: Monthly Public Support at Exit DE 397: Medical Insurance Coverage at Exit At Individualized Plan for Employment (IPE) DE 398: Date of Initial IPE DE 399: IPE Development Extension DE 400: Enrolled in a Recognized Secondary School Equivalency Program DE 401: Date Completed During Program Participation in an Education or Training Program Leading to a Recognized Postsecondary Credential or Employment

New Data Elements – PD 19-03 (2 of 2) At Time of Training Service DE 402: Work-Based Learning Experience, Service Provided by VR Agency Staff (in-house) DE 403: Work-Based Learning Experience, Service Provided through VR Agency Purchase DE 404: Work-Based Learning Experience, Purchased Service Provider Type DE 405: Work-Based Learning Experience, Amount of VR Funds Expended for Service (Title I) DE 406: Work-Based Learning Experience, Service Provided by Comparable Services and Benefits Providers DE 407: Work-Based Learning Experience, Comparable Services and Benefits Provider Type

RSA-911 Correction Procedures – May 13, 2019 https://www2.ed.gov/rschstat/eval/rehab/rsa-911-correction- procedures.pdf?utm_content=&utm_medium=email&utm_na me=&utm_source=govdelivery&utm_term=

RSA-911 Correction Procedures Within the Program Year’s reporting period, agencies may internally correct any Data Element except the following three: Data Element 5: Unique Identifier; Data Element 6: Social Security Number; and Data Element 7: Date of Application RSA will consider the most recently reported value as the correct value for any Data Element that does not allow multiple values. Agencies must request all corrections to Data Elements 5, 6, and 7 by sending an encrypted file by email to RSAData@ed.gov. For more information, review procedures.

Correction Procedures (continued) Agencies may request that RSA disapprove a previous RSA-911 report so the agency may submit the report again with the corrected information within that Program Year’s reporting period. RSA will only consider requests to disapprove quarterly reports and allow agencies to resubmit if agencies make the request within the Program Year’s reporting period. If an agency requests to resubmit a prior Program Year’s quarterly report and the reporting period for that Program Year has concluded, RSA will not consider the request. RSA will review each request on a case-by-case basis and may follow up with the agency if more information is needed.

RSA-911 Crosswalk – August 14, 2019 https://www2.ed.gov/rschstat/eval/rehab/case-service-report- rsa-911-crosswalk-of-changes.xlsx

RSA-911 Crosswalk To assist State VR agencies with collecting and reporting VR program data, RSA developed a crosswalk of changes made to RSA-911 from PD-16-04 to PD-19-03. These changes pertain to some RSA-911 Data Elements and various code values specified in the appendices.

RSA-911 Crosswalk: Example RSA-911 PD 16-04 RSA-911 PD19-03 Code Source of Referral at Application  Code Source of Referral 1 14(c) Certificate Holders 2 Adult Education and Literacy Programs Adult Education and Family Literacy Act Program (Title II of WIOA) 3 American Indian VR Services Program American Indian VR Services Program (AIVRS) 4 Centers for Independent Living 5 Child Protective Services 29 Other Sources 6 Community Rehabilitation Programs Service Providers 7 Consumer Organizations or Advocacy Groups 8 Department of Labor Employment and Training Service Programs for Adults, Dislocated Workers, and Youth Adult, Dislocated Worker, and Youth Programs (Title I of WIOA) 9 Educational Institutions (Elementary/Secondary) Elementary and Secondary Schools 10 Educational Institutions (Postsecondary) Post-secondary Education Institutions 11 Employers 12 Extended Employment Providers 13 Faith Based Organizations 14 Family/Friends 19 Self-referral, friends, family 15 Intellectual and Developmental Disabilities Providers Intellectual and Developmental Disability Agencies 16 Medical Health Provider (Public or Private) Medical Health Providers 17 Mental Health Provider (Public or Private) Mental Health Providers 18 Public Housing Authority Self-referral 20 Social Security Administration (Disability Determination Service or District office) Social Security Administration 21 State Department of Correction/Juvenile Justice 22 Temporary Assistance for Needy Families (TANF) 23 Veteran's Benefits Administration (which includes VA Vocational Rehabilitation) Veteran’s Benefits or Health Administration 24 Veteran's Health Administration (the VA hospital system, as well as the VA transitional living, transitional employment, and compensated work therapy programs) 25 Wagner-Peyser Employment Service Program Wagner-Peyser Act Employment Service Program (Title III of WIOA) 26 Welfare Agency (State or local government) 27 Worker's Compensation Worker’s Compensation 28 Other One-stop Partner 30 Other State Agencies 31 Other VR State Agencies 32 Other WIOA-funded Programs including Job Corps, YouthBuild, Indian and Native Americans, and Migrant and Seasonal Farmworker Programs Other American Job Center or Workforce Development Programs

RSA-911 Internal Controls Requirements 2 C.F.R. § 200.61 & 2 C.F.R. § 200.303 - Internal controls means a process, implemented by a non-Federal entity, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: Effectiveness and efficiency of operations; Reliability of reporting for internal and external use; and Compliance with applicable laws and regulations.

RSA-911 Internal Controls Requirements (continued) In accordance with 34 C.F.R. § 361.12, State VR agencies must implement policies and procedures that ensure the proper and efficient administration of the VR program, including those necessary to carry out all functions for which the State is responsible under this program. So that each State VR agency is able to collect and report on the revised RSA-911 by July 1, 2020, each State VR agency’s internal controls should ensure that its … Data collection system is capable of capturing and reporting all the required Data Elements contained in RSA-PD-19-03; Staff have completed training necessary to ensure the collection and reporting of the required Data Elements; and Internal controls processes to ensure the accuracy and validity of the data have been implemented.

RSA Preparation for PD-19-03 Implementation Collaboration with Federal Partners RSA-911 Edit Checks Quarterly Data Dashboards Analyzing VR Program Data and WIOA Performance Measures and Sharing Results with All State VR Agencies Data-Informed Decision-Making Website News RSA.ED.gov; and WIOA State Plan Portal RSA-911 Training Series In partnership with WINTAC

WINTAC Preparation for PD-19-03 Implementation RSA-911 Training Series In partnership with RSA Collaboration with RSA and other Key Partners Making key information available to all State VR Agencies Providing Technical Assistance and Training (e.g., policy and procedures, staff training, internal controls) Tool and Resource Development (e.g., MSG and Credential Attainment Guides, ESE Crosswalk, FAQs) Assisting states in using RSA-911 data for program improvement, identifying areas of need and progress, case management system development, etc.

RSA-911 Training Series Background and Implementation Reporting Expenditures for VR Services Pre-Employment Transition Services (Pre-ETS) Supported Employment (SE) Services Measurable Skill Gains (MSG) and Credential Attainment Exit and Post-Exit Data Elements New Data Elements – Additional “Need to Know” Information RSA-911 Information Used in the WIOA Annual Report

Resources: General Performance and Reporting RSA-911 Webpage https://rsa.ed.gov/display.cfm?pageid=75&utm_content=&utm_medium=email&utm_name=&utm_source=govdelivery&utm_term= U.S. DOL ETA Performance and Results Page https://www.doleta.gov/performance/ WINTAC http://www.wintac.org/ WINTAC - CPM & 911 Reporting Resources http://www.wintac.org/topic-areas/transition-to-the-common-performance-accountability-system RSA-PD-16-04 Case Service Report (RSA-911) https://www2.ed.gov/policy/speced/guid/rsa/subregulatory/pd-16-04.pdf RSA-PD-19-03 Case Service Report (RSA-911) https://www2.ed.gov/policy/speced/guid/rsa/subregulatory/pd-19-03.pdf

Contact Christopher Pope Chief, Data Collection & Analysis Unit (202) 245-7375 RSAData@ed.gov rsa.ed.gov Rachel Anderson (435) 764-8487 randerson@ndi-inc.org www.WINTAC.org