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

2. Training Series Objectives
Explain the intent of PD 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).

3. Presenters
Christopher Pope, RSA
Rachel Anderson, WINTAC

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

5. 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 to PD Crosswalk
RSA-911 Internal Controls
What is RSA doing to prepare for implementation?
Outline for upcoming RSA-911 training topics
Tools/resources

6. 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 on May 6, 2019, signaling that implementation will begin in Program Year 2020.

7. 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 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.

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

9. 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 are numbered 1 through 407 (the 14 new Data Elements are numbered 394 through 407)
Deleted Data Elements from PD will be left blank
RSA-911 in PD has six Appendices
RSA-911 in PD is Excel-based
RSA will implement PD for PY 2020 – effective July 1, 2020.
Expiration of OMB Approval ( ): April 30, 2022
RSA-911 will expire during PY 2021.

10. 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 , , 358: Employment Outcome Results at Exit
DE : Benefits at Exit
Post Exit
DE , 384, , : Employment Quarters After Exit
Example – DE 381: Type of Employment Match - 1st Quarter After Exit
Example – DE 390: Wages 4th Quarter After Exit

11. 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 , , , , : Comparable Benefits Providers for Pre-Employment Transition Services
At IPE AND Potentially Eligible Students with Disabilities

12. 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

13. 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

14. 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

15. RSA-911 Correction Procedures – May 13, 2019
procedures.pdf?utm_content=&utm_medium= &utm_na me=&utm_source=govdelivery&utm_term=

16. 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 to
For more information, review procedures.

17. 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.

18. RSA-911 Crosswalk – August 14, 2019
rsa-911-crosswalk-of-changes.xlsx

19. 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 to PD
These changes pertain to some RSA-911 Data Elements and various code values specified in the appendices.

20. 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

21. RSA-911 Internal Controls Requirements
2 C.F.R. § & 2 C.F.R. § 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.

22. RSA-911 Internal Controls Requirements (continued)
In accordance with 34 C.F.R. § , 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.

23. 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

24. 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.

25. 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

26. Resources: General Performance and Reporting
RSA-911 Webpage U.S. DOL ETA Performance and Results Page WINTAC WINTAC - CPM & 911 Reporting Resources RSA-PD Case Service Report (RSA-911) RSA-PD Case Service Report (RSA-911)

27. Contact Christopher Pope Chief, Data Collection & Analysis Unit
(202)
rsa.ed.gov
Rachel Anderson (435)