1. Workforce Investment Act Standardized Record Data (WIASRD) Reporting Regional Training Richard West Social Policy Research Associates

2. WIA Standardized Record Data (WIASRD) Individual records Contains participant characteristics, activities, and outcomes information Submitted electronically from States for all program year exiters and exiters with new outcome information on an annual basis Final due date Dec. 1 Report each exiter up to 3 times Used to prepare quarterly and annual participant reports

3. WIASRD Requirements Commensurate with the Level of Services Received Adults and dislocated workers: depends on intensity of service Information and self-service only: No data required, no record submitted Core services only: Limited demographic information, some service information, all outcome information Intensive and training services: additional characteristics and services information Youth: depends on age at registration WIA strikes a delicate balance between cost of gathering and reporting data and the need to know

4. Changes from April FRN Reduced reporting burden: –Items to be collected only at the intensive/training services level include : Limited English, single parent UI receipt and WPRS referral (combined) –Low income and public assistance items dropped for dislocated worker –Reading and math test scores dropped –Education status simplified –Partner program participation optional

5. Changes from April FRN, Continued Reporting for core services aligned with Wagner- Peyser Occupations to be reported using SOC, CIP or O*Net 3.0 codes Prohibited use of SSN on the WIASRD Revised procedures for selecting a sample of individual records.

6. WIASRD Highlights Revised document format Simple identification of when item required Order related to when the item is required Major groups of items are characteristics, services, and outcomes

7. One Record for Each Person One record for each person in the state –For each period of participation, –Even if served by several programs. Entry into additional WIA programs extends the participation period –Do not exit from one program until exit from all Common exit dates for all WIA programs Measure performance at the same time

8. Participation in Multiple WIA Programs 1st Program 2nd Program 3rd Program Common Participation Period Exit Date Registration Date

9. More on the Single Record Registration date is registration date for first program Exit date is latest exit date Report all relevant items –If in adult and younger youth program, both adult and youth items should be reported Exception: Multiple records allowed when several WIA programs serve an individual independently

10. Option to Submit a Sample of Records Still need to collect data for everyone Must follow sampling guidelines –Universe for sampling is all exiters in the last 3 program years. –Samples are to be selected randomly using generally accepted statistical methods –Minimum sampling percentage is larger of: 33% Total exiters in the program year in the state in smallest program (adult, youth, dislocated worker) divided by 2,500

11. Calculating Minimum Sampling Rate 14,000 8,000 5,000 50%

12. More on Sampling Same sampling rate for all funding streams/programs in the program year Each submission contains 3 program years of exiters –Can use separate sampling rates for each program year or a single rate (the highest rate applicable to the 3 years). –For the two earliest years in the submission either the original sample or a new sample may be used

13. Sampling May Not be Worth It Sampling is optional –The effort involved in programming and administering sample selection may exceed the benefits –Sampling will introduce differences between the annual report and the WIASRD submission The annual report must be based on all records, not the sample.

14. WIASRD Data Items Individual Identifier (Item 101) –Not a Social Security Number –Alternate ID or encrypted SSN –Always the same for an individual in the state Date of birth (Item 102) –All dates recorded in YYYYMMDD format Format chosen because it can be sorted easily

15. Individual with a disability (Item 104) –Codes reversed from SPIR 1 = Disability 2 = Disability, substantial barrier to employment 3 = No Race & Ethnicity (Items 105 to 110) –Ethnicity (Hispanic) separated from race Should be asked before race –Separate items for each racial group Must allow multiple “yes” responses –Hawaiian and Other Pacific Islander separated from Asian

16. Race/Ethnicity--Transition from SPIR SPIR Hispanic Black, Native American, or White Asian or Pacific Islander WIASRD Hispanic = Yes Leave race items blank Hispanic = No Record race Hispanic = No Asian = Yes Hawaiian = blank

17. Veteran Veteran status (Item 111) 1 Yes, <= 180 days 2 Yes, > 180 days 3 No Campaign veteran (Item 112) 1 Yes 2 Yes,Vietnam-era veteran 3 No –If Vietnam vet, record 2 regardless of other campaigns

18. More Veteran Disabled Veteran (Item 113) –1 Yes –2 Yes, special disabled Rated at 30% or more by the DVA or at 10% or 20% for a serious employment disability –3 No Recently separated veteran (Item 114) –Within the last 12 months (change from earlier versions).

19. Employment Status (Item 115) –1 Employed –2 Not employed No need to distinguish unemployed from out-of-the-labor force –Key Item for performance measures Used to determine who is included in adult and older youth entered employment rate

20. Limited English language proficiency (Item 116) –Uses Title II definition –An individual who has limited ability in speaking, reading, writing or understanding the English language and (a) whose native language is a language other than English or (b) who lives in a family or community environment where a language other than English is the dominant language

21. Unemployment compensation (Item 118) –Combines UI status with WPRS status. 1 Eligible claimant referred by WPRS 2 Eligible claimant not referred by WPRS 3 Exhaustee 4 Neither claimant nor exhaustee –WPRS is Worker Profiling and Reemployment Services –Referred by WPRS means that WPRS referred the individual to the One-Stop system for employment services.

22. Low Income, Public Assistance Low Income (Item 119) –Required for youth and adults receiving intensive or training services –Eligibility criterion for youth –Priority criterion for adults –Definition comes from WIA Act Public Assistance –Two Items TANF (Item 120) GA or RCA or SSI (Item 121)

23. Pell Grant (Item 122) –Record Yes if received Pell grant any time during WIA participation. Not just status at registration. Highest grade completed (Item 123) –IEP diplomas and certificates of completion for individuals with disabilities recorded as ’12’ 88 = Attained certificate of equivalency 17 = Education beyond bachelor’s degree

24. Dislocated Worker Items Displaced homemaker (Item 124) –Required for dislocated workers Date of Qualifying Dislocation (Item 125) –Record the actual dislocation date; If still employed at registration, update when dislocation occurs –Blank for displaced homemakers

25. Items for Youth Homeless and/or a runaway youth (Item 126) –Combines the SPIR codes into a yes/no Offender (Item 127) –Combines the SPIR codes into a yes/no Pregnant or parenting (Item 128) –Parenting means providing custodial care

26. Youth who needs additional assistance (Item 129) –Youth identified under sec. 101(13)(C)(vi) as requiring “additional assistance to complete an educational program, or to secure and hold employment” –Eligibility criterion –Record “no” for carry-in from JTPA

27. Education Status at registration (Item 130) Youth only Simplified from earlier versions –Eliminated reference to “out-of-school” status 1 Student, HS or less 2 Student, attending post-HS Includes only HS graduates 3 Not attending school, HS dropout 4 Not attending school, HS graduate

28. Literacy Skills Basic Literacy Skills Deficiency (Item 131) –According to state or local definition: May establish criteria to meet state or local concerns Must include a determination that the individual : Computes or solves programs, reads, writes, or speaks English at or below the 8th grade level or »Grade level of 8.9 or below Is unable to compute or solve programs, read, write, or speak English at a level necessary to function of the job, in the individual’s family or in society

29. Local Board/Statewide Code (Item 301) 5 Digit code –First 2 digits are state FIPS code –Last 3 digits: local program:3 digits ending in 5 or 0 (but not 00): 901: National Emergency Grant 902: rapid response (including additional assistance) 903: statewide activities (youth displaced homemaker, incumbent workers, other)

30. Local Board/Statewide Code continued One program: record the appropriate code Multiple programs: –Record local code if in any local programs –If two or more local programs, record the code for the area where the person resides. This guideline is not meant to determine how the state measures local performance in these cases –Otherwise, choose one of the relevant codes. Same local codes as JTPA if no change in geographic area

31. Date of Title I-B Registration (Item 302) All youth participants must be registered –When they start to receive any youth services Adults and dislocated workers who received Title I-B services other than self-service and informational activities must be registered Record the date of the first WIA service (other than self-service or informational)

32. Date of WIA Exit (Item 303) Individuals exit if they: –Formally withdraw from or complete services or –There is no service for 90 days (WIA or tracked partner-funded services) Exit date is the date of withdrawal or completion or the date of the last service.

33. WIA Exit WIA ParticipationNo services Last Service End of 90-day period WIA Exit Date

34. Title I-B Program Participation (Items 304 to 313c) Record all Title I-B funding sources that provide services to the individual Statewide funds passed down to local areas can be reported as local programs (Items 304 to 306) No WIASRDs if the only fund sources are: –Rapid response (excluding additional assistance) (Item 311) –Special statewide 15% programs excluded from performance measures.

35. What Statewide Programs Can Be Excluded? Very specialized statewide programs with their own specific goals, for example: –Incumbent worker training authorized under Section 134(a)(3)(A)(iv)(I), or –A project for chemically dependent TANF recipients.

36. Rapid Response (Item 311) –Both before and during WIA participation if known –Record yes if known otherwise leave blank. Rapid Response Additional Assistance (Item 312) –If passed down to local area, may record as local dislocated worker (Item 305) Unless the state requires separate tracking –If provided by state or an entity other than a local WIB, record this item as yes.

37. National Emergency Grant (Items 313a to 313c) –Record the original Project ID number assigned to the NEG E.g., for UT-02 record UT02 –Space for up to 3 project ID numbers is provided for persons coenrolled in several grants. Only one WIASRD record even if more than 3 grants. –For JTPA National Reserve, use the last 4 digits of the Notice of Obligation number.

38. Partner Program Participation (Items 314 to 329) Report partner program participation when tracked Only programs that fund activities coordinated with the individuals I-B activities. Possibly by: –Formal coenrollment –Inclusion in WIA service plan Exit defined across WIA programs and partner- funded services (when reported)

39. Partner Program Participation Because they are optional only yes’s are recorded. –Leave blank if not known or the answer is no. Update during WIA participation –Once a “yes”, always a “yes ” Some specifics –Employment and training services related to Food Stamps (Item 328) Not receipt of Food Stamps

40. Supportive Services Supportive services (except needs-related payment) received (Item 330) –Definition of supportive services similar but different for youth than for adults/DWs –Excludes needs related payments for reporting Needs-related payments (Item 331) –Includes only WIA Title I-B funded needs-related payments.

41. Adult/DW Services Report all WIA Title I-B services Report partner-funded services when program tracked and recorded –May record partner services received before WIA registration Date of first intensive service (Item 332) –Leave blank if only core services received. Date of first training service (Item 333) –Leave blank if no training received. Established Individual Training Account (Item 334) –Does not include all training

42. Adult & DW Training Items All WIA-funded training should be included in one of three categories: 1 Adult education, basic skills and/or literacy activities (Item 335) Does not include basic skills activities provided as an intensive service 2 On-the-job Training (Item 336) 3 Occupational skills training, skills upgrading/ retraining, and/or workplace training (Item 337) Include any training that does not qualify for either of the first two categories.

43. More on Training Items Also include partner funded training when tracked If any of these are yes, the individual will be counted in the adult and DW credential performance measures If any of the three training items are yes, there should be a date recorded for the date of first training service (Item 333) If there is a date recorded in the date of first training service, at least one of the 3 training categories should be recorded as ‘yes’ If an ITA is established at least one of the 3 training items must be ‘yes’

44. Occupation skills training code (Item 338) –Training occupations to be reported using SOC, O*Net 3.0, or CIP codes Use of SOC codes required by OMB to report occupation of jobs. O*Net 3.0 codes are an extension of the SOC –DOT, OES, O*Net 98 codes allowed for a transition period –CIP allowed for occupation of classroom training programs, not for occupation of job Occupational code type (Item 339) –The type of occupation code used for Item 338

45. Youth Services The 10 youth program elements in the legislation combined into 7 categories: –Educational achievement services (Item 340) Tutoring, study skills training training and instruction leading to secondary school completion Alternative secondary school services –Employment services (Item 341) Paid and unpaid work experiences, including internships, and job shadowing Occupational skill training

46. –Summer youth employment opportunities (Item 342) that are directly linked to academic and occupational learning –Additional support for youth services (Item 343) Adult mentoring, either during or after participation Comprehensive guidance and counseling, which may include drug and alcohol abuse counseling and referral –Leadership development opportunities (Item 344)

47. –Supportive services (Item 330) –Received follow-up services (Item 345) 1 = Yes, received 12 months of follow-up services 2 = No, did not receive 12 months of follow-up services Leave blank if the youth is still receiving follow-up services but has not yet received them for 12 months If youth reenrolls in WIA within 12 months of exit, record yes if follow-up services were provide from exit to reenrollment –Record the most appropriate category for each activity received by the youth.

48. Adult, DW and Older Youth Outcomes Employed in quarter after exit (Item 601) –Wage records are the primary data –Supplemental data may be used if not found in the wage records –Special code ‘3’ if employment information not yet available. Have not matched wage records or Have not completed supplemental data collection.

49. Source of supplemental data (Item 602) –Case management, follow-up services, surveys, verification with employer –Record sharing, automated record matching Automated record sharing that provides information on quarterly earnings should be treated as wage records not supplemental data. –Should be blank if any earnings found in wage records

50. Employment Information Record items 603 to 608 if the individual is employed in the quarter after exit (Item 601=1) –Information can be about any job held after exit Not necessarily the job recorded in Item 601 This flexibility is intended to reduce burden –Can be collected before employment in the quarter after exit is determined.

51. Occupational code (Item 603) –Just like occupation for training program except CIP code cannot be used –SOC and O*Net 3.0 are the preferred codes –Record if an occupation was obtained for the job. Occupational code type (Item 604) –The type of occupation code used for Item 603. Code 3 is missing to keep codes the same as for the occupation of training (where 3 = CIP)

52. Entered training-related employment (Item 605) –Uses a substantial proportion of the skills taught –No mandated methodology—State & local flexibility to use the methods right for them –Leave blank if individual did not receive training –Special codes; 8 = Training did not impart job-specific skills 9 = Relationship of training to employment cannot be determined

53. Method used to determine training-related employment (Item 606) –Record the most appropriate category 1 = Comparison of occupation codes 2 = Comparison of employment industry with training occupation 3 = Other appropriate method –Record if entered training-related employment is either ‘yes’ or ‘no’

54. Entered non-traditional employment (Item 607) –Individuals of the participant's gender are less than 25% of individuals employed in the occupation or field of work –Applies to both men and women –Can be based on national or local data –Appendix D provides national data

56. Employment in the 3 rd and 5 th quarters after exit (Items 608 and 610) –Similar to employment in the quarter after exit –Use of supplemental data recorded in Items 609 and 611 No strong incentive to collect supplemental data for 5 th quarter employment  Might want to if a substantial portion of 3 rd quarter employment is from supplemental data

57. Total Earnings from Wage Records Two quarters before participation –The 2nd and 3rd quarters before dislocation for Dislocated Workers (Items 613 and 615) If the dislocation date is on or before the registration date –The 2nd and 3rd quarters before registration (Items 612 and 614) for: Adults DWs with dislocation dates after registration date (or no dislocation date) Five quarters after exit –First quarter after exit through fifth quarter after exit (Items 616 to 620)

58. Details for Earnings (Items 612 to 620) –8 digit field, include the decimal point –If individual has several employers, add up the earnings from all employers –If individual has earnings in several states, add up earnings over all states –Special codes for earnings 99999.99 if data not yet available 88888.88 if earnings over $99,998.00

59. Type of recognized educational/ occupational certificate … (Item 621) –Flexible definition of credential Standard credentials (codes 1 to 5) Certificates that recognize the successful completion of training services …. (code 6) –Credential attainment during participation or by end of 3rd qtr after exit –Special Codes 8 if the individual received training but no credential was received. 9 if the individual did not receive training

60. Other reasons for exit (Item 622) –Used for exclusions from performance measures 1 Institutionalized Residing in an institution or facility providing 24-hour support, such as a prison or hospital, and is expected to remain for at least 90 days 2 Health/medical Medical treatment that precludes entry into unsubsidized employment or continued participation in WIA  Does not include temporary conditions expected to last less than 90 days 3 Deceased –States may define and use additional codes for this item –Leave blank if these codes (or state codes) do not apply

61. In postsecondary education or advanced training in the quarter after exit (Item 623) In postsecondary education or advanced training in the 3rd quarter after exit (Item 624) 1 Advanced training is occupational skills employment/ training: Not funded under WIA Title I May be provided by One-Stop partner after WIA exit E.g., community college program that does not lead to a degree 2 Postsecondary education is a program that leads to an academic degree (AA, BA, etc.) 3 Not in further education/training

62. Youth Goals Room for up to 12 goals (Items 625 to 672) Four items for each goal Goal type 1 Basic skills 2 Occupational skills 3 Work readiness skills Date goal set At least one goal each year for all in-school youth and any out-of-school youth assessed as needing basic skills, occupational skills, or work readiness skills –Leave blank if goal not set

63. Attainment of goal 1 Attained Within a year after the goal was set after appropriately accounting for gaps in service 2 Set, but not attained Record 2 if a year passed after setting goal and goal not attained or if the youth exited without attaining the goal 3 Set, but attainment pending This code should not be used after exit. When the youth exits this field should be ‘1’ or ‘2’ for all goals that have been set. Date goal attained –Normally within one year of date goal set Except when there are gaps in service Leave blank if attainment date is more than one year after the date the goal was set after appropriately accounting for gaps in service

64. Attained Secondary School Diploma (Item 673) 1 Secondary school diploma 2 Attained GED or HS equivalency 3 Attending secondary school at exit 4 Did not attain diploma or equivalent Code 4 includes those who had diplomas at registration –Can be attained during participation through the end of the quarter after exit Date of high school diploma or GED attainment (Item 674)

65. Youth placement information (Item 675) 1 Postsecondary education 2 Advanced training 3 Military service 4 Qualified apprenticeship 5 Unsubsidized employment 6 Did not enter 1-5 above –Entry into activity within one quarter of exit –If youth qualifies for several outcomes, record the primary outcome

66. Youth retention information (Item 676) –The youth was active in the activity in the 3rd quarter after exit –Same codes as youth placement –More restrictive data collection requirements (same as other performance outcomes) –Wage records the primary source for employment; supplemental data can be used if not found in wage records –If youth qualifies for several outcomes, record the primary outcome

67. Coming Attractions Record layout Edit specifications Edit program