reporting requirements for not-for-profit institutions, adult program

OMB Control Number 1205-0422

Expiration Date: 12/31/2009

APPENDIX C

WIA TITLE I-SECTION 166 INDIAN AND NATIVE AMERICAN EMPLOYMENT AND TRAINING PROGRAMS

STANDARDIZED PARTICIPANT INFORMATION RECORD SPECIFICATIONS

(Revised 2006)

This reporting requirement is approved under the Paperwork Reduction Act of 1995, OMB Control No. 1205-0422, expiring 12/31/2009. 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 2.5 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, Office of Performance and Technology, Room S-5206, 200 Constitution Avenue, Washington, D.C. 20210 (Paperwork Reduction Act Project 1205-0422).

INDIAN AND NATIVE AMERICAN EMPLOYMENT AND TRAINING PROGRAMS STANDARDIZED PARTICIPANT INFORMATION RECORD SPECIFICATIONS

GENERAL GUIDELINES

This document is intended to facilitate the preparation and quarterly submission of an electronic file of records for all participants who receive services financially assisted by the WIA section 166 Comprehensive Services (CS) Program and who exit the program. At a minimum, grantees are required to submit a single electronic file of these individual records on all CS program participants who exit the program each quarter. Grantees have the option, but are not required, to submit updated individual records in subsequent post-program quarters to reflect outcome information that may be captured through supplemental/case management follow-up.

The primary purposes of these individual record specifications are to:

1. Establish a standardized set of data elements, definitions, and specifications that can be used by the USDOL to match personally identifiable client records with state UI wage records and other administrative wage record databases in order to calculate a set of common performance measures. These performance measures include entry into employment, employment retention, and average earnings;

2. Facilitate the collection and reporting of valid, consistent, and complete information on an individual in order to support the overall management, evaluation, and continuous improvement of the WIA section 166 CS Program; and

3. Share program performance results with consumers, taxpayers, Congress and other stakeholderss with an interest in the WIA section 166 grant program.

Standardized data collection also makes performance information more useful for supporting budget development activities by the USDOL, the Administration, and the Congress, especially with regard to the impact of different levels of financial assistance on program services and outcomes. A common language is used to describe changes and improvements in programs over time, to identify effective strategies for meeting the workforce training needs of participants, and to record significant program accomplishments. Every effort has been made to establish common data definitions and formats with minimum burden to the grantees.

The Standardized Participant Information Record follows a comma-delimited format. Electronic file submissions must follow the coding guidelines for each data element shown in the attached instructions. For each data element, there is a definition or reporting instruction, coding values, and, where applicable, a data type/field size indicator. It is also important to note that grantees are required to report actual Social Security Numbers (SSNs) with their electronic file submission. The collection of an individual SSN is essential for matching client records to wage records maintained by the statea and other federal agencies in order to calculate federally required indicators of program performance.

Although the Department can require grantees to ask an individual for his/her SSN as part of the application/eligibility determination process for program services, grantees must disclose the reason(s) for the request of the SSN as well as the parties to whom disclosure may be made. SSN disclosure must be voluntarily provided by the individual and grantees cannot deny access to services if the SSN is not provided. In such instances, the grantee is instructed to use an alternate unique identifier and follow the appropriate instructions contained in this document.

2006 Revision Page 2

STANDARDIZED PARTICIPANT INDIVIDUAL RECORD SPECIFICATIONS

Field Number & Type	Field Width	Data Element Name	Data Element Definitions/Instructions		Coding Value(s)
1 Numeric	9	Participant Identification Number	Record the participant's identification number. If the applicant has no SSN or refuses to provide it, an alternate unique identification number must be assigned at the time of participation in the program. Grantees should make every effort to obtain a valid SSN prior to exit or completion of services from the program and include the SSN in its submission to the USDOL/ETA.		000000000
2 Numeric	2	State FIPS Code of Residence	Record the 2-digit FIPS code of the state of the primary domicile of the participant. Primary domicile is that location that is established or claimed as the permanent residence or "home" of the participant. If primary domicile is outside the United States, use the following codes: 77 = All Other Countries 88 = Mexico 99 = Canada		00
3 Numeric	3	County FIPS Code of Residence	Record the 3-digit FIPS Code of the County of the primary domicile of the participant. Primary domicile is that location that is established or claimed as the permanent residence or "home" of the participant. If primary domicile is outside the United States, use the following codes: 777 = All Other Countries 888 = Mexico 999 = Canada		000
4 Numeric	5	Zip Code of Residence	Record the zipcode of the primary domicile of the participant. Primary domicile is that location that is established or claimed as the permanent residence or "home" of the participant. If primary domicile is outside the United States, use the following codes: 77777 = All Other Countries 88888 = Mexico 99999 = Canada		00000
Collection of Equal Opportunity Information (Items #5 through #7)				Important Note: Additional guidance related to the collection and reporting of equal opportunity information, including age (Item #5), sex (Item #6), and disability (Item #7) can be found under Attachment I of this document. Since this data collection effort focuses on a specific racial or ethnic group (i.e., American Indian or Alaska Natives), the collection of ethnicity and racial categories is not required
5 Date	8	Date of Birth	Record the individual's date of birth.		YYYYMMDD