State Agency Reports

Sample: States’ Quarterly Report, VRAP

This attachment is a sample of the report the Department of Labor (DOL) is requesting states provide back to DOL on a quarterly basis. The reports can be saved back to the Secured File Transfer Protocol (sFTP) site used to transmit the Veterans Retraining Assistance Program (VRAP) participant files. This file will only contain two data fields so that no personally identifiable information (PII) will be transmitted from the states to DOL. Each VRAP participant will have a “DOL –Unique ID” which will be used to provide an aggregate report to DOL on the services and outreach provided to each participant. Each state will send in a report quarterly with the following two fields completed:

DOL – Unique ID – This is provided by DOL in the report, and should be filled out in each quarterly report.

Employment Assistance – This field is blank when DOL sends the report. This is to be filled out with a numeric field detailing the outreach performed for the VRAP participant as outlined in the Training and Employment Guidance Letter (TEGL) and below. (Note – In the sample report a “1” is filled in, this means the individual was contacted and did not come in to receive additional services because he or she has already found employment. This individual would have been registered into Wagner-Peyser reporting. For each DOL-Unique ID, there should be a “1”, “2”, “3”, or “4” entered based on the level of outreach done for each participant.)

The above described outreach attempts in the TEGL will result in one of the following scenarios and responses:

1. Contact made, participant already found employment: In this scenario, the participant may not want/need additional services as he or she has already found employment. However, since this individual will not be a new registrant in the Wagner-Peyser program this outcome will not be counted for workforce system performance purposes but will need to be tracked for documenting outreach and reporting for VRAP. If this scenario occurs, enter a “1” in the Employment Assistance field next to the appropriate DOL-Unique ID.

2. Contact made, participant is not seeking further assistance: If a participant is not willing to participate in additional follow-up services or refuses to register for Wagner Peyser Services over the phone then this outcome will not be counted for performance purposes but will need to be tracked for documenting outreach and reporting for VRAP. If this scenario occurs, enter a “2” in the Employment Assistance field next to the appropriate DOL-Unique ID.

3. Contact cannot be made: after three unsuccessful attempts to contact the veteran within the specified 30 thirty day timeframe the veteran will be deemed “non-responsive.” The individual will be excluded for performance purposes but documentation of outreach to veteran will need to be maintained. If this scenario occurs, enter a “3” in the Employment Assistance field next to the appropriate DOL-Unique ID.

4. Contact made, participant looking for a job/requests further assistance: All attempts should be made to persuade the veteran to come into the American Job Center, or to sign-up for Wagner-Peyser services virtually. This will not only allow for staff to better serve and track the participant, but it will also greatly aid in providing performance outcomes. If this scenario occurs, enter a “4” in the Employment Assistance field next to the appropriate DOL-Unique ID.

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. Public reporting burden for this collection of information is estimated to average 60 minutes per quarterly report, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The obligation to respond to this required to obtain or retain benefit (VOW to Hire Heroes Act of 2011, Pub. L. 112-56 Sec. 211). Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Labor, Employment and Training Administration, 200 Constitution Avenue, N.W., Room S-4209, Washington, DC 20210 (OMB Control Number 1205-0491).