Business for-not-for-Profit (Respondents)

Assessment of Mandatory SNAP E&T Programs

L. Admin Data Submission Instructions and Variable List

Business for-not-for-Profit (Respondents)

OMB: 0584-0645

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Appendix L. Administrative Data Submission Instructions and Variable List

OMB No. 0584-[NEW]

Assessment of Mandatory E&T Programs

Month XX, 2018

Project Officer: Jordan Younes

Office of Policy Support

Food and Nutrition Service

U.S. Department of Agriculture

3101 Park Center Drive

Alexandria, VA 22303

703-305-2935

[email protected]

Assessment of Mandatory E&T Programs:
Administrative Data
Submission Instructions and Variable List

What is the purpose of this administrative data request?

This document provides instructions and requirements for submitting SNAP administrative caseload data as part of the Assessment of Mandatory E&T Programs study being conducted by FNS. These data are currently approved by Office of Management and Budget (OMB) under OMB Control Number 0584-XXXX, Expiration Date: xx/xx/xxxx. These data will be used to examine the characteristics of mandatory SNAP E&T participants and to assess the E&T services, sanctions, case closures, and other outcomes associated with E&T participation.

The following sections provide detailed instructions for preparing and submitting the data extract, including guidance on which records to include in the file, the time period for the data, a specific list of caseload data variables needed, the format for the file, how to handle missing data, how to ensure safeguards for these data, and the process for submitting data.

Insight will arrange a consultative discussion with State staff familiar with the State data systems and policies to discuss the administrative data to be provided and convey the level of detail and quality of the data that can be provided on E&T participants and their outcomes.

What SNAP records should be included in the file and for how many months?

The file should include one record per individual for each month they received SNAP benefits during the 29-month period from October 1, 2016, through February 28, 2019. Please limit the age range of individuals in the fil to be those ages 13 to 62 in any of the months.

There should be up to 29 rows of data (1 row per month) for every individual included in the file. Months in which an individual is not in your State caseload system can be left blank or excluded from the file (however, please include case closure codes for the month a case was closed).

What variables should be included in the file?

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According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0584-XXXX. The time required to complete this information collection varies by respondent type and is estimated to average 11.7 hours per response for State database administrators, and 6.5 hours per response for E&T provider database administrators including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Additional response time is required for State database administrators due to their larger and more complex data files than E&T providers. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Policy Support, 3101 Park Center Drive, Room 1014, Alexandria, VA 22302, ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.


Table A provides a list and description of the variables that should be included in the file for every individual age 13 to 62 who received SNAP at any point during the 29-month period from October 1, 2016, through February 28, 2019. Please provide the variables in the order shown in table A.

If codes are used to identify information (e.g., reasons for exemptions, reasons for case closures), please submit a crosswalk of these codes and their descriptions with your file.

What is the file format?

Preferred file formats are comma-separated values (.csv) or Excel (.xls), although other formats are acceptable, including SAS datasets. Each file should have 1 record per participant-month (from for October 2016 through February 2019), and each record should include all variables in the variable list (see table A).

How should missing/unknown information be handled?

Missing values should be indicated by a BLANK space. Please do NOT fill unknown values with zeroes. Zero should ONLY indicate an actual zero value, such as zero dollar income. For example, if the participant’s household stops receiving SNAP benefits, the household size and benefit fields should be BLANK, not zero.

For all indicator variables, a value of “1” should represent “yes,” while a value of “0” should represent “no.”

How will Insight ensure confidentiality of State data?

The data will be maintained in a locked room on a secure server and available only to key project personnel needed to clean and tabulate the data. No personal identifiers will be disclosed in reports since data will be reported in aggregate format. These data will be destroyed as soon as they are no longer required.

How should we submit the files?

To protect the data, please submit the file using Insight’s secure FTP system, a secure file transfer site that encrypts both commands and data, preventing passwords and sensitive information from being accessed during transmission. Instructions for using this system will be sent separately.

If possible, submit a test data file with 3 months of data to Insight. The test file should include data on SNAP participants identified as work registrants at any point during the period January–March 2018. This will enable Insight to review all data and clarify any remaining concerns before the first data submission.

Questions or concerns?

If you have any questions or concerns, contact the study’s principal investigator, Carole Trippe, at [email protected] or 703.504.9498.



Table A. Requested Variable List

Variable Requested

Variable Name

Variable Description

Code/Categories Examples

Individual-Level Variables

Reference month and year

REF_MONTH_YEAR

Benefit reference month and year for the SNAP participant’s SNAP household

If no SNAP benefit was received that month, still include a row for that month with data for the CLIENT_ID and REF_MONTH_YEAR

MMYYYY

Client ID

CLIENT_ID

Participant’s individual SNAP ID provided by the State to identify individual participants within a SNAP household

If no SNAP benefit was received that month, still include a row for that month with data for the CLIENT_ID and REF_MONTH_YEAR

Example: 2130768 (character variable)

Social Security Number

SSN

SNAP participant’s Social Security Number

Example: 510981319

Received SNAP benefits

SNAP_FLAG_PER

Whether the participant received SNAP benefits this month

0 = no

1 = yes

Date of birth

DOB

SNAP participant’s date of birth

MMDDYYYY

Gender

GENDER

SNAP participant’s gender

1 = male

2 = female

Race/ethnicity

RACE_ETHN

SNAP participant’s race and ethnicity

Provide definitions of codes in separate crosswalk

Marital status

MARITAL

SNAP participant’s marital status (e.g., married, single)

Provide definitions of codes in separate crosswalk

Relationship to case head

RELATION

SNAP participant’s relationship to the case head (e.g., head of household, spouse, child, adult)

Provide definitions of codes in separate crosswalk

Primary language spoken or language used on application

LANGUAGE

Codes used to identify primary language for participant or participant’s household

Provide definitions of codes in separate crosswalk

Whether participant has received a high school diploma or GED

EDUCATION

Codes used to identify level of school completed (or whether SNAP participant received a high school diploma or GED)

Provide definitions of codes in separate crosswalk

Participant’s earned income amount

P_EARNED_INC

Individual-level monthly earned income for the SNAP participant

Example: 200

Work registrant exemption status

WR_EXEMPT

Codes used to identify whether SNAP participant is exempt or not exempt from work registration

Provide definitions of codes in separate crosswalk

SNAP E&T exemption status

E&T_EXEMPT

Codes used to identify whether SNAP participant is exempt or not exempt from E&T

Provide definitions of codes in separate crosswalk

Voluntary or mandatory SNAP E&T participation

MAND_OR_VOL

Indicator of whether the SNAP participant is identified as voluntary or mandatory E&T participant

1 = voluntary

2 = mandatory

SNAP E&T referral status

ET_REFERRAL

Whether the SNAP participant was referred to SNAP E&T

0 = no

1 = yes

SNAP E&T participation status

ET_PART

Whether the referred SNAP E&T individual participated in E&T component

0 = no

1 = yes

E&T sanction status

ET_SANCT

Whether the individual is under E&T sanction this month

0 = no

1 = yes

Start and end dates of E&T sanction

ETSANCT_DATES

Start and end dates of the E&T sanction

MMDDYYYY - MMDDYYYY

Reason for E&T sanction

ETSANCT_REASON

Codes used to identify reason for E&T sanction

Provide definitions of codes in separate crosswalk

Length of E&T sanction

ETSANCT_LENGTH

Number of months of assigned sanction for sanctioned E&T participants

Example: 2

E&T sanction number

ETSANCT_NUM

E&T sanction number or iteration

1 = first sanction

2 = second sanction

3 = third sanction

4 = other

Good cause determination for noncompliant E&T participant

GOODCAUSE

Whether the noncompliant E&T participant was granted good cause determination

0 = no

1 = yes

Work registration sanction status

WR_SANCT

Whether the SNAP participant is under work registration sanction this month

0 = no

1 = yes

Reason for work registration sanction

WRSANCT_REASON

Codes used to identify reason for work registration sanction, if available

Provide definitions of codes in separate crosswalk

Length of WR sanction

WRSANCT_LENGTH

Number of months of assigned sanction for sanctioned work registrants

Example: 2

ABAWD exemption status

ABAWD_EXEMPT

Codes used to identify exemption status for ABAWD from ABAWD time limits

Provide definitions of codes in separate crosswalk

Receipt of NOAA

NOAA_RECEIPT

Whether the E&T participant received a NOAA related to mandatory E&T requirements

0 = no

1 = yes

Date of NOAA

NOAA_DATE

Date of NOAA related to participant’s mandatory E&T requirements

MMDDYYYY

Whether participant “cured” noncompliance before being sanctioned

CURED

Whether E&T participant complied with requirement cited in NOAA before sanction went into effect

0 = no

1 = yes

Household-Level Variables

SNAP case identification (ID)

CASE_ID

Household or case ID provided by the State to identify the SNAP household of the individual participant

Example: 02076085

(character variable)

Received SNAP benefits (household)

SNAP_FLAG_HHLD

Whether the participant’s SNAP household received SNAP benefits this month

0 = no

1 = yes


SNAP benefit amount

BEN_AMT

Total SNAP benefit received by the SNAP household this month (rounded to nearest dollar)

Example: 357

SNAP household size

HH_SIZE

Number of individuals in the participant’s SNAP household this month

Example: 3

Certification date

CERT_DATE

The last review date associated with household’s SNAP benefit month

(i.e., disposition date for reference month)

MMDDYYY

County serving the case

COUNTY

County code or name of the county serving the participant’s SNAP household

Provide definitions of county codes in separate crosswalk

SNAP household’s gross income amount

GROSS_INC

Total monthly gross income for the participant’s SNAP household (i.e., gross income used to determine SNAP eligibility before deductions)

Example: 700

SNAP household’s net income amount

NET_INC

Total monthly net income for the participant’s SNAP household (i.e., net income after all deductions from gross income used to determine SNAP benefit amount)

Example: 600

SNAP household’s earned income amount

EARNED_INC

Total monthly earned income for the participant’s SNAP household

Example: 300

Closed case

CLOSED_CASE

Indicator that the SNAP case is closed

0 = no

1 = yes

Closure date

CLOSED_DATE

Date of SNAP case closure

MMDDYYYY

Closure reason

CLOSED_REASON

Reason for SNAP case closure (e.g., ABAWD time limit, sanction for failure to meet E&T requirements, missed recertification appointment, income over threshold, other)

Provide definitions of codes in separate crosswalk

E&T Activities and Outcomes (if available for E&T participants)

E&T provider serving SNAP E&T participant

PROVIDER

Name of E&T provider serving the E&T participant

Provide name(s) of providers

Type of E&T component assigned

ET_COMPONENT

Codes used to identify the type of E&T component(s) participant was assigned to receive (e.g., assessment, English as a Second Language [ESL], High School Equivalence, Institute of Higher Education, Independent Job Search, Job Search Training, Workfare, Work Experience, On-the-Job Training, Basic Education, Vocational Training, Self-Employment Training, WIOA Program, Job Retention, Unique Component)

Provide definitions of codes in separate crosswalk

Start date of E&T assignment

ET_START

Start date of E&T assignment to component for the E&T participant

MMDDYYYY

Outcome of the SNAP E&T participation

ET_OUTCOME

Outcome of the SNAP E&T participation (e.g., completed a training, educational, work experience, or on-the-job training component; exempted for good cause, quit)

Provide definitions of codes in separate crosswalk

Whether participant is in unsubsidized employment after E&T

EMPLOY_OUTCOME

Indicator of whether the participant is in unsubsidized employment after completing E&T program

0 = no

1 = yes

Start date of unsubsidized employment

EMPLOY_START

Start date of unsubsidized employment obtained after the participant completed E&T program

MMDDYYYY

Earnings of E&T participant after completing E&T program

ET_EARNINGS

Amount of monthly/quarterly earnings of E&T participant after completing E&T program

Example: 900



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