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Workshop: ETA 9134 (Part 1) Focusing on Sections A through C PowerPoint PPT Presentation


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Accountability and Grants Management: Connecting the Dots. Workshop: ETA 9134 (Part 1) Focusing on Sections A through C. U.S. Department of Labor, ETA, Region 4 Discretionary Grantee Training Conference March 1-2, 2011. Objectives.

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Workshop: ETA 9134 (Part 1) Focusing on Sections A through C

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Workshop eta 9134 part 1 focusing on sections a through c

Accountability and Grants Management:

Connecting the Dots

Workshop:

ETA 9134 (Part 1) Focusing on Sections A through C

U.S. Department of Labor, ETA, Region 4

Discretionary Grantee Training Conference

March 1-2, 2011


Objectives

Objectives

Review/Explain the data elements in Sections A through C of the ETA 9134

Terminology

Reporting Expectations

Provide grantees with a program reporting toolkit

Complete a “Mock 9134” exercise (identifying common reporting errors)


Eta 9134 outline

ETA 9134 – Outline

  • Four Sections

    • Grantee Identifying Information

    • Customer Summary Information

    • Customer Services and Activities

    • Report Certification/Additional Comments

      • D.1. – Report Comments/Narrative


Eta 9134 outline 2

ETA 9134 – Outline (2)

Grantee Identifying Information

Who you are; 6 data elements

Customer Summary Information

Who you’re serving; 3 data elements and several sub-elements

Customer Services and Activities

What they’re getting and With what results; 2 data elements and several sub-elements

4


Section a grantee identifying information

Section A. Grantee Identifying Information

  • Grantee Name

  • Grant Number

  • Program/Project Name

  • Grantee Address

  • Report Quarter End Date

    • 3/31, 6/30, 9/30, 12/31

  • Report Due Date

    • 5/15, 8/14, 11/14, 2/14

Most of the information is “pre-populated” once grantee logs on


Section b customer summary information

Section B. Customer Summary Information

  • Total Exiters (B.1.)

  • Total Participants Served (B.2)

  • New Participants Served (B.3)

  • Key Terms:

  • Participant

  • Exit/Exiter

  • Gap in Service

  • Served (or Receipt of Services)


Key term participant

Key Term – PARTICIPANT

  • Individual who is determined eligible and receives a service funded by the program

    • Eligibility happens first(i.e., eligibility alone isn’t enough to trigger participant status)

    • “Service” doesn’t include only career awareness and career exploration(this service alone isn’t enough to trigger participant status)

    • “Receives a service funded by the program” means it was funded by the grant, including required matching funds and leveraged resources

    • Participation Date is date of first service


Workshop eta 9134 part 1 focusing on sections a through c

Key Term – EXIT

  • Individual who has not received a service for 90 consecutive days, has no gap in service and is not scheduled for future service

    • Exit Date is date of last service

    • Can only be reported retroactively (read: exit cannot be reported until 90 days has elapsed—the reporting of exiters will always lag one quarter after the actual exit)

First Service

Last Service

90th Day of Inactivity

Participation Date

Exit Date

Exit Reported


Key term exiter example

Key Term – EXITER (Example)

Sam completed the program in January 2010. His last class was on 1/16/10, although his graduation ceremony was 2/7/10. Sam’s exit date is 1/16/10. This date can’t be reported until 90 days later, or until 4/17/10, which means the grantee can’t report this exit until the quarter ending 6/30/10 (which report is due 8/14/10).

9


Key term gap in service

Key Term – GAP IN SERVICE

  • An individual isn’t an exiter if he/she has a gap in service greater than 90 days based on one of three possible circumstances

    • Delay before beginning of training (e.g., >90 days until next class)

    • Health/medical reason

    • Temporary move from area that prevents participation

  • The gap in service prevents an exit from taking place

  • See “Gap in Service Fact Sheet”

    • Optional… Intent to continue participation… Max of 180 days… Document… Etc.

90 days of no service will trigger exit unless there is a documented gap in service


Key term service

Key Term – SERVICE

Not all services “trigger” participation

Neither “eligibility determination” nor “career awareness and career exploration” are enough to trigger participation

Participation begins at receipt of the first qualifying service

11


Reporting section b customer summary information

Reporting Section B. Customer Summary Information

Total Exiters

Report total # of individuals who haven’t received services for 90 consecutive days…

Total Participants Served

Report total # of individuals who received services during the quarter (read: anyone, old and new, total)

New Participants Served

Report # of individuals who received their first service (became participants!) during the quarter

12

B.1.

B.2.

B2 will exceed B3 unless you’re reporting participants for 1st time

B.3.

12


Reporting item b 3 new participants served

Reporting Item B.3. – New Participants Served

  • It’s when you report NEW participants (individuals you’ve never reported before) that we want to know about them! That means demographic and EO data…

    • Gender (3a or 3b)

    • Ethnicity (3c)

    • Race (3d—3i)

    • Hispanic/Latino and More Than One Race (3j)

    • Eligible Veterans (3k)

    • Persons with a disability (3l)

These are 3 separate items


Workshop eta 9134 part 1 focusing on sections a through c

Reporting (Example #1)Item B.3. – New Participants Served

62+50=112

18+2+10

+0+27+0

=57

Note: 55 new participants “unaccounted for” (112-57). This grantee probably added 19 (3c) and 36 (3j) to the sum of racial categories.

14


Workshop eta 9134 part 1 focusing on sections a through c

Reporting (Example #2)Item B.3. – New Participants Served

The reported data reflect another common reporting error.

What is it?

15


Section c customer services and activities

Section C. Customer Services and Activities

  • Number Began Receiving Education / Job Training Activities

  • Number Completed Education / Job Training Activities

  • Key Terms:

  • Education/Job Training Activities

  • Completed


Key term education job training activities

Key Term – EDUCATION/JOB TRAINING ACTIVITIES

  • Includes training associated with Associates degree, classroom training, occupational skills training, skill upgrading, OJT, customized training

  • Does not include career awareness or career exploration activities, case management, assessments

    • See Reporting Supplement/Glossary


Key term completed

Key Term – COMPLETED

  • Completed refers to successful completion – Grantees determine what constitutes successful completion, but…

    • A participant can only “complete” one time (read: can only be reported in Item C.2. one time)

    • Even if there are numerous components to the “education/job training activities” (e.g., several courses), only report once

    • See Reporting Supplement/Glossary and FAQ #6


Reporting section c customer services activities

Reporting Section C. Customer Services & Activities

Number Began Education/Job Training Activities

Report total # of individuals who began receiving industry and/or occupational skills education and job training activities

Number Completed Education/ Job Training Activities

Report total # of individuals who successfully completed [one or more*] industry and/or occupational skills education and job training activities (Record only one time for each individual)

C.1.

C.2.

*Grantees decide what constitutes successful completion (but you can only report it once!)

19


Reporting item c 2 completed educ job trng activities

Reporting Item C.2. – # Completed Educ/Job Trng Activities

  • When you report individuals as [successfully] “Completed Education/Job Training Activities,” you have to take it a step further...

  • Of those who successfully complete…

    • Number Received Degree/Certificate

    • Number Entered Employment

    • Number Entered Training-Related Employment

C.2.a.

C.2.b.

C.2.c.

In other words, each of these three items is actually a subset of C.2 (Example: you can’t have someone who received a degree/certificate without reporting them as completed)


Reporting item c 2 consists of three 3 sub elements

Reporting Item C.2. Consists of Three (3) Sub-elements

Number Received Degree/Certificate

Of those who successfully completed, report total # who received a degree or certificate (can only report one time, even if individual received more than one*)

Number Entered Employment

Of those who successfully completed, report total # who entered employment during that quarter (which can include a new position)

This is not the Adult Entered Employment Rate common measure!!!!

Number Entered Training-Related Employment

Ideally, this element should be numbered as C.2.b.1 because it is a subset of C.2.b

C.2.a.

C.2.b.

C.2.c.

21

*You can report additional certificates in Section D.1.I.


Reporting clarifying item c 2 c

Reporting Clarifying Item C.2.c.

Number Entered Training-Related Employment

If you report any number for Item C.2.c, you must specify the NAICS code

In other words, if individuals entered training-related employment, you must specify what kind and you can only pick one for each person!

Every occupation can be identified by the North American Industrial Classification System; if an occupation cannot be identified, use NAICS Code #19 (Other Services)

Suggestion: If you have individuals who can be classified in more than one code, pick one, then clarify the information in Section D.1.I

Suggestion: If you have individuals coded as #19, use Section D.1.I to further clarify

C.2.c.

22


Reporting example 1 item c 2 number completed

Reporting (Example #1) Item C.2.—Number Completed ….

The reported data reflect two common errors.

What are they?

23


Exercise

Exercise !

ABC Technical College is running a program called Your Income is Our Outcome

There are nine (9) reporting errors on their 9134

Locate and describe the errors on this fictitious report

24


Workshop eta 9134 part 1 focusing on sections a through c

Accountability & Grants Management: Connecting the Dots

THANKS!

U.S. Department of Labor, ETA, Region 4 Discretionary Grantee Training Conference

March 1-2, 2011


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