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

1. 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

2. 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)

3. ETA 9134 – Outline • Four Sections • Grantee Identifying Information • Customer Summary Information • Customer Services and Activities • Report Certification/Additional Comments • D.1. – Report Comments/Narrative

4. 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

5. 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

6. 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)

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. Reporting (Example #2)Item B.3. – New Participants Served The reported data reflect another common reporting error. What is it? 15

16. 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

17. 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

18. 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

19. 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

20. 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)

21. 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.

22. 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

23. Reporting (Example #1) Item C.2.—Number Completed …. The reported data reflect two common errors. What are they? 23

24. 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

25. Accountability & Grants Management: Connecting the Dots THANKS! U.S. Department of Labor, ETA, Region 4 Discretionary Grantee Training Conference March 1-2, 2011