Workshop:Workshop:

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

Accountability and Grants Management:Connecting the Dots

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

March 1-2, 2011March 1-2, 2011

ObjectivesObjectives

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)

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ETA 9134 – OutlineETA 9134 – Outline

• Four Sections

A. Grantee Identifying Information

B. Customer Summary Information

C. Customer Services and Activities

D. Report Certification/Additional Comments

• D.1. – Report Comments/Narrative

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ETA 9134 – Outline (2)ETA 9134 – Outline (2)

A. Grantee Identifying Information

Who you are; 6 data elements

B. Customer Summary Information

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

C. Customer Services and Activities

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

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Section A. Section A. Grantee Identifying InformationGrantee Identifying Information

1. Grantee Name2. Grant Number3. Program/Project Name4. Grantee Address5. Report Quarter End Date

3/31, 6/30, 9/30, 12/316. Report Due Date

5/15, 8/14, 11/14, 2/14

Most of the information is

“pre-populated”

once grantee logs on

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Section B. Section B. Customer Summary InformationCustomer Summary Information

1. Total Exiters (B.1.)

2. Total Participants Served (B.2)

3. New Participants Served (B.3)

Key Terms:• Participant• Exit/Exiter• Gap in Service• Served (or Receipt of Services)

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Key Term – PARTICIPANTKey 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

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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

Participation Date

Last Service

Exit Date

90th Day of Inactivity

Exit ReportedExit Reported

Key Term – EXITKey Term – EXIT

Key Term – EXITER (Example)Key Term – EXITER (Example)

January 2010 February 2010

1 2 3 1

4 5 6 7 8 9 10 2 3 4 5 6 7 8

11 12 13 14 15 16 17 9 10 11 12 13 14 15

18 19 20 21 22 23 24 16 17 18 19 20 21 22

25 26 27 28 29 30 23 24 25 26 27 28

March 2010 April 2010

1 1 2 3 4 5

2 3 4 5 6 7 8 6 7 8 9 10 11 12

9 10 11 12 13 14 15 13 14 15 16 17 18 19

16 17 18 19 20 21 22 20 21 22 23 24 25 26

23/30

24/31

25 26 27 28 29 27 28 29 30

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).

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).

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Key Term – GAP IN SERVICEKey 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

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

2. Health/medical reason

3. 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

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

in service

Key Term – SERVICEKey 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

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ReportingReporting Section B. Section B. Customer Summary InformationCustomer 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

B.1.B.1.

B.3.B.3.

B.2.B.2.

B2 will exceed B3

unless you’re

reporting participant

s for 1st time

B2 will exceed B3

unless you’re

reporting participant

s for 1st time

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Reporting Reporting Item B.3. – New Participants ServedItem 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

These are 3 separate

items

B.3 New Participants Served 112

3a. Male 62

3b. Female 50

3c. Hispanic/Latino 19

3d. American Indian or Alaska Native 18

3e. Asian 2

3f. Black or African American 10

3g. Native Hawaiian or Other Pacific Islander 0

3h. White 27

3i. More Than One Race 0

3j. Hispanic/Latino and More Than One Race 36

3k. Eligible Veterans 0

3l. Persons with a Disability 0

62+50=11262+50=112

18+2+10+0+27+0

=57

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.

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

categories.

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

B.3 New Participants Served 112

3a. Male 62

3b. Female 50

3c. Hispanic/Latino 19

3d. American Indian or Alaska Native 18

3e. Asian 2

3f. Black or African American 10

3g. Native Hawaiian or Other Pacific Islander 0

3h. White 27

3i. More Than One Race 0

3j. Hispanic/Latino and More Than One Race 36

3k. Eligible Veterans 0

3l. Persons with a Disability 0

The reported data reflect another common

reporting error.

What is it?

The reported data reflect another common

reporting error.

What is it?

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

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Section C. Section C. Customer Services and ActivitiesCustomer Services and Activities

1. Number Began Receiving Education / Job Training Activities

2. Number Completed Education / Job Training Activities

Key Terms:• Education/Job Training Activities• Completed

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Key Term – Key Term – EDUCATION/JOB TRAINING ACTIVITIESEDUCATION/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

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Key Term – COMPLETEDKey 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

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ReportingReporting Section C. Section C. Customer Services & ActivitiesCustomer 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.1.

C.2.C.2.

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

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Reporting Reporting Item C.2. – # Completed Educ/Job Trng ActivitiesItem 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 EmploymentIn 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)

C.2.a.C.2.a.

C.2.b.C.2.b.

C.2.c.C.2.c.

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

C.2.b.C.2.b.

C.2.c.C.2.c.

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

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Reporting Reporting Clarifying Item C.2.c.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.C.2.c.

C.2 Number Completed Education/Job Training Activities 1077

2a. Number Received Degree/Certificate 1019

2b. Number Entered Employment 0

2c. Number Entered Training-Related Employment 487

(1) Agriculture, Forestry, Fishing, & Hunting 0

(2) Mining 0

(3) Utilities 439

(4) Construction 0

0

(15) Educational Services 2

0

(20) Public Administration 0

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

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The reported data reflect two common

errors.

What are they?

The reported data reflect two common

errors.

What are they?

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

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

March 1-2, 2011March 1-2, 2011

Accountability & Grants Management: Connecting the Dots

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