TEGL_7_12_Acc.pdf

ETA Advisory File Text

RESCISSIONS None EXPIRATION DATE Continuing EMPLOYMENT AND TRAINING ADMINISTRATION ADVISORY SYSTEM U.S. DEPARTMENT OF LABOR Washington D.C. 20210 CLASSIFICATION Labor Exchange Reporting System CORRESPONDENCE SYMBOL OPDR OWI VETS DATE September 28 2012 ADVISORY TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 7-12 TO STATE WORKFORCE AGENCIES STATE WORKFORCE LIAISONS FROM JANE OATES s Assistant Secretary SUBJECT Implementing the Veterans-Related and Other Reporting Change Requirements in the Labor Exchange Reporting System LERS 1. Purpose . To advise States of the changes to LERS necessary to implement Sections 211 238 and 239 of the VOW to Hire Heroes Act of 2011 VOW Act and Section 2149 of the Middle Class Tax Relief and Job Creation Act of 2012 as well as for collecting performance data related to the Veterans Gold Card Initiative. 2. References . Sections 211 238 239 and 261 of the VOW Act Pub. L. 112-56 Title II Title 38 Sections 4107 and 4215 38 U.S.C. 4107 4215 The Jobs for Veterans Act JVA of 2002 Pub. L. 107-288 Section 2 a codified at 38 U.S.C. 4215 Middle Class Tax Relief and Job Creation Act of 2012 Pub. L. 112-96 February 22 2012 Title II Section 2142 Training and Employment Guidance Letter TEGL 10-09 Implementing Priority of Service for Veterans and Eligible Spouses in all Qualified Job Training Programs Funded in whole or in part by the U.S. Department of Labor DOL TEGL 30-11 Information and Guidance on the Work Opportunity Tax Credit Provisions Introduced by the Veterans Opportunity to Work VOW to Hire Heroes Act of 2011 and IRS Guidance on Submission of Form 8850 Training and Employment Notice TEN 15-10 Protocol for Implementing Priority of Service for Veterans and Eligible Spouses in all Qualified Job Training Programs Funded in whole or in part by the U.S. Department of Labor DOL TEGL 20-11 Reemployment Services and Reemployment Eligibility Assessment Activities for Recipients of Emergency Unemployment Compensation TEGL 37-11 Notification of Available Funding to Implement Veterans-Related Reporting Requirements in the Labor Exchange Reporting System LERS TEN 15-11 Gold Card Initiative 2 TEN 43-11 and VPL 7-12 Overview of the Veterans Retraining Assistance Program VRAP section 211 of the VOW to Hire Heroes Act of 2011 and ET 406 Handbook ETA 9002 Report and VETS 200 Report. 3. Background . The Employment and Training Administration ETA is modifying instructions for several ETA reports to collect information needed as a result of new program and reporting requirements contained in recently enacted legislation and federal initiatives. On August 5 2011 President Obama announced a comprehensive plan to lower the number of unemployed veterans and to ensure that service members leave the military career-ready. The announcement included several initiatives including the creation of a suite of Gold Card services for veterans. The Gold Card Initiative which provides unemployed post-9 11 era veterans with intensive and follow-up services was announced on November 4 2011. The Gold Card services include a combination of intensive services such as skills assessment career coaching and job search assistance over a six-month period to jump-start the veterans job search process and connect them to the civilian labor force. To determine the number of veterans who access the services offered under the Gold Card Initiative ETA has proposed the collection of information on the services provided and outcomes achieved by post-9 11 era veterans. On November 21 2011 President Obama signed the VOW Act. Section 211 of the VOW Act established the Veterans Retraining Assistance Program VRAP . The VRAP program provides training assistance to eligible veterans. This requires that the Department track these participants offer employment assistance and report employment outcomes. Section 238 of the VOW Act requires that several new performance measures be collected for an annual report on veteran job counseling training and placement in Department of Labor Department programs. Section 239 of the VOW Act requires the Department to report on whether veterans are receiving priority of service and are being fully served by qualified job training programs in accordance with 38 U.S.C. 4215. Congress passed the Middle Class Tax Relief and Job Creation Act of 2012 Tax Relief Act in February 2012. The Tax Relief Act amended the Emergency Unemployment Compensation EUC Act of 2008 adding among other provisions a requirement that States provide reemployment services and reemployment and eligibility assessments RES REA to individuals who begin receiving EUC First Tier benefits or who transition from First Tier to Second Tier benefits on or after March 23 2012. The current modifications to LERS the performance reporting system for the Wagner- Peyser Employment Service ES and the Jobs for Veterans State grants collect the information needed to implement these new requirements. In order to assist States in implementing the system modifications the Department announced the availability of funds in the amount of 60 000 for each State and applicable territory District of Columbia Puerto Rico and U.S. Virgin Islands . See TEGL No. 37-11 for more information on this funding. 3 Reporting on the additional required data elements in the LERS will be made effective on August 15 2012. Further ETA has granted a one-time 30-day extension of the first quarter PY 2012 reporting deadline rendering a LERS reporting due date of December 15 2012 rather than the customary due date of November 14 2012. Note This due date applies only to the LERS reporting deadline. All other PY 2012 first quarter reporting deadlines are not being extended. 4. Changes to the Employment Service Record Layout . In order to collect the additional information required by the VOW Act priority of service for veterans the Gold Card Initiative and the Tax Relief Act several new pieces of information need to be collected in the individual record layout for LERS. These items are Date of first self-service Date of first staff-assisted service Veterans status Post 9 11 era veteran Transition assistance program TAP employment workshop veteran This is the TAP workshop by the Department of Labor Covered person entry date Most recent date received self-service Type of recognized credential Date of attainment of the recognized credential Local Workforce Investment Board LWIB name Office name Case manager Special program identifier The following table provides a description of the new items added to the LERS file. More detailed information regarding these new elements as well as corresponding edit checks and reporting specifications are available in the revised ET 406 Handbook which can be accessed at http www.doleta.gov performance guidance WIA 406 handbook.pdf . New Element Name New Element Reporting Description Date of First Self -Service Record the date on which the individual received his her first self-service either at a physical location or through an electronic resource. A self-service is defined as any service that was provided to the job seeker without significant staff involvement. Date of First Staff -Assisted Service Record the date on which the individu al received his her first staff-assisted service. 4 New Element Name New Element Reporting Description Veteran Status Note this new element does NOT replace the Eligible Veteran Status element already incorporated in the individual record layout. Veteran reporting specifications still rely on the Eligible Veteran Status for all calculations. Record 1 if the participant is a person who served on active duty in the military naval or air services and who was discharged or released from such service under conditions other than dishonorable. Record 2 if the participant does not meet the condition described above. Record 0 or leave blank if participant does not disclose veteran status. Post 9 11 Era Veteran The term Post 9 11 Era Veteran means a person who served for at least one day on or after September 11 2001 on active duty in the military naval or air service and who was discharged or released from such service under conditions other than dishonorable. Record 1 if the individual meets the conditions of an eligible veteran and served at least one day of active duty on or after September 11 2001. Record 2 if the individual meets the conditions of an eligible veteran type 1 or eligible veteran type 2 and did not serve at least one day of active duty on or after September 11 2001. Record 0 or blank if the individual is not a veteran. Transition Assistance Program TAP Workshop Veteran A TAP veteran is any veteran or Transitioning Service Member TSM who attended a TAP workshop during the three year period prior to the date of participation. Please note the Department recognizes that TSMs may not yet have veteran status however TSMs who participate in TAP Workshops are classified as TAP Workshop Veterans. Record 1 if the participant meets the conditions described above. Record 2 if the participant does not meet the conditions described above. Leave blank if the participant is not a veteran or TSM. 5 New Element Name New Element Reporting Description Covered Person Entry Date Record the date that a veteran or other eligible spouse first made contact with the workforce system either at a physical location or through an electronic resource. Most Recent Date Received Self -Service Indicate the most recent date a job seeker received self-service during the reporting period either at a physical location or through an electronic resource. A self- service is defined as any service that was provided to the job seeker without significant staff involvement. Type of Recognized Credential Use the appropriate code to record the type of recognized diploma degree or certificate attained by the participant. 1 High School Diploma GED 2 AA or AS Diploma Degree 3 BA or BS Diploma Degree 4 Occupational Skills Licensure 5 Occupational Skills Certificate Credential 6 Other Recognized Educational or Occupational Skills Certificate Credential Record 0 or blank if no certificate was received. Diplomas degree or certificates must be attained either during participation or by the end of the third quarter after the quarter of exit from services Date of Attainment of the Recognized Creden tial Record the date the recognized credential was attained. Local Workforce Investment Board WIB Name Record the LWIB Name where the individual received services. Leave blank if unknown or not identified. Office Name Record the Office Name from which the individual received services. Leave blank if unknown or not identified. Case Manager Record the name of the case manager assigned to the individual. Leave blank if unknown or not identified. 6 New Element Name New Element Reporting Description Special Program Identifier Record the ETA assigned Special Program Identifier. Leave blank if not applicable or not identified. 5. Changes to the ETA 9002 and VETS 200 Reports . Beginning on August 15 2012 ETA began the collection of and reporting on the additional information required by Sections 238 and 239 of the VOW Act Section 2142 of the Middle Class Tax Relief and Job Creation Act of 2012 and for collecting performance data related to the Gold Card Initiative. ETA will utilize an updated web-based Data Reporting and Validation System DRVS denoted the Enterprise Data Reporting and Validation System E- DRVS for the first submission on the modified LERS layout due December 15 2012. An E-DRVS User s Guide will be incorporated and made available within the software. Please check www.doleta.gov performance for updates. The only changes necessary for the PY 2012 first quarter submission are the changes to the LERS individual record layout discussed in Section 4. There are changes to the reports discussed below however beginning with the December 15 2012 submission PY 2012 Q1 States will only have to upload the modified LERS file as the E-DRVS will generate and submit the reports to ETA. States will still be required to certify the data prior to its official upload to ETA however E-DRVS will build the reports. The following items were added to the ETA 9002 and VETS 200 reports to capture the additional required information. While the full details of the revised LERS reporting requirements are available in the revised ET 406 Handbook http www.doleta.gov performance guidance WIA 406 handbook.pdf the table below provides all of the new elements by report along with their associated technical specifications. Two new reports were added to the 9002 the 9002 F and the 9002 EUC to collect the required priority of service and EUC information. A credentials field will be added to the VETS 200 A B C and the ETA 9002 D. A Post 9 11 era veterans column will be added to the VETS 200 A B C and the ETA 9002 B and D. A Homeless veteran column will be added to the VETS 200 A and B. A TAP column was added to the ETA 9002 B and D. A TAP row was added to the VETS 200 A B C. Four additional rows will be added to the VETS 200 A B C and the ETA 9002 C and D to collect median earnings information at the three and sixth month intervals as required. 7 ETA 9002 A Element Name Position Specification TAP Workshop Veterans and TSMs Row 3 Count of unique RECORDS where DATE OF PROGRAM PARTICIPATION end of the report period and DATE OF EXIT beginning of the report period or is null and ELIGIBLE VETERAN STATUS is 1 or 2 or TSM is 1 and TAP WORKSHOP VETERAN is 1 ETA 9002 B Element Name Position Specification Post 9 11 Veterans Col. G Count of unique RECORDS where DATE OF PROGRAM PARTICIPATION end of the report period and DATE OF EXIT beginning of the report period or is null and ELIGIBLE VETERAN STATUS is 1 or 2 and POST 9 11 VETERAN is 1. TAP Workshop Veterans and TSMs Col. H Count of unique RECORDS where DATE OF PROGRAM PARTICIPATION end of the report period and DATE OF EXIT beginning of the report period or is null and ELIGIBLE VETERAN STATUS is 1 or 2 or TSM is 1 and TAP WORKSHOP is 1 TAP Workshop Veterans and TSMs Row 2 Count of unique RECORDS where DATE OF PROGRAM PARTICIPATION end of the report period and DATE OF EXIT beginning of the report period or is null and ELIGIBLE VETERAN STATUS is 1 or 2 or TSM is 1 and TAP WORKSHOP is 1 ETA 9002 C Element Name Position Specification Six -Month s Average Earnings Numerator Row 11 Sum of WAGES 2 nd QUARTER AFTER EXIT QUARTER and WAGES 3 rd QUARTER AFTER EXIT QUARTER where WAGES 1 st QUARTER AFTER EXIT QUARTER 0 and WAGES 1 st QUARTER AFTER EXIT QUARTER 999999.99 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 0 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 999999.99 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 0 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 999999.99 and DATE OF EXIT is within the reporting period and OTHER REASONS FOR EXIT is null or OTHER REASONS FOR EXIT 00 or 8 Element Name Position Specification OTHER REASONS FOR EXIT 98 Six -Month s Average Earnings Denominator Row 12 Count of unique RECORDS where WAGES 1 ST QUARTER AFTER EXIT QUARTER 0 and WAGES 1 ST QUARTER AFTEREXIT QUARTER 999999.99 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 0 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 999999.99 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 0 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 999999.99 and DATE OF EXIT is within the reporting period and OTHER REASONS FOR EXIT is null or OTHER REASONS FOR EXIT 00 or OTHER REASONS FOR EXIT 98 Three -Month s Median Earnings Row 14 The value of 1st quarter after exit wages that is the mid-point between the lowest wage reported and the highest wage reported. To determine the midpoint the 1st quarter after exit wages should be sorted from lowest to highest. If an odd number of unique records have been reported the mid-point value is defined as n 1 2 where n is the total unique records with 1st quarter after exit wages. Thus if 99 wage records are in the 1st quarter after exit the midpoint is the 50th record 99 1 2 50 . If an even number of unique records has been reported then the mid-point is the arithmetic mean of the two midmost wage values. Thus if 100 wage records are in the 1st quarter after exit the mid-point is 100 1 2 50.5 and the mean of the two midmost values is defined as the value of the sum of the 50th and 51st record divided by 2. Six -Month s Median Earnings Row 15 The value of 3rd quarter after exit wages that is the mid-point between the lowest wage reported and the highest wage reported. To determine the midpoint the 3rd quarter after exit wages should be sorted from lowest to highest. If an odd number of unique records have been reported the mid-point value is defined as n 1 2 where n is the total unique records with 3rd quarter after exit wages. Thus if 99 wage records are in the 3rd quarter after exit the midpoint is the 50th record 99 1 2 50 . If an even number of unique records has been reported then the mid-point is the arithmetic mean of the two midmost wage values. Thus if 100 wage records are in the 3rd quarter after exit the mid-point is 100 1 2 50.5 and the mean of the two midmost values is defined as the value of the sum of the 50th and 51st record divided by 2 9 ETA 9002 D Element Name Position Specification Post 9 11 Veterans Col. G Count of unique RECORDS where DATE OF PROGRAM PARTICIPATION end of the report period and DATE OF EXIT beginning of the report period or is null and ELIGIBLE VETERAN STATUS is 1 or 2 and POST 9 11 VETERAN is 1. TAP Workshop Veterans and TSMs Col. H Count of unique RECORDS where DATE OF PROGRAM PARTICIPATION end of the report period and DATE OF EXIT beginning of the report period or is null and ELIGIBLE VETERAN STATUS is 1 or 2 or TSM is 1 and TAP WORKSHOP is 1 Six -Month s Average Earnings Numerator Row 13 Sum of WAGES 2 nd QUARTER AFTER EXIT QUARTER and WAGES 3 rd QUARTER AFTER EXIT QUARTER where WAGES 1 st QUARTER AFTER EXIT QUARTER 0 and WAGES 1 st QUARTER AFTER EXIT QUARTER 999999.99 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 0 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 999999.99 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 0 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 999999.99 and DATE OF EXIT is within the reporting period and OTHER REASONS FOR EXIT is null or OTHER REASONS FOR EXIT 00 or OTHER REASONS FOR EXIT 98 Six -Month s Average Earnings Denominator Row 14 Count of unique RECORDS where WAGES 1ST QUARTER AFTER EXIT QUARTER 0 and WAGES 1 ST QUARTER AFTEREXIT QUARTER 999999.99 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 0 and WAGES 2 nd QUARTER AFTER EXIT QUARTER 999999.99 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 0 and WAGES 3 rd QUARTER AFTER EXIT QUARTER 999999.99 and DATE OF EXIT is within the reporting period and OTHER REASONS FOR EXIT is null or OTHER REASONS FOR EXIT 00 or OTHER REASONS FOR EXIT 98 Three -Mont hs Median Earnings Row 16 The value of 1st quarter after exit wages that is the mid-point between the lowest wage reported and the highest wage reported. To determine the midpoint the 1st quarter after exit wages should be sorted from lowest to highest. If an odd number of unique records have been reported the mid -point value is defined as 10 Element Name Position Specification n 1 2 where n is the total unique records with 1st quarter after exit wages. Thus if 99 wage records are in the 1st quarter after exit the midpoint is the 50th record 99 1 2 50 . If an even number of unique records has been reported then the mid-point is the arithmetic mean of the two midmost wage values. Thus if 100 wage records are in the 1st quarter after exit the mid-point is 100 1 2 50.5 and the mean of the two midmost values is defined as the value of the sum of the 50th and 51st record divided by 2. Six -Month s Median Earnings Row 17 The value of 3rd quarter after exit wages that is the mid-point between the lowest wage reported and the highest wage reported. To determine the midpoint the 3rd quarter after exit wages should be sorted from lowest to highest. If an odd number of unique records have been reported the mid-point value is defined as n 1 2 where n is the total unique records with 3rd quarter after exit wages. Thus if 99 wage records are in the 3rd quarter after exit the midpoint is the 50th record 99 1 2 50 . If an even number of unique records has been reported then the mid-point is the arithmetic mean of the two midmost wage values. Thus if 100 wage records are in the 3rd quarter after exit the mid-point is 100 1 2 50.5 and the mean of the two midmost values is defined as the value of the sum of the 50th and 51st record divided by 2 ETA 9002 F The entire 9002F report is new and will be automatically generated by E-DRVS. This report will be utilized to report on the implementation of the priority of service provisions contained in the VOW Act. The report will capture information on the number of covered entrants reaching the end of the entry period 45 days from initial contact with the workforce system in the current and most recent four quarter periods the number of covered entrants that received a service during the entry period in the current and most recent four quarter periods and the number of covered entrants that received a staff assisted service during the entry period in the current and most recent four quarter periods. See the revised ET 406 Handbook for details. http www.doleta.gov performance guidance WIA 406 handbook.pdf ETA 9002 EUC The entire report is new and will be automatically generated by E-DRVS. No additional information or calculations on the part of the States are necessary for this report aside from flagging these individuals in the special projects field of the LERS individual record 11 layout with the EUC code REUC. See the revised ET 406 Handbook for details. http www.doleta.gov performance guidance WIA 406 handbook.pdf 7. Action Requested . State Administrators are requested to immediately transmit this TEGL to the appropriate staff. 8. Inquiries . All inquiries should be directed to the appropriate ETA regional office.