GAL5-98_Ch1_Attach.pdf

ETA Advisory File Text

ATTACHMENT TO GAL 5-98 CHANGE 1 TAA NAFTA-TAA GENERAL CODING INSTRUCTIONS The following data specifications have been designed to capture all of the items identified as reporting requirements for the Trade Adjustment Assistance TAA and NAFTA-Transitional Adjustment Assistance NAFTA-TAA programs under the Trade Act of 1974 as amended. Implementation of the TAA NAFTA-TAA reporting system is to begin by including participants who become terminees from the TAA or NAFTA-TAA programs during the first quarter of fiscal year FY 1999 October 1 1998 through December 31 1998 . Each State is required to continue to prepare and submit reports covering terminees during each quarter thereafter all reports must be submitted no later than 45 days after the end of the reporting quarter. The following instructions provide the format and definitions that will be used to collect and transmit the terminee information each quarter. The data items in this system and their associated definitions are designed to provide information about program performance and outcomes for participants. For purposes of this reporting system a participant shall be deemed to have terminated if that participant has completed all of his her reemployment program or has withdrawn from such program prior to completion and has received no other program benefits during the 90 days following completion withdrawal. If the outcome for the participant is known earlier than 90 days after completion withdrawal the State should immediately deem the participant a terminee and record the outcome data. As a rule numeric fields which allow variable lengths should be right justified and alphabetic fields allowing variable lengths should be left justified. The field type for these particular fields will indicate which choice should be used in filling the field. Decimals should be entered in fields recording wages. These fields will be indicated in the coding instructions. FISCAL YEAR 1999 TRANSMISSION PROCEDURES General Instructions Data can be submitted either in fixed fields or in comma-delimited fields as explained below . A transmittal form should be included with each submission to provide for accountability. Methods of Transmission E-mail The preferable way to send submissions is by E-mail. Compress the file using standard disk compression programs before sending. Send the E-mail transmission to Alexandria Martinez spra.com. Diskette If possible the States should submit one file per diskette. Data should be in ASCII flat files. Label each diskette with the State FIPS code. Label each diskette in sequence Disk 1 of 20 Disk 2 of 20 etc. . Record the total number of diskettes being submitted on the transmittal form. Modem To submit records by modem please contact David Wright at 650 617-8625 x637 to obtain transmission specifications and to arrange for a convenient time. Hard Copy Indicate that hard copy is being transmitted on the transmittal form. Number pages in sequence 1 of 100 2 of 100 etc. . Write the State FIPS code in the top left-hand corner of each page. Indicate on the transmittal form how may pages are being submitted. Magnetic Tape Specify the type format and size of tape on the transmittal form. All files should be in ASCII format. Label the tape s with the State FIPS code. If more than one tape is submitted label each tape in sequence Tape 1 of 2 Tape 2 of 2 . Send data and correspondence to TAA Processing Social Policy Research Associates 200 Middlefield Road Suite 100 Menlo Park CA 94025 TAA NAFTA-TAA MEDIA TRANSMITTAL FORM - FY1999 1. State 2. Contact Person Phone Address 3. Date Sent 4. Submission Type Disk s Number of disks Modem E-mail transmission send to Alexandria Martinez spra.com Tape Block Size Type Format 5. Filename 6. What file format are you using Fixed fields Comma-delimited fields 7. Total number of records in file TAA NAFTA-TAA DATA SPECIFICATIONS AND CODING GUIDELINES FOR FISCAL YEAR 1999 Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines Section I Identification and Characteristics of Applicant 1 20 1-20 Left Justify I.1. State name Record the full name of the State reporting the data. Note this is an alphabetic field. 2 9 21-29I.2. Social Security NumberRecord the individual s Social Security Number without dashes or spaces e.g. 123456789 . 3 8 30-37I.3. Date of birth Record the date of birth of the individual in MMDDYYYY format e.g. 03051975 . 4 1 38I.4. Gender Record the code indicating the individual s gender 1 Male. 2 Female. 5 1 39I.5. Race Ethnicity Record the code indicating the individual s race ethnic group from among the following categories 1 American Indian or Alaska Native. 2 Asian. 3 Black or African American. 4 Hispanic or Latino. 5 Native Hawaiian or Other Pacific Islander. 6 White. 6 1 40I.6. Individual with a disabilityRecord the code which indicates the individual s disability status 1 Yes and a substantial barrier to employment. 2 Yes but not a substantial barrier to employment. 3 No. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines 7 1 41I.7. Veteran status Record 1 for Yes or 2 for No to indicate whether or not the participant is a person who A served on active duty in the U.S. military for a period of more than 180 days and who was discharged or released with other than a dishonorable discharge or B was discharged or released from active duty because of a service-connected disability or C was discharged as a member of a reserve component under an order to active duty. 8 2 42-43I.8. Highest school grade completedEnter the highest school grade completed 00 by the individual using the following codes 00 No school grade completed. 01-11 Number of elementary secondary grades completed participants who completed 12 th grade but did not receive a diploma or equivalent are to be coded 11 . 12 High school graduate or equivalent. 13-15 If a high school graduate or equivalent the number of school years completed during college or full- time technical or vocational school. 16 Bachelor s degree or equivalent. 17 Fifth year of full-time college Master s degree 1- year program or equivalent. 18 Sixth year or more of full-time college Master s degree 2-year program Ph.D. or equivalent. 9 1 44I.9. Limited English- language proficiencyRecord the proficiency status of the individual 1 Native language is not English and is unable to communicate in English resulting in a barrier to employment. 2 Does not meet any of the criteria in 1 above. 10 8 45-52I.10. Most recent qualifying separation dateRecord the most recent date of separation MMDDYYYY from trade-impacted employment that qualifies the individual to apply for Trade Adjustment Assistance. 11 6 53-58I.11. Wage at most recent qualifying separationRecord the hourly wage 000.00 paid to the participant at the time of the participant s most recent qualifying separation. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines 12 3 59-61I.12. Tenure with employer at most recent qualifying separationRecord the total number of months 000 that the applicant was employed with the employer of record as of the applicant s most recent qualifying separation. 13 8 62-69I.13. Date of applicationRecord the date MMDDYYYY on which the individual applied for services under the TAA or NAFTA-TAA program. 14 6 70-75I.14. Petition number Record the petition number of the certification 000000 which applies to the applicant s worker group. If there is more than one petition number for example one each for TAA and for NAFTA-TAA record the petition number of the program from which the training is paid unless a waiver was issued TAA program only . Do NOT include any alphabetic suffix just report the petition number. 15 1 76I.15. Program of participationEnter the program under which the participant received services and benefits using the following codes 1 TAA. 2 NAFTA-TAA. 3 Both. 16 8 77-84I.16. Date of participationRecord the date MMDDYYYY on which the individual began to receive TAA or NAFTA-TAA-funded program services after initial screening for eligibility and after eligibility determination. An applicant becomes a participant upon first receipt of training including travel and or subsistence Trade Readjustment Allowance job search allowance or relocation allowance. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines 17 1 85I.17. Unemployment compensation statusRecord the code 1 2 or 3 indicating which of the following classifications best describes the individual s UC status at the time of application 1 Claimant an individual who has filed a claim and has been determined monetarily eligible for benefit payments under one or more State or Federal unemployment compensation programs and who has not exhausted benefit rights or whose benefit period has not ended. 2 Exhaustee an individual who has exhausted all UC benefit rights for which the applicant has been determined monetarily eligible including extended benefit rights. 3 None. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines Section II Activity and Service Record II.1. Training Record the following items for the TAA or NAFTA-TAA approved training received by the participant. 18 8 86-93II.1a. Date entered Record the date MMDDYYYY the participant s approved training began. 19 8 91-101II.1b. Date completed or withdrewRecord the date MMDDYYYY the participant completed his her approved training or withdrew permanently from such training. 20 1 102II.1c. Training completed1 Completed his her approved training course. 2 Did not complete withdrew . 21 1 103II.1d. Travel while in training1 Received a travel allowance while in training. 2 Did not. 22 1 104II.1e. Subsistence while in training1 Received a subsistence allowance while in training. 2 Did not. 23 9 105-113 Left Justify and zero fill II.1f. Occupational skills training codeIf the participant received any non-classroom training for a specific occupation record the 9-digit DOT code or the 5- digit OES code that best describes the occupation. If the participant received classroom occupational skills training either of these DOT or OES or the 6-digit CIP code that best describes the training should be recorded. If the participant received no specific training record 000000000. Note this field should be left justified and zero-filled. 24 1 114II.1f. Occupational typeRecord the appropriate code for the type of system used 1 9-digit DOT code. 2 5-digit OES code. 3 6-digit CIP code. 9 No code. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines 25 1 115II.1g. Type of training Record the appropriate code for the type of training received 1 Remedial training. 2 Occupational classroom training. 3 On-the-job OJT training. If the participant received more than one type of training record the type of training that comprised the major part of the participant s training. 26 1 116II.2. Trade Readjustment Allowance TRA 1 Received basic TRA. 2 Received additional TRA. 3 Received both basic and additional TRA. 4 Did not receive any TRA. 27 1 117II.3. Waiver from training1 Received a waiver from the training requirement in order to receive TRA TAA program only . 2 Did not receive such a waiver. 28 1 118II.4. Job search allowance1 Received a job search allowance. 2 Did not receive a job search allowance. 29 1 119II.5. Relocation allowance1 Received a relocation allowance. 2 Did not receive a relocation allowance. 30 1 120II.6. Basic reemployment service BRS 1 Received any basic reemployment services as a result of being certified eligible to apply for adjustment assistance under TAA or NAFTA-TAA. 2 Did not receive such services. 31 1 121II.7. Other Federal program coenrollmentRecord if the individual was coenrolled in the following programs 1 JTPA Title III adult dislocated worker program. 2 Pell educational grant. 3 Both 1 and 2 above. 4 Other Federal job training except those above . 9 Not coenrolled in any other Federal program. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines Section III Program Terminations and Other Outcomes 32 8 122-129III.1. Date of terminationRecord the date MMDDYYYY on which the participant is deemed to have terminated from the TAA or NAFTA- TAA program. A participant shall be deemed to have terminated if that participant has completed all of his her reemployment program or has withdrawn from such program prior to completion and has received no other program benefits during the 90 days following completion withdrawal. If the participant is known to be employed or the participant s outcome is otherwise known before the 90 days have elapsed then the participant should immediately be deemed a terminee and the outcome data recorded. 33 1 130III.2. Entered unsubsidized employmentRecord 1 for Yes 2 for No or 9 for Unknown indicating whether or not the terminee entered full- or part-time unsubsidized employment i.e. not financed by funds provided under the Trade Act including entry into the Armed Forces employment in a registered apprenticeship program and self-employment. III.3 Employment informationIf item III.2 is Yes record the following information 34 2 131-132III.3a. Hours worked per weekRecord the usual number of hours 00 of work scheduled per week in whole hour increments no fractions of hours including overtime. If the hours scheduled per week are unknown record 99 . If the hours scheduled per week are larger than 98 record a 98 . 35 6 133-138III.3b. Hourly wage at terminationRecord the hourly wage at termination 000.00 enter 0 for unknown. Hourly wage includes any bonuses tips gratuities commissions and overtime pay earned. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines 36 1 139III.3c. Receives fringe benefitsRecord whether or not the job provides fringe benefits consisting of at a minimum health insurance benefits and coverage under Social Security or an equivalent pension plan. Note In cases where a period of probation is required by the employer for newly-hired individuals if such employment normally provides fringe benefits after the period of probation record a 1 for Yes in this item. 1 Yes. 2 No. 9 Unknown. If item III.2 is No record a blank. 37 9 140-148 Numeric left justify and zero fill III.3d. Occupational codeRecord the occupational code 000000000 either 9-digit DOT or 5-digit OES most appropriate for the job. For individuals holding multiple jobs record the code for the job with the largest number of hours worked. Note this field should be left justified and zero filled. If item III.2 is No record a blank value. 38 1 149III.3d. Occupational skills training typeRecord the appropriate code for the occupational coding system used from the following list 1 9-digit DOT code. 2 5-digit OES code. 3 Unknown. If item III.2 is No record a blank. 39 2 150-151III.3e. State where job is locatedRecord the two-digit FIPS State code 00 for the State where the job is located. If the job is located outside the United States record 99 . If item III.2 is No record a blank. 40 1 152III.3f. Job covered by Unemployment Insurance1 Yes job is covered by Unemployment Insurance. 2 Not covered. If item III.2 is No record a blank. Field Number Size PositionTAA NAFTA-TAA Item and DescriptionGuidelines 41 1 153III.3g. Recalled by layoff employer1 Recalled by employer from which the most recent qualifying separation occurred. 2 Not recalled. 9 Unknown. If item III.2 is No record a blank.