1 workforce investment act standardized record data (wiasrd) performance and technology office...

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Workforce Investment Act Standardized Workforce Investment Act Standardized Record Data (WIASRD)Record Data (WIASRD)

Performance and Technology OfficeEmployment and Training Administration, USDOL

[email protected]

2005 Revisions2005 Revisions

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WIASRD - General InstructionsWIASRD - General Instructions

Purposes of the WIASRD:• Establish a core set of data elements and specifications to

describe the characteristics, activities, and outcomes of individuals served by WIA programs (including NEGs);

• Enhance program management, budget development activities, and evaluation of the WIA programs by facilitating the collection and reporting of consistent and comparable data on participants; and

• Better inform the Administration, Congress and other stakeholders about WIA program performance results.

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Programs covered by WIASRD:• WIA Adult

• WIA Dislocated Worker

• WIA Youth

• National Emergency Grants (NEGs)

WIASRD specifications cover local formulaand statewide reserve fund activities

Special Note:

Statewide reserve fund activities that do not involvethe enrollment of individuals to receive services arenot covered by WIASRD

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• WIASRD follows a comma-delimited format

• Contains information on participant characteristics, services/benefits, and outcomes achieved

• Submitted electronically on an annual basis

Note: If due date falls on Saturday or Sunday, WIASRD files are due the Friday before

Program Year

Due Dates

PY 2005 October 15th, 2006



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• A single WIASRD file is submitted on each individual for each period of participation across the WIA programs in the state

• Entry into other partner programs (e.g., TAA, Labor Exchange) can extend the period of participation in the WIA programs

− Establishes a common exit date for all programs

− Measures performance at the same time

• Updated WIASRD files are submitted in each subsequent year until all outcome data is complete

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• A universe of WIASRD files are submitted for the following individuals (no sampling option):– All participants who receive WIA Adult formula funded

services and exit the program– All participants who receive WIA Dislocated Worker formula

funded services and exit the program– All participants who receive WIA Youth formula and 15%

statewide funded services and either . . . • Exit from the program; or• Achieve reportable outcomes while participating in the program

– All other participants who receive Statewide 15% funded services and exit the program

– Except for HCTC grants, all participants who receive NEG funded services and exit the program

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• States are not required to submit WIASRD files on . . .

– Participants who receive self-services and informational activities only

– Participants in statewide 15% activities that do not involve enrollment to receive services

• Research or evaluation studies• Pilot or demonstration programs

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Questions/Comments on Questions/Comments on WIASRD General InstructionsWIASRD General Instructions

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Overview of Record LayoutOverview of Record Layout

• WIASRD contains three (3) major sections of dataI. Individual Information

II. Program Activities and Service Information

III. Program Outcomes Information

Element

Name

Sequence

Number

Data Type/Field Size

Coding Values

Definitions/Reporting Instructions

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Overview of Record LayoutOverview of Record Layout

* Assumes that all available data elements for the Skill Attainment and Literacy and Numeracy Gains measures would be collected. The total required data collection in these WIASRD sections will vary significantly depending on the needs of the youth customer.

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WIASRD - WIASRD - Special NoteSpecial Note

• Self-Service Data Collection– WIASRD does not specify data collection

requirements for self-service participants– States may use WIASRD specifications to prepare

records for generating aggregate self-service counts– WIA Quarterly/Annual report specifications provide

standardized reporting logic based on WIASRD elements

– Minimum customer data collection requirements (same as ES/VETS programs):• Individual Identifier Element #101• Equal Opportunity Information Element #102 – 110• Employment Status Element #115

– Other WIASRD elements will be used as well, but do not directly burden the self-service customer

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• In Bold Blue Text (Element #):In Bold Blue Text (Element #):– Reflects new data collection and/or

important changes in either reporting instructions, definitions, or coding values

• In Underlined Red TextIn Underlined Red Text ( (Element #Element #):):– Reflects new data collection item

and/or important changes in either reporting instructions, definitions, or coding values; and

– Modification impacts performance calculations on Quarterly or Annual Reports

WIASRD - 2005 RevisionsWIASRD - 2005 Revisions

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WIASRD Section IWIASRD Section I

• Individual Identifier (Element #101)Individual Identifier (Element #101)– Not a Social Security Number– Alternate ID or encrypted SSN– Must identify the same person in . . .

• Every period of participation in the state• Every local area across the state• Situations where the individual receives services from

Wagner-Peyser, VETS, and/or TAA programs

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• Equal Opportunity Data (Elements #102 - 110)Equal Opportunity Data (Elements #102 - 110)– Self-identified by the individual and voluntary

• Except where required for program eligibility (e.g., age)

– Collapsed existing disability codes into “Yes/No” only

– Ethnicity must be collected separately from and before race

– Data collection forms must allow individuals to self-identify more than one category of race

– Eliminated “No” coding values for racial categories– Special code

• Record 0 or blank if individual does not self-identify

– Missing data will be accepted; no minimum percentage

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• Veteran Status (Element #111)Veteran Status (Element #111)– Aligned coding values and definitions with

new requirements in Jobs for Veterans Act

Current WIASRD WIASRD Revision (2005)

1 = Yes, < = 180 days 1 = Yes, < = 180 days

2 = Yes, > 180 days 2 = Yes, Eligible Veteran

3 = No 3 = Other Eligible Person

4 = No

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• Campaign Veteran (Element #112)Campaign Veteran (Element #112)– Aligned coding values with new requirements

in Jobs for Veterans Act– Eliminated separate classification for Vietnam-

Era veterans


1 = Yes 1 = Yes

2 = Yes, Vietnam-Era Veteran 2 = No

3 = No

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• Employment Status (Element #115)Employment Status (Element #115)– Aligned definition with TEGL 28-04 for common measures– Added separate coding value for workers who received

notice of layoff or separation from military


1 = Employed 1 = Employed

2 = Not Employed 2 = Employed, but Received Notice of Termination of Employment or

Military Separation

3 = Not Employed

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00 = No School Grades Completed

01 – 12 = Number of Secondary School Grades Completed

13 – 15 = Number of Post-Secondary School Grades Completed

16 = Bachelor’s Degree or Equivalent

17 = Education Beyond the Bachelor’s Degree

87 = Attained High School Diploma

88 = Attained GED or Equivalent

89 = Attained Certificate of Attendance/Completion (youth w/ disabilities)

90 = Attained Other Post-Secondary Degree or Certificate

• Highest School Grade (Element #122)Highest School Grade (Element #122)– Revised coding values to separate school

grades completed from degree achievement

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• Homeless/Runaway Youth (Element #125)Homeless/Runaway Youth (Element #125)– Expanded data collection to cover WIA Adult customers who receive intensive

and training services• Offender (Element #126)Offender (Element #126)

– Expanded data collection to cover WIA Adult customers who receive intensive and training services

• School Status at Participation (Element #129)School Status at Participation (Element #129)– Add a separate code for Alternative School


1 = Student, H.S. or Less 1 = In-School, H.S. or Less

2 = Student, Attending Post H.S. 2 = In-School, Alternative School

3 = Not Attending School; H.S. Dropout 3 = In-School, Post H.S.

4 = Not Attending School; H.S. Graduate 4 = Not attending school or H.S. Dropout

5 = Not attending school; H.S. Graduate

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• Foster Care Youth (Element #131)Foster Care Youth (Element #131)– New data collection item for youth 14 - 21– Individual is a person who is in foster care or has

been in the foster care system

Special Note Regarding WIASRD Section I Data Collection:All data elements contained in WIASRD Section I must be collectedfrom the individual at program participation and should not beupdated.

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Questions/Comments on Questions/Comments on WIASRD Section IWIASRD Section I

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WIASRD Section II.AWIASRD Section II.A

• Date of Program Participation (Element #302)Date of Program Participation (Element #302)– Date of first service following a determination of eligibility to participate

in the program– If served by multiple programs, record the earliest date of first service

1st Program

2nd Program

Nth Program

Common Period of Participation

Date of Participation

Date ofExit

90 calendar days no service

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• WIA/NEG Program Funding Codes (Elements #304 - #313c)WIA/NEG Program Funding Codes (Elements #304 - #313c)– Classifies program participants into one or more WIA programs, including NEGs, for calculating

performance– Participants are counted in the measures for all program funding streams in which they are co-enrolled– Only two (2) program funding elements were changed to simplify the performance groups

• Dislocated Worker Statewide 15% replaced Displaced Homemaker Statewide 15% (old WIASRD #308)

• Adult Statewide 15% replaced Other Statewide 15% (old WIASRD #310)

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AdultAdult

DislocatedWorker

DislocatedWorker

NationalEmergency

Grant

NationalEmergency

Grant

PERFORMANCE GROUPWIASRD ELEMENTS

Adult (local formula)Element #304

Adult (local formula)Element #304

Adult (15% statewide)Element #310

Adult (15% statewide)Element #310

DW (local formula)Element #305

DW (local formula)Element #305

DW (15% statewide)Element #308

DW (15% statewide)Element #308

Rapid Response(add’l assistance)

Element #312

Rapid Response(add’l assistance)

Element #312

NEG Project IDElement #313a

NEG Project IDElement #313a

2nd NEG Project IDElement #313b

2nd NEG Project IDElement #313b

3rd NEG Project IDElement #313c

3rd NEG Project IDElement #313c

OR

OR

OR

OR

OR

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YouthYouth

YoungerYouth

YoungerYouth

OlderYouthOlderYouth


Youth (local formula)Element #306

Youth (local formula)Element #306

Youth (15% statewide)Element #307

Youth (15% statewide)Element #307

Age at ParticipationElements #102, #302Age at ParticipationElements #102, #302

OR

14 - 18

19 - 21

14 - 21

AND

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1 = Institutionalized 01 = Institutionalized

2 = Health/Medical 02 = Health/Medical

3 = Deceased 03 = Deceased

8 = Reservist Called to Active Duty 04 = Family Care

05 = Reservists Called to Active Duty

06 = Relocated to Mandated Residential Program


• Other Reasons for Exit (Element #327)Other Reasons for Exit (Element #327)– Aligned coding values with common measures policy guidance – States may define additional codes for management purposes,

but should be mapped as either “00” or “blank” on WIASRD

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• Other Important ChangesOther Important Changes– Rapid Response (Element #311) Rapid Response (Element #311)

• Now a requiredrequired “Yes/No” data collection item for dislocated workers

– Trade Adjustment Assistance (Element #319) Trade Adjustment Assistance (Element #319) • Now a requiredrequired data collection item for adults and dislocated

workers; no longer optional

– Wagner-Peyser Act (Element #322)Wagner-Peyser Act (Element #322)• Now a requiredrequired data collection item for all WIA programs;

no longer optional

– Eliminated the following partner program elements:• NAFTA-TAA (old WIASRD #320)

• Welfare-to-Work (old WIASRD #324)

• Community Service Block Grant (old WIASRD #325)

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Questions/Comments on Questions/Comments on WIASRD Section II.AWIASRD Section II.A

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WIASRD Section II.BWIASRD Section II.B

• Received Core Self-Services (Element #331)Received Core Self-Services (Element #331)

• Date of First Staff-Assisted Core Service Date of First Staff-Assisted Core Service (Element #332)(Element #332)

– New data collection items for adults and dislocated workers

– Used to establish performance groups to . . .

• Generate aggregate self-service counts

• Exclude self-service participants from WIA performance calculations

• Include participants who receive more than self-services are included in WIA performance calculations

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Self-ServicesONLY

Self-ServicesONLY

More ThanSelf-ServicesMore Than

Self-Services


Yes Received Self-ServicesElement #331

Yes Received Self-ServicesElement #331

AND

No Staff Core ServicesElement #332

No Staff Core ServicesElement #332

No Intensive ServicesElement #334

No Intensive ServicesElement #334

No Date Entered TrainingElement #335

No Date Entered TrainingElement #335

No Type of Training #1Element #340

No Type of Training #1Element #340

Yes Type of Training #1Element #340

Yes Type of Training #1Element #340

Yes Staff Core ServicesElement #332

Yes Staff Core ServicesElement #332

Yes Intensive ServicesElement #334

Yes Intensive ServicesElement #334

Yes Date Entered TrainingElement #335

Yes Date Entered TrainingElement #335

OR

OR

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• Date Entered Training (Element #335)Date Entered Training (Element #335)– Replaced “Date of First Training Service”

(old WIASRD #333)

• Date Completed Training (Element #336)Date Completed Training (Element #336)

– New data collection item

– If multiple training services are provided, record the most recent date completed training

– Both elements are used to . . .

• Generate quarterly aggregate training counts; and

• Include participants who receive more than self-services in WIA performance calculations

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• Type of Training Service (Elements Type of Training Service (Elements #340#340 and #341) and #341)– Restructured coding values to provide more detail on the

types of training services provided– States have the option of recording a 2nd type of training

service– If multiple training services are provided, states can

record the two (2) most recent types of training– Coding values include the following:

1 = On-the-Job Training

2 = Skill Upgrading & Retraining

3 = Entrepreneurial Training

4 = Adult Education/Literacy Activities in Combination w/Training

5 = Customized Training

6 = Other Occupational Skills Training

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• Occupational Skill Coding (Elements #342 and #603)Occupational Skill Coding (Elements #342 and #603)

– Eliminated “Occupational Code Type” fields (old WIASRD #339 and #604)

– All occupational coding for training and, where available, employment will follow the O*NET Classification System

– Conversion tables are available at the National Crosswalk Service Center at http://www.xwalkcenter.org

– Record as many O*NET digits as are available; pad rest of the field with “0s”

– If multiple training services are provided, record O*NET code for the most recent training service

– If participant had multiple jobs, record O*NET code of the most recent job held

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• Other Important ChangesOther Important Changes– Received Disaster Relief Assistance (Element #330) Received Disaster Relief Assistance (Element #330)

• New data collection item (Yes/No) for participants who received disaster assistance under a NEG

– Received Workforce Info Services (Element #333) Received Workforce Info Services (Element #333) • New data collection item (Yes/No) for all WIA program

participants

– Pell Grant Recipient (Element #338)Pell Grant Recipient (Element #338)• Moved data collection out of Section I – Individual

Information

– Received Pre-Vocational Activities (Element # 339)Received Pre-Vocational Activities (Element # 339)• Name change from old WIASRD #335• Does not include basic skills activities provided as an

intensive service

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WIASRD Section II.CWIASRD Section II.C

• Enrolled in Education (Element #343)Enrolled in Education (Element #343)

– New data collection item for all youth (14 – 21)

– Used to calculate Attainment of Degree or Certificate measure

– Related to receipt of services rather than a participant characteristic

– States should record “1 = Yes” if . . . • Youth was already enrolled in education at

the time of participation; or • Youth became enrolled in education at any

point while participating in the program

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Questions/Comments on Questions/Comments on WIASRD Sections II.B and II.CWIASRD Sections II.B and II.C

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WIASRD Section III.AWIASRD Section III.A

• Employed 1Employed 1stst Quarter After Exit (Element #601) Quarter After Exit (Element #601)– Wage records are the primary data source for employment– Use code ‘3’ if employment information is not yet available

• Have not matched wage records; or• Have not completed supplemental data collection

– Supplemental data may be used if not found in the wage records

Special Note:Data collection expanded to include all WIA Youth (ages 14 – 21) to calculate the Placement in Employment orEducation common measure.

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• Type of Employment Match 1Type of Employment Match 1stst Quarter After Exit Quarter After Exit (Element #602)(Element #602)– Replaced the “Source of Supplemental Data” field

(old WIASRD #602)– Expanded coding options to provide additional detail on

data source of employment– More than one data source of employment?

• Record the data source for which the individual's earnings are greatest

– Coding values include the following:1 = UI Wage Records (In-State & WRIS)2 = Federal Employment Records (OPM, USPS)3 = Military Employment Records (DOD)4 = Other Administrative Wage Records 5 = Supplemental Data Collection (e.g., surveys, employer verification)

6 = Information Not Yet Available

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• Additional Employment Information (Elements #603 – 605)

– Based on employment in the first quarter after the exit quarter

– Information can be about anyany job held after exit

• Not necessarily the job recorded for data element #601

• This flexibility is intended to reduce burden

• Eliminated collection of “Method for Determining Training-Related Employment” (old WIASRD #606)

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• Employment in 2Employment in 2ndnd, 3, 3rdrd, and 4, and 4thth Quarters After Quarters After Exit (Elements #606, 608, and 610)Exit (Elements #606, 608, and 610)– Similar format to employment in 1st quarter after

the exit quarter– Data source fields to document employment

should be recorded in elements #607, #609, and #611

– More than one data source of employment?• Record the data source for which the individual's

earnings are greatest

– Eliminated the 5th quarter of post-program employment and earnings

• All 12-month employment and earnings calculations now use the 4th Quarter after exit

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WIASRD Section III.BWIASRD Section III.B

• Pre-Post Program Earnings (Elements #612 – #618)Pre-Post Program Earnings (Elements #612 – #618)– Eliminated 2nd and 3rd quarter earnings prior to dislocation

(old WIASRD #613 and #615)– New data collection for 1st quarter prior to participation– 1st and 3rd quarter post-program earnings are now collected

for WIA Younger Youth to calculate the placement and retention measures

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WIASRD Section III.BWIASRD Section III.B

• Pre-Post Program Earnings (Elements #612 – #618)Pre-Post Program Earnings (Elements #612 – #618)– If participant appears in multiple wage record systems,

quarterly earnings should be summed across all data sources

– If participant has multiple employers within the same quarter, earnings should be summed across all employers

– 8.2 digit field, include the decimal point – Special earnings code

• Record 999999.99 if data are not yet available

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Questions/Comments on Questions/Comments on WIASRD Sections III.A and III.BWIASRD Sections III.A and III.B

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WIASRD Section III.CWIASRD Section III.C

• Type of Credential (Elements #619)Type of Credential (Elements #619)– Definition of credential is the same as TEGL 7-99– Credentials can be attained during participation or by the

end of the 3rd quarter after exit – Only applies to . . .

• Adults and dislocated workers who receive training services only; and

• Older youth population

– Used only to calculate current WIA credential measures; not the Attainment of Degree or Certificate common measure

– Core coding values have not changed– Special code

• Record 0 if individual received training, but did not attain a recognized credential

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1 = Attained H.S. Diploma 1 = Attained H.S. Diploma

2 = Attained GED or Equivalent 2 = Attained GED or Equivalent

3 = Attending School at Exit 3 = Attained Other Certificate

4 = Did Not Attain Diploma or Equivalent 4 = Did Not Attain Diploma or Equivalent


• Attained Degree or Certificate (Element #668)Attained Degree or Certificate (Element #668)– New data collection item for WIA Older Youth– Used to calculate the Younger Youth Diploma or

Equivalent Rate and Attainment of Degree or Certificate common measure

• Date Attained Degree or Certificate (Element #669)Date Attained Degree or Certificate (Element #669)

– Data collection expanded to all WIA Youth (ages 14 - 21)

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• School Status at Exit (Element #670)School Status at Exit (Element #670)– New data collection item for all youth (14 - 21)– Unlike current WIASRD, school status at exit

is collected separately from attainment of degree or certificate

– Used to calculate Younger Youth Diploma or Equivalent and Retention Rate Measures

– Coding values are the same as School Status at Participation (Element #129)

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• Youth Placement and Retention Information Youth Placement and Retention Information (Elements #671 and #672)(Elements #671 and #672)

– Data collection applies to all youth (14 - 21)

– Eliminated Older Youth placement and retention in post-secondary education or advanced training (old WIASRD #622 and #623)

– Consolidated data collection into the following values:1 = Entered/In Post-Secondary Education

2 = Entered/In Advanced Training

3 = Entered/In Military Service

4 = Entered/In a Qualified Apprenticeship

– Job placement (1st Qtr) and retention (3rd Qtr) is now captured through employment and wage record fields

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Questions/Comments on Questions/Comments on WIASRD Sections III.CWIASRD Sections III.C

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WIASRD Section III.DWIASRD Section III.D

• Literacy/Numeracy Assessment Data Literacy/Numeracy Assessment Data (Element Series 700) (Element Series 700)– All 700 series data items are new– Used to calculate performance under Youth

Literacy and Numeracy Gains common measure– Data are organized by “Type of Assessment

Test” (Element #702) and “Functional Area” (Element #703)

Special Note:States are encouraged to begin collecting youth data during PY 2005for the Literacy and Numeracy Gains measure. All states will berequired to collect and report these data elements beginning in PY 2006.

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WIASRD Section III.DWIASRD Section III.DAssessment Category

Element #701Assessment Category

Element #701

ABEABE

ESLESL

# 716 Type of Assessment

# 717 Functional Area

# 718 Pre-Test Date

# 719 Pre-Test Score

# 720 Pre-Test EFL

# 721 Post-Test 1 Date

# 722 Post-Test 1 Score

# 723 Post-Test 1 EFL







# 702 Type of Assessment

# 703 Functional Area

# 704 Pre-Test Date

# 705 Pre-Test Score

# 706 Pre-Test EFL










Sequence can repeat again tocapture a 3rd

functional areausing Elements

# 730 - # 743

ChooseCategory

Data populated atinitial pre-test

Data populated foryouth who remain BSD and participate a 2nd or 3rd full yearin the program

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WIASRD Section III.DWIASRD Section III.D

• Additional Data Collection Information– One assessment category (Element #701) can be mapped to

more than one type of assessment tests (Element #702)– One type of assessment test (Element #702) can be mapped

to more than one functional areas (Element #703)– Functional areas related to “Speaking” and “Oral” are

essentially the same; state can choose which one to use– If multiple post-tests are administered, report the results from

the most recent assessment– Post-tests results for years 2 and 3 should be reported for

youth who remain basic skills deficient and complete a 2nd or 3rd full year in the program

– Data collection method allows states to see how many youth advanced at least 1 functioning level and how many youth made some gain within a functioning level

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Questions/Comments on Questions/Comments on WIASRD Sections III.DWIASRD Sections III.D

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For Further Information . . .

Stay tuned to ETA’s Performance and Results Website at:

http://www.doleta.gov/performance

Send Questions or Comments 24/7 to ETA’s

Performance and Results E-Mail Address at:

[email protected]

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