Previous Policy - 12.5 Youth Program File Documentation

12.5.6 Program Elements Documentation

Effective date: September 1, 2020

For each Youth Program Element provided, the career planner must, at minimum, document the:

start and end date of the service;
service-related activity provided; and
other relevant information.

In any instance where WIOA funds are used to directly pay for a service or service-related activity/item, additional documentation related to the direct provision of funding is required (e.g., voucher, voucher request, receipt, copy of check, etc.).

Program Element	Example Documentation NOTE:This list is not intended to be all-inclusive.
Tutoring, study skills training, instruction, and evidence-based dropout prevention and recovery strategies ¹	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received
Alternative secondary school services or high school dropout recovery services ²	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received
Paid and unpaid work experience ³	Signed work site agreement AND Activity sheets Sign-in sheets Attendance record Vendor contract Cross-match with state MIS database WIOA status forms notice receipt of service and combination of services received Electronic records Case notes
Occupational skills training ⁴	Cross-match Between Dates of Service and Vendor Training Information Vendor Training Records Cross-Match with State MIS Database Signed Training Contract Individual Training Account (ITA) Electronic Records Case Notes
Education offered concurrently with and in the same context as workforce preparation and training ⁵	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received
Leadership development opportunities ⁶	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received
Supportive services ⁷	Evidence of what WIOA activity is being enabled AND Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received Case notes
Adult mentoring ⁸	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received Documentation must identify the: Mentor (including organization and name and/or title), Nature of activities conducted, Length of mentoring service (must be at least 12 months).
Comprehensive guidance and counseling ⁹	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received Case notes NOTE: Case notes and other documentation related to this element must be maintained in compliance with Section 5.7 of this policy manual.
Financial literacy education ¹⁰	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received Case notes
Entrepreneurial skills training ¹¹	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received
Career Awareness, Career Exploration, and Career Counseling ¹²	Activity sheets Sign-in sheets Attendance record Vendor contract Cross-Match with State MIS Database Electronic records WIOA status forms notice receipt of service and type of service received Case notes
Postsecondary preparation and transition activities ¹³	Activity sheets Sign-in sheets Attendance record Vendor contract Electronic records WIOA status forms notice receipt of service and type of service received Case notes
Follow-up services ¹⁴ NOTE: Local WDBs must offer all youth participants the opportunity to receive follow-up services that align with their individual service strategy.	Follow-up services include provision of Youth Program Elements after program exit. For each program element the same documentation requirements apply when provided as a follow-up service as they do during active participation NOTE: See documentation requirements above when providing allowable program element(s) being provided as a follow-up service.

¹ This criterion is not included as its own Data Element in TEGL 23-19, Attachment II, but is included as part of the Data Element Definitions for Data Elements 1401 and 1402.
² Per TEGL 23-19, Attachment II, Data Element Validation is required for multiple elements.
³ Per TEGL 23-19, Attachment II, Data Elements 1205 and 1405 Data Element Validation is required.
⁴ Per TEGL 23-19, Attachment II, Data Element Validation is required for multiple elements.
⁵ Per TEGL 23-19, Attachment II, Data Element Validation is required for multiple elements.
⁶ Per TEGL 23-19, Attachment II, Data Element 1408 Data Element Validation is required.
⁷ Per TEGL 23-19, Attachment II, Data Element 1409 Data Element Validation is required.
⁸ Per TEGL 23-19, Attachment II, Data Element 1410 Data Element Validation is required.
⁹ Per TEGL 23-19, Attachment II, Data Element 1411 Data Element Validation is required.
¹⁰ Per TEGL 23-19, Attachment II, Data Element 1206 Data Element Validation is required.
¹¹ Per TEGL 23-19, Attachment II, Data Element 1413 Data Element Validation is required.
¹² This criterion is not included as its own Data Element in TEGL 23-19, Attachment II, but is included as part of the Data Element Definition for Data Element 1414.
¹³ Per TEGL 23-19, Attachment II, Data Element 1415 Data Element Validation is required.
¹⁴ Per TEGL 23-19, Attachment II, Data Elements 1406 and 1412 Data Element Validation is required.