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12.5 Youth Program File Documentation

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12.5.1 General Eligibility

Effective date: September 1, 2020

All Youth Program participants are required to meet general eligibility requirements, including age, authorization to work in the United States, and Selective Service registration, when applicable.

These criteria must be documented as outlined below:

Eligibility Criterion
(All three are required)
Acceptable Documentation
  • Only one per eligibility criterion is required
  • Documents must be unexpired at enrollment unless otherwise noted.
Age/Date of Birth1

Applicants must be no younger than age 14, and no older than age 24, at the time of eligibility determination.

In-School Youth (ISY): ages 14-21 at eligibility determination2

Out-of-School Youth (OSY): ages 16-24 at eligibility determination3
  • Driver's license
  • Baptismal record
  • Birth Certificate (vital record, do not copy)
  • DD-214
  • Military report of Transfer or Discharge paper
  • Federal, state, or local ID card (Do not copy state ID card)
  • Passport
  • Hospital record of birth
  • Public assistance/social service records
  • School records or ID card
  • Work permit
  • Family Bible
Eligible to Work in the United States4 One verification source from List A of I-9 Form
OR
One verification source from List B of I-9 Form AND one verification source from List C of I-9 Form
(Documentation can be found on the I-9 form, or in the Resource Box.)
Selective Service Registration3

For individuals born male 18 years of age or older who did register:

  • Selective Service registration acknowledgment letter
  • Selective Service registration acknowledgment card
  • Screen printout from www.sss.gov showing online verification
  • Letter of verification from Selective Service
  • Selective Service Status Information Letter

For individuals born male over age 26 who did not register:

  • Documentation from the local WDB or service provider that supports the individual's failure to register was not knowing and willful. (Record as Waived in ASSET)
    OR
  • Documentation that the individual entered the country (either legally or illegally) for the first time after their 26th birthday
    OR
  • Copy of a valid, non-immigrant visa

Individuals born male who are over the age of 18 at the time of application, but have not yet turned 26, and have not yet registered for Selective Service, must complete Selective Service registration before they can be determined eligible for the Adult Program.

See the Selective Service Guidance, which gives information about who is and is not required to register, and steps to take if someone was required to register but failed to do so.


12.5.2 School Status Determination

Effective date: September 1, 2020

For each Youth Program applicant a determination of school status must be made (see Attending vs. Not Attending Desk Guide for additional details) and documented as outlined below:

School Status Acceptable Documentation
Attending or not attending school (School status at program entry)1
  • Self-attestation
    OR
  • Cross-match with Postsecondary Education Database
  • Cross-match with State K-12 Database
  • Copy of educational institution enrollment record
  • Applicable records from educational institution (GED certificate, diploma, attendance record, transcripts, report card, or school documentation)
  • Signed WIOA intake application or registration form
  • Electronic records
  • Verbal Verification

12.5.3 Income Status Determination

Effective date: September 1, 2020

For each Youth Program applicant, a determination of income status must be made.

In order to be eligible for the WIOA Youth Program:

  1. Youth who are determined to be in school (ISY) must be determined to be low-income by satisfying at least one of the criteria in the table below.
  2. Youth who are determined to be out of school (OSY) must be determined to be low-income by satisfying at least one of the criteria in the table below if they:
    • are a recipient of a secondary school diploma or its recognized equivalent and are basic skills deficient, or an English Language Learner; or
    • meet the local definition of "requires additional assistance;"
      AND
    • have no other qualifying barrier to education/employment.

NOTE: For federal reporting purposes youth who are determined to be eligible as an OSY based on any other eligibility barrier must still have their income status assessed and documented as outlined below.

Family Size Acceptable Documentation
Family size for determining low-income status1

Family Size must be correctly determined and documented in order to correctly establish a low-income determination.

NOTE: Information used to establish Family size is different from the information used to establish a household composition for the purposes of determining Economic Self-Sufficiency.

NOTE: Family size is determined as of the date of eligibility determination. Family members who may have comprised part of the family during the past six months but no longer meet the definition of family should not be counted.
Low-Income Criterion Acceptable Documentation2
Documentation should be provided for each applicable includable income source received by the applicant and each family member for the six-month period immediately preceding the eligibility determination date.
Family Income at or Below the Current Federal Poverty Guidelines or 70% of the Lower Living Standard Income Level (LLSIL) Guidelines

Family size must be accurately determined prior to making a low-income determination.

See Income Guidance for included and excluded income types and the time span for calculating income.
  • Self-attestation
    OR
  • Award letter from Veterans Administration
  • Bank statements
  • Pay stubs
  • Compensation award letter
  • Court award letter
  • Pension statement
  • Employer statement/contact
  • Family or business financial records
  • Housing authority verification
  • Quarterly estimated tax for self-employed persons
  • Social Security benefits
  • UI claim documents
  • Copy of authorization to receive cash public assistance
  • Copy of public assistance check
  • Public assistance eligibility verification
  • Cross-match with Refugee Assistance records
  • Cross-match with public assistance records
  • Cross-match with UI wage records
  • Local Income Determination Form
NOTE: The career planner must document the participant's income, even if the income was $0 for the past six months.
Homeless (Homeless participant, Homeless Children and Youths, or Runaway Youth at Program Entry)3
  • Self-attestation
    OR
  • Signed WIOA intake application or registration form
  • Written Statement or Referral Transmittal from a Shelter or Social Service
  • Needs Assessment
  • Signed Individual Service Strategy
  • A letter from caseworker or support provider
  • Verbal or written verification from social service agency
  • Case Notes
FoodShare/ Supplemental Nutrition Assistance Program (SNAP)
  • FoodShare/SNAP eligibility verification
  • Copy of Authorization to Receive Foodshare/SNAP
  • Referral Transmittal from Foodshare/SNAP
  • Cross-Match with Foodshare/SNAP Public Assistance Record
  • Receipt of FoodShare/SNAP purchase showing balance from point of sale and date of purchase
  • Verbal Verification from appropriate Human Services agency
  • Printout from www.access.wisconsin.gov showing benefits statement
NOTE: The following are not acceptable forms of documentation:
  • A copy of the participant's FoodShare/SMAP (Quest) card
  • Screen prints from CARES
Temporary Assistance for Needy Families (TANF) / Wisconsin Works (W-2)
  • TANF/W-2 Eligibility Verification
  • TANF/W-2 Period of Benefit Receipt Verification
  • Referral Transmittal from TANF/W-2
  • Cross-Match with TANF/W-2 Public Assistance Records
  • Verbal Verification from appropriate Human Services agency
NOTE: It is not allowable to use screen prints from CARES to document TANF/W-2.
Supplemental Security Income (SSI)/Social Security Disability Insurance (SSDI)
  • SSI/SSDI Receipt of Benefits Verification
  • Referral Transmittal from Social Security Administration (SSA)
  • SSI/SSDI Eligibility Verification
  • Cross-Match with SSA Database
  • Verbal Verification from Social Security Administration
Other Income-Based Public Assistance (Other Public Assistance Recipient)
  • Copy of Authorization to Receive Cash Public Assistance
  • Copy of Public Assistance Check
  • Medical Card Showing Cash Grant Status
  • Public Assistance Eligibility Verification
  • Cross-Match with Refugee Assistance Records
  • Cross-Match with Public Assistance Records
  • Cross-Match with State MIS Database
  • Verbal verification from appropriate social services agency
NOTE: It is not allowable to use screen prints from CARES to document public assistance.
Receiving or Eligible to Receiving Free or Reduced-Price School Lunch

NOTE: Does not apply where school districts do not use individual eligibility criteria, but instead have the Community Eligibility Provision (CEP) Healthy, Hunger-Free Kids Act of 2010.4

NOTE: Applies only to the applicant, not other family members, except in cases where an OSY is a parent living in the same household as a child who receives or is eligible to receive free or reduced-price lunch based on their income level.5
  • Self-attestation
    OR
  • Documentation from school
  • Documentation that individual is "eligible for" free lunch by having family income at or below 130% of the Federal Poverty Guidelines
  • Documentation that individual is "eligible for" reduced-price meals by having family income at or below 185% of the Federal Poverty Guidelines
Foster Care (Foster Care Youth Status at Program Entry)6 (ISY/OSY)
  • Self-Attestation
    OR
  • Written Confirmation from Social Services Agency
  • Foster Care Agency Referral Transmittal
  • Signed WIOA intake application or registration form
  • Needs Assessment
  • Signed Individual Service Strategy
  • Verbal Verification from cognizant agency or official (school counselor, social worker, court, etc.)
Individual with a disability7 whose own income does not exceed the higher of the Federal Poverty Guidelines or 70% of the Lower Living Standard Income Level (LLSIL) Guidelines.
  • Self-attestation
    OR
  • School 504 records provided by student
  • test results
NOTE: Case notes and other documentation related to this element must be maintained in compliance with Section 5.78 of this policy manual.
High Poverty Area9

Youth living in high poverty areas automatically meet the low-income criterion.10
Residency
  • Self-Attestation
    OR
  • Driver's license
  • Postmarked mail addressed to applicant
  • Other documentation of residency


AND

Census Tract
  • Screen print from US Census Bureau website showing participant's address and Census Tract number11
Low-Income Exception (5% Maximum) (ISY/Some OSY) Absence of low-income status

AND

Relevant documentation of barrier

  • 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 Definition for Data Element 802. WIOA Sec. 3(36)(A)(ii) states that an individual is "low-income" if they are in a family with total family income that does not exceed the higher of (I) the poverty line; or (II) 70 percent of the lower living standard income level. Family is defined at 20 § CFR 675.300.
  • 2 Unless otherwise noted, information on documentation sources is from OMB Control No. 1205-0521 and TEGL 23-19, Attachment II. In the WIOA Youth program data element validation is required for Data Element 802 based on the definition of "low-income individual" at WIOA Sec. 3(36).
  • 3 Per TEGL 23-19, Attachment II, Data Element 800 Data Element Validation is required.
  • 4 TEGL 21-16, p. 6
  • 5 TEGL 21-16, p. 6
  • 6 Per TEGL 23-19, Attachment II, Data Element 704 Data Element Validation is required.
  • 7 Per TEGL 23-19, Attachment II, Data Element 202 Data Element Validation is required.
  • 8 29 CFR § 38.41 requires that any medical or disability-related information about a particular individual, including information that could lead to the disclosure of a disability, must be collected on separate forms. All such information, whether in hard copy, electronic, or both, must be maintained in one or more separate files, apart from other information about the individual, and treated as confidential.
  • 9 TEGL 21-16
  • 10 TEGL 21-16
  • 11 TEGL 21-16, Attachment 2, provides guidance for determining whether a geographic location is a high poverty area.

12.5.4 Barriers to Education/Employment

Effective date: September 1, 2020

In order to be determined eligible for the WIOA Youth Program each applicant must provide evidence of at least one of the eligibility barriers identified in this section.

NOTE: For federal reporting purposes all eligibility barriers applicable to each youth applicant must be assessed and documented as outlined below. Documentation of barriers to education/employment also impacts negotiated and adjusted levels of performance via the statistical adjustment model.

Barriers to Education/Employment Acceptable Documentation1
Basic Skills Deficient2 (ISY/OSY)
  • Basic Skills Screening Tool (DETW-18156-E)
    OR
  • Assessment test results
  • Applicable records from education institution (transcripts, academic assessments, or other school documentation)
  • Case notes
English Language Learner3 (ISY/OSY)
  • Self-attestation
    OR
  • Basic Skills Screening Tool (DETW-18156-E)
  • Assessment test results
  • Applicable records from education institution (transcripts, or other school documentation)
  • Signed WIOA intake application or registration form
  • Signed Individual Service Strategy
  • Case notes
Offender or Ex-Offender (Ex-Offender Status at Program Entry)4 (ISY/OSY)

NOTE: Does not include speeding tickets or traffic court.
  • Self-attestation
    OR
  • Documentation from juvenile or adult criminal justice system (https://wcca.wicourts.gov)
  • Written Statement or Referral Document from a Court or Probation Officer
  • Referral Transmittal from a Reintegration Agency
  • Signed WIOA intake application or registration form
  • Needs Assessment
  • Signed Individual Service Strategy
  • Federal Bonding Program Application
  • Verbal verification with court or probation representative
  • Case Notes
Homeless or Runaway5 (ISY/OSY)
  • Self-attestation
    OR
  • Signed WIOA intake application or registration form
  • Written Statement or Referral Transmittal from a Shelter or Social Service Agency
  • Needs Assessment
  • Signed Individual Service Strategy
  • A letter from caseworker or support provider
  • Verbal or written verification from social service agency
  • Case Notes
Foster Care (Foster Care Youth Status at Program Entry)6 (ISY/OSY)

NOTE: This eligibility barrier applies if individuals are:
  • in foster care;
  • aged out of foster care ;
  • left foster care on or after turning age 16 for kinship, guardianship or adoption;
    AND/OR
  • are eligible for assistance under the John H. Chafee Foster Care Independence Program.


NOTE: The criterion "left foster care on or after turning age 16 for kinship, guardianship or adoption" includes situations where individuals were formerly in foster care but returned to their family before turning 18.
  • Self-attestation
    OR
  • Written Confirmation from Social Services Agency
  • Foster Care Agency Referral Transmittal
  • Signed WIOA intake application or registration form
  • Needs Assessment
  • Signed Individual Service Strategy
  • Verbal Verification from cognizant agency or official (school counselor, social worker, court, etc.)
  • Case Notes
Pregnant or Parenting7 (ISY/OSY)
  • Self-attestation
    OR
  • Needs Assessment
  • WIC Eligibility Verification
  • TANF/W-2 Single Parent Eligibility Verification
  • Signed WIOA intake application or registration form
  • Signed Individual Service Strategy
  • Case notes regarding observation of pregnancy status
NOTE: Case notes and other documentation related to this element must be maintained in compliance with Section 5.78 of this policy manual.
Individual with a Disability9 (ISY/OSY)
  • Self-attestation
    OR
  • School 504 records provided by student
  • Assessment test results


NOTE: Case notes and other documentation related to this element must be maintained in compliance with Section 5.710 of this policy manual.
Requires Additional Assistance (Youth Who Needs Additional Assistance)11 (ISY/OSY)

OSY participants qualifying under this criterion must also be low-income.

No more than 5 percent of newly enrolled ISY participants can be eligible based on this criterion.

NOTE: This criterion is defined by the local WDB in the Local Plan.
Documentation of low-Income status
  • See Section 12.5.3

    AND
Documentation to verify local WDB definition:
  • Self-attestation
  • Youth Requiring Additional Assistance Form
    OR
  • Signed WIOA intake application or registration form
  • Needs Assessment
  • Signed Individual Service Strategy
  • Locally developed form or other documentation related to local definition
  • Case Notes
School Dropout12 (OSY)
  • Self-attestation
    OR
  • Copy of educational institution enrollment record
  • Applicable records from educational institution (GED certificate, diploma, attendance record, transcripts, report card, or school documentation)
  • Signed WIOA intake application or registration form
  • Electronic records
  • Verbal Verification
Within Age of Compulsory School Attendance but Not Attending13 (OSY)
  • Self-attestation
    OR
  • Copy of educational institution enrollment record
  • Applicable records from educational institution (GED certificate, diploma, attendance record, transcripts, report card, or school documentation)
  • Signed WIOA intake application or registration form
  • Electronic records
  • Verbal Verification

  • 1 In addition to the acceptable documentation outlined below, career planners may use the WIOA Title I Youth Program Eligibility Self-Attestation Form.
  • 2 Per TEGL 23-19, Attachment II, Data Element 804 Data Element Validation is required.
  • 3 Per TEGL 23-19, Attachment II, Data Element 803 Data Element Validation is required.
  • 4 Per TEGL 23-19, Attachment II, Data Element 801 Data Element Validation is required.
  • 5 Per TEGL 23-19, Attachment II, Data Element 800 Data Element Validation is required.
  • 6 Per TEGL 23-19, Attachment II, Data Element 704 Data Element Validation is required.
  • 7 Per TEGL 23-19, Attachment II, Data Element 701 Data Element Validation is required.
  • 8 29 CFR § 38.41 requires that any medical or disability-related information about a particular individual, including information that could lead to the disclosure of a disability, must be collected on separate forms. All such information, whether in hard copy, electronic, or both, must be maintained in one or more separate files, apart from other information about the individual, and treated as confidential.
  • 9 Per TEGL 23-19, Attachment II, Data Element 202 Data Element Validation is required.
  • 10 29 CFR § 38.41 requires that any medical or disability-related information about a particular individual, including information that could lead to the disclosure of a disability, must be collected on separate forms. All such information, whether in hard copy, electronic, or both, must be maintained in one or more separate files, apart from other information about the individual, and treated as confidential.
  • 11 Per TEGL 23-19, Attachment II, Data Element 702 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 409.
  • 13 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 409.

12.5.5 Required Federal Reporting

Effective date: September 1, 2020

For each Youth Program applicant, the following data elements must be collected and documented for federal reporting purposes,1 as outlined below. These elements do not impact program eligibility but may impact negotiated and adjusted levels of performance via the statistical adjustment model.

Consistent with the WIOA Title I Application Process Guidance, WDBs and their service providers must ensure that their WIOA Title I application forms include all the information needed to create an individual's record in ASSET. The WIOA Title I application form is considered an allowable self-attestation for these data elements.

NOTE: The list below is not exhaustive. Allowable forms of documentation for other required federal reporting elements are identified in other areas of this policy.

Data Element Example Documentation
NOTE: This list is not intended to be all-inclusive.
Sex
  • Self-Attestation
Ethnicity: Hispanic/Latino
  • Self-Attestation
Race
  • Self-Attestation
Limited English Language Proficiency
  • Self-Attestation
Limited English Reading Ability
(if Limited English Language Proficient)
  • Self-Attestation
Limited English Speaking Ability
(if Limited English Language Proficient)
  • Self-Attestation
Primary Language
(if Limited English Language Proficient)
  • Self-Attestation
Current Education Status (School Status at Program Entry)2
  • Self-Attestation
    OR
  • Cross-match with Postsecondary Education Database
  • Copy of educational institution enrollment record
  • Applicable records from educational institution (GED certificate, diploma, attendance record, transcripts, report card, or school documentation)
  • Signed WIOA intake application or registration form
  • Electronic records
  • Verbal Verification
Current Highest School Grade Completed
  • Self-Attestation
    OR
  • Applicable records from education institution (GED certificate, diploma, attendance record, transcripts, drop out letter, school documentation)
  • Signed WIOA intake application or registration form
  • Electronic Records
Single Parent3
  • Self-Attestation
    OR
  • TANF/W-2 Single Parent Eligibility Verification
  • Needs Assessment
  • Signed WIOA intake application or registration form
  • Signed Individual Service Strategy
  • Case Notes
Current Employment Status
  • Self-Attestation
Current Unemployment Insurance Programs (UI)
  • Self-Attestation, only if customer is not an RESEA or WPRS participant
    OR
  • Cross-match to state UI
  • Cross-match to state MIS database (Verification of Re-employment Services and Eligibility Assessment (RESEA)-funded services from the ASSET Manage Services tab)
  • Referral transmittal by RESEA or WPRS
Pell Grant Recipient
  • Self-Attestation
    OR
  • FAFSA/Financial Aid Records
  • Award Letter
Active Duty Military Spouse
  • Self-Attestation
Incarcerated at Program Entry
(if Offender or Ex-Offender)
  • Self-Attestation
    OR
  • Verbal or written verification from Justice System
Eligible Migrant and Seasonal Farmworker Status
  • Self-attestation that participant worked in migrant farm work within last 12 months, seasonally/temporarily, with a recognized employer
    OR
  • Cross-Match with Public Assistance Records
  • NFJP Eligibility Documents
  • Cross-Match with State MIS
  • Cross-Match with H-1B Records
  • Case Notes
Cultural Barriers
  • Self-Attestation
Unemployed Greater Than or Equal to 27 Consecutive Weeks (Long-term unemployed)
  • Self-Attestation
    OR
  • Public assistance records
  • Refugee assistance records
  • Cross-match with public assistance database
  • Cross-match to state UI database
Exhausting TANF/Wisconsin Works (W-2) within 2 years
  • TANF/W-2 Eligibility Verification
  • TANF/W-2 Period of Benefit Receipt Verification
  • Referral Transmittal from TANF/W-2
  • Cross-Match with TANF/W-2 Public Assistance Records
  • Verbal verification from appropriate public assistance agency


NOTE: It is not allowable to use screen prints from CARES to document TANF/W-2.
Displaced Homemaker
  • Self-Attestation
    OR
  • Signed WIOA intake application or registration form
  • Cross-Match with Public Assistance Records
  • Copy of Spouse's Layoff Notice
  • Copy of Spouse's Death Record
  • Copy of Spouse's Permanent Change of Station (PCS) Orders for a military move or assignment)
  • Copy of Divorce Records
  • Copy of Applicable Court Records
  • Copy of Bank Records (showing financial dependence on spouse, no separate individual income support, or no employment income earned)
  • Needs Assessment
  • Signed Individual Service Strategy

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:

  1. start and end date of the service;
  2. service-related activity provided; and
  3. 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 strategies1
  • 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 services2
  • 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 experience3
  • 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 training4
  • 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 training5
  • 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 opportunities6
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
Supportive services7
  • 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 mentoring8
  • 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 counseling9
  • 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 education10
  • 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 training11
  • 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 Counseling12
  • 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 activities13
  • 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 services14

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.

12.5.7 Incentive Payments Documentation

Effective date: September 1, 2020

Requirements for documenting incentive payments are outlined in Chapter 10.6.4 of this policy manual and the Examples of Allowable Program Milestones for Youth Incentive Payments chart.




Eligible to Work in the United States

Effective date: October 1, 2017

Individuals eligible to work in the U.S. include (WIOA Sec. 188(a)(5); 20 CR §683.285(5)):

  • citizens and nationals of the United States;
  • lawfully admitted permanent resident aliens, refugees and asylees (who are authorized to work in the U.S. because of their refugee or asylee status); and
  • other immigrants authorized by the Secretary of Homeland Security or the Secretary's designee to work in the U.S. This includes immigrants covered by Deferred Action for Childhood Arrivals (DACA) who have applied for and received work authorization (TEGL 02-14, p. 2).


Family (20 CFR § 675.300)

Effective date: October 1, 2017

"Family" means two or more persons related by blood, marriage, or decree of court, who are living in a single residence, and are included in one or more of the following categories:

A "married couple" can either be a man and a woman or same-sex individuals. United States v. Windsor, 133 S.Ct.2675 (2013); 81 FR 56088



Eligible Migrant Farmworker

Effective date: November 7, 2019

"Eligible migrant farmworker" means a seasonal farmworker whose agricultural labor requires travel to a job site such that the farmworker is unable to return to a permanent place of residence within the same day. The term also includes the farmworker's dependents.

WIOA Sec. 167(i)(2)



Eligible Seasonal Farmworker

Effective date: November 7, 2019

"Eligible seasonal farmworker" means a low-income individual who: 1) for 12 consecutive months out of the 24 months prior to application for the program involved, has been primarily employed in agricultural or fish farming labor that is characterized by chronic unemployment or underemployment; and 2) faces multiple barriers to economic self-sufficiency. The term also includes the farmworker's dependents.

WIOA Sec. 167(i)(3)



Disability (WIOA Sec. 3(25))

Effective date: August 20, 2018

"Disability" means:

  • a physical or mental impairment that substantially limits one or more major life activities such as caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, working, and the operation of major bodily functions
  • a record of such impairment
    OR
  • is regarded as having such impairment (which means the individual can establish that s/he has been the subject of a discriminatory action under the American with Disabilities Act because of an actual or perceived impairment whether or not the impairment actually limits a major life activity).

WIOA Sec. 3(25); 42 U.S.C. 12102 (1)-(3)



Public Assistance

Effective date: August 20, 2018

Revised date: September 1, 2020

"Public Assistance" means federal, state, or local government cash payments where eligibility is determined by a needs or income test.

WIOA Sec. 3(50)

As WIOA does not define "cash payments," DWD-DET used definitions provided by the U.S. Census Bureau and the U.S. Citizenship and Immigration Services to define "cash payments" as cash or a cash equivalent, such as a debit card or check, that can be spent however the recipient choses, and is not restricted to a specific purpose like groceries or childcare.

U.S. Census Bureau (https://www2.census.gov/library/publications/2013/acs/acsbr11-12.pdf); U.S. Citizenship and Immigration Services (https://www.uscis.gov/policy-manual/volume-8-part-g-chapter-10)



FoodShare Wisconsin

Effective date: August 20, 2018

"FoodShare Wisconsin" helps people with limited money buy food they need for good health. FoodShare recipients are people of all ages who work but have low incomes, are living on small or fixed incomes, or have no incomes because they have lost their job, are retired, or are disabled and not able to work. https://www.dhs.wisconsin.gov/foodshare/index.htm



Homeless

Effective date: August 20, 2018

"Homeless" means a person who lacks a fixed, regular, and adequate nighttime residence. This covers the following situations: (1) sharing the housing of other persons due to loss of housing, economic hardship, or similar; (2) living in a motel, hotel, trailer park or campground due to the lack of alternative adequate living accommodations; (3) living in an emergency or transitional shelter; (4) abandoned in a hospital; (5) awaiting foster care placement; (6) using a public or private place for nighttime residence that is not designed for or typically used by human beings for regular sleeping accommodations; (7) a child who has moved in the last 36 months either as a migratory agricultural worker or fisher or with a parent or spouse who is a migratory worker or fisher.

42 U.S.C. 14043e—2(6) ; 42 U.S.C. 11434a(2)



Wisconsin Works

Effective date: August 20, 2018

"Wisconsin Works" (W-2) is a limited-time program that provides temporary cash assistance and case management services to low-income parents and pregnant women who engage in work activities. https://dcf.wisconsin.gov/w2/parents/w2



Supplemental Security Income

Effective date: August 20, 2018

"Supplemental Security Income" (SSI) is a federal income supplement program funded by general tax revenues (not Social Security taxes). It provides cash assistance to aged, blind, and disabled people who have little or no income so they can meet their basic needs for food, clothing, and shelter. https://www.ssa.gov/ssi/



High-Poverty Area

Effective date: August 20, 2018

"High-poverty area" means that one of the following has a poverty rate of at least 25 percent based on the American Community Survey 5-Year Data:

  • a county;
  • a Census tract;
  • a set of contiguous Census tracts;
  • an American Indian Reservation;
  • Oklahoma Tribal Statistical Area;
  • Alaska Native Village Statistical Area;
  • Alaska Native Regional Corporation Area;
  • Native Hawaiian Homeland Area; and
  • Other tribal land as defined by USDOL in guidance.

20 CFR § 681.260



Aged out of Foster Care

Effective date: August 2, 2018

A foster child has aged out of foster care when s/he:

  • has turned 18 years of age
    OR
  • continued in foster care after turning 18 years of age in order to attend secondary school or its equivalent on a full-time basis and subsequently completed the education program or turned 19 years of age (whichever came first)
    OR
  • continued in foster care after turning 18 years of age in order to complete an individualized education program under section 115.787 of the Wisconsin Statutes (for individuals with disabilities) and subsequently completed the education program or turned 21 years of age (whichever came first).

Wis. Stats. 48.645(1)



Foster Care

Effective date: August 2, 2018

"Foster Care" means 24-hour substitute care for children placed away from their parents or guardians and for whom the state or tribal agency has placement and care responsibility. This includes, but is not limited to, placements in foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions, and preadoptive homes. A child is in foster care in accordance with this definition regardless of whether the foster care facility is licensed and payments are made by the state, tribal or local agency for the care of the child, whether adoption subsidy payments are being made prior to the finalization of an adoption, or whether there is federal matching of any payments that are made.

45 CFR § 1355.20



John H. Chafee Foster Care Independence Program

Effective date: August 2, 2018

The John H. Chafee Foster Care Independence Program provides states with flexible funding for programs that identify children who are likely to remain in foster care until 18 years of age and provide services that will help them successfully transition to self-sufficiency.

42 U.S.C. 677



Kinship

Effective date: August 2, 2018

"Kinship" means a relative other than a parent.

Wis. Stats. § 48.57(3m)(a)2



Household composition

Effective date: July 26, 2019

DWD-DET defines household composition as the number of individuals who are members of a household and their ages.



Eligibility Determination

Effective date: July 26, 2019

DWD-DET defines eligibility determination as applying the information collected during program registration to the eligibility criteria to see if the individual is eligible for the program.

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