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 4.5 DOCUMENTATION, REPORTING, AND VERIFICATION PROCESS

 
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 Purpose

 

P1. To ensure accurate documentation of graduate and former enrollee placements.

P2. To establish a uniform system for reporting placement transactions and the provision of transition support services.

 

 Requirements

 

R1. Recordkeeping

Centers and other designated Career Transition Services (CTS) providers must:

a. Track and document placement status, including updating student contact information, referrals, employment data, career progress, and attainment of certification(s) and/or licensing, using the Career Transition System, the approved web-based application designed to record and track student placement information, manage student transition checks, and transfer students.

b. Release confidential graduate/former enrollee information only in accordance with procedures specified in Appendix 601, Student Rights to Privacy and Disclosure of Information​.

c. Update information regarding outstanding transition payments. Notify students of the responsibility to cash the received check within 12 months of the date of separation or risk forfeiture of the payment.

d. Upon receipt of an undeliverable or returned check, make reasonable attempts to contact the graduate to obtain updated contact information necessary to reissue the check.

R2. Reporting

Centers and other designated Career Transition Services (CTS) providers must:

a. Report all graduate placements that meet the criteria specified in Exhibit 4-1, Placement Definitions, and which occur within 12 months of separation from the Job Corps program. Once a graduate is placed within 12 months of separation, tracking and updating of placement status in the Career Transition System must continue throughout the service period and for three months following the close of the 12-month service period.

b. Report all certification and licensing attainment of graduates, in addition to job placement.

c. Report all former enrollee placements in the Career Transition System that meet the criteria specified in Exhibit 4-1, Placement Definitions, and which occur within three months of separation from the Job Corps program.

d. Report placement data according to the following timelines (as specified in Appendix 501​, Introduction​​):

1. Date Reported – the date the student first enters a placement during their initial placement window, regardless of whether they meet Job Corps’ placement definition, and regardless of when the CTS provider first learns of the student’s placement.

Exceptions to the “date reported” policy are currently allowed in the following circumstances:

(a) If the student enters a placement prior to their separation date, the “date reported” must be recorded as the date following the separation date.

(b) If the student transfers from one CTS provider to another, the “date reported” cannot be earlier than the transfer date; therefore, if the student is placed prior to the transfer date, the “date reported” must be recorded as the date of transfer.

For placement upgrades, the "date reported" is the first day the student starts the upgraded placement (whether this is the first day at a new, upgraded placement, or the first day the position, hours, wages or credits improved in an existing placement). A chart outlining the placement upgrade policy can be found in Appendix 501 Introduction, Attachment 2, PY 2017 Initial Placements and Allowable Upgrades of Appendix 501 - Attachments​​. Note that all subsequent placements that occur after the initial placement, yet during the placement window, should be recorded for informational purposes, regardless of whether the placement is an upgrade.

2. Date Placed – the date the student meets the Job Corps definition for placement, and must be at least 7 calendar days after the date reported in order to ensure that the placement criteria have been met.

3. Date Verified – the date that documentation is received verifying the placement (including the hours, duration, and/or wage as appropriate).

Note: In order to be considered a valid placement, the placement verification must be received and reported to the Job Corps Data Center (JCDC) via the Career Transition System within 90 days of date reported.

Note: If the placement is not considered valid because the verification is not received and the information entered into the Career Transition System within the above-specified time frame, the CTS provider will not receive the initial placement credit for this student. However, if the student is a graduate, and responds to the follow-up surveys, the CTS agency may receive Quarter 2 and Quarter 4 placement credits.

e. Use Appendix 401, Job Corps Job Training Match (JTM) Crosswalk​, to determine job training match placements.

f. Maintain case-note documentation in the Job Corps Career Transition System Case Notes module of all services provided directly to, or on behalf of the student.

R3. Verification

Centers or other designated CTS providers must:

a. Verify and document 100% of initial placements; these placements will also be verified by a third-party source through the Quarter 2 and Quarter 4 surveys.

b. Obtain placement verification documentation as specified in Exhibit 4-2, Initial Placement Verification and Documentation Requirements. Placements must be considered to be verified when such documentation is obtained.

c. Ensure that verification is obtained and the placement is reported in the Career Transition System within 90 days after the student reports to work.

d. Maintain documentation of all placement verification for 3 years.

e. Verify certification and licensure attainment by requesting copies of certificates, diplomas, or registry data.

 

 Forms

 
  
Attachment 4 - Quarter 2 and Quarter 4 Placement Appeal Form
Attachment 5 - Quarter 2 and Quarter 4 Earnings Appeal Form
 

 Exhibits

 
  
Exhibit 4-1 Placement Definitions
Exhibit 4-2 Initial Placement Verification and Documentation Requirements
Exhibit 6-13 Right to Use Photographic Likeness or Moving Images-Release form for Adult Students
Exhibit 6-14 Right to Use Photographic Likeness or Moving Images-Release Form for Minors
 

 Appendices

 
  
Appendix 401 Job Corps Job Training Match (JTM) Crosswalk
Appendix 501 - Attachments
Appendix 501 Policies and Procedures for Job Corps' PY 2018 Performance Management System-Introduction
Appendix 601 Student Rights to Privacy and Disclosure of Information