I.Purpose

This guidance is to ensure the integrity of Workforce Investment Act (WIA) and Labor Exchange (LE) performance data and to provide parameters on the appropriate reasons and procedures to delete a participant's exit in SCOTI in order to maintain accuracy in reporting.

II.Effective Date

Immediately.

III.Background

USDOL Training and Employment Guidance Letter 17-05 defines program exit when a participant has not received a service funded by the program or funded by a partner program for 90 consecutive calendar days, and is not scheduled for future services.

An exit occurs when a WIA or LE participant does not receive services for 90 days or longer. In SCOTI, the system will automatically exit those individuals 90 days after the actual end date of the most recent service. Occasionally, circumstances arise when an individual is exited from the system that should not be. In this case, the exit needs to be removed as the individual is still participating in a WIA or LE program. Removing a participant's exit is accomplished by clicking the "unexit" button on the exit tab of the services screen in SCOTI.

IV.Guidance Statement

The exit date is the participant's last date of service and automatically occurs 90 days from when the case is closed. Each workforce investment area should develop processes and procedures to delete a participant's exit when needed. Thorough caseload management is critical to ensure participant data is correctly entered into SCOTI and services provided match the participant's Individual Employment Plan (IEP). Internal quality reviews should be conducted regularly and randomly as a monitoring tool to maintain program and caseload management efficiency. Quality service to customers and accuracy for reporting to USDOL must be the top priority in making such decisions.

The ability to delete exits will be given to those serving in the local Management Information Systems (MIS) field support role for WIA and to ODJFS Labor Exchange staff for LE. The delete exit feature is not being added to enable local areas to inappropriately manipulate performance outcomes. This function will be monitored to determine if exits are being deleted other than for the reasons listed below.

Reasons for Deleting Exits:

Reasons to delete exits are decided locally. Some acceptable examples of reasons to delete exits are listed below, but are not limited to:

• Incorrect actual end dates entered into SCOTI
• Closed accidentally
• Incorrect exit reason

Delete Exit Process

The process to delete an exit should be executed immediately when the need is apparent to:

• Preserve the integrity of the data
• Comply with data validation standards for accuracy
• Convey full and accurate information to USDOL when reporting performance data

Absent extenuating circumstances, a participant's exit must be deleted within seven months (two quarters and thirty days) of the end of the quarter in which the participant exited. The following are two examples of the timeframes below:

Example 1

Participants with exit dates of January 1 through March 31 can only be deleted through October 30.

Example 2

Participants with exit dates of July 1 through Sept 30 can only be deleted through April 30.

Deleting Exits Beyond the Limitation

If an exit must be deleted beyond the above time limitations, the request must be submitted to the SCOTI help desk via email from one of the following at the local office: WIA Administrator, WIA Supervisor, LE Staff, One-Stop Manager, One-Stop Supervisor, One-Stop Operator or Local Operations Personnel. The request may also be submitted by fax to the SCOTI helpdesk, signed by the WIA Administrator, WIA Supervisor or the One-Stop Operator. The request should include information regarding the participant and the circumstance surrounding the reason to delete the exit. The request should include:

• Date
• Participant name
• Last four digits of the SSN
• Workforce area
• County name
• Existing exit date
• Reason to delete exit in detail
• Power user's name
• One-Stop Operator, WIA Administrator's or Supervisor's signature

Requests will be reviewed on a case by case basis, approved or denied with discretion based on the justification provided in the request to delete the exit. The power user will be notified when their request is received and pending. Approvals or denials will be sent to the power user via email.

V.Technical Assistance

For additional information, you may send your questions to the Bureau of Support Services:

SCOTI-HELP-DESK@odjfs.state.oh.us.

SCOTI Help Desk - Tel. # 1-888-2WORK411, option 2

VI.References

WIA Rule 5101:9-30-04 (A) (B)

USDOL, Training and Employment Guidance Letter 17-05, February 17, 2006

Workforce Investment Act of 1998, Public Law 105-220

WIA Final Rules, 20 CFR, Chapter V, Part 652.3

Rescissions: None