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Acceptable Document Tags

(Revised7/03/18)

Categories for documents scanned into the Content Management system:

E=Eligibility Documents
O=Orientation/Grievance, Welcome forms and other supplemental information
A=Assessment information
S=Supportive Service documents
I=Stipends/Incentives

X=Exit Documentation
C-ITA=Individual training
C-OJT=On the job training
C-CT=Customized training

C-IW=Incumbent worker

C-EW=Employed worker
C-WE=Work experience
C-PVT=Pre-Vocational training

P=Performance

NOTE: Please follow the WIOA Eligibility Policy Checklist for any allowable documents that can be used

Each bullet is one line of the document tag. Bullets are not used in the document tag. The third bullet is what you will use to name your Document Tag.For example:

Doe, John

8656

Participant Agreement

O

NMWCOS APPLICATION VERIFICATIONS:

Social Security:

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • SSN
  • E

Country: Verify Address:(Note: Local WIOA does not verify address)

Age (Date of Birth):

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Age
  • E

Selective Service:Note: Selective Service Documentation

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Selective Service
  • E

Authorization to Work/Citizenship/Alien Registration:Note:Citizenship = Birth Certificate, or DL & SSN card

  • Last Name, First Name (Insert) Permanent Resident = Permanent Resident card
  • State ID (Insert #) Alien Registration = Alien Registration
  • (Choose one: Citizen of US, Permanent Resident, Alien/Refugee)
  • E

Disability:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Disability
  • E

Eligible Veteran Status: Note: Service Documentation

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Vet Status
  • E

Employment Status:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Employment Status
  • E

Receiving Unemployment Compensation:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • UI Status
  • E

Dislocated Worker Category:

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Dislocated Worker Category – (pick appropriate category document)
  • E

Highest Grade Completed:Note: Diploma, GED, transcripts, school records

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Highest Grade
  • E

School Status:Note:Same as listed above or additional

  • Last Name, First Name (Insert) documents: attendance, drop out letter or
  • StateID (Insert #) applicant statement
  • School Status
  • E

Attending any School (per state definition) (excluding Adult Education) Note: This is a Youth Based Question

  • Last Name, First Name (Insert)Note: School records, self-attestation, or other
  • State ID (Insert #)
  • School (state definition)
  • E

Attended secondary school

Public Assistance: Note: There are seven Public Assistant Barrier

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Public Assistance - (Insert name of barrier) (Example’s, SSI, SSDI, Cash Asst; Gen Asst; FS, Foster,
  • E High Poverty Area, Free or Reduced Lunch)

Barrier: Note: There are seven Barriers, not all are listed below

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Barrier - (Insert name of barrier)(Example: English Language, BSD, Homeless,Single Parent, Runaway, Offender,
  • EFoster, Requires additional assistance (5%), Out of home placement, 477 SS Act,

Displaced Homemaker)

Family Size Documentation:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Family Size
  • E

Income Verification:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Income Verification
  • E

OTHER DOCUMENTS THAT ARE REQUIRED TO BE SCANNED THAT ARE NOT VERIFIED:

Participant Agreement: Note: AKA: (Release of Information/Grievance/Drug Policy Forms/ Drug

  • Last Name, First Name (Insert) test)
  • State ID (Insert #)
  • Participant Agreement
  • O

Comprehensive Assessment

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Assessments -(Insert Assessment Name) (Example: Work Keys - Choices – Interest Profiler)
  • A

Orientation Form: Note: AKA: Intake Form

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Orientation
  • O

Basic Skills Test: Note: Scan TABE/Work Keys Test - This section is different than Youth Barrier

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • BST– Pre-or Post (Choose One)
  • A

Short Term/Pre-Voc. Training Agreement:(Example: Individualized Training Services)

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Pre-Voc. Training Agreement
  • C-PVT

Work Experience Agreement /Tutoring-TrainingForm(Youth) Note: Include All Work Experience Forms under this

  • Last Name, First Name (Insert)Tag: (Work Experience/Job Description form/
  • StateID (Insert #) Employer Request/ Supervisor Orientation/
  • Work Experience Agreement or Tutoring-Training(Choose One) I-9/ W-4/ Work Permit (if applicable)
  • C-WE or C-TT (Choose One)

Work Experience/ Tutoring/ Training Timesheet/ Paystub:(Youth)

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • PPE (Insert Date) XX/XX/XX WE/TT Timesheet/Paystub (Choose One) (Note:If putting two timesheets on one
  • C-WE or C-TT (Choose One) then put (1 of 2) or (2 of 2) at the end)

Work Experience (W/E) orTutoring/ Training (T/T) Extension of Hours (Choose one) (Youth)

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • W/E or T/T Extension of Hours (Choose one)
  • C-WE/ TT (Choose one)

ITA Contract:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • ITA Contract/ (insert date)Semester & Year(include: just the completely signed contract)
  • C-ITA

ITA Contract (backup documents):

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • ITA Contract Backup/ (insert date)Semester & Year (include: Fund Tracking Sheet, Class Schedule, Degree Plan &

C-ITACustomer Choice Form, Program Screen Shot, School Funds (Current) if applicable put letter of hire last)

ITA Contract Modification:

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • ITA Contract Modification (insert date) Semester & Year Mod. #
  • C-ITA

ITA Payment:

  • Last Name, First Name (Insert)
  • State ID (Insert#)
  • ITA Payment (Insert Semester/Year)Write each participant Name and State ID# on the Check
  • C-ITA

OJT Contract:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • OJT Contract/(Insert Contract Number) (including Contract WIOA10 & 11, Job description WIOA9 & Cost Allocation
  • C-OJT WIOA12 and Workers Comp)

OJT Contract Modification:

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • OJT Contract Modification (insert date)
  • C-OJT/Mod

OJT Pre-Award Survey:

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • OJT Pre-Award Survey (insert date)
  • C-OJT/Pre-Award Survey

OJT Individual Time-Performance Evaluations and Invoices:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • OJT Evaluation/Month & Year
  • C-OJT

OJT Monthly Check:

  • Last Name, First Name (Insert)
  • State ID (Insert#)
  • OJT Check (Insert Month & Year)
  • C-OJT

Training Contract for Employed Individuals:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Contract/(Insert Contract Number)
  • C-CT, C-IW or C-EWNote: CT=Customized Training, IW=Incumbent Worker

EW=Employed Worker

Supportive Service Agreement Form:Note:To include Fund Tracking Sheet

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Supportive Service Agreement (insert dates-begin to end dates)
  • S

Timesheets-Supportive Service:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • PPE (insert date) XX/XX/XX SS/Timesheet
  • S

Documented Need for Supportive Services: Note:Youth use this section for Supportive Services form

  • Last Name, First Name (Insert) (Also Include Requisition form)
  • StateID (Insert #)
  • Supportive Service Documentation
  • S

Documentation Payment-Supportive Services other:Note: Youth use this section for Supportive Service payments –

  • Last Name, First Name (Insert) scan/ receipts
  • StateID (Insert #)
  • PPE (insert date) XX/XX/XX SS/Payment
  • S

Stipends/Incentives/ Misc. Certificate:Note: This includes all Incentives, Community Service, Misc. Certificates -

  • Last Name, First Name (Insert) (Money Smart, CPR 1st Aid, Pre-Employment Training, etc.)
  • StateID (Insert #)(The Adults/ Dislocated Worker use only when there is a Wavier)
  • Stipends/ Incentives/ Community Service/ Misc. Certificate (Choose one)
  • I

Job Readiness/Certificate

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Job Readiness/Certificate
  • I

Proof of Pell/Scholarships/ Other FundsNote: AKA: Financial Award Letter

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • School Funds
  • C-ITA

Progress Grade Information:Note: AKA: Transcripts

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Grades– (Insert semester/ year) XX/XX
  • C-ITA

Hard Exit Documentation:Note:Need Proof of Global Exclusion

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Exclusion Documentation
  • X

Supplemental Information:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Supplemental Information
  • O

Credentials/Certificate Received:

  • Last Name, First Name (Insert)
  • StateID (Insert #)
  • Credential
  • P Note: Make sure that the credential tab below is completed

Performance Measures

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Measurable Skill Gain
  • P Note: Make sure that the Measurable Skills Gain tab below is completed

Miscellaneous Document:Note: To use only if does not fit under any of the other categories above.

  • Last Name, First Name (Insert)
  • State ID (Insert #)
  • Miscellaneous – (Insert what it is)
  • O-Misc.

This is a Southwestern Area Workforce Development Board Form and cannot be changed/ revised without prior approval. Updated Effective Date 7/3/2018

“An Equal Opportunity Program”