WIA Data Element Validation Instructions
WIA Data Element Validation Instructions
Validation Instruction: These instructions present the data elements, reference numbers, formats, element definitions, federal sources, and validation rules needed to perform data element validation. The federal sources are the generic, federally recommended source documentation. The "State Version of Sources" column can be used to enter state-specific versions of the federally approved documentation.
Two types of validation rules exist:
1. If the validation instruction says MATCH: Enter a checkmark in the box in the pass column if the data on the worksheet match the data in
the source documentation. Enter a checkmark in the box in the fail column if the data on the worksheet do not match the data in the source
documentation or if no source documentation is found.
To match, the data on the worksheet must be the same as the data in the source documentation. For example, if the worksheet says a
participant's date of birth is July 1, 1975, then the source documentation must also have July 1, 1975 as the birth date.
2. If the validation instruction says SUPPORT: Enter a checkmark in the box in the pass column if the data on the worksheet are supported by the data in the source documentation. Enter a checkmark in the box in the fail column if the data on the worksheet are not supported by the data in the source documentation or if no source documentation is found.
To support, the data on the worksheet must be similar to the data in the source documentation. This instruction is used when information
must be interpreted or processed before it can be applied to the participant's records. For example, source documentation can support basic skills deficient.
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Individual identifier1Numeric:An identification number Social Security Card; DD-214; Match
XXXXXXXXXassigned to each person.passport; Database assigned
number from state
management information
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 1 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Date of birth2Date:Date on which the individualCopy of ID; Baptismal Record;Match
YYYYMMDD was born. Birth Certificate; DD214,
Report of Transfer or
Discharge Paper; Driver's
License; Federal, State, or
Local Government
Identification Card; Hospital
Record of Birth; Passport;
Public Assistance/Social
Service Records; School
Records/Identification Card;
Work Permit; cross-match with
Department of vital statistics;
tribal records
Individual with a disability3Numeric:An individual with any Letter from Drug or Alcohol Support
1 = Yesdisability as defined in Rehabilitation Agency; Medical
2 = Yes and section 3 of the Americans Records; Observable Condition
disability results with Disabilities Act of 1990 (Applicant Statement);
in a substantial(42 U.S.C. 12102).Physician's Statement;
impediment Psychiatrist's Statement;
to employmentPsychologist's Diagnosis;
3 = NoRehabilitation Evaluation;
School Records; Sheltered
Workshop Certification; Social
Service Records/Referrals;
Social Security Administration
Disability Records; Veterans
Administration Letter/Records;
Vocational Rehabilitation Letter;
Worker's Compensation
Record
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State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Veteran status4Numeric:A veteran can either be: an DD-214; Cross-match with Support
1 = Yes <= 180 individual who served in the Veterans Data; Cross-match
daysactive U.S. military, naval, with Wagner-Peyser; state
2 = Yes > 180 or air service for a period management information
daysless than or equal to 180 system.
3 = Nodays, and who was
discharged or released from
such service under
conditions other than
dishonorable; or, an
individual who met the
above conditions for more
than 180 days.
Employment status at 5Numeric:Whether an individual is Case file notes showing Support
registration1 = Employedemployed or not employed information collected from
2 = Not employedat registration.registrant at registration; pay
stub.
Unemployment compensation6Numeric:An eligible claimant is an UI Cross-Match; state Support
programs (U.I.)1 = Eligible individual who has been management information
claimant referred determined to be monetarilysystem; WIA application form;
by WPRS eligible for benefit self-attestation.
2 = Eligible payments under one or
claimant not more State or Federal
referred by unemployment
WPRS 3 = compensation programs and
Exhaustee whose benefit year or
4 = Neither compensation, by reason of
claimant nor an extended duration
exhausteeperiod, has not ended and
who has not exhausted
his/her benefit rights.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 3 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Low income7Numeric: A registrant in one or more Alimony Agreement; Applicant Support
1 = Yesof the following categories:Statement; Award Letter from
2 = NoVeterans Administration; Bank
(A) receives, or is a Statements; Compensation
member of a family which Award Letter; Court Award
receives, cash payments Letter; Employer
under a Federal, State or Statement/Contact; Farm or
income-based public Business Financial Records
assistance program;Housing Authority Verification;
(B) received an income, or Pay Stubs; Pension Statement;
is a member of a family Public Assistance Records;
that received a total family Quarterly Estimated Tax for
income, for the six-month Self-Employed Persons; Social
period prior to registration Security Benefits; UI
for the program involved Documents and/or Printout;
(exclusive of state management information
unemployment system; case notes; written
compensation, child supportstatement from an individual
payments, payments providing residence; written
described in subparagraph statement from a shelter;
(A) and old-age and written statement from a social
survivors insurance service agency.
benefits received under
section 202 of the Social
Security Act (42 U.S.C.
402)) that, in relation to
family size does not
exceed the higher of:
(I) the poverty
line, for an equivalent
period; or
(II) 70 percent of
the lower living standard
income level, for an
equivalent period;
(C) a member of a
household that receives (or
has been determined within
the 6-month period prior to
registration for the program
involved to be eligible to
receive) Food Stamps
pursuant to the Food Stamp
Act of l977(7 U.S.C. 2011
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 4 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
et seq.);
(D) qualifies as a homeless
individual, as defined in
subsections (a) and (c)of
section 103 of the Stewart
B. McKinney Homeless
Assistance Act(42 U.S.C.
11302); or
(E) is a foster child on
behalf of whom State or
local government payments
are made.
Temporary Assistance to 8Numeric:Participants who were Case Notes; Cross-Match with Support
Needy Families (TANF)1 = Yesreferred by the TANF TANF; public assistance
2 = Noagency, who participated in records; state management
the TANF assessment information system.
program as a requirement
prior to opening a TANF
grant, and who received
support services from the
TANF agency.
General Assistance (GA) 9Numeric:A participant who receives Copy of authorization to Support
(State/local 1 = Yescash from one or more of receive cash public assistance;
government),Refugee Cash 2 = Nothe following sources: Copy of Public Assistance
Assistance (RCA), General Assistance, Check; Medical Card Showing
Supplemental Security Refugee Cash Assistance, Cash Grant Status; Public
Income (SSI- SSA Title XVI)Supplemental Security Assistance Records/Printout;
IncomeRefugee Assistance Records;
Case Notes; state
management information
system; WIA registration form;
cross match with Public
Assistance database.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 5 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Highest school grade 10Numeric:The highest grade the Applicant Statement; School Support
completed00= No school individual completed at timeRecord; School Verification;
grade completed of enrollment.Transcript; Self-Certification
01-11 = Number
of elementary/
secondary school
grades
completed
12= High school
graduate
88= Attained
certificate of
equivalency for a
high school
degree (e.g.,
GED)
13-15= Number
of school years
completed.
16= Bachelor's
degree or
equivalent
17= Education
beyond the
Displaced homemaker11Numeric:An individual who has been Self-attestation form; Public Support;
1 = Yesproviding unpaid services toAssistance Records; Divorce Not
2 = No family members in the Paper; Court Records; Bank Validated for
home and who-Records; Spouse's Layoff Youth
(1) has been dependent on Notice; Spouse's Death
the income of another
family member but is no
longer supported by that
income; and
(2) is unemployed or
underemployed and is
experiencing difficulty in
obtaining or upgrading
employment
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 6 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Date of actual qualifying 12Date:The last day of employmentSelf-Certification; Verification Match;
dislocationYYYYMMDD at the dislocation job.from Employer; Notice of Not
Lay-off; Rapid Response List; Validated for
Public announcement with Youth
follow-up cross-match with UI
Homeless individual and/or a 13Numeric:An individual who lacks a Applicant Statement; Written Support;
runaway youth1 = Yesfixed, regular, adequate Statement from an Individual Not
2 = Nonighttime residence; and Providing Residence; Written validated for
any individual who has a Statement from a Shelter; adults and
primary nighttime residence Written Statement from Social dislocated
that is a public or private Service Agency; WIA workers
operated shelter for registration form.
temporary accommodation;
an institution providing
temporary residence for
individuals intended to be
institutionalized; or a public
or private place not
designated for or ordinarily
used as a regular sleeping
accommodation for human
beings. Also includes a
runaway youth.
NOTE: Does not include a
person imprisoned or
detained pursuant to an Act
of Congress or State law.
Offender14Numeric:An individual:Documentation from Juvenile Support;
1 = Yes(1) who is or has been Justice/Criminal Justice Not
2 = Nosubject to any stage of the System; Documented Phone validated for
criminal justice process,Call with Juvenile adults and
for whom services underJustice/Criminal Justice dislocated
WIA may be beneficial; orRepresentative; workers
Self-attestation; WIA
(2) who requires assistance
in overcoming artificial
barriers to employment
resulting from a record
of arrest or conviction.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 7 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Pregnant or parenting youth15Numeric:An individual who is under Copy of Child's Birth Support;
1 = Yes22 years of age and who is Certificate; Baptismal Record; Not
2 = Nopregnant, or a youthDoctor's Note Confirming validated for
(male or female) who is Pregnancy; Applicant adults and
providing custodial care for Statement of Pregnancy; dislocated
one or more dependents workers
under age 18.
Youth who needs additional 16Numeric:A youth, aged 14-21, who See State policy and State Support;
assistance1 = Yesrequires additional plan; individual service Not
2 = Noassistance to complete an strategy; case notes; WIA validated for
educational program, or to registration form; adults and
secure and hold self-attestation; state dislocated
employment as defined by management information workers
State or local policy. If the
State Board defines a
policy, the policy must be
included in the State Plan.
Education status at time of 17Numeric:Education status at time of Applicant Statement; ApplicableSupport;
registration1 = Student, H.S.registration Records from Educational Not
or lessInstitution (i.e., diploma, GED validated for
2 = Student, certificate, post-secondary adults and
attending enrollment, attendance record, dislocated
post-H.S.dropout letter or documentation workers
3 = Not attending from school); attendance
school; H.S. record; dropout letter or
dropoutdocumentation from school;
4 = Not attending WIA registration form; state
school; H.S. management information
graduatesystem.
Basic literacy skills 18Numeric:The individual meets the Standardized Assessment Test;Support;
deficiency (as defined in 1 = YesState or local level definition School Records; Case Notes; Not
2 = No of basic literacy skills state management information validated for
deficient.system. adults and
dislocated
workers
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 8 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Date of WIA Title I-B 19Date:The registration date should Date of Application and Match
registrationYYYYMMDDbe the date of the first WIA Signature Date Signed; WIA
Title I-B service (other than status form; state management
informational or self-service information system.
activities for adults and
dislocated workers).
Date of WIA exit20Date:The last date on which WIA Case notes; WIA status/exit Match
YYYYMMDDTitle I or partner services forms; state management
were received by the information system.
individual excluding
follow-up services.
Supportive services (except 21Numeric:For adults and dislocated Case notes; state managementSupport
needs-related payments) 1= Yesworkers, supportive information system.
received2= Noservices include services
such as transportation, child
care, dependent care, and
housing that are necessary
to enable an individual to
participate in activities
authorized under Title I of
WIA, consistent with the
provisions of Title I.
Supportive services for
youth, as defined in WIA
section 101(46), may
include linkages to
community services;
assistance with
transportation; assistance
with child care and
dependent care; assistance
with housing; referrals to
medical services; and
assistance with uniforms or
other appropriate work attire
and work-related tools,
including such items as eye
glasses and protective eye
gear.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 9 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Needs-related payments 22Numeric:This item only applies to Receipt of Services in Case Support
(Adults/Dislocated Workers in1= Yesindividuals who received File; state management
training services) or stipends2= NoWIA title 1-B funded needs information system
(Youth in training)related payments.
Date of first intensive 23Date:The date the individual Cross-Match between Dates of Match;
serviceYYYYMMDDbegan receiving intensive Service and Vendor Training Not
services.Info; case notes; state validated for
management information youth
system.
Date of first training service24Date:The date the individual State management information Match;
YYYYMMDDbegan receiving training system; case notesNot
services.validated for
youth
Established Individualized 25Numeric:The purchase of the Check account activity; case Match;
Training Account (ITA)1= Yesindividual's services utilizingfile; asset database; state Not
2= No an Individual Training management information validated for
Account established for system; WIA status form. youth
adults or dislocated workers
and funded by WIA Title I.
Adult education, basic skills 26Numeric:The individual received adultVendor Training Documentation;Support;
and/or literacy activities1= Yes education, basic skills Certificate; Case Notes; Not
2= Noand/or literacy skills.certificate; case file/notes; validated for
state management information youth
system.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 10 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
On-the-job training27Numeric:Training by an employer Vendor Training Documentation;Support;
1= Yesthat is provided to a paid case notes; state managementNot
2= Noparticipant while engaged in information system; OJT validated for
productive work in a job master contact. youth
that:
(A) provides knowledge or
skills essential to the full
and adequate performance
of the job;
(B) provides reimbursement
to the employer of up to 50
percent of the wage rate of
the participant, for the
extraordinary costs of
providing the training and
additional supervision
related to the training; and
(C) is limited to the period
of time required for a
participant to become
proficient in the occupation
for which the training is
being provided.
Occupational skills training or 28Numeric:An individual received Vendor Training Documentation;Support;
skills upgrading/retraining, 1= Yesoccupational skills training Certificate of achievement or Not
and/or workplace training2= Noor skills upgrading/retraining,credential; Case Notes; state validated for
and/or workplace trainingmanagement information youth
system; school records;
diploma.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 11 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Occupational skills training 29Numeric:The 6 digit Standard State management information Match
code000000000Occupational Classification system; NAICS Code; O*NET
(SOC) code, 8 digit O*Net or DOT/OES code description
3.0 Code, 9-digit DOT code,of training occupation; case
the 5-digit OES code, or the
5 or 6-digit O*NET code
that best describes the
training occupation for
adults and dislocated
workers who received
on-the-job training or
occupational skills training
and youth who received
employment services
related to a specific
Occupational skills training 30Numeric:The type of code used to State management information Support
code type1 = 6 digit SOC report the OCCUPATIONAL system; O*NET or DOT/OES
codeSKILLS TRAINING CODE.code; NAICS Code.
2 = 8 digit O*Net
3.0 Code
3 = 6-digit CIP
code(classroom
training only)
4 = 9-digit DOT
code
5 = 5-digit OES
code
6 = 5 or 6-digit
O*Net98 code
0 = None
Educational achievement 31Numeric:Educational achievement Case notes; activity sheets; Support;
services1= Yesservices include, but are notsign-in sheets; attendance Not
2= No limited to:rosters; vendor contract; state validated for
Tutoring, study skillsmanagement information adults and
training, and instruction system.dislocated
leading to secondary schoolworkers
completion, including
dropout prevention
strategies; and alternative
secondary school offerings.
Thursday, June 26, 2003WIA Data Element Validation InstructionsPage 12 of 26
State Version of Validation
Data ElementRef #FormatElement DefinitionFederal SourcesSourcesRules
Employment services32Numeric:Preparation for and successCase notes; activity sheets; Support;
1= Yes in employment services sign-in sheets; attendance Not
2= Noinclude, but are not limited rosters; vendor contract; state validated for
to:management information adults and
Paid and unpaid work system.dislocated
experiences, including workers
internships, and job
shadowing; and
Received summer youth 33Numeric:The youth received summerCase notes; activity sheets; Support;
employment opportunities1= Yes employment opportunities.sign-in sheets; attendance Not
2= Norosters; work agreement; state validated for
management information adults and