WIOA Application Help Guide

WIOA Application Help Guide

Application Image/Description...... 2




Veteran Information



Public Assistance


Family Income2

Eligibility and Grants3

Partner Programs

“Incomplete” application vs. “Partially Complete” application...... 30

Design Concepts

Application Image/Description

Enhanced view of Program Application icons…

Application Image/Description (cont.)


You can elect to show the Individual’s Details and/or your Preference as to how to show your progress through the application creation process, or editing navigation of the application. Click the “-“ to hide each or “+” to expand.


Progress bar

Green w/white check mark – the section is complete

Yellow w/triangle and exclamation mark – the section is incomplete

Grey w/white “x” – the section has not yet been attempted/altered

Start (cont.)



Start (cont.)

The section below lists information about the individual’s WIOA application.

If the individual was never enrolled in WIOA activities and you wish to close this application, click the checkbox in the Application Closed Never Enrolled. Access to this field is dependent upon your privilege setting.

Enter the Application Date using a MM/DD/YYYY format. You can also enter the date by clicking on the calendar icon. You must enter the Application Date first, before you are able to proceed with the other selections and fields in this section. Completing this field is also required to perform a partial save.

The main difference on the Start page from WIA to WIOA is the Eligibility types, which are not predetermined by Formula Program Eligibility, but which are limited by the individual’s age at point of application for the selected eligibility type.

NOTE: The Date of Eligibility is used for Age calculations related to eligibility. Therefore, this field needs to be updated when the Participation record alerts the staff user to an age change prior to registration. This change may alter eligibility when age is a factor, and the system may have activity/enrollment records associated to previously determined eligibility groups. The system will not alert staff to this problem, so edit with caution.

When staff picks an Eligibility type, an eligibility date controls displays (and any types unavailable, due to age, are disabled).

Note: To be eligible to receive WIOA services as an adult and/or dislocated worker, an individual must be 18. For individuals younger than 18, the Adult and Dislocated Worker eligibility selection boxes will be disabled.

Note: To be eligible to receive WIOA services as a youth, an individual must be 14-24.


At the bottom of this step/tab, are the case assignment options

This is also the step where you will begin to obtain Verification documents for information reported. Just click the “Verify” hyper link to see documentation options allowable by regulations and/or program. Then click the radio button next to the documentation that you receive from the participant and scan into ECM.


  • Selective Service

 If the Selective Service information is incorrect per the following regulations, then the application is considered incomplete and you will not have any customer groups available to choose for your activities.

 Selective Service registration is an important consideration when determining WIA eligibility. With only a few exceptions, the registration requirement applies to all male U.S. citizens and male aliens residing in the United States who are 18 through 25 years of age.

 This does not apply to female applicants.

 If a male is under the age of 18 and becomes a participant, he will need to register with Selective Service within 30 days of his 18th birthday. If the applicant is a male who is at least 17 years and 3 months old, he may complete the Selective Service System Online Registration Form to submit his registration information early. The information will be held on file and processed automatically when the youth is within 30 days of his 18th birthday, at which time he will be mailed a confirmation.

 If a male, age 18-25, is not registered but should be, have the individual mitigate their earlier failure to comply simply by registering at any U.S. Post Office or if the individual has a valid Social Security Number, they may register online at www.sss.gov/RegVer/wfRegistration.aspx. Once registration is completed and verified, WIA can serve these males.

Demographics (cont.)

 Under Selective Service System procedures, no person may register for the military draft after his 26th birthday. Nevertheless, an unregistered male over age 25, or born after 1959, cannot be denied any federal benefit if he demonstrates that his failure to register was not knowing or willful. A male in the over age 25 group who is not registered (but should be) may become eligible for WIA. A Registration Status Information letter must be obtained from the Selective Service System. Upon receipt of the letter, the Local Area is to determine the nature of the response. If the response is favorable per the Selective Service System letter, and the individual is otherwise eligible, then services may be provided. If the response is deemed unfavorable, the individual in question may not be served. The individual should request a Registration Status Information letter from:

Selective Service System

Attention: Status Information Letter

Box 94638

Palatine, Illinois 60094-4638

A printable version and the instructions for filling out the “Request for Status Information Letter” are available on the Selective Service System website at


The following information is required by the Selective Service to obtain a Status Information Letter:

  • Individual’s name
  • Current mailing address
  • Social Security Number
  • Date of birth
  • Daytime telephone number
  • Email address if applicable
  • A statement that the individual is requesting a Status Information Letter.
  • The individual’s documentation regarding his reasons for not registering for the draft.

No status information letters are required from the Selective Service System if the man can provide a copy of supporting documentation for the following categories:

  1. Non-U.S. male who came into this country for the first time after his 26th birthday;

[Date of entry stamp in his passport, I-94 with date of entry stamp on it, or a letter from the U.S. Citizenship and Immigration Services (USCIS) indicating the date the man entered the United States. If the man entered the U.S. illegally after his 26th birthday, he must provide proof that he was not living in the U.S. from age 18 through 25. Resident Alien Card (Green Card) is not valid as proof of the date of entry to the United States.]

  1. Non-U.S. male on a valid non-immigrant visa;

[For example, if the man entered the United States as an F-1 student visa and remained in that status until his 26th birthday, he would need to provide documentation indicating that he was admitted on an F-1 visa and attended

Demographics (cont.)

school full-time as required. Acceptable documentation for this situation includes a copy of his I-20 form or a letter from the school he attended indicating his full-time attendance as a non-immigrant alien. The same thing applies for all non-immigrant statuses.]

  1. A male born prior to 1960; or

[Official government issued document-showing date of birth such as state ID card, driver’s license, passport, birth certificate.]

  1. A veteran.

[DD-214 or current full time active duty orders, military ID card.]

  • Authorization to Work in US
  • Citizen of U.S. or U.S. Territory - Someone who was born in the United States, or someone who has gone through the proper steps to become a naturalized citizen.
  • U.S. Permanent Resident - A non-citizen who has been given permission from the United States government to live in the U.S. permanently without deportation, and who has a permanent resident card or stamp on their visa indicating their status. This selection will populate additional fields requiring you to enter your USCIS (Alien Registration) Number and Expiration Date. USCIS refers to U.S. Citizenship and Immigration Services.
  • Alien/Refugee Lawfully Admitted to U.S. - Someone who has been given protection by the United States government for a specific reason. Example: A Cuban resident who has been given political asylum because his life would be in danger if he returned to Cuba. This person will hold documents that state they are a refugee or asylum from a certain country. This selection will populate additional fields requiring you to enter your USCIS (Alien Registration) Number and Expiration Date. USCIS refers to U.S. Citizenship and Immigration Services.
  • None of the above - Someone holding a visa type not listed above.

Alien/Visa Registration Number - If the individual has an Alien Registration Number, enter it in the field provided along with the Alien/Visa Expiration Date. These fields are not required.

Demographics (cont.)

  • Considered to have a Disability
  • Considered to have a disability - An individual with a disability means an individual with any disability as defined in section 3 of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102).

Record "Yes" for any individual who has a physical or mental impairment that substantially limits one or more of such person's major life activities, or has a record of such impairment, or is regarded as having such impairment.

Note: If you answer “Yes” to this question, you will then be prompted to answer additional, required questions as shown below.

*These questions are tied to our public partner Vocational Rehabilitation

Note: Verification of Disability is not required for an Adult Basic Core Application.

  • Type of Disability - Physical disabilities refer primarily to mobility and sensory impairments. Mental disabilities refer to cognitive and learning impairments

Veteran Information

Eligible Veteran Status - Use the following guidelines to make this drop-down selection:

  • Yes <= 180 days - Select if the individual has served for less than, or equal to, 180 days as active U.S. military, naval, or air service and who was discharged under conditions other than dishonorable.
  • Yes, Eligible Veteran - Record for individuals who have served on active duty for period or more than 180 days and who were discharged or released under conditions other than dishonorable; who were discharged or released because of a service-connected disability; or as a member of a reserve component under an order to active duty pursuant to section 167 (a), (d), or, (g), 673 (a) of Title 10, U.S.C., served on active duty during a period of war or in a campaign or expedition for which a campaign badge is authorized and was discharged or released from such duty with other than a dishonorable discharge.
  • Yes, Other Eligible Person - Select if the individual is: (a) the spouse of any person who died on active duty of a service-connected disability; (b) the spouse of any person who has a total, permanent disability resulting from a service-connected disability, or the spouse of a veteran who died under the existence of such a disability; or, (c) the spouse of any member of the Armed Forces serving on active duty, who, at the time of the application for assistance under this part, is listed, pursuant to 38 U.S.C. 101 and the regulations issued there under, by the Secretary concerned, in one or more of the following categories and has been so listed for more than 90 days:
  • missing in action
  • captured in the line of duty by a hostile force, or
  • forcibly detained or interned in the line of duty by a foreign government or power

No - Record 'No' if the individual does not meet any of the criteria listed above.


You need to enter Wage and ONET Code.


Highest School Grade completed - Indicate the number of school grades completed by the individual. This field is prefilled according to the selection the individual made during registration. If necessary, a different selection can be made from the drop-down list.

High School Diploma or equivalent received - Indicate by selecting Yes, No.

Highest Education Level completed - Select the highest education level completed by the individual at program entry.

Highest Grade and Educational Level - Click the Verify link to expand a list for selecting the verification method used in determining the highest grade and educational level.

School Status - Select the current school status from the drop-down list, indicating if the individual you are assisting is attending school or not.

Note: Compulsory school age for youth is as follows “. . . a child is of mandatory attendance age if the child (i) will reach six years of age prior to January 1 of the then-current school year. . . .and (iii) has not reached eighteen years of age.”

Education (cont.)

Receiving services from Adult Education (WIOA Title II) - Indicate if the individual is receiving academic instruction and education services below the postsecondary level with the aim of increasing the individual's ability to: attain the abilities necessary for the attainment of a secondary school diploma or its recognized equivalent; transition over to postsecondary education and training, and; obtain employment.

Receiving services from YouthBuild - Indicate if the individual is receiving services from a YouthBuild program. This community-based program is for youth between the ages of 16 and 24 who are high school dropouts, adjudicated youth, youth aging out of foster care, youth with disabilities, homeless youth, and other disadvantaged youth populations.

YouthBuild Grant Number - The YouthBuild program supports academic, occupational skills training and leadership development to youth ages 16-24. Enter the YouthBuild Grant Number for individuals who are YouthBuild grantees.

Currently receiving services from Job Corps Indicate if the individual is receiving services from Job Corps, which helps young people learn a career, earn a high school diploma or GED, and find and keep a good job.

Currently receiving services from Vocational Education (Carl Perkins) - Indicate if the individual is receiving services from the career-technical education programs, under the Carl D. Perkins Vocational and Technical Education Act.

Individualized Education Program Participant - Indicate if the individual is currently participating in IEP, was a previous participant, or if this is Not Applicable.

Public Assistance

Answer 'Yes' to the statements in this tab about the types of assistance that the individual receives. The blue text above the assistance questions clarifies the time period for the questions below it.


Note: Some of the fields described here are based upon previous selections for Eligibility Type, and may not appear on your screen.

The Barriers tab includes the individual's abilities and history barriers. Select any individual barriers that apply, and use the Verify link to identify the document, record, scores, etc., used to verify the barrier. For more on verifications, click here.

English language learner - Select 'Yes' if the individual is a person who is learning the English language in addition to his or her native language.

High School dropout - Select 'Yes' if the individual is currently not attending any school and whose highest grade completed is less than, or equal to, Grade 12 or the individual's school status has been set to "Not Attending School, High school Drop-out".

Basic Skills deficient - An individual meeting the following criteria:

  • Individual's assessment date is no more than six months prior to the youth eligibility date
  • Scores are in grade level format, any reading
  • Math or language scores are below 9.0

Add/View Basic skills scores - Click here opens a popup window allowing you to add/view scores for basic skills. Adding scores may result in updating the Basic Skills Deficiency to 'No'.

Staff should keep in mind the following about the Basic Skills entry:

  • A Basic Skills entry can be edited until a record for the first date of service exists
  • If the application is saved with an incorrect Basic Skills entry and the first date of service has been provided, then only a state staff member - with the Edit after Program Entry privilege - will be able to update the incorrect entry
  • If the Basic Skills Deficient status has been set to Yes and staff click into the test area, they will need to check to be sure that the Basic Skills Deficient status in the Barriers tab is updated to match that status

Homeless - An individual who lacks a fixed, regular, adequate night time residence; and any individual who has a primary night time residence that is a publicly or privately operated shelter for temporary accommodations; 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.
Note: This definition does not include an individual imprisoned or detained under an Act of Congress or State law. An individual who may be sleeping in a temporary accommodation while away from home should not, because of that alone, be recorded as homeless.

Runaway - This is a required field if a Youth Eligibility Date has been entered. When the age on the entered Youth Eligibility Date is less than 17, the system will default this selection to 'No', and will disallow an update to 'Yes'; when the age is less than 18, the system will allow an update to 'Yes' from the default 'No'.

Youth in, or aged-out of, Foster Care - This is a required field if a Youth Eligibility Date has been entered. Staff with appropriate privileges can modify this entry.

Offender - individual has been arrested/convicted of a crime - Required entry when Offender is set to 'Yes'.

Pregnant/Parenting youth - This is a required field if a Youth Eligibility Date has been entered. Staff with appropriate privileges can modify this entry.

Foster Care - Required entry when Youth in, or aged-out of Foster Care is set to 'Yes'. Staff with appropriate privileges can modify this entry.