1. Opening Poll
Were you involved in preparing and submitting performance reports for TAACCCT grants last year?
A) Yes, I have done this before
B) No, the coming report will be my first time

2. Poll
Do you have a plan for tracking your job placement and wage increase outcomes (B.8, B.9 and B.10) these final 6 months?
Yes No

3. TAACCCT Job Placement and Follow-Up Performance Outcomes
May 30, 2018

4. Presenters
Moderator: Cheryl Martin, Program Manager, TAACCCT, U.S. Department of Labor, Employment and Training Administration Presenter: Scott Estrada, Performance Specialist, Maher & Maher, TAACCCT Grants Christian Lagarde, Consultant, TAACCCT Learning Network, Jobs for the Future

5. Agenda
Review the allowability of follow up tracking efforts in the final six months
Cover the reporting definitions of B.7, B.8, B.9 and B.10
Offer programmatic strategies for participant follow up tracking.

6. Key Dates for TAACCCT Round 4
Round 4 Start Date
Oct. 1, 2014
Submit Interim Third-Party Evaluation
Per your eval plan
End Date for Grant-Funded Program Activities (extended from Sep. 30, 2017)
Mar. 31, 2018
WE ARE HERE: 44 months into 48 months
May 30, 2018
Finalize data-gathering, reporting, third-party evaluation, posting of product deliverables
Apr 1, 2018 –
Sep. 30, 2018
Submit Final Third-Party Evaluation
Due Sep. 30, 2018
Round 4 End Date
Submit Final APR, QNPR, 9130
Nov. 14, 2018 (45 days)
Remaining Closeout Documentation
Dec. 30, 2018 (90 days)

7. Common FAQs During Last 6 Months
What can be paid for with grant funds after March 31? 
During the extension of program activities, which outcomes do I track and report? 
When will ETA begin the grant closeout process with Grantees?
Are activities and costs related to reviewing and posting deliverables allowable during the final year (or six months)? 
What is the latest date that final bills need to be submitted?
on_of_TAACCCT_FAQs 21

8. Final 6 Months – Allowable Expenses
Allowable Expenses between April 1, 2018 – September 30, 2018
Performance Reporting Efforts, including tracking outcomes
Finalizing Evaluations
Preparing deliverables for SkillsCommons
All other expenses must be paid for out of non-TAACCCT funds after March 30, 2018.

9. HOW TO HANDLE Performance Reporting
Final Six Months of Your Grant
HOW TO HANDLE Performance Reporting

10. Performance Reminders
Final APR and QNPR are due November 14,
APR: You are only Reporting FY performance numbers - NOT CUMULATIVE
QNPR: Final IS CUMULATIVE
EBSS is going through maintenance, which means we cannot unlock your reports right now

11. Poll Would you participate in Performance Reporting Office Hours YesNo

12. Performance Reporting Efforts
What do you mean by “Performance Reporting Efforts?”
Tracking Employment Data
Completing Performance Reports
Collecting and organizing student outcomes data

13. Requirements to Report
You are required to report all applicable outcomes for participants enrolled during your six-month program activities extension as per the SGA (i.e., from Oct. 1, 2017 – Mar. 31, 2018)
Program activities extension was provided to allow grantees to further meet the targets in their SOW and reflect the successes of their programs

14. Final Annual Performance Report
What to Report
Final Annual Performance Report
The final APR will reflect the activities since the third year APR, that is, your fourth year program activities during first 6 months PLUS any B.7, B.8, B.9 or B.10 activities that occur during the final 6 months; see Compiled FAQs Section VII.D.4) 14

15. Questions

16. Follow Up Outcomes
B.7, B.8, B.9, B.10

17. TAACCCT Performance Reporting Key Resources
erformance_Key_Resources

18. Status Outcomes (B.2, B.3 and B.4)
Types of Outcomes
Status Outcomes (B.2, B.3 and B.4)
Where is the participant currently located in their progress toward completion?
In-School Outcomes (B.5 and B.6 with subparts)
What has the participant accomplished academically?
Follow-Up Outcomes (B.7, B.8 and B.9)
What did completers who have exited do after they left?
Special Outcomes
Participant Outcome (B.1)- at enrollment
Incumbent Worker Outcome (B.10)- for subset of participants employed at enrollment who received wage increases at any point prior to the end of the grant

19. Traditional Semester Schedule 4th Year Outcomes
Closeout
Outcome
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
B1  (participants)  x x
B2/B2a (completers)
B3 (retained)
B4 (retained in other)
B5/B5a (credits)
B6/B6a/B6b/B6c (credentials)
B7 (further education)
B8 (employment) x 
B9 (emp retention)
B10 (wage increase) *
*incumbent workers only

20. Table Summary
Other types of schedules (e.g., rolling enrollments) may report all outcomes including completers, credits and credentials, where applicable -- through the end of the program activities extension (Mar. 31, 2018)

21. Traditional Semester Schedule 4th Year Outcomes
Closeout
Outcome
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
B7 (further education)  x x
B8 (employment) x 
B9 (emp retention)
B10 (wage increase) *
*incumbent workers only

22. For a participant to be counted, they have to have completed & exited
Follow Up Outcomes
B.7, B.8, B.9
For a participant to be counted, they have to have completed & exited

23. Follow Up Outcomes
Q: Why are these Allowed to be Counted in the final 6 months?
A: Because these events have to happen after completion and exit. They are “follow-up activities.”

24. B.7 – Further Education
Total number of completers who entered another program of study after exiting the institution
Exit is defined as being no longer enrolled at the college in any program of study and can include formal withdrawal, expulsion, graduation, and other reasons
A participant counted in B.7 cannot be counted again in B.8

25. B.7 – FAQs
What happens when someone qualifies for both B.8 AND B.7. If I can’t count them in both, where do I count them?
Count which ever occurs first

26. B.8 – Employment
Total number of completers who entered employment after exiting* the institution
Not incumbent (not employed at entry)
Employment must be unsubsidized
Employed (or still employed) first quarter after the quarter in which the student exits the college

27. A student who: Completed February 28 Exited May 30; and
B.8 – Example of Timing (Year 4)
A student who:
Completed February 28
Exited May 30; and
Found a job June 20
Would not be eligible to be counted in B.8 until July 1 (Or quarter 4) *

28. A student who: Completed February 28 Found a job March 1; and
B.8 – Example of Timing (Year 4)
A student who:
Completed February 28
Found a job March 1; and
Exited April 30
Would not be eligible to be counted in B.8 until July 1 (Or quarter 4) *

29. B.8 – Example of Timing (Year 4)
*A student can earn a job before exiting the college and be counted in B.8 so long as she still has that job in the first quarter after the quarter of exit. “…entered…employment after completion and who were still employed in the first quarter after the quarter in which the student exits…”

30. B.9 – Employment Retention
Total number of participants who were employed in the second and third quarters after exit
Subset of B.9
Non-incumbent workers
Completers
Unsubsidized employment
Exiters
Entered employment or still employed in the first quarter after the quarter of exit

31. Exits the college December 30, 2017
B.9 – Example of Timing (Year 4)
If a student…
Completes on October 30, 2017
Gets a job on November 30, 2017
Exits the college December 30, 2017
Then she is can’t be counted in B.9 until the 4th quarter of 2018 (if still employed)

32. B.9 – Example of Timing (Year 4)
They have to remain employed in the 2nd and 3rd quarter after exit
We allow the counting of B.8 and B.9 into the closeout period (October – December 31) due to the strictness of the “exiting” requirements
B.7 and B.10 don’t have a requirement about when exit occurs

33. Report the first wage increase only
B.10 – Incumbent Worker Wage Increase
Number of incumbent workers who received an increase in their wages at any time after becoming enrolled
Report the first wage increase only
Report the wage increase in the reporting year in which it occurred
You have the entirety of the grant to report it

34. Questions

35. Job Placement Tracking
Tips and Strategies

36. Overview of the TLN Job Placement Coaching
20 Round 4 grantees with low placement rates participated
Findings – multiple causes for low placement rates:
For many, tracking was the issue, not placement
Incumbent worker enrollment higher than forecasted
Wage data exchange agreement not executed
Waiting on their evaluator to provide data
Exit surveys didn’t work (students changed or contact info)
Intake process wasn’t detailed enough
Lag between completers and exiters

37. Job Placement Tip Sheet – In the Fileshare
Designate a staff person to track progress and coordinate job placement efforts. USE YOUR FUNDS
Use several social media platforms as methods to stay in touch with graduates, e.g. LinkedIn, Twitter, Facebook, and Google +.
Consider contracting a third party vendor

38. Create an “intrusive” Intake Process
LESSONS LEARNED
Create an “intrusive” Intake Process
Retain Navigators/Student Support Staff as long as possible
Tie employer verification to the employer agreement/placement
Use text software, Remind, and social media to connect with students
Ensure data sharing agreements happen early in the grant
Devote funds via personnel and resources to student tracking

39. Questions

40. Thank you for attending!