14: programs: apprenticeship (apr) · programs: apprenticeship (apr) vos staff guide - 14: programs...

VOS Staff Guide - 14: Programs - Apprenticeship 14-1 V19 - 06/2020

14: Programs: Apprenticeship (APR) Chapter Contents

Apprenticeship Program Overview ................................................................................................ 14-1 Completing an APR Program Application...................................................................................... 14-2 Completing the Participation Form .............................................................................................. 14-13 Managing Enrollments in Activities and Services ........................................................................ 14-14

Creating an Activity/Service .................................................................................................. 14-14 Closing an Activity, Enrollment or Service............................................................................. 14-24

Recording Measurable Skills Gains ............................................................................................ 14-25 Recording Credentials ................................................................................................................ 14-27 Exiting the Program .................................................................................................................... 14-29

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Apprenticeship Program Overview Apprenticeship programs are state-administered, federally funded programs designed to provide services for the employment and training requirements of individuals, for activities funded through the Registered Apprenticeship Expansion Grant (RAEG). Using the system, staff can create the application and participation records for an Apprenticeship (APR) program applicant from the Programs tab. Once that individual meets eligibility, staff can create and manage Apprenticeship enrollments, as well as maintaining any skills gains, credentials, or outcomes.

Note: Some access may depend on each staff’s specific privileges set by an administrator.

Like all programs in the system, the APR program starts with using a link under the program bar to start the application for that program (shown in figure below for an APR application).

The Apprenticeship (APR) program functions provide all the necessary case management tools for staff to efficiently and effectively manage an individual’s case progress, from application to closure, including:

• Completing the individuals’ application process

• Adding, reviewing and managing case notes

• Enrolling participants in activities and services and tracking progress

• Identifying skills gains, entering obtained credentials, and closing/exiting the APR program.

Programs: Apprenticeship (APR)


Programs Tab – Apprenticeship Panel and Forms

Each of these functions and related forms are described in this chapter. For other supporting functions, such as managing individuals, employers, and partners; reporting; messaging; and more, please see other pertinent chapters in this guide.

Completing an APR Program Application Staff starts an Apprenticeship application by clicking a link directly below the Apprenticeship (APR) heading, on the programs tab. This starts a multi-page wizard to gather data and determine eligibility.

The application wizard and eligibility determination have been streamlined to collect only the minimum data required to meet federal reporting requirements, with most of the fields prefilled with data gathered during account registration. Many business rules that apply to other programs are minimized for the APR application (e.g., a customer group is automatically populated). The system will determine eligibility at the end of the application process.

Once an individual is eligible, with a completed APR application and participation record, staff can expand sections to manage activity enrollments, monitor skills gains, and review other information about the participant.

To start an Apprenticeship application (Intro Page): 1 Find and assist the desired individual, then navigate to their Programs tab (see figure below).

Note: See the topic “Assisting an Individual” in Chapter 3 - Manage Individuals for details on how to search for and assist clients, and the topic “Staff Profiles - Case Management Profile” in Chapter 4 - Individuals - Case Management to learn how to navigate to the Programs tab.

2 Click the Create Apprenticeship (APR) Application link in the Apprenticeship (APR) panel.

The Intro page of the application wizard displays with a progress bar at the top, along with Individual Detail, Case Notes, and Comments buttons (see figure above).



Create Apprenticeship Application Link and the APR Intro Page

3 In the Apprenticeship (APR) section, enter the Application Date and the Eligibility Date.

Note: Application Date cannot be greater than X days ago (the lockdown date), nor can it be greater than today’s date. Eligibility Date cannot precede the Application Date, nor can it be greater than today’s date. Staff can change the Eligibility Date before final eligibility determination. E.g., you can start an application before an individual turns 16, and change the Eligibility Date after they turn 16, when they are eligible.

4 Select the LWDB.

5 Select the Office Location and the Office Location of Responsibility.

6 Click Next to save the data and continue to the Contact page.

Contact Page Many fields are prefilled based on registration. Ensure that all required fields are completed correctly.

To complete the Contact page: 1 Review the First Name and Last Name. Make changes, if needed (see figure below).

2 Review the Social Security Number. If you need to change it, click the Edit SSN link. This opens a pop-up window for changes.

Note: The Edit SSN link only opens the pop-up window for staff with proper privileges.

3 Verify the SSN:

Click the Verify link to indicate how the SSN was verified. Select the type of verification document used (there may only be one selection). If you select Other Applicable Documentation, enter a description.



Apprenticeship Application – Contact Information Section

4 In the Residential Address section, review the address fields and the preferred method of contact field. Make changes, if needed (see figure below).

Apprenticeship Application – Residential Address Section

5 In the Mailing Address section, review the address fields. Make changes, if needed.

Note: If you change any Residential Address data and want the same data used for Mailing Address, you can check the box at the top of the section to duplicate the Residential Address information.

6 In the Phone Information section, review the Primary Phone Number and Primary Phone Type (see figure below). Make changes, if needed.

7 Add or change any information for Alternate Phone Number or for Fax, if desired.

8 In the Email Information section, review the Primary Email address, if one is entered. Make changes, if needed (see figure below). Note: If you previously selected either Email or Internal Message with Email Notification,

you must include a Primary Email address.



Apprenticeship Application – Phone Information and Email Information

9 Click Next to continue to the Demographic page.

Demographic Page Ensure that all required fields are completed correctly. Some fields include options to not identify, or to not answer, but all fields require a selection or entry.

To complete the Demographic page: 1 Review the Date of Birth. Make changes, if needed, by clicking the Edit Date of Birth link (see

figure below). The values displayed for Today’s Age and APR Eligibility Age will adjust based on changes to the Date of Birth entry.

2 Review the selections for Gender, Hispanic/Latino Heritage, and Race (Ethnicity). Make any changes, if needed (see figure below).



Apprenticeship Application – Demographic Page

3 Indicate if the individual is Considered to have a disability.

4 Click Next to continue to the Veteran page.

Veteran Page Minimal data is collected on veteran status for eligibility in the Apprenticeship program.

To complete the Veteran page: 1 Review the Veteran Status and Disabled Veteran selections. Make changes, if needed (see

figure below).

Note: Selecting “Yes <= 180 days” or “Yes, Eligible Veteran” will activate the Disabled Veteran selection.

Apprenticeship Application – Veteran Page

2 Click Next to continue to the Employment page.

Employment Page Minimal employment data is collected for Apprenticeship eligibility – the employment and unemployment compensation (UC) status. Employment history recorded for other programs is not included on this page. Ensure that all required fields are completed correctly.

To complete the Employment page: 1 Select or confirm the applicant’s Employment Status (see figure below).

2 Identify if the applicant is already In a Registered Apprenticeship Program.



Apprenticeship Application – Employment Page

3 Identify the applicant’s UC Eligibility Status (as Claimant, Exhaustee, or Neither).

a. If a Claimant, also:

Make a Claimant was referred by selection. Indicate if claimant was exempted from work search, and what date they were

exempted.

4 Specify if they are considered Long Term unemployed (27 or more consecutive weeks). 5 Click Next to continue to the Education Information page.

Education Page Additional education data is collected for Apprenticeship (and other programs) beyond the questions asked at registration. Ensure that all required fields are completed correctly in both sections of the page (see figure below).

To complete the Education page: 1 In the Education Information section, select the Highest school grade completed.

2 Indicate if a High school diploma or equivalent was received.

3 Select the Highest education level completed.

4 Indicate the individual’s current School Status.



Apprenticeship Application – Education Information Page

5 In the Education Partner Services section, specify if the individual is receiving services from:

Adult Education (WIOA Title II) YouthBuild (if so, enter the Grant Number in the field that displays) Job Corps

6 Click Next to continue to the Public Assistance page.

Public Assistance Page The public assistance information (shown in figure below) is necessary for reporting requirements and related to Low Income status, which will show on the Eligibility Summary page.

To complete the Public Assistance page: 1 Specify if the individual or a member of their family receives, or has received in the last 6 months,

any of the following assistance sources:

Temporary Assistance for Needy Families (TANF) Supplemental Security Income (SSI) General Assistance (GA) Supplemental Nutrition Assistance Program (SNAP)



Apprenticeship Application - Public Assistance Page

2 Specify if the individual is a Youth who currently meets either of the following conditions:

Living in high-poverty area Receives, or is eligible to receive, free or reduced lunch under the Richard B. Russell

National School Lunch Act

3 Click Next to continue to the Barriers page.

Barriers Page There are only five barrier questions to consider for eligibility in the Apprenticeship program. They are organized in two areas: Individual Barriers and Barriers to Employment.

To complete the Barriers page: 1 Identify each barrier that exists for the individual with a Yes (see figure below).



Apprenticeship Application – Barriers Page

Note: Brief descriptions are listed below. More on the criteria for each barrier is described in the help page available by clicking an information icon at the right of each section.

In Individual Barriers section: Basic Skills Deficient/Low Levels of Literacy - An individual meeting deficiency criteria –

skill deficiencies are normally associated with an assessment score in an equivalent grade -level format that is below 9.0, for reading, math, or language scores.

Homeless - An individual who lacks a fixed, regular, adequate night time residence; an individual whose primary night time residence is: publicly or privately operated shelter for temporary accommodations, or not designated as a sleeping accommodation for human beings, or an institution providing temporary residence for those to be institutionalized.

Note: Yes will auto-set the Low Income status, displayed on the Eligibility Summary page.

Ex-Offender – Select Yes if this individual has been arrested/convicted of a crime. Yes will display an additional question: Incarcerated at Program Entry – This is asked since outreach (e.g., starting an

Apprenticeship application) can occur while the applicant is still incarcerated. However, the application cannot be completed with participation in services until the individual is are released.

Date Released – If the answer for the previous question is No, then a Date Released from Incarceration must also be entered.

In Barriers to Employment section:

Displaced Homemaker - An individual who was providing unpaid services to family members and: was dependent on income of another family member which is no longer available; is the dependent spouse of a member of the Armed Forces on active duty and whose family income is significantly reduced related to the service conditions; or is unemployed/underemployed and experiencing difficulty obtaining or upgrading employment.

Single Parent (including single pregnant women) - A single, separated, divorced, or widowed individual who has primary responsibility for dependent children under age 18.

2 Click Next to continue to the Household and Income page.



Household and Income Page This page may help identify or establish a family size and low income status for the individual, if not already established. Review messages and supply entries if required (see figure below).

To complete Income Information: 1 Review the messages at the top of the page to see if family size or low income are already

established.

Notes: A blue text message indicates whether family size and income are optional, i.e., if low income is already established, or required (as shown in figure below).

If a disability was identified on the Demographic page, then Due to the individual’s disability, they qualify as a Family of 1 shows as Yes, and Family Size is set to 1.

Apprenticeship Application – Household and Income Page

2 Select the individual’s Family Size. 3 Enter or change the Annualized Family Income.

Note: You can click the Income Table link at the bottom of the page to display a table for low income guidelines (as shown in figure below).

Household and Income Page - Income Table

3 Click Next to continue to the Eligibility Summary page.



Eligibility Summary Page The Apprenticeship program has minimal restrictions and eligibility is usually “Yes.” Staff can simply review this page, assign a case manager (if available), provide signatures, and continue to program participation and apprenticeship activity enrollment.

To finish eligibility and start participaton: 1 Note the Meets definition of Low Income status. This may help you determine if the Eligibility

status is correct.

2 Review the Apprenticeship Eligibility status. This field is usually set to Yes. If set to No, verify that the Reason not Eligible is correct.

Note: If set to No, the Reason not eligible for Apprenticeship field will display either “Age is < 16” or “Already participating in an Apprenticeship Program.”

Apprenticeship Application – Eligibility Summary Page

3 Assign a case manager.

If case management groups are set up for Apprenticeship in your site, and you wish to assign a case manager, click the Assign Case Manager link. Or click the Assign Me link to assign yourself if you are assigned to a case management group.

Note: For details on adding staff to a case manager group, see the topic “Staff Group Assignment” in Chapter 23 - Manage Case Assignment.

Individual Signature Section If signatures are required, use controls in this section (see figure above). You can create a PDF, include a Staff Signature, and add an Applicant Signature.

4 In the Individual Signature section, use the controls to collect the appropriate signature for the application:

a. Select the desired checkboxes.



b. Click on the Applicant Signature or Parent/Guardian Signature link to launch a signature window. From this window, select either ePad or Topaz, depending on your system’s configuration.

c. Collect the applicant’s signature.

d. Click Save.

5 To print a copy of the application, which can be manually signed by both parties, click the Print button. You’ll have the option to print with or without disability information included.

6 Click Finish to complete the application wizard. The Finish Application pop-up confirmation box displays (see figure below).

Finish Application Pop-up Confirmation Box

7 Click on Return to Programs Tab.

This will complete and close the application and return you to the Programs tab. The Application will display as Complete for the Apprenticeship program.

Note: You must still compete the Participation form and create an activity enrollment before the individual is considered an Apprenticeship participant. If you skip these steps, you will need to return to the Participation form later, before starting an enrollment.

Completing the Participation Form To create the Participation record:

1 From the individual’s Programs tab:

a. Click the plus sign icon to expand their Apprenticeship (APR) Application section.

b. Click the plus sign icon to expand the Participation panel.

c. Click the Create Participation link.

The Participation Information form displays (see figure below).



Participation Form

2 Enter the Participation Date, normally today’s date.

3 Click Next to continue. The Activity Enrollment wizard opens to the General Information tab.

See the next topic “Managing Enrollments in Activities and Services” below to continue the workflow.

If you do not complete a first enrollment (i.e., if you exit the Enrollment wizard before saving the last page), the Participation record will not be saved. You will need to return and add a Participation record before enrolling in an activity.

Managing Enrollments in Activities and Services Staff manages the service delivery for the Apprenticeship participant from the Activities/Enrollments/ Services panel of their Apprenticeship program. The activities and services may be fundable or non-fundable.

Once a Participation record has been created, staff can add an Activity/Enrollment record. The first activity will be marked as a First Service. However, the Apprenticeship program does not have requirements for what the first activity must be.

Creating an Activity/Service To add a new activity, enrollment or service:

1 Find and assist the desired individual, then navigate to their Programs tab.


2 On the individual’s Programs tab, click the plus sign icon to expand their APR Application section.



3 Click the plus sign icon to expand the Activities/Enrollments/Services panel. Any activities added previously will display in a table from which staff can view and modify the activities (see figure below).

Note: Click the wizard icon to update an existing activity.

Activities/Enrollments/Services Panel with Existing Activities

4 Click the Create Activity / Enrollment / Service link to create an activity (see figure above). The Activity Enrollment form displays on the General Information tab (see figure below).

General Information Tab The General Information tab is the first of seven tabs in the Activity/Enrollment wizard. Depending on the type of activity and associated funding, entries for enrollment costs may not apply (e.g., 101 - Orientation), or may be prefilled (e.g., AP1 - Pre-Apprenticeship Training) and not require entries in the Enrollment Cost through Budget the Planning tabs. The wizard helps you move quickly through these tabs to the Closure tab, to finish initial enrollment in an activity.

The General Information tab records basic information about the individual, staff member, and service the individual is seeking.

Activity Enrollment - General Information Tab (top)



1 In the General Information section, note the selected Customer Program Group. The only choice is APR – Apprenticeship, which the system selects by default.

Note: The selected Customer Programs Group, along with LWDB and Office Location, determine the list of activities displayed in the next section.

2 Select/confirm the local workforce development board (LWDB) and Office Location.

3 In the Enrollment Information section, click the Select Activity Code link (see figure below).

Click a desired Activity Title link in the pop-up that displays. The code and description are auto-filled in the Activity Code field.

Activity Enrollment - General Information Tab - Enrollment Information

4 If the activity will start on a future date, enter a Projected Begin Date.

5 Enter the Actual Begin Date (if known). This date is prefilled and cannot be modified for the first activity (as in figure above).

6 Enter a Projected End Date.

7 In the Funding Type section, select how the Service is funded by Grant – normally your state’s Expansion Grant number (see figure below). Note: The drop-down will include Expansion Grants approved for your state. Select a grant if

applicable, or select Service Funded by other Sources, if a listed grant is not applicable.

Activity Enrollment - General Information Tab - Funding Type



8 If the activity is a Support Service, and is co-funded by other sources, check associated boxes for any other sources.

9 If the activity is an OJT (On the Job) activity, and is co-funded by other sources, check associated boxes for any other sources.

Note: Checkboxes are enabled based on the type of activity. For example, activity code “180 - Support Service - Child/Dependent Care” enables boxes, as shown in the figure above.

The Apprenticeship program is not a “Soft Exit” program model and is not part of the Department of Labor (DOL) Common Program Exit. Therefore, co-enrollment in WIOA Title I will require WIOA to have open services that extend their program exits for the duration of agreed-upon co-sponsorship. It will not “Soft Exit” participants at a set time after all their activities are closed. This also mean that it is not connected to Soft Exit considerations for any activities co-funded by other sources.

For example, if the participant is co-enrolled in Apprenticeship and WIOA programs, and you indicate that Child Care service is co-funded by WIOA sources, then having this activity open will not keep the individual’s WIOA program from closing via Soft Exit.

10 In the Staff Information section, confirm the staff’s position (see figure below). This is a system-set value based on staff’s account profile.

Activity Enrollment - General Information Tab - Staff Information

11 To manage case assignment, click one of the following links:

To assign the applicant to an APR case manager, click Assign Case Manager. To assign the client to yourself, click Assign Me. To unassign the current case manager, click Remove Case Manager Assignment. To record who the Previous Case Manager was, enter their name in the box provided. If desired, add any Comments in the space provided.

Note: Case notes can only be added on this page after saving the information by clicking Next and then returning to the page.

12 Click Next to continue to the Service Provider tab (see figure below).



Service Provider Tab The Service Provider tab records information related to the provider and service or course, provider location and contact, as well as any applicable Occupational Training Code. For the Apprenticeship program, it also includes sections for Registered Apprenticeship Partners Information Data System (RAPIDS) and Related Training and Instruction (RTI) data.

In the Enrollment Service Provider Information section:

1 Click the Select Provider link, then click a desired Provider Name link. This will impact the list of services, courses, or contracts displayed in the next step. If there is only one provider for the service selected, the provider fields will be pre-filled.

Activity Enrollment Form - Service Provider Tab (top)

2 Click the Select Service, Course or Contract link, then click the desired Service, Course or Contract Name link.

3 To choose another location, click the Select Provider Locations link, then click the desired location.

4 To choose another contact, click the Select Provider Contacts link, then click the desired contact person.

5 To choose a training code, click the Occupational Training Code link, then select the listed training code, or use the displayed tool to search for and select an Occupational Training Code to be associated with the service.

In the Apprenticeship Information section:

6 If the Provider is recorded in the system as a Registered Apprenticeship provider, and a RAPIDS # is known, enter the number (see figure below).



Activity Enrollment Form - Service Provider Tab - Apprenticeship Info

7 If the activity involves entry into an apprenticeship that includes a wage, enter the Wage per hour on date of entry into Apprenticeship.

This field is disabled on first service, or if not applicable for the type of service selected.

In the Related Training and Instruction (RTI) section:

4 If the Course or service is provided by an RTI Provider, select Yes (see figure below). If Yes is selected:

a. Select RTI Provider from the drop-down list.

b. Check appropriate boxes for RTI training being co-funded by other sources.

Activity Enrollment Form - Service Provider Tab - Related Training and Instruction

8 Click Next to continue to the Enrollment Cost tab.

Note: If the activity or service does not require funding, such as for many Apprenticeship activities like OTJ or Occupational Skills Training, the system may let staff advance through the next four financial-related tabs (Enrollment Cost, Financial Aid, Enrollment Budget, and Budget Planning) with costs prefilled. Also, if an activity does not include the Individual Fund Tracking (IFT) module (used to track fundable program services), the system will skip directly to the final Closure Information tab. An activity handled by workforce staff, like an Orientation, or an Initial Assessment, may make this skip.



Enrollment Cost Tab The Enrollment Cost tab records all costs of enrolling the individual in a service or activity. This is usually broken down by line item, allowing staff to focus only on those costs that pertain to the individual seeking the service. When necessary, you can enter additional line item expenditures.

If the activity has pre-determined fees or unit-based service costs (like a tuition fee), they display as starting costs (as shown in the figure below).

Activity Enrollment Form - Enrollment Cost Tab - Fee-based Example

1 Change or add any costs in the middle section of the form as needed (e.g., for books, tools).

2 To add any additional line item costs, select a Line Item from the drop-down list and click the Add button.

a. Line items appear in the middle of the section and the Total Enrollment Cost is adjusted, as shown in the figure below.

b. Repeat for additional line items, if needed.



Activity Enrollment Form - Enrollment Cost Tab – Adding Line Items

3 Click Next to continue to the Financial Aid tab.

Financial Aid Tab The Financial Aid tab records what role financial aid plays in the service enrollment for the individual.

Activity Enrollment Form – Financial Aid Tab - Adding a Financial Aid Source

1 If this service is Financial Aid Applicable, click Yes. The page redisplays to show the current Total Planned Cost, as provided by the service provider.

2 To explore financial aid options, click the link to view the Financial Aid Website (www.fafsa.ed.gov).

3 Click the link to Add Financial Aid. A pop-up displays available financial aid sources (see figure above).

4 Select the appropriate type of financial aid from the list. The Financial Aid tab redisplays to show an additional Financial Aid contribution area (see figure above).

a. Specify if the amount is applicable towards the Service Cost or Participant.



b. Specify the aid Status.

i. If Awarded, enter the Awarded dollar amount.

ii. If the amount is applicable towards Service Cost, enter the Budget towards Service Cost dollar amount.

c. Click the Calculate button to determine the amount of the Total Financial Aid Contribution. The system also automatically recalculates the New Planning Cost based on available aid.

5 Click Next to continue to the Enrollment Budget tab (see figure below).

Enrollment Budget Tab The Enrollment Budget tab records the funding options used and provides access to additional fund streams configured for the service (training programs, courses, etc.). Dollar amounts from the Enrollment Cost and Financial Aid tabs are carried over to the top of this page.

Activity Enrollment Form – Enrollment Budget Tab - Selecting a Budget and Entering the Funded Amount

1 Click the link To Select a Budget. A pop-up displays available fund streams (see figure above). The options displayed depend on the matching enrollment data, including customer group, time period, service type, etc.

2 Click on a budget title to select that fund stream. The Enrollment Budget tab redisplays with the budget listed (see figure above).

Note: Selecting a fund stream budget merely “reserves” funding until obligated through the creation of vouchers on the Budget Planning tab.

3 Click the Edit link in the Action column to display a pop-up where you can enter a new allocation amount to be covered by that fund stream in the Funded Amount field.

Note: Regardless of whether you select one or multiple streams, the system will ensure you do not increase the allocation above planned costs.



4 To review all funding changes and updates made to the fund stream budget for this service, click the History link.

5 Click Save to return to the Enrollment Budget tab.

6 Click Next to continue to the Budget Planning tab (see figure below).

Budget Planning Tab The Budget Planning tab compiles the funding options from all sources (financial aid, fund streams, etc.), and tabulates the planned allocated total (see figure below). Staff can review the planned costs and move to the Closure Information tab to finish enrollment.

Depending on the funded activities, staff may also obligate funds by creating vouchers, which in turn allows for actual payments (and refunds) to be created.

Activity Enrollment Form – Budget Planning Tab

Often, funded activities for the Apprenticeship program will not require adding specific vouchers and payments. However, if creating separate vouchers and corresponding payments is necessary for the created activity, the Add a Voucher link below the fund stream heading can be clicked to add vouchers and then make associated payments.

Steps for adding vouchers and payments for Apprenticeship are the same as for activities in other programs (e.g., WIOA, Vocational Rehab). See the topics “Adding a Voucher” and “Adding a Payment” under “Adding a New Activity, Enrollment, or Service” in Chapter 13 - Programs – Vocational Rehabilitation.

After reviewing and confirming that the total funded costs are correct:

1 Click Next to continue to the Closure Information tab.

Closure Information Tab 1 Click Finish to complete enrollment. No entries are made in this tab until a completion occurs

(see the next topic).

The bottom of the page will briefly display “Finishing Enrollment….” The system will then redisplay the Activities/Enrollments/Services Summary panel, with the added enrollment (see figure below).



Closing an Activity, Enrollment or Service The Closure Information tab defines the outcome at the conclusion of the service and is completed only when staff are making a final closure of the service/course enrollment.

To close an activity enrollment: 1 Find and assist the desired individual, then navigate to their Programs tab.



3 Click the plus sign icon to expand the Activities / Enrollments / Services panel. All added services will display in a table.

4 Click the Close link for the desired activity (as shown in the figure below).

Activities/Enrollments/Services Summary Table

The Closure Information page displays (see figure below).

Closure Information Page

5 Enter the Last Activity Date. This cannot be a future date.



Note: If warning messages display in red or blue (e.g., the activity has no actual start date, or a RAPIDS # is required, these entries must be made before continuing to close the activity.

6 Select the appropriate Completion Code.

7 To formally document the client’s service enrollment record, click the Add a new Case Note link, complete the applicable fields, and click Save to return to previous page.

8 Click Finish. The Programs tab redisplays with the activity closed in the Activities / Enrollments / Services panel of the Apprenticeship program.

Recording Measurable Skills Gains The Skills Achievement form is designed for use in programs where Measurable Skills Gains performance measures apply, including Title I WIOA, Title II Adult Education, Title III Wagner-Peyser, and Title IV Vocational Rehabilitation.

To record a Measureable Skills Gain for a client: 1 Find and assist the desired individual, then navigate to their Programs tab.



3 Click the plus sign icon to expand the Measureable Skills Gain panel and click the Create Measureable Skills Gain link (see figure below).

Measureable Skills Gain Panel and Link

The Skill Achievement entry page displays (see figure below).


5 In the Skill Attainment Information section, select the Skill Type attained.

6 Enter the Date Skill Attained.



Skill Achievement Entry Page

7 Select the Type of Achievement. The following table displays the combination of skill types and achievement types available:

Skill Type Achievement Type Post-secondary Transcript/Report Card

• Completed minimum of 12 credit hours in semester and meets academic standards

• Part-time student and completed at least 12 credit hours over the course of two completed consecutive semesters and meets academic standards

Secondary Transcript/Report Card

• Report card/transcript for one semester and meets academic standards

Training Milestone • Achieved satisfactory or better progress reports towards an established OJT training milestone – not previously recorded

• Completed 1 year of Registered Apprenticeship program and achieved satisfactory or better progress report

• Other training milestone



Skill Type Achievement Type Skills Progression • Successfully completed a required exam for a particular occupation

• Satisfactory progress in attaining technical or occupational skills as evidenced by trade-related benchmarks, such as knowledge-based exams

• Other skills progression achievement Credits Attained for EFL

• Secondary School Credits • Secondary School Carnegie Credits

8 Specify the achievement verification document by:

a. Clicking the Verify link.

b. Selecting the document type and entering the document title used for verification.

c. Clicking the Verify link again to collapse the list.

9 To add a case note, click the Add a new Case Note link in the Staff Information section, complete the applicable fields, and click Save to return to previous page.

10 Use signature controls to collect the appropriate signature for the application.

Note: If your department or site requires a signatures, use controls in the Individual Signature section at the bottom of the application. This section lets staff create a PDF, include a Staff Signature, and add an Applicant Signature.

11 Click Save to complete the skills gain record. The Programs tab redisplays with the skill record included in a summary skills table (see figure below).

Measureable Skills Gain Table with Entered Skills Gain Record

Recording Credentials Staff can record information about the credentials a participant earns related to their apprenticeship, such as occupational licenses and certificates.

Note: Staff may enter credential attainment data up to one year from the individual’s program exit date.

To record a credential: 1 Find and assist the desired individual, then navigate to their Programs tab.


3 Click the plus sign icon to expand the Credentials panel and click the Create Credential link (see figure below).



Credential Panel and Link

The Credential page displays.

In the General Information section:

4 Confirm/select the LWDB/Region and Office Location (see figure below). The system prefills the other information and displays it as “read only.”

Credential Page - General Information Section

In the Credential Information section:

5 Select the Credential Received by the individual (see figure below).

a. Enter the credential name, if Other is selected as the credential received. 6 If available, click Verify to select a desired verification document from a displayed list. 7 Enter the date the individual received the credential. 8 To associate the credential to an activity/service, click the Search Activities/Services link.

This opens a pop-up list of activities in which the individual is enrolled (see figure below).



Credential Page - Credential Section

a. Click the Select link for the activity you are associating to the credential.

The activity displays on the page.

9 Click Save.

The Programs tab redisplays with the credential record included in a Credentials table (see figure below).

Credentials Table with Entered Credential Record

Note: If you return to the credential record from the table after it has been saved, it will include a Staff Information section and an Individual Signature section, with controls to attach staff or applicant signatures and to print the form.

Exiting the Program When all activities are closed, and no new activities are planned, staff can close a case by completing the Exit / Outcome form and entering an outcome or exit reason. The case must be closed for it to be considered completed for reporting purposes. The Apprenticeship program will not “Soft Exit” the individual automatically due to a period of inactivity.

To exit a case: 1 Find and assist the desired individual, then navigate to their Programs tab.





3 Click the plus sign icon to expand the Exit/Outcome panel and click the Create Exit/Outcome link (see figure below).

Exit/Outcome Panel and Create Link

The Exit page displays (see figure below).

Exit/Outcome Page

In the Outcome General Information section:


5 Select the Staff Position.

In the Outcome Exit Information section:



6 Enter the Exit Date.

7 Select the Exit Reason.

8 Select the Accountability Exit Status.

9 Enter the Hourly wage on date of exit, if it applies. In the Outcome Staff Information section:

10 To manage/add case assignment, click one of the following links: To assign the APR participant’s case to a case manager, click Assign Case Manager. To assign the case to yourself, click Assign Me. To unassign the current case manager, click Remove Case Manager Assignment.

11 To record who the Previous Case Manager was, enter their name in the box provided.

12 Click Save to complete the Exit form. The Programs tab redisplays showing the exit date and an Edit Exit/Outcome link for any changes that may be needed.

Exit/Outcome Panel and Edit Link

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