Previous Policy 12.5.8 Exit and Follow-up Documentation

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12.5.8 Exit and Follow-up Documentation

Effective date: August 14, 2023 - June 30, 2026

In addition to following the requirements outlined in Chapter 8.7 and Chapter 11.6.1 of this policy manual, career planners must document exit dates and, if applicable, exclusion exit reasons for each data element in the following ways:

Data Element	Acceptable Documentation
Date of Program Exit ³	A copy of the letter sent to the individual indicating that the case was closed WIOA status/exit forms Electronic Records Attendance records Review of service records identifying the last qualifying service (and lack of a planned gap)
Exclusion reasons for Exit ⁴	Information from partner services WIOA or program status/exit forms Electronic Records Withdrawal form with explanation Information from institution or facility Case notes
Date Enrolled in Post Exit Education or Training Program Leading to a Recognized Postsecondary Credential ⁵	Copy of enrollment record Case notes School records Transcript or report card Cross-Match

Data Element

Acceptable Documentation

Date of Program Exit ³

A copy of the letter sent to the individual indicating that the case was closed
WIOA status/exit forms
Electronic Records
Attendance records
Review of service records identifying the last qualifying service (and lack of a planned gap)

Exclusion reasons for Exit ⁴

Information from partner services
WIOA or program status/exit forms
Electronic Records
Withdrawal form with explanation
Information from institution or facility
Case notes

Date Enrolled in Post Exit Education or Training Program Leading to a Recognized Postsecondary Credential ⁵

Copy of enrollment record
Case notes
School records
Transcript or report card
Cross-Match

As required in Chapter 8.8.3 of this manual, career planners must record the results of follow-up attempts separately in ASSET Customer Notes and if any information is obtained, enter the details in ASSET Follow-up Status. Career planners also must adhere to the data collection requirements of Chapter 11.21 of this manual, when collecting supplemental data during the follow-up period.

¹ Per TEGL 23-19, Change 2, Attachment II, Data Element 1415 Data Element Validation is required.

² Per TEGL 23-19, Change 2, Attachment II, Data Element 1406 and 1412 Data Element Validation is required.

³ Per TEGL 23-19, Change 2, Attachment II, Data Element 901 Data Element Validation is required.

⁴ Per TEGL 23-19, Change 2, Attachment II, Data Element 923 Data Element Validation is required.

⁵ Per TEGL 23-19, Change 2, Attachment II, Data Element 1406 Data Element Validation is required.

Previous Policy - 12.5 Youth Program File Documentation

12.5.8 Exit and Follow-up Documentation