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Workforce Board Annual Data Report Form

Data Definitions and Codes

Note:  Please report a separate file or worksheet for each location for which you are reporting.

SCHOOL/ORGANIZATION INFORMATION SECTION:

School/organization Name
Identify the school/organization for which data is being reported.

Physical Location
Identify the actual physical location (address, city, county and state) of the school/organization for which data is being reported.  Please complete a separate report form (and save as a separate file) for each location you are reporting on.

Reporting Period
The reporting period is the State fiscal year—July 1 through June 30. 

Data Contact Person
Include the name, title, phone number, e-mail address, and FAX number of the individual at your school/organization to whom we should direct questions about the data.

 

STUDENT INFORMATION SECTION:

Student Name
List all students, last name first, who were enrolled in the training program at any time during the reporting period.

Student Address, City, State, Zip Code
Use the student’s most recent mailing address.

Telephone Number
Enter the student’s most current telephone number, including the area code.

Social Security Number
Enter each student’s social security number, in text format.  Please enter as 123456789, with no dashes or slashes.  If this information is not available for a student, please leave blank.  Do not enter question marks.

Date of Birth
Report as MM/DD/YYYY

 

Hispanic
Indicate whether or not the student is Hispanic (a person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race).

1 = Hispanic Origin
2 = Not of Hispanic Origin

blank = Unknown

Race
Use the following codes:

1 = White/Caucasian
2 = Black/African American
4 = American Indian or Alaska Native
5 = Asian
6 = Hawaiian Native or other Pacific Islander
7 = Multi-racial
8 = Other

blank = Unknown

Gender
Use the following codes:

M = male
F = female

Disability, defined as a physical or mental impairment which substantially limits one or more major life activities, such as seeing, hearing, speaking, walking, learning, working, etc.  Use the following codes:

1 = Yes
2 = No

blank = Unknown

Prior Education
Enter the number that corresponds to the highest grade the student completed prior to enrolling in your program.

11 = Less than high school graduation
12 = GED
13 = High school graduate
14 = Some post high school, no degree or certificate
15 = Certificate (less than two years)
16 = Associate Degree
17 = Bachelors Degree
18 = Masters Degree
19 = Doctoral Degree or above
90 = Other

blank = Prior education unknown

Start Date
The date the student started training at your school/organization.  Use this format:  mm/dd/yyyy.

Exit Date
If the student exited during the reporting period, enter the date the student withdrew from training, was terminated, or completed the program.  Use this format:  mm/dd/yyyy.  If the student was still enrolled in the program at the end of the reporting period, leave this field blank.

Program Title
Enter the title of the program in which the student is/was enrolled at the date of exit or, if still enrolled, at the end of the reporting period.

Program CIP Code
Enter the six digit CIP code corresponding to the program title. If you do not know the CIP code, leave this field blank.

Award Type
Enter the name of the credential earned by students who successfully complete this program, e.g. certificate, diploma.

Program Duration
Enter the length of time (in months) that it takes to complete the program with full time attendance. If less than one month, enter 1.

Status
Enrollment status of the student as of the end of the reporting period.  Use the following codes.

For students in programs that take 9 months or less to complete:

1 = graduated
2 = withdrew/terminated
3 = still enrolled
8 = military leave of absence

For students in programs that take more than 9 months to complete:

4 = still enrolled
5 = graduated
6 = withdrew before completing at least 9 months of full-time (or equivalent) attendance.
7 = withdrew after completing 9 months or more of full-time (or equivalent) attendance.
8 = military leave of absence

For students in programs that take more than 9 months to complete:

 

GPA
Please provide the student’s final Grade Point Average.  If GPA is unavailable or not used at your school/organization, please indicate whether or not the student passed (equivalent of a 2.0 GPA) or failed, on average, the classes taken.

P = passed
F = failed

Note:  Information you provide on this form does not become public record.  Individually identifiable information received by the Workforce Training and Education Coordinating Board for research or evaluation purposes are not subject to public disclosure under RCW 42.17.

 

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