Vocational Training Department staff are expected to comply with required documentation standards and protocols related to student service documentation, in accordance with relevant administrative governance and IT Data and Security controls, both of which are covered during orientation of new employees and annual training requirements.  Compliance with established protocols has a significant impact on data integrity not only for student documents but organizational reporting and trend analysis.


Student Services

  • AWARE – Vocational Training Department staff are expected to use AWARE as the official source for obtaining and sharing information. Staff may access up-to-date information regarding client status and scheduling, and communications between rehabilitation team members.  AWARE should be utilized as the primary mode of communication between team members to ensure all members are aware of client programming and status. Information shared may be updates to programs, service changes, medical statuses, etc.
  • DocFinity – Vocational Training Department staff are expected to access client records for information detailing a client's documented disability, mental and physical health, and social history. Records of services and assessments may also be available and accessed. Being aware of the information within client records may best prepare staff for providing a comprehensive approach to the client's program.
  • Observation Notes – types of observation notes and documentation standards are articulated in AGM 2.3.25 – Management of Student Behaviors and are also reviewed annually in the Behavior Education and Supports Training (BEST).  As behavioral issues that are inconsistent with campus expectations emerge in a client's program, they are to be systematically documented by designated staff following immediate intervention.  Staff report behavioral observations using an approved form with objective, impartial and professional attention.  Staff are trained on least restrictive behavioral intervention techniques and all interventions are mandated to focus on safety and to the extent possible, provide orientation, assistance and instruction, as opposed to a punitive response.  On a daily and ongoing basis, behavioral observation reports are reviewed and analyzed to identify patterns of behavior that require remediation.
  • Progress Notes - Progress notes document clients' performance throughout their enrollment. Team members utilize progress notes to communicate and disseminate updates, changes, and other pertinent information. Staff document progress notes in the AWARE system. Although this is the method of communication and documentation for daily client progress, notes requiring immediate attention should also be emailed to rehabilitation team members as necessary.
  • Completion Reports - At the conclusion of each client's program, a completion report is completed to document the client's progress and performance in their training program. The client's attendance and work readiness traits are rated and documented. An instructor will provide a summary of the client's progress and outcomes. Attached to the report is the vocational skills record, which identifies skills for obtainment and quarterly ratings. Instructors have 14 calendar days from the program completion date to complete this report.
  • Summary of Skills Report - A client who has not fully demonstrated the competencies required for a given training program, but who has mastered at least 80% of the required competencies for that training program and who is successfully employed in the field for which trained a minimum of ninety (90) days, as verified, in writing, by the assigned DARS/DRS Rehabilitation Counselor and/or employer, will qualify for a Summary of Skills. For these clients, a Summary of Skills report will be provided, identifying the skills obtained. Instructors have 14 calendar days from the last day in the program to complete the Summary of Skills report.


Administrative Documentation

  • Occupational Advisory Committee Minutes – Per the written charter for each Occupational Advisory Committee, the WWRC CWDD Director, or designee, is expected to assign staff to provide logistical support in preparation for scheduled meetings and to provide a written record of the meeting discussion, to include topics covered, recommendations provided, and follow-up actions needed.    Written minutes shall be distributed within thirty (30) calendar days following the meeting and shall be used for continuous quality improvement of the training program.
  • COE Accreditation Reporting Requirements - At a minimum, COE requires that a school complete an Annual Report which is due each December.  The Annual Report contains two parts: (1) a list of questions that must be answered regarding the operation of the school, and (2) a statistical breakdown documenting the performance of each training program.  The statistical breakdown includes the number of students enrolled, the number of students who completed their training programs, the number of graduates that found employment in their fields of training, and the number of students who passed licensure examinations.  The statistical breakdown is called a Completion, Placement and Licensure (CPL) Report.  In addition to these two major parts, an improvement plan must be submitted for each training program that fails to meet one of more of COE's standards. Schools with one of more training programs that are not meeting COE's performance standards are also required to complete a Heightened Monitoring or Warning Status Report.  The Heightened Monitoring or Warning Status Report is due in August and must contain an updated Completion, Placement and Licensure Report plus an improvement plan for each training program that failed to meet one of more of COE's standards.

 Federal and State Reporting Requirements

  • National Student Loan Data System (NSLDS) - The NSLDS report is due every other month and is required by the U.S. Department of Education because Wilson Workforce and Rehabilitation Center participates in the Federal Government's Title IV Pell Grant Program.  Information requested by NSLDS is pertinent to the student's success at WWRC and how to locate the student when s/he exits WWRC.
  • Integrated Postsecondary Education Data System (IPEDS) -  Wilson Workforce and Rehabilitation Center completes approximately thirteen (13) IPEDS reports each year.  The report cycle starts in early August and ends in mid-April annually.  Each report focuses on one or more different aspects of managing and operating a training facility, and statistical information about the students who attend the Center.  Reporting to IPEDS is mandatory for institutions that participate in any Federal financial assistance programs that are authorized by Title IV of the Higher Education Act of 1965, as amended (20 USC 1094, Section 487(a)(17)).
  • Program Participation Agreement - The United States Department of Education's Federal Student Aid School Eligibility Channel's Program Participation Agreement (PPA) is a legal contract between the Federal Government and Wilson Workforce and Rehabilitation Center.  In the contract, WWRC provides information about each of its training programs in order to gain approval to teach students skills that will assist the students in obtaining employment in their fields of training in return for WWRC receiving Pell Grant funds for the students served, if the students qualify for Pell Grant funding.  In addition to providing services, WWRC must also post each training program's outcome data on the Center's website and inform the PPA authorities when changes are made to each training program.
  • Veterans Services -  The Virginia Department of Veterans Services requires that WWRC complete a WEAMS report whenever a new training program is added, an old training program is deleted, or when a substantive change is made to any training program.  In addition, the updated information must also be keyed into the Virginia Department of Veterans Services' website.  Another requirement of the Virginia Department of Veterans Services is that a file be maintained for each student that the Virginia Department of Veterans Services sponsors and that this file must be presented to their auditor when he/she visits WWRC.  The file must contain a breakdown of the costs associated with instructing their student(s), including room and board fees, tuition, textbooks, and other fees.  In addition, the documentation provided to the auditor must contain the costs charged to a non-veteran in the same training program to prove that both individuals received identical services at the same cost.