WIOA Title I-A & I-B Policy & Procedure Manual
Ch. 12) File Documentation

12.5 Youth Program File Documentation

12.5.6 Program Elements Documentation

Effective date: September 1, 2020

For each Youth Program Element provided, the career planner must, at minimum, document the:

  1. start and end date of the service;
  2. service-related activity provided; and
  3. other relevant information.

In any instance where WIOA funds are used to directly pay for a service or service-related activity/item, additional documentation related to the direct provision of funding is required (e.g., voucher, voucher request, receipt, copy of check, etc.).

Program Element

Example Documentation


NOTE: This list is not intended to be all-inclusive.
Tutoring, study skills training, instruction, and evidence-based dropout prevention and recovery strategies1
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
Alternative secondary school services or high school dropout recovery services2
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
Paid and unpaid work experience3
  • Signed work site agreement
    AND
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Cross-match with state MIS database
  • WIOA status forms notice receipt of service and combination of services received
  • Electronic records
  • Case notes
Occupational skills training4
  • Cross-match Between Dates of Service and Vendor Training Information
  • Vendor Training Records
  • Cross-Match with State MIS Database
  • Signed Training Contract
  • Individual Training Account (ITA)
  • Electronic Records
  • Case Notes
Education offered concurrently with and in the same context as workforce preparation and training5
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
Leadership development opportunities6
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
Supportive services7
  • Evidence of what WIOA activity is being enabled
    AND
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
  • Case notes
Adult mentoring8
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received


Documentation must identify the:
  • Mentor (including organization and name and/or title),
  • Nature of activities conducted,
  • Length of mentoring service (must be at least 12 months).
Comprehensive guidance and counseling9
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
  • Case notes


NOTE: Case notes and other documentation related to this element must be maintained in compliance with Section 5.7 of this policy manual.
Financial literacy education10
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
  • Case notes
Entrepreneurial skills training11
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
Career Awareness, Career Exploration, and Career Counseling12
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Cross-Match with State MIS Database
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
  • Case notes
Postsecondary preparation and transition activities13
  • Activity sheets
  • Sign-in sheets
  • Attendance record
  • Vendor contract
  • Electronic records
  • WIOA status forms notice receipt of service and type of service received
  • Case notes
Follow-up services14

NOTE: Local WDBs must offer all youth participants the opportunity to receive follow-up services that align with their individual service strategy.
Follow-up services include provision of Youth Program Elements after program exit. For each program element the same documentation requirements apply when provided as a follow-up service as they do during active participation

NOTE: See documentation requirements above when providing allowable program element(s) being provided as a follow-up service.