Participant

Name

YouthBuild
YouthBuild Participant
Participant
File
File Folder
Folder
 Table
Tableof
ofContents
Contents
Introduction
Introduction 55

DOL
DOLPolicy
PolicyGuidelines
Guidelines 66

Policy
PolicyResources
Resources 88

Components
Components 99

Security
Security 10
10

Folder
FolderSections
Sections

Section
Section1:1:Eligibility
Eligibility 11
11
Identity
Identityand
andAgeAge 12
12
Selective Service
Selective Service 13
13
Income
Income 14
14
 Table
Tableof
ofContents
Contents

Section EligibilityContinued
Section1:1:Eligibility Continued
Out
OutofofSchool
SchoolVerification
Verification 15
15
Basics Skills Deficient/ 25%
Basics Skills Deficient/ 25% 16 16
Foster
FosterYouth
Youth 18
18
Disabled
Disabled 19
19
Youth
YouthOffender
Offender 20
20
Migrant
MigrantYouth
Youth 21
21
Child of Incarecerated Parent
Child of Incarecerated Parent 22 22

Section
Section2:2:InInProgram
ProgramCourse
CourseWork
Work 23
23
IDP,
IDP,Career
CareerPlan
Plan 24
24
Attendance
AttendanceRecords
Records 25
25
Literacy
Literacy Gainsand
Gains andTesting
Testing 26
26
Other Course Work
Other Course Work 27
27

Section
Section3:3:Post
PostPlacement
Placement&&Retention
Retention 28
28
Certifications
Certifications 29
29
Other
OtherCertifications
Certifications 30
30
Documenting
DocumentingCourse
CourseWork
Work 31
31
Follow Up Documentation
Follow Up Documentation 32
32
Verification
VerificationofofPlacement
Placement&&
Retention
Retention 33
33
 Table
Tableof
ofContents
Contents
Section
Section4:4:Case
CaseNotes
Notes 34
34
Security
SecurityofofCase
CaseNotes
Notes 35
35
Updating
UpdatingInformation
Information 36
36
Documentation
Documentation 37
37
What
WhattotoDocument
Document 38
38
Referrals
Referrals 39
39

Appendix
Appendix 40
40
YouthBuild
YouthBuildEligibility
Eligibility
Guidelines
Guidelines &Source
& Source
Documentation
Documentation 41
41
Resource
ResourceLinks
Links 48
48
Introduction
Introduction
This
ThisSample
SampleDOLDOLYouthBuild
YouthBuildParticipant
Participant Folder
Folderwas
was
developed to assist grantees in creating participant
developed to assist grantees in creating participant
folders
foldersthat
thatmeet
meetFederal
FederalGuidelines.
Guidelines.

While
Whilethisthisisisnot
notthe
theonly
onlyway
waytotoset
setup
upaaparticipant
participant
folder,
folder,ititdoes
doesdemonstrate
demonstrateandandinclude
includeall
allrequired
required
eligibility,
eligibility, testing and in program work, as wellas
testing and in program work, as well as
placement /retention services and case
placement /retention services and case notes. notes.

Keys
Keystotoaaparticipant
participantfolder
folderare:
are:
•Documentation
•Documentationisisorganized
organizedandandcomplete
completefor
forall
all
participants folders;
participants folders;
•Participant
•Participantfolders
foldersare
arekept
keptsecure;
secure;
•All
•All participant folders are in linewith
participant folders are in line withDOL
DOL
Standards,
Standards, following the Core MonitoringGuide,
following the Core Monitoring Guide,
Case
CaseManagement
ManagementTools, Tools,and
andthe
theYouthBuild
YouthBuild
Eligibility
Eligibility Requirements and SourceDocumentation.
Requirements and Source Documentation.

As
Asalways,
always,ififgrantees
granteeshave
havequestions
questions
concerning
concerning participant folders,or
participant folders, orother
other
issues,
issues,you
youshould
shouldcontact
contactyour
yourFPO
FPOfirst.
first.
 DOL Policy Guidelines

Your
Yourprograms
programsshould
shouldhave
haveaapolicy
policyreflecting
reflectingequal
equalopportunity
opportunityunder
under
the law.
the law.
This
Thispolicy
policyshould
shouldbe
beprovided
providedtotoany
anyprospective
prospectiveapplicant
applicantbeing
being
served with Federal funds.
served with Federal funds.
Some
Someorganizations
organizationsprovide
provideaabrochure
brochureororone onepage
pagesummary
summaryofofthe
the
law available from their state Equal Opportunity office and
law available from their state Equal Opportunity office and ask ask
participants
participantstotosign
signsaying
sayingthey
theyreceived
receivedit.it.
The
Thestatement/information
statement/informationrequired
requiredmay
maybebeplaced
placedon
onintake
intakeforms/pre-
forms/pre-
applications
applications – a box they can check would ensure they have readtheir
– a box they can check would ensure they have read their
rights. The following is a sample statement:
rights. The following is a sample statement:
“As
“Asaarecipient
recipientofofFederal
Federalfinancial
financialassistance,
assistance,YouthBuild
YouthBuild
Niceville
Niceville is prohibited from discriminating on thegrounds
is prohibited from discriminating on the groundsofofrace,
race,
color, religion, gender, national origin, age, disability, political
color, religion, gender, national origin, age, disability, political
affiliation
affiliationororbelief,
belief,and
andagainst
againstany
anybeneficiary
beneficiaryofofprograms
programson onthe
the
basis of the beneficiary’s citizenship/status as a lawfully admitted
basis of the beneficiary’s citizenship/status as a lawfully admitted
immigrant
immigrantauthorized
authorizedtotowork
workininthe
theUnited
UnitedStates.”
States.”
To
ToReview
ReviewActual
ActualGuidelines
Guidelinesgo
gototo
YouthBuild
YouthBuildEligibility
EligibilityGuidelines
Guidelines
and
andSource
SourceDocumentation
Documentation
 Complaint Grievance Policy

Your
Yourorganizations
organizations“Complaint/Grievance
“Complaint/GrievancePolicy”
Policy”
should state:
should state:
• •Clearly
Clearlyhow
howand
andwhere
whereyour
yourparticipant
participantcan
can
file a complaint for an alleged violation of the
file a complaint for an alleged violation of the
equal
equalopportunity
opportunitylaw:
law:
Sample
SampleGrievance
Grievancephrasing:
phrasing:
“If“Ifyou
you think thatyou
think that youhave
havebeen
beensubjected
subjectedtoto
discrimination,
discrimination,ororhave haveaacomplaint
complaintoror
grievance
grievanceaboutaboutNiceville
NicevilleYouthBuild,
YouthBuild,its
its
programs or activities, you may file a complaint
programs or activities, you may file a complaint
with…..”
with…..”
Generally
Generallythis
thiswill
willreflect
reflectyour
yourstate’s
state’sEEOC’s
EEOC’soffice
office
which can be located
which can be located at:at:
http://www.eeoc.gov/offices.html.
http://www.eeoc.gov/offices.html. Don’tDon’thesitate
hesitatetoto
ask
askthem
themhow
howyou
youcancanobtain
obtainbrochures
brochuresoror
pamphlets
pamphletstotodistribute
distributeororobtain
obtainsample
sampleforms.
forms.
Helpful Ideas for Maintaining DOL
Guidelines
Your local One-Stop Career Center can also assist by providing you with
samples of the forms/brochures, etc. they utilize with their WIA participants.

You may also inquire about EEOC training for your staff.
Ask how you can obtain EO posters that can be prominently displayed where
your program participants (as well as YB staff) can see them.
http://www.eeoc.gov/offices.html

For additional information, please see the Department of Labor’s Civil Rights
Office: http://www.dol.gov/oasam/programs/crc/

Your facility and services, whenever possible, should be ADA compliant – the
Information and Technical Assistance for Americans with

Disabilities Act website: http://www.ada.gov/ provides extensive detail on what

this means and how it can be accomplished.
 Components
These are the required Components for
Each Section:

Eligibility
Eligibility In
InProgram
Program Placement
Placement/ / Case
CaseNotes;
Notes;
Verification
Verification Information
Information Certifications
Certifications
•• Income
Income •Course
•CourseWork
Work •Pay
•Pay Stub
Stub 11stst, ,22ndnd, , •Dated
•Datedfrom
from
•• Identity
Identity •Literacy/Numeracy
•Literacy/Numeracy 33rdrdQuarter
Quarter Enrollment
EnrollmentThrough
Through
•• Address
Address Testing
Testing •Advanced
•AdvancedEd/ Ed/ 1212 Month FollowUp
Month Follow Up
•• Left
LeftSchool
School •IDP
•IDP College Acceptance
College Acceptance •Case Notes Need
•Case Notes Need
•• Basics
BasicsSkills
Skills •Attendance
•Attendance Letter
LetterBursar
Bursar totobe
beConsistent,
Consistent,
Deficient Receipt, st nd rd
Deficient Receipt,11st, ,22nd, ,33rd Without
WithoutTime
Time
•Any
•AnyNationally
Nationally Lapses
Lapses
Recognized
Recognized •Referral
•ReferralInformation
Information
Certification:
Certification:GED, GED,
HSED,
HSED,
NCCER,
NCCER,
PACT
PACT
 Security
• All Participant File information should be
stored in a locked cabinet;
• Programs should assign one person, or
position, (Case Manager) to track and
monitor these files.
Participant
Name
 Section
SectionOne
One
YouthBuild
YouthBuildEligibility
EligibilityGuidelines
Guidelines
and Source Documentation
and Source Documentation

Checklist
Checklist
Section 1, Eligibility: Proof of Identity and age

•Driver’s
•Driver’slicense
licenseor
or
Government
GovernmentIdentification
Identification
Card
Card
•School
•SchoolRecords/School
Records/School
Identification
IdentificationCard
Card
•Birth Certificate
•Birth Certificate
•Hospital
•HospitalBirth
BirthRecord
Record
•U.S.
•U.S.Passport
Passport
•Naturalization
•NaturalizationCertificate
Certificate
Section 1, Eligibility: Selective Service

•Selective
•SelectiveService
Service
Letter/Registration
Letter/RegistrationLetter
Letter
•DD-214
•DD-214Report
Reportof ofTransfer
Transferoror
••Discharge
Dischargefrom
fromMilitary
Military
Service;
Service;
•Board/State
•Board/StateRegistration
Registration
•Stamped
•StampedPost
PostOffice
OfficeReceipt
Receiptofof
Registration;
Registration;
•Internet
•Internetverification/registration
verification/registration
(www.sss.gov)
(www.sss.gov)or or
•Telephone
•TelephoneVerification:
Verification:(847-
(847-
688-6888
688-6888
Section 1, Eligibility: Income

Income
Incomelevels
levelscan
canbe
beestablished
establishedthrough
throughinformation
informationcontained
contained
within
withinthe
thefollowing
followingdocuments:
documents:

•Pay
•PayStubs
Stubs
•Bank
•Bankstatement
statement(direct
(directdeposit)
deposit)
•Employer
•Employerstatement/contact
statement/contact
•Parents
•Parentstax
taxreturn
returnififunder
under18
18
•Tax
•TaxReturn
Returnififover
over1818ororemancipated
emancipated
•Public
•Publicassistance
assistancerecords/receipt
records/receipt(TANF/Food
(TANF/FoodStamps)
Stamps)
•Documentation
•Documentationfrom fromSocial
SocialSecurity
SecurityMedical
Medicalcard
card
•Refugee
•RefugeeAssistance
Assistancerecords
records
•Public
•PublicHousing
HousingAuthority
Authority
•Written
•Written statementfrom
statement fromananindividual
individualproviding
providingtemporary
temporary
residence
residenceororaashelter
shelter(homelessness/runaway)
(homelessness/runaway)
•Court
•Courtdocumentation/contact/verification
documentation/contact/verificationof ofpayment
paymentmade
made
on
onbehalf
behalfofofyouth
youth(supported
(supportedfoster
fosterchild/court
child/courtsupported)
supported)
Section 1, Eligibility: School Drop Out

Verify
Verifyyouth
youthisisno
nolonger
longer
attending
attendingschool.
school.

•Letter/documentation
•Letter/documentation
from
fromthe
theschool
schoolstating
stating
the
theyouth
youthhas
hasdropped
dropped
out
out
•School
•Schoolattendance
attendance
record
record
•Applicant
•Applicantstatement
statement
Section 1, Eligibility: Youth is enrolled under the 25%
exemption: Basic skills deficient. Place documentation in
folder (include test results and copy of diploma/GED).

Verify
Verifyyouth
youthhas
hasaadiploma/GED
diploma/GEDor orother
other
State-recognized
State-recognizedequivalent
equivalentand
andisisbasic
basic
skills
skillsdeficient
deficient

•Youth
•Youthtests
testsatator
orbelow
belowthe
the8th
8thgrade
grade
level on a generally accepted
level on a generally accepted
standardized
standardizedacademic
academictest
test(regardless
(regardless
of
ofthe
theattainment
attainmentof ofaadiploma/GED)
diploma/GED)
•Testing
•Testingindicates
indicatesyouth
youthisisunable
unableto
to
compute
computeor orsolve
solveproblems,
problems,read,
read,write,
write,
or
orspeak
speakEnglish
Englishatataalevel
levelnecessary
necessarytoto
function
functionononthe
thejob
job
Section 1, Eligibility: Youth is enrolled under the 25%
exemption: Basic skills deficient, No HSD.

Youth
Youthhas
hasbeen
beenreferred
referredbyby
aalocal
localsecondary
secondaryschool
schoolfor
for
participation
participationininaaYouthBuild
YouthBuild
program
programleading
leadingto tothe
the
attainment
attainmentofofaasecondary
secondary
school diploma
school diploma

•A
•Areferral
referralfrom
fromaahigh
high
school
schoolguidance
guidance
counselor/other
counselor/otheracademic
academic
professional
professional
Section 1, Eligibility: Current foster youth or
youth aging out of foster care

Verify
Verifyyouth
youthisisininthe
thefoster
foster
care
caresystem
systemor oraging
agingout
outof
of
the
thefoster
fostercare
caresystem
system

•Court
•Court
contact/documentation
contact/documentation
•Social
•SocialServices
Services
contact/documentation
contact/documentation
•Medical
•MedicalCard
Card
•Verification
•Verificationof
of
payment
paymentmademadeonon
behalf
behalfofofthe
theyouth
youth
Section 1, Eligibility: Youth is an individual
with a disability (includes learning disabilities)

Verify
Verifydisability
disability(an
(anindividual
individual
with
withany
anydisability
disabilityas
asdefined
definedinin
Section
Section33ofofthe
theAmericans
Americans
with
withDisabilities
DisabilitiesAct
Actof
of1990
1990
(42U.S.C.
(42U.S.C.12102)
12102)

•Social
•SocialSecurity
Security
Administration
AdministrationDisability
Disability
Records
Recordsstatement
statement
•Academic
•Academicrecords
records
•Medical
•Medicalrecords
records
•Physician
•Physicianstatement
statement
Section 1, Eligibility: Youth Offender

Verify
Verifyyouth
youthisisan
anoffender
offender
or
orinvolved
involvedwith
withthe
thecriminal
criminal
justice
justicesystem
system

•Court
•Courtdocumentation
documentation
•Resident
•Residentof ofaa
detention
detentionfacility,
facility,group
group
home,
home,ororrestricted
restricted
state
staterun
runfacility
facility
•Letter
•Letterof
of
parole/probation
parole/probationofficer
officer
•Police records
•Police records
•Applicant
•Applicantstatement
statement
Section 1, Eligibility: Migrant youth

Verify
Verifyyouth
youthisisaamigrant
migrant
youth
youthworker
workeror orpart
partof
ofaa
family
familyof
ofmigrant
migrantworkers
workers

•Employer
•Employerstatement
statement
•Wage
•Wagerecords/family
records/family
wage
wagerecords
records
•Work
•Workpermits
permits
Section 1, Eligibility: Youth is a child of an
incarcerated parent

Verify
Verifyyouth
youthisisaachild
childof
ofan
an
incarcerated
incarceratedparent
parent

•Court
•Courtrecords
records
•Applicant
•Applicantstatement
statement
 Section
SectionTwo
Two
YouthBuild
YouthBuildIn
InProgram
ProgramGuidelines
Guidelines
and Source Documentation
and Source Documentation

Checklist
Checklist
Section 2, In Program Work: IDP,
Employment Plan, etc.

Evidence
Evidencethat thatthe
theindividual
individual
YouthBuild
YouthBuildparticipant
participanthas
has
reviewed
reviewedhis/her
his/herIDP,
IDP,
including
includingindividual
individualshort
short
and
andlong-term
long-termgoalsgoalsand
and
signed it. The IDP should
signed it. The IDP should
be
beupdated
updatedon onaaregular
regular
basis
basisororas asdetermined
determinedby by
need.
need.
Section 2, In Program Work: Attendance
Records

Attendance
Attendancerecords
records
demonstrating
demonstratingrequired
required
program
programhours
hourshave
havebeen
been
met.
met.
These
Theserecords
recordsshould
shouldbe
beinin
the
theform
formof
oftimesheets
timesheetsoror
time
timecards.
cards.
Section 2, In Program Work: Literacy gains,
and sampling of participant work, or portfolio.

This
Thiswould
wouldbe
bethe
thesection
sectionto
to
place
placethe
theparticipants:
participants:

•Portfolio,
•Portfolio,aasampling
sampling
of
ofparticipant
participantwork,
work,
critical thinking
critical thinking
•Literacy
•Literacygains
gains
documentation,
documentation,i,.e.,i,.e.,
Tabe
Tabetests,
tests,Casas.
Casas.
Keep
Keepininmind
mindentrance,
entrance,
interim
interimandandexit
exittests
tests
must
mustbe bethethesame
sametypetype
of
oftest.
test.
Section 2, In Program Work: Other program
course work requirements

Additionally,
Additionally,ififthe
theprogram
program
has
hasany
anyother
otherrequired
required
tests,
tests,work
worksamples,
samples,
projects
projectsthat
thatare
areaa
requirement
requirementforforcompletion,
completion,
that
that documentationshould
documentation should
also
alsobebeplaced
placedininthis
this
section.
section.
 Section
SectionThree
Three
YouthBuild
YouthBuildPlacement
PlacementGuidelines
Guidelines
and Source Documentation
and Source Documentation

Checklist
Checklist
Section 3, Placement and Certifications:
Copies of Certifications

Nationally
Nationallyaccepted
accepted
certifications
certificationsshould
shouldbe
befiled
filed
ininthis
thissection.
section.

Examples
Examplesare:
are:
••HSED
HSEDororGED
GED
••NCCER
NCCERor orPACT
PACT
Section 3, Placement and Certifications:
Other valuable certifications.

Certification
Certificationwhich
whichmay
maybebe
valuable
valuabletotoparticipants
participantsbut
but
are
arenot
notnationally
nationally
recognized
recognizedby byDOL
DOLare:
are:

••OSHA
OSHA10
10hour
hour
•CPR
•CPR
Section 3, Placement and Certifications:
Other documentation or course work

Copies
Copiesof ofthe
thefollowing
following
documents
documentsshould
shouldalso
alsobe
be
kept
keptininaaparticipant
participantfolder:
folder:

••Resume,
Resume,updates
updatestotothe
the
resume should become
resume should become
part
partof
ofretention
retentionservices;
services;
•Internships
•Internshipsforms
formsand
and
evaluations;
evaluations;
•Raises,
•Raises,promotions,
promotions,
recognitions,
recognitions,grades,
grades,and
and
other
othercertificates
certificatesof
of
completion.
completion.
Section 3, Placement and Certifications:
Placement follow up entries.

Post-placement
Post-placementfollow-up
follow-upentries
entries
should
shouldbebemade
madeat atregular
regular
intervals,
intervals,at
atleast
leastquarterly,
quarterly,to
to
document
documentemployer
employeror orschool
school
placement.
placement.

•Letters
•Lettersfrom
fromemployers
employersor or
evaluations
evaluationsfrom
fromemployer
employer
•Grade
•GradeDocumentation/GPA
Documentation/GPAfrom from
aacommunity
communityor orfour
fouryear
yearcollege
college
•Letters
•Lettersof
ofdismissal,
dismissal,oror
suspension.
suspension.
Section 3, Placement and Certifications:

This
Thiswould
wouldalso
alsobe
bethe
thesection
section
to
toplace:
place:

••Paystubs, st
Paystubs,11stquarter
quarter
after nd
aftercompletion,
completion,22nd
quarter, rd
quarter,and
and33rdquarter
quarter
•Class
•Classschedule,
schedule,or or
bursar
bursarreceipt
receiptfor
for1st
1st
quarter
quarterafter
aftercompletion,
completion,
2nd
2ndquarter,
quarter,and
and3rd
3rd
quarter.
quarter.
 Section
SectionFour
Four
YouthBuild
YouthBuildCase
CaseNotesGuidelines
NotesGuidelines
and Source Documentation
and Source Documentation

Checklist
Checklist
Section 4, Case Notes: Security of participant
folders.

••All
Allhard
hardcopy
copyYouthBuild
YouthBuild
case
casefiles
filesshould
shouldbe bekept
kept
secured
securedininaafile
filecabinet
cabinetand
and
all
allelectronically
electronicallystored
stored
documents
documentsshould
shouldbe bekept
kept
ininaapassword-protected
password-protected
database
databasewith withback-up
back-up
discs
discsgenerated
generatedregularly.
regularly.
Section 4, Case Notes: Case Managers should
keep updated participant contact information in
this section.

The
Thefollowing
followingare
aresome
someexamples
examplesof of
contact
contactinformation
informationforforcase
casemanagers
managers
to
tocollect
collectand
andcontinually
continuallyupdate:
update:
••Telephone
Telephonenumbers,
numbers,homehomeandand
cell
cellfor
forparticipant,
participant,parent
parentoror
guardian,
guardian,andandcontact
contactfor
for
emergency;
emergency;
••Participant
Participantand
andguardian/next
guardian/nextof of
kin
kinmailing
mailingaddress.
address.
••Email
Emailaddresses
addressesfor forparticipant,
participant,
parent/guardian,
parent/guardian,or oremergency
emergency
contact.
contact.
Section 4, Case Notes: Documentation

•Case
•Casefile
filedocumentation
documentationshould
should
be
becomplete
completeand and
comprehensive
comprehensiveand andwritten
writteninin
blue/black
blue/blackinkinkor
orcomputer-
computer-
generated.
generated. EachEachpage
pageshould
should
clearly
clearlyidentify
identifythe
theenrolled
enrolled
youth.
youth.
•Each
•Eachentry
entrymade
madeby by
YouthBuild
YouthBuildstaff
staffshould
shouldbe be
signed
signedandanddated.
dated. IfIfstored
stored
electronically,
electronically,the
theYouthBuild
YouthBuild
site
siteshould
shouldensure
ensurethe
theintegrity
integrity
of
ofthe
thedocumentation.
documentation.
Section 4, Case Notes: What to document

••There
Thereshould
shouldbebeentries
entries
documenting
documentingthe the
effectiveness
effectivenessofofservices
services
being
beingprovided;
provided;ififaayouth
youthisis
experiencing
experiencingproblems,
problems,thisthis
should be noted.
should be noted. Any Any
conversations
conversationsor ormeetings
meetings
with
withthe
theparticipant
participantshould
should
be
bedocumented,
documented,including
including
those
thoserequiring
requiringdisciplinary
disciplinary
measures.
measures.
Section 4, Case Notes: Referrals

••All
Allreferrals
referralstotoother
other
service
serviceproviders
providersareare
documented
documentedincluding
including
follow-up
follow-upresponses
responses(letters
(letters
from
fromother
otherproviders,
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Appendix
 YouthBuild Eligibility Guidelines and Source Documentation

Issue Criteria Most Common Documentation Suggested Action

(Examples)
Age Youth is Driver’s license or Government Verify the youth (at the time of enrollment)
between Identification Card meets the age criteria; document in
the ages folder
School Records/School Identification
of 16
Card
and 24
Birth Certificate

Hospital Birth Record

U.S. Passport

Naturalization Certificate

Selective Males Selective Service Letter/Registration Place documentation in folder.

Servi between Letter
ce the ages
DD-214 Report of Transfer or Discharge
of 18-24
from Military Service
must be
registere
d for Board/State Registration
selective
service. Stamped Post Office Receipt of
Registration
Internet verification/registration (www.sss.gov)

Telephone Verification: (847-688-6888)

Issue Criteria Most Common Documentation Suggested Action
(Examples)
Low Verify youth meets Income levels can be established through Place documentation in folder.
Income low-income information contained within the following
guidelines (as documents:
referenced in 42
U.S.C. 1437a (b)
through applicable
income source.
Pay Stubs
Bank statement (direct deposit)
Employer statement/contact
Parents tax return if under 18
Tax Return if over 18 or emancipated
Public assistance records/receipt
(TANF/Food Stamps)
Documentation from Social Security Medical
card
Refugee Assistance records
Public Housing Authority
Written statement from an individual
providing temporary residence or a shelter
(homelessness/runaway)
(*See below) Court documentation/contact/verification of
payment made on behalf of youth
(supported foster child/court supported)
Issue Criteria Most Common Documentation Suggested Action
(Examples)
School Verify youth Letter/documentation from the school Place documentation in the folder.
Drop Out is no longer stating the youth has dropped out
attending
school. School attendance record

Applicant statement
th
Youth is Verify youth Youth tests at or below the 8 grade Place documentation in folder (include test
enrolled has a level on a generally accepted results and copy of diploma/GED).
under the diploma/GED standardized academic test (regardless
25% or other of the attainment of a diploma/GED)
exemption: State-
Basic skills recognized Testing indicates youth is unable to
deficient equivalent compute or solve problems, read, write,
and is basic or speak English at a level necessary to
skills deficient function on the job

Youth is Youth has A referral from a high school guidance Place documentation in folder: referral
enrolled been referred counselor/other academic professional letter(s).
under the by a local
25% secondary
exemption: school for
participation
referred by in a
a local YouthBuild
secondary program
school leading to the
attainment of
a secondary
school
diploma
Issue Criteria
Current foster youth or Verify youth is in the foster
youth aging out of foster care system or aging out of
care the foster care system
Youth is an individual Verify disability (an
with a disability individual with any disability
(includes learning as defined in Section 3 of
disabilities) the Americans with
Disabilities Act of 1990
(42U.S.C. 12102)
Youth Offender Verify youth is an offender
or involved with the criminal
justice system
Migrant youth Verify youth is a migrant
youth worker or part of a
family of migrant workers
Youth is a child of an Verify youth is a child of an
incarcerated parent incarcerated parent
Most Common Documentation Suggested Action
(Examples)
Court contact/documentation Place documentation in
folder.
Social Services contact/documentation
Medical Card
Verification of payment made on behalf of
the youth
Social Security Administration Disability Place documentation in
Records statement folder.
Academic records
Medical records
Physician statement
Court documentation Place documentation in
folder.
Resident of a detention facility, group
home, or restricted state run facility
Letter of parole/probation officer
Police records
Applicant statement
Employer statement Place documentation in
folder.
Wage records/family wage records
Work permits
Court records Place documentation in
Applicant statement folder.
 Eligibility for Housing Built/Renovated through a YouthBuild Program

Issue Criteria Most Common Documentation (Examples) Suggested Action

Family Verify family meets Retain documentation
Seeking the definition of •Documentation of family income (see below for
Housing “low-income” additional information) *
Completed and/or homeless •Written statement from an individual providing
by temporary residence or a shelter
YouthBuild
Program
 *YouthBuild Income Eligibility Criteria

An individual may participate in a YouthBuild program only if such individual is:

• Between the ages of 16 and 24 on the date of enrollment; and
• A member of a disadvantaged youth population such as a member of a low-income family, a youth in foster care
(including youth aging out of foster care), a youth offender, a youth who is an individual with a disability, a child of an
incarcerated parent, or a migrant youth; and
• A school dropout. Up to (but not more than) 25 percent of the participants in the program may be youth who are
not a school dropout or are not a member of a disadvantaged population based on the criteria above but are: 1)
Basic skills deficient, despite attainment of a secondary school diploma, General Education Development (GED)
credential, or other state-recognized equivalent (including recognized alternative standards for individuals with
disabilities); or 2) Have been referred by a local secondary school for participation in a YouthBuild program leading
to the attainment of a secondary school diploma.

Low Income Family: The term “low-income families” means those families whose incomes do not exceed 80 per centum of
the median income for the area, as determined by the Secretary with adjustments for smaller and larger families, except
that the Secretary may establish income ceilings higher or lower than 80 per centum of the median for the area on the
basis of the Secretary findings that such variations are necessary because of prevailing levels of construction costs or
unusually high or low family incomes.
HUD Website link for FY2008 income limits: http://www.huduser.org/datasets/il/il08/index.html
Many eligible youth have difficulty accessing paper records supporting their income eligibility, particularly those who are
homeless, in foster care or in the juvenile justice system. However, appropriate documentation is important to avoid the risk
of enrolling an ineligible youth which may subsequently result in disallowed costs to the grant.
In situations where a youth is not able to provide proof of family income (i.e. homeless, living in a shelter, living with a
friend and no contact with family members), “self-attestation”, can be utilized as a means to document low-income status.
The young person can prepare a statement that documents their current living situation and offer evidence of any personal
earnings (i.e. a part-time job). An intake counselor or case manager can witness this document.
Copies of proof of income (tax returns, pay stubs, etc.) should be placed within the participant’s folder. When an individual
is uncomfortable providing copies, the intake counselor/case manager can attest to having seen these documents and
make a note to that effect within the participant’s folder.
 YouthBuild Eligibility Criteria for Completed Housing

Residential housing units rehabilitated or constructed using YouthBuild grant funds must be used solely: (1) for rental
by, or sale to, homeless individuals or low-income families; or (2) for use as transitional or permanent housing, for the
purpose of assisting in the movement of homeless individuals to independent living. Individuals and families seeking to
qualify for housing completed or rehabilitated by a YouthBuild Program as a low-income family must meet the definition
as defined above. The term homeless individual is defined in section 103 of the McKinney-Vento Homeless Assistance
Act (42 U.S.C. 11302) to include: (1) an individual who lacks a fixed, regular, and adequate nighttime residence; and (2)
an individual who has a primary nighttime residence that is—

(A) a supervised publicly or privately operated shelter designed to provide temporary living accommodations (including
welfare hotels, congregate shelters, and transitional housing for the mentally ill);
(B) an institution that provides a temporary residence for individuals intended to be institutionalized; or
(C) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human
beings.

The term transitional housing means housing provided for the purpose of facilitating the movement of homeless
individuals to independent living within a reasonable time The term transitional housing includes housing primarily
designed to serve deinstitutionalized homeless individuals and other homeless individuals who are individuals with
disabilities or members of families with children.
 DOL Resource Links

• The Core Monitoring Guide is an important part of the Employment and

Training Administration’s (ETA’s) overall strategy to improve grant
administration, specifically on-site monitoring of grantees.
http://www.doleta.gov/regions/reg03/CoreGuide.pdf