Effective Participant File Management Checklist
Learn how to organize participant files effectively with guidelines, eligibility requirements, assessments, goal setting, sign-in procedures, and more. Ensure compliance and smooth operations in adult education programs.
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Presentation Transcript
PARTICIPANT FILE CHECKLIST File Order
General Guidelines Organization is Key Don t be ( too) cheap Create a system Manage the system Assign responsibility
Eligibility Tab Enrollment Form Proof of Identity if available, get it! Release of Information Age related eligibility form/documentation TANF Documentation
Assessments All TWC approved tests taken by participant regardless of gain Locator tests Literacy Locator Tool results if applicable Documentation if not testing in all content areas per AEL Assessment Guide Justification for early testing Disability Accommodation documentation if applicable
Goal Setting Goal Setting is a process that includes: Development of: Short and Long Term Goals that are updated regularly Individual Training Education and Career Plan (ITEC Plan) Appendix F: Participant Orientation and Goal Setting Procedure
Sign In Sheets* Sign in sheets Proxy hours documentation Orientation sign in sheets Training sign in sheets if AEFLA funded * Class sign in sheets can either be in the participant file or a class binder that is easily accessible to monitors. ALL hours on sign in sheets must match TEAMS exactly.
Misc. Student Work Formative Assessments in addition to TWC approved assessments Certificates
