Multi-Program Administration Requirements

Credentialed Training Consent for Release and Exchange of Information

Summary
Service providers must obtain a signed and completed “Consent for Release/Exchange of Information” form from all participants who will enroll in credentialed training before disbursing training funds. This step will help local providers meet their credential attainment measure.

Relevant Laws, Rules, or Policies
Minnesota State Statute 13.09 Penalties
WIA Certification for Training Programs
Credentials and Training

Effective Date
7/1/2015

Last Updated
6/29/2015

Contact
Annie Welch, Annie.Welch@state.mn.us
Tel   651.259.7525
Fax  651.215.3842
TTY  651.296.3900

Policy

Action Required
In order to effectively serve employment and training participants across programs in the Department of Employment and Economic Development’s (DEED) Workforce Development Division (WDD), this policy requires service providers to obtain a completed “Consent for Release/Exchange of Information” form from all participants who will enroll in credentialed training before disbursing training funds. This applies to service providers in any eligibility-based adult workforce development program under the authority of the division director, including but not limited to: Workforce Investment Act (WIA) Title 1-B Adult, Workforce Innovation and Opportunity (WIOA) Title 1-B Adult, WIA/WIOA Dislocated Worker and Minnesota Dislocated Worker programs, Trade Adjustment Assistance (TAA), Minnesota FastTRAC Adult Career Pathways, and Adult Workforce Development Program. This policy affects all service providers with participants enrolled in credentialed training programs and helps DEED staff track the outcomes for credentialed training. Service providers must retain the signed consent form in the participant’s case file to authorize the service provider and eligible training provider (see Credentials and Training Policy) to exchange information with regard to the participant’s training progress and credential completion results.

Definitions
Credential: A formal recognition of an individual’s attainment of measurable technical or occupational skills necessary to obtain employment or advance within an occupation. These technical or occupational skills are generally based on standards developed or endorsed by employers.

Participant: A person who meets the eligibility requirements for program enrollment and is attending credential based training through an eligible service provider.

Procedure
Prior to funding credentialed training, service providers must obtain the participant’s signature on a “Consent for Release/Exchange of Information” form. A signed form will allow training institutions to release participant transcripts showing the current progress in their approved training plan as well as all credential attainment information to the service provider for a period not to exceed one year following program exit. Completion of this form will also allow DEED staff to search the National Clearinghouse database for academic progress or credentials in the event a training institution still refuses to release them.

Service providers may use the form that is available in the "related links" section of this policy. DEED staff have vetted this form with legal staff. If service providers already have a form, staff may continue to use that form. If a training institution still refuses to exchange information about a customer, please alert DEED staff.

State monitors, as part of their regular monitoring visits, will verify the presence of signed consent forms in files of participants who are pursuing credentialed training.

If a training institution requires its own form and counselors opt to use this instead, state monitors will accept this form as well.

Staff members must use this form in addition to the “Use of Data Statement” and the “Release of Wage Detail Data” forms.

Misuse of private data will be reported to DEED’s internal security office. State law (Minnesota State Statutes 13.09) allows a substantial penalty per incident of misuse of private data.

Alternate formats such as Braille, audio-visual and large print are available upon request.