Case Service Report (RSA-911)

Current Version of RSA-911

VR agencies reported RSA-911 data consistent with PD-19-03 for PY 2020 (July 1, 2020 through June 30, 2021) and continue to report these data during PY 2021 (July 1, 2021 through June 30, 2022). This version of the RSA-911 is also available as an Excel file.

PY 2021 Submission Deadlines

  • Quarter 1 (July 1, 2021-September 30, 2021): Due November 15, 2021
  • Quarter 2 (October 1, 2021-December 31, 2021): Due February 15, 2022
  • Quarter 3 (January 1, 2022-March 31, 2022): Due May 15, 2022
  • Quarter 4 (April 1, 2022-June 30, 2022): Due August 15, 2022
  • WIOA Annual Report: Due October 1, 2022

PD 19-03 Implementation Checklist

This checklist includes key components of implementing the revised RSA-911 that VR agencies may consider as they train staff, update case management systems, and refine their internal controls for data collection and reporting.

RSA-911 Crosswalk of Changes: PD 16-04 to PD 19-03

To assist VR agencies with collecting and reporting VR program data, RSA developed a crosswalk of changes made to the RSA-911 from PD-16-04 to PD-19-03. These changes pertain to some RSA-911 Data Elements and various code values specified in the appendices.

RSA-911 Reasons for Exit Tool

This tool outlines the Data Elements used to report case closure and exit from the VR program along with information about the specific codes required by Appendix 6 of PD 19-03. The tool also provides examples of when using these codes may be appropriate to report for individuals leaving the VR program.

RSA-911 Correction Procedures for VR Agencies

Despite the rigorous internal controls VR agencies have implemented and continually refine related to collecting and reporting accurate information on the RSA-911, RSA recognizes that VR agencies will occasionally report information that is incorrect. When these mistakes happen, RSA has established three ways VR agencies may address them, as outlined in the Case Service Report (RSA-911) Correction Procedures. When a VR agency identifies a reporting error and regardless of the specific correction procedure it uses to fix the error, RSA encourages the VR agency to reassess the effectiveness of its internal controls to inform whether they should be enhanced to avoid future errors in reporting.

RSA-911 Edits Checks

RSA provides the previous and current versions of the Edit Checks, under PD 19-03, here: 

  • V1 (issued May 14, 2020) 
  • V2 (issued June 26, 2020)
  • V3 (issued August 25, 2020; RSA used V3 for PY 2020 Q1 reports)
  • V4 (issued December 8, 2020; RSA used V4 for PY 2020 Q2 reports) 
  • V5 (issued March 1, 2021; RSA used V5 for PY 2020 Q3 reports) 
  • V6 (issued June 21, 2021; RSA used V6 for PY2020 Q4 reports)
  • V7 (issued July 6, 2021: RSA will use V7 for PY2021 Q1 reports due by November 15, 2021)

Beginning in PY 2020, RSA made the RSA-911 Edit Checker available year-round to VR agency staff with permission to submit the RSA-911 reports. Since WIOA data collection began in Program Year 2017, VR agencies had only been able to use the RSA-911 Edit Checker during the four 45-day reporting windows after each quarter. While VR agencies could conduct limited testing of RSA-911 files during these 180 days, RSA wanted to provide access to the RSA-911 Edit Checker outside of the reporting windows so that all VR agencies may securely test files at no cost and without officially submitting them. 

Paperwork Reduction Act

To extend or revise the RSA-911, RSA adheres to the Paperwork Reduction Act of 1995. View the OMB Control Number History for the RSA-911: 1820-0508.

Previous Versions of RSA-911

The below Policy Directives outline the submission of RSA-911 data since FFY 1992: 

  • PD-16-04 (June 14, 2017)
    • VR agencies reported under PD-16-04 for PYs 2017, 2018, and 2019 (July 1, 2017 through June 30, 2020). This timeframe represents the beginning of WIOA data collection and reporting. VR agencies reported quarterly data for both open and closed cases. 
  • PD-14-01 (October 25, 2013) 
    • VR agencies reported under PD-14-01 for FFY 2016 (October 1, 2015 through September 30, 2016) and the first three quarters of FFY 2017 (October 1, 2016 through June 30, 2017). VR agencies reported data annually for only closed cases. 
  • PD 13-05 (July 10, 2013) 
    • VR agencies reported under PD 13-05 for FFYs 2014 and 2015 (October 1, 2013 through September 30, 2015). VR agencies reported data annually for only closed cases. 
  • PD 12-05 (February 8, 2012)
  • PD 09-01 (December 9, 2008) 
  • PD 07-01 (October 5, 2006) 
  • PD 06-01 (October 25, 2005) 
  • PD 04-04 (September 30, 2004) 
  • PD 03-07 (September 25, 2003)
  • PD 00-06 (March 16, 2000) 
  • PD 99-09 (September 8, 1999) 
  • PD 97-02 (March, 12, 1997) 
  • PD 95-04 (May 1, 1995) 
  • PD 93-02 (November 10, 1992) 

RSA-911 System of Records

On July 31, 2020, RSA published a notice of a modified system of records entitled "Case Service Report (RSA-911)" in the Federal Register (PDF). This system of records replaces the previous system published in the Federal Register on April 8, 2004 (PDF). RSA maintains this system of records for performance accountability, research, monitoring, and evaluation purposes required by the Rehabilitation Act of 1973, as amended by title IV of WIOA, and title I of WIOA. This system contains information on individuals who are participating in or who have exited from the VR and Supported Employment programs, as applicable.  

A System of Records Notice is a formal notice to the public that identifies the purpose for which personally identifiable information (PII) is collected, from whom and what type of PII is collected, how the PII is shared externally (routine uses), and how to access and correct any PII maintained by the U.S. Department of Education. 

RSAMIS Privacy Impact Assessment 

On May 6, 2020, the U.S. Department of Education published the Privacy Impact Assessment (PIA) for RSA's Management Information System (RSAMIS) through which VR agencies report RSA-911 data to RSA. 

Section 208 of the E-Government Act of 2002 helps to ensure that Federal agencies put in place sufficient protections for the privacy of personal information in implementing a citizen-centered electronic government. It requires agencies to conduct PIAs for information technology systems or projects that collect, maintain or disseminate information in identifiable form from or about members of the public or when initiating a new electronic collection of information in identifiable form for 10 or more persons (excluding agencies, instrumentalities, or employees of the Federal government).