Case Service Report (RSA-911)

Current Version of RSA-911

VR agencies reported RSA-911 data consistent with PD 19-03 for PYs 2020 and 2021. VR agencies continue to report these data during PY 2022 and will report the same data for PY 2023. This version of the RSA-911 is also available as an Excel file.

PY 2022 Submission Deadlines

• Quarter 1 (July 1, 2022-September 30, 2022): Due November 15, 2022
• Quarter 2 (October 1, 2022-December 31, 2022): Due February 15, 2023
• Quarter 3 (January 1, 2023-March 31, 2023): Due May 15, 2023
• Quarter 4 (April 1, 2023-June 30, 2023): Due August 15, 2023
• WIOA Annual Report (ETA-9169): Due October 2, 2023 (October 1, 2023 falls on Sunday)

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 used V7 for PY2021 Q1 and Q2 reports)
• V8 (issued February 22, 2022; RSA used V8 for PY2021 Q3 and Q4 reports)
• V9 (issued September 15, 2022; RSA plans to use V9 for PY2022 reports)

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. As a result, RSA has established three ways VR agencies may address them, as outlined in the Case Service Report (RSA-911) Correction Procedures and updated February 17, 2023.  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.

Paperwork Reduction Act

To extend or revise the RSA-911, RSA adheres to the Paperwork Reduction Act of 1995 and publishes notices in the Federal Register soliciting public comment. View the OMB Control Number History for the RSA-911 (OMB Control #: 1820-0508). 

• Review the 60-day Federal Register Notice (April 20, 2023) pertaining to RSA's proposal to extend with revisions the RSA-911 for an additional three-year period.
• Review the 60-day Federal Register Notice (December 10, 2020) and 30-day Federal Register Notice (April 6, 2021) pertaining to RSA's proposal to extend the RSA-911, outlined in PD 19-03, without revisions for an additional three-year period. On May 18, 2021, OMB approved RSA's proposed extension through May 31, 2024. 
• Review the 60-day Federal Register Notice (October 1, 2018) and 30-day Federal Register Notice  (February 15, 2019) pertaining to the revisions RSA made to RSA-911 from PD 16-04 to PD 19-03. On April 5, 2019, OMB approved RSA's proposed revisions through April 30, 2022. 

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 these data quarterly 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 these 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 these 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 27, 2022, the U.S. Department of Education renewed 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).