Data Integrity
We consider integrity to be a hallmark of MTC. Our focus is reflected in our mission statement which says we will be a leader by “Maintaining a foundation based on integrity, accountability and excellence.” We provide training in new staff orientation and annually for all staff using our company-developed ethics manual and video. Our Intranet site has a section devoted entirely to ethics, and an Ethic’s Hotline is available for all staff.

MTC has systems in place at all their Job Corp centers and the corporate office to monitor and support data integrity. The centers perform internal assessment, corporate staff conduct annual assessments and the regional operations directors monitor center systems and record-keeping procedures regularly.

MTC prides itself on having earned a reputation within the Job Corps community as being a contractor that operates with integrity. Integrity is defined as the “possession of firm principles: the quality of possessing and steadfastly adhering to high moral principles or professional standards.”

MTC is committed to high ethical standards and integrity in all operations as confirmed by our mission statement and the inclusion of these items in the company’s goals. The company’s commitment is demonstrated through its ethics program and the supporting ethics hotline.

MTC commitment places the highest priority on its ethical standards and feels this is essential in its contractual obligations to report accurately and ethically and to ensure its performance based contracts and the resulting students’ achievements that effect OMS outcomes accurately reflect accomplishments.

MTC centers and CTS and OA contracts will ensure compliance with the company’s ethical standards and ensure appropriate training for all employees

Summary of MTC Data Integrity/Accuracy Corrective Actions (Nov. 2005)

• Convened a Data Integrity Workgroup in January 2005 to develop policies and procedures for all of our Job Corps operations
• Conducted Data Integrity training in March 2005 with all of our center directors, regional operations directors, and regional vice presidents.
• Conducted follow-up data integrity training with center directors, regional operations, directors, vice presidents, OA/CTS directors, and records managers the week of May 16 th during the Strategic Planning conference
• Assigned one corporate training director to oversee all data integrity policy and procedural development and implementation with assistance from a regional operations director in each region.
• Conducted full corporate records audits at eight sites since May 2005
• Developed a new ethics video focusing on data integrity issues for Job Corps operations. Copies of the videos have been delivered to all Job Corps operations and all staff received training by the end of April. Emphasis was placed on staff utilizing the existing MTC Ethics Hotline.
• Mandated use of the new ethics video during new employee orientation; required annual data integrity/accuracy training for all employees; mandated department specific data integrity/accuracy training for managers and supervisors.
• Revised the MTC program assessment guide to include more audit information on data accuracy and integrity in each area
• Developed a Records Manual that includes formalized MTC records policies, procedures and forms. Records managers were trained in May 2005 and the manual will be released by January 2006.
• Developed corporate operating procedures on data integrity and the use of PDOF which clearly spells out responsibilities
• Developed a data integrity resource guide/CD ROM that includes sample operating procedures for various issues
• Mandated 100% audit of separated student files on a monthly basis
• Mandated monthly audits of at least 10% of active files in academics, vocations, records, counseling, wellness, admissions, and CTS
• Mandated quarterly audits by responsible directors in academics, vocations, records, admissions, and CTS
• Mandated that prior to input into CTS, the entire placement files are to be audited by the director/manager/supervisor.
• Mandated that only records staff enter GED, HSD, and vocational completion credits and only after an official document/letter is provided.
• Instituted two data integrity/accuracy audits by MTC corporate staff at every Job Corps site yearly
• Mandated center director signature on all PDOFs
• Mandated the use of an MTC developed centralized Error Correction Log and Error Correction form at all operations to track any changes in reported student outcomes or student accountability status
• Mandated the use of an MTC developed leave verification form that requires much more justification than the current CIS form
• Data integrity training is now a part of all corporate workshops and trainings
• Folder content requirements and layouts have been mandated for counseling, records, academics, admissions, CTS, residential, CSO, and Career and Technical Education.
• Limited use of UPAL to allow students time to consider enrollment in the program. Only to be used when solid documentation showing that the student’s immediate family and the admissions counselor are working with the center to retain the student. Documentation to be included on the leave form and CIS case notes. The number of days allowed limited to 5 training days.
• Operations must report any data entry errors to JCDC in a timely fashion. This will be done electronically with a copy of the transmission maintained in the records/placement file as well as recorded on a centralized error correction log.
• Vocational managers must audit and sign all TARs submitted for vocational completers prior to forwarding to records.
• Centers have limited final leave approval authority to the center director, deputy director, programs director, finance and administration director, or training director.
• Vocational instructors and work based learning staff are required to document student WBL progress in CIS case notes.
• Scheduled a Data Integrity Conference in January 2006 for all Job Corps RODs, training directors and selected center staff.