0 2014-2015 Perkins Grant Video Training Session.

End-of-the-School Year:Financial Information and Reporting

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2014-2015 Perkins GrantVideo Training Session

Virginia Department of EducationOffice of Career and Technical Education Service

Richmond, Virginia

March 19, 2015

Agenda

School Year 2014 – 2015• Federal Perkins Funds: SY 2014-2015

• State CTE Funds– State Equipment– Workplace Readiness Skills– Industry Certification Exams– Microsoft IT Academy Program– CTEFR - Occupational Preparation and Adult Education Program Entitlements for

State FY 2015

• CTE Program Updates

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

SUPTS. MEMO NO. 074-14, dated March 28, 2014 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2014 through June 30, 2015

• $17,075,774.18 Secondary Education Programs funding for School Divisions

• $279,776.57 funding increase from SY 2013-2014

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

School division allocations based on:

• Number of Individuals Ages 5 – 17 who reside in the school division: Source - National Center for Education Statistics Common Core Data SY 2012-2013

• Number of Individuals Ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau Income Year 2012 Poverty Data

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CTE Federal Perkins Act FundsTitle I School Year: July 1, 2014 – June 30, 2015

School Division Funds Allocation Formula:

• 30 percent funding based on the number of 5 to 17-year-olds who reside in the school division

• 70 percent funding based on the number of 5 to 17-year-olds in families below the poverty line, based on data collected under the Elementary and Secondary Education Act (ESEA) of 1965, compared to the total number of such individuals who reside in the school division

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

SY 2014-2015 Perkins Secondary Program Funds

Online Management of Education Grant Awards (OMEGA) System

• Initial 29.6 percent Yearly Allocation was loaded in OMEGA

under Object Code 0000 – Default on July 1, 2014

• Remaining 70.4 percent Yearly Allocation was loaded in OMEGA under Object Code 0000 – Default on October 1, 2014

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Online Management of Education Grant Awards (OMEGA) System

Perkins Federal Grant Award Funds Transactions must be based on:

• SY 2014-2015 Perkins CTE Secondary Programs Total Allocation Amount from VDOE Supt’s Memo No. 074-14, dated March 28, 2014

• Approved Local Plan and CTEMS Schedules 17 and 18 – Administration and Budget Summary Worksheet (by Object Code Amounts)

• Approved OMEGA Budget Transfer – Object Code Amounts (based on Career and Technical Education Management System (CTEMS) Schedule 18)

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Online Management of Education Grant Awards (OMEGA) System

SY 2014-2015 OMEGA Budget Transfer Requests after October 1, 2014:

• Must be submitted for 100 Percent funding allocation distributed by Object Codes amounts based on approved Local Plan (CTEMS Schedule 18 – Administration and Budget Summary Worksheet)

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CTE Federal Perkins Act FundsTitle I School Year: July 1, 2014 – June 30, 2015

Expenditure Requirements for Perkins Secondary Program Funds:• Must have an Approved Local Plan and Budget • Must be Actual SY 2014–2015 Expenditures• Must be Encumbered by June 30, 2015• Must be Appropriate Use of Federal Funds to Improve

Career and Technical Education Programs

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

Federal Perkins funds cannot be spent for:

• capital improvements, upgrades or improvements to physical structures, buildings, classrooms, laboratories, etc.;

• used, reconditioned or repaired equipment;• equipment repairs or to purchase repair parts;

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CTE Federal Perkins Act FundsTitle I School Year: July 1, 2014 – June 30, 2015

Federal Perkins funds cannot be spent for: (cont.)

• installation of equipment unless installation is included in the original purchase price; and

• materials, supplies and/or commodities that are consumed or materially altered when used (i.e., welding gases, paints, lumber, sheet metal, batteries, solvents, etc.).

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

Federal Perkins funds can be spent for purchasing:

• new equipment;• classroom reference set of textbooks;• computer and software upgrades; and• rechargeable batteries if part of the original purchase of

equipment (i.e., digital camera, portable drill, etc.).

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CTE Federal Perkins Act Funds Title I Equipment Expenditures

Equipment is defined as any instrument, machine, apparatus, or set of articles that meets all of the following criteria:• retains its original shape, appearance, and character with

use; • does not lose its identity through fabrication or

incorporation into a different or more complex unit or substance;

• is non-expendable;

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CTE Federal Perkins Act Funds – Title I Equipment Expenditures

Equipment Criteria (cont.)

• under normal use, it can be expected to serve its principle purpose for at least one year; and

• excludes supplies and materials as defined by the Virginia Department of Planning and Budget’s Expenditure Structure, Part II.A 13-XX, Supplies and Materials, June 2011. Source: http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf (Pages 12-15)

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CTE Federal Perkins Act Funds – Title I Equipment Expenditures

Equipment Criteria (cont.)

• Equipment purchased must be listed in the current state edition - Recommended Equipment Approved for Career and Technical Education Programs.

Source: http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

• Federal Perkins SY 2014-2015 funds cannot be carried over to next school year.

• Must be Encumbered by June 30, 2015.

• Final Reimbursement requests must be submitted by September 30, 2015.

• Unspent funds will result in forfeiture of remaining allocated Perkins funds.

• Unclaimed Perkins funds will be reallocated for unpaid Industry Certification reimbursements.

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015

• REMINDER: Federal Perkins SY 2014-2015 funds cannot be carried over to next school year.

• Must be Encumbered by June 30, 2015.

• Final Reimbursement requests must be submitted by September 30, 2015.

• Unspent funds will result in forfeiture of remaining allocated Perkins funds.

• Unclaimed Perkins funds will be reallocated for unpaid Industry Certification reimbursements.

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CTE STATE FUNDING

• CTE Equipment • Industry Certification Exams for Students• Workplace Readiness Skills for the

Commonwealth Examinations• CTEFR - Occupational Preparation and Adult

Education Program Entitlements for State FY 2015

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CTE State Equipment Allocations

SUPTS. MEMO NO. 201-14, dated August 1, 2014SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2014-2015– $1,800,000 State Lottery Funding– School Division and Regional Technical Center

Allocations• $2,000 Floor Allocation • Enrollment-Based Allocation• $3.18 per CTE Student enrollment

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CTE State Equipment Allocations

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100 percent reimbursement of equipment expenditures, not to exceed approved allocation amount

Source: State Approved Recommended Equipment List for Career and Technical Education Programs

http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

CTE State Equipment Allocations

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• State equipment funds must be totally used:

• first (100%) before requesting any Perkins federal funds reimbursements for equipment.

• to supplement, not supplant, any funds currently provided

within the locality.

• Equipment purchased with state funds cannot also be claimed on Perkins federal funds reimbursement requests.

CTE State Equipment Allocations

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• Equipment purchases may be split between state and federal funds.

• Reimbursement request forms must be submitted by Friday - June 5, 2015.

• Request forms must have the division superintendent’s original signature.

CTE State Industry Certification

SUPTS. MEMO NO. 199-14, dated August 1, 2014 • SUBJECT: CTE Reimbursement for Industry Certification

Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2014 and School Year 2014-2015– $1,331,464 FY 2015 State Lottery Funding– Same State Funding Level as FY 2014 – $2.327 per CTE student enrollment

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CTE State Industry Certification

• Funding for Student Credentialing

• Industry Certification Examinations (including WRS)• Licensure Tests• Occupational Competency Assessments (such as NOCTI)• Certification Site Licenses

• Must be approved by the Board of Education for student-selected verified credit option

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CTE State Industry Certification

Site testing licenses and certification examinations provided at no cost under the Microsoft IT Academy Certification Program:

• Cannot be claimed for CTE State Industry Certification Examinations reimbursement.

• Cannot be claimed for Federal Perkins program reimbursement.

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CTE State Industry Certification

• Must be submitted on CTE State Industry Certification Reimbursement Request Form.

• State funds must be used first (100%) before requesting any Perkins federal funds for industry certification reimbursements.

• Reimbursement request form must be submitted by Friday - June 5, 2015.

• Request form must have the division superintendent’s original signature.

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CTE State Industry Certification

Funding Reimbursement for Industry Certification Examinations will be available for the following periods:

• June 2014: Industry Certification Exams

– Reimbursement Request Submission: October 31, 2014

• July 2014 - May 2015: Industry Certification Exams

– Reimbursement Request Submission: June 5, 2015

Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

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CTE State Industry Certification

SY 2013-2014: $1,065,133 Reimbursed

• 72 School Divisions/Regional Centers received 100 percent or more of initial allocation • Reallocated $193,269.72 unused funding

• 37 School Divisions/Regional Centers submitted less than 100 percent of initial allocation

• 32 School Divisions/Regional Centers did not submit any reimbursement request

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CTE State Workplace Readiness Skills for the Commonwealth Examinations

SUPTS. MEMO NO. 200-14, dated August 1, 2014SUBJECT: State Allocation for Workplace Readiness Skills

for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2014 and School Year (SY) 2014-2015

- $308,655 FY 2015 State Funding

- Same State Funding Level as FY 2014

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CTE State Workplace Readiness Skills for the Commonwealth Examinations

Funding for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification

• Provide support grants to the school divisions for standard diploma graduates.

• May be used for any Board-approved industry certification preparation and testing.

• Funding allocation based on school year 2013-2014 enrollment data for students in secondary CTE courses.

• Initial Allocation - $0.5395 per CTE Student

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CTE State Workplace Readiness Skills for the Commonwealth Examinations

• Must be submitted on CTE Workplace Readiness Skills for the Commonwealth Exams and/or other industry certifications Reimbursement Request Form.

• After both of the state allocations have been expended, school divisions and centers may request reimbursement for industry certifications from their federal Perkins funds allocation.

• Reimbursement request form must be submitted by Friday - June 5, 2015.

• Request form must have the division superintendent’s original signature.

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CTE State Workplace Readiness Skills for the Commonwealth Examinations

Funding Reimbursement for Workplace Readiness Skills for the Commonwealth Examinations will be available for the following periods:

• June 2014: Workplace Readiness Skills for the Commonwealth Exams

– Reimbursement Request Submission: October 31, 2014

• July 2014 - May 2015: Workplace Readiness Skills for the Commonwealth Exams

– Reimbursement Request Submission: June 5, 2015

Note: 100% reimbursement of exam costs not to exceed allocation amount. 32

State Payments for Fiscal Year 2014

• State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other industry certification will be paid fully on the state semi-monthly payment schedule.

• State Lottery funds payments for State Equipment and Industry Certification Exams reimbursement requests will be posted for payment starting in February 2015.

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CTE State Workplace Readiness Skills and Industry Certification Examinations

RECOMMENDED REIMBURSEMENT REQUEST ACTIONS

1. Ensure all expenditures are for only those Industry Certification Examinations, Licensure Tests and Occupational Competency Assessments that have been approved by the Board of Education for the student-selected verified credit option.

2. Use the specific Name of the examination, credential and/or License as listed on the Board of Education approved list on all reimbursement request forms.

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CTE State Workplace Readiness Skills and Industry Certification Examinations

1. Submit your initial Workplace Readiness Skills and/or Other Industry Certification Examinations for your total SY 2014-2015 allocation amount on the reimbursement request form.

2. Submit your initial Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments for your total SY 2014-2015 allocation amount on the reimbursement request form.

3. Submit any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY 2014-2015 allocation amount on a separate Industry Certification Examinations reimbursement request form.

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CTE State Workplace Readiness Skills and Industry Certification Examinations

• Any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY 2014-2015 allocation amounts will be held for payment processing until June 8, 2015.

• On June 8, 2015, any unused state Workplace Readiness Skills and Other Industry Certification Examinations funds not used by school divisions and regional technical centers, will be reallocated for any submitted additional Workplace Readiness Skills and Industry Certification Examinations reimbursement requests.

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CTE State Program Entitlements

SUPTS. MEMO NO. 162-14, dated June 20, 2014 SUBJECT: Fiscal Year 2014 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds)• $5,812,834 – Occupational Preparation• $2,157,283 – Adult Education

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CTE State Program Entitlements

State funding provided for operation, improvement, and expansion of CTE for occupational preparation and adult education programs to support:

• Principals and assistant principals of CTE centers where at least 50 percent of their time is spent in CTE program administration or supervision;

• Extended contracts of instructors for activities related to the coordination, development, or improvement of CTE programs; and

• Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement. 38

CTE State Program Entitlements

• Based on actual expenditures reported by school divisions and regional centers for the prior school year on the CTE Financial Report (CTEFR)

• SY 2012-2013 Occupational Preparation Expenditures– 46.39% Reimbursement

• SY 2012-2013 Adult Education Expenditures– 46.39% Reimbursement

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CTE Financial Report (CTEFR) - SSWS

SUPTS. MEMO NO. 054-15, dated March 13, 2015 SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2015 (School Year 2013-2014)

• CTEFR for school year 2013-2014 will be collected through the Virginia Department of Education (VDOE) Single Sign-On for Web Systems (SSWS) data report entry application.

• CTEFR data entry must be completed and submitted to VDOE through the SSWS.

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CTE Financial Report (CTEFR)

CTEFR for school year 2013-2014 expenditure information will be used to calculate your fiscal year 2015 state CTE categorical entitlements for occupational preparation and adult education programs.

• After completing the CTEFR data entry, the division superintendent or an authorized designee must verify the report’s accuracy and sign the verification form provided in the Web-based application with an original blue ink signature.

• Signed verification forms must be submitted to the VDOE by May 1, 2015, either electronically to [email protected] with a color scanned or PDF attachment or mailed to VDOE. 41

CTE Financial Report (CTEFR)

• After all school divisions and regional centers have submitted their CTEFR for school year 2013-2014, VDOE will calculate the fiscal year 2015 entitlements and process the state funds payments.

• • The occupational preparation and/or adult education program payments

will be paid to school divisions in one payment on June 30, 2015, by electronic funds transfer. The regional center entitlements will be paid directly to each center’s fiscal agent.

• Those school divisions and/or regional technical centers that did not operate any occupational preparation and/or adult education programs during school year 2013-2014 and did not record any local fund expenditures in their CTEFR, will not receive any state reimbursement in fiscal year 2015.

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CTE FEDERAL FUNDING – REVIEW

Carl D. Perkins Career and Technical Education Act of 2006

• SY 2014-2015 Federal Title I Funds

SUPTS. MEMO NO. 074-14, dated March 28, 2014

SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2014 through June 30, 2015

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CTE FEDERAL FUNDING – REVIEW

• CTE Equipment• Industry Certification Exams for Students• Workplace Readiness for the

Commonwealth Examinations • CTEFR - Occupational Preparation and

Adult Education Program Entitlements

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Announcements

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• 2015-2016 Perkins Plan and Budget Application Due by April 30, 2015

• Reporting Assessment Results for Workplace Readiness Skills for the Commonwealth, Supt. Memo 062-15, March 20, 2015

• Federal Perkins Funds Guidance for Early Registration Costs, Hotel Deposits andTravel Costs for 2015 Summer Conferences. CTE Directors Memo 086-15,March 17, 2015

• Video Training Session - Session 15: March 26, 2015Master Schedule Collection, Spring and End-of-Year Student Record

Collections,and CTE Student Performance Reports

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Session Evaluation

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Contact Information

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George R. Willcox, CoordinatorPlanning, Administration & AccountabilityOffice of Career and Technical Education804 [email protected]

W. Terry Dougherty, Grants AdministratorOffice of Career and Technical Education804 [email protected]

Virginia Department of EducationOffice of Career and Technical Education Services

P.O. Box 2120Richmond, VA 23218-2120

804 [email protected]

Lolita B. Hall, DirectorOffice of Career and Technical Education804 [email protected]