SY 2012-2013 Training Session for CTE Administrators

SY 2012-2013 Training Session for CTE AdministratorsBeginning of the School Year:Financial Information and Reports

Virginia Department of Education – September 2012 2

Agenda

School Year 2012 - 2013• Use of State and Federal Perkins Funds• SEDF Snapshop• Perkins IV Performance Measures


CTE Programs Funding Sources

• Local School Division Funds• Federal Funds• State Funds


CTE FEDERAL FUNDING

Carl D. Perkins Career and Technical Education Act of 2006• SY 2012-2013 Title I Federal Funds $24,011,928 Grant

Award• Overall 0.82 percent funding reduction ($194,096)

From SY 2011-2012


Within State Allocation of PerkinsTitle I - Federal Funding Formula

• 85 percent for Local Programs (Secondary and Postsecondary Education)

• 10 percent for State Leadership Activities• 5 percent for State Administration


Perkins Title IAllocation of Local Program Funds

• 85 percent for Secondary Education (Public School Divisions)

• 15 percent for Postsecondary Education (Virginia Community Colleges)


CTE Federal Perkins Act Funds Title I School Year: July 1, 2012 – June 30, 2013

School division allocations based on:• Number of Individuals Ages 5 – 17 reside in School

Division: Source - National Center for Education Statistics Common Core Data SY 2009-2010

• Number of Children Ages 5 – 17 in Poverty: Source - U.S. Census Bureau Income Year 2010 Poverty Data


CTE Federal Perkins Act FundsTitle I School Year: July 1, 2012 – June 30, 2013

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 of 1965 (ESEA), last reauthorized in 2002 as the No Child Left Behind Act (NCLB)



SUPTS. MEMO NO. 124-12, dated May 11, 2012 SUBJECT: Revised Local Allocation for the Carl D. Perkins Career and Technical Education Act of 2006 (Perkins IV) Federal Funds for July 1, 2012 through June 30, 2013– $17,348,617.98 funding for School Divisions– $140,234.36 funding reduction From SY 2011-2012



Expenditure Requirements for Perkins Secondary Program Funds:• Must have Approved Local Plan and Budget

• Must be Actual SY 2012–2013 Expenditures

• Must be Encumbered by June 30, 2013

• Must be Appropriate Use of Federal Funds to Improve Career and Technical Education Programs



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;

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



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

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



Federal Perkins funds can be spent for purchasing:• new equipment;

• a 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.).


CTE Federal Perkins Act Funds Title I Equipment Expenditures

Equipment is defined 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


Equipment Criteria (cont.)

• under normal use, it can be expected to serve its principal 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 1300, Supplies and Materials, May, 2000. Source: http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf (Pages 12-15)

CTE Federal Perkins Act Funds – Title I Equipment Expenditures

http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf

http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf


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



• New Federal Perkins SY 2012-2013 funds cannot be carried over to next school year.

• Reimbursement requests must be submitted by September 30, 2013.

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

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


Online Management of Education Grant Awards (OMEGA) System

All Perkins Federal Grant Award Funds Transactions:• Based on Local Plan and Budget Summary Worksheet (by

Object Code Amounts)• Initial 30 percent Yearly Allocation loaded in Object Code

0000 - Default• Budget Transfer – Object Code Amounts (based on Career and

Technical Education Management System (CTEMS) Schedule 18)

• Reimbursement Requests


Online Management of Education Grant Awards (OMEGA) System

Accessed through VDOE Web site – Single Sign-on for Web Systems (SSWS):• Secure Portal access to VDOE data processes, reports, and

applications• School Division SSWS Account Manager issues Authorized

Access• OMEGA access issued by VDOE• OMEGA User Permission Form OP1


OMEGA Budget and Reimbursement RequestsSubmission and Approval Levels

Local School Division:• Level 0: Create and Submit

• Level 3: Superintendent’s Approval and Submission to VDOE-CTE

Career and Technical Education:• Level 5: Accountability Coordinator Review and Approval

• Level 5: Grant Administrator Review (based on CTEMS Schedule 18) and Approval

• Level 6: Director Review, Approval and Submission to VDOE-Accounting


OMEGA Budget and Reimbursement Requests Submission and Approval Levels

Budget Transfer Request• VDOE - Accounting:

– Level 7: Federal Program Financial Specialist Review and Approval of Budget Transfer

– OMEGA: Transfers Budget Funds to Object

Codes Expenditure Accounts


OMEGA Budget and Reimbursement Requests Submission and Approval Levels

Reimbursement Request• VDOE – Accounting:

– Level 7: Federal Program Financial Specialist Review and Approval for Payment

– OMEGA: Transfer of Payments to Department of Accounts – Weekly

• Department of Accounts– Electronic Funds Transfer (EFT): Weekly – County/City Finance

Department



• Remainder: Current Federal Perkins SY 2011-2012 funds cannot be carried over to next school year.

• Reimbursement requests for 2011-2012 must be submitted by deadline of September 30, 2012.

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

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


CTE STATE FUNDING

• State Equipment

• State Industry Certification Exams for Students

• State Occupational Preparation and Adult Education Program Entitlements


CTE State Equipment Allocations

SUPTS. MEMO NO. 169-12, dated July 13, 2012

SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2012-2013

– $1,800,000.00 State Lottery Funding

– School Division and Regional Technical Center Allocations

• $2,000 Floor Allocation

• Enrollment-Based Allocation

• $3.08 per CTE Student enrollment



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



State equipment funds must be used:• first (100 percent) 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 can not be used to

claim Perkins federal funds reimbursement.

Reimbursement Request Submission: June 8, 2013


CTE State Industry Certification

SUPTS. MEMO NO. 176-12, dated July 20, 2012 • SUBJECT: CTE Reimbursement for Industry Certification

Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2012 and School Year 2012-2013

– $1,065,133.00 FY 2011 State Lottery Funding

– $1.824 per CTE student enrollment



• June 2012: Industry Certification Exams

– Reimbursement Request Submission: December 7, 2012

• July 2012 - May 2013: Industry Certification Exams

– Reimbursement Request Submission: June 8, 2013



SY 2011-2012: $1,065,133.00 reimbursed• 78 School Divisions/Regional Centers received 100 percent

or more of initial allocation • Reallocated additional $157,257.79 funding

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

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


CTE Financial Report (CTEFR)

SUPTS. MEMO NO. 305-11, dated November 4, 2011

SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2011 (School Year 2010-2011) – CTEFR spreadsheet file is used to report actual expenditures by school

divisions and regional centers for the prior school year (SY 2010-2011).• Occupational Preparation Expenditures – State and Local Funds• Adult Education Expenditures – State and Local Funds


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.



SUPTS. MEMO NO. 155-12, dated June 22, 2012

SUBJECT: Fiscal Year 2012 Career and Technical Education Entitlements (State Funds)

• $5,700,680.50 – Occupational Preparation• $2,370,000.00 – Adult Education



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

• SY 2010-2011 Occupational Preparation Expenditures

– 31.29% Reimbursement

• SY 2010-2011 Adult Education Expenditures

– 30.44% Reimbursement


CTE Financial Report (CTEFR) - SSWS

SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2012 (School Year 2011-2012) • CTEFR spreadsheet format is being transferred to an VDOE Single Sign-On for Web

Systems (SSWS) report application to submit the CTEFR actual expenditures by school divisions and regional centers for the prior school year (SY 2011-2012) for:

– Occupational Preparation Expenditures – State and Local Funds

– Adult Education Expenditures – State and Local Funds

• CTEFR on-line SSWS report application has the same format and data entry requirements as the CTEFR spreadsheet file.

NOTE: Supts Memo expected to be posted in mid-October 2012.


CTE FEDERAL FUNDING

Carl D. Perkins Career and Technical Education Act of 2006• SY 2012-2013 Federal Title I Funds


CTE STATE FUNDING

• State Equipment• State Industry Certification Exams for Students• State Occupational Preparation and Adult

Education Program Entitlements


Announcement:“SEDF Enrollment “Snapshot”

• September 27 – The collection window for data entry in the Secondary Enrollment Demographic Form (SEDF) is scheduled to open.

• October 1 – School divisions are to record the enrollment counts for all approved Career and Technical Education (CTE) 6-, 9-, 12- 18-week first semester and yearlong (36-week) classes to be submitted in the SEDF report.

• November 2 – The SEDF report is due to the Virginia Department of Education via Single Sign-on for Web Systems (SSWS) online data entry.

• If you have questions, contact Mark Burnet, data specialist, Office of Career and Technical Education Services at [email protected] or 804 371-2924.

mailto:[email protected]


Announcement:Perkins IV State Negotiated Levels of Performance for 2012-2013

• CTE Directors Memo #027-12: For program year six, 2012-2013, based on Virginia’s recent approved flexibility under the Elementary and Secondary Education Act of 1965 as amended (ESEA) by the U.S. Department of Education, the Perkins IV Final Agreed Upon Performance Levels (FAUPL) for two indicators of performance under ESEA: academic attainment in reading/language arts (1S1); and academic attainment in mathematics (1S2) have been adjusted. These adjustments are based on Virginia’s Federal Annual Measurable Objectives (FAMO) for all students.


Perkins IV State Negotiated Levels of Performance for 2012-2013 (cont.)

Core Indicato

r Code

Core Indicator of Performance

State Negotiated

Level of Performanc

e 2012-2013

Data Collection Source

1S1 Academic Attainment English: Reading

95%85% *

End-of-Course (EOC) Standard of Learning Test Scores

1S2 Academic Attainment Mathematics (Highest level)

87%61% *

End-of-Course (EOC) Standard of Learning Test Scores

* Based on Virginia’s Federal Annual Measurable Objectives (FAMO) for all students under the NCLB Act, flexibility waivers granted by USDOE in August 2012.



2S1Technical Skills AttainmentA. Student Competency Rate 84%

Final Completer Demographics Report (CDR)

Career and Technical Education Credential Collection (CTECC)

B. Completers Participating in Credentialing Tests 55%

C. Test Takers (Completers) Passing Credentialing Tests 75%

D. Completers Passing Credentialing Tests 35%

E. Completers who passed a credentialing test plus Completers who earned an Advanced Studies Diploma and did not pass a credentialing test

43%

Information Indicator–Completers who earned an Advanced Studies Diploma and passed a credentialing test

Not Applicable



3S1 Secondary Program Completion Rate 88%

Final Completer Demographics Report (CDR)

End-of-Year Student Record Collection Drop-out Report

4S1 Graduation Rate 83% Final Completer Demographics Report (CDR)

5S1

Transition Rate from Secondary School to Postsecondary Education, Employment or Military

88% CTE Follow-Up Survey of Program Completers

Program Completer Survey Response Rate 75% CTE Follow-Up Survey of Program Completers



6S1 Nontraditional Career Preparation Enrollment 25% Secondary Enrollment Demographics

Form (SEDF)

6S2 Nontraditional Career Preparation Completion 22% Final Completer Demographics

Report (CDR)


Contact Information

George R. WillcoxCoordinator, Planning, Administration & Accountability(804) [email protected]

W. Terry DoughertyGrants Administrator(804) [email protected]

Virginia Department of EducationOffice of Career and Technical Education Services

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

804 [email protected]

SY 2012-2013 Training Session for CTE Administrators

Documents

secondary education

technical education

technical education

perkins career

cte federal fundingcarl

school division allocations

percent funding reduction

act nclb