Perkins 2011-12 Budget Narrative/Spending Workbook (BNSW) Webinar May 5, 2011 Oregon

Perkins 2011-12 Budget Narrative/Spending

Workbook (BNSW) Webinar

May 5, 2011http://video.orvsd.org/ode/5-5-11-perkins-local-budget-planning.mp4

Oregon Department of Education

Donna BrantOregon Department of Education

Reynold GardnerOregon Department of Education


Webinar Objectives

Provide a better understanding of Administration vs Program Coordination / Leadership

Identify the 2011-12 Perkins Grant Cycle & BNSW Timeline

Provide an overview and expectations concerning BNSW

Receive an understanding concerning allowable expenses and supplanting.


Administration

Direct and Indirect Administration – 5% limit

EDGAR 80.3 - AdministrationMatters common to grants in general:

Financial Managements Reports Retention of Records


Program Coordination and Leadership

Activities that support the specific intents and purpose of the grant.

Curriculum development Leadership to develop CTE Program of Study Program quality review

Professional development Facilitation of professional development activities

Research activities Performance and program data analysis Research on promising practices


2011-12 Perkins Grant Cycle & BNSW Timeline

Perkins Application Timeline CIP BNSW will go “live” Thursday, May 12, 2011

Due Thursday, June 30, 2011 Basic Grant Application

Due Thursday, June 30, 2011

BNSW Approval Process Conversation with Gardner (specifics and clarification) Reject / Re-submit process


Overview and expectations concerning BNSW

Log in to the ODE District Site Click on application Click on CIP Budget Narrative

District security administrator Permissions for: “submit-revise” and “edit everything” Load the 2011-2012 year to be current.

Prerequisites Perkins assurances Contacts entered – submit Consolidated spending page – submit



Equipment items over $5000 require ODE Approval

BNSW – format/structure same as the last 2 years. Basic & Reserve Grants have the same structure &

format.




Required in your narrative: School & Program of Study (POS) Core Element Object Code Describe the expense item in detail

Purpose Calculation made to reach your item total


Spending Workbook


Spending Workbook (continued)


Object Codes



Allowable expenses and supplanting

Intents/purposesReasonable/necessaryLocal LeadershipThere is no Dichotomous (yes / no) chart. Some items are allowed within your decision

making process while some are not. Perkins IV is not Perkin III


Funds made available under this Act for career and technical education activities shall supplement, and shall not supplant, non-Federal funds expended to carry out career and technical education activities.

[Section 311(a)]

Supplanting


Supplanting

Must use federal funds only to supplement what is being done

Supplanting is using federal dollars to provide: A required program/activity An activity or service that was provide by non-

federal funds in the prior year Services to some students while using local sources

to provide the same services to others


Construction of a facility is a local responsibility as is the furnishing of the facility with furniture, operating equipment, etc. Electrical, plumbing, structural work,

heating & cooling

Supplanting- Capital Improvement


Local Decision / LeadershipTransportationStaffingTextbooksReplacement EquipmentTechnology / Computers

What is their role?

Supplanting - Yes’s & No’s


Budget YES – YES’s

Data Driven Activities & Expenditures Math & CTE, Literacy, Special Pops, Technical Skill

Assessment, Measurement Indicators

Program of Study based needs (Improve & Expand) Industry / Advisory Committee input

Standards based expendituresDeliverables associated with expenditureODE Approved Technical Skill Assessments


Budget NO-NO’s

VehiclesPersonal Devices (iPhone, iPad, PDA, Laptop)

Instructional / curriculum vs individual - administrative

Tuition, Fees, Books associated with college / university credit.

Percentage formula for……..


Budget NO-NO’s

Membership DuesStudent Leadership (competitions)Items with a direct one-to-one benefit for a

student or a teacher (student USB-drives)Perkins III Elements (School to Work)


Budget NO-NO’s

Non-Program of Study expenditures Program Closure

Administration (paper work, data, reports, grant applications, fiscal responsibilities, budgets, etc..)

Annual subscriptionsVague items such as “general or

miscellaneous supplies”Activities for Elementary or Middle School

students


QUESTIONS?

THE FOLLOWING SLIDES CONTAIN QUESTIONS ASKED DURING THE WEBEX


Question #1 May 5, 2011 CIP BNSK WebEx

It is correct that you can spend Perkins funding on a POS that is in the queue for approval verses already approved? For example, if we have a POS that is on the list for submission this year and is on the POS chart developed by Ron Dodge, then it is okay to spend funds on that CTE program, correct? Just want this clarified because Reynold used the term "approved" only.

If the program is an existing program and have been on the “Secondary CTE POS Decision Chart Spreadsheet 2010-2011” list http://www.ode.state.or.us/teachlearn/pte/possecondaryprogramsmaster03_16_11.xls it is in essence an approved program and in the submission process.

If the program is a“NEW” Perkins Program of Study and have never been part of the Perkins process, you need to get prior approval see the following link http://www.ode.state.or.us/teachlearn/pte/NewCTE_POS_QA10_26_10.doc .Oregon Department of Education


If the district does not require texts for a class, but the instructor wants to use a text for more structured curriculum or a specific text is required for dual credit to be approved for a class...is that an OK text expenditure?

If this is the first time purchase of textbooks and textbooks have not been part of the previous instructional process, this could be allowed. Yet, if the textbooks are needed and the local educational institution is offering this course why are the textbooks not provided by the local educational institution? If you are purchasing a few of the textbooks (1-5) to use as classroom reference or resource materials, this would be enhancing and expanding the program and not the foundation, this would be allowed.

Textbook for Dual Credit offerings - NO it is the local educational institution has responsibility to provide base support for a program and Dual Credit is part of local agreements.



Is the PAVTEC membership an allowable cost charged to Perkins?

Membership fees are not allowed.

Contracted services through a vendor, contractor or consultant with concrete deliverables are allowed. If PAVTEC is engaged as a contractor to provide deliverables associated with meeting the intents and purposes of your Perkins grant that would be allowable. There should not be a percentage of the grant paid, but rather a fee for each

deliverable specific to the district. The deliverables should be clearly spelled out



Can you have a bit more discussion on replacement of equipment? The question is does the replacement expand or enhance the

program?

If the equipment being considered just replaces an old piece that is worn out, then that would not be allowed.

If the piece of equipment is an upgrade to industry standards then it would be allowed.

You do not need to include the rational within your CIP BNSW, yet it should be part of your local leadership decision. I need a oven to offer my culinary arts program – local expenditure I need this oven to meet “x” standard as recommended by industry -

Perkins expenditureOregon Department of Education


Can you talk more about technology especially around the new technology of IPads? I am getting good rationale around this is where industry is going but I would like to hear more thoughts.

Any portable technology device that is used for personal or administrative use is not approved.

Technology devices to be used for instructional and curriculum purposes then it would be allowed.

The devices should not be check out to the student for an extended period of time – personal use. There needs to be vigilant inventory procedures to safeguard this investment.



I have multiple school districts asking for multiple iPads for CTE students to interface with business practices.

Any portable technology device that is used for personal or administrative use is not approved.

Technology devices to be used for instructional and curriculum purposes then it would be allowed.

The devices should not be check out to the student or instructor for an extended period of time – personal use. There needs to be vigilant inventory procedures to safeguard this investment.



How about tuition for a student who participates in a regional Program of Study with the college?

Tuition is a direct 1:1 benefit to the student and is not an allowable Perkins expenditure

Within the State of Oregon there are other programs that could provide financial resources for these type of accelerated college credit programs, e.g. Expanded Options Program (ORS 340). These programs allow students to engage in college programs early.



Annual subscriptions for: (AutoCAD & Computer Licenses

If Auto CAD is an annual subscription and Perkins covers the initial subscription then this would be allowed.

If you had Auto CAD version 2.0 and now there is version 3.5 and you would like to upgrade. Again, if this upgrade enhances the program this would be allowed.

The question really is… Why is the local educational institution not supporting the

subscription if Auto CAD is so vital? Times are tight yet the law is still in effect.


Documents

Perkins 2011-12 Budget Narrative/Spending Workbook (BNSW) Webinar May 5, 2011 Oregon