SY 2013-2014 Training Session for CTE Administrators

SY 2013-2014 Training Session for CTE AdministratorsBeginning of the School Year:Financial Information and Reports

Virginia Department of Education – September 2013

Agenda

School Year 2013 – 2014• Federal Perkins Funds• State CTE Funds• Master Schedule Collection / SEDF• Perkins IV Performance Measures

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CTE Programs Funding Sources

• Local School Division Funds• State CTE Funds• Federal Perkins Funds

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CTE FEDERAL FUNDING

Carl D. Perkins Career and Technical Education Act of 2006• SY 2013-2014 Title I Federal Funds

$23,247,014 Grant Award• Overall 3.19 percent funding reduction ($764,914)

from SY 2012-2013

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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

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Perkins Title IAllocation of Local Program Funds

• 85 percent for Secondary Education (Virginia Public School Divisions)

• 15 percent for Postsecondary Education (Virginia Community Colleges)

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2013 – June 30, 2014

School division allocations based on:

• Number of Individuals Ages 5 – 17 who reside in the school district: Source - National Center for Education Statistics Common Core Data SY 2011-2012

• Number of Individuals Ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau Income Year 2011 Poverty Data

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CTE Federal Perkins Act FundsTitle I School Year: July 1, 2013 – June 30, 2014

School Division Funds Allocation Formula:• 30 percent funding based on the number of 5 to 17-year-olds

who reside in the school district

• 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 district

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SUPTS. MEMO NO. 128-13, dated May 17, 2013 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2013 through June 30, 2014

– $16,795,967.61 Secondary Education Programs funding for School Divisions

– $552,650.37 funding reduction From SY 2012-2013

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SY 2013-2014 Perkins Secondary Program Funds Online Management of Education Grant Awards (OMEGA)

System

• Initial 26 percent Yearly Allocation loaded in OMEGA under Object Code 0000 – Default on July 1, 2013

• Remaining 74 percent Yearly Allocation will be loaded in OMEGA under Object Code 0000 – Default after October 1, 2013

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Online Management of Education Grant Awards (OMEGA) System

Perkins Federal Grant Award Funds Transactions:

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

• SY 2013-2014 Perkins CTE Secondary Programs Total Allocation Amount from VDOE Supt’s Memo No. 128-13, dated May 17, 2013.

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

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SY 2013-2014 Initial OMEGA Budget Transfer Request Options: Prior to October 1, 2013:• 26 Percent funding allocation EQUALLY distributed to each budgeted Object

Code in approved Local Plan.• 26 Percent funding allocation selectively TARGETED to one or more Object

Code(s) in approved Local Plan.

After October 1, 2013:• 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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Expenditure Requirements for Perkins Secondary Program Funds:• Must have an Approved Local Plan and Budget

• Must be Actual SY 2013–2014 Expenditures

• Must be Encumbered by June 30, 2014

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

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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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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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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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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

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• Federal Perkins SY 2013-2014 funds cannot be carried over to next school year.

• Reimbursement requests must be submitted by September 30, 2014.

• 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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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

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OMEGA Budget and Reimbursement RequestsSubmission and Approval Levels

Local School Division:• Level 0: Create and Submit (required)

• Level 1 and Level 2: Local Option

• Level 3: Superintendent’s Approval & Submission to VDOE-CTE (required)

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

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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

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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

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

• Reimbursement requests for 2012-2013 must be submitted by deadline of September 30, 2013.

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

• Unclaimed 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 for the Commonwealth

Examinations• Occupational Preparation and Adult Education

Program Entitlements

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CTE State Equipment Allocations

SUPTS. MEMO NO. 188-13, dated July 26, 2013

SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2013-2014

– $1,800,000 State Lottery Funding

– School Division and Regional Technical Center Allocations

• $2,000 Floor Allocation

• Enrollment-Based Allocation

• $3.12 per CTE Student enrollment

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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



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• State equipment funds must be 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.



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

• Reimbursement request forms must be submitted by Friday, June 6, 2014.

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


CTE State Industry Certification

SUPTS. MEMO NO. 204-13, dated August 2, 2013 • SUBJECT: CTE Reimbursement for Industry Certification

Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2013 and School Year 2013-2014

– $1,331,464 FY 2014 State Lottery Funding

– $266,331 Increase of State Funding from FY 2013

– $2.31 per CTE student enrollment

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• 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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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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• 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 Monday, June 6, 2014.

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

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

• June 2013: Industry Certification Exams– Reimbursement Request Submission: October 31, 2013

• July 2013 - May 2014: Industry Certification Exams– Reimbursement Request Submission: June 6, 2014

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

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SY 2012-2013: $1,065,133 Reimbursed• 53 School Divisions/Regional Centers received 100 percent

or more of initial allocation • Reallocated $211,834 unused funding

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

• 22 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. 205-13 – August 2, 2013

SUBJECT: State Allocation for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2013 and School Year (SY) 2013-2014

$308,655 FY 2014 State Funding

Virginia Department of Education - February 2013 37



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 2012-2013 enrollment data for students in secondary CTE courses.

• Initial Allocation - $0.536 per CTE Student




• 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 6, 2014.

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




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

• June 2013: Workplace Readiness Skills for the Commonwealth Exams– Reimbursement Request Submission: October 31, 2013

• July 2013 - May 2014: Workplace Readiness Skills for the Commonwealth Exams– Reimbursement Request Submission: June 6, 2014

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



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 after January 1, 2014.

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CTE State Program Entitlements

SUPTS. MEMO NO. 137-13, dated May 24, 2013

SUBJECT: Fiscal Year 2013 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds)

• $5,700,504 – Occupational Preparation• $2,286,416 – Adult Education

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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.

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

• SY 2011-2012 Occupational Preparation Expenditures

– 45.1% Reimbursement

• SY 2011-2012 Adult Education Expenditures

– 45.1% Reimbursement

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CTE Financial Report (CTEFR) - SSWS

SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2013 (School Year 2012-2013) • CTEFR spreadsheet format has been transferred to a 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 2012-2013) 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 2013.

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Online Management of Education Grant Awards

(OMEGA) Support Help and Tips


Virginia Department of Education – September 2013Virginia Department of Education - February 2013 47

OMEGA Support Help Tips

A. On your OMEGA submission page, if you click on “OMEGA Support,” (red arrow above) you will be able to send an e-mail message directly to the OMEGA support specialists at the Virginia Department of Education.

Virginia Department of Education – September 2013Virginia Department of Education - February 2013 48

B. If you click on “Help” (red arrow above), you will be directed to the OMEGA Web page (see excerpt below) on which the first paragraph provides a link to the User’s Guide. The guide is very helpful with screen shots and step-by-step directions.

BUDGET & GRANTS MANAGEMENT ONLINE MANAGEMENT OF EDUCATION GRANT AWARDS (OMEGA) OMEGA – VDOE’s automated grant application and reimbursement system – eliminates paper submissions associated with grant applications and reimbursement requests. As explained in the User's Guide (PDF), OMEGA enables grant recipients to . . .

OMEGA User’s Guide

http://www.doe.virginia.gov/school_finance/budget/index.shtml



http://www.doe.virginia.gov/school_finance/budget/grants_acct_reporting/omega/omega_user_guide.pdf


CTE FEDERAL FUNDING – REVIEW

Carl D. Perkins Career and Technical Education Act of 2006

• SY 2013-2014 Federal Title I Funds

SUPTS. MEMO NO. 128-13, dated May 17, 2013

SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2013 through June 30, 2014

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CTE STATE FUNDING - REVIEW

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

Examinations • Occupational Preparation and Adult Education

Program Entitlements

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Announcement:SEDF / Master Schedule Collection

• October 1 – School divisions are to report the enrollment counts for all approved Career and Technical Education (CTE) semester and yearlong classes in the Master Schedule Collection (MSC).

• October 15 – The collection window for the MSC data entry for the Secondary Enrollment Demographic Form (SEDF) is scheduled to open.

• December 6 – The SEDF report is due to the Virginia Department of Education in the Single Sign-on for Web Systems (SSWS).

• If you have questions, contact Mark Burnet, data specialist, Office of Career and Technical Education Services at [email protected] or 804 225-2051.

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mailto:[email protected]


Announcement:Perkins IV State Negotiated Levels of Performance for 2013-2014

• CTE Directors Memo No. 056-13: 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.

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Virginia Department of Education – September 2013 53

Perkins IV State Negotiated Levels of Performance for 2013-2014 (cont.)

Core Indicator

CodeCore Indicator of Performance

State Negotiated

Level of Performance

2013-2014

Data Collection Source

1S1 Academic Attainment English: Reading 66%

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

1S2 Academic Attainment Mathematics (Highest level) 64%

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 March 2013.



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 76%

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 91%

Final Completer Demographics Report (CDR)

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

4S1 Graduation Rate 86% Final Completer Demographics Report (CDR)

5S1

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

90% 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 28% Secondary Enrollment Demographics

Form (SEDF)

6S2 Nontraditional Career Preparation Completion 25% Final Completer Demographics

Report (CDR)


Announcements/Updates

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• Substantial Approvable Perkins Plan

• CTE Regional Centers Webinar – September 24

• School Counselors Workshops – October 29 (JSCC), October 30 (TCC)

• Key CTE Reporting Dates

• VACTEA Conference – October 2-3

• Next Video Streaming Session – September 26: CTE Local Advisory Committees

•Note: Please complete the evaluation of this technical update video streaming session.


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]

Documents

SY 2013-2014 Training Session for CTE Administrators