Perkins Grant Video Training Session

Agenda School Year 2015 – 2016 Federal Perkins Funds State CTE Funds – State Equipment – Workplace Readiness Skills for the Commonwealth Exams – Industry Certification Exams – CTEFR - Occupational Preparation and Adult Education Program Entitlements for State FY 2016 CTE Program Updates 1

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 SUPTS. MEMO NO , dated April 3, 2015 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2015 through June 30, 2016 $ 17,308, Secondary Education Programs funding for School Divisions $232, funding increase from SY

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 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 Number of Individuals Ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau Income Year 2013 Poverty Data 3

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 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 4

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 Online Management of Education Grant Awards (OMEGA) System Initial 29.6 percent of the yearly allocation was loaded in OMEGA under Object Code 0000 – Default on July 1, Remaining 70.4 percent of the yearly allocation was loaded in OMEGA under Object Code 0000 – Default on October 1,

Online Management of Education Grant Awards (OMEGA) System Perkins Federal Grant Award Funds Transactions must be based on: SY Perkins CTE Secondary Programs Total Allocation Amount from VDOE Supt’s Memo No , dated April 3, 2015 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) 6

Online Management of Education Grant Awards (OMEGA) System SY OMEGA Budget Transfer Requests after October 1, 2015: 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) 7

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 Expenditure Requirements for Perkins Secondary Program Funds: Must have an Approved Local Plan and Budget Must be Actual SY 2015–2016 Expenditures Must be Encumbered by June 30, 2016 Must be Appropriate Use of Federal Funds to Improve Career and Technical Education Programs 8

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 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; 9

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 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.). 10

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 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.). 11

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; 12

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 Source: (Pages 12-15) 13

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: 14

CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016 Federal Perkins SY funds cannot be carried over to next school year. Must be Encumbered by June 30, Final Reimbursement requests must be submitted by September 30, Unspent funds will result in forfeiture of remaining allocated Perkins funds. Unclaimed Perkins funds will be reallocated for unpaid Industry Certification reimbursements. 15

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

CTE State Equipment Allocations SUPTS. MEMO NO , dated July 24, 2015 SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year – $1,800,000 State Lottery Funding – School Division and Regional Technical Center Allocations $2,000 Floor Allocation Enrollment-Based Allocation $2.515 per CTE Student enrollment 17

CTE State Equipment Allocations percent reimbursement of equipment expenditures, not to exceed approved allocation amount Source: State Approved Recommended Equipment List for Career and Technical Education Programs

CTE State Equipment Allocations 19 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. Equipment purchases may be split between local, state and federal funding sources.

CTE State Equipment Allocations 20 Reimbursement request forms must be submitted by Friday – June 3, Request forms must have the division superintendent’s or designee’s original signature (blue ink). Mail the completed, signed form to: Virginia Department of Education, Office of Career and Technical Education, Attn: Grants Administrator, P.O. Box 2120, Richmond, VA or Scan and a color PDF signed form to: or FAX to: (804)

CTE State Industry Certification SUPTS. MEMO NO , dated July 24, 2015 SUBJECT: CTE Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2015 and School Year – $1,331,464 FY 2016 State Lottery Funding – Same State Funding Level as FY 2015 – $2.275 per CTE student enrollment 21

CTE State Industry Certification Funding for Student Credentialing Industry Certification Examinations (including Workplace Readiness Skills) State Licensure Tests Occupational Competency Assessments (such as NOCTI) School/Regional Center Certification Site Licenses Must be approved by the Board of Education 22

CTE State Industry Certification Funding Reimbursement for Industry Certification Examinations will be available for the following periods: June 2015: Industry Certification Exams – Reimbursement Request Submission: October 31, 2015 July May 2016: Industry Certification Exams – Reimbursement Request Submission: June 3, 2016 Note: 100 percent reimbursement of exam costs not to exceed allocation amount. 23

CTE State Industry Certification Must be submitted on CTE State Industry Certification Reimbursement Request Forms. Initial CTE State Industry Certification reimbursement request must be for 100 percent or less of the allocation amount. Subsequent CTE State Industry Certification reimbursement requests and any requests that exceeds the initial allocation amount must be submitted on separate reimbursement request forms. 24

CTE State Industry Certification Site testing licenses and certification examinations provided at no cost under the Information Technology (IT) Industry Certifications Program (Microsoft IT Academy): Cannot be claimed for CTE State Industry Certification Examinations reimbursement. Cannot be claimed for Federal Perkins program reimbursement. 25

CTE State Industry Certification 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 3, Request form must have the division superintendent’s or designee’s original signature (blue ink). 26

CTE State Workplace Readiness Skills for the Commonwealth Examinations SUPTS. MEMO NO , dated July 24, 2015 SUBJECT: State Allocation for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2015 and School Year (SY) $308,655 FY 2016 State Funding - Same State Funding Level as FY $0.527 per CTE student enrollment 27

Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations Funding provides flexibility, funding allocation may be used for the actual WPR assessment or any other industry certification preparation and testing. Funding allocation based on school year enrollment data for students in secondary CTE courses. 28

Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations Funding reimbursement will be available for the following periods: WRS and/or other industry certification exams taken in June 2015 – Reimbursement Request Submission by October 31, 2015 WPR and/or other industry certification exams taken from July May 2016 – Reimbursement Request Submission by June 3, 2016 Note: 100 percent reimbursement of exam costs not to exceed allocation amount. 29

Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations Must be submitted on CTE Workplace Readiness Skills for the Commonwealth and/or other Industry Certifications Reimbursement Request Forms. Initial CTE Workplace Readiness Skills Examinations Reimbursement Request Form must be for 100 percent or less of the allocation amount. Subsequent CTE Workplace Readiness Skills Examinations reimbursement requests and any that exceeds the initial allocation amount, must be submitted on a separate reimbursement request form(s). 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. 30

CTE Industry Certification, Workplace Readiness Skills, and Information Technology Industry Certifications Reimbursement request forms must be submitted by Friday - June 3, Request forms must have the division superintendent’s or designee’s original signature (blue ink). Mail the completed and signed form to: Virginia Department of Education, Office of Career and Technical Education, Attn: Grants Administrator, P.O. Box 2120, Richmond, VA or Scan and a color PDF signed form to or Fax to (804) 31

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. 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. 32

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 allocation amount on the reimbursement request form. 2.Submit your initial Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments for your total SY allocation amount on the reimbursement request form. 3.Submit any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY allocation amount on a separate Industry Certification Examinations reimbursement request form. 33

CTE State Workplace Readiness Skills and Industry Certification Examinations Any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY allocation amounts will be held for payment processing until June 6, On June 6, 2016 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. 34

State Payments for Fiscal Year 2016 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

Federal Perkins Payments for Workplace Readiness Skills and Industry Certification Examinations School divisions must first use ALL their state allocations for Workplace Readiness Skills and Industry Certifications Examinations BEFORE submitting any industry certifications examinations for reimbursement with Federal Perkins funds. The following OMEGA comments statement will be required: “Industry Certification Examinations and/or Workplace Readiness Skills Examinations submitted with this OMEGA Federal Perkins reimbursement request are additional, unpaid examinations that have not been previously submitted for reimbursement payment with State funds.” 36

CTE State Program Entitlements SUPTS. MEMO NO , dated June 26, 2015 SUBJECT: Fiscal Year 2015 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds) $5,936,130 – Occupational Preparation $2,014,029 – CTE Adult Education 37

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 Occupational Preparation Expenditures – 48.52% Reimbursement SY Adult Education Expenditures – 48.52% Reimbursement 39

CTE Financial Report (CTEFR) - SSWS SUPTS. MEMO NO , dated January 15, 2016 SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2016 (School Year ) CTEFR for school year 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. 40

CTE Financial Report (CTEFR) CTEFR for school year expenditure information will be used to calculate your fiscal year 2016 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 April 29, 2016, either electronically to with a color scanned or PDF attachment or mailed to 41

CTE Financial Report (CTEFR) After all school divisions and regional centers have submitted their CTEFR for school year , VDOE will calculate the fiscal year 2016 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, 2016, 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 and did not record any local fund expenditures in their CTEFR, will not receive any state reimbursement in fiscal year

Virginia CyberCamp 2016 Programs SUPTS. MEMO NO , dated December 4, 2015 SUBJECT: Virginia CyberCamp 2016 Program $2M State Initiative to implement Virginia 2016 CyberCamp 2016 Program. Targeted for High Schools in challenged school divisions CyberCamp Programs for $62,500 within all eight Superintendents’ Regions. 43

CTE FEDERAL FUNDING – REVIEW Carl D. Perkins Career and Technical Education Act of 2006 SY Federal Title I Funds SUPTS. MEMO NO , dated April 3, 2015 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2015 through June 30,

CTE STATE FUNDING – REVIEW CTE Equipment Industry Certification Exams Workplace Readiness for the Commonwealth Examinations CTEFR - Occupational Preparation and Adult Education Program Entitlements 45

Announcements Perkins Plan and Budget Application Due by April 29, 2016 Workplace Readiness Skills (WRS) Assessment for the Commonwealth Extended Testing Schedule, Supt. Memo , January 22, 2016 Federal Perkins Funds Guidance for Early Registration Costs, Hotel Deposits and Travel Costs for 2015 Summer Conferences. CTE Directors Memo , February 23, 2016

Announcements 47 Video Training Session - Session 14: March 17, 2016 Master Schedule Collection, Spring and End-of-Year Student Record Collections, and CTE Student Performance Reports Note: Please complete the evaluation of this video streaming technical assistance update.

Session Evaluation 48 Please take a few minutes to complete the session evaluation. Your feedback will be valuable in our efforts to continually improve these technical assistance sessions. Thank You!

Contact Information 49 George R. Willcox, Coordinator Planning, Administration & Accountability Office of Career and Technical Education W. Terry Dougherty, Grants Administrator Office of Career and Technical Education Virginia Department of Education Office of Career and Technical Education P.O. Box 2120 Richmond, VA Lolita B. Hall, Director Office of Career and Technical Education