Beginning of the School Year: 2017-2018 School Year CTE Financial Management Update for Administrators Beginning of the School Year: Financial Information, Reimbursements, and Reports September 14, 2017

Agenda Federal Perkins Funds 2016-2017 Grant Award Funding Close-out 2017-2018 Grant Award Funding Allocation State CTE Funds State Equipment Industry Certification Examinations Workplace Readiness Skills Examinations Information Technology Industry Certifications Occupational Preparation and CTE Adult Education Program Entitlements Competitive Innovative Program Grants Local CTE Funds

2016-2017 Perkins Funding Close-out Reimbursement request for 2016-2017 Perkins expenditures must be submitted via OMEGA by midnight September 30, 2017. Reimbursement request must be based on expenditures between July 1, 2016, and June 30, 2017. The school division will forfeit any remaining balance after midnight September 30, 2017, and may not be eligible for the reallocation of funds. 2016-2017 Perkins allocation Supts. Memo #079-16

CTE Federal Perkins Funding Carl D. Perkins Career and Technical Education Act of 2006 SY 2017-2018 Title I Federal Perkins Funds $24,430,766 Grant Award Overall 1.71 percent funding increase ($411,143) from SY 2016-2017

Perkins Title 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 I Allocation of Local Program Funds 85 percent for Secondary Education (Virginia Public School Divisions) 15 percent for Postsecondary Education (Virginia Community Colleges)

School division allocations based on: CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 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 2013-2014 Number of individuals ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau SY 2013-2014 Poverty Data

School Division Funds Allocation Formula: CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 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.

SUPTS. MEMO NO. 178-17 issued June 16, 2017 CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 SUPTS. MEMO NO. 178-17 issued June 16, 2017 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2017, through June 30, 2018 $17,651,228.44 Secondary Education Programs funding for school divisions $297,050.38 funding increase from SY 2016-2017

CTE Federal Perkins Act Funds Title I: July 1, 2017 – June 30, 2018 SY 2017-2018 Perkins Secondary Program Funds Online Management of Education Grant Awards (OMEGA) System Initial 29.6 percent Yearly Allocation loaded in OMEGA under Object Code 0000 – Default on July 1, 2017 Remaining 70.4 percent Yearly Allocation will be loaded in OMEGA under Object Code 0000 – Default after October 1, 2017

Expenditure Requirements for Perkins Secondary Program Funds: CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 Expenditure Requirements for Perkins Secondary Program Funds: Must have an approved local plan and budget Must be actual SY 2017–2018 expenditures Must be encumbered by June 30, 2018 Must be appropriate use of federal funds to improve CTE programs based on required and permissive local uses of funds

CTSO Use of Perkins Funds Perkins funds may only be used for CTSO activities that support participation of students who are determined to be eligible members of special populations and participants of non-traditional fields. Such use of Perkins funds may go toward CTSO registration, transportation, lodging, and meals at CTSO regional, state, and national conferences. Perkins funds may be used to support one teacher/advisor per school, per organization, per event, accompanying eligible members of special populations to CTSO sponsored leadership and competitive events programs. Source: CTE Director’s Memo 081-15, January 9, 2015: Use of Perkins Federal Funds for Career and Technical Student Organizations (PDF)

Federal Perkins funds cannot be spent for: CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 1 of 2 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;

Federal Perkins funds cannot be spent for: (cont.) CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 2 of 2 Federal Perkins funds cannot be spent for: (cont.) Installation of equipment and shipping, unless costs are included in the original purchase invoice and price; and Materials, supplies, and/or commodities that are consumed or materially altered when used (e.g., welding gases, paints, lumber, sheet metal, batteries, solvents).

Federal Perkins funds can be spent for purchasing: CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 Federal Perkins funds can be spent for purchasing: Any new CTE equipment; Instructional and/or classroom reference set of textbooks; Computer and software upgrades; and Rechargeable batteries, if part of the original purchase of equipment (e.g., digital camera, portable drill).

CTE Federal Perkins Act Funds Title I Equipment Expenditures 1 of 3 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;

CTE Federal Perkins Act Funds Title I Equipment Expenditures 2 of 3 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)

CTE Federal Perkins Act Funds Title I Equipment Expenditures 3 of 3 Equipment Criteria (cont.) Equipment purchased must be listed in the current state edition, Recommended Equipment Approved for Career and Technical Education Programs. Request must be emailed to the appropriate program area specialist for approval to purchase any equipment not listed on the current approved list.

CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 Federal Perkins SY 2017-2018 funds cannot be carried over to next school year. Perkins expenditures must be paid or encumbered by June 30, 2018. Reimbursement requests must be submitted by September 30, 2018. Unspent Perkins SY 2017-2018 funds will result in forfeiture of remaining allocated Perkins funds. Unspent Perkins SY 2017-2018 funds will be placed in a reserve account and reallocated for unpaid Industry Certification reimbursements.

Online Management of Education Grant Awards (OMEGA) System 1 of 5 Perkins Federal Grant Award Funds Transactions: SY 2017-2018 Perkins CTE Secondary Programs Allocation from VDOE Supt’s Memo No. 178-17, issued June 16, 2017, are loaded in OMEGA on July 1 and October 1, 2017 Approved Local Plan and Career and Technical Education Management System (CTEMS) Schedules 17 and 18 – Administration and Budget Summary Worksheet Approved OMEGA Budget Transfer – Object Code Amounts based on approved Local Plan and CTEMS Schedule 18

Online Management of Education Grant Awards (OMEGA) System 2 of 5 SY 2017-2018 Initial OMEGA Budget Transfer Request Options: July 1, 2017, to October 1, 2017 29.6 percent funding allocation EQUALLY distributed to each budgeted Object Code based on approved Local Plan, or 29.6 percent funding allocation selectively TARGETED to one or more Object Code(s) based on approved Local Plan After October 1, 2017 100 percent of funding allocation distributed by Object Codes amounts based on approved Local Plan (CTEMS Schedule 18 – Administration and Budget Summary Table)

Online Management of Education Grant Awards (OMEGA) System 3 of 5 SY 2017-2018 Reimbursement Request Requirements: Must have an approved Perkins local plan in OMEGA Must have an approved OMEGA budget transfer Should be submitted MONTHLY based on actual expenditures or, at a minimum, should be submitted quarterly Must have encumbrance date for all Object Codes 3000, 5000, and 8000 expenditures

Online Management of Education Grant Awards (OMEGA) System 4 of 5 SY 2017-2018 Reimbursement Request Requirements: Expenditures must comply with the OMEGA Object Codes and Definitions Expenditures may be divided among local, state, and federal funding sources Must use 100 percent of your total SY 2017-2018 Perkins allocation amount Travel expenditures should comply with GSA rate schedules Do not wait until the the end of the school year to submit one request for the entire allocation amount

Online Management of Education Grant Awards (OMEGA) System 5 of 5 Accessed through VDOE Website – 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 Requests Submission and Approval Levels 1 of 2 Local School Division Level 0: Create and Submit (required) Level 1: and Level 2: Local Option Level 3: Superintendent’s Approval and Submission to VDOE-CTE (required) Career and Technical Education Level 5: Planning, Administration, and Accountability Coordinator Review and Approval Level 5: CTE Senior Grants and Budget Manager 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 2 of 2 VDOE – Fiscal Services 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

CTE Federal Perkins Act Funds Title I School Year: July 1, 2017 – June 30, 2018 REMINDER: Federal Perkins SY 2017-2018 funds cannot be carried over to next school year. Final reimbursement requests for SY 2017-2018 must be submitted by deadline of September 30, 2018. Unspent funds will result in forfeiture of remaining allocated funds. Unclaimed funds will be reallocated for unpaid industry certification reimbursements.

CTE State Funding CTE Equipment Special CTE Equipment for High-demand, High-skill, Fast-growth Industry Sector Industry Certification Exams for Students and Teachers Workplace Readiness Skills for the Commonwealth Examinations STEM-H for Student Credentials and Teacher Professional Development Information Technology Industry Certifications Occupational Preparation and CTE Adult Education Program Entitlements Competitive Innovative Program Grants

CTE State Equipment Allocations 1 of 6 SUPTS. MEMO NO. 203-17 issued July 14, 2017 SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2017-2018 $1,800,000 State Lottery Funding School Division and Regional Technical Center Allocations $2,000 Floor Allocation Enrollment-based Allocation $2.92 per CTE student enrollment

CTE State Equipment Allocations 2 of 6 100 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 3 of 6 State equipment funds must be used first (100%) before requesting any Perkins federal funds reimbursements for equipment (Object Code 8000) to supplement, not supplant, any funds currently provided within the locality. Equipment purchased with state funds cannot be claimed on federal Perkins funds reimbursement requests.

CTE State Equipment Allocations 4 of 6 Equipment purchases may be divided among local, state, and federal funding sources. Reimbursement request forms must be submitted to VDOE by Friday, June 1, 2018. Request forms must have the division superintendent’s or designee’s original signature (blue ink). Submit completed and signed form to: Scan and email a color PDF signed form to CTE@doe.virginia.gov, or Fax to (804) 530-4560, or Virginia Department of Education Office of Career, Technical and Adult Education Attn: CTE Senior Budget and Grants Manager P.O. Box 2120 Richmond, VA 23218-2120

CTE State Equipment Allocations 5 of 6 SUPTS. MEMO NO. 201-17 issued July 14, 2017 SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2017-2018 $2,000,000 State Lottery Funding $1,400,000 Equipment in high-demand, high-skill, and fast-growth sectors $1,500 Floor Allocation Enrollment-based Allocation $2.27 per CTE student enrollment

CTE State Equipment Allocations 6 of 6 SUPTS. MEMO NO. 201-17 issued July 14, 2017 (continuation) RE: Competitive Innovation Equipment Grants The $600,000 competitive innovative program equipment grants for high-demand and fast-growth industry sectors will be announced under a separate Supts. Memo in the fall of school year 2017-2018.

CTE State Industry Certification 1 of 4 SUPTS. MEMO NO. 202-17 issued July 14, 2017 SUBJECT: CTE Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2017 and School Year 2017-2018 $1,331,464 FY 2017 State Lottery Funding Same State Funding Level as FY 2016 $2.116 per CTE student enrollment

CTE State Industry Certification 2 of 4 Funding for Student Credentialing Industry Certification Examinations (including Workplace Readiness Skills) State Licensure Exams Occupational Competency Assessments School/Center Site Licenses Must be listed on the Board of Education approved list of credentials.

CTE State Industry Certification 3 of 4 Funding Reimbursement for Industry Certification Examinations will be available for the following periods: Industry Certification Exams taken in June 2017 Reimbursement Request Submission by October 31, 2017 Industry Certification Exams taken July 2017 – May 2018 Reimbursement Request Submission by June 1, 2018 Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

CTE State Industry Certification 4 of 4 Must be submitted on CTE State Industry Certification Reimbursement Request Forms Initial CTE State Industry Certification Reimbursement Request Form must be for 100 percent or less of the allocation amount Subsequent CTE State Industry Certification reimbursement requests and any that exceeds the initial allocation amount must be submitted on a separate reimbursement request form(s)

Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 1 of 4 SUPTS. MEMO NO. 204-17 issued July 14, 2017 SUBJECT: State Allocation for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2017 and School Year (SY) 2017-2018 $308,655 FY 2017 State Funding Same State Funding Level as FY 2016 $0.4906 per CTE student enrollment

Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 2 of 4 Funding provides flexibility; funding allocation may be used for the actual WRS assessment or any other industry certification preparation and testing. Funding allocation based on school year 2016-2017 enrollment data for students in secondary CTE courses.

Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 3 of 4 Funding reimbursement will be available for the following periods: WRS and/or other industry certification exams taken in June 2017 Reimbursement Request Submission by October 31, 2017 WRS and/or other industry certification exams taken July 2017 – May 2018 Reimbursement Request Submission by June 1, 2018 Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations 4 of 4 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)

CTE Industry Credentials for STEM-H SUPTS. MEMO NO. 200-17 issued July 14, 2017 The 2017 Virginia Acts of Assembly (SY 2017-2018) appropriated $500,000 to support industry credentialing testing materials for students and professional development for instructors in science, technology, engineering, and mathematics-health sciences (STEM-H) CTE programs. - $500,000 SY 2017-2018 State Funding - $0.810440 per CTE student enrollment - Use of funds based on STEM-H, Board-approved industry credentials

CTE Information Technology (IT) Industry Certifications Supts. Memo Forthcoming The 2017 Virginia Acts of Assembly (SY 2017-2018) appropriated $1,300,000 to support students and teachers pursuing information technology industry certifications. The existing contract with Certiport and Microsoft for information technology industry certifications and related testing preparation resources will expire November 30, 2017. Negotiations for the new contract will be finalized prior to November 30, 2017.

CTE Information Technology Industry Certifications Funding 1 of 2 Funding provided shall be used to support the following priority objectives: Increase percentage of students enrolled in CTE information technology (IT) courses. Increase number of students achieving industry-recognized IT certifications. Increase number of high schools and regional CTE programs implementing IT curricula.

CTE Information Technology Industry Certifications Funding 2 of 2 Funding priority objectives (continued): Increase number of instructors receiving IT training for targeted CTE programs. Increase number of teachers earning industry-recognized IT certifications.

CTE Industry Certification and Workplace Readiness Skills Industry Certifications 1 of 5 Reimbursement request forms must be submitted by Friday, June 1, 2018. Request forms must have the division superintendent’s or designee’s original signature (blue ink). Submit the completed and signed form to: Scan and email a color PDF signed form to CTE@doe.virginia.gov, or Fax to (804) 530-4560, or Virginia Department of Education Office of Career, Technical and Adult Education Attn: CTE Senior Budget and Grants Manager P.O. Box 2120 Richmond, VA 23218-2120

CTE Industry Certification and Workplace Readiness Skills Industry Certifications 2 of 5 RECOMMENDED REIMBURSEMENT REQUEST ACTIONS Ensure all expenditures are for only those Industry Certification Examinations, State Licensure Exams, and Occupational Competency Assessments that have been approved by the Board of Education. 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.

CTE Industry Certification and Workplace Readiness Skills Industry Certifications 3 of 5 Submit your initial Workplace Readiness Skills and/or Other Industry Certification Examinations for your total SY 2017-2018 allocation amount on the reimbursement request form. Submit your initial Industry Certification Examinations, State Licensure Exams, and Occupational Competency Assessments for your total SY 2017-2018 allocation amount on the reimbursement request form.

CTE Industry Certification and Workplace Readiness Skills Industry Certifications 4 of 5 Submit any additional Industry Certification, and Workplace Readiness Skills Industry Certification Examinations that EXCEEDS your SY 2017-2018 allocation amounts on a separate Industry Certification Examinations reimbursement request form.

CTE Industry Certification and Workplace Readiness Skills Industry Certifications 5 of 5 Any additional Industry Certification and Workplace Readiness Skills Industry Certification Examinations that EXCEEDS your SY 2017-2018 allocation amounts will be held for payment processing until after June 1, 2018. On June 5, 2018, unclaimed state allocated industry credentialing funds will be reallocated to school divisions and regional technical centers that have submitted additional reimbursement requests for Industry Certifications and/or Workplace Readiness Skills Examinations.

State Payments for Fiscal Year 2018 State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other Industry Certifications 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 2, 2018.

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

CTE State Program Entitlements SUPTS. MEMO NO. 188-17 issued June 23, 2017 SUBJECT: Fiscal Year 2016 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds) $4,506,757 – Occupational Preparation $1,631,820 – CTE Adult Education

CTE State Program Entitlements 1 of 2 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.

CTE State Program Entitlements 2 of 2 Based on actual expenditures reported by school divisions and regional centers for the prior school year on the CTE Financial Report (CTEFR) SY 2015-2016 Occupational Preparation Expenditures 51.2 percent Reimbursement SY 2015-2016 CTE Adult Education Expenditures

CTE Financial Report (CTEFR) - SSWS SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2018 (School Year 2016-2017) CTEFR data submission via VDOE Single Sign-On for Web Systems (SSWS) report application for the CTEFR actual expenditures by school divisions and regional technical centers for school year (SY 2016-2017): Occupational Preparation Expenditures – State and Local Funds CTE Adult Education Expenditures – State and Local Funds NOTE: Supts Memo expected to be posted in December 2017.

CTE Local Funding The allocation and expenditure of local school division funds for career and technical education programs (CTE) is reported on: CTEMS Schedule 16, Line 10 Equipment CTEFR – Report of Expenditure for the Previous Year

Online Management of Education Grant Awards (OMEGA) Support Help and Tips

OMEGA Support Help Tips On your OMEGA submission page, if you click on “OMEGA Support” (first on list in image above), you will be able to send an email message directly to the OMEGA support specialist at the Virginia Department of Education.

OMEGA User’s Guide If you click on “Help” (second on list in image 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 . . .

CTE FEDERAL FUNDING REVIEW Carl D. Perkins Career and Technical Education Act of 2006 SY 2017-2018 Federal Title I Perkins Funds SUPTS. MEMO NO. 178-17 issued June 16, 2017 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2017, through June 30, 2018

CTE STATE FUNDING REVIEW CTE Equipment Special CTE Equipment for High-demand, High-skill, Fast-growth Industry Sector Industry Certification Exams for Students and Teachers Workplace Readiness Skills for the Commonwealth Examinations STEM-H for Student Credentials and Teacher Professional Development Information Technology Industry Certifications Occupational Preparation and CTE Adult Education Program Entitlements Competitive Innovative Program Grants

Upcoming Events VACTEA Conference including a New CTE Administrators Workshop, October 3-6, 2017, Hot Springs, VA Virginia ACTE Leadership Development Seminar, January 18-19, 2018, Richmond, VA

Evaluation Note: Please complete the evaluation of this professional development and technical assistance video streaming session: Link: https://www.surveymonkey.com/r/5LYSDRN

Contact Information Lolita B. Hall, Director Office of Career, Technical, and Adult Education 804 225-2051 LB.Hall@doe.virigInia.gov   George R. Willcox, Associate Director 804 225-2052 George.Willcox@doe.virginia.gov Rachel Blanton CTE Senior Budget and Grants Manager Office of Career, Technical, and Adult Education 804 225-3349 Rachel.Blanton@doe.virginia.gov Bill Hatch, Coordinator CTE Planning, Administration & Accountability 804 225-3077 William.Hatch@doe.virginia.gov