ONSITE TRAC TRAINING August 16, 2013

Joanne Mahony (517)

TRAC OVERVIEW 3 T echnical R eview, A ssistance, and C ompliance The purpose of TRAC is: To provide technical assistance, and Monitor for compliance with State and Federal laws

Each Region Every Five Years Added Cost CTE Perkins CTE Instructional Programs 4 OVERVIEW OF TRAC PROCESS

MAJOR STEPS Pre-visit preparation and desk review Onsite visit Report to region Compliance plan Compliance plan and evidence approval 5

REVIEW CATEGORIES Data Finance Grants CTE Instructional Programs 6

WARNING: Submission of documents that are subject to confidentiality and privacy laws should NOT be submitted electronically. These documents will be reviewed onsite. 7

QUESTIONS?

Elizabeth Collins (517)

TRAC TIMELINE Region selection Onsite visit notification TRAC training Grant activity selections Fiscal agency selections CTE instructional program selections 10

TRAC TIMELINE Document Submission for Desk Review: CIP Self-Review documentation for selected programs is submitted through Navigator Data, Finance, and Grant documents submitted through GEMS 11

TRAC TIMELINE Day 1 - Program reviews begin Day 2 - Program reviews continue Introduction meeting Data/Finance/Grant reviews begin Day 3 – Program reviews continue Interviews Wrap Up meeting 12

TRAC TIMELINE OCTE Report Of Findings Not In Compliance - Action Required Recommendations (comments, technical assistance, observations) Commendations (exemplary program, best practices) 13

TRAC TIMELINE Appeals Process Compliance Plan Compliance Plan and Evidence Approval Final Letter 14

IMPORTANT CHANGES Expanded State Desk Review Documents Required No Compliance Plan Workshop No Priority (I/II) Findings Implementation of GEMS Electronic document submission Navigator – CIP Programs 15

REGION PREPARATION Local Staff Assignments Regional TRAC Liaison Document Preparation Coordinator Please send these names to OCTE Agenda CIP Self-Review Documentation (for selected programs) Data/Finance/Grants Documentation 16

DRAFT AGENDA Templates is sent by Submit to OCTE three weeks prior to visit Three Day Agenda 17

QUESTIONS?

Joanne Mahony (517)

GRANTS ALL documents for Grant Review are due on the designated Desk Review date for your region. 20

GRANTS Secondary CTE Perkins (20%) Emphasis on CPI Deficiencies Regional Improvement Plan Activities Selected from grant application 21 G01 CPI Indicator Related Activities

GRANT G01 DOCUMENTATION Evidence must be linked to expected outcomes as identified in the application Examples may include: Meeting agendas, minutes, sign-in sheets Planning documents Documentation of services provided to students (payroll records and work logs) Dated vendor payments 22

EXAMPLE EXPECTED OUTCOME CPI: 1S1 Academic Attainment/Reading Activity: Curriculum Integration Expected Outcome: 60% of the region's CTE teachers will participate in professional development related to the integration of reading concepts in their programs and the use of contextual reading activities 23

EXAMPLE 24

GRANT CHECKLIST Provide DISTRICT documents listed under DESK REVIEW for all review items. Provide documentation for G07 only if requested Due to OCTE on or before designated date for your region No personally identifiable information 25

QUESTIONS?

David MacQuarrie (517)

28 State Fund Reporting: 61a1 Course Enrollment Federal Fund Reporting: CTEIS Data Report Evidence District Evidence Accuracy between data evidences for Core Performance Indicators Report Use for Program Improvement: Share CPI Data Reports Use CPI Data for Program Improvement Policies and Activities that promote quality programs Focus of Data Review State Funding & Reporting Data Use for Program Improvement CTE Program Federal Funding and Reporting

Locating Relevant Data Label each item of documentation: Review item code: “D02” Description: “Document identifies special populations students” Ensure programs, courses, and class titles match those in CTEIS or create a crosswalk Don’t forget to use: A sticky note on a page (if hard copy) Highlight a sentence, paragraph, etc. Draw an arrow to the sentence, picture, etc. 29

DATA - Common Findings Unable to determine minutes and weeks for course delivery Failure to provide bell schedule and master calendar for all approved CTE programs in Region (2012/2013 school year) Course titles often don’t match those in CTEIS and could result in inaccurate misalignment of sections Enrollments reported to OCTE don’t match teacher class/course records 30

DATA - Common Findings CPI reports are frequently not shared with instructors or are often not used for program improvement Follow Up (Placement data) not shared with instructors Data processes and procedure documentation are often omitted or lacking detail 31

DATA CHECKLIST Provide DISTRICT documents listed under DESK REVIEW for all review items. Provide documentation for D08 only if requested Due to OCTE on or before designated date for your region ONSITE documents should only be provided at the site Student identifiable information will not be sent to OCTE. Please provide onsite. 32

QUESTIONS?

Elizabeth Collins (517)

FINANCE AGENCY REVIEWS CTE Perkins fiscal agency and 1-3 additional participating agencies 35

FINANCE AGENCY REVIEWS 36

FINANCE CHECKLIST F02 - PROCUREMENT Code of Conduct or Conflict of Interest Policy Purchasing Policy Excluded Party List 37

FINANCE CHECKLIST F03 - EXPENDITURE REVIEW Allowable Costs & Source Documentation Copies of general ledgers Copies of transaction details 38

FINANCE CHECKLIST F03 – EXPENDITURE REVIEW General Ledger & Transaction Detail OCTE selects a sample of transactions Agencies provide source documentation for selected sample 39

FINANCE CHECKLIST F03 – EXPENDITURE REVIEW Signed Cooperative Agreements for Designation of Fiscal Agency Monitoring of participating districts (fiscal agencies only) 40

FINANCE CHECKLIST F04 - TIMEKEEPING List of employees paid with federal funds Payroll ledger Time and Effort Reports Semi-Annual Certifications 41

FINANCE INTERVIEWS Interviews as needed with: Business office representatives CTE directors or administrators 42

FINANCE CHECKLIST Provide DISTRICT documents listed under DESK REVIEW for all review items Provide documentation for F06 only if requested Due to OCTE on or before designated date for your region ONSITE documents should be provided at the site. 43

QUESTIONS?

BREAK TIME! Please reconvene in 15 minutes

DESK REVIEW DOCUMENTS Before Onsite Visit Collect and organize materials electronically Virtual folders Label with review item number (D01, F01, G01, etc.) and Document Name Mark pages/highlight sections (if possible) Provide all requested documentation Submit Desk Review documentation on or before designated date for your region Submission either via GEMS or flash key 46

Example of Virtual Folders 47

ONSITE DOCUMENTS Only one copy of each item Assemble in documents review room Materials remain with region 48

FINAL REMINDERS Documentation should represent the whole Region - not just one CEPD or district Don’t treat each CEPD separately; put all evidence for each review item together Have someone available who knows the documents Watch for program and grant selection notification via next week 49

REGION 4 LIAISON Joyce McCoy OCTE Onsite Visit Team Leader Debbie Lonik and Finance Specialist Trainee (517) Visit Date: September 24-26, 2013 DESK REVIEW DOCUMENTS DUE: September 3,

REGION 11 LIAISON Shawn Petri OCTE Onsite Visit Team Leader Debbie Lonik and Finance Specialist Trainee (517) Visit Date: October 22-24, 2013 DESK REVIEW DOCUMENTS DUE: October 1,

REGION 20 LIAISON Deb Miller OCTE Onsite Visit Team Leader Debbie Lonik and Finance Specialist Trainee (517) Visit Dates: December 3-5, 2013 DESK REVIEW DOCUMENTS DUE: November 12,

REGION 24 LIAISON Leonard Samborski OCTE Onsite Visit Team Leader Patty Cantú (517) Visit Date: January 28-30, 2014 DESK REVIEW DOCUMENTS DUE: January 7,

REGION 16 LIAISON Scott Palmer OCTE Onsite Visit Team Leader TBD Visit Dates: March 18-20, 2014 DESK REVIEW DOCUMENTS DUE: February 25,

OCTE TRAC COORDINATOR Elizabeth Collins (517)

MAILING ADDRESS Office of Career and Technical Education Attn: Elizabeth Collins P. O. Box Lansing MI

QUESTIONS?

Debbie Ryan Office of Professional Preparation Services

Occupational Certificate Overview Occupational certificates authorize an educator to teach in state-approved Career and Technical Education (CTE) programs Educators in CTE programs must possess one of the following current/valid occupational credentials

Occupational Certificate Overview (continued) Interim Occupational Certificate (initial license) or Occupational Education Certificate (advanced license) or Full Occupational Authorization (formerly Full Vocational Authorization - no longer issued but considered valid for those individuals who hold them) If an educator does not hold one of the above certificates an Annual Occupational Authorization may be granted to the school district.

Paths to Occupational Certification 61 Education Preparation Program with applicable field experience: Provisional Certificate with general education endorsement – Appropriate for teaching in general education, AND Interim Occupational Certificate with occupational endorsement (CIP code) – Appropriate for teaching in state-approved CTE programs Educator may be utilized in general education classrooms Business and Industry Individual who meets occupational certification requirements: Interim Occupational Certificate with occupational endorsement (CIP code) - Appropriate for teaching in state-approved CTE programs Educator may NOT be utilized in general education classrooms

Colleges/Universities Offering Occupational Certificates The list of state approved CTE preparation programs can be found: The following Colleges/Universities have approval to offer CTE preparation programs: Central Michigan UniversityMichigan State University Eastern Michigan UniversityNorthern Michigan University Ferris State UniversityWayne State University Madonna UniversityWestern Michigan University 9/7/

Initial Certificate Interim Occupational Certificate (IOC) Possession of a bachelor's degree; completion of an approved major or minor in an occupational area; and two years (4,000 hours) of recent and relevant work experience in an occupational area Has passed both the state teacher preparation basic skills test and appropriate subject area test or tests available at the time of application Has successfully completed a minimum of 6 semester credit hours of professional or vocational education credit at an approved CTE preparation institution 9/7/

Interim Occupational Certificate (IOC) Renewal Requirements Two renewals available - each requires: Completion of 6 semester hours of credit in a planned program of study from an approved teacher preparation institution since issuance of the IOC and within the 3 years prior to the renewal application, OR 180 State Continuing Education Clock Hours (formerly SB-CEUs) appropriate to the grade level and content of the certification since issuance of the IOC and within the 3 years prior to the renewal application 3 year validity 64 Based upon the May 18, 2012 revisions of the Michigan Teacher Certification Code, sections: R (5) and R b(4). Occupational* Initial IOC 1st IOC Renewal 6 year validity3 year validity NOTE: Teachers cannot apply for a RENEWAL of an IOC certificate until the year in which their current certificate expires. CR/SCECH CR/SCECH/DPPD Initial IOC 6 year validity Occupational* 6-CR/180-SCECH/150-DPPD Using 6 Semester Credit Hours (CR), 180 State Continuing Education Clock Hours (SCECH) or 150 District Provided Professional Development (DPPD) or combination * In addition to the CR/SCECH/DPPD requirement, advancing to the Occupational certificate requires:  Three years of successful teaching experience since the issue date, and within the validity and grade level, of the Provisional Certificate  3 semester credit hour reading diagnostics course IOC Renewal Advancement to Occupational

Advancing to the Occupational Education Certificate (OEC) 3 years of successful teaching experience within the validity of the certification since the issuance of the initial IOC, AND Completion of a 3 semester credit hour reading diagnostics course, AND The following requirements must have been acquired since issuance of the IOC or the renewal and within the 5 years prior to the renewal application: Completion of 6 semester hours of credit in a planned program of study or 6 semester credit hours of academic credit appropriate to the grade level and content endorsement(s) of the certificate at any approved college or university, OR 180 State Continuing Education Clock Hours (formerly SB-CEUs) directly related to your certification, OR 150 hours of District-Provided Professional Development (DPPD) since issuance of the IOC, OR A combination of semester credit hours, SCECHs, and DPPD 9/7/

Renewal Requirements Snapshot After September 1, /7/

Occupational Education Certificate Renewal Requirements Completion of 6 semester hours of credit at any four-year or community college listed in the Directory of Michigan Institutions of Higher Education, or approved out-of-state institution since the issuance of the OEC and within the 5 years prior to the renewal application; OR Earned 180 State Continuing Education Clock Hours (SCECHs) since the issuance of the OEC and within the 5 years prior to the renewal application; OR Completed 150 annual District Provided Professional Development (DPPD) hours in accordance with Michigan School Code Section since the issuance of the OEC and within the 5 years prior to the renewal application; OR A combination of semester hour credits, SCECHs and/or DPPD since the issuance of the OEC and within the 5 years prior to the renewal application is acceptable. Renewal is valid for up to 5 years 9/7/

Application Process Michigan Online Educator Certification Services (MOECS) Visit Click on blue button to access the MOECS Click on Create Login Name/Password Return to the MOECS and log in using your assigned login name and the password you created Complete a self-registration Once the self-registration is complete, navigation buttons will appear on the left of the screen 9/7/

Annual Occupational Authorizations Issued for persons who will be teaching in state-approved career and technical education programs in grades Authorizes school districts to hire experienced individuals to deliver instruction in an occupational area when a fully certified occupational teacher is unavailable. Requires yearly posting and advertising the position. Requires yearly documentation that work experience is relevant and continues to be within the last 6 years from the date of the application. Expires August 31 of the school year. 9/7/

Annual Occupational Authorization - Requirements - High school graduation A minimum of two full years (4,000 hours) of recent and relevant occupational experience (experience is considered recent if it occurred no more than six years prior to the date of application). The local school district and the Office of Professional Preparation Services will determine the adequacy of the occupational experience License if applicable; i.e., health fields, cosmetology, NATEF 9/7/

Credit Track Annual Occupational Authorization - Requirements - Individual must be on Annual Occupational Authorization (AOA) for the year prior to applying for credit track Completed at least one credit toward certification between September 1 and August 31 of previous school year Posting and advertising not required First year of credit track is first year that credit track is approved by MDE – does not include previous year on AOA Maximum – 8 consecutive years Failure to complete credit results in removal from credit track – no opportunity to return 9/7/

Application Process August 1 – First day applications for new school year AOA/Credit Track AOAs may be submitted. Instructors may NOT enter the classroom until an application is submitted in MOECS. Under the School Safety Legislation, persons who have been determined not to have a criminal history may be placed in a classroom AFTER an application for the AOA or Credit Track AOA has been submitted in MOECS. Payment for the AOA/Credit Track AOA is required within 30 days from the date of approval. July 15 – Last day to apply for AOAs and Credit Track AOAs for previous school year. 9/7/

Application Process Annual Occupational Authorizations Must be submitted in MOECS prior to the educator entering the classroom OPPS approves application MOECS generates a $40 payment request via to the address in the applicant’s demographics Authorizations are rescinded if not paid within 30 days of approval and remain rescinded until payment has been made 9/7/

Application Process Credit Track Annual Occupational Authorizations Must be submitted in MOECS prior to the educator entering the classroom Send official transcript showing credit taken by educator between September 1 and August 31 of previous school year OPPS approves application MOECS generates a $40 payment request via to the address in the instructor’s demographics Authorizations are rescinded if not paid within 30 days of approval and remain rescinded until payment has been made 9/7/

Application Process Districts apply for MEIS account via to receive password and login for authorization to access the Michigan Online Certification System (MOECS) Obtain MEIS Security Agreement form via and fax completed form to OPPS to gain access Access Michigan Online Certification System (MOECS) via to apply for the AOA/Credit Track AOA requests 9/7/

Verification of Credentials For the most accurate information regarding an educator’s certificate/authorization issuance and validity, always log into MOECS at and click on Search for Certificates/Permits/AVAs. The public site will only show certifications/ authorizations/permits that are currently valid. It will not show pending/rescinded information. The Office of Professional Preparation Services no longer prints and mails certificates to educators. All educators can print their certificates by logging into their MOECS accounts. 9/7/

Contact Information Debbie Ryan Office of Professional Preparation Services /7/

Denise Teague (517)

PROGRAM SELECTION CRITERIA Added Cost funding amounts Enrollment and completion data Geographical location New program established within last five years New teacher for program OCTE program file information Program and building level core performance indicator data including special populations Regional CIP Summary information and CIP Improvement Plans 79

PROGRAM SELECTION NOTIFICATION OCTE notifies Regional TRAC Liaison Regional TRAC Liaison notifies CEPD administrators CEPD administrator notifies building administrator, teacher(s), and OCTE consultant OCTE consultant contacts teacher(s) to finalize visit details and copies the CEPD administrator, building administrator, Regional TRAC Liaison, and OCTE TRAC Coordinator 80

PROGRAM SELECTION FOLLOW-UP Master schedule highlighting program teacher(s) schedule Program Location - Building address and room Exceptions - Notation of teacher on leave, retired; program relocated, closed, etc. 81

CIP SELF-REVIEW Complete and upload in Navigator by PSN ( Single review for each PSN-all teachers Evidence for school year Navigator Instructions – webinar

QUESTIONS?

ONSITE TRAC TRAINING August 16, 2013