Managing TAA CCCT Grant 1 Today’s goal – The purpose of today’s training is to help you understand what the purpose of the grant is, how it came to KCTCS and your college, and what we need to do together in order for this program to be successful.

Introductions & Welcome

Grants & Contracts - who we are and what we do – This is a grant with system implications, involving all 16 colleges, with Jefferson assigned as lead college. – The entire Grants & Contracts team at Jefferson has been involved in this grant, but there are some people that are directly involved in its management. John Bodner Joni Skellie Joanna Lynch

Purpose & Goal

TAACCCT Program goals – The TAACCCT’s overall goal is to help colleges and other eligible institutions create or improve programs that are designed to be completed in 2 years or less, and that allow workers to move into high skill, high paying jobs.

Grant’s Purpose Goal of this grant – This grant distributes TAACCCT funding, through the state, into colleges and eligible institutions. Its purpose is to ensure that participants in the eligible programs successfully acquire high skills, carry those skills into high paying, long term jobs.

Grant MOA – The primary measure of success will be the number of participants who complete a certificate program, then gain and keep employment within the industry sector named in the grant proposal.

Which Industry Sector? – The chart showing the Industry Sector for each college is on pages 27 and 28 of the MOA. – Regional employment environments have changed in some areas since this process began. We are held to the signed MOA, however, and must do our best within the industry sectors given in the MOA.

Participants – Definition of participant – – Who can receive services? » TAA and TAA-like participants displaced or unemployed workers low-skilled low-income veterans – Who can be counted as a participant? » TAA and TAA-like participants who ALSO enroll in and complete an approved program, followed by employment, in the industry sector listed for the college in the MOA.

What Is the Difference? To put it simply, any TAA and TAA-like participant can receive services provided by the grant. However, only participants who are TAA or TAA-like and also enrolled in an approved program, then employed in the assigned college industry sector, can be counted and applied toward the participant numbers required by the grant.

Document participant eligibility How do we prove reported participants are eligible? Use the Intake form Keep complete Participant files Flag participants in Peoplesoft

Services

Definition of services – Each college has its own plan for administering services to the participant students. While the delivery may be slightly different in different colleges, the services provided will support the success of participants and courses aligned with the industry need. Most of the colleges are using a Success Coach to act as an advocate for participant students, providing critical services to and for the participant.

Grant Activities by College Page 25 of MOA

Specific Services & Responsibilities Student Case Management Data Management Instruction (collaborative instruction – classroom support) Intrusive Advising Job readiness: employment referral, placement Coordination with referring parties for students, data, reports Prior Learning Assessment Award of credits Reporting to Lead college, indirect DOL reports signing authority Local budget and fiscal management

College Contact Each college will collect and store participant data. – Each college will have a contact person responsible for collecting participant information and maintaining the participant files. – Each college must have a person assigned to flag Participants and Others in PeopleSoft. An SA-1 form should be processed at each college to gain security access to PeopleSoft. – Each college must have a person assigned to submit reports to Jefferson as scheduled. Contact information for each person with these responsibilities should be sent to Jefferson.

Timeline of grant and its services To meet DOL reporting requirements, completed quarterly report forms must be signed and submitted to Jefferson (with supporting documentation) by the dates given in the timeline. The next college quarterly reports are due to Jefferson on January 25, 2013.

Financial Process and documentation – Grant #43968 GC2s have been submitted by each college. FTE should be charged directly to grant chart string. Monthly Time & Effort Reporting Forms are required for FTE hired with grant funds. Participant files must be kept up-to-date to justify charges to the grant.

Reporting Quarterly Reports from each college are due to John Bodner at Jefferson by January 25, – This includes the Quarterly Report form as well as the Participant Data Summary Form

Timeline for Grant Reporting Quarterly Report and Participant Data Summary Form from systems members due to JCTC by the close of business on the following dates: Jan. 25, 2013 April 26, 2013 July 26, 2013 October 25, 2013 Jan. 24, 2014 April 25, 2014 July 24, 2014 Oct. 24, 2014 Reports should be ed to and

Status & Next Steps

Status and next steps There have been multiple delays in getting this grant off the ground. We are now beginning year 2 of the 3 year grant. The amount of time left in the grant must be considered as each college determines its strategy for moving forward to a successful conclusion.

Closing / Questions Thank you for working with us and making this grant successful! If there is anything we can help you with, please feel free to contact us by phone or . Are there any questions? One-on-One discussions

Document Review

Important Documents Grants & Contracts, JCTC – Contact List DOL Modification 1 Contract (MOA) Participant Eligibility Worksheet Eligibility Definitions & Documentation Intake Form FTE Time & Effort Planning Form Monthly Time & Effort Reporting Form Student Activity Forms Quarterly Report Participant Data Summary Form

SharePoint The SharePoint site is the location to find and post forms and documents required for the grant. The link to the site is Each college has a link to its own page. Important documents specific to each college can be found here.