1. 1 February 2, 2015 Robin Harrington, Specialist Workforce and Economic Development Division California Community Colleges Chancellor’s Office CALIFORNIA COMMUNITY COLLEGES CHANCELLOR’S OFFICE Managing Perkin IV Funding

2. 2 Managing Perkins IV Funding Workshop Goals California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Goal of the workshop is to give attendees a basic understanding of: ●The Overall Purpose of Perkins IV ●Required and Permissive Use of Title I-C Funding ●Overview of Managing Perkins Funding ●Application Review and Requirements

3. 3 Background California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students President signed Perkins IV into law August 12, 2006 http://www2.ed.gov/policy/sectech/leg/perkins/index.html Reauthorized through 2012 as Public Law 109-270 Themes in Perkins IV: Accountability and program improvement Connections between secondary and postsecondary Strong academic and technical integration Strong focus on business and industry Increased coordination with CTE system/community New 2008-12 California State Plan http://www.schoolsmovingup.net/cs/ctep/print/htdocs/ctep/home.htm

4. 4 Overall Purpose of Perkins IV (‘‘SEC. 2. PURPOSE.) California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students To more fully develop CTE students academic and career technical skills in secondary and postsecondary that: Prepare high skill, high wage, or high demand occupations in current or emerging professions; Link secondary education and postsecondary education (programs of study) and partnerships with baccalaureate intuitions, WIBs, business and industry and intermediaries; Promote integration of rigorous and challenging academic and career technical instructions; Promote technical assistance that improves the quality of CTE education from teachers, faculty, administrators and counselors; Promoting Life-Long Learning (Stackable Credentials)

5. 5 Perkins IV Title I-C Nine Requirements California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 1.Strengthen academic and career technical skills of students thru integration 2.Link CTE secondary and postsecondary programs (at least 1 program of study) 3.Provide students with strong experience and understanding in all aspects of an industry (WBL: Work- Based) 4. Develop, improve or expand use of technology 5. Professional development 6. Evaluate programs with emphasis on spec. pops. 7. Initiate, improve, expand and modernize quality programs 8. Provide activities, services and be of sufficient, size, scope and quality 9. Prepare spec. pops. for high skill, high wage, or high demand, occupations

6. 6 20 Permissive Uses of Funds California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 1.Involve parents, business and labor in planning & operation 2.Career guidance & academic counseling 3.Business Partnerships - Work-related experience students & faculty 4.Programs for spec. pops. 5.CTE student organizations 6.Mentoring & support services 7.Upgrading equipment 8.Teacher prep. programs 9.Improving and developing new CTE courses including distance ed. 10.Assist transition to BA degree programs 11.Support entrepreneurship education 12.Initiatives for secondary students obtaining postsecondary credit to count towards an AA/AS or BA/BS degree 13.Support small CTE learning communities 14.Family & consumer sciences 15.Adult CTE programs 16.Job placement programs 17.Support Nontraditional activities 18.Automotive technologies 19.*Pooling funds 20.Support other CTE programs

7. 7 Cost Generally Eligible California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Administrative Costs (5%) Salaries (non-instructional) Stipends (curriculum) Consultants Instructional Materials Instructional Equipment Professional Development/Travel

8. 8 Cost Not Eligible for Funding California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 1.Student expenses or direct assistance to students * 2.Entertainment 3.Awards and memorabilia 4.Individual memberships 5.Membership with orgs. that lobby 6.College tuition, fees, books 7.Fines and penalties 8.Insurance/self-insurance 9.Expenses that supplant 10.Audits, except single audit 11.Contributions and donations 12.Contingencies 13.Facilities and furniture * 14.General advertising 15.Alcohol 16.Fund raising 17. General administration 18. Faculty Salaries (for Instruction)

9. 9 When Funds are Considered Obligated California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Type of Cost Equipment & Supplies…..………. Work of Employees………………… Contracted Services……………….. Utilities………………………………….. Rental…………………………………….. Travel……………………………………... Conference Registration………… Obligation Occurs Date of Purchase Order When Work is Done Date of Written Agreement When Used When Travel is Taken When Fee is Paid

10. 10 Federal Rules Applying to Perkins IV California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Perkins Career Technical Education Act of 2006 EDGAR (Education Department General Administration Regulations) OMB Circulars (Office of Management and Budget) Circular A-87 Cost Principals – State and Local Circular A-21 Cost Principals – Education Institutions (Relocated to 2CFR, Part 220) Circular A-133 Single Audit Requirements Circular A-102 Grants and Cooperative Agreements with State and Local Governments Circular A-110 Uniform Administration Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations (Relocated to 2CFR, Part 215)

11. 11 CCCCO Risk Management Monitoring California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Federal Requirement Purpose Risk Management Monitoring  Step One – Assessment of Risk  Step Two – Self Assessment  Step Three – Desk Audit  Step Four – Telephone Audit  Step Five – On-Site Review Additional Monitoring As specified within the Risk Monitoring section above, there will be a percentage of grant/allocation recipients that will not be within the at-risk category. In order to have a level of review for all grant/allocation recipients a percentage of these (not at-risk) will be selected annually for a one-day on-site review

12. 12 Risk Management Monitoring (Cont.) California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students PointsRisk Factor 10 Recipients that failed to meet deadlines in submitting applications, expenditure reports, or final claims 15 Recipients that fail to use a significant portion of their grant/allocation funding (20%) 10 Recipients that have not met their negotiated performance measures 10 Recipients whose single audits reports have identified problems with costs, lack of controls or a system to identify costs charged to the grant/allocation 10 Recipients that receive over $250,000 in grant/allocation funds 5 Recipients not monitored in past five years 10 New recipient with little or no experience in managing the grant/allocation (recipients where persons in the coordinator role have changed will be viewed as new recipients) 10 Recipients that have revamped information systems or changed accounting rules/methods 20 Grant/Allocation Monitor has expressed a concern

13. 13 Risk Management Monitoring (Cont.) California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Guide for Self-Assessment Contains Audit Files Advisory Committee Articulation and Programs of Study Special Populations Faculty and Staff Professional Development Equipment and Related Property Time and Effort Supplement not Supplant Record Retention Technical Assistance

14. 14 What is Included in Equipment Records California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students The community college Budget and Accounting manual references Education Code 35168 and the Federal funding requires following the rules within 2CFR§ 215.34 in regards equipment. These rules state that a physical inventory of the property must be taken and the result reconciled with the property records at least once every two years. In addition a control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the property and adequate maintenance procedures must be developed to keep the property in good conditions. a.a description of the equipment; b.serial number, or other identification number; c.source of equipment (award number) d.who holds the title; e.the acquisition date; f.cost of the property; g.percentage of Federal participation in cost of the property; h.the location; i.use and condition of the equipment; j.any ultimate disposition data (including date of disposal & sales price);and k.date of last physical inventory.

15. 15 Perkins IV Application California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Title I-C Basic Grant Annual Application is Required Core Indicator Performance Levels Must be Negotiated Core Indicator Performance Levels Must be Reviewed Required Advisory Group The College must meet the minimum level of one program of study

16. 16 Perkins IV Accountability California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Pursuant to Section 123(b) of the Act, state agencies are required to: Negotiate yearly core indicator targets with Districts receiving Title I-C allocations; Yearly evaluation of established performance targets; For those failing to meet performance targets follow-up on program improvement plans; and Consider technical assistance or sanctions for those Districts not meeting performance target for 3 consecutive years.

17. 17 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

18. 18 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

19. Application Review Course and Program Improvement for CTE Allocable, Reasonable, Not Supplanting Meets Three-Year Rule Analyses the Core Indicator Data Appropriately Describes the Problem Appropriately Describes the Solution Boxes Checked Match the Solution Budget Matches the Solution California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 19

20. Application Review (cont.) Narrative Questions  Development, implementation, and evaluation of CTE programs assisted with Title I, Part C funds  How required advisory entities are informed about and assisted in understanding the requirements of this title, including CTE programs of study.  Data and resources used to select Top Codes and Across all Programs  Sufficient size, scope, and quality to bring about improvement in the quality of such programs  identify and adopt strategies to overcome barriers that lower access or success for special populations; and lead to high skill, high wage, high demand occupations.  Link secondary and postsecondary CTE programs, including offering relevant elements of not less than one career and technical program of study California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 20

21. Application Review (cont.) Across All Programs – Section III – Section IVC Top Codes – Section IF – Section II – Section IVB California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 21

22. Application Review (cont.) CTE Transitions – Administration 5% – Student Transitions to World of Work – Secondary & Postsecondary Transitions – CTE Student Success California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 22

23. 23 Perkins IV Out-of-State Travel California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Chancellor’s Office Standards for Out-of-State Travel How many may attend a single out-of-state conference? Attendance must result in course and program improvement Can pay for CTE course and program improvement only Cost must reflect the most cost effective/prudent use of funds Pre-approval must be obtained by sending an out-of-state travel request for to the applicable project monitor Documentation must be kept within Audit File

24. 24 Perkins IV Out-of-State Travel California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

25. 25 What Requires Year-to-Date Budget Changes California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Grant recipient(s) may make changes to any budget category amounts without the approval of the Project Monitor so long as budget categories are not added or deleted, the total dollar amount of the Grant Agreement is not affected, and the outcomes of the Grant Agreement will not be materially affected. Adding or deleting budget categories are subject to the prior approval of the Project Monitor. Prior approval for these additions and/or deletions is made through the Chancellor’s Office on-line quarterly reporting system. Once the requested change is approved, the affected quarterly budget will be updated electronically. Grant amendments are required for budget changes when there are changes in the total dollar amount of the Grant Agreement and/or the outcome of the Grant Agreement is materially affected.

26. Robin Harrington rharring@cccco.edu 916-322-6810 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students Questions