Perkins Local Plan and Budget Submission Office of Career and Technical Education December 2015

Welcome & Instructions Tab In Excel, the pages in each tab will run continuously. To see each page break clearly, you will need to turn on Page Break Preview or Page Layout. Note: The Local Perkins Plan and Budget Application can be downloaded from the following Web page: Instructions for completing the Perkins Local Plan 1Virginia Department of Education - December 2015

When you open the Excel file, you may see Security Warning at the top of the screen, depending on your Security Settings. If so, Click on “Enable Content.” 2 Welcome & Instructions Tab Virginia Department of Education - December 2015

Information has been inserted for: downloading the OMEGA User’s Guide contacting OMEGA Support: James Cutler contacting appropriate CTE Staff: George Willcox and William Hatch 3 Welcome & Instructions Tab Rows 8-13 Virginia Department of Education - December 2015

The OMEGA system will support Excel 2003, 2007, and 2010 files extensions:.xls,.xlsx and.xlsm. If you should experience any problems with uploading files, please call OMEGA Support at Welcome & Instructions Tab Row 21 Virginia Department of Education - December 2015

Local Plan Due Date – April 29, 2016 Federal Requirement - “substantially approvable form” In compliance with federal requirements, the school division must submit the application to the VDOE in “substantially approvable form” via OMEGA no later than April 29, 2016, to obligate Perkins funds on July 1, Welcome & Instructions Tab Rows Virginia Department of Education - December 2015

6 Welcome and Instructions Tab Row 56 Permissive Funds Allocation Not more than 40 percent of your total Perkins allocation is eligible for Permissive Uses of Funds. Welcome & Instructions Tab Row 56 Virginia Department of Education - December 2015

Do Not Round Budget Amounts The budget total amount must match the federal allocation EXACTLY (Dollars and Cents). 7 Welcome & Instructions Tab Row 58 Virginia Department of Education - December 2015

Regional Career and Technical Centers Effective School Year and thereafter, Regional Technical Center Administrators must obtain from each participating school division the amount of Perkins funding that will be allocated for center use. This total funding amount from all participating school divisions must be used to complete Schedule Welcome & Instructions Tab Row 59 Virginia Department of Education - December 2015

Revised New Program/Course Application The revised application for new CTE programs/courses (as announced in Superintendent’s Memo No ) may be downloaded from the CTE Program Administration and Management Web page. 9 Welcome & Instructions Tab Row 68 Virginia Department of Education - December 2015

10 Welcome & Instructions Tab Row 70 Virginia Department of Education - December 2015 Reserve Fund An annual notice of the reallocation of reserve funds will be disseminated to school divisions in October each year.

Certification and Assurances A copy of the signed form must be faxed to the Office of Career and Technical Education at Welcome & Instructions Tab Row 76 Virginia Department of Education - December 2015

CTEMS Schedule Narratives To ensure compliance with provisions of the Perkins ACT, narrative descriptions of CTE services must be provided in schedules as appropriate. Include your division’s practices, policies, and plans. 12 Welcome & Instructions Tab Row 85 Virginia Department of Education - December 2015

Schedules 1 and 2 A minimum of three business and industry representatives must be listed representing thee different program areas. 13 Welcome & Instructions Tab Row 88 Virginia Department of Education - December 2015

Schedule 3 a Microsoft Word file of your completed Plans of Study to for separate 14 Welcome & Instructions Tab Row 90 Virginia Department of Education - December 2015

Schedule 4 Each sub-population category has grade level defined. 15 Welcome & Instructions Tab Row 92 Virginia Department of Education - December 2015

Schedule 9 In narrative format, describe how the state system of Performance Standards and Measures will be used to develop, evaluate, and continuously improve the performance of CTE programs. 16 Welcome & Instructions Tab Row 106 Virginia Department of Education - December 2015

Schedule 15 Each school division that participates in a CTE Regional Technical Center must notify the center administrator of the amount of Perkins funding that will be allocated to the center based on Column D. Local funding may be added to the Perkins allocation. 17 Welcome & Instructions Tab Rows Virginia Department of Education - December 2015

Schedule 15-A (Regional Centers Only) List each school division that participates in the regional center including the Perkins Funding allocated to the center. 18 Welcome & Instructions Tab Rows Virginia Department of Education - December 2015

Schedule 16 Documentation for the school division’s maintenance of effort with local funds is REQUIRED. 19 Welcome & Instructions Tab Row 140 Virginia Department of Education - December 2015

Schedule 16 - Line 10 School divisions must meet the state maintenance of effort for equipment. 20 Welcome & Instructions Tab Row 156 Virginia Department of Education - December 2015

Schedule 17 Regional Career and Technical Education Centers, as well as local school divisions, are required to complete Schedule 17. Regional Center Administrators must obtain from each participating school division the amount of Perkins funding that will be allocated for center use in Schedule 15-A. (School divisions may include additional local funding along with the Perkins allocation.) This combined total funding from all participating school divisions will be used to complete Schedule Welcome & Instructions Tab Rows Virginia Department of Education - December 2015

Schedule 17 A locality must fund professional development activities and activities for special populations in addition to at least one other required use of funds before permissive use of funds is allowed. The total amount of permissive funding may not exceed 40% of your total Perkins allocation. WARNING: If you exceed the 40%, a red warning message will appear at the bottom of Schedule Welcome & Instructions Tab Row 162 Virginia Department of Education - December 2015

Schedule 17 In Column 2 – “All” is an option. 23 Welcome & Instructions Tab Row 163 Virginia Department of Education - December 2015

24 Schedule 18 Object Code 5000 – a separate line has been provided to list Indirect Costs. The total amount for administration may not exceed 5% of your total Perkins allocation. WARNING: If you exceed the 5%, a red warning message will appear at the bottom of Schedule 18. Welcome & Instructions Tab Row 170 Virginia Department of Education - December 2015

Comments Page If needed, a Comments Page has been added at the end of the CTEMS Schedules to further explain any of the previous schedules. NOTE: Please identify the schedule number and keep comments brief and concise. 25 Welcome & Instructions Tab Row 178 Virginia Department of Education - December 2015

26 Comments Page Example CTEMS Schedules Virginia Department of Education - December 2015

27 Contact Information For assistance, please contact your division’s assigned representative: George Willcox, Coordinator, or William Hatch, Specialist, for Planning, Administration and Accountability at Welcome & Instructions Tab Appendix A Virginia Department of Education - December 2015

28 Welcome and Instructions Tab Appendix B Required and Permissive Use of Funds Refer to Appendix B for definitions. Welcome & Instructions Tab Appendix B Virginia Department of Education - December 2015

29 Object Code Definitions and Contact Information Refer to Appendix C for budget object code definitions. Welcome & Instructions Tab Appendix C Virginia Department of Education - December 2015

Certification and Assurances A copy of the signed form must be faxed to VDOE at Certification and Assurances Tab 30Virginia Department of Education - December 2015 Certification and Assurance Tab Row 6

Certification Signatures To certify postsecondary collaboration in the development of the Career Cluster/Pathway Plan of Study, obtain the Local Community College Perkins Administrator’s signature. 31 Certification and Assurance Tab Row 33 Virginia Department of Education - December 2015

Assurance #1 Sufficient size, scope, and quality of CTE programs and activities is now listed as Assurance #1 (formerly CTEMS Schedule 11). 32 Certification and Assurance Tab Rows Virginia Department of Education - December 2015

Assurance #24 The school division will conduct a self-assessment of the career and technical education program. The Federal Program Monitoring Review System requires the pre-identified school divisions to review their CTE program once every six years. If applicable, school divisions must complete a self-assessment survey and submit in conjunction with the CTE Local Plan by April 29, Certification and Assurance Tab Row 120 Virginia Department of Education - December 2015

The Perkins Performance Standards have been aligned with the list in the Division Annual Performance Report. Provide the “actual” performance levels for all CTE completers in the school division; and also, for the special populations. The APR will be available in January Performance Assessment Tab Rows Virginia Department of Education - December 2015

Performance Standards Not Met For Performance Standards not met, you will select each from a drop down menu. In the description block, explain why the standard was not met and what action has been taken to improve the performance. 35 Performance Assessment Tab Rows Virginia Department of Education - December 2015

Performance Assessment Targets For your information, state (negotiated) agreed upon levels of performance and the data collection sources have been provided for planning purposes and continuous improvement efforts. 36 Performance Assessment Tab Rows Virginia Department of Education - December 2015

Schedules Complete ALL CTEMS Schedules. 37 CTEMS Schedules Checklist Tab Virginia Department of Education - December 2015

Schedule 1 Stakeholder Participation/Involvement (Business/Industry) Check the types of involvement each of the groups had in the development of the local plan. Effective school year and thereafter, must list three Business and Industry representatives (one for each of three different career and technical education programs). NOTE: Workforce Investment Council was added. 38 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 1 Stakeholder Participation/Involvement (Representative of Labor Organization) Effective school year and thereafter, it is a requirement to include a representative from labor in the development of the Perkins Plan. 39 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 2 Advisory Committee Participation/Involvement Identify only one individual for each category on the local CTE advisory committee with the exception of Business and Industry, which must list three (one for each of three different career and technical education programs). NOTE: Workforce Investment Council has been added. 40 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

41 Schedule 2 (Continued) Advisory Committee Participation/Involvement Describe how advisory committee members/stakeholders are informed about the Perkins Act of 2006 and what activities they will be involved in during the school year. CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 3 – Application for Local Career Cluster/Pathway Plan of Study Indicate all previously approved Career Cluster/Pathway Plans of Study. 42 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 3 – Application for Local Career Cluster/Pathway Plan(s) of Study List only the Career Cluster/Pathway Plan(s) of Study being submitted for A Microsoft Word file of your Career Cluster/Pathway Plans of Study must be ed to for separate 43 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 4 – Special Populations Report Grade levels have been added for each sub-category. Cells will allow you to enter “0” for any of the sub-categories. 44 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 7 – Professional Development (continued) You must provide the number of teachers/administrators participating in professional development activities. WARNING: The cell will only accept a number and will NOT allow an “x” to be entered. 45 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 9 – Evaluation of Career and Technical Education Programs Beginning in school year and thereafter, a narrative is required to explain how programs will be evaluated. 46 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 15 Each school division that participates in a CTE Regional Technical Center must notify the center administrator of the amount of Perkins funding that will be allocated to the center based on Column D. The allocation may include local funding. 47 CTEMS Schedules Tab Row 600 Virginia Department of Education - December 2015

Schedule 15-A List each school division that participates in the regional center and the amount of Perkins Funding allocated to the center. This total will be used to submit the regional center’s budget on Schedule CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 17 – Budget of Perkins Funds Column 2 – CTE Program Areas – “All” is an option in the drop down menu. 49 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 17 – Budget of Perkins Funds Columns 4 & 5 – Budgeted Funds and Source of Funds – Provide the funding amount for each expenditure. 50 CTEMS Schedules Tab Rows Virginia Department of Education - December 2015

Schedule 18 – Administration – Indirect Cost Object Code 5000 – Indirect Cost – A separate line has been provided to list Indirect Cost. 51 CTEMS Schedules Tab Line 825 Virginia Department of Education - December 2015

Schedule 17 – Budget of Perkins Funds and Budget Summary Worksheet The Grand Total of the Federal Budget in Row 803 and the Total of the Budget Summary Worksheet in Row 857 must equal the same amount. NOTE: All items identified as a federal source of funding in Column 5 on Schedule 17 will automatically be entered in the Budget Summary Worksheet by appropriate Expenditure Category. 52 CTEMS Schedules Tab Schedules 17 and Budget Summary Worksheet Virginia Department of Education - December 2015

Comments Page If needed, a Comments Page has been added at the end of the CTEMS Schedules to further explain any of the previous schedules. NOTE: Please identify the schedule number and keep comments brief and concise. 53 CTEMS Schedules Tab Row 869 Virginia Department of Education - December 2015

Online Management of Education Grant Awards (OMEGA) and Perkins CTE Local Plan and Budget Tips 54Virginia Department of Education - December 2015

WHEN TIPS WHEN USING OMEGA 1.Read the directions and appendices listed in the first tab of the local plan Excel spreadsheet template before beginning your local plan application. 2.Use support services. If you experience problems uploading the local plan, revision, or amendment submissions, you have several options: OMEGA and Budget Tips Virginia Department of Education - December

A.On your OMEGA submission page, if you click on “OMEGA Support,” (red arrow above) you will be able to send an e- mail message directly to the OMEGA support specialists at the Virginia Department of Education. OMEGA and Budget Tips Virginia Department of Education - December

B.If you click on “Help” (red arrow 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... OMEGA and Budget Tips Virginia Department of Education - December

C. If you wish to speak with one of the OMEGA specialists, call D.If you have questions regarding the directions for completing the information in the Excel template for your local plan, please contact the Office of Career and Technical Education at School divisions are assigned to either George Willcox or William Hatch for Perkins CTE local plan support and approval. For the list of assignments, refer to the Welcome and Instructions tab of the Excel spreadsheet template (Appendix A). OMEGA and Budget Tips Virginia Department of Education - December

3.When submitting your original Perkins CTE local plan, please be careful when identifying the type of application. WARNING: You must click NO (which will change the default) to identify that it is a non- consolidated application. If you do not, the default is automatically YES, which will result in an inappropriate identification. OMEGA and Budget Tips Virginia Department of Education - December

TIPS WHEN COMPLETING THE BUDGET 4.When completing the budget in Schedule 17, you must use the total funding allocation as provided by the U.S. Department of Education for school year If those allocations have not been provided when completing your budget, use the allocation amount from SY ; however, your budget must be revised once the SY allocations are provided. 6. OMEGA and Budget Tips Virginia Department of Education - December

5.Review the object code descriptions in the Welcome and Instructions tab of the Excel spreadsheet template (Appendix C). Be sure you understand the differences between the two object codes 3000 and 5000 descriptions. OMEGA and Budget Tips Virginia Department of Education - December

A.Object Code 3000—Purchased/contractual services – services acquired from outside sources (i.e., private vendors, public authorities, or other governmental entities). Examples: CTE Regional Consortium and fees paid to another authority, local school division, community college, university, or other governmental entity; conference registration fees, airline tickets, travel agencies, and/or lodging paid directly to the professional associations, or public or private vendor; and payments made to county or school division credit cards for expenses such as conference registrations, airline tickets, and/or lodging expenses. For a detailed description, refer to Welcome and Instructions tab of the Excel spreadsheet template (Appendix C). OMEGA and Budget Tips Virginia Department of Education - December

B.Object Code 5000 – Other charges - includes expenditures that support the CTE program, including school division and CTE administrators, staff, teachers, or consultant expenses for training, conference registration, travel, lodging, and meals (payments reimbursed directly to an individual). For a detailed description, refer to Welcome and Instructions tab of the Excel spreadsheet template (Appendix C). OMEGA and Budget Tips Virginia Department of Education - December

6.On Schedule 17, when you have a budget request that might span all your program areas, select the “All” from the drop down menu under the program column and provide one description. OMEGA and Budget Tips Virginia Department of Education - December

Schedule 17 (continued) For instance, if you are “initiating, expanding, improving, and/or modernizing programs with up-to-date equipment from the items listed on the approved state equipment list,” you may provide a general statement and select “All” from the drop down menu. NOTE: When submitting your reimbursements, you must provide the details on the purchased item(s). This will reduce time in developing the budget and will eliminate the number of amendments you submit. OMEGA and Budget Tips Virginia Department of Education - December

7.A signed copy of the Perkins CTE local plan certification page must be submitted to VDOE by fax at Also, a Microsoft Word file of your completed Plans of Study must be e- mailed to Currently, these are the only items to be sent separate from the OMEGA 8. OMEGA and Budget Tips Virginia Department of Education - December

8.As well as 2003 Excel.xls files, OMEGA will now support uploading 2007 and 2010 Excel.xlsx and.xlsm formatted files. If you should experience any problems with uploading files this year, please call OMEGA Support at OMEGA and Budget Tips Virginia Department of Education - December

9.Monitor your To Do Lists. If you have an OMEGA application or reimbursement item in the To Do list, it will need an action. Local plan application. To see the comments that inform you what action is needed, click on the heavy blue arrow under Project Group Status toward the bottom of the page. Once the application is complete, you may review the comments at any time by clicking the heavy blue arrow under Project Group with Approval Complete. Also, the comments will show who has reviewed the application request and where the application may be waiting for approval. WARNING: An application must receive a Level 4 approval within the school division before it is transmitted to the VDOE “To Do” boxes. OMEGA and Budget Tips Virginia Department of Education - December

10.Check your reimbursement and budget requests. The comments will show up on your “To Do” page without clicking an arrow. Use the sidebar on the OMEGA homepage to track the progress of your application in the “View an Application,” “View My Pending,” and “View My Coming Soon” lists. Remember, you cannot take new action on an application until it appears in your “To Do” list. OMEGA and Budget Tips Virginia Department of Education - December

11.How to submit revisions and amendments. It is very important that when you are requested to make changes to your local plan application before it can be approved: A.Both revisions and amendments must be made to the Excel spreadsheet that was saved in your local files and uploaded for submission. B.If you are revising the original application, it must be identified as a Revision (this is necessary to have the history of the application submissions for the approval process at VDOE). The step-by-step directions for submitting a revision are on pages 78 through 84 of the OMEGA User’s Guide (May 2012).OMEGA User’s Guide OMEGA and Budget Tips Virginia Department of Education - December

C.If you are amending an application that was approved, it must be identified as an amended application. The step-by-step directions for submitting an amendment are on pages 85 through 90 of the OMEGA User’s Guide (May 2012).OMEGA User’s Guide OMEGA and Budget Tips Virginia Department of Education - December

D. Indicate where and what amendments are being made to your budget. You may provide an explanation in the comments box or you may put (amended) within the budget (Schedule 17) beside any changes that are made. This is more efficient during the review and approval process. In addition, be sure to upload your entire spreadsheet when submitting amendments. OMEGA and Budget Tips Virginia Department of Education - December

12.13.Notification of local plan approval (new feature). On the OMEGA home page, the Notification section appears under the Announcement section. New notifications are referred to as “Unacknowledged” until the notification is opened and the user acknowledges that notification has been received. OMEGA and Budget Tips Virginia Department of Education - December

CTE Federal Monitoring 74Virginia Department of Education - December 2015

Federal Monitoring Schedule Virginia Department of Education - December 2015 Phase I - requires the school division to conduct a comprehensive CTE self- assessment on a six-year cyclical schedule and develop a program improvement plan, as needed, to address identified deficiencies and concerns. Only school divisions scheduled to undergo federal program monitoring in are required to submit the self-assessment with the local plan. (Refer to the CTE Local Plan Assurances, statement 24.) CTE Local Plans are due to VDOE through the Single Sign-on for Web Systems (SSWS) by April 29, Phase II - requires the VDOE to conduct an analysis of the self-assessment report and other relevant data that may include an on-site visitation to review specific CTE programs. Phase III - requires the school division to follow-up on the identified deficiencies and concerns.

Federal Monitoring Schedule Virginia Department of Education - December 2015 Self-Assessment Due April 29, 2016 Albemarle CountyAlleghany CountyBath County Botetourt CountyCharlotte CountyCovington City Cumberland CountyFalls Church CityFauquier County Greene CountyHarrisonburg CityHenrico County Loudoun CountyLunenburg CountyManassas Park City New Kent CountyPrince George CountyPrince William County Rockingham CountySouthampton CountyStafford County Virginia Beach City Superintendent’s Memo (10/09/15)

Evaluation 77Virginia Department of Education - December 2015 Please take a few minutes to provide feedback about the benefit of this technical assistance video streaming session. Your input will be useful in our planning efforts for future video training sessions. The Survey Monkey link for the online evaluation is: Thank you!

Contact Information 78Virginia Department of Education - December 2015 George R. Willcox Coordinator, CTE Planning, Administration and Accountability W. Terry Dougherty Specialist, CTE Grants Administration William Hatch Specialist, CTE Planning, Administration and Accountability James Cutler Specialist, Financial Systems & Report - OMEGA Virginia Department of Education P. O. Box 2120 Richmond, Virginia Fax: