FY15 FEBRUARY PERKINS UPDATE Martin Kollman February 18, 2015

FY16 Application Review Narrative - Last Year, This Year’s & Goals for Next Year Only FY16 year equipment & supplies Digital signatures accepted Signatures can be kept locally if signed Electronic only forms/applications Distribute to reviewer teams 2 weeks prior to review Team Review Application Review Digital resubmission for approval

FY16 Application Changes Current application document will stay the same. After review, current application is compliant with new Federal Register that will take affect for FY16 Perkins Grant. There are changes to how the funds are used or what needs to be done. There are changes to how to report activities. There are changes how consortiums interact.

FY16 Changes – July 1, 2015 Documentation of Processes (KEY) The one new thing is that you MUST have written documentation of ALL your processes that involve Perkins or other Federal grants. (Electronic or Paper) Risk Assessment (Monitoring) will be based on applications, performance reports, expenditures, data submitted to state, and goal progress. No encumbering of funds – Items, services, professional development and other related costs must be purchased prior to the end of the grant to draw down funds. Last Drawdown Period - Awardees will be allowed to drawdown for July 1 st period to cover full 12 months.

Next Year Changes – July 1, 2015 Earned Income - from use of Perkins equipment should always be reinvested in program. Income could impact future funding within the first year. All computers and associated equipment (under $3,000 per unit) are now supplies. Associated Equipment Examples: printers, scanners, monitors, 3D printer, CNC, virtual welder, etc. Data is key to future Perkins V and review by the state. Use SMART goals in narrative Key track of number of students impacted Use regional workforce data Identify goals met and percentage achieved in reports

Next Year Changes – July 1, 2015 If hosting conference, food is allowable if it is a working meal at the event site. Conference: is defined as a meeting, retreat, seminar, symposium, workshop or event whose primary purpose is the dissemination of technical information beyond the non-Federal entity and is necessary and reasonable for successful performance under the Federal award.

Next Year Changes – July 1, 2015 Costs of the entity’s membership in business, technical and professional organizations are allowable. No individual memberships may be paid with Perkins funds, but other funds are allowed if applicable. State, district, building and position memberships are allowed for purchase with Perkins funds. Software Annual Licenses – Fully Funded Every Year with Perkins Funds Schools may not charge less for services that are equal to local businesses in the area/region, but may do so if the services are not at the same level.

Equipment & Supplies Small & low cost items are often better suited for.5 funding (keyboards, pliers, baking sheets) No consumables or less than 1 year lifespan Perkins supports new, enhanced, industry standards, current practice, and professional development to operate Over $5,000 per unit requires a state sticker from KSDE All items purchased with Perkins funds must be identified in some way. Sticker, in records, or designated areas. Keep records of all Perkins equipment, if it has been transferred and its location

Bidding Equipment $3,000 or less no bid is needed $3,000 - $150,000 (small purchase) requires a minimum of 3 bids and online is acceptable Bids need to be kept on file for equipment over $3,000 (electronically) and noted in application to KSDE Contact Martin Kollman at KSDE if you are unsure what is allowable at KSDE or what the process needs to be.

Disposing of Equipment Contact KSDE & Send Disposition Form - N0q4%3d&tabid=654&portalid=0&mid= N0q4%3d&tabid=654&portalid=0&mid=1779 (a) Equipment with a unit acquisition cost of less than $5,000 and equipment with no further use value: The equipment may be retained, sold or otherwise disposed of, with no further obligation to the federal government. Funds maybe used to purchase new equipment. (b) All other equipment, $5,000 or over: The equipment may be retained or sold, and funds maybe used to purchase new equipment.

Supplanting Using Perkins funds where General funds had been or could be used Flip-flopping between General,.5, or Perkins funds Prove you would loose the service, resource, person, or item if Perkins funds were not used Ask KSDE when in doubt!

Perkins Application Tips Make sure $ amounts match across the application Most electronics under $500 are considered supplies rather than equipment, but ask if you have questions. Budget items support “WHAT” (pathway) Data Worksheet is completed and matches Action Plan for Improvement Narrative is quality rather than quantity, but don’t skimp on quality!

Perkins Application Tips Narrative: Identify goals and activities that align with pathway improvement plans in district. Look at initiatives that include the entire district and all pathways Use SMART Goals – Specific, Measureable, Achievable, Realistic, Timely Consortiums should have examples of them working together. (ex. Software purchase, Professional Development, Purchasing Items, Speakers, Funds Going to Greatest Need) Not just formula distribution.

Perkins Application Tips Required Use of Funds: Performance – End Result Programmatic – How it will be done Data/Deliverables – How to measure results of programmatic Goal/Indicator – Item or action to show the result has been met Core Indicators – 1 or more are met List all funds and resources for support

Perkins Application Tips Identify meetings, minutes, and groups Signatures can be digital or typed if a signed copy is kept locally Send application to KSDE in a MSWord document or PDF Keep it as 1 document and if signatures are scanned, send separately of application file Talk to other districts and consortiums on how they complete their applications.

Upcoming Perkins/CTE Dates March 3rd – 2 nd Progress Report Due April 1 st – FY16 Perkins Application Posted or Earlier April 9 th – Perkins Workday – Hutchinson Career & Technical Academy, Hutchinson (Tentative) April 24 th – Perkins Workday – Seaman District Office, Topeka (Tentative) June 2 nd – Perkins Application Deadline **Should this be changed to allow for earlier review? May???**

Perkins Reserve Grants A portion of all Kansas Perkins Grant funds are used for reserve grants to further CTE and pathways. Currently consultants are working with the field to identify needs of districts and areas that are expanding in business/industry that require up-skills for teachers. Grants are competitive in nature. Districts or consortiums may apply for reserve grants. Reports, final expenditure and deadlines are included in all grants. Reserve grants are generally for professional development, equipment/supplies, high cost items, technology related, or other suggested resources by advisory committees.

Perkins Monitoring Desk Audit with option of Site Visit – Consultants may visit any Perkins recipient during the school year to view activities, equipment, or financial records. Monitoring Sites: Review of 2015 Funds 253 Emporia383 Manhattan 259 Wichita 437 Auburn-Washburn 263/353 Wellington/Mulvane ©450 Shawnee Heights 315 Colby © 497 Lawrence 345 Seaman626 SWPRS © Documentation Needed: Perkins Monitoring Doc, Budget Sheet, & associated documentation Electronic copies of PO, receipts, substitutes, PD, conferences, travel Progress Reports, Final Report, Final/Revised Application

Perkins Monitoring New Selection Process – Rubric based on Application, Progress Reports, Final Reports, Student Data, Pathways, Careers, Workforce, Equipment, & Deadlines rather than simple rotation method. DRAFT Sample:

Perkins Related Activities General Reminders: Advisory committee meetings (2 per year) Business & Industry involvement Submit for FY15 budget changes via June 30 th, 2015 is last day to spend FY15 Perkins funds (Use it or Lose it) Drawdown requests can be submitted on July 1 st for the July 15 th drawdown. Wish list for unspent funds – short list to spend $200, $500, $1,000…. Etc.

Perkins 5 News? Perkins IV of 2006 is a 5 year plan that is continuing under same model. Changes are expected under this current federal session, but you never know. Less regulatory actions and more corrective focused. Possible changes in non-traditional. Emphasis on partnerships with B&I, PS, non-CTE teachers, & community. Emphasis on stackable classes, certifications, and industry skill sets. Emphasis on data, outcomes, and accomplishments.

Upcoming Event/Conferences ACTE Region V Leadership Conference – April , Overland Park, KS National Association of Career & Technical Education Information – May San Antonio, TX Impact Institutes (I.C.E.) – Only $25 June 17-18: Fort Hays State University July 6-7 Wichita State University Model Schools Conference – June 28 – July Alanta, GA CTE Summer Conference – July 26-29, Overland Park, KS

Questions Martin Kollman – Peggy Torrens –