WA-ACTE Summer Conference The Davenport Grand Hotel | Spokane, WA PERKINS 101 WA-ACTE Summer Conference The Davenport Grand Hotel | Spokane, WA August 7-10, 2016 Jonathan Jackson Program Supervisor Grants & Innovative Programs George Aszklar Director Career & Technical Education

CONTACT INFORMATION Jonathan Jackson Program Supervisor, Grants and Innovative Programs Career and Technical Education Jonathan.Jackson@k12.wa.us 360-725-6253 George Aszklar Director George.Aszklar@k12.wa.us 360-725-6245

DISCLAIMER The opinions expressed and guidance offered in this training/workshop are for educational and information purposes only. We use reasonable efforts to ensure that information provided herein is accurate and is the most current information available at the time of training. However, you are urged to contact the CTE program office directly via email to verify the accuracy of this information prior to making costly programmatic decisions.

Carl D. Perkins Act of 2006 (Perkins IV) There has been some type of CTE/Vocational program funded since 1917  (Smith Hughes Vocational Act) It’s a Federal formula program meant to improve and enhance existing CTE programs The Perkins act was originally authorized in 1984; the most recent authorization is Perkins IV in 2006  Perkins continues to a have bipartisan support and we are hopeful that Perkins will be reauthorized this year

Perkins IV (cont…) In terms of raw dollars, Perkins is not a major educational grant (WA – 20.6M). Perkins is however, the largest grant targeted at secondary education State allocations are based on district census data  70% based on school aged kids 5-17 census count at or below poverty guidelines  30% total district census data Perkins is federal money – The state (OSPI) and local grantees (districts/skill centers) must follow the Education Department General Administrative Regulations (EDGARs)

Perkins IV (cont…) Perkins is “split funded” between secondary (high schools and skill centers) and the postsecondary (community and technical colleges) CTE programs The splits are determined by each state  The average split nationally is 59.24% secondary, 38.89% postsecondary  Washington State - 44% Secondary, 56% Postsecondary

Who Gets Perkins Funding? NOT AN ENTITLEMENT GRANT – You have to have one or more programs of sufficient size, scope and quality to warrant the receipt of grant funds If your allocation is $15k or less, locals will need to either –  Request and receive a waiver (Page 3 of the local Perkins application plan) Or  Enter into a consortium agreement with another district(s) (Form Package 214)

Who Gets Perkins Funding? (cont…) Waivers – Locals need to be able to justify the waiver The district must have a program of sufficient size, scope and quality, and Be unable to enter into a consortium due to:  Rural isolation  No one within a reasonable distance wishes to enter into a consortium (Section 131 (c) (1-2): Section 132(a)(3-4): Section 132 (C): Section 132 (C)(2))

Requesting Perkins Funding GETTING STARTED LEAs – Your District’s Perkins 5-Year Application Plan (iGrants form package 214, 215, or 274) Don’t just write “something” to get the money Local applications –  Recipients follow it or amend it  Check your progress and budget at least mid-grant and 90 days before your end date

Perkins Application Timeline APPLICATION LAUNCH August 15, 2016* Perkins 5-Year Plan (Form Packages 214, 215, 274) APPLICATION DEADLINE September 30th, 2016** OSPI will review your application WITHIN 45 DAYS and either approve or request changes LEA must respond to requested changes WITHIN 30 DAYS of receipt of request for changes*** OSPI will issue final approval/rejection WITHIN 15 DAYS of receipt of final submission (incorporating requested changes) *The launch date is contingent upon notification of final award amount from the Secretary of Education **LEAs will have a minimum of 45 calendar days from the launch date to complete their application. ***The process of responding to changes may require some ongoing communication. Please note that this "back-and-forth" process needs to be completed within the allotted 30 days.  

Managing your Perkins Award

APPROVED APPLICATION PLAN A Common Problem FAILURE TO FOLLOW YOUR DISTRICT’S APPROVED APPLICATION PLAN Review it at least at the 6 and 9 month points. Follow it, or AMEND it.

Another Common Problem PROCUREMENT – If you have to, keep your own set of documents  Purchase orders  Receiving documents  A mini-inventory, with item location info Keep it current You need to put special procedures in place for items that cost less than $5K but are high-theft items Do your approved purchases agree with your approved application? Does your annual fiscal completion report reconcile to your actual purchases? If its not documented, IT DIDN’T HAPPEN… If your procurement department or business office is not known for its attention to detail – PROTECT YOURSELF

PERKINS ACCOUNTABILITY PERFORMANCE INDICATORS

Perkins Accountability The purpose of Section 113 of the Carl D. Perkins Act of 2006 is to set out the accountability requirements and core indicators for performance at the secondary and postsecondary levels for CTE students. Sub-sections in Section 113 identify the (a) purpose, (b) state performance measures and (c) reporting Sub-section 2 Indicators of Performance identifies WHAT indicators you are being held accountable for

Perkins Accountability Secondary Postsecondary 1S1: Academic Attainment | Reading/ Language Arts 1P1: Technical Skill Attainment 1S2: Academic Attainment | Mathematics 2P1: Credential, Certificate, or Diploma 2S1: Technical Skill Attainment 3P1: Student Retention or Transfer 3S1: Secondary School Completion 4P1: Student Placement 4S1: Student Graduation Rates 5P1: Nontraditional Participation 5S1: Secondary Placement 5P2: Nontraditional Completion 6S1: Nontraditional Participation 6S2: Nontraditional Completion

Perkins Accountability SANCTIONS ARE REAL!! Possible Sanctions if States: Fail to implement an improvement plan, OR Fail to show performance improvement once an improvement plan is in place, OR Fail to meet 90% of the same performance indicator for three consecutive years District sanction language mirrors that of the State State Education Agency (OSPI) can withhold some or all of the entire local grant allocation!

Perkins Performance Reporting The Comprehensive Education Data and Research System (CEDARS) Districts submit individual student, teacher and course information on a frequent bases Data elements for Perkins requirements are pulled from CEDARS Districts verify and certify all data submitted for the CTE student enrolled for the reported year

Perkins Performance Reporting (cont…) CEDARS Outcomes CEDARS has reduced the redundancy in reporting from districts CEDARS allows OSPI to generate and consolidate reports for district viewing CEDARS reports are used for federal, state and local use to determine funding of certain programs

Perkins Performance Reporting (cont…) WORK CLOSELY WITH YOUR CTE TEACHERS, COUNSELORS AND CEDARS ADMINISTRATOR(S) TO ENSURE ACCURACY OF REPORTING AND TIMELY SUBMISSION OF THE P210VOC REPORT

Managing your Perkins Award Spending GENERAL TEST OF ALLOWABILITY Fits with your application Allowable per the appropriate OMB Circular Allocable (can only be used to support CTE students) Reasonable and Necessary Consistent with your district’s policies Not charged elsewhere Adequately Documented DOES NOT SUPPLANT When in doubt, contact the CTE program office at OSPI

Managing your Perkins Award Spending SALARIES Yes – You must do “time-and-effort” (T&E) reporting  Employee works full time on Perkins you –  Must certify the employee at least annually T&E records must be signed by the employee or a supervisor with first hand knowledge Multiple cost objectives require regular Personnel Activity Reports (PARs)  The cost has to be “allocable” to your Perkins grant  After-the-fact reporting  Signed by employee  Coincide with pay periods; at least monthly OSPI Bulletin #051-11 2 CRF 200 (“super circular”), 34 CRF 76, EDGARs

Managing your Perkins Award Spending EQUIPMENT - Include the equipment request in your application Avoid paying for stuff your district typically supplies to all your district’s educational programs – desks, chairs, PCs Use non-Perkins funding where possible Use non-federal funds to cover items that may not be allowed through Perkins (beware of supplanting) Pursue donated equipment where possible EDGAR (34 CFR § 80.1) defines equipment as personal property that costs $5,000 or more The issue has more to do with a state’s inventory requirements (and the associated costs) than the purchase price The OIG (Office of Inspector General) has been issuing findings relative to items of equipment that are considered “attractive theft” items – cell phones, digital cameras, flat screen monitors, etc. that cost a lot less than $5,000

Managing your Perkins Award Spending Career and Technical Student Organizations – Allowable 34 CFR § 403.71. (2) The support of vocational student organizations may include, but is not limited to, expenditures for— The positions of State executive secretaries and State advisors for vocational student organizations; Leadership development workshops; The development of curriculum for vocational student organizations; and Field or laboratory work incidental to vocational training so long as the activity is supervised by vocational education personnel who are qualified in the occupational area and is available to all students in the instructional program without regard to membership in any student organization.

Managing your Perkins Award Spending Career and Technical Student Organizations – Unallowable 34 CFR § 403.71. (3) The support of vocational student organizations may not include— Lodging, feeding, conveying, or furnishing transportation to conventions or other forms of social assemblage; Purchase of supplies, jackets and other effects for students' personal ownership; Cost of non-instructional activities such as athletic, social or recreational events; Printing and disseminating non-instructional newsletters; Purchase of awards for recognition of students, advisors and other individuals; or Payment of membership dues;

Managing your Perkins Award Spending FOOD & BEVERAGES – Unallowable, unless it is related to… Approved travel (subject to your WA State per diem guidelines) Included in your approved registration Not considered entertainment Included as part of an approved conference or meeting (attending or sponsoring) A consumable training supply (culinary arts) Alcohol is never allowed OMB A87 B.3; OMB A21 J.3 / / OMB A87 B.14; OMB A21 J.17 OMB A87 B.27; OMB J.32 / / OMB A87 B.43; OMB J.53

Managing your Perkins Award Spending TRAVEL - Travel is allowable when it is identified in and supports your approved plan  Meals, lodging, all the usual stuff is allowable, when approved  Should be reasonable and necessary Travel costs may not include entertainment  What about those conferences where entertainment is included in the registration fee?  If the cost is separate and identifiable and the employee wants to participate they must cover the cost out of their own pocket OMB A87 Attachment B.43 or OMB A21 Section J.53

Managing your Perkins Award Spending MEETINGS & CONFERENCES - “Meetings and conferences. Costs of meetings and conferences, the primary purpose of which is the dissemination of technical information, are allowable. This includes costs of meals, transportation, rental facilities, speaker’s fees, and other items incidental to such meetings or conferences.” - OMB A87 B.27 Must be reasonable and necessary Does NOT include internal staff meetings

Managing your Perkins Award Spending MEMBERSHIPS, SUBCRIPTIONS & PROFESSIONAL ACTIVITY COSTS Memberships for a district is OK . For example the cost would be OK for your district CTE Director’s position, regardless of who the individual is – but not for the individual who is the CTE Director  Costs of membership in organizations substantially engaged in lobbying are unallowable Must be “allocable” to your Perkins project or plan Use the “reasonable person” approach It is recommended that you utilize your procurement system procedures if you are looking at a -  Significant cost  Sole source provider (speakers, intellectual property, copyrighted, etc.)

Managing your Perkins Award Spending AWARDS, GIFTS & PROMOTIONAL ITEMS - Unallowable Hand out donated items from your state’s Chamber of Commerce, local industry groups, etc. 2 CFR §200.421 (e)(3)

Managing your Perkins Award Spending NOT ALLOWED Alcohol Entertainment Awards/gifts Promotional items (freebies/swag) Promotional advertising

Managing your Perkins Award Spending - RESOURCES Carl D. Perkins Act of 2006 – Section 135 EDGAR – 34 CRF § 76, Subpart F Super Circular – 2 CFR § 200, Subpart E

Managing your Perkins Award Monitoring/Compliance Consolidated Program Review (CPR)

Managing your Perkins Award Monitoring/Compliance CONSOLIDATED PROGRAM REVIEW (CPR) – Monitor multiple federally funded programs under the Elementary and Secondary Education Act (ESEA) Fulfills OSPI’s compliance monitoring requirements under Federal regulations (2 CFR 200) The CPR process consists of an OSPI team reviewing school districts federal and selected state programs The monitoring activities are designed to focus on the results of the district’s efforts to implement critical requirements of the ESEA using available resources and flexibility provisions

Consolidated Program Review (CPR) Title I, A Title IV, B – Rural Education LAP (Learning Assistance Program) Title X – McKinney-Vento (Homeless) Title I, C – Migrant Ed Highly Capable Title I, D – Neglected and Delinquent Perkins / CTE Title I, G – AP (Advanced Placement) Private Schools Title II, A – Highly Qualified Civil Rights TBIP (Transitional Bilingual Instructional Program / Title III Fiscal Gun-Free Schools Act OSSS (Office of Student and School Success)

Consolidated Program Review (CPR) CPR Review Timeline 2016-17: Districts in ESDs 105, 112, and 113 2017-18: Districts in ESDs 105, 112, and 113 2018-19: Districts in ESDs 123 and 189 The “BIG 4” Districts Reviewed annually Due to the size and amount of federal funds managed, these districts pose a potentially higher risk for noncompliance Generally two day visits

Consolidated Program Review (CPR) DISTRICT CONTACTS - CPR Contact Responsible for coordinating the review for all monitored federal and state programs All future communication will be sent to this individual and the district superintendent Provide name, title, phone number, and email address Fiscal Contact Point of contact for fiscal cross‐cutting portion of review

Consolidated Program Review (CPR) 1-Day Review Sample Agenda 8:30-9:30 a.m. Entrance Meeting: Introductions and Overview of CPR Process Discussion about Program Practices with OSPI and District Staff 9:30-11:30 a.m. Discussion with District Program Staff Building visits 11:30-12:30 p.m. Lunch 12:30-3:00 p.m. Continuation of Building Visits Continuation of Discussion with District Program Staff 3:00-4:00 p.m. CPR Team Preliminary Report Preparation (OSPI team will be at the district office to prepare for the exit interview) 4:00-4:30 p.m. Exit Meeting and Closing Observations

Consolidated Program Review (CPR) 2-Day Review Sample Agenda Day 1 CPR team members continue with review and end day around 4:00-4:30pm Day 2 8:30-3:00 p.m. Continuation of Building Visits Continuation of Discussion with District Program Staff 3:00-4:00 p.m. CPR Team Preliminary Report Preparation (OSPI team will be at the district office to prepare for the exit interview) 4:00-4:30 p.m. Exit Meeting and Closing Observations

Consolidated Program Review (CPR) Digital Checklist – OSPI will use Program Monitor, a web application in the Education Data System (EDS), for the management of review content and as a replacement of the paper checklists used in the past. Districts upload all documentation for review to the online Program Monitor tool beginning 12 weeks (and no later than 6 weeks) prior to the review start date. We do not accept emails or paper copies of documentation. Access Program Monitor here: https://eds.ospi.k12.wa.us/ProgramMonitor/

CPR - Follow‐Up Process

Consolidated Program Review (CPR) CPR TEAM LEAD CONTACT INFORMATION Sylvia Reyna, Program Supervisor Migrant Education Sylvia.Reyna@k12.wa.us 360-725-6147 Timothy McNeely, Program Supervisor Consolidated Program Review and Rural Education Timothy.Mcneely@k12.wa.us 360-725-6234

PERKINS 101 Takeaways Learn the timeline Understand the performance indicators Understand fiscal responsibilities Establish a local team; internal and external Seek and participate in technical assistance provided by State staff Organize electronic/paper files Monitor and adjust Outlook folders/ 3ring binder / hanging folders/etc

CTE Program Office Contact Info Ken Emmil, Assistant Superintendent Career and College Readiness Ken.Emmil@k12.wa.us 360-725-6245 George Aszklar, Director Career and Technical Education George.Aszklar@k12.wa.us Marianna Goheen, Program Supervisor Health Sciences Marianna.Goheen@k12.wa.us 360-725-6257 Rebecca Wallace, Program Supervisor Agriculture Education Rebecca.Wallace@k12.wa.us 360-725-6244 Jonathan Jackson, Program Supervisor Grants and Innovative Programs Jonathan.Jackson@k12.wa.us 360-725-6253 Denise Mileson, Program Specialist GRADS Denise.Mileson@k12.wa.us 360-725-0417 Mary Nagel, Program Supervisor Family and Consumer Sciences Mary.Nagel@k12.wa.us 360-725-6242 Lance Wrzesinski, Program Supervisor Business and Marketing Lance.Wrzesinski@k12.wa.us 360-725-6258 Deifi Stolz, Program Supervisor Methods of Administration Deifi.Stolz@k12.wa.us 360-725-6254 Denny Wallace, Program Supervisor Skills and Technical Sciences Dennis.Wallace@k12.wa.us 360-725-6241 Mary Kanikeberg, Program Supervisor Jobs for Washington’s Graduates Mary.Kanikeberg@k12.wa.us Clarence Dancer, Program Supervisor STEM Clarence.Dancer@k12.wa.us 360-725-4467 Diane Gard, Executive Assistant | Diane.Gard@k12.wa.us Kim Hoss, Administrative Assistant | Kim.Hoss@k12.wa.us Jill Pilbro, Administrative Assistant | Jill.Pilbro@k12.wa.us Monica Trabue, Secretary | Monica.Trabue@k12.wa.us