2016-2017 FICAPS Funding Opportunity Webinar - July 19, 2016 Division of Career and Adult Education Rod Duckworth, Chancellor

Funding Webinar July 19, 2016 10:00 AM – 11:00 PM (EDT) Call number: 1-888-670-3525 Conference Code: 4632608161 then # 2

Welcome and Introduction Gloria Spradley-Brown Bureau Chief Grants Administration and Compliance 850-245-9053

Please help minimize background noise during the webinar. Please keep your phone on mute while listening to the webinar. This prevents background noise and in-office discussions from disrupting the call. If you do not have a mute button on your phone, press *6 to mute and *6 to unmute. 4

Adult Education Funding Opportunities Webinar Agenda Welcome and Introductions – Gloria Spradley-Brown FICAPS components – Zelda Rogers Request for Proposal Overview - Gloria Spradley-Brown Preparing and Submitting the Proposal - Gloria Spradley- Brown Online Survey and Reviewer Registration – Josué Colorado Participants Questions 5

Funding Webinar Goals To provide funding opportunities information To provide pertinent programmatic information To provide performance reporting requirements To provide Request for Proposal (RFP) submission requirements 6

Federal Fund Source: U.S. Department of Education Workforce Innovation and Opportunity Act of 2014 Title I - Workforce Development Activities Title II - Adult Education and Family Literacy Act Title III – Amendments to the Wagner-Peyser Act Title IV – Amendments to the Rehabilitation Act of 1998 Title V - General Provisions 7

Funding Purpose and Priorities The purpose of this RFP is to award funds to eligible recipients to plan, design, and/or implement an integrated education and training program within Florida’s Integrated Career and Academic Preparation System (FICAPS). There are two Request for Proposals – FICAPS AGE and FICAPS EL Civics. Each will be explained separately. 8

Target Population(s) FICAPS (AGE)Adults enrolled in the GED® Integrated course must score on a pre-test at a minimum of 9th grade on at least two content areas (Reading, Language Arts, and Mathematics). FICAPS (EL Civics) Adults enrolled in the ELCATE course (must be assessed at levels high intermediate or advanced)   Eligibility requirements for FICAPS students are the same as those for students enrolled in adult education programs. 9

Target Population(s) - continued Eligible students are individuals who have attained 16 years of age, are not enrolled or required to be enrolled in secondary school under state law, and who fit the following guidelines: lack sufficient mastery of basic educational skills to enable the individuals to function effectively in society; do not have a secondary school diploma or its recognized equivalent, and have not achieved an equivalent level of education; or are unable to speak, read, or write the English language. 10

Eligible Provider Local Educational Agency (LEA) Community-Based Organization (CBO) or Faith-Based Organization Volunteer Literacy Organization Institution of Higher Education Public or Private Nonprofit Agency Library Public Housing Authority Nonprofit Institution Consortium or coalition of these listed organizations Partnership between an employer and entity of these listed organization 11

Adult Education and Family Literacy Act (AEFLA) 2016-2017 Funding Allocations Adult Education and Family Literacy Act (AEFLA) E.L. Civics Education $ 7,570,420 Adult General Education $31,595,601 Total $39,166,021 Funding is contingent upon approval by the US Dept. of Education. 12

Florida’s Integrated Career and Academic Preparation System Zelda Rogers Director Adult Education 850-245-9906

Plan, Design, Implement, Evaluation, Accountability FICAPS Partnerships Leadership team Student Support Services Recruitment of Students Braided Funding Contextualized Curriculum Team Teaching 14

Applicant Responsibilities Planning and Design Phase Implementation Phase Establish FICAPS advisory committee to develop a plan to include student recruitment, curriculum development and syllabus, program funding, and support services. Student Intake with WIOA data elements (see attachment) Collect Student Data information for NRS and WIOA purposes. Develop and maintain open curriculum and resources sharing. Enroll students in appropriate course and CTE program simultaneously Serve as demonstration site and share data and best practices at statewide meetings and conferences. Report student performance data enrolled in appropriate course for NRS and WIOA purposes Establish partnerships with career and technical facilities, business and industry, and other related organizations. Team teach with AGE or ESOL and CTE teachers. Convene meetings for adult education and career and technical teachers to collaborate, design, and plan the contextualized programs and integration of content. Develop a Final Comprehensive Work Plan Report (see attachment).  

Determining the Career Pathway Local program collaborate with CareerSource Local Workforce Development Board (http://careersourceflorida.com/your-local-team/) to identify targeted high growth industries that offer in- demand occupations with family-sustaining wages Add the career interests identified by your adult students. May choose to focus on multiple pathways May need to aggregate student selections to see which career pathway has the greatest amount of student interest. 15

FICAPS AGE and FICAPS EL CIVICS Goals To assist adult learners obtain postsecondary certificates and achieve gains more quickly than when they are enrolled in traditional adult education programs. To increase the number of students that earn their high school equivalency diploma or acquire English language proficiency and begin the pathway to earn credentials that have labor market value. 16

FICAPS AGE FICAPS (AGE) includes the following components: Concurrently enrolling students in the GED® integrated course (9900136) and a career and technical clock hour certificate program at school district technical centers/colleges and/or state colleges that are tied to high-growth high-wage industries, fields, or occupations as locally/regionally determined. 17

Initial Certificate and/or GED diploma GED®- Integrated Student must pre-test at GE 9.0 or above in two of subject areas (Reading, Mathematics, Language Arts) GED®-i CTE Course Initial Certificate and/or GED diploma 18

FICAPS EL CIVICS FICAPS EL Civics includes the following components: Concurrently enrolling students in the ELCATE course and a career and technical clock hour certificate program at school district technical centers/colleges and/or state colleges that are tied to high-growth high-wage industries, fields, or occupations as locally/regionally determined. 19

English Literacy for Career and Technical Education (ELCATE) To determine academic skills necessary for postsecondary success, student must pre-test at ABE functioning level high intermediate (GE 6.0-8.9) or above and be assessed at ESOL levels High Intermediate or Advanced for enrollment in ELCATE ELCATE CTE Course Initial Certificate 20

Basic Skills Exit Requirement for CTE Programs Adults who enroll in CTE programs that are 450 hours or more will be required to meet the Basic Skills Exit requirement in accordance with section. 1004.91, F.S. 21

FICAPS (AGE) Implementation Phase – Reporting Students NOTE: Eligible recipients awarded the FICAPS grant may use these funds to plan and design or implement their program. If students are enrolled during the 2016-2017 reporting year, the eligible recipient will be required to report student data using the GED®- integrated course (#9900136).   Students must be simultaneously enrolled in GED®- Integrated and a Career and Technical Education (CTE) program/course. 22

FICAPS (EL CIVICS) Implementation Phase – Reporting Students NOTE: Eligible recipients awarded the FICAPS grant may use these funds to plan and design or implement their program. If students are enrolled during the 2016-2017 reporting year, the eligible recipient will be required to report student data using the ELCATE course (#9900050). Students must be simultaneously enrolled in ELCATE and a Career and Technical Education (CTE) program/course. 23

FICAPS Workshop for Selected Applicants Experts in career pathways will share best practices and advice on building the FICAPS. Location and date to be determined after proposals selected. 24

Preparing and Submitting the Proposal Gloria Spradley-Brown Bureau Chief Grants Administration and Compliance 850-245-9053

Funding Process Application Due Date: August 5, 2016 Proposals will be scored using a web-based system by three independent, volunteer reviewers The three scores will be averaged A minimum score of 70 points out of 100 is required for an application to be considered Budget/Program Performance Period Date grant application approved - June 30, 2017 26

Preparing the Proposal Choose the correct RFP from the website: http://www.fldoe.org/academics/career-adult-edu/funding-opportunities/2016-2017-career-adult-edu-funding-opp.stml Read the entire RFP carefully and follow the instructions. Proposals must contain a series of forms and a narrative. Use the Checklist (last page of the RFP) to assure all required items are included and arranged in the proper order. 27

Preparing the Narrative Components Twenty page maximum for addressing Narrative Components (1-17) – excluding any required forms Any pages exceeding the 30 page Narrative Components maximum will not be included in the evaluation. Follow the Narrative Component response format: Font - Arial / Size – 12 Margin size  - 1” – both sides and top/bottom margins Double spaced Single-sided pages Complete the narrative using the same sequence presented in the Narrative Components section. 28

Preparing the Narrative Components - continued Project Summary CareerSource Local Workforce Development Board (LWDB) Alignment Past Effectiveness Serving Those Most in Need 4A. Performance Goals (Planning and Design Phase) 4B. Performance Goals (Implementation Phase) Instructional Practices Career Pathways – Program Design Professional Development 29

Preparing the Narrative Components - continued Staffing Partnerships Flexible Schedules Technology Accountability Management Information System 13A. Student Data Reporting (Implementation Phase) 13B. Data Collection Requirements (Implementation Phase) Evaluation 30

Preparing the Narrative Components - continued Support for Strategic Plan Dissemination Plan Budget Narrative Program Income, if applicable submit a written request with original grant 31

Submitting the Proposal Submit one application with the original Agency Head signature and seven identical copies of the original proposal. It is the submitting agency’s responsibility to ensure that all seven copies are identical to the original. Submit to: Office of Grants Management Florida Department of Education 325 West Gaines Street, Room 332, Unit B Tallahassee, FL 32399-0400 Attention: Sue Wilkinson 32

Conditions for Acceptance Substantially Approvable: Received within DOE no later than the close of business on the due date. Includes required forms: DOE 100A, Application Form bearing the original signature of the Superintendent for the school district or the agency head for other agencies. DOE 101S, Budget Narrative Form. All required forms must have the assigned TAPS Number included on the form. 33

Budget Narrative Form DOE 101S DOE 101S form is in addition to the required Budget Narrative Component #7 Expenditures must be: Directly tied to program goals Reasonable, allocable and allowable See Example Budget in RFP Line item descriptors – must indicate: for whom, what, why, where, quantity and when 34

Budget Narrative Form DOE 101S - continued Examples of budget items are: Salaries Professional/Technical Services Contractual Services (Signed contractual agreements needed) Equipment (must also provide Projected Equipment Purchases Form) Materials and Supplies Administrative Costs 35

Budget Narrative Form DOE 101S - continued Function Codes are only required for school districts. Object Codes (only one per line item) are for: School Districts Community Colleges Private Agencies: Agency Chart of Accounts 36

Budget Narrative Form DOE 101S - continued Federal Indirect and Administration Cost: In accordance with AEFLA, Section 233 (a-b): (a) In General.-- Subject to subsection (b), of the amount that is made available under this title to an eligible provider – (1) not less than 95 percent shall be expended for carrying out adult education an literacy activities; and (2) the remaining amount, not to exceed 5 percent, shall be used for planning, administration (including carrying out the requirements of section 116), professional development, and the activities described in paragraphs (3) and (5) of section 232. (b) Special Rule. -- In cases where the cost limits described in subsection (a) are too restrictive to allow for the activities described in subsection (a)(2), the eligible provider shall negotiate with the eligible agency in order to determine an adequate level of funds to be used for non-instructional purposes. Agencies interested in pursuing the Special Rules should access the required form on the Division of Career and Adult Education’s website: http://www.fldoe.org/academics/career-adult-edu/funding-opportunities 37

Contractual Service Agreements The RFP contains a Contractual Service Agreements section for subcontracting services to another entity (sub-recipient). The applicant is solely responsible for all programmatic, reporting and fiscal management of the project and ensuring that sub-recipients who provide instructional services accurately report all required data for the NRS. Additional resource information: State of Florida Contract and Grant User Guide (pages 11 and 12 for a checklist). http://www.myfloridacfo.com/aadir/docs/ContractandGrantManagementUserGuide.pdf 39

Funded Projects Project Award Notification, DOE 200, will outline the method of reimbursement requirements. Agencies will be reimbursed via one of the following methods: FLAGS – FDOE’s Florida Grants System Reimbursement with Performance (must invoice) 40

Funded Projects Financial Reports DOE 499 Adult Education: interim and final reports and invoices June 30, 2017: last day to encumber funds August 20, 2017: final fiscal Report (DOE 499) with original signature to DOE Comptroller’s Office 41

Risk Analysis Every agency must complete a Risk Analysis form effective July 1, 2015. The appropriate DOE 610 or DOE 620 form will be required and approval must be obtained from FDOE prior to a project award being issued. School Districts, State Colleges, and State Universities must submit the DOE 610 form. Governmental and Non-Governmental Entities must submit the DOE 620 form and all required attachments each fiscal year. The Grants Fiscal Management Training and Assessment must be completed annually, can be found here https://app1.fldoe.org/grants/trainingMaterials/Default.aspx 42

Funded Community Based Organizations (CBO’s) The following are required: List of current board of directors and articles of incorporation Copy of current operating budget Copy of current audit report-if available Copy of Chart of Accounts General Terms, Assurances and Conditions for Participation in federal and state programs Proof of eligibility to operate a business in Florida (signed document from Florida Secretary of State) 43

Equipment Purchases The Uniform Guidance document provides all of the required definitions in the following sections: 200.12 Capital Assets, 200:13 Capital Expenditures, 200.20 Acquisition Cost, 200.33 Equipment, 200.48 General Purpose Equipment, 200.58 Information Technology Systems, 200.89 Special Purpose Equipment, and 200.94 Supplies. Post Federal Award Requirements Standards for Financial and Program Management, 200.313 and General Provisions for Selected Items of Cost 200.439. 44

Quality Assurance Tools and Resources Adult Education and Family Literacy http://www2.ed.gov/about/offices/list/ovae/pi/AdultEd/index.html Quality Assurance Policies, Procedures, and Protocols http://www.fldoe.org/academics/career-adult-edu/compliance/index.stml U.S. Office of Management and Budget (OMB) Circulars http://www.whitehouse.gov/omb/circulars/ 45

Quality Assurance Tools and Resources - continued A-133 Compliance Supplement http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2012 Florida Department of Education “Green Book” http://www.fldoe.org/grants/greenbook/ Education Department General Administrative Requirements (EDGAR) http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html Grant Award - Terms, Conditions, and Assurances www.fldoe.org/core/fileparse.php/5625/urlt/0076977-secd.doc 46

Online Survey and Reviewer Registration Josué Colorado Program Specialist Grants Administration 850-245-55011 Josue.Colorado@fldoe.org

Online Survey and Reviewer Registration Survey for this webinar - Please take a few minutes to give us your feedback via this survey: https://floridadepartmentofeducation.formstack.com/forms/ficapswebinarsurvey Reviewer registration for this competition year - Your opportunity to review and score grants http://data.fldoe.org/register/wfgrantsCR/ 48

Participants’ Questions 49

Gloria Spradley-Brown, Chief Bureau of Grants Administration and Compliance Gloria.Spradley@fldoe.org Zelda Rogers, Director Adult Education Zelda.Rogers@fldoe.org Josué Colorado, Program Specialist Grants Administration Josue.Colorado@fldoe.org