2017-2018 CTE Federal Program Monitoring Review Process Virginia Department of Education Office of Career, Technical, and Adult Education

CTE Federal Program Monitoring Agenda CTE Federal Program Monitoring Review Process Purpose Steps Before the On-site Visit Scope of the On-Site Visit Steps After the On-site Visit 2

Purpose of CTE Federal Program Monitoring Review Fulfill VDOE’s obligation to the U.S. Department of Education’s to ensure that school divisions are meeting the Carl D. Perkins Career and Technical Education Act of 2006 (Perkins IV) requirements of Section 134 Assess school divisions’ compliance with state and federal laws, regulations, and standards, including: Virginia Administrative Code (8 VAC 20-120) Perkins IV Provide technical assistance to school divisions to work toward and/or maintain compliance

CTE Federal Program Monitoring Review Process CTE Federal Program Monitoring Self-Assessment Targeting Plan Selection Letters Request for Information VDOE Desk Audit On-Site Visit Report of Findings Findings of noncompliance Recommendations for improvement (suggested strategies to improve a division’s CTE program) Corrective Action Plan for items of noncompliance Monitor Letter of Closure

The Steps BEFORE the CTE Federal Program Monitoring On-site Visit Targeting Plan- The school divisions are targeted on a six-year cyclical schedule with approximately 22 school divisions ranked per year CTE Federal Program Monitoring Self-Assessment- Due with submission of the school division’s local plan as indicated in the six-year cyclical schedule Selection Letters- Sent to the seven top-ranked school divisions per year identified by targeting plan Request for Information- Information needed prior to on-site review to expedite process

Scope of On-site Visit VDOE CTE team reviews data; interviews administrators, counselors, teachers, and students; and, conducts walk-throughs of the schools to determine the compliance with the CTE standards in the following categories: CTE Financial Report CTE Management System CTE Reporting System CTE Advisory Committee Competency Based Education Career and Technical Student Organizations Work-Based Learning Equipment Safety Standards of Quality and Standards of Accreditation 6

CTE Financial Report Eight standards such as: Inventory maintained of equipment purchased with federal and state funds Equipment purchased with state and federal funds is limited to equipment included on the approved list for CTE programs Federal funds are used to supplement, not supplant, state or local funds designed for CTE EXAMPLE OF A RECOMMENDATION: Develop a timely Federal Perkins allocation expenditure and reimbursement process throughout the school year, to effectively spend the full 100% of the division’s Perkins allotment

CTE Management System 32 standards such as: Submission and VDOE approval of a local Perkins plan and budget application CTE programs offered must match an approved sequence of courses in the CTE APG CTE services, programs, and activities reflect area labor market needs and student interest Equal opportunities in CTE programs are provided without discrimination Students in special populations are provided appropriate supplementary aides and services Career guidance and academic counseling are provided to students including linkages to future education and training opportunities EXAMPLE OF A FINDING OF NONCOMPLIANCE: Failure to submit a new course application, when required

CTE Reporting System Two standards: Data on CTE enrollments and completions CTE classroom enrollment adheres to maximum class size as specified in the Career and Technical Education Reporting System (CTERS)

CTE Advisory Committee Four standards such as: CTE advisory committee assisted the local division in developing the current improvement plan, projections for CTE, the annual Perkins plan, budget for CTE funds, and the evaluation of CTE programs CTE advisory committee advised the local division on the relevance of programs and/or courses offered in meeting current employment needs

Competency Based Education Five standards: Identifies and uses Virginia’s career and technical education essential competencies Provides students with the specified course competencies prior to instruction Uses measures of successful performance to evaluate achievement of competencies Uses a system for rating and documenting the competency performance of each student Addresses competencies of all aspects of industry and workplace readiness skills EXAMPLE OF A RECOMMENDATION: Use a single, centralized method of recording and maintaining student competency records such as Virginia’s CanDo Competency-Tracking online system offered through the CTE Resource Center

Career and Technical Student Organizations (CTSOs) Two standards: Students are provided the opportunity to participate in CTSO activities regardless of whether or not they are paid members of the organization Co-curricular instructional activities related to respective CTE student organizations are an integral part of each CTE instructional program

Work-Based Learning Five standards such as: A written training plan has been developed for and followed by each student enrolled in program using the cooperative education method of instruction A written training agreement has been prepared and signed by the teacher/coordinator, school administrator, parent(s)/guardian, cooperative student, and employer EXAMPLE OF A RECOMMENDATION: Provide opportunities such as job shadowing, mentoring, and apprenticeships for all students to explore and gain real world experience that can lead to high-demand, high-skill, or high-wage careers

Equipment One standard: Equipment is retained in the program or project for which it was purchased

Safety Three standards: Each student and the teacher has access to his/her own approved eye protection devices, or a working sanitizing cabinet or other sanitizing method is in place All students and the teacher are wearing approved eye protection devices where appropriate Health and safety standards that are applicable to the operation of that program are an integral part of program instruction EXAMPLES OF FINDINGS OF NONCOMPLIANCE can include (but are not limited to) the absence of required equipment guards, first aid kits, hair nets, clearly marked safety zones, MSDS (material safety data sheet), or posted safety signs

Standards of Quality & Standards of Accreditation Eight standards such as: A minimum of 11 courses in CTE are offered in each secondary school Instruction in career and technical exploration is provided in each middle school At least three career and technical programs that prepare students as career and technical completers are provided Courses are taught by a teacher with proper licenses and endorsements Both academic and career and technical preparations are offered to students who plan to continue their education beyond secondary school or who plan to enter employment EXAMPLE OF A FINDING OF NONCOMPLIANCE: “Automotive program is not in regulatory compliance and must immediately comply with regulatory requirements or be discontinued until the program is in regulatory compliance.”

The Steps AFTER the CTE Federal Program Monitoring On-site Review Report of Findings- Report provided to the school division within 45-60 days of on-site visit detailing: Findings of noncompliance Suggested Improvement Strategies- Recommendations to improve the school division’s CTE program Corrective Action Plan- Plan detailing the school division’s actions to remedy noncompliance issues Monitor- State-level follow-up with the school division to ensure completion of the corrective action plan Letter of Closure – Letter sent to the school division after evidence is provided that findings of noncompliance have been corrected

Questions about the CTE Federal Program Monitoring Review Process Please send questions to Kelly Davis at: CTE@doe.virginia.gov

Contacts William A. Hatch, J.D. Kelly C. Davis Coordinator Specialist Lolita B. Hall George R. Willcox Director Associate Director 804-255-2051 804-225-2052 CTE@doe.virginia.gov CTE@doe.virginia.gov William A. Hatch, J.D. Kelly C. Davis Coordinator Specialist 804-225-3077 804-255-2115 CTE Website: http://www.doe.virginia.gov/instruction/career_technical/index.shtml 19

Next Video Streaming Training Session Announcements Session 7: CTE Civil Rights Review Process September 7, 2017 20

CTE Federal Program Monitoring Review Please Send Questions Regarding the CTE Federal Program Monitoring Review Process to Kelly Davis at: CTE@doe.virginia.gov Wrap Up: Archived Sessions are available on the VDOE website on the Professional Development Page Session Evaluation link: https://www.surveymonkey.com/r/5JS7MHM Thank you for joining us! 21