CTE Director Webinar Agenda 1.Middle school Program Approval Requirements and process 2.Perkins Funding Update 3.Perkins Local Plan Revisions 4.CTA Audit Findings and how to avoid them 5.CTE credentials: Who needs what and how to make sure they have it!

Webinar Tips Audio –You can either listen to the audio of this webinar through your computer speakers or via your phone Ask Questions via “Chat”

Middle School Program Approvals Middle School Programs will only be eligible for CTA reimbursement funding and are not eligible for direct program support through each Local Education Agency’s Perkins local plan. Institutions may continue to utilize Perkins funds for eligible activities for middle school students.

Middle School Program Approvals Programs may begin as early as 6 th grade when located in the same building as and built in conjunction with 7 th and 8 th grade course options. Students must have access to at a minimum one (1) appropriate Plan of Study for continuation of the pathway(s) in a high school within the district.

Middle School Program Approvals Must include ICAP development Shared Advisory Committee with High School Program Enrollment data required

Middle School Program Approvals Pilot Year Implementation: –From May 1, 2011 through June 30, 2012, each district may submit up to two middle school program approvals for review and approval as a pilot project with approval granted until June 30, By June 30, 2011 CCCS will convene a Middle School CTE Taskforce

Final Form will be available by May 1, 2011 Posted on website and ed to CTE Directors Includes provision for Combined Programs

Perkins Funding Decrease in funds for allocation to recipients: –$1.2 million in tech prep –$510,000 in basic grant –$1.7 million total (12-15% decrease) OVAE to provide final numbers within 30 days

Perkins Notes Lorrie Toni, Perkins Director

DEADLINE MAY 1, 2011 – LOCAL PLAN REVISIONS

TRAVEL – OBLIGATED WHEN TAKEN Travel taken after July 1 – next fiscal year costs

TRAVEL – OBLIGATED WHEN TAKEN Travel taken after July 1 – next fiscal year costs

REGISTRATION – OBLIGATED WHEN PAID Registration is a “Travel” spending category If paid by , can use current fiscal year funds.

REGISTRATION – OBLIGATED WHEN PAID Registration is a “Travel” spending category If paid by , can use current fiscal year funds.

SINCE REGISTRATION IS TRAVEL To fund registration for some future out-of-state travel, must have an action step for registration only, WITH DETAILS

TRAVEL – OBLIGATED WHEN TAKEN Remember – To fund travel, must submit plan PRIOR TO departure

TRAVEL – OBLIGATED WHEN TAKEN Remember – To fund out-of-state travel, must submit plan WITH DETAILS prior to departure

BUT AIRFARE IS CHEAPER IF PURCHASED EARLY To fund airfare for some future out-of-state travel, must charge to general fund; journal entry to Perkins after July 1 and after new plan submitted

LOCAL PLAN PLANNING FOR UNKNOWN BUDGET Be strategic Plan too much Prioritize action steps Use action step template

TWO LIPS New Plan – LIP page –2 years previous data – disaggregated January – LIP page additions – 1 year previous – institution only

PERKINS TRAINING One on one At your site Help write your plan

PERKINS TRAINING CALL NOW FOR ONSITE ASSISTANCE -- LET’S GET PLANS SUBMITTED EARLY!

PERKINS TRAINING Lorrie Toni,

C OMMON CTA A UDIT F INDINGS AND HOW TO AVOID THEM

CTA A UDIT O VERVIEW 32 audits completed in 2010 Invoices are sent in October after the audit is complete If money is owed to a district the pool of funds available is the money collected from districts that owe back money based on their audit If there is less money available for audit payments then payment will be prorated based on funds available in that year

D ISTRICT SELECTION PROCESS All districts that have approved secondary programs are on an approximate audit cycle of every 5 years Audited districts are selected based on the cycle and assessment of risk Amount of money received Timeliness of report submission and response Accuracy of report submission

F INDINGS AND HOW TO AVOID THEM Costs and FTE reported were not for approved programs – or courses claimed were not part of the approved program Double check program approvals Only courses listed on program approvals should be reported Program approvals amended and approved by June 30 are effective retroactive to the beginning of the fiscal year

F INDINGS AND HOW TO AVOID THEM Instructional costs were misstated Use the lesser: contractual base salary OR amount actually paid for work during the reporting period (services rendered during 7-1 through 6-30 regardless of when the actual pay is awarded) Pull both values and claim whichever is LESS Extra duty pay is overstated Maintain documentation for the extra-duty pay Pay should only be claimed in one program (the program it’s for) even when instructors teach in multiple programs

F INDINGS AND HOW TO AVOID THEM Instructor did not have a valid CTE credential Check your program CIP code ool Check the credential required for your program the hyperlink in the first paragraph Double check instructor credentials h.jsp If someone doesn’t hold the credential you need – don’t claim them on the CTA report

F INDINGS AND HOW TO AVOID THEM FTE misstated; classes reported on days/hours they didn’t occur; inaccurate student count; courses omitted; students omitted FTE and costs must be consistent with district supporting schedules Classes used to determine CTE percent should be the same classes for which enrollment is reported All students enrolled in an approved course must be included If different high schools have different hours required for a credit, document that and report appropriately Class rosters should reflect enrollment numbers and credit values identical to what you report

F INDINGS AND HOW TO AVOID THEM District does not have a process in place to verify programs at contracted school are approved and instructors are credentialed Keep records of your contract Include copies of program approvals and credentials for faculty as part of the contract process Data entry errors – deleted formulas; changed formulas; overridden cells Double check your work Open a new worksheet every time you start an entry for a new school, program, or instructor

F INDINGS AND HOW TO AVOID THEM Costs misstated for books and supplies – items can’t be supported as being for CTE purposes; items are not identified on GL; documentation not retained to support all Books and Other expenses; items not purchased in the reporting year Print out your GL when preparing the CTA report; highlight items that are being claimed as Books & Other. Keep the highlighted GL with your report materials. What you report in each program should be a sum of transactions that can be supported in the GL as well as by invoice.

Credentialing 101

Check the program approval login.jsp Select link to the “reporting page” Select “all programs for a district” Select your district and hit “run” Find the program you are teaching in and make note of the CIP ID (six digit code)

Which credential is required for the program? htm In the first paragraph click on the hyperlink that reads: “Click here”. In the excel file that opens search for the CIP code of the program you are interested in Read across that line to find the appropriate credential for that program

Do you hold the credential you need? earch/DOBSearch.jsp Enter your social security number and birthday Under the “endorsement” column is the CTE prefix with the appropriate credential name listed? If so, you hold the credential, if not you do not.

Need to add an endorsement/credential? linfo.htm#10 Click on the hyperlink for the credential you are interested in Read through the requirements; make sure to read the whole document. There are initial and professional requirements – for your first credential you only need to meet the initial requirements.

Complete an application ure_CTEApp.asp Find the “Initial CTE Application” and select “Request Application” Complete the application. Make sure to fill out all sections completely even if it duplicates information you have previously submitted to CDE.

Helpful hints Make sure to submit all required documents: transcripts, verified occupational experience, and signatures. If your occupational experience is obscure, explain it. “Sales” tells us very little. “Sales and customer service for a tractor and machining distributor” is much more informative. Don’t make the evaluator guess what your job was.

Problem areas Look at the evaluation sheet to see if you are going to qualify for the CTE credential – if you do not qualify you should take missing coursework or gain experience before you submit an application. Verification of Teaching Experience School Administrator or HR Director must sign the form Occupational experience Must included the dates you were employed Must include the number of hours worked List the duties as they relate to the CTE credential Self-employment needs to documented by tax forms or letters from customers Transcripts, submit copies with EVERY application CDE no longer has access to historical files

Questions? Please submit your questions using the chat feature.

Thank you! Next Webinar – CACTA Task Force November 18 th Noon -2 pm Recorded webinar will be available online. Power Point and other resources will be ed to you shortly. Please complete the survey that will appear as you exit the webinar!