CTE Financial Information for Administrators 0

Agenda School Year 2014 – 2015 Federal Perkins Funds State CTE Funds Master Schedule Collection – SEDF Data Submission and Verification Perkins IV Performance Measures 1

CTE Programs – Funding Sources Local School Division Funds State CTE Funds Federal Perkins Funds 2

CTE FEDERAL FUNDING Carl D. Perkins Career and Technical Education Act of 2006 SY Title I Federal Funds $23,634,248 Grant Award Overall 1.69 percent funding increase ($387,234) from SY

Perkins Title I Federal Funding Formula 85 percent for Local Programs (Secondary and Postsecondary Education) 10 percent for State Leadership Activities 5 percent for State Administration 4

Perkins Title I Allocation of Local Program Funds 85 percent for Secondary Education (Virginia Public School Divisions) 15 percent for Postsecondary Education (Virginia Community Colleges) 5

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 School division allocations based on: Number of Individuals Ages 5 – 17 who reside in the school district: Source - National Center for Education Statistics Common Core Data SY Number of Individuals Ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau Income Year 2012 Poverty Data 6

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 School Division Funds Allocation Formula: 30 percent funding based on the number of 5 to 17-year- olds who reside in the school district 70 percent funding based on the number of 5 to 17-year- olds in families below the poverty line, based on data collected under the Elementary and Secondary Education Act (ESEA) of 1965, compared to the total number of such individuals who reside in the school district 7

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 SUPTS. MEMO NO , dated March 28, 2014 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2014 through June 30, 2015 $ 17,075, Secondary Education Programs funding for School Divisions $279, funding increase from SY

CTE Federal Perkins Act Funds Title I: July 1, 2014 – June 30, 2015 SY Perkins Secondary Program Funds Online Management of Education Grant Awards (OMEGA) System Initial 29.6 percent Yearly Allocation loaded in OMEGA under Object Code 0000 – Default on July 1, 2014 Remaining 70.4 percent Yearly Allocation will be loaded in OMEGA under Object Code 0000 – Default after October 1,

Online Management of Education Grant Awards (OMEGA) System Perkins Federal Grant Award Funds Transactions: Approved Local Plan and CTEMS Schedules 17 and 18 – Administration and Budget Summary Worksheet (by Object Code Amounts) SY Perkins CTE Secondary Programs Total Allocation Amount from VDOE Supt’s Memo No , dated March 28, 2014 loaded in OMEGA. Approved OMEGA Budget Transfer – Object Code Amounts (based on Career and Technical Education Management System (CTEMS) Schedule 18) 10

Online Management of Education Grant Awards (OMEGA) System SY Initial OMEGA Budget Transfer Request Options: Prior to October 1, 2014: 29.6 Percent funding allocation EQUALLY distributed to each budgeted Object Code in approved Local Plan Percent funding allocation selectively TARGETED to one or more Object Code(s) in approved Local Plan. After October 1, 2014: 100 Percent funding allocation distributed by Object Codes amounts based on approved Local Plan (CTEMS Schedule 18 – Administration and Budget Summary Worksheet) 11

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Expenditure Requirements for Perkins Secondary Program Funds: Must have an Approved Local Plan and Budget Must be Actual SY 2014–2015 Expenditures Must be Encumbered by June 30, 2015 Must be Appropriate Use of Federal Funds to Improve Career and Technical Education Programs 12

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Federal Perkins funds cannot be spent for: capital improvements, upgrades or improvements to physical structures, buildings, classrooms, laboratories, etc.; used, reconditioned or repaired equipment; equipment repairs or to purchase repair parts; 13

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Federal Perkins funds cannot be spent for: (cont.) installation of equipment unless installation is included in the original purchase price; and materials, supplies and/or commodities that are consumed or materially altered when used (i.e., welding gases, paints, lumber, sheet metal, batteries, solvents, etc.). 14

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Federal Perkins funds can be spent for purchasing: new equipment; classroom reference set of textbooks; computer and software upgrades; and rechargeable batteries if part of the original purchase of equipment (i.e., digital camera, portable drill, etc.). 15

CTE Federal Perkins Act Funds Title I Equipment Expenditures Equipment is defined as any instrument, machine, apparatus, or set of articles that meets all of the following criteria: retains its original shape, appearance, and character with use; does not lose its identity through fabrication or incorporation into a different or more complex unit or substance; is non-expendable; 16

CTE Federal Perkins Act Funds – Title I Equipment Expenditures Equipment Criteria (cont.) under normal use, it can be expected to serve its principle purpose for at least one year; and excludes supplies and materials as defined by the Virginia Department of Planning and Budget’s Expenditure Structure, Part II.A 13-XX, Supplies and Materials, June Source: (Pages 12-15) 17

CTE Federal Perkins Act Funds – Title I Equipment Expenditures Equipment Criteria (cont.) Equipment purchased must be listed in the current state edition - Recommended Equipment Approved for Career and Technical Education Programs. Source: 18

CTE Federal Perkins Act Funds Title I School Year: July 1, 2014 – June 30, 2015 Federal Perkins SY funds cannot be carried over to next school year. Reimbursement requests must be submitted by September 30, Unspent funds will result in forfeiture of remaining allocated Perkins funds. Unclaimed Perkins funds will be reallocated for unpaid Industry Certification reimbursements. 19

Online Management of Education Grant Awards (OMEGA) System Accessed through VDOE Web site – Single Sign-on for Web Systems (SSWS): Secure Portal access to VDOE data processes, reports, and applications School Division SSWS Account Manager issues Authorized Access OMEGA access issued by VDOE OMEGA User Permission Form OP1 20

OMEGA Budget and Reimbursement Requests Submission and Approval Levels Local School Division: Level 0: Create and Submit (required) Level 1 and Level 2: Local Option Level 3: Superintendent’s Approval & Submission to VDOE-CTE (required) Career and Technical Education: Level 5: Accountability Coordinator Review and Approval Level 5: Grant Administrator Review (based on CTEMS Schedule 18) and Approval Level 6: Director Review, Approval and Submission to VDOE- Accounting 21

OMEGA Budget and Reimbursement Requests Submission and Approval Levels Budget Transfer Request VDOE - Accounting: – Level 7: Federal Program Financial Specialist Review and Approval of Budget Transfer – OMEGA: Transfers Budget Funds to Object Codes Expenditure Accounts 22

OMEGA Budget and Reimbursement Requests Submission and Approval Levels Reimbursement Request VDOE – Accounting: – Level 7: Federal Program Financial Specialist Review and Approval for Payment – OMEGA: Transfer of Payments to Department of Accounts – Weekly Department of Accounts – Electronic Funds Transfer (EFT): Weekly – County/City Finance Department 23

CTE Federal Perkins Act Funds Title I School Year: July 1, 2013 – June 30, 2014 REMINDER: Federal Perkins SY funds cannot be carried over to next school year. Final reimbursement requests for SY must be submitted by deadline of September 30, Unspent funds will result in forfeiture of remaining allocated funds. Unclaimed funds will be reallocated for unpaid Industry Certification reimbursements. 24

CTE STATE FUNDING CTE Equipment Industry Certification Exams for Students Workplace Readiness Skills for the Commonwealth Examinations Occupational Preparation and Adult Education Program Entitlements 25

CTE State Equipment Allocations SUPTS. MEMO NO , dated August 1, 2014 SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year – $1,800,000 State Lottery Funding – School Division and Regional Technical Center Allocations $2,000 Floor Allocation Enrollment-Based Allocation $3.18 per CTE Student enrollment 26

CTE State Equipment Allocations percent reimbursement of equipment expenditures, not to exceed approved allocation amount Source: State Approved Recommended Equipment List for Career and Technical Education Programs

CTE State Equipment Allocations 28 State equipment funds must be used: first (100%) before requesting any Perkins federal funds reimbursements for equipment. to supplement, not supplant, any funds currently provided within the locality. Equipment purchased with state funds cannot also be claimed on Perkins federal funds reimbursement requests.

CTE State Equipment Allocations 29 Equipment purchases may be split between state and federal funds. Reimbursement request forms must be submitted by Friday - June 5, Request forms must have the division superintendent’s original signature.

CTE State Industry Certification SUPTS. MEMO NO , dated August 1, 2014 SUBJECT: CTE Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2014 and School Year – $1,331,464 FY 2015 State Lottery Funding – Same State Funding Level as FY 2014 – $2.327 per CTE student enrollment 30

CTE State Industry Certification Funding for Student Credentialing Industry Certification Examinations (including WRS) Licensure Tests Occupational Competency Assessments (such as NOCTI) Certification Site Licenses Must be approved by the Board of Education for student-selected verified credit option 31

CTE State Industry Certification Site testing licenses and certification examinations provided at no cost under the Microsoft IT Academy Certification Program: Cannot be claimed for CTE State Industry Certification Examinations reimbursement. Cannot be claimed for Federal Perkins program reimbursement. 32

CTE State Industry Certification Must be submitted on CTE State Industry Certification Reimbursement Request Form. State funds must be used first (100%) before requesting any Perkins federal funds for industry certification reimbursements. Reimbursement request form must be submitted by Friday - June 5, Request form must have the division superintendent’s original signature. 33

CTE State Industry Certification Funding Reimbursement for Industry Certification Examinations will be available for the following periods: June 2014: Industry Certification Exams – Reimbursement Request Submission: October 31, 2014 July May 2015: Industry Certification Exams – Reimbursement Request Submission: June 5, 2015 Note: 100 percent reimbursement of exam costs not to exceed allocation amount. 34

Workplace Readiness Skills for the Commonwealth Examinations SUPTS. MEMO NO , dated August 1, 2014 SUBJECT: State Allocation for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Assessments and Reimbursement Request Forms for June 2014 and School Year (SY) $308,655 FY 2015 State Funding - Same State Funding Level as FY

Workplace Readiness Skills for the Commonwealth Examinations Funding for Workplace Readiness Skills for the Commonwealth and/or Other Industry Certification Provide support grants to the school divisions for standard diploma graduates. May be used for any Board-approved industry certification preparation and testing. Funding allocation based on school year enrollment data for students in secondary CTE courses. Initial Allocation - $ per CTE Student 36

Workplace Readiness Skills for the Commonwealth Examinations Must be submitted on CTE Workplace Readiness Skills for the Commonwealth Exams and/or other industry certifications Reimbursement Request Form. After both of the state allocations have been expended, school divisions and centers may request reimbursement for industry certifications from their federal Perkins funds allocation. Reimbursement request form must be submitted by Friday - June 5, Request form must have the division superintendent’s original signature. 37

Workplace Readiness Skills for the Commonwealth Examinations Funding Reimbursement for Workplace Readiness Skills for the Commonwealth Examinations will be available for the following periods: June 2014: Workplace Readiness Skills for the Commonwealth Exams – Reimbursement Request Submission: October 31, 2014 July May 2015: Workplace Readiness Skills for the Commonwealth Exams – Reimbursement Request Submission: June 5, 2015 Note: 100% reimbursement of exam costs not to exceed allocation amount. 38

State Payments for Fiscal Year 2014 State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other industry certification will be paid fully on the state semi-monthly payment schedule. State Lottery funds payments for State Equipment and Industry Certification Exams reimbursement requests will be posted for payment after January 2,

Workplace Readiness Skills and Industry Certification Examinations RECOMMENDED REIMBURSEMENT REQUEST ACTIONS 1.Ensure all expenditures are for only those Industry Certification Examinations, Licensure Tests and Occupational Competency Assessments that have been approved by the Board of Education for the student-selected verified credit option. 2.Use the specific Name of the examination, credential and/or License as listed on the Board of Education approved list on all reimbursement request forms. 40

Workplace Readiness Skills and Industry Certification Examinations 1.Submit your initial Workplace Readiness Skills and/or Other Industry Certification Examinations for your total SY allocation amount on the reimbursement request form. 2.Submit your initial Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments for your total SY allocation amount on the reimbursement request form. 3.Submit any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY allocation amount on a separate Industry Certification Examinations reimbursement request form. 41

Workplace Readiness Skills and Industry Certification Examinations Any additional Workplace Readiness Skills and Other Industry Certification Examinations over your SY allocation amounts will be held for payment processing until June 8, On June 8, 2015, unclaimed state allocated credentialing funds will be reallocated to school divisions and regional technical centers that have submitted additional reimbursement request for Workplace Readiness Skills and Industry Certification Examinations. 42

CTE State Program Entitlements SUPTS. MEMO NO , dated June 20, 2014 SUBJECT: Fiscal Year 2014 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds) $5,812,834 – Occupational Preparation $2,157,283 – Adult Education 43

CTE State Program Entitlements State funding provided for operation, improvement, and expansion of CTE for occupational preparation and adult education programs to support: Principals and assistant principals of CTE centers where at least 50 percent of their time is spent in CTE program administration or supervision; Extended contracts of instructors for activities related to the coordination, development, or improvement of CTE programs; and Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement. 44

CTE State Program Entitlements Based on actual expenditures reported by school divisions and regional centers for the prior school year on the CTE Financial Report (CTEFR) SY Occupational Preparation Expenditures – 46.39% Reimbursement SY Adult Education Expenditures – 46.39% Reimbursement 45

CTE Financial Report (CTEFR) via - SSWS SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2014 (School Year ) CTEFR data submission has been transferred to a VDOE Single Sign-On for Web Systems (SSWS) report application for the CTEFR actual expenditures by school divisions and regional technical centers for school year (SY ): – Occupational Preparation Expenditures – State and Local Funds – Adult Education Expenditures – State and Local Funds CTEFR on-line SSWS report application has the same format and data entry requirements as the CTEFR spreadsheet file. NOTE: Supts Memo expected to be posted in mid-October

Online Management of Education Grant Awards (OMEGA) Support Help and Tips 47

OMEGA Support Help Tips A.On your OMEGA submission page, if you click on “OMEGA Support,” (red arrow above) you will be able to send an message directly to the OMEGA support specialist at the Virginia Department of Education. 48 OMEGA and Budget Tips

B.If you click on “Help” (red arrow above), you will be directed to the OMEGA Web page (see excerpt below) on which the first paragraph provides a link to the User’s Guide. The guide is very helpful with screen shots and step-by-step directions. BUDGET & GRANTS MANAGEMENT ONLINE MANAGEMENT OF EDUCATION GRANT AWARDS (OMEGA) OMEGA – VDOE’s automated grant application and reimbursement system – eliminates paper submissions associated with grant applications and reimbursement requests. As explained in the User's Guide (PDF), OMEGA enables grant recipients to...User's Guide 49 OMEGA User’s Guide

CTE FEDERAL FUNDING REVIEW Carl D. Perkins Career and Technical Education Act of 2006 SY Federal Title I Funds SUPTS. MEMO NO , Dated March 28, 2014 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2014 through June 30,

CTE STATE FUNDING REVIEW CTE Equipment Industry Certification Exams for Students Workplace Readiness for the Commonwealth Examinations Occupational Preparation and Adult Education Program Entitlements 51

Announcements: SEDF/Master Schedule Collection October 1 – School divisions are to report the enrollment counts for all approved Career and Technical Education (CTE) semester and yearlong classes in the Master Schedule Collection (MSC). October 15 – The collection window for the MSC data entry for the Secondary Enrollment Demographic Form (SEDF) is scheduled to open. January 30 – The SEDF report is due to the Virginia Department of Education in the Single Sign-on for Web Systems (SSWS). If you have questions, contact Mark Burnet, data specialist, Office of Career and Technical Education Services at or

Announcement: Perkins IV State Negotiated Levels of Performance for CTE Directors Memo No : Based on Virginia’s recent approved flexibility under the Elementary and Secondary Education Act of 1965 as amended (ESEA) by the U.S. Department of Education, the Perkins IV Final Agreed Upon Performance Levels (FAUPL) for two indicators of performance under ESEA: academic attainment in reading/language arts (1S1); and academic attainment in mathematics (1S2) have been adjusted. These adjustments are based on Virginia’s Annual Measurable Objectives (AMO) for all students. 53

Perkins IV State Negotiated Levels of Performance for (cont.) 54 Core Indicator Code Core Indicator of Performance State Negotiated Level of Performance Data Collection Source 1S1 Academic Attainment English: Reading69.00%  End-of-Course (EOC) Standard of Learning Test Scores 1S2 Academic Attainment Mathematics (Highest level)66.00%  End-of-Course (EOC) Standard of Learning Test Scores * Based on Virginia’s Annual Measurable Objectives (AMO) for all students under the ESEA Act, flexibility waivers were granted by USDOE in March Reading – Calculated based on results of the new statewide reading assessments administered for the first time during the school year. Mathematics – Calculated in fall 2012 based on results of new statewide mathematics assessments administered for the first time during the school year. In July 2014, USDOE approved the extension of Virginia’s ESEA flexibility waiver based on revised methodology

Perkins IV State Negotiated Levels of Performance for (cont.) 55 2S1 Technical Skills Attainment A. Student Competency Rate 87.00%  Final Completer Demographics Report (CDR)  Career and Technical Education Credential Collection (CTECC) B. Completers Participating in Credentialing Tests58.00% C. Test Takers (Completers) Passing Credentialing Tests 77.00% D. Completers Passing Credentialing Tests38.00% E. Completers who passed a credentialing test plus Completers who earned an Advanced Studies Diploma and did not pass a credentialing test 46.00% Information Indicator–Completers who earned an Advanced Studies Diploma and passed a credentialing test Not Applicable

Perkins IV State Negotiated Levels of Performance for (cont.) 56 3S1Secondary Program Completion Rate93.00%  Final Completer Demographics Report (CDR)  End-of-Year Student Record Collection Drop-out Report 4S1Graduation Rate89.00%  Final Completer Demographics Report (CDR) 5S1 Transition Rate from Secondary School to Postsecondary Education, Employment or Military 91.00%  CTE Follow-Up Survey of Program Completers Program Completer Survey Response Rate 75.00%  CTE Follow-Up Survey of Program Completers

Perkins IV State Negotiated Levels of Performance for (cont.) 57 6S1 Nontraditional Career Preparation Enrollment 29.00%  Secondary Enrollment Demographics Form (SEDF) 6S2 Nontraditional Career Preparation Completion 25.50%  Final Completer Demographics Report (CDR)

Announcements/Updates 58 Substantial Approvable Perkins Plan Key CTE Reporting Dates VACTEA Conference – September ACTE Region II Conference – September School Counselors Workshops (NOVA) – October 15 Next Video Streaming Session – October 16: Selecting Industry Certification Examinations Note: Please complete the evaluation of this professional/technical update video streaming session.

Contact Information 59 George R. Willcox, Coordinator Planning, Administration & Accountability Office of Career and Technical Education W. Terry Dougherty, Grants Administrator Office of Career and Technical Education Virginia Department of Education Office of Career and Technical Education Services P.O. Box 2120 Richmond, VA Lolita B. Hall, Director Office of Career and Technical Education