1. USING PERKINS FUNDS FOR PROGRAM IMPROVEMENT INSTRUCTIONAL WORKSHOP February 2016 1

2. TOPICS COVERED What is Perkins? How may funds be used? What data can be used to support and validate planned activities? What forms are submitted and why so much paper? What is the timeline? 2

3. WHAT/WHO IS PERKINS? Perkins legislation provides funds for PROGRAM IMPROVEMENT Perkins funds can only be used for CAREER TECHNICAL PROGRAMS Requires DOCUMENTED input from LOCAL BUSINESS AND INDUSTRY 3

4. BUSINESS’ ROLE Provide information about changes and developments in technology, the labor market and the workplace that will have an impact on programs of the college. Make suggestions that would improve occupational curricula and programs of the college. Make recommendations that will foster closer cooperation, understanding and communication between the college and the business community. 4

5. DOCUMENTING INDUSTRY INPUT – Industry Advisory Committees Meeting minutes (Must be in the CTEE Division office by April 18 – May also make reference to employer surveys, industry studies, regional economic studies, letters from employers attesting that training is needed, job advertisements for positions in our service area, documented trends, applicable studies or data from licensing agencies or professional associations. 5

6. USING DATA-CORE INDICATORS Skill attainment – GPA of 2.0 and above Completions - Students receiving certificates and degrees Persistence – Stay to the end or transfer Employment - Jobs with high wages, military service, apprenticeship Nontraditional Participation and Completion 6

7. CORE INDICATORS WHERE ARE THEY? WHERE IS THIS DATA FROM? (See handout) HOW IT IS USED. WHY IS IT IMPORTANT? 7

8. OTHER DATA PROGRAM IMPROVEMENT SURVEYS PROGRAM REVIEW CHANGING LABOR MARKET INDUSTRY INPUT 8

9. NINE REQUIREMENTS Funded Programs Must Meet All Nine Requirements in the law. Emphasis on “a program of study” and career pathways. Definition Incorporates secondary education and postsecondary education elements; Includes coherent and rigorous content aligned with challenging academic standards and relevant career and technical content in a coordinated, non- duplicative progression of courses that align secondary to postsecondary education; May include opportunity for secondary education students to gain postsecondary education credits through dual or concurrent enrollment programs or other means; and Leads to an industry-recognized credential or certificate at the postsecondary level or an associate or baccalaureate degree. 9

10. THE RULES Carl D. Perkins Career Technical Education Act of 2006 EDGAR (Education Department General Administration Regulations) OMB Circulars (Office of Management and Budget) – Circular A-87 Cost Principals – State and Local – Circular A-21 Cost Principals – Education Institutions – Circular A-133 Single Audit Requirements – Circular A-102 Grants and Cooperative Agreements with State and Local Governments – Circular A-110 Uniform Administration Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations 10

11. USE OF FUNDS ALL activities must adhere to the REQUIREMENTS outlined in Section 135(b) of the Act. Proposals MUST address ALL nine requirements – whether or not you are using Perkins funds for activities. 11

12. BASIC CRITERIA Expenditures MUST: – Meet the purpose of the Act – Be necessary and reasonable Expenditures may NOT: – Be used for general purposes – MAINTAIN existing programs – SUPPLANT general funds 12

13. SUPPLANTING Definition of Supplanting  Districts cannot use Federal Funds to pay for Services, Staff, Programs, or Materials that would otherwise be paid with State or Local Funds  Always ask: “What would have happened in the absence of federal funds?” Examples: general classroom supplies, on going services (Maintenance Agreements, etc.) general staff. 13

14. SUPPLANTING CCCCO issued further guidance in a directive; May 1, 2015. Emphasized the “Three Year Rule.” Inception plus two years of funding. 14

15. SUPPLANTING “WHEN THE SAME SERVICE OR ACTIVITY HAS BEEN FUNDED FOR THREE CONSECUTIVE YEARS, AS OF THE FOURTH YEAR THE ACTIVITIES WOULD BE CONSIDERED MAINTAINING/SUSTAINING EFFORT AND THEREFORE NOT AN ALLOWABLE EXPENSE”. “ANY APPLICATION THAT DOES NOT MEET THE COURSE AND PROGRAM IMPROVEMENT REQUIREMENTS OR THE THREE YEAR RULE DEFINED WITHIN THIS MEMO WILL NOT BE APPROVED”. System Office Memo CEP 15-03 15

16. REQUIRED USES OF FUNDS 1 Funded programs MUST meet ALL nine required uses 2 You MUST have an emphasis on a “program of study” 3 Evaluate, prove linkages, have current LMI 16 A program of study is a comprehensive, structured approach for delivering academic and career and technical education to prepare students for postsecondary education and career success.

17. INELIGIBLE USES Student expenses or direct assistance to students Entertainment Awards and memorabiliaIndividual memberships or memberships to organizations that lobby College tuition, fees or booksFines and penalties Insurance/self insuranceAudits Contributions and donationsContingencies Facilities construction/maintenance and furniture Alcohol Fund raisingGeneral Administration General AdvertisingMaintenance, supplies and repair EXPENSES THAT SUPPLANT 17

18. TRAVEL Travel to professional conferences is permissible Exceptions/Restrictions – Generally within the State of California. Out-of - state with prior permission of the System Office. – If traveling by car, reimbursement will be at the cost of a round trip, coach class airline ticket to that destination. – Standard per diem rates apply for food (must have original itemized receipts); no alcohol. 18

19. SUBMITTING A PROPOSAL 1 EVALUATE DATA Core Indicators (using the 6 digit TOP Code), LMI, Institutional Review, Industry) 2 Determine needed improvements (Where are the deficiencies?) 3 What activities? How long will it take to implement? How much will it cost? How and when will you measure the effectiveness of what you’ve done? 19

20. PROPOSAL CHECKLIST 1 COMPLETE THE APPLICATION 2 COMPLETE THE TECHNOLOGY/EQUIPMENT PLAN ( WITH SIGNATURES) 3 SUBMIT APPLICATION ELECTRONICALLY TO SGARLAND@PALOMAR.EDU (Submit Core Indicators, Technology /Equipment Plan in hard copy) SGARLAND@PALOMAR.EDU 20

21. TIMELINE SUBMIT All DOCUMENTS BY 4:00 PM APRIL 14. LATE SUBMISSIONS CANNOT BE ACCEPTED. APRIL 28, COMMITTEE MEETS TO ALLOCATE FUNDS MAY 15, PLAN DUE TO CCCCO JUNE 15, NOTIFICATIONS SENT* JULY 1, ACTIVITIES MAY BEGIN* * Pending preliminary plan approval from the System Office 21

22. RUBRIC FOR EVALUATION Does the proposal meet the requirements of the law? Are all costs eligible? Is there industry input? Is there a program of study? Is the proposal complete? Are the costs and activities reasonable? 22

23. QUESTIONS PERKINS DOLLARS $ 23