1. Georgia Department of Education CTAE Accountability & Finance Unit
GACTE Professional Learning Conference July 2017

2. FY2016 Annual Report

3. FY2018 ALLOCATION
LETTER

4. FY2018 PERKINS PROGRAM IMPROVEMENT CALCULATIONS State Allocation
DRAFT

5. DRAFT PERKINS ALLOCATION USING FY2016 SAIPE DATA
Estimated total population
Estimated population ages 5-17
DRAFT
Estimated number relevant children ages 5-17 who live in poverty

6. Total amount equals 30% amount plus 70% amount
ALLOCATION CALCULATION FOR 30% AND 70% BASIC GRANT
Total amount equals 30% amount plus 70% amount

7. PERKINS ALLOCATIONS PROGRAM IMPROVEMENT & PROFESSIONAL DEVELOPMENT
Total Perkins IV Allocation
Total Basic Program Imp. Grant
LEA Professional Development Allocation
DRAFT

8. $15,000 Minimal Allocation An LEA must:
Qualify for a grant of at least $15,000 under the formula to receive an allocation, OR
It must enter into a consortium that meets the minimum allocation requirement.
A state may waive this minimum allocation requirement in any case in which the LEA is in a rural, sparsely populated area and demonstrates that it is unable to enter a consortium to provide CTE activities.

9. $15,000 Minimal Allocation
If a system is granted a waiver, the system must:
Provide students the opportunity to be CTAE concentrators, align CTAE programs with business and industry through the use of business advisors.
Provide students an opportunity to earn an industry credential, certificate or licensure in programs where available.
Provide students an opportunity to participate in a CTAE program that is classified as High-Skill, High-Wage and/or High-Demand.

10. Perkins Grant Award
You will only be able to draw down a maximum of 25% of your grant from July 1, 2017, to September 30, 2017.
The remaining 75% will be available to draw down from October 1, 2017, through June 30, 2018.

11. FY2017 QBE/FTE Expenditure Comparison Chart

12. QBE/FTE Expenditure Comparison Chart
The Comparison Chart is to be completed after the CTAE Completion Report is showing “Closed.”
The Comparison Chart can be located at:
The Chart will be uploaded to the Consolidated Application in the Attachment Tab by September 29, Name the chart “QBE-Perkins Chart” (fewer than 25 characters).

13. State Grant Allocations History
CTAE High School State Program Grants
June 15, 2017
Sum of Amount
Year
Grant
2018
2017
2016
2015
CTE Extended Day Grant
$6,529,648
$6,171,308
$6,286,172
$6,376,931
CTE Extended Year Grant
$361,241
$357,889
$299,627
$304,427
CTE Supervision Grant
$2,927,275
$2,927,312
$2,934,067
$2,953,368
CTSO Grant
$611,469
Industry Certification Grant
$540,000
$638,000
$771,000
$555,000
Youth Apprenticeship Grant
$2,870,179
$2,809,282
$2,870,218
$2,870,188
Grand Total
$13,839,812
$13,515,260
$13,772,553
$13,671,383

14. EXTENDED DAY CALCULATION
No calculations were included for middle school personnel
Your calculation was based on the percentage of funds you requested of the total funds that were available
We have a total of $6,529,648 allocated for FY 2018
We had a total of $12,353,982 in requests for funding
Approximately – 52.85%

15. Eligibility for Other State Grants
You must earn at minimum of 25 CTAE FTEs to be eligible for funding in the Youth Apprenticeship Grant
If you fall below 25 CTAE FTEs, you will be notified that your status for one-year will be held harmless to give you the opportunity to increase your FTEs
If you do not reach 25 CTAE FTEs after the held harmless year, you will not be eligible for funding

16. Youth Apprenticeship Grant Funding Levels
Funding is based on CTAE FTE count from the most recent October submission
.25 or 1/4 position = 25 to 149 FTEs
.50 or ½ position = 150 to 499 FTEs
1 fulltime position = 500 to 4000 FTEs

17. Supervision Grant Funding Levels
Funding is based on CTAE FTE count from the most recent October submission
.25 or 1/4 position = 0 to 149 FTEs
.50 or ½ position = 150 to 299 FTEs
1 fulltime position = 300 to 1,999 FTEs
2 fulltime positions = 2,000+ FTEs

19. BONDS GRANT OVERVIEW Only used for major equipment purchases
Programs are to open at beginning of school year
Equipment with a life cycle of five years or more and are repairable, not replaced
Minimum value of $100 per item
Equipment purchased must be for direct instruction to students
Program Specialists are available to assist with lab design and approvable equipment

20. School Districts’ Flexibility Options
The following guidelines are not subject to flexibility waiver:
Safety of students and community of the facility
Purchasing guidelines from GSFIC
Deadlines for purchases and submission of grant equipment purchases and payments through GAORS

21. CRE Phase I Process Opening a CTAE Program July 1, 2017
Making Initial Application for a CRE Grant:
Phase I
Attend technical assistance training for the Construction-Related Equipment Bond grant prior to the application deadline.
Complete your CRE grant application in the Consolidated Application no later than May 15th deadline. The grant application includes the following:
Facility information
Program cluster
Construction approval date
Anticipated occupancy date
Projected date instruction will begin

22. CRE Phase II Process Opening a CTAE PROGRAM July 1, 2017
By May 15th, the Phase II application should reflect the information entered in your Phase I application in Con App.
You will be contacted to verify that all grant requests are accurate and valid for funding pending State Board approval.
By this date the new facility construction or modifications should be completed, or confirm that it will be completed by the stated program start date.
Commit to attend the CRE Grant Recipients training to be held as a GACTE pre-conference event.
Systems scheduled to receive CRE funds may begin the equipment quote review process no earlier than June 1 of the grant award year.
No equipment purchase should be made prior to the completion of the following:
The uploading of the equipment grant agreement which includes the Required Certification with original signatures of the CTAE Director and Superintendent.
Development of the grant budget
DOE Grants Accounting “Approval” of the budget

23. SHOULD BE AVAILABLE BY SCHOOL AND BY PROGRAM!!

24. Contact your Regional Coordinator with questions
AG & VOCATIONAL CONSTRUCTION RELATED GRANTS BONDS (Capital Equipment Grants)
Contact your Regional Coordinator with questions
Roy Rucks, North Region Coordinator, (404)
Nancy Bessinger, Central Region Coordinator, (404)
Dr. Medea Shuman, South Region Coordinator, (404)
Stan Mitchell, Ag North Region Coordinator, (706)
Chris Corzine, Ag Central Region Coordinator, (478)
Ira Tucker, Ag South Region Coordinator, (229)
Contact with additional questions

25. AN LEA IS “AT RISK” IF 15% OR GREATER of PERKINS IV GRANT AWARD IS LEFT UNSPENT JULY 1,2017
*Unspent balance may be reduced by July 31st, since systems have up to then to draw-down their funds that they spent by June 30th

26. FY2018 Perkins IV Monitoring & Risk Assessment Review Schedule

27. Administrative Compliance
Continuous Nondiscrimination Notification
--Recipients must take continuing steps to notify students, applicants, parents, employees, and unions or professional organizations that it does not discriminate based on race, color, national origin, sex or disability.
--Must appear on all documents, applications, brochures, etc… distributed by LEA.

28. Sample Continuous Notification
The (Everyday County/City School System) offers career and technical education programs at (Ironworks High School, Peterman Career Technical Center, Moosehead Middle School). These programs are designed to prepare youth for a broad range of employment and further education and are offered under the guidance of certified teachers. The following is a list of programs being offered this year and the criteria for admission.
Program Criteria for Admission Students Must:
Health Science
Cosmetology Be able to work in environment with various chemicals and hair care products.
Automotive Service Technology Be able to reach, bend, and lift 10 pounds
Horticulture Be able to work in environment with various pollens and allergens
All career and technical education programs follow the system’s policies of nondiscrimination on the basis of race, color, religion, national origin, sex, age, and disability in all programs, services, activities, and employment. In addition, arrangements can be made to ensure that the lack of English language proficiency is not a barrier to admission or participation.
For general information about these programs, contact:
Name
Career and Technical Administrator
Address
Telephone Number
Address
Inquiries regarding nondiscrimination policies should be directed to:
Name and Title
Address

29. Administrative Compliance
Annual School Public Notification
--Prior to the beginning of the school year annually, recipient must advise students, parents, employees, and the general public that ALL CTAE program opportunities will be offered to all students regardless of race, color, national origin, sex or disability.

30. Sample Annual Notification
Public Notice
Concrete County Board of Education
The Concrete County School system offers the following career and technical education programs for all students regardless of race, color, national origin, including those with limited English proficiency, sex or disability in grades 9-12.
Horticulture
Cosmetology
Culinary Arts
Law and Public Safety
Welding
Automotive Service Technology
Business/Marketing
Persons seeking further information concerning the career and technical education offerings and specific pre-requisite criteria should contact:
Mr. Ray GaDOE
Career Technical Administrator
333 Concrete Drive
Tomahawk, AL 00033
Address
Inquiries regarding nondiscrimination policies should be directed to: Name and Title Address Telephone Number Address

32.
Formerly GoBuild

33. REMINDER DATES July 31st-final date to draw down FY16 funds
July 31st- FY17 Completion Reports are due! Work with your bookkeeper to get these reports done for Grants Accounting. LEAs with any grants having a status of open will have all FY2018 grant funds frozen
September 30th:
Final date for all FY17 CTAE grant budgets sign-offs (including Local Board Approval)
Final date to return any FY18 CTAE grant funds that will not be spent
See “Save-A-Date” schedule on next slide

34. Winter Conference - 2018 February 5-6, 2018 Location – Metro Atlanta
Venue - TBD

35. Core Indicator Data Reports Data will be reviewed via a webinar scheduled soon.

36. Where Does Perkins Stand In Reauthorization Pipeline?
HR House Perkins Reauthorization Bill – Strengthening Career and Technical Education for the 21st Century passed in the House on June 22,
No movement in the Senate 36

37. Major Themes – HR 2353
Many modifications within current structure of Perkins
Strengthens alignment among Every Student Succeeds Act (ESSA), the Workforce Innovation and Opportunity Act (WIOA) and Perkins
Devolves significant amount of current authority over Perkins

38. Major Points – HR 2353
HR 2353 would reauthorize Perkins for six years – FY 18 through FY (FY 2019 through FY 2024)
HR 2353 would authorize an increase in funding over this period and eliminate “Tech Prep” which has not been funded for years
Funding formula would largely stay the same; except hold harmless preventing states from receiving less than they did in 1998
New requirement would take place in 2021 38

39. Major Points – HR 2352 (cont.)
State Administration remains the same at 5%
State 10%
State Corrections set-aside goes from 1 percent to 2 percent
Reserve fund (PerkinsPlus) goes from 10 percent to 15 percent; requirements stay the same but must be used to support “innovation” in CTE or development and implementation of CTE programs of study (pathways) aligned to state-identified, in-demand occupations and industry
Current and funding formula and eligible institutions remain the same. 39

40. Definitional Changes 21 new definitions added:
Career and Technical Education
Programs of Study
Special Populations
Work-Based Learning
ESSA and WIOA Adopted Terminology
CTE Concentrator
CTE Participant

41. Core Indicators of Performance
Secondary Graduation Rates Academic Attainment Rates Student Placement CTE Program Quality CTE concentrators pursuing non-traditional fields
Postsecondary Student placement Median earnings after program completion Recognized postsecondary credentials CTE concentrators pursuing nontraditional fields

42. What Will Perkins V Look Like? (House Version)
Failure to meet performance targets by states cannot result in pulled funding
A rewrite of the State’s improvement plan would be required
State determines repercussions if an LEA missed performance targets
Approximately half of State Plan requirements would be removed
Local plans would be simplified 42

43. For More Information
Visit: 53_Summary_Analysis_Floor.pdf And Plan to attend “Perkins and Edgar Update” with Michael Brustein, Esq. Salon IV from 8:00 am – 12:00 pm Wednesday, July 12, 2017

44. Statewide Advisory Council Training Session Wednesday, July 12, 2017 – 8 am – 4 pm Cobb Galleria, Meeting Room 119 Lunch will be provided This training is for targeted school systems.

45. Happy New Fiscal Year CTAE!!

47. 5 Budgeting Resolutions
for FY2018

48. Resolution #1 Connect with your CTAE Region Coordinator regularly
Nancy Bessinger
(Central Region)
Roy Rucks
(North Region)
Dr. Medea Shuman
(South Region)

49. Resolution #2 Use budgeting tools regularly FY18 Budget Guidance
FY18 Function and Object Code Quick Guide NEW!
FY18 Guidelines for Use of Perkins IV Funds
Budget Descriptions
Teacher Retirement System (TRS) Calculation Spreadsheet
Assessment/CTAE/Pages/Local-Plan-Application-and-Online- Forms.aspx

50. FY2018 Budget Guidance

51. Calculating TRS

52. Resolution #3 Learn from the mistakes of others
Calculate TRS using budgeting tool
Beware of the Program Improvement Grant’s “Local Maintenance of Effort” TAB
Complete blue chart #4 using Perkins Professional Development amount on final Federal allocation letter
Budget up to 5% of the Program Improvement grant for administrative cost (Function codes 2230, 2300 & 2400)
Round down to avoid exceeding the budget cap

53. Resolution #4
Budget expenditures under the correct function and object codes
Not all function and object codes are alike

54. Resolution # 5 Make budget descriptions clear, concise and specific
Avoid simply providing object code description
Avoid unnecessary details
Example: Funds will be used to…

55. Resolution # 5 (cont’d)

56. Budget Deadline September 29, 2017
FY18 CTAE budgets to be completed on the Consolidated Application (Con App)
Con App Coordinator and Superintendent must sign off on ALL FY18 CTAE budgets by 5:00 p.m.
2 months and 19 days

57. Budget Deadline
Any system that has not signed off on any grant budget by 5:00 p.m. on September 29, 2017, is at risk of being required to return funds to the state.
If this happens, the superintendent must submit a letter to explaining why the grant was not signed off and what measures will be taken to prevent this from reoccurring. A decision will be made if funds will be awarded to the system.

58. What’s New
in FY2018

59. Consolidated Application (Con App)

60. Internet Browsers
Internet Explorer
Edge
Chrome

61. Chart of Account Updates

62. New Function Code - 2213 2213 Instructional Staff Training
Activities associated with the professional development and training of instructional personnel
Examples: In-service training, workshops, conferences and other activities related to the ongoing growth and development of instructional personnel
One location for all professional development costs, including substitute costs

63. Other Allowable Function Codes
Used to Budget Funds
1000
Expenses are directly related to student instruction
2210
Expenses are directly related to assisting instructional staff (planning, developing, evaluating, etc.)
2230*
Expenses for CTAE Director for administration expense
2300*
Expenses for Federal indirect costs and State single audit fees
2400*
Expenses for CTAE Supervisor
* Must be within the 5% Federal Administrative CAP. **You are considered a “Director” for budgeting purposes if you have system-level CTAE duties regardless of your local title, or location of your office.

64. Coding Software
Object Code 532 – Communications – Web Based Subscriptions and Licenses
Object Code 612 – Computer Software
Software purchases
Not capitalizing software
Subscription licenses

65. Coding Travel
Any travel expenses paid for staff travel should be coded to object code 580, not object code 810. This includes payments made directly to a hotel.
Registration associated with travel is the only expense that may be prepaid providing the deadline is prior to the end of the fiscal period.
Cheaper airfare or hotel accommodations is not a permissible reason to prepay. If prepayment is made, it must be as an accrued expenditure that is expensed during the fiscal period in which the charge occurred.

66. Accountability & Finance Staff Contact Information
Dr. Ray Anukam
Nancy Bessinger
Cheryl Clemons
Nicole Croom
Mamie Hanson
Roy Rucks
Dr. Medea Shuman
Cynthia Pitts

67. Questions?