1. WA-ACTE Summer Conference The Davenport Grand Hotel | Spokane, WA
PERKINS 101
WA-ACTE Summer Conference
The Davenport Grand Hotel | Spokane, WA
August 7-10, 2016
Jonathan Jackson
Program Supervisor
Grants & Innovative Programs
George Aszklar
Director
Career & Technical Education

2. CONTACT INFORMATION
Jonathan Jackson
Program Supervisor, Grants and Innovative Programs
Career and Technical Education
George Aszklar
Director

3. DISCLAIMER
The opinions expressed and guidance offered in this training/workshop are for educational and information purposes only. We use reasonable efforts to ensure that information provided herein is accurate and is the most current information available at the time of training. However, you are urged to contact the CTE program office directly via to verify the accuracy of this information prior to making costly programmatic decisions.

4. Carl D. Perkins Act of 2006 (Perkins IV)
There has been some type of CTE/Vocational program funded since 1917
 (Smith Hughes Vocational Act)
It’s a Federal formula program meant to improve and enhance existing CTE programs
The Perkins act was originally authorized in 1984; the most recent authorization is Perkins IV in 2006
 Perkins continues to a have bipartisan support and we are hopeful that Perkins will be reauthorized this year

5. Perkins IV (cont…)
In terms of raw dollars, Perkins is not a major educational grant (WA – 20.6M). Perkins is however, the largest grant targeted at secondary education
State allocations are based on district census data
 70% based on school aged kids 5-17 census count at or below poverty guidelines
 30% total district census data
Perkins is federal money – The state (OSPI) and local grantees (districts/skill centers) must follow the Education Department General Administrative Regulations (EDGARs)

6. Perkins IV (cont…)
Perkins is “split funded” between secondary (high schools and skill centers) and the postsecondary (community and technical colleges) CTE programs
The splits are determined by each state
 The average split nationally is 59.24% secondary, 38.89% postsecondary
 Washington State - 44% Secondary, 56% Postsecondary

7. Who Gets Perkins Funding?
NOT AN ENTITLEMENT GRANT –
You have to have one or more programs of sufficient size, scope and quality to warrant the receipt of grant funds
If your allocation is $15k or less, locals will need to either –
 Request and receive a waiver
(Page 3 of the local Perkins application plan) Or
 Enter into a consortium agreement with another district(s)
(Form Package 214)

8. Who Gets Perkins Funding? (cont…)
Waivers – Locals need to be able to justify the waiver
The district must have a program of sufficient size, scope and quality, and
Be unable to enter into a consortium due to:
 Rural isolation
 No one within a reasonable distance wishes to enter into a consortium
(Section 131 (c) (1-2): Section 132(a)(3-4): Section 132 (C): Section 132 (C)(2))

9. Requesting Perkins Funding
GETTING STARTED
LEAs – Your District’s Perkins 5-Year Application Plan (iGrants form package 214, 215, or 274)
Don’t just write “something” to get the money
Local applications –
 Recipients follow it or amend it
 Check your progress and budget at least mid-grant and 90 days before your end date

11. Perkins Application Timeline
APPLICATION LAUNCH
August 15, 2016*
Perkins 5-Year Plan
(Form Packages 214, 215, 274)
APPLICATION DEADLINE
September 30th, 2016**
OSPI will review your application
WITHIN 45 DAYS
and either approve or request changes
LEA must respond to requested changes
WITHIN 30 DAYS
of receipt of request for changes***
OSPI will issue final approval/rejection
WITHIN 15 DAYS
of receipt of final submission (incorporating requested changes)
*The launch date is contingent upon notification of final award amount from the Secretary of Education
**LEAs will have a minimum of 45 calendar days from the launch date to complete their application.
***The process of responding to changes may require some ongoing communication. Please note that this "back-and-forth" process needs to be completed within the allotted 30 days.

12. Managing your Perkins Award

13. APPROVED APPLICATION PLAN
A Common Problem
FAILURE TO FOLLOW
YOUR DISTRICT’S
APPROVED APPLICATION PLAN
Review it at least at the 6 and 9 month points.
Follow it, or AMEND it.

14. Another Common Problem
PROCUREMENT –
If you have to, keep your own set of documents
 Purchase orders
 Receiving documents
 A mini-inventory, with item location info
Keep it current
You need to put special procedures in place for items that cost less than $5K but are high-theft items
Do your approved purchases agree with your approved application?
Does your annual fiscal completion report reconcile to your actual purchases?
If its not documented, IT DIDN’T HAPPEN…
If your procurement department or business office is not known for
its attention to detail – PROTECT YOURSELF

15. PERKINS ACCOUNTABILITY
PERFORMANCE INDICATORS

16. Perkins Accountability
The purpose of Section 113 of the Carl D. Perkins Act of 2006 is to set out the accountability requirements and core indicators for performance at the secondary and postsecondary levels for CTE students.
Sub-sections in Section 113 identify the (a) purpose, (b) state performance measures and (c) reporting
Sub-section 2 Indicators of Performance identifies WHAT indicators you are being held accountable for

17. Perkins Accountability
Secondary
Postsecondary
1S1: Academic Attainment | Reading/ Language Arts
1P1: Technical Skill Attainment
1S2: Academic Attainment | Mathematics
2P1: Credential, Certificate, or Diploma
2S1: Technical Skill Attainment
3P1: Student Retention or Transfer
3S1: Secondary School Completion
4P1: Student Placement
4S1: Student Graduation Rates
5P1: Nontraditional Participation
5S1: Secondary Placement
5P2: Nontraditional Completion
6S1: Nontraditional Participation
6S2: Nontraditional Completion

18. Perkins Accountability
SANCTIONS ARE REAL!!
Possible Sanctions if States:
Fail to implement an improvement plan, OR
Fail to show performance improvement once an improvement plan is in place, OR
Fail to meet 90% of the same performance indicator for three consecutive years
District sanction language mirrors that of the State
State Education Agency (OSPI) can withhold some or all of the entire local grant allocation!

19. Perkins Performance Reporting
The Comprehensive Education Data and Research System (CEDARS)
Districts submit individual student, teacher and course information on a frequent bases
Data elements for Perkins requirements are pulled from CEDARS
Districts verify and certify all data submitted for the CTE student enrolled for the reported year

20. Perkins Performance Reporting (cont…)
CEDARS Outcomes
CEDARS has reduced the redundancy in reporting from districts
CEDARS allows OSPI to generate and consolidate reports for district viewing
CEDARS reports are used for federal, state and local use to determine funding of certain programs

21. Perkins Performance Reporting (cont…)
WORK CLOSELY WITH YOUR CTE TEACHERS, COUNSELORS AND CEDARS ADMINISTRATOR(S) TO ENSURE ACCURACY OF REPORTING AND TIMELY SUBMISSION OF THE P210VOC REPORT

22. Managing your Perkins Award Spending
GENERAL TEST OF ALLOWABILITY
Fits with your application
Allowable per the appropriate OMB Circular
Allocable (can only be used to support CTE students)
Reasonable and Necessary
Consistent with your district’s policies
Not charged elsewhere
Adequately Documented
DOES NOT SUPPLANT
When in doubt,
contact the CTE program office at OSPI

23. Managing your Perkins Award Spending
SALARIES
Yes – You must do “time-and-effort” (T&E) reporting
 Employee works full time on Perkins you –
 Must certify the employee at least annually
T&E records must be signed by the employee or a supervisor with first hand knowledge
Multiple cost objectives require regular Personnel Activity Reports (PARs)
 The cost has to be “allocable” to your Perkins grant
 After-the-fact reporting
 Signed by employee
 Coincide with pay periods; at least monthly
OSPI Bulletin #051-11
2 CRF 200 (“super circular”), 34 CRF 76, EDGARs

24. Managing your Perkins Award Spending
EQUIPMENT -
Include the equipment request in your application
Avoid paying for stuff your district typically supplies to all your district’s educational programs – desks, chairs, PCs
Use non-Perkins funding where possible
Use non-federal funds to cover items that may not be allowed through Perkins (beware of supplanting)
Pursue donated equipment where possible
EDGAR (34 CFR § 80.1) defines equipment as personal property that costs $5,000 or more
The issue has more to do with a state’s inventory requirements (and the associated costs) than the purchase price
The OIG (Office of Inspector General) has been issuing findings relative to items of equipment that are considered “attractive theft” items – cell phones, digital cameras, flat screen monitors, etc. that cost a lot less than $5,000

25. Managing your Perkins Award Spending
Career and Technical Student Organizations – Allowable
34 CFR §
(2) The support of vocational student organizations may include, but is not limited to, expenditures for—
The positions of State executive secretaries and State advisors for vocational student organizations;
Leadership development workshops;
The development of curriculum for vocational student organizations; and
Field or laboratory work incidental to vocational training so long as the activity is supervised by vocational education personnel who are qualified in the occupational area and is available to all students in the instructional program without regard to membership in any student organization.

26. Managing your Perkins Award Spending
Career and Technical Student Organizations – Unallowable
34 CFR §
(3) The support of vocational student organizations may not include—
Lodging, feeding, conveying, or furnishing transportation to conventions or other forms of social assemblage;
Purchase of supplies, jackets and other effects for students' personal ownership;
Cost of non-instructional activities such as athletic, social or recreational events;
Printing and disseminating non-instructional newsletters;
Purchase of awards for recognition of students, advisors and other individuals; or
Payment of membership dues;

27. Managing your Perkins Award Spending
FOOD & BEVERAGES – Unallowable, unless it is related to…
Approved travel (subject to your WA State per diem guidelines)
Included in your approved registration
Not considered entertainment
Included as part of an approved conference or meeting (attending or sponsoring)
A consumable training supply (culinary arts)
Alcohol is never allowed
OMB A87 B.3; OMB A21 J.3 / / OMB A87 B.14; OMB A21 J.17
OMB A87 B.27; OMB J.32 / / OMB A87 B.43; OMB J.53

28. Managing your Perkins Award Spending
TRAVEL -
Travel is allowable when it is identified in and supports your approved plan
 Meals, lodging, all the usual stuff is allowable, when approved
 Should be reasonable and necessary
Travel costs may not include entertainment
 What about those conferences where entertainment is included in the registration fee?
 If the cost is separate and identifiable and the employee wants to participate they must cover the cost out of their own pocket
OMB A87 Attachment B.43 or OMB A21 Section J.53

29. Managing your Perkins Award Spending
MEETINGS & CONFERENCES -
“Meetings and conferences. Costs of meetings and conferences, the primary purpose of which is the dissemination of technical information, are allowable. This includes costs of meals, transportation, rental facilities, speaker’s fees, and other items incidental to such meetings or conferences.” - OMB A87 B.27
Must be reasonable and necessary
Does NOT include internal staff meetings

30. Managing your Perkins Award Spending
MEMBERSHIPS, SUBCRIPTIONS & PROFESSIONAL ACTIVITY COSTS
Memberships for a district is OK . For example the cost would be OK for your district CTE Director’s position, regardless of who the individual is – but not for the individual who is the CTE Director
 Costs of membership in organizations substantially engaged in lobbying are unallowable
Must be “allocable” to your Perkins project or plan
Use the “reasonable person” approach
It is recommended that you utilize your procurement system procedures if you are looking at a -
 Significant cost
 Sole source provider (speakers, intellectual property, copyrighted, etc.)

31. Managing your Perkins Award Spending
AWARDS, GIFTS & PROMOTIONAL ITEMS - Unallowable
Hand out donated items from your state’s Chamber of Commerce, local industry groups, etc.
2 CFR § (e)(3)

32. Managing your Perkins Award Spending
NOT ALLOWED
Alcohol
Entertainment
Awards/gifts
Promotional items (freebies/swag)
Promotional advertising

33. Managing your Perkins Award Spending - RESOURCES
Carl D. Perkins Act of 2006 – Section 135
EDGAR – 34 CRF § 76, Subpart F
Super Circular – 2 CFR § 200, Subpart E

34. Managing your Perkins Award Monitoring/Compliance
Consolidated Program Review (CPR)

35. Managing your Perkins Award Monitoring/Compliance
CONSOLIDATED PROGRAM REVIEW (CPR) –
Monitor multiple federally funded programs under the Elementary and Secondary Education Act (ESEA)
Fulfills OSPI’s compliance monitoring requirements under Federal regulations (2 CFR 200)
The CPR process consists of an OSPI team reviewing school districts federal and selected state programs
The monitoring activities are designed to focus on the results of the district’s efforts to implement critical requirements of the ESEA using available resources and flexibility provisions

36. Consolidated Program Review (CPR)
Title I, A
Title IV, B – Rural Education
LAP (Learning Assistance Program)
Title X – McKinney-Vento (Homeless)
Title I, C – Migrant Ed
Highly Capable
Title I, D – Neglected and Delinquent
Perkins / CTE
Title I, G – AP (Advanced Placement)
Private Schools
Title II, A – Highly Qualified
Civil Rights
TBIP (Transitional Bilingual Instructional Program / Title III
Fiscal
Gun-Free Schools Act
OSSS (Office of Student and School Success)

37. Consolidated Program Review (CPR)
CPR Review Timeline : Districts in ESDs 105, 112, and 113
: Districts in ESDs 105, 112, and 113
: Districts in ESDs 123 and 189
The “BIG 4” Districts
Reviewed annually
Due to the size and amount of federal funds managed, these districts pose a potentially higher risk for noncompliance
Generally two day visits

38. Consolidated Program Review (CPR)
DISTRICT CONTACTS -
CPR Contact
Responsible for coordinating the review for all monitored federal and state programs
All future communication will be sent to this individual and the district superintendent
Provide name, title, phone number, and address
Fiscal Contact
Point of contact for fiscal cross‐cutting portion of review

39. Consolidated Program Review (CPR)
1-Day Review Sample Agenda
8:30-9:30 a.m.
Entrance Meeting:
Introductions and Overview of CPR Process
Discussion about Program Practices with OSPI and District Staff
9:30-11:30 a.m.
Discussion with District Program Staff
Building visits
11:30-12:30 p.m.
Lunch
12:30-3:00 p.m.
Continuation of Building Visits
Continuation of Discussion with District Program Staff
3:00-4:00 p.m.
CPR Team Preliminary Report Preparation
(OSPI team will be at the district office to prepare for the exit interview)
4:00-4:30 p.m.
Exit Meeting and Closing Observations

40. Consolidated Program Review (CPR)
2-Day Review Sample Agenda
Day 1
CPR team members continue with review and end day around 4:00-4:30pm
Day 2
8:30-3:00 p.m.
Continuation of Building Visits
Continuation of Discussion with District Program Staff
3:00-4:00 p.m.
CPR Team Preliminary Report Preparation
(OSPI team will be at the district office to prepare for the exit interview)
4:00-4:30 p.m.
Exit Meeting and Closing Observations

41. Consolidated Program Review (CPR)
Digital Checklist –
OSPI will use Program Monitor, a web application in the Education Data System (EDS), for the management of review content and as a replacement of the paper checklists used in the past.
Districts upload all documentation for review to the online Program Monitor tool beginning 12 weeks (and no later than 6 weeks) prior to the review start date.
We do not accept s or paper copies of documentation.
Access Program Monitor here:

42. CPR - Follow‐Up Process

43. Consolidated Program Review (CPR)
CPR TEAM LEAD CONTACT INFORMATION
Sylvia Reyna, Program Supervisor
Migrant Education
Timothy McNeely, Program Supervisor
Consolidated Program Review and Rural Education

44. PERKINS 101 Takeaways Learn the timeline
Understand the performance indicators
Understand fiscal responsibilities
Establish a local team; internal and external
Seek and participate in technical assistance provided by State staff
Organize electronic/paper files
Monitor and adjust
Outlook folders/ 3ring binder / hanging folders/etc

45. CTE Program Office Contact Info
Ken Emmil, Assistant Superintendent
Career and College Readiness
George Aszklar, Director
Career and Technical Education
Marianna Goheen, Program Supervisor
Health Sciences
Rebecca Wallace, Program Supervisor
Agriculture Education
Jonathan Jackson, Program Supervisor
Grants and Innovative Programs
Denise Mileson, Program Specialist
GRADS
Mary Nagel, Program Supervisor
Family and Consumer Sciences
Lance Wrzesinski, Program Supervisor
Business and Marketing
Deifi Stolz, Program Supervisor
Methods of Administration
Denny Wallace, Program Supervisor
Skills and Technical Sciences
Mary Kanikeberg, Program Supervisor
Jobs for Washington’s Graduates
Clarence Dancer, Program Supervisor
STEM
Diane Gard, Executive Assistant |
Kim Hoss, Administrative Assistant |
Jill Pilbro, Administrative Assistant |
Monica Trabue, Secretary |