1. FY18 Perkins Workday
Martin Kollman April, 2016

2. FY18 Funding
Estimated Perkins Allocations - $3,918,868 normal allocation.
Allocation by district using 70/30 formula.
70% Relevant Population Poverty student number (2013)
30% Census Population student number (2013)
In May KBOR (State Fiscal Agent) will receive final amount awarded to Kansas for FY18.
Approximately $10,000,000 total with ½ going to KBOR and ½ going to KSDE.
15% is pulled off for State Funding and Perkins Reserve.
85% goes straight to school districts.

3. FY18 Application Changes
Current application document will stay the same.
Core Indicators will likely have no or little data available due to testing changes and grades that took the state standardized tests.
Grants do not need to have Action Plans for 1S1 (reading) & 1S2 (math)

4. Core Indicators 1S1 Academic Attainment in Reading/ Language Arts
1S2 Academic Attainment in Mathematics
2S1 Technical Skill Attainment
3S1 School Completion
4S1 Student Graduation Rates
5S1 Placement
6S1 Nontraditional Participation *
6S2 Nontraditional Completion
Pathways Application – Reports – CAR Summary
* Uses Participant data from Pathways

5. Core Indicator State Goals
1S1 – 85%
1S2 – 80%
2S1 – 93%
3S1 – 97%
4S1 – 86%
5S1 – 85%
6S1 – 24%
6S2 – 23%
1S1 – 85%
1S2 – 85%
2S1 – 94%
3S1 – 98%
4S1 – 90%
5S1 – 90%
6S1 – 24%
6S2 – 22%

6. CTE Student Definitions
Current School Year:
Participant – 0.5 credit in CTE pathway
Concentrator – 2 credits in at least 2 levels (TSA Score/Grade)
Completer – 3 credits in a CTE pathway with 2 credits at the technical and application level and a certification, assessment or combination of stackable assessments.
Please put in all participants for 6S1 core indicator.
Make sure “Concentrator who exited” data is complete and accurate for all other core indicators.

7. Action Plans Plans should use SMART format
School/building wide if not district
Demonstrate support via Perkins funding or district
Change up action plans from year to year if not working
Implement a multi-year plan that could make change
Multiple grades, teachers, staff involved
Incorporate with other plans or activities
Have at least 3 things you will be doing

8. FY18 Reminders
Documentation of Processes (KEY) The one new thing is that you MUST have written documentation of ALL your processes that involve Perkins or other Federal grants. (Electronic or Paper)
Risk Assessment (Monitoring) will be based on applications, performance reports, expenditures, data submitted to state, and goal progress.
No encumbering of funds – Items, services, professional development and other related costs must be purchased prior to the end of the grant to draw down funds.
Last Drawdown Period - Awardees will be allowed to drawdown for July 1st period to cover full 12 months.

9. FY18 Reminders
Earned Income - from use of Perkins equipment should always be reinvested in program. Income could impact future funding within the first year.
All items under $5,000 per unit are now supplies.
$3,000 and under do not require bid process
$3,001 and high need 3 bids
Data is key to future Perkins V and review by the state.
Use SMART goals in narrative
Key track of number of students impacted
Use regional workforce data
Identify goals met and percentage achieved in reports
Make sure CTE student data is submitted in Pathways

10. Equipment & Supplies
Small & low cost items are often better suited for .5 funding (keyboards, pliers, baking sheets)
No consumables or less than 1 year lifespan
Perkins supports new, enhanced, industry standards, current practice, and professional development to operate
Over $5,000 per unit requires a state sticker from KSDE
All items purchased with Perkins funds must be identified in some way. Sticker, in records, or designated areas.
Keep records of all Perkins equipment, if it has been transferred and its location

11. Bidding Equipment $3,000 or less no bid is needed
$3,000 - $150,000 (small purchase) requires a minimum of 3 bids and online is acceptable
Bids need to be kept on file for equipment over $3,000 (electronically) and noted in application to KSDE
Contact Martin Kollman at KSDE if you are unsure what is allowable at KSDE or what the process needs to be.

12. Disposing of Equipment
Contact KSDE & Send Disposition Form -
(a) Equipment with a unit acquisition cost of less than $5,000 and equipment with no further use value: The equipment may be retained, sold or otherwise disposed of, with no further obligation to the federal government. Funds maybe used to purchase new equipment.
(b) All other equipment, $5,000 or over: The equipment may be retained or sold, and funds maybe used to purchase new equipment.

13. FOOD & Meetings
Individual meals, not provided, during travel are part of the allowable travel cost for PD, conferences, workshops and training.
If hosting conference, food is allowable if it is a working meal at the event site. This also means advisory committee meetings.
Conference: is defined as a meeting, retreat, seminar, symposium, workshop or event whose primary purpose is the dissemination of technical information beyond the non-Federal entity and is necessary and reasonable for successful performance under the Federal award.

14. Memberships & Earning Money
Costs of the entity’s membership in business, technical and professional organizations are allowable.
No individual memberships may be paid with Perkins funds, but other funds are allowed if applicable.
Schools may not charge less for services that are equal to local businesses in the area/region, but may do so if the services are not at the same level.
Equipment & Supplies purchased with Perkins funds should not be solely used to make money.
No income should be paid to the students from profits made from Perkins equipment & supplies.
Any funds made should be reinvested into the program.

15. Supplanting
Using Perkins funds where General funds had been or could be used
Flip-flopping between General, .5, or Perkins funds
Prove you would loose the service, resource, person, or item if Perkins funds were not used
Ask KSDE when in doubt!

16. Non-Traditional Students – 6S1 & 6S2
Non-Traditional Name
CIP Code
Non-Traditional for:
Agribusiness Systems
Female
Animal Science
Biochemistry
Cartography/Geospatial/Spatial Mathematics
Construction & Design
Corrections, Security, Law & Law Enforcement
Early Childhood Development & Services
Male
Education & Training
Emergency & Fire Management Services
Engineering & Applied Mathematics
Food Products & Processing Systems
Health Science
Manufacturing
Mobile Equipment Maintenance

17. Non-Traditional Students – 6S1 & 6S2
Non-Traditional Name
CIP Code
Non-Traditional for:
Natural Resources & Environmental Systems
Female
Network Systems
Plant Systems
Power, Structure, & Technical Systems
Programming & Software Development

18. Non-Traditional Action Plans
Promote careers in these pathways to all students
Bring in speakers, business professionals & local industry
Posters, web sites, explore days, activities
Post-secondary program connection
Past students return to highlight current activities
Elementary & middle school career exploration
Hands-on & real-world projects
Job shadowing or work experience
Field trips to local or regional businesses
CTSO activities that connect to these pathways

19. Perkins Application Tips
Make sure $ amounts match across the application
Narrative is quality rather than quantity, but don’t skimp on quality!
Narrative should NOT be only maintenance or a copy of last year. Look at improvement and expanding.
If the district or consortium has a multi-year activity, it is allowable from one grant year to the next.
Budget items support WHAT? (pathway, activity, teacher)
Data Worksheet is completed and matches Action Plan for Improvement

20. Perkins Application Tips
Narrative:
Identify goals and activities that align with pathway improvement plans in district.
Look at initiatives that include the entire district and all pathways
Use SMART Goals – Specific, Measureable, Achievable, Realistic, Timely
Consortiums should have examples of them working together. (ex. Software purchase, Professional Development, Purchasing Items, Speakers, Funds Going to Greatest Need) Not just formula distribution.

21. Perkins Application Tips
Required Use of Funds:
Performance – End Result
Programmatic – How it will be done
Data/Deliverables – How to measure results of programmatic
Goal/Indicator – Item or action to show the result has been met
Core Indicators – 1 or more are met
List all funds and resources for support

22. Perkins Application Tips
Identify meetings, minutes, and groups.
Signatures can be digital or typed if a signed copy is kept locally.
Send application to KSDE in a MSWord document or PDF. (If you scan, image quality doesn’t have to be high.)
Keep it as 1 document and if signatures are scanned, send separately of application file.
Talk to other districts and consortiums on how they complete their applications.

23. Perkins Monitoring
Desk Audit with option of Site Visit – Consultants may visit any Perkins recipient during the school year to view activities, equipment, or financial records.
Monitoring Sites: Will be selected using the “Perkins Risk Assessment Rubric” at the end of the FY17 school year.
Documentation Needed:
Perkins Monitoring Doc, Budget Sheet, & associated documentation
Electronic copies of PO, receipts, substitutes, PD, conferences, travel
Progress Reports, Final Report, Final/Revised Application

24. Perkins Monitoring
New Selection Process – Rubric based on Application, Progress Reports, Final Reports, Student Data, Pathways, Careers, Workforce, Equipment, & Deadlines rather than simple rotation method.
Sample is available online at KSDE Perkins web page

25. Perkins Related Activities
General Reminders:
Advisory committee meetings (2 per year)
Business & Industry involvement
Submit for FY18 budget changes via
June 30th, 2018 is last day to spend FY18 Perkins funds (Use it or Lose it)
Drawdown requests can be submitted on July 1st for the July 15th drawdown. (Paid at end of month)
Wish list for unspent funds – short list to spend $200, $500, $1,000…. Etc.

26. Perkins 5 News?
Perkins V has support from all sides, but action has slowed in past few months.
New bipartisan draft could come out at any time.
Less regulatory actions and more corrective focused.
Possible lessening of non-traditional importance.
Emphasis on partnerships with B&I, PS, non-CTE teachers, & community.
Emphasis on stackable classes, certifications, and industry skill sets.
Emphasis on data, outcomes, and accomplishments.

27. FY18 Application Review Only FY18 year equipment & supplies
Digital signatures accepted
Signatures can be kept locally if signed
Electronic only forms/applications
Distribute electronically to reviewer teams prior to review workshop
Review Rubric is on KSDE Perkins web site
JUNE: Team Review of applications
June 7th Salina – Smoky Hill Ed Service Center
Review returned electronically to districts day of review
Digital re-submission for approval to KSDE

28. Questions Martin Kollman – mkollman@ksde.org
Peggy Torrens –