1. Carl D. Perkins Grant Process
Central Texas College
January 26, 2017
Nicole Goldsworthy
Perkins Grant Coordinator

2. General Required Uses of Perkins Funds
Equipment or services that strengthens the academic and career and technical skills, learning outcomes, and employability results of students participating in career and technical education programs.
Provide students with strong experience in and understanding of all aspects of an industry, which may include work-based learning experiences, and the integration of technology.
Encourage collaboration between schools
Provide professional development to faculty
Community involvement
Provide activities to prepare special populations, including single parents and displaced homemakers who are enrolled in career and technical education programs, for high skill, high wage, or high demand occupations that will lead to self-sufficiency (Ties into 60X30).
This is not a complete list of the required uses of Perkins funds, but the most common uses.

3. General Acceptable Uses of Perkins Funds
Provide career guidance and academic counseling that helps students identify possible career options and improves completion rates
Provide financial aid counseling
Encourage partnerships with parents and the business community
Develop and expand career and technical programs that meet the needs of students to include extended availability of class offerings.
Develop initiatives that facilitate the transition of sub-baccalaureate career and technical education students into baccalaureate degree programs
Provide services to special populations that remove barriers to higher education completion
Improve or develop new career and technical education courses that prepare individuals academically and technically for high skill, high wage, or high demand occupations.
Dual or concurrent enrollment opportunities by which career and technical education students can obtain postsecondary credit to count towards an associate or baccalaureate degree.
Develop and support small, personalized career-themed learning communities.
Provide career and technical education programs for adults and school dropouts to complete the secondary school education, or upgrade the technical skills, of the adults and school dropouts.
Once we achieve the required uses, we can then use funds for other purposes. Again, not an exhaustive or complete list.

4. Important Dates Proposals are due March 31.
The grant application is due in July.
The grant begins September 1 and ends August 31 of the following year.
Bi-annual report for the period ending on February 28, due March 30.
Annual report for the period ending on August 31, due September 28.

5. Learning Outcomes
Identify how the project will assist students in any of the following areas:
1P1: Technical Skill Attainment. Student attainment of challenging career and technical skill proficiencies, including student achievement on technical assessment that is aligned with industry-recognized standards.
2P1: Credential, Certificate, or Diploma. Student attainment of an industry-recognized credential, certificate, or degree (60X30).
3P1: Student Retention or Transfer. Student retention in postsecondary education or transfer to a baccalaureate degree program (60X30).
4P1: Student Placement. Student placement in military service or apprenticeship programs or placement or retention in employment, including placement in high-skill, high-wage or high- demand occupations or professions.
5P1: Nontraditional Participation. Student participation in CTE programs in nontraditional fields.
For example: Gender equity in fields that have historical gender inequity
5P2: Nontraditional Completion. Student completion of CTE programs in nontraditional fields.

6. Measurement of Learning Outcomes
Identify how the project success will be measured
For Example: Written or performance examinations
It is a good idea to ensure the learning outcome(s) is/are something that can be measured and attainable
When we meet our learning outcomes we are allocated additional funds at the end of the year.

7. Responsibilities Department:
Submit proposal for equipment and or services to the Dean of Central Campus by March 31
Maintain accurate records of equipment or services and target measures (student success)
Submit bi-annual and annual results of the target measures to IE by the end of the first week of March
Submit annual reporting to the IE Department by the end of the first week of September
Perkins Grant Coordinator:
Meet with each department receiving Perkins funds and/or equipment to:
Discuss the needs of the department and how to best use Perkins funds
Provide consultation of the appropriate documentation and resources
Document the placement and operation of equipment when the equipment is installed
Complete the Perkins Grant application and reporting, complete and maintain requisitions of items, document and report acquisition and disposition of items.

8. Proposals
Determine each departments most critical goals or learning outcomes
Request equipment and/or services that will assist students or department achieve those goals
Provide the project, statement of impact, and learning outcomes and goals that the department hopes to achieve through the acquisition of goods and or services.
If the proposal includes several pieces please indicate if they are part of a larger item and how they will work together.

9. Itemization of Requested Equipment
Identifying separate parts ensures accuracy of the grant application and reduces the time and effort required to procure items.
The grant coordinator and support staff in the IE Department are not aware of how each component may work into your proposal or in the curriculum.
On the proposal indicate how each piece you are requesting may work in concert with each other.
The grant application required several amendments because we are not familiar with how the equipment is arranged. It would be really helpful to identify which items are attached to a larger item and which operate separately. This is will reduce our time and effort in procurement and the likely hood of audits.

10. Procurement and Fixed Assets
Perkins considers fixed assets >$5,000
Must be itemized and listed separately from other equipment
Must be used for at least five years
Disposal must be reported
Must be inventoried and documented
CTC considers fixed assets > $1,000
However, all Perkins funded equipment is identified, tagged, and inventoried regardless of value.

11. Itemization of Components
FOR EXAMPLE
The welding department requires a new CNC Plasma Welding Table. The CNC table has 5 components:
CNC table $15,000,
Torch $8,030,
Water Tray $2,000,
The water tray and torch are a fixed part of the CNC table; therefore, they will be listed together as a fixed asset.
Engraver $1,750,
Tube Cutter $2,750.
The tube cutter and engraver are part of the table; however, they are detachable and can operate independently. Therefore, they will be listed on a separate schedule on the Perkins grant.

12. Quotes
Along with the proposal, the department should provide a quote for each item requested from the vendor of their choice.
Vendors, who are not already approved by CTC, must be added.
This process can take some time
Quotes should be valid for at least 3-6 months (if possible).
Long or extended validity dates allow IE department to submit the Perkins grant and requisitions to order the items without the quote expiring.
If the quote is expired when the requisition is created, the grant coordinator will ask for an updated quote from the requesting department or the IT department.
Ensure that quotes for computer equipment and software (laptops, tablets, computers, audio/visual equipment, and software licenses) originate at the IT department.
It is also helpful to use vendors that are part of the Buyboard, or some other state of Texas approved vendor, or vendors we are already using. Adding vendors or bidding for equipment can be a long process.

13. Quotes Continued Ensure every quote includes the following:
An effective date and expiration date
Contract Number (if any). For example: DIR, TXMASS, or Buy Board Number
Validity date for three to six months (if possible).
Quotes must be official with the company’s letterhead and contact information, including an address (if possible).
Each item listed with the unit price and extended price
Shipping/freight, warranty or device protection package, installation, and maintenance fees or charges.
Quotes must match the resulting invoice

14. Procurement Policies - CTC
Policy 100 –
Purchasing policy that designates general procurement guidelines and levels of procurement.
Level 1 – Items valued at < than $10,000 can be ordered by the use of one quote and in the most expeditious manner.
Level 2 - Items valued at $10,000 to $49, must be competitively bid and require three quotes
Level 3 - $50,000 or more are formally bid and requires approval from the CTC Board of Directors.
Policy 110 – Bidding Procedures
Policy 120 – Proprietary and Sole Source Purchasing Procedures

15. Bi-Annual and Annual Reporting
The proposal indicates the learning outcomes or benefits for each piece of equipment or service purchased with Perkins funds. THECB requires CTC to report our success and or measure of improvement to meet our goals.
Bi-Annual and Annual reporting is the process in which we report our results.
In the past, this process has been informal. Now we will use a form, that will be ed to each department chair or project manager one month prior to the report due date.
Please return the form within one week.

16. Questions Nicole Goldsworthy Perkins Grant Coordinator
Institutional Effectiveness And Curriculum Support
Building 136, Room 121B
(254)