1. 2017-2018 CTE Federal Program Monitoring Review Process
Virginia Department of Education
Office of Career, Technical, and Adult Education

2. CTE Federal Program Monitoring
Agenda
CTE Federal Program Monitoring
Review Process
Purpose
Steps Before the On-site Visit
Scope of the On-Site Visit
Steps After the On-site Visit 2

3. Purpose of CTE Federal Program Monitoring Review
Fulfill VDOE’s obligation to the U.S. Department of Education’s to ensure that school divisions are meeting the Carl D. Perkins Career and Technical Education Act of 2006 (Perkins IV) requirements of Section 134
Assess school divisions’ compliance with state and federal laws, regulations, and standards, including:
Virginia Administrative Code (8 VAC )
Perkins IV
Provide technical assistance to school divisions to work toward and/or maintain compliance

4. CTE Federal Program Monitoring Review Process
CTE Federal Program Monitoring Self-Assessment
Targeting Plan
Selection Letters
Request for Information
VDOE Desk Audit
On-Site Visit
Report of Findings
Findings of noncompliance
Recommendations for improvement (suggested strategies to improve a division’s CTE program)
Corrective Action Plan for items of noncompliance
Monitor
Letter of Closure

5. The Steps BEFORE the CTE Federal Program Monitoring On-site Visit
Targeting Plan- The school divisions are targeted on a six-year cyclical schedule with approximately 22 school divisions ranked per year
CTE Federal Program Monitoring Self-Assessment- Due with submission of the school division’s local plan as indicated in the six-year cyclical schedule
Selection Letters- Sent to the seven top-ranked school divisions per year identified by targeting plan
Request for Information- Information needed prior to on-site review to expedite process

6. Scope of On-site Visit
VDOE CTE team reviews data; interviews administrators, counselors, teachers, and students; and, conducts walk-throughs of the schools to determine the compliance with the CTE standards in the following categories:
CTE Financial Report
CTE Management System
CTE Reporting System
CTE Advisory Committee
Competency Based Education
Career and Technical Student Organizations
Work-Based Learning
Equipment
Safety
Standards of Quality and Standards of Accreditation 6

7. CTE Financial Report Eight standards such as:
Inventory maintained of equipment purchased with federal and state funds
Equipment purchased with state and federal funds is limited to equipment included on the approved list for CTE programs
Federal funds are used to supplement, not supplant, state or local funds designed for CTE
EXAMPLE OF A RECOMMENDATION: Develop a timely Federal Perkins allocation expenditure and reimbursement process throughout the school year, to effectively spend the full 100% of the division’s Perkins allotment

8. CTE Management System 32 standards such as:
Submission and VDOE approval of a local Perkins plan and budget application
CTE programs offered must match an approved sequence of courses in the CTE APG
CTE services, programs, and activities reflect area labor market needs and student interest
Equal opportunities in CTE programs are provided without discrimination
Students in special populations are provided appropriate supplementary aides and services
Career guidance and academic counseling are provided to students including linkages to future education and training opportunities
EXAMPLE OF A FINDING OF NONCOMPLIANCE:
Failure to submit a new course application, when required

9. CTE Reporting System Two standards:
Data on CTE enrollments and completions
CTE classroom enrollment adheres to maximum class size as specified in the Career and Technical Education Reporting System (CTERS)

10. CTE Advisory Committee
Four standards such as:
CTE advisory committee assisted the local division in developing the current improvement plan, projections for CTE, the annual Perkins plan, budget for CTE funds, and the evaluation of CTE programs
CTE advisory committee advised the local division on the relevance of programs and/or courses offered in meeting current employment needs

11. Competency Based Education
Five standards:
Identifies and uses Virginia’s career and technical education essential competencies
Provides students with the specified course competencies prior to instruction
Uses measures of successful performance to evaluate achievement of competencies
Uses a system for rating and documenting the competency performance of each student
Addresses competencies of all aspects of industry and workplace readiness skills
EXAMPLE OF A RECOMMENDATION:
Use a single, centralized method of recording and maintaining student competency records such as Virginia’s CanDo Competency-Tracking online system offered through the CTE Resource Center

12. Career and Technical Student Organizations (CTSOs)
Two standards:
Students are provided the opportunity to participate in CTSO activities regardless of whether or not they are paid members of the organization
Co-curricular instructional activities related to respective CTE student organizations are an integral part of each CTE instructional program

13. Work-Based Learning Five standards such as:
A written training plan has been developed for and followed by each student enrolled in program using the cooperative education method of instruction
A written training agreement has been prepared and signed by the teacher/coordinator, school administrator, parent(s)/guardian, cooperative student, and employer
EXAMPLE OF A RECOMMENDATION:
Provide opportunities such as job shadowing, mentoring, and apprenticeships for all students to explore and gain real world experience that can lead to high-demand, high-skill, or high-wage careers

14. Equipment One standard:
Equipment is retained in the program or project for which it was purchased

15. Safety Three standards:
Each student and the teacher has access to his/her own approved eye protection devices, or a working sanitizing cabinet or other sanitizing method is in place
All students and the teacher are wearing approved eye protection devices where appropriate
Health and safety standards that are applicable to the operation of that program are an integral part of program instruction
EXAMPLES OF FINDINGS OF NONCOMPLIANCE can include (but are not limited to) the absence of required equipment guards, first aid kits, hair nets, clearly marked safety zones, MSDS (material safety data sheet), or posted safety signs

16. Standards of Quality & Standards of Accreditation
Eight standards such as:
A minimum of 11 courses in CTE are offered in each secondary school
Instruction in career and technical exploration is provided in each middle school
At least three career and technical programs that prepare students as career and technical completers are provided
Courses are taught by a teacher with proper licenses and endorsements
Both academic and career and technical preparations are offered to students who plan to continue their education beyond secondary school or who plan to enter employment
EXAMPLE OF A FINDING OF NONCOMPLIANCE:
“Automotive program is not in regulatory compliance and must immediately comply with regulatory requirements or be discontinued until the program is in regulatory compliance.”

17. The Steps AFTER the CTE Federal Program Monitoring On-site Review
Report of Findings- Report provided to the school division within days of on-site visit detailing:
Findings of noncompliance
Suggested Improvement Strategies- Recommendations to improve the school division’s CTE program
Corrective Action Plan- Plan detailing the school division’s actions to remedy noncompliance issues
Monitor- State-level follow-up with the school division to ensure completion of the corrective action plan
Letter of Closure – Letter sent to the school division after evidence is provided that findings of noncompliance have been corrected

18. Questions about the CTE Federal Program Monitoring Review Process
Please send questions to Kelly Davis at:

19. Contacts William A. Hatch, J.D. Kelly C. Davis Coordinator Specialist
Lolita B. Hall George R. Willcox
Director Associate Director
William A. Hatch, J.D. Kelly C. Davis
Coordinator Specialist
CTE Website: 19

20. Next Video Streaming Training Session
Announcements
Session 7: CTE Civil Rights Review Process
September 7, 2017 20

21. CTE Federal Program Monitoring Review
Please Send Questions Regarding the CTE Federal Program Monitoring Review Process to Kelly Davis at:
Wrap Up:
Archived Sessions are available on the VDOE website on the Professional Development Page
Session Evaluation link:
Thank you for joining us! 21