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2013-2014 Perkins Local Plan and Budget Submission Office of Career and Technical Education Services February 2013

2013-2014 Perkins Local Plan and Budget Submission Office of Career and Technical Education Services February 2013. Welcome & Instructions Tab In Excel, the pages in each tab will run continuously. To see each page break clearly, you will need to turn on Page Break Preview or Page Layout.

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2013-2014 Perkins Local Plan and Budget Submission Office of Career and Technical Education Services February 2013

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  1. 2013-2014 Perkins Local Plan and Budget Submission Office of Career and Technical Education Services February 2013

  2. Welcome & Instructions Tab In Excel, the pages in each tab will run continuously. To see each page break clearly, you will need to turn on Page Break Preview or Page Layout. Instructions for completing the 2013-2014 Perkins Local Plan Virginia Department of Education - February 2013

  3. Welcome & Instructions Tab • When you open the Excel file, you will see Security Warning at the top of the screen. • Click on Options • Click “Enable this content” • Click OK Virginia Department of Education - February 2013

  4. Welcome & Instructions Tab Rows 8-13 • Information has been inserted for: • downloading the OMEGA User’s Guide • contacting OMEGA Support • contacting appropriate CTE Staff: George Willcox and Joseph Wharff Virginia Department of Education - February 2013

  5. Welcome & Instructions Tab Rows 22-24 Local Plan Due Date – April 30, 2013 Federal Requirement - “substantially approvable form” In compliance with federal requirements, the school division must submit the application to the VDOE in “substantially approvable form” via OMEGA no later than April 30, 2013, to obligate Perkins funds on July 1, 2013. Virginia Department of Education - February 2013

  6. Welcome & Instructions Tab Row 21 Save the application down to 2003 Excel .xls format. OMEGA system works best when this type of file is used in the upload process. Virginia Department of Education - February 2013

  7. Welcome and Instructions Tab Row 56 Welcome & Instructions Tab Row 56 Permissive Funds Allocation Not more than 40 percent of your total Perkins allocation is eligible for Permissive Uses of Funds. Virginia Department of Education - February 2013

  8. Welcome & Instructions Tab Row 58 Do Not Round Budget Amounts The budget total amount must match the federal allocation EXACTLY. Virginia Department of Education - February 2013

  9. Welcome & Instructions Tab Row 68 New Program/Course Application May be downloaded from the CTE Program Administration and Management Web page Virginia Department of Education - February 2013

  10. Welcome & Instructions Tab Row 74 Certification and Assurances A copy of the signed form must be faxed to the Office of Career and Technical Education at 804-530-4560. Virginia Department of Education - February 2013

  11. Welcome & Instructions Tab Row 90 Schedule 2 E-mail a Microsoft Word file of your completed 2013-2014 Plan of Study to CTE@doe.virginia.gov for separate approval. Virginia Department of Education - February 2013

  12. Welcome & Instructions Tab Row 92 • Schedule 3 • Each sub-population category has grade level defined. Virginia Department of Education - February 2013

  13. Welcome & Instructions Tab Row 106 Schedule 8 Documentation for agreement to each schedule is REQUIRED. Virginia Department of Education - February 2013

  14. Welcome & Instructions Tab Row 136 Schedule 16 Documentation for the school division’s maintenance of effort with local funds is required. Virginia Department of Education - February 2013

  15. Welcome & Instructions Tab Row 152 Schedule 16 - Item #10 School Divisions must meet the state maintenance of effort for equipment. Virginia Department of Education - February 2013

  16. Welcome & Instructions Tab Row 158 Schedule 17 The total amount of permissive items may not exceed 40% of your total Perkins allocation. WARNING: If you exceed the 40%, a note will appear at the bottom of Schedule 17. Virginia Department of Education - February 2013

  17. Welcome & Instructions Tab Row 159 Schedule 17 In Column 2 – “All” is an option. Virginia Department of Education - February 2013

  18. Welcome & Instructions Tab Row 166 Schedule 18 Object Code 5000 – a separate line has been provided to list Indirect Costs. The total amount for administration may not exceed 5% of your total Perkins allocation. WARNING: If you exceed the 5%, a note will appear at the bottom of Schedule 18. Virginia Department of Education - February 2013

  19. Welcome & Instructions Tab Row 173 Comments Page If needed, a Comments Page has been added at the end of the CTEMS Schedules to further explain any of the previous schedules. NOTE:Please identify the schedule number and keep comments brief and concise. Virginia Department of Education - February 2013

  20. CTEMS Schedules Comments Page Example Virginia Department of Education - February 2013

  21. Welcome & Instructions Tab Appendix A Contact Information For assistance, please contact your division’s assigned representative: George Willcox, Coordinator, or Joseph Wharff, Specialist, for Planning, Administration and Accountability. Virginia Department of Education - February 2013

  22. Welcome and Instructions Tab • Appendix B Welcome & Instructions Tab • Appendix B Required and Permissive Use of Funds Refer to Appendix B for definitions. Virginia Department of Education - February 2013

  23. Welcome & Instructions Tab Appendix C Object Code Definitions and Contact Information Refer to Appendix C for budget object code definitions. Virginia Department of Education - February 2013

  24. Certification and Assurances Tab Certification and Assurance Tab Row 6 Certification and Assurances A copy of the signed form must be faxed to VDOE at 804-530-4560. Virginia Department of Education - February 2013

  25. Certification and Assurance Tab Row 33 To certify postsecondary collaboration in the development of the Career Cluster/Pathway Plan of Study, obtain the Local Community College Perkins Administrator’s signature. Virginia Department of Education - February 2013

  26. Certification and Assurance Tab Row 99 Assurance #24 (New) The school division will conduct a self-assessment of the career and technical education program. The Federal Program Monitoring Review System requires the pre-identified school divisions to review their CTE program once every six years. If applicable, school divisions must complete a comprehensive self-assessment instrument and submit in conjunction with the CTE Local Plan by April 30, 2013. Virginia Department of Education - February 2013

  27. Performance Assessment Tab Rows 14 - 26 The Perkins Performance Standards have been aligned with the list in the Division Annual Performance Report. Provide the “actual” performance levels for all CTE completers in the school division; and also, for the special populations. Virginia Department of Education - February 2013

  28. Performance Assessment Tab Rows 40 - 59 Performance Standards Not Met For Performance Standards not met, you will select each from a drop down menu. In the description block, explain why the standard was not met and what action has been taken to improve the performance. Virginia Department of Education - February 2013

  29. Performance Assessment Tab Rows 69 - 84 • 2012-2013 Performance Assessment Targets • For your information, state (negotiated) agreed upon levels of performance and the data collection sources have been provided for planning purposes and continuous improvement efforts . Virginia Department of Education - February 2013

  30. CTEMS Schedules Checklist Tab • Schedules 4, 5, and 6 • Complete only if changes have occurred from the previous year. Virginia Department of Education - February 2013

  31. CTEMS Schedules Checklist Tab Regional Technical Centers Complete only Schedules 1 – 16. NOTE: Schedules 4, 5, and 6 should be completed only if changes have occurred from the previous year. Schedules 17 and 18 should not be completed. Virginia Department of Education - February 2013

  32. CTEMS Schedules Tab Row 34 and Rows 42 - 49 • Schedule 1 (Continued) Stakeholder Participation/Involvement • Identify only one individual for each category on the local CTE advisory committee. Virginia Department of Education - February 2013

  33. CTEMS Schedules Tab Rows 51 - 52 • Schedule 1 (Continued) Stakeholder Participation/Involvement • Describe how advisory committee members/stakeholders are informed about the Perkins Act of 2006 and what activities they will be involved in during the 2013-2014 school year. Virginia Department of Education - February 2013

  34. CTEMS Schedules Tab Rows 77 - 98 Schedule 2 – Application for Local Career Cluster/Pathway Plan of Study Indicate all previously approved Career Cluster/Pathway Plans of Study. Virginia Department of Education - February 2013

  35. CTEMS Schedules Tab Rows 109 - 122 Schedule 2– Application for Local Career Cluster/Pathway Plan of Study List only the Career Cluster/Pathway Plans of Study being submitted for 2013-2014. A Microsoft Word file of your 2013-2014 Career Cluster/Pathway Plan of Study must be e-mailed to CTE@doe.virginia.gov for separate approval. Virginia Department of Education - February 2013

  36. CTEMS Schedules Tab Rows 137 - 138 Schedule 3– Special Populations Report Grade levels have been added for each sub-category. Cells will allow you to enter “0” for any of the sub-categories. Virginia Department of Education - February 2013

  37. CTEMS Schedules Tab Rows 315 - 319 Schedule 7 – Professional Development (continued) You must provide the number of teachers/administrators participating in professional development activities. WARNING: The cell will only accept a number and will NOT allow an “x” to be entered. Virginia Department of Education - February 2013

  38. CTEMS Schedules Tab Rows 348 - 351 Schedule 8– Evaluation of Career and Technical Education Programs Documentation for agreement to all four assurances is REQUIRED as listed in Item #17 of the Assurances and accepted by signing the Certification Page. Read and respond to each statement with an “X.” Virginia Department of Education - February 2013

  39. CTEMS Schedules Tab Rows 442 - 447 Schedule 11– Sufficient Size, Scope, and Quality of Program Service and Activities “Yes” or “No” is REQUIRED to be selected from the drop down menu for each statement. WARNING: This item must have a response, DO NOT leave blank. Virginia Department of Education - February 2013

  40. CTEMS Schedules Tab Rows 646 - 757 Schedule 17– Budget of Perkins Funds Column 2 – CTE Program Areas – “All” is an option in the drop down menu. Virginia Department of Education - February 2013

  41. CTEMS Schedules Tab Pages 23 - 26 Schedule 17– Budget of Perkins Funds Column 5 – Budgeted Funds and Source of Funds – Provide the funding amount for each expenditure. Virginia Department of Education - February 2013

  42. CTEMS Schedules Tab Line 785 Schedule 18– Administration – Indirect Cost Object Code 5000 – Indirect Cost – A separate line has been provided to list Indirect Cost. Virginia Department of Education - February 2013

  43. CTEMS Schedules Tab Schedules 17 and Budget Summary Worksheet Schedule 17– Budget of Perkins Funds and Budget Summary Worksheet The Grand Total of the Federal Budget in Row 763 and the Total of the Budget Summary Worksheet in Row 817 must be the same amount. NOTE: All items identified as a federal source of funding in Column 5 on Schedule 17 will automatically be entered in the Budget Summary Worksheet by appropriate Expenditure Category. Virginia Department of Education - February 2013

  44. CTEMS Schedules Tab Row 830 Comments Page If needed, a Comments Page has been added at the end of the CTEMS Schedules to further explain any of the previous schedules. NOTE: Please identify the schedule number and keep comments brief and concise. Virginia Department of Education - February 2013

  45. Online Management of Education Grant Awards (OMEGA) and Perkins CTE Local Plan and Budget Tips Virginia Department of Education - February 2013

  46. OMEGA and Budget Tips TIPS WHEN USING OMEGA Read the directions and appendices listed in the first tab of the local plan Excel spreadsheet template before beginning your local plan application. Use support services. If you experience problems uploading the local plan, revision, or amendment submissions, you have several options: Virginia Department of Education - February 2013

  47. OMEGA and Budget Tips OMEGA and Budget Tips On your OMEGA submission page, if you click on “OMEGA Support,” (red arrow above) you will be able to send an e-mail message directly to the OMEGA support specialists at the Virginia Department of Education. Virginia Department of Education - February 2013

  48. OMEGA and Budget Tips OMEGA and Budget Tips If you click on “Help” (red arrow above), you will be directed to the OMEGA Web page (see excerpt below) on which the first paragraph provides a link to the User’s Guide. The guide is very helpful with screen shots and step-by-step directions. BUDGET & GRANTS MANAGEMENT ONLINE MANAGEMENT OF EDUCATION GRANT AWARDS (OMEGA) OMEGA – VDOE’s automated grant application and reimbursement system – eliminates paper submissions associated with grant applications and reimbursement requests. As explained in the User's Guide (PDF), OMEGA enables grant recipients to . . . Virginia Department of Education - February 2013

  49. OMEGA and Budget Tips If you wish to speak with one of the OMEGA specialists, call 804-371-0993. If you have questions regarding the directions for completing the information in the Excel template for your local plan, please contact the Office of Career and Technical Education at CTE@doe.virginia.gov School divisions are assigned to either Joseph Wharff or George Willcox for Perkins CTE local plan support and approval. For the list of assignments, refer to the Welcome and Instructions tab of the Excel spreadsheet template (Appendix A). Virginia Department of Education - February 2013

  50. OMEGA and Budget Tips When submitting your original Perkins CTE local plan, please be careful when identifying the type of application. WARNING: You must click NO (which will change the default) to identify that it is a non-consolidatedapplication. If you do not, the default is automatically YES, which will result in an inappropriate identification. Virginia Department of Education - February 2013

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