Career Academy Retreat Nuts and Bolts, Day 1:

1. Career Academy RetreatNuts and Bolts, Day 1: Calendar Budgets Academic Plans

2. Academy Calendars

3. Let’s Begin to Plan for the New Year • Course Submission Deadlines for the 2011-2012 school year • Report Deadlines • Accessing School Site Calendars and making sure academy events are approved and scheduled into the site calendar

4. Course Outline Development and Approval Process • Submit an Intent to Create a Course Outline Form to the Director of Curriculum and Instruction • By October 1st • Once approval to create the course outline is obtained, submit the course outline to the Director of Curriculum and Instruction  • By December 1st • The Director of Curriculum and Instruction verifies that the proposed course outline has site administrative approval. The course of study is then aligned to the district format, edited, and any obvious lack of clarity is addressed. • If the Director of Curriculum and Instruction recommends revisions to the course outline, the teacher(s) continue to work on the document and resubmit it to the CIT.  • If the Director of Curriculum and Instruction recommends the course of study for approval, it is forwarded to the Assistant Superintendent of Educational Services for final review, and then submitted to the Board of Education for final approval.  • The course outline is presented to the Board of Education for final approval  • By March 1st

5. Report Deadlines • Annual Report • October 15th • (all new CvPAs will not do one in 2010, but WILL do one in 2011 to verify funding for the following year) • Budget and Budget Narrative • June 30th • (But, we’ll get it done before the end of the retreat for this year… ) • End of Program Fiscal Report and Narrative • August 31st • (all new CvPAs will not do one in 2010, but WILL do one in 2011 to verify funding for the following year)

6. Developing Your Annual Academy Budgets

7. 2-Year CPA Budget Cycle

8. BUDGET FORM Required Signatures: Prepared by (please print):_________________________ Signature:___________________________ Date:___/___/___ Principal Name:_________________________________ Signature:___________________________ Date:___/___/___ Dist. Bus. Manager:______________________________ Signature:___________________________ Date:___/___/___ CDE Approval Name (CDE Use Only): Signature:________________________________Date:___/___/___

9. Examples of District Match* • Smaller class size • Extra preps for Academy Coordinator(s) • Release time for curriculum development, program planning, team building • Assignment of a counselor to CPA with smaller counselor-to-student ratio than other counselors • Transportation for field trips, to post-secondary classes, to internships and job shadowing locations • Administrative time applied to supporting/ coordinating the Academy • Substitute costs to support program activities • Equipment purchased for the academy • Instructional & clerical assistants • Academy office space *District Match IS the grant award for CvPAs until outside funds are awarded

10. Examples of Business and Community Partner Match • Serve on an Advisory Committee • Help develop career technical curriculum • Provide speakers for Academy classes • Host field trips giving a perspective of workplace • Provide mentors who serve as career-related role models and personal points of contact • Provide job shadowing, internship, and other work experience opportunities • Provide student scholarships • Provide equipment and technology • Offer externships for academy staff • Provide additional funds for academy • Sponsor students to Career Technical Student Organization (CTSO) events

11. Some Acceptable uses of CPA Funds • Release time for coordination, planning, curriculum development, & participation in Academy events • Transportation for field trips relevant to CPA career focus • Clerical assistance for Academy needs • Awards, such as pins and medallions • Instructional supplies related to the career focus of Academy • Reasonable equipment expenditures • Professional development needs for staff • Instructional time in excess of negotiated school day

12. BUDGET NARRATIVE

13. BUDGET PLANNING • Evaluate the yearly progress of the Academy including student achievement. • Include input from your Advisory Committee. • CPA and CvPA Grant Funds are: • Instructional in nature • Supplemental--use funds for activities/items that are “in addition to” what is offered as part of every student’s standard curriculum

14. Budget Planning Continued… • DONOTuse funds to supplant (replace) activities or items already provided by the district, such as: • Standard supplies allocated to every classroom • Standard textbooks • Teaching salaries covered by the district • Budgets should: • Be thorough, thoughtful and accurate • Include the narrative portion • Include signatures from both principal and district business manager • Ensure that the $ amounts on the budget form and narrative match

15. BUDGET GUIDELINES • PERSONNEL EXPENSE:  Limit line item 1000, 2000 and 3000 inclusive to 40 percent of the overall budget. • TECHNOLOGY should be limited to 25 percent. • FIELD TRIPS: should be instructional in nature and tied to the occupational area of the academy.

16. Review the Budget with your Team • Does your Budget Include: • A Budget Form (Summary of Expenditures by Object Code) • District AND Business/Industry Match • Acceptable uses of Academy Funds • Instructional • Supplemental • Personnel Expenses are limited to 40 percent of the overall budget (line items 1000, 2000 and 3000 inclusive). • Technology is limited to 25 percent. • Field trips are instructional in nature and tied to the occupational area of the academy. • A Budget Narrative • Signatures from the Principal and Business Manager

17. Final 2010-2011 Academy Budgets • Revisit your 2010-2011 budget to create a budget that will provide optimal student benefit • "Organizations demonstrate priorities through the allocation of resources—time, money, and human resources.” Are the resources in your SLC allocated according to your vision & stated priorities? • Updated Budget will be submitted on Thursday, August 19th

18. Purchase Requisitions and Coding

20. Budget Code Strings

21. Academy Resource Codes

22. Common Object Codes

23. End Of Year Expenditure Reporting

24. END OF GRANT PERIOD • End-of-Project (EOP) Financial Expenditure Report: • Two-year Grant Period • Due Date • Who Completes EOP Form • Expenditure Narrative Description

25. End-of-Project (EOP) Financial Expenditure Report

26. End-of-Project (EOP) Financial Expenditure Narrative

27. Determining Available Funds Qualifying Students

28. FUNDING LEVELS • New implementation grant of $42,000, must qualify at least 30 students in grade 10($1,400 per qualified student); • Year 2 grant of $72,000, must qualify at least 60 students in grades 10 and 11($1,200 per qualified student); • Year 3+ grant of $81,000, must qualify at least 90 students in grades 10 through 12($900 per qualified student).

29. CRITERIA FOR FUNDING To receive funding, a student must meet the criteria as specified in Education Code Section 54691. TO QUALIFY, A STUDENT MUST: • Obtains 90 percent of the credits each academic year in courses that are required for graduation; • Successfully completes a school year in the academy during the 10th and 11th grade with an attendance record of no less than 80 percent; • Successfully graduate after the grade 12.

30. CPA and CvPA ANNUAL REPORT DUE: October 15th Every Year PURPOSE: To determine qualified students enrolled in Academy and final Grant Amount. REPORT INCLUDES: PART A – Word Document and Signature Page PART B – Excel Document SPECIAL NOTES: All parts of Annual Report must be submitted prior to issue of final payment. Do not mail hard copy of Annual Report, only the signature page.

31. ANNUAL REPORT: Part A • General Instructions • Cover Page A • Part I: Required Components and Recommended Elements • Part II: Student Statistics • Part III: Narrative describing the components of the Academy model. • Business Partners • Academy Advisory Committee • Signature Page: This page is mailed into the High School Transformation Unit with original signatures of the Principal and District Superintendent and ensures that administration has seen and approved the Annual Report information.

32. ANNUAL REPORT: Part B

33. ANNUAL REPORT: Part B Tabs for each section can be found on the bottom of the excel spreadsheet: • Instructions • Cover Page B • Part IV: School / District Match • Part V: Business Partners Match • Student Data Sheets • Student Data Summary Sheet

34. Academic Plans for Career Academy Students 4, 6, and 8 year Planning

35. Academic Plans for Students

36. CPA and CvPA Resources • www.centinela.k12.ca.us • CASN (Career Academy Support Network by UC Berkeley in conjunction with CPA) http://casn.berkeley.edu/ • CDE resource pages: • Career Technical Education page: http://www.cde.ca.gov/ci/ct/ • CPA page: http://www.cde.ca.gov/ci/gs/hs/cpagen.asp • CTE Standards & Framework: http://www.cde.ca.gov/ci/ct/sf/ • CTE Online (a california career tech resource): http://www.cteonline.org/ • Donors Choose (solicit donations for specific projects) http://www.donorschoose.org/ • I could be (mentoring website) http://www.icouldbe.org/