Perkins Technical Assistance Webinar Oregon Department of Education April 24, 2014
Welcome • We will begin at 2:00 • Please mute your phone or microphone when not speaking. • If you are using the phone, please turn off the sound on your computer to prevent feedback. • If you are accessing audio through your computer, headphones will reduce the problems with feedback.
Objectives • Getting Connected – Where Do I Find Information? • Timeline for 2014-15 • Data Submission • 2014-15 Perkins Basic Grant Application • Reserve Update • Preparing CIP Budget Narrative • Guidance • CTE Program of Study & Perkins Eligibility • Finishing Up 2013-14 Cycle • Federal Update • Q & A
Getting Connected! Where do I find information?
Getting ConnectedWhere do I find information? ODE Website http://www.ode.state.or.us http://www.ode.state.or.us/search/page/?id=4011
Perkins Technical Assistance Webinar Archive • http://www.ode.state.or.us/search/page/?id=4011
CTE Secondary Data Collection • Next items coming up: • Only six weeks to complete CTE collections • There are no extensions • Be prepared https://district.ode.state.or.us/search/page/?id=226https://district.ode.state.or.us/search/page/?id=23
2014-15 Perkins Basic Grant Application
Summary Report of 2014-2015 CTE Strategies and Accomplishments • Now immediately following Overview section • Includes “Joint high school and community college advisory committees established during the 2014-2015 program year” in accordance with the requirements of HB 2912
Submission and Review • Due June 30 • Follow directions in application • Peer review process • Revisions and resubmission
Release of Funds • 20% released July 1 if…. • CTE data submission • Application • CIP Budget Narrative • Remaining 80% upon approved application and Budget Narrative (Oct 1)
2014-15 Perkins Reserve Grant Application
Perkins Reserve • 10% of total Perkins Grant in Aid – focused regional activities. • The focus for the 2013-2014 Perkins Reserve Grant is for secondary and postsecondary institutions to strengthen all aspects of CTE Program of Study pathways with special attention to advancing the overall 9-14 transition agenda.
Advancing CTE through Career Pathways Systems • Duplicate if needed.
Reserve Grant Elements • Align CTE programs to enable seamless transitions across education levels and into gainful employment. • Integrate student services and career guidanceto improve academic knowledge and technical skills acquisition, and the attainment of employment.
Reserve Grant • Peer review required prior to submission • Application and CIP Budget Narrative DUE June 16
Preparing CIP Budget Narrative A review for some attendees
Getting Started • District Website https://district.ode.state.or.us • Permissions – start now • Secondary – District Security Admin • Postsecondary – Phyllis Reynolds • Edit Everything and Submit/Revise • New budget year opens June 1
Getting Started (After June 1st) • Signed Assurances and Contacts need to be completed before you can submit your Budget Narrative & Spending Workbook. • Mail signed assurances to Barb O’Neill, you may scan and email prior to mailing the original hard copy. • Both can be found in the Summary section of the CIP Budget Narrative.
Tips – Things to Remember • Professional Development • Summer PD to occur on the front side of the grant. • Funds tied to specific and Approved Program of Study = Secondary & Postsecondary • Error messages, under review • Magic $1 • SUBMIT!
Approval Process • Timeline June 30 - Submission July - 20% Approval of funds - Gardner review of all Budget Narratives - ODE & CCWD review of Grant application - Email .doc of your Budget Narrative - Schedules a conference call to address items August – Sept - Conference calls with Reynold and approval Oct 1 - 80% Approval
Annual Report • Forward thinking the annual report • Budget / accounting section - matching… a problem
Perkins Expectations… Where you spend the $ • Four (5) Core Elements • Standards & Content • Alignment & Articulation Visual • Technical Skill Assessment • Student Support Services (5) Professional Development
Budget Narrative • Equipment items over $5000 require ODE Approval • Budget Narrative – format/structure similar to what we have seen in the last 3 years. • Basic & Reserve Grants have similar Oregon Department of Education
Budget Narrative Expectations • Required in your narrative: • School & Program of Study (POS) • Core Element • Object Code • Describe the expense item in detail • Purpose • Calculation made to reach your item total Oregon Department of Education
Object Codes This document will be sent out and posted on the Web….. Oregon Department of Education
Budget Changes / Revisions • EDGAR 80.30(d) Grantees or subgrantees must obtain prior approval of the awarding agency whenever any of the following actions is anticipated: • Any revision of the scope or objectives of the project (regardless of whether there is an associated budget revision requiring prior approval). • EDGAR 80.30(f) a request by a subgrantee for prior approval will be addressed in writing to the grantee.
Budget Changes / Revisions(continued) This document will be sent out and posted on the Web…..
Budget Changes / Revisions(continued) • Mid year Budget Narrative money total • If an item is • Being removed… Please remove from BN • Being added please input and include • Costing less than anticipated you do not need to update $ total for that single item • Place additions at the bottom of the Budget Narrative and include **** “based upon email conversation 4-22-2014 with Reynold” and include the elements of the item.
Support for Submission • Use the Word & Excel Templates • Spell check, copy and paste in to the Budget Narrative • Webinars archived • Contact Reynold or Barb • Magic $1
Spending Workbook - $1 You need to have at least $1 for each function Code area…. Does not matter what Object code it is placed in……. Oregon Department of Education
Professional Development • Required 10% of total grant be utilized in Professional Development • Long term sustained effort that leads to a higher level of student engagement and program improvement • Not the one day workshops that have spotted our past • If XYZ Conference is an event that you want to fund Perkins with you need to tie your professional development plan to the deliverables that are associated with that conference.
Professional Development(continued) • Fund budgeted towards professional development are required to stay in the professional development • Professional development is a sign of leadership • PD Funds remain in PD
Administration Direct and Indirect Administration – 5% limit EDGAR 80.3 - Administration Matters common to grants in general: • Financial Managements • Reports • Retention of Records Oregon Department of Education
Program Coordination & Leadership vs Admin Activities that support the specific intents and purpose of the grant. • Curriculum development • Leadership to develop CTE Program of Study • Program quality review • Professional development • Facilitation of professional development activities • Research activities • Performance and program data analysis • Research on promising practices Oregon Department of Education
Allowable Expenses & Supplanting • Intents/purposes • Reasonable/necessary • Local Leadership – local decisions • There is no Dichotomous (yes / no) chart. • Some items are allowed within your decision making process while some are not. • Perkins IV is not Perkin III Oregon Department of Education
Perkins allowable expenses conversation…. • If / then analysis • Focus of Perkins: • Improving • Enhancing • Expanding • Modernize • Elevate the program • Aligns to current industry standards • Taking the program in a new direction
Allocable Cost • Must provide a benefit to the program in proportion to the amount of expenditure • (Dec 1st for Equipment purchases) • Costs are allocated over the period of the grant • Goods may be charged to the program in accordance with the relative benefit received
Supplanting • Funds made available under this Act for career and technical education activities shall supplement, and shall not supplant, non-Federal funds expended to carry out career and technical education activities. [Section 311(a)] Oregon Department of Education
Supplanting(continued) • Federal funds must be used to augment the regular education program • Supplanting is using federal dollars to provide: • A required program/activity at the State or Local Level (Dual Credit vs Alignment) • An activity or service that was provide by non-federal funds in the prior year • Services to some students while using local sources to provide the same services to others Oregon Department of Education