2015-2016 CTE Financial Information for Administrators 0

2015-2016 CTE Financial Information for Administrators

Beginning of the School Year:

Financial Guidance and Reports

September 17, 2015

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Agenda

School Year 2015 – 2016

• Federal Perkins Funds

• State CTE Funds– State Equipment– Industry Certification Examinations–Workplace Readiness Skills Examinations– Information Technology Industry Certifications– Occupational Preparation and CTE Adult

Education Program Entitlements

2

CTE Programs Funding Sources for School Divisions

• Local School Division Funds

• State CTE Funds

• Federal Perkins Funds

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CTE Federal Perkins Funding

Carl D. Perkins Career and Technical Education Act of 2006

• SY 2015-2016 Title I Federal Perkins Funds $23,955,949 Grant Award

• Overall 1.36 percent funding increase ($321,701) from SY 2014-2015

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Perkins Title IFederal Funding Formula

• 85 percent for Local Programs (Secondary and Postsecondary Education)

• 10 percent for State Leadership Activities

• 5 percent for State Administration

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Perkins Title IAllocation of Local Program Funds

• 85 percent for Secondary Education (Virginia Public School Divisions)

• 15 percent for Postsecondary Education (Virginia Community Colleges)

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CTE Federal Perkins Act Funds Title I School Year: July 1, 2015 – June 30, 2016

School division allocations based on:

• Number of Individuals Ages 5 – 17 who reside in the school division: Source - National Center for Education Statistics Common Core Data SY 2013-2014

• Number of Individuals Ages 5 – 17 who are from families below the federal poverty level: Source - U.S. Census Bureau Income Year 2013 Poverty Data

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CTE Federal Perkins Act FundsTitle I School Year: July 1, 2015 – June 30, 2016

School Division Funds Allocation Formula:

• 30 percent funding based on the number of 5 to 17-year olds who reside in the school division.

• 70 percent funding based on the number of 5 to 17-year olds in families below the poverty line, based on data collected under the Elementary and Secondary Education Act (ESEA) of 1965, compared to the total number of such individuals who reside in the school division.

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SUPTS. MEMO NO. 076-15 issued April 3, 2015 SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2015 through June 30, 2016

• $17,308,173.15 Secondary Education Programs funding for school divisions

• $232,428.97 funding increase from SY 2014-2015

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CTE Federal Perkins Act Funds Title I: July 1, 2015 – June 30, 2016

SY 2015-2016 Perkins Secondary Program Funds

Online Management of Education Grant Awards (OMEGA) System

• Initial 29.6 percent Yearly Allocation loaded in

OMEGA under Object Code 0000 – Default on July 1, 2015

• Remaining 70.4 percent Yearly Allocation will be loaded in OMEGA under Object Code 0000 – Default after October 1, 2015

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Perkins Federal Grant Award Funds Transactions:

• SY 2015-2016 Perkins CTE Secondary Programs Allocation from VDOE Supt’s Memo No. 076-15, issued April 3, 2015, are loaded in OMEGA on July 1 and October 1, 2015

• Approved Local Plan and Career and Technical Education Management System (CTEMS) Schedules 17 and 18 – Administration and Budget Summary Worksheet

• Approved OMEGA Budget Transfer – Object Code Amounts based on approved Local Plan and CTEMS Schedule 18

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SY 2015-2016 Initial OMEGA Budget Transfer Request Options: Prior to October 1, 2015

• 29.6 percent funding allocation EQUALLY distributed to each budgeted Object Code in approved Local Plan

• 29.6 percent funding allocation selectively TARGETED to one or more Object Code(s) in approved Local Plan

After October 1, 2015• 100 percent funding allocation distributed by Object Codes

amounts based on approved Local Plan and CTEMS Schedule 18 – Administration and Budget Summary Worksheet

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Expenditure Requirements for Perkins Secondary Program Funds:

• Must have an approved Local Plan and Budget • Must be actual SY 2015–2016 Expenditures• Must be encumbered by June 30, 2016• Must be appropriate use of Federal Funds to

improve CTE Programs

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SY 2015-2016 Reimbursement Request Requirements:

• Must have an approved OMEGA Budget Transfer

• Should be submitted MONTHLY based on actual expenditures

• At a minimum, must be submitted QUARTERLY

• Must have encumbrance date for all Object Codes 3000, 5000 and 8000 expenditures

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SY 2015-2016 Reimbursement Request Requirements:

• May use more than one line entry with each request

• Entry expenditures can be split between local, state, and federal funding sources

• Must use 100 percent your total SY 2015-2016 Perkins allocation amount - $0.00 funds balance

• Do not wait until the the end of the school year to submit one request for the entire allocation amount

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Federal Perkins funds cannot be spent for:

• Capital improvements, upgrades or improvements to physical structures, buildings, classrooms, laboratories, etc.;

• Used, reconditioned or repaired equipment;• Equipment repairs or to purchase repair

parts;

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Federal Perkins funds cannot be spent for: (cont.)

• Installation of equipment and shipping unless costs are included in the original purchase invoice and price; and

• Materials, supplies and/or commodities that are consumed or materially altered when used (i.e., welding gases, paints, lumber, sheet metal, batteries, solvents, etc.).

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Federal Perkins funds can be spent for purchasing:

• Any new CTE equipment;• Instructional and/or classroom reference set

of textbooks;• Computer and software upgrades; and• Rechargeable batteries if part of the original

purchase of equipment (i.e., digital camera, portable drill, etc.).

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CTE Federal Perkins Act Funds Title I Equipment Expenditures

Equipment is defined as any instrument, machine, apparatus, or set of articles that meets all of the following criteria:

• Retains its original shape, appearance, and character with use;

• Does not lose its identity through fabrication or incorporation into a different or more complex unit or substance;

• Is non-expendable;

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CTE Federal Perkins Act Funds – Title I Equipment Expenditures

Equipment Criteria (cont.)

• Under normal use, it can be expected to serve its principle purpose for at least one year; and

• Excludes supplies and materials as defined by the Virginia Department of Planning and Budget’s Expenditure Structure, Part II.A 13-XX, Supplies and Materials, June 2011.

Source: http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf (Pages 12-15)

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http://dpb.virginia.gov/forms/20110819-1/FY12ExpenditureStructure.pdf

CTE Federal Perkins Act Funds – Title I Equipment Expenditures

Equipment Criteria (cont.)

• Equipment purchased must be listed in the current state edition, Recommended Equipment Approved for Career and Technical Education Programs.

Source: http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

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• Federal Perkins SY 2015-2016 funds cannot be carried over to next school year.

• Reimbursement requests must be submitted by

September 30, 2016.

• Unspent Perkins SY 2015-2016 funds will result in forfeiture of remaining allocated Perkins funds.

• Unspent Perkins SY 2015-2016 funds will be reallocated for unpaid Industry Certification reimbursements.

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Accessed through VDOE Web site – Single Sign-on for Web Systems (SSWS):

• Secure Portal access to VDOE data processes, reports, and applications

• School Division SSWS Account Manager issues Authorized Access

• OMEGA access issued by VDOE

• OMEGA User Permission Form OP1 23

OMEGA Budget and Reimbursement RequestsSubmission and Approval Levels

Local School Division• Level 0: Create and Submit (required)• Level 1 and Level 2: Local Option• Level 3: Superintendent’s Approval & Submission to

VDOE-CTE (required)

Career and Technical Education• Level 5: Accountability Coordinator Review and Approval 2nd Level 5: Grants Administrator Review (based on CTEMS Schedule 18) and Approval• Level 6: Director Review, Approval and Submission to

VDOE-Accounting 24

OMEGA Budget and Reimbursement Requests Submission and Approval Levels

Budget Transfer Request

VDOE – Fiscal Services• Level 7: Federal Program Financial Specialist

Review and Approval of Budget Transfer

• OMEGA: Transfers Budget Funds to Object Codes Expenditure Accounts

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OMEGA Budget and Reimbursement Requests Submission and Approval Levels

Reimbursement Request

VDOE – Fiscal Services• Level 7: Federal Program Financial Specialist

Review and Approval for Payment• OMEGA: Transfer of Payments to

Department of Accounts – WeeklyDepartment of Accounts

• Electronic Funds Transfer (EFT): Weekly County/City Finance Department

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• REMINDER: Federal Perkins SY 2014-2015 funds cannot be carried over to next school year.

• Final reimbursement requests for SY 2014-2015 must be submitted by deadline of September 30, 2015.

• Unspent funds will result in forfeiture of remaining allocated funds.

• Unclaimed funds will be reallocated for unpaid industry certification reimbursements.

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CTE STATE FUNDING

• CTE Equipment • Industry Certification Exams for

Students• Workplace Readiness Skills for the

Commonwealth Examinations• Information Technology Industry

Certifications• Occupational Preparation and CTE

Adult Education Program Entitlements28

CTE State Equipment Allocations

SUPTS. MEMO NO. 181-15 issued July 24, 2015

SUBJECT: Career and Technical Education Equipment Allocations and Reimbursement Request Form for School Year 2015-2016

– $1,800,000 State Lottery Funding– School Division and Regional Technical Center

Allocations• $2,000 Floor Allocation • Enrollment-Based Allocation• $2.515 per CTE student enrollment

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100 percent reimbursement of equipment expenditures, not to exceed approved allocation amount.

Source: State - Approved Recommended Equipment List for Career and Technical Education Programs

http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml


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• State equipment funds must be used:

• first (100%) before requesting any Perkins federal funds reimbursements for equipment (Object Code 8000).

• to supplement, not supplant, any funds currently provided within the locality.

• Equipment purchased with state funds cannot be claimed on Federal Perkins funds reimbursement requests.


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• Equipment purchases may be split between local, state, and federal funding sources.

• Reimbursement request forms must be submitted to VDOE by Friday - June 3, 2016.

• Request forms must have the division superintendent’s or designee’s original signature (blue ink).

• Mail the completed, signed form to: Virginia Department of Education, Office of Career and Technical Education, Attn: Grants Administrator, P.O. Box 2120, Richmond, VA 23218-2120 or

• Scan and e-mail a color PDF signed form to [email protected] or Fax to (804) 530-4560

mailto:[email protected]

CTE State Industry Certification


SUBJECT: CTE Reimbursement for Industry Certification Examinations, Licensure Tests, and Occupational Competency Assessments Allocations and Reimbursement Forms for June 2015 and School Year 2015-2016

– $1,331,464 FY 2016 State Lottery Funding– Same State Funding Level as FY 2015 – $2.275 per CTE student enrollment

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• Funding for Student Credentialing

• Industry Certification Examinations (including Workplace Readiness Skills)

• State Licensure Exams• Occupational Competency Assessments• School/Center Site Licenses

• Must be approved by the Board of Education.

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Funding Reimbursement for Industry Certification Examinations will be available for the following periods:

• Industry Certification Exams taken in June 2015

– Reimbursement Request Submission by October 31, 2015

• Industry Certification Exams taken from July 2015 - May 2016

– Reimbursement Request Submission by June 3, 2016

Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

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• Must be submitted on CTE State Industry Certification Reimbursement Request Forms

• Initial CTE State Industry Certification Reimbursement Request Form must be for 100 percent or less of the allocation amount

• Subsequent CTE State Industry Certification reimbursement requests and any that Exceeds the initial allocation amount must be submitted on a separate reimbursement request form(s)

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Workplace Readiness Skills (WRS) and/or Other Industry Certification Examinations


SUBJECT: State Allocation for Workplace Readiness Skillsfor the Commonwealth and/or Other Industry CertificationAssessments and Reimbursement Request Forms for June 2015 and School Year (SY) 2015-2016

- $308,655 FY 2016 State Funding

- Same State Funding Level as FY 2015

- $0.527 per CTE student enrollment

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Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations

• Funding provides flexibility, funding allocation may be used for the actual WPR assessment or any other industry certification preparation and testing.

• Funding allocation based on school year 2014-2015 enrollment data for students in secondary CTE courses.

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Workplace Readiness Skills (WRS) and/or other Industry Certification Examinations

Funding reimbursement will be available for the following periods:

• WRS and/or other industry certification exams taken in June 2015

– Reimbursement Request Submission by October 31, 2015

• WPR and/or other industry certification exams taken from July 2015 - May 2016

– Reimbursement Request Submission by June 3, 2016

Note: 100 percent reimbursement of exam costs not to exceed allocation amount.

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Workplace Readiness Skills (WPR) and/or other Industry Certification Examinations

• Must be submitted on CTE Workplace Readiness Skills for the Commonwealth and/or other Industry Certifications Reimbursement Request Forms

• Initial CTE Workplace Readiness Skills Examinations Reimbursement Request Form must be for 100 percent or less of the allocation amount.

• Subsequent CTE Workplace Readiness Skills Examinations reimbursement requests and any that Exceeds the initial allocation amount, must be submitted on a separate reimbursement request form(s).

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CTE Information Technology (IT) Industry Certifications


• SUBJECT: State Funding Allocation for Information Technology Industry Certifications and Related Testing Preparation Resources for School Year (SY) 2015-2016

– $1,500,000 FY 2016 State Funding– Same state funding level as FY 2015 for the Virginia

Microsoft Information Technology Academy – $2.37 per CTE student enrollment

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CTE Information Technology (IT)Industry Certifications Funding

Funding provided shall be used to support the following priority objectives:

• Increase percentage of students enrolled in CTE information technology (IT) courses.

• Increase number of students achieving industry-recognized IT certifications.

• Increase number of high schools and regional CTE programs implementing IT curricula.

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CTE Information Technology (IT)Industry Certifications Funding

Funding priority objectives (continued):

• Increase number of instructors receiving IT training for targeted CTE programs.

• Increase number of teachers achieving industry-recognized IT certifications.

• Increase Superintendent’s Region 6, 7, and 8 and Regional CTE Centers implementation of IT curricula and IT credentials.

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• Reimbursement for IT certification is limited to ONLY those IT industry certification examinations approved by the Board of Education and listed in Attachment A (Supt’s Memo No. 190-15).

• Expenditures must cover IT industry certification examinations and assessments taken by teachers and/or students from December 1, 2015 through May 31, 2016.

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• Must be submitted on CTE Information Technology Industry Certifications Reimbursement Request Forms.

• Initial CTE Information Technology Industry Certifications Reimbursement Request Forms must be for 100 percent or less of the initial allocation amount.

• Subsequent CTE Information Technology Industry Certifications reimbursement requests and any that Exceeds the initial allocation amount, must be submitted on a separate reimbursement request form(s).

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CTE Industry Certification, Workplace Readiness Skills, and Information Technology Industry Certifications

• Reimbursement request forms must be submitted by

Friday - June 3, 2016.

• Request forms must have the division superintendent’s or designee’s original signature (blue ink).

• Mail the completed and signed form to: Virginia Department of Education, Office of Career and Technical Education, Attn: Grants Administrator, P.O. Box 2120, Richmond, VA 23218-2120 or

• Scan and e-mail a color PDF signed form to [email protected] or Fax to (804) 530-4560

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mailto:[email protected]

CTE Industry Certification, Workplace Readiness Skills and Information Technology Industry Certifications

RECOMMENDED REIMBURSEMENT REQUEST ACTIONS

• Ensure all expenditures are for only those Industry Certification Examinations, State Licensure Exams and Occupational Competency Assessments that have been approved by the Board of Education.

• Use the specific name of the examination, credential and/or license as listed on the Board of Education approved list on all reimbursement request forms.

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1. Submit your initial Workplace Readiness Skills and/or Other Industry Certification Examinations for your total SY 2015-2016 allocation amount on the reimbursement request form.

2. Submit your initial Industry Certification Examinations, State Licensure Exams, and Occupational Competency Assessments for your total SY 2015-2016 allocation amount on the reimbursement request form.

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3. Submit your initial Information Technology Industry Certifications for your total SY 2015-2016 allocation amount on the reimbursement request form.

4. Submit any additional Industry Certification, Workplace Readiness Skills, and Information Technology Industry Certification Examinations that EXCEEDS your SY 2015-2016 allocation amounts on a separate Industry Certification Examinations reimbursement request forms.

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• Any additional Industry Certification, Workplace Readiness Skills, and Information Technology Industry Certification Examinations that EXCEEDS your SY 2015-2016 allocation amounts, will be held for payment processing until June 6, 2016.

• On June 6, 2016 unclaimed state allocated industry credentialing funds will be reallocated to school divisions and regional technical centers that have submitted additional reimbursement requests for Workplace Readiness Skills, Information Technology and other Industry Certification Examinations.

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State Payments forFiscal Year 2016

• State General funds payments for Workplace Readiness Skills for the Commonwealth Exams and/or other Industry Certification and Information Technology Industry Certifications will be paid fully on the state semi-monthly payment schedule.

• State Lottery funds payments for State Equipment and Industry Certification Exams reimbursement requests will be posted for payment after January 4, 2016.

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Federal Perkins Payments for Industry Certification Examinations

• School divisions must first use ALL their state allocations for Workplace Readiness Skills, Information Technology and other Industry Certifications Examinations BEFORE submitting any industry certifications examinations for reimbursement with Federal Perkins funds.

• The following OMEGA comments statement will be required:

“Industry Certification Examinations, Information Technology and/or Workplace Readiness Skills Examinations submitted with this OMEGA Federal Perkins request are additional, unpaid examinations that have not been previously submitted for reimbursement payment with State funds.”

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CTE State Program Entitlements

SUPTS. MEMO NO. 154-15 issued June 26, 2015

SUBJECT: Fiscal Year 2015 Career and Technical Education Occupational Preparation and Adult Education Entitlements (State Funds)

• $5,936,130 – Occupational Preparation• $2,014,029 – CTE Adult Education

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State funding provided for operation, improvement, and expansion of CTE for occupational preparation and adult education programs to support:

• Principals and assistant principals of CTE centers where at least 50 percent of their time is spent in CTE program administration or supervision;

• Extended contracts of instructors for activities related to the coordination, development, or improvement of CTE programs; and

• Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement. 54


• Based on actual expenditures reported by school divisions and regional centers for the prior school year on the CTE Financial Report (CTEFR)

• SY 2013-2014 Occupational Preparation Expenditures– 48.52% Reimbursement

• SY 2013-2014 CTE Adult Education Expenditures– 48.52% Reimbursement 55

CTE Financial Report (CTEFR) - SSWS

SUBJECT: Career and Technical Education Financial Report for Fiscal Year 2016 (School Year 2014-2015)

• CTEFR data submission via VDOE Single Sign-On for

Web Systems (SSWS) report application for the CTEFR actual expenditures by school divisions and regional technical centers for school year (SY 2014-2015):– Occupational Preparation Expenditures – State and Local Funds– CTE Adult Education Expenditures – State and Local Funds

NOTE: Supts Memo expected to be posted in mid-October 2015.

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Online Management of Education Grant Awards

(OMEGA) Support Help and Tips

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OMEGA Support Help Tips

A. 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 specialist at the Virginia Department of Education.

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B. 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 . . . 59

OMEGA User’s Guide

http://www.doe.virginia.gov/school_finance/budget/index.shtml

http://www.doe.virginia.gov/school_finance/budget/index.shtml

http://www.doe.virginia.gov/school_finance/budget/grants_acct_reporting/omega/omega_user_guide.pdf

CTE FEDERAL FUNDINGREVIEW

Carl D. Perkins Career and Technical Education Act of 2006

• SY 2015-2016 Federal Title I Perkins Funds

SUPTS. MEMO NO. 076-15 issued April 3, 2015

SUBJECT: Estimated State Allocations under the Carl D. Perkins Career and Technical Education Act of 2006 for July 1, 2015 through June 30, 2016

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CTE STATE FUNDING REVIEW

• CTE Equipment• Industry Certification Exams for

Students• Workplace Readiness Skills (WRS) for

the Commonwealth Examinations• Information Technology Industry

Certifications• Occupational Preparation and CTE

Adult Education Program Entitlements61

Announcements/Updates

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• Substantial Approvable Perkins Local Plan – SY 2015-2016

• CTE Director’s Memo 081-15, January 9, 2015: Use of Perkins Federal Funds for Career and Technical Student Organizations (PDF)

• Key CTE Reporting Dates:

- CTE Max Enrollment Status Report for some divisions September 11, 2015

- Student Enrollment Demographic Form (SEDF) End-of-Year

Report (SY 2014-2015) September 30, 2015

http://www.doe.virginia.gov/instruction/career_technical/cte_resources/director_memos/2014-15/081-15.pdf

http://www.doe.virginia.gov/instruction/career_technical/cte_resources/director_memos/2014-15/081-15.pdf

Upcoming Events

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• ACTE Region II Conference - September 24-27, 2015 in Montgomery, AL

• VACTEA Conference - October 13–16, 2015 in Williamsburg, VA

• Next Video Streaming Session No. 7 – October 15, 2015 Career Development and Academic and Career Plans of Study (Part I of Series)

Note: Please complete the evaluation of this professional/technical update video streaming session:

https://www.surveymonkey.com/r/QD3GZTP



Contact Information

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George R. Willcox, CoordinatorPlanning, Administration & AccountabilityOffice of Career and Technical Education804 [email protected]

W. Terry Dougherty, Grants AdministratorOffice of Career and Technical Education804 [email protected]

Virginia Department of EducationOffice of Career and Technical Education Services

P.O. Box 2120Richmond, VA 23218-2120

804 [email protected]

Lolita B. Hall, DirectorOffice of Career and Technical Education804 [email protected]

Documents

2015-2016 CTE Financial Information for Administrators 0