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Massachusetts Department of Elementary and Secondary Education
State as Partner -ACLS FY20 Priorities
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• Bi-monthly web meetings
• On the Desktop – From Commissioner Riley
• Special Mailings
State as Partner – Communication
• For resources call 211
• ACLS website
• SABES
• LINCS
Building Connections
2020 State Plan - Submitted
Massachusetts Department of Elementary and Secondary Education
State as Partner Special Event
Wednesday, April 29
10-11am
Join Zoom Meeting
https://zoom.us/j/9711745866
Meeting ID: 971 174 5866
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Massachusetts Department of Elementary and Secondary Education
FY20 Grant funds
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All state and federal
grant funds must be
used in the regular
grant period.
No state funds
can be rolled
past 6/30/20
No federal funds
can be rolled
past 8/31/20.
Programs should expend all
grant funds for FY20 and submit
amendments for approval as
needed.
Massachusetts Department of Elementary and Secondary Education
Guidance for DESE grant recipients
• Per Office of Management and Budget (OMB) — grant recipients may continue to charge salaries and benefits to currently
active awards consistent with the recipient organization's policy of paying salaries (under unexpected or extraordinary
circumstances) from all funding sources, Federal and non-Federal.
• Other costs may be charged to awards, including those necessary to resume activities supported by the award, consistent
with applicable cost principles and the benefit to the project. DESE will also evaluate the recipient's ability to resume the
project activity in the future and the appropriateness of future funding, as done under normal circumstances, based on
subsequent progress reports and other communications with the recipient.
• EdGrants can be accessed remotely as it is a web-based application. Grantees are encouraged to continue using EdGrants
as needed.
• Typically, the rule regarding line item amendments is that they are required to be approved 30 days prior to need. Grants
management will temporarily lift this 30 day prior to need amendment rule. Please keep in mind that any funds spent
using grant funds should still fall within the allowable costs and program parameters. If there are specific questions as to
whether something is allowed, grantees should contact the DESE program personnel managing the grant. This is typically
the person listed as the contact in the RFP posting.
• The payment request windows are set up at the start of the fiscal year so there will be no disruption in accessing payment
windows. Payment windows remain open the 20th of the month through the end of the month. As always, if there is an
issue you can contact Grants Management for assistance.
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Massachusetts Department of Elementary and Secondary Education
Testing
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Pre/Post Testing
HSE Testing
Credentials/Licenses
Massachusetts Department of Elementary and Secondary Education
FY21 Financial Impact
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FY20 Base
Funding
FY20
Enrollment
Adjustment
FY21 Base
Funding
Massachusetts Department of Elementary and Secondary Education
FY21 Enrollment Adjustment
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ESOL Applies only to ESOL seats ABE Applies only to ABE seats
>100 5% increase (1.05) >100 5% increase
90-99 Level (1.0) 75-99 level
89 -80 1% decrease 74-70 1% decrease
79-75 2% decrease 69-65 2% decrease
74-70 3% decrease 64-60 3% decrease
69-60 4% decrease 59-55 4% decrease
59-50 5% decrease 54-50 5% decrease
49-40 10% decrease 49-40 10% decrease
0-39 20% decrease 0-39 20% decrease
Programs that receive a 10% or
20% decrease in FY21 will:
• meet with administrator
and,
• complete a corrective
action plan for FY21.
Programs that received a decrease
of 10 to 20 percent in FY20 and are
receiving a decrease in FY21 will:
• meet with administrator and,
• submit FY20 Corrective Action
Plan progress report by June 5,
2020.
Massachusetts Department of Elementary and Secondary Education
34 CFR § 76.568 Occupancy and space maintenance costs - restricted rate.
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(a) As used in the calculation of a restricted indirect cost rate, occupancy and space maintenance costs means such costs as -
(1) Building costs whether owned or rented;
(2) Janitorial services and supplies;
(3) Building, grounds, and parking lot maintenance;
(4) Guard services;
(5) Light, heat, and power;
(6) Depreciation, use allowances, and amortization; and
(7) All other related space costs.
(b) Occupancy and space maintenance costs associated with organization-wide service functions (accounting, payroll, personnel) may be included as general management costs if a space allocation or use study supports the allocation.
(c) Occupancy and space maintenance costs associated with functions that are not organization-wide must be included with other expenditures in the indirect cost formula. These costs may be charged directly to affected programs only to the extent that statutory supplanting prohibitions are not violated. This reimbursement must be approved in advance by the Secretary.
(Authority: 20 U.S.C. 1221e-3(a)(1), 2831(a), 2974(b), and 3474) [59 FR 59584, Nov. 17, 1994]
Massachusetts Department of Elementary and Secondary Education
US Department of Education
Q. Space type costs are accepted in a usual indirect cost environment. How are they accounted for in the
restricted indirect cost formula?
A. Occupancy and space maintenance costs as described at 34 CFR 76.568 are included in the direct cost base
(denominator) for the restricted indirect cost rate determination. However, if the state and local government can
identify the portion of space that supports allowable indirect cost personnel, then the costs may be included with
allowable general management costs.
Q. May the space costs that are reclassified to the other direct cost base be recovered through direct
billings?
A. No. These space costs are the financial responsibility of the organization.
Q. When occupancy costs are part of the approved statewide costs, how are they treated for Restricted
Rate purposes?
A. Occupancy costs are disallowed, except where allowable under 34 CFR 76.568 (b). The disallowed amount is not
included in the base, because these costs are not incurred by the grantee.
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Massachusetts Department of Elementary and Secondary Education
Space
• Space is a part of indirect cost and cannot be charged to the
grant as a direct cost.
• Programs that were able to charge space directly to the
grant in FY20 will not be able to do so in FY21, unless it is
for a satellite site where AE classes are offered. Programs
were informed of this during the continuation application
process for FY20.
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Massachusetts Department of Elementary and Secondary Education
Space cont.
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20 programs charged
space directly to the
grant
7 programs do not take IDC
Space charges range from
1%-11% of grant funds
Space can be counted as match.
Programs that do not charge IDC, can
apply for an IDC rate to support space
cost.
Satellite class sites can be charged
directly to the grant.
Massachusetts Department of Elementary and Secondary Education
Corrective Action Plan (CAP)
In FY20 several (7) programs were required to submit and
follow a corrective action plan.
CAP progress reports must be submitted with the
continuation application on either May 15th or June 5th
Program Specialist will need to communicate with programs
the results of CAP review by June 30, 2020.
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Massachusetts Department of Elementary and Secondary Education
Director/Teacher Waivers
Programs with director/teacher waivers (4) must submit
verification of courses taken as noted in approved plan with
continuation application.
Program Specialist will need to communicate with programs
the results of waiver review by June 30, 2020.
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Massachusetts Department of Elementary and Secondary Education
FY21 Funding Increase Opportunities
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Massachusetts Department of Elementary and Secondary Education
FY21 Optional Capacity Building Funding
Option 1 – Increase current enrollment to existing approved
class offerings (ABE/ESOL/DL) up to 50 additional seats.
oPrograms that are exceeding enrollment targets in the
area (ABE and/or ESOL) for which they are funded may
add additional seats.
oAdditional seats will be supported through the remainder
of the funding cycle.
oDeliver classroom-based instruction in keeping with the
ACLS-approved program plan and policies
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Massachusetts Department of Elementary and Secondary Education
Who’s eligible for Option 1?
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ABE Eligible ESOL Target
Bristol Community College - Taunton Public Schools
Bristol County Sheriff's Office
Brockton Public Schools
Cambridge Community Learning Center
CCAB, Inc. d/b/a Haitian Multi-Service Center
Charlestown Community Center
Framingham Public Schools
Hampden County Sheriff Department
Hampshire Sheriff's Office
Lawrence Public Schools Adult Learning Center
Lowell Public Schools (Frederick Abisi Adult
Education Ctr)
Methuen Public Schools
Middlesex Community College
North Shore Community College
Pittsfield Public Schools
Springfield Technical Community College
University of Massachusetts - Dartmouth
Webster Public Schools
Worcester County Sheriff's Office
Worcester Public Schools
Ascentria Community Services
Berkshire Community College - South County*
Boston Public Schools
Bristol Community College - Taunton Public* Schools
Brockton Public Schools*
Cambridge Community Learning Center
Cape Cod Community College
CCAB, Inc. d/b/a Catholic Charities South
Chelsea Public Schools
Clinton Public Schools*
Community Action, Inc.
East Boston Harborside Community Center
Framingham Public Schools
Holyoke Community College
Hudson Public Schools
International Institute of Greater Lawrence*
Jewish Vocational Service, Inc.*
Lawrence Public Schools Adult Learning Center
Lowell Public Schools (Frederick Abisi Adult Education Ctr)
Martha's Vineyard Public Schools
Methuen Public Schools
New Bedford Public Schools*
North Shore Community Action Programs, Inc.*
Notre Dame Education Center - Lawrence
Pittsfield Public Schools
Quinsigamond Community College
Randolph Community Partnership, Inc.(currently has a CAP)
Springfield Technical Community College
Training Resources of America, Inc. - Brockton
Training Resources of America, Inc. - Springfield
Training Resources of America, Inc. - Worcester
University of Massachusetts - Dartmouth
Worcester Public Schools
YMCA of Greater Boston International Learning Center Woburn
Massachusetts Department of Elementary and Secondary Education
Option 2 & 3
Option 2 – Curriculum & Instruction (up to $5,000)o Complete curriculum alignment to the MAELPs in FY21
o Development of science and/or social studies curriculum
Option 3 – Online/Remote Learning Project (up to $5,000)o Develop online/remote learning opportunities for current and/or new
students
o Build infrastructure to provide rigorous online/remote learning e.g. increase
internet bandwidth, high-speed routers, computers/laptops/tablets, online
meeting software etc.
o Develop a plan to provide online/remote learning to students address
infrastructure, staffing, curriculum, online/remote technology and tools
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Massachusetts Department of Elementary and Secondary Education
Narrative Questions (continuation application)
• Describe the project you are proposing to address including project goals,
timeline (when the project will start and finish), and project outcome(s).
• Identify action steps and project phases as well as who will be responsible for
various tasks and project coordination.
• Identify and describe the final product that will be created through this project
and how it will benefit the program and students.
• Acknowledge agreement to report on the progress of the project with each desk
review submission.
• Clearly identify project cost and provide description in the budget workbook.
Ensure the project cost in the workbook adds up to the funds requested for this
project.
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Massachusetts Department of Elementary and Secondary Education
FY21 Optional Capacity Building Funding
• Option 1- Funding not included in Table 1
• Option 2 & 3 – Additional 10K included in Table 1
o Reduce grant by 10K if not doing either options
o Reduce grant by amount not requested to use
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Massachusetts Department of Elementary and Secondary Education
Program Directors Please urge ALL
staff to:
Sign up for SABES accounts, and
Sign up for notifications once they have an
account (from ESOL, ELA, Math, etc.)
If they are signed up, please check their
account to make sure it’s up to date
Now more than ever we need PD
notifications, news items, PD events etc. to
be reaching the field!
Massachusetts Department of Elementary and Secondary Education
FY21 Continuation Application –Budget Workbook Training
• Thursday, April 23, 2-4pm
o 2:00 – 3:30 General budget (90
minutes)
o 3:30 – 4:00 IET budget (30 minutes)
• Friday, April 24, 9:30-11:30am
o 9:30 – 11:00 General budget (90
minutes)
o 11:00 – 11:30 IET budget (30 minutes)
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Massachusetts Department of Elementary and Secondary Education
Upcoming LACES Trainings
Date Time Focus
May 12 2:00 pm Closeout
May 13 9:30 am Closeout
May 21 (Directors Meeting) TBD Analysis/Q&A x 2Closeout
May 28 2:00 pm Closeout
Massachusetts Department of Elementary and Secondary Education
LACES
Scheduled Services (https://sites.google.com/a/literacypro.com/wioa-laces-
updates/periods-of-participation#TOC-Scheduled-Services)
While the student is enrolled and earning instructional hours without a 90+ day gap in
activity, the student is placed in a PoP. Once the student completes all enrollments and
leaves the program or stops attending and is gone for 90+ days, the student begins a new
PoP when they return.
However, a scheduled service by enrollment date or scheduled service start date overrides
the 90+ day left rule.
The NRS states:
• Program exit occurs when the participant has not received services for the past 90 days
and has no additional services scheduled. The date of exit is the last date on which the
participant receives services.
Massachusetts Department of Elementary and Secondary Education
LACES
Without attendance for 90 days, participants are considered exited and will end up on
table 5 and require follow-up. We don't want this for students you anticipate will return.
Unless you schedule future services for these students.
This is “scheduled service,” and LACES will prevent these students from being considered
exits even if they don't have attendance for 90 or more days.
The upcoming closeout training webinars will cover this.
Don't worry if you have already exited students from class. But you should schedule
service before the end of the program year.
Massachusetts Department of Elementary and Secondary Education
LACES
Resources:
• https://sites.google.com/a/literacypro.com/wioa-laces-
updates/periods-of-participation#TOC-Scheduled-Services
• The class creation &duplication, the class exit for the
student or class record, and the class enrollment tutorials
https://vimeo.com/showcase/6176838
• Upcoming closeout webinars
Massachusetts Department of Elementary and Secondary Education
Directors’ Meeting
May 21st – Main Stage – Virtual Conference
Early Events – Prepare for Continuation Application process
Massachusetts Department of Elementary and Secondary Education
Adult Education System Evaluation -UMDI
Dear Program Director,
As part of DESE’s evaluation of the Massachusetts adult education system, the UMass Donahue Institute had planned to survey all adult education students across the Commonwealth in May. Needless to say, COVID-19 is having an effect on this activity. We are considering whether we should still move forward with the survey but need more information from you before we make that decision.
Below is a link to a quick—three question—survey. If possible, please complete the survey by the end of the day on Monday, April 13th. The information you provide will help us decide how best to move forward.
https://umassp.co1.qualtrics.com/jfe/form/SV_eVdRiIi6UITxuDj
Thank you for your time!
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Massachusetts Department of Elementary and Secondary Education
Questions
1. Do you have any sense of if and when HiSET testing will begin again? Late May???
2. Are there ongoing discussions about how HSE test may be administered online? Yes
3. Is it possible for AE staff to become a proctor? Yes (GED confirmed, HiSET?)
4. Presently, testing sites are closed for HiSET, but not for all testing. I want to see if I can increase their capacity by offering staff to assist. Perhaps those certified for TABE and/or MAPT? Remote testing is being considered.
5. Can one become test proctor with an online course? We are discussing these options with GED/HiSET
Students are very anxious about the inability to test. We have many students with only one or two tests left, and they really want to finish by June. We understand and are working with the testing centers to create opportunities for students to complete HSE testing.
6. Can we do intake applications by phone? Yes Just the information part. YesWe do TABE for placement only.
7. Are there any ways to administer TABE remotely just for placement? Not at this time, we will be providing clarity soon.
8. Is it okay to fill out student intake info at home (without SS numbers), or does all student info still need to be locked up onsite? Yes, intakes can be done off site. Keep records stored away.
9. Can exceptions be made to this policy while we are all isolated and working from home? Yes, see above
Massachusetts Department of Elementary and Secondary Education
Questions
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Where can I find additional
information about allowable cost,
indirect cost and direct cost for these
grant funds?
https://www.govregs.com/regulation
s/expand/title34_part76_subpartF_su
bjgrp102_section76.564
Massachusetts Department of Elementary and Secondary Education
Can staff be paid using grant funds
through COVID-19 closure?
Non-regulatory Guidance on Flexibility and Waivers for Grantees and Program Participants Impacted by Federally Declared Disasters, 2017. The guidance says that it is applicable to presidentially declared disasters under 501 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, which is the case with COVID-19 https://www.fema.gov/news-release/2020/03/13/covid-19-emergency-declaration. It specifically addresses the issue about paying staff from federal grants during school closures.
A-13. What does the Department expect with regard to the treatment of institutional employees who are supported by Federal higher education grants or other employees paid with Federal education program funds?
Institutional employees who are supported with Federal grants awarded by the Department, including grants authorized by the Higher Education Act (HEA), and the other programs discussed in this guidance such as the IDEA, and Title I of the ESEA, should be treated the same as similarly situated employees of the institution. In the case of programs serving K-12, Federally funded employees should be treated the same as similarly situated State and locally funded employees. This means that if the institution’s policy or State and local law and policies provide for similarly situated employees to be paid during an extended closure due to a disaster, those supported with Federal grants would also be paid. These employees should return to the duties for which the grant funds were provided as soon as possible and, to the extent practicable, should work on project activities during the time the school is closed. Employees supported with Federal grant funds who are intended to provide direct services to students may maintain contact with students during the recovery period, through appropriate methods such as telephone, videophone, and email.