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WIA 2013-14 Beginning of Year Letter

California Department of Education
Official Letter
California Department of Education
Official Letter
September 25, 2013

Dear Adult Education Agencies Receiving Workforce Investment Act, Title II: Adult Education and Family Literacy Act Funding: 


Agencies receiving the Workforce Investment Act, Title II: Adult Education and Family Literacy Act (AEFLA) funds from the California Department of Education (CDE) have been notified of federal accountability requirements in the application’s Guidelines and Requirements. This letter is to remind agencies of the program requirements and provide further details on fiscal requirements, data collection (see Attachment 1), and accountability deadlines (see Attachment 2). Failure to comply with any requirements or submissions will be cause for placing a hold on the agency’s grant payments until requirements are met.

Supplement, Not Supplant

AEFLA grants are supplemental grants, and state and local funds used for AEFLA funded activities cannot be supplanted or replaced with federal funds. Non-AEFLA expenditures should be reported in the appropriate section of each Expenditure Claim Report (ECR) submitted to the CDE.

Program Income/Fees

Federal regulations define program income as gross income generated by grant supported activities. AEFLA local grantees collecting program fess must only establish fees that are necessary and reasonable. Federal regulations prohibit AEFLA programs from counting these fees toward meeting match or maintenance of effort requirements. Program fees are to support the program for which the fees are collected, with expenditures reflected in the appropriate place on the ECR.

Local Assessment Policy

Local programs are required to update their local assessment policies annually and retain a copy on site. For assistance, AEFLA grantees may access an Assessment Policy Template from the CDE Resources Web page at for guidance.

Grant Reimbursement

An ECR is required for grant reimbursements. In fiscal year 2013–14, an ECR must be submitted quarterly. Amounts entered on the initial budget form and any budget revisions will be pre-programmed into the ECR data entry form. The amount of program income/fees collected and expended must be reflected on the quarterly ECRs. In addition, non-federal expenditures and in-kind valuation must be reported on the ECR. All forms and instructions are accessed by logging onto the California Adult Education Online Application and Reporting Web site at

Data Accountability Requirements

In California, all AEFLA grantees are required to use TOPSpro® Enterprise computerized database system to collect and report student demographics and program information. In addition, AEFLA funded agencies are required to comply with federal National Reporting System (NRS) requirements, and all funded agencies in California must:

  • Track adult learners progress through the administration of the Comprehensive Adult Students Assessment System (CASAS) tests.
  • Track adult learner outcomes through core performance student follow-up surveys.
  • Submit summary reports to document adult learner progress.

The CDE Adult Education Office has contracted with CASAS to offer online and face-to-face trainings on how to meet NRS accountability requirements, administer the CASAS assessment system, and use TOPSpro® Enterprise. At a minimum, one representative from each AEFLA funded agency must complete one California Accountability Training and one CASAS Implementation Training by January 31, 2014. The CDE encourages local agencies to adopt a team approach for trainings and continuous improvement in managing data outcomes. More details regarding training sessions are available on the California Adult Education Training Web site at

TOPSpro® Enterprise, student record forms, test booklets, and e-tests are available to the AEFLA funded agencies at no cost.

For your convenience, Attachment 1 outlines data collection, reporting, and training while Attachment 2 provides data and document submission deadlines for the 2013–14 program years. Additional details on data and accountability requirements are available in the 2013–14 Administration Manual for California, Workforce Investment Act, Title II: Adult Education and Family Literacy Act which is available on the CASAS Web site at

For more information about the software, data entry, assessment tests, material ordering guides, or technical assistance, please contact the CASAS California Accountability Program Manager, by phone at 1-800-255-1036 or by e-mail at

If you have any questions regarding this subject, please contact your CDE Regional Consultant, Adult Education Office, by phone at 916-322-2175.



Patricia S. Terry, Education Administrator I
Adult Education Office
California Department of Education
1430 N Street, Suite 6408
Sacramento, CA 95814-5901
Phone: 916-322-2175
Fax: 916-327-7089

Last Reviewed: Friday, April 22, 2016

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