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Expenditure Guidelines

California Partnership Academies Program Expenditure Guidelines.

All grant and matching funds are supplemental and may not supplant what is normally and legally provided by the school and district. California Partnership Academies (CPA) grant funds MUST only be spent only on CPA resources and activities for the use of CPA staff and students. The CPA funds are instructional in nature and must be used in accordance to their specific California Education Code sections. The CPAs are funded through general funds—Proposition 98, Senate Bill (SB) 1070, and SBX1 1.

Examples of Allowable Expenditures

  • Personnel expenses: When developing the annual Proposed Budget, any expenses in line items 1000, 2000, and 3000 inclusive (Certificated, Classified, and Benefits) may not exceed 40 percent of the overall budget. Allowable expenditures may include:
    • An extra prep period for the project coordinator to manage and oversee the critical CPA components, e.g., meetings and agendas, mentorship program and activities, internships, field trips, and industry/advisory partnerships. The Academy prep period should be supported as part of the school district’s matching funds, whenever practical
    • Small stipends for teachers developing and implementing CPA components, such as project-based and integrated curriculum development, mentorship programs, internships, field trips, academic support programs, or teacher externships
    • Substitute costs for CPA team and/or project coordinator to attend conferences/workshops, field trips, or release days for program and/or curriculum development
    • Clerical support on an “as needed” basis for specific academy requirements
    • Academic and student support systems, e.g., academy tutoring programs
    • Note that funding provided is not adequate to pay staff for all CPA-related tasks, and it is expected that some additional workload should be expected when volunteering to be a part of a CPA team
  • Instructional supplies and materials supplemental to the program such as supplemental books and classroom technology required for the career theme
  • Transportation for field trips: Field trips must be designed to be instructional in nature and tied to the career focus of the CPA
  • Admission to selected field trip venues: When using grant funds for admission costs, the field trip must be directly related to the career focus of the CPA with an assignment. Be prepared to submit all curriculum associated with this activity to the CDE for review
  • Any food expense specifically for academy advisory/mentor meeting. These are state funds and such expenses should be guided by district policy
  • Travel costs covered: CPA staff in-state travel and per diem expenses, as well as student bus/vans transportation costs. Out-of-state travel is not permitted
  • Equipment/items appropriate to the CPA career focus and used only for/by CPA students and staff
  • Awards such as certificates, pins, and medallions reasonable in cost
  • Technology related items and equipment must be limited to no more than 25 percent of the grant award amount. All expenses for technology should be aligned with the approved district technology plan

What constitutes “technology” for the purpose of CPA grant expenditures?

  • Hardware, including but not limited to: computers, laptops, tablets, smart boards
  • Software and licenses
  • Incidentals such as cables, connectors, and routers
  • Servers
  • Maintenance and maintenance contracts
  • Racks or tables for placement or storage of hardware and/or software
  • Storage lockers
  • Identification or devices for marking and inventory of technology, such as barcode devices or engravers
  • Security devices

These expenses cannot be purchased using CPA funds:

  • Facilities or infrastructure additions, updates, or changes for any reason, including those necessary for use of new or updated technology
  • Hardware, software, wireless, or other technology which, intentionally or inadvertently, serves students, staff, or others who are not current CPA students or staff

Examples of Non-Allowable Expenditures

  • Supplanting salaries or other district responsibilities: CPA funds must supplement, not supplant state general fund and local dollars. CPA funds may not free up state or local dollars for other purposes but should create or augment programs to an extent not possible without CPA funds. You must be able to demonstrate that CPA funds are supporting items that would not, in the absence of CPA funds, be made available for uses specified in your plan
  • Contract-negotiated certificated teacher salaries may not be applied as a district match or paid through CPA grant funds
  • Facility Costs: Academy funds should not be used for facility needs. Modernization is the responsibility of the district and should be covered by modernization funds. Academy funds are to be used for Academy purposes—mainly for instructional-related purposes
  • Vehicle Purchase: This is NOT an allowable expenditure. Grant funds are allocated to support CPA model components, e.g., school-within-a-school, internship/mentoring development/monitoring, integration, and tutoring.
  • Gift of public funds: Any item which becomes the personal property of a student or staff, such as:
    • Clothing or items that become the personal property of a student unless the item or clothing is intended for CPA identification and/or culture-building purposes and remains the property of the CPA. If the item is considered part of a required uniform, and is reasonable in cost, it is allowed. Clothing items must remain the property of the CPA for reuse in subsequent years NOTE: an acceptable Business or District Match
    • Membership dues/fees in associations/organizations unless the membership is for the entire CPA student body and not for specific individual students, e.g., career technical education (CTE) student organizations
    • Scholarships, student stipends, testing fees, or endowment funds
    • Teacher certification/credentialing costs
    • Cost of admission for students/staff to amusement/theme parks or other similar social events
    • Student lodging, airfare, or food
    • Out-of-state travel: No out of state travel allowed

Examples of District Match

  • An extra prep period for the project coordinator to coordinate and oversee the critical academy components, common planning, mentors, internships, field trips, and business partners or paid out of CPA grant funds
  • Extra preps for Academy Coordinator(s) and teachers
  • Release time for curriculum development, program planning, and team building
  • Counselor assignment for supplemental Academy-only activities or smaller counselor-to-student ratio than other counselors in the school. Only the amount constituting the reduction in counselor-to-student ration should be counted towards district match
  • Additional staff and administrative hours spent on CPA events/needs that are not provided for other programs/students. These costs should be detailed by specific activity
  • Staff development, in-services, and workshops provided only for CPA teachers
  • Transportation for field trips, to postsecondary classes, to internships, and job shadowing locations. Transportation for CPA students is an excellent example of a district match
  • Program activities applied using any part of another grant (Perkins, Smaller Learning Communities, Agriculture Incentive Grant, California Career Pathways Trust, Career Technical Education Incentive Grant, Proposition 1D, etc.)
  • Substitute costs to support program activities
  • Equipment purchased for specifically for the academy and the career focus, not provided to the school at large, and maintained only for the use by CPA students and staff
  • Instructional and classified assistants for academy-only projects that are over and above normal workload
  • Facility modernization and construction expenditures that are specific to the CPA and being done just to meet the "unique" needs of the CPA may be used as part of the district match (Perkins, Proposition 1D, etc.)
  • Smaller class size

Examples of Business Partners Match

  • Serve on an Advisory Committee
  • Help develop career technical curriculum
  • Provide speakers for Academy classes
  • Host field trips giving a workplace perspective
  • Provide mentors who serve as career-related role models and personal points of contact
  • Provide job shadowing, internships, and other work experience opportunities
  • Provide student scholarships
  • Provide equipment and technology
  • Externships for academy staff
  • Provide additional funds for academy
  • Sponsor students to go to Career Technical Student Organization (CTSO) events
  • Provide facilities, food for academy activities, clothing items for identification purposes, equipment, and/or transportation
  • Note: Cost of industry partner in-kind contribution should be valued at $75 dollars per hour

Examples of Motivational Activities

  • Motivational activities need to be connected to increasing student achievement and occupational preparation. They can not be activities and/or items that are considered a "gift of public funds" or for social events. Public and personal recognition and selection for special business partnership activities, etc., are ways of motivating students and not considered a "gift of public funds.” The state-district-private sector partnership structure encourages use of private sector support to provide for activities at job sites and other motivational activities
  • Job shadowing
  • Visits to partner postsecondary campuses for the purpose of working with faculty/students in departments appropriate to the industry focus of your CPA
  • Team building activities
  • Field trips providing the opportunity for learning in context
  • Involvement in CTSOs and competitive events for Future Business Leaders of America (FBLA), Distributive Education Clubs of America (DECA), and the CTSOs enrolled in Home Economics Careers and Technology (HECT) Programs (FHA-HERO), Health Occupations Students of America (HOSA), SkillsUSA, Future Farmers of America (FFA). Information about CTSOs on the California Department of Education Student Organizations Web page
  • Fund-raising events
  • “Academy Awards” presentations

CPA Contact Information

Program Contacts

Maria Burright, Education Programs Consultant
Phone: 916-319-0460
Fax: 916-319-0168

Fiscal Contacts

Proposition 98 Funded CPAs
Michelle Upton, Analyst
Phone: 916-445-7755
Fax: 916-319-0168

SB-1070 Funded CPAs
Fax: 916-319-0168

SBX1 1, Clean Technology & Renewable Energy CPAs
Cindy Rose, Analyst
Phone: 916-319-0475
Fax: 916-319-0168

Questions:   California Partnership Academies | 916-319-0893
Last Reviewed: Thursday, September 02, 2021