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Program and Guidance Accountability 2018-19

California Department of Education
Official Letter
California Department of Education
Official Letter
July 5, 2018

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

Fiscal Year 2018–19 Program and Accountability Requirements

This letter and the attached documents provide guidance on program and accountability requirements of the California Department of Education (CDE) Adult Education Office (AEO) for the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) grantees for Fiscal Year 2018–19. To access this letter and the attached documents, please visit the CDE AEO 2018–19 WIOA Grant Information Web page at https://www.cde.ca.gov/sp/ae/fg/wioa18.asp. Failure to comply with any of the program requirements or submissions will be cause for withholding of the WIOA, Title II: AEFLA grant reimbursements until requirements and submissions are met.

Supplement, Not Supplant

The purpose of the WIOA, Title II: AEFLA grant is to supplement state and local funds for adult literacy education initiatives. Non-federal funds expended to supplement the WIOA, Title II: AEFLA grant must be reported in the Expenditure Claim Report (ECR) submitted to the CDE. Information on this topic can be found on the Web page, WIOA Supplment not Supplant, Frequently Asked Questions (FAQs) located at https://www.cde.ca.gov/sp/ae/ir/faqsuppnotsupp.asp.

Program Fees

No fees of any kind may be collected from students for participation in the WIOA, Title II: AEFLA programs. Additional resource information will be provided in the near future.

Grant Reimbursement

A quarterly electronic submission and signed hard copy of the ECR are required for grant reimbursements. In addition, non-federal monetary expenditures and in-kind contributions must be reported on the ECR. The ECR and instructions may be accessed on the California Adult Education Online Application and Reporting Web site at https://caadultedreporting.org/adulted/.

Local Assessment Policy

All the WIOA, Title II: AEFLA funded agencies must update their Local Assessment Policy annually, effective the beginning of each program year, and must retain a copy on site for review by the CDE upon request. Funded agencies may access the Local Assessment Policy template from the CDE AEO Resources Web page at https://www.cde.ca.gov/sp/ae/ir/ for more details.

Memorandum of Understanding with the Local Workforce Development Board

All funded local agencies must satisfy the requirements of 34 Code of Federal Regulations (CFR) 361.505 and 34 CFR 361.720. Specifically, agencies must enter into either an umbrella Memorandum of Understanding (MOU) or separate MOU relating to the operation of the One-Stop delivery system in the area with the Local Workforce Development Board. In addition, the grantee agrees that from the federal funds that are reserved for local administration (an amount not to exceed 5 percent of the grant award), the organization will contribute its proportionate share of local infrastructure costs based on proportionate use of the America’s Job Center of California and the relative benefits received by the grant. The grantee further agrees that the organization’s local contribution, in addition to local federal administrative costs, may include non-federal resources that are cash, in-kind, or third-party contributions. For further information, contact your CDE Regional Consultant.

Co-Enrollment in Workforce Training

All adult learners enrolled in workforce training that leads to an industry (federal or state) recognized credential must be reported in TOPSpro® Enterprise (TE).

For the California WIOA, Title II: AEFLA program industry-recognized training credentials include, but are not limited to:

  1. Locally approved certificates eligible for inclusion on the Employment Training Provider List;
  2. Career Development and College Preparation Career and Technical Education certificates with more than 48 contact hours;
  3. Certificates that meet the minimum threshold for inclusion under the Carl D. Perkins Act; or
  4. Certificates that meet the threshold for Title IV Federal Student Aid.

Note: Please contact the AEO for further information about credentials not listed above.

Core Employment and Earnings Follow-up Survey

All the WIOA, Title II: AEFLA funded local agencies are required to survey adult learners for whom a social security number is not available for data matching. All adult learners who exit the program during the program year are required to be surveyed the second and fourth quarters after exit to determine their employment outcome. For further information regarding the follow-up survey, please see detailed instruction on the Comprehensive Adult Student Assessment Systems (CASAS) California Accountability Web page at https://www.casas.org/training-and-support/casas-peer-communities/california-accountability, or contact CASAS by phone at 1-800-255-1036 or by email at capm@casas.org.

Annual Plans

All WIOA, Title II: AEFLA funded local agencies are required to complete a Technology and Distance Learning Plan and Professional Development Plan. In addition, agencies receiving funds for the WIOA, Title II: AEFLA Section 243 Integrated English Literacy and Civics Education (EL Civics) program are required to complete an Integrated EL Civics Plan.

  1. Professional Development Plan: Providers are required to set aside funds and offer relevant professional development for administrators, instructors, and support staff to implement an effective adult literacy program. The Professional Development Plan is an online submission through the California Adult Education Online Application and Reporting Web site at https://caadultedreporting.org/adulted/.
  2. Technology and Distance Learning Plan: All funded local agencies are required to complete a Technology and Distance Learning Plan. To facilitate the process, the AEO provides an Implementation Guide and sample Technology and Distance Learning Plan. The Technology and Distance Learning Plan is an online submission through the California Adult Education Online Application and Reporting Web site at https://caadultedreporting.org/adulted/.
  3. Integrated EL Civics Plan: Providers receiving funds for the WIOA, Title II: AEFLA Section 243 Integrated EL Civics program are required to update their Integrated EL Civics Plan annually. The Integrated EL Civics Program Plan will outline the provider’s approach to delivering adult education and literacy activities concurrently and contextually with workforce preparation activities and workforce training. The Integrated EL Civics Plan is an online submission through the CASAS California Accountability Web page at https://www.casas.org/training-and-support/casas-peer-communities/california-accountability.
Data Accountability Requirements

The CDE requires all the WIOA, Title II: AEFLA grantees to use the TE computerized database system to collect and report adult learner demographics and program information. In addition, the WIOA, Title II: AEFLA funded agencies are required to comply with the National Reporting System (NRS) for Adult Education requirements, specifically all agencies in California must:

  • Track adult learner progress through the administration of the CASAS tests
  • Record instructional hours in TE at least once a month, either through a CASAS Update Record, by importing from a third party attendance system, or directly adding hours into the TE attendance module
  • Submit summary reports to document all adult learner progress

The CDE AEO has contracted with CASAS to offer online and face-to-face trainings to meet the NRS accountability requirements, administer approved assessments, and use TE software. The TE software, student record forms, test booklets, and CASAS eTests® are available at no cost to the WIOA, Title II: AEFLA grantees.

Additional details on data and accountability requirements for California are available on the CASAS California Accountability Web page at https://www.casas.org/training-and-support/casas-peer-communities/california-accountability.

Data Privacy

Pursuant to Unemployment Insurance Code Section 14013, the CDE requests that the WIOA, Title II: AEFLA service providers ask individuals receiving services to voluntarily provide their social security number and written consent for the disclosure of their personal information, using the Voluntary Authorization to Share Personally Identifiable Information and Records Form, which is available through the CDE AEO Web page at https://www.cde.ca.gov/sp/ae/ir/documents/volauthdataform2017.doc.

The decision to provide a social security number is voluntary. A decision to not volunteer the social security number must not affect any individual’s eligibility to receive or participate in adult education services. For more details about data privacy, refer to the CDE Management Bulletin AEFLA 2017–01 Web page at https://www.cde.ca.gov/sp/ae/ir/mgtbulletin20171.asp.

Data Accountability Training

All the WIOA, Title II: AEFLA funded agencies are required to have at least one person on staff complete one California Accountability training and one CASAS Implementation training by January 31, 2019. The CDE strongly encourages local agencies to adopt a team approach for trainings and continuous improvement in managing student data outcomes. Positive student learning outcomes drive future grant funding in California’s pay-for-performance system. More details regarding training sessions are available on the California Adult Education Professional Development Web site at http://caadultedtraining.org.

Deliverable Reminders and Status

Email reminders are sent to agencies using the local contact information on the California Adult Education Online Application and Reporting Web site at https://caadultedreporting.org/adulted/. To update contact information, agencies must sign in and select Agency Contacts. Local agencies may also view their submission status of the deliverables on the California Adult Education Online Application and Reporting Web site at https://caadultedreporting.org/adulted/ by selecting WIOA then "Deliverables Summary".

Technical Assistance Contacts

For more information about TE software, data entry, assessment tests, material ordering guides, or technical assistance on assessment and data accountability, please contact the CASAS California Accountability Training Manager by phone at 1-800-255-1036, or by email at capm@casas.org.

For technical assistance about the Technology Plan and Professional Development Plan, please contact the Outreach and Technical Assistance Network (OTAN) by phone at 916-228-2588 or by sending a message via the Contact OTAN Technical Support Web page at https://caadultedreporting.org/adulted/Info/ContactOTAN.

For technical assistance about the Professional Development Plan, please contact the California Adult Literacy Professional Development Project by phone at 1-800-427-1422, or by email at calpro@air.org.

If you have any questions regarding the WIOA, Title II: AEFLA program, please contact your respective CDE Regional Consultant or the AEO by phone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D
Education Administrator I & State Director
Adult Education Office

CZ:ag

Attachment

Last Reviewed: Monday, July 9, 2018

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