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Grant Deliverable Due Dates for 2020–21

Schedule of due dates and submittal activities required for the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) grant.

Comprehensive Adult Student Assessment System (CASAS) and the Outreach and Technical Assistance Network (OTAN) are contractors who collect information and data for the California Department of Education (CDE) Adult Education Office.

By October 16, 2020

Required Data and Documents Action
Grant Award Notification Download, sign a wet original, and upload the signed Grant Award Notification on the California Adult Ed Reporting website External link opens in new window or tab. (login required, signature of Superintendent/College President/Chief Executive Officer required)

By October 23, 2020

Required Data and Documents Action
Grant Budget Complete and submit the Grant Budget on the California Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)

By October 31, 2020

Required Data and Documents Action
First Quarter Data, TOPSpro® Enterprise Enter all information into TOPSpro® Enterprise for this quarter on or before this date
California English Literacy and Civics Education Objectives and Additional Assessment Plans (COAAP) Select at least one COAAP on the CASAS Civic Participation website at CASAS Civic Participation: COAAP External link opens in new window or tab.
First Quarter Data Integrity Report Generate the National Reporting System (NRS) Data Integrity Report and submit a copy of the report to capm@casas.org
First Quarter Expenditure Claim Report Complete and submit the claim on theCalifornia Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)
Employment and Earnings Follow-up Survey

Complete sending Employment and Earnings Survey to exit populations. The following tasks should be completed during Quarter 1 (July through September):

  • Run the “NRS Core Performance Wizard” under Tools in TOPSpro® Enterprise
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit

By January 31, 2021

Required Data and Documents Action
Second Quarter Data, TOPSpro® Enterprise Enter all information into TOPSpro® Enterprise for this quarter on or before this date
Second Quarter Data Integrity Report Generate the NRS Data Integrity Report and submit a copy of the report to capm@casas.org
California Accountability Training Complete California Accountability Training in person or online. Register online at California Adult Ed Training External link opens in new window or tab.
CASAS Implementation Training Complete CASAS Implementation Training in person or online. Register online at California Adult Ed Training External link opens in new window or tab.
Second Quarter Expenditure Claim Report Complete and submit the claim on the California Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)
Employment and Earnings Follow-up Survey

Complete sending Employment and Earnings Survey to exit populations. The following tasks should be completed during Quarter 2 (October through December):

  • Run the “NRS Core Performance Wizard” under Tools in TOPSpro® Enterprise
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit

By April 30, 2021

Required Data and Documents Action
Third Quarter Data, TOPSpro® Enterprise Enter all information into TOPSpro® Enterprise for this quarter on or before this date
Third Quarter Data Integrity Report Generate the NRS Data Integrity Report and submit a copy of the report to capm@casas.org
Employment and Earnings Follow-up Survey

Complete sending Employment and Earnings Survey to exit populations. The following tasks should be completed during Quarter 3 (January through March):

  • Run the “NRS Core Performance Wizard” under Tools in TOPSpro® Enterprise
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit
WIOA, Title II: AEFLA Agency-Level Continuous Improvement Plan Complete the WIOA, Title II: AEFLA Agency-Level Continuous Improvement Plan on the California Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)
Third Quarter Expenditure Claim Report Complete and submit the claim on the California Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)
Recertification for Citizenship Interview Test Agencies administering the Citizenship Interview Test must complete the Recertification for the Citizenship Interview Test at Citizenship Interview Test External link opens in new window or tab.

By July 15, 2021

Required Data and Documents Action
End-of-Year Data, TOPSpro® Enterprise

Two steps:

  • All year end data must be entered into TOPSpro® Enterprise and completed for this quarter on or before this date
  • Submit End-of-Year Certification Letter by email to: capm@casas.org
    (signature required)
Adult Education Personnel Information Enter personnel information for Federal Table 7 into TOPSpro® Enterprise
End-of-Year Data Integrity Report Generate the NRS Data Integrity Report and submit a copy of the report to capm@casas.org
Payment Points Summary Report Generate the Payment Points Summary and email a PDF copy of the report to capm@casas.org
Employment and Earnings Follow-up Survey

Complete sending Employment and Earnings Survey to exit populations. The following tasks should be completed during Quarter 4 (April through June):

  • Run the “NRS Core Performance Wizard” under Tools in TOPSpro® Enterprise
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit

By August 1, 2021

Required Data and Documents Action
Final Expenditure Claim Report Complete and submit the claim on the California Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)
Official Payment Points Certification Letter

On receipt of the End-of-Year Data Submissions CASAS will verify the Payment Points Summary Report and email agency with:

  • An official verified Payment Points Summary Report
  • The Official Payment Points Certification Letter

Complete the Official Payment Points Certification Letter by verifying your agency’s Payment Points Summary Report and obtaining the signature of an authorized individual at your agency. The Certification Letter with signature must be submitted via email to capm@casas.org. Please keep a copy of the letter for your records. Agencies will have until August 1, 2021, to verify their Payment Points Summary Report.

Additional Community–Based Organization Requirements

Required Data and Documents Action
Fiscal Year 2020–21 Annual Audit and Status Certification (AASC) Form, for Community-based Organizations (CBOs) and Faith-based Organizations only*

Two Steps:

  • Submit electronically:
    California Adult Ed Reporting website External link opens in new window or tab. (login required, electronic approval required)
  • Also, must mail to:
    Annual Audit and Status Certification
    Audits and Investigations Division
    California Department of Education
    1430 N Street, Suite 5319
    Sacramento, CA 95814-5901
Fiscal Year 2019–20 Audit Report** Mail to:
Audits and Investigations Division
California Department of Education
1430 N Street, Suite 5319
Sacramento, CA 95814-5901

* The AASC form assists the CDE in determining whether a CBO must provide the Audits and Investigations Division of the CDE with a federal or state required audit report for the fiscal year.

** Pursuant to federal regulations, all CBOs receiving more than $750,000 in federal funds in a fiscal year must submit an audit as outlined in Section 500 of the CDE Audit Guide located at Contracting Agencies Audit Guidelines. Send the report within six months of the end of the CBO's fiscal year.

Questions:   Adult Education Office | adulteducation@cde.ca.gov | 916-322-2175
Last Reviewed: Friday, October 2, 2020
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