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Grant Deliverable Due Dates

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 in Program Year 2023–24.

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 September 1, 2023

Required Data and Documents Action

Grant Award Notification

Download, sign a wet original, and upload the signed Grant Award Notification on the California Adult Education Online Application and Reporting External link opens in new window or tab. (login required). Signature of Superintendent/College President/Chief Executive Officer or authorized designee required.

Also, mail the original to the CDE, see the document for the address.

By September 15, 2023

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

By October 31, 2023

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 California Civic Participation and IELCE External link opens in new window or tab. .

First Quarter Data Integrity Report

Complete the Quarterly Data Submission Wizard in TOPSpro® Enterprise.

First Quarter Expenditure Claim Report Complete and submit the claim on California Adult Education Online Application and Reporting External link opens in new window or tab. (login required, electronic approval required).

Employment and Earnings Follow-up Survey

Send California Employment and Earnings Survey External link opens in new window or tab. to exit populations. The following tasks should be completed during Quarter 1 (July through September):

  • Run the “Core Performance Wizard” under Tools in TOPSpro® Enterprise;
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit; and
  • Follow-up with exiters that have not responded.

By December 15, 2023

Required Data and Documents Action

Payment Points Attestation Letter

CASAS will send the Certification to your agency. Complete the Payment Point Attestation Letter and return by email at capm@casas.org.

By January 31, 2024

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

Complete the Quarterly Data Submission Wizard in TOPSpro® Enterprise.

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 California Adult Education Online Application and Reporting External link opens in new window or tab. (login required, electronic approval required).

Employment and Earnings Follow-up Survey

Send Employment and Earnings Survey External link opens in new window or tab. to exit populations. The following tasks should be completed during Quarter 2 (October through December):

  • Run the “Core Performance Wizard” under Tools in TOPSpro® Enterprise;
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit; and
  • Follow-up with exiters that have not responded.

By March 31, 2024

Required Data and Documents Action

WIOA, Title II: AEFLA Program Implementation Survey

Complete the CASAS California WIOA, Title II: AEFLA Program Implementation Survey External link opens in new window or tab..

By April 30, 2024

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

Complete the Quarterly Data Submission Wizard in TOPSpro Enterprise.

Third Quarter Expenditure Claim Report Complete and submit the claim on the California Adult Education Online Application and Reporting External link opens in new window or tab. (login required, electronic approval required).

Employment and Earnings Follow-up Survey

Send Employment and Earnings Survey External link opens in new window or tab. to exit populations. The following tasks should be completed during Quarter 3 (January through March):

  • run the “Core Performance Wizard” under Tools in TOPSpro® Enterprise;
  • send Employment and Earnings Survey to exit population for second and fourth quarter after exit; and
  • follow-up with exiters that have not responded.

Continuous Improvement Plan (CIP)

Complete and submit the CIP on California Adult Education Online Application and Reporting External link opens in new window or tab. (login required).

Integrated English Literacy and Civics Education Report

Agencies with Section 243 funding must also complete the IELCE Report available on Integrated English Literacy and Civics Education (IELCE) Report Summary of Content External link opens in new window or tab..

Recertification for Citizenship Interview Test

If applicable, complete the Recertification for the Citizenship Interview Test External link opens in new window or tab..

Final COAAP Selections

Final COAAP selections must be made at California Civic Participation and IELCE External link opens in new window or tab..

By July 15, 2024

Required Data and Documents Action

End-of-Year Data, TOPSpro® Enterprise

All year end data must be entered into TOPSpro® Enterprise and completed for this quarter on or before this date.

Adult Education Personnel Information

Enter personnel information for Federal Table 7 into TOPSpro® Enterprise.

End-of-Year Data Integrity Report

Complete the Quarterly Data Submission Wizard in TOPSpro® Enterprise.

Payment Points Summary Report

Complete the Quarterly Data Submission Wizard in TOPSpro® Enterprise.  

End-of-Year Certification Letter

Complete the Quarterly Data Submission Wizard in TOPSpro® Enterprise.

Employment and Earnings Follow-up Survey

Send California Employment and Earnings Survey External link opens in new window or tab. to exit populations. The following tasks should be completed during Quarter 4 (April through June):

  • Run the “Core Performance Wizard” under Tools in TOPSpro® Enterprise; and
  • Send Employment and Earnings Survey to exit population for second and fourth quarter after exit; and
  • Follow-up with exiters that have not responded.

By August 1, 2024

Required Data and Documents Action

Final Expenditure Claim Report

Complete and submit the claim on California Adult Education Online Application and Reporting External link opens in new window or tab. (login required, electronic approval required).

Official Payment Points Certification Letter

Verify, complete, and submit (via email) the Official Payment Points Certification Letter. CASAS will email agencies the Official Payment Points Certification Letter once the CASAS has received all Data Submission requirements.

Ongoing

Required Data and Documents Action

Course Approvals

K–12 and County Office of Education adult schools must complete and submit course information when updated, or reviewed a minimum of once per year. Access the Course Approval System on California Adult Education Online Application and Reporting External link opens in new window or tab. (login required, electronic approval required).

Additional Community–Based Organization Requirements

Required Data and Documents Action

Fiscal Year 2023–24 Annual Audit and Status Certification (AASC) Form, for Community-based Organizations (CBOs) and Faith-based Organizations only*

Two Steps:

 

Fiscal Year 2022–23 Audit Report**

Due date varies by agency. Follow instructions for electronic submission that is provided in the AASC section of the California Adult Education Online Application and Reporting External link opens in new window or tab. (login required).

* The AASC form assists the CDE in determining whether the applicable agency 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, applicable agencies 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 agency’s fiscal year.

 

Questions:   Adult Education Office | adulteducation@cde.ca.gov | 916-322-2175
Last Reviewed: Thursday, January 04, 2024