This is a collection of questions that are most frequently asked of the AEBG Office. They are organized by topic area and will be updated as needed.




Funding Expand All

Yes, at this time, there is no change but we are proposing improvements (quarterly, biannual or even annual distributions) to the legislators in order to streamline the process of use of funds and implementation of efforts. http://aebg.cccco.edu/Resources/QA?id=412
Nothing in the bill says you cannot do a pass-through model on a quarterly basis. However, please refer to the next question. http://aebg.cccco.edu/Resources/QA?id=413
Yes, pursuant to the LEA’s approved indirect cost rate. http://aebg.cccco.edu/Resources/QA?id=416
It is in the online system under the Budget Change feature, just like it was under AB86. Please note, the June 20th due date for misweb budget revision is for your AEBG budget changes prior to the expense report due in July. If you have made changes, you will need to update your misweb budget. http://aebg.cccco.edu/Resources/QA?id=418
The online system expenditures must reflect actual amounts for each 6 month reporting period (it’s a cumulative reporting system). http://aebg.cccco.edu/Resources/QA?id=419
There is no portal for budget revisions. We use the Online Financial System (misweb), which is based on the CC Chancellor’s Office system. Contact Neil if you have trouble getting into the Online Financial System. We can put a link to the Online Financial System from the portal. We intend to move to a single system eventually, but we are not there yet. http://aebg.cccco.edu/Resources/QA?id=420
Yes. You can carryover 15/16 funding into 17/18.  Activities must end (for 15/16) BY 12/31/17. http://aebg.cccco.edu/Resources/QA?id=421
It depends. There are many levels of transfers (see previous questions). For carry over funds, please check with your local accounting office if you wish to carry over funding into the next year. The State does not need to approve carry over funding into the next year, however 15-16 annual plans for those funds must be current. http://aebg.cccco.edu/Resources/QA?id=422
Such program changes need to be documented in a plan revision as an amendment to your plan, as well as a budget revision. As you point out, this is not only a question of accounting, but also of intent. http://aebg.cccco.edu/Resources/QA?id=423
No, nothing more as long as the budget change does not necessitate a plan change. http://aebg.cccco.edu/Resources/QA?id=424
Yes, the bottom lines for Program Area, Objective, and Object Code should all be the same.  However, the online misweb financial system does not track by objectives - just object codes. http://aebg.cccco.edu/Resources/QA?id=425
Reports of Expenditures, by Program Area and Objective, should include indirect / administration fees charged and / or anticipated. In general, Member agencies whose districts have elected to levy indirect fees against AEBG allocations should spread these costs proportionally across Program Areas and Objectives, as appropriate. Consortium administration costs (subject to the 5% cap) may be reflected in a number of different ways. It is the responsibility of each Consortium to ensure the numbers submitted are an accurate and equitable reflection of the costs to administer AEBG programs and services for both Members and the Consortium as a whole. http://aebg.cccco.edu/Resources/QA?id=426
Yes, the bottom lines for Program Area, Objective, and Object Code should all be the same amounts. http://aebg.cccco.edu/Resources/QA?id=427
MOE budgets are entered into the CDE system (SACS), and Consortium Allocations through the AEBG system. Regardless of the fund name, all activities supported by AEBG funds (MOE and Consortium Funds) are required to be addressed in the Three Year Plan and the Annual Plans. http://aebg.cccco.edu/Resources/QA?id=428

Yes - even though your data and accountability work plan and budget were approved by the AEBG Office - you still must enter the budget into the online miswebex system (and have it certified).

http://aebg.cccco.edu/Resources/QA?id=446

For the remaining 15-16 carry over funds - use the online expense and reporting system to revise your budget going into next year, and update your 15-16 annual plan to reflect how those funds will be spent.

http://aebg.cccco.edu/Resources/QA?id=460
Yes, fiscal agents are allowed to take a 5% indirect for consortium level activities. And yes, that 5% does include all consortium level administrative costs. Administrative costs are generally fiscal in nature. http://aebg.cccco.edu/Resources/QA?id=487
All members will need to sign the CFAD, which that allocation schedule is part of. In addition, you should keep meeting minutes and attendance sheets to document that you followed the Governance Plan for your Consortium in order to reach this agreement. http://aebg.cccco.edu/Resources/QA?id=352
Yes - Consortium members and/or fiscal agents may use their agreed upon subcontracting process for moving funding among members after the CFAD is submitted on May 2, 2016. Please refer to your consortium MOU that is in place among consortium members. If you do not have a consortium MOU, it is strongly recommended that you put one in place to define the responsibilities (financial and programmatically) of each of your members and how the consortium will operate per the State guidelines. http://aebg.cccco.edu/Resources/QA?id=398
For 2015-16, the Adult Education Block Grant distributes $500 million, as follows: $336.9 million for maintenance of effort (MOE) funding to eligible county offices of education and school districts based on 2012-13 General Fund expenditures on adult education programs. This funding is distributed directly to the local educational agency (LEA). $163.1 million for consortia funding (also known as non-MOE funding) to adult education consortia based on a region’s share of statewide adult education need. This funding may be distributed directly to consortium members or to a fund administrator designated by the consortium.

Starting in 16-17, 17-18, and beyond the AEBG funding continues at $500M per year.  The funding is ongoing.
http://aebg.cccco.edu/Resources/QA?id=415
This would depend on the consortium coordinator activities. In some cases, the consortium coordinator may be responsible for some administrative type activities. Please see Program Guidance for a complete list of consortium administrative activities, and a list of consortium coordinator activities. Each consortium operates differently, so there may be overlap. http://aebg.cccco.edu/Resources/QA?id=394
The Allocation Schedule for each Consortium from the state budget will be posted within 45 days of the day the Governor signs the budget. Per AB104, only 1/12 of the allocation can be dispersed each month to consortia. We have been working with legislative staff to highlight how this hinders program roll-out and management of expenditures. We are hopeful this stipulation may change but at this point, consortia will receive 1/12 of their allocation per month whether direct funded or using a fiscal agent. http://aebg.cccco.edu/Resources/QA?id=341
The AB104 legislation, Section 84914 does allow a consortium to reduce funding for ineffectiveness. Per the legislation, if the member has been consistently ineffective in providing services that address the needs identified in the adult education plan and reasonable interventions have not resulted in improvements, the consortium can reduce their funding. Consortium must document the reasonable interventions, and the member responses to these interventions. The consortium must share these activities with its members at a public meeting, and if a reduction is to take place that must also be documented in the meeting minutes and be agreed to by members using their governance plan. http://aebg.cccco.edu/Resources/QA?id=343
Both MOE and Consortia Allocations have always been from the same place: the AEBG. Both were always intended to carry out the approved Three-Year and Annual Plans for AEBG. In the first year only, MOE was called out separately. It will not be called out separately going forward. Allocations will only be made as AEBG Consortia Allocation. Starting in 16/17, there is no longer MOE - it now called Consortium funding. http://aebg.cccco.edu/Resources/QA?id=344
On the AEBG website, on the For AEBG Grantees tab: http://aebg.cccco.edu/For-AEBG-Grantees http://aebg.cccco.edu/Resources/QA?id=345
AB104 has a provision that requires that all members receive at least the same allocation every year, unless each member agrees and signs off on the allocation schedule to a different amount. http://aebg.cccco.edu/Resources/QA?id=346
Yes, but only through unanimous agreement of the consortium members. http://aebg.cccco.edu/Resources/QA?id=348
Please report errors as soon as possible to the AEBG. http://aebg.cccco.edu/Resources/QA?id=349
See Program Guidance for a detailed breakdown on life of the funds and reporting deadlines. The AEBG Office encourages all consortia to spend the funding in the year it is received, knowing in some cases funds may need to be carried over. However, keep in mind, that the State is tracking student enrollment and outcomes on a year-to-year basis. If funding is not spent and the program is not meeting the needs of the region, your consortium and members may be deemed ineffective and funding may be reduced as a result. http://aebg.cccco.edu/Resources/QA?id=350
No. The funds must all be allocated by May 2nd. The detail of how they will be expended, and the chance to sub-contract if needed will be due in July with the Annual Plan. http://aebg.cccco.edu/Resources/QA?id=354
Only the member allocations should be listed on the CFAD adding up to the total consortium amount. A member would have to be designated as a fiscal agent. http://aebg.cccco.edu/Resources/QA?id=355
Yes. AB104 ensures no less than the prior year’s allocation. http://aebg.cccco.edu/Resources/QA?id=356
Per AB104 legislation, the consortium is permitted to use up to 5% for administration of the consortium. This does not mean that the fiscal agent “has to” receive 5%, but instead can use up to 5%. Those activities are mostly fiscal in nature. If the MOE and Non-MOE funds are combined in 16-17, then yes, the consortium totals are larger and the potential for more administrative costs is greater. However, consortium administrative activities and their cost should be discussed and understood by the consortium members. http://aebg.cccco.edu/Resources/QA?id=358
The AEBG Office has not received a sample non-financial MOU, but as soon as it becomes available, it will be posted on the AEBG website, under the Resources tab. http://aebg.cccco.edu/Resources/QA?id=359
Not at this time.  But we will be reviewing any 15/16 funds that are not spent by 12/31/17 and factoring that into 18/19 allocations. http://aebg.cccco.edu/Resources/QA?id=360
Yes - if consortium members are in agreement as they move/transfer funding.  It is important that students’ needs are met to the fullest extent enabled by the funding resources, regardless of which member provides the services. That can mean sub-contracting with another member or returning the funds to the consortium for redistribution, if a member cannot utilize the money they were allocated for AEBG purposes. As these are state funds, they can be rolled over for one year after the year of disbursal. See the Program Guidance for more information. http://aebg.cccco.edu/Resources/QA?id=362
Yes. And the gap in services left by the member who is departing should be addressed by the consortium, as the money is available to support the implementation of your AEGB plan. http://aebg.cccco.edu/Resources/QA?id=363
Yes, they could. It would take a unanimous agreement from the consortium membership to do so, since no consortium member shall receive no less funding than the prior year, unless all agreed to it. http://aebg.cccco.edu/Resources/QA?id=364
The guarantee of “no less funding than the prior year” unless otherwise agreed to is in legislation already, but if it helps to manage discussions at the local consortium level, you can certainly put that in your bylaws too. http://aebg.cccco.edu/Resources/QA?id=365
Yes, they would receive the same amount unless the member and the rest of the consortium agree otherwise. However, if they still receive the same funding once the curriculum development is finished, their funds are still obligated to the implementation of your AEBG plan and achieving the plan goals. http://aebg.cccco.edu/Resources/QA?id=366
It is important to have the means to stabilize programs in order to consistently serve regional needs, address gaps and meet other objectives. Implementation of student-focused best practices should drive decisions in use of funds as the system seeks stability and, hopefully, future growth. http://aebg.cccco.edu/Resources/QA?id=367
Unspent MOE funding for 15-16 would have to be subcontracted with another adult education provider within the consortium or returned to the State. If returned to the state, this money will go back into the $500 M Consortia pot for statewide redistribution. MOE money was released in 15-16, and had its own certification process. That is why MOE funds cannot revert to the consortium if unspent. In 16-17, MOE funding is rolled into the consortium allocation, and if a member is not spending their consortium allocation, it can be reallocated by the consortium using subcontracting methods. Both MOE and Consortia Funding are governed by the AEBG rules and AB104 legislation. http://aebg.cccco.edu/Resources/QA?id=368
Not necessarily, as the consortium would still need to cost out the time and effort it takes to administer the consortium level activities. Even if your consortium opts for direct funding, the State still only wants one report per consortium. The consortium would have to designate a coordinator position and resources to cover these activities. See Program Guidance for specifics on the consortium administration activities. http://aebg.cccco.edu/Resources/QA?id=369
The “prior year” allocation figure for Year 2 is based on the total of MOE and/or Consortium Allocation in 2015-16. As a consortium, you can agree to shifts in amounts as needed if you are all in agreement. http://aebg.cccco.edu/Resources/QA?id=370
Yes. The “prior year” rule applies throughout the AEBG 3-year Plan period, unless the legislature changes it (which is not anticipated). See the Program Guidance for more information. http://aebg.cccco.edu/Resources/QA?id=371
When completing the CFAD form, consortium members must decide how to fund their consortium coordinator and other supporting staff and resources. In 15-16, the consortium coordinator was funded by various means – using either a fiscal agent structure, pooling resources from various members, or other alternatives. Whatever funding mechanism you used, that member (or members) will receive the same amount in 16-17 (using the AB104 legislative language). Please consider this when discussing how to pay for the coordinator activities in 16-17. http://aebg.cccco.edu/Resources/QA?id=372
Yes, though other decisions can be made according to your local governance plan and any by-law agreement, decisions regarding allocation amounts have to be agreed upon by all members. http://aebg.cccco.edu/Resources/QA?id=373
Yes, it most likely would, but be aware that a reimbursement process is NOT the model the Legislature intended. Legislative staff are stressing the intent of the fiscal agent is to run a pass-through process. The funds should be distributed directly to members and NOT provided through a reimbursement process. Please check with your fiscal staff for the most appropriate MOU or sub-agreement to pass-through funding. http://aebg.cccco.edu/Resources/QA?id=374
It depends on many things – but it’s up to the members of the consortia to determine whether or not these partners receive funding. http://aebg.cccco.edu/Resources/QA?id=375
Each year of AEBG funding will be tracked separately – 15-16 will have code 15-328-XX in the online system. The 16-17 funding will have code 16-328-XX, and so on. Each year will be tracked online through the life of the funding – even if it’s carried over into the next year. Just don’t co-mingle 15-16 funding with 16-17 funding – the budget and expenses are to be tracked, and reported separately. We are developing a new fiscal system that will come online in 17/18.  Stay tune for changes. http://aebg.cccco.edu/Resources/QA?id=376
It is referenced in the updated AEBG Program Guidance (Pages 11-13) posted on the website 3-17-2016. http://aebg.cccco.edu/Resources/QA?id=377
The Consortia Allocation calculation is based on the demographic data for each consortia region to determine level of need, so it already factors in the data for all areas within each region. It is a local consortia decision to determine whether the new program receives consortia funds from the amount being allocated to that region. http://aebg.cccco.edu/Resources/QA?id=378
Mini-grants to members can be included their allocations in the CFAD, or they can be part of sub-contracting between partners. The 3-Year plan is a high level view of what your consortium hopes to achieve in this 3-year window. More detailed information is contained in each of the Annual Plans. Financial reports provide an even more detailed look into where funds were spent on what activity. http://aebg.cccco.edu/Resources/QA?id=379
You can use existing 15-16 funding from members and subcontract for services. If you have already allocated your 16-17 funding, you can still subcontract with members for services. Remember, if the new member did not receive a direct allocation from the fiscal agent (or was direct funded), but rather receive the funding via a subcontract using another member’s funding, they are not entitled to funding in the next year. They would be treated just like any other adult education provider that has a subcontract with a member. http://aebg.cccco.edu/Resources/QA?id=380
Yes, the Final Allocation Schedule from the state will be released within 15 days after the Governor signs the state budget. It will be posted on the AEBG website. It is unlikely there will be any big changes. If you see a discrepancy, please let us know ASAP. http://aebg.cccco.edu/Resources/QA?id=381
Consortium Funds and MOE funds were always available for all allowable activities necessary for the implementation of your Three-Year and Annual Plans. In other words, you have always been able to use Consortium Funds for operational and instructional costs, and that will continue to be the case. It is always good to enhance your funding through seeking grants and leveraging, but it is not impacted by the unification of MOE with Consortium Funds into one fund. For information on tracking expenditures, see the updated AEBG Program Guidance on the For AEBG Grantees tab on the webpage. http://aebg.cccco.edu/Resources/QA?id=382
In the case of a K-12 adult school that didn’t have dedicated funding in prior years, this would not be considered supplanting. However, if that school is also receiving Perkins, CalWORKS, WIOA, or other fund sources – and replaces that with AEBG funds – then there could be a supplanting issue. In the case of a community college that has received apportionment for courses in the seven AEBG program areas, and replaces that apportionment with AEBG funds - then there could be a supplanting issue. However, if in 15-16, the member used only reserves and received no MOE or Non-MOE funding, it may be difficult to receive AEBG funding in 16-17 unless other consortium members agree to give them funding from their allocations. http://aebg.cccco.edu/Resources/QA?id=383

In the case of a K-12 adult school that didn’t have dedicated funding in prior years, this would not be considered supplanting. However, if that school is also receiving Perkins, CalWORKS, WIOA, or other fund sources – and replaces that with AEBG funds – then there could be a supplanting issue. In the case of a community college that has received apportionment for courses in the seven AEBG program areas, and replaces that apportionment with AEBG funds - then there could be a supplanting issue. However, if in 15-16, the member used only reserves and received no MOE or Non-MOE funding, it may be difficult to receive AEBG funding in 16-17 unless other consortium members agree to give them funding from their allocations.

http://aebg.cccco.edu/Resources/QA?id=384
Yes – the consortia amounts will be larger in 16-17. AB104 legislation allows for a 5% cap related to consortium administrative activities (mostly fiscal type). Members that receive funding will also be able to charge their indirect rate. See the FAQs and link to the indirect rate and its definition. The AEBG Office advises that each consortium discuss the activities and administrative costs of the consortium before making a decision on who is responsible and how much that amount will be. For more information, see the updated AEBG Program Guidance. http://aebg.cccco.edu/Resources/QA?id=385
As long as it is a unanimous consortium agreement, yes. The allocation schedule could be different year to year, depending on your consortium agreements, but the 5% total administration cap for the consortium level activities still applies. http://aebg.cccco.edu/Resources/QA?id=386
According to AB104, the total amount received by a consortium member in the prior year is what they would receive in the following year, unless the consortium is in agreement to change it. Since fiscal agent costs are not broken out separately in the Allocation Schedule, there is no formal way to differentiate that amount. Whatever amount a member receives, it has to go to implementing your AEBG plan and meeting your goals. Keep in mind, fiscal agent or not, the members are responsible to fund the consortium administrative activities and provide a point of contact to the State. http://aebg.cccco.edu/Resources/QA?id=387
Members receive the same amount of AEBG funds as they received in the prior year. If a member received funding in 15-16 to administer the consortium and now that has changed – those funds are now available to be used for AEBG program related activities. If the consortium has agreed to make changes regarding Fiscal Agent or “AEBG coordinator,” it is allowable if all membership agrees to this change. http://aebg.cccco.edu/Resources/QA?id=388
Yes, that is possible. However, we need to maximize resources that go directly to students if we want to achieve the goals of AEBG and keep, or even grow the funding. While having adequate administrative resources to operate the program is necessary, it is important that the maximum amount possible goes to direct services to students. http://aebg.cccco.edu/Resources/QA?id=389
Please see the updated program guidance on this topic at: http://aebg.cccco.edu/For-AEBG-Grantees/Guidance-Regulations (updated 3/17/16, pages 13 and 14). Make sure you don’t confuse the administrative cap of 5% at the consortium level with the indirect rate allowed by members to be charged on AEBG funds received – we are discussing two different levels. One level is at the consortium level, for consortium administrative activities (as referenced in the AEBG program Guidance), and the other level is at the member level. When a member receives AEBG funds for activities put forth in the annual plan, the member district can charge the approved indirect rate. http://aebg.cccco.edu/Resources/QA?id=390
Please review the Program Guidance for allowable administrative expenditures. http://aebg.cccco.edu/Resources/QA?id=391
Only administrative activities can be charged to administration. Almost all duties defined as “administrative” are considered fiscal type activities per the AB104 program guidance. Who performs these duties is not relevant. A project director, or co-lead, or part-time staff might also have other programmatic duties and those cannot be charged to administration. You will have to keep track of time and effort for administration charges based on allowable administrative activities for all staff who perform them. Please review the Program Guidance for details http://aebg.cccco.edu/Resources/QA?id=392
No – consortium administrative activities are limited to the 5% cap whether you have a fiscal agent or are direct funded. If you are going direct funding, you will still need a person to administer the activities of the consortium per the program guidance. Your consortium will have to figure out how to pool resources to pay for those consortium level activities. A member’s indirect cost is to be used at the member level for those indirect type activities. Be careful not to confuse consortium administrative costs with a member level indirect costs. Please review the Program Guidance for additional information. http://aebg.cccco.edu/Resources/QA?id=393
Depends on what activities you are claiming as administrative. Please see the updated Program Guidance (starts on page 13) for what you can claim as administrative activities (which are mostly fiscal in nature). Here is the link to the program guidance documents: http://aebg.cccco.edu/For-AEBG-Grantees/Guidance-Regulations http://aebg.cccco.edu/Resources/QA?id=395
The Preliminary Allocation for 16-17 and 17-18 will be the only document with the allocations listed until the final allocations are released 15 days after the Governor signs the budget. We do not anticipate any changes between the preliminary allocation and the final allocation. Apportionment schedules will be released 30 days after the final allocations are posted. We encourage AEBG consortium members and fiscal agents to obtain local board approval now so that AEBG funding can be allocated locally when the 16-17 school year begins. http://aebg.cccco.edu/Resources/QA?id=396
We ask that if the consortium wishes to change a member allocation, they refer to the AB104 legislation for restricting funding to members (see section 84914). If the three criteria listed in the AB104 legislation are not applicable to your member’s situation because the consortium wishes to pool resources for consortium wide activities, or shift member funds around from the prior year to meet current year needs, the State request that all members be in agreement for these types of changes. Evidence showing member agreement would be a signed CFAD. http://aebg.cccco.edu/Resources/QA?id=397
Please refer to the CDE Fiscal Division for questions related to MOE expiration. Non-MOE funding activities must end by 12/31/17. Final expenditure reports for AEBG 15-16 Non-MOE funding are due 1/31/18 with close processing through February/March 2018. http://aebg.cccco.edu/Resources/QA?id=399
Yes. That is correct for 16-17 funding. MOE funding from 15-16 can be carried over into the next year. All AEBG funding is restricted funding (MOE & Non-MOE) and must follow the AB104 legislation related to program areas, member decision making, annual planning, 3 year planning, etc. http://aebg.cccco.edu/Resources/QA?id=400
The AEBG Office is working on a process. For now, funding will be disbursed to fiscal agents and direct funded members with instructions for planning documents. The submission of the planning documents will come later in the year and will require member approval and public comment. Funding will be apportioned by June 30, 2016. Funding must be expended by December 31, 2017. More details will be out soon. http://aebg.cccco.edu/Resources/QA?id=401
85% will go to consortia and 15% will stay at the state level. http://aebg.cccco.edu/Resources/QA?id=402
It can be used to launch a system but you are correct, it is one-time money and on-going operations should be based on on-going fund sources. http://aebg.cccco.edu/Resources/QA?id=403

Yes. It was a small amount and it was added to the Data and Accountability fund (D&A). It was the only way the AEBG Office was able to get the $4.8M out to consortia without having to completely redo the CFADs. The two columns of funding on the D&A
Allocations are Unspent & D&A funds – both will goes towards Data & Accountability objectives and activities.

http://aebg.cccco.edu/Resources/QA?id=404
We ask that if the consortium wishes to change a member allocation that they refer the AB104 legislation for restricting funding to members (see section 84914). If the three criteria listed in the AB104 legislation are not applicable to your member’s situation because the consortium wishes to pool resources for consortium wide activities, or shift member funds around from the prior year to meet current year needs, the State request that all members be in agreement for these types of changes. Evidence showing member agreement would be a signed CFAD. http://aebg.cccco.edu/Resources/QA?id=405
If you are direct funded, you will receive your apportionment in the first 12 months of the state fiscal year. If you wish to alter or revise the amount you received, you may do so through the subcontracting process. If you have a fiscal agent, they will receive the consortium apportionment in the first 12 months of the state fiscal year. If the fiscal agent wishes to alter or revise the amount being allocated to members, they may do so, with member agreement, through the subcontracting process. http://aebg.cccco.edu/Resources/QA?id=406
Your tables will show remaining funds from prior year allocations. The tables will also show projected funding for the upcoming year. It is critical that consortia keep those tables separate – don’t co-mingle fund years in your tables even though they might be spent on similar activities. Track the funds separately - use separate annual plans and separate reporting. http://aebg.cccco.edu/Resources/QA?id=407
Yes – your fiscal agent for 15-16 will be responsible for tracking the 15-16 expenses until these funds are exhausted. That means filing online reports for the 15-16 funds, providing progress updates, and closing out the account in the spring of 2018. This is their responsibility, even if in 16-17 you are direct funded. http://aebg.cccco.edu/Resources/QA?id=408
Not quite. AEBG Funds are to be released no later than 45 days after the state budget is signed by the Governor. Also take into account processing time by State Controller’s Office, and County Offices of Education in the funding release time. Keep in mind, the State can withhold funding if a consortium has not submitted its deliverables. http://aebg.cccco.edu/Resources/QA?id=19
There are no statutory provisions preventing an LEA from carrying over funds; however, a consortium may change the amount of adult education funds available in future years based on actual prior fiscal year spending. http://aebg.cccco.edu/Resources/QA?id=18
Per California Education Code Section 84912, funds are apportioned in twelve equal payments to each LEA on a monthly basis. http://aebg.cccco.edu/Resources/QA?id=13
The AEBG Apportionment funding comes from the state general fund, but are earmarked for the specific purposes described in AB104 for the AEBG. They are not part of general funds coming to the k-12 school districts or the community colleges. http://aebg.cccco.edu/Resources/QA?id=409

Members can take their state approved indirect or for colleges the negotiated indirect rate for their member allocation.

Consortium fiscal agents - taking care of only consortium fiscal activities - can take up to a 5% administration or indirect for consortium level activities. 

5% admin is taken on the entire consortium allocation. But is restricted to fiscal activities only. 

The indirect at the member level is limited to that member's allocation. So you would have to look at what Yuba CCD was allocated by the consortium for programmatic activities - and they could take their indirect on that amount. 

Indirect activities are listed in the program guidance.

http://aebg.cccco.edu/Resources/QA?id=491

The amount of funds to be distributed to a member of that consortium shall be equal to or greater than the amount distributed in the prior fiscal year, unless the consortium makes at least one of the following findings related to the member for which the distribution would be reduced:

(A) The member no longer wishes to provide services consistent with the adult education plan.

(B) The member cannot provide services that address the needs identified in the adult education plan.

(C) The member has been consistently ineffective in providing services that address the needs identified in the adult education plan and reasonable interventions have not resulted in improvements.

(a-b) If a member no longer wishes to provide services or cannot provide services, if possible, reallocate their funds to other members in the consortium. The consortium membership should amend planning documentation to ensure services are being covered in the region (as a result of a member that no longer wishes to provide services or cannot provide services). The consortium must also notify the AEBG Office and update the CFAD allocation schedule for 17-18.

(c) If a consortium decides that a member has been consistently ineffective in providing services that address the needs identified in the adult education plan, and is not following the member requirements as listed in the AEBG Program Guidance Section 5, and the Annual Plan General Assurances, the consortium must take the following steps:

1, Document the member’s ineffectiveness (what requirements are they not meeting, etc.)

2. Notify the member that they are being monitored for effectiveness and their funds could be reduced as a result.

3. Notify AEBG TAP for technical assistance for the member.

4. Provide the information in #1-#3 to the AEBG Office.

5. Work with AEBG TAP and the AEBG Office to determine if reasonable interventions have not resulted in improvements.

6. If no improvements after steps #1-4, reduce the member’s funding and update the CFAD allocation schedule for 17-18. Copy the AEBG Office on all correspondence related to member funding reduction.

http://aebg.cccco.edu/Resources/QA?id=577

The members of the consortium may decide to designate a member to serve as the fund administrator to receive and distribute funds from the program. If a member is chosen to be the fund administrator, the member shall commit to developing a process to apportion funds to each member of the consortium pursuant to the consortium’s adult education plan within 45 days of receiving funds appropriated for the program. This process shall not require a consortium member to be funded on a reimbursement basis.

http://aebg.cccco.edu/Resources/QA?id=581

The intent is that AEBG serve students only 18 years and over. Therefore, should an Adult Ed provider wish to serve someone under 18 years of age, they would need to use another funding source (e.g., LCFF). This would ensure “moneys in the Adult Education Fund to be expended only for adult education purposes.”

http://aebg.cccco.edu/Resources/QA?id=453
Yes – meeting supplies are allowable. http://aebg.cccco.edu/Resources/QA?id=317
The AEBG Office is unlikely to approve expenditures for light refreshments and entertainment. We would need to know more about what you are proposing. Please email the AEBG Office with more detail. http://aebg.cccco.edu/Resources/QA?id=316
No. The focus must be on AEBG planning and implementation activities. http://aebg.cccco.edu/Resources/QA?id=318
USIS will assist with payment for low income citizenship and naturalization applicants. They have a sliding scale. There are also other resources out there that may be offered by other partners in your region. http://aebg.cccco.edu/Resources/QA?id=319
If the meeting involves AEBG planning and the implementation of activities – it would be allowable to purchase meeting supplies. http://aebg.cccco.edu/Resources/QA?id=320
Some have ordered a block of GED voucher codes and the teachers distribute them to students who are ready to take practice tests. They have pre-purchased the vouchers and established a procedure/process for "awarding" the voucher to the student so no cash goes to students. Some use private foundation grants and other county resources to support the students who cannot afford to take GED and Industry Certification tests.  But as always - local district policies and procedures will have the final say so.  If your district considers this a gift of public funds - we can't over-ride your local policies. http://aebg.cccco.edu/Resources/QA?id=321
We are setting up a chat feature on the AEBG website where you will be able to pose questions like this to colleagues in other consortia around the state. Supportive services are allowable provided they do not violate any existing State regulation, or local policy and procedure of the member district. Also, any expense of AEBG funds must be agreed to by members at a public meeting, and included in your annual plan reflecting the 3 year vision of that effort. http://aebg.cccco.edu/Resources/QA?id=322
There would be an issue if the district is supplanting AEBG funds that were used last year by another fund source. Also, there may be an issue if the district is violating the State policy on fees or any local policy and procedures. Finally, any expense from AEBG funds must be agreed to by members at a public meeting, and included in your annual plan reflecting the 3 year vision of that effort. Please keep in mind that AEBG students must be 18 years old or older. http://aebg.cccco.edu/Resources/QA?id=323
Yes, you can retain funds for common consortium level costs. How you do that is controlled locally. Some consortia add the dollar amount to the member’s allocation and track that amount separately e.g. through an Excel spreadsheet. http://aebg.cccco.edu/Resources/QA?id=324
The state system does not have a feature to show encumbered but un-expended funds in the year-end report. You can identify encumbered funds carried over from Year 1 being utilized when submitting your Year 2 Plan. http://aebg.cccco.edu/Resources/QA?id=325
AEBG has an online system that allows consortia to report expenditures and progress every 6 months. The primary lead has the password to access these online forms. AEBG also has an annual reporting process that allows consortia to report individual consortium and member annual expenditures by program, by objective, and by object code. The annual plan for Year 2 has been posted to the AEBG website. http://aebg.cccco.edu/Resources/QA?id=326
Yes. What can’t happen is funds are used outside of the purposes and programs of AEBG. http://aebg.cccco.edu/Resources/QA?id=327
Counseling services to students are direct services and are considered a program expense, not administration. That would be a cost shared between the consortium members. http://aebg.cccco.edu/Resources/QA?id=328
Supplanting is not a dead issue. It can be an issue and it doesn’t matter whether the funds are coming through a fiscal agent or through direct funding. Supplanting could happen if you are replacing programs that were funded were other fund sources (like WIOA, Perkins, CalWORKS, Apportionment, etc.) with AEBG funds. http://aebg.cccco.edu/Resources/QA?id=329
Please check the AEBG Program Guidance and Allowable Uses on the AEBG website. http://aebg.cccco.edu/Resources/QA?id=330
Yes, you have to spend them on 2015-16 activities. If 2015-16 funds are spent on additional/new activities, your consortia’s 2015-16 Annual Plan needs to be revised or amended to reflect such changes. http://aebg.cccco.edu/Resources/QA?id=331
The use of MOE funding for AEBG purposes is not considered supplanting. The issue of supplanting may occur when members use AEBG funds to supplant an existing fund source (like apportionment, CalWORKS, Perkins, WIOA, SSSP, etc.). Please see the first section of the AEBG Allowable Uses Guide posted on the AEBG website. http://aebg.cccco.edu/Resources/QA?id=332
Data for all students enrolled in AEBG program areas at the Capital Outlay site need to be collected and reported to the AEBG Office. http://aebg.cccco.edu/Resources/QA?id=334
If any AEBG funds (regardless of the percentage) are used for instruction, support, and/or services in an AEBG program area, then the member would need to report those students into TOPSPro Enterprise. http://aebg.cccco.edu/Resources/QA?id=335
No – marketing and outreach events to potential students do not require a member to collect student information and report it. The State AEBG Office requires you to collect student information once the student begins the enrollment process. http://aebg.cccco.edu/Resources/QA?id=336
Consortia wide marketing, outreach, teacher/faculty meetings, member meetings, are examples of activities that benefit the consortium as a whole, and do not need to be tracked. If the curriculum was developed, using AEBG funds, with the intent to be used for a specific community college course, then they would need to report the students into TOPSPro Enterprise. http://aebg.cccco.edu/Resources/QA?id=337
AEBG funds are available to address gaps in services, either current or emerging. They can be used to stabilize services as efforts are made to improve them through implementation of the innovative approaches outlined in AB86 and AB104. These aspects work together – stabilizing and expanding services AND improving the impact of services for better student outcomes in alignment with AEBG goals. http://aebg.cccco.edu/Resources/QA?id=338
The use of MOE funding for AEBG purposes is not considered supplanting. The issue of supplanting may occur when members use AEBG funds to supplant an existing fund source (like apportionment, CalWORKS, Perkins, WIOA, SSSP, etc.). Please see the first section of the AEBG Allowable Uses Guide posted on the AEBG website. http://aebg.cccco.edu/Resources/QA?id=339
Yes – fiscal agents for Data and Accountability funds can use their approved indirect rate. Budgets & Workplans will be due December 20, 2016. http://aebg.cccco.edu/Resources/QA?id=340
Our best hope for keeping and growing this funding is documented success. As long as consortia throughout the state implement best practices for helping students meet the goals of AEBG, objectively track outcomes to document program improvement and student achievement, and coordinate, leverage and expend resources responsibly, we anticipate that this funding will continue well beyond the Three Year Plan. http://aebg.cccco.edu/Resources/QA?id=20
Student services are described as orientation, assessment, academic, and/or career counseling/referrals. http://aebg.cccco.edu/Resources/QA?id=32
Now that there is again a restricted revenue source for adult education, it may no longer be necessary for LEAs to formally commit general purpose LCFF revenues to the purposes of adult education in order to justify the use of a special revenue fund in accordance with Generally Accepted Accounting Principles (GAAP). LEAs that continue to formally commit LCFF revenue to the purposes of adult education should use Object 8091, LCFF Revenue Transfers, to transfer the committed LCFF revenue from their general fund to Fund 11. http://aebg.cccco.edu/Resources/QA?id=15
All funds are subject to a financial audit; however, there are no specific compliance procedures for the Adult Education Block Grant in the current state audit guide. http://aebg.cccco.edu/Resources/QA?id=17

It would be reasonable and allocable if they charged you rent based on space. How are they costing out the rent from the various programs? Square footage? What we don't want to have happen is the AEBG consortium has 15% of the space, but is paying for 70% of the base. These details will help answer the reasonable and allocable questions.

http://aebg.cccco.edu/Resources/QA?id=462

AEBG MOE & Non-MOE funds can only be used in the seven AEBG program areas. If the class is not in one of the seven program areas – then you cannot use AEBG funds.

http://aebg.cccco.edu/Resources/QA?id=505

Yes – as long as the students are 18 years and enrolled in an AEBG program area – it doesn’t matter who offers the classes – as long as they meet their K-12 or college education code and regulations. K-12 falls under adult education regulation administered by CDE (and teacher qualification regs under the CA Teacher Credentialing Commission), and the colleges fall under Title V & noncredit education code. I hope this helps.

http://aebg.cccco.edu/Resources/QA?id=506

AEBG has certain program requirements. In this case I would highlight the following:

Funds can only be used within the seven AEBG program areas.

For colleges, only noncredit students will be tracked and reported.

A member has to be in good standing (reporting, participation, etc.) – meaning meeting the member requirements.

Activities have to be included in the annual plan and approved by members.

Members can leverage and braid various fund sources (including noncredit apportionment). But colleges cannot use, leverage or braid any fee based programs – like community education or contract education.

If a community college wants to leverage & braid noncredit apportionment, they must follow the recently released guidance from the Chancellor’s Office on use of AEBG funds (state funds) and FTES (noncredit apportionment).

Here is the guidance on using AEBG funds and noncredit apportionment:

It is allowable to claim apportionment for a course, even if the instructor's salary and benefits are paid for using AEBG funding, as long as some portion of the overall direct education costs for the course are paid for using district unrestricted general fund dollars (as indicated in prior legal opinions, this portion should be more than a trivial amount) and the course is allowable under the particular categorical program (in this case AEBG). If there are no other direct education costs for a particular course beyond the instructor's salary and benefits, then the district would have to pay for a portion of the salary and benefits of the instructor using district unrestricted general fund dollars in order to claim apportionment for the course. The term "direct education cost" includes all expenses specifically traceable to a class, such as the salaries and benefits of the instructor, instructional assistants or aides, and non-instructional staff directly supporting the class (e.g., proctors); instructional materials and supplies and equipment, along with any other direct expense or cost required for the particular class in question. Please also note that all other applicable apportionment eligibility requirements would also need to be met, including as provided by Title 5 Section 58050.

We advise that districts have a policy in place that outlines what portion of the direct education costs for a course will be paid using unrestricted general fund dollars where a district intends to claim apportionment for courses that are partially funded from state categorical funds or that are conducted as part of instructional services agreements; ideally, these decisions would be made in the context of an established district policy. Please also recall that the Q&A document advises a prudent approach in determining what portion will be paid from district unrestricted general fund dollars.

This is a link to the document on the Chancellors Office website: http://extranet.cccco.edu/Portals/1/CFFP/Fiscal_Services/Attndc_Acctg/ISA/Title%205%20Section%2058051.5%20and%20Direct%20Education%20Costs%20Definition%201-10-17%20FINAL.pdf

Contact Person on AEBG: tap@aebg.org 

Contact Person on FTES:

Natalie Wagner 

California Community Colleges Chancellor's Office

1102 Q Street

Sacramento, CA 95825

(916) 327-1554

http://aebg.cccco.edu/Resources/QA?id=569

AEBG legislation encourages the leveraging and braiding of other state and federal funding sources as stated in education code Section 84905 (b).

84905. The chancellor and the Superintendent, with the advice of the executive director, shall approve, for each consortium, rules and procedures that adhere to all of the following conditions: (b) As a condition of joining a consortium, a member shall commit to reporting any funds available to that member for the purposes of education and workforce services for adults and the uses of those funds.

AEBG legislation goes on further to list the state and federal fund sources that are required to being a member of a consortium Section 84916.

84916. In order to maximize the benefits derived from public funds provided for the purpose of addressing the educational needs of adults and to ensure the efficient and coordinated use of resources, it is the intent and expectation of the Legislature that any community college district, school district, or county office of education, or any joint powers authority consisting of community college districts, school districts, county offices of education, or a combination of these, located within the boundaries of the adult education region shall be a member of a consortium pursuant to this article if it receives funds from any of the following programs or allocations:

(a) The Adults in Correctional Facilities program.

(b) The federal Adult Education and Family Literacy Act (Title II of the federal Workforce Innovation and Opportunity Act).

(c) The federal Carl D. Perkins Career and Technical Education Act (Public Law 109-270).

(d) Local Control Funding Formula apportionments received for students who are 19 years of age or older.

(e) Community college apportionments received for providing instruction in courses in the areas listed in subdivision (a) of Section 84913.

(f) State funds for remedial education and job training services for participants in the CalWORKs program

Note: AEBG funds cannot be used to create an 18-22 year old certificate program for Special education students since service of those students by LEAs has been expected for years and districts only had LCFF money.

http://aebg.cccco.edu/Resources/QA?id=572

Any capital outlay (including building improvements, rental space, leases, construction, etc.) will be closely scrutinized. It will require that you notify the AEBG Office of your consortium’s (including any member in that consortium) intent. This is an informational e-mail only. The AEBG Office reserves the right to ask questions regarding any purchase and can prohibit any activity that it deems not meeting the reasonable and justifiable criteria.

The member must follow all state & local policies and procedures related to capital outlay. This would include district facilities approval, following procurement processes, and notification of state agency facility departments.

http://aebg.cccco.edu/Resources/QA?id=578

Regardless of whether you choose a fiscal agent or a direct funded structure, consortium must use their administrative funding to ensure that member fiscal information (budget, expenses, etc.) is valid. That may include, but not limited to, an outside audit, an agreed upon certification process, a peer-to-peer member review, a fiscal agent certification, or a combination of options (or other options). The consortium membership will determine how best to audit their members, and consortium level financial budgeting, and expenditure reporting. The 5% administrative cap for consortium oversight is established for that specific purpose.

http://aebg.cccco.edu/Resources/QA?id=579

Funds apportioned for the AEBG program shall be used only for support of AEBG program areas as described in this section. If a consortia or member would like to offer programs outside of the AEBG defined program areas, it may do so with another fund source (if it is allowed by that fund source).

http://aebg.cccco.edu/Resources/QA?id=586

Consortia are required to complete an Out-of-State Travel Request Form and submit the form to the AEBG Office for prior approval. Such travel must also be disclosed in the Annual Plan template, reported in the AB104 online grant budget, as well as in the expenditure & progress reports. Out-of-State Travel Request forms are posted on the AEBG website under resources. In the request, consortia must explain how the approved travelers and the consortia will disseminate the information to other district staff, administrators, faculty, and teachers when they return. AEBG TAP will be notified of Out-of-State Travel requests to attend conferences. By notifying AEBG TAP of national conferences, it allows them to support a focused conference participation effort. In addition, AEBG TAP will follow up after the event on coordinated professional development offerings.

The state reserves the right to limit Out-of-State travel. See link to the travel form. http://aebg.cccco.edu/Resources 

http://aebg.cccco.edu/Resources/QA?id=574

AEBG TAP will work with the adult education professional agencies: ACCE, ASCA, CCAE, CCCAOE, etc. to obtain a list of AEBG attendees. This will allow AEBG TAP to find out what professional development is taking place around the state, and follow up after the event on coordinated professional development offerings.

http://aebg.cccco.edu/Resources/QA?id=575

Yes - here is the main part of the memo......

Subject: Accounting Advisory: Adult Education Block Grant Funds

This accounting advisory addresses the appropriate accounting for districts receiving Adult Education Block Grant (AEBG) funds either as a fiscal agent, as a participant/provider, or both. The treatment of funds received as the fiscal agent for disbursement to other participants is different than for funds received by the district for the direct costs of providing adult education services. Fiscal Agent Funds received from the State under a fiscal agent agreement that are then disbursed within 45 days to other adult education providers should be recorded in the restricted General Fund as 8900 "Other Financing Sources" using revenue object code 8970 "Fiscal Agent Pass Though". Disbursements should be coded to "Other Outgo-Other Transfers" using expenditure object code 7400 "Other Transfers", excluding indirect cost recovery. Under AEBG, districts have no fiduciary requirement regarding the use of the funds by the other participants. The only obligation of the fiscal agent is to disburse within 45 days. Participant/Provider If a portion of the funds received as a fiscal agent are for the district's own adult education program, then those funds should be recorded initially as described above. A transfer (other outgo) will be recorded to the fiscal agent funds for the district's share. The district will recognize its share of the funds in the restricted General Fund using revenue object code 8620 "General Categorical Programs". Expenditures should be recorded in expenditure object codes 1000-6000 as appropriate. Likewise, if the district is not the fiscal agent and is receiving AEBG funds, those funds should be recorded to the restricted General Fund using revenue object code 8620 "General Categorical Programs" and expenditure object codes 1000-6000 as appropriate.

Note the newly created object codes are not currently reflected in the California Community College Budget and Accounting Manual. This guidance will be incorporated at the next opportunity.

http://aebg.cccco.edu/Resources/QA?id=450
Yes, you can. The choice you make will apply to all the funds the consortium receives from AEBG. http://aebg.cccco.edu/Resources/QA?id=297
The decision has to be made according to the decision-making structure in your Consortium Governance agreement. If you have no special structure for such decisions, the fallback is consensus. In any case, the decision submitted on your Consortium Fiscal Administration Declaration (CFAD), which is due May 2, is binding for all consortium members for the entire program year. It will apply to all AEBG funds distributed. http://aebg.cccco.edu/Resources/QA?id=298
Yes. If the consortium chooses to have a Fiscal Agent, all AEBG Allocations will go through that entity. http://aebg.cccco.edu/Resources/QA?id=299
No, you must select either “Direct Funding” or “Fiscal Agent” for all the Consortium Funds. http://aebg.cccco.edu/Resources/QA?id=300
Yes. Members can receive direct allocations provided they spend the AEBG funds in the seven program areas, based on a plan approved by members at a public meeting. http://aebg.cccco.edu/Resources/QA?id=301
No, according to AB104 legislation, a consortium may use up to 5% for the administration of the consortium. Administrative activities are mostly fiscal in nature. There is no guaranteed fiscal agent funding as those administrative costs must be discussed by members when making the decision on who will be responsible for the administration of the consortium and the cost associated with those activities. Also, the consortium can decide to hire a different fiscal agent or opt for direct funding, which in turn may change the cost of administrating the consortium. http://aebg.cccco.edu/Resources/QA?id=302
In the direct funding model, members would have to decide how they will manage the administration of the consortium. Who is going to manage the program side? Who will be responsible for those fiscal activities at the consortium level? How will the consortium report to the State? In some cases, members in the consortium have agreed to take on those responsibilities (along with funding to support it). A non-financial MOU would be important to have in place in order to have member agreement on who is responsible for what activities, the requirements, and deadlines. http://aebg.cccco.edu/Resources/QA?id=303
In some instances, Direct Funding is quicker in getting the funding directly to consortia members. However, some State officials and some consortia state that having a common fiscal agent has encouraged better collaboration within the consortia and are satisfied with this process. Both models, Direct Funding or Fiscal Agent, require a MOU (financial or non-financial) in order to clarify the fiscal and programmatic responsibilities of the consortium and its members. Our goal is to both get funds “on the ground” to programs that benefit students as quickly as possible AND to foster collaboration between providers to improve coordination and alignment of services. http://aebg.cccco.edu/Resources/QA?id=304
No, you will use your governance plan and agreed upon decision making process when making consortium decisions. Only changes to member allocations needs to be unanimous, per AB104. http://aebg.cccco.edu/Resources/QA?id=306
No – consortia can only opt for one of two fiscal models – direct funding or a fiscal agent model. A consortium cannot vote to have MOE funds be directly funded to K-12 and consortium funds be allocated through the fiscal agent. Two things to keep in mind- 1) the "no less than prior year" rule for funding consortium members (unless changes are unanimously agreed to) continues into Year 2, and 2) there is no longer a distinction between MOE and consortia funds. MOE and consortia funds were always all AEBG funds and the distinction was a Year 1 phenomenon only. Neither the CFAD nor the role of the fiscal agent have an effect on this. http://aebg.cccco.edu/Resources/QA?id=307
Once the CFAD is submitted (no later than May 2 at 11:59 pm) the choice is fixed for the year. Your consortium will have to wait to make changes until the following year. http://aebg.cccco.edu/Resources/QA?id=308
The bill was pulled and is no longer moving forward. http://aebg.cccco.edu/Resources/QA?id=309
Allocations to consortia members from the State are set via the CFAD, but consortium members can move funds, as needed. This is the case regardless of whether the consortium has chosen Fiscal Agent or Direct Funding.  The methods may vary.  http://aebg.cccco.edu/Resources/QA?id=310
To be clear, we at the State are not using the term “Certifying Agent.” There may be many people that help roll up the member’s expenditure and budget information, but there should be one Fiscal Agent or Fiscal Coordinator (for those doing Direct Funding) for the consortium. On the CFAD, you may list more than one person, but realize that the State really wants one person to talk to about fiscal matters at the consortium level. Keep in mind, that depending on how your consortium is structured, you may or may not have a Fiscal Agent. You may only need a Fiscal Coordinator for the consortium, while each member has its own certifying Fiscal Agent separately in their organization. This will vary from region to region. http://aebg.cccco.edu/Resources/QA?id=312
The amounts for administration and indirect are outlined in the updated AEBG Program Guidance on the AEBG Resources webpage. “Indirect” is for membership level and “administrative” applies to the Fiscal Agents or the entity/person that will be responsible for the consortium level administrative activities. Don’t confuse consortium administrative activities with indirect – different rules, different definitions. See the 2016-17 AEBG Program Guidance on the AEBG Resources webpage. http://aebg.cccco.edu/Resources/QA?id=313
Yes, it can. That is the case whether you have chosen a Fiscal Agent or Direct Funding. But once received via apportionment, you would have to use a subcontracting or MOU process to move the funding among members. More details will be released soon. http://aebg.cccco.edu/Resources/QA?id=314
Fiscal Agents are not necessarily “guaranteed” the same amount every year as stated in the legislation for members of a consortium. In other words, Fiscal Agents are not “protected members” of a consortium. These individuals and the amounts they receive can change (if the consortium votes on this change) and the percent negotiated for their services may also vary – it can be up to 5%, but does not “have” to be the full 5%. The amount paid to the Fiscal Agent would depend on the services rendered and terms and conditions negotiated with consortia. Note that if you go to Direct Funding, the consortium members would need to pull their resources together to pay the Primary Contact or designee for the cost of administering the consortium (which is still required under Direct Funding per all the State level deliverables). See Program Guidance for the list of those activities. http://aebg.cccco.edu/Resources/QA?id=315
Consortia must focus on and agree to a process that will allow them to meet the AEBG requirements. Consortia may elect a different Fiscal Agent if the current one fails to meet AEBG requirements. However, AEBG revision timelines and processes need to be followed when making such changes. http://aebg.cccco.edu/Resources/QA?id=12

Regarding data and accountability funds – those that went straight to the fiscal agent – no pass through - the fiscal agent has the responsibility to oversee any funds their district receives directly. This would also apply to any AEBG funds allocated to the fiscal agent (as the district has oversight) – but would not apply to the pass through.

http://aebg.cccco.edu/Resources/QA?id=445

Last year, the 2016-17 trailer bill was passed with language to limit the holding of funds to 45 days. Additionally, fiscal agents must use a pass through mechanism to disburse funds to members. To provide further clarification, an addition to AEBG was included in the 2017-18 draft Trailer Bill language released by the California Department of Finance. The portion released pertaining to the Adult Education Block grant builds upon the existing legislation. The 2017-18 trailer bill language addition states that "program funds received by a participating school district shall be deposited in a separate fund of the school district to be known as the Adult Education Fund. Moneys in an Adult Education Fund shall be expended only for adult education purposes".

Please go to the website under "About" and click on Adult Education Block Grant legislation.


http://aebg.cccco.edu/Resources/QA?id=449

Data Collection/Reporting Expand All

In your WIOA data, it will show two level completions for a WIOA student. For a non-WIOA student, you would only use the AEBG data system and would only see the one course completion. WIOA data is uploaded into AEBG, so all students will be counted, but the students’ WIOA status will dictate how their completion is counted. http://aebg.cccco.edu/Resources/QA?id=277
Yes, for WIOA students, data is collected through TOPSPro. If your school has AEBG students not tracked in TOPSPro, you would have to report them separately through the AEBG data system. http://aebg.cccco.edu/Resources/QA?id=275
It is our understanding that some vendors have created reports that may be used to populate the AEBG data tables. You will want to confirm with your specific vendor what they may or may not provide to support reporting to the AEBG Office. http://aebg.cccco.edu/Resources/QA?id=276
Yes, the TE release generates both reports for reviewing and cleaning data, as well as exports for submission to the AEBG Office. http://aebg.cccco.edu/Resources/QA?id=278
Yes – if a non-credit program that falls under one of the AEBG program areas is collecting apportionment, and is supported by AEBG funds, those students must be entered into TOPSPro Enterprise. If the program is ABE, ASE or ESL, with 12 hours or more of instruction, than those students must be assessed by a federally approved assessment tool (see pre/post testing guidance). http://aebg.cccco.edu/Resources/QA?id=279
Each consortium member must obtain a unique Agency ID, and report eligible students in TOPS Enterprise – but if an agency has another member do the actual data input at an alternative physical location, that is fine. http://aebg.cccco.edu/Resources/QA?id=280
For 16/17 follow up measures, please self-report AEBG student outcomes via the update form in TOPSPro Enterprise (see the list below). If a student has a social security number, it can be imported with demographics, or manually entered in TE in the SSN field, along with other student demographics. However, this is not a mandatory requirement, but it will assist the State in its effort to do state level data matching for employment, wage, and postsecondary information. The regional training will cover the details on how to self-report student outcomes: Completion of high school diplomas or their recognized equivalents; Completion of postsecondary certificates, degrees, or training programs: Placement into jobs; and Improved wages Transition to Post-Secondary. http://aebg.cccco.edu/Resources/QA?id=281
Please see the data dictionary. http://aebg.cccco.edu/Resources/QA?id=282
There is a Provider Use field in TOPSPro Enterprise that can be used for this purpose. This field can be expanded, if needed. http://aebg.cccco.edu/Resources/QA?id=283
Use the update form in TOPSPro Enterprise to report student outcome data pertaining to high school diplomas. http://aebg.cccco.edu/Resources/QA?id=284
Yes – use the TOPSPro Enterprise update form to record any student completed industry certification. TE will also be collecting the type of certification received. http://aebg.cccco.edu/Resources/QA?id=285
As stated in the response above, please self-report AEBG student outcomes via the update form in TOPSPro Enterprise. If a student has a social security number, it can be imported with demographics, or manually entered in TE in the SSN field along with other student demographics. However, this is not a mandatory requirement, but it will assist the State in its effort to do state level data matching for employment, wage, and postsecondary information. For self-reported student follow up data, there will be no backup data required. http://aebg.cccco.edu/Resources/QA?id=286
Correct. No more excel spreadsheets for student data reporting. http://aebg.cccco.edu/Resources/QA?id=287
One license per district. Please contact CASAS for their pricing schedule for your consortium. CASAS will develop and send a customized spreadsheet with more specific information about TE pricing and ordering, and schedule a one on one phone appointment to review. http://aebg.cccco.edu/Resources/QA?id=288
For state level AEBG reporting, TOPSPro Enterprise will meet all requirements. http://aebg.cccco.edu/Resources/QA?id=289
TOPS Enterprise is an online application, so agencies do not need to submit or upload data for submission each quarter… the data is received automatically. http://aebg.cccco.edu/Resources/QA?id=290
Agencies can mark “Transition Services, Counseling Services, or Supportive Services” - using the Update form (field #8), or by entering it in directly into the TE software. http://aebg.cccco.edu/Resources/QA?id=291
Yes. Details depend on whether your consortium decides to do eTesting, pencil/paper testing, or a combination of both. This issue will be addressed when you set up the phone appointments with CASAS. http://aebg.cccco.edu/Resources/QA?id=293
The State AEBG Office allocated Data and Accountability funding for meeting these requirements to format data systems to connect with TOPSPro, or to purchase TOPSPro. http://aebg.cccco.edu/Resources/QA?id=294
TOPSPro has fields that will be able to capture services on the update record. Please work with CASAS for technical guidance on capturing this data. A data dictionary has been posted on our AEBG website. http://aebg.cccco.edu/Resources/QA?id=295
Yes, those should be included if you set up the courses to achieve the Adult Secondary certification - HSD, Hset, or GED. http://aebg.cccco.edu/Resources/QA?id=233
Yes, 16/17 student data is to be entered into TE as the data is collected. The student data deadlines for 16/17 are as follows: 3rd Quarter due 4/30/17, and 4th Quarter due 8/1/17. http://aebg.cccco.edu/Resources/QA?id=272
By August 1, 2017 (4th Quarter). http://aebg.cccco.edu/Resources/QA?id=273
A calendar of submission due dates has been posted with more details. The first required AEBG submission is the 3rd Quarter Report and is due 4/30/17. The 4th Quarter is due 8/1/17. TOPSPro Enterprise will be the data collection system AEBG will be using for 16/17 student data collection. http://aebg.cccco.edu/Resources/QA?id=270
For WIOA II eligibility, all students must have at least 12 or more hours of instruction, so with the alignment of AEBG to WIOA II, AEBG is maintaining the same requirement. http://aebg.cccco.edu/Resources/QA?id=254
Here is the definition from the NRS Guidelines: Hours of instruction or instructional activity the learner receives from the program. Instructional activity includes any program-sponsored activity designed to promote student learning in the program curriculum, such as classroom instruction, assessment, tutoring, or participation in a learning lab. http://aebg.cccco.edu/Resources/QA?id=255
There is no penalty for less than 70 hours. The AEBG Office recommends following the test publisher’s test administration directions for the minimum number of hours required before post-testing, which is 70-100 hours. http://aebg.cccco.edu/Resources/QA?id=256
If a student already has a high school diploma, there is no need for a pretest. http://aebg.cccco.edu/Resources/QA?id=265
The pre and post testing for AEBG is effective January 3, 2017 for 3rd Quarter Reporting. http://aebg.cccco.edu/Resources/QA?id=259
Usually, no, but in some instances learners who place at the ASE high level are credited with a pre/post-test pair. http://aebg.cccco.edu/Resources/QA?id=267
ESL programs need to use the NRS federally approved tests for documenting learning gains for state reporting. Other progress indicators can be used at the local agency level. http://aebg.cccco.edu/Resources/QA?id=260
High School Diplomas reported by school districts in California are compliant with NRS requirements. http://aebg.cccco.edu/Resources/QA?id=266
No. http://aebg.cccco.edu/Resources/QA?id=268

For WIOA, the "Services Received" field mostly pertains to vocational rehabilitation services typically provided by Title IV. I pasted the PIRL information re: Voc Rehab below. As you can see, it is not a straight list of services, it just suggests some examples of services one might provide. So what you can see on field #8 is reflective of this, but definitely not matching any straight laundry list of required options from the DOL. For WIOA II, we don't expect these to come into play much at all...so for now, we are using it temporarily for AEBG, knowing what agencies record shouldn't have any effect on WIOA II outcomes. FYI: the WIOA II dictionary listing for field #8 relates more to the PIRL definition, while the AEBG dictionary has the one we modified to reflect what you've heard at training for AEBG.



http://aebg.cccco.edu/Resources/QA?id=454

You can put “White” in Race and “Hispanic” under Ethnicity. If a student is especially reluctant to input White (or any other race) because they are Hispanic, it is fine if they mark Hispanic under Ethnicity and leave Race blank, if necessary.

http://aebg.cccco.edu/Resources/QA?id=465

The AEBG program is officially called “Adults supporting K12 student success.” This is included on the Entry form and in TE. It appears on the form and in the software with the (new and improved) AEBG title – not the old “Parent Education” title.

http://aebg.cccco.edu/Resources/QA?id=466

Short answer is if you have Cit Prep, yes it is fine to mark EL Civics under Special Programs. Longer -- Citizenship Prep is actually one version of EL Civics, not the other way around. For California, EL Civics includes Civic Participation, Citizenship Preparation, and Integrated EL Civics.

For CA WIOA II, agencies must designate one of these three focus area at the class level.

For AEBG, you can just mark this as a special program – whether the ELC is focused on citizenship, or focused on other areas of ESL.

http://aebg.cccco.edu/Resources/QA?id=467

A: The administrative allowable activities for the AEBG 5% consortium cap are stated in the AEBG Program Guidance as follows:


Consortium Administration Charges (page 13)

The AB104 Legislation for AEBG states in Section 84913:

(b) A consortium may use no more than 5 percent of funds allocated in a given

fiscal year for the sum of the following:

(1) The costs of administration of these programs.

(2) The costs of the consortium.


A consortium may use no more than 5 percent of funds allocated in a given fiscal year for administration activities. 

  Examples of consortium administration activities: 

• Rolling up each member’s budget & expenditures for State reporting.

• Breaking out member’s budget & expenditures for State reporting.

• Working with fiscal agent(s) to submit budget & expenditures for State Reporting

· Coordinating the completion of the fiscal administration documentation.

• Ensuring that member decisions are followed through by the fiscal agent(s).

• Submits fiscal deliverables to the State as agreed upon by consortium membership.

• Hiring of consortium level staffing.

• Preparing the payroll for consortium level staffing.

The 5% only applies to these type activities. If you are performing these type of mostly fiscal activities, you may charge part of your salary. For support staff, travel, supplies, etc. – you would have to see how those activities align with these fiscal type activities. No program related charges would be allowed to be charged to the 5% consortium administrative cap.

If you choose direct funding – which would be too late for 17/18 – and would have to made for 18/19 – it would be up to the members on how the consortium operates and who pays for the running of the consortium. If the members fail to set up consortium lead to coordinate all the members AEBG requirements, they run the risk of becoming ineffective and a possible reduction or loss of state funding.

http://aebg.cccco.edu/Resources/QA?id=469

Patty will be able to give you any additional details you need, but here is a document that will help you out with details on submissions:

http://aebg.cccco.edu/Portals/1/docs/For%20AEBG%20Grantees/4.3.17%20AEBG-DataSubmissionLetter_FINAL.pdf

If you scroll down on that document, you'll see that you need to submit to aebg@casas.org by August 1. You can also fax the submission by August 1 to 858-292-2910, if you prefer. 

http://aebg.cccco.edu/Resources/QA?id=479

This answer only covers reporting student data into TE. First off, I hope your student enrollment information has demographic and barrier information. Secondarily, just to double check – none of these students identified a course they were enrolled in at the adult school, or the adult school didn’t set them up as cohorts? If not – check with CASAS, but I think you check no identifiable program. Finally, you would need to specify what transitional services they are receiving – if TE will allow it. I would check with CASAS if TE allows you to specify education planning, orientation, counseling, etc. There is a breakdown, but I’m not sure if it’s available for 16/17 or 17/18. CASAS will know.

In addition, you must track any outcomes associated with the services you provided. This is so you can self-report if students receiving these transitional services actually transitioned, or completed any other AEBG outcome metric. If you have not been able to, it is critical to obtain the demographic data so we can match the student records in the chancellor’s office MIS and in TE as well.

http://aebg.cccco.edu/Resources/QA?id=482

TE Desktop uses a packaged version of SQL Express 2008, but the new NRS and AEBG Tables take advantage of a feature that is only available in SQL Express 2012. Thus, we’ve had to create an upgrade installer for Desktop users, which we’ve completed now, but it still has to be tested in a number of different environments and scenarios. I’m estimating that we may be ready to send you the upgrade around July 13. I’ve just received the backup from Grossmont from Lydia. I expect by tomorrow your data will be fully migrated online and then you’ll be able to run the new reports.

http://aebg.cccco.edu/Resources/QA?id=483

Are you asking for a report that would compare data from TE with your college MIS? Then no, there wouldn’t be a way to create that. If you’re looking for a report that shows students who were in your program and moved on to community college, we have the Update Program Outcomes report. Go to Reports/Program Outcomes/Enrollment (Update) Summary and then in the report look for Education Results.

http://aebg.cccco.edu/Resources/QA?id=492

Run your AEBG DIR; hit the Export button; save as a pdf; send it to aebg@casas.org

http://aebg.cccco.edu/Resources/QA?id=496

The 55+ would fall into the program they were in but we had been told to assign a special program code of Older Adult to our students 55 and over. I did that after asking my question to get my students to appear in the Workforce (Re)Entry field but did not get an answer (and did not pursue an answer) as to why some were already there.

Now that I know what I’m looking for, I’m sure this was my misunderstanding as it’s possible the students who were previously showing in that field already had that marked in their record somehow and I didn’t look for it at the time before assigning the Older Adult to all over 55.

http://aebg.cccco.edu/Resources/QA?id=503

 It is permissible to contract with an expert to provide TE assistance. Each member must have their own TE ID for reporting - meaning they have to connect with CASAS and set up an account. The member must work out the details of the subcontractor's access to student data, and make the expert/subcontract uses their unique TE ID for reporting member data. This has taken place around the state especially with new members.

http://aebg.cccco.edu/Resources/QA?id=515

The definition of long-term unemployed, per the Adult Education Data Element Dictionary, is as follows. Among reportable individuals who had more than one instructional contact hour or received support services in the selected program in the selected year, long-term unemployed students are those who were flagged as unemployed for more than 27 consecutive weeks when they enrolled in adult education.

http://aebg.cccco.edu/Resources/QA?id=588
All these items do have specific definitions. None are “meaningless.” Keep in mind that the definitions can change from year to year. We will be updating the Data Dictionary soon, but for now, please use the attached. I’ve included the ones you specified in the email. According to the Data Dictionary (attached), Gained Computer or Tech Skills = Increased computer skills, including knowledge of hardware and software. Skills Progression = Record if participant successfully completed an exam that is required for a particular occupation, or progress in attaining technical or occupational skills as evidenced by trade-related benchmarks such as knowledge-based exams. Educational Achievement = Achieved at least one educational functioning level in an education program that provides instruction below the post-secondary level. Training Milestone = Record if the participant had a satisfactory or better progress report towards established milestones from an employer/training provider who is providing training (on-the-job training (OJT), registered apprenticeship, etc.). Acquired Workforce Readiness Skills = Obtained work experience that enabled the student to receive future employment. http://aebg.cccco.edu/Resources/QA?id=589
Learning Gains, HSE/HS Diploma, Post-Secondary, Enter Employment, Increase Wages, and Transition Post-Sec. http://aebg.cccco.edu/Resources/QA?id=590
The due dates are not aligned yet (3rd Quarter Reports are due 4/30/17, and 4th Quarter Reports are due 8/1/17). http://aebg.cccco.edu/Resources/QA?id=271

We need this data for legislative reporting - and we need it submitted timely, but we also need accurate data. If you find some flaws in your data after the 8/1 submission date, please work with CASAS to correct them. Keep in mind CASAS is reviewing the data in order to provide us the best info possible for state reporting – so we would anticipate if you had any edits – it would be done relatively quickly – like in early August.

http://aebg.cccco.edu/Resources/QA?id=500
The state has been working with experts and focus groups to develop the new AEBG Data System. We anticipate its release within the next few years. The first full year of data collection through that system will hopefully be in Year 3 of the AEBG. Consortia should do their best to track student outcomes based on local resources until within a few years. http://aebg.cccco.edu/Resources/QA?id=152
Reporting is restricted to AEBG programs only. All students participating in AEBG program areas, regardless of fund sources (e.g. WIOA), need to be included in consortia reporting. http://aebg.cccco.edu/Resources/QA?id=159
Yes. Eventually, we will get to the point where we can track with more detail, but this is what we are doing for Year 1. By AEBG program areas – regardless of fund source. http://aebg.cccco.edu/Resources/QA?id=160
All barriers for AEBG map directly to WIOA. The definitions have been released and are in the AEBG Data and Accountability Instructions. Draft tables will be released soon. http://aebg.cccco.edu/Resources/QA?id=162
No additional paperwork is needed for identifying these barriers. Student self-report is sufficient. http://aebg.cccco.edu/Resources/QA?id=163
The demographic data that will have to be collected will be the items typically collected in educational programs, and they align with WIOA. Those definitions are in the Data and Accountability Instructions. http://aebg.cccco.edu/Resources/QA?id=164
15% of the Data and Accountability funding was retained at the state level for work on the statewide data system. The 85% that went to the consortia is for the purposes outlined in your Data and Accountability grant, foremost to make sure each consortia develops a complete data collection and reporting system. http://aebg.cccco.edu/Resources/QA?id=165
For 15-16, report all students in the seven AEBG program areas - regardless of fund source. So those could include students paid by AEBG funds, apportionment, LCFF, CalWORKS, Perkins, WIOA, and K-12 Jail Education funds. http://aebg.cccco.edu/Resources/QA?id=166
Report the information that you have collected. http://aebg.cccco.edu/Resources/QA?id=168
Please contact the AEBG office to provide more information. In general, concurrently enrolled high school students would not be in AEBG counts. However, if the student is 18 years or older and enrolled in a AEBG Program area, they may qualify. http://aebg.cccco.edu/Resources/QA?id=184
The 15-16 Student Data Collection process is to gather student data from the AEBG Program areas, regardless of fund source. Many fund sources support the AEBG Program areas – like Perkins, CalWORKs, WIOA, Apportionment, LCFF, etc. http://aebg.cccco.edu/Resources/QA?id=185
AEBG legislation is clear about the age threshold of 18 years old, regardless of emancipation status. http://aebg.cccco.edu/Resources/QA?id=187
Yes, as identified in AB104 for the AEBG. They are: ABE/ASE, ESL, CTE, Adults training for child school success, Programs for adults with disabilities, Workforce re-entry, and Pre-apprenticeship. Slide 7 of the webinar illustrates how these programs fit together and where they may also overlap. http://aebg.cccco.edu/Resources/QA?id=188
This would be a cross-program situation so each student would show in both categories in the duplicated count, but show up as one person in the un-duplicated count. This could happen with integrated ESL-citizenship programs (services for immigrants), or integrated basic skills and technical training as well. http://aebg.cccco.edu/Resources/QA?id=193
Regarding a common intake for data collection on common clients, we are still at the conceptual level. We will consult with stakeholders to examine the issues and options. WIOA Titles still have several systems in place and we will explore how to interface the systems. The details will emerge as work progresses. http://aebg.cccco.edu/Resources/QA?id=195
In terms of common metrics, the state Workforce Board’s position is that the WIOA metrics have established credibility as they were developed over a long period of time in response to research by workforce professionals, and they are similar to the AEBG metrics. It makes sense to use common metrics for things that are intended for a common purpose, e.g. skills gains across systems should use the same definitions, etc., in addition to metrics uniquely needed by different systems for their separate purposes. We know that this is the direction grants and programs that are federally funded will go when rolled out to the states. It makes sense to proactively set ourselves up to use a common metric going forward. Regarding CASAS, the state Workforce Board isn’t recommending any particular assessment tools, but encourages consortia to find ways to avoid duplication. The primary consideration is to identify WHAT we want systems achieve, and then how to best do that (with what tools or vendors). http://aebg.cccco.edu/Resources/QA?id=196
Use something flexible that you will be able to change with or from. Don’t lock yourself in to something until we have more clarity from the state level regarding WHAT we want to achieve. That will guide what actions and tools can be implemented to achieve it going forward. Adaptability is the primary consideration. http://aebg.cccco.edu/Resources/QA?id=197
Correct – all students in the seven AEBG Program areas – regardless of funding. http://aebg.cccco.edu/Resources/QA?id=200
Our understanding is that ASAP can produce breakouts in the age ranges identified. http://aebg.cccco.edu/Resources/QA?id=201
VABE (Vocational Adult Basic Education) may be reported in both ABE / ASE and CTE, and / or Workforce (Re)Entry program areas as appropriate. It may be helpful to consider the proportion of technical skills provided in the course versus the amount of English Language in the context of vocations. http://aebg.cccco.edu/Resources/QA?id=203
For Instructional Programs, 1 hour plus indicates adults who enrolled and attended for at least 1 hour. The 12 hour plus indicates students that received at least 12 hours of instruction. http://aebg.cccco.edu/Resources/QA?id=204
Failure to report member data could lead to the State determining that the member and possibly the consortium are being ineffective. This may lead to a reduction in funding. Members and consortium have been aware of the due dates and deadlines for the past 6 months (if not longer). There is no excuse for a member to not report their data. The CA Legislature gave adult education $525M in 15-16, and if we can’t report student data and show progress, they may choose to cut our funding. http://aebg.cccco.edu/Resources/QA?id=206
Right now, we don’t have a mechanism for collecting information on waiting lists. But if you provide any services to them, the students would be captured under services. http://aebg.cccco.edu/Resources/QA?id=215
Right now, we are only tracking students in the seven AEBG program areas, regardless of fund source. We don’t need to know the fund source on the student data tables as we are reluctant to add a column or have consortium alter the tables. In the annual plan, there is a table for projected 16-17 expenditures by the seven funding sources listed in the AB104 legislation (LCFF, Perkins, WIOA, etc.). http://aebg.cccco.edu/Resources/QA?id=224
Yes, but be cautious about this. Considerations should include a review of the content and intent. Consider the amount of content for each of the categories, as well as the intent of skills to be acquired through the course. It is unlikely that any course would be under more than two categories. http://aebg.cccco.edu/Resources/QA?id=226
No, it can only accommodate one file for each member. http://aebg.cccco.edu/Resources/QA?id=244
Age, Ethnicity, Birthdate are handled by ASAP, so this should not be a problem. http://aebg.cccco.edu/Resources/QA?id=247
Federally approved tools can be found on the AEBG student data collection website under the NRS register link. We will make sure there is also a separate link to these tools for your convenience. http://aebg.cccco.edu/Resources/QA?id=251
The AEBG Office is developing a statewide field-based council to look at requirements, including assessment and learning outcomes, for these programs. http://aebg.cccco.edu/Resources/QA?id=252
The AEBG Office encourages these sorts of ideas, and would recommend pre/post-testing in these instances – but for now, pre/post-testing is required just for ABE, ASE, and ESL. The AEBG Office is reviewing how we will assess adult students in this program area. http://aebg.cccco.edu/Resources/QA?id=253
Yes, TABE testing is a federally approved assessment test, and it can be reported through TOPSPro Enterprise. Please see the NRS register link in a prior question for all the federally approved assessment tools. http://aebg.cccco.edu/Resources/QA?id=258
It is recommended that additional proposed metrics be reviewed by a field based work group in coordination with the AEBG Office. If the workgroup and AEBG Office identified/agreed on these new outcomes for state level reporting, they would be added to TOPSPro Enterprise for the 17-18 PY. http://aebg.cccco.edu/Resources/QA?id=261
That is a local decision on whether or not you use a local federated data system with your members and partners. The State AEBG Office is attempting to establish data sharing agreements at the state level to meet this need. Look for additional guidance to be released soon. The short-term goal right now is to begin tracking AEBG students in TOPSPro Enterprise, collect self-reported follow up information, collect social security numbers, if provided, and begin pre/post-testing AEBG students in ABE, ASE, and ESL classes. http://aebg.cccco.edu/Resources/QA?id=262
No roll up or use of the data portal will be necessary. http://aebg.cccco.edu/Resources/QA?id=264
This initiative is focused on the Community College system and is broader than AEBG, but includes the same populations and goals. It is being piloted at a selection of community colleges. The work includes building a menu of common assessments that align with each other so that students are assessed in a consistent and transparent manner. Alignment is the goal. How this aligns with CASAS is under discussion. http://aebg.cccco.edu/Resources/QA?id=36
Launchboard is a data dashboard tool intended to look at the transition into post-secondary education and is not intended to serve as an AEBG reporting system, nor is it a student data collection system. While CASAS is working with Launchboard to align data elements in TOPSPro Enterprise, data will appear in a later timeframe than what is required for AEBG reporting. For more information, please contact launchboard@cccco.edu, or read the document at: bit.ly/LaunchBoardAdultEdPilot http://aebg.cccco.edu/Resources/QA?id=37

Well – for AEBG we are allowing you to serve students in Spanish language coursework. But we just don’t have an approved state assessment tool to track any student progress (ie MSG). So please report the student demographics, the program enrollment, the services, and the outcomes. This would all be for AEBG. Now – WIOA might differ – I would ask Jay to put on his WIOA II hat.

For WIOA II -- agencies can report Spanish GED/etc. as an authorized HSE outcome, and earn CA payment points... but the instructional program must be (plain ol') HSE, not Spanish HSE, and the pre and post-testing must be done in English.

For AEBG there is no specific requirement to test in English for these students like for Federal reporting -- but the problem is both CASAS and other test publishers don't have NRS approved pre/post forms in Spanish or other languages. At CASAS we have the reading forms 653-654 in Spanish. We would say these forms are at approximately the CASAS C level... but it does not have official scale scores that enable you to track gains on the federal charts like you can do with many of the other CASAS forms. So feel free to use these forms for AEBG, but sorry -- there is no way to show literacy gains with these forms (at least from an official point of view.)

http://aebg.cccco.edu/Resources/QA?id=512

For 17/18, community colleges will only report those students who enroll in noncredit coursework in the AEBG program areas. Those student in credit courses would not be reported for AEBG. We would encourage the college to continue to offer transitional, planning, and supportive services to adult education students who would like to transition to credit/degree applicable coursework. Those services – helping adult education students transition to credit courses (either at the adult school, or enrolled in noncredit courses), would be captured in AEBG student data reporting as services (transitional, supports, or training). I hope that helps.

BTW – reentry is still not defined as an older adult (older than 55) course – but we are tracking student barriers to employment to see the characteristics of the unemployed. But both reentry and short term vocational can be reported under CTE. 

http://aebg.cccco.edu/Resources/QA?id=513

For reporting purposes, AEBG is tracking students by program area, rather than fund source. The practice of tracking students that were impacted by AEBG funding was difficult to qualify. With new program definitions, students are now tracked by program area regardless of fund source, which encourages the leveraging and braiding of multiple fund sources. The new program definitions are as follows:

                  For reporting purposes, adult education includes all people receiving support services from AEBG consortium members                     or enrolled in K12 adult education or noncredit community college coursework in the program areas listed in AB104:                             elementary and secondary basic skills, English as a second language, short-term career and technical education, entry/re-                   entry into the workforce, pre-apprenticeship, adults with disabilities, and adults training to support child school success.

http://aebg.cccco.edu/Resources/QA?id=573

The answer to this question is specific to K-12 school districts, adult schools, and County Offices of Education and doesn’t apply to community college districts. LEAs will use the same resource code for MOE and non-MOE funding.

Consortia Fund Administrators

LEAs who are the fund administrator for an adult education consortium and receive Adult Education Block Grant revenue on behalf of their member LEAs should use: Resource 6391, Adult Education Block Grant Program and, Either Object 8587, Pass-Through Revenues from State Sources (for the pass-through grant model), or Object 8590, All Other State Revenue (for the subagreement for services model), to account for the revenue that will be provided to their member LEAs.


Consortia Members (Subrecipients)

LEAs who are the members in an adult education consortium and receive Adult Education Block Grant revenue from their consortia’s fund administrator (not directly from the state) should use: Resource 6391, Adult Education Block Grant Program and, Either Object 8590, All Other State Revenue (for the pass-through grant model), or Object 8677, Interagency Services Between LEAs (for the subagreement for services model), to account for the AEBG revenue.


LEAs that receive AEBG directly from the state

Use Resource 6391, Adult Education Block Grant Program, and Object 8590, All Other State Revenue.

Adult Education Block Grant (AEBG) SACS Coding Examples can be found in the AEBG FAQs in the Funding Category, Question 5.

http://aebg.cccco.edu/Resources/QA?id=451

This accounting advisory addresses the appropriate accounting for districts receiving Adult Education Block Grant (AEBG) funds either as a fiscal agent, as a participant/provider, or both. The treatment of funds received as the fiscal agent for disbursement to other participants is different than for funds received by the district for the direct costs of providing adult education services.

Fiscal Agent Funds received from the State under a fiscal agent agreement that are then disbursed within 45 days to other adult education providers should be recorded in the restricted General Fund as 8900 "Other Financing Sources" using revenue object code 8970 "Fiscal Agent Pass Though". Disbursements should be coded to "Other Outgo-Other Transfers" using expenditure object code 7400 "Other Transfers", excluding indirect cost recovery. Under AEBG, districts have no fiduciary requirement regarding the use of the funds by the other participants. The only obligation of the fiscal agent is to disburse within 45 days.


Participant/Provider If a portion of the funds received as a fiscal agent are for the district's own adult education program, then those funds should be recorded initially as described above. A transfer (other outgo) will be recorded to the fiscal agent funds for the district's share. The district will recognize its share of the funds in the restricted General Fund using revenue object code 8620 "General Categorical Programs". Expenditures should be recorded in expenditure object codes 1000-6000 as appropriate. Likewise, if the district is not the fiscal agent and is receiving AEBG funds, those funds should be recorded to the restricted General Fund using revenue object code 8620 "General Categorical Programs" and expenditure object codes 1000-6000 as appropriate. Note the newly created object codes are not currently reflected in the California Community College Budget and Accounting Manual. This guidance will be incorporated at the next opportunity.

http://aebg.cccco.edu/Resources/QA?id=452
We are using the same progress report and expense format online like we did for the past 1.5 years. You can submit your report any time. http://aebg.cccco.edu/Resources/QA?id=129
Yes – K-12 districts should still use Resource Code 6391 for tracking 15-16 AEBG funding. http://aebg.cccco.edu/Resources/QA?id=130
The online system expense and progress reporting (completed every six months) is completed at the consortium level by the designated Consortium Coordinator. The coordinators will work with each individual member to obtain the necessary financial information and progress. http://aebg.cccco.edu/Resources/QA?id=133
No – if you allocate using the 5000’s or 7000’s object code in the online system – the AEBG Office doesn’t need to have a breakdown of how those funds were spent. http://aebg.cccco.edu/Resources/QA?id=134
No – report object code 5000 expenses summarized under that object code (5000). No need to break out those expenses in the online expenses and progress report – due every six month. This is different than the annual plan report which does ask for the breakout. http://aebg.cccco.edu/Resources/QA?id=135
The Data and Accountability funding will be tracked separately, having its own grant code, expenditure and progress report – separate from every of AEBG funding pot. http://aebg.cccco.edu/Resources/QA?id=137
If that is how you distributed the funds, then that is how you would report it. Use the object codes as indicated in your budget. http://aebg.cccco.edu/Resources/QA?id=138
Check with your state agency.  Chancellor's Office released a memo in May 2017 on the subject, and the CDE Fiscal has guidance on the website. http://aebg.cccco.edu/Resources/QA?id=140
Follow your district policies and procedures for coding your expenses. These fiscal reports in the online system (Chancellor’s Office) are auditable – so use your district’s/Fiscal Agent’s policies and procedures for reporting. http://aebg.cccco.edu/Resources/QA?id=141
Please refer to updated Program Guidance for details, but for MOE reporting, the State requires that on an annual basis, each member with 15-16 MOE funding breaks it down with their budget and expenditures by program area, annual plan objective, and expenditure object code. Each year, MOE funding will be broken down this way until they are fully expended. http://aebg.cccco.edu/Resources/QA?id=142
Update your 15-16 annual plan to reflect ongoing activities, revise your 15-16 budget, and report your expenses using the 15-16 fund code in the online system along with progress reports. http://aebg.cccco.edu/Resources/QA?id=143
Your tables will show us remaining funds for 15-16. The tables will also show projected funding for 16-17. But you keep those tables separate – don’t co-mingle fund years in your tables even though they might be spent on similar activities. http://aebg.cccco.edu/Resources/QA?id=144
Track it separately. Separate reporting. http://aebg.cccco.edu/Resources/QA?id=145
No – please keep all your consortium administrative costs (as listed in the program guidance and allowable uses), and the indirect costs from members in the administrative/indirect line item. If you have overhead costs for program – you may use an allocation percentage to spread over the program areas, but operational costs and admin/indirect are not the same thing. http://aebg.cccco.edu/Resources/QA?id=147
Yes – your Fiscal Agent for 15-16 will be responsible for tracking the 15-16 expenses until these funds are exhausted. That means filing online reports for the 15-16 funds, providing progress updates, and closing out the account in the Spring of 2018. This is their responsibility, even if in 16-17 you are direct funded. http://aebg.cccco.edu/Resources/QA?id=148
Yes – but don’t forget - if you are the Fiscal Agent – a separate account is required for Data and Accountability funding too. http://aebg.cccco.edu/Resources/QA?id=149
No – you will have to report those on a separate line marked administration/indirect. http://aebg.cccco.edu/Resources/QA?id=150

The answer to this question is specific to K-12 school districts, adult schools, and County Offices of Education and doesn’t apply to community college districts.

LEAs will use the same resource code for MOE and non-MOE funding.

Consortia Fund Administrators

LEAs who are the fund administrator for an adult education consortium and receive Adult Education Block Grant revenue on behalf of their member LEAs should use:

  • Resource 6391, Adult Education Block Grant Program and,
  • Either Object 8587, Pass-Through Revenues from State Sources (for the pass-through grant model), or Object 8590, All Other State Revenue (for the subagreement for services model), to account for the revenue that will be provided to their member LEAs.

Consortia Members (Subrecipients)

LEAs who are the members in an adult education consortium and receive Adult Education Block Grant revenue from their consortia’s fund administrator (not directly from the state) should use:

  • Resource 6391, Adult Education Block Grant Program and,
  • Either Object 8590, All Other State Revenue (for the pass-through grant model), or Object 8677, Interagency Services Between LEAs (for the subagreement for services model), to account for the AEBG revenue.

LEAs that receive AEBG directly from the state:

Use Resource 6391, Adult Education Block Grant Program, and Object 8590, All Other State Revenue.

Adult Education Block Grant (AEBG) SACS Coding Examples

Pass-through grant model accounting examples:

Original Recipient
Subrecipient

Receipt of AEBG revenue to be passed through:
11-6391-0-0000-0000-8587

N/A

Pass-through of state revenue:
11-6391-0-0000-9200-7211, 2, 3

Receipt of passed-through AEBG revenue:
11-6391-0-0000-0000-8590

N/A

Expenditure of AEBG funds:
11-6391-0-XXXX-XXXX-XXXX

Subagreements for services model accounting examples:

Original Recipient

Subrecipient

Receipt of AEBG revenue:
11-6391-0-0000-0000-8590

N/A

Payment to subrecipient for subagreement services:
11-6391-0-4XXX-XXXX-5100

Receipt of payment for subagreement services:
11-6391-0-7110-0000-8677

N/A

Expenditures for subagreement services:
11-6391-0-7110-XXXX-XXXX

For further information on whether to use the pass-through grant model or the subagreement for services model when accounting for this grant, LEAs should consult the California School Accounting Manual (CSAM) Procedure 750. Additional guidance can be found in CSAM Procedure 330 under the definition for Object Code 5100, Subagreements for Services.

http://aebg.cccco.edu/Resources/QA?id=16
All Adult Education Block Grant revenue should be recorded in Fund 11, Adult Education Fund, using Resource 6391, Adult Education Block Grant Program. Fund 11 is the only fund valid in combination with Resource 6391. http://aebg.cccco.edu/Resources/QA?id=14
Revisions are conditionally approved upon receipt. If the state has questions or issues with the revision, we will get back to you within 7 to 10 days. http://aebg.cccco.edu/Resources/QA?id=102

For the 15/16 Report Period 4 – please only report the consortia related expenditures as reflected in the budgeted amount. See the amount below…..$2,612,493. The 15/16 non-MOE is reported by K12 into the CDE SACS (School Accounting Code Structure).

34A) Piedmont USD

Grant Agreement No:     15-328-40 

Total Grant Award:     $2,612,493  

http://aebg.cccco.edu/Resources/QA?id=470

Here is your password for 16/17 fund code 16-328-12. The AEBG portal is not the same as the fiscal system. So I thought you really wanted this password for 16/17.

http://aebg.cccco.edu/Resources/QA?id=478

Did you re-renter the budget numbers? The system won’t allow you to put in more expenses than what is budgeted. That’s why the system didn’t accept the 7000s expenses. You will have to make them match up with $7000 budget $7000 expensed. If you have more expenses there – you need to do a budget revision for the next report due in January. Revisions are due before 12/20/17.

Remember to type in the budget from the prior report period - that’s what happened in the 7000s.

http://aebg.cccco.edu/Resources/QA?id=488

Did you re-renter the budget numbers? I just did and it worked.

Other issues I noted: 

The system won’t allow you to put in more expenses than what is budgeted. That’s why the system didn’t accept the 4000s expenses. I had to make them match up with $7000 budget $7000 expensed. If you have more expenses there – you need to do a budget revision for the next report due in January. Revisions are due before 12/20/17. 

Remember to type in the budget from the prior report period - that’s what happened in the 7000s. 

Who is tracking the expensed amount in the pass through 7000s? Is the college and the unified school district submitting to the consortium lead and fiscal agent a detailed financial report so they can check if for appropriate expenditures in the seven AEBG program areas? What is your consortium internal process? The state doesn’t have access to these details – so the responsibility falls on the consortium.

http://aebg.cccco.edu/Resources/QA?id=490

The current fiscal system allows fiscal agents to report how it was allocated. If most of the money was pass through to members (oc 7000) – then the expenditures would also reside there (oc 7000). If you do wish to revise your budget, report period 5 budget revisions are due 12/20/17. The date for report period 4 revisions was 6/20/17 – we cannot reopen the system to accept late revisions.

Keep in mind that we will be phasing out this type of reporting with the 15/16 funding. For 16/17 & 17/18 we will be going to a member based system – and will not be reporting the pass through. Stay tune for details later this fall.

http://aebg.cccco.edu/Resources/QA?id=493

I submitted a request yesterday regarding the approved budget in the 7000 SAC’s code not moving into the budget column and thus not letting me add the expenditures for 2015-16 and 2016-17 in this column. I looked for the formula and did not see one; however, this morning I tried just coping the amount form the approved budget into the budget column and it worked.

http://aebg.cccco.edu/Resources/QA?id=499

You are not allowed to transfer expenditures in the system. What you reported in period 1 for expenses cannot be changed. We could try to cancel report 1 and have you refile. Do you want me to de-certify it? So you can refile 16/17 report 1? If yes – I can do that this weekend – then you can refile Monday morning.

http://aebg.cccco.edu/Resources/QA?id=501

We are moving to a new system. Not sure what the numbers will be.

I guess you can tell her 17-328-41. Each year the fiscal year changes… 

  15-328-41 

16-328-41

17-328-41

15-328-141 – is data& accountability – a different fund code. 

But moving to a new system – not sure what the numbers will be.

http://aebg.cccco.edu/Resources/QA?id=502

One option – is to bring this up during the annual planning process. All members have to participate and be on board with what is certified and submitted to the state. There is a fiscal section in the annual plan document that asks how much 15/16 & 16/17 funding you have left – and what are the plans to spend that down. That could be the opportunity to have honest discussion.

http://aebg.cccco.edu/Resources/QA?id=507

As consortia and their members have implemented the 45-day receipt of funds requirement, tracking the pass through of funds to members in the AEBG financial system has been difficult. Beginning in program year 17-18, consortium will no longer track the pass through of AEBG funds disbursed in 16-17 and 17-18 in the existing AEBG financial system. In the fall of 2017, a new AEBG fiscal reporting system will be rolled out requiring all members to report their allocations, budgets, and expenditures. The pass through of funds is not required to be reported in this system. However, for consortia and members with 15/16 AEBG consortia funds still unspent, you will be required to close out these funds using the existing AEBG financial reporting system https://misweb02.cccco.edu/sb70/prod/logon.cfm

http://aebg.cccco.edu/Resources/QA?id=582
No – it’s the same online budget and expenditure progress report that was used under AB86. We are using the same online system for AB104. Your primary consortium contact will have the log in and password to access the site. This is different than the AEBG portal. http://aebg.cccco.edu/Resources/QA?id=72
I told Stephanie that the new fiscal system for 17/18 will be released in October 2017. Budgets won’t be due until later in November or early December (as we work out the timing of the system roll out). http://aebg.cccco.edu/Resources/QA?id=594
The State is already working on many of these policy areas. However, consortia still have to work out some of the local/regional intake issues – assessment, appraisal, referrals, case notes, etc. with your local adult education members and partners. Continue working through these building blocks for regional alignment and share insights with the AEBG Office. http://aebg.cccco.edu/Resources/QA?id=29
They are the same thing. All members of all consortia should have received the link to the survey. The link was sent directly to the Consortia Contacts that the AEBG office has listed. For additional questions or for additional information about your consortium’s submissions, please contact Judy Mortrude from CLASP at: jmortrude@clasp.org. http://aebg.cccco.edu/Resources/QA?id=24
The first AEBG Year 1 report to the Legislature is due in September 2016. The first draft of the CLASP report will be available in Spring 2017. We will be able to share that with the Legislature as it becomes available, as well as incorporate findings in our Year 2 report in September 2017. http://aebg.cccco.edu/Resources/QA?id=23
We will look into that. http://aebg.cccco.edu/Resources/QA?id=22
Consortia still have to work out some of the local/regional intake issues – assessment, appraisal, referrals, case notes, etc. with your local adult education members and partners. Continue working through these building blocks for regional alignment and share insights with the AEBG Office. This information can then be shared with the legislature to show our progress. http://aebg.cccco.edu/Resources/QA?id=30

For AEBG purposes, we count all students in the seven program areas as long as they are following their respective agency’s education code. Currently, there is nothing to prohibit charging fees for a CTE K12 adult course (as we couldn’t find any recent guidance from CDE, although a management memo does prohibit fees for ASE, ABE, & ESL). The framework for the course curriculum and training should include course competencies and industry based standards. As for credentialing, you must follow the California Commission on Teacher Credentialing regulations on K12 adult school teachers.

As described. the teachers you mention may have the prerequisite qualifications to receive their designated subjects CTE credentials, so you will likely want to follow the steps provided by the California Commission on Teacher Credentialing here. You can also reach out to the credentialing experts at the Contra Costa County Office of Education here so they can guide you through the CTE credentialing process.  

Often the credentialing issue is based on your district's teacher employment procedures and local credential analyst.

http://aebg.cccco.edu/Resources/QA?id=498

The apps are on the consortia webpage – under AB86.

http://aebg.cccco.edu/Resources/QA?id=566
The consortia option has always been available in WIA/WIOA. CDE will release instructions and guidance on WIOA funding applications. http://aebg.cccco.edu/Resources/QA?id=28
Many WIOA Title providers are feeling this same thing. Going forward, we will convene opportunities to explore these issues. What we need here in CA is to make sure that our AEBG funds go to intended purposes, and to collaborate and leverage resources to serve more students efficiently, with all available funds. The WIOA Unified State Plan is really the place for the integration and interoperability of resources to be outlined. Some communities are successfully building positive relationships with their WDB partners with a shared focus on common purposes. That is the purpose of all these efforts. http://aebg.cccco.edu/Resources/QA?id=27
Yes, and there are other funding sources that can be leveraged for this - Perkins, for example. http://aebg.cccco.edu/Resources/QA?id=26
For next year, the overall state budget for WIOA is approximately $92M. No discussion has taken place about adding more state funding for WIOA at this time. Note that there will be an open competition for WIOA funds in 17-18 and we are expecting many more applicants. http://aebg.cccco.edu/Resources/QA?id=25

Consortia Portal Expand All

The AEBG Office will release information and instructions related to the End of the Year data collection for Year 1 of the AEBG Program. We anticipate this information to be released by April (if not sooner). The instructions are very similar to the WIOA student demographics and performance outcome reporting and the National Reporting System (NRS) framework. In August, the state will release data submitted for Year 1, to be used for setting performance target goals for Year 2. We are all aware that Year 1 data will not reflect a full year of activities because for the late start to the year and that much of the data will be “fuzzy” until we have a fully operational data collection and tracking system that all consortia are integrated with. The state is working with experts in the field and consortium members in a focus group to develop this system. It is expected that an AEBG Data Tracking system will be launched in the next few years. In Year 3 (2017-18), we hope to have our first full year of AEBG data. http://aebg.cccco.edu/Resources/QA?id=82
Yes, regardless of whether last year’s funding was MOE or Non-MOE – it all falls under the Adult Education Block Grant. MOE and Non-MOE members are required to use the funding to implement their Three Year and Annual Plans. If a district’s activities are not reflected in the various plans, use the amendment process to update them. http://aebg.cccco.edu/Resources/QA?id=84
We will provide access to PDFs, copies, and screenshots with guidance so everyone can see what will be required. The SPOC will have to be the one to input the information into the electronic system for final submission. http://aebg.cccco.edu/Resources/QA?id=73
Yes, we can do that for drafting and discussion. The final submission will have to be inputted through the electronic system. http://aebg.cccco.edu/Resources/QA?id=74
A draft for comment will be posted the week of March 14 and finalized by March 23. It will be due in July, exact date still to be determined. http://aebg.cccco.edu/Resources/QA?id=75
Maybe, it depends on how recently the revisions were submitted. Those submitted prior to the end of January, yes - they should all be there. If submitted in May, you will want to check to be sure the latest information is there. http://aebg.cccco.edu/Resources/QA?id=76
At this point, we are planning on selected sections being locked. For example, some of the information provided in the CFAD that will auto-populate and cannot be changed, include the choice made between Fiscal Agent and Direct Funding and the allocation schedule. Those will remain locked. However, we may look into making some auto-filled sections in the Year 2 Plan editable, if need be. http://aebg.cccco.edu/Resources/QA?id=77
Yes, Year 1 (2015-16) activities may be edited or added onto, but not deleted. http://aebg.cccco.edu/Resources/QA?id=78
Depends on how the CBO was funded. If the CBO is a subcontractor – then they would be rolled up under their Fiscal Agent's expenses based on how they were funded (like object code 5000). http://aebg.cccco.edu/Resources/QA?id=81
Each year, you will be asked to review your Governance structure and submit a form describing any changes. It would be a good idea for members to review their governance plan on an annual basis. http://aebg.cccco.edu/Resources/QA?id=83
Consortia are responsible for checking and addressing those themselves. They should know whether the activities supported by the MOE and Consortium funds are both represented in the Three Year and Annual Plans. http://aebg.cccco.edu/Resources/QA?id=85
Objective 4 is about filling gaps used for continuation of or expanding of "old activities." That should work for this. http://aebg.cccco.edu/Resources/QA?id=86
Not all activities must be brand new. Addressing gaps in service can mean, for instance, reviving services that were reduced or eliminated in the recession. Working with Colleges to align curriculum and facilitate student transition, improve student support, etc. are just some of the many activities that align with the required objectives of the AEBG. To be clear, in all our webinars and throughout the documents for the Three-Year and Year Annual Plan, it was emphasized that all AEBG funds – MOE and Consortia Funding – must support the implementation of the Consortium’s Three Year and Annual Plans. http://aebg.cccco.edu/Resources/QA?id=87
If a member is potentially in violation of AEBG regulations, the consortium lead or primary should be contacted. The primary lead is responsible for the consortium annual plan. A suggestion may be for this to be discussed at the next consortium member meeting and a review of the program guidance and allowable use guide. The consortium can also request technical assistance from the State in helping resolve this issue. http://aebg.cccco.edu/Resources/QA?id=88
That depends. Who was the Fiscal Agent in 15-16? How much did it cost for them to administer the consortium related activities (see Program Guidance)? If you are keeping the same Fiscal Agent, then that is already built into the budget. But you still need to find out the real cost, because it might not require the entire 5%. Fiscal Agents are not necessarily “guaranteed” the same amount every year as stated in the legislation for members of a consortium. In other words, Fiscal Agents are not “protected members” of a consortium. These individuals and the amounts they receive can change (if the consortium votes on this change), and the percent negotiated for their services may also vary – it can be up to 5%, but does not “have” to be the full 5%. The amount paid to the fiscal agent would depend on the services rendered and terms and conditions negotiated with consortia. On the other hand, if you go to Direct Funding, the consortium members would need to pool their resources together to pay the primary lead or designee for the cost of administering the consortium (which is still required under direct funding per all the State level deliverables). See Program Guidance for the list of those activities. http://aebg.cccco.edu/Resources/QA?id=89
The amount of MOE funding amounts should already be filled out in the Year 1 Plan in sections 3 and 5, as requested in the charts. In your revision for the Year 1 Plan regarding activities that the MOE is funding, you can note that these activities are from that source and those providers. Just submit the changes as a revision/amendment with member signature or consortium minutes approved by members. http://aebg.cccco.edu/Resources/QA?id=90
You are asked in the Year 2 plan to identify the KEY 3-5 strategies you are planning to implement to meet your 3-year goals. There will of course be many, many additional strategies that make up your implementation plan that you will want to share with members, partners, and stakeholders for their feedback and input, but for the Year 2 Plan submission, the state is just looking for the 3-5 high-level, most-important strategies that will characterize your efforts to achieve the AEBG goals for that particular year. http://aebg.cccco.edu/Resources/QA?id=91
The Annual Plan was always supposed to include the AEBG activities for both MOE and Consortia Funds, as stated throughout the Year 1 Plan and Guidance. This continues to be the case. http://aebg.cccco.edu/Resources/QA?id=92
The 3-Year Plan is the big picture, so you would only make revisions to that if your big picture plan is changing. The Annual Plans have more detail, so it is more likely that changes would need to be made in those. If your 3-Year Plan is changing, please contact the AEBG office to discuss prior to submission. http://aebg.cccco.edu/Resources/QA?id=93
Much of the form automatically saves upon entering values. However, just to be safe, you should be sure to manually save your work often. http://aebg.cccco.edu/Resources/QA?id=94
Yes, there is a word limit on the narrative. http://aebg.cccco.edu/Resources/QA?id=95
These links allow you to add or delete entries in the tables. http://aebg.cccco.edu/Resources/QA?id=96
Something that you would want a legislative member, the public, and/or policy makers to read about and justify giving adult education $500M each year. http://aebg.cccco.edu/Resources/QA?id=97
That is correct. The AEBG Office is not currently planning to collect this information in this plan. http://aebg.cccco.edu/Resources/QA?id=98
No – just the CFAD information will be auto-filled. Due to formatting and other changes, it was not possible to do any other auto-fill. http://aebg.cccco.edu/Resources/QA?id=99
Please update your plans to reflect any major spending areas that you may have missed – like professional development, MOE activities, capital outlay, etc. http://aebg.cccco.edu/Resources/QA?id=101
The State needs the formal approved minutes, if those are provided instead of signatures. The form being used to submit revisions/amendments requires submitters to certify that the files they've uploaded have been formally approved. http://aebg.cccco.edu/Resources/QA?id=104
You can use approved meeting minutes or a signed block signature sheet. http://aebg.cccco.edu/Resources/QA?id=105
There is no need for minutes if we have the signatures: Signatures OR Minutes — just one file. http://aebg.cccco.edu/Resources/QA?id=106
Choice of fiscal organization shouldn't necessarily change governance. If governance structure has changed, then that change must be shared with the AEBG office through a revised Governance document submission. http://aebg.cccco.edu/Resources/QA?id=107
There can be issues with such changes, so you will need to submit the revision. Basic rule: Make sure that you have a clear plan and can verify that the activities carried forth with the designated AEBG funding is in alignment with your consortium’s approved annual plan. http://aebg.cccco.edu/Resources/QA?id=108
Starting July 1, 2016, revisions can start up again. You are right, the money follows the year in which the activities are taking place. This year’s activities -> this year’s revisions. Next year’s activities -> next year’s revisions. It is fine if activities are multi-year, but we need to have a clear relationship between when funds are expended and when the activities take place. The AEBG Office has to report accurate information to the legislature based on information received from consortia. http://aebg.cccco.edu/Resources/QA?id=110
The Year 1 (2015-16) Plan should show the activities taking place in that year and the timeline should reflect that actual projected finish date, even if in another year. Timelines in the Year 2 (2016-17) Plan should reflect the reality of implementation in that year, as in the successive years. An “on-going” designation is not adequate. http://aebg.cccco.edu/Resources/QA?id=111
There are slight changes to the Governance Template (hence the new date), but nothing substantial. The Governance Plan needs to be reviewed by the consortium membership annually and Governance template needs to be filled out and signed and submitted annually. Though it is possible that there will be NO changes to the plan or the membership from year to year, it is unlikely. Annual submission of the signed Governance Plan is the evidence needed to show that all current members of the consortium are familiar with and in agreement on the consortium's governance structure. http://aebg.cccco.edu/Resources/QA?id=112
No, they provide different kinds of information. The CFAD's information is time sensitive and is needed in May. There is more time available for gathering the Governance Information. This will be due July 15th with the Year 2 AEBG Plan. http://aebg.cccco.edu/Resources/QA?id=113
The AEBG Governance Template is required. You may upload your by-laws but that is not required. http://aebg.cccco.edu/Resources/QA?id=114
We understand the challenge and as we go forward, we are hoping to learn from your experiences on how to do this. To be clear - the requirement to project and report on expenditures by objective is a requirement of the legislature, not something the CDE and CCCCO came up with. The Legislators want to know to what extent and how funds are being spent to address the objectives put forth in AB86 and continued in AEBG per AB104. The strategies promoted in these objectives are the strategies they expect to see carried out in the consortia throughout the state. This is part of our accountability to legislators and taxpayers. We won't know the best way to meet this requirement until we try for a few cycles. One way to start can be to identify what objective or program benefits MOST from the activity. Expenditures by Object Code will also be collected. http://aebg.cccco.edu/Resources/QA?id=115
The narrative fields are fixed at the size indicated and cannot be expanded. The reason for this is that the information in the Plan will be compiled for all of the 71 Consortia for a report to the Legislature. Due to the space available in the report, our office can only use so much information from each consortium – so please be succinct. http://aebg.cccco.edu/Resources/QA?id=116
The Annual Plan was always supposed to include the AEBG activities for both MOE and Consortia Funds, as stated throughout the Year 1 Plan and Guidance. This continues to be the case. http://aebg.cccco.edu/Resources/QA?id=117

In the Annual Plan form, there are only two sections where you can upload information. Each location has specific formats and instructions for uploading. They are: in Section 1, an organization chart and/or governance plan, and in Section 3, the consortia expenditures.

http://aebg.cccco.edu/Resources/QA?id=118
The 3-Year Plan is the big picture, so you would only make revisions to that if your big picture plan is changing. The Annual Plans have more detail, so it is more likely that changes would be reflected there instead. If your 3-Year Plan is changing, please contact the AEBG office to discuss prior to submission. http://aebg.cccco.edu/Resources/QA?id=119
You will need to send an updated Governance Plan if your governance structure has changed, and/or if you have new members in your consortium. This is to verify that everyone is aware of and commits to adhering to the Governance structure throughout the program year. http://aebg.cccco.edu/Resources/QA?id=120
You will need to send an updated Fiscal Management Plan if this process has changed, and/or if you have new members in your consortium. This is to verify that everyone is aware of and commits to adhering to the this Fiscal Management Plan throughout the program year. http://aebg.cccco.edu/Resources/QA?id=121
It is used to get an overview of your ambitions and your progress in the implementation of your Annual Plans in support of your Three-Year Plan. The Annual Plan Executive Summaries are posted on our AEBG website and shared with the Legislature. http://aebg.cccco.edu/Resources/QA?id=122
No, you will just upload the individual member submissions. The AEBG Office system will do the totaling for you. http://aebg.cccco.edu/Resources/QA?id=123
We understand the challenge and as we go forward, we are hoping to learn from your experiences on how to do this. To be clear, the requirement to project and report on expenditures by objective is a requirement of the legislature, not something the CDE and CCCCO came up with. The Legislators want to know to what extent and how funds are being spent to address the objectives put forth in AB86 and continued in AEBG per AB104. The strategies promoted in these objectives are the strategies they expect to see carried out in the consortia throughout the state. This is part of our accountability to legislators and taxpayers. We won't know the best way to meet this requirement until we try for a few cycles. One way to start can be to identify what objective or program benefits MOST from the activity. http://aebg.cccco.edu/Resources/QA?id=124
No, since this is not a fiscal declaration, the signature process is streamlined. The Primary Contact will certify that all members have approved the Annual Plan, and retain the minutes of the public meeting where this approval occurred. NOTE: It is important that true consensus of all members be reached and documented if we are to be able to use the Primary Contact’s certification going forward. http://aebg.cccco.edu/Resources/QA?id=126
No – in the 16-17 annual plan, we ask for 15-16 to date expenditures by program, by objective, and by object code. We also ask for 16-17 planned expenditures by program area and objective. You won’t have to submit the 16-17 budget by object code until the Fall. For the remaining 15-16 carry over funds – use the online expense and reporting system to revise your budget going into next year, and update your 15-16 annual plan to reflect how those funds will be spent. http://aebg.cccco.edu/Resources/QA?id=127
Please upload any revisions or changes to your annual plan via the AEBG portal. Meeting minutes may be used in place of signatures, if the change or revision is referenced in the minutes and agreed upon by members. Deadline for revision is May 15, 2015. http://aebg.cccco.edu/Resources/QA?id=128
There are four main documents/reports that AEBG consortia are required to submit to the State. All elements are expected as indicated, provided funding for AEBG continues to be signed into the state budget by the Governor each year. Due annually are: 1. Consortium Fiscal Administration Declaration (CFAD); 2. Annual Plan; 3. Student Data; and 4. Annual Budget. In addition, there is a Three Year AEBG Consortium Plan. This is the big picture document that provides an overview of each consortium’s goals, objectives, and major efforts that will be taken to achieve the purpose of the AEBG over the three-year period. This Plan would be updated every three years. In June 2016, the state also released Data and Accountability funding to assist with building the capacity to submit Student Data. That required a one-time Data and Accountability Plan and Budget. http://aebg.cccco.edu/Resources/QA?id=38
No, only two passwords per consortium are allowed. This is so that consortia can maintain control of the content and editing of the official documents submitted to the State on behalf of your consortia. Documents and information will have to be provided to the person(s) your consortium designates in order to be entered/uploaded, certified through signature of the Primary Contact(s), and finally submitted to the State. http://aebg.cccco.edu/Resources/QA?id=39
The AEBG portal does allow for up to two primary contacts to have access, so it is possible for co-chairs to both access the portal. http://aebg.cccco.edu/Resources/QA?id=10
You will get notification that the system is open through the Primary Contact currently on file for 2015-16. If that person will not continue to be the Primary Contact for 2016-17, the current Primary Contact should send an email to the AEBG inbox at aebg@cccco.edu with the request to change for next year. The request will be verified and the new Primary Contact(s) for Year 2 will get access. The verification process should only take about 24 hours. http://aebg.cccco.edu/Resources/QA?id=2
The Primary Contact(s) can be the leader, co-leaders, or a designee of the consortium. This role is mostly about flow of information, not decision making. Because of the size and structures of many of our AEBG consortia, we are retiring the term "Single Point of Contact." We encourage consortia to limit the number of Primary Contacts to no more than two per consortium so that information can flow predictably to and from the rest of the membership. There are two levels of access to the AEBG documents - View Only and Editor. In View Only, a person identified by the Primary Contact(s) can view all of the documents but they cannot edit them. View Only access can be granted to any number of people, and each person would be referred by the Primary Contact(s). The Editor is the single person who has the clearance from the consortium membership to submit official consortium documents and make changes to them. Just as with the View Only individuals, the Editor is identified by the Primary Contact(s). Access is based on passwords associated with email addresses. The rationale for the two levels of access is to make sure that viewing and editing of official AEBG documents is in the control of the Consortium membership. Primary Contacts will know who is asking for access to their documents and be assured that the only changes that occur are exclusively made by their Editor designee. http://aebg.cccco.edu/Resources/QA?id=1

Not sure why that's showing up - but the fiscal report is not part of the annual plan. If you look at the template on the website - there is no fiscal section. The fiscal section is not part of the annual plan report. View the template on the website - we don't have a fiscal section - so I wouldn't worry about.

http://aebg.cccco.edu/Resources/QA?id=472

Yes, this is the new version found in the portal. I have attached the latest work product to date. Although not complete, all other information has been entered without much of an issue. We had one problem which I worked out with Greg, which was to remove information from a cell which would not delete. That was corrected.

http://aebg.cccco.edu/Resources/QA?id=475

You can find the Annual Plan Template on the following AEBG Web page:

http://aebg.cccco.edu/For-AEBG-Grantees/AEBG-Consortia-Reporting-and-Planning

The first link on the page above will provide the template for you. Once you access the template document, you will see that Section 2 provides the space to input your fiscal spending. 

If you are looking for the online expenditure reporting system, you can find that further down on the Web page shared above. You will need to log into your consortium's specific page within that system. 

http://aebg.cccco.edu/Resources/QA?id=484

Consortia and their members must agree to adhere to the general assurances listed as part of the annual planning process. For the purposes of evaluating Consortia and Consortium Member effectiveness, the California Department of Education and California Community College Chancellor's Office establish annual indicators of compliance. Failure to meet the requirements listed in the 2017-18 AEBG General Assurances Document may result in a determination of non-compliance and lead to partial or complete loss of Consortium and/or Member funding. (See annual plan general assurances). Please note that all the items listed above for consortia and member effectiveness are also covered in the AEBG General Assurances Document.

http://aebg.cccco.edu/Resources/QA?id=576
Yes, by 11:59 p.m. on May 2nd. http://aebg.cccco.edu/Resources/QA?id=60
It will open the week of March 14 and be due May 2. http://aebg.cccco.edu/Resources/QA?id=51
Each consortium member organization has one designated representative for membership, though they can have multiple colleagues at discussions. Only the officially approved member can vote on decisions, unless the consortium decides otherwise. As far as the state is concerned, there is only the one officially approved representative for each member organization. Your consortium governance plan will specify on proxy and/or substitutes. However, on the CFAD, please list only the member representative that was approved by the member’s local board. http://aebg.cccco.edu/Resources/QA?id=52
Enter the current representative’s information into the CFAD for each member organization. When replacement representatives are identified, you can do a revision to provide the new person’s name and contact information. You will also be able to update member information in the Year 2 Plan which will be due in mid-July. http://aebg.cccco.edu/Resources/QA?id=53
By adding them, they are automatically active. We will delete the old language that indicates other steps are necessary. http://aebg.cccco.edu/Resources/QA?id=55
All members will need to sign the CFAD, which that allocation schedule is part of. In addition, you should keep meeting minutes and attendance sheets to document that you followed the Governance Plan for your Consortium in order to reach this agreement. http://aebg.cccco.edu/Resources/QA?id=56
All members will need to sign the CFAD, which that allocation schedule is part of. In addition, you should keep meeting minutes and attendance sheets to document that you followed the Governance Plan for your Consortium in order to reach this agreement. http://aebg.cccco.edu/Resources/QA?id=57
There are a couple of ways this can be done. One way is to print out the summary page with signatures blocks, then scan and upload the document into the electronic system. All signatures should be condensed in a single document; we do not want to have multiple summaries with one signature per document. Another way is to have signatures collected at a face-to-face meeting and signed on an iPad or similar device. We will provide instructions for this as we get closer to submission time. http://aebg.cccco.edu/Resources/QA?id=58
The system has an auto-save, so you won’t lose anything when you close. When you sign on again, the system will pull up the information you entered earlier. http://aebg.cccco.edu/Resources/QA?id=59
In the CFAD, there's a button in the Member area for active/inactive, as well as the space to add new members. Members who become inactive are identified as such, but not removed from the record. (If you have technical questions about using this feature, please email Greg Hill Jr at ghill@wested.org) http://aebg.cccco.edu/Resources/QA?id=61
Both MOE and Consortium Funds are AEBG funds. For the 2015-16 funding level, you will provide the combined total of both, by member. http://aebg.cccco.edu/Resources/QA?id=62
Yes, it can. There's a link at the top of the page that will launch the print dialog box. We will look at the protocol for that print feature to make the font size more user-friendly. http://aebg.cccco.edu/Resources/QA?id=63
So long as the signatures are combined into a single file, and it is clear that they have reviewed, agreed to, and are signing the current document (CFAD or Annual Plan), that should suffice. http://aebg.cccco.edu/Resources/QA?id=64
Yes, voting members and as defined by the legislation. http://aebg.cccco.edu/Resources/QA?id=65
We will set up an auto-confirmation of receipt of your submission, not to be confused with approval. Approval of the CFAD will take a bit longer and there may be follow up questions. Confirmation of approval will be a separate notification. http://aebg.cccco.edu/Resources/QA?id=66
This is a term specifically used in the CFAD. Active indicates current members who are participating in your AEBG implementation during the year in question. Inactive refers to former members who are not currently implementing your consortium’s AEBG plan. An inactive member would not be required to sign or vote on the CFAD. http://aebg.cccco.edu/Resources/QA?id=67
Much of the form automatically saves upon entering values. However, just to be safe, you should be sure to manually save your work often. http://aebg.cccco.edu/Resources/QA?id=68
Because this is a fiscal declaration for funding each year. The State needs to have each official member representative sign that s/he is in agreement. http://aebg.cccco.edu/Resources/QA?id=69
Much of Section 1 is auto-filled from the CFAD that consortia submitted in May. http://aebg.cccco.edu/Resources/QA?id=70
The items that are locked are Consortium Grant Number and Name, Funding Channel, and Consortium Allocation Schedule. These are locked and cannot be changed until next May CFAD submission. This is because of the timeline requirements for fiscal programming at the state level. The rest of the items are also auto-filled from the CFAD but can be updated as indicated. http://aebg.cccco.edu/Resources/QA?id=71
You will need to send an updated Organizational Chart if your organizational structure has changed, and/or if you have new members in your consortium. http://aebg.cccco.edu/Resources/QA?id=40
Yes, you can add more than one document. Make sure the documents have different names or the new one will replace the old one. http://aebg.cccco.edu/Resources/QA?id=9
If they are added to the contacts table, they should appear. If not, they would need to be added by you selecting the "edit signature" block button at the bottom of the summary page. http://aebg.cccco.edu/Resources/QA?id=8
The system has an auto-save, so you won’t lose anything when you close. When you sign on again, the system will pull up the information you entered earlier. http://aebg.cccco.edu/Resources/QA?id=6
Please send an email to the AEBG inbox at aebg@cccco.edu and we will check to see what the issue is. Primary Contacts are generally one person per consortium, occasionally two on a case-by-case basis, though more people can have Ready Only access. http://aebg.cccco.edu/Resources/QA?id=5
It is: http://aebg.cccco.edu/portal http://aebg.cccco.edu/Resources/QA?id=3
They will be on the Grantees tab on the AEBG website - http://aebg.cccco.edu/For-AEBG-Grantees http://aebg.cccco.edu/Resources/QA?id=41
If you are Direct Funded, you will receive your apportionment in the first 12 months of the 16-17 state fiscal year. If you wish to alter or revise the amount you received, you may do so through the subcontracting process. If you have a Fiscal Agent, they will receive the consortium apportionment in the first 12 months of the 16-17 state fiscal year. If the Fiscal Agent wishes to alter or revise the amount being allocated to members, they may do so, with member agreement, through the subcontracting process. http://aebg.cccco.edu/Resources/QA?id=42
A draft of the Year 2 Annual Plan for public comment will be released soon. You will see that it has not changed greatly from Year 1 - there are a few new items but it is largely the same. We don’t anticipate that the main approaches of the Plan template will change much (maybe add clarifications, etc.), so you can start your planning as soon as that draft is released. http://aebg.cccco.edu/Resources/QA?id=43
Some of the dates are subject to change. The exact date for the Annual Plan submission in July has not been set yet, for example. The May 2nd deadline for the CFAD is firm, however, as are some other dates. We will clarify these dates as soon as possible on the website. http://aebg.cccco.edu/Resources/QA?id=44
You will have a draft of the Annual Plan to begin working off of in March. It is not due until July so that gives you nearly four months. http://aebg.cccco.edu/Resources/QA?id=45
There are a couple of ways this can be done. One way is to print out the summary page with signature blocks, then scan and upload the document into the electronic system. All signatures should be condensed in a single document; we do not want to have multiple summaries with one signature per document. Another way is to have signatures collected at a face-to-face meeting and signed on an iPad or similar device. We will provide instructions for this as we get closer to submission time. http://aebg.cccco.edu/Resources/QA?id=46
It is a hard deadline for the Consortium Fiscal Administration Declaration. It was set because of the timelines that the state needs to follow for the program year. The Annual Plan of activities, which provides more detail, will be due in July. http://aebg.cccco.edu/Resources/QA?id=47
Here is an overview of the due dates: - The CFAD is due May 2nd. - Final revisions to Year 1 plans and/or budgets must be received by May 15th. - The Year 2 Plan will be due in July, the exact date TBD. - Student data for Year 1 will be due August 1st http://aebg.cccco.edu/Resources/QA?id=49
You may submit revisions to your 3 year plan, annual plan, governance, etc., through the year – with the final deadline each year being May 15th. The portal opens each year on July 1st for updates/amendments. http://aebg.cccco.edu/Resources/QA?id=50
Those revisions received prior to the portal being open will be reviewed as submitted and later posted. We will get back to you soon. http://aebg.cccco.edu/Resources/QA?id=4

Here is an overview of the due dates to expect each year. The submission systems will accept documents until 11:59 p.m. on the date due. We encourage early submissions, as late ones could encounter submission errors and/or system overload. NOTE: if the date falls on a weekend, the document due date will be moved to the first Monday after that date. The CFAD is due May 1st. Final revisions to each year’s Annual Plan and/or budgets must be received by May 15th. Student data for each year is due August 1st. For 2015-16 data, the due date is August 8, 2016. Annual Plans for each new program year is due August 15th. To stay up to date, check the Calendar on the AEBG website regularly: http://aebg.cccco.edu/For-AEBG-Grantees/Calendar-of-Due-Dates

Keep in mind that we also have the twice a year expenditure reporting by consortia via the online system housed at the Chancellor’s Office. These reporting months are January and July. Budget revisions must be submitted prior to the report month. Budget revisions are due 6/20 and 12/20, respectively.

http://aebg.cccco.edu/Resources/QA?id=274

The AEBG Portal consortium pages should be up and running very soon. I apologize for this inconvenience. Please let me know anything else you need on this.

http://aebg.cccco.edu/Resources/QA?id=485

For this, you'll want to use the Print button in the upper right-hand side of the page. From within the print dialog, most modern browsers provide the option to save or print to .pdf.

http://aebg.cccco.edu/Resources/QA?id=509

Professional Development Expand All

The Mt Diablo regional training on the 17th is all about data. Both the morning & the afternoon session are critical. All this info is new.

The 18th is assessment in the morning and TE basics in the afternoon. No new info on the 18th. Just review of existing info.

http://aebg.cccco.edu/Resources/QA?id=508

You can find archives of  the TAP webinars at the following link: http://aebg.cccco.edu/Events/AEBG-Webinars

Once you're on the page, please scroll down to Archived Webinars and there is a link of archived webinars by date.

http://aebg.cccco.edu/Resources/QA?id=456

A recorded version of the webinar can be found at: http://aebg.cccco.edu/Events/AEBG-Webinars. On the page, if you scroll down to Archived Webinars, it is the first listed.

http://aebg.cccco.edu/Resources/QA?id=459

Below is a copy of the confirmation email that was sent to you upon registration for today's webinar. I apologize you never received it. I am wondering if maybe emails from this email address (tap@aebg.org) is being blocked by a firewall on your end? This has happened to other participants. It may be worth checking in with the IT department at your institution.


A recording of today's webinar, along with previous webinars, can be found at the following link: http://aebg.cccco.edu/Events/AEBG-Webinars.

http://aebg.cccco.edu/Resources/QA?id=461

Archived webinars and materials can be found at the following link: http://aebg.cccco.edu/Events/AEBG-Webinars

Once you're on the page, you will scroll down and each webinar is listed just as Neil has provided below. If you have any additional questions regarding the webinars, please let me know. 

http://aebg.cccco.edu/Resources/QA?id=468

The recording of today's webinar, without closed caption, will be posted by tomorrow morning.

http://aebg.cccco.edu/Resources/QA?id=477

Yes, all Webinars are archived and posted on the AEBG Web site at this address: http://aebg.cccco.edu/Events/AEBG-Webinars

http://aebg.cccco.edu/Resources/QA?id=480

The Adobe Connect for tomorrow's webinar is not yet open and that is why it is saying the passcode is invalid. It will be open in time for tomorrow's webinar.

http://aebg.cccco.edu/Resources/QA?id=481

Yes, you can find a recording of this Webinar by the end of tomorrow here: http://aebg.cccco.edu/Events/AEBG-Webinars

http://aebg.cccco.edu/Resources/QA?id=489

The recording of today's webinar without closed caption will be posted by tomorrow morning.

http://aebg.cccco.edu/Resources/QA?id=494

Implementation Training (for anyone involved in testing, including teachers) found here: http://training.casas.org/course/index.php?categoryid=2

Proctor Training (for those administering etests)

Coordinator Training (point person for setting up testing sessions and overseeing etesting)

Both found here: http://training.casas.org/course/index.php?categoryid=4

Don’t forget to have your staff create accounts for themselves on the CASAS website first so they’ll be able to register--


http://aebg.cccco.edu/Resources/QA?id=511

Due to the high volume of conferences in the fall, AEBG TAP will be hosting the summit in early 2018 - hopefully, mid-to-late January. As soon as the dates are finalized (which will be soon), we will include an announcement in the newsletter, as well as on the website.

http://aebg.cccco.edu/Resources/QA?id=457

A Consortium Director/Chair Only event is scheduled for October 12-13 in Sacramento. The larger AEBG Summit is being worked on and is tentatively scheduled for January 22-23, 2018. Location TBA. More details out later this fall.

http://aebg.cccco.edu/Resources/QA?id=463

The Consortium Director/Chair Only event is scheduled for October 12-13 in Sacramento. The larger AEBG Summit is being worked on and is tentatively scheduled for January 22-23 in Universal City, CA. More details will be coming on that event in the next couple months.

http://aebg.cccco.edu/Resources/QA?id=476

The Consortium Director/Chair Only event is scheduled for October 12-13 in Sacramento. The larger AEBG Summit is being worked on and is tentatively scheduled for January 22-23 in Universal City, CA. More details will be coming on that event in the next couple months.

http://aebg.cccco.edu/Resources/QA?id=495

The dates are set for October 12 and October 13, 2017. The registration link will be up in the next day or two.

For your information, the event registration (sign in) begins at 11:00 am on the 12th of October. We will have a lunch ready and the Welcome begins at Noon. Thursday continues with activities through 5:00 pm. There is a networking/social from 5:00 - 7:00 pm. The event on Friday starts at 8:30 am, includes a working lunch and we hope to wrap up by 3:30 pm.   

The completed registration will send you a link to reserve the hotel room. Look for an invite to register. We will send an eblast to make sure everyone looks for the email invite. The reason for the email invite is limited space. Hope this answers your question. Please let me know if you would like further explanation.

http://aebg.cccco.edu/Resources/QA?id=497

2017 Regional Training Expand All

WIOA Title II funded providers must use an NRS approved assessment students for all ABE, ASE, and ESL students enrolled in Title II funded programs. In California, the mandated assessment tools for Title II are CASAS.

Non-WIOA Title II funded programs may opt to use a NRS approved assessment to measure student skills gains in ABE, ASE, and ESL or, particularly for colleges, will by December be able to use course completion of a noncredit basic skills course or noncredit CDCP certificate based on the CB21 levels below transfer that are being cross-walked to the NRS Educational Functioning Levels.

Providers who wish to use course completion for reporting a measurable skills gain for ABE, ASE, or ESL students will want to wait until their January data report to report that data as the CB21/NRS crosswalk will not be available to the field until December.

http://aebg.cccco.edu/Resources/QA?id=516

If a student completes HSE or high school diploma, then that student does not need to post-test. Recommended practice for pretesting: administer an appraisal for that student. If using a CASAS appraisal, for example, if the student scores below 236, then that student qualifies for NRS levels and should be pre/post-tested. If the student scores 236+, then they have scored too high to make level gains for NRS reporting, so pre/post-testing is not required.

http://aebg.cccco.edu/Resources/QA?id=535

Citizenship Prep is not part of AEBG reporting, so there are no specific requirements in AEBG for this focus area. If you have ESL students enrolled in Cit Prep classes for WIOA II, however, then the pre/post-tests you use for this purpose can also serve as the pre/post for AEBG.

http://aebg.cccco.edu/Resources/QA?id=557

Technically, pre/post is still required for ESL, ABE, and ASE. What you heard is just an “alternative” based on credits – it is assumed using credits will be practical at some agencies but definitely not all. We still recommend pre/post for HSE and HS diploma students… so the plan you have established should still be effective.

http://aebg.cccco.edu/Resources/QA?id=558

Providers can report employment using the TE Milestones Flag (Box 9 on the TE Update form), otherwise for this year AEBG will use a data match with the EDD Wage File for employment and wage data for this year. There are plans for a post exit survey in the future and there will be a design and planning process to develop that this Fall.

http://aebg.cccco.edu/Resources/QA?id=532

AEBG will use data matching to capture some post-secondary transitions, employment and wages data, completion of high school equivalency, transition into for credit pathways and student success data after exit. All other metrics will be reported by consortia. The AEBG Data and Accountability Guidance document and the new Data Element Dictionary clearly identify which metrics are captured through data matching in the LaunchBoard.

http://aebg.cccco.edu/Resources/QA?id=533

The Launchboard will capture any enrollment into postsecondary college programs including noncredit CTE and any for credit enrollments up to 12 months after exit from a K12 AE or noncredit program regardless of a change in program year. 

http://aebg.cccco.edu/Resources/QA?id=534

For direct reporting by the college, yes. For students who transition into for credit programs from noncredit courses or K12 AE, that will be captured by the data match in the LaunchBoard. 

http://aebg.cccco.edu/Resources/QA?id=549

The Launchboard Adult Education Data Tab is populated based on data reported through TOPSPro Enterprise (TE) and the community college MIS system. If you are collecting all data elements as specified in the AEBG data and accountability guidance, there is no additional data collection or data input process for that data to be loaded into the LaunchBoard.

http://aebg.cccco.edu/Resources/QA?id=517

The AEBG office will use the Launchboard for matching of K12 AE, Community College, EDD Wage File, and high school equivalency data sets. This data will be available to consortia via the Adult Education Data Tab which can be viewed by consortium or by consortium member, including disaggregation of all the AE outcomes and population/demographic elements. While consortia may do their own local data matching for local evaluation purposes, the AEBG office is not involved in that process.

http://aebg.cccco.edu/Resources/QA?id=518

Regarding consistently ineffective member, they will be offered targeted support through TAP partners. If continued ineffectiveness, member funding can be reduced. This process would be coordinated through AEBG TAP and the State AEBG Office.

http://aebg.cccco.edu/Resources/QA?id=521

You may still support and offer services for transitional for-credit programs and to support students in the process of transitioning into for credit programs, however you will not report those students into TE. If that student is transitioning from a noncredit college or K12 adult school program any outcomes associated with that student in for credit programs will be captured through the AEBG/MIS Data Match in the LaunchBoard and will be reported as outcomes for your consortium.

http://aebg.cccco.edu/Resources/QA?id=523

‘Service Only’ students are not considered to be enrolled in a program. Provides should do their best to collect all the student identifier and demographic information (Boxes 1-8 on the TE Entry Record) and use Box 8 on the TE Student Update record to identify what services were received.

http://aebg.cccco.edu/Resources/QA?id=519

Currently AEBG is only collecting those data metrics identified for ESL and EL Civics students which would include students enrolled in Immigrant Integration (sometimes called immigrant immersion). The AEBG Office is aware that Immigrant Integration uses additional outcome metrics and is an expanding practice. The Data and Accountability Committee recommended a study of Immigrant programs and outcomes to inform if those metrics could be collected at a statewide level for future reporting.

http://aebg.cccco.edu/Resources/QA?id=520

CB21 designates level below transfer for basic skills including English, math, and ESL for both credit and noncredit courses. The rubric can be accessed using the link below:

http://extranet.cccco.edu/Portals/1/TRIS/MIS/Left_Nav/DED/Data_Elements/CB/cb21.pdf

The AEBG Office will announce the process for the CB21/NRS crosswalk in early September in partnership with the State Academic Senate and State Agencies.

http://aebg.cccco.edu/Resources/QA?id=522

You can flag a student with a disability using the TE program (Box 11 Entry Record] flag if they are enrolled in a program specifically designed for adults with disability or using the Barriers to Employment (Box 14) ‘disabled’ flag if they are an adult with a disability enrolling in a regular program. Colleges should be sure that adults with disabilities are enrolled into DSPS services and if they are offering specialized courses for adults with disabilities that those are appropriately flagged using the CB22 course flag for ‘Courses for Persons with Substantial Disabilities’ for such courses.

http://aebg.cccco.edu/Resources/QA?id=524

Students are identified using the Student Identifier and Demographic data elements in TOPSpro Enterprise (Boxes 1-8).

http://aebg.cccco.edu/Resources/QA?id=525

The Entering or Reentering the Workforce AB104 program area is defined and captured using population flags and not program flags. Providers should use the CTE program flag (Box 11 in TE Entry Record) and the appropriate barriers to employment flag (Box 14 in TE Entry Record).

1. Workforce Preparation should be captured using TE Box 11 ‘workforce readiness’ program flag.

2. If a student is doing workforce preparation as part of a CTE program the student should be coded as CTE

3. Colleges offering workforce preparation courses or CDCP certificates should code them appropriately using the CB22 workforce preparation course flag.

http://aebg.cccco.edu/Resources/QA?id=526

An ESL class that incorporates workforce preparation should generally be recorded as an ESL/EL Civics course as the National Reporting System Educational Functioning Levels for ESL incorporate workplace or work readiness skills.

http://aebg.cccco.edu/Resources/QA?id=527

Short term CTE is considered to be 1 year or less. In practice, the AEBG office is aware that some CTE pathways go a little beyond 1 year (e.g. LVN). The 12-month designation is a guideline and not a strict limit.

http://aebg.cccco.edu/Resources/QA?id=528

Apprenticeship is not a defined program area under AB104 and there is no clear way to capture Apprenticeship in MIS or TE, and the student should be recorded as a CTE student in TE. If the program is a Registered Apprenticeship with the Division of Apprenticeship Standards (DAS) and the identifiers reported to DAS in reporting positive attendance for the student match the identifiers used in reporting the student for TE, the student can be captured as an apprenticeship student through a data match between DAS and AEBG student enrollment records. There is no timeline for implementing that match, however it is already possible within the LaunchBoard.

http://aebg.cccco.edu/Resources/QA?id=529

Because of the limited number and diversity of existing programs and the difficulty of identifying outcomes that could be reasonably collected, the State Data and Accountability Committee was not able to provide a concise definition at this time.

Providers who have programs they feel qualify should use the Adults Supporting K12 School Success program flag in Box 11 of the TE Entry Record and Colleges should ensure that they use the ‘Parenting’ course flag in CB22. The example of courses for special ed instructors related to this area should probably be coded as a CTE enrollment since it is related to their occupation.

http://aebg.cccco.edu/Resources/QA?id=530

Yes – import/export is still an option for TE reporting.

http://aebg.cccco.edu/Resources/QA?id=536

Currently colleges can export data from their local ERP system to import into TE for reporting purposes in 2017/2018. In 2018/2019, data will be extracted directly from MIS. There are no plans to export data from the state MIS system into TE.

http://aebg.cccco.edu/Resources/QA?id=538

Members need their own TE ID number. Another school can help - but each member still needs their own TE ID. 

http://aebg.cccco.edu/Resources/QA?id=539

No, AEFLA WIOA Title II funding only supports ABE, ASE, and ESL programs.

http://aebg.cccco.edu/Resources/QA?id=540

There are three categories of CTE programming for reporting: Short term CTE, Preapprenticeship, and Workforce Preparation. Providers should select the program flag (Box 11 on the Entry Form) based on which if these programs the student is enrolled in. Workforce Entry/Reentry participation and reporting is based on the students status identified in the ‘Barriers to Employment’ field (Box 14 on the TE Entry Record). For example for a student entering a CTE program who qualifies as long term unemployed you would select CTE in Box 11 and long term unemployed in Box 14.

http://aebg.cccco.edu/Resources/QA?id=541

In 2017/2018, all college data is being reported through TE so that data will be available in the quarterly data tables distributed by CASAS. In Spring 2018 all consortia and member (College & K12 Adult) data will be available through the LaunchBoard in the Adult Education Data Tab.

http://aebg.cccco.edu/Resources/QA?id=542

In 2017/2018 all college data is being reported through TE so that data will be available in the quarterly data tables distributed by CASAS. In Spring 2018 all consortia and member (College & K12 Adult) data will be available through the LaunchBoard in the Adult Education Data Tab.

http://aebg.cccco.edu/Resources/QA?id=543

In addition to transition for Low ASE to High ASE, there is an additional metric for progress towards diploma that is based on course completion and that can be recorded in the TE software platform.

http://aebg.cccco.edu/Resources/QA?id=545

Under WIOA, a student can have an EFL attainment once per reporting period (quarter) meaning they can potentially realize four EFL attainments in a single program year. This applies specifically to WIOA reporting for Title II funded programs. For yearly reporting to the State AEBG must report the number of “students” who increased their basic skills during the program year, not the number of EFL’s attained.

http://aebg.cccco.edu/Resources/QA?id=547

For evaluation purposes, AEBG will track all transitions of students between programs to better understand student journeys and pathways. How these are ultimately reported to the legislature will depend on what the data says, however student transition data will be available to students via the LaunchBoard to inform program development and improvement.

http://aebg.cccco.edu/Resources/QA?id=548

In 2018 /2019, AEBG will automatically pull the college data through MIS. There has been no discussion about pulling some college’s data from TE and some from MIS in 2018/2019 at this time.

http://aebg.cccco.edu/Resources/QA?id=550

There are four required quarterly reporting dates, starting with 1st Quarter student data reporting is 10/31/17. Then every quarter after that (1/31, 4/30, & 8/1). Failure to meet these deadlines will put the member into targeted technical assistance. Failure to comply after the TA will result in a reduction in funding.

http://aebg.cccco.edu/Resources/QA?id=551

We would expect all colleges to begin reporting their non-credit students in the seven AEBG program areas starting with the 1st Quarter – due 10/31/17. Every quarter the information is updated. You will have a chance to improve upon the data reporting as the year progresses. But keep in mind preliminary & final reporting data is shared with the legislature and may impact funding levels in the future.

http://aebg.cccco.edu/Resources/QA?id=552

Technically, it would be noncredit students participating in all 7 program areas regardless of funding source. So Yes, you are no longer reporting only on AEBG funded students, however that may or may not be all of your students.

http://aebg.cccco.edu/Resources/QA?id=553

No, that won’t happen until 18/19. The state has extended the data and accountability funding end date to 12/31/18 for the purpose of getting better & accountability for 17/18.

http://aebg.cccco.edu/Resources/QA?id=554

No, consortia must report on all their non-credit students in order to provide a full report to the legislature, which directly impacts future funding adult education. We highly recommend you use your Data and Accountability funds to offset any additional costs related to this requirement.

http://aebg.cccco.edu/Resources/QA?id=555

Data collection and reporting for AEBG and certification of the accuracy and completeness of the data is the agency’s responsibility. Agencies should seek technical support if they are having difficulty importing the data.

http://aebg.cccco.edu/Resources/QA?id=556

Providers should report workforce readiness/ workforce preparation using the workforce readiness program flag in TE and the CB22 workforce preparation course flag. This is effective for the 17/18 program year. To be consistent with WIOA, we will refer to the skill gain as workforce preparation.

http://aebg.cccco.edu/Resources/QA?id=559

Workforce preparation – TE will pull milestone flags and noncredit completion using MIS flags

Participants who complete workforce preparation courses and certificates. Data on this metric will be collected in two ways:

•Marking Workforce Readiness on the Entry Record and either Training Milestone or Completed Course on the Update Record (field #9 – work)

•Starting in 2018-19, CDCP certificates coded as workforce preparation in MIS

http://aebg.cccco.edu/Resources/QA?id=560

Participation and completion of workforce preparation courses and certificates is one-metric and employment and wage gains are separate metric that applies to all AEBG students regardless of program after they exit. In addition, completion of a workforce preparation certificate does NOT qualify as the completion of a postsecondary credential for AEBG.

http://aebg.cccco.edu/Resources/QA?id=561

No, Workforce Preparation is based on completion of a workforce preparation course or workforce preparation certificate (locally approved or CDCP).

http://aebg.cccco.edu/Resources/QA?id=562

Nothing – it’s all CTE. There are no qualifiers there.

http://aebg.cccco.edu/Resources/QA?id=563

Students can be recorded in two program areas, however that requires scanning two separate forms as only one program area can be checked for the update or entry form at any time.

http://aebg.cccco.edu/Resources/QA?id=564

The term dual enrollment refers to students who are taking community college courses while also enrolled in primary or secondary school and are admitted to the college as special admit students. The Chancellor’s Office does not consider adult schools to be primary or secondary schools. Therefore, these students would be admitted under the regular rules for admission (not under the special admission rules).

If students are enrolled simultaneously in college and K12 adult education courses at the same time, this should show up in the data match between TE and the college MIS system and can be captured as such; however, this area probably needs greater definition.

http://aebg.cccco.edu/Resources/QA?id=565

The Supplemental Data Report is a research report the CDE and the Chancellor’s Office will use to make future AEBG decisions. It is not a TE report nor will this data be in the TE tables. We are only reporting noncredit/adult education student data and outcomes for AEBG to the legislature starting this year 17/18.

The Supplemental Data Report will look at noncredit enrollment/outcomes less than 12 hours, immigrant integration metrics, and any data related to credit courses in the seven AEBG program areas.

Only noncredit/adult education student data in the seven AEBG program areas will be displayed in the TE AEBG tables. Credit course work and outcomes will not be displayed in the TE tables (or reports).

http://aebg.cccco.edu/Resources/QA?id=567

Progress towards diploma is a data element in addition to the progress from Low ASE to High ASE which is measured using CASAS NRS approved testing instruments. Progress towards diploma is completion of any course which counts towards a state approved adult high school diploma program during a quarterly reporting period. This metric was specifically requested by field practitioners so programs could get credit for students who make progress towards their diploma but who have not attained an EFL or have attained the EFL from low to high ASE but who are still working on their diploma requirements. 

http://aebg.cccco.edu/Resources/QA?id=531

In 2017/2018, the Chancellor’s Office will conduct a review of CCC Apply to identify ways to align data collection with Adult Education reporting and how CCC Apply can be made more useful for noncredit programs and students.

http://aebg.cccco.edu/Resources/QA?id=544

Yes, that’s fine. That sort of student would not qualify for the special literacy gain outcome I am talking about now – but by all means, if they pass the HSE that will certainly count for the secondary HSE outcome.

http://aebg.cccco.edu/Resources/QA?id=546

Program Policy Expand All

There are some using intake forms that are aligned with WIOA and AEBG. Examples are available from Tahoe - fgerdeman@ltcc.edu and San Luis Obispo - sames@slcusd.org. http://aebg.cccco.edu/Resources/QA?id=34
It is a local decision. We want ensure we can track students with actual disabilities. Generally speaking, proof is not required if the disabilities are self-reported, or are identified through assessments they received. http://aebg.cccco.edu/Resources/QA?id=33
The AEBG Office can request intake forms via the newsletter and post what we receive from consortia members on the AEBG website. http://aebg.cccco.edu/Resources/QA?id=31

The AB104 legislation does not supersede current K-12 adult education and community college education code and regulatory requirements. All current financial processes and systems in place at the various districts and county offices of education must comply with the variety of statutory and policy provisions already in place prior to AB104, that includes the State of California Statutory Codes, California Code of Regulations, State Accounting Code Structure, the Budget and Accounting Manual, and any administrative or management policy memoranda or bulletins.

http://aebg.cccco.edu/Resources/QA?id=570

According to the 17-18 Proposed Governor’s Budget, AEBG is described as follows: “This program coordinates representatives from local educational agencies, community colleges, and other regional education, workforce, and industry partners to promote the educational opportunities offered to students and adult learners. Through this program, students and adult learners can access courses to complete their high school diplomas or general education equivalent, English as a Second Language courses, and pathways courses that lead to additional career opportunities. The Budget includes $500 million ongoing Proposition 98 General Fund to support the Adult Education Block Grant Program”.

By referencing “ongoing Proposition 98 General Fund to support the AEBG Program”, it clarifies the confusion that AEBG was not a permanent, ongoing fund source. AEBG is state apportionment, it is ongoing, and can be used in future years to hire permanent staff, teachers and faculty.

http://aebg.cccco.edu/Resources/QA?id=571

Each consortium must determine what structure they will use to manage their AEBG funding and program activities. Using the State’s program guidance, consortia can use multiple leads (co-chairs), a coordinator, point person, lead, and/or director. This decision is made by the consortia membership. Advice on how to reimburse for the consortium related activities for this position can be in consultation with the consortium fiscal agent and/or district accounting representatives. Consortium level budgets and expenses must be agreed to by the consortium membership. This would include fiscal agent related activities.

Section 84913 limits a consortium on how much they can spend on the administration of the AEBG program.

Section 84913 (b) A consortium may use no more than 5 percent of funds allocated in a given fiscal year for the sum of the following:

(1) The costs of administration of these programs.

(2) The costs of the consortium.

The administrative limit of 5 percent is calculated on the consortia total allocation for the program year. If agreed upon by members, it can be lower than 5 percent, but not above. Administrative activities are defined as fiscal in nature, and should not include programmatic activities. In some cases, a consortium budget may contain funds for program related activities, and funds for fiscal or administrative activities.

Note: Project leads/co-chairs voting privileges for consortia decisions are not guaranteed and are to be determined by consortia membership.

Listed below are example of programmatic and fiscal related activities.

Examples of consortium project lead/co-chairs activities

Programmatic Activities

• Provide coordination leadership in consortia.

• Formalize the open meeting requirement to make sure decisions are approved using the agreed upon governance rules.

• Draft and merge planning narrative/information from members.

• Submit planning and student level data deliverables to the State demonstrating consortium agreement (member sign off).

• Set up, organize, manage, and facilitate consortia related meetings (at various levels). Include travel, events, agendas, and preparation of reports/minutes.

• Submit program related information, best practices, and program progress reports to the State, including developing marketing material for regional or State use.

• Facilitate relationships with members and partners.

• Assist in the implementation of planning strategies.

• Develop milestones and timelines: tracking goals, outcomes, and other deliverables.

• Respond to State inquires and requests (acting as the region’s liaison to the State).

Fiscal or Administrative Activities

• Develop consortium and member budgets based on AEBG planning.

• Document member and consortium activities as it relates to AEBG funding.

• Review each member’s budget & expenditures for State reporting.

• Administer a financial review and certification process.

• Prepare and set up fiscal related meetings.

• Work with fiscal agent(s) to submit budget & expenditures reports.

• Coordinate the completion of the CFAD documentation.

• Coordinate and track consortium & member spending.

• Hire consortium level staffing.

• Prepare the payroll for consortium level staffing.

• Purchase any consortium level items.

• Coordinate budgets in collaboration with consortium members, district administrators, and accounting staff.

http://aebg.cccco.edu/Resources/QA?id=580

Whenever the governing board of a school district, county offices of education, joint powers authority, or community college district that maintains an adult education program (for adults) is unable to maintain the program, school or classes within the district because of the lack of facilities, or its inability to secure a teacher or teachers, the board may with the approval of its respective governing bodies (County Superintendent, College District President, and State Agencies) maintain the school or classes of the district elsewhere than within the district or contract with the governing board of another district for the instruction of students in such a school or classes. (For K-12 districts, the governing bodies would be the county superintendent of schools and the State Superintendent of Public Instruction. For community college districts, it would be governing boards from the affected districts.)

http://aebg.cccco.edu/Resources/QA?id=583

A regional consortia member must follow their consortium’s governance plan, by-laws, and abide by AB104 legislative member requirements (84905, 84906, 84917, and 84920). Consortium membership alone does not guarantee funding.

List of Consortia and Member Requirements (from AB104 Legislation):

1. A member shall commit to reporting any funds available to that member for the purposes of education and workforce services for adults and the uses of those funds. (84905 (b)).

2. A member of the consortium shall be represented only by an official designated by the governing board of the member (84905 (c)).

3. As a condition for the receipt of an apportionment of funds from this program for a fiscal year, that members of a consortium approve an adult education plan (the AEBG 3 year plan) (84906 (a)).

4. The members of a consortium shall approve an adult education plan (the AEBG 3 year plan) at least once every three years. The plan shall be updated at least once each year based on available data.

5. All members of the consortium shall participate in any decision made by the consortium (84905 (d) (1) (a)).

6. A proposed decision is considered at an open, properly noticed public meeting of the consortium at which members of the public may comment (84905 (d) (1) (b).

7. The consortium has provided the public with adequate notice of a proposed decision and considered any comments submitted by members of the public, and any comments submitted by members of the public have been distributed publicly (84905 (d) (1) (c).

8. The consortium has requested comments regarding a proposed decision from other entities located in the adult education region that provide education and workforce services for adults (84905 (d) (1) (d) (i)).

9. The consortium has considered and responded to any comments submitted by entities pursuant to clause (i) (84905 (d) (1) (d) (ii)) which includes entities that provide education and workforce services to adults include, but are not necessarily limited to, local public agencies, departments, and offices, particularly those with responsibility for local public safety and social services; workforce investment boards; libraries; and community-based organizations (84905 (d) (1) (d) (iii)).

10. The consortium has considered input provided by pupils, teachers employed by local educational agencies, community college faculty, principals, administrators, classified staff, and the local bargaining units of the school districts and community college districts before it makes a decision (84905 (d) (1) (e)).

11. A decision is final (84905 (d) (1) (f)) – meaning a consortium decision cannot be held up because an official member failed to attend the meeting.

12. The members of the consortium may decide to designate a member to serve as the fund administrator to receive and distribute funds from the program. (84905 (d) (2) (e)). The members of the consortium also have the option of selecting direct funding which would result in the consortium not having a fund administrator. In that case, the consortium would decide how funds are certified internally.

13. As a condition of receipt of an apportionment from the program, a consortium shall approve a distribution schedule (CFAD) that includes both of the following: (1) The amount of funds to be distributed to each member of the consortium for that fiscal year. (2) A narrative (the AEBG annual plan) justifying how the planned allocations are consistent with the adult education plan. (84914 (a) (1) and (2)).

14. The chancellor and the Superintendent may require a consortium, as a condition of receipt of an apportionment, to submit any reports or data necessary to produce the report described in subdivision (84917 (b) (1) (a)).

15. The chancellor and the Superintendent shall identify common measures for determining the effectiveness of members of each consortium in meeting the educational needs of adults. See list of required data elements and effectiveness measures required to be collected, tracked, and reported by each consortium and their members (Section 40, 84920, (c)).

16. Consortia and their members must agree to adhere to the general assurances listed as part of the annual planning process. For the purposes of evaluating Consortia and Consortium Member effectiveness, the California Department of Education and California Community College Chancellor's Office establish annual indicators of compliance. Failure to meet the requirements listed in the 2017-18 AEBG General Assurances Document may result in a determination of non-compliance and lead to partial or complete loss of Consortium and/or Member funding. (See annual plan general assurances).

http://aebg.cccco.edu/Resources/QA?id=584

Consortia will follow their governance plan (#14 - How will members join, leave, or be dismissed from the consortium) and any additional language in their agreed upon by-laws regarding terminating membership. For new members, in addition to the governance plan, and by-laws, consortia will follow existing requirements in AB104 legislation (84905, 84906, 84914, 84916, 84917, and 84920).

http://aebg.cccco.edu/Resources/QA?id=585

All courses in the seven AEBG program areas must be approved using the existing state agency and local governing board course approval process. There are no exceptions, as all AEBG members must use their respective course approval process.


K-12/COE

A course of study in each adult school is subject to the approval of the CDE (EC 51056). The State Superintendent of Public Instruction shall establish course approval criteria and procedures for securing course and program approvals (EC 52506). For course approval, all adult schools are required annually to submit to the CDE a list of titles of classes to be offered in the authorized program areas. The CDE’s approval of the list is required; authorized apportionment course titles are listed in the Adult Education Course Approval System (A-22).

The governing board of every school district shall prepare and keep on file for public inspection the courses of study prescribed for the schools under its jurisdiction (EC 51040). Any revised educational program shall conform to the legal requirements (EC 51041). The governing board of every school district shall evaluate its educational program and shall make revisions, as it deems necessary (EC 51041). Classes for adults shall conform to any course of study and graduation requirements otherwise imposed by law or under the authority of law (EC 52504). A course of study for each adult school shall be prepared under the direction of the governing board of the district maintaining the adult school and shall be subject to approval of the CDE (EC 51056).

Community Colleges

The local curriculum committee approves all noncredit courses and programs. The local curriculum committee conducting the review has been established by the mutual agreement of the college and/or district administration and the academic senate. The committee is either a committee of the academic senate or a committee that includes faculty and is otherwise comprised in a way that is mutually agreeable to the college and/or district administration and academic senate. All courses shall be submitted to the Chancellor’s Office on forms provided by the Chancellor’s Office. A clear description of the course must be published in the general catalog and/or addenda to the catalog and in the college’s schedule.

http://aebg.cccco.edu/Resources/QA?id=587
No. A Career Development and College Preparation (CDCP) program cannot be offered without approval by the Chancellor’s Office, nor may a program that has not been approved by the Chancellor’s Office be referred to as a Certificate of Completion or a Certificate of Competency. Pursuant to Education Code and California Code of Regulations (CCR) Title 5, all CDCP “enhanced funding” courses and programs must be approved by the Chancellor’s Office, regardless of whether or not the community college is part of an AEBG consortium. Statutory requirements for CDCP programs are described in the Community College Apportionment and Program Based Funding statutes of the Education Code. Specifically, Section 84750.5 describes CDCP funding requirements and Section 84760.5 sets forth the instructional requirements for program approval. CCR Title 5 sets forth specific requirements concerning the Chancellor’s Office approval of noncredit curriculum in Sections 58160, 55150, and 55155. http://aebg.cccco.edu/Resources/QA?id=591

General Expand All

I have added you to the listserv. If you have other staff members who would like to be added to the listserv, please have them sign up using the link on the home page at: http://aebg.cccco.edu/ 

http://aebg.cccco.edu/Resources/QA?id=455

I have added you to the AEBG email distribution list. If you have any other staff who would like to subscribe, please have them sign-up at the following link: https://aebg.cccco.edu/

http://aebg.cccco.edu/Resources/QA?id=464