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.
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).
The budget cost categories have to be exactly aligned to the expenditures.
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.
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. 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.
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.”
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.
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: email@example.com
Contact Person on FTES:
California Community Colleges Chancellor's Office
1102 Q Street
Sacramento, CA 95825
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/Resourceshttp://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.
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.
Effective this year - 16/17.
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.
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.
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
Anyone can enter data into TOPSpro Enterprise, not just the school's designated GED person.
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:
If you scroll down on that document, you'll see that you need to submit to firstname.lastname@example.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 email@example.com://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
Yes - if the students are in ABE/ASE and also in AwD, then you should mark them as included with program enrollment under both programs. It is fine for any AEBG student to be in more than one program, and it will benefit statewide reporting to be able to document the student outcomes in both areas.http://aebg.cccco.edu/Resources/QA?id=504
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
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
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.
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.
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.
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:
Consortia Members (Subrecipients)
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:
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:
Receipt of AEBG revenue to be passed through:
Pass-through of state revenue:
Receipt of passed-through AEBG revenue:
Expenditure of AEBG funds:
Subagreements for services model accounting examples:
Receipt of AEBG revenue:
Payment to subrecipient for subagreement services:
Receipt of payment for subagreement services:
Expenditures for subagreement services:
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
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: $2,612,493http://aebg.cccco.edu/Resources/QA?id=470
Yes - the email was just a heads up. 7/31 is the deadline.http://aebg.cccco.edu/Resources/QA?id=473
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…
15-328-141 – 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.cfmhttp://aebg.cccco.edu/Resources/QA?id=582
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
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
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
I don’t believe you can update the 3 year plan as posted. I would suggest you submit the updated changes in a separate document. Or submitted the whole plan with the changes noted so members of the public can see where changes were made.http://aebg.cccco.edu/Resources/QA?id=474
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:
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
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
The AEBG Portal has been undergoing maintenance for the past couple of weeks, so the consortium pages are unavailable to everyone at this time. This is not due to any user errors or glitches in the login information and the pages should be up and running very soon. I apologize for this inconvenience.http://aebg.cccco.edu/Resources/QA?id=486
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
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.
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.
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 (firstname.lastname@example.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.
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.
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-Webinarshttp://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-Webinarshttp://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--
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.
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.
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
We are limited in space to 100 at the event. 71 consortia – so it would be impossible for multiple attendees. If your consortium structure has changed and you have co-chairs – that would allow you to bring an additional person – however – it would have to be a board approved structure – not just a way to get an extra person into the conference.http://aebg.cccco.edu/Resources/QA?id=510
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:
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
For 17-18, all that data has to be reported in TE. No exceptions on that.http://aebg.cccco.edu/Resources/QA?id=537
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 MIShttp://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
Yes, they are allowed to teach the two AEBG program areas you referenced.http://aebg.cccco.edu/Resources/QA?id=568
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
• 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.
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).
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