Oregon Department of Education

1. Oregon Department of Education Perkins 2011-12 Budget Narrative/Spending Workbook (BNSW) Webinar May 5, 2011 http://video.orvsd.org/ode/5-5-11-perkins-local-budget-planning.mp4 Donna Brant Oregon Department of Education Reynold Gardner Oregon Department of Education Oregon Department of Education

2. Webinar Objectives • Provide a better understanding of Administration vs Program Coordination / Leadership • Identify the 2011-12 Perkins Grant Cycle & BNSW Timeline • Provide an overview and expectations concerning BNSW • Receive an understanding concerning allowable expenses and supplanting. Oregon Department of Education

3. Administration Direct and Indirect Administration – 5% limit EDGAR 80.3 - Administration Matters common to grants in general: • Financial Managements • Reports • Retention of Records Oregon Department of Education

4. Program Coordination and Leadership Activities that support the specific intents and purpose of the grant. • Curriculum development • Leadership to develop CTE Program of Study • Program quality review • Professional development • Facilitation of professional development activities • Research activities • Performance and program data analysis • Research on promising practices Oregon Department of Education

5. 2011-12 Perkins Grant Cycle & BNSW Timeline • Perkins Application Timeline • CIP BNSW will go “live” Thursday, May 12, 2011 • Due Thursday, June 30, 2011 • Basic Grant Application • Due Thursday, June 30, 2011 • BNSW Approval Process • Conversation with Gardner (specifics and clarification) • Reject / Re-submit process Oregon Department of Education

6. Overview and expectations concerning BNSW • Log in to the ODE District Site • Click on application • Click on CIP Budget Narrative • District security administrator • Permissions for: “submit-revise” and “edit everything” • Load the 2011-2012 year to be current. • Prerequisites • Perkins assurances • Contacts entered – submit • Consolidated spending page – submit Oregon Department of Education

7. Overview and expectations concerning BNSW • Equipment items over $5000 require ODE Approval • BNSW – format/structure same as the last 2 years. • Basic & Reserve Grants have the same structure & format. Oregon Department of Education

8. Oregon Department of Education

9. Overview and expectations concerning BNSW • Required in your narrative: • School & Program of Study (POS) • Core Element • Object Code • Describe the expense item in detail • Purpose • Calculation made to reach your item total Oregon Department of Education

10. Spending Workbook Oregon Department of Education

11. Spending Workbook (continued) Oregon Department of Education

12. Object Codes Oregon Department of Education

13. Oregon Department of Education

14. Allowable expenses and supplanting • Intents/purposes • Reasonable/necessary • Local Leadership • There is no Dichotomous (yes / no) chart. • Some items are allowed within your decision making process while some are not. • Perkins IV is not Perkin III Oregon Department of Education

15. Supplanting • Funds made available under this Act for career and technical education activities shall supplement, and shall not supplant, non-Federal funds expended to carry out career and technical education activities. [Section 311(a)] Oregon Department of Education

16. Supplanting • Must use federal funds only to supplement what is being done • Supplanting is using federal dollars to provide: • A required program/activity • An activity or service that was provide by non-federal funds in the prior year • Services to some students while using local sources to provide the same services to others Oregon Department of Education

17. Supplanting- Capital Improvement • Construction of a facility is a local responsibility as is the furnishing of the facility with furniture, operating equipment, etc. • Electrical, plumbing, structural work, heating & cooling Oregon Department of Education

18. Supplanting - Yes’s & No’s • Local Decision / Leadership • Transportation • Staffing • Textbooks • Replacement Equipment • Technology / Computers • What is their role? Oregon Department of Education

19. Budget YES – YES’s • Data Driven Activities & Expenditures • Math & CTE, Literacy, Special Pops, Technical Skill Assessment, Measurement Indicators • Program of Study based needs (Improve & Expand) • Industry / Advisory Committee input • Standards based expenditures • Deliverables associated with expenditure • ODE Approved Technical Skill Assessments Oregon Department of Education

20. Budget NO-NO’s • Vehicles • Personal Devices (iPhone, iPad, PDA, Laptop) • Instructional / curriculum vs individual - administrative • Tuition, Fees, Books associated with college / university credit. • Percentage formula for…….. Oregon Department of Education

21. Budget NO-NO’s • Membership Dues • Student Leadership (competitions) • Items with a direct one-to-one benefit for a student or a teacher (student USB-drives) • Perkins III Elements (School to Work) Oregon Department of Education

22. Budget NO-NO’s • Non-Program of Study expenditures • Program Closure • Administration (paper work, data, reports, grant applications, fiscal responsibilities, budgets, etc..) • Annual subscriptions • Vague items such as “general or miscellaneous supplies” • Activities for Elementary or Middle School students Oregon Department of Education

23. QUESTIONS? The following slides contain questions asked during the webEx Oregon Department of Education

24. Question #1 May 5, 2011 CIP BNSK WebEx • It is correct that you can spend Perkins funding on a POS that is in the queue for approval verses already approved? For example, if we have a POS that is on the list for submission this year and is on the POS chart developed by Ron Dodge, then it is okay to spend funds on that CTE program, correct? Just want this clarified because Reynold used the term "approved" only. • If the program is an existing program and have been on the “Secondary CTE POS Decision Chart Spreadsheet 2010-2011” list http://www.ode.state.or.us/teachlearn/pte/possecondaryprogramsmaster03_16_11.xls it is in essence an approved program and in the submission process. • If the program is a“NEW” Perkins Program of Study and have never been part of the Perkins process, you need to get prior approval see the following link http://www.ode.state.or.us/teachlearn/pte/NewCTE_POS_QA10_26_10.doc . Oregon Department of Education

25. Question #2 May 5, 2011 CIP BNSK WebEx • If the district does not require texts for a class, but the instructor wants to use a text for more structured curriculum or a specific text is required for dual credit to be approved for a class...is that an OK text expenditure? • If this is the first time purchase of textbooks and textbooks have not been part of the previous instructional process, this could be allowed. Yet, if the textbooks are needed and the local educational institution is offering this course why are the textbooks not provided by the local educational institution? If you are purchasing a few of the textbooks (1-5) to use as classroom reference or resource materials, this would be enhancing and expanding the program and not the foundation, this would be allowed. • Textbook for Dual Credit offerings - NO it is the local educational institution has responsibility to provide base support for a program and Dual Credit is part of local agreements. Oregon Department of Education

26. Question #3 May 5, 2011 CIP BNSK WebEx • Is the PAVTEC membership an allowable cost charged to Perkins? • Membership fees are not allowed. • Contracted services through a vendor, contractor or consultant with concrete deliverables are allowed. If PAVTEC is engaged as a contractor to provide deliverables associated with meeting the intents and purposes of your Perkins grant that would be allowable. • There should not be a percentage of the grant paid, but rather a fee for each deliverable specific to the district. • The deliverables should be clearly spelled out Oregon Department of Education

27. Question #4 May 5, 2011 CIP BNSK WebEx • Can you have a bit more discussion on replacement of equipment? • The question is does the replacement expand or enhance the program? • If the equipment being considered just replaces an old piece that is worn out, then that would not be allowed. • If the piece of equipment is an upgrade to industry standards then it would be allowed. • You do not need to include the rational within your CIP BNSW, yet it should be part of your local leadership decision. • I need a oven to offer my culinary arts program – local expenditure • I need this oven to meet “x” standard as recommended by industry - Perkins expenditure Oregon Department of Education

28. Question #5 May 5, 2011 CIP BNSK WebEx • Can you talk more about technology especially around the new technology of IPads? I am getting good rationale around this is where industry is going but I would like to hear more thoughts. • Any portable technology device that is used for personal or administrative use is not approved. • Technology devices to be used for instructional and curriculum purposes then it would be allowed. • The devices should not be check out to the student for an extended period of time – personal use. There needs to be vigilant inventory procedures to safeguard this investment. Oregon Department of Education

29. Question #6 May 5, 2011 CIP BNSK WebEx • I have multiple school districts asking for multiple iPads for CTE students to interface with business practices. • Any portable technology device that is used for personal or administrative use is not approved. • Technology devices to be used for instructional and curriculum purposes then it would be allowed. • The devices should not be check out to the student or instructor for an extended period of time – personal use. There needs to be vigilant inventory procedures to safeguard this investment. Oregon Department of Education

30. Question #7 May 5, 2011 CIP BNSK WebEx • How about tuition for a student who participates in a regional Program of Study with the college? • Tuition is a direct 1:1 benefit to the student and is not an allowable Perkins expenditure • Within the State of Oregon there are other programs that could provide financial resources for these type of accelerated college credit programs, e.g. Expanded Options Program (ORS 340). These programs allow students to engage in college programs early. Oregon Department of Education

31. Question #8 May 5, 2011 CIP BNSK WebEx • Annual subscriptions for: (AutoCAD & Computer Licenses • If Auto CAD is an annual subscription and Perkins covers the initial subscription then this would be allowed. • If you had Auto CAD version 2.0 and now there is version 3.5 and you would like to upgrade. Again, if this upgrade enhances the program this would be allowed. • The question really is… • Why is the local educational institution not supporting the subscription if Auto CAD is so vital? • Times are tight yet the law is still in effect. Oregon Department of Education