Office of Career and Technical Education

1. Office of Career and Technical Education ONSITE TRAC TRAINING August 16, 2013

2. WELCOME Joanne Mahony mahonyj@michigan.gov (517) 335-0405

3. TRAC OVERVIEW • TechnicalReview, Assistance, and Compliance • The purpose of TRAC is: • To provide technical assistance, and • Monitor for compliance with State and Federal laws

4. OVERVIEW OF TRAC PROCESS Each Region Every Five Years • Added Cost • CTE Perkins • CTE Instructional Programs

5. MAJOR STEPS • Pre-visit preparation and desk review • Onsite visit • Report to region • Compliance plan • Compliance plan and evidence approval

6. REVIEW CATEGORIES • Data • Finance • Grants • CTE Instructional Programs

7. WARNING: Submission of documents that are subject to confidentiality and privacy laws should NOT be submitted electronically. These documents will be reviewed onsite.

8. QUESTIONS?

9. TIMELINE Elizabeth Collins collinse2@michigan.gov (517) 335-3149

10. TRAC TIMELINE • Region selection • Onsite visit notification • TRAC training • Grant activity selections • Fiscal agency selections • CTE instructional program selections

11. TRAC TIMELINE Document Submission for Desk Review: • CIP Self-Review documentation for selected programs is submitted through Navigator • Data, Finance, and Grant documents submitted through GEMS

12. TRAC TIMELINE • Day 1 - Program reviews begin • Day 2 - • Program reviews continue • Introduction meeting • Data/Finance/Grant reviews begin • Day 3 – • Program reviews continue • Interviews • Wrap Up meeting

13. TRAC TIMELINE • OCTE Report Of Findings • Not In Compliance - Action Required • Recommendations (comments, technical assistance, observations) • Commendations (exemplary program, best practices)

14. TRAC TIMELINE • Appeals Process • Compliance Plan • Compliance Plan and Evidence Approval • Final Letter

15. IMPORTANT CHANGES • Expanded State Desk Review • Documents Required • No Compliance Plan Workshop • No Priority (I/II) Findings • Implementation of GEMS • Electronic document submission • Navigator – CIP Programs

16. REGION PREPARATION • Local Staff Assignments • Regional TRAC Liaison • Document Preparation Coordinator • Please send these names to OCTE • Agenda • CIP Self-Review Documentation (for selected programs) • Data/Finance/Grants Documentation

17. DRAFT AGENDA • Templates is sent by email • Submit to OCTE three weeks prior to visit • Three Day Agenda

18. QUESTIONS?

19. GRANT REVIEW Joanne Mahony mahonyJ@michigan.gov (517) 335-0405

20. GRANTS • ALL documents for Grant Review are due on the designated Desk Review date for your region.

21. GRANTS G01 CPI Indicator Related Activities • Secondary CTE Perkins (20%) • Emphasis on CPI Deficiencies • Regional Improvement Plan Activities • Selected from grant application

22. GRANT G01 DOCUMENTATION • Evidence must be linked to expected outcomes as identified in the application • Examples may include: • Meeting agendas, minutes, sign-in sheets • Planning documents • Documentation of services provided to students (payroll records and work logs) • Dated vendor payments

23. EXAMPLE EXPECTED OUTCOME CPI: 1S1 Academic Attainment/Reading Activity: Curriculum Integration Expected Outcome: 60% of the region's CTE teachers will participate in professional development related to the integration of reading concepts in their programs and the use of contextual reading activities

24. EXAMPLE

25. GRANT CHECKLIST • Provide DISTRICT documents listed under DESK REVIEW for all review items. • Provide documentation for G07 only if requested • Due to OCTE on or before designated date for your region • No personally identifiable information

26. QUESTIONS?

27. DATA REVIEW David MacQuarrie macquarried@michigan.gov (517) 241-6202

28. Focus of Data Review Federal Funding and Reporting • Federal Fund Reporting: • CTEIS Data Report Evidence • District Evidence • Accuracy between data evidences for Core Performance Indicators • Report Use for Program Improvement: • Share CPI Data Reports • Use CPI Data for Program Improvement • Policies and Activities that promote quality programs • State Fund Reporting: 61a1 • Course Enrollment Data Use for Program Improvement CTE Program State Funding & Reporting

29. Locating Relevant Data • Label each item of documentation: • Review item code: “D02” • Description: “Document identifies special populations students” • Ensure programs, courses, and class titles match those in CTEIS or create a crosswalk • Don’t forget to use: • A sticky note on a page (if hard copy) • Highlight a sentence, paragraph, etc. • Draw an arrow to the sentence, picture, etc.

30. DATA - Common Findings • Unable to determine minutes and weeks for course delivery • Failure to provide bell schedule and master calendar for all approved CTE programs in Region (2012/2013 school year) • Course titles often don’t match those in CTEIS and could result in inaccurate misalignment of sections • Enrollments reported to OCTE don’t match teacher class/course records

31. DATA - Common Findings • CPI reports are frequently not shared with instructors or are often not used for program improvement • Follow Up (Placement data) not shared with instructors • Data processes and procedure documentation are often omitted or lacking detail

32. DATA CHECKLIST • Provide DISTRICT documents listed under DESK REVIEW for all review items. • Provide documentation for D08 only if requested • Due to OCTE on or before designated date for your region • ONSITE documents should only be provided at the site • Student identifiable information will not be sent to OCTE. Please provide onsite.

33. QUESTIONS?

34. FINANCE REVIEW Elizabeth Collins collinse2@Michigan.gov (517) 335-3149

35. FINANCE AGENCY REVIEWS 2012-2013 CTE Perkins fiscal agency and 1-3 additional participating agencies

36. FINANCE AGENCY REVIEWS

37. FINANCE CHECKLIST F02 - PROCUREMENT • Code of Conduct or Conflict of Interest Policy • Purchasing Policy • Excluded Party List www.sam.gov

38. FINANCE CHECKLIST F03 - EXPENDITURE REVIEW • Allowable Costs & Source Documentation • Copies of general ledgers • Copies of transaction details

39. FINANCE CHECKLIST F03 – EXPENDITURE REVIEW • General Ledger & Transaction Detail • OCTE selects a sample of transactions • Agencies provide source documentation for selected sample

40. FINANCE CHECKLIST F03 – EXPENDITURE REVIEW • Signed Cooperative Agreements for Designation of Fiscal Agency • Monitoring of participating districts (fiscal agencies only)

41. FINANCE CHECKLIST F04 - TIMEKEEPING • List of employees paid with federal funds • Payroll ledger • Time and Effort Reports • Semi-Annual Certifications

42. FINANCE INTERVIEWS • Interviews as needed with: • Business office representatives • CTE directors or administrators

43. FINANCE CHECKLIST • Provide DISTRICT documents listed under DESK REVIEW for all review items • Provide documentation for F06 only if requested • Due to OCTE on or before designated date for your region • ONSITE documents should be provided at the site.

44. QUESTIONS?

45. BREAK TIME! Please reconvene in 15 minutes

46. DESK REVIEW DOCUMENTS • Before Onsite Visit • Collect and organize materials electronically • Virtual folders • Label with review item number (D01, F01, G01, etc.) and Document Name • Mark pages/highlight sections (if possible) • Provide all requested documentation • Submit Desk Review documentation on or before designated date for your region • Submission either via GEMS or flash key

47. Example of Virtual Folders

48. ONSITE DOCUMENTS • Only one copy of each item • Assemble in documents review room • Materials remain with region

49. FINAL REMINDERS • Documentation should represent the whole Region - not just one CEPD or district • Don’t treat each CEPD separately; put all evidence for each review item together • Have someone available who knows the documents • Watch for program and grant selection notification via email next week

50. REGION 4 LIAISON Joyce McCoy OCTE Onsite Visit Team Leader Debbie Lonik and Finance Specialist Trainee (517) 241-6929 lonikd@michigan.gov Visit Date: September 24-26, 2013 DESK REVIEW DOCUMENTS DUE: September 3, 2013