AGENDA Goals The Carl D. Perkins Career and Technical Education Act of 2006 Governing Documents Minnesota Perkins Fundin

1. Perkins Fiscal Training Part IOctober 4, 2011JoAnn Simser, Rekha Dixit, Minnesota State Colleges and UniversitiesDaniel Smith, Minnesota Department of Education

2. AGENDA • Goals • The Carl D. Perkins Career and Technical Education Act of 2006 • Governing Documents • Minnesota Perkins Funding for 2011-2012 JoAnn Dan Rekha Dixit JoAnn

3. GOALS • Review state and federal fiscal regulations and legislation, Board of Trustee policies and MDE regulations regarding Minnesota Career and Technical Education and Perkins fiscal procedures • Review Minnesota state allocation and local consortium distribution of funds

4. The Carl D. Perkins Career and Technical Education Act of 2006

5. Purpose: The purpose of this Act is to develop more fully the academic and career and technical skills of secondary education students and postsecondary education students who elect to enroll in career and technical education programs Carl D. Perkins Career and Technical Education Act of 2006, Section 2

6. Authorization There is authorized to be appropriated to carry out this Act … such sums as may be necessary for each of the fiscal years 2007 through 2012. Carl D. Perkins Career and Technical Education Act of 2006, Section 9

7. Appropriation: Federal Appropriations

8. Authorization vs. Appropriation: Minnesota’s allocation for 2011-2012

9. Tydings and FIFO Federal fiscal year for Perkins is from October 1 through September 30. However, states may receive a portion of their funds beginning on July 1 prior to the beginning of the fiscal year and have 12 months beyond the fiscal year to expend funds. This extension is referred to as the Tydings Amendment.

10. Federal Fiscal Year (FFY) 2011 Perkins Funds (2011-2012) FIFO FY 2013 (FFY 2012 FY 2012 FFY 2011 Reallocation FFY 2011 LOCAL Forward Funding Forward Funding FFY 2011 Tydings STATE October 1, 2011 October 1, 2012 October 1, 2013 July 1, 2011 July 1, 2012 July 1, 2013

11. Governing Documents

12. Governing Documents Perkins Act P.L. 109-270 – Provides the expectations for the use of funds. Code of Federal Regulations (CFR) – Promulgated rules in federal register. EDGAR and OMB Circulars – provide restrictions on the use of funds. Minnesota Laws/State Grant Policies [MN Statute § 16B.97 – Grants Management] – Further requirements on managing grants as related to payments, monitoring, closeout, etc. Minnesota Rules – provides credentialing, and program approval requirements. MnSCU Board of Trustees Policies and Chancellor’s Procedures. Minnesota State Plan for CTE provides more guidance on the use of funds specific to how Minnesota operates.

13. Minnesota State Colleges and Universities Board of Trustees Fiscal agent for state Perkins grants Implements federal regulations and cost principles for state, local, and Indian tribal governments and for educational institutions Enforces compliance with state statutes Drives decisions based on policies and procedures mandated in the federal and state laws

14. Governing Publications OMB Circulars Guide for federal agencies for fiscal management of Perkins dollars provided by the federal education department CFR Documents General and permanent rules published in the Federal Register by executive federal departments and agencies EDGAR Education Department General Administrative Regulations (EDGAR) published by U.S. Department of Education Describes post-award financial requirements, specifically financial and program management, and financial administration

15. The White House Office of Management and Budget (OMB) Develops and submits the president's annual budget proposal to Congress Regulates funds forwarded to the Department of Education OMB circulars A-21, A-87, A-110, and A-133 guide the fiscal management of those dollars.

16. OMB Circular A-21 • Cost Principles for Educational Institutions (Colleges and Universities) • Selected Cost Items

17. OMB Circular A-87 Cost Principles for State, Localand Indian Tribal Governments Selected Cost Items

18. OMB Circular A-110 Information on Uniform AdministrativeRequirements for Grants and Agreements with Institutions of Higher Education Note: The provisions are also applicable to sub-recipients

19. OMB Circular A-133 Information regarding Audits of State, Local Governments, and Non-Profit Organizations Detailed standards for obtaining consistency and uniformity among Federal agencies for the audit of non-Federal entities expending Federal awards.

20. EDGAR Part 74 Subpart CPost-Award Requirements Financial and Program Management Standards for financial management systems Cost Sharing or Matching Equipment Codes of conduct Contract provisions

21. EDGAR Part 80 Subpart C Post-Award Requirements A State must expend and account for grant funds in accordance with State laws and procedures Fiscal control and accounting procedures for the State, its sub-grantees and cost-type contractors must be sufficient to: Permit preparation of reports required by this part and the statutes authorizing the grant Permit the tracing of funds to a level of expenditures that ensures compliance with restrictions and prohibitions of applicable statutes

22. EDGAR Part 80 Subpart C Post-Award Requirements (contd.) Financial management systems of other grantees and sub-grantees must meet the following standards: Financial reporting requirements of the grant or sub-grant Accounting records Internal control Budget control Allowable costs Source documentation Cash management Sub-grants Monitoring and reporting program performance

23. Perkins Act P.L. 109-270 http://www2.ed.gov/policy/sectech/leg/perkins/index.html EDGAR http://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html OMB Circulars http://www2.ed.gov/about/offices/list/om/index.html Minnesota State Plan for Career and Technical Education http://www.cte.mnscu.edu/perkinsIV/MN_State_Plan/index.html Minnesota Legislation and Rules http://www.leg.state.mn.us/

24. Minnesota Perkins Funding for 2011-2012

25. Perkins Funds • Title I Allocation (Basic Grant) • Title II Allocation (Tech Prep) • Amount of Title II Consolidated with Title I • Total Available under Title I 16,754,034 0 0 16,754,034

26. Perkins Funds • Perkins State Administration (5%) • Perkins State Leadership (10%) • Perkins Basic Grant Distribution (85%) 837,702 1,675,403 14,240,929 16,754,034

27. Perkins IV Fiscal Questions Please input your questions on the chat function.

28. Perkins IV Fiscal Training Webinars Overview of Perkins IV Law, Governing Documents, and funding to Minnesota, Tuesday, October 2, 2:00 – 3:00 p.m. Overview of Perkins IV Law and Procedures and Requirements for Fiscal Agents-Part II, Thursday, October 6, 2:00 – 3:00 p.m. Perkins Fiscal Procedures and Requirements – Secondary, Thursday, October 13, 1:30 – 2:30 p.m. Perkins Fiscal Procedures and Requirements– Postsecondary, Monday, October 17, 11:00 a.m. – 12:00 noon www.cte.mnscu.edu

29. Perkins Fiscal TrainingOctober 6, 2011Daniel Smith, Pam SchneiderMinnesota Department of EducationJoAnn Simser, Lou UrbanMinnesota State Colleges and Universities

30. AGENDA • Requirements to Receive Funds • Local Distribution of Funds • Uses of Funds • Guidelines for Use of Funds Dan/JoAnn Dan JoAnn Lou/Pam/Dan/JoAnn

31. GOALS Explain the distribution of Perkins funds to local consortia – how is the amount my consortium receives determined? Review requirements to receive funds – what does the consortium need to do to receive the funds? Review federal and state requirements for uses of funds and permissive use of funds – how can the consortium use the funds it receives?

32. Requirements to Receive Perkins Funds

33. To To Receive Perkins Funds Secondary State-approved CTE Program(s) Utilizing appropriately licensed staff Postsecondary On MnSCU Approved Program Inventory Procedure 3.36.1 Offered by state college Perkins eligible Classification of Instructional Program (CIP) and Career Pathway identified Leads to certificate, diploma, AAS or AS Faculty meet minimum qualifications of career, technical credential field- Policy 3.32 Procedure 3.32.1

34. To Receive Perkins Funds • Participate in one of the state’s Perkins consortia • Each consortium must have at least one eligible secondary recipient and at least one eligible postsecondary recipient • No district nor college may belong to more than one consortium • A charter school with a state-approved CTE program must be invited to participate in a consortium

35. To Receive Perkins Funds • Consortia are encouraged to consider other potential partners who may participate but may not directly receive funds • WorkForce Centers • Adult Basic Education Programs • 4-year Universities • Non-public schools and institutions

36. To Receive Perkins Funds • The consortium must develop a single local/regional plan • The plan must address secondary basic grant programs, postsecondary basic grant programs, and tech prep activities • The plan must address all required Perkins activities and any permissible Perkins activities organized around five broad goals • The plan must be signed by each participating college president and each participating school superintendent

37. To Receive Perkins Funds • The consortium must identify one secondary fiscal host and one postsecondary fiscal host to receive and manage Perkins funds in accordance with the local plan • Consortium funds may not be commingled, but may be used across secondary/postsecondary lines • The signed local plan is the legal document governing use of the funds – no other joint powers agreement is required

38. To Receive Perkins Funds – Expectations of the Perkins Coordinators • Facilitate development of the local consortium plan and budget • Coordinate development and implementation of programs of study and technical skill assessments • Ensure submission of student data and accountability reports (APR) • Negotiate accountability and monitor performance targets • Facilitate brokering with other consortia

39. To Receive Perkins Funds • Expectations of the Perkins Fiscal Hosts • Manage the money per the agreements in the consortium plan • Sub-grant funds to other school districts/colleges as appropriate • Manage the draw-down of funds • Ensure submission of fiscal information • Maintain an audit trail

40. Distribution of Perkins Funds to Local Consortia

41. Secondary/Postsecondary Split • Minnesota Rule 3505.1700 states: ALLOTMENT AVAILABILITY OF FEDERAL FUNDS. A cooperative agreement between the commissioner of education and Minnesota State Colleges and Universities will annually provide for the distribution of federal funds between secondary and postsecondary career and technical programs. Distribution to local education agencies must be determined by state and federal law.

42. Secondary/Postsecondary Split • Staff recommend the annual secondary/ postsecondary split using the following factors • FYE student count (50%) • Population of students with disabilities (10%) • Population of economically disadvantaged students (15%) • Population of limited English proficient students (10%) • Count of nontraditional students (5%) • Count of single parents/pregnant teens (10%)

43. Secondary/Postsecondary Split • In recent years, the previous calculation recommended a split of 40% secondary and 60% postsecondary • Expecting consortia to need approximately 1/5 of funds for consortium building and maintenance, the state recommended dividing 1/5 of the funds evenly • The result promoted a recommended split of 42% secondary and 58% postsecondary

44. Secondary Distribution • The Perkins Act specifies that once the split is determined, funds will be distributed to secondary recipients on the following basis: • 30% will be distributed on the basis of individuals between the ages of 5 and 17 inclusive using the most recent US Census data available • 70% will be distributed on the basis of individuals between the ages of 5 and 17 inclusive in households of poverty using the most recent US Census data available

45. Postsecondary Distribution • The Perkins Act specifies that once the split is determined, funds will be distributed to postsecondary recipients on the following basis: • 100% will be distributed on the basis of individuals in career and technical education programs receiving PELL or Bureau of Indian Affairs assistance

46. Reserve Distribution • The Perkins Act allows states to utilize an alternate method to distribute up to 10% of Perkins funds to address any of three factors: • rural areas; • areas with high percentages of career and technical education students; and • areas with high numbers of career and technical education students.

47. Reserve Distribution • Minnesota opted to address two of the factors by utilizing an alternate formula for 10% of the distribution to local recipients • the needs of rural areas and • areas with high numbers of career and technical education students

48. Reserve Distribution • That formula distributes • half of the reserve funds on the basis of the geographic area of the consortium • half of the reserve funds on the basis of the number of CTE participants in secondary and postsecondary programs, weighted 3:1 toward secondary participation to reflect programming formerly conducted under tech prep

49. For one consortium, the postsecondary formula allocation is based on 1,147 Pell CTE recipients at the college out of a state total of 41,264 Pell/BIA CTE recipients at all colleges times the postsecondary formula allocation = (1,147/41,264) x $7,433,765 = .0278… x $7,433,765 = $206,633.59

50. In the same consortium, the secondary formula allocation is calculated for each district based 30% on its census population 5-17 and 70% on its census poverty population 5-17 against a state total census count of 896,541 and a state total poverty census county of 110,473. e.g. for District 0061 = (4,772/896,541) x .30 x $5,383,071 + (247/110,473) x .70 x $5,383,071 = $17,020.69