CDE Announcements Archive

June

Updated Notice: Update - June 12 (sent June 16, 2020)

Dear Adult Educator,

This notice contains information from the United States Department of Education’s Office of Career, Technical, and Adult Education (OCTAE) Program Memorandum OCTAE 20-5 which can be found online at https://www2.ed.gov/about/offices/list/ovae/pi/AdultEd/octae-pm-20-5-covid-faqs-final.pdf. This Program Memo is the third in a series addressing issues and questions related to COVID-19.

  1. Programs can enroll new students in distance education programs without the student taking a pre-test during the COVID-19 pandemic.
    1. Agencies must still determine that the individual is eligible for WIOA Title II services.
    2. The student is considered a participant once they have 12 contact hours. These contact hours must be reported in CASAS TE, even if a pre-test was not administered.
    3. Agencies should administer the pre-test as soon as feasibly possible.
  2. During the COVID-19 pandemic, agencies may use other assessment methods to provisionally assign an Education Functioning Level (EFL) when an approved test cannot be administered.
  3. In order to achieve an EFL gain, a student must have had a pre and post test or exited the adult education program and transitioned to postsecondary education.
  4. A student can achieve a Measurable Skill Gain (MSG) by attaining a high school diploma or equivalent (GED or HiSET).
  5. Adults in correctional institutions may use, if able and allowable, the same distance learning methods for instruction as are used by all other agencies in California.
  6. In California, the only tests that can be used for pre/post testing are the CASAS tests. The memo from OCTAE lists additional National Reporting Service (NRS) approved tests that are not approved for use in California.

We also received good news this week related to high school equivalency exams. Both the GED and HiSET are beginning remote testing of students. You can find more information in the California Department of Education Assessment Spotlight at https://www.cde.ca.gov/ta/tg/sa/assessmentspotlight.asp

As we move to the close of this fiscal year, I want to thank all of you for being able to pivot so quickly to ensure that students were able to continue learning. Please express my thanks also to your teachers as they are on the forefront of this new teaching environment.

We will be developing and sending out another survey mid-summer to gain an understanding of how agencies intend to offer programs in the next school year.

Sincerely,

Carolyn Zachry
State Director/Education Administrator
Adult Education Office
California Department of Education

Update - June 12 (sent June 12, 2020)

Dear Adult Educator,

This notice contains information from the United States Department of Education’s Office of Career, Technical, and Adult Education Program Memorandum OCTAE 20-5 which can be found online at https://www2.ed.gov/about/offices/list/ovae/pi/AdultEd/octae-pm-20-5-covid-faqs-final.pdf. This Program Memo is the third in a series addressing issues and questions related to COVID-19.

  1. Programs can enroll new students in distance education programs with the student taking a pre-test during the COVID-19 pandemic.
    1. Agencies must still determine that the individual is eligible for WIOA Title II services.
    2. The student is considered a participant once they have 12 contact hours. These contact hours must be reported in CASAS TE, even if a pre-test was not administered.
    3. Agencies should administer the pre-test as soon as feasibly possible.
  2. During the COVID-19 pandemic, agencies may use other assessment methods to provisionally assign an Education Functioning Level (EFL) when an approved test cannot be administered.
  3. In order to achieve an EFL gain, a student must have had a pre and post test or exited the adult education program and transitioned to postsecondary education.
  4. A student can achieve a Measurable Skill Gain (MSG) by attaining a high school diploma or equivalent (GED or HiSET).
  5. Adults in correctional institutions may use, if able and allowable, the same distance learning methods for instruction as are used by all other agencies in California.

We also received good news this week related to high school equivalency exams. Both the GED and HiSET are beginning remote testing of students. You can find more information in the California Department of Education Assessment Spotlight at https://www.cde.ca.gov/ta/tg/sa/assessmentspotlight.asp

As we move to the close of this fiscal year, I want to thank all of you for being able to pivot so quickly to ensure that students were able to continue learning. Please express my thanks also to your teachers as they are on the forefront of this new teaching environment.

We will be developing and sending out another survey mid-summer. We want to gain an understanding of how agencies intend to offer programs in the next school year.

Sincerely,

Carolyn Zachry
State Director/Education Administrator
Adult Education Office
California Department of Education

May

Update – May 22 (sent May 22, 2020)

Dear Adult Educator,

Many of you are learning new skills while working from home. I know that our adult education teachers are adding new skills in order to teach in a distance or remote learning environment. Our testing coordinators are learning how to conduct remote testing. Our students are learning that they can still participate in school even though they are not going to a physical school building. The Outreach and Technical Assistance Network (OTAN) has provided a great amount of trainings in order to provide the tools that are needed for this learning. I watched one of these trainings with the use of a tool call BUNCEE. To practice my skills with this new platform, the news that would normally be included in this update can be found on our May 22, 2020 BUNCEE web page at: https://app.edu.buncee.com/buncee/427017b9aa6a49cb942d2e8822e96dbb.

Have a wonderful week.

Sincerely,

Carolyn Zachry
State Director/Education Administrator
Adult Education Office
California Department of Education

2019–2020 WIOA, Title II Spending Extension Authority (sent May 21, 2020)

Dear Administrators of the Workforce Innovation and Opportunity Act (WIOA), Title II Adult Education Program,

Purpose

WIOA, Title II Adult Education Programs may elect to spend 2019–2020 funds through September 30, 2020. These funds may be used to continue services for students, support teachers in professional development and planning, and purchase supplies including Personal Protective Equipment.

Required Action

  1. Track expenditures starting July 1, 2020 in two cohorts:
    1. Cohort 1 are expenses from the 2019–2020 year
    2. Cohort 2 are expenses from the new grant cycle 2020–2021
  2. Complete the 2019–2020 final Expenditure Claim Report (ECR) by October 15, 2020. There will be no extensions of this date as this information is needed to complete a federal report.
  3. If the agency will not be using the extended time for expenditures or has spent all grant funds by June 30, 2020, complete the ECR as soon as possible when the ECR is available.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education

April

2019–20 Third Quarter Deliverables due April 30 (sent April 30, 2020)

Dear Adult Educators:

2019–20 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA)

Third Quarter Expenditure Claim and other deliverables

This is a friendly reminder that the Third Quarter Expenditure Claim and a few other deliverables, including the Integrated English Literacy and Civics Education Civics (IELCE) Plan and the WIOA, Title II: AEFLA Program Implementation Survey, are due to the California Department of Education (CDE) by Thursday, April 30, 2020. Although everyone is still working remotely and may not have access to their usual materials or information, we ask that you please do your best. We recognize the impacts that the stay at home orders are having on everyone and appreciate the information you have already sent or will be sending in this week. If you require assistance accessing your account remotely, please contact the Adult Ed Technical Support staff at adultedsupport@otan.us.

Reporting Account Updates

In addition to practicing social-distancing and plenty of hand washing, we were recently reminded by CDE technical support staff to remember to practice good cyber security when connecting virtually during these unprecedented times. In support of that recommendation, and in preparation for our new website release, we are asking all agencies take a few moments to complete two important activities as users of the Adult Education Online Application and Reporting website.

  1. Please review and update your Agency Contacts and email addresses at: https://caadultedreporting.org/MyAgency
  2. Please reset all account passwords for the reporting site. Many agencies have separate logins for WIOA Title II, Course Approvals and the Technology and Distance Learning Plans which are outdated. We recommend updating all of them. Use the online contact form to update this information any time of day at: https://caadultedreporting.org/Support/ContactOTAN.

Tech Plan Notifications

Several agencies have reported receiving notifications regarding the Technology and Distance Learning Plan (Tech Plan) dated April 29, 2020. Some of these emails may have been generated in error and we are researching the issue. More information on the status of individual agency Tech Plans will be sent in the near future. There is no need to let us know you received a message. Agencies will receive a personalized note from one of the OTAN Coordinators regarding approvals or further action that is required. We will be in touch!

Apportionment Updates for CAEP

California Adult Education Program (CAEP) apportionment payments for the months of February, March and April were sent to the State Controller on April 7th. Treasurers will receive three separate warrants, likely to be received this week or next. Some agencies have reported that February warrants were already received. Please direct any fiscal apportionment questions to Clifton Davis at cdavis@cde.ca.gov.

If you have any questions, please contact your regional CDE Adult Education Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175. While we are open for business and responding to voicemail, email is currently the best way to reach us.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education

Weekly Update - April 24 (sent April 24, 2020)

April 24, 2020

Dear Adult Educator,

It has been wonderful to ‘see’ many of you on the recent CAEP Regional or WIOA Network meetings via our new favorite form of communication...Zoom! When I was growing up there was a show on PBS called Zoom. I am going to date myself here and tell you it was the one in the 1970s and not the late 1990s. The show was so popular that it was sold to more countries worldwide than its fellow PBS show, Mister Rogers’ Neighborhood. The Zoom cast was multicultural and was focused, as most shows on PBS, on education. However, it was always done in a way that you did not feel like you were learning as it was delivered through a different venue. I am sure you are wondering where I am going with Zoom and adult education. Well, I am hoping that your students are involved in active learning through exciting new venues. However, not only are our adult students learning, so are the instructors. They are finding ways to present exciting lessons from their current venue…home! Soon, we all will be learning how to assess our students in this remote learning environment.

CASAS has been looking at ways to introduce remote appraisal, pre, and post testing as well as COAAPs and the CASAS Citizenship Interview Test. With approval, and praise, from the Division of Adult Education and Literacy at the United States Department of Education and following the National Reporting System guidelines we are ready to embark on this new adventure. With the assistance of OTAN, CASAS will be hosting a total of four Zoom meetings in order to accommodate everyone in California that wishes to participate. Information and links to the Zoom meetings will be sent out on Monday, April 27, 2020. Please join us on April 30, 2020 at 10:00 AM or 1:30 PM for COAAPs and Citizenship in a remote environment. This session will focus on working with students to assess COAAPs and the CASAS Citizenship Interview Test. Learn how you can help students achieve these learning outcomes. Then join us on May 4, 2020 at 10:00 AM or 1:30 PM for Remote CASAS Pre and Post Testing. This meeting will assist you in understanding how to complete pre/post and appraisal tests with your students.

I look forward to ‘seeing’ many of you on the CAEP Regional and WIOA Network meetings. I hope that you are finding ways to connect with your staff as we isolate at home. So “Come on Zoom”!

Sincerely,

Carolyn Zachry
State Director/Education Administrator
Adult Education Office
California Department of Education

Update - April 17 (sent April 20, 2020)

April 17, 2020

Greetings Adult Educators,

How many Zoom meetings have you had this week? I think I have had more than a dozen! I am just as busy as when I was in the office, however my commute is much shorter!

This letter focuses on updates from our state leadership projects (SLPs). In order to assist our office and the SLPs we ask that you please complete the updated COVID-19 survey “COVID-19 Critical Event Survey”, if you have not done so. The survey is located under the header “CDE Adult Education Office” on the COVID-19 Field Support web page at: https://otan.us/resources/covid-19-field-support/. The survey consists of 30 questions and should take about 10 minutes. The information you provide is valuable to the Adult Education Office (AEO) and the California Adult Education Program (CAEP) Office and our SLPs.

CASAS

TOPSpro Enterprise now has a data element to identify students who were not able to test due to school closure for COVID-19. We advise agencies to not populate this field until we have more guidance on which students should be selected.

We are working with CASAS to provide agencies with guidance and training for administering California English Literacy and Civics Education Objectives and Additional Assessment Plans (COAAPs), Citizenship Oral Interview, and the CASAS pre and post-tests remotely. CASAS is currently doing internal testing of several options. Clinical tryouts are underway for remote assessment of COAAPs and the Citizenship Interview Test. Development of options and guidance for the standardized CASAS pre and post-testing will take a bit longer but are in process.

CAEP Regional Online Meetings via CAEP Technical Assistance Project (TAP) begin April 22nd from 1:00 p.m. to 2:00 p.m. CASAS will participate in all regional meetings.

  • Northern California (Delta Sierra north) - April 20
  • Central and Coastal Los Angeles (CDE Areas 9 and 10) - April 22
  • Bay Area (Sonoma to Salinas) - April 27
  • East LA/Inland Counties (CDE Areas 11-12) - April 29
  • Central California (Coast and Valley) - May 4
  • Orange, San Diego and Desert - May 6

CALPRO

In response to COVID-19, CALPRO with the American Institutes for Research (AIR) has identified several resources that may assist adult educators on topics such as distance learning, online teaching, digital literacy, and health literacy. To access copies of issue briefs, companion learning resources and additional resources, visit AIR’s Adult Education Research and Technical Assistance Center (AERTAC) web page at: https://www.air.org/center/adult-education-research-and-technical-assistance-center-aertac#covid.

Among the featured resources are a plain-language Frequently Asked Questions page that addresses a variety of topics related to the COVID-19 pandemic. The direct web address for this document is: https://www.air.org/sites/default/files/AIR-COVID-19-FAQs-508.pdf. Other new resources include issue briefs on Digital Literacy and Health Literacy, produced by AIR for Teaching Skills that Matter in Adult Education, a current OCTAE initiative.

Additionally, Coalition on Adult Basic Education (COABE) is hosting a several webinars many of which are archived. Find additional information at the COABE website at: https://coabe.org/pdwebinars1/.

OTAN

OTAN staff continues to provide online courses to the field through our LMS Moodle: As of March 2, 2020, OTAN has provided over for over 20 Workforce Innovation and Opportunity Act (WIOA) funded agencies with over 150 courses and three non-WIOA agencies with 15 courses on the web page at: https://adultedcourses.org. We have also fielded numerous questions from agencies and teachers whom already existing Moodle courses have but have not had a need to utilize them until now and would like assistance in transitioning to remote teaching via Moodle.

OTAN continues to provide not only online resources for remote teaching through online webinars but also processional development opportunities through Essential Education (Blended Teaching in Adult Education) in addition to self-paced courses on the OTAN Moodle server. Those courses are available through our partnership with LINCS and the IDEAL Consortium. These courses include integrating technology in the classroom, an introduction to open educational resources, mobile learning and more.

The 2020 Adult Education Students Succeed program nomination period closed on Wednesday, April 15, 2020. OTAN received 21 student nominations from across the state. OTAN will begin reviewing the nominations and will notify agencies and students by May 15, 2020 as to the top two finalists and those who will be included in the Students Succeed database.

OTAN is continually working with CALPRO, CASAS, CDCR, HSE Testing services, and other Distance Learning practitioners to maintain webinar presentations and offer CA agencies the best training for their learners. OTAN is also updating the COVID-19 Field Support webpage with timely information and resources.

50 webinars have been offered since March 17, 2020 with over 6500 participants. Each webinar averages anywhere from 120 participants to a maximum of 350 participants. All webinars have been recorded and OTAN is working with accessibility programs to help get recordings posted on the OTAN YouTube Channel by the end of April. The OTAN webinars are being shared and attended by California WIOA, Title II and CAEP agencies, and nationally by the COABE, WORLDED, and LINCS communities.

The Digital Leadership Academy (DLAC) moved the in person final report presentation regularly scheduled in May to an online live presentation on May 15, 2020. Look for the DLAC Reports Webinar for May 15, 2020 on the California professional development calendar late next week to register and view reports. DLAC 3 applications open May 11, 2020 and will be open through the end of July 2020.

Stay Healthy,

Carolyn Zachry
State Director/Education Administrator
Adult Education Office
California Department of Education

WIOA Update – April 9th (sent April 10, 2020)

April 9, 2020

Dear Adult Educators,

Here we are, around a month into life looking different. I hope that those in your circle as well as you are doing well and staying healthy. Our office is continuing to work remotely and finding new tools to help us in the new environment. Microsoft TEAMS is a new platform for us. I am working to increase my proficiency with the program and am finding it very useful. I know that many of you have teachers that are learning new methods to connect with students and to help them continue their learning. Outreach and Technical Assistance Network (OTAN) is the go-to place to information and resources for your staff. Not only is this a valuable resource for us in California but, we are also making many of the webinars available nationally through Coalition on Adult Basic Education (COABE).

There are a few Workforce Innovation Opportunity Act (WIOA), Title II items of importance.

  1. The Adult Education Office (AEO) is wrapping up the reading the grant applications. We hope to have information out in the next couple of weeks.
  2. The Third Quarter Expenditure Claims Report (ECR) can now be completed. The AEO realizes this may be challenging for some to complete fully. However, we are asking that agencies complete as much as possible so that we can reimburse you for expenditures, specifically salaries.
  3. We have not yet been given flexibility on the Employment and Earnings Survey. Please do what you can. Understand, that you can access Comprehensive Adult Student Assessment System (CASAS) TOPSpro® Enterprise (TE) remotely to generate your lists and send the survey out.
  4. The Implementation Survey is now available for you to complete. Again, please do what you can to complete this survey.
  5. For those receiving Integrated English Literacy and Civics Education/Integrated Education and Training (IELCE/IET) Section 243 funding, the plan is ready for you to begin.
  6. We are extending WIOA expenditures to September 20, 2020.
  7. Please complete the COVID-19 Critical Event Survey on the OTAN website at https://otan.us/resources/covid-19-field-support/. It is 30 questions and should take roughly 10 minutes or less.

I know that some of you are on Spring Break this week and some next week. Please enjoy some time away from your computer.

Stay Healthy,

Carolyn Zachry
State Director/Education Administrator
Adult Education Office
California Department of Education

2019–20 Third Quarter Claim and Fiscal Updates (sent April 6, 2020)

Dear Adult Educators:

2019–20 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA)

Third Quarter Expenditure Claim

The Third Quarter Expenditure Claim is now open and due to the California Department of Education (CDE) by April 30, 2020. Please submit the claim electronically; do not mail hard copies to the CDE. Though many agencies are working remotely, we ask that you provide as much information in this claim as may be available at this time. Information from this quarter assists the CDE with funding projections for the next fiscal year. If you require assistance accessing your account remotely, please contact the Adult Ed Technical Support staff at adultedsupport@otan.us.

COVID-19 Field Support Resources and Critical Events Survey

Field Support Resources to assist agencies during this difficult time are summarized on the Office of Technical Assistance Network (OTAN) website at: https://otan.us/resources/covid-19-field-support/. The COVID-19 Critical Events Survey is also located on this page. If you haven’t already done so, please respond to the survey before April 10, 2020.

Claim Payments

Although working remotely, we are still processing claims and making payments regularly. 2019–20 Second Quarter payments have been made and are viewable on California Adult Education Online Application and Reporting website (Adult Ed Reporting website) at https://caadultedreporting.org/WIOA/ClaimPayments. Please refer any questions regarding payments to your Fiscal Analyst. Email is the best way to reach us.

California Adult Education Program Apportionment Funding

The State Controller is continuing to distribute the first California Adult Education Program (CAEP) Apportionments to K–12 Fiscal Agents and K–12 Direct Funded Agencies on a regular schedule. February disbursements were requested and the March disbursement is not far behind. Please direct any questions regarding CAEP Apportionments to Clifton Davis at cdavis@cde.ca.gov.

Adult Ed Reporting Website Upgrade

Upgrade work on the Adult Ed Reporting Site is still ongoing. We have chosen to delay the debut of the new site and updates will be sent as the launch date gets closer.

If you have any questions, please contact your regional CDE Adult Education Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175. While we are open for business and responding to voicemail, email is currently the best way to reach us.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

March

COVID-19 Updates and Surveys (sent March 30, 2020)

March 27, 2020

Dear Adult Education Administrator,

These are certainly unprecedented times that we are experiencing, especially now with the governor’s shelter in place order. The staff from the Adult Education Office (AEO) are all teleworking. We are responding to email and calls. We have a conference call three times a week where we can share information and continue to make decisions. AEO Education Program Consultants are reading the WIOA, Title II applications. We continue to be on track for grant awards to be made available as soon as we receive the funds in early July.

There are concerns about April deliverables. At this time, we are holding to the timeline and are hopeful that many of these can be worked on while administrators are away from their office. We are working with our State Leadership Partners (SLPs), CALPRO, CASAS and OTAN to look at the deliverables and concerns related to these. We will be extending the deadline for expenditures to September 30, 2020.

We understand the concern about how this situation will affect funding in future years as it relates to performance. The Division of Adult Education and Literacy from the United States Department of Education is considering ways to allow for virtual test proctoring. As more information becomes available, we will work with CASAS and our high school equivalency vendors to develop a policy to implement virtual testing. The AEO will be evaluating the data that comes from this year and is used to determine grant awards for the 2021–2022 year. We will analyze data over time and work to ensure that agencies are funded fairly.

We continue to work with our SLPs to provide resources for distance and online learning. These resources are all being posted on the COVID-19 Field Support section of the OTAN website at: https://otan.us/resources/covid-19-field-support/. We also know that many of the vendors the adult education providers in California use are also providing amazing resources for teachers to transition to online teaching.

With respect to the Census 2020, please reach out to your students and encourage them to complete the survey.

Please complete the updated COVID-19 survey “COVID-19 Critical Event Survey”, if you have not done so. The survey is located under the header “CDE Adult Education Office” on the COVID-19 Field Support webpage at: https://otan.us/resources/covid-19-field-support/. The information you provide is valuable to the AEO and our SLPs.

You can also sign up for State Superintendent Thurmond’s weekly email to the field with pertinent COVID-19 updates. You can subscribe to the updates, by emailing join-covid19-update@mlist.cde.ca.gov to be added to the distribution list.

Stay safe and healthy,

The Adult Education Office

Adult Education Resources during Covid-19 (sent March 17, 2020)

March 16, 2020

Dear Adult Education Administrator,

We recognize the uncertainty that COVID-19 is causing in the workplace and on personal lives in the adult education community throughout the state. Several of you have shared not only your concerns, but the actions you are taking to protect students and staff. Needless to say, we appreciate the attention you have given to this crisis.

On the OTAN website you will find several resources under the COVID-19 Field Support button. These resources include:

  • Distance and on-line learning for students
  • Professional development for instructors to teach in a distance or on-line learning format
  • Information for collecting distance learning hours in CASAS TOPSpro Enterprise®

As conferences are canceled and staff are unable to attend professional development we want you to know that our three state leadership projects, CALPRO, CASAS, and OTAN will ensure that there is access to webinars for instructors to participate in to further their own learning.

As this situation is ever evolving, this may also be a good time to ensure that you are updating student and staff contact information.

We also want to remind you that the National Reporting System (NRS) does not allow for remote testing. Therefore, you may not do any CASAS testing remotely. Agencies will have to test students upon the reopening of classes.

In an effort to gain a better understanding of the statewide actions taking place, we have developed a short survey. It is located on the OTAN website at WWW.OTAN.US. Please take a few minutes to complete it. Your participation ensures the AEO will get a comprehensive view of the impact on adult education, staff and students.

For those agencies that have jail education programs we have the following information related to ADA. The CDE is currently working on guidance, which we hope to get out early next week. Notifications about CDE guidance on COVID-19 will be sent out on the PASE@cde.ca.gov listserv. Instructions on how to subscribe to the PASE listserv are available at: https://www.cde.ca.gov/fg/aa/pa/#listserv. Any subsequent questions on guidance issued should be emailed to attendanceaccounting@cde.ca.gov.

Lastly, we understand your concerns regarding the performance of your students and the impact this may have to future funding. We will be monitoring and evaluating the data and make a determination at a later time.

We will continue to monitor the ongoing situation and when appropriate, communicate additional pertinent information to the field.

Sincerely,

The Adult Education Office

January

Second Quarter Deliverables due January 31 (sent January 28, 2020)

Dear Adult Education Administrators:

This is a reminder that a number of deliverables are due to the California Department of Education (CDE) by Friday, January 31, 2020. If your agency has not already submitted these items, please begin working on them now.

  • Second Quarter Data, TOPSpro® Enterprise
  • Second Quarter Data Integrity Report
  • Technology and Distance Learning Plan
  • California Accountability Training
  • CASAS Implementation Training
  • Second Quarter Expenditure Claim Report
  • Employment and Earnings Follow-up Survey

Budget revisions are now included in the quarterly expenditure claim and can be found on the first page of this deliverable. Make sure to complete the expenditure claim and any budget revisions necessary before submitting. If you have any questions on this portion of the claim process, please contact your CDE Fiscal Analyst.

If you have any questions, please contact your regional CDE Adult Education Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

2019–20 Second Quarter Claim and other Important Fiscal Updates (sent January 7, 2020)

Dear Adult Educator:

2019–20 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA)

Second Quarter Expenditure Claim

The Second Quarter Expenditure Claim is now open and due to the California Department of Education by January 31, 2020. Please submit the claim electronically; do not mail hard copies to the CDE.

Professional Development Expenditures

AEFLA funds expended for staff to travel and attend adult education conferences and training must be recorded under Object Code 5000 Administration Costs. Mandatory professional development that requires additional salary remuneration should be recorded under the appropriate personnel Object Codes 1000 and 2000 Administration Costs. Routine staff activities, as described in job descriptions or duty statements, and not incurring travel and lodging expenses, should be recorded as salaries under Object Codes 1000 and 2000.

Employment and Earnings Follow-up Surveys

Second Quarter Employment and Earnings Follow-Up Surveys are due January 31, 2020. If you have not already completed the First Quarter survey, do so now. Run the “NRS Core Performance Wizard” under Tools within TOPSpro® Enterprise to complete this task.

Claim Payment

2019–20 First Quarter payments have been processed. Once a payment request has been sent to the State Controller, payment details are made available on the California Adult Education Online Application and Reporting website (Adult Ed Reporting website) at https://caadultedreporting.org/WIOA/ClaimPayments. Share this information with your fiscal and accounting staff. Review of this fiscal information assists with accurate grant recordkeeping and helping resolve payment issues timely and in the same fiscal year.

California Adult Education Program Apportionment Funding

The State Controller distributed the first California Adult Education Program (CAEP) Apportionments to K–12 Fiscal Agents and K–12 Direct Funded Agencies in December. The first disbursement is for six months and should be received by county treasury offices this week. Please direct any questions regarding CAEP Apportionments to Clifton Davis at 916-323-5047.

Adult Ed Reporting Website Upgrade

The Adult Ed Reporting Site is getting an upgrade! The new site will feature a modern look and will make its debut later this month. There will be no change to your login name or password information.

If you have any questions, please contact your regional CDE Adult Education Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

December

Act Now! Request for Applications WIOA, Title II: AEFLA Program Years 2020–23 (sent December 13, 2019)

Dear Adult Education Providers:

This is reminder that the Request for Applications (RFA) for the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) is now open for interested providers for this competitive grant covering program years 2020–23. The RFA web page is available on the California Department of Education, Adult Education Office RFA web page at: https://www.cde.ca.gov/fg/fo/r8/wioa20rfa.asp.

Interested providers should continue to check the RFA web page and more specifically for Frequently Asked Questions and Errata posted on RFA FAQs & Errata web page at https://www.cde.ca.gov/fg/fo/r8/wioafaqs2020.asp.

Interested providers for the WIOA, Title II: AEFLA grant including local educational agencies, community-based or faith based organizations; volunteer literacy organizations; institutions of higher education; public or private nonprofit agencies; libraries; public housing authorities; nonprofit institutions providing adult education and literacy activities; and consortia, coalitions are encouraged to review and respond. These federal adult education funds are available to (1) assist adults to become literate and obtain the knowledge and skills necessary for employment and economic self-sufficiency; (2) assist adults who are parents or family members to obtain education and skills; (3) assist adults in attaining a secondary school diploma and postsecondary education and training, including through career pathways; and (4) assist immigrants and other individuals who are English language learners.

Applicants have until December 23, 2019, to review the Request for Applications and submit Applicant Eligibility Information online.

If you have any questions, please contact the Adult Education Office by email at adulteducation@cde.ca.gov.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov
916-322-2175

November

2020–23 Request for Applications, Workforce Innovation and Opportunity Act, Title II: Adult Education and Family Literacy Act (sent November 22, 2019)

Dear Adult Education Providers:

The California Department of Education (CDE), Adult Education Office has released the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) Request for Applications (RFA). This RFA is an open competitive grant for program years 2020–23.

The WIOA, Title II: AEFLA provides supplemental funds for adult education and literacy activities that address the unique needs of individuals and communities by providing adults with the literacy skills and knowledge necessary to (a) gain employment or better their current employment; (b) obtain a high school diploma or high school equivalency certificate; (c) attain skills necessary to enter postsecondary education and training; (d) exit public welfare and become self-sufficient; (e) learn to speak, read, and write the English language; (f) master basic academic skills to help their children succeed in school; and (g) become U.S. citizens, exercise their civic responsibilities, and participate in a democratic society.

Interested providers including local educational agencies; community-based or faith based organizations; volunteer literacy organizations; institutions of higher education; public or private nonprofit agencies; libraries; public housing authorities; nonprofit institutions providing adult education and literacy activities; and consortia, coalitions or partners of the preceding types of providers, are encouraged to review and respond to the RFA. Please refer to the RFA for details regarding the program, applicant eligibility, critical application dates, and grantee requirements.

Applicant Eligibility Information must be submitted online no later than 5:00 p.m. on December 23, 2019.

For further information, visit the CDE Request for Application web page at https://www.cde.ca.gov/fg/fo/r8/wioa20rfa.asp. If you have any questions, please contact your CDE regional consultant or the Adult Education Office by telephone at 916-322-2175 or by email at adulteducation@cde.ca.gov.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov
916-322-2175

October

Emergency Conditions Affecting Adult Education Programs (sent October 28, 2019)

Dear Adult Education Directors:

We are once again facing devastating wildfires, the threat of wildfires due to high winds combined with dry conditions, and the preparation to minimize such an event with large scale power outages. The Adult Education Office remains concerned about the impact that massive emergency conditions may have on your ability to provide services to your students. We are certain that the safety of your staff and students are a top concern for both of our organizations. We remain available to assist agencies affected by such conditions, as well as those affected by new or other types of unforeseen emergencies. If your adult education programs, schools, staff, or students are affected by any emergency conditions, please let your regional Adult Education Consultant know as soon as you are able so that we may help you to address administrative and programmatic needs.

You may contact your regional Adult Education Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov

October Deliverables Reminder (sent October 28, 2019)

Dear Adult Education Administrators:

This is a reminder that as we near the end of October the due date for multiple deliverables of the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) grant is fast approaching. If you have not already begun preparing your submittals to meet this deadline, please do so now.

Due Thursday, October 31, 2019

  • First Quarter Data, TOPSpro®Enterprise
  • California English Literacy and Civics Education Objectives and Additional Assessment Plans (COAAP)
  • Professional Development Plan
  • First Quarter Data Integrity Report
  • First Quarter Expenditure Claim Report
  • Employment and Earnings Follow-up Survey

For further information, please visit the California Department of Education (CDE) WIOA, Title II: AEFLA Grant Information 2019–20 web page at https://www.cde.ca.gov/sp/ae/fg/wioa19.asp.

If you have any questions, please contact your CDE regional consultant or the Adult Education Office by telephone at 916-322-2175 or by email at adulteducation@cde.ca.gov.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov
916-322-2175

WIOA 2019-20 First Quarter Expenditure Claim is now open (sent October 22, 2019)

Dear Adult Educator:

2019–20 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

First Quarter Expenditure Claim and Budget Revisions

The First Quarter Expenditure Claim Report (ECR) is now open and is due to the California Department of Education (CDE) by Thursday, October 31, 2019. The newest version of the ECR now includes the ability to revise your budget while filling out the claim. By combining the two activities, the overall claim process will be more efficient and will likely reduce the number of submittals made by agencies. Make sure to read the Budget and Expenditure Claim Report Guidelines before entering data into your claim as the information has changed.

This is an electronic deliverable. Electronical approval and submittal are required. Please do not mail hardcopy claims to the CDE.

Budget and Grant Award Notification

Grant Award Notifications and Budgets were due on September 15, 2018 and are now considered overdue. These items are required in order to access the First ECR. If a budget was not approved and modification was requested by CDE, your Budget must be re-approved before it can be re-submitted.

Payments

The Claim Payments page on the Adult Education Online Application and Reporting website provides current information about payments made to your agency. The page is accessible at https://caadultedreporting.org/WIOA/ClaimPayments (login required). The information includes the date the payment request was submitted to the California State Controller’s Office and the amount by Resource Code that was requested for payment.

The Adult Education Office (AEO) recognizes that timely reimbursements are important to your agency. For program year 2018–19, 83 percent of Final Claims were submitted on time. This allowed the AEO to request payment for more than 95 percent of all eligible claims within 30 days of the submittal due date. One of our ongoing priorities for 2019–20 is to prepare approved and eligible claims for payment as quickly and efficiently as possible.

If you have any questions, please contact your regional CDE Adult Education Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

Welcome Back Video (sent October 8, 2019)

A welcome back video of Dr. Carolyn Zachry, State Director/Education Administrator of the Adult Education Office at the California Department of Education is now available. The video is accessible from the Training and Resources section of the Adult Education Online Application and Reporting web site at https://caadultedreporting.org/WIOA/TrainingVideos (login required).

This short video, less than 5 minutes, is designed to be shared with all staff. Suggested uses include having as part of a staff meeting, or sharing the link with staff to view when they have time. A direct link for sharing may be obtained by right clicking on the video and choosing "Copy Video URL".

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

September

Reminder: 2019–2020 WIOA, Title II: AEFLA GAN and Budgets were due September 15, 2019 (sent September 23, 2019)

Dear Adult Educator:

This is a friendly reminder that Grant Award Notifications (GAN) and Budgets were due to the California Department of Education (CDE) on September 15, 2019.

Grant Awards

The distribution and submittal process for the 2019–20 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) GAN is different than last year. Your agency is responsible for accessing the Adult Education Online Application and Reporting web site (reporting site) at https://caadultedreporting.org/ to download your GAN, print, obtain wet signature, and upload the signed document to the CDE. If you have already submitted your GAN electronically, thank you! If you have not already submitted your GAN electronically, please do so now. The GAN file must be accepted by the CDE in order to access the First Quarter Expenditure Claim Report (ECR).

Step by step instructions for downloading the GAN are available on the new Training and Resources page within the reporting site at https://caadultedreporting.org/WIOA/TrainingResources (login required).

You must maintain the original signed GAN in your agency files unless requested to submit it to the CDE. Do not mail your GAN to the CDE. If your GAN was inadvertently mailed to the CDE, please contact us at (916) 322-2175 for additional information.

Grant Budget

The 2019–20 WIOA, Title II AEFLA Grant Budget must be completed, approved, and submitted electronically within the reporting site. The CDE may return the Grant Budget and request edits prior to approving it. Please address and resubmit changes timely. This action will require electronic re-approval by your agency. The Grant Budget must be approved by the CDE in order to access the First Quarter ECR. Once approved, all budget revisions during the course of the program year will be completed within the ECR.

Please remember, the cost of professional development must be taken from local administrative costs and not instructional costs per Section 233(2) of the WIOA, Title II AELFA; 34 Code of Federal Regulations section 463.26.

First Quarter Expenditure Claim

The First Quarter ECR is expected to open the first full week of October. In order to access the ECR the following conditions must be met: 1. Your GAN must be submitted and accepted by the CDE. 2. Your Grant Budget must be submitted and approved by the CDE.

Website Upgrade

The reporting site will be getting a new look later this year! We will be adding more resources to the Training and Resources page and a few other new features to enhance your experience on the site. Stay tuned for more information.

If you have any questions, please contact your AEO Fiscal Analyst or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

August

2019-2020 WIOA, Title II: AEFLA Important Information (sent August 30, 2019)

Dear Adult Educator:

The 2019–2020 program year for the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) has officially begun! We have many important updates to share with you.

Grant Awards

The funding results for the 2019–2020 WIOA, Title II: AEFLA federal grant have been posted on the California Department of Education (CDE) Funding Results web page at https://www.cde.ca.gov/sp/ae/fg/wioa19.asp.

Grant Award Notifications are electronically available within your agency account on the Adult Education Online and Reporting web site (reporting site). The Grant Award Notifications will not be mailed this year. Your agency is responsible for accessing the reporting site to download, print, obtain wet signature, and upload the signed document to the California Department of Education by September 15, 2019. You must maintain the signed Grant Award Notification in your agency files unless requested to submit it to the CDE.

Step by step instructions for downloading the Grant Award Notification are available on the new Training and Resources page within the reporting site at https://caadultedreporting.org/WIOA/TrainingResources (login required).

Grant Budget

The Grant Budget within the reporting site is now open. The Grant Budget must be approved and submitted electronically to the CDE no later than September 15, 2019. Please do not mail hardcopies to the CDE.

Program and Accountability Guidance Letter

Information regarding federal accountability requirements for all adult education agencies that receive AEFLA funding has been posted on the CDE WIOA, Title II: AEFLA Grant Information 2019–2020 web page at https://www.cde.ca.gov/sp/ae/fg/wioa19.asp.

Contact Information

Have you recently experienced a change in program or administrative staff? Please review your agency information and staff contacts within the reporting site at https://caadultedreporting.org/MyAgency. Keeping this data current ensures that CDE has the correct information to distribute important documents by mail and email.

If you have any questions, please contact your AEO Fiscal Analyst or the Adult Education Office by email at adulteducation@cde.ca.gov or by telephone at 916-322-2175.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

Reminder - WIOA, Title II: AEFLA Final Expenditure Claim Report is due August 15 (sent August 13, 2019)

Dear Adult Education Administrators:

This is a reminder that the due date for the Final Expenditure Claim Report for the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) is Thursday, August 15, 2019. If you have not already completed your expenditure claim report, please do so now. The report has been updated to incorporate a section for reporting the total amount of AEFLA and non-federal funds expended on workforce training and infrastructure costs.

Agency Contact Information

If you experienced staffing or administrator changes this summer, please update your agency contact information on the California Adult Education Online Application and Reporting website at: https://caadultedreporting.org/MyAgency. Important program information for 2019–20 will be distributed soon and we want everyone to receive the notification.

2019–20 Grant Award Notifications

The Adult Education Office is still awaiting final approval to distribute the 2019–20 Grant Award Notifications. Grant information and award amounts will be posted to the WIOA, Title II: AEFLA 2019–20 Grant Information web page at https://www.cde.ca.gov/sp/ae/fg/wioa19.asp once they are available. Important changes regarding the Grant Award Notification process will be available as soon as the awards are posted. Ensure your agency contact information is up to date so that you receive this information promptly.

If you have any questions, please contact your CDE regional consultant or the Adult Education Office by telephone at 916-322-2175 or by email at adulteducation@cde.ca.gov.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov
916-322-2175

2019 Orientation for New Administrators (sent August 1, 2019)

Dear Adult Education Administrators:

The California Department of Education (CDE) Adult Education Office cordially invites new administers and coordinators to the 2019 Orientation for New Administrators on September 30, 2019, 8:30 a.m. to 4:30 p.m. at the Capitol Area East End Complex, 1500 Capitol Avenue, Sacramento, California, 95814.

The purpose of this orientation is to provide an overview of the Workforce Innovation and Opportunity Act, Title II: Adult Education and Family Literacy Act grant implementation requirements and available resources. The CDE is unable to provide initial payment to cover the costs associated with this orientation. However, agencies are allowed to claim costs for travel, lodging, and meals as part of the grant reimbursement. Participants are responsible for arranging their own transportation and lodging.

Each agency may send two people: one administrator, and one coordinator or staff member. Due to limited space, this training is only for new administrators and coordinators hired on or after October 8, 2018, which was the date of the last orientation. An exception will be made for staff who were hired in the summer of 2018 but did not attend the October 8, 2018 orientation. To register, please fill out the registration form at https://docs.google.com/forms/d/e/1FAIpQLScGQ7iOF-iH7EHxCT7jt9STiG_dOZUUsob1t5sbBZHQgMh4XA/viewform.

The deadline for registration is September 11, 2019.

If you have any questions regarding the contents of this orientation, please contact Dr. Chiem-Seng Yaangh by phone at 916-445-5724 or by email at cyaangh@cde.ca.gov. If you have questions about registration, please contact the California Adult Literacy Professional Development Project by phone at 916-286-8803 or by email at calpro@air.org.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
916-322-2175
adulteducation@cde.ca.gov

July

Final Expenditure Claim Report 2018–19 (sent July 18, 2019)

Dear Adult Educator:

2018–19 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA) Updates

Final Expenditure Claim Report

The Final Expenditure Claim Report (ECR) is now open and must be submitted electronically to the California Department of Education (CDE) by Thursday, August 15, 2019. Please do not mail hard copies.

The Final ECR has been updated to incorporate a section for reporting the total amount of AEFLA and non-Federal funds expended on workforce training and infrastructure costs. This information was collected by survey last year and will be collected annually on the Final ECR moving forward.

If you have any questions, please contact your CDE regional consultant or the Adult Education Office by telephone at 916-322-2175 or by email at adulteducation@cde.ca.gov.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov
916-322-2175

SSID, Staffing, End of Year Deliverables and other important updates (sent July 15, 2019)

Dear Adult Education Administrators:

Happy summer! I wanted to provide an update on the Statewide Student Identifiers (SSID) work that the Adult Education Office (AEO) has been working on, as well as a staffing update and some other important items.

Assigning Statewide Student Identifiers to Students in Adult Education Programs

The California Department of Education (CDE) informed and provided guidance to Local Education Agencies (LEAs) that in 2019–20, public through grade twelve (K–12) LEAs that administer Adult Education Programs regardless of funding source are responsible for acquiring SSIDs for adult students who do not have a California Longitudinal Pupil Achievement Data System (CALPADS) SSID, or who do not have a social security number (SSN) (California Education Code Sections 52523 and 78401).

Earlier this spring, the process began with a one-time match conducted by the CDE for students aged 34 and younger. This age was selected based upon the date CALPADS began. The one-time match process was for current adult education students without a SSN. Based on that match, CDE has decided to pursue an alternative strategy to assign unique SSIDs to the adult education population. The new process does not require LEAs to acquire CALPADS SSIDs for these students. During the Program Year 2019–20, the CDE will assign unique statewide adult education student identifiers to all students (who do not have an SSN) enrolled in the statewide data collection management information system.

We are still working on a complete plan to move forward. This is step one in our plan. I continue to meet on a regular basis with CDE data staff and CASAS staff to help further this work. More information to come as the year is underway.

Staffing Update

I am pleased to announce a new consultant to the AEO Team: Colby Franklin. He will be taking over the county areas of Riverside and San Bernardino. Colby comes to our office from within the Career and College Transition Division (CCTD) where he has been a consultant with the High School Initiatives and Innovations Office. He has been in education for 27 years, mostly in the K–12 and adult system. Having working at the secondary system, he sees the need that adult education fills for many students that did not find success in a comprehensive or alternative secondary school. He stated that joining the AEO is a chance to help provide the additional means for all students to become successful and an opportunity to continue being lifelong learners.

CCTD also has a new division director. Pradeep Kotamraju Ph.D., is the former Iowa Department of Education Bureau Chief, Career Technical Education (CTE). In his previous roles, Dr. Kotamraju was the CTE administrator of state and federally funded CTE programs in Minnesota and Iowa. In Iowa, he guided the redesign of the Iowa Department of Education’s CTE program and managed the department’s dual enrollment programs. Dr. Kotamraju has a bachelor’s degree in economics from the University of Delhi, India; a master’s in economics from George Washington University; and a doctorate in economics from the University of Illinois.

Please join us in extending a warm welcome to both Colby and Dr. Kotamraju.

End of Year Deliverables and Final Expenditure Claim Report

The End of Year Notice for 2018–19 is available on the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) Grant Information 2018–19 webpage at https://www.cde.ca.gov/sp/ae/fg/wioa18.asp. The deadline for submitting numerous end of year deliverables is July 15, 2019. If you have not already submitted these items, please do so now.

The Final Expenditure Claim Report (ECR) has been updated to incorporate a section for reporting the total amount of AEFLA and non-Federal funds expended on workforce training and infrastructure costs. It is anticipated that the report will be available late next week and notification will be sent as soon as it is available. The final ECR is due August 15, 2019.

2019–20 Grant Award Notifications

The AEO is awaiting final approval to distribute the 2019–20 Grant Award Notifications. Grant information and award amounts will be posted to the WIOA, Title II: AEFLA 2019–20 Grant Information webpage at https://www.cde.ca.gov/sp/ae/fg/wioa19.asp once they are available. This information is expected closer to the end of July.

Agency Contact Information

If you experienced staffing or administrator changes this summer, please update your agency contact information on the California Adult Education Online Application and Reporting website at: https://caadultedreporting.org/MyAgency.

CDE Webpage Updates

In an effort to make content easier to locate, the AEO has been working to update and reorganize the specialized program information on the CDE website at https://www.cde.ca.gov/sp/ae/. While some of these updates have recently posted, others will be added over the coming months. Older reference material, such as management bulletins released in prior years, may reflect in the ‘Recently Posted in Adult Education’ box on our webpages as a result of the reorganization updates, not because the content has changed. Please let us know if you are having trouble locating routinely referenced links.

If you have any questions, please contact your CDE regional consultant or the Adult Education Office by telephone at 916-322-2175 or by email at adulteducation@cde.ca.gov.

Sincerely,

Carolyn Zachry, Ed.D.
Education Administrator and State Director
Adult Education Office
California Department of Education
adulteducation@cde.ca.gov
916-322-2175