CDE Announcements Archive

July

2020–21 Final Expenditure Claims are due July 31 (sent July 29, 2021)

Dear Adult Educator:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

This is a friendly reminder that the Final Expenditure Claim Report (ECR) is due by Saturday, July 31, 2020.

The Final ECR includes a section for reporting the total amount of AEFLA and non-Federal funds expended on workforce training and infrastructure costs. Please report as much of this information as you have available to you. The Final ECR is also where you will update your budget to account for amendment award amounts, if applicable. There is not a separate application to revise the budget. Use the column within the ECR labeled “Budget” to update the budget; then move to the right to add expenditures for the last quarter of the year.

For additional information and examples of how to update a budget, refer to item 8, Budget Revisions on page 3 of the document Completing an Expenditure Claim Report. This document is also available from the the Resources section of the reporting site.

If you have any questions, please contact your CDE Fiscal Analyst 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

End of Year Information and Looking Ahead to 2021–22 (sent July 1, 2021)

Dear Adult Education Administrators:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

WOW! What a year it has been! We celebrate our graduates this time of year, but also the staff behind our adult education programs who work tirelessly to support the work we all do for California. Congratulations on making it through! There are a few grant related items to share with you as we close out the year and also some exciting updates looking ahead to year two of this WIOA grant cycle.

End-of-Year Information

Information regarding 2020–21 end-of-year requirements is available on the WIOA, Title II: AEFLA Grant Information 2020–21 web page.

Data and documents due by July 15, 2021 include the following:

  1. End-of-Year Data, TOPSpro® Enterprise
  2. Adult Education Personnel Information
  3. End-of-Yea Data Integrity Report
  4. Payment Points Summary Report
  5. Employment and Earnings Follow-up Survey

Data and Documents due by August 1, 2021 include the following:

  1. Final Expenditure Claim Report (ECR)
  2. Official Payment Points Certification Letter

The Final ECR application opened on July 1 and can be accessed through the Online Application and Reporting Site (login required). Please include all eligible reimbursements regardless of quarter, up to 100 percent of the award amount. This data assists us with our federal reporting. As such, the Final ECR includes additional pages to capture required federal data regarding Training and Infrastructure activities. Note that non-federal expenditures to supplement this grant must be reported and are expected to be at 25 percent or higher of your grant award. Questions regarding the Final ECR may be directed to your Fiscal Analyst at the Adult Education Office (AEO) via email.

Looking ahead to 2021–22

The AEO is in full preparation mode for next year! Our agency award package is still pending final approvals although receipt of our federal award expected in early July. We have included close to $97 million of funding for year two of this grant cycle. The award is expected to include another increase for Adult Education and use of carryover to fund additional activities in positive outcomes for Employment and Earnings; as well as increases in pre and post testing activities earned in the early part of Fiscal Year 2020–21. Carryover is often issued mid-year and we are pleased to be able to provide this at the start of the first quarter.

Access to next year’s Funding Results are expected in mid-July and will be posted on our Federal Grant Information web page once available. After the posting, Grant Award Notifications (GAN) will then be uploaded to the Online Application and Reporting Site. Access to the reporting site will require all user to access information utilizing their new login and password. Users will be notified of the new login information via an email from our Technical Support Team and asked to create a password for their profile. This notification will not occur until after the funding results are released and the GAN have been loaded into the reporting site. Account information will be sent from this email address, so please ensure you have added it to your safe senders list.

Welcome Video

Be on the look-out for another welcome back video as we start the new year! New staff and administrators onboarding over the summer will be provided access and information to assist them with the grant. Continue to reference the Resources section of the reporting site for on-demand access to other videos and materials related to this grant.

Our office is moving towards a hybrid remote working environment and more easily available by telephone, however, email is still the best way to reach staff. 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
916-322-2175
adulteducation@cde.ca.gov

May

WIOA 2021–22 Inquiry is open and due June 4

Dear Adult Educators:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

The Inquiry for Fiscal Year 2021–2022 is now available on the Online Application and Reporting website (reporting site). You will find this one-time activity under Surveys on the WIOA Navigation Menu. Agency response is required for activities related to the upcoming fiscal year by June 4, 2021.

This activity replaces the previous re-application process and provides information to the Adult Education Office regarding year two of this grant cycle. It includes a reminder to review your agency’s annual System for Award Management (http://SAM.gov) registration and update your Agency Contacts. It will also provide an opportunity to upload a new Federal Funding Accountability and Transparency Act (FFATA) form, should your agency’s information have changed since applications were submitted. For most agencies, submitting a new FFATA form will not be necessary but verifying that your current registration status is “Active” on SAM.gov is.

Additionally, the WIOA 2021–22 Inquiry includes a section related to individual user logins for the reporting site. If you took a few minutes recently to consider which staff in your organization need or currently have access to the reporting site, you will want that information available before beginning this activity.

The respondent should have knowledge of fiscal, programmatic and organizational information for your agency’s adult education program. For most agencies, it is expected that responses will be provided by your agency’s Adult Education Director. The estimated time to complete this activity is less than twenty minutes if your SAM.gov registration is current and active.

If you have any questions regarding the WIOA 2021–22 Inquiry, please contact your Fiscal Analyst by email or the Adult Education Office at adulteducation@cde.ca.gov. As CDE is still working remotely, email is 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

April

WIOA 2020–21 Grant Award Amendments and important information about next year (sent April 28, 2021)

Dear Adult Educators:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

Grant Awards

The updated funding results for the 2020–21 WIOA, Title II: AEFLA federal grant have posted to the California Department of Education (CDE) Funding Results web page.

Login to the Adult Education Online Application and Reporting Site to access your Grant Award Notification (GAN) Amendment electronically from the WIOA menu. You are responsible for obtaining a wet signature then scanning and uploading the signed GAN file to the CDE by Tuesday, May 11, 2021. Ensure the signature on your agency’s GAN Amendment is the same signature on the original GAN accepted by CDE. If the signatory needs to change, match the level of authority for the signer. While a duplicate copy of your GAN was mailed to you, the quickest way to complete this requirement from start to finish is to do so electronically.

Access the Resources web page for a detailed description of the GAN Download/Upload process. The hybrid mail/electronic process will be the same as with the original award documents. If accessibility assistance is needed, please contact your Fiscal Analyst at the Adult Education Office (AEO).

All agencies will be required to update their budget within the Final Expenditure Claim (ECR) application which will open in early June. A separate revised budget, as was requested in past grant cycles, is not being required. The Final ECR is also where agencies will need to reflect any increases in administration above 5 percent. You may reach out to your CDE Regional Consultant to discuss increased administration costs above this threshold.

Who is Receiving an Amendment?

As a reminder, agencies will receive a Fiscal Year 2020–21 GAN Amendment if one of the following apply:

  • A non-fiscal issue was identified on the original GAN, such as a change to the named Fiscal Agent or Service Location Field;
  • Agency dropped one or more programs since the original GAN was issued;
  • A funding increase occurred in at least one program focus area.

Please refer to our email of April 8, 2021 regarding specifics about the program areas being funded and ideas for expenditures to spend your increased awards this fiscal year.

2021–2022 Grant Awards

The Adult Education Office (AEO) has been preparing for next year with specific attention to your concerns and feedback regarding the impacts COVID-19 has had on testing, and end of the year activities, in Fiscal Year 2019–20. A decision was made to fund agencies at a level that is equal to, or greater, than the amounts received in year one of this grant cycle. This would be the amount reflected in the amended GANs that were just released. We understand and share your concerns. It is our hope that this decision will allow you to continue providing excellent service to your students in achieving their goals. If you should have any questions about your agency’s performance, or funding levels, please reach out to your CDE Regional Consultant.

We are on track with our goal to distribute next year’s Grant Awards, which include carryover funding, as soon as our federal grant is received in early July. California’s preliminary grant award shows another increase for Adult Education and we couldn’t be happier! We plan to fund additional positive outcomes in Employment and Earnings and increases in Pre and Post testing activities earned in the early part of Fiscal Year 2020–21.

2021–2022 Inquiry and Reporting Site Upgrade – Final Phase

In the next few weeks the AEO plans to distribute a one-time inquiry regarding information needed for year two of this grant cycle. This inquiry will include a reminder to update your Agency Contacts and your SAM.gov registration. It will also provide an opportunity to upload a new FFATA form should your information have changed since applications were submitted. For most agencies, submitting a new FFATA form will not be necessary, but the SAM.gov updates are an annual requirement. Additionally, there will be a section related to individual user logins for the Adult Education Online Application and Reporting Website (reporting site).

The final phase of the reporting site upgrade includes moving agencies from a single user login to a multiple user login structure. Agencies will have more control over which users have access to the WIOA and Course Approval content within the website. Agencies will be able to designate content access as read-only, edit, or approve, based on a person’s job function within the organization. You can get a head start on planning your responses by considering which staff in your organization need or currently have access to the reporting site. Additional information will be distributed soon.

The transition to using the new logins will occur with the start of the 2021–22 fiscal year.

Contact Information

Have you recently experienced a change in program or administrative staff? Please review and update your Agency Contacts.

If you have any questions regarding the GAN or Budget processes, please contact your Fiscal Analyst by email or the Adult Education Office at adulteducation@cde.ca.gov. If you have any questions regarding the ideas for expenditures or administrative costs, please contact your CDE Regional Consultant. As CDE is still working remotely, email is 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

WIOA 2020–21 Grant Award Updates (sent April 8, 2021)

Dear Adult Educators:

Spring is here once again and this month marks a full year of remote working for many Californians. We recognize the challenges that distance education brings and celebrate the successful accomplishments of our agencies in the continuation of education programs for our adult learners. At this time, there are some positive fiscal updates to share with you! Grant Award Notification (GAN) Amendments are expected in the coming weeks. While the required approvals are still pending, the following information is intended to assist agencies with budgeting and planning.

These additional awards are coming later than the Adult Education Office (AEO) had intended and we thank you for your continued patience during this process. Unfortunately, the California Department of Education (CDE) is still experiencing challenges as a result of the statewide shift to the accounting and budgeting software known as FI$Cal. The AEO continues to adjust our processes in order to eliminate future impacts. Our office has already begun award preparations for the next fiscal year and staff are working hard to issue additional funding concurrently with the original GAN in order to eliminate mid-year amendments.

Who Will Receive an Amendment?

Agencies should expect a Fiscal Year 2020–21 GAN Amendment if one of the following apply:

  • A non-fiscal issue was identified on the original GAN, such as a change to the named Fiscal Agent or Service Location Field;
  • Agency dropped one or more programs since the original GAN was issued;
  • A funding increase related to at least one of the activities described in the next section.

What Program Focus Areas are Being Funded?

The AEO expects to issue an additional $4.4 million dollars in awards for Fiscal Year 2020–21. This increase will be visible in four major areas:

  1. A 297 percent statewide increase in Payment Points for Adult Secondary Education. This is a result of new data received through the High School Equivalency/Diploma data match process. Agencies eligible for Payment Points in Fiscal Year 2018–19 may reach out to their CDE Regional Consultant to inquire about agency specific changes. The Payment Point Value will not change.
  2. A 36 percent increase in the Payment Point Value for Section 243 Integrated English Literacy and Civics Education with Integrated Education and Training (IELCE with IET) from $160 to $196. Actual Payment Points will not change.
  3. A one-time award for positive outcomes received in Employment and Earnings activities in Adult Basic Education. Outcomes were calculated based on several factors and agencies with Section 225 programs could see additional funds in this area. Awards expected in this area are minimal as each positive outcome is valued at $12.
  4. A one-time award for positive outcomes in Employment and Earnings activities in Adult Secondary Education. Outcomes were calculated based on several factors and agencies with Section 225 programs could see additional funds in this area. Awards expected in this area are minimal as each positive outcome is valued at $12.

Ideas for Expenditures

The AEO realizes this is coming to you later than we all would have liked. Unfortunately, we will not be able to extend spending as we were last year. Below is a list of non-exhaustive suggestions for consideration to assist in the expenditures of these additional funds.

  • Plan for additional time to allow teachers to develop curriculum and content for the next academic year.
  • Additional time for teachers to further develop their technology skills.
  • Extra planning time for the development and implementation of Continuous Improvement Plan.
  • Technology purchases included computers to loan to students, mobile hot spots and the contract costs to these, plug in computer cameras, etc.
  • Additional time for instructors/proctors for the testing of students.
  • Additional textbooks for student checkout.
  • Increase staff time to reach out to students who have not responded to the Employment and Earnings Survey.

It is understood that many of these ideas are related to staff time and professional development. With the 5 percent cap on administration and professional development this can be a challenge. The AEO has the option to increase this cap on an as needed basis. If adding these professional development activities will cause your agency to exceed this cap, reach out to your AEO consultant with an explanation and detail of the increased need. The AEO consultant will able be review this information and approve an increase if reasonable.

Next Steps

Upon approval, the GAN Amendments will be available through the Adult Education Online Application and Reporting website and posted to the Adult Education Funding Results web page. Updated award amounts will not be reflected on the Third Quarter Expenditure Claim which opened on April 5, 2021. Amended award values will be reflected on the Final Expenditure Claim Report (ECR). Agencies will be expected to update their budget electronically within the ECR application when making their final claim. Reflect any increases in administration above 5 percent the Final ECR.

We will continue to provide updates should this information change. If you have any questions, please contact the Adult Education Office by email at adulteducation@cde.ca.gov. As CDE is still working remotely, email is 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

Student Funding in Adult Education Programs

Dear Adult Educators:

Please review the letter dated, March 29, 2021, regarding Student Funding in Adult Education Programs.

If you have any questions regarding this subject, 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
916-322-2175
adulteducation@cde.ca.gov

January

Continuous Improvement Plan Portal to open February 1 (sent January 29, 2021)

Dear Adult Education Administrators:

The Continuous Improvement Plan (CIP) portal will open on February 1, 2021, in the Adult Education Online Application and Reporting website. Locate the CIP web page from the WIOA Navigation Menu. The Word version of the document is currently posted and available for preparation purposes. The webinar from this week will be posted to the CIP web page the week of February 1. Access the plan portal from the blue button labeled “Start Plan” or “Edit Plan”.

If you have questions about the content for the plan, please reach out to your California Department of Education Regional Consultant via email. The CIP is due April 30, 2021.

Sincerely,

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

Dear Adult Educator:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

This is a friendly reminder that second quarter deliverables are due by January 31, 2021. Those deliverables include:

  1. Second Quarter Data, TOPSpro® Enterprise
  2. Second Quarter Data Integrity Report
  3. California Accountability Training
  4. CASAS Implementation Training
  5. Second Quarter Expenditure Claim Report
  6. Employment and Earnings Follow-up Survey

These are electronic only deliverables. For further information, please visit the CDE WIOA, Title II: AEFLA Grant Information 2020–21 web page.

Update Passwords

Thank you to those agencies that have completed our request to update their account passwords. There are still a few agencies that need to take action. If your agency received notifications from the Adult Ed Support email address on January 15 and January 22, and you have not already contacted them to update your account passwords, please do so now. Later this week, accounts with outdated passwords will be locked until this action is completed.

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
916-322-2175
adulteducation@cde.ca.gov

WIOA 2020–21 Second Quarter Claim is Open and Second Quarter Deliverables Reminder (sent January 8, 2021)

Dear Adult Educator:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

Happy New Year! Despite the ongoing challenges we are facing, adult education programs across the state continue to display an upbeat spirit in support of student learning. We know how hard it is to continue at this pace, especially as the challenges seem to keep coming. You are doing great and we are here to support you! Keep it up! The program year is half way over and we are at the top of the hill. As you settle back into a regular routine after holiday break there are some things to keep in mind:

Second Quarter Expenditure Claim is Open

The Second Quarter Expenditure Claim Report (ECR) module opened on Monday, January 4, 2020 and is due to the California Department of Education (CDE) by Sunday, January 31, 2020. Update any budget revisions in the first column of the ECR before entering second quarter expenditures. Please note, even though negative numbers may be used to adjust entries in a quarterly expense column for an object code, the budget total for that object code may not be lower than the claim amount in previous quarters. Refer to the document, WIOA Completing an Expenditure Claim, on the Resources page of the Online Application and Reporting website for further information on adjusting errors or shifting expenditures between object codes.

If your agency has not already submitted a first quarter claim please do so now to avoid delays. Access to the second quarter claim module is not permitted until the CDE approves the first quarter claim and the updated PDF file showing CDE’s approval is generated. They system generates the updated files automatically the day following CDE’s approval. Late claims impact our payment processing and we appreciate it when these deliverables are submitted on time.

Minor changes to the Second Quarter ECR module were made to fine tune the new software experience. Report unexpected technical issues to the technical support team listed at the bottom of the website.

Claim Review and Payments

Staff in the Adult Education Office review claims and submit payment requests for eligible claims on a regular basis. We have begun processing payments for the first quarter claims received for this program year. This means that any second quarter claims submitted early in January are expected to be issued by the State Controller before the end of the month. Agencies with outstanding first quarter claims can expect both claims to be bundled together for payment.

Second Quarter Deliverables

  1. Second Quarter Data, TOPSpro® Enterprise
  2. Second Quarter Data Integrity Report
  3. California Accountability Training
  4. CASAS Implementation Training
  5. Second Quarter Expenditure Claim Report
  6. Employment and Earnings Follow-up Survey

These are electronic only deliverables. For further information, please visit the CDE WIOA, Title II: AEFLA Grant Information 2020–21 web page.

Update Passwords

In support of good cyber security, and in preparation for the next phase of our website upgrade, all users need to update their account passwords. Many agencies have separate logins for WIOA Title II and Course Approvals content which are outdated. At the end of January, accounts with outdated passwords will be locked until the password is updated.

Use the online contact form to update your password information any time of day at: https://caadultedreporting.org/Support/ContactOTAN. In the box “I need information about…”, select “All of the above!”. And in the last box, “Please enter a detailed description of your request”, include your new password. The information will be updated and a notification sent when the request has been completed. Alternatively, if you would prefer to update a password over the phone, please indicate this in the description box and someone will reach out to you during business hours. Thank you in advance for completing this important activity.

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
916-322-2175
adulteducation@cde.ca.gov

December

Important mid-year WIOA updates and the new Continuous Improvement Plan (sent December 15, 2020)

Dear Adult Education Administrators:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

As we near the middle of December, traditionally many agencies close for a few weeks during the holidays. The Adult Education Office (AEO) wishes you all a happy, safe and fun holiday season; and hope that you will continue to celebrate traditions, or make new traditions, that will make this odd year a very special time.

First Quarter Deliverables

To date we have received 91% of Expenditure Claim Reports (ECR) for the first quarter. Timely ECR submittals assist the AEO with completing reviews and processing payments quickly for all California WIOA, Title II: AEFLA grantees. Thank you to those agencies that submitted a first quarter claim and other deliverables timely.

Before closing up for the holidays, please take a moment to review the WIOA Dashboard within your reporting site account. If something is showing as incomplete or outstanding, please take a moment to attend to it before heading out on break. Should your dashboard be displaying incorrect information, contact your California Deparement of Education (CDE) Fiscal Analyst so we can look into it.

Second Quarter Deliverables

As we are less than 90 days from the due dates for all Second Quarter Deliverables, these items will appear on the WIOA Dashboard. The Second Quarter ECR module is expected to open on January 4, 2021. Please check back early in January to prepare and submit a claim. Budget modifications should be made directly in the ECR module.

Continuous Improvement Plan

A comprehensive guide to the new Continuous Improvement Plan (CIP) has posted. Access to the CIP module will be through the WIOA Navigation menu of the reporting site. Review the guide and stay tuned for further details, including webinars, in early 2021. While the CIP is not due until April, ample time for drafting, planning and submittal is needed.

Payments & Apportionments

October and November brought an overlap of both the 2019 fourth quarter and the 2020 first quarter claims. The AEO has been a little busier than usual processing approximately four hundred claims, which is double our usual quarterly amount. At this time, we have finished processing all eligible 2019 WIOA payment requests and are moving on to 2020. Payments issue two weeks from the date the request was sent to the State Controller. The expected issue dates are posted to the Award and Claim Payments page in the reporting site.

California Adult Education Program Apportionments (CAEP) for June through November have been issued. December CAEP Apportionments are still in process but are expected to issue soon.

Though staff continue to work remotely, the CDE is open during the new regional stay at home orders. Staff in our office are best reached by email. Contact information and a current staff directory are available in the Resources page of the reporting site. If you have any questions, please contact the AEO by email at adulteducation@cde.ca.gov

Sincerely,

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

November

Rethink Adult Ed Challenge (sent November 17, 2020)

Dear Adult Education Directors,

You may have interest in this upcoming program.

Enter by November 25: $750,000 challenge is advancing pre-apprenticeships

The U.S. Department of Education’s Rethink Adult Ed Challenge invites AEFLA-funded adult education providers to design innovative and high-quality pre-apprenticeship programs — in any industry, anywhere in the United States.

Submit a preliminary design online by November 25

Adult education providers interested in entering the challenge should complete a Stage 1 submission by 11:59 p.m. ET on November 25. The online submission seeks a preliminary design for a pre-apprenticeship program, including a description of the target learners, the adult education activities the program may provide, and local and national industry needs. To learn more, adult education providers can replay the challenge information session and see answers to frequently asked questions.

Multistage challenge will offer virtual resources and expert support

Finalists selected to join Stage 2 will have access to virtual resources and support to help them refine their designs and develop program proposals. The grand-prize winner will be awarded $250,000, and up to five runners-up will each receive at least $100,000.

To receive future updates, subscribe to the challenge newsletter and follow Ed Prizes on Twitter.

Sincerely,

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

WIOAU.S. PIAAC Skills Map: State and County Indicators of Adult Literacy and Numeracy (sent November 9, 2020)

Dear Adult Education Administrator,

The National Center for Education Statistics (NCES) recently released Program for the International Assessment of Adult Competencies (PIAAC) Skills Map, an interactive tool that presents state and county estimates of adult literacy and numeracy proficiency. The map can be found online at: https://nces.ed.gov/surveys/piaac/skillsmap/. These new data include first-of-their kind, state-and county-level data on numeracy skills, and greater detail about literacy skills at the state and county level.

There are many products posted at the NCES PIAAC results website at: https://nces.ed.gov/surveys/piaac/current_results.asp, on the Skills Map, and on the State and County Estimates website at: https://nces.ed.gov/surveys/piaac/state-county-estimates.asp. Please check out the Skills Map video on YouTube at https://www.youtube.com/watch?v=umDsybeKojU, or the Skills Map brochure entitled States and Counties with the Highest and Lowest Levels of Adult Literacy and Numeracy Skills at: https://nces.ed.gov/surveys/piaac/doc/us-piaac-skillsmap_summary.pdf for Frequently Asked Questions (FAQs) and more.

Thank you for your continued work on behalf of all our adult learners.

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

October

WIOA 2020–21: First Quarter Deliverables are due October 31

Dear Adult Educator:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

End of Quarter Deliverables

This is a reminder that all first quarter deliverables are due tomorrow, Saturday, October 31, 2020. And yes, there are quite a few! The Grant Award Notification (GAN) and Grant Budget are required before a reimbursement claim may be prepared. If you have not already submitted these required deliverables, please take a moment to do so now. First quarter deliverables include:

  1. First Quarter Data, TOPSpro® Enterprise
  2. California English Literacy and Civics Education Objectives and Additional Assessment Plans (COAAP)
  3. First Quarter Data Integrity Report
  4. Employment and Earnings Follow-up Survey
  5. First Quarter Expenditure Claim Report (ECR)
  6. Grant Award Notification
  7. Grant Budget

Resources

We continue to add to information to the Adult Education Online Application and Reporting Site – Resources web page (login required). Documents and videos to assist with using the site for preparing a Budget or ECR are available here. There are also slides and resource links from the New Administrator Training which was held in September. New agency staff are strongly encouraged to utilize these resources when preparing deliverables.

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
916-322-2175
adulteducation@cde.ca.gov

WIOA 2020–21 October Deliverables; First Expenditure Claim is Now Open (sent October 20, 2020)

Dear Adult Educator:

2020–21 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

We are well into the school year and continue to be amazed with how agencies are adapting and modifying activities in order to continue student growth during this time of distance learning. Despite the extra challenges, we want you to know you are doing great and that we are here to support you! October is traditionally a month filled with a lot of deliverables! It took longer than anticipated to get awards out this year; but we are back on schedule and no further due date changes are anticipated this year. Here is some important information to assist you with completing this first round of 2020–21 grant requirements.

Grant Award Notification and Grant Budget

Both the Grant Award Notification (GAN) and Grant Budget are required before a reimbursement claim may be prepared. If you have not already submitted yours, please take a moment to do so now. The Adult Education Office received more than 40 returned GAN by mail in the first two business days the document was made available; and an additional 60 returned by mail before the end of the first week. We recognize the extra challenges that physical mail brings right now and greatly appreciate the quick action many agencies took to comply with this request. We are reviewing electronic GAN file uploads daily.

When completing the Grant Budget, if a budget modification is requested by the CDE, the Grant Budget requires agency re-approval before it can be returned. We are reviewing Grant Budgets daily. This is an electronic only deliverable.

First Quarter Expenditure Claim

The First Quarter Expenditure Claim Report (ECR) module is now open and is due to the California Department of Education (CDE) by Saturday, October 31, 2020. Please read the Expenditure Claim Report Guidelines before beginning as the information has changed since last year. While a budget revision in the first quarter is unexpected, the ECR application does include the ability to make a budget revision. Update the budget column prior to entering expenditures to reduce errors messages.

The ECR module is completely new and is part of our recent software upgrade to the Online Application and Reporting site (reporting site). A resources document is expected to be post later this week to assist agencies with learning to use the new application. Please report any technical issues to the technical support team listed at the bottom of the website.

This is an electronic only deliverable.

Other October Deliverables

  1. First Quarter Data, TOPSpro® Enterprise
  2. California English Literacy and Civics Education Objectives and Additional Assessment Plans (COAAP)
  3. First Quarter Data Integrity Report
  4. Employment and Earnings Follow-up Survey

These are electronic only deliverables. For further information, please visit the California Department of Education (CDE) WIOA, Title II: AEFLA Grant Information 2020–21 web page.

WIOA Payments

Timely reimbursements are important to your agency and they are important to us too! The Adult Education Office submits payment requests for approved expenditure claims on a regular (weekly) basis. We generally request payment for more than 95 percent of all eligible claims within 30 days of the submittal due date. The Award and Claim Payments page of the reporting site provides information about the status of these payment requests made to your agency. We post the date the payment request was submitted to the California State Controller’s Office, along with the amount of the payment for each Resource Code as soon as we receive the information from our accounting office. Occasionally, we do miss something or run into unexpected delays. Please share this information with your fiscal staff and notify us timely with any concerns so that we can follow up.

Adult Education Program Payments

We recently received our portion of the state funding for the California Adult Education Program and have coordinated for the disbursement of the apportionments. We anticipate the notification of the first payment, July through October, to be distributed before the end of October.

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
916-322-2175
adulteducation@cde.ca.gov

2020–21 Grant Award Notification and Budget Information (sent October 2, 2020)

2020–21 Workforce Innovation and Opportunity Act, Title II: Adult Education and Family Literacy Act (WIOA, TITLE II: AEFLA)

Dear Adult Educators:

Grant Awards

The funding results for the 2020–21 WIOA, Title II: AEFLA federal grant have posted to the California Department of Education (CDE) Funding Results web page.

Login to the Adult Education Online Application and Reporting Site to access your Grant Award Notification (GAN) electronically from the WIOA menu. You are responsible for obtaining a wet signature then scanning and uploading the signed GAN file to the CDE by October 16, 2020. While a duplicate copy of your GAN was mailed to you, the quickest way to complete this requirement from start to finish is to do so electronically.

Login and access the Resources web page for a detailed description of the GAN Download/Upload process. Read the instructions carefully as the process is different than last year. If accessibility assistance is needed, please contact your Fiscal Analyst at the Adult Education Office.

Grant Budget

Within the online application, the status of the uploaded GAN file must show as “accepted” before the button to begin the Grant Budget is visible. The Grant Budget must be approved and submitted electronically to the CDE no later than October 23, 2020.

Login and access the Resources web page for details on how to navigate through the budget application. A document titled “Grant Budget Information”, is also accessible from the Budget and Claim Reports web page for specific fiscal details regarding Grant Budget preparation.

Follow these five steps

  1. Read the document “WIOA Grant Award Notification Download/Upload Information”.
  2. Download the GAN file.
  3. Sign (wet ink) and upload to return the GAN file by October 16, 2020.
  4. Read the document “Grant Budget Information” while CDE reviews the uploaded file.
  5. Draft your Budget and submit by October 23, 2020.

Contact Information

Have you recently experienced a change in program or administrative staff? Please review and update your Agency Contacts.

If you have any questions regarding the GAN or Budget processes, please contact your Fiscal Analyst by email or the Adult Education Office at adulteducation@cde.ca.gov.

Sincerely,

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

September

New Administrator Orientation Training Reminder (sent September 9, 2020)

Dear Adult Education Administrator,

As has been mentioned in a prior notice, the California Department of Education (CDE) Adult Education Office (AEO) will be holding an orientation for new Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) grantees as well as for administrators who are new, as of September 2019. The link for registration will be available by September 15, 2020, and will be sent out in a similar notification as this notice.

We would like to ensure that you can block out the time on your calendar for this virtual training.

The training will be held September 21–24, 2020, from 9:00 a.m. – 1:30 p.m. Each day is designed to provide enough time to understand the content of the presentations and will include breaks.

Sincerely,

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

August

Emergency Conditions Affecting Adult Education Programs (sent August 28, 2020)

Dear Adult Education Directors:

Amid the COVID-19 Pandemic, we are once again facing devastating wildfires. 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.

Sincerely,

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

Welcome Back! Weekly Updates - August 19 (sent August 20, 2020)

Dear Adult Educator,

Welcome Back Webinar

Please join me on Monday, August 24, 2020, at 3:00 p.m. for a live webinar to kick off the 2020–21 school year. Please encourage staff to watch as well. The live webinar will be a short 10 minutes followed by no more than 10 minutes of live questions and answers. This live webinar will be recorded and archived for those not able to attend. The archived webinar may also be used as part of your own welcome back activities at a later date. Please register on the OTAN training website at https://caadultedtraining.org/OTAN/2569.

In addition to the Welcome Back webinar, California Adult Education will be featured in a three-part webinar series hosted by Burlington English. You can register for this webinar series by using the following link: https://bookbe9.timetap.com/#/.

Adult Education Office Assignments

As we enter a new Workforce Innovation and Opportunity, Title II: Adult Education and Family Literacy (WIOA, Title II) grant cycle, our consultant and fiscal analyst assignments have been shifted. This shift has taken place for multiple reasons, including the need to balance the workload and to better align with California Adult Education Program consortia. This move helps to demonstrate that we are one adult education system with two ongoing funding sources; state and federal. We have posted two staff directory resources, a PDF version of the new assignments and a searchable Excel file with the assignments organized by agency. These resources are now available within the Resources Menu of the Adult Education Online Application and Reporting website (login required). A web page version of the full new staff directory will be available soon as part of our 2020 programming release.

Pre-Testing and Measurable Skill Gains

Just a reminder about the information included in the June 15, 2020, letter from our office pertaining to pre-testing and measurable skills gains. It was challenging for many agencies in the last quarter of the 2019–20 year to complete post tests for students, however, testing is still a requirement in order to students to achieve measurable skill gains. The United States Department of Education’s Office of Career, Technical, and Adult Education Program Memorandum OCTAE 20-5 provided clear guidance related to testing. Program Memo 20-5 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 and is summarized here:

  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 TOPSpro Enterprises, 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.

Again, as a reminder, we understand that it is challenging to pre/post-test students, however, it has not been waived as any requirement from OCTAE.

I wish you a wonderful start to the new school year.

Sincerely,

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

2020–2021 WIOA, Title II: AEFLA Important Updates (sent July 28, 2020)

Dear Adult Educator:

The 2020–21 program year for the Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) has officially begun! We warmly welcome all of our adult educators to this new grant cycle. The year begins with more than 30 new grantees, several of which are new to receiving WIOA funding. There are many important updates to share with you at this time and we will continue to send notifications and resources as they become available. Agencies are strongly encouraged to connect with each other within their local networks for further support as we continue to be innovative in our activities amidst this global pandemic.

Program and Accountability Requirements

Information regarding federal accountability requirements for California adult education agencies that receive AEFLA funding has been posted on the CDE WIOA, Title II: AEFLA Grant Information 2020–2021 web page.

Grant Award and Budget

Grant Awards are being finalized but have not yet been approved. When ready, they will be posted to the CDE WIOA, Title II: AEFLA Funding Results web page. A signed Grant Award Notification (GAN) should be submitted electronically within 21 days of the final award posting. You must turn in a signed GAN before you can be given access to the online budget application. Get a head start on preparing for your budget application by revisiting the “Budget Guidelines and Requirements” section of the 2020–23 Request for Applications.

Welcome Video

As your State Director, I look forward to officially welcoming you through another welcome video. As we work through the logistics of preparing and posting this year’s video, know this - the work that you are doing is being seen and is making a difference despite the challenges that we are all facing; and despite the visible difference in the way that our connections with one another are made from that which we are accustomed. We are excited to begin the year with you and we send both our support and encouragement as we do!

Staffing Update

I am pleased to announce that we have added a new consultant, Arturo Ambriz, and a new fiscal analyst, Charlie Brenneman, to the AEO Team. We also have a new front desk coordinator, Annie Welch. We are excited to welcome each of these individuals to our office. Their assignments and contact information are available in the new Staff Directory which has moved from the CDE website to the Adult Education Online Application and Reporting website (login required). Look for “Help and About” on the main menu bar.

New Administrator Orientation

We will be hosting a virtual orientation from September 21–24, 2020, for both new grantees and new administrators of the WIOA, Title II: AEFLA grant. The details for this event are being finalized and Save the Date information will be distributed soon. Please plan to join us not only to receive information regarding grantee requirements and resources, but also as an opportunity to meet CDE staff and our State Leadership Project partners and to network with other WIOA, Title II: AEFLA grantees in your region.

Account Setup

If you are a new grantee, you need to setup or modify your account login/password for the Adult Education Online Application and Reporting website. Please take a moment to review the information sent to you via email earlier this month if you have not already responded.

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.

Like many of you, our staff are primarily still working remotely due to Covid-19 and the best way to reach us is by email. If you have any questions, please contact your CDE Regional Consultant or the Adult Education Office by email at adulteducation@cde.ca.gov.

Sincerely,

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