CHANCELLOR’S OFFICE
CALIFORNIA COMMUNITY COLLEGES
Instructions Terms & Conditions
Request for Allocation
CARL D. PERKINS (10% RESERVE)
CTE Transitions Allocation
Funding Fiscal Year: [2011-2012]
Program Year: [2011-2012]
Table of Contents
Page
A
Introduction .................................................................................................................
1
B.
Program Overview ......................................................................................................
1
C.
Eligibility......................................................................................................................
2
D.
Performance Period ....................................................................................................
2
E.
Calendar of Key Dates ................................................................................................
2
F.
Allocation Format and Instructions ..........................................................................
3
G.
Application Submission Procedures ..........................................................................
5
H.
Budget Changes...........................................................................................................
6
I.
Reporting Requirements ...........................................................................................
6
J.
Guidelines, Definitions and Allowable Expenditures for CTE Transitions Allocations .................
6
K.
Grant Agreement Legal Terms and Conditions .....................................................
6
Appendix A
Allocation Forms
Appendix B
Guidelines Definitions and Allowable Expenditures for CTE Transitions Tentative Allocations
Appendix C
Allocation Agreement
Article I: Program-Specific Legal Terms and Conditions
Article II: Standard Legal Terms and Conditions
Chancellor’s Office
California Community Colleges
Instructions
A.
Introduction
This document contains general instructions, procedures, formats, and timelines for
submitting project Allocations to the Chancellor’s Office of the California Community
Colleges
Request for Allocations must be submitted using the format and sequences described in
these Instructions.
B.
Program Overview
The federal administration’s 2011 proposed budget zeroed out Tech Prep for the 35 states
that chose to keep Tech Prep as a separate funding source and rolled the funding to the base
allocation. More recently, with the budget impasse in Congress, interest in reductions in
domestic spending and vague prospects in resolving the question (Tech Prep as a single
funding source or not), the Chancellor’s Office needed to make some decisions about Tech
Prep consortia. The reality of the current climate is that Tech Prep will either be rolled into
Title I-C or cut out of the budget entirely. The Chancellor’s Office, after exploring ways to
preserve the activities that were most important to transitioning students from secondary to
postsecondary, decided to invoke the option of a “10% Reserve” set-aside allowed within
Perkins IV, to financially support transition activities.
The emphasis for this allocation will be on facilitating the transition from secondary to
postsecondary to occupation. The areas that will be funded within this grant are:
1.
Outreach/Career Exploration
2.
Validation - not origination - of current articulation agreements (using templates and
other existing resources)
3.
Support for “credit by examination” mechanisms
4.
5.

Testing

Registrars
Support for concurrent enrollment options (but not direct instructional costs)

Registrars

Text book options
Support for coordination of work-based learning/internships/placement
1
C.
Eligibility
Only Community Colleges are eligible to apply. To expedite the Request for Allocations
(RFA) in a short time period from Tech Prep grants to CTE Transition allocations the
Chancellor’s Office will be funding existing Tech Prep Consortia as they are currently
structured. The exception to this is the seven Consortia with secondary fiscal agents. Since
only Community Colleges are eligible to apply, those allocations will be reverted to
individual College fiscal agents. See Appendix A CTE Transitions 2011-2012 Allocation
Listing.
D.
Performance Period
The performance period for the 2011-2012 allocation shall be from July 1, 2011, through
August 31, 2012. All performance under this allocation shall be completed by June 30,
2012, except for the Fourth Quarter Year-to-Date Expenditure and Progress Reports which
must be received by the Chancellor’s Office no later than July 25, 2012. The Final Reports
must be received by the Chancellor’s Office no later than August 31, 2012.
E.
Calendar of Key Dates
Be advised that within the Allocation Application process there are important deadlines.
When a reporting deadline falls on a weekend or holiday, all reports are due by close of
business (COB) on the last working day prior to the reporting deadline. The following is a
listing of these key dates:
June 15, 2011
Deadline for Receipt of CTE Transitions Allocation Application
(No Later than 5:00 p.m.)
July 1, 2011
Projects Operational
October 25, 2011
1st Quarter Year-to-Date Expenditure and Progress Report due
January 25, 2012
2nd Quarter Year-to-Date Expenditure and Progress Report due
April 25, 2012
3rd Quarter Year-to-Date Expenditure and Progress Report due
and Last day for workplan amendments
June 30, 2012
Projects Completed
July 25, 2012
4th Quarter Year-to-Date Expenditure and Progress Report due
August 31, 2012
2011-2012 Final Performance Reports and Final Report of
Expenditures due
2
F.
Allocation Format and Instructions
The following instructions prescribe the format and sequence for the development of the
CTE Transitions Allocation. Allocation recipients are expected to use the forms provided,
except where a narrative format is required to prepare the RFA. (Forms provided in
Appendix A.) The Chancellor's Office may require the applicant to make adjustments in
the budget, workplan, or other aspects of the Request for Allocation prior to funding. For
help putting your application together use the CTE Transitions checklist contained in
Appendix A.
1.
Contact Page
Complete the Contact Page
2.
Narrative
The CTE Transitions application has five major areas of emphasis (see Program
Overview B). The narrative should clearly and concisely (no more than 3 pages long)
describe how you have developed your application to meet those areas of emphasis. If
any of the five emphasis areas will not be within your workplan, this narrative must
explain why. The purpose of the narrative is to provide a comprehensive explanation
of your workplan objectives and activities and how they relate to CTE Transition’s
requirements.
3.
Workplan
a.
Objectives
The Request for Allocation has allowable objectives (see below). Each of the
objectives that will be completed with CTE Transitions funding should have its
own workplan page, be numbered and stated as seen below.
1.
Outreach/Career Exploration
2.
Validation - not origination - of current articulation agreements
(using templates and other existing resources)
3.
Support for “credit by examination” mechanisms
4.
5.

Testing

Registrars
Support for concurrent enrollment options (but not direct
instructional costs)

Registrars

Text book options
Support for coordination of work-based
learning/internships/placement
3
b.
Procedures/Activities
Concisely describe the activities that will be required to meet the allocation
objective.
c.
Timelines
Provide the projected completion date for key activities within the term of the
grant. Identify the month in which activities will be completed.
d.
Note: As closely as possible determine starting and ending dates of each
activity. It is not acceptable to make all activities year long (7/1/11 to 6/30/12).
Responsible Person(s)
Identify, by position, individual(s) responsible for completing activities and
year-to-date quarter reports.
e.
Performance Outcomes
Clearly link the outcomes to the objectives and procedures/activities. Describe
the outcomes in qualitative and quantitative terms.
4.
Application Budget
In order to help Allocation Recipients plan objectives, activities and their
corresponding budgets, Appendix B – Guidelines, Definitions and Allowable
Expenditures for CTE Transitions Allocations have been developed. Please review
these guidelines before completing your budget and detail sheet.
a. Complete the Application Budget Summary (See Crossover Chart, Appendix
A, to determine expenditure classifications.) When entering dollar amounts,
round off to the nearest dollar, DO NOT INCLUDE CENTS.
NOTE: The purpose of the budget is to indicate whether the project is well planned
and reasonable in scope.
To substantiate the Application Budget Summary, submit an Application Budget
Detail Sheet. (See Example of Application Budget Detail Sheet format and
Crossover Chart in Appendix A.) The Application Budget Detail Sheet lists the cost
breakdown of each budget classification amount requested. Indicate specific rates
and amounts. It is expected that this breakdown will be highly detailed in order for
grant monitors to determine that all expenditures are allowable.
b. The indirect costs (overhead) for this project cannot exceed four percent (4%) of
the total direct costs. Indirect costs are calculated by dividing the total costs by
1.04 – multiplying that amount by 4% and the number will equal the indirect cost.
Example: $50,000 (Total Cost) divided 1.04 = $48,077 (Total Direct Cost) x 4%
= $1,923 (Indirect Cost).
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c. Supervision/Administration costs (not directly involved in the day-to-day
ongoing activities) cannot exceed five percent (5%).
d. For Travel (Object 5000), district travel and reimbursement policies apply. Only
travel necessary to the project is allowed. List travel purpose and estimated cost.
No professional development or out-of-state travel is allowed.
5.
Lobbying, Debarment and Suspension
The Certification Regarding Lobbying; Debarment, Suspension and Other
Responsibility Matters; and Drug-Free Workplace Requirements form is contained in
(Appendix A). This form has the CEO/Designee certify that the applicant will
comply with the certification regarding lobbying; debarment, suspension and other
responsibility matters.
The CEO/Designee signature is required on the certification. (Sign in any ink color other
than black.)
G.
Application Submission Procedures
1.
Use the enclosed forms (see Appendix A) or provide a computer facsimile of the
forms.
2.
Submit three (3) copies of the complete Allocation Application with original
signatures on the Certification Regarding Lobbying; Debarment, Suspension and
Other Responsibility Matters; and Drug-Free Workplace (Please sign in any ink
color other than black) by 5 p.m. on Wednesday, June 15, 2011. Address the
outside mailing envelope to:
Career Technical Education Unit
Chancellor’s Office, California Community Colleges
ATTN: Robin Harrington, Specialist
1102 Q Street
Sacramento, CA 95811
3.
H.
Staple or clip the Application in the upper left-hand corner. Please DO NOT use
binders or other covers.
Budget Changes
See Grant Agreement Article I (Appendix C) for budget change instructions.
I.
Reporting Requirements
5
Year-to-Date Expenditures and Progress Report
Each allocation recipient is required to submit quarterly Year-to-Date Expenditure and
Progress Reports via an online reporting system (see Calendar of Key Dates, Section E or
Appendix C Article I, for quarterly reporting due dates and terms). No negative numbers
are allowed within quarterly reports since the Chancellor’s Office allows for liberal budget
movement quarterly (see Article I, Section 2, Budget Changes) and has an online process
for those budget changes that require Project Monitor approval.
CTE Transitions Year-to-Date Expenditure and Progress Reports not received by the due
date (see Article I, Section 3. Reporting) will be paid in the subsequent payment cycle. If
the final report is not received and approved by December 31, 2012 the allocation recipient
can lose up to 10% of their funding.
J.
Guidelines, Definitions and Allowable Expenditures for CTE Transitions Allocations
Appendix B is a resource for how to determine if a cost is allowable.
K.
Grant Agreement Legal Terms and Conditions
The Allocation Agreement Legal Terms and Conditions (Articles I and II,) are attached and
incorporated in the agreement by reference. For your convenience, Articles I and II are
contained in Appendix C.
6