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Criterion 2 Fiscal Requirements

Secondary

• Financial records are maintained according to the Uniform Fiscal Accounting Recording System (UFARS).
• All expenditures must be used in approved programs taught by appropriately licensed teachers or for professional development associated with the operation of career and technical education programs, career guidance, or pre-career and technical education within an approved program of study.
• All equipment and curriculum material purchases of $1,000 or more must be pre-approved by the state.

Postsecondary

• Financial records are maintained according to cost centers.
• All expenditures must be used in eligible career and technical education programs taught by college faculty who have met the minimum qualifications.
• All equipment purchases of $5,000 or more must be pre-approved by the state.

Costs associated with administrative activities are not to exceed 5% of the grant. Equipment purchases are identified as fixed assets, and required inventory and depreciation procedures must be in place. Funds may not be used when acquisition would result in direct financial benefit to any organization representing the interests of the purchasing entity, its employees, or affiliates.

Compliance 2.1

Consortium Perkins V expenditures must comply with all legislative rules attached to those funds. For Perkins V, this includes the local uses of funds outlined in the Act and the general requirements for grant management of federal funds. Districts and colleges must adhere to the required uses of funds, Section 135 Local Uses of Funds, and the Operational Handbook when making a budget request. A fiscal desk audit is part of every monitoring review. ÑÇÖÞÎÞÂë and MDE grant accountants will review secondary and postsecondary transactions to determine compliance with statutes and policies regarding fiscal requirements.

• The consortium demonstrates good cash management by drawing funds from Basic and Reserve Allocations and Basic and Reserve Reallocations periodically throughout the year, not all at once.
• Encumbrances and payments are processed within the required timeframe.
• Equipment purchased with Perkins funds is inventoried and reconciled.
• Perkins funds are used to develop, coordinate, implement, or improve career and technical education programs to meet the needs identified in the Comprehensive Local Needs Assessment (CLNA).
• Perkins funds are used to supplement, not supplant, local funding sources.
• The consortium's use of funds is aligned with the local plan and strategic goals.

Evidence submitted by ÑÇÖÞÎÞÂë and MDE grant accountants

1. Secondary fiscal desk audit results.
2. Postsecondary fiscal desk audit results.

Evidence to submit for monitoring

1. A summary of the process used to determine if expenditures:
   1. Are expended only for allowable activities;
   2. Are spent according to the approved budget;
   3. Are used to supplement and not supplant;
   4. Ensure no goods or services are made with a debarred or suspended party;
   5. Ensure no funds are used for incentives, inducements, or relocation; and
   6. Ensure no funds are used for lobbying.

Compliance 2.2

The consortium maintains a combined inventory of equipment purchased with federal Perkins funds, which is validated and reconciled at least every two years. All equipment purchased with federal dollars must have specially marked asset tags.

• A single consolidated inventory is on file.
• Records for each item may include:
  • Date of purchase
  • School, teacher, or program for which the purchase was made
  • Item description
  • Cost
  • Current location
• A process is in place to inventory and label equipment as property of Perkins CTE.
• A process is in place to update inventory if equipment is reassigned or disposed of.
• Equipment purchases have been pre-approved per MDE and ÑÇÖÞÎÞÂë requirements.

Evidence to submit for monitoring

1. Consortium Consolidated Equipment Inventory spreadsheet file.
2. Pictures of two secondary and two postsecondary pieces of equipment, for a total of four different equipment pieces, showing how equipment is labeled to reflect that it is the property of Perkins CTE. Multiple pictures of each piece of equipment may be needed to show the entirety of the equipment and the tag text.
3. A summary of the process used to update inventory when equipment is reassigned or disposed of.

Compliance 2.3

Personnel who are compensated in whole or in part with federal grant dollars are required to report on their duties and activities funded under the grant. Time and effort reports must be a single, certified document that reflects 100 percent of an employee's time worked in a given period. Position descriptions should align with the percentage of time reported and charged to the federal grant.

• Time and effort reports, or Personnel Activity Reports (PAR), are on file for every employee salaried partially or entirely with federal Perkins funds.
• Position descriptions defining Perkins-related duties and responsibilities for every employee salaried partially or entirely with federal Perkins funds were submitted with the most recent local application.

Evidence to submit for monitoring

1. Time and effort reports, or Personnel Activity Reports (PAR), for every employee salaried partially or entirely with Perkins funds.
2. Provide an update if there have been any changes to position descriptions since the local application.

Criterion 4 Partnerships

Collaboration among secondary and postsecondary partners, community-based organizations, nonprofits, business and industry, and other stakeholders promotes career and technical education program efforts.

Compliance 4.1

CTE local program advisory committees provide collaborative input from relevant partners, including industry professionals, employers, teachers, faculty, and students. The work of advisory committees informs consortium priorities.

• CTE local program advisory committees met within the reporting year to discuss performance, program quality, and local workforce needs.
• Agendas and meeting minutes with a list of attending partners, including job titles and constituencies they represent, are on file.

Evidence to submit for monitoring

1. A summary of one example in which program advisory committee work contributed to the consortium's efforts, such as strategic planning, student outreach activities, career pathways development, or shared curriculum.
2. Meeting minutes and supporting documentation from secondary and postsecondary advisory committee meetings.

Compliance 4.2

Students are provided experiential learning and work-based learning opportunities, including apprenticeships linked to the career and technical education program or programs of study. Consortium partnerships prioritize support for special populations and access to experiential learning and work-based learning opportunities.

• Agreements with local or regional businesses or industries are on file.
• Vocational rehabilitation services contracts are on file.
• Approved programs have been established.
• Laddered experiences are provided, such as career fairs and job shadowing, that lead to experiential learning and work-based learning.
• Secondary enrollment in course code 97, Work Experience, has been reviewed.
• Licensing of work-based learning coordinators.
• Processes are in place for recruiting students and addressing barriers to participation in experiential learning opportunities, such as inclusive promotional materials, transportation, and scheduling.
• Note that participation in CTSOs is not evidence of experiential learning.

Evidence to submit for monitoring

1. If funded, provide a summary of licensing activities, including the number of work-based learning coordinators employed or licensed within the consortium.
2. Description of initiatives and accomplishments or outcomes resulting from collaborations with partners such as vocational rehabilitation services, Adult Basic Education, CareerForce Center, and or in support of Workforce Innovation Opportunity Act, WIOA.
3. Description and documentation, such as meeting minutes, flyers, or webpages, of efforts to recruit students and or address barriers to participation in experiential learning and work-based learning activities at secondary and postsecondary levels.

Compliance 4.3

The consortium collaborates to support the recruitment, training, and retention of teachers and paraprofessionals for career and technical education programs.

Required evidence to submit for monitoring

1. Summary and documentation, such as meeting minutes, emails, or webpages, of consortium efforts and outcomes to support new teachers.
2. Summary and documentation, such as meeting minutes, emails, or webpages, of consortium efforts to support continuous professional development for teachers and faculty.

Compliance 4.4

Students are provided with an opportunity to earn postsecondary credits through dual enrollment, such as articulation, PSEO, AP, IB, or concurrent enrollment.

• CTE articulation agreements are on file.
• CTE concurrent enrollment course offerings are on file.
• Other CTE dual enrollment opportunities are documented.

Evidence to submit for monitoring

1. List of CTE articulation agreements.
2. List of CTE concurrent enrollment courses and high schools offered within the reporting year.
3. Summary of outcomes from investing funds in articulation agreements and dual credit opportunities.
4. Description and documentation, such as meeting minutes, flyers, or webpages, of efforts to increase student awareness of and access to dual enrollment opportunities.

Criterion 6 Accountability

Criterion 6 Requirement: The consortium, as the eligible recipient, continually makes meaningful progress toward improving performance of career and technical education concentrators.

Secondary Core Indicators of Performance

• 1S1 – Four-year Cohort Graduation Rate
• 2S1 – Academic Proficiency: Reading and Language Arts
• 2S2 – Academic Proficiency: Mathematics
• 3S1 – Post-Program Placement
• 4S1 – Nontraditional Program Concentration
• 5S3 – Program Quality: Work-Based Learning

Postsecondary Core Indicators of Performance

• 1P1 – Postsecondary Retention and Placement
• 2P1 – Earned Recognized Postsecondary Credential
• 3P1 – Nontraditional Program Enrollment

Compliance 6.1

The consortium utilizes performance indicator reports to guide the development and implementation of initiatives to address gaps in the performance of career and technical education participants, concentrators, and subpopulations.

Evidence to submit for monitoring

1. A summary of the process used to identify and address performance gaps within a subpopulation or area of focus.
2. Summary description and evidence of one project or initiative the consortium implemented to improve performance for one or more special populations based on identified gaps. Evidence examples may include advisory committee minutes, planning documents, project implementation documents, project charters, flyers, or project outcomes.
3. If applicable, provide an update on improvement plans.