CDE Announcements Archive

Dear Administrators of Adult Education Agencies:

The purpose of this communication is to reinforce the expectations regarding course approvals and to outline specific requirements for agencies receiving California Adult Education Program (CAEP) and Workforce Innovation and Opportunity Act, Title II: Adult Education Family Literacy Act (WIOA, Title II: AEFLA) funding.

The State Superintendent of Public Instruction is required to establish procedures for K–12 and County Office of Education adult schools to secure course and program approval (California Education Code Section 52506). The California Department of Education, Adult Education Office’s (AEO) Course Approval System is the way K–12 and County Office of Education adult schools secure course and program approval on an annual basis. This system is available within the California Adult Education Online Application and Reporting Site at https://caadultedreporting.org/ (reporting site). A user login is required to access the site.

Please note the following:

• Agencies are not required to submit course outlines when requesting course approval in the Course Approval System, but they must have current outlines on file and available during Federal Program Monitoring (FPM).
• California school districts providing adult education must have their course outlines approved by their local boards.

To ensure uniformity and common practices within California adult education, Community-Based Organizations, Faith-Based Organizations, Community College Districts, Institutions of Higher Education, Public Libraries, Correctional Institutions, and other non-Correctional Institutions must have the following procedures in place:

• A course approval process for all courses offered to adult education students.
• A process that reviews and authorizes the approval of course outlines. All outlines must be on file and available during FPM.
• The course approval and course outlines processes, newly developed or continuing, must be authorized by two of the Primary Contacts identified within the Agency Contacts section of the reporting site. A signed memo, on file for FPM, to that effect will suffice— memo to include outline of approval process and two signatures.

Finally, course outlines for all classes offered to adult education students should include the following elements:

• Goals and purpose of the course
• Performance objectives or competencies
• Instructional strategies
• Units of study with approximate hours allotted for each unit
• Evaluation procedures

If you have any questions regarding the above clarification, please contact your AEO Regional Consultant. For assistance identifying your contact please reach out to 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

2024–25 Workforce Innovation and Opportunity Act, Adult Education and Family Literacy Act (WIOA, Title II: AEFLA)

Dear Section 243 funded Adult Education Directors:

Please join CALPRO for the upcoming Administrators Forum Webinar:

This 90-minute webinar will provide guidance and support to California adult education administrators and leaders on IET and IELCE policy, planning, and practice. The webinar will feature:

• Dr. Carolyn Zachry and Dr. Cory Rayala from the California Department of Education with an overview, guidance, and additional information on the IET/IELCE policy.
• Lori Howard from CASAS to present on the IELCE planning process and updates.
• CALPRO IET subject matter experts, Amy Dalsimer and Sudie Whalen, to discuss high-quality IET program design, CALPRO resources, and Professional Development.

Register here for this webinar. For more information about CALPRO events, please visit the CalPro Professional Development Events Calendar.

Sincerely,

The CALPRO Project Team
www.calpro-online.org
Phone: 916-286-8803

2024–25 Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education Family Literacy Act (AEFLA)

Dear Adult Education Administrators:

It’s hard to believe but we are one quarter of the way through the program year! The start of October means several grant deliverables are due in a few weeks and the details are outlined below. The Adult Education Office (AEO) encourages all grantees to check out the New Administrator Orientation resources provided at this year’s event. Presentation recordings are expected to be available at the end of October.

Here are some important updates to share as we jump into October:

• Grant Award Notifications and Grant Budgets
• First Quarter Expenditure Claims
• Other First Quarter Deliverables
• AEO Office Hours – First Quarter

Grant Award Notifications (GAN) and Grant Budgets are past due. If your agency has not yet submitted these deliverables, please do so now. If you have a reason for these being past due and need more time, contact your consultant.

The First Quarter Expenditure Claim (ECR) module is expected to open on Thursday, October 3, 2024. First quarter claims are due by Thursday, October 31, 2024. Grantees must have submitted their GAN and have an approved Budget on file to begin their claim.

What’s new in the ECR?

The ECR Guidelines have been restructured and updated. Grantees should review the document before beginning their claim. Also, the updated Budget Narrative has been carried into the ECR application and the PDF file has been reformatted to display the descriptions of each Resource Code separately, allowing for more space and text within each box.

While a budget revision in the first quarter is unexpected, the ECR includes the ability to make changes to the budgeted amounts of object codes in each Resource Code. If needed, update the budget column prior to entering expenditures to reduce error messages. Additional guidance with using the claim and budget applications is available in the Resources section of the Adult Education Online Application and Reporting Site.

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 electronic only deliverables are due Thursday, October 31, 2024. For further information, please visit the California Department of Education (CDE) WIOA, Title II: AEFLA Grant Information 2024–25 web page.

Upcoming action items are also located within the WIOA Dashboard on the reporting site. For deliverables reflecting missing or incorrect dates, please contact the appropriate agency listed in the “Submit To” for correction.

As our Summer Office Hours pilot was so well attended, the AEO is bringing back three sessions in October which coincide with deliverables due in the First Quarter. This drop-in, no registration required, virtual meeting provides agencies an opportunity to receive extra support with state or federal funded adult education activities. All agencies with general questions, or those who just want to listen, are encouraged to drop in for AEO Office Hours on:

Meeting links will be distributed by email the morning of each session.

The AEO recognizes the hours of dedicated support you provide your students and adult education programs. If we can provide further support or address any questions, please contact our office by email at adulteducation@cde.ca.gov or by phone 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

2024–25 Workforce Innovation and Opportunity Act, Adult Education and Family Literacy Act (WIOA, Title II: AEFLA)

Yesterday’s communication had an important paragraph that was inadvertently left out. The following text includes the full message, with an added note under the second list. The At-A-Glance guide has not changed.

Dear Administrators of Adult Education Agencies:

The purpose of this communication is to provide clarification regarding Integrated Education and Training (IET) for agencies receiving Workforce Innovation and Opportunity Act, Title II: Adult Education Family Literacy Act (WIOA, Title II: AEFLA) Section 243 funding.

IET is a service delivery model that provides adult education activities concurrently and contextually with workforce preparation activities and workforce training. “Concurrently and contextually” means that, within the overall scope of the Integrated English Literacy and Civics Education (IELCE) program, adult education, workforce preparation, and workforce training activities must:

• Be of sufficient intensity and quality, and based on the most rigorous research available
• Use occupationally relevant instructional materials
• Occur simultaneously

After reviewing the IELCE Reports and Plans submitted by agencies in 2023–24, the Adult Education Office (AEO) has deemed it necessary to refine the designation of certain introductory courses discovered in these reports. Effective immediately, the AEO will consider the following courses as workforce preparation:

• Computer Basics or Computers for English as a Second Language (ESL)
• Vocational ESL (Digital Literacy)
• Financial Literacy
• Bridge Courses
• Google Suites
• Microsoft Office
• Keyboarding
• First Aid/Cardiopulmonary resuscitation (CPR)
• Occupational Safety and Health Administration (OSHA) 10
• Career Readiness: soft skills, e.g., job preparation, job seeking skills, interviewing skills

Note: The above list of introductory courses identified as workforce preparation is a non-exhaustive list. The AEO may identify other introductory courses proposed in future IELCE Reports and Plans.

Action Needed: If your 2023–24 IELCE Report and Plan included these courses under workforce training, please reach out to your CASAS Specialist to make the necessary adjustments to your report and plan.

Please reference the California Department of Education’s IET At-A-Glance guide to inform agencies on additional criteria for review and approval of IELCE reports and plans beginning 2024–25.

If you have any questions regarding the above clarification, please contact your AEO Regional Consultant. For assistance identifying your contact please reach out to the AEO by email at adulteducation@cde.ca.gov or by phone 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

2024–25 Workforce Innovation and Opportunity Act, Adult Education and Family Literacy Act (WIOA, Title II: AEFLA)

Dear Adult Education Administrator:

It is National Adult Education and Family Literacy Week! Once a year, educators from all over the country join with adult learners, community partners, business leaders, legislators, and friends of adult education to amplify their successes! The Coalition on Adult Basic Education (COABE) has developed a calendar of activities, resources, and so much more for agency use. Check out the materials and join the Adult Education Office (AEO) as we celebrate Adult Education and Family Literacy Week.

Here are some other timely activities happening this week:

Last week we sent out information for the Enhancing Access for Refugees and New Americans (EARN) webinar. The event organizers have notified us of a date correction. The event is set for September 19, 2024, and there is still time to sign up!

Grant Budgets were due September 15, 2024. If this is the date reflected in your reporting site account, please submit your Grant Budget now.

Regional extensions have been issued for agencies experiencing emergency conditions due to wildfires.

You may have noticed an emphasis on compliance in our recent email communications. We have received your feedback and continue to look for ways to support your concerns in this area. You will soon see due date updates when claims and budgets have been returned for revision. In these situations, agencies will have three days to complete revisions and resubmit.

Meeting an extended due date is preferred to being late on an original due date.

While submitting a deliverable on time helps to maintain a good standing status, and compliance with the regulations, terms, and conditions of the grant award, the AEO recognizes that meeting a deliverable due date is not always possible. In these situations, agencies should email their AEO Regional Consultant to request an extension. Include the proposed specific date to extend the deadline, the reason(s) for the extension, and what steps will be taken by your agency to meet the proposed deadline.

Last week the AEO hosted over two hundred registered attendees for our virtual New Administrator Orientation (NAO) 2024 event. Session recordings will be posted in four to six weeks. Registered attendees are encouraged to complete the daily evaluations to assist with preparation for next year’s event.

Access session materials, links, evaluations, and other helpful resources through the NAO 2024 Resources. Event materials are beneficial as a refresher to returning staff and provide helpful onboarding material for those who are new.

If you have any questions regarding this message, please reach out to the AEO 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
916-322-2175
adulteducation@cde.ca.gov

2024–25 Workforce Innovation and Opportunity Act, Adult Education and Family Literacy Act (WIOA, Title II: AEFLA)

Dear Adult Education Administrator:

With the program year in full swing, we continue to celebrate the incredible work that you do in the field of Adult Education. Your dedication to helping learners achieve their goals and make a positive impact on their communities is truly inspiring. This communication includes an update for two grant deliverables; as well as some added resources available in our field.

This email contains the following information:

1. Grant Award Notifications
2. Grant Budget is due September 15
3. Enhancing Access for Refugees and New Americans Webinar
4. Profile Updates via Outreach and Technical Assistance Network Membership
5. 2024–25 Student Intake Survey
6. New Administrator Orientation

Signed Grant Award Notification (GAN) documents were due August 31, 2024. If you have not already signed and returned your GAN through the Adult Education Online Application and Reporting website (reporting site), please do so now. Remember to drop the original hard copy in the mail to the California Department of Education (CDE).

If your agency has not yet returned its signed GAN, or requested a due date extension, this grant requirement is considered overdue. Requesting an extension helps to maintain a good standing status for this grant. Agencies in a good standing status submit all deliverables in a timely manner and demonstrate compliance with all federal and state requirements. We recognize that some factors such as the next regular school board meeting, or emergency situations such as wildfires, may be outside your control. Communication with the Adult Education Office (AEO) lets us know you are working towards meeting the grant requirements but need an adjustment for such factors.

Agencies still awaiting an amendment to their initial GAN can expect to receive their updated GAN very soon. Those amendments are pending final approvals, and the AEO will reach out to your agency’s Adult Education Director by email when your GAN is ready.

Agencies with administrative issues will need to clear up the item before a GAN may be released. If you do not see a file loaded in your account and your agency is unaware of any pending issues, please reach out to our office for additional information.

The Grant Budget deliverable is due by Sunday, September 15, 2024. This is an electronic only deliverable; a hardcopy is not required. If you are unable to meet this due date, please reach out to your Regional Program Consultant to request an extension. Include the proposed specific date to extend the deadline, the reason(s) for the extension, and what steps your agency will take to meet the proposed deadline. New administrators with questions about preparing a budget or entering the information in the online module will find helpful information and step by step guidance in the Resources document, WIOA Navigating the Grant Budget.

Celebrate Adult Education and Family Literacy Week with the Enhancing Access for Refugees and New Americans (EARN) project! Join a webinar on September 17, 2024, to dive into EARN's new resource, A Guide to Using an Immigrant Integration Approach in Integrated English Literacy and Civics Education (IELCE).

This webinar will encourage participants to consider how to use the new guide to improve understanding of immigrant integration and how the approach can improve outcomes for multilingual and immigrant learners.

Preview the guide and bring your questions or learn about the guide with the EARN project team!

Title: Using an Immigrant Integration Approach in IELCE
Time: September 17, 2024, from 2 p.m. - 3 p.m. ET/11 a.m. – 12 p.m. PT

Register now!

Is the name of your organization showing up blank when registering for classes through the Professional Development Calendar? You can fix that! To update the Agency Name on your Outreach and Technical Assistance (OTAN) Membership, please go to the OTAN website at https://otan.us. Select the "Join OTAN / Login" link in the upper left area of the screen. Login to your account with your email address and password. Select the "My Account Details" link from the left menu, and then select the "Edit Membership Details" button at the bottom of the page. Update the value in the Agency Name text box and select the "Save Changes" button at the bottom of the page."

Are you looking for your agency’s annual Student Intake Survey results? The 2024–25 updates were released in July and are located within the Survey dashboard of the reporting site.

For those registered for New Administrator Orientation 2024, you should have received two notifications regarding course materials and the virtual meeting link by email. We are looking forward to sharing more about the WIOA, Title II: AEFLA grant with you and encourage you to access the course materials in advance of the event. It will be a very full but informative session.

If you have any questions regarding this message, please reach out to the AEO 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
916-322-2175
adulteducation@cde.ca.gov

2024–25 Workforce Innovation and Opportunity Act, Adult Education and Family Literacy Act (WIOA, Title II: AEFLA)

Dear Adult Education Administrator:

Here are a few important activities to share with you. This email contains the following information:

1. Grant Award Notifications and Grant Award Letter
2. 2024–25 Program and Accountability Requirements
3. Budget Narrative Updates
4. AEO Office Hours for August and September
5. Register for New Administrator Orientation

The Adult Education Office (AEO) would like to remind agencies that Grant Award Notifications (GAN) are available electronically through the Adult Education Online Application and Reporting website (reporting site). If you do not see a file loaded in your account and your agency is unaware of any pending issues, please reach out to our office for additional information.

In addition to accessing your GAN, please take a moment to download the Grant Award Letter from Dr. Zachry. The letter dated July 2024 provides additional information regarding the structure of payment points, corresponding values, and subsidies issues this program year.

GANs are to be returned through the reporting site by August 31, 2024. Drop the original hard copy in the mail to the California Department of Education (CDE). We are processing GAN on a regular basis and appreciate all the files that have been returned so far. Thank you!

The Program and Accountability Requirements, including due dates for upcoming deliverables, is expected to post later this week on the WIOA, Title II: AEFLA Grant Information 2024–25 web page. Please note, the Integrated English Literacy and Civics Education (IELCE) Report and Plan has been moved to March. This change is intended to reduce the number of deliverables due in April and avoid competing with the Continuous Improvement Plan. Please review the requirements and support pages for full program year details.

Over the past few years, the AEO has noticed an increase in expenditure errors discovered during monitoring visits. Often, a more detailed Budget Narrative, connecting the Resource Code to the Object Code expenditures, would have exposed the error during the claim review process. Updates to the Budget Narrative in the reporting site were made to capture this Resource Code specification, and to avoid errors resulting in fund recovery in the future.

The 2024–25 Budget now requires the user to enter narrative details by Object Code and Resource Code. Previously entries were made only by Object Code. The budget application is set up to accept four Object Codes for each of the four Resource Codes, depending on where dollar amounts have been budgeted. Training resources will be updated soon to reflect these changes.

The AEO will hold virtual drop-in Office Hours on August 20 and 27 from 1:00 to 2:00 p.m. No registration is required. The link for the August sessions will be sent out the morning of August 20 and again the morning of August 27 to WIOA grantees.

Staff will be available to address general programmatic and fiscal questions for WIOA and the California Adult Education Program (CAEP); including the Program and Accountability Requirements and supporting documents. Additionally, we will be able to screen share the budget application to address any questions regarding the updated budget narrative section or any general budget questions.

The 2024 New Administrator Orientation (NAO) registration is open. This direct link will open the registration page on the CA Professional Development calendar.

If you have any questions regarding this message, please reach out to the AEO 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
916-322-2175
adulteducation@cde.ca.gov

2024–25 Workforce Innovation and Opportunity Act, Adult Education and Family Literacy Act (WIOA, Title II: AEFLA)

Dear Adult Education Administrator:

The Adult Education Office (AEO) is pleased to announce the release of funding for the 2024–25 Program Year. Additional details are outlined below. We have included other time sensitive updates to share with you in this message as well. The AEO will continue to send notifications and resources as they become available.

This email contains the following information:

1. Grant Award Notifications
2. Due Date Change: Official Payment Point Certification Letter
3. Welcome Back Video

WIOA, Title II: AEFLA 2024–25 funding results posted to the California Department of Education (CDE) website on July 19, 2024. Program and Accountability Requirements, including due dates for upcoming deliverables, will be available soon on the WIOA, Title II: AEFLA Grant Information 2024–25 web page. Grant Award Notifications (GAN) have been released and are now available electronically through the Adult Education Online Application and Reporting website (reporting site).

Agencies in good standing will find a file available for immediate download. Agencies with administrative issues will need to clear the issue before a GAN may be released. If you do not see a file loaded in your account and your agency is unaware of any pending issues, please reach out to our office for additional information.

GANs are to be returned through the reporting site by August 31, 2024. Drop the original hard copy in the mail to the CDE.

Action Steps:

1. Read the directions on the GAN webpage of the reporting site.
2. Download and read the CDE Award Letter. This letter explains the process used in determining this year’s award amounts.
3. Download and sign the GAN. A wet ink authorized signature is required, and the document may not be signed electronically.
4. Scan, upload, and return the signed GAN in the reporting site by August 31, 2024. Drop the original in the mail to the CDE.
5. The AEO will review and accept the signed GAN before providing access to the electronic budget. Be proactive – prepare your budget outside of the application. The Budget Instructions are available in PDF format through the Budget and Claim section of the reporting site.
6. Review due dates for the GAN, Budget, and First Quarter Expenditure Claim Reports on the Deliverables Summary section of the reporting site.

Please reach out to your assigned AEO Fiscal Analyst if you have any questions about the grant award.

The due date for the 2023–24 Official Payment Point Certification Letter has been extended to August 15, 2024. Letters are still being distributed and this extension provides time for review and response. If you have any questions on this matter, please contact your CASAS Specialist.

Kick off the new year by sharing the 2024–25 Welcome Back Video with your adult education team! This short video is appropriate for ALL staff and will help start the school year in a positive, uplifting manner.

If you have any questions regarding this notification, or are unsure how to reach a designated individual, please reach out to the AEO 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
916-322-2175
adulteducation@cde.ca.gov

Workforce Innovation and Opportunity Act (WIOA), Title II: Adult Education and Family Literacy Act (AEFLA) 2024–25

Dear Adult Educators:

The Adult Education Office (AEO) officially welcomes you back as we kick off the 2024–25 program year. There are several important fiscal and programmatic items to share as we begin the second year of the WIOA grant cycle. Including in this message are the following:

• Funding Results and Grant Award Notifications
• Budget Narrative Updates
• Welcome Back – 2024 Video
• 2023–24 End-of-Year Requirements
• New Administrator Orientation: Save the Date
• Reporting Site User Account Updates
• AEO Open Office Hours

Final Award Results have posted to the 2024–25 WIOA Grant Information web page.

Currently, Grant Award Notifications (GAN) are expected to be available no later than July 29, 2024, through the California Adult Education Online Application and Reporting Site (reporting site). Staff are still performing technical and programming activities necessary to fully open the new year software modules. Agencies are encouraged to begin budget preparation activities outside of the reporting site while waiting.

GANs will be made available to agencies in good standing and in compliance with grant requirements. This includes but is not limited to responsiveness, meeting deliverable due dates, and having provided passing level responses for planning activities related to 2024–25. Agencies with recent revisions to their Continuous Improvement Plan (CIP) and/or IELCE Report for Section 243, may find their deliverable is still under review. In this case, the GAN will not be immediately available and will be posted once the review is complete. Other agency specific issues may also impact the release of a GAN.

Additional conditions may be imposed pursuant to 2 CFR 200.208.

Over the past few years, the AEO has noticed an increase in expenditure errors discovered during monitoring visits. Often, a stronger narrative, which connected the resource code to the expenditure, would have exposed the error during the claim review process. Updates to the Budget Narrative were made to capture additional details and avoid errors resulting in fund recovery in the future.

The 2024–25 Budget will require the user to enter narrative details by Object Code and Resource Code. Previously entries were made only by Object Code. Training resources will be updated soon to reflect these changes.

Agencies working on their Final Claim for 2023–24 will see a pop-up message asking the user to ensure Resource Code details were included in the narrative. Claims not including this information will be returned for additional details.

Dr. Carolyn Zachry has recorded a welcome back message appropriate for sharing with all staff providing support to WIOA, Title II activities. This short video is located on the Resources page of the reporting site or through this direct link Welcome Video. Please share it with your staff. Welcome back and let’s make it a great one!

2023–24 end-of-year requirements are available on the WIOA, Title II: AEFLA Grant Information 2023–24 web page. Deliverables not submitted by July 15, 2024, are considered overdue.

Data and documents due by August 1, 2024, include the following:

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

For agencies receiving ELL HealthCare funding, please make sure to report this one-time state funding on the state column of the Non-Federal Sources section of your ECR. Only report actual expenditures for AEFLA related activities.

Please contact your AEO Fiscal Analyst via email with questions regarding the final claim. Agencies are encouraged to visit an Open Office Hours session for additional assistance in this area.

The 2024 New Administrator Orientation (NAO) will be held September 10–12, 2024. NAO is for staff who have been in a position supporting WIOA adult education programs for two years or less. Registration will be released in early August. New staff onboarding this summer may be interested in accessing the 2023 NAO Resources website for a preview of this year’s training.

Reporting site users with the role of OAR Admin are reminded to update all user account access, contact information, and Agency Contacts. Incoming users, such as new Adult Education Directors and Superintendents, will need access to the reporting site to download grant award information for year two of the grant cycle. Former staff should have their permissions removed. For additional guidance, check out the WIOA User Guide for OAR Admins in the Resources section of the reporting site. The estimated time to complete this important activity is less than 15 minutes.

We continue to experience strong attendance at our AEO Open Office Hours via Teams. We will continue to be available on Tuesdays in July for drop-in questions. No registration is required. The repeating meeting link will be resent by email before our next session on July 30, 2024. We encourage all agencies to attend, but especially welcome new agencies and staff seeking confirmation that they are on the right track. As reporting and responsiveness to grant requirements can be detailed, our goal is to ensure you are set up for success.

If you have any questions, please contact the AEO 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