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West Virginia Sign RFP Now

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everybody to our career tech talks today we have a great topic for you but first if you guys don't care we're going to go over some housekeeping things first please make sure as we go through this you have your mic muted and your camera turned off also if you have any questions please put it over in the chat so at the very top it looks like a little chat bubble please click on that as we go through and we have different questions comes up when we have a pause in the session we will address them and we will answer any questions that you have also at the end we'll have time for you to unmute yourself so don't don't feel bad or don't worry if you can't get to the chat we want to make sure that we answer all your questions and at the end there will be a form for you to fill out and also please stay at the very end we have a great q a session that is available for everybody to attend so now that we are ready let's pass it over to mindy marshall who's going to go over adult education application process over to you mindy thank you tim i appreciate that and good morning and welcome to everybody who's on the call this morning it is that time of year that um i don't know you either love it or hate it probably most everybody hates it but we um it's our budgeting and application process season so i thought this would be a good month to just go over the background of that what we have to do in adult education as far as application and budgeting so just um for anybody who might be new to the call or somebody who might be new to adult education i'll just give you a little bit of background and then i'm going to go over the process for the application what we have to do when it's an rfp year and versus what we have to do when it's just a regular renewal year so as you know we receive both state and federal funds to operate adult education programs and this is distributed through multi-year competitive grant process so when we determine the number of years that we have in a multi-year process so right now for instance we are on a five-year grant cycle last year we did an rfp and in that rfp we identified how many years this grant was good for so i decided that um three years was a little too short so i extended this last one to a five year grant cycle so like i said this current one this is year one of a five year cycle so most of your adult education programs are located in in the county uh adult education is a part of cte here at the department of education so that's why we fall under the division of career and technical adult so typically somebody in the county is assigned to oversee adult education so that's why a cte director is usually given this duty because we fall in the cte division so that means that the cte director is responsible for determining the needs for adult students in the county they coordinate the scheduling of the classes hiring of the instructors and overseeing the instructor and the finances of that program some counties are the programs they are administered by our regional coordinators adult education has six regional coordinators in the state the state is divided into six regions and we have somebody in the field we have an adult education regional coordinator out there who manages some of the programs and you guys are probably aware that you know we used to work a lot with reese's and we still do work with the educational service cooperatives that are out there so when we have an rfp year which was last year which i know a lot of people put last year out of their minds but if you think back to that rfp process it is because we have federal regulations that we have to follow it is a very lengthy and rather time consuming process on our end and when you get that application i think you'll agree that it is definitely a lengthy process just because of the hoops that we have to jump through for to receive our federal funds but when we're in an rfp process that means we have to open up our funds to anybody in the state to apply so it has to be it has to be equitable to anyone so that really ties our hands as to what we can do here in our office so when you're in an rfp year we have to announce our funds are available statewide so that usually means that we have to work with our communications office they have to do press releases around the state they have to advertise that we have funds that are available for application i'm not allowed to put that application out to my list serves i can't give it to my folks everybody it has to be equitable around the state so that everybody has the same opportunity um then once that's announced and once that application is posted to the website then we have to provide a technical assistance webinar to give anybody who doesn't know anything about adult education the opportunity to ask questions to ask about the processes that we go through so that adds just another layer onto the process after that happens we have to secure a committee of folks to read and evaluate the applications and last year because of covet my colleagues here at the department were very gracious to help us out we sometimes we ask retired instructors retired cte directors retired staff from the department to be on that committee to help us evaluate those those applications they have to go through a scoring process we have to we have to figure out what criteria an application has to meet in order to be approved and that committee helps us work through that process applications are also sent to your local workforce libs your workforce directors they get the opportunity to read your application and make sure that your application is aligned with what's in your local plan so that gives them that opportunity to take a look at that they don't do any scoring in that they just read it they just have the op we have to allow them since we are required partners with workforce we have to give them that opportunity to look at those applications and i can tell you that a lot of folks they they read them and they may make a suggestion and if we do we reach out to that county and we just relay that information that they have given to us um so once we get through the committee review and the workforce review then we send out the notification letters go out and then the grant awards are generated on july the 1st so that being said just wanted to let you know what goes on during an actual rfp process and why we have to why we have to do it so this this year those of you that are on the call know that we just released our application for next year and it's what we call the first year of the renewal application so when we do a renewal application what we try to do is we try to make it simplified because last year it was a process so we try to make it easy on everyone ourselves included and we try to we try to just focus on items that maybe we feel like we need a little more information about maybe get um some ideas on what's happening in some of the programs and it also this application is not scored in any way it's just reviewed by the folks here in the state office our regional coordinators and that helps us to the information that we get from that it helps us to provide additional technical assistance that you might need in your program it also lets us gives us some ideas of maybe some professional development that we need to develop or if somebody needs specific technical assistance or professional development in their region we're happy to to provide that so that just um it just gives us more information so as you know we released it earlier this week and um then those like i said those applications are just reviewed we will have a notification letter that will go probably well the notification letter won't go out until the state budget bill is signed um so those typically go out in june and then the grant awards are generated july the 1st after the new fiscal year starts um right now of course you know we're in the middle of our legislative session so we don't even have allocation numbers or anything until the budget bill till they start working on the budget and the budget bill's actually signed and i haven't even heard anything yet from the federal side so we know that we'll get funds we just at this point don't have numbers to work with as far as budgeting goes so the application went out earlier this week as i just mentioned and um i just wanted to go over the elements that are in it this year so if you've seen it if you've looked at it uh the application just has a cover page with contact information then it has four questions it's actually two two part questions one question that we're asking the instructors to to give us some information on and the second one is a question for the directors that we would like the directors to give us some feedback on and we have a budget workbook an excel budget workbook which consists of your budget page a page that lists your full-time instructors a page that lists your part-time instructors and if you pay rent we have a rent form and our inventory form we also have three federal forms that the federal government asks us to have signed and in your file with your application that's the non-discrimination form the debarment and the lobbying form so all you have to do is sign those and send those back we just have to keep those on file every year also attached to that was a file called program assurances and those just kind of go through the items that are required for an adult education program and i like to attach those with the grant application every year just as a review so that so that you can see what uh what what is it the expectations are for a program we also after after the grants go out we have here at the department through our process we have to attach what are called scoping conditions to the grant and we realized over time that maybe a director doesn't see that because the grant award actually goes to the finance person in your county and perhaps you don't even get a copy of it they probably keep it on file in the county office but we do have what we call scopes and conditions that are attached to that so this year when you get your award letter i'm going to attach those scopes and conditions we call them grant award protocols scopes and conditions i'm going to attach those just so that you can see those because if you don't get that information from your finance person i want to make sure that you also have those as well so this year like i said the application was released earlier in the week it will be due on april the 16th and it can be emailed to our office it can be uh you can put it in the actual mail if you want to that's fine it's not a problem however you want to send it back is fine and once also another important thing to the budget bill being signed once it's signed then i can send you the letter that releases you from the rif process um as you know we are grant funded we're a grant funded program we're not in the formula funding for k-12 so therefore we're considered special revenue accounts so every year we have to ask that our teachers are put on the rift notification just in case the state legislature would decide not to give us any money and the federal government would decide not to give us any money so that letter goes out every year usually in january and um once that budget bill is signed then we are allowed to give you the notification that you can take those folks off off of the rift list of course we know we've been funded every year forever i've been here 26 years starting on 27 years and we have always been funded occasionally we've had to take a cut to our budget but we are able to absorb that we've not had to push it down to the to the program level so we try to absorb any cuts we can here at the state level um so that's basically the process um so uh tim or do we have any questions at this point right now we do not have any questions questions okay um if anybody has a question that they would like to ask please unmute yourself this is a great time to ask any questions that you have about the process i will let everybody know that the presentation today the outline was placed in the chat and also the recording will be shared so just to keep everybody up to date i do want you to know that the handout for the outline is in the chat and we will be sharing the recording mindy we did have one question come in the budget narrative is missing question mark okay there is not a budget narrative required this year um on the budget narrative page in the past we have asked folks to break down certain line items within their budget so this year we're not asking for that information the only thing you'll see on that page when you open up that page of the workbook is conference information for conferences coming up for the next fiscal year it gives you information on registration costs just to assist in the budgeting process but we did not ask for a budget narrative for this next year great question anymore this is a great time if you guys have any questions to please ask so please make sure we type them or unmute yourself [Music] has anybody read the questions yet is there any heartburn out there with the questions that were asked for this next application year good bad ugly mindy it's tina i think the questions are great so when you get the applications back and you have um will you compile the results of those questions particularly ones on some of the best practices during the virtual training that instructors had to do and share with all of us absolutely yes and yeah we will compile those results and send those out those will also be available to all the regional coordinators in case there's something perhaps like to do in their region but yes all that information will be available i'm good that'll be fun to read yeah i know i've seen a lot of dynamic things that have been happening out there in the classroom so i'm really anxious to to read what folks have been doing how they have conquered covid how they're using their classroom and doing remote instruction i know there's been a lot of creative things happening out there hey this is sandra i did want to make a note on the budget narrative for the adult education budget that narrative is not required however i do know there are some people on here who complete spokes and tanf grants it is required for those and it is in the budget workbook for those so just you know if you do a spokes and tan if it is required great point we actually had two more questions come in so let's go ahead and get to one of them when will the budget be approved so we can take instructors off the rift list that is a great question okay that is typically typically and what we hope is that usually on the last day of the legislative session they address the budget and they sign the budget the governor signs the budget bill and he was last year he did sign it on the last day which this year the last day of the legislative session is april the 10th so i am hoping fingers crossed that on april the 10th the governor signs the budget and after that you will get a notification from this office that you can take your folks off of the rift notification list yes but good question you'll know if you listen to the news you'll hear one year we actually went till mid-june before the budget was signed so yeah i had a bit of grief that year and heartburn wondering when that budget was actually going to be signed but i'm hoping that it will be done on april the 10th great question we have uh one more up we got two coming in i like this i was getting a little worried this is my first time emceeing i was getting worried you guys i put you to sleep um so i've got another one on the program assurance do we put in those percentages and if so where do we find them no you don't have to put anything in those are a god those are a guide for you that those are the percentages that we have negotiated with the feds that we have to reach so that is just an informational page for you to know what our percentage major measures what the requirements are for us to meet next program year i like the questions one more we've got in the chat can you afford something with any changes in indirect costs rate slash workers comp rate etc i'm sorry tim can you repeat that it bleeped out on you abslutely can you forward something with any changes in indirect cost rate slash workers comp rate or etc so you're asking me to give you that information that was the question okay so the indirect cost rate is by county so you would need to get your indirect cost rate from your county finance person and um same thing with the workers comp rate you would need to get that you could get all that information from your county finance person this is sandra however most of those are negotiated on a year-to-year basis and they probably if it's like the past they won't have those rates until official rates for at least indirect until like april may so at least on the spokes side i can speak directly to it please just use last year's rate um i'm not as cons i on the spokes side i'm not a concern as what that indirect rate is as everything above it yeah and i'm not so sure that the counties go year to year i think they get their indirect rate cost um approved for a couple of years but i don't know what year is the new new rate year so but yeah i would just i would just reach out to my county finance person just to they can give you the most up-to-date information that is all the questions we have in the chat if we don't have any more i appreciate it i learned something today i was really excited about to get to come in and sit with this and please remember that a survey has been shared in the chat please fill them out it helps us out with knowing what type of topics you guys want us to cover and how best we can assist you from the department so mindy i will pass it over to you if you have anything else and we will close this up sure thanks tim absolutely if anybody you know once you get off of here and you looked at your application or something pops in your mind feel free to reach out give me a call send me an email anytime i'm happy to work with you one-on-one if you're a new cte director and have never been through the process before and just want to have uh we can have a teams meeting and go through i'll be happy to go through the application with you whatever you might need i'm happy to help in any way but thank you for attending and um thank you tim absolutely thanks everybody and please remember this is recorded so we will be stopping the recording and it will be shared out with everybody

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