contentskyae.ky.gov/educators/documents/aokyadministrative... · 3) recruitment templates and...

AOKY ADMINISTRATIVE GUIDELINES VERSION 3.0 –EFFECTIVE 07/01/2016

1

CONTENTS

I. GENERAL ................................................................................................................................................ 2

II. AOKY TEAMS ........................................................................................................................................ 3

III. RECRUITMENT ..................................................................................................................................... 3

IV. PROGRAMS OFFERED.......................................................................................................................... 3

V. EMPLOYER ENGAGEMENT ................................................................................................................... 4

VI. ORIENTATION ...................................................................................................................................... 4

VII. ENROLLMENT ..................................................................................................................................... 5

VIII. TUITION and ABILITY to BENEFIT ..................................................................................................... 5

IX. AOKY ADULT EDUCATION DELIVERY .................................................................................................. 6

X. SUPPORT SERVICES .............................................................................................................................. 7

XI. PROGRAM OUTCOMES ....................................................................................................................... 8

APPENDIX D: RESOURCES ...................................................................................................................... 12


2

I. GENERAL

1) AOKY is a partnership between Kentucky Adult Education, Kentucky Department of Workforce Investment/Kentucky Career Center and Kentucky Community & Technical College System.

2) The goal of AOKY is to provide participants with an accelerated pathway to earn their GED® diploma and a KCTCS entry level certificate that meet the needs of the state and/or regional economy.

3) The target population for AOKY are GED® seeking participants and, where applicable, Project CASE clients.

4) Participants will receive sector/program based contextualized GED® instruction from Kentucky Adult Education and postsecondary instruction from a KCTCS institution.

5) Participants will receive wrap-around services from a KCTCS Success Coach and a KCC Career Coach.

6) The AOKY model is aligned to the Ability to Benefit (AtB) Career Pathways Statutory Requirements (see Appendix A for a graphic of the AOKY model):

Aligns with the skill needs of industries in the economy of the State or regional economy involved;

Prepares an individual to be successful in any of a full range of secondary or postsecondary education options, including apprenticeships registered under the Act of August 16, 1937 (commonly known as the ‘National Apprenticeship Act’; 50 Stat. 664, chapter 663; 29 U.S.C. 50 et seq.);

Includes counseling to support an individual in achieving the individual’s education and career goals;

Includes, as appropriate, education offered concurrently with and in the same context as workforce preparation activities and training for a specific occupation or occupational cluster;

Organizes education, training, and other services to meet the particular needs of an individual in a manner that accelerates the educational and career advancement of the individual to the extent practicable;

Enables an individual to attain a high school diploma or its recognized equivalent, and at least one recognized postsecondary credential; and

Helps an individual enter or advance within a specific occupation or occupational cluster.

7) Participants should be enrolled in 5 or more credit hours of technical courses over one or two semesters and will earn a first level credential embedded in a career pathway, allowing them to gain entry level employment and/or continue their education.

8) Information about the AOKY can be found on the SharePoint site: https://kctcs.sharepoint.com/sites/Grants/aoky/SitePages/Home.aspx. A KCTCS or Outlook email is required to access the site.

https://kctcs.sharepoint.com/sites/Grants/aoky/SitePages/Home.aspx


3

II. AOKY TEAMS

1) The Executive Team and State Team will provide technical assistance to local executive and state teams.

2) There must be a local executive team at each college with one representative from each of the three core partners (Kentucky Adult Education, Kentucky Department of Workforce Investment and the College).

3) Partner Roles and Responsibilities:

Kentucky Adult Education: o Participant recruitment o Contextualized GED instruction

College:

o Participant recruitment o Technical instruction o Success Coaching o Program coordination o Employer connections (via instructor and/or Workforce Solutions)

Kentucky Career Center/Workforce Investment Board:

o Participant recruitment o Funding for education (based on participant eligibility) o Employer connections o Worked based learning activities o Career Coaching

4) See Appendix B for a team list of AOKY activities.

III. RECRUITMENT

1) Local teams should develop a recruitment plan for each AOKY program offered.

2) All partners are equally responsible for recruiting participants for AOKY.

3) Recruitment templates and material can be found on the AOKY SharePoint site.

4) Referrals coming in to the college AOKY contact via the website should be followed up on within 24 hours.

IV. PROGRAMS OFFERED

1) Programs offered through AOKY have to meet the AtB Career Pathways Statutory requirements, which is documented on the AOKY Program Information Form.

2) Programs offered must be aligned to state and/or local sector strategies and employer demand for the credential/program offered has to be documented.


4

3) Programs offered must be approved by all local team members (i.e., Adult Education, KCTCS college, and the KY Career Center and/or the local WIB).

4) The program offered has to be part of a pathway program, meaning the credential they earn in AOKY is embedded into a higher level credential, preferably an Associate’s Degree.

5) The credential offered through AOKY must allow participants to gain entry level employment and/or continue their education.

6) All courses offered as part AOKY will need the AOKY course attribute on them, even if the course is a mixed cohort and is not team taught. (See “AOKY Course Attribute Data Protocol in People Soft” for Instructions.) See AOKY Program Information Form for more detailed information

V. EMPLOYER ENGAGEMENT

1) Employer engagement is critical to the continuum of AOKY, from recruitment to academic success to employment.

2) Employers are a critical strategic partner in pathway programs and engagement is expected around: planning, work based learning experiences and placement.

3) Employers should be engaged in partnership with the local Kentucky Career Center and the college’s Workforce Solutions department as they already have relationships with many area employers.

4) Employer engagement is more than convening an advisory committee or having employers speak to participants. Below is a list of recommended employer engagement activities that should be considered for AOKY:

participate in curriculum and activity design visit the classroom to speak to the participants about industry requirements and

opportunities conduct mock interviewing during the course of the AOKY program offer worksite tours offer job shadowing experience work study offer unpaid internships offer paid internships/coop opportunities (more info required below) interview graduates upon graduation prioritize graduates for any available job openings place graduates – if they have current/ongoing job openings

VI. ORIENTATION

1) AOKY participants have to be oriented to the AOKY program requirements. Orientation should be conducted by all partners, if possible, and must include:

Program requirements and expectations Explanation of support services provided by each partner Review of the Program Committment Contract (see Appendix C)


5

Completion of assessments Completion of enrollment requirements Any other relevant program information you think is useful to share with participants Note: if your college has a mandatory participant orientation, the above still has to be provided to AOKY participants.

VII. ENROLLMENT

1) AOKY participants have to be co-enrolled in adult education and the college for AOKY participation. Participants have to meet enrollment requirements for both institutions.

2) Participants enrolled in AOKY should only be enrolled in the courses listed on the AOKY Program Information Form submitted by the college as the Pell grant will only cover tuition for those courses.

3) All AOKY participants need to be identified as an AOKY participant in KAERS and People Soft.

VIII. TUITION and ABILITY to BENEFIT

1) AOKY participants have to pay tuition for their college courses.

2) In order for a participant to be eligible under AtB, they have to be enrolled in an AOKY program that meet both Ability to Benefit statutory requirements and regular Pell requirements (which are listed at the end of this section).

3) AtB statutory requirements are documented on the AOKY Program Information form and kept on file at the college and with the State Coordinator at the System Office and available at : https://kctcs.sharepoint.com/sites/Grants/aoky/AOKY%20Program%20Applications/Forms/AllItems.aspx

4) Participants can demonstrate AtB in one of two ways:

1. Meet the cut score on the Wonderlic Basic Skills Test. Verbal: 200 Quantitative: 210

The WBST can be administered up to four times during a twelve-month period. The student

must take alternate forms and also have a minimum 60-day gap between retesting on the

same form. Students may retest on an alternate form 30 minutes after taking the first form.

Please note: Invalid tests do “count” in the test sequence and accordingly, must be submitted

for official scoring.

2. Successfully complete six credit hours in classes that are applicable toward a degree or certificate offered by the institution

Recommended they are part of an approved AOKY pathway

5) While in AtB status, participants can only use their federal funds for courses that are part of the AOKY pathway leading to a credential.

https://kctcs.sharepoint.com/sites/Grants/aoky/AOKY%20Program%20Applications/Forms/AllItems.aspx


6

Example: A participant working towards their Tack Welding certificate can only use their federal funds in the courses required for the Tack Welding certificate.

The only exception are for participants attending a college where a college success course (such as FYE 105) is a mandatory requirement for all participants.

6) Participants are considered an AtB participant until they earn their GED® diploma as long as they meet the guidelines outline above. Once they earn their GED® diploma, they become a “regular Pell” participant for subsequent enrollment periods and no longer have to abide by these requirements.

Participants have to be co-enrolled in adult education and the college until they earn their GED® diploma.

7) It is the responsibility of the AOKY Success Coach (or AOKY contact in the absence of a Success Coach) to ensure participants meet the following AtB statutory requirements and communicate that with the local Financial Aid Office (process determined locally):

Includes counseling to support an individual in achieving the individual’s education and career goals;

Includes, as appropriate, education offered concurrently with and in the same context as workforce preparation activities and training for a specific occupation or occupational cluster;

Organizes education, training, and other services to meet the particular needs of an individual in a manner that accelerates the educational and career advancement of the individual to the extent practicable;

Enables an individual to attain a high school diploma or its recognized equivalent, and at least one recognized postsecondary credential; and

Helps an individual enter or advance within a specific occupation or occupational cluster.

8) Failure to meet AtB requirements may jeopardize a participant’s ability to receive federal financial aid, now and/or in the future.

9) All participants enrolled under AtB have to sign the AOKY program commitment contract (see Appendix C for a copy). The local KYAE program and college need to keep a copy in with the student’s records.

IX. AOKY ADULT EDUCATION DELIVERY

1) Shall be contextualized. Adult education contextualized instruction is GED® preparatory instruction contextualized using meaningful, relevant participant activities aligned with the AOKY sectors/programs.

2) Shall be provided to AOKY participants until they earn their GED® diploma.

3) Though the course is taught by the adult education instructor, collaboration with the technical instructor is encouraged to help participants succeed.

4) Shall provide sufficient time and duration for participants to attain a GED® diploma before the student completes the postsecondary program.

5) All participants must be enrolled in WIN with the intent of attaining a Kentucky Essential Skills Certificate (KESC).


7

6) Shall integrate the employability standards and workplace skills differentiated to meet student interests and needs in all daily lessons and instruction.

7) Shall incorporate the use of resources and materials contextualized by sector or program (e.g., texts, visual literacy, procedures, etc.) in independent practice and assignments.

8) Shall integrate the utilization of technical class assignments as contextual learning as part of GED® preparation.

9) Can be exhibited on a participant’s college schedule as “AOCCR”. See instructions for “Entering NonCredit Classes” and printing NonCredit classes on a participant’s schedule on the AOKY SharePoint site in the Resource Library.

X. SUPPORT SERVICES

1) AOKY participants will receive success coaching services from the college and career coaching services from the Kentucky Career Center.

The Success Coach serves as the main point of contact for participants and provides the following assistance as needed to ensure participants are successful in school by:

Assisting with outreach, participant recruitment and orientation activities

Reviewing program options with participants, including certificate and degree options based on their needs and goals

Serving as a link between and within the college and partners in order to help participants succeed

Assisting participants with pre enrollment activities as needed including, Financial Aid, transcript requests, KCTCS applications, course selections, etc.

Providing intrusive advising techniques as needed to ensure participants adjust to the college environment and succeed in their classes

Providing referrals to campus resources such as tutoring services, workshops and counselors

Providing referrals to community based organizations that can address participant’s barriers beyond academic challenges

Tracking individual progress and proactively provide appropriate intervention to support participant success

Working with instructors to ensure participants are participating in class and progressing to determine if additional academic support is required

Coordinating with the Career Coach to ensure participants are receiving services from the Kentucky Career Center

The Career Coach assists participants with their career pathways and with identifying career opportunities with a family sustaining wage by:

Identifying potential participants for educational pathways and makes referrals as needed


8

Coordinating with the Success Coach to ensure participants that are referred from the Kentucky Career Center connect as well as ongoing communication once enrolled in a pathway

Serving as a link between and within the college and partners in order to help participants succeed in their career pathway

Ensuring participants are registered with Focus Career

Making the connection between the education pathway, job opportunities and career pathways

Assisting with career exploration, job search activities and career counseling

Providing internship opportunities where applicable

Connecting participants to job placement opportunities

Assisting in the resource development plan to ensure completion of the education pathway

Developing and supporting the Individual Employment Plan including tracking individual progress and proactively provide appropriate intervention to support participant success

Providing referrals to community based organizations that can address participant’s barriers beyond academic challenges

XI. PROGRAM OUTCOMES 1) Enrollment (students have to match in both systems to be counted, any student who is not matched

will be removed from the student group) Distinguish between new and returning students Demographic information

2) GED attainment

3) Classes students are enrolled in

4) Student retention In AOKY Beyond AOKY

5) Student completion in AOKY

6) College Credentials Earned In AOKY Beyond AOKY Industry recognized credentials (as we are able to report it)

7) UI data match (as it becomes available, at least two times/year following fall and spring semesters)

8) Comparison to non-AOKY Students


9

APPENDIX A: AOKY MODEL

ACCELERATING OPPORTUNITY KENTUCKY “Developed and implemented in collaboration with partners in business,

workforce development, and economic development” http://aoky.kctcs.edu

http://aoky.kctcs.edu/


10

APPENDIX B: AOKY CHECKLIST

AOKY ACTION ITEM JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN

1 Conduct AOKY Team Meeting (as needed) X X X X X X X X X X X X

2 Provide local team with up to date program information X X X X X X X X X X X X

1 Review existing AOKY programs -determine if they are stil l

relevant for upcoming semesterX X X

2If selecting new program, bring team together to review

local labor market data and complete program applicationX X X

3 Submit new/updated/renewal program application by

deadline1 1 15

4 Inform front l ine staff of next semester's AOKY offering -

update & distribute AOKY fact sheet to front l ine workersX X X

1 Develop Recruitment Plan for upcoming semester/pathway X X X X X X

2 Develop/updated marketing material

3 Execute Recruitment Plan X X X

4 Schedule New student Orientation X X X X X

5 Be aware of local deadlines for enrollment, financial aid,

testing…X X X

6 Work with local PR department on promoting AOKY student

stories in local media outlets

8 If you have AO informaiton on the college website, make

sure its up to date

1 Sumbit roster of AOKY students to state coordinator one

week after classes startX X X

2

Confirm AOKY programs and credentials offered with state

coordinator one week after classes start X X X

3 Add AOKY course attribute to AOKY courses X X X

4 Make students inactive in AOKY student group by the end of

the semester (those who dropped out/completed)X X X

AOKY ACTION ITEM JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN

STUDENT SUPPORT

1 Meet with students as they are referred to AOKY X X X X X X X X X X X X

2

Schedule student orientation prior to the start of each

semester X X X X X X

3

Update student fi les each semester -run grades, dean's l ist

reports, credentials earned etc.

4 Enter AOKY student in the AOKY Referral/Tracking form if

not already on there and add information as neededX X X

5 Submit scholarship journal to system office within one

month of semester starting (if applicable)

6 Visit classroom on a regular basis X X X X X X X X X X X X

7 Meet with students as needed X X X X X X X X X X X X

8 Work with student/instructor to submit certificate

application by college deadline

9 Refer students to KCC for career coaching if they are

entering workforceX X X X X

ONGOING

AOKY PROGRAMS

STUDENT RECRUITMENT/MARKETING

DATA

as needed

ongoing

as available


11

APPENDIX C: AOKY PROGRAM COMMITMENT CONTRACT

Accelerating Opportunity Kentucky is a program provided by Kentucky Adult Education, Kentucky Community & Technical College System, and Kentucky Department of Workforce Investment allowing you an accelerated pathway to earn your GED® diploma and a KCTCS entry-level certificate that meet the needs of the state and/or regional economy. Your instructors along with a Success Coach and a Career Coach will help you develop the skills you need to succeed in school and compete in the workforce.

By participating in Accelerating Opportunity Kentucky at [insert] College, I understand and will abide by the following program requirements:

1) Attendance is vital to my success in the classroom as well as in the workforce. I will provide appropriate documentation (physician note, court papers, etc.) if I need to miss a day of class.

a) I will attend my GED® preparatory instruction on time each day and adhere to attendance policies established by my instructors until I earn my GED® diploma.

b) I will attend my college classes on time each day and adhere to attendance policies established by my instructors until I earn my entry level certificate.

2) I will stay in regular communication with my success coach regarding my class work and work together with him/her to problem solve my challenges so I can remain successful in AOKY.

3) I will work with my assigned career coach on activities that will help me secure a job.

4) I understand that failure to meet these program requirements may jeopardize my ability to receive federal financial aid, now and/or in the future.

Participant Release Acknowledgment

“I give permission for the following agencies: Kentucky Adult Education, Kentucky Career Centers and Kentucky Community & Technical College System, to share my academic data and personal information in order to provide services for the program in which I am enrolled. I understand that by signing this authorization, I am waiving my rights of nondisclosure of these records under federal law only as to the entities specifically listed. This release does not permit the disclosure of these records to any other person or entities without my written consent.”

Participant Signature: ___________________________________________ Date: _____________

AOKY Program Coordinator Signature: _____________________________ Date: _____________

KYAE Director Signature: ________________________________________ Date: _____________


12

APPENDIX D: RESOURCES

AOKY SharePoint Site: https://kctcs.sharepoint.com/sites/Grants/aoky/SitePages/Home.aspx

Resource Documents

AOKY Program Applications

Marketing Material

Meeting Information

AOKY Website: http://aoky.kctcs.edu/

AOKY Testimonials: http://aoky.kctcs.edu/Testimonials.aspx

AOKY Dashboard (DSS): https://dss.kctcs.edu/

JFF’s Accelerating Opportunity Website: http://www.jff.org/initiatives/accelerating-opportunity

https://kctcs.sharepoint.com/sites/Grants/aoky/SitePages/Home.aspx

http://aoky.kctcs.edu/

http://aoky.kctcs.edu/Testimonials.aspx

https://dss.kctcs.edu/

http://www.jff.org/initiatives/accelerating-opportunity