onsite trac training august 16, 2013. joanne mahony [email protected] (517) 335-0405
TRANSCRIPT
ONSITE TRAC TRAININGAugust 16, 2013
TRAC OVERVIEW
3
Technical Review, Assistance, and Compliance
The purpose of TRAC is:•To provide technical assistance, and •Monitor for compliance with State and Federal laws
Each Region Every Five Years•Added Cost•CTE Perkins•CTE Instructional Programs
4
OVERVIEW OF TRAC PROCESS
MAJOR STEPS
• Pre-visit preparation and desk review• Onsite visit• Report to region• Compliance plan• Compliance plan and evidence approval
5
REVIEW CATEGORIES
• Data• Finance• Grants• CTE Instructional Programs
6
WARNING:
Submission of documents that are subject to confidentiality and privacy laws should NOT be submitted electronically. These documents will be reviewed onsite.
7
QUESTIONS?
TRAC TIMELINE
• Region selection• Onsite visit notification• TRAC training• Grant activity selections• Fiscal agency selections• CTE instructional program selections
10
TRAC TIMELINE
Document Submission for Desk Review:• CIP Self-Review documentation for
selected programs is submitted through Navigator
• Data, Finance, and Grant documents submitted through GEMS
11
TRAC TIMELINE• Day 1 - Program reviews begin• Day 2 -
• Program reviews continue• Introduction meeting• Data/Finance/Grant reviews begin
• Day 3 – • Program reviews continue• Interviews• Wrap Up meeting
12
TRAC TIMELINE
• OCTE Report Of Findings• Not In Compliance - Action Required• Recommendations (comments, technical
assistance, observations)• Commendations (exemplary program, best
practices)
13
TRAC TIMELINE
• Appeals Process• Compliance Plan• Compliance Plan and Evidence
Approval• Final Letter
14
IMPORTANT CHANGES Expanded State Desk Review
Documents RequiredNo Compliance Plan WorkshopNo Priority (I/II) FindingsImplementation of GEMSElectronic document submission Navigator – CIP Programs
15
REGION PREPARATION• Local Staff Assignments
• Regional TRAC Liaison• Document Preparation Coordinator
• Please send these names to OCTE• Agenda• CIP Self-Review Documentation (for
selected programs)• Data/Finance/Grants Documentation
16
DRAFT AGENDA
• Templates is sent by email• Submit to OCTE three weeks prior to visit • Three Day Agenda
17
QUESTIONS?
GRANTS
• ALL documents for Grant Review are due on the designated Desk Review date for your region.
20
GRANTS
• Secondary CTE Perkins (20%)• Emphasis on CPI Deficiencies• Regional Improvement Plan
Activities• Selected from grant application
21
G01 CPI Indicator Related Activities
GRANT G01 DOCUMENTATION
• Evidence must be linked to expected outcomes as identified in the application
• Examples may include: • Meeting agendas, minutes, sign-in sheets• Planning documents• Documentation of services provided to
students (payroll records and work logs)• Dated vendor payments
22
EXAMPLEEXPECTED OUTCOME
CPI: 1S1 Academic Attainment/ReadingActivity: Curriculum Integration
Expected Outcome: 60% of the region's CTE teachers will participate in professional development related to the integration of reading concepts in their programs and the use of contextual reading activities
23
EXAMPLE
24
GRANT CHECKLIST• Provide DISTRICT documents listed
under DESK REVIEW for all review items.
• Provide documentation for G07 only if requested
• Due to OCTE on or before designated date for your region
• No personally identifiable information
25
QUESTIONS?
28
Focus of Data Review
State Funding & Reporting
Data Use for Program
Improvement
CTEProgram
FederalFunding
and Reporting
Locating Relevant Data
• Label each item of documentation:• Review item code: “D02”• Description: “Document identifies special populations
students”• Ensure programs, courses, and class titles match
those in CTEIS or create a crosswalk• Don’t forget to use:
• A sticky note on a page (if hard copy)• Highlight a sentence, paragraph, etc.• Draw an arrow to the sentence, picture, etc.
29
DATA - Common Findings
• Unable to determine minutes and weeks for course delivery
• Failure to provide bell schedule and master calendar for all approved CTE programs in Region (2012/2013 school year)
• Course titles often don’t match those in CTEIS and could result in inaccurate misalignment of sections
• Enrollments reported to OCTE don’t match teacher class/course records
30
DATA - Common Findings
• CPI reports are frequently not shared with instructors or are often not used for program improvement
• Follow Up (Placement data) not shared with instructors
• Data processes and procedure documentation are often omitted or lacking detail
31
DATA CHECKLIST• Provide DISTRICT documents listed under
DESK REVIEW for all review items.• Provide documentation for D08 only if requested• Due to OCTE on or before designated date for
your region• ONSITE documents should only be provided at
the site• Student identifiable information will not be sent
to OCTE. Please provide onsite.
32
QUESTIONS?
FINANCE AGENCY REVIEWS
2012-2013
CTE Perkins fiscal agency
and
1-3 additional participating agencies
35
FINANCE AGENCY REVIEWS
36
FINANCE CHECKLIST
F02 - PROCUREMENT
• Code of Conduct or Conflict of Interest Policy
• Purchasing Policy• Excluded Party List www.sam.gov
37
FINANCE CHECKLIST
F03 - EXPENDITURE REVIEW
• Allowable Costs & Source Documentation• Copies of general ledgers• Copies of transaction details
38
FINANCE CHECKLIST
F03 – EXPENDITURE REVIEW
• General Ledger & Transaction Detail• OCTE selects a sample of transactions• Agencies provide source
documentation for selected sample
39
FINANCE CHECKLIST
F03 – EXPENDITURE REVIEW
• Signed Cooperative Agreements for Designation of Fiscal Agency
• Monitoring of participating districts (fiscal agencies only)
40
FINANCE CHECKLISTF04 - TIMEKEEPING
• List of employees paid with federal funds
• Payroll ledger• Time and Effort Reports• Semi-Annual Certifications
41
FINANCE INTERVIEWS
• Interviews as needed with:• Business office representatives• CTE directors or administrators
42
FINANCE CHECKLIST • Provide DISTRICT documents listed under
DESK REVIEW for all review items • Provide documentation for F06 only if requested• Due to OCTE on or before designated date for
your region• ONSITE documents should be provided at the
site.
43
QUESTIONS?
BREAK TIME!
Pleasereconvene in15 minutes
DESK REVIEW DOCUMENTS
• Before Onsite Visit• Collect and organize materials electronically
• Virtual folders• Label with review item number (D01, F01, G01,
etc.) and Document Name• Mark pages/highlight sections (if possible)• Provide all requested documentation• Submit Desk Review documentation on or before
designated date for your region• Submission either via GEMS or flash key
46
Example of Virtual Folders
47
ONSITE DOCUMENTS
• Only one copy of each item• Assemble in documents review room• Materials remain with region
48
FINAL REMINDERS• Documentation should represent the whole
Region - not just one CEPD or district• Don’t treat each CEPD separately; put all
evidence for each review item together• Have someone available who knows the
documents• Watch for program and grant selection
notification via email next week
49
REGION 4 LIAISON
Joyce McCoyOCTE Onsite Visit Team Leader
Debbie Lonik and Finance Specialist Trainee(517) 241-6929
[email protected] Date: September 24-26, 2013
DESK REVIEW DOCUMENTS DUE:September 3, 2013
50
REGION 11 LIAISON
Shawn PetriOCTE Onsite Visit Team Leader
Debbie Lonik and Finance Specialist Trainee(517) 241-6929
[email protected] Date: October 22-24, 2013
DESK REVIEW DOCUMENTS DUE:October 1, 2013
51
REGION 20 LIAISON
Deb MillerOCTE Onsite Visit Team Leader
Debbie Lonik and Finance Specialist Trainee(517) 241-6929
[email protected] Dates: December 3-5, 2013
DESK REVIEW DOCUMENTS DUE:November 12, 2013
52
REGION 24 LIAISON
Leonard SamborskiOCTE Onsite Visit Team Leader
Patty Cantú(517) 335-5224
[email protected] Date: January 28-30, 2014
DESK REVIEW DOCUMENTS DUE:January 7, 2014
53
REGION 16 LIAISON
Scott PalmerOCTE Onsite Visit Team Leader
TBD
Visit Dates: March 18-20, 2014DESK REVIEW DOCUMENTS DUE:
February 25, 2014
54
MAILING ADDRESS
Office of Career and Technical EducationAttn: Elizabeth Collins
P. O. Box 30712Lansing MI 48909
56
QUESTIONS?
Occupational Certificate OverviewOccupational certificates authorize an
educator to teach in state-approved Career and Technical Education (CTE) programs
Educators in CTE programs must possess one of the following current/valid occupational credentials
Occupational Certificate Overview(continued)
• Interim Occupational Certificate (initial license) or
• Occupational Education Certificate (advanced license) or
• Full Occupational Authorization (formerly Full Vocational Authorization - no longer issued but considered valid for those individuals who hold them)
If an educator does not hold one of the above certificates an Annual Occupational Authorization may be granted to the school district.
Paths to Occupational Certification
61
Education Preparation Program with applicable field experience:•Provisional Certificate with general education endorsement – Appropriate for teaching in general education, AND•Interim Occupational Certificate with occupational endorsement (CIP code) – Appropriate for teaching in state-approved CTE programs •Educator may be utilized in general education classrooms
Business and Industry Individual who meets occupational certification requirements:
•Interim Occupational Certificate with occupational endorsement (CIP code) - Appropriate for teaching in state-approved CTE programs
•Educator may NOT be utilized in general education classrooms
Colleges/Universities OfferingOccupational Certificates
The list of state approved CTE preparation programs can be found: https://mdoe.state.mi.us/proprep/Programs.asp#VOcEd
The following Colleges/Universities have approval to offer CTE preparation programs:
Central Michigan University Michigan State University
Eastern Michigan University Northern Michigan University
Ferris State University Wayne State University
Madonna University Western Michigan University
04/19/2362
Initial Certificate Interim Occupational Certificate (IOC)
Possession of a bachelor's degree; completion of an approved major or minor in an occupational area; and two years (4,000 hours) of recent and relevant work experience in an occupational area
Has passed both the state teacher preparation basic skills test and appropriate subject area test or tests available at the time of application
Has successfully completed a minimum of 6 semester credit hours of professional or vocational education credit at an approved CTE preparation institution
04/19/23 63
Interim Occupational Certificate (IOC)Renewal Requirements
Two renewals available - each requires:Completion of 6 semester hours of credit in a planned program of study from an approved teacher preparation institution since issuance of the IOC and within the 3 years prior to the renewal application, OR180 State Continuing Education Clock Hours (formerly SB-CEUs) appropriate to the grade level and content of the certification since issuance of the IOC and within the 3 years prior to the renewal application3 year validity
64
Advancing to the Occupational Education Certificate (OEC)
3 years of successful teaching experience within the validity of the certification since the issuance of the initial IOC, AND
Completion of a 3 semester credit hour reading diagnostics course, AND
The following requirements must have been acquired since issuance of the IOC or the renewal and within the 5 years prior to the renewal application:
Completion of 6 semester hours of credit in a planned program of study or 6 semester credit hours of academic credit appropriate to the grade level and content endorsement(s) of the certificate at any approved college or university, OR
180 State Continuing Education Clock Hours (formerly SB-CEUs) directly related to your certification, OR
150 hours of District-Provided Professional Development (DPPD) since issuance of the IOC, OR
A combination of semester credit hours, SCECHs, and DPPD
04/19/23 65
Renewal Requirements Snapshot After September 1, 2013
04/19/2366
Occupational Education CertificateRenewal Requirements
• Completion of 6 semester hours of credit at any four-year or community college listed in the Directory of Michigan Institutions of Higher Education, or approved out-of-state institution since the issuance of the OEC and within the 5 years prior to the renewal application; OR
• Earned 180 State Continuing Education Clock Hours (SCECHs) since the issuance of the OEC and within the 5 years prior to the renewal application; OR
• Completed 150 annual District Provided Professional Development (DPPD) hours in accordance with Michigan School Code Section 380.1527 since the issuance of the OEC and within the 5 years prior to the renewal application; OR
• A combination of semester hour credits, SCECHs and/or DPPD since the issuance of the OEC and within the 5 years prior to the renewal application is acceptable.
• Renewal is valid for up to 5 years
04/19/2367
Application ProcessMichigan Online Educator Certification Services (MOECS)
•Visit www.michigan.gov/moecs•Click on blue button to access the MOECS•Click on Create Login Name/Password•Return to the MOECS and log in using your assigned login name and the password you created•Complete a self-registration•Once the self-registration is complete, navigation buttons will appear on the left of the screen
04/19/23 68
Annual Occupational AuthorizationsIssued for persons who will be teaching in state-approved
career and technical education programs in grades 9-12. Authorizes school districts to hire experienced individuals to
deliver instruction in an occupational area when a fully certified occupational teacher is unavailable.
Requires yearly posting and advertising the position.Requires yearly documentation that work experience is
relevant and continues to be within the last 6 years from the date of the application.
Expires August 31 of the school year.
04/19/23 69
Annual Occupational Authorization- Requirements -
High school graduation
A minimum of two full years (4,000 hours) of recent and relevant occupational experience (experience is considered recent if it occurred no more than six years prior to the date of application). The local school district and the Office of Professional Preparation Services will determine the adequacy of the occupational experience
License if applicable; i.e., health fields, cosmetology, NATEF
04/19/2370
Credit TrackAnnual Occupational Authorization
- Requirements - • Individual must be on Annual Occupational Authorization (AOA) for the year
prior to applying for credit track • Completed at least one credit toward certification between September 1 and
August 31 of previous school year• Posting and advertising not required• First year of credit track is first year that credit track is approved by MDE –
does not include previous year on AOA• Maximum – 8 consecutive years• Failure to complete credit results in removal from credit track – no
opportunity to return
04/19/2371
Application Process August 1 – First day applications for new school year AOA/Credit Track
AOAs may be submitted. Instructors may NOT enter the classroom until an application is submitted
in MOECS. Under the School Safety Legislation, persons who have been determined
not to have a criminal history may be placed in a classroom AFTER an application for the AOA or Credit Track AOA has been submitted in MOECS.
Payment for the AOA/Credit Track AOA is required within 30 days from the date of approval.
July 15 – Last day to apply for AOAs and Credit Track AOAs for previous school year.
04/19/2372
Application Process
Annual Occupational Authorizations
Must be submitted in MOECS prior to the educator entering the classroom OPPS approves applicationMOECS generates a $40 payment request via email to the address in the applicant’s demographicsAuthorizations are rescinded if not paid within 30 days of approval and remain rescinded until payment has been made
04/19/2373
Application Process
Credit Track Annual Occupational Authorizations
Must be submitted in MOECS prior to the educator entering the classroomSend official transcript showing credit taken by educator between September 1 and August 31 of previous school yearOPPS approves applicationMOECS generates a $40 payment request via email to the address in the instructor’s demographicsAuthorizations are rescinded if not paid within 30 days of approval and remain rescinded until payment has been made
04/19/2374
Application Process
Districts apply for MEIS account via www.mi.gov/meis to receive password and login for authorization to access the Michigan Online Certification System (MOECS)
Obtain MEIS Security Agreement form via www.mi.gov/moecs and fax completed form to OPPS to gain access
Access Michigan Online Certification System (MOECS) via www.mi.gov/moecs to apply for the AOA/Credit Track AOA requests
04/19/23 75
Verification of Credentials
For the most accurate information regarding an educator’s certificate/authorization issuance and validity, always log into MOECS at www.mi.gov/moecs and click on Search for Certificates/Permits/AVAs. The public site will only show certifications/ authorizations/permits that are currently valid. It will not show pending/rescinded information.
The Office of Professional Preparation Services no longer prints and mails certificates to educators. All educators can print their certificates by logging into their MOECS accounts.
04/19/2376
Contact Information
Debbie RyanOffice of Professional Preparation Services
04/19/2377
PROGRAM SELECTION CRITERIA• Added Cost funding amounts• Enrollment and completion data• Geographical location• New program established within last five years• New teacher for program• OCTE program file information• Program and building level core performance
indicator data including special populations• Regional CIP Summary information and CIP
Improvement Plans
79
PROGRAM SELECTION NOTIFICATIONOCTE notifies Regional TRAC LiaisonRegional TRAC Liaison notifies CEPD administratorsCEPD administrator notifies building administrator,
teacher(s), and OCTE consultantOCTE consultant contacts teacher(s) to finalize visit
details and copies the CEPD administrator, building administrator, Regional TRAC Liaison, and OCTE TRAC Coordinator
80
PROGRAM SELECTION FOLLOW-UP
• 2013-14 Master schedule highlighting program teacher(s) schedule
• Program Location - Building address and room
• Exceptions - Notation of teacher on leave, retired; program relocated, closed, etc.
81
CIP SELF-REVIEW
• Complete and upload in Navigator by PSN (http://ctenavigator.org)
• Single review for each PSN-all teachers • Evidence for 2012-2013 school year• Navigator Instructions – webinar
http://ctenavigator.org/resources/download/241
82
QUESTIONS?
ONSITE TRAC TRAININGAugust 16, 2013