Adding an individual to NOVA is something either the Member Representative for the agency, or the Primary Contact for the Consortium can do. Simply go the agency in NOVA that they are to be added to and click 'Add Contact" in the Member Contact section. Enter the persons information and permission level. They will receive an invitation to join NOVA via email.

"Consortium Contributor" is no longer an option in NOVA. The options are:

Consortium Level:
Primary Contact
Fiscal Contact

Member Agency Level:
Contact
Member Representative

Please use one of the following options above.

Primary Contact is only for Consortium-wide access. Member Representatives have agency access. To change a member from Primary Contact to Member Representative, remove the Primary Contact from the Consortium contacts on the main Consortium page. Then scroll down and click on their member agency. In the Member Agency Contacts you can click to Add Contact. This will add them as the Member Representative of only their agency.

To have the ability to add or delete members at the agency level, they will need to be a Member Representative for their agency. If this person should have ability to add and delete members from the consortium level, they will need to be a Primary Contact on the consortium page.

To change a title, the member will log into NOVA. On the far left there is blue banner and the first thing listed is their name. Click on the name and click Profile. That is where information can be changed.

Log into NOVA and click on your name and then click Profile. This is where any changes to an account can be made.

You can invite her via your consortium page in NOVA. The steps are below:

1. Go to your consortium home page on NOVA
2. Scroll down to Member Agencies
3. Click on the district for the new member.
4. In the Member Agency Contacts section you will click to Add a Contact in the bottom right.
5. If this person already uses NOVA, You will add their email and set their permission level (Primary Contact is the level you have).
6. If the user is new to NOVA, please click on the ""send invitation"" button to send them an invitation to join NOVA.
7. The user will be sent an invitation to join NOVA from NOVA. (be sure to check Junk/Spam)
8. Once they accept the invitation, they will set up a password/account.
9. You may want to go back in once they have set up their account and repeat step #5.
10. Once she is active and is a Primary Contact, she will have the ability to remove you.

That should finalize the process.

You will want to contact any of the Member Representatives from your district to add you as a Member Representative. Then, you should be able to enter your CAEP reports.

Yes - that is correct. Consortium chairs and co-chairs are Primary Contacts in NOVA.

Yes - that is correct. Their title will be what they hold in the organization. They will add their title under their profiles in NOVA.

You will include who's what role in the consortium in your Annual Plan, Three-Year Plan, Consortium By-laws, and Governance Structure.

If the user has an account in NOVA, on the log in screen, they would enter their email address and select, 'Forgot Password'. The system would them prompt them to enter their information and send a link to reset the password.

If she has not received the email, it may have gone to junk or quarantine. Either way, she can go to NOVA and click to sign in. She will want to click Forgot Password, which should prompt her to reset it (create it in this case). Once reset, she should be able to log in. That should grant her access.

If the person is no longer listed in NOVA, you will want to add them back and make them a Member Representative (member level) or a Primary Contact (consortium level) for them to have the authority to certify. That should grant them the power to do what is needed.

Only the member will be able to edit their title.

In NOVA, they will need to click on their name, in the upper right corner:

Click the down arrow and then select Profile.

A screen will pull up and that is where they edit their information such as phone number, title, etc. Be sure to have them click Save Profile in the bottom right once they have updated their information. The changes should now be visible on the consortium home page.

The member representative will have to update their phone number. They will log in to NOVA and click on the badge with their name in the upper right corner. From the drop-down menu, they will select Profile and there they will be able to edit their information.

Editing rights for a member's phone number is only granted to the member. The members will have to go in and add their own numbers by editing their profile.

NOVA shows the Member Representative was invited to join. First, the member representative will need to check their Spam/Junk folder. If the email is not there, the Primary Contact will want to log into NOVA and click Help in the bottom left blue ribbon and send an email to NOVA directly to troubleshoot the invitation.

If the member already has a user account in NOVA, you will just click to add a new contact to the member agency you want her associated with (or the consortium level) and enter their email address. That's adds them to the agency/consortium. Next time they log in, they will be able to click on CAEP and have the access provided.

Now, if their previous access was tied to their former email address, you will click to add a contact and then use the link to invite a new user and type in her new email address. If that doesn't, they may have to log in with her previous log in and then use the Help button in NOVA to update their email address, if they are unable to do it on their own.

Adding members is a function the Consortium Lead is able to do. Below are the steps to add and remove contacts.

Adding Contacts to NOVA:
Log into NOVA
Click on Programs on the left side
Click on CAEP
Click on Consortium & Members
Type in your consortium number or name.
Click on the link that populates below your search:
Scroll down to the Member Agencies section
Click on member you are updating
The second section will be Member Agency Contacts
Click the +Add Contact in the bottom right of that section
If the person has access to NOVA established, just not for this agency, you will enter their name or email and select the responsibility you want them to have. (Member Representative or Contact)
If they are new to NOVA, you will click the ‘Invite’ button in the second line of that box.
Enter their name, email and contact type.
Important to know that if the member is Board Approved to vote for their district, they should be a Member Representative and will need to be the first one listed. If they are a budget person or any other staff who just needs to see NOVA, they can be a contact.
NOVA only recognizes the first Member Representative listed as the approving authority.
New additions to NOVA automatically go to the bottom of the list. In order to get the new staff to be the first one listed, you will need to follow one of the following methods:
Add the new person. If the previous person in NOVA has left the district, click the trash can to the right of their name. This will remove them from NOVA and will now have the person you just added as the first Member Representative listed.
If the person currently in NOVA still works there, just isn't the Approving Authority anymore, you will add the new person and remove the previous.
Once removed, you will click +AddContact and add them back in. It is recommended to notate email address correct spelling of name to add the member back into NOVA. Their contact level as Member Representative can remain if desired, as new additions go to the bottom of the list removing authority.
** This step will shift the new person (with authority) to the top and the old person below.

Members can access their data via the reports when logged into TopsPro® Enterprise. If you cannot access TE the recommendation is to contact your local data manager for reports. If you need additional TE support email CASAS at caep@casas.org or techsupport@casas.org .

NOVA is correct. Essentially there are two calculations; (1) which reflects True Carryover which includes your budget (allocation + true carryover= available funds) and the other which monitors the current year allocation and expenditures; aka AB 1491 carryover.

Allocation + True Carryover = Available Funds
Budget - Expenditures = True Carryover
AB 1491 Carryover is: Allocation - Certified Expenditures (As of Q4) = AB 1491 Carryover

Please see the two presentations from webinars on Carryover compliance and the NOVA Terms & Definitions for CAEP for further support.

Please see the drop-down menu in NOVA and include other grants. If the drop down is not an exact match, please pick one that is closest.

Please see the SELECT NEW FUND drop down menu in NOVA.

Yes. Please isolate expenses between July 1, 2017 and June 30, 2018.

You cannot delete an added fund, but you are not required to enter any data for it either. Just leave it blank.

No. Please choose the fund source that most closely fits.

Yes, changing the amounts would cause a problem in previous quarters. The Budget & Workplan would have to be changed to match where the reporting will be.

Here are the steps:

Consortia Lead uncertifies the Budget & Workplan.
Member moves money from the 6000 category to the 4000 category in the amount of the reporting change.
Member submits Budget & Workplan
Consortia Lead recertifies Budget & Workplan.
Once the Budget & Workplan is certified, the consortia lead now needs to uncertify the expense reports for the quarters needing changes (in this case Q1 and Q2)
Member makes necessary changes in Q1 and submits.
Lead will need to certify Q1.
Member can then submit changes for Q2.
Lead will need to certify Q2.
Please note that actions in NOVA are sequential. Changes to Q2 are not able to be made until Q1 is certified.

That should be all that is needed to correct this.

The Primary Contact is unable to submit the Q3 expenditure reports because they are not the first Member Representative listed for the agency. Only the first Member Representative listed has the authority to submit reports. This can be fixed by the Consortia Primary Contact removing all Member Representatives until the authorized Member Representative is listed first. Once the authorized Member Representative is listed first, the Consortia Primary Contact will add the other Member Representatives back to the agency contacts.

CAEP suggests you file them in NOVA under the document box – “Supporting Documents”. NOVA uploads this to the website and then it’s available to the public.

As long as the fiscal year is still open, the member will need to go back and fix the quarter that was wrong. It will require the Lead to uncertify the entry before changes can be made.

The process to complete a budget revision is as follows:

The Consortium Primary Contact needs un-certify the Budget & Workplan for this member.
The member then needs to un-submit their Budget & Workplan.
The member makes the necessary changes.
Upon completion of the revisions, the member would re-submit the Budget & Workplan by clicking the Submit button.
The Consortium Primary Contact would re-certify the member's Budget & Workplan.

This is something you can take care of in NOVA. NOVA automatically pulls the first person listed under Consortium Contacts Primary Member, and lists them as the certifying authority. The previous lead is still the first one listed. When you go into NOVA you can follow these steps:

Go to the consortium page and scroll to Consortium Contacts
You see three others all listed above you. Two of them have the same responsibility as you, so we will have to remove them.
Click to add/remove or change consortium contacts.
You will need to remove any members listed above you that are Primary Contacts.
If they should still have access, you will then go and re-add them.
NOVA always lists the most recent person added at the bottom of the list. So if they still need access for your consortium, it is as simple as removing them and then re-adding them. If they no longer need access you can simply remove them.

If you accidentally started an amendment, you can do the following:

1. Go to the consortium page, to the Allocations section and click on Continue Amendment
2. You will click on Preview on the left side and then you should see a cancel amendment button in the top right.

Their budget is off because the Allocation Amended for 20-21 wasn't completed. It was started but will have to be submitted and approved by all members before the figures will update in NOVA.

The funds in NOVA are only CAEP funds.

Yes, this is correct. The Budget will include the current allocation plus any carryover from the last fiscal year.

Also - if Q4 has not been certified for the previous year, you will see the Budget numbers inflated. Once certified, the expenditures from last year will be reduced and the budget should show only allocation and actual carryover.

Members that receive adult education funding from multiple consortia – can decide to separate out hours & expenses by each consortium or lump sum report them in one consortium. Regardless of which way they pick, they still must have their reports submitted and certified for each consortium in NOVA. For example: if a county office were a member of 3 consortia, they would have to submit and then have certified a report for each consortium (3 in total). We hope this avoids duplicate reporting (or provides options if the member has difficulties separating the funds).

Yes. That will be indicated in NOVA.

You are limited to a selection from the drop-down list. If your fund doesn’t match the names on the drop down, please select the one that most closely resembles or is like your fund source.

Member Representative and Member Contacts can enter and submit information/data. Primary contacts can certify the information/data.

Since the member received funds in the past, they can't be deleted. That leaves two options, to enter a $0 or an N/A. If a zero is entered, that means they are still an active member, but just didn't get any funding, and will have to approve all consortium documents going forward. The N/A is a way to mark them as not funded and not a current member. By doing this, they won't have to approve the consortium documents like amendments, CFAD's, etc.

The NOVA system will allow members to submit their expenditure report with over expensed line items. However, until we fix the system, we are advising members to complete a budget revision prior to completing the expenditure report. We want to mitigate any potential future problems by completing a revision before it reaches that point.

Only NOVA Primary Contacts/Member Representatives can remove a Member Representative and/or Contact from the Consortium Contacts or Member Agency sections. Only NOVA administrators can deactivate a user's account with proper permissions.

Yes, TAP can assist you and provide training for the NOVA system. Please send a request through the caladulted.org website, Request Support.

To add a current NOVA user to a consortium contacts, please follow these steps:

1. Go to the Consortium homepage.
2. Scroll to the second section, Consortium Contacts.
3. Click the +Add Contact in the bottom right.
4. Enter the name or email address of the person you are adding.
5. Select their responsibility level: Fiscal Contact or Primary Contact

To add a current NOVA user to a member agency, please follow these steps:

1. Go to the Consortium homepage.
2. Scroll to the Member Agency section.
3. Click on the Agency you would like to add a member to.
4. Click the +Add Contact in the bottom right.
5. Enter the name or email address of the person you are adding.
6. Select their responsibility level: Contact or Member Representative

Adding a new staff member to NOVA is something the Primary Contact for the consortium or a Member Representative for an agency is able to do by following these steps:

1. Go to the Consortium homepage.
2. If you are adding them to the consortium level, please scroll to the Consortium Contacts in the second section of the Consortium homepage. If you are adding them to a member agency, on the Consortium homepage please scroll to the Member Agency section and click on the correct member agency.
3. Click the +Add Contact in the bottom right.
4. Click the hyperlink that reads "Invite them here".
5. Enter their name, email and contact type.
6. NOVA will send them an invitation to the email address you entered. Please have them check their SPAM folder if they do see it in their inbox.

Welcome to Adult Education. Mandilee Gonzales, our Coordinator, will be able to do a mini-onboarding with you. She will email you directly to set up a time to do this training.

Also, annually, CAEP TAP offers a new consortia lead onboard training, usually in September. It is a virtual training. Contact CAEP TAP for more information.

Please see the below steps.
Step 1:
In the blue navigation menu on the far left find Admin.
Select the User Management option

Step 2:
Once you select User Management a new window will appear on the right.
Enter the person’s email address or name
Click ‘Apply Filter’

Step 3:
A list will populate below the filter Users section
Locate the correct person you are looking for.
Click on the hyperlinked named to open the profile

Step 4:
In the ‘Profile’ tab you will be able to update all professional information.
First Name
Last Name
Professional Suffix
Professionl Category
Job Title
Employer
Work Email

Ensure all users are using Google Chrome to access NOVA.
What page is the error message coming up on (what is the member attempting to do)
A screenshot of the error message from the Chrome devtools console. Users can access this easily following these steps:
- right-click on a blank spot on the page or of the error message that caused the error to view the pop-up menu
- select the option "Inspect" at the bottom of this menu
- Devtools should appear at the bottom of the page, or on the side
- The Console tab should be selected and if you scroll to the bottom, you'll see the error. If Console is not selected, click on it
- Take a screenshot of the entire error message and send that to CAEP TAP.

In NOVA, you want to click on our name, in the upper right corner:

Click the down arrow and then select Profile.

A screen will pull up and that is where you edit your information such as phone number, title, etc. Be sure to click Save Profile in the bottom right once you have updated your information. The changes should now be visible on the consortium home page.

Please note that consortium approval is required to make any changes to the name in NOVA. Once the board approves, CAEP TAP will work with the developers to update the consortium name in NOVA.

The data presented in the 2025-28 Three-Year Plan in NOVA is reflected in DataVista. If the TE data is not matching what is reflected in DataVista, there is a report linked below that will explain why this tends to occur. That is a valuable resource to use.

https://datavista.cccco.edu/resources/94

Yes.

NOVA is the system that should mirror the members district accounting ledgers. As a consortia lead, CAEP TAP recommends reviewing the previous years CFAD and within that document assurances and governance compliance. On a regular basis, it might be supportive to review quarterly reporting and ensure that each member is on track to spend down their expected expenditures. I would keep the fiscal and program management guidance documents close as resource to refer back to for use of funds etc. Those can be found on our website as well (https://caladulted.org/Administrators/20).

There are previous webinars you can review that may be supportive:
Program Policy/Guidance (https://caladulted.org/Administrators/384) that you can review and watch.
Fiscal (https://caladulted.org/Administrators/381)