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.

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 .

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.

Yes.