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AEP Questions and Answers

This is a collection of questions that are most frequently asked of the AEP Office. They are organized by topic area and will be updated as needed.

Do not use (Document Due Dates)

If you are Direct Funded, you will receive your apportionment in the first 12 months of the 16-17 state fiscal year. If you wish to alter or revise the amount you received, you may do so through the subcontracting process. If you have a Fiscal Agent, they will receive the consortium apportionment in the first 12 months of the 16-17 state fiscal year. If the Fiscal Agent wishes to alter or revise the amount being allocated to members, they may do so, with member agreement, through the subcontracting process.

A draft of the Year 2 Annual Plan for public comment will be released soon. You will see that it has not changed greatly from Year 1 - there are a few new items but it is largely the same. We don’t anticipate that the main approaches of the Plan template will change much (maybe add clarifications, etc.), so you can start your planning as soon as that draft is released.

Some of the dates are subject to change. The exact date for the Annual Plan submission in July has not been set yet, for example. The May 2nd deadline for the CFAD is firm, however, as are some other dates. We will clarify these dates as soon as possible on the website.

There are a couple of ways this can be done. One way is to print out the summary page with signature blocks, then scan and upload the document into the electronic system. All signatures should be condensed in a single document; we do not want to have multiple summaries with one signature per document. Another way is to have signatures collected at a face-to-face meeting and signed on an iPad or similar device. We will provide instructions for this as we get closer to submission time.

It is a hard deadline for the Consortium Fiscal Administration Declaration. It was set because of the timelines that the state needs to follow for the program year. The Annual Plan of activities, which provides more detail, will be due in July.

Here is an overview of the due dates:
- The CFAD is due May 2nd.
- Final revisions to Year 1 plans and/or budgets must be received by May 15th.
- The Year 2 Plan will be due in July, the exact date TBD.
- Student data for Year 1 will be due August 1st

You may submit revisions to your 3 year plan, annual plan, governance, etc., through the year – with the final deadline each year being May 15th. The portal opens each year on July 1st for updates/amendments.

Those revisions received prior to the portal being open will be reviewed as submitted and later posted. We will get back to you soon.

Here is an overview of the due dates to expect each year. The submission systems will accept documents until 11:59 p.m. on the date due. We encourage early submissions, as late ones could encounter submission errors and/or system overload. NOTE: if the date falls on a weekend, the document due date will be moved to the first Monday after that date.
The CFAD is due May 1st.
Final revisions to each year’s Annual Plan and/or budgets must be received by May 15th.
Student data for each year is due August 1st. For 2015-16 data, the due date is August 8, 2016.
Annual Plans for each new program year is due August 15th.

To stay up to date, check the Calendar on the AEBG website regularly:

Keep in mind that we also have the twice a year expenditure reporting by consortia via the online system housed at the Chancellor’s Office. These reporting months are January and July. Budget revisions must be submitted prior to the report month. Budget revisions are due 6/20 and 12/20, respectively.

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.