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–Susan Lytle Gilmore, Ph.D., Director of Adult Education, Sacramento City Unified School District
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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.

Fiscal Reporting

If you are a college, you can use the CCFS-320 Reporting System or TOPSPro or your local attendance system. (K12 & COEs can use TOPSPro or their attendance system). If these systems do not report minor increments (like 30 minutes) or did not track services, then you would not report these in NOVA as you have no system verification. Please remember that all hours must be verifiable.

Yes – this is the total hours of instruction or service by program area collected by our systems between July 1, 2017 and June 30, 2018.

Yes. Please report any of these instructional hours based on the distance-learning model (where students accrue hours without necessarily being in the classroom or being with the teacher).

Your attendance system should be able to do this. TOPSPro has this capability by program area.

Then you would not be able to report any hours for those services. Keep in mind, your hours reported in NOVA must reflect verifiable data. Since this will become an annual process, we hope that next year’s report will capture all of these services and reflect a truer picture.

Yes. There would be zero hours for that member. But they could still report operational costs and leveraged funds.

Services can be any assessment, counseling, intake, placement, orientation, support service, transition services, etc. a student may receive at the agency school site. Students can receive services outside of the classroom instructional hours. However, this will vary by how each agency sets up their program and tracks hours in their systems.

We are tracking all reportable individuals one or more hour of services and/or instruction. If you entered the student record and hours in TOPSPro, then you can report that in NOVA for this exercise.

Use the student update record to report service hours in TE just like you would for class hours. It would be helpful to identify a program area by creating a class.

This is Year 1 of tracking this information. We will continue to provide technical assistance on student data reporting. If you did not report the hours, you will not be penalized.

This may capture the service hours, but it still does not align them with a program area. If you know the program area, please indicate that in TE. If not, then we cannot use that information for this exercise.

That is correct. And if it is a support service class for CTE, ESL, etc. – please indicate the program area in TOPSPro.

CASAS has provided a separate report for “hours of instruction” in TOPSPro.

That is fine to set it up that way; we just do not have any way to track the hours you spent on that student.

Yes – we are tracking all operational costs regardless of fund source. Therefore, this goes beyond AEBG/AEP. This would include any student fees, apportionment, LCFF, grants, donations, etc.

Yes – please include all revenue sources even if they exceed AEBG/AEP funding. We are hoping that your true operational costs will exceed the amount of adult education program funding, as it will show how much leveraging of other fund sources our members are doing with their program.

Yes, we want you to include all non-AEP funds that are used in AEP program areas.

If they are providing services to other members assisting adults in any of the program areas, they should report those funds.

If the funds are used to serve adults in the seven program areas, please report that in NOVA.

Although the hours might not be able to be reported, if you know how much funding is used to support / serve adults in the seven program areas, please report these funds for this exercise.

Correct. This is what was expensed in 17-18. Meaning the cost of running your programs in 17-18. Sometimes you do not spend all of your annual allocation.

Please estimate how much of the funds were used to cover operational costs in 17-18.

Indirect can be prorated among your program areas.

Because in-kind is determined by the MOU or local agreement, the estimating process may vary. You can check what you reported in your WIOA II financials (if you are a grantee), or check with your business/accounting office on a basic calculation to estimate in-kind services. Just be sure the in-kind is related to the AEP program areas and its operation. According to federal guidelines: for in-kind, you should generally determine the cost using the fair market value and it should be based on standard objective sources rather than best guesses. You should document the basis for determining value of personal services, material, equipment, building, and land.

You can prorate your allocation by enrollment percentages or any other methodology recommended by your accounting/business office.

An in-kind contribution is a non-monetary contribution. Goods or services offered free or at less than the usual charge result in an in-kind contribution.

It includes any non-monetary contribution – goods or services.

Please use your district methodology for in-kind. You should be using an agreed upon standard that your district uses for in-kind.

Yes – there should be some supporting documentation. If you are estimating or pro-rating expenses, please make sure your business / accounting office is comfortable with your methodology (and it is explainable).

Yes – if you already produce reports like this for other programs or grants – and they cover the seven program areas, feel free to use those numbers. WIOA II only covers some of the seven program areas, so you would need to cover all program areas for this exercise.

This will be an annual process starting this year, which will continue each year.

Yes – make sure you have used the drop down menu to report on 17-18 only.

For FY 18-19, estimates are due by September 2019, and actuals are due by the end of the year (December 2019).

For FY 17-18, estimates & actuals are due together on February 15, 2019. Usually the estimate and actual reporting is separate in NOVA, but for this initial effort (for FY 17-18), we are combining those process and having them due 2/15/19.

Starting in FY 18-19 (reporting for next year), we will have two separate processes, which include the reporting of estimates in September 2019, and then the reporting of actuals in December 2019.

Members will enter the info/data into NOVA under the program area reporting tab.

Yes – please include those on the table in the “Other” drop down box.

No, this should not affect the process. For members who did not receive funding in that fiscal year, reporting will be optional.

This is an in-kind line item on the grid for operational costs and leveraged funds.

The Program Area Report only needs to be certified by the consortium lead after the actuals have been submitted. The consortium lead can un-certify the reports for revisions if necessary.

Yes, this is correct. We are currently working with productOps to allow member contacts to enter and edit information in the report, however only the member representatives can submit the report.

Yes, member districts can have more than one member representative in NOVA.