If the member agency has other Member Representatives, any of them can approve the CFAD. If the agency has others in NOVA as contacts, but only one Member Representative, only that Member Representative will be able to approve.

Anyone approving the CFAD on behalf of an agency, must be Board approved by that agency to vote/act on their behalf. They will need to get a secondary Member Representative added to their next district Board meeting agenda and vote on approval for that person to carry out actions for the agency. Once that is done, the alternate member representative can be added in NOVA.

Unfortunately, there is no work around for this. Page 7 of the CAEP Program Guidance states: A member of the consortium shall be represented only by an official designated by the governing board of the member (84905 (c)).

We strongly urge all members to have a secondary pre-approved Member Representative to act on their behalf if something arises.

Distribution of COLA to members should be based on the consortium funding formula. Every member is entitled to receive a COLA. Consortia are not allowed to distribute differently.

You can attach both documents in the Supporting Documents section of NOVA, below the Annual Plan section. Please be sure to title them with a name that will identify they are part of the CFAD for this year.

The Member Agency section in NOVA will show all members, past and present. They are not listed in the Agency and Certifiers section, so they will not be required to approve the CFAD.

Question 13 on the CFAD Guidance, pertains to how the consortia approval of distribution process. While there is Ed Code that states no member can receive less than the prior year, there may be decisions made about the consortia pot, or a member no longer receiving funds (opt out/cannot provide service) or if there is a bylaw that allows for reallocation of carryover. This section is where you would provide how your consortia handles that.

Once the CFAD is approved and certified, it is a completed document that cannot be changed. The amendment will be an Allocation Amendment, to account for the addition/reduction in monies per member. The Allocation Amendment can be found on the main consortium page in NOVA, in the Allocation section (just below the CFAD section). Under the current year, there is a blue button that says "Start Amendment". If you would like to see all amendments that have been done, in the lower left of the Allocation box there will be a button that says "View Amendment History"

The CFAD is a document that can not be changed. What will have to happen is an allocation amendment. While the consortium lead will be the one to complete the allocation amendment, all member agencies will have to log in and approve it.

The red numbers will stay. The CFAD can't be changed. It is based on initial allocation amounts, prior to the May Revise. The reduction will be reflected in the allocation amendment that you completed.
The amounts in the Budget and Workplan include carryover, which is why they differ from the original Allocations.

Last year's CFAD still reflects the reduction in COLA because the CFAD was already approved prior to notification of the reduction. Your consortium completed an allocation amendment to reflect the COLA adjustment. That can be found in the Allocation section and then by clicking View Amendment History.

Consortia can add new member agencies to the CFAD once it is made available in NOVA.

Last year the COLA was reduced after the CFAD was completed. Because the CFAD is a governing document, once it is signed and certified, it is unable to be changed. Members completed an allocation amendment in June to account for the COLA reduction. The amendment took care of the COLA reduction, however since we are unable to change the CFAD, it will always show as a negative. It does not affect you going forward. You can disregard the negative it shows.

In January 2019, CAEP received a preliminary allocation, with a COLA, based on the Governor's draft budget. However, when the Governor signed the budget, CAEP received a reduction in COLA. Since the CFADs had already been submitted and certified, and we are unable to make changes, each consortium completed an allocation amendment to account for the reduction in COLA. Your consortium completed the allocation amendment to account for the reduction in COLA. As a result, there are no further changes to be made.

Your voting structure for approval is whatever is laid out in your by-laws for approval of a vote (majority, two-thirds, or unanimous).

Please check your consortium by-laws. Each consortium was able to select how voting was approved. Since members approved the By-Laws, that will be the direction you can follow.

The negative difference in the CFAD should equal the reduction in COLA that occurred last year after the CFADs were finalized. You completed an Allocation Amendment in June to reflect the reduction in COLA for accounting purposes.

Because the May Revise with reduced COLA came out after the CFAD closed, and the CFAD is a final document that can't be changed, all consortia will see a negative balance equaling their reduction in COLA. It will not affect you. We are working with NOVA regularly to make sure all numbers are accurate. Unfortunately the only way NOVA could account for the reduced COLA was to show it as a negative in the system.

You're correct - NOVA is pre-populating last year's allocations; however, you will enter members' total allocations, including the proposed COLA, to equal the consortium's total preliminary allocation. Once you do this, your Total Allocated to Members will increase to equal the Total CAEP Funds and the Total Remaining will equal zero.

Based on what I am seeing - you are over allocating for 2020-21.The allocations that were pre-populated in NOVA included last year's reduced COLA. For this year, all you will need to do is add your consortium's allocation with this year's 2.29 percent COLA.This will bring your Total Remaining down to zero.

Based on what I am seeing - you are over allocating for 2020-21.The allocations that were pre-populated in NOVA included last year's reduced COLA. For this year, all you will need to do is add your consortium's allocation with this year's 2.29 percent COLA. This will bring your Total Remaining down to zero.

The Consortium Lead forwarded the email sent to them, to all members as a reminder. The link in that email was specific to the Consortium Lead, so when other members clicked on it, NOVA recognized them as the lead and put that name as the certifying authority. NOVA will allow you to send reminder emails through the system to all members. No lead should ever forward their email and link to others.

All members must certify the CFAD (funded or not). But if you followed your decision making by-laws, and the member is not going along with the agreed decision, we can go into NOVA and certify the CFAD for that member (or override). We would just need the minutes from the public meeting, and the by-laws that you followed to make the decision for documentation purposes.

You should zero out for the current year. Your previous year will remain unchanged, with the negative balance.

As for the COLA, for this year you will calculate that yourselves. The calculation will equate to the percentage of the total allocation each member receives. You will use that same percentage to divide the COLA amongst all members. Unless your By-Laws specifically state the COLA be divided differently.

The negative balance from 2019-20 will remain and is not impacting 2020-21.

For 2020-21, the base allocations are pre-populated - they are your 2019-20 allocations with the reduction in COLA. All that is left for you to do is distribute the 2020-21 COLA based on the consortium's funding formula. Once the COLA has been distributed, your Total Remaining CAEP Funds for 2020-21 will be zero.