Q&A - Other/General (Administrators) - California Adult Education Program

Q1 Where can Members find more information about the Employment & Earnings Survey? We weren't aware of it (or rather we thought it was a WIOA thing, not a CAEP thing) and need guidance on it.

You can find information about the Employment and Earnings Survey on the CASAS website, here: https://www.casas.org/training-and-support/casas-peer-communities/california-adult-education-accountability-and-assessment/California-Employment-and-Earnings-Survey.

Q1 Where can we find the Fact Sheets on the caladulted.org website?

The Fact Sheets can be found on the CAEP website by following the path: Administrators > Planning > 3 Year Plan > Fact Sheets. The link is provided here: https://caladulted.org/2021FactSheets

Q2 My member agencies have been receiving conflicting information about the requirement that CAEP agencies now have to fill out the employment and earnings survey: Some have heard that the requirement is now in full effect. Some have heard that the requirement is in effect on a trial basis and won't be in full effect until next year. Others have heard that the requirement won't be in full effect until Q3. Could you please clarify the current policy for me?

In 20-21 it was a "pilot" but in 21-22 it is now a requirement moving forward.

However, colleges using MIS do not have this specific requirement. This requirement is for members using TOPSpro Enterprise.

Q66 Can we use our SARS system to verify the data? All of our counseling appointments are in a separate system but it is not an attendance system per say.

If SARS is an attendance system that tracks student hours and can be validated – than yes. If not, then no, it cannot be used.

Q67 I have some questions about the Student Technology Survey. Is the current code or link going toward the current school year. If not, when will it be available? We want to make sure that we are collecting efficiently.

The Student Technology Survey is for the program year according to the date you complete the survey. It is always available, and they continue to pull from it. The completed date always align with the current program year.

Q68 When identifying Adult Education students for data reporting purposes, how should we classify individuals who are not enrolled in the seven CAEP program areas? Are there recommended criteria—such as age, prior education status, language proficiency, or participation in noncredit CTE or workforce preparation programs—to determine if someone should be considered part of the Adult Education or Adult Learner population?

When it comes to CAEP funding for adults, it is clear that a learner must be 18 years or older. There is an exception and that is if a learner is pregnant. If there is a pregnant learner, under the age of 18, then the district would have to send non-CAEP funds along with the student if they are under 18 years of age. (Sections of the CAEP Program Guidance are highlighted below).

CAEP Program Guidance Section below is on page 8:

Adult Education Enrollment Age Requirements

Persons in California between six and eighteen years of age are subject to compulsory full-time regular school attendance (EC 48200). Persons eighteen years of age and older are eligible to enroll in adult education programs. Also eligible are (1) minors, regardless of age, who are pregnant or are actively engaged in the parenting of his or her child or children (EC 52610.5); (2) high school students who are eligible for enrollment in adult education programs (EC 52500.1); and (3) students who are exempt from compulsory continuation education as prescribed by law (EC 48410). Emancipated minors are considered adults and may enroll in any adult school or college in accordance with the eligibility rules of the institution. During their period of expulsion, expelled students may not enroll in any other school or school district except a county or district community day school or a juvenile court school (EC 48915.2[a]).

Any minor, regardless of age, who is pregnant or is a parent actively engaged in raising one or more of the minor’s children, is eligible to enroll in any adult education course or class described in Section 41976. Money under the Adult Education Program, established pursuant to Article 9 (commencing with Section 84900) of Chapter 5 of Part 50 of Division 7 of Title 3, shall not be used to support the costs of adult education courses or classes described in Section 41976. A school district shall clearly demonstrate that the costs of instruction for persons under 18 years of age enrolled in an adult education course or class described in Section 41976 are from another allowable fund source or sources (EC 52610.5).

Q69 I am new to my position as the Consortium Director. The board has talked about receiving reports on the consortium and the agencies individually but also as a whole. I was hoping to gain some insight into what is recommended as far as providing data. What do other consortia provide to their members to review?

There is no standard protocol for sharing information with consortium board. There are many ways you can share and present data. Data Vista is the platform that was recently launched that pulls in consortia, regional, and state level data that is pulled via TE and MIS data. (https://datavista.cccco.edu/)

If you are looking to review skill gains, enrollment etc, then members could bring their student information system ad hocs and/or request reports from the Community College Institutional Research department. The data set would need to be communicated to ensure you are reviwing the desired information to address which ever scenario/barrier you are looking to review. If you would like to speak with other consortia leads, CAEP TAP can connect you with them via email.

AEP Questions and Answers

Other/General