Q&A - Carryover Compliance (Administrators) - California Adult Education Program

Administrators

Leadership isn’t about a title. It’s about impact, influence and inspiration.

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

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.

Carryover Compliance

Carryover Compliance (3)

Q1 In the Member Carryover Compliance Status, I see that members who have not clicked submit are showing a 100% carryover for 24/25 carryover status, which makes sense as we are tracking progress through the year. Why are members required to fill out a corrective action plan to submit Q1 expenditure reports?

In your CFAD you indicated that NOVA would track member carryover. If an agency is not meeting the current quarterly carryover NOVA will require a corrective action plan to be completed.

Q2 Do members need to enter a written expenditure plan that is separate from the consortium plan? I've found the consortium-level plan in NOVA, but I haven't been able to find a place to enter the member plans. Are they just uploaded as documents and attached to the consortium plan?

There are no separate member plans. There is a consortium-level plan that should address the carryover as a whole. All members will have to individually approve the Written Expenditure Plan. The Plan is due November 14 in NOVA.
Guidance from the CAEP Newsletter: Consortium carryover is one or more prior fiscal years exceeding 20% and is assessed and acted upon annually. Consortium carryover includes the carryover of all its members. State leadership identified consortia with 20% or more carryover as of September 30, 2024, with the Quarter 4 Expenditure report submission.

Consortia with 20% or more carryover must submit a written expenditure plan to the State showing how the consortium will work to reduce their carryover below the 20% threshold.

The Written Expediture Plan in now live in NOVA. Consortia who have exceeded 20% carryover will have 45 days (Oct 1-Nov 14) to complete the plan at the consortium level. Consortia will be submitting one jointly developed written expenditure plan. Members will review and approve the written expenditure plan once it has been submitted by the consortium lead.

Consortia who exceeded 20% carryover and are required to do a Written Expenditure Plan are encouraged to reach out to the TAPS for any additional assistance that is needed. The consortium will have to do an allocation amendment to address the additional money allocated to the members from the COLA. Let us know if you have questions about how to do an allocation amendment.
https://caladulted.org/DownloadFile/1355

Q3 We have filled out the Carryover Plan document in NOVA, but the last question is about who is the Lead/Co-Lead for the plan. Do you mean for the party that had the carryover, or for the consortia as a whole?

The question you are referring to:
"9. Please provide the name and contact information of the lead and co-lead representative for this plan.
If there is a single lead (no co-lead), type “n/a” or “0” throughout the co-lead column."

This question is asking who is the lead that enters in the written expenditure plan. If there is a member that has worked with, the consortium lead, then it would be appropriate to list their information.

The written expenditure plan is a collaborative plan that should involve all members, and the lead is responsible for entering into NOVA, while the membership reviews and approves.