Regional Advisory Meeting Recap

September 2021

 Wonderful meeting yesterday! 😊 Thanks to Janet and Lori, as always, for presenting and helping to moderate the meeting!  Thank you to each of you as well for participating in our team icebreaker, sharing updates on your programming, and your active engagement in discussion.

 Below, please find highlight notes, in addition to files/links shared, and upcoming due dates. 

Finance Updates

Any questions for this section are to be sent directly to Shekera (sdalvarado@fcps.edu)
and copy Lori (ljhancock@fcps.edu)

Highlights:

  • We’re already at 8% spent of total grant funds and our regional target is 10%!! Great job everyone!

  • Well on track with collecting program income (already at higher rate collected than this point last year!)

  • Previous C&T Methodologies sent to each local program to assist in revision (due 10/14)

  • Reminder:

    • Email approvals will no longer be accepted (e-signatures and physical signatures ONLY)

    • Please use FY2021-22 forms. Forms found here.

  • Grant Award Notification (GAN) has not been received just yet; you will be updated as soon as they are received.

Grants Summary (click here to download)

Match & Program Income (click here to download)

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Data Updates

Any questions for this section are to be sent directly to Shekera (sdalvarado@fcps.edu)
and copy Janet (jljaufmann@fcps.edu)

Highlights:

  • VDOE has announced an extension of 2019-20 test scores (if COVID post test has been entered in 2020-21)

  • Review of new MSGs for IETs (training coming soon); associated Director’s Memo is listed below:

  • Attendance upload to SSWS planned for this year

  • Be sure to include the mode of delivery (in-person or remote synchronous, distance education, etc.) in the description of the Class Status Report

  • Data Entry Due Dates (chart on right): Based on Director’s Memo #041-21

  • Data Flow Process Outline

    Question 17 from 2021-22 Self-Assessment Survey: The Provider has established a system of data flow that uses a multi-leveled accountability and oversight approach (internal controls) to ensure that program data are recorded accurately and that the data submitted to the VDOE match the data on all students’ Adult Student Profile Documents (ASPD). (Program Managers Responsibility Manual)

    • An outline template will be provided in the near future for programs to document their data flow

  • Other Data Issues

    • Reportable Students-If a student fills out an ASPD but never enrolls in a class, make sure you add them to a Registration or Reportable class so that they are counted under your program.

    • Staff who work in multiple agencies should be “Assigned To:” ADULT ED PRGM REGION 8-977

    • File Shredding: Files to remain: (2016-17 – 2020-21)

 VDOE Updates

Reminder Program Manager Meeting – 9/23 @ 1:30 PM

Review Director’s Memo’s

Regional Programming Updates

 

  • More to come on SBI & CCR Requirements for Quarterly PD Plan

  • We will start to prep for local program site visits (Dates: TBD - possibly Q3)

  • Please send list of regional staff (to Shekera: sdalvarado@fcps.edu)to be sent invites to login to regional member site, include:

    • First & Last Name

    • Email Address

    • Local Program

    • Title/Role

    • Permissions:

      • Program Manager/Coordinator

      • Data Specialist

      • Finance Specialist

      • Instructor/Tutor/Trainer/Volunteer

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