Web based Perkins Local Application System Users Guide

Transcription

1 Web based Perkins Local Application System Users Guide Version 1.0 Contacts: Questions about completing the forms: Please contact your Project Monitor Technical Problems: Donna Stearns Vocational Education Specialist Contents: Passwords... 3 The Logon Screen.. 4 Process Selection Screen 5 District Contact Information 6 Building the TOP Code List Building the Planning Team. 10 Rolling Up the Budget Assurances.. 11 Federal Certification. 11 Online Application Certification.. 11 Application Certification and Submission.. 12 Attachment I, Figures Attachment II, Overview of the Web based Perkins Local Application System... 27

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3 List of Figures (See Attachment pages 13 26) Figure 1 Logon Screen Figure 2 Forms Selection and Status Figure 3 District Contact Information Form (CTE 5) Figure 4a Menu Bar (Single Campus District) Figure 4b Menu Bar (Multi Campus District) Figure 5 List of TOP Codes and Titles to be Funded (SEC I C) Figure 6a List of TOP Codes and Titles to be Funded (Administration) Figure 6b List of TOP Codes and Titles to be Funded (Across Vocational Programs) Figure 6c List of TOP Codes and Titles to be Funded (TOP Codes) Figure 7 List of TOP Codes and Titles to be Funded (progression) (Sec I C) Figure 8 TOP Detail Forms Figure 9 Core Indicator Information by TOP Code Figure 10 College Core Indicator Information by TOP (Sec I F) Figure 11 Local Application Program Information by TOP Code (Sec II A) Figure 12 Application Budget Summary by TOP Code (Sec IV B) Figure 13 Across Vocational Programs (Sec I C) Figure 14 Sub menu Bar Figure 15 Local Application Program Information Across Vocational Programs (Sec III A) Figure 16 Application Budget Summary Across Vocational Programs (Sec IV C) Figure 17 Core Indicator Information by College Aggregate Figure 18 College Aggregate Core Indicator Information (Sec I E) Figure 19 Sub menu Bar Figure 20 Local Planning Team Involvement (Sec I B) Figure 21 Responses to Local Plan Requirements (Sec I D) Figure 22 Application Budget Summary by District (Sec IV A) Figure 23 Statements of Assurance (CTE 3) Figure 24 Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug Free Workplace Requirements (CTE 4) Figure 25 Online Certification of the Web based Perkins Local Application Figure 26 Online Application Certification Warning Figure 27 Grant Agreement Face sheet (CTE 1) Figure 28 Request for Funds (CTE 2) Figure 29 Application Certified Electronically

4 NOTE: For security reasons the data entry system expires if there is a 30 minute lapse between data entries. This means the system logs you off automatically and all data entered after the last Save/Update is lost. If you will not be entering data for extended periods of time, to avoid loss of data, click on the Save/Update button and then log off the system. PASSWORDS Before beginning, be sure to have the appropriate password available. There are three different levels of data entry: the General User level, the Project Director level, and the District Superintendent/President level. Each level uses the same Logon screen. The password entered determines the capabilities of the account. Three passwords have been provided to each district via e mail. Contact your regional monitor at the Chancellor s Office for more information or if you encounter problems accessing the website. General User Password This password can be used to enter and save the data as the submission process progresses. This password was sent via e mail to the Project Director and the College Superintendent/President as indicated on the most recent Perkins Local Application. Project Director Password This password can be used to enter and save the data as the submission process progresses, validate and freeze further entries to the List of TOP Codes and Titles to be Funded (Sec I C), validate the College Aggregate Core Indicator Information (Sec I E), and validate the College Core Indicator Information by TOP (Sec I F). This password was sent via e mail to the Project Director and the College Superintendent/President as indicated on the most recent Perkins Local Application. District Superintendent/President Password This password can certify the entire application including the Grant Agreement face sheet (CTE 1), Request for Funds (CTE 2), Statements of Assurance (CTE 3), Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug Free Workplace Requirements (CTE 4), and can override all other entries. This password was sent via e mail to the District Superintendent/President as indicated on the most recent Perkins Local Application. Warning: Once a submission is certified, the information cannot be edited. If changes or updates are required after certification, contact your regional project monitor at the Chancellor s Office. 3

5 THE LOGON SCREEN The Perkins Local Application system is available through the Extranet Online Web Application Site at The Logon screen can be accessed directly at The user guide (Web based Perkins Local Application System Users Guide) is available on the Logon screen below the Logon button (see Attachment I, Figure 1) and on the menu bar (see Attachment I, Figure 4a). Logon to the district account by following the steps below (see Attachment I, Figure 1): 1. Select the Plan Year. 2. Select your District. 3. Enter the appropriate password (General User, Project Director, or Superintendent/President). 4. Select the Logon button. PROCESS SELECTION SCREEN The opening screen that will appear first after logging on is designed to help you navigate through the various levels of the application system and allows you to determine by glancing at the Menu Bar the status of each section within the application ( not started, started, and completed). The Menu Bar is located along the left side of the screen (see Attachment I, Figure 2). While the Menu Bar shows you the status, it is also your entry into all required forms. In order to enter the specific form, place the cursor over the labeled button of the form you want to access and click on it. Select one of the following options under Form(s), College(s), Certification or Log out. (It is recommended that you start with the Contact Information form and work down through each succeeding level of the application process because portions of the application generate information used in the succeeding levels. However, it is not mandatory to work on the application sequentially.) Contact Information College(s) This form is used to identify the appropriate person to direct correspondence to at the district regarding this application and grant agreement. This information automatically completes various parts of the application so that the district need only enter this information once. For single campus Districts the college name appears first. For multi campus Districts the district names appears first followed by each college in the district. (Note Some district s funding is less than the minimum funding level. In those cases two districts join together with the lead district appearing as the District and the additional district 4

6 appearing as a college beneath the lead district. In no way does this arrangement alter the independence of each district, however for the purpose of this application they appear as one district.) The list of college names becomes the link to Sec I C List of TOP Codes and Titles to be Funded and Sec I E College Aggregate Core Indicator Information. Sec IB The Local Planning Team Involvement, responds to two questions documenting the composition of the local planning team and how the team is involved in the decision making process. Sec ID The Responses to Local Plan Requirements is made up of 11 questions which document how Perkins requirements are being met. Sec IVA CTE1 CTE2 CTE3 CTE4 Log out The Application Budget Summary by District captures a summary of the district budget for each line item. The Grant Agreement face sheet is the legally binding document that specifies the period of the grant, the reporting requirements, the funding source, and the amount of the grant. The Request for Funds CTE Title IC specifies the amount of the allocation, the proposed expenditures, and the funds being released back to the state for reallocation. The Statements of Assurance is a certification that the application complies with all the provisions of the Perkins Act; Cost Guidelines; and Instruction, Terms, and Conditions of the Local Plan for Title I, Part C funds. The Certifications Regarding Lobbying; Debarment, Suspension and Responsibility Matters; and Drug Free Workplace Requirements is a legal document certifying that the college will comply with the statements. End this session. Users should Log out when the computer is unattended or when long periods of inactivity will occur. Warning: Throughout the application it is necessary to save and update the various parts before proceeding further. If the Save/Update button is not selected the changes to the document will not be saved. 5

7 DISTRICT CONTACT INFORMATION 1. Select the Contact Information button by placing the cursor over the button and clicking on it (see Attachment I, Figure 2). 2. Complete each section of the form (see Attachment I, Figure 3). 3. When the form is complete click on the box labeled Check here to indicate you have completed this form. 4. Click the Save/Update button before leaving this form or the changes will not be saved. BUILDING THE TOP CODE LIST Single Campus Districts 1. Select the College to be worked on from the Menu Bar (see Attachment I, Figure 4a) by placing the cursor over the button with the college name and clicking on it. 2. This brings up Sec I C, the List of TOP Codes and Titles to be Funded in Include Funding for Across Vocational Programs (see Attachment I, Figure 5). 3. To enter TOP Codes scroll down and place the cursor over the Add New TOP Code button and click on it. 4. Enter the information requested and when done click on the Add button (see Attachment I, figures 6a, 6b, & 6c). For more detailed instructions for completing figures 6a, 6b, and 6c see the section titled Sec I C List of Top Codes and Titles to be Funded (Section I C) (More detailed instructions for completing figures 6a, 6b, and 6c) below. 5. This results in adding the TOP Codes to the List of TOP Codes table. 6. Repeat steps three through five until all TOP Codes have been added. 7. Click the Save/Update button before leaving this form or the changes will not be saved. Multi Campus Districts (see Attachment I, Figure 4b) Repeat steps one through seven for each college in the district. 6

8 Sec I C List of Top Codes and Titles to be Funded (Section I C) (More detailed instructions for completing figures 6a, 6b, and 6c) 1. (Continuation of instructions from 4 above) First select the button that is applicable to the funding outcome: a. Administration If the district has funding activities that are neither identified across vocational programs or specific TOP Codes select the administration button (see Attachment I, Figure 6a). (Note Use of the Administration category only requires that form IV B be completed for tracking of administration expenditures.) b. Across Vocational Programs If the district has funding activities that are applicable across various vocational programs and are not specific to any one program, select this button (see Attachment I, Figure 6b). (Note Use of the Across Vocational Programs category requires that forms Sec III A and Sec IV C be completed for tracking of across vocational program expenditures.) c. TOP Codes If the district has funding activities specific to a single TOP Code (*2, 4, 6 digit), select this button (see Attachment I, Figure 6c). (Note Use of TOP Codes category requires that forms Sec I F, Sec II A, and Sec IV B be completed for tracking of TOP Code expenditures.) i. Use the drop down arrows to select the 2, 4, or 6 digit TOP Code. Note: * Use of the 2 digit TOP Code means that all programs within the specified 2 digit TOP Code (s) is intended, and each of those programs will meet all 8 requirements of the Act by June 30, ii. The program auto fills the MIS TOP Code title. iii. Complete the Program Title used by the college for the specific TOP Code if it is different than the MIS TOP Code title. In the case of non credit courses begin the program title with NC followed by the title. iv. If you are entering non credit courses or new courses you will be required to complete Sec I F. Since no data is available record 0 for above the State negotiated level, record 0 for below the State negotiated level, and 30 for listed as NR. d. Click the Add button. That returns you to the List of TOP Codes (Sec I C). e. Repeat these steps as needed. f. Click the Save/Update button before leaving this form or the changes will not be saved. 7

9 Note regarding figure 7: As TOP Codes are added a $0 is auto filled under the Section IV: Budget Summary By TOP Code column. This column will be completed as the Section IV form is completed. Also note that a Remove button is generated so that any Administration, Across Vocational Programs, and TOP Code can be easily be deleted from the list. Note regarding figure 5: You will not be able to click the box labeled Check here to indicate you have completed entering all the information for this section when all of the TOP Codes have been entered. This form is not complete until the budget information is entered. 2. Enter the rest of the information for each of the listed TOP Codes. Click on the blue button to the left (see Attachment I, Figure 7) for the TOP Code you want to work on. This brings up a screen with three buttons (see Attachment I, Figure 8). a. Sec IF Core Indicator Information by TOP (Sec I F) b. Sec II Local Application Program Information by TOP Code (Sec II A) c. Sec IVB Application Budget Summary by TOP Code (Sec IV B) 3. The Core Indicator Information by TOP (Sec I F) is completed by analyzing the data located at (see Attachment I, Figure 9) for the specific TOP code. Record in the box the number of the 30 Core Indicator categories that are above the State negotiated level, the number of the 30 Core Indicator categories that are below the State negotiated level, and the number of the 30 Core Indicator categories that are listed as (N/R). When this is complete click on the box labeled Check here to indicate you have completed this form. Click on the Save/Update button. (see Attachment I, Figure 10) Remember, if you are entering non credit courses or new courses you will be required to complete Sec I F. Since no data is available record 0 for above the State negotiated level, record 0 for below the State negotiated level, and 30 for listed as NR. Reminder: The College must retain in audit files a paper copy of Section I Part F titled College Core Indicator Information by TOP signed by the Department Chair (or Authorized Designee) for each funded TOP Code. 4. The Local Application Program Information by TOP Code (Sec II A) is completed by clicking on the Sec II button on the left. This checklist is completed by clicking on the met/unmet button for each of the eight required uses of funds, responding to the three questions (note space is limited to 500 characters), checking all types of activities to be funded with VTEA funds, and responding to question nine by checking all permissive uses of VTEA funds that are applicable. When this form is complete click on the box 8

10 labeled Check here to indicate you have completed this form. Click on the Save/Update button (see Attachment I, Figure 11). 5. The Application Budget Summary by TOP Code (Sec IV B) is completed by clicking on the Sec IVB button on the left. Fill in the budgeted amounts for Direct Program Expenditure and Administration Expenditure* (* = not to exceed 5%) for each of the line items. The system auto fills the totals (see Attachment I, Figure 12). (Please note that the final report budget information will be reported as Curriculum Development/Instruction, Professional Development, Counseling/Direct Service to Students, Other, and Administration even though the application does not require that information.) When the form is complete click on the box labeled Check here to indicate you have completed this form. Click on the Save/Update button. 6. Repeat steps 3 through 5 for each TOP Code by first clicking on the Back to College Menu and selecting the next TOP Code to be completed. 7. Enter the information for across vocational programs. a. In the left column click on the blue button labeled Across 1 (see Attachment I, Figure 13). b. Click on the button labeled Sec III. This brings up a screen with two buttons on the left (see Attachment I, Figure 14). c. Sec III Local Application Program Information Across Vocational Programs (Sec III A) is completed by clicking on the Sec III button on the left. This checklist is completed by clicking on each of the eight required uses of funds that apply, responding to the three questions (note space is limited to 500 characters), checking all types of activities to be funded with VTEA funds, and responding to question nine by checking all permissive uses of VTEA funds that are applicable. When this form is complete click on the box labeled Check here to indicate you have completed this form. Click on the Save/Update button. d. Sec IVC Application Budget Summary Across Vocational Programs (Sec IV C) is completed by clicking on the Sec IVC button on the left. Fill in the budgeted amounts for Direct Program Expenditure and Administration Expenditure* (* = not to exceed 5%) for each of the line items (see Attachment I, Figure 16). The system auto fills the totals. (Please note that the final report budget information will be reported as Curriculum Development/Instruction, Professional Development, Counseling/Direct Service to Students, Other, and Administration even though the application does not require that information.). When the form is complete click on the box labeled Check here to indicate you have finished reviewing this form. Click on the Save/Update button. 9

11 8. Click on the Back to College Menu. 9. On the Menu Bar click on Sec IE button College Aggregate Core Indicator Information (Sec I E). This form is completed by analyzing the data located at for the College Aggregate Core Indicator Information (see Attachment I, Figure 17). Record in the box the number of the 30 Core Indicator categories that are above the State negotiated level, the number of the 30 Core Indicator categories that are below the State negotiated level, and the number of the 30 Core Indicator categories that are listed as (N/R) (see Attachment I, Figure 18). When this is complete, click on the box labeled Check here to indicate you have completed this form. 10. This completes the list of TOP Codes form. Click on the box labeled Check here to indicate you have completed entering all the information for this section. Click on the Save/Update button and click on Back to District Menu (see Attachment I, Figure 19). BUILDING THE PLANNING TEAM Local Planning Team Involvement (see Attachment I, Figure 20) 1. Select from the left column the button labeled Sec IB Local Planning Team Involvement (Sec I B) 2. Respond to questions one and two. 3. After the responses are complete click the check box labeled Check here to indicate you have completed this form. 4. Finally click on the Save/Update button. Responses to Local Plan Requirements (see Attachment I, Figure 21) 1. Select from the left column the button labeled Sec ID Responses To Local Plan Requirements (Sec I D) 2. Respond to questions one through eleven. 3. After the responses are complete click the check box labeled Check here to indicate you have completed this form. 4. Finally click on the Save/Update button. ROLLING UP THE BUDGET Application Budget Summary By District (see Attachment I, Figure 22) 1. Select from the left column the button labeled Sec IVA Application Budget Summary By District (Sec IV A). 2. This form auto filled as Sec IV B and Sec IV C were completed. 3. Review the data and then click on the box labeled Check here to indicate you have completed this form. 4. Finally click on the Save/Update button. 10

12 ASSURANCES Statement of Assurances (see Attachment I, Figure 23) 1. Select from the left column the button labeled CTE3 Statements of Assurance (CTE 3). 2. Review the document. If you concur with the statements click on the box labeled I hereby certify that the District s Vocational Education Plan/Application complies with the provisions of the Carl D. Perkins Vocational and Technical Education Act of 1998 and any successor Act upon notification by the California Community Colleges Chancellor's Office as presented in these assurance statements; Cost Guidelines (Appendix D); and the Instructions, Terms and Conditions of the Local Plan for Title I, Part C Funds. 3. Finally click on the Save/Update button. FEDERAL CERTIFICATION Certification Regarding Lobbying; Debarment, Suspensions and Other Responsibility Matters; and Drug free Workplace Requirements (see Attachment I, Figure 24) 1. Select from the left column the button labeled CTE4 Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drugfree Workplace Requirements (CTE 3). 2. Complete the boxes for place of performance. 3. If applicable click on the box labeled Check if there are workplaces on file that are not identified here. 4. If you are in concurrence with the document, click on the box labeled As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications. 5. Finally click on the Save/Update button. ONLINE APPLICATION CERTIFICATION Online Certification of the Web based Perkins Local Application 1. You have successfully completed the online application process and are ready to certify the application electronically. 2. Click on the button labeled Certify District Application (see Attachment I, Figure 25) 3. Read the warning (see Attachment I, Figure 26). If you are satisfied with the application click on the button labeled Certify. 11

13 APPLICATION CERTIFICATION AND SUBMISSION 1. If you completed the Web based Perkins Local Application Process online (see Attachment I, Figure 29) you are ready to complete the application process by: a. Print and sign four copies of forms CTE 1 ( Grant Agreement ) and CTE 2 ( Request For Funds ) (see Attachment I, Figures 27 & 28) b. The signatures must be in an ink color other than black NOTE: (see Attachment I, Figure 29) After the certification of the application is completed note that the introductory welcoming message is replaced with a statement that the application has been certified. Also note that a line has been added to the right reading Substantially Approvable:. When your assigned Program Monitor has completed their review of the application and approved it online a date will be inserted (e.g. Substantially Approvable: June 29, 2007 ). The significance of this date is that once the application has been deemed Substantially Approvable and the period of the grant has started (July 1, 2007) the district can begin expending funds. Prior to this determination funds cannot be expended. The District can monitor this screen to determine the status of the application approval process. c. Return these forms no later than close of business May 22, 2007 to: California Community Colleges Career Technical Education Unit 1102 Q Street, Third Floor Sacramento, CA Attention: Perkins Local Application You have completed the application process. You can now select the button labeled Log out. 12

14 Attachment I Figure 1 Logon Screen Web based Perkins Local Application System Users Guide Figure 2 Forms Selection and Status 13

15 Figure 3 District Contact Information Form (Form: CTE 5) Figure 4a Menu Bar (Single Campus District) Forms College Forms Certification Log out 14

16 Figure 4b Menu Bar (Multi Campus District) Forms District & Colleges Forms Certification Log out Figure 5 List of TOP Codes and Titles to be Funded (Form: Sec I C) 15

17 Figures 6a List of TOP Codes and Titles to be Funded (Administration) Figures 6b List of TOP Codes and Titles to be Funded (Across Vocational Programs) Figure 6c List of TOP Codes and Titles to be Funded (TOP Codes) 16

18 Figure 7 List of TOP Codes and Titles to be Funded (note changes) Figure 8 TOP Detail Forms 17

19 Figure 9 Core Indicator Information by TOP Code Figure 10 College Core Indicator Information by TOP (Section I F) 18

20 Figure 11 Local Application Program Information by TOP Code (Section II A) Figure 12 Application Budget Summary by TOP Code (Sec IV B) 19

21 Figure 13 Across Vocational Programs (Sec I C) Figure 14 Sub menu Bar Figure 15 Local Application Program Information Across Vocational Programs (Sec III A) 20

22 Figure 16 Application Budget Summary Across Vocational Programs (Sec IV C) Figure 17 Core Indicator Information by College Aggregate 21

23 Figure 18 College Aggregate Core Indicator Information (Sec I E) Figure 19 Sub menu Bar 22

24 Figure 20 Local Planning Team Involvement (Sec I B) Figure 21 Response to Local Plan Requirements (Sec I D) 23

25 Figure 22 Application Budget Summary By District (Sec IV A) Figure 23 Statements of Assurance (CTE 3) Figure 24 Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug free Workplace Requirements (CTE 3) 24

26 Figure 25 Online Certification of Web based Perkins Local Application Figure 26 Online Application Certification Warning Figure 27 Grant Agreement Face sheet 25

27 Figure 28 Request for Funds Figure 29 Application Certified Electronically 26

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29 Attachment II Overview of the Web based Perkins Local Application System 1. Contact Information by District (CTE 5) Building the List of TOP Codes by College 2. TOP Codes List (I C) 6. Across Vocational Programs Building the Planning Team 11. Planning Team Involvement (I B) Certification 13. Statements of Assurance (CTE 3) Paper Submission 16. Grant Agreement Facesheet (CTE 1) 3. College Core Indicator by TOP (I F) 4. Program Information by TOP (II A) 5. Budget Summary by TOP (IV B) 7. Program Information Across Vocational Programs (III A) 8. Budget Summary Across Vocational Programs (IV C) 12. Response to Requirements (I D) 14. Lobbying, Debarment etc. (CTE 4) 15. Online Application Certification Future Requirement District Aggregate Core Indicator 17. Request for Funds (CTE 2) 9. College Aggregate Core Indicator (I E) Rolling Up the Budget 10. Budget Summary by District (IV A)