Full Purchasing Guide
Table of Contents
Purpose
Perkins V maintains a focus on CTE program improvement, data, and accountability. Perkins V additionally:
Commits to driving improvement through programs of study
Introduces a comprehensive local needs assessment that requires data-driven decision-making on local spending and involves significant stakeholder consultation
Lifts the restriction on spending funds below grade 7 and allows support for career exploration in the “middle grades” (which includes grades 5-8)
Defines who is included in the accountability system by including a formal CTE concentrator definition.
The purpose of the career and technical education (CTE) program is to develop more fully the academic and career and technical skills of secondary students who enroll in CTE programs by: assisting CTE students in meeting challenging academic and technical standards, including preparation for high skill, high wage, or high demand occupations; promoting the integration of academic and career and technical instruction that links secondary and postsecondary education for CTE students; increasing flexibility in providing services and activities designed to develop, implement, and improve CTE programs; disseminating information on best practices that improve CTE; supporting partnerships among secondary schools and postsecondary institutions, local workforce boards, and business and industry; and providing professional development that improves the quality of CTE teachers, faculty, administrators, and counselors.
Eligible Applicants
Local educational agencies (LEAs) including open-enrollment charter schools in Texas that enroll a minimum of 10 CTE concentrators (code 2 students) in coherent sequences of career and technical education (CTE) courses as demonstrated by prior-year Public Education Information Management System (PEIMS) fall enrollment data are eligible to apply for a 2019-2020 Title I, Part C Carl D. Perkins Career and Technical Education Act Grant (Perkins). A CTE concentrator is a secondary student who has a four-year plan or high school personal graduation plan, §TEC 28.02121, that includes taking two (2) or more CTE courses for 3 or more credits to develop occupational knowledge, skills, and competencies relating to a CTE program of study. To be eligible for Perkins funding, your organization must currently operate CTE programs in Texas that are of sufficient size, scope, and quality to be effective. Texas defines sufficient size to mean a minimum of 10 CTE concentrators (code 2 students).
A CTE concentrator is a secondary student who has a four-year plan or high school personal graduation plan, §TEC 28.02121, that includes taking two (2) or more CTE courses for 3 or more credits to develop occupational knowledge, skills, and competencies relating to a CTE program of study. Eligible applicants will be identified by TEA. Eligible applicants and other public educational entities may apply on behalf of and in coordination with an LEA. Each eligible applicant that receives a grant shall use such funds to develop new and improve existing CTE programs, with the full participation of individuals who are members of special populations. Eligible applicants whose grant allotment is equal to or greater than $15,000 must file an application to receive federal funds. An eligible applicant whose grant allotment is less than $15,000 may still participate in the grant allotment by forming a shared services arrangement (SSA) with other LEAs or a regional education service center to meet the minimum grant requirement of $15,000. An eligible applicant may apply for a waiver as a rural, sparsely populated area or as a charter school that is not able to join an SSA. Evidence must be presented to justify the waiver request. The following eligibility requirements also apply: TEA reserves the right not to award a grant to an eligible applicant that is identified by TEA as a high-risk grantee.
Improvement of CTE Programs
Statutory Requirements are defined in the statute that authorizes this program. The applicant must address each of these requirements in the application to be considered for funding. Each eligible recipient that receives an allotment under the grant shall use such funds to improve CTE programs. Funds made available to eligible recipients under Perkins V shall be used to support career and technical education programs that are of sufficient size, scope, and quality to be effective and that—
provide career exploration and career development activities through an organized, systematic framework designed to aid students, including in the middle grades, before enrolling and while participating in a career and technical education program, in making informed plans and decisions about future education and career opportunities and programs of study.
provide professional development for teachers, faculty, school leaders, administrators, specialized instructional support personnel, career guidance and academic counselors, or paraprofessionals.
provide within career and technical education the skills necessary to pursue careers in high-skill, high wage, or in-demand industry sectors or occupations.
support integration of academic skills into career and technical education programs and programs of study to support
plan and carry out elements that support the implementation of career and technical education programs and programs of study and that result in increasing student achievement of the local levels of performance established under section 113
develop and implement evaluations of the activities carried out with funds under this part, including evaluations necessary to complete the comprehensive needs assessment required under section 134(c) and the local report required under section 113(b)(4)(B).
The requirements for eligible recipients of Perkins funding may be fulfilled entirely with Perkins funding or with a combination of Perkins and other funding sources. All required uses of funds must be fulfilled for a district to receive Perkins funds.
Allowable Activities & Use of Funds
***IMPORTANT: Please note that any and all travel requests utilizing Perkins funds MUST follow the Region 10 travel policies and guidelines. If you do not follow the Region 10 guidelines then your request to utilize funds will be DENIED.***
Field Trips
Field trips may be funded under the grant program. Only the following types of field trips are allowable:
Field trips for educational purposes that address specific CTE Texas Essential Knowledge and Skills (TEKS), that are course and/or program related. Field trips must be open to all students participating in the CTE course or program.
Field Trips will require a written justification form. To access the Field Trips Justification form, refer to the Administering a Grant page. Grantees must keep field trip documentation locally.
Advisory Council
An advisory council may be funded under the grant program. Only the following types of advisory councils are allowable:
The advisory council includes parents, representatives of business and industry (including small businesses), and to the extent possible, labor organizations, higher education representatives and faculty, administrators, representatives of special populations, CTE and academic teachers, students, and community partners; and
The role of the advisory council is to participate in the design, implementation and evaluation of CTE programs by participating in the completion of the required comprehensive local needs assessment, including establishing effective programs and procedures to enable informed and effective participation in CTE programs.
Out-of-State Travel
Out-of-state travel costs are allowable. Out-of-state travel costs should be minimal. Travel costs are allowable as long as the expenses for transportation, lodging, subsistence, and related items are only incurred by employees on official business of the grantee and follow the grantee’s regular business operations and written travel policy.
Out-of-State Travel will require a written justification form. To access the Out-of-State Travel Justification form, refer to the Administering a Grant page. Grantee must keep out-of-state travel documentation locally.
Permissive Use of Funds
Perkins funds may be used to purchase industry-based certification assessments only if the certification will be reported to the state as a performance measure for 5S1 postsecondary credential attainment for Perkins accountability as required by section 113 of Perkins V, 20 U.S.C. § 2323(c) or the certification assessments included on the list of industry-based certifications used for public school accountability.
Funds made available to an eligible recipient under this title may be used -
To support the implementation and sustainability of statewide and approved regional programs of study.
To involve parents, businesses, and labor organizations as appropriate in the design, implementation, and evaluation of career and technical education programs by participating in the completion of the required comprehensive local needs assessment required under the Perkins V Act, including establishing effective programs and procedures to enable informed and effective participation in such programs.
To provide career guidance and academic counseling, which may include information described in section 118 of the Perkins V Act, for students participating in CTE programs, that improves graduation rates and provides information on postsecondary career option, including baccalaureate degree programs, for secondary students, which activities may include the use of graduation and career plans.
For local education and business (including small business) partnerships to provide:
Work-related experiences for students, such as internships, cooperative education, school-based enterprises, entrepreneurship, and job shadowing that are related to career and technical education programs.
Adjunct faculty arrangements for qualified industry professionals.
Industry experience for teachers and faculty.
To provide programs for special populations.
To promote and support career and technical student organizations (CTSOs).
For mentoring and support services.
For leasing, purchasing, upgrading, or adapting equipment, including instructional aids and publications (including support for library resources) designed to strengthen and support academic and technical skill achievement.
For teacher preparation programs that address the integration of academic and career and technical education and that assist individuals who are interested in becoming career and technical education teachers and faculty, including individuals with experience in business and industry.
To develop initiatives that facilitate the transition of CTE students into postsecondary education technical programs, including the following:
Articulation agreements between sub baccalaureate degree granting career and technical educational institutions and baccalaureate degree granting postsecondary institutions
Dual and concurrent enrollment programs
Academic and financial aid counseling for CTE students
Other initiatives as follows:
To encourage postsecondary education
To overcome barriers to enrollment, including geographic and other barriers affecting rural students and special populations
For improving or developing new CTE courses, including new proposed CTE innovative courses and programs of study for consideration by TEA; courses that prepare individuals academically and technically for high-skill, high-wage, and high-demand occupations; and dual and concurrent enrollment opportunities by which CTE students at the secondary level could obtain postsecondary credit to count towards an associate or baccalaureate degree.
To develop and support small, personalized career-themed learning communities.
To provide CTE programs for adults and school dropouts to complete their secondary school education or upgrade their technical skills.
To provide assistance to individuals who have participated in CTE programs in continuing their education or training or finding an appropriate job, such as through referral.
To support training and activities (such as mentoring and outreach) in nontraditional fields.
To pool a portion of such funds with a portion of funds available to not less than one other eligible recipient for innovative initiatives, which may include the following:
Improving the initial preparation and professional development of CTE teachers, faculty, administrators, counselors, and support personnel; and
Establishing, enhancing, or supporting systems for the following:
Accountability data collection for Perkins;
Reporting data required by Perkins;
Implement career and technical programs of study; and
To support other CTE activities that are consistent with the purpose of the Perkins V Act.
To develop and expand postsecondary program offerings at times and in formats that are accessible for students, including working students, including through the use of distance education.
Step-by-Step Purchasing for Region 10 SSA Members
Make sure that you have notified Region 10 of your correct point of contact.
Approximately mid to late October - you will receive your Perkins spending amount via an email from Karen Walker.
Utilizing the form link:(INSERT FORM LINK), you will request your purchases
ALL requirements must be met:
You must submit two quotes for your request
Quotes must be in PDF form
Amazon shopping carts can work - you must provide links to the actual items, we can guarantee that you will get your desired items if links are not available
Must fill out the form completely - including Perkins required use, explanation of purchase, etc.
NEW! MINIMUM PURCHASING AMOUNT: Your requests must meet the minimum required purchasing amount of $200 or more. The only exceptions that will be made are when balances fall below $200.
Failure to complete all requirements will result in the request being denied.
The request will go through the various levels of approval at Region 10 - this could take 1-2 weeks depending on the time of year.
When approval is granted at all levels, the purchases will be made
Items that are large or heavy will be delivered straight to the LEA. However, the majority of the items will be delivered to Region 10 and then your SSA contact will bring them to you.
If you receive an invoice for something that was purchased through the SSA, do NOT pay it! Email it to your SSA contact.
Purchasing Priorities
Digital Curriculum
CTE/CCMR Readiness Programs (Xello, Career Cruising, NEPRIS, Eduthings)
Technology that expands CTE programs and student access
CTE equipment that EXPANDS program capabilities
Deadlines
December 15th - must have submitted purchase requests for at least half of your Perkins allocation
February 15th - must have all Perkins funds encumbered in either purchases made or requests submitted
**Failure to meet deadlines will result in funds being reallocated for expenditure elsewhere within the SSA
Shared Service Arrangement (SSA)
A shared services arrangement (SSA) is an agreement between two or more school districts,
open-enrollment charter schools, and/or ESCs. The SSA provides services for all of the entities
involved. Such entities may desire to enter into an SSA for the performance and administration
of a program in order to maximize the use of funds and services to be provided. In every SSA, a
fiscal agent is designated to be ultimately responsible for compliance with grant requirements
and conducting administrative duties. An eligible entity, as defined in the Program Guidelines,
Shared Services Arrangement, must serve as the fiscal agent for an SSA.
Excluded Entities
All entities other than school districts, open-enrollment charter schools, and ESCs, are
prohibited from being part of an SSA. The following is a non-exhaustive list of entities that are
excluded from providing services through an SSA:
Colleges/universities
Community-based organizations
Councils of governments
For-profit organizations
Nonprofit organizations
Other local governments, such as cities and counties
Entities prohibited from being part of an SSA may contract with the SSA’s fiscal agent to provide
services or enter into a collaborative partnership with the fiscal agent to conduct grant activities.
Such contractors or partners will not be members of the SSA.
Fiscal Agent Responsibility
The designated fiscal agent of an SSA is the applicant that completes and submits a composite
application with input from and on behalf of its members.
The fiscal agent is responsible for the following:
Ensuring that funds are used in accordance with grant provisions
Maintaining all SSA financial and personnel records required for TEA, in accordance with Financial Accounting and Reporting (FAR)
The fiscal agent may also be responsible for financial consequences concerning the following:
SSA instances of noncompliance
Any SSA member unable to repay respective portion of misappropriated funds in question
General and Fiscal Guidelines
Written SSA Agreement
When two or more school districts, open-enrollment charter schools, or ESCs enter into an SSA,
a formal written agreement is required that defines the composite entity and describes the
responsibilities of its fiscal agent and of each SSA member. The responsibility for compliance
belongs to the non-federal entity (fiscal agent) receiving the subgrant award. The SSA
agreement must define the roles and responsibilities of the fiscal agent and the member
districts, including the responsibility for the policies and procedures. At a minimum, this
agreement contains the following information.
Legal Requirements
Organization of the shared services arrangement
Ownership of assets
Policies and procedures addressing disposition of assets if the SSA is terminated
by one or all members
Policies and procedures addressing carryover funds if the SSA is terminated by
one or all members
Liabilities, including legal fees due to complaint, grievance, litigation, refund from
onsite monitoring, audit, etc.
Basis for allocation of costs of the fiscal agent
Uncontrollable costs that impact the fiscal agent
Responsibilities of the designated fiscal agent
Services to be provided to SSA members
Employment of personnel
Budgeting and accounting
Reporting
Responsibilities of each SSA member
Employment of personnel
Budgeting and accounting
Reporting
The written agreement must be on file by the fiscal agent for audit and monitoring purposes.
eGrants SSA Application
Designation and Certification Form (ADC)
TEA has developed an “Applicant Designation and Certification” (ADC) form for use with most
eGrants applications that permit an SSA. All applicants applying for a grant in eGrants that
permits an SSA are required to complete the “Applicant Designation and Certification” form and
submit it through eGrants before being allowed access to the automated application. On this
form, you must indicate how you will apply for that grant: as an independent project, as the fiscal
agent for an SSA (Consortium), as a member of an SSA, or not apply at all.
General and Fiscal Guidelines
A response to this form is required to set up your application in the eGrants system. The response eliminates the
required signature of each member on the Shared Services Arrangement (Certification for
Consortium Projects) schedule in the application and the need to complete a Notice of Intent to
Apply. The response to this form is binding for the entire project period. You are advised to
complete the process of obtaining local board approval, as appropriate, before submitting this
form. If your organization is a prospective applicant applying for a grant permitting an SSA, please
submit the electronic ADC form by the date specified in the Program Guidelines, Grant Timeline.