The Year 2 Regional contract will supersede the Year 1 contract and is intended to be easily renewed in subsequent years.


There are several significant changes from Year 1 that we wish to bring to your attention. You may wish to discuss the first item on this list with your business office as it may have implications for how you track SWP Regional Fund budgets and expenditures.

Fully Spend Year 1 Before Spending Year 2

Projects are no longer required to be attached solely to a particular allocation year. Any SWP Regional Project can be funded from your Direct-to-College Year 1 (2016-17) or Direct-to-College Year 2 (2017-18) allocation or a combination of these two allocations. This will allow you to spend your Year 1 allocation on projects started in Year 1, Year 2, or even Year 3, as long as those expenditures occur before the December 31, 2018 expiration of Year 1 funds. You may wish to provide your business office a copy of the Chancellor’s Office memo if they would like verification of this new flexibility. Strong Workforce Program NOVA Planning Features/Upcoming Dates


To ensure that we fully spend the Year 1 funds by the December 31, 2018 deadline, all expenses you submit for reimbursement will be charged against your Year 1 Direct-to-College allocation until that allocation is fully exhausted. At that point we will advance 50% of the Year 2 (2017-18) allocation. Details of this are spelled out in sections 6, 7, and 8 of the attached contract.

Contract

We’ve attached a Google Doc version of the contract that allows comments, but no direct edits. If the contract looks good as is, you can print it, sign it, scan it to PDF and email it back to us. You can also download it as a PDF (File/Download as.. ). If you have questions or concerns about the language please use Google’s comment feature to notify us. Highlight the section of concern, click the + icon that appears to the right, enter your comments and include +Kate@baccc.net. That will notify us and we will do our best to respond quickly.

Exhibit A - Contacts

Exhibit A lists the contacts we have for your college/district. If they are no longer current, please let Kate know and she will send you an updated Exhibit A.

Exhibit B - Allocations

This document lists the amount of funds you will receive under this contract. It includes the Direct-to-College allocations for both Year 1 and Year 2 (Base and Incentive) as well as any RJV Funds you have been awarded. In addition it will show any transfers to or from other colleges/districts. You may wish to review a more detailed view of your allocations and your planned projects. An overview sheet for each college/district that has been allocated funds is available as a tab in the SWP Regional Funds spreadsheet. Please sign Exhibit B and email it back to us.


Tracking of Commitments in NOVA

Our contract for Year 1 required the attachment to the contract of a summary of each project to be funded by your allocations. With this contract the documentation of where you are investing your Regional SWP Funds will be tracked in NOVA. You will be required to have certified projects in NOVA whose budgets total your allocation. We realize that the composition of your portfolio of projects and the distribution of your budget will change and so ask that you bring it into balance with each quarterly and annual report submitted on NOVA. We ask that you have Year 1 and Year 2 funds fully budgeted by the time the annual report is due in August.

Fiscal Reporting

We had planned to require quarterly expenditure reports on NOVA this year, but development of that capacity has been delayed as the developers have been focused on moving other funding streams to the NOVA platform. At this point we expect NOVA to be ready to receive a report of your expenditures for 2017-18 sometime in August. That leaves little time for contingency planning if it appears that some colleges may not fully spend their Year 1 funds by December 31, 2018 deadline, so Kate will be reaching out to each of you in the next few weeks to request an informal report of your total expenditures to date.


Board Item

We’ve prepared a board item that may provide a starting point for those who must take the contract to your board. Year 2 Sample Strong Workforce Board Item


Certificate of Insurance

Since all institutions updated their certificates of coverage for the Year 1 SWP Regional contracts, Cabrillo College should automatically receive an update upon its annual expiration. If your District has changed Brokers or coverage, you will be required to name Cabrillo as an also insured. Please contact Kate if you have different coverage than in Year 1.


Next Steps

  1. Review Exhibits A and B and contact us if you have questions or changes need to be made

  2. Obtain whatever approvals are needed

  3. Obtain signatures on the final page of the contract and Exhibit B

  4. Scan the complete contract including Exhibits A and B and email the PDF to kate@baccc.net

  5. We will process the contract and send you a signed copy and blanket purchase order. Expect it to take approximately 4 weeks.


HELP

Please don’t hesitate to contact us if you have questions or we can help in any way. An email to help@baccc.net will go to our entire team. You may wish to check the FAQ at BACCC SWP FAQ