BarstowAreaConsortiumforAdultEducationBoardMINUTES

BarstowCommunityCollege,AdministrationConferenceRoomThursdayAugust15,2019(4:00p.m.–6:00p.m.)

(¤MaterialsinBoardPacket)PLEASENOTE:AgendarelateddocumentsdistributedtotheBACAEBoardfortheBoardMeetingmaybeviewedinthePresident’sOfficeatBarstowCommunityCollege,2700BarstowRd,Barstow,CA92311.Individualswhorequirespecialaccommodation,includingbutnotlimitedtoanAmericansignlanguageinterpreter,accessibleseating,ordocumentationinaccessibleformats,shouldcontacttheBACAECoordinatoraterivera@barstow.eduatleasttwodaysbeforethemeetingdate.CalltoOrder:4:05p.m.Attending: VotingMember VotingMember Attendee BakerValley RondaTremblay EricHuynh BarstowCC EvaBagg KarenKane PattieGranados EliasValencia BarstowAS ScottGodfrey JeffMalan CarrieO’Neal SilverValley JeffYouskievicz MichaelCox StephanieIngalls ConsortiumStaff ElenaRivera1.¤ApprovalofMinutes–June6,2019

MotiontoapprovebyJeffYouskievicz;2ndbyEvaBagg 2.PublicComment–PubliccommentwillbeallowedonanytopicrelevanttotheBACAE.PursuanttoBACAEPolicy,commentsarelimitedto3minutesperperson.Pleasebeginyourcommentbystatingyourname.3.ClosedSession–NoneRequested4.Reports/InformationItems 4.1 ConsortiumDirector’sReport

-E.Rivera: -ReviewofCAEPGuidanceLetter8.14.19

a.AEPDeadlines-UpcomingJuly2019

Jul31:FinalDataandAccountabilityexpensereportdue–StategrantedextensiontospendremainingbalanceforthepurchaseofCASASe-Tests.

August2019Aug1:StudentdatadueinTOPSPro(Q4)FINAL-COMPLETEDAug15:AnnualPlanfor2019-20dueinNOVA-COMPLETEDAug26:DataandAccountabilitycloseoutandPracticewithPromisedue

September2019Sep1:2017/18and2018/19MemberExpenseReportdueinNOVA(Q4)Sep1:July1,2018toJune30,2019expensesbyprogramareadue

(estimatesonly)inNOVASep30:EndofQ1Sep30:2017/18and2018/19MemberExpenseReportcertifiedby

ConsortiainNOVA(Q4)

Sep30:2019/20MemberProgramYearBudgetandWorkPlandueinNOVA(Q1)

October2019Oct30:19/20MemberProgramYearBudgetandWorkPlancertifiedby

ConsortiainNOVAOct31:StudentdatadueinTOPSPro(Q1)

December2019Dec1:July1,2018toJune30,2019InstructionalHoursandExpensesby

ProgramAreadue(actuals)inNOVAandcertifiedbyConsortiumDec1:2017/18and2018/19and2019/20MemberExpenseReportduein

Nova(Q1)Dec31:17/18and18/19and19/20MemberExpenseReportcertifiedby

ConsortiainNOVA(Q1)Dec31:EndofQ2

b.CAEPStateGuidance–Archivedonhttps://caladulted.org/Administrators -¤July19,2019:CAEPWebinarc.CASASSummerInstitute–ReportOut

-ElenaRivera,EliasValencia,StephanieIngalls,BrycePrutsos,CarrieO’Neal,AlNorton

d.RegionalPDDay,Aug1,2019–Report-Out -!50+peopleattendedeventatSanBernardinoValleyCollege

-PresentationsincludedTAP/CAEPOffice;K-12andCommunityCollegestrands;TechnologyImplementation;TransitionPartnerships;VendorTraining

4.2 MemberProgramUpdate:BAS–150+studentscurrentlyrolled,120havedoneCASAStesting,

addingESLandCitizenshipthisyear,andelectives.CTEcoursespathwaysusingPLATO(PathwayCompletionCertification).Courseswillpreparestudentsforcertification.Thereisacostattachedtoprovidethisopportunity.ThefirstdayofclasswillbeAug.19,2019.

4.3 MemberProgramUpdate:BCC–BCCworkedthissummersessionwiththeESLprogramtolaunchnon-creditESLclassesusingBurlingtonEnglish.CASASPre-Testing22students.WorkingwithTLCtoexpandteststations,currentlyinproctorroom.MichelleColleocattendedtheBarstowCommunityCoalitionResourcefairtodooutreach.Shehascontactedover65prospectivestudentswhoattendedthefairandrequestedtogetmoreinformation.Inaddition,MichelleisworkingwiththeDeanofEnrollmentManagementServices,HeatherMinehart,toreachouttoBarstowcollegestudentswithoutahighdiplomaorequivalent.AndreferringthemtotheBarstowAdultSchoolforconcurrentenrollment.BCCisworkingwithBAStoholdaBacktoSchoolNighttoprovideinformationonthetransferringtoBCCandavailableresource.CurrentlyworkingonprovidingtheTeachingandLearningSupportCenterstaffwithCASASeTestcertificationtraining.

4.4 MemberProgramUpdate:BVUSD–Continuingthesameprogramsaslastyear,butweareaddingtheHospitalityCertificatewhichisa10-weekprogramtwiceaweek.TheprogramwillbeusingtheAzteccurriculumandguestspeakersincollaborationwiththeConsortiumDirector.

4.5 MemberProgramUpdate:SVUSD–Startedbacktoschoolthisweek.TheywillcontinuetoprovidethesameprogramsatSVAdultEdbutwillworkonincreasingstudentenrollment.Theprimarygoalthisyearwillbetoimprovestudentprogressdataandmovestudentsthroughtheprograms.

4.6 Marketing&SocialMediaUpdate:PhoenixDesign -MediaManagerPowerPoint -Update:¤SummerPostalMailer

4.7 BUSDFiscalAgentReport:Data&AccountabilityAllocation–Closingthismonth4.8 BCCFiscalAgentReport:2019-20 -Allchecksbeingsentonschedule

5.DiscussionItems-None6.ActionItems 6.1 ¤2019-20AnnualPlan

-MotiontoapprovebyJeffYouskievicz;2ndbyRondaTremblay 6.2 ¤PracticewithPromiseReport–Data&Accountability

-MotiontoapprovebyJeffYouskievicz;2ndbyScottGodfrey7.Announcements 7.1 2019-20BACAEBoardMeetingSchedule(2:00pminBCCPresident’sConferenceRoom):

September26,2019 November20,2019October24,2019 December12,2019

7.2 UpcomingConferences

-CAEPDirector’sSummit Sept27,2019 Sacramento,CA -CCAESouthernSection Oct16-17,2019 PalmSprings,CA

-CAEPSummit Oct29-30,2019 Anaheim,CA -NCTN Nov11-13,2019 Boston,MA *RondaTremblayandEricHuynhwillbethedesignatedBACAErepresentatives -CAEPStateTraining Nov21,2019 SanBernardinoValleyCollege

-CCAESouthCoastSection Nov22-23,2019 PalmSprings,CA 7.3 CommunityStakeholderSummit–Barstow,CA -October23,2019:2:00-4:00pm@BCC’sPAC 7.4 BACAEWorkGroupMeetings -September12,2019:3:00-5:00@BUSD -November14,2019:3:00-5:00@SVUSD -January9,2020:3:00-5:00@BCC -March12,2020:3:00-5:00@BUSD8.Adjournment:p.m. -MotionbyJeffYouskievicz;2ndbyScottGodfreyat5:11pm

BarstowAreaConsortiumforAdultEducationBoardMINUTESBarstowCommunityCollege,AdministrationConferenceRoom

ThursdaySeptember26,2019(2:00p.m.–4:00p.m.)(¤MaterialsinBoardPacket)

PLEASENOTE:AgendarelateddocumentsdistributedtotheBACAEBoardfortheBoardMeetingmaybeviewedinthePresident’sOfficeatBarstowCommunityCollege,2700BarstowRd,Barstow,CA92311.Individualswhorequirespecialaccommodation,includingbutnotlimitedtoanAmericansignlanguageinterpreter,accessibleseating,ordocumentationinaccessibleformats,shouldcontacttheBACAECoordinatoraterivera@barstow.eduatleasttwodaysbeforethemeetingdate.CalltoOrder:2:01p.m.Attending: VotingMember VotingMember Attendee BakerValley RondaTremblay EricHuynh BarstowCC EvaBagg KarenKane PattieGranados EliasValencia BarstowAS ScottGodfrey JeffMalan CarrieO’Neal SilverValley JeffYouskievicz MichaelCox ConsortiumStaff ElenaRivera1.¤ApprovalofMinutes–August15,2019–POSTPONEDUNTILOCTOBER24,2019

Motiontoapproveby;2ndby2.PublicComment–PubliccommentwillbeallowedonanytopicrelevanttotheBACAE.PursuanttoBACAEPolicy,commentsarelimitedto3minutesperperson.Pleasebeginyourcommentbystatingyourname.3.ClosedSession–NoneRequested4.ConsortiumDirector’sReport

-E.Rivera:FirstAnnualCitizenshipDaypresentations.NinecitizenswererecognizedandCityissuedaproclamation.C.O’NealattendedeventonSeptember17,2019.Morethan80peopleattended.-E.Rivera:September12,2019:3:00-5:00@BUSD–ReadOut -WorkinggroupwalkedthrougheachstrategyinAnnualPlanandassignedresponsibility.

-Providedinformationtoteachers/facultyonwhatcanbedonetoassistinplanimplementationattheclassroomlevel.

4.1 a.CAEPDeadlines-Upcoming

September2019Sep1:2017/18and2018/19MemberExpenseReportdueinNOVA(Q4)Sep1:July1,2018toJune30,2019expensesbyprogramareadue

(estimatesonly)inNOVASep30:EndofQ1Sep30:2017/18and2018/19MemberExpenseReportcertifiedby

ConsortiainNOVA(Q4)Sep30:2019/20MemberProgramYearBudgetandWorkPlanduein

NOVA(Q1)October2019

Oct30:19/20MemberProgramYearBudgetandWorkPlancertifiedby

ConsortiainNOVAOct31:StudentdatadueinTOPSPro(Q1)

December2019Dec1:2017/18and2018/19and2019/20MemberExpenseReportduein

Nova(Q1)Dec1:July1,2018toJune30,2019InstructionalHoursand

ExpensesbyProgramAreadue(actuals)inNOVAandcertifiedbyConsortium

Dec31:17/18and18/19and19/20MemberExpenseReportcertifiedbyConsortiainNOVA(Q1)

Dec31:EndofQ2 b.¤ CAEPStartofYearLetter

c.¤ HanoverExecutiveSummary–2019-2022CAEPThree-YearPlansd.¤ CAEPStateGuidance–Archivedonhttps://caladulted.org/Administrators -WebinarReview:8/21/2019NOVAProgramAreaReportingfor2019-20e.ReportonAnnualPlanImplementationProgress -E.Rivera:MeetinginSeptember2019asaworkinggrouptoassigntasks.

4.2 MemberProgramUpdate:BAS-S.Godfrey:CommunitymemberreportedatCityCouncilaboutECBarstowofferingGEDTesting;30individualspassedthetest;ECBarstowisqualifiedto“cleardiscrepancies”forGEDalongwithothersatisfiedrequirements;ECBarstowisnotanauthorizedGEDTestcenter.C.O’NealworkingtobringCBESTassessmenttoBAS.CBESTisexamforsubstituteteachingqualifications.-C.O’Neal:RequestedinformationtodeliverCBESTexam;requires4.5hoursperweektoadministerthetest;availabilitycalendarneedstobepostedtoPearsonVUEsite;currentlyopenfor3.5hours/week;workingtofindawaytoopenmorehours.Musthave2peopleinthebuildingduringtestingtimesincludinganadministratorandproctor.Proctormustmonitor100%,can’tmulti-task;averageofonepersonperweektakingthetests.Publiccanregisteronline,withoutcontactingBAS,andthetestroommustbestaffed,perGEDTScontract.-E.Bagg:OfferedassistancefromBCCforidentifyingcandidatestobeproctorsforthetestingcenter.-M.Rosin:SuggestedseekingclarificationfromGEDTSaboutECBarstowstatusasaGEDTestCenterandtoclarifytheroleofHighDesertNewBeginnings/ECBarstow.-E.Rivera:WorkshoponOctober5,2019,forCitizenshipworkshopfrom9-11am.-E.Rivera:HandedoutinformationforCitizenshippreparationandcontactnameformoreinformation.

4.3 MemberProgramUpdate:BCC-E.Valencia:Non-creditESLinformationsharedwithPhoenixDesigntopostonsocialmedia.Workingwithvariousdepartmentstoprovidebackpackandschoolsupplieswithstudents.Non-creditopenenrollmentESLhas20+studentsenrolledandhavetakentheCASASeTests.Workingwith5staffmembersatLRStoprovideadditionaltraining.MetwithMt.SAC(LesleyJohnson)regardingASVABtestpreparation.MetwithVPAcademicAffairsregardingpurchaseofESLtextbooks.Question:CanCAEPfundsbeusedtopurchaseonlineorprintprograms?Yes,solongastheprogramdoesn’tgiftfundsandthematerialsremainwiththedepartment.Needtoclarifynon-creditlevelsandstudentenrollmentinmirroredvsnon-creditclasses.

-E.Bagg:DiscussingexpansionoftheFt.Irwinprogram.Exploringoptionstogrowenrollment.-E.Valencia:October7,2019,BCCwillbeataBacktoSchoolNightatBAS.

4.4 MemberProgramUpdate:BVUSD -R.Trombley:Allclassesupandrunning.Hospitalitystartingon9/30/194.5 MemberProgramUpdate:SVUSD

-J.Youskievicz:Classesupandrunningforfallterm.ExpansionviaMr.FosteratFt.IrwinwillbeginFall2019forESLinstructionviaBurlingtonEnglish.

4.6 Marketing&SocialMediaUpdate:PhoenixDesign -MediaManagerPowerPoint -Workinggrouptofocusonmakingbetteruseofsocialmedia

4.7 BCCFiscalAgentReport:2018-19-P.Granados:ChecksdisbursedforJulyandAugust.Nonehavebeencashed.WillmeetwithE.Riveratoreviewmonthlyallocationspreadsheet.BudgetAnalystchangedmonthlyallocationsandtheseneedtobecorrected.Meetingscheduledon10/1/19toclarify.E.ValenciawillleavepositionasBCCAdultEdDirectoron9/30/19.-E.Rivera:Requestsubmittedforcarryoveramountfromthe$30KConsortiumBudgetfrompriorfiscalyear.Learnedthatcarryoverwasusedforsalary,whichisnotcorrect,assalaryispaidfromadifferentbudgetcode.Fundswillbeaccreditedduringcurrentyear.Allhasbeencorrected.

5.DiscussionItems–None6.ActionItems–None7.Announcements 7.1 2019-20BACAEBoardMeetingSchedule(2:00pminBCCPresident’sConferenceRoom):

September26,2019 November20,2019October24,2019 December12,2019

7.2 UpcomingConferences

-CAEPDirector’sSummit Sept27,2019 Sacramento,CA -E.Riveraattending

-CAEPSummit Oct29-30,2019 Anaheim,CA -SVUSD,BAS,BCCattending

-NCTN Nov11-13,2019 Boston,MA -CAEPStateTraining Nov21,2019 SanBernardinoValleyCollege

-CCAEPalmSpringsConference Nov22-23,2019 PalmSprings,CA 7.3 CommunityStakeholderSummit–Barstow,CA -October23,2019:2:00-4:00pm@BCC’sPAC 7.4 BACAEWorkGroupMeetings

a. November14,2019:3:00-5:00@SVUSDb. January9,2020:3:00-5:00@BCCc. March12,2020:3:00-5:00@BUSD

8.Adjournment:p.m. -MotionbyJ.Youskievicz;2ndbyR.Trembley

10/19/19

1

CAEPUpdateSeptember2019

Updates•ProgramChangesfor19-20•CollegesusingMISReportingfor19-20•Co-enrollment/CalWIRE• SB554– Roth•ConsortiumOversight•CensusRecruitment•CAEPOnboardingTool•Andmore

BOYLetterforPY2019-20

SentoutmidAugust…thisletterincludesthedatasubmissionrequirementsforallCAEPagencies.

ProgramChanges•WorkforceReentryisbeinginterpretedasWorkforcePreparation.•CAEPwillnottrackservicehoursin19-20.•Agencieswillrecordstudentbarriersatintake.•ThePassageofExamMeasurableSkillsGainforWIOAIwillalignwiththeCAEPOccupationalSkillsGainandWorkforcePreparationOutcome.•NOVAProgramAreaReportingclarificationfor18-19.

19-20ReportingChanges(enrollment)

Enrollment/InstructionalHourDefinitions

• “AdultsServed”isarequiredreportingcategoryinAB104andwillbeasummarycountofanyonewithatleast1instructionalcontacthourorwhoreceivedaservice.• “AdultsServed”willbedisaggregatedincountsbyCASASandtheLaunchBoardtoidentify‘serviceonly’students,studentsreceiving1-11instructionalcontacthours,and‘participants’whoreceived12ormoreinstructionalcontacthoursoverasingleprogramyear.

ContactHoursDefinition.Hoursofinstructionorinstructionalactivitythattheparticipantreceivesfromtheprogram.Instructionalactivityincludesanyprogram-sponsoredactivitydesignedtopromotelearningintheprogramcurriculum,suchasclassroominstruction,assessment,tutoring,orparticipationinalearninglab.Timespentonassessmentcanbecountedonlyiftheassessmentisdesignedtoinformplacementdecisions,assessprogress,orinforminstruction.Timeusedsimplytoadministertests,suchastheGEDtests,cannotbecountedasinstructionalactivity.

https://www.nrsweb.org/sites/default/files/NRS_TA_Guide.pdf(p.57ofNRSonlinetechnicalassistanceguide)

10/19/19

2

19-20ReportingChanges(studentbarriers)

StudentBarrierstoEmployment• Agencieswillrecordstudentbarriersatintake.• CAEPstudentbarriersandtheirdefinitionswillalignwithfederalWIOAIIbarrierstoemployment.• ForWIOAII– OCTAEhasidentifiedABE/ASEenrolleesbydefinitionashavingtheLowLiteracySkillsbarrier,andallESL/ELLlearnersasLowEnglishLiteracy.

19-20ReportingChanges(CTEskillsgain)

WIOAI/CAEPAlignment– OccupationalSkillsGain

ThePassageofanExamMeasurableSkillsGainforWIOAIwillalignwiththeCAEPOccupationalSkillsGainandWorkforcePreparationOutcome• WhenastudentachievesanOccupationalSkillsGain,thatnowentailsthatthestudentpassesanexamsuchasworkskillsdemonstration,writtentest,standardizedpre/post-test,etc.• WorkforcePreparationOutcomeshouldincludesomedocumentationofworkskillsprogressionorattainment.

NOVAProgramAreaReportingTimeline

•December1,2019– eachconsortiamemberwillbeaskedtocertifytheiramountsintoforNOVAforthefollowing:•ProgramYear18-19– hoursofinstructionbyprogramarea.•ProgramYear18-19– expensesbyprogramareabyfundsource.

NOVAProgramAreaReportingUpdates

•ProgramAreaClarification•DefinitionofanInstructional/ContactHours• IntegratedCourseHoursReporting• ServiceHours•Reductionofthefundsourcesforreportingexpenses•AlignmentwithWIOAondefiningfees/programincomeandin-kindcontributions

MISReportingforCAEP19-20

• For19-20,CaliforniaCommunityCollegeDistricts(CCDs)arerequiredtousetheChancellor’sOfficeManagementInformationSystem(COMISorMIS)toentertheirnoncreditadultlearnerdemographics,barriers,servicesreceivedandprogramoutcomeinformation.

• Enrollment,demographics,barriers,andmoststudentoutcomesfornoncreditadulteducationstudentsrelyondataenteredintotheMISsystemalmostexclusivelytopopulatetheLaunchBoardAdultEducationPipelineandexclusivelytopopulatethemetricsinthenewStudentSuccessMetricsdashboardforAdultEd/ESLstudentjourney.

MISReportingforCAEP19-20(cont.1)

• MISisaterm-basedsystem.CAEPwillpulldatafromthestatelevelMISthatisprovidedeachsemesterbythecommunitycolleges• TherearenoseparatereportingdeadlinesfordatacollectedandenteredintoMIS.• CollegesshouldcapturealldatarelevanttotheirstudentsandensureitisenteredcompletelyintotheirlocalMISsystem.• Collegeswillsubmittheiradulteducationdatathroughtheircolleges’regulardatauploadstotheChancellor’sOffice.ThereisnoseparatesubmissionofMISdatatotheChancellor’sOfficeforadulteducationstudents.

10/19/19

3

MISCAEPProgramMetricDefinitionsfor18-19AdultEducationLaunchboard

• DataElements&Outcomes:• AdultServed• Enrollment(1hr.to12hrs.)byprogramarea(beingaddedthisyear)• Enrollment(12hrs.ormore)byprogramarea• AdultsServedServicesOnly• Demographics• BarrierstoEmployment• MeasurableSkillsGain– byEducationalFunctionalLevel• StudentswhocompleteaCTEaworkforcepreparationcourseortrainingmilestoneoroccupationalskillsgain• StudentTransitiontoPost-Secondaryand/orAdultSecondaryEducation• Studentswhoearnahighschooldiplomaorhighschoolequivalency• StudentswhoearnapostsecondaryCTEcertificate• Studentswhocompleteapostsecondarycredential• Numberofstudentsemployedandchangeinearnings• Numberofstudentswhoattainedthelivingwageandmedianannualearnings

AdultEducationLaunchboard–WIOAIIgrantees• DataElements&Outcomes:• AdultServed• Enrollment(1hr.to12hrs.)byprogramarea(beingaddedthisyear)• Enrollment(12hrs.ormore)byprogramarea• AdultsServedServicesOnly• Demographics• BarrierstoEmployment• MeasurableSkillsGain– byEducationalFunctionalLevel• StudentswhocompleteaCTEaworkforcepreparationcourseortrainingmilestoneoroccupationalskillsgain• StudentTransitiontoPost-Secondaryand/orAdultSecondaryEducation• Studentswhoearnahighschooldiplomaorhighschoolequivalency• StudentswhoearnapostsecondaryCTEcertificate• Studentswhocompleteapostsecondarycredential• Numberofstudentsemployedandchangeinearnings• Numberofstudentswhoattainedthelivingwageandmedianannualearnings

AdultEducationLaunchboard– CCD’snon-WIOAIIgrantees(usingcourseprogressionforEFLsorSA07)• AdultServed• Enrollment(1hr.to12hrs.)byprogramarea(beingaddedthisyear)• Enrollment(12hrs.ormore)byprogramarea• AdultsServedServicesOnly• Demographics• BarrierstoEmployment• MeasurableSkillsGain– byEducationalFunctionalLevel• StudentswhocompleteaCTEaworkforcepreparationcourseortrainingmilestoneoroccupationalskillsgain• StudentTransitiontoPost-Secondaryand/orAdultSecondaryEducation• Studentswhoearnahighschooldiplomaorhighschoolequivalency• StudentswhoearnapostsecondaryCTEcertificate• Studentswhocompleteapostsecondarycredential• Numberofstudentsemployedandchangeinearnings• Numberofstudentswhoattainedthelivingwageandmedianannualearnings

RegionalTrainingDates

• August7–MtDiablo(9amto12noon)• August13– NorthOrange(9amto12noon)• September11– Fresno(9amto12noon)• September25– Burbank(9amto12noon)• October1– SanMateo(12:30pmto3:30pm)• October10– Sacramento(9amto12noon)• October28–VistaAdult(11amto2pm)• November21– SanBernardino(9amto12noon)

EnglishLanguageLearnerCo-EnrollmentPilotTraining

DataCollectionasaPartnership

CalWIREEfforts

10/19/19

4

SB554- Roth

• Pendingsignature• DualenrollmentforK12adultschoolandcommunitycollegestudents• LimitedtoASEstudents• Streamlinestheprocess• Helpstudentsgetaroundincomeverificationorresidencydocumentation• Anothertransitionalpathwaytocreditcoursework

ConsortiumOversight

• Thebuckstopsattheconsortiumlevel• Legislationholdstheconsortium&membersresponsibletoholdpublicmeetingstomakedecisionsonplans,budgets,expenses,allocations,goals,andperformance/effectiveness.• Theyleftverylittleresourcesforstatelevelcompliance.• TheAB104legislativelanguageislimitedtoage,programareas,governance,structure/membership,fundingformula,requiredplans/reports,fundingdisbursement,datacollection,sharingofspecificfundsources,andadministrativecosts.• Allexistingeducationcodeandregulationsarestillineffect.

PlanforCensus2020Description Activity Timeline

Phase1 FieldStaffRecruitment CreateawarenessofCensus2020jobopeningsforAddressListerpositions

May- Jun28,2019

Phase2 Pathways:• DigitalLiteracy• CustomerService• Communications

DevelopcurriculumandpreparestudentsforCensus2020Enumeratorpositions

July– Sept,2019

Phase3 ELCivicsObjectives• COAAP54.1

EducateESLstudentsontheCensus2020purposeandprocess

Oct - Dec2019

Phase4 CommunityAwarenessDayCampaign“GetCounted”

Workwithcommunitypartners(UnitedWay,LatinoChamberofCommerce,churches)toencouragecommunityresponsestocensus

Dec.2019

CAEPOnboardingTool

FirstIn,FirstOut

10/19/19

5

Governance CAEPTAP•TheAEBGTechnicalAssistanceProgram(TAP)providesprofessionaldevelopmentresourcesforallCAEPagenciesstatewide.

https://caladulted.org/

tap@aebg.org

10/14/19

1

Agenda• Statewide Data Numbers- Enrollment,

Performance, and Persistence• CAEP Reports in TE• Identify strategies for improvement, based on

overall performance and persistence• Agency Level Suggestions• Student Level Suggestions

Statewide Data Numbers

• 17-18 – Unduplicated student count is close to 800K. Up 10% from the prior year.

• 17-18 – Duplicated student count is close to 1M.

• Currently we have 378 districts reporting student enrollment. That’s a 23% increase in districts reporting from the prior year.

Statewide Data Numbers

• Overall CAEP cost per participant for 17-18 was a little over $1,000 per student. Nationwide the average cost per student for four-year colleges is $14,000, and for 2 year colleges it’s $9,000.

Measuring Persistence in CAEP• Of students who appear in AEP Summary, how many

have official AEP program enrollment?• Of students with at least one hour of CAEP

instruction, how many accrue at least 12 hours & qualify for CAEP outcomes?

• Of students with 12 hours and who qualify, how many actually achieve one or more outcomes?

• Of students with 12 hours and who qualify, how many persist long enough to obtain a pre/post-test pair?

5

Statewide Enrollment• Recorded students that make it to 1 hour of instruction

• Statewide percentage = 77%.• Recorded students that make it to 12 hours or more of

instruction

• Statewide percentage = 63%.

What is happening to these students that come to the school site, but never make it to our 1-12 hours of instruction?

10/14/19

2

Statewide Instructional Hours• Students with 1 hour of instruction make it to 12 hours of

instruction (and eligible to earn CAEP outcomes).

• Statewide percentage = 82%.

• Seems like once the student gets into the classroom, the chances of them getting to 12 hours or more is likely.

Possible Reasons• Student is only accessing services and doesn’t wish to

receive classroom instruction.• Data systems do not record instructional hours/agency

does not enter hours into the system.• Student may be working one or more jobs that makes it

difficult to attend class.• Is your student placement/appraisal process working

effectively? Is it too complex?• Fees for classes are too much/other fees are too much.• Childcare is not available or too expensive.• Difficult to balance family and school.• Transportation issues.

CAEP Update• 16-17 Close Out in NOVA – March 1st• NOVA Quarter 2 expense report – March 1st• Consortium certification due – March 31st• 19-20 Preliminary Allocation Released – end of Feb• K12/COE - TE 3rd Quarter due April 30th• CFAD due May 2, 2019• Three Year Plan Due June 7, 2019

• Review: CAEP Reports in TE• Review: NRS Performance & Persistence• Applying NRS Performance and Persistence to

CAEP Data Reporting• Analyze Data:

– performance & persistence rates are low– low performance when persistence is high

• Identify Strategies for Improvement• Agency Level• Student Level

• Identify Resources for Agency and Students

Agenda

10

CAEPReportsinTEarelocatedbygoingtoReports–StateReports– California

11

Displaysoutcomesinthreeseparatesections:

1. LiteracyGains(Pre/Post)usingNRSTable4guidelines

2. OtherAB104outcomesusingWIOAIIreportingrequirementsbutnotpre/post

3. ServicesReceivedthatdonotimposeWIOAIIreportingrequirements

CAEPSummary

12

10/14/19

3

CAEP Data Integrity displays 27 different data elements related to the CAEP instructional programs and outcomes.

Item Description lists 27 data elements that may prevent or contribute to official CAEP outcomes.• The DIR displays the item count

and percentage for each listed item.

• Item Percent = Item Count ÷ # of Students Enrolled in 7 CAEP Programs

CAEPDataIntegrity

13

Table 4 = Gains by Educational Functioning Level Reports learners who entered program at one Instructional Level and finished the program year (June 30) at a higher level.

FederalTable4

14

Table 4B = Same level advancement information as Table 4 (but without PoPs)Only includes learners who completed a valid pre-and post-test.

FederalTable4B

15

NRSPersisterReport

16

NRSPersisterReport

The Persister looks at the percentage of Table 4 students who also qualify for Table 4B – (the percentage of qualified enrollees who have a pre/post-test pair).

Column C ÷ Column B = Column D (% of Persister) 17

MeasuringPersistenceinCAEP

• CorrespondNRSpersister resultsusingLiteracyGainssectionofCAEPSummary

• ComparestudentswithprogramenrollmentinServicessection(ColumnL)withnoenrollment

• CompareCAEPOutcomes(middle)sectionofCAEPSummarywithServices(right)sectionsofCAEPSummary– ColumnsEandL

• UseCAEPOutcomestocomparetotalEnrolleeswithtotalnumberofstudentsachievingoutcomes

18

10/14/19

4

Refer to the Literacy Gains (Pre/Post) section of the TE CAEP Summary to determine your agency’s overall persistence rate, or your persistence by program.This employs the same concept as the NRS Persister –that is, it compares the number with a pre/post-test pair with total number of enrollees.

MeasuringPersistenceinCAEP

19

Column C ÷ Column B = Persistence Rate

“Good persistence” = 70% or better

MeasuringPersistenceinCAEP

To determine the persistence rate, divide the total in Column C by the total in Column B.

20

MeasuringProgramEnrollmentinCAEP

How many adult education program students that participate –actually make it into an instructional program?

Use Column L: (Total Unduplicated - No Program) ÷ Total Unduplicated = Program Persistence Rate

21

MeasuringProgramEnrollmentinCAEP

• Compare numbers of Enrollees across Column L

• Subtract number in “No Designated Program” from “Total Unduplicated Students”

• Divide that result from number in Total unduplicated students.

Use Column L: (3240 – 1107) ÷ 3240 = 65.8%22

Column E ÷ (Column L- No Program) = Program Persistence Rate

MeasuringProgramPersistenceinCAEP

Of those who enroll in an CAEP program, how many stay long enough to accrue at least 12 hours of instruction?

23

1408 ÷ (3240-1107) = 66%

MeasuringProgramPersistenceinCAEP

• Compare number of Enrollees in Columns E and L.

• For services students, subtract the number in No Designated Program.

• Divide the total in Column E with that result from Column L.

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MeasuringOutcomesPerformanceinCAEP

Of those students in an instructional program, how many are showing any progress as defined by AEBG/CAEP metrics?

Sum of Columns F, G, H, I, J, K ÷ Column E = Outcomes Attainment Rate 25

MeasuringOutcomesPerformanceinCAEP

• Add up total number of outcomes across the 6 CAEP outcomes areas

• Divide this total by total Enrollees in Column E

(240 + 0 + 1 + 24 + 3 + 114) ÷ 1408 = 27%26

LoPerformance

HiPersistence

HiPerformance

HiPersistence

LoPerformance

LoPersistence

HiPerformance

LoPersistence

PerformancePer

sist

ence

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WhenPerformanceandPersistenceareHigh

• If performance and persistence are both high, CONGRATULATIONS!!!

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WhenPerformanceisHighandPersistenceisLow

• VERY UNUSUAL

• But if so, the agency should take steps to increase the frequency of pre/post-testing rates for students.

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WhenPerformanceandPersistenceareBothLow

• The agency should address basic data clean up first – that is, missing student demographics or attendance hours.

• Once basic clean up is complete, then start with the persistence side –specifically, student pre/post-testing rates.

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WhenPerformanceisLowandPersistenceisHigh

• The agency is doing well with completing testing requirements, but needs to address instruction in the classroom.

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ImprovingLearnerPersistence

• Thereisastrongpossibilitytheissueiswithpre- andpost-testingallofyouragency’sstudents.

Whatifmyagency’spersistenceratesareatorbelowthestateaverages?

32

ImprovingLearnerPersistence

• Thereisastrongpossibilitytheissueiswithpre- andpost-testingallofyouragency’sstudents.

33

• Therearestepstoaddresstheseissuesatboththestudentandagencylevels.

StudentLevelStrategiesforObtainingBetterPersistence

• Trackstudents’attendance.– Followuponstudentswhomissthree+daysofclass.

–Provideaclearlineofcommunicationbetweenteacherandstudents.

– Tellstudentsuponentrythattheyneedtotelltheteacheriftheyareleavingtheclass.

34

StudentLevelStrategiesforObtainingBetterPersistence

• Trackstudents’attendance.–Reviewoverallflexibilityofscheduleforstudents

– Forlearnerswhodonotenrollinclass,orwhodropoutearly,reviewoverallschoolscheduleforavailabilityofclasses

– Investigatealternativessuchasdistancelearning 35

StudentLevelStrategiesforObtainingMorePre-/Post-testPairs

• Establishprogramthatrewardsstudentsforobtainingpre-/post-testpairs

• Reducestudent“testanxiety”• UseTOPSpro Enterprise(TE)reportsthatdisplaytestresultsbydateandformnumber(suchasStudentsGains,LearningGains,orStudentTestSummary.)

• UseTEreportsandotherresourcestoalignassessmentwithinstruction

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AgencyLevelStrategiesforObtainingBetterPersistence

• Maintainaclearlineofcommunicationamongtestingstaff,teachersandadministration.• Discusscriticaldecisionswithteam:

• Whichclasses/programstoprioritizeandwhentoschedule

• Whichassessmentstoadministerforeachclassandprogram

• Timebetweentestingdates.• Workasagrouptodetermine:

• Whodoeswhat?• Whendoesithappen?• Eachstaffperson’sresponsibilitiesincompletingtesting? 37

AgencyLevelStrategiesforObtainingMore Pre-/Post-testPairs

• Maintainacalendaroftheyear’stestingdates.– Planspecificdatesas“testingdates.”– Ensurethoseleavingprogramsearlycompletetesting.

– Schedulespecific“makeup”daysforstudentswhoareabsent.

– Ensureallstudentsareawareoftestingdatesandunderstandtheimportanceoftesting.

38

AgencyLevelStrategiesforObtainingMorePre-/Post-testPairs

• *UseStateandLocalAssessmentPoliciestoinformstaffoflocalagencytestingresponsibilities*

• Establishprocedureforappropriateinstructionalplacement,andpre- andpost-testing

• Specifytimesfortesting• Designateperson(s)responsibleforcoordinating

testing/maintainingcomputerlab/paperbooklets• Specifypoliciestoensure“hardtoreach”studentsare

tested,suchasstudentswithdisabilities,distancelearningstudents,highschoolrecovery

39

AgencyLevelStrategiesforObtainingMorePre-/Post-testPairs

• *Usedatareportstodeterminelevelofeffortandtotargetspecificgroupsforintervention*

• Identifyspecificgroupsofstudentswholackpre/post-testpairs– lookforspecificbarrierstoemployment,programs,classes,EducationalFunctioningLevels(EFLs)

• Verifytestselectionmeetsstateandfederalrequirements– lookattestmodality,levels,appropriatepre/post-testmatches

• UsereportssuchasthePersistertotargetspecificlevelsofABEandESL

40

ImprovingLearnerPerformance

• Ifyouragency’sPercentageofPersisterisaverageorbetter,butyourperformanceremainslow,thenthereisapossibilitytheissueisstudent performance onthepre- andpost-tests.

Whatifmyagency’spersistenceratesmeetorexceedstateaveragesbutperformanceisstilllow?

41

ImprovingLearnerPerformance• Ifyouragency’sPercentageofPersisterisaverageorbetter,butyourperformanceremainslow,thenthereisapossibilitytheissueisstudent performance onthepre- andpost-tests.

42

• Therearestepstoaddresstheseissuesatboththestudentandagencylevels.

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StudentFocusedStrategiesforImprovingLearnerPerformance

• Assignappropriatestudentgoalsandreviewthemregularly

• Aligninstructionalmaterials/lessonplanningwithlocalandstatewidepriorities

• Compareplacementlevelwithlearner’sassignedclass,andverifywhetheritisconsistent

• Ensurelearnerexpectationsmatchwhatisactuallypresentedinclass

43

StudentFocusedStrategiesforImprovingLearnerPerformance

• Recognizestudentaccomplishments

• Review“testtakingskills”withstudents

• Individualizeinstruction• “Review,review,review…”• Evaluateperformancebystudentandidentifybestpracticesoftopperformers

44

AgencyFocusedStrategiesforImprovingLearnerPerformance

**Reviewagency-wideassessmentperformanceandcomparebyclass,level,andprogram**• GenerateTEInstructionalReportsanddisseminatetoteacherspromptly

• Monitorinstructionalhourstoensurethereisenoughtimebetweentestadministrations

• Solicitconstantfeedbackfrombothteachersandstudents

• Evaluateperformancebyclassandidentifybestpracticesoftopperformers

45

AgencyFocusedStrategiesforImprovingLearnerPerformance

**Ensureassessmentperformanceisinsynchwithlocalandstatewidepriorities**• Aligninstructiontoagency-specificpopulation• Comparetestperformancewithlearnerbarrierstoemploymentanddemographics

• Identifypotentialexternalissues,suchasthelocaleconomy,transportation,housing

• Establishfirmattendance/localassessmentpolicytoensureconsistency– meetingminimumdatastandardsdoesnotguaranteesuccess

• DefineandimplementNRSLocalPerformanceGoals46

AgencyFocusedStrategiesforImprovingCAEPLearnerPerformance

**ComparequalifiedCAEPoutcomesresultstooutcomesthatdonotqualify**• RunCAEPDataIntegrityandreviewitems23-27• Compare23a– 27awith23b– 27b• 23a– 27alistsqualifiedCAEPoutcomes• 23b– 27blistsoutcomesthatweremarkedbutthatdidnotqualifyduetosomedropreason

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ResourcesforAgencyandStudentLevelImprovement

• Thereareresourcesavailableatthestate,local,andstudentlevelstohelpimprovelearnerperformanceandpersistence.

Whatifmyagency’spersistenceAND

performanceneedtoimprove???

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ResourcesforImprovingLearnerPerformanceintheClassroom

CAEPWebsitehttps://caladulted.org/TAP• ResourcesforStudents,Educators,andAdministrators

• StudentSuccessStories• StudentSupports• PracticeswithPromise

49

www.caladulted.org

ResourcesforImprovingLearnerPerformanceintheClassroom

• CASASQuickSearch• ELCivicsWebsite• AlignmentwithCASASContentStandardsandCCR/CCSS

• TEInstructionalReports(UnderReports– TestResults):– CompetencyReports– ContentStandards– IndividualSkillsProfile– LearningGains/TestHistory

50

www.casas.org

CAEPWebSite

The CAEP Web site includes resources for students, teachers, and administrators.

51

www.caladulted.org

CASASQuickSearch

52

CASAS Quick Search enables selection of over 2,300 instructional materials from an online database.

ELCivicsWebSite

The EL Civics section of the CASAS Web site includes 53 civic objectives that address community integration skills for all levels of ESL, as well as many resources for both ESL instruction and citizenship preparation. 53

AlignmentofCASASContentStandardstoCCR/CCSS

CASAS has developed crosswalk documents that align CASAS content standards to CCR/CCSS.

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ResourcesforImprovingAgencyLevelPerformance

• CASASDataPortal• AmericanCommunitySurveyhttps://www.census.gov/programs-surveys/acs/

• PromisingPractices• TEDataManagementReports:

– DemographicsSummary– Enrollment/UpdateSummary– DataIntegrityReport– NRSReports

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www.casas.org

www.caladulted.org

CASASDataPortal

The CASAS Data Portal allows comparison of NRS performance and persistence results by agency, region, provider type, and statewide.This feature only includes results for WIOA II funded agencies – but includes references helpful to all agencies, such as statewide goals and averages for both performance and persistence, dating back to PY 2004-05 56

CASASDataPortal

• Go to www.casas.org/ CA Accountability

5758

1. BACAE Board Meeting MINUTES 8.15.192. BACAE Board Meeting MINUTES 9.26.193. CAEP Office Update - Changes for CAEP 2019-204. Data to Improve Performance