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Practices with Promise

December 9, 2015


Please pass this newsletter on to your colleagues who may not be subscribers to More on AEGB and encourage them to subscribe!


This Week's Webinar Topic:
CCD Fiscal Processes and Systems

This week's webinar on Friday, December 11, will focus on the CCD Fiscal Processes and Systems related to the AEBG. Join AEBG's Neil Kelly and the Chancellor's Office Fiscal Division to explore the community college fiscal side of the block grant. This webinar is geared for consortia member districts' accounting and fiscal staff (as well as project leads). This will be the last webinar for the year, with the next webinar scheduled for January 8, 2016. This week's topics include:
The webinar is from 12:00 p.m. to 12:30 p.m., and it will be recorded and posted to aebg.cccco.edu. Please visit us at aebg.cccco.edu or see below for directions on connecting to the webinar.  

How to Connect:
  • Dial your telephone conference line: (888) 886-3951
  • Cell phone users dial: 913-312-3202
  • Enter your NEW passcode: 314393
  • Go to http://www.cccconfer.org/index3.aspx
  • Click the Participant Log In button under the Meet and Confer logo
  • Locate your meeting and click Go
  • Fill out the form and click Connect
Release of Approval Letters for AEBG Consortia
Next week, the State will release a formal notification stating that all submitted AEBG documentation has been received and reviewed, and that consortia/members must begin moving forward to implement their plans and templates. The State reserves the right to make any changes as needed on the documents submitted by consortia.

AEBG Reporting
for Expenditures and Student Progress
AEBG Online System

*AEBG (AB104) Grant Budgets are due Friday, December 11, 2015.

Starting this month all AEBG consortia will begin using an on-line system to track & report AEBG expenditures and progress. This is the same system we used under the AB86 planning grant. 

Please note: This is just at the consortium level tracking consortium funding. Starting today you will be able to enter your AEBG consortium budget by object of expenditures and update your district profile for the primary contact and certifying official. Webinars will be offered to provide directions.

All budgets must be entered by mid-December. The first AEBG expenditure and progress report will be due in January 2016 for the period covering July 1, 2015, to December 31, 2016. Some grant numbers, 15-328-XX, have changed from the prior AB86 grant, so select the correct grant from the drop-down menu.

If your consortium has changed fiscal agents or opted out of having a fiscal agent, please note that your grant name in the system has changed. 

The User's Guide is posted on the AEBG website under the For AEBG Grantees. It is the last item posted under the Reporting Toolkit.

AEBG Student Tracking Process
In January, the AEBG Office will provide instructions and tables for Mid-Year Student enrollment and performance outcomes reporting. Webinars and guidance will be posted on the AEBG website.

Closing Out AB86 Grant Funds
*AB86 Budget Changes/Revisions are due by Friday, December 18, 2015.

Please note: with the addition of the AB104 grant, the expenditure and progress tracking system had to update its name to AB104. The system wouldn't allow the AB86 and the AB104 at the same time as they are both attached to the same adult education program (this will change when we get a new adult education-only financial system). Your grant numbers 13-328-XX for AB86 have not changed.  You just might see the AB104 header instead of the AB86 header. Please don't be alarmed.

The AB86 Planning Grant activities must end by 12/31/15. Please plan to spend down all planning grant funds by the end of the year. All budget changes to Q7 must be submitted into the online expenditure system by December 18, 2015. A final report will be due in January 2016 with the close out report due by February 12, 2016. The 10% withholding will be released based on the following steps: 
  • Step 1: Submit any budget changes to Q7 by Friday, December 18, 2015. The system will not accept any late budget changes. 
  • Step 2: Consortia will complete Q7 report (January) and submit for approval by January 31, 2016 (if not sooner).
  • Step 3: Once approved by the AEBG Office, consortia will complete their Final Report (in the online system) by February 12, 2016, and submit one or several Practices with Promise via the AEBG website (learn more in story below). Note: if you already have a Practice with Promise on the website you may submit more, but you are only required to have one.
  • Step 4:  AEBG Office will verify that Q7 report (January) has been approved, that the Final Report has been approved, and Practices with Promise have been submitted & posted.
  • Step 5: Once verified, the AEBG Office will release the remaining 10% of the grant.  
WIOA State Plan Public Comment Sessions
The State is requesting your input and feedback on how the State (via the State Plan) can better facilitate regional leadership, alignment with industry, system integration for scale, new ideas and innovative practices, etc.; engage local boards and their stakeholders; set-up for WIOA regional planning. Click here for more information and the schedule of public meetings.

Practices with Promise: An Overview for Those Who Have Yet to Submit
The AEBG Practices with Promise site is a tool that allows regional consortia to share promising practices in adult education that are currently in use and proven to work across the state. These practices include current initiatives, pilot programs, or strategies employed in your region for any or all of the program areas as well as practices that have helped your planning process be a success.
We want to hear your stories and we want you to share your promising practices with your colleagues in adult education. Visit AEBGpracticeswithpromise.com to submit your story today!

Practices with Promise