Navigation Perkins Home Legislation Resources Contact Us En Español	Resources: Frequently Asked Questions Welcome to the FAQs page. Although these Questions and Answers do not cover everything related to the new Perkins IV legislation, we hope that the information below will continue to be beneficial. Application Use of Funds Monitoring Goals Claims Self-Evaluation Program Performance Supplanting Testing Due Dates Salaries Budget Revisions Other Information Q: Why is the Allocations & Options page mailed separately from the online application document? A: We must have an original signature from the fiscal agent to initiate the reimbursement process. (top of page) Q: Why have my funds decreased? A: We use the most revised version of the 1990 census. This data shows that some districts are smaller but less poor than in the previous year. Since the biggest part of Perkins funds are based on poverty levels and community size, these factors play a large role in the changes in funding. Visit the Census Bureau data Web site at http://www.census.gov/hhes/www/saipe/district.html (top of page) Q: What if I don't have access to the Internet to retrieve the application document? A: In an attempt to save as much of our funding as possible, we no longer mail the application document. Look for Internet access through the local public library, the school library or classroom, or possibly through the home computer of a district staff person. (top of page) Q: How can I find out more about ODCTE testing for my programs? A: The Testing Division develops, maintains, and analyzes tests for a variety of occupational programs and licensing agencies. Click here to link to their website (top of page) Q: What are the Perkins Core Indicators of Performance? A: The Core Indicators of Performance are simply performance measures. They place accountability on those activities that are the "right thing to do." These measures focus on the achievements that have been identified in Oklahoma as a critical link for the success of Career and Technology Education students. (top of page) Q: How do I measure improvement in the Perkins Core Indicators of Performance? A: You must use your funds in areas that will improve the performance of students and programs. It's not necessary to work on all performance measures at the same time nor to improve all measures each year. However, you should work to have strategies in place to improve one or more of the core indicators. Plans are underway for each fiscal agent to receive a summary of measurable data from the Federal Legislation Assistance Division, and local improvement negotiations will take place beginning in FY09. (top of page) Q: What if improvement in my Perkins Core Indicators of Performance is not made? A: We will work with your district to set up a program improvement plan. You do not have to do all this at once, and you do not have to do it all with federal funds. However, at the end of the Act the expectation is that you will have moved your CareerTech programs significantly toward these goals. (top of page) Q: What are the Strategies for Improvement? A: These are areas where you should concentrate your funds to show improvement the Core Indicators of Performance. These areas should correspond with activities funded in the following categories: (a) Academic Integration (b) All Aspects of the Industry (c) Use of Technology (d) Professional Development (e) Industry Involvement (f) Internships (g) Technology Training (h) Evaluation (i) Modernization & Expansion (Quality) (j) Services & Activities (k) Secondary-Postsecondary Links (top of page) Q: How do the Goals tie to my Perkins uses of funds? A: It is the expectation in Perkins IV that your funds will be used in areas that move your career tech programs toward the requirements of this legislation. (top of page) Q: How can I spend my Perkins funds? A: This depends greatly on the Career Clusters, Pathways, and Career Majors that lead students to opportunities in high skill, high wage, and high demand employment. Perkins funds are to be used in areas above and beyond regular program materials and expectations. If there is ever a doubt regarding an expenditure, please contact us by telephone or at the e-mail address below! (top of page) Q: Are salaries OK? A: Career guidance salaries are approved for continuation at this time. Salaries for CTE instructional staff are now subject to discontinuation over time and should be reviewed annually for other sources of funding. Salaries are subject to the same withholdings as a locally funded employee. If the employee is partially federally funded, they must keep track of the time spent on activities related to this funding. Salaries for positions such as classroom assistants and teachers' aides should be discontinued at the end of FY09. (top of page) Q: What is supplanting? A: Supplanting is when you begin using federal funds for an activity you previously funded with state or local monies, and it can warrant an audit investigation. (top of page) Q: Are schools required to take bids on equipment purchased with Perkins funds? A: You should follow the purchasing law for your local school, regardless of the source of funds. (top of page) Q: When do I submit a Perkins budget revision? A: You should make a budget revision in writing any time you are moving funds between function codes/categories and it results in a change of more than 10% for any function code/category. You can find budget and claim forms to download into your computer's Excel software on our Forms & Documents page. (top of page) Q: How do I submit a Perkins budget revision? A: You may revise by sending a corrected budget page from the application, or you may revise in e-mail or memo format with a brief narrative of how each category will be affected. (top of page) Q: When do I include OCAS (or other computerized) reports with my Perkins claim for reimbursement? A: Computerized reports should be submitted with each claim for reimbursement. (top of page) Q: When do I include a copy of a paid invoice with my Perkins claim for reimbursement? A: A copy of a paid invoice should be included when the cost of an individual equipment item is $250 or more. (top of page) Q: What are the due dates for documents? A: The Self-evaluation Monitoring Instruments for the current year are due with each new year's application. The Application is due on July 1. Final Claims for Reimbursement are due approximately August 15. (top of page) Q: How often should I file for Perkins reimbursement? A: You can file a claim for reimbursement as often as necessary, or quarterly, or wait until the end of the year. Currently we process claims on the last Wednesday of each month. (top of page) Q: What is the last date I can file a claim for Perkins reimbursement? A: Final claims are due by August 15. We recognize that there may be some circumstances that prevent you from meeting the August due date, so contact us so that we may work with you on a final payment date. (top of page) Q: If my applications, claims, self-evaluations, or other reports are going to be late, am I allowed extra time? A: Extra time may be allowed for meeting certain due dates, but it may depend upon the circumstances. There are no penalties for being late, but you should contact us so that we may work with you on a revised due date. (top of page) Q: What type of documentation is needed for the onsite review? A: Expenditure reports to indicate how the funds were used, verification of equipment placed in the proper programs, inclusion of high technology equipment, and the use of monies for salaries. Monitored sites can retrieve the onsite form from the Forms & Documents page and complete prior to the review. (top of page) Q: How long will the review take? A: The amount of time needed depends on the amount of money received and where it is used, and if the you use the funds alone, in a consortium, or as a Technology Center cooperative. More time will need to be allowed to visit different sites of a consortium or a cooperative. (top of page) Q: Who should attend the review? A: An administrator, counselor, career tech instructor, a representative from each consortium or cooperative school, and the person who keeps the records for use of the monies. Others may attend at the discretion of the administration. (top of page) Q: What do you want to see during the review? A: Equipment in use, services and activities that are provided in action, time and effort log (if used), and all available information related to proof of attaining the program goals and enhancing the performance indicators. (top of page) Q: What can be expected during an onsite review? A: We will cover the information included in the written report that will be sent to the superintendent, president, and/or other responsible parties. The report will address the use of monies; strengths and commendations (addressing programs goals and performance indicators); and recommendations for improvement. All schools are given an opportunity to ask questions about the agency, make recommendation, and air complaints. (top of page) Q: What should be included in the self-evaluation instrument? A: Follow the headlines and fill in each column. (Only the information indicated in the headings is needed). (top of page) Q: Can we have an extension on the self-evaluation deadline? A: As outlined in a question above, extra time may be allowed for meeting the due date, but it will depend upon the circumstances. (top of page) Q: Where can I find information on other grants, funding sources, and resource materials? A: Two of our ODCTE divisions have great homepages with helpful links and information. Click here to go to Innovative Programming and Research, or see the services and materials available in our Resource Center. ...or check out our LINKS page. (top of page) Updated: 2008.05.28

Resources: Frequently Asked Questions

Welcome to the FAQs page. Although these Questions and Answers do not cover everything related to the new Perkins IV legislation, we hope that the information below will continue to be beneficial.

                            Application              Use of Funds Monitoring
                            Goals                       Claims
                            Self-Evaluation        Program Performance
                            Supplanting            Testing
                            Due Dates                Salaries
                            Budget Revisions    Other Information

Q: Why is the Allocations & Options page mailed separately from the online application document?

A: We must have an original signature from the fiscal agent to initiate the reimbursement process. (top of page)

Q: Why have my funds decreased?

A:    We use the most revised version of the 1990 census. This data shows that some districts are smaller but less poor than in the previous year. Since the biggest part of Perkins funds are based on poverty levels and community size, these factors play a large role in the changes in funding.

Visit the Census Bureau data Web site at http://www.census.gov/hhes/www/saipe/district.html    (top of page)

Q:   What if I don't have access to the Internet to retrieve the application document?

A: In an attempt to save as much of our funding as possible, we no longer mail the application document. Look for Internet access through the local public library, the school library or classroom, or possibly through the home computer of a district staff person. (top of page)

Q: How can I find out more about ODCTE testing for my programs?

A: The Testing Division develops, maintains, and analyzes tests for a variety of occupational programs and licensing agencies. Click here to link to their website (top of page)

Q: What are the Perkins Core Indicators of Performance?

A: The Core Indicators of Performance are simply performance measures. They place accountability on those activities that are the "right thing to do." These measures focus on the achievements that have been identified in Oklahoma as a critical link for the success of Career and Technology Education students.

(top of page)

Q: How do I measure improvement in the Perkins Core Indicators of Performance?

A: You must use your funds in areas that will improve the performance of students and programs. It's not necessary to work on all performance measures at the same time nor to improve all measures each year. However, you should work to have strategies in place to improve one or more of the core indicators.

Plans are underway for each fiscal agent to receive a summary of measurable data from the Federal Legislation Assistance Division, and local improvement negotiations will take place beginning in FY09. (top of page)

Q: What if improvement in my Perkins Core Indicators of Performance is not made?

A: We will work with your district to set up a program improvement plan. You do not have to do all this at once, and you do not have to do it all with federal funds. However, at the end of the Act the expectation is that you will have moved your CareerTech programs significantly toward these goals. (top of page)

Q: What are the Strategies for Improvement?

A: These are areas where you should concentrate your funds to show improvement the Core Indicators of Performance. These areas should correspond with activities funded in the following categories:

(a) Academic Integration
(b) All Aspects of the Industry
(c) Use of Technology
(d) Professional Development
(e) Industry Involvement
(f) Internships
(g) Technology Training
(h) Evaluation
(i) Modernization & Expansion (Quality)
(j) Services & Activities
(k) Secondary-Postsecondary Links
(top of page)

Q: How do the Goals tie to my Perkins uses of funds?

A: It is the expectation in Perkins IV that your funds will be used in areas that move your career tech programs toward the requirements of this legislation. (top of page)

Q: How can I spend my Perkins funds?

A: This depends greatly on the Career Clusters, Pathways, and Career Majors that lead students to opportunities in high skill, high wage, and high demand employment.

Perkins funds are to be used in areas above and beyond regular program materials and expectations. If there is ever a doubt regarding an expenditure, please contact us by telephone or at the e-mail address below! (top of page)

Q: Are salaries OK?

A: Career guidance salaries are approved for continuation at this time. Salaries for CTE instructional staff are now subject to discontinuation over time and should be reviewed annually for other sources of funding. Salaries are subject to the same withholdings as a locally funded employee. If the employee is partially federally funded, they must keep track of the time spent on activities related to this funding. Salaries for positions such as classroom assistants and teachers' aides should be discontinued at the end of FY09. (top of page)

Q: What is supplanting?

A: Supplanting is when you begin using federal funds for an activity you previously funded with state or local monies, and it can warrant an audit investigation. (top of page)

Q: Are schools required to take bids on equipment purchased with Perkins funds?

A: You should follow the purchasing law for your local school, regardless of the source of funds. (top of page)

Q: When do I submit a Perkins budget revision?

A: You should make a budget revision in writing any time you are moving funds between function codes/categories and it results in a change of more than 10% for any function code/category.

You can find budget and claim forms to download into your computer's Excel software on our Forms & Documents page. (top of page)

Q: How do I submit a Perkins budget revision?

A: You may revise by sending a corrected budget page from the application, or you may revise in e-mail or memo format with a brief narrative of how each category will be affected. (top of page)

Q: When do I include OCAS (or other computerized) reports with my Perkins claim for reimbursement?

A: Computerized reports should be submitted with each claim for reimbursement. (top of page)

Q: When do I include a copy of a paid invoice with my Perkins claim for reimbursement?

A: A copy of a paid invoice should be included when the cost of an individual equipment item is $250 or more. (top of page)

Q: What are the due dates for documents?

A: The Self-evaluation Monitoring Instruments for the current year are due with each new year's application. The Application is due on July 1. Final Claims for Reimbursement are due approximately August 15. (top of page)

Q: How often should I file for Perkins reimbursement?

A: You can file a claim for reimbursement as often as necessary, or quarterly, or wait until the end of the year. Currently we process claims on the last Wednesday of each month. (top of page)

Q: What is the last date I can file a claim for Perkins reimbursement?

A: Final claims are due by August 15. We recognize that there may be some circumstances that prevent you from meeting the August due date, so contact us so that we may work with you on a final payment date. (top of page)

Q: If my applications, claims, self-evaluations, or other reports are going to be late, am I allowed extra time?

A: Extra time may be allowed for meeting certain due dates, but it may depend upon the circumstances. There are no penalties for being late, but you should contact us so that we may work with you on a revised due date. (top of page)

Q: What type of documentation is needed for the onsite review?

A: Expenditure reports to indicate how the funds were used, verification of equipment placed in the proper programs, inclusion of high technology equipment, and the use of monies for salaries. Monitored sites can retrieve the onsite form from the Forms & Documents page and complete prior to the review. (top of page)

Q: How long will the review take?

A: The amount of time needed depends on the amount of money received and where it is used, and if the you use the funds alone, in a consortium, or as a Technology Center cooperative. More time will need to be allowed to visit different sites of a consortium or a cooperative. (top of page)

Q: Who should attend the review?

A: An administrator, counselor, career tech instructor, a representative from each consortium or cooperative school, and the person who keeps the records for use of the monies. Others may attend at the discretion of the administration. (top of page)

Q: What do you want to see during the review?

A: Equipment in use, services and activities that are provided in action, time and effort log (if used), and all available information related to proof of attaining the program goals and enhancing the performance indicators. (top of page)

Q: What can be expected during an onsite review?

A: We will cover the information included in the written report that will be sent to the superintendent, president, and/or other responsible parties.

The report will address the use of monies; strengths and commendations (addressing programs goals and performance indicators); and recommendations for improvement.

All schools are given an opportunity to ask questions about the agency, make recommendation, and air complaints. (top of page)

Q: What should be included in the self-evaluation instrument?

A: Follow the headlines and fill in each column. (Only the information indicated in the headings is needed). (top of page)

Q: Can we have an extension on the self-evaluation deadline?

A: As outlined in a question above, extra time may be allowed for meeting the due date, but it will depend upon the circumstances. (top of page)

Q: Where can I find information on other grants, funding sources, and resource materials?

A: Two of our ODCTE divisions have great homepages with helpful links and information. Click here to go to Innovative Programming and Research, or see the services and materials available in our Resource Center.

...or check out our LINKS page.

(top of page)

Updated: 2008.05.28