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CareerTech FAQs and Guidance

Updated August 11, 2020 (12:09 p.m.)

Note: The Table of Contents hyperlinks are clickable, the "lock" icons are anchor points only.

1.0 Oklahoma Department of Career and Technology Education (ODCTE)
    1.1 Telework Plan
    1.2 Return to Work Plan
2.0 CTSO (Career and Technology Student Organization)
3.0 Finance (K-12 programs)
4.0 Students Attending a Technology Center
    4.1 Secondary
    4.2 Postsecondary
5.0 Counselor Questions
    5.1 AP Information
    5.2 Miscellaneous
6.0 Technology Centers
    6.1 Accreditation
    6.2 Financial Aid
    6.3 Finance
    6.4 Licensing Requirements
7.0 Carl Perkins
    7.1 FY20
    7.2 Allocation and Option Notices
    7.3 FY21 Local Application
8.0 Adult Basic Education
    8.1 Instructional
    8.2 Financial
9.0 TANF
10.0 FFA
11.0 Testing through CareerTech Testing Center
    11.1 Competency Testing
    11.2 Certification/Licensure Testing
12.0 OkPTAC
13.0 OEIP
14.0 OJT/Clinicals
    14.1 Secondary student on OJT or Clinicals
    14.2 Postsecondary student on OJT or Clinicals
    14.3 Recommendations for OJT/Clinicals after May 15
15.0 In-person Training and Conferences

1.0 Oklahoma Department of Career and Technology Education (ODCTE)

1.1 Telework Plan

ODCTE employees are primarily working remotely. For essential services, alternative work schedules have been instituted so employees are practicing safe and healthy work space, as defined by Oklahoma Department of Health and the CDC. We continue to monitor COVID-19 closely, and ODCTE will act accordingly and immediately as the situation continues to evolve.

CareerTech is adapting to the changing learning environment and is coordinating with the proper entities to continue delivering programs to all students through distance learning if at all possible.

CareerTech is working with licensing and accreditation entities to remove any restrictions on completing programs via distance learning, including financial aid restrictions.

Students received information on specific programs from their individual technology centers in early April.

CareerTech technology centers will continue to offer workforce training for business and industry clients, if possible. Corporations may contact their local technology center to explore distance learning options that fulfill their workforce training needs.

ODCTE employees, click here for telework Q&As.

Q:     Is the CareerTech Print Plant able to assist schools in printing materials for students during this distance learning period?

A:     Yes. The CareerTech Print Plant is able to provide printing services to schools and non-profit companies. Items will be shipped by FedEx.

Q:     How can I request a bid for printing?

A:     Email printing@careertech.ok.gov or call 405.743.5532.

Q:     What type of payment does the CareerTech Print Plant accept?

A:     Credit card, check or PO.

Q:     Is someone available to assist me with my order?

A:     Yes. Call 405.743.5532 or email printing@careertech.ok.gov and a customer service representative will assist you.

1.2 Return to Work Plan

Click here to view the Return to Work Plan.

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2.0 CTSO (Career and Technology Student Organizations)

Q:     How is a CTSO different than an extracurricular activity?

A:     Career Tech Student Organizations are co-curricular and work as an integral component of the classroom curriculum and instruction, building upon employability and career skills and concepts through the application and engagement of students.

Q:     How are CTSO’s integrated into Career and Technical Education (CTE) programs?

A:     Through project-based activities, demonstrations and real-life and/or work experiences integrated into the continual learning plan delivered to students through CTE courses at every level.

Q:     What is the current status of CTSO events?

Five Oklahoma CareerTech student organizations have turned their 2020 state conferences into virtual events.

A:     CareerTech student organizations have been working diligently to find solutions to allow for national qualifying events to transpire virtually. The following determinations have been made for areas that can be integrated into the continual learning plans because of the co-curricular nature of the CTSOs.

        BPA – State Leadership Conference completed March 10 & 11. National conference has been
        canceled.
        DECA – State Career Development Conference completed February 18 & 19. National conference has been
        canceled.
        FCCLA – Limited list of competitions that will be integrated into continual learning plan where applicable. State
        convention has been cancelled. 2020 National Conference will be a virtual conference July 7-9. Visit the FCCLA website
        for detailed information.
        Oklahoma FCCLA will share its FCCLA Showcase at 9 a.m. April 30 online. See it here. FCCLA is affiliated with
        family and consumer sciences education.
        Voting for state officer candidates:
        Chapters will use the same online voting system that has been used for district officer elections in the past.
        Thunder Tickets:
        Refunds are on hold until the NBA determines the rest of the season.
        Frontier City Tickets:
        Tickets can be used any day through the end of the season (which includes Holiday in the Park). If rescheduling is not
        possible, tickets can be returned and a refund will be processed. Return tickets to Leslie Darrow at Six Flags
        Frontier City, 2201 Road to Six Flags, Arlington, TX 76011. 817-640-8900 x4930
        FFA – Limited list of competitions that will be integrated into continual learning plan where applicable. State
        conference has been canceled. National conference is still on schedule.
        Oklahoma FFA will have a virtual event May 12. Leaders are still working out details, but you can find the Oklahoma
        FFA YouTube channel here. FFA is affiliated with agricultural education.
        Interscholastics:
        Oklahoma FFA will further postpone national qualifying CDE/LDE/Agriscience Fair contests. National qualifying contests
        will take place July 15 – Aug.15, 2020. The decision on whether these contests will be held digitally or in-person will
        be determined by July 1, 2020. Please note that this contest will only be for teams and individuals that plan to
        represent Oklahoma at the national contest. This means no 8th- or 9th-grade opportunities, or 8th-9th-10th-
        grade speaking divisions. We are working on a potential timeline for Star Candidates.
        Three Star State Superior Chapter Applications:
        State Superior Applications are due June 1 as previously indicated. Chapters are asked to fill out what they can.
        Grace will be given on items that could not be obtained because of coronavirus cancellations. It is suggested
        that AgEd instructors send superior applications via email to their corresponding area supervisor.
        National Chapter Applications:
        National Chapter Applications are due on June 1, as previously indicated. You can choose your dates, but the
        recommended starting date is no earlier than April 1, 2019. AET automatically determines the end date one year
        from the start date you select. All activities must be conducted within that one-year period. It is suggested that AgEd
        instructors send national chapter applications via email to their corresponding area supervisor.
        HOSA - Competitions are complete. State conferences canceled due to COVID-19 were held virtually to allow HOSA
        members to be qualified for competition at HOSA's ILC or Virtual ILC. The Oklahoma virtual award session is April 22.
        National Virtual Conference is currently scheduled for June 24-27.
        The 2020 OK HOSA State Leadership Conference Celebration on April 22 included announcements of adviser and
        administrator awards, honorary members, scholarship winners, Breaking Traditions winners, competitive event and
        recognition winners and the amount of money raised for the National Pediatric Cancer Foundation. Keynote speaker
        Patrick Grady also participated. See more here. HOSA is affiliated with health careers education.
        SkillsUSA – Competitions have been canceled; no virtual options are available. State Leadership and Skills
        Conference has been canceled.
        Oklahoma SkillsUSA, affiliated with trade and industrial education, will celebrate the successes and
        accomplishments of individual members and chapters and announce the 2020-21 state officer team live at 7 p.m.
        April 24 on Facebook and YouTube.
        TSA – Competitions and national conference have been canceled.
        The Oklahoma Technology Student Association will have its virtual award recognition May 1 on its YouTube page.
        TSA is affiliated with science, technology, engineering and mathematics.

Q:     My CTSO is not holding a virtual competitive meeting. How will my chapter receive a refund?

A:     The state advisers have determined the following plans for their CTSO state conferences:
        SkillsUSA – Refund information pending.
        TSA – State Leadership Conference has been canceled, and chapters who have registered for on-site events will
        receive a full refund.
        FIRST Robotics FRC Events award show April 29 at 7:00 p.m. Here is the Link to the Awards show:
        https://www.firstinspires.org/robotics/frc/blog/2020-frc-awards-show

Q:     Who do I contact for CTSO information?

A:     Contact your state adviser:
        BPA – Paxton Cavin: paxton.cavin@careertech.ok.gov
        DECA – Paxton Cavin: paxton.cavin@careertech.ok.gov
        FCCLA – Denise Morris: denise.morris@careertech.ok.gov
        FFA – Trevor Lucas: trevor.lucas@careertech.ok.gov
        HOSA – Debbie Bennett: debbie.bennett@careertech.ok.gov
        SkillsUSA – Darren Gibson: darren.gibson@careertech.ok.gov
        TSA – Tami Redus: tami.redus@careertech.ok.gov

Q:     Are CareerTech technology center campuses open?

A:     No. All Oklahoma CareerTech technology center campuses are closed and are implementing continuous learning plans.

ctyou.org

Master Educator for staff development

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3.0 Finance (K-12 programs)

Q:     Will we receive our program assistance, salary supplement and Ag summer supplement on time?

A:     Yes. Program assistance, salary supplement and Ag summer supplement payments will continue to be processed for payment on time.

Q:     Are there exceptions to how program assistance funds can be expended during this time?

A:     No. Program assistance funds must continue to be expended to support the additional costs of the CareerTech program limited to the purchase of equipment, instructional delivery and supplies, and staff development. (See Rules for Career and Technology Education, Title 780 of the Oklahoma Administrative Code. 780:10-5-4 (b) (2).)

Q:     Will reimbursements for federal claims such Perkins and ABE be processed during this time?

A:     Yes. Continue to submit your claims for reimbursement of federal expenditures. Federal claims will continue to be reviewed and processed for payment as they are received.

Q:     Should we continue to submit our payments to CareerTech for conference registrations, assessment costs, printing services, curriculum purchases, etc.?

A:     Yes. Payments received at CareerTech continue to be applied to open accounts.

Q:     I was unable to complete my advisory committee before March 13. Will the advisory committee requirement be waived for the remainder of the 2019-20 school year?

A:     Yes. If you choose to have your advisory committee via distance, that is a local decision.

CareerTech finance staff members are alternating their work schedules between telework and on-site while maintaining adherence to CDC distance guidelines. Finance staff continue to be available by email or phone.

Contact information for Finance staff:

Contact information for Federal Programs Finance staff:

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4.0 Students Attending a Technology Center

No in-person instruction.

Providing credits/grades is a local determination, it is recommended schools provide flexibility so students are not negatively impacted through measures applied during COVID-19. Oklahoma State Department of Education FAQs.

As the Coronavirus Disease 2019 (COVID-19) situation continues to develop in Oklahoma, we have been working to ensure individuals are protected. We are committed to safety for all our staff, students, educators, and stakeholders.

4.1 Secondary

Secondary distance learning will begin no later than April 6 through the remainder of the school (recommended to end between May 8 – 15).

    o No in-person instruction.
    o Providing credits/grades is a local determination, it is recommended schools provide flexibility so students are not
      negatively impacted through measures applied during COVID-19.
    o Oklahoma State Department of Education FAQs.
    o For ODCTE FY20 student follow-up purposes, secondary students will be considered a completer if they were enrolled
      through March 13. FY19 follow-up that is currently open is due May 1.

Q:     Are secondary students able to continue their concurrent enrollment programs through distance learning?

A:     Yes. The continuous learning plans are being made available for each school. This information will be updated as it is received.

Q:     Are distance learning options available to allow secondary students to complete their programs?

A:     Students received information about program completion in early April.

4.2 Postsecondary

Postsecondary students (adult) in full-time programs cease in-person instruction through the end of the school year, may offer distance education.

For ODCTE FY20 student follow-up purposes, secondary students will be considered completers if they were enrolled through March 13. FY19 follow-up that is currently open is due May 1.

  • Title IV eligibility (PELL grants) (Sandra sent guidance on March 5)
    Office of Postsecondary Education (OPE) Electronic Announcement referenced in guidance: https://ifap.ed.gov/electronic-announcements/030520Guidance4interruptionsrelated2CoronavirusCOVID19

    As we worked to provide greater assurances to you regarding clock hour attendance during this temporary period of DE/online delivery, Randy Feagan, ODCTE Accreditation manager, has received confirmation from the Region VI Participation Team that our understanding of flexibility is correct.

    Programs must document instruction to satisfy reporting the earning of credit (grades) for the program hours.

    Attendance documentation may take a variety of forms and vary by program.

    Examples of what you might use:
    • Live stream instruction during typical program times, facial, voice, message, etc...student verification
    • Moodle type delivery platform requiring student log in
    • email interaction between instructor and students
    • text, Remind msg, instructor documentation of phone interaction
    • whatever you can save either electronically or in hardcopy to show that student interacted, is participating

Flexibility is limited to current students, enrolled on or before 3.5.2020 and extended to those who begin on/or before June 1, 2020. This guidance will be updated as needed. We do expect continued accommodations and flexibility until the point at which ODCTE receives further notification from OPE and/or another federal regulatory department that COVID-19 does not apply.

The CARES act waives the statutory requirement for schools/student to return unearned $$$ calculated on R2T4.

Q:     I’m a Technology Center student, who do I ask if I have questions about my financial aid?

A:     Students should contact the financial aid officer at their school by email or phone.

Q:     Can students receive Federal Student Aid while the school is closed?

A:     It depends, if the school building is closed, but the student’s program is offered online then yes currently enrolled students may continue to earn and receive their funds.

Q:     Can a Federal Work Study (FWS) student continue to be paid if the school building is closed?

A:     Yes. If the location of the FWS job is closed due to COVID-19, or is unwilling to allow the student to come to work, the student may receive payment for scheduled hours.

  • CARES Act -- Education Stabilization Fund

    The Coronavirus Aid, Relief, and Economic Security (CARES) Act includes a Higher Education Emergency Relief Fund (HEERF) that provides more than $14 billion in emergency funding to higher education. Of those funds, more than $6 billion must go directly to students in the form of emergency financial aid grants (HEERF-student share) for expenses related to the disruption of campus operations due to the COVID-19 crisis. On April 9, 2020, the ED published a list of individual institutional allocations, a certification form that must be signed and returned in order to access the funds, and a letter from Secretary Betsy DeVos outlining ED's implementation of the CARES Act program. On April 21, 2020, ED released additional clarification on student eligibility and allowable uses of HEERF-student share funds.

    Student Emergency Funds:

    The application for the funds is at the following link. CARES HEERF Certification and Agreement:
    https://www2.ed.gov/about/offices/list/ope/caresact.html

    • Postsecondary students only. Emergency grants not limited to students currently receiving Title IV aid, however USDE guidance on 4.21.2020 does specify that only students who meet eligibility requirements under Title IV of the Higher Education Act would be eligible to receive this funding, specifically students who are eligible to file a Free Application for Federal Student Aid (FAFSA) are eligible for the HEERF grants.
      • The criteria to participate in programs under Section 484 of the HEA include but are not limited to the following: U.S. citizenship or eligible noncitizen; a valid Social Security number; registration with Selective Service (if the student is male); and a high school diploma, GED, or completion of high school in an approved homeschool setting.
      • The USDE’s guidance means that students who are undocumented immigrants or recipients of the Deferred Action for Childhood Arrivals (DACA) program, as well as those who are enrolled in some short-term and non-credit programs, students with certain criminal records are not eligible for these financial aid grants.
      • If a school does not have on record one of the criteria, the student must provide appropriate verification and sign the documentation for the school. Falsifying the documentation.
    • Follow current disbursement methods for students
      1. Document process
      2. Who received
      3. Dollar amounts
    • If a school determines to utilize grants for student disbursement, an application process must be established and documented. (Ex. Otha Grimes, Foundations, etc.)
    • A school may choose to provide (equal or prorated) disbursement to all eligible students in approved programs.
    • Utilization of funds is determined by student. Funds are to be disbursed to students without any charges applied. May be utilized for housing, tuition, child care, food, etc.
  • Aid to Institutions of Higher Education: The Department released guidance and a FAQ providing guidance for the use of the other 50% of the Higher Education Emergency Relief Fund, the institutional portion (HEERF-IHE). In order to be eligible for HEERF-IHE, the institution of higher education must enter into an agreement for the student portion of HEERF. Section 18004(c) of the CARES Act specifies that institutions can “use the funds received to cover any costs associated with significant changes to the delivery of instruction due to the coronavirus.” This legislative language provides sufficient flexibility to allow authorized institutions of higher education to direct HEERF-IHE resources on CTE and adult education programs.
    • Additional and guidance on both components of HEERF can be found here.
    • CARES HEERF-IHE certification and agreement can be found here.
  • School/Institutional Emergency funds:
    • Utilization of the funds must be specific to COVID-19 and utilize OCAS code 415.
    • Schools may utilize funds to offset tuition decrease due to COVID-19.
    • Equipment purchases are allowable, whether for student checkout or for standing up infrastructure, purchasing software, and/or staff training.
  • The Higher Education Emergency Relief Fund (HEERF) Recipient’s Funding Certification and Agreement for Emergency Financial Aid Grants to Students and the Recipient’s Funding Certification and Agreement for the Institutional Portion both state that schools must "promptly and to the greatest extent practicable" distribute HEERF emergency grants by one year from the date they signed the certification. The Coronavirus Aid, Relief, and Economic Security Act (CARES Act) stipulates that the funds are available through September 30, 2021.

On Thursday, April 30 – Betsy DeVos announced the release of the funds for: Historically Black Colleges and Universities (HBCU), Tribally Control Colleges and Universities (TCCU), Minority Serving Institutions (MSI), and Strengthening Institutions Program (SIP).

Knowing that our schools are not one of these – it was missed that another allocation, Fund for the Improvement of Postsecondary Education (FIPSE) was also included on this same announcement AND DOES INCLUDE some of our OK CT (see the highlighted cover letter).

https://www2.ed.gov/about/offices/list/ope/caresact.html?utm_content=&utm_medium=email&utm_name=&utm_source=govdelivery&utm_term=

This 3rd allocation brings schools up to a minimum $500,000 CARES/HEERF allocation threshold.

Unlike the funds under Section 18004(a)(1) for Emergency Financial Aid Grants to Students and for an Institution’s Costs, the funds provided under Section 18004(a)(2) and Section 18004(a)(3) of the CARES Act, respectively, are not subject to Section 18004(c), which means institutions are not required to use at least 50% of these funds for grants to students. Nonetheless, I encourage you to use as much of these funds as you can to give grants to students. The funds under Section 18004(a)(2) and Section 18004(a)(3) may be used for grants to students for any component of the student’s cost of attendance, including tuition, course materials, and technology. However, to receive grants under these sections, students must be eligible to receive Federal financial student aid under Section 484 of the HEA. Students may demonstrate eligibility by completing a FAFSA, by having completed a FAFSA and received an ISIR in the past, or by completing an application designed by the institution in which the student attests under the penalty of perjury to meeting the requirements of Section 484 of the HEA.

Institutions may also use these funds to defray institutional expenses, which under Section 18004(a)(2) and Section 18004(a)(3) may include lost revenue, reimbursement for expenses already incurred, technology costs associated with the transition to distance education, faculty and staff training, and payroll.

While I know you face many challenges arising from the COVID-19 pandemic, I encourage you to use these awards to expand your remote learning programs and build your IT capacity. These activities will help ensure that learning can continue for your students during the Nation’s recovery from the coronavirus pandemic and strengthen your position to support continued learning in the future.

Q:     Will postsecondary students be able to return to their CareerTech programs?

A:     Postsecondary students received information in early April about completing their programs.

Q:     Will CareerTech continue to offer workforce training for business and industry clients?

A:     Yes. CareerTech technology centers will continue to offer workforce trainings for business and industry clients if possible. Corporations can contact their local technology center to explore distance learning options to fulfill their workforce training needs.

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5.0 Counselor Questions

5.1 AP Information

Q:     What about AP testing?

A:     For the 2019–20 exam administration only, students can take a 45-minute online free-response exam at home. Educator-led development committees are currently selecting the exam questions that will be administered. The full exam schedule, specific free-response question types that will be on each AP Exam, and additional testing details are now available. We'll also unlock any relevant free-response questions in AP Classroom for digital use so students can access all practice questions of the type that will appear on the exam. We’ll continue to support students with free resources through exam day. And while we encourage students to wait until closer to the test date to decide, any student already registered for an exam can choose to cancel at no charge.

Students and teachers can attend free, live AP review courses, delivered by AP teachers from across the country. These mobile-friendly classes are:

                o Designed to be used alongside work that may be given by schools.
                o Will be recorded and available on-demand so teachers and students can access them any time.
                o Not dependent on current AP teachers continuing instruction. We know many AP teachers now face challenges
                that would make that impossible.
                o Will focus on reviewing the skills and concepts from the first 75 percent of the course. There will also be some
                supplementary lessons including topics from the final 25 percent of the course.

If your students need mobile tools or connectivity, you can reach out to us directly to let us know (en español).

  • AP Webinars - FYI after you go to the link, you have to click register to watch the recordings.
    Trevor Packer’s Overview Webinar View Recording Here
    AP Coordinator Webinar View Recording Here
    Parent Webinar View Recording Here
    Discipline Specific Update Webinars View Recordings Here
    2020 AP Exam Day Updates for Teachers Register Here
  • AP Exam ordering is closed.
  • There are no cancellation or unused exam fees for this year’s administration. Right now, if you look at APRO, you will still see cancellation fees. Fee Waivers will be applied AFTER the testing period. In the meantime, you can safely ignore these fees.
  • Schools may wish to help students who don’t have devices or internet connections and want to take the at-home exams. Let us know by Friday, April 24th if any students who want to test lack the technology to take the exam—College Board wants to help.
  • New information regarding accommodations has been posted here. Please note the deadline for a student to waive accommodations is Friday, April 24th. An email must be sent to with SSD AP Accommodations Opt Out in the subject line. Note the specific instructions at the bottom of the website.
  • Fee Reduction status change in APRO has been extended to May 26th.
  • On Monday, April 13, we sent personalized emails to all AP students, asking them to confirm their AP Exam schedule, and to connect them to free online AP lessons, student practice on AP Classroom, and an intake form should they need tech access for AP Exams.
  • On April 17, teachers received their students’ responses. This information was derived from survey data, and does not impact the official exam order status of any student. Teachers can use the responses to further guide their students through the end of the school year and help them prepare for at-home testing. To ensure students receive future communications about this year’s AP Exams, please remind them to include as part of their approved sender list and encourage them to update their cell phone number and preferences in their College Board account.
  • To ensure that you and your students receive College Board emails, please mark as part of your approved sender lists.
  • Note regarding World Language exams: As you may have noticed in the exam details section on the website, a free app will be used to record the students’ responses. The app will work on iOS, iPadOS, and Android OS. The app will not be available in Chrome OS. Students who don’t own or can’t borrow a compatible device will be supported with other options.
  • Information flyer for parents in Spanish attached.
  • Links to share with teachers and families:
    AP Exam Schedule with Course-Specific Exam Information
    General Information about Exam Features, Exam Timing, Before Exam Day, and Exam Day and After
    General Information about Exam Security
    Tips for Success on Open Book/Open Note Exams
    Schedule for Online AP Classes and Review
    Advanced Placement YouTube Channel for Live and On-Demand AP Review Sessions

5.2 Miscellaneous

Q:     What’s happening with School Report Cards/points?

A:     Oklahoma School Report Cards – which are calculated with data from federally-required assessments and other indicators – have been suspended for the 2019-20 school year.

Q:     Are there resources for counselors?

A:     COVID-19 Resources for Counselors from SDE
The Oklahoma State Department of Education Counseling department has created a central website with information and resources for counselors. The three state education agencies – SDE – CareerTech – and OSRHE – have been working together to share information and reduce duplication as much as possible.

Q:     What about OK Promise?

A:     OK Promise
The OKPromise office is working on language to address questions related to Oklahoma’s Promise participants and grading. Watch for updates at the Oklahoma’s Promise website at the link above.

Exception for GPA Calculation of Pass/Fail Grades for Spring 2020 Semester
The following guidance related to Pass/Fail grades for the 2020 spring semester has now been posted on the OKPromise website at https://www.okhighered.org/okpromise/teachers-counselors.shtml
        For the spring 2020 semester, high school or concurrent courses that apply to the Oklahoma’s Promise high school core
        curriculum requirements that are assigned a grade of “pass” (or its equivalent) will not be included in the grade point
        average (GPA) calculation for the core curriculum. While the course grade will not be included in the calculation of the
        core curriculum GPA, the course will count toward the required units for the core curriculum as appropriate.

Q:     What about ACT testing (national and statewide)?

A:     Waiver for State Testing for School Year 2019-20
The U.S. Department of Education has granted a waiver to Oklahoma to forego federally-required state tests in grades 3-8 and high school for the 2019-20 school year. Requested by Superintendent Joy Hofmeister, the waiver includes the English language arts (ELA) and mathematics test each year in grades 3-8, science in grades 5 and 8, and the College Career Readiness Assessment (e.g., ACT/SAT) for ELA, mathematics and science in grade 11. As a result, the aforementioned tests will not be administered, materials will not be shipped to schools and training for test proctors for this year is unnecessary. Districts that were preparing, through staff development or otherwise, for the administration of the statewide assessments should cease such activities.
        ACT National Test Dates: https://www.act.org/content/act/en/covid19.html
        SAT National Test Dates: https://pages.collegeboard.org/natural-disasters

Q:     What about Financial Aid?

A:     The most important source of information regarding Financial Aid will be the financial aid office at your postsecondary institution. For CareerTech students, an FAQ can be found at CareerTech Financial Aid Guidance.

Q:     Are there Teaching Resources for CareerTech programs?

A:     COVID-19 Online Teaching Resources
The Career and Academic Connections team has put together resources from multiple agencies and providers, including CareerTech division leadership in order to help teachers, counselors and others facilitate online learning during the COVID-19 crisis. Continue to check the website frequently for additional resources.

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6.0 Technology Centers

6.1 Accreditation

Q:     Will accreditation timelines change?

A:     Yes.
        Examiner Applications Due - August 10, 2020 (April 20, 2020 preferred)
        Accreditation Applications (2020-21 visit cycle - Due August 24, 2020
        Corrective and Standard Action Plans for 2019 Technology Centers - Due August 24, 2020
        2020 Boot Camp - (originally scheduled July 20-22) CANCELED (alternative sessions TBA)

6.2 Financial Aid

Q:     I’m a technology center student. Who do I ask if I have questions about my financial aid?

A:     Students should contact the financial aid officer at their school by email or phone.

Q:     Can students receive federal student aid while the school is closed?

A:     It depends. If the school building is closed but the student’s program is offered online, then yes, currently enrolled students may continue to earn and receive their funds.

Q:     Can a Federal Work Study (FWS) student continue to be paid if the school building is closed?

A:     Yes. If the location of the FWS job is closed due to COVID-19, or is unwilling to allow the student to come to work, the student may receive payment for scheduled hours.

Q:     I’m a student receiving GI Bill® benefits while enrolled at a technology center. Am I going to lose those benefits?

A:     No. The Oklahoma Career and Technology Centers where you are enrolled in an approved programs will be able to confirm this for you.

Otha Grimes Scholarship dollars for Spring 2020:

Q:     Will the scholarship amount be reduced?

A:     No. Funds will not be reduced or returned.

Q:     I haven't received my Otha Grimes Scholarship yet. Will I receive it?

A:     Yes. Schools will be disbursing the scholarships to the students who qualified.

6.3 Finance

Q:     Will we receive our monthly payments on time?

A:     Yes. Monthly payments such as Operational payments, Statewide Programs, Customized Training & Safety, OBAN and TANF will continue disbursement on the 19th of the month.

Q:     Are reimbursements for federal claims such Perkins, ABE, and TANF going to be processed during this time?

A:     Yes. Continue to submit your claims for reimbursement of federal expenditures. Federal claims will continue to be reviewed and processed for payment as they are received.

Q:     What about payments for TIP, TIG, Firefighter Training, Dropout Recovery and Lottery claims?

A:     Continue to submit your claims for reimbursement of above-mentioned expenditures. These claims are still being reviewed and processed for payment as they are received.

Q:     How should we account for any COVID-19 related expenditures?

A:     A new Project Code (415 – COVID-19) has been established in OCAS for technology centers to record any COVID-19 related expenditures.

Q:     Should we continue to submit our payments to CareerTech for conference registrations, assessment costs, printing services, curriculum purchases, etc?

A:     Yes. Payments received at CareerTech continue to be applied to open accounts.

CareerTech finance staff are alternating their work schedules between telework and on-site, while maintaining adherence to CDC distance guidelines. Finance staff continue to be available by email or phone.

6.4 Licensing Requirements

Impact for licensing requirements and certifying entities:

Contact information for Finance staff:

Contact information for Federal Programs Finance staff:

Open Meetings Act (SB 661)

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7.0 Carl Perkins

7.1 FY20

Q:     What is the deadline for non-salary related expenditures?

A:     The deadline for non-salary related expenditures has been extended to May 1, 2020. Schools should continue with the purchases identified in their approved FY20 Perkins budget, but if unspent dollars are identified in your budget, they may be expended for items or services that will allow for distance learning to complete this school year. A budget revision will need to be submitted and approved to allow for these expenditures.

Q:     What is the claim submission deadline for FY20?

A:     The final FY20 Perkins claims should be submitted by Aug. 1, 2020.

Q:     Our school received notification that we should complete and return a Carl Perkins monitoring document by April 15, 2020. Is this return date still applicable?

A:     No. The return date for the completed monitoring document has been extended to May 15, 2020, and should be returned to our internal auditor, Renee Potter at renee.potter@careertech.ok.gov.

Q:     May our school continue to pay the compensation of an employee paid with Carl Perkins funds during the period the employee is unable to work because the school is closed due to COVID-19?

A:     Yes. The school may continue to charge the compensation (salaries, wages, and fringe benefits) of its employees who are paid by your current Perkins award under the following conditions:

  • The compensation paid must be consistent with your school's policies and procedures for paying federal and non-federal similarly situated employees during times deemed to be unexpected or extraordinary in nature, such as a public health emergency (example: COVID-19).
    • If your school does not have a policy that addresses extraordinary circumstances such as COVID-19, your school may amend or create a policy that addresses federal and non-federal similarly situated employees.
  • If your school does not have Perkins activities occurring but, according to your school's policies, are paying a Perkins-funded employee, that employee may not also be paid for time that may be spent working on other activities that are not closed.
  • Adequate documentation must be maintained to substantiate the charging of any compensation costs related to interruption of operations or services.

We strongly encourage you to consider ways the employee paid with Perkins funds can support continuing activities, including distance learning opportunities for CareerTech students.

7.2 Allocation and Option Notices

Q:     Have the FY21 Allocation and Option notices for the Perkins V: Strengthening Career and Technical Education for the 21st Century grants been sent out?

A:     Yes. The FY21 Allocation and Option notices for Secondary Perkins V federal grant were emailed to all Comprehensive School and Technology Center Superintendents; Secondary Local Coordinators; and Local Finance CTIMS contacts. Postsecondary Allocation and Option notices were mailed April 6, 2020.

Q:     Where do I find my district’s FY21 allocation and school district name?

A:     This information can be found on top of the Allocations and Options page as drop-down selections. Ensure that your school name and allocation amount is visible on your completed Allocation Notice.

Q:     What is the deadline for the return of the completed Allocation and Options page, and how should it be returned to CareerTech?

A:     The due date for return of the signed Allocations and Options page has been extended to May 15, 2020. The document can be returned via email to carl.perkins@careertech.ok.gov, by US mail or by fax. Email return is strongly encouraged. Please choose only one return method. Members of coops and consortiums should also send a copy to their fiscal agent district representative.

Q:     Is a signature on the Allocation and Options notice required, and if so who may sign?

A:     The superintendent is required to sign the Allocation and Options notice. The signature may be digital (.jpg) or manual.

7.3 FY21 Local Application

Q:     What is the deadline for submission of the FY21 local application and accompanying Comprehensive Local Needs Assessment (CLNA)?

A:     The deadline for submission of the FY21 local application and accompanying CLNA has been extended to June 8, 2020.

Q:     With COVID-19 social distancing, how can stakeholder input be gathered for completion of the CLNA?

A:     Stakeholder input can be gathered through the use of surveys, telephone conversations, documented emails, online meetings such as Zoom, Teams, etc.

Q:     With the extension in the deadline for submission of the FY21 local application, when can I expect to receive notification of my award status?

A:     Your school should receive notification as to the approval or need for correction of your application by Aug. 10, 2020.

Q:     What is the deadline for submission of the applications for Innovative grants?

A:     The deadline for submission of the FY21 Innovative grants is June 8, 2020.

Summary of due dates:

  • May 1, 2020 – Deadline for non-salary related expenditures for FY20
  • May 15, 2020 – Deadline for return of the signed FY21 Allocation and Options notice
  • May 15, 2020 – Deadline for return of completed Monitoring Document (identified schools)
  • June 8, 2020 – Deadline for submission of the FY21 Basic Grant application with CLNA
  • June 8, 2020 – Deadline for submission of the FY21 Innovative Grant applications
  • Aug. 1, 2020 – Deadline for final claims for reimbursement of FY20 expenditures
  • Aug. 10, 2020 – Deadline for Perkins staff to notify grantees of approval or needed corrections to their FY21 Basic Grant application and Innovative Grant applications
    Note: Due to the unknown nature of the COVID-19 situation, above due dates will be re-evaluated and may change.

Carl Perkins staff are teleworking during this COVID-19 crisis but can be reached by email or phone. Contact information for Carl Perkins staff :

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8.0 Adult Basic Education

8.1 Instructional

Q:     How should ABE programs continue to serve students?

A:     ABE local programs should continue to make contact with their students via telephone, video, teleconference or online communication. The communication must allow for participant and program staff interaction, and participant identity must be verifiable. Teleconferencing technology such as Teams or Zoom are great options to provide direction, instruction and communication.

CareerTech’s ABE division provides Aztec, Essential Education, Burlington English and Reading Plus to local ABE programs which aid in communication efforts. If a program needs assistance with one these options, please contact the ABE division for help, or go to https://www.okcareertech.org/okadulted for more information.

Q:     Is 12 contact hours still a requirement during this time of pandemic?

A:     All eligible individuals receiving services under AEFLA must complete at least 12 hours of instruction to be considered a “participant” under 34 CFR 463.150. Program closures due to COVID-19 have resulted in placing students in distance learning settings, and those students may be in various stages of completing the initial 12 contact hours needed for them to be considered a participant:

  • Students who have transferred from classroom-based instruction to distance learning services and have already completed the initial 12 contact hours. These individuals are considered participants and do not need to complete another 12 contact hours.
  • Students who have transferred from classroom-based instruction to distance learning services but have not yet completed the initial 12 contact hours. These individuals may continue to accrue the required 12 contact hours through telephone, video, teleconference, or online communication, where participant and program staff can interact and through which participant identity is verifiable.
  • Students newly enrolled in distance learning programs and who were not receiving classroom instruction before COVID-19-related program closures must meet the 12-hour requirement before being considered an AEFLA participant. The 12-hour enrollment requirement for distance learners can be met by accruing contact hours through telephone, video, teleconference, or online communication, where participant and program staff can interact and through which participant identity is verifiable.

Q:     Can ABE programs continue pre- and post-testing?

A:     We recognize local programs may not be able to conduct in-person testing of students enrolled in distance learning during program closures due to the COVID-19 outbreak. To our knowledge there are no approved assessment vendors in Oklahoma that are providing pre- and post-testing with a virtual proctor option at this time. Our state is currently working with the assessment vendors, reviewing our assessment policies and working towards development of procedures to implement a virtual test protocol. In-person or proctored testing is still required by our federal counterparts at OCTAE.

If you have a method to test students that follows testing and safety guidelines, please submit a detailed description of the plan to your ABE specialist at CareerTech. Your plan will be reviewed for allowability.

Q:     Can ABE programs continue to enroll new students?

A:     The ODCTE recommends you enroll no new students until normal operations resume. Please focus on providing distance learning opportunities to the currently enrolled students who have already been assessed and are in a program of study.

Q:     Do we continue to input programmatic information into LACES?

A:     Yes. Continue to input information that occurred before COVID-19 into LACES; especially any data from February and March. You will also need to add hours to LACES hours for student learning occurring through distance technology. Please make sure you are reviewing your reports to ensure they have the correct information. If any information was missed throughout the year, please add to LACES.

Q:     Will the drop-in program performance resulting from the COVID-19 outbreak have a negative impact for local programs?

A:     As a state, we will continue to monitor the effect of the outbreak on our performance and impacts to our programs. Programs should follow their local organizations' guidelines and if possible, work toward continued engagement of their students. We are being asked by the U.S. Department of Education to keep track of all students who could have post-tested but didn't due to closures and other health and/or safety guidance. Please maintain a list of those students to be submitted to our office at a later date.

Q:     How is GED / HSE testing occurring during the COVID-19 pandemic?

A:     Currently, all GED/HiSET test sites are unavailable to provide testing in Oklahoma. As we learn of sites becoming available for testing, we will pass along this information.

8.2 Financial

Q:     Can conference, training, or activity related to ABE is cancelled due to COVID-19, may grant funds be used to reimburse nonrefundable travel (airfare, registration fees, lodging)?

A:     Yes under the following conditions:

  • You must first seek to recover the non-refundable cost from the entity that charged the fee. Some businesses are offering flexibility with regard to refunds, credits and other remedies for losses due to the COVID-19 outbreak.
  • Look for the emergency provision or “act of God” provision in the contract or agreement, and seek to exercise that clause to the extent possible.
  • If you are unable to recover the costs, you may charge the ABE grant for the cancellation costs, provided the costs were reasonable and incurred in order to carry out an allowable activity under the grant.
  • You must maintain appropriate records and cost documentation to substantiate the charging of any cancellation or other fees related to the interruption of operations or services.

Q:     May our school continue to pay the compensation of an employee paid with ABE funds during the period the employee is unable to work because the school is closed due to COVID-19?

A:     Yes. The school may continue to charge the compensation (salaries, wages, and fringe benefits) of its employees who are paid by your current ABE award under the following conditions:

  • The compensation paid must be consistent with your school's policies and procedures for paying federal and non-federal similarly-situated employees during times deemed to be unexpected or extraordinary in nature, such as a public health emergency (example: COVID-19).
    • If your school does not have a policy that addresses extraordinary circumstances such as COVID-19, your school may amend or create a policy that addresses federal and non-federal similarly-situated employees.
  • If your school does not have ABE activities occurring but, according to your schools policies, are paying an ABE-funded employee, that employee may not also be paid for time that may be spent working on other activities that are not closed.
  • Adequate documentation must be maintained to substantiate the charging of any compensation costs related to interruption of operations or services.

We strongly encourage you to consider ways the employee paid with ABE funds can support continuing activities, including distance learning opportunities for ABE students.

Q:     Can distance learning equipment and supplies be purchased to continue instructional services to ABE students?

A:     Yes. A budget revision will be required.

Q:     Are there changes to the dues dates for ABE claims submission?

A:     No. 3rd quarter claims were due by April 13, 2020, including local, state and in-kind expenditures. 4th quarter claims are due by July 13, 2020 including local, state and in-kind expenditures. Final FY20 ABE claims are due by Aug. 1, 2020 including local, state and in-kind expenditures.

Carl Perkins staff are teleworking during this COVID-19 crisis but can be reached by email or phone. Contact information for ABE staff:

Q:     Are purchases of COVID 19 supplies allowed during this pandemic?

A:     Yes. ABE sites may purchase personal protective gear such as face masks, face shields, thermometers and disinfecting wipes at this time due to the pandemic. Allowability for this is based on CFR 200.437, CFR 200.453 and CFR 200.457 which state than an item must protect one’s health, be under unusual circumstances, and be necessary and reasonable. Items beyond those listed must be pre-approved by the ABE Financial Analyst, Lana Knott.

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9.0 TANF

Q:     Is instruction for TANF students continuing throughout the COVID-19 crisis?

A:     Yes. Each TANF site has a plan in place for distance learning.

Q:     What changes in instruction or services have occurred as a result of this pandemic?

A:     There are currently no clinicals or hands-on training. Unfortunately, this is critical to some certifications such as Medical Assistant, Aviation, LPN, Welding, etc.

Q:     How are time sheets to be completed by students?

A:     The state’s TANF Coordinator will send each site a PDF of the attendance sheet the students may use to enter the required information, print the document, sign and scan it. An electronic signature is also acceptable.

Q:     Should we expect new students in our programs?

A:     No. New students are not being enrolled at this time.

Q:     Do we need to follow a traditional day of classes? 

A:     Students are still requested to complete the necessary hours in the course of a day, but those hours can be flexible to accommodate for having children at home during the COVID-19 crisis.

Q:     What is the date for the final FY20 claims submission?

A:     The deadline for final FY20 TANF claims is August 1, 2020.

The state TANF coordinator is teleworking during this COVID-19 crisis, but can be reached by email or phone. 

Contact information for TANF staff:

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10.0 FFA

Q:     Are the Interscholastic contests canceled?

A:     No. Oklahoma FFA will further postpone national qualifying CDE/LDE/Agriscience Fair contests. National qualifying contests will take place July 15 – Aug. 15, 2020. The decision on whether these contests will be held digitally or in-person will be determined by July 1, 2020.
        Please note this contest will only be for teams and individuals that plan to represent Oklahoma at the national contest. This means no 8th- or 9th-grade opportunities, or 8th-9th-10th grade speaking divisions. We are working on a potential timeline for Star Candidates.

Q:     When are Three Star State Superior Chapter Applications due?

A:     State Superior Applications are due June 1 as previously indicated. Chapters are asked to fill out what they can. Grace will be given on items that cannot be obtained because of coronavirus cancelations. It is suggested that AgEd instructors send superior applications via email to corresponding area supervisor.

Q:     When are National Chapter Applications due?

A:     National Chapter Applications are due June 1 as previously indicated. AET automatically determines the end date one year from the start date you select. All activities must be conducted within that one-year period. It is suggested that AgEd instructors send national chapter applications via email to their corresponding area supervisor.

Q:     When will the 2020 State FFA Convention be held?

A:     State Staff is currently working through what state FFA convention will look like for 2020. More updates coming soon.

Q:     When will the Alumni Leadership Camp be held?

A:     As of right now, Alumni Leadership Camp is on as scheduled. State Staff will re-evaluate May 1.

Q:     When will the Future Ag-Ed Teacher Academy be held?

A:     As of right now, Future Ag-Ed Teacher Academy is on as scheduled. State Staff and OSU faculty will re-evaluate May 1.

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11.0 Testing through CareerTech Testing Center

11.1 Competency Testing

Q: What about EOI Competency Testing?

A: Competency Certifications offered by the CareerTech Testing Center at ODCTE are included in the waiver for state-mandated testing. If deemed necessary, we are looking at allowing completers to return to complete any testing offered through us by waiving the requirement that a student must be currently enrolled to test. This option is being considered and more information will be provided.

Q: What about the speech credit requirement associated with the Communications in Agriculture exam?

A: The Agricultural Education division has agreed to waive this requirement.

11.2 Certification/Licensure Testing

Q: Since the test sites are closed, are there any alternatives for testing?

A: We have received approval from various agencies to offer exams via online proctoring. We have updated information on our website, www.okhcp.com that explains the process and covers which exams have been approved for this option.

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12.0 OkPTAC

Q:     Are Oklahoma’s PTAC offices open while facilities are closed?

A:     Yes. All Oklahoma PTAC office are open and procurement counselors are connected from home or other remote offices. They are available by email and cell phones. Cell phones have been added to our online directory of offices at: https://www.okcareertech.org/business-and-industry/okptac-oklahoma-procurement-technical-assistance-center/okptac-contacts

Q:     Will events such as the Southeast Oklahoma Procurement Event and the Southwest Oklahoma Procurement Conference take place?

A:     Solutions for holding those events after facilities reopen or through virtual meeting online apps are being considered. Announcements will be made via the OkPTAC Facebook page as well as other online resources. https://www.facebook.com/okptac/

Q:     Will the OkPTAC and TGI continue to hold the annual ICBS conference in August?

A:     Staff at both PTACs are meeting twice a month, and the recent focus has been deciding whether to continue planning the long-running event as normally held or to choose an alternative that would serve some or all of the functions of ICBS without the physical gathering of more than 200 people. Please stay tuned to your local PTAC office, the OkPTAC facebook page and the ICBS Show web site: http://icbsshow.com/

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13.0 OEIP

Q:     Are the Pryor and Burns Flat OEIP teacher/industry events still going to be held?

A:     No. Unfortunately, all in-person OEIP events have been cancelled. We are exploring alternative delivery options and will be visiting with the site hosts in a couple of weeks.

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14.0 OJT/Clinicals

14.1 Secondary student on OJT or Clinicals

  • Secondary student was on OJT prior to March 13, can they continue after April 6?

Under current order, all in-person instruction for secondary students ceased for the remainder of the school year (recommended to end between May 8 –15). Where school personnel is required in-person to supervise/facilitate OJT/Clinical the instruction must cease for the remainder of the school year (recommended to end between May 8 –15). Beginning April 6, instruction will be delivered via distance education until the end of the school year (recommended to end between May 8 –15). Consideration for any OJT/Clinical beyond the school year must follow all national, state, and local requirements as well as CDC guidelines pertaining to the COVID-19 pandemic.

  • Secondary student is in a paid OJT experience and has been working for this business, are they required to not return to work?

The OJT credit would be suspended for the current school year. If they are an employee of the business, their return to work is between employee and employer not relative to any school requirement.

  • Is there a time period that a currently enrolled secondary student may finish their clinicals/OJT?

Not within the current school year (recommended to end between May 8 –15).

14.2 Postsecondary student on OJT or Clinicals

  • Postsecondary student was on OJT/Clinicals prior to March 13, can they continue after April 6?

Until and unless the technology centers are allowed to open to regular instruction this semester, instruction will be delivered via distance education until the end of the school year (recommended to end between May 8 – 15). OJT/Clinicals fit within that instruction. We also must follow all national, state, and local requirements as well as CDC guidelines pertaining to the COVID-19 pandemic.

  • Postsecondary student is in a paid OJT experience and has been working for this essential business, are they required to not return to work?

If they are the employee of the business, their return to work is between employee and employer.

  • Is there a time period that a currently enrolled postsecondary student may finish their clinicals/OJT when it was disrupted for the COVID-19 situation?

There is currently not a set time for guaranteeing the safety of students and instructors. Therefore; the guidance will be reassessed during the week of April 30, depending upon the language of the most current Executive Order in effect after that date.

OJT/Clinical beyond the school year must follow all national, state, and local requirements as well as CDC guidelines pertaining to the COVID-19 pandemic.

14.3 Recommendations for OJT/Clinicals after May 15

With current published Open Up and Recover Safely guidance as of April 22, after May 15 (Phase 2) specific activities may be reinstated while maintaining cautionary measures and following the CDC guidelines. Additional guidance will be provided when Oklahoma reaches Phase 3 (tentatively June 1).

  • It is not recommended any instructor or student in the vulnerable population participate in-person training/clinical.
  • Students/Instructors needing to complete clinical hours, it is recommended to complete as much as possible virtually.
  • In-person clinicals for after May 15 must be restricted to groups of 10 or less, follow CDC guidelines, which includes social distancing, daily sanitizing, potential temperature checks and appropriate PPE for instructors and participants.
  • It is recommended clinicals be conducted in low-risk environments.
  • It should be documented that students/instructors/preceptors were provided documentation to explain the cautionary measures required for any in-person interaction.
  • For returning secondary students OJT/Clinicals could be considered during Phase 3. (tentatively June 1).
  • For testing and checkoff purposes, all the above guidelines should be followed.
  • Resources are available on ctyou.org Health section that could take place of clinicals (case studies, virtual simulations).

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15.0 In-person Training and Conferences

All in-person training and conferences including BIS and ACD for internal and external customers should be canceled unless it can be conducted electronically. For essential training that must be conducted prior to April 30 it is restricted to groups of 10 and all specific guidelines defined by Office of Governor’s Executive orders, Oklahoma State Health Department, local declarations and the CDC guidelines. (The executive order is in effect till April 30).

With current published Open Up and Recover Safely guidance as of April 22, after May 15 (Phase 2) specific activities may be reinstated while maintaining cautionary measures and following the CDC guidelines. Additional guidance will be provided when Oklahoma reaches Phase 3 (tentatively June 1).

  • Conferences should remain canceled.
  • In-person training including BIS and ACD for internal and external customers should continue to be conducted virtually as much as possible.
  • For critical infrastructure training that must be conducted after May 15, continue to restrict to groups of 10 or less, follow CDC guidelines, which includes social distancing, daily sanitizing, potential temperature checks and appropriate PPE for instructors and participants.
  • It is not recommended any instructor or individual in the vulnerable population participate in-person training.
  • It should be documented that students/instructors were provided documentation to explain the cautionary measures required for any in-person interaction.

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