ABE Directors Meeting Highlights and Updates
ABE Director’s
Meeting
Welcome and Introductions
Letha Bauter - Federal Programs Manager / ABE State Director
Lance Allee – ABE Regional Specialist (Western OK)
Sharon Baker – ABE Regional Specialist (Eastern OK)
Caleb Cummings – ABE LACES Specialist
Lana Knott– ABE Financial Analyst
Jill Reavis – Administrative Assistant
Welcome and Introductions
Introduce yourself
Name and title
What program you work for
Tentative Grant Competition Dates
Bidders Conference – December 1, 2021
Grant Competition Window - January 1, 2022 to February 15, 2022
Notification of award status – April 15, 2022
Grant Provider Training - June 1, 2022
Continuation Documents
All of the following documents are due by Wednesday
September 30th, 2021
:
Program Action Plan
Inventory
Class Schedule
Assessment Updates
CASAS – ESL Only
TABE Integration
The updated assessment policy will be sent out soon
Annual Performance Report
The Annual Performance Report must be completed by all core partners and submitted to the
appropriate Federal agency.
Report includes six performance indicators
◦
Employment Rate (Entered)
2
nd
Quarter After Exit
◦
Employment Rate (Retention)
4
th
Quarter After Exit
◦
Median Earnings
4
th
Quarter After Exit
◦
Credential Rate
◦
Postsecondary Credential
◦
HSE
◦
Measureable Skill Gains
◦
Employee Effectiveness
State Data
State Data for FY 21
Percent of students on Table 4B who were pre and
post tested
◦
52%
Overall MSG
◦
40% (As of today)
State Goals for FY 22
Percent of students who are pre and post tested
◦
60%
Overall MSG
◦
41%
4 Year Data Trend
Program Monitoring
5 – 6 programs are monitored per year.
Usually takes place between November and April.
Desktop, Assessment, and LACES monitoring are conducted continuously.
We are now conducting face-to-face program visits again.
FY22 monitoring site selection will be sent out by the end of September.
Qualifications of an ABE Staff
Staff Qualifications
Teachers of adult education and literacy activities located in the adult learning centers shall have
a valid Oklahoma Teacher’s Certificate or a minimum of a Master’s degree.
Directors of adult education located in the adult learning centers shall have a valid Oklahoma
Teacher’s Certificate or a minimum of a Master’s degree.
*If a program has applicant that they like but doesn’t meet the above requirements, the program
can email the state director with its request.
Professional Development Requirements
Full-time and part-time instructional personnel and program
administrators must complete a minimum of 15 hours of
professional development per program year. (classroom
substitutes are excluded from this requirement)
Hours must be in adult education, instruction, or other pertinent
topics
Teacher Observations and Evaluations
ABE programs will conduct formal, individual teacher
observations/evaluations at a minimum of once a year. In addition to
formal teacher evaluations, directors will informally monitor and
document visits to all classes to ensure program quality and
accountability.
Software Licenses
Testing
•
TABE Online
ESL
•
Burlington English
ABE
•
Aztec
•
Essential Education
•
Reading Plus
Distance Education
Distance education is a formal learning activity where students and instructors are separated by geography,
time, or both, for the majority of the instructional period.
Distance learning is typically viewed as a way to
help students overcome barriers
to attending a traditional
adult education classroom.
Distance learning has the
potential to attract new students
deterred by these barriers. In addition, it has the
potential to help existing students stay connected to their studies.
The U.S. Department of Education, Office of Career, Technical and Adult Education,
requires
students in
distance education to have at least
12 hours of direct contact
with the adult education program
before they
can be counted
as a fundable student in the National Reporting System (NRS)
Where We Should Place a Focus
Guest Speakers in Classroom
Employers
Community Organizations
College and Tech Center Counselors
Military Recruiters
Workforce Service Providers
Tours / Field Trips
Local Businesses
Partner Agencies
Community Colleges
Technology Centers
Workplace Skills and Soft Skills
Resume Preparation
Interview Essentials
Mock Interviews
Filling Out Applications
Job Search Tools
Exit Counseling
Review student goals
Assist with next steps or referrals
Work with students on soft skills / employability skills
Get feedback from student about experience in program
Student Retention
Orientation (First 3 weeks critical)
Identifying and assisting with students’ barriers
Setting clear, meaningful, and achievable goals
Relationships with students
Quality of instruction
Helping students realize progress
Communication with calls, texts, emails,
postcards
Distance learning options if needed
HSE Testing
GED
•
Test Format: Computer-Based
•
Cost: $136 Full Battery
HiSET
•
Test Format: Paper and / or Computer-Based
•
Paper Based Cost: $122.50 Full Battery
•
Computer Based Cost: $101.25 Full Battery
*At Home Testing is now available for the GED and HiSET.
Oklahoma High School Diploma (SDE Option)
Any Oklahoma Resident who has been admitted to any accredited Oklahoma college or university may
be awarded a high school diploma by the State Department of Education within this state, provided that
such person has successfully completed at least thirty (30) hours of college work at an accredited college
or university.
Finance
731 – Adult Education and Literacy (Basic)
732 - Integrated English Literacy and Civics Education (IELCE)
733 – Adult Education Services to Corrections and Institutionalized Individuals (Corrections)
319 – State Allocation
Finance Due Dates
The Allocation Sub Award Funding Agreement has been emailed to each site. Submit signed
back as soon as possible.
Budgets and Agreements need to be in CTIMS by:
•
September 15
CTIMS invoicing and Quarterly reports need to be submitted by:
•
Oct. 15 (1st Quarter)
•
Jan. 15 (2nd Quarter)
•
Apr. 15 (3rd Quarter)
•
July 15 (4th Quarter)
Finance Reminders
Must invoice quarterly preferably monthly.
Recipients may not use federal and state funds for the administration of the high school equivalency
(HSE) testing program
Failure to submit quarterly reports on time may result in your state payment being held until reporting
requirements are fulfilled.
If a site fails to invoice within 15 days after each quarter, that site’s state quarterly payment and
subsequent payments will be held until federal invoicing is caught up.
Unspent state funds (Project 319) at the end of the fiscal year will be returned to ODCTE/ABE.
LACES / Data Overview
Mandatory Training For New LACES Users
New users must train with Caleb, and/or go through a training with Literacy Pro.
Keep completion certificated on file. You will receive this in an email from Caleb.
Please contact Caleb as soon as a new staff member is hired for LACES. Former data employee
will need to be deactivated as soon as possible.
Pre Tests and Post Tests
Pre/Post tests need to be entered in as soon as possible.
Make sure to check that pre/post tests scores in LACES and in the students folders match up
correctly.
Make sure to use alternating forms when assessing students with pre and post.
Students should only have one pre-test in LACES.
Post-Tests need to be after the appropriate instructional hourly intervals.
Consult the assessment policy for appropriate hourly intervals.
Class Names in LACES
Make sure to be specific when naming classes
Location
Day of the Week
AM/PM
POP – Period of Participation
Students are not a POP until they have 12 hours of instruction time.
POPS can be affected by students inactivity of 90 days.
Security of Student Data
Behind 2 locked doors
Never leave student’s files on desks in classrooms, in cars, or other non-secure areas.
Data Entry Best Practices
Enter student demographic enrollment information as soon as possible.
Enter instructional hours at or before the end of each month.
Enter professional development hours by the end of each semester.
Do data checks once a quarter.
Recommended data meetings once a quarter with ABE staff.
Organizing Class Data
Excel File containing student class hours
Sign In Sheets
Only active FY students’ files in active filing cabinets
Former student’s files in inactive folders of filing cabinets
Staying up to date in LACES
Make sure all information is in Student’s files, such as test scores, contracts, enrollment forms,
and a separate folder with class attendance information.
State staff can come out to sites to help with any questions about class or LACES data
Quarterly LACES Maintenance
Make sure each quarter to check data entered into Laces:
Pre/Post Tests entered
Instructional hours are up to date
Student enrollment status is correct
Staff data is up to date
Quarterly Data Deadines
First Quarter (July – September is due Friday, Oct 29
th
2021)
Second Quarter (October – December is due Friday, Jan 28
th
2022)
Third Quarter (January – March is due Friday, April 29
th
2022)
Fourth Quarter (April – June 1
st
is due Friday, June 24
th
2022)
ABE Association
Contact Us
Letha Bauter – State ABE Director
405-743-5569
Lana Knott - Finance
405-743-5570
Lance Allee – ABE Specialist (Western)
405-880-5235
Sharon Baker – ABE Specialist (Eastern)
405-564-3756
Caleb Cummings – LACES Data
405-714-5835
Jill Reavis – All of the Above
405-743-5556
Highlights from the ABE Directors Meeting include introductions of key personnel, tentative grant competition dates, continuation document deadlines, assessment updates, annual performance report requirements, state data for FY 21 and goals for FY 22, 4-year data trends, and program monitoring details.
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Presentation Transcript
ABE Directors Meeting
Welcome and Introductions Letha Bauter - Federal Programs Manager / ABE State Director Lance Allee ABE Regional Specialist (Western OK) Sharon Baker ABE Regional Specialist (Eastern OK) Caleb Cummings ABE LACES Specialist Lana Knott ABE Financial Analyst Jill Reavis Administrative Assistant
Welcome and Introductions Introduce yourself Name and title What program you work for
Tentative Grant Competition Dates Bidders Conference December 1, 2021 Grant Competition Window - January 1, 2022 to February 15, 2022 Notification of award status April 15, 2022 Grant Provider Training - June 1, 2022
Continuation Documents All of the following documents are due by Wednesday September 30th, 2021: Program Action Plan Inventory Class Schedule
Assessment Updates CASAS ESL Only TABE Integration The updated assessment policy will be sent out soon
Annual Performance Report The Annual Performance Report must be completed by all core partners and submitted to the appropriate Federal agency. Report includes six performance indicators Employment Rate (Entered) Employment Rate (Retention) Median Earnings Credential Rate 2ndQuarter After Exit 4thQuarter After Exit 4thQuarter After Exit Postsecondary Credential HSE Measureable Skill Gains Employee Effectiveness
State Data State Data for FY 21 State Goals for FY 22 Percent of students on Table 4B who were pre and post tested 52% Percent of students who are pre and post tested 60% Overall MSG 41% Overall MSG 40% (As of today)
Program Monitoring 5 6 programs are monitored per year. Usually takes place between November and April. Desktop, Assessment, and LACES monitoring are conducted continuously. We are now conducting face-to-face program visits again. FY22 monitoring site selection will be sent out by the end of September.
Qualifications of an ABE Staff Staff Qualifications Teachers of adult education and literacy activities located in the adult learning centers shall have a valid Oklahoma Teacher s Certificate or a minimum of a Master s degree. Directors of adult education located in the adult learning centers shall have a valid Oklahoma Teacher s Certificate or a minimum of a Master s degree. *If a program has applicant that they like but doesn t meet the above requirements, the program can email the state director with its request.
Professional Development Requirements Full-time and part-time instructional personnel and program administrators must complete a minimum of 15 hours of professional development per program year. (classroom substitutes are excluded from this requirement) Hours must be in adult education, instruction, or other pertinent topics
Teacher Observations and Evaluations ABE programs will conduct formal, individual teacher observations/evaluations at a minimum of once a year. In addition to formal teacher evaluations, directors will informally monitor and document visits to all classes to ensure program quality and accountability.
Software Licenses Testing TABE Online ESL Burlington English ABE Aztec Essential Education Reading Plus
Distance Education Distance education is a formal learning activity where students and instructors are separated by geography, time, or both, for the majority of the instructional period. Distance learning is typically viewed as a way to help students overcome barriers to attending a traditional adult education classroom. Distance learning has the potential to attract new students deterred by these barriers. In addition, it has the potential to help existing students stay connected to their studies. The U.S. Department of Education, Office of Career, Technical and Adult Education, requires students in distance education to have at least 12 hours of direct contact with the adult education program before they can be counted as a fundable student in the National Reporting System (NRS)
Guest Speakers in Classroom Employers Community Organizations College and Tech Center Counselors Military Recruiters Workforce Service Providers
Tours / Field Trips Local Businesses Partner Agencies Community Colleges Technology Centers
Workplace Skills and Soft Skills Resume Preparation Interview Essentials Mock Interviews Filling Out Applications Job Search Tools
Exit Counseling Review student goals Assist with next steps or referrals Work with students on soft skills / employability skills Get feedback from student about experience in program
Student Retention Orientation (First 3 weeks critical) Identifying and assisting with students barriers Setting clear, meaningful, and achievable goals Relationships with students Quality of instruction Helping students realize progress Communication with calls, texts, emails, postcards Distance learning options if needed
HSE Testing GED Test Format: Computer-Based Cost: $136 Full Battery HiSET Test Format: Paper and / or Computer-Based Paper Based Cost: $122.50 Full Battery Computer Based Cost: $101.25 Full Battery *At Home Testing is now available for the GED and HiSET. Oklahoma High School Diploma (SDE Option) Any Oklahoma Resident who has been admitted to any accredited Oklahoma college or university may be awarded a high school diploma by the State Department of Education within this state, provided that such person has successfully completed at least thirty (30) hours of college work at an accredited college or university.
Finance 731 Adult Education and Literacy (Basic) 732 - Integrated English Literacy and Civics Education (IELCE) 733 Adult Education Services to Corrections and Institutionalized Individuals (Corrections) 319 State Allocation
Finance Due Dates The Allocation Sub Award Funding Agreement has been emailed to each site. Submit signed back as soon as possible. Budgets and Agreements need to be in CTIMS by: September 15 CTIMS invoicing and Quarterly reports need to be submitted by: Oct. 15 (1st Quarter) Jan. 15 (2nd Quarter) Apr. 15 (3rd Quarter) July 15 (4th Quarter)
Finance Reminders Must invoice quarterly preferably monthly. Recipients may not use federal and state funds for the administration of the high school equivalency (HSE) testing program Failure to submit quarterly reports on time may result in your state payment being held until reporting requirements are fulfilled. If a site fails to invoice within 15 days after each quarter, that site s state quarterly payment and subsequent payments will be held until federal invoicing is caught up. Unspent state funds (Project 319) at the end of the fiscal year will be returned to ODCTE/ABE.
Mandatory Training For New LACES Users New users must train with Caleb, and/or go through a training with Literacy Pro. Keep completion certificated on file. You will receive this in an email from Caleb. Please contact Caleb as soon as a new staff member is hired for LACES. Former data employee will need to be deactivated as soon as possible.
Pre Tests and Post Tests Pre/Post tests need to be entered in as soon as possible. Make sure to check that pre/post tests scores in LACES and in the students folders match up correctly. Make sure to use alternating forms when assessing students with pre and post. Students should only have one pre-test in LACES. Post-Tests need to be after the appropriate instructional hourly intervals. Consult the assessment policy for appropriate hourly intervals.
Class Names in LACES Make sure to be specific when naming classes Location Day of the Week AM/PM
POP Period of Participation Students are not a POP until they have 12 hours of instruction time. POPS can be affected by students inactivity of 90 days.
Security of Student Data Behind 2 locked doors Never leave student s files on desks in classrooms, in cars, or other non-secure areas.
Data Entry Best Practices Enter student demographic enrollment information as soon as possible. Enter instructional hours at or before the end of each month. Enter professional development hours by the end of each semester. Do data checks once a quarter. Recommended data meetings once a quarter with ABE staff.
Organizing Class Data Excel File containing student class hours Sign In Sheets Only active FY students files in active filing cabinets Former student s files in inactive folders of filing cabinets Staying up to date in LACES Make sure all information is in Student s files, such as test scores, contracts, enrollment forms, and a separate folder with class attendance information. State staff can come out to sites to help with any questions about class or LACES data
Quarterly LACES Maintenance Make sure each quarter to check data entered into Laces: Pre/Post Tests entered Instructional hours are up to date Student enrollment status is correct Staff data is up to date
Quarterly Data Deadines First Quarter (July September is due Friday, Oct 29th2021) Second Quarter (October December is due Friday, Jan 28th2022) Third Quarter (January March is due Friday, April 29th2022) Fourth Quarter (April June 1stis due Friday, June 24th2022)
Contact Us Letha Bauter State ABE Director 405-743-5569 Lana Knott - Finance 405-743-5570 Lance Allee ABE Specialist (Western) 405-880-5235 Sharon Baker ABE Specialist (Eastern) 405-564-3756 Caleb Cummings LACES Data 405-714-5835 Jill Reavis All of the Above 405-743-5556
