PluggedInVA Grant Application Packet
2018-2019
DueJune 26, 2018
Virginia Department of Education
Office of Career, Technical, and Adult Education
James Monroe Building, 21st Floor
101 North 14th Street
Richmond, VA 23219
The Virginia Department of Education does not discriminate on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, or against otherwise qualified persons with disabilities. The policy permits appropriate employment preferences for veterans and specifically prohibits discrimination against veterans.
Table of Contents
Grant Requirements
General Information
Purpose of PluggedInVA
Grant Funding
Eligible Applicants
Approved Activities
Application Procedures
Requirements
Deadline for Receipt of Application
Inquiries
Overview of PluggedInVA Model
Eligible Participants
The Structure of a PluggedInVA Program
Key Elements
Partnerships
Funds Availability
Budgets
Budget Summary
Budget Worksheets
Object Codes and Descriptions
Requests for Reimbursement and Transfers
Accountability and Reporting
Assessment and Distance Education
Web-based Data System
Adult Student Profile Document (ASPD)
Progress Reports and Technical Assistance
Retention of Records
Termination or Suspension
Certifications and Compliance
Application Development
Application Narrative Template
Appendices
Appendix A: IET Planning Tool
Appendix B: PluggedInVA 2018-2019 Statement of Assurances
Grant Requirements
General Information
Purposeof PluggedInVA
PluggedInVA (PIVA) is a career pathway program that prepares adults with the workforce training and education they will need to succeed in high-demand, high-wage careers. In partnership with local employers and postsecondary and training institutions, the program provides learners an opportunity to simultaneously complete a high school equivalency credential (when needed); earn at least one stackable digital literacycertificate, employability certificate, and industry-specific credential; and strengthen their academic and professional skills. Throughout the duration of the program, learners are in a cohort and areco-enrolledin the adult education program and a local community college or training program, earning transferable credits or training hours and stackable certifications related to a targeted industry.
PluggedInVA is a signature effort by the Commonwealth of Virginia and is featured prominently in the Combined State Plan,which describes how Virginia has been implementing the Workforce Innovation and Opportunity Act (WIOA) and has been featured nationally by the National Skills Coalition and World Ed. The vision of adult education is to expand and enhance career pathway opportunities for adult learners so they may prosper and earn family-sustaining wage jobs in an ever-changing global economy.Expanding the implementation of the PluggedInVA model is a priority in the alignment of adult education and literacy activities with other Combined State Plan partners. To further the goal of WIOA in transitioning adult learners to postsecondary education, training, and employment, and to link with institutions of higher education, PluggedInVA applicants are encouraged to partner withWIOA partners, employers, adult Career and Technical Education centers,andthe Virginia Community College System (VCCS)as providers of occupational training, career coaching, job placement, and support services.
Grant Funding
The Virginia Department of Education (VDOE), Office of Career, Technical, and Adult Education will award grants on a competitive basis to eligible applicants to support the PluggedInVA career pathways program.This is a 12-month grant, beginning July 1, 2018, and ending June 30, 2019. Because this grant is funded by the Virginia Lottery, expenditures may begin in quarter one, but reimbursement may not be claimed until after January 1, 2019. All final reimbursements must be submitted no later than June 7, 2019, so that all payments from VDOE may be processed by June 30, 2019.
Eligible Applicants
Eligible providers are school divisions, community-based literacy organizations, and community colleges that operate within a regional adult education program and are receiving Workforce Innovation and Opportunity Act (WIOA) title II adult education funds for the 2017-2018 program year. Under state law, lottery funds can be allocated to local school divisions only. Therefore, if the fiscal agent applying for funds is not a school division, it must collaborate with a school division in the region to serve as fiscal agent for the PluggedInVA grant funds. All efforts in a region should be coordinated through the regional program manager.
Approved Activities
Eligible applicants should propose activities that integrate education, workforce preparation (as defined in WIOA), and occupational training within the PluggedInVA model for adult learners eligible for adult education services (see eligibility criteria on page 6).
Application Procedures
Requirements
- Respond to the questions in the sequence presented.
- Submit application on 8½-inch by 11-inch paper with a one-inch margin on all sides.
- Use a standard 12-point font, such as Times New Roman or Arial, for the ApplicationNarrative and budget workbook.
- Doublespace all text unless otherwise noted in the instructions.
- Use boldface type, underlining, and italics as necessary; however, all text shall be printed in black ink only.
- Number all pages at the bottom center of each page. Page 1 will begin on the response to Number 1 under Application and continue consecutively throughout the document.
- Organize application materials and submit in the following sequence:
- Contact information sheet (from the budget workbook)
- Application Narrative: 12-page limit
- Appendices(excluded fromthe page limit count):
1.Budget Workbook:
- Submit completed budget workbook electronically .
- Print pages of entire workbook
2.IET Planning Tool
3.Statement of Assurances
4.Regional Memoranda of Agreement/Understanding (if applicable)
5.Letters of commitment from partnering employers, agencies, school division,and Combined State Plan partners
6.Letter of cooperationwith Regional Program Manager, if not the applicant
Deadline for Receipt of Application
An original application and twocopiesshall be mailed to the following physical address.The original must be also emailed to . The Office of Career, Technical, and Adult Education must receive both the electronic and paper applicationsno laterthan 4 p.m., June26, 2018. Applications not meeting the delivery deadline maynot be considered.
Mailing Address
Jenna Kelly, Adult Career Pathways Specialist
Virginia Department of Education
Office of Career, Technical, and Adult Education
James Monroe Building, 21st Floor
101 North 14th Street
Richmond, Virginia 23219
Inquiries
All inquiries must be in writing and emailed to . VDOE will post answers to the questions on the adult education webpage.
Overview of PluggedInVA Model
To maintain the integrity of the PluggedInVA program, the PluggedInVAmodel must be followed:
Eligible Participants
An eligible participant is a learnerat least 16 years of age, basic skills deficient, not enrolled or required to be enrolled in secondary school under state law, and tests below the twelfth grade level as determined by Assessment Policy for Virginia Adult Education and Literacy Programs.Eligible participants mayinclude those with or without a high school diploma or a High School Equivalency (HSE) and English language learners. PluggedInVA is a rigorous and intensive program that demands motivation, commitment, and dedication. For this reason, a thorough intake process is essential to ensure that the students who are chosen to participate are ready and able to do so. An interview should be held to determine a student's interest and ability to complete the program. A career interest or aptitude test, such as the Virginia Wizard,is recommended to help students identify their strengths. Letters of recommendation from the community or from students' places of work, and the Virginia Placement Test (VPT) are also usefulin determininga student's readiness to learnpostsecondary academic, employability, and technical knowledge and skills.
The PluggedInVA model has been expanded to serve learners at all skill levels and now operates in three academic skill-level tiers. The Careers level is the traditional PluggedInVA model targeting learners who test at a ninth-grade academic grade level and above; the Workforce level is targeted toward those who test between a fifth- and eighth-grade level; and the Pathways model is designed to serve those from literacy to fourth grade. These tiers are overlapping and can accommodate learners at skill levels both below and above the target levels.
Resources and guidance for planning and implementing PluggedInVA at any level can be found at the PluggedInVA and IET Blueprint Expansion websites, and additional technical assistance and customized support is available through email, phone, and on-site visits with the Virginia Adult Learning Resource Center (VALRC). Consultthe PluggedInVA websitefor initial planning information and instructional resources. Contact Kate Rolander, the Workforce Education Specialist at VALRC, at , for access to the IET Expansion site, as well as for additional technical assistance on designing the model and planning for instruction.
The Structure of a PluggedInVA Program
Currently, most PluggedInVA programs lastapproximately six months with learners participating in class from 12 to 15 hours per week, but there is flexibility for applicants as they consider the needs of their cohortand the occupational cluster in demand in their region. Programs are encouraged to consider:
- Shorter, more intensetraining options, i.e.,boot camps
- Shorter, stackable certification or training programs where there are multiple entry andexit points andoffer several consecutively
- Working directly with employers to establish an employee training cohort
- Explore “earn and learn” models such as registered apprenticeships, on-the-job training, and paid internships
For the entirety of the program, participants engage in learning activities to hone digital literacy skills, employability, occupational technical skills and related academic knowledge. The curriculum progresses from strengthening basic academic skills and preparing for the HSE test (when needed)developingworkforce preparation skills, training for an industry-recognized credential, and culminating in a service learning capstone project that demonstrates learners’ mastery of all core instructional elements.
Key Elements
All of the following components should be included in a PluggedInVa program design:
- Cohort model, suggested minimum of 10 participants
- Industry-specific contextualized curriculum
- Explicit incorporation of workforce preparation skills, as defined in WIOA, Section 203.
- Strengthening basic academic skills and HSE credential preparation and completion for those who are without a high school credential
- Preparation and completion of an employability certificate such as the National Career Readiness Certificate (NCRC)
- Preparation and completion of one or more stackable digital literacy certificates such as Microsoft Digital Literacy Certificate or NorthstarBasic Computer Skills Certificate at lower skill levels
- Career Coaching and job search assistance
- Co-enrollmentbetween an adult education and literacy activities provider and an occupational training provider
- Transferable academic credits and/or documented workforce training hours at a partnering postsecondary or training institution. Non-credit coursework or employer- sponsored training may be proposed if employers have expressed that they will recognize and honor the class hours and credentials achieved through the non-credit program
- One or more stackable, industry-recognized credentials or certificates (aligned with the needs of the Local Workforce Development Board and Virginia Demand Occupation List
- A capstone project that helps students integrate and apply the knowledge and strategies learned in the PluggedInVA core content with the skills acquired in the workforcetraining program. This should be a service learning opportunity where the cohort identifies a need in the community and a solution based on that need.Examples of past PluggedInVA capstone projects have included the creation of a website for a local business, building and donating a computer for a local research center, and completing an energy audit of a building.
Partnerships
Regional partnerships are an important part of the PluggedInVA model. All of the following should be considered in the design of a PluggedInVA program:
- Active and consistent collaboration with local community college, training institution,and/or other WIOA partners.
- Active and consistent collaboration with local employers, including input into curriculum development.
- Applications aligned with the Local Workforce Development Board’s strategic plan preparing learners for careers with projected regional growth.
- Applications that propose coordination for the use ofadditional funding sources such as WIOA title I funds and the VCCS-administered FastFoward funds.
- Integration of the VCCS Adult Career Coach Program which assists community college students, adult education students, and One-Stop Career Center clients in developing career and postsecondary education and training plans. Learn more.
For detailed information regarding the PluggedInVA model, see thePluggedInVA Implementation Guide.
As an appendix, each program must include an IET planning tool.
Funds Availability
The Virginia Department of Education will award grants based on the following funding structure:
$50,000 Grant Funding
Implementation Grant –Cohorts in industry sectors not addressed in previous cohorts and new applicants
Capacity-Building Grant- Two or more cohorts of at least 10 per cohort (Can be the same occupational focus with both cohorts or two different industry sectors)
$35,000 Grant Funding
Maintenance Grant –Continuation of one existing cohort or a repeat of a previously held industry-specific cohort
Budgets
Eligible applicants are responsible for developing budgets that accurately reflect the program design for the grant period (July 1, 2018 – June 30, 2019). Only expenditures that support approved PluggedInVA activities may be included in the budget. The budget workbook can be requested from local matching fundsare required.
Budget Summary
The eligible applicant must submit a budget summary that identifies the total expenditures. The budget summary is part of the budget workbook, and it will automatically tally totals from the budget worksheets.
Budget Worksheets
The eligible applicant must submit detailed budget worksheets. The eligible applicant must identify the expenditures by line item within each Object Code; for example, if an eligible applicant plans to purchase HSE tests, the line item must indicate the number of HSE tests, cost per item, and the total cost planned for the expenditure.
Object Codes and Descriptions
The following list identifies categories and provides brief descriptions of the expenditure types within the category. The examples are not meant to be exhaustive. Please remember that with the exception of Object Code 1000 and Object Code 2000, an encumbrance date must be provided for each of the other object codes.
1000-Personal Services: All compensation provided for the direct labor of persons in employment of the eligible provider; salaries and wages paid to employees (full- and part-time, including overtime), shift differential, and similar compensation.
2000-Employee Benefits: Job-related benefits provided employees as part of their total compensation.Fringe benefits include the employer’s portion of FICA, pensions, insurance (life, health, disability income, etc.), and employee allowances(unemployment benefits may not be paid from these funds).
3000-Purchased Services: Services acquired from outside sources (e.g., private vendors, tuition, public authorities, or other governmental entities). Purchase of the service is on a fee basis or fixed time contract basis. Payments for rentals and utilities are not included in this account description. Working mealspurchased through a vendor (e.g. catering or restaurants) are included in this object code. Provide number of people, location, and what meal.Reimbursement is capped at the per diem rate for the meal listed according to the state travel regulations.
4000-Internal Services: Charges from an internal service fund to other activities or elements of the local government for the use of intergovernmental services such as data processing, automotive/motor pool, central purchasing, print shop and risk management. Food purchases from the food services department (e.g. school cafeteria) of a school division or sub-grantee to support professional development or family engagement events is included in this object code.
5000-Other Charges: Expenditures that support the programsincluding utilities, communications (e.g. postal, Internet, telephones, etc.),leases/rentals, insurance (except related to personal services), indirect costs, or contributions to other entities.Mileage, lodging, and meals will be limited to no more than the current state-approved rate.Please indicate city, state, dates of conference/training; and itemize applicable travel costs (e.g. personal car [with mileage and rate/mile], airfare [with total cost and baggage fee if applicable], meals [breakdown per day per meal and total], parking [amount and number of days] and/or lodging [indicate rate/night/# of nights, taxes, fees, and total hotel amount].
6000-Materials and Supplies: Articles and commodities that are consumed or materially altered when used and minor equipment (less than $5,000 per unit) that is not capitalized. Therefore, computer equipment under $5,000 would be reported in “materials and supplies.” This includes textbooks, instructional materials, technology software, on-line content, HSE practice tests, etc. Provide the cost breakdown for materials and supplies including name, quantity, price and shipping/handling charges.
8000-Equipment: Computers and equipment valued at $5,000 or more per unit. Prior approval from the grants manager is required for such expenditures.
Requests for Reimbursement and Transfers
The VDOE provides funds to grant recipients on a cost-reimbursement basis only. All reimbursements and budget amendments must be submitted appropriately through the Online Management of Education Grant Awards (OMEGA) System (paper copies of budget amendments are no longer required). Because this grant is lottery-funded, expenditures may begin in quarter one, but reimbursements may not be claimed until after January 1, 2019.
All reimbursements of expenditures must fall under the Object Codes identified in the budget. Expenses must pertain to a specific Object Code and must be allowable to be considered for reimbursement. Any program expenditure deemed not allowable will not be reimbursed and will be at the expense of the grantee. The grantee should contact the VDOE Adult Career PathwaysSpecialist about any questionable expenditure.