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AEFLA Funding FAQs

Purpose

This Q&A provides answers to questions submitted by prospective grant applicants.  The categories below include:

  1. Allowable Use of Funds
  2. Eligible Individuals
  3. Comprehensive Services
  4. Budget/Fiscal
  5. Funding Distribution
  6. Integrated English Literacy and Civics Education Program Funding
  7. Integrated Education and Training
  8. Shared Infrastructure Costs 
  9. Local Workforce Development Board Review 
  10. Grant Application
  11. Other

Allowable Use of Funds

Q: I remember seeing a list of allowable expenses with previous grants. Do we have one for this new go-round?

A: As noted in Page 6 of the application, allowable use of funds for Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) include the following:

Applications from providers must include provision of services and instruction in each of the following categories within each Local Workforce Development Area to be served:

  1. Adult education;
  2. Literacy;
  3. English language acquisition; and
  4. Workforce preparation.

Further, applications from providers may include provision of services and instruction in one or more of the following categories:

  1. Workplace adult education and literacy;
  2. Family literacy services;
  3. Integrated English literacy and civics education; and/or
  4. Integrated education and training.

Funding should be used to establish or operate programs that provide adult education and literacy activities, including programs that provide such activities concurrently.

Allowable local administrative costs include planning; administration (including performance accountability); professional development; providing adult education and literacy services in alignment with local workforce plans, including promoting co-enrollment; and carrying out one-stop partner responsibilities, including infrastructure costs. Further, funded applicants will be given the opportunity to negotiate local administrative costs.

Q: It seems the Allowable Use of Funds for all 4 purposes doesn't match the scoring (which states if applying only for Literacy/ABE/HSE is 151, and for both ESL & Literacy/ABE/HSE is 181.  Could you address this?

A: For Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding, it is important to remember that comprehensive services are required. As stated in another FAQ, comprehensive services include adult education, literacy, English language acquisition, and workforce preparation. For this funding, an applicant needs 151 points for approval.

Should an applicant apply for only Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding where comprehensive services are not required, as clarified in an earlier FAQ, an applicant needs 181 points for approval.

Should an applicant apply for both Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding where comprehensive services are required and Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding where comprehensive services are not required, an applicant needs 181 points for approval.

Q: Is corrections a priority group?

A: Within the Adult Education and Family Literacy Act (AEFLA), WIOA Sec. 225 focuses specifically on programs for corrections education and other institutionalized individuals. According to WIOA Sec. 225(a), it states that “from funds made available under section 222(a)(1) for a fiscal year, each eligible agency shall carry out corrections education and education for other institutionalized individuals.”

Q: In regards to family literacy activities, does page 6, last paragraph mean that other resources for family literacy should be explored first?  The last sentence of that note on page 6 is unclear.

A: Yes, prior to using funds available under AEFLA to provide services for not eligible individuals associated with family literacy activities, as listed on Page 4 of the application, an eligible applicant shall attempt to coordinate with programs and services that are not assisted under this grant prior to using funds for adult education and literacy activities awarded through this grant for activities other than the eight allowable uses of funds for Adult Education and Literacy Services (WIOA Sec. 222(a)(1)).

Q: How many learners must be served with a grant award between $100,000-$500,000+?

A: A cost per learner is not specified in the grant application. Under the Uniform Grant Guidance (UGG) §200.400(E) , expenses must be reasonable, allowable and allocable. Applicants must explain in Section E of the application how the costs of the proposed project are reasonable and the budget is sufficient to implement the proposed activities. 

Eligible Individuals

Q: Can you define an "adult" learner?

A: According to WIOA Title II, eligible individuals are those 1) who have attained 16 years of age, 2) who are not enrolled or required to be enrolled in secondary school under State law; and 3) who are basic skills deficient; do not have a secondary school diploma or its recognized equivalent, and have not achieved an equivalent level of education; or are English language learners.

Q: Can we use the funds to help young children from the same family of the adults we are serving?

A: As stated on Page 6 of the application, funds shall not be used for the purpose of supporting or providing programs, services, or activities for individuals who are not eligible individuals as described above, except for such purpose if programs, services, or activities are related to family literacy activities, where it is a requirement to provide interactive literacy activities between parents or family members and their children and to provide an age-appropriate education to prepare children for success in school and life experiences. In providing family literacy activities, an eligible applicant shall attempt to coordinate with programs and services that are not assisted under this grant prior to using funds for adult education and literacy activities awarded through this grant for activities other than those listed above.

Q: Does a student need a green card to qualify as an English language learner?  Can we serve anyone who does not have documentation?

A: As long as those you serve meet the criteria for eligible individuals, they are eligible to be served. As is noted on Page 4 of the application, funds must be used to provide adult education and literacy services to eligible individuals:

  • Who have attained 16 years of age;
  • Who are not enrolled or required to be enrolled in secondary school under State law; and
  • Who:
    • Are basic skills deficient;
    • Do not have a secondary school diploma or its recognized equivalent, and have not achieved an equivalent level of education; or
    • Are English language learners.

Q: Can we serve individuals who already have their High School Equivalency (HSE)? What is basic skills deficient?

A: As is noted on Page 4 of the application, funds must be used to provide adult education and literacy services to eligible individuals:

  • Who have attained 16 years of age;
  • Who are not enrolled or required to be enrolled in secondary school under State law; and
  • Who:
    •  Are basic skills deficient;
    • Do not have a secondary school diploma or its recognized equivalent, and have not achieved an equivalent level of education; or
    • Are English language learners.

Basic skills deficient for purposes of this grant means individuals who have skills 12th grade or below, even if they have a high school diploma/equivalency. For example, if an individual who has their high school diploma or high school equivalency needs to take additional courses to get their math skills above a 12th grade level, AEFLA programs are able to serve that individual.

Comprehensive Services

Q: What are the required comprehensive services that are required under the Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding?

A: As stated on Page 6 of the application, Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding applications from providers must include provision of services and instruction in each of the following categories within each Local Workforce Development Area to be served:

  1. Adult education;
  2. Literacy;
  3. English language acquisition; and
  4. Workforce preparation.

Q: Are comprehensive services required for applicants considering applying for funds under the Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a))?

A: No, comprehensive services are only required for applicants considering applying for funds under Adult Education and Literacy (WIOA Sec. 222(a)(1)).

Q: It is not possible for a program to apply to ONLY do HSE or ONLY ESL; it must be both?

A: For Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funds, applicants must include provision of comprehensive services. Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding applications from providers must include provision of services and instruction in each of the following categories within each Local Workforce Development Area to be served:

  1. Adult education;
  2. Literacy;
  3. English language acquisition; and
  4. Workforce preparation.

Q: Are programs required to offer both ESL and HSE?

A: Programs are required to offer comprehensive services in each application for Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding. As stated in another FAQ, comprehensive services include adult education, literacy, English language acquisition, and workforce preparation.

Q: If a program has historically served only ASE or ESL students, but has a MOU w/ another program that provides the "other" service, is this sufficient to demonstrate comprehensive services?

A: Each application for Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding will have to describe and budget for provision of all required services under the comprehensive services model.

Q: Do comprehensive services need to be provided in each Rural Workforce Consortium sub-area?

A: Yes. An applicant must provide comprehensive services in each Local Workforce Development Area they intend to serve, this includes every sub-area in the Rural Workforce Consortium the applicant intends to serve.

Q: I heard from someone in the field that my program won’t get funded if I don’t provide ESL services and distance learning services. Also, if we refer learners to English Language Acquisition services at another program, does that meet the requirement?

A: As stated on Page 6 of the application, Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding applications from providers must include provision of services and instruction in each of the following categories within each Local Workforce Development Area to be served:

  • Adult education;
  • Literacy;
  • English language acquisition; and
  • Workforce preparation

Providing distance learning is an allowable activity under the AEFLA grant. Applicants have an opportunity to address use of distance learning in the application should they choose to offer it. It is not required to offer distance learning to receive AEFLA funding.

Regarding referring English Language Acquisition services to another program, each application for Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding will have to describe and budget for provision of all required services under the comprehensive services model as stated above. Eligible applications, as identified on page 4 and 5 of the application, can consist of one organization.  It is an option for applicants to  apply as a consortium or coalition of eligible applicants. It is also an option for an applicant to subcontract to fulfill activities outlined in the grant application. The assurances form on page 14 of the application does state that the applicant will retain sole responsibility for the project even though subcontractors may be used to perform certain services. Simply referring learners to another program for a required comprehensive service would not meet the requirements of the comprehensive service model.

Budget/Fiscal

Q: Please explain the requirement regarding “supplement not supplant.”

A: AEFLA states that Federal adult education funds must supplement and not supplant other state or local public funds expended for adult education and literacy activities. In other words, states cannot withdraw state or local funds they currently are spending for adult education and replace them with Federal dollars.

Q: Most of our current operating funds are federal. Can the 40% match be waived or negotiated?

A: No, it may not. As noted on Page 5 of the application, federal funds may not be used for matching funds. Matching funds may include both in-kind and cash matches. The matching funds can come from state dollars, local government dollars, private dollars, or in-kind support.

Q: Previously we have been limited to 5% admin costs but as I understand we must include the infrastructure costs w/ local workforce systems in our admin costs and those are to vary based on usage of resources in the system?  Will there be guidance about this?

A: Yes, there will be guidance about this. In WIOA, the 5% cap on administrative costs still exists. After competition is complete, CDE/AEI will provide guidance to grantees on development of an MOU and negotiating on shared infrastructure costs.

Q: Should budgets be for one year only?  Or should we present a 3-year budget totaling $100K-$500K?

A: Budgets submitted in the application process should be for one year. This funding opportunity is a multi-year grant with funding for 2017-2018 with opportunity for continuation for two additional years.

Q: We had been allowed to ask for up to 10% in admin costs. Will that still be possible?

A: Negotiation of administrative costs is still allowable under WIOA, and CDE/AEI will address that as need be after award.

Q: If administrative costs negotiations (including shared-infrastructure costs) occur after awards are made, can budget revisions occur after that time?

A: Yes, we fully expect revisions will need to be made with regard to shared infrastructure costs, as applicants will submit an estimate in the budget template, given shared infrastructure costs cannot be fully determined until programs have had conversations with partners in the one-stop system within the local workforce areas.

Q: What is the max for one year?

A: CDE/AEI anticipates grants between $100,000 to $500,000+.

Q: Will negotiations be allowed for admin costs that were previously higher?

A: Negotiation of administrative costs is still allowable under WIOA, and CDE/AEI will address that as need be after award.

Q: Are there any approximate parameters regarding per student costs?

A: No, there are not.

Q: Can we demonstrate shared infrastructure cost via instructional services? Or is it only allowed through admin cost?

A: Shared infrastructure costs are only allowed through administrative costs.

Q: Is the minimum amount of the IELCE award also $100,000?

A: Yes, the minimum amount of the IELCE (WIOA Sec. 243(a)) award is also $100,000.

Q: Do I have to ask for a minimum of $100,000 in Adult Education and Literacy Services and a minimum of $100,000 in the IEL/CE so a grand minimum total of $200,000?

A: The minimum request for each award - Adult Education and Literacy (WIOA Sec. 222(a)(1)) and Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) – is $100,000 per award. If an applicant chooses to apply for both programs, the minimum amount would be $200,000.

Q: My understanding is that of the $5.2 million $988,000 (19%) is available to be distributed to grantees serving learners in Denver County and $769,600 is available to be distributed grantees serving learners in Arapahoe County.  What is available to grantees in Jefferson County?

A: The funding distribution is actually based on federally recognized Local Workforce Development Areas, not on distinct counties. The following link has the map of Colorado’s Local Workforce Development Areas :https://www.colorado.gov/pacific/sites/default/files/MapLocal%20WorkforceAreas_32016.pdf

Since the city/county of Denver is its own Local Workforce Development Area, up to 19.5% of the Adult Education and Literacy Services (WIOA Sec. 222(a)(a)) funding will be awarded to Denver. Arapahoe/Douglas Local Workforce Development Area (consisting of Arapahoe and Douglas counties) will be awarded up to 14.8% of the Adult Education and Literacy Services (WIOA Sec. 222(a)(a)) funding. Jefferson county is part of the Tri-County Local Workforce Development Area, and that Local Workforce Development Area will be awarded up to 6.8% of the Adult Education and Literacy Services (WIOA Sec. 222(a)(a)) funding.

For your budget purposes, applicants will not be expected to delineate amounts based on individual Local Workforce Development Area(s). As noted on Page 13 of the application, applicants are required to submit projected numbers of countable learners to be served using Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding in each Local Workforce Development Area/Sub-Area. The information from this table will be used to determine distribution of funds for applications that propose to serve more than one Local Workforce Development Area.

Q: Is the rental of classroom space above what our student fees cover an allowable expense?

A: The brief answer is yes, rental costs are allowed.  The following is included to ensure compliance. Under the Uniform Grant Guidance (UGG) §200.465 Rental costs of real property and equipment.  It does state that rental costs are allowable to the extent that the rates are reasonable in light of such factors as:  rental costs of comparable property, if any; market conditions in the area; alternatives available; and the type, life expectancy condition and value of the property.  Rental arrangements should be reviewed periodically to determine if circumstances have changed.

Q: Is it ok to use a good portion of the funds outlined in the AEFLA application budget to pay for staff?  

A: Applications from providers must include provision of services and instruction in each of the following categories within each Local Workforce Development Area to be served:

  1. Adult education;
  2. Literacy;
  3. English language acquisition; and
  4. Workforce preparation.

Further, applications from providers may include provision of services and instruction in one or more of the following categories:

  1. Workplace adult education and literacy;
  2. Family literacy services;
  3. Integrated English literacy and civics education; and/or
  4. Integrated education and training.

As stated on page 6 of the application, funding should be used to establish or operate programs that provide adult education and literacy activities, including programs that provide such activities concurrently. Under the Uniform Grant Guidance (UGG) §200.400€, expenses must be reasonable, allowable and allocable. Applicants must explain in Section E of the application how the costs of the proposed project are reasonable and the budget is sufficient to implement the proposed activities.

Q: Can we use AEFLA funding to pay for/offset a testing coordinator salary and/or testing materials since all students are AEFLA-eligible, even though not all students will end up taking an AEFLA class?

A: AEFLA funds may only be used to serve those seeking AEFLA services and that you intend to serve instructionally in AEFLA-funded courses. It would not be appropriate to spend these funds on assessment of or assessment materials for learners who are participants of other programs. It is also important to remember the requirement about supplementing and not supplanting existing services. If testing currently happens for learners that you serve, AEFLA funds should be used to add additional services and not supplant funding currently allocated.

Q: If we budget a percentage of instruction to be paid through AEFLA, do we need to document each individual student's time in class and eligibility? 

A: Any learner associated with the instruction paid for through AEFLA will need to be documented, i.e. assessment, attendance, etc. As a state, we are required to report on all learners seeking services paid for with AEFLA funds.

Q: I'm trying to do my budget for the new grant and I don't know if the LACES funds I'm requesting go under admin or instructional services.

A: 

LACES is a service the AEI Office pays for for current grantees to meet data and reporting requirements. There will be no cost to programs who are granted AEFLA funds to use the data system for reporting AEFLA-funded learners so there is no need to put LACES related costs in your budget. In 2017-18, the LACES database the AEI Office pays for will only be available to those who receive the AEFLA grant. 

if you are referring to the cost of staff time to meet data entry requirements, that would be categorized as administration cost. 

Q: Can you tell me the percentage of indirect costs, if any, that are allowable under the AEFLA RFP? 

A: The AEFLA grant does allow for indirect costs. An agency that is requesting indirect must have an approved indirect cost plan with the federal agency. If the agency does not have an approved indirect cost plan, under the Uniform Grant Guidance an agency can requires a de minimis rate of 10%. It is important to note that if the agency did have an approved indirect cost plan previously with a federal agency it is important to understand the impact of electing to use the 10% rate (§200.414 Indirect (F&A) costs (f))

Q: I’m not able to identify the funding source and program type in the AEFLA budget worksheet. 

A: Look at the top of the spreadsheet. If Column D is the first column showing, scroll to the left so the first three columns appear.

Q: How should staff be entered into the budget worksheet under staff detail?

A: On the budget you are still required to break out salaries and FTE based on the

Funding Source
Instructional ABE, ASE or ESL
Administrative ABE, ASE or ESL

An example would be:  A teacher serves ABE and ASE students and is paid 100% with Federal AEFLA funds

LINE ONE:
Funding Source=Federal
Program Type=Instructional ABE
Budget Object=Salary
% of FTE that is directed to these students
Budgeted Amount=the amount covered by the % of FTE

LINE TWO
Funding Source=Federal
Program Type=Instructional ASE
Budget Object=Salary
% of FTE that is directed to these students
Budgeted Amount=the amount covered by the % of FTE

The same would need to be entered for Employee Benefits.

Q: Should we designate a percentage of funding towards English language instruction for those instructors providing those services on the budget?

A: The budget must be reflective of the time and resources spent on each program type (ABE, ASE, ELA, Admin). If a staff’s time or other costs paid for by the AEFLA grant are associated to ELA activities, that should be reflected in the budget.

Q: I am having trouble entering information into the budget template. 

A: The budget template has been updated and can be found at: http://www.cde.state.co.us/cdeadult/prospectivegrantees

Q: We are a non-profit and therefore are required to submit proof of our non-profit status from the IRS, which is no problem of course. However, the second requirement (annual reports and audits) presents a challenge. Under Colorado law, (Colorado Revised Statutes 2015, Title 6, Article 16) we are not obligated to have an annual audit because of our budget size. As a best practice and in the name of accountability, we have an audit every 3 years. Can we submit our 990 from the last 2 years in lieu of an audit? We can also submit profit and loss and balance sheets for the past 2 years. Also, if awarded, is an annual audit a requirement as part of this grant? If so, I will need to build a substantial portion of the expense (our accounting firm charges 4k for an audit) into our AEFLA budget.

A: You have outlined a great response to that grant requirement.  I would submit the 990 ensuring your personal identification information is redacted such as your federal tax identification number.  It is not necessary to include profit/loss and balance sheet.

Q: Are navigator costs allowable personnel costs? If so how are they typed in the budget?

A: Navigator costs are allowable and can be typed under the budget as “instruction”. 

Q: How is a program approved for additional administrative costs? If a program charges indirect costs to the AEFLA grant, does that impact anything?

A: Per Sec. 233 of WIOA, up to 5% may be used for administrative costs. Funded applicants will be given the opportunity to negotiate local administrative costs. If an applicant charges indirect costs to the AEFLA grant, and is not a non-profit, the maximum administrative cost may not exceed 5%. 

Q: Does Grants Fiscal need the costs of the different agencies within the consortia reflected a particular way in the budget document?

A: The costs in the budget will be reflected differently depending on how the lead agency sets up the consortium

  • If the lead agency is going enter into a contract with its consortium members, the budget should reflect Purchased Services with a brief explanation of what is being provided by the member. In this case, costs would be typed as “Other Purchased Services”  OR
  • If the lead agency is going to have each member submit a budget to the lead agency and the lead agency will pass through funds to them to cover costs, then you will need to enter the costs by Object – Salary, Benefits, Supplies – with a note as to the associated agency’s name.

Q: If I include indirect costs, does that increase the match amount?

A: You will need to allocate match on the total award which would include indirect. 

Q: What are the definitions for 0300 Purchased Services and 05000 Other Purchased Services?

A: If you go to the Chart of Accounts, the 0300 object code descriptions start on page 126.

Q: For non-profits, is it acceptable to provide links to annual audits? 

A: Yes, it is.

 

Funding Distribution

Q: I calculate the maximum grant award for the Southwest Sub-Area to be $57,200 - $114,400. Is that correctly calculated?

A: You are calculating the amounts correctly, as they relate to the projected amount for adult education and literacy for the Southwest Sub-Area within the Colorado Rural Workforce Consortium. In addition, applicants may apply for additional funds through those allocated for Integrated English Literacy and Civics Education.  It is also important to note that the approximately $5.2 million for adult education and literacy and the approximately $750,000 for Integrated English Literacy and Civics Education are estimates. Until we receive final allocation notices from the U.S. Department of Education on funding for 2017-2018, we cannot confirm exact amounts.

Q: What is the allocation process within a region if there is more than one provider/grant application for the area? Will the top grant be given their full amount and the remainder of funds go to the next grant(s) in line? Is it possible that the higher scored grant will not get their full amount in order to allocate to other grant(s) from the region?

A: As this is a competitive grant process, applications will be scored and ranked based on those scores. Our goal in this grant is to have as wide of distribution as possible to serve the largest amount of learners that we can across the state of Colorado. There is no guarantee that submitting an application will result in funding or funding at the requested level.

Q: If providers in a workforce area do not apply or earn the minimum number of points for the application will funds be redistributed across the other applicants?

A: CDE has a federal requirement, under WIOA, to fund programs in each federally recognized Local Workforce Development Area, so we will continue efforts for outreach to ensure we receive applications from each area to meet the requirement for representation across the state.

Q: On a consortium, if the partner span across regions, how will that be represented in respect to distribution of funds?

A: As noted on Page 13 of the application, applicants are required to submit projected numbers of countable learners to be served using Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding in each Local Workforce Development Area/Sub-Area. The information from this table will be used to determine distribution of funds for applications that propose to serve more than one Local Workforce Development Area.

Q: Will there be only one grant awarded per rural counties?

A: Distribution of funds is based on Local Workforce Development Areas, rather than counties. For the Colorado Rural Workforce Consortium, applicants must designate which sub-area(s) they intend to serve. Decisions about the number of applications that will be funded per each Local Workforce Development Area will be based on application scoring and amounts of funds awarded. At this point, because applications have not yet been submitted or scored, we cannot say if there will only be one grant awarded per Local Workforce Development Area.

Q: Looking at the funds available, only one program will be funded in  the Western sub-area in the Rural Workforce Consortium. If only one of us does, could the other than request additional funds to support the other as a satellite? Or should we be writing a joint grant proposal?

A: The amounts allocated to each area are based on the literacy needs in each Local Workforce Development Area, according to the 2010-2014 American Community Survey. These amounts are related to the projected amount available for adult education and literacy services based on that need.  

It is an option for applicants to  apply as a consortium or coalition of eligible applicants. It is also an option for an applicant to subcontract to fulfill activities outlined in the grant application. The assurances form on page 14 of the application does state that the applicant will retain sole responsibility for the project even though subcontractors may be used to perform certain services. Applicants need to account for, to the best of their knowledge, all individuals and sites the applicant intends to serve using Title II dollars when submitting the application.  

It is important to also note that, in addition, applicants may apply for additional funds through those allocated for Integrated English Literacy and Civics Education.  Also note that the approximately $5.2 million for adult education and literacy (Sec. 222) and the approximately $750,000 for Integrated English Literacy and Civics Education (Sec. 243) are estimates. Until we receive final allocation notices from the U.S. Department of Education on funding for 2017-2018, we cannot confirm exact amounts.

Q: If an applicant plans to serve a sub-area in the Rural Workforce Consortium, but the available funds in that particular area based on the percentages listed on page 6 of the application is below the minimum application amount ($100,000), what should we do?

A: Note that applicants serving a Rural Workforce Consortium sub-area may request up to two times the percentage listed on page 6 of the RFP. If the amount being requested for a local area is below the minimum $100,000 threshold, the applicant would need to serve more than one Local workforce area or sub-area to meet the minimum application requirement of $100,000.

Q: We wrote up a budget that is considerably short of $100,000. Do we need to redo it to meet the minimum requirement?

A: The minimum funding request for each grant application is $100,000.

Q: My previous budget was $27,000 and I was requesting $36,000, so are you telling me there is no point in me going forward with this request?

A: You are correct that there was not a minimum amount associated to grant applications in the previous Request for Proposal for the Title II AEFLA Grant. The minimum funding request for each grant application for 2017-18 is $100,000. In regards to your comment about going forward with the grant, eligible applications, as identified on page 4 and 5 of the application, can consist of one organization.  It is an option for applicants to  apply as a consortium or coalition of eligible applicants. It is also an option for an applicant to subcontract to fulfill activities outlined in the grant application.

Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) Funding

Q: Do the Local Workforce Development Area distribution percentages apply to the Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding?

A: No, only the Adult Education and Literacy funding (WIOA Sec. 222(a)(1)) is subject to the Local Workforce Development Area distribution percentages.

Q: How deeply can we go in citizenship instruction? Rights, responsibilities, yes. What about the 100 questions?

A: As is noted on Page 4 of the application, the purpose of the Integrated English Literacy and Civics Education program (WIOA Sec. 243(a)) is to:

  • Prepare adults who are English language learners for, and place such adults in, unsubsidized employment in in-demand industries and occupations that lead to economic self-sufficiency; and
  • Integrate with the local workforce development system and its functions to carry out the activities of the program.

Further, as is noted on Page 31 of the application, Integrated English Literacy and Civics Education “means education services provided to English language learners who are adults, including professionals with degrees and credentials in their native countries, that enables such adults to achieve competency in the English language and acquire the basic and more advanced skills needed to function effectively as parents, workers, and citizens in the United States.” As long as the proposed program is in alignment with this purpose and definition, it would be allowable.

Q: Is there “standards” for IELCE?

A: Based on the statute, there is a difference between an IELCE activity under Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding and an IELCE program under Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding. The IECLE activity under Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding requires English Language Acquisition and civics education and may include workforce training.

An IELCE program under Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding must include all of the components of an IELCE activity and an IET, which requires workforce training. Please reference the Clarifying Activities Webinars for more information.

If you apply for Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding, IET must be provided. As stated in the Clarifying Activities Webinars, the program must be designed to offer IET at any point. Individual learners receiving services under Sec. 243 may not be accessing all of the components of IET, depending on their needs, but the program must be designed for all learners using Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funds to access IET services as soon as the student is ready.

Q: On page 13, when we are to project the number of IELCE learners served, is that supposed to be a projection for only IELCE learners who also access IET?

A: The IECLE learner projection is for all learners who you project to serve with IELCE dollars under the IELCE program design.

Q: These IELCE funds should transition ELA learners into postsecondary or workforce programming, correct? Specifically in demand careers?

A The 20 minute Clarifying Activities webinar on Sec. 243 funding walks you all the way through the intent of those funds and is a useful resource. Per the Clarifying activities webinar, The IECLE program must be designed to prepare and place English language learners in unsubsidized employment, in in-demand industries and occupations that lead to economic self sufficiency.

Q: Civics should still be a mandated component in IELCE program instruction?

A: Civics is a mandated component of IELCE Sec. 243 funding. The Clarifying Activities webinar goes into this in greater detail.

Q: Do customers need to be in ESL NRS Levels to be served with these funds?  There is a sequencing gap between ESL to workforce or postsecondary education that CASAS or BEST Plus cannot be used for to determine gains. Not sure how to use these funds effectively unless we are transitioning students to ABE programs or teaching outside of the assessment being used.  Any guidance on this?

A: As learners being served with Title II funds, they will need to be tested per the assessment policy. The program must be designed to offer all the components required under IELCE Sec. 243 concurrently and contextually. Individual learners receiving services under Sec. 243 may not be accessing all of the components of IET, depending on their needs, but the program must be designed for all learners using IELCE (WIOA Sec. 243(a)) funds to access IET services as soon as the student is ready. 

Q: Can IELCE funds be used for facilities as well as instruction as long as it is program space?

A: Yes, the IELCE (WIOA Sec. 243(a)) funds can be used to pay for program space being used by the IELCE program.

 

Integrated Education and Training

Q: Am I interpreting the webinars correctly to assume that if we apply for Integrated English Literacy and Civics Education Program that we do not need to provide Integrated Education and Training (IET), but that it is allowable?

A: Based on the statute, there is a difference between an IELCE activity under Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding and an IELCE program under Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding.

The IECLE activity under Adult Education and Literacy Services (WIOA Sec. 222(a)(1)) funding requires English Language Acquisition and civics education and may include workforce training.

An IELCE program under Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding must include all of the components of an IELCE activity and an IET, which requires workforce training. Please reference the Clarifying Activities Webinars for more information.

If you apply for Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funding, IET must be provided. As stated in the Clarifying Activities Webinars, the program must be designed to offer IET at any point. Individual learners receiving services under Sec. 243 may not be accessing all of the components of IET, depending on their needs, but the program must be designed for all learners using Integrated English Literacy and Civics Education Program (WIOA Sec. 243(a)) funds to access IET services as soon as the student is ready.

Shared Infrastructure Costs

Q: What exactly does it mean to "use a portion of funds to maintain one-stop delivery systems"? What types of costs would we be expected to share?

A: WIOA One-stop partners are required to share the infrastructure costs associated with one-stop system operations by using a portion of funds available for program and activities to maintain the one-stop delivery system. Shared infrastructure costs of one-stop centers must come out of administrative costs associated with the AEFLA grant award.

Please reference the “WIOA Wednesday: WIOA One-Stop Infrastructure Funding Part 1” webinar for additional guidance about Shared Infrastructure Costs: https://www.workforcegps.org/events/2016/09/09/17/00/WIOA_One-Stop_Infrastructure_Funding_Part_1.

Q: If we are working with more than one workforce area, do we need to budget infrastructure support for all of them?

A: Yes, shared infrastructure costs are required for each Local Workforce Development Area the applicant intends to serve.

Q: In the webinar today, it was mentioned that there is a webinar on your website that explains in more detail what exactly it means to “use a portion of the funds to maintain one-stop delivery systems”. I looked for it and couldn’t find it. Could you let me know where I can find this information?

A: That webinar can be found under the Resources associated with the AEFLA funding opportunity here: http://www.cde.state.co.us/cdeadult/prospectivegrantees.

Q: Our service area includes multiple local workforce development areas, and our organization has relationships with all of them to varying degrees. If we partnered with all of them for the AEFLA proposal, would we need to have a higher percentage of costs go to shared infrastructure in order to support all three areas, or could we divide up the specified amount among all 3?

A: If your organization chooses to apply to serve more than one local workforce development area, you would not necessarily need to have a higher percentage of costs applied to shared infrastructure in order to support all three areas. All one-stop partner contributions to the costs of operating and providing services within the one-stop center system must be proportionate to the relative benefit received. Should your organization receive WIOA Title II funding in this competition, you would engage in negotiation with the one-stop partners within each local workforce development area to determine shared infrastructure costs that are proportionate to the relative benefit received in each local workforce development area.

Q: Workforce thought our infrastructure cost could be to contribute funds so we could have GED testing locally (rather than folks having to go to Grand Junction) - Is that okay for us to do? 

A: High School Equivalency (HSE), including GED, testing fees are not an allowable use of Title II funds.  WIOA One-stop partners are required to share the infrastructure costs associated with one-stop system operations by using a portion of funds available for program and activities to maintain the one-stop delivery system. Shared infrastructure costs of one-stop centers must come out of administrative costs associated with the AEFLA grant award.

Please reference the “WIOA Wednesday: WIOA One-Stop Infrastructure Funding Part 1” webinar for additional guidance about Shared Infrastructure Costs: https://www.workforcegps.org/events/2016/09/09/17/00/WIOA_One-Stop_Infrastructure_Funding_Part_1.

Local Workforce Development Board Review

Q: Should we arrange to have our local workforce development board review our application before turning it in, or does CDE organize that?

A: Applicants should submit applications to CDE. CDE will coordinate Local Workforce Development Board reviews.

Q: Since the adult education representatives on the local workforce development boards will be recused during review of proposals, what are your recommendations for ensuring board members are educated about Title II programs?

A: CDE/AEI will be working with the Colorado Workforce Development Council to provide training to local workforce development boards about the Tool for Local Workforce Development Boards and about adult education, Title II programs.

Q: Are CDE staff planning on doing presentations to local boards on what has been funded before and the specifics of the RFP/ or major changes?

A: The presentations to the Local Workforce Development Boards will be focused on this RFP and on the goals established to meet this grant competition and regarding the Title II connection with the WIOA Colorado State Plan.

Q: Will the Adult Education Representatives on the Work Force Board be prohibited from the handling and reading of the grant applications?

A: According to the Colorado One-Stop System Policy Guidance Letter # WIOA-2015-04, which provides guidance and policy direction to Local Workforce Development Boards and Local Workforce Development Areas, Local Workforce Development Boards must “identify circumstances that might present a conflict of interest for any state or local Workforce Development Board member or the entity that s/he represents, and provide for the resolution of conflicts.” Further, the letter continues to state that “a member of a board shall avoid the appearance of conflict of interest by not voting in, or participating in, any decision by the board regarding the provision of services by such member, or any organization or business which that member directly represents, or on any matter which would provide direct financial benefit to that member, the member's immediate family, or any organization which that member directly represents.” The full letter may be found here: https://www.colorado.gov/pacific/sites/default/files/PGL-WIOA-2015-04_Local-Workforce-Development-Board-Policies.pdf.

Q: Are e-signatures ok on the Local Workforce Development Board Alignment Review document?

A: Yes

Grant Application

Q: Is submission of a Letter of Intent (LOI) required?
A: Submission of an LOI is not required, but highly recommended, so that we have a sense if we have representation of interest from across all ten of Colorado’s Local Workforce Development Areas.

Q: Is the original signature page mailed separately?

A: No, please keep that for your files. You will only submit an electronic version to CDE.

Q: Are the job descriptions to be attached as an appendix or summarized in the narrative?

A: Please include job descriptions as an attachment. We do not want to limit the content an applicant can include in the 16 pages of narrative.

Q: Is the Local Workforce Development Board response included in the 16 page limit?

A: No, it is not. The Tool for Local Workforce Development Boards is a separate document, and there is no requirement for the applicant to respond to that section. The Tool for Local Workforce Development Boards will be used by the Local Workforce Development Board(s) identified in each application after applicants have submitted applications to CDE. CDE will distribute the applications to Local Workforce Development Boards.

Q: The letter of intent and other documents reference the Authorized Representative for an agency, is it acceptable if the Authorized Representative is other than the board or organization president?

A: Realizing that there are several different types of eligible applicants that may apply for these funds, it may not be a board that governs the organization applying for funds. For example, for institutions of higher education, the “Board President” is often replaced with the college president for signatory purposes. Typically the authorized representative for CDE means anyone who can sign off on the application and is agreeing to the terms of the application. In many cases, this has to do with a fiscal contact.

Q: We are adding a career navigator position to our AEFLA grant proposal and we are wondering if an attached job description is allowed or necessary. Also, section B1 asks for job descriptions for instructional staff. I’m guessing the career navigator position is not included as an instructional position, but wanted to check just in case.

A: You are only required to attach job descriptions for instructional staff. In terms of whether to include the career navigator position, that is dependent on if that position will have an instructional role with learners. If not, the job description does not need to be included. 

Q: Are there any examples of successful applications for this grant?

A: Examples are not available but we would encourage you to watch the “Application Training Webinar” as well as the “Grant Writing Tips Webinar” located on the Prospective Grantees Page. There are additional resources on that page that might be helpful to you as well.

Q: What funding is available under this grant application?

A: Under WIOA Title II Adult Education and Family Literacy Act (AEFLA), there are two sets of money. Approximately $5.2 million is estimated to be available for adult education and literacy, which is under Section 222 of WIOA Title II AEFLA. Additionally, approximately $750,000 is estimated for Integrated English Literacy and Civics Education (IELCE), which is under Section 243 of WIOA Title II AEFLA. Applicants can apply for either or both sets of money under one application.

Q: Does an MOU need to be turned in with the grant application?

A: As stated on page 3 of the RFP, eligible providers that receive grants under the Adult Education and Family Literacy Act Grant Program will be designated as one-stop partners and are required to align and contribute to the one-stop delivery systems in Local Workforce Development Areas. Specifically, one-stop partners are required to enter into a local memorandum of understanding with the local board, relating to the operation of the system.

An MOU does not need to be turned in, nor will one be accepted when the RFP application is submitted.

Q: If we choose not to apply this year will we have an opportunity to apply next year? 

A: CDE anticipates awarding three-year grants as a result of this competition. 

Q: Can you clarify what is being asked in Section C 4 sub bullet 2? What do you mean by “state-adjusted levels of performance for primary indicators of performance under WIOA”?

A: The state will have a performance target (aka state-adjusted levels of performance) each year for each of the primary indicators of performance described in the law. Primary indicators of performance includes Measurable Skill Gains (MSG), Employment, Median Earnings, Credential Attainment, Effectiveness in Serving Employers. 

Q: Can we get clarification on who needs to sign as “Board President” and “Authorized Representative” on the assurances form? 

A: The “Board President” line on the assurances form must be signed by the individual who governs the overall organization/agency.
The “Authorized Representative” line on the assurances form must be signed by the individual who has fiscal oversight of grant management. This person has been delegated this responsibility by the individual who governs the overall organization/agency. 

Q: For our class schedule in coming year, our summer session is shorter and I’m trying to figure out how I can meet the requirement in the assessment policy that states that program class schedules should be developed so that it is feasible for the majority of learners attending regularly to reach the required instructional hours and be able to post-test.

A: Per the assessment policy, learners need to reach required instructional hours in a content area to be able to post-test. In Section B subpart 7 of the RFP, the applicant must demonstrate that the instructional schedule allows for a minimum of six hours per week for instruction per class.

Q: The application requests that we attach the job descriptions (B-1).  I assume that they are not part of the 16 page narrative. Also, I apologize if I missed this, but is it OK to use 1 “ margins and 12 point font in the narrative?    

A: Please see page 9 of the RFP. Job descriptions do not count towards the page limit. All pages must be standard letter size, 8-1/2” x 11” using 12-point font and single-spaced with 1-inch margins and numbered pages.

Q: Who reads and scores the grant applications? Are they familiar with Adult Education?

A: Applications are reviewed by teams of 3 reviewers made up of both individuals in the field and CDE (not the direct program office staff)/other state agencies who are familiar with Adult Education. When we advertise for reviewers, we seek reviewers with experience in areas such as: adult education, family literacy, and adult English language acquisition programming; adult education and English Language Learners; Colorado Talent Development System; and Colorado one-stop delivery systems and career pathways.

Q: Can "cooperative agreement" be defined? Is this formal and informal? Does a contract or MOU or other guiding document need to be in place in order to meet the definition?

A: Cooperative agreement, as it relates to the AEFLA RFP, is any formal (Memorandum of Understanding (MOU) and informal agreements, the applicant has with other entities to assist in delivering the services outlined in the RFP. This grant does not allow sub-granting. The use of the term cooperative agreement in this RFP was intended to refer to agreements made with outside agencies to provide services outlined in the RFP

Q: Are instructional schedules and orientation schedules part of the 16 page limit?

A: Yes

Q: The application instructions indicate we should use 12-font for the proposal. Is it allowable to use a smaller size font for charts or diagrams?

A: It is fine to use a smaller font for charts and diagrams, however the rest of the narrative itself should be in 12 pt font. 

Q: When we address Section A, do we need to have the numbers in our document A 1)   2)  etc. or can we just address all required elements of Section A in one document without numbers?

A: We leave it up to applicants on how they want to set up their responses to the rubric questions. I think the key is to make it as easy as possible for reviewers to determine if you have addressed each indicator in the rubric. The majority of applications that we see indicate the section and each individual rubric indicator.

Q: We are finalizing Section E’s budget narrative, but we are not sure where the narrative should be placed within Section E.

A: Section E subparts 1 and 2 within the 16 page narrative and that subpart 3 will be a review of alignment between the budget and activities said to be completed in the narrative.

Q: How does AEI want us to cite our research used for writing the grant? Footnotes or a bibliography? APA or MLA?

A: Footnotes would be best. We don’t specify APA or MLA, whichever you prefer is fine as long as you are adhere to the page limit.

Q: Should the attachments to the grant be added to the narrative pages or sent along as a separate pdf? Also, the documents pertaining to non-profit, should they go in a separate file but in the same email?

A: One PDF is preferred. If this is not possible, please go ahead and send the separate pieces (in the same email).

Q: The Assurances Form has a 2016 date on it but it will be signed in 2017. What should I do?

A: An updated “Application Cover Pages” doc has been updated on the Prospective Grantees page. If  the assurances form was already signed, and “2016” was crossed out and “2017” was written in, this is acceptable.

Q: The RFP doesn’t ask for a budget narrative for that section (Section G).  I just want to make sure that one is not required.

A: Section E: Adequacy of Resources/Budget, is a required section for applications applying for Sec. 243 IELCE dollars only, Sec. 222 Adult Ed and Literacy dollars only, or applying for both sets of funds.

Q: Are we required to provide official TABE pre-testing to all ABE, ASE and ELA participants?

A: AEFLA funded programs will be required to test learners all learners receiving Title II funds with an approved assessment in accordance with the CDE/AEI Assessment Policy. Per page 7 of the RFP, effective December 13, 2016, the United States Department of Education updated the Federal Register to extend the expiration of currently approved learner assessments to February 2019. The AEI Office will communicate assessments to be used in Colorado for 2017-18 upon federal approval of the state Assessment Policy. For this funding opportunity, applicants need to consider the costs of training staff on assessment(s) and purchasing related materials and must include that in the budget. For your information, currently approved assessments in Colorado are on pages 5-6 of the 2016-17 assessment policy

Q: Can we plan to enroll only ABE GED bound participants?  

A: No. In Section A subpart 2, applicants must address the design of your programs, interventions and/or plans to support students with barriers to employment, learning needs and persistent challenges. Also, per Section D subpart 5 of the application, applicants must address populations in the service area who are most in need of adult education and literacy and English language acquisition, including individuals with barriers to employment. Please also reference the other questions and answers under the Comprehensive Services Section of the FAQ page.

Q: Can a completed GED subject count as a post-test?

A: No. GED tests are not an allowable post-test per the Federal Register for  demonstrating educational gain by pre and post-test. However, learners can also demonstrate measurable skill gain by obtaining an high school diploma or its equivalent.

Q: The size of the attachments is large. Will the email go through? How do I know it did? 

A: Check your sent folder to make sure your email went through. If the email did not go through, and an attachment is over 10MB, send that attachment in a separate email. You may also send the application documents to CompetitiveGrants@cde.state.co.us through Dropbox or Google Drive.

If you do not receive an email confirmation of receipt of your application within 24 hours of the deadline, please email CompetitiveGrants@cde.state.co.us.

Q: We signed the grant application using a mouse. It is our actual signature, pen just wasn’t used. Is this acceptable?

A: Yes

Q: Can I use AEFLA funds to pay for workforce training?

A: This is allowable if the workforce training is a part of Integrated Education and Training (IET). However, with limited Title II funds, and there being a focus on leveraging funds so that they are used most effectively, programs need to first see if there is workforce training available in the community and if there are funds other than Title II funds available to pay for workforce training. The Integrated Education and Training webinar. located on the prospective grantees page, goes into further detail about options to pay for workforce training.

Other

Q: Can an eligible provider submit an AEFLA grant application and be named as a vendor of transferrable career training courses in another AEFLA grant?
A: Yes, your organization could submit an AEFLA grant application and be included in narrative for another organization’s application as a vendor of transferrable career training courses.

Q: Are colleges required to provide the same programs across all campuses in their service area?  And if not, can an AEFLA provider incorporate services to two different regions in one application?

A: Decisions about which campuses/sites to offer programs are local decisions.

Q: Can an applicant apply for both the state-funded Adult Education and Literacy Act grant and the federally-funded Adult Education and Family Literacy Act grant?
A: Yes.

Q: What is HSE?

A: HSE is high school equivalency. In Colorado, this includes GED, HiSET, and TASC.

Q: What is the expectation around "family-centered approaches and services"? Does this only apply to family literacy?

A: Family-centered approaches and services is a priority area for this funding opportunity, and we leave decisions to local providers regarding how you best meet the priority for family-centered approaches in your collaborative efforts with other agencies and organizations within the local area. This does not only apply to family literacy.

Q: Are letters of support required or accepted for this proposal?

A: No, letters of support are not required and will not be accepted for this proposal.

Q: Do you give specifics on implementation of technology?

A: CDE leaves decisions about implementation of technology for local programs. Applicants can decide how they will integrate technology in their classrooms. The Workforce Innovation and Opportunity Act (WIOA) does have focus on connection with workforce and digital literacy, so CDE encourages applicants to be creative in how they will integrate technology into instruction.

Q: In demonstrating prior success, how many years back should we go?

A: There is no requirement for the number of years. CDE leaves that up to the person judgment of the applicant in order to show ability from past performance.

Q: The ESL/ELA standards connected to College and Career Readiness Standards are not referenced.  Is it expected that ELA programs and curriculum are based on these?

A: All curricula should be focused on the College and Career Readiness Standards (CCRS). The English Language Proficiency Standards for Adult Education (https://lincs.ed.gov/publications/pdf/elp-standards-adult-ed.pdf) were just released in October 2016, and level descriptors have not yet been established or new assessments developed to align with these standards yet.

Q: Do you have specifics on assessments that would be considered as acceptable?

A: As is stated on Page 5 of the application, upon award, grantees are required to comply with all state policies and requirements, including but not limited to:, adult basic education authorization; professional development; learner assessment; learning needs; College and Career Readiness Standards implementation; and participation in state wide initiatives. Details regarding those policies and initiatives can be found here: http://www.cde.state.co.us/cdeadult/policies and http://www.cde.state.co.us/cdeadult/majorinitiatives.

Q: How will participant identities be protected in view of possible future federal infringement on rights of individual participants?

A: Any information in your application should not include personally identifiable information, as far as your participants go. You may speak to your participants, but we are not asking that you disclose participant information, i.e. specifics names, in this application. Further, the RFP has language regarding data and privacy and ensuring that you are not disclosing personally identifiable information in your application.

Q: Can you clarify ABEA attainment? Is it still that a teacher must have it within 3 years of hire?

A: As is stated on Page 5 of the application, upon award, grantees are required to comply with all state policies and requirements, including but not limited to:, adult basic education authorization; professional development; learner assessment; learning needs; College and Career Readiness Standards implementation; and participation in state wide initiatives. Details regarding those policies and initiatives can be found here: http://www.cde.state.co.us/cdeadult/policies and http://www.cde.state.co.us/cdeadult/majorinitiatives.

Q: Is there a central web-site for all information concerning the adult literacy grants? I refer to a CDE site not a Federal site.

A: We do have a page on our website, http://www.cde.state.co.us/cdeadult/prospectivegrantees, that has information about this grant award. You may also find any other publically available information, including awards, how we have spent our time and effort, and how we have directed technical assistance on the following link, http://www.cde.state.co.us/cdeadult.

Q: Do you encourage programs from multiple workforce regions to collaborate to share costs like training and professional development if they are proposing implementing similar models?

A: This is a local decision. Our goal is to leverage dollars to be able to serve more learners across Colorado. We are inviting eligible providers to submit applications that have innovative solutions to be able to serve more learners across the state.

Q: My organization has a Community ESL program that has been self-supporting for a number of years, meaning we collect fees and the fees support the program. While we have discussed using AEFLA funds to support some transition programming for English as a Second Language (ESL) students, such as Bridge courses into high school equivalency (HSE) preparation and/or credit programming, and possibly for some scholarships for students who couldn’t afford the fees (if that is allowable), we were not thinking of changing the entire program from self-supporting to grant-funded if we applied for AEFLA funding. Would this make us ineligible for the AEFLA funding?

A: The comprehensive services requirement under the Adult Education and Literacy Program (WIOA Sec. 222(a)(1)) include adult education, literacy, English language acquisition, and workforce preparation. Allowable use of AEFLA funds are to include provision of services and instruction for the comprehensive services, and may include one or more of the following additional services: workplace adult education and literacy, family literacy services, integrated English literacy and civics education, and/or integrated education and training.

Adult Education and Literacy Program (WIOA Sec. 222(a)(1)) funds may only be used to provide those services. If the “Bridge courses” you mention are within the eight allowable activities, paying for delivery of those courses with grant funds would be allowable. Scholarships are not an allowable use of funds under AEFLA. As a local provider, you have the authority to determine what portion of your current programming would be funded through the application. Grant dollars and/or match dollars must be used to deliver all four of the required services within comprehensive services. Tuition and/or fees charged to learners are considered program income.

According to Colorado’s AEFLA Grant Award Notice, “2 CFR 200.307 applies to this award, which allows State grantees under the Adult Education and Family Literacy Act (AEFLA) to earn program income. 2 CFR 200.80 defines "program income" generally to mean "gross income earned by the non-Federal entity that is directly generated by a supported activity or earned as a result of the Federal award during the period of performance..." Ordinarily, program income is deducted from total allowable program costs, and all program income, except for tuition and fees charged to students and employers earned by a subgrantee under this award, must be so deducted. A local subgrantee charging reasonable and necessary tuition or fees to students and employers may use that income to provide additional adult education and literacy services that it would otherwise be unable to provide. Program income from tuition and fees must be (1) governed by the terms of the agreement between the State grantee and the local subgrantee to which the State provides federal funds, (2) accounted for in program records, and (3) used only for costs allowable under AEFLA.

Also applicable to this award is 34 CFR 76.534, which provides that States and subgrantees may not count tuition and fees collected from students toward meeting federal matching, cost-sharing, or maintenance of effort requirements related to this award. Moreover, States must ensure that fees charged to students participating in an adult education program that receives federal support are equitably administered and do not reach levels that have an adverse effect on the participation of economically disadvantaged students.”

Q: If several Adult Education programs apply together through a consortium model, but their service delivery methods are diverse because of their different student populations/needs, where and how should that be described in the grant application?

A: Should you consider applying as a consortium, I would recommend that you identify which areas of service make the most sense to report as associated with each point within the rubric. Reviewers will be looking at the applications as a single application to provide the comprehensive services. As is noted in the RFP, applications must identify one agency that will act as the lead agency for the consortium. The lead agency shall submit a single proposal on behalf of the consortium that outlines a plan to provide adult education and literacy activities throughout the local workforce development area, explaining the roles and responsibilities of each member agency.

Q: Can the AEI office be available for a conference call among potential consortium applicants to answer questions about the application together?

A: The AEI office can be available to answer questions, as appropriate to the competition. I would request that you submit the questions in advance so that I may have time to review and research, if necessary. Please note, we can provide clarity as it relates to allowable activity under the application, but we cannot provide guidance on programmatic design and/or how to address specific items from the scoring rubric, as we must ensure that the competition is fair and equitable to all prospective applicants.

Q: Our organization is based in a state outside Colorado, however we have since registered with Colorado Secretary of State. Is it ok to use our current mailing address for the grant application?

A: As is stated on Page 3 of the application, CDE is soliciting applications from eligible providers within Colorado to develop, implement, and improve adult education and literacy activities within Colorado. It is essential that your application be able to demonstrate that your organization is within Colorado and can provide adult education and literacy activities within Colorado.

Q: Does a location need to be in the actual workforce region to apply for those funds? I ask as we have locations that are situated in one workforce region, but anticipate by data collected that most customers will be coming from other workforce regions. Can a location request funds to serve more than one region from a single location? Or any other configuration where the county and the region may not align with those being served?

A: In order to apply for funds for the local workforce development area, an applicant needs to have programming offered within the boundaries of that area. An applicant is welcome to have additional relationships that are beneficial for students who may be served by a local workforce development area outside of that in which the adult education provider is located, but the adult education provider would not be considered a one-stop partner in the local workforce development area unless the organization offers services within those boundaries. It is important to note that as an adult education provider, applicants may serve any/all learners who show interest in attending their classes, regardless of where other WIOA title services may be provided. Title II eligibility does not require a learner to reside or work within the area served in order to make use of adult education services in that area.

In the application, the applicant should only state the number of learners they project to serve at sites located within each local workforce development area. Should an applicant have sites in more than one local workforce area, the applicant will need to state the number of learners projected to serve at each site based on the local workforce development areas.

Q: What are the minimum qualifications for adult teachers?

A: Please reference the Adult Basic Education Authorization (ABEA) Policy, found here: http://www.cde.state.co.us/cdeadult/16-17abeapolicy, for more information about that requirement. Further additional information about the ABEA may be found here: http://www.cde.state.co.us/cdeadult/liaindex.

Q: We are asked to provide job descriptions for instructional staff which include number of teaching hours and planning hours. What if all of our instructors’ hours vary? Do I just put an average? Or state that hours vary for part time and full time staff?

A: We certainly understand that individual instructor hours will vary. I would recommend that you include the range of hours for your instructors who are less than full time, so that the reviewers have an idea of the scope of their roles. Please be sure to address how many would be teaching hours, planning hours, and professional learning hours that are allotted for local collaboration with other instructional staff for all roles. These are components that are essential for all instructors, regardless of part-time or full-time capacity.

Q: We are looking into creating our own AEFLA program.  If I get the ABEA Credential, will that enable us to teach students and be a testing site?  If so, is there a process for becoming a testing site?

A: If you are establishing an adult education program and in the process of applying for AEFLA funds, our current ABEA policy states that instructors who are a part of an AEFLA-funded program must obtain their ABEA credential within three years of their date of hire with the program. More detailed guidance will be released in late spring/early summer 2017  about ABEA credential attainment for programs receiving AEFLA funding in the 2017-18 year.

The requirement for instructors to obtain an ABEA credential is a requirement specific to programs receiving AEFLA funding. ABEA attainment is not a requirement for all adult education programs but is an available option for all adult education programs, whether they are AEFLA-funded or not.

Becoming a High School Equivalency (HSE) testing site is a completely separate process and an activity that is not funded with AEFLA dollars. For more information about becoming an HSE testing site go to: http://www.cde.state.co.us/postsecondary/hse_testcenters

Q: Could you give us an example of research-based methods? 

A: We cannot give examples of research-based methods, but the purpose of this requirement is to ensure methods being employed at the program are based in research.

Q: Looking at the funds available, only one program will be funded in  the Western sub-area in the Rural Workforce Consortium. If only one of us does, could the other than request additional funds to support the other as a satellite? Or should we be writing a joint grant proposal?

A: The amounts allocated to each area are based on the literacy needs in each Local Workforce Development Area, according to the 2010-2014 American Community Survey. These amounts are related to the projected amount available for adult education and literacy services based on that need.  

Eligible applications, as identified on page 4 and 5 of the application, can consist of one organization. It is an option for applicants to  apply as a consortium or coalition of eligible applicants. It is also an option for an applicant to subcontract to fulfill activities outlined in the grant application. The assurances form on page 14 of the application does state that the applicant will retain sole responsibility for the project even though subcontractors may be used to perform certain services. Applicants need to account for, to the best of their knowledge, all individuals and sites the applicant intends to serve using Title II dollars when submitting the application.  

It is important to also note that, in addition, applicants may apply for additional funds through those allocated for Integrated English Literacy and Civics Education.  Also note that the approximately $5.2 million for adult education and literacy (Sec. 222) and the approximately $750,000 for Integrated English Literacy and Civics Education (Sec. 243) are estimates. Until we receive final allocation notices from the U.S. Department of Education on funding for 2017-2018, we cannot confirm exact amounts.

Q; Will the database that needs to be used by funded programs need IT support?

A: LACES is the database grantees will use for data entry, accountability and performance reporting purposes. The technical support required for using LACES is on page 8 of the RFP.

Q: I am reading this memo https://www.colorado.gov/pacific/sites/default/files/PGL-WIOA-2016-02_Partner-Reqs-and-Access-to-Services-in-One-Stop-System.pdf and trying to determine what this statement in Section A3 of the AEFLA RFP means, "Address how the program will fulfill the required one-stop provider responsibilities with each local area selected for service." On page 2, this memo from CDLE says "The entity that serves as the one-stop partner is the organization responsible for administering the funds of the specified program in the local area."  Wouldn't CDE AEI be the one stop provider?​

A: On page three, the PGL specifies that “For Title II of WIOA, the CDE is the required one-stop partner responsible for administering or supervising policy for adult education and literacy activities in the state. CDE will delegate its one-stop partner responsibilities to each of the AEFLA-funded local providers and sets the expectation through grant agreements that each provider negotiates and signs a MOU that addresses the service delivery elements required by WIOA with the workforce board of each local area in which service is provided.” Requirements to align and contribute to the one-stop delivery system are outlined on page three of the AEFLA RFP under “Purpose”. This is what Section A3 in the AEFLA RFP is referring to.

Q: Isn’t it a requirement of the AEFLA grant that we report on employment outcomes for learners? Will we need to track that information at the program level to meet reporting requirements?

A: The Adult Education Initiatives Office obtains employment outcome information at the state level through a data match. Programs do not need to track this information at the program-level for state or federal reporting purposes. The statewide database utilized by AEFLA grantees does have functionality for programs to track outcomes and goals of learners if they wish to for their own purposes but that data is not used for federal reporting purposes.

Q: Does an applicant need to become a workforce center to be a one-stop partner?

A: No. Per page 3 of the RFP, eligible providers that receive grants under the Adult Education and Family Literacy Act Grant Program will be designated as one-stop partners and are required to align and contribute to the one-stop delivery systems in Local Workforce Development Areas. Specifically, one-stop partners are required to:

  • Provide access through the one-stop delivery system to such program or activities carried out by the entity, including making the career services that are applicable to the program or activities available at the one-stop centers (in addition to any other appropriate locations);
  • Use a portion of the funds available for the program and activities to maintain the one-stop delivery system, including payment of the infrastructure costs of one-stop centers;
  • Enter into a local memorandum of understanding with the local board, relating to the operation of the one-stop system; and
  • Participate in the operation of the one-stop system consistent with the terms of the memorandum of understanding, the requirements of WIOA Title I, and the requirements of the Federal laws authorizing the program or activities.

Please see the WIOA One-Stop Partner Requirements for more information.

Q: Does a state junior college need to submit proof of non-profit status and evidence of financial stability?

A: No, they do not.  

Q: How do I access Labor Market Information (LMI) data?

A: LMI data is provided in local plans which can be located at: https://www.colorado.gov/pacific/cwdc/regional-and-local-plans

Q: How many letters on intent were there for these funds?

A: We received 40 letters of intent. Applicants can still apply for the AEFLA grant if they did not submit a letter of intent and programs that did submit a letter of intent are not required to apply. 

For more information

Adult Education and Family Literacy Act Federal Grant - Request for Funding Opportunity Web Page http://www.cde.state.co.us/cdeadult/prospectivegrantee

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