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D. Staff Designations and Responsibilities

Grantees must identify staff serving in the roles outlined below. In most cases, a single individual may be assigned multiple roles (note the comment about authorized representatives). Roles are required for AEFLA and AELA grantees unless otherwise noted.

Program Director/Primary Point of Contact

  • Serves as the main point of contact between the grantee and AEI and is included on all communications.
  • Implements the grantee’s AEFLA or AELA proposal and complies with grant requirements.
  • Attends all mandatory meetings, including but not limited to, attendance at the AEI annual director’s meeting, office hours, and/or regional meetings. 
  • Responsible for meeting reporting, monitoring and other deadlines determined by AEI.

Secondary Contact

  • Is included on all communications from AEI as a backup for the primary contact. Please note, the secondary contact may not be the same staff member as the primary contact.

Authorized Representative

  • The “Authorized Representative” signs the assurances form and has fiscal oversight of grants in the organization. This person has been delegated this responsibility by the individual who governs the overall organization/agency.
  • If there are unforeseen staffing or financial changes it is ultimately the authorized representative’s responsibility to carry out the activities required in the grant.

Local Assessment Coordinator (Required for all AEFLA grantees and AELA grantees using NRS assessments)

  • Successfully completes the assessment administrator training as required.
  • Ensures requirements in the Assessment Policy (PDF) are adhered to, including maintaining Local Assessment Procedures and attending initial and refresher training.
  • Ensures assessment materials are safeguarded.

LACES System Administrator

  • Serves as AEI's main point of contact for the grantee's data in the LACES data management system and receives communications about data and reporting.
  • Creates user accounts and maintains a user list, notifying AEI if there are any staffing/permission changes.
  • Attends training as needed.
  • Maintains a working knowledge of data entry, though this individual may not perform frequent data entry duties.
  • Maintains a working knowledge of data reporting.

Fiscal Contact

  • Serves as AEI’s main point of contact regarding AEFLA budgets. The fiscal contact will be included in any communication related to the AEFLA budget (in addition to the primary and secondary contacts).
  • Participates in fiscal grant training as needed.
  • May be asked to provide additional fiscal reports as needed.

Accessible Design Coordinator

  • Coordinates with the program director to develop an Accessible Design Plan as defined in the Accessible Design Assurances.
  • Ensures that learners are informed about availability of accommodations as part of their enrollment process/orientation.
  • Ensures services are fully accessible based on reasonable criteria.
  • Responds to questions and requests from learners with identified needs.
  • Reports and documents needs of learners with identified needs.
  • Collects and securely files accepted documentation from learners with identified needs.
  • Confidentially shares current information about learner disabilities with program staff, only as necessary, as supported by the Americans with Disabilities Act (ADA) and the Family Educational Rights and Privacy Act (FERPA).
  • Documents participation in annual training related to serving learners with identified needs, including the legal rights of learners with disabilities.
  • Attends AEI trainings for Accessible Design Coordinators.

Distance Education Coordinator (if providing Distance Education)

  • Successfully completes distance education policy training as required.
  • Acts as a point of contact for state-led distance education initiatives.
  • Acts as a local program poing of contact to communicate statewide policy to relevant staff.

Professional Learning Coordinator (AEFLA only)

  • Ensure all local staff are trained on relevant AEFLA policies and assurances. 
  • Supports the program director or designees in observing instructional staff. 
  • Provides guidance in professional learning to local staff. 
  • Assesses local program and class-level performance. 
  • Gathers data regarding teacher and student needs to inform professional learning activities.
  • Delivers training, or contracts with experienced professionals to do so.
  • Shares local, state, and national training opportunities with program staff. 
  • Guides instructional staff in the Adult Basic Education Authorization (ABEA) initial and renewal processes.
  • Tracks ABEA credentials attained in LACES and supports instructional staff with ABEA application document submissions in LACES.