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AEP Questions and Answers

This is a collection of questions that are most frequently asked of the AEP Office. They are organized by topic area and will be updated as needed.

CFAD

It will open the week of March 14 and be due May 2.

Each consortium member organization has one designated representative for membership, though they can have multiple colleagues at discussions. Only the officially approved member can vote on decisions, unless the consortium decides otherwise. As far as the state is concerned, there is only the one officially approved representative for each member organization.

Your consortium governance plan will specify on proxy and/or substitutes. However, on the CFAD, please list only the member representative that was approved by the member’s local board.

Enter the current representative’s information into the CFAD for each member organization. When replacement representatives are identified, you can do a revision to provide the new person’s name and contact information. You will also be able to update member information in the Year 2 Plan which will be due in mid-July.

By adding them, they are automatically active. We will delete the old language that indicates other steps are necessary.

All members will need to sign the CFAD, which that allocation schedule is part of. In addition, you should keep meeting minutes and attendance sheets to document that you followed the Governance Plan for your Consortium in order to reach this agreement.

All members will need to sign the CFAD, which that allocation schedule is part of. In addition, you should keep meeting minutes and attendance sheets to document that you followed the Governance Plan for your Consortium in order to reach this agreement.

There are a couple of ways this can be done. One way is to print out the summary page with signatures blocks, then scan and upload the document into the electronic system. All signatures should be condensed in a single document; we do not want to have multiple summaries with one signature per document. Another way is to have signatures collected at a face-to-face meeting and signed on an iPad or similar device. We will provide instructions for this as we get closer to submission time.

The system has an auto-save, so you won’t lose anything when you close. When you sign on again, the system will pull up the information you entered earlier.

In the CFAD, there's a button in the Member area for active/inactive, as well as the space to add new members. Members who become inactive are identified as such, but not removed from the record. (If you have technical questions about using this feature, please email Greg Hill Jr at ghill@wested.org)

Both MOE and Consortium Funds are AEP funds. For the 2015-16 funding level, you will provide the combined total of both, by member.

Yes, it can. There's a link at the top of the page that will launch the print dialog box. We will look at the protocol for that print feature to make the font size more user-friendly.

So long as the signatures are combined into a single file, and it is clear that they have reviewed, agreed to, and are signing the current document (CFAD or Annual Plan), that should suffice.

We will set up an auto-confirmation of receipt of your submission, not to be confused with approval. Approval of the CFAD will take a bit longer and there may be follow up questions. Confirmation of approval will be a separate notification.

This is a term specifically used in the CFAD. Active indicates current members who are participating in your AEP implementation during the year in question. Inactive refers to former members who are not currently implementing your consortium’s AEP plan. An inactive member would not be required to sign or vote on the CFAD.

Much of the form automatically saves upon entering values. However, just to be safe, you should be sure to manually save your work often.

Because this is a fiscal declaration for funding each year. The State needs to have each official member representative sign that s/he is in agreement.

Much of Section 1 is auto-filled from the CFAD that consortia submitted in May.

The items that are locked are Consortium Grant Number and Name, Funding Channel, and Consortium Allocation Schedule. These are locked and cannot be changed until next May CFAD submission. This is because of the timeline requirements for fiscal programming at the state level. The rest of the items are also auto-filled from the CFAD but can be updated as indicated.

You will need to send an updated Organizational Chart if your organizational structure has changed, and/or if you have new members in your consortium.

Yes, you can add more than one document. Make sure the documents have different names or the new one will replace the old one.

If they are added to the contacts table, they should appear. If not, they would need to be added by you selecting the "edit signature" block button at the bottom of the summary page.

The system has an auto-save, so you won’t lose anything when you close. When you sign on again, the system will pull up the information you entered earlier.

Please send an email to the AEP inbox at aebg@cccco.edu and we will check to see what the issue is. Primary Contacts are generally one person per consortium, occasionally two on a case-by-case basis, though more people can have Ready Only access.

It is: http://aebg.cccco.edu/portal

They will be on the Grantees tab on the AEP website - http://aebg.cccco.edu/For-AEBG-Grantees

Yes, as long as all members are in agreement, you may alter your CFAD to lesser amounts than the prior year. (But you have to have 100% agreement). Please work with Nicole Alexander in the AEP Office to update your CFAD, and the process for submission.

You can update your 17-18 Member Allocation by navigating to the Member Allocations section from the left blue navigation pane (see screenshot below). You will need to submit a revised CFAD document with signatures based on the updated amounts. You should upload this document to the document library and select the box for “Amendment”.

We are working on creating a template for the CFAD updates, but in the meantime please print a copy of your CFAD and hand write the changes, sign and scan to upload as an amendment.

Changing allocations for your consortium members requires submitting a revised CFAD and obtaining signatures from all of your members that indicates agreement/approval of the allocation changes. I have attached the CFAD that was submitted in the AEP portal.

We are currently still developing the process to update member allocations in NOVA for direct funded agencies. We should have this functionality available before the end of the week. In addition, you will need to submit a revised CFAD document with signatures based on the updated amounts. You should upload this document to the document library and select the box for “Amendment”.

We are working on creating a template for the CFAD updates, but in the meantime please print a copy of your CFAD and handwrite the changes, sign and scan to upload as an amendment.