Mayra Diaz: Thank you, Holly. Thank you so much. Good morning, everyone. Thank you for joining today's webinar. Today's session is going to focus on the fiscal year 26/27 final CAEP allocations and the allocation amendment process that we'll be walking you through. We will explain why this amendment is necessary, review the state allocation process, and demonstrate the required steps in NOVA, and then also open it up for any questions you may have. Next slide, please.

So let's begin today's presentation by introducing our presenters. My name is Mayra Diaz. I'm with the State Chancellor's Office, California Community College state Chancellor's Office. And I am joined by my colleague Diana Batista, Program Lead for the Adult Education Program representing the California Department of Education. And our wonderful Mandilee Gonzalez, Coordinator with our CAEP Technical Assistance Project. You all got to meet Holly as well, who kicked us off with housekeeping. Thank you so much, Holly. Next slide, please.

All right. So here is what we are going to cover in the next hour. Today's webinar will focus on the following areas. We're going to review the enacted 26-27 allocations, the final allocations that we published. The memo was recently released. So we will be walking through the schedule, going through the state allocation process and explaining how that works, reviewing important reminders, demonstrating and conducting a live demo of the allocation amendment process, and lastly, leaving it open for questions.

So we will be answering questions at the end. We'll continue to monitor the chat and address those as they come up, but also open it up for questions at the end. Thank you. Next slide.

All right. So let's begin with this year's funding. We're pleased to share that the state enacted the state budget, and that includes a $687.3 million investment towards the California Adult Education Program. This reflects a 2.87 cost of living adjustment, which is slightly higher than what was proposed in January, which was 2.41 initially in January.

Every year, as we know, there can be changes between the governor's January proposal and the final enacted signed budget in June. Because the final COLA changed, consortia must now amend their certified allocations that we had initially presented with the preliminary allocations. And although the increase appears modest, it does represent an important continued investment in adult education across California. Next slide, please.

Looking at funding over time provides helpful context. So this chart illustrates CAEP's continued growth over the past decade. Funding has increased from where we had initially started in 2017-18 at $500 million to now being more than 687 million today. So despite the changing budget conditions over the years, California continues to prioritize adult education.

So this consistent investment allows local providers to be able to expand their services while supporting learners statewide. However, we also want to be mindful in ensuring that funds are spent within the allotted time to avoid excessive carryover. And my colleague Diana will walk through our carryover policies. Next slide, please.

So along with the allocations, we've also released the final allocation memo. This was published on July 10. And it is available on the website. We may also be posting a link. Definitely save this memo. There is some critical guidance that we share, and we're actually going to walk through that today.

Also, there is a link to the final allocation schedule, that is very, very important allocation amount details that we will walk through and explain why it's so critical to ensure that you-- the steps that we're going to outline today are carefully followed. This memo serves as official guidance document for this allocation amendment. Next slide, please.

As noted, we use various outlets within our CAEP Technical Assistance Project to distribute this memo. It includes a link to the final 26/27 allocation amounts. Whether you are a consortia that is a fiscal agent model or direct-funded model, there is a comprehensive schedule of allocations for both of those entities.

And this memo also provides the NOVA instructions on the next steps now that the allocations are finalized. And Mandilee is going to walk us through those allocation amendment steps. So if you haven't reviewed the memo, we do highly encourage you to review. Next slide, please.

And before we demonstrate at a later time and walk through the NOVA allocation, it's really helpful to understand how the state allocation process works. So for the California Adult Education Program, there is education code in place that mandates the Chancellor's office and the California Department of Education to provide the allocation schedules to the Department of Finance no later than July 15 or 15 days after the state budget is signed.

This is critical as the legislature requires that the state disperses these funds within 45 days of the budget enactment, and the disbursement is released in 11 installments through June of the program year. This tight turnaround timeline is one of the main critical reasons why we emphasize timely CFAD submission.

Our CFAD is due annually on May 2, and we have a very short window to monitor the May revise, compile the information and the allocation that you voted on locally and are informing the state and your CFAD that we use that information to develop the final allocations based upon the final signed budget. Whether there is a COLA increase or decrease, we use that information and have a very short turnaround timeline to meet these legislative deadlines. Next slide, please.

So when the enacted budget differs from the preliminary budget, then an allocation amendment becomes necessary. Last year, there was a slight reduction. This year, there is a slight increase from the preliminary allocations that were released. And so allocation amounts for fiscal agents and direct-funded members must be confirmed shortly after the state budget is passed.

So the state has completed their process. We have determined the final allocation amounts for both direct-funded and fiscal agent based upon this COLA increase. We've met our July 15 deadline. We have published the memo, shared the allocation schedule, and now the next step is for consortia and their members to conduct the allocation amendment based upon the COLA increase that we received.

And in this case, if the state provides a COLA adjustment via the May revise or the trailer bill, then the consortia and direct-funded members will be asked to complete this allocation Amendment no later than September 1.

I just wanted to flag this process, this next process that we're going to walk you through, the allocation amendment, is very, very critical and important to ensure that members and the consortia, whether you're direct-funded or fiscal agent-funded, follow the published allocation totals that we have published in the schedule and do not deviate from those allocation totals, as those are the exact dollar amounts that were calculated by the Chancellor's office and the California Department of Education, have been shared with the Department of Finance and sent to the state comptroller's office to disburse.

So that is the amount that's going to be received locally. Any deviation from those published totals will not align. It will not align, and that's not the amount that will be received locally. I know Mandilee will walk us through what those steps will look like. Next slide, please.

So just reiterating some of the steps that we walk through. I mentioned the state has finalized the process, the final allocation process, NOVA has been updated, and all 71 consortia reflect the amended amount that is published in the final allocation schedule. It'll shows your COLA that is being allocated to the consortia. And each consortia must enter and certify in NOVA the allocation amounts for their member agencies no later than September 4.

And this process, you're going to do it, whether you're a fiscal agent or a direct-funded because there was a COLA increase this year that deviated from the preliminary original amount that we had published.

Now, for direct-funded members, this was the process that I just explained in the prior slide. Because the amounts have already been determined, you must still enter those manually in NOVA. So you want to make sure that as you're conducting the allocation amendment, if you're a direct-funded member, especially, that you, upon conducting the allocation amendment, follow the amount that is published.

So that way you're not deviating from those dollars because that is what is going to be received locally, what was sent to the state comptroller's office and what will be distributed. So that must be entered manually and ensuring that you're following those allocation schedules. Next slide, please.

All right. So just reiterating. Our CAEP annual allocation process, if you were with us in, I think, we had a webinar in March. So we typically hold this process overview in March after we released the preliminary allocations. And this process typically starts as early as January.

As soon as the governor releases the January budget proposal, the program, the Adult Education Program is required by education code to release a preliminary allocation schedule no later than February 28. So we typically will produce and release the allocation schedule, preliminary allocation schedule and memo, hold a webinar shortly after, walk through this process.

The next step is for you to hold your public meetings. And then we're working with TAP to ensure that CFAD's are submitted on time no later than May CFAD. And the reason why is because we have such a short turnaround timeline to produce allocations of over 680 million for over 3, 400 members. So very critical to ensure that CFAD's are submitted on time.

We typically also advise between that May and July period, no allocation amendments to be conducted for this new fiscal year because we are using what you had identified in your CFAD as far as member distribution and producing the final allocations based upon that CFAD. So we advise to hold off on conducting any allocation amendments between May 2 through July, until after we've published the allocation schedule and after you've conducted your allocation amendment. Know what your funds are going to be so that you can then proceed with any allocation amendments.

But currently, where we are at, we've already released the schedules. July 15 has passed. Today is July 29, so now we're guiding you on the next steps in conducting the allocation amendment. As noted, there is 45 days for the state to release those funds, and the funds have already-- the amount has already been sent to the state comptroller's office. And what we've published is what is going to be received locally. And so consortium members must certify these amendments no later than September 1.

All right. I am going to turn it over to my colleague Diana.

Diana Batista: Thanks, Mayra. Boy, you went through that pretty quickly. But we're going to go ahead and see if everyone's been paying attention. I see some familiar faces, and I think some people may already know the answer to this. So question, how does the state CAEP office confirm the allocation amounts at the local district level while meeting the July 15 deadline imposed by the Department of Finance, if we don't need to certify our allocation amendment until September 1? Next slide.

So if there are any technical adjustments resulting from the May Revise or the trailer bill, but to the state budget bill, the state will use the same funding formula to allocate funds to each consortia. This action will satisfy the need to have allocation amounts for consortia with fiscal agents. However-- next slide-- for direct-funded members, the state will use the same proportional share that was approved via the CFAD on May 2 to adjust the budget upward or downward, and we'll show an example in the next few slides.

So in the direct-funded example here, we have four members A, B, C, and D. The first three members are allocated 10% of the budget. So you can see the CFAD certified that they would get 100,000 per member. But member D is funded at 70%, and they get 700,000, which will bring them to the 100% of 1 million.

Let's look at the next example. Very similar. This total funded amount as an example is $200,000, and members A, B, and C, again, each get 10%, so they each get $20,000. But member D at 70% gets $140,000. So you can see that using the May Revise and their allocated percentages declared in the CFAD, everyone is getting the proper amount. Next slide.

One more example. This is direct-funded again. In this one, the funded amount is $1,200,000. A, B, and C, again, get 10%, while member D gets 70%. The first three members get $120,000, and member D gets $840,000. This is how the state is able to be prepared for the funding amounts, and why it's important that you not deviate from the amounts submitted in the CFAD. Next slide, please.

Next question. If I'm a direct-funded member, why is the state CAEP office calculating this for me? My consortium wants to do other things with the increase. This answer is a little more tricky. Next slide.

So you may recall that per Ed Code 84914, you will receive no less than the prior year's amount, unless it meets one of the three causes for funding reduction. COLA means a cost-of-living increase for all member districts, which means all members in good standing will receive the COLA. Fiscal agent and direct-funded member allocation schedules are due to the Department of Finance by July 15. That's a really quick turnaround from the time we get the trailer bill.

And then CAEP funds must be dispersed 45 days after the state budget is signed. So that's why we're asking that you stick to the amounts that are in the CFAD, and you do not do any allocation amendments until after September 1. Next slide.

If I'm a direct-funded agency, where do I find my predetermined amounts for the allocation amendment? Does anyone have an idea? Go ahead, next slide. The CAEP allocation memo, which this year was released on July 10, is where direct-funded members will find the final allocation schedule, and it shows the individual allocation amounts.

Again, if the consortia wish to make member distribution changes within the allocation process, they cannot do that until after the final allocations are updated. Allocation amendments in the new fiscal year should not be occurring once the CFAD is certified. And remember the date, not until after September 1.

And this is very important. Direct-funded members must follow up locally to physically move and transfer funds among members. The amounts that are posted are the amounts that will be released. So once you do an allocation amendment, it's your responsibility to follow up and make sure the funds are actually transferred. Next slide, please.

So just a few more reminders. CAEP annual plans are due August 15, which is right around the corner again. Carryover compliance tracking is underway. We started this back in 23/24. The start date includes the tracking of both member carryover and consortia carryover. And this does authorize the consortia to reduce the members excessive carryover funding after two years of consecutive excessive carryover has been determined.

You remember carryover will impact the consortia carryover. All consortia that exceed the 20% carryover will be required to submit a written expenditure plan, and we will assign technical assistance to you by the Chancellor's Office and CDE through our technical assistance projects.

This slide is a little busy, so I'm going to take it a little slower. Carryover compliance is calculated annually in NOVA on September 30 at 11:59 PM. Significant improvement over the last two years has been seen by the Chancellor's Office and CDE.

And from the bar chart, you can see that the first year that we did this, 23/24, we had 33 agency consortia that had to submit a written expenditure plan. We appreciate that in 24/25, that was reduced to 20. And we're anticipating that this year, it will be less than 10. I hope that everyone's working towards that.

[interposing voices]

Diana Batista: Member level, excessive carryover is assessed annually after the September 30 snapshot. Amount of carryover that's assessed for the consortia that opted to participate during the CFAD may prompt possible reallocation of member funds by the consortia. You don't want to have excessive carryover as a member or as a consortia.

Let's just take a quick look at the bar chart. The orange reflects the years 23/24 and the blue 24/25. So you can see we had seven consortia that had 20% to 25% annual carryover of their funds in 23/24, which only came down 1 to 6 and 24/25. From 26% to 35% of their funds are held in carryover, we had eight agencies in 23/24 and 7 in 24/25.

The sharpest decrease that we saw was those that had 36$ to 50% carryover. We had nine agencies, excuse me, nine consortia in 23/24. And it reduced to 2 in 24/25. We were pleased to see that. And likewise, in 23/24, we had nine consortia that had over 50% in carryover. That was reduced to only five agencies in 24/25.

So we're hoping, again, that in this year, we're going to continue to see that downward trend and have fewer written expenditure plans to review and for consortia to have to submit.

And now I'd like to turn it over to my colleague Mandilee, who's going to take us through the live NOVA demonstration. Thank you.

Mandilee Gonzales: All right. Good afternoon, everyone. Mandilee Gonzales. I'm here with CAEP TAP, and I'm just trying to switch my screens on over to the sandbox in Nova, so bear with me one moment while I go ahead and do that. All right. Is everyone seeing the sandbox? Yes, I saw a nodding head, so thank you.

All right. So we're going to walk through this process. I know this is something that many of you only do once or twice a year. So I will take it slow. If there are questions, we do ask that you save them until the end or direct them to the chat box. My colleagues will help support any of those questions.

So I just want to reiterate, because it does make me nervous when I go into NOVA, I want to just-- for everyone's peace of mind, I am in a safe environment. I am in the sandbox. So while I am in the Antelope consortium, I will not be impacting or affecting any of their actual numbers, but we will use this to model what you will be doing when you do your allocation.

So when you log into NOVA, along the left blue menu bar, the navigation bar, you'll find a variety of programs. I've already pre-selected this to CAEP. Because as many of you know, NOVA likes to run a little bit slow, so I tried to get us ahead of the game so we can move things along. You'll select your consortia if it doesn't automatically pop up. And then when you open your consortia page, this is the landing page that you'll find. It'll have all of your information, your consortia contacts, and we're just going to scroll down past the CFAD to your allocations.

Here you'll see-- and let me see if I can adjust my screen a little bit to make this, I think that's probably a more appropriate view. So under Allocations, you'll have all of the last three years of allocations. And then in this area here, you'll have the red dollar amount. And this is what Mayra was referring to and Diana. So when the COLA adjustments up or down, whatever that differential is, you'll see it here in red.

As the consortia lead or whoever is appointed to do this in each of your consortia, whatever their title may be, they will start the amendment process. NOVA will automatically prompt you and give you a warning that says, are you really sure you want to do this? If yes, continue. If not, go ahead and cancel. Variable, oh, thank you.

And so I'm going to go ahead and continue. And I did see a couple chats. If there's anything significant, if my colleagues will just come off mute and let me know to address it.

Holly: I will.

Mandilee Gonzales: All right. Thank you. Once you open up the Allocation, you'll automatically see the next indented menu bar, which is your Workflow. Here, you're going to want to confirm your agencies, your certifiers. And as long as everything looks appropriate here, you're going to go ahead and click Next.

This is where you will have the opportunity to review the member allocation. One of the newer enhancements in NOVA is you're able to now identify the type of allocation. Is this a standard member transfer, a new member, or May Revise? So in this case, we're going to be doing the May Revise. And then here you'll go ahead and add in whatever explanation or additional details concerning this allocation and movement.

So I'm just going to go ahead and pop in the word test. As you can see, it is a red asterisk there. So regardless of the allocation, always know that you will be prompted for an explanation as to why this allocation amendment is taking place.

So now we're down here. The current allocation, you'll see the three columns here. So if you have your current allocation, proposed allocation, and then the adjustment will start to total over there. So for Antelope CCD, they have $0. So just for ease of today's demonstration, we're going to go ahead and put all of the money over there in CCD.

[interposing voices]

Mandilee Gonzales: And I do hear that somebody might be coming off of mute. Thank you. I think it's somebody that-- I did try to mute earlier, but for whatever reason, I don't have the power. So we're just going to leave it at that.

Coming back to the allocation. Again, that current allocation dollar amount doesn't change. But the proposed allocation does start to do the math for you. If you notice, when I popped in the dollar amount here, the 23,378, it shows that on the right hand column what the adjustment is. And then here in that proposed allocation, it does bring it down to that $0, which is what we're looking for.

And then from here, we're going to go ahead and hit Next. And this is going to give you the preview to review all of the information that you entered. This is your opportunity to confirm that these are the numbers that you are supposed to be entering in. And as Mayra and Diana have said, because this is for the COLA, you want to make sure that you're following the final allocation schedule.

You can find the final allocation schedule under Administrators on the website. Go to Funding in Annual CAEP Allocation. I believe Holly has been dropping not only the memo, but the final allocation schedule in the chat as well, so you can grab it there.

And if you have not seen the final allocation schedule, it is a fun PDF Excel version just for you to find all of your fund numbers. So just scroll through, find your consortia. Your consortia number is on the left. And then all of the numbers are broken down here along the right-hand side. Again, I just want to bring your attention to the preliminary allocation number, the May Revise COLA, and then your final allocation number. So similar to the walk through that Diana did.

Oops, it's not going to do it for me. But the May COLA revision, this middle column here, those are the numbers that you'll be adjusting to. So do not deviate from those numbers. Keep to the schedule. And then if there are any other allocations thereafter, it can happen after September 1.

That said, this allocation amendment should be completed by September 1. So that way all of the numbers are accurate in NOVA so it meets and is essentially balanced to what was submitted to DUF. Pausing here. I'm not seeing anything in the chat.

Once this is done, everything looks accurate, you can go ahead and hit Submit. Once you submit, it'll ask you for any additional comments. Allocation Amendment Submission, are you sure you want to do this? Yes, and it's ready to be reviewed by your member representatives. So this is an activity that your consortia lead will do. And then all of the consortium members will go in and approve.

So it's pretty simple. And now we are at that point where we're done. And I'm going to go ahead and stop sharing screen. And then I'm going to switch back to the PowerPoint. And thank you for bearing with me. So now that we've walked through that live demonstration of NOVA, I hope it just reacquainted everybody with those steps to follow.

Again, I know it's pretty simple. And with the workflow, it really does walk you through what you should be doing. Here we go. We've also added in all of those step-by-step visuals, and that will be in the remediated PowerPoint that has also been dropped into the chat. So this is really, again, just showing you those three years.

This snapshot is from the CFAD. So what you'll notice is anytime there's been a COLA up or down, as Mayra had pointed out, the 25/26, there was an adjustment that was lower than the preliminary. So you can see that there's a negative there. There's that negative sign, whereas this year we haven't increased from the preliminary allocation. So it's a positive.

Those numbers in your CFAD will always remain there. It's in the allocation amendment, where that will then go back down to a 0. And you'll see in your allocation history what the allocations are. And again, using the final allocation schedule to make all of those adjustments. Again, these are just visual step by steps of everything that we've already walked through. So I'm just going to click through this. Always use your workflow.

And then I'm just going to say it, if you ever have a question or you just aren't sure and you want to confirm with us, you can always reach out to your TAPs. We're here to help you. We can jump on to a live Zoom, walk you through this process. Or if it's just a simple, quick question, you can take a screenshot of where you're questioning what you need to do, and you can ask your TAPs, and I'll be there to help you out anytime.

Again, use this last preview opportunity when you're submitting your allocation amendment to ensure that you are in the correct year, that you have the correct dollar amounts. Double check it to the final allocation. I know we keep reiterating it, but accidents happen. We're all human. So just slow down this process. Again, ensure it's the right year, the right dollar amount per the final schedule. Hit Submit.

And then make sure that you are communicating to your members. I know it's the summertime, and then it turns right into the beginning of the school year. So as soon as you get this done and then they know that they can go in and review and sign off on it, let them know that they can do that. And then we are going to leave it at that, and we're going to open it up for any questions. And for that part, I think I'll go ahead and stop sharing screen. Thank you.

Mayra Diaz: Mandilee, there's one question that was addressed, but I think it's helpful to reiterate. Tim brought up a really good question, which is, to make sure I am understanding, direct-funded agencies must match the allocations on the schedule as an amendment. Then after September 1, we can do another amendment if we wish to do and adjust the amounts, which will require members to transfer amounts among themselves if we adjust the amounts, and we address that.

Yes, that is correct. And the rationale for that is because the state has already determined those are the final amounts that we published based upon that percentage distribution split that you told us in the CFAD that is how we calculated the COLA increase, what we informed our state controllers office, and the amount that will be received locally. So those published dollars is what you're already scheduled to receive in August.

If you were to do an allocation amendment today, that is not recognized by the state contoller because we've already entered and submitted all that information. So just outlining those steps. And we tend to get these emails throughout the year. Once money is received, it's not matching what they've changed as far as an allocation amendment.

And the reason for that is because it all starts with this process, the schedule that Mandilee walked us through. Those are the published dollars for all direct-funded members that you will be receiving locally. And so this is the rationale why we say hold off on an allocation amendment because it will deviate from the local dollars that you're going to be receiving in August.

Diana Batista: And just to add to that, Mayra, it's because of that quick turnaround that we have from when we complete or the government completes the May Revise or the Trailer bill to get everything to the Department of Finance by July 15. We can't be going through and changing random numbers for agencies. So we just ask that you just hold off until after September 1.

Mandilee Gonzales: And I just want to also highlight that, Tim, yes, for direct-funded, it is important reminder to make sure that any movement that happens and following that paper trail is important, especially for direct-funded. But it's also important for your fiscal agents to follow that same process.

I think they already have an automatic workflow in place because it's something that they typically follow throughout the year. But I just want to elevate for those newer members, maybe that are here with us who are fiscal agent that that is also something that you need to follow.

Holly, I know that you brought that up too. Is there any other things that I missed?

Holly Clark: No. I just think that whether they're direct-funded or a fiscal agent, I think that it keeps a really clean trail if they do one allocation amendment for this May Revise. And then if they wish, if they have decided as a consortium to do something different with their COLA, then they do that amendment separately, just because if down the road a member were to come and say, I did not want my funds to go that way. As the CAEP office, we're going to have to look into it, and we're going to be working backwards.

And we like clean paper trails. It makes it easier. So I think as a consortium, it would be helpful for the state if we kept our paper trails clean. And we did one amendment for the May Revise. And then if you decide as a consortium to do something different with your COLA, do that separately because then that's a standard member transfer. And it's not the May Revise transfer. The May Revise is given out based on your funding formula. And then you all decide to do something different with it. That's a different allocation amendment.

Mayra Diaz: Excellent, excellent point, Holly. In that process that you just outlined, so whenever we release the preliminary allocation schedule, that is one period where you in your planning, your local planning processes to really be having those conversations between early March to May, especially planning for next year, March, April, May, that is the period when you want to be addressing, discussing what that distribution is because you're entering and capturing that in your CFAD.

And so from there, we are building the final allocations. And if everything aligns to what you guys decided locally and voted on and told the state, then those allocations would essentially align. But having those conversations on how you're splitting, what changes, or what you're considering. And obviously, the COLA is guaranteed to all members, unless the steps that Diana had mentioned in one of the slides that's outlined in education code.

But the COLA is really guaranteed to all the members. But that period where you really want to be having those conversations within your consortia, planning for that once the preliminary allocations are released and you're having your local meetings, that period is between March, late February and until May 2, which is when that CFAD get certified.

Mandilee Gonzales: Thank you.

Diana Batista: Holly or Mandilee, can you answer the question if the certifier is not listed correctly, how that can be updated?

Mandilee Gonzales: Yeah. So I was--

Holly Clark: Oh, go ahead.

Mandilee Gonzales: --starting to-- I was starting to type it out, but I thought I'd also do a screen share, where you going to-- go ahead.

Holly Clark: So yeah, we actually have a slight-- we can't update that currently. This is a functionality that has been removed from NOVA currently, and I've been working with the programmers on this. And I think Alison, I had just I-- I know that I told you I'm working with them on this, and I will reach back out to them.

And Mayra, I can elevate this to you to see if we can get this expedited because in this specific consortium, their consortium lead has retired. And so they need their new consortium lead to be listed at the top. I have been working with NOVA on this, but it's been several weeks, and we haven't had any movement. So Alison, I will elevate this up. I was trying to give NOVA chance to do this without bothering CAEP leadership, but I will go ahead and push this out to CAEP leadership to get them involved and get this handled.

Mandilee Gonzales: Thank you.

Holly Clark: You're welcome.

Mandilee Gonzales: Also, a great opportunity to point out, if you know your consortia lead is going to be transitioning and you have the opportunity to do a transition or have a succession plan to build that into just what that's going to look like as you transition in or out, that lead can hand off to the next lead, where they can input them and then add them.

So I don't know if it's just a NOVA functionality. And if it is, that's OK. But still, I think it's a great opportunity just to remind those. As we transition to retirement or to another role, let us know as your CAEP TAPs because we're here to help with that. But then also let's make those updates in NOVA because it really can be a block and a barrier for a lot of our CAEP deliverables, especially around this time of year. Right.

So we have about just under 20 minutes left, and we have our CAEP leads here with us, Mayra and Diana. You have your TAPs. So if there are any questions or if there's any other walk-through aspects that can be supportive, please let us know.

Oh, I see Joyce. Can you share if anything is being done on the state level about CAEP COLA not being the same as the K-12 COLA increase? Well, Joyce, I don't know that we have that power, but I will let maybe Mayra or Diana speak to that.

Mayra Diaz: No, that is actually something taking place above, most likely. I don't know that. Maybe Diana, do you have any insight on that?

Diana Batista: Well, I know that there were a lot of advocacy efforts going on through the month of June, but I'm not sure if it's a little bit too late or what could possibly happen. I know that there were a lot of discussion, but I didn't see any action come out of it.

I want to go back, if we could, just for a minute to what Tim and Corinne were discussing, that-- I have a question for them, actually, or maybe our team has an answer, where one member assumes operations for the consortium separate from their own budget. And how it throws everything off. And I see Corinne came on camera. So is that not how it's reflected in the CFAD?

KA'RYN HOLDER-JACKSON: It has been. The San Mateo Adult serves as our fiscal as although all of the consortium members contribute to my salary, my assistant salary, and the consortium expenses. So the district office for San Mateo has set up a separate budget code for the consortia.

So we take money off the top. The consortia spend it like all of the members, and then the consortium portion is put into fund 11, where San Mateo is a Fund 10. And so it does throw everything off. But I do explain it in the CFAD, saying that San Mateo's budget has an increase of this amount of money, which is really the four consortia expenses.

And they serve as a fiscal for us. They do not charge us for that. That wonderful service. And so it just explains why there is so much larger in comparison to everyone else's, or they received a larger portion of the share of allocation dollars, whether it's the COLA or whether it's just the final allocation.

Tim Combs: This is Tim. I would just say, yeah, we do the exact same thing. And if you want to look at an example of what not to do, you can go look at Alameda County Consortium's amendment right now. And I put it in the narrative. So now I need to go back and change that and then take it to my members and see how they want to adjust for it. But if you're curious, go look at our narrative right now and you'll see exactly how we did it.

Mandilee Gonzales: Thank you, Tim.

Mayra Diaz: There was a question about the August 15 annual plan deadline and whether it's a hard deadline. Brought forth by Jeanette. I do know that these deliverables impact-- submission of one deliverable would impact the ability to open up and submit the other, which may be the member budget work plan. But you also have to do your allocation amendment.

So just depending on how much time, I think, reach out. We can always discuss and determine an extension. Yeah, that should be fine. But just being cognizant that it could impact submission of another deliverable that would be due. But feel free to reach out and we can definitely discuss.

Janeth Manjarrez: Thank you, Mayra.

Mayra Diaz: I hope everyone's been enjoying the summer and looking forward to coming back and kicking off the new academic year.

Mandilee Gonzales: All right. So I'll just direct everyone's attention, well, maybe you consider some more questions to elevate. Holly, thank you so much, has been dropping in some links. We have our evaluation link, but we also have some upcoming events and opportunities. So we have the English Language Learner Health Pathway statewide convening down in Irvine September 17.

We also have the-- what is it, the summit is coming up. It's the one we're working on. Our summit is coming up in October. So we have the director's event for those consortia leads and directors that are on the call. It will be dovetailed into the summit again this year. So that'll be the week of October 20. I want to say it's 27 is our director's event. 28th, ninth, and 30th will be the summit. So we hope to see you there.

We do still have our summit proposals open. Those are open through the end of the week, so July 31 at 5 o'clock. If you haven't already submitted or pondering if you should, I would recommend and advocate that you do. We want to hear and see all best practices throughout the state. And this is an opportunity where we can share with our colleagues from one end of the state to the other in all systems, not only your current system, but those that you partner within your consortia. I'll leave it at that.

I see Shannon has a question. Shannon says, the new 26/27 budget and work plans available funds is not calculating correctly. Can I assume it will adjust once my Q4 is all submitted and certified?

Holly Clark: Yes, it will be doubled until Q4 is certified.

Mandilee Gonzales: Yes, that's what I was wondering. Yes, so is it just showing double? Yeah. And until?

Holly Clark: Until Q4 is certified. Although those funds have been entered, they're not officially spent. And they're not earmarked as officially spent until you certify Q4.

Mandilee Gonzales: Yeah.

Diana Batista: And Lisa has her hand up.

Mandilee Gonzales: Oh.

Audience: Thank you, Diana. Yeah, just a quick question regarding the convening. If there is a consortium lead or member interested in attending the September 17 convening, but they are not a current grantee, is that permissible, or is it only for current round one, two, and three grantees? Thank you.

Mayra Diaz: I'm sorry, Lisa, I was reading a comment in the chat. Would you mind repeating that?

Audience: Oh, sure. No problem. I can see that since we're announcing the convening here, if someone from CAEP is interested in attending that convening, but they are not currently a round one, two, or three recipient, can they attend? Or is this initial convening only for current grantees? Thank you.

Mayra Diaz: Thank you. So as of right now, there is limited slots. I know we still have some capacity, but we have a few remaining slots available. We are targeting our rounds one through 3 grantees. And then as we get closer, if they're still capacity I obviously we want to-- the information is going to be all tied to the ELL Healthcare Pathways Initiative and pertinent to rounds 1 through 3. And that is a target audience.

But I think if we still have additional spots available-- it is a free event, absolutely. I would say we can definitely open it up. The event is about a month and a half away. I think registration closes September 1, if I'm not mistaken.

I'm assuming some round three grantees were just made aware of the next steps for them to conduct their budget modifications. And so we're hoping to see more registrations coming through from our round three grantees, given that they were awaiting the budget and funding decisions for round 3. So we're hoping to fill up the slots. But if we still have some slots available, yeah, absolutely. Reach out.

Holly Clark: And then Dr. Holder-Jackson, if you can send me an email with your details of your proposal, I can address those with you off of the webinar.

Audience: OK. Thank you.

Holly Clark: You're welcome.

Diana Batista: Well, it looks like we really covered the information they needed on the allocations, and maybe we can give everyone a couple of minutes back to their morning.

Holly Clark: Yes, and if you will, please just fill out the evaluation for us. And like I said, just click the three dots in the upper right hand corner of the chat. You can download the chat and use those URLs at your convenience to fill out the evaluation register for the summit. And in the next two days, submit a proposal for the summit.

Mandilee Gonzales: OK.

Holly Clark: Thank you, Mayra, thank you, Diana, thank you, Mandilee. We appreciate you.

Mayra Diaz: Thank you. And Thank you, Holly. Thank you everyone.

Mandilee Gonzales: Yeah, thank you, Holly. Thank you, Lisa, for being here. All right, everyone, have a great day.

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