(SPEECH) [AUDIO LOGO] (DESCRIPTION) A logo consisting of an outline of a white person with one arm reaching up inside a blue circle. O TAN. (SPEECH) SPEAKER: OTAN, Outreach and Technical Assistance Network. (DESCRIPTION) A rainbow circular logo surrounded by text. Face to face and online training. News articles. Teaching with technology. Annual technology and distance learning symposium. Teachers' and administrators' digests. Online resources for adult education. O T A N dot U S. 9 1 6 2 2 8 2 5 8 0. O TAN Online. California Adult Education Online and Reporting Updated Course Approvals Procedures. Presenters, Renee Collins, Director, O TAN. Yolanda O'Shea, Database Designer, O TAN. A slide with the same text. Renee Collins. (SPEECH) RENEE COLLINS: Good afternoon, everyone. Thank you for joining us today for an update on the California Adult Education course approvals process. My name is Renee Collins, director of Adult Education at Sacramento County Office of Education. I direct the Outreach and Technical Assistance Network and the SCOE arm of the CAEP Technical Assistance Project. I want to take a moment to thank the team that helped update the course approval site. From CDE, Dr. Carolyn Zachry. Dr. Cory Rayala, and Neil Kelly. From the field, we have two OTAN subject matter experts, Yecsenia Delgado-Lorenzo and Francisca Wentworth. And from OTAN, we have our development team members Yolanda O'Shea and Angela Steele. Today, we're going to review the changes that have been made to date to the site. However, please note that there will be more changes to come in the next year. (DESCRIPTION) Collins reads from the slides. Agenda. (SPEECH) So in the next hour, we will address the following agenda items. What are course approvals? What changes can you expect for 23-24? Why are the course approvals needed and who's required to do them? And how do you navigate the course approval site? Once we're done kind of giving you the logistics, we will-- Yolanda O'Shea will be taking us through a live demonstration of the course approval site on the online application and reporting site. And then we'll come back together for a Q&A to close out the hour. (DESCRIPTION) What are course approvals? (SPEECH) So what are course approvals? California school districts and county offices providing adult education must have their courses and course outlines approved by their local board and on-record with the California Department of Education Adult Education Office. The course approval system has courses that may be selected and submitted from an approved course list. The course approval system is accessible through the California Adult Education Online Application and Reporting site. (DESCRIPTION) H T T P S colon forward slash forward slash C A adult ed reporting dot org forward slash adult ed. (SPEECH) The Online Application and Reporting site, also referred to sometimes as the OAR site, requires a login. If your agency doesn't have a login to the OAR site, you can connect with your regional CDE consultant to request access to the system. And finally, very important to note that you do want to submit your course approvals on an annual basis. And if you're making any changes throughout the year to your course list, you will want to resubmit your course approval to make sure that you have all of your courses listed. (DESCRIPTION) What legislation governs this process? (SPEECH) The following education code governs the course approval process. The State Superintendent of Public Instruction is required to establish procedures for K-12 and County Office of Education adult schools to secure course and program approval. This is part of Education Code Section 52506, and this is really why the course approvals site was developed by the OTAN team and CDE. And then Education Code 51056, a course of study for each adult school shall be prepared under the governing board of the district maintaining the adult school and shall be subject to approval of the CDE if those classes are offered for state apportionment. So this education code has not changed but we wanted to make you aware of it and know that the course approvals are really specific to our K-12 and County Office of Education adult schools. (DESCRIPTION) What changes can you expect for 23 24? (SPEECH) All right. Some of the changes that you can expect for 2324 include the first bullet, a change to how we refer to course approvals. If you've been with adult education for a number of years as I have, you may have heard of course approvals referred to as the A-22 or the A-22 process. We have retired this term and will now refer to the approval process as simply course approvals. In the case that there have been additions or changes to education code or we just want to let you know what education code to reference, we have updated that language in the course approvals. There have been some updates to the approval letters. So later on in the webinar, Yolanda O'Shea will walk us through those approval letters. Probably the most significant changes are to the Career and Technical Education program area. The courses are organized now by industry sector and pathway, and we'll talk about how to identify the appropriate course codes and titles as you're selecting your courses. And then finally, you'll see some minor changes to the CTE course pages to reflect updated education code and practice. (DESCRIPTION) Job market study changes. Before establishing a career technical education training program, a job market survey must be completed and the governing body of the member or the local consortium must determine if the proposed course/program is needed. Related Education Code. Before establishing a career technical education training program, each member of a local adult education consortium, or the consortium as a whole, shall conduct a job market study of the labor market area in which it proposes to establish the career technical education training program or rely upon the most recent job market study of the labor market area conducted by the local workforce development board. The study shall use local labor market information and consider a supply analysis of existing career technical education training programs for adults maintained by high schools, community colleges, and other postsecondary educational institutions in the geographic area to ensure that the anticipated employment demand for adults enrolled in the proposed training program justifies the establishment of the proposed courses of instruction (EC 84906(a)(3)(A). After completing the job market study and before establishing the career technical education training program, the governing body of a member of a local adult education consortium, or the consortium as a whole, as applicable, shall determine if the job market study justifies the proposed career technical education program (EC 84906(a)(3)(B). Job market surveys do not apply to CTE courses that were offered prior to January 1, 2022. (SPEECH) I apologize for the small print and the density of this slide, but we wanted to make sure to give you the full requirements and education code related to the job market study requirements. Before establishing a career technical education training program, Education Code 84906 requires a job market survey must be completed and the governing body of the member or the local consortium must determine if the proposed course or program is needed. Agencies should be looking at labor market information and work with their workforce development boards to establish a demand for the proposed CTE program. Consortia should also consider training programs that may already be available in the local area to avoid any duplication of services. Job market surveys do not apply to CTE courses that were offered prior to January 1, 2022. So this is a relatively new change to the education code. (DESCRIPTION) Course outline changes. (SPEECH) Course outline requirements. Course outlines are recommended but not required before requesting course approval. If you are a WIOA2-funded agency and have a federal program monitoring visit or an FPM, your CDE consultant will request to see your course outlines on file. There are recommended components for course outlines that have not changed. They include the following six elements-- the goals and purpose of the course, the performance objectives or competencies, the instructional strategies, the units of study and approximate hours to complete each unit, the evaluation process, and the repetition policy, telling how many times a student can retake a particular course. (DESCRIPTION) Related education code, E D 51056, 52504, 52506, 5 C.C.R. 10508 B, Adult Education Handbook for California 2023. Approval letter changes. (SPEECH) Some minor changes have been made to the approval letters that are generated once your consultant has received and approved your submitted course list. Your assigned CDE consultant will be the approver. Any questions during this process can be directed to your program consultant. The system is now fully electronic, so don't expect a signed letter as you maybe have in the past. And then finally, if you choose to make any changes to your courses throughout the school year, just know that you will need to submit a new course approval request. (DESCRIPTION) How to navigate. (SPEECH) OK. it's time to walk through what you will see on the course approval site itself. This website is caadultedreporting.org or C-A-A-D-U-L-T-E-D-R-E-P-O-R-T-I-N-G.org. That's our Online Application and Reporting site. (DESCRIPTION) How do you navigate the site? (SPEECH) So to log in to the-- so first, you're going to want to log into the OAR site. And then on the navigation bar, here you can see Course Approvals under the red arrow. (DESCRIPTION) A screen shot of the top bar of the page has a red arrow that points to Course Approvals. (SPEECH) So you'll want to click on Course Approvals to be able to enter that area. Anyone assigned by the authorizer at your agency is able to access course approvals. If your agency has not had previous access, users will need to be set up via course approval form that your CDE program consultants will have. (DESCRIPTION) Course Approvals Site. (SPEECH) Once you're logged in to the system, you'll see a navigation bar on the left. And the Home button, this is where you will see an overview of the requirements for course approvals. Under Select Courses, you will be able to select the current fiscal year. In our case, it's '23-'24, and then you will be able to go into the area where you will select your courses. Once you select your courses you can review your course list. And if you need to make any edits, you can make it directly from this page. And then finally request approval. So you will want to make sure that you click the button that says Submit the list for CDE approval. If you do not click the button, your consultant will not receive it or be able to approve it. And then finally once it is approved, you will be able to go to this tab, Approval Letters in order to access the electronic version of the approval letter. You can download the letter or email it to yourself. You will also be able to see any previous letters from prior years. (DESCRIPTION) General steps. A screenshot of the page is titled, Select, Delete, or Add courses for fiscal year 2023 2024. Columns for Academics and Career technical education are below. (SPEECH) So now we're going to get into how to select the appropriate courses. And as there have been no updates to the academic courses, we're really not going to focus there today. We're going to focus more on how to choose the correct career and technical education course. But you can see in the image-- on the left of the image is the academics-- adult basic education, adult secondary education or high school, civic engagement and ESC electives, and English as a Second language. In order to select those courses, you would just click on the academic area that you want to add courses and then you will follow a very similar method to what we're going to be walking through with the career and technical education courses. We have not made any updates to the academics this year, but it is our plan to make some changes and updates heading into next year. So you can expect to have an update to this webinar in the coming year. So let's really focus on the right side of the image where it lists the career technical education industry sectors, and I'm going to walk through really how we're going to go about selecting these courses. So once you select the year '23-'24, you're going to choose the appropriate industry sector. Perhaps you have a course in building trades and construction or you have a course in health science and medical technology, you will click on the appropriate industry sector. And then once in you will choose the pathway that's associated to your course and then you will be able to break it down even further and choose the course that is most appropriate. Under each pathway you're going to be required to select when you've done a job market study. So remember there's that new education code that you must have a job market study prior to starting a new program, so we're going to ask you to complete some information related to that. You will also have to indicate the job titles that this course will prepare students for, the licensure type or certification that you're preparing students for, and then we'll talk about-- and then you'll have to choose the specific course, whether it be an introductory, intermediate, or advanced course. (DESCRIPTION) Medical Assistant Course. A screenshot of the page is titled Career Technical Education, C T E, and has boxes to check options below. (SPEECH) So here we're within a medical assistant course. We're looking at the health science and medical technology industry sector or program area, and you need to mark when you have just most recently done the job market study. Perhaps it's 2023, the current year, or perhaps you did a job market study maybe two or three years ago when you started a program in the past. If your program is new this year you will want to check the box that says New program for '23-'24. Under Job Titles, you want to select at least one. You must select at least one or you will not be able to continue. And then-- oops, I'm sorry. And then also under Certification and Licensure, you must select at least one license that you're preparing students for with your course. (DESCRIPTION) Selecting courses under a program area. A screenshot of the page has red arrows pointing to, New program for 2023 2024 in the top right. Below that, job title with check box options. Below that, certification slash licensure with check box options. Below that, a course list with course number and a most recent year outline developed or updated. (SPEECH) OK. This is a larger view of the CTE page. Again, we've got the job market study at the top. You'll notice there's a little circle with an i in it throughout the document. All of these i's are additional information. So if you were to click on Job Market Study, for example, you would see more about the requirements for having to list the year that you did a job market study. Or for example, if you come down to intermediate child development and you click on the i, you would be able to get a description of that course. So don't ignore the i's if you have additional questions. But again, job titles, select at least one; certification licensure, select at least one. You will want to select your course number here after you've determined what it's going to be. And then you will also have to indicate your most recent year that a course outline has been developed or updated. But you will not have to submit that course outline on the course approvals. You just want to make sure that you retain a course outline in your files, in your system at your site so that if and when you have an FPM visit, especially for the WIOA2 folks, that you will be prepared. (DESCRIPTION) Overview of course titles. A screenshot of the page shows the list of course titles and levels. (SPEECH) So when you go into the course approval system this year, you'll notice that the course titles have been simplified. Courses under each pathway are now divided only into three courses-- an introductory course, which is an overview of the pathway, a concentrator course, which is the intermediate level course or courses, and then capstone course is the advanced level that leads to licensure. So many of our agencies we have short-term CTE that generally doesn't take more than a year to complete and must lead to licensure of some type or certification. So many of our courses are going to be considered capstone courses. But let's take a look at the image here on the right. We have two pathways that are listed. Under the Health Science and Medical Technology industry sector, we're seeing Mental and Behavioral Health. In Biotechnology, you see the simplified course structure-- Introduction to Mental and Behavioral Health, Intermediate Mental and Behavioral Health, and Advanced Mental and Behavioral Health. If you know that you have a course that ends in some type of licensure or certification, you are going to choose this course. This is the course that you are offering. But maybe you have two or three courses that lead to that capstone course where you're going to get certification, then maybe you will have an Introduction to Mental and Behavioral Health as your course number one, Intermediate Mental and Behavioral Health as course number two, and then once the students are at the point where they're ready to get their certification, you would have the Advanced Mental and Behavioral Health course. (DESCRIPTION) Course code definitions. The cover of two books. (SPEECH) I wanted to let you know about two resources that are very helpful in helping you determine which industry sector and pathway that your course belongs to. So the first resource is the CTE Model Curriculum Standards. The standards and framework identify all of the 15 industry sectors within California and then it breaks it down further into the pathways and the standards for each pathway. So the way that I would use this resource is you take your course outline or your course objectives. You look at the model standards and you try to choose the industry sector and pathway that most closely align to the objectives in your course. And then the other document on the right, the Career Technical Education Course Code Definitions by Sectors and Pathways, this is the full list of codes, titles, definitions. (DESCRIPTION) www dot C D E dot C A dot gov forward slash C I forward slash C T forward slash I G forward slash documents forward slash C A L P A. S U S E R G U I D E 21 hyphen 22 dot doc X. (SPEECH) It's really what you're going to see on the course approval site, but it's in one document that you may find useful to look at in a slightly different manner. So these are great resources for you. So I would encourage you to keep them handy. (DESCRIPTION) Review the course list. A screen shot shows the course list with name, number, year developed, and edit button. (SPEECH) So we've completed the selection of our courses and we're going to review the course list. This is the Review page. You can see on the right that you have an opportunity to edit. If you do need to edit something you can just click right there in the box and it will take you directly to the page where you can make your edits. (DESCRIPTION) Request approval. (SPEECH) And then once you've reviewed you will want to submit your course list to CDE. So this is the blue button that I was talking about. Make sure that you click Submit Course List to CDE for Approval. Another thing that we just really want to emphasize is that any time you add classes even throughout the year, you should resubmit your list to CDE. (DESCRIPTION) Updated Approval letter tab. A screen shot shows a list of approval letters by date. (SPEECH) And then here once approved, you'll have access to the electronic copy of your approval letter. As shown in this slide, you'll also be able to see approval letters from prior years, and you can download it or you can email it to yourself. So at this time, I'm going to stop my sharing and I'm going to invite Yolanda O'Shea to walk us through a live demonstration of the course approvals and then we'll come back and answer any questions you might have. (DESCRIPTION) Yolanda O'Shea. (SPEECH) YOLANDA O'SHEA: OK. Good afternoon, everybody. Renee, feel free to interject anytime if you have something to add. (DESCRIPTION) The California Adult Education Online Application and Reporting web page appears. (SPEECH) This is the page you will come to on the California Adult Ed reporting site. It is where you will log in. But before we log in, I want to direct your attention to this link down here on the right-hand side which says California Course Approvals. (DESCRIPTION) She clicks the link. the Course Approvals page opens. She clicks Approved Course List on this page. (SPEECH) And then again click on the approved course list and this will take you to the entire course list of all the currently approved courses. (DESCRIPTION) The list of courses opens. (SPEECH) We start with the academics and move on through the CTE courses. It's extensive. It's also searchable. If you click on-- sorry, Search course by name or number, (DESCRIPTION) She clicks Search course by name or number and the search bar opens. (SPEECH) you can put your search term in. Let's search for aiming and we get Introduction to Games and Simulation. It will search the course title and the description, so you should be able to find what you're looking for that way. Let's see. If we go back to the home page, if you are an agency who has not had access to course approvals in the past, you can contact your CDE regional consultant at the email and number in this little blue box and they will help you get set up. (DESCRIPTION) She returns to the main page and logs in. The home page opens with links on a top bar. (SPEECH) Once you log into the system, this is the home page. This is the home page for the entire OAR, the Online Application and Reporting site. You'll want to select Course Approvals from the green banner and that will take you to the Course Approval System. (DESCRIPTION) She clicks Course Approvals on the top bar. The Course Approvals page opens and she navigates it as described. (SPEECH) The top blue bar on this page will give you the status of your course approval request. It will either say you're not approved for this fiscal year or your request has been sent to CDE and is waiting their attention, or you've not been approved. It will give you some sort of status on your request. It also gives you a very general sort of directions on how to complete the request. It mentions the seabeds and some resources on where to get information, but also it tells you the name of your particular CDE regional consultant and how to contact that regional consultant. It also gives you the general number for CDE. Now, if you're doing your course approval for this year, you can select this big blue button right here. But you can actually do a course approval for a previous year if you have a need by selecting the select courses link on the left. We're going to focus on this year, so we're going to click the big blue button and it will take us to the Program Areas page. (DESCRIPTION) She clicks the blue button and the program areas page opens showing two columns that list academics and career technical education. (SPEECH) On the left are all your academics. Those have not changed this year. They're exactly as they were for the last-- I'm not sure, 10-ish years or so, and selecting courses for the academics is very simple. (DESCRIPTION) She opens the page and selects the options. (SPEECH) You select your program area, you select the courses that you want to request approval for by checking the box next to the course number, and you select a year for your most recent course outline. By clicking on the little i, you get a brief description of the course, and by selecting the i under the course outline, you get some information on what's required of a course outline. Let's get rid of that. There we go. OK. So you're going to select all the courses that you want to select in any given program area. And then once you've made your selections, you're going to scroll all the way to the bottom and Save My Selections. If you don't select the Save My Selections button, nothing will be saved. (DESCRIPTION) She clicks the Save My Selections button. (SPEECH) So we select that and it takes us back to the program selection area and you can select another program area. Now the CTE courses require a little bit more information. I will need to have a job market study. Select the year for your job market study for this particular program area. If you have any questions, again, the i gives you the information that you may need. If you click on an i and it doesn't give you the information you're looking for, contact your CDE regional consultant and they should be able to answer your questions for you. If this is a new program for your agency this year, you'll want to let them know by selecting the checkbox next to New program. And then you will be required to select at least one job title and one certification. Again, the i's in those areas will give you some information on those. And then the rest of it is the same as it is for the academic. Select the courses that you want, select the year for your course outline, select all of the courses that you will be offering, and then save your selections. If for some reason you forgot, your finger slipped, the mouse slipped, or something and you forget to check a box in either job titles or certification or you forget to include a course outline year, it will not let you progress. It'll just bring you right back to this page with an error message telling you that you must have at least one certification or one job title or you forgot your course outline or whatever it is that you forgot to do. It won't make you guess, it'll tell you what to do, and then you save your selections and move on to the next area. So all of the CTE courses are going to look basically the same. You make your selections and then save those selections down here. There we go. Now once you've made all the selections you're going to make, you go to your review course list, select this fiscal year, (DESCRIPTION) She clicks review course list on the left-hand side and clicks the year 2023 2024. The list of courses opens. (SPEECH) and it will give you a list of all the courses that you selected. It gives you the course name, the course number, the course outline year. In the CTE courses, it will tell us the job market study date and whether or not it's a new program. Also, if you need to make a change, you selected Fundamentals of Art, but you didn't really mean to do that. Select Edit and it takes you right back to that page, and you deselect by deselecting the course number and deselecting the course outline year, and then you save your changes again. (DESCRIPTION) She clicks save my selections on the bottom of the screen. (SPEECH) And then we can go back and review that course list again, make sure it's exactly as you want it. You can add and subtract courses any time you want, all year long. The system doesn't close, except at the switch of the fiscal year for a couple of days. To request approval, once you have your course list the way you want it, we click on the request approval link and you must click this big blue button. (DESCRIPTION) She clicks the request approval link on the left-hand side, then the blue button to Submit course list to C.D.E. for approval in the center of the screen. (SPEECH) By doing so, it sends an email to your CDE regional consultant and they will now check the system and approve your request. If we go back to the home page now, it will tell you that your course approval for this fiscal year is awaiting CDE action. Please check back later. And when it receives that action, this message will change and it will tell you what their decision was. To view current or past approval letters, you just click on the link for that and it tells you the fiscal year and it gives you a link to the actual letter. (DESCRIPTION) She clicks the Approval letters link on the left-hand side and a list of approval letters opens. She clicks a letter to open it. (SPEECH) This is what the letter looks like. It's in PDF format. It tells you the date of the approval, who it was sent to, your CDE's code, who at the CDE office is responsible for your course approvals, and how to contact that person. And then it gives you a list of every course that you have received approval for-- the course number, the name, the course outline year, and the study date. And it gives you, again, the Ed code that is referring to course outlines. And I think that is it. Renee, do you have anything to add? (DESCRIPTION) Collins. (SPEECH) RENEE COLLINS: I don't. That was great. A great recap. Thank you, Yolanda. (DESCRIPTION) A rainbow circular logo surrounded by text. Face to face and online training. News articles. Teaching with technology. Annual technology and distance learning symposium. Teachers' and administrators' digests. Online resources for adult education. O T A N dot U S. 9 1 6 2 2 8 2 5 8 0. O TAN Online. California Adult Education Online and Reporting Updated Course Approvals Procedures. Presenters, Renee Collins, Director, O TAN. Yolanda O'Shea, Database Designer, O TAN.