State of New Mexico Higher Education Department Adult Basic Education Division
Program Annual Report Preparation Guidelines and Reporting Template
2012-13
Please email reports to: Frances Bannowsky, Director Adult Basic Education Division New Mexico Higher Education Department 2048 Galisteo Santa Fe, NM 87505 [email protected]
Reporting Deadline August 30, 2013 Annual Program Report Checklist 2012-13
Complete, current and accurate cover page Provide introduction and overview of program and program annual highlights (including description of program, geographic service area and demographics. Highlight the program’s unique qualities; Maximum 3 pages). Attach complete, accurate NRS Tables 1-14. Complete Section I (including key data, fiscal and instructional material). Complete Section II (WIA activities, $$ spent, and partnerships). Complete Section III (EL Civics activities). Complete Section IV (Evaluation of program effectiveness). Complete Section V (Other – family literacy, workplace, distance, institutional, etc.). Complete Section VI (Professional development). Attach list of the communities that your program now serves (12+ hours), showing the number of students (with 12 hours or more) served in each community, AND the list of program sites where you offer services. Attach waitlist of students requesting services (including wait-time). Attach list of counties requesting services (including estimated number of students served in each county). Attach list of teacher qualifications with annual report. Attach list of data technician certifications (e.g., LACES, NRS) with annual report. Attach list of names of all staff certified on state approved assessments with annual report (include type of assessment). Attach Cost Survey submitted with annual report. Are Time and Effort Reports on file at your institution/program? (Check if yes)
Optional:
Student picture (and accompanying bio/story of a recent success story in your program. Please be sure to have the student sign an information release, as this information may be used in State or Legislative Awareness marketing activities. Does your program have any relationship with a legislator (describe).
4/3/2018 Page 2 Introduction: NMHED ABE Division provides these guidelines for the Annual Report process for programs to supply 2012-13 data and information. The process helps the State Office to aggregate program data/information for reporting to OVAE at the U.S. Department of Education. Please be sure to contact the NMHED ABE Division Office with any questions. General Instructions: 1. Cover Page that contains the following information: Program Name Institution or Organization (with address) Fiscal Year being reported Submission Date Program Director, Manager or Coordinator Name If applicable, Assistant Program Director, Manager or Coordinator Name Contact Information: Address; Phone; Fax; Email; Website
2. Provide introduction and overview of program (including description of program, geographic service area and demographics. Maximum 3 pages).
3. Attach complete, accurate NRS Tables 1-14 (Section I, Key Data).
If the State ABE Office finds errors in your NRS Tables, your annual report will be returned to be revised and resubmitted. Before sending your report, please make sure that appropriate totals match between the narrative section of the annual report and the NRS Tables and across related tables.
4. Annual Report Narrative (Sections II – VII).
This section includes: Section II (Describe WIA Activities, including $$ spent on WIA activities) Section III (EL/Civics Activities) Section IV (Evaluation of Program Effectiveness) Section V (Professional Development) Section VI (Other Activities)
(Section IV) When you provide an analysis of your program performance (including data), indicate the degree to which your program met state performance measures. If your program did not meet state performance measures, you should explain the reasons why your program failed to meet state performance measures and include your plan to correct this issue. If your program met the state performance measures, please explain the actions your program took that resulted in your program’s success. 4/3/2018 Page 3 Annual Report Data
I. Key Data and Information
Please complete the following tables with complete and accurate information. The information included in the tables must match your LACES database.
Student Data Students with 12 hours or more
Total count of students with 12 hours or more:
Total contact hours for students with 12 hours or more:
Average contact hours for students with 12 hours or more:
Average contact hours for students experiencing level gains:
Count of all GED graduates with 12 hours or more:
Count of GED en Español graduates with 12 hours or more:
Retention Rate:
Students with less than 12 hours
Total count of students with less than 12 hours:
Total contact hours for students with less than 12 hours:
Count of all GED graduates with less than 12 hours:
Count of GED en Español graduates with less than 12 hours:
All Students (regardless of hours)
Total student count:
Number of total instructional hours: Waiting List Data Please provide this information if you are keeping a student waiting list for services.
Please report the total number of students waiting to be served by your program. Please remember to attach a breakdown of the total number of these students by town/community (see Attachments on pages 2-3).
4/3/2018 Page 4 Administrative/Fiscal Data Program Funding vs. Spending Amount of unspent State funds (revert back): Amount of unspent Federal funds (carryover): Amount of unspent EL/Civics funds (carryover)
Cost per Student Please show calculation by adding ABE State and Federal expenditures (including EL/Civics), and dividing by the number of students with 12 hours or more.
(State dollars spent + Federal dollars spent) (number of students with 12 hours = or more): Cost per Contact Hour Please show calculation by dividing the total expenditures by the total number of contact/instructional hours.
(State dollars spent + Federal dollars spent) (total contact hours) = Monitoring Your Budget Please use this rating scale, where 1=sporadically; 2=when receive notices from NMHED; 3=end of academic term; 4=every other month; 5=monthly. Please rate how closely you monitor your program’s budget: = Relationship with Business Office Please rate on scale of 1-5, where 1=weak and unresponsive to 5=strong and responsive. Please rate your program’s relationship with the Business Office: = Instructional Materials 2012-13 I.M. Allocation =
IM Carryover from previous Fiscal Year =
Recoveries from lost/damaged/destroyed IM = Interest earned on IM funds = Outstanding encumbrances = Expenditures = Cash Balance as of 6/30/FY =
4/3/2018 Page 5 Annual Report Narrative
Introduction
Please provide an introduction and overview of your program (including description of program, geographic service area and demographics. Maximum 3 pages).
4/3/2018 Page 6 II. WIA Activities
For this section, please describe how the program has provided or supported services in the workplace development, career, employment and training arena. Please include the following information:
Is the program is represented on the local Workforce Development Board?
Yes No
Describe the kind of services that are provided in collaboration with or through the local One-Stop:
Number of students (12+) served ______
Number of contact hours ______
Provide an estimate of the Federal funds used to support such activities and services:
______
Please add any additional comments regarding services provided related to workplace development, work-based projects, career training, or other projects related to workforce development.
4/3/2018 Page 7 III. EL Civics Activities
For this section, if the program received EL Civics funding for 2012-13, please describe all successful EL Civics activities and services provided by the program for this quarter. Please include the following information:
Number of contact hours ______
Number of students (12+) served ______
List the community partnerships involved in providing EL/Civics services:
What were the intended goals of the program? What challenges were encountered? What lessons were learned? Describe any highlights or special achievements of the program.
Provide a short description and analysis of the trends or patterns based on the student data. For example, compare data across years, types of curricula, student demographics, and list the sites where the services were provided. (1 page).
Number of sites ______(attach a list of the locations of the sites)
4/3/2018 Page 8 IV. Evaluation of Program Effectiveness
Describe progress toward meeting state performance measures. Describe challenges and plans to correct program performance deficiencies, and any professional development used to improve program performance. Use data, graphs, or charts to highlight points. (1 page).
Describe program successes. Compare program performance between fiscal years, and provide explanations for differences in data, training received, student characteristics, retention, or administrative changes. Use data, graphs or charts to highlight points. (1 page).
Describe specific support or technical assistance needed from the State Office.
4/3/2018 Page 9 V. Other Activities (Optional)
For this section, please describe the program’s activities in the following areas (if applicable):
Does the program provide Family Literacy services?
Yes No
Does the program provide Workplace Literacy services?
Yes No
Is the program involved with TANF-ABE?
Yes No
Does the program provide services to Institutionalized Adults (include Federal funds spent)? Yes No $$Federal Funds spent ______
Does the program serve Distance Education students?
Yes No
Is the program involved in Health Literacy services for students?
Yes No
Is the program involved in Financial Literacy services for students?
Yes No
4/3/2018 Page 10 VI. Professional Development
A. Considering your program needs moving forward, please list the top 3 professional development needs for you and your staff members:
B. Considering the in-state professional development offerings provided during 2012-13:
What one professional development activity served your needs best and why?
What one professional development activity fell short of your needs/expectations and why?
Which training delivery method(s) used during 2012-13 best met your needs/expectations:
ACT’s
Gatherings
Annual Conference
Special targeted small group trainings
Web conferencing
Other: (Please explain)
4/3/2018 Page 11 C. List any professional development activities attended for this year, including whether they were in-state, out-of-state or within your institution:
List the activities attended Number of staff attended In-state Out-of-state Within Institution In-state Out-of-state Within Institution In-state Out-of-state Within Institution In-state Out-of-state Within Institution In-state Out-of-state Within Institution In-state Out-of-state Within Institution In-state Out-of-state Within Institution In-state Out-of-state Within Institution
(Please add additional page if necessary)
D. Additional comments:
4/3/2018 Page 12