Office of Adult Institutional Education Programs

OFFICE OF ADULT INSTITUTIONAL EDUCATION PROGRAMS PRINCIPALS MEETING JUNE 14-15 BLENNERHASSETT HOTEL – PARKERSBURG

June 14, 2012 – Principals meeting

PARTICIPANTS:

Keith James WVDE Fran Warsing WVDE Jacob Green WVDE Gary Wingrove WVDE Marjorie Youngs Martinsburg Correctional Row Harman Anthony Correctional Judy Burkle St. Marys Correctional Mike Shaffer Central Regional Jail Kari Rice WVDE Shawn Rubenstein Pruntytown Correctional Christopher Blake Mt. Olive Ernie Gooding Huttonsville Correctional Lori Loomis Lakin Correctional Greg Curry Denmar Correctional Rhonda Mahan WVDE

Fran welcomed everyone to the meeting. She announced our new office title which will be the Office of Adult Institutional Education Programs. Our office location will be in the same building but in Room 221. Letterhead will need to be replaced, new letterhead will be sent. Keith will be working with both offices on CTE and will be doing NCCER training. Mike will continue supervise the regional jails he was given, Jacob will supervise the remaining jails.

Budgets – currently everyone will still be employed full time and part time. We will be meeting with Chuck Heinlein soon to discuss budgets. We will keep you informed on how this is progressing.

We do not know who will be doing the training for the new GED test, but that information will be coming as soon as Fran has a meeting with Bob Hull and others on July 6.

Personnel Action Forms – Put grant number on form and effective dates (if don’t know call Jacob). The line for justification must have something there. If not filled out completely there will be delays. Purchase orders – All purchase orders will come to our office first and then will be sent down to Duane and Nicole. Send release orders to Rhonda also, everything will be sent to us now. If you are having problems with bids we will work with you on them. Call us anytime if you are having problems with any of these items and we will help you.

Certifications – The list has been checked and everyone has been notified if they had individuals who need to renew. Each school was given a list of their employees who need a renewal.

Every facility will need to have a new class, Aftercare. Enter people in this class in AMEIS. Anybody who has taken or completed a CTE or ABE program will be entered into this class and it must be a 3 hour class. Release of Information form for this class was included in the packet. Use this form exclusively for this class. This will become effective July 1.

ABE Updates – Mike Shaffer has checked staff development hours. A form was distributed for individuals who have credit due. Check with individuals to make sure they have submitted their assignment.

Since budgets will be a little tighter we would like for you to use the comparison chart on the file cabinet when planning a trip. It will help you decide the most economical method of travel. This will be a cost saving and will be beneficial.

Keith – CTE Conference is coming up soon. Mail hard copies of NCCER forms to Keith, he will see that they are forwarded to correct individual.

Take time to go through your shops and check your safety procedures. Keith will be doing a safety audit in each facility.

FInance – There is now a 13 page document that is to be sent with a bid or quote to the vendor you are requesting the bid or quote. This doesn’t have to be signed unless you are getting a quote from a contractor.

Statewide piggy back contract – look at purchasing page of contracts and look at piggy back contract page for item you are trying to order.

FIMS access – when you receive a new password, log in to make sure it works. Textbook contract - take quote, go to multiple list, use course number (WVEIS course number), multiple list for that vendor, print off pages and attach to the PO. Only do the release order for what is on the multiple list. Get quote from multiple list, if you want new items you need to do 3 bids.

Testing materials – copyrighted test materials, treat it as a sole source, you must get an original letter (sole publisher and provider). Get bids or quotes, only the lowest has to be registered with the state. Must be signed bid. Publisher can send out printed pages for their bid if signed.

P Card Implementation

Purchase order must be preceded by an approved purchase order Receiving reports as required by policy Make sure the vendor knows we are tax exempt If for a service, you don’t need to do a receiving report Sent reconciliation to Phil by the 10th day of month, to him by the 10 not put in the mail on the 10th. Probably through email would be best.

Reconciliation of Pcard Purchases:

Phil Uy presented on Pcard reconciliation and the information that will need to be entered. A power point document was provided to assist in this process.

June 15, 2012 – Principals meeting

Participants:

Fran Warsing WVDE Shawn Rubenstein Pruntytown Correctional Margie Youngs Martinsburg Correctional Row Harman Anthony Correctional Judy Burkle St Marys Correctional Jacob Green WVDE Greg Curry Denmar Correctional Keith James WVDE Chris Blake Mt. Olive Correctional Ernie Gooding Huttonsville Correctional Lori Loomis Lakin Correctional Rhonda Mahan WVDE Mike Shaffer Central Regional Jail Kari Rice WVDE

Barry Kelly, Assistant Director – Provided information on the progress of the WIN program. General discussion about collaboration between our offices and participation at various conferences this summer and fall.

Kari – 99 Days – if you have a long waiting list you need to be testing more often. Email Kari or Rhonda if you need books Job Fairs – bring in as many people as you can from the outside. Doing mock job interviews is very important, you don’t have to have a job fair, you can have your CTE people to do mock interviews. This will help people that leave all during the year instead of having a job fair once a year.

September Conference - Kelly still be working on the conference. Teacher of the Year applications are due in a couple of weeks, both for CEA and for our office. Send the CEA application to Mike Shaffer by July 15th for both.

If you have art materials for the conference, let Kellie know how many you will be bringing. We will have easels there for presentation. If you have CTE items, choose your best and send them.

ABE – Should get core items at the CTE conference so will not have to offer at our fall conference.

Fran and Jacob will look at Policies and Procedures to see which ones can be taken out and which can be revised and added. If you have any comments or suggestions let them know.

Need someone to collect and put together our newsletter. We will send it for setup to Mt. Olive to the printing class. Talk to your staff to see if someone would like to take this over.

The next principals meeting will be held as part of the Staff Development Conference in September.