Alabama Community College System - ACCS

Alabama Community College

System

2020-2021 Adult Education Procedure Manual

Table of Contents

Introduction .............................................................................................................................. 4

Adult Education Services.......................................................................................................... 6

Adult Education Program Design ........................................................................................ 7

Orientation ............................................................................................................................ 7

Scheduled Classes .................................................................................................................. 9

Core Services ......................................................................................................................... 9

Adult Literacy ....................................................................................................................... 9

Adult Basic Education .......................................................................................................... 9

Additional Services.............................................................................................................. 10

Institutional / Corrections Education ................................................................................. 10

Family Literacy .................................................................................................................. 11

English Language Acquisition ............................................................................................ 11

College and Career Readiness ............................................................................................ 12

Integrated Education and Training ¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­. 13

Career Pathways and Bridge Programs ............................................................................. 14

Performance Areas/Measures and Outcomes .................................................................... 15

Adult Education Student Eligibility ................................................................................... 16

Enrollment........................................................................................................................... 18

Program Exit ....................................................................................................................... 19

Family Educational Rights and Privacy Act (FERPA)...................................................... 19

Assessment ........................................................................................................................... 20

Assessment Policy................................................................................................................ 20

Targeted Instructional Progress (TIP) Testing .................................................................. 21

National Reporting System ................................................................................................. 22

Administration of Assessment Instrument .......................................................................... 23

Remote Proctoring of Assessments ¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­.23

Approved Assessments ........................................................................................................ 24

TABE Locator ........................................................................................................................ 24

Post-Assessments ................................................................................................................. 25

General Post-Assessment Requirements ............................................................................ 25

NRS Levels .......................................................................................................................... 26

English Language Acquisition Levels.................................................................................. 27

WorkKeys and Informal Assessment Instruments ............................................................ 28

Professional Development for Assessment .......................................................................... 29

Contact and Attendance Hours .............................................................................................. 29

Data Collection and Reporting ............................................................................................... 29

Distance

Learning¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­30

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Distance Learning Curricula .................................................................................................. 31

Identifying and Reporting of Contact Hours .......................................................................... 31

Assessing Distance Leaners ................................................................................................... 32

Training Requirements .......................................................................................................... 33

GED? Services ......................................................................................................................... 33

Requesting an official Transcript, Diploma or Verification.................................................... 33

GED? Credentialing .............................................................................................................. 33

Smart Transcript.................................................................................................................... 35

Accomodations for the GED? Test ........................................................................................ 35

Age Alert ............................................................................................................................... 36

Personnel ................................................................................................................................. 38

Personnel Changes ............................................................................................................... 38

Hiring and Recruiting Guidelines ......................................................................................... 38

Allowable Administrative Models¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­39

Job Description for Adult Education Program Director......................................................... 40

Job Description for Adult Education Program Facilitator¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­.

Job Description for Adult Education Instructor..................................................................... 42

Job Description for Instructional Support Staff ..................................................................... 44

Job Description for Non-Instructional Staff .......................................................................... 45

Professional Development ................................................................................................... 46

Financial Management/Accounting System ....................................................................... 49

Financial Management Standards .......................................................................................... 49

Essential Financial System Requirements .............................................................................. 49

Records ................................................................................................................................. 50

Control of Assets................................................................................................................... 50

Allowable Costs .................................................................................................................... 50

Source of Documentation ...................................................................................................... 50

Travel Regulations ................................................................................................................ 51

In-State Travel ...................................................................................................................... 51

Out-of-State Travel ................................................................................................................ 52

Agreement Modifications ....................................................................................................... 52

Reporting ............................................................................................................................... 53

Administrative Costs .............................................................................................................. 53

Administrative Costs ¨C Non-Instructional ......................................................................... 53

Non-administrative Costs ¨C Instructional .......................................................................... 54

Expenditure Documentation ................................................................................................... 54

Property Classifications.......................................................................................................... 55

Equipment/Furniture/Technology ........................................................................................... 55

Inventory ............................................................................................................................... 55

Lost, Damaged, or Stolen Items.............................................................................................. 56

Disposal Procedures ............................................................................................................... 56

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Budgets .................................................................................................................................... 57

Budget Instructions ................................................................................................................ 57

Creating a Budget.............................................................................................................. 58

Submitting a Budget .......................................................................................................... 59

General Instructions Related to the Budget Process ........................................................... 60

Budget Amendments ............................................................................................................ 65

Budget Amendment Guidelines ......................................................................................... 66

Program Monitoring ............................................................................................................... 67

Risk Assessment ...................................................................................................................... 67

Other AE Programs and Initiatives ¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­ .69

Glossary ................................................................................................................................... 76

Alabama Adult Education Common Acronyms¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­...¡­81

Annual Performance Goals/Indicators...¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­.¡­.¡­.84

Alabama Adult Education State PY 2020-21 Performance Goals¡­¡­¡­¡­¡­¡­¡­¡­¡­.84

Alabama Adult Education State Fiscal Year 2021 Goals¡­¡­...¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­.84

PY 2020-21 NRS Performance Measure Targets¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­¡­.......85

Last updated: 11/12/2020

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INTRODUCTION

This procedure manual is designed to provide relevant information regarding the procedures

that govern the delivery of adult education programs through Alabama Adult Education

(AAE), a unit of Alabama Community College System (ACCS).

The Alabama Adult Education, Alabama Community College System is held accountable

by the state of Alabama and the U.S. Department of Education¡¯s Office of Career,

Technical, and Adult Education (OCTAE) to improve the educational status of adult

Alabamians. AAE serves eligible Alabamians who do not have a high school diploma, who

function at low levels of literacy, or who want to learn the English language. This is

accomplished through the provision of basic skill instruction aligned to academic standards

leading to high school equivalency preparation, postsecondary success, and/or gainful

employment.

The federal Adult Education and Family Literacy Act, Title II of the Workforce Innovation

and Opportunity Act (WIOA), mandates our state to:

1) Assist adults to become literate and obtain the knowledge and skills necessary for

employment and economic self-sufficiency.

2) Assist adults who are parents or family members to obtain the education and skills

thata. Are necessary to becoming full partners in the educational development of

their children and

b. Lead to sustainable improvements in the economic opportunities for their

family.

3) Assist adults in attaining a secondary school diploma and in the transition to

postsecondary education and training, including through career pathways; and

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