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California Adult Education Program Fiscal Reporting 51 South Bay Consortium for Adult Education

Campbell Union High

2021-22 Q4

Submitted by Dr. Usha Narayanan
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$1,456,371

$595,000 244.77% $1,700,000 85.67% $243,629
2000 - Non-Instructional Salaries

$576,905

$245,000 235.47% $700,000 82.42% $123,095
3000 - Employee Benefits

$985,220

$420,000 234.58% $1,200,000 82.1% $214,780
4000 - Supplies and Materials

$54,051

$209,638 25.78% $598,966 9.02% $544,915
5000 - Other Operating Expenses and Services

$96,998

$209,638 46.27% $598,966 16.19% $501,968
6000 - Capital Outlay

$42,500

$17,500 242.86% $50,000 85% $7,500
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$158,477

$84,839 186.8% $242,397 65.38% $83,920
Totals $3,370,522 $1,781,615 189.18% $5,090,329 66.21% $1,719,807

CAEP funds were utilized to offer programs in CAEP mandated areas. Credentialed and classified staff including personnel devoted to student support are included here. Students receive individualized time with teachers and Student Advisors to develop goals and monitor them. Other activities address all elements of the Annual Plan. Professional development is offered to teachers along with opportunities for them to collaborate. All l classes were offered in the hybrid model and students attended classes online twice a week. Because of the hybrid model, we loaned chromebooks to students who needed them.  

We are still experiencing staff shortages. One position that is solely devoted consortium-wide responsibilities was filled in January. However, we were not able to fill both certificated and classified positions such as a CTE teacher, a curriculum specialist for the secondary and elementary skills program, office staff, and instructional aides.  We ended the year with some positions filled for 2022-23, but not all.  


East Side Union High

2021-22 Q4

Submitted by Traci Williams
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$3,016,035

$4,016,601 75.09% $4,016,601 75.09% $1,000,566
2000 - Non-Instructional Salaries

$1,149,426

$1,264,338 90.91% $1,264,338 90.91% $114,912
3000 - Employee Benefits

$1,693,935

$2,053,555 82.49% $2,053,555 82.49% $359,620
4000 - Supplies and Materials

$175,873

$256,727 68.51% $256,727 68.51% $80,854
5000 - Other Operating Expenses and Services

$354,209

$371,454 95.36% $371,454 95.36% $17,245
6000 - Capital Outlay

$0

$0 100% $0 100% $0
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$319,473

$351,593 90.86% $351,593 90.86% $32,120
Totals $6,708,951 $8,314,268 80.69% $8,314,268 80.69% $1,605,317

Expenditures for the 2021-2022 reflect instructional salaries and supplies needed to provide a quality program in accordance with the consortia's 3 year plan. While the actuals show significant under-run for salaries, we are making every effort to recover from the pandemic level spending. There were vacancies in administrative level positions for several months as well as shift in the make up of staff (newer teachers were hired as a result of retirements). We have also taken on consortium wide positions that were staffed late in the year. 

As enrollment continues to increase, and more programs/courses are offered, we will be able to expended this under-run in the 2022-2023 program year with more PD opportunities available for staff. We are also expanding our use of CANVAS and we have a team participating in the Digital Learning Academy. This will allow us to focus on the digital literacy skills of our students and provide the necessary resources to meet their needs.

Metropolitan Education District

2021-22 Q4

Submitted by Patricia Pottorff Croghan
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$792,610

$876,475 90.43% $876,475 90.43% $83,865
2000 - Non-Instructional Salaries

$506,083

$513,188 98.62% $513,188 98.62% $7,105
3000 - Employee Benefits

$643,770

$838,541 76.77% $838,541 76.77% $194,771
4000 - Supplies and Materials

$41,361

$172,850 23.93% $172,850 23.93% $131,489
5000 - Other Operating Expenses and Services

$243,831

$294,837 82.7% $294,837 82.7% $51,006
6000 - Capital Outlay

$0

$0 100% $0 100% $0
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$111,384

$133,831 83.23% $133,831 83.23% $22,447
Totals $2,339,039 $2,829,722 82.66% $2,829,722 82.66% $490,683

All of CAEP funds were utilized in accordance within CAEP mandated areas in conjunction with the South Bay Consortium Annual and 3 Year Plan.   The majority of our funding was dedicated to instructional salaries and benefits.   Time each day was added for teachers and instructional aides for best practice PD, collaboration, consistent input of attendance and student retention.   This time was utilized to navigate the return to campus and to strategies to keep the student enrollment.  Technology was updated along with Chromebooks and laptops.   The transition specialist also continued to make strives to help with a targeted pathway for each student.  Professional development was offered to the staff and then brought back to our collaborative groups to begin to utilize the best practices learned.  Instructional Aides Para professionals were utilized in the classroom for individual student assistance with technology and language acquisition.  

SVAE transitioned back to campus.   We are still experiencing staffing shortages. We were not able to fill both certificated and classified positions such as a counselor, office staff and instructional aides.  



Milpitas Unified

2021-22 Q4

Submitted by Giuliana Brahim
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$556,264

$556,264 100% $556,264 100% $0
2000 - Non-Instructional Salaries

$54,631

$54,631 100% $54,631 100% $0
3000 - Employee Benefits

$215,344

$215,344 100% $215,344 100% $0
4000 - Supplies and Materials

$295

$295 100% $295 100% $0
5000 - Other Operating Expenses and Services

$3,151

$3,151 100% $3,151 100% $0
6000 - Capital Outlay

$0

$0 100% $0 100% $0
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$36,887

$36,887 100% $36,887 100% $0
Totals $866,572 $866,572 100% $866,572 100% $0

At the end of the school year 2021-22 we did a conscientious budget review, due to a shift of spending in the CAEP budget allocations. CAEP funding allocations spent more on staff and less on overhead costs. Some of our planned projects didn’t happen as the COVID-19 pandemic continued to be fluid from 2021-22. The program grew a small percentage in enrollment and services as we had planned, The overall cost of certificated and classified staff salaries and statutory benefits increased due to the collective bargaining agreements of the unions. 

San Jose-Evergreen CCD

2021-22 Q4

Submitted by Joseph Chesmore
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$235,010

$273,846 85.82% $273,846 85.82% $38,836
2000 - Non-Instructional Salaries

$459,187

$533,241 86.11% $533,241 86.11% $74,054
3000 - Employee Benefits

$349,172

$448,288 77.89% $448,288 77.89% $99,116
4000 - Supplies and Materials

$22,429

$25,000 89.72% $25,000 89.72% $2,571
5000 - Other Operating Expenses and Services

$75,463

$160,127 47.13% $160,127 47.13% $84,664
6000 - Capital Outlay

$0

$0 100% $0 100% $0
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$57,063

$66,826 85.39% $66,826 85.39% $9,763
Totals $1,198,324 $1,507,328 79.5% $1,507,328 79.5% $309,004

Strong efforts are made to continue to recruiting potential adult learners from one of the low socio-economic sections of San Jose, the East Side community, provide ESL and Basic Skills and tranistion them into workforce and apprenticeship programs providing them the opportunity to earn sustainable wages.  Both colleges are putting efforts to expand ESL, Basic Skills and CTE programs to bridge students to credit programs.  Limited number of non-credit summer classes were offered in non-credit area.  Efforts are underway to expand partnerships with community organizations for creating cross referral system for education and basic needs services for the students.  The Center for Economic mobility of SJECCD continue to provide Consortium leadership to drive the agenda and also complete 2022-23 Annual Plan. 

At San Jose City College (SJCC) for Quarter 4 report, the activities included faculty professional development support for allied health and English Second Language faculty to attend training to be aligned to career pathways, the administrative support and non-credit counselor to ensure updates of non-credit courses ($87,649) and staff outreach support (12,917.50), supplies and instructional materials for loaner of textbook materials for non-credit courses (total of $17,579), and benefits associated with the faculty professional development time and staff support expenditures occurred during this reporting period ($46,916.27). With these activities for this quarter, the non-credit courses for the Fall 2022 term are active for the non-credit students. In addition, SJCC leverage $100,000 from Strong Workforce Funds in terms of other support staff’s time and effort and $25,000 in Perkins funds for other faculty instructional supplemental time.

EVC is working with Santa Clara Adult School on a new noncredit pathway for Adult Education Teacher certification, which supports adult education teacher preparation and is itself a workforce pathway. EVC is also designing a number of noncredit pathways to prepare students for college and employment and to enable students to be proficient in English. The college is also working to create an apprenticeship program in custodial services for infectious diseases. The college is working with East Side Adult Education to onboard dual enrollment students and students finishing their diploma programs. The college is in conversation with ESAE about offering career counseling and other supports to help students plan a post-diploma future. Leveraged funds are being used to fund a staff person to be onsite at ESAE 10 hours per week. Leveraged funds have also been used to support faculty development of noncredit curriculum, purchase books for noncredit students, fund staff to work with adults on digital literacy and computer proficiency, provide tutoring for adult diploma students, purchase bus tokens for transportation to campus and other allowable student supports.

Santa Clara Unified

2021-22 Q4

Submitted by Carrie Casto
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$777,792

$906,204 85.83% $906,204 85.83% $128,412
2000 - Non-Instructional Salaries

$444,664

$509,334 87.3% $509,334 87.3% $64,670
3000 - Employee Benefits

$406,460

$436,578 93.1% $436,578 93.1% $30,118
4000 - Supplies and Materials

$34,570

$96,119 35.97% $96,119 35.97% $61,549
5000 - Other Operating Expenses and Services

$108,737

$292,423 37.18% $292,423 37.18% $183,686
6000 - Capital Outlay

$0

$0 100% $0 100% $0
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$35,267

$44,589 79.09% $44,589 79.09% $9,322
Totals $1,807,490 $2,285,247 79.09% $2,285,247 79.09% $477,757

CAEP funds are primarily used to pay for credentialled and classified salaries and benefits to provide instruction and support for students enrolled in High School Diploma, High School Equivalency, ESL, Career and Technical Education programs including Medical Assistant and Administrative Professional Training, and Adults with Disabilities. Credentialled staff include Instructors, Transition Specialists, Program Supervisors; classified salaries include administrative support, including registration, attendance, and TE reporting. CAEP dollars are also used to fund the contract for the SBCAE Disabilities Specialist.

Budget planning includes 1.) expanding services for Adults with Disabilities (AWD), 2.) expanding K-12 Success by adding a parent support group class, 3.) adding ESL and ASE services at a new campus in the school district that serves lower-income families, 4.) develop and prepare the application to become a program sponsor through the California Commission on Teacher Credentialing for the Adult Education Credential, 5.) Expand ESL services into the summer, 6.) upgrade classroom furniture, 7.) expected increase in the cost of certificated and classified salaries and benefits, 8.) Purchasing curriculum for the HSD program. 

West Valley-Mission CCD

2021-22 Q4

Submitted by Eric Grabiel
Approved by Traci Williams
Object Code Year to Date (YTD) Expenditure YTD Forecast % Expended of YTD Forecast Project Budget % Expended of Project Budget Budget Remaining
1000 - Instructional Salaries

$76,130

$104,668 72.73% $104,668 72.73% $28,538
2000 - Non-Instructional Salaries

$231,467

$237,198 97.58% $237,198 97.58% $5,731
3000 - Employee Benefits

$136,359

$136,458 99.93% $136,458 99.93% $99
4000 - Supplies and Materials

$8,312

$118,961 6.99% $118,961 6.99% $110,649
5000 - Other Operating Expenses and Services

$57,500

$85,307 67.4% $85,307 67.4% $27,807
6000 - Capital Outlay

$2,623

$2,623 100% $2,623 100% $0
7000 - Other Outgo

$0

$0 100% $0 100% $0
Indirect Costs

$11,394

$11,395 99.99% $11,395 99.99% $1
Totals $523,785 $696,610 75.19% $696,610 75.19% $172,825

There were less stipends issued and curriculum design changes for Noncredit faculty than was anticipated so instructional salaries were below the amount budgeted. This should change as there are big needs for 2022-23 academic year. Non-instructional salaries and employee benefits were slightly below the amount forecasted due to Transition Specialist vacancies. Supplies expenses fell below as textbooks were not ordered due to Covid and the pandemic. We will also see changes in bus passes and other expenses that will increase due to returning to in-person.