Governor Bruce Rauner
Chair Dr. Lazaro Lopez
Executive Director Dr. Karen Hunter Anderson

Illinois Community College Board

Budget & Finance

As part of program support, we provide Frequently Asked Questions (FAQ’s) to the field. This helps facilitate effective communication and improves the understanding of Adult Education policy. This FAQ has been compiled over several months of responses to the field of Adult Education in Illinois.

 

Q1. What publications must adhere to the Stevens Amendment?

A1. Only those paper publications that reach the public. The Stevens Amendment does not apply to websites, television commercials, or radio advertisements.

 

Q2. What salaries are allowed in the direct instruction row? Is it only for teacher salaries or could the teacher coordinator’s salary be included?

A2. Salaries for Instruction refer to salaries specifically related to anyone who provides direct instruction. For a teacher coordinator, if that person spends a portion of their time in the classroom, that portion would be able to be claimed to Direct Instruction Salaries. The remainder would come out of the other appropriate lines. If “coordination” (i.e. teacher schedules, etc.) is what this person does,that is probably a cost that would come from General Admin. Of course, it is up to whomever does the program’s budgets where to charge the employee’s time, as they know best how much time this person spends in each area.

 

Q3. At the Administrators conference, programs were told that beginning in FY09 (using FY07 data), Program Excellence funds (a component of base funding) will be dependent on having a 65% post-test rate and on meeting or exceeding Federal NRS targets in the instructional types offered by a program. How is the post test rate determined?

A3. As it stands, we would use students with 12 hours. However, we are currently considering a higher threshold for this, based around hours needed to raise a level, but no decision has been made. We have some time yet to consider the matter. Regarding the STAIRS data, we handed out post-tests rates at the April Administrator’s meeting, and you can access this data on the FTP site. I am not sure if there is a way in the current system to access this information on a day to day basis, though you can access the 7.5 hour data via the program status report.

 

Q4. Can a program charge teacher prep as direct instruction?

A4. Yes, but remember that a program is required to generate all funds on the direct instruction line of the budget.

 

Q5. In the ICCB manual on page 14 regarding the Stevens Amendment, does the term ‘project or program’ refer to our Adult Education program in its entirety, or is it referring to the specific marketing piece that is produced with those (federal) funds?

A5. The amendment refers to your Adult Education Program in its entirety. It does not apply to a specific marketing piece. Your statement needs to indicate that $$$$$ or X% of your total program is supported with Federal funding. The program you would be promoting is your Adult Education Program and you would include any and all Federal funds used to support the program. If only ICCB Federal funds are used then the total and percentage would be based upon that amount. However, if there are other Federal sources of funds then the total of all Federal funds and the percentage that is of all of all your resources used to fund the program would be the numbers used.

 

Q6. Can we use ICCB dollars to pay for time off benefits to part time instructors?

A6. Yes. However, remember that any funds placed on the direct instruction line of the budget must be generated.

 

Q7. What is the difference between the 45% rule and the 51% rule?

A7. The 45% rule states that at least 45% of each grant fund (with the exception of Performance) must be allocated to the Instruction Line (Budget Line #1). These amounts must then be entered into the STAIRS program, and each must be generated (40% by mid-year and 100% by the end of the year).

The 51% rule states that 51% of the direct instructional costs of a given class must be paid for using ICCB funds in order to claim all of the instructional units in that class to one of the restricted grant funds. For example, if 51% of the instructional cost of a class is funded by 4800-Federal Basic Funds, and 49% of the cost is funded by some other non-ICCB source, all of the students in the class can be assigned to the 4800-Federal Basic Funds, and all of the units within that class will be generated under the 4800 fund. However, if 51% of the cost had been paid by non-ICCB restricted grant funds, and 49% had been funded by 4800-Federal Basic, none of the students in that class would be eligible to generate under the 4800 fund.

 

Q8. Where should photocopies be charged that instructors make for student use?

A8. These should be charged to the Direct Instruction line, Supplies and materials object of your budget. See page 23 (and section 3.0) in your manual for further reference.

 

Q9. What are the permitted uses for the funds received for participating in the STAR project?

A9. You may use those funds for anything associated with the STAR project and do not need to submit a budget. This includes paying those instructors a stipend for their work.

 

Q10. What line in the budget should we use to charge transportation cost for the IACEA awareness day?

A10. As with all costs, the purpose of the activity will determine where the costs will be charged. If staff are attending the IACEA Awareness day then the cost of transportation should be charged to the administrative line as this is an administrative activity. If however, students are attending and the program has spent time in the classroom discussing the process of government and the students will be visiting with their legislative leaders or visiting other historical sites in Springfield then the trip would be classified as an instructional field trip and the costs would be charged to the Instructional line in the budget.

 

Q11. Would staff who are funded partly by ICCB Federal Basic and partly through EL/Civics need to complete the time distribution sheets?

A11. Programs are required to keep a time distribution sheet for staff that are funded with two or more Federal sources. EL/Civics funds are federal, therefore, time distribution sheets would be needed for staff funded by both EL/Civics and Federal Basic dollars.

 

Q12. Regarding the negotiated support funds for the Federal Basic and EL/Civics grants, if the program support agreement for the Federal Basic allows, for instance, 10% for Improvement of Instruction, 10% General Administration and 10% Workforce Coordination does that mean we must spend 10% on each of those areas or does it mean that we cannot exceed a total of 30% in all three areas combined?

A12. You must stay within the total program support percentage that ICCB approved on these federal budgets, with the exception that the indirect cost rate cannot change and must be the same percentage across all budgets.

 

Q13. How can my program go about requesting our Federal Funds?

A13. There are two ways to do this. First, you can request a recurring expenditure. This will give you a portion of your funds after a certain period of time, e.g. every other month. Alternately, you can request reimbursement for funds after expenditures.

 

Q14. Can you clarify the supplemental charges that programs are allowed to charge students?

A14. For programs offering ASE courses, $3 per student per unit may be charged to supplement the costs. However, this is only to be charged to ASE courses that are being claimed on State Basic or State Performance. This means that if a course is offered as 5 enrollment hours, then the maximum a student can be charged is $15 ($3 x 5 hrs). Programs should consider separating the students who are being charged and the students who are not. Remember, Public Assistance students should not be included.

 

Q15. If a student is enrolled in an Unrestricted funded class in the fall and then a Restricted funded class in the spring, do we receive level and point gains under Performance funding related to the pre-test, which was administered while the student was only enrolled in an Unrestricted-funded class?

A15. They do receive Performance funds for the level and point gains. This question also works in the reverse—if they take Restricted first and Unrestricted second.

 

Q16. Does my program need to submit a new budget form if we make adjustments to our budget?

A16. No, you may revise your budget without approval from the ICCB and we do not need copies of those revisions. Please note that you are required to keep within all of the budget restrictions for each funding source and that these vary by funding source (general administration, indirect cost, program support percentages, etc.).

 

Q17: Can my program use AEFL funds to provide literacy services for students?

A17. According to the current policy, in order for AEFL funds to be used to fund activities to support a literacy student, that student should be receiving AEFL instructional programming. (You can find more specific details about this on Page 29, Item #7 of the FY07 AEFL Manual.) In short, this means that if a student receives any AEFL instructional services, AEFL funds can be used to support other activities, such as literacy services, to help the student succeed.