The information below is a collection of Frequently Asked Questions (FAQ) related to COVID-19 and the services provided through the community colleges and related grant programs. The purpose of the FAQs is to answer pertinent questions to assist colleges and grantees to continue their instructional programs and services. This page will be continuously updated.
If you have additional questions, please feel free to submit them using the link below. For NON-COVID-19 related questions, please work with your appropriate contact at the ICCB.
Click on a section title below to jump to that section’s FAQs.
- General Information: General questions from colleges about COVID-19 and related information (any information that does not fit into one of the categories below)
- Budget, Capital, and Finance
- Data and Accountability
- Dual Credit: Guidance on modifications to dual credit. Includes Joint Guidance from ICCB, IBHE, and ISBE
- General Grant Information: Information that applies to all of ICCB’s grant programs
- Online & Remote Learning: Answers pertaining to the shift to alternative, remote, or online learning
- Open Meetings Act: Questions about modifications to the Open Meetings Act during the Gubernatorial Disaster Proclamation
- Program Review
- Student Financial Aid: General questions about financial aid
- Transitional Math
- Veterans Affairs
General Information
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Q: What is the ICCB doing to rectify the opportunities students in grant-funded programs were promised but are now being told are no longer possible due to a grant’s expiration date?
The ICCB has extended all state funded FY 20 grant agreements through June 30,2021 to allow students the opportunity to complete requirements. See: https://www.iccb.org/grant-opportunities/.
Q: How is Illinois handling the Coronavirus Disease 2019 (COVID-19)?
For more information on the Coronavirus Disease 2019, go to: coronavirus.illinois.gov. Also see the Illinois Department of Public Health website at: http://dph.illinois.gov/covid19/.
Q: Does the Governor intend to issue an executive order to close community colleges and universities at any point?
As the ICCB currently understands it, there are no plans to issue specific closure guidance aimed at higher education, based upon the actions that colleges and universities have taken thus far. Institutions of higher education are expected to adhere to the Governor’s executive orders to ensure the protection, safety, and well-being of students, faculty and staff.
Q: Are ICCB Board Meetings impacted by the COVID-19 pandemic?
ICCB Board meetings may be impacted depending upon the duration of the Stay at Home Order, which also suspends portions of the Open Meetings Act. See: https://www.isbe.net/Documents/EO2020-07.pdf.
Q: What flexibility do colleges have as it relates to the Higher Learning Commission (HLC)?
HLC is communicating directly with institutions and peer reviewers. See HLC’s website for more information: https://www.hlcommission.org/General/coronavirus-updates.html.
Q: Should community colleges be moving toward essential personnel on campus only?
Yes, see: https://www.iccb.org/coronavirus-guidance-resources/ for the latest guidance.
Q: Has ICCB extended the deadline for submission of community college Recognition documents?
Colleges who currently have documents due and are not able to meet the current date for submission may request an extension. Please email Marcus Brown, Senior Director for Academic Affairs and Student Services at Marcus.Brown@Illinois.gov for extension requests.
Q: How do the community colleges plan to conduct graduation ceremonies?
Many of the community colleges are cancelling or postponing graduation ceremonies in accordance with guidelines from the CDC to limit gatherings during this coronavirus pandemic. Colleges are exploring other opportunities to honor and recognize the accomplishments of their graduates including virtual graduation ceremonies. Students are encouraged to check with their individual community college for additional details.
Budget, Capital, and Finance
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Q: For the COVID-19 Financial Impact Report that community colleges are submitting to the ICCB weekly, what types of expenditures and or revenue losses should be included, and how should this information be presented?
Per guidance received from the Governor’s Office of Management and Budget, please include all obligations associated with COVID-19 response and activities and any revenues forfeited or lost due to closures. The ICCB is compiling a summary of all college districts and maintaining running totals of year to date amounts, therefore, colleges should only report expenditures, obligations, or revenue losses that have not been reported previously. There is no implication or guarantee that any funding will be provided to cover costs reported for this exercise.
Q: Is the ICCB coordinating requests for Public Assistance through FEMA on behalf of the community college system?
Community colleges may be eligible to apply for funding under the Public Assistance (PA) Program as a local government if they have more than $3,300 in eligible, uninsured Category B-Emergency Protective Measures costs. Colleges will apply directly through FEMA for this public assistance funding. COVID-19 Financial Impact Reports collected by the ICCB are to track the financial impact on Illinois community colleges for statewide analysis. These reports are being collected regardless of the application for Public Assistance through FEMA and there is no implication or guarantee that any funding will be provided to cover costs reported for this exercise.
Q: Who should we contact if we have questions regarding FEMA public assistance eligibility?
Additional information on the Public Assistance Program is available on the Illinois Emergency Management Agency (IEMA) website at: https://www2.illinois.gov/iema/LocalEMA/Pages/PublicAssistance.aspx. Community colleges that have questions regarding the Public Assistance Program should contact the IEMA PA staff at (217) 782-8719 or PA.Grants@illinois.gov.
Q: Will our state payments be delayed due to the COVID-19 pandemic?
Illinois Comptroller Susana Mendoza issued the following statement on April 2, 2020 advising that significant payment delays are to be expected in the coming weeks and months: https://illinoiscomptroller.gov/about/susana-a-mendoza/statement-from-comptroller-susana-a-mendoza/.
Q: Will community colleges be reimbursed for the costs incurred or revenues loss as a result of the COVID-19 pandemic?
There are no guarantees that any funds will be reimbursed. The Governor’s Office of Management and Budgeting is collecting information about costs and revenue losses incurred by community colleges throughout the state. The ICCB has provided a reporting template to the chief financial officers at each community college. It is a priority of the ICCB to minimize harm to colleges throughout this emergency, insofar as that is possible. Any funds pursued locally through FEMA are the responsibility of the local college.
Q: Have state funded Capital Development Board (CDB) projects been halted during the COVID-19 pandemic?
The CDB has suspended most construction activities, with some exceptions. If you have a project that has already begun, CDB guidance is forthcoming.
Q: Can design work continue for my state funded Capital Development Board project?
Design work not performed at a state facility may still continue if it does not jeopardize the health and safety of the design professionals.
Q: Is construction work considered an essential business during the stay at home order?
Yes, construction is exempted from the stay at home order, but it is up to the contractor and the community college to decide if they will stop a project in progress or continue to work. This applies to local and state funded projects, that have not been halted by CDB.
Q: The Illinois Community College Act requires that bids and RFPs be opened in a public bid opening. Executive Order 2020-15 suspends the provisions of the Illinois School Code prohibiting bids for construction purposes from being communicated, accepted, or opened electronically and providing that any bids received by a K-12 school district for construction purposes may be communicated, accepted or opened electronically. Does the Executive Order apply to Illinois Community Colleges as well, and allow for virtual bid openings?
Executive Order 2020-31 suspends the provisions of the Illinois Public Community College Act (110 ILCS 05/3-27.1) that specifically prohibits bids for construction purposes from being communicated, accepted, or opened electronically. Executive Order 2020-15.
Data and Accountability
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Q: Are there any adjustments in due dates for upcoming required ICCB individual record MIS submissions?
ICCB staff responsible for college MIS reporting have been monitoring COVID-19 state and federal guidance that may impact upcoming ICCB data submissions. At this point, for upcoming ICCB individual-level record MIS submission reporting for the current fiscal year (2020), only the Annual Faculty Staff Salary & Benefits Data C3 remains with a due date of June 15, 2020. This reporting due date remains intact to allow the ICCB to meet reporting requirements in Illinois statute. For individual-level MIS submission reporting due in fiscal year 2021 but with data representing the current academic year 2019-20 (N1, A1, A2, AC, ID), there are no adjustments to MIS data submission due dates at this point. However, we realize most, if not all of you, are working remotely and have had to adjust normal work processes. Please reach out to appropriate ICCB Research and Policy Studies staff with their contact information here if you have any questions or concerns related to timeliness or completeness of upcoming MIS submissions.
Q: For ICCB required data reporting, what is the guidance for colleges who might be altering their term-end dates for Spring or term-beginning dates for Summer? Specifically, how does it affect the SU/SR submission but also ICCB student-level reporting (N1, A1, ID, AC, A2, etc.)?
Upcoming ICCB Course Enrollment (SU, SR) submission data for eligible funding should be submitted in the same manner as in the past even if colleges are considering an extension of the spring term and/or adjusting the upcoming summer term (beginning and/or end date). Report SU/SR Items 9 (Course Section Beginning Date) and 10 (Course Section Ending Date) to accurately reflect spring and/or summer course adjustments. All existing courses intended to be offered during the spring and/or summer terms within the ICCB Course Master File are in good shape and will not result in any SU/SR course data validation issues. Still, to avoid any parameter issues with dates as part of the SU/SR error check process, please carefully consider when a course is withdrawn as part of the Course Master file modifications process. A course that is being withdrawn must not be withdrawn prior to the end of the term in which the course (within the SU/SR submission) is offered or prior to the calculated midterm date. Upon submissions of the upcoming SU/SR spring term submission (due 07/01/2020) and SU/SR summer term submission (due 08/31/2020) please carefully review the automated SU/SR Instructional Credit Hour Claim Report to ensure accuracy. Please note the new edition of the MIS Manual (scheduled for release in late-May/early June 2020) will include additional codes for several SU/SR data items (Course Location, Instructional Type, Predominant Technology) to accurately capture course adjustments in location and instructional delivery method due to COVID-19.
Colleges should not extend spring course sections through the end of the summer term (or combine a spring course section with a summer course section). While there is some flexibility in extending the spring term (as stated in the above paragraph) there should be a clear distinction between course sections in the spring and summer terms. The spring term should end (offering incompletes as needed) and offer a new course section for students as appropriate. Otherwise, there is potential for substantial issues with the calculated midterm date.
For ICCB student-level reporting (N1, A1, ID, AC, A2, etc.), there are currently no adjustments related to an extension of the spring term and/or adjusting the upcoming summer term and colleges should report in the same manner as in the past. Still, ICCB Research and Policy Studies staff will be closely monitoring federal guidance and will apprise colleges if modifications need to occur to submissions. The new edition of the MIS Manual will include additional codes on the AC and N1 for several data items to be aligned with the SU/SR and to accurately capture the adjustment in locations and instructional delivery methods due to COVID-19
Any ICCB Course Master File questions can be sent to Tricia Broughton at tricia.broughton@illinois.gov. Questions related to the SU/SR submission can be sent to Kris Pickford at kris.pickford@illinois.gov while questions pertaining to the ICCB student-level submissions can be sent to Jay Brooks at jay.brooks@illinois.gov.
Q: Has the IPEDS 2020 Spring Collection scheduled changed?
From the IPEDS Help Desk on April 14, 2020: Guidance for Reporting Spring 2020 IPEDS Data:
The impacts of the COVID-19 pandemic are being felt throughout the higher education community, and NCES recognizes that the normal operations necessary for reporting congressionally-mandated Spring 2020 IPEDS data have been disrupted. While much is still uncertain about when institutions can regain access to their offices and/or their data, NCES is providing the following guidance related to the reporting of Spring 2020 IPEDS data:
- The Spring 2020 data collection will close, as previously announced, on April 22, 2020 (for Keyholders) or May 6, 2020 (for Coordinators). Institutions are strongly urged to report as much data as possible under the circumstances, in situations where complete and accurate data are available and accessible without the need to violate any state-imposed stay-at-home requirements.
- Institutions that can NOT provide the data by the time of the deadline noted above, but anticipate that they CAN provide data within the next few weeks, should contact the IPEDS Help Desk to make provisions for submitting the data in the near term.
- For institutions that are unable to provide complete and accurate Spring 2020 data in the near term, an additional reporting opportunity will be made available during the Fall of 2020. Using the Prior Year Revision System, institutions will be able to provide any missing Spring 2020 data beginning in September, 2020 and continuing through a later date that will be determined as normal institutional operations are restored.
In situations where institutions provide complete and accurate Spring 2020 data under any of the three scenarios outlined above, they will remain in compliance with Federal Student Aid (FSA) reporting requirements. As the situation evolves, additional information will be provided by NCES. Institutional Keyholders and Coordinators will receive official notification of this guidance in the near future.
Any IPEDS questions can be sent to ICCB IPEDS Coordinator Michelle Dufour at michelle.dufour@illinois.gov.
Dual Credit
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Q: Should community colleges be accepting or denying pass-fail grades? Can community colleges inform high schools to only provide more standard letter grades?
Community colleges do not have the authority to dictate what grades are assigned for high school courses. For dual credit courses, there is no prohibition against assigning a letter grade for the college course, even though a student may receive a pass – fail grade for the high school course. See Joint Dual Credit Guidance During the Suspension of In-Person Instruction for more information.
Q: May students’ dual credit programs continue during the mandatory school closure?
See Joint ICCB, IBHE, and ISBE Guidance issued here for information: https://www.iccb.org/wp-content/uploads/2020/03/Joint_Dual_Credit_Guidance_During_Suspension_of_In-Person_Instruction_-IBHE_ICCB_ISBE-032720.pdf.
Q: What is the difference between an ‘Act of God Day’ and ‘Remote Learning Day?’
In Illinois public schools, Act of God Days were used from March 17, 2020 – March 30, 2020. During that date range, any grades earned via dual credit should not be counted towards the student’s overall grade and must not negatively impact a student’s academic standing.
Remote Learning Days began on March 31, 2020. At this time, dual credit coursework should again commence, with appropriate accommodations made for those students who cannot access the internet.
Beginning on March 31, 2020, assignments and tests may be recorded upon completion and with the grade earned by the student.
Q: What is meant by grading policies that do “no harm to students” in the context of Dual Credit?
ICCB and IBHE encourage all dual credit providers to use the policy of “no harm to students.” Assuming a student continues with a dual credit course, then the student will receive the grade that he/she earns. However, in partnership with the K-12 partners, the student should be afforded opportunities to forego the credit, to take advantage of pass-fail options, or to receive an incomplete, when circumstances warrant it, among other creative options that are developed collaboratively with your K-12 partners, similar to what is happening across college campuses with “regular” students. If ever there were a time for these additional considerations, that time is now.
The choice comes down to: Does a student still want the grade the student earned or does the student want to opt for a pass-fail, voided registration, incomplete, or some other creative solution (e.g. end of term boot camp for labs)? These decisions should be made with the student with the utmost of guidance from the high school and the institution of higher education.
To help facilitate this, institutions should provide an updated grade well before your institution’s extended drop date, so students might best understand how a course withdrawal would impact them or allow time for consideration of any other policies to enable completion of the course. The consequences for failing to finish an incomplete should be explained to the student. Even though an incomplete might seem like an appropriate option, if the student does not complete the course in the agreed upon timeframe, the grade normally reverts to a failing grade or the grade the student would have earned at the time of the incomplete, should that be appropriate.
Q: What if the high school intends to issue a letter grade, but the student opts for a pass – fail for the college / university grade. Is that acceptable?
There are no prohibitions against this practice.
General Grant Information
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Q: Can grantees donate personal protective equipment (PPE) or other needed supplies purchased with federal funding made available by the U.S. Department of Education to address the COVID-19 pandemic?
Yes, for details regarding procedures and documentation of donated or loaned supplies, please read the full federal guidance here: https://www.iccb.org/wp-content/uploads/2020/04/Guidance_on_Donation_or_Loan_of_PPE-041420.pdf.
Q: Have grant deadlines been extended?
The ICCB is providing extensions for required reporting under all of the agency’s currently active grant agreements due to disruptions caused by the COVID-19 pandemic. For further information see: Financial/ Expenditure and Performance Reporting Extensions for ICCB Grantees due to COVID-19 Pandemic.
Q: What kind of signatures are you accepting as we work from home?
The ICCB will accept both electronic and images of signatures.
Adult Education
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Q: Due to colleges being closed as a result of the stay at home order, there may be delays in some grant activities. If grades are given (such as an HSCR program), should we follow the district’s guidelines, or does the ICCB plan to implement their own? Has the ICCB put testing procedures in place for the spring semester?
For the Adult Education HSCR programs, please follow your school district policies. The ICCB is working with OCTAE and test providers to determine if virtual assessments can be administered. Information on assessments options will be released via adult education listservs as it becomes available.
Q: How long are adult education programs closed during the COVID-19 pandemic?
The original adult education program closure ended on March 30, 2020. On March 31, 2020, instruction may resume in an online, distance education, and/or remote learning delivery method while continuing to observe the Illinois stay at home order.
Q: When should adult education programs move to an online, distance education or remote learning format?
After April 7, 2020, it is expected that all programs will move back to the previous attendance process and that everyone is using an online delivery process for classes, as applicable, while continuing to observe the Illinois stay at home order. Programs may begin to make that transition as early as March 31, provided they adhere to the requirement to use the GE code for attendance through April 7, 2020.
Q: How do we report attendance for on-line adult education classes?
New courses do not have to be developed for your current face-to-face courses as they are transitioned to an online format.
Q: How should programs record attendance in DAISI?
During this closure, programs will be required to use the Given Emergency Code, GE, to record attendance between March 17 and April 7, 2020. On April 8, 2020, it is expected that all programs will move back to the previous attendance process and that everyone is using an online delivery process for classes, as applicable, while continuing to observe the Illinois stay at home order. The DAISI support team can provide guidance on how to use these codes if needed. Email daisisupport@cait.org.
Q: Can grant funds be used to pay staff during the closure?
The ICCB is authorizing adult education providers to continue to compensate staff and instructors during this time, utilizing your current grant funds. This includes all staff paid out of the ICCB AEL funds, paying both full- and part-time staff members, as well as student employees and tutors. Questions about budgets can be directed to Jane Black at Jane.Black@illinois.gov.
Q: Our college is moving to fully on-line courses. Can we pay for those courses out of curriculum development?
Yes.
Q: Can adult education and literacy grant funds be used to pay for registration fees, hotel charges, or airfare costs for conferences, workshops, or other professional development that was canceled due to the COVID-19 pandemic?
Registration fees may be charged to the grant with proper documentation that the fees were either partially or fully non-refundable. Hotel and airfare costs should be refundable in most instances; however, adult education programs may charge these costs to the grant with proper documentation that these costs are non-refundable.
Q: If a conference host allows, can adult education and literacy programs apply current year grant funds expended for conference registration and fees to a future conference in fiscal year 2021?
Every attempt should be made to obtain a refund of prepaid registration fees. If a conference has been rescheduled for a future date during fiscal year 2020, funds already paid may be applied toward this conference. However, if these funds cannot be refunded and the conference vendor is willing to provide a credit for use at another vendor-related adult education conference or workshop in the next fiscal year, this will be allowable. Documentation of all efforts, including but not limited to the request for a refund as well as credit given, must be maintained.
Q: Should our adult education office be physically closed during the time adult education is closed?
Yes, consistent with the Executive Order 2020-18. All adult education programs are to be closed beginning March 17 through April 7, 2020, and transitioning to online instruction. Consistent with Executive Order 2020-18, your institution or organization may require that essential personnel report to work over this period of time. That is an individual institution or organization’s decision.
Q: Does this closure mean adult education staff members should not report to work?
Your institution or organization may require that essential or task performing critical functioning staff stay connected with the organization over this period of time. That is an individual institution or organization’s decision.
Q: If our college remains closed and we miss post-testing, how should we handle this?
You should post-test as soon as your program reopens. The ICCB will provide more guidance as it receives additional guidance from the U.S. Department of Education.
Q: Is it possible to do cross campus collaboration for our ICAPS students so that they do not get behind in their coursework?
The ICCB encourages collaboration among Adult Education and CTE programs. Adult education students enrolled in ICAPS programs may continue with their CTE college course while the adult education portion is closed. ICAPS support classes can be moved to a distance learning format.
Q: Can we use curriculum other than ICCB sanctioned software to develop on-line courses?
Yes, there are options for Adult Basic Education (ABE) and English as a Second Language (ESL) courses. During this time, the ICCB will be flexible and will provide programs with additional guidance on capturing of hours as well as attendance for reporting. Options include but are not limited to the following:
- i-Pathways: i-Pathways.org (only approved ICCB online curriculum for Adult Secondary Education)
- Burlington English: https://www.burlingtonenglish.com; Contact Robert Breitbard b@burlingtonenglish.com
- iLikeMath from Jones Software: http://www.jonessoftwarecorp.com/; Contact Kevin Jones kjones@j-softech.com or 202-684-7075
- National Geographic Learning: eltngl.com; Contact Jill Pimerantz jill.pomerantz@cengage.com or 773-416-1472
- Essential Education: essentialed.com; Contact Rich Palmer rich@essentialed.com or 800-992-3943
- Pearson English Language Teaching: pearsoneltuse.com; Contact Royal Brown royal.brown@pearson.com or 267-207-6968
- New Readers Press: https://www.newreaderspress.com/; Contact Rebecca Eller reller@proliteracy.org or 276-698-6043 or Dan Helms dhelms@proliteracy.org or 315-214-2467
- Townsend Press tonsendpress.com; Contact 888-752-6410
- Aztec Software aztecsoftware.com, Contact Matt Jones mjones@aztecsoftware.com or 800-273-0033 extension 229
- Jist Paradigm JIST.com, Contact Bob Grilliot bgrilliot@jist.com or 855-213-0737
Using web conferencing software and modifying traditional methods of instruction such as sending instructional packets home for students are also options.
Q: How do we ensure the rigor of on-line courses? Our faculty have a wide variety of technology proficiencies.
The ICCB staff is working with the Professional Development Network to offer webinars, to answer questions, and to discuss how this can be delivered to ensure that rigor is maintained and that the courses are aligned to Illinois Adult Education Content and Technology Standards.
Q: Will there be a competitive process next year, given the disruption from the COVID-19 pandemic?
There will not be a competitive process for fiscal year 2021.
Q: Will there be an extension on compliance reports due during this shut-down?
Q Is the ICCB willing to allow an exception to GATA rules prohibiting cost transfers between grants, due to conditions created by the COVID-19 pandemic?
The funding guidelines for each grant prohibit the transfer of funds from one grant to another grant.
Q: Is the ICCB willing to allow any leniency on performance targets, due to conditions created by the COVID-19 pandemic?
The ICCB will suspend the probation and watch policies for FY21, beginning July 1, 2020. Illinois adult education programs will still be required to meet all federal performance outcomes established in collaboration with the U.S. Department of Education; therefore, every effort should be made by the program to continue to meet overall outcomes, including services to students. The ICCB staff will continuously monitor the performance of all programs to ensure Illinois meets its outcomes. If there is a deficiency, the ICCB staff will identify specialized training designed to assist programs improve their outcomes.
Q: Is the ICCB willing to allow a reduction in the institution’s cost match, due to conditions created by the COVID-19 pandemic?
An institutional cost match continues to be a requirement of the grant. The institution’s cost match may include in-kind contributions.
Q: As adult education programs transition the instruction of adult learners to alternative, remote, or online learning formats, is ICCB providing any flexibility in the requirement that a minimum of 45% of expenditures be spent on direct instruction?
Effective immediately, the ICCB will suspend the 45% generation requirement, through the remainder of this fiscal year, expiring June 30, 2020. All other line item grant limitations or requirements will remain in effect.
Q: Is the ICCB willing to allow an exception to GATA rules prohibiting cost transfers between grants, due to conditions created by the COVID-19 pandemic?
The funding guidelines for each grant prohibit the transfer of funds from one grant to another grant.
Q: As adult education programs transition the instruction of adult learners to alternative, remote, or online learning formats, is ICCB providing any flexibility in the requirement that a minimum of 45% of expenditures be spent on direct instruction?
Effective immediately, the ICCB will suspend the 45% generation requirement, through the remainder of this fiscal year, expiring June 30, 2020. All other line item grant limitations or requirements will remain in effect.
Q: Will registration fees for the Adult Education Administrators’ meeting be refunded, and will we need to cancel our hotel reservations?
The Adult Education Administrators’ meeting is cancelled and fees will be refunded to attendees. Attendees should contact the hotel directly to cancel the reservation.
Q: Does this closure impact the Secretary of State Literacy programs?
Information about programs outside of the ICCB funded adult education and literacy programs, should be directed to the appropriate funding agency. Please contact the Secretary of State Literacy Office for more information.
Q: What about the ICCB Adult Education staff access?
The ICCB staff will be working remotely during this time but will be accessible to all adult education programs by email.
Career and Technical Education (Perkins V)
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Q: Will the Perkins Local Application due date be extended?
Yes, the Perkins Grant Application Package due date has been extended until Monday, June 1, 2020. Please refer to the Grant Guidelines for all grant submission instructions.
Q: With the disruption caused by the COVID-19 pandemic, what are the expectations for conducting and completing the Comprehensive Local Needs Assessment (CLNA)?
Since many community colleges had events and meetings planned for this spring that were cancelled due to the COVID-19 pandemic, colleges should submit a CLNA that is as complete as possible. However, the colleges will be given time over the next year to conduct CLNA activities, engage partners, and analyze data to update their existing CLNA and Local Application Narrative, as appropriate. More information is available at: https://www.iccb.org/cte/clna/.
Q: With the disruption caused by the COVID-19 pandemic, will the FY 2021 Perkins Allocations release date be impacted?
The FY 2021 Perkins Allocations are on schedule to be released by the end of April 2020.
Q: With the disruption caused by the COVID-19 pandemic, will the Local Application Release date be impacted? When will the Work Plan template be released?
The Local Application and the Annual Work Plan are available on the ICCB CTE website here: https://www.iccb.org/cte/perkins/perkins-guidelines/.
Q: Can staff be paid out of the Perkins V grant during campus closure due to COVID-19?
Yes, Perkins grantees are permitted to continue to charge salaries and benefits to currently active awards consistent with the recipient organization’s policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, and allow other costs to be charged to awards, including those necessary to resume activities. This may include student workers, whose regular work schedules were disrupted by campus closures. This would not include extra-duty pay or staff stipends for work that was pre-planned, but is not being carried out during the period disrupted by COVID-19.
Q: We are moving online, but how do we handle CTE courses?
For the latest guidance, see: https://www.iccb.org/coronavirus-guidance-resources/.
Q: Will there be any changes in the requirement that CTE program advisory committees meet twice per year?
The ICCB advises that advisory committee meetings be postponed until social distancing is no longer necessary or that they be rescheduled in a virtual format. The expediency of when advisory committees meet will depend on the needs of the individual program. Advisory committees for CTE programs are required to meet annually.
Innovative Bridge and Transition (IBT) Grants
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Q: The IBT grant funds have to be spent by May 31, 2020. Due to disruption caused by COVID-19, will there be an extension to allow these funds to be used past May 31?
IBT grant funds set to expire on May 31, 2020, have been extended through June 30, 2020, to allow students the opportunity to complete requirements.
Q: Some institutions are offering students the option to withdraw and receive a tuition voucher to retake a course within one year. Is this allowed if IBT grant funds were used to pay the current tuition?
If the tuition is supported by Innovative Bridge & Transitions (IBT) funds, then a student cannot receive tuition reimbursement. If the student is receiving other tuition support such as financial aid, the student or the IBT Program Manager will have to speak with the financial aid office. The Program Manager will also need to follow-up with their community college or agency regarding the overall tuition refund policy.
Q: Can staff be paid out of the IBT grant during closure due to COVID-19?
The ICCB is authorizing grantees to continue to compensate IBT staff and instructors during this time, utilizing current grant funds. Individual institution may, at their own discretion, require that essential or task performing critical functioning staff stay connected with the college or program over this period of time.
Q: Can we continue to do online instruction following the closure?
Yes, the ICCB encourages all IBT grantees to continue to provide online, distance education or remote learning opportunities for the individuals you are serving during this time.
Q: Will the grant deadlines be extended?
Q: Students who have successfully completed bridge courses (such as CNA and Manufacturing) before moving onto industry-recognized certificate programs are faced with the reality of not being able to successfully complete course objectives in their certificate programs due to technology barriers associated with the transition to online learning. While some institutions are allowing students to drop college courses with a full refund and no penalty on a student record, what might this mean for the grant? Is there a chance that students could be afforded an opportunity to “redo” the certificate course at a later date in the regular face-to-face platform using these grant funds?
Work with your college personnel to determine what options are available to students to encourage completion. During this time, we know that colleges have allowed flexibility in continuing or completion of instruction by specified times.
Workforce Equity Grant
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Q: What if we don’t have enough resources to continue to pay stipends?
A college may have to re-examine their budgets to determine the amount of resources available to continue stipends. If line item shifts above the threshold are needed, send budget modifications to the ICCB office.
Q: Are there any restrictions regarding WEI staff members receiving their salaries while working remotely?
The ICCB is authorizing those WEI staff to continue to compensate staff and instructors during this time, utilizing your current grant funds. Individual institution may, at their own discretion, require that essential or task performing critical functioning staff stay connected with the college or program over this period of time.
Q: Can we utilize laptops during this time with students?
Yes, this is an allowable activity to purchase computers. The college must have a procedure for loaning the computers and other equipment to students, etc. In addition, if computers are not a part of your grant, you must seek approval from the ICCB.
Q: Can grantees pay student stipends under the Workforce Equity Initiative (WEI) given that these students are not working, but have committed to the program?
The ICCB authorizes grantees to continue to pay stipends to students under the WEI grant. The college must have proposed this stipend under their initial grant proposal. The ICCB will review this policy and will issue additional guidance as needed.
Online & Remote Learning
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Q: Will Illinois colleges and universities open for fall semester
Community colleges will open for the fall 2020 semester. However, the delivery of instruction format is to be determined and will vary among colleges. At this time, colleges are considering the best mode of delivery (face-to-face, online or hybrid approach) of classes while maintaining the safety of students, faculty and staff during the COVID-19 pandemic. The ICCB encourages students to reach out to their local community college for more information on classes offered. You can find all Illinois Community College Coronavirus webpages here: https://www.iccb.org/coronavirus-updates-and-resources/.
Q: Will the ICCB, IBHE, and IAI encourage the use of pass-fail grades at all higher education institutions for this semester, and, if so, will the acceptance of such grades for transfer be encouraged?
The decision to utilize pass – fail grades is a local community college decision. Joint ICCB & IBHE IAI Pass-Fail Guidance has been issued related to the transferability of these courses.
Q: Will summer classes be available online?
Many community colleges have announced plans to continue with remote learning for summer classes. The ICCB will continue to update guidance on the stay at home order when more information becomes available. The ICCB encourages students to reach out to their local community college for more information on classes offered. You can find all Illinois Community College Coronavirus webpages here: https://www.iccb.org/coronavirus-updates-and-resources/.
Q: How are community colleges modifying the current spring semester?
All 48 community colleges have implemented alternative, remote, or online learning through the duration of the Gubernatorial Disaster Proclamation, which expires May 29, 2020, based upon Executive Order 2020-33. Check the individual college websites for additional details.
Q: Can community colleges shift face-to-face courses into online courses if essential learning outcomes are satisfactorily met?
The ICCB does not approve modality of instruction. That is a local decision. See: https://www.iccb.org/coronavirus-guidance-resources/ for the latest guidance.
Q: How should community colleges accommodate students with disabilities as they move to online instruction?
Institutions must continue to ensure that students are provided with reasonable and necessary accommodations in order to be successful with online instruction. Below are a number of resources that may provide insight and ingenuity in translating those accommodations virtually.
U.S. Department of Education, Office for Civil Rights
Association on Higher Education and Disability (AHEAD)
Explore Access: Tools for Promoting Disability Access and Inclusion
National Center for College Students with Disabilities (NCCSD)
National Center for Learning Disabilities
Center of Online Learning and Students with Disabilities
Open Meetings Act
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Q: Have any Open Meetings Act (OMA) requirements been relaxed?
Executive Order 2020-07 modified some provisions of the Open Meeting Act during the Gubernatorial Disaster Proclamation, to wit: Section 6. During the duration of the Gubernatorial Disaster Proclamation, the provisions of the Open Meetings Act, 5 ILCS 120, requiring or relating to in-person attendance by members of a public body are suspended. Specifically, (1) the requirement in 5 ILCS 120/2.01 that “members of a public body must be physically present” is suspended; and (2) the conditions in 5 ILCS 120/7 limiting when remote participation is permitted are suspended. Public bodies are encouraged to postpone consideration of public business where possible. When a meeting is necessary, public bodies are encouraged to provide video, audio, and/or telephonic access to meetings to ensure members of the public may monitor the meeting, and to update their websites and social media feeds to keep the public fully apprised of any modifications to their meeting schedules or the format of their meetings due to COVID-19, as well their activities relating to COVID-19.
Executive Order 2020-18 extended Executive Order 2020-07.
Q: Do meetings subject to the Open Meetings Act still have to provide an opportunity for public participation?
Yes, this requirement was not modified.
Program Review
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Q: Will the ICCB be granting an extension to program reviews due September 1, 2020?
Yes, the ICCB will be extending the due date for program review submission until September 30, 2020. This extension will allow faculty and staff who regularly conduct their program review activities in the spring to revisit and finalize their program review submissions in the Fall 2020 semester once back on campus.
Student Financial Aid
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Q: How should community colleges handle FAFSA verification required by the U.S. Department of Education when staff are not on campus to complete this task or students are not able to mail signed documents.
The USDOE has suspend the in-person submission and notary requirements for V4 and V5 verification. The community college may allow an applicant or student to submit copies of the required verification documents electronically to the college. Colleges may accept a copy of an expired document (such as a driver’s license) if it expired after March 1, 2020. Further, the Department waives the requirements that a dependent student submit a statement signed by one of the student’s parents when no responsible parent can provide the required signature. In such a situation, the community college must note and retain an explanation of why neither of the student’s parents was available to provide such a statement. See: https://ifap.ed.gov/electronic-announcements/040320UPDATEDGuidanceInterruptStudyRelCOVID19 for additional information.
Q: Are students receiving refunds for coursework due to program transition issues?
This is a local college decision. Contact your local community college for information about refunds due to transition issues related to the COVID-19 pandemic.
Transitional Math
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Q: In the event that Transitional Math courses must be changed to accommodate remote learning, how can students demonstrate that they’ve met the competencies? Can the grade of “C” in a Transitional Math course still indicate that students are meeting competencies?
A grade of “C” or “P” in a Transitional Math course should be acceptable to demonstrate that a student has met the competencies of the Transitional Math course and should be accepted for placement into credit-bearing courses, consistent with Recommendations of the Illinois Community College Chief Academic Officers (ICCCAO) & Illinois Community College Chief Student Services Officers (ICCCSSO) on Placement Methods and Scores as approved by the Illinois Council of Community College Presidents on June 1, 2018.
Q: How should colleges handle “P” grades issued for Transitional Math courses?
Following the spirit of Guidance on Applying Pass-Fail Grades for IAI Courses for Spring 2020, issued Thursday, April 9, 2020, institutions should interpret a “P” grade as indication that the Transitional Math course was successfully completed, and the credit should be applied to satisfy placement requirements.
Veterans Affairs
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For detailed information on Student Veterans benefits see: Federal VA COVID-19 Guidance FAQ.