Important 2011-12 Policy Revisions

As we enter the 2011-12 fiscal year, KYAE wants to make you aware of some important revisions in the areas of managed programs and the Performance and Accountability Policy.  This e-mail also contains a reminder about personnel and professional development policy revisions that were previously announced.  The 2011-12 KYAE Policy and Procedure Manual will be finalized by July 1, 2011, and you will be notified when the full policy manual is available on the website. 

Please take the time to thoroughly read the changes outlined below and share them with your staff.  Questions or comments may be directed to Janet Hoover at Janet.Hoover@ky.gov or (502) 573-5114, ext. 110.

As you know, KYAE has conducted a two-year managed program pilot involving 45 counties. In addition, other programs have been engaged in managed enrollment outside the pilots. Earlier this year, a KYAE workgroup was formed to gather information, review research and make recommendations regarding the future of the managed program model in Kentucky.

Workgroup members visited and/or talked with program directors in more than 20 counties – some were in the pilot; some were not in the pilot but operate as managed or semi-managed; and some operate with an open-entry design. KYAE also held three provider focus groups to discuss the managed program concept and heard from nearly 50 providers.

Common themes emerged – providers asked for flexibility for local decisions and local adjustments; flexibility to serve students who do not fit into the managed enrollment model; and flexibility to adopt the managed program philosophy and still maintain established excellence. With this input from providers, plus a review of the research and experiences of other states, KYAE revised the managed program parameters, adding the flexibility providers requested while retaining the structure our system needs.

From provider input and information compiled by the workgroup came several decisions:

·         The definition of “managed programs” was revised to include broader parameters. These new program design parameters provide flexibility and local control while staying true to the concept of managing programs to achieve efficiency and effectiveness.

·         The program design parameters will be required for all KYAE-funded programs for the RFP year of 2012-13.

·         KYAE strongly encourages programs to implement this new program design in the 2011-12 fiscal year before the requirements go into effect in 2012-13.

·         The managed program pilots will not continue. A hold harmless provision will not be in effect.

·         However, in recognition of more programs transitioning to a new managed program design, KYAE has revised the Performance and Accountability Policy to adjust for potentially lower enrollments (see below).

Research suggests that introducing a managed program design may lead to fewer enrollments. In addition, KYAE continues to hear from programs that enrollment is impacted by high gas prices, a lack of jobs in many communities and other external factors. In acknowledgment of those realities, enrollment requirements for the Performance and Accountability Policy have been adjusted while academic performance requirements remain the same:

·         Previous enrollment requirements were 90 percent or above for Excellence, 70 percent or above for Proficient and 69 percent or less for Needs Improvement.

·         Enrollment goals for 2011-12, announced April 4, 2011, have not been revised.

·         The state GED^® goal for 2011-12 is 10,500; county GED^® targets have been adjusted to align with this goal.

·         The 2011-12 finalized performance indicators are as follows:

Revisions in the Personnel Policy were announced in News to Use on January 31, 2011, for provider comment.  Changes include:

·         Programs are limited to designating one Program Director per county. 

·         A new title of “Assistant Program Director” was added.   

·         The “Instructor’s Aide” title was changed to “Academic Assistant,” and the characteristics and job duties changed significantly.  The Academic Assistant must work under the daily supervision of a qualified Instructor or Program Director.  The Academic Assistant provides one-on-one instruction at the discretion of the Instructor or Program Director.  The Academic Assistant does not provide classroom or group instruction.     

·         The “Clerk” title was changed to “Administrative Assistant,” but there are no significant changes in the characteristics or job duties. 

·         Program directors who supervise non-degreed instructors shall work with KYAE staff to develop individualized educational plans for non-degreed instructors.

·         The title “Co-op Student/Intern” was removed.

·         Requirements for volunteers were added.

The 2011-12 professional development focus is on KYAE Common Core Standards.  The PD requirements for 2011-12 were announced by e-mail on March 31, 2011.  Program PD allocations will remain level unless budget cuts require adjustments.

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