2006–2007 Application

California Department of Education

Adult Education

Programs of ExcellencePrograms of Excellence

Funded by the California Department of Education Adult Education Office through Federal Grant P. L. 105-220 Section 224.

Programs of ExcellenceApplication2006-2007 Edition

Sally IaniroCALPRO Research Analyst

American Institutes for Research

Contributors (2002-2006)

Nicole A. Amador, AIR Research Scientist Mary Ann Corley, CALPRO Director

Sue Gilmore, Principal, A. Warren McClaskey Adult CenterErik Jacobson, CALPRO Research Analyst

Margaret Kirkpatrick, Principal, Berkeley Adult SchoolMarilyn Knight-Mendelson, Assistant Principal, Napa Valley Adult School

Jacques LaCour, Principal, Neighborhood Centers Adult SchoolWendi Maxwell, CDE Consultant/Project Monitor

Ellen Oka, CALPRO Executive AssistantCarole Roberds, Principal, Merced Adult School

Contributors to the Development of Programs of Excellence (1996)

Karen Angarano Jacques LaCourNancy Arnold LaRanda MarrAlan Bernstein Judith Moon

Caroline Casida Judith PerliteGayle Forgey Joan Dailey Polster

Maritza Giberga Lynn PorterKathryn Gorman Husein ToubatAutumn Keltner Fe Woods

Margaret Kirkpatrick Susanne Wong

California Adult Literacy Professional Development Project2880 Gateway Oaks Drive, Suite 220 • Sacramento, CA 95833(800) 427-1422 • (916) 286-8816 • (916) 286-8840 Faxhttp://www.calpro-online.org

Contents

Foreword ..................................................................................................................................v

The Programs of Excellence Process…………………………………………………………….1

Completing the Initial Certification Application ...................................................................5

Completing the Recertification Application .........................................................................7

Writing and Formatting Instructions .....................................................................................9

Application Checklist .............................................................................................................11

Programs of Excellence Letter of Intent ...............................................................................13

Programs of Excellence Application Coversheet ................................................................15

Programs of Excellence Summary Form…………………………………………………………17

Frequently Asked Questions .................................................................................................19

Glossary ...................................................................................................................................25

Appendix—Program Components and Quality Indicators Chart….....................................27

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Foreword

Identifying quality adult education programs is one of the most important functions of the California Department of Education (CDE). Programs of quality provide examples of ways in which practitioners provide excellent service to adult learners. By reviewing proven practices, processes, and structures, other agencies may find ideas for establishing or refining their own programs. The task of identifying exemplary programs is not the sole purpose of Programs of Excellence, however. Perhaps an even more important purpose is to provide a tool for agencies to use to reflect on their service to adult learners and to engage in continuous program improvement.

The CDE, in collaboration with a committee of field practitioners across the state, established the quality indicators for programs of excellence in 1996. The 18 indicators cover five program components: curriculum and instruction; learner outcomes; learner support services; leadership and planning; and community involvement and collaboration. They encompass the range of authorized instructional program areas, differing conditions under which local programs operate, and the variety of organizational structures of classes and programs (see Appendix).

Using this application form, any adult education agency receiving state apportionment or Workforce Investment Act Title II, Adult Education and Family Literacy Act funds (225/231 or EL Civics) may apply for recognition as a Program of Excellence. This includes programs in correctional facilities and other institutions. Programs may apply for initial recognition as a Program of Excellence, or, if applicable, for recertification. The following types of programs are eligible to apply:

Adult Basic Education High School Diploma or General

Educational Development (GED) Adults with Disabilities Older Adults Health and Safety Home Economics

English as a Second Language/English Literacy (EL) Civics

Citizenship Vocational Education (Career Technical

Education) Parent Education/Family Literacy

Program administrators and stakeholders involved in the application or recertification process will need to refer to the 2006-2007 edition of the Quality Indicators for Programs of Excellence document, which is a tool for programs to use for self-review and continuous improvement. Program administrators can download the 2006-2007 version of the document from the CALPRO Web site at www.calpro-online.org. Applicants who would like technical assistance in completing the self-review or application process should contact the CALPRO office at 800-427-1422 or calpro@air.org.

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The Programs of Excellence Process

The process for achieving Programs of Excellence takes a year. It begins when a program prepares to write the application and culminates with the California Department of Education’s recognition of award-winning programs at the annual Association of California School Administrators’ (ACSA) Adult Education Conference. Each step of this process and relevant deadlines are described below.

September 2006 Applications

Applications are available from CALPRO (800-427-1422; calpro@air.org), on the CALPRO Web site (www.calpro-online.org), and at the annual Adult Education meeting of the Association of California School Administrators (ACSA).

Fall 2006 Program Self-review

Agencies begin the process of applying for Programs of Excellence by forming a representative committee of all the program’s stakeholders (e.g., adult learners, instructors, counselors, administrators, volunteers, and community and business members).

The stakeholder committee conducts a program self-review using the Quality Indicators for Programs of Excellence document (available online at www.calpro-online.org). The committee examines the five program components and eighteen quality indicators, compares the program’s practices to the quality indicators, and gives its program a score of 1 (low) to 4 (high).

If the stakeholder committee finds during the self-review process that the program rates low on some quality indicators, the committee may decide the program is not prepared to apply for Programs of Excellence for the current year. However, committees that score their programs in the range of 3 to 4 should consider moving forward with the application process.

Program of Excellence awards are awarded annually. Therefore, the California Department of Education (CDE) encourages agencies that may not be ready to apply, to wait, to work on building their programs, and to apply when they are confident they will be strong candidates.

CALPRO offers technical assistance to programs that are completing the self-review process and seeking guidance on strengthening their program components to meet Programs of Excellence criteria. For more information on this service, contact CALPRO at 800-427-1422 or calpro@air.org.

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November 2006 Submission of Letter of Intent

Agencies that intend to apply for the 2006-2007 Programs of Excellence award must complete and submit a letter of intent by November 1, 2006. Applicants will find the letter of intent on page 13 of this application. By submitting this letter, applicants provide CALPRO with the essential information it needs to plan application review sessions and site visits.

Mail or fax the letter of intent to:

CALPRO – Programs of Excellence 2880 Gateway Oaks Drive, Suite 220 Sacramento, CA 95833-4305

Fax: CALPRO – Programs of Excellence 1-916-286-8840

December 2006 Submission of Applications

CALPRO must receive completed applications at the CALPRO office no later than 4:00 PM on December 1, 2006. Faxes will not be accepted.

Applicants must mail or deliver five (5) copies of the application to: CALPRO – Programs of Excellence

2880 Gateway Oaks Drive, Suite 220 Sacramento, CA 95833-4305

Refer to page 11 for an application checklist and page 15 for the application cover sheet.

December 2006 Review of ApplicationsIn mid-December, CALPRO convenes a committee of CDE adult education consultants and adult education field practitioners to review applications using a double-blind review process. Reviewers score applications on the basis of the narrative and supporting documentation.

January 2006 Site Visits ScheduledIf an application passes the reading review committee, CALPRO contacts the program administrator to arrange the next phase of the process—the site visit. The purpose of the visit is to verify the exemplary services described in the written application. Site visits, which take place in February and March, typically last one-and-a-half days.

February - Site Visits ConductedMarch 2007

Site visits are conducted by adult education consultants from the CDE and field practitioners who are selected for their specific program expertise. CALPRO makes every effort to send appropriate content experts to each site being reviewed.

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March - Recommendations and Final DecisionsApril 2007

Each site review team forwards its results and recommendations to the CDE Adult Education Office. Final decisions are made by the State Director of Adult Education.

May 2007 Notification

In May, the CDE notifies candidates on the success of their applications. Those programs that do not pass the site review process receive feedback from the CDE concerning areas for improvement.

September 2007 Presentation of Awards

New recipients of the Programs of Excellence award receive recognition and certificates each September at the ACSA Adult Education Conference.

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Completing the Initial Certification ApplicationIf, after conducting a program self-review using the Quality Indicators for Programs of Excellence document (available online at www.calpro-online.org), the program’s self-review committee determines that the program should apply for the designation of Programs of Excellence, then the self-review committee should complete the application. The initial certification application should demonstrate that the program fits the definition of Programs of Excellence. It should provide evidence that the program exceeds that which is normally expected of a quality program. The application should demonstrate that the program

exhibits exemplary and replicable qualities; meets the needs of the local community; integrates the four adult roles of worker, family member, community member, and

lifelong learner into a relevant, coherent curriculum; links learner goals to program accountability; includes all stakeholders in leadership and planning; reflects model program standards and SCANS competencies; uses data and research effectively for continuous program improvement; and incorporates curriculum and instruction that best meet the needs of the learners.

To apply for initial certification, submit the Letter of Intent (p.13) no later than November 1, 2006.

The completed narrative section of the application consists of responses to each of the program components and quality indicators. Do not include the Scoring Criteria and Sample Measures pages found in the Quality Indicators for Programs of Excellence document. Those pages are for reference purposes only, to be used in developing the narrative. Notes and comments from the Sample Measures pages may be included in the narrative if they support the program’s exemplary practices.

Programs may submit applications for Adult Basic Education, High School Diploma or General Education Development (GED) test preparation, English as a Second Language/English Literacy (EL) Civics, Citizenship, Adults with Disabilities, Vocational Education (Career Technical Education), Parent Education/Family Literacy, Older Adults, Health and Safety, or Home Economics.

Submit five copies of the application and accompanying materials to the CALPRO Office no later than 4:00 p.m., December 1, 2006. Include the following items in the application packet:

The Programs of Excellence Application Coversheet (p. 15) The Programs of Excellence Summary Form (p. 17) A program overview (2-page maximum, double-spaced) The Exemplary Practices Narrative (15-page maximum, double-spaced) A list of the program’s stakeholder committee members An appendix (5-page maximum) focusing on documenting learner outcomes ABE, ESL, GED, and High School Diploma programs must attach the 2005-06 Federal

Table 4 for either the agency or the applicant program.

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The application must be typed, single-sided, double-spaced, using 12-point font and 1-inch margins.

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Completing the Recertification ApplicationThe designation of Programs of Excellence is awarded for a four-year period. Recipient programs may apply for recertification of the award, extending the designation for an additional four years. The application for recertification must be submitted during the fourth year of a program’s certification period. Programs awarded Programs of Excellence status prior to 2005 must submit for recertification during the third year of their certification period. There are no limits to the number of times a program can apply for recertification. To apply for recertification of a 2003-2004 Programs of Excellence, submit the Letter of Intent (p. 13) no later than November 1, 2006.

If, after conducting a program self-review using the Quality Indicators for Programs of Excellence document (available online at www.calpro-online.org), the self-review committee determines that the program will re-apply for the designation of Programs of Excellence, then the self-review committee develops the application.

The recertification application must demonstrate that the program continues to meet the criteria of Programs of Excellence. It must provide evidence that the program operates at a level that exceeds the expectations of a quality program. It is NOT necessary to submit a full application. Instead, the Exemplary Practices Narrative should highlight program improvements, changes, and growth related to each of the five program components described in the Quality Indicators for Programs of Excellence document and build on the initial certification application. Applications should describe how the program has incorporated research-based practice into its operations. Agencies should cite data that the program collects and describe how the program uses data and research effectively for continuous program improvement. Also, programs must describe how goal setting has been added to the Learner Outcomes program component. There is a five-page limit for this narrative.

In addition, programs must submit a separate two-page summary that specifically addresses the Leadership and Planning component. Leadership and planning are critical for maintaining excellence in each of the other component areas and essential for creating program continuity and stability. The two-page summary should address recent challenges to the program or community and how leadership has responded to them.

Submit five copies of the recertification application to the CALPRO Office no later than 4:00 p.m. on December 1, 2006. The following items should be included in the recertification application packet:

The Programs of Excellence Application Coversheet (p. 15) The Programs of Excellence Summary Form (p. 17) A program overview (2-page maximum, double-spaced) The Exemplary Practices Narrative (5-page maximum, double-spaced) The Leadership and Planning Summary (2-page maximum, double-spaced) A list of the program’s stakeholder committee members An appendix (2-page maximum) focusing on documenting learner outcomes ABE, ESL, GED, and High School Diploma programs must attach the 2005-06 Federal

Table 4 for either the agency or the applicant program.

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The application must be typed, single-sided, double-spaced, using 12-point font and 1-inch margins.

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Writing and Formatting Instructions

Using the Quality Indicators for Programs of Excellence 2006-2007 document (available online at www.calpro-online.org), respond to how the program meets and exceeds the criteria for each quality indicator and program component. Provide clear, concrete, relevant evidence that demonstrates that the program operates at an exemplary level. Be sure to fully address all program components and quality indicators. Include relevant data and be explicit about how the data are used.

The stakeholder list must include the names of the members, the agencies they represent, and their titles within their respective agencies. Stakeholders should reflect the local community and include business, community, learner, and faculty representation.

The narrative must reflect the program’s methods of addressing the quality indicators of a program of excellence. Documentation of learner accomplishments might include examples of the data collected, how the data were used in program improvement, indicators of learner success, and the standards used as success benchmarks.

The application must be typed, single-sided, double-spaced, using 12-point font and one-inch margins. Rather than duplicating text, you may refer the reader to a previous section in the narrative.

Do not submit the Sample Measures pages from the Quality Indicators for Programs of Excellence document with the application. These pages are provided for program self-review only. Include notes and comments from the Sample Measures in the Quality Indicators for Programs of Excellence document if they support exemplary practices.

Program areas to be addressed in the application include Adult Basic Education, High School Diploma or General Educational Development (GED) test preparation, English as a Second Language/English Literacy (EL) Civics, Citizenship, Adults with Disabilities, Vocational Education (Career Technical Education), Parent Education/Family Literacy, Older Adults, Health and Safety, and Home Economics.

The appendix (5-page maximum for initial applications, 2-page maximum for recertification applications) should focus on documenting learner outcomes. This might include relevant benchmark or outcome data, newspaper articles, program evaluation(s), and/or samples or flowcharts of innovative practices and procedures. Do not include lesson plans or course outlines. Submitted items will not be returned.

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Application ChecklistInitial Application

Programs of Excellence Application Coversheet (p. 15)

Programs of Excellence Summary Form (p. 17)

Program Overview (2-page maximum, double-spaced), including description of the population to be served, number of classes, types of programs within nominated program area, number of teachers and sites

Exemplary Practices Narrative (15-page maximum, double-spaced)

Stakeholder List

Appendix (5-page maximum), focusing on documenting learner outcomes (e.g., relevant benchmark or outcome data, newspaper articles, program evaluation, or samples or flowcharts of innovative practices and procedures)

ABE, ESL, GED, and High School Diploma programs must attach either the agency or the applicant program’s Federal Table 4 for 2005-06

Five (5) copies of the application materials received at CALPRO Office no later than 4 p.m., December 1, 2006

_____________________________________________________________________________

Recertification Application(For 2003-2004 Programs of Excellence recipients only)

Programs of Excellence Application Coversheet (p. 15)

Programs of Excellence Summary Form (p. 17)

Program Overview (2-page maximum, double-spaced), including description of population to be served, number of classes, types of programs within nominated program area, number of teachers and sites

Exemplary Practices Narrative (5-page maximum, double-spaced)

Leadership and Planning Summary (2-page maximum, double-spaced)

Stakeholder List

Appendix (2-page maximum), focusing on documenting learner outcomes (e.g., relevant benchmark or outcome data, newspaper articles, program evaluation, or samples or flowcharts of innovative practices and procedures)

ABE, ESL, GED, and High School Diploma programs must attach either the agency or the applicant program’s Federal Table 4 for 2005-06

Five (5) copies of the application materials received at CALPRO Office no later than 4 p.m., December 1, 2006

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Programs of Excellence Letter of Intent

TO: CALPRO – Programs of Excellence2880 Gateway Oaks Drive, Suite 220Sacramento, CA 95833Fax: 916-286-8840

DATE: ____________________

SUBJECT: Letter of Intent to Apply for Programs of Excellence

The purpose of this Letter of Intent is to notify CALPRO of our intent to submit an application for Programs of Excellence for 2006–2007. We understand that the application must be received in the CALPRO office no later than 4 p.m., December 1, 2006.

Agency Name: Street Address:

City: Zip:

Telephone: Fax:

Contact Person: E-mail:

Program for which application is being submitted: Adult Basic Education High School Diploma or General Education Development (GED) English as a Second Language/EL Civics Citizenship Adults with Disabilities Vocational Education (Career Technical Education) Parent Education/Family Literacy Older Adults Health and Safety Home Economics

Please check one: Initial application Recertification

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Programs of Excellence

The deadline for submitting a Letter of Intent to apply forPrograms of Excellence is November 1, 2006.

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Programs of Excellence Application Cover Sheet

Applications must be received no later than 4 p.m. on December 1, 2006.

Submit five (5) copies of application to:

CALPRO – Programs of Excellence2880 Gateway Oaks Drive, Suite 220Sacramento, CA 95833-4305

School Districts/Community CollegesCOUNTY CODE DISTRICT CODE

Library/Private Non-Profit AgenciesCOUNTY CODE VENDOR CODE

Agency Name ______________________________________________Phone ( ) ___________

Street Address_________________________________________________ Room or Suite _____

City ________________________________________ Zip Code___________________________

Chief Executive Officer __________________________________Title ______________________

Program for which application is being submitted: Adult Basic Education High School Diploma or General

Education Development English as a Second Language/

English Language Civics Citizenship

Vocational Education (Career Technical Ed) Parent Education/Family Literacy Health and Safety Home Economics Older Adults Adults with Disabilities

For adult schools only:ADA for agency, 2005–2006 __________ ADA for applicant program, 2005–2006 __________

For community-based organizations or other agencies that are not adult schools:Number of learners enrolled, 2005–2006 _______

Number of learners enrolled in applicant program, 2005–2006 ___________

Person completing application or contact person

Phone ( ) E-mail Address

Chairperson of Stakeholder CommitteePhone ( ) E-mail Address

Please check one:

Initial application Recertification

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Programs of Excellence Summary FormAgency_______________________________________________________________

Program_______________________________________________________________

List of stakeholders attached Yes

Transfer overall scores from each page of sample measures to the appropriate indicator below.

Program Component Averages: For each program component, divide total score by number of indicators and enter averages below. Curriculum and Instruction

Learner Outcomes Learner Support Services

Leadership and Planning Community Involvement and Collaboration

I. CurriculumOrganization ______

II. Life Skills Application ______

III. MaterialsSelection ______

IV. Instructional Strategies ______

V. Organization and Delivery of Lessons ______

VI. Monitoring andCommunication ______

TOTAL _______

Component Average

I. LearnerGoal Setting ______

II. SkillsAttainment ______

III. Learner Advancement ______

TOTAL _______

Component Average

I. Assessment andPlacement ______

II. EducationalOptions ______

III. Advisementand Counseling ______

TOTAL _______

Component Average

I. OrganizationalStructure andDecision-makingProcesses ______

II. Continuous Improvement ______

III. ProfessionalDevelopment ______

TOTAL _______

Component Average

I. Assessing and Meeting Community Needs ______

II. LearnerCommunityExperience ______

III. Promoting theAgency Mission ______

TOTAL ______

Component Average

From the Quality Indicators for Programs of Excellence 2006-2007. Download the complete tool from www.calpro-online.org.

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FOR ADULT SCHOOLS ONLY:Agency ADA cap __________ADA served in 2005-2006 in applicant program __________

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Frequently Asked Questions1. What is Programs of Excellence?The purpose of Programs of Excellence is twofold. The quality indicators are a tool for adult education programs to use for self-review and continuous improvement in delivery of services. CDE also uses the Programs of Excellence quality indicators to identify and recognize exemplary programs within California. Programs of Excellence should have the following characteristics:

Exhibit exemplary and replicable qualities Meet the needs of their local community Integrate the four adult roles of worker, family member, community member, and

lifelong learner into a relevant, coherent curriculum Link learner goals to program accountability Include all stakeholders in leadership and planning Reflect model program standards and SCANS competencies Use data and research effectively for continuous program improvement Incorporate curriculum and instruction that best meet the needs of the learners.

2. What does it mean to be selected as a Programs of Excellence recipient?The California Department of Education recognizes all Programs of Excellence recipients or designees for their exemplary service; OTAN and CALPRO identify them as programs of distinction; and they receive local and statewide media attention as model programs. Other adult education programs and agencies may contact Programs of Excellence recipients for assistance in developing their own exemplary programs.

3. How can I use Programs of Excellence: Quality Indicators for Programs of Excellence— A Tool for Self-review and Identification?

Programs applying for Program of Excellence recognition should use the document as a guide for program self-review and for writing the application. The CDE encourages all programs to use the document as a tool for continuous improvement. The 2006-2007 version of the Quality Indicators for Programs of Excellence document is available to download at www.calpro-online.org.

4. Who is eligible to apply for Programs of Excellence?Eligible agencies include those receiving state apportionment or Workforce Investment Act Title II, Adult Education and Family Literacy Act funds (225/231 or EL Civics). This includes programs in correctional facilities and other institutions.

5. How many Programs of Excellence will be chosen?All agencies successfully completing the application selection and site review processes will be identified as Programs of Excellence.

6. How can my program qualify as a Program of Excellence?Programs must compare their practices to the quality indicators provided in the Quality Indicators for Programs of Excellence 2006-2007 document, not to other programs. To qualify, programs use the scoring criteria for each quality indicator and must rate themselves with a minimum score of three on each of the indicators. The completed application must present evidence that the program operates at that level. If a program qualifies through the written application process, a review team will make a site visit to verify the application.

7. How do I demonstrate that my program is exemplary?

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Using the scoring criteria for each quality indicator in the Quality Indicators for Programs of Excellence 2006-2007 document, provide clear, concrete, relevant evidence that demonstrates that the program operates at an exemplary level. Be sure to address fully all program components and quality indicators. Include relevant data that the program collects, and be explicit about how the data are used.

8. Do I apply for my whole agency or for an individual program?An application is to be submitted for a program, not for an entire agency. An agency that wishes to apply in more than one program area must submit a separate application for each program. If a program holds classes at several sites, all sites must be included in the application.

The application process will recognize programs that exemplify Programs of Excellence for each of the following authorized areas in adult education:

Adult Basic Education High School Diploma or General Education Development (GED) English as a Second Language/English Language Civics Citizenship Adults with Disabilities Vocational Education (Career Technical Education) Parent Education/Family Literacy Older Adults Health and Safety Home Economics

9. Can I submit an application for my EL Civics or my CBET program?An application is for an entire program. For example, EL Civics generally is part of an ESL program, and the application must be for the entire ESL program, not just for the EL Civics component.

10. What is the composition of a typical stakeholder group?The stakeholder group should include staff, adult learners, family members of adult learners, community members, volunteers, businesses with which the program collaborates, representatives of community agencies, and others with vested interests in the program. The stakeholder group should be representative of the people served by the program.

11. Who should write the application?The first step toward earning the designation of Programs of Excellence is to complete a program self-review. A representative committee of all program stakeholders (e.g., adult learners, instructors, counselors, administrators, volunteers, and community and business members) conducts the program self-review. This self-review committee completes the written application. If the program qualifies through the written application process, a site review team will interview the self-review committee during the site visit.

12. If my program conducts a self-review and scores low in some areas, is technicalassistance available so that my program can address these areas and ultimately earn the designation of Programs of Excellence?Yes, technical assistance is available through CALPRO and its Professional Development Centers. Please contact CALPRO at 800-427-1422 for more information or visit the CALPRO Web site at www.calpro-online.org.

13. What is the relationship between Programs of Excellence and Model Standards for Adult Education Programs?

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The implementation of model standards is an indication of a program’s progress toward earning the Programs of Excellence designation.

14. What is the difference between Programs of Excellence and Promising Practices?Programs of Excellence identifies entire programs that are exemplary among agencies receiving state apportionment and/or 225/231 or EL Civics funding. Promising Practices identifies effective components of programs and innovations among 225/231 and EL Civics program components only. Visit the CASAS Web site, www.casas.org, for more information about Promising Practices.

15. Is the Program of Excellence related to Categorical Program Monitoring (CPM)?No. CPM is a separate, mandatory process that assures schools are in compliance with regulations. Programs that apply for Programs of Excellence should demonstrate exemplary practices that far surpass issues of compliance. In addition, Programs of Excellence is a voluntary program.

16. What is the format of the application?The completed application includes the application cover page, two-page overview, 15-page (maximum) narrative, summary page, stakeholder membership list, and 5-page (maximum) appendix. See the checklist (p. 11) for more complete details. Do not send lesson plans or course outlines. Submitted items will not be returned.

The stakeholder list must include the names of the members, the agencies they represent, and their titles within their respective agencies. Stakeholders should reflect the local community and include business, community, learners, and faculty representation.

The narrative must reflect the program’s methods of addressing the quality indicators of a program of excellence. Documentation of learner accomplishments might include examples of the data collected, how the data were used in program improvement, indicators of learner success, and the standards used as success benchmarks.

The application must be typed, single-sided, double-spaced, using 12-point font and one inch margins. Rather than duplicating text, refer the reader to a previous section in the narrative.

Do not submit the Sample Measures pages from the Quality Indicators for Programs of Excellence document with the application. These pages are provided for program self-review only. Include in the narrative notes and comments from the Sample Measures pages, if they support exemplary practices.

Program areas to be addressed in the application include Adult Basic Education, High School Diploma or General Education Development (GED), English as a Second Language/EL Civics, Citizenship, Adults with Disabilities, Vocational Education (Career Technical Education), Parent Education/Family Literacy, Older Adults, Health and Safety, and Home Economics.

17. Who should include Workforce Investment Act Title II federal Table 4 with their application?

Agencies that receive federal WIA Title II funds and are applying for Adult Basic Education, English as a Second Language, or Adult Secondary Education programs must include a copy of Table 4 for the most recent program year. Agencies that do not receive federal funding for ABE, ESL, or ASE do not need to include Table 4. Table 4 does not include information on other program areas (for instance, Adults with Disabilities, Vocational programs, etc.) and should not be included with those applications.

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18. What's the purpose of including federal Table 4?Federal Table 4 provides reviewers with additional information about your agency. It is not used to determine qualifications for Programs of Excellence.

19. How do you create federal Table 4 in TOPSpro? Launch TOPSpro 4.6 or a later version Log on to TOPSpro. In Username type LOCAL, leave password blank, and then click

OK. On the Tools menu, click Options. In the Options window, click Provider. Ensure “CA” appears in the state field. If necessary, enter “CA,” click Apply, and then

click OK. Exit and then reopen TOPSpro. On the Reports menu, scroll down to Federal Reports, and select Federal Tables (All

Reports). In the Entry date field, using the […] button, select Last Fiscal Year (07/01/2005 –

06/30/2006) Select ALL sites and ALL classes. Click the Options tab. Under Report Output, select Printer. Click the Report Series tab. Click Deselect All. Select only Federal Table 4. Click the Print icon.

If the 2005-06 data is not in your TOPSpro database, you need to first import the data. If you need technical assistance importing your 2005-06 TOPSpro data or running federal Table 4, please contact CASAS at 1-800-255-1036.

20. What information might be included in the appendix?The appendix (5-page maximum) should focus on documenting learner outcomes. This might include relevant benchmark or outcome data, newspaper articles, program evaluation(s), and/or samples or flowcharts of innovative practices and procedures. Do not include lesson plans or course outlines.

21. Does my application need to refer to all sites where the program takes place?Yes. The expectation of the CDE is that programs will have systems in place that serve students at every site within the program, not just the main site. Systems such as intake, assessment, counseling, and professional development, for example, should function effectively for every site. The committee writing the application should explain how the program maintains consistent systems, even at satellite sites. During the site visit, the team will observe a representative sample of each type of site.

22. Must my program contain all the sample measures listed for each indicator in Quality Indicators for Programs of Excellence?

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No. The sample measures are merely suggestions of ways to document evidence of meeting the criteria. The program may have alternative methods of documenting the criteria. Be sure to include in the completed narrative a full explanation of the measures used in the program .

23. How do the four adult roles fit into Programs of Excellence?Where appropriate, the Programs of Excellence Quality Indicators for Programs of Excellence self-review tool (available online at www.calpro-online.org) asks agencies to document their delivery of services across the four adult roles: productive worker, participating family member, lifelong learner, and responsible citizen.

24. Does every program have to address all four adult roles?Not necessarily. Some programs may address only one or two of the roles. For example, parent education may focus primarily on the roles of adult as parent, lifelong learner, and active community participant. Vocational education may focus primarily on the adult as worker. English as a Second Language, on the other hand, may focus on all four roles. The program should address those roles that fall within the scope of the learner and the program goals.

25. What if one of the criteria is not relevant to my program?If a criterion does not apply to the program, or if the program does not address the service, then explain this in the narrative, citing reasons for the program choice. Sometimes, however, even if the program does not provide the service, learners may receive the service through collaborative partners. If this is the case in your program, describe how the services are available to the learners.

26. Is a counseling credential required for the staff who perform the counseling function?School districts have specific requirements for certification of counselors. Other guidance and advising activities can be performed by trained teachers, instructional aides, tutors, and other staff.

27. What is the purpose of the site visit?The purpose of the site visit is to verify the exemplary services described in the written application. For this reason, only those programs whose applications pass the written application stage will be scheduled for site visits.

28. If my program received Programs of Excellence recognition in the past, is it necessary to resubmit the entire application to re-qualify?

The designation of Programs of Excellence is awarded for a four-year period. Recipient programs can apply for recertification of the award, extending the designation of Programs of Excellence for an additional four years. Programs awarded Programs of Excellence status prior to 2005 must submit for recertification during the third year of their certification period. There are no limits to the number of times a program can apply for recertification.

To apply for recertification of a 2003-2004 Programs of Excellence designation, it is NOT necessary to submit a full application. The recertification application includes the application coversheet (p. 15), the summary form (p. 17), a program overview (2-page maximum), the narrative (5-page maximum), a list of the program’s stakeholder committee members, and an appendix (2-page maximum).

29. How can a small program address the criteria?A program does not have to address criteria that are not applicable. Strategies for addressing the indicators reflect the program’s unique methods of meeting the criteria, and they reflect practices that are appropriate for the size of the program, the needs of the learners, community characteristics, etc.

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30. Why must I submit a Letter of Intent to apply for Programs of Excellence?CALPRO uses the Letters of Intent to determine the number of application reviewers needed as well as the content expertise that reviewers must have to review the applications. Programs must submit their Letters of Intent no later than November 1, 2006.

31. What is the timeline for the Programs of Excellence application and review process?Completed applications must be received at the CALPRO Office no later than 4:00 p.m. on December 1, 2006. Faxes will not be accepted. Mail five (5) copies of the application to:

CALPRO – Programs of Excellence2880 Gateway Oaks Drive, Suite 220Sacramento, CA 95833-4305

A committee of CDE and field practitioners will convene in mid-December to review applications. Site visits will be scheduled in the spring. Programs that qualify will be notified in May 2007 and awards will be presented at the September ACSA Adult Education Conference.

32. Why is the use of research a priority?Teachers and programs are expected to engage in evidence-based practice, which is defined as “the integration of professional wisdom with the best available empirical evidence in making decisions about how to deliver instruction” (Grover Whitehurst, Director of Institute of Education Sciences; http://www.ed.gov/news/speeches/2002/02/20020228.html ). Teachers, administrators, and other staff need to consult relevant research and then localize the results to their specific situation. Although professional wisdom is a key element of good practice, it is not enough. Practitioners must look for research that informs decisions about all aspects of a program, including materials selection, instructional approaches, and assessment.

33. For the purpose of applying for Programs of Excellence, how does the CDE define program areas? Should I follow the list of 10 program areas of adult education or use the newer list of six program areas?

Please refer to the Foreword in this application (page v), which lists the 10 program areas for which you may apply.  34. Why are there 10 program areas for Programs of Excellence and six program areas for

state apportionment? The 10 former program areas were consolidated into six. The result is that many programs are larger than in the past. Under the old list, Adult Basic Education (ABE) and Adult Secondary Education (ASE) were two separate program areas. Under the consolidated list, ABE and ASE are combined. If Programs of Excellence adopted the new list of program areas, agencies would be required to submit applications covering broad parts of their programs. For example, an agency that wanted to apply for an award for its ABE program would have to include its ASE program in the application. By using the list of 10 program areas, agencies are able to focus their efforts on specific program areas.

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 35. If I apply for any of the program areas such as Citizenship, Home Economics, or Health

and Safety, which have now been combined under the umbrella of larger program areas, how should I report the ADA on my application?  

The Programs of Excellence application should address only your specific applicant program (from the list of 10 program areas on page v of the application). For example, if you apply for the Home Economics portion of your program, the application should not include your entire Parenting, Family, and Consumer Awareness program. Likewise, the ADA reported in your application should only reflect the applicant program—in this case, the Home Economics program. Please note that the size of programs is not a rating criterion; the information is only used as a descriptor.

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Glossary

CPM - Categorical Program Monitoring, conducted by the California Department of Education to ensure compliance with federal and state regulations

Collaborative - a partnership among stakeholders, resulting from a common vision and common goals to guide the partnership’s activities

Indicator - the standard of excellence in program organization or delivery of instruction

Model Standards for Adult Education Programs – a CDE document that provides programmatic, curricular, instructional, and assessment standards for adult education programs. To order a copy of the standards, look in the Additional Resources section of the CDE publications catalog at http://www.cde.ca.gov/re/pn/rc/documents/ercatalog2006.pdf.

OTAN - Outreach and Technical Assistance Network, a project funded by the California Department of Education to deliver online educational information and distance learning

Professional Development Plan - a plan for an educational staff member that begins with an educational goal and outlines steps to achieve the goal

SCANS - workplace competencies developed by the Secretary’s Commission on Achieving Necessary Skills

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Appendix

Programs of ExcellenceProgram Components and Quality Indicators

Curriculum and InstructionI. Curriculum Organization

II. Life Skills ApplicationIII. Materials SelectionIV. Instructional StrategiesV. Organization and Delivery of LessonsVI. Monitoring and Communication

Learner OutcomesI. Learner Goal Setting

II. Skills AttainmentIII. Learner Advancement

Learner Support ServicesI. Assessment and Placement

II. Educational OptionsIII. Advisement and Counseling

Leadership and PlanningI. Organizational Structure and Decision-making Processes

II. Continuous ImprovementIII. Professional Development

Community Involvement and CollaborationI. Assessing and Meeting Community Needs

II. Learner Community ExperienceIII. Promoting the Agency Mission

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