The Texas Workforce Commission division of Adult Education and Literacy is led by State Director Anson Green. Below is a collection of “TWC Transmittals” from Anson that contain general grant-related information, policy clarifications and helpful guidance for AEL-funded programs. This compilation includes select TWC Transmittals dated April, 2018 forward and is updated regularly as new TWC Transmittals are generated. Messages are in date order beginning with the most recent correspondence. To help find topics, you can use your browser’s “Find” function (command + f) to find words in titles listed on this page.
November 7, 2019: Save the Date Career Navigator Convening
We are happy to announce a wonderful resource this winter for our valuable career navigators!
As a preconference to the Texas Association for Literacy and Adult Education (TALAE) conference this February, we will be having a Career Navigator Convening on February 12th 2020!
PLEASE share with your navigators! More info and registration forthcoming.
We wanted to release a ‘just in time’ webinar to go over the recent updates in TEAMS 4.6 release.
The changes in the system were to align system functionality to guidance found in AEL Letter 02-19 and AEL Letter 05-18 (view this policy here). These changes require data that supports the collection of important student information that allows us to continue to remove the TANF eligibility burden for you and support the AEL Combined funding model. This information also supports improved high school equivalency data matches with TEA and performance data collection for exit-based performance measures.
We appreciate all the feedback that you provided via the survey and we are working on options to possibly extend the October data entry deadline.
Some of you were more impacted than others and we are sensitive to those needs.
Please review the webinar or share it with staff that may want additional background on the TEAMS 4.6 release changes.
If you have any questions regarding the release or need assistance, please send inquiries to TEAMS.email@example.com.
Due to the ‘just in time’ nature of this webinar, it will not be posted online.
Many thanks to our AEL Supervisor Mahalia Baldini, who manages all of the TEAMS system enhancements, and the AEL provider “A-TEAM”, our team of expert TEAMS users and performance accountability experts, who support us in the development of policy and guidance.
October 28, 2019: September AEL performance data
Good Morning Grantees!
Please find attached September AEL performance data that will be useful for you to determine how your fall efforts stack up and for you to complete your quarter 1 report.
Date: 12/3/2019 (This is a pre-conference to the TWC Annual Workforce Conference)
8:30 a.m.- 4:00p.m. (Lunch will be on your own and there are multiple restaurants at the hotel.)
Gaylord Texas Resort and Convention Center 1501 Gaylord Trail Grapevine, TX 76051 Room –Texas 3 & 4
The goals of this convening are to provide a detailed review of integrated education and training (IET) model compliance and related measurable skill gains and credential performance. In doing this, we also have the objective of providing an opportunity for creating a peer-to-peer community within AEL.
Please make your travel arrangements and plan to join us on December 3rd. The TWC Annual Workforce Conference starts after lunch on Wednesday, December 4th, and we invite you to attend that event as well.
We look forward to seeing you as a group, sharing practices and learning from one another. If you have any questions, please reach out to Alaina Zachmann, our new administrative assistant. She answer or route your question to the right person.
Have a great week and look for additional information and requests for contributions to this session (via power points and presentation.)
October 14, 2019: PY '19-'20 Performance-based Funding Measures
Description: To help ensure that AEL programs meet expectations for the total number of participants to be served, grant recipients will be awarded approximately 33.33 percent of their PY’19 performance-based funding allocations, once approved by the Commission, if they have met 65 percent of the negotiated target for total participants to be served based on their “base” PY’19–’20 allocations (that is, excluding carryforward targets), as approved by the Commission August 27, 2019, by the end of the second quarter.
Denominator: The unduplicated enrollment target for total participants served in PY’19–’20
Description: To increase performance in measurable skill gains (MSGs), grant recipients will be awarded approximately 66.67 percent of their PY’19 performance-based funding allocation, once approved by the Commission, if by March 31, 2020, participants enrolled in the first two quarters of the program year meets the grant recipients’ first to third quarter MSG targets (approved by the Commission on August 27, 2019 ).
Numerator: The number of participants in the denominator who achieve an approved MSG by March 31, 2020
Access to Funds: Funds for achievement of this measure will be released after the third quarter of PY’19, once approved by the Commission.
Category C: HSE or Ability to Benefit Enrollment and Achievement (33.33% of PY’20-’21 PBF for PY’19-’20 Performance)
Description: HB 1949 requires the Commission to consider certain criteria when awarding performance-based funding.To receive funding in this category, grant recipients must meet both of the following criteria:
At least 25 percent of all PY’19–’20 participants served in the program year must be enrolled in an HSE or postsecondary ability to benefit program.*
At least 70 percent of participants who were in an HSE or postsecondary program during the program year and exited during the program year must achieve either an HSE or a recognized postsecondary credential.
Denominator: All PY’19–’20 participants who were in an HSE or postsecondary ability to benefit program during the program year and exited during the program year
Numerator: Exiters from the denominator who achieved an HSE or postsecondary credential during the PY or after exit
To ensure that AEL grantees meet expectations for HB 1949, they will be awarded approximately 33.33 percent of their Commission-approved PY’20 performance-based funding allocations, once approved by the Commission, if they meet the targets as described.
Access to Funds: This category focuses on all participants served in the entire PY and also focuses on those participants who were in an HSE or ability to benefit program and exited during the PY. This means that is it not possible to determine whether a grant recipient qualified for the award until more than 90 days after June 30, 2020, because exit occurs when a participant does not receive AEL participatory services for more than 90 days and that period was not part of a planned gap. To account for the delay in determining results under this category, the Commission will approve and award performance-based funding for this category after the first quarter of the next program year, PY’20.
*Consistent with the Workforce Innovation and Opportunity Act Credential Rate Denominator, a participant in an HSE program is a participant who reaches an Educational Functioning Level of at least ABE 5 in all domains or takes and passes a portion of the HSE exam. A postsecondary ability to benefit program is a postsecondary credential program for individuals who lack a high school diploma or equivalency, qualify for federal student financial aid, and demonstrate on an assessment instrument, such as the Texas Success Initiative Assessment, that they can pass college-level courses with some support.
A forth measure is included to support career pathways toward Measure C, Category D: Milestones in Meeting HSE or Ability to Benefit Enrollment and Achievement is included and will be further define once TWC has sufficient data to establish milestone targets.
September 27, 2019: Monthly Performance Report (MPR) for August 2019
What a productive meeting we had this week on performance!
Thanks for everyone’s contributions. I learned so much about what you are doing. Where you are going, and what you need.
I had to end the weak with some Performance!
Attached you will find the Monthly Performance Report (MPR) for August 2019. These numbers will include any enrollments/participants by category from July 1-August 31st 2019. Since final targets were not approved by the Commission until August 27th, 2019, we did not supply you with a July MPR.
While MSG’s are typically low this time of year due to the newness of full class schedules, I encourage you to put in a lot of effort when planning and tracking MSG’s. I am so excited to discuss all the great strides made last year at our upcoming Fall Institute, but we need to keep our eyes and focus on participant needs this year as well and ensure that we are leading participants to the outcomes they hired us to help them do! It starts with developing and implementing a quality model for student success—putting in the work to retain our students and that starts at first contact with us.
I wanted to make one clarification on the proportional target methodology. The proportional target is meant to give you a percent of full target to strive for each month. It is not representative of AEL’s enrollment trends, but rather a simple calculation of taking your full target dividing by 12 (mos) and then multiplying that number by the program month we are in within the program year. Example: 100% / 12 (mos) = 8.33% x the reporting month we are in ( August = 2). So, 8.33% x 2 = 16.67% . Take your full target and times it by 16.67% for August enrollment target.
What is more important is to understand your local trends when recruiting and planning your enrollment periods. We all know that the same number of students do not walk in the door each month, so you have to analyze your peaks periods and plan more heavily for your low enrollment periods—balancing these ebbs/flows will help keep enrollment strong to the end of the program year!
I am looking forward to another fabulous year!
August 21, 2019: EOY MPR PY 18-19
Congratulations on another program year in the books ! We are excited for PY 19-20 and joint efforts for continuing improvements to our outcomes in PY 19-20!
Increase in # of grant recipients meeting the Measurable Skill Gains! As you all know, this is an area of continued focus for us in PY 19-20 and we are counting on you to implement successful strategies to improve. This measure show the extent to which participants are learning in your program. WIOA give us a lot of tools and new measures to document progress. Please use them.
Increase in number of Participants making educational gains in reading, language and math!
Improvement in Credential Rate, largely due to the TEAMS data fixes that connected more participants to High School Equivalency (HSE) through data match and your efforts in IET credential attainment tracking and reporting where we are showing progress, but have a long way to go. Let’s support these Recognized Postsecondary Credentials and enter them into TEAMs!
More students getting training through quality an IET models
Providing more Intensive Services in the areas of Employer Engagement/Workplace Literacy, Re-entry for Justice Involved Individuals, and Foreign Trained ELL Professionals!
You are carrying the message for Texas and we see you!
Review your data against the peers, meet with your leadership teams, ask questions, ask us/me, and develop strategies for conquering your performance challenges.
The September institute will focus solely on this.
For PY 19-20, I want us to continue our efforts in these areas and laser focus on:
getting students to outcomes through thoughtful comprehensive assessment. Do you really understand the “job” your students are “hiring” you to do or are they voting with their feet and leaving after too few hours? Are you gathering Planned MSGs and using them?
developing best practices for use of the basic education MSGs and post-testing
collecting follow-up documentation for exit-based measures
meeting our expenditure benchmarks by developing quality programs and follow up-tracking. Unspent funds means you community is not being adequately served. Unspent PD funds means your TEAM (who delivers performance) is not being adequately supported!
We will be analyzing EOY reports and reaching out to programs who need some technical assistance on targeted areas.
Don’t be shy, dialog with men (cell: 512-348-5874). We are all in this together.
I’m looking forward to working with you again this year and finding more student success stories for Texans in PY 19-20!
November 14, 2018: AEL Monthly Performance Report for September 2018
As I shared on our last all-grantee phone call, I will begin sharing the monthly performance report (known as the MPR) for all statewide performance.
In sharing this, we are working to increase transparency of performance across the state as envisioned under WIOA, as well as help you gauge your performance in the context of other grantees across the state.
The performance numbers for your program use the same methodology, and thus are the same, as the program status sheets.
As you read this the explanations are probably obvious: -P = Less than 95% of target; MP = 95% to less than 105% of target; +P = 105% or more of target
We encourage you to use the MPR to work with your staff and / or consortium partners for program improvement and to identify peers for opportunities such as sharing best practices.
For now, we will only be sending these via email transmittal. They will not be posted on our website.
October 18, 2018: Release of TEAMS Version 3.8
We are excited to announce the release of TEAMS version 3.8 on Monday, October 22. TEAMS will be down beginning Friday, October 19 at 6:00 PM as we begin moving the release to the live system.
This release contains, for the first time ever, the ability to see an individual’s periods of participation, including when a participant has exited.
In advance of the release, we invite you to view this pre-recorded webinar that outlines these changes.
August 30, 2018: Action Required - AEL Enrollment Target Negotiations
Attached to this email you will find your target negotiation tool for PY18-19. Please read the instructions below carefully.
Please send all questions related to completing the tool to Carrie Tupa and Adam Leonard, with a copy to firstname.lastname@example.org, email@example.com, and your assigned program specialist.
Overview of the Target Negotiation Tool
The target negotiation tool provides a summary of the targets used in the proposal process for RFP 320-18-01, updated targets with the revised allocations, and TWC staff recommended targets.
Base Targets from AEL RFP 320-18-01: These are the targets that were provided in the target setting tool when completing your application under RFP 320-18-01
Base Targets using Allocations: These are the targets, using the same methodology applied in RFP 320-18-01, updated for revised final allocation approved by the Commission on 7/3/18
Alternate Targets Suggested by Staff: These are TWC staff recommendations based on recognized statewide and local trends as well as updated legislative targets and planning
Select your grantee from the dropdown menu in Cell A2
Rows 5 and 6 will display the planning estimates from the RFP and the Approved allocations
In these rows:
Column B is the amount you have to spend on direct services (your total allocation minus performance funding and professional development funds)
Column C is the amount you have to be spent on EL Civics (IET and non IET)
Column D is the amount that we anticipate you spending on Career Advancement Models (IET EL Civics, Intensive and IET) using staff recommendations
In the yellow cells, enter your proposed target negotiations for EL Civics, IET EL Civics, Intensive and IET. Total served will automatically adjust based on the values you enter in the other columns.If you propose keeping the staff recommended amounts, please still enter those amounts in the cells and save and return following the instructions below.
Your formal TWC targets are:
Column B: EL Civics
Column C: IET EL Civics
Column F: Intensive
Column H: IET
Column L: Total Participants Served
Columns K and M are informational only and not official TWC targets
Errors: Before you submit your tool, you will want to check for errors.
1) Error in Cell D13 – If you have an error in cell D13 you must remedy it. Since EL Civics funds can only be spent on EL Civics services, the total targets in these columns must add up to an amount that will expend these funds.
2) Error in Cell F13 – Your proposed intensive target needs to be at least 35% of your total IET EL Civics and IET targets. If you are proposing a smaller amount, you must provide a justification when you send the tool back. 3) Error in Cell H13 – The sum of your proposed IET EL Civics Target and IET target need to be at least 90% of the sum of the base IET EL Civics Target and IET target (in row 10), meaning you can only decrease the total of these amounts by 10% from what is in the base targets. If you are proposing to decrease these targets by more than 10%, resulting in an error, you must provide a justification when you send the tool back. 4) Error in Cell I13 – The amount to be spent on Career Advancement Models (cell D12 + cell G12 + cell I12) needs to meet or exceed the amount in cell D6.
5) Error in Cell L13 – The total amount of participants to be service (cell L12) needs to be at least 95% of the Base targets (cell L11), meaning any adjustments you make from staff recommendations cannot result in a reduction of total served by more than 5%. If you are proposing an alternative, you must provide a justification when you send the tool back.
We cannot approve any negotiations until we receive all negotiations and can review for statewide levels, so please return your tool as soon as possible via the instructions above, but no later than Monday, September 10.
August 29, 2018: Professional Development Plan Template and Revised Staff Qualifications and Training Chart
Below you will find the template to be used to develop your local Professional Development (PD) plan as well as a revised Staff Qualifications and Training Chart.
Since this template has evolved considerably over the last few weeks, we are extending the due date for this grant deliverable (6.2) to October 31st, 2018.
Our expectations are that your local team responsible for PD, accountability/quality assurance/instruction/DL will work with your assigned PD Specialist and TWC Program Specialist to ensure that not only is this seen as a compliance document to satisfy a deliverable, but more importantly as a planning tool developed after extensive local data analysis and discussion.
As you identify target areas based on your analysis, create goals that will aide in addressing and/or improving targeted areas of concern. Please see this as a living document and as goals are being met, it should be revised to ensure that continuous planning is in place.
As always, please feel free to reach out to your assigned staff if you have any questions.
Thank you for your patience as we worked to develop a more purposeful and efficient template for the following deliverables as well as revise due dates:
6.1 Detailed Project Plan & Expenditure Projection—Due September 15th, 2018 6.7 Sub-Recipient Monitoring Report—Due last day of month following end of quarter: October 31, January 31st, April 30th and July 31st. 6.11 Quarter Narrative Report—Due last day of month following end of quarter: October 31, January 31st, April 30th and July 31st.
The attached spreadsheet contains all three deliverable templates along with instructions for how to complete. The first deliverable due is the Detailed Project Plan & Expenditure Projections (6.1). You should submit the entire spreadsheet even though template for deliverable 6.11 and 6.7 will be blank at this time. Moving forward, you will continue to use your Detailed Project Plan to build and report quarterly narrative and sub-recipient monitoring reports. Please make sure you save a copy to your own device and name using your contract number for easy tracking when submitted.
August 14, 2018: Cash Draw and Grant Closeout Packages Due ASAP
CDER will be down starting close of business, August 23, 2018 through September 3, 2018 for FY18 closeout. For this reason you will need to ensure that any cash draw requests and/or Grant Closeout Packages are submitted by August 20, 2018. Take into consideration that cash draw requests can also take up to 3 business days to process. Please do not wait and risk missing the deadline!
We strongly encourage that you share this with your finance department and anyone else in your institution who will be impacted.
Contact your Grant Manager immediately if you have any questions.
July 10, 2018: Revise Draft Approach to Collecting MSG for IET Participants
In preparation for the summer institute, I wanted to provide an update on a change we are making related to performance accountability for IET’s. This change will be reflected in a future revision to AEL 01-18, Educational Outcomes for Adult Education and Literacy.
MSGs For IET Participants BACKGROUND Historical IET program performance has revealed that certain programs models have inconsistent and / or weak provisions of basic education (reading, writing, math, English language), sometimes resulting in high failure rates among students.
This weak performance reduces the likelihood of students successfully completing postsecondary education and training and entering employment.
Grantees must ensure a rigorous and intensive contextualized education provided in IETs to best support the educational and career advancement of the student.
TWC research on educational outcomes (largely the Pretest-Posttest (Type 1a MSG) uncovered that, despite weaknesses in certain program models, overall, students in IET programs perform better in both MSG and Credential attainment rates than students not in IET programs. For PY’16 –‘17, rates for MSG for all participants were 48% compared to the Non-IET participant rate of 34%.
DRAFT REQUIREMENT For program year ’18-’19, grantees must be aware that to support the educational and career advancement of IET participants, providers must report and document MSGs that measure both basic education and workforce training performance.
MSGs that measure basic education include:
Achievement on a Pretest-Posttest (Type 1a). For IET participants, testing may be in only the basic education domain identified as most critical for the participant to succeed in the workforce training as documented by the common learning objectives of the IET; and
HSE Achievement (Type 2).
Note: The Postsecondary Enrollment MSG (Type 1b) does not apply to participants enrolled in IET because participants in IET do not exit AEL services.
MSGs that measure workforce training include
Postsecondary Transcript or Report Card in IET (Type 3);
Progress Milestone in IET MSG (Type 4); and
Skills Progression MSG (Type 5).
Collecting MSGs that measure basic education competencies will
better ensure students’ successfully pass workforce training and complete IETs and earn a Recognized Postsecondary Credential;
support the potential for continued postsecondary education or training and career advancement; and
support advances in overall MSG attainment for Texas.
The revised AEL letter 01-18 (not yet published) will be distributed at the institute and will clarify how IET programs can support participant MSG gains through the alignment of both basic education and workforce training competencies to the IET common learning objectives.
I wanted to provide early notice so that you could revise your IET implementation strategy accordingly.
I’m pleased to announce that the new year is open in TEAMS for data entry! Please note some important information related to the new year:
Continuing Grant Recipients
If there has been any change in the configuration of your grant, you will have a new grantee ID in TEAMS, and will either need to have your access updated or get a separate account. The primary POC should have received an email with specific instructions from Carrie Tupa. For further information, please contact your program specialist. If there has been a change in your grantee ID, you cannot rollover classes.
All Grant Recipients
Updates to the participant profile have been initiated for the new PY that ensure more accurate data entry through validation checks. A summary of these changes can be found in the attached document.
As mentioned on the grantee call this week, it is imperative that you properly set up your providers and sites. Many of you should only have 1-2 providers. A provider is the entity who is actually providing direct services. If you are providing services at a specific location, that should be set up as a site not a provider. We will be sending separate emails to some grantees who have this set up incorrectly in previous years.
Please let your program support specialist know if you have any questions, and here’s to a great new year!
Attached you will find your last quarterly narrative for RFP 320-14-10. I greatly appreciate the hard work you have all done to build such a successful system for adult learners under TWC first AEL statewide grant award! You have all really delivered in many ways.
As stated on the last conference call, the deadline for the submission of these were extended to Monday, July 16th.
Also, a reminder your 4th quarter Data Sign Off (DSO), and Sub-Monitoring report are also due July 16th.
Please let me know if you have any questions.
May 17, 2018: TABE 11/12 Guidance
We have had several discussions about the TABE 11/12 on our grantee phone call, and recently requested feedback from you all via survey monkey. We have finalized our guidance on the implementation of TABE 11/12 and are working on an AEL letter to outline these requirements.
In the meantime, I wanted to provide you with this information so that you can plan accordingly in your programs.
Why do we have to switch to the TABE 11/12?
The TABE 9/10 is no longer approved for use in the NRS beginning February 2019, with a sunset period until June 30, 2019. Additionally, Data Recognition Corp (DRC), the publisher of TABE, has already begun discontinuing their support of the TABE 9/10, which is why it is imperative that local programs begin the onboarding of the new test as soon as possible.
When will we be required to make the switch from the TABE 9/10 to TABE 11/12?
Baseline test using TABE 9/10: AEL grantees and providers may continue using the TABE 9/10 as a baseline test, if appropriate, through December 31, 2018. In order to use the TABE 9/10 as a baseline assessment during this time, the program must be able to progress test the participant before the end of the program year (June 30, 2019); as a reminder, you must pre-test and post-test on the same version of TABE.
Progress test using TABE 9/10: AEL grantees and providers may continue using the TABE 9/10 as a progress test through June 30, 2019.
Baseline test using TABE 11/12: AEL grantees and providers must begin using the TABE 11/12 as a baseline test for new participants beginning January 1, 2019.
We haven’t purchased the TABE 11/12 yet. What should we do?
You should begin the process of purchasing, training staff, and preparing implementation processes for the TABE 11/12 as soon as possible. The test is substantially different, in administrative requirements, answer forms, increased rigor, and use of the locator; therefore, it is important that you begin preparations immediately to ensure that staff administering the test are prepared to administer the TABE 11/12 no later than January, 2019. Additionally, if you plan on implementing the paper-based test, there are necessary supply purchases that you must make (enough scientific calculators of the same model type to administer the math portion; a scanner that meets certain technical specifications to scan in the score sheets).
Timely preparation is key to avoid disruptions or administrative delays in testing as the 9/10 is phased out.
If you are unfamiliar with the new TABE, or just need a refresher, Mike Johnson, Texas’ DRC representative, will be hosting an open webinar on May 24, 2-3 CST.
To join the webinar, go to https://tcall.webex.com and “Search Meetings.” Click “Join” once the session starts. If joining by a mobile device (tablet or phone), please download the WebEx app from your preferred app store. Once you are in the webinar room, you have the option of calling in on your phone or using a headset and joining using your computer’s audio.
Will TEAMS be ready to collect the new TABE scores beginning July 1?
When will training for test administration be available?
Dates are being finalized and registration information will be announced by TCALL and TWC soon!
Questions? Please submit any questions related to this letter to your AEL Strategic Technical Assistance Team member.
April 26, 2018: Performance quality improvement awards
This year, the Texas Workforce Commission’s three-member Commission approved the use of Adult Education and Literacy (AEL) State Leadership funds for performance quality improvement awards to recognize exemplary program performance in three areas: employer partnership, college integration, and high school equivalency achievement. The purpose of these funds is to support AEL grant recipient project performance and innovation by disseminating information about proven models and promising practices.
Awardees will be recognized at the 2018 Annual Texas Workforce Conference scheduled for November 28-30, 2018 in Houston.
To submit a nomination:
Complete one or more of the nomination forms for the College Integration Award and Employer Partnership Awards.