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as provided in g 102.42, (2) in the salaries (2) Vocational education in home ecoof State and local vocational supervisors nomics. and directors of vocational education (3) Vocational education in trades and vocational guidance, (3) in the cost and industry in part-time and evening of instructional equipment and supplies, schools and classes. as provided in § 102.45, (4) in the costs (4) Vocational education in trades of administration and supervision of and industry in day schools and classes. such programs on the State level, in (5) Vocational education in distribucluding the cost of research, retirement, tive occupations. etc., as provided in $$ 102.26 through (6) Vocational education in fishery 102.30, (5) in the costs of teacher train trades and distributive occupations ing, as provided in $ $ 102.31 through therein. 102.40, and (6) in the costs of programs (7) Area vocational education proof vocational guidance as provided in
grams under title II. $$ 102.84 and 102.85.
(23 F.R. 1031, Feb. 18, 1958, as amended at (f) Funds appropriated under title III
24 F.R. 8229, Oct. 9, 1959) of the George-Barden Act are available only for area vocational education pro
Statewide basis for matching. grams as provided in such title.
(a) Matching may be on a Statewide (23 F.R. 1031, Feb. 18, 1958, as amended at rather than a local basis. If for a given 24 F.R. 8229, Oct. 9, 1959)
matching purpose, the total net expendi§ 102.20 Matching and matching pur
tures from States and local funds i.e., the poses.
total expenditures under the plan less
all reimbursements made, are equal to (a) The acts require that for each
the Federal funds used in the State for dollar of Federal money expended a • dollar of State or local funds, or both,
that purpose, the matching condition will
be satisfied. It is not necessary that remust be expended for the same purpose. imbursement from Federal funds be In the use and matching of Federal
made for all schools and classes in which funds a "purpose" is considered to in
the State or local expenditures are used clude all activities and items for which each separate Federal appropriation, or
for matching. Only the totals for the
State are considered. a part of such an appropriation which is
(b) In order that State and local exlimited to specific uses, may be expended. (b) Under the Smith-Hughes Act, the
penditures may be used to match Fedmatching purposes are:
eral funds it is necessary that such ex(1) Salaries of teachers, supervisors,
penditures be made only for work which
meets all of the conditions for reimburseor directors of agricultural subjects. (2) Salaries of teachers of trade and
ment from Federal funds. That is, all industrial subjects in day and evening
State and local expenditures used to
match Federal funds must be for work schools or classes.
which is reimbursable. This will require (3) Salaries of teachers of trade and Industrial subjects in part-time schools
that each school, class, or other vocaor classes.
tional education activity in which the (4) Salaries of teachers of home eco
State or local expenditures are used for nomics subjects in day and evening
matching must meet the same standards, schools or classes.
must receive comparable direction and (5) Salaries of teachers of home eco
supervision, and must furnish the same nomics subjects in part-time schools or
reports required under the State plan. classes.
It will be necessary, also, to include in
the reports to the Office of Education the (6) Maintenance of training of
same information regarding work done teachers, supervisors, or directors of agricultural subjects.
and expenditures made that is furnished (7) Maintenance of training of
regarding all schools operating under the teachers of trade and industrial subjects.
State plan. (8) Maintenance of training
PAYMENTS AND REPORTS teachers of home economics subjects. (c) Under the provisions of the
& 102.22 Proration of costs. George-Barden Act, the matching pur Whenever any item or expenditure is poses are:
only partly reimbursable or whenever an (1) Vocational education in agricul expenditure is attributable to two or ture.
more different reimbursable purposes
(such as where a supervisor has responsibilities in two or more fields of vocational education), the State plans shall provide a justifiable basis for prorating the expenditure between the reimbursable purposes and nonreimbursable purposes or among the various reimbursable purposes, as the case may be. $ 102.23 Certification of a State to re
ceive Federal funds. (a) On or before the first day of January each year the Commissioner will certify the amounts of money to which each State is entitled. This certification will be made for any given fiscal year after:
(1) It has been determined that the State has on file in the Office of Education a plan adopted by the State board and approved by the Commissioner.
(2) An examination of the records and reports on file in the Office of Education indicates that the program of vocational education for the fiscal year preceding that for which certification is considered, was carried on in good faith and in accordance with the acts and the State plan; and the Commissioner is satisfied that the State will be able to carry out the plan during the current fiscal year.
(b) Certification modification: The Commissioner may from time to time modify the amount certified for the fiscal year on the basis of periodic requests for grants, expenditure reports, audits, program reviews, reallotments, etc., or may notify the Secretary of the Treasury that further payments to a State should be withheld if there is evidence that the State is not using the Federal funds in accordance with the terms of the acts.
(c) Payment: Under the SmithHughes Act payments to the States will be made quarterly. Under the GeorgeBarden Act payments will be made to the States semi-annually and at such other times as may be occasioned by the reallotment of funds. Payments will be made on the basis of the current certification of the amount to which the State is entitled for the fiscal year, taking into account necessary adjustments.
(d) Unexpended balances: Whenever any portion of the fund annually allotted to any State has not been expended for the purpose provided for in the acts, a sum equal to such portion shall be deducted from the succeeding annual allotment from such fund to such State.
The procedure to be followed in the disposition of unused funds or funds not properly accounted for is to allow the unexpended balances in each or all of the several funds to remain in the State treasury. They are regarded as a part of next year's allotment due the State and payment to the State is reduced accordingly. This procedure makes it unnecessary to transfer unexpended bal. ances from the State to the Federal treasury at the end of each fiscal year and then retransfer such balances as a part of the allotment due the State for the ensuing year.
(e) Interest earned on Federal funds paid to a State must accrue to the benefit of the United States Government. The State board is required to submit as a part of its annual fiscal report, a statement showing the amounts of Federal funds received under the several appropriations during the year covered by the report, and also, the amount of interest earned on such funds during that year. Payment of interest earned must be made to the Treasurer of the United States or reported as an unexpended balance in the annual fiscal report. (24 F.R. 8229, Oct. 9, 1959) § 102.24
State reports. Each State is required to make an annual report to the Office of Education on or before September 1 of each year on the work done and the receipts and expenditures of money.
(a) A State's annual report. This report consists of three parts: Fiscal, statistical, and descriptive.
(1) (i) The fiscal report shows the expenditures for each of the several purposes provided for in the acts and that the Federal funds expended for each purpose in the State have been matched by State or local funds or both and that all other fiscal conditions of the acts have been met.
(ii) Only such expenditures of State and local funds as meet the requirements of the acts are to be included.
(2) The statistical report includes supporting data with respect to vocational classes for which expenditures are reported in the fiscal report; enrollment; kinds and number of schools in which the different types of classes are held; and the number of directors, supervisors, teacher-trainers, teachers and coordinators whose salaries are paid under the plan.
(3) The descriptive report is a narra- determined by subtracting the amount of ive account of developments in the pro- reimbursement from the Federal account ram of vocational education within the from the total initial expenditure of tate during the year, describing condi- State funds. ions and situations in the program for (c) When the State board reimburses vhich fiscal or statistical data have been a local board of education (from either eported. It may also include fiscal, a State or Federal account, or both) tatistical, and descriptive information for expenditures of local funds, the egarding vocational programs which are amount of local funds to be reported for conreimbursable. The Office of Educa- matching is determined by subtracting ion provides a suggested outline of this such reimbursement from the total origeport for the States.
inal expenditure of local funds. The (b) Special reports. From time to remainder is the net local expenditure. ime there is need for information re (d) The same process applies in dearding the programs of vocational termining the amount of teacher-trainducation within the States which can ing expenditures made by a teachernot be secured from the annual reports. training institution to be reported for When, in the judgment of the Office, this matching. leed is sufficiently important, special eports are requested from the States.
ADMINISTRATION AND SUPERVISION (c) Fiscal year. Reporting and ac- $ 102.26 State program of administraounting in the administration of the tion. vocational education acts on the Federal,
(a) Under the George-Barden Act State, and local levels are to be based
funds may be used for assisting in the upon the Federal Government's fiscal
maintenance of adequate programs of year, which begins on the 1st day of July
administration. Such administration and ends on the 30th day of June. This
may include activities on the State applies to all such matters as allotments,
level which are needed for the general reimbursements, expenditures, statistics,
direction, coordination, organization, and financial statements.
and promotion of vocational education (d) Retention of records. State and
programs under the plan, including aslocal agencies receiving grants under the
sisting non-reimbursable classes to qualacts shall keep accessible and intact all
ify for reimbursement under the standrecords supporting claims for Federal
ards of the State plan. grants or relating to the accountability of
(b) The costs of administration for the grantee for expenditures of Federal
which funds may be used include, to the grants and of matching funds, until
extent that they are attributable to the notified of the completion of program
State administration of reimbursable reviews and of the fiscal audit covering
programs of vocational education: (1) such records. Records supporting ac
Salaries of administrative staff, both procountability for non-consumable equip
fessional and clerical, (2) Communicament purchased under the program
tion, (3) Supplies, (4) Printing, (5) (whether from Federal or matching
Rental of space, light, heat, and janitor funds) and costing $10 or more shall be
service, if the space used is not publicly maintained until notification of the com
owned and suitable space is not availpletion of the review and audit covering
able in publicly owned buildings, (6) the disposition of such equipment.
Employer's contributions to retirement, $ 102.25 Computing amounts of State workmen's compensation, and other wel
and/or local funds to be reported for fare funds maintained for one or more matching.
general classes of employees of the State (a) When the State board makes ex agency, and (7) The cost of travel, rependitures at the State level directly search, and other costs as provided in from a State account and is not reim the following sections. bursed from a Federal account, the total (c) Funds are not available for local amount of State funds so used may be administrative expenses, except that unreported as matching.
der title I of the George-Barden Act (b) When the State board makes ex funds may be used to pay the salaries penditures from a State account and and necessary travel expenses of local reimburses the State account from a directors and supervisors, and, under Federal account, the amount of State title II of the George-Barden Act funds funds to be reported for matching is may be used for salaries and necessary
travel expenses of local school personnel, having professional responsibilities in the program. (23 F.R. 1031, Feb. 18, 1958, as amended at 24 F.R. 8229, Oct. 9, 1959, 28 F.R. 6187, June 15, 1963) $ 102.27 State and local supervision.
(a) Funds may be used, as provided in § 102.19, for the costs of a state program of supervision in the various fields of vocational education reimbursable under the acts. Supervision may include such activities as the following: Assisting in the planning of State and local programs, assisting teachers in improving instruction, helping in the planning and preparation of instructional material, evaluating the results of the instruction, securing facilities and conditions which are conducive to effective training. On the State level the costs of supervision may include those items allowed for administration (see $ 102.26(b)).
(b) Where funds are used for supervision on the local level, the plan shall make provisions for such positions and set forth minimum qualifications therefor. On the local level, the costs of supervision are limited to the salary and necessary travel expenses of local supervisors, employed by and responsible to the local board. § 102.28 Travel expenses.
Funds may be used for necessary travel expenses attributable to vocational education programs under the plan, provided they are in accordance with State plan provisions for travel and fall within the applicable definition of “necessary travel expenses" set out in the plan for each of the specific kinds of travel allowed. (See $ 102.12 for the requirement that expenditures be in accordance with State laws and regulations, and see $ 102.19 for rules governing the availability of various funds for participation in travel expenses.) Included in allowable travel expenses are the following:
(a) Travel expenses of members of the State board and State advisory committees when on official business.
(b) Travel expenses of the State director and members of his staff when on official business.
(c) Travel expenses of State supervisors and teacher trainers and other members of their staffs, when on official business approved by the State board.
(d) Travel expenses of local supervisors and teacher trainers as follows: transportation costs only for carrying out local responsibilities of supervision and teacher training, and travel expenses for attendance at professional and other meetings approved by the State board.
(e) Travel expenses of teachers of short, intensive, technical courses conducted for vocational teachers.
(f) Travel expenses of resident college teachers of technical subject matter courses, within the State when visiting schools and communities at the request of an authorized representative of the State board, for the purpose of studying and working on problems which confront vocational instructors in the effective teaching of a specific occupation.
(g) Travel expenses of consultants employed by the State board.
(h) Travel expenses of vocational teachers and counselors (including apprentice teachers) as follows: Transportation costs only required for (1) surveying the needs of the service area for further development of the program, (2) visiting prospective students of all-day, evening or part-time classes, (3) visiting farms and homes to advise on and evaluate supervised farming programs or home projects, (4) coordinating the school instruction with the needs of employment, (5) other activities necessary in promoting and developing the vocational program in the service area, (6) teachers who serve two or more centers, and (7) travel expenses for attending professional or other meetings approved by the State board.
(1) Transportation costs required by prospective (student) teachers of vocational subjects enrolled in a teacher training program when they are sent to serve as student teachers in approved vocational schools or classes in communities so located as to require transportation expense. Participation is not allowed for any travel expense other than transportation. § 102.29 Research, studies, investiga
tions, and experimentations. (a) Expenditures may be made under the State plan for research that will function directly in the furtherance of any or all of the Federally aided fields of vocational education, when such research is conducted as a part of a State program of administration, supervision, or teacher training.
(b) The costs of research may include those items allowed for administration (see $ 102,26(b)).
(c) If funds are used for studies and research carried on by special personI nel employed for this specific purpose, 2: the plan provisions for research must
include information as to the qualifications and duties of such special personnel.
(d) A State may, as a part of program development, depart from educational standards in the State plan for the purpose of research and experimentation, if the expenditures meet the conditions of the acts and if the State has in its State plan, or as an amendment to its plan, a description of the type of program it proposes and the State board approves each project and furnishes the Office of Education information regarding the purpose and duration of the project, the procedures to be followed, and the methods to be used in evaluating the results. § 102.30 Professional courses in voca
tional education for present and po
tential administrators. Funds may be used under the GeorgeBarden Act for the maintenance of programs of administration. Expenses of the State program of administration may include the salaries and necessary travel expenses of teachers who conduct special professional courses or conferences in the philosophy, principles, and practices of vocational education for school administrators and for other personnel having or preparing for responsibilities in vocational education when provisions for such courses are made in the State plan.
TEACHER TRAINING $ 102.31 Programs of teacher training.
Funds may be used for maintaining adequate programs of teacher training in each of the Federally aided fields of vocational education. In addition to the general rules governing the use of funds, $ $ 102.32 to 102.40 apply to teacher training. § 102.32. General plan provisions for
teacher training. The State plan is to include the State board's proposals for teacher training in the various fields of vocational education and under title III of the GeorgeBarden Act with full information as to the items of expenditure to be included,
the duties and qualifications of teacher trainers and other members of the teacher training staff on the professional level, and the standards for teacher training institutions and in developing and maintaining programs of such character and efficiency as are needed to provide an adequate supply of vocational teachers. [24 F.R. 8229, Oct. 9, 1959) § 102.33 Maximum and minimum ex
penditures for each field of teacher
training. The State plan is required to provide that not more than 60 percent nor less than 20 percent of the funds allotted to the State for teacher training under the Smith-Hughes Act for any year will be used for teacher training in any one of the three vocational fields (agriculture, home economics, or trades and industries) for which Smith-Hughes teachers' salaries funds are claimed under the plan. $ 102.34 Costs of programs of teacher
training. The costs of programs of teacher training for which funds may be used under the plan include: (a) Salaries of teacher trainers, as provided in § 102.35; (b) travel expenses of teacher trainers and student-teachers as provided in § 102.28; (c) the cost of instructional equipment and supplies for teacher training, on the same basis as that provided for vocational instruction in § 102.45; and (d) such administrative expenses of teacher training as are allowed for the administration of the State plan in § 102.26(b). § 102.35 Reimbursable teacher-training
activities. (a) The following teacher-training activities carried on by professional teacher trainers, who meet the qualifications of the State plan, are reimbursable:
(1) Teaching professional vocational education courses which are organized to provide pre-employment training for persons preparing to teach vocational subjects. This refers to courses on either the under-graduate or graduate level dealing with the principles and philosophies of vocational education, methods of teaching vocational subjects, and similar aspects of the program.
(2) Supervising student teachers.