Office Hours Questions and Answers Integrated Undergraduate Teacher Preparation Grants

Office Hours Questions and Answers

Integrated Undergraduate Teacher Preparation Grants

This document has been created to provide additional clarification from questions during office hours sessions. Additional information may be found in the originally posted questions and answers. For any questions regarding data spreadsheet, budget adjustment, or adding a California Community College partner, email IntegratedGrants@ctc.ca.gov.

Note: In February 2025, the Commission announced a revised expenditure timeline for the Integrated Grant. Grant funds must be disbursed by June 30, 2025 and institutions may continue spending funds beyond that date, if needed.

Sections: The questions and answers are divided into the following categories:

• Budget
• Data Reporting
• Program Requirements

Budget

1. Q: I was under the impression that we needed to use all grant funds within 2 years. Is that correct?
   A: No. Institutions may continue to spend grant funds beyond June 30, 2025, if needed.
2. Q: Will the Commission be sending out amended award notices regarding the update that grant funds can be spent past June 30, 2025?
   A: No. The Commission is not issuing amended award notices regarding the updated expenditure guidance. The Commission will issue the final 10% payment to all grantees ahead of June 30, 2025 and grantees may continue to expend funds beyond that date, if needed. If an institution requires documentation reflecting this clarification, the Commission recommends adhering to the original deadline stated in the grant award agreement. 
3. Q: Can funds that are not used in year 1 be transferred to year 2?
   A: Yes.
4. Q: Do we have the flexibility to reallocate up to 10% of grant funds to other approved budget categories?
   A: Yes.
5. Q: Can we transfer funds from year 1 and year 2 that will be more than 10% of the grant award?
   A: Yes. The 10% referenced in the grant budget refers to the movement across approved budget categories, not across fiscal years. Any changes across approved budget categories that exceeds 10% needs Commission approval.
6. Q: What if we want to reallocate more than 10% of grant funds to other approved budget categories?
   A: Please contact IntegratedGrants@ctc.ca.gov. A Budget Request Form will be provided to outline the requested budget changes and rationale.
7. Q: Can some funds allocated for marketing be used to pay another non-profit to help recruit candidates?
   A: Yes. As long as the marketing activities are still aligned with the approved grant activities.
8. Q: Our grant budget listed an external consultant to update the website. Can we hire someone internally as the consultant to update the website?
   A: Yes, as long as grant funds do not supplant other funding for that internal consultant.
9. Q: Can we spend funds originally intended for year 2 during year 1?
   A: Yes.
10. Q: If we received a Planning Grant, will there be a future round of Implementation/Expansion Grants? Another round will be necessary to continue the work we will have completed through the Planning Grant?
    A: Currently, there is no approved legislative grant funding for an additional round of funding.
11. Q: Is there a plan to utilize the $5 million remaining funds from AB 181?
    A: No. Integrated Grant one-time funds had to be encumbered by the Commission for dissemination to grantees by June 30, 2023. Institutions will receive their full grant award by June 30, 2025 and may continue to spend grant funds beyond June 30, 2025, if needed.
12. Q: If a candidate drops out of an integrated program early, can they still receive integrated grant funds?
    A: No.
13. Q: In our grant, we requested funding for tuition assistance. If a candidate drops from integrated program, can we still support them?
    A: No.
14. Q. If a candidate drops out of an integrated program early, do they need to pay back any Integrated Grant funds that they have been awarded?
    A: This is a local decision.
15. Q: If a candidate drops out after receiving tuition assistance from the grant, do they have to return grant funds?
    A: This is a local decision.
16. Q: We requested grant funding for tuition assistance. We have transfer students that took several years to earn their AA and/or transfer into our program. Are they still eligible for Integrated Grant program funding? A: Yes.
17. Q. The limitation with the Pell Grant and Integrated Programs is unclear. What options do we have?
    A: Contact local IHE staff responsible for financial aid programs.
18. Q: We requested grant funding for tuition assistance. Is the Integrated Grant compatible with other financial aid funding? How do we make sure we don’t supplant grant funds for a candidate?
    A: Yes. Institutions may contact local IHE staff responsible for financial aid programs.
19. Q: We have met our recruitment goal for this year, but set an ambitious goal for next year which may be impacted by the Pell grants issue. If we are under our recruitment goal can we increase the stipend amount for each participant or continue funding for year 1 participants into year 2, as long as all funding for students remains dedicated to students?
    A: Yes. Note that movement across approved budget categories is allowed under 10% of the total budget. Anything over 10% needs Commission approval.
20. Q: The nature of our planning work has shifted slightly in response to conversations with CD faculty, Community College partners and new mandates received from our university administration. Our planning efforts now include a short term goal of developing a post bac program pathway for IPR submission next fall, while planning for the integrated pathway/program has moved out to a long term goal. Given our Revised March 2024- 3 efforts are still in support of building strong partnerships and pathways with our local community colleges and are still culminating in PK-3 credentials is it appropriate to expend ITEP funding for this planning?
    A: Integrated Grant funds may only be expended on Integrated Program-related expenditures as outlined in the institution’s approved grant application.

Data Reporting

21. Q: Who should we contact about data sheet access issues?
    A: IntegratedGrants@ctc.ca.gov
22. Q: How do we give someone else editing access to our data sheet?
    A: Contact IntegratedGrants@ctc.ca.gov and share the name and email of the staff you would like to give editing access to.
23. Q: We have had grant staffing changes, should we wait until the data reporting is due to update this information.
    A: No. Contact IntegratedGrants@ctc.ca.gov to notify the Commission of any changes as soon as possible.
24. Q: We have a planning and an implementation/expansion grant, can we submit one report? Is it okay to reference both grants in the report, but submit it twice?
    A: Submit two separate reports, as they are different sources of funding. It is okay to make references in the “Summary Narrative” tab.
25. Q: How does the planning narrative report align with the work of planning grants as opposed to implementation grants? The planning includes these narrative prompts: Describe the program’s success, Describe the program’s recruitment etc. Our grant was funded for 2 years of planning a program, so we can only speak to our efforts planning, but will not have any recruitment or program success for a few years.
    A: The implementation questions are included to capture the information once a planned program is implemented. Answer the questions as they apply for the year.
26. Q: How can we contact other grant leads at IHEs with same program area?
    A: You may review the published list of awarded grantees. The Integrated Grants team will also send an email with this optional form to collect grantee’s contact information.
27. Q: What information was shared about the 2016 Integrated Grant Programs?
    A: Please review the 2016 Integrated Grant final report to the Commission.
28. Q: Why is there more data collected in this round versus 2016?
    A: Authorizing legislation requires the Commission to collect data related to the implementation of Integrated Grant Programs. In order to advocate for continued support of these programs, it is important to provide a complete picture of how grant funds are being utilized and the outcomes of the Integrated Grant Programs.
29. Q: Why do we have to report data for 5 years, even if we don’t receive funds every year?
    A: Per authorizing legislation, a regionally accredited institution of higher education shall provide to the commission program and outcome data for at least five years after receiving the grant.
30. Q: We have a planning grant and have not enrolled any candidates. What student data do we report?
    A: On the “Summary Data” tab, under “Implementation Status,” selection “Did Not Implement,” or “Plan to Enroll Next Year.” Do not enter any additional data for that program. See the screenshot below.
    
31. Q: For the annual data collection, do we only enter student data for those receiving tuition assistance?
    A: No. Annual data reporting must reflect all candidates in the program area(s) that were included and approved in an institution’s Integrated Grant application.
32. Q: Do we need to report on the freshman or sophomore students?
    A: No. Current freshman and sophomore students in an integrated program will be captured in future years once they have junior class standing (minimum 60 semester units) and senior class standing (minimum 90 semester units).
33. Q: Our team needs specific language from Grant Award Agreement (GAA) beyond the email that that date has been extended to submit data from March 30th to June 30th.
    A: The GAA currently states, “Awarded grantee IHEs must report annually to the Commission on Teacher Credentialing beginning on or before March 30 of the end of the first year after receiving a grant award and continue throughout the project period. IHEs will be expected to report annually to the Commission information related to program participation, completion, and expenditures throughout the grant period.” This confirms that the date has been extended, and grantees have through the end of the fiscal year, June 30th, to submit the annual reports.

Program Requirements

34. Q: If we have a planning grant, when do we have to implement the program by?
    A: Authorizing legislation does not establish an implementation date. Grantees must be committed to implementing the planned integrated program.
35. Q: What if (worst case scenario) we get to year 5 and still have not implemented the program?
    A: See question 34.
36. Q: We have a question regarding the email stating, “For the purposes of consistency for integrated teacher education programs, the Legislature and the Department of Finance direct the Commission to interpret the “four-year program” requirement in Education Code Section 44259.1(e) to mean a program that is less than five academic years in length. Accordingly, an ITEP program could be eligible for Commission funding pursuant to this code section if the program is designed to be completed in less than five years, regardless of whether the program is contained in the baccalaureate experience, or the credential is awarded post-baccalaureate.”
    If we initially wrote grant to have candidates complete the program within four years, are we stuck with 4 years? Or can we adjust the program to four and a half years?
    A: Integrated Implementation/Expansion grantees must email a revised response to question number two from the RFA to IntegratedGrants@ctc.ca.gov. Planning grantees do not need to report this information until the end of the planning period. A form will be emailed to all Implementation/Expansion grantees to provide information to Commission staff if Integrated program changes will be made.
37. Q: Regarding the email shared that stated, “For the purposes of consistency for integrated teacher education programs, the Legislature and the Department of Finance direct the Commission to interpret the ‘four-year program’ requirement in Education Code Section 44259.1(e) to mean a program that is less than five academic years in length. Accordingly, an ITEP program could be eligible for Commission funding pursuant to this code section if the program is designed to be completed in less than five years, regardless of whether the program is contained in the baccalaureate experience, or the credential is awarded post-baccalaureate.” a. What does under five years mean? Can it be a 4 + 1 program? Or does it have to be all under 5? b. If summer semesters are included, is that under five years? c. What if a transfer student takes more than three years before they start the integrated program? Is the program still considered under five years?
    A: a. Integrated programs must be completed in less than five years, regardless of whether the program is contained in the baccalaureate experience, or the credential is awarded post-baccalaureate (e.g. a 4 + .5 program). For example, a semesterbased program may offer a program that is up to four years plus summer and an additional semester, but not four years and two additional semesters. For a quarterbased program, a program may offer a four program plus summer and an additional two quarters. Note that for both of these examples, summer sessions are considered part of the same academic year, and do not count as additional academic years. b. Summer sessions are considered part of the same academic year, and do not count as additional academic years. c. Yes. As long as the structure of Integrated Program allows candidates to complete the program under five years.
38. Q: With the new funding language, can an integrated program offer a 4 +1 program? Is that considered under a full five years for an integrated program? A: No. See the response to question 36a.
39. Q: Is there a service obligation attached to this grant?
    A: No.
40. Q: Do you have a link to the Partnership Agreement?
    A: Planning Partnership Agreement and Implementation/Expansion Partnership Agreement.
41. Q. When do Partnership Agreements have to be turned in?
    A: Whenever a new partnership is established. Please email the signed agreement to IntegratedGrants@ctc.ca.gov.
42. Q: Does the Commission have a template to an articulation agreement MOU agreement with an LEA?
    A: No. Institutions may contact other grantees or community college partner(s) for what requirements should be included.
43. Q: Who should we contact from the Commission regarding ECE program questions?
    A: ECE@ctc.ca.gov
44. Q: Can the IHE allow students into a 4.5 year program who would not complete their requirements in that time since they have taken more than 2 years to complete their Associate Degree?
    A: Yes. The student should be allowed into their program because the program itself can be completed in under five years. As part of the planning process, articulation agreements with CCC partners ensure students in the program finish under 5 years.
45. Q: Does the Commission have any updates to address subject matter competency using coursework, since candidates in an Integrated Program will not have their BA?
    A: Per Education Code 44259.1., “(a) (1) An integrated program of professional preparation shall enable candidates for teaching credentials to engage in professional preparation, concurrently with subject matter preparation, while completing baccalaureate degrees at regionally accredited institutions of higher education… The development and implementation of an integrated program shall be based on intensive collaboration among subject matter departments and education units within regionally accredited institutions of higher education and local public elementary and secondary school districts.”
    A: An agenda item regarding subject matter competency will be presented at the February 8, 2024 Commission meeting. Please see item 4A.
46. Q: We already have a Commission approved program. If our program has done the internal process through the grant to change our program from a 5-year program to an integrated 4-year program, do we have to apply to the Commission to get a specific Integrated Program designation?
    A: To indicate the program change, institutions report a program’s new integrated status in the Accreditation Data System (ADS). After the annual data is submitted, the program will then be listed on the Integrated Undergraduate Teacher Credentialing Program webpage.