The Year 3 Regional contract will supersede the Year 2 contract and is intended to be easily renewed in subsequent years.

There are several significant changes from Year 2 that we wish to bring to your attention. You may need to discuss the first item on this list with your business office as it may have implications for how you track SWP Regional Fund budgets and expenditures.

Fully Spend Year 1 and 2 Before Spending Year 3

As we began practicing last year, projects are no longer tied to a particular allocation year. Any SWP Regional Project can be funded from your Direct-to-College Year 1, 2 or 3 Regional allocation or a combination of these allocations. This will allow you to spend your Year 1 and 2 allocation on projects started in Year 1, 2, or 3, as long as Year 1 expenditures occurred before the December 31, 2018 expiration date and Year 2 expenditures occur before the December 31, 2019 expiration date. You may wish to provide your business office a copy of the linked Chancellor’s Office memo if they would like verification of this flexibility:  Strong Workforce Program NOVA Planning Features/Upcoming Dates

To ensure that funds are spent by their end dates, all expenses you submit for reimbursement will be charged first against your Year 1 Regional allocation until that allocation is fully exhausted, then against your Year 2 allocation and so on. After each allocation is spent down and other criteria are met, we will advance 50% of the next allocation. Details of this are contained in sections 6, 7, and 8 of the attached contract.

Contract

You will soon receive a Year 3 contract packet that contains the Regional Fund Agreement, Exhibit A and Exhibit B. If the contract looks good as is, you can approve electronically and it will automatically be returned to us; or print, sign, scan and email it back to us. Some Districts require wet original contracts, which should be sent (via any service that will allow tracking) to: Cabrillo College, Attention - Rock Pfotenhauer, 6500 Soquel Drive, Aptos, CA 95003. If you are unable to sign and have questions or concerns about the contract language, please email help@baccc.net. 

Exhibit A - SWP Regional College Contacts

Exhibit A lists the contacts we have for your college/district. If they are no longer current, please email help@baccc.net.

Exhibit B - Allocations

This document lists the amount of funds you will receive under this contract. It may include Regional allocations for Year 1, Year 2, and Year 3, plus any RJV Funds you have been awarded and redirection of funds to/from other colleges/districts. Exhibit B also requires a signature.

Tracking of Commitments in NOVA

Our contract requires that there must be certified projects in NOVA whose budgets total your allocation. We realize that the composition of your portfolio of projects and the distribution of your budget will change and so ask that you bring it into balance with each quarterly and annual report submitted on NOVA. 

Fiscal Reporting

The deadline for submittal of Bay Region FY18-19 Annual Fiscal reports on all SWP Projects in NOVA is 9/30/19. This report should reflect all expenditures from project start through 6/30/19. This is a critical report that will show how each college and the region as a whole stands with respect to spend down of SWP funds. This is also the Chancellor’s Office announced due date. 

Tools to assist you in reporting and viewing data entered in NOVA can be found on the BACCC NOVA webpage. This webpage contains tools such as the Fiscal Reporting Checklist, a recent NOVA webinar recording, the NOVA SWP Report and Looker Dashboards.

Board Item

We’ve prepared a board item that may provide a starting point for those who must take the contract to your board. You can copy, save and customize the Year 3 Sample Strong Workforce Board Item.

Certificate of Insurance

Since all institutions updated their certificates of coverage for the Year 1 SWP Regional contracts, Cabrillo College should automatically receive an update upon its annual expiration. We will contact you if coverage has not been updated. If your District has changed Brokers or coverage, you will be required to name Cabrillo as an also insured. Please contact Kate if you have different coverage than in Year 1 or 2.

Next Steps

1. Review the Agreement, Exhibits A and B and contact us if you have questions

2. Obtain whatever approvals are needed from you District

3. Sign the final page of the Agreement and Exhibit B

4. Scan the complete contract including Exhibits A and B and email the PDF to help@baccc.net

5. We will process the contract and send you a signed copy and blanket purchase order. Expect it to take approximately 4 weeks.

HELP

Please don’t hesitate to contact us if you have questions or we can help in any way. An email to help@baccc.net will go to our entire team. You may wish to check the FAQ at BACCC SWP FAQ