Requests for Proposals



If you are not familiar with CTEA, there are other parts of the website and the ppt from the FLEX session that explain the purpose and constraints of this federal funding.  You may also consult with the CTEA Coordinator, Charlene Atkins, with any questions you may have.   ALL proposal writers will have attended the FLEX session on Friday, October 21 from 1:30 – 3:30 pm.

Instructions for Proposals 2017-18

Forms can be found next to each title of the form below. Other information will be described below and found under Outlook “All Public Folders/City/City CTEA”. 

Please rename each proposal document to include program TOP code and year (e.g., 0430 Biotech Budget 15-16.xls). 

I.          SIGNATURE PAGE (Click here for document)

New or proposed CTE programs need to identify their CTE TOP code.  The Taxonomy of Programs (TOP) is in City’s Public Folders under City CTEA.  A CTE TOP code has an asterick (*) next to the number.

The “Project Coordinator” is generally the person who wrote the proposal and will be the responsible contact person for the program. 

Note: New this year is the Program Dean's Signoff on the completion of the Program Review every two years and taking responsibility for the proposal contents. Also the CTEA Dean, Rose LaMuraglia, must sign.


 II.        NARRATIVE (Click here for document)

Fill in the program name at the top of the form.

Note: Core Indicator Report deficits and responses are included in the replies to 4a and 4b.

New career/technical programs without Core Indicator Reports will state that in this section. The program will have to rely on explaining the need for funding from the supply and demand information in the LMI section.  The CIR section can also be used for further explanation of the LMI section for these situations.

III.       BUDGET (Click here for document)

Use the budget form (an Excel file) provided.  This includes an example budget on the second worksheet titled “Example”.  Include all funds needed to make the improvements planned in the narrative unless they do not cost anything or there are other sources of funds for them (explained in Section II-B).

COLUMN      Explanation                                                                                                              

Object Code:  Budget codes for each budget item can be found in "Budget Object Codes Short 2015" found in Public Folders/City/City CTEA.

Description:   List everything to be purchased with CTEA funds and other funds as specifically as possible.  State the type of computer, the name of the software; list number of each item and unit price. 

CTEA Funds Requested Column:   ONLY include the funds requested from CTEA.

·         Getting a quote for pricing of equipment and materials will help make the request accurate.

·         Include an estimate of 10% for shipping and handling and 8.00% tax within the item cost.  

·         Put formulas for items in the cell if possible, especially with salaries. 

·         Include Benefits (3999) in a separate line underneath each salary and the percentage of benefits in the description cell.

Estimated Other Funds Column:  Identify other funds that support program changes.   Include the value of items donated to the project (may be a separate line).  Put estimates for any anticipated “other funds” or at least that other funds may be part of the project.  The leveraging of other funds makes the project stronger.

Total from All SourcesPut nothing in this column!  A sum formula in this column adds the columns for you.

The Years Same Item Funded by Perkins/CTEA:  Actual years funded including the current year and in the past such as “2014-15, 2015-16”.  If the item was not funded in the current year, only put the latest year funded.

Funded by General Fund Which Yr(s):  Answer in the same format as above; “2012-13”.  Answer for the latest year funded.

Section II-B and Activity Explanation:   Indicate the number of the specific activity from Section II (instructions below) and summarize each activity.  Provide information about planned conferences, training or seminars – briefly where and why.  Also state if participation will require out-of-state travel.  The explanation cells are expandable so you may be able to increase understanding of the program needs here instead of including in the short Narrative or Section II-B.

Prioritize each line of planned expenditures, including personnel lines separate from their benefits (many hourly and personnel benefits are estimated at 10%, adjuncts at 15%, and counselors at 27%), travel, equipment (includes items that are more than $200 apiece), supplies (any items that are less than $200 apiece or any price that are consumable). This helps the committee decide what’s most important to the program if total request for funds can not be approved.  See the budget example worksheet.

Keep in mind:  Travel of any kind will require a short post-travel report which is located in the CTEA folder under Public Folders. 

Plan ahead for Out-of-State travel which must be authorized by the State Chancellor’s office before the travel. The travel may be questioned so leave time for this potential inquiry.

Prohibited Purchases (see Eligible Costs and "Expenses NOT Eligible for CTEA funds found in Public Folders/City/City CTEA).

IV.       SECTION II_B (Click here for document)


  • Program activities go under each of the nine required uses of funds which are stated in the left column of the form.  There must be at least one activity for each of the Section 135(b) requirements unless they have been satisfied in a proposal funded since 2007

If the program has satisfied all 9 of the required uses in the past, only indicate activities that improve the program and the success of “special populations”.  All activities under the nine required uses of funds should clearly be in support of the goals and improvement of the CTE program and its “special populations” students.

  • This section is followed by the 20 Permissive Uses Section 135(c).  Include as many of these activities as apply but include at least one.  A Permissible Use activity may be the same as a Required Use activity and can simply reference the Required Use number in the Permissible Use cell.
  • If there is more than one activity under a Required Use, number it as .1 and then .2, etcetera, under each number for which there are additional activities (i.e., 8.1).
  • Column C must be filled in based on what the proposal activities are designed to influence in the Core Indicator Reports.
  • Column D (Source of Funds) and E (Status of Activity) must also be filled out for each activity. They are explained at the top of the column.
  • Because internships can lead to jobs, the state is favoring programs that have or are building strong internship programs.  These may be included under Required Use 4, 5 and/or 10(3).
  • Include specific information under professional development (Required Use 5).  It will be difficult to spend funds on professional development that is only a short workshop or one-day training unless it is an annual event.  The emphasis is on substantial professional training.  Carefully read the description in this section.
  • Use change verbs and descriptors that explain how the program will be established or improved (i.e., expand, enhance, improve, develop, increase, upgrade, create, begin).

V.        CORE INDICATOR REPORT – separate document found online

Print out the most recent Core Indicator Report for the TOP code being written for (instructions to obtain in InfoSources15-16).

At the bottom of the report, follow the directions and total each positive, negative, N/A, N/R outcome in the right hand column from items 1 – 34 (items are numbered on the left side).  Be careful to only tally the numbered lines.

The Department Chair must sign the program’s latest Core Indicator Report after the numbers are added in. Include the signed document in the hard copy of the proposal.

This report is a vital reason for the improvements planned with this funding.

VI.       ADVISORY BOARD MINUTES – emailed separately to CTEA Coordinator

Advisory board minutes from within the last year are needed in order to establish the input of the program's industry in making program decisions and obtaining industry support. Minutes should include who attended with their titles (and companies if industry members) and the program decisions made during that meeting.  The “Handbook for Career-Technical Advisory Committees” is in Public Folders under City CTEA.

Also required is a copy of the sign-in sheet from the same advisory board meeting.  This is a new audit requirement for any funded proposals.

VII.     MASTER PLAN –copy in hardcopy proposal only

Your program’s Master Plan will show the things that you want to buy for your program as part of your improvement plan.

VIII.     CHECKLIST (Click Here for document)

Print, complete and attach to the top of the complete hard copy proposal.





Calling or emailing for an appointment is probably a good idea