Scope and Services
The scope and services for maintaining, replacing, and disposing of obsolete equipment is to ensure quality equipment for each program, and that the equipment aligns with the West Virginia Department of Education’s standards.
An allocation from State CTE funds are allocated for the sole purpose of equipment modernization and replacement. These funds can be used only if the equipment is purchased for exclusive use by students. Replacement equipment funds may also be used for repairs and hand tools. Funds are distributed by a formula that is based upon the share of the state’s total value of CTE instructional equipment. Monies are distributed quarterly based upon availability of funds. Equipment funds may be carried over from one fiscal year to the next without penalty. Carry-over funds should be spent first.
Equipment with an original cost exceeding $5,000.00 on an individual basis that is purchased with technical and adult education funds must be included in the property record as a fixed asset on the inventory system on WVEIS. Five thousand dollars is the Capitalization Level set by the State.
The institute may select a control level below $5,000.00 and this is strongly recommended for CTE equipment. It allows for monitoring for internal theft and provides documentation for insurance purposes if the equipment is taken or destroyed as part of a break-in. An inventory that includes items with this lower optional value and their estimated date of obsolescence is also valuable in planning budgets.
No equipment of any value purchased in part or in whole by Federal and State CTE funds shall be disposed of in any manner other than:
- Offer the equipment to another CTE program within the facility at no cost,
- Offer the equipment to another CTE program at no cost,
- Contact the appropriate Program Coordinator in the Office of Career and Technical Instruction and ask him/her to offer the equipment to other CTE programs within the State at no cost.
If none of these entities request the equipment, a request for disposal is presented to the Administrative Council. Once approved and is in usable condition, the equipment is offered to the public by sealed bid. Bids are posted in local newspapers a minimum of three times over two consecutive weeks. The bids are opened by the director, and is witnessed by a staff member. The highest bidder is offered the equipment. If deemed unusable, the equipment is scrapped at the local salvage facility and funds generated are deposited in the program’s work-order account. This account is used by the instructor (with approval from administration) for supplies or emergency supplies needed.
Postsecondary programs can use the CTE Equipment Replacement Grant provided by the State to maintain, update or purchase new equipment. Program modernization grants are available through the West Virginia Department of Education and require matching funds from sources outside the school system. Instructors are encouraged to apply for these grants.
Requests for Proposals are sent to the schools in March and must be submitted by May 1. In order to maximize the impact of these funds, an important criterion is the availability of matching funds from sources outside the school system. Particular weight is given to those matching funds that represent new funding sources developed by the school system with the business/industry/labor community, foundations, organizations, and associations. Another important factor is the targeting of programs that lead to employment in high-demand, high-wage occupations. Proposals that emphasize innovation and substantive change from the status quo are given most favorable consideration. Staff communicates with the advisory councils to determine equipment needs to assure resources are up-to-date and meet industry needs.
All plans, including the Maintaining Equipment and Replacement/Disposal of Equipment Plan are located on the school’s website, jamesrumsey.com.
Evaluations of the Plan
The evaluation and revision of the plan is performed by the West Virginia Department of Education. James Rumsey is required to follow the plan sanctioned by the WVDE. Review and evaluation of the plan are held by the State, and revisions are presented to the directors of the institutions at the WVDE CTE conferences held in each year in July.
Constituents with Whom the Plan is Shared
Constituents involved in this process are the employer, administration, the work-based learning coordinator, the student, and the instructor. It is also shared with the public through the school’s website.
The plan is shared with the Director and the Administrative Council of James Rumsey Technical Institute. The West Virginia Department of Education receives an annual state legislative appropriation for career and technical education program modernization. Requests for Proposals are sent to the schools in March and must be submitted by May 1.
The following pages consist of the forms to be completed submitted to the West Virginia Department of Education.
Program Modernization – Request for Proposals
Enclosed is a Request for Proposal (RFP) for your use in making application for program modernization grants. The maximum amount of any grant will be $20,000. Programs are not eligible for this grant if all required performance data are not submitted to WVDE accurately and on time. The certification on the first page of the RFP must be signed by the Career and Technical Education (CTE) administrator or the proposal will not be eligible for consideration. This year all proposals must be ranked in priority of need by the county CTE Administrator and CTE Advisory Council.
In order to maximize the impact of these funds, an important criterion will be the availability of matching funds from sources outside the school system. Particular weight will be given to those matching funds that represent new funding sources developed by the school system with the business-industry-labor community, foundations, organizations, and associations. Perkins will not be considered as matching for the purpose of these grants. Another important factor will be the targeting of programs which lead to employment in high demand/high wage occupations.
Proposals that emphasize innovation and substantive change from the status quo will be given most favorable consideration. Expenditures for hiring personnel or renovating facilities are not to be included. It is important that we be able to demonstrate to the Legislature measurable results within one year in order to facilitate the continuation of this incentive grant opportunity.
Proposals should be typewritten. Hand written proposals must be legible in order to be considered. Please be as specific as possible when completing the various elements of the RFP. Brevity that emphasizes quality is preferred.
Proposals are due and must be received at the WVDE no later than May 1.Submit original and one copy to:
Office of Career and Technical Accountability and Support
Division of Technical, Adult and Institutional Education
1900 Kanawha Boulevard East, Building 6, Room 221
Charleston, West Virginia 25305-0330
Equipment List (LEA Form 6)
LEA Form 6 is used to request equipment and, occasionally, as a convenient form for requesting repairs to equipment.
For CTE purposes, equipment is defined as non-consumable items with a life expectancy of more than one year. Computer software is considered as equipment. For the purpose of uses of replacement equipment funds, parts and labor for repairs are also considered equipment.
All data requested at the top of the form must be supplied. Only one funding source may be indicated. Requests for funds from different sources should be made on different forms. With few exceptions, requests on a form should be for the same program.
Replacement equipment may be purchased with state funds only if the equipment is for exclusive use by students; however, this account may be used for new or additional equipment as well as for replacement.
Entries should be rounded off to the nearest dollar. In the column headed “Name/Description of Item,” use more than one line, if necessary, to describe items that may not be readily recognizable by advisory committees or members of the state staff. Common items and small tools need no description.
LEA Form 6A should be used when there is not enough space on LEA Form 6. However, curriculum totals must appear on LEA Form 6.
All applications for equipment funds must be signed by the chairman of the advisory committee.
A copy of the LEA Form 6 with the amount approved will be returned to you by the state office.