Frequently Asked Questions

The K12 PC is considered the “SWP-funded CTE coordinator.

Questions regarding student eligibility, compensation models, and apprenticeship alignment should be reviewed in consultation with the Regional Consortium. The Regional Consortium is responsible for managing contracts and issuing payments. Timing of fund disbursement may vary by region. For specific guidance on allowable work-based learning models and alignment requirements, applicants should refer to the current RFA and consult with their Regional Consortium.

Yes. Individual schools may apply for the K12 Strong Workforce Program (K12 SWP), but applications must be submitted through the school’s Local Education Agency (LEA). The LEA serves as the fiscal agent.

Yes, an applicant’s proposed project can be an expansion of an existing CTE program funded through K12 SWP.

Yes, typically, expenses related to credentialing for CTE teachers are considered allowable, especially if obtaining the credential is necessary for meeting program requirements or enhancing instructional quality. If the teacher already meets the minimum qualifications but lacks the credential, including the cost of their CTE Credentialing Program in the budget is generally permitted.

Yes, professional development for CTE teachers is usually an allowable expense. Supporting ongoing training helps improve instructional quality and aligns with program objectives. Ensure the District documents the relevance of the PD activities to the CTE program.

Use of funds for paid internships may be considered a gift of public funds and is not an allowable expense within the K12 Strong Workforce Program.

Expenses such as topographic surveys, architectural and inspection fees, plumbing, and electrical work may be allowable if the costs are directly tied to the operation of the food trailer as a Career Technical Education (CTE) instructional lab. The applicant must provide documentation demonstrating that these costs are necessary for program delivery and do not constitute general facilities expenses. Confirmation from the Regional Consortium is recommended to ensure alignment with regional criteria and current RFA guidelines.

The K12 Strong Workforce Program permits equipment purchases and site improvements when those expenditures are essential to delivering CTE instruction. Examples include culinary equipment, trailers, and infrastructure upgrades that support hands-on learning experiences. These items must be included in the original application and clearly aligned with the pathway’s goals.

Additional expenditures such as electrical, plumbing, or ADA upgrades may be allowable if the improvements are specifically required to make CTE equipment functional and accessible for students. Costs associated with general campus improvements or broader utility upgrades are not allowable.

Topographic surveys and architectural fees are often flagged as facilities-related expenses and may be disallowed. If the costs are strictly tied to the installation and operation of the food trailer for instructional purposes, the applicant may justify the expenses as allowable through proper documentation.

Contractor expenses such as plumbing and electrical work may be allowable if the work is directly required for the food trailer’s operation within the culinary pathway (e.g., power hookup, wastewater disposal). These costs are not allowable if it is a part of broader campus infrastructure upgrades.

Allowable and Non-Allowable Activities and Costs

1. Entertainment Costs: Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) are unallowable.
2. Equipment: For the purposes of the K-12 SWP, equipment includes low value assets of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost that equals or exceeds the lesser of the capitalization level established by the institution for financial statement purpose. Equipment with a value higher $5,000 must obtain prior approval before purchase from the Regional Consortia. Any equipment requested within the K12 SWP grant will be closely scrutinized to determine purchases meet the intent of the funding and show long-term sustainability.
   • General Purpose Equipment: General purpose equipment furnishings, modular offices, telephone, networks, information technology equipment systems, air conditioning equipment, reproduction and printing equipment, motor vehicles, etc. are unallowable unless the awarding agency approves them in advance.
3. Fines and Penalties: Costs resulting from violations of, or failure of the institution to comply with, Federal, State, and local or foreign laws and regulations are unallowable, except when incurred as a result of compliance with specific provisions of the sponsored agreement, or instructions in writing from the authorized official of the sponsoring agency authorizing in advance such payments.
4. Gifts of Public Funds: If it looks like a gift, it is. You are not allowed to purchase pencils, pens, mouse pads, t-shirts, etc. and give them out (under the marketing banner). This would still be considered a gift of public funds. Awards and honorarium would also be considered a gift of public funds and not allowed.
5. Improvements: Improvements for land, buildings, or equipment that materially increases their value or useful life are unallowable as a direct cost.
6. Meetings and Conferences: Costs of meetings and conferences, the primary purpose of which is the dissemination of technical information or leadership, CTE competitions, CTSO opportunities (and the like) for students, are allowable. This includes costs of meals, transportation, rental of facilities, and other items incidental to such meetings or conferences. Be aware not to cross over into entertainment costs. Must obtain prior approval from the Regional Consortium.
   • NOTE: Food is only allowed at meetings/conferences that require a working breakfast, lunch, or dinner and disseminate technical information to participants. The meeting must have an agenda that shows a working meal; must have a sign-in sheet for participants; and cannot go over the fiscal agent’s per diem guidelines for food purchases.
7. Memberships: Only institutional memberships are allowed (not individual memberships). If the K12 SWP applicant requests any (institutional) membership costs, the application must justify why the statement of work cannot be accomplished without paying for such membership(s). Grantee must demonstrate how they will sustain the membership beyond the term of the grant. Business, technical, and professional organization or periodical memberships are allowed. Civic or community, or country club or social or dining club memberships are not allowed.
8. Maintenance and Repairs: Activities such as construction and remodeling, which increase the value of an asset or appreciably extend its useful life, are not allowed unless authorized by the funding source. Maintenance of equipment that neither adds to the permanent value of the property nor appreciably prolongs its intended life, but keeps it in an efficient operating condition, is allowable.
9. Selling and Marketing: Cost of selling and marketing any products or services of the institution are unallowable.
10. Travel: Only travel necessary for the project is allowed. Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business for the grant. Such costs will be based on the fiscal agent’s per diem rates. These costs shall be considered reasonable and allowable only to the extent such costs do not exceed charges normally allowed by the institution in its regular operations as the result of the institution’s written travel policy.
    • OUT-OF-STATE TRAVEL: Out-of-state travel will be closely scrutinized and must be disclosed in the Budget summary. After the application is fully executed, any further out-of-state travel requires prior approval of the Regional Consortia by submitting the necessary (as determined by the Regional Consortia) documentation for approval. The Regional Consortium reserve the right to limit out-of-state travel.
    • OUT-OF-COUNTRY TRAVEL: Out-of-country travel will not be allowable via this funding source.

Cost must be necessary, reasonable, allocable, and not supplanting, and any additional cost restrictions listed in the RFA would supersede allowable costs within this summary.

Yes. Golden State Pathways Program (GSPP) funds may be used as match for K12 Strong Workforce Program (K12 SWP) grants, including for consortium awards and dual enrollment efforts, if the following conditions are met:

• The funds directly support and benefit the K12 SWP project described in the application.
• The funds are not being used as match for another K12 SWP application or any other grant simultaneously.
• The funds are not in-kind contributions.
• For consortium awards, only the portion of GSPP funds allocated to the applicant’s district may be counted toward the match.
• Unused GSPP funds from a prior year may be used, provided all other criteria are met.

GSPP is not listed among the unacceptable match sources in the K12 SWP RFA.

Replacement of Career Technical Education (CTE) equipment and materials that are expected to be reimbursed by insurance is not allowable as match funding under the K12 Strong Workforce Program (K12 SWP). The Request for Applications (RFA) specifies that reimbursed expenses and in-kind contributions are not eligible match sources. Match funds must represent actual financial contributions that directly support the proposed project and are not duplicated by other funding sources.

Match funding must be documented and aligned with the budget and work plan. Full encumbrance of match funds is not required at the time of application; however, there must be clear commitment and traceable documentation indicating that the funds will be used to support the project.

Although the RFA does not include specific provisions for disaster-impacted schools, applicants may receive positive consideration if the proposed project serves unduplicated pupils, operates in high-unemployment areas, or includes significant investments in CTE infrastructure. If student access or equity has been disproportionately affected by a disaster, this impact should be clearly addressed in the Problem Statement and Positive Considerations sections of the application.

A County Office of Education (COE) with an active CDS code as an ROP can still meet the 1:1 match requirement for Career Technical Education (CTE) grants like the K–12 Strong Workforce Program (K–12 SWP).

If the CCAP grant is being used for the same pathway/program as the applicant is applying for, then yes. All financial match must benefit the program described in the application.

In-kind match refers to non-monetary contributions such as staff time, facilities, and use of equipment. However, in-kind match is not allowed under the legislation for the K12 Strong Workforce Program.

The eligibility of external grant funds as match for K12 Strong Workforce Program (K12 SWP) projects depends on alignment with the proposed pathway and current RFA guidelines:

• K16 Workforce Development Grants: May be eligible if the funds directly support the same pathway or program. Eligibility must be verified against the current RFA.
• ECMC Foundation Funds: Not explicitly listed among excluded sources. May be eligible if aligned with the goals of the proposed K12 SWP project.
• College and Career Access Pathways (CCAP) Funds: May be used as match if the funds support the same pathway or program described in the K12 SWP application.
• Community Schools Grant Funds: Not explicitly confirmed in the RFA. Eligibility depends on alignment with the proposed project and regional priorities. Consultation with the Regional Consortium is recommended.

Yes, a County Office of Education (COE) that operates a Regional Occupational Program (ROP) and has an active CDS code qualifies to meet the 1:1 match requirement for the K–12 Strong Workforce Program (K–12 SWP).

The K12 SWP Request for Applications (RFA) does not explicitly confirm whether Middle College or Early College Grant funds may be used as match. However, if the funds directly support the same pathway or program described in the K12 SWP application, the funds may be considered eligible. Applicants should verify alignment with current RFA guidelines and consult with the Regional Consortium to ensure compliance.

Local and Regional Economies: Has the K-12 Selection Committee, in consultation with the consortium, determined this program most effectively meets the needs of the local and regional economies?

Leverage Other Funding: Does the program successfully leverage one or both of the following:

• Existing structures, requirements, and resources of the federal Strengthening Career and Technical Education for the 21st Century Act (Perkins V) (Public Law 115-224), the California Partnership Academies pursuant to Article 5 (commencing with Section 54690) of Chapter 9 of Part 29 of Division 4 of Title 2, or the Agricultural Career Technical Education Incentive Program pursuant to Article 7.5 (commencing with Section 52460) of Chapter 9 of Part 28 of Division 4 of Title 2.
• Contributions from industry, labor, and philanthropic sources.

When scoring the “Local and Regional Economies: Has the K-12 Selection Committee, in consultation with the consortium, determined this program most effectively meets the needs of the local and regional economies?” positive consideration, the selection committee should consider the following:

The consultation requirement implies the Selection Committee should measure a proposal’s effectiveness not just on a local level, but by validating it against the regional consortium’s priorities, labor market analysis, and cross-sector input. This ensures funded applications are collaborative, regionally relevant, and non-duplicative, consistent with Education Code. The consortium K–14 TAP serves as a member/consultant to the Selection Committee. K-14 TAPs help bridge communication between the consortium and the committee, ensuring alignment with regional goals and plans.

Key Factors:

• Use of SWP 4-year Regional Plans and Labor Market Information
  • The consortium develops and maintains a regional plan (Ed Code §88823), which includes:
    • Labor market analysis
    • Prioritized sectors
    • Workforce gaps
    • Strategic goals
    • K–14 pathways
    • Demand for skilled workers
    • Wage rates
    • Regional employment trends
• Applicants should reference elements of the plan in their Problem Statement and Project Objectives sections. The committee should assess whether the application addresses documented needs.
• Cross-Sector Input
  • The consortium includes:
    • Community colleges
    • Local education agencies (LEAs)
    • Workforce development boards
    • Industry sector leaders
    • Civic representatives and labor partners
• Collectively, these groups provide complementary perspectives that help ensure proposals are aligned with workforce demands, educational opportunities, and regional priorities. Applicants should demonstrate that the proposal was shaped by collaboration across education, industry, workforce, and community sectors.

Proposals that effectively integrate these factors should be awarded positive consideration.

When scoring the "Leverage Other Funding: Does the program successfully leverage one or both of the following: Existing structures, requirements, and resources of the federal Strengthening Career and Technical Education for the 21st Century Act (Perkins V) (Public Law 115-224), the California Partnership Academies pursuant to Article 5 (commencing with Section 54690) of Chapter 9 of Part 29 of Division 4 of Title 2, or the Agricultural Career Technical Education Incentive Program pursuant to Article 7.5 (commencing with Section 52460) of Chapter 9 of Part 28 of Division 4 of Title 2.  Contributions from industry, labor, and philanthropic sources” positive consideration, the selection committee should consider the following:

The Selection Committee should measure “Leverage Other Funding” by reviewing whether the application provides documented, specific, and integrated use of Perkins V, State Academies/Ag Incentive Programs, or industry/philanthropic contributions that add value, prevent duplication, and expand program reach.

• Leveraged Funds
  • The applicant should show evidence in the application detailing the integration of the referenced resources in the proposal.
  • Examples:
    • Perkins V: Using Perkins V funds for equipment while K12 SWP funds cover curriculum development.
    • California Partnership Academies: Aligning academy structures with SWP-supported pathways.
    • Ag Incentive Program: Expanding an agriculture pathway with SWP, while sustaining staffing with Ag Incentive funds.
• Industry, Labor, or Philanthropic Contributions
  • The committee should look for real commitments, not just intentions.
  • Evidence can include:
    • Employer donations of equipment or materials.
    • Industry partners hosting internships or apprenticeships.
    • Philanthropic grants or local foundations covering program sustainability.

The Selection Committee should award positive consideration if these contributions are evident, measurable, and tied to student impact.

Accordion Body goes here.Each K–12 Selection Committee has created criteria for award decisions. The links to each regional set of criteria are posted on page 10 of the RFA. In addition, page 6 of the RFA contains all eight Regional Plans, which outline the needs of the local and regional economies.

If the user is already assigned as the Project Lead on the plan in NOVA, that individual will have the ability to add additional contacts as needed. If no contacts have been added to the plan, a user with the appropriate permission must be assigned to initiate the process. Watch a video tutorial demonstrating how to add contacts to a plan.

The Lead LEA is the entity responsible for submitting the K–12 SWP application. A contracted grant writer may be used to support the process; however, the Lead LEA must be the one to complete the application and submit it in NOVA.

If a K12 Partner Agency is only receiving services and not funds, a budget is not required for that agency in NOVA. When entering a partner agency into the NOVA system, the applicant must indicate whether the agency is receiving funds or services. If “funds” is selected, a budget card will be generated, and funding must be allocated. If “services” is selected, the system will not prompt for a budget entry, and the agency may be listed with a $0 budget.