Superintendent’s Memo #305-11

State seal, Commonwealth of Virginia

Department of Education

November 4, 2011

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  Career and Technical Education Financial Report for Fiscal Year 2011 (School Year 2010-2011)

This memorandum provides guidance for completing the Career and Technical Education Financial Report (CTEFR) for fiscal year 2011.  The information collected in this report will be used to calculate the school divisions’ fiscal year 2012 state categorical entitlements for occupational prep and adult education.  This information is being collected to assure that divisions will receive their entitlements earlier in the fiscal year.

State funding is provided to school divisions and regional centers to support the operation, improvement, and expansion of career and technical education (CTE).  The state funding is provided through categorical entitlements for occupational prep and adult education to support:

  1. Principals and assistant principals of CTE centers where at least 50 percent of their time is spent in CTE program administration or supervision.
  2. Extended contracts of instructors for activities related to the coordination, development, or improvement of CTE programs.
  3. Adult occupational CTE programs to provide opportunities for adults to prepare for initial employment, retraining, or career advancement.

The CTEFR for fiscal year 2011 will be collected through the use of an Excel template.  Instructions for completing the report are contained in the Excel file.  The CTEFR will collect the additional Adult Education Program data by CTE program areas for the number of adult education classes, the enrollment for adult education classes, and the number of part-time and full-time adult education teachers.

When all school divisions and regional programs have submitted their CTEFR for fiscal year 2011, the VDOE will calculate the fiscal year 2012 entitlements and process the payments.

Instructions for downloading the Excel file from the Web are contained in Attachment A to this memorandum.

You may also download the Excel file directly from the Virginia Department of Education’s Web site.

Please complete the Excel template and e-mail it to the Virginia Department of Education by December 16, 2011, at  In addition, a hard copy of the superintendent certification form, signed by the division superintendent or designee (or by each of the superintendents of divisions participating in a regional career and technical education program), should be mailed to:

Virginia Department of Education
Attention:  Career and Technical Education – Grants Administrator
P.O. Box 2120
Richmond, Virginia 23218-2120

If you have any questions, please contact Terry Dougherty, Grants Administrator, Office of Career and Technical Education Services, at or by telephone at (804) 225-3349.



  1. Career and Technical Education Financial Report (CTEFR) for Fiscal Year 2011 (SY 2010-2011) Instructions (PDF)
  2. Career and Technical Education Financial Report (CTEFR) for Fiscal Year 2011 (SY 2010-2011) – Sample Report Format (PDF)