Work-based Learning Tracking System (WTS) Project
Project Vision
The Virginia Community College System (VCCS) has been awarded $1,125,000. from the State Council of Higher Education for Virginia (SCHEV) and the Virginia Talent + Opportunity Partnership (V-TOP), Vision + Capacity-Building Grant to expand Work-Based Learning (WBL).
With this funding, the project vision is to release a Work-based Learning Tracking System to enhance VCCS students’ academic experience and help expand internship and work-based learning opportunities.
Project Mission
The Work-based Learning Tracking system (WTS) will be instrumental in achieving the Chancellor’s 2030 strategic plan in increasing paid work-based learning opportunities for students engaging in internships and apprenticeship programs by 25%. VCCS will work with implementation partner, Kennedy & Co., to build the WTS leveraging Salesforce CRM and Formstack. The WTS will streamline and scale apprenticeship programs across VCCS’ 23 colleges, efficiently managing 100+ apprentices and 70+ businesses.
Project Participants
Participants consists of VCCS Colleges who were awarded the SCHEV/ V-TOP Capacity-building grant representing 20 of our 23 colleges.
Employer Partnership play a key role in providing opportunities for VCCS students to engage in apprenticeships. Our current employer partners include:
Southern Air, Inc.
Dominion Energy
Phillip Morris
Project Goals
- Increase apprenticeships by 7% in the first year.
- Increase apprenticeships by 25% by 2030.
- Enhance data sophistication through performance dashboards to report on key system-wide and state-wide reporting metrics.
- Create a customized Apprenticeship Salesforce CRM environment tailored to all VCCS needs with a one system approach.
Project Timeline
The WTS project kick-off is scheduled for early March leading into the requirements discovery and analysis phase. Our targeted launch date is the end of October 2025.
Project Governance
Our project governance comprises of a Project Steering Committee and three advisory groups: College Advisory group, Employer Partner Advisory Group, and Student Advisory Group.
Executive Sponsor:
Angela Lawhorne, Director, AWP
Project Director:
Dr. Jason M. Williams Sr., Coordinator, Apprenticeship and Work-Based Learning, AWP
Project Managers:
Simone Biasuzzi, Project Manager VCCS SO
Stephanie English, Manager, Business Support VCCS SO
Implementation Partner:
Kennedy & Co.
Explore More
Project Documentation
Communication
- Please reach out to Jason Williams (jwilliams@vccs.edu) or Simone Biasuzzi (sbiasuzzi@vccs.edu) if you have any question.
FAQs: Work-based Learning (WBL) Tracking System (WTS) and SCHEV/V-TOP Impact Grant
Click on each FAQ to expand and find additional information. Please reach out to Jason Williams (jwilliams@vccs.edu) or Simone Biasuzzi (sbiasuzzi@vccs.edu) if you have a question not listed below.
WTS FAQs
What will the WTS do?
- Enhance student and partner tracking through customized Salesforce CRM functionalities, including integrated WBL tracking for apprenticeships and employer relationships.
- Streamline document management processes to improve operational efficiency, utilizing automation for form submissions, approvals, and secure storage.
- Provide intuitive and secure portals that facilitate engagement for students and companies, offering self-service access to apprenticeship opportunities and employer postings.
- Support VCCS in building a scalable, integrated system aligned with its strategic goals, including doubling the number of registered apprenticeships within a year, improving workforce data visibility, and standardizing WBL processes across all 23 colleges.
Does each college have to pay for the WTS?
No, the WTS is paid by the VCCS System Office, including initial Salesforce subscriptions.
Who will use the new WTS?
VCCS students interested in or currently in a WBL experience, Work-based Learning Coordinators at VCCS Colleges, and Employers providing WBL experiences.
When will the WTS system be available?
Please see the timeline section above on this webpage for the most up to date timeline information.
How will this impact Work-based Learning at colleges?
Colleges will use a one-system approach by aligning each college’s WBL program experiences into one central location. In addition, it aligns with the Chancellor’s 2030 Strategic plan to increase apprenticeship opportunities by 25%. Lastly, it will allow colleges to track and produce reports related to WBL.
How can I provide feedback or ask questions about the project?
Yes, there will be training and learning materials available once the system is launched. Training will be available to each college per their designated personnel.
Capacity & Vision Grant FAQs
What can Vision Grant recipients do with the funds.
Vision Grant funds can be used for:
- Host strategic planning task force meetings to develop a comprehensive institutional plan.
- Implement systems to track experiential learning and related outcomes across departments.
- Training faculty and staff to enhance experiential learning programs.
Vision Grant funds cannot be used for:
- Personnel costs
- Materials and equipment for courses/programs
- Capital expenses
- Furniture or renovation costs
What can Capacity Building Grant recipients do with the funds.
- Hire dedicated personnel to strengthen partnerships with employers and support student participation.
- Design and implement a pathway for students to gain skills for entry-level roles by graduation.
- Purchase required materials or supplies to support student preparation in paid work-based learning opportunities.
- Create or enhance systems to track work-based learning outcomes.
- Provide training for staff on best practices for implementing and expanding work-based learning programs.
Can funds be used on consulting?
Yes, however, no more than 50% of the grant funds allocated. Example for 25K funds, no more than 12.5K on consulting
What is the sustainability for staff hired with VTOP grant?
Only Tidewater CC and P&HCC are eligible to hire staff for this project which is forecasted for an additional 2 years. All hires from this project will be subject to termination of position when the final grant periods end.
What if Perkins goes away?
We must find additional funding within the funding of WF programs and external funding opportunities.
When is the final evaluation report for Vision grant recipients due?
Final Report Due: 30 days after the end of the grant Period (January 16th, 2026). The final report must include Outcomes, Deliverables, and Budget. Ensuring the budget is thorough (itemized list of expenses).
When is the Capacity Build grant recipients' progress/ final evaluation report due?
Progress reports are required after 6 months (interim report due July 11th, 2025. The Final Report is due 30 days after the end of the grant period (January 9th, 2026). Progress/Final reports must include Outcomes, Deliverables, and Budget. Ensuring the budget is thorough (itemized list of expenses).
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