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INSTITUTIONAL SERVICE

INSTITUTIONAL SERVICE. Historically Black Colleges and Universities Division. The Programs under the HBCU Division Team. Historically Black Colleges and Universities (HBCU) Program 84.031B Historically Black Colleges and Universities (HBCU/SAFRA) Program 84.031B

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INSTITUTIONAL SERVICE

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  1. INSTITUTIONAL SERVICE Historically Black Colleges and Universities Division

  2. The Programs under the HBCU Division Team • Historically Black Colleges and Universities (HBCU) Program 84.031B • Historically Black Colleges and Universities (HBCU/SAFRA) Program 84.031B • Historically Black Graduate Institutions (HBGI) 84.031B • Masters Degree at Historically Black Colleges and Universities Program (MHBCU) 84.382G • Predominantly Black Institutions Competitive Grant Program (PBI-Comp) 84.382A • Predominantly Black Institutions Formula Grant Program (PBI-Formula) 84.031P • Masters Degree at Predominantly Black Institutions Program (MPBI) 84.382D • Minority Science and Engineering Improvement Program (MSEIP) 84.120A • Minorities and Retirement Security Program (MRS) 84.414A

  3. The HBCU Division Team Donald Watson, HBCU Division Director Program Officers Program Lead Yolande Badarou (202) 219-7118 MPBI Jonathan Braxton(202) 502-7645 HBGI Darryl Davis (202) 502- 7657 Robert C. Byrd Karen Epps (202) 502-7774 MRS Wendy Lawrence (202) 219-7097 HBCU Krish Mathur (202) 502-7512 MSEIP Bernadette Miles (202) 502-7616 PBI-Comp/PBI Formula Frederick Winter(202) 502-7632 MHBCU

  4. Topics of Discussion • Focus Areas for Grantees • Reoccurring Issues • Important Dates • Helpful Resources • Best Practices Presentations

  5. Focus Areas • Redirecting Grant Funds • Institutionalizing Grant Programs • Encouraging Reliance on Endowments • Investing in Private Sources

  6. Redirecting Grant Funds REFOCUSING THE HBCU PROGRAM: The Congress has identified the following categories to provide financial assistance to establish or strengthen the Historically Black Colleges and Universities (HBCU). The categories are physical plants, financial management, academic resources, and endowmentsthat enhances the HBCU institutions and facilitate a decrease in reliance on governmental financial support and to encourage reliance on endowments and private sources” (20 USC §1060(4)).

  7. Institutionalizing Grant Programs • Access and Evaluate the needs of the Institution • Develop Restructuring of Program Activities • Incorporate Programs at the Institution • Establish Independency

  8. Encouraging Reliance on Endowments • Endowments for financial stability • Institutional Investment Strategy/Policy • Drawdown

  9. Investing in Private Sources • Community Investment • Capital Campaigns • Naming Opportunities

  10. Reoccurring Issues

  11. Internal Controls What are some characteristics of successful Project Directors in regards to their institution’s internal controls? Institutional Internal Controls Establish written policies and procedures and give them to all personnel associated with the grant. Establish clear procedures for procurement requests and draw downs. Meet with your grant personnel regularly to stay informed about their activities. Consult with your ED Program Officer when you have questions. Keep your ED Program Officer informed if your contact information changes (email, phone, fax number)

  12. Carryover Funds I have unspent/unobligated funds left from a previous budget period. Can I spend them on an activity? Allowable Uses of Carryover Funds Yes. You may carryover funds, however they can only be spent on approved activities listed in your application or other legislatively allowable activities (LAA). If you wish to use carryover funds towards an LAA that is not listed in your grant application, you must submit the request to ED for prior approval. Reducing Carryover

  13. Prior Approval How do I request a change that needs prior ED approval? How long does the process take? Requesting and/or ReceivingPrior Approval Proposed changes need to be submitted in writing to your ED Program Officer. Consult your Program Officer for what documents must be submitted for the change you are requesting. All requests for changes are made on a case-by-case basis. Per EDGAR, ED is allowed up to 30 days to respond to your request.

  14. Travel Requests Can we use grant funds for travel? • Yes, BUT • For ALL travel, the travel must be clearly related to the goals and objectives of the activity. • The knowledge gained should highly benefit the institution (not just those who are traveling) and should be specialized. • Federal regulations concerning travel apply (see OMB Circular A-21). Domestic and InternationalTravel Requests ALL REQUESTS FOR INTERNATIONAL TRAVEL must be submitted to ED for approval. Requests for international travel are being evaluated on a case-by-case basis.

  15. Measurable Objectives What makes an objective measurable? Activities with Measurable Objectives Measurable objectives answer the following questions: Who? Who is involved in the change being proposed? What? What is the outcome expected? When? When will this be accomplished? How? How will progress be measured? Proficiency? What is the criteria for success? What is a measurable objective? A measurable objective is the quantitative means used by the Department to determine if substantial progress is being made in a grant award 2011 Project Director’s Conference Washington, DC

  16. Measurable Objectives What does a measurable objective look like? • For Example: By September 30, 2014 there will be a 20% increase of online courses added to the academic curriculum. Currently, there are 20 online courses that will be increased to 25. What does a non-measurable objective look like? • For Example: XYZ College will improve the professional development of faculty

  17. Helpful Resources for those new to Grants Grant making at ED – ED publication written for Project Directors of discretionary grants. This publication can be found online at:http://www2.ed.gov/fund/grant/about/grantmaking/grantmaking.pdf Your program’s website on ed.gov – information about all parts of your program (funding status, laws/regulations, etc.) Legislation (Visit Program Website) http://www2.ed.gov/about/offices/list/ope/idues/index.html Regulations Education Department General Administrative Regulations (EDGAR), Parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98, and 99 Guidance Office of Management and Budget (OMB) Grants Management Circulars

  18. FY 2013 Important Dates forHBCU/HBGI Programs 84.031B • Phase I Data Collection Due April 1st • Director Review and Approval of Awards April 15th • IS Director and DAS Review and Approval of Awards April 29th • Allocation Notification Letters Mailed May 3rd • Phase II Data Due May 17th • GANS sent to institutions June 1st • Application and Budget Reviews Oct. 1st • FY 2013 -2014 Funds Available in G-5 Oct. 1st

  19. FY 2013 Important Dates for MD-HBCU Program 84.382GMPBI Program 84.382D • Annual Performance Report Review April 2013 • G-5 Input (Substantial Progress/Budgets for 2013/14) May 2013 • NCC Slate Approval June 2013 • GANs mailed to Institutions June 2013

  20. FY 2013 Important Dates forPBI Formula Program 84.031P • Phase I Data Collection Due April 1st • Director Review and Approval of Awards April 15th • IS Director and DAS Review and Approval of Awards April 29th • Allocation Notification Letters Mailed May 3rd • Phase II Data Due May 17th • GANS mailed to institutions June 1st • Application and Budget Reviews Oct. 1st • FY 2013 – 2014 Funds available in G-5 Oct. 1st

  21. FY 2013 Important Dates forPBI Competitive 84.382A • Annual Performance Report Review April 15th • G-5 Input (Substantial Progress/Budgets for 2013 -14) April 19th • NCC Slate Approval April 30th • GANs mailed to Institutions May 17th

  22. FY 2013 Important Dates forMSEIP Program 84.120A • Annual Performance Report Review April 2013 • G-5 Input (Substantial Progress/Budgets for 2013-14) May 2013 • NCC Slate Approval June 2013 • GANs mailed to Institutions June 2013 • FY 13 MSEIP Competition Dates: • Notice Inviting Applications (NIA) - Publication in the Federal Register: March 29, 2013 • Application Closing Date: May 2013 • Pre-application Webinar: April 9 and 11, 2013 • Notification to successful and unsuccessful applicants: July 31, 2013 • APR (Annual Performance Reports) for FY 13 due date: December 31, 2013 Note: These dates are subject to change. Please check the MSEIP website for changes and for up-to-date information: http://www2.ed.gov/programs/iduesmsi/index.html

  23. FY 2013 Important Dates forMRS Program 84.414A • Internal Grant Competition Process Ongoing 2013 • Grant Competition May 2013 • Budget Review/Slate Preparation June 2013 • Slate Approval July 2013 • GANS Mail Out July 2013

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