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Take Action Grant Management Overview

Take Action Grant Management Overview. Agenda. Funder overview Reporting requirements Lassie and assessment Grant financial management Questions. Funder.

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Take Action Grant Management Overview

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  1. Take Action Grant Management Overview

  2. Agenda • Funder overview • Reporting requirements • Lassie and assessment • Grant financial management • Questions

  3. Funder • The mission of the Corporation for National and Community Service is to improve lives, strengthen communities, and foster civic engagement through service and volunteering: www.learnandserve.gov

  4. CNCS Strategic Initiatives • Mobilizing More Volunteers • Ensuring a Brighter Future for All of America’s Youth • Engaging Students in Communities • Harnessing Baby Boomers’ Experience • Supporting Disaster Preparedness and Response

  5. National & Community Service

  6. Learn and Serve America

  7. Learn and Serve America • …awards grants to fund programs through • K-12 schools and districts, • Community-based organizations, • Institutions of higher education, and • Indian Tribes and US Territories • that engage participants in structured, hands-on projects that meet community needs while helping participants develop personal, civic, and academic skills

  8. National Service Initiatives • United We Serve serve.gov • Martin Luther King Day of Service • Summer of Service

  9. Communications • Acknowledge Learn & Serve America and check out their media toolkit • www.learnandserve.gov/about/media_kit/index.asp

  10. Grant Requirements • Develop the council’s capacity to implement the roll-out of take action projects. • Participate in the promising practices take action learning session EMCC Oct 3-6th • Partner with GSUSA to measure the impact of take action projects (i.e.: administer surveys to volunteers, girls, invite volunteers/girls to participate in online focus groups) • Demonstrate council level/project level community partnerships that support girls in take action projects. • Monitor and demonstrate the results of 10 quality take action projects – 50% focus on environment. • Apply the use of social media tools to support girls take action projects. • Participate in Martin Luther King Day: www.mlkday.gov observances. • Provide quarterly updates and participate in quarterly conference calls with other councils that are implementing take action projects.

  11. Program Reporting Requirements • Quarterly Update Forms • Quarterly Conference Calls • Lassie

  12. Lassie LASSIE is the Learn and Serve System Information Exchange • Grantee level management of sub-grantees • Sub-grantee level data collection • Aggregation of project data to tell the story of Learn and Serve America at the: • Program level to look at accomplishments • District level to inform policymakers • State level to inform the Congressional delegation, Governors, and state agencies • National level to report to Congress, the White House and the general public.

  13. Lassie’s E-worksheets

  14. Participants

  15. Beneficiaries

  16. Duration

  17. Service Categories

  18. Available Evaluation Forms • Three forms to assess Volunteer Learning • Two Community Partner forms – Pre & Post project • Ten girl forms: • Pre/post forms for each Awards level projects, Group Projects, and individual girl projects Available at: http://takeactiongrants.ning.com/

  19. Purposes of Evaluation and Assessment • To educate girls, volunteers & community partners about Service Learning (Take Action) Projects • To gather information for LASSIE reporting • To aid council internal program assessment • To provide information to demonstrate the effectiveness of programming to potential funders

  20. Girl Evaluation Forms • Pre-Bronze award project (completed by volunteers) • Post-Bronze award project (completed by volunteers) • Pre-Silver award project (completed by girl) • Post-Silver award project (completed by girl) • Pre-Gold award project (completed by girl) • Post-Gold award project (completed by girl) • Pre-Journey group project (completed by volunteers) • Post-Journey group project (completed by volunteers) • Pre-Take Action Project (completed by girl) • Post-Take Action Project (completed by girl)

  21. Volunteer Learning Forms • Take Action Learning Facilitator Form • Take Action Learning Pre-form (for volunteers) • Take Action Learning Post-form (for volunteers)

  22. The impact of Service Learning (Take Action) Project • Impact on the community • Impact on the participants • Impact on the beneficiaries

  23. Community Partner Forms • Pre Project (completed by community partner) assists in setting expectations • Post Project (completed by community partner) measures impact

  24. Forms for Assessing the impact on participants and beneficiaries • Service Learning (Take Action) projects can take place in: • Bronze, Silver & Gold Awards • Journey (or program) Group Projects • Journey (or program) Individual Projects

  25. Formatting • Options • Survey Monkey import • PDF • Word to format as needed

  26. Evaluation Questions • Meredith Sarkees, Senior Evaluator msarkees@girlscouts.org (815) 444-0692 or Blackberry (646) 763-2328 • Karen Scheuerer, Project Manager kscheuerer@girlscouts.org (212) 852-6567

  27. Financial Reporting • Grant periodexpenses can be allocated: July 1, 2010 - June 30, 2011 • All funds must be expended by June 30, 2011. • Financial reports for this grant cycle are due quarterly. • Mail and scan quarterly expense claim forms including receipts and invoices to: Ade Gbodimowo Girl Scouts of the USA 420 Fifth Ave, 13th FL New York, NY 10018 AGbodimowo@girlscouts.org • Finance claims reports due: • October 15, 2010 • January 15, 2011 • April 15, 2011 • July 15, 2011

  28. Allowable Expenses • ALLOWABLE COSTS • Salary & Benefits-Exempt/Temp • Consultants (Max. $540 per day) • Meeting supplies • Food & beverages • Volunteer stipends • Training & Workshops • Curriculum materials • Publishing/printing & duplicating • Administrative materials • Educational Trips • Equipment purchases • Transportation/mileage/vehicle rental • Facility rental • UNALLOWABLE COSTS • Expenses incurred before or after the grant period ends • Entertainment, amusement parks • Printing logos • Murals • Advertising & PR costs including promotional items (direct mail, t-shirts, water bottles, etc) • Gifts, award recognition items, badges • Personal items: bracelet, charms, shampoo, manicure, etc. • Alcoholic beverages • Landline phones • Uniforms/costumes/athletic gear • Membership dues • NOTE: • Any expenses without a receipt • Any non-itemized receipts

  29. Making Expense Claims • Submit claims forms within 15 days of the end of the quarter to Ade Gbodimowo. • Expenses will not be reimbursed without supporting documentation, and two signatures. • In doubt? Ask us. Contact: • Ade at AGbodimowo@girlscouts.org • OR Karen at kscheuerer@girlscouts.org Note the sub-award number 2V15-A15 on all correspondence. Claim Reports without this number will be returned.

  30. Expense Claim Cover Report Enter the figures for each expense in the month in which it was incurred. The approved budget column must match the budget approved by GSUSA Reports without both signatures will be returned!

  31. Time Sheets Submit a Timesheetfor each employee that works on the grant. This includes regular exempt staff and part-time or temporary employees. Do not use this timesheet for consultants, honoraria or stipends for volunteers. Timesheets without employee and supervisor signature will not be accepted. !! Include a payroll register or payroll stub for each employee paid through this grant!!

  32. Claim Forms – Employee Wages Use this chart to document your expenses for exempt staff. Document expenses for part time employees here. Note your approved fringe benefit rate here.

  33. Claim Forms Detail your program costs here. It is ok to add lines as needed.

  34. Claim Forms

  35. Receipts • Detail your program costs here. It is ok to add lines as needed. • Use one line for each receipt • Attach all receipts to 81/2 X 11 paper. • If the receipt is not clear, write a description of what was purchased. • This acts as the cover page for each class of expenses – then attach your receipts in the same order listed behind this cover.

  36. Supporting Documentation • Mail your financial report with all supporting documentation attached to Ade. • Send copiesof your receipts. Keep the originals in your files. • If you do not send the proper documentation, accounting will hold paymentuntil it is received. • If you have questions, contact Ade: AGbodimowo@girlscouts.org or Karen:kscheuerer@girlscouts.org

  37. Deadlines & Budget Modifications • Spending Deadline: June 30, 2011. • Changes to program and budget allocations must receive prior written approval from the GSUSA project manager. Complete the Budget Modification Form to make this request.

  38. Finance Questions • Ade Gbodimowo, Senior Federal Grants Accountant at agbodimowo@girlscouts.org (212) 852-8028 • Karen Scheuerer, Project Manager at kscheuerer@girlscouts.org (212) 852-6567 • Aabha Adhiya, Project Coordinator at aadhiya@girlscouts.org (212) 852- 8048

  39. Questions?

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