IDUES Project Directors’ Meeting

1. IDUESProject Directors’ Meeting Washington, DC March 29, 2010 Program Specific Discussions

2. WE ARE…TEAM B Karen W. Johnson, Team Leader (202) 502-7642 Dianne Pitts, Program Assistant (202) 502-7587 HBCU/HBGI Program Officers Bradley Haas (202) 502-7636 Nalini Lamba-Nieves (202) 502-7562 Bernadette Miles (202) 502-7616 Lorna Polk (202) 502-7518 Sara Qadir (202) 502-7608 MSEIP Program Officers Bernadette Hence (202) 219-7038 Yolande Badarou (202) 219-7118 Matthew Willis (202) 502-7598 Our Web Address: http://www2.ed.gov/programs/iduestitle3b/index.html

3. FY 2010 HBCU Schedule Phase I (HBCU Only) Letters to Presidents/Project Director April 1st Phase I Formula Grant Data Due to ED April 19th Allocation Notification Letters Mailed May 21st Phase II (HBCU Only) Phase II Narrative Due to ED June 18th Awards Made June 30th

4. FY 2010 HBGI Schedule NOTE: Phase I Data is not necessary to calculate awards this year! Allocation Notification Letters Mailed April 9th Phase II Narrative Due to ED May 14th Awards MadeJune 30th

5. HBCU/CCRAA -FYI • September 30, 2010 official end of grant • Good steward of Federal funds • Spend the money allocated • Now is not the time for a change in activities • Submit Final Performance Report

6. Phase I Data – HBCU

7. Phase I Data – HBCU • Phase I Data submitted must cover academic years 2005-2009 for the total number of graduates in the undergraduate class; • Data must also include students that received a baccalaureate degree during the 2005-2009 academics years; and • The number of students admitted to and attending graduate school

8. Phase I Data – HBCU #1 - Please calculate the number of Pell Grant recipients attending the applicant institution during the school year immediately preceding the beginning of the fiscal year in which the applicant applies for a grant. Thus, if you are applying for a grant in 2010, the corresponding year would beJuly 1, 2008 – June 30, 2009.

9. Phase I Data – HBCU • #2 – Please enter the number of graduates of the application institution during the school year immediately preceding the beginning of the fiscal year in which the applicant applies for a grant. Thus, if you are applying for a grant in 2010, the corresponding year would be July 1, 2008 – June 30, 2009.

10. DEFINE “GRADUATE” • Per 34 CFR Section 608.4 – Graduate means a student who has attended an institution for at least three semesters and fulfilled academic requirements for undergraduate studies in not more than five consecutive school years.

11. Phase I Data – HBCU • Enter the total for Column B in Item # 3 • Enter the total for Column C in Item # 4

12. Phase I Data – HBCU Important Reminders • Please remember to review 34 CFR Section 608.31 of the HBCU regulations for information required in Columns B and C. • As a checkpoint, the total in Item #3 should be larger than the total in item #4. • Remember not to count a student attending graduate school for more than one reporting year – do not count one student twice.

13. Phase I Data – HBCU • Receipt of your institutions data is CRITICAL because each award is determined based on the information provided by ALL participating institutions. DEADLINE: APRIL 19TH • No single award can be calculated until ALL institutions have responded.

14. MeasurableObjectives • What are measurable objectives?: • Objectives are the quantitative means by which the institution and the Department know whether or not an activity was successful. • Why do we need them?: • While the Department also relies on the Executive Summary and other essay-like questions for information, in order to report to Congress on how funding has strengthened HBCUs and HBGIs we also need to provide measurable results.

15. Measurable Objectives • What makes an objective measurable? • Measurable objectives answer the following questions: • Who? Who is involved in the change being proposed? (Who?—students, faculty, etc.) • What?—What is the outcome expected? (Improvement of academic attainment, retention, etc.) • When?—When will this be accomplished to be successful? (By the end of the semester, by the end of the fiscal year, etc.) • How?—How will progress be measured? (Test results, special certification for the institution, etc.) • Proficiency?—What is the criteria for success? (1% retention/year, 20 new technology-infused courses, etc.)

16. Measurable Objectives What does a measurable objective look like? • By September 30, 2011 there will be a 10% increase in the completion rate of Algebra I by Math Academy students, over the 2009 baseline of 5% (24 students). • Who: Math Academy students • What: Increase in completion rate of Algebra I • When: September 30, 2011 • How: Baseline completion rate comparison • Proficiency: 10% over 2009 baseline.

17. Measurable Objectives What does a non-measurable objective look like? • Sample College will improve the professional development of faculty. • Who: Too broad--faculty. Which faculty? Math? English? History? • What: Improve professional development. • When: Not indicated. • How: Not indicated. • Proficiency: Not indicated. Measurable objective: Sample College will improve the professional development of Math Academy faculty by providing three technology training sessions that will result in all participating faculty including technology in their Math Academy curriculum byDecember 30, 2010.

18. Clarifying Problem Areas Construction: Per Sections 323(a)(2) and 326(c)(2) of the HBCU and HBGI statutes respectively, construction is an allowable activity, as are maintenance and renovation. Difference between construction and renovation: Construction involves building something that was not there, whereas renovation is taking an existing instructional facility and updating it—for example, to wire a classroom to provide wireless capabilities for students. When undertaking construction, renovation, maintenance or improvement of instructional facilities grantees must abide by several Federal guidelines, which can be found at: • EDGAR, Appendix A to Part 74—Contract Provisions • EDGAR 75.600-75.617 Many of these are only for construction and/or renovation, dealing with permits, etc. However, keep in mind that whenever you hire an outside contractor to install or improve facilities you must abide by the guidelines pertaining to wage determinations, i.e. the Davis-Bacon Act.

19. Clarifying Problem Areas • Recruitment: Recruitment is an unallowable activity. OMB circular A-21 Section J, 1(f)(4) states the following are unallowable: “Costs of advertising and public relations designed solely to promote the institution.” • While Section 323(a)(11) does allow grantees to establish “community outreach programs which will encourage elementary and secondary students to develop the academic skills and the interest to pursue postsecondary education,” this does not imply recruitment.

20. Clarifying Problem Areas • Difference between outreach and recruitment: The purpose of outreach is to encourage students to attend postsecondary education—by offering tutoring, assisting them with financial aid forms, etc. The purpose of recruitment is to get the student to come to your institution. • Outreach becomes recruitment the moment a staff member from an institution, during a tutoring session, for example, states: “If you come to Sample U., we have state of the art tutoring labs.” At that moment tutoring has become less about encouragement for postsecondary education and more about attending your institution.

21. Clarifying Problem Areas • Furniture: Purchase of furniture for any other purpose but to set up a development office, for example, is unallowable.. • Keep in mind that, much like costs for food, travel, etc. each institution’s request is evaluated by its assigned Program Officer, who then makes a decision. There are instances where some of the abovementioned requests have been allowed. This is done on a case-by-case basis. Just because your neighbor institution was allowed to purchase sandwiches, for example, does not mean that your request will automatically be approved. • Additionally, keep in mind that what was approved in the past, may no longer be approved. Do not assume that your request will automatically be approved because it has typically been approved in the past. • The HBCU Office and the Office of the Inspector General (OIG) have found that some previously allowed items were, in fact, not allowable.

22. DURATION OF GRANTS • Initial Grant Period (5 years from initial onset of grant until closeout of grant). • No Cost Extension • HBCU and HBGI grants have five-years to spend grant funds, with the option of a one-year no cost extension.

23. AND THAT’S A WRAP ?QUESTIONS? ?? ?