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New Grantee Orientation

New Grantee Orientation. September 18, 2014. Participants Will Be Able To:. Explain 21 st Century programming Explain Compliance and Performance Assessment Explain the Program Performance Objectives Understand the components of the grant application Explore additional resources.

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New Grantee Orientation

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  1. New Grantee Orientation September 18, 2014

  2. Participants Will Be Able To: • Explain 21st Century programming • Explain Compliance and Performance Assessment • Explain the Program Performance Objectives • Understand the components of the grant application • Explore additional resources

  3. Participants Will Learn and Understand: • Basic Profile and Performance Information Collection System Reporting Requirements • Program Evaluation and Sustainability Expectations • About 21st Century Professional Development Opportunities

  4. Role of ODE and Expectations 21st Century Staff Technical Assistance Regions Regional Brown Bags

  5. Ohio Department of Education Department Updates Literacy and Expanded Learning Time

  6. Literacy and Expanded Learning

  7. Program RequirementsOverview 21st Century emphasis is on: Improved reading, mathematics Positive youth development Parent and family engagement

  8. Award Duration Three year period for approved grants Evaluation requirements

  9. Award Duration Sustainability planning must start at the beginning Continuation application needed for consecutive years

  10. Program Calendar Program start date must begin no later than Oct. 15 annually Program end date must not end sooner than April 17 annually

  11. First Year Implementation Implementation Timeline of Program Activities Mandatory Trainings Desk Audit, Mid-Year Monitoring Call & Reporting

  12. Licensing

  13. ODE Licensing Contacts Marlene Fields 614-644-2604 Diana Saunders 614-644-2603

  14. Ohio Department of Job and Family Services Help Desk 877-302-2347, Option 4

  15. Child Nutrition Programs

  16. Nutrition Contacts Call: 1-800-808-MEAL (6325) Website: www.education.ohio.gov Search keywords: Food and Nutrition Click: How To Become A School Meals Program Sponsor

  17. Professional Development Conferences/Meetings Workshops/Trainings Travel expenses

  18. Some Basic Federal Requirements Allowable Costs – 2 CFR Part 225 Appendix A-Section c(3)(a) and C(1)(a-j) Costs that are:

  19. Some Basic Federal Requirements Cash Management - 34 CFR 80.21 Final Reporting - 34 CFR 80.41 due 90 days after termination of grant (Final Expenditure Report)

  20. Some Basic Federal Requirements Period of Availability (POA)- 34 CFR 80.23-insure expenses are incurred within the project period Time & Effort - 2 CFR 225 Appendix B (8)(h)(3 & 4)

  21. Funding For State Fiscal Year 2015 (SFY15) (July 1, 2014 – June 30, 2015) • USDOE funds made available traditionally by early summer • Ohio was awarded approximately $45 million this fiscal year • Minimum funding allocation: $50,000 • Maximum Path B/C funding allocation: $200,000 • Maximum Path A funding allocation: $500,000

  22. Expenditures Based on current approved budget Must be: -Reasonable -Allowable -Necessary Use good common sense when making expenditure/obligation decisions

  23. Allowable Use of Funds Transportation costs Curriculum materials Supplies, including computers/printers, pertaining to academic enrichment Staff salary and benefits

  24. Allowable Use of Funds Student incentives Program evaluation Youth development contractors Rent(reasonable and necessary/for afterschool activities only)

  25. A Few Examples of Unallowable Expenditures Food (of any kind) for program need Grant Writer Vehicle Purchase Building Purchase or major Repairs/Renovations

  26. Partnerships School Districts Community/Faith Based Orgs (CBO/FBO)

  27. Required Reviews Compliance and Performance Assessment (CAPA) - Second Year of grant (Monitoring & Fiscal) 3rd Year Grant Close Out (Fiscal) State/Federal Audits (Regular & Single) PPICS Review

  28. Compliance Resources All sub-grantees are required to know and are held accountable to the rules and regulations that govern the 21st Century grant:

  29. Compliance Resources CCIP Assurances (40) U.S.DOE Federal Guidelines U.S.DOE Non-Regulatory Guidance

  30. Compliance Resources EDGAR USAS Manual OMB Circulars State Guidelines Ohio Revised Code & Ohio Administrative Code

  31. Key Questions Am I doing what I said I would do? How well am I doing? Does it make a difference?

  32. Data Systems Review SAFE (Secure Application for Enterprise) STARS (System to Achieve Results for Students) IRN (Information Retrieval Systems)

  33. Data Systems Review OEDS-R (Ohio Educational Directory System-Redesign) CCIP (Comprehensive Continuous Improvement PlanningSystem)

  34. OEDS-R/CCIP Roles -CCIP Authorized Rep/Superintendent -CCIP Fiscal Rep/Treasurer • Data Entry Planning • Data Entry Funding • Data View Planning • Data View Funding -OEDS-R Administrator Only CCIP AuthRep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R.

  35. OEDS-R Only Roles Program Manager - 21st Century Grant (1 per organization/IRN) Only CCIP AuthRep/Superintendents, Treasurers and OEDS-R Administrators can give access

  36. Profile and Performance Information Collection System Collection of program demographic data - self reported Federal requirement for all 21st CCLC sub-recipients Failure to submit = no continued funding

  37. Reporting Program Data Feeder Feeder Feeder Feeder Feeder Feeder

  38. Managing Your Grant

  39. Program Performance Objectives Reading Math Positive Youth Development Family Engagement

  40. Components of a Program Performance Objective Goals Strategies Action Steps Data/Outcomes

  41. Goal What do you want to accomplish? Low performing students

  42. Goal Regularly participating in the 21st Century after school program Significantly improve their reading proficiency

  43. Strategy What will be implemented? Online and face-to-face learning methods

  44. Strategy Target student’s needing intervention, remediation and credit recovery Activities and supports will line up with Ohio’s New Learning Standards, state tests and assessments

  45. Action Steps How will the strategy be implemented? Provide intervention for students 5 days a week, 1 hour a day Combination of online and face to face learning

  46. Action Steps One on one small group tutoring with certified reading specialist Reading theatre activities

  47. Data/Outcome Measures How will you know your goals were met? 75% of students participating for 30 days or more

  48. Data/Outcome Measures Will Improve one level Using pre and post assessments, OAA , PARCC scores, student grades and progress reports

  49. Program Performance Measure Combination Goals, Strategies, Action Steps, Measurement Ready for Planning Tool More in-depth at October Brown Bag

  50. Compliance and Performance Assessment Review Structure Appropriate evidence Document, document, document

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