The HEP Performance Reporting Process

1. The HEP Performance Reporting Process Rachel Crawford Michelle Meier Office of Migrant Education U.S. Department of Education New Directors Meeting Phoenix, Arizona December 4-5, 2012

2. Overview of Session Part I Overview of the Performance Reporting Process Part II A Closer Look at Critical Data Tables in the Performance Report (Table activities) Part III The Interim Performance Report

3. Part I: Overview of the Performance Reporting Process

4. General Information Grantees must submit a full Performance Report each year to cover the previous budget period. In fall 2013, you’ll be submitting a 2013 report covering July 1, 2012 through June 30, 2013. We’ll be providing more information about the 2013 report in the coming months. The data you submit with these reports let grantees and OME know how your project is progressing. You’ll want to be familiar now with the data you’ll need to submit next fall so you can set up systems to collect the data throughout the year.

5. Today’s Session Will Focus Heavily on the Data You’ll Report That Is Related to GPRA GPRA stands for the Government Performance and Results Act. The HEP program has two specific GPRA measures: Measure 1: The percentage of HEP program exiters receiving a General Educational Development (GED) diploma. Measure 2: The percentage of HEP GED recipients who enter postsecondary education programs, upgraded employment, or the military. These measures tell us a great deal about project effectiveness. These measures tell us a great deal about project effectiveness.

6. The Data You Submit in Your Performance Report Also Allow OME to Calculate an Efficiency Measure HEP Efficiency Measure: The total budget awarded for that period divided by the number of GED attainers for that period.

7. Other Parts of the Performance Report Data related to your HEP project design (e.g., types of instructional and financial services offered participants, academic screening tools and standards). Data related to your HEP students (e.g., gender). Financial information (e.g., actual expenditures during the reporting period).

8. The Interim Performance Report This report is primarily designed to generate preliminary performance data from grantees in their first project year in a timely way. Some grantees in their later project years also submit an Interim Performance Report if they’re on an Assistance Plan. This report is due on January 30, 2013, and we’ll talk about it more later in this session.

9. Questions?

10. Part II: A Closer Look at Critical Data Tables in the Full Performance Report

11. Note: The tables presented here are from the 2012 Performance Report form. OME anticipates using the same (or very similar) tables in the 2013 Performance Report form, which we’ll send you next fall.

12. You will fill in the column that matches the budget year on which you are reporting. In Year 1of a project funded to serve 100 total students per year, data entry would look like: In Year 2,the data entry would look like: The Final Performance Report(Year 5), the data entry would look like:

13. Table A1 Report Incoming Students Here

14. Table A-1Who Will Be New Participantsin Your 2013 Report? 1. Students you have never served before. 2. Students you served in the previous budget period (2011-12) who did not receive their GED and did NOT qualify as Persisters in your 2012 Performance Report. 3. Students you served in years prior to the 2011-12 budget period.

15. Table A1: Who Will Be Returning Participants in Your 2013 Performance Report? Students you served in the previous budget period (2011-12) who re-enrolled in the current reporting period prior to your submission of the 2012 APR. (These are your 2012 APR’s Persisters.)

16. Table A1: Practice 1 Q1. You started your HEP project in 2012. You did not have a HEP grant in a prior grant cycle. Will you report any Returning Participants in your 2013 Performance Report? A1. No. Your count of Students Served will equal the count of New Participants. Your Returning Participant count will be 0.

17. Table A1: Practice 2 Q2: Let’s say you started your HEP project in 2011-12. Your 2013 Performance Report is reporting on your second budget period. In 2011-12, your HEP student Carlos had taken many hours of HEP instruction but was unable to pass the GED tests he took in May 2012. In August 2012, he re-enrolled in your HEP project and attained his GED in January 2013. Should you count Carlos as a New Participant or a Returning Participant in Table A1 of your 2013 Performance Report? A2: Count Carlos as a Returning Participant.

18. Questions?

19. Table A2 Report Outgoing Students Here

20. Which Students Can Be Counted As GED Attainers in Table A2 of Your 2013 Report? Any student who, by June 30, 2013, took and passed the last test required for the student to obtain a GED.

21. Which Students Can Be Counted As Persisters in Table A2 of Your 2013 Report? Persisters and Withdrawals are all students who participated in your project but failed to attain a GED by June 30, 2013. Such a student is a Persister if s/he re-enrolls and actively participates in your HEP project in the subsequent budget period (13-14) prior to your submission of your 2013 Performance Report. Any student who is not an Attainer or a Persister is a Withdrawal.

22. More on Persisters To be a Persister, your participant must: 1) Participate in at least 12 hours of GED instruction during the 2012-13 budget period by the time you submit your 2013 Performance Report, or 2) Take the GED test(s) by the time you submit your 2013 Performance Report.

23. The Relationship between Persisters (Table A2) and Returning Participants (Table A1) • Persisters(Table A2) in your 2013 Performance Report will alwaysbe equal to Returning Participants(Table A1) in your 2014 Performance Report. • The only students who can be counted in the Returning Participants category in Table A1 are the previous year’s Persisters.

24. Table A2: Practice 3 • Q3. Paul participated in over 30 hours of GED instruction in 2012-13 but dropped out of your HEP program in April 2013. He re-enrolled in September 2013 and has participated in at least 12 hours of instruction by the time you submit your 2013 Performance Report. How would you count Paul in Table A2 of your 2013 APR? • A3. Count Paul as a Persister.

25. Table A2: Practice 4 • Q4. Ricardo dropped out of his GED courses in March 2013 after taking (but not passing) his GED test. He has told you that he plans to re-enroll in your HEP project, but he has not done so by the time you submit your 2013 APR. How would you count Ricardo in Table A2 of your 2013 Performance Report? • A4. Count Ricardo as a Withdrawal.

26. Table A3

27. Questions?

28. Part III. The Interim Performance Report

29. What You’ll Be Reporting, When, and How The Interim Performance Report (required of all first year grantees) is a very abbreviated version of the full Performance Report you’ll be submitting in late 2013. You’ll be reporting Table A1, A2, and A3 data for the period from July 1, 2012 through January 30, 2013. The report due date is January 30, 2013. You will submit the report through the G5 system.

30. Table A2 Will Be Slightly Modified Because of the Shorter Reporting Period

31. The Interim Performance Report Will Also Require A Cover Sheet You will submit two documents when you submit the Interim Performance Report: 1) The 2013 Interim Performance Report form 2) The Cover Sheet form OME will send you the documents for completing the Interim Performance Report (including Instructions) next week. OME hopes to host a webinar in January to give you final instructions and to answer any questions you may have.

32. Questions?

33. Contact Information • For questions regarding completing the 2013 Interim Performance Report, please contact your OME program officer. • For questions regarding G5, contact the G5 Help Desk at 888-336-8930 or edcaps.user@ed.gov.