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The HEP Performance Reporting Process

The HEP Performance Reporting Process. Michelle Meier Office of Migrant Education U.S. Department of Education. Overview of Session. Part I: Overview of the Performance Reporting Process Part II: The Cover Sheet Part III: The Performance Report Itself

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The HEP Performance Reporting Process

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  1. The HEP Performance Reporting Process Michelle Meier Office of Migrant Education U.S. Department of Education

  2. Overview of Session Part I: Overview of the Performance Reporting Process Part II: The Cover Sheet Part III: The Performance Report Itself Part IV: The HEP GPRA 1 Documentation Form

  3. Part I: Overview of the Performance Reporting Process

  4. General APR Information The performance report that is due on November 26* consists of three separate documents: The Cover Sheet (in G5) The Performance Reporting Form (sent to you by email) The HEP GPRA 1 Documentation form (sent to you by email) * If you are part of the 2007 cohort and received a project extension, your report is due within 90 days of the revised project period.

  5. You will complete each of the three forms and submit them all through G5. You will fill out the first form (the Cover Sheet) using G5 and then you will submit the form through G5. You do not need to download this form from G5, fill it out, and then upload it. You must convert the second form (the Performance Report form) into PDF format (using Adobe) before you submit it through G5. No signatures are necessary. You must obtain signatures on the third form (the HEP GPRA 1 Documentation form) and scan the signed document into PDF format (to capture the signatures) before submitting the form through G5.

  6. The Purpose of the Performance Report Is to Help Measure Project Performance, including Performance under 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. Grantees will not calculate and report GRPA results as part of the performance reporting process, but the data you report are critical for OME to calculate GPRA results.

  7. The Performance Report Also Allows OME to Calculate Efficiency Measures for each Project Efficiency Measure 1: The total budget awarded for that period divided by the number of GED attainers for that period. Efficiency Measure 2: The total budget awarded for the period divided by the number of students served in HEP GED instruction for that period.

  8. Part II: The Cover Sheet

  9. The Cover Sheet—Indicating the Type of Performance Report You Are Submitting Check only one box per Program Office instructions. [ ] Annual Performance Report [ ] Final Performance Report 9

  10. The Cover Sheet—Please Consult the Instructions in G5 Carefully Instruction Highlights Item 7: The Reporting Period If you are submitting an APR, this is the budget period stated in Box 6 of your most recent GAN. If you are submitting a Final Performance Report, this is the budget period PLUS the performance period stated in Box 6.

  11. The Cover Sheet—Please Consult the Instructions in G5 Carefully (Cont’d) Item 8: Budget Expenditures “Budget expenditures” means allowable grant obligations incurred during the reporting period, whether or not you have drawn down funds to pay for these obligations. The amount listed in 8b of the Cover Sheet should be the same as the amount listed in cell 12(b) of the budget table under Section E of the Performance Report form.

  12. The Cover Sheet—Completing and Submitting the Cover Sheet • You will find the Cover Sheet form in G5. Please fill out this form in G5 and submit it through G5 as a “Form.” • Your Authorized Representative does not need to sign the Cover Sheet. By submitting the form in G5, you are representing that the form has been approved by your Authorized Representative.

  13. Questions?

  14. Part III: The Performance Report Form

  15. The Performance Report Form: Basics • All grantees use the same Performance Report form. This form is used by grantees submitting: -An Annual Performance Report (APR) on one project year AND -A Final Performance Report, which covers Year 5 and all five project years, cumulative. • OME sent this form to all grantees by email. • Once completed, please convert the form to PDF format (using the Adobe feature) and upload it into G5 as a “Narrative.”

  16. The Performance Report Form: Using the Data Tables • Report data in the column that corresponds with your reporting period (i.e., Year 1, Year 2, etc.) • If you are submitting a Final Performance Report, you will report data in the column for Year 5. You will also provide cumulative counts in the “Final” column.

  17. The Performance Report Form: Using the Data Tables (cont’d) In Year 1of a project funded to serve 100 total students per year, data entry would look like: In Year 2,the APR should take the following format: The Final Performance Report(Year 5) should take the following format:

  18. The Performance Report Form -- Section A: HEP Project Statistics and Reporting for GPRA

  19. Performance Report Form —Table A1 Report Incoming Students Here

  20. Performance Report Form —Table A1: Who Are “New Participants” in 2012? 1. Students you have never served before. 2. Students you served in the previous budget period who did not receive their GED and did NOT enroll in the current reporting period until after your 2011 APR was submitted. 3. Students you served in years prior to the immediately previous budget period (2+ years ago.)

  21. Performance Report Form —Table A1: Who Are “Returning Participants” in 2012? Students you served in the previous budget period who re-enrolled in the current reporting period prior to your submission of the 2011 APR. (These are your 2011 APR’s “Persisters.”)

  22. Performance Report Form —Table A1: Practice 1 Q1. Samson was enrolled in your HEP program during the 09-10 budget period, but he withdrew that same budget period. After 2 years, Samson decided to return to your HEP program. He re-enrolled and you served him during the 11-12 budget period (i.e., the current reporting period). Do you count him as a “new participant” or “returning participant” in Table A1 of your 2012 APR (or Final Performance Report)? A1. Count Samson as a New Participant.

  23. Performance Report Form —Table A1: Practice 2 Q2. Antonio enrolled in HEP during September 2010 during the 10-11 budget period. He withdrew in March 2011 of that same budget period. Antonio then re-enrolled in HEP in February 2012. Would you count him as a “new participant” or “returning participant” in Table A1 of the 2012 APR (or Final Performance Report)? A2. Count Antonio as a New Participant.

  24. Performance Report Form —Table A1: Practice 3 Q3. Carmen was enrolled in your HEP program during the 10-11 budget period, but she withdrew that same budget period. Carmen decided to return to your HEP program the very next budget period and re-enrolled in October 2011. You served her in the 11-12 budget period (the current reporting period). How would you count Carmen in Table A1 of the 2012 APR (or Final Performance Report)? A3. Count Carmen as a Returning Participant.

  25. Questions?

  26. Performance Report Form —Table A2 Report Outgoing Students Here

  27. Performance Report Form —Table A2: The Relationship between “Persisters” and “Withdrawals” • Students you served during the reporting period are either “attainers,” “persisters,” or “withdrawals.” • Students who are notattainers are either “persisters” or “withdrawals.” • If they re-enroll in your project in the subsequent budget period prior to your submission of the 2012 APR, they are “persisters” in the current reporting period (the 2012 APR.) • If they fail to re-enroll prior to your submission of the 2012 APR, they are “withdrawals” in the current reporting period (the 2012 APR.)

  28. Performance Report Form —Table A2:The Relationship between “Persisters” and “Returning Participants” • “Persisters” (Table A2) in one year will alwaysbe equal to “returning participants” (Table A1) in the next year. • The only students that can be counted in the “returning participants” category are the previous year’s “persisters.”

  29. Performance Report Form —Table A2: Practice 4 • Q4. Paul dropped out of his courses in April 2012 during the 11-12 budget period (the current reporting period). He re-enrolled in September 2012 for the 12-13 budget period. How would you count Paul in Table A2 of your 2012 APR (or Final Performance Report)? • A4. Count Paul as a Persister.

  30. Performance Report Form —Table A2: Practice 5 • Q5. Ricardo dropped out of his GED courses in March 2012 of the 11-12 budget period (the current reporting period) without obtaining a GED. He plans to re-enroll in HEP, but he has not done so by the time you submit your 2012 APR. How would you count Ricardo in Table A2 of your 2012 APR (or Final Performance Report)? • A5. Count Ricardo as a Withdrawal.

  31. Performance Report Form —Table A2: Practice 6 • Q6. Maria enrolled in your project in August 2011 for the 11-12 budget period (the current reporting period). By May of 2012, Maria had completed all of the courses that are required by your HEP project and acquired a GED. How do you count Maria in Table A2 of the 2012 APR (or Final Performance Report)? • A6. Count Maria as a GED Attainer.

  32. Questions?

  33. Performance Report Form —Table A3

  34. Performance Report Form—Table A4

  35. Performance Report Form—Table A5

  36. Questions?

  37. The Performance Report Form -- Section B: Student Participation Information

  38. The Performance Report Form —Table B1

  39. The Performance Report Form—Table B1 (cont’d)

  40. The Performance Report Form—Table B1 (cont’d)

  41. The Performance Report Form—Table B1 (cont’d)

  42. The Performance Report Form—Table B2

  43. The Performance Report Form—Table B2 (cont’d)

  44. Questions?

  45. The Performance Report Form -- Section C: Project Services Information

  46. The Performance Report Form—Table C1 C1.Project Model Characteristics during the Reporting Period

  47. The Performance Report Form—Table C2 C2. Project Personnel Characteristics during the Reporting Period

  48. The Performance Report Form—Table C3 C3. Project HEP GED Instructional Services Offered during the Reporting Period

  49. The Performance Report Form—Table C4 C4. Project Student Assessment Information Related to this Reporting Period

  50. The Performance Report Form -- Section D: HEP Project Goals and Objectives

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