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Record Keeping and Reporting

Record Keeping and Reporting. 2019 Title VI National Training and Technical Assistance Conference Minneapolis, MN. Regions in the USA. 2. 2017- 2020 Title VI Grantees. 26A 25C. 3A 2C. 5A 5C. 7A 7C. 8A 7C. 2A 2C. 7A 7C. 9A 6C. 7A 6C. 3A 3C. 4A 4C. 11A 11C. 2A. 11A

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Record Keeping and Reporting

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  1. Record Keeping and Reporting 2019 Title VI National Training and Technical Assistance Conference Minneapolis, MN

  2. Regions in the USA 2

  3. 2017- 2020 Title VI Grantees 26A 25C 3A 2C 5A 5C 7A 7C 8A 7C 2A 2C 7A 7C 9A 6C 7A 6C 3A 3C 4A 4C 11A 11C 2A 11A 11C 1A 1C 2A 1A 1C 4A 3C 1A 1C 3A 3C 2A 1C 33A 25C 1A 1C 17A 15C 33A 32C 16A 13C 1A 1C 1A 1C 1A 1C 2A 1C 1A 1B 1C Part A: 269 Part B: 1 Part C: 237 44A 40C 3

  4. Map of USA https://AGID.acl.gov 4

  5. 2017-2020 Title VI Grantees by Regions 5

  6. Tribal Eligibility Requirements For a Grant • Part A – Native American Program • Federally recognized tribe; and • Represent at least 50 individuals who are 60 years of age or older; and • Demonstrate the ability to deliver supportive services, including nutritional services. • Part B – Native Hawaiian Program • A public or non-profit private organization with the capacity to provide services for Native Hawaiians; and • Represent at least 50 individuals who are 60 years of age or older; and • Demonstrate the ability to deliver supportive services, including nutritional services. • Part C – Native American Caregiver Support Program • Have an approved Part A or Part B application. 6

  7. Required Services • Parts A and B • Nutrition services; and • Supportive Services (Information and Assistance). • Part C • Information to caregivers about available services; • Assistance to caregivers in gaining access to the services; • Individual counseling, organization of support groups, and caregiver training to assist the caregivers in the areas of health, nutrition, and financial literacy, and in making decisions and solving problems relating to their caregiving roles; • Respite care to enable caregivers of a frail elders to be temporarily relieved from their caregiving responsibilities; and • Supplemental services, on a limited basis, for caregivers of frail elders to complement the care provided by caregivers. 7

  8. How Awards are Determined? • Title VI Part A and Part C awards are based on numbers of eligible elders in your service areas. • NSIP awards are based on: • Federal appropriations, and • Numbers of total meal counts submitted by states and tribal grantees, and • Numbers of meal counts from tribe’s previous year’s Program Performance Report. 8

  9. Title VI Awards: 2017-2019 9

  10. Part A Funding Bands 10

  11. Part C Funding Bands 11

  12. Notice of Award 2018 and Before 17:Fiscal year 01: Award number XX:State T6NS:Title VI Nutrition Services T6CG: Title VI Caregiver NSIT: Nutrition Services Incentive Program for Tribe 1701XXT6NS 1-xxxxxxxxx-A1 12

  13. Notice of Award 2018 and Before 17:Fiscal year 01: Award number XX:State T6NS:Title VI Nutrition Services T6CG: Title VI Caregiver NSIT: Nutrition Services Incentive Program for Tribe 1701XXT6NS 1-xxxxxxxxx-A1 13

  14. Notice of Award 2019 and Beyond 17:Fiscal year 01: Award number XX:Your state T6NS:Title VI Nutrition Services T6CG: Title VI Caregiver NSIT: Nutrition Services Incentive Program for Tribe 04: Sequence of awards 1701XXT6NS-04 $220,600 14

  15. Terms & Conditions 15

  16. ProgramsAoA Title VI parts A, B, C and NSIP Tribal grants https://acl.gov/grants/acl-mandatory-grants-programmatic-and-fiscal-contacts

  17. Terms and Conditions: 2019 NSIP Notice of Award 17

  18. Report Data Units and Definitions

  19. Record Keeping • Need to keep financial records • Keep track of what you spend; keep copies of all invoices • Keep track of services • Congregate, home-delivered, Supportive Services, Caregiver Services • Keep track of personnel costs • Largest portion of our budget is personnel • Don’t have people working if they don’t WORK! 19

  20. Record Keeping Sample from Title VI Resource Manual 20

  21. Daily Service Log Sample from Title VI Resource Manual 21

  22. Part A and Part B

  23. Report Data Units and Definitions An Eligible Person is: • An Indian elder • A spouse of an Indian elder • Individuals providing volunteer services for the Title VI program • Non-elderly Person with disabilities who resides at home with and accompanies an elder to the meal, or who resides in housing facilities occupied primarily by the elder 23

  24. Report Data Units and Definitions (Continued) 24

  25. Report Data Units and Definitions (Continued) 25

  26. Report Data Units and Definitions (Continued) 26

  27. Report Data Units and Definitions (Continued) 27

  28. Report Data Units and Definitions (Continued) 28

  29. Report Data Units and Definitions (Continued) 29

  30. Part C

  31. Report Data Units and Definitions Caregiver: • An adult family member or another individual, who is an “informal” provider of in-home and community care to an older individual. “Informal” means that the care is not provided as part of a public or private formal service program for which the caregiver receives payment. Grandparent or other older relative caregiver of a child – A grandparent, step grandparent or other relative of a child by blood or marriage, who is 55 years of age or older and: • lives with the child; • is the primary caregiver of the child because the biological or adoptive parents are unable or unwilling to serve as the primary caregiver of the child; and • may either have a legal relationship to the child, as such legal custody or guardianship, or is raising the child informally. 31

  32. Report Data Units and Definitions (Continued) 32

  33. Report Data Units and Definitions (Continued) 33

  34. Report Data Units and Definitions (Continued) 34

  35. Report Data Units and Definitions (Continued) 35

  36. Programs Performance Reports (PPRs)

  37. Reporting TimelineProgram Performance Reports Part A/B and Part C • Due annually • Budget period: April 1 – March 31 • Due date: June 30 June 30 37

  38. Report Submission • Grantees are encouraged to complete and submit reports online. If you need help to access the online system, contact Cecelia Aldridge (202-795-7293 or cecelia.aldridge@acl.hhs.gov). • Contact Cecelia Aldridge if you forget your ID or password. • If you cannot complete reports online, you can send scanned hard copies as email attachment to Cecelia Aldridge.

  39. Request for Access to Online Reporting System Email Cecelia Aldridge (cecelia.aldridge@acl.hhs.gov) and regional staff to: • Remove current online profile(s); and/or • Request new online access with following information: User Name: (your name) Title:  Address:  City:  State: ZIP:  Phone:  Fax: EIN:  (listed on Notice of Award) Grant Number: (listed on Notice of Award) PPR or SF425: (Preferred) ID: (ACL will assign one if not provided) (Preferred) Password: (ACL will assign one if not provided) 39

  40. Webpage Title VI Reports https://apps.acl.gov/aoa-tvi/title_vi/Login/Login_Tribe.asp 40

  41. When you first log in… Name of your tribe Click on the “+” sign to see your reports 41

  42. Setting up profile You will see only PPR or SF425 reports depending on setup of your profile. Name of your tribe Grant numbers S: reports are submitted Grant numbers 42

  43. Part A: PPR

  44. Reports Filled out by ACL 44

  45. Print PPR Generated by ACL 2017 This field will be auto-filled after lines a and b are completed 45

  46. Nutrition Services UNDUPLICATED: each person gets counted only one time each year in each category regardless how many services they receive during the year 1 meal 1 meal 1 hour 1 hour 46

  47. Meal Questions √ Can I count meals provided to following people? √ √ √ X X √ X X 47

  48. Supportive Services UNDUPLICATED: each person gets counted only one time each year in each category regardless how many services they receive during the year 1 contact 1 event 1 hour 1 one-way trip 1 Hour 1 hour 1 hour 1 hour 1 contact 1 contact 1 contact 48

  49. How to fill out form 1 contact (services performed by Long Term Care Ombudsman certified by state) 1 hour (per person for group activity) Assessment: 1 contact Escort service: 1 contact Public information: 1 hour of preparation Interpreting/translating: 1 contact Enter remarks here 49

  50. Part C: PPR

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