Grant Management

1
Grant Management Requirements

• Nellie Reyes
• Candace Ferguson
• James Connolly

2
Welcome!

• We are delighted to welcome our 27 returning
  Cycle 5 Grantees!
• 27 Grantees throughout the state consist of
• 20 ISDs
• 6 Non-Profits/ CBOs
• 1 Charter School

3
Need for Revival

• Come back together
• Discuss issues
• Hear from TEA
• We want to hear from YOU!
• Several Factors Impacting Cycle 5 grantees
• Initial Delay
• Program Start Date
• Hurricane Ike
• New Quality Assurance Contract Provider

4
Need for Revival, cont.

• New Vision/ Elements
• Change in vision of the program
• Stronger focus on Academics
• Linked objectives of program to improvements in
  the following
• Academics
• Attendance
• Behavior
• Promotion Rates
• Graduation Rates

5
Need for Revival, cont.

• New Vision New Requirements
• Afterschool Task Force
• 5 Year Strategic Plan
• Full-time Project Director Site Coordinator
• 4-Component Activity Guide
• Center Service Delivery Plan

6
Recap of Fall Term

• The Good News
• Constant contact and communication
• Willingness to learn
• Asking for permission/ not forgiveness!

7
Recap of Fall Term, cont.

• Minor Issues
• Program Activities
• Not enough
• Too many
• Not aligned with 4-Component Activity Guide
• UIL Activities
• Must align with Campus Needs Assessment

8
Recap of Fall Term, cont.

• Major Issues
• Non-compliance
• Lack of Family Activities
• Insufficient Program Hours
• Late Program Start Date
• Data Issues
• Need more Project Director involvement in review
  of data prior to submitting approvals

9
Clarification of Expectations

• Program Requirements
• Program Hours/ Days/ Weeks
• Cannot decrease the
• Can offer more but not less
• Must offer what was stated in the grant
  application
• Must offer 15 hours of programming per week

10
Clarification of Expectations, cont.

• Examples of Flexibility
• Program Hours per day may change to better
  accommodate the needs of your sites (DST)
• Must get approval first and it cannot change the
  scope of services
• Program Days, if missed, can and must be made up
• Can be done over the full year
• Cannot substitute hours for days

11
Examples of Flexibility, cont.

• Summer Programs
• Many things come up during the summer such as
  construction, remodeling, school closures
• Must make alternative site arrangements- summer
  program is required and cannot be waived
• Be creative- - use adjunct sites!
• Depending on scope, amendment may/ may not be
  required

12
Clarification of Expectations, cont.

• Students
• Minimum expectation is 100 unduplicated, students
  
• What are your student attendance issues?

13
Clarification of Expectations, cont.

• Adult/ Family Activities
• Specific purpose of Federal law
• Offer families of students served by CCLCs
  opportunities for literacy and related
  educational development.
• Ongoing and sustained participation is required
  in order to gain knowledge/ skill
• Ongoing GED classes, resume development,
  parenting classes, ESL, Computer Literacy, etc.

14
Adult/ Family Activities, cont.

• One-time events
• Do not conform to the learning of a new skill
• They are important and should be provided to draw
  parents/ family members into the program
• One-time events Family night, movie night, open
  house, etc.

15
Clarification of Expectations, cont.

• Activities
• Center Service Delivery Plan (CSDP)
• Not required to submit an amendment to change
  activities
• Note any changes in need/ activity on CSDP
• Academic Focus- specifically target students in
  need of improvement (tutorials, homework
  assistance, academic enrichment)

16
Activities, cont.

• Enrichment
• These types of activities expand student learning
  in ways that are different from regular school
  day
• Interactive, innovative and project focused
• Enhance learning by brining in new concepts, or
• Use old concepts in new ways
• Allow students to apply skills and knowledge both
  during the school day and in real-life

17
Clarification of Expectations, cont.

• Grant Application Expectations
• Competitive review process
• Scope cannot change
• Consequences of non-compliance
• Make up days/ weeks missed
• Loss of Funding
• Non-renewal of grant during continuation process
• Not eligible for funding in future cycles

18
Monitoring of Grantees

• USDE Requirement
• USDE tells us that we do not have to fund
  programs that are not working or have issues of
  non-compliance
• TEA Monitoring
• Data Analysis
• TACs/ Program Implementation Assurance monitors
• Internal Monitoring- ongoing internal
  monitoring is a grantee responsibility
• What are your policies procedures?

19
Guidance Assistance

• Who to contact when?
• 1st- Do your Research
• RFA is your first point of reference
• Cycle 5 requirements are specific to Cycle 5!
• Grant Application (continuation)/ Amendment
  budget
• Governing Directives
• OMB Circulars, EDGAR, USDE Non-Regulatory
  Guidance
• Follow your chain of command
• Site Coordinators gt Project Directors gt TACs
• TACs gt TEA

20
Guidance Assistance, cont.

• Managing Expectations- Return Responses
• Many inquiries require further research,
  clarification, guidance from TEA and/ or USDE
• Immediate responses not always possible
• TEA responses come through various avenues
• Direct grantee contact
• TACs
• E-mail/ Alerts through Track 21
• www.texas21afterschool.org website

21
Guidance Assistance, cont.

• Recap of Services Provided by Edvance
• Training Technical Assistance
• Needs Assessments
• Program Implementation Assurance Monitoring
• Program Outreach
• Communication Network
• You provide insight, feedback, experience into
  many aspects of 21st CCLC
• Several openings next year
• Encourage your participation through application
  process
• 4 meetings per year/ held throughout the state

22
Budget/ Fiscal Requirements
23
Reasonable and Necessary

• Funds requested must be only for those items that
  are reasonable and necessary for accomplishing
  the objectives of the program and for
  implementing activities as described in the
  application.
• Reasonable costs are consistent with prudent
  business practice and comparable to current
  market value.
• Necessary costs are essential to accomplish the
  objectives of the project. All items requested
  must be allowable expenditures under the
  authorizing program statutes, regulations, and
  rules. All goods must be received and all
  services must be provided or delivered in time to
  substantially benefit the current grant period
  and in no case after the ending date of the
  grant. In most instances, goods or services
  delivered near the end of the grant period are
  viewed by TEA as not necessary to accomplish the
  objectives of the current grant program and TEA
  may disallow the expenditures.

24
Allowable costs

• Salaries for 21st CCLC Project Director and Site
  Coordinators
• Extra-duty pay for staff working beyond their
  normal contracted hours to provide enrichment
  activities/services to the 21st CCLC program
• Independent evaluation
• Supplies and materials required for the 21st CCLC
  program
• Computer hardware and software required for the
  21st CCLC program
• Nutritional snacks to encourage student and
  parent involvement in the 21st CCLC program
• Travel to required 21st CCLC training conferences
  and workshops
• Transporting students home following 21st CCLC
  activities
• Educational field trips (Page 82, Appendix 3,
  Part 3 Schedule Instructions of the 21st CCLC,
  Cycle 5, Year 1 RFA)

25
Unallowable costs

• Non-educational Field Trips
• Grantees may not charge participants a fee
• Payment to any student who has not completed high
  school
• Payments of stipends to students or family
  members to participate
• Infrastructure or installation of infrastructure
  needed for computer access
• Purchase furniture
• External evaluator costs that exceed five percent
  of the grant
• The construction of new buildings or the
  renovation/remodeling of existing structures
• Fundraising activities of any kind
• Payment to students for receiving tutoring or
  mentoring services

26
Unallowable costs Cont.

• Lease/purchase agreements (i.e., debt service)
• Purchase portable buildings
• Purchase vehicles
• Private lessons or one on one instruction either
  academic or enrichment
• Cell phones Justification must be provided. Must
  be in accordance with organization policies.
• Grant funds may not be used to fund competition
  activity events as an extension of any 21st CCLC
  program activity.
• Gifts or anything that can be perceived as a gift
  
• Funds to invest in the stock market or savings or
  bank accounts
• PDAs or blackberries

27
Federal Cost Principles

• The following documents identify federal cost
  principles related to allowable costs. Refer to
  the appropriate document for additional details.
• State Local Governments (includes school
  districts) Title 2, Part 225, Appendix B (OMB
  A-87)
• Non-profits Title 2, Part 230, Appendix B (OMB
  A-122)
• IHEs Title 2, Part 220 (OMB A-21)

28
Fundraising

• Grantees cannot charge any costs associated with
  an organized fundraising activity (including
  financial campaigns, endowment drives,
  solicitation of gifts and bequests and similar
  expensed incurred solely to raise capital or
  obtain contributions) to the 21st CCLC program.
• Grant funds can not be used towards any
  fundraising supplies and materials.
• Grant funds cannot be used to pay for the staff
  time spent on organizing a fundraising event.
• Time spent on organizing or carrying out a
  fundraising event cannot count towards the number
  of program hours.

29
Program Income

• The following documents describe grant
  administrative requirements and include
  information on program income. Refer to the
  appropriate document for additional detail.
• State Local Governments (includes school
  districts) EDGAR 80.25
• Non-profits and IHEs EDGAR 74.24
• Program income is separate from fundraising.
• EDGAR 80.25 (b) defines program income as Gross
  income received by grantee directly generated by
  a grant supported activities, or earned only as a
  result of the grant agreement during the grant
  period.

30
Program Income Cont.

• EDGAR 80.25(a) provides examples of program
  income. One such example is from the sale of
  commodities or items fabricated under a grant
  agreement.
• For example, if during the Campus Needs
  Assessment the need for a cooking class was
  identified and students learned how to bake
  cakes, the cakes could be sold to generate
  program income. The money received must be
  properly accounted for in the grantees
  accounting system as 21st CCLC program income.
• However, a grantee could only justify teaching
  students how to bake a cake once. Baking cakes
  on a regular basis could appear and be considered
  an organized fundraising activity.
• Program income must be used for the purpose and
  under the conditions of the 21st CCLC grant
  program.

31
Program Income Cont.

• Grantees must inform TEA of the intent to
  generate program income, or that program income
  was generated. The grantee may request that
  these funds be used to provide supplemental
  services for the 21st CCLC program. (See EDGAR
  80.25 (g) (2) for additional information).
• If a grantee does not inform TEA of program
  income earned, TEA would be obliged to decrease
  the grant award by the amount of program income
  earned. (See EDGAR 80.25 (g) for additional
  information).

32
Donations

• Grantees may not solicit donations using grant
  funds, e.g. neither the staff time nor any
  supplies and materials used to solicit donations
  can be charged to the grant.
• Grantees should place donations received in a
  separate bank account than that used for grant
  funds, and ensure that the donation is spent in
  accordance with the request of the benefactor.
• Grantees may use donated items such as MP3
  players, gift cards etc as incentives for
  students to participate in 21st CCLC activities
  only if this was the intent of the
  persons/organization that donated these items.

33
Community Service Activities

• Example Can Food Drives or Collecting coats for
  the homeless These would be allowable
  activities if no monies were collected and the
  need for these types of activities were
  identified in the Campus Needs Assessment and are
  in line with grant goals and objectives. The
  time spent on the activity could count towards
  the number of program hours and staff time for
  supervising students could be paid for with grant
  funds.

34
Amendment Process

• Use saved electronic version of the approved
  grant application or download a blank set of
  forms from - http//burleson.tea.state.tx.us/Grant
  Opportunities/forms/GrantProgramSearch.aspx
• In the Select Search Options box, click on the
  drop down arrow to the right of Applications
  Name.
• Select the appropriate application name, e.g.
• 2009-2010 Texas 21st Century Community Learning
  Centers Cycle 5, Year 2 Grant Application
• Select Part 4 Application from the documents in
  the Application and Support Information box.

35
Amendment Process Cont.

• Complete Schedule 1 (which must be signed by the
  Superintendent/CEO/authorized official), Schedule
  3 (Parts 1 -4), Schedule 5 and any other budget
  or program schedules that are being amended.
• Please see pages 17-20, Part 3 Schedule
  Instructions for additional information on
  amendments, including descriptions when they are
  required versus when they are not required.
• Mail (address in bottom left corner of schedule
  1) or Fax [phone]) the amendment to the
  Document Control Center (DCC) at TEA. Identify
  the fax/mailed amendment to the attention of
  DCC and indicate that it is a 21st CCLC grant
  amendment.

36
Amendments Changes that may be approved (list is
not exhaustive)

• Increase or decrease in the amount budgeted for a
  particular line item. Depending on the size of
  the budget amendment a justification may be
  required.
• Increase or decrease in the number of a
  particular line item purchased (justification may
  be required).
• New budget item added. However, if new
  technology/equipment items are added at the end
  of the grant period then these may not be
  approved.
• If in doubt please contact James Connolly.

37
Amendments Changes that will not be approved
(list is not exhaustive)

• Grantees cannot reduce the number of Project
  Director or Site Coordinators.
• Reductions in the scope of the 21st CCLC program
  will not be approved, e.g.
• Reduction in the number of students/adults served
  or the number of program hours are not allowed
  even if the grantee will still meet or exceed the
  minimum program requirement.
• Number of weeks
• Number of days. This is potentially allowable if
  the grantee is moving from a 5 to 4 day per week
  schedule. However, a justification will be
  required.
• Grade Levels served.

38

• Cycle 5 Year 2 Continuation Application Process

39
Application Process Dates

• RFA posted on Tuesday, April 7, 2009
• Three (3) complete copies of the application
  (with required attachments) submitted to TEA by
  Tuesday, May 12, 2009. Late submission may
  result in late issuance of NOGA.

40
Application Process, cont.

• Program Review to determine if all Statutory
  TEA Requirements have been satisfactorily
  addressed.
• Grant Specialist will conduct negotiations based
  on Program Review Notes Fiscal Guidelines
• Grant Specialist passes the application to the
  Grant Manager for final compliance
  check/approval.
• NOGA sent to Authorized Official who signed
  Schedule 1.

41
Expectations

• For years 2-5 grantees must maintain the scope
  and level of program services to students and
  adults as outlined in the approved year 1 grant.
• If you are unable to comply with this requirement
  you will not be issued a continuation grant.

42
Application Process, cont.

• All sections must be filled out completely
• Responses must be clear and concise
• All questions must be addressed
• Do not simply restate the question in your
  response
• Tell us HOW
• Ensure internal monitoring process in place to
  measure/ monitor what you proposed

43
Application Process, cont.

• Part 3 Schedule Instructions- how to complete
  Part 4
• Appendix 3 Program Operation Requirement
• Contains helpful information
• Center Service Delivery Plan, and
• Forms

44
Changes in Part 4/ SAS Format

• Schedule 1 General Information
• Provide contact information for all Site
  Coordinators
• Schedule 4A
• Part 1, Chart 7- Enter hours of the day program
  will be offered (ex 3-6 PM)
• Part 2- Objectives Strategies
• Enter only for Year 2

45
Changes in Part 4, cont.

• Schedule 4B
• Part 1- FERPA- new requirements
• Policies for encrypting media devices
• Student data on home computers not allowed!
• Part 2- Activities
• Enter new activities for Year 2 only
• Based on campus needs assessment/ CSDP

46
Changes in Part 4, cont.

• Schedule 4C Performance Measures
• Reduced to 17!
• PM having to do with 80 attendance deleted
• Must still target high attendance rates
• TEA monitor student data and attendance more
  closely
• Grantees must have internal mechanisms in place
  to target, measure and monitor attendance

47
Program Requirements

• Strategic Plan
• Afterschool Task Force
• Attachments Required
• 5-Year Strategic Plan Year 2 Annual Operation
  Plan
• Task force Membership Roster
• Written Agreements
• Center Budget Summary Form
• Center Service Delivery Plan
• Updated annually with campus needs assessment
• Remains on campus

48
Changes Not Allowed

• Number of weeks Must be greater than or equal
  to the number of weeks stated in the original
  year 1 application that was submitted, e.g. prior
  to the extension of the start date to 10/6/08.
• Number of days (minus holidays) The number of
  days that program services are offered each term
  should be very similar to the sum of column I
  minus column K from Schedule 4A, Chart 3 in the
  approved year 1 application. Possible allowable
  justifications for discrepancies.

49
Changes Not Allowed Cont.

• Number of Unduplicated Students to be served
  Must be 100 students, or the highest number of
  students per term stated in the year 1
  application. For example, if a grantee entered
  the following information in the approved year 1
  application
• 50 in the Fall Term, 40 in the Spring Term, and
  10 in the Summer Term. 100 unduplicated students
  must be served in year 2.
• 100 students entered for each term. 100
  unduplicated students must be served in year 2.
• 150 students per term. 150 unduplicated students
  must be served in year 2.

50
Changes Not Allowed Cont.

• Number of adults to be served Must be grater
  than or equal to the number of adults included in
  the year 1 application.
• Number of program hours - Must be 15 hours (16 in
  the summer term) or the number listed in the
  approved year 1 application, whichever is
  greater. For example
• If a grantee stated that program services would
  be offered for 20 hours per week in the approved
  year 1 application then program services must be
  offered 20 hours per week in year 2.
• Matching Requirement - The amount of match must
  be the same as, or greater, than the amount
  listed in your approved year 1 grant application.
  Match cannot be derived from Federal or State
  sources, e.g. must be local sources or donations.

51
Budget Expectations

• Matching Requirement - The amount of match must
  be the same as, or greater, than the amount
  listed in your approved year 1 grant application.
  Match cannot be derived from Federal or State
  sources, e.g. must be local sources or donations.
• Required Payroll Positions Grantees must budget
  for the Project Director and Site Coordinator
  positions (although these may be budgeted in
  Schedule 5B (6100) or 5C (6200).
• Travel Grantees must budget for the require
  in-state trainings (including the State
  Conference) and the National Conference (venue
  TBD)
• Evaluation Costs associated with both Internal
  and External Independent Evaluations will be
  considered administrative costs, and therefore
  subject to the 5 cap on administrative costs.

52
Questions?!?!?!

• Golden Rule Ask for permission, and not for
  forgiveness!
• Please contact the appropriate staff member based
  upon your query
• Program Candace Ferguson (512-463-5619)
• Data Collection/Program Reporting Liza Lorenzi
  (512-463-9762)
• Fiscal/Budget/ Amendments James Connolly
  (512-463-7835)
• ER System (including Interim/Final Expenditure
  Reports) Merle Hollub (512-463-9269)
• When contacting TEA please indicate the
  following
• Your name
• Name of the organization you represent
• Cycle Grant Year (and indicate that you are
  calling about 21st CCLC if contacting James
  Connolly or Merle Hollub)
• NOGA ID