KEYSTONE STARS FINANCIAL AWARDS PROGRAM

1. Just a few reminders …… KEYSTONE STARS FINANCIAL AWARDS PROGRAM

2. Agenda • General Guidelines • Types of Awards • Enrollment Calculation Tool • Tips • Application Document • Site Supports • Professional Development Supports • ERS • Good to Know • Timeline • Receipts • Continuing Support

3. Please Remember • Grants have their foundation in, and are regulated by, State and Federal regulations and statutes • Will this grant meet the Audit Test - Federal -State - Independent - 60 Minutes or the NEWS • The Key is here to help ensure that we collectively meet the audit test • Grant funds are contingent upon availability of State funds and are not “entitlements”

4. Types of Awards • Start with STARS • Available 1 time only • Remain a SWS for a maximum of 1 year • Support • STAR 1 only • One in a fiscal year and only 2 maximum • Merit/ERA (MERA) • STAR 2 or higher • STAR 2 Merit once a year for up to 3 years – extended for 2 years with CQI • STAR 2 ERA beyond 5 years

5. When does the Grant Process Really Start? • It begins no later than at the Pre Designation Visit • Obtain an application from your STARS Manager at the end of your meeting • Submit the application within 10 days of your designation date • Understand the Enrollment Calculation Tool

6. Why Do We Use The ECT • Helps us all to know the number of children impacted by STARS! This is very important…..very impactful! • Assists providers in making budget projections, creating staff schedules, and maintaining enrollment. • For providers eligible for STARS Financial Awards, this tool is used to determine the size of the provider’s Award.

7. What Period Do We Use • Timeframes for calculating FTE align with the Early Learning Network (ELN) data points • Contact your STARS Manager for help with completing the forms • The application cannot be processed without 2 ECTs

8. Application Tips • Legible – printed in black ink or typed • Additional pages are acceptable with titles and page/paragraph references • Name of Provider, MPI Number, County on the top of each page • Submit the original – retain a copy in your 2011-2012 grant file records • Sign the Attestation

9. Tips • May only be used for child care related expenditures • Meet and maintain STAR 1 performance standards • Support grant once per fiscal year • May only receive a support grant 2 times • Cannot use funds to supplant other funding • Used for two categories – Site Supports and/or Professional Development

10. Application Document • Site Supports • Assist with site changes, equipment purchases, materials, supplies • Target achieving STARS performance standards, improving health & safety, increasing quality as indicated on the ERS • Follow the application guidelines for determining age groups • List the item requested, cost per item, quantity, & total – transfer the total to page 9

11. Environmental Rating Scale (ERS) • Use ERS on-line scales to guide selection of appropriate materials • Obtain the recommended items before purchasing supplementary materials • Learning vendor websites can help to develop appropriate & rich learning environments for children

12. Application Document - continued • Professional Development Supports • Access DPW funded PD, voucher program, or STARS TA before utilizing grant funds • Identify PD, coursework, or personnel costs; number of staff, and amount • Out of state conferences allowed (see next slide) • Transfer totals to page 9

13. Out of State Travel for Conferences • OCDEL has not imposed any travel restrictions on providers attending out of state conferences for 2011-2012 • Must follow GSA guidelines for: • Travel Rates: • http://www.gsa.gov/portal/content/100715 • Establishing Maximum Flight Costs: • http://www.transtats.bts.gov/Distance.asp?pn=0 • Per Diem Rates (Note:  Incidental fees are not allowable by the Commonwealth even though the GSA has them listed): • http://www.gsa.gov/portal/category/100120

14. Price Quotes • Multiple quotes for items $3000 or more • Identical merchandise/purchases/services • State provider will any pay difference between quote and amount requested • Check for ASTM approval • Consider longevity of the item

15. PD and Technology • Consider technology and internet needs • All facilities should have a functional computer with internet access & printing capabilities • Child care management software • A location email is required for all providers

16. Grant Processing Time • Maximum 60 days between date of grant receipt and check issued, HOWEVER • Completeness of application affects the 60 days • Designation date may affect start date • Continual contact will be made with the site • no lapses across a 2 week timeframe • Contact your STARS Manager

17. Spending Timeline • All expenditures must be completed within 90 days of the check date or by June, 30, 2012 – whichever comes first • Agreement will specify Expense Report due date • Extensions are only given for items that cannot be purchased within the 90 day timeframe (i.e. some PD events or insurance premiums) – not guaranteed • Extensions are not given to extend the time for purchasing standard items or to complete the expense report

18. Receipts • Receipts required for all expenditures excluding payroll, benefits, & ERAs • Copies of receipts – not originals • Providers will summarize all purchases/expenses on the Receipts Summary Form • Instructions will be provided with the grant agreement • Additional training and access to tutorials will be provided

19. Continuing Support • Webinars • PA Key • NE Key 610-437-6000 • STARS Manager • Specialists – aligned by county • Kathy • Sue • Cristin • Assistant Director Grants – Rick Parker