The HBGI Program Recipients Network

1. The HBGI Program Recipients Network National Association of HBCU Title III Administrators, Inc. Annual Conference June 21-24, 2010 Orlando, FL

2. Historically Black Graduate Institutions Program • The purpose of the Title III-B HBGI Program is to fund postgraduate institutions making substantial contributions to the legal, medical, dental, veterinary, or other graduate education opportunities in mathematics, engineering, or the physical or natural sciences for Black Americans.

3. FY 2010 Appropriation and Distribution of Awards • FY 2010 Appropriation - $61,425,000 • First 18 grantees received same amount in 2010 as they received in 2009. • The remaining balance was divided equally among the six “newer” grantees

4. FY 2010 Grantees • In addition to the original 18 grantees the HEOA authorized an additional six grantees in 2009. They are: • Alabama State University • Prairie View A&M University • Delaware State University • Langston University • Bowie State University • University of the District of Columbia

5. 5 Elements of HBGI Formula NOTE: Because the FY 2009 and 2010 appropriations were both less than $62 million, we were not required to use the formula for calculating award amounts. • Formula Element A: The ability of the institution to match Federal funds with non-Federal funds (20%) • Formula Element B: The number of students enrolled in the programs for which the eligible institution received HBGI funding in the previous year (20%) • Formula Element C: The average cost of education per student, for all full time graduate or professional students (20%)

6. HBGI Formula (cont) • Formula Element D: The number of students in the previous year who received their first professional or doctoral degree (20%) • Formula Element E: The contribution, on a percent basis, of the programs eligible to receive HBGI funds to the total number of African Americans receiving graduate or professional degrees (20%)

7. Phase II Deadline Was: June 1, 2010 Has the Department received your Submission?

8. Next STEPS: Communicating with ED Program Officers • Post Award Discussions – Sept 2010 • Expanded Authority • Pre-Award Costs • Time Extensions • Budget Transfers • Carry Over • Requests for Changes to Approved Activities • Reporting Requirements – APR

9. SPECIFICALLY…. • Pre-Award Costs: Incurred more than 90 days BEFORE approved budget period begins REQUIRES prior approval! • Time Extensions: Final year and haven’t spent all of your money? You may have up to one-year, no-cost extension (without prior approval). Be sure to contact your ED Program Officer 10 days before end of project period and providing details of reason for extension and proposed new end date. NOTE: Time extensions are NOT just for unexpended funds

10. TIME EXTENTIONS ARE NOT…. • Just for spending unexpended funds; • To incur additional costs to the Government; • To change the scope or objective of your approved project.

11. SPECIFICALLY…. • Budget Transfers: No prior approval required for most. • Exceptions: Funds approved for training and contracting out. • Carry Over: Years 1 through 4 happens automatically. Funds carried over are to be used for approved activities only. If need for change, must be approved by ED program officer. Reference: EDGAR and OMB Cost Principles for additional exceptions. When in doubt, check your ED Program Officer out.

12. Legislative Allowable Activities(LAAs) Include but are not limited to: • Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes; • Construction, maintenance, renovation, and improvement in classroom, library, laboratory, and other instructional facilities, including purchase or rental of telecommunications technology equipment or services; • Purchase of library books, periodicals, technical and other scientific journals, microfilm, microfiche, and other educational materials, including telecommunications program materials;

13. Additional LAAs • Scholarships, fellowships, and other financial assistance for needy graduate and professional students to permit the enrollment of the students in and completion of the doctoral degree in medicine, dentistry, pharmacy, veterinary medicine, law, and the doctorate degree in the physical or natural sciences, engineering, mathematics, or other scientific disciplines in which African Americans are underrepresented; • Establishing or improving a development office to strengthen and increase contributions from alumni and the private sector;

14. Additional LAAs • Assisting in the establishment or maintenance of an institutional endowment to facilitate financial independence pursuant to Section 331; • Funds and administrative management, and the acquisition of equipment, including software, for use in strengthening funds management and management information systems; • Acquisition of real property that is adjacent to the campus in connection with the construction, renovation, or addition to or improvement of campus facilities;

15. Additional LAAs • Education or financial information designed to improve the financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs under Title IV; • Services necessary for the implementation of projects or activities that are described in the grant application and that are improved, in advance, by the Secretary, except that not more than two percent of the grant amount may be used for this purpose;

16. Additional LAAs • Tutoring, counseling, and student services programs designed to improve academic success; and • Other activities proposed in the application submitted under subsection (d) that – • (A) contribute to carrying out the purposes of this part; and • (B) are approved by the Secretary as part of the review and acceptance of such application.

17. Q & A Q: What documentation do the Title III Offices require and/or receive from student participants in the programs, especially those receiving scholarships and fellowships? A: The Department does not collect any documentation from students participating in these programs. As the administrator of these Federal grants, however, the grantee’s records should be accurate and up to date.

18. Q & A Q: Are matching funds still required for amounts received over one million dollars? If yes, are there any restrictions on the type of funds that can be used for a match? A: Yes, 50 percent. A grantee may NOT use Federal dollars as a match. You MAY use in-kind to meet the required match. Matching in-kind meaning an allowable cost.

19. Q & A Q: Can the HBGI funds be used for Master Degree programs? A: Yes. Q: Are there limitations in dispersing the carryover funds? A: Yes. Carryover of funds for years 1 through 4 happens automatically. Funds carried over are to be used for approved activities only. If there is a need for a change, it must be approved by ED program officer in advance.

20. Q & A Q: Are there limitations in funding student travel with HBGI? A: Yes. Student travel is only for those students who are employed by the grantee. There are situations when one of the approved activities includes a program (that requires travel) for students and those are addressed on an individual basis.

21. Q & A Q: If the state cuts an HBCU’s budget, can the HBGI funds be used to offset this cut without supplanting? A: No. Q: Academic instruction is not one of the LAA’s for the HBG. Is it possible to use HBGI funds for personnel. A: Yes.