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What you should know about your Department of Education Grant

An Introductory Webinar for 129 Long-Term Training-Rehabilitation Counseling (B,C,E,F,H,J,P,Q,R W) December 14, 2010. What you should know about your Department of Education Grant. U.S. Department of Education Office of Special Education and Rehabilitative Services. Presenters.

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What you should know about your Department of Education Grant

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  1. An Introductory Webinar for 129 Long-Term Training-Rehabilitation Counseling (B,C,E,F,H,J,P,Q,R W) December 14, 2010 What you should know about your Department of Education Grant U.S. Department of Education Office of Special Education and Rehabilitative Services

  2. Presenters Kwaku Appiah, Project Officer Kristen Rhinehart, Project Officer Training and Service Programs Division U.S. Department of Education Office of Special Education and Rehabilitative Services

  3. Agenda • Welcome and Introductions • Overview of Critical Elements and Priority 1 • Grant Requirements • RSA Expectations • Grantee Responsibilities • Overview of Payback • Technical Assistance Resources • Questions

  4. Polling Question 1 • Who do we have with us on the line today? (Please select your respective Grant Program Type) A= 129 B B= 129 C C=129 E D= 129 F E=129 H The next Polling Question will cover the remaining Program Types

  5. Polling Question 1 con’t • Who do we have with us on the line today? (Please select your respective Grant Program Type) A= 129 J B= 129 P C= 129 Q D= 129 R E= 129 W

  6. Polling Question 2 • We are interested in your prior grants management experience: A= This is my first Federal Grant ever! B= This is my first Department of Education Grant C= I have received prior Grant Awards through the Department of Education’s Rehabilitation Services Administration

  7. Polling Question 3 • We are interested learning about your experience as a Project Director: A= This is my first time serving as a Project Director for a Federal grant. B= This is my first time serving as a Project Director for a Department of Education Grant but I have served as a Project Director for other Federal grants. C= I have served as a Project Director in prior grant awards through the Department of Education’s Rehabilitation Services Administration.

  8. RSA Introductions/Remarks Thomas Finch, Ph.D • Director, Training and Service Programs Division • U.S. Department of Education • Office of Special Education and Rehabilitative Services • Tom.Finch@ed.gov • 202.245.7343 • RoseAnn Ashby Chief, Training Programs Unit • U.S. Department of Education • Office of Special Education and Rehabilitative Services • Roseann.Ashby@ed.gov • 202.245.7258

  9. Project Officers for the 129 Grants • Kwaku Appiah • Kwaku.Appiah@ed.gov • 202.245.6910 • Diandrea “Dee” Bailey • diandrea.bailey@ed.gov • 202.245.6244 • Karen Holliday • Karen.Holliday@ed.gov • 202.245.7318 • Kristen Rhinehart • Kristen.Rhinehart@ed.gov • 202.245.6103

  10. Grant Requirements • Cost sharing of at least 10 percent of the total cost of the project. • Minimum of 75% of project funds must be used for scholarships and stipends to students. • All 129 grants must meet Absolute Priority 1 • Rehabilitation Long-Term Training programs designed to provide academic training in areas of personnel shortages 34 CFR 75.105 (c) (3) • Grantees funded under129B must also meet Priority 2 • Grantees funded under129W must also meet Priority 3. Please refer to the Notice Inviting Applications (NIA) published on April 23, 2010 in the Federal Register (75 FR 21273) for other requirements

  11. Grant Performance Measures • Track current and former RSA scholars and maintain accurate information from enrollment to successfully meeting payback requirements • This information is reported electronically to RSA on an annual basis through the RSA Management Information System (MIS). • Must also provide details of relationship with State VR Agencies. More detail is included in the NIA under Section VI Award Information, Part 4 Performance Measures

  12. RSA Expectations RSA expects . . . • Grantees by now have carefully read the attachments and enclosures that came with your Grant Award Notification (GAN); • The work detailed in the approved application will be performed; • The drawing down of funds will occur only when needed to make payments for obligations made under the grant; and • To be notified as soon as possible about any changes in key personnel. Note: G5 hotline for questions/issues related to drawdown: Toll Free:1-888-336-8930 TTY: 1-866-697-2696 Local: 202-401-6238 Hours of Operation: 8:00 AM to 6:00 PM, Monday - Friday, EST

  13. RSA Expectations con’t RSA also expects . . . • All printed marketing materials, used for recruitment purposes for example, shall contain the required disclaimer found at EDGAR 34 CFR 75.620 that states: • The contents of this (insert type of publication; such as book, report, film) were developed under a grant from the Department of Education. However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal government. • The PR/Award Number to be referenced on all correspondence (example: H029A101234-10C)

  14. RSA Expectations con’t About Carry Over • RSA expects that grantees will expend their funds each year in accordance with their statement of work and budget. About No-Cost Extensions (NCEs) • NCEs are not a vehicle to spend down grant funds and all requests may not be granted. • Requests must be submitted to your respective Project Officer at least 45 days before the end of the project period and will be reviewed on a case by case basis. • Contact your respective Project Officer for more information about submitting an NCE request. You may also consult EDGAR 34 CFR 75.261 & 74.25.

  15. RSA Expectations con’t About Changes to your Proposal • RSA expects grantees to uphold the intent of the Notice Inviting Applications issued on April 23, 2010 as well as the information supplied in their approved Proposal. • Changes to your approved Proposal are not encouraged. • If you think your proposal requires changes, please consult with your Project Officer prior to submitting your request.

  16. RSA Expectations con’t RSA expects . . . • Grantees will respond to communication sent from the Project Officer. • Project Directors will share communication from RSA to individuals involved in the project, as appropriate. • Grantees will actively participate in conference calls, Webinars, and other events designed to provide technical assistance during the period of performance.

  17. Grantee Responsibilities • Annual Performance & Financial Report • First Report is due April 29, 2011 (more information will be available shortly) • Final Performance Report • All recipients, in accordance with EDGAR 34 CFR 75.590, are required to submit a final performance report (ED 524B) 90 days after the grant end date. • The program staff will review the final performance report to ensure that the grantee has achieved the grant’s objectives, and must sign the report to certify that the report was read and is acceptable as submitted. • Grant Performance Report Cover Sheet is required for both the Annual Report and Final Report • Once signed grantees are required to submit the ED 524B via fax or email to their respective Project Officer.

  18. Grantees are required by Federal regulation to report data to RSA on all students (known as RSA scholars) who receive financial assistance. • This includes reporting on every scholar’s academic and employment progress until every scholar completes his/her payback obligation (See Section 302 of Title III of the Act, and program regulations at 34 CFR 386.33-35 and 40-43). 18

  19. Grantees are required to do the following: • Ongoing (during and after the grant period of performance) • Grantees should anticipate submitting Payback report forms for a number of years beyond which the project is supported with Federal funds.  Training institutions must report ALL scholars to whom scholarships have been provided. • Annually • Complete and submit the RSA Training Payback Reporting Form each year by November 30 until all scholars have fulfilled their work obligations. • Contact each former scholar once a year, with a follow-up mailing if he/she does not respond, until he/she has fulfilled their payback obligation.  • Update all contact information for each scholar (phone, address, and e-mail).

  20. Payback reports must be completed and submitted using the RSA Management Information System (MIS). • Due Date: November 30, 2011 • Do not wait until the last minute to submit your report. No extensions will be granted. • Grantees can access this system at http://rsa.ed.gov

  21. Before Submitting your Report • Grantees must obtain a user identification and password from RSA in order to enter the MIS. • Instructions are provided on the site under the “Help” button if you cannot locate this information • An MIS User Guide can be obtained at: http://rsa.ed.gov/display.cfm?pageid=291 • Check to make sure that allfields in the Report are populated.

  22. Tips for Managing Payback • Set up a database or method for tracking scholars and verifying communication with each scholar (i.e. dates, times, and method of communication such as phone, email, or fax) • Consider obtaining a second point of contact for the scholar in the event that the scholar relocates and does not provide notification. • Ensure the scholar is fully aware of the implications related to non-communication with the Project Director, delinquency on paperwork, or non-compliance in meeting the Payback requirements.

  23. Tips for Managing Payback con’t TIP:Before you make contact with RSA, determine the nature of your question so that we can best assist you. • MIS related questions that are technical in nature may be submitted on the site by accessing the “Help” tab. Examples may include: • Issues with adding students to the Payback Report • Pin/password issues • Program related questions must go directly to your respective Project Officer. Examples include: • Scholar waivers • Questions related to qualifying employment • Questions related to identifying what year to report scholars

  24. Technical Assistance Resources • Notice Inviting Applications (NIA): http://edocket.access.gpo.gov/2010/pdf/2010-9508.pdf • OMB Circulars and link to the 2010 edition of Grantmaking at ED: http://www2.ed.gov/fund/grant/about/grantmaking/grantmaking.pdf • EDGAR: http://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html • Payback Archived Webinar (October 28, 2010: http://ncrtm.org/mod/resource/view.php?id=2267 • Payback Manual October, 2008 and Agreement and Exit Forms: http://ncrtm.org/mod/resource/view.php?id=2308

  25. Technical Assistance Resources con’tSummary of Student Feedback • Incorporate more hands-on experiences for undergraduate and graduate students. • Increase learning opportunities that provide students with exposure to a variety of languages and cultures. • Lack of regular course offerings. Some courses are only offered once a year or every 2 years depending on funding and student need/demand. • Students also expressed a strong appreciation for the ability to attend conferences, such as NCRE to continue to build their skills.

  26. Questions and Answers

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