2014-15 Mathematics and Science Partnership Grants Post Award Meeting

1. 2014-15 Mathematics and Science Partnership GrantsPost Award Meeting Kimberly Powell, Grants Manager Office of Science and Health Education Kim.Powell@doe.virginia.gov 804-225-3609 Eric M. Rhoades, Director Office of Science and Health Education Eric.Rhoades@doe.virginia.gov 804-786-2481

2. Grant Awards • Congratulations! Notice of Grant Awards were sent to the Principal Investigator (PI) or first-listed co-PI • Award is for approximately 19 months (ends on September 30, 2015) • MSP program is not one of the programs that is currently (as of March 2014) slated to be eliminated. It is expected to receive about the same appropriation as last year.

3. Project Activities • Fall within scope of reviewed and approved grant proposal • Target audience: Teachers and administrators, as written in your grant proposal • Materials and expenses should directly relate to project activities and directly related to budget • Title II, Part B funding – teacher training • Classroom sets of materials MAY NOT be purchased • Meals MAY NOT be purchased • Limited travel (as included in the grant proposal) • Out-of-state travel expenses are not permitted – e.g., national conferences

4. Budget & Reimbursements • Budget revisions to the original budget and budget narrative must be submitted prior to March 27, 2014. • It is important that you align the expenditures with what is in the budget. • All costs are on a reimbursement basis • Made after they are submitted in OMEGA (on paper for those not in OMEGA) and approved • At least 4 approvers at VDOE

5. Budget & Reimbursements • Email budget change requests to Eric and Kim before entering in OMEGA • Kim will post a template on the MSP Web site

6. Budget & Reimbursements Award funds S366B120047 must be encumbered by September 30, 2014 Award funds S366B130047 must be encumbered by September 30, 2015

7. Websites • OMEGA User’s Guide http://www.doe.virginia.gov/school_finance/arra/stabilization/omega_user_guide.pdf • OMEGA Web site http://www.doe.virginia.gov/school_finance/budget/grants_acct_reporting/omega/index.shtml

8. Finance - OMEGA • Online Management of Education Grant Awards • DOE online system for grant reimbursements. • Allows all involved with your grant direct access—you, your finance person, and DOE • Will not let the grant overdraw budgets within object codes. • More control • Shorter turn-around approval time

9. Finance - OMEGA • Step 1: Fill out and Turn in User Permission Form (OP1) forms. http://www.doe.virginia.gov/school_finance/budget/grants_acct_reporting/omega/index.shtml

11. Finance - OMEGA Step 2: The User's Guide (PDF) has step-by-step instructions for creating, submitting, and approving object code transfer requests, reimbursement requests, and application requests.

12. Finance - OMEGA Step 3: Online Tutorial Overview of Key Features High level system overview of OMEGA Presenter: Karen Lux, August 21, 2006, 13 min.

13. Reimbursement Requests • Describe expense with some detail • 1000 and 2000 – Individual(s) name - New • Lunches: “Homemade’s by Suzanne for 32 teacher participants @ $8/meal” • Stipends for participant teachers: “Joe Teacher – teacher stipend” • Indirect costs: “calculated at X% for the month of March” • Only expenses that are in the grant will be accepted • Please DO NOT WAIT to send in reimbursement requests • Please submit first request by July 31, 2014 – We suggest that reimbursements be submitted on a quarterly basis (if not monthly). • Remember to use the S366B120047 fund first. • Paper submissions MUST be signed in blue ink (non-public IHEs only)

14. Reimbursement Requests

15. Reports: VDOE • Reports due to VDOE • Progress Report #1 – September 30, 2014 • Progress Report #2 – September 30, 2015 • Use template that is provided • Add to template for each report • Second report is cumulative • Data gathered for these reports will be useful for USED reports

16. Reports: US Department of Education • Annual reports are due to U.S. Department of Education (USED) • Due dates: • March 2, 2015 (interim report) • November 6, 2015 (final report) • Online Annual Performance Reporting (APR) system http://apr.ed-msp.net/ • PI will receive an e-mail message with information regarding APR account

17. Reports: US Department of Education Important APR Notes • Links to APR resources: APR Form and Definitions Performance Period 2011 (updated July 2012) - http://www.ed-msp.net/public_documents/document/resource/FINAL%20PP11%20APR%20wDefs.pdf APR User's Guide for Performance Period 2012 (Updated March 2013) - http://www.ed-msp.net/images/public_documents/document/resource/Users_Guide/March%202013%20Users%20Guide%20wFAQs.pdf MSP FAQs for Annual Performance Reporting - http://www.ed-msp.net/public_documents/document/resource/MSP%20FAQs.pdf • MSP Project Abstract In the Project Abstract section of the form, you are asked to provide a brief abstract of your project. Please note that the project abstract will be used to describe your project in publications and on the ED-MSP website. Even if your state coordinator has already provided an abstract in another section of the report, the abstract must also be typed or cut and pasted into the space provided so that it can be automatically transferred to the public website. Please note that this is a summary of your project and is limited to 1000 words. You will be able to describe your project more fully in other sections of the APR. Instead of focusing on technical details, provide general information that can orient readers unfamiliar with your work. This includes the partner organizations, regions, participants, and populations affected by your project, as well as the most important elements of your professional development model that would be interesting to others. Include your primary goals and objectives, and any other useful background.

18. Reports: US Department of Education • Professional Development Models In the Professional Development Models section, you will be asked for information about the type of professional development model(s) used in your MSP project. This includes the average number of professional development hours per participant, as well as categorizing whether your professional development included a summer institute of at least two weeks (or 60 hours). When providing the Total Contact Hours, be sure that this is the average course load for a participant in your project. Thus, if some participants missed a few hours of a course, you would still count the full hours of that course. But if 20 courses were offered, and the average participant only took 2 courses, you should list the number of hours for the 2 courses. You will also select types of professional development activities from a list, and provide a short narrative description of your professional development model.

19. Deadlines

20. Other Information Eric M. Rhoades, Director Office of Science and Health Education Eric.Rhoades@doe.virginia.gov 804-786-2481 • Kimberly Powell, Grants Manager • Office of Science and Health Education • Kim.Powell@doe.virginia.gov • 804-225-3609 • Regional Meetings in Winter/Spring • Virginia MSP Project Meeting – Fall 2014 • Questions