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 • Detailed Guidelines • Section by Section • How to avoid delays • 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 • One time only • 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 the 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#, County on the top of each page • Submit the original – retain a copy in your 2011-2012 grant file records

9. Justifications • Start with STARS and Support Grants • Complete checklists and/or applicable sections with as much descriptive/supportive detail as possible • Mandatory In Each Section of the MERA • Rationale • Quality Standards • Outcomes • Spending Plan

10. Rationale • How was the use of this award intentionally planned? • Underlying reasons and choices • Justify broad categories • Equipment and Supplies/Materials • Professional Development • Accreditation Costs • Staff Compensation • Other Expenses

11. Quality Standards • Which quality standards justify the projected use of award funds? • Quality Standards are research-based criterion • Quality Standards are an element of best practices within an early learning or school-age program • Using Quality Standards for decision making will assist in guiding a program toward higher levels of quality & best practices

12. Outcomes • How will outcomes for children or quality of the program be improved as a result of this award? How will this be evaluated? • Result, effect, or consequence that is expected from spending STARS awards • Gives a benchmark for comparing the actual changes/improvements • Measureable outcomes assist in monitoring progress toward better child outcomes, higher levels of quality, and best practices over time

13. Spending Plan • How is the use of this award part of a long-term plan for improving outcomes for the children and quality of the program? • Spending STARS financial awards should be part of a long-term plan that moves the program toward higher levels of quality • Determine if previous expenditures were successful in achieving desired outcomes

14. Sources of Evidence • Base spending decisions on concrete sources of evidence • Designation visits and ERS Assessments • Work Sampling/Ounce • Facility Professional Development Plan • Site Safety Review • Illness and Injury Tracking Review • TA Plans • PA’s CQI Guide to Best Practices

15. Recommendations (guidance on purposeful planning of STARS financial awards) • Buying Time • Hiring of subs/part-time employees • Expanding hours of existing staff • Enables Directors to navigate quality standards/criteria and elicit “buy-in” from staff and Board, observations, staff meetings, conferences, planning sessions • Must add to quality • Not to supplant staff salaries and not to fund in full lead teacher, Assistant Director, or Director

16. Technology & Computer Access • Facilities should have a functioning computer, high speed internet access, and printing capabilities • Additional computers for teacher use with networking capability • STAR 3 and above use web-based applications for enter data • Child Care Management Software • Email address required for all providers

17. 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

18. Learning Program • Use award funds to strengthen and enhance the facility's learning program • Purchase curriculum guides, reference books, observation & assessment tools • Use to share children’s learning with parents • Support Diversity and Cultural Sensitivity • Support Inclusive Practices for children with disabilities, social-emotional needs, or challenging behaviors • Align with PA Learning Standards and utilize books available through NAEYC

19. Durability and Cost Comparison • Consider quality and durability when selecting items • Greater longevity is recommended over purchasing larger quantities that need frequent replacement • Compare process among early childhood vendors • Obtain multiple quotes for items exceeding $3000.00

20. Creating Communities of Support • Consider pooling resources & collaborating • Examples • Substitute pool • Bidding/sharing custodial/lawn/maintenance services • Bulk purchasing • Purchase expensive items that can be shared • Rent facilities together

21. Health and Safety • Use STARS financial awards to support and implement best practices in health & safety • Purchase health consultation • Visit Health Care PA website for suggestions • Playground audits • Enhanced security and access systems

22. Application Document • Sections • Section 1 – Merit Award • I. Equipment & Supplies/Materials • II. Professional Development • III. Accreditation Costs • IV. Staff Bonuses, Salaries, & Compensation • V. Other Expenses • Section 2 – Education & Retention Award

23. Equipment & Supplies/Materials • Site supports • Classroom Furnishings • Learning Materials • Gross Motor Equipment • Minor Renovations • Certification, business practices, computers • 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 • Total – transfer to the Award Request Summary page

24. Professional Development • Funding is available through PA Keys PD Refund Vouchers • Access STARS financial awards to support PD to meet Career Lattice Performance Standard after exhausting other resources • Use to attend early learning or school-age conferences • Arrange for a PQAS instructor to provide PD on site

25. 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

26. Professional Development • Non Credit Classes: Anticipated number of classes, period of attendance, and the cost. • Only ECE content/SACC content courses to be funded by Merit awards. • Travel costs to Professional Development activities (note: “Other” is for hotels/meals) • Substitutes for staff attending PD – ( $8 max.) • Technical Assistance criteria $50/$2500/PQAS If not PQAS need to have approval • Total – transfer to the Award Request Summary page

27. Bonuses, Salaries, Compensation • First and last name of employee • Title • Current Salary = Most current W-2 • Bonus needs to match your Personnel Policy – attach to application • Additional Salary Requested for increased schedule to cover breaks and planning (no supplanting) • Must be processed through payroll

28. Staff Compensation • Used to increase staffing hours to cover breaks, planning time, classroom observation, child assessments, family conferences, and other staffing needs • Supplement staff benefits, promote employee retention, fill in gaps not supported by ERA • Encourage the correct behaviors • Use a well-developed Personnel Policy • No supplanting and must add to quality • Cannot fund in full Lead Teacher, AD, or Director salaries

29. Compensation • List the benefit • health insurance, vacation, sick time, holidays, personal, family leave, annual incremental raises, tuition reimbursement, child care, retirement, etc. • Number of staff • Cost per staff • Total amount requested • Total bonuses, salary, and compensation - transfer to Award Request Summary page

30. Other Expenses • Anything else that does not fit into other categories • shipping and handling costs • “employer” portion of taxes paid on ERAs and bonuses • Office materials • Total – transfer to Award Request Summary page

31. Education and Retention • First and last name of employee • Position Title • Date of hire – 12 consecutive months prior to date of ERA request • Are they teaching in the classroom • What is the salary • Director less than $45,000 • Staff less than $35,000 • Verified against the most current W-2 (ignore example of hourly rate)

32. ERA • Current Education Level • Major as it is on their diploma • Related field + 30 ECE credits • Note the SAC, HS, Pre K or EI • HS, Pre K and EI may need to prorate. • Amount - check the table for each award • Check prior ERAs. • Must be processed through payroll • Total – transfer to Award Request Summary page

33. Directors Time On-Site (for ERA) • At least 30 hours a week as defined by OCDEL Certification.     • SAC Sites • Operating 30 hours or less needs to have the Director/Group Supervisor on site 20% of the time • Operating 31- 45 hours needs to have the director on site 35% of the time • Operating 46 or more hours needs to have the director on site 30 hours or more. 

34. Accreditation • STARS financial awards support CQI of programs working toward accreditation • Awards may fund accreditation costs for: • National Association for the Education of Young Children • National After School Association • National Association for Family Child Care

35. Accreditation • Note the activities and materials to address Accreditation Programs. • Costs associated with accreditation, including cost of the application • Total – transfer to the Award Request Summary page

36. Award Request Summary Page • Total from each section • Total of Merit • Total of each section in the ERA • Total all sections in ERA • Total MERIT and ERA • Bonuses and compensation if completed need to check the box and need a Personnel Policy • ERA award if completed need to have description of the process • Sign the Attestation

37. 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

38. 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

39. 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

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