Grant Management Requirements

1. Grant Management & Requirements Nellie Reyes Candace Ferguson James Connolly

2. 2 Welcome! We are delighted to welcome our 27 returning Cycle 5 Grantees! 27 Grantees throughout the state consist of: 20 ISD’s 6 Non-Profits/ CBO’s 1 Charter School

3. 3 Need for Revival Come back together Discuss issues Hear from TEA We want to hear from YOU! Several Factors Impacting Cycle 5 grantees Initial Delay Program Start Date Hurricane Ike New Quality Assurance Contract Provider

4. 4 Need for Revival, cont. New Vision/ Elements Change in vision of the program Stronger focus on Academics Linked objectives of program to improvements in the following: Academics Attendance Behavior Promotion Rates Graduation Rates

5. 5 Need for Revival, cont. New Vision = New Requirements Afterschool Task Force 5 Year Strategic Plan Full-time Project Director & Site Coordinator 4-Component Activity Guide Center Service Delivery Plan

6. 6 Recap of Fall Term The Good News: Constant contact and communication Willingness to learn Asking for permission/ not forgiveness!

7. 7 Recap of Fall Term, cont. Minor Issues Program Activities Not enough Too many Not aligned with 4-Component Activity Guide UIL Activities Must align with Campus Needs Assessment

8. 8 Recap of Fall Term, cont. Major Issues Non-compliance Lack of Family Activities Insufficient Program Hours Late Program Start Date Data Issues Need more Project Director involvement in review of data prior to submitting approvals

9. 9 Clarification of Expectations Program Requirements Program Hours/ Days/ Weeks Cannot decrease the # Can offer more but not less Must offer what was stated in the grant application Must offer 15 hours of programming per week

10. 10 Clarification of Expectations, cont. Examples of Flexibility Program Hours per day may change to better accommodate the needs of your sites (DST) Must get approval first and it cannot change the scope of services Program Days, if missed, can and must be made up Can be done over the full year Cannot substitute hours for days

11. 11 Examples of Flexibility, cont. Summer Programs Many things come up during the summer such as construction, remodeling, school closures Must make alternative site arrangements- summer program is required and cannot be waived Be creative- - use adjunct sites! Depending on scope, amendment may/ may not be required

12. 12 Clarification of Expectations, cont. Students Minimum expectation is 100 unduplicated, students What are your student attendance issues?

13. 13 Clarification of Expectations, cont. Adult/ Family Activities Specific purpose of Federal law: Offer families of students served by CCLC’s opportunities for literacy and related educational development. Ongoing and sustained participation is required in order to gain knowledge/ skill Ongoing = GED classes, resume development, parenting classes, ESL, Computer Literacy, etc.

14. 14 Adult/ Family Activities, cont. One-time events Do not conform to the learning of a new skill They are important and should be provided to draw parents/ family members into the program One-time events = Family night, movie night, open house, etc.

15. 15 Clarification of Expectations, cont. Activities Center Service Delivery Plan (CSDP) Not required to submit an amendment to change activities Note any changes in need/ activity on CSDP Academic Focus- specifically target students in need of improvement (tutorials, homework assistance, academic enrichment)

16. 16 Activities, cont. Enrichment These types of activities expand student learning in ways that are different from regular school day Interactive, innovative and project focused Enhance learning by brining in new concepts, or Use old concepts in new ways Allow students to apply skills and knowledge both during the school day and in “real-life”

17. 17 Clarification of Expectations, cont. Grant Application Expectations Competitive review process Scope cannot change Consequences of non-compliance: Make up days/ weeks missed Loss of Funding Non-renewal of grant during continuation process Not eligible for funding in future cycles

18. 18 Monitoring of Grantees USDE Requirement USDE tells us that we do not have to fund programs that are not working or have issues of non-compliance TEA Monitoring Data Analysis TAC’s/ Program Implementation Assurance monitors Internal Monitoring- ongoing & internal monitoring is a grantee responsibility What are your policies & procedures?

19. 19 Guidance & Assistance Who to contact & when? 1st- Do your Research RFA is your first point of reference Cycle 5 requirements are specific to Cycle 5! Grant Application (continuation)/ Amendment & budget Governing Directives OMB Circulars, EDGAR, USDE Non-Regulatory Guidance Follow your chain of command Site Coordinators > Project Directors > TAC’s TAC’s > TEA

20. 20 Guidance & Assistance, cont. Managing Expectations- Return Responses Many inquiries require further research, clarification, guidance from TEA and/ or USDE “Immediate” responses not always possible TEA responses come through various avenues: Direct grantee contact TAC’s E-mail/ Alerts through Track 21 www.texas21afterschool.org website

21. 21 Guidance & Assistance, cont. Recap of Services Provided by Edvance Training & Technical Assistance Needs Assessments Program Implementation Assurance Monitoring Program Outreach Communication Network You provide insight, feedback, experience into many aspects of 21st CCLC Several openings next year Encourage your participation through application process 4 meetings per year/ held throughout the state

22. 22 Budget/ Fiscal Requirements

23. 23 Reasonable and Necessary Funds requested must be only for those items that are reasonable and necessary for accomplishing the objectives of the program and for implementing activities as described in the application. Reasonable costs are consistent with prudent business practice and comparable to current market value. Necessary costs are essential to accomplish the objectives of the project. All items requested must be allowable expenditures under the authorizing program statutes, regulations, and rules. All goods must be received and all services must be provided or delivered in time to substantially benefit the current grant period and in no case after the ending date of the grant. In most instances, goods or services delivered near the end of the grant period are viewed by TEA as not necessary to accomplish the objectives of the current grant program and TEA may disallow the expenditures.

24. 24 Allowable costs Salaries for 21st CCLC Project Director and Site Coordinators Extra-duty pay for staff working beyond their normal contracted hours to provide enrichment activities/services to the 21st CCLC program Independent evaluation Supplies and materials required for the 21st CCLC program Computer hardware and software required for the 21st CCLC program Nutritional snacks to encourage student and parent involvement in the 21st CCLC program Travel to required 21st CCLC training conferences and workshops Transporting students home following 21st CCLC activities Educational field trips (Page 82, Appendix 3, Part 3: Schedule Instructions of the 21st CCLC, Cycle 5, Year 1 RFA)

25. 25 Unallowable costs Non-educational Field Trips Grantees may not charge participants a fee Payment to any student who has not completed high school Payments of stipends to students or family members to participate Infrastructure or installation of infrastructure needed for computer access Purchase furniture External evaluator costs that exceed five percent of the grant The construction of new buildings or the renovation/remodeling of existing structures Fundraising activities of any kind Payment to students for receiving tutoring or mentoring services

26. 26 Unallowable costs Cont. Lease/purchase agreements (i.e., debt service) Purchase portable buildings Purchase vehicles Private lessons or one on one instruction either academic or enrichment; Cell phones: Justification must be provided. Must be in accordance with organization policies. Grant funds may not be used to fund competition activity events as an extension of any 21st CCLC program activity. Gifts or anything that can be perceived as a gift Funds to invest in the stock market or savings or bank accounts PDA’s or blackberries

27. 27 Federal Cost Principles The following documents identify federal cost principles related to allowable costs. Refer to the appropriate document for additional details. State & Local Governments (includes school districts) – Title 2, Part 225, Appendix B (OMB A-87) Non-profits – Title 2, Part 230, Appendix B (OMB A-122) IHEs – Title 2, Part 220 (OMB A-21)

28. 28 Fundraising Grantees cannot charge any costs associated with an organized fundraising activity (including financial campaigns, endowment drives, solicitation of gifts and bequests and similar expensed incurred solely to raise capital or obtain contributions) to the 21st CCLC program. Grant funds can not be used towards any fundraising supplies and materials. Grant funds cannot be used to pay for the staff time spent on organizing a fundraising event. Time spent on organizing or carrying out a fundraising event cannot count towards the number of program hours.

29. 29 Program Income The following documents describe grant administrative requirements and include information on program income. Refer to the appropriate document for additional detail. State & Local Governments (includes school districts) EDGAR 80.25 Non-profits and IHEs – EDGAR 74.24 Program income is separate from fundraising. EDGAR 80.25 (b) defines program income as: Gross income received by grantee directly generated by a grant supported activities, or earned only as a result of the grant agreement during the grant period.

30. 30 Program Income Cont. EDGAR 80.25(a) provides examples of program income. One such example is from the sale of commodities or items fabricated under a grant agreement. For example, if during the Campus Needs Assessment the need for a cooking class was identified and students learned how to bake cakes, the cakes could be sold to generate program income. The money received must be properly accounted for in the grantee’s accounting system as 21st CCLC program income. However, a grantee could only justify teaching students how to bake a cake once. Baking cakes on a regular basis could appear and be considered an organized fundraising activity. Program income must be used for the purpose and under the conditions of the 21st CCLC grant program.

31. 31 Program Income Cont. Grantees must inform TEA of the intent to generate program income, or that program income was generated. The grantee may request that these funds be used to provide supplemental services for the 21st CCLC program. (See EDGAR 80.25 (g) (2) for additional information). If a grantee does not inform TEA of program income earned, TEA would be obliged to decrease the grant award by the amount of program income earned. (See EDGAR 80.25 (g) for additional information).

32. 32 Donations Grantees may not solicit donations using grant funds, e.g. neither the staff time nor any supplies and materials used to solicit donations can be charged to the grant. Grantees should place donations received in a separate bank account than that used for grant funds, and ensure that the donation is spent in accordance with the request of the benefactor. Grantees may use donated items such as MP3 players, gift cards etc as incentives for students to participate in 21st CCLC activities only if this was the intent of the persons/organization that donated these items.

33. 33 Community Service Activities Example: Can Food Drives or Collecting coats for the homeless – These would be allowable activities if no monies were collected and the need for these types of activities were identified in the Campus Needs Assessment and are in line with grant goals and objectives. The time spent on the activity could count towards the number of program hours and staff time for supervising students could be paid for with grant funds.

34. 34 Amendment Process Use saved electronic version of the approved grant application or download a blank set of forms from - http://burleson.tea.state.tx.us/GrantOpportunities/forms/GrantProgramSearch.aspx In the Select Search Options box, click on the drop down arrow to the right of Applications Name. Select the appropriate application name, e.g. 2009-2010 Texas 21st Century Community Learning Centers Cycle 5, Year 2 Grant Application Select Part 4: Application from the documents in the Application and Support Information box.

35. 35 Amendment Process Cont. Complete Schedule #1 (which must be signed by the Superintendent/CEO/authorized official), Schedule #3 (Parts 1 -4), Schedule #5 and any other budget or program schedules that are being amended. Please see pages 17-20, Part 3: Schedule Instructions for additional information on amendments, including descriptions when they are required versus when they are not required. Mail (address in bottom left corner of schedule #1) or Fax (512-463-9811) the amendment to the Document Control Center (DCC) at TEA. Identify the fax/mailed amendment to the attention of “DCC” and indicate that it is a “21st CCLC grant amendment”.

36. 36 Amendments: Changes that may be approved (list is not exhaustive) Increase or decrease in the amount budgeted for a particular line item. Depending on the size of the budget amendment a justification may be required. Increase or decrease in the number of a particular line item purchased (justification may be required). New budget item added. However, if new technology/equipment items are added at the end of the grant period then these may not be approved. If in doubt please contact James Connolly.

37. 37 Amendments: Changes that will not be approved (list is not exhaustive) Grantees cannot reduce the number of Project Director or Site Coordinators. Reductions in the scope of the 21st CCLC program will not be approved, e.g. Reduction in the number of students/adults served or the number of program hours are not allowed even if the grantee will still meet or exceed the minimum program requirement. Number of weeks Number of days. This is potentially allowable if the grantee is moving from a 5 to 4 day per week schedule. However, a justification will be required. Grade Levels served.

38. 38 Cycle 5 Year 2 Continuation Application Process

39. 39 Application Process: Dates RFA posted on Tuesday, April 7, 2009 Three (3) complete copies of the application (with required attachments) submitted to TEA by Tuesday, May 12, 2009. Late submission may result in late issuance of NOGA.

40. 40 Application Process, cont. Program Review to determine if all Statutory & TEA Requirements have been satisfactorily addressed. Grant Specialist will conduct negotiations based on Program Review Notes & Fiscal Guidelines Grant Specialist passes the application to the Grant Manager for final compliance check/approval. NOGA sent to Authorized Official who signed Schedule #1.

41. 41 Expectations For years 2-5: grantees must maintain the scope and level of program services to students and adults as outlined in the approved year 1 grant. If you are unable to comply with this requirement you will not be issued a continuation grant.

42. 42 Application Process, cont. All sections must be filled out completely Responses must be clear and concise All questions must be addressed Do not simply restate the question in your response Tell us HOW Ensure internal monitoring process in place to measure/ monitor what you proposed

43. 43 Application Process, cont. Part 3: Schedule Instructions- how to complete Part 4 Appendix 3: Program Operation Requirement Contains helpful information Center Service Delivery Plan, and Forms

44. 44 Changes in Part 4/ SAS Format Schedule 1: General Information Provide contact information for all Site Coordinators Schedule 4A: Part 1, Chart 7- Enter hours of the day program will be offered (ex: 3-6 PM) Part 2- Objectives & Strategies Enter only for Year 2

45. 45 Changes in Part 4, cont. Schedule 4B: Part 1- FERPA- new requirements: Policies for encrypting media devices Student data on home computers not allowed! Part 2- Activities Enter new activities for Year 2 only Based on campus needs assessment/ CSDP

46. 46 Changes in Part 4, cont. Schedule 4C: Performance Measures Reduced to 17! PM having to do with 80% attendance deleted Must still target high attendance rates TEA monitor student data and attendance more closely Grantees must have internal mechanisms in place to target, measure and monitor attendance

47. 47 Program Requirements Strategic Plan Afterschool Task Force Attachments Required: 5-Year Strategic Plan & Year 2 Annual Operation Plan Task force Membership Roster Written Agreements Center Budget Summary Form Center Service Delivery Plan Updated annually with campus needs assessment Remains on campus

48. 48 Changes Not Allowed Number of weeks – Must be greater than or equal to the number of weeks stated in the original year 1 application that was submitted, e.g. prior to the extension of the start date to 10/6/08. Number of days (minus holidays) – The number of days that program services are offered each term should be very similar to the sum of column I minus column K from Schedule #4A, Chart 3 in the approved year 1 application. Possible allowable justifications for discrepancies.

49. 49 Changes Not Allowed Cont. Number of Unduplicated Students to be served – Must be 100 students, or the highest number of students per term stated in the year 1 application. For example, if a grantee entered the following information in the approved year 1 application: 50 in the Fall Term, 40 in the Spring Term, and 10 in the Summer Term. 100 unduplicated students must be served in year 2. 100 students entered for each term. 100 unduplicated students must be served in year 2. 150 students per term. 150 unduplicated students must be served in year 2.

50. 50 Changes Not Allowed Cont. Number of adults to be served – Must be grater than or equal to the number of adults included in the year 1 application. Number of program hours - Must be 15 hours (16 in the summer term) or the number listed in the approved year 1 application, whichever is greater. For example: If a grantee stated that program services would be offered for 20 hours per week in the approved year 1 application then program services must be offered 20 hours per week in year 2. Matching Requirement - The amount of match must be the same as, or greater, than the amount listed in your approved year 1 grant application. Match cannot be derived from Federal or State sources, e.g. must be local sources or donations.

51. 51 Budget Expectations Matching Requirement - The amount of match must be the same as, or greater, than the amount listed in your approved year 1 grant application. Match cannot be derived from Federal or State sources, e.g. must be local sources or donations. Required Payroll Positions – Grantees must budget for the Project Director and Site Coordinator positions (although these may be budgeted in Schedule #5B (6100) or #5C (6200). Travel – Grantees must budget for the require in-state trainings (including the State Conference) and the National Conference (venue TBD) Evaluation – Costs associated with both Internal and External Independent Evaluations will be considered administrative costs, and therefore subject to the 5% cap on administrative costs.

52. 52 Questions?!?!?! Golden Rule: Ask for permission, and not for forgiveness! Please contact the appropriate staff member based upon your query: Program – Candace Ferguson (512-463-5619) Data Collection/Program Reporting – Liza Lorenzi (512-463-9762) Fiscal/Budget/ Amendments – James Connolly (512-463-7835) ER System (including Interim/Final Expenditure Reports) – Merle Hollub (512-463-9269) When contacting TEA please indicate the following: Your name Name of the organization you represent Cycle & Grant Year (and indicate that you are calling about 21st CCLC if contacting James Connolly or Merle Hollub) NOGA ID#