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Final Preparation for the FY 2011 Payback Report

Final Preparation for the FY 2011 Payback Report

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Final Preparation for the FY 2011 Payback Report

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  1. Final Preparation for the FY 2011 Payback Report US Department of Education Office of Special Education & Rehabilitative Services November 9, 2011

  2. Polling Question #1 • Please tell us who you are: • I am a Project Director responsible for a submitting the Payback Report for a current grant • I am a former Project Director responsible for submitting the Payback Report for an inactive grant • I am a staff person responsible for submitting the Payback Report • Other (please specify in the chat feature)

  3. Today’s Presenters • Kwaku Appiah RSA Project Officer • RoseAnn Ashby, Chief Training Programs Unit • Karen Holliday RSA Project Officer • Kristen Rhinehart-Fernandez RSA Project Officer

  4. Payback Webinar Series • All Webinars in the series are recorded and archived. The intended audience is all Project Directors (current and former) and staff responsible for submitting Payback Reports. • Webinar #1: • • Webinar #2: •

  5. Polling Question #2 • Did you have an opportunity to access the first Webinar recording that focused on how to submit your Payback Report(s) to the RSA MIS? • A) Yes • B) No

  6. Polling Question #3 • Did you have an opportunity to access the second Webinar recording that focused on Payback policies, procedures, and regulations? • A) Yes • B) No

  7. Polling Question #4 Do any Long-Term Training grantees use a computer program or a formal method to track and record graduate employment? If “yes”, please respond in the chat box and tell us what you have developed and are using.

  8. Agenda • Recap of Payback Expectations • RSA MIS related questions • Clarification • Qualifying Employment • MORE Q&A • Summary of scholar feedback from NCRE conference • Handout: Payback Tip Sheet for RSA Scholars

  9. Overview of Payback Reports • Payback Reports must be completed and submitted to the RSA Management Information System (MIS). • Due Date: Wednesday, November 30, 2011 (early submission is strongly encouraged). • Payback Reporting period is October 1, 2010-September 30, 2011. • Grantees can access this system at

  10. Payback Requirements, con’t • When in the MIS, please take note of all Long-Term Training grants awarded to your university so that reporting from your university will be complete. • If the MIS is missing one of your PR/Award numbers, please alert your RSA Project Officer ASAP so that it can be added. • Grantees are required to submit a Payback Report for each active and inactive grant until all scholars fulfill the payback obligation through qualifying employment or repayment. • If your university can demonstrate that all scholars have fulfilled their payback obligation under a specific grant, alert your RSA Project Officer so that the grant can be removed from the MIS.

  11. RSA MIS • On Panel Five, which is the screen stating “employment status,” what is the entry for employment status for an RSA scholar who is within the two-year grace period but not employed?

  12. RSA MIS, con’t • What is the "validate" button on the Payback Reports and how can we utilize it?

  13. RSA MIS, con’t If scholars enter the program on a different date, that is, they take six semester hours from us before receiving a scholarship from us, what is considered the "start" date on Panel two of the Payback Report?

  14. RSA MIS, con’t • Please submit your MIS questions via the CHAT

  15. Qualifying Employment • State-Federal programs of vocational rehabilitation (VR), supported employment, and independent living are the programs intended to benefit from the payback provision. • The employment obligation may also be met by obtaining and maintaining employment in the field in which the scholar was trained, in a non-profit or related agency providing services under an agreement with the State VR agency.  • The employer of the scholar should be able to provide information regarding whether the program, agency, or facility provides services to clients of the State VR agency, or whether it has a cooperative working agreement regarding the referral or provision of services to VR clients.

  16. Qualifying Employment, con’t • Based on 34 CFR 386.4 (b), a for-profit organization may qualify as a professional corporation or professional practice group provided it meets the acceptable definition in the Federal regulations (i.e., provides services to State VR agency clients). • The employment obligation may also be met by obtaining and maintaining employment in the field in which the scholar was trained in a non-profit (i.e. substance abuse agency, state mental health agency, or other related agency). Please note: A non-profit organization does not require a relationship with a State VR agency.

  17. Project Director Responsibility re: Qualifying Employment • Review information supplied by the scholar against the Payback Regulations to make a determination about qualifying employment and document that the State VR has an agreement with the RSA scholars’ employer, if the scholar is working in a “related agency.” • Verify qualifying employment for all scholars on an annual basis. 

  18. Scholar responsibility re: Qualifying Employment • Communicate employment options with the Project Director to determine that the scholar is in fact pursuing qualifying employment.  • Submit to the Project Director information regarding whether the place of employment has a cooperative working agreement regarding the referral or provision of services to VR clients in order for the Project Director to verify employment.

  19. Exception Requests •  Could you give us examples of statements from doctors that are adequate and inadequate for the disability exception documentation so that we can do a better job of screening before this information is submitted to our RSA Project Officer? • See Payback Regulation:34 CFR 386.41 (a)

  20. Payback Policies, Procedures, and Regulations • Please submit your questions related to Payback policies, procedures, and regulations via the CHAT

  21. Scholar Feedback • Assistance from the Project Director with identifying qualifying employment opportunities and internships. • Increase communication between the Project Director and scholars during the program and after • Reduce late tuition and stipend reimbursements.

  22. Need More Help? The RSA MIS opened on October 1 and will remain open through November 30. If you need additional assistance with your report please contact the your RSA Project Officer prior to the November 30 closing date. For technical issues please review the help menu at contact your RSA Project Officer for assistance PRIOR to submitting an email through the Help Desk. Grantees also should contact the RSA Project Officer for any questions in regards to Payback policy, annual reports, or grants management issues.