FY 2015 Educator and Provider Support (Fund Code 322) Renewal Conference April 2014

1. FY 2015 Educator and Provider Support (Fund Code 322) Renewal Conference April 2014

2. Renewal Conference

3. Today’s Agenda • Welcome • Grant Posting • Budget Guidelines • Allowable/Unallowable Use of Funds • Online Application and Mail Submission Process • Grant Timeline/Submission Deadline

4. Posting of Grant Related Information • Grant Posting Available: • On EEC’s website at http://www.mass.gov/eec under Funding Opportunities - Open Renewal Grants • Grantees are responsible for checking EEC’s website for any updates to the Grant Application Information.

5. Appendix B: FY 2015 EPS Budget Guidelines • This document outlines allowable and unallowable use of grant funds.

6. Allowable Fund Use: • Administrators: A person whose job is to manage a company, school, or other organization. • Instructional/Professional Staff: Professional staff who are certified or licensed to provide either instructional or direct services. • Support Staff: Paraprofessional, clerical, or non-professional staff who provide either non-instructional services or support services. • Fringe Benefits: Fringe benefits are allowances and services by employers as a compensation in addition to regular salaries and wages. Fringe benefits include Federal Tax, State Tax, FICA, Mass Unemployment, Health Insurance, Worker's Compensation, Medicare, SUTA, Other Retirement Systems, Other Fringe costs, as applicable. • Contractual Services: Funds to pay to another individual to carry out a single purpose or specific service to meet the objectives of the grant at a specific rate per Hour/Day/Week/Year/Flat. Details regarding the # of Hours/Days/Weeks/Year/Flat should be outlined when requesting these funds.

7. Allowable Fund Use (Continued): • Supplies & Materials: Supplies that will be used to carry out the required services of the grant. These supplies and materials are items costing less than $5,000 per unit or having a useful life of less than a year. • laptops (price not to exceed $1000.00 per laptop) • tablets (price not to exceed $600.00 per tablet) • Travel: Travel expenses for program administrators, program coordinators, and professional staff for in-state travel costs required to implement grant specific activities (i.e. mileage). • Other Costs: This sub-line is used to indicate costs associated with a variety of activities outlined in the application instructions. • Purchase of food will be considered an allowable expense if the purchase of food is connected to the grant activities. • Note that photocopying costs belong under printing/reproduction in this line, while amounts budgeted to purchase paper for the photocopier would be listed under Supplies. The lease of a photocopying machine would be listed under Rental Space in this line, while the purchase of such a machine would be listed under Supplies or Equipment, depending on the cost.

8. Allowable Fund Use (Continued): • Capacity Building: The acquisition of skills and knowledge both for personal development and for career advancement. • Application Fees may be defined as fees that are paid upon application. This may include fees to accrediting entities on behalf of educators and providers. Examples include NAEYC, NAFCC, COA, and CDA. • CEU Courses may be defined as the opportunity for professional development including the acquisition of skills and knowledge for personal development and career advancementthat result in continuing education units.CEUs must be approved and awarded by an appropriate entity. • College Courses may be defined as the opportunity for professional development including the acquisition of skills and knowledge for personal development and career advancementthat result in college credit. College credits must be awarded by a institution of higher education in Massachusetts. Opportunities must result in a minimum of 1 college credit. This may include cohort college courses and individual seats in a college course. Narrative descriptions must indicate the amount of funds for cohort courses and individual seats.

9. Allowable Fund Use (Continued): • Indirect Costs: Costs incurred for common objectives that benefit multiple programs administered by the grantee organization, or the organization as a whole, and as such are not readily assignable to a particular program funding stream. • Indirect Costs are part of the expenses allocated to administrative funds. • Under no circumstances can the use of the indirect cost rate exceed the amount of funds (8% of the total grant) allocated to administrative purposes. • A grantee can use an indirect cost rate ONLY IF it submits documentation stating the approved rate on letterhead from the approving agency. The Indirect Cost Rate Letter (Federal) is usually from Health and Human Services. Public Schools do not need an Indirect Cost Rate approval letter. Their rate is provided by The Department of Elementary and Secondary Education. Applicants must write their actual approved Indirect Cost Rate in Indirect Cost Rate box in the Online Application. In the absence of having an approval letter, applicants must give us a detailed Admin budget.

10. Unallowable Fund Use: • Professional Development: This is not an allowable use of FY 2015 EPS grant funds. The EPS grant requires that professional development opportunities supported by the grant award academic currency. Professional development opportunities for the EPS grant should be included in CEU Courses and College Courses sub-lines. • Staff professional development opportunities that are not endorsed/approved by EEC. • Equipment • Instructional Equipment • Non-Instructional Equipment • Other

11. Link to Online Application Located on the EEC Website is a link to access the FY 2015 Educator and Provider Support Grant Online Application. This will take you to the Introduction page.

12. Accessing the Online Application: Introduction Page Enter the Online Application by clicking Login to Online Application.

13. Accessing the Online Application (continued) • Select your Agency from the drop-down menu.

14. Accessing the Online Application (continued) Create a password. Please write down this password for your records. You will need this password to access your Online Application in the future. The next time you log into the Online Application, the system will prompt you to enter your existing password.

15. Steps to Complete the Online Grant Application • HOME PAGE - The home page provides access to each component of the Online Application. The Application consists of 12 parts: Contact Information, Communities Served, Languages Served, Lead Agency Budget, Subcontractor Budget, FY 2015 Budget Summary, Narrative Questions, Projected Deliverables, Required Grant Forms, Checklist, Cover page and Massachusetts Standard Administrative Forms.

16. Online Application Submission: • SUBMIT ONLINE: Once your Online Application is complete, click Submit at the bottom of the home page to send your Online Application to EEC. • Once submitted, an Applicant will be able to print their entire application as a PDF by clicking Print Summary. Please ensure that your checklist is complete and accurate at this time.

17. Grant Application: Follow the Checklist The online portion of the Grant Application includes the following information that must be submitted online and printed as a PDF document. Note: A PDF document is created once an Applicant has clicked the Submit button of the Online Application. • Contact Information (Part 1) • Communities Served (Part 2) • Languages Served (Part 3) • Lead Agency Budget (Part 4) • Subcontractor Budget (Part 5) • FY 2015 Proposed Budget Summary (Part 6) • Narrative Questions (Part 7) • Projected Deliverables (Part 8) • Required Grant Forms (Part 9) a) Partnership Membership Form b) Professional Development Course Catalog • Checklist (Part 10) • Cover Page (Part 11)

18. Grant Administrative Forms • MA Standard Administrative Forms Grantees must also complete and mail one original packet of the following forms with their Grant Application response (unless applicant already has these documents on file with the Commonwealth of MA) • A signed Commonwealth Terms & Conditions form  • W-9 with DUNS #  • Contractor Authorized Signatory Listing  • Authorization for Electronic Funds Payment (EFT) Form  • Federal Funding and Accountability and Transparency Act (FFATA) Reporting Requirements EEC may disqualify any incomplete grant applications from consideration/review.

19. Grant Appendices (For reference only) Appendix A: FY 2015 EPS Online Application Instructions Appendix B: FY 2015 EPS Budget Guidelines   Appendix C: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law Appendix D: FY 2015 EPS Eligibility Amounts Appendix E: List of Towns and Cities in each EEC Region Appendix F-1: Demographic Information Regarding Cities and Towns in Massachusetts Appendix F-2: Demographic Information Regarding Cities and Towns in Massachusetts Appendix G: FY 2015 EPS Supplemental Information Appendix H: Qualifications for Consultants, Trainers, and Mentors Appendix I: QRIS Standards and Competency Areas (referenced as Appendix G in FY 2014 EPS Grant Application.) Appendix J: FY 2015 Projected Deliverable Guidelines

20. Online Application & Mail Submission: • All of the following documents below must be submitted: • By mail with one (1) original (all signatures must be in blue ink) and two (2) copies: • The PDF document generated by the Online Application • With original signature on the Cover Page (Part 11) • Required Grant Forms • Partnership Membership Form • Professional Development Course Catalog • Indirect Cost Approval Letter (if claiming Indirect Cost) • Electronically: • Required Grant Forms • Partnership Membership Form • Professional Development Course Catalog • Indirect Cost Approval Letter (if claiming Indirect Cost)

21. Online Application & Mail Submission (cont’d): • Please Note: The Required Grant Forms must be submitted as hard copies and submitted electronically, as these do not print as part of the PDF document. To: Department of Early Education and Care FY 2015 Educator and Provider Support Grant, Agency Name, Program Name Attention: Michele Smith, Grants Administration 51 Sleeper Street, 4th Floor Boston, MA 02210 • Required Electronic Notification of Submissions & Electronic Submission: Please send an email to EECSubmission@massmail.state.ma.us to notify us of your submission as well as attach the Required Forms. Pleaseinclude name of grant and name of your agency on the subject line of the email. Example: FY 2015 EPSGrant, XYZ Community Program.

22. Grant Submission Deadlines • EEC will accept, review, and process renewal applications beginning May 14, 2014.   The ENTIRE Grant Application must be completed by and submitted by: May 21, 2014 BY 4:00 PM (mail, online, electronic must be submitted and in the EEC office) • Obtain the appropriate signatures on the cover page (all signatures in blue ink) and additional attachments, if necessary. • Mail: The printed PDF summary and one (1) original and three (3) copies to EEC along with any necessary administrative forms. EEC’s mailing address is displayed at the bottom of the cover page. • Make sure to submit Electronically the documents from Slide 58. • Please Note: The Required Grant Forms and an Indirect Cost Approval Letter (if you are claiming Indirect Cost) must be submitted as hard copies and submitted electronically, as these do not print as part of the PDF document. • Notification of Online Application Submission: • To alert EEC of your grant submission, please email EECSubmission@massmail.state.ma.us with the subject line “FY 2015 Educator and Provider Support Grant - YourAgency Name.”

23. Grant Application Timeline