Safe Schools/Healthy Students New Grantee Meeting December 1, 2005

1. Safe Schools/Healthy StudentsNew Grantee MeetingDecember 1, 2005 Karen Dorsey & Jane Hodgdon-Young Federal Project Officers Safe Schools/Healthy Students Initiative U.S. Department of Education

2. Role of Federal Project Officer (FPO) • SS/HS Initiative • Safe Schools/Healthy Students (SS/HS) Grants

3. FPO Role: Grants • Primary Federal contact • Monitor for compliance (SS/HS and Federal regulations) and substantial progress • Approve changes (administrative, programmatic and budget) • Recommend continuation funding • Provide assistance (technical, regulatory, programmatic and administrative ) • Establish and maintain official grant file • Close-out grant

4. SS/HS Monitoring • Substantial progress • Compliance • Expenditures

5. SS/HS MonitoringTools • Original Application • Post-award performance call • Phone calls &written correspondence (including emails) • Semi-annual and annual performance reports • Budgets • GAPS draw-down reports • Site visits • Final report

6. SS/HS MonitoringCalls & Correspondence • Questions • Updates • Support • Actions requiring prior approval in writing • Email documentation for official file • When in doubt, contact your FPO!!!

7. SS/HS Monitoring Performance Reports • Semi-annual and annual performance reports reviewed in conjunction with the application, approved budget and other documentation received during the performance period • FPOs provide written feedback (shared with TAS) • Grantee progress shared with SS/HS Team, IST and IPT • Performance report information used in making recommendations for continuation funding

8. SS/HS Monitoring GAPS • Infrequent Drawdowns • Excessive Drawdowns • First Quarter: 50 percent or more • Second Quarter: 80 percent or more • Third Quarter: 100 percent • Drawdowns compared with reported expenditures

9. SS/HS Monitoring Site Visits Reasons to conduct visit • Program performance - Excellent • Goals and objectives achieved in unique or innovative ways • Development of effective strategies that may be replicable at other sites

10. SS/HS Monitoring Site Visits Reasons to conduct a site visit • Program performance - Problem • Difficulty achieving goals and objectives • Compliance issues • Fiscal improprieties • Technical assistance

11. SS/HS Monitoring Budget Review • Initial, pre-award review • Submission of year one budget • Budget updates • Years two and three budgets

12. FPO Role: GrantsContinuation Funding • SS/HS is discretionary grant • Continuation funding is contingent upon: • Federal SS/HS funding (partners) • Grantee demonstration of substantial progress • Grantee provision appropriate justification for lack of substantial progress • Costs in continuation budget are allowable, allocable and reasonable

13. FPO Role: GrantsChanges • Written requests required: • Project objectives or activities • Key personnel • Budget (GAN, Attachment Z, Memo)

14. FPO Role: GrantsChanges • Written request should: • Provide brief background • Explain need for change • Demonstrate change is within scope • Describe proposed change • Detail budget changes (where from, where to) • Address affect on local evaluation

15. FPO Role: Assistance • Regulatory guidance • EDGAR • OMB Circulars • Administrative and programmatic • Reporting • Management • Technical • Identification of needs • Recommendations

16. SS/HS Performance Reporting • Semiannual and Annual performance reports (every 6 months) • Instructions, guidance and forms sent electronically and hard copy each time • Direct questions to FPO • Two hard copies of report (ED, FPO) • Two electronic copies (TAS, NET) • FPO response to report in 30 days

17. SS/HS Performance Reporting ED524B • Coversheet • Items 8 and 9: Work with lead LEA’s Business Office, Indirect Cost Group (202-377-3838 • Items 10 and 11: Work with Local Evaluator • Item 12: Authorized Representative (Superintendent)

18. SS/HS Performance ReportingED 524B • Executive Summary • Overall progress toward grant’s goals and objectives

19. SS/HS Performance ReportingED 524B • Section A Performance Measures • Use for reporting on each performance indicator included in your application (6 elements plus partnership) • Use for reporting on each GPRA measure (pages 13-14 of application package) • Work with local evaluator to provide data • Support will be provided by FPO and NET

20. SS/HS Performance ReportingED 524B • Section B Budget • Sample worksheet showing amount budgeted and expended by budget (1,2,5,6 or 3,4) and by line item • CUMULATIVE • Narrative explaining expenditure levels • Non-Federal funds (in-kind contributions) • Copy of updated current budget

21. SS/HS Performance ReportingED 524B • Section C Additional Information • Narrative format, 25 pages • Project Status • By element • All goals, objectives, activities • Partnership & management • Evaluation • Sustainability • Qualitative and quantitative information • Target population

22. SS/HS Performance ReportingED 524B • Appendices • Updated Timeline • Update Project Overview • Evaluation Report • Resumes for new hires • Products developed

23. SS/HS Other Administrative Items • FOIA • Human Subjects • Family Education Rights and Privacy Act (FERPA, see handout) • Protection of Pupil Rights Amendment (PPRA, see handout) • Audit Guidance and Documents • FY 2005 Program Announcement (pp. 24-26)

24. SS/HS Grant Administration Questions?