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NACTEI – May 17, 2007

This session, led by Renee Kuharski and Lynda Lloyd, focuses on effective organization of Perkins grants for secondary and post-secondary institutions. Participants will learn best practices for tracking and reporting, including essential documentation and the timeline for year-end monitoring reports. Discussion will cover procedures to prioritize funding requests, compliance with state guidelines, and the importance of collaboration within campus teams. Attendees will leave equipped with actionable strategies to streamline grant management processes and ensure compliance.

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NACTEI – May 17, 2007

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  1. NACTEI – May 17, 2007 Perkins in a Binder: How to GET and STAY Organized! Renee Kuharski – Dean of Career & Technical Education Colorado Mountain College Lynda Lloyd – Director of Career Services Northwest Arkansas Community College

  2. Goal of session Provide information and details on how we organize our grant for secondary and post-secondary. Have an open conversation on what is working in your institution to organize your grant and meet all guidelines for tracking and reporting

  3. Beyond the “to do” list… • Post Secondary • Details and documents (CMC & NWACC) • LEA Consortium (High School fiscal agent) • State reporting

  4. Folder – “must have paperwork” • Intent to Participate signed form • Continuation Plan & Budget • Award documentation • Routing and signatures • All emails, memos etc. [example; request for out of state travel] • Copies of expenditures [order form, Purchase Order, packing slip, invoice, copy of check sent] • Any additional backup data • Final Report

  5. Process • CMC - 7 campuses • Beginning in March of each year • Memo emailed out to request and update campuses: • Details on procedures to follow • Timeline • Campuses prioritize requests by program – approved vocational (CTE) • Determine Objectives • Estimate of cost of each activity

  6. Time line memo YearEnd Monitoring Reports - Insert Due Date • Please get your year-end reports to your campus rep by this date. • Please complete the year-end report on the complianceform attached. • Campus reps should review and send or email to (Insert Name) New Request for Carl Perkins Funds Due to Campus reps- Insert Due Date • Faculty & campus determine program needs for the next fiscal year. • Campus reps and Deans, etc. determine campus priorities. • Campus Priorities will be presented at the (Insert Date) Perkins meeting. Committee Meeting – Insert Date • Prioritize funding requests College-wide based on Campus input and who has received funding previously as well as state sub-indicators. • Review the end of year Monitoring reports. Additional Reminders: • Carl Perkins is for approved Vocational Programs (AAS degrees & certificates) only. • All purchases will follow CMC and Perkins guidelines. i.e. 3 bids for items of $3,000. • All orders/requests MUST be sent to (Insert Name) prior to ordering. (Insert Name) will enter into accounting system. • All packing slips and invoices MUST be sent to (Insert Name). • Equipment, supplies, resources, software, etc. purchased with Perkins funds must be used for the activities indicated on the compliance plan.

  7. ProcessSet up a clear time line that works for your schools in order to meet state deadlines • March – June • Perkins committee (a representative from each campus) meets to discuss/determine requests based on funding allocation, objectives and needs. • Build Grant based on approved activities • Submitted to state

  8. Process • After grant is approved and funds are released: • Purchasing of approved items • Internal process & required documentation • Memo on procedures • Perkins order form • Sole source documentation

  9. Perkins GrantOrder FormColorado Mountain CollegeDate:_ ________ _________________Campus and Program: __________________________________ Faculty/Instructional Supervisor Name:_____________________ Ext.: ________ Campus Accounts Mgr.: _____________________ Ext.: ________Approved Requested Item: ________ ____________________________________________________Item # _______________________ Quoted Price: _________________Name of Company: _____________________________________________Contact person:________________________________________________Name and phone #: _________________________________________Address: _________________________________________________ _ ___________________________________________________ __________________________________________________Company Fax Number: _______________________________________Additional Comments:

  10. Consortium Process - spring of each year • Schools meet together to determine how they – as a group will allocate the funds. • Representatives come prepared to meeting with their schools prioritize requests from their approved vocational programs • For 07-08 consortium school will develop “projects” based on approved programs • Determine Objectives • Estimate of cost of each activity • Build Grant based on what is approved at the joint meeting

  11. Contact us!!rkuharski@coloradomtn.edullloyd@nwacc.edu

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