PLANNING & ORGANIZING THE PERKINS GRANT

1. PLANNING & ORGANIZING THE PERKINS GRANT New Coordinators Training September 8, 2010 Presented by Gloria Venable

2. Planning & Organization overlap • Information to be used in putting together the 2011-12 Grant • Work with team • Managing the 2010-11 grant • Activity Amendments, budget amendments • The 2009-10 Grant • Review activity success in meeting indicators • Data

3. RESOURCES • http:// www.adheperkins.com • Handbook • Calendar, Timeline, Blog, meeting information, Forms • Technical Assistance

4. Resources • Portal may be accessed at web site address or log on at • http://www.perkinsreporting.com/

5. WHEN CREATING A PLAN Allow sufficient planning time Assemble your team Look at data Determine how Perkins fits into the overall plan for the institution? Review Required and Permissive Uses (Handbook) Review previous years activities (Portal)

6. Keep in mind . . . For 2011-12 • Plans Due in State office May 31 • Plans processed in order received • Substantial approval of plan required before expenditures can be reimbursed • No retroactive funding • Salaries are an issue if plan is not in approvable form by July 1

7. You may feel like . . . You need help

8. Assistance Available • Resources • Perkins Team • Technical assistance • Ask

9. Let’s Start here Perkins Web Site Handbook Portal Access

10. REVIEW Review 5-Year Plan

11. PLANNING AND ORGANIZATION • Handbook Section 3 • STATE PLAN OVERVIEW • LOCAL PLAN DEVELOPMENT • Local 5-Year Plan • Annual Plan • Programs of Study

12. Handbook section 4

13. SECTION 4 – Annual Plan Provides tests for activities being considered • Is activity a new one or does it improve or expand and existing program? • Perkins supports CTE improvement not maintenance • Does this activity address required uses of Perkins funds? • required uses must be met; 5-year plan outlines where how; Activities to be consistent with those commitments.

14. Activity tests . . . • Is the activity of sufficient size and scope as to effectively impact performance measures? • How long has Perkins funded the activity? --3 years max, but must be justified each year. • Was the activity funded during the previous year? --Caution regarding supplanting • Is it required by federal, state or local law ?

15. Does the activity address a core indictor area that is deficient? • Perkins funds cannot be used to support a program or a core indictor area that is above the state performance target unless all indicators are currently being met. •  Is there data to support the need and can the impact of funding be measured? --Measured within the program year

16. Section 7 - Guidance

17. SECTION 7 - GUIDANCE

18. CAUTION! Review Allowable/Disallowable lists found in handbook under Handbook Section 4 Funds are generally disallowable for direct assistance to students including tuition, books or fees, entertainment or food, awards and memorabilia, furniture and facilities, or general advertising.

19. Assessment • Core Indicator Improvement • Local Assessments – Measured at institution level • If Data used it must be data that is available at END OF PROGRAM YEAR (June 30) • State the Expected Outcome – must be quantified.

20. 2010-11 Year going great! • Present plan is written • I have time ahead to pull team together for 2011-12 . . . But what if I have to make changes in this year

21. Plan in place, now . . . Manage grant Resources, finance, reimbursements, data, improvement plan Provide leadership, see that activities are completed as planned, track progress of current activities, report results, initiate planning for new year—Keep your team in place Amend activities if needed, amend budgets if needed Design an improvement plan for increased student achievement Review resources to Increase knowledge of Perkins Grant

22. Your present plan can be amended • Give the same thought to amendments as you would in writing a new activity • It may be appropriate to write a new activity and amend your present plan

23. AMENDMENTS TO PRESENT PLAN • Required If substantial change in scope of activity • To move unused $ from one activity to another • When there is a 10% variance in any budget category • Must be approved by state staff prior to obligating funds. • No retroactive “covering of expenditures” by creating an amendment.

24. Questions to ask first Is it allowable? Support an indicator? Has Need been documented? Is deviation from the original activity justified? Are there deadlines to be considered? Budget changes? Where do $ come from? $ Go to?

25. Prepare to enter amendment • Sign in to the portal • Navigate to the first activity to be amended • Complete all the changes and/or additional information for that activity, then move to the other activities affected.

26. AMENDING AN ACTIVITY

27. Amendment Box

28. AMENDMENTS ENTERED IN PORTAL • Enter description into Amendment box • Precede description with AMEND: (00/00/00) • Enter new budget for activity • Amend assessment section if affected • Measure • Outcome • Submit amendment

29. AMEND BUDGET

30. Amend Assessment, Expected outcome, if affected

31. SUBMIT AMENDED APPLICATION Submit from summary page

32. Affirm

33. Check off and Submit

34. Approved Status If status is “Under Construction” then try again.

35. Check Summary page

36. AMENDMENT REMINDERS • All information pertaining to that activity is included in the amendment. • If moving money, 2 activities are affected • EACH has a description of how that particular activity is affected • EACH has a budget amendment • Use AMENDMENT BOX not “notes” section to describe amendment.

37. Notification You will receive a system notification that your amendment has been submitted You will receive a system notification when your amendment is approved.

38. TECHNICAL RESCUE ASSISTANCE • Do your research • Handbook Selected Program Guidance • Email • Call • Webinars • On-campus assistance, if needed

39. Site visit preparation • Site visit check off form • Compliance Site visit form • Supplemental Fiscal Reviews

40. Have a great year Feeling more prepared?

42. THE END Gloria: Gloria.venable@adhe.edu 501-683-2079