New Grantee Orientation September 18, 2014. Participants Will Be Able To: Explain 21 st Century...

New Grantee OrientationSeptember 18, 2014

Participants Will Be Able To:

• Explain 21st Century programming• Explain Compliance and Performance

Assessment• Explain the Program Performance Objectives• Understand the components of the grant

application• Explore additional resources

Participants Will Learn and Understand:

• Basic Profile and Performance Information Collection System Reporting Requirements

• Program Evaluation and Sustainability Expectations

• About 21st Century Professional Development Opportunities

Role of ODE and Expectations

21st Century Staff

Regional Brown Bags

Technical Assistance Regions

Ohio Department of Education

Department Updates

Literacy and Expanded Learning Time

Literacy and Expanded Learning

Program RequirementsOverview

21st Century emphasis is on:Improved reading, mathematics

Positive youth development

Parent and family engagement

Award Duration

Three year period for approved grants

Evaluation requirements

Award Duration

Sustainability planning must start at the beginning

Continuation application needed for consecutive years

Program Calendar

Program start date must begin no later than Oct. 15 annually

Program end date must not end sooner than April 17 annually

First Year Implementation

Implementation

Timeline of Program Activities

Mandatory Trainings

Desk Audit, Mid-Year Monitoring Call & Reporting

Licensing

ODE Licensing Contacts

Marlene Fields

614-644-2604

Diana Saunders

614-644-2603

Ohio Department of Job and Family Services

Help Desk

877-302-2347, Option 4

Child Nutrition Programs

Nutrition Contacts

Call: 1-800-808-MEAL (6325)

Website: www.education.ohio.gov

Search keywords: Food and Nutrition

Click: How To Become A School Meals Program Sponsor

Professional Development

Conferences/Meetings

Workshops/Trainings

Travel expenses

Some Basic Federal Requirements

Allowable Costs – 2 CFR Part 225 Appendix A-Section c(3)(a) and C(1)(a-j) Costs that are:

Some Basic Federal Requirements

Cash Management - 34 CFR 80.21

Final Reporting - 34 CFR 80.41 due 90 days after termination of grant (Final Expenditure Report)

Some Basic Federal Requirements

Period of Availability (POA)- 34 CFR 80.23- insure expenses are incurred within the project period

Time & Effort - 2 CFR 225 Appendix B

(8)(h)(3 & 4)

FundingFor State Fiscal Year 2015 (SFY15)

(July 1, 2014 – June 30, 2015)–USDOE funds made available traditionally by early

summer–Ohio was awarded approximately $45 million this

fiscal year–Minimum funding allocation: $50,000–Maximum Path B/C funding allocation: $200,000–Maximum Path A funding allocation: $500,000

ExpendituresBased on current approved budget

Must be:

-Reasonable

-Allowable

-Necessary

Use good common sense when making expenditure/obligation decisions

Allowable Use of FundsTransportation costs

Curriculum materials

Supplies, including computers/printers, pertaining to academic enrichment

Staff salary and benefits

Allowable Use of FundsStudent incentives

Program evaluation

Youth development contractors

Rent (reasonable and necessary/for afterschool activities only)

A Few Examples of Unallowable Expenditures

Food (of any kind) for program need

Grant Writer

Vehicle Purchase

Building Purchase or major Repairs/Renovations

Partnerships

School Districts

Community/Faith Based Orgs (CBO/FBO)

Required Reviews

Compliance and Performance Assessment (CAPA) - Second Year of grant (Monitoring & Fiscal)

3rd Year Grant Close Out (Fiscal)

State/Federal Audits (Regular & Single)

PPICS Review

Compliance Resources

All sub-grantees are required to know and are held accountable to the rules and regulations that govern the 21st Century grant:

Compliance Resources

CCIP Assurances (40)

U.S.DOE Federal Guidelines

U.S.DOE Non-Regulatory Guidance

Compliance Resources

EDGAR

USAS Manual

OMB Circulars

State Guidelines

Ohio Revised Code & Ohio Administrative Code

Am I doing what I said I would do?

How well am I doing?

Does it make a difference?

Key Questions

Data Systems Review

SAFE (Secure Application for Enterprise)

STARS (System to Achieve Results for Students)

IRN (Information Retrieval Systems)

Data Systems Review

OEDS-R (Ohio Educational Directory System-Redesign)

CCIP (Comprehensive Continuous Improvement PlanningSystem)

OEDS-R/CCIP Roles

-CCIP Authorized Rep/Superintendent

-CCIP Fiscal Rep/Treasurer– Data Entry Planning– Data Entry Funding– Data View Planning– Data View Funding

-OEDS-R AdministratorOnly CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R.

OEDS-R Only Roles

Program Manager - 21st Century Grant

(1 per organization/IRN)

Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can give access

Profile and Performance Information Collection System

Collection of program demographic data - self reported

Federal requirement for all 21st CCLC sub-recipients

Failure to submit = no continued funding

Sub recipient

State Education Agency

Site 2

Site 3

Site 1

Feeder Feeder Feeder

Feeder Feeder Feeder

Reporting Program Data

Managing Your Grant

Program Performance Objectives

Reading

Math

Positive Youth Development

Family Engagement

Components of a Program Performance Objective

Goals

Strategies

Action Steps

Data/Outcomes

Goal

What do you want to accomplish?

Low performing students

Goal

Regularly participating in the 21st Century after school program

Significantly improve their reading proficiency

Strategy

What will be implemented?

Online and face-to-face learning methods

Strategy

Target student’s needing intervention, remediation and credit recovery

Activities and supports will line up with Ohio’s New Learning Standards, state tests and assessments

Action Steps

How will the strategy be implemented?

Provide intervention for students 5 days a week, 1 hour a day

Combination of online and face to facelearning

Action Steps

One on one small group tutoring with certified reading specialist

Reading theatre activities

Data/Outcome Measures

How will you know your goals were met?

75% of students participating for 30 days or more

Data/Outcome Measures

Will Improve one level

Using pre and post assessments, OAA , PARCC scores, student grades and progress reports

Program Performance Measure

Combination

Goals, Strategies, Action Steps, Measurement

Ready for Planning Tool

More in-depth at October Brown Bag

Compliance and Performance Assessment Review

Structure

Appropriate evidence

Document, document, document

Compliance and Performance Assessment Review

Keep everything from day one

Binder construction

Thoughts of reviewers

Technical assistance

WordPress Sign Up

Posts

Program Shares/Technical Assistance

Resources

2014-15 Timeline of Events

Mandatory Trainings

Promote Professional Growth

Planning

First Year Implementation

Newly awarded Fiscal Year ‘15 programs

Handout

Format-no hard copies

Due Dec. 1, 2014

First Year Implementation Desk Review

Program Changes

Approvals

Continuation Application

Corrective Action Plan

Brown Bag Facilitators

• Northwest – Warren Fauver• Northeast – Cathy Heck • Central – Kathy McWatters • Southwest – Katie Chadwell• Southeast – Fannie Metcalf & Sarah Wright

Questions

education.ohio.gov

Follow Superintendent Ross on Twitter

Social Media

@OHEducation

ohio-department-of-education

Ohio Families and EducationOhio Teachers’ Homeroom

OhioEdDept

storify.com/ohioEdDept