· Web viewThe Oklahoma State Regents for Higher Education, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Executive Order 11236 as amended, Title IX of

PAGE 1 OF 23

REQUEST FOR PROPOSALS (RFP)FY2020

GUIDELINES AND PROCEDURES FORSUMMER ACADEMIES FORSCIENCE, MATHEMATICS

AND MULTIDISCIPLINARY STUDIES

Oklahoma State Regents for Higher Education655 Research Parkway, Suite 200Oklahoma City, Oklahoma 73104

CLOSING DATE: September 30, 2019, 5:00 p.m. CST

Summer Academy FY 2020 RFP Page 2 of 23

OKLAHOMA STATE REGENTSFOR HIGHER EDUCATION

Joseph L. Parker, Jr.Chairman

Tulsa, Oklahoma

Ann Holloway General Toney StricklinVice Chairman LawtonArdmore

Andrew W. “Andy” Lester Justice Steven W. TaylorSecretary McAlesterEdmond

Jeffrey W. Hickman Michael C. TurpenAssistant Secretary Oklahoma CityFairview

Jay Helm Dr. Ronald H. WhiteTulsa Oklahoma City

Glen D. JohnsonChancellor

The Oklahoma State Regents for Higher Education, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Executive Order 11236 as amended, Title IX of the Education Amendments of 1972, Americans with Disabilities Act of 1990 and other federal laws, do not discriminate on the basis of race, color, national origin, sex, age, religion, handicap or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid and educational services.

This publication, duplicated by the State Regents’ central services, is issued by the Oklahoma State Regents for Higher Education as authorized by 70 O.S. 2001, Section 3206. Copies have been prepared and distributed internally. Copies have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries.

Oklahoma State Regents for Higher Education [email protected] Due: September 30, 2019

mailto:[email protected]


IMPORTANT DATES

August 1, 2019 RFP will be distributed

August 22, 2019 Video-Conference Technical Assistance Meeting

2:00 pmRegents Conference RoomOklahoma State Regents655 Research Parkway, Suite 200Oklahoma City, OKhttps://okhighered.org/state-system/directions.shtml

September 30, 2019 Deadline for receipt of Emailed Proposals

December 5, 2019 Notification of Awards

January 15, 2020 Orientation Meeting for Directors of fundedSummer Academies

March 6, 2020 Student Applications to be accepted

April 1, 2020 Student Selection may begin

April 30, 2020 100 Percent Disbursement of Funds Awarded

September 15, 2020 Final Reports Due



https://okhighered.org/state-system/directions.shtml


SUMMER ACADEMIES FOR SCIENCE, MATHEMATICS AND MULTIDISCIPLINARY STUDIES

I. PURPOSE AND GOALSThe summer academies for science, mathematics and multidisciplinary studies were established through 1989 legislation authored by Representatives Glen Johnson and Lloyd Benson, and Senators Stratton Taylor and Kelly Haney. The legislation was signed into law by Governor Henry Bellmon for the purpose of promoting instruction in the areas of science, mathematics and multidisciplinary studies for Oklahoma's students. The State Regents developed the criteria for the operation of the academies. Goals Science, mathematics and multidisciplinary studies may include technology and engineering. Multidisciplinary studies, for the purpose of this proposal, are those subject areas affecting the application of science, mathematics, technology and engineering to the world in which we live.

Absolute Priorities – Successful proposals for the Summer Academy grant opportunity will:

1. Provide stimulating learning opportunities for students through focused and motivating learning activities in science, mathematics, technology and engineering.

a. Combine both learning and fun activities including hands-on activities and experimentation, exploration of technologies, and other planned activities. Successful Academies will challenge participants with relevant content in science, mathematics, technology and engineering.

b. Help students develop early awareness about the need to plan personally, academically and financially for college. Information about college admissions, OK Promise, OKCollegestart.org, Pell Grants, etc. should be shared.

c. Fully expose students to the experience of living on a college campus or attending as a commuter student.

2. Make success in college an expected and logical outcome for all participants with particular emphasis on those young people from subgroups most likely to be underrepresented in the fields of science, mathematics, technology and engineering.

a. Build in young people a sense of accomplishment relative to science and math and link the academy’s curriculum with eventual core course taking in high school, promoting the highest standards and the belief in all students’ ability to succeed in challenging core courses.

b. Develop and promote career and educational aspirations by providing an opportunity for students to explore both personal and career goals, as well as to become familiar with various areas of study available at post-secondary institutions.

3. Seek partnerships with Oklahoma business and industry, relevant community and nonprofit organizations, potentially bringing to students relevant work experiences through the academy.

II. PROGRAM ADMINISTRATION

Authority for the administration of the summer academies for the science, mathematics and multidisciplinary studies programs, as well as the identification and evaluation of institutional applications, resides with the Oklahoma State Regents for Higher Education. The State Regents have been authorized to receive and distribute funds for this program to be utilized by Oklahoma higher education institutions. The Chancellor for Higher Education acts on behalf of the State Regents for the solicitation and selection of applications.




A video-conference technical assistance meeting is scheduled and will include a brief presentation followed by question and answer session relating to proposals for Thursday, August 22, 2019, in the Regents Conference Room (2nd floor at 655 Research Parkway) from 2:00 to 3:00 p.m. If you plan to participate, please register here, https://www.surveymonkey.com/r/SAVideoConf2019 .

Interested parties are encouraged to email questions prior to August 15. Questions should be emailed to [email protected]. To the extent possible, questions will be accepted from attendees during the conference.

To the degree possible, all questions and responses will be posted on the Summer Academy listserv in an attempt to ensure that all interested parties have the same information. Interested parties may subscribe to the Summer Academy listserv at http://lists.onenet.net/mailman/listinfo/sa-rfp.

III. ELIGIBLE APPLICATIONSApplications may be submitted by any accredited Oklahoma degree-granting institution of higher education, both public and private:

The proposals must target students who are Oklahoma residents and may not exclude students based on location within the state of Oklahoma.

Only one year proposals will be accepted under the State Regents Summer Academy Grant Program.

Academies in excess of two weeks will not be funded under this State Regents Summer Academy Grant Program.

IV. GENERAL GUIDELINESA. Learning and Supervision

1. Programs are to feature curricula that are designed to introduce students to specific science, mathematics, technology and engineering topics while assisting them in developing communication, and problem-solving skills.

2. Curricula should supplement, but not duplicate, middle or high school courses. The academies should serve as an opportunity for student exploration, experimentation and career motivation.

3. It is understood that some students in the target population may be deficient in some skills; however, most students learn best through fun, hands-on, exploratory experiences rather than rote drill activities. The State Regents Summer Academy Grant program is NOT intended to fund remedial classes.

4. Faculty should be selected with appropriate academic expertise to ensure program success and may come from colleges, universities, high schools or the private sector. Selection of faculty is not limited to Oklahoma. State Regents strongly recommend that at least one of the key personnel be a K-12 teacher or curriculum specialist.

a. K-12 teachers/curriculum specialists would provide relevant direction on curriculum and pedagogy for the applicable grade levels.

b. Instructional strategies should be consistent with current thinking relative to educational best practices and lecture shall be kept to a minimum.

5. Institutions are encouraged to include plans for follow-up activities after the summer academies have concluded. Follow-up activities may include both post-academy summer activities and activities that involve the student's teacher, classmates, and school during the fall semester.

6. As a reminder to those who are designing the curriculum for the summer academies, these students are not mature college-age individuals. What may be expected of a college student may not be expected of a student in the summer academy.



http://lists.onenet.net/mailman/listinfo/sa-rfp


https://www.surveymonkey.com/r/SAVideoConf2019


a. These students should not be expected to show sophistication in some areas such as personal safety, politics, religion, sex, etc.

b. In the same vein, the parents of these children may not be as willing to assign to the institution the same degree of "in loco parentis" as is assumed for regular college students.

c. The Academy Director must keep the students under the appropriate level of supervision for their age and exercise reasonable academic judgment when addressing sensitive issues.

B. Recruitment and Selection

1. Each Academy will establish the student recruitment, application and selection processes and criteria used for each proposed academy. Recruitment, application and selection must be outlined in the proposal.

2. Academy participants must be Oklahoma residents. Institutions may not restrict applications or acceptances to any specific geographic area within Oklahoma.

3. Applicants must be in the eighth through twelfth grades in the fall semester following the summer academy. Each Academy will establish the targeted grade levels for the proposed academy.

4. Programs may be either commuter or residential or a combination of both.

5. No early student selection processes are allowed. This requirement is in place to ensure equitable access of all students in Oklahoma to the Summer Academies.

a. In an effort to level the field for student applicants, applications will be accepted beginning on March 6, 2020. Applications arriving before that date will be dated March 6.

b. Student selection may begin on April 1, 2020. Academy directors who violate this requirement will place Summer Academy funding in jeopardy.

6. Institutions of Higher Education must abide by all applicable state and federal laws.

C. Evaluation

1. Proposals must contain an evaluation design that includes both short-term and long-term goals and objectives with measurable benchmarks of success. Programs may be externally evaluated but Academy funds are limited so external evaluation is not a priority.

a. Demonstrated performance will include submission and Regents staff approval of all reports requested by the State Regents.

b. Each funded academy will be evaluated by an independent review board.

c. State Regent’s staff will monitor projects in progress. This monitoring may include request of an interim report and/or a site visit to the Academy - see Staff Onsite Evaluation Rubric, Appendix B.

D. Fiscal, Legal and Accountability

1. Higher education institutions will provide all generally accepted fiscal Standards for Internal Controls in the Federal Government to all grant project fiscal practices.

2. All grant recipients will participate in a short training session provided by the OSRHE administrative staff upon the grant announcement.

3. Partnerships with business and industry are encouraged, as are multi-institutional proposals. One eligible applicant as defined in Section III will be the fiscal agent for the grant.

4. Institutional support relative to direct, in-kind support or flexibility to support Academy activities and the needs of adolescents will enhance attractiveness of proposal.

5. Leveraging other funding sources is a valued enhancement.




6. No funds for any activities may be solicited from the students or their parents.

7. Each institution is required to stand behind the lawfulness of its Summer Academy program, including the selection process for participants in the Summer Academy. The institution will to the extent permitted by Oklahoma law indemnify the State Regents and/or the Chancellor for any liability they may incur as a result of the institution’s Summer Academy.

8. Applicants should be aware of the following information relative to funding:a. Each approved grant project will receive:

i. $600 per full-time-equivalent (FTE) student for commuter academies and ii. $750 per FTE student for residential academies.

b. Funding is limited to two FTE student weeks per session.i. One FTE student week will equal one individual student attending 6 hours or more

per day for 5 or more days per week. ii. Partial weeks may receive prorated funding.

c. An academy not filling proposed/funded student slots may be asked to justify expenditures.d. Quality proposals will have an appropriate balance of personnel costs with respect to the

total amount requested.

9. Ownership of copyrights and patents, or other proprietary interests that may result from program activities shall be governed by applicable state regulations and local institutional policies.

10.Institutions of Higher Education must abide by all applicable state and federal laws.

V. PROPOSAL EVALUATION CRITERIAAll grants will be awarded on a competitive basis. All responses to this announcement which satisfy minimum eligibility criteria as defined in section III will be evaluated by an independent grant review panel on the basis of established criteria and priorities. The committee's recommendations will be made to the Chancellor who will, in turn, make recommendations to the State Regents for possible funding.

Review panel may consist of representatives from: (1) higher education institutions, (2) elementary and secondary schools, and (3) other organizations having relevant expertise. An example of the rubric used by reviewers is found in Appendix B, Summer Academy Grant Proposal Reviewer Rating Form. Also in Appendix B is a copy of the Staff Onsite Evaluation which may be helpful in understanding exactly what the State Regents are looking for in the Summer Academy Program.




VII. GRANT ADMINISTRATION GUIDELINESA. Fiscal Procedures

All documents relating to the project should be assigned to individual accounts/files that can be readily identified and verified. Once a contract has been approved, payment will be made to the sponsoring institution with a 100 percent (of approved budget) disbursement by April 30, 2020. For public institutions, payment will be made by electronic wire transfer. For private institutions, payment will be made by warrant.

The shifting of funds between budget categories of the project will require written permission of the State Regents' office only if the change is greater than ten percent of the budget category. Authorization to modify the project in any way must be approved by the State Regents' office acting upon a written or e-mail request from the project director.

Eligible expenditures will ordinarily be limited to those directly necessary and essential to the accomplishments of the proposed project. This will customarily include personnel costs, consultant fees, materials and supplies, travel, communications, printing, student participants' room and board, etc. (see Appendix A for the required format). Due to the limited availability of funds, indirect administrative expenses will not be applied. Also due to the limited availability of funds, professional travel to professional conferences will not be included in grant.

B. Required Reports

This final report must be submitted by e-mail to the Oklahoma State Regents for Higher Education ([email protected]) by September 15, 2020, 5:00 p.m. CST. If final reports are not received in the required format and in a timely manner, your academy may be excluded from consideration for future proposals.

The final report must include:

1. Final Expenditures Report - use the Excel template shown in Appendix C or go to http://okhighered.org/grant-opps/osrhe-grants.shtml.

2. Participant List – use an Excel format. Information required in this report is provided in Appendix C or go to http://okhighered.org/grant-opps/osrhe-grants.shtml.

(Participant Lists must be submitted through Secure File Transfer Protocol.)

3. Written Final Report use Microsoft Word. Include the following:a. Briefly summarize Academy activities and student response to activities – no more than

5 pagesb. Include an evaluation of the effectiveness of the project as measured against the

program’s objectives – no more than 3 pagesc. Include any published material relating to the Summer Academy program

4. If an Interim Report is requested by the Regents, the report will be an assessment of the progress of the Academy, in the same format and with similar content as the Written Final Report.



http://okhighered.org/grant-opps/osrhe-grants.shtml




VIII. PROPOSAL FORMATIt is essential that each of these subjects be addressed in the order presented here and the topics be clearly identified in the text of the proposal.

A. These items are required to be submitted in PDF/electronically with required original signature. The application will NOT be processed without these appropriately executed documents.

1. Institutional Endorsement signed by the chief executive officer/fiscal agent

2. Statement of Assurances – see Appendix A

3. The Recipient Commitment Form – See Appendix A

B. The following parts of the proposal must also be electronically submitted. For the required templates, go to http://okhighered.org/grant-opps/osrhe-grants.shtml. Cover Sheet - TEMPLATE PROVIDED for the FIRST PAGE.Abstract (80 - 100 words) TEMPLATE PROVIDED for the SECOND PAGE. This abstract will be used on the State Regents webpage providing the initial link to your Academy which is the advertisement to the students for your academy. It should be appealing to the students you are targeting for recruitment. Be sure to include correct contact information at the end of the abstract.

1. Proposed Budget for the grant - TEMPLATE PROVIDED for the THIRD PAGE. Budget activities should reflect the requirements of the proposed activities.

2. Narrative

This section of the application document should fully describe the key elements of the proposed project. The grant team is encouraged to carefully review the evaluation rubrics in Appendix B of this packet for helpful information in designing the total Summer Academy experience and formatting the proposal. The narrative should be limited to ten pages, double-spaced, 12 point font and must include:

a. Primary Goal

What is the goal of the Academy and how is it consistent with the Summer Academy Priorities and Guidelines and more importantly how is it appropriate for the targeted students? The populations to be served should be projected and the proposal's objectives should be clearly articulated relative to the population to be served.

b. Key Academic and Enrichment Activities

Describe the daily schedule and proposed activities for the Academy. Demonstrate how these activities are consistent with Summer Academy Priorities and Guidelines.

c. Administrative Plan

Identify key personnel, their qualifications and responsibilities. Show that adequate training, expertise and experience is available to support the activities being proposed. Show that adequate facilities and adequate supervision of students are provided. Appropriate and adequate supervision of student participants including the adult/student ratio for various activities is an important component of this section.





d. Recruitment and Selection of Participants

Discuss specific recruitment plan of targeted population including those young people from subgroups most likely to be underrepresented in the fields of science, mathematics, engineering and technology.

Describe information to be required in participant application and discuss the relevancy between required information and planned learning experiences. Keep in mind that students attending large schools may not be known by the school principal; therefore a letter of recommendation from the principal is unrealistic. Consider a letter of recommendation from a teacher, coach or youth leader.

Describe selection criteria and process, i.e., what sort of criteria will be used to select participants if more applications are received than can be invited.

e. Project Evaluation

The anticipated outcomes of the project should be fully enumerated. The proposed method for determining the efficacy of the project should be discussed.

f. Budget and Institutional Support

The budget should align with the Summer Academy Priorities and Guidelines and be appropriate for the scope of the proposal. The project application should detail the kinds of institutional support that will be necessary to sustain the proposed activity. Institutional support might include transportation, office space, clerical staff, library resources, computer facilities, audio-visual equipment, or other types of educational hardware as well as flexibility to support needs of Academy activities and needs of adolescents.

F. Professional Staff

Brief vitae of 1-2 pages for professional staff to be associated with the project should be attached to the proposal. The position that each person will fill for the project program should be clearly identified.

G. Submission of Proposal

All proposals must be electronically submitted by e-mail by 5:00 p.m. CST. No hard copy proposals will be accepted.

Please send your proposal in PDF electronically. This includes the Letter of Institutional Support, Signed Statement of Assurances, and the Recipient Commitment. For required templates, go to http://okhighered.org/grant-opps/osrhe-grants.shtml.

TO BE ELIGIBLE FOR CONSIDERATION, PROPOSALS MUST BE RECEIVED BY E-MAIL NO LATER THAN 5:00 P.M. CST on September 30, 2019.

Submit proposal to: [email protected] A return email will be sent to verify receipt of proposals.

If you have any questions, contact [email protected].






APPENDIX A

PROPOSAL COVER SHEET

PROPOSAL ABSTRACT

PROPOSED BUDGET

STATEMENT OF ASSURANCES

RECIPIENT COMMITMENT FORM




Oklahoma State Regents for Higher Education

FY 2020SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,

& MULTIDISCIPLINARY STUDIES

Proposal Cover Sheet

I. Name(s) of Submitting Institution(s) of Higher Education (Include Branch/Campus/Other Components)

II. Address of Submitting Institution (Include Dept./Unit, Street Address/P.O. Box Number, City, State, Zip Code)

III. Name of Proposed Academy

IV. Topic of Proposed Academy

V. Proposed Dates of Academy(ies):

____________________________

VI. Targeted Grade Range:

____________________________

VII. Number of Students to be served:

__________________

VIII. Commuter orResidential

(indicate one)

IX. Total State Regents Funds Requested for 2020

$___________________

X. Total Other Funds for 2020

$___________________

Name/Title (typed) Telephone Number E-MailAcademy Director

Co-Director (if any)

Alternate Contact Person(required if no co-director is named)




SUMMER ACADEMY ABSTRACT

Name of Institution (Include Branch/Campus and School or Division)

Director with direct phone number

Co-Director with direct phone number (If no co-director, an alternate contact person is required.)

Title of Academy:

Targeted Grade Levels:

Planned 2020 Dates:

Project Abstract (Maximum of 100 words) should be a clear, concise description of the Academy

including title and content focus as well as accurate contact information.

This Abstract will be used for the State Regents Summer Academy webpage which provides the

initial link between your Academy and Oklahoma’s students.




SUMMER ACADEMIES BUDGET

Proposal Title:Director(s):Institution:Number of Student Slots:

Type of Expenditures Total Funds Budgeted

1 Personnel

Professional Personnel (including fringe) $0.00

Support Personnel (including fringe) $0.00

Consultants $0.00

TOTAL PERSONNEL $0.00

2 Academy Materials & Supplies $0.00

3 Communication Expenses $0.00

4 Travel Expenses $0.00

5 Printing and Binding $0.00

6 Student ParticipantsA. Lodging $0.00

B. Meals $0.00

C. Transportation $0.00

D. Incentives $0.00

E. Other - specify $0.00

TOTAL STUDENT PARTICIPANTS $0.00

7 Data Processing $0.008 Other Contractual & Other Current Expenses $0.00

TOTAL GRANT REQUEST $0.00 For the Excel version of this page, please go to http://okhighered.org/grant-opps/osrhe-grants.shtml





SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,AND MULTIDISCIPLINARY STUDIES

FY 2020

STATEMENT OF ASSURANCES

Proposal Title: ________________________________________________________

Project Director(s): ____________________________________________________

Institution: ___________________________________________________________

1. The higher education institution will comply with all provisions of the Oklahoma State Regents' Principles and Procedures for Summer Academies for Science, Mathematics and Multidisciplinary Studies.

2. Funds awarded under the contracts will be used to enhance and supplement, but not duplicate, conventional or advanced high school science, mathematics and multidisciplinary studies.

3. The higher education institution will maintain quality fiscal control of funds. A copy of all contracts, invoices, paid claims, and other data shall be kept in a separate file.

4. The higher education institution will comply with state audit requirements.

5. At the termination of this program, unobligated funds will be refunded to the Oklahoma State Regents for Higher Education. Public institution unobligated funds will be refunded by transfer. Private institutions will need to pay by check.

6. The higher education institution will provide all data, reports, and information determined necessary by the Oklahoma State Regents for Higher Education.

7. The higher education institution assures that students participating in the academies will be Oklahoma residents and will be in the eighth through twelfth grades in school the fall following the summer academy.

8. If funded the higher education institution will initiate, conduct, and complete the activities as specified in the application unless changes are approved by the Oklahoma State Regents for Higher Education.

9. The institution stands behind the lawfulness of its Summer Academy program, including the selection process for participants in the Summer Academy. To the extent permitted by Oklahoma law or the Governmental Tort Claims Act the institution agrees to indemnify the State Regents and/or the Chancellor for any liability they may incur as a result of the institution’s Summer Academy. As president, I certify that the Summer Academy and the selection of participants for the Summer Academy will be in compliance with the Oklahoma statutes and other applicable state and federal laws.

10. All final reports must be submitted by 5:00 p.m. CST September 15, 2020.

________________________________________________________ AGREE TO CONDUCT THIS SUMMER ACADEMY PROJECT LAWFULLY AND UNDER THE TERMS INDICATED ABOVE.

______________________________________________ Date Signature of President

Email this signed document (PDF) along with an institutional endorsement letter (PDF) to: [email protected]





RECIPIENT COMMITMENT FORM(June 21, 2015)

All recipients will complete this form when submitting a proposal to Oklahoma State Regents for Higher Education (OSRHE) Summer Academies program. It provides a checklist of documents and certifications required by grant recipients, as well as an area for the authorized institutional representative to sign.

RECIPIENT’S LEGAL NAME: _________________________________________________________________________

RECIPIENT’S DUNs #: _______________________________________________________________________________

PROPOSAL TITLE: __________________________________________________________________________________

RECIPIENT’S TOTAL FUNDS REQUESTED: ____________________________________________________________

RECIPIENT PERIOD OF PERFORMANCE BEGIN: __________________________END:_________________________

The following documents are included in our award proposal submission and covered by the certifications below:

____PROPOSAL (required)

____BUDGET AND BUDGET JUSTIFICATION (required)

1. Institutional Grant Policy____Our institution abides by a current official grant policy. The policy is located at ____________________________________

and was updated on (date)_________(If the policy is not publicly available online, a copy of it must be furnished in addition to this form.)

2. Human Participants ____Yes____ No If “yes” Indicate the status of IRB Review: Pending or Date IRB determined research to be exempt or approved: __________IRB Number:________ (must be current) If “Yes” and NIH funding is involved: ____Yes____ No Have all key personnel involved completed Human Subjects Training?

3. Animal Subjects ___Yes ___No Pending or Approval date:_____________________ and IACUC#: _________________

4. Conflict of Interest ____Recipient hereby certifies that it has an active and enforced conflict of interest policy that is consistent with the provision of 42 CFR Part 50, Subpart F “Responsibility of Applicants for Promoting Objectivity in Research.” ____Recipient also certifies that, to the best of Institution’s knowledge, (1) all financial disclosures have been made related to the activities that may be funded by or will have been satisfactorily managed, reduced or eliminated in accordance with recipient’s conflict of interest policy prior to the expenditures of any funds under any resultant agreement.

5. Responsible Conduct of Research (RCR) ____Recipient organization/institution hereby certifies that it will ensure that all undergraduates, graduate students, and postdoctoral researchers who will be supported by this proposal will be trained on the oversight in the responsible and ethical conduct of research.

6. Cost Sharing/Matching/In-Kind ____Yes____ No Amount:_________________________________________________ (Cost sharing, Matching, and/or In-Kind amounts and justification shall be included in the recipient’s budget).

7. Certification Regarding Debarment and Suspension ____Yes____ No Is the Recipient Organization, Director or any other employee or student participating in this project debarred, suspended or otherwise excluded from or ineligible for participation in federal department, agency, assistance programs or activities? (If ”Yes” please explain in Comments section below)




8. Export Control ____Recipient is individually responsible for maintaining its compliance with federal export laws and procedures. By checking this box, Recipient certifies that an export control officer, or other authorized person, has reviewed the Recipient’s proposal for compliance with federal export control laws. (Explain potential problems in the comments section below) ____N/A

9. Mandatory Violation Disclosures____Recipient is individually responsible for a procedure for disclosing in a timely manner, in writing to OSRHE all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting this award.

10. Fiscal Responsibility ____Yes____ No The organization certifies that its financial system is in accordance with generally accepted accounting

principles;

____Yes____ No has the capability to identify, in its accounts, all awards received and expended and the programs under which they were received;

____Yes____ No maintains internal controls to assure that it is managing awards in compliance with applicable laws, regulations and the provision of contracts or grants;

____Yes ____ No complies with applicable laws and regulations;

____Yes ____ No can prepare appropriate financial statements, including the schedule of expenditures of awards;

____Yes ____ No and, there are no outstanding audit findings which would impact contract costs. If there are findings, submit a copy of the most current report that describes the finding and steps to be taken to correct the finding.

Comments

APPROVED BY RECIPIENT: The information, certifications, and representations above have been read, signed and made by an authorized official of the recipient named herein. The appropriate programmatic and administrative personnel involved in this application are aware of sponsor policy in regard to awards and are prepared to establish the necessary inter-institutional agreements consistent with those policies. Any work begun and/or expenses incurred prior to execution of an award agreement are at the recipient’s own risk.

(Signature of Recipient’s Authorized Official) _______________________________________(Date)___________________

(Type or print name and title of Authorized Official)_____________________________________________________________




APPENDIX B

PROPOSAL EVALUATOR’S RUBRIC

REGENTS STAFF ONSITE EVALUATION




FY 2020 SUMMER ACADEMY GRANT PROPOSAL REVIEWER RATING FORMCommuter - Residential (Indicate one)

Awarded Possible PRIMARY GOAL-Total of 10 points

10 To what extent is the goal of the Academy clearly stated, consistent with the Summer Academy Priorities and Guidelines, and appropriate for targeted students?

Comments:

Awarded Possible KEY ACADEMIC AND ENRICHMENT ACTIVITIES-Total of 30 points

10 To what extent is the daily schedule for the Academy well-paced and likely to lead to challenging and rewarding experiences?

10To what extent are the proposed activities likely to make success in college an expected and logical result of high school success for all participants with particular emphasis on those young people from subgroups most likely to be underrepresented in STEM areas?

10 To what extent does the proposal demonstrate a link with eventual core course taking in high school, promoting the highest standards and the belief in all students' ability to succeed in challenging core courses?

Comments:

Awarded Possible ADMINISTRATIVE PLAN-Total of 20 points

10Have key personnel been identified? Have their qualifications been included? Is adequate expertise (higher education faculty, K-12 teachers, industry experts, and high school/college students) available to support the activities being proposed?

10 To what extent have adequate facilities been arranged to accommodate both instruction and lodging, if applicable? To what extent does the proposed plan provide for adequate supervision of students?

Comments:

Awarded Possible RECRUITMENT, SELECTION & ABSTRACT OF PARTICIPANTS-Total of 20 points

5 To what extent is the recruitment and selection process clearly described, consistent with Summer Academy Priorities and Guidelines, and equitable?

5 To what extent is the application process clear and equitable for all students, i.e. is the application cumbersome for underrepresented students?

10 To what extent is the abstract appealing to targeted students?

Comments:

Awarded Possible PROJECT EVALUATION-Total of 10 points

5 To what extent is the assessment of outcomes of the proposed project sound and clearly identified?

5 To what extent are the methods and timelines for data collection, program review, and dissemination clearly specified?

Comments:

Awarded Possible BUDGET-10 points

5 To what extent is the budget aligned with the Summer Academy Priorities and Guidelines and appropriate for the scope of the proposal?

5 To what extent does the budget demonstrate institutional support and/or leveraging of other funding sources?Comments:

0 100 TOTAL EVALUATION SCORE100 POSSIBLE POINTS

Additional Comments:




Oklahoma State Regents for Higher EducationSummer Academies for Mathematics, Science, and Multidisciplinary Studies

FY 2020 Staff Onsite Evaluation

Academy Title: Evaluator:Academy Site: Date:

Limited Value Added Satisfactory Value Added Significant Value AddedLecture is primary instructional strategy; students work as individuals or groups of two; students not actively engaged in learning process; limited or no field experiences.

Some lecture, students involved in cooperative learning groups and are actively engaged; appropriate field experiences

Limited lecture; students are actively engaged in cooperative learning groups; significant, interesting and appropriate field experiences.

Hands on experiences are basic, paper & pencil activities; competition unduly highlights student weaknesses

Hands on experiences are collaborative and involve the use of technology; any competition is appropriate and does not focus group on student weaknesses.

Hands on experiences are dynamic, collaborative experiences using technology leading to student discovery

Little diversity in student group; Academy is designed for high achieving students; little evidence of recruiting students from diverse backgrounds.

Students from a variety of academic backgrounds; developing and advanced learners are mixed together in work groups.

Apparent active recruiting of students with limited resources and academic experience; opening doors for first-generation or underserved students.

Students would not recommend the academy to their friends or wish to participate in the same academy again. Student experience engenders indifference to the STEM fields and Summer Academy program.

Students would recommend academy to friends and would definitely like to return to this academy or another one. Student experience engenders enthusiasm to the STEM fields and Summer Academy program.

Students would strongly recommend academy to friends and would definitely like to return to this academy or another one. Student experience impacts their career or college plans positively.

Sponsoring institution provides limited administrative support or flexibility for the Academy’s success.

Sponsoring institution provides adequate administrative support or other support for the Academy’s success.

Sponsoring institution provides valuable and strong administrative support or other support for the Academy’s success.

List most important strengths of Academy:

Any suggestions for improvement:

Other:



PAGE 21 OF 23

APPENDIX C

FINAL REPORT OF EXPENDITURES

PARTICIPANT REPORT

WRITTEN REPORT


SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,AND MULTIDISCIPLINARY STUDIES

FY 2020 SUMMER ACADEMIES

FINAL REPORT OF EXPENDITURESProposal Title:

Director(s):

Institution:

Preparer:

Preparer’s Email:

Preparer’s Phone #:

Type of Expenditures Total FundsBudgeted

1 PersonnelProfessional Personnel (including fringe) $0.00

Support Personnel (including fringe) $0.00

Consultants $0.00

TOTAL PERSONNEL $0.002 Academy Materials & Supplies $0.00

3 Communication Expenses $0.00

4 Travel Expenses $0.00

5 Printing and Binding $0.00

6 Student ParticipantsA. Lodging $0.00

B. Meals $0.00

C. Transportation $0.00

D. Incentives $0.00

E. Other – specify $0.00

TOTAL STUDENT PARTICIPANTS $0.007 Data Processing $0.008 Other Contractual & Current Expenses $0.00

TOTALS $0.00

This report MUST be downloaded and submitted in the Excel version: http://okhighered.org/grant-opps/osrhe-grants.shtml

PLEASE SUBMIT BY SEPTEMBER 15, 2020 VIA E-MAIL TO: [email protected]





SUMMER ACADEMY FY 2016 RFP Page 23 of 23

Participant Report: This report is also due by September 15, 2020.

Below is an example of information needed on Summer Academy participants. For the Excel template for this report, please go to: http://okhighered.org/grant-opps/osrhe-grants.shtml

LastName

FirstName M

Birthdateyyyymmdd SSN Address City Zip County School

Name

Locationof

School

Pub/Prv/HomeschGender

GradeLevel Race

Smith John A 19980124 444-44-4444

222 E Okla St

Tulsa 73570 Tulsa Carl Albert

Tulsa Pub M 11 AI/AN

Doe Jane Q 20030628 222-22-2222

Rt 1, Box 44

Sallisaw 72727 Sequoyah Sallisaw Sallisaw Pub F 12 W

Grey Marvin

L 20021026 333-33-3333

212 E Cyprus

Okla. City

73705 Oklahoma

NW Classen

Okla. City

Home M 9 H

WebsterDaniel T 20001113 111-11-1111

Box 222222

Tipton 73733 Tillman Tipton Tipton Prv M 10 A

***Race: B = Black/African American; AI/AN = American Indian/Alaska Native; W = White; H = Hispanic/Latino; A = Asian; NHOPI = Native Hawaiian/Other Pacific Islander; Two = Two or more races; PNR = Prefer not to respond or none of these apply

Submit the Participant Report through SFTP (Secure File Transfer Protocol)

Send an electronic copy of the Participant Report to your campus UDS (Unitized Data System) contact. Your campus UDS contact is to place the Participant Report in your campus directory on the Regents’Secure Data Exchange Server. You will send a note to [email protected] with the location and name of the file when uploaded by campus UDS contact.

Note: Your campus UDS contact may be located in Institutional Research or Institutional Effectiveness. Check with your campus if you need assistance.

Written Report:

The Written Report will:a. Briefly summarize Academy activities and student response to activities – no more than 5 pagesb. Include an evaluation of the effectiveness of the project as measured against the program’s objectives –

no more than 3 pagesc. Include any published material relating to the Summer Academy program d. Not include computer discs, hard copies, etc., unless requested by State Regents staff.

Send the above report to [email protected] by September 15, 2020.






Documents

· Web viewThe Oklahoma State Regents for Higher Education, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Executive Order 11236 as amended, Title IX of