INSTITUTIONAL SERVICE Historically Black Colleges and
Universities Division
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The Programs under the HBCU Division Team Historically Black
Colleges and Universities (HBCU) Program 84.031B Historically Black
Colleges and Universities (HBCU/SAFRA) Program 84.031B Historically
Black Graduate Institutions (HBGI) 84.031B Masters Degree at
Historically Black Colleges and Universities Program (MHBCU)
84.382G Predominantly Black Institutions Competitive Grant Program
(PBI-Comp) 84.382A Predominantly Black Institutions Formula Grant
Program (PBI-Formula) 84.031P Masters Degree at Predominantly Black
Institutions Program (MPBI) 84.382D Minority Science and
Engineering Improvement Program (MSEIP) 84.120A Minorities and
Retirement Security Program (MRS) 84.414A
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The HBCU Division Team Yolande Badarou(202) 219-7118MPBI
Jonathan Braxton(202) 502-7645HBGI Darryl Davis(202) 502-
7657Robert C. Byrd Karen Epps(202) 502-7774MRS Wendy Lawrence(202)
219-7097HBCU Krish Mathur(202) 502-7512MSEIP Bernadette Miles(202)
502-7616PBI-Comp/PBI Formula Frederick Winter(202) 502-7632MHBCU
Donald Watson, HBCU Division Director Program Officers Program
Lead
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Topics of Discussion Focus Areas for Grantees Reoccurring
Issues Important Dates Helpful Resources Best Practices
Presentations
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Focus Areas Redirecting Grant Funds Institutionalizing Grant
Programs Encouraging Reliance on Endowments Investing in Private
Sources
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Redirecting Grant Funds REFOCUSING THE HBCU PROGRAM: The
Congress has identified the following categories to provide
financial assistance to establish or strengthen the Historically
Black Colleges and Universities (HBCU). The categories are physical
plants, financial management, academic resources, and endowments
that enhances the HBCU institutions and facilitate a decrease in
reliance on governmental financial support and to encourage
reliance on endowments and private sources (20 USC 1060(4)).
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Institutionalizing Grant Programs Access and Evaluate the needs
of the Institution Develop Restructuring of Program Activities
Incorporate Programs at the Institution Establish Independency
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Encouraging Reliance on Endowments Endowments for financial
stability Institutional Investment Strategy/Policy Drawdown
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Investing in Private Sources Community Investment Capital
Campaigns Naming Opportunities
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Reoccurring Issues
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Internal Controls Institutional Internal Controls What are some
characteristics of successful Project Directors in regards to their
institutions internal controls? Establish written policies and
procedures and give them to all personnel associated with the
grant. Establish clear procedures for procurement requests and draw
downs. Meet with your grant personnel regularly to stay informed
about their activities. Consult with your ED Program Officer when
you have questions. Keep your ED Program Officer informed if your
contact information changes (email, phone, fax number)
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Carryover Funds Allowable Uses of Carryover Funds I have
unspent/unobligated funds left from a previous budget period. Can I
spend them on an activity? Yes. You may carryover funds, however
they can only be spent on approved activities listed in your
application or other legislatively allowable activities (LAA). If
you wish to use carryover funds towards an LAA that is not listed
in your grant application, you must submit the request to ED for
prior approval. Reducing Carryover
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Prior Approval How do I request a change that needs prior ED
approval? How long does the process take? Proposed changes need to
be submitted in writing to your ED Program Officer. Consult your
Program Officer for what documents must be submitted for the change
you are requesting. All requests for changes are made on a
case-by-case basis. Per EDGAR, ED is allowed up to 30 days to
respond to your request. Requesting and/or Receiving Prior
Approval
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Travel Requests Domestic and International Travel Requests Can
we use grant funds for travel? Yes, BUT For ALL travel, the travel
must be clearly related to the goals and objectives of the
activity. The knowledge gained should highly benefit the
institution (not just those who are traveling) and should be
specialized. Federal regulations concerning travel apply (see OMB
Circular A-21). ALL REQUESTS FOR INTERNATIONAL TRAVEL must be
submitted to ED for approval. Requests for international travel are
being evaluated on a case-by-case basis.
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Measurable Objectives 2011 Project Directors Conference
Washington, DC Activities with Measurable Objectives What is a
measurable objective? A measurable objective is the quantitative
means used by the Department to determine if substantial progress
is being made in a grant award What makes an objective measurable?
Measurable objectives answer the following questions: Who? Who is
involved in the change being proposed? What? What is the outcome
expected? When? When will this be accomplished? How? How will
progress be measured? Proficiency? What is the criteria for
success?
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Measurable Objectives What does a measurable objective look
like? For Example: By September 30, 2014 there will be a 20%
increase of online courses added to the academic curriculum.
Currently, there are 20 online courses that will be increased to
25. What does a non-measurable objective look like? For Example:
XYZ College will improve the professional development of
faculty
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Helpful Resources for those new to Grants Grant making at ED ED
publication written for Project Directors of discretionary grants.
This publication can be found online at:
http://www2.ed.gov/fund/grant/about/grantmaking/grantmaking.pdf
http://www2.ed.gov/fund/grant/about/grantmaking/grantmaking.pdf
Your programs website on ed.gov information about all parts of your
program (funding status, laws/regulations, etc.) Legislation (Visit
Program Website)
http://www2.ed.gov/about/offices/list/ope/idues/index.html
Regulations Education Department General Administrative
RegulationsEducation Department General Administrative Regulations
(EDGAR), Parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98, and 99
Guidance Office of Management and Budget (OMB) Grants Management
CircularsGrants Management Circulars
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Phase I Data Collection Due April 1 st Director Review and
Approval of Awards April 15 th IS Director and DAS Review and
Approval of Awards April 29th Allocation Notification Letters
Mailed May 3rd Phase II Data Due May 17th GANS sent to institutions
June 1 st Application and Budget Reviews Oct. 1 st FY 2013 -2014
Funds Available in G-5 Oct. 1 st FY 2013 Important Dates for
HBCU/HBGI Programs 84.031B
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FY 2013 Important Dates for MD-HBCU Program 84.382G MPBI
Program 84.382D Annual Performance Report Review April 2013 G-5
Input ( Substantial Progress/Budgets for 2013/14 ) May 2013 NCC
Slate Approval June 2013 GANs mailed to Institutions June 2013
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Phase I Data Collection DueApril 1 st Director Review and
Approval of Awards April 15 th IS Director and DAS Review and
Approval of AwardsApril 29th Allocation Notification Letters Mailed
May 3rd Phase II Data DueMay 17th GANS mailed to institutionsJune 1
st Application and Budget ReviewsOct. 1 st FY 2013 2014 Funds
available in G-5Oct. 1 st FY 2013 Important Dates for PBI Formula
Program 84.031P
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Annual Performance Report Review April 15th G-5 Input
(Substantial Progress/Budgets for 2013 -14) April 19th NCC Slate
Approval April 30th GANs mailed to Institutions May 17th FY 2013
Important Dates for PBI Competitive 84.382A
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Annual Performance Report Review April 2013 G-5 Input
(Substantial Progress/Budgets for 2013-14) May 2013 NCC Slate
Approval June 2013 GANs mailed to Institutions June 2013 FY 13
MSEIP Competition Dates: Notice Inviting Applications (NIA) -
Publication in the Federal Register: March 29, 2013 Application
Closing Date: May 2013 Pre-application Webinar: April 9 and 11,
2013 Notification to successful and unsuccessful applicants: July
31, 2013 APR (Annual Performance Reports) for FY 13 due date:
December 31, 2013 Note: These dates are subject to change. Please
check the MSEIP website for changes and for up- to-date
information:
http://www2.ed.gov/programs/iduesmsi/index.htmlhttp://www2.ed.gov/programs/iduesmsi/index.html
FY 2013 Important Dates for MSEIP Program 84.120A
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Internal Grant Competition Process Ongoing 2013 Grant
Competition May 2013 Budget Review/Slate Preparation June 2013
Slate Approval July 2013 GANS Mail Out July 2013 FY 2013 Important
Dates for MRS Program 84.414A