Updates to New Grantees September 2015 Welcome and Overview Participants Will Be Able To: Understand 21 st Century Programming Understand First Year Implementation Review Understand High Quality Program Performance Objectives and Implementation Explore Additional Resources Role of ODE and Expectations 21 st Century Staff Regional Brown Bag Facilitators Technical Assistance Regions Ohio Department of Education Department Updates Literacy and Expanded Learning Time Motivation https://www.youtube.com/watch?v=P0zVPZB ykSE Pretest Please take out your phones and go to https://kahoot.it/#/ Enter game-pin (see front board) Program Requirements Overview 21 st Century emphasis is on: Improved reading, mathematics Positive youth development Parent and family engagement Program Calendar Program must begin before Oct. 15, annually Program may not end before April 15, annually First year implementation documentation due in Compliance System by Dec. 18, 2015 Licensing Ohio Department of Education Licensing Contacts Marlene Fields Diana Saunders Ohio Department of Job and Family Services Help Desk , Option 4 Child Nutrition Programs Nutrition Contacts Call: MEAL (6325) Website:Search keywords: Food and Nutrition Click: How To Become A School Meals Program Sponsor Mandatory Trainings Orientation ALL Regional Brown Bags Annual Summit Know Your Grant Read and reread your grant Create a quick fact sheet to give brief description of program Meet with your partners and stakeholders Create a list of program task Think-Pair-Share What are some possible challenges that you have or may encounter in the first year of your program? Literacy and Expanded Learning Literacy Resourceswork/wp- content/uploads/PDFs/GUIDEfinalC2.pdfhttp://how2designweb.com/ctafterschoolnet work/wp- content/uploads/PDFs/GUIDEfinalC2.pdfresources/lesson-plans/http://www.readwritethink.org/classroom- resources/lesson-plans/ https://www.readinga-z.com/tc.pbs.org/teacherline/courses/rdla220/docs/ fisher.pdfhttp://www- tc.pbs.org/teacherline/courses/rdla220/docs/ fisher.pdf Program Performance Objectives A high quality PPO provides the framework for program planning and implementation. Should be S.M.A.R.T. Determines the success and/or the need to modify your approach. Program Performance Objectives Reading Math Positive Youth Development Family Engagement What High Quality PPO Shows Program goals: What does the program strive to accomplish? Best Practices/ Standard Based Research: What does research tell us about the strategies and activities we need to implement to accomplish the goal? Program Strategies: How the goal is going to be accomplished? (Action Step) What a High Quality PPO Shows Data sources and performance measures: What will be used to prove the goals were met? Outcomes: What positive results will occur? Where Will You Find The PPO Goals Strategies Action Steps Data/Outcomes Think-Pair-Share What are some road blocks to achieving your Program Performance Objectives (PPOs)? How can you address these road blocks? Curriculum All curriculum used must be scientifically based research. (SBR) If program wants to change SBR, a note must be made in the CCIP history log and then approved by consultant prior to change. Collaborate A requirement of 21 st CCLC is collaboration with students, parents, community partners, and outside resources. Make sure that you document these collaborations through meeting agendas, minutes, surveys, or notes. Think-Pair-Share Who are some of your program collaborators? Does your program have any out-of-the ordinary program collaborators? First Year Implementation Documentation Review Keep everything from day one Appropriate evidence Document, document, document First Year Implementation Provide proof that programming described in application is being offered. Program roster Mandatory Training First Year Implementation Fiscal Desk Review Nonpublic Consultation (providing proof that services were offered to all eligible students) Path A, B,or C specific information First Year Implementation Thoughts of reviewers Technical assistance First Year Implementation Desk Review Corrective Action Plan Compliance Trainings Please plan to attend one. Oct. 1, Central Region, State Library of Ohio Oct. 8, Northeast Region, Lorain Community College October TBD, Northwest Region Oct. 16, Southeast Region, Rio Grande College October TBD, Southwest Region WordPress https://21stcenturylearningcenters.wordpress. com/https://21stcenturylearningcenters.wordpress. com/ (to sign up) Posts Program Shares/Technical Assistance Resources Post-test Please take out your phones and go to https://kahoot.it/#/ Enter game-pin (see front board) Program Requirements Overview 21 st Century programs are required to: Implement components of approved application Adhere to federal, state, and local requirements Maintain fiscal compliance Respond to Data Requests Funding For State Fiscal Year 2016 (SFY16) (July 1, 2015 June 30, 2016) 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 Award Duration Three year period for approved grants Continuation application needed for consecutive years Budget Revision What is a BUDGET REVISION? When making certain changes to the last approved budget to meet federal requirements or to pay for expenditures not originally budgeted. Budget Revision Required when program activities are expected to exceed 10% of the current total approved budget in an object code. A CCIP history log justification is required based. What you should know about Budget Revisions Budget Revision When considering a budget revision, all anticipated expenditures must be within reason, allocable, necessary, and compliant for 21 st Century programming purposes. What you should know about Budget Revisions Budget Revision A budget revision must be submitted and approved via the CCIP made prior to obligating the funds. What you should know about Budget Revisions Strategic Planning Review funds Monitor Funds Project spending Changes Submit a budget revision Substantial Approved Date/Period of Availability Substantially Approved Date: Determines the date that funds can be obligated. Period of availability: July 1 June 30 What is a PCR? A PCR is a Project Cash Request. Request for cash for grant expenditures; Request based on approved budget; Sub recipients may request a maximum of one (1) month plus, if applicable, any negative balance; and All funds must be expended in the month in which you request them. Project Cash Requests Tips on Submitting a PCR via CCIP Immediate Cash Need Advances for upcoming month Monthly Submission due monthly by 25 th Annually the final expenditure report (FER) is due via CCIP on or by Sept. 30 (90 days after the project ending date June 30); FER must reflect actual expenditures; and 21 st Century grant does not have a carryover provision. Final Expenditure Report Tips All grants, federal or state, have requirements to ensure the grant is used for its intended purpose. If determined to be noncompliant the funds would be required to be returned and future funding could be in jeopardy. Determination could be through an audit, monitoring or simple desk review. Grants and Requirements Some Basic Federal Requirements Cash Management - 34 CFR Final Reporting - 34 CFR due 90 days after termination of grant (Final Expenditure Report) Some Basic Federal Requirements Period of Availability (POA)- 34 CFR insure expenses are incurred within the project period Time & Effort - 2 CFR 225 Appendix B (8)(h)(3 & 4) Some Basic Federal Requirements Allowable Costs 2 CFR Part 225 Appendix A-Section c(3)(a) and C(1)(a-j) Costs that are: Expenditures Based on current approved budget Must be: -Reasonable -Allowable -Necessary Use good common sense when making expenditure/obligation decisions Allowable Use of Funds Transportation costs Curriculum materials Supplies, including computers/printers, pertaining to academic enrichment Staff salary and benefits Allowable Use of Funds Student incentives Program evaluation Youth development contractors Rent (reasonable and necessary/for afterschool activities only) Examples of Unallowable Expenditures Food (of any kind) for program need Grant Writer Vehicle Purchase Building Purchase or major Repairs/Renovations Required Grant Cycle Reviews Compliance and Performance Assessment (CAPA) - Second Year of grant (Monitoring & Fiscal) Grant Close Out (Fiscal) State/Federal Audits (Regular & Single) 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 Data Systems Review SAFE (Secure Application for Enterprise) STARS (System to Achieve Results for Students) Is a Web-based professional development portal. It is managed and supported by the Ohio Department of Education. Data Systems Review OEDS-R (Ohio Educational Directory System Redesign) CCIP (Comprehensive Continuous Improvement Planning System) Data Systems Review IRN (Information Retrieval Systems) Grant # (Assigned by CCIP) OEDS-R Roles - CCIP Authorized Rep/Superintendent -CCIP Fiscal Rep/Treasurer Data Entry Planning Data Entry Funding Data View Planning Data View Funding -OEDS-R Administrator Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R. CCIP Roles -CCIP Authorized Rep/Superintendent -CCIP Fiscal Rep/Treasurer Data Entry Planning Data Entry Funding Data View Planning Data View Funding These roles must be assigned via OEDS-R. Only CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can add roles to OEDS-R. OEDS-R Only Roles Program Manager - 21 st Century Grant CCIP Auth Rep/Superintendents, Treasurers and OEDS-R Administrators can give access New Federal 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 Reporting Program Data Regional Brown Bag Meetings Mandatory for all new grantees Informal Peer Networking Program Enhancements Regional Brown Bag Facilitators Northwest Warren Fauver Northeast Cathy Heck Central Kathy McWatters Southwest Simon Bradley Southeast Fannie Metcalf & Sarah Wright Questions education.ohio.gov ohio-department-of-education Ohio Families and Education Ohio Teachers Homeroom OhioEdDept storify.com/ohioEdDept