Updates to SubGrantees September 2016 Welcome and Overview

Updates to Sub-Grantees September 2016

Welcome and Overview

Role of ODE and Expectations 21 st Century Staff Technical Assistance Regions

Participants Will Understand: • Professional Development Opportunities • Data Systems Information • Making Partnerships Work • Provisions of Equitable Services • Fiscal Responsibilities • Sustainability and Evaluation Requirements

Orientation Brown Bags Bidders Conference Summit Sustainability Compliance Training CCIP New Applicant Training

Regional Brown Bag Meetings Mandatory for all new grantees Informal Peer Networking Program Enhancements

Collaboration/Partnerships October- Site February Summit Family Engagement April Community

Regional Brown Bag Facilitators • Northwest – Annette Rosebrock & Jill Proudfoot • Northeast – Cathy Heck • Central – Kathy Mc. Watters • Southwest – Simon Bradley • Southeast – Fannie Metcalf & Sarah Wright

Regional Map

Data Systems Review SAFE (Secure Application for Enterprise)

Data Systems Review OEDS (Ohio Educational Directory System) CCIP (Comprehensive Continuous Improvement Planning System) STARS (Professional Development and Technical Assistance System)

Data Systems Review IRN (Information Retrieval Systems) Grant #

OEDS Roles CCIP Authorized Rep/Superintendent CCIP Fiscal Rep/Treasurer OEDS-R Administrator Program Manager-21 st Century Grant • • • Data Entry Planning Data Entry Funding Data Entry Compliance (New Role) Data View Planning Data View Funding

CCIP Roles § CCIP Authorized Rep/Superintendent § CCIP Fiscal Rep/Treasurer § Data Entry Planning (Planning Input) § Data Entry Funding (Fiscal Input) § Data View Planning (Planning View) § Data View Funding (Fiscal View)

21 APR Federal Information Collection System Federal requirement for all 21 st CCLC sub-recipients Collection of program demographic data - self reported Failure to submit = no continued funding

Reporting Program Data State Education Agency Sub recipient Site 1 Site 2 Site 3 Feeder Feeder

Making Your Partnership Work Assurances MOU with Primary Partner Consistent and Ongoing Communication

Partnerships Grantee is Responsible for Developing Partnerships Staff/Partnership Meetings Expand Partnership List to Meet Programmatic Needs

Equitable Services – Key Points Equitable Participation is… Consultation must be TIMELY, MEANINGFUL and is REQUIRED

General Equitable Services Information *IMPORTANT REMINDER* REQUIRED: Local Education Agency to be responsible for provision. School districts have the data to know where students reside and would attend. (Follow the Title I Model) The provision is required regardless if a CBO is the lead partner.

General Equitable Services Information Districts may add a continuing grant to the already required non-public consultation. The CBO partner may do the contact, but if the provision is not implemented correctly, the district partner is responsible. The district knows who they are required to consult with during non-public consultation.

Program Requirements Overview 21 st Century programs are required to: ü Implement components of approved application ü Adhere to federal, state, and local requirements ü Maintain fiscal compliance ü Respond to data requests

Funding For State Fiscal Year 2017 (SFY 17) (July 1, 2016 – June 30, 2017) – USDOE funds made available traditionally by early summer – Ohio was awarded approximately $43 million this fiscal year – Minimum funding allocation: $50, 000 – Maximum Path B/C funding allocation: $200, 000 – Maximum Renewal Path A funding allocation: $500, 000

Award Duration Three year period for approved grants Renewals needed for consecutive years

Budget Revision What is a BUDGET REVISION? When making certain changes to the last approved budget to meet federal and state requirements or to pay for expenditures not originally budgeted.

Budget Revision What you should know about Budget Revisions… Required when program obligations are expected to exceed 10% of the current total approved budget in an object code. A CCIP history log justification is required.

Budget Revision What you should know about Budget Revisions… When considering a budget revision, all anticipated expenditures must be within reason, allocable, necessary, and compliant for 21 st Century programming purposes. Review “factors affecting allowability” of cost guidance on ODE’s grants webpage.

Budget Revision What you should know about Budget Revisions… A budget revision must be submitted and approved via the CCIP prior to obligating the funds.

Strategic Planning ü Review funds Monitor Funds Changes ü Project spending ü Submit a budget revision

Substantially Approved Date/Period of Availability Substantially Approved Date: Determines the date that funds can be obligated. Period of availability: July 1 st – June 30

What is a PCR? A PCR is a Project Cash Request. üRequest for cash for grant expenditures; üRequest based on approved budget; ü Sub recipients may submit multiple cash requests monthly. üMay request any negative balance plus an expense to meet obligation that will be paid within 5 business days of receipt of funds üBest practice is to have invoice in hand since all advance funds must be expended within 5 business days of receipt.

Project Cash Requests Tips on Submitting a PCR via CCIP… üImmediate Cash Need ü Advances must be for obligations that will be paid within 5 business days of receiving funds üMultiple advances can be requested monthly. With proper timing, deficits can be avoided. Once the a pending PCR changes to paid, another PCR can be submitted immediately on the same day.

Final Expenditure Report Tips Annually the final expenditure report (FER) is due via CCIP on or by Sept. 30 (90 days after the project ending date – June 30); üFER must reflect actual expenditures (no encumbered amounts); and ü 21 st Century grant does not have a carryover provision.

Grants and Requirements 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.

Some Basic Federal Requirements Cash Management - codified as 31 CFR part 205 and 2 CFR 200 – PCR assurances Final Reporting – 2 CFR 200 Closeout (200. 343)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 obligated within the project period – SAD through June 30 th and liquidated by September 30 th. Time & Effort - 2 CFR 225 Appendix B (8)(h)(3 & 4) & 200. 430

Some Basic Federal Requirements Allowable Costs – 2 CFR Part 225 Appendix A-Section c(3)(a) and C(1)(a-j) & 200. 302

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

Program Sustainability

Program Sustainability • Planning starts upon award • Ongoing training and learning opportunities • Expectations for sustainability • Partner supports • Leveraging • Data and telling your program’s story

State Evaluation Findings

Program Evaluation ODE Requirements Grantee Requirements State Evaluation Team

Determine Impact Statewide and by grantee

Research Questions 1 How does implementation of the 21 st Century program vary across the three primary paths associated with the 2015 and 2016 RFPs, particularly in relation to supporting literacy, career readiness and school attachment?

Research Questions 2 In what ways are 21 st Century programs trying to take steps to ensure the quality of the programming they are delivering?

Research Questions 3 What kinds of experiences are youth having in programming? How do these experiences vary across the three primary programming paths associated with the 2015 and 2016 RFPs?

Research Questions 4 To what extent do youth that participate in 21 st Century-funded programming more frequently (high attending youth) demonstrate greater annual growth on short-term measures of targeted skills, beliefs, and knowledge compared to youth participating in the program less frequently (low attending youth)?

Research Questions 5 To what extent do youth that participate in 21 st Century-funded programming more frequently (high attending youth) for multiple years perform better on schoolrelated outcomes compared to similar youth attending the same schools not participating in programming?

Data Reported by 21 st Century Grantees Student Enrollment Student participation in the program Local evaluation

Data Reported by Districts Student achievement on statewide assessments Student attendance Student discipline

Student Data Exchange

Questions

education. ohio. gov

Social Media Ohio Families and Education Ohio Teachers’ Homeroom ohio-department-of-education storify. com/ohio. Ed. Dept @OHEducation @suptrichardross Ohio. Ed. Dept