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1Welcome!
U.S. Department of EducationOffice of Elementary and Secondary EducationOffice of Safe and Healthy Students (OSHS) FY 2014 School Climate Transformation Grant Program – Local Educational Agencies (SCTG - LEA) Grant (84.184G)
2
WELCOME, PIONEERS!
3AGENDA
1. Overview of “Now is the Time”2. Introduction to the Team3. Grant Overview Information4. Regulatory Policy Requirements5. GANs6. Monitoring tools7. Fiscal Management8. Contracts9. Expanded Authority10. Administrative Actions11. Performance Reports12. Record Keeping13. Freedom of Information Act (FOIA)14. Audits15. Grant Monitor’s Role16. Communication17. Budget18. Tech Assistance Resources19. Project Director’s Meeting20. Goals, Objectives, and Activities21. Staffing22. Evaluations
4School Climate Transformation and
”Now is the Time”Why Now?
“If there is even one step we can take to save another child, or
another parent, or another town, from the grief that has visited Tucson, and Aurora, and Oak
Creek, and Newtown, and communities from Columbine to Blacksburg before that -- then surely we have an obligation to
try.” – President Obama
What Now?
Comprehensive Plan to make schools safer:• School Climate Transformation Grants to
Districts and States• Project Prevent Grants to School
Districts• School Emergency Management Grants
to States
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School Climate Transformation grants to school districts—$35,818,097
School Climate Transformation grants to states—$7,339,654
Project Prevent grants to school districts—$14,167,876
School Emergency Management grants to states—$13,082,991
$70
Million
130 Grantees 38
States
6Grant Monitor: Phyllis Scattergood
City Applicant Name StateSalinas Monterey County Office of Education CA
Louisville Jefferson County Board of Educaton KY
New Orleans Orleans Parish School Board LA
Detroit School District of the City of Detroit MI
Philadelphia The School District of Philadelphia PA
7Grant Monitor: Eve BirgeCity Applicant Name Stat
eAshville St. Claire County Schools AL
Pasedana Pasadena Unified School District CA
Santa Rosa Santa Rosa City Schools CA
Oakland Oakland Unified School District CA
Pico Rivera El Rancho Unified School District CA
Eureka Eureka City School CA
Lakeport Lake County Office of Education CA
Hemet Hemet Unified School District CA
Ukiah Mendocino County Office of Education CA
Lindsay Lindsay Unified School District CA
Pleasanton Pleasanton Unified School District CA
City Applicant Name State
Cerritos ABC Unified School District CA
Oakland Leadership Public Schools CA
Arleta YPI Charter Schools, aka Bert Corona Charter School
CA
Visalia Tulare County Office of Education CA
Washington Eagle Academy Public Charter School DC
Harvey Jefferson Parish Public School System LA
Shreveport Caddo Parish School Board LA
Concord Cabarrus County Schools NC
Hominy Osage County Interlocal Cooperative OK
Chesnee Spartanburg County School District Two
SC
St. Thomas Virgin Islands Department of Education VI
Grant Monitor: Eve Birge
8Grant Monitor: Sarah SisaveCity Applicant Name Stat
eSan Carlos San Carlos Unified School District AZ
Marana Marana Unified School District AZ
Alton Alton Community Unit School District #11
IL
Zion Zion Elementary School District 6 IL
Sandoval Sandoval Community Unit School District 501
IL
Newton Newton Public Schools MA
Reading Town of Reading MA
Wilbraham Hampden-Wilbraham Regional School District
MA
Lincoln Lincoln Public Schools NE
Papillion Papillion-La Vista School District NE
Fremont Fremont Public Schools NE
City Applicant Name State
Laconia Laconia School District NH
Auburn Auburn Enlarged City School District NY
Buffalo Board of Education, Buffalo, NY NY
Lyons Lyons Central School District NY
Cheektowaga Cleveland Hill Union Free School District NY
Middle Island Longwood Central School District NY
Cheektowaga Cheektowaga Central School District NY
Lancaster School District of Lancaster PA
Salt Lake City Granite School District UT
Tooele Tooele County School District UT
Vancouver Vancouver School District #37 WA
Grant Monitor: Sarah Sisaye
9Grant Monitor: Maureen HermanCity Applicant Name Stat
eFort Lauderdale The School Board of Broward County,
FloridaFL
Jacksonville Duval County Public Schools FL
Fernandina Beach Nassau District School Board FL
Tampa Hillsborough County Public Schools FL
Bartow School Board of Polk County FL
Ft. Dodge Ft. Dodge Community School District IA
Des Moines Des Moines Independent Community School District
IA
Corbin Corbin Board of Education KY
Murray West Kentucky Educational Cooperative
KY
Inez Martin County Board of Education KY
Pigeon Elkton-Pigeon-Bay Port Laker Schools MI
City Applicant Name State
Muskegon Muskegon Area Intermediate School District
MI
San Antonio South San Antonio Independent School District
TX
San Antonio Southside Independent School District TX
Pasadena Pasadena Independent School District TX
San Antonio San Antonio Independent School District
TX
Karnes City Karnes City Independent School District TX
Berlin Berlin Area School District WI
Appleton Appleton Area School District WI
Wausau Wausau School District WI
West Allis West Allis-West Milwaukee School District
WI
Grant Monitor: Maureen Herman
10Introducing the Team!
Grant Monitors PBIS TA Center
Federal Partners
WA1 – ‘14
UT2 – ‘14 CA
15 – ’14
NV
MT
AZ2 – ‘14
TX6 – ’14
NE3 – ‘14
OK 1 – ‘14
IA2 – ‘14
MO
LA
3 – ‘14
MI
3 – ’14
WI 4 – ‘14
IL3 – ’14
KY4 – ’14
AL1 – ‘14
FL
5 – ‘14
OH
VA NC
1 – ‘14
SC 1 – ‘14
PA2 – ‘14
NY 6 – ‘14
School Climate Transformation Grant Awardees
2014 SEA
2014 LEAs with no SEA
HI
CT
DE
MA3 – ‘14
DC1 – ‘14
NH1 – ‘14
VI1 – ‘14
10
Congratulations
12“If we can’t help protect kids and staff, and make them feel
safe at school, then everything else that we do is
secondary…”
U.S. Secretary of Education, Arne Duncan.
“If kids don’t feel safe, they can’t learn. It’s that simple.
Through these grants of more than $70 million, we
are continuing our commitment to ensure that kids have access to the best
learning experience possible.”
13
Regulatory/Policy Requirements
Your Grant
Program legislatio
n
Education Department
General Administrative Regulations
(EDGAR)
OMB Circulars
(cost principles,
administrative
requirements, and audit
requirements)
Grant Announce
ment/ Application
Package
Grant Award
Notification
Written Guidance
14G
ran
t A
ward
Noti
ficati
on
(G
AN
)PR/Award No.
Award Periods
Funding Level
Terms and Conditions
• Blocks identify different areas of information (examples: block 2, 3, 6, 9, and 10)
• Performance Period is the total period for which funds are awarded to a grantee
• Budget Period is annual increments of time to which a performance period is divided for budgetary purposes (usually 12 months)
Grant Award Notification
15Monitoring Tools
Performance Call• Post-Award• Periodic Monitoring
Site Visits• Notification• Report and Findings
G5 System• Expenditures• Excessive Drawdowns
Audit Reports• Corrective Actions• Grant Compliance
Other• Congressional notification• Public complaints
16Fiscal Management“A grantee shall use fiscal control and fund accounting procedures that insure proper
disbursement of and accounting for Federal funds” (EDGAR §75.702)
Accountability – project director
Accurate accounting
system
Financial procedures
Contracts Internal controls
17Fiscal Management (continued)
Drawing Down Funds
Returning Funds
Types of Payments
Indirect Cost Rates
G5 Access (www.g5.gov)
18Contracts
Adhere to State/Local §procurement process (EDGAR §74.40-48)
Free and open competition
Terms and conditions of contract being met
Maintain files
Ensure no conflict of interest
Written procurement procedures
19Expanded Authorities
Pre-Award Costs Carryover
Budget Transfers
One-Time No-Cost
Extensions
20Administrative Actions
Post-award request/change Requires new GAN No change to scope/objective Actions that require ED approval
21Performance Reports
ED 524B
Coversheet
Executive Summary
Project Status Chart
(Sections A, B, C)
Dear Colleague
Letter
Submit via G5 Types
Annual
Final
22Recordkeeping Viable recordkeeping system All-grant related documents Fiscal and administrative records Retention period – 3 years after closeout
(EDGAR §74.53)
23Freedom of Information Act (FOIA)
Documents submitted
become Federal records
Public access to Federal Records
Exceptions (personal, in-
kind contributions, proprietary)
24Audits
Grantee-Initiated
Office of Inspector General
Types
Expend $500,000 or more Federal funds per year
Use independent auditor
Part 7 – Guidance for Auditing Programs Not Included in Compliance Supplement
Grantee-Initiated
Complaint
Serious findings from audit report reviewed by Chief Financial Officer
OIG Audit
25Role of the Grantee and Project Director
By accepting the grant award, the
Grantee agrees to:1. Perform the activities/work
promised in the application2. Exercise proper stewardship
of federal funds3. Comply with regulatory and
programmatic requirements4. Demonstrate and measuring
progress toward achievement of project goals and the Government Performance and Results Act (GPRA) measures established for the program
5. Report all required information to ED
The Project Director’s role in
the grant: 1. Oversees the
implementation of the project’s activities
2. Ensures the timely submission of all performance reports and that all grant activities are in compliance with ED’s regulations
3. Must be flexible, disciplined, and able to meet numerous deadlines
4. Will have experience in project and personnel management, communications, and working with both school systems and community partnerships
5. Should have knowledge of evaluation and be able to write clear and comprehensive reports
26Role of the Grant Monitor
All monitoring activities are
documented in the official grant
folder.The following
chart provides an overview of the most common
general monitoring tools
used by OSHS staff.
Monitoring Tool
27
Communications
To streamline communications and
encourage more efficient grant operations…
1. All grant related information from this office should be directed to the
project director
2. The project director should initiate and make all requests
from the grant program (e.g., e-mail messages, telephone calls) directly to me as your Education
Program Contact
28
Allowable costs are those that are permitted or not expressly prohibited.
Allocable costs are those that may be directly attributed to the operation of the project.
Necessary and reasonable costs are those that do not exceed what a prudent person would incur.
Costs that were not allowable, allocable, or necessary and reasonable were either eliminated or reduced from your proposed budget.
An OSHS staff member reviewed
your proposed budget prior to
award to determine if all items and
associated costs were necessary and
reasonable for proper and efficient
performance of your project,
allocable to the project, and
allowable under the government cost
principles.
Budget
A revised budget must be submitted to me no later than 30 days after this call. Please remember that you must follow established procedures within your institution in the procurement of any services, including the competing and awarding of any contracts.
29
Technical Assistance
ResourcesApplication Package contains requirements
and restrictions
Refer to the Education Department General Administrative Regulations (EDGAR), Office
of Management and Budget (OMB) Circulars, and ED’s Grants Policy Bulletins
30
Technical Assistance
ResourcesThe following is a list of available online resources governing grant expenditures: EDGAR – www2.ed.gov/policy/fund/reg/edgarReg/edgar.html Grantmaking at ED –
www.ed.gov/fund/grant/about/grantmaking/index.html OMB Circulars - www.whitehouse.gov/omb/circulars/index.html Grants Policy Bulletins -
www.ed.gov/policy/fund/guid/gposbul/gposbul.html So You Want to Know About Indirect Costs -
www.ed.gov/about/offices/list/ocfo/fipao/abouticg.html
Technical Assistance
Resources
31
Who:
What:
When:Where:
Why:
Project Director’s Meeting
Project Directors (if unable to attend, you must designate a representative to attend in your place)
October 28, 2014
Chicago, IllinoisAgenda will be sent under a separate cover
As the project director for this grant, you are required to attend our annual meeting for projects of new discretionary grants.
At the meeting, OSHS staff will provide an overview of the general administrative responsibilities.
32
Your application was reviewed and scored according to the program you proposed.
Changes to project goals,
objectives, and/or activities must be
discussed with your Federal
Program Monitor.
Changes must not change the scope of your
project.
Project Goals, Objectives, and
Activities
33Changes in Staffing
Staffing was approved (as indicated in your proposal) and/or amended during the budget review.
Future alterations to staff should be discussed with your Federal Program Monitor.
34Evaluation Plan: Local Evaluation
Critical to Overall Success
Provide timely information for:
• Creating Strategic Plans• Measuring Progress• Keeping the Project Focused on its goals and objectives
Important in sustaining local progress after federal funding has ended
35
I trust that these areas were satisfactorily covered. If there
are issues that remain unresolved or questions
unanswered, please do not hesitate to contact me or bring
your issues up during the questions and answers session of the training on October 28th.
36Thank you!