INSTITUTIONAL SERVICE

INSTITUTIONAL SERVICE

Historically Black Colleges and Universities Division

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

The HBCU Division Team

Yolande Badarou (202) 219-7118 MPBI

Jonathan Braxton (202) 502-7645 HBGI

Darryl Davis (202) 502- 7657 Robert C. Byrd

Karen Epps (202) 502-7774 MRS

Wendy Lawrence (202) 219-7097 HBCU

Krish Mathur (202) 502-7512 MSEIP

Bernadette Miles (202) 502-7616 PBI-Comp/PBI Formula

Frederick Winter (202) 502-7632 MHBCU

Donald Watson, HBCU Division Director

Program Officers Program Lead

Topics of Discussion

Focus Areas for Grantees

Reoccurring Issues

Important Dates

Helpful Resources

Best Practices Presentations

Focus Areas

Redirecting Grant Funds

Institutionalizing Grant Programs

Encouraging Reliance on Endowments

Investing in Private Sources

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)).

Institutionalizing Grant Programs

Access and Evaluate the needs of the

Institution

Develop Restructuring of Program Activities

Incorporate Programs at the Institution

Establish Independency

Encouraging Reliance on Endowments

Endowments for financial stability

Institutional Investment Strategy/Policy

Drawdown

Investing in Private Sources

Community Investment

Capital Campaigns

Naming Opportunities

Reoccurring Issues

Activities with

Measurable Objectives

Allowable Uses of

Carryover Funds

Requesting and Receiving

Prior Approval

Domestic and International

Travel Requests

Institutional

Internal Controls

Internal Controls

Institutional Internal Controls

What are some characteristics of successful Project Directors in regards to their institution’s 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)

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

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

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.

Measurable Objectives

2011 Project Director’s 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?

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

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

Your program’s 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 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 Circulars

Phase I Data Collection Due April 1st

Director Review and Approval of Awards April 15th

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 1st

Application and Budget Reviews Oct. 1st

FY 2013 -2014 Funds Available in G-5 Oct. 1st

FY 2013 Important Dates forHBCU/HBGI Programs 84.031B

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

Phase I Data Collection DueApril 1st

Director Review and Approval of Awards April 15th

IS Director and DAS Review and Approval of Awards

April 29th

Allocation Notification Letters Mailed May 3rd

Phase II Data DueMay 17th

GANS mailed to institutionsJune 1st

Application and Budget ReviewsOct. 1st

FY 2013 – 2014 Funds available in G-5 Oct. 1st

FY 2013 Important Dates forPBI Formula Program 84.031P

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 forPBI Competitive 84.382A

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.html

FY 2013 Important Dates forMSEIP Program 84.120A

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 forMRS Program 84.414A