Welcome!

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

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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.”

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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

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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

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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.

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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

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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

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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.

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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

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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!