Presidential Awards for Excellence

in Mathematics and Science Teaching

2014-2015

OPERATIONAL HANDBOOK FOR

STATE-LEVEL SCIENCE AND MATHEMATICS

COORDINATORS

Disclaimer: Any opinions, findings, and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.

Revised: September 26, 2014

Table of Contents PAEMST Program Overview ....................................................................................................................... 3

State Coordinator Roles and Responsibilities ............................................................................................... 6

PAEMST Application Cycle Timeline ......................................................................................................... 8

Recruiting .................................................................................................................................................... 10

Mentoring .................................................................................................................................................... 11

Selecting ...................................................................................................................................................... 12

Honoring ..................................................................................................................................................... 15

Engaging ..................................................................................................................................................... 16

APPENDIX A. ............................................................................................................................................ 18

2014-2015 PAEMST Application Screening Process .................................................................................. 18

APPENDIX B. ............................................................................................................................................ 20

2014-2015 STATE COORDINATOR’S AGREEMENT FORM .............................................................. 20

APPENDIX C. ............................................................................................................................................ 22

2015 ASSM Guidelines/Forms for Reimbursement ................................................................................... 22

APPENDIX D. ............................................................................................................................................ 33

SCIENCE REIMBURSEMENT FORM .................................................................................................... 33

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PAEMST Program Overview

Each year, the President of the United States recognizes outstanding individuals who teach mathematics and science at the kindergarten through 6th grade or 7th through 12th grade level, and bestows upon them the Presidential Awards for Excellence in Mathematics and Science Teaching (PAEMST). Awards are given to teachers in each state and the District of Columbia, the Commonwealth of Puerto Rico; the Department of Defense Education Activity schools, and the U.S. territories as a group (American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands). The PAEMST program is administered by the National Science Foundation (NSF) on behalf of the White House Office of Science and Technology Policy (OSTP). In 2014-2015, the PAEMST program will accept applications from 7th – 12th grade mathematics and science (including computer science) teachers. Nomination and Application By completing the nomination form available on the PAEMST website at www.paemst.org, anyone--principals, teachers, parents, students, or members of the general public--may nominate exceptional individuals who teach mathematics and science (including computer science). Teachers may also initiate the application process themselves at www.paemst.org. To submit a nomination, the form requires the teacher’s name, email address and school contact information. If a person knows more than one teacher worthy of this award, more than one nomination may be submitted. Nominated teachers will receive an invitation to begin the application process. The invitation will include a user name and password for accessing the online application system. Eligibility Applicants must: teach mathematics or science (including computer science) as part of their contracted teaching

responsibilities at the 7-12 grade level in a public or private school; hold at least a Bachelor’s degree from an accredited institution; be full-time employees of the school or school district as determined by state and district

policies, with responsibilities for teaching students no less than 50% of the school’s allotted instructional time;

have at least five years of full-time employment as a K-12 teacher during which mathematics or science (including computer science) has been a part of the applicant’s teaching duties prior to the 2014-2015 academic school year;

teach in one of the 50 states, the District of Columbia, the Commonwealth of Puerto Rico, the Department of Defense Education Activity schools, or the U.S. territories as a group (American Samoa, Guam, Commonwealth of the Northern Mariana Islands, and U.S. Virgin Islands);

be U.S. citizens or permanent residents; and not have received the PAEMST award at the national level in any prior competition or

category.

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Application The PAEMST application consists of three components: Administrative, Narrative, and Video. The administrative component includes a teacher information form, employment verification form, letters of recommendation, résumé, and a voluntary demographic information form. The narrative component consists of a written response and supplemental materials. The applicant must select a mathematics or science concept that will be used in the written response to the Five Dimensions of Outstanding Teaching. The video component consists of a videotaped classroom lesson that corresponds to the important concept chosen and discussed in the written response to the Dimensions of Outstanding Teaching. Review Criteria After eligibility is confirmed and technical specifications are met, each application will be evaluated using the following Five Dimensions of Outstanding Teaching: Dimension One: Mastery of mathematics or science content appropriate for the grade level

taught. Dimension Two: Use of instructional methods and strategies that are appropriate for the

students in the classroom and that support student learning. Dimension Three: Effective use of assessment strategies to evaluate, monitor, and improve

student learning. Dimension Four: Reflective practice and life-long learning to improve teaching and student

learning. Dimension Five: Leadership in education outside the classroom. Review Process There is a two-tier review: At the state level, coordinators convene selection committees, which include prominent

mathematicians, scientists, mathematics/science education researchers, district level personnel, and classroom teachers. These committees select up to five finalists from each award category (mathematics or science) for recognition at the state level and forward these applications to NSF for national review. To ensure consistency across the country, all state selection committees will score their applications using the review criteria and scoring information presented in this application packet.

At the national level, NSF convenes a national selection committee composed of prominent mathematicians, scientists, mathematics/science education researchers, district level personnel, and classroom teachers. The national committee reviews state finalists’ applications and recommends to NSF up to two finalists in mathematics or science from each state or jurisdiction. The Director of NSF then submits the recommendations to the Director of OSTP. All finalists will be subject to a Federal Bureau of Investigation background check.

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Recognition PAEMST winners are announced and honored the year following receipt of the application. Each awardee receives a certificate signed by the President of the United States and a $10,000 award from NSF. Awardees and their guests are honored during events that take place in Washington, D.C. These events include an award ceremony, celebratory receptions, professional development opportunities, and discussions with policy-makers on how to improve mathematics and science education.

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State Coordinator Roles and Responsibilities NSF and CSSS or ASSM The PAEMST program is administered by the NSF on behalf of the White House. Booz Allen Hamilton (BAH) has a contract with NSF to provide operational and technical support to the PAEMST program. CSSS and ASSM are subcontractors to the BAH contract and administer the PAEMST program with the science and mathematics coordinators in every state and jurisdiction.

Role of State Coordinators The state coordinator manages the PAEMST program within his or her state or jurisdiction. State coordinators recruit eligible nominees, select and assign mentors to nominees, coordinate the selection committee, and plan recognition events. Each state coordinator must submit an Agreement Form for each year that he or she manages the program. He or she will carry out the noted responsibilities:

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Administrative:

Keep accurate documentation of all expenses, both financial and in-kind for coordination of the state-level program.

Agree to seek reimbursement along the guidelines communicated within the State Coordinator Handbook and ASSM/CSSS Fund Requests.

Submit final reimbursements to ASSM/CSSS Coordinator on or before August 15, 2015.

Summarize all activities performed in an Annual Report at the completion of each PAEMST awards cycle by August 15, 2015.

Attend training sessions as it relates to their assigned roles and responsibilities.

Programmatic:

Develop and execute a recruitment plan to gain high-quality applicants, with outreach efforts including but not limited to workshops, presentations, conferences and email distributions, especially those of historically under-represented groups in STEM.

Develop a mentoring strategy and utilize Awardees to engage with and assist applicants throughout the application process.

Recruit, organize and execute a State Selection Committee (SSC) to review all state applicants in accordance with established PAEMST criteria.

Notify all applicants of their award status and provide feedback. Coordinate recognition opportunities to honor State Finalists and Awardees. Develop a strategy to engage State Finalists and Awardees in the PAEMST program as

well as other leadership opportunities within the local community.

Funding Each state/jurisdiction receives up to $4,000, and each territory receives up to $1,200. This is on a reimbursement basis only. State coordinators do not receive a stipend for administering the program. Mentors or selection committee members may receive a stipend. However, if the stipend is more than $599, you must supply the Social Security number of the person receiving the stipend so that CSSS and ASSM can issue Form 1099-MISC to the Internal Revenue Service (IRS).

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PAEMST Application Cycle Timeline September 1, 2014: PAEMST funding cycle begins for state coordinators

October 1, 2014: Nomination period opens

October/November 2014: State Coordinator Meeting held virtually November 1, 2014: Application opens; Recruitment and mentoring of applicants begins.

Spring of 2015 The White House announces PAEMST awardees from the 2013-

2014 application cycle and NSF holds a recognition event in Washington, D.C.

Note: Until the White House announces the PAEMST awardees, all communication regarding the process is confidential. The White House issues a press release and announces the names of awardees shortly before the recognition ceremonies. The timing of the announcement varies greatly. After the White House press release, NSF notifies all state finalists who were reviewed at the national level of their status then releases the names to state coordinators.

April 1, 2015 Nomination period for the 2014-2015 award cycle closes;

recruitment of applicants ends. May 1, 2015 Application period for the 2014-2015 award cycle closes;

mentoring of applicants ends. May/June 2015 State selection committees may select up to five finalists in science

and up to five finalists in mathematics. June 15, 2015 State finalists to be submitted online to NSF contractor. All names

must be received by the NSF contractor by the June 15 deadline. June 19, 2015 State coordinators may begin notifying their state’s finalists of their

selection and may hold state award ceremonies at their convenience. Those not selected as state finalists should also be notified.

July-September, 2015 State coordinators distribute certificates for state finalists July, 2015 National selection committee reviews the applications of state

finalists and makes recommendations to NSF

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August 15, 2015 Submit final reimbursements to CSSS or ASSM for expenses

incurred during the current competition round and submit Annual Report

August 31, 2015 Funding for the 2014-2015 application cycle ends

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Recruiting Recruiting Activities (Required)

Develop and execute a recruitment plan to gain high-quality applicants, with outreach efforts including but not limited to workshops, presentations, conferences, social media, and email distributions, especially those of historically under-represented groups in STEM

Recruiting Activities (Suggested) District Level

Letters to principals/superintendents inviting them to nominate teachers Letters to local PTAs and educational organizations inviting nominations Letters to businesses and others in the community Letters to district science coordinators Electronic mailing lists

State Level

Letters to intermediate educational agencies State professional organizations for mathematics and science educators. (Awardees

in other recognition programs) National Board Certified Teachers Past PAEMST state awardees Electronic mailing lists

National Level

Contact Council of Presidential Awardees in Mathematics, Association of Presidential Awardees in Science Teaching, and Society of Elementary Presidential Awardees for active members in your state

Participants in NSF, National Aeronautics and Space Administration (NASA), and similar workshops

NSTA, NCTM, and associated groups Electronic mailing lists

Communication Suggestions

PAEMST brochure Newsletters E-mail Web sites Existing state networks Electronic mailing lists Social Media

Professional Meetings

Present a PAEMST session at conferences, meetings, and professional development opportunities

Recognize the state finalists and awardees at conferences and meetings

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Mentoring Mentoring Activities (Required)

Develop a mentoring strategy and utilize Awardees to engage with and assist applicants throughout the application process

Mentoring Activities (Suggested/Tips) Identify who can be mentors, such as:

Past awardees Past state selection committee members Past state finalists National Board Certified Teachers Building a Presence Key Leaders and Building contacts Retired teachers Higher education faculty Officers of content organizations Intermediate educational agency personnel Audio-visual resource personnel

Identify mentor roles

Be familiar with PAEMST guidelines and the applications. Note that the application has changed from years past and all mentors should familiarize themselves with the newest version online.

Review the application to ensure that guidelines are followed Videotape the nominee’s lesson Assist the nominee in reflection on the video lesson and student work Remind and encourage nominees to complete and submit their application

Utilize various mentoring strategies

Assign mentors to nominees Use existing statewide networks Give presentations at state meetings or conventions Ensure frequent communication and interaction between the nominee and mentor Use e-mail, teleconferencing, and chat rooms

Consider various aspects when matching Mentors with Nominees

Consider factors such as location, content, and grade level Train Mentor(s)

Use PAEMST selection training materials Use the national PAEMST presentation Conduct training sessions at state meetings

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Selecting Selecting Activities (Required) Reminder: The state coordinator should not judge the application submissions but should instead work to ensure that the entire selection process is conducted in accordance with local protocols and national program guidelines.

Recruit, organize and execute a State Selection Committee (SSC) to review all state applicants in accordance with established PAEMST criteria.

Be sure that all submissions are carefully screened on arrival to ensure that they conform to the requirements presented in the 2014-2015 Application Packet. For help completing this process, see the sample screening checklist included in this section. Ideally this screening should occur before applications are reviewed by state committee members.

o Current nomination forms and application guidelines can be accessed at http://www.paemst.org).

Note: Do not submit an application for national review that is incomplete or does not meet technical specifications. As soon as an application is submitted, check to make sure it is complete. If it requires follow up, please do so immediately.

Before the committee review, all committee members must be trained on matters of confidentially, conflicts of interest, and the established PAEMST review criteria.

Hold a State Selection Committee (see Committee Selection Recommendations on the next page).

Use of the online review system is required. Ensure applicant feedback is in the online reviewer system and ready for a January release.

Certify (within the state coordinator portal) by June 15 that the applicants you are submitting to the NSF contractor as your state’s finalists are:

o eligible, and applications are: complete ( no missing documents or Dimensions), meeting the required technical specifications, and have been reviewed and recommended by a state selection committee who

used the Five Dimensions of Outstanding Teaching review criteria and completed the online template.

If there are any concerns about your submission, please bring them to our attention at the time of submission, if not before.

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An Important Note Regarding National Selection Process NSF oversees and coordinates the national selection process with the help of NSF’s contractor. The national selection committee, which consists of multiple reviewer committees, meets each year to recommend two finalists from each state to become awardees.

Even though careful screening of submissions has been done at the state level and again by NSF, the national selection committee can recommend that an applicant be disqualified because of noncompliance with requirements or for other sufficiently substantive reasons. Even if only one state finalist has been forwarded to the national selection committee, that person is not automatically named a PAEMST awardee.

After the selection process is completed, the list of recommended candidates is sent to the White House for additional review and consideration. An FBI background check will be conducted for all potential awardees. After this process, the White House publicly releases the final list of PAEMST awardees. The timing of this announcement varies greatly. Upon release of the announcement, all state finalists are notified. State coordinators are notified thereafter.

Selecting Activities (Suggested/Tips)

It is highly encouraged that at least three, but no more than five, finalists be

forwarded to NSF. The selection process may vary from state to state; for example, some states assemble a

selection committee at a specific site for an all-day session, while others complete the entire process by video conferencing. The state coordinator should ensure that the selection committee is broadly representative and includes prominent mathematicians, scientists, mathematics/science education researcher, district administrators, educations, and past awardees.

The selection committee should be large enough to ensure that each submission is evaluated by at least three evaluators and that each committee member is responsible for reading no more than 8 -10 applications.

You may wish to verify by phone that potential committee members are willing and able to serve before you issue formal invitations. District-level staff often require at least 4 - 6 weeks’ advanced notice to be able to serve on such committees and usually need approval from the superintendent of schools.

You may wish to invite the president of your state’s science teachers or supervisors association to designate several teachers at appropriate grade levels as possible members of the selection committee. If appropriate, you may wish to invite the presidents themselves to serve on the committee. The goal is to have well-qualified individuals serve on the committee.

Visit the State Coordinator portal to see sample letters that can be used as models in the process of forming the selection committee. Take care to follow your local and/or state protocols in selecting committee members.

Allow ample time for activities such as scheduling the selection committee meeting, finding a site, recruiting and training committee members, arranging for parking and lunch, and making any necessary copies of the submissions for members to judge.

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Before your committee begins to review applications or meets as a committee, you should schedule a training session so that all committee members understand and use the established PAEMST review criteria during their review.

All members of your state selection committee should understand the confidential nature of the submissions and the necessity of maintaining confidentiality of the selections before they are announced.

Alert the committee members about issues related to conflicts of interest. Members should make judgments based only on the submissions and the quality evident therein, without allowing personalities or other issues to unduly influence their judgment. Members should not judge submissions about which they cannot be fully objective and open-minded.

If your committee does not meet virtually, then you will need to decide which expenses you will cover for your committee; expenses such as travel, accommodations, and meals. PAEMST program administrative funds can be used for this purpose, either for reimbursements or direct payments to vendors.

Process travel vouchers and expense reimbursement requests from committee members. Send thank-you letters to selection committee members.

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Honoring

Honoring Activities (Required) Coordinate recognition opportunities to honor State Finalists and Awardees Distribute state finalist certificates according to CSSS or ASSM guidelines

Honoring Activities (Suggested/Tips)

Provide information to immediate supervisor, state public relations person, and the assistant commissioner or commissioner, on the status of PAEMST activity and data about state finalists

Prepare and distribute press releases about state finalist After awardees are announced by the White House, prepare and distribute

press releases about your state’s awardees (in coordination with the NSF contractor’s publicity efforts)

Consider providing to state finalists: o Plaques, framed certificates, commemoratives o Donated merchandise from vendors o Business cards, clothing apparel, flowers, and similar items o Educational opportunities (e.g., museum passes) o Professional memberships and conference registrations

Consider organizing an award function (luncheon or dinner ) with/in conjunction with: o State Board of Education o Governor’s office o State professional educational association meetings and conventions

If you have an awards function, consider inviting all nominees to attend Consider naming honorable mentions in addition to state-level finalists Consider others who may provide financial support to help recognize state finalists:

o State Department of Education o State legislature o State teacher organizations o Foundations o Educational publications and vendors o Business and industry

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Engaging Engaging Activities (Required)

Develop a strategy to engage State Finalists and Awardees in the PAEMST program as well as other leadership opportunities within the local community

Engaging Activities (Suggested/Tips) There are various ways to engage state finalists and awardees. Consider:

National-Level Engagement Encourage committee membership in the National Science Teachers Association (NSTA), the National Council for Teachers of Mathematics (NCTM), and other professional science and mathematics organizations

Nominate to offices of NSTA, NCTM, and other professional science and mathematics organizations

Support attainment of National Board of Professional Teaching Standards Certification Provide professional development for mathematics and science programs such as NSF- supported curricula

Recommend membership in: Association of Presidential Awardees in Science Teaching (APAST):

http://www.apast.org / Society of Elementary Presidential Awardees (SEPA):

http://sepamembers.weebly.com/ Council of Presidential Awardees in Mathematics (CPAM):

http://cpam.teachersdg.org/ Recommend for national programs such as Einstein Fellows, NASA Educators, and Woodrow Wilson Fellowship

State-Level Engagement

Encourage committee membership in state-level affiliates of NSTA, NCTM, and other science and mathematics organization

Nominate to offices of NSTA, NCTM, and other professional science and mathematics organization

Provide professional development for statewide science and mathematics initiatives. Recommend for membership for state-level curriculum, assessment, and legislative committees

Give presentations regarding mathematics and science education to educational (e.g., superintendents, state school boards) and community (e.g., Rotary, PTA/PTO) organizations

Serve as mentors to PAEMST award nominees District-Level Engagement

Serve on district-level committees (e.g., curriculum, assessment, instructional materials, science facilities, strategic planning)

Provide professional development for district-wide mathematics and science initiatives Give presentations regarding science education to educational (e.g.,

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superintendents, state school boards) and community (e.g., Rotary, PTA/PTO) organizations

Serve as teacher mentors (e.g., new teachers, curriculum implementation) School-Level Engagement

Lead school-level science committees (e.g., curriculum, assessment, instructional materials, science facilities, school improvement)

Serve as school teacher-leader/representative for district-wide mathematics and science initiatives

Serve as teacher mentors (e.g., new teachers, curriculum implementation)

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APPENDIX A. 2014-2015 PAEMST Application Screening Process

Name of Applicant: _________________________________________ State: ___________

Please check the application for each of the following:

Applicant Eligibility The application provides evidence (as documented within the Teacher Information Form or the Employment Verification Form) that the teacher: teach mathematics or science (including computer science) as part of their contracted

teaching responsibilities at the 7-12 grade level in a public or private school; hold at least a Bachelor’s degree from an accredited institution; be full-time employees of the school or school district as determined by state and district

policies, with responsibilities for teaching students no less than 50% of the school’s allotted instructional time;

have at least five years of full-time employment as a K-12 teacher during which mathematics or science (including computer science) has been a part of the applicant’s teaching duties prior to the 2014-2015 academic school year;

teach in one of the 50 states, the District of Columbia, the Commonwealth of Puerto Rico, the Department of Defense Education Activity schools, or the U.S. territories as a group (American Samoa, Guam, Commonwealth of the Northern Mariana Islands, and U.S. Virgin Islands);

be U.S. citizens or permanent residents; and not have received the PAEMST award at the national level in any prior competition or

category. Note: NSF contractor will check to ensure that state finalists have not received the award at the national level in any other state. Technical Specifications - Administrative Component:

Employment Verification Form must be: signed and dated by the principal or a school district official; signed and dated by the applicant.

Three (3) Letters of Recommendation must be: signed and dated;

one of these letters must be from a school district official.

Résumé must: not exceed 2 pages.

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Name of Applicant: _________________________________________ State: ___________

Please check the application for each of the following:

Technical Specifications - Narrative Component

The written response to the Five Dimensions of Outstanding Teaching must: be on the Dimensions of Outstanding Teaching template and therefore have:

o the appropriate Dimension prompt before each Dimension response. o be formatted for 8.5 by 11-inch paper with 1-inch margins on all 4 sides. o have 12-point font. o be double-spaced, except for the Dimension prompt which should be single

spaced. o include in the bottom margin of each page: applicant name, Teacher

ID, and page number. not exceed 12 pages. If a narrative extends beyond 12 pages, the application is NOT

disqualified. Committee review stops at the 12th

page.

be saved as a single file and uploaded into the online application.

Supplemental materials must: be labeled with applicant name, Teacher ID, and page number. If supplemental

documents are incorrectly labeled, the application is NOT disqualified. Committee

review does not include the mislabeled pages.

not exceed 10 pages. If supplemental materials extend beyond 10 pages, the application

is NOT disqualified. Committee review stops at the 10th

page. Technical Specifications - Video Component:

The video must: correspond to the important concept chosen and discussed in Dimension One. be of a single class, lesson or experience (e.g., field trip) during the current school year. be continuous footage, unedited and devoid of any stopping and restarting of

the camera. not more than 45 minutes or one class period, whichever is shorter. If a video

extends beyond 45 minutes, the application is NOT disqualified. Committee review

stops at the45 minute mark. not contain supplementary video materials. be from the 2014-2015 school year or if the applicant is reapplying, then the video

can be from the 2012-2013 school year. Videos from applications more than one

competition removed cannot be used.

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APPENDIX B. 2014-2015 STATE COORDINATOR’S AGREEMENT FORM The Association of State Supervisors of Mathematics (ASSM) &

The Council of State Science Supervisors (CSSS)

STATE DATE

PAEMST STATE COORDINATOR NAME

Are you a member of ASSM or CSSS for your state? _______

Are you a mathematics and/or science coordinator? Mathematics______ Science______

What grade range to you advise? K-6_____ 7-12______

Are you a previous PAEMST Awardee? No______ Yes – please provide the year______

PAEMST State Coordinator Address:

_________________________________________________________________________________

_________________________________________________________________________________

Phone: Fax:

Email Address: _________________________________________________________________

To ensure continuity in the program at the state and national level, the State Coordinator shall:

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Administrative:

Keep accurate documentation of all expenses, both financial and in-kind for coordination of the state-level program

Agree to seek reimbursement along the guidelines communicated within the State Coordinator Handbook and ASSM/CSSS Fund Requests

Submit final reimbursements to ASSM/CSSS Coordinator on or before August 15, 2015

Summarize all activities performed in an Annual Report at the completion of each PAEMST awards cycle by August 15, 2015

Attend training sessions as it relates to their assigned roles and responsibilities

Programmatic:

Develop and execute a recruitment plan to gain high-quality applicants, with outreach efforts including but not limited to workshops, presentations, conferences, social media and email distributions, especially those of historically under-represented groups in STEM

Develop a mentoring strategy and utilize Awardees to engage with and assist applicants throughout the application process

Recruit, organize and execute a State Selection Committee (SSC) to review all state applicants in accordance with established PAEMST criteria

Utilize the SSC online portal to provide applicant reviews to ease process of communications with applicants and assist in providing constructive, positive feedback

Notify all applicants of their state award status and coordinate recognition opportunities to honor State Finalists and Awardees

Develop a strategy to engage State Finalists and Awardees in the PAEMST program as well as other leadership opportunities within the local community

I agree to comply with these requests:

_______________________________________

(Signature)

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APPENDIX C. 2015 ASSM Guidelines/Forms for Reimbursement

Roles and Responsibilities of PAEMST State Mathematics Coordinators

For Recruitment:

Work toward active recruitment of high-quality applicants, especially those of underrepresented groups throughout the year.

Distribute NSF PAEMST brochures to key Math organizations, past awards winners, and school personnel to assist in the recruitment of applicants.

Recommend submission of applications from qualified applicants through various state, regional or local sources and contacts, including the resubmission of past applications, as applicable.

Conduct Recruitment activities such as workshops, presentations, and e-mail listings for teacher nominees and applicants in the state PAEMST program.

The nominations process is done on-line. The 2015 Nomination form will be posted on-line October 1, 2014. The 2015 Application form will be posted on-line November 1, 2014.

For Mentoring/Coaching:

Use funds to organize a Mentoring/Coaching Committee to nominate, recruit, and mentor individuals to apply for the PAEMST program.

Aid the committee in its mission to have at least 12 completed applications for the 2015 cycle.

If you are paying someone for mentoring, please provide their social security number when requesting a stipend.

The Application process is now on-line. Mentors may need additional training to aid applicants.

For Selection Committee:

Organize the Selection Committee so that you have 3 persons for 6 applications.

Selection committee members must be trained on the use of the on-line application in the PAEMST 2015 year. All applicants are required to include a video/DVD with their application. All applications including the DVD are completed on- line.

The applications received from your state for Grades 7-12 are on-line in the portal for you to access. The 2015 Application will be for Secondary teachers Grades 7-12. The award will alternate yearly by grade level with teachers, grades 7-12 in 2015 and teachers, grades K-6 in 2016.

Work toward a revolving membership for your selection committee, allowing new, qualified participants to be involved, ensuring that both content and pedagogical expertise are represented on the selection committees.

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Ensure that applications that do not meet the established criteria (whether for failing to follow the guidelines, false content, misrepresentations of facts or conditions, etc.) are rejected confidentially and not sent to the National Selection Committee.

Submit Grades 7-12 state finalist applications to NSF by June 15, 2015.

For Recognition:

Coordinate recognition opportunities at appropriate opportunities to enhance the visibility of the program and to promote excellence in mathematics teaching.

Keep an accurate record of awards activities held for Awardees and finalists, including any support materials and strategies, news releases, brochures, etc.

Work toward more effective utilization of the expertise of the Awardees and finalists at the state level, keeping records of such strategies and impact.

Funds may not be used to provide cash awards or other gifts to Awardees and State Finalists. Funds may be used for purchasing items such as frames for certificates, plaques, keepsakes, or holding a modest recognition event (lunch, banquet, etc.) Requests for funds in the Recognition category should not exceed $2,000.

For Reimbursement:

Keep accurate records and financial documentation for all expenses incurred for the coordination of the state-level program, including all in-kind contributions.

Record anecdotal problems or issues involved with the program for discussion among state coordinators, the ASSM coordinator and national program managers.

Complete an Online Report at www.paemst.org by August 1, 2015.

Notify the ASSM coordinator in case of changes of state coordinator names, positions, contact information, email addresses, etc. as soon as possible to ensure continuity in the program at the state/national level.

Keep accurate records when requesting an honorarium including the social security numbers and list expenses separately such as mileage expenses, hotel expenses, food, parking, and other incidental expenses.

Submit final reimbursements to the ASSM PAEMST Coordinator on or before August 15, 2015.

For PAEMST State Mathematics Coordinators:

Funds for the Presidential Awards program, which is run on a fiscal year based on the year in which national Awardees are selected, can be obtained only by requesting program reimbursements for expenses already incurred while conducting the PAEMST program. Funds for the fiscal year 2015 can be requested from September 1, 2014- August 15, 2015. No state will receive more than $4,000 for coordinating the mathematics PAEMST program. No territory will receive more than $1200. You can send forms and receipts as many times as you need to get reimbursed. You need to allow 2-4 weeks for the payment of reimbursements.

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Checks will be sent by Charles Watson, ASSM Financial Officer, upon receipt of approved requests from the ASSM PAEMST Coordinator. Reimbursements can be requested electronically and/or by legibly completing the appropriate ASSM reimbursement request form and submitting two copies of the reimbursement form with receipts by the 15th of each month to:

Dr. William J. Geppert, Jr., ASSM/PAEMST Coordinator 5 Sydenham Court, Rehoboth Beach, DE 19971 302-226-3699; geppwj@aol.com

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PAEMST 2015 Funds Request- ASSM

State Coordinator Name: ___________________________ State: _______

Address: ________________________________________________

Telephone No.: ____________ E-mail address:____________________________

Make Check Payable to: __________________________ (Use if only requesting one check,

otherwise use Schedule B).

Address: _________________________________ (Federal I. D. Number or SS#, if

applicable)

_______________________________________ ___________________________

ITEMIZED EXPENDITURES FOR TIME PERIOD: to

Please attach receipts, invoices or other documentation justifying each expense. Receipts and

invoices must clearly identify the vendor name and address, date of purchase, and description

of goods or services. Mileage reimbursement requests should be calculated at a rate of $0.56

Recruitment Expense

Postage and supplies $____________________

Photocopying $ ____________________

Travel $ ____________________

Food and Beverage $ ____________________

Administrative/clerical $ ____________________

Honorarium/stipend

Lodging

$ ____________________

$_____________________

Other: __________________ $ ____________________

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Subtotal Recruitment: $ ______________

Mentoring/Coaching Expense

Postage and supplies $____________________

Photocopying $ ____________________

Travel $ ____________________

Food and Beverage $ ____________________

Administrative/clerical $ ____________________

Honorarium/stipend

Lodging

$ ____________________

$____________________

Other: __________________ $ ____________________

Subtotal Mentoring: $ ______________

Selection Committee Expense

Postage and supplies $____________________

Photocopying $ ____________________

Travel $ ____________________

Food and Beverage $ ____________________

Administrative/clerical $ ____________________

Honorarium/stipend $ ____________________

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Lodging $_____________________

Other: __________________ $ ____________________

Subtotal Selection: $ ______________

Recognition Expense

Reminder: Funds may not be used to provide cash awards or other gifts to Awardees and State Finalists.

Postage and supplies $____________________

Photocopying $ ____________________

Travel $ ____________________

Food and Beverage $ ____________________

Plaques/Certificate Frames $ ____________________

Administrative/clerical $ ____________________

Lodging

Other: ________________

$ ____________________

$_____________________

Subtotal Recognition: $ ______________

TOTAL REQUESTED: $ ______________

SIGNATURES:

___________________________________ __________________________________

State Coordinator Date ASSM Authorization Date

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For Office Use Only

State:

Check Amount: Date of Check: Charge to ACCOUNT: PAEMST-BAH, Inc.

If requesting an honorarium of $600 or greater for an individual, list his/her name, home

address, and social security number on Schedule B. Honoraria for individuals receiving less

than $600, list their name(s) also on Schedule B.

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Schedule B:

Checks are to be written to: (Provide SSN/Federal I. D. number, if applicable). Attach individual

expense sheets when applicable for each person requesting a check for expenses and/or a

stipend. NSF requires us to report expenses by category and line items. Please attach an

invoice from vendor, school district, state department, University, or professional organization,

including their Federal I. D. number and to whom the check should be sent for reimbursements

requested for them.

Name:

Address:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

Name:

Address:

Name:

Address:

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Amount:

SSN:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

Name:

Address:

Amount:

SSN:

2015 PAEMST Individual Reimbursement- Payment Voucher

(Attach this form for each individual listed on Schedule B requesting a check.)

Name__________________________________________

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Address: ________________________________ Telephone No.: ____

__________________________________

__________________________________ E-mail address________________

Social Security #:___________________

Date(s) of meeting______________ Location of meeting________________________

Name of Committee: ____________________________________________

Attach to this voucher receipts justifying the following expenditures: airline ticket, lodging, or any other

items that exceed $10. Mileage reimbursement requests should be calculated at a rate of $0.56.

Item Category Expense

Photocopying $_______________________

Food (list allowable meals) $_______________________

Travel (airfare, taxi, etc.,) $_______________________

Date departed__________ Date Returned_________

Destination: from ___________to _______________

Total Mileage ________________@ $0.56 =________ $______________________

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Lodging $_______________________

Stipend $_______________________

Other (Describe: ___________ $_______________________

TOAL REQUESTED $___________________

Signed:_________________________ Date:______________________

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APPENDIX D. SCIENCE REIMBURSEMENT FORM

Guidelines for reimbursement:

Funds may not be used to provide monetary awards (such as gift certificates) to Awardees and State Finalists. Funds may be used for purchasing items such as frames for certificates, plaques, keepsakes, or holding a modest recognition event (lunch, banquet, etc.) Funds for the Recruitment/Recognition categories SHOULD NOT exceed $2000.

Keep accurate records and financial documentation for all expenses incurred for the coordination of the state-level program, including all in-kind contributions.

Keep accurate records when requesting an honorarium, including the social security numbers, and list expenses separately such as mileage, hotel, food, parking, and other incidental expenses.

Prior approval required for expenses over $2000.

Submit final reimbursement requests to the CSSS PAEMST Coordinator on or before August 15, 2015.

Important Points:

1. Reimbursement for the 2015 cycle will occur from September 1, 2014, through August 15, 2015.

2. No state will receive more than a total of $4000 for coordinating the science awards program. No territory will receive more than $1200. You may send forms and receipts as many times as you need to get reimbursed.

a) Send a form with original receipts to CJ Evans at the address below b) State Coordinator’s signature required before funds are dispersed.

3. Questions? Contact CJ Evans; Cell 314-614-7707; jecjevans@charter.net

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Please refer to the following table when planning expenditures for the year. Requests for funds

listed as not allowable will not be refunded.

ALLOWABLE NOT ALLOWABLE RECRUITMENT

Travel expenses to do presentations Give-aways for those who are not applicants

AV rental for presentations Purchase of equipment

Copying for presentations

Small give-aways to applicants (limit $5 each)

Ads in publications

Postage for brochures/letters to principals and superintendents

Booths at state conferences

ALLOWABLE NOT ALLOWABLE RECOGNITION

Mementos to Finalists and Awardees only Cash Awards

Lunch/dinner costs for Finalists/Awardees at recognition lunch/dinner

Gift cards

State conference registration for F/A only Gifts of equipment

Travel to state conference for F/A only

Substitute pay for F/A only

Plaques, trophies for F/A only

ALLOWABLE NOT ALLOWABLE MENTORING

$150/day stipends and travel expenses for mentor OR a reasonable stipend with no travel expenses

Stipends over $599 in a fiscal year

Copying

Substitute pay for mentor

Small give-aways for mentees ($5 limit each)

ALLOWABLE NOT ALLOWABLE SELECTION

$150/day stipend to committee members and travel expenses OR a reasonable stipend with no travel expenses

Stipends over $599 in a fiscal year

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Substitute pay for committee members

Refreshments at committee meeting

Copying of videos or applications

AV rental for committee

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PAEMST Science 2015 Funds Request

State Coordinator Name

Street Address

City, State, zip

E-mail Address

SIGNATURE: State Coordinator Date Send request to: CJ Evans, CSSS PAEMST Coordinator 614 Indian Hills Drive St. Charles, MO 63301-0561 Cell: 314-614-7707 jecjevans@charter.net

STATE ___________

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STATE

2015 PAEMST Science Reimbursement – Payment Voucher

Write check to:

Mail check to:

Street Address

City, State, zip

E-mail Address Attach receipts justifying the following expenditures of any items that exceed $10.00

Item Category Expense

Photocopying $

Food $

Lodging $

Mileage (@ $0.50/mile) Total Mileage $

Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Other* $ Stipend $

TOTAL REIMBURSEMENT $ *Please provide explanation

Amount For Each Category

Recruitment $ Honoring $

Mentoring $ Selection $

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SIGNATURE:

State Coordinator Date