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PLANNING & ORGANIZING THE PERKINS GRANTNew Coordinators Training September 8,
2010
Presented by Gloria Venable
PLANNING & ORGANIZATION OVERLAP Information to be used in putting
together the 2011-12 Grant – Work with team
Managing the 2010-11 grant– Activity Amendments, budget
amendments The 2009-10 Grant – Review activity success in meeting
indicators– Data
RESOURCES• http:// www.adheperkins.com
–Handbook –Calendar, Timeline, Blog, meeting information, Forms–Technical Assistance
RESOURCES
Portal may be accessed at web site address or log on at
http://www.perkinsreporting.com/
WHEN CREATING A PLAN
• Allow sufficient planning time • Assemble your team• Look at data• Determine how Perkins fits into the
overall plan for the institution?• Review Required and Permissive Uses
(Handbook) • Review previous years activities
(Portal)
Keep in mind . . . For 2011-12
• Plans Due in State office May 31• Plans processed in order received• Substantial approval of plan required
before expenditures can be reimbursed• No retroactive funding– Salaries are an issue if plan is not in
approvable form by July 1
You may feel like . . .
You need help
Assistance Available
• Resources• Perkins Team• Technical assistance–Ask
Let’s Start here
Perkins Web Site
Handbook
Portal Access
REVIEWReview 5-Year Plan
PLANNING AND ORGANIZATION
• Handbook Section 3– STATE PLAN OVERVIEW – LOCAL PLAN DEVELOPMENT – Local 5-Year Plan – Annual Plan – Programs of Study
HANDBOOK SECTION 4
SECTION 4 – Annual Plan
Provides tests for activities being considered
• Is activity a new one or does it improve or expand and existing program? – Perkins supports CTE improvement not
maintenance
• Does this activity address required uses of Perkins funds?– required uses must be met; 5-year plan
outlines where how; Activities to be consistent with those commitments.
Activity tests . . .
• Is the activity of sufficient size and scope as to effectively impact performance measures?
• How long has Perkins funded the activity? --3 years max, but must be justified each
year.
• Was the activity funded during the previous year?--Caution regarding supplanting
• Is it required by federal, state or local law ?
• Does the activity address a core indictor area that is deficient? – Perkins funds cannot be used to support
a program or a core indictor area that is above the state performance target unless all indicators are currently being met.
• Is there data to support the need and can the impact of funding be measured? --Measured within the program year
Section 7 - Guidance
SECTION 7 - GUIDANCE
CAUTION!
• Review Allowable/Disallowable lists found in handbook under Handbook Section 4
• Funds are generally disallowable for direct assistance to students including tuition, books or fees, entertainment or food, awards and memorabilia, furniture and facilities, or general advertising.
ASSESSMENT
Core Indicator Improvement Local Assessments – Measured at
institution level If Data used it must be data that
is available at END OF PROGRAM YEAR (June 30)
State the Expected Outcome – must be quantified.
2010-11 YEAR GOING GREAT! Present plan is written I have time ahead to pull team
together for 2011-12
. . . But what if I have to make changes in this year
Plan in place, now . . .
Manage grant Resources, finance, reimbursements, data, improvement plan
Provide leadership, see that activities are completed as planned, track progress of current activities, report results, initiate planning for new year—Keep your team in place
Amend activities if needed, amend budgets if needed
Design an improvement plan for increased student achievement
Review resources to Increase knowledge of Perkins Grant
YOUR PRESENT PLAN CAN BE AMENDED
Give the same thought to amendments as you would in writing a new activity
It may be appropriate to write a new activity and amend your present plan
AMENDMENTS TO PRESENT PLAN
• Required If substantial change in scope of activity
• To move unused $ from one activity to another
• When there is a 10% variance in any budget category
• Must be approved by state staff prior to obligating funds.– No retroactive “covering of expenditures” by
creating an amendment.
Questions to ask first
• Is it allowable?• Support an indicator?• Has Need been documented?• Is deviation from the original activity
justified?• Are there deadlines to be
considered?• Budget changes? • Where do $ come from? $ Go to?
PREPARE TO ENTER AMENDMENT Sign in to the portal Navigate to the first activity to be
amended Complete all the changes and/or
additional information for that activity, then move to the other activities affected.
AMENDING AN ACTIVITY
Amendment Box
AMENDMENTS ENTERED IN PORTAL
• Enter description into Amendment box – Precede description with AMEND:
(00/00/00)
• Enter new budget for activity• Amend assessment section if
affected –Measure– Outcome
• Submit amendment
AMEND BUDGET
Amend Assessment, Expected outcome, if affected
SUBMIT AMENDED APPLICATION
• Submit from summary page
Affirm
Check off and Submit
Approved StatusIf status is “Under Construction” then try again.
CHECK SUMMARY PAGE
AMENDMENT REMINDERS
• All information pertaining to that activity is included in the amendment.
• If moving money, 2 activities are affected– EACH has a description of how that
particular activity is affected– EACH has a budget amendment
• Use AMENDMENT BOX not “notes” section to describe amendment.
Notification
• You will receive a system notification that your amendment has been submitted
• You will receive a system notification when your amendment is approved.
TECHNICAL RESCUE ASSISTANCE
• Do your research – Handbook Selected Program Guidance
• Email• Call• Webinars• On-campus assistance, if needed
SITE VISIT PREPARATION
– Site visit check off form– Compliance Site visit form – Supplemental Fiscal Reviews
Have a great year
• Feeling more prepared?
