Just a few reminders ……
Agenda General Guidelines
Types of AwardsEnrollment Calculation ToolTips
Detailed GuidelinesSection by SectionHow to avoid delays
Good to KnowTimelineReceiptsContinuing Support
Please Remember Grants have their foundation in, and are
regulated by, State and Federal regulations and statutes
Will this grant meet the Audit Test
- Federal -State - Independent
- 60 Minutes or the NEWS The Key is here to help ensure that we
collectively meet the audit test Grant funds are contingent upon availability
of State funds and are not “entitlements”
Types of Awards Start with STARS
One time onlyMaximum of 1 year
SupportSTAR 1 onlyOne in a fiscal year and only 2 maximum
Merit/ERA (MERA)STAR 2 or higherSTAR 2 Merit once a year for up to 3 years
– extended for 2 years with CQISTAR 2 ERA beyond the 5 years
When does the Grant Process Really Start? It begins no later than at the Pre
Designation Visit Obtain an application from your STARS
Manager at the end of your meeting Submit the application within 10 days of
your designation date Understand the Enrollment Calculation
Tool
Why Do We Use The ECT• Helps us all to know the number of children
impacted by STARS! This is very important…..very
impactful!• Assists providers in making budget
projections, creating staff schedules, and maintaining enrollment.
• For providers eligible for STARS Financial Awards, this tool is used to determine the size of the provider’s Award.
What Period Do We Use Timeframes for calculating FTE align with the Early Learning
Network (ELN) data points
Contact your STARS Manager for help with completing the forms
The application cannot be processed without 2 ECTs
Designation Date
Week of October 15
Week of February 15
Week of May 15
Oct 16 – Feb 15 X X
Feb 16 – May 15 X X
May 16 – Oct 15 X X
Application Tips
Legible – printed in black ink or typed Additional pages are acceptable with
titles and page/paragraph references Name of Provider, MPI#, County on the
top of each page Submit the original – retain a copy in
your 2011-2012 grant file records
Justifications
Start with STARS and Support GrantsComplete checklists and/or applicable
sections with as much descriptive/supportive detail as possible
Mandatory In Each Section of the MERARationaleQuality StandardsOutcomesSpending Plan
Rationale
How was the use of this award intentionally planned?Underlying reasons and choicesJustify broad categories
○ Equipment and Supplies/Materials○ Professional Development○ Accreditation Costs○ Staff Compensation○ Other Expenses
Quality Standards
Which quality standards justify the projected use of award funds?Quality Standards are research-based
criterionQuality Standards are an element of best
practices within an early learning or school-age program
Using Quality Standards for decision making will assist in guiding a program toward higher levels of quality & best practices
Outcomes
How will outcomes for children or quality of the program be improved as a result of this award? How will this be evaluated?Result, effect, or consequence that is
expected from spending STARS awardsGives a benchmark for comparing the actual
changes/improvementsMeasureable outcomes assist in monitoring
progress toward better child outcomes, higher levels of quality, and best practices over time
Spending Plan
How is the use of this award part of a long-term plan for improving outcomes for the children and quality of the program?Spending STARS financial awards should
be part of a long-term plan that moves the program toward higher levels of quality
Determine if previous expenditures were successful in achieving desired outcomes
Sources of Evidence
Base spending decisions on concrete sources of evidenceDesignation visits and ERS AssessmentsWork Sampling/OunceFacility Professional Development PlanSite Safety ReviewIllness and Injury Tracking ReviewTA PlansPA’s CQI Guide to Best Practices
Recommendations (guidance on purposeful planning of STARS financial awards)
Buying TimeHiring of subs/part-time employeesExpanding hours of existing staffEnables Directors to navigate quality
standards/criteria and elicit “buy-in” from staff and Board, observations, staff meetings, conferences, planning sessions
Must add to quality Not to supplant staff salaries and not to
fund in full lead teacher, Assistant Director, or Director
Technology & Computer Access Facilities should have a functioning
computer, high speed internet access, and printing capabilities
Additional computers for teacher use with networking capability
STAR 3 and above use web-based applications for enter data
Child Care Management Software Email address required for all providers
Environmental Rating Scale (ERS) Use ERS on-line scales to guide
selection of appropriate materials Obtain the recommended items before
purchasing supplementary materials Learning vendor websites can help to
develop appropriate & rich learning environments for children
Learning Program Use award funds to strengthen and enhance the
facility's learning program Purchase curriculum guides, reference books,
observation & assessment tools Use to share children’s learning with parents Support Diversity and Cultural Sensitivity Support Inclusive Practices for children with
disabilities, social-emotional needs, or challenging behaviors
Align with PA Learning Standards and utilize books available through NAEYC
Durability and Cost Comparison Consider quality and durability when
selecting items Greater longevity is recommended over
purchasing larger quantities that need frequent replacement
Compare process among early childhood vendors
Obtain multiple quotes for items exceeding $3000.00
Creating Communities of Support Consider pooling resources & collaborating Examples
Substitute poolBidding/sharing custodial/lawn/maintenance
servicesBulk purchasingPurchase expensive items that can be sharedRent facilities together
Health and Safety
Use STARS financial awards to support and implement best practices in health & safety
Purchase health consultationVisit Health Care PA website for
suggestions
Playground audits Enhanced security and access systems
Application Document
SectionsSection 1 – Merit Award
○ I. Equipment & Supplies/Materials○ II. Professional Development○ III. Accreditation Costs○ IV. Staff Bonuses, Salaries, & Compensation○ V. Other Expenses
Section 2 – Education & Retention Award
Equipment & Supplies/Materials Site supports
Classroom FurnishingsLearning MaterialsGross Motor EquipmentMinor RenovationsCertification, business practices, computers
Multiple quotes for items $3000 or more Identical merchandise/purchases/services State provider will any pay difference between quote
and amount requested Check for ASTM approval Total – transfer to the Award Request
Summary page
Professional Development Funding is available through PA Keys
PD Refund Vouchers Access STARS financial awards to
support PD to meet Career Lattice Performance Standard after exhausting other resources
Use to attend early learning or school-age conferences
Arrange for a PQAS instructor to provide PD on site
Out of State Travel for Conferences OCDEL has not imposed any travel restrictions
on providers attending out of state conferences for 2011-2012
Must follow GSA guidelines for:Travel Rates:http://www.gsa.gov/portal/content/100715Establishing Maximum Flight Costs:http://www.transtats.bts.gov/Distance.asp?pn=0Per Diem Rates (Note: Incidental fees are not
allowable by the Commonwealth even though the GSA has them listed):
http://www.gsa.gov/portal/category/100120
Professional Development Non Credit Classes: Anticipated number of classes,
period of attendance, and the cost. Only ECE content/SACC content courses to be
funded by Merit awards. Travel costs to Professional Development activities
(note: “Other” is for hotels/meals) Substitutes for staff attending PD – ( $8 max.) Technical Assistance criteria $50/$2500/PQAS
If not PQAS need to have approval Total – transfer to the Award Request Summary page
Bonuses, Salaries, Compensation First and last name of employee Title Current Salary = Most current W-2 Bonus needs to match your Personnel
Policy – attach to application Additional Salary Requested for
increased schedule to cover breaks and planning (no supplanting)
Must be processed through payroll
Staff Compensation Used to increase staffing hours to cover breaks,
planning time, classroom observation, child assessments, family conferences, and other staffing needs
Supplement staff benefits, promote employee retention, fill in gaps not supported by ERA
Encourage the correct behaviors Use a well-developed Personnel Policy No supplanting and must add to quality Cannot fund in full Lead Teacher, AD, or Director
salaries
Compensation List the benefit
health insurance, vacation, sick time, holidays, personal, family leave, annual incremental raises, tuition reimbursement, child care, retirement, etc.
Number of staff Cost per staff Total amount requested Total bonuses, salary, and compensation -
transfer to Award Request Summary page
Other Expenses
Anything else that does not fit into other categoriesshipping and handling costs“employer” portion of taxes paid on ERAs
and bonusesOffice materials
Total – transfer to Award Request Summary page
Education and Retention First and last name of employee Position Title Date of hire – 12 consecutive months prior
to date of ERA request Are they teaching in the classroom What is the salary
Director less than $45,000Staff less than $35,000Verified against the most current W-2 (ignore
example of hourly rate)
ERA Current Education Level Major as it is on their diploma Related field + 30 ECE credits Note the SAC, HS, Pre K or EI HS, Pre K and EI may need to prorate. Amount - check the table for each award Check prior ERAs. Must be processed through payroll Total – transfer to Award Request
Summary page
Directors Time On-Site (for ERA) At least 30 hours a week as defined by
OCDEL Certification. SAC Sites
Operating 30 hours or less needs to have the Director/Group Supervisor on site 20% of the time
Operating 31- 45 hours needs to have the director on site 35% of the time
Operating 46 or more hours needs to have the director on site 30 hours or more.
Accreditation
STARS financial awards support CQI of programs working toward accreditation
Awards may fund accreditation costs for:National Association for the Education of
Young ChildrenNational After School AssociationNational Association for Family Child Care
Accreditation
Note the activities and materials to address Accreditation Programs.
Costs associated with accreditation, including cost of the application
Total – transfer to the Award Request Summary page
Award Request Summary Page
• Total from each section• Total of Merit• Total of each section in the ERA• Total all sections in ERA• Total MERIT and ERA• Bonuses and compensation if completed
need to check the box and need a Personnel Policy
• ERA award if completed need to have description of the process
• Sign the Attestation
Grant Processing Time
Maximum 60 days between date of grant receipt and check issued, HOWEVER• Completeness of application affects the 60
days• Designation date may affect start date
Continual contact will be made with the site No lapses across a 2 week timeframe Contact your STARS Manager
Spending Timeline All expenditures must be completed within
90 days of the check date or by June, 30, 2012 – whichever comes first
Agreement will specify Expense Report due date
Extensions are only given for items that cannot be purchased within the 90 day timeframe (i.e. some PD events or insurance premiums) – not guaranteed
Extensions are not given to extend the time for purchasing standard items or to complete the expense report
Receipts• Receipts required for all expenditures
excluding payroll, benefits, & ERAs• Copies of receipts – not originals• Providers will summarize all
purchases/expenses on the Receipts Summary Form
• Instructions will be provided with the grant agreement
• Additional training and access to tutorials will be provided
Continuing Support
Webinars PA Key NE Key 610-437-6000
STARS ManagerSpecialists – aligned by county
○ Kathy○ Sue○ Cristin
Assistant Director Grants – Rick Parker