1 FY 2015 Student Support Services Program Competition Peer Reviewer Training U.S. Department of Education Office of Postsecondary Education Student Service

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FY 2015

Student Support Services Program Competition

Peer Reviewer TrainingU.S. Department of Education

Office of Postsecondary Education

Student Service

March 2, 2015

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Agenda

Opening Remarks and Introductions

Competitive Preference Priorities

Peer Reviewer Role and Responsibilities

Selection Criteria

Completing the Technical Review Form

What’s Next

Questions/Answers


Relevance Reviews

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First time for the SSS program.

Two priorities each with two parts.

Applicants not required to respond to either priority.

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FY 2015 SSSCompetitive Preference Priority

1(a)

Influencing the Development of

Non-Cognitive Factors (1 point)

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1(b)

Strategies to Develop Non-Cognitive Factors Supported by Moderate Evidence of Effectiveness (2 points)

Note: Can only earn points for 1(b) if applicant addresses Competitive Preference Priority 1(a)

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2(a)

Providing Individualized Counseling for Personal, Career, and Academic Matters (1 point)

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Competitive Preference Priority 2(b)

Individual Counseling Activities Supported by Moderate Evidence of Effectiveness

(2 points)

Note: Can only earn points for 2(b) if applicant addresses Competitive Preference Priority 2(a)

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FY 2015 SSSCompetitive Preference Priorities

1(b) & 2(b) (cont.)

To address either/both priorities:

– Provide citation, link, and relevant findings from one study for each priority on Abstract and Program Profile Sheet

– Study must be related to the respective priority

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Peer Review Sessions

Session One:

March 9-13, 2015 (e-reading) March 15-20, 2015 (on site reading)

Session Two:

March 23-27, 2015 (e-reading) March 29 -April 3, 2015 (on site reading)

Session Three:

April 6-10, 2015 (e-reading) April 12-17, 2015 (on-site reading)

Session Four:

May 4-15, 2015 (e-reading)

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Specific overall recommendation.

Confidentiality

Conflict of Interest

Reviewing Applications

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SSS Program Overview

One of Seven Distinct Outreach Support Programs Under the TRIO Umbrella.

Legislated by Title IV Higher Education Act Section 402 D

Provide Federal grants to IHEs or a combination of IHEs for the purposes of increasing retention and graduation rates.

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SUBPART A - GENERALWhat is the Student Support Services

Program? (§646.1)SSS provides grants to:Increase retention and graduation rates of eligible students;Increase the transfer rate of eligible students from two-year to four-year institutions; Support the success of students who are limited English proficient, traditionally underrepresented in postsecondary education, individuals with disabilities, and homeless children and youth, foster care youth, or other disconnected students; andImprove financial and economic literacy of students.

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Who is eligible to receive a grant? (§646.2)

An institution of higher education;

OR A combination of institutions of higher education.

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Who is eligible to participate in a Student Support Services project?

(§646.3)

A student who meets all of the following criteria: Is a citizen or national of the United States or

meets the residency requirements for Federal student financial assistance;

Is enrolled or accepted for enrollment in the next academic term at the grantee institution;

Has a need for academic support; and Is a low-income individual, a first-generation

college student, or an individual with disabilities.

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What activities and services does a project provide? (§646.4)

Required Services:Academic tutoring;Advice and assistance in course selection;Information on Federal financial aid programs as well as scholarships; Assistance in completing the FAFSA; Education or counseling services to improve financial and economic literacy;

What activities and services does a project provide? (§646.4) (cont.)

Required services (cont.)Activities to assist participants in the project with admission to and enrollment in graduate and professional programs; andActivities to assist students enrolled in 2-year institutions with admission to and enrollment in 4-year programs of postsecondary education.

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Permissible services:Individualized counseling for personal, career and academic matters;Information, activities and instruction on the range of career options available;Exposure to cultural events and programs;

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Permissible services:Mentoring programs; Grant Aid to eligible students; andSecuring temporary housing for certain disadvantaged youth during breaks in the academic year.

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How long is a project period? (§646.5)

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What regulations apply? (§646.6)

The Education Department General Administrative Regulations (EDGAR) 34 CFR parts 74,75,77,79,80,82,84,85,86,97,98 and 99

http://www.gpo.gov/fdsys/pkg/FR-2010-10-26/html/2010-24324.htm

The regulations in part 646

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What definitions apply? (§646.7)

Institution of higher education; Combinations of institutions of higher education; Low-income individual; First-generation college student; Individual with disabilities; Academic need; Different campus; Different population of participants; Participant; and Limited English proficiency.

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SUBPART B- How Does One Apply for an Award?

How many applications may an eligible applicant submit and for what different populations may an

eligible application be submitted?(§646.10)

More than one application may be submitted if the project serves:

– A different campus; or– A different population of participants who

cannot be readily served by a single project.

*Different populations will be designated by the Secretary for each grant competition.

SUBPART B- What assurances and other information must an

applicant include (§646.11)

At least two-thirds of students served will be:Low-income and first-generation or individuals with disabilities.

Remaining students served will be:Low-income individuals, orFirst generation college students, orIndividuals with disabilities (1/3 of the individuals with disabilities must also be low-income).

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applicant include (§646.11) (cont.)

Applicant must describe past history and/or efforts to:Provide sufficient financial assistance to meet the full financial need of each student in the project; andMaintain the loan burden of each student in the project at a manageable level.

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applicant include (§646.11) (cont.)

Assure that a student will not be served by more than one SSS project at any time; and

Assure that the institution’s financial aid office will consult with the SSS project regarding the distribution of grant aid.

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SUBPART C - How Does the Secretary Make a

Grant? (§ 646.20) How does the Secretary decide which

new grants to make? (§ 646.21) What selection criteria does the

Secretary use to evaluate an application? (§ 646.22) How does the Secretary evaluate prior

experience? (§ 646.23) How does the Secretary set the grant

amount? (§ 646.24) What is the review process for

unsuccessful applicants?(402D (c.)(6) Special Rules) Supplement, not Supplant)

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SUBPART C - How does the Secretary decide which new grants to make? (§646.20)

The Secretary evaluates the application on the basis of the selection criteria in §646.21.

-The maximum score for all the criteria in §646.21 is 100 points.

Prior Experience (PE)

-An applicant may earn up to 15 PE points for each of the designated project years for which annual performance report data are available.

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SUBPART C - How does the Secretary decide which new

grants to make? (§646.20) (cont.)

The Secretary makes new grants in rank order on the basis of the applications' total scores.

-Geographical Tiebreaker.

The Secretary does not make a new grant to an applicant if the applicant's prior project involved the fraudulent use of program funds.

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What selection criteria does the Secretary use to evaluate an

application?(§646.21)

Need for the project 24 points

Objectives 8 points

Plan of operation 30 points

Institutional commitment 16 points

Quality of personnel 9 points

Budget 5 points

Evaluation plan 8 points

How does the Secretary evaluate prior experience? (§646.22)

Prior Experience Criteria

Number of participants 3 points

Postsecondary retention 4 points

Good academic standing 4 points

Degree completion (4-year) 4 points

or

Degree completion and

transfer (2-year) 4 points

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How does the Secretary set the amount of a grant? (§646.23)

New Applicant: $220,000 (maximum)

Currently Funded Grantees: Up to the FY 2012 base award amount

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What is the review process for unsuccessful applicants?

(§646.24)

Second review. Technical or administrative error for applications

not reviewed. Administrative or scoring error for applications that

were reviewed.

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SUBPART D - What Conditions Must Be Met by a

Grantee?

(§646.30) What are allowable costs? (§646.31) What are unallowable costs? (§646.32) What other requirements must a

grantee meet? (§646.33) What are the matching requirements

for a grantee that uses Student Support Services program funds for student grant aid?

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SUBPART D - What are allowable costs? (§646.30)

Examples of allowable costs: Cost of remedial and special classes. Courses in English language instruction for students of limited

English proficiency. In-service training of project staff. Activities of an academic or cultural nature. Transportation, meals and lodging for participants and staff

during approved educational and cultural activities. Purchase, lease, or rental of computer hardware, software,

and other equipment, service agreements for such equipment, and supplies.

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SUBPART D - What are allowable costs? (§646.30)(cont.)

Examples of allowable costs: Professional development travel for staff.

- not exceed four percent of total project salaries.

Project evaluation. Grant aid to eligible students. Temporary housing during breaks in the academic

year

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SUBPART D - What are unallowable costs? (§646.31)

Examples of unallowable costs: Costs involved in recruiting students for enrollment at the

institution. Tuition, fees, stipends, and other forms of direct financial

support, except for grant aid, for staff or participants. Research not directly related to the evaluation or

improvement of the project. Construction, renovation or remodeling of any facilities.

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SUBPART D - What other requirements must a grantee

meet? (§646.32)

Number of participants; Eligibility of participants; Recordkeeping (specific requirements included in

regulations); Project director (Full-time director required; but

conditions may apply); and Project coordination.

SUBPART D - What are the matching requirements for a grantee that uses Student Support Services program

funds for student grant aid?(§646.33) No more than 20 percent of the SSS program

funds may be used for grant aid (each year);

Distributed amount cannot be less than or more than the minimum and maximum Pell amounts (for the project year);

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SUBPART D - What are the matching requirements for a grantee that uses Student Support Services program

funds for student grant aid?(§646.33) (cont.)

No match required for Title III (HBCUs and American Tribally Controlled Colleges ) or Title V (HSIs) institutions; and

Match for grant aid (if required) must be in cash (non-Federal) in an amount not less than 33 percent of the total amount of grant funds.

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What selection criteria does the Secretary use to evaluate an

application?(§646.21)Need for the project 24 points

Objectives 8 points

Plan of operation 30 points

Institutional commitment 16 points

Quality of personnel 9 points

Budget 5 points

Evaluation plan

Total for Selection Criteria

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100

Points

Points

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Need for the Project (§646.21(a)(1))

(Total 24 points)

A high number or percentage, or both, of students enrolled or accepted for enrollment at the applicant institution(8 points)

– Show number or percentages of eligible students enrolled by combinations of eligibility criteria (i.e., low-income and first-generation students with academic need);

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The academic and other problems that eligible students encounter at the applicant institution; and(8 points)

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The differences between eligible Student Support Services students compared to an appropriate group, based on:

– Retention and graduation rates– Grade point averages– Graduate and professional school enrollment rates (four-

year colleges only)– Transfer rates from two-year to four-year institutions (two-

year colleges only)(8 points)

Provide data for applicant institution only

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Need for the Project (§646.21(a)(3)) (cont.)

Appropriate comparison groups may include:– total enrollment of institution;– SSS eligible students not served by project; or– any combination of the above.

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Data Sources

Financial aid office;

Institution’s research office; and

Admissions office

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Validity of Data

List only data concerning students enrolled in the applicant institution;

Use the best and most recent information available that is not over three years old;

Provide factual and readily verifiable data; Do not use estimates; Present data so that meaningful comparisons can

be made (cohorts); and Provide the source and date of the information.

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Validity of Data (cont.)

Note: The data provided in the Need section of the

application will form the baseline that your project will use to determine student outcomes.

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Objectives (§646.21(b)) (Total 8 Points)

The Department has developed standardized objectives for the SSS Program.

Refer to the scoring guideline.

For each objective you must assess whether the proposed goal is both ambitious and attainable.

Be sure to address the appropriate objectives based on sector designation (i.e. 2 year or 4 year)

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SSS Standardized Objectives (2-year institutions)

A. PERSISTENCE Rate: ___% of all participants served in the reporting year by the SSS project will persist from one academic year to the beginning of the next academic year or earn an associate’s degree or certificate at the grantee institution and/or transfer from a 2-year to a 4-year institution by the fall term of the next academic year.

(3 points)

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B. GOOD ACADEMIC STANDING Rate: ___% of all enrolled SSS participants served will meet the performance level required to stay in good academic standing at the grantee institution.

(2 points)

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SSS Standardized Objectives(2-year institutions)

C. GRADUATION/TRANSFER Rates1. ___% of new participants served each year

will graduate from the grantee institution with an associate’s degree or certificate within four (4) years; (1 point)

AND2. ___% of new participants served each year

will receive an associate’s degree or certificate from the grantee institution and transfer to a four-year institution within four (4) years. (2 points)

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A. PERSISTENCE Rate: ___% of all participants served by the SSS project will persist from one academic year to the beginning of the next academic year or will have earned a bachelor’s degree at the grantee institution during the academic year.

(3 points)

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B. GOOD ACADEMIC STANDING Rate: ___% of all enrolled SSS participants served will meet the performance level required to stay in good academic standing at the grantee institution.

(2 points)

SSS Standardized Objectives(4-year institutions)

C. Graduation Rate:

___ % of new participants served each year will graduate from the grantee institution with a bachelor’s degree or equivalent within six (6) years. (3 points)

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Objectives (§646.21(b)) (Continued)

The Objectives Selection Criterion is worth 8 Points.

– All 8 Points will be awarded based on whether the objectives are ambitious AND attainable based on the need, resources and project design.

– Applicants must provide comparative data to show why the percentage that is proposed for each standardized objective is ambitious AND attainable.

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Plan of Operation (§646.21(c)) (Total 30 points)

Inform the institutional community(3 points)

Identify, select, and retain project participants with academic need(3 points)

Assess each eligible student’s academic need and monitor academic progress(4 points)

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Plan of Operation (§646.21(c))

Provides services that address:

SSS Program purposes SSS project goals and objectives Project participants’ identified needs

(10 points)

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Plan of Operation (§646.21(c))

Project administration organizational placement of the project time commitment of key project staff financial management student records management personnel management coordination with other appropriate programs(10 points)

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Institutional Commitment (§646.21(d))

(Total 16 points)

Facilities, equipment, supplies, personnel, and other resources(6 points)

Administrative and academic policies that enhance participants’ retention and improve their chances of graduating(6 points)

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Institutional Commitment (§646.21(d)) (cont.)

Minimize the dependence on student loans in developing financial aid packages(2 points)

Cooperation and support of Admissions, Financial Aid, Registrar and Sponsored Programs of the institution(2 points)

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Quality of Personnel (§646.21(e)) (Total 9 points)

Project Director

Other Key Personnel

Plan to employ

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Quality of Personnel (§646.21(e)) (cont.)

Project Director formal education

training

experience in designing, managing, or implementing SSS or similar projects

(3 points)

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Other Key Personnel formal education

training

work experience related to project objectives(3 points)

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Employment plan

Employ staff who have succeeded in overcoming barriers similar to those confronting the project’s target population

(3 points)

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Budget (§646.21(f)) (Total 5 points)

Project budget is:– Reasonable– Cost-effective– Adequate

Provide a detailed budget narrative and a summary for the first year only. Budget narrative should clearly show and explain all costs.(5 points)

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Evaluation Plan (§646.21(g))(Total 8 points)

Appropriate and include both quantitative and qualitative evaluation measures

(2 points) Examine in specific and measurable ways, using appropriate

baseline data, the success of the project in improving academic achievement, retention and graduation of project participants

(2 points) Use the results to make programmatic changes based upon

the results of project evaluation (4 points)

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Evaluating Student Success

Suggested Comparison Groups– SSS student participants and like-group of non-

SSS student participants tracked for as long as the students are enrolled at the institution;

– Institution will maintain data on groups, and report comparison results; and

– Sizes of comparison groups must be comparable and designed to yield valid comparisons

Completing the Technical Review Form

Applications start at zero and must earn each point.

Comments must be objective – no personal feelings or observations should be included.

Assess the response. Use evaluative language to describe the quality of the proposal.

Justify each response - do not use boilerplate language.

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Completing the Technical Review Form (cont.)

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Do not make reference to page numbers or charts/tables from the application in your comments.

Do not use the first person

Format your comments such that it is clear you have assessed each subcriterion.

If you do not find a weakness for a given criterion or subcriterion, write “No weakness noted.”.

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When you are awarding points under strengths, do not indicate the point total. When you are not awarding points under weaknesses, write “(X point(s) not awarded)” after your comment.

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TRF Formatting Instructions

STRENGTHS1) “The applicant well documents….”

2) “The proposal clearly demonstrates…”

3) i) “No strengths noted.”

ii) “Clear data is presented to…”

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TRF Formatting Instructions (cont.)

WEAKNESSES1) No weaknesses noted.

2) No weaknesses noted.

3) i) “The applicant should have provided…” (2 points not awarded)

ii) No weaknesses noted.

iii) “The applicant failed to…” (2 points not awarded)

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What’s Next?

Travel Email– http://www.reviewgrants.com/sss/

Panel Assignments

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http://www.reviewgrants.com/sss/

Q & A

Review of Main Questions

Other questions will be posted later as an FAQ

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Student Support Services Program

THANK YOU FOR YOUR SERVICE!!!

Documents

1 FY 2015 Student Support Services Program Competition Peer Reviewer Training U.S. Department of Education Office of Postsecondary Education Student Service