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Improving Teacher Quality Project Director Information
2013-2014
Georgia’s Improving Teacher Quality in Higher Education Program
University of GeorgiaTeacherquality.coe.uga.edu/
Improving Teacher Quality
PD report makes purchase and gets receipt
Budget Process Flow Chart
PD report makes
purchase and gets receipt
PD turns receipt into department
Department makes a
check request with receipt
Business office of PD’s school
or division sends request to the grants
office
Grants office sends
invoice for purchases to
TQ officeTQ office
prepares check request for College of
Education to send payment
TQ business office sends to Contract & Grants office
Accounts payable
Payment to your home institution
Improving Teacher Quality
Project Budgets
All receipts should be turned into your business office for reimbursement less than 60 days after purchases.
Your business office should submit an invoice to the ITQ office no later than 90 days after purchase. There must be a ledger attached to the invoice showing how the money was spent.
Do not purchase items that were not listed in your original proposal without permission from the ITQ office.
Purchases made with ITQ funds are for the exclusive use of ITQ-sponsored professional development.
Improving Teacher Quality
Allowable ExpensesRefer to the ITQ RFP pp. 9-11 for allowable expenses.Also, check with your home institution for regulations
and Board of Regents regulations on all expenses (e.g., supplies, lodging, meals, travel expenses for individuals, group travel, reservations, charter buses, etc.).
Some digital devices/accessories are not allowed for purchase with ITQ funds (e.g., iPads, digital cameras, flash drives). Classroom sets of equipment are not allowed for purchase with ITQ funds (e.g., classroom sets of calculators or microscopes).
Improving Teacher Quality
Amending Your Budget
You may shift money from one of three categories Travel, Additional Costs, and Materials & Supplies to the other, as long as the amount is not more than 25% of an individual category. If you need to move more than 25%, please contact the Teacher Quality Office.
Money in Personnel, Support Personnel, Fringe, and Participant Costs may not be moved without permission from the Teacher Quality Office.
Note: Some of the funds you requested may already have been moved from one category to another to comply with budget guidelines.
Improving Teacher Quality
Amending Your Budget
To have budget amendment approved, it must meet the test for a potential audit below:1. The costs are reasonable.2. The costs are allocable (used ONLY for
Teacher Quality work).3. The costs are appropriate to the scope of
the project.Teacher with sea turtle hatchling on St. Catherine’s Island.
Improving Teacher Quality
Requesting Additional Funds
As of now, all of the 2013-14 monies have been awarded, so there is no funding for additional participants or supplies. However, as you get closer to the summer experience, you are welcomed to contact our office to determine if more funds have been made available.
If you have need for additional funds throughout the project, contact our office to determine if unused funds have been returned from other projects that can be made available to you.
Improving Teacher Quality
Critical Budget IssuesIt is critical that you communicate with the ITQ
office regarding any changes in the numbers of participants throughout the grant period.
If, at any time, you become aware that you have budgeted more money for a category than will actually be needed, you are responsible for contacting the ITQ office immediately.
Last year, the ITQ office gave back $140,000 of unused grant money to the USDOE because those funds were returned to our office by project directors too late to be distributed to other projects that could have used those monies.
Improving Teacher Quality
Critical Budget IssuesWe understand the temptation to hold on to
money “just in case” but that has resulted in thousands of dollars being returned annually by projects.
In the past, we tried to address this issue by requiring quarterly budget reports from PDs. However, we found that doing so did not address the problem sufficiently, so we are no longer requiring quarterly budget reports.
Instead, we will focus on keeping track of the number of participants (both summer and follow-up) to determine money that should be returned to the ITQ office for redistribution to other projects.
Improving Teacher Quality
Project Evaluation
Your project evaluation report should include the following critical elements:Summary of the projectOutline of goals and objectivesEvaluation planDescription of data collection and analysisFindings for each goal and/or objectiveRecommendations for project improvementAppendix (includes data collection
instruments, complete data reports)
Improving Teacher Quality
What can project directors do to expedite the evaluation process? • Create a logic model illustrating the projects’
inputs (resources), activities, and outcomes and how these relate to the overall goals.
• Document what data the project team will be collecting during the project (e.g. participant evaluation forms, follow-up experiences) that the evaluator can review as evidence.
• Know the level of evidence needed to meet your reporting requirements (minimum) and what you would like to learn from the data to improve the program (ideal).
Project Evaluation
Improving Teacher Quality
Four sample evaluation reports from 2012-13 ITQ projects are available on the Teacher Quality website for you to consider in working with your evaluator.
An annotated evaluation is also available on the website to assist you in working with your evaluator.
http://teacherquality.coe.uga.edu/project-reporting-3/2013-2014/
Project Evaluation
Improving Teacher Quality
Project Reporting: Project Information
Please complete the project schedule and location information handout attached to your email message and email it to Clarice Thompson by April 5. You may also access the project schedule and location form on the TQ website.
http://teacherquality.coe.uga.edu/project- reporting-3/2013-2014/
Improving Teacher Quality
Project Reporting: Participant Information
Send the registered number of participants to Clarice Thompson via email on the Friday before the start of your workshop/course on Monday.
Send the names and email addresses of actual participants to Clarice Thompson by lunchtime of the first day of your workshop/course. If you will not have access to the internet during the day, you are responsible for arranging a different reporting time with the ITQ office.
Send the names and email addresses of attendees participating in follow-up activities to Clarice Thompson by the end of your first day of follow-up.
Improving Teacher Quality
Project Reporting: Surveys and Reports
Encourage participants to complete Participant Surveys, both initial and follow-up. Links to surveys will be emailed to participants by Clarice.• Initial Survey—To be completed after summer
experience.http://teacherquality.coe.uga.edu/wp-content/uploads/2012/08/2013-2014_INITIAL_EXPERIENCE__Project_Participant_Evaluation_of_Professional_Development.pdf • Follow-Up Survey—To be completed after all follow-up
experiences. http://teacherquality.coe.uga.edu/wp-content/uploads/2012/08/Attendee_Follow-up_Survey_2012-2013.pdf
Improving Teacher Quality
Project Reporting: Surveys and Reports
Complete the Project Director Reports. Links to the report surveys will be emailed to participants by Clarice. Click on the link below to see a list of questions for the Project Director Reports.• Initial Report—To be completed after summer
experience.http://teacherquality.coe.uga.edu/wp-content/uploads/2012/08/Project_Director_Initial_Report_2013-2014.pdf• Final Report—To be completed at the end of the
project periodhttp://teacherquality.coe.uga.edu/wp-content/uploads/2012/08/2012-2013_Project_Director_Final_Report.pdf
Improving Teacher Quality
Project Reporting: Site Monitoring
Site Monitoring –Send us at least two of the three following exhibits. We will accept links or the separate pieces/files.• Edited videos (3-5 min.)• Pictures (up to 10)• Sample participant testimonies (1 to 3)—videos (3-5
min.), audio files, and/or written reflections• Teacher work samples (e.g., lesson plans,
curriculum) Provide a brief caption for all photos. Describe what’s
being seen in the picture. Videos must be accompanied by a written transcript in
order to meet video requirements at UGA. All submissions must be “website ready”.
Improving Teacher Quality
Timeline of Required Project Reporting
Number of
participants--
Due on the
Friday before
summer experie
nce begins
on Monday
Names/email
addresses of
participants—
Due by lunchtime of the 1st day
of summer experie
nce
Participant
Initial Survey—Due
by conclusi
on of summer experie
nce
Project Director
Initial Report—Due
by conclusi
on of summer experie
nce
Number of
participants
in follow-
up: Due by beginning of follow-
up experience
Participant
Follow-Up
Survey—Due
by conclusion of follow-
up experience
Project
Director
Final Repor
t—Due by
conclusion of projec
t
Evaluator’s Final Report—Due by
conclusion
of proje
ct
Improving Teacher Quality
Contact Information
Clarice [email protected]
706-542-4043Kathy Thompson Peg Graham
[email protected] [email protected] 706-224-4830 706-621-3935
Feiye Wang Xiaosi Yang [email protected] [email protected]
