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