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 PlanProvides 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?

THE END Gloria: Gloria.venable@adhe.edu 501-683-2079