VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE Slide 2 Components of 2012-13 RFP Regional three-year plan First year application for funding Applicants will submit both components as a single application. Both components will be evaluated by review teams to compute an overall application score. Slide 3 Guiding Factors of RFP Federal: Adult Education and Family Literacy Act (AEFLA), Title II of Workforce Investment Act (WIA) Education Department General Administrative Regulations (EDGAR), USED Office of Management and Budget (OMB) Circulars National Reporting System (NRS) Slide 4 Guiding Factors of RFP Virginia: Code of Virginia Acts of Assembly OAELs strategic plan Operational Guidance Manual for Virginia Adult Education and Literacy Programs Virginia adult education and literacy policies for assessment, goal-setting, and distance education Slide 5 Approved Activities Adult Basic Education (ABE), Instruction Providing basic skill development in reading, writing, mathematics, and other basic skills Serving adults performing below the ninth-grade level Including pre-GED and transitioning from ESOL to ABE Slide 6 Approved Activities, contd Adult Secondary Education (ASE), Instruction Providing skills for the successful completion of the GED tests or high school diploma programs Serving adults performing between the ninth-grade and twelfth-grade-and-nine-months levels Including transitioning to postsecondary education and training Slide 7 Approved Activities, contd English for Speakers of Other Languages (ESOL), Instruction Designed to increase English proficiency in reading, writing, speaking, and listening Slide 8 Optional Activities Corrections and Institutions (C & I) Literacy services for individuals housed in local and regional correctional facilities Funding allocation may not exceed 10% of total projected allocation. Slide 9 Optional Activities, contd Family Literacy Program must include: a. Adult education b. Parent time c. Parent-and-child time d. Child education Adult basic education funds may be used only on components a-c. Other considerations apply. Slide 10 Federal Accountability Defined through National Reporting System (NRS) Negotiated performance targets for learner outcome measures: Gains in educational functioning levels Entering employment Retaining employment Entering postsecondary education and training Earning a GED certificate or high school credential http://www.nrsweb.org and http://www.doe.virginia.gov/instruction/adulted/data_ collection_reporting/index.shtml http://www.nrsweb.org http://www.doe.virginia.gov/instruction/adulted/data_ collection_reporting/index.shtml Slide 11 State Accountability Defined through Operational Guidance Manual and policies for assessment, goal-setting, and distance education Enroll 3% of target population Retain 80% of reportable students http://www.doe.virginia.gov/instruction/adulted/lit eracy/index.shtml and http://www.doe.virginia.gov/instruction/adulted/lit eracy/abe/index.shtml http://www.doe.virginia.gov/instruction/adulted/lit eracy/index.shtml http://www.doe.virginia.gov/instruction/adulted/lit eracy/abe/index.shtml Slide 12 State Accountability, contd Implications of State Policies for Assessment, Goal- setting, and Distance Education Programmatic procedures to ensure and document compliance Professional development Budget (approved assessments, curricula, professional development) Data system; data quality Slide 13 Regional Three-year Plan Aligns with the goals and objectives of OAELs strategic plan and addresses: Program management and instructional standards Recruitment, retention, and reporting Career pathways Professional development Monitoring and evaluation Serves as the foundation for annual application for funding Slide 14 Regional Three-year Plan, contd Addresses: Need Delivery of services for approved activities History of performance Strategies for recruitment and retention Career pathways Professional development Program goals Monitoring and evaluation Slide 15 Application for Funding Plan to address first-year goals of three-year plan Includes: Objectives for accomplishing goals and meeting or exceeding performance measures Instructional activities: content and schedule Compliance with OAEL policies Qualifications of staff and professional development plan Program evaluation Budget and budget narrative Slide 16 Preparation for RFP Research the need for adult education and literacy in the region and understand the connection to the delivery of services, outcome measures, and continuous improvement. Document instruction throughout the region; perform a gap analysis based on need, location, content, and practices. Compile a history of performance; develop an improvement plan. Slide 17 Preparation for RFP, contd Check availability of technology and understand its use in the classroom. Accurately describe program procedures that illustrate policy compliance and guidelines for successful retention strategies. Develop a clear plan for monitoring and evaluating program performance. Identify career pathways partners and a clear plan to advance learners employment and PSE goals. Use needs assessment to develop a PD plan. Slide 18 Financial Management AEFLA- Adult Education and Family Literacy Act OMB- Office of Management and Budget EDGAR- Education Dept. General Administrative Regulations Administration Match Fair Market Value Time and Effort Maintenance of Effort Supplanting Program Income Slide 19 The Laws and Regulations That Guide Our Work Slide 20 Sections in AEFLA ADULT EDUCATION AND FAMILY LITERACY ACT Section 221State Administration Section 222State Distribution of Funds; Matching Requirement Section 223State Leadership Funds Section 224State Plan Section 225Programs for Corrections Education and other Institutionalized Persons Section 231Grants and Contracts for Eligible Providers Section 232Local Application Section 232Local Administrative Cost Limits Section 241Administrative Provisions State provisions Local provisions General provisions Slide 21 AEFLA: Three Critical Pieces 1. Matching Requirements In-kind Contributions Valuation of In-kind Services Matching Exclusions 2. Maintenance of Effort 3. Supplement-not-Supplant Slide 22 OMB Circulars Which Circular Do I Follow? Of the six grant circulars, you are covered by three, depending on type of entity. S TATES, LOCAL GOVERNMENTS, AND I NDIAN T RIBES A-87 for cost principles, Relocated to 2CFR, Part 225 A-102 for administrative requirements (common rule) A-133 for audit requirements E DUCATIONAL I NSTITUTIONS A-21 for cost principles, Relocated to 2CFR, Part 200 A-110 for administrative requirements, Relocated to 2 CFR, Part 215 A-133 for audit requirements N ON -P ROFIT O RGANIZATIONS A-122 for cost principles, Relocated to 2CFR, Part 230 A-110 for administrative requirements, Relocated to 2CFR, Part 215 A-133 for audit requirements Slide 23 EDGAR E DUCATION D EPARTMENT G ENERAL A DMINISTRATIVE R EGULATIONS 76State-Administered Programs (including allowable costs and indirect rates) 76State-Administered Programs (including allowable costs and indirect rates) 80Financial Administration 80Financial Administration Maintain administrative and fiscal accountability (EDGAR 80.20) Submit annual financial reports within 90 days after the grant year (EDGAR 80.41) Submit final performance and financial reports within 90 days after expiration or termination of grant (EDGAR 80.50) Slide 24 General Management, Fixed, and Space Maintenance Costs EDGAR 76.565, 76.566, and 76.568 Accounting Payroll Preparation Personnel Management Building Costs Janitorial Services and Supplies Guard Services Light, Heat, Power Depreciation, Use Allowances, Amortization All Other Related Space Costs Slide 25 Administration Applicants may request administrative funds in their budgets. Administration percentages may be negotiated, and requests must be detailed and submitted in writing. Administrative negotiations are at the discretion of the Office of Adult Education and Literacy. Slide 26 Administrative Limits and Indirect Cost Claims Admin costs are those reasonable, necessary, and allowable costs associated with overall project management and not directly related to provision of services to participants or allocable to other cost categories. Admin costs can be both direct and indirect. Indirect costs are service-oriented costs that benefit the entire organization in a business sense. Slide 27 Match Requirements Applicants will be required to provide a match against the federal funds requested. How match is documented throughout the regions will be up to the applicants and their partners and should be clearly established in the MOU. Matching funds must be used in accordance with all federal and state regulations and guidelines and are subject to the same reporting requirements. Slide 28 Matching Requirement Exclusions AEFLA Section 222 [and EDGAR 80.24] Matching may not be met by: Another federal grant or contract Third party in-kind contributions that are used to satisfy matching requirement of another federal grant or contract award Costs financed by program income Services or property financed by income earned by contractors Slide 29 In-Kind Contributions continued To demonstrate that an in-kind contribution has been fairly evaluated, the grantee needs to provide documentation that supports its value. e.g., Classroom spacemust show actual cost for comparable space in the area, or a real estate appraisal, or cost of renting same space to other organizations e.g., Volunteers timemust show value of a paid teachers time in the same program Slide 30 Matching Requirements: Valuation of In-Kind Services Fair Market Value = What would you pay if it had not been donated? Slide 31 Time and Effort Applies to every employee funded from federal funds; also applies to sub-recipients Purposes To document that the appropriate federal program is receiving the benefit of the services supported by grant funds To verify the actual time spent on a federal program receiving the benefit of that effort Slide 32 Time and Effort continued State, Local and Indian Tribal Governments (OMB Circular A-87) Non-profit Organizations/Community-Based Organization (OMB Circular A-122) Slide 33 Maintenance of Effort AEFLA Section 241(b) [and OMB Circular 133] To receive federal adult education funds, the state must maintain its fiscal effort of state and/or local non- federal expenditures for adult education. This ensures that states or localities do not reduce their financial commitment to the adult education program and that they maintain delivery of services. In other words, a grantees non-federal share used to meet cost sharing requirements cannot be reduced from year to year. Slide 34 Maintenance of Effort While previous grantees of ABE funding will no longer be bound to maintenance-of-effort requirements from the previous competition, Virginia must still collectively meet the state maintenance of effort. Slide 35 Supplement Not Supplant AEFLA funds shall supplement not supplant other state or local public funds expended for adult education and literacy services [Section 241a]. In other words, federal funds may not be used to pay for services, staff, programs, or materials that would otherwise be paid for with local funds. Slide 36 Program Income Program Income is allowable. Program income may not be used as match. Program income must be spent back into the program prior to requesting federal reimbursement. Slide 37 Adjourn All questions should be sent to OAEL@doe.virginia.gov. OAEL@doe.virginia.gov A technical assistance session will be held approximately two weeks after the RFP is released. We appreciate your time and interest. Have a safe trip home.