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Page 1: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION2012-2013

Office of Adult Education and Literacy, VA DOE

Page 2: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 3: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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)

Page 4: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Guiding Factors of RFP

Virginia: Code of Virginia Acts of Assembly OAEL’s 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

Page 5: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 6: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Approved Activities, cont’d

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

Page 7: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Approved Activities, cont’d

English for Speakers of Other Languages (ESOL), Instruction

Designed to increase English proficiency in reading, writing, speaking, and listening

Page 8: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 9: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Optional Activities, cont’d

Family Literacy Program must include:

a. Adult educationb. Parent timec. Parent-and-child timed. Child education

Adult basic education funds may be used only on components a-c.

Other considerations apply.

Page 10: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 11: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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/a

dulted/literacy/index.shtml and http://www.doe.virginia.gov/instruction/adulted/literacy/abe/index.shtml

Page 12: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

State Accountability, cont’d

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

Page 13: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Regional Three-year Plan

Aligns with the goals and objectives of OAEL’s 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

Page 14: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Regional Three-year Plan, cont’dAddresses: Need Delivery of services for approved activities History of performance Strategies for recruitment and retention Career pathways Professional development Program goals Monitoring and evaluation

Page 15: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 16: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 17: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Preparation for RFP, cont’d

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.

Page 18: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 19: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

The Laws and Regulations That Guide Our Work

AEFLA(Program Statute)

EDGAR(Dept of ED Regulations)

OMB Circulars

(Government-wide)

Page 20: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Sections in AEFLA

ADULT EDUCATION AND FAMILY LITERACY ACT

Section 221—State Administration Section 222—State Distribution of Funds; Matching

Requirement

Section 223—State Leadership Funds Section 224—State Plan

Section 225—Programs for Corrections Education and other

Institutionalized Persons

Section 231—Grants and Contracts for Eligible Providers

Section 232—Local Application Section 232—Local Administrative Cost Limits

Section 241—Administrative Provisions

State provisions

Local provisions

General provisions

Page 21: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 22: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

OMB Circulars

Which Circular Do I Follow?

Of the six grant circulars, you are covered by three, depending on type of entity.

STATES, LOCAL GOVERNMENTS, AND INDIAN TRIBES – A-87 for cost principles, Relocated to 2CFR, Part 225– A-102 for administrative requirements (common rule)– A-133 for audit requirements

EDUCATIONAL INSTITUTIONS – 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

NON-PROFIT ORGANIZATIONS – 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

Page 23: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

EDGAR

EDUCATION DEPARTMENT GENERAL ADMINISTRATIVE REGULATIONS

§76—State-Administered Programs (including allowable costs and indirect rates)

§80—Financial 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)

Page 24: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 25: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 26: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 27: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 28: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Matching Requirement ExclusionsAEFLA 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

Page 29: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

In-Kind Contributions continuedTo demonstrate that an in-kind contribution has

been “fairly evaluated,” the grantee needs to provide documentation that supports its value.

e.g., Classroom space–must 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., Volunteer’s time–must show value of a paid teacher’s time in the same program

Page 30: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Matching Requirements: Valuation of In-Kind Services

Fair Market Value = What would you pay if it had not been donated?

Page 31: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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

Page 32: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Time and Effort continued

State, Local and Indian Tribal Governments (OMB Circular A-87)

Non-profit Organizations/Community-Based Organization (OMB Circular A-122)

Page 33: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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 grantee’s non-federal share used to meet cost sharing requirements cannot be reduced from year to year.

Page 34: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 35: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 36: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

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.

Page 37: VIRGINIA ADULT EDUCATION AND LITERACY COMPETITIVE GRANT APPLICATION 2012-2013 Office of Adult Education and Literacy, VA DOE

Adjourn

All questions should be sent to [email protected].

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.


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