Program Requirements Overview 21 st Century programs are required - - PDF document

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9/14/2018 Program Requirements October 2018 Program Requirements Overview 21 st Century programs are required to: Implement components of approved application Adhere to federal, state, and local requirements Maintain Compliance

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Program Requirements

October 2018

Program Requirements Overview

21st Century programs are required to:  Implement components of approved application  Adhere to federal, state, and local requirements  Maintain Compliance  Respond to Data Requests

Program Calendar

Program should have started no later be Oct. 15, 2018 Program may not end before April 12, 2019 First year implementation documentation due in Compliance System by Dec. 17, 2018

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Licensing Licensing Contacts

Ohio Department of Education Marlene Fields 614-644-2604 Ohio Department of Job & Family Services - Help Desk 877-302-2347, Option 4

Child Nutrition Programs

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Nutrition Contacts

Call: 1-800-808-MEAL (6325) Website: www.education.ohio.gov Search keywords: Food and Nutrition Click: Food and Nutrition | Ohio Department of Education

Funding

For State Fiscal Year 2019 (SFY19) (July 1, 2018 – June 30, 2019)

–USDOE funds made available traditionally by early summer –Ohio was awarded approximately $41 million this fiscal year –Minimum funding allocation: $50,000 –Maximum funding allocation: $200,000

Award Duration

PATH Cohort - Three year period for approved grants OPTION Cohort – Five year period for approved grants

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Budget Revision

What is a BUDGET REVISION? When making certain changes to the last approved budget to meet federal requirements or to pay for expenditures not originally budgeted.

Budget Revision

Required when program activities are expected to exceed 10% of the current total approved budget in an object code. A CCIP history log justification is required based. What you should know about Budget Revisions…

Budget Revision

When considering a budget revision, all anticipated expenditures must be within reason, allocable, necessary, and compliant for 21st Century programming purposes. What you should know about Budget Revisions…

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Budget Revision

A budget revision must be submitted and approved via the CCIP made prior to

bligating the funds.

What you should know about Budget Revisions…

Strategic Planning Strategic Planning  Review funds  Review funds Monitor Funds Monitor Funds  Project spending  Project spending Changes Changes  Submit a budget revision  Submit a budget revision

Substantial Approved Date/Period of Availability

Substantially Approved Date: Determines the date that funds can be obligated. Period of availability: July 1 – June 30

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What is a PCR?

A PCR is a Project Cash Request. Request for cash for grant expenditures; Request based on approved budget and the Substantially Approved Date (SAD); and All funds must be expended within 5 days of receipt.

Project Cash Requests

Tips on Submitting a PCR via CCIP… Immediate Cash Need;  Multiple Advances can be requested each month; You may submit ONLY 1 active PCR at a time. Annually the final expenditure report (FER) is due via CCIP on or by Sept. 30 (90 days after the project ending date – June 30); FER must reflect actual expenditures; and 21st Century grant does not have a carryover provision.

Final Expenditure Report Tips

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All grants, federal or state, have requirements to ensure the grant is used for its intended purpose. If determined to be noncompliant the funds would be required to be returned and future funding could be in jeopardy. Determination could be through an audit, monitoring or simple desk review.

Grants and Requirements

Expenditures

Based on current approved budget Must be:

Reasonable
Allowable
Necessary

Use good common sense when making expenditure/obligation decisions

Allowable Use of Funds

Transportation costs Curriculum materials Supplies, including computers/printers, pertaining to academic enrichment Staff salary and benefits

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Allowable Use of Funds

Student incentives Program evaluation Youth development contractors Rent (reasonable and necessary/for afterschool activities only)

Examples of Unallowable Expenditures

Food (of any kind) for program need Grant Writer Vehicle Purchase Building Purchase or major Repairs/Renovations

Required Grant Cycle Reviews

First Year Implementation Phase Review (Fiscal and Compliance) Compliance and Performance Assessment (CAPA) - Second Year of grant (Monitoring & Fiscal) Grant Close Out (Fiscal) State/Federal Audits (Regular & Single)

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Data Systems Review

SAFE

(Secure Application for Enterprise)

Data Systems Review

OEDS (Ohio Educational Directory System) CCIP (Comprehensive Continuous Improvement Planning System) STARS (Professional Development and Technical Assistance System)

Data Systems Review

IRN

(Information Retrieval Systems)

Grant #

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Important Roles

OEDS/CCIP Roles CCIP Authorized Rep/Superintendent CCIP Fiscal Rep/Treasurer

OEDS-R Administrator Program Manager-21st Century Grant (ONLY 1 per organization) Other CCIP Roles

Data Entry Funding
Data Entry Compliance
Data View Funding

CCIP Address Book Contact

21st

Annual Reporting Requirements

APR (Annual Performance Reporting Data System) - Federal requirement for all 21st CCLC sub- recipients AIR Evaluation Reporting (see 21st CCLC Timeline)

Sub recipient

State Education Agency

Site 2 Site 3 Site 1 Feeder Feeder Feeder Feeder Feeder Feeder

Reporting Program Data

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Questions

education.ohio.gov Join the Conversation

@OHEducation @OHEducationSupt OHEducation OhioEdDept OHEducation

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education.ohio.gov/Text