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

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  Respond to Data Requests Program Calendar Program should have started no later be Oct. 15, 2018 First year implementation documentation due in Compliance System by Dec. 17, 2018 Program may not end before April 12, 2019 1

9/14/2018 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 2

9/14/2018 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 3

9/14/2018 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 What you should know about Budget Revisions… 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. Budget Revision What you should know about Budget Revisions… When considering a budget revision, all anticipated expenditures must be within reason, allocable, necessary, and compliant for 21 st Century programming purposes. 4

9/14/2018 Budget Revision What you should know about Budget Revisions… A budget revision must be submitted and approved via the CCIP made prior to obligating the funds. Strategic Strategic Monitor Funds Monitor Funds Changes Changes Planning Planning  Submit a  Submit a  Review  Review  Project  Project budget budget funds funds spending spending revision 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 5

9/14/2018 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. Final Expenditure Report Tips 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  21 st Century grant does not have a carryover provision. 6

9/14/2018 Grants and Requirements 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. 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 7

9/14/2018 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) 8

9/14/2018 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 # 9

9/14/2018 Important Roles OEDS/CCIP Roles CCIP Authorized Rep/Superintendent CCIP Fiscal Rep/Treasurer OEDS-R Administrator Program Manager-21 st 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 21 st CCLC sub- recipients AIR Evaluation Reporting (see 21 st CCLC Timeline) Reporting Program Data State Education Agency Sub recipient Site 1 Site 2 Site 3 Feeder Feeder Feeder Feeder Feeder Feeder 10

9/14/2018 Questions education.ohio.gov Join the Conversation OHEducation OHEducation @OHEducation @OHEducationSupt OhioEdDept 11

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