Quick Tips offers you the convenience of finding answers quickly to questions commonly submitted to the Help Desk by project directors, site coordinators, center staff . The topics featured in Quick Tips will change as your needs change.
Below are the current topics for Quick Tips:
Allowable vs. Unallowable Costs
While the information provided below is not exhaustive, it offers guidance in considering costs:
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Cell Phone:
Although the purchase of a cell phone and cell phone service is an unallowable cost per the 21st CCLC grant, if justification can be provided in accordance with local policy, the cost may be considered allowable. To justify the purchase of a cell phone and service, you should do the following:
· Establish the phone contract in the organization/program name (not an individual’s name)
· Ensure that the phone is used solely for the purpose of the 21st CCLC program
· Cost should be reasonable and necessary to achieve the objectives of the grant
Budget Note: The phone cost would need to be budgeted in Schedule #5C in the ‘Remaining 6200 Professional and Contracted Services that do not require Specific approval’ line item.
Amendment Required:
· If no funds are currently budgeted in Remaining 6200 Professional and Contracted Services in
Schedule #5C, then an amendment would be required.
· If the addition of the phone(s) would cause a 25% increase in the amount budgeted in
schedule #5C/6300 then an amendment would be required.
Learn more about budget and fiscal requirements, including allowable vs. unallowable costs, by watching the NOGA, Now What Podcast Series.
Charter Schools
Are Charter Schools required to use a random lottery admission process when selecting students for 21st CCLC Programs?
Section 5210 of the No Child Left Behind Act (NCLB) defines the term charter school, in part, as a public school that "admits students on the bases of a lottery, if more students apply for admission than can be accommodated." Therefore, Charter Schools must admit students through a random lottery if it is receiving federal CSP funds, as the charter school must meet the federal definition in order to be eligible to apply for the Charter School Program Start-Up Grant.
If the Charter School has been in operation for several years and no longer receives CSP funds, it may not have to use the lottery, provided that the Charter School has been approved to change its admission policy via the Charter amendment process. If the Charter School has been approved to amend its admission policy, there should not be any restriction in the 21st CCLC grant that would require the Charter to use the lottery process if it is oversubscribed.
Implementation Forms
Below are links to templates used most frequently used:
Additional templates and forms can be found on MyTexasACE.org.
Summer Program:
There may be instances where your grant site is not available for your summer program, e.g. construction, remodeling, etc. If you have identified another location for your program, but it is not a grant site, please complete Schedule #4A, Chart 1, and Charts 6-7 for the non-grant site and submit them to Candace Ferguson.
Regardless of grant cycle and dollar amount, if any of the following has occurred within your grant, please submit an amendment to TEA:
1. Addition of a class/object code not previously budgeted on the Budget Summary.
2. Increase or decrease the amount approved in any class/object code on Schedule #5—Budget Summary (i.e., 6100-6600) by more than 25% of the current amount approved in the class/object code.
3. Addition of a new line item on any of the supporting budget schedules (i.e., Schedules #5B-5G).
4. Increase or decrease in the number of positions budgeted on Payroll Costs (Schedule #5B).
5. Addition of a new item of computer hardware/equipment (not capitalized) approved on Supplies and Materials (Schedule #5C).
6. Addition of a new item or increase in quantity of capital outlay item(s) ≥ $5,000 approved on Capital Outlay (Schedule #5G) for articles costing $5,000 or more.
7. Addition of a new item of capital outlay items approved on Capital Outlay (Schedule #5G) for articles costing less than $5,000.
8. Reduction of funds allotted for training costs
9. Additional funds needed
10. Change in scope of objectives, regardless of whether there is an associated budget revision requiring prior approval
If you need to submit an amendment, the schedules are located in Part 4 of all active RFAs.
Access Part 4 of your RFA by clicking on the appropriate link below:
Note: You can also access your RFA by following the instructions below:
· Search by school year and then by grant in the Application Name to find your RFA (i.e. 2009-2010
Texas 21st CCLC Cycle X, Year X Grant Application
· Scroll down to Application and Support Information Section to view RFA categories
Once the amendment is completed, there are two options for submission:
Option 1-
Mail to: (Please include three (3) copies of the amendment)
Document Control Center (DCC) at TEA
Address in bottom left corner of schedule #1
Attn: DOC—21st CCLC Grant Amendment
Option 2-
Fax to:
Document Control Center (DCC) at TEA , 512-463-9811
Attn: DOC—21st CCLC Grant Amendment
Texas ACE 2010 Annual Conference:
Travel Arrangements and Costs Guidelines for Texas ACE 2010 Annual Conference (Applicable to Cycles 5 & 6 Grantees)
In order to allow grantees to book travel in advance and make the best use of their grant funds, TEA permits grantees to request pre-award costs for continuation grants that start August 1, 2010, e.g. Cycle 5 Year 3 or Cycle 6 Year 2. Please note that pre-award costs are only permitted for costs directly associated with attending the State Conference. In addition, grantees must not charge costs associated with attending the State Conference to their current grants, e.g. Cycle 5 Year 2 or Cycle 6 Year 1.
Given that the applications have already been published, and there was not a space on the budget schedules to include information about pre-award costs we will use the following procedure to record the approval of pre-award costs:
1. Applicants should calculate the cost of sending no more than 4 staff members to the State Conference.
2. Once the ‘normal’ negotiation process has been completed I will personally telephone/e-mail the primary contact listed in the grant application, and ask them to confirm how much they need to assign for pre-award costs.
3. A sticker with the following information will be added to schedule #5E: “Pre-award costs are permitted beginning 4/1/2010 for travel to attend the required State Conference in Austin 8/3/2010-8/4/2010. Pre-award costs of $________ are approved in this application for this purpose”.
4. On (or after) 8/1/10 grantees may request reimbursement via the Expenditure Reporting (ER) system for approved pre-award costs for expenditures related to attending the Texas 21st CCLC State Conference.
Note: Pre-award costs for travel must be budgeted in the ‘Remaining 6400-other operating costs that do not require specific approval’ line, e.g. you could budget $5,000, and specify that $1,000 (of the $5,000) will be used for permitted pre-award costs.
For a listing of conferences and training events, go to the Events Calendar.
Webinars:
Webinars are instrumental in providing a forum for geographically diverse and large groups to learn new techniques and practices, share ideas and challenges, and allow TEA to disseminate information statewide. Below is a listing of webinars, which have been conducted:
· Texas ACE Activity & Lesson Plan Materials and Tools for Intentional Programming Webinar
· Data Review for Program Administrators: Using Exception Reports & Data Review Form webinar
· Innovative Learning Webinar Series
· Texas ACE Strategic Planning Training (2-part series)
· Texas ACE Project Director Webinars
Who participates?
The subject matter of the webinar will determine who should attend. Positions identified as potential attendees are sent an invitation via email prior to each webinar.
How do I register?
Click on the registration link provided in the email invitation. Complete all fields and click on the “Submit” button.
How do I log on to the webinar?
Prior to the webinar, ensure your computer has the necessary software installed to join the webinar. You can confirm this by opening the calendar invitation and clicking on the provided link. If you receive notification to install a software program, follow the installation instructions. The software installation may take a few minutes, so it is imperative that you perform this test at least 30 minutes prior to the webinar start time.
Once you click onto the provided link and have joined the webinar, make sure you have an audio connection. If you do not, re- read your calendar invitation to see if there is a toll free number that you should dial to access the audio feature.
If you are having difficulty successfully joining the webinar after following the above steps, please contact the help desk.
If I can't attend the webinar, how can I participate?
You can listen and access materials discussed during a recorded webinar as the webinars are archived approximately one week after the event.
For guidance on program data collection and reporting questions, you can access the following resources to find your information.
NOGA, Now What? Podcast Series
Listen to TEA's Texas 21st CCLC Program staff speak on responsibilities associated with:
As an ACE Grantee or an affiliate, there are specific deliverables TEA requires in accordance to the 21st CCLC Grant. Therefore, it is recommended that you make note of the following dates:
Budget Amendments:
Budget amendments are due 90 days prior to the ending date of the grant.
Note: Please review Part 4 of your RFA for more information:
You can also access your RFA by following the instructions below:
· Search by school year and then by grant in the Application Name to find your RFA (i.e. 2009-2010
Texas 21st CCLC Cycle X, Year X Grant Application
· Scroll down to Application and Support Information Section to view RFA categories
Continuation Applications:
· Cycle 5 Year 5 - Due on March 29, 2012
· Cycle 6 Year 4 - Due on April 12, 2012
· Cycle 7 Year 2 - Due on April 26, 2012
· Cycle 6 Year 4 - Due on April 12, 2012
· Cycle 7 Year 2 - Due on April 26, 2012
Final Expenditure Reporting:
· Cycle 5- Due September 30, 2010
· Cycle 6- Due September 30, 2010
Final Yearly Report:
· Cycle 4 Final Yearly Report—Due July 31, 2010
· Cycle 5 Final Yearly Report—Due August 31, 2010
· Cycle 6 Final Yearly Report—Due August 31, 2010
TX21st Data Approval Deadlines:
· Fall Term — Due December 13, 2010
(Excludes grades which are due February 14, 2011)
· Spring Term — Due June 6, 2011
(Excludes grades, which are due on June 20, 2011)
· Summer Term —Due August 8, 2011
Use the TX21st Checklist & Calendar - Daily Student Tracker has a guideline for meeting TX21 Data Approval Deadlines.
TX21st is located in a secured environment. You must request access to TEASE to gain access to TX21st.
School districts or education service centers can request access to TEASE by establishing a TEASE account.
Are independent evaluations required for all cycles?
Yes.
What is the first step in identifying an independent evaluator?
All grantees should read the ACE PRIME Blueprint, Appendix 25 which outlines the definition of an independent evaluator, provides interview guidance and cost guidelines. An additional resource is the Evaluation Expectations Webinar released on January 28th available at MyTexasACE.org
Do I have to hire an external independent evaluator?
No. Grantees can either conduct an internal or external evaluation, but it must be independent.
What is the definition of an internal evaluator?
An internal evaluator is someone that works in your organization budt does not work for the ACE program, or does not have any involvement with the ACE program. For example, it would be allowable for a school district that has a 21st CCLC program to use their internal evaluation department to conduct the required independent evaluation if these staff do not work on the ACE program. However, if a campus has an ACE site and the principal of the campus says they would like to conduct the evaluation, this would not be allowable as it would pose a conflict of interest. The internal evaluator must be an objective and neutral party.
If the grantee decides on an internal evaluator, what is the next step?
Please refer to the ACE PRIME Blueprint, Appendix 25, p.4- Interviewing an Independent Evaluator which provides guidance and interview questions then prepare a Scope of Work document or an internal Memorandum of Understanding to ensure all deliverables are met.
Can the grant writer be the independent evaluator?
No. TEA believes that this scenario poses a conflict of interest for the evaluator, in that the evaluation is evaluating the grant program that he or she designed, developed and wrote.
If the grantee decides to use an internal evaluator for the required evaluation, can we charge that staff member’s time spent on the evaluation to 21st Century?
Yes. If you are going to use current internal staff, you can budget the necessary amount under the 6100 class/object code. If the employees will spend time over and above their regular work hours in completing the evaluation, funds should be budgeted as extra-duty pay. If the employees will dedicate a portion of their regular work hours to evaluation, funds should be budgeted as a percentage of their total salary. The grantee would be responsible for maintaining the appropriate time and effort documentation.
What is an external evaluator?
An external evaluator is someone from outside of your organization that conducts the independent evaluation. There are several limitations on external contractors and it is imperative that you know and abide by this information. Please refer to Part 2: Program Guidelines of your RFA to read morea about these limitations in addition you will want to follow your local policy regarding contracting and procurement.
What is the allowable cost for an independent evaluation?
The independent evaluation cannot exceed 5% of grant award. It is considered an administrative cost. Please refer to the ACE PRIME Blueprint, Appendix 25, page 8 & 9 outlining the differences between cost of a basic and comprehensive evaluation.
Is there a template or format beyond referring to the ACE PRIME Blueprint, Appendix 25?
TEA along with Edvance Research have conducted extensive research for developing your evaluation. We have outlined the process in the ACE PRIME Blueprint, Appendix 25, p. 16 and your evaluation should contain all these basic elements.
Is there an example of a submitted evaluation from previous years that we could reference?
No, there is not anything in addition to the Format on pa. 16 of Appendix 25.
Can we add additional elements not addressed by the template in the ACE PRIME Blueprint, Appendix 25 to our evaluation?
Yes as stated in the ACE PRIME Blueprint, Appendix 25, p. 16 you may include anything else that is appropriate to the evaluation as long as it contain each of the sections listed.
What is the due date of the evaluation?
Who should I submit my evaluation to?
Please submit your evaluations to the ACE Help Desk at TexasACE21@EdvanceResearch.com.
