2010-2011 HBCU TITLE III BUDGET Internal and External Evaluation
DEPARTMENT OF EDUCATION FUNDING FORMULA ELEMENTS Ability to match (endowment) Number of students enrolled the previous year Average cost per student Number of Pell grants per university Number of degrees awarded by the university Percentage of degrees received by African American Students The number of undergraduate students that attend graduate school
INTERNAL AND EXTERNAL EVALUATION MEASURES Academic quality Institutional management Fiscal Stability Expenditure of funds Student success – enrollment, retention/persistence, graduation rate Evidence of project improvement Collective project goals Expansion or establishment of learning labs or academic skills centers Development of new course of study or strengthens existing courses Establishment or expansion of campus electronic linkages
TITLE III FUNDING JUSTIFICATIONS FOR CURRENT ACTIVITIES Student retention Provide student resources Contribution of activity university wide Number of people the program reached Faculty and Staff professional development Academic integrity University infrastructure
TITLE III EVALUATION RESULTS 2010-2011 HBCU Award $4,902,919 Meet Criteria $4,087,481 Possible funding with new outcomes $638,889 Didn’t meet criteria $176,549 17% of funding to realign $815,438
2010-2011 TSU UNDERGRADUATE (HBCU) TITLE III BUDGET Category Budget Percent of Budget Personnel 1,434,407 29% Benefits 530,731 11% Construction 1,300,000 27% Endowment 600,780 12% Supplies 511,673 10% Faculty Development 212,594 4% Graduate Assistants 120,600 2% Travel 69,500 1% Equipment 63,634 1% Contractual 59,000 1% Total Award 4,902,919 100% Personnel / Benefits 1,965,138 40% Title III Guidelines 50% limit on construction No more than 20% for endowment Minimal use for salaries
2010-2011TITLE III UNDERGRADUATE (HBCU) BUDGET $4,902,919
FUNDING TO REALIGN (17 PERCENT OF FUNDING THAT DIDN’T MEET EVALUATION CRITERIA) Personnel - $498,130 61% Benefits - $188,008 23% Supplies - $41,500 5% Grad Assts - $65,800 8% Travel - $16,000 2% Contractual - $6,000 1% Total $815,438
SAMPLE BUDGET Category Budget Percent Personnel 936,277 19% Benefits 342,723 7% Construction 1,300,000 27% Endowment 600,780 12% Supplies 606,079 12% Faculty Development 348,500 7% Graduate Assistants 190,706 4% Travel 189,406 4% Equipment 199,540 4% Contractual 188,906 4% Total Award 4,902,919 100% $815,438 distributed evenly between the following: Supplies, Faculty Development, Grad Assistants, Travel, Equipment, Contractual ($135,906.33)
SUMMARY OF INTERNAL & EXTERNAL EVALUATIONS Ms. Stacie Wade Dr. Peck-Chong Liew
ASSESSMENT Inconsistency in stated objectives. For example, the original approved proposal for Activity #2 identified two (2) objectives. However, the Quarterly Project Status Report identified four (4) objectives. Recommendations: Require Activity Directors to develop consistent (the same) objectives that meet requirements to be included in all Title III reports/documents. Objectives and Anticipated Results lack quantifiable/ measurable element(s). Recommendations: Rewrite objectives in measurable terms utilizing the SMART (specific, measurable, achievable, realistic, timely) components. To develop, retain, and provide documentation with supporting quantitative data and qualitative outcomes for each objective with baseline data for MBOs, Project Status and Annual Performance Reports.
ASSESSMENT No baseline data exists to provide information against which to measure improvement. Recommendations: Establish baselines for all objectives and anticipated results so that comparison can be made in a specific unit, annually or overtime. For HBCU projects, it is recommended that the 2007–2008 grant period serve as the baseline for documenting outcomes. For HBGI projects, it is recommended that the 2009-2010 grant period serve as the baseline for documenting outcomes. For SAFRA projects, it is recommended that the 2010-2011 grant period serve as the baseline for documenting outcomes.
ASSESSMENT Reports lack detailed information/evidence on the progress made on each objective and anticipated result. Recommendations: Establish similar parameters to document an increase in enrollment, retention, and graduation rates for the target population. Include progress from previous quarter in the subsequent quarterly Status Report along with any new quantifiable and qualitative data. Provide a compilation of all data for the Annual Performance Report (APR) in order to have a total picture of quantifiable evidence at the end of the grant period.
OVERALL ASSESSMENT Activity Directors lack a clearer understanding of: what a goal is, what an objective is, what tasks are, and what implementation strategies are. Recommendations: Activity Directors attend training on writing measurable goals and objectives, anticipated results and implementation strategies. This can be accomplished internally or with an external expert.
COMMON PROBLEMS/ERRORS IN REPORT WRITING Dr. Peck-Chong Liew
COMMON ERRORS FOUND IN ANNUAL PERFORMANCE REPORT (APR) The objectives used for your APR should be consistent with the ones in the approved proposal, MBOs, Project Status Report, and Compliance Assist. DO NOT create any new objective(s). Objective can only be modified to put it in measurable terms. It also needs to be approved by the Program Officer. Example (Modified objective): Original objective:Modified objective: Increase the access to and use of technology in XYZ 1010. Increase the access to and use of technology from 14% of the students enrolled in XYZ 1010 to 25% of the students enrolled in XYZ 1010 by September 2011.
Example of using different objectives for the same project: ProposalProject Status Report APRCompliance Assist Objective 1: To foster a culture that produces students with specialty areas of competency, the university will increase the number of minority xyz professionals by 10%, annually. Objective 2: To assure student achievement, the university will provide assurances of learning competency via the XYZ Learning Model in xyz practice to increase performance as measured by retention rate, GPA and graduation rate, annually. Objective 1: Following the re-sequencing of prerequisite courses X- 1006 and X-1200/1201 an increase of 10-15 students will be eligible for admission to the School of XYZ and enter into the first xyz course, which is X- 1020/1024. Objective 2: Students admitted to the first xyz course X- 1020/X1024 will be retained at 63%. Objective 1: Provide academic guidance to 150-200 potential candidates for the Certified XYZ Technician to Associate in Applied Science in XYZ (XNT – AASX). Objective 2: Evaluate required scores of 50 on reading and math competency upon completion of the XYZ Entrance Exam. Objective 3: Prepare 10-15 XNTs for enrollment into prerequisite courses (X-1006 and X- 1200/1201) Objective 4: Provide academic enhancement to increase academic performance by 60% on the X-1010 Written Challenge Exam. Objective 5: Fifty percent of students who apply for admission to the first xyz course X-1020 Adult XYZ by year 3. Objective 1: Provide continued academic enhancement to improve academic performance in X1006 and successful completion of the X-1010/1014 challenge examination.
Example (Objective vs. Task): An objective is a specific and quantifiable statement of project achievement. It is a statement of measurable outcome which can be used to determine progress towards the project goal. A task is the work that needs to be done/completed to achieve the objective. Correct Examples: Incorrect Examples: Objective 1: To increase the number of students to pursue X disciplines by 10% annually. Objective 2: To increase the number of faculty and students who participate in scholarly graduate research by 15% annually. Objective 1: Hire Coordinator of X Program. Objective 2: Hire Program Director. Objective 3: Purchase research equipment.
Under “Process Measures” You MUST provide the “Target” you established for meeting each performance measure. You MUST also provide “Start Quantity” and “End Quantity” to demonstrate progress towards meeting or exceeding this target. NOTE: The “Start Quantity, “End Quantity” and “Target” should be indicated in the same data element format.
EXAMPLES OF DATA REPORTING: Correct Examples: Incorrect Example: Did the number of student access to scientific research equipment purchased increase? If yes: Start # of students 89 End # of students 115 Target 100 Did the course satisfaction rate of students in revised courses increase? If yes: Start % satisfaction 68% End % satisfaction 79% Target 75% Has the number of students from underrepresented groups increased? Cohort: Asians If yes: Start # $86,700 End # $184,900 Goal Continue with assisting underrepresented students
WHEN DOCUMENTING THE OBJECTIVES THAT WERE “COMPLETED”, YOU MUST PROVIDE QUANTITATIVE DATA AS EVIDENCE OF COMPLETION. Correct Examples:Incorrect Examples: ObjectiveEvidence of Completion To increase the number of research publications for faculty by 10%. 18 research papers have been published during 2009-10. Compared to 2008-09 (16 research publications), there was a 12.5% increase. Submit and achieve at least one new grant award for service- learning by September, 2010. In January 2010 the Center of Service Learning was awarded a $900,000 grant from Health and Human Services Office of Minority Health. ObjectiveEvidence of Completion Enhance student achievement in XYZ courses. Reports submitted to TBR. (No quantitative data provided) Sustain and enhance instructional resources and academic support services. Computers for faculty for use in assessment. Also, The XYZ Center has been given more resources through another activity for the center. (No quantitative data provided)
ANNUAL PERFORMANCE REPORT (APR) DO NOT copy from your previous APR and paste it on your current report. DO NOT create new objective(s) for your APR. DO NOT say “several” students have made research presentations. You must provide the actual number of students who made presentations. DO NOT say the number of students seeking admission to the program has “increased significantly”. You must provide the actual number of students who seek admission to the program (from x number to y number [to demonstrate the actual increase]).
COMMON ERRORS FOUND IN PROJECT STATUS REPORT & COMPLIANCE ASSIST Inconsistency in stated objectives. 6 out of 23 activities (26%) used different objectives in both Project Status Report and Compliance Assist. Objectives are not measurable.
THE CRITERIA FOR SUCCESS (STEP 2) ARE NOT DEFINED IN MEASUREABLE TERMS; AND DO NOT MATCH THE OBJECTIVE. Correct Example:Incorrect Example: Objective: Increase the number of African American doctoral students in XYZ program by 5% annually. Criteria for Success: At least five percent (5%) increase in the enrollment of African American doctoral students in the XYZ program annually. Objective: Increase the number of African American doctoral students in XYZ program by 5% annually. Criteria for Success: Attract new students in the graduate programs in XYZ. Prepared material to market programs with brochure for the College.
PERFORMANCE MEASURE DOES NOT MATCH THE STATED OBJECTIVE. Correct Example:Incorrect Example: Objective: Increase the number of African American doctoral students in XYZ program by 5% annually. Performance Measure (Direct): Performance is measured based on the actual number of African American doctoral students enrolled in the program each year. Objective: Increase the number of African American doctoral students in XYZ program by 5% annually. Performance Measure (Direct): Increased in M.S. students; twelve (12) Master students vs ten (10) and one (3) Ph.D. students.
WHAT’S CHANGED Redefined Staff Roles Streamlining Procedures- Business NOT as Usual” CONSEQUENCES for Non-Compliance Responsibility and Accountability Call For Proposals SAFRA
TITLE III INVENTORY Inventory Ledger Title III Inventory Transferred or Deleted after 5 years Ex. Purchased computer on March 19, 2006. Property Transfer Sheet completed to move from Title III Account to your State Account on or before March 19, 2011 and submitted to Title III Office. Inventory Out of Date, Useless, or Stolen Complete Deletion Form and submit to Title III Office Property Stolen – Police Report and any other correspondence must be submitted to Title III Office *All forms can be found on Purchasing Website*