1. Welcome! 1

2. 2

3. 3 AGENDAAGENDA

4. 4 School Climate Transformation and ”Now is the Time” Why Now? “If there is even one step we can take to save another child, or another parent, or another town, from the grief that has visited Tucson, and Aurora, and Oak Creek, and Newtown, and communities from Columbine to Blacksburg before that -- then surely we have an obligation to try.” – President Obama What Now?

5. 5  School Climate Transformation grants to school districts—$35,818,097  School Climate Transformation grants to states— $7,339,654  Project Prevent grants to school districts— $14,167,876  School Emergency Management grants to states—$13,082,991

6. 6 Phyllis Scattergood Grant Monitor: Phyllis Scattergood CityApplicant NameState SalinasMonterey County Office of EducationCA LouisvilleJefferson County Board of EducatonKY New OrleansOrleans Parish School BoardLA DetroitSchool District of the City of DetroitMI PhiladelphiaThe School District of PhiladelphiaPA

7. 7 Grant Monitor: Eve Birge City Applicant Name State AshvilleSt. Claire County SchoolsAL PasedanaPasadena Unified School DistrictCA Santa RosaSanta Rosa City SchoolsCA OaklandOakland Unified School DistrictCA Pico RiveraEl Rancho Unified School DistrictCA EurekaEureka City SchoolCA LakeportLake County Office of EducationCA HemetHemet Unified School DistrictCA UkiahMendocino County Office of EducationCA LindsayLindsay Unified School DistrictCA PleasantonPleasanton Unified School DistrictCA City Applicant Name State CerritosABC Unified School DistrictCA OaklandLeadership Public SchoolsCA Arleta YPI Charter Schools, aka Bert Corona Charter School CA VisaliaTulare County Office of EducationCA WashingtonEagle Academy Public Charter SchoolDC HarveyJefferson Parish Public School SystemLA ShreveportCaddo Parish School BoardLA ConcordCabarrus County SchoolsNC HominyOsage County Interlocal CooperativeOK Chesnee Spartanburg County School District Two SC St. ThomasVirgin Islands Department of EducationVI Eve Birge Grant Monitor: Eve Birge

8. 8 Grant Monitor: Sarah Sisave City Applicant Name State San CarlosSan Carlos Unified School DistrictAZ MaranaMarana Unified School DistrictAZ Alton Alton Community Unit School District #11 IL ZionZion Elementary School District 6IL Sandoval Sandoval Community Unit School District 501 IL NewtonNewton Public SchoolsMA ReadingTown of ReadingMA Wilbraham Hampden-Wilbraham Regional School District MA LincolnLincoln Public SchoolsNE PapillionPapillion-La Vista School DistrictNE FremontFremont Public SchoolsNE City Applicant Name State LaconiaLaconia School DistrictNH AuburnAuburn Enlarged City School DistrictNY BuffaloBoard of Education, Buffalo, NYNY LyonsLyons Central School DistrictNY CheektowagaCleveland Hill Union Free School DistrictNY Middle IslandLongwood Central School DistrictNY CheektowagaCheektowaga Central School DistrictNY LancasterSchool District of LancasterPA Salt Lake CityGranite School DistrictUT TooeleTooele County School DistrictUT VancouverVancouver School District #37WA Sarah Sisaye Grant Monitor: Sarah Sisaye

9. 9 Grant Monitor: Maureen Herman City Applicant Name State Fort Lauderdale The School Board of Broward County, Florida FL JacksonvilleDuval County Public SchoolsFL Fernandina BeachNassau District School BoardFL TampaHillsborough County Public SchoolsFL BartowSchool Board of Polk CountyFL Ft. DodgeFt. Dodge Community School DistrictIA Des Moines Des Moines Independent Community School District IA CorbinCorbin Board of EducationKY Murray West Kentucky Educational Cooperative KY InezMartin County Board of EducationKY PigeonElkton-Pigeon-Bay Port Laker SchoolsMI City Applicant Name State Muskegon Muskegon Area Intermediate School District MI San Antonio South San Antonio Independent School District TX San AntonioSouthside Independent School DistrictTX PasadenaPasadena Independent School DistrictTX San Antonio San Antonio Independent School District TX Karnes CityKarnes City Independent School DistrictTX BerlinBerlin Area School DistrictWI AppletonAppleton Area School DistrictWI WausauWausau School DistrictWI West AllisWest Allis-West Milwaukee School District WI Maureen Herman Grant Monitor: Maureen Herman

10. 10 Introducing the Team! Grant Monitors PBIS TA Center Federal Partners

11. WA 1 – ‘14 UT 2 – ‘14 CA 15 – ’14 NV MT AZ 2 – ‘14 TX 6 – ’14 NE 3 – ‘14 OK 1 – ‘14 IA 2 – ‘14 MO LA 3 – ‘14 MI 3 – ’14 WI 4 – ‘14 IL 3 – ’14 KY 4 – ’14 AL 1 – ‘14 FL 5 – ‘14 OH VA NC 1 – ‘14 SC 1 – ‘14 PA 2 – ‘14 NY 6 – ‘14 School Climate Transformation Grant Awardees 2014 SEA 2014 LEAs with no SEA HI CT DE MA 3 – ‘14 DC 1 – ‘14 NH 1 – ‘14 VI 1 – ‘14 10

12. 12 “If we can’t help protect kids and staff, and make them feel safe at school, then everything else that we do is secondary…” U.S. Secretary of Education, Arne Duncan. “If kids don’t feel safe, they can’t learn. It’s that simple. Through these grants of more than $70 million, we are continuing our commitment to ensure that kids have access to the best learning experience possible.”

13. 13 Regulatory/ Policy Requirements Your Grant Program legislation Education Department General Administrative Regulations (EDGAR) OMB Circulars (cost principles, administrative requirements, and audit requirements) Grant Announce ment/ Application Package Grant Award Notification Written Guidance

14. 14 Grant Award Notification (GAN) PR/Award No. Award Periods Funding Level Terms and Conditions Block Blocks identify different areas of information (examples: block 2, 3, 6, 9, and 10) Performance Period Performance Period is the total period for which funds are awarded to a grantee Budget Period Budget Period is annual increments of time to which a performance period is divided for budgetary purposes (usually 12 months) Grant Award Notification

15. 15 Monitoring Tools Performance Call Post-Award Periodic Monitoring Site Visits Notification Report and Findings G5 System Expenditures Excessive Drawdowns Audit Reports Corrective Actions Grant Compliance Other Congressional notification Public complaints

16. 16 Fiscal Management “A grantee shall use fiscal control and fund accounting procedures that insure proper disbursement of and accounting for Federal funds” (EDGAR §75.702) Accountability – project director Accurate accounting system Financial procedures Contracts Internal controls

17. 17 Fiscal Management (continued) Drawing Down Funds Returning Funds Types of Payments Indirect Cost Rates G5 Access (www.g5.gov)

18. 18 Contracts Adhere to State/Local §procurement process (EDGAR §74.40-48)Free and open competitionTerms and conditions of contract being metMaintain filesEnsure no conflict of interestWritten procurement procedures

19. 19 Expanded Authorities Pre- Award Costs Carryover Budget Transfers One-Time No-Cost Extensions

20. 20 Administrative Actions  Post-award request/change  Requires new GAN  No change to scope/objective  Actions that require ED approval

21. 21 Performance Reports ED 524B Coversheet Executive Summary Project Status Chart (Sections A, B, C) Dear Colleague Letter Submit via G5Types AnnualFinal

22. 22 Recordkeeping  Viable recordkeeping system  All-grant related documents  Fiscal and administrative records  Retention period – 3 years after closeout (EDGAR §74.53)

23. 23 Freedom of Information Act (FOIA) Documents submitted become Federal records Public access to Federal Records Exceptions (personal, in-kind contributions, proprietary)

24. 24 Audits Grantee-Initiated Office of Inspector General Types Expend $500,000 or more Federal funds per year Use independent auditor Part 7 – Guidance for Auditing Programs Not Included in Compliance Supplement Grantee- Initiated Complaint Serious findings from audit report reviewed by Chief Financial Officer OIG Audit

25. 25 Role of the Grantee and Project Director By accepting the grant award, the Grantee agrees to: 1.Perform the activities/work promised in the application 2.Exercise proper stewardship of federal funds 3.Comply with regulatory and programmatic requirements 4.Demonstrate and measuring progress toward achievement of project goals and the Government Performance and Results Act (GPRA) measures established for the program 5.Report all required information to ED The Project Director’s role in the grant: 1.Oversees the implementation of the project’s activities 2.Ensures the timely submission of all performance reports and that all grant activities are in compliance with ED’s regulations 3.Must be flexible, disciplined, and able to meet numerous deadlines 4.Will have experience in project and personnel management, communications, and working with both school systems and community partnerships 5.Should have knowledge of evaluation and be able to write clear and comprehensive reports

26. 26 Role of the Grant Monitor All monitoring activities are documented in the official grant folder. The following chart provides an overview of the most common general monitoring tools used by OSHS staff. Monitoring Tool

27. 27 CommunicationsCommunications To streamline communications and encourage more efficient grant operations… 1. All grant related information from this office should be directed to the project director 2. The project director should initiate and make all requests from the grant program (e.g., e-mail messages, telephone calls) directly to me as your Education Program Contact

28. 28 Allowable costs Allowable costs are those that are permitted or not expressly prohibited. Allocable costs Allocable costs are those that may be directly attributed to the operation of the project. Necessary and reasonable costs Necessary and reasonable costs are those that do not exceed what a prudent person would incur. Costs that were not allowable, allocable, or necessary and reasonable were either eliminated or reduced from your proposed budget. An OSHS staff member reviewed your proposed budget prior to award to determine if all items and associated costs were necessary and reasonable for proper and efficient performance of your project, allocable to the project, and allowable under the government cost principles. A revised budget must be submitted to me no later than 30 days after this call. Please remember that you must follow established procedures within your institution in the procurement of any services, including the competing and awarding of any contracts.

29. 29 Technical Assistance Resources Application Package contains requirements and restrictions Refer to the Education Department General Administrative Regulations (EDGAR), Office of Management and Budget (OMB) Circulars, and ED’s Grants Policy Bulletins

30. 30 Technical Assistance Resources The following is a list of available online resources governing grant expenditures:  EDGAR – www2.ed.gov/policy/fund/reg/edgarReg/edgar.htmlwww2.ed.gov/policy/fund/reg/edgarReg/edgar.html  Grantmaking at ED – www.ed.gov/fund/grant/about/grantmaking/index.html www.ed.gov/fund/grant/about/grantmaking/index.html  OMB Circulars - www.whitehouse.gov/omb/circulars/index.htmlwww.whitehouse.gov/omb/circulars/index.html  Grants Policy Bulletins - www.ed.gov/policy/fund/guid/gposbul/gposbul.html www.ed.gov/policy/fund/guid/gposbul/gposbul.html  So You Want to Know About Indirect Costs - www.ed.gov/about/offices/list/ocfo/fipao/abouticg.html www.ed.gov/about/offices/list/ocfo/fipao/abouticg.html Technical Assistance Resources

31. 31 Who: What: When: Where: Why: Project Director’s Meeting Project Directors (if unable to attend, you must designate a representative to attend in your place) October 28, 2014 Chicago, Illinois Agenda will be sent under a separate cover  As the project director for this grant, you are required to attend our annual meeting for projects of new discretionary grants.  At the meeting, OSHS staff will provide an overview of the general administrative responsibilities.

32. 32 Your application was reviewed and scored according to the program you proposed. Changes to project goals, objectives, and/or activities must be discussed with your Federal Program Monitor. Changes must not change the scope of your project. Project Goals, Objectives, and Activities

33. 33 Changes in Staffing Staffing was approved (as indicated in your proposal) and/or amended during the budget review. Future alterations to staff should be discussed with your Federal Program Monitor.

34. 34 Evaluation Plan: Local Evaluation Evaluation Plan: Local Evaluation Critical to Overall Success Provide timely information for: Creating Strategic Plans Measuring Progress Keeping the Project Focused on its goals and objectives Important in sustaining local progress after federal funding has ended

35. 35 I trust that these areas were satisfactorily covered. If there are issues that remain unresolved or questions unanswered, please do not hesitate to contact me or bring your issues up during the questions and answers session of the training on October 28 th.

36. Thank you! 36