1. The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. 2015 ADM | July 13 th – 15 th Hit the Ground Running By Helping Your Program Officer Help You Carla Kirksey US Education Department Office of Migrant Education

2. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Presentation Overview  Review what directors need to know regarding expectations, correspondence and monitoring.  Review how to help OME program officers help you. 2

3. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. When Does OME Contact Directors? 1. Reminding directors of the due dates for revised budgets, extensions, interim reports and APRs 2. Discussing with directors the revised budgets, monitoring questions, interim reports or annual performance reports (APRs) 3. Announcing annual meetings, Grant Award Notifications (GANs), monitoring and post award conference calls 4. Scheduling calls for desk monitoring, on-site monitoring visits and post award conference calls 3

4. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Program Officer Duties Grant Making Policy Development Monitoring Performance Reporting Technical Assistance 4

5. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. 5

6. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Expectations of OME Monitoring Reports are due 60-90 days after review. Budget approvals from OME program officers are completed approximately 30 days after the budgets are due. 6

7. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Project Director Responsibilities Perform the work detailed in the approved application Exercise proper stewardship of federal funds, including documentation of expenditures Comply with all statutory and regulatory requirements and conditions of the grant award 7

8. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Project Director Responsibilities Measure and demonstrate progress toward achieving project goals Report all required information to the Department Maintain records documenting the grant’s activities and expenditures 8

9. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. 9

10. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Correspondence  Contact OME program officer and copy Debbie Gibson for directory updates.  The PR Award Number should be on all written correspondence and voicemail messages. 10

11. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Additional Tips in G5  When making changes to the Authorized Representative (AR) in G5, the required fields listed are the name, phone number and email address.  Although a change to the AR may have been made in G5, the GAN will not list the AR nor show any changes.  Action Numbers on the GAN may not be in sequential order. 11 Authorized Representative:

12. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Correspondence Addressing Stipends When requesting a transfer of funds out of the stipend category for the budget, consider the following: 1. List the funds in the stipend category 2. List the amount needed to move from stipends to another line item 3. Provide a reason for moving the funds to another line item 4. Explain why the funds will not be needed in the stipend category 5. Explain how it is part of the project’s objectives 12

13. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Administrative Action Changes Grantees must: Request OME approval if there is a change in project key personnel listed in the approved application. Send resume and job description of potential director to OME program officer. Project Directors may: Send request through G5. Call the G5 hotline for assistance. 13

14. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Changes Needing Prior Approval Changes to the…  Budget stipend line  Key personnel 14 2 CFR §200.407

15. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. 15

16. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Post Award Conference Calls The Initial Discussion: Takes place shortly after a new grant is awarded. Establishes an understanding of the specific outcomes, measures and targets for assessing the project’s progress and results. Clarifies and lays the groundwork for monitoring and ongoing communication between a grantee and OME to ensure compliance. 16

17. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. What Is Monitored? 1. Eligibility 2. Services to Students 3. Plan for Student Placement 4. Administrative Management 5. Program Implementation 6. Evaluation 7. Budget 8. Audits 9. Other 17

18. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. FY2015 Monitoring Schedule Desk Monitoring:  University of New Mexico, Taos CAMP On site Monitoring:  University of New Mexico, Albuquerque CAMP 18

19. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Record Keeping Keep records regarding the use of grant funds for at least 3 years after project ends or after all actions of the grant close. Show compliance with program requirements. Keep data the project used to demonstrate the effectiveness of the project in meeting the grant’s objectives. 19

20. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Oese.hepcampta@ed.gov Purpose:  To address incoming grantee technical assistance inquiries through the Team Access email. 20

21. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Upcoming Dates Revised Budgets - Due on August 28, 2015  Generally, revised budgets are due 30 days after receiving written notice of the award APRs – Due in November 2015 21

22. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Upcoming Meetings New Directors Meeting (NDO) September 15-16, 2015 Mentor Initiative Meeting (MIM) September 16-17, 2015 22

23. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. QUESTIONS 23

24. 2015 ADM | July 13 th – 15 th The mission of the Office of Migrant Education is to provide excellent leadership, technical assistance, and financial support to improve the educational outcomes and academic success of migrant children, Youth, agricultural workers and fishers, and their families. Contact Information 24 Carla Kirksey carla.kirksey@ed.gov 202-260-2114 Education Program Specialist Office of Migrant Education U.S. Department of Education 400 Maryland Avenue SW Washington, DC 20202 Fax. 202-205-0089