Improving Teacher Quality Project Director Information 2013-2014 Georgia’s Improving Teacher Quality in Higher Education Program University of Georgia Teacherquality.coe.uga.edu/

Budget Process Flow Chart PD report makes purchase and gets receipt PD turns receipt into department Budget Process Flow Chart Department makes a check request with receipt Business office of PD’s school or division sends request to the grants office Grants office sends invoice for purchases to TQ office Payment to your home institution PD report makes purchase and gets receipt Clarice—will go through flow chart TQ office prepares check request for College of Education to send payment TQ business office sends to Contract & Grants office Accounts payable

Project Budgets All receipts should be turned into your business office for reimbursement less than 60 days after purchases. Your business office should submit an invoice to the ITQ office no later than 90 days after purchase. There must be a ledger attached to the invoice showing how the money was spent. Do not purchase items that were not listed in your original proposal without permission from the ITQ office. Purchases made with ITQ funds are for the exclusive use of ITQ-sponsored professional development.

Allowable Expenses Refer to the ITQ RFP pp. 9-11 for allowable expenses. Also, check with your home institution for regulations and Board of Regents regulations on all expenses (e.g., supplies, lodging, meals, travel expenses for individuals, group travel, reservations, charter buses, etc.). Some digital devices/accessories are not allowed for purchase with ITQ funds (e.g., iPads, digital cameras, flash drives). Classroom sets of equipment are not allowed for purchase with ITQ funds (e.g., classroom sets of calculators or microscopes). Clarice—no equipment, iPads, digital cameras, classroom sets of calculators, microscopes, Kathy & Peg--flash drives

Amending Your Budget You may shift money from one of three categories Travel, Additional Costs, and Materials & Supplies to the other, as long as the amount is not more than 25% of an individual category. If you need to move more than 25%, please contact the Teacher Quality Office. Money in Personnel, Support Personnel, Fringe, and Participant Costs may not be moved without permission from the Teacher Quality Office. Note: Some of the funds you requested may already have been moved from one category to another to comply with budget guidelines.

Amending Your Budget To have budget amendment approved, it must meet the test for a potential audit below: The costs are reasonable. The costs are allocable (used ONLY for Teacher Quality work). The costs are appropriate to the scope of the project. Teacher with sea turtle hatchling on St. Catherine’s Island.

Requesting Additional Funds As of now, all of the 2013-14 monies have been awarded, so there is no funding for additional participants or supplies. However, as you get closer to the summer experience, you are welcomed to contact our office to determine if more funds have been made available. If you have need for additional funds throughout the project, contact our office to determine if unused funds have been returned from other projects that can be made available to you.

Critical Budget Issues It is critical that you communicate with the ITQ office regarding any changes in the numbers of participants throughout the grant period. If, at any time, you become aware that you have budgeted more money for a category than will actually be needed, you are responsible for contacting the ITQ office immediately. Last year, the ITQ office gave back $140,000 of unused grant money to the USDOE because those funds were returned to our office by project directors too late to be distributed to other projects that could have used those monies.

Critical Budget Issues We understand the temptation to hold on to money “just in case” but that has resulted in thousands of dollars being returned annually by projects. In the past, we tried to address this issue by requiring quarterly budget reports from PDs. However, we found that doing so did not address the problem sufficiently, so we are no longer requiring quarterly budget reports. Instead, we will focus on keeping track of the number of participants (both summer and follow-up) to determine money that should be returned to the ITQ office for redistribution to other projects.

Project Evaluation Your project evaluation report should include the following critical elements: Summary of the project Outline of goals and objectives Evaluation plan Description of data collection and analysis Findings for each goal and/or objective Recommendations for project improvement Appendix (includes data collection instruments, complete data reports)

Project Evaluation What can project directors do to expedite the evaluation process? Create a logic model illustrating the projects’ inputs (resources), activities, and outcomes and how these relate to the overall goals. Document what data the project team will be collecting during the project (e.g. participant evaluation forms, follow-up experiences) that the evaluator can review as evidence. Know the level of evidence needed to meet your reporting requirements (minimum) and what you would like to learn from the data to improve the program (ideal).

Project Evaluation Four sample evaluation reports from 2012-13 ITQ projects are available on the Teacher Quality website for you to consider in working with your evaluator. An annotated evaluation is also available on the website to assist you in working with your evaluator. http://teacherquality.coe.uga.edu/project-reporting- 3/2013-2014/

Project Reporting: Project Information Please complete the project schedule and location information handout attached to your email message and email it to Clarice Thompson by April 5. You may also access the project schedule and location form on the TQ website. http://teacherquality.coe.uga.edu/project- reporting-3/2013- 2014/

Project Reporting: Participant Information Send the registered number of participants to Clarice Thompson via email on the Friday before the start of your workshop/course on Monday. Send the names and email addresses of actual participants to Clarice Thompson by lunchtime of the first day of your workshop/course. If you will not have access to the internet during the day, you are responsible for arranging a different reporting time with the ITQ office. Send the names and email addresses of attendees participating in follow-up activities to Clarice Thompson by the end of your first day of follow-up.

Project Reporting: Surveys and Reports Encourage participants to complete Participant Surveys, both initial and follow-up. Links to surveys will be emailed to participants by Clarice. Initial Survey—To be completed after summer experience. http://teacherquality.coe.uga.edu/wp- content/uploads/2012/08/2013- 2014_INITIAL_EXPERIENCE__Project_Participant_Evaluation_of_P rofessional_Development.pdf Follow-Up Survey—To be completed after all follow-up experiences.   http://teacherquality.coe.uga.edu/wp- content/uploads/2012/08/Attendee_Follow-up_Survey_2012- 2013.pdf

Project Reporting: Surveys and Reports Complete the Project Director Reports. Links to the report surveys will be emailed to participants by Clarice. Click on the link below to see a list of questions for the Project Director Reports. Initial Report—To be completed after summer experience. http://teacherquality.coe.uga.edu/wp- content/uploads/2012/08/Project_Director_Initial_Report_2013- 2014.pdf Final Report—To be completed at the end of the project period http://teacherquality.coe.uga.edu/wp- content/uploads/2012/08/2012- 2013_Project_Director_Final_Report.pdf

Project Reporting: Site Monitoring Site Monitoring –Send us at least two of the three following exhibits. We will accept links or the separate pieces/files. Edited videos (3-5 min.) Pictures (up to 10) Sample participant testimonies (1 to 3)—videos (3-5 min.), audio files, and/or written reflections Teacher work samples (e.g., lesson plans, curriculum) Provide a brief caption for all photos. Describe what’s being seen in the picture. Videos must be accompanied by a written transcript in order to meet video requirements at UGA. All submissions must be “website ready”.

Timeline of Required Project Reporting Number of participants--Due on the Friday before summer experience begins on Monday Names/email addresses of participants—Due by lunchtime of the 1st day of summer experience Participant Initial Survey—Due by conclusion of summer experience Project Director Initial Report—Due by conclusion of summer experience Number of participants in follow-up: Due by beginning of follow-up experience Participant Follow-Up Survey—Due by conclusion of follow-up experience Project Director Final Report—Due by conclusion of project Evaluator’s Final Report—Due by conclusion of project

Contact Information Clarice Thompson cthompso@uga.edu 706-542-4043 Kathy Thompson Peg Graham kthompso@uga.edu grahamp@uga.edu 706-224-4830 706-621-3935 Feiye Wang Xiaosi Yang aaaawfy275@uga.edu xiaosiy@uga.edu