Just a few reminders ……

Agenda  General Guidelines Types of Awards Enrollment Calculation Tool Tips  Detailed Guidelines Section by Section How to avoid delays  Good to Know Timeline Receipts Continuing Support

Please Remember  Grants have their foundation in, and are regulated by, State and Federal regulations and statutes  Will this grant meet the Audit Test - Federal -State - Independent - 60 Minutes or the NEWS  The Key is here to help ensure that we collectively meet the audit test  Grant funds are contingent upon availability of State funds and are not “entitlements”

Types of Awards  Start with STARS One time only Maximum of 1 year  Support STAR 1 only One in a fiscal year and only 2 maximum  Merit/ERA (MERA) STAR 2 or higher STAR 2 Merit once a year for up to 3 years – extended for 2 years with CQI STAR 2 ERA beyond the 5 years

When does the Grant Process Really Start?  It begins no later than at the Pre Designation Visit  Obtain an application from your STARS Manager at the end of your meeting  Submit the application within 10 days of your designation date  Understand the Enrollment Calculation Tool

Why Do We Use The ECT Helps us all to know the number of children impacted by STARS! This is very important…..very impactful! Assists providers in making budget projections, creating staff schedules, and maintaining enrollment. For providers eligible for STARS Financial Awards, this tool is used to determine the size of the provider’s Award.

What Period Do We Use  Timeframes for calculating FTE align with the Early Learning Network (ELN) data points  Contact your STARS Manager for help with completing the forms  The application cannot be processed without 2 ECTs Designation Date Week of October 15 Week of February 15 Week of May 15 Oct 16 – Feb 15XX Feb 16 – May 15XX May 16 – Oct 15XX

Application Tips  Legible – printed in black ink or typed  Additional pages are acceptable with titles and page/paragraph references  Name of Provider, MPI#, County on the top of each page  Submit the original – retain a copy in your grant file records

Justifications  Start with STARS and Support Grants Complete checklists and/or applicable sections with as much descriptive/supportive detail as possible  Mandatory In Each Section of the MERA Rationale Quality Standards Outcomes Spending Plan

Rationale  How was the use of this award intentionally planned? Underlying reasons and choices Justify broad categories ○ Equipment and Supplies/Materials ○ Professional Development ○ Accreditation Costs ○ Staff Compensation ○ Other Expenses

Quality Standards  Which quality standards justify the projected use of award funds? Quality Standards are research-based criterion Quality Standards are an element of best practices within an early learning or school- age program Using Quality Standards for decision making will assist in guiding a program toward higher levels of quality & best practices

Outcomes  How will outcomes for children or quality of the program be improved as a result of this award? How will this be evaluated? Result, effect, or consequence that is expected from spending STARS awards Gives a benchmark for comparing the actual changes/improvements Measureable outcomes assist in monitoring progress toward better child outcomes, higher levels of quality, and best practices over time

Spending Plan  How is the use of this award part of a long-term plan for improving outcomes for the children and quality of the program? Spending STARS financial awards should be part of a long-term plan that moves the program toward higher levels of quality Determine if previous expenditures were successful in achieving desired outcomes

Sources of Evidence  Base spending decisions on concrete sources of evidence Designation visits and ERS Assessments Work Sampling/Ounce Facility Professional Development Plan Site Safety Review Illness and Injury Tracking Review TA Plans PA’s CQI Guide to Best Practices

Recommendations (guidance on purposeful planning of STARS financial awards)  Buying Time Hiring of subs/part-time employees Expanding hours of existing staff Enables Directors to navigate quality standards/criteria and elicit “buy-in” from staff and Board, observations, staff meetings, conferences, planning sessions  Must add to quality  Not to supplant staff salaries and not to fund in full lead teacher, Assistant Director, or Director

Technology & Computer Access  Facilities should have a functioning computer, high speed internet access, and printing capabilities  Additional computers for teacher use with networking capability  STAR 3 and above use web-based applications for enter data  Child Care Management Software  address required for all providers

Environmental Rating Scale (ERS)  Use ERS on-line scales to guide selection of appropriate materials  Obtain the recommended items before purchasing supplementary materials  Learning vendor websites can help to develop appropriate & rich learning environments for children

Learning Program  Use award funds to strengthen and enhance the facility's learning program  Purchase curriculum guides, reference books, observation & assessment tools  Use to share children’s learning with parents  Support Diversity and Cultural Sensitivity  Support Inclusive Practices for children with disabilities, social-emotional needs, or challenging behaviors  Align with PA Learning Standards and utilize books available through NAEYC

Durability and Cost Comparison  Consider quality and durability when selecting items  Greater longevity is recommended over purchasing larger quantities that need frequent replacement  Compare process among early childhood vendors  Obtain multiple quotes for items exceeding $

Creating Communities of Support  Consider pooling resources & collaborating  Examples Substitute pool Bidding/sharing custodial/lawn/maintenance services Bulk purchasing Purchase expensive items that can be shared Rent facilities together

Health and Safety  Use STARS financial awards to support and implement best practices in health & safety  Purchase health consultation Visit Health Care PA website for suggestions  Playground audits  Enhanced security and access systems

Application Document  Sections Section 1 – Merit Award ○ I. Equipment & Supplies/Materials ○ II. Professional Development ○ III. Accreditation Costs ○ IV. Staff Bonuses, Salaries, & Compensation ○ V. Other Expenses Section 2 – Education & Retention Award

Equipment & Supplies/Materials  Site supports Classroom Furnishings Learning Materials Gross Motor Equipment Minor Renovations Certification, business practices, computers  Multiple quotes for items $3000 or more  Identical merchandise/purchases/services  State provider will any pay difference between quote and amount requested  Check for ASTM approval  Total – transfer to the Award Request Summary page

Professional Development  Funding is available through PA Keys PD Refund Vouchers  Access STARS financial awards to support PD to meet Career Lattice Performance Standard after exhausting other resources  Use to attend early learning or school- age conferences  Arrange for a PQAS instructor to provide PD on site

Out of State Travel for Conferences  OCDEL has not imposed any travel restrictions on providers attending out of state conferences for  Must follow GSA guidelines for: Travel Rates: Establishing Maximum Flight Costs: Per Diem Rates (Note: Incidental fees are not allowable by the Commonwealth even though the GSA has them listed):

Professional Development  Non Credit Classes: Anticipated number of classes, period of attendance, and the cost.  Only ECE content/SACC content courses to be funded by Merit awards.  Travel costs to Professional Development activities (note: “Other” is for hotels/meals)  Substitutes for staff attending PD – ( $8 max.)  Technical Assistance criteria $50/$2500/PQAS If not PQAS need to have approval  Total – transfer to the Award Request Summary page

Bonuses, Salaries, Compensation  First and last name of employee  Title  Current Salary = Most current W-2  Bonus needs to match your Personnel Policy – attach to application  Additional Salary Requested for increased schedule to cover breaks and planning (no supplanting)  Must be processed through payroll

Staff Compensation  Used to increase staffing hours to cover breaks, planning time, classroom observation, child assessments, family conferences, and other staffing needs  Supplement staff benefits, promote employee retention, fill in gaps not supported by ERA  Encourage the correct behaviors  Use a well-developed Personnel Policy  No supplanting and must add to quality  Cannot fund in full Lead Teacher, AD, or Director salaries

Compensation  List the benefit health insurance, vacation, sick time, holidays, personal, family leave, annual incremental raises, tuition reimbursement, child care, retirement, etc.  Number of staff  Cost per staff  Total amount requested  Total bonuses, salary, and compensation - transfer to Award Request Summary page

Other Expenses  Anything else that does not fit into other categories shipping and handling costs “employer” portion of taxes paid on ERAs and bonuses Office materials  Total – transfer to Award Request Summary page

Education and Retention  First and last name of employee  Position Title  Date of hire – 12 consecutive months prior to date of ERA request  Are they teaching in the classroom  What is the salary Director less than $45,000 Staff less than $35,000 Verified against the most current W-2 (ignore example of hourly rate)

ERA  Current Education Level  Major as it is on their diploma  Related field + 30 ECE credits  Note the SAC, HS, Pre K or EI  HS, Pre K and EI may need to prorate.  Amount - check the table for each award  Check prior ERAs.  Must be processed through payroll  Total – transfer to Award Request Summary page

Directors Time On-Site (for ERA)  At least 30 hours a week as defined by OCDEL Certification.  SAC Sites Operating 30 hours or less needs to have the Director/Group Supervisor on site 20% of the time Operating hours needs to have the director on site 35% of the time Operating 46 or more hours needs to have the director on site 30 hours or more.

Accreditation  STARS financial awards support CQI of programs working toward accreditation  Awards may fund accreditation costs for: National Association for the Education of Young Children National After School Association National Association for Family Child Care

Accreditation  Note the activities and materials to address Accreditation Programs.  Costs associated with accreditation, including cost of the application  Total – transfer to the Award Request Summary page

Award Request Summary Page Total from each section Total of Merit Total of each section in the ERA Total all sections in ERA Total MERIT and ERA Bonuses and compensation if completed need to check the box and need a Personnel Policy ERA award if completed need to have description of the process Sign the Attestation

Grant Processing Time  Maximum 60 days between date of grant receipt and check issued, HOWEVER Completeness of application affects the 60 days Designation date may affect start date  Continual contact will be made with the site No lapses across a 2 week timeframe Contact your STARS Manager

Spending Timeline  All expenditures must be completed within 90 days of the check date or by June, 30, 2012 – whichever comes first  Agreement will specify Expense Report due date  Extensions are only given for items that cannot be purchased within the 90 day timeframe (i.e. some PD events or insurance premiums) – not guaranteed  Extensions are not given to extend the time for purchasing standard items or to complete the expense report

Receipts Receipts required for all expenditures excluding payroll, benefits, & ERAs Copies of receipts – not originals Providers will summarize all purchases/expenses on the Receipts Summary Form Instructions will be provided with the grant agreement Additional training and access to tutorials will be provided

Continuing Support  Webinars  PA Key  NE Key STARS Manager Specialists – aligned by county ○ Kathy ○ Sue ○ Cristin Assistant Director Grants – Rick Parker