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

2. 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

3. 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.

4. Allowable Expenses
Refer to the ITQ RFP pp 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

5. 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.

6. 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.

7. Requesting Additional Funds
As of now, all of the 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.

8. 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.

9. 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.

10. 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)

11. 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).

12. Project Evaluation
Four sample evaluation reports from 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.
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13. Project Reporting: Project Information
Please complete the project schedule and location information handout attached to your message and it to Clarice Thompson by April 5. You may also access the project schedule and location form on the TQ website.
reporting-3/ /

14. Project Reporting: Participant Information
Send the registered number of participants to Clarice Thompson via on the Friday before the start of your workshop/course on Monday.
Send the names and 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 addresses of attendees participating in follow-up activities to Clarice Thompson by the end of your first day of follow-up.

15. Project Reporting: Surveys and Reports
Encourage participants to complete Participant Surveys, both initial and follow-up. Links to surveys will be ed to participants by Clarice.
Initial Survey—To be completed after summer experience.
content/uploads/2012/08/ _INITIAL_EXPERIENCE__Project_Participant_Evaluation_of_P rofessional_Development.pdf
Follow-Up Survey—To be completed after all follow-up experiences.  
content/uploads/2012/08/Attendee_Follow-up_Survey_ pdf

16. Project Reporting: Surveys and Reports
Complete the Project Director Reports. Links to the report surveys will be ed 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.
content/uploads/2012/08/Project_Director_Initial_Report_ pdf
Final Report—To be completed at the end of the project period
content/uploads/2012/08/ _Project_Director_Final_Report.pdf

17. 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”.

18. Timeline of Required Project Reporting
Number of participants--Due on the Friday before summer experience begins on Monday
Names/ 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

19. Contact Information
Clarice Thompson Kathy Thompson Peg Graham Feiye Wang Xiaosi Yang