1. Just a few reminders ……

2. Agenda  General Guidelines Types of Awards Enrollment Calculation Tool Tips  Application Document Site Supports Professional Development Supports ERS  Good to Know Timeline Receipts Continuing Support

3. 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”

4. Types of Awards  Start with STARS Available 1 time only Remain a SWS for a 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 5 years

5. 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

6. 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.

7. 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

8. Application Tips  Legible – printed in black ink or typed  Additional pages are acceptable with titles and page/paragraph references  Name of Provider, MPI Number, County on the top of each page  Submit the original – retain a copy in your 2011-2012 grant file records  Sign the Attestation

9. Tips  May only be used for child care related expenditures  Meet and maintain STAR 1 performance standards  Support grant once per fiscal year  May only receive a support grant 2 times  Cannot use funds to supplant other funding  Used for two categories – Site Supports and/or Professional Development

10. Application Document  Site Supports Assist with site changes, equipment purchases, materials, supplies Target achieving STARS performance standards, improving health & safety, increasing quality as indicated on the ERS Follow the application guidelines for determining age groups List the item requested, cost per item, quantity, & total – transfer the total to page 9

11. 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

12.  Professional Development Supports Access DPW funded PD, voucher program, or STARS TA before utilizing grant funds  Identify PD, coursework, or personnel costs; number of staff, and amount  Out of state conferences allowed (see next slide)  Transfer totals to page 9 Application Document - continued

13. Out of State Travel for Conferences  OCDEL has not imposed any travel restrictions on providers attending out of state conferences for 2011-2012  Must follow GSA guidelines for: Travel Rates: http://www.gsa.gov/portal/content/100715 Establishing Maximum Flight Costs: http://www.transtats.bts.gov/Distance.asp?pn=0 Per Diem Rates (Note: Incidental fees are not allowable by the Commonwealth even though the GSA has them listed): http://www.gsa.gov/portal/category/100120

14. Price Quotes  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  Consider longevity of the item

15. PD and Technology  Consider technology and internet needs  All facilities should have a functional computer with internet access & printing capabilities  Child care management software  A location email is required for all providers

16. 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

17. 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

18. 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

19. Continuing Support  Webinars  PA Key  NE Key 610-437-6000 STARS Manager Specialists – aligned by county ○ Kathy ○ Sue ○ Cristin Assistant Director Grants – Rick Parker