1. July 20, 2009 Karen Schroll, Westat

2.  You must complete ALL of OSEP’s reporting requirements.  The OSEP PPD data collection is in the Fall/Winter.  OSEP’s Annual Performance Reports are submitted in the Spring of each year (continuation reports).  The OSEP PPD website is www.osepppd.org  Unfortunately, Westat can only assist you with issues related to OSEP PPD. Please contact your project officer with questions about the Annual Rerformance reports.

3.  All notifications, passwords, and reminders will be sent electronically.  The notification and password are sent in two separate emails.  If you haven’t received a notification email by November 15 th, please contact Westat.  Be sure to set your email application to allow emails from oseppppd@westat.com.

4.  All passwords sent by Westat are set to expire on the first use. You must set a new password when you log in the first time.  Your new password must be at least 8 characters and contain at least one letter, one number, and one special character (e.g., $ or #).  If you enter your password incorrectly 3 times, your account will be locked. Please contact Westat.

5.  Even if your grant did not enroll students during FY2008, you must log on to indicate that you didn’t have any students enrolled.  If your grant is in a no cost extension and students were enrolled in your program, you must report on those students.

6.  Be sure Westat is aware of any no-cost extensions.  Checks built into the system ensure that you are reporting within the correct period. If Westat has the wrong grant budget period, you will not be able to enter correct information.

7.  Be sure Westat is aware of any no cost extensions.

8. Westat does not have access to this information. Project directors are responsible for maintaining a list and ensuring the information is passed to future project directors and/or appropriate staff. If you lose your list of student IDs, there is information available on the website that may be of assistance. Demographic and background information about continuing student is available by clicking on Sections A and B. You can also review all data for a student from previous fiscal years by clicking on Extract Grant Data.

9.  Report on all students that were actively enrolled in your grant program during the grant budge year indicated.  A student is considered actively enrolled if the student is working toward the degree/certificate/endorsement your OSEP- supported grant was designed to support.  An actively enrolled student should be taking courses, completing an internship, working on a dissertation, or performing other similar activities.

10.  Exit all students that are no longer actively enrolled.  Examples:  Student is on medical leave.  Student switched to another program.  If your grant is ending, you must exit ALL students.

11.  Review the Student Summary Report  All students need to be listed as completed.  Verify the statistics at the bottom of the report.  Then, FAX only the cover page (one sheet) to OSEP with signatures for Project Director and Certifying Representative.  The certifying representative is the person at your institution who signed the original grant application.

12. Grantees have 60 days to enter data. Please plan your time accordingly. If you have not been able to collect and submit your data within the submission period, your access will expire. The project director must notify the project officer to obtain additional time and approval to reopen the account. Extensions will be approved through the project officer. Your project officer will send an email to osepppd@westat.com giving your grant permission for the extension.

13.  The OSEP PPD website  Check the Frequently Asked Questions and Instructions pages  The OSEP PPD hotline: (888) 834-9366  If you are locked out or need a new password, please contact the hotline.  For more specific questions about entering data and reporting, please call Karen Schroll at (301) 610-4856  New this Fall - Westat will be hosting a WebEx on how to use the OSEP PPD website and enter data. This will be available to all grantees and any staff project directors feel should participate.