FISCAL YEAR Grant Competition. (July 1, June 30, 2020) This initial grant application covers the following period: Fiscal Year 2018

Transcription

1 Office f Adult Educatin 1800 Century Place, N.E., Suite 300 Atlanta, Gergia Beverly E. Smith, M. Ed. Assistant Cmmissiner INSTRUCTIONS AND GENERAL INFORMATION FOR ALL GRANTS Request fr Applicatin Federal and State Funds Adult Educatin Prgram FISCAL YEAR Grant Cmpetitin (July 1, June 30, 2020) This initial grant applicatin cvers the fllwing perid: (July 1, June 30, 2018) Applicatin Due: 3:00 p.m. EST, Friday, March 17, 2017 Federal Funds authrized under Title II Adult Educatin and Family Literacy Act f the Wrkfrce Innvatin and Opprtunity Act f 2014 and the Catalg f Federal Dmestic Assistance (CFDA) ; ; and d

2 Office f Adult Educatin Visin Creating a Wrkfrce fr Gergia and a Future fr Families. Missin The missin f the Adult Educatin prgrams is t enable every adult learner in Gergia t acquire the necessary basic skills in reading, writing, cmputatin, speaking and listening t cmpete successfully in tday s wrkplace, strengthen family fundatins and exercise full citizenship. Page 2 f 19

3 TABLE OF CONTENTS Edits & Updates Page 4 Intrductin t Applicatin Packet 5 Grant Respnse Checklist 8 WIOA Overview and Descriptin f Funding 9 Applicatin Submissin and Review 13 Prgram Operatins and Reprting Requirements Technical Assistance Grant Writing Wrkshps Page 3 f 19

4 Edits & Updates Page Instructins and General Infrmatin fr All Grants edits page 8 additins t Pints t Remember sectin page 11 updates t the ABE & ASE descriptins in the Grant Prgram Descriptins sectin page 13, item 3 Grant applicatin packet link is repaired page 13, item 4 updates t submissin prcess page 17 additin f Prfessinal Develpment and Transitin Resurces (PDTR) link General Adult Educatin Grant Applicatin edits page 23 the prgram persnnel wrkbk link is repaired under Cnsideratin 5.2 page 23 nte added regarding Prgram Persnnel & Class Schedule wrkbk n page 23 (Cnsideratin 5.2) & 37 (Cnsideratin 9.1) page 37 nte added regarding Prgram Persnnel & Class Schedule wrkbk n page 23 (Cnsideratin 5.2) & 37 (Cnsideratin 9.1) page 4, bx 9 remval f "$" page 4, Capacity Chart (Sectin 8) IELCE Grant Applicatin edits page 4, item 6 updated funding surce requirement page 21 nte added regarding Prgram Persnnel & Class Schedule wrkbk n page 21 (Cnsideratin 5.2) & 36 (Cnsideratin 9.1) page 36 nte added regarding Prgram Persnnel & Class Schedule wrkbk n page 21 (Cnsideratin 5.2) & 36 (Cnsideratin 9.1) page 4, bx 9 remval f "$" page 4, Capacity Chart (Sectin 8) Instruct ins fr Budgeting and Cmpletin f FY 2018 Budget Frms edits page 1 updates t Instructins fr Cmpleting Budget Frms page 2 edits t Blue: Federal Sectin 223 Funds sectin page 2 updates t Yellw: Federal IELCE Funds Sectin 243 regarding administrative csts page 3 State f Gergia Travel Regulatins link added The instructins fr the Prgram Persnnel and Class Schedule Wrkbks have been updated t reflect the fllwing: Prgram Administratrs and Administrative Assistants are t be cded administrative. See updates t all budget wrkbks Definitins & Key Cncepts additins Administrative Csts Digital Fluency Pre-Award Risk Assessment Tl additins page 2 added links fr State f Gergia & Federal debarment websites Supprt dcument links added t the Grant webpage Technical Assistance Grants Wrkshp PwerPint presentatin Gergia Wrkfrce Reginal Map Drpbx Inside applicant Drpbx flder the instructins file named READ THIS FIRST has been updated. Page 4 f 19

5 Intrductin t the Applicatin Packet The Technical Cllege System f Gergia Office f Adult Educatin is accepting applicatins fr funding made available by the Wrkfrce Innvatin and Opprtunity Act (WIOA) f 2014/Adult Educatin and Family Literacy Act (AEFLA), and State Adult Educatin funds. The grant funds will be made available t lcal eligible prviders fr the purpse f ffering Adult Educatin services, as described in the WIOA statute. Guidelines cntained in this grant packet are based n Gergia s Unified State Plan fr WIOA. Shuld changes in the Federal regulatins becme effective during the grant perid, it may becme necessary t mdify these guidelines. This grant packet must be used t apply fr the fllwing funding surces: Sectin 231 which includes Adult Basic Educatin (ABE), Adult Secndary Educatin (ASE), and English Language Acquisitin (ELA); Sectin 225, crrectins and institutinalized educatin; and, Sectin 223 Prfessinal Develpment funds. Nte: Sectin 243 funding requests fr Integrated English Literacy and Civics Educatin (IELCE) will be a separate applicatin. Use this Instructin and General Infrmatin packet fr bth the General Adult Educatin Grant applicatin as well as the IELCE Grant applicatin. All applicatin materials are lcated at the Gergia Office f Adult Educatin, Grants, Prgram Management and Funding web page. Adbe Reader is required t cmplete the applicatin. Dwnlad Adbe Reader free at Review the entire Applicatin Packet befre preparing the applicatin. The Office f Adult Educatin will prvide technical assistance t thse rganizatins that need assistance relating t the cntents f this dcument. Infrmatin regarding Grant Writing Technical Assistance Sessins is fund in the Timeline psted within the Applicatin Supprt sectin f the grant website. Additinally, the Office f Adult Educatin Plicy and Prcedure Administrative Manual is available at the Online Prfessinal Learning Center website. A review f the virtual dcuments and prcedures will be helpful in the cmpletin f this grant applicatin. As yu will nte in yur review f the packet, cmpletin f this grant applicatin requires that yu read the Lcal Wrkfrce Plan(s) that are apprpriate t yur service delivery area. A crsswalk f the Lcal Wrkfrce Develpment Areas (LWDAs) and Cunty(ies) serviced is fund within the Applicatin Supprt Dcuments. All applicants are strngly encuraged t review the Lcal Wrkfrce Develpment Plan fr their intended service delivery area(s) as a resurce fr the grant applicatin. Applicants shuld read the plan in its entirety t ensure a full cmprehensin f the key strategies and wrkfrce needs f the area. The RFA Packet cntains: i. RFA Checklist ii. iii. WIOA Overview and Descriptin f Funding. Review the purpse, scpe, and expectatins f the WIOA statute. Applicatin Submissin and Review Guidelines. Read and fllw these detailed guidelines t cmplete the applicatin packet. Timeline Submissin Instructins Lcal Wrkfrce Develpment Bard Review Applicatin Prvisins Page 5 f 19

6 iv. Prgram Operatins and Reprting Requirements. Carefully review the requirements fr prgram peratins, including data cllectin and reprting bligatins. All grantees must adhere t these requirements. v. Applicatin Supprt Dcuments. Utilize these available resurces t supprt cmpletin f the grant applicatin. 13 Cnsideratins fr Funding List Definitins and Key Cncepts Census f Need Table Grant Cmpetitin Timeline Grant Writing Technical Assistance Ntice Link t Lcal Wrkfrce Develpment Plans Lcal Wrkfrce Develpment Areas and Cunty(ies) Served Chart Map f Gergia s Wrkfrce Develpment Areas Gergia's Natinal Reprting System Perfrmance Gals Chart FY2018 Pre-Award Risk Assessment Tl (infrmatin nly, fr use by OAE) Prgram Persnnel and Class Schedule Wrkbk (fr use with applicatin questins) Recrd Retentin Chart vi. vii. Prgram Applicatin Frms. Cmplete all required prgram applicatin frms t fully describe the rganizatin s previus experience (and effectiveness) with implementing Adult Educatin services, and t prvide details f hw the rganizatin will meet the expectatins f this grant. All required signatures must be submitted. Nte: Sectin 243 (IELCE) is a separate set f applicatin frms. Budget Instructins, Supprt Dcuments, and Budget Applicatin Frms. Utilize these items t submit detailed budget requests fr all funding the rganizatin will slicit as a part f this grant. The fllwing dcuments are included in the Budget Sectin: Budget Dcuments Instructins & Reference Instructins fr Budgeting & Cmpletin f FY2018 Budget Frms FY 2018 Census f Need Cunty Allcatin Administrative Cst Frm Budget Frms fr Adult Educatin General Grant FY2018 Federal 231 ABE ESL Budget Frms FY2018 Federal 225 Institutinalized Budget Frms FY2018 Federal 223 Prfessinal Develpment Budget Frms FY2018 State Budget Frms Budget Frms fr Integrated English Literacy & Civics Educatin Grant FY2018 Federal 243 IELCE Budget Frms FY2018 Federal 223 Prfessinal Develpment Budget Frms FY2018 State Budget Frms Page 6 f 19

7 viii. Assurances & Federal Frms. All assurances and certificatins must be cmpleted and signed by the apprpriate fficial(s). Assurances fr Nn-Cnstructin Prgrams (SF-424B) Certificatin Regarding Lbbying Instructins fr Cmpletin f SF-LLL, Disclsure f Lbbying Activities Disclsure f Lbbying Activities RFA Assurances FY2018 Page 7 f 19

8 Grant Respnse Checklist As yu prepare yur applicatin fr submittal, please use the checklist belw t ensure that yur packet is cmplete. RFA Applicatin Grant Abstract with prper signatures Assurances fr Nn-Cnstructin Prgrams (SF-424B) with prper signatures Certificatin regarding Lbbying Frm with prper signature Disclsure f Lbbying Activities Frm with signature, if apprpriate RFA Assurances Frm with prper initials and signatures Fr the Adult Educatin General Applicatin, use the fllwing frms: Federal 231 ABE/ESL Budget Frms Federal 225 Crrectins and Institutinalized Individuals Budget Frms Federal 223 Prfessinal Develpment Budget Frms State Budget Frms Fr the Integrated English Literacy and Civics Educatin Applicatin, use the fllwing frms: Federal 243 IELCE Federal 223 Prfessinal Develpment Budget Frms State Budget Frms Fr nn-tcsg Entities: An Audited Financial Statement Cvering the Mst Recent Tw-Year Perid POINTS TO REMEMBER: Cmpleted applicatin packets are due n Friday, March 17, 2017 at 3:00 PM EST. There will be n exceptins t the deadline. It is suggested that yu submit early t avid the rush! Incmplete packets will nt be cnsidered. Packets that are missing required signatures/initials are cnsidered incmplete. Applicatins must be submitted via the secure Drpbx prtal link issued t applicant. (NOTE: Applicants must have a Drpbx accunt which can be dwnladed free at Drpbx.cm) Applicants will receive an n r befre March 20, 2017, t cnfirm receipt f applicatin materials via their Drpbx prtal. If an applicant wh has submitted an applicatin des nt receive a cnfirmatin n r befre March 20, 2017, they are t cntact the Office f Adult Educatin at aerfa@tcsg.edu. Any questins regarding the RFA packet can be psted at Gergia Office f Adult Educatin, Grants, Prgram Management and Funding, Questins web page r ed t aerfa@tcsg.edu. All questins and respnses will be psted at Gergia Office f Adult Educatin, Grants, Prgram Management and Funding, FAQ web page. Page 8 f 19

9 WIOA Overview and Descriptin f Funding The Office f Adult Educatin is requesting applicatins t prvide Adult Educatin services fr ut-f-schl persns wh are beynd the age f cmpulsry schl attendance and functin at less than a secndary cmpletin level r have limited English language capacity. Federal funds are made available thrugh the Wrkfrce Innvatin and Opprtunity Act (WIOA). This legislatin was signed int law in July 2014, t replace the Wrkfrce Investment Act (WIA) f WIOA prvides increased structure t the existing netwrk f agencies that fund prgrams that prvide literacy, training, and emplyment services t persns in need. State agencies and lcal prviders funded under the statute identify the needs f persns with barriers t emplyment, and wrk tgether t ffer prgrams t eliminate thse barriers. Specific t Adult Educatin, WIOA reinfrces the psitin f Adult Educatin as a wrkfrce partner by requiring state agencies and lcal prviders t perate tward cmmn strategic gals, with cmmn perfrmance measures. The mandate is: shared custmer(s) shared system. Title II f WIOA stipulates the prvisins fr the Adult Educatin and Family Literacy Act (AEFLA). The purpse f AEFLA is t prvide Adult Educatin and literacy activities t (1) Assist adults t becme literate and btain the knwledge and skills necessary fr emplyment and ecnmic selfsufficiency; (2) Assist adults wh are parents r family members t btain the educatin and skills thata. Are necessary t becming full partners in the educatinal develpment f their children; and b. Lead t sustainable imprvements in the ecnmic pprtunities f their family; (3) Assist adults in attaining a secndary schl diplma and in the transitin t pst-secndary educatin and training, including thrugh career pathways; and (4) Assist immigrants and ther individuals wh are English language learners in a. Imprving their i. Reading, writing, speaking, and cmprehensin skills in English; and ii. Mathematics skills; and b. Acquiring an understanding f the American system f Gvernment, individual freedm, and the respnsibilities f citizenship. (Public Law , Sec. 202) In accrdance with the law, Adult Educatin means prgrams, activities, and services that include Adult Educatin, literacy, Wrkplace Adult Educatin and Literacy Activities, Family Literacy Activities, English Language Acquisitin Activities, Integrated English Literacy and Civics Educatin, Wrkfrce Preparatin Activities, Integrated Educatin and Training, r Crrectins Educatin & Educatin f ther Institutinalized Individuals. (Public Law Sec. 203) The State f Gergia submitted a Unified State Plan, in accrdance with the statute. The Unified Plan prvided verall infrmatin and strategies regarding Gergia s strategic industries and wrkfrce strategies/prgrams. The Unified State Plan is available at the Gergia Unified State Plan web page. Accrdingly, lcal wrkfrce develpment areas thrughut the state develped and submitted lcal wrkfrce plans specific t key industries and services in the lcal and reginal areas. Lcal eligible prviders f Adult Educatin services are required t align their services with the strategies and pririties identified by the Lcal Wrkfrce Develpment Bard (LWDB). Lcal wrkfrce plans are available at the Gergia Lcal Wrkfrce Develpment Plans web page. Page 9 f 19

10 Wh May Apply? An eligible prvider is an rganizatin that has demnstrated effectiveness in prviding Adult Educatin and literacy activities. An eligible prvider may be: A lcal educatinal agency; A cmmunity-based rganizatin r faith-based rganizatin; A vlunteer literacy rganizatin; An institutin f higher educatin; A public r private nn-prfit agency; A library; A public husing authrity; A nn-prfit institutin that is nt described in any f subparagraphs (A) thrugh (G) and has the ability t prvide Adult Educatin and literacy activities t eligible individuals; A cnsrtium r calitin f the agencies, rganizatins, institutins, libraries, r authrities described in any f the subparagraphs (A) thrugh (H); and A partnership between an emplyer and an entity described in any f the subparagraphs (A) thrugh (I). As required by WIOA, funding is priritized fr the fllwing: Organizatins wh have demnstrated effectiveness in imprving the literacy f eligible individuals especially with respect t eligible individuals wh have lw levels f literacy; Organizatins whse services are aligned with lcal wrkfrce strategies, pririties, and partners; and Organizatins whse services are respnsive t the needs f persns with barriers t emplyment. Additinally, a Risk Assessment will be cmpleted by the TCSG Office f Adult Educatin fr each applicant. (See Pre- Award Risk Assessment Tl in the Applicatin Supprt Dcuments.) What Des the Grant Fund? Funds made available thrugh AEFLA are purpsed t supplement (nt supplant) ther State r lcal public funds expended fr Adult Educatin and literacy activities. Funding will be made available t qualified eligible prviders fr the fllwing services: 1. Adult Educatin, 2. Literacy, 3. Wrkplace Adult Educatin and Literacy Activities, 4. Family Literacy Activities, 5. English Language Acquisitin Activities, 6. Integrated English Literacy and Civics Educatin, 7. Wrkfrce Preparatin Activities, r 8. Integrated Educatin and Training. (Authrity: 29 U.S.C. 3272(2)) Page 10 f 19

11 Federal Sectin 225 Specific funding will be made available fr Crrectins Educatin and the Educatin f Other Institutinalized Individuals. Awards made t an eligible prvider fr this cst bjective must be used fr the cst f educatinal prgrams fr criminal ffenders in crrectinal institutins and ther institutinalized individuals, including academic prgrams fr (1) Adult Educatin and literacy activities; (2) Special educatin, as determined by the eligible agency; (3) Secndary schl credit; (4) Integrated Educatin and Training; (5) Career pathways; (6) Cncurrent enrllment; (7) Peer tutring; and (8) Transitin t re-entry initiatives and ther pst-release-services with the gal f reducing recidivism. (Authrity: 29 U.S.C. 3302, 3305) Federal Sectin 243 Specific funding will be made available fr Integrated English Literacy and Civics Educatin (IELCE). Awards made t an eligible prvider fr this cst bjective must be used t prvide services that (a) Include instructin in literacy and English language acquisitin and instructin n the rights and respnsibilities f citizenship and civic participatin; and (b) Are designed t: 1. Prepare adults wh are English language learners fr, and place such adults in, unsubsidized emplyment in in-demand industries and ccupatins that lead t ecnmic self-sufficiency; and 2. Integrate with the lcal wrkfrce develpment system and its functins t carry ut the activities f the prgram (Authrity: 29 U.S.C. 333) Grant funds are made available frm the fllwing funding categries: WIOA/AEFLA Sectin 231: Adult Educatin and Literacy Prgrams WIOA/AEFLA Sectin 225: Crrectins Educatin and Educatin f Other Institutinalized Individuals WIOA/AEFLA Sectin 223: Prfessinal Develpment (t be used t train prgram staff) WIOA/AEFLA Sectin 243: Integrated English Literacy and Civics Educatin (cmpeted via separate applicatin) State Adult Educatin funds Grant Prgram Descriptins Adult Basic Educatin (ABE). ABE is educatin designed fr adults and ut f schl yuth ages 16 and lder wh are currently functining at r belw eighth grade level. Adult Secndary Educatin (ASE). ASE is educatin designed fr adults and ut f schl yuth ages 16 r lder wh are currently functining at r abve ninth grade level. Crrectins Educatin. Crrectins Educatin under WIOA/AEFLA is Adult Educatin ffered within a crrectinal facility. English Language Acquisitin (ELA). ELA is a prgram f instructin designed t help eligible individuals wh are English language learners achieve cmpetence in reading, writing, speaking, and cmprehensin f the English language; and leads t: Attainment f a secndary schl diplma r equivalent; and Transitin t pstsecndary educatin and training, r emplyment. Page 11 f 19

12 Integrated English Literacy and Civics Educatin (IELCE). IELCE is educatin prvided t English language learners wh are adults, including prfessinals with degrees and credentials in their native cuntries that enables such adults t achieve cmpetency in the English language and acquire the basic and mre advanced skills needed t functin effectively as parents, wrkers, and citizens in the United States. Such services shall include instructin in literacy and English language acquisitin and instructin n the rights and respnsibilities f citizenship and civic participatin, as well as include wrkfrce training. Eligible applicants will apply t prvide services t a targeted cunty(ies) r zip cde(s). All applicants may apply fr any r all f the abve funds by submitting an applicatin cmpsed f: Grant Abstract frm with prper signatures; Federal Assurances: Nn-Cnstructin Prgrams Frms, with prper signature; Federal Certificatin Regarding Lbbying Frm, with prper signature; Federal Disclsure f Lbbying Activities Frm, with signature; (If the rganizatin des nt lbby, indicated n/a n the frm alng with the signature.) RFA Assurances Frm, with prper initials and signatures; RFA Applicatin Frms Questins; RFA Budget Frms; An Audit Financial Statement, cvering the mst recent tw-year perid. 1 Grant Award Perid Funds frm this grant will be made available fr a three-year grant perid. Funding will begin n July 1, 2017 and will include the fllwing prgram year cycles: (July 1, June 30, 2018); (July 1, June 30, 2019); and (July 1, June 30, 2020). Fllwing the initial award, funding fr the tw remaining years is subject t an annual cntinuatin grant renewal prcess. TCSG staff will determine eligibility fr cntinued funding based partially n adherence t federal and state Assurances and prgram review. NOTE: Funding is cntingent upn the availability fr funds frm the federal gvernment and state gvernment. A delay in receipt f federal and/r state allcatins may delay the issuance f a cntract. 1 If the rganizatin s Audited Financial Statement is available via a web link that may be submitted in lieu f the full dcument. Page 12 f 19

13 Applicatin Submissin and Review Read the fllwing instructins cmpletely prir t cmpleting and submitting the applicatin. A failure t cmply with the stipulatins utlined in the instructins may disqualify the applicatin frm cnsideratin. NOTE: Dwnlad and print a cpy f the full Request fr Applicatin. The cmprehensive grant applicatin packet includes: Applicatin Instructins and General Infrmatin fr All Grants, RFA Grant Applicatin Frms, Assurances and Certificatins, Budget Frms, and Applicatin Supprt Dcuments. Bring these items with yu t the Grant Writing Technical Assistance wrkshp f yur chice. Submissin Prcess (Read Carefully) 1. Request a secure prtal link by ing aerfa@tcsg.edu. Within 48 hurs yu will receive a reply with a private Drpbx prtal link where yu will submit yur applicatin. This will als include Drpbx instructins. [Please nte that there is a Mnday-Friday 48 hur turnarund perid befre yu will receive the secure link. Take this int cnsideratin when planning yur submissin time frame.fr example, if yu request a prtal link n a Friday yu will nt receive yur prtal link until the fllwing Tuesday.] 2. Within 48 hurs after receipt f Drpbx prtal link, test yur link t ensure it is wrking prperly. If yu are having Drpbx issues cntact the Office f Adult Educatin at aerfa@tcsg.edu fr technical supprt. 3. Once yu are sure yur link is wrking prperly, dwnlad the Grant applicatin packet. 4. Submit the grant applicatin by uplading the frms and supprting materials via the Drpbx link. All items must be upladed n later than 3:00PM EST n March 17, NOTE: After 3:00PM EST March 17, 2017, yu will n lnger have access t the flder, and n changes can be made. Reminders: Submit cmpleted applicatins nly. Partial applicatins will be assessed as incmplete and will be rejected. Applicatins & electrnic signature pages must be submitted by 3:00PM EST Friday March 17, D nt submit a cver letter, r any additinal dcumentatin that des nt explicitly supprt a specific questin. Answer all questins cmpletely within the electrnic frms prvided. Limit respnses t each questin t the space prvided. Supprting dcumentatin (e.g. Memranda f Understanding, Prgram Persnnel & Class Schedule, and the Recruitment & Retentin Plan). Scan and submit supprting dcumentatin electrnically. Label the scanned dcument in the fllwing frmat: Questin5.1_Recruitment_Retentin, Questin5.2_Prgram_Persnnel_Retentin_Plan, etc. Filename frmat shuld be: questin#_dcumentname (n spaces in filename) If the system des nt allw yu t submit an electrnic signature, take the fllwing steps t submit the requisite signatures: Print each page that requires a signature, and sign in the apprpriate space. Scan and save the pages t yur cmputer. Uplad the scanned pages t the Drpbx prtal. Direct all questins regarding the RFA prcess r grant requirements t Gergia Office f Adult Educatin, Grants, Prgram Management and Funding, Questins web page r them t aerfa@tcsg.edu. Questins and respnses will be psted at Gergia Office f Adult Educatin, Grants, Prgram Management and FAQ web page. Page 13 f 19

14 Lcal Wrkfrce Develpment Bard Review The Office f Adult Educatin will submit each applicatin t its apprpriate Lcal Wrkfrce Develpment Bard fr review. Every applicatin must be reviewed by the Lcal Wrkfrce Develpment Bard in the applicant s intended service delivery area. Each Lcal Bard will prvide a review directly back t the Office f Adult Educatin. Applicants are prhibited frm cmmunicating with the Lcal Bard regarding an applicatin submissin after the applicatin due date March 17, If an applicant s intended service delivery area includes mre than ne lcal wrkfrce develpment area, the bard frm each area must review the applicatin. The Grant Applicatin Review Prcess Each applicatin will be assessed fr cmpleteness upn submissin. Cmplete applicatins will be reviewed by a panel cnsisting f independent reviewers and state staff. Each applicant will receive an award decisin letter at the cnclusin f the review prcess. Award decisin letters will be ed n r befre May 19, Applicatin Prvisins The Technical Cllege System f Gergia reserves the right t: reject any and all applicatins; negtiate prtins f an applicatin; and negtiate a grant award. All recmmended applicants will be presented t the Assistant Cmmissiner/State Directr f Adult Educatin fr apprval. As a representative f the Technical Cllege System f Gergia the State assigned agency fr Adult Educatin the Assistant Cmmissiner/State Directr f Adult Educatin will: apprve the applicatin; disapprve the applicatin; r defer actin n the applicatin fr such reasns as a requirement fr further evaluatin. Appeal Prcedures Technical Cllege System f Gergia Applicants wh are nt selected fr funding will receive written ntificatin. The fllwing prcedure prvides the pprtunity fr applicants t appeal the denial. Applicants intending t appeal must fllw these steps: Submit a written appeal t the Assistant Cmmissiner f Adult Educatin pstmarked within ten (10) calendar days after receipt f the applicatin denial. The Office f Adult Educatin will reply t yur cncern in writing within five (5) business days f receipt f yur request. If the appeal reslutin des nt satisfy the applicant, the applicant may request a hearing with the Cmmissiner, Technical Cllege System f Gergia with a written appeal pstmarked n later than ten (10) calendar days after the receipt f the Assistant Cmmissiner s respnse. The Cmmissiner will reply t yur cncern within five (5) business days f receipt f yur request. The decisin f the Cmmissiner is final. Page 14 f 19

15 Prgram Operatins and Reprting Requirements Grantees must submit t all federal and state data cllectin and reprting requirements. Data requirements must be cmpleted and submitted n time in rder fr the grantee t remain in favrable standing, and t receive expenditure claim reimbursements. In the event f utstanding dcumentatin, reimbursement fr expenditures may be delayed. If deliverables are persistently delinquent, the Office f Adult Educatin reserves the right t discntinue funding. Further, all dcumentatin related t this grant must be maintained nsite and be available fr review by the Office f Adult Educatin fr 5 ½ years fllwing the end f the prgram year. (See Recrds Retentin Schedule in the Applicatin Supprt Sectin) Financial Reprting Oversight and management f the Grantee s budget is the respnsibility f the Prgram Administratr. An annual budget review meeting by the Office f Adult Educatin with the Prgram Administratr is required. The Grantee will submit t peridic fiscal audits and adhere t assurances. All persnnel must submit either a Time and Effrt Frm r a Semi-Annual Certificatin Frm fr time wrked. These frms are required fr all federal and state funded emplyees. Bth frms are retrspective, pertaining t wrk that has already taken place, and must be signed by the emplyee. If the emplyee is unavailable t sign the frm, it may be signed by the emplyee s supervisr. A Time and Effrt Frm is required fr any emplyee wh is split funded (i.e. federal dllars and state dllars) r wrks n mre than ne cst bjective at the rganizatin (i.e. Adult Educatin and Technical Educatin). The frm requires the emplyee t detail the percentage f time spent n each cst bjective, t ensure that the percentage f time spent n Adult Educatin (WIOA) activities is prprtinate t the percentage f WIOA funds paid in salary. The Time and Effrt Frm must be submitted mnthly. A Semi-Annual Certificatin Frm may be used by any emplyee wh is paid slely frm Adult Educatin funds, and wrks n ne cst bjective.the Semi-Annual Certificatin Frm must be submitted twice per year. Prgram Administratrs are required t attend all fiscal trainings. Other fiscal persnnel may attend as needed. The Grantee will be respnsible fr the fiscal respnsibilities, registratin and travel expenses t attend trainings. The Grantee will submit requests fr amending the RFA Cntract fllwing prcedures fr: Budget Amendment Persnnel Changes f: Organizatin Head, Prgram Administratr, & Transitin Crdinatr (The OAE is t be ntified within five (5) wrking days f a persnnel change utilizing the designated frm fr the specific change.) All Grantees will be reimbursed fr expenditures, as apprved, by billing the Technical Cllege System f Gergia. Requests fr reimbursement shuld be submitted mnthly. A frm fr inventry f equipment valued at $5,000 r mre will be due August 31, All in-state and ut-f-state travel perfrmed in cnnectin with apprved prject activities must be in cmpliance with the State f Gergia s Cde f Regulatins and ther fficial plicies implemented by the Technical Cllege System f Gergia which cver per diem and travel expenses, ther applicable expenses and prcedures. When meetings are required, the Grantee will be respnsible fr registratin, sign-in, agenda, salary (full-time and part-time), and travel. If awarded federal IELCE funding, the Grantee will adhere t the rules and regulatins fr IELCE mnies and prgrams. Page 15 f 19

16 Data Management and NRS Reprting The Grantee will maintain adult learner daily attendance sign-in sheets and student files, which include the Intake Assessment Frm with student identificatin, demgraphic infrmatin, identified shrt-term and/r lng-term gals and updates, signatures and dates, updated test data and student cnference ntes; Individual Educatin Plan with demgraphics, assigned materials, dates and results; assessment instruments and results; instructinal strategies and materials, and ther pertinent infrmatin as determined by the intake prcess. This file must be maintained fr any student cunted n statistical reprts. The Grantee must enter demgraphic, gal setting and staff data int GALIS (Gergia Adult Learners Infrmatin System). The fllwing student infrmatin is t be maintained in GALIS: Intake Assessment Frm Pre- and Pst- test Assessments Level Cmpletin Prject Learner Infrmatin Cre Indicatrs, Gal Setting, and Prgress Adult Learner Attendance Grantee must maintain student attendance in the data infrmatin system, GALIS, by actual date f the student s attendance. The attendance fr a specified date must be entered within 5 business days. The Grantee will cnduct an nging student assessment prgram accrding t the rules and regulatins as discussed in the Adult Learner Assessment Plicies and Prcedures Manual. All NRS-apprved assessment scres must be entered in the data infrmatin system, GALIS, within 10 business days f the assessment. The OAE has purchased an unlimited license fr TABE Online thrugh June 30, Grantees wh prvide ABE/ASE services must use TABE Online as their primary methd f assessment. Upn request, grantees must ntify OAE f the sites where paper testing is needed due t limitatins f technlgy r internet access. All grantees must cmply with the Family Educatinal Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), a federal privacy law administered by the U.S. Department f Educatin. FERPA and its implementing regulatins (34 Cde f Federal Regulatins [CFR] part 99) prtect the privacy f students educatin recrds and affrd parents and eligible students certain rights t inspect and review educatin recrds, t seek t amend these recrds, and t cnsent t the disclsure f persnal identifiable infrmatin (PII) frm educatin recrds. The general rule under FERPA is that PII frm educatin recrds cannt be disclsed withut written cnsent. Fr the full text f 20 U.S.C. 1232g, see the Office f the Law Revisin Cunsel s United States Cde web page. All grantees that are classified as state agencies must cmply with O.C.G.A , which requires the agency t ensure that all students cmplete the Verificatin f Eligibility fr Public Benefit prcess, which is used t verify students lawful presence in the United States in rder t access the public benefit f Adult Educatin services. The Grantee must maintain and review statistical reprt data at every level n a cntinuus basis. Page 16 f 19

17 Prgram Review Technical Cllege System f Gergia The Grantee will cnduct an SDA Self-Assessment as required by the OAE. The updated Self-Assessment dcument will be prvided by the OAE during the last quarter f the fiscal year. The OAE suggests applicants view the current Self- Assessment instrument. Grantees will be respnsible t meet all prgrammatic gals and utcmes that are required in their apprved RFA. Perfrmance utcmes will meet r exceed the levels f perfrmance fr each f the established Natinal Reprting System benchmarks. The OAE will assess the quality f perfrmance thrugh data reviews, mnitring visits, perfrmance reprts, and n-site prgram reviews. If a prgram fails t meet perfrmance gals r ther prgrammatic requirements, specific actins will be taken t imprve the quality f the prgram. The OAE uses tw plans t take actin t imprve the quality f the Adult Educatin and literacy activities. 1. Crrective Actin Plan (CAP) - A CAP will be implemented with prgrams that are ut f cmpliance with state and/r federal plicies. OAE will prvide technical assistance thrughut the crrective prcess, and by the end f a designated timeframe, prgrams shuld be able t crrect the identified issues and end their respective CAP. 2. Perfrmance Imprvement Plan (PIP) - A PIP will be required fr prgrams which are identified as lw-perfrming when cmpared t the state perfrmance n federal r state benchmarks. The PIP will include specific actin steps, such as student retentin, pst-testing and assessment, data analysis, training and prfessinal develpment which will be designed t imprve prgramperfrmance. Prfessinal Develpment (PD) Reprting Prfessinal Develpment events must be recrded and dcumentatin maintained bth at the lcal and statewide levels. Dcumentatin includes: PD Dcumentatin Packet Cversheet* Attendee Sign-In sheet* Sessin Agenda* Participant Sessin Evaluatin * GALIS entry dcumenting participant attendance The Grantee must maintain dcumentatin f prfessinal develpment events and enter sessin participatin infrmatin int GALIS n a cnsistent basis. Dcumentatin f events and GALIS entries fr events spnsred at the State level will be maintained at the State level. Dcumentatin f events and GALIS entries fr events spnsred at the lcal level is t be maintained at the lcal level. A cpy f lcal level paperwrk is t be sent t OAE, and GALIS entries shuld be made within 30 days f the event cnclusin. OAE will review ALL prfessinal develpment activity thrughut the fiscal year fr cmpliance purpses and will generate and prvide audit reprts n a bi-annual basis. * PD dcumentatin templates can be fund n the Prfessinal Develpment and Transitin Resurces (PDTR) webpage. Transitin Reprting Grantees are respnsible fr cmpleting and submitting the Transitin Services Mnthly Activity Lg by the 10 th day f each mnth. Frms shuld be submitted electrnically t aereprting@tcsg.edu. Page 17 f 19

18 Lcal Advisry Cmmittee The Grantee will establish an Advisry Cmmittee in the SDA accrding t the Gergia Lcal Advisry Cmmittee Tasks and Functins, General Infrmatin, Instructins and Requirements. Lcal Wrkfrce System Cllabratin and One-Stp Center Cntributin Grantees are respnsible fr maintaining an active participatin in the lcal wrkfrce system, gverned by the Lcal Wrkfrce Develpment Bard (LWDB). Sectin 107 f the Wrkfrce Innvatin and Opprtunity Act defines the required cmpsitin Lcal Wrkfrce Develpment Bard. The grantee is expected t align its prgram with wrkfrce strategies, and partner with ther wrkfrce prviders in the lcal area. Additinally, the grantee must prvide services thrugh the reginal/lcal One-Stp Center. Additinally, each lcal eligible prvider must cntribute t the One Stp Center s infrastructure cst..* Each grantee must enter int a Memrandum f Understanding (MOU) with the Lcal Wrkfrce Develpment Bard(s) in the grantee s service delivery area, in cmpliance with 34 CFR and 34 CFR Specifically, the MOU will stipulate that the grantee will enter int an agreement related t the peratin f the lcal One-Stp center. Additinally, the grantee will agree that frm the federal funds that are reserved fr lcal administrative csts (an amunt nt t exceed 5% f the ttal grant award) the grantee will cntribute its prprtinate share f the lcal infrastructure csts based upn prprtinate use f the One-Stp Center. The MOU may further stipulate that the grantee s cntributin may include nn-federal resurces that are cash, in- kind, r third-party cntributins. Request fr Infrmatin The Grantee will respnd in a timely manner t any request fr infrmatin submitted t the Grantee by the Agency. *Due the Adult Educatin cmpetitin fr funds fr FY 018, the OAE will cnduct the initial negtiatin fr One-Stp Infrastructure csts with each Lcal Wrkfrce Develpment Area. Hwever, final grantees must enter int the required MOU(s) with their respective LWDA(s) between ntificatin f the grant being awarded (May 19, 2017) and the grant start date f July 1, Page 18 f 19

19 Technical Assistance Grant Writing Wrkshps Each rganizatin may bring up t 2 peple t a wrkshp. Mnday, January 23, :00 AM 4:00 PM Frsyth Cnference Center Camilla Rm 3410 Rnald Reagan Blvd Cumming, GA Wednesday, January 25, :00 AM 4:00 PM Suthern Reginal Technical Cllege Building C, Cnference Center Rm A 52 Tech Drive Tiftn, GA Thursday, January 26, :00 AM 4:00 PM Technical Cllege System f Gergia 3 rd Flr Training Rm 1800 Century Place, N.E. Atlanta, GA Please dwnlad and print all RFA Packet dcuments and bring them with yu t the Technical Assistance Grant Writing Wrkshp. Page 18 f 18