PEP GRANT 101. Roundtable Discussion (writing, receiving and implementing)

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1 PEP GRANT 101 Roundtable Discussion (writing, receiving and implementing) Robyn Newton Vergennes Union Elementary School 43 East Street Vergennes, VT

school programs) for students in one or more grades from kindergarten through 12 in order to make progress toward meeting State standards for physical education by providing funds for equipment,

2 What is a PEP Grant? The purpose of the Carol M. White Physical Education Program is to provide funds to local educational agencies and community-based organizations to initiate, expand, and improve physical education programs (including after school programs) for students in one or more grades from kindergarten through 12 in order to make progress toward meeting State standards for physical education by providing funds for equipment, support, and the training and education of teachers and staff. Funds may be used to provide equipment and support to enable students to participate actively in physical education activities. Funds also may support staff and teacher training and education. Provided by the Office of Safe and Drug-Free Schools (OSDFS) in the US Department of Education

http://education.polarusa.com/education/fundinggrant s/grantapplication.

3 Getting Started Inspiration & need for a grant Applying (writing the grant yourself, hiring someone, or applying for free grant writing services) Apply through Polar for a free grant writing agency to write your PEP Grant s/grantapplication.asp Hire a grant consultant Putting together a Grant Team & Project Director Support & approval from administration, faculty, & school board

Design In order to receive funding, each applicant must design and implement a program that clearly aligns to state standards for physical education and provides for one or more of the following

4 Design In order to receive funding, each applicant must design and implement a program that clearly aligns to state standards for physical education and provides for one or more of the following elements: Fitness education and assessment to help students understand, improve or maintain physical well-being; Instruction in motor skills and physical activities designed to enhance the physical, mental, or social or emotional development; Development of, and instruction in, cognitive concepts about motor skills and physical fitness that support healthy lifestyles; Opportunities to develop positive social and cooperative skills through physical activity participation; Instruction in healthy eating habits and good nutrition; and Opportunities for professional development for physical education teachers to stay abreast of current research, issues, and trends in physical education.

Collect Data You should begin compiling basic background data and information, such as: Fitness testing results Failure to meet state PE standards--your discussions of how and why you are not meeting

5 Collect Data You should begin compiling basic background data and information, such as: Fitness testing results Failure to meet state PE standards--your discussions of how and why you are not meeting one or more state PE standard(s) and how and why your PEP project will help you resolve that are crucial to winning a PEP grant. Percentage of students who are not regularly engaged in PE classes Nutrition choices/behaviors Amount of time students spend physically active or inactive outside of school Student risk behaviors Student satisfaction levels regarding the PE program currently in place and student opinions regarding activities that should be added to and/or removed from the existing PE program Professional development opportunities available in the last 3-5 years for PE teachers Teacher knowledge of and/or comfort levels with New PE strategies, activities, and equipment Racial/ethnic breakdown of the students to be served Percentage of students with special needs, disabilities, and/or who receive special education services Percentage of students who are English Language Learners Percentage of students qualifying for free- or reduced-price lunches Activities and equipment that are currently part of your program List of program needs with information on how it relates to the data you ve collected Price quotes for items you d like to purchase and contact information for sales reps in case there are questions Other budget information such as cost of personnel salaries, personnel fringe benefits, consultants, trainings, travel School Health Index (SHI) assessment tool results Who are your staff and volunteers and what are their qualifications? If applicable, identify organizations that you collaborate with to address the issue(s) in this proposal. Define your criteria for success for the project. State how you will measure your success in the short-term and in the long-term. What tool(s) will be used to evaluate your program? What is your strategy for implementing the evaluation process? Future plan for sustaining this effort and strategy for building your funding base Describe the community or regional need(s) and/or challenges that this effort will address. Brief summary of organization's history, goals, and key achievements. Overview of organization's structure and programs, including board, staff, and volunteer involvement.

6 Selection Criteria 1. Need (10 points) The extent to which specific gaps or weaknesses in the services, infrastructure, or opportunities have been identified and will be addressed by the proposed project, including the nature and magnitude of those gaps and weaknesses. 2. Significance (25 points) The likelihood that the proposed project will result in system change or improvement. (15 points) The extent to which the proposed project is likely to build local capacity to provide, improve, or expand services that address the needs of the target population. (10 points)

7 Selection Criteria 3. Quality of the Project Design (40 points) The extent to which the design of the proposed project is appropriate to, and will successfully address, the needs of the target population or other identified needs. (15 points) The extent to which the design of the proposed project reflects up-to-date knowledge from research and effective practice. (10 points) The extent to which the proposed project will be coordinated with similar or related efforts, and with other appropriate community, state and Federal resources. (5 points) The extent to which the proposed project is designed to build capacity and yield results that will extend beyond the period of Federal financial assistance. (10 points)

Selection Criteria 4. Quality of the Project Evaluation (25 points) The extent to which the methods of evaluation are appropriate to the context within the project operates.

8 Selection Criteria 4. Quality of the Project Evaluation (25 points) The extent to which the methods of evaluation are appropriate to the context within the project operates. (15 points) The extent to which the methods of evaluation will provide performance feedback and permit periodic assessment of progress toward achieving intended outcomes. (10 points)

9 1. PERSONNEL Creating a Budget Will you employ anyone new under this grant? Will anyone currently employed by your organization need to receive additional compensation for working on this project? If so, who(m) and to perform what role? 2. FRINGE BENEFITS What is the benefits percentage your district uses to account for all benefits, employer taxes, etc.? Will any of the people described in Personnel not be receiving benefits? If so, who(m) and why?

Creating a Budget 3. TRAVEL Will anyone be traveling for the project? (to attend a training or professional conference, for examples) If so, who(m)? What will he/she be attending?

10 Creating a Budget 3. TRAVEL Will anyone be traveling for the project? (to attend a training or professional conference, for examples) If so, who(m)? What will he/she be attending? In what city and state will the event be located? How many days will it last? What is the cost for admission to/registration for the event? 4. EQUIPMENT What equipment will you need to implement your program? list & include the amount needed and unit cost of each item. If any items are needed that have ambiguous purposes (laptops, for example), explain how those items will be used and directly contribute to the project s success, as well as who will be using them. Include the anticipated need for equipment for disciplines other than PE that will be directly related to this project

11 Creating a Budget 5. SUPPLIES Will your project require other basic supply items (such as a significant amount of paper to print workbooks, etc list the items, how much is needed, the unit price, and what it will be used for. 6. CONTRACTUAL Will your project utilize consultants for any reason? (Examples: training, charged equipment installation, equipment maintenance, special speakers, an outside project evaluator, a grants management firm to assist with administration, personnel hired only for the duration of the project and hired on a contractual rather than permanent employees basis, etc.)

unit cost, and a brief description of what

12 Creating a Budget 7. OTHER Can you think of any other costs not included above? List the item needed, the amount needed, the unit cost, and a brief description of what the item will be used for. 8. INDIRECT COST RATE Ask your business/financial manager what your organization s government-approved restricted indirect cost rate is 9.LOCAL MATCH You are required to present an in-kind or cash match (10% for Year 1 and 25% per year for Years 2 and 3).

Implementing Data collection twice a year for fitness testing and local PE and Nutrition standards GPRA Data collection 4 times a year Matching hours documentation throughout the year Purchasing of

13 Implementing Data collection twice a year for fitness testing and local PE and Nutrition standards GPRA Data collection 4 times a year Matching hours documentation throughout the year Purchasing of equipment: Ordering and Inventory of equipment Bidding out higher cost equipment Purchasing equipment throughout the year not all at one time Balancing the budget Performance calls from Education Program Contact in DC Attendance at Project Director conference in DC Implementing new programs

who engage in 150 minutes of moderate to vigorous activity per week.

14 Evaluating Annual Performance Report & Final report Local assessment tools GPRA Measured Data (Government Performance and Results Act) MEASURE 1: The percentage of elementary school students served by the grant who engage in 150 minutes of moderate to vigorous activity per week. MEASURE 2: The percentage of middle and high school students served by the grant who engage in 225 minutes of moderate to vigorous activity per week.

15 Helpful Hints We Have Learned It is more work then you think! The more you ask for the more you have to make sure you can assess & evaluate Plan time off to work on the grant throughout the year. Build in substitute money to be able to fulfill the grant requirements. Trying to teach full time and manage the grant is difficult. Where are you going to store all the new equipment? Plan storage accordingly or add it to your budget lines. Hire a grant evaluator they are the best money we have spent on this grant. They take the data and put it into the final reports so you can assure you will be awarded your money for the following year. They can also create assessments and are there for questions if you are confused. It takes a team to run this grant don t do it alone. Keep your colleagues in the loop of what you are doing, you will need their support through this process with data collection Keep your budget balanced throughout the year Make sure your business manager is up for the new workload on this grant. You may need to compensate for this added work they will endure for budget spending. Make sure you compensate yourself as project director as you will spend more time on running this grant then you think. Teach the students about the importance of their physical activities and how it relates to this grant and why they are receiving new equipment. If they invest with you during the process they will take more pride in their activities as well as be more respectful of the equipment. Find one or more outside organization to work with so you can maintain this new PE after the grant is over. Inform the community and keep them involved so they can help support your new PE program!

Go For It This grant has changed our school district and brought more physical activity, health and

Our districts PE Program has improved and our PE teachers have gained so much new knowledge by being

It is all worth it when you see your students actively engaged and working on improving their health.

16 Go For It This grant has changed our school district and brought more physical activity, health and nutrition programs to our students in grades K-12. Our districts PE Program has improved and our PE teachers have gained so much new knowledge by being able to attend more professional development conferences in our field. It is all worth it when you see your students actively engaged and working on improving their health. Please don t hesitate to contact me if you have any questions about getting started on a PEP Grant. Robyn Newton Vergennes Union Elementary School rnewton@anwsu.org

BUILDING HEALTHY STUDENT BODIES ONE AT A TIME SM. So... You Want to Apply for a PEP Grant. You Want

BUILDING HEALTHY STUDENT BODIES ONE AT A TIME SM So... You Want to Apply for a PEP Grant You Want? to A Word about PEP Grants The Carol M. White Physical Education Program will provide funds for local