INSTRUCTIONS AND GENERAL INFORMATION Request for Application Federal Funds Adult Education Program English Literacy/Civics

Transcription

1 Office of Adult Education 1800 Century Place, N.E., Suite 300 Atlanta, Georgia Beverly E. Smith, M. Ed. Assistant Commissioner Request for Application Federal Funds Adult Education Program English Literacy/Civics FISCAL YEAR 2015 (July 1, June 30, 2015) Application Due: 3:00 p.m., Monday, May 19, 2014 Federal Funds Authorized Under Section 231 (Grants and Contracts) and Section 223 (Professional Development) of the Adult Education and Family Literacy Act of 1998 and The Catalog of Federal Domestic Assistance (CFDA) ; ; and Official Code of Georgia, Annotated 20-4

2 TABLE OF CONTENTS Introduction to Application Package 3 Instructions and General Information 4 Reporting Requirements and Obligations 9 FY 2015 EL/Civics RFA 2

3 Introduction to the Application Package The Technical College System of Georgia, Office of Adult Education is pleased to make available funds provided through the Workforce Investment Act (WIA) of 1998: Title II; the Adult Education and Family Literacy Act (AEFLA). The Request for Application Package contains guidelines, procedures and forms that are necessary to assist you in applying for funding to provide an English Literacy Civics program (EL/Civics). Instructions for completion of the RFA Package can be located at The RFA Package contains: Timeline Instructions and General Information Application Forms for All Grant Applications Assurances and Federal Forms for All Applications o Instructions for the SF-424 o Application for Federal Assistance SF-424 (required as cover sheet) o Assurances for Non-Construction Programs (SF-424B) o Certification Regarding Lobbying o Instructions for Completion of SF-LLL, Disclosure of Lobbying Activities o Disclosure of Lobbying Activities o RFA Assurances Budgets o General Instructions for Budgeting o Instructions for Completion of FY 2015 EL/Civics Budget Forms o Federal Section 231 EL/Civics Budget Forms RFA Supplemental Documents o Definitions o Goals for Core Indicators of Performance (FY14) The Office of Adult Education Policy and Procedure Administrative Manual is available at our Online Professional Learning Center website at As you develop your application responses, a review of the virtual documents and procedures will be helpful to you. We strongly urge you to review the entire Application Package before attempting to prepare your responses to the requested information. The Office of Adult Education will provide technical assistance to those persons who desire assistance relating to the contents of this document. These guidelines are based on Georgia s Amended Plan for July 1, 2013 June 30, 2014 available at Should changes in the Federal Regulations become effective during, it may become necessary to modify these guidelines. FY 2015 EL/Civics RFA 3

4 General Information The Technical College System of Georgia, Office of the Adult Education is requesting applications to provide English Literacy/Civics (EL/Civics) services for out-ofschool persons who are beyond the age of compulsory school attendance with limited English proficiency in metro Atlanta. Services must be provided in one or more of the following counties: Clayton, Cobb, DeKalb, Fulton, and Gwinnett. EL/Civics is an educational program that emphasizes contextualized instruction on the rights and responsibilities of citizenship, naturalization procedures, civic participation, and U.S. history and government to help students acquire the skills and knowledge to become active and informed parents, workers and community members. EL/Civics classes in Georgia introduce students to civicsrelated content and provide them with opportunities to apply that knowledge in their daily lives while building their English language and literacy skills. The purpose of the program is to assist adults in: improving language and literacy skills, acquiring citizenship skills, achieving U.S. citizenship, and accomplishing other goals, such as entering employment, retaining employment, or entering postsecondary education. Eligible providers will apply to provide services to a targeted population within a single county, multiple counties, or part of a county. The maximum grant award for this application is $100,000. Eligible Providers Local educational agency Community-based organizations of demonstrated effectiveness Volunteer literacy organizations of demonstrated effectiveness Institutions of higher education Public or private nonprofit agencies Library Public housing authority Nonprofit institutions that have the ability to provide literacy services to adults and families Consortium of such organizations Community based organizations and non-profit institutions include non-profit faith-based organizations Request for Applications This document is intended for applicants to use when applying for the following one-year federal grant funds: Federal English Literacy/Civics Section 231 Professional Development Section 223, awards are To Be Determined based upon the amount of EL/Civics funds awarded to the grantee. Provision for All Programs Applicants may apply for any or all of the above funds by submitting an application composed of: 1. Application for Federal Assistance SF-424 Form with proper signatures 2. Federal Assurances: Non-Construction Programs Form with proper signature 3. Federal Certification Regarding Lobbying Form with proper signature 4. Federal Disclosure of Lobbying Activities Form with signature, if appropriate. 5. RFA Assurances Form with proper initials and signatures 6. RFA Application Forms # 1-9B 7. EL/Civics RFA Budget Forms# For non-tcsg Entities: An Audited Financial Statement Covering the Most Recent Two-Year Period It is advisable to review the entire RFA Package before attempting to prepare your responses to the requested information. These guidelines are based on Georgia s Amended Plan for July 1, 2013 to June 30, Should changes in the Federal Regulations become effective during Fiscal Year 2015, it may become necessary to modify these guidelines. FY 2015 EL/Civics RFA 4

5 The Office of Adult Education Through its service delivery areas, the Office of Adult Education (OAE) promotes and provides adult education programs throughout the state of Georgia. Adult Education programs are available to adults needing basic, general or specialized skills instruction. The Office of Adult Education facilitates collaboration among state and local entities to improve adult literacy efforts. Vision of the Office of Adult Education Creating a Workforce for Georgia and a Future for Families. Mission of the Office of Adult Education The mission of the adult education programs is to enable every adult learner in Georgia to acquire the necessary basic skills in reading, writing, computation, speaking and listening to compete successfully in today s workplace, strengthen family foundations and exercise full citizenship. Federal Funds As required by the Act, The Technical College System of Georgia will give preference, as defined by federal regulations, to: The degree to which the applicant will coordinate and utilize other literacy and social services available in the community; and promote partnership between education and job training. The commitment of the applicant to serve individuals in the community who are most in need of literacy services. The past effectiveness of applicants in providing services and learning gains demonstrated by adults served. Federal English Literacy/Civics Program If awarded a federal EL/Civics grant, the Grantee will adhere to the rules and regulations for EL/Civics monies and programs. Federal Section 223 Professional Development These funds may be utilized for training and professional development of program staff. Please indicate if you are requesting Professional Development funds. The amount awarded is TBD, based upon the amount of EL/Civics funding awarded to a grantee. Local Advisory Committee The Grantee will establish an Advisory Committee in the SDA according to the Georgia Local Advisory Committee Tasks and Functions, General Information, Instructions and Requirements at Request for Information The Grantee will respond in a timely manner to any request for information submitted to the Grantee by the Agency. Note on State Funds State funds are not awarded as a part of this RFA. FY 2015 EL/Civics RFA 5

6 Technical Assistance Grant Writing Workshop for EL/Civics Grants Date/Time: Friday, April 11, :00 am 2:00 pm Location: Technical College System of Georgia 3 rd floor Training Room 1800 Century Place, NE Atlanta, GA Please download and print all RFA Package documents and bring them with you to the Technical Assistance Grant Writing Workshop. How to Submit Questions Any questions regarding the RFA package can be posted at or ed to oaerfa@tcsg.edu. Questions and responses will be posted at Important Dates Deadline for receipt of the grant application is Monday, May 19, 2014, by/or before 3:00 p.m. Notification will be made in writing by Monday, June 2, Successful applicants will be required to attend an orientation/operations meeting on July 29-31, Submission Requirements Time and Date Delivery Procedures Applicants must submit five (5) complete copies of the RFA package. Please submit four (4) paper copies and one (1) electronic copy. Two (2) of the paper copies must bear original signatures. The Federal 424 Form is required as cover letter/sheet. No other cover letters are acceptable. The budget application starts with Budget Form #1 General Information and the Program Application begins with Program Form #1 Abstract. Incomplete RFA packages will not be considered. Send mail submissions to: Technical College System of Georgia Office of Adult Education Attn: Marilyn Shaw 1800 Century Place, NE, Suite 300 Atlanta, GA All written responses should be typed in 12pt Times New Roman font. RFA s are to be stapled in the upper left-hand corner. A heavy-duty metal clip is also acceptable. Paper clips are not acceptable. Applicants should obtain proof of delivery when using a commercial carrier. The Office of Adult Education will provide a receipt for hand-delivered applications. Send electronic submissions to: oaerfa@tcsg.edu All documents must be submitted in PDF format in one folder. The file folder must be named in the following format: Grant Applicant Name EL Civics RFA FY Paper and electronic applications are due by 3:00 p.m. Monday, May 19, Applications arriving after 3:00 p.m. Monday, May 19, 2014 will not be considered for awards. FY 2015 EL/Civics RFA 6

7 Availability for Funds All awards are subject to availability of funds from the federal government and state government. A delay in the receipt of federal and/or state allocations may delay the issuance of a contract. Performance-based Funding is the process by which grant sub-recipients are allocated funds in non-competition years. The primary funding factors include census of need, enrollment, contact hours, and educational gain. NOTE: Decisions for final funding are at the discretion of the Assistant Commissioner of Adult Education of the Technical College System of Georgia. Funding of Applications Process The Technical College System of Georgia reserves the right to: reject any and all applications, negotiate portions of an application and negotiate a grant award based upon proposed student contact hours, student level completions, project outcomes and overall application responses. If additional clarification of the renewal application is required, an applicant may be required to respond to additional questions. The recommended applicants will be presented to the Commissioner of the Technical College System of Georgia or designee, who, as authorized by the State Board of the Technical College System of Georgia, either: approves the application, disapproves the application or defers action on the application for such reasons as a requirement for further evaluation. Appeal Procedures Applicants who are not selected for funding will receive written notification. The following procedures provide the opportunity for applicants to appeal the denial of funding for an application. Applicants intending to appeal must follow these steps. Applicants needing to modify a proposal may also use this process. 1. An applicant appealing the final decision of the Commissioner is first encouraged to contact the Assistant Commissioner, Office of Adult Education, to seek resolution of their grievances informally. The applicant must contact the Assistant Commissioner with a written request postmarked within ten (10) calendar days after receipt of the application evaluation. The Office of Adult Education will reply to your concern in writing within five (5) business days of receipt of your request. 2. If informal resolution does not satisfy the applicant, the applicant may request, in writing, a hearing with the Assistant Commissioner, Office of Adult Education, postmarked no later than ten (10) calendar days after the conclusion of informal negotiations. The Office of Adult Education will rely in writing to your concern within five (5) business days of receipt of your request. 3. If written response from the Assistant Commissioner is not satisfactory, the applicant may request, in writing, a hearing with the Commissioner, Technical College System of Georgia with a written appeal postmarked no later than ten (10) calendar days after the receipt of the Assistant Commissioner s response. The Commissioner will reply to your concern within five (5) business days of receipt of your request. The decision of the Commissioner is final. FY 2015 EL/Civics RFA 7

8 Grant Period The grant period begins July 1, 2014 and ends June 30, A recipient may not begin to obligate funds under a project until an award is confirmed in writing by the Agency. After confirmation, funds may not be obligated until the effective date of the grant award or until the beginning date specified in writing by the Technical College System of Georgia, whichever is later. RFA Scoring Completed RFA packages are worth a maximum score of 260 points. Designated RFA readers will score each form based upon the completeness and viability of the response. Each form is worth a maximum point value, as listed below: Application Form #1: 10 points Application Form #2: 40 points Application From #3: 20 points Application From #4: 10 points Application From #5: 10 points Application From #6: 20 points Application From #7: 20 points Application From #8: 20 points Application From #9: 10 points Application From #9B: 10 points EL/Civics Budget Forms #1-9 are worth 10 points each, for a total of 90 points. General Rules Adults enrolled in adult education programs, including programs for adults with limited English proficiency, will not be charged tuition, fees or any other charges or be required to purchase any books or any other materials that are needed for participation in the program. All students must be assessed using a standardized testing instrument that has been approved by the National Reporting System and adopted by OAE. A list of approved assessments can be found in the OAE Adult Learner Assessment Policies and Procedures Manual, which is located in section 3.3 of the OAE Policy and Procedure Manual. At least ninety-five percent (95%) of federal Section 231. The remainder (not more than 5%) may be used for local administrative costs, defined as noninstructional expenses, including planning, administration, evaluation, personnel development and coordination that are necessary and reasonable (CFR ). All EL/Civics grantees which are classified as state agencies, must comply with O.C.G.A , which requires the agency to ensure that all students who apply for the public benefit of adult education complete the Verification of Eligibility for Public Benefit process, which is used to verify lawful presence in the United States. FY 2015 EL/Civics RFA 8

9 REPORTING REQUIREMENTS AND OBLIGATIONS The following information is applicable to successful grantees/applicants. Financial Reporting Oversight and management of the Grantee s budget is the responsibility of the Program Administrator. An annual budget review meeting by the Office of Adult Education with the Program Administrator is required. The Grantee will submit to periodic fiscal audits and adhere to assurances. Time and Effort records are to be maintained on all federally funded employees and part-time state funded employees. These reports must be signed by the employee and the supervisor. Program Administrators are required to attend all fiscal training. Other fiscal personnel may attend as needed. The Grantee will be responsible for the fiscal responsibilities, registration and travel expenses to attend trainings. The Grantee will submit requests for amending the RFA Contract following procedures for: 1. Budget Amendment 2. Out of State Travel 3. Staff Development Expenditures of $1,000 or more 4. Personnel Changes The Office of Adult Education is to be notified within five (5) working days of a personnel change utilizing the designated form for the specific change. All Grantees will be reimbursed for expenditures, as approved, by billing the TCSG. Requests for reimbursement should be submitted monthly, but quarterly at a minimum. A form for inventory of equipment valued at $5,000 will be due August 31, All in-state and out-of-state travel performed in connection with approved project activities must be in compliance with the State of Georgia s Code of Regulations and other official policies implemented by the TSCG which cover per diem and travel expenses, other applicable expenses and procedures. Teachers report to work at first site of the day. Mileage may be charged for travel to second or additional site. When meetings are required, the Grantee will be responsible for registration, sign-in, agenda, salary (full-time and parttime), and travel. If awarded a federal EL/Civics grant, the Grantee will adhere to the rules and regulations for EL/Civics monies and programs. Data Management and NRS Reporting The Grantee must enter required data into GALIS (Georgia Adult Learners Information System). The GALIS user manual is located at The following information must be maintained in GALIS: 1. Intake Assessment Form data 2. Pre- and Post-testing scores 3. Secondary goals 4. Student contact hours 5. Faculty/Staff information 6. Local professional development The Grantee must maintain and review statistical report data at every level on a continuous basis. The Grantee will conduct an ongoing student assessment program according to the rules and regulations as discussed in the Adult Learner Assessment Policies and Procedures Manual. The Grantee will maintain Adult Learner Daily Attendance Sign-In sheets and student files, which include the Intake Assessment Form with student identification, demographic information, identified goals and updates, signatures and dates, and student conference notes; Student Education Plan with demographics, assigned materials, dates and results; assessment instruments and results; instructional strategies and materials, and other pertinent information as determined by the intake process. This file must be maintained for any student counted on statistical reports. Program Review The Grantee will conduct the SDA Self-Assessment located at The Grantee will submit to periodic program review, monitoring, and/or technical assistance on-site visits. FY 2015 RFA 9