Cohort 9 Grant Closeout Procedures HEIDI SCHULTZ DEBRA APPLETON JUNE 6, 2017

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1 Cohort 9 Grant Closeout Procedures HEIDI SCHULTZ DEBRA APPLETON JUNE 6, 2017

2 Objectives To Provide direction and clarification on protocols and procedures to close out a 5 th year 21 st CCLC grant. 1. Final Reports 2. Closing Out Budgets 3. Federal Data Collection and Reporting 4. Local Evaluations

3 Resources 1. Education Department General Administrative Regulations (EDGAR) and Other Applicable Grant Regulations: Applicable Grant Regulations 2. BULLETIN NO GRANTS MANAGEMENT-Grant Award Reporting and Processes for Federal and State Grants Received Through the Office of Superintendent of Public Instruction (OSPI) for Fiscal Year Bulletin U.S. Department of Education 21st Century Community Learning Centers 21st CCLC Legislation 4. Records Retention Schedules for School Districts and Educational Service Districts Records Retention Schedules

4 Expenditure Reporting/Budget Closeout BULLETIN NO GRANTS MANAGEMENT This bulletin sets forth the Fiscal Year (FY) grant payment processes, expenditure reporting, budget revision policy, and information about carryover funds and indirect costs for federal and state grant programs that are issued through the igrants system. Final expenditure report is due by November 16, Any Budget Revision Requests need to be submitted to OSPI by July 31,2017 All unspent funds will be returned to OSPI

5 Closeout. The Federal awarding agency or pass-through entity will close-out the Federal award when it determines that all applicable administrative actions and all required work of the Federal award have been completed by the non-federal entity. This section specifies the actions the non-federal entity and Federal awarding agency or pass-through entity must take to complete this process at the end of the period of performance. (a) The non-federal entity must submit, no later than 90 calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of the Federal award. The Federal awarding agency or pass-through entity may approve extensions when requested by the non-federal entity.

6 Retention Requirements For Records. 1. Applies to all financial and programmatic records, supporting documents, statistical records, and other records of grantees which are: o Required to be maintained by the terms of this part, program regulations of the grant agreement, or o Otherwise reasonably considered as pertinent to program regulations of the grant agreement. o This section does not apply to records maintained by contractors or subcontractors. 2. Length of retention period o Except as otherwise provided o Records bust be retained for three years from the starting date specified in paragraph (C) o Paragraph (C) Starting date of retention period-the retention period for the records of each funding period stars on the day the grantee submits to the awarding agency its single or last expenditure report for that period. 3. Equipment Records-The retention period for equipment records starts from the date of the disposition

7 Equipment. Equipment means tangible, non-expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Use. Equipment shall be used by the grantee in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by federal funds. A grantee may not encumber the property without prior approval of OSPI. When no longer needed for the original program or project, the equipment may be used in other activities currently or previously supported by a federal agency. The grantee shall also make equipment available for use on other projects or programs currently or previously supported by the federal government, providing such use will not interfere with work on the projects or program for which it was originally acquired. First, preference for other use shall be given to other programs or projects supported by the awarding agency.

8 Equipment. Disposition. When original or replacement equipment acquired under a grant is no longer needed for the original project or program or for other activities currently or previously supported by a federal agency, disposition of the equipment will be made as follows: 1. Items of equipment with current per-unit value of less than $5,000 may be retained, sold or otherwise disposed of with no further obligation to the awarding agency. 2. Items of equipment with a current per unit fair market value in excess of $5,000 may be retained or sold and the awarding agency shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency's share of the equipment. 3. In cases where a grantee fails to take appropriate disposition actions, the awarding agency may direct the grantee to take excess and disposition actions.

9 Supplies. Supplies means all tangible personal property other than equipment. Disposition If there is a residual inventory of unused supplies exceeding $5,000 in combined fair market value upon termination or completion of the award, and if the supplies are not needed for any other federally sponsored programs or projects, the grantee shall compensate the awarding agency for its share.

10 Grant Closeout Report 1. Grant Closeout Report for Cohort 9 is form package #809 in igrants. Due 08/31/ Submit a final inventory of all equipment with a useful life of more than 1 year and a current value of more than $ and the disposition plans to OSPI no later than 60 days after the final date of the program. Account for any real and personal property acquired with Federal funds.

11 Data and Evaluation Requirements Data and Evaluation Obligations: All regular annual data and evaluation requirements must be completed. o Submit as appropriate PQA self and external Assessments. o Advanced Planning with Data Improvement Goals for o Submit Leading Indicator Surveys for Site Coordinators and Staff February 11- March 31, o Submit AIR Student Surveys April 3- May 31, o Submit Regular Attendee Module Data and validate accuracy July 31, o Fall 2016 Data entry in APR April 18-July 7, o Spring APR Data entry August 1-November 17, o Submit Local Independent Evaluation Report to OSPI no later than November 1, 2017.

12 For Grantees Applying for New Award in Note: All close out and reporting requirements must be met before new or additional funding will be awarded to the prior grantee and their primary partners.

13 Questions? Heidi Schultz, Debra Williams-Appleton,