Office of Adult Education 1800 Century Place, N.E., Suite 300 Atlanta, Georgia 30345-4304 Beverly E. Smith, M. Ed. Assistant Commissioner INSTRUCTIONS AND GENERAL INFORMATION FOR ALL GRANTS Request for Application Federal and State Funds Adult Education Program FISCAL YEAR 2013 (July 1, 2012 - June 30, 2013) Application Due: 3:00 p.m., Thursday, April 19, 2012 Federal Funds Authorized Under Section 231 (Grants and Contracts), Section 223 (Professional Development), Section 225 (Corrections and Institutions) of the Adult Education and Family Literacy Act of 1998 and The Catalog of Federal Domestic Assistance (CFDA) 84.002; 84.225; 97.010 and Official Code of Georgia, Annotated 20-4
TABLE OF CONTENTS Introduction to Application Package 3 Instructions and General Information 4 Reporting Requirements and Obligations 9 FY 2013 RFA 2
Instructions for Completion of RFA Package The, 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) and State Adult Education funds. The Request for Application Package contains guidelines, procedures and forms that are necessary to assist you in applying for the following funding sources: Section 231 which includes Adult Education (ABE), English literacy programs (ELP), English Literacy Civics programs (EL/Civics); Section 225 Corrections and Institutions, Section 223 Professional Development and State Adult Education Funds. Instructions for completion of the RFA Package can be located at http://literacy.myweb.uga.edu/rfa.shtml The RFA Package contains: Timeline 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 FY 2013 Estimated Funds Allocations with Cost per Student Range by Region o General Instructions for Budgeting o Program Worksheet for Grant Fund Allocations o Instructions for Completion of FY 2013 Budget Forms o Federal Section 231 ABE/ESL Budget Forms o Federal Section 225 Institutionalized Budget Forms o Federal Section 223 Professional Development Budget Form o Federal Section 231 EL/Civics Budget Forms o State Budget Forms RFA Supplemental Documents o Definitions o Georgia County Map o Goals for Core Indicators o Technical Assistance for Grant Writing Workshops The Office of Adult Education Policy and Procedure Administrative Manual is available on our Online Professional Learning Center website at http://literacy.myweb.uga.edu/index.shtml. 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 Updated Plan for July 1, 2009 June 30, 2010 available at http://adultlit.myweb.uga.edu/5yearplan.shtml. Should changes in the Federal Regulations become effective during, it may become necessary to modify these guidelines. FY 2013 RFA 3
INSTRUCTIONS AND GENERAL INFORMATION General Information The, Office of the Adult Education is requesting applications to provide adult education services for out-of-school persons who are beyond the age of compulsory school attendance and function at less than a secondary completion level or are able to speak, read or write the English language. The Adult Education program in Georgia provides (a) literacy, (b) English language skills for limited English proficient adults, (c) basic academic and life skills and (d) secondary level competencies for out-of-school youth and adults. The purpose of the program is to assist adults in: becoming literate, obtaining the education skills necessary to become full partners in their children s education and completing their secondary school education Eligible recipients will apply to provide services to a targeted population within a county, multiply counties, or part of a county. For your reference the FY 2013 Estimated Funds Allocations with Cost per Student Range by Region document is provided at http://literacy.myweb.uga.edu/fy2013estallocwcoststud Range.pdf. 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 Section 231 (Adult Basic Education and English Literacy Program) Federal Corrections and Institutionalized Adult Education Programs Section 225 Professional Development Section 223 Federal English Literacy/Civics Section 231 State Adult Education funds 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 #1-18 7. RFA Budget Forms #9 8. 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 Updated Plan for July 1, 2012 to June 30, 2013. Should changes in the Federal Regulations become effective during Fiscal Year 2013, it may become necessary to modify these guidelines. FY 2013 RFA 4
INSTRUCTIONS AND GENERAL INFORMATION 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 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. Note on State Funds State funds that are not spent in grant period will lapse. Note on Grant Funds The cost of GED tests, test fees, or test administration is NOT an allowable cost and cannot be reimbursed by the for Federal or State Grants. Federal Section 225 Institutionalized Programs for Corrections Education or Education for Other Institutionalized Individuals may include the following programs: Adult Basic Education English Literacy Programs Secondary school credit programs Instruction for students with special needs Federal Section 223 Professional Development These funds may be utilized for training and professional development of program staff. Federal English Literacy/Civics Program The English Literacy and Civics Program is an educational program that emphasizes contextualized instruction on the rights and responsibilities of citizenship, naturalization procedures, civics 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 introduce students to civics-related content and provide them with opportunities to apply that knowledge in their daily lives while building their English language and literacy skills. If awarded a federal EL/Civics grant, the Grantee will adhere to the rules and regulations for EL/Civics monies and programs. FY 2013 RFA 5
INSTRUCTIONS AND GENERAL INFORMATION Technical Assistance Grant Writing Workshop All meetings are scheduled from 9:00 a.m. 5:00 p.m. March 13, 2012 Chattahoochee Technical College North Metro Campus 5198 Ross Road Acworth, GA 30102 Room 416/417 is located in Building D March 15, 2012 Central Georgia Technical College 3300 Macon Tech Drive Macon, GA 31206 In Building K, Room 119 March 16, 2012 Wiregrass Georgia Technical College 1410 East Park Avenue Valdosta, GA 31602 Conference Center in Brooks Hall Please download and print all RFA Package documents and bring with you to the Technical Assistance Grant Writing Workshop. How to Submit Questions Any questions regarding the RFA package can be posted at http://literacy.myweb.uga.edu/rfa_questions.shtml or emailed to oaerfa@tcsg.edu. Questions and responses will be posted at http://literacy.myweb.uga.edu/rfa_faq.shtml. Important Dates Deadline for receipt of the grant application is Thursday, April 19, 2012 by/or before 3:00 p.m. Notification will be made in writing by May 15, 2012. Successful applicants will be required to attend an orientation/operations meeting on July 10-11, 2012. Submission Requirements Time and Date Paper and electronic applications are due 3:00 p.m. Thursday, April 19, 2012. Applications arriving after 3:00 p.m. Thursday, April 19, 2012 will not be considered for awards. 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: Office of Adult Education Attn: Marilyn Shaw 1800 Century Place, Suite 300 Atlanta, Georgia 30345-4304 All written responses should be typed in 12pt Times New Roman font. RFA s are to be stapled in 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 RFA FY 2013. FY 2013 RFA 6
INSTRUCTIONS AND GENERAL INFORMATION 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. Funding of Applications The 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. Additional Procedures If additional clarification of the application is required, an applicant may be required to respond to additional questions. The recommended applicant will be presented to the Commissioner of the Technical College System of Georgia or designee, who, as authorized by the Board of Technical and Adult Education, either: approves the application, disapprove the application or defer 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 2013 RFA 7
INSTRUCTIONS AND GENERAL INFORMATION Grant Period The grant period begins July 1, 2012 and ends June 30, 2013. 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. 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. The costs of GED Testing materials and administration are not allowable and cannot be reimbursed by the Technical College System of Georgia. Instructional preparation to eligible adults for taking the GED Tests is allowable. At least ninety-five percent (95%) of federal Section 231 and Section 225 funds must be expended for adult education instructional activities. The remainder (not more than 5%) may be used for local administrative costs, defined as non-instructional expenses, including planning, administration, evaluation, personnel development and coordination that are necessary and reasonable (CFR 461.40) RFA Scoring Completed RFA packages will be scored with a maximum possible score of 410 points. The RFAs will be read and scored by designated readers who will assign points for each RFA as follows: Response to Application Form #1 is worth a maximum value of 10 points based on: 5 points - Completeness of Response 5 points - Accuracy of Budget Questions #5-9 (based on a match to the submitted budget forms) Responses to Application Forms #2-18* are worth a maximum value of 20 points for each question based on: 8 points - Inclusion of Required Information 5 points - Completeness of Answer 5 points - Viability of Response Implementation 2 points - Clarity and Readability *Note: Applicant should complete either Form #17 or 18, but not both. Responses to the Budget Section (inclusive of Forms #1- #9 and the Professional Development Budget form) will worth a total value of 80 points based on: 40 points - Inclusion of Required Information 20 points - Completeness of Answer 20 points - Accuracy of Data GED and GED Testing Service are registered trademarks of the American Council on Education (ACE) and may not be used or reproduced without express written permission. The GED and GED Testing Service brands are administered by GED Testing Service LLC under license from ACE. FY 2013 RFA 8
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 program personnel paid with state and federal dollars. 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. Requests for reimbursement must be submitted monthly. A form for inventory of equipment valued at $5,000 will be due August 31, 2013. 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 Technical College System of Georgia 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 demographic, goal setting and staff data into GALIS (Georgia Adult Learners Information System). The user s manual is located at http://adultlit.myweb.uga.edu/manual/3-7.pdf. The following document information is to be maintained in GALIS: 1. Intake Assessment Form 2. Pre and Post Test Assessment 3. Level Completion 4. Project Learner Information 5. Core Indicators, Goal Setting, and Progress 6. Adult Learner Attendance The Grantee must maintain and review statistical report data at every level on a continuous basis. If Social Security Numbers are not available for data matching, the Grantee must conduct individual follow-up with students and input data into GALIS. 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 short-term and/or long-term goals and updates, signatures and dates, updated test data 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 http://adultlit.myweb.uga.edu/manual/3-8.pdf. The Grantee will submit to periodic program review, monitoring, and/or technical assistance on-site visits. FY 2013 RFA 9
REPORTING REQUIREMENTS AND OBLIGATIONS The following information is applicable to successful grantees/applicants. Local Advisory Meeting 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 http://adultlit.myweb.uga.edu/manual/5-2.pdf. Request for Information The Grantee will respond in a timely manner to any request for information submitted to the Grantee by the Agency. FY 2013 RFA 10