INSTITUTIONAL SERVICE Historically Black Colleges and Universities Division

The Programs under the HBCU Division Team  Historically Black Colleges and Universities (HBCU) Program B  Historically Black Colleges and Universities (HBCU/SAFRA) Program B  Historically Black Graduate Institutions (HBGI) B  Masters Degree at Historically Black Colleges and Universities Program (MHBCU) G  Predominantly Black Institutions Competitive Grant Program (PBI-Comp) A  Predominantly Black Institutions Formula Grant Program (PBI-Formula) P  Masters Degree at Predominantly Black Institutions Program (MPBI) D  Minority Science and Engineering Improvement Program (MSEIP) A  Minorities and Retirement Security Program (MRS) A

The HBCU Division Team Yolande Badarou(202) MPBI Jonathan Braxton(202) HBGI Darryl Davis(202) Robert C. Byrd Karen Epps(202) MRS Wendy Lawrence(202) HBCU Krish Mathur(202) MSEIP Bernadette Miles(202) PBI-Comp/PBI Formula Frederick Winter(202) MHBCU Donald Watson, HBCU Division Director Program Officers Program Lead

Topics of Discussion  Focus Areas for Grantees  Reoccurring Issues  Important Dates  Helpful Resources  Best Practices Presentations

Focus Areas  Redirecting Grant Funds  Institutionalizing Grant Programs  Encouraging Reliance on Endowments  Investing in Private Sources

Redirecting Grant Funds REFOCUSING THE HBCU PROGRAM: The Congress has identified the following categories to provide financial assistance to establish or strengthen the Historically Black Colleges and Universities (HBCU). The categories are physical plants, financial management, academic resources, and endowments that enhances the HBCU institutions and facilitate a decrease in reliance on governmental financial support and to encourage reliance on endowments and private sources” (20 USC §1060(4)).

Institutionalizing Grant Programs  Access and Evaluate the needs of the Institution  Develop Restructuring of Program Activities  Incorporate Programs at the Institution  Establish Independency

Encouraging Reliance on Endowments  Endowments for financial stability  Institutional Investment Strategy/Policy  Drawdown

Investing in Private Sources  Community Investment  Capital Campaigns  Naming Opportunities

Reoccurring Issues

Internal Controls Institutional Internal Controls What are some characteristics of successful Project Directors in regards to their institution’s internal controls? Establish written policies and procedures and give them to all personnel associated with the grant. Establish clear procedures for procurement requests and draw downs. Meet with your grant personnel regularly to stay informed about their activities. Consult with your ED Program Officer when you have questions. Keep your ED Program Officer informed if your contact information changes ( , phone, fax number)

Carryover Funds Allowable Uses of Carryover Funds I have unspent/unobligated funds left from a previous budget period. Can I spend them on an activity? Yes. You may carryover funds, however they can only be spent on approved activities listed in your application or other legislatively allowable activities (LAA). If you wish to use carryover funds towards an LAA that is not listed in your grant application, you must submit the request to ED for prior approval. Reducing Carryover

Prior Approval How do I request a change that needs prior ED approval? How long does the process take? Proposed changes need to be submitted in writing to your ED Program Officer. Consult your Program Officer for what documents must be submitted for the change you are requesting. All requests for changes are made on a case-by-case basis. Per EDGAR, ED is allowed up to 30 days to respond to your request. Requesting and/or Receiving Prior Approval

Travel Requests Domestic and International Travel Requests Can we use grant funds for travel? Yes, BUT For ALL travel, the travel must be clearly related to the goals and objectives of the activity. The knowledge gained should highly benefit the institution (not just those who are traveling) and should be specialized. Federal regulations concerning travel apply (see OMB Circular A-21). ALL REQUESTS FOR INTERNATIONAL TRAVEL must be submitted to ED for approval. Requests for international travel are being evaluated on a case-by-case basis.

Measurable Objectives 2011 Project Director’s Conference Washington, DC Activities with Measurable Objectives What is a measurable objective? A measurable objective is the quantitative means used by the Department to determine if substantial progress is being made in a grant award What makes an objective measurable? Measurable objectives answer the following questions: Who? Who is involved in the change being proposed? What? What is the outcome expected? When? When will this be accomplished? How? How will progress be measured? Proficiency? What is the criteria for success?

Measurable Objectives What does a measurable objective look like? For Example: By September 30, 2014 there will be a 20% increase of online courses added to the academic curriculum. Currently, there are 20 online courses that will be increased to 25. What does a non-measurable objective look like? For Example: XYZ College will improve the professional development of faculty

Helpful Resources for those new to Grants Grant making at ED – ED publication written for Project Directors of discretionary grants. This publication can be found online at: Your program’s website on ed.gov – information about all parts of your program (funding status, laws/regulations, etc.) Legislation (Visit Program Website) Regulations Education Department General Administrative RegulationsEducation Department General Administrative Regulations (EDGAR), Parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98, and 99 Guidance Office of Management and Budget (OMB) Grants Management CircularsGrants Management Circulars

 Phase I Data Collection Due April 1 st  Director Review and Approval of Awards April 15 th  IS Director and DAS Review and Approval of Awards April 29th  Allocation Notification Letters Mailed May 3rd  Phase II Data Due May 17th  GANS sent to institutions June 1 st  Application and Budget Reviews Oct. 1 st  FY Funds Available in G-5 Oct. 1 st FY 2013 Important Dates for HBCU/HBGI Programs B

FY 2013 Important Dates for MD-HBCU Program G MPBI Program D  Annual Performance Report Review April 2013  G-5 Input ( Substantial Progress/Budgets for 2013/14 ) May 2013  NCC Slate Approval June 2013  GANs mailed to Institutions June 2013

 Phase I Data Collection DueApril 1 st  Director Review and Approval of Awards April 15 th  IS Director and DAS Review and Approval of AwardsApril 29th  Allocation Notification Letters Mailed May 3rd  Phase II Data DueMay 17th  GANS mailed to institutionsJune 1 st  Application and Budget ReviewsOct. 1 st  FY 2013 – 2014 Funds available in G-5Oct. 1 st FY 2013 Important Dates for PBI Formula Program P

 Annual Performance Report Review April 15th  G-5 Input (Substantial Progress/Budgets for ) April 19th  NCC Slate Approval April 30th  GANs mailed to Institutions May 17th FY 2013 Important Dates for PBI Competitive A

 Annual Performance Report Review April 2013  G-5 Input (Substantial Progress/Budgets for ) May 2013  NCC Slate Approval June 2013  GANs mailed to Institutions June 2013  FY 13 MSEIP Competition Dates:  Notice Inviting Applications (NIA) - Publication in the Federal Register: March 29, 2013  Application Closing Date: May 2013  Pre-application Webinar: April 9 and 11, 2013  Notification to successful and unsuccessful applicants: July 31, 2013  APR (Annual Performance Reports) for FY 13 due date: December 31, 2013 Note: These dates are subject to change. Please check the MSEIP website for changes and for up- to-date information: FY 2013 Important Dates for MSEIP Program A

 Internal Grant Competition Process Ongoing 2013  Grant Competition May 2013  Budget Review/Slate Preparation June 2013  Slate Approval July 2013  GANS Mail Out July 2013 FY 2013 Important Dates for MRS Program A