Perkins in a Binder How to Get and Stay Organized Lynda Lloyd Director Career Center NorthWest Arkansas Community College Renee Kuharski Dean of Career & Technical Education Colorado Mountain Community College

The key is taking a complicated task and narrowing Perkins down to simple areas of focus. Lay the foundation then begin construction.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 3 Building Your Grant

Make it a team effort! Make it a team effort! Invite input and requests from across departmental boundaries: Dean’s council, Faculty, Staff, and Students.

Create an easy to use bulleted guide to explain the nature of Perkins Funds. Where does the money come from? For what purpose? Indicators – what are they? Why are they important? Define Supplanting. Idea list of supportable activities.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 6 Provide a basic request form for use in submitting funding requests. Set and uphold deadline dates for funding requests. Always thank those who request Perkins funds. These folks are helping you in terms of researching grant activities. If a request is not funded, always explain why and offer suggestions for future requests.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 7 Prioritize

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 8 Indicators Familiarize yourself and others with the predetermined indicators and their definitions. Identify degrees/programs in your institution that are lacking in these areas.

Your New Friends 1P1 – Technical Skill Attainment 2P1 – Credential Attainment 3P1 – Student Retention and Transfer 4P1 – Student Placement 5P1 – Nontraditional Participation 5P2 – Nontraditional Credential Attainment

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 10 Get to Know Special Pops Then Collect Data (More Friends) Economically Disadvantaged Single Parents including Pregnant Women Displaced Homemakers Limited English Proficiency Persons with Disabilities Persons seeking Careers in Non Traditional fields.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 11 Measurements What will you use as a measurement? How will the data be collected? What is your beginning measurement? What is your projected end result? By when?

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 12 Activities Review Required and Permissive Uses of Funds If your institution is not currently addressing required uses of funds they must be addressed with activities supported by Perkins funds. Permissive Uses of Funds are excellent ways to use Perkins $ that allow more flexibility and creativity in planning activities with Perkins funds.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 13 Monitor

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 14 Each supported activity should have a predetermined liaison who communicates on a regular basis with the Perkins Coordinator Throughout the fiscal year, briefly document dates of meeting with activity liaisons making note of the progress of the activity or program. Keep in mind this is a small price to pay in return for use of Perkins funds – plus it makes accountability real and provides accurate records for future reference.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 15 Report to your local leadership (President, Cabinet) on a regular basis. For provisional positions (salary & fringe) supported by Perkins funds Keep monthly personal activity reports that reflect accurate time spent on Perkins required or allowable activities. Excel formats are great here!

Store s in folders titled “Name of Activity” and “State Guidance” using Outlook or other software. Create new folders for each fiscal year. This save trees and makes it easy to find previous correspondence. Don’t forget to include s generated during the annual planning stage.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 17 Budget Having a business office representative on your Perkins Team is vital!

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 18 Work together to create an excel document in which to enter all expenditures. Enter estimated budgets by category. Identify expenditures in a predetermined category by activity number. Meet monthly with your business office representative and compare each expenditure with the assigned activity. Allows you to catch errors in a timely manner. Advance notice of possible budget amendments.

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 19 Now - Organize! How do you eat an Elephant? One Bite at a Time…….. (with a little sauce and plenty of water) Start Simple: One 3 ring binder Index Page Several Dividers

5/17/2007NACTEI, Perkins in a Binder, Lynda Lloyd & Renee Kuharski 20 R & D Rip Off & Duplicate!! Adjust Renee & Lynda’s plans to meet your needs. You are on the way to your own “Perkins in a Binder” “Get and Stay Organized”