Virginia Adult Education and Literacy Competitive Grant Application by malj



      Office of Adult Education and Literacy, VA DOE
Components of 2012-13 RFP
   Regional three-year plan
   First year application for funding
   Applicants will submit both components as a single
   Both components will be evaluated by review teams
    to compute an overall application score.
Guiding Factors of RFP
 Adult Education and Family Literacy Act (AEFLA),

  Title II of Workforce Investment Act (WIA)
 Education Department General Administrative

  Regulations (EDGAR), USED
 Office of Management and Budget (OMB) Circulars

 National Reporting System (NRS)
Guiding Factors of RFP
 Code of Virginia

 Acts of Assembly

 OAEL’s strategic plan

 Operational Guidance Manual for Virginia Adult
  Education and Literacy Programs
 Virginia adult education and literacy policies for

  assessment, goal-setting, and distance education
Approved Activities
Adult Basic Education (ABE), Instruction
 Providing basic skill development in reading,

  writing, mathematics, and other basic skills
 Serving adults performing below the ninth-grade

 Including pre-GED and transitioning from ESOL to

Approved Activities, cont’d
Adult Secondary Education (ASE), Instruction
 Providing skills for the successful completion of the

  GED tests or high school diploma programs
 Serving adults performing between the ninth-grade

  and twelfth-grade-and-nine-months levels
 Including transitioning to postsecondary education

  and training
Approved Activities, cont’d
English for Speakers of Other Languages (ESOL),
 Designed to increase English proficiency in reading,
  writing, speaking, and listening
Optional Activities
Corrections and Institutions (C & I)
 Literacy services for individuals housed in local and

  regional correctional facilities
 Funding allocation may not exceed 10% of total

  projected allocation.
Optional Activities, cont’d
Family Literacy
 Program must include:

    a.   Adult education
    b.   Parent time
    c.   Parent-and-child time
    d.   Child education
   Adult basic education funds may be used only on
    components a-c.
   Other considerations apply.
Federal Accountability
   Defined through National Reporting System (NRS)
   Negotiated performance targets for learner outcome
     Gains in educational functioning levels
     Entering employment
     Retaining employment
     Entering postsecondary education and training
     Earning a GED certificate or high school credential
 and
State Accountability
   Defined through Operational Guidance Manual and
    policies for assessment, goal-setting, and distance
   Enroll 3% of target population
   Retain 80% of reportable students
    eracy/index.shtml and
State Accountability, cont’d
Implications of State Policies for Assessment, Goal-
  setting, and Distance Education
 Programmatic procedures to ensure and document
 Professional development

 Budget (approved assessments, curricula,

  professional development)
 Data system; data quality
Regional Three-year Plan
   Aligns with the goals and objectives of OAEL’s
    strategic plan and addresses:
     Program  management and instructional standards
     Recruitment, retention, and reporting

     Career pathways

     Professional development

     Monitoring and evaluation

   Serves as the foundation for annual application for
Regional Three-year Plan, cont’d
 Need

 Delivery of services for approved activities

 History of performance

 Strategies for recruitment and retention

 Career pathways

 Professional development

 Program goals

 Monitoring and evaluation
Application for Funding
   Plan to address first-year goals of three-year plan
   Includes:
     Objectives  for accomplishing goals and meeting or
      exceeding performance measures
     Instructional activities: content and schedule
     Compliance with OAEL policies
     Qualifications of staff and professional development
     Program evaluation
     Budget and budget narrative
Preparation for RFP
   Research the need for adult education and literacy
    in the region and understand the connection to the
    delivery of services, outcome measures, and
    continuous improvement.
   Document instruction throughout the region; perform
    a gap analysis based on need, location, content,
    and practices.
   Compile a history of performance; develop an
    improvement plan.
Preparation for RFP, cont’d
   Check availability of technology and understand its
    use in the classroom.
   Accurately describe program procedures that
    illustrate policy compliance and guidelines for
    successful retention strategies.
   Develop a clear plan for monitoring and evaluating
    program performance.
   Identify career pathways partners and a clear plan
    to advance learners’ employment and PSE goals.
   Use needs assessment to develop a PD plan.
Financial Management
   AEFLA- Adult Education and Family Literacy Act
   OMB- Office of Management and Budget
   EDGAR- Education Dept. General Administrative Regulations
   Administration
   Match
   Fair Market Value
   Time and Effort
   Maintenance of Effort
   Supplanting
   Program Income
The Laws and Regulations That Guide
Our Work
    Sections in AEFLA
                 Section 221—State Administration
                 Section 222—State Distribution of Funds; Matching
State                         Requirement
provisions       Section 223—State Leadership Funds
                 Section 224—State Plan
                 Section 225—Programs for Corrections Education and other
                                 Institutionalized Persons

                 Section 231—Grants and Contracts for Eligible Providers
                 Section 232—Local Application
                 Section 232—Local Administrative Cost Limits

                 Section 241—Administrative Provisions
AEFLA: Three Critical Pieces

  1.   Matching Requirements
       –   In-kind Contributions
       –   Valuation of In-kind Services
       –   Matching Exclusions

  2.   Maintenance of Effort

  3.   Supplement-not-Supplant
OMB Circulars
Which Circular Do I Follow?
Of the six grant circulars, you are covered by three, depending on type of entity.
  – A-87 for cost principles, Relocated to 2CFR, Part 225
  – A-102 for administrative requirements (common rule)
  – A-133 for audit requirements
  – A-21 for cost principles, Relocated to 2CFR, Part 200
  – A-110 for administrative requirements, Relocated to 2 CFR, Part 215
  – A-133 for audit requirements
  – A-122 for cost principles, Relocated to 2CFR, Part 230
  – A-110 for administrative requirements, Relocated to 2CFR, Part 215
  – A-133 for audit requirements

§76—State-Administered Programs (including allowable costs and
  indirect rates)
§80—Financial Administration
    Maintain administrative and fiscal
    accountability (EDGAR §80.20)
    Submit annual financial reports within 90 days after the
    grant year (EDGAR §80.41)
    Submit final performance and financial reports within 90
    days after expiration or termination of grant (EDGAR §80.50)
General Management, Fixed, and Space
Maintenance Costs

EDGAR §76.565, 76.566, and 76.568
 Accounting
 Payroll Preparation

 Personnel Management

 Building Costs

 Janitorial Services and Supplies

 Guard Services

 Light, Heat, Power

 Depreciation, Use Allowances, Amortization

 All Other Related Space Costs
Applicants may request administrative funds in their

Administration percentages may be negotiated, and
  requests must be detailed and submitted in writing.

Administrative negotiations are at the discretion of the
  Office of Adult Education and Literacy.
Administrative Limits and Indirect Cost Claims

 Admin costs are those reasonable, necessary, and allowable
 costs associated with overall project management and not
 directly related to provision of services to participants or
 allocable to other cost categories.

 Admin costs can be both direct and indirect.

 Indirect costs are service-oriented costs that benefit the entire
 organization in a business sense.
Match Requirements
   Applicants will be required to provide a match
    against the federal funds requested.
   How match is documented throughout the regions
    will be up to the applicants and their partners and
    should be clearly established in the MOU.
   Matching funds must be used in accordance with all
    federal and state regulations and guidelines and
    are subject to the same reporting requirements.
Matching Requirement Exclusions
AEFLA Section 222 [and EDGAR §80.24]
 Matching may not be met by:

   Another  federal grant or contract
   Third party in-kind contributions that are used to satisfy
    matching requirement of another federal grant or
    contract award
   Costs financed by program income

   Services or property financed by income earned by
In-Kind Contributions continued
To demonstrate that an in-kind contribution has been
  “fairly evaluated,” the grantee needs to provide
  documentation that supports its value.

  e.g., Classroom space–must show actual cost for
  comparable space in the area, or a real estate
  appraisal, or cost of renting same space to other

  e.g., Volunteer’s time–must show value of a paid
  teacher’s time in the same program
Matching Requirements: Valuation of In-Kind

Fair Market Value = What would you pay if it had
  not been donated?
Time and Effort
   Applies to every employee funded from federal
    funds; also applies to sub-recipients
   Purposes
     To document that the appropriate federal program is
      receiving the benefit of the services supported by grant
     To verify the actual time spent on a federal program
      receiving the benefit of that effort
Time and Effort continued

   State, Local and Indian Tribal Governments (OMB
    Circular A-87)

   Non-profit Organizations/Community-Based
    Organization (OMB Circular A-122)
Maintenance of Effort
AEFLA Section 241(b) [and OMB Circular 133]
 To receive federal adult education funds, the state must
  maintain its fiscal effort of state and/or local non-
  federal expenditures for adult education.
 This ensures that states or localities do not reduce their

  financial commitment to the adult education program
  and that they maintain delivery of services.
 In other words, a grantee’s non-federal share used to

  meet cost sharing requirements cannot be reduced from
  year to year.
Maintenance of Effort

While previous grantees of ABE funding will no longer
 be bound to maintenance-of-effort requirements
 from the previous competition, Virginia must still
 collectively meet the state maintenance of effort.
Supplement Not Supplant
AEFLA funds shall supplement not supplant other state
  or local public funds expended for adult education
  and literacy services [Section 241a].

In other words, federal funds may not be used to pay
   for services, staff, programs, or materials that would
   otherwise be paid for with local funds.
Program Income
Program Income is allowable.

Program income may not be used as match.

Program income must be spent back into the program
  prior to requesting federal reimbursement.
All questions should be sent to

A technical assistance session will be held
  approximately two weeks after the RFP is released.

We appreciate your time and interest.

Have a safe trip home.

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