2013 Annual Performance Report for RSA In-Service Training Grantees

1. 2013 Annual Performance Report for RSA In-Service Training Grantees Douglas Zhu and RoseAnn Ashby Rehabilitation Services Administration Training and Service Programs Division March 27, 2013

2. Overview of Session • Purpose of the Webinar • Reporting Requirements • Performance Measures and Absolute Priorities • Reporting Period and Due Date • ED-524B Form and Submission Process • Closing

3. Purpose of the Webinar • To provide technical assistance to In-Service Training grantees (84.265A and 84.265B) in accurately preparing and successfully submitting their FY 2013 Annual Performance Reports. This webinar will focus on the fundamentals of submitting a complete and accurate annual performance report (ED524B) and will discuss how to meet the reporting requirements as outlined in the Notice Inviting Applications (NIA).

4. Reporting Requirements • NIA: Grantees must submit an annual performance report that provides the most current performance and financial expenditure information as specified by the Secretary under 34 CFR 75.118. • 34 CFR 75.118: Requirements for a Continuation Award • A recipient that wants to receive a continuation award shall submit a performance report that provides the most current performance and financial expenditure information, as directed by the Secretary, that sufficiently meets the reporting requirements of 34 CFR 74.51, 75.590, 75.720, and 80.40. • If a recipient fails to submit a performance report that meets the requirements of paragraph (a) of this section, the Secretary can/will deny continued funding for the grant.

5. Reporting Requirements (continued…) • 34 CFR 80.40: Monitoring and Reporting Program Performance • Performance reports will contain, for each grant, brief information on the following: • A comparison of actual accomplishments to the objectives established for the period, and where the output of the project can be quantified(a computation of the cost per unit of output may be required if that information will be useful). • The reasons for slippage if established objectives were not met. • Additional pertinent information including, when appropriate, an analysis and explanation of cost overruns or high unit costs.

6. Reporting Requirements (continued…) • Significant developments: Events may occur between the scheduled performance reporting dates which have significant impact upon the grant supported activity. In such cases, the grantee must inform the Federal agency as soon as the following types of conditions become known: • Problems, delays, or adverse conditions which will materially impair the ability to meet the objective of the award. This disclosure must include a statement of the action taken or contemplated, and any assistance needed to resolve the situation. • Favorable developments which enable meeting time schedules and objectives sooner or at less cost than anticipated or producing more beneficial results than originally planned.

7. Reporting Requirements (continued…) • 34 CFR 75.590: Evaluation by the Recipient • A recipient shall submit a performance report that evaluates at least annually: • The recipient's progress in achieving the objectives in its approved application; • The effectiveness of the project in meeting the purposes of the program; and • The effect of the project on participants being served by the project.

8. Performance Measures and Absolute Priorities • There are three types of measures that ED may have established for discretionary grant programs: • GPRA MEASURES: Measures established for reporting to Congress under the Government Performance and Results Act; • PROGRAM MEASURES: Specific measures established by the program office for the particular grant competition (i.e., established absolute priority or other program requirement(s)); and • PROJECT MEASURES: Grantees will report on any project-specific performance measures (i.e. yearly goals and benchmarks) that the grantee had established in the approved grant application to meet the project goals/objectives.

9. Performance Measures and Absolute Priorities (continued…) • There are no specifically established or published GPRA measures for in-service training grants (84.265A and 84.265B). • Program Measures: • In-Service Training Basic Awards (84.265A): • Address recruitment and retention of qualified rehabilitation professionals; • Provide for succession planning; • Provide for leadership development and capacity building; and • Provide training on the amendments to the Rehabilitation Act of 1973. • In-Service Training Quality Awards (84.265B), in addition to the program measures listed above, they also include the established absolute priorities: • Development and Dissemination of Model In-Service Training Materials and Practices; • Distance Education; and • Enhanced Employment Outcomes for Specific Populations.

10. Performance Measures and Absolute Priorities (continued…) • Project Measures: • Include the goals and objectives in the approved grant applications and thereafter approved revised goals and objectives. • RSA Project Officers will not approve an APR that is missing appropriate evaluation of the performance measures, specifically the Program Measures and Project Measures.

11. Reporting Period and Due Date • For Item 7 of the ED-524B, enter: 10/1/2012 to 9/30/2013 • Actual Performance/What really happened: 10/1/2012 – 3/31/2013 • Enter the actual performance date into the ED-524B Project Status Chart for the period 10/1/2012 – 3/31/2013 • Provide the Projected Performance status for the period 4/1/2013 to 9/30/2013 • This information should be included in the Executive Summary • In addition, the actual performance data for the period from 4/1/2012 to 9/30/2012 should be included in Section C: Additional Information. • Due Date: • April 30, 2013, 4:30 p.m. EDT • Please be advised that extensions will not be granted.

12. ED-524B Form and the Submission Process • The ED-524B Form includes the following sections: • Coversheet • Executive Summary • Project Status Chart • Budget Information • Additional Information • ED-524B – to be submitted through G5 • ED-524B Coversheet - email the signed coversheet as an attachment to douglas.zhu@ed.gov

13. Executive Summary • A narrative containing a brief summary of grant accomplishments toward the goals and objectives that occurred from October 1, 2012 through March 31, 2013, and a brief summary of planned activities that will occur from April 1, 2013 to September 30, 2013. • All grants funded under the 84.265A Program must include information in the Executive Summary that demonstrates progress toward: • Achieving the goals and objectives established in the approved In-Service Training grant application; and • The impact of the project on addressing the needs identified in the Comprehensive System of Personnel Development (CSPD) and meeting the Designated State Unit (DSU) personnel standards required under section 101(a)(7) of the Rehabilitation Act of 1973, as amended.

14. Executive Summary for the In-Service Training Quality Grants (84.265B) • The Executive Summary must include information that demonstrates progress toward: • The goals and objectives established in the approved In-Service Training grant application; and • Addressing the regulatory priorities of the in-service training quality awards as described in 34 CFR 388.22, as applicable, including: • Development and dissemination of model in-service training materials and practices; • Distance education; and • Enhanced employment outcomes for specific populations.

15. Executive Summary Tips • Be brief and focus on the important factual outcomes and impacts. • Have a balance of achievements/successes, impact, and challenges. • Avoid lengthy summaries that restate the project proposal. • Avoid lists of meetings, events, and individuals involved with no connection to the project goals, objectives and impact.

16. Project Status Chart

17. Section B - Budget Narrative • The Budget Narrative must • Contain a summary of actual expenditures from October 1, 2012 - March 31, 2013 and a summary of planned expenditures from April 1, 2013 - September 30, 2013; and • Specifically indicate whether the grant is on track for spending grant funds by September 30, 2013 or whether unexpended funds are anticipated and include the estimated amount of those funds. If unexpended funds are anticipated, an explanation is required.

18. Section B - Budget Narrative (continued…) • In addition, the Budget Narrative must also include, as applicable: • Any anticipated changes in your budget for the next budget period that require prior approval from the Department (see EDGAR 34 CFR 80.30). • State “No anticipated changes to the budget that require RSA Project Officer approval,” if there are no changes, • Significant changes to your budget resulting from modification of project activities, costs, and/or any other conditions. • Changes to your budget that affected your ability to achieve your approved project activities and/or project objectives. • If your budget for the current project year needs to be revised, attach a revised budget to the report or email it to your RSA Project officer.

19. Section C- Additional Information • Information should be included in this section: • A Summary of Performance in the last six months of Year 2, 04/01/2012 to 09/30/2012, which details goals and objectives achieved and not achieved during that period. • Results of the employees’ in-service training needs assessment. • Other evaluations conducted during the report period through 03/31/2013.

20. G5 Access Information • G5 Website: www.G5.gov • When accessing G5 for the first time, you will have to register with the U.S. Department of Education to obtain individual user IDs and passwords. Users are not allowed to share passwords or login account information with anyone or access the G5 system using the credentials of others. • If you are a new Project Director and your name does not appear on the Grant Award Notification, you should contact RSA Project Officer Douglas Zhu requesting approval of a Project Director Change.

21. G5 Access Information (continued…)

22. G5 Access Information (continued…) • G5 Help Desk • Help is available through e-mail or by calling the G5 Hotline. • Hours of Operation: 8:00 a.m. to 6:00 p.m., • Monday - Friday, EDT • Toll-Free: 1-888-336-8930 • TTY: 855-333-2807 • Local: 202-401-6238 • Email: edcaps.user@ed.gov

23. G5 Access Information (continued…) • Please note that: G5 unavailable April 20-22, 2013 • Beginning at 12:01 AM, Saturday, April 20th until 6:00 AM on Monday, April 22th - G5 will be UNAVAILABLE to allow for the installation of EDCAPS Release 56. • You can check G5 availability information on the G5 website

24. Summary & Closing • RoseAnn Ashby • Chief, Training Programs Unit • Roseann.Ashby@ed.gov • Phone: 202.245.7258 • Douglas Zhu • Program Specialist, Training Programs Unit • douglas.zhu@ed.gov • Phone: 202.245.6037 • Fax: 202.245.7591

25. Thank You!