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  1. {Hidden} Title VI 2019 Training and Technical Assistance Conference Preparing for the New Grant Cycle! New Requirements and Systems for Title VI Kristen Hudgins & Lacey Boven Administration for Community Living August 16, 2019

  2. Key Dates • August 2, 2019 – End of open comment period with Federal Register • End August/Early September – Application posted for completion and submission • *December 6, 2019 (approximate due date) – Title VI 2020-2023 Funding application due • December 2019-March 2020—Application review • April 1, 2020 – Grants awarded/NOAs sent out via email

  3. Eligibility Requirements… • Part A – Indian Program • Federally recognized tribe; • Represent at least 50 individuals who are 60 years of age or older; and • Demonstrate the ability to deliver supportive services, including nutritional services • Part B – Native Hawaiian Program • A public or non-profit private organization with the capacity to provide services for Native Hawaiians; • Represent at least 50 individuals who are 60 years of age or older; and • Demonstrate the ability to deliver supportive services, including nutrition services • Part C – Native American Caregiver Support Program ` Have an approved Part A or Part B application.

  4. The required services for a Title VI program are: • Parts A and B • Nutrition Services; and • Supportive Services • Part C • Information to caregivers about available services; • Assistance to caregivers in gaining access to the services; • Individual counseling, organization of support groups, and caregiver training to assist the caregivers in the areas of health, nutrition, and financial literacy, and in making decisions and solving problems relating to their care giving roles; • Respite care to enable caregivers of a frail elder to be temporarily relieved from their care giving responsibilities; and • Supplemental services, on a limited basis, for caregivers of frail elders to complement the care provided by caregivers

  5. Program Assurances… Do Not IGNORE!!! • Older Americans Act Sec. 614(a) states No grant may be made under this part unless the eligible tribal organization submits an application to the Assistant Secretary which meets such criteria as the Assistant Secretary may by regulation prescribe. Each such application shall—

  6. Your Tribal Leadership are signing that your program does all of the following: • (1) provide that the eligible tribal organization will evaluate the need for supportive and nutrition services among older individuals who are Indians to be represented by the tribal organizations; • (2) provide for the use of such methods of administration as are necessary for the proper and efficient administration of the program to be assisted;

  7. {Hidden} • (3) provide that the tribal organization will make such reports in such form and containing such information, as the Assistant Secretary may reasonably require, and comply with such requirements as the Assistant Secretary may impose to assure the correctness of such reports; • (4) provide for periodic evaluation of activities and projects carried out under the application;

  8. {Hidden} • (5) establish objectives consistent with the purposes of this part toward which activities under the application will be directed, identify obstacles to the attainment of such objectives, and indicate the manner in which the tribal organization proposes to overcome such obstacles;

  9. {Hidden} • (6) provide for establishing and maintaining information and assistance services to assure that older individuals who are Indians to be served by the assistance made available under this part will have reasonably convenient access to such services;

  10. {Hidden} • (7) provide a preference for older individuals who are Indians for full or part-time staff positions whenever feasible;

  11. {Hidden} • (8) provide assistance that either directly or by way of grant or contract with appropriate entities nutrition services will be delivered to older individuals who are Indians represented by the tribal organization substantially in compliance with the provisions of part C of title III, except that in any case in which the need for nutritional services for older individuals who are Indians represented by the tribal organization is already met from other sources, the tribal organization may use the funds otherwise required to be expended under this paragraph for supportive services;

  12. {Hidden} • (9) provide that any legal or ombudsman services made available to older individuals who are Indians represented by the tribal organization will be substantially in compliance with the provisions of title III relating to the furnishing of similar services;

  13. {Hidden} • (10) provide satisfactory assurance that fiscal control and fund accounting procedures will be adopted as may be necessary to assure proper disbursement of, and accounting for, Federal funds paid under this part to the tribal organization, including any funds paid by the tribal organization to a recipient of a grant or contract; and

  14. {Hidden} • (11) contain assurances that the tribal organization will coordinate services provided under this part with services provided under title III in the same geographical area

  15. {Hidden} • Additionally, 45 CFR 1326.19 requires that the application shall provide for: • a) Program objectives, as set forth in section 604(a)(5) of the Act, and any objectives established by the Commissioner. • b) A description of the geographic boundaries of the service area proposed by the tribal organization.

  16. {Hidden} • c) Documentation of the ability of the tribal organization to deliver supportive and nutrition services to older Indians, or documentation that the tribal organization has effectively administered supportive and nutrition services within the last 3 years;

  17. {Hidden} • d) Assurances as prescribed by the Commissioner that: • (1) A tribal organization represents at least 50 individuals who have attained 60 years of age or older; • (2) A tribal organization shall comply with all applicable State and local license and safety requirements for the provision of those services;

  18. {Hidden} • (3) If a substantial number of the older Indians residing in the service area are of limited English-speaking ability, the tribal organization shall utilize the services of workers who are fluent in the language spoken by a predominant number of older Indians; • (4) Procedures to ensure that all services under this part are provided without use of any means tests;

  19. {Hidden} • (5) A tribal organization shall comply with all requirements set forth in Sec. 1326.7 through 1326.17; and • (6) The services provided under this part will be coordinated, where applicable, with services provided under title III of the Act. • e) A tribal resolution(s) authorizing the tribal organization to apply for a grant under this part; and

  20. Key Takeaways • Know and understand program agreement for the application that was just reviewed. • This IS an application year! Watch closely for communications! • Identify key staff • Start working on the application requirements now • The due date will be here before you know it! • Engage your Elders • Plan for areas that you can collect data in order to be able to evaluate

  21. Watch for Communications • Are you currently receiving updates from TEYA? • Friday updates? • Special announcements • Webinar/learning opportunities • Application due dates and links!!! • IF YOU ARE NOT—you need to connect with someone at this conference to add you to that list. • Seriously, right now.

  22. Sneak Peek at Draft Application • It’s in my hand. The actual application Things you can do to prepare and understand the application process.

  23. Start Working on Your Application Now • There are many areas of the application that can be completed while the actual funding application is getting approved: • Identify needs (via a needs assessment), programs, and partners • Identify key staff • Complete a program evaluation • Talk with your program participants • Review your program budgets • Work with Tribal Council to complete a resolution • Identify your service area and obtain a service area map • Compare census data vs tribal enrollment data! (get ACL support as needed with census data) • Use your tools to create service goals

  24. Identify Needs • A needs assessment is required for your application. • The application asks for a summary of your needs assessment and what programming you will be doing based on the outcome of your needs assessment. • Title VI provides a free needs assessment through the Resource Center. • They will provide surveys and data from the results. • It requires a separate resolution from your application resolution

  25. Identify Needs • Application Question: What are the identified needs for supportive services and nutrition services among older individuals who are Indians, according to the results of your program’s Needs Assessment? • ASSURANCE: (1) provide that the eligible tribal organization will evaluate the need for supportive and nutrition services among older individuals who are Indians to be represented by the tribal organizations;

  26. Identify your Key Staff • For any application, it is important to identify your key staff—support, primary contacts, leadership, etc. • Share those contacts with your Regional Office contact • Running programs takes a team; knowing that team and partners is going to be a key to your successful application • In cases of staff turnover, this will be a critical 3 months to know someone on your team to talk with… • If there is no one to communicate with, it risks 3 years of funding to support your tribal elders. • Please take advantage of the optional contact information of the application and identify the key staff for your program!

  27. Talk with your Program Participants • Formalize your regular communication to collect data for your needs, priorities, and evaluations • Engage directly with your program participants • Why do what you are doing if the participants are not benefiting. • Gather clear program expectations from tribal leadership • Consider a new program idea or expansion

  28. Review Your Budgets • As you evaluation needs and gather input, it might bring out new or expansion opportunities. • It’s important to review your budget and talk with your fiscal office to see what funding you have remaining • If you have remaining funds in your Title VI grant. • SPEND them. Talk with ACL about ways to spend your funds • Use your application as an opportunity to budget based on your programming needs.

  29. Your Resolution(s) • A resolution from your tribal council to participate in this program, provide program data, and receive funding is a requirement of application submission. • Are you familiar with your tribal process to obtain a signed resolution? • Some take time to be added as an agenda item, keep your timeline in mind! • Are you prepared to make this request using program data? • Have your completed one for UND to complete the needs assessment, if that is of interest? • Consortiums—Each participating tribe is required to obtain an individual tribal resolution (ex. 3 tribes in the consortium=3 tribal resolutions required)

  30. Your Service Area • A map of your identified service area will be a required attachment for your completed application. • Check your tribal website, if you are unsure. • If your service area overlays with another Title VI grantee’s service area, be sure you have clearly identified the agreed upon divide in service area boundaries. • If you have trouble locating the map, reach out to ACL to see if there is a copy included in a previous submission.

  31. Identifying Eligible Elders Critical to your funding will be identifying the number of Elders: • Over the age of 60 (and below if you set a lower age) • Identifying as Native American • Residing in your service Area There are two options to identify the number of Eligible Elders: Tribal Enrollment Data • Must be certified and include all filters • Can limit on other who may identify as Native American, but not an enrolled member Census Data • Occasionally not easy to navigate (but ACL has resources to help) • Check both and Use the number that is the highest

  32. Complete Program Evaluation • This is another summary section, but requires significant action in order to summarize your work. • It is your opportunity to look at your performance data and see where you exceeded or fell short on expectations. • Identify your why within your data • Work with neighboring programs to work through your data • Review internal program feedback from your Elders and/or program participants

  33. Talking about the PPR

  34. When will the updated PPR go into effect? • The updated PPR will be a part of the 2020 – 2023 grant cycle • Grantees will be expected to report on the elements in the updated PPR for the April 2021 report This means you will need to update any and all systems to reflect any changes in the updated PPR to ensure you have the information necessary in time for reporting season

  35. Title VI, Part A/B Report Title VI, Part A/B Report • Please refer to the DRAFT-Title VI PPR Definitionsdocument for definitions and examples of terms and units of service. • The units of service have been changed or updated from “units” to better reflect what the units are asking for such as “people” or “hours”. • Volunteers is a new section and it will capture the leverage of volunteers serving your programs. • The two new data elements align with Title III.

  36. Title VI, Part A/B Report Title VI, Part A/B Report • Congregate and Home-delivered meal questions stay the same. • The new questions about number of people served in the other nutrition services section, will help ACL better understand how many people the program is serving. • ACL is asking for Total number of people instead of Unduplicated number of people because ACL recognizes that unduplicated may be more difficult to track. • For Nutrition Education, ACL is asking for total number of sessions.

  37. Title VI, Part A/B Report Title VI, Part A/B Report • The Information/Assistance used to be Information/Referral. • The change was made to align with Title III. • The outreach unit of service is Activities, it used to be Contacts. • For Case Management we now want to know how many unduplicated Persons. • The change was made to align with Title III. • Currently, ACL only collects hours of case management. • A new unit of service for transportation is Persons and it aligns with Title III. • Currently, ACL only collects one-way trips of transportation.

  38. Title VI, Part A/B Report Title VI, Part A/B Report • ACL used to ask for Unduplicated number of eligible Indians who received one or more of the supportive services. By asking for Unduplicated number of persons receiving Homemaker, Personal Care/Home Health Aid Services and Chore Services, ACL is asking for the same information separated out by service type. • It aligns with Title III. • One of the components of the Older Americans Act is to increase socialization of Elders. • ACL wants to capture the number of special events held throughout the year. • Removed legal services, family support, ombudsman services, and “all others.”

  39. Title VI, Part A/B Report Title VI, Part A/B Report • One of the components of the Older Americans Act is to increase socialization of Elders. • ACL wants to capture the number of special events held throughout the year. • Removed legal services, family support, ombudsman services, and “all others.” • Added a component to capture “total number of visits to persons in nursing facilities/homes or residential care communities. • This covers visiting NOT done by ombudsman. Ombudsman visits should be reported only to the state ombudsman for Title VII. • Added a space for Title VI programs to share other services they may be providing through their program that are not listed in the PPR.

  40. Title VI, Part A/B Report Title VI, Part A/B Report • The newly added Finance section seeks information on expenditures for Congregate and Home-delivered Meals; and Supportive Services. • There is an area to explain what elements were included in costing out your total amounts spent. • Added an area so programs can share other sources of funding that help support their Title VI services. • Added a storytelling component so that programs can share an example of the impact that their programs have for their communities. Note: A basic formula is provided in the definitions document to determine the Total Cost of Meal.

  41. Title VI, Part A/B Report Title VI, Part C Report • New section on Total Caregivers served seeks to understand how many caregivers the program serves by type of caregiver. • Caregivers to Elders • Elder caregivers caring for children under the age of 18 • Elder caregivers providing care to adults 18-59 years old with disabilities. • ACL worked a lot in the Caregiver portion of the report to better alight data collection with Title III.

  42. {Hidden} Title VI, Part C Report • Information Services used to be Information about available services, and aligns with Title III. • Refers to public information outreach activities such as putting information in a newsletter, or having a radio announcement, or producing and sharing a flyer.   • Information and Assistance now asks for contacts instead of unduplicated people. Thisaligns with Title III. • Counseling used to be Individual Counseling. • Changed this to include group counseling meetings. • Support Group will be captured as sessions. • Supplemental Services takes the place of lending closet, and aligns with Title III. • This change will allow programs to include a greater range of services that are provided on a limited basis.

  43. {Hidden} Title VI, Part C Report • To align with Title III reporting, ACL is asking the programs to separate respite care provided by type of caregiver. • Please refer to the DRAFT-Title VI PPR Definitions document for an explanation of types of caregivers. • The newly added Finance section seeks information on expenditures for the Caregiver program overall, and the Respite Care in particular.

  44. You’ve mentioned a new reporting system. What’s that all about? • We made you a new reporting system! • ACL has invested in an updated reporting system for Titles III, VI, and VII. • We call it the Older Americans Act Performance System or OAAPS

  45. Tell me more… • The Older Americans Act Performance System (OAAPS) is a new web-based reporting tool for ACL’s Older Americans Act (OAA) grantees to submit program performance data to ACL for review and approval. • The system will be used to submit Title VI program performance reports (PPR) • OAAPS will also used by other OAA grant programs: • Title VII – Long-Term Care Ombudsman Program (NORS – National Ombudsman Reporting System) • Title III - Nutrition and Supportive Programming for grantees (SPR – grantee Program Report) • OAAPS accommodates multiple levels of users: • Title VI Grantees • ACL staff (regional and central office) • Our goal when developing the system was to: • ensure ease of use • maintain functions that exist in the current system • provide enhanced functions (e.g. data review)

  46. How have you made sure this would work for us? • ACL worked extensively with ACL central • ACL has invested in an updated reporting system for Titles III, VI, and VII. • We call it the Older Americans Act Performance System or OAAPS

  47. {Hidden}

  48. {Hidden}

  49. OAAPS Features • Dashboard where you can see your report status and last update • Navigate to submission (data entry) or analysis reports, to manage users, or to manage your profile

  50. OAAPS: PPR Submissions • This section is broken out by grant (A/B and C) • You can navigate through the left-hand menu, the light blue text, or using the “enter data” buttons • You can also upload your data directly into the system as well as download all data for the year