23
V
Vanadium
Li
03
B
Lithium
H
Boron
01
Hydrogen
Element S
74
16
W
Tungsten
Sulphur
OF
05
06
su C cess Carbon
22
Ti tle III PROG Ra M
Titanium
88
Radium
28
08
admI Ni strati O n Nickel
Oxygen
79
Au Gold
84
Po licies & Pr oced U res manu Al Polonium
59
92
Praseodymium
Uranium
13
Aluminium
26
Fe Iron
64
Gd 2012/2017 Gadolinium
70
Yb Ytterbium
University of Arkansas at Pine Bluff Office of the Chancellor
1200 North University Drive Mail Slot 4982 Pine Bluff, AR 71601
Dear Colleagues: This publication is to assist you in maximizing the benefits of the Title III grant for our students. For nearly 50 years, the Title III grants have made a significant and comprehensive campus-wide impact on our students’ education. From state-of-the-art learning environments, equipment, and instructional material to tutoring, advising and career preparation, grant funds have assured that our students receive a first-class education. Please take time to become thoroughly familiar with the contents of this publication. It is your guide to managing the Title III funds that have been entrusted to you for the benefit of our students. Equally important, it is the guide you will need to make sure you are compliant with the federal rules and regulations that govern the Title III Program at the University of Arkansas at Pine Bluff. I know that if you follow the directions contained in this manual, you will have great success implementing your activity. Sincerely,
Laurence B. Alexander, Ph.D. Chancellor
2012 - 2017
Policies & Procedures manual table of contents
Introduction 01 Foreword 03 Overview 04 Objectives of Title III 05 Eligibility (Part B-HBCU) 06 Eligibility (SAFRA) Special Conditions for Disclosure of Federal Funding 08 Allowable Activities (Part B-HBCU) 09 Allowable Activities (SAFRA) 10 Fiscal Accountability 11-
14 Personnel Policies and Practices 15 Travel Procedures 16 Program Reporting 17 Annual Performance Report 18 Organizational Chart 20 Definitions 21- 22 Forms 23 32
introduction
The policies, procedures and guidelines will be reviewed periodically and amended as necessary to conform to changes in the Education Department General Administrative Regulations (EDGAR). Where possible, the document will be amended to conform to any UAPB policies, procedures and guidelines. With respect to Title III, Federal regulations will prevail over institutional policy. The information contained in this document is a broad overview, as it would be impossible to anticipate all questions or problems that may arise related to the Title III Program.
Introduction
The operating policies and procedures manual for Title III has been prepared to provide a standardized written record of administrative policies and procedures of common interest to administration and departments throughout the University of Arkansas at Pine Bluff (UAPB). It is a reference for the Title III office staff, college administration, Title III activity directors, faculty and staff on the University of Arkansas at Pine Bluff campus.
02
Foreword
FOREWORD This document is intended to provide the information and guidance needed t o successfully manage your Title III activity. The contents consist of background information for the Title III Strengthening HBCU Program, Student Aid Fiscal Responsibility Act (SAFRA) and practical day-to-day information regarding policies and procedures as they relate to the Title III Program. The Title III Program Administration personnel is always available to assist you; however, in order for the program to function successfully and expeditiously, it is imperative for you to become familiar with the contents of the manual.
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overview Title III Program: Strengthening Historically Black Colleges and Universities
Overview
It is the goal of the Title III Program at the University of Arkansas at Pine Bluff to assist in establishing and strengthening the university’s physical plant, academic resources, and student services so that UAPB may continue fulfilling its goal to provide quality education. The Aid for Institutional Development Programs (commonly referred to as the Title III programs) support improvements in educational quality, management, and financial stability at qualifying postsecondary institutions. Funding is focused on institutions that enroll large proportions of minority and financially disadvantaged students with low per-student expenditures. This serves to help equalize educational opportunities for these individuals. The programs provide financial assistance to help institutions solve problems that threaten their ability to survive, to improve their management and fiscal operation, and to build endowments. Approximately 500 colleges and universities throughout the United States, its territories and possessions benefit from Title III funds annually. The Chancellor has the overall responsibility for the implementation of the Title III-Strengthening Historically Black Colleges and Universities Program at UAPB. The Title III Director, who reports directly to the Chancellor, assists with the administration of the program by overseeing “day-to-day” operations. The process begins when Title III Program Administration is notified of grant availability. The Title III Program Administration Office, upon notification, coordinates an intra institutional call for proposals to meet the guidelines set forth by the U.S. Department of Education. Successful intra institutional applicants (activity directors) meet with staff from the Title III Program Administration Office, individually and in-group, to “fine tune” the application. The activity directors refine the individual narratives and budgets, and submit them to Title III Program Administration for review. Upon completion of the final review of individual components by the Chancellor, the proposal is compiled and submitted to the U.S. Department of Education, Office of Postsecondary Education, Institutional Services.
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Objectives of title III
Objectives of Title III
At the University of Arkansas at Pine Bluff To enhance opportunities for undergraduates to obtain employment with upward mobility by improving the learning environment, revising and expanding the curriculum. To improve academic instruction (a) by strengthening faculty skills through in-service training, self-evaluation programs, travel to professional meetings, and the use of off-campus consultants, and (b) by facilitating faculty performance through an identification of specific problems and needs then supplying solutions for those problems. To meet the needs of students who have been classified as educationally disadvantaged by providing academic programs which will prepare them to pursue both traditional and non-traditional careers. To improve the operation of the university by providing a systematic program of planning, management, and evaluation. To increase supportive services so that the needs of a heterogeneous student body will be met.
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To increase the university’s enrollment through planned and systematic student recruitment and retention programs. To improve the teaching and learning environment through planned programs for new construction, renovation, and maintenance. To improve the development program in order to attract additional funds.
Eligibility Part B – HBCU Strengthening Grant To be eligible to receive a grant under the Strengthening HBCU Program, an institution must be designated by the Secretary of the U.S. Department of Education as a Historically Black College or University. The Higher Education Act of 1965, as amended, defines a HBCU as an institution established prior to 1964 whose principal mission was, and is, the education of Black Americans, and must -1. Satisfy section 322 (2) OF THE Higher Education Act of 1965, as amended (HEA) 2. Be legally authorized by the State in which it is locatedTo be a junior or community college.
•
To provide an educational program for which it awards a bachelor’s degree.
3. Be accredited or pre-accredited by a nationally recognized accrediting agency or association.
Student Aid and Fiscal Responsibility Act (SAFRA)
Eligibility
•
The Student Aid and Fiscal Responsibility Act (SAFRA), which was included in the health care reconciliation bill that was passed on March 21, 2010, and signed into law on March 30, 2010, embraces the president’s challenge to produce the most college graduates by 2020. SAFRA makes the single largest investment in federal student aid ever.
06 The Student Aid and Fiscal Responsibility Act (SAFRA) grant is awarded through the Historically Black Colleges and Universities (HBCU) Program of the Department of Education for a ten year period beginning October 1, 2010. Title III, Part F of the Higher Education Act of 1965, as amended, provides an additional $85 million annually until fiscal year 2019 for the Title III, Part B HBCU program. These mandatory (SAFRA) funds are added to monies appropriated in a regular or supplemental grant awarded under the Title III, Part B Strengthening HBCU Program. Recipients of the HBCU and SAFRA Grants must comply with these conditions under Public Law 105-78, Sec. 508.
The recipient agrees that, when issuing statements, press releases, requests for proposals, bid solicitations, and other documents or announcements describing this project, the recipient will state clearly: 1. The dollar amount of Federal funds of the project. 2. The percentage of the total cost of the project that will be financed with Federal funds. 3. The percentage and dollar amount of the total cost of the project that will be financed by nongovernmental sources. 4. Add a statement to this effect – This activity (equipment, material, event) was paid for in total or in part by funding from the U.S. Department of Education, Office of Postsecondary Education, Institutional Services Program, Title III Part B Strengthening Historically Black Colleges & Universities Program or Student Aid and Fiscal Responsibility Act.
Special Condition of Disclosure of Federal Funding
Special condition of Disclosure of Federal funding
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ALLOWABLE ACTIVITIES
Allowable Activities
Title III – Part B Strengthening Historically Black Colleges and Universities Programs 1.
Purchase rental or lease of scientific or laboratory equipment, educational purposes, including instructional or research purposes.
2.
Construction, maintenance, renovation, and improvement in classroom, library, laboratories, and other instructional facilities, including purchase or rental of telecommunications and technology equipment or services.
3.
Support of faculty exchanges, faculty development, and faculty fellowships to assist in attaining advanced degrees in the fields of instruction.
4.
Academic instruction in disciplines in which Black Americans are underrepresented.
5.
Purchase of library books, periodicals, and other educational materials, including telecommunications program materials.
6.
Tutoring, counseling, and student services programs designed to improve academic success.
7.
Funds management and administrative management, and acquisition of equipment for use in strengthening funds management.
8. Joint use of facilities, such as laboratories and libraries. 9.
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Establishing or improving a development office to strengthen or improve contributions from alumni and the private sector.
10. Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary or secondary school in the state that shall include, as part of such program, preparation for teacher certification. 11.
Establishing community outreach programs that will encourage elementary and secondary students to develop the academic skills and the interest to pursue postsecondary education.
12. Establishing or improving an endowment fund. 13. Acquisition of real property in connection with the construction, renovation, or addition to or improvement of campus facilities. 14. Education or financial information designed to improve the financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs.
15. Services necessary for the implementation of projects or activities that are described in the grant application and that are approved, in advance, by the Secretary, except that not more than two percent of the grant money may be used for this purpose. 16. Other activities proposed in the application that contribute to carrying out the purposes of the HBCU program and are approved by the Secretary.
ALLOWABLE ACTIVITIES UNDER TITLE III/SAFRA The purpose of the Title III/SAFRA program is assist HBSU’s in establishing and strengthening their physical plants, academic resources and student services to continue to fulfill the goal of equalizing educational opportunity. The following list represents the activities allowable under the HBCU program: 1. Purchase,rent or lease scientific and laboratory equipment for educational purposes, including instructional or research purposes;
3. Support faculty exchanges, faculty development, and faculty fellowships in order to assist faculty in attaining advanced degrees in their fields of instruction; 4. Support academic instruction in disciplines in which African-Americans are underrepresented; 5. Purchase library books, periodicals, microfilm, and other educational materials;
Allowable Activities
2. Construction, maintenance, renovation, and improvement in classroom, library, laboratory, and other instructional facilities, including the purchases or rental of telecommunications technology equipment or services;
6. Tutoring,counseling,and support of student services programs designed to improve academic success; 7. Funds for administrative management and acquisition of equipment for use in strengthening funds management ; 8. Funds for cooperative programs and joint use facilities, such as laboratories and libraries; 9. Establishing or improving a development office to strengthen or improve contributions from alumni and the private sector; 10. Establishing or enhancing a program of teacher education design to qualify students to teach in a public elementary or secondary school that shall include, as part of the program, preparation for teacher certification; 11. Establishing community outreach programs that will encourage elementary and secondary students to develop the academic skills and interest to pursue post- secondary education; and 12. Other activities that contribute to carrying out the purpose of the Strengthening Historically Black Colleges and Universities Program—Title III/SAFRA.
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Fiscal Accountability
Fiscal Accountability
Activity Account Numbers
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Whenever possible, regular University business procedures are used to document accountability for Title III regulations. Separate account numbers have been assigned by the Controller’s Office to identify the Title III grant activities. These numbers always begin with 205 and are followed by ten other digits and a fivedigit object code. New account numbers are assigned yearly for each activity. All expenditures (i.e. requisitions, purchase orders, personnel action forms, travel authorizations) submitted to the Title III Office for payment must show the designated activity number and be signed by the budget officer. These requests are checked for programmatic and financial accuracy. The financial check includes a check for availability of funds. If all is accurate, the request is initialed by the Title III Director and submitted for further University required processing.
Activity Expenses Requests for payment of activity expenses can be processed by the Title III Director when all required documentation and signatures are submitted; however, expenditures were approved by the U. S. Department of Education and cannot be changed without the approval of that agency. Items not specifically identified, such as additional equipment, personnel, or travel (no matter how much money is left over as a result of cost savings) cannot be approved by the Title III Director. Activity budgets were carefully prepared to support the narrative of the activity, and no changes or substitutions can be made without prior approval of the Title III Director, and in some cases the U. S. Department of Education (DOE). Approval from DOE is a lengthy process and is discouraged. Requests for expenditure of funds for approved items are processed within 72 hours after being received in the Title III Office. When a request is received in the Title III Office it is stamped for the date and time of receipt. It is then checked for programmatic and financial accuracy. If all is correct and funds are available, the request is submitted for further processing in accord with University policies and procedures. If the request is inaccurate programmatically or financially,
Equipment: Defined Requirements The Office of State Accounting has determined that equipment is defined as those purchases which have a cost of $5,000 or more, a life of two (2) years or more and a separate identity of their own. Ex: the car not the motor. While $5,000 is the threshold for the equipment classification this is no way precludes that the Agency Head is not responsible and accountable for those items with a lesser cost such as a printer at $450, a computer at $1,800 or sets of items like tools or dishes. To assure accountability for these lesser items, this agency has classed them as non-capitalized equipment and the Property Control Section of Finance maintains a separate accountability just for these. (See State Procedure Manual 2011 online www.uapb.edu under Purchasing)
General grant regulations for Title III require that all equipment be properly accounted for by the Title III Director. To comply with this regulation, Activity Directors will complete an Inventory Form listing all equipment purchased by Title III. This Inventory List should be submitted when an item is received. Remember it is very important that: An inventory list of Title III purchased equipment should be sent to the Title III Office upon receipt of the equipment by the requester. The inventory list must be up-to-date, and include all equipment that has been purchased for an activity by Title III. In addition to the Inventory List, which will be kept on file in the Title III Office, all equipment must bear a decal for University inventory as well as a decal for Title III inventory. The Title III decal will clearly identify the equipment as being purchased with federal funds. A physical inventory of Title III equipment will be made at a minimum every other year and reconciled with the University’s property management records. No property purchased with Title III funds may be sold or disposed of except through the office of the Title III Director and consistent with federal regulations. Money received from the sale of such property must be disposed of consistent with federal guidelines. Any loss, damage, or theft of property must be investigated and fully documented in a report to the Title III Director. Thefts must be documented with a police report. Adequate security and maintenance procedures must be implemented for the equipment.
Fiscal Accountability
Property Management
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When Title III purchased equipment is no longer needed for its original purpose (activity), or is not repairable, the Office of Title III should be notified by providing the decal number (s) and other descriptive information for the equipment. A copy of the moving request form should be sent to Title III.
SUPPLANTING - SUPPLEMENTAL REQUIREMENTS Title III grant funds may not support any service, program, or position that was supported by University resources prior to awarding of the Title III grant. The following procedures will insure that Title III funds are used to supplement not supplant institutional funds: 1. University Funded Positions University continues to fund the position
•
No Title III funds are used
•
Position is University contribution to Title III Program
2. Title III Funded Positions Requirements •
Personnel paid by the University cannot be moved to Title III funding for performing the same duties that were University funded.
•
Salaries for individuals pursuing terminal degrees under the Faculty Development component cannot be paid from Title III funds.
Fiscal Accountability
•
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personnel Practices and Policies Title III regulations are very specific on obligation of funds for personnel and in the documentation of time for persons paid from grant funds. Regular University personnel procedures and policies will be followed. Additional requirements may be requested by the Title III Director in order to satisfy federal regulations.
Personnel Practices and Policies
University Employment Procedures
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Procedures to be followed in hiring persons wholly or partially by the grant will be identical to those generally practiced at the University: 1. The same approvals are required as would be required in the hiring of persons supported by University funds. 2. The Title III Director needs to be consulted to insure that the hiring of persons supported by grant funds is within the budget constraints of the activity. 3. All University personnel forms must be completed (check with the University Personnel Department for needed forms and compliance with University policy) in order to be in compliance with University personnel policies and practices. 4. A Job Description should be completed and submitted to the Title III Office.
Time and Effort Documentation Time and Effort Forms provides documentation prior to salary payment and is due the first working day of the month and covers the preceding month. Each report should accurately display daily time allocation, personal leave days, absences, holidays and vacation. Staff with multiple assignments; require a clear accounting of all (100%) employment time. To fully document all time spent on grant activities, those persons fully or partially supported by the Title III grant, are required to complete Time and Effort Forms signed by the supervisor prior to salary payment. This information is used to show that supplementing not supplanting is occurring. Work logs may also be requested. When a person’s salary is divided among federal grant, teaching, administration, or other responsibilities there must be a clear accounting of all (100%) work time. The Activity Director is responsible for the accuracy of the Time and Effort Form. The university’s leave record can be substituted in place of the Time and Effort Form for salaries paid 100% with Title III funds. Extra-help time sheets require Title III signatures for processing. All UAPB personnel policies apply to the Title III staff as well as those germane to the Title III Program.
Travel Procedures Only travel that is approved in the original budget narrative can be approved. Any requests for changes in the approved budgets must be submitted by the Title III Director to the U. S. Department of Education for authorization to make the change(s).
Necessary and reasonable expenses for lodging, meals, transportation and related costs will the allowable and paid in accordance with existing University practices. However, under no circumstances will expenses in excess of the amount in the approved budget be paid. There are State limits in the allowable amounts for certain states and cities. Please check with the Controller’s Office for the allowable limits. Registration fees are allowable if these have been included in your original budget narrative. Some unallowable expenses are: bar bills, long distance calls for personal business, laundry and dry cleaning, entertainment cost, and flight insurance, (except under extenuating circumstances and with the prior approval of the Title III Director). Air travel will be by coach class or the lowest fare available. When a personal car is used, reimbursement for actual mileage will be at the approved rate. Please check with the Controller’s Office for the current rate. Mileage reimbursement should not exceed comparable coach airfare to the destination. Receipts are required in accordance with University practice. All requests for travel for professional development should be submitted to the Office of Title III at least one month prior to commencement of travel and must be approved before any travel commences. If the request is not received in accordance to stated time specifications, a travel advance and discounts relating to early registration may not be possible; the requestor should be prepared to pay for the trip and obtain reimbursement for the expenses upon return to campus. It is the responsibility of the requesting individual to ensure that all forms are submitted in a timely manner to the Office of Title III.
Travel Procedures
The Title III grant regulations require specific documentation of all travel funded by the grant. A requisition, travel authorization, and supporting materials (i.e. registration form, conference leaflet) must be submitted before travel commences. After travel is completed a Travel Reimbursement Form (TR1) and Trip Report Form must be submitted to the Title III Office before reimbursement can be made to the traveler (the Trip Report Form must be attached to the TR-1). You must specifically state your plan of action as a result of your travel experience. You may include your recommendations but we are more interested in knowing how your travel experience will enhance job performance and/or student outcomes.
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Program reporting Quarterly Reports It is important to monitor progress on objectives and target dates to enable effective oversight and problem solving. A quarterly progress report is required on each Activity. These are to be submitted on the Title III Quarterly Progress Report Form by the 10th of each month following the end of the quarter. The quarterly reports are designed to address the Implementation Strategy Forms that were submitted with the original application and consistent with data required for reporting in the Annual Performance Report (APR). The Implementation Strategy Form identified specific tasks that were required to accomplish the objectives of the activities.
Program Reporting
The quarterly report will contain the following information:
Objectives The objectives are the major points of accountability for the Title III activities for the grant period. All objectives that were submitted in the application for the current reporting year should be listed.
Progress What was planned for the quarter? Comment on the progress of each task that was listed on the Implementation Strategy Forms. Be quantitative where possible, and comment on the status of targeted timelines. Describe any activities that went beyond the accomplishment of tasks. Identify any integration with other programs, activities or services.
Challenges
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What was scheduled for the quarter according to the proposal and Implementation Strategy Form, but was not accomplished? Please state why it was not accomplished. Discuss, substantiate, and recommend any needed changes in the projected Implementation Strategy Form and plan of operation.
Expenditures Indicate the purchase and the amounts spent for the quarter, and if there are no expenditures, please state the reason. Are expenditures on target in utilizing grant funds? If not explain discrepancies. If the grant year is half over, you should have depleted at least half if not more of your funds. Equipment purchases and supplies should be purchased at the beginning of the grant year so that these may be utilized in bringing the grant to fruition.
APR Responses Based upon your specific funded activity, additional responses based upon requirements of the APR should be included in your report.
Annual Performance report
a. Describe the positive impacts, direct as well as indirect, the grant activities are having on other areas of the university. The intent is to describe the “ripple effect” of your activity within the institution. b. Describe any cooperatives with other units and staff of the university (non-Title III as well as Title III activities. Indicate their impact on the institution. Include the expertise of non-grant personnel devoted to the project. c. Additional information specific to the requirement of the APR for your activity will also be required.
Mid-Year Report The mid-year report is required for grants activities that are in the first year of operation. The mid-year report is usually due in the Spring following the initial funding year.
Annual Performance Report
In addition to the quarterly reports, an Annual Performance Report (APR) should also be completed by each activity director. This report is a final narrative of the year’s activity and is due by October 31 after the grant year ends on September 30. • The Annual Performance Report is submitted in the following format: • • Introduction - give an overview of the activity summarizing its basic intent. • • Objectives - list the objective(s) that you were to accomplish during the fiscal year. • • Accomplishments - in this section, give a view of the overall impact to the institution. Put your grant into the larger context of the university as a whole as you evaluate its effectiveness. This might include:
18
Organizational Chart THE UNIVERSITY OF ARKANSAS AT PINE BLUFF TITLE III PROGRAM ADMINISTRATION
Organizational Chart 20
Definitions The following terms are relevant to the Title III Program. Allocable Cost A cost that is set apart specifically for or to a particular cost objective (i.e., specific function, project, sponsored agreement, department) if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship. Allowable Approved activities
Definitions
APR Annual performance report Audit The examination of records or financial accountants to ascertain their correctness. An independent evaluation required by the Office of Management and Budget of the United States Government. Award Financial assistance that provides support or stimulation to accomplish a public purpose. Awards include, but are not limited to, grants and other agreements in the form of money or property, in lieu of money, by the Federal Government to an eligible recipient. Budget Recipient’s financial plan or schedule for carrying out the activity by adjusting expenses during a certain period to the estimated or fixed income for that period. CFR Code of Federal Regulation CDP Comprehensive Development Plan
21
Closeout The process by which the Secretary determines that all applicable administrative actions and all required work of the award have/has been completed by the recipient and the U.S. Department of Education. Disallowed Costs Those charges to an award that the Secretary determines to be unallowable, in accordance with the applicable Federal Cost Principles or other terms and conditions contained in the award. DOE Department of Education EDGAR Education Department General Administrative Regulations Equipment Tangible non-expendable personal property including exempt property charged directly to the award having a
useful life of more than one year and an acquisition cost of $5,000 or more per unit. Federal Awarding Agency The entity that provides an award to a recipient.
Fiscal Year Period commencing October1 and ending September 30 of the following year. Funding Period Period of time when costs may be charged against the grant. HBCU Historically Black Colleges and Universities IDUES Institutional Development Education Service
and
Undergraduate
OMB Office of Management and Budget
Reasonable Costs A cost may be considered reasonable if the nature of the goods or services acquired or applied and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing at the time the decision to incur the cost was made. Major considerations involved in the determination of the reasonableness of a cost are: (a) whether or not the cost is of a type generally recognized as necessary for the operation of the institution or the performance of the sponsored agreement; (b) the restraints or requirements imposed by such factors as arm’s length bargaining, Federal and State laws and regulations, and sponsored agreement terms and conditions; (c)whether or not the individuals concerned acted with due prudence in the circumstances considering their responsibilities to the institution, its employees, its students, the Federal Government, and the incurrence of the cost are consistent with established institutional policies and practices applicable to the work of the institution generally, including sponsored agreements. SAFRA Student Aid and Fiscal Responsibility Act Supplies Those non-equipment items of tangible personal property which are consumed in use or which may not reasonably be expected to last longer than one (1) year. Unallowable Costs Any costs which cannot be included in prices, costs reimbursements, or settlements under a government sponsored agreement to which it is allocable.
Definitions
Recipient The agency, institution or organization receiving Federal financial assistance including sub-grantees, but does not include contractors who receive funds from the recipient pursuant to a grant or award by the Commissioner (U.S. Commissioner of Education).
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09
F orms
Fluoride
• • • • • • • • • • •
Quarterly Report Mid-Year Report Annual Performance Report Time and Effort Travel Request Travel Report Form Equipment and Software Request Form Title III Equipment Follow-Up Report Form Travel Authorization TR-1 Purchase Requisition
The University of Arkansas at Pine Bluff
TITLE III PROGRESS/QUARTERLY REPORT Activity Director: Activity Title: Period Covered:
Quarter: 1 ( ) 2 ( ) 3 ( ) 4 ( ) Year-End ( )
Date: Focus Area: Academic Quality ( Fiscal Stability (
)
)
Student Support Services ( ) Administrative Management ( )
1.
Summarize the purpose/intent of this activity as it relates to the University’s strategic plan:
2.
Discuss the target population that your activity addresses and delineate the critical activities that you implemented during this reporting period to ameliorate the problem identified in the plan of operation:
3.
Discuss the major outcomes of these activities implemented during this reporting period and what you need to do to strengthen your implementation plan to accomplish desirable results:
4.
Describe the primary implementation strategies employed during the reporting period and the success of these strategies in accomplishment of objectives and performance indicators:
1
Forms
Quarterly Report Form
Discuss each objective in detail and include data to verify progress reported (attach all reports pertinent to the activity’s implementation):
5.
A Measurable Objective Measurable Performance Indicator 1.0
1.0
1.1
1.1
1.2
1.2
1.3
1.3
2.0
2.0
2.1
2.1
2.2
2.2
3.0
3.0
3.1
3.1
3.2
3.2
B Tangible Outcomes (Quantitative And Qualitative)
C Impact of the Objective on the Target Group And University (Quantitative And Qualitative)
Assessment Strategies And Results
Use of Assessment Results to Document Impact
24
Please add/delete rows as needed. ***In Column C, include previous quarterly data first, then add new quarterly data, and indicate increase in number and percentage, if applicable:
2
6. List equipment, materials, or supplies purchased with Title III during this quarter: Equipment Cost
Supplies Cost
Per Invoice: Including computers and other electronic items
Per Invoice
Objective
1.0 2.0 3.0 4.0 5.0 Total:
Total:
Please add/delete rows as needed.
7. List Title III Related Travel: Date and Destination
Purpose of Travel
Traveler
Incorporation of Outcomes to Strengthen Activity or Delivery of Services
Cost Per Traveler/Total Cost (Per Advance purchases and TR1 Form)
1. 2. 3. 4. 5. 6. Please add /delete rows as needed.
3
Forms
Quarterly Report Form
8. Summarize all campus consultants/workshops sponsored by Title III during the current quarter: Purpose/Name/Date
Participants (Number/Category)
Outcomes/ Incorporation of Outcomes to Strengthen Activity or Delivery of Services
Evaluation Results
Use of Results
1. 2.
25
3. Please add /delete rows as needed.
8a. Attach program/consultant schedule; anticipated outcomes of event; findings/consultant report; Evaluation Summary; and other relevant documents:
9.
List Title III supported personnel: Name
Title
Percent Title III Support Primary Activities for Reporting Period
1. 2. 3. Please add/delete rows as needed.
10. Discuss challenges you are experiencing in meeting the activity objectives (i.e. resources, change in organizational structure, key personnel, departmental priorities, etc.)
4
11. Discuss any recommendations that you have to make that would facilitate the accomplishment of this activity’s objectives, and performance indicators; including technical assistance that you may need:
12. Use this form to document the activity budget expenditures for the reporting period. These expenditures MUST fall within one the categories listed below and MUST be Legislative ALLOWABLE Expenditure. HBCU& SAFRA: LEGISLATIVE ALLOWABLE EXPENDITURE CATEGORIES (LAA), GRANT ACTIVITIES AND FOCUS AREAS Focus Area: Academic Quality; Student Services and Outcomes; Fiscal Stability and Institutional Management Title III Part B Legislative Allowable Activities Dollars Spent During Reporting Period
% Of Programmatic Budget Spent in Each Category
Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes. Construction, maintenance, renovation, and improvement in classrooms, libraries, laboratories, and other instructional facilities, including purchase or rental of telecommunications and technology equipment or services. Support of faculty exchanges, faculty development, and faculty fellowships to assist in attaining advanced degrees in the field of instruction of the faculty. Academic instruction in disciplines in which Black Americans are underrepresented. Purchase of library books, periodicals, and other educational materials, including telecommunications program material. Tutoring, counseling, and student service programs designed to improve academic success.
5
Forms
Quarterly Report Form
Title III Part B Legislative Allowable Activities Dollars Spent During Reporting Period
% Of Programmatic Budget Spent in Each Category
Funds management, administrative management, and acquisition of equipment for use in strengthening funds management. Joint use of facilities, such as laboratories and libraries. Establishing or improving a development office to strengthen or improve contributions from alumni and the private sector. Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary or secondary school in the State that shall include, as part of such program, preparation for teacher certification. Establishing community outreach programs that will encourage elementary and secondary students to develop the academic skills and the interest to pursue postsecondary education. Establishing or improving an endowment fund. Acquisition of real property in connection with the construction, renovation, or addition to or improvement of campus facilities. Education or financial information designed to improve financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs under Title IV. Services necessary for the implementation of projects or activities that are described in the grant application and that are approved, in advance, by the Secretary, except that not more than two percent of the grant amount may be used for this purpose. Establishing or improving an endowment fund. Acquisition of real property in connection with the construction, renovation, or addition to or improvement of campus facilities.
6
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Title III Part B Legislative Allowable Activities Dollars Spent During Reporting Period
% Of Programmatic Budget Spent in Each Category
Education or financial information designed to improve the financial literacy and economic literacy of students or the students’ families, especially with regard to student indebtedness and student assistance programs Title IV of the HEA. Services necessary for the implementation of projects or activities that are described in the grant application and that are approved, in advance, by the Secretary, except that not more than two percent of the grant amount may be used for this purpose. OTHER ACTIVITIES--PLEASE DESCRIBE IN SIMILAR DETAIL (Must be consistent with Comprehensive Development Plan and institutional strategic plan.)
7
Forms
Quarterly Report Form Mid-Year Report
28
Mid-Year Report
Forms 29
Annual Performance Report
UNIVERSITY OF ARKANSAS AT PINE BLUFF
TITLE III STRENGTHENING HISTORICALLY BLACK COLLEGES AND UNIVERSITIES
Time And Effort Report
Employee’s Name _______________________________ From _________ To _________ Position _________________________________
ID No. _____________________
ACTIVITY TITLE______________________________________ Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Codes: S=Sick Leave V=Vacation
O=Other/Explain Percent Time Institutional ________ Percent Time Title III________
______________________________________________ Employee’s Signature Date ______________________________________________________________________
Supervisor’s Signature
Date
I, the Supervisor certify that I have carefully reviewed this report and evaluated my employee’s time during this month. In my best judgments, this report as noted does properly reflect the distribution of his/her time for the prior and current months of Activity. I, the employee also certify that I have reviewed the above percentage of my time and effort which was devoted to the Institution and /or Title III Activity. Any false misrepresentations of this effort may subject person(s) to Federal Penalties. When no leave time is designated, the report form will represent an uninterrupted work month. All bi-weekly reports should reflect number of hours worked daily during the reporting period. . This report should be completed and submitted to the Title III Office by the 10th of each month for monthly employees and at the end of each pay period for bi-weekly employees. Title III 1011
Travel Request Form
Forms
Time and Effort
Title III The University of Arkansas at Pine Bluff FACULTY/STAFF REQUEST FOR DOMESTIC TRAVEL October 1, 2011- September 30, 2012 Name _________________________________________Date ___________________________ Department ___________________________________________________________________ Telephone _____________________________________FAX ___________________________ Campus Address: Mail Slot _______Building _________________________Room _______ Please answer the following questions: If you are FACULTY: Are you full-time faculty? _____ If yes, are you tenured? _____ If no, are you in a tenured-track position? _____ If you are STAFF: Are you permanent and full-time? _____ What is your position/job title? _________________________________ Do you work directly with students? _____ Will this travel result in certification and/or licensure? ______ If yesWhat is the title of the certification and/or licensure? ___________________________________________________________ Have you or other UAPB employees attended this event in the past? _____ If yesHow were the expenses covered? State Funds______ Federal/other funds ______ Are there state funds in your department budget? _______ Is this travel related to a federally funded activity? ______ Name of the event _____________________________________________________________ Date _____________________________________Location ___________________________ The individuals whose signatures appear below have read this proposal and agree to the terms and conditions of this request. Signatures: Requester ___________________________________ Chairperson/Immediate Supervisor _________________________________ Dean/Director _________________________________ Vice Chancellor ________________________________ Title III
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Travel Request Page 2 THE CHAIRPERSON/IMMEDIATE SUPERVISOR IS REQUIRED TO COMPLETE THIS SECTION: Please justify why you feel this professional development event is important to your department and/or the students.
What departmental benefits do you expect to secure as a result of this person’s receiving this training or professional development? Please be specific.
By signing below, I agree to the terms of the application, and attest that the requester will become more proficient in his/her assigned tasks thereby heightening the efficiency and effectiveness of the department. I also agree to submit a Title III Follow-up report verifying how the obtained information has made my department more productive, effective and efficient.
___________________________________________ Signature (Immediate Supervisor/Chairperson) Title III Travel Request
Forms
Travel Request Form
Page 3 ON SEPARATE SHEETS OF PAPER, PLEASE RESPOND TO THE FOLLOWING: I.
Briefly relate the nature of the event. Attach a copy of event announcement.
2.
Why are you requesting Title III funds for this event? Please provide detailed information why you would like to attend this event.
3.
How will you use the information you acquire from this event to benefit UAPB? As you discuss the needs and benefits include, CLEARLY stated goals, objectives and implementation strategy for carrying out a plan of action when you return to campus. Your action plan should include specific details for sharing this information with colleagues and students.
4.
Please provide detailed information on cost involved to complete this travel (i.e., airfare/mileage, registration fee, lodging, meals (per diem), ground transportation, and etc.). NOTE: Title III funds cannot be used to pay individual membership fees, purchase conference t-shirts, shipping for conference materials, and etc.
5.
Attach signed travel authorization form and attach requisitions for costs as appropriate.
6.
If this travel will result in certification and/or licensure or partial requirements of a certification and/or licensure. Please state how the certification and/or licensure will benefit UAPB.
Please note that if you are given Title III funds for travel, you will be required to submit reports discussing the benefits of the event you attended and later the progress you have made in transferring the benefits of the event to UAPB. Failure to complete these reports may cause you to forfeit the opportunity to travel again using Title III funds. Additionally, all travel that results in certification/licensure will carry a one-year obligatory period to the university, beginning with the completion of the requirements for certification. If you have questions, please phone Sharon Hildreth at 8045. Please submit an original request to: Title III Program Administration Mail Slot 4924 R. C. Childress Hall Room 202
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The University of Arkansas at Pine Bluff TITLE III PROGRAM ADMINISTRATION Title III Travel Report Form October 1, 2011-September 30, 2012 Please answer the following questions regarding the Title III sponsored travel: Name
Department
Mail Slot
Telephone Number
FAX Number
Conference/Seminar/Workshop/Course/Class Information: Name/Title: Date(s): City/State: As a result of this travel, I received… (Check all that apply.) Training in educational technology; Training in new or alternative teaching techniques; Training in developing new curriculum; Training for developing teaching techniques; Fellowship or other assistance to attain advanced degree; Training in developmental activities (seminars, workshops, etc.); Professional development training designed to improve academic quality; Professional development training designed to improve job performance; Training in how to use new administrative management systems; Certification or license in _____________________________;
Forms
Other, please explain ____________________________________________________________ ____________________________________________________________
Travel Report Form
Objective(s):
Please provide a brief summary describing how the meeting assisted in accomplishing the objective(s):
33 Observations:
Recommendations or plan of action as a result of attending conference, workshop, seminar, course, and/or class:
Other:
On a separate sheet of paper, and in whatever format that will work for you, please provide specific narratives on how the Title III sponsored travel has or will assist you in performing your professional duties. Give examples and provide quantitative data, such as how many students and or professional colleagues will benefit from training. Please share with us how this has helped you in preparing lectures, classroom assignments and/or performing administrative duties. How have our students benefited? Also, please include specific information you have been able to share with your colleagues at UAPB through forums, presentations, seminars, or workshops. Be sure to give the number of colleagues that have benefited from the training you received.
Signature: ___________________________________Date _______________________
Title III The University of Arkansas at Pine Bluff
Equipment and Software Request Form October 1, 2011- September 30, 2012 Name ________________________________________________Date ____________________ Department ____________________________________________________________________ Telephone _____________________________________________ FAX ___________________ Campus Mail Slot:______________________ Email address ___________________________ Campus Building ____________________________________ Room number ______________ (NOTE: All computers are to remain on-campus. If computer will be housed in a place other than your Campus office, i.e. laboratory, studio, and etc., please indicate here where computer will be housed.)
Please answer the following questions: If you are FACULTY: Are you full-time faculty? ______ If yes, are you tenured? ________ If no, are you in a tenure-track position? If you are STAFF: Are you permanent and full-time? _____ What is your position/job title? _____ Do you work directly with students? _____ Do you have immediate access on campus to the equipment you are requesting? If yes – Is the equipment shared with others? _____ How old is the equipment? _____ What kind of computer is it?
□ PC
□
Mac
Is this request for: Computer____ Peripherals____ Software ____ Other Academic Equipment ___ Other Administrative equipment ____ The individuals whose signatures appear below have read this proposal and agree to the terms and conditions of this request. Requester _________________________________ Chairperson/Intermediate Supervisor ______________________________ Dean/Director ______________________________ Vice Chancellor ____________________________
Forms
Equipment and Software Request Form
Title III Equipment/Software Request Page -32
Rationale for Title III support – please state why you are requesting Title III funding. On separate sheets of paper, please respond to the following: How equipment will be used 1.
2.
How will you use the new equipment/software to enhance administrative responsibilities, classroom instruction and/or other responsibilities? As you discuss the needs and benefits include clearly stated goals, objectives, and implementation strategy for carrying out your plan of action. Provide detailed specifications and approximate costs for all items requested. Computers and printers are on state contract, please check with Technical Services for specifications and attach to this request.
3. Please provide detailed information on software, i.e. name, cost, and vendor(s). Be sure to include justification for the software that you are requesting. 4. Please provide purchase requisition for all acquisitions. Please note that the Chancellor makes final approval of equipment purchases. If equipment is purchased for your use, you will be required to submit reports discussing the progress that you have made in enhancing classroom instruction and/or other responsibilities. Failure to complete these reports may cause you to forfeit the equipment. The equipment, software, and peripherals you are requesting are provided by the Title III Program. There are no provisions for future assistance, upgrades, maintenance, or repairs. If you have questions, please phone 575-8045. Please submit an original request to: Title III Program Administration Mail Slot 4924 R. C. Childress Hall Room 202
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Follow-up Report for Title III Purchased Equipment October 1, 2011 – September 30, 2012
Name ________________________________________ Date ___________________________ Department ____________________________________ Mail Slot _______________________ Location: Building _______________________________ Room Number __________________ On a separate sheet of paper and in whatever format that will work for you, please provide specific narrative (qualitative and quantitative) on how the equipment purchased by Title III has assisted you in performing your professional duties.
Note: Remember to be specific! Please add any additional information that you think will substantiate the positive contribution the equipment purchased by Title III has made improving your professional performance. Please provide the information for equipment purchased by Title III:
Forms
Item
Model
Serial Number
Purchase Order No
UAPB Decal No.
Title III Decal No.
Title III Equipment Follow-Up Report Form Travel Authorization
UNIVERSITY OF ARKANSAS AT PINE BLUFF TRAVEL AUTHORIZATION General Instructions: 1. ALL EXPENDITURES ASSOCIATED WITH THIS TRIP MUST HAVE PRIOR APPROVAL IN THEIR ENTIRETY BEFORE A PURCHASE ORDER IS ISSUED ON ANY ONE PART (THE TICKET, REGISTRATION, MEALS, LODGING, EXPENSE TO DRIVE, ETC.) “WITHOUT EXCEPTION.” IF FUNDS ARE INSUFFICIENT FOR ANY ONE PART, NO PART SHOULD BE AUTHORIZED. THIS FORM MUST BE ATTACHED TO THE PURCHASE REQUISITION. 2. AUTHORIZATION FOR PERMISSION TO TRAVEL SHOULD BE SUBMITTED AT LEAST TWO (2) WEEKS IN ADVANCE OF THE TRIP WHERE POSSIBLE. THIS FORM MUST HAVE THE SIGNATURE OF THE REQUESTER AND THE REQUESTER’S SUPERVISOR OR BUDGET OFFICE (TWO SEPARATE SIGNATURES).
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3. A RECEIPT IS REQUIRED FOR ALL EXPENDITURES. THESE RECEIPTS MUST BE SUBMITTED WITH THE TR-1 FORM (TRAVEL REIMBURSEMENT) IMMEDIATELY UPON RETURNING FROM TRAVEL. THE TR-1 FORM IS LOCATED ON THE UAPB WEBSITE. HTTP://WWW.UAPB.EDU/UPLOADS/TR1.PDF COMPLETE ALL SPACES BELOW: I request approval be given ______________________________________________________to travel to _________________________________________departing ___________________________________and returning ________________________________________ Travel:
Automobile ( ) Personal ( ) State
Common Carrier ( ) Plane ( ) Bus
Purpose of trip: ______________________________________________________________________________________________ __________________________________________________________________________________________________________ __________________________________________________________________________________________________________ EXPENSES
0.42
0.00 Meals ___________________ Lodging ___________________ Registration Estimated mileage ________/______/____________ (If driving) (# miles) (rate) (total) Fee ___________________ Plane Ticket _____________________ Other __________________________
0.00
Total Estimated costs $ ________________________.
Requester: _________________________
Dept. Name __________________________
Approved: _________________________ Budget Officer
Acct. No. ___________________________
Approved: _________________________ Appropriate Vice Chancellor
Funds available? _________ Yes
_________ No
Checked by: ________________________ (required signature) The completed travel authorization only grants PERMISSION if funds are available. All requests associated with this trip must be processed as soon as possible. (Revised 4/2009)
Purchase Requisition
Forms
TR-1 Form
36
DATE
6M-11-77-77-4174-II-2R-M.P.
Approved
HOTEL ROOM MEALS
PER DIEM
TELEPHONE
TOTAL FOR DAY
Title
Signature of Traveler
(1) Postage (2) Parking Fees (3) Registration Fee (4) Emergency Car Repairs (5) Guide Service for the Blind (6) Minor Purchases (7) Meals for State Guests and Wards of the State (8) Other (Explain)
Travel Supervisor
*INCIDENTALS:
COMMON CARRIER
DETAILED EXPENDITURES (OTHER THAN MILEAGE)
NAME OF TOWN VISITED
SUB-TOTALS
mm/dd/yy
INCIDENTALS TO
TOTAL CLAIMED
MILEAGE CLAIMED
SUB-TOTAL
MILEAGE RATE PER DRIVEN MILE
AMOUNT CLAIMED
TRAVEL BY PRIVATELY OWNED VEHICLE
TOTALS FOR MILEAGE
FROM
PRIVATE VEHICLE LICENSE NO. :
TAXI
OFFICIAL STATION:
PLACE OF RESIDENCE & ADDRESS :
NAME OF PAYEE :
(SUBMIT IN TRIPLICATE)
UAPB TRAVEL EXPENSE REIMBURSEMENT FORM TR-1
DEPARTMENT :
Original-Office First Copy-Auditor Second Copy-Acctg/Pre Audit
RC Childress Building second floor Rm 202 - Mail Slot 4924