“Teamwork divides the task and doubles the
success”
Technical Assistance
Workshop
October 4, 2006
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Technical Assistance Workshop
Welcome from the President
Dr. Castell Bryant
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The Title III Staff
Mrs. Linda Francis
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Technical Assistance
Workshop
October 4, 2006
Jeanine Dawson, Payroll
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Technical Assistance
Workshop
October 4, 2006
Lorraine Harris, Property
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Technical Assistance
Workshop
October 4, 2006
Linda Francis, Travel /Administration
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Technical Assistance
Workshop
October 4, 2006
Delores Glover,Development and Training
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Technical Assistance
Workshop
October 4, 2006
Carlotta Mitchell, Monitoring
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Technical Assistance
Workshop
October 4, 2006
Michael Rice, Monitoring
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Technical Assistance
Workshop
October 4, 2006
Latosha Adams, Budgets
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Technical Assistance
Workshop
October 4, 2006
Princess Brigham, Budgets
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Introduction of the new director
Mrs. Linda Francis
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Perry Herrington, Executive Director
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PROGRAM COORDINATION and
AUDIT READINESS
(Operating in a Climate of Change)
Perry L. Herrington,
Executive Director
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TITLE III: PRESENT AND FUTURE PLANS
Per Mr. Larry Oxendine, Director, Institutional Development and
Undergraduate Education Service (IDUES)/TRIO Programs
• Substantial progress does not equal large carryover balances
in accounts.
• Carryover balances do not document substantial progress.
• Ten or more activities document non-substantial progress –
must decrease the number of activities; activities must be
prioritized based on institutional priorities – all Title III activities
must demonstrate at least one of the following:
– Access to quality (curriculum)
– Graduation rate (over a six year period)
– Retention
• Must put emphasis on programmatic activities and reduce
personnel costs.
– Title III funding is based on programmatic issues Title III is
not a funding source for personnel
 Grantees must accomplish measurable objectives.
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Mr. Oxendine’s charge to IDUES’
Program Officers
• DOE Program Officers are required to certify that
institutions have made “substantial progress” each
year. This certification is required in the allocation
process for the next funding period.
• IDUES site visits will be focused on compliance,
documentation of substantial progress, and finances
(how was the grant used to strengthen the institution
– quantitative documentation required)
• Do not certify institutions for the next funding period
if institutional activities do not meet the “progress”
standards. Result – loss of future funding.
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LUNCH IS SERVED
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WHERE ARE WE HEADED?
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Program Accountability and Compliance
Programmatic
Fiscal
Program Evaluation (External and Internal)
Issues in the Department of Education
Reauthorization of The Higher Education Act of
1965
Show the impact of the dollars
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Documentation
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Getting out the word on Title III programs
Becoming a “Change Agent”
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DEADLINES DATES
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Title III Funding for 2006-2007 (Fifth and Final year of present
Award) (09/25/06)
Phase II Submission
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Undergraduate Program-$6,586,410
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Graduate Program-$4,261,012
Reduction of Activities and Personnel
Title III Phase I Submission for 2007-08 (12/15/06)
A more defined listing of graduates entering Graduate school
will be required.
The Department of Education will be monitoring “Cost per
Graduate” as a barometer of institutional success.
Title III Annual Report (12/31/06)
Title III 2007-2012 New Application Submission (02/20/07)
Reduction of Activities and Personnel (35%/65% split)
Reduction of Activities to 9-10 activities for the Undergraduate
Program
Reduction of Activities to 7-8 activities for the Graduate
Program
Planned Retreat for Activity Directors and Staff members to
work on Objectives and Baseline data
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Personnel/Payroll
Ms. Jeanine Dawson,
Program Assistant
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Personnel
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(ALL) paperwork must be submitted 14 days
prior to start date
Personnel will not begin work until such
appointments have been approved by the
University and all appointments must be within
the funded period of the Grant
New OPS personnel must have sign-up packet
attached to the OPS contract
Please include working department number on all
contracts
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Personnel
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Certification for staff (USPS, A&P, Faculty
and Graduate Assistants) are due on
Thursday by 9:30AM the week prior to
payday week. All Employees must turn in
time sheets or leave forms.
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Certification for OPS staff and students are
due the Monday by 9:30AM the week
prior to payday week
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Personnel
Certifications must have same hours that were
submitted to University Payroll.
Certification must be signed by the Activity
Director or someone with signing authority.
Any certification that is received in the office
after the deadline will receive a late letter
which will reflect on the end of the year
evaluation.
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PERSONNEL HIRE FLOW CHART
Activity Director
Dean’s Office
Graduate Studies – (Graduate Assistant)
Title III Programs
Sponsored Programs
Academic Affairs
Budget (Faculty/Graduate Assistants)
Academic Affairs
Payroll
President’s Office
Payroll input in University System
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INVENTORY
Ms. Lorraine Harris
Program Assistant
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Inventory
 Accountability for Federal Equipment
 Annual Inventory
 Responsibility of Activity Directors
 Site Visits
 Title III policies and procedures / Required
documents
 Web database
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TRAVEL AND ADMINISTRATIVE
SUPPORT
Mrs. Linda Francis
Administrative Assistant
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Travel
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1. Send TAR to the Title III (Harris) on old form
2. Please include: Project /Account number and Written
Objective (in current proposal).
3. TAR will then route through Title III for director’s
signature.
4. After TAR is complete; it will then be forwarded to
Sponsored Research.
5. Please submit reimbursements to Title III for director’s
signature.
New changes in Per diem & Mileage Allowances
***International travel to present papers is NOT
ALLOWED***
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Training/Development
Delores Glover
Grants Specialist
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Training

Activity Directors
 Title III Objectives Preparation/Training
 Balancing Institutional and U.S.
Department of Education Goals and
Objectives.
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Development
 Maximizing Opportunities (Title
III).
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Monitoring
Ms. Carlotta Mitchell
Mr. Michael Rice
Monitoring Coordinators
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Purpose of the Monitoring Review
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To evaluate the progress of the program in order to
assist the unit in achieving its stated performance
objectives within the allotted time frame;
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To provide technical assistance or a source for
technical assistance, if needed;
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To evaluate the fiscal operation
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To evaluate inventory purchases and control
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To make recommendations for the improvement of
the program.
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How to have a Productive Site
Visit
 Revise objectives Turn in any proposed
revisions to your objectives by the deadline. Be
sure that all objectives are measurable. Baseline
data must submitted in an Excel spreadsheet
 Prepare documentation Prepare a notebook or
folder to keep the documents that relate to each
particular objective. At the top right hand side of
the document put the activity number and the
objective number that it relates to. Have copies
ready that I can take back to the office.
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How to have a Productive Site
Visit
Have all personnel files (faculty,
students, etc.) available for review.
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Data Collection for Monitoring
 Establish baseline data in Excel format.
 Look at your proposal.
 Determine starting point.
 Create e-data file and submit.
 Continue to collect data throughout the funding
cycle.
 Submit as required.
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Budgets / Requisitions
Ms. Latosha Adams
Senior Accountant
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Requisitions
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Step 1: Prepare orders on a FAMU
REQUISITION/CHANGE ORDER form.
Step 2: Make sure that the following items are complete on the
REQUISITION form:
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Department (Activity Name)
Account Number (Title III Project Number)
Date
Initiated by, and Phone Number
Approved by (Activity Director’s Signature Only, unless another individual
is given signing authority)
Vendor, Address, Phone Number, and FEID No.
Requisition Number
Building and Room Number
Description of the Items Ordered with the TOTAL
Contact person and Phone Number.
Objective ( in current proposal) written in comment section (VERY
IMPORTANT)
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Requisitions
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Step 3: Make sure you attach all necessary attachments to the back of
the requisition, such as quotes, memos, etc.
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Step 4: Once the requisitions are complete, ALL requisitions are
submitted to the Title III Office (Room 211 Jackson Davis).
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Step 5: The requisition is then routed through the Title III Office for
approval and signatures, then entered into the ERP System by Princess
Brigham (412-5509). The requisition will be returned if proper
documentation is not attached (i.e. written objective on requisition,
incorrect project #’s, FED ID #’s, etc.). Once the requisition has been
returned, the corrections must be made and then resubmitted to the
Title III Office (211 Jackson-Davis).
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Requisitions
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Step 6: Once the requisitions are in the ERP System, they are approved or denied. If
approved, Purchasing will issue a P.O. #, then the P.O is dispatched to the vendor. If
denied the requisition will be returned back to the department.
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Step 7: The items are then delivered to the Department. Once the items are received,
the department MUST send a copy of the invoice to the Title III Office or fax (5612563) to Latosha Adams or Princess Brigham, so the items can be RECEIVED in the
ERP System. If the items are not RECEIVED in the ERP System, the requisitions
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can’t be paid.
If you have any questions or concerns about ANY TITLE
III REQUISITION throughout the process, please call
Latosha Adams (412-5075) or Princess Brigham (4125509)
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Technical Assistance Workshop
Questions?
Closing Remarks
Mr. Perry Herrington
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