ALABAMA A & M UNIVERSIT Y
TITLE III STRENGTHENING GRANTS PROGRAM
___________________________________________
Title III Staff
D r. A n d r e a
Cunningham,
D i r e c to r o f T i t l e I I I
TECHNICAL
ASSISTANCE
WORKSHOP
APRIL 28, 2016
Omar Murraine
B u d g et A n a l ys t
To r i n M a l o n e
Grants Specialist
U r s ul a B r o o k s
Te c h n i c a l A s s i s t a n t
COMPLIANCE REQUIREMENTS
Reports
 Time & Effort Reports
 Mid & End Year Reports
 IPR and APR
 Phase I & Phase II
Why are they important?
PHASE I REPORT
In order for the Department of Education to determine
the level of funding for an institution, the following
information is required . (Program Regulations 34 CFR §608.31)
 Total number of graduates (undergrad)
 Number of Graduate Students in underrepresented
degree programs of study
 Number of Pell Grant recipients
PHASE II REPORT
1. Focus Area: Academic Quality, Student Services &
Outcomes, Fiscal Stability, and Institutional
Management
2. Legislative Allowable Activities (LAA) Category
3. Purpose of Activity
4. Link to University’s Strategic Priorities
5. Summary of Overall Goals
6. Activity Objectives & Performance Indicators
7. Implementation Strategy
8. Activity Budget Summary
9. Activity Budget Narrative
APR & IPR
Annual Performance Report (APR)
Interim Performance Report (IPR)
Grant Cycles
 HBCU (2012-2017)
 HBGI (2014-2019)
 SAFRA (2015-2020)
APR & IPR
Annual Performance Report (APR)
Interim Performance Report (IPR)
Required Information:
 Project Objectives (measurable objectives)
 Performance Indicators (for each Objective)
 Quantitative Data (for each Objective)
 Explanation of Progress (for each Objective)
 Budget Information (Total Expenditures to date)
WHY WRITE MEASURABLE OBJECTIVES?
The Annual Performance Report (APR) requires
Measurable Objectives :
 The Title III expected outcomes requires that each
institution establish base line data, and track
(monitor) progress.
 The APR also establishes a timeline for determining
outcomes (each budget period)
WHY WRITE MEASURABLE OBJECTIVES?
Objectives :
. . . must relate to an area of strategic priority within
the university.
. . . are “Outcomes” (not to be confused with the
activities themselves)
The difference between method and objective is the
difference between means and ends.
Objectives express the expected outcomes of areas
of priority identified in the strategic plan
WHAT ARE THE ELEMENTS OF A
MEASUREABLE OBJECTIVE(S)?
 To provide, to establish, to create are words
which relate to methods
 To increase, to decrease, to expand, to reduce,
to strengthen are words used when talking
about measurable objectives.
 Objectives that are measurable become the
criteria by which you judge the effectiveness
(evaluation) of your Title III Project
WHAT ARE THE ELEMENTS OF A
MEASUREABLE OBJECTIVE(S)?
Attributes of SMART objectives
1. Specific: identifies the “who”, “what”, and
“where”.
2. Measurable: focuses on “how much” change is
expected.
3. Achievable: realistic given program resources
and planned implementation.
4. Relevant: relates directly to university
strategic plan.
5. Time-Oriented: focuses on “when” the
objective will be achieved.
WHAT ARE THE ELEMENTS OF A
MEASUREABLE OBJECTIVE(S)?
Attributes of SMART objectives
1. Specific: identifies the “who”, “what”, and
“where”.
2. Measurable: focuses on “how much” change is
expected.
3. Achievable: realistic given program resources
and planned implementation.
4. Relevant: relates directly to university
strategic plan.
5. Time-Oriented: focuses on “when” the
objective will be achieved.
WHAT ARE THE ELEMENTS OF A
MEASUREABLE OBJECTIVE(S)?
When writing objectives the following elements
must be considered :
Who
What
How
When
WHAT ARE THE ELEMENTS OF A
MEASUREABLE OBJECTIVE(S)?
When writing objectives you must also consider:
 Does the Objective(s) relate to need assessment
findings (tie back to a strategic priority)?
 Can the objectives really be measured?
 Is the capacity to perform the measurement in
place?
 Has an instrument or data source been
identified to validate outcomes?
MONITORING EACH OBJECTIVE
The following are the tools needed to monitor the
progress and indeed the success of meeting
each objective:
 Time & Effort Reports
 Mid and End Year Reports
MID & END YEAR REPORTS
Deadlines:
October 7
April 7
Required Information:
 Project Objectives
 Progress Made To Date (for each Objective)
 Remaining Action Needed to Achieve Objectives
 Barriers to Accomplishing Objectives
 Balance in Budget
TIME & EFFORT REPORTS
What is Time & Effort Reporting?
 Any employee funded by federal grants must
document the time they spend working on the grant’s
objectives.
 All employees charged to federal grants must
maintain time and effort reporting.
 Documentation must reflect “actual” time spent by
employees on awards being charged.
TIME & EFFORT REPORTS
Federal Requirement
Department of Education
General Administrative Regulation
now requires daily activity
to be reported monthly.
TIME & EFFORT REPORTS
DEADLINES, CONSEQUENCES AND REPERCUSSIONS
Time & Efforts are due by the 5 th of each month
TIME & EFFORT REPORTS
Reoccurring Issues
 Not using past tense
 Unsatisfactory description of task performed or work
completed
 Improper citing of hours
 Missing signatures of Activity Directors
 Using old forms
COMPLIANCE REPORTS RECAP
DEADLINES
Time & Effort Reports (Monthly by the 5 th)
Mid & End Year Reports (April 7 and October 7)
IPR (6 months in) and APR (annually November)
Phase I & Phase II (Annually)
COMPLIANCE REQUIREMENTS (REPORTS)
THANK YOU
ALABAMA A & M UNIVERSIT Y
TITLE III STRENGTHENING GRANTS PROGRAM
___________________________________________
Title III Staff
D r. A n d r e a
Cunningham,
D i r e c to r o f T i t l e I I I
TECHNICAL
ASSISTANCE
WORKSHOP
APRIL 28, 2016
Omar Murraine
B u d g et A n a l ys t
To r i n M a l o n e
Grants Specialist
U r s ul a B r o o k s
Te c h n i c a l A s s i s t a n t