REQUEST FOR PROPOSALS (RFP)
FY2016
GUIDELINES AND PROCEDURES FOR
SUMMER ACADEMIES FOR
MATHEMATICS, SCIENCE,
AND MULTIDISCIPLINARY STUDIES
Important Dates
July 6
July 15 & August 12
September 30
December 3
January 2016
RFP placed on website and letter sent to Presidents
Pre-Proposal Videoconference @ 2:00 – 3:00
Deadline for Receipt of Emailed Proposals
State Regents Meeting & Notification of Awards
Orientation Meeting for Directors of Funded Summer Academies
Oklahoma State Regents for Higher Education
655 Research Parkway, Suite 200
Oklahoma City, Oklahoma 73104
CLOSING DATE: September 30, 2015
Summer Academy FY 2016 RFP
Page 2 of 20
OKLAHOMA STATE REGENTS
FOR HIGHER EDUCATION
General Toney Stricklin
Chairman
Lawton, Oklahoma
James D. “Jimmy” Harrel
Leedey
John Massey
Vice Chairman
Durant
Ronald H. White
Secretary
Oklahoma City
Ann Holloway
Ardmore
Jay Helm
Assistant Secretary
Tulsa
Joseph L. Parker, Jr.
Tulsa
Marlin “Ike” Glass, Jr.
Newkirk
Michael C. Turpen
Oklahoma City
Glen D. Johnson
Chancellor
The Oklahoma State Regents for Higher Education, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Executive Order 11236
as amended, Title IX of the Education Amendments of 1972, Americans with Disabilities Act of 1990 and other federal laws, do not discriminate
on the basis of race, color, national origin, sex, age, religion, handicap or status as a veteran in any of its policies, practices, or procedures. This
includes, but is not limited to, admissions, employment, financial aid and educational services.
This publication, duplicated by the State Regents’ central services, is issued by the Oklahoma State Regents for Higher Education as authorized
by 70 O.S. 2001, Section 3206. Copies have been prepared and distributed internally. Copies have been deposited with the Publications
Clearinghouse of the Oklahoma Department of Libraries.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 3 of 20
SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,
AND MULTIDISCIPLINARY STUDIES
I.
PURPOSE AND GOALS
The academies were established through 1989 legislation authored by Representatives Glen Johnson and
Lloyd Benson and Senators Stratton Taylor and Kelly Haney and signed into law by Governor Henry
Bellmon for the purpose of promoting instruction in the areas of science, mathematics and
multidisciplinary studies for Oklahoma's students. The State Regents developed the criteria for the
operation of the academies.
Absolute Priorities – Successful proposals for the Summer Academy grant opportunity will:
1. Provide stimulating learning opportunities for students through focused and motivating
learning activities in mathematics, science and multi-disciplinary studies with integration of
technology.
a. Combine both learning and fun activities including hands-on activities and
experimentation, exploration of technologies, and other planned activities. Successful
Academies will challenge participants with relevant content in mathematics, science, and
related disciplines.
b. Help students develop early awareness about the need to plan personally,
academically and financially for college. Information about college admissions, OK
Promise (Oklahoma Higher Learning Access Program), OKCollegestart.org, Pell Grants,
etc. should be shared.
c. Fully expose students to the experience of living on a college campus or attending as a
commuter student.
2. Make success in college an expected and logical outcome for all participants with particular
emphasis on those young people from subgroups most likely to be underrepresented in the
fields of mathematics, science and technology.
a. Build in young people a sense of accomplishment relative to math and science and
link the academy’s curriculum with eventual core course taking in high school,
promoting the highest standards and the belief in all students’ ability to succeed in
challenging core courses.
b. Develop and promote career and educational aspirations by providing an
opportunity for students to explore both personal and career goals, as well as to become
familiar with various areas of study available at post-secondary institutions.
3. Seek partnerships with Oklahoma business and industry, relevant community and nonprofit
organizations, potentially bringing to students relevant work experiences through the academy.
II.
PROGRAM ADMINISTRATION
Authority for the administration of the summer academies for the mathematics, science, and
multidisciplinary studies programs, as well as the identification and evaluation of institutional applications,
resides with the Oklahoma State Regents for Higher Education. The State Regents have been authorized to
receive and distribute funds for this program to be utilized by Oklahoma higher education institutions. The
Chancellor for Higher Education acts on behalf of the State Regents for the solicitation and selection of
applications.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 4 of 20
The State Regents have designated the sum of $561,000 for purposes of administering the FY2016 summer
academies. An additional $300,000 of one-time funds has been made available to this program by the State
Regents.
Two video-conferences are scheduled and will include a brief presentation followed by question and
answer session relating to proposals for Wednesday, July 15 and Wednesday, August 12, 2015, in the
Regents Conference Room (2nd floor at 655 Research Parkway) from 2:00 to 3:00 p.m. If you plan to
participate in one or both videoconferences, please contact Theresa Battles at tbattles@osrhe.edu or
405.225.9462.
Interested parties are encouraged to email questions prior to July 14 and August 11. Questions
should be emailed to summeracademies@osrhe.edu. To the extent possible, questions will be
accepted from attendees during the conference.
To the degree possible, all questions and responses will be posted on the Summer Academy listserve
in an attempt to ensure that all interested parties have the same information. Interested parties may
subscribe to the Summer Academy listserve at http://lists.onenet.net/mailman/listinfo/sa-rfp.
III.
ELIGIBLE APPLICATIONS
Applications may be submitted by any accredited Oklahoma degree-granting institution of higher education,
both public and private:
 The proposals must target students who are Oklahoma residents and may not exclude
students based on location within the state of Oklahoma.
 With these two streams of funding,
o
Three-year academy proposals will be accepted for the $561,000 reoccurring
funds.
o
One-year academy proposals will be accepted for the summer of 2016 using the
$300,000 one-time allocation.
 Academies in excess of two weeks will not be funded under this State Regents Summer
Academy Grant Program.
IV.
GENERAL GUIDELINES
A. Learning and Supervision
1. Programs are to feature curricula that are designed to introduce students to specific science,
technology, engineering, mathematics and multidisciplinary topics while assisting them in
developing communication, and problem-solving skills.
2. Multidisciplinary studies, for the purpose of this proposal, are those subject areas affecting the
application of science, technology and mathematics to the world in which we live.
3. Curricula should supplement, but not duplicate, middle or high school courses. The academies
should serve as an opportunity for student exploration, experimentation and career motivation.
4. It is understood that some students in the target population may be deficient in some skills;
however, most students learn best through fun, exploratory experiences rather than rote
drill activities. The State Regents Summer Academy Grant program is NOT intended to
fund remedial classes.
5. Faculty should be selected with appropriate academic expertise to ensure program success and
may come from colleges, universities, high schools or the private sector. Selection of faculty is
not limited to Oklahoma. State Regents strongly recommend that at least one of the key
personnel be a K-12 teacher or curriculum specialist.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 5 of 20
a. K-12 teachers/curriculum specialists would provide relevant direction on curriculum and
pedagogy for the applicable grade levels.
b. Instructional strategies should be consistent with current thinking relative to educational
best practices and lecture shall be kept to a minimum.
6. Institutions are encouraged to include plans for follow-up activities after the summer activities
have concluded. Follow-up activities may include both post-academy summer activity and
activities that involve the student's teacher, classmates, and school during the fall semester.
7. As a reminder to those who are designing the curriculum for the summer academies, these
students are not mature college-age individuals. What may be expected of a college student may
not be expected of a student in the summer academy.
a. These students should not be expected to show sophistication in some areas such as
personal safety, politics, religion, sex, etc.
b. In the same vein, the parents of these children may not be as willing to assign to the
institution the same degree of "in loco parentis" as is assumed for regular college students.
c. The Academy Director must keep the students under the appropriate level of
supervision for their age and exercise reasonable academic judgment when
addressing sensitive issues.
B. Recruitment and Selection
1. Each Academy will establish the student recruitment, application and selection processes and
criteria used for each proposed academy. Recruitment, application and selection must be
outlined in the proposal.
2. Academy participants must be Oklahoma residents. Institutions may not restrict
applications or acceptances to any specific geographic area within Oklahoma.
3. Applicants must be in the eighth through twelfth grades in the fall semester following the
summer academy. Each Academy will establish the targeted grade levels for the proposed
academy.
4. Programs may be either commuter or residential or a combination of both.
5. No early student selection processes are allowed. This requirement is in place to ensure
equitable access of all students in Oklahoma to the Summer Academies.
a. In an effort to level the field for student applicants, applications will be accepted beginning
on March 15, 2016. Applications arriving before that date will be dated March 15.
b. Student selection may begin on April 1, 2016. Academy directors who violate this
requirement will place Summer Academy funding in jeopardy.
C. Evaluation
1. Proposals must contain an evaluation design that includes both short-term and long-term goals
and objectives with measurable benchmarks of success. Programs may be externally evaluated
but Academy funds are limited so external evaluation is not a priority.
2. For Three Year Grants, years two and three of each academy will be subject to continued
funding and demonstrated performance from the previous year.
a. Demonstrated performance will include submission and Regents staff approval of all
reports requested by the State Regents.
b. Each funded academy will be evaluated by a State Regents' appointed evaluator.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 6 of 20
c. State Regent’s staff will monitor projects in progress. This monitoring may include request
of an interim report and/or a site visit to the Academy - see Staff Onsite Evaluation Rubric,
Appendix B.
D. Fiscal, Legal and Accountability
1. Higher education institutions will provide all generally accepted fiscal Standards for Internal
Control in the Federal Government to all grant project fiscal practices.
2.
All grant recipients will participate in a short training session provided by the Summer
Academy personnel upon the grant announcement.
3. Partnerships with business and industry are encouraged, as are multi-institutional proposals.
One eligible applicant as defined in Section III will be the fiscal agent for the grant.
4. Institutional support relative to direct, in-kind support or flexibility to support Academy
activities and the needs of adolescents will enhance attractiveness of proposal.
5. Leveraging with other funding sources is a valued enhancement.
6. No funds for any activities may be solicited from the students or their parents.
7. Each institution is required to stand behind the lawfulness of its Summer Academy program,
including the selection process for participants in the Summer Academy. The institution will to
the extent permitted by Oklahoma law indemnify the State Regents and/or the Chancellor for
any liability they may incur as a result of the institution’s Summer Academy.
8. Applicants should be aware of the following information relative to funding:
a. The funding for summer academies will not exceed a total of
i. $530 per full-time-equivalent (FTE) student for commuter academies and
ii. $670 per FTE student for residential academies.
b. Funding is limited to two FTE student weeks per session.
i. One FTE student week will equal one individual student attending 6 hours or more
per day for 5 or more days per week.
ii. Partial weeks may receive prorated funding.
c. An academy not filling proposed/funded student slots may be asked to justify expenditures
before final payment is approved.
d. Quality proposals will have an appropriate balance of personnel costs with respect to the
total amount requested.
9. Ownership of copyrights and patents, or other proprietary interests that may result from
program activities shall be governed by applicable state regulations and local institutional
policies.
V.
PROPOSAL EVALUATION CRITERIA
All grants will be awarded on a competitive basis. All responses to this announcement which satisfy
minimum eligibility criteria as defined in section III will be evaluated by a committee on the basis of
established criteria and priorities. The committee's recommendations will be made to the Chancellor who
will, in turn, make recommendations to the State Regents for possible funding.
Review panels may consist of representatives from: (1) higher education institutions, (2) elementary and
secondary schools, and (3) other organizations having relevant expertise. An example of the rubric used by
reviewers is found in Appendix B, Summer Academy Grant Proposal Reviewer Rating Form. Also in
Appendix B is a copy of the Staff Onsite Evaluation which may be helpful in understanding exactly what
the State Regents are looking for in the Summer Academy Program.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 7 of 20
VII. GRANT ADMINISTRATION GUIDELINES
A. Fiscal Procedures
All documents relating to the project should be assigned to individual accounts/files that can be
readily identified and verified. Once a contract has been approved, payment will be made to the
sponsoring institution with a 50 percent (of approved budget) disbursement by April 30. The final
disbursement of the remaining expenditures will be made after all final reports are submitted. For
public institutions, payment will be made by electronic wire transfer. For private institutions,
payment will be made by warrant.
The shifting of funds between budget categories of the project will require permission of the State
Regents' office only if the change is greater than ten percent of the budget category.
Authorization to modify the project in any way must be approved by the State Regents' office acting
upon a written or e-mail request from the project director.
Eligible expenditures will ordinarily be limited to those directly necessary and essential to the
accomplishments of the proposed project. This will customarily include personnel costs, consultant
fees, materials and supplies, travel, communications, printing, student participants' room and board,
etc. (see Appendix A for the required format). Due to the limited availability of funds, indirect
administrative expenses will not be applied. Also due to the limited availability of funds,
professional travel to professional conferences will not be included in grant.
B. Required Reports (send by e-mail to summeracademies@osrhe.edu)
The final disbursement of the remaining programmatic expenditures will be made after all interim
and final reports are submitted and approved. This final report must be submitted by e-mail to
the Oklahoma State Regents for Higher Education (summeracademies@osrhe.edu) by September
30, 2016. Funds may be reallocated by the State Regents if interim and final reports are not
received in the required format and in a timely manner.
This final report will be submitted via e-mail and will include:
1. The Final Expenditures Report must be submitted using the Excel template shown in
Appendix C. For the Excel template, go to http://okhighered.org/grant-opps/osrhegrants.shtml.
2. The Participant List must be submitted in Excel format. Information required in this
report is provided in Appendix C.
For the Excel template, go to
http://okhighered.org/grant-opps/osrhe-grants.shtml. Participant Lists will be submitted
through Secure File Transfer Protocol.
3. The Written Final Report will:
a. Briefly summarize Academy activities and student response to activities – no more than
5 pages
b. Include an evaluation of the effectiveness of the project as measured against the
program’s objectives – no more than 3 pages
c. Include any published material relating to the Summer Academy program
d. Not include computer discs, hard copies, etc., unless published or requested by State
Regents staff.
4. If an Interim Report is requested by the Regents, the report will be an assessment of the
progress of the Academy, in the same format and with similar content as the Written Final
Report.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 8 of 20
VIII. PROPOSAL FORMAT
It is essential that each of these subjects be addressed in the order presented here and the topics be
clearly identified in the text of the proposal.
A. Three items are required in hard copy because each requires original signature. The application
will NOT be processed without these appropriately executed documents.
1. Institutional Endorsement signed by the chief executive officer/fiscal agent
2. Statement of Assurances – see Appendix A
An original signed Statement of Assurances must be sent with the institutional endorsement
letter and received by the proposal deadline.
3. The Recipient Commitment Form – See Appendix A
An original signed Recipient Commitment Form must be sent with the institutional
endorsement letter and received by the proposal deadline.
B. The following parts of the proposal must be electronically submitted. For the required templates, go
to http://okhighered.org/grant-opps/osrhe-grants.shtml.
1. Cover Sheet - TEMPLATE PROVIDED for the FIRST PAGE.
2. Abstract (80 - 100 words) TEMPLATE PROVIDED for the SECOND PAGE. This
abstract will be used on the State Regents webpage providing the initial link to your
Academy. Be sure to include correct contact information at the end of the abstract.
3. Proposed Budget for the first year of the grant - TEMPLATE PROVIDED for the THIRD
PAGE. Budget activities should reflect the requirements of the proposed activities. It is
expected that all three years of the grant will have basically the same budgetary
requirements with possible minor adjustments.
4. Narrative
This section of the application document should fully describe the key elements of the proposed
project. The grant team is encouraged to carefully review the evaluation rubrics in Appendix B
of this packet for helpful information in designing the total Summer Academy experience and
formatting the proposal. The narrative should be limited to ten pages, double-spaced, 12 point
font and must include:
a. Primary Goal
What is the goal of the Academy and how is it consistent with the Summer Academy
Priorities and Guidelines and more importantly how is it appropriate for the targeted
students? The populations to be served should be projected and the proposal's
objectives should be clearly articulated relative to the population to be served.
b. Key Academic and Enrichment Activities
Describe the daily schedule and proposed activities for the Academy. Demonstrate how
these activities are consistent with Summer Academy Priorities and Guidelines.
c. Administrative Plan
Identify key personnel, their qualifications and responsibilities. Show that adequate
training, expertise and experience is available to support the activities being proposed.
Show that adequate facilities and adequate supervision of students are provided.
Appropriate and adequate supervision of student participants including the
adult/student ratio for various activities is an important component of this section.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 9 of 20
d. Recruitment and Selection of Participants
Discuss specific recruitment plan of targeted population including those young
people from subgroups most likely to be underrepresented in the fields of mathematics,
science, engineering and technology.
Describe information to be required in participant application and discuss the
relevancy between required information and planned learning experiences. Keep in
mind that students attending large schools may not be known by the school principal;
therefore a letter of recommendation from the principal is unrealistic. Consider a letter
of recommendation from a teacher, coach or youth leader.
Describe selection criteria and process, i.e., what sort of criteria will be used to select
participants if more applications are received than can be invited.
e. Project Evaluation
The anticipated outcomes of the project should be fully enumerated. The proposed
method for determining the efficacy of the project should be discussed.
f.
Budget and Institutional Support
The budget should align with the Summer Academy Priorities and Guidelines and be
appropriate for the scope of the proposal. The project application should detail the kinds
of institutional support that will be necessary to sustain the proposed activity.
Institutional support might include transportation, office space, clerical staff, library
resources, computer facilities, audio-visual equipment, or other types of educational
hardware as well as flexibility to support needs of Academy activities and needs of
adolescents.
F.
Professional Staff
Brief vitae of 1-2 pages for professional staff to be associated with the project should be attached to
the proposal. The position that each person will fill for the project program should be clearly
identified.
G.
Submission of Proposal
All proposals must be electronically submitted by e-mail. No hard copy proposals will be
accepted. The Institutional Endorsement letter, Statement of Assurances and Recipient
Commitment forms are the only items that will be accepted in hard copy format.
Please send your proposal in PDF. For required templates, go to http://okhighered.org/grantopps/osrhe-grants.shtml.
TO BE ELIGIBLE FOR CONSIDERATION, PROPOSALS MUST BE RECEIVED BY E-MAIL
NO LATER THAN 5:00 P.M. on September 30, 2015.
Submit proposal to: summeracademies@osrhe.edu
A return email will be sent to verify receipt of proposals.
Only these three pages are to be submitted by hard copy:
1. Letter of Institutional Support
2. Signed Statement of Assurances
3. Recipient Commitment
These are also due by September 30, 2015.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 10 of 20
APPENDIX A
PROPOSAL COVER SHEET
PROPOSAL ABSTRACT
PROPOSED BUDGET
STATEMENT OF ASSURANCES
RECIPIENT COMMITMENT FORM
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 11 of 20
Oklahoma State Regents for Higher Education
FY 2016
SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,
& MULTIDISCIPLINARY STUDIES
Proposal Cover Sheet
I.
Name(s) of Submitting Institution(s) of Higher Education (Include Branch/Campus/Other Components)
II.
Address of Submitting Institution (Include Dept./Unit, Street Address/P.O. Box Number, City, State, Zip Code)
III.
Name of Proposed Academy
IV.
Topic of Proposed Academy
V.
Proposed Dates of
Academy(ies):
VII.
Number of Students to be
served:
IX.
Total State Regents Funds
Requested for 2016:
____________________________
__________________
$___________________
VI.
VIII. Commuter
or
Residential
X.
Targeted Grade Range:
____________________________
Total Other Funds for 2016:
$___________________
(indicate one)
Name/Title (typed)
Academy Director
Co-Director (if any)
Alternate Contact Person
(required if no co-director is named)
Oklahoma State Regents for Higher Education
Telephone Number
E-Mail
Summer Academy FY 2016 RFP
Page 12 of 20
SUMMER ACADEMY ABSTRACT
Name of Institution (Include Branch/Campus and School or Division)
Director with direct phone number
Co-Director with direct phone number (If no co-director, an alternate contact person is required.)
Title of Academy:
Targeted Grade Levels:
Planned 2016 Dates:
Project Abstract (Maximum of 100 words) should be a clear, concise description of the Academy
including title and content focus as well as accurate contact information.
This Abstract will be used for the State Regents Summer Academy webpage which provides the
initial link between your Academy and Oklahoma’s students.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 13 of 20
SUMMER ACADEMIES BUDGET
(check the correct year below)
Proposal Title:
Director(s):
Institution:
Number of Student Slots:
Type of Expenditures
1
Subtotal Funds
Budgeted
Total Funds
Budgeted
Personnel
Professional Personnel (including fringe)
$0.00
Support Personnel (including fringe)
$0.00
Consultants
$0.00
TOTAL PERSONNEL
$0.00
2
Academy Materials & Supplies
$0.00
3
Communication Expenses
$0.00
4
Travel Expenses
$0.00
5
Printing and Binding
$0.00
6
Student Participants
A. Lodging
$0.00
B. Meals
$0.00
C. Transportation
$0.00
D. Incentives
$0.00
E. Other - specify
$0.00
TOTAL STUDENT PARTICIPANTS
$0.00
7
Data Processing
$0.00
8
Other Contractual & Other Current Expenses
$0.00
TOTAL GRANT REQUEST
$0.00
For the Excel version of this page, please go to http://okhighered.org/grant-opps/osrhe-grants.shtml
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 14 of 20
SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,
AND MULTIDISCIPLINARY STUDIES
FY 2016
STATEMENT OF ASSURANCES
Proposal Title: ________________________________________________________
Project Director(s): ____________________________________________________
Institution: ___________________________________________________________
1. The higher education institution will comply with all provisions of the Oklahoma State Regents'
Principles and Procedures for Summer Academies for Mathematics, Science, and Multidisciplinary
Studies.
2. Funds awarded under the contracts will be used to enhance and supplement, but not duplicate,
conventional or advanced high school science, mathematics, and multidisciplinary studies.
3. The higher education institution will maintain quality fiscal control of funds. A copy of all contracts,
invoices, paid claims, and other data shall be kept in a separate file.
4. The higher education institution will comply with state audit requirements.
5. At the termination of this program, unobligated funds will be refunded to the Oklahoma State Regents
for Higher Education. Public institution unobligated funds will be refunded by transfer. Private
institutions will need to pay by check. Final transfer of funds will be arranged after final reports are
submitted and approved.
6. The higher education institution will provide all data, reports, and information determined necessary by
the Oklahoma State Regents for Higher Education.
7. The higher education institution assures that students participating in the academies will be Oklahoma
residents and will be in the eighth through twelfth grades in school the fall following the summer
academy.
8. If funded the higher education institution will initiate, conduct, and complete the activities as specified
in the application unless changes are approved by the Oklahoma State Regents for Higher Education.
9. The institution stands behind the lawfulness of its Summer Academy program, including the selection
process for participants in the Summer Academy. To the extent permitted by Oklahoma law or the
Governmental Tort Claims Act the institution agrees to indemnify the State Regents and/or the
Chancellor for any liability they may incur as a result of the institution’s Summer Academy. I certify
that the Summer Academy and the selection of participants for the Summer Academy will be in
compliance with the Oklahoma statutes and other applicable state and federal laws.
WE AGREE TO CONDUCT THIS SUMMER ACADEMY PROJECT LAWFULLY AND UNDER THE
TERMS INDICATED ABOVE.
______________________________________________
Signature of President
Date
Mail this signed document along with an institutional endorsement letter to:
Summer Academies Program, Attention: Theresa Battles,
Oklahoma State Regents for Higher Education, 655 Research Parkway, Suite 200,
Oklahoma City, Ok 73104.
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 15 of 20
RECIPIENT COMMITMENT FORM
(June 21, 2015)
All recipients will complete this form when submitting a proposal to Oklahoma State Regents for Higher Education
(OSRHE) Summer Academies program. It provides a checklist of documents and certifications required by grant
recipients, as well as an area for the authorized institutional representative to sign.
RECIPIENT’S LEGAL NAME: _________________________________________________________________________
RECIPIENT’S DUNs #: _______________________________________________________________________________
PROPOSAL TITLE: __________________________________________________________________________________
RECIPIENT’S TOTAL FUNDS REQUESTED: ____________________________________________________________
RECIPIENT PERIOD OF PERFORMANCE BEGIN: __________________________END:_________________________
The following documents are included in our award proposal submission and covered by the certifications below:
____PROPOSAL (required)
____BUDGET AND BUDGET JUSTIFICATION (required)
1. Institutional Grant Policy
____Our institution abides by a current official grant policy. The policy is located at ____________________________________
and was updated on (date)_________(If the policy is not publicly available online, a copy of it must be furnished in
addition to this form.)
2. Human Participants
____Yes____ No If “yes” Indicate the status of IRB Review:
Pending or Date IRB determined research to be exempt or approved: __________IRB Number:________ (must be current)
If “Yes” and NIH funding is involved:
____Yes____ No Have all key personnel involved completed Human Subjects Training?
3.
Animal Subjects ___Yes ___No Pending or Approval date:_____________________ and IACUC#: _________________
4. Conflict of Interest
____Recipient hereby certifies that it has an active and enforced conflict of interest policy that is consistent with the provision
of 42 CFR Part 50, Subpart F “Responsibility of Applicants for Promoting Objectivity in Research.”
____Recipient also certifies that, to the best of Institution’s knowledge, (1) all financial disclosures have been made related to
the activities that may be funded by or will have been satisfactorily managed, reduced or eliminated in accordance with
recipient’s conflict of interest policy prior to the expenditures of any funds under any resultant agreement.
5. Responsible Conduct of Research (RCR)
____Recipient organization/institution hereby certifies that it will ensure that all undergraduates, graduate students, and
postdoctoral researchers who will be supported by this proposal will be trained on the oversight in the responsible and
ethical conduct of research.
6.
Cost Sharing/Matching/In-Kind ____Yes____ No Amount:_________________________________________________
(Cost sharing, Matching, and/or In-Kind amounts and justification shall be included in the recipient’s budget).
7. Certification Regarding Debarment and Suspension
____Yes____ No Is the Recipient Organization, Director or any other employee or student participating in this project debarred,
suspended or otherwise excluded from or ineligible for participation in federal department, agency, assistance programs or
activities? (If ”Yes” please explain in Comments section below)
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 16 of 20
8. Export Control
____Recipient is individually responsible for maintaining its compliance with federal export laws and procedures.
By checking this box, Recipient certifies that an export control officer, or other authorized person, has reviewed the
Recipient’s proposal for compliance with federal export control laws. (Explain potential problems in the comments section
below)
____N/A
9. Mandatory Violation Disclosures
____Recipient is individually responsible for a procedure for disclosing in a timely manner, in writing to OSRHE all violations of
Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting this award.
10. Fiscal Responsibility
____Yes____ No The organization certifies that its financial system is in accordance with generally accepted accounting
principles;
____Yes____ No
has the capability to identify, in its accounts, all awards received and expended and the programs under
which they were received;
____Yes____ No
maintains internal controls to assure that it is managing awards in compliance with applicable laws,
regulations and the provision of contracts or grants;
____Yes ____ No complies with applicable laws and regulations;
____Yes ____ No can prepare appropriate financial statements, including the schedule of expenditures of awards;
____Yes ____ No and, there are no outstanding audit findings which would impact contract costs. If there are findings, submit
a copy of the most current report that describes the finding and steps to be taken to correct the finding.
Comments
APPROVED BY RECIPIENT:
The information, certifications, and representations above have been read, signed and made by an authorized official of the
recipient named herein. The appropriate programmatic and administrative personnel involved in this application are aware of
sponsor policy in regard to awards and are prepared to establish the necessary inter-institutional agreements consistent with those
policies.
Any work begun and/or expenses incurred prior to execution of an award agreement are at the recipient’s own risk.
(Signature of Recipient’s Authorized Official) _______________________________________(Date)___________________
(Type or print name and title of Authorized Official)_____________________________________________________________
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 17 of 20
APPENDIX B
PROPOSAL EVALUATOR’S RUBRIC
REGENTS STAFF ONSITE EVALUATION
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 18 of 20
FY 2016 SUMMER ACADEMY GRANT PROPOSAL REVIEWER RATING FORM
Commuter - Residential (Indicate one)
Awarded
Possible
10
PRIMARY GOAL-Total of 10 points
To what extent is the goal of the Academy clearly stated, consistent with the Summer Academy Priorities
and Guidelines, and appropriate for targeted students?
Comments:
Awarded Possible
10
KEY ACADEMIC AND ENRICHMENT ACTIVITIES-Total of 30 points
To what extent is the daily schedule for the Academy well-paced and likely to lead to challenging and
rewarding experiences?
10
To what extent are the proposed activities likely to make success in college an expected and logical result
of high school success for all participants with particular emphasis on those young people from subgroups
most likely to be underrepresented in STEM areas?
10
To what extent does the proposal demonstrate a link with eventual core course taking in high school,
promoting the highest standards and the belief in all students' ability to succeed in challenging core
courses?
Comments:
Awarded
Possible
ADMINISTRATIVE PLAN-Total of 20 points
10
Have key personnel been identified? Have their qualifications been included? Is adequate expertise
(higher education faculty, K-12 teachers, industry experts, and high school/college students) available to
support the activities being proposed?
10
To what extent have adequate facilities been arranged to accommodate both instruction and lodging, if
applicable? To what extent does the proposed plan provide for adequate supervision of students?
Possible
RECRUITMENT & SELECTION OF PARTICIPANTS-Total of 20 points
To what extent is the recruitment and selection process clearly described, consistent with Summer
Academy Priorities and Guidelines, and equitable?
To what extent is the application process clear and equitable for all students, i.e. is the application
cumbersome for underrepresented students?
Comments:
Awarded
10
10
Comments:
Awarded
Possible
PROJECT EVALUATION-Total of 10 points
5
To what extent is the assessment of outcomes of the proposed project sound and clearly identified?
5
To what extent are the methods and timelines for data collection, program review, and dissemination
clearly specified?
Possible
BUDGET-10 points
5
To what extent is the budget aligned with the Summer Academy Priorities and Guidelines and appropriate
for the scope of the proposal?
To what extent does the budget demonstrate institutional support and/or leveraging of other funding
sources?
Comments:
Awarded
5
Comments:
0
100
Additional Comments:
Oklahoma State Regents for Higher Education
TOTAL EVALUATION SCORE
100 POSSIBLE POINTS
Summer Academy FY 2016 RFP
Page 19 of 20
Oklahoma State Regents for Higher Education
Summer Academies for Mathematics, Science, and Multidisciplinary Studies
FY 2016 Staff Onsite Evaluation
Academy Title:
Academy Site:
Evaluator:
Date:
Limited Value Added
Satisfactory Value Added
Significant Value Added
Lecture is primary instructional
strategy; students work as individuals
or groups of two; students not actively
engaged in learning process; limited
or no field experiences.
Some lecture, students involved in
cooperative learning groups and are
actively engaged; appropriate field
experiences
Limited lecture; students are actively
engaged in cooperative learning groups;
significant, interesting and appropriate
field experiences.
Hands on experiences are basic, paper
& pencil activities; competition
unduly highlights student weaknesses
Hands on experiences are collaborative
and involve the use of technology; any
competition is appropriate and does not
focus group on student weaknesses.
Hands on experiences are dynamic,
collaborative experiences using technology
leading to student discovery
Little diversity in student group;
Academy is designed for high
achieving students; little evidence of
recruiting students from diverse
backgrounds.
Students from a variety of academic
backgrounds; developing and advanced
learners are mixed together in work
groups.
Apparent active recruiting of students with
limited
resources
and
academic
experience; opening doors for firstgeneration or underserved students.
Students would not recommend the
academy to their friends or wish to
participate in the same academy again.
Student
experience
engenders
indifference to the Summer Academy
program.
Students would recommend academy to
friends and would definitely like to
return to this academy or another one.
Student
experience
engenders
enthusiasm to the Summer Academy
program.
Students would strongly recommend
academy to friends and would definitely
like to return to this academy or another
one. Student experience impacts their
career or college plans positively.
Sponsoring
institution
provides
limited administrative support or
flexibility for the Academy’s success.
Sponsoring institution provides adequate
administrative support or other support
for the Academy’s success.
Sponsoring institution provides valuable
and strong administrative support or other
support for the Academy’s success.
List most important strengths of Academy:
Any suggestions for improvement:
Other:
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 20 of 20
APPENDIX C
FINAL REPORT OF EXPENDITURES
PARTICIPANT REPORT
WRITTEN REPORT
Oklahoma State Regents for Higher Education
Summer Academy FY 2016 RFP
Page 21 of 20
SUMMER ACADEMIES FOR MATHEMATICS, SCIENCE,
AND MULTIDISCIPLINARY STUDIES
FY 2016 SUMMER ACADEMIES
FINAL REPORT OF EXPENDITURES
Proposal Title:
Director(s):
Institution:
Preparer:
Preparer’s Email:
Preparer’s Phone #:
Type of Expenditures
1
Subtotal Funds
Budgeted
Total Funds
Budgeted
Reporting Period
Ending the
Last Day of Sept.
Personnel
Professional Personnel (including fringe)
$0.00
$0.00
Support Personnel (including fringe)
$0.00
$0.00
Consultants
$0.00
$0.00
TOTAL PERSONNEL
$0.00
$0.00
2
Academy Materials & Supplies
$0.00
$0.00
3
Communication Expenses
$0.00
$0.00
4
Travel Expenses
$0.00
$0.00
5
Printing and Binding
$0.00
$0.00
6
Student Participants
A. Lodging
$0.00
$0.00
B. Meals
$0.00
$0.00
C. Transportation
$0.00
$0.00
D. Incentives
$0.00
$0.00
E. Other – specify
$0.00
$0.00
TOTAL STUDENT PARTICIPANTS
7
8
Data Processing
Other Contractual & Current Expenses
TOTALS
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
This report MUST be submitted in the Excel version: http://okhighered.org/grant-opps/osrhe-grants.shtml
PLEASE SUBMIT BY SEPTEMBER 30, 2016 VIA E-MAIL TO: summeracademies@osrhe.edu
Oklahoma State Regents for Higher Education
SUMMER ACADEMY FY 2016 RFP
Participant Report:
Page 22 of 20
This report is also due by September 30.
Below is an example of information needed on Summer Academy participants. For the Excel template for
this report, please go to: http://okhighered.org/grant-opps/osrhe-grants.shtml
Last
Name
First
Name M
Birthdate
yyyymmdd
Smith
John
A
19980124
Doe
Jane
Q
20030628
Grey
Marvin L
20021026
Webster Daniel T
20001113
SSN
444-444444
222-222222
333-333333
111-111111
Location
Grade
Pub/Prv/
School
of
GenderLevel
Homesch
Name School
222 E
Tulsa 73570 Tulsa
Carl
Tulsa
Pub
M
11
Okla St
Albert
Rt 1, Box Sallisaw 72727 Sequoyah Sallisaw Sallisaw Pub
F
12
44
212 E
Okla. 73705 Oklahoma NW
Okla. Home
M
9
Cyprus
City
Classen
City
Box
Tipton 73733 Tillman Tipton Tipton
Prv
M
10
222222
Address
City
Zip
County
Race
AI/
AN
W
H
A
***Race: B = Black/African American; AI/AN = American Indian/Alaska Native; W = White;
H = Hispanic/Latino; A = Asian; NHOPI = Native Hawaiian/Other Pacific Islander;
Two = Two or more races; PNR = Prefer not to respond or none of these apply
NEW: Submitting the Participant Report through SFTP (Secure File Transfer Protocol)
Send an electronic copy of the Participant Report to your campus UDS (Unitized Data System) contact.
Your campus UDS contact is to place the Participant Report in your campus directory on the Regents’Secure
Data Exchange Server.
You will send a note to summeracademies@osrhe.edu with the location and name of the file.
Note: Your campus UDS contact may be located in Institutional Research or Institutional Effectiveness.
Please contact Theresa Battles at tbattles@osrhe.edu for assistance in locating your campus UDS
contact.
Written Report:
The Written Report will:
a. Briefly summarize Academy activities and student response to activities – no more than 5 pages
b. Include an evaluation of the effectiveness of the project as measured against the program’s objectives –
no more than 3 pages
c. Include any published material relating to the Summer Academy program
d. Not include computer discs, hard copies, etc., unless requested by State Regents staff.
Send the above report to summeracademies@osrhe.edu by September 30
Oklahoma State Regents for Higher Education