Grant Manager Resources

  • Overview

    The district/campus grant manager is responsible for assisting the campus principal with monitoring the expenditures of Project RISE funds. The Project RISE grant manager is responsible for ensuring that campus-based Project RISE funds are being spend to meet the goal and objectives of the partnership. Project RISE funds are intended to be supplementary. Therefore it is inappropriate for these funds to supplant monies that would ordinarily be allocated to teacher leaders. All funds must be in direct support of Project RISE teacher leaders, administrators, and approved support personnel and in alignment with the Project RISE goals and objectives. Additionally, USDE regulations require non-federal match for all federally funded expenditures.

     

    Definition of Terms

    Term Definition
    In-Kind/ Matching Refers to the amount of district funds that are designated as a "match" to the federal funds. Funds that are designated as matching must come from a local or state sources. Funds from another federal sources cannot be designated as matching funds. This time spent must be documented. Please use the Project RISE In-Kind Match Forms to certify total hours provided by district personnel for the match in the areas of service described.
    Supplant Refers to "taking the place of, to replace" any other Federal, State, or local education funds.
    Supplement Refers to "adding to, to enhance, to expand, to increase, to extend" any other Federal, State, or local education funds.

    Grant Manager

    The Grant Manager serves as a liaison between the Project RISE team and the participating campus where he/she is employed and, alongside the campus administrator, coordinates all program-related activities. The Grant Manager also works in close contact with the district’s Human Resources and Finance Departments to ensure an accurate and timely processing of reimbursement requests. The Grant Manager is identified and supervised by the campus principal and must complete all Grant Manager Responsibilities. The Grant Manager

      • will receive a total annual stipend of $2,000 for additional duties.
      • will receive a $1,000 stipend will be paid at the end of each semester (December 2019 and June 2020) by district payroll.
      • pay schedule will adhere to the local board approved district calendar.

    Grant Manager Requirements

      • Serves as the primary contact person for Project RISE
      • Coordinates all program activities on campus and regularly meets with administrators and all grant funded Incentive Positions (i.e. Master/Mentor Teachers, Data, PLC, PD, TSI, and/or FTE)
      • Ensures that all reimbursement processes are initiated in a timely and correct manner
      • Disseminates program information at the campus
      • Meets and collaborates with Project RISE staff to attain program goals
      • Attends trainings/meetings scheduled by Project RISE
      • Provides leadership and guidance to campus staff regarding Project RISE requirements
      • Provides training sessions on Project RISE related topics
      • Communicates effectively with Project RISE team and campus staff
      • Ensures that all required documentation is submitted on a monthly basis and correct manner

    Description of In-Kind Match Forms

    1. Use of Facilities Form - This form serves to document the value of office space provided at no cost to the Project RISE program.
    2. Personnel Salary, Fringe, Travel Form - This form is used to document and certify the total hours provided by individual campus personnel for time and effort spent outside the workday in support of the Project RISE goals and objectives
    3. Other Form - This form documents the value of other services/products provided at no cost to the Project RISE program
    4. Summary Form - This form serves to summarize the total in-kind contributions made by district personnel on a monthly basis. Include the original In-Kind Match forms submitted by your district personnel as documentation. Please keep copies for your records. This form must be completed by the grant manager and by the 15th following the close of each month. This form is to also be signed by District Business Office.

    Examples of In-Kind Match

    • Hours spent working on Project RISE related work or planning for District individuals (administrators) who do not receive compensation for their role in Project RISE 
    • Time spent by campus principal, counselor, or other non-federally funded administrative staff meeting with a campus facilitator on Project RISE issues
    • Documented value of office space and/or designated space provided to campus facilitator for Project RISE activities on district grounds at no charge to the Project RISE program.

    Incentive Pay Stipend Timeline

    All Project RISE Incentive Pay Stipends will be paid at the end of each semester (December 2019 and June 2020) to ensure all responsibilities and duties assigned on verification form are met. An approved Verification Roster for Project RISE campuses will be sent to the district Business Office by October 1, 2019.

    If staff leave Project RISE campus, the following protocols will need to take place prior to them leaving:

        • Grant Manager needs to inform Project RISE Business Office and revise Verification Roster and send updated roster via email to eralvarez@esc1.net and a copy to their Business/Payroll/HR Offices.
        • Project RISE Business Office will follow up to determine if stipend pay will be paid, prorated, or not paid with District Business Office.
        • If staff are not complying with assigned responsibilities/duties campus administrator will need to schedule a meeting with Project RISE (Director/Coordinators/Specialist) to inform them of concern. A decision will be made in the best interest of the grant and campus to evaluate if assigned staff will continue in respective Incentive Position.
        • If a position has been forfeited, there will be no replacement of staff for said position for the remainder of the school year.

    Eligibility for Stipend Reimbursement

    Activities eligible for stipend reimbursement include:

        • participation in professional development that is aligned to the Project RISE goals;
        • participation in professional development that takes place after contracted school days/times such as evenings, weekends or during the summer (must not be contracted for summer school); 
        • participation in face-to-face professional development. Stipend pay is not offered for webinars not facilitated through Project RISE, online professional development, etc. 
        • Campuses are eligible to receive substitute reimbursement when teachers participate in professional development during contracted hours.
        • Assistant Principals/Campus Principals attending professional learning sessions are also eligible for stipend amounts outside of their contracted school schedule (as per district approved board policy). Stipend is in the amount of $75.00 for a half-day and $150.00 for a full day. 
        • A minimum of 3 hours constitutes a half day - $75.00 
        • A minimum of 6 hours constitutes a full day - $150.00

    Activities eligible for Substitute Reimbursement include-

        • participation in professional development activities that are held during the regular school contract day 
        • coverage for observation, coaching, and mentoring purposes 
        • working with other teachers in collaborative situations

    The following activities are not eligible for stipend reimbursement: 

        • Professional Development activities for which teachers are receiving a stipend from a funding source other than Project RISE
        • Campus/District Meetings are not allowed for stipend reimbursement
        • Registration fees for workshops that are not required by Project RISE
        • Registration fees for conferences or clinics
        • Membership dues to associations or organizations
        • Consultant/presenter or trainer fees
        • Travel related expenses: food, lodging, mileage, airplane tickets, airport parking fees, rental car fees, toll fees, baggage reimbursement, etc.

     

    Allowable Expenses Unallowable Expenses
    Is the expense:
    • Allowable and Necessary
    • Reasonable
    • Allocable
    • Compliant with the programs' federal regulation
    • alcoholic beverage
    • entertainment costs
    • fundraising costs
    • furniture
    • incentives
    • tips on meals or travel
    • sales tax

     

    Eligibility for Substitute Pay Reimbursement

    Activities eligible for Substitute Pay Reimbursement include-

        • substitute for teacher participating in professional development that is aligned to the Project RISE goals;
        • substitutes for teachers participating in professional development that takes place during contracted school days/times
        • professional learning sessions not eligible for stipend pay due to contractual requirements

    Substitute Process - District Employed

        • Teacher is approved to attend workshop during teacher contract days by campus.
        • On the date that workshop is attended, teacher will follow district practice on securing a substitute to cover the instruction of students in his/her classroom.
        • Substitute is contacted and is present to cover classroom.
        • Substitute is coded to Project RISE activity.
        • Payroll is processed, and substitute is compensated by the District.
        • Campus will generate a substitute attendance report submitted to Business Official with the name of the teacher that attended a workshop during contract days and the name of the substitute that covered the classroom during the teacher’s absence at the workshop training.
        • Business Official will review the General Detail report to ensure that the substitute compensation is included as part of the expenditure for Project RISE fund.
        • If the substitute costs are not included as part of the General Ledger Detail, the Business Official will prepare and post the necessary journal entries to reclassify the expenditure to Project RISE fund.

    *Business Office will need to ensure backup documentation is provided for Substitutes (i.e. Substitute Campus Report)

     

    Substitute Process - SubHub Districts

        • Teacher is approved to attend workshop during teacher contract days by campus.
        • On the date that workshop is attended, teacher will follow district practice on securing a substitute through the Region One SubHub system to cover the instruction of students in his/her classroom.
        • Substitute is contacted by the SubHub system and is present to cover classroom.
        • Substitute is coded to Project RISE activity.
        • SubHub report is sent to the campus on a monthly basis.
        • Campus personnel review and verifies which substitutes are to be charged to Project RISE.
        • Campus personnel will forward copy of SubHub report for substitutes to the Human Resource or Accounts Payable department for processing.
        • Campus personnel will forward copy of SubHub report to Business Official requesting reimbursement from Project RISE.
        • Accounts Payable is processed and Region One SubHub is reimbursed by the District for the compensation paid to the substitute.
        • Business Official will review the General Detail report to ensure that the substitute compensation is included as part of the expenditure for Project RISE fund.
        • If the substitute costs are not included as part of the General Ledger Detail, the Business Official will prepare and post the necessary journal entries to reclassify the expenditure to Project RISE fund.

    *Please enter the name of the workshop number or workshop title on the electronic format of the report on the Notes to Administrator.

     

     

    CAMPUS REIMBURSEMENT 

    The campus Grant Manager will be responsible for collecting, verifying, and submitting all documentation required to district Business/Payroll Offices so staff may be paid monthly stipend for attending Professional Development, Incentive Stipend Pay ( December 2019 June 2020 or as approved by board policy), and submitting required documentation for Substitute Reimbursement Request.

    The following is a checklist to assist Campus Grant Managers when submitting documentation for District to pay stipends, etc. and to request for reimbursement from Project RISE.

    Campus Documentation:

    • Campus Request for Stipend & Substitute Reimbursement (Form 1)
    • Project RISE Monthly Attendance Roster (If out of district/region training occurs Grant Manager must create Workshop Session ahead of time, staff submit training certificate, and Grant Manager overrides registration so they may get credit in PD System and will be on attendance roster).
    • Miscellaneous Reports provided by Project RISE for Stipend/Incentive Pay
    • Incentive Stipend Verification Roster Form (December 2019/June 2020 or as approved by board)
    • Other backup required by district Payroll Office (Payroll Composite, etc.)

    It is the responsibility of the Grant Manager to submit all required documentation on a monthly basis with signature/date on Form 1 and Monthly Attendance Roster by both Principal/Grant Manager to their respective Business/Payroll Offices

    Note: If a district contracts with Region One ESC SubHub, Payroll will not receive a substitute list.

    District Request for Reimbursement Requirements

    The following is a checklist to assist District Business Officials when submitting documentation for District Request for Reimbursements.

    Campus Documentation:

    • Campus Request for Stipend & Substitute Reimbursement (Form 1)
    • Project RISE Monthly Attendance Roster (If out of district/region training occurs Grant Manager must create Workshop Session ahead of time, staff submit training certificate, and Grant Manager overrides registration so they may get credit in PD System and will be on attendance roster).
    • Miscellaneous Reports provided by Project RISE for Stipend/Incentive Pay
    • Incentive Stipend Verification Roster Form (December 2019/June 2020 or as approved by board)
    • Other backup required by district Payroll Office (Payroll Composite, etc.)

    District Documentation:

    • District Request for Reimbursement (Form 2)
    • Detailed General Ledger for fund 287
    • Payroll Account Distribution Journal
    • District Extra Duty Composite form (if applicable)
    • Substitute List for teachers attending workshops (if District hired substitute)
    • Copy of SubHub invoice with list of substitutes (if applicable)

     

     

     

     

     

  • Adding Zoom Links When Creating Workshops

    To add a zoom link for New Participants to receive:

    1. Go to your Workshop – General Info tab
    2. Special Instruction tab - Include the zoom link for new participants to receive.

    (Once the Participant registers for the Workshop, the “Registration Confirmation” email will include the zoom link.)

    1. Click Update General Info

    Below are additional FAQ's:

    1. How is the zoom session created?
      1. Create the zoom session (through zoom) to obtain the zoom link.
    2. How is a room reserved for a online/zoom meeting?
      1. Go to your Workshop – Reservations tab
      2. Click on Add Online Course tab (under Search Room/Location)
      3. Enter the Reservation Date (Date of Workshop) and Time

    (Special Requests is not a required field. This can be left blank)

    1. Click Submit
      1. A “room” has now been added to your workshop for the Date/Time submitted.
    2. How can the zoom link be sent to individuals/participants that have already registered for the online/zoom meeting?
    3. Go to your Workshop – Registrations tab
    4. Click on Email Participants tab
      1. Select the “Status” of Participants you would like to email
      2. Enter the Subject (the Workshop # is included in the Subject Line)
      3. Body – Include the zoom link with any other information you would like to share.
    5. Click Send Message