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Safe Schools, Healthy Students Conference Call Transcript
August 11, 2005, 3:00 p.m. ET
Moderator: Jane Hodgdon Young


Operator: Good Day ladies and gentlemen and welcome to the fiscal year 2003 Safe Schools Healthy Students Grantee Audio Teleconference for Grant Performance Reporting. At this time, all participants are in a listen only mode. Later we will conduct a question and answer session and instructions will follow at that time. If anyone should require assistance during the program please press * then 0 on your touchtone telephone. As a reminder ladies and gentlemen, this program is being recorded. I would now like to introduce your host for today’s program, Miss Jane Hodgdon. Please go ahead maam.

Jane Hodgdon-Young: Thank you. This is Jane and we’d like to welcome everyone and thank you for calling in to the fiscal year 2003 Grant Performance Reporting Teleconference Call. We have a number of Federal Staff here in the room with us and so I’d like to give them an opportunity to introduce themselves. Again, I’m Jane Hodgdon-Young and I work at the U.S. Department of Education.

Michelle Bechard: I’m Michelle Bechard and I work at the U.S. Department of Health and Human Services.

Michael Wells: I’m Michael Wells and I work for the Department of Education.

Patrick Weld: Patrick Weld from HHS.

Doris Steward: Doris Steward, HHS.

Jane Hodgdon-Young: Okay, great. As you know the reason that we require performance reports is that we use them to assess the progress that’s being made at different sites and it helps us also identify areas that you might need some further assistance, and also areas of success, so that we can share that information with other grantees, as well as the administration of our three agencies. The reason that we’re having today’s call, as you probably know, is that last year in the fall of 2004 the forms that were being used for reporting progress changed and in your last performance report, which was turned in the late winter of 2005, we did ask you to use those new forms and to follow a different process, but there were certain areas where we didn’t require you to report information. And, at this time we are asking you to report that information. It is required. These new forms were approved by the Office of Management and Budget and the Department of Education requires that all of our grantees use these new forms. So, that said we’re going to launch into just a couple of words and then open it up for questions. The first thing that I want to do is let you know which documents we’re going to be referring to during today’s call. You got these via e-mail last week or the week before and then it was followed up by a hard copy. The first is the Safe Schools Healthy Students Memo to fiscal year 2003 Initiative Grantees and that includes specific instructions for completing the ED 524 Forms specific to Safe Schools Healthy Students Grantees.

The second document that you should have in front of you, and that we’ll be referring to during the call, is the Instructions For Grant Performance Report ED524B and these are the ones that you can download off of the Department of Education’s Website. They were also sent to you in Adobe format.

Finally, we have the actual forms that get filled out. These were sent to you also in Adobe and they are the ED524B forms. It includes the Cover Sheet and then it has a rather blank sheet for the Executive Summary. Then it has Section A, which is the performance objectives information and then Section B and C are on the last and final page; B being the budget information and C the additional information.

So, those are the forms that we are going to be referring to during today’s call. Just to generally clarify a few things, in this report it is an annual report and we are asking you to report on activities from August 1, 2004 through July 31, 2005. The budget and spending information and the evaluation data we are asking you to report on cumulatively. So, it would be all the information that you can provide beginning in August 1, 2003 through July 31, 2005. So, I just wanted to lay that out for a foundation for today’s call. We think that a lot of the questions will probably be about how to fill out the Section A, but we are willing to answer other questions as well. So with that Jonathan, could we open it up for questions?

Operator: Certainly. Ladies and gentlemen if you have a question at this time please press the 1 key on your touchtone telephone. If your question has been answered and you wish to remove yourself from the queue please press the # key, and when I announce your name please announce your site name; one moment for our first question.

Our first question comes from Traci Nero.

Traci Nero: Hi, can you hear me?

Jane Hodgdon-Young: Sure can Traci.

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Trace Nero: I’m from the Fairbanks North Star Borough School District in Alaska. Did I understand you to say that the budget was cumulative from 1 August ’03 until July 31 st?

Jane Hodgdon-Young: Yes. You will be reporting cumulative expenditures. And, actually that has not changed since the beginning. We’ve always asked you to report cumulative expenses against cumulative budget.

Trace Nero: Okay. I think—I’m just looking at the form here. Are you looking—are you talking about the Cover Sheet, the ED524B?

Jane Hodgdon-Young: Okay, if you have the ED524B in front of you, under Section 8 that says Budget Expenditures. Under Previous Budget Period you’ll be reporting the Federal Grant Funds that you expended from August 1, 2003 through, let me check, through July 31, 2004.

Trace Nero: Okay. And, I don’t know that I’ve been doing that correctly because we’ve been—when we were doing the six month reports for reporting it on a six month basis and I just got my report from our accounting department and they went from August ’04 to July 31 st so I’ll have to go back and make sure that that’s 1 August ’03.

Jane Hodgdon-Young: Right. Well, again that Section A Previous Budget period is going to be August of 2003 through July of 2004. Under current reporting period that’s going to cover the period of this past year August 1 2004 through July 31, 2005.

Traci Nero: Okay, now the report that we submit, where you can submit it on a spreadsheet and it’s broken out by element, is that—how do you want to see that?

Jane Hodgdon-Young: That same way.

Trace Nero: Okay, so—

Jane Hodgdon-Young: We want to see that just cumulatively. You don’t need to show us the first year and then the second year, just add it all together so we can see, under each element we can see how much you had budgeted since you got the first award and how much you spent since you got the first award.

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Traci Nero: Excellent, thank you so much.

Jane Hodgdon-Young: Traci, just take a look on Pages 6 and 7 of the instructions that we provided you; it talks about the budget, so not only are you reporting your expenses on the Cover Sheet of the 524 but we’re also asking you to submit an attachment that addresses exactly what you just asked.

Traci Nero: Okay.

Jane Hodgdon-Young: Okay?

Traci Nero: And, you know I have that highlighted here and I swear in my mind I saw August 1, 2004.

Jane Hodgdon-Young: That’s okay.

Traci Nero: Thank you.

Jane Hodgdon-Young: You’re welcome.

Operator: Our next question comes from Mindy Schuman.

Mindy Schuman: Hi.

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Jane Hodgdon-Young: Hi Mindy.

Mindy Schuman: My question is about Section A. I’ve heard—in reading the things and in talking to the Federal Project Officer, I have heard two different things. One is that we need an objective for each element and the other is that we need to go back to the application and look at what are the objectives that were laid out as the evaluation points to show that we’re making progress. I don’t know which it is.

Jane Hodgdon-Young: What we want you to do in Section A is we want you to identify a project objective/performance measure and I’m using those terms somewhat interchangeably only because as I looked through the grants that I monitored in those initial applications, the terminology was used in a lot of different ways. So, if—what we want to be able to get from you is one measurable objective for each element. This should be an objective that was included with your original application, or if you have made some changes, some clarifications to your project’s objectives that have been approved by your Federal Project Officer in the past those would also be okay to use. And, we would like for you to have one objective per element to discuss in this Section A.

Mindy Schuman: Okay. I have a couple of questions related to that. One is in our original application the objectives were not specific to element and they were really specific to the project in a comprehensive way and so, I can break out objectives for each element but they’re going to be different, they’re going to be related but different than the ones on the application.

Jane Hodgdon-Young: Mindy did you not have performance indicators, one for each element though?

Mindy Schuman: No, we did not. We had performance indicators for the project itself.

Jane Hodgdon-Young: I would recommend that you send an e-mail to your Federal Project officer that includes what those objectives are that you would consider using for each element before you submit the report.

Mindy Schuman: Okay. And, then the other thing is as far as the actual form itself. There are two pages for project objectives and one says one project objective and I guess the both—then the other one says two project objectives. Where do we put the other four?

Jane Hodgdon-Young: These are actually, I don’t know if the Adobe allows you to make any changes to them, but the ones that you can get off of the Department of Education’s Website, you can manipulate those forms to make changes so that you could change some of the headings and stuff so that if you wanted to do Number One Project Objective Element One and then discuss it in the box and then you could insert some language above what on this form now says 1B, it allows you to manipulate these forms some.

Mindy Schuman: Does it have to be on these forms?

[top]

Jane Hodgen Young: Yes, it does.

Mindy Schuman: Okay.

Michael Wells: Mindy you have a number of objectives that are going to be easily applied, I think, to the elements. It’s just a matter of doing that in a way that makes some sense and we can talk more about that if we need to.

Mindy Schuman: Okay, thanks.

Operator: Thank you. Once again ladies and gentlemen, if you have a question at this time please press the 1 key on your touchtone telephone. Our next question comes from Delores Casillas.

Delores Casillas: Hi. I’m calling from Arizona, the Kyrene School District. We were not required to respond to the performance measures during year one. And, what I’m hearing now is that we are during year two. And so, if it’s cumulative are you wanting us to go back and revisit data from year one and report on that and then also year two or have it all be an aggregate for this one year?

Jane Hodgdon-Young: We’re asking for you to report on your data cumulatively. So, all that you have and can provide to us that would be back from August 1, 2003 through July 31, 2005. I want to sort of asterisk that by saying that we understand that there’s a lag between when you collect information and when it has been processed and is ready to be reported on, so we understand that and there’s a place on these Section A forms for you to explain all of that. But, we do want you to report on it cumulatively with what you have available to you.

Do you have a follow up question?

Delores Casillas: No that was it. I just – so we need to go back and revisit year one. We weren’t anticipating on having to do the aggregate until the end of year three, at which time we would do the total and then also do cross year comparisons. So, I guess at this point we need to go back and take a look at year one and two in the aggregate and right now we’ve only been doing it by year.

Michael Wells: It’s really important to involve your local evaluator in there, so they may be able to help quite a bit.

Delores Casillas: And, actually I am the lead evaluator on the project.

[top]

Michael Wells: Okay.

Delores Casillas: Samantha Heindrich had a family emergency and is out of town, and so given that you’re wanting it cumulatively, what I need to do is end up merging our year one for the elements that will respond to merge our year one files with our year two files.

Jane Hodgdon-Young: Yes, and you can also work with your Federal Project Officer if there is something specific to this where that would create a real burden for you. Work with your Federal Project Officer and maybe on this report you could show here’s what we’ve got for year one and here’s what we’ve got for year two, and then the next time we’ll be able to combine them. So, we’re not trying to increase your burden but, as far as now you need to report on new things, but we are trying to get you to use this format to show us what you have already been collecting.

Delores Casillas: That sounds fine. We’ll go ahead and take a look at what we have and what seems reasonable within the time that we have to respond.

Jane Hodgdon-Young: Great.

Operator: Thank you. Our next question comes from Tamara Luckett.

Tamara Luckett: Hello. I have a question about the report due date. With such short notice provided for cumulative evaluation information, will there be an extension available for the report due date?

Jane Hodgdon-Young: You would need to work with your Federal Project Officer on any requests for an extension.

Tamara Luckett: Okay, thank you.

Operator: Thank you. Our next question comes from Rosemary Virtuoso.

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Rosemary Virtuoso: Hi, this is Bart. Go ahead Bart.

Bart C. Bartello: This is Bart C. Bartello from Clark County. I have a question. Somebody just said there’s one objective per element. Did that person mean at least one objective per element?

Jane Hodgdon-Young: Yes, at least one per element.

Bart C. Bartello: At least, okay. Then also I found that cover sheet that talks about the annual performance report with a box where they have the call-in number. It says the report will cover the period of August 1, 2004 through July 31, 2005. Which—but later on I do understand that it’s going to be cumulative and we had that covered, but I just wanted to call that to your attention. It was a little misleading until we got further in.

Jane Hodgdon-Young: All right, let me clarify that again in case it was confusing. Your activities that you have been completing over the last year, for example implementation of curriculum, services provided to families and students, those kinds of activities. That’s what we’re looking for on the annual basis. It’s the money and the evaluation data that we’re looking for cumulatively.

Bart C. Bartello: You mean the outcome data or the output and so on, primarily the outcome data?

Jane Hodgdon Young: Yes.

Bart C. Bartello: Okay, and then the process data or the program output that would be on the annual?

Jane Hodgdon-Young: Yes. Do you have any other questions?

Bart C. Bartello: No. Did you hear my last statement, that just the program outputs like the curriculum and the numbers and all the processed stuff; all that is the annual? Then the outcomes as we define them would be cumulative?

Jane Hodgdon-Young: Yes, correct.

[top]

Bart C. Bartello: Thank you, now I’m good.

Jane Hodgdon-Young: All right.

Operator: Thank you, our next question comes from Linda Papison.

Linda Papison: Hello. I’m in Cloquet, Minnesota where we can talk about the weather and smile at this time of the year. I have some questions on the Section A format. I’m wondering of you can go through for us what each of these terms means in terms of measured type, target, performance data, raw numbers, ratios? I’m not exactly sure what you’re looking for.

Jane Hodgdon-Young: Okay. In the instructions for Grant Performance Report ED524B, these are not Safe Schools Healthy Students specific these are from the Department of Education and this information is found beginning on page 6 of those instructions. And I want to preface this by saying, that from what I can gather in reading through this and looking through various grant applications and performance reports, this—the terminology that’s used is varied quite a bit. So, let’s all just take a deep breath and understand that if there any questions when you submit your performance report your project officer will follow up with you and it won’t be a big deal. But, this is where the Department of Education is providing those definitions.

Under project objectives it’s asking for each objective in your approved grant application. We have changed that and said that we only want one objective per element; at least one per element. As far as the performance measures, in the instructions for Safe Schools Healthy Students I wrote those so that it said performance objectives/performance measures because again, people are using terms interchangeably. Where I have one grant’s application that I look at that has very measurable performance objectives that could be reported on in that performance measure box, another grantee might have a very broad project objective and then their performance measure is what is so measurable that they could report on, so we’re not very concerned about how these are being—how the terms project objective or performance measure is being specifically defined. What we’re looking for is what you’re using to measure your progress.

The measure type, you’ll enter PROJECT there and that’s because the 2003 sites do not have to report on the specific GPRA indicators and the Safe Schools Healthy Students Program does not have specific performance measures or indicators that we’re asking you to report on. So, please put PROJECT and that will mean that it is specific to your grant.

As far as the, let’s see, the quantitative data, some of this is going to depend on what it is that you’re measuring. So, if you are saying that you’re going to increase attendance by 10%, for example under 1A, and then you’ll have PROJECT under measure type and then your raw number might be the total number of absences, for example, and then your ratio of what the change was and then what that percentage equals out. What you have targeted and then you would show what your actual performance data was.

Pages 6 and 7 of the ED Instructions should provide you with more specifics on how to look at this. Unfortunately, you are going to have to toggle back and forth between the instructions that we sent you to try and make this a little bit more tailored versus the ED524 instructions, the official instructions. But, if you look at our instructions we said for the quantitative data section and for the explanation of progress section to refer back to the ED524 instructions that we included in the packet.

Linda Papison: Well you know on the bottom, the very last line on the ED instructions on page 6 is, please leave the ratio and percentage columns blank. So, I think that’s why I was asking for further information.

Jane Hodgdon-Young: We’re looking for that right now.

[top]

Linda Papison: Okay.

Jane Hodgdon-Young: What page does the ED—

Patrick Weld: The bottom of page 6, right here.

Jane Hodgdon-Young: Okay.

Patrick Weld: But look at the sentence before that. If it’s only for performance measure—

Linda Papison: Oh I understand, you have to read the rest of the paragraph, I think.

Jane Hodgdon-Young: Okay.

Linda Papison: Okay, and then we can manipulate these forms to copy as many performance measures as we need under each objective and add multiple objectives for each of the elements?

Jane Hodgdon-Young: Yes, and we’re asking that you include at least one per element. You do not need to include every single one. We’re saying at least one per element. So, if you have some that are just looking at how many people show up for something, those might not be the ones that you want to include. You don’t have to do all of them but choose the ones that make sense for your project to include on here, and it needs to be at least one per element.

Linda Papison: Okay, thank you.

Operator: Thank you. Our next question comes from Donald Vangsness. Your question please sir.

[top]

Donald Vangsness: I’m sorry; all my questions were just answered in the discussion that just took place.

Jane Hodgdon-Young: Okay

Patrick Weld: Thanks

Operator: Thank you. Once again ladies and gentlemen if you have a question at this time, please press the 1 key on your touchtone telephone. Our next question comes from William Slater.

William Slater: Hello everybody. It’s quite the different story down in Oklahoma than it is in Minnesota. We’re burning up. But anyway, I’ve got a couple of questions. One just to make sure that I didn’t miss anything, there’s a couple of references in both the Department of ED’s instructions to the Dear Colleague letter; I didn’t get one that is addressed specifically to Dear Colleague, did I miss something?

Group: No

Doris Steward: The dear colleague letter is actually the first three pages; I think first—the second sentence of the memo says this Dear Colleague memo.

William Slater: Okay, I missed that one then. But let me ask one more question then. In the SS/HS instructions on page 6 where it’s discussing the Executive Summary, do you want our Executive Summary to be cumulative from year one as well?

Jane Hodgdon-Young: No, the Executive Summary should really probably focus only on the past year from August 1, 2004 through July 31, 2005.

William Slater: Okay, well that answers my questions and thank you very much.

Jane Hodgdon-Young: You’re welcome

[top]

Operator: Thank you. Our next question comes from Lynn Kehbiel.

Lynn Kehbiel: Hello everyone.

Jane Hodgdon-Young: Hi.

Lynn Kehbiel: Thank you for your help on this. I was wondering if you might also have one sample from one of the more current grantees that you would be able to e-mail to us? I think that might go a long way in helping us see what you’ve found helpful here and what you’re looking for.

Jane Hodgdon-Young: Unfortunately this is why we decided to do the conference call, because this is the first time. Remember these are new forms and instructions were just rolled out within the past year and this is actually—you are the first cohorts to actually have to submit an annual performance report with these forms. So, we have no samples.

Lynn Kehbiel: Okay, thank you.

Jane Hodgdon-Young: I’m sorry:

Lynn Kehbiel: That’s all right. I had thought that some of the later cohorts had been using them at the six-month period.

Jane Hodgdon-Young: No, unfortunately we have nothing so we’re looking for some samples to use.

Lynn Kehbiel: All right, great. Well, among all of us we’ll see what we come up with. Thank you.

Jane Hodgdon-Young: Sure you will.

[top]

Operator: Thank you. Our next question is a follow- up from Tamara Luckett.

Cassandra Larson: Hi. This is Cassandra Larson and we’re the evaluator on the Safe School’s Healthy project in Phoenix. I have a question on why the notice was given so late? Our report for the six months has been completed. We had no notice of doing cumulative to this point. And, I guess I have a question. Is this going to be the time frame for the rest of the reporting for this project?

Doris Steward: Yes, it is in that you will continue to report every six months as you have since you initially got your award. And, you will always have to use these forms when you are reporting unless, of course, OMB approves different forms and we had to go back to scratch on that.

Cassandra Larson: Okay, I guess I need to clarify that. We’re still reporting on a six-month basis but yet—

Jane Hodgdon-Young: You still will submit a semi-annual report. So, every six months we’ll still get a report from you.

Michelle Bechard: But, the difference is the Department of ED now requires you to submit each year a semi annual report and then an annual report. In the past we called everything a six-month report. No one was required to submit an annual report per se, many did but they were not required to do so. The requirements changed so the last report that was submitted was indeed a six-month report. Now, because your grant year just ended July 31, 2005 then this report needs to be an annual report, with the exception of the budget reporting and the data reporting and that is cumulative reporting.

Cassandra Larson: So in other words, we will have a six-month report due in December/January or whatever, correct?

Michelle Bechard: Yes. It will run from August 1, 2005 through January 31, 2006 and be due at the end of February 2006. And, that will be considered a semi annual report and you would do another annual report for the period that ends July 31, 2006 and that would be an annual report.

Cassandra Larson: Okay, and my question that I don’t think got answered; why we were notified of the change on August 4 th for reports that’s due; that is cumulative, that is due August 31 st? Was there no prior notice to all of your agencies that this was going to be required?

Michelle Bechard: Well, we’ve been pretty busy and we got the notification out as soon as we could.

Cassandra Larson: Okay, thank you.

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Operator: Thank you. Our next question is a follow-up from Rosemary Virtuoso.

Bart C. Bartello: Oh, hi, this is Bart Bartello again. I’m the evaluator for the Clark County project. I want to run something by you. Say for element two the objective is to reduce violent behaviors on campus and there are a number of ways that we do that. But, what I thought I would do up in the top in the boxes is put the comparison between the numbers of violent acts on the campuses as compared to the base case; that would be the numerical. But, the way we do that we have anti-bullying, we have bullying prevention programs, we have drug abuse, drug prevention programs, and other programs, as well as individual intervention; that I would put down—I would explain those things without numbers or maybe with some minimal numbers and the explanation of progress. Does that appear to be the correct approach?

Jane Hodgdon-Young: It sounds like it.

Bart C. Bartello: Okay.

Jane Hodgdon-Young: No, it sounds fine.

Bart C. Bartello: Okay, because I didn’t want to do all of the specific program numbers up in the box because that appears to be the more important aspect of the—

Jane Hodgdon-Young: I think it goes back to your process versus your outcome too.

Bart C. Bartello: Yeah, it does. So, I’m thinking the outcomes are up here and the performance measures and the process are in the explanations.

Jane Hodgdon-Young: Yes.

Bart C. Bartello: Okay that works.

[top]

Jane Hodgdon-Young: Okay.

Bart C. Bartello: Thank you.

Jane Hodgdon-Young: You’re welcome.

Operator: Thank you. Our next question is a follow up from Delores Casillas.

Delores Casillas: Calling from sunny Phoenix. I’m actually wanting to follow-up with my colleague here in Arizona. We too at Kyrene are about 99% done with our end of year evaluation report; just kind of working on formatting and making sure the graphs stay in place and those types of things. So if I’m understanding correctly, we proceed with the report as we’ve completed. However on these reporting forms that’s what you’re wanting in cumulative, not our end of year evaluation report. Is that correct?

Michelle Bechard: That’s correct.

Delores Casillas: Okay.

Operator: Thank you. Our next question is a follow-up from Mindy Schuman.

Mindy Schuman: If we have tables and graphs, can we attach them to these forms?

Jane Hodgdon-Young: As a substitute?

[top]

Mindy Schuman: No as a, well no, as an addition.

Jane Hodgdon-Young: You could certainly attach them to the report but the data still needs to be in the report on the forms.

Mindy Schuman: I guess I’m still confused because, for instance, on element two our objective has to do with the reduction of suspensions for violent offenses and there are, lets see, one, two three, four, five different offenses. So, when we’re putting raw number, or ratio, whatever, you want a total, you don’t want anything that demonstrates reduction in each of those.

Michael Wells: On that form you put the totals if that’s looking at all those and then include those break downs, and charts and tables and explanations in your report or as an appendix is perfectly okay.

Mindy Schuman: Okay, thanks.

Jane Hodgdon-Young: And, I think that maybe the clarification could be stated again that Delores pointed out. These charts, these forms, this Section A, is not meant to replace what the local evaluator is producing in the way of an end of year report at all. This is a format for reporting what kind of outcomes are being seen at site that was created at the Department of Education and approved by the Office of Management and Budget. We’re not asking that this then replaces what an evaluator is doing at a site, but that this does need to be completed as part of the Annual Performance Report.

Mindy Schuman: Okay.

Operator: Thank you. Our next question comes from William Slater.

William Slater: I’d like to do a follow-up real quick on the question that was just asked by the other gentleman. I think I wrote down the response incorrectly. Talking about quantitative and processes answers on the Section A. Can you re-clarify that for me? I wrote down that the quantitative data that would be under the performance measures and the process would be explained down in the explanation of progress. Do I have those backwards?

Jane Hodgdon-Young: Nope, you’ve got it right.

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William Slater: Okay, just making sure. Thanks.

Jane Hodgdon-Young: Okay

Operator: Thank you. Our next question comes from Edward Gronlund.

Edward Gronlund: My question is that from the prior reports when we put those together are we limited by any number of pages for that Section A?

Michelle Bechard: No, not for Section A.

Edward Gronlund: I only ask that because I know in our prior reports we have a multitude of measures that are there and if we’re going to put all these in it could create numerous pages.

Jane Hodgdon-Young: And, you don’t need to include every single one.

Edward Gronlund: Oh, okay.

Jane Hodgdon-Young: We’re asking that you include at least one per element. So, if I were in the position of a project director and local evaluator I would take a look at what I had relative to each element and I would probably pick one, maybe two, that I felt represented that element or that we had good data on. Not necessarily that this is the one that we’re making the most progress on, but the one that I felt really represented what was going on in that element. But, you are not required to report on every single piece of—every objective, every measure and every indicator that you included in your application, but at least one per element.

Edward Gronlund: So, if we’re collecting all of that is there any point in time where that is shared or is that—do we just do that as an internal activity.

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Michael Wells: Ed, you would continue to report those and talk about those in the summary and your narrative just like you have always have in your performance reports. This is an additional piece in which we’re just looking at least one per element.

Edward Gronlund: So, you’re saying that conversation happens in the explanation of progress?

Michael Wells: Well, or, in your narrative that you have been producing in the past for these reports.

Jane Hodgen-Young: Which is Section C of this report—

Michael Wells: Right.

Jane Hodgen-Young:: So, Section A is these charts—

Edward Gronlund: Okay and is Section C limited by pages? Oh, it says use as many as necessary.

Jane Hodgen-Young: It is limited to—

Michelle Bechard: I think it’s twenty-five.

Michael Wells: Twenty-five.

Jane Hodgdon-Young: Twenty-Five and that’s noted on page 7 of the Safe Schools Healthy Students instructions.

Michael Wells: That’s going to be the narrative that you have been submitting and that you did submit this past February as your performance report.

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Edward Gronlund: Okay, now my next question would be then, if that is the case, then do we do duplicate reporting because I know that we’ve been working on this so we basically have a twenty-five page piece done. So, then we’ll be duplicating what is in the report then?

Michael Wells: That could happen because what you’re doing is highlighting at least one per element and that could be one that you had also discussed in your narrative and it will show up in Section C.

Edward Gronlund: Okay. Thank you.

Operator: Thank you. Once again ladies and gentlemen if you have a question at this time please press the 1 key on your touchtone telephone. Our next question is a follow-up from Tamara Luckett:

Tamara Luckett: Hello, I have a question about Section C. It sounds to me like the narrative, the progress section that we used to do, is included there and we have the twenty-five-piece limit. Do you want this information to be cumulative or just for the end of reporting period?

Jane Hodgdon-Young: Just for the annual reporting period, so it would run from August 1, 2004 through July 31, 2005 and if you need to, in this Section C, if you need to refer back to the report that you submitted at the end of February that’s fine. So for example, if you are reporting on trainings held and you have reported on a number of trainings in that last report you could reference that report in Section C.

Tamara Luckett: Thank you.

Operator: Thank you. Once again ladies and gentlemen if you have a question at this time please press the 1 key on your touchtone telephone. Our next question is a follow-up from Mindy Schuman.

Mindy Schuman: In Section B, Budget Information, cumulative budget information, do we break that up by elements?

Jane Hodgdon-Young: Yes, you break it up by elements and line item. In the past before your most recent report we shared an Ed budget form that was broken down by the six elements and then within those six elements you could see it by line item. So, it would have, in element one it would have a budgeted column and element one would also have an expended column and you would break it down by each line item; personnel, fringe, travel, supplies, etc.

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Mindy Schuman: Do we use that form instead of this space?

Jane Hodgdon-Young: This space you could use as the narrative portion to explain any changes you made to your budget, to address the 5 bullets on pages 6 and 7 of the instructions.

Mindy Schuman: And then attach that other form?

Jane Hodgdon-Young: Yes.

Mindy Schuman: Okay, great.

Michael Wells: That’s the form we talked about just the other day Mindy, that is not required but is a good model to follow; that you have a copy of and have used before.

Mindy Schuman: Great, thanks.

Operator: Thank you. Once again ladies and gentlemen if you have a question at this time please press the 1 key on your touchtone telephone. There are no further questions in the queue at this time.

Jane Hodgdon-Young: Jonathan can you hear me?

Operator: Yes maam. Can you hear me?

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Jane Hodgdon-Young: All right, can we give folks just a minute?

Operator: Certainly.

Jane Hodgdon-Young: All right great.

Jonathan, I’d like to make a point while we have everyone on the phone and that can also be documented in the transcript. As you are selecting which performance objective or measure you’re going to report on, when you are selecting at least one per element, I would encourage people to think long-term about this because it would be good for you to always report on that same performance objective, performance measure. So in your next report when you’re updating and turning in information at the end of February, that you would use the same ones that you submitted at the end of this month.

Operator: We do now have a question from William Slater.

William Slater: You just mentioned the transcript, will those transcripts be available to us, and if so when?

Jane Hodgdon-Young: Once we have completed the call, Aspen will get the transcript to Michelle and I and we’ll have a chance to take a look at it and then we will get it up on the Safe Schools Healthy Students Website. I would say that it will take at least a week before that—before it’s up on the Website.

William Slater: Okay, thank you.

Operator: Thank you. Once again if you have a question at this time, please press the 1 key on your touchtone telephone.

Jane Hodgdon-Young: And also, we can have it sent out, the transcripts, can be sent out to all of the 2003 grantees as well.

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Michelle Bechard: We will send it out electronically via the e-mail the same way we went out the grant reporting instructions.

Operator: We have a follow up from Rosemary Virtuoso:

Bart C. Bartello: Hello this is Bart. Section C that you get—is Section C the annual only, or it that also cumulative?

Jane Hodgdon-Young: No, that’s annual Bart.

Bart C. Bartello: Say that again please.

Jane Hodgdon-Young: That is annual.

Bart C. Bartello: That is the annual.

Jane Hodgdon-Young: That would be for the past year. That’s the more general program narrative that you’ve done in the past.

Bart C. Bartello: That we’ve done in the past. Okay, so when you’re going to see them from us as Section A, B and C, Section A being cumulative, B budget, is B budget, I’m not sure. But, do you get Section A which is cumulative B and then C, which is the narrative regarding annual?

Jane Hodgdon-Young: Right.

Bart C. Bartello: Any other documents that we just give to our program coordinator?

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Jane Hodgdon-Young: Right, Sections A and B are both going to be cumulative.

Bart C. Bartello: Both cumulative. Section C is annual only.

Jane Hodgdon-Young: Correct.

Bart C. Bartello: And, that’s what you want sent to you?

Jane Hodgdon-Young: I want everything sent to me.

Bart C. Bartello: We also submit a report to Rosemary, which is in the old format, the one we use, the logic model and so on and so forth. Do you want to see that too?

Doris Steward: That can be sent also Bart. That can be sent as an attachment.

Bart C. Bartello: Okay, we’ll do that. Thank you.

Operator: Thank you. Once again if you have a question please press the 1 key now. I’m not showing any further questions at this time.

Jane Hodgdon-Young: Okay, thank you Jonathan. Then if we don’t have any further questions we’re going to go ahead and wrap up today’s technical assistance call regarding the fiscal year 2003 annual performance report. If you have additional follow-up questions please feel free to contact your Federal Project Officer and we will make sure that once we have the transcript reviewed and available it will be available on the Safe Schools Healthy Students Website, which is www.sshs.samhsa.gov and it will also be sent out to project directors electronically the same way that the instructions for the performance report were sent out. We thank you very much for your participation and we wish you luck as you prepare your report. Thank you very much.

Operator: Thank you very much ladies and gentlemen for your participation in today’s conference. This does conclude the program. You may now disconnect. Good day.

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Last Updated on 8/29/2012