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FY2001SS/HS Final Report and Closeout
September 15, 2005, 3:00 PM ET
Moderator: Kellie Dressler-Tetrick

Operator: Good day, ladies and gentlemen, and welcome to the Safe School's Healthy Student Final Report call for 2001 grantees. At this time, all participants are in a listen-only mode. Later we will conduct a question and answer session and instructions will be given at that time. If anyone should require assistance during the conference, please press star, then zero on your touchtone telephone. As a reminder, this conference is being recorded.

I would now like to introduce your host, Ms. Jane Hodgdon Young.

Ms. Hodgon Young, you may begin.

Jane Hodgdon Young: All right. Thank you. And, welcome to 2001 grantees that are participating in today's call. As Matt said, the purpose is to provide technical assistance in the drafting of your Safe School's Healthy Student's Final Report which will cover the dates of October 1, 2001, through September 30th, 2005. As he said, my name is Jane Hodgdon Young and I work at the U.S. Department of Education and serve as a Federal Project Officer for several Safe School's Healthy Students Grantees. And I'm joined this afternoon by two of my colleagues.

Doris Stewart: Good afternoon. I'm Doris Stewart [sp]. I work for Health and Human Services.

Caroline Fernandez: Hello. I'm Caroline Fernandez [sp]. I'm a Federal contractor for the Health and Human Services Department.

Jan Hodgon Young: All right. Thank you. As I said, the purpose of today's call is to discuss the final reports for fiscal year 2001, grantees. I gave the dates October 1, 2001, through September 30th, 2005. Just to go ahead and put this out on the table, it is a final report. It is a cumulative report. So it covers the entire duration of your grant period. I want to tell you which documents I'm going to be looking at and referencing while we talk today. The first is -- it was sent out by e-mail, Friday, September 9th, by Caroline Fernandez, and it was a cover e-mail that had information about today's call in. It's followed by a Dear Colleagues memo, which is dated September 8th, 2005, and is written to fiscal year 2001 grantees. And it is a nine page memo giving information about completing the final performance report. Another document is the frequently asked questions about grant closeouts which is a -- let's see. It's about a three page -- no, it's a two page document that lists several questions that have come up from previous grantees that are completing their report. Another document included in the e-mail was supplemental instructions for accessing the Department of Education forms, using the U.S. Department of Education's web site. Then there were three PDF or Adobe documents. The first was the instructions for grant performance report ED524B. And that is Department of Education instructions, eight pages long. And then there were two others that included the actual forms that will be used for completing the performance report. And those were -- the first one -- the first document had the ED524B coversheet and then the executive summary sheet. The second had Section A, progress status chart for project objective information and related performance measures data. The second is a duplicate of that. And then the third page is Section B for budget information and Section C for additional information.

I know that this is the first time that you are being asked to fill out these different forms. Last -- last fall, 2004, these forms were approved by the Office of Management of Budget and we are required as Department of Education grantees to use these forms. So they do ask for some slightly different information than what you have provided in previous reports. And so that's part of the purpose of today's call. One of the differences that you will note is the coversheet is slightly different. Also, the ordering of information will be a little different from what you have submitted in previous reports. But much of the information will not be -- it's not that the information you submit will necessarily be different, but the order in which it is presented will be different. Section A is something that you have not needed to report on before, but will need to report on for this final report. What we'll be asking for here as noted in your Dear Colleague instructions is that for each element you identify one project objective and/or performance measure, depending on how you're defining those. And you list that one for each element in these project status charts. Then in Section B, this is where you would include that budget narrative information that you have always included with your performance reports. You would also need to supplement this with some kind of spreadsheet or chart that would show what your budgeted and expended amounts were for each element, and by line item in each element. You are welcome to use the charts or the spreadsheet that you have used previously, and if needed to your Federal Project Officer can share an electronic version that has been used before, but you would need to request that from him or her. And then Section C gets into the narratives that you have been submitting for the last several years when you have been issuing your performance reports. That's where you report on what your goals, your objectives and your activities were over the last four years and you do that by element.

So, with that said, I want to go ahead and open this up for questions.

Operator: Thank you, ma'am. Ladies and gentlemen, if you have a question at this time, please press the one key on your touchtone telephone. If your question has been answered or you wish to remove yourself from the queue, please press the pound key. Once again, if you have a question, please press the one key on your touchtone telephone.


At this time I am showing no questions.

Jan Hodgon Young: Okay. Let's wait for just a couple of minutes.

Operator: Once again, if you have a question, please press the one key. We do now have a question from Larry Robins of Redding, California.

Your question.

Larry Robins: On the coversheet for the grant performance, where it says project director name. Our project director left in June. So is that now my name or the project director who oversaw the project for the first two years?

Jan Hodgon Young: It would be the person that is going to respond to any questions about the -- about the final report. You should make sure that the Federal Project Officer is aware of any changes, but -- but it would be the person that's going to be available to answer questions. So it sounds like you won that lottery ticket.

Larry Robins: Thanks.

Operator: Again, if you have a question, please press the one key.

At this time I'm showing no questions.

Jan Hodgon Young: Okay. We'll wait just a couple of minutes.


Well, since we're going to be completing a transcript of this, I'm going to go ahead and go over a couple of the questions that have come up in earlier calls today about performance reports using this format. Some of the frequently asked questions that we received from folks. And then also go over a couple of questions that have come up again and again from sites that I've worked with as they closed out and completed their final report.

In completing Section A, the first thing that has come up is that these Adobe documents can be very hard to manipulate. And we have encouraged people to review the instructions that Caroline has included that had -- that tell you how to get to the Department of Education's website that holds these forms. That can be helpful because they are offered in Microsoft Word and in Adobe. And in the Microsoft Word version you can make changes. So that your Section A, you would be able to make sure that it reflects Element One and then you would have one performance measure or one project objective that is measurable there. And you could delete the second row and then have more space to provide your explanation for what you have found. The measure type is always going to be "Project" because there are no overall ones for this entire program. And it's not -- this is not what you would be using to address your achievement of the Government Performance and Results Act. The information in the Department of Education instructions are helpful if you are looking for guidance on how to fill in that quantitative data or how to use these data fields. So I'd encourage you to take a look at that. We are asking that you submit at least one per element. We're not asking you to go back and collect on anything different, but to use objectives that you had for each element. One per element at least. You can use more if you'd like to. And also to make sure that you use the explanation of progress portion there too. Let's see. So you will have at least six pages of the Section A chart.

Other questions that have come up. You're welcome to use the Executive Summary page and to begin your narrative on there and to add an additional page if necessary, or you can simply say "see next page" and then provide up to the limit that is listed in the Dear Colleague memo, which I believe was five pages. I want to encourage you to read carefully that Dear Colleague memo. Not only does it provide helpful guidance on completing these new forms, new for you at least, but it also provides some very specific guidance around what we are going to expect to find in your final performance report, which again I can't say this enough, is going to be a cumulative report. So just because you have reported on something in previous performance reports, that doesn't -- that doesn't mean that you wouldn't report on it here. This is going to need to be inclusive of the work that you've done over the last four years.

Let's see. In the frequently asked questions, I want to point out a couple of these questions that I have needed to raise with grants that have turned in final reports. One is equipment. The U.S. Department of Education defines that as something that is $5,000 or more per unit. Any equipment that you have purchased you will need to discuss the disposition of that equipment in your report, because that will be one question that we'll need to readdress with you if it's not covered in the report.

Also, the final report coversheet should be signed by the authorized representative. In most cases that is the superintendent of the school district.

I mentioned earlier that you will need to account for in some kind of spreadsheet format all of the funds that were budgeted and expended over the four years.

And another supplement to this final performance report will be your final evaluation report which should also be cumulative for the last four years. So that will be a piece too of what you include in your final report.

Doris, were there other questions that you recall hearing today?

Doris Stewart: No. That covers just about everything.

Jane Hodgon Young: Okay. One last thought is we do encourage you to complete that Section A, project status chart, with your local evaluator. A question that came up is, what you're reporting in Section A, is it the same as what's being reported in Section C? And that's not the case. You might think of Section A as a highlight where you would have one objective per element, but it would not be inclusive of all of the goals, objectives and activities that you completed in your -- during your grant period. So it might be thought of more as a highlight to that.


So those points being made, I want to give another opportunity for anyone to ask any questions that they might have.

Operator: Once again, ladies and gentlemen, if you have a question, please press the one key on your touchtone telephone.

We do have a question from Nancy Kelly from Utica, New York.

Your question, please.

Nancy Kelly: Jane, can you repeat the -- your equipment explanation again about the $5,000 and the reporting of that?

Jane Hodgon Young: Sure. It's on the frequently asked questions page, page one and it goes into page two. And this question deals with what do I do with equipment that was purchased with grant funds. Generally it can be retained by the grantee as long as it's needed and the equipment is being used for the purpose for which it was originally purchased. If it's not needed for that original purpose, then it can be used for other activities that are being sponsored by a federal agency -- and it also cites some areas in Edgar that you can review. But generally most of the Safe Schools Healthy Students sites ask questions about the computers that they've bought, those are lower than the equipment threshold, which is $5,000 or more per unit. That is what the grant policy oversight staff in the Department of Education defines equipment as. Another example might be folks that bought security camera systems. If those are continuing to be used that would be fine and they don't need to worry about disposing of that equipment. However, this issue should be addressed in the final report.

Does that help, Nancy?

Nancy Kelly: Yes. Yes. Thank you.

Operator: Again, if you have a question, please press the one key on your touchtone telephone.

At this time, I'm showing no questions.


Jan Hodgon Young: Okay. Let's give just another minute since we're -- we're here and available now.

Okay. Well, if there are no further questions, I'm going to guess that we did a really great job of providing guidance for completing these final reports. If -- if you have follow up questions to what was covered on today's call, please do not hesitate to contact your Federal Project Officer. As you know, there are 90 days to complete your final report, the evaluation report. And, also, to draw down any already encumbered funds. All funds must be encumbered by September 30th, 2005, but then you can do draw downs for liquidating what has been encumbered until December 31st, 2005, and that's the same day that your final report and your evaluation report are due.

Contact your Federal Project Officer with any follow up questions and we wish you the best of luck in your work on this final report. And thank you for your time today.

Operator: Ladies and gentlemen, thank you for participating in today's conference. This concludes the program and you may now disconnect.

Good day.


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Last Updated on 1/27/2015