CAMI Annual Meeting: Reporting & Closeout Overview
CAMI Annual Meeting on June 29, 2017, will cover fiscal and programmatic aspects of the Trade Adjustment Assistance Community College and Career Training grant. The agenda includes reviews of timelines, fiscal purchasing guidelines, personnel expenses, and extended performance periods. Attendees will also discuss employer sign-offs on curriculum, use of logos, and uploading content to Creative Commons. The meeting aims to ensure compliance with grant requirements and facilitate effective grant management.
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CAMI Annual Meeting: Reporting & Closeout June 29, 2017 @ 9 AM 11 AM CSCU System Office, Room #310 This program is (funded by or in-part by) a $15,000,000 Trade Adjustment Assistance Community College and Career Training (TAACCCT) grant from the U.S. Department of Labor, Employment and Training Administration. This Program is an equal opportunity employer/ program. Auxiliary aids and services are available upon request to individuals with disabilities.
Agenda Review of Timeline 1. Fiscal Overview: Purchasing, Personnel, and Reporting 2. Programmatic Overview: Follow-up, EA Duties, Reporting, and Records Retention 3. Miscellaneous Employer sign-off on new curriculum 4. Logos, taglines, and use of CAMI Uploading to Creative Commons Q&A 5.
Timeline 4-year grant = 3 yrs performance + 1yr data collection Performance period ending September 30, 2017 Data collection ending September 30, 2018 Changes Option to extend performance period up to 6 months Most colleges have opted to continue performance 3 months No change to data collection end date No additional USDOL funds
Fiscal - Purchasing No stockpiling - purchase Fall 2017 supplies July/Aug (latest) Items must be received before 9/30/17 Invoices for supplies must be included on the Q3 2017 fiscal report Marketing or service agreements can only be funded through 9/30/17 No pre-purchasing services (e.g. professional development, teaching contract, etc.) What if buying bulk marketing time or extending the length of a service license gives me a better price?
Fiscal - Personnel The only expenses that should be incurred during your extended period of performance are salary, fringe, and (if appropriate) indirect There will be a fiscal quarterly report due every quarter until 9/30/18 because you will continue to employ a PT Data & Reporting person (your only position) Vacation payout to occur as 1) grant employee s contract ends, 2) when they resign, or 3) when the grant ends Each college has already built vacation payout into their fiscal projections What if a grant-funded employee continues to work for the college after the grant ends? Do we have to pay-out their vacation? What if the employee wants to roll-over their vacation leave into their new position?
Fiscal - Reporting We did not extend the contracts with the WIBs beyond 9/30/17 Final budget modifications and MOU amendments to occur mid-Oct None of the original MOUs included quarterly report due dates beyond Q3 2017 MOUs will be updated within the next 1-2 weeks to include due dates through Q4 2018 Equipment will be submitted by 10/15/18 Accruals to be reported by 11/16/18 Year Fiscal Quarterly Narrative Progress 1/15/18 Equipment Annual Performance 2018 1/24/18 5/2/18 7/25/18 10/31/18 10/15/18 10/15/18 2018 11/16/18
Post Completion Follow-up 1st Quarter Follow-up 2nd Quarter Follow-up Enrollment Date Completion Date September 2016 May 2017 July 2017 October 2017 October 2017 August 2017 October 2017 January 2017 January 2017 December 2017 January 2017 April 2017 September 2017 May 2018 July 2018 Retention Follow-up: If you documented during the exit process that a student received employment during the quarter in which they graduated, you only need to follow up with them one time with questions related to employment retention. Post-completion follow-up includes all students enrolled during the performance period Contact Attempts: You must make two documented attempts at contact with each completer. Only one of these attempts can be an email.
Data & Reporting Requirements? No longer required Required Post-completion follow-up Advising CAMI students QR and annual reporting Completing CAMI forms Updating CAMI database Managing participant files CAMI Newsletter After the performance period ends, the Data & Reporting EA position will shift to PT and focus on post-completion follow-up Responding to data requests
Changes to Quarterly Programmatic Reporting During Performance Period No change use the current quarterly reporting template After Performance Period Statistics: Earned ST certificate, LT certificate, or Associate s Degree Narrative: Best practice or promising new strategy; success stories Deliverables: No need to report
Record Retention Post-CAMI In compliance with state and federal records retention policy, we must retain all grant-related documents for at least three years. Fiscal Reports: We have all documentation needed on the CAMI share drive Maintain hard copy records per your campus policies and procedures Programmatic Documentation: After the grant ends, we will archive all hard- copy student files at MCC. CAMI Database will not serve as the depository for student forms if you have already uploaded documents to the Database, this is a plus. Please begin to compile all hard copy records for storage at MCC by September 2018
Miscellaneous Getting employer sign-off on NEW curriculum (form) Use of logos, USDOL tagline, and CAMI Working collaboratively to upload final items to Creative Commons
