TEGL25-10.pdf

ETA Advisory File Text

dealing with the reduced PY 2011 funding with an overall goal of ensuring the least disruption possible to S CSEP participants. Individual participant durational limits will come into effect for the first time on July 1 2011. Applicants will have the opportunity to adjust their recently-approved durational limit policy and to describe transition planning and service strategies during PY 2011 for participants who will reach their individual durational limits in PY 2011. It is especially important that applicants develop a thoughtful overall strategy of participant training and transition whether to employment or other services. This year s approach also addresses continuing efforts toward increased minority enrollments and employment outcomes. In addition grantees will be asked to submit termination and grievance policies that are required by current regulations. 5. Grant Application Procedural Requirements . All SCSEP grant applicants must submit a grant application package in order to receive PY 2011 funding. The Grant Officer will not approve a grant application that fails to provide any of the required information outlined in this guidance. The Department requires the following items in the grant application package Program Narrative Attachment B . Applicants must provide a narrative in accordance with the description in Attachment B. Programmatic Assurances Attachment C . Applicants must submit signed programmatic assurances that reflect standard grant management requirements. Optional Special Requests Attachment D . Additional optional narratives described in Attachment D are required from applicants with special requests in one or more of the following areas Waiver for additional funds for training and supportive services Administration cap increase Extension of maximum project duration On-the-job experience OJE training option Cross-border agreements Budget Forms Attachments E-G . A signed Application for Federal Assistance SF-424 a SF-424A Budget Information Form and a detailed budget narrative must be submitted. These forms and instructions can be found in Attachments E through G. Applicants should not include manuals and operating procedures in the application. Federal Project Officers FPOs may request these separately as needed. When the Grant Officer returns the PY 2011 grant agreement for the applicant s signature it will incorporate the programmatic assurances and the grant narrative as the Scope of Work. Geographic Areas to Be Served. List the cities and counties where you will operate the grant. In clude the number of SCSEP authorized positions that you will establish in each jurisdiction with PY 2011 funds. Applicants serving a city as well as its surrounding counties or jurisdictions must list authorized positions in the surrounding counties and jurisdictions. This information can be submitted in an Excel spreadsheet as a separate attachment and will also serve to provide information for Item 14 on the Form SF-424. 6. PY 2011 Program Allotments . See Attachments A-1 through A-5 for funding levels and authorized positions. 7. Schedule and Action Requested . Applicants must comply with the following Provide grant application forms SF-424 and SF-424A with narrative to the State Office on Aging if not the grantee and Area Agencies on Aging AAAs no later than the date of submission to the Department. Submit the PY 2011 grant application to the Department of Labor DOL Employment and Training Administration Office of Workforce Investment Division of Adult Services no later than Monday June 6 2011. Applicants are encouraged to submit their applications as soon as possible. 8. Method of Submission . Applicants must submit electronic copies of the items listed in section 5 of this TEGL. Materials should be sent via email to grants.scsep2011 dol.gov with an electronic copy to the applicant s FPO Attachment I . If an applicant is unable to submit electronically the applicant must submit hard copy applications by fax to 202 693-3817 or by overnight delivery to the address below Alina Walker Division of Adult Services U.S. Department of Labor 200 Constitution Avenue NW Room S-4209 Washington D.C. 20210-0001 Please note that all application packages must have an electronic or actual date stamp no later than Monday June 6 2011. Applicants requiring receipt verification for grant documents from the grant email box should use the Return Receipt Request under Options in their email program. 9. Grant Application Intergovernmental Review . In accordance with section 502 d of the 2006 Amendments to the OAA applicants must share applications on an intrastate basis and provide appropriate AAAs with copies of the SF-424 Application for Federal Assistance a summary of project locations and an explanation of services that the applicant will provide in each state. In addition state applicants should follow procedures established by Executive Order 12372 which implements the Single Point of Contact SPOC system unless the state SPOC has waived this requirement. Applicants should include documentation supporting these requirements with the grant application. 4 10. Eligibility Review Responsibility Review Grant Application Review . DOL will conduct a grant application review as provided at section 514 of the 2006 OAA Amendments and 20 CFR 641.430-440 of the current regulations. DOL will not issue final approval for PY 2011 funding if the grantee Fails to meet the eligibility tests of section 514 c of the 2006 OAA Amendments and criteria as provided at 20 CFR 641.430 of the current regulations. Fails to meet the responsibility tests of section 514 d of the 2006 OAA Amendments and criteria as provided at 20 CFR 641.440 of the current regulations. Fails to submit the materials listed in this TEGL. 11. Inquiries . Questions may be directed to the applicant s FPO. 12. Attachments . Attachment A Funding Allocations and Authorized Positions Attachment B Program Narrative Instructions Attachment C Programmatic Assurances Attachment D Optional Special Requests Waivers Attachment E SF-424 Instructions Attachment F SF-424 Attachment G SF-424A Attachment H List of Federal Project Officers FPOs Attachment A-1 USDOL ETA Senior Community Service Employment ProgramPY 2011 Authorized Positions and Funding for State Agencies and Territories by State States PositionsDollars Alabama171 1 654 281 Alaska197 1 909 347 Arizona122 1 187 876 Arkansas168 1 625 132 California790 7 659 251 Colorado93 903 660 Connecticut101 976 537 Delaware197 1 909 347 District of Col53 517 418 Florida543 5 268 923 Georgia204 1 982 223 Hawaii197 1 909 347 Idaho49 475 366 Illinois3583 476 178 Indiana241 2 339 314 Iowa1181 144 150 Kansas94910 948 Kentucky175 1 698 007 Louisiana1561 508 530 Maine57553 856 Maryland127 1 231 602 Massachusetts2011 945 785 Michigan3072 980 622 Minnesota219 2 120 687 Mississippi1141 107 712 Missouri2282 208 138 Montana58 561 144 Nebraska71685 033 Nevada49475 366 New Hampshire49 475 366 New Jersey2602 521 504 New Mexico52 502 844 New York6095 902 944 North Carolina2412 339 314 North Dakota56 539 281 Ohio4023 898 858 Oklahoma1481 435 654 Oregon135 1 311 765 Pennsylvania4934 780 655 Puerto Rico1261 224 314 Rhode Island50 480 980 South Carolina1251 217 027 South Dakota64619 445 Tennessee188 1 821 896 Texas5114 955 557 Utah62597 581 Vermont51 495 555 Virginia2001 938 498 Washington1361 319 053 West Virginia104 1 005 686 Wisconsin2362 288 302 Wyom ing49475 366 State Agencies Total9 805 95 073 225 American Samoa104 1 010 475 Guam1041 010 475 Northern Marianas35336 825 Virgin Islands104 1 010 475 Territories Total347 3 368 250 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 State Agencies Territories U. S. Department of Labor Employment Training Administration Attachment A-2 Senior Community Service Employment Program PY 2011 Authorized Positions for Non-Minority National Sponsors by State State AARP ABLE ANPPM ES EW GII Mature NCBA NCOA NULI QCSI SER SSAI TWI VATD Total Alabama 0001970000000047000667 Alaska 0000000000000000 Arizona 1 20012700104000000000351 Arkansas 1 84000353001190000000656 California 3680 4110 318000 23500 1 026 386002 744 Colorado 1410000000000223000364 Connecticut 0001870000000002090396 Delaware 0000000000000000 District of Col 006 300001440000000207 Florida 1 316000513001510001440002 124 Georgia 204000453000141000000798 Hawaii 0000000000000000 Idaho 00001 730000000000173 Illinois 86 00 177 3980095000 173 403001 332 Indiana 23600028120800000021800943 Iowa 15600021000000009500461 Kansas 00000000000355000355 Kentucky 1 01000344000237000000682 Louisiana 1270160019200072000000551 Maine 02220000000000000222 Maryland 00000000000049500495 Massachusetts 01 9900000001500038800737 Michigan 3 65000391001990191000001 146 Minnesota 000038500000156029600837 Mississippi 000013300102000020900444 Missouri 2650006010000000000866 Montana 00002 240000000000224 Nebraska 00002 660000000000266 Nevada 17700000000000000177 New Hampshire 01730000000000000173 New Jersey 000347183000356132000001 018 New Mexico 000001 73000000000173 New York 505 00 378 403000 335 19500 499002 315 North Carolina 000000026816200051200942 North Dakota 00002160000000000216 Ohio 2620003740530144013800122001 570 Oklahoma 1 720002610000000000433 Oregon 0001 793510000000000530 Pennsylvania 3710 1150 208 2110 178 505 11900 180001 887 Puerto Rico 1860003090000000000495 Rhode Island 00000000000191000191 South Carolina 2 040002860000000000490 South Dakota 00002230000000000223 Tennessee 0000000015400058200736 Texas 994000431000000300211001 936 Utah 0002 4000000000000240 Vermont 000000000000001 97197 Virginia 2480008822600199000000761 Washington 2630000204000000000467 West Virginia 000099000306000000405 Wisconsin 00003 6300000025627500894 Wyoming 00001 730000000000173 Total 7 051 594 876 1 705 9 203 1 126 530 1 400 2 702 925 156 2 668 5 341 209 197 34 683 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 U. S. Department of Labor Employment Training Administration Attachment A-3 Senior Community Service Employment Program PY 2011 Authorized Funding for Non-Minority National Sponsors by State State AARP ABLE ANPPM ES EW GII Mature NCBA NCOA NULI QCSI SER SSAI TWI VATD Total Alabama 0 0 0 1 911 239 0 0 0 0 0 0 0 0 4 559 809 0 0 6 471 048 Alaska 000 0 00000000 000 0 Arizona 1 164 775 0 1 232 72000 1 009 471 0000 000 0 0 3 406 966 Arkansas 1 784 356 000 3 423 2480 0 1 154 01300 000 0 0 6 361 617 California 3 569 189 0 3 986 2410 3 084 2450 00 2 279 2380 0 9 951 054 3 743 769 0 0 26 613 736 Colorado 1 367 773 00000 0000 0 2 163 2160 0 0 3 530 989 Connecticut 0 00 1 812 10400 0000 000 2 025 293 0 3 837 397 Delaware 000 0 00000000 000 0 District of Col 0 0 610 596000 0 1 395 64800 000 0 0 2 006 244 Florida 12 764 891 000 4 975 9790 0 1 464 66400 0 1 396 7660 0 0 20 602 300 Georgia 1 978 762 000 4 394 0170 00 1 367 6740 000 0 0 7 740 453 Hawaii 000 0 00000000 000 0 Idaho 0 000 1 681 8200 0000 000 0 0 1 681 820 Illinois 834 188 00 1 716 875 3 860 5430 0 921 48600 0 1 678 075 3 909 043 0 0 12 920 210 Indiana 2 287 717 000 2 723 935 2 016 293 0000 00 2 113 231 0 0 9 141 176 Iowa 1 513 335 000 2 037 1820 0000 00 921 582 0 0 4 472 099 Kansas 0 00000 0000 0 3 443 4430 0 0 3 443 443 Kentucky 979 931 000 3 337 5850 00 2 299 4410 000 0 0 6 616 957 Louisiana 1 230 876 0 1 550 7100 1 860 8510 00 697 8190 000 0 0 5 340 256 Maine 02 152 1530 0 00000000 000 2 152 153 Maryland 0 00000 0000 00 4 800 394 0 0 4 800 394 Massachusetts 0 1 930 4680000 000 1 455 127 00 3 763 929 0 0 7 149 524 Michigan 3 538 826 000 3 790 9060 0 1 929 3870 1 851 824 000 0 0 11 110 943 Minnesota 0 000 3 731 5660 0000 1 512 0110 2 868 944 0 0 8 112 521 Mississippi 0 000 1 289 3530 0 988 82700 00 2 026 125 0 0 4 304 305 Missouri 2 569 534 000 5 827 5080 0000 000 0 0 8 397 042 Montana 0 000 2 174 0380 0000 000 0 0 2 174 038 Nebraska 0 000 2 582 5830 0000 000 0 0 2 582 583 Nevada 1 714 426 00000 0000 000 0 0 1 714 426 New Hampshire 01 681 8200 0 00000000 000 1 681 820 New Jersey 0 00 3 364 577 1 774 4020 00 3 451 843 1 279 897 000 0 0 9 870 719 New Mexico 0 0000 1 681 820 0000 000 0 0 1 681 820 New York 4 896 873 00 3 665 383 3 907 8020 00 3 248 421 1 890 872 00 4 838 693 0 0 22 448 044 North Carolina 0 00000 0 2 598 598 1 570 7950 00 4 964 487 0 0 9 133 880 North Dakota 0 000 2 093 7890 0000 000 0 0 2 093 789 Ohio 2 540 827 000 3 626 9820 5 139 841 1 396 4850 1 338 298 00 1 183 133 0 0 15 225 566 Oklahoma 1 666 324 000 2 528 5490 0000 000 0 0 4 194 873 Oregon 0 00 1 734 606 3 401 3780 0000 000 0 0 5 135 984 Pennsylvania 3 598 767 0 1 115 5210 2 017 637 2 046 738 0 1 726 632 4 898 591 1 154 321 00 1 746 032 0 0 18 304 239 Puerto Rico 1 803 784 000 2 996 6100 0000 000 0 0 4 800 394 Rhode Island 0 00000 0000 0 1 853 0400 0 0 1 853 040 South Carolina 1 980 308 000 2 776 3140 0000 000 0 0 4 756 622 South Dakota 0 000 2 166 7430 0000 000 0 0 2 166 743 Tennessee 0 00000 00 1 492 9070 00 5 642 025 0 0 7 134 932 Texas 9 641 411 000 4 180 5310 0000 0 2 909 883 2 046 617 0 0 18 778 442 Utah 0 00 2 327 24300 0000 000 0 0 2 327 243 Vermont 0 00000 0000 000 0 1 911 403 1 911 403 Virginia 2 403 638 000 852 904 2 190 413 00 1 928 7260 000 0 0 7 375 681 Washington 2 551 417 0000 1 979 046 0000 000 0 0 4 530 463 West Virginia 0 000 959 4310 00 2 965 5120 000 0 0 3 924 943 Wisconsin 0 000 3 519 1400 0000 0 2 481 818 2 666 015 0 0 8 666 973 Wyoming 0 000 1 681 8200 0000 000 0 0 1 681 820 Total 68 381 928 5 764 441 8 495 788 16 532 027 89 259 391 10 923 781 5 139 841 13 575 740 26 200 967 8 970 339 1 512 011 25 877 295 51 793 828 2 025 293 1 911 403 336 364 073 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 Attachment A-4 U. S. Department of Labor Employment Training Administration Senior Community Service Employment Program StateIID NAPCA NICOA Total Alabama000 0 Alaska000 0 Arizona0 0 135 135 Arkansas5600 56 California0 270 69 339 Colorado000 0 Connecticut000 0 Delaware000 0 District of Col000 0 Florida000 0 Geor gia000 0 Hawaii000 0 Idaho000 0 Illinois069 0 69 Indiana000 0 Iowa000 0 Kansas000 0 Kentuck y 0000 Louisiana7500 75 Maine000 0 Mar yland000 0 Massachusetts047 0 47 Michi gan000 0 Minnesota0021 21 Mississippi2600 26 Missouri000 0 Montana000 0 Nebraska000 0 Nevada000 0 New Hampshire000 0 New Jerse y 0000 New Mexico0048 48 New York064 0 64 North Carolina000 0 North Dakota000 0 Ohio000 0 Oklahoma0 0 142 142 Ore gon000 0 Penns ylvania060 0 60 Puerto Rico000 0 Rhode Island000 0 South Carolina000 0 South Dakota0032 32 Tennessee000 0 Texas062 0 62 Utah000 0 Vermont000 0 Vir ginia000 0 Washin gton063 0 63 West Vir ginia000 0 Wisconsin0029 29 W yomin g 0000 Total 157 635 476 1 268 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 PY 2011 Authorized Positions for Minority National Sponsors by State Attachment A-5 U. S. Department of Labor Employment Training Administration Senior Community Service Employment Program StateIIDNAPCA NICOATotal Alabama 0 0 0 0 Alaska000 0 Arizona0 0 1 308 952 1 308 952 Arkansas542 973 0 0 542 973 California0 2 617 904 669 020 3 286 924 Colorado000 0 Connecticut000 0 Delaware000 0 District of Col000 0 Florida000 0 Geor gia000 0 Hawaii000 0 Idaho000 0 Illinois0 669 020 0 669 020 Indiana000 0 Iowa000 0 Kansas000 0 Kentuck y 0000 Louisiana727 196 0 0 727 196 Maine000 0 Mar yland000 0 Massachusetts0 455 709 0 455 709 Michi gan000 0 Minnesota0 0 203 615 203 615 Mississippi252 094 0 0 252 094 Missouri000 0 Montana000 0 Nebraska000 0 Nevada000 0 New Hampshire000 0 New Jerse y 0000 New Mexico0 0 465 405 465 405 New York0 620 540 0 620 540 North Carolina000 0 North Dakota000 0 Ohio000 0 Oklahoma0 0 1 376 824 1 376 824 Ore gon000 0 Penns ylvania0 581 756 0 581 756 Puerto Rico000 0 Rhode Island000 0 South Carolina000 0 South Dakota0 0 310 270 310 270 Tennessee000 0 Texas0 601 148 0 601 148 Utah000 0 Vermont000 0 Vir ginia000 0 Washin gton0 610 844 0 610 844 West Vir ginia000 0 Wisconsin0 0 281 182 281 182 W yomin g 0000 Total 1 522 263 6 156 921 4 615 268 12 294 452 Based on cost per position of 9 698 with enacted minimum wage increase effective 7 24 09 PY 2011 Authorized Funding for Minority National Sponsors by State PROGRAM NARRATIVE INST RUCTIONS FOR PROGRAM YEAR 2011 FUNDS Format The text of the application must be double-spaced with one-inch margins at the top bottom and sides. Pages must be numbered and include the applicant s name. DOL permits the use of graphs maps and tables that are properly labeled. DOL encourages applicants to use brief topic headings for paragraphs in the text. The narrative must not exceed 20 pages in length excluding any attachments. Content All applicants must provide a narrative that covers the following areas Management Strategies . PY 2011 funding for SCSEP is significantly less than PY 2010 funding. Applicants should describe their management strategies to address funding reductions in PY 2011 and how funding reductions will impact program operations and participants. This description should include a financial challenges to reducing high enrollment levels b how reduced funding will affect enrollment numbers and how enrollment numbers will be adjusted to new allotments c how the grantee will address enrollment issues in areas of over-enrollment or under-enrollment d what methods the grantee will implement to accommodate reductions and e how the grantee will implement adjustment. Individual Durational Limit Policy . In PY 2010 grantees received approval for one of the following durational limit policies to take affect in PY 2011 1 Option 1 Grantee does not offer extensions to any participants 2 Option 2 Grantee offers extensions to each and every participant who meets any one of the seven waiver factors and 3 Option 3 Grantee offers extensions to each and every participant who meets a specific subset of the seven waiver factors. Applicants should describe a their currently-approved individual durational limit policy b whether they intend to continue with this policy and c if not which of the three options above the applicant proposes to adopt and the effective date of implementing this revised policy for new and current enrollees. Please note that any new policy requires DOL approval and must have an effective date of at least 120 days after approval is received. Transition-Planning Activities . Applicants must provide a detailed description of their transition services and planning process for participants who do not achieve unsubsidized employment prior to reaching their individual durational limit. Applicants should list specific action steps taken to ensure participants receive timely and coordinated transition planning to the most appropriate services and identify relevant community partners and services including One- Stop Career Centers. Termination Policies . Grantees may terminate participants from SCSEP under circumstances described in 20 C.F.R 641.580 a - e . Grantees must provide each participant at the time of enrollment with a written copy of its policies for terminating a participant for cause or otherwise as described in 20 CFR 641.580 g . Applicants must submit a copy of a their current termination policies b if applicable optional policies governing for cause terminations as permitted by sub-section d must be approved by DOL c if applicable 2 optional termination policies for failure to accept a reasonable number of job offers or referrals to unsubsidized employment consistent with the Individual Employment Plan IEP and there are no extenuating circumstances as permitted by 20 CFR 641.580 e . Grievance Procedures . Grantees are required by 20 C.F.R. 641.910 to establish grievance procedures for handling applicant participant sub-recipient and employee complaints. Applicants should submit a copy of their current written grievance procedures as an attachment. In addition in the narrative applicants should describe when and how the procedures are conveyed to applicants participants sub-recipients and employees. Service to Minorities OAA title V section 515 . Applicants must include a detailed description of their efforts to serve minority individuals. In April 2011 applicants received an analysis of their service to minorities for PY 2009. Using this information and building upon their PY 2010 grant applications applicants should describe a changes in enrollment levels or outcomes for minority individuals during PY 2009 and PY 2010 b to what factors these changes in enrollment and outcomes are attributed and c what steps the applicant will take to address any under-service to minorities or disparities in outcomes for minorities. Organizational Structure Monitoring and Audits . Applicants must describe their organizational structure a Identify the grant s key staff briefly identify their primary responsibilities and the amount of time they are assigned to the grant. Include an organizational chart depicting key staff as an attachment. b Indicate whether the applicant has sub-recipients or local affiliates implementing the grant. 1 Describe the grantee s communication strategy for ensuring that policy and other important information is effectively transmitted to sub-recipients or local affiliates 2 Identify what training the grantee provides to sub-recipient or local staff and. 3 Describe how the grantee ensures that policy and other important information is communicated and implemented throughout the program area. ATT ACHMENT C PROGRAMMATIC ASSURANCES PROGRAM YEAR 2011 GRANT The programmatic assurances below reflect standard grant requirements that DOL has determined are consistent with sound program practices. Applicants please certify that your agency or organization conforms - and will continue to conform - to these assurances throughout the period of the grant by checking off the assurances below. This form is designed to be filled out electronically to check off the assurances go to the View function choose Toolbars click on the left side of Forms then click on small lock. PARTICIPANT ASSURANCES The Applicant agrees to Recruitment and Selection of Participants Developed and implements methods to recruit and select participants to assure that a maximum number of eligible individuals are able to participate in the program. Uses income definitions and income inclusions and exclusions for SCSEP eligibility as described in TEGL 12-06 to determine and document participant eligibility. TEGL 12- 06 may be accessed at olderworkers.workforce3one.org under Resources. Developed and implements methods to recruit minority populations to ensure they are enrolled at least in proportion to their numbers in the population in the area. Developed and implements strategies to recruit applicants who have priority of service as defined in OAA section 518 b 1 - 2 and by the Jobs for Veterans Act P.L. 107-288. Individuals have priority who a Are covered persons in accordance with the Jobs for Veterans Act covered persons veterans and eligible spouses including widows and widowers who are eligible for SCSEP must receive services instead of or before non-covered persons b Are 65 years or older c Have a disability d Have limited English proficiency e Have low literacy skills f Reside in a rural area g Have low employment prospects h Have failed to find employment after utilizing services provided through the One- Stop Delivery System i Are homeless or are at risk for homelessness. Assessment Assesses participants at least twice per 12 month period. Uses assessment information to determine the most appropriate community service assignments for participants. Individual Employment Plan IEP Establishes an initial goal of unsubsidized employment for all participants. Updates the IEP at least as frequently as assessments occur at least twice per 12 month period . Modifies the IEP as necessary to reflect other approaches to self-sufficiency if it becomes clear that unsubsidized employment is not feasible for a participant. For participants who will reach the individual durational limit or would not otherwise achieve unsubsidized employment includes provision in the IEP to transition to other services. Community Service Assignment CSA Ensures that the initial CSA is based on the assessment done at enrollment. Uses the IEP to determine when if appropriate to rotate participants through assignments- to acquire skills necessary for unsubsidized employment. Selects host agencies that are designated 501 c 3 organizations or public agencies. Ensures procedures are in place to assure adequate supervision of participants at host agencies. Ensures procedures are in place to ensure safe and healthy working conditions. Recertification of Participants Recertifies the income eligibility of each participant at least once every 12 months or more frequently if circumstances warrant. Physical Examinations Offers physical examinations to participants upon program entry and each year thereafter as a benefit of enrollment. Obtains a written waiver from each participant who declines to have a physical examination. Grantee does not receive a copy or use the results of the physical examination. Host Agencies Developed and implemented methods for recruiting new host agencies to provide a variety of training options that will enable participants to increase their skill level and transition to unsubsidized employment. Maintenance of Effort Community service assignments do not reduce the number of employment opportunities or vacancies that would otherwise be available to individuals who are not SCSEP participants. Community service assignments do not displace currently employed workers including partial displacement such as a reduction in non-overtime work wages or employment benefits . Community service assignments do not impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed. Community service assignments do not assign or continue to assign a participant to perform the same work or substantially the same work as that performed by an individual who is on layoff. Orientation Provides orientations for its participants and host agencies including information on Program Overview Project goals and objectives Community service assignments Training opportunities Available supportive services Availability of a free physical examination Participant rights and responsibilities Host agencies Sub-recipients must also provide sufficient orientation to applicants and particpants which should include the following information Maximum individual duration policy including the possibility of waiver Termination policies Grievance procedures Holiday and sick leave Grantee and local project roles policies and procedures SCSEP goals and objectives Role of supervisors and host agencies Evaluation of participant progress Provision of safe working environment Annual monitoring and safety assessment Documentation requirements Development of Individual Employment Plans Wages Provides participants with the highest applicable required wage for time spent while in orientation training and community service assignment. The applicable wage is either the highest of the Federal state or local minimum wage. Participant Benefits Provides benefits that are required by state or Federal law such as workers compensation and unemployment insurance and the costs of physical examinations. Includes established written policies relating to compensation for scheduled work hours during which grantee or sub-recipients are closed for Federal holidays. Includes established written policies relating to approved breaks in participation and any necessary sick leave that is not part of an accumulated sick leave program. Does not use grant funds to pay the cost of pension benefits annual leave accumulated sick leave or bonuses. Durational Limits Maximum Average Project Duration 27 Months Complies with an average project duration of 27 months or less unless DOL approves an extension to 36 months. Maximum Participant Duration 48 Months Complies with the requirement that participants may participate in the program no longer than 48 months whether or not consecutively unless the grantee s approved policy allows for an extension of time and the participant meets the extension criteria. Notifies participants of its policy pertaining to the maximum duration requirement including the possibility of a waiver if applicable at the time of enrollment and each year. Transition Services Has a system in place to transition participants to unsubsidized employment or other assistance before the participants maximum enrollment duration has expired. Provides 30-day written notice to participants prior to durational limit exit from the program. Termination Procedures Provides a 30-day written notice for all terminations that states the reason for termination and informs the participants of grievance policies. Written Termination Policies Written termination policies are in effect and provided to participants at enrollment for Provision of false information Incorrect initial eligibility determination Income ineligibility determined at recertification Participant has reached individual durational limit Participant has become employed while enrolled Cause a for-cause termination policy must be approved by the Department prior to implementation IEP-related termination an IEP termination policy must be approved by the Department prior to implementation . IEP terminations are based on a participant s refusal to accept a reasonable number of job offers or referrals to unsubsidized employment consistent with their IEP unless there are extenuating circumstances. Equitable Distribution Manages slot allotments within equitable distribution guidelines to the extent feasible so that potential participants have equal access to the program. Over-Enrollment Manages over-enrollment to minimize impact on participants and avoid layoffs. Administrative Systems Ensures representation at any and all DOL-sponsored required grantee meetings. Communicates grant policy data collection and performance developments and directives to staff sub-recipients and local project operators on a regular basis. Has a written monitoring tool that lists items the grantee will review during monitoring visits and provides this tool to sub-recipients and local project operators. Has a monitoring schedule notifies sub-grantees and local project operators of monitoring plans and monitors sub-grantees and local project operators on a regular basis. Provides training to increase sub-recipients and local project operators skills knowledge and abilities. When appropriate prescribes corrective action and follow-up procedures for sub- recipients and local project operators to ensure that identified problems are remedied. Monitors the financial systems and expenditures of sub-recipients and local project operators on a regular basis. Ensures that sub-recipients and local project operators receive adequate resources to effectively operate local projects. Trains sub-recipients and local project operators on SCSEP financial requirements to help them effectively manage their own expenditures and provides more general financial training as needed. Ensures that all financial reports are accurate and submits them in a timely manner as required. Has a written plan in place for both disaster response and recovery so SCSEP may continue to operate and provide services. Collaboration and Leveraged Resources Collaborates with other organizations to maximize opportunities for participants to obtain workforce development education and supportive services to help them move into unsubsidized employment. These organizations may include but are not limited to workforce investment boards One-Stop Career Centers vocational rehabilitation providers basic education and literacy providers and community colleges. Supportive Services Provides supportive services as needed to help participants participate in their community service assignment and to obtain and retain unsubsidized employment. Has established criteria to assess the need for supportive services and to determine when participants will receive supportive services including after obtaining unsubsidized employment. Sub-Recipient Selection If Applicable In selecting sub-recipients in areas with a substantial population of individuals with barriers to employment national grantees give special consideration to organizations including former recipients of national grants with demonstrated expertise in serving individuals with barriers to employment as defined in the statute. Complaint Resolution Establishes and uses written grievance procedures for complaint resolution for applicants employees sub-recipients and participants. Provides applicants employees sub-recipients and participants with a copy of grievance procedures. Procedures for Payroll and Workers Compensation Makes all required payments for participant payroll and pays workers compensation premiums on a timely basis. Ensures that host agencies do not pay workers compensation costs for participants. Maintenance of Files and Privacy Information Maintains participant files for three program years after the program year in which all follow-up activity for a participant is completed. Ensures that participant records are securely stored and access is limited to appropriate staff in order to safeguard personal identifying information. Ensures that participant medical records are securely stored separately from all other participant records and access is limited to authorized staff for authorized purposes. 7 Has established safeguards to preclude tampering with electronic media e.g. personal identification numbers PINs . Ensures that the SCSEP national office at DOL is immediately notified in the event of any potential security breach of personal identifying information whether electronic files paper files or equipment are involved. Complies with and ensures that authorized users under its grant comply with all SPARQ access and security rules. Documentation Maintains documentation of waivers of physical examinations by participant. Maintains documentation of the provision of complaint procedures to participants. Maintains documentation of eligibility determinations and recertifications. Maintains documentations of terminations and reasons for termination. Maintains records of grievances and outcomes. Maintains records required for data validation. Data Collection and Reporting Ensures that accurate data are submitted in a timely manner to SPARQ as required by the national office. Ensures that those capturing and recoding data are familiar with the latest instructions for data collection including DOL administrative issuances e.g. Older Worker Bulletins TEGLs Data Collection Handbook Data Validation Handbook and Internet postings. Legally obligates sub-recipients to turn over complete data files in the specified electronic format as well as hard copy case files to the grantee when sub-recipients cease to administer SCSEP. Legally obligates new sub-recipients to enter complete data related to any participants whom they acquire upon becoming sub-recipients including any participants who are still in the follow-up period. Non-Web Data Collection System users ensure that accurate data are uploaded to SPARQ in accordance with Department timelines and administrative guidance. If any box es are not checked information must be provided on a separate attachment indicating what specific steps the grantee is taking to conform to those standard grant requirement s . By checking the boxes above I certify that my organization currently complies with each of the listed requirements and will remain in compliance for the program year for which we are submitting this application. Signature of Authorized Representative Date ATTACHMENT D PROGRAM YEAR 2011 OPTIONAL SPECIAL REQUESTS Applicants with special requests in one or more of the following areas must submit their requests and any supporting documentation as an attachment to their PY 2011 grant applications. Requests for approval should provide a substantive rationale e.g. improved program management better service to participants or least disruption possible to participants. Additional Funds for Participant Training and Supportive Services OAA sec. 502 c 6 C . Any applicant that wishes to request additional funds must provide the specific information listed in this section. Applicants requesting additional funds for participant training and supportive services should not submit a separate budget narrative for these activities. Instead the detailed budget narrative in the grant application should identify the specific training and supportive service activities that if approved the applicant will provide to participants. The applicant should also include costs associated with this request in the Forms SF 424 and 424A. The 2006 amendments to the OAA permit an exception to the 75 percent minimum level of expenditures on participant wages and fringe benefits. This exception allows grantees to request to use not less than 65 percent of program funds for wages benefits and other costs so that up to an additional 10 percent of funds are available for training and supportive services to directly benefit participants. As required in section 502 C 6 C IV of the OAA applicants seeking this waiver must provide a work plan that includes the following a A detailed description of the additional training and supportive services b An explanation of how activities will directly benefit participants improve project effectiveness and improve employment outcomes for individuals served c A sequence and timeline for these activities d If applicable an explanation concerning whether displacement of eligible individuals or elimination of positions will occur and information on the number of individuals displaced or positions eliminated and e Which performance measures the applicant expects will improve from the expenditure of additional funds and the amounts by which it expects each measure to improve. Increase in Administrative Cost Limita tions - 20 CFR 641.870 . DOL may authorize an increase in the amount available for administrative costs to not more than 15 percent if it determines that it is necessary to carry out the project and the applicant demonstrates that a It is incurring major administrative cost increases in necessary program components or 2 b The number of employment positions or eligible minority individuals participating in the project will decline if administrative costs are not increased or c The project size is so small that the amount of administrative expenses incurred to carry out the project necessarily exceeds 13.5 percent of project funding. General statements that costs have increased do not constitute adequate justification. The applicant must identify which costs have increased why they have increased and how these costs relate to program operations. Extension of Maximum Project Duration - OAA sec. 502 b 1 C ii . The maximum average project duration based on overall participation is 27 months. Applicants may request permission from the Department to increase their maximum average project duration to 36 months. On-the-Job Experience OJE . If an applicant wishes to utilize OJE as an additional training option it must meet the requirements stipulated in Older Worker Bulletin 04-04. Applicants must provide an OJE policy and sample contracts to DOL for approval before they can exercise this option. Cross-Border Agreements - 20 CFR 641.515 c . State applicants may enter into agreements to permit cross-border enrollment of eligible participants. These agreements must cover both state and national grantee slots and must be submitted for approval by DOL. ATT ACHMENT E SF-424 INSTRUCTIONS Applicant must prepare their application using Standard Form SF 424 Attachment F . The following instructions are intended to clarify the process of completing the SF-424 grant application for SCSEP. The applicant should review the current authorizing legislation and regulations as well as Older Worker Bulletin OWB No. 00-20 Allocation of Indirect Costs OMB Circular A-87 Cost Principles for State Local and Indian Tribal Governments and OMB Circular A-122 Cost Principles for Non-Profit Organizations. Sufficient administrative funding must go to local levels of program operation. Clarifying Instructions for SF-424. Grantees must complete all required items which are identified with asterisks as well as items that are noted below. If additional space is needed to complete an item use an additional electronic document page. Item 1. For type of submission check Application. Item 2. For type of application check New. Item 10. For name of Federal agency list U.S. Department of Labor Employment and Training Administration . Item 12. This item does not need to be filled in as this is not a competitive grant. Item 14. This item must be completed however it contains similar information to that requested in the program narrative Attachment B under Geographic Areas Served. Grantees should indicate in this box to See attached Excel spreadsheet and thoroughly address this item in Geographic Areas Served. OMB Approval No. 0348 - 0044 BUDGET INFORMATION - Non-Construction Programs SECTION A - BUDGET SUMMARY Grant Program Function or Activity a Catalog of Federal Domestic Assistance Number b Estimated Unobligated Funds New or Revised Budget Federal c Non-Federal d Federal e Non-Federal f Total g 1. SCSEP 17.235 - - - - 2. ----- 3. ----- 4. ----- 5. Totals - - - - - SECTION B - BUDGET CATEGORIES 6. Object Class Categories GRANT PROGRAM FUNCTION OR ACTIVITY 1 2 3 4 5 a. Personnel - - - - b. Fringe Benefits - --- c. Travel - ---- d. Equipment - ---- e. Supplies - ---- f. Contractual - ---- g. Construction - ---- h. Other - ---- i. Total Direct Charges sum of 6a - 6h - - - - - j. Indirect Charges - ---- k TOTALS sum of 6i and 6 j - - - - - 7. Program Income - - - - - Authorized for Loca l Reproduct ion Standard Form 424A Rev.7-97 Previous Editions Usable Prescribed by OMB Circular A-102 Budget-1 SECTION C - NON-FEDERAL RESOURCES a Grant Program b Applicant c State d Other Sources e TOTALS 8. 9. 10. 11. 12. TOTAL sum of lines 8 - 11 SECTION D - FORECASTED CASH NEEDS 13. Federal Total for 1st Year 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter - - - - 14. NonFederal - --- 15. TOTAL sum of lines 13 and 14 SECTION E - BUDGET ESTIMATES FOR FEDERAL FUNDS FOR BALANCE OF THE PROJEC T a Grant Program FUTURE FUNDING PERIODS Years b First c Second d Third e Fourth 16. SCSEP - - - - 17. Amount of Grant Funds Remaining after first year estimates are entered - 18. Amount of Grant Funds Remaining after future funding periods are estimat ed - 19. 20. TOTAL sum of lines 16 - 19 SECTION F - OTHER BUDGET INFORMATION 21. Direct Charges See Budget Narrative 22. Indirect Charges See Budget Narrative 23. Remarks See Budget Narrative Budget-2 Name of Grantee Organization Amount Awarded Object Class Category a. PERSONNEL A Position B of Time C Monthly Salary Wage D of Months E Cost 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. TOTAL PERSONNEL Funding Period to of Months Budget Narrative - PERSONNEL Responses exceeding 250 characters should use separate sheet Budget - 3 Object Class Category b. FRINGE BENEFITS Position s A B Benefit s C Rate Base Amount D Cost E 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. TOTAL FRINGE BENEFITS Budget Narrative - FRINGE BENEFITS Responses exceeding 250 characters should use separ a Budget - 4 Object Class Category c. TRAVEL Item A B of Staf f C of Units D Unit Type Cost per Unit E Cost F 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14. 16. 17. 18. 19. 20. TOTAL TRAVEL Budget Narrative TRAVEL Responses exceeding 250 characters should use separate sheet Budget - 5 Object Class Category d. EQUIPMENT Includes equipment costing 5 000 or more and a useful life of more th an one year Item A B of Items Cost per Item C Cost D 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14. 16. 17. 18. 19. 20. TOTAL EQUIPMENT Budget Narrative EQUIPMENT Responses exceeding 250 characters should use separate sheet Budget - 6 Object Class Category e. SUPPLIES Includes equipment costing less than 5 000 Item A B of Units C Unit T yp e Cost per Unit D Cost E 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14. 16. 17. 18. 19. 20. TOTAL SUPPLIES Budget Narrative SUPPLIES Responses exceeding 250 characters should use separate sheet Budget - 7 Object Class Category f. CONTRACTUAL Brief Description A Cost B 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14. 16. 17. 18. 19. 20. TOTAL CONTRACTUAL Budget Narrative CONTRACTUAL Responses exceeding 250 characters should use separate she Budget - 8 Object Class Category h. OTHER COSTS Including Training Expenses Item A B of Units C Unit Type Cost per Unit D Cost E 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14. 16. 17. 18. 19. 20. TOTAL OTHER COSTS Budget Narrative OTHER COSTS Responses exceeding 250 characters should use separate Budget - 9 Object Class Category i. INDIRECT CHARGES Choose one of the following options to apply indirect charges to the gra nt OPTION A For grantees that have an approved Indirect Cost Rate Agreement Federal agency that issued the agreement What is the approved rate What is the base against which rate is applied Note enter description as specified in the agreement What is the the base amount Enter the rate that will be used for this grant Enter the amount that will be used for this grant - OPTION B For grantees that DO NOT have an approved Indirect Cost Rate Agreement Enter fixed amount that will be used - Note This will be only temporary until your Indirect Cost Rate Application i s Submitted and Approved TOTAL INDIRECT CHARGES Budget Narrative - INDIRECT CHARGES Responses exceeding 250 characters should use separate Budget - 10 ADMINISTRATIVE COSTS Pursuant to 20 CFR 641.867 and 641.870 grantees are advised that there is a 13.5 limitation on administrative costs on funds administered under this grant. The Grant Officer may however approve additional administrative costs up to a maximum of 15 of the total grant award amount if adequate justification is provided by the grantee at th e time of the award. In no event may administrative costs exceed 15 of the total award amount. The cost of administration shall include those activities enumerated in 20 CFR 641.853-861. Budget Narrative - ADMINISTRATIVE COSTS Budget - 11 ATTACHMENT H PY 2011 FEDERAL PROJECT OFFICER FPO LIST FOR SCSEP GRANTEES Grantee Region FPO Name Phone E-Mail Alabama III Terri Lonowski 404 302-5377 lonowski.terri dol.gov Alaska VI John Jacobs 415 625-7940 jacobs.john dol.gov Arizona VI Latha Seshadri 415 625-7937 Seshadri.latha dol.gov Arkansas IV Marilyn Brandenburg 972 850-4617 brandenburg.marilyn dol.gov California VI John Jacobs 415 625-7940 jacobs.john dol.gov Colorado IV Cynthia Green 972 850-4619 green.cynthia sdol.gov Connecticut I Suzanne Pouliot 617 788-0180 pouliot.suzanne dol.gov Delaware II Barbara Shelly 215 861-5541 shelly.barbara dol.gov District of Columbia II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Florida III Brad Sickles 404 302-5373 sickles.brad dol.gov Georgia III Jessica Otieno 404 302-5370 otieno.jessica dol.gov Hawaii VI Janice Shordike 415 625-7943 shordike.janice dol.gov Idaho VI John Jacobs 415 625-7940 jacobs.john dol.gov Illinois V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Indiana V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Iowa V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Kansas V Rochelle Bradley 312 596-5530 bradley.rochelle dol.gov Kentucky III Claudine Noel 404 302-5368 noel.claudine dol.gov Louisiana IV Rebecca Sarmiento 972 850-4621 sarmiento.rebecca dol.gov Maine I Keeva Davis 617 788-0141 davis.keeva dol.gov Maryland II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Massachusetts I Keeva Davis 617 788-0141 davis.keeva dol.gov Michigan V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Minnesota V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Mississippi III Lovie Thompson 404 302-5379 thompson.lovie dol.gov Missouri V Rochelle Bradley 312 596-5530 bradley.rochelle dol.gov Montana IV Jesus Morales 972 850-4616 morales.jesus dol.gov Nebraska V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Nevada VI John Jacobs 415 625-7940 jacobs.john dol.gov New Hampshire I Keeva Davis 617 788-0141 davis.keeva dol.gov New Jersey I Keeva Davis 617 788-0141 davis.keeva dol.gov New Mexico IV Roseanna Smith 972 850-4615 smith.roseanna dol.gov New York I Keeva Davis 617 788-0141 davis.keeva dol.gov North Carolina III Winston Tompoe 404 302-5372 tompoe.winston dol.gov North Dakota IV Doug Harris 972 850-4614 harris.doug dol.gov Ohio V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Oklahoma IV Felecia Blair 972 850-4643 blair.felecia dol.gov Oregon VI John Jacobs 415 625-7940 jacobs.john dol.gov Pennsylvania II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Puerto Rico I Keeva Davis 617 788-0141 davis.keeva dol.gov Rhode Island I Keeva Davis 617 788-0141 davis.keeva dol.gov South Carolina III Toni Buxton 404 302-5367 buxton.toni dol.gov South Dakota IV Bernie Cutter 972 850-4618 cutter.bernarda dol.gov Tennessee III Linda Lundy 404 302-5369 lundy.linda dol.gov Texas IV Kajuana Donahue 972 850-4613 donahue.kajuana dol.gov Utah IV Cynthia Green 972 850-4619 green.cynthia sdol.gov Vermont I Keeva Davis 617 788-0141 davis.keeva dol.gov Virginia II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Washington VI John Jacobs 415 625-7946 jacobs.john dol.gov West Virginia II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Wisconsin V Alice Mitchell 312 596-5413 mitchell.alice dol.gov Wyoming IV Jesus Morales 972 850-4616 morales.jesus dol.gov American Samoa VI John Jacobs 415 625-7940 jacobs.john dol.gov Guam VI John Jacobs 415 625-7940 jacobs.john dol.gov Northern Mariana Islands VI John Jacobs 415 625-7940 jacobs.john dol.gov Virgin Islands I Keeva Davis 617 788-0141 davis.keeva dol.gov AARP Foundation II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Asociacion Nacional Pro Personas Mayores VI Marc Lambert 415 625-7957 lambert.marc dol.gov Easter Seals Inc. V Lori Harris 312 596-5496 harris.lori dol.gov Experience Works Inc. III Eugene Caso 404 302-5333 ecaso doleta.gov Goodwill Industries International Inc. II Barbara Shelly 215 861-5541 shelly.barbara dol.gov Institute for Indian Development Inc. IV Cynthia Joseph 972 850-4645 joseph.cynthia dol.gov Mature Services Inc. V Rochelle Bradley 312 596-5530 bradley.rochelle dol.gov National Able Network I Suzanne Pouliot 617 788-0180 pouliot.suzanne dol.gov National Asian Pacific Center on Aging VI Karen Connor 415 625-7962 connor.karen dol.gov National Caucus and Center on Black Aged Inc. II Barbara Shelly 215 861-5541 shelly.barbara dol.gov National Council on the Aging Inc. II Barbara Shelly 215 861-5541 shelly.barbara dol.gov National Indian Council on Aging IV Brie Burleson 972 850- 4652 burleson.brie dol.gov National Urban League I Suzanne Pouliot 617 788-0180 pouliot.suzanne dol.gov Quality Career Services Inc. V Rochelle Bradley 312 596-5530 bradley.rochelle dol.gov Senior Service America Inc. II Barbara Shelly 215 861-5541 shelly.barbara dol.gov SER - Jobs for Progress National Inc. IV Patricia Evans 972 850-4644 evans.patricia dol.gov Vermont Associates for Training and Development Inc. I Keeva Davis 617 788-0141 davis.keeva dol.gov The Workplace Inc. I Suzanne Pouliot 617 788-0180 pouliot.suzanne dol.gov