Just a few reminders ……

Agenda General Guidelines

Types of AwardsEnrollment Calculation ToolTips

Application DocumentFamily Homes & Group HomesFilling out the application

Good to KnowTimelineReceiptsContinuing Support

Please Remember Grants have their foundation in, and are

regulated by, State and Federal regulations and statutes

Will this grant meet the Audit Test

- Federal -State - Independent

- 60 Minutes or the NEWS The Key is here to help ensure that we

collectively meet the audit test Grant funds are contingent upon availability

of State funds and are not “entitlements”

Types of Awards Start with STARS

Center & Group HomesFamily Child Care Homes

SupportSTAR 1 onlyOne in a fiscal year and only 2 maximum

Merit/ERA (MERA)STAR 2 or higherSTAR 2 Merit once a year for up to 3 years

– extended for 2 years with CQISTAR 2 ERA beyond 5 years

When does the Grant Process Really Start? It begins no later than at the Pre

Designation Visit Obtain an application from your STARS

Manager at the end of your meeting Submit the application within 10 days of

your designation date Understand the Enrollment Calculation

Tool

Why Do We Use The ECT• Helps us all to know the number of children

impacted by STARS! This is very important…..very

impactful!• Assists providers in making budget

projections, creating staff schedules, and maintaining enrollment.

• For providers eligible for STARS Financial Awards, this tool is used to determine the size of the provider’s Award.

What Period Do We Use Timeframes for calculating FTE align with the Early Learning

Network (ELN) data points

Contact your STARS Manager for help with completing the forms

The application cannot be processed without 2 ECTs

Designation Date

Week of October 15

Week of February 15

Week of May 15

Oct 16 – Feb 15 X X

Feb 16 – May 15 X X

May 16 – Oct 15 X X

Application Tips

Legible – printed in black ink or typed Additional pages are acceptable with

titles and page/paragraph references Name of Provider, MPI Number, County

on the top of each page Submit the original – retain a copy in

your 2011-2012 grant file records

Tips May only be used for child care related

expenditures SWS grant is only available 1 time May remain SWS for a maximum of 1

year Cannot use funds to supplant other

funding Use funds for quality improvement

above and beyond basic operations to meet DPW Certification Regulations

Application Document Checklist items correspond to items

found in DPW regulations, CFOC National Health & Safety Standards, & ERS

Family Child Care Homes Centers & Group Homes

Indoor Health & Safety General Areas

Outdoor Safety Hallways/Stairs/Doors

Toys & Equipment Toileting

Other Expenses Toys & Equipment

Gross Motor

Business Practices

Other Expenses

Environmental Rating Scale (ERS) Use ERS on-line scales to guide

selection of appropriate materials Obtain the recommended items before

purchasing supplementary materials Learning vendor websites can help to

develop appropriate & rich learning environments for children

Place a check in the Strength or Need to Address column

Use comment column for noting changes needed for the facility

Identify items to be purchased in the Grant Request column

Place a check in the appropriate age group column

Identify unit cost, quantity, and total cost Transfer totals to page 8 Sign the Attestation

Application Document - continued

Price Quotes Multiple quotes for items $3000 or more

Identical merchandise/purchases/services State provider will any pay difference

between quote and amount requested

Check for ASTM approval Consider longevity of the item

PD and Technology Access DPW funded PD, voucher program,

or STARS TA before utilizing grant funds Consider technology and internet needs All facilities should have a functional

computer with internet access & printing capabilities

Child care management software A location email is required for all providers

Grant Processing Time

Maximum 60 days between date of grant receipt and check issued, HOWEVER• Completeness of application affects the 60

days• Designation date may affect start date

Continual contact will be made with the site No lapses across a 2 week timeframe Contact your STARS Manager

Spending Timeline All expenditures must be completed within

90 days of the check date or by June, 30, 2012 – whichever comes first

Agreement will specify Expense Report due date

Extensions are only given for items that cannot be purchased within the 90 day timeframe (i.e. some PD events or insurance premiums) – not guaranteed

Extensions are not given to extend the time for purchasing standard items or to complete the expense report

Receipts• Receipts required for all expenditures

excluding payroll, benefits, & ERAs• Copies of receipts – not originals• Providers will summarize all

purchases/expenses on the Receipts Summary Form

• Instructions will be provided with the grant agreement

• Additional training and access to tutorials will be provided

Continuing Support

Webinars PA Key NE Key 610-437-6000

STARS ManagerSpecialists – aligned by county

○ Kathy○ Sue○ Cristin

Assistant Director Grants – Rick Parker