Grant Application Instructions and Forms


/ FirstGenerationCollege Student Grant Program
Grants up to $50,000
Postmark Deadline for Applications
June 1May 31, 2005

Texas Higher Education Coordinating Board
P. O. Box 12788
Austin, Texas 78711-2788
Published May April 2005

Texas Higher Education Coordinating Board(Board)

Jerry Farrington, ChairmanDallas

Robert W. Shepard, Vice ChairmanHarlingen

Cathy Obriotti Green, Secretary of the BoardSan Antonio

Neal W. AdamsBedford

Laurie BrickerHouston

Ricardo G. Cigarroa, MDLaredo

Paul FosterEl Paso

Gerry GriffinHunt

Carey HobbsWaco

George L. McWilliamsTexarkana

Nancy R. NealLubbock

Lorraine PerrymanOdessa

Curtis E. RansomDallas

A. W. “Whit” Riter, IIITyler

Terdema L. Ussery, IIDallas

Mission of the Coordinating Board

The Texas Higher Education Coordinating Board’s mission is to work with the Legislature, Governor, governing boards, higher education institutions and other entities to provide the people of Texas the widest access to higher education of the highest quality in the most efficient manner.

Philosophy of the Coordinating Board

The Texas Higher Education Coordinating Board will promote access to quality higher education across the state with the conviction that access without quality is mediocrity and that quality without access is unacceptable. The Board will be open, ethical, responsive, and committed to public service. The Board will approach its work with a sense of purpose and responsibility to the people of Texas and is committed to the best use of public monies. The Coordinating Board will engage in actions that add value to Texas and to higher education; the agency will avoid efforts that do not add value or that are duplicated by other entities.

The Texas Higher Education Coordinating Board does not discriminate on the basis

The Texas Higher Education Coordinating Board does not discriminate on the basis of race, color, national origin, gender, religion, age or disability in employment or the provision of services.

Summary of Grant Program

This packet contains instructions and forms for submitting a grant application to the Texas Higher Education Coordinating Board’s (Board) for the First Generation College Student Grant Program.

To be eligible, institutions must submit applications to the Board as specified in these instructions and in any other instructions that the Board may distribute before the submission deadline.

Electronic copies of these instructions and forms can be found at the Board’s website at

Program Overview

Name / FirstGenerationCollege Student Grants Program
Purpose / To provide funding to eligible institutions for the recruitment and retention of First Generation Students in 20054-20065.
Authority / Workforce InvestmentIncentive Act, Sections. 128(1) and 133(a)(1)174 (6), 211(a), and 111(a).
Eligible
Institutions / Community colleges, and public and independentprivate four-year general academic institutions that have accredited programs for undergraduates.
Eligible Projects / Initiatives (to be referred to here as “projects”), focusing on the immediate needs of eligible students, that:
(1) cover the costs for books, childcare, transportation and other personal expenses, but not tuition and fees, of “eligible students” in an amount not to exceed $500 per semester, per student and no more than $1000 per year; and
(2) conduct College Enrollment Workshops at target high schools; and
(3) establish College for Texans GO Centers in target high schools.
Eligible Recipient / “Eligible student,” under (1) above, is a person admitted to or enrolled in college who qualifies as a First Generation student. A First Generation Student is defined as an individual neither of whose natural or adoptive parents received a baccalaureate degree.A First Generation student is defined as someone who is the first in their family to complete higher education through two-and four-year postsecondary institutions.
General Selection
Criteria / Competitive. Designed to award grants that provide the best overall value to the state. Selection criteria shall be based primarily on project quality, cost, and impact the project will have on student retention.
Available Funds / An estimated $2.4 million for 2005-2006. (An estimated 48 awards if average award is $50,000).
Grant Award / An applicant may request no more than $50,000 for the grant period ending June 30, 2006.
Grant Disbursement / In three payments approximately at the end of June 2005, December 2005, and May 2006.
Grant Period / The grant begins June 30, 2005 (tentative date of award contracts) and ends June 30, 2006.
Carryover Funds / Unencumbered funds may not carry over beyond the grant period.
Application
Deadline / Applications must be postmarked (or otherwise dated for overnight delivery) by June 1May 31, 2005 or hand-delivered to the Board’s office by 5 p.m., June 1May 31, 2005 to be considered for funding.
More Information / Contact Natalie Coffey, Division of OutreachParticipation and Success, by email at

2005-2006 Program Schedule

June 1May 31, 2005Applications are due.

June 24, 2005Commissioner announces grant awards.

June 30, 2005Grantee institutions receive Notice of Awardawards letter.

1

Instructions

Definitions of Key Terms

Board -- The Texas Higher Education Coordinating Board.

Commissioner -- The Commissioner of Higher Education.

Eligible or grantee institution -- A Community college, or public or independentprivate four-year general academic institution, that has accredited programs for undergraduates.

Eligible student -- To be eligible for financial aid as described under “Eligible Projects” on page 2, a person must be admitted to or enrolled in a college or university and must qualify as an First Generation student. A First Generation student is defined as someone who is the first in their immediate family to enroll in higher education. A First Generation student is defined as someone who is the first from their family to complete higher education through two- and four-year postsecondary institutions.

Grant period -- The grant period is from June 30, 2005 (tentative date of the award contract) to June 30, 2006.

Project director -- The principal educator responsible for implementing and overseeing the proposed project. The person shall be a faculty member or administrator at the eligible institution. One additional co-project director may be named from the eligible institution if the person meets eligibility requirements and shares responsibility for the project.

Document Format and Submission Standards

Writing Style / Write clearly and concisely.
Avoid jargon and terms not commonly known.
Spell out terms the first time used with the abbreviations in parentheses.
Format / Adhere to guidelines underInstructions For Completing the Application Forms, page 6 to ensure full consideration.
Use 8 ½ x 11 white paper with 11-point type.
Stay within the margins on form pages.
For Form 3: Project Description, use 1" side and top margins on continuation pages.
Adhere to page limits under Instructions For Completing the Application Forms, pages 6-8.
Order Forms as 1, 2, 3 followed by appendices.
Staple all pages of the application in the upper left corner.
Copies / Submit 1 signed original (with signatures and the name of the submitting institution clearly identified on Forms 1 and 2) and 5 copies (without specific identifiers) of each application.
Number of
Submissions / An eligible institution may submit 1 application for the 2005-2006 grants competition. Therefore, a project director may submit only 1 application.
Submit to: / Natalie Coffey
Division of OutreachParticipation and Success
Texas Higher Education Coordinating Board
P.O. Box 12788-or-1200 E. Anderson Lane
Austin, TX78711-2788Austin, TX78752
Deadline / Applications must be postmarked (or otherwise dated for overnight delivery) by June 1May 31, 2005 or hand-delivered to the Board’s office by 5 p.m., June 1May 31, 2005 to be considered for funding.

Funding Restrictions

Federal Appropriation Restrictions. The federal funds supporting this initiative come from the United States Department of Labor, through a joint effort by the Texas Workforce Commission, the Texas Education Agency, and the Coordinating Board. The funds that are allocated to the Coordinating Board for the First Generation Student Grants Program must be awarded to eligible higher education institutions that: 1) are located in the targeted regions of the state or admit and enroll students from the targeted regions; 2) form a partnership with their Local Workforce Development Board for purposes of the First Generation Student Grant Program; 3) will conduct at least two College Enrollment Workshops for grade 9 -12 students and parents at high schools with low-college going rates which are located in the targeted regions; and 4) will provide supplemental scholarships to disadvantaged first generation college students from targeted regions.

The targeted regions of the state, defined by the Texas Workforce Commission’s Local Workforce Development Board Regions, include CameronCounty, Deep East Texas, GulfCoast, South East Texas, South Plains, Upper Rio Grande, Alamo, Dallas, North Central, North East Texas, Panhandle, and Tarrant County Workforce Development Area.

State Appropriation Restrictions. Generally, the Coordinating Board will not award a grant to an institution which proposes to merely substitute these funds for state appropriations in support of an existing recruitment or retention effort. This restriction may not apply if the institution proposes to expand existing recruitment and retention efforts for a project that currently receives state appropriations. The Commissioner shall make the final determination of a proposed project’s eligibility for funding.

Matching Funds. Institutions shall report other sources of funding for the proposed project on Form 1, Section 7b and Form 2, Section E. The project activities and related costs associated with these other sources of funding shall not be included in project narratives or in the proposed budget unless otherwise instructed. Institutions that report a significant commitment of matching funds for the project will receive points in the review process. State appropriations, in-kind contributions from the eligible institution, and indirect costs from the eligible institution or partner may not be included in any amount reported as “Matching Funds.”

Budget Restrictions

Institutions may include only certain reasonable costs in the proposed project budget with a few exceptions. The following kinds of costs shall not be included in the proposed budget:

  • Capital equipment.
  • Construction or remodeling of facilities.
  • Travel costs.
  • Indirect costs.
  • Salaries or other stipend that are calculated at a higher pay rate than that which an individual (or similar position) normally receives. (Costs for staffing must reflect research or instructional salaries of the eligible institution appropriate to the tasks that will be performed, and the length and time spent on the project.)
  • Tuition and fees for students.
  • Salary incentives and salary increases for faculty.
  • State appropriations, in-kind contributions from the eligible institution, and indirect costs from the eligible institution or partner included in the total for “Matching Funds.”

The following kinds of costs shall not be charged to the grant award without prior approval from the Board:

  • Not more than 510 percent of total grant award may be used for administrative costs, including salaries and fringe benefits.
  • Salaries and fringe benefits for positions other than those positions specifically identified in the approved grant application.
  • Budget transfers across Budget Categories A, B, and C that exceed cumulatively 15 percent of the total award during the grant period.

Other Grant Restrictions/Conditions

The Board and the grantee institution shall agree to the following restrictions and conditions.

The Coordinating Board:

  • may visit the grantee institution to review project accomplishments and financial records;
  • may suspend or terminate the grant if the institution fails to comply with the terms of the contract or if the project director(s) leaves the institution without a suitable replacement approved by the Board; and
  • shall not be held liable in the event of damages to persons or property which may occur in the course of activities conducted as a result of the grant.

The grantee institution shall:

  • ensure that all personnel associated with the grant abide by all state and federal regulations for academic activities. Institutions should review proposed projects with legal counsel before submitting applications;
  • ensure that all personnel associated with the grant abide by the institution’s intellectual property policy;
  • ensure that no person is excluded from participation in, denied benefits of, or otherwise subjected to discrimination under the grant on the grounds of race, color, national origin, religious affiliation, disability or gender;
  • have a financial management system that provides appropriate review and approval of expenditures of grant funds and monitoring of project performance. The institution shall have its financial records and other materials pertinent to the grant available for review and audit by the Board, the State Auditor and other auditors for a period of five years following the end of the grant period;
  • notify the Board of any potential conflicts of interest that arise prior to or during the grant

period;

  • notify the Board if a project director leaves the grantee institution or otherwise relinquishes active direction of the project;
  • expend funds in accordance with Funding andBudget Restrictions, pages 4-5. Subcontractors shall abide by the same restrictions;
  • request Board approval of fund transfers across Budget Categories A, B, and C that exceed cumulatively 15 percent of the total award during the grant period;
  • receive grant payments from the Board;
  • submit two reports to the Board, as specified by the Board: an interim report due on December 1, 2005; a final report due on August 1, 2006;
  • return all unexpended funds to the Board within 60 days of the expiration of the grant;

and

Instructions For Completing The Application Forms

Eligible institutions will adhere to the following format so that the institution’s application may be processed by the Coordinating Board:

  • Include proper names and signatures on the original application. The original will remain on file at the Coordinating Board; the five copies (without specific identifiers) will be distributed to reviewers.

Content for the application forms is explained below in the order in which the forms should be submitted in the application. Applications that exceed the maximum page lengths may not be considered for funding. (Shaded areas on the forms are for Board use only).

Form / General Description / Specific Instructions / Maximum
Length
1 / Cover Page.
Complete all sections of the form unless where noted.
Box 1 and 2. Leave blank on the original and copies.
Box 3. Leave blank on copies of the application.
Box 6. Summarize the grant proposal by identifying in narrative form:
(1) the specific goals and objectives of the project;
(2) the methods for carrying it out and evaluating its success; and
(3) the expected outcomes.
Box 7a. and 8.Totals should be identical.
Boxes 9, 10, and 11. The original application must be signed by the
project director(s) and the institution’s representative for sponsored
projects. / 1 page
2 / Budget.
Review Budget Restrictions, page 5, before completing this form.
Category B. Review definition of key terms, page 3.
Box C.2. Include a separate budget in the appendix for any
subcontracted work that exceeds 25 percent of the total budget.
Box D. The total should equal the amount on Form 1, Box 8.
Box E. The total should equal the amount on Form 1, Box 7b. The
amount should not include indirect costs, in-kind contributions from
the institution or direct state appropriations.
The sum of the subtotals on Boxes A, B, C, equals the amount shown
in Box D.
The form must be signed by the project director(s) and the institution’s representative for sponsored projects. / 1 page
3 / Project Description.
The template for this form should be used for page 1 only. Continuation
pages should have 1" margins.
The Project Description (Form 3) should answer the following questions:
Why is the project important and why is it needed?
Describe the goals and objectives of the project.
Explain how this project will improve student retention or the recruitment
and/or retention of eligible students.
Estimate the number of people that will be served/affected by the project. / 4 pages
The Project Description (Form 3) should also answer the following questions:
How will the project be conducted?
Describe the services that will be provided and include a timeline for accomplishing the project.
Since the project must distribute funds to First Generation students, describe the criteria that would be used to determine which students would receive the money.
Include other information about methods, techniques as needed.
What institutional and other outside support is available for the project?
Describe the eligible institution’s commitment and the resources available (e.g., facilities, equipment) to the project.
Describe any plan for leveraging these funds with matching funds from other sources, including cash and any in-kind support from a benefactor such as a civic organization or other partner.
(Do not consider indirect costs, in-kind contributions from the institution, or state appropriations as matching funds.)
What are the major costs of the project?
Justify all major budget elements represented in amounts shown on
Form 2, Boxes A, B, and C.
List individually all key personnel (by name and position) and the
requested salary amounts or rate of pay to be funded during the
grant period.
Briefly describe the qualifications of all key personnel.
What will be the impact of the project?
Explain how the project will be evaluated and estimate the outcomes of
the project. Outcomes should be as specific as possible and
address directly any improvements in student retention or in the
recruitment and retention of First Generation students.
 / Appendix
Include additional documentation as needed. / 2 pages

Evaluation of Applications

General Selection Criteria

The Coordinating Board will award grant funding based on a competitive process, designed to provide the best overall value to the state. Selection criteria shall be based primarily on project quality as determined by reviewers, the impact the project will have on recruitment and retention of First Generation students at the institution and the cost of the proposed project.

Bonus points will be given to institutional applications that address the following: