Oregon Department of Veterans' Affairscampus Veteran Grant Program RFGP

Oregon Department of Veterans' AffairsCampus Veteran Grant Program RFGP

November 15, 2017

Contact: Laurie Skillman,

Note: A number of community colleges and public universities sent email questions about the RFGP. Below are the questions, dated as to when it was received, and the response from Oregon Department of Veterans' Affairs.

October 11, 2017

Question: I’m heading up our team here at XXXX as we prepare our grant proposal and have a quick question about allowable expenses. We are considering endowing one or two Learn and Earn (similar to work study) positions for student veterans to help with the sustainability component of the program. Would that be allowable under this grant?

Answer:

Yes, the grant could pay for “work/study” positions. Just be clear what they will be doing and that the benefits will be measurable.

You used the term “endow.” Just know that these are one-time grants. The Legislature only funded for the July 1, 2017 to June 30, 2019 period.

October 12, 2017

Question: Could you clarify or provide a definition for Veteran Resource Center and Veterans Lounge?

Exhibit B indicates that our college does not have a center. However, the college has a lounge where student-veterans can access a computer, study, meet, or view the job posting wall with seating for six people.

Answer:

First, the information on the chart was the best information we had received. I was not aware that you had a space exclusively for veterans.

The RFGP on page 5 describes a “center” as:

The veteran resource centers provide a place for veterans to get assistance and support from campus resource coordinators, connect with other veterans, study, and network. A veteran resource center provides a veteran with a “home base” on campus.

Note that most centers are big enough to provide a space for the resource coordinator—an office etc. In the proposal, (see page 12), the proposer must describe the current facilities and staffing.

Description of Current Campus Veteran Resource Center and Staffing.

The Grant Proposal must describe the current status of the Proposer’s Campus Veteran Resource Center, including but not limited to: physical space and location, hours open, furniture and equipment, staffing (paid, work-study, and volunteer), activities, programs, resources, work with campus administration and academic staff, work with veterans, and any special and unique programs. Description must include current collaboration with country veteran service offices and local and state resources.One page limit.

The space is half the equation—the other half is the veteran’s coordinator or some staffing. The center is typically not just a space, but a space exclusive for veterans (and their families) and for the resource coordinator to be there.

Having said that, each campus has its unique challenges and structure. The funds are there to “expand and enhance” your existing program.

Follow up: This is helpful. Our current space has room for 6 people which is difficult if not impossible for working with students and their families one-on-one.

October 16, 2017

Question: Are we allowed to use a portion of the funds to remodel a space for the purpose of developing a Veteran's Center? If so, is there a minimum or maximum amount of funds that can be used for the remodeling of the space?

Answer:

The short answer is yes. A few things to consider:

1.A grant proposal may have several projects within the proposal. A “remodel” could be a part of a proposal. See page 4 of the RFGP:

“Each community college or university may submit only one grant proposal. A grant proposal may include more than one project; however, the proposal must describe the goals, objectives, outcome measures and requested award amount for each project.“

2.There is no minimum amount for a grant. However, the maximum is $100,000.

3.Regardless of the proposal/projects, it is important to consider two things:

a.What is the goal of the project/proposal? See section 3.1

b.What are the objectives?

c.What are the measurable outcomes?

4.When you review your overall proposal, check it against the scoring criteria.

October 16, 2017

Question: Would it be under the scope of this grant to fund an endowment for the specific purpose of establishing an “Emergency Relief Fund” for members of the student veteran community?

As we all know, financial insecurity is very stressful and a major distractor to achieving academic success.

Another school asked about endowments. The funds need to be spent and the outcomes need to be measured within the grant timeframe—January 2018 to June 30, 2019.

An endowment does not fit those criteria.

October 25, 2017

Question: We are in the process of completing the RFGP proposal for this grant, and would like clarification from you regarding our eligibility for having an existing Veterans Resource Center. XXXX has dedicated space for a Veteran Services office and two full-time staff to provide veteran services. This department provides resources to veterans such as academic counseling, open educational resources (OER), and general library lending resources.

Answer:

On page 5 of the RFGP, it states:

The veteran resource centers provide a place for veterans to get assistance and support from campus resource coordinators, connect with other veterans, study, and network. A veteran resource center provides a veteran with a “home base” on campus.

Campus veteran resource coordinators help veterans transition to campus life, support them while completing their education, and assist in the transition from the campus to the workforce. Campus veteran resource coordinators provide support and connect veterans with local state county and federal resources. Resource coordinators serve as a critical link to the county veteran service officers who provide advocacy for veterans obtaining federal benefits.

The eligibility requirements are on page 7:

At the time of application, the CC/PU must have:
A campus veterans resource center; or
A campus veterans resource coordinator (or intends to hire a coordinator prior to the distribution of grant funds); or
Both a veteran resource center and a coordinator.

QUESTION: Is the resource center dedicated to veterans as a place where they can study and connect with other veterans—or is it simply the offices for people who can assist veterans?

QUESTION: Are the individuals who assist veterans employed as “certifying officials”? If yes, then they are not “campus veteran resource coordinators.”

One community college is using funds to enhance and expand a space for veterans as a center and remodel an area and add some equipment—many centers have computers and printers and desks.

If this is not helpful, perhaps you could provide a little more information about your existing space and what the staff actually do and what percentage of their time is dedicated to serving veterans. The basic concept is that veterans have exclusive use of space and that full or part time staff are dedicated to veterans (exclusive of certifying official duties—which are not coordinator functions).

//see follow up questions on next page//

Follow up questions: Firstly, XXXX has a Director of Veterans Services who is not a “certifying official”, but provides all of the services listed under the “coordinator” job title. Based on the description you provided below, will XXXX be eligible to apply? Secondly, we were wondering what determining factors were considered for Yes or No determinations/ratings listed in exhibit B, pg 21, of the RFPG?

Answer:

You asked: Firstly, XXXX has a Director of Veterans Services who is not a “certifying official”, but provides all of the services listed under the “coordinator” job title. Based on the description you provided below, will XXXX be eligible to apply?

Yes!

You asked: Secondly, we were wondering what determining factors were considered for Yes or No determinations/ratings listed in exhibit B, pg 21, of the RFPG?

I created this chart when we were testifying before the Legislature on this bill.

This information was provided to us primarily through HECC. It was the best information at the time. I have found that it is not totally accurate.

November 6, 2017

Questions: The first would be about the education item line on the budget. What would the State like it to entail?

The second question would be, what kind of measurable outcomes is the State looking for? We are looking at number of Vets served, number of Vets term to term, number of faculty/staff served in training for Veterans issues and how to best serve Veterans on campus, and number of Vets helped through the new resource center. What is important for the State in measurable outcomes?

Answer:

“Education”

In the RFGP, it states:

1. Proposed Budget and Narrative. The proposed budget for the use of grant funds (maximum $100,000) must include a line item budget and short narrative. The budget proposal must include separate line items for personnel salary, benefits, travel, outreach, education, equipment, services and supplies. ODVA will provide training for campus coordinators (but not expenses) and expenses to attend training may be included in the proposed budget or in matching funds.

This would mean education and training for the resource coordinators. Going to a conference, for example.

“Outcomes”

The outcomes are entirely dependent on you grant purposes and goals.

Let us say you are currently serving 15 veterans each calendar year, but you are adding a coordinator and increasing the space. You estimate that you will be able to serve 50 veterans in a calendar year.

Therefore, your outcome measure would be to increase the number of veterans served from 15 to 50 in a calendar year. Make sure that they are realistic outcomes.

The outcomes measure what you want to accomplish. All the outcomes you listed would be valid, depending on what your purposes are.

November 8, 2017

Questions:

1. What grant ‘tracking system’ will ODVA use?

2. Who may sign the “Proposer Certification Sheet?”

3. What is the difference between “Goals” and “Objectives?” (It appears to me that the ‘objectives’ are more detailed and measureable, but I’d sure appreciate any guidance.)

4. Are resumes required for the “Staff Responsible” list? (5.2.g)

5. Are we required to provide matching funds for a non-coordinator staffing request? (The RGB states “…matching funds are only required for staffing for a coordinator” but my boss wanted me to make sure!)

6. How do we show the cost of losing a percentage (the certifying portion) of our Coordinator’s salary as a budgetary item? (Background: Our coordinator has VA certification duties and those duties would be back-filled by a qualified College employee during the grant so that the Coordinator could devote 100% of his efforts to managing this grant’s success. CCC has a part-time, trained certifying official we currently use for surge efforts and we would like to add hours to her schedule in order to free up the Coordinator, who spends approximately 25% of his time on certifying duties.)

Answers:

1. What grant ‘tracking system’ will ODVA use?

We will review the quarterly reports and look at the stated objectives, measureable outcomes and actual outcomes.

2. Who may sign the “Proposer Certification Sheet?”

Someone authorized to bind the CC to the grant contract.
Often a financial person—CFO etc.

3. What is the difference between “Goals” and “Objectives?” (It appears to me that the ‘objectives’ are more detailed and measureable, but I’d sure appreciate any guidance.)

Goals and objectives are set out in the statute.
Goals are overarching. Objectives are specific, targeted objectives.
GOAL must be one or more of the following: 1) Transition to college; 2) Succeed in school; 3) Transition to workplace
OBJECTIVES. Must be one or more of the following:
Expand and enhance an existing campus resource center on campus premises.
Recruit and employ campus veterans resource coordinators who can serve as liaisons to provide advocacy, understanding and resource connections for veterans.
Attract veterans to enroll in and attend educational programs at the CC/PU.
Provide assistance, guidance and support to veterans in completing educational goals and objectives.
Provide resources to college administrations, faculty and staff to facilitate an understanding and appreciation of the strengths, unique challenges and needs of veterans and their families.
Refer campus veterans to the local county veteran service officers appointed under ORS 408.410 who assist veterans in obtaining federal and state veteran benefits.
Assist veterans in successfully transitioning to work and community life by connecting veterans with workforce and employment resources.
Example
Goal may be “complete educational goals and succeed in school” (#2, above)
Objective is a subset of the goal: here I will choose two:
Provide assistance, guidance and support to veterans in completing educational goals and objectives.
Provide resources to college administrations, faculty and staff to facilitate an understanding and appreciation of the strengths, unique challenges and needs of veterans and their families.
Measurable objectives: number of veterans served, number of veterans I served at the center that stayed in school for at least 12 months, number of faculty/administration that I educated about veterans, number of faculty and staff that stated that the education on veterans needs was valuable

4. Are resumes required for the “Staff Responsible” list? (5.2.g)

Just completely explain that. The portion of the salary that is a “certifying portion” would not be considered part of a budgetary item that you would use going forward—so you would only ascribe 75% of that person’s position in your campus resource budget RIGHT NOW as a coordinator. A certifying official is not a part of a resource center budget.

November 8, 2017

Questions:

Is there an overall package page limit? Is there a preference for loose pages (for ease in photocopying) or hard-copy, bound and displayed in a cover?

Regarding the funding of a coordinator position, is it just the salary that needs to be matched? Or is it the salary + OPE rate that need to be matched? Example: $18,000 (salary) + $7,000 (OPE rate) = $25,000. Does the $18,000 salary need to be matched with $9,000? Or does the $25,000 need to be matched with $12,500?

On one hand, we understand that the CC/PU must provide resources to support the center and staff (2.1(2), p. 7). On the other hand, we also understand that the grant funds may be used to hire additional staff (Exhibit A - 3(b), p. 18). Is this right? Examples of other staffing costs we are thinking about include faculty curriculum development and instructional expenses beyond that of the coordinator.

Is construction cost (including demolition, construction, furniture, and appliances) an eligible expense?

Our plan is to tear down interior walls and upgrade the existing veteran’s resource center. Although the center’s perimeter may remain the same, the wall removal and upgrades will expand and enhance the interior space. Is this eligible?

Is it too hopeful to think that there will be another round of funding allocated in the 2019-21 biennium to develop further steps to expand upon the programs, if the recipients are successful with this allocation (Exhibit A, Section 3, p. 20)? Any insights you can provide will be appreciated. We are looking to sustain this important effort.

Answers:

Is there an overall package page limit? Is there a preference for loose pages (for ease in photocopying) or hard-copy, bound and displayed in a cover?
No limit
Loose pages PLEASE

Regarding the funding of a coordinator position, is it just the salary that needs to be matched? Or is it the salary + OPE rate that need to be matched? Example: $18,000 (salary) + $7,000 (OPE rate) = $25,000. Does the $18,000 salary need to be matched with $9,000? Or does the $25,000 need to be matched with $12,500?

The CC/PU needs to match it for the “salary.” Whatever you decide to use in grant funds (up to $25,000) for the salary, you will need to match and the match needs to be used for the salary. It is the Senate Bill that is very specific on this.
SB 143: (c) A grant recipient may use up to $25,000 of grant funds awarded under this section to pay a campus veteran resource coordinator’s salary if the grant recipient commits to matching at least 50 percent of grant funds used for that purpose.
I would state that “salary” includes benefits, but would NOT include other things that may be part of the position (expenses of the position)—so no to the desk, phone, travel, etc.
Or does the $25,000 need to be matched with $12,500? Yes, if you were going to apply for $25,000 that included salary and OPE, then yes, $12,500 would be the match.

On one hand, we understand that the CC/PU must provide resources to support the center and staff (2.1(2), p. 7). On the other hand, we also understand that the grant funds may be used to hire additional staff (Exhibit A - 3(b), p. 18). Is this right? Examples of other staffing costs we are thinking about include faculty curriculum development and instructional expenses beyond that of the coordinator.
”provide resources to support the center and staff (2.1(2), p. 7)” Yes, you have it right. The Legislature was very clear that they wanted to CC/PU to have “skin in the game.” (their words exactly). They did NOT want the schools to rely solely on the grant funds, and they absolutely did not want the grant funds to “supplant” existing funds.
grant funds may be used to hire additional staff (Exhibit A - 3(b), p. 18). Yes. You can hire coordinator, or student veterans. It is ONLY the coordinator grant funds that require “matches.”

Is construction cost (including demolition, construction, furniture, and appliances) an eligible expense?
There is nothing prohibiting the use of funds for this.

Our plan is to tear down interior walls and upgrade the existing veteran’s resource center. Although the center’s perimeter may remain the same, the wall removal and upgrades will expand and enhance the interior space. Is this eligible?
There is nothing prohibiting the use of funds for this.

Is it too hopeful to think that there will be another round of funding allocated in the 2019-21 biennium to develop further steps to expand upon the programs, if the recipients are successful with this allocation (Exhibit A, Section 3, p. 20)? Any insights you can provide will be appreciated. We are looking to sustain this important effort.
That will depend entirely on the success of this grant program. The Legislature will ask: Did the proposals and grant awards make a difference in the lives of student veterans? How do we know? How was that measure? Was it a good use of funds?

November 8, 2017