Grantees FAQ

Reporting and Budgeting Questions

Gap Analysis and Project Work Related Questions


Reporting and Budgeting Questions

    What are the reporting requirements for FY12 (Year 1)?
    The following items are due by 5pm July 1, 2012.
    1. Gap Analysis Part 1:
    • Two Gap Analysis Part 1 documents must be submitted – one that analyzes the gaps pertaining to English languages arts and another that pertains to mathematics.
    • A single analysis for each content area should be submitted on behalf of the ENTIRE CONSORTIUM. Please do not submit a gap analysis part 1 document for each partner of the consortium if possible.
    • Either the Microsoft Word template or the Microsoft Excel template (spreadsheet 1) found on the Wiggio site may be used to turn in the reports.
    • These documents should be submitted on the Ohio HS/HE Alignment Wiggio group site. There is a folder titled “July 1, 2012 Reports” where you will submit your documents. Please be sure to select your designated folder and restrict access to include only ODE staff and your choice of group members. You may want to review the Wiggio Tutorial, which is also located in the group folder, to learn how to restrict access.
    1. Project Budget for Year 2 (FY13):
    • The Year 2 (FY13) budget grid and corresponding narrative must be submitted by July 1, 2012. Please attach a cover page as well. A copy of a blank cover page and budget grid can be found in the group folder “July 1, 2012 Reports” on the Wiggio site. Please submit a digital copy of your budget packet (cover letter, grid and narrative) to the Wiggio site and mail the original copy to:
    Attention: Sasheen Phillips
    Ohio Department of Education
    25 South Front Street, MS 509
    Columbus, Ohio 43215-4183
    • The FY13 funding period will begin July 1, 2012 and end June 30, 2013. However, please be aware that it will take approximately six weeks for your award to be processed and funds made available.
    1. No reapplication or report narrative is required for Year 1 of the grant.

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    What are the reporting requirements for FY13 (Year 2)?
    1. Action Plan(s) addressing Goal 1 are due September 7, 2012. These action plans are based on your gap analysis findings and will guide the work you do throughout Year 2 of the grant.
      • At minimum, each consortium must submit two action plans—one for English language arts and one for mathematics—each addressing an Indicator of Success and root cause. The IOS or root cause does not have to be identical across content areas. Additionally, a consortium is welcome to submit more than
      • May 2012
      • HSHEalignment@education.ohio.gov
      • two action plans, addressing another IOS or the same IOS but a different root cause.
      • Each consortium must submit their action plans to the designated Wiggio folder.
      • Each consortium may choose to submit their action plans using either the template provided in the Gap Analysis Excel spreadsheet or a form of their own.
      • Each action plan should include the following components:
        • The Indicator of Success at stake
        • Root cause identification
        • Activities/tasks to address root cause
        • Responsibilities assigned to members
        • Timeline for milestones
        • Interventions when necessary (not needed for the first submission of the action plan) to accomplish the Indicator of Success
    2. Program Monitoring Tool is due December 21, 2012. (Details to come)
    3. Gap Analysis Part 1 for Goal 2 is due July 1, 2013.
      • Two Gap Analysis Part 1 documents must be submitted analyzing the gaps that exist in your consortium’s teacher preparation programs compared to the Common Core State Standards for English language arts and mathematics.
    4. Program Monitoring Tool, End of Year Report and FY14 Budget are due July 1, 2013.

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    What are the reporting requirements for FY14 (Year 3)?
    1. Action Plan(s) addressing Goal 1 and Goal 2 are due August 30, 2013. These action plans will guide the work you do throughout Year 3 of the grant.
      • At minimum, each consortium must submit their revised and any additional action plans for Goal 1 AND two new action plans addressing Goal 2 (one per content area). Therefore, each consortium should submit at least four action plans, which include at least two revised or ongoing plans for Goal 1 and two new plans addressing Goal 2.
      • Each consortium must submit their action plans to the designated Wiggio folder.
      • Each consortium may choose to submit their action plans using either the template provided in the Gap Analysis Excel spreadsheet or a form of their own.
      • Each action plan should include the components described in Year 2 reporting.
    2. Program Monitoring Tool is due December 20, 2013.
    3. Program Monitoring Tool is due June 27, 2014
    4. End of Year Report is due July 18, 2014.

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    What should be included in the budget grid and narrative?

    Budget explanations must accompany each budget entry and describe briefly how funds will be expended. Explanations should be included for all categories in the budget. The budget narrative should indicate all sources of funds for the upcoming project year including those provided in-kind by partners or other entities; however, the budget grid should contain only HS-HE Alignment Initiative funds. Please be sure to review the agreed upon project Assurances, which delineate how the HS-HE Alignment Initiative funds may be used.

    *Please include a copy of your cover page with every reporting submission.

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    What amount is our consortium able to request for FY13?
    • Full grantees may ask for any portion of their remaining grant ($70,000) for FY13. It is recommended that each consortium budget close to $35,000 for each remaining year, but this decision is in the discretion of your consortium leadership. However, please keep in mind that your budget grid and narrative will need to justify your funding request.
    • Partial grantees may ask for any portion of their remaining grant ($40,000) for FY13. It is recommended that each consortium budget close to $20,000 for each remaining year, but this decision is in the discretion of your consortium leadership. However, please keep in mind that your budget grid and narrative will need to justify your funding request.

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    Will ODE cover the fiscal fees for FY13 and/or FY14?
    Yes, ODE will cover each consortium’s fiscal fees for FY13 and FY14.

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    Can funds carry over to the following fiscal year for project years 1, 2, or 3?
    • No funds can be carried over from FY12 (year 1) to FY13 (year 2).
    • While it may be possible for funds to carry over from FY13 (year 2) to FY14 (year 3), we highly discourage it.
    • No funds can be carried over from FY14 – all grant monies must be expended in their entirety by the end of the granting period (June 30, 2014). Otherwise, the residual of each grant will be sent back to the federal government.
    • Each year, you will be asked to submit a budget reapplication. The award period for each year will be July 1 through June 30. Therefore, all funds must be expended or encumbered (obligated) by June 30.

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    Do we need to consult with ODE before reallocating funds in a way that is inconsistent with the budget we submitted?
    A revised budget grid must be submitted for approval if there is an increase of more than 10% in any category. It is always a good idea to discuss changes with the HS-HE Alignment Initiative manager before making a budget request. Please feel free to consult the program manager at HSHEalignment@education.ohio.gov.

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Gap Analysis and Project Work Related Questions

    What project goals do Gap Analysis Part 1 and the activities of the project need to address?
    • Goal 1: Align high school course expectations with higher education placement expectations for first-year, non-remedial coursework in English language arts and mathematics to ensure seamless articulation and transfer. (Beginning Year 1)
    • Goal 2: Align teacher preparation programs to match Ohio’s Common Core State Standards. (Beginning Year 2)

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    What are Indicators of Success (IOS), and what are some examples?

    In general, an Indicator of Success represents an ideal state. For the purpose of this grant, Indicators of Success state the long-term strategic goals of your consortium in relation to the High School – Higher Education Alignment project goals. While they can be ambitious, they should also be achievable and measurable. In short, what are you hoping to address and accomplish with the support of the grant in regard to high school – higher education alignment?

    • Example: At least 90% of high school graduates from feeder schools in the consortium will enter first year college coursework without remediation in English language arts at XYZ institution.
    • Example: 90% of students take and pass the minimum college prep mathematics courses (e.g. Algebra II) needed to be remediation free in postsecondary institutions.
    • Example: All students meet individually with a guidance counselor to discuss their academic progression toward being college and career ready by the last day of their sophomore year.

    The Dana Center Gap Analysis guide is a good resource for thinking through Indicators of Success. A copy can be found in the Wiggio group resource folder.

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    How many Indicators of Success (IOS) must be identified for Gap Analysis Part 1?

    No fewer than three but no more than five indicators of success (IOS) should be identified for each content area (English language arts and mathematics) for Gap Analysis Part 1. If you have already identified more than five in your consortium work, we understand, but hope you will highlight those you plan to prioritize in your efforts.

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    Gap Analysis Part 1 requires “data elements.” What can be considered data in this context?

    Data elements include those sources of information that will inform your current status in relation to the Indicators of Success you have identified in Part 1. For example, data may include the number of students from each school requiring remediation in mathematics. Using this data you might find that your current status in relation to your Indicator of Success is that 25% of students in the consortium attending college Y require remediation in first-year college-level mathematics courses.

    Some Indicators of Success you may wish to address, such as communication between high school and higher education partners, may not have readily accessible quantitative data elements in the traditional sense. However, possible data sources for open communications might include surveys or focus groups. For example:

    • What is known/what is not known from either group? What does either side believe to be important in communication?
    • Other data sources might be a quick survey of the means by which communication now takes place (e.g. parent newsletters contain one item annually about college planning; school counselors receive communication packets from one college but not from others in the consortium; most college prep information is communicated to students one-on-one in student initiated sessions).
    • The idea is to take account of what is currently working or not working, and how you would like to improve it.

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    What is ODE holding us accountable for through the project?

    Each consortium will be held accountable for implementation of their action plans as submitted each year, as well as any interventions necessary to ensure progress towards meeting the indicators of success.

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    When will the next statewide meeting take place?

    The next statewide meeting will take place either the last week of July or the first week of August. Please look for more information to come in June 2012.

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    What is the news about a private session with Dr. David Conley? How can we participate?

    Dr. David Conley will be a keynote speaker on the first day of the upcoming Innovative Learning Environments Conference, which is taking place the week of July 30 – August 3, 2012. You can learn more about the conference and how to register at http://www.ileohio.org/Pages/default.aspx.


    Dr. David Conley serves as chief executive officer of the Educational Policy Improvement Center (EPIC); founder and director of the Center for Educational Policy Research (CEPR); and Professor of Educational Leadership at the University of Oregon. He conducts research on issues related to college readiness, college and high school course content analysis, high school-college alignment and transition, and large-scale diagnosis and assessment of college readiness.


    Dr. Conley has agreed to host a private session with the grantees of the High School – Higher Education Alignment Initiative in addition to his appearance as a keynote speaker. The session will take place the morning of July 30th, the first day of the ILE conference. More details will be shared in June 2012.

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    How can I access the Ohio HS/HE Alignment Wiggio group?

    The Ohio HS/HE Alignment Wiggio group was created to serve the grantees in the following ways: (1) Create a communication stream between ODE and project participants; (2) Provide a forum for cross-consortia discussion and collaboration; (3) Serve as a repository where curricular tools and resources can be posted and shared. We encourage you to post discussion questions, resources you find helpful, and opportunities fellow consortia may be interested in attending.

    http://wiggio.com/group_open_join.php?groupid=1189504&password=Readiness&ref=1067983

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    What information can be found on the project website?

    The High School – Higher Education Alignment Initiative website serves as the public face of the initiative. It is here that we hope that non-participating schools, institutions and entities will visit to learn more about our work.


    It will become more populated throughout the course of the project as tools and resources are produced out of the collaboration of the department and consortia. While we are using the Wiggio site to coordinate with the consortia members and leaders, we also encourage you to check back to the project website as well.


    The website can be found by visiting education.ohio.gov and searching “alignment” from the homepage. The following resources can be found on the High School – Higher Education Alignment website:

    • A list of all the consortia grantees and which region they represent
    • Links to the Common Core State Standards
    • Links to the OBR College Readiness Expectations
    • Ohio Race to the Top maps
    • Videocasts on the following topics:
      • The Need for High School – Higher Education Alignment
      • The High School – Higher Education Alignment Project Overview
      • Tools and Resources to Support Alignment Efforts
      • Gap Analysis Tutorial (Coming June 2012)
      • All videocasts were recorded with the larger field in mind.

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Last Modified: 4/3/2013 11:41:39 AM