Activity Management Standards
The purpose of this document is to clarify the management, reporting and documentation responsibilities entrusted to Title III Activity Directors after an award has been granted. Activity Directors should use the information below as a guide to prepare for site visits.The Title III Program Specialists will use the “Internal Monitoring Worksheet” as an evaluation tool to assess the program’s adherence to the policies stated in this document. For more information please see the “Internal Monitoring Worksheet” and the “Site Visit Checklist".
To download the Site Visit Checklist, click here >>> Checklist
To download the Internal Monitoring Worksheet click here >>> Worksheet
1- Progress on Objectives
It is the responsibility of the Activity Director to ensure that progress is being made on objectives stated in the approved program plan. The Activity Director should make sure that the program plan contains measurable objectives, references to baseline data, and an adequate time line. The Activity Director (AD) should make sure that Documentation of progress is filed at the activity site along with any supporting data1. This information should be reported in the Quarterly Performance Reports.
The AD should also report potential deviations from the budget and program plan and seek prior approval from the Title III Office before the change is implemented.2
2 - Fiscal Management
It is the responsibility of the Activity Director to ensure that funds awarded under Title III are spent according to the approved program plan. All expenditures should be evaluated by the Activity Director to determine if they are allowable, allocable, and reasonable3. See definitions below.
Allowable: The costs must conform to any limitations or exclusions set forth in the approved program plan or in the Federal Cost Principles.
Allocable: The cost will be incurred solely to support or advance the work of a specific approved program plan.
Reasonable: The cost must be able to withstand public scrutiny, i.e. objective individuals not affiliated with the activity would agree that a cost is appropriate
The AD should also ensure that each expenditure request placed in the system is monitored until the vendor has been paid and the items have been received.
Under normal circumstances, the Title III Program Office will accept two Budget Modification requests during the second quarter of the program year. Requests beyond these parameters will be considered if there is proper justification and the request constitutes an unforeseen and critical circumstance.
Any travel that is not in the approved program plan will require prior approval before the Travel Authorization Request (TAR) is submitted. Travel reimbursements should be submitted in a timely manner according to the University/Title III travel policies.
3 - Personnel
Activity directors are responsible for hiring personnel early in the funding year in order to ensure success in meeting program objectives. Once approval has been given by the Title III Office, advertisements for new personnel can begin as early as 90 days prior to the beginning of the funding year (Oct 1.)4 Activity Directors should ensure that original personnel documents are sent to the title III office and copies are filed at the activity site.
4 – Property Management
Activity Directors are responsible for making sure that all equipment purchased with Title III funds is used for the purpose authorized in the program plan. Each AD is required to ensure that Title III equipment is accounted for in an inventory database and that each item is tagged to indicate federal ownership.
Equipment records shall be maintained accurately and shall include the following information:
- A description of the equipment.
- Manufacturer's serial number, model number, federal stock
number, national stock number, or other identification number.
- Source of the equipment, including the award number.
- Acquisition date (or date received, if the equipment was
furnished by the Federal Government) and cost.
- Location and condition of the equipment and the date the information was reported.
A physical inventory of equipment must be taken and the results reconciled with the equipment records at least once a year.
A control system must be in effect to insure adequate safeguards to prevent loss, damage, or theft of the equipment. Any loss, damage, or theft of equipment shall be investigated and fully documented and reported to the Title III office.
Adequate maintenance procedures must be implemented to keep the equipment in good condition.
All documents pertaining to property should be kept on file at the activity site.
5 - Responsiveness to communications and attendance at meetings
– It is extremely important for all Title III staff to stay tuned to all lines of communications from the Title III Office. Important information will be disseminated in a variety of ways. It is the responsibility of the Activity Director to make sure that information from the following sources is passed along to the appropriate staff.
Regular meetings - A representative from each Activity should be sent to all regularly scheduled meetings. It is the ADs’ responsibility to make sure that information from the meetings is given to appropriate Title III staff.
Called meetings - Under special circumstances, the Activity Director and/or other Title III staff will be called to meet with selected Title III program office staff to disseminate information specific to a particular activity or group of activities. The AD is responsible for making sure that appropriate staff members are present at all called meetings.
Website Postings – The Title III website (http://www.famu.edu/titleiii) will be updated frequently and will contain the latest information related to Title III activities. It is the responsibility of the Activity Director to ensure that information posted on the website is disseminated to appropriate staff. We suggest that you view the website daily.
Email Messages – Email messages from the Title III staff will also contain important information. The Activity Director should ensure the information received via email is distributed to appropriate staff.
6 - Accuracy and Timelines of reports – It is the responsibility of the Activity Director to ensure that all required reports are accurate and submitted in a timely manner. A copy of these reports should be filed at the activity site. The required reports are listed below.
- Quarterly Performance Reports (Quarterly)
-Time and Effort Reports3.5 (Monthly)
-Trip Reports (As needed)
-Receiving Report (As needed)
-Time and Effort Reports (Monthly)
- Signature Authorization Form (Yearly or as needed)
- Memorandum of Understanding (Yearly)
3 CIR A-21 C 2-4
3.5 CIR A-21 J10