Table of Contents
About Us Section. 2
About Us. 2
Program History. 3
Mission – Vision – Values. 3
Program Excel 3
Objectives – Outcomes – Logic Models (Plan of Operation) 4
Participant Definitions. 5
Project Definitions. 5
Definition of Services. 5
Project Procedures. 6
Project Procedures. 6
Participant Management 6
Events and Activities. 7
Fee Waivers. 8
Participant Services. 8
Administration. 8
Program Excel Administration. 8
Grant Management 9
Project Administration. 11
Budget Management 11
Inventory Management 12
Program Meeting Management 13
Staff Management 13
Participant Management 14
About Us Section
About Us
History of the Federal TRIO Programs
The history of TRIO is progressive. It began with Upward Bound, which emerged out of the Economic Opportunity Act of 1964 in response to the administration’s War on Poverty. In 1965, Talent Search, the second outreach program, was created as part of the Higher Education Act. In 1968, Student Support Services, which was originally known as Special Services for Disadvantaged Students, was authorized by the Higher Education Amendments and became the third in a series of educational opportunity programs. By the late 1960’s, the term “TRIO” was coined to describe these federal programs. Over the years, the TRIO Programs have been expanded and improved to provide a wider range of services and to reach more students who need assistance. The Higher Education Amendments of 1972 added the fourth program to the TRIO group by authorizing the Educational Opportunity Centers. The 1976 Education Amendments authorized the Training Program for Federal TRIO Programs, initially known as the Training Program for Special Programs Staff and Leadership Personnel. Amendments in 1986 added the sixth program, the Ronald E. McNair Postbaccalaureate Achievement Program. Additionally, in 1990, the Department created the Upward Bound Math/Science program to address the need for specific instruction in the fields of math and science. The Upward Bound Math/Science program is administered under the same regulations as the regular Upward Bound program, but it must be applied for separately. Finally, the Omnibus Consolidated Appropriations Act of 2001 amended the Student Support Services (SSS) program to permit the use of program funds for direct financial assistance (Grant Aid) for current SSS participants who are receiving Federal Pell Grants. The legislative requirements for all Federal TRIO Programs can be found in the Higher Education Act of 1965, Title IV, Part A, Subpart 2 [ MS Word (217K) | PDF (188K)]. The requirements for the SSS Grant Aid can be found in Public Law 106-554.
Program History
Program Excel
Program Description
We have a Student Services Trio Grant to serve 210 eligible students, providing the services of Academic mentoring, Academic Coaching to help those students to be able to graduate or transfer to 4 year degree programs.
Grant Term
2015-2020
Hosting Institution
Ohio State ATI
Program Services
Currently we supply the services of Academic Mentoring and Academic Coaching (Tutoring)
Project History
Program Excel first received a Trio Grant in 1988 and has continued until the present day. We have had various services over time starting with personal counseling.
Mission – Vision – Values
Mission Statement
Program Excel Mission Statement: As a U.S. Department of Education, Title 4 TRIO grant project, Program Excel is committed to increasing the retention and graduation rates, increasing the 2-year to 4-year college transfer rates, and improving the financial and economic literacy of first generation, low income students and students with disabilities at Ohio State ATI while fostering an institutional climate supportive of these students.
Vision Statement
We don’t currently have this. We can work on this as a group.
Values Statement
We don’t currently have this. We can work on this as a group.
Program Excel
Program Excel Grant Information
Program Excel is approved to serve 210 First Generation, Low income and/or Disabled college students who don’t have a previous degree and are enrolled at the Ohio State University Agricultura Technical Institute. The program offers Academic Mentoring to all eligible students and Academic Coaching (professional tutoring) to those students taking specific classes.
Hosting Institution:
Program Excel is located in at the Ohio State University’s Wooster campus. Our offices are part of the Student Success Services area of Ohio State ATI. We are co-located with personal counseling services and Disability Services and testing.
Project Location:
The address is 1328 Dover Rd, Wooster, OH 44691(Add a map of ATI showing where we are)
Participants Served by this Project:
We serve 210 eligible students who are enrolled at Ohio State ATI at the time of service. Students can be eligible by being First Generation (neither of their parents/guardians have a 4 year or Bachelor’s degree); Low income based on federal standards; or Disabled (students registered with Disability Services).
Objectives – Outcomes – Logic Models (Plan of Operation)
Objectives:
Our goal is to have “66% of all participants served by Program Excel will persist from one academic year to the beginning of the next academic year or graduate and/or transfer from a 2-year to a 4-year institution during the academic year.” ; “75% of all enrolled participants served by Program Excel will meet the performance level required to stay in good academic standing (2.0 cumulative GPA) at Ohio State ATI. ” ; and “34% of new participants served each year will graduate from Ohio State ATI with an associate’s degree or certificate within four years, AND 13% of new participants served each year will receive and associate’s degree or certificate from Ohio State ATI and transfer to a 4-year institution within four years.”
Logic Models:
I will add this later.
Legislation and Regulations:
I will link this later when I figure out what to link it to.
Participant Definitions
- Low Income Students: as defined by federal Trio regulations. b. First Generation College Students: as defined by federal Trio regulations. c. Students with Disabilities: Ohio State ATI students who self-disclosed a disability through Ohio State ATI’s Disabilities Services Students who qualify for disability services include, but are not limited to, students with learning disabilities; Attention Deficit Disorder; autism spectrum; hearing, visual or mobility impairments; and psychiatric and/or medical disabilities.
Project Definitions
(Other definitions as needed. At this point, I’m not sure if we have/need any.)
Definition of Services
Summer Excel-In Program: All new eligible students are invited, along with parents, to Excel-In after participating in Ohio State ATI’s required orientation Program. Student and their parents participate in activities to increase their awareness of managing money for college, learning strategies for college academics, self-efficacy skills for college, and academic advising for the first term. Summer Advising and Service Referrals: Before arriving for classes, Academic Mentors contact eligible students, offering answers to questions about student class schedule and making adjustments; assistance learning how to navigate university procedures; and referrals to other campus resources like Disability Services, Financial Aid, Psychologist, Peer Tutoring, Housing, Fees and Deposits as they transition to college. Starting Strong Program: PE eligible students are required to attend the Starting Strong Program during Welcome Days (required orientation days prior to the first day of classes. PE students receive advice and strategies for making a strong academic start from successful returning students, advice from PE staff about what to expect the first few weeks of classes, and an opportunity to interact with successful returning students Course Selection Assistance: PE Academic Mentors, in collaboration with students faculty advisors, provide Intensive, individualized to PE students. Academic Counseling: PE students meet regularly with Academic Mentors who use a proactive advising approach to address individual circumstance for each student. Professional Tutoring Services: Can include targeted academic instruction, using technology for learning, and individual learning consultations for students with disabilities. Financial Management Services: These consist of financial literacy coaching, money management resources, FAFSA and Scholarship assistance. 4 -Year Degree Transition Services: These include a group visit to Columbus campus, connecting PE students to resources at the Columbus campus, and individualized support to assist in planning for a 4-year degree.
Project Procedures
Project Procedures
This section will describe procedures for recruitment of eligible students and our services for students throughout out the school year based on what is outlined in our grant proposal.
Participant Management
Participant Recruitment
We recruit eligible students with a couple different programs. For students we know are eligible early in the Orientation season, they are invited to attend a summer program we call Excel-In. They are invited, along with their parents, to attend a half-day program where they attend some hands on sessions about notetaking and financial skills like budgeting for college expenses as well as have the opportunity to meet Program staff and gain an understanding of the services they will be able to use when they are students on campus. The program introduces our program as the “go to” place for information, support and help. Prior to arriving for classes, PE retention counselors contact eligible students to give answers to questions about schedules, assistance with Learning to navigate university procedures, and referrals to other campus resources. We also require all Program Excel eligible students to attend a function called Starting Strong, which is part of the OSU ATI campus’ Welcome Day. It happens the day after move-in and before classes begin where they are introduced to the campus and have some university business and social activities planned by Ohio State ATI as well. It happens in conjunction with some other programing which non eligible student attend. Our Starting Strong program involves a presentation by our Project Director, assisted by a panel of successful returning students who share their strategies for success and answer questions for the new students.
We also monitor FAFSA data after the semester has begun and invite students to use PE series who become eligible through income as well as through Disability Services throughout the academic year.
Needs Assessments
We use a form called Individual Success Plan (ISP) to fill in as the needs assessment with each student at the first meeting with the Retention Advisor (appendix) to give the students a way to communicate what they need or want from us as service providers. They are most often administered at the first week of classes at a one on one meeting with the students’ Retention Advisor and would be kept on file for that student and referred to or updated by the Retention Advisor to help advise the student, track their progress, make referrals or update changes as needed.
Events and Activities
Field Trips
Program Excel hosts a visit to Columbus Campus each October open to any Program Excel eligible student, not just those who are transferring to OSU the next semester. The trip is limited to 30 students with a minimum to make the trip worthwhile of 21 students. All the Program Excel Academic Mentors and Coaches usually go with the students as well as the Project Director. During the trip, students are introduced to the CFAES professional Advisors based in Columbus, shown the Younkin Success Center (mostly tutoring), tour some dorms and eat at one of the cafeterias on campus with some former PE students who have already transferred to Columbus. We require the students to fill out a permission/reservation form (refer to appendix), when they sign up, which we keep on file in case of emergency. We ask students to register ahead of time by filling out the permission form so that we can plan for meals and transportation and once our numbers are full, we keep a waiting list and add people when others cancel.
Static Activities
Our grant services are retention counseling services, academic counseling, academic monitoring and intervention, professional tutoring, financial management services and 4-year degree transition services. (I’m planning to add a lot of the detail for each service area later directly from our grant proposal.) Retention Counseling Services: Provided by our retention counselors and others • Course Selection Assistance is done by the Retention Counselors in collaboration with the students’ assigned faculty advisors. • Academic Counseling is done by the Retention Counselors in regular meetings using a proactive approach to address individual circumstances of each student’s needs. • Academic Monitoring and Intervention: PE student discuss their academic progress through a series of regular check up appointments. During their first semester, First year PE students will be scheduled into at least three meetings, the first should happen within the first full week of classes. Professional Tutoring: This is provided by our Professional tutors. • Targeted academic instruction, • Using technology for learning • individual learning consultations for Students with Disabilities. Financial Management Services: Provided by our Retention Counselors • Financial Literacy Coaching • Money Management Resources • FAFSA & Scholarship Assistance 4 year Degree Transition Services: Provided by Retention Counselors, Project Director, • Columbus Campus Visits • Columbus Campus Connections • Planning for 4-Year Degree
Fee Waivers
We don’t use fee waivers.
Participant Services
Individual contacts
We record contacts into our Student Access Database as soon as possible after they happen. (I will need to get more detail from the service providers about how they do it since I rarely do this) We record different types of services and the times they happen. Contacts an be emails, in-person meetings, study groups, etc.
Referrals to Partner Programs
We may make referrals to Disability Services, Counseling, Student’s faculty advisors, Academic Affairs, classroom faculty, service providers at Columbus campus. ( I’m not sure how they are documented or what paperwork is kept.)
Workshops
We put on group workshop-type presentations at Starting Strong and Excel-in. We track attendance at these events and count them as a contact. For Starting Strong, we ask students to turn in a signed post card as evidence of attendance. For Excel-in, we check people in and keep the check in sheet as a record of attendance.
Evaluations
We ask student participants to fill in evaluation forms for some of our group services, like the Excel-in Program, Starting Strong and our trip to Columbus. Our Project manager collects and collates the results of these and sends them out to PE staff in an email.
Administration
Program Excel Administration
Administration
This section outlines the basic procedures to Administer the Program Excel Grant
PR Award #
P042A150002
Program Coordinator, Department of Education
Mr. Harold L. Wells II, Grant Management Specialist Harold.Wells@ed.gov (220) 453-6131 best way to contact: email with grant number in subject line
Grant Management
Grant Application
will add the full grant in the appendix in the final copy
APR and Reports
In addition to the APR documents that will be added to the appendix, our project director collects data in these ways:
- From Student Access: a report with contacts within a time frame (APR year) for each eligibility category
- From Student Access: a report and I verify it in individual student screens to tally contacts for required services and for CPP contacts. (paper forms used to collect these will be added to the appendix. These will likely change when we change the database software and with the new CPP’s)
- We run OSU advising reports for each reported student
- I collect Reason for Withdrawal/Did Not Reenroll from the Academic Mentors (Retention Counselors).
- One of our Academic Mentors (Retention Counselors) verifies that we have an intake and a needs assessment for each student who will be reported
- Our Financial Aid officer at Ohio State ATI provides us with the financial aid award data, and codes it according to Dept. of Ed. coding (which our Project Director supplies)
- Our Sponsored Program Officer in OSP, currently Josh Gates, and our Project Manager both sign the Section I form of the APR
File Management
Student paper files:
PE Eligibility Forms are sent to matriculated students with a return reply envelope before new student Orientation. This is one way we gather financial data and it contains a signature from the parent or the student (in the case of Independent students) to verify taxable income. We also ask about First Gen status on this form. We also collect first Gen data with an online form that is required to be completed before students attend new student Orientation. WE also check FAFSA information for incoming students to help us determine Low income status. For Students with Disabilities, we receive copies of signed forms from students who are registering with Disability Services verifying their agreement and intent to work with Program Excel. All of these files are kept together by Orientation cohort at first. When students become eligible for Program Excel, they are pulled out of the orientation cohort file and given individual Program Excel student files, and assigned to an Academic Mentor (Retention Counselor) who will continue to add materials based on services provided.
Forms that would be added by the AM (Retention Counselor) to the student files are
- (intake application,
- needs assessment
iii. withdrawal/dnr form,
- advising report with APR notations
- contacts for reporting period,
- file audit cover sheet)
Currently, student files are paper files that are kept in locked file cabinets with access only by specific PE staff.
Student Computer Files:
During the time in the summers and right before the beginning of Spring Semesters while students are preparing for orientations and college, the Office Associate collects the above paper documentation on all the incoming students for the upcoming semester and determines which students are eligible to participate in Program Excel. The data is assembled in a spreadsheet tracking which paperwork has been received from which student, whether they are eligible based on that documentation and whether they have a previous degree or are not degree seeking, which would make them ineligible. At the beginning of each semester, a spreadsheet is assembled of all the students determined to be PE eligible at that time and coded by eligibility. It also contains pertinent contact information and the name of the assigned AM (Retention counselor). This spreadsheet is kept updated by the Office Associate throughout the semester as new information becomes available including changes in financial status of the student and when students register for Disability Services. as well as changes to contact information. We also track individual student contacts in a customized Student Access Database, coding the type of contact and time. All these data files and databases are kept in a secure and encrypted computer location and backed up regularly.
MOU’s and Community Commitments
I will put a copy of the spreadsheet with ATI’s financial commitment for the current grant, which is not specifically outlined in the grant proposal into the appendix I’m primarily including financial commitments and large commitments from OS U partners here. We have a ton of policy, etc. commitments that are listed in the grant. All of these commitments will change with the new grant.
Project Administration
Timeline of Duties
Project Director: ( will have our current PD fill this in later>) Office Associate: In the time period leading up to the start of a new semester, works on determining eligibility for the incoming students. Organizes and keeps track of paperwork to document eligibility. Right before the new semester begins, produces a list or spreadsheet of new eligible student and combines that with the current, returning eligible students and shares that spreadsheet with the rest of the team. During the semesters, tracks any changes as new information comes in including financial information as verifications for financial aid come in and students are registered with Disability Services. Attend regular staff and PE meetings throughout the year as scheduled Be a part of Institute committees and teams to stay connected to the campus, timing varies. Throughout the school year, schedules appointments for students with PE service providers. Helps in the planning and execution of our special events. OSU Columbus visit happens in October, Excel-In happens in late July. All year long, answers phones and emails, works on projects as needed, orders supplies, tracks general expenses. Retention Counselor: (I will ask them to write this up, so I don’t miss anything.) Professional Tutors: (I will ask them to write this up, so I don’t miss anything.)
Budget Management
Budget Cycle
I will ask our current PD to write this or see what is available already.
Instigating an Annual Budget
Our PE budget is administered through Office of Sponsored Programs at Ohio State. The time frame for each year is always September 1 to August 31 the following year. Currently the number we are assigned is 60067753. We use the same budget number for a 5-year grant cycle. The Project Director and Office Associate have access to reports from OSP for reconciliation/tracking purposes.
Budget Management
I will ask our current PD to help me write this or see what is available already.
Budget Closeout
I will ask our current PD to help me write this or see what is available already.
Inventory Management
Staff Technology
Ohio State ATI now provides regular desktop or laptop computers to all staff including Program Excel staff. There are some additional special laptops and tablets that were purchased especially for Program Excel staff members and those are paid for by the grant. Accessories other than keyboard and mouse are provided by Ohio Stat ATI, but additional supplies or accessories are often paid for out of the PE grant.
Office Technology
The basic office machines are provided by Ohio State ATI. We are part of the Student Success Services are and many of these basic machines are shared by all. PE does have to buy printer ink regularly, especially for our shared network color printer.
Participant Technology
Our project doesn’t give out technology to all participants but does occasionally lend out items. These items would have a sign out sheet to track when and who is borrowing an item. This might be things like calculators or laptops. We keep and inventory list of these items.
Participant Support Products
Program Excel provides participants with an academic planner/calendar. There are also some office supplies like a folder, not pad, etc. that are given to students who participate in the Starting Strong Program.
Marketing Materials
Program Excel staff has business cards and name tags. These are ordered through the Ohio State request system by the Office Associate.
Communication
Office phones and Skype phone service is paid for by Ohio State ATI. If PE staff want to subscribe to somethings, it would be paid out of the grant. Memberships for PE staff members are paid for out of the grant.
Software
Special software like texting software and the software we use to track our grant activity is paid for out of the grant. The computer infrastructure and IT services for that software is covered by Ohio State ATI.
Office Supplies
Basic office supplies are purchased by the Student Success Services general budget and stocked for all staff to use as needed. If something special is needed for Program Excel Staff only, we would buy those items out of grant funds. There are specified vendors in the Ohio State purchasing system that we are encouraged to use, although there are some exceptions.
Furniture and other Misc.
Most basic furniture is supplied by Ohio State ATI. Special items for Program Excel staff would be purchased with grant funds depending on what it was and if it was budgeted for. There are specified vendors in the Ohio State purchasing system that we are encouraged to use.
Program Meeting Management
Program Calendar
Program Excel staff uses a shared Outlook calendar system within Student Success Services at Ohio State ATI. The Office Associate can edit staff calendars and other PE staff can also edit each other’s calendars to schedule students. Most staff do not edit the calendar of the Project Manager as that position usually schedules their own appointments and meetings.
Project Meetings
All our Program Excel Staff meets monthly during the school year. Summer meetings vary based on need. Also, during the school year, the Success Mentors and Academic Mentors have weekly meetings. We also meet monthly as part of Student Programming and Life. Program Excel often has an end of year and/or end of semester retreat as well.
Institutional Meetings
Ohio State ATI publishes a list of staff meetings, faculty meetings, advisor meetings and all staff meetings at the beginning of each academic year. Program Excel Staff attend those that are relevant to their jobs.
Supervisor Meetings
Performance review meeting s happen annually, usually around March or April. One on one meetings with supervisors vary depending on what each supervisor arranges.
Ad-hoc Meetings
Ad-hoc meetings can be arranged through Outlook requests.
Staff Management
Hiring
Hiring is done in collaboration with the Ohio State HR department. I can attach a link to the OSU policies.
Onboarding
New employees would start with the HR department filling out forms and getting their email account and ID. The Project Director usually monitors their schedule at first and most other staff would have a chance to meet with the new staff member. The Office Associate would give them a tour of the office and explain many of our basic office procedures. ( I can attach the checklist that has been used for this or put it in the appendix)
Training
There is some required training that everyone needs like FERPA training and data security. These trainings are located in the BuckeyeLearn system. Supervisors can assign other trainings through the BuckeyeLearn system. Some trainings may be in Columbus depending on what the job is.
Performance Review
I can attach the basic performance review forms here or put them in the appendix. The announcement usually comes out in December and the review is due early February to one’s supervisor. The supervisor fills out their form and then we meet to discuss it. Changes may be made based on that meeting and when both agree it is signed and turned in to Administration.
Probation
I will need to find the HR policy on this.
Termination
I will need to find the HR policy on this.
Participant Management
Application approval/rejection
In our project, if a student is eligible by one or more of the requirements, First Gen, Low income and/or SWD, and they agree to work with us, they can participate in the program.
Application sorting (if applicable)
The Office Associate collects data to determine Low Income, First Generation or Students with Disabilities for each incoming matriculated student. We use FAFSA data and administer forms to the students and parents to collect Income and First-Generation information. We ask all students to contact the Disability Coordinator and register with Disability Services if they want to receive accommodations in College. If they agree to participate in Program Excel, we collect a form from them verifying that. We don’t have a waitlist.
Participant reporting
I would need to ask our Project Manager about what forms we run.
Participant withdrawal
We would note the reason in Student Access and remove that student from our contact list.
Participant reinstatement
Would update that students records in our contact list for the semester. This most often happens when a student has taken a semester or two off.
Deceased participant
We would note this in Student Access and remove that student from our contact list.