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Instructions for Completing the Program Year (PY) 1991 Master Plan (MP), PY 1991 Comprehensive Annual Plan (CAP) and Calendar Year (CY) 1991 Summer Plan (SP).

To transmit instructions for completing and submitting the subject plans. Note: Substitute these instructions for DINAP Bulletin 89-27 in Section 3 of the TAT Seminar Manual.


All Native American Grantees


HERBERT FELLMAN PAUL A. MAYRAND Chief Director Division of Indian and Native Office of Special Targeted Programs Programs JAMES DELUCA Grant Officer Divis


March 13, 1991

Expiration Date
September 30, 1992
Rescissions:    None.
Text :
References. a. JTPA Regulations at 20 CFR 632. b. DINAP Bulletin 85-15, Administrative Cost Limit. c. DINAP Bulletin No. 86-9, Administrative Cost Pool. d. DINAP Bulletin No. 86-10, Linkages and Program Coordination. e. DINAP Bulletin No. 87-27, Technical Assistance Guide on Linkages and Program Coordination. f. DINAP Bulletin No. 87-46, Nonprocurement Debarment and Suspension Procedures. g. DINAP Bulletin No. 88-20, Administrative Requirements for DOL Grantees. h. DINAP Bulletin No. 88-22, Attachment 13. Information. a. General. The documentation to be submitted for PY 1991 is essentially the same as that submitted for PY 1990. The grant for the four-year period beginning with PY 1987 (July 1, 1987) and ending with PY 1990 (June 30, 1991) will be closed out. Close out instructions will be issued during the summer of 1991. A new four-year grant period will begin with PY 1991 (July 1, 1991). For those grantees awarded Title II-B Summer Youth Program funds, the new grant numbers will apply to the Summer Plan (SP) which will begin before July 1, 1991. New grant numbers will be issued with your approved PY 1991 CAP or SP. b. Special Instructions. The documents referenced in Section 21, above, are to be used as appropriate in the preparation of the PY 1991 MP and CAP and CY 1991 SP. Follow the Budget Information Summary (BIS) and Program Planning Summary (PPS) instructions in Attachment G. Follow the reporting instructions in Attachment G. Quarterly reports are to be post-marked no later than 45 days after the end of each quarter. Summer Program reports are to be post-marked no later than 45 days after the end of the Summer Program. The Annual Status Report is to be post-marked no later than 90 days after the end of the fourth quarter. All reports are to be sent to the following address: Ms. Rosabelle Pettross Employment and Training Administration 200 Constitution Ave., NW, Room S-5314 Washington, D.C. 20210 ATTENTION: TSVR. c. Common Errors to Avoid. Over the years, certain errors in the CAP and SP have appeared repeatedly. Grantees should be especially careful to avoid these errors. This will enable DINAP to facilitate the processing of CAPs and SPs and thereby prevent delays in funding. They are listed below: -- The required number of copies of forms are not submitted. -- Required original signatures are missing. -- On the Budget Information Summary and Program Planning Summary, the arithmetic has errors, the dates are wrong, and the numbers do not agree with the narrative. -- Forms are signed by unauthorized person(s). -- The signature is in the wrong block of the signature sheet. -- Irrelevant and unrequited material is submitted, e.g., job descriptions and personal histories of administrative staff, descriptions of accounting systems, etc. -- The signature sheet is used to convey information that should properly be sent in a letter. -- The numbers used in calculating performance standards are inconsistent with the numbers used in the Budget Information Summary and Program Planning Summary. -- Instructions for completing the narrative are not followed. d. Carry-in Policy. The carry-in policy is as follows: (1) Twenty percent of total available Title IV-A funds can be carried in from PY 1990 to PY 1991. * (2) There is a 20 percent limit on carry-in from the 1991 Summer Title II-B program to the 1992 Summer Title II-B program. (3) There is a 25 percent limit on carry-in from the 1990 Summer Title II-B program to the 1991 Summer Title II-B program. (4) In July and August of 1991, designated grantees will be in the process of reconciling their PY 1990 grant financial records and determining the exact expenditures and balances as part of the exercise of completing their closeout packages. In July of 1991, DINAP will issue a bulletin with instructions on how to transfer any unexpended PY 1990 funds into the PY 1991 grant and how to return any PY 1990 funds, which had been carried in to the PY 1991 grant, back into the PY 1990 grant if necessary. (5) The vast majority of grantees have managed their Section 401 grants in a manner that has kept their carry-in at 15 percent or less of the total available Section 401 funds. Grantees are aware of the fact that there are thousands of Native Americans who need help immediately and to carry-in funds is to neglect the immediate needs of these people. Carry-in policy is established annually. Every effort should be made to keep carry-in down to an absolute minimum amount. Total available funds for PY 1990 are defined as new money for PY 1991 plus allowable carry-in from prior funding periods. This is the figure reflected online II of the BIS from which the 20 percent carry-in limit is calculated. e. Modification Policy for Program Year 1991. Attachment E contains minor changes in the procedures for submitting modifications. f. Policy on the Use of Employability Development Plans. The current Section 401 Performance Standards System has been revised to include an Employability Enhancement Measure (EEN) to give grantees credit for improvements in the levels of skills, knowledge and abilities of Section 401 participants brought about by the grantees' efforts. (See Attachment C.) To reflect this measure, the Annual Status Report (ASR) has been revised to capture data on various types of employability enhancement. This will require Section 401 grantees to collect and maintain, at a minimum, reading level information on all participants at time of entry into the Title IV-A program. In addition, for some outcomes, grantees will need to assess a participant's employability at the time of program entry. To measure and validate these levels of employability, including reading levels, grantees will be required to adopt a recognized testing device and administer it according to an approved plan. To record increases in employability and to track participant progress, all Section 401 grantees are encouraged to adopt some form of an employability development plan which will capture the data required to support these new employability enhancement outcomes. g. Performance Management - Goals for PY 1991-1992. The effects of performance standards on program design, service delivery and participants served have drawn increased public attention within the JTPA system, and particularly within the grantee community. For this reason, current performance measures were reviewed for their contribution to advancing current Departmental policy as part of a lengthy process of consultation with the Native American Advisory Committee and the Performance Standards Technical Work Group. Program objectives developed jointly with the Native American Advisory Committee support Departmental goals set for the JTPA employment and training programs and, in addition, include goals relevant to the JTPA Section 401 program. As a result of this consultative process, performance standard revisions were proposed to support the following ETA and JTPA Section 401 program goals: -- Targeting services to a more at-risk population. -- Improving the quality and intensity of services that lead to long-term employability and increased earnings. -- Placing greater emphasis on basic skills acquisition to qualify for employment or advanced education and training. -- Promoting comprehensive coordinated human resource programs to address the multiple needs of at-risk populations. -- Advancing the economic and social development of Indian and Native American communities in ways that promote each community's goals and lifestyles. -- Designing and implementing a system that is objective, equitable and understandable to the Indian and Native American JTPA grantee and one which provides a standard of accountability for program performance. Action. Grantees must follow the instructions in this bulletin in preparing and submitting their PY 1991 MPs and CAPs and, where applicable, CY 1991 SPs. They should be mailed to the following address: Herbert Fellman Chief Division of Indian and Native American Programs 200 Constitution Ave., NW, Room N-4641 Washington, D.C. 20210 ATTENTION: MP/CAP/SP/ Desk PLAN DUE IN DINAP DOL APPROVAL BY MP April 12, 1991 June 20, 1991 SP April 12, 1991 May 15, 1991 CAP April 12, 1991 June 20, 1991 Grantees who need an early approval of their SP, should submit their MP and SP well in advance of submitting their CAP. Questions. Contact your DINAP Federal Representative.

Attachments :
The following is a list of attachments to this bulletin. A. 1. MP Instructions 2. MP Forms 3. CAP Instructions 4. SP Instructions B. A Signature Sheet to be used in modifying or adding new MPs, CAPS, and SPs. C. All instructions and information on performance standards excluding the Community Benefit measure. D. All instructions and information on the Community Benefit measure. E. Modification Guidelines. F. Computer printout page showing grantee's allocations for use in the PY 1991 CAP and the CY 1991 SP (where applicable). G. Forms Preparation Handbook. For a copy of attachments, please contact Brenda Tollerson at (202) 219-8502.

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