TITLE III PROGRAMS - Welcome to Alabama A&M University

Strengthening Historically BlackColleges & Universities (HBCU)ANDStrengthening Historically BlackGraduate Institutions (HBGI)TITLE III PROGRAMSPOLICIES & PROCEDURESHANDBOOKFY 2010-2011Alabama A&M UniversityNormal, AL 35762October 2010

Title III Strengthening Grants ProgramADMINISTRATIVE STAFFMs. Savoni HaywoodDirectorsavoni.haywood@aamu.eduMrs. Beverly L. JoinerAssistant to the Directorbeverly.joiner@aamu.eduMs. Jeanetta AndersonTechnical Assistantjeanetta.anderson@aamu.eduRoom 215, Patton HallAlabama A&M UniversityNormal, Alabama 35762Telephone Number: (256) 372-5550Fax Number: (256) 372-5549

Table of ContentsUsing this Handbook................................................................................................................ 1Purpose of Title III Strengthening Grants Program ................................................................. 2Activities that Qualify for Title III Funding under the HBCU Program ........................... 2Activities that Qualify for Title III Funding under the HBGI Program ............................. 3HBCU 2010-2011 Funded Activities Chart ............................................................................. 4HBGI 2010-2011 Funded Activities Chart .............................................................................. 4SAFRA 2010-11 Funded Activities Chart ............................................................................... 5Mission of the University......................................................................................................... 5Organizational Structure for Program Administration ............................................................ 6Title III Director’s Responsibilities ......................................................................................... 6Activity Director’s Responsibilities ......................................................................................... 7Program Evaluation ................................................................................................................. 8Fiscal Control of Title III Funds .............................................................................................. 8Fiscal Policies and Regulations ............................................................................................... 8Budget Revisions and Transfer of Funds ................................................................................. 9Budget and Programmatic Revisions Requiring Prior Approval ............................................. 9Approval of Expenditures ...................................................................................................... 10Hiring Procedures .................................................................................................................. 10Time Reporting and Record Keeping .................................................................................... 11Title III/University Requirements .......................................................................................... 11Explanations for Title III Detailed Reporting Requirements ................................................. 13Approved Budget for Each Fiscal Year ........................................................................... 13Grant Performance Report for Each Fiscal Year ............................................................. 13OE Reported Ed 851-851a ............................................................................................... 13Approved Position Descriptions ...................................................................................... 13Quarterly Time and Effort Report .................................................................................... 14Travel ............................................................................................................................... 14Consultant Services Request ............................................................................................ 15Requisitions for Purchase ................................................................................................ 16

Internal and External Evaluations .................................................................................... 16Table of Contents….continuedPersonnel Action Form and Personnel Action Form Graduate Student Assistantships .. 16Performance Progress Report .......................................................................................... 16Annual Inventory of Equipment ...................................................................................... 16Payroll Service Report ..................................................................................................... 16Budget Change Form ....................................................................................................... 16Student Employment ........................................................................................................ 16Appendix

Using this HandbookThis Policies and Procedures Handbook provides guidance and compliancedirectives on the implementation of the two Title III Programs: StrengtheningHistorically Black Colleges and Universities (HBCU) and Strengthening HistoricallyBlack Graduate Institutions (HBGI) at Alabama A&M University. It containsimportant information on grant terms and conditions for improving programs andservices of the University using support from the Title III HBCU and HBGI Programs.Administrative procedures for Title III HBCU and HBGI funded activities followthe approved policies and practices of Alabama A&M University. Please note:Federal Law (EDGAR ∗ ) requirements and Federal auditing practices (OMBCirculars) may conflict with current University policies and practices. In all cases,Federal law will supersede policies and practices of Alabama A&M University. ThisHandbook will be updated annually; however, periodic updates may be required toensure that the University’s policies and procedures reflect applicable Federalguidelines and practices.In support of our compliance efforts, this Handbook provides assistance toActivity Directors, Coordinators and other key personnel in carrying out theobjectives and implementation strategy of the approved Plan of Operation. It is to beused as a guide for ensuring adherence to all guidelines and regulations listed.As grant requirements change, revisions or additions to the Handbook will benecessary to ensure compliance. All Activity Directors and Coordinators mustbecome familiar with the grant requirements included therein, keep up-to-date on alladministrative procedures and ensure that policies and procedures are followedcarefully. All persons using Title III funds should refer to this Handbook beforecharging expenditures. Questions concerning Title III matters should be directed toTitle III administrative personnel.∗ Department of Education General Administration Regulations: 34 CFR; as of June 23, 2005Revised May 2011 - 1 - Policies & Procedures HandbookTitle III Programs FY 2010-11

• Establishing or improving a development office to strengthen or improvecontributions from alumni and the private sector;• Establishing or enhancing a program of teacher education designed to qualifystudents to teach in public elementary or secondary schools in the state, thatshall include, as part of such programs, preparation for teacher certification;• Establishing community outreach programs that will encourage elementaryand secondary students to develop the academic skills and interest to pursuepostsecondary education;• Establishing and maintaining an institutional endowment under 34-CFR part628 to facilitate financial independence.Activities that qualify for Title III funding under the HBGI Program are:• Purchase, rental, or lease of scientific or laboratory equipment for educationalpurposes, including instructional and research purposes.• Construction, maintenance, renovation, and improvement in classrooms,libraries, laboratories, and other instructional facilities, including purchase orrental of telecommunications and technology equipment or services.• Purchase of library books, periodicals, technical and other scientific journals,microfilm, microfiche and other educational materials, includingtelecommunications program materials.• Scholarships, fellowships and other financial assistance for needy graduateand professional students to permit the enrollment of the students in andcompletion of the doctoral degree in medicine, dentistry, pharmacy, veterinarymedicine, law and the doctorate degree in the physical or natural sciences,engineering, mathematics, or other scientific disciplines in which AfricanAmericans are underrepresented.• Establishing or improving a development office to strengthen or improvecontributions from alumni and the private sector.• Assisting in the establishment or maintenance of an institutional endowmentfund.• Funds and administration management, and the acquisition of equipment,including software, for use in strengthening funds, management andmanagement information systems.The full citation for the HBCU and HBGI programs can be found in 34 CFR,Parts 608 and 609.Revised May 2011 - 3 - Policies & Procedures HandbookTitle III Programs FY 2010-11

HBCU 2010-11 FUNDED ACTIVITIESAdministrationActivity NameMs. Savoni HaywoodActivity Director1. Enhancing and Advancing InformationTechnology2. Enhancing Retention and Academic SupportProcessesMr. Greg MarrowDr. Leatha Bennett3. Academic Advising Enhancement Services Dr. Lloyd Walker4. Implementing Faculty/Staff ProfessionalDevelopment InstituteMs. Savoni Haywood*Activity Moved to SAFRA-CETL5. Improving the University’s Physical Plant Mr. Walter AlexanderHBGI 2010-11 FUNDED ACTIVITIESAdministrationActivity Name1. Strengthening Information Technology/Distance Learning Support2. Strengthening Optics and Material ScienceGraduate Program3. Strengthening Food Science GraduateProgram4. Strengthening Bio-Environmental ScienceGraduate Program5. Strengthening Contributions from Corporate,Governmental, and Philanthropic Entities6. Strengthening Computer Science GraduateProgram7. Strengthening Fiscal Stability andAdministrative ManagementMs. Savoni HaywoodActivity DirectorMr. Greg MarrowDr. M.D. AggarwalDr. Martha VergheseDr. Teferi TsegayeMs. Wendy KoblerDr. Venkata AtluriMr. Norman JonesRevised October 2010 - 4 - Policies & Procedures HandbookTitle III Program FY 2010-11

SAFRA 2010-11 FUNDED ACTIVITIESAdministrationActivity Name1. Centers for Excellence in Teaching andLearning (CETL)2. Improving Retention through Excellence inEducation and ServiceMs. Savoni HaywoodActivity DirectorDr. Juarine StewartTBAMISSION OF THE UNIVERSITYAlabama A&M University (AAMU) reflects the uniqueness of traditional landgrantinstitutions combining education, research, and service in professional,vocational, and liberal arts fields. AAMU provides baccalaureate, master’s anddoctoral level degrees that are compatible with the times to qualified capableindividuals who are interested in further developing their technical, professional, andscholastic skills and competencies. It operates in the three-fold function of teaching,research, and extension public service. A center of substance and excellence,AAMU provides a setting for the emergence of scholars, leaders, thinkers and othercontributors to society. Specifically, AAMU is committed to (1) excellence ineducation and creation of a scholarly environment in which inquiring anddiscriminating minds may be nourished: (2) the education of students for effectiveparticipation in local, state, regional, and international societies; (3) the search fornew knowledge through research and its applications; (4) the provision of acomprehensive outreach program designed to meet the changing needs of thelarger community; and (5) programs necessary to adequately address the majorneeds or problems of capable students who have experienced limited access toeducation. In cooperation with businesses, industrial and governmental agencies,and other institutions, AAMU provides a laboratory where theory is put into practicein a productive environment.Revised October 2010 - 5 - Policies & Procedures HandbookTitle III Program FY 2010-11

ORGANIZATIONAL STRUCTURE FOR PROGRAM ADMINISTRATIONTo ensure University-wide programmatic and fiscal accountability for Title III,the Title III Director reports directly to the Office of the President, reporting directly tothe Executive Vice President and Chief Operating Officer. Lines of authority,responsibility, and decision making outlined in the Alabama A&M University PolicyManual apply to Title III activities, as well as to other University programs.The Title III Director works directly with each Vice President, Dean andActivity Director, as needed, to insure that all project objectives are achieved at thehighest level.The ultimate success of each activity, however, rests with therespective Activity Director since Title III funds are designed to “supplement” ratherthan “supplant” University funds for programmatic support.Title III Director’s ResponsibilitiesThe principal responsibility for administering and managing all Title IIIactivities rests with the Director who serves as a liaison among constituents of theUniversity, the U.S. Department of Education, and other individuals or groups onmatters which impact the Title III program.The Director is responsible for monitoring the completion of objectives andoutcome measures for all activities according to the approved Annual GrantPerformance Report. Additionally, the Director manages and approves expendituresfor all federal funds within the two Title III programs.As a government subcontractor,Alabama A&M University is bound by federal rules and regulations.Compliance with these guidelines is a necessary condition for funding the Title IIIprograms. Specifically, the Director is responsible for:• keeping the President apprised of the status of all Title III activities by workingin close cooperation with Activity Directors and other relevant Universitypersonnel;• providing overall leadership to the programmatic aspects of Title III;Revised October 2010 - 6 - Policies & Procedures HandbookTitle III Program FY 2010-11

• submitting Annual Grant Performance Reports and budget revisions whenrequired;• coordinating internal and external evaluations to assess program impact onall programs;• disseminating Title III program information internally and externally;• ensuring that the implementation process of Title III activities is consistentwith the U.S. Department of Education guidelines and recommendations, aswell as Alabama A&M University’s policies, procedures, and line/staffrelationships;• approving all expenditures of the grant and monitoring daily Title IIIexpenditures;• assisting in the development of University-wide proposals, reports, and otherdocuments related to the administration of Title III programs,• cooperating with the Business Office to ensure that an efficient and effectivesystem for fiscal control of Title III is maintained; and• ensuring that all Title III activities remain consistent with the University’smission, goals, and long range plans.Activity Director’s ResponsibilitiesThe Activity Director is primarily responsible for carrying out the approvedactivity’s plan, achieving of objectives, milestones, outcome measures, progressreports, and fiscal year budget parameters. Each Activity Director reports to theappropriate administrator within the existing administrative structure of theUniversity. Specifically, the Activity Director is responsible for:• preparing and submitting to Title III administration, complete and accurateprogress reports of activity progress toward objectives;• monitoring and reporting timely completion of activity objectives;• requesting Title III funds via requisitions in accordance with approved activitybudgets and University policies;• approving travel requests;• reviewing and signing quarterly Time and Effort Reports.personnel must submit a Time and Effort Report quarterly; and• monitoring activity on the budgets.All Title IIIRevised October 2010 - 7 - Policies & Procedures HandbookTitle III Program FY 2010-11

PROGRAM EVALUATIONEvaluation of an activity determines the extent to which specified objectiveshave been attained. Additionally, it provides information relative to strengths andareas to strengthen for an activity. As a result of a comprehensive and effectiveevaluation, decision-makers and/or stakeholders can make the following decisions:1. Which activity’s aspects of a program to continue?2. Which activities need to be revised/modified?3. Which activities should be discontinued?Two types of evaluations are typically conducted at AAMU:1. Formative – to provide and process data on how well an activity is progressingtoward completing the objectives. Recommendations may be made on how tobest complete the objective.2. Summative – is a product end of the activity assessment. It provides data onthe extent to which objectives have been completed and whether the activityshould be continued.FISCAL CONTROL OF TITLE III FUNDSAlabama A&M University’s Business Office oversees the management andaccounting for all grant and contract funds. However, the fiscal and reportingpolicies of the U.S. Department of Education, through guidelines issued in theEducation Department General Administrative Regulations (EDGAR) and rules inthe Federal Registrar, require a more detailed management and recordkeepingsystem than is usually practiced by operating units of the University. Federalregulations require a complete accounting of all federal and University time andresources which directly impact the grant’s activities.FISCAL POLICIES AND REGULATIONSRevised October 2010 - 8 - Policies & Procedures HandbookTitle III Program FY 2010-11

1. A copy of each project’s budget shall be transmitted from Financial Services toeach project director after formal notification of grant approval has been received.2. The University reserves the right to freeze Title III funds in cases where funds aremisused or abused and/or where sufficient evidence exists that programmaticactivities are not in compliance with the approved Grant Performance Report.3. The ultimate authority for the use of funds, not expended at the end of the currentbudget period, has to be approved for carry-over through the Title III Office viathe U.S. Department of Education. These requests must be received in thegrants Office 45 days before the end of the budget period in which the funds areunexpended.Budget Revisions and Transfer of Funds1. Budget revisions or transfers of a given line item may be made at the Universitylevel by making a written request to the Title III Director, on the following dates:December 15, April 15, and July 15.2. The Title III Director must insure that budget revisions are approved by the U.S.Department of Education’s Grants Officer prior to the expiration date of the grantor current grant budget period.Budget and Programmatic Revisions Requiring Prior Approval1. Transferring amounts budgeted for indirect costs to absorb increases in directcosts.2. Transferring amounts previously budgeted for student support.3. Adding a new budget category that is not included in the approved budget oradding new items to existing categories.Revised October 2010 - 9 - Policies & Procedures HandbookTitle III Program FY 2010-11

4. Purchasing equipment that is not included in the approved budget. (If therevision involves the purchase of equipment, the brand name, model, and cost ofeach item must be included.)5. Revising the project objectives or scope of activity.6. Changing key personnel.7. Adding foreign or domestic travel that is not in the approved budget.Approval of Expenditures1. All requisitions using Title III funds must have the appropriate activity title andassigned budget number.2. All requisitions using Title III funds must relate to an objective in the activity.3. All requisitions using Title III funds must be approved by the Activity Director,Department Chair/or Supervisor, Dean of the School (if requester is faculty),appropriate Vice President and the Title III Director, before being submitted toFinancial Services for purchase.4. In all cases, the procurement process must be in conformance with EDGAR,Sections:• 74.44 Procurement procedures• 74.45 Cost and price analysis• 74.46 Procurement records• 74.47 Contract administration• 74.48 Contract provisions5. An authorized representative of the Office of Information Technology Servicesmust sign off on all computer purchases.Revised October 2010 - 10 - Policies & Procedures HandbookTitle III Program FY 2010-11

After one has properly prepared the requisition and attached all relevantdocumentation, including quotes/bids, signature procedures as established by theUniversity should be followed. The Title III Office will not process requisitionswithout appropriate authorizing signatures. An authorized representative of theOffice of Information Technology Center must sign off on all computer purchases.Hiring ProceduresProcedures used in hiring persons wholly or partially supported by Title IIIfunds will be identical to those currently in practice at the University. The sameapprovals are required as would be required in hiring persons supported byinstitutional funds.Time Reporting and Record KeepingThe Federal government requires that grant recipients conduct time-keepingfor all full-time and part-time employees assigned to grant projects. The followingsteps are to be used:1. A Time and Effort Report form is included in the Policies and ProceduresManual. The form may be duplicated. Activity Directors, Administrativeassistants, secretaries, faculty/staff, graduate student assistants are requiredto complete and submit a Time and Effort Report quarterly.2. The report should be signed by the employee and the Activity Director.3. The report must be submitted to the Title III Office by the 15 th day of eachquarter.TITLE III/UNIVERSITY REQUIREMENTS1. Approved Budget for each Fiscal Year2. Final Performance Report for each Fiscal year3. OE Report ED Forms 851 and 852Revised October 2010 - 11 - Policies & Procedures HandbookTitle III Program FY 2010-11

4. Approved Job Descriptions5. Monthly Time and Attendance Report6. Quarterly Time/Effort Report7. Travel Reports8. Consultant Services9. Requisitions for Purchases10. Evaluations (Internal and External)11. Request for Personnel12. Personnel Action Forms13. Performance Progress Report14. Annual Inventory of Equipment15. Payroll Services Report16. Financial Status Report (SF 269)17. Budget Change Forms18. Phase I Formula Grant DataRevised October 2010 - 12 - Policies & Procedures HandbookTitle III Program FY 2010-11

EXPLANATIONS FOR TITLE III DETAILED REPORTING REQUIREMENTS1. Approved Budget for Each Fiscal YearThe U.S. Department of Education requires that under a multi-year grant eachactivity budget must be submitted and approved prior to expending funds for the newfiscal year. This budget revision will reflect expenditures of the previous year andprojections for the coming year, as approved in the Grant Performance Report. Allfunds should be expended by the end of the budget period. Funds remainingafter September 30 th will not be available for the next budget period. Remainingfunds at the end of the budget year will be transferred to a priority account forUniversity-wide use after September 30 th .2. Grant Performance Report for Each Fiscal YearThe U.S. Department of Education requires a detailed Grant PerformanceReport for each new fiscal year under a multi-year grant. The Report includesaccomplishments/outcomes for the current budget year, objectives, implementationstrategies, expected outcomes, personnel needed to carry out objectives, evaluationschemes, budgets, and budget notes.3. OE Reported ED 851-851aThese forms are included in the Grant Performance Report and must beprepared for each new fiscal year by each activity. ED Form 851, Activity Objectivesand Anticipated Results, contains the specific objectives and anticipated results tomeasure success. The Implementation Strategy/Timetable Form contains thespecific tasks to be completed.4. Approved Position DescriptionsEach individual employed under Title III should have a copy of an approvedposition description on file in the Director’s Office. The position description shouldbe followed very closely. Federal funds awarded under this grant shall be used tosupplement (increase the level of institutional funds), and in no case supplantRevised October 2010 - 13 - Policies & Procedures HandbookTitle III Program FY 2010-11

(replace) institutional funds, e.g., moving regularly performed duties of individuals orcosts to federal budget (Appendix 1).5. Quarterly Time and Effort ReportEach person employed under Title III must prepare and submit to theadministrative office a quarterly Time and Effort report (Appendix - Form #7).a. If Time and Effort Reports are not received in the Title III Office by 5:00 pm onthe 15 th of each quarter, requisitions will not be processed until reports formall personnel are submitted.b. Time and Effort Reports should be written in the past tense, the report shoulddocument specific actions completed quarterly to achieve a specifiedobjective cited in the Performance Report.6. TravelGuidelines for travel follow the same general institutional travel policies. Thefollowing procedures and regulations must be followed when travel is supported byTitle III (Appendix - Form #2).a. Travel must be associated with one of the Title III project activities in a waythat will lead to achieving project objectives. Only personnel on the Title IIIgrant are eligible for travel.b. A brief written travel report must be submitted with the request for payment,summarizing highlights of the conference and its benefits. Howexperience/knowledge/skills was used to benefit the unit or university shouldbe submitted when completed.c. Travel under the Title III activity will be in accordance with the approvedoperational plan of the Title III Proposal. Travel Request and approval will beaccordance with University Policy.Revised October 2010 - 14 - Policies & Procedures HandbookTitle III Program FY 2010-11

7. Consultant Services Requesta. Responsibility for contracting the services of consultants shall rest primarilywith the respective Activity Director.b. All requests for consultants must be filed on a Request for ConsultantServices Form at least two weeks in advance of the time service is to berendered (Appendix – Form #5).c. No consultant will be paid if prior approval from the appropriate sources asindicated on the appropriate form was not obtained.d. The Activity Director for the respective project must file the Consultant ReportForm with the Title III Office within seven days after the consultant serviceshave been rendered (Appendix – Form #6).The following information must be considered before submitting the Requestfor Consultant Services Form:1. The consultant must qualify as an independent contractor.2. Consultant fees from federal funds may not be paid to a full-timeemployee of the federal government.3. Services to be provided are essential and cannot be provided bypersons receiving salary support in the area of responsibility.8. Requisitions for PurchaseAll requests must be prepared in accordance with University regulations andsubmitted to the immediate supervisor for signature of approval and sent to the TitleIII Office for final approval prior to the issuance of the purchase order. All requestsshould have the activity title, budget account number, and reference objectives priorto submission to the Business Office.The purchasing of supplies, services, and equipment must conform to thoseitems listed in the Title III budget notes.9. Internal and External EvaluationsRevised October 2010 - 15 - Policies & Procedures HandbookTitle III Program FY 2010-11

The Assistant to the Title III Director will schedule an annual internal andexternal evaluation which will consist of a program and a fiscal audit. Thisevaluation will involve all Title III activities. It will be the responsibility of theBusiness Office to arrange/or conduct the fiscal audit.10. Personnel Action Forms and Personnel Action Forms Graduate StudentAssistantshipsA copy of employment, resignation, transfer, or termination of any individualemployed under Title III should be on file in the Title III Office. These forms shouldoriginate and be returned to the Office of Personnel through the appropriatechannels.11. Performance Progress ReportEach Activity Director is responsible for preparing and submitting to the TitleIII Office a Mid-Year Progress Report of accomplishments in the activity. This reportis due March 31 st of each year.12. Annual Inventory of EquipmentEach Activity Director is responsible for the inventory of equipment. Allequipment purchased with Title III funds must be tagged with the Title III Inventorytag as well as logged on the Title III Inventory Log. In addition, all equipment mustbe inventoried by the Department of Property Management.13. Payroll Service ReportEach Activity Director is to have on file a copy of the Payroll Service Reporteach month for all personnel employed with Title III funds.14. Budget Change FormAll budget changes should be documented on the Budget Change Form andsigned by the appropriate individuals prior to submitting it to the Title III Office.Revised October 2010 - 16 - Policies & Procedures HandbookTitle III Program FY 2010-11

15. Student EmploymentStudent employment under Title III funded Activities is an appropriate andbeneficial use of resources. It is expected that student work assignments will bedirectly linked to an approved Title III Activity and that these assignments will bevalue-added experiences for the students. Activity Directors are also expected tobudget and closely monitor the expenditure of student wages. This should includeensuring that funds are available and adhere to all Department of Education andUniversity regulations regarding student employment.The Title III student employment process requires coordination with 1) Title IIIAdministrative Office, 2) Office of Human Resources, and 3) Payroll. The decisionto employ a particular student worker under Title III Programs rests solely with theActivity Director and the Title III Director. The following conditions apply to all Title IIIstudent workers:• Student workers normally work during regular University operating hoursunless otherwise approved.• Student workers will not be paid for working on official university holidays. Inno case should a student be paid for hours not actually worked.• Student work assignments should be tied to the specific funded Activity or theday-to-day operation of the unit directly supporting the activity.• During the fall and spring semesters, students may work up to twenty (20)hours a week, however, some graduate students workers, because of thelevel of service they provide, may work up to thirty (30) hours a week. Suchcases should be documented and approved by the Title III Director inadvance. During the summer term, students may work up to thirty (30) hoursper week.• Students must be enrolled as full-time students during the Fall and Springsemesters and enrolled for at least 3 credit hours during the Summer term orthe full-time equivalent for graduate students.• Students may not under any circumstances work in more than one Title IIIfunded position.Revised October 2010 - 17 - Policies & Procedures HandbookTitle III Program FY 2010-11

APPENDIXAll Title III forms can be downloaded athttp://www.aamu.edu/titleiii/t3_forms_main.aspx

Name of TravelerRequest for Title III Professional Development AssistanceJob Title:Highest Degree held:Office Number: Fax Number: E-mail Address:Number of years employed Full-time at the University:Name of School/Department/Unit:Title of Workshop/Conference (Please attach copy of Announcement):Dates of Travel:Location:Provide a brief summary of how this travel will a) strengthen the capacity of our institution and/or b)improve student learning outcomes. Include specific and tangible examples of how this will bedocumented (Please attach additional pages if needed.):Estimated Expenses:Air fareCar Mileage (51.0¢ permile/Current State Rate)RegistrationLodging/HotelMealsTaxi/OtherTotalSignature of TravelerDate:Signature of Supervisor or Dean

Professional Development Assistance ApprovalActivity DirectorDateTitle III DirectorDateVice President for Academic AffairsDatePresidentDateTitle III ActionReason for denial:Assistance Awarded Amount DateAssistance Denied

Travel Request Form for Activity DirectorsPlease submit this Form 21 working days prior to travel.Name:Date:Please check one: Faculty Staff Administrator Graduate/ResearchAssistantTitle:Office Telephone #:Highest degree held:Fax Number:Years Employed at the University: Full-time Part-timeName of School/Department/Unit:Name, date(s) and location of Conference, Course, Meeting or Workshop:(Please attach copy of Conference/Workshop/Meeting Announcement/Agenda)Reason forAttendance:Anticipated benefit to self, department, program, unit (Attach an additional sheet ifnecessary.):Estimated Expenses:Air FareCar Mileage (58.5¢ per mile)RegistrationLodging/HotelMealsTaxi/OtherTotal

Approval Travel Request for Activity DirectorsSignature of EmployeeDateSignature of Immediate SupervisorDateSignature of Dean (Faculty Only)DateSignature of Title III DirectorDateSignature of Vice PresidentDateSignature of PresidentDateTitle III ActionCheck One:Assistance Awarded Amount DateAssistance DeniedDateReason for Denial:

Report on Professional Development ActivitiesIn order to be reimbursed, this form must be submitted with the request for travelreimbursement.Traveler:Department:Please attached an agenda and indicate below the session(s) you attended.Describe the benefits you attained from this travel and cite the actions you will carry out as aresult of this professional development. Be specific (example: cite dates, courses/activities,assessment measures used, etc.) You may be asked to provide follow-up documentation tothe Title III Office.Traveler’s SignatureDate

Name of Applicant:Application for Support to Pursue a Terminal DegreeDate:CheckOne:FacultyFaculty Rank:Administrative StaffAdministrativePosition/Title:CheckOne:OfficeNumber:Full time Educational LeaveAssistanceFaxNumber:Part time Educational LeaveAssistanceE-mailaddress:Secondary TelephoneNumber:Home Address:DepartmentName:School:Number of years employed full time at theUniversity:Checkone:Program is accreditedProgram is seeking accreditationExpected beginning date of educational leave:Expected ending date of educational leave:Name and location of accredited graduate institution to be enrolled in while on educationalleave:(Please attach a letter of acceptance, planned degree program or requirements, name,telephone number, and e-mail address of major professor.)Degree to bePursued:(Specify Ph.D., Ed.D., etc.)

Amount of assistance requested: $ per for(semester)(years)Justification for Request:A letter of recommendation from supervisor must accompany this application.If I accept the educational assistance, I agree to:• Enroll at the specified accredited institution during the period requested.• Submit to the department chair and Title III Office an official transcript ofcourses completed, grades and credits earned at the end of each term.• Immediately upon graduation or discontinuing the graduate program, return to theUniversity to render a minimum of six semesters(faculty) three years(administrative staff) of full-time professional service. The annual salary will bepaid in accordance with the prevailing salary scale.• Reimburse the University the full amount of support received if I fail to return tothe University upon graduation or discontinuing the graduate program.Signature of EmployeeDateSignature of Department Chair/SupervisorDateSignature of Dean (Faculty)DateSignature of Title III DirectorDateSignature of Provost/Vice President for Academic AffairsDateSignature of PresidentDate

Title III ActionCheck one:AssistanceAwarded Amount DateAssistance DeniedDateReason fordenial:

Request for Consultant ServicesName of Unit requesting consultant services:Name of individual requesting consultant services:Phone Number:Fax Number:Purpose of Consultant’s visit:Specifically, what will be done and how? (Attach an additional sheet if necessary):Name of Suggested Consultant:Address:E-mail Address: Phone Number: Fax Number:Title:Company/Organization:(Please attach the consultant’s resume.)Date(s) of Consultant’s Visit:Rate of pay for Consultant:FeePer DiemTravelOtherTotalSources of Payment: $ Title III $ University

If the consultant is an employee of Alabama A&M University, the Program/Project Coordinator mustanswer the following:a. Will consultation be across department lines? Yes Nob. Will the work to be performed by the consultant be in addition to the regularwork load?YesNoc. Will the consultant involve a separate or remote operation of the workperformed by the consultant in addition to his/her regular work load?YesNoIf the consultant is not an employee, please explain why an outside person was chosen.Consultant Services ApprovalFaculty/Staff Requesting ServicesDateImmediate SupervisorDateDeanDateTitle III DirectorDateVice President for Academic AffairsDatePresidentDate

Consultant Report FormThis form must be completed by the consultant and attached to the request forreimbursement.Person and Department requesting consultant:Consultant’s Name:Address:TitleInstitution or AgencyDate(s) of Service:Total # of hours workedTitle of Program:Number of Participants:Summary: Please attach a written report including the following information: Objectives of theprogram, an overview of major topics discussed, evaluation results, a copy of the programagenda, roster, program evaluation results and other pertinent information.Amounts Charged to Grant:Consulting Fee $Fare – Train/Plane/Bus & Ground Transportation (Taxi Cabs)(Attach Receipts)Auto (Not to exceed 58.5 cents per mile)Meals (Not to exceed $39.00 per day)Lodging – Actual Expenses (Attach Receipts)(Not to exceed 4 nights)Total $Consultant’s SignatureDate Submitted

Time and Effort Report FormYear:Check the Quarter: 1 st Quarter (Oct/Nov/Dec) 2 nd Quarter(Jan/Feb/Mar)3 rd Quarter (Apr/May/June) 4 th Quarter(July/Aug/Sept)INSTRUCTIONS: This report is to be completed by all Title III Activity Directors and allpersonnel paid with Title III funds. Submit this completed form to the Title III Office by the15 th of each quarter (effective January 15, 2008), room #215 Patton Hall. Telephone: Ext.5550/Fax Ext.5549Name:Position:Activity:Percent of time assigned to Title III Activity:Major Tasks Performed (Please write in the past tense.) Obj. # % of TimeI certify that the above information is correct.Employee Date Supervisor/Activity Director DateTitle III DirectorDate

TIME AND ATTENDANCE FORMINSTRUCTIONS: All Title III personnel, except student workers, are to complete thisTime and Attendance Form at the end of each week to verify the number of days and hoursworked. The completed form should be signed by the employee and Activity Director andsubmitted to the Office of Title III Administration by the 5 th of each month. Requisitions orany other transactions will not be approved until forms are on file for all personnel employedin a specific activity.Key: 1=Present 2 = Annual Leave 3 = Sick Leave 4 = Leave Without PayName of Employee:Activity Title:Month:Year:M T W T F M T W T F M T W T F M T W T F M T W T FTotal number of hours worked:Total number of hours for Annual Leave:Total number of hours used for Sick Leave:Total number of hours Without Pay:Employee’s SignatureDateActivity Director’s SignatureDateCertification: We certify that the information reported herein is accurate, complete, andreadily verifiable to the best of our knowledge.