National Summer Transportation Institute Program
4th Annual Web Conference
September 9, 2009
Presented By:
Ann D. Wicks, NSTI Program Manager
National Summer Transportation Institute Program
First Transportation Career Education Program for Secondary School Youth to be Authorized by Congress Under Section 1208 of the Transportation Equity Act for the 21st Century
In this presentation, We Will Cover
Program Administration
Program Implementation
- Statement of Work
- Annual Reports
Funding Process
Vision
A diverse, well-qualified workforce for the transportation industry in the 21st century.
Careers in Transportation A Universe of Opportunity…
Program Objectives
Provide awareness to middle and high school students on transportation careers.
Encourage middle and high school students to consider transportation-related courses of study in their higher education pursuits.
Statistical Data
Fiscal Years 2008-2009 Funding Information
| Requested |
Allocated |
| FY 2009 |
FY 2008 |
FY 2009 |
FY 2008 |
| $2,853,869.48 |
$2,930,916.17 |
$2,128,390.00 |
$2,696,901.00 |
FY 2009 Host Sites
States Participated: 34
Host Sites: 59
New Host Sites: 8
- Alabama: University of Alabama – Huntsville; University of West Alabama
- Michigan: Michigan Technological University
- Minnesota: Leech Lake Tribal College; Red Lake Nation College
- Idaho: University of Idaho
- Texas: College of Mainland; Lamar University
Program Administration
Responsibilities
Headquarters' Civil Rights (HCR):
Program Management
- Develop guidelines
- Provide technical assistance and administrative guidance to FHWA Division Offices (DO)
Budget and Finance
- Analyze and approve statements of work
Data and Reports
- Develop data collection instruments
- Prepare NSTI Annual Report
FHWA Division Office (DO):
Program Management
- Monitor program/site visits
- Provide technical assistance and administrative guidance to its State transportation agency (STA) and host sites
- Request/review/approve and submit statement of work to HCR
Budget and Finance
- Notify STA regarding funding status
- Reimbursement of funds to STA
State Transportation Agency:
Program Management
- Enter into cooperative agreements with host sites
- Determine the level of oversight and requirements that host sites must follow based on their State procurement rules and regulations
Budget and Finance
- Provide guidelines for reimbursement procedures/requirements
STI Host Site Responsibilities:
Under the Leadership of a Project Director
Develop, implement, and direct all phases of the STI, which includes, but is not limited to:
- Facilitate sub-agreement with its STA and FHWA DO
- Recruitment and selection of participants
- Disciplinary action
- Orientation/Closing Programs
- Curriculum development, evaluations
- Select the Intermodal Advisory Committee
- Conduct a residential or non-residential STI with a minimum of 15 participants
- Develop/administer and track the budget and expenditures
- Select and supervise all Host Site staff
- Prepare and submit required documents and reports
- Conduct periodic STI reviews
- Serve as the point of contact
Organizational Structure
NSTI Program:
- Host Site
- Residential or Nonresidential Program
- High School (9-11 grades) or Middle School ( 7-9 grades) Program
- Minimum of 15 Participants
- 2-4 Week Program
Host Site Personnel:
- Project Director
- Intermodal Advisory Committee
- Staff (e.g., academic program coordinator, residence hall counselor, etc.)
Program Implementation
Statement of Work (SOW)
Components
- Due to HCR no later than November 1
- Should not exceed 10 pages
- Follow established guidelines
- Letters of recommendation from the DO and STA
- Prioritized, in more than one SOWs
- Submitted via E-mail
Components
Program Information
Program Overview
Program Administration
- Recruitment/Student Selection Procedures
- Staffing Requirements
- Program Cost
- Inter-Modal Advisory Committee
- Partners
- Implementation Schedule
- Program Curriculum
- Follow-up Survey of Participants
SOW Approval Process
- STI Host Site: Submits SOW to STA
- STA: Reviews/approves/submits SOW to FHWA DO
- FHWA DO: Reviews/approves/submits SOW to FHWA HCR
- FHWA HCR: Reviews/approves SOW; allocates funds and notifies FHWA DO via allocation memo
- FHWA DO: Notifies STA regarding approved funding
- STA: Notifies STI Host Site regarding approved funding and initiates STA/STI Host Site cooperative agreement
- STI Host Site: Signs cooperative agreement with STA to implement NSTI Program.
Budget
Funding request should not exceed $65,000
Budget Summary
- Skeletal outline showing how the STI program's total cost is allocated to line items
FHWA has capped the Federal cost for each of the following budget items:
- Personnel – 40% of total approved funding
- Fringe benefits – 25% of personnel cost
- Indirect cost – 20% of total budget
Identify whether funds are requested or in-kind
Budget Categories
Personnel
- All expenditures for direct services of persons who are in the employment of the host site
Fringe Benefits
- Employer contributions made by the host site on behalf of employees
Recruitment
- All expenditures for the recruitment of student participation in the NSTI Program. A brief explanation is required for any travel. Allowable items include:
- Travel
- Flyers, application packages, notification letters, postage, etc.
Contractual Services
- Expenditures for services, other than by officials and employees of the host site, which includes the use of equipment, materials, or commodities.
Food
- All expenditures in the following categories at a reasonable cost:
- Orientation Meeting
- Residential Program: Breakfast/Lunch/Dinner
- Non-Residential Program: Lunch
- Snacks
- Closing Program
Note: Meals included with any field trip should be deducted from the daily
cost.
Travel
- Expenditures by host site employees for transportation, mileage, lodging, meals and other charges necessary to the travel approved.
- Only educational transportation-related trips will be approved for funding. A brief narrative explaining how the trip relates to transportation should be included.
Supplies
- Materials/supplies needed for the daily implementation of the STI program such as program and training supplies
Room and Board
- Includes sleeping accommodations and meals made by the host site on behalf of a student, where such is not an employee of the host site.
Indirect Cost
- Any cost that cannot be directly attributed to the project, and may cover services and products such as telephone bill, utilities, rent payments, and maintenance costs.
Annual Report Components
Due to HCR no later than October 15
Should not exceed 15 pages
Follow established guidelines
Submitted via E-mail
Components
Program Administration
- Abstract
- Committee, Partners and Staff Information
- Program Objectives
- Student Selection Process
- Demographic Summary Report
- Marketing
Program Curriculum
- Academic Program
- Enhancement Program
- Sports and Recreation Program
- Evaluations
- Orientation and Closing Awards Programs
Preliminary Financial Report
Recommendations
Appendix
Funding Process
Allocation of Funds
HCR approves budget/allocates funds to the Division Office for obligation to its STA
STA provide funding to host site by entering into a cooperative agreement
Each host site follows its respective STA procurement rules and regulations
Funding Reimbursement Process
STI Host Site submits invoices to its STA for review and reimbursement
STA submits paid invoices to FHWA DO for review and reimbursement
FHWA DO reimburse
STA by releasing FMIS funds (allocated by FHWA HCR) to the
STA
Administrative Process Timeline
| Sept 1 |
Request for Proposals |
| Sept (1st week) |
Web Conference Held |
| Oct 15 |
Annual Reports Due to HCR |
| Nov 1 |
SOWs Due to HCR |
| Nov – Jan 15 |
SOW Review/Rating Completed |
| Feb |
Funding Allocations Approved |
| Mar 15 |
Allocation Memos Sent to the Division Offices |
| Jun - Aug |
Implementation of STI Program |
Red Flags Items & Key Points
To Remember…
Statement of Work
Due to HCR no later than November 1
Should not exceed 10 pages
Follow established guidelines – Use template created – No exceptions
Letters of recommendation from the DO and STA
Prioritized, if more than one SOWs
SOWs received after deadline will be considered late & will not be evaluated – No
exceptions
Disallowed budget line items – No reconsideration
Annual Report
Due to HCR no later than October 15
Should not exceed 15 pages
Follow established guidelines
- Due to limited space for filing, all documents should submitted electronically – No hard copies.
- If you are unable to submit your report via e-mail due to the size (contains photos or tables, etc,) you may mail a CD copy of your report.
NSTI Program
NSTI program length is 2-4 weeks. However, the program can be implemented over 5- weeks.
Either residential or non-residential program – do not combine
Should have at least 15 participants
Budget
Proposal funding request not to exceed $65,000
Recruitment – New addition
Capped Items
- All personnel – 40%
- Fringe Benefits – 25%
- Indirect Cost – 20%
