Office of Innovative Program Delivery
Center for
Transportation Workforce Development

Post Secondary Education

US Department of Transportation
Federal Highway Administration
Office of Civil Rights

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National Summer Transportation Institute Program

FY2016 Webinar
November 19, 2015

Leadership Introductions

Irene Rico, HCR Acting Associate Administrator
Irene.Rico@dot.gov
202-366-0693

Martha Kenley, DBE & Workforce Development
Martha.Kenley@dot.gov
202-366-8110

Vision

  • A diverse, well-qualified workforce in the transportation industry in the 21st Century and beyond
  • Promote greater awareness of career opportunities within the transportation industry

Purpose

  • Promote awareness of Science, Technology & Math (STEM) educational and career opportunities among disadvantaged and at-risk middle and high school students around the country
  • A recognized educational established in 1998

Learning Outcomes

  • Clarify Program Objectives
  • Define Roles and Responsibilities
  • Review Solicitation Process
  • Define Organizational Structure
  • Implement the NSTI Program
  • Manage the Budget

Program Objectives

  • Improve STEM Skills
  • Provide awareness to middle and high school students about transportation careers
  • Encourage middle and high school participants to consider transportation-related courses of study in their higher education pursuits.
  • Continue to expand program to include at-risk- youth & other untapped US territories.

Roles & Responsibilities

  • Oversight/Monitoring
    • HCR
    • Division Offices (DO)
    • Station Transportation Agencies (STA)
    • Host Sites

Overview of Solicitation Process

  • NSTI Program Manager secures funding from the OJT/SS Program Manager
  • Solicitation notice sent to STA indicating program funding by mid-December, 2015
  • Grants posted to www.grants.gov by _____, 2016
  • Who is eligible and can participate in the program
  • STA solicits FY16 NSTI programs from Universities Colleges (competitive process)
Solicitation Process (cont'd)
  • Host sites create Statement-of-Work (SOWs)
  • STA evaluates SOWs, including budgets based on established criteria
  • STA selects program(s) to approve
Solicitation Process (cont'd)
  • STA sends recommended SOWs to Division with explanation of why they approved and explanation for "not-approved" by _____, 2016
  • Division reviews SOWs to ensure they meet established criteria
Overview of Solicitation Process (cont'd)
  • Divisions posts approved SOWs to SharePoint for HCR concurrence and by _____,2016
  • HCR prepares Administrator's Package for review and final concurrence by the U.S. DOT Secretary of Transportation by _____, 2016
  • HCR notifies Divisions of awards and allocates the funding in the Financial Management Information System (FMIS)

Host Sites

  • Host sites are participating accredited colleges and universities throughout the U.S., District of Columbia and Puerto Rico.
Host Sites (cont'd)
  • Major responsibilities:
    • Submit application to the STA
    • Ensure application aligns with program objectives
    • Establish cooperative agreement with STA
    • Recruit (participants /staff and faculty)
    • Administer and track STI budget expenditures
    • Ensure transportation-related curriculum
    • Complete program questionnaire

Organizational Structure: NSTI Program

  • Provide Host Site Information
  • Designate Project Director (credentials)
  • Establish as residential or nonresidential
  • Detail Program Type:
    • Middle School Program (career exploration focus)
    • High School Program (Post- Secondary Education/Transportation-Related Careers)
Organizational Structure: NSTI Program (cont'd)
  • Establish program length (2-4 weeks)
  • Program Design/Curriculum
  • Provide minimum of 15 Participants
Organizational Structure: NSTI Program (cont'd)
  • Orientation
    • Discuss Expectation of Participants
    • Provide Overview of Planned Activities
    • Provide Host Site General Information
    • Review Rules and Regulations
  • Closing Program
    • Feature the Talents of the Graduates
    • Provide Certificates of Completion
    • Provide Suggested Awards for Accomplishments

Budget

  • Requests for funds cannot exceed allocated amount
  • Program is a 100% Federal Share
    • No Cost Sharing Required
  • Budget Summary
  • 2 CFR 225, Super-circular follow for any kind of grant for allowable costs
Budget Note: (cont'd)
  • Capped Budget Items:
    • Personnel + Fringe Benefits
      • Cannot Exceed 45% of Total Budget
    • Indirect Cost - Cannot Exceed 15% of Program Direct Cost:
      • Unless the Institution has another approved Indirect Cost Allocation Plan (ICAP) by some other Federal agency
Budget (cont'd.) **
  • Food
  • Funds: requested or In-Kind Contribution
    • Reasonable Cost
      • Orientation Meeting
      • Closing Program
      • Residential Program - Breakfast/Lunch/Dinner
      • Non-Residential Program - Lunch
  • Cost of Snacks not allowed

Stipends

  • Participant stipends are allowed, but only if funding is not being requested for room and board for a residential program and with FHWA's prior consent.
  • Consent will not be withheld if the amount is reasonable, prudent, and supported by written justification and submitted to the FHWA Division Office for approval

Program Curriculum

  • Program Components
    • Academic program
    • Enhancement program
    • Sports and recreation program

Risk Assessment Factors

  • Safety
  • Fire Drills & Natural Disasters
  • Buddy System
  • Emergency Response System
  • Staff Alert System
  • Incident Reporting
  • Participants With Disabilities

Selection Criteria

  • Each proposal is based on a broad range of criteria including, but not limited to the following:
    • the extent to which the proposed program will expose students to educational and career opportunities in the transportation industry, and in particular, in highway construction
Selection Criteria (cont'd)
  • anticipated number of student participants
  • length of the program (two-four weeks)
  • host site (accredited college/university)
  • extent to which minority and female students participate
  • richness of the program's academic enhancements
  • field exposure
  • The itemized budget

Qualified Proposal Meets...

  • Law 23 USC 140 (b) authorizes this program
  • MAP-21 reauthorizes funding for the OJT/SS program, out of which NSTI funding is obtained (Section1109 (a))
  • Administrative Criteria (refer to desk reference)
  • Allowable Budget Items (refer to desk reference)
  • Concise (10-page)

Proposal Components

  • Program Information
  • Program Overview
  • Program Administration
    • Recruitment
    • Student Selection Procedures
    • Staffing Requirements
    • Program Cost (itemized budget)
    • Inter-Modal Advisory Committee

Proposal Components (cont'd)

  • Partners
  • Implementation Schedule
  • Program Curriculum
  • Follow-up Survey of Participants

Annual Program Assessment

  • It provides a way to evaluate the program
  • Link to the assessment/questionnaire is sent to the Host site Project Director via an assessment tool
  • HCR may update assessment questions annually
Annual Assessment (cont'd)
  • Requirement of the NSTI Program
  • Project Directors need to complete the assessment annually (mid-October)
  • Submit responses using web link
Annual Assessment (cont'd)
  • Copies of Responses are sent to Division Office
  • Civil Rights Specialists for their records
  • HCR compiles data that will be used to make a Final report with recommendations for improvement
  • Final report provided to Senior Management within 60 days

Allocation of Funds

FHWA HCR » FHWA DIVISION » STA

  • HCR Confirms the STI Budget Amount from the Office of the Secretary.
  • HCR Allocates Funds to the Division Office for distribution to the STA to run the NSTI.
  • STA Provides Funding to Host Sites by Entering into a Cooperative Agreement
  • Each Host Site Follows its Respective STA Procurement Rules and Regulations

Funding Reimbursement Process

STI Host Site » STA » FHWA Division

  • STI Host Site Submits Invoices to its STA.
  • STA reviews invoices for accuracy & allowable costs
  • STA submits paid invoices to FHWA Division Office with an assurance that paid invoices do not contain non-allowable costs and, that invoices match the expenses in the proposal's budget.
  • Unexpended funds are due at the conclusion of the program

Who Can Participate in the Program? Who Do I Contact?

  • Any accredited institution of higher education may apply to serve as a host site for this program
  • Interested parties should contact their STA and/or FHWA Division Office

Contact Information

Joyce Gottlieb
joyce.gottlieb@dot.gov

NSTI Program Coordinator
Office of Civil Rights
202-366-3664

Questions?