The HEP Performance Reporting Process

Rachel CrawfordMichelle MeierOffice of Migrant EducationU.S. Department of Education

New Directors MeetingPhoenix, Arizona

December 4-5, 2012

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Overview of Session

• Part I Overview of the Performance Reporting Process

• Part II A Closer Look at Critical Data Tables in the Performance Report (Table activities)

• Part III The Interim Performance Report

Part I: Overview of the Performance Reporting Process

General InformationGrantees must submit a full Performance Report each year to cover the previous budget period.

• In fall 2013, you’ll be submitting a 2013 report covering July 1, 2012 through June 30, 2013.

• We’ll be providing more information about the 2013 report in the coming months.

• The data you submit with these reports let grantees and OME know how your project is progressing.

• You’ll want to be familiar now with the data you’ll need to submit next fall so you can set up systems to collect the data throughout the year.

Today’s Session Will Focus Heavily on the Data You’ll Report That Is Related to GPRA

GPRA stands for the Government Performance and Results Act.

The HEP program has two specific GPRA measures:– Measure 1: The percentage of HEP program exiters

receiving a General Educational Development (GED) diploma.

– Measure 2: The percentage of HEP GED recipients who enter postsecondary education programs, upgraded employment, or the military.

These measures tell us a great deal about project effectiveness.

These measures tell us a great deal about project effectiveness.

The Data You Submit in Your Performance Report Also Allow OME to Calculate an

Efficiency Measure

HEP Efficiency Measure: The total budget awarded for that period divided by the number of GED attainers for that period.

Other Parts of the Performance Report

• Data related to your HEP project design (e.g., types of instructional and financial services offered participants, academic screening tools and standards).

• Data related to your HEP students (e.g., gender).

• Financial information (e.g., actual expenditures during the reporting period).

The Interim Performance Report• This report is primarily designed to generate

preliminary performance data from grantees in their first project year in a timely way.

• Some grantees in their later project years also submit an Interim Performance Report if they’re on an Assistance Plan.

• This report is due on January 30, 2013, and we’ll talk about it more later in this session.

Questions?

Part II: A Closer Look at Critical Data Tables in the Full Performance Report

Note: The tables presented here are from the 2012 Performance Report form. OME anticipates using the same (or very similar) tables in the 2013 Performance Report form, which we’ll send you next fall.

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You will fill in the column that matches the budget year on which you are reporting.

In Year 1 of a project funded to serve 100 total students per year, data entry would look like:

Example Y1 Y2 Y3 Y4 Y5 F

a. Number funded to be served 100

In Year 2, the data entry would look like:

Example Y1 Y2 Y3 Y4 Y5 F

a. .Number funded to be served 100

The Final Performance Report (Year 5), the data entry would look like:

Example Y1 Y2 Y3 Y4 Y5 F

a. Number funded to be served 100 500

Table A1

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A1. Number of students served during the reporting period. Y1 Y2 Y3 Y4 Y5 Final

a. Number Funded to be served 60

b. Number Served in HEP GED instruction (Note: A1b1 and A1b2 should sum to equal A1b.)

60

1. Number served who were New Participants (subset of A1b)

60

2. Number served who were Returning Participants (subset of A1b)

0

Report Incoming Students Here

Table A-1Who Will Be New Participants in Your 2013

Report?

1. Students you have never served before.

2. Students you served in the previous budget period (2011-12) who did not receive their GED and did NOT qualify as Persisters in your 2012 Performance Report.

3. Students you served in years prior to the 2011-12 budget period.

Table A1: Who Will Be Returning Participants in Your 2013 Performance Report?

Students you served in the previous budget period (2011-12) who re-enrolled in the current reporting period prior to your submission of the 2012 APR.

(These are your 2012 APR’s Persisters.)

Table A1: Practice 1

Q1. You started your HEP project in 2012. You did not have a HEP grant in a prior grant cycle. Will you report any Returning Participants in your 2013 Performance Report?

A1. No. Your count of Students Served will equal the count of New Participants. Your Returning Participant count will be 0.

Table A1: Practice 2Q2: Let’s say you started your HEP project in 2011-12. Your 2013 Performance Report is reporting on your second budget period.

In 2011-12, your HEP student Carlos had taken many hours of HEP instruction but was unable to pass the GED tests he took in May 2012. In August 2012, he re-enrolled in your HEP project and attained his GED in January 2013.

Should you count Carlos as a New Participant or a Returning Participant in Table A1 of your 2013 Performance Report?

A2: Count Carlos as a Returning Participant.

Questions?

Table A2

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A2. Status at the end of the reporting period. (Note: A2a-c should sum to equal the number reported in A1b (no. served).) Y1 Y2 Y3 Y4 Y5 Finala. Number of GED Attainers 50

b. Number of Withdrawals 4

c. Number of Persisters 6

Report Outgoing Students Here

Which Students Can Be Counted As GED Attainers in Table A2 of Your 2013 Report?

Any student who, by June 30, 2013, took and passed the last test required for the student to obtain a GED.

Which Students Can Be Counted As Persisters in Table A2 of Your 2013 Report?

Persisters and Withdrawals are all students who participated in your project but failed to attain a GED by June 30, 2013.

Such a student is a Persister if s/he re-enrolls and actively participates in your HEP project in the subsequent budget period (13-14) prior to your submission of your 2013 Performance Report.

Any student who is not an Attainer or a Persister is a Withdrawal.

More on Persisters

To be a Persister, your participant must:

1) Participate in at least 12 hours of GED instruction during the 2012-13 budget period by the time you submit your 2013 Performance Report, or

2) Take the GED test(s) by the time you submit your 2013 Performance Report.

The Relationship between Persisters (Table A2) and Returning Participants (Table A1)

• Persisters (Table A2) in your 2013 Performance Report will always be equal to Returning Participants (Table A1) in your 2014 Performance Report.

• The only students who can be counted in the Returning Participants category in Table A1 are the previous year’s Persisters.

Table A2: Practice 3

Q3. Paul participated in over 30 hours of GED instruction in 2012-13 but dropped out of your HEP program in April 2013. He re-enrolled in September 2013 and has participated in at least 12 hours of instruction by the time you submit your 2013 Performance Report. How would you count Paul in Table A2 of your 2013 APR?

A3. Count Paul as a Persister.

Table A2: Practice 4

Q4. Ricardo dropped out of his GED courses in March 2013 after taking (but not passing) his GED test. He has told you that he plans to re-enroll in your HEP project, but he has not done so by the time you submit your 2013 APR. How would you count Ricardo in Table A2 of your 2013 Performance Report?

A4. Count Ricardo as a Withdrawal.

Table A3

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A3. Placement of GED Attainers (from question A2a above) from the current reporting period Y1 Y2 Y3 Y4 Y5 Finala. Unduplicated number of GED Attainers who entered postsecondary education or training programs, upgraded employment, or the military (count each participant only once for this row for an unduplicated count).

1. Number of GED Attainers who entered postsecondary education or training programs

2. Number of GED Attainers who obtained upgraded employment

3. Number of GED Attainers who entered the military

Questions?

Part III. The Interim Performance Report

What You’ll Be Reporting, When, and How• The Interim Performance Report (required of all first

year grantees) is a very abbreviated version of the full Performance Report you’ll be submitting in late 2013.

• You’ll be reporting Table A1, A2, and A3 data for the period from July 1, 2012 through January 30, 2013.

• The report due date is January 30, 2013.

• You will submit the report through the G5 system.

Table A2 Will Be Slightly Modified Because of the Shorter Reporting Period

A2. Status at the end of the Interim Performance Report reporting period. Y1 Y2 Y3 Y4 Y5 Finala. Number of GED Attainers 5

b. Number of Withdrawals 4

c. Number of Persisters DO NOT REPORT

The Interim Performance Report Will Also Require A Cover Sheet

• You will submit two documents when you submit the Interim Performance Report:

1) The 2013 Interim Performance Report form2) The Cover Sheet form

• OME will send you the documents for completing the Interim Performance Report (including Instructions) next week.

• OME hopes to host a webinar in January to give you final instructions and to answer any questions you may have.

Questions?

Contact Information

• For questions regarding completing the 2013 Interim Performance Report, please contact your OME program officer.

• For questions regarding G5, contact the G5 Help Desk at 888-336-8930 or edcaps.user@ed.gov.