Office of Safe and Drug Free Schools
IV. FUNCTIONS AND RESPONSIBILITIES OF OSDFS COMPONENTS
A. IMMEDIATE OFFICE OF THE DEPUTY UNDER SECRETARY
The Immediate Office of the Deputy Under Secretary provides overall support to the Deputy Under Secretary and the Associate Deputy Under Secretary in their role in administering the Department's safe and drug-free schools, character, correctional, and civic education programs, and manages the Executive Secretariat for the Office of Safe and Drug Free Schools (OSDFS).
The Immediate Office of the Deputy Under Secretary is divided into three subordinate organizations:
- Administrative Unit
- Policy and Cross-Cutting Programs Unit
- Center for School Preparedness Unit.
The Administrative Unit, headed by an Executive Officer, serves as the principal staff of the Deputy Under Secretary in developing, coordinating, and implementing all internal administrative matters relating to the Office of Safe and Drug-Free Schools (OSDFS) such as personnel, budget, financial and asset management, contracts, space alterations, contracts, and support services. The Administrative Unit is the primary catalyst for continuous management improvement and is responsible for coordination and leadership of OSDFS management functions.
In performing its responsibilities, the Unit:
- Coordinates audit and audit activities within OSDFS and advises the Deputy Under Secretary, the Associate Deputy Under Secretary, and program officials on the operational aspects of, and requirements for, processing audits.
- Formulates and executes the administrative budget. Prepares necessary materials and justifications for the appropriations hearings. Processes documents related to obligation of program and administrative funds. Approves and processes fiscal management documents and maintains appropriate fiscal records to insure against over-obligation of funds.
- Coordinates administrative and management functions related to small purchase procurements, facilities, equipment, and asset management (including property and telecommunications).
- Reviews, analyzes, and prepares reorganization proposals for OSDFS and monitors their approval through the established approval process. Prepares delegations of authority for OSDFS and coordinates the delegation process.
- Manages and coordinates all personnel management activities for OSDFS including recruitment, employee development, retention, incentives, payroll liaison, workforce planning and knowledge management. Provides guidance to staff on personnel regulations and policies. Provides advice on labor relations matters, including grievances, employee discipline, and remedial actions. Assists in resolving grievances.
- Coordinates the commitment and obligation of grant awards and contracts. Provides technical assistance or guidance regarding grants and contracts management to assure adherence to policies and procedures.
- Coordinates the development of the annual ADP budget plans and monitors and maintains controls on allocated ADP funds.
- Coordinates, reviews, and processes all data collection and Freedom of Information activities for OSDFS.
- Monitors the draw down of grants funds.
The Policy and Cross-Cutting Programs Unit (PCPU), headed by a Director, reports to the Associate Deputy Under Secretary for Safe and Drug-Free Schools. The Director works in consultation with the Deputy Under Secretary, the Associate Deputy Under Secretary, the Administrative Unit, and OSDFS program units, and is responsible for the guidance and leadership of program policy, program budget development, and strategic planning for OSDFS.
The PCPU has responsibility for promoting and supporting cross-program collaboration, coordination, and integration within OSDFS and throughout the Department. The Unit concentrates on several different, but interrelated, organizational areas as vehicles for promoting cross-program activity including team planning and administration, professional development, technical assistance delivery, and technology.
In performing its responsibilities, the Unit:
- Provides guidance and leadership for strategic planning and policy development.
- Serves as liaison with ODS, OUS, OLCA, OIIA, OGC, and OCFO.
- Coordinates the preparation of the Deputy Under Secretary's testimony for Congressional authorization, oversight, and appropriations hearings.
- Coordinates the preparation of program budget requests and implementation of enacted appropriations.
- Provides coordination and leadership for the program policy advisor role of the Deputy Under Secretary.
- Plans and coordinates designated cross-program technical assistance strategies such as safe schools integrated reviews, ED-wide program coordination reviews, and Improving America's Schools Conferences. Tracks timelines; reviews budgets and schedules; develops operational protocols and guidelines; identifies key issues, themes, and policies; and conducts evaluations.
- Coordinates the strategic planning and performance measurement of OSDFS cross-program teams in close coordination with the senior leadership and program team leadership. Coordinates, monitors and reports on strategic plan accomplishments.
- Develops and assists in the implementation of a comprehensive operational program for using technology in OSDFS to enhance cross-program coordination and technical assistance delivery. Develops a long term strategic plan and annual operating strategies for OSDFS-wide technology activities; advises the senior leadership on technology issues; develops and maintains OSDFS-related web pages and internet resources.
- Reviews, analyzes, and comments on Departmental program policy issues and questions.
- Analyzes, reviews, and comments on policy questions and issues.
- Monitors the draw down of grant funds.
The staff of Center for School Preparedness, herein known as "the Center" report to the Associate Deputy Under Secretary for Safe and Drug-Free Schools. The Center administers programs that promote the ability of schools to respond to crisis and disasters (natural and man made).
The Center is responsible for:
- Project SERV (School Emergency Response to Violence)
- Model Crisis Response Plans - both the development of a model crisis response plan and the discretionary grant program.
- The National Clearinghouse for Educational Facilities.
In addition to the above activities, the Center is responsible for maintaining close contact with school security police chiefs, School Resource Officers, and emergency first responders.
Managing these programs includes: administering (1) discretionary grants, (2) interagency agreements, (3) contracts, and (4) cooperative agreements; monitoring grant compliance with statutory and regulatory provisions; providing technical assistance to grantees, constituents and other members of the public; participating in the formulation and development of ED program policy and legislative proposals, and in overall Administration policies related to the prevention of, preparation for, and response to emergency and crisis situations, including school shootings, terrorism, and natural disasters such as earthquakes and hurricanes; drafting program regulations; designing operating programs; preparing program and administrative budgets and other management documents; preparing responses to program correspondence; directing staff responsible for operational programs; establishing management goals and objectives that are consistent with the ED Strategic Plan; participating in interagency committees, groups, and partnerships related to responses to emergency and crisis situations, coordinating with other Federal agencies on issues related to comprehensive emergency and crisis response plans, and advising the Deputy Under Secretary and Associate Deputy Under Secretary on the formulation of emergency and crisis response policy.