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Annual Performance Report Letter to Educational Opportunity Centers Project Directors

November 2013

Dear Educational Opportunity Centers Project Director:

It is time to prepare the Annual Performance Report (APR) for the Educational Opportunity Centers (EOC) project for program year 2012–13, which is the second year of the 2011–16 grant cycle. The Web application will "go live" on November 8, and closes December 9, 2013. Please find the data structure and instructions for the report, plus links to the secured APR Web site maintained by our contractor, at:

Prior Experience (PE) Report

The new APR is designed to improve the transparency of the Department’s calculations of each project’s Prior Experience (PE) points. Beginning this year (2012-13 reporting year), EOC projects will receive PE scores annually at the time of the submission of the APR. The PE report contains the policies used to assess the PE points, a table that summarizes the project’s approved and actual attained rates along with the PE scores (i.e., for each objective and overall). The formulas for the PE calculations are provided in the Appendix to the PE report that will also be available for download via a link once the project has successfully submitted the APR.

Completing the APR

Our contractor’s APR Web application is not designed to provide comprehensive instructions on completing the report. It is imperative to read and follow carefully the full instructions provided on the Department’s Web site at the address above.

The APR comprises four sections; you must complete all four sections of the APR. To reduce your reporting burden and maintain consistent PE calculations, we will pre-populate some sections of the online APR Web application. We will pre-populate Section II, I (Target Schools) and J (Invitational Priorities) with the information you provided in your 2011-12 APR. In Section IV we will pre-populate the approved percentages for each of the standard objectives. In addition, the selection you made in the 2011-12 APR regarding the denominator for the postsecondary education enrollment objective will be pre-populated in Section IV, D of the APR and cannot be changed for the remainder of the grant cycle.

In last year’s APR letter we noted the concern of grantees regarding changes to the “Educational Status” data fields in Section III of the APR. Although these changes were necessary to align the APR data fields with the EOC program objectives and outcomes measures as required by the amendments to the authorizing statute, we acknowledged that some grantees may not have used the new Section III data fields when collecting the data for 2011-12 and thus, as needed, could use “Unknown”. In reviewing the 2011-12 APR data, we noted that some EOC projects reported a large number of “Unknowns” in Section III or Section IV. Although this may be understandable for the 2011-12 reporting year, we expect that grantees will be able to provide more complete data in 2012-13 APR and that the use of “Unknown” will be minimal. To ensure accurate PE calculations, it is critical that the educational status of participants at the time of first service (Section III) and at the end of the reporting year (Section IV) be correctly reported.

  • Registration

    All grantees must register for a user ID and password in order to protect the security of the APR data. Register by clicking on the "Register Here Each Year" link and enter the name and e-mail address of the most recent Project Director. If the name and e-mail address match our records, proceed to the next step by selecting and answering two security questions. It is required to provide responses to the security questions should you need to use the "Forgot Password" link to receive a new and/or temporary password.

    For new Project Directors or Directors that have recently changed e-mail addresses, it is likely that your name and/or e-mail address is not updated in our records. In this situation, an e-mail message should be received from the Help Desk informing that the Program Specialist must approve the changes before the completion of the registration process. This process typically takes up to 48 hours. Once changes have been approved, an e-mail is sent informing the continuation of registering and submitting the APR.

  • The Help Desk

    For all technical problems accessing the Web site or using the Web application, please contact the Help Desk by either telephone at (703) 846-8248 or e-mail at generaltrio@cbmiweb.com. Please note that the Help Desk will try to contact projects within 24 hours of receiving the telephone call or e-mail. The Help Desk will be available to respond to questions on weekdays that are not Federal holidays from November 8, 2013 until December 9, 2013. During peak times, it may take longer to receive a response; we therefore recommend that you prepare and submit the performance report as soon as all information has been completely collected.

After electronically submitting the APR, please submit a signed copy of the Section I Cover Page by scanning and uploading directly into the APR site. Should you have any issues or concerns with uploading the Section I Cover Page, please contact the Help Desk for assistance at (703) 832-1360.

If there is a need to revise the APR after it has been submitted please contact the Help Desk for assistance. Please note that the Department will only accommodate revisions until the due date for submitting the APR. For any questions regarding the APR requirements, please contact your Program Specialist directly; to ascertain your Program Specialist's name, telephone number, and e-mail address, please visit: http://www2.ed.gov/programs/trioeoc/contacts.html.

Thank you for the time, effort, and dedication you devote to the performance reporting period each year and for your commitment to providing complete and accurate data. Please retain source documents in a readily accessible form so that they can be verified during an on-site visit.

Sincerely,

Gaby Watts
Director
TRIO Upward Bound and Educational Opportunity Centers Division
Student Service

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Last Modified: 11/08/2013