700 KAR 1:010.
Adult Literacy Program fund.
RELATES TO: KRS
AUTHORITY: KRS 158.795
FUNCTION, AND CONFORMITY: The Education and Humanities Cabinet is authorized by
KRS 158.795 to administer a statewide adult literacy program. The Governor's
Commission on Literacy is authorized by KRS 158.795 to provide advice and
counsel to the Education and Humanities Cabinet in administering the statewide
adult literacy program and the provision of services in every county. This
administrative regulation is necessary to assure uniformity in the administration
of literacy program grants under the statewide adult literacy program.
Program Purpose and Announcements. (1) The goal for the use of the literacy
program grants is to encourage and promote the development and implementation
of local literacy programs, or the improvement or supplementation of existing
programs, in each county. Except as special circumstances require and as
recommended by the Governor's Commission on Literacy, hereinafter referred to
as the commission, no more than one (1) grant per county will be awarded each
cycle(s) during which applications will be received for the program will be
announced annually. Deadlines for receiving proposals will be established and
advertised in each county. More than one (1) funding cycle is anticipated
annually, but this will be dependent upon the level of funding available and
number of applicants funded during the first funding cycle.
Section 2. Eligibility
Requirements. (1) The following may apply for funding:
agencies and units of local government (including county, municipality, city,
town, local public authority and special district agencies). This also includes
such intrastate entities as districts, councils of governments and multicounty
units, and other state and local organizations and institutions.
(b) Profit or
nonprofit public or private businesses.
based organizations or subgroups of such organizations organized expressly for
the purpose of providing adult literacy services and who are incorporated, or,
are a legal entity, or who have an individual who accepts responsibility for
appropriate use of the grant funds.
(2) To be
eligible for funding, projects must:
(a) Provide or
coordinate direct adult literacy services or provide training or technical
assistance to such programs.
services to individuals age sixteen (16) and above who read at or below a fifth
grade level, unless the application demonstrates the need and method for
providing services to different ages and reading abilities, and can demonstrate
that this is not a duplication of services.
(c) Be conducted
in and applicable to use in Kentucky.
(d) Not charge
for services except material costs may be borne by program participants;
however, charges will be an exact rate paid by the program/service provider. In
no instance will services be denied to persons who cannot pay.
evidence of cooperation and coordination with other literacy programs within
(f) Comply with
documentation of cooperative referral between literacy and adult basic
which are incomplete, subcontract for services, duplicate existing programs in
the locality, or which request funds beyond the allowable maximum may be
expenditures eligible for funding may include salaries, training, travel,
operating expenses, books and materials, printing and duplicating, and
equipment within limits set by the proposal guidelines. Construction
expenditures are not eligible.
Submission of Proposals. (1) Proposals must be submitted on application forms
provided and within the deadline established in each funding cycle. A proposal
submitted for consideration but not funded in any cycle may be resubmitted for
consideration in any new funding cycle announced, providing signatures of
responsible parties carry a current date.
must be signed by a person who has the authority to obligate the organization
to the terms of the grant or who accepts personal liability.
applicant will be notified immediately by return postcard when a proposal is
received by the commission.
Evaluation of Proposals. (1) Project applications will be reviewed by the
commission's Grant Development and Review Committee and one (1) individual
involved in literacy programs in another state.
(2) After the
application submittal deadline, applicants shall not be permitted to initiate
contact with anyone involved in the review and evaluation process or to
initiate changes in their proposal. Proposal changes or budgetary amendments
may be requested by the Project Review Committee or its designee.
(3) The proposal
screening process consists of the following steps:
(a) The Project
Review Committee will evaluate each proposal not eliminated in the prescreening
process. During this evaluation, the applicant may be contacted for additional
information or clarification on the project. Criteria which will be utilized to
evaluate the proposals will be:
documented need for an adult literacy program, considering both the number of
adults who cannot read or read well (as defined in Section 2(2)(b) of this
administrative regulation) and the extent to which there are existing literacy
programs in the county.
Qualifications and appropriateness of the applicant agency and agency staff to
carry out adult literacy programs.
3. Quality of
the implementation and operation plans, including clear objectives; methods for
recruiting, training and managing volunteers; outreach plans; plans for
standardized measures of student progress; and instructional design.
4. Ability to
evaluate the effectiveness of the program.
5. Extent of cooperation
and coordination with and support of other literacy programs.
6. Ability to
keep required records.
and appropriateness of budget and cost effectiveness.
8. Strength of
plans for continuation of projects.
(b) The Project
Review Committee reserves the right to recommend for funding any, all, or none
of the proposals submitted in response to requests for proposals. The committee
may also choose to negotiate with competing applicants from any county to
encourage a joint program.
Recommendations of the Project Review Committee will go to the full commission
for consideration. The recommendations of the commission will be forwarded to
the Secretary of Education and Humanities Cabinet who will make the final
decision regarding funding awards.
selected for funding will be notified by mail of the decision of their
proposals no later than sixty (60) days after the deadline established for the
Funding Terms and Conditions. (1) State funds appropriated for literacy
programs will be allocated by county, based on the percent of adults in that
county as compared to the state total who have completed only the eighth grade
or less. Funds not granted to that county during the first funding cycle each
year will subsequently be made available statewide.
(2) Grant fund
awards will be made in two (2) semiannual payments. The initial payment for
fifty (50) percent of the award will be made at the beginning of the project
period and the remainder will be made at the middle of the project period
contingent upon the recipients meeting reporting and monitoring requirements.
The entire grant may be paid at the beginning of project period when the
applicant has a demonstrated need for receiving the payment at that time. If
inappropriate or unapproved use of funds occurs, the remainder of the award may
be suspended or revoked. Misused funds will be recovered.
(3) Funding of
projects will be established by a document of grant conditions to be finalized
after grantees are notified. The document will include requirements stipulated
in this administrative regulation and in the application guidelines.
(4) To insure
proper use of funds, grantees will be held accountable for project expenses in
a manner acceptable to the commission and the Secretary of the Education and
Humanities Cabinet. A separate bank account for each project requiring two (2)
signatures on each check is required. All records will be kept for three (3)
years after the end of the funding cycle, or until any audits have been
(5) Grantees may
invest grant funds and retain any interest earnings except that such earnings
shall be deemed grant funds and be used only for express purposes of the grant
and shall be reported in all documents recording project financing.
completion of each project grantees shall return any unspent grant funds.
and material purchased with grant funds is owned by the grantee. If the grantee
organization dissolves, the property must be given to an organization serving a
public purpose and meeting nondiscrimination requirements. This organization
will be selected by the commission.
Reporting Requirements. (1) Grantees will be required to submit to the
commission quarterly reports on progress of projects and financial expenditures
and encumbrances. The quarterly reports are due ten (10) working days after the
end of the quarter. A final report will be required within fifteen (15) working
days of the completion of the project year. Reports will be in a format
designed by the commission and may include but not be limited to request for
demographic data, copies of materials produced, test results, equipment
inventory, and financial activities.
will be required to submit information in standardized summative form which
reflects student progress in the adult literacy programs.
Requirements for Public Access. (1) Individuals authorized by the commission
may visit the project site at mutually agreed upon times to observe progress,
provide guidance and analyze and publicize projects supported under this
(2) Sharing and
distributing information and materials developed under this project is a major
goal of this program. Therefore, except for confidential information clearly
identified in the project proposal, the results of the projects will be made a
matter of public record and grantees will make their projects available for
public observation at mutually agreed upon times.
Confidentiality of Information. (1) Data which is specifically identifiable to
individual students is considered confidential and recipient of project awards
will develop a written policy concerning its protection.
information which outlines progress of students and demographic information
will not be considered confidential when no particular individual can be
identified by the information.
commission reserves the right to use and disseminate information and data
derived from the use of these project funds to the extent such information is
not protected by any claim of confidentiality. (12 Ky.R. 1194; Am. 1508; eff.
2-4-86; 13 Ky.R. 1260; eff. 2-10-87.)