Sample Resolution to Apply for the Title VI Grants

A sample resolution authorizing tribes to apply for Title VI grants and participate in the NRCNAA’s needs assessment process is available for download here (PDF, Word).

Tips and Tricks for Making OAAPS Reporting Easier

Check out these helpful tips and tricks for logging into OAAPS, entering your data, and navigating the system.

ACL OAAPS

ACL’s OAA Performance System collects information on Older Americans Act (OAA) Title III, VI, and VII programs. States, Area Agencies on Aging (AAA), and American Indian, Alaskan Native and Native Hawaiian organizations provide detailed information on OAA program participants, services, and expenditures annually by submitting comprehensive program reports. Access to data entry and analysis tools is restricted to authorized users.

Visit the ACL OAAPS page where you can find the PPR, guides, sample files, resources, schedules, FAQs, and contacts for reporting.

Title VI Evaluation Tool

ACL is excited to announce the Title VI Evaluation Tool! Title VI programs are required to conduct periodic evaluations of activities provided through the Title VI grant program. This tool provides everything you need to conduct an evaluation of how well your program is meeting the needs of your elders and caregivers. The tool supports you in planning your evaluation, conducting your survey, and collecting and analyzing the survey results. The tool is a ready-to-use product that includes two surveys: one for Part A/B services (Nutrition and Supportive Services) and the second for Part C (Caregiver Support) services.

This evaluation tool that can assist you in managing your program and meeting the requirements of the Title VI grant is available now on ACL.gov. Get the evaluation user guide here and the survey response tool here.

Guidance on Making Large Purchases with Title VI

Equipment purchases exceeding $5,000 must receive prior approval from ACL prior to purchase. Find Guidance for Large Purchase Request with ACL/AoA Title VI Grant Funds here.

Download a Large Purchase Template here.

Blending & Braiding Funding Streams for Your Tribal Program

FAQ document that explains the difference between blending and braiding funds for your tribal program. It includes examples of funding sources, such as states, non-profits, tribes, etc. It also guides you on how to blend or braid dollars from these sources and how to report them in your Title VI Program Performance Report (PPR).

Title VI Reporting Guidance for Services Provided in Response to COVID-19

Click here to download Title VI reporting guidance for services provided in response to COVID-19.

PPR Update

The Title VI PPR is changing.  Here 's what you need to know.  Download the PPR Update here.

New Program Reporting Form & System for 2020-2023 Title VI Grants

ACL has been working on a new data system with features to help Title VI programs review and manage their own data, and allow programs to have more access to their data.

- New PPR form (OMB 0985-0007) with new service unit definitions required for use with Title VI grant period beginning 4/1/2020. Download the new form and instructions here.

Policies and Procedures (PPT)

This presentation offers information on why policies and procedures are important, how to develop a manual, and how to train staff on and implement policies.

Reporting

Reporting is a necessary part of program accountability. In addition to being a Title VI requirement, you need to keep the tribal council, elders, and the community informed about your program. The Title VI program has two reports, the Program Performance Report (PPR), which covers both the Part A/B and Part C program, and the Standard Form 425, Federal Financial Report (SF-425). A separate SF-425 is required for Part A/B, Part C and NSIP. The PPR and SF-425s are due annually. Reports are due within 90 days of the end of each budget period. Access the online reporting form here. If you do not have internet access, you may submit the reports in hard copy to ACL according to the instructions provided with your grant award letter.

Record Keeping

A critical part of program management is good record-keeping. Some programs use computer-based spreadsheets and databases to keep their records, while others use paper and pencil and their file cabinets. Others use a combination of computer-based and paper-based record keeping in determining how the program is operating. Any method that works for you is okay. For sample forms, please see Appendix C of the Title VI Resource Manual (PDF).

Documenting the Number of People Receiving Services

Keep a log of each elder receiving at least one congregate meal, a home-delivered meal, and a supportive service. This will be your unduplicated count of elders receiving the three types of services. Unduplicated means that each person who eats a congregate meal or many congregate meals, a home delivered meal or many home delivered meals, or receives a supportive service or more than one supportive service gets counted only one time each year in each of the three categories, regardless of how many services they receive during the year. This number can help you to determine how many of the total tribal elders are using the program and assist you in doing outreach to those who are not coming to the services

Documenting Services Provided

Keep logs of the number of meals served in both the congregate meal sites and the home delivered meals, the number of transportation services, and the number of all other supportive and caregiver services provided. A data sheet or spreadsheet is helpful for keeping day-by-day listings of who has had each service. Keep a file on each elder who uses the program frequently. Often an elder uses the program to meet many needs, and frequent contacts can be an indicator of failing health or memory problems and a need for closer monitoring by program staff and family members. Personal files are likely to contain confidential information, so it is important to keep them in a locked cabinet or a secure computer file.