Grants
COVID Supplemental Template for FY21 PPR
Download the new COVID supplemental report template. This report should be attached to the PPR in OAAPS or emailed to Jasmine.Aplin@acl.hhs.gov.
Applying for the Next Round of Title VI Grants: 9 Steps Your Program Can Take Right Now
If your program is thinking about how to get started on applying for the next cycle of Title VI grants, check out this getting started checklist. It's full of information on how you can prepare now to be ready to apply later this year.
Sample Resolution to Apply for the Title VI Grants in 2023
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.
MIPPA Cheat Sheet
This MIPPA cheat sheet will help you understand the important dates and grant requirements for FY20 and FY21 Tribal MIPPA grants, as well as provide you with ways to spend down your MIPPA dollars. Find the MIPPA Cheat Sheet here.
How to Report COVID Expenditures on the PPR
Title VI grantees should be able to provide information on how COVID Supplemental grants (FFCRA, CARES, etc.) were spent during the period of 4/1/2020 – 3/31/2021. There are two ways that grantees can share this information with ACL:
1: You can fill out the COVID reporting template in Excel or Fillable PDF and attach it to your PPR in OAAPS; OR
2: You can type it directly into the Finance Optional Explanation sections in OAAPS (How-To Guide).
If you choose to use the worksheet, please see a sample of a completed worksheet here. ACL’s Title VI reporting guidance on reporting COVID expenditures, such as groceries can be found here.
Updated Title VI & COVID Grant Cheat Sheet
Click here to access an updated quick guide to the program periods, reporting expectations and allowable services under the Title VI grants, including Title VI Part A/B/C grants, FFCRA and CARES supplemental grants. Updated June 2021.
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.
New: 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.
Title VI Tracking Workbook, Tables, and User Guide for Parts A, B, and C of the Program Performance Report (PPR)
Printable Title VI Tracking Tables and User Guide for Part A/B of the PPR.
Title VI Tracking A/B Workbook User Guide for Part A/B of the PPR.
Title VI A/B Workbook Tracking Table.
Printable Title VI Tracking Tables and User Guide for Part C of the PPR.
Title VI Tracking C Workbook User Guide for Part C of the 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.
New PPR Form for 2020 Grants
Download the 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 PPR Form here.
PPR Update
The Title VI PPR is changing. Here 's what you need to know. Download the PPR Update here.
PPR Old v. New for Printing
Compare the old PPR (2019 & Prior Reporting Periods) to the new PPR (2020 & Future Reporting Periods) to see how things have changed. Download the document 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.
Required: Reporting/Recordkeeping
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.
Getting Started Checklist: How to Apply for Title VI Grants
Click here to view the full checklist and learn what you should be doing Right Now, during Summer 2019, and December 2019.
