EPA Publication Number 202K09001
EPA Contract Number EP-W-08-042
Learner Manual
Introduction: Learner Tips
TRIBAL, U.S. TERRITORIES AND
INSULAR AREAS ADMINISTRATIVE
AND FINANCIAL GUIDANCE
MANUAL FOR ASSISTANCE
AGREEMENTS
"A Nation is a stable, historically developed community of people
who share territory, economic life, distinctive culture, and language.
Office of Environmental Justice, US. EPA
U.S. Environmental Protection Agency
Updated August 2013
-------
Introduction: Learner Tips
This manual was originally developed by the U.S.
Environmental Protection Agency for Tribal Nations,
but content also pertains to U.S. Territories and Insular
Areas. Exception: U.S. Territories and Insular Areas are
treated as states under Part 31 (and also under Part 35,
Subpart A for PPGs, unlike Tribes that are covered
under Subpart B).
Contents
INTRODUCTION: LEARNER TIPS 3
TRAINING
MATERIALS
Activities Booklet
Qwizdom Actionpoint.
Introductions
.3
.3
.5
.5
.7
-------
Introduction: Learner Tips
Introduction: Learner Tips
Tribal, U.S. Territories and
Insular Areas Administrative and
Financial Guidance for
Assistance Aqreements
[.earner Tips:
Introduction to Learning Materials
mdiQuizdomAetionpaint
Interactive System
Training
How will training help?
EPA training can help grant recipients manage
assistance agreement awards. Learn about grant
requirements and EPA expectations. Learn how to
manage an entire program, manage a specific piece
of the project, or refresh understanding of specific
tasks.
Grants management can be complicated. Get
training; it makes your job easier.
Training
Learn to:
° Manage EPA assistance agreement awards
('(>m ply \vilh federal regulalii HIS
- Locate essential information
Where can people get training?
Training sessions are offered in traditional face-to-
face workshops and conference settings. Training
is also offered online as individual web-based
training modules. Ask a Grants Specialist (GS) or
Project Officer (PO) for the program and location
that is right for you.
Contact your:
• EPA Regional Grants Administrative
Office
• EPA Regional Disadvantage Business
Enterprise (DBE) Coordinator
• EPA Regional Grants Specialist (GS)
• EPA Project Officer (PO)
When should people take the training?
Take the training before applying for an assistance
agreement award. If you already have an award,
sign up for training now. Regulations change; stay
informed.
Who should attend training?
ALL Tribal Nation or Consortia personnel
involved in EPA assistance agreement award
management should attend training, including but
not limited to:
• The authorized certifying officials (i.e.,
those responsible for signing the
documents)
• Department heads
• Human resource managers
• Local grant mangers
• Managers of award proj ects
• Finance and accounting staff
• Office and bookkeeping staff
Office and bookkeeping staff should attend the
training if at all possible. Low cost and free sources
of training are available. Contact your EPA
regional office for training options.
Materials
Manual
Appendix
Materials
What is included in the training?
Training includes a Manual with ten instruction
modules taught by Grants Management Specialists.
-------
Introduction: Learner Tips
Trainees receive an Appendix with examples of
forms and tools for managing an assistance
agreement award according to EPA regulations and
requirements.
Why is a training manual necessary?
The purpose of the training Manual is to help
Tribal Nations and EPA work together. The
manual explains what an assistance agreement
award is and how to manage one.
After completing the training learners should more
fully understand:
• The assistance agreement award
• Which regulations apply to an assistance
agreement award
• How to administer an assistance
agreement award
• How to financially manage an assistance
agreement award
• The roles and responsibilities of both EPA
and the Tribal Nation
• How to comply with:
• Financial, accounting, and administrative
requirements
• Cost principles
• Regulations
• "Terms and conditions"
The training Manual is designed to assist Tribal
Nations in the administrative and financial areas
when applying for assistance agreements, as well
as for tracking and reporting on the financial status
of work performed under those agreements. The
Manual is an excellent desk reference when
questions come up and you need answers fast. It
contains forms, sample narratives, instructions, and
answers to frequently asked questions.
What is in the Tribal Administrative and Financial
Guidance Manual for Assistance Agreements?
The Manual provides a set of standard operating
policies and procedures to guide administrative and
programmatic staff, Tribal Leaders and oversight
committees through the decision making process.
These guidelines are NOT intended to replace or
restrict the sovereignty of Tribal Nation.
Grants management training helps Tribal
administrators work effectively with EPA.
Assistance agreement award projects are easier to
manage when everyone understands the process.
This manual describes how the assistance
agreement award process works.
The Tribal Administrative and Financial Guidance
Manual for Assistance Agreements and training
program consists often (10) modules explaining:
1. The grant application process
2. Assistance agreements
3. Federal Funding Accountability and
Transparency Act
4. Grants management systems
5. Administrative system components
6. Financial system requirements
7. Accounting policies and procedures
8. Source documentation for procurement
and purchasing
9. Disadvantaged business enterprises
(DBEs)
10. Assistance agreement monitoring and
closeout
Learner Notes
Review the Manual Contents, so you
know how to find the information you
need when you need it.
What is in the Appendix?
The Appendix contains official EPA documents
and best practice examples. Most of what a Tribal
Nation might need to manage an assistance
agreement award is provided in either the Manual
or the Appendix.
See the manual's Appendix for:
• Official forms
• Applicable regulations
• Glossary of terms
• List of common acronyms
• List of useful websites
• Sample policies and procedures
• Federal rules and regulations
• And much more...
-------
Introduction: Learner Tips
Learner Notes
Examine your copy of the Appendix, so
you know where to find documents
when they are explained.
Activities Booklet
What is the Activities Booklet?
Activities to help you better understand the
information learned in each Module can be found
online at www.petetribal.org in the Activities
Booklet. These Activities are designed to help you
apply the concepts you have learned throughout
this manual to your own organization.
Quizdom Actionpoint
MENU -On'Off
SEND
Clear
Answer Buttons
Qwizdom Actionpoint
How does Qwizdom work?
Face-to-face training sessions use an interactive
system for answering questions. All answers are
anonymous. There are no names associated with
any of the answers. No one will know how you
answered a question except you.
The instructor and data collection system group
answers together. This lets the instructor know how
well the information is being understood. Please
answer honestly.
Each trainee should receive a handheld Remote.
Use this Remote to answer questions during the
training. The instructor will prompt you when it is
time to answer a question.
How does the Remote work?
Wait until the instructor tells you to turn on the
Remote. Each presentation requires a short
initiation period to prepare the system for data
collection.
Turn the Remote on by pressing the MENU button.
• The MENU button is just under the
screen on the left.
• You may need to hold it down for
several seconds.
• When you see the word QWIZDOM
appear on the Remote's screen, the
system is ready to use.
When it is time to answer a question, a list of
options will appear on the Remote's screen.
There is a two-step process for answering a
question:
• First, press the button that corresponds
to your answer.
• Yes and True answers use the button
marked with YES and T.
• No and False answers use the button
marked with NO and F.
• Answer A by pressing button number 1.
• Answer B by pressing button number 2.
• Answer C by pressing button number 3.
• Answer D by pressing button number 4.
• Answer E by pressing button number 5.
• Second, press the SEND button.
• The SEND button looks like two arrows
facing in different directions and is
located just below the MENU button.
Once your answer is selected and sent to the
system, you will see either a checkmark (V) or an
* on the Remote's screen.
• The S means your answer is correct.
• The * means your answer is incorrect.
S and * means the answer was received.
If the instructor has enabled this functionality, you
may choose to change your answer, if you wish.
-------
Introduction: Learner Tips
• You can only change an answer if the
instructor has not yet moved ahead in
the presentation to the answer slide.
• To change an answer:
• Press the CLEAR (C) button located
just under the screen on the right.
• The answer options should again appear
on the Remote's screen.
• Press the button with your new choice
and then the SEND button.
• Again a ^or * will appear on the
Remote's screen.
• Only your last answer will be recorded
by the system.
You should not need to use the forward or
backward arrow buttons.
To reset the Remote:
• Press the MENU button until the screen
goes dark.
• Press the MENU button again until you
see the word QWIZDOM.
Where in the Manual is the
Disadvantaged Business Enterprise
(DBE) program covered in detail?
A. Module 7
B. Modules
C, Module 9
D. Module 4
E. All of the above
Where in the Manual is the
Disadvantaged Business Enterprise
(DBE) program covered in detail?
A. Module 7
B. Modules
C. Module 9
D. Module 4
E. All of the above
Explanation
Module 9: Though the DBE program is referenced
in several modules, it is covered in detail in
Module 9.
Let's test the Qwizdom process.
Use your Remote to answer the following
questions.
That's fine. Let's try another question just to be
sure we've got it figured out.
-------
Introduction: Learner Tips
Does the Appendix contain everything
a grantee needs to know?
A. Yes
B. No
Introductions
• Name
• Position
• Role on your grants managementteam
Does the Appendix contain everything
a grantee needs to know?
A. Yes
B. No
Explanation
The Appendix provides documents and examples
for assistance award management It cannot
possibly hold everything a grantee may need to
know. Regional EPA office personnel can answer
questions about specific awards and individual
circumstances.
Introductions
Please introduce yourself to the other learners. Tell
them your name, position, and role on your grants
management team.
For example:
• Jane Juniper
• Office Manager for the Wide River
Indian Community
• Financial Officer for the Water
Reclamation and Irrigation Project
Great, everyone is ready to begin the training.
Working with EPA isn't something Tribal Nations do for the government;
it is something they do for themselves.
-------
------- |