U.S. Department of Education

Indian Education Professional Development Grants Program:

GPRA and Service Payback Data Collection

Appendix C

Office of Management and Budget

Clearance Package Supporting Statement

And Data Collection Instrument

June 29, 2009
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OMB Expiration Date:

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Indian Education

Professional Development Grants Program

U.S. Department of Education

Semi-Annual Participant Report Form for Reporting Period XXXX-XX

[IDENTIFYING INFORMATION FROM GRANTEE]

Introduction 

The Indian Education Professional Development (IE PD) Grants program provides grants to prepare and 

train Indians to serve as teachers and school administrators. Individuals trained under this program must 

perform work that is related to their training and that benefits Indian people or repay all or a portion of the 

cash value of training costs.

In 1993 the Government Performance Results Act (GPRA) was passed that requires federally funded 

agencies to develop and implement an accountability system based on performance measurement. 

Grantees are required to report on their progress toward meeting the performance measures established 

for each U.S. Department of Education (ED) grant program. The Office of Indian Education (OIE) has 

designated this Semi-Annual Participant Report (SAPR) as the tool for obtaining participant information 

from grantees needed for GPRA reporting and determining participant compliance with service payback 

requirements. 

There are six GPRA performance measures for IE PD grantees:

Measure 1 of 6: The percentage of participants in administrator preparation projects who become 

principals, vice principals, or school administrators in local educational agencies (LEAs) that enroll 5 

percent or more American Indian and Alaska Native students. 

Measure 2 of 6: The percentage of participants in teacher preparation projects who become teachers in 

LEAs that enroll 5 percent or more American Indian and Alaska Native students. 

Measure 3 of 6: The percentage of program participants who meet the definition of “Highly Qualified” in 

section 9101(23) of the ESEA. 

Measure 4 of 6: The percentage of program participants who complete their service requirement on 

schedule. 

Measure 5 of 6: The cost per individual who successfully completes an administrator preparation 

program, takes a position in a school district with at least 5 percent American Indian/Alaska Native 

enrollment, and completes the service requirement in such a district. 

Measure 6 of 6: The cost per individual who successfully completes a teacher preparation program, takes 

a position in a school district with at least 5 percent American Indian/Alaska Native enrollment, and 

completes the service requirement in such a district.

OIE maintains responsibility for reporting all data on GPRA measures and determining whether 

participants fulfill their service or cash payback requirements. However, to do so, OIE requires 
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participant information from IE PD grantees. 

In the SAPR, grantees will provide identifying contact and project service information on all IE PD 

participants. At the first SAPR submission, grantees will provide information on all IE PD participants 

ever enrolled in the project since the start of the grant. For subsequent SAPR submissions, grantees will 

update information on participants from the previous submission and add entries for new participants. In 

addition, grantees will use the SAPR to report budget information, and project-specific objectives and 

performance measurement data. Grantees are required to submit the SAPR to OIE at the close of the 2

nd

and 4th project quarters, according to OIE reporting dates. 

Instructions for IE PD Semi-Annual Participant Report Form

The SAPR is divided into a Cover Sheet and the following four sections:

Section A –Participant Information 

Section B – Professional Development Project Measures 

Section C– Professional Development Project Budget Information

Section D –Additional Information

Follow the instructions provided below for completing each section. If you have questions about how to 

complete this form, contact:

Ms. Lana Shaughnessy, (202) 205-2528 

When you have completed the SAPR, please upload it to the U.S. Department of Education’s electronic reporting 

system, e-Reports, following instructions provided by the Office of Indian Education. In addition, please fax only

the cover sheet of the SAPR so IE PD has a copy with the authorized signature. Fax this to: Ms. Lana Shaughnessy, 

202-260-7779, Office of Indian Education, Indian Education Professional Development Program, U.S. Department of 

Education. 

.
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Instructions for Cover Sheet

Complete the Cover Sheet with the appropriate information. Items 1, 3, 4, 6 and 12 are to be filled out on 

the Cover Sheet. Instructions for items 2 and 5 and items 7 through 12 are included in this instruction 

sheet. 

Year and Quarter Checklist

The first section to complete is the year and quarter that the report represents. The SAPR that is 

represented in this appendix is to be submitted by grantees at the close of the 2

nd and 4th quarters of each 

project year. 

Using the checklist provided, please indicate which year and quarter the report represents. For example, 

checking off the box next to Y2, Q4 indicates that this is the SAPR for the 4

th quarter of year 2 of the 

project.

Question 2. Grantee NCES ID Number 

Please enter the current National Center for Education Statistics (NCES) ID number of the grantee. 

Grantees that are State Educational Agencies (SEAs) should enter their state's FIPS (Federal Information 

Processing Standards) code in item 2. Item 2 applies only to grantees that are Institutions of Higher 

Education (IHE), State educational agencies (SEAs), local educational agencies (LEAs), public libraries, 

and public, charter, and private elementary or secondary schools. If this item is not applicable to your 

grant, leave this item blank. 

Please go to the applicable website listed below to obtain the grantee’s NCES ID number or FIPS code. 

Depending on your organization type, this number will range from 2 to 12 digits.

 For IHEs (IPEDS ID); Public Libraries (Library ID); and Public, Charter and Private Schools (NCES 

School ID): http://nces.ed.gov/globallocator

 For LEAs (NCES District ID): http://nces.ed.gov/ccd/districtsearch/

 For SEAs (FIPS code): To obtain your state's FIPS code, please search on any public school district 

in your state at: http://nces.ed.gov/ccd/districtsearch/. The FIPS code is the first two digits of the 

NCES District ID number for any public school district in a state. 

Note: Newly established organizations that do not yet have an NCES ID number should leave item 2 

blank. However, once the organization's NCES ID number has been established, it must be entered on all 

future submissions of this form.

Question 5. Grantee Address 

Instructions for Submitting Address Changes

If the address that is listed in Block 1 of your grant award notification (GAN) has changed, either submit 

the new address in Section D (Additional Information) or submit the change through e-Administration, 

the administrative action function of e-Grants. 
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Question 7. Reporting Period 

For grantees submitting a SAPR at the close of the 2

nd quarter, the reporting period covers the 2nd quarter 

of the project year. For grantees submitting a SAPR at the close of the 4

th quarter, the reporting period 

covers the 4th quarter of the project year. The start and end date of each quarter is based on each grantee’s 

award date.1 

Question 8. Budget Expenditures [Also See Section C]

The budget expenditure information requested in items 8a. – 8c. must be completed by your Business 

Office.

Note: For the purposes of this report, the term budget expenditures means allowable grant obligations 

incurred during the reporting quarter (i.e., the quarter that has just ended). . 

For budget expenditures made with Federal grant funds, you must provide an explanation in Section C 

(Budget Information), if you have not drawn down funds from the Grant Administration and Payment 

System (GAPS) to pay for these budget expenditures. 

 Report the actual budget expenditures for the 2nd quarter (if submitting a SAPR for the 2nd quarter) or 

the 4th quarter (if submitting a SAPR for the 4th quarter) in item 8a. Please separate expenditures into 

Federal grant funds and non-Federal funds (match/cost-share) expended for the project during the 

entire previous budget period. 

 Report the actual budget expenditures for the reporting quarter to date (i.e., through 30 days before 

the due date of this report) in item 8b. Please separate expenditures into Federal grant funds and nonFederal funds (match/cost-share) expended for the project during the current budget period to date. 

Question 9. Indirect Costs 

The indirect cost information requested in Items 9a. – 9d. must be completed by your Business 

Office.

 Item 9a -- Please check “yes” or “no” in item 9a. to indicate whether or not the grantee is claiming 

indirect costs under this grant. 

 Item 9b. -- If “yes” in item 9a. was checked, please indicate in item 9b. whether or not the grantee’s 

organization has an Indirect Cost Rate Agreement that was approved by the Federal government. 

 Item 9c. -- If “yes” in item 9b. was checked, please indicate in item 9c. the beginning and ending 

dates covered by the Indirect Cost Rate Agreement. In addition, please indicate whether ED or 

another Federal agency (Other) issued the approved agreement. If “Other” was checked, please 

specify the name of the Federal agency that issued the approved agreement. If “Other” was checked, 

please specify the type of indirect cost rate. 

 Item 9d. --For grants under Restricted Rate Programs (EDGAR, 34 CFR 75.563), please indicate 

whether the grantee is using a restricted indirect cost rate that is included on the approved Indirect 

Cost Rate Agreement or whether you are using a restricted indirect cost rate that complies with 34 

CFR 76.564(c)(2). Note: State or local government agencies may not use the provision for a 

restricted indirect cost rate specified in EDGAR, 34 CFR 76.564(c)(2). Check only one response. If 

this item is not applicable to your grant, leave it blank.

 

1 Grantees will receive a list of reporting due dates from the IE PD program office. 
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Question 10. Annual Institutional Review Board (IRB) Certification

IRB Certification is not required.

Question 11. Performance Measure Status

The grantee must indicate whether or not complete data on performance measures for the reporting 

quarter are included in the Section B (Professional Development Project Measures). 

If complete data on performance measures are not included in Section B, the grantee must indicate the 

date when the data will be made available.

If the grantee has any known internal control weaknesses concerning data quality (as disclosed through 

audits or other reviews), this information must be disclosed under Section D (Additional Information) as 

well as the remedies taken to ensure the accuracy, reliability, and completeness of the data.

Question 12. Certification

The grantee’s authorized representative must sign the certification for this form. The authorized 

representative is the person who signed the grant application or has been officially designated to sign this 

performance report. OIE should receive documentation indicating who the authorized representatives are 

and whether changes have occurred since signing of the grant application.
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Instructions for Section A – Participant Information

Participant information is collected on four pages. Page 1 collects data on individual participants (contact 

information, etc.), while page 2 collects data on an alternate contact for each participant. Page 3 collects 

data on each participant’s project training completion status, and page 4 collects information on each 

participant’s post-project placement and position (i.e., employment), if known. All information must be 

current as of the SAPR due date.

Participant information should be updated and submitted to the program office at the close of the 

grantee’s 2

nd and 4th project quarters, according to OIE reporting dates. The SAPR should contain a 

running tally of participants.

 For the first SAPR submission, grantees must provide the data for all participants ever enrolled in 

the project since the beginning of the grant. This includes:

o participants who are currently enrolled;

o participants who were enrolled but are currently on a leave of absence; 

o participants who were enrolled but successfully completed the project training; and 

o participants who dropped out of the project. 

 For subsequent SAPR submissions, the grantee should:

o Update information on participants included in the last submission. Please delete outdated 

information for a participant and replace with updated information including any leaves of 

absence or other project exits. The SAPR form includes a checkbox to indicate if there are no 

updates (the final column of each table allows you the chance to check off “no changes 

necessary”). 

o Add entries for participants who enrolled in project training since the last submission of the 

SAPR, regardless of whether the new enrollees are still currently in the program, have 

successfully completed the program, are currently on a leave of absence, or have dropped out 

of the project.

Never delete a participant from the SAPR, even after a participant exits the project. Grantees are not 

expected to follow up with any participant after the participant exits the project. Thus, for each 

submission to ED, the SAPR always contains data on all project participants since the beginning of the 

grant, even though some participants may have exited project services.

The following provides specific instructions to complete each page of Section A:

Section A, Page 1 collects data on individual participants in each grantee’s project as of the SAPR due 

date. As shown in Exhibit A (below), 13 variables are collected on page 1. These are:

1) Social Security Number (SSN): this cell requests each participant’s SSN. SSN is needed because 

it is a unique identifier for participants, will facilitate tracking of participant data, and will be 

important for locating a participant if the IE PD program office loses contact with the participant 

before his or her service payback requirement is completed.

2) Last name: this cell requests each participant’s last name, as noted on the participant application 

forms and registration/course documents. It is important to note that a participant’s name might 

change over time; this field should be updated as necessary.
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3) First name: this cell requests each participant’s first name, as noted on the participant application 

forms and registration/course documents.

4) Address: this cell requests each participant’s street address of residence or mail receipt, as noted 

on the participant’s most recent registration/course documents. Complete address information 

also can be retrieved by asking the participant for this information. 

5) City: this cell requests each participant’s city of residence or mail receipt, as noted on the 

participant’s most recent registration/course documents. Complete address information also can 

be retrieved by asking the participant for this information. 

6) State (ST): this cell requests each participant’s state of residence or mail receipt, as noted on the 

participant’s most recent registration/course documents. Complete address information also can 

be retrieved by asking the participant for this information. 

7) Zip: this cell requests the zip code that corresponds to each participant’s street address, city and 

state of residence or mail receipt, as noted on the participant’s most recent registration/course 

documents. Complete address information also can be retrieved by asking the participant for this 

information. 

8) Date of birth: this cell requests the date of birth for each participant, as noted on participant 

application and registration forms. Enter the date of birth (DOB) as the 2 digit month, the 2 digit 

day, and the 4 digit year. For example, a date of birth of January 30, 1970 would be entered as 

01-30-1970. Once this value is entered, it should never change over the course of the participant’s 

enrollment.

9) Home phone: this cell requests each participant’s home telephone number, as noted on the 

participant’s most recent registration/course documents. If the telephone number is not collected 

on registration documents, ask the participant for this information directly. 

10) Cell phone: this cell requests each participant’s cellular telephone number (if available), as noted 

on the participant’s most recent registration/course documents. If the cell phone number is not 

collected on registration documents, ask the participant for this information directly. If a cell 

phone number is not available, enter N/A in this cell.

11) Email: this cell requests each participant’s email address (if available), as noted on the school 

records and/or registration/course documents. This information also can be retrieved by asking 

the participant for this information. If an email address is not available, enter N/A in this cell.

12) Maiden Name, if applicable: this cell requests a participant’s maiden name, in the event that the 

participant is using or has used a maiden name to complete application and registration forms and 

then changes surname while in project services or decides to use maiden name along with another 

last name (for example, a spouse’s surname). If a maiden name is not applicable, enter N/A into 

this cell. If a participant’s surname changes over the course of project services, enter the “old” 

name into this cell while updating the cell for last name.

13) No changes necessary: this cell only should be checked off if there were no additions or updates 

to a participant’s information. This cell should be left unchecked the first time data are entered 

for a participant.
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Grantees should initially complete page 1 for each participant enrolling in the PD project. This 

information should be updated at the close of the 2

nd and 4th project quarters to meet OIE reporting dates, 

until the participant completes or exits the program.

Exhibit A: Section A, Page 1 (with example)

Participant Information No 

Changes 

Necessary SSN Last 

Name

First 

Name

Address City ST Zip Date 

of 

Birth

Home 

Phone

Cell Phone Email Maiden 

Name, if 

applicable

123-

45-

6789

Doe John 123 Main 

Street

Washington DC 20202 01-

30-

1970

123-456-

7890

123-567-

8901

name@

server.com 

n/a □

□

□

□

Section A, Page 2 collects data on alternate contact information for individual participants in each 

grantee’s project as of the SAPR due date. All information should be obtained directly from the 

participant. As shown in Exhibit B (below), 10 variables are collected on page 2. These are:

1) SSN: this cell requests the participant’s SSN, first entered in Section A, Page 1. This ensures 

that data for each participant can be tracked over the four pages of the data collection form. 

2) Alternate Contact Name: this cell requests each participant’s alternate contact’s (someone who 

will always know where the participant is) first and last name.

3) Alternate Contact Address: this cell requests each participant’s alternate contact’s street address 

of residence or mail receipt.

4) Alternate Contact City: this cell requests each participant’s alternate contact’s city of residence or 

mail receipt.

5) Alternate Contact State (ST): this cell requests each participant’s alternate contact’s state of 

residence or mail receipt.

6) Alternate Contact Zip: this cell requests the zip code that corresponds to each participant’s 

alternate contact’s street address, city and state of residence or mail receipt.

7) Alternate Contact Phone: this cell requests each participant’s alternate contact’s telephone 

number.

8) Alternate Contact Cell Phone: this cell requests each participant’s alternate contact’s cell phone 

number. If a cell phone number is not available, enter N/A into this cell.

9) Alternate Contact Email: this cell requests each participant’s alternate contact’s email address, if 

available. If email address is not available, enter N/A into this cell.

10) No changes necessary: this cell only should be checked off if there were no additions or updates 

to a participant’s alternate contact information. This cell should be left unchecked the first time 
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data are entered for a participant.

Grantees should initially complete page 2 for each participant enrolling in the PD project. This 

information should be updated at the close of the 2

nd and 4th project quarters to meet to OIE reporting

dates, until the participant completes or exits the program.

Exhibit B: Section A, Page 2 (with example)

Alternate Contact: "Someone who will always know where you are" No

Changes 

SSN Alternate Necessary

Contact 

Name

Alternate 

Contact Address

Alternate 

Contact 

City

Alt. 

Contact 

ST

Alt. Contact 

ZIP

Alt. 

Contact 

Phone

Alt. 

Contact 

Cell 

Phone

Alt. Contact 

Email

123-45-

6789

John 

Hancock

456 Side Street Washington DC 20202 987-

654-

3210

n/a jhancock@ed.gov □

□

□

□

Section A, Page 3 collects data on each participant’s completion status as of the SAPR due date. Before 

completing any cells for a participant, complete the header field that reads “participant status as of 

(DATE)”, where date is the SAPR due date. If a participant drops out of the project, but later re-enrolls, 

add another entry (i.e., a new row) for the participant that reflects information about the second 

enrollment including its start date, nature of training, completion status, and degree and certification 

information as described below. Be sure to include the participant’s SSN for the new entry. Note that a 

second entry is not necessary for participants returning from a leave of absence. 

As shown in Exhibit C (below), 13 variables are collected on page 3. These are:

1) SSN: this cell requests the participant’s SSN, first entered in Section A, Page 1. This ensures that 

data for each participant can be tracked over the four pages of the data collection form.

 

2) Start Date: this cell requests the date the participant started project training. This should be the same 

start date as that used for determining the number of months in training for IE PD service payback 

requirements. Enter the start date as the 2 digit month, the 2 digit day, and the 4 digit year. 

. 

3) Nature of project training: this cell requires data on whether the participant is enrolled in or has been 

enrolled in either the administrator or the teacher preparation program. Note, if the nature of training 

changes over time (i.e., over the entire period of a participant’s enrollment), please add the new 

training program to the cell and put date of change in project training in parentheses; do not delete 

prior entries.

Items 4 and 5 are to be completed if the participant has exited the project after successfully 

completing or dropping out of project training.

4) Project exit due to successful completion: this cell requests the date the participant officially exited 

the program after successfully completing project training. Note, successful completion of project 

training does not include induction services.

 If a participant successfully completed project training, enter the exit date as the 2 digit month, 

the 2 digit day, and the 4 digit year and leave item 5 blank.

 If a participant dropped out of the project, leave cell blank but complete item 5.
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 If a participant is currently enrolled or taking a leave of absence, leave cell blank.

5) Project exit without successful completion: this cell requests the date each participant officially exits 

the program without successful completion such as drop out (which can be non-successful completion 

of training or non-completion of training) or failure to return to program after leave of absence (i.e., 

passive drop out). 

 If the participant dropped out of the project, enter the exit date as the 2 digit month, the 2 digit 

day, and the 4 digit year. 

 If a participant successfully completed project training, leave the cell blank.

 If a participant is currently enrolled or taking a leave of absence, leave the cell blank.

Items 6 and 7 are to be completed if the participant has not exited the project but either is still 

enrolled in project training or taking a leave of absence from project training.

6) Project enrollment status: this cell requests the enrollment status 

 If a participant is currently enrolled, enter “enrolled”.

 If a participant is taking a leave of absence, enter “leave of absence”. 

 If a participant has successfully completed project training or dropped out of the project, leave the 

cell blank.

7) Expected exit date: this cell requests the expected exit date for each participant 

 If a participant is currently enrolled, enter the expected exit date.

 If a participant is taking a leave of absence, enter the expected exit date.

 If a participant has successfully completed project training or dropped out of the project, leave the 

cell blank.

Items 8 and 9 are to be completed if the project awards a degree after successful completion of 

project training. 

8) Degree attained after project training: this cell requests data, if applicable, on the degree attained by 

participants who successfully completed project training (e.g., Bachelor of Education, Master of 

Arts). Note, not all projects award degrees upon successful completion of project training. Thus, this 

data item only is required if applicable to the project service model. 

 If the project does not award a degree, enter “not applicable”.

 If the project awards a degree, complete cells as follows:

o If a participant successfully completed project training and attained a degree, enter the 

degree attained.

o If a participant successfully completed project training but did not attain a degree, enter 

“degree not awarded”.

o If a participant is currently enrolled, is taking a leave of absence, or dropped out of the 

project, leave the cell blank.

. 

9) Major field of study: this cell requires data on the major field of study associated with a participant’s 

degree. For example, a participant may achieve a Bachelor of Education degree with a major in 

science education. Note, not all projects award degrees upon successful completion of project 

training. Thus, this data item only is required if applicable to the project service model.

 If the project does not award a degree, enter “not applicable”.

 If the project awards a degree, complete cells as follows:

o If a participant successfully completed project training and attained a degree, enter the 

participant’s major field of study for his/her degree.

o If a participant successfully completed project training but did not attain a degree, enter 

“degree not awarded”.
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o If a participant is currently enrolled, taking a leave of absence, or dropped out of the 

project, leave the cell blank.

Items 10 and 11 are to be completed if the project awards certification after successful completion 

of project training. 

10) Area of certification attained after project training: this cell requests data, if applicable, on the 

certification attained by participants who successfully completed project training. Note, not all 

projects award certification upon successful completion of project training. Thus, this data item only 

is required if applicable to the project service model. 

 If the project does not award a certification, enter “not applicable”.

 If the project awards a certification, complete cells as follows:

o If a participant successfully completed project training and attained a certification, enter the 

area of certification.

o If a participant successfully completed project training but did not attain a certification, enter 

“certification not awarded”.

o If a participant is currently enrolled, taking a leave of absence, or dropped out of the project, 

leave the cell blank.

11) Major field of certification: this cell requires data on the major field associated with a participant’s 

certification. For example, a participant may achieve certification to teach middle school with a 

major focus of science. 

 If the project does not award a certification, enter “not applicable”.

 If the project awards a certification, complete cells as follows:

o If a participant successfully completed project training and attained a certification, enter the 

major field of certification.

o If a participant successfully completed project training but did not attain a certification, enter 

“certification not awarded”.

o If a participant is currently enrolled, taking a leave of absence, or dropped out of the project, 

leave the cell blank.

Item 12 is to be completed for all participants who exit the project either successfully or 

unsuccessfully. 

12) Primary subject emphasized in training: this cell requests data, if applicable, on the primary subject 

area emphasized in the participant’s training. This cell should be completed with responses that 

indicate the subject area that the participant received training in such as Reading, Science, or 

Mathematics.

 If a participant successfully completed project training, enter the primary subject emphasized in 

training.

 If a participant dropped out of the project, enter the primary subject emphasized in training.

 If a participant is currently enrolled or taking a leave of absence, leave the cell blank.

13) No changes necessary: this cell only should be checked off if there were no additions or updates to a 

participant’s information. This cell should be left unchecked the first time data are entered for a 

participant.

Grantees should initially complete items 1, 2, 3, 6 and 7 on page 3 for each participant enrolling in the PD 

project. Grantees should update this information (except for items 1 and 2) or add information for other 

relevant items at the close of the 2

nd and 4th project quarters to meet to OIE reporting dates, until the 
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participant completes or exits the program.

Exhibit C: Section A, Page 3 (with example)

Participant Status as of (DATE) No 

changes 

necessary SSN Start Date Nature of 

project 

training

If participant has exited...

Project exit date

If participant has not 

exited...

For participants 

receiving a degree...

For participants 

receiving certification ...

Exit with 

successful 

completion

Exit without 

successful 

completion

Project 

enrollment 

status

Expected 

exit date

Degree 

attained 

AFTER 

PROJECT 

TRAINING

Major 

field of 

study

Certification 

attained 

AFTER 

PROJECT 

TRAINING

Major field 

of 

certification

Primary 

subject 

emphasized 

in training

123-

45-

6789

9/01/2004 Teacher 6/30/2005 Bachelor in 

Education

Science

education

Elementary 

Ed

All subjects Science □

□

□

□

Note: If a participant drops out of the project, but later re-enrolls, add another entry (i.e., a new row) for the 

participant that reflects information about the second enrollment including its start date, nature of training, 

completion status, and degree and certification information. Be sure to include the participant’s SSN for the new 

entry.

Section A, Page 4 collects data on each participant’s post-project placement status, if known, and each 

participant’s total months in training and total training costs for service payback, and expected date of 

service payback completion. These data should only be entered for participants who have exited project 

training. If a participant’s post-project placement includes employment at more than one school at the 

same time, enter the placement name, city, and state as well as employment status for each position on 

separate rows. Be sure to enter the SSN for each row associated with a participant. 

Before completing any cells for a participant, complete the header field that reads “participant status as of 

(DATE)”, where date is the SAPR due date. As shown in Exhibit D (below), 10 variables are collected 

on page 4. These are:

1) SSN: this cell requests the participant’s SSN, first entered in Section A, Page 1. This ensures 

that data for each participant can be tracked over the four pages of the data collection form.

 

2) Placement: this cell requests placement data, if known, for each participant who exits project 

training. Placement data refers to the name of the school each individual participant receives a 

position in after exiting project training. 

 If this information is not known for a participant who exits project training, enter “unknown.” 

 If a participant is currently enrolled or taking a leave of absence, leave this cell blank.

3) Placement city: this cell requests the city of the school each individual participant receives a 

position in after exiting project training, if known. 

 If this information is not known for a participant who exits project training, enter “unknown.” 

 If a participant is currently enrolled or taking a leave of absence, leave this cell blank.

4) Placement state: this cell requests the state of the school each individual participant receives a 

position in after exiting project training, if known. 
OMB Reference Number:

OMB Expiration Date:

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 If this information is not known for a participant who exits project training, enter 

“unknown.” 

 If a participant is currently enrolled or taking a leave of absence, leave this cell blank.

5) Position: this cell requests position data, if known, for each participant who exits project training. 

 If the participant took an administrative position, enter “administrative”.

 If the participant took a teaching position, enter “teacher” and the grade level and subjects 

taught, if known. 

 If this information is not known for a participant who exits project training, enter “unknown.” 

 If a participant is currently enrolled or taking a leave of absence, leave this cell blank.

6) Full- or part-time employment status: this cell requests whether the participant’s position is a fullor part-time position, if known. 

 

7) Total months in training: this cell requests the total months of project training valid for accruing 

service or cash payback (i.e., total months enrolled and receiving training) in the project for each 

participant who exits the project, regardless of successful or non-successful completion of project 

training. One month of training accrues when a participant attends 2 or more weeks of training in 

a calendar month. 

 If a participant is currently enrolled or taking a leave of absence, leave this cell blank.

8) Total training costs: this cell requests the total training costs incurred for each participant who 

exits the project regardless of successful or non-successful completion of project training. Total 

training costs are the total dollar amount the participant received in tuition, fees, books, childcare, 

and other expenses. 

 If a participant is currently enrolled or taking a leave of absence, leave this cell blank.

9) Expected date of service payback completion: this cell requires the grantee to calculate each 

participant’s expected date of service payback completion. Service payback is calculated through 

approved part-time and full-time employment and is calculated as time for time. For example, if 

a participant received 2 years of training they could offer either 2 years of approved full-time 

employment or 4 years with approved part-time employment to fulfill their service payback 

obligation. 

10) No changes necessary: this cell only should be checked off if there were no additions or updates 

to a participant’s information. This cell should be left unchecked the first time data are entered 

for a participant.

Grantees should complete page 4 for each participant at or about the time that the participant exits the 

project. This information should be submitted to OIE at the close of the 2nd and 4th quarters of the project 

year to meet OIE reporting dates.
OMB Reference Number:

OMB Expiration Date:

C-14

Exhibit D: Section A, Page 4 (with example)

Participant Placement Status and Service Requirement Completion as of (DATE) Expected 

date of 

service 

payback

completion

No 

changes 

necessary SSN1 Placement Placement 

City

Placement 

State

Position2 Full- or 

part-time 

employment 

status 

Total 

months 

in 

training

Total 

training 

costs

1109 John Adams 

Elementary 

School

Washington District of 

Columbia

Teacher 

grade 5 

Full time 20 $12,000 12/31/2007 □

□

□

□

1

If a participant’s post-project placement includes employment at more than one school at the same time, enter the 

placement name, city, and state as well as employment status for each position on separate rows. Be sure to enter 

the SSN for each row associated with a participant.

2

For participants who are teachers, also enter the grade level and subjects taught if known. 

Instructions for Section B – Professional Development Project Goals and Objectives

In the approved grant application, grantees establish project objectives stating what they expect to achieve 

with the funded grant project. Generally, one or more performance measures are established for each 

project objective designed to demonstrate whether a project met or made progress toward meeting project 

objectives. 

According to the instructions below, for each project objective included in the approved grant application, 

grantees are to provide quantitative and/or qualitative data for each associated performance measure and a 

description of preliminary findings or outcomes that demonstrate that they have met or are making 

progress towards meeting the performance measure. An explanation must also accompany the data on the 

performance measures. 

Project Objective:

Enter each project objective that is included in the approved grant application. Only one project objective 

should be entered per row. Project objectives should be numbered sequentially, i.e., 1., 2., 3., etc.

Grantees are expected to report on individual or other project measures and progress in achieving project 

objectives. 
OMB Reference Number:

OMB Expiration Date:

C-15

Performance Measure:

For each project objective, enter each associated performance measure. Multiple performance measures 

may be associated with each project objective. Enter only one performance measure per row. Each 

performance measure that is associated with a particular project objective should be labeled using an 

alpha indicator. Example: The first performance measure associated with project objective “1” should be 

labeled “1.a.,” the second performance measure for project objective “1” should be labeled “1.b.,” etc. 

Quantitative Data:

Target and Actual Performance Data

Grantees must provide the targets established for meeting each performance measure and provide actual 

performance data demonstrating progress toward meeting or exceeding this target. Only quantitative 

(numeric) data should be entered in the Target and Actual Performance Data boxes.

The Target and Actual Performance Data boxes are each divided into three columns: Raw Number, 

Ratio, and Percentage (%).

For performance measures that are stated in terms of a single number (e.g., the number of participants), 

the target and actual performance data should be reported as a single number under the Raw Number 

column (e.g., 10 workshops or 20 teachers). Please leave the Ratio and Percentage (%) columns blank. 

For performance measures that are stated in terms of a percentage (e.g., percentage of teachers 

participating), complete both the Ratio column and the Percentage (%) column. Please leave the Raw 

Number column blank. 

In the Ratio column (e.g., 30/40), the numerator represents the numerical target (e.g., the number of 

teachers intended for outreach) or actual performance data (e.g., the number of teachers who participated), 

and the denominator represents the number of teachers funded to be served under each objective. Please 

enter the corresponding percentage (e.g., 75%) in the Percentage (%) column.

If the collection of quantitative data is not appropriate for a particular performance measure, please leave 

the Target and Actual Performance Data boxes blank and provide an explanation and any relevant 

qualitative data for the performance measure in the section entitled, Explanation of Progress. 

Instructions for Section C – Professional Development Project Budget Information

 Report budget expenditure data in items 8a. – 8c. of the Cover Sheet, as applicable. Please follow the 

instructions for completing items 8a. – 8c. included in this instruction sheet. 

 For budget expenditures made with Federal grant funds, grantees must provide an explanation if 

funds have not been drawn down from GAPS to pay for the budget expenditure amounts reported in 

items 8a. – 8c of the Cover Sheet. 

 Provide an explanation if the funds were not expended at the expected rate during the reporting 

period. 

 Describe any changes to the budget that affected the grantee’s ability to achieve the approved project 

activities and/or project objectives.

 Describe any significant changes to the budget resulting from modification of project activities.

 At times there may be unexpended funds at the end of the current budget period. In these cases, 

explain why this has occurred, provide an estimate of the value of the unexpended funds, and indicate 

how the unexpended funds (carryover) will be used in the next budget period.
OMB Reference Number:

OMB Expiration Date:

C-16

 Describe any anticipated changes in the budget for the next budget period that require prior approval 

from ED.

Instructions for Section D – Additional Information

 If applicable, please provide a list of current partners on the grant and indicate if any partners changed 

during the reporting period. The grantee needs to anticipate any change in partners during the next 

budget period. If you are submitting a 2

nd quarter SAPR, the next budget period is the 3rd quarter of 

the project year. If you are submitting a 4th quarter SAPR, the next budget period id the 1st quarter of 

the following project year. If any of the partners changed during the reporting period, the grantee 

must describe whether this affected the ability to achieve approved project objectives and/or project 

activities.

 If instructed by the program office, grantees must report on any statutory reporting requirements for 

this grant program. 

 Describe any changes that the grantee wishes to make in the grant’s activities for the next budget 

period that are consistent with the scope and objectives of the approved application. 

 If the grantee requests a change to the approved key personnel listed in Block 4 of his/her GAN for 

the next budget period, please indicate the name, title, and percentage of time of the requested key 

personnel. Additionally, please attach a resume or curriculum vitae for the proposed key personnel 

when the performance report is submitted. Note: Do not report on any key personnel changes made 

during the current or previous budget period(s). Departmental approval must be requested and 

received prior to making key personnel changes.

 Provide any other appropriate information about the status of the project, including any unanticipated 

outcomes or benefits from the project.
OMB Reference Number:

OMB Expiration Date:

C-17

Cover Sheet –Indian Education Professional Development Program

Semi-Annual Participant Report 

Check one: □ Y1, Q2 □ Y1, Q4

□ Y2, Q2 □ Y2, Q4

□ Y3, Q2 □ Y3, Q4

□ Y4, Q2 □ Y4, Q4

□ Y5(no cost extension) Q2 □ Y5(no cost extension) Q4

General Information

1. PR/ Number: __________ 2. NCES ID#: __________

(Block 5 of the Grant Award Notification - 11 Characters.) (See Instructions - Up to 12 Characters.)

3 Project Title: ______________________

(Enter the same title as on the approved application.)

4. Grantee Name (Block 1 of the Grant Award Notification): ________

5. Grantee Address (See Instructions)

6. Project Director Name: __________ Title: __________

 Ph #: ( ) ____ - _____ Ext: ( ) Fax # : ( ) _____ - _____ 

 Email Address: __________

Reporting Period Information (See Instructions.)

7. Reporting Period: From: ___/___/___ To: ___/___/___ (mm/dd/yyyy)

Budget Expenditures (To be completed by your Business Office. See instructions. Also see Section C.)

8. Budget Expenditures

Federal Grant Funds Non-Federal Funds (Match/CostShare)

a. Previous Budget Period

b. Current Budget Period

c. Entire Project Period To Date

Indirect Cost Information (To be completed by your Business Office. See instructions.)

9. Indirect Costs

a. Are you claiming indirect costs under this grant? ___Yes ___No

b. If yes, do you have an Indirect Cost Rate Agreement approved by the Federal Government? ___Yes ___No

c. If yes, provide the following information:

Period Covered by the Indirect Cost Rate Agreement: From: ___/ ___/___ To: ___/___/___ (mm/dd/yyyy)

Approving Federal agency: ___ED ___Other (Please specify): __________

d. For Restricted Rate Programs (check one) -- Are you using a restricted indirect cost rate that:

___ Is included in your approved Indirect Cost Rate Agreement?

___ Complies with 34 CFR 76.564(c)(2)?

Human Subjects (See Instructions.)

10. Annual Certification of Institutional Review Board (IRB) Approval? ___Yes ___No ___N/A

Performance Measures Status and Certification (See Instructions.)

11. Performance Measures Status

a. Are complete data on performance measures for the current budget period included in Section B (the Professional 

Development Project Measures)? ____Yes ____No

b. If no, when will the data be available and submitted to ED? ______________________________________

12. To the best of my knowledge and belief, all data in this performance report are true and correct and the report fully 

discloses all known weaknesses concerning the accuracy, reliability, and completeness of the data.
OMB Reference Number:

OMB Expiration Date:

Paperwork Burden Statement

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such 

collection displays a valid OMB control number. The valid OMB control number for this information collection is xxxx-xxxx. 

The time required by grantees to complete information on the semi-annual participant report is estimated to average 2 hours per 

participant semi-annually, or 4 hours per participant per year, PLUS 20 hours semi-annually, or 40 hours per year, to complete

budget and project-specific performance information. If you have any comments concerning the accuracy of the time estimate(s) 

or suggestions for improving this form, please write to: U.S. Department of Education, Washington, D.C. 20202-4651. If you 

have comments or concerns regarding the status of your individual submission of this form, write directly to: Ms. Lana 

Shaughnessy, Indian Education Professional Development Program, U.S. Department of Education, 400 Maryland Avenue, SW, 

Washington, DC 20202-6510.

C-18

____________________________________________________ Title: ______________

Name of Authorized Representative:

____________________________________________________ Date: ____/____/_____

Signature:

When you have completed the SAPR, please upload it to the U.S. Department of Education’s electronic reporting system, eReports, following instructions provided by the Office of Indian Education. In addition, please fax the cover sheets only of 

the SAPR so we have a copy with an authorized signature. Fax this to: Ms. Lana Shaughnessy, 202-260-7779, Office of

Indian Education, Indian Education Professional Development Program, U.S. Department of Education.
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-19

A. Participant Information (use additional forms as necessary)

Page 1: Student Information

The first row contains an example.

Student Information No Changes 

Necessary

SSN Last 

Name

First 

Name

Address City ST Zip Date 

of 

Birth

Home 

Phone

Cell 

Phone

Email Maiden 

Name, if 

applicable

123-

45-

6789

Doe John 123 Main 

Street

Washington DC 20202 01-

30-

1970

123-456-

7890

123-567-

8901

name@server.

com 

n/a

□

□

□

□

□

□

□

□

□

□
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-20

A. Participant Information (use additional forms as necessary)

Page 2: Alternate Contact Information 

The first row contains an example.

Alternate Contact: "Someone who will always know where you are" No

Changes 

Necessary SSN Alternate 

Contact 

Name

Alternate 

Contact 

Address

Alternate 

Contact City

Alt. 

Contact 

ST

Alt. 

Contact 

ZIP

Alt. 

Contact 

Phone

Alt. 

Contact 

Cell 

Phone

Alt. Contact Email

123-

45-

6789

John 

Hancock

456 Side 

Street

Washington DC 20202 987-

654-

3210

n/a jhancock@ed.gov

□

□

□

□
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-21

A. Participant Information (use additional forms as necessary)

Page 3: Participant Completion Status1

The first row contains an example.

Participant Status as of (DATE) No 

Changes 

Necessary

SSN Start 

date

Nature 

of

project 

training2

If participant has 

exited...

Project exit date

If participant has 

not exited...

For participants 

receiving a degree...

For participants 

receiving certification ...

Exit with 

successful 

completion3

Exit 

without 

successful 

completion

Project

enrollment 

status

Expected 

exit date

Degree 

attained 

AFTER 

PROJECT 

TRAINING4

Major 

field of 

study5

Certification 

attained 

AFTER 

PROJECT 

TRAINING6

Major field 

of 

certification7

Primary 

subject -

emphasized 

in training8

123-

45-

6789

9/1/2004 Teacher 6/30/2005 Bachelor in 

Education

Science

Education

Elementary 

Ed

All subjects - Science

□

□

□

□
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-22

Table Notes for Page 3: Participant Completion Status

1

If a participant drops out of the project, but later re-enrolls, add another entry (i.e., a new row) for the participant that reflects information about 

the second enrollment including its start date, nature of training, completion status, and degree and certification information. Be sure to include 

the participant’s SSN for the new entry.

2

If the nature of project training changes over time (i.e., over the entire period of a participant’s enrollment), please add additional training 

programs to the cell and put date of change in project training in parentheses; do not delete prior entries.

3 Note, successful completion of project training does not include induction services.

4

If applicable, the degree attained by participants who successfully completed project training. Note, not all projects award degrees upon

successful completion of project training. Thus, this data item only is required if applicable to the project service model. If the project does not 

award a degree, enter “not applicable” in this cell. If the project awards a degree but the participant did not successfully attain the degree, despite 

completion of project training, enter “degree not awarded” in this cell. Leave this cell blank if a participant has not yet exited project training or 

has exited the project without successful completion of training.

5 The major field of study associated with a participant’s degree. If the project does not award a degree, enter “not applicable” in these cells. If 

the project awards a degree but the participant did not successfully attain the degree, despite completion of project training, enter “degree not 

awarded” in these cells. Leave this cell blank if a participant has not yet exited project training or has exited the project without successful 

completion of training. 

6

If applicable, the certification attained by participants who successfully completed project training. Note, not all projects award certification 

upon successful completion of project training. Thus, this data item only is required if applicable to the project service model. This item is to be 

completed if the project awards certification after successful completion of project training. If the project does not award certification, enter “not 

applicable” in this cell. If the project awards certification but the participant does not successfully attain certification, despite completion of 

project training, enter “certification not awarded” in this cell. Leave this cell blank if a participant has not yet exited project training or has exited 

the project without successful completion of training.

7 The major field associated with a participant’s certification. This item is to be completed if the project awards certification after successful 

completion of project training. If the project does not award certification, enter “not applicable” in this cell. If the project awards certification but 

the participant does not successfully attain certification, despite completion of project training, enter “certification not awarded” in this cell. Leave 

this cell blank if a participant has not yet exited project training or has exited the project without successful completion of training.

8 The primary subject area emphasized in a participant’s training. Complete this item for all participants who exit project training. Leave this cell 

blank if a participant has not yet exited project training. 
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-23

A. Participant Information (use additional forms as necessary)

Page 4: Participant Placement Status1

The first row contains an example.

Participant Placement Status as of (DATE) No

Changes

Necessary

SSN Placement Placement City Placement State Position2 Full- or parttime 

employment 

status

Total 

months in 

training

Total 

training 

costs

Expected 

date of 

service 

payback 

completion

123-45-

6789

John Adams 

Elementary 

School

Washington District of 

Columbia

Teacher 

grade 5 

Full time 20 $12,000 12/31/2007

□

□

□

□

□

□

□

□

1

If a participant’s post-project placement includes employment at more than one school at the same time, enter the placement name, city, and state as well as 

employment status for each position on separate rows. Be sure to enter the SSN for each row associated with a participant.

2

For participants who are teachers, also enter the grade level and subjects taught if known. 
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-24

B. Professional Development Project Measures (Use as many pages as necessary).

Project Objective: 

1.a. Performance Measure Quantitative Data

Target Actual Performance Data

Raw

Number

Ratio

%

Raw

Number

Ratio

% / /

Explanation of Progress (Include Qualitative Data, Data Resulting from Experimental or Quasi-Experimental Design, and Data Collection 

Information). (Use as many pages as necessary).

 Data explanations. 

 Assessment timelines.

 Any information that would help to explain the information given under this measure. 

 An explanation if progress was not made and steps for addressing the issue.

 How data and information were used to make improvements in the project.
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________________ PR Number: __________ Reporting Period: ________

C-25

1.b. Performance Measure Quantitative Data

Target Actual Performance Data

Raw

Number

Ratio

%

Raw

Number

Ratio

% / /

Explanation of Progress (Include Qualitative Data, Data Resulting from Experimental or Quasi-Experimental Design, and Data Collection 

Information). (Use as many pages as necessary).

 Data explanations.

 Assessment timelines.

 Any information that would help to explain the information given under this measure. 

 An explanation if progress was not made and steps for addressing the issue.

 How data and information were used to make improvements in the project.
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________ PR Number: __________ Reporting Period: ________

C-26

C. Professional Development Project Budget Information (See instructions)
OMB Reference Number:

OMB Expiration Date:

Project Name:_________________________ PR Number: __________ Reporting Period: ________

C-27

D. Additional Information (See instructions)