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- What is a Grant Award Notification (GAN) and who receives it?
- What is the role of the HSI Division program officer?
- When MUST you communicate with your HSI Division program officer?
- How often should you communicate with your HSI Division program officer?
- How do we determine if a particular cost is allowable?
- What is the duration of the average grant?
- Is there a cost matching requirement?  If so, are in-kind contributions acceptable as part of the grantee’s match?
- What are the requirements for auditing and/or evaluation of funded projects?
- Can DHSI funds be used to pay for relocation costs?

The Grant Award Notification (GAN) is the official document that states the terms, conditions, and funding amount of the grant award.  It also contains programmatic and fiscal data, as well as the names and contact information of the respective program officers.  For multi-year awards (such as the National Resource Centers and Foreign Language and Area Studies programs), the GAN includes information on the anticipated funding levels for each subsequent budget period.  The included attachments provide guidelines and additional terms and conditions regarding administrative procedures.

The grantee will receive two copies of the GAN:  one copy is sent to the certifying official, i.e., the authorized representative on the Application for Federal Education Assistance Form (SF 424); the second is sent to the project director.

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The primary role of Hispanic-Serving Institutions (HSI) Division program officer is to provide technical assistance relating to programmatic and fiscal management of the federally-funded grant to ensure that project goals and objectives identified in the original grant application are met successfully.  Program officer responsibilities include:  reviewing performance reports; external evaluation reports; monitoring projects to assess compliance; and responding to requests such as travel approvals, administrative actions, and staff changes.  External outreach and project monitoring are achieved through site visits that provide the opportunity to interact with administrators, staff, and students.

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Contact should be made immediately if you:

- Want to make a change in scope;
- Want to make a significant budget adjustment (more than 10 percent of budget or over $100,000);
- Want to contract-out any of the project activities described in the application;
- Need to change the project director (and key personnel) listed on the grant

Grantees should communicate promptly with the HSI Division whenever significant issues arise in connection with project activities and staff.

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Please communicate with your program officer regularly and in a timely manner.  It can be beneficial for new grantees to speak with your program officer and often to help address start-up questions, problems, and concerns.

Please do not hesitate to e-mail or call your program officer.  Regular communication throughout the duration of the grant helps build a greater understanding between the HSI Division and the activities happening on campus.  If you are in Washington, D.C., please feel free to make an appointment to visit our office.  For easy reference, always include the grant award number when communicating with your program officer.

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Please see program regulations 34 CFR 606 and OMB Circular A-21.  If you still have questions, contact your program officer.

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The grant is awarded for a period of five years.  The first year is awarded via a competitive process.  Four additional years are provided as non-competitive continuation grants.

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If a grantee institution plans to fund an endowment as part of the approved grant activities, dollar-for-dollar match is required for each federal dollar used for that purpose. No other cost matching is required.

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A grantee institution is required to undertake an institutional audit as directed under OMB Circular A-133.  An annual project evaluation is also required.

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The DHSI regulations do not allow transportation costs (34 CFR 606.10(c)(12)), and that would prohibit costs associated with transporting the employee and household members as well as the cost of transporting household and personal items.  However, the other permissible relocation costs listed in 2 CFR 200.464(b) are allowable for this program.  In addition, paying for relocation costs with grant funds is only permissible where consistent with the grantee’s own policies and procedures.  If the grantee doesn’t otherwise pay relocation costs, then they may not use grant funds to do so.

***Please contact your assigned Program Officer if you have additional questions pertaining to your grant.***

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