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Developing Hispanic-Serving

Institutions (DHSI) Program

Technical Assistance for Grantees

Njeri Clark, DHSI Program Lead 

and Competition Manager 
Today’s Agenda

• Overview of the HSI Division

• Overview of the DHSI Program

• Allowable Activities

• Role of the Project Director

• Project Director Resources

• Project Director Challenges

• Considerations for the Project Director

• FAQs

• Helpful Tips for Project Directors

• Questions from the Audience

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Overview of the Hispanic-Serving 

Institutions (HSI) Division
The Hispanic-Serving 

Institutions Division is a division 

within one of the many principal 

offices within the U.S. 

Department of Education. We 

are located at Washington, DC 

headquarters-LBJ Building. Our 

division is comprised of 6 team 

members and the Division 

Director, Stacey Slijepcevic. 

Our 6 team members serve as Program 

Officers who manage a comprehensive 

grant portfolio based on locale. Our 

grantees have grants under one or more 

of the following programs: Developing 

Hispanic-Serving Institutions (DHSI), 

Promoting Post-baccalaureate 

Opportunities for Hispanic Americans 

(PPOHA), Hispanic-Serving Institutions 

STEM and Articulation (HSI STEM), and 

various FIPSE programs.

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Our mission is to 

support Institutions 

of Higher 

Education that are 

educating the 

majority of 

Hispanic college 

students in 

America.
Hispanic-Serving Institutions Division 

Dr. Stacey Slijepcevic, Division Director

Stacey.slijepcevic@ed.gov 202-453-6150

Njeri Clark 

 Njeri.clark@ed.gov

 202-453-6224

Kurrinn Cusumano-Abrams

 Kurrinn.abrams2@ed.gov

 202-453-7906

Dr. Robin M. Dabney

 Robin.dabney@ed.gov

 202-453-7908

Richard (Rick) Gaona

 Richard.Gaona@ed.gov

 202-453-6077

Margarita Melendez 

 Margarita.melendez@ed.gov

 202-260-3548

Jymece Seward 

 Jymece.seward@ed.gov

 202-453-6138

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Common Acronyms used at ED

DoEd or ED (U.S. Department of 

Education)

DHSI or Title V, Part A (Developing 

Hispanic-Serving Institutions Program)

PPOHA or Title V, Part B (Promoting 

Post-baccalaureate Opportunities for 

Hispanic Americans Program)

HSI STEM and Articulation or Title III, 

Part F (Hispanic-Serving Institutions 

Science, Technology, Engineering and 

Math and Articulation Program)

FIPSE(Fund for the Improvement of 

Postsecondary Education)-various 

programs like Basic Needs, Modeling and 

Simulation, Gang-related Youth, etc.

GAN (Grant Award Notification)

APR (Annual Performance Report)

IPR (Interim Performance Report)

OMB (Office of Management and 

Budget)

NCC (Non-Competing Continuation)

EDGAR (Education General 

Administrative Regulations)

PD (Project Director)

PO/PS (Program Officer or Program 

Specialist)

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Overview of the DHSI Program
Purpose of the DHSI program

• To assist HSIs in expanding educational opportunities for, 

and improving the academic attainment of, Hispanic and low-income

students. 

DHSI Program grants also expand and enhance

the academic offering, program quality,

and institutional stability of colleges

and universities that are educating

the majority of Hispanic college

students and helping large numbers

of Hispanic students and low-income

individuals complete postsecondary

degrees.

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Allowable Activities

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What’s allowed

Student Support Services

Curriculum Development

Construction/Renovation

Equipment purchases

Online course development

Peer Mentoring/tutoring

Faculty development

Project evaluation

Endowment funds

Outreach activities

Stipends to students and staff

Student and staff travel 

associated with project 

Costs related to meetings or 

conferences that are associated 

with the project (i.e food, 

speaker fees, etc.)

Furnishing student centers, 

labs, etc.

Membership and subscription 

fees

Other activities, if approved

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What’s not allowed...

• Indirect costs 

• Alcohol purchases

• Cost of extra-curricular activities unless tied directly to 

the grant

• Payment of salaries for officials with college-wide 

administrative authority

• Activities not approved in the proposal unless prior 

approval is received by the ED PS.

• If you have questionable costs, seek approval from your ED Program 

Officer. The expense may be approved if it is allowable under the funded 

program and directly relates to an objective of the grant. 11
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The Role of the Project Director
The Role of the Project Director

Note: Certifying Official and PD cannot be the same person.

Oversees the project and staff to 

ensure successful implementation of 

activities

Communicates often with Program 

Officer 

Seeks guidance from Program Officer 

regarding allowable activities, 

questionable costs, budget 

modifications, key personnel, 

regulations, procedures, etc

Ensures project stays within budget 

and is compliant at all times.

Communicates with Budget/Finance 

office within his or her institution to 

ensure financial coordination and 

compliance

Submits any information requested 

from the Department of Education in 

a timely manner

Creates Internal Controls Manual for 

the grant

Ensures grant staff is trained on grant 

legislation, regulations, procedures, 

etc. 

Cooperates with Program Officer 

during site visits

Ensures evaluation methods are 

sound and produce results

Actively works to institutionalize 

components of the project

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Project Director Resources

• 1. Regulations

• 2. OMB Uniform Guidance -2CFR 200

• 3. Grantee Handbook

• 4. Program Website

• 5. GAN attachments

• 6. HSI Newsletter

• 7. Grantee Training Webinars

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Regulations

Office of Postsecondary Education 15
a. Program Statutes

b. EDGAR- 34 CFR Parts 75, 77, 79, 82, 84, 86, 97, 98, and 99

c. EDGAR- 34 CFR Part 606

d. The OMB Guidelines to Agencies on Government-wide Debarment and 

Suspension- 2CFR 180, as adopted and amended in 2 CFR part 3474.

e. The Uniform Administrative Requirements, Cost Principles, and Audit 

Requirements for Federal Awards in 2 CFR part 200, as adopted and 

amended in 2 CFR part 3474. Uniform Guidance

Compliance 
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Uniform Guidance
Office of Postsecondary Education
P

Office of Postsecondary Education 19
Office of Postsecondary Education 20
Office of Postsecondary Education 21
§200.432 Conferences.

A conference is defined as a meeting, retreat, seminar, symposium, workshop or 

event whose primary purpose is the dissemination of technical information beyond 

the non-Federal entity and is necessary and reasonable for successful performance 

under the Federal award. Allowable conference costs paid by the non-Federal 

entity as a sponsor or host of the conference may include rental of facilities, 

speakers' fees, costs of meals and refreshments, local transportation, and 

other items incidental to such conferences unless further restricted by the 

terms and conditions of the Federal award.

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Fund Raising for Endowments

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§200.442 Fund raising and investment management costs.

(a) Costs of organized fund raising, including financial campaigns, endowment drives, 

solicitation of gifts and bequests, and similar expenses incurred to raise capital or 

obtain contributions are unallowable. Fund raising costs for the purposes of meeting 

the Federal program objectives are allowable with prior written approval from the 

Federal awarding agency.
Grantee Handbook

Office of Postsecondary Education 24
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Grantee 

Handbook 

Table of 

Contents
Program Website

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Developing Hispanic-Serving Institutions 

Program -Title V (ed.gov)
HSI Division Website

Office of Postsecondary Education 28
HSI Division 

Website –

Performance 

Page

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HSI Division 

website 

continued

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Grant Award Notification (GAN) Attachments

• The G5 Payment Module

• Financial and Performance 

Reports

• Overview of Single Audit 

Requirements

• Approval of Program Income

• Trafficking in Persons

• Reporting Prime Awardee 

Executive Compensation 

Data

• Specific Conditions for 

Disclosing Federal Funding in 

Public Announcements

• Prohibition of Text Messaging 

and Emailing While Driving 

During Official Federal Grant 

Business

• Registration of DUNS 

Number in SAM

• System for Award 

Management (SAM) 

Requirements

• Memorandum Regarding the 

Use of Grant Funds for 

Meetings and Conferences

• Responsibilities Associated 

with Managing Federal Funds

• Financial Management 

System Requirements

• Cash Drawdowns from the G5 

Grants System

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HSI Division Newsletter

Sign up for the HSI Division Newsletter. 

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Online Grantee Training 

• Webinars can be found on the DHSI Website

• There’s a grantee training portal on the Department’s 

website. (Uniform Guidance Page)

Office of Postsecondary Education 33
Trainin 

Resour

Office of Postsecondary Education 34
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Training 

Resource
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Trainin 

Resourc
Increased probability of flaws in 

the project design if application 

was not written in-house

Lack of understanding of grant 

policies/Dept. of ED policies and 

regs

Poor management of the grant 

project

Changes to budget, 

implementation plan, etc. 

Delays in implementation

The new virtual environment

Communication and Clarifying 

expectations within the team 

and/or other departments

Lack of buy-in from the 

administration

Sustainability/institutionalization37

Challenges for 

Project Directors
What are some of the challenges 

you have experienced?

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Other considerations for the 

Project Director...

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Does the grant have its own 

Internal Controls Manual or SOP 

document?

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Internal Controls Manual 

(SOPs) for Federal Grant P031S19XXXX

U.S. Department of Education

Table of Contents

 PROJECT 

ABSTRACT.......................................................1

 ORGANIZATION AND 

PERSONNEL....................................................2

 DIRECTORY OF PERSONNEL..........................4

 DHSI PROGRAM REGULATIONS AND 

UNIFORM GUIDANCE.....................................5

 DEPT. OF EDUCATION PERFORMANCE 

REPORTS........................................................6

 JOB DESCRIPTIONS

 -Associate Program 

Manager..................................................7

 -Activity Director 

................................................................9

 -Administrative 

Assistant...................................................14

 -Project. 

Director....................................................19

 -Technology/Web 

Assistant................................................24

 -Studio Classroom 

Specialist................................................29

 -Systems Research Analyst ....................34

 Monthly Progress 

Report....................................................42

 Staff Time & Effort Report ......................44

 Title V Undergraduate Time & Effort 

Report.....................................................45

 Peer Mentor Time & Effort 

Report.....................................................46

• HIRING PROCESS ...................................................47

• Faculty ........................................................47

• Students........................................................48

• Personnel Status Form ...................................50

• Student Employment Form............................51

• W-4 Form................................................................52

• I-9 Form..................................................................53

• PROCEDURES FOR EXPENDITURES .......................55

• Purchase Requisitions ...................................58

• Check Requests .................. .........................59

• Check Request Form .....................................60

• Purchase Order Form ....................................61

• EQUIPMENT 

MANAGEMENT.........................................................62

• Equipment Inventory Form ...........................63

• Equipment Inventory Record .........................64

• TRAVEL REGULATION AND POLICY........................65

• Travel Request /Reimbursement Form .........66

• STIPENDS................................................................67

• Stipend Request Form.............................................68

• W-9 Form ................................................................69

SAMPLE
Equipment is defined as an item that has a cost ≥ $5000.00 

and has a useful life of more than one year. Please include 

computers, laptops, tablets, printers, etc. as equipment 

although the per unit cost may be less than $5000.00

2 CFR Part 200.313

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How do you manage your equipment?
Publications and Press Releases

PUBLICATIONS

• Grantees, in carrying out their grants, may

• Grantees, in carrying out their grants, may 

plan to publish a variety of materials. If 

producing materials as part of grant 

activities, grantee must include in any such 

materials the disclaimer in EDGAR §75.620 

that states:

• The contents of this (insert type of 

publication; such as book, report, film) were 

developed under a grant from the U.S. 

Department of Education. However, those 

contents do not necessarily represent the 

policy of the Department of Education, and 

you should not assume endorsement by the 

Federal Government.

PRESS RELEASES

• When issuing statements, press releases, 

requests for proposals, bid solicitations and 

other documents describing projects or 

programs funded in whole or in part with 

Federal money, U. S. Department of shall 

clearly state:

• The percentage of the total costs of the 

program or project which will be financed 

with Federal money;

• The dollar amount of Federal funds for the 

project or program; and

• The percentage and dollar amount of the 

total costs of the project or program that will 

be financed by non-governmental sources.

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At the end of your 

Performance Period

Closing out your grant

• Project Director will receive a close out 

notification letter on October 1.

• 90-day Liquidation period-usually Oct.1-

Dec. 31

• Grantee may continue to draw 

down for liquidating obligations 

during the 90-day period 

immediately following the project 

end date. Grantee may not incur 

any new obligations during the 90-

day liquidation period.

• Final Performance Report due at next 

cycle

• Title to equipment and supplies acquired 

by a recipient with Federal funds shall 

vest with the recipient.

• Financial records, supporting documents, 

statistical records, and all other records 

pertinent to award shall be retained for a 

period of three (3) years from the date of 

submission of the Final Performance 

report.

• If you have endowment activities under 

this grant award, you must continue to 

submit annual financial reports to the 

Department for a time period after the 

grant has ended. 

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Frequently Asked Questions

• 1. Do we need approval to modify our 

budget? If budget changes are 10% or more 

of your annual budget, you DO need 

approval from your ED PS to make the 

modification. Also, when you move money 

from training, you need prior approval.

• 2. Do we have to implement the activities 

as proposed in the application? We want 

you to adhere to the fidelity of the proposal, 

but if changes need to be made, contact 

your ED Program Officer.

• 3. What if we can’t find staff to fill all the 

positions included in the application? 

Contact your ED PO for recommendations. 

He or she will work with you to modify your 

activities, budget, etc. 

• 4. Can I serve as the Certifying Official and 

Project Director? No. There must be checks 

and balances. 

• 5. How long do I have to hire a Project 

Director? There must be an interim PD put 

in place immediately. If you do not hire a PD 

in 90 days, you may be deemed a high-risk 

grantee which has implications. 

• 6. Can the Dean of Academic Affairs serve 

as Project Director and be paid from the 

grant? The Dean cannot be paid from the 

grant since he has college-wide 

administrative authority, but he or she can 

serve with “0.00” salary on the budget chart. 

• 7. Are indirect costs allowed?No

• 8. Can we pay for student stipends? Yes, as 

long as the expense connects to the grant 

objective.

• 9. Can we pay for student travel? Yes, as 

long as the expense connects to the grant 

objective.

• 10. Can we pay for international travel for 

faculty to attend a conference? Yes, as long 

as the expense connects to the grant 

objective.

• 11. Can we give students gift cards? Yes, as 

long as the expense connects to the grant 

objective.

• 12. What happens if we lose our HSI status 

during the performance period? Our

practice has been that the grantee retains 

eligibility for the entire performance period. 

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Helpful Tips

• Use your resources!

• Include the PR Award number on all emails and 

correspondence.

• When in doubt, ask your PS.

• Do not work in a silo. Be sure your team as well as other 

departments and leadership know about your project and 

the great work you are doing.

• Work closely with your evaluator.

• Attend meetings, conferences, and other grant related 

events. 

• Share your accomplishments with the Department.

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Important Dates and Information

Visit www.ed.gov/hsi regularly 

for updates and news.

Office of Postsecondary Education/Hispanic Serving Institutions Division 47
Thank 

you