SECTION 210:40-53-3. Evaluation procedure

(a)   The grant administrator will recommend to the State Superintendent nine educational professionals with expertise relating to the education of high challenge children and youth as candidates for the selection committee. The State Superintendent will choose six committee members and three alternate committee members.

(b)   Said selection committee will include, to the greatest extent feasible under constraints of time and funding, nationally recognized experts in the education of high challenge children and youth.

(c)   Said selection committee members will be reimbursed by the State Board of Education for actual travel expenses incurred pursuant to the State Travel Reimbursement Act, Section 500.1 set seq. of Title 74 of the Oklahoma Statutes.

(d)   No selection committee member may serve more than one year.

(e)   No local educational agency or non-profit organization application may be evaluated if any member of the rules and regulations committee or selection committee for this high challenge grant program is currently employed by that agency or organization.

(f)   Any local educational agency or non-profit organization will have its grant revoked and will be ruled ineligible for any future high challenge grant pursuant to 70 O.S. Supp. 1992, §1210.561 if, prior to May 24, 1991, it employs any person who serves on the rules and regulations committee or, if within two years it employs any person who serves on the grant selection committee for this grant.

(g)   The selection committee will read, evaluate, and score the application forms approximately two weeks after the application submission deadline.

(h)   Each application will consist of ten parts; all ten parts will be evaluated and scored by the committee.

(i)   Of the ten parts that will be scored, the following areas will be addressed:

(1)   A clear and concise statement of needs is given detailing the nature of the needs assessment.

(2)   The target population is identified listing the specific nature and number of students to be served.

(3)   A clear and concise statement of both short and long term goals and objectives is given in measurable terms.

(4)   Innovative or proven service delivery strategies are identified and procedures and activities are described.

(5)   Roles and responsibilities of personnel are described in detail.

(6)   Location of the grant site is given along with a description of the facilities and any material resources that are available for participants in the high challenge program.

(7)   The applicant will identify a person who will act as liaison to the Technical Assistance Center (TAC), the State Department of Education, community agencies, and other resources and will submit a coordination plan.

(8)   A detailed budget is presented.

(9)   Evaluation systems are described for both student progress and program effectiveness.

(10)   A plan is given to provide for the continuation of this program when grant funds are no longer available.

(j)   Each of the ten parts to be scored will be worth a maximum of ten points. The top score possible for an application will be 100 points.

(k)   The applicant agrees to comply with all requirements of the Technical Assistance Center regarding use of assessment instruments, provision of data, and provision of information necessary for program evaluation.

(l)   The scores of the applications will be based on the subjective opinions of the selection committee as each application is considered in terms of the above stated criteria.

(m)   The grant administrator will add the score of each evaluator and average the six totals to arrive at a single score for each grant application. Applications will then be placed in numeric order from the highest to the lowest average score.

(n)   Upon the completion of the numeric listing, the selection committee will work with the grant administrator to assure that grants are awarded to those applicants who score highest in categories to include one or more of a variety of program proposals targeted for services to limited portions of the high challenge population according to such distinctions as age groupings, rural or urban settings, other cultural characteristics, or innovative service delivery strategies.

(o)   Once the evaluation and funding recommendation process is complete, the grant administrator will prepare and submit a final list of recommended applicants and the recommended grant amount to the State Board of Education.

(p)   After the completion of the fiscal year in which the grant funds are awarded, each local educational agency and/or non–profit organization receiving said funds will be audited by the State Department of Education auditors. Grant funds spent for purposes or items other than those approved by the State Board of Education and determined by the audit to be misspent, will be withheld in like amount in state aid funds to the local educational agency or, if a non–profit organization, retribution will be required to include the repayment of any misused funds and the report of misuse will be forwarded to the proper authorities. Any local educational agency or non-profit organization which is determined through audit to have misspent or misused funds will be deemed ineligible for any future high challenge grant.

[Source: Amended at 10 Ok Reg 1389, eff 4-26-93; Amended at 14 Ok Reg 3379, eff 5-5-97 (emergency); Amended at 15 Ok Reg 2337, eff 6-11-98]