SECTION 210:40-63-4. Evaluation procedures

(a)   The evaluation of the grant applications will take place within two weeks following the submission deadline. Arts in Education Grant applications shall be read, evaluated, and scored by a committee of no fewer than six educators chosen by the State Superintendent. Each evaluation committee member shall possess knowledge and skills, based on experience, of Arts in Education programs.

(b)   The evaluation committee members will be representative of the geographic dispersion of Oklahoma school districts as well as the range of total size of enrollment of the districts.

(c)   No evaluation committee member will serve for more than two consecutive years, and no committee member will evaluate an application from his or her own district.

(d)   Each application will be scored in the following areas:

(1)   Evidence of Need--10 points

Describe assessment procedures, priority needs, and prior related activities.

(2)   Goals and Objectives--20 points

(A)   Goals--The goal statement must be based upon one or more of the identified needs and must give the general purpose or intent of the project. Long-term and short-term goals must be identified including the local plans for continuation subsequent to the grant.

(B)   Objectives--Short-term objectives should be responsive to the intent of the goals. It is recommended that the objectives include the following components: outcome, target audience, completion date, and method of measurement.

(3)   Procedures--20 points

Steps that will be implemented to bring about the desired changes must be described with activities for each objective. The stated activities should be specific enough to convey intent, organized into a timeline sequence, and logically relate to the stated objectives.

(4)   Evaluation--20 points

Describe the procedures for evaluation of the activities and the project. This should include the type of instrument to be used for measuring each objective, who is to be measured or tested, when the measurement will occur, who is responsible for which tasks and how the data will be interpreted.

(5)   Budget--20 points

The budget must provide a detailed, item by item description of the materials being purchased. All purchased items must assist in achieving the stated objectives and activities.

(6)   Internal Consistency--10 points

Application clearly established relationships between/among stated needs, objectives, activities, calendar, time required for each activity, use of resources, budget items, and evaluation.

(e)   The committee will score the grant applications based on the criteria listed. The grant administrator will average the totals from each evaluation to arrive at a single score for each application.

(f)   The funding amount for these grants will vary according to the size of the district. Districts will be considered in the following two sizes:

(1)   Districts of under 3,000 ADA.

(2)   Districts of over 3,000 ADA.

(g)   Within each group the applications will be recommended for funding in descending order according to the final score.

(h)   When the evaluation process and funding recommendation process is complete, the grant administrator will prepare a final list of each recommended district and the recommended grant amount for submission to the State Board of Education.

(i)   After the completion of the fiscal year in which the grant funds are awarded, each district receiving said funds will be audited by State Department of Education auditors. Grant funds spent for purposes or items other than those delineated by the State Board of Education and determined by the audit to be so misspent, will be withheld in like amount in state aid funds to that district.