ETS Program Manual

North Alabama Center for Educationa l Excellence – ETS PROGRAM MANUAL 85
ETS Program Manual Outline
I. Code of Federal Regulations ……………………………………………………… 86-91
II. Program Overview

A. Purpose …………………………………………………………………. 92
B. Mission …………………………………………………………………. 92
C. Purpose and Services …………………………………………………... 92
D. Eligibility Requirements ……………………………………………….. 93
E. Services ……………………………………………………………... 93-94
F. Objectives ……………………………………………………………... 94
III. Personnel (Job Descriptions)

A. ETS Coordinators ………………………………………………………. 95
B. ETS Education Specialist ………………………………………………. 95
C. Volunteer Tutor ………………………………………………………… 95
IV. Intake
A. Initial Classroom Visit …………………………………………………. 95
B. Selection Process ………………………………………………………. 96
V. ETS Reports
A. Monthly Report ………………………………………………………… 96
B. Monthly Mileage Report ……………………………………………….. 96
C. Long Distance Phone Slip ……………………………………………… 96
D. Faxes …………………………………………………………………… 96
E. Leave Forms …………………………………………………………… 96
VI. Documentation
A. ETS Application/IEP …………………………………………………... 97
B. Blumen Contact Sheets ………………………………………………… 97
C. Master Folders …………………………………………………………. 97
VII. Program Locations ………………………………………………………………. 98-100

[Code of Federal Regulations]

[Title 34, Volume 3]
[Revised as of July 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 34CFR643.3]
[Page 296]
TITLE 34--EDUCATION
DEPARTMENT OF EDUCATION
PART 643--TALENT SEARCH--Table of Contents
Subpart A--General
Sec. 643.3 Who is eligible to participate in a project?
(a) An individual is eligible to participate in a Talent Search project if the individual meets all
the following requirements:
(1)(i) Is a citizen or national of the United States;
(ii) Is a permanent resident of the United States;
(iii) Is in the United States for other than a temporary purpose and provides evidence from the
Immigration and Naturalization Service of his or her intent to become a permanent resident;
(iv) Is a permanent resident of Guam, the Northern Mariana Islands, or the Trust Territory of
the Pacific Islands (Palau); or
(v) Is a resident of the Freely Associated States--the Federated States of Micronesia or the
Republic of the Marshall Islands.
(2)(i) Has completed five years of elementary education or is at least 11 years of age but not
more than 27 years of age.
(ii) However, an individual who is more than 27 years of age may participate in a Talent
Search project if the individual cannot be appropriately served by an Educational Opportunity
Center project under 34 CFR part 644 and if the individual's participation would not dilute the
Talent Search project's services to individuals described in paragraph (a)(2)(i) of this section.
(3)(i) Is enrolled in or has dropped out of any grade from six through 12, or has graduated
from secondary school, has potential for a program of postsecondary education, and needs one or
more of the services provided by the project in order to undertake such a program; or
(ii) Has undertaken, but is not presently enrolled in, a program of postsecondary education,
has the ability to complete such a program, and needs one or more of the services provided by
the project to reenter such a program.
(b) A veteran as defined in Sec. 643.6(b), regardless of age, is eligible to participate in a
Talent Search project if he or she satisfies the eligibility requirements in paragraph (a) of this
section other than the age requirement in paragraph (a)(2).
(Authority: 20 U.S.C. 1070a-11 and 1070a-12)


[CITE: 34CFR643.4]
[Page 296]
TITLE 34--EDUCATION
Subpart A--General
Sec. 643.4 What services may a project provide?
A Talent Search project may provide the following services:

(a) Academic advice and assistance in secondary school and college course selection.
(b) Assistance in completing college admission and financial aid applications.
(c) Assistance in preparing for college entrance examinations.
(d) Guidance on secondary school reentry or entry to other programs leading to a secondary
school diploma or its equivalent.
(e) Personal and career counseling.
(f) Tutorial services.
(g) Exposure to college campuses as well as cultural events, academic programs, and other
sites or activities not usually available to disadvantaged youth.
(h) Workshops and counseling for parents of students served.
(i) Mentoring programs involving elementary or secondary school teachers, faculty members
at institutions of higher education, students, or any combination of these persons.
(j) Activities described in paragraphs (a) through (i) of this section that are specifically
designed for students of limited English proficiency.
(k) Other activities designed to meet the purposes of the Talent Search program stated in Sec.
643.1, including activities to meet the specific educational needs of individuals in grades six
through eight.
(Authority: 20 U.S.C. 1070a-12)
[[Page 297]]

[CITE: 34CFR643.22]
[Page 300]
TITLE 34--EDUCATION
Subpart C--How Does the Secretary Make a Grant?
Sec. 643.22 How does the Secretary evaluate prior experience?
(a) In the case of an application described in Sec. 643.20(a)(2)(i), the Secretary reviews
information relating to an applicant's performance under its expiring Talent Search project. This
information includes performance reports, audit reports, site visit reports, and project evaluation
reports.
(b) The Secretary evaluates the applicant's prior experience in delivering services on the basis
of the following criteria:
(1) (3 points) (i) Whether the applicant provided services to the number of participants
required to be served under the approved application; and
(ii) Whether two-thirds of all participants served were low- income individuals and potential
first-generation college students.
(2) (6 points) The extent to which the applicant met or exceeded its objectives regarding the
retention, reentry, and graduation levels of secondary school participants.
(3) (6 points) The extent to which the applicant met or exceeded its objectives regarding the
admission or reentry of participants to programs of postsecondary education.
(Approved by the Office of Management and Budget under control number

1840-0549)
(Authority: 20 U.S.C. 1070a-12)


[CITE: 34CFR643.30]
[Page 300]
TITLE 34--EDUCATION
Subpart D--What Conditions Must Be Met by a Grantee?
Sec. 643.30 What are allowable costs?
The cost principles that apply to the Talent Search program are in 34 CFR part 74, subpart Q.
Allowable costs include the following if they are reasonably related to the objectives of the
project:
(a) Transportation, meals, and, if necessary, lodging for participants and staff for--
(1) Visits to postsecondary educational institutions to obtain information relating to the
admission of participants to those institutions;
(2) Participation in ``College Day'' activities; and
(3) Field trips to observe and meet with persons who are employed in various career fields in
the target area and who can act as role models for participants.
(b) Purchase of testing materials.
(c) Fees required for college admissions applications or entrance examinations if--
(1) A waiver of the fee is unavailable; and
(2) The fee is paid by the grantee to a third party on behalf of a participant.
(d) In-service training of project staff.
(e) Rental of space if--
(1) Space is not available at the site of the grantee; and
(2) The rented space is not owned by the grantee.
(f) Purchase of computer hardware, computer software, or other equipment for student
development, project administration, and recordkeeping, if the applicant demonstrates to the
Secretary's satisfaction that the equipment is required to meet the objectives of
the project more economically or efficiently.


[CITE: 34CFR643.31]
[Page 300-301]
TITLE 34--EDUCATION
Sec. 643.31 What are unallowable costs?
Costs that are unallowable under the Talent Search program include, but are not limited to, the
following:
(a) Tuition, stipends, and other forms of direct financial support for participants.
(b) Application fees for financial aid.
[[Page 301]]
(c) Research not directly related to the evaluation or improvement of the project.
(d) Construction, renovation, and remodeling of any facilities.


[CITE: 34CFR643.32]
[Page 301]
TITLE 34--EDUCATION
Sec. 643.32 What other requirements must a grantee meet?
(a) Eligibility of participants. (1) A grantee shall determine the eligibility of each participant in
the project at the time that the individual is selected to participate.
(2) A grantee shall determine the status of a low- income individual on the basis of the
documentation described in section 402A(e) of the HEA.
(b) Number of participants. A grantee shall serve a minimum of 600 participants in each
budget period. However, the Secretary may reduce the minimum number of these participants if
the amount of the grant for the budget period is less than $180,000.
(c) Recordkeeping. For each participant, a grantee shall maintain a record of--
(1) The basis for the grantee's determination that the participant is eligible to participate in the
project under Sec. 643.3;
(2) The grantee's needs assessment for the participant;
(3) The services that are provided to the participant; and
(4) The specific educational progress made by the participant as a result of the services.
(d) Project director. (1) A grantee shall employ a full-time project director unless paragraph
(d)(3) of this section applies.
(2) The grantee shall give the project director sufficient authority to administer the project
effectively.
(3) The Secretary waives the requirement in paragraph (d)(1) of this section if the applicant
demonstrates that the requirement will hinder coordination--
(i) Among the Federal TRIO Programs (sections 402A through 402F of the HEA); or
(ii) Between the programs funded under sections 402A through 410 of the HEA and similar
programs funded through other sources.
(Approved by the Office of Management and Budget under control number

1840-0549)

Program Overview
Educational Talent Search (ETS)
Purpose
The U.S. Department of Education provides Educational Talent Search (ETS) grants to permit
applicants to conduct projects designed to provide tutorial and counseling services that enhance
the educational career opportunities of its students.
Mission
The ETS overall mission is to serve 1,500 participants living in Huntsville and Jackson County
by increasing enrollment and retention of the target area’s low-income, first-generation middle
and high school students.
PURPOSE AND SERVICES
The Talent Search program identifies and assists individuals from disadvantaged backgrounds
who have the potential to succeed in higher education. The program provided academic, career,
and financial aid counseling to its participants and encourages them to graduate from high school
and continue on to the postsecondary school of their choice. Talent Search also serves high
school dropouts by encouraging them to reenter the educational system and complete their
education. The goal of Talent Search is to increase the number of youth from disadva ntaged
backgrounds who complete high school and enroll in the postsecondary education institution of
their choice.
Services Provided by the Program:
• Academic, financial, career, or personal counseling including advice on entry or re-entry

to secondary or postsecondary programs
• Career exploration and aptitude assessment
• Tutorial services
• Information on postsecondary education
• Exposure to college campuses
• Information on student financial assistance
• Assistance in completing college admissions and financial aid applications
• Assistance in preparing for college entrance exams
• Mentoring programs
• Special activities for sixth, seventh, and eighth graders
• Workshops for the families of participants
Eligibility Requirements
An individual is eligible to participate in the ETS project if the individual meets all the following
requirements:
• Is a citizen or national of the United States;

• Is a permanent resident of the United States;
• Is in the United States for other than temporary purposes and provides evidence from the
Immigration and Naturalization Services of his or her intent to become a permanent
resident;
• Is a permanent resident of Guam, the Northern Mariana Islands, or the Trust Territory of
the Pacific Islands (Palau); or
• Is a resident of the Freely Associated States, the Federated States of Micronesia or the
Republic of the Marshall Islands;
• Has completed five years of elementary education or is at least 11 years of age but not
more than 27 years of age.
Requirements: Low-Income and First-Generation Participants
At least two -thirds of the eligible participants a grantee serves must at the time of initial
selection qualify as both low-income individuals and potential first-generation college
students. The remaining participants must at the time of initial selection qualify as either
low-income individuals or potential first generation college students.
Services
Educational Talent Search (ETS) is a year round program that requires all staff members to be
performing services on a continual basis. Success depends on quality, innovation, and strong,
consistent relationships with school systems, students, and parents. To meet these demands, ETS
staff members work together to offer the following services and activities to students in target
schools and target areas:
• Tutoring
• Academic and Career Counseling
• Core Program
• Annual NACEE Picnic
• Summer Enrichment Program
• Educational/Cultural Field Trips
To offer these services to students within the target schools and areas, ETS staff members are
also required to:
• Keep accurate records

• Attend staff meetings
• Attend employee in-service training
• Perform general office duties
• Electronically filing Free Application for Federal Student Aid (FAFSA) or Pell Grants.
• Aiding in scholarship searches and college enrollment.
Objectives
The Center has set high standards for the projects and to achieve these ambitious goals, it has set
the following attainable objectives:
• To identify and enroll 1,500 participants in the ETS project. Of these, 300 will be
enrolled in high school and 1200 in middle school. At least two-thirds of participants
will be low- income, first –generation college bound individuals with potential for
post secondary education.
• To disseminate post secondary enrollment and financial aid information to at least
10,000 individuals residing within the target area.
• To identify and provide comprehensive retentive services to 1000 at-risk middle
school students and 75 at-risk high school students.
• To reduce the percentage of dropouts among the participant population by 50% as
compared to the previous year’s rates.
• To re-enroll 20% of secondary school dropouts in a program of secondary education.
• To provide academic counseling to 60% (900) of the project participants.
• To provide career counseling to 60% (900) of the project participants.
• To provide tutorial services that improve the grade point average by at least one
grade in subject tutored for 300 participants.
• At least eight percent (200) of the participants will progress to the next grade at
the end of the academic year.
a. At least 80 percent of secondary participants who will continue in secondary
school for the next academic term.
b. At least 85 percent of seniors who will graduate form high school or certificate of
high school equivalency.
• To provide all participants with information regarding financial aid assistance for
college. Ninety-five percent of the participating 12th graders will complete financial
aid applications.
a. At least 60 percent of college ready participants who will receive assistance in
applying for post secondary admission.
• To provide four activities that will increase ETS parents’ awareness of the
educational process and increase their involvement in their children’s education.
Personnel
ETS Coordinators
The project coordinators will provide administrative support to the Executive Director/President
and counseling support to the project. The coordinators are responsible for reviewing all
paperwork, requests, and other information that is submitted to the Executive Director/President
from any ETS staff members. He/she will coordinate all initial visits with school principals,
counselors, and teachers. The coordinators are also responsible for typing correspondence for
the President and staff, ordering supplies through purchase order procedures, making
reservatio ns, and coordinating logistic s for program cultural and educational trips. He/she is
responsible for coordinating all scheduled ETS staff meetings and student and parent meetings.
The coordinators will assist with the formulation and implementation of appropriate counseling
activities. The program coordinators are responsible for reporting directly to the Executive
Director/President.
ETS Education Specialist
The Education Specialist provides tutorial, and counseling activities for the academic and
summer components. He/she visits the different target schools and target areas daily to ensure
many contacts are made with the participants. The specialist works closely with school teachers
and counselors to identify eligible participants, assess need, and monitor progress. Other duties
include dissemination of information, recruitment, selections, documentation on students,
reports, and the execution of counseling and guidance activities for each component.
Volunteer Tutors
The volunteer tutors are assigned to tutor in their areas of expertise. The coordinators attempt to
match tutors and students according to individual learning styles and tutor’s demographic
information.
INTAKE
Initial Classroom Visit
The initial visit to the classroom should be used in part to inform students about the program and
have them fill out an individualized educational plan (IEP). Staff members should introduce
themselves and the ETS program to the students. Students should be aided line by line in filling
out the Student IEP. These forms are collected and taken back to the office for confirmation.
Students should also be given a full application that is to be filled out by parents and returned to
a collection site (i.e.-teacher’s desk, shoebox, envelope).
Selection Process
Students who are classified as coming from low- income families and are first generation college
students should be selected for the program. These students should make up a minimum of 66.6
% of the participants in the program. Students who do not meet the two- fold requirement may be
admitted but cannot exceed 33.3% of those enrolled.
ETS Reports
Monthly Report (Appendix B)
At the end of the month, each individual should turn in a monthly report. Monthly reports are a
listing of daily activities, which include the location, audience, services, and number of clients.
Upon completion, the monthly report should be submitted to the ETS secretary.
Monthly Mileage Report (Appendix C)
At the end of the month, each member of the ETS staff who is eligible for mileage
compensation, should submit their mileage report to the Executive Director/President. The
mileage report is an accurate record of miles traveled to schools and other approved sites while
pursuing duties assigned by the Center. Starting and ending odometer readings are recorded
along with total miles and fare. Fare is calculated at a rate of 40.5 cents per private car mile.
Long Distance Phone Slips (Appendix D)
When making a long distance call, employees should fill out a long distance phone slip. This
provides a record of the number you called, when you called, whom you called and your reason
for calling.
Faxes (Appendix E and F)
When sending a fax, employees should fill out a NACEE fax cover sheet and record on the fax
log. If the number being dialed for the fax is long distance, then a long distance phone slip
should be filled out and the letter “F” should be written on the slip in blue ink.
Leave Forms (Appendix G)
When taking leave, employees are required to request leave five (5) days in advance (unless an
emergency arises). A standard leave form is provided and is to be filled out and submitted to the
Executive Director/President. Refer to the Policy and Procedures Handbook for types of leave
and rules applying to leave..
Documentation
The ETS staff is responsible for keeping accurate records of their performance in the office and
in the field. Therefore, it is necessary for each staff member to record daily actions and services
provided. Accurate records are vital to maintaining employee discipline and funding.
ETS Application (Appendix H)
ETS staff members give students an ETS application to take home to their parents/guardians.
When signed and returned, these forms grant us permission to work with the students, review
their grades and test results, and provide income verification. These forms are very important for
our records and students should be continually encouraged to return them.
Included with the application is a letter from the Executive Director/President to parents that
describes the program. A brochure is included to offer additional information to the parents.
Blumen Contact Sheets
Counseling services are recorded on Blumen Contact Sheets and filed in the counseling/activities
log. To maintain counseling records, ETS staff members should keep an accurate record of
counseling activity subjects, corresponding dates of the activities, and clients who were present
for these activities on the Blumen Contact Sheet. Contacts will also be recorded in the master
folder.
Master Folders
Master Folders are made for each student in the program. Master folders serve two purposes:
• Holding all of the client’s paperwork, i.e. ETS application, IEP, report cards, etc.;
• Providing a place to record counseling services and follow up.
At the end of the fiscal year, follow-up is recorded on the master folder. Follow-up is an
indication of whether or not the student was promoted, retained, transferred, or unable to track.
Follow- up on each master folder should be continued until the student graduates from high
school. Additional area for comments and documentation is found on the inside of the master
folder.
Program Locations
Central Office: 4900 B Century Street

Huntsville, Alabama 35816
(256) 372-4600
(256) 722-9795 (fax)
Extension Office 610 South Broad Street

Scottsboro, AL 35768
(256) 259-3072
(256) 259-3286 (fax)
WEBSITE: www.nacee.net
Huntsville Target Schools/Target Areas:
Butler High School

3401 Holmes Avenue
Huntsville, AL 35816
(256) 428-7950
Davis Hill Middle School

3221 Mastin Lake Road
(256) 428-7660
Ed White Middle School

4800 Sparkman Drive
(256) 428-7680
Stone Middle School
2620 Clinton Avenue
(256) 428-7740
Westlawn Middle School

4217 9th Avenue
(256) 428-7760
J. O. Johnson High School

6201 Pueblo Drive
(256) 428-8100)
Lee High School

606 Forrest Circle
(256) 428-8150
Columbia/New Century High School

300 Explorer Blvd.
(256) 428-7676
Madison County High School

174 Brock Road
Gurley, AL 35678
(256) 776-3450
Jackson County Target Schools/Target Areas:
Bridgeport Middle School

620 Jacobs Avenue
Bridgeport, AL 35740
(256) 495-2967
Collins Elementary
102 Legion Drive
(256) 218-2700
Dutton Elementary School

P.O. Box 38
Dutton, AL 35744
(256) 228-4265
Hollywood Elementary
P.O. Box 150
Hollywood, AL 35752
(256) 574-2054
Macedonia Elementary
196 County Road 49
Section, AL 35771
(256) 228-4483
North Jackson High School

P.O. Box 848
Stevenson, AL 35772
(256) 437-2136
Paint Rock Valley High School

P.O. Box 157
Princeton, AL 35766
(256) 776-2628
Pisgah High School

P.O. Box 249
Pisgah, AL 35765
(256) 451-3241
Rosalie Elementary
162 County Road 355
Pisgah, AL 35765
(256) 451-3616
Scottsboro High School

25053 John T. Reid Parkway
(256) 218-2000
Scottsboro Junior High School

1601 Jefferson Street
(256) 218-2300
Section High School

141 Alabama Highway 71
Section, AL 35771
Skyline High School

897 County Road 25
Stevenson Middle School

701 Kentucky Avenue
Stevenson, AL 35772
Woodville High School

290 County Road 63
Woodville, AL 35776
Jackson County Technical School

29490 US Highway 72
Hollywood, AL 35752

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North Alabama Center for Educationa l Excellence – ETS PROGRAM MANUAL 85

ETS Program Manual Outline

I. Code of Federal Regulations ……………………………………………………… 86-91

II. Program Overview

III. Personnel (Job Descriptions)

VII. Program Locations ………………………………………………………………. 98-100

[Code of Federal Regulations]

PART 643--TALENT SEARCH--Table of Contents

Sec. 643.3 Who is eligible to participate in a project?

(Authority: 20 U.S.C. 1070a-11 and 1070a-12)

[Code of Federal Regulations]

PART 643--TALENT SEARCH--Table of Contents

Sec. 643.4 What services may a project provide?

A Talent Search project may provide the following services:

(Authority: 20 U.S.C. 1070a-12)

[Code of Federal Regulations]

PART 643--TALENT SEARCH--Table of Contents

Subpart C--How Does the Secretary Make a Grant?

Sec. 643.22 How does the Secretary evaluate prior experience?

(Approved by the Office of Management and Budget under control number

(Authority: 20 U.S.C. 1070a-12)

[Code of Federal Regulations]

PART 643--TALENT SEARCH--Table of Contents

Subpart D--What Conditions Must Be Met by a Grantee?

Sec. 643.30 What are allowable costs?

(Authority: 20 U.S.C. 1070a-11 and 1070a-12)

[Code of Federal Regulations]

PART 643--TALENT SEARCH--Table of Contents

Subpart D--What Conditions Must Be Met by a Grantee?

Sec. 643.31 What are unallowable costs?

(Authority: 20 U.S.C. 1070a-11 and 1070a-12)

[Code of Federal Regulations]

PART 643--TALENT SEARCH--Table of Contents

Subpart D--What Conditions Must Be Met by a Grantee?

Sec. 643.32 What other requirements must a grantee meet?

(Approved by the Office of Management and Budget under control number

(Authority: 20 U.S.C. 1070a-11 and 1070a-12)

Educational Talent Search (ETS)

PURPOSE AND SERVICES

Services Provided by the Program:

• Academic, financial, career, or personal counseling including advice on entry or re-entry

• Is a citizen or national of the United States;

Requirements: Low-Income and First-Generation Participants

• Keep accurate records

ETS Education Specialist

Initial Classroom Visit

Monthly Report (Appendix B)

Monthly Mileage Report (Appendix C)

Long Distance Phone Slips (Appendix D)

Faxes (Appendix E and F)

Leave Forms (Appendix G)

ETS Application (Appendix H)

Blumen Contact Sheets

Central Office: 4900 B Century Street

Extension Office 610 South Broad Street

Huntsville Target Schools/Target Areas:

Butler High School

Davis Hill Middle School

Ed White Middle School

Westlawn Middle School

J. O. Johnson High School

Lee High School

Columbia/New Century High School