NSTI 2015 Program Desk Reference (Updated 1-3-15).pdf

National Summer Transportation Institute

Program

Desk Reference

December

T h i s p a g e i s i n t e n t i o n a l l y l e f t b l a n k

December

Acknowledgment

This Administrative Technical Assistance Desk Reference was prepared and authorized by the

U.S.

Department of Transportation, Federal Highway Administration

(FHWA)

Headquarters Office of Civil Rights

(HCR).

Support and Disclaimer

This Administrative Technical Assistance Desk Reference information serves as guidance.

Participating States will enter into cooperative agreements with the host sites and will follow their respective State procurement rules and regulations in administering the National Summer

Transportation Institute

(NSTI).

These procurement rules and regulations supersede any information or recommendations provided here, except where indicated as special terms or conditions.

December

Purpose

This Technical Assistance Desk Reference is intended to assist State Transportation Agencies

(STAs), FHWA

Division Offices

(DIV),

and

NSTI

Host Site staff in their administration of the

NSTI

Program.

The Desk Reference provides the following:

NSTI

Program Background and Objectives

HCR/DIV/STA/Host Site Responsibilities

Statement of Work Submission Process

Program Milestones

Guidance for

NSTI

ACE

Academy Program Coordination

Best/Promising Practices

Points of Contact Web Links

December

Table of Contents

Chapter Introduction

Program Background

Program Objectives

Chapter Responsibilities

Headquarters’ Office of Civil Rights

(HCR)

Division Offices

State Transportation Agencies

(STA)

Host Sites

Chapter Statement of Work

(SOW)

Submission Process

HCR

Annual Program Webinars

Statement of Work Solicitation

Program Milestones

SOW

Application

Chapter Program Overview

Program Objectives

Grade Levels (Middle School or High School)

Program Types (Resident or Non-‐resident)

Chapter Program Administration

Recruitment and Student Selection Procedures

Staffing Requirements

Orientation Meeting Closing Program

Rules and Regulations

Risk Assessment

Program Cost

Intermodal Advisory Committee

(IAC)

Partners/Sponsors

Implementation Schedule

Chapter

STEM

Focused Curriculum

Academic Curriculum

Enhancement Program

Sports and Recreation Program

Chapter Evaluations

Weekly/Staff/Overall Program

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Appendixes

Appendix A

SOW

Application

Appendix B Recruiting Notice (Host Site to Middle School/High School)

NSTI

Participant Application Form

Scholarship Selection Notice

Program Rules Regulations

Participant/Parent Agreement

Certificate of Health

Appendix C Personal Items and Dress Code

Appendix D Employment Agreement

Appendix E Release Form Video/Tape

Release Form Data Collection

Appendix F Orientation Program (Sample)

Closing Program (Sample)

Appendix G Incident Report

December

T he National Summer Transportation

Institute

(NSTI)

Program is the First

Transportation Career Education Program for

Secondary School Youth to be authorized by

Congress Under Section of the

Transportation Equity Act for the 21st

Century.

December

T h i s p a g e i s i n t e n t i o n a l l y l e f t b l a n k

December

Chapter Introduction

Background

In an effort to address the need for a diverse workforce in the 21st Century and to create an awareness of the career choices and opportunities that exist in the transportation industry, the

United States Department of Transportation

(USDOT)

and the Federal Highway Administration

(FHWA)

established various educational initiatives.

These educational initiatives were primarily fostered by FHWA’s commitment to Workforce and Executive Orders 13532-‐ Historically

Black Colleges and Universities

(HBCU),

13555 Educational Excellence for Hispanic Americans, 13270 Tribal Colleges and Universities

(TCU),

and 13515 Asian American and Pacific Islanders

(AAPI).

The aforementioned Executive Orders directed Federal Agencies to advance the development of human potential and to strengthen the capacity of HBCUs and other minority institutions of higher education such as, Hispanic Serving Institutions and TCUs.

The

USDOT-‐FHWA,

the funding and governing agency for the

NSTI

program, formally established the

NSTI

as a recognized educational initiative in when Congress authorized funding for the

NSTI

under Section of the Transportation Equity Act for the 21st Century

(TEA-‐21).

Moving Ahead for Progress in the 21st Century Act

(MAP-‐21),

Highway Training and Education program continues funding for critical educational initiatives including

NSTI,

via the National

Highway Institute

(NHI).

Dwight David Eisenhower Transportation Fellowship Program

(DDETFP)

to attract qualified students to the field of transportation education and research, and advance transportation workforce development.

Transportation Education Development Program to develop and implement innovative transportation education and workforce development programs at all levels of transportation.

Garrett A.

Morgan Technology and Transportation Education Program

(GAMTTEP):

To improve the preparation of K-‐12 students, particularly women and minorities, in science technology, engineering, and mathematics through curriculum development and other transportation-‐related activities.

December

Objectives

The National Summer Transportation Institute

(NSTI)

is a key component among FHWA’s educational initiatives.

The

NSTI

program is a Science, Technology and Math

(STEM)

focused program for high school and junior high school students.

It is administered by accredited colleges, community colleges and universities, accredited Tribal colleges, Historically Black

Colleges and Universities (HBCUs), Minority Serving Institutions (MSIs), Hispanic Serving

Institutions (HSIs) and Asian-‐American Native American Pacific Island Serving Institutions

(ANAPISI)

throughout the United States, the District of Columbia, the Commonwealth of Puerto

Rico, Pacific Island territories and the U.S.

Virgin Islands.

NSTI

program objectives are to improve

STEM

skills, provide awareness to middle and high school students particularly minority, female and disadvantaged youth about transportation careers, and encourage them to consider transportation-‐related courses of study in their higher education pursuits.

Host sites are required to commit significant program time to classroom participation.

The length of the program is typically 2-‐4 consecutive weeks.

Host sites may be student day programs or residential programs in which room and board are provided by the Host

Sites to the students.

December

Chapter Responsibilities

Headquarters’ Office of Civil Rights

(HCR)

Provide program policy and oversight

Establish criteria for Statements of Work

Issue annual program action memorandum requesting Statements of Work

Notify Division Offices of funds allocation

Review and approve Statements of Work

Conduct annual

NSTI

Program Implementation Webinars

Develop and update data collection and evaluation instruments as needed

Collect, assess and utilize data from assessment tools to enhance program

Maintain

NSTI

Webpage

Provide technical assistance to the Division Offices

Division Offices

Forward annual program action memorandum to

STA

Review, assess, recommend or non-‐recommend

SOW

and Budget

Provide feedback and technical assistance to

STA

as needed

Forward recommended and non-‐recommended SOW(s) and Budget(s) to

HCR

(Upload documents to SharePoint by established deadline)

Ensure annual action memorandum, STA funding allocation and host site the approval letter are provided to the Division’s Financial Manager

Ensure project number for each host site is created in

FMIS

Monitor project funding via

FMIS

(Expenditures, final voucher and closeout)

Conduct on site visit to ensure compliance with program guidelines

Complete post program questionnaire

Provide feedback regarding observations during on site visit including best practices/promising practices, areas for improvement;

lessons learned, etc.

State Transportation Agencies

(STA)

Solicit Statements of Work from accredited academic institutions interested in serving as Host Sites via

STA

website and other sources

Review and submit all

SOW

applications to the Division Office

(Recommended and non-‐recommended)

Provide brief summary for each non-‐recommended

SOW

Establish cooperative agreement with the host site pursuant to State procurement rules and regulations

Ensure Host Site complies with implementation, invoice and reimbursement guidelines and program milestones

Conduct on site visit to ensure compliance with program guidelines

Monitor project implementation, execution and closeout for each host site

Complete post program questionnaire

Provide feedback regarding observations during on site visit including best/promising practices, areas for improvement;

lessons learned, etc.

December

Host Sites

Accredited colleges, community colleges and universities, Tribal colleges, Historically Black

Colleges and Universities (HBCUs), Minority Serving Institutions (MSIs), Hispanic Serving

Institutions (HSIs) and Asian-‐American Native American Pacific Island Serving Institutions

(ANAPISI)

throughout the United States, the District of Columbia, the Commonwealth of Puerto

Rico, Pacific Island territories and the U.S.

Virgin Islands make application to the State

DOT

annually to serve as

NSTI

“Host sites.”

Programs shall be conducted/administered by the college/university.

Each host site is conducted under the leadership of a Project Director who is responsible for collaborating with the

STA

to develop and implement all phases of the

NSTI

program.

Host Site responsibilities include, but are not limited to the following:

Develop and submit

SOW

and Budget to the

STA

Ensure

SOW

Aligns with program objectives;

Must include

STEM

focused curriculum, significant classroom participation, modal visits and enhancement activities

Designate a Project Director to serve as the program’s point of contact

Establish a cooperative agreement with the

STA

Recruit participants, and host site staff

Ensure project is implemented, executed and closed

Complete post program questionnaire

Include feedback regarding observations, best practices/promising practices, areas for improvement;

lessons learned, etc.

Please do not send correspondence to

HCR

unless requested

December

Chapter Statement of Work Submission Process

HCR Annual Program Webinars

HCR

conducts annual webinars prior to each fiscal year’s

NSTI

program implementation.

An internal forum is conducted with

FHWA

Division Offices, and a national webinar is conducted with Division Offices, STA staff and academic institutions interested in serving as Host Sites.

Webinars focus on program changes, special initiatives, best/promising practices, and/or other transportation related educational or career opportunities.

Questions and answers related to conducting effective, efficient

NSTI

programs are also discussed to ensure a clear understanding of the program’s guidelines.

Statement of Work (SOW) Solicitation Each year the Federal Highway Administration

(FHWA)

Headquarters' Civil Rights

(HCR)

Office requests Statements of Work (SOWs) for the

NSTI

Program.

Academic institutions interested in serving as host sites must complete and submit their application package to the

STA.

Each

STA

will be authorized to determine the number of

NSTI

host sites it wishes to fund under the State’s overall funding allocation.

Each host site program must meet the overall objectives for the

NSTI

program.

STA’s will explain in brief detail, how that State plans to execute a successful

NSTI

program through funding a number of host sites.

If the

STA

wishes to fund more than one host site, it may do so as long as the aggregate funding requests for these host sites do not exceed the State’s total funding allocation.

STA’s are required to provide a

SOW

for each host site to

FHWA

Division Offices that detail

NSTI

program activities that are at, or less than, their state allocated funding level.

SOWs that exceed the State’s allocated funding amount will be rendered non-‐responsive to the funding request, and will not be eligible for further review.

December

Program Milestones Suspense Date Milestones

HCR Issues Action Memorandum for FY2015 NSTI Program HCR FHWA Division Civil Rights Specialists immediately notify State DOTs and forwards the entire electronic HCR Action Memorandum for FY2015 NSTI program to State DOT

DIV December 2014

State DOT’s immediately solicit SOW applications from accredited academic institutions interested in serving as host sites DOT

January 2015

Associate Administrator / Division CR Specialist Conference Call NSTI Program Implementation HCR/DIV/STA & Host Site Responsibilities 2015 Points of Emphasis ACE Academy locations and coordination American Samoa/Northern Mariana Islands/US Virgin Islands TRAC and Ride Overview (FHWA Florida Division)

HCR

January 2015

State DOT informs FHWA Division Office, in writing, of its intentions to participate in the FY2015 NSTI program.

State DOTs not interested in applying for NSTI must notify the FHWA Division Administrator in writing by letter from the State DOT Chief Executive Officer (CEO) or designee

DOT

December 2014 to January 2015

State DOTs solicit SOWs from academic institutions interested in serving as host sites State DOT’s select the program(s) it wishes to fund for the NSTI FY2015 programi

DOT

February 2015 State DOTs advance NSTI applications to Division Civil Rights Specialists for review and concurrence

DOT

February 2015 Division Civil Rights Specialists review SOW(s) DIV

March 2015 Division Offices post recommended and non-recommended SOW(s) to SharePoint

March 2015 HCR reviews SOW(s), issues concurrence and approval for NSTI host sites

HCR

March 2015 2015 Host Site Announcement HCR

December

Statement of Work (SOW) Application The

NSTI

Project Director is responsible for submitting a

SOW

application and Budget Tables to the

STA.

STAs must submit their recommended and non-‐recommended applications electronically to the Division Offices for review and approval by the established deadline.

Division Offices must post both recommended and non-‐recommended applications to SharePoint by the established deadline.

Non-‐recommended applications must include a brief explanation.

The

SOW

application should not exceed pages (the Transmittal Sheet and Budget Tables A-‐E do not count against the page limitation).

SOW

applications should be sent to the Division Office as a Word document using Times New Roman font type and be single-‐spaced.

Instructions

The following components are included in the

SOW

Application:

Transmittal Sheet

Application

Tables A-‐E

Transmittal Sheet:

Full name of host site (College/University)

Complete address

Contact representatives:

Host Site Project Director (Name, phone, email address)

State Transportation Agency Liaison (Name, phone, email address)

Federal Highway Administration Division Office (Name, phone, email address)

Section A:

Program Information

This section of the application should include the following information:

Host Site (Name/Address)

Congressional District(s)

FHWA

Funding Requested

In-‐Kind Contributions

Program Length (Include

NSTI

(weeks)

ACE

Academy (days))

Program Dates

FAA

ACE

Academy Location (Airport name and address)

Anticipated Number of Participants

Type of Program (Residential or Non-‐residential)

Grade Levels (Middle School grades 6-‐8 or High School grades 9-‐12)

December

Section B:

Program Overview

Provide a one or two-‐page summary of the

NSTI

program the host site plans to implement.

Information in this section must address the program objectives delineated in the solicitation memorandum, and include a description of curriculum, specific field trips planned, and examples of any enhancement activities planned.

Section C:

Program Administration

This section of the application should include the following information:

1.

Recruitment and Student Selection Procedures

Provide a brief narrative on the recruitment and participant selection procedures.

2.

Table A Staffing Requirements:

List all position titles, salary per hour and job description.

3.

Table B Program Cost:

Provide a detailed budget and narratives.

4.

Table C

IAC:

List all persons and organizations serving on the committee.

5.

Table D Partners/Sponsors:

List all partners/sponsors, their role and/or contribution(s).

6.

Table E Implementation Schedule:

List all tasks to be performed, task assignment(s), action(s) required, and the timeframe for completion.

7.

STEM

Focused Program Curriculum

Academic Curriculum designed to enhance skills, and provide awareness.

Enhancement Activities to improve study habits, promote academic achievement, and foster self-‐awareness.

Sports Recreation (Required for Residential Programs) Activities to enhance physical health, and promote teamwork and sportsmanship.

8.

Evaluations

Describe the type of surveys and evaluations to be used and how and when they will be administered.

December

Chapter Program Overview

The

NSTI

should focus on critical and systematic educational endeavors that will explore all aspects of the transportation industry and its role in our society.

It should present a curriculum that introduces participants to the diverse modes of transportation, as well as career opportunities that exist in the transportation industry.

Input from the

IAC

is advised.

The curriculum must be

STEM

focused and may be developed in coordination with the

STA

and

Division.

Program Objectives:

1. Improve

STEM

(Science Technology Engineering and Math) Skills

2. Provide awareness about transportation related careers to middle school and high school students

3. Encourage students to consider transportation related fields of study in their higher education pursuits.

4. Host Sites must commit significant program time to classroom instruction

The

NSTI

is typically implemented over a two to four week period and must have a minimum of participants.

The Host Site shall determine if the

NSTI

will be either a residential or a non-‐ residential program with middle or high school participants.

The Project Director should report any changes in the number of participants immediately to its

STA

(e.g., if participants were selected and only attend the program or anytime the number of participants is less than 15), along with an explanation regarding the attrition.

The

STA

will notify the Division.

The

STA

and

Division will contact

HCR

prior to determining if the host site should discontinue its program.

Grade Levels Program Types

The

NSTI

must be classified as either a middle school (grades 6-‐8) or high school (grades 9-‐12) program and as residential or non-‐residential.

High school programs should focus on activities that are designed to improve

STEM

skills, assist in preparing participants for post-‐secondary education and encourage them to pursue transportation-‐related careers.

Middle school programs should focus more on career exploration.

In Residential programs, participants reside on the college or university campus.

The host site provides room and board.

Residential programs are required to include academic, enhancement, sports, and recreation activities throughout the duration of the camp, including weekends.

In a non-‐residential program, participants commute to campus daily.

Non-‐residential programs include an academic program and enhancement activities.

December

Chapter Program Administration

Recruitment and Student Selection Procedures

A key component among FHWA’s educational initiatives, NSTI provides awareness to middle and high school students particularly minority, female and disadvantaged youth about transportation careers, and encourages them to consider transportation-‐related courses of study in their higher education pursuits.

Host sites should distribute applications to public and private middle schools and high schools, alumni, civic, fraternal, faith based, and community organizations in their service area.

It is recommended that host sites establish a selection committee.

Potential participants should submit a complete application.

Host sites will notify selected participants and provide them with detailed information about the

NSTI.

After the initial screening of the applications and prior to final selection, the

NSTI

Project Director may schedule interviews with prospective participants and their parents/guardians.

The interview affords the

Project Director an opportunity to discuss the program with the student and their parents/guardians, validate their academic and career objectives, and their interest in the

NSTI.

The following criteria should be used to select participants:

1. Middle School Students in sixth, seventh or eighth grade.

2. High School Students in ninth, tenth, eleventh, or twelfth grade.

3. Middle School Has completed pre-algebra, or will be qualified for enrollment in pre-‐ algebra for the coming school term.

High School Has completed algebra, or will be qualified for enrollment in algebra, for the coming school term.

4. Minimum cumulative grade point average of 2.0 on a 4.0 scale.

5. Interest in

STEM

education and/or careers.

6. At least one letter of recommendation from a teacher or a guidance counselor.

7. A written statement regarding his/her reasons for wanting to participate in the program and how the

NSTI

can assist in meeting his/her academic and career goals.

Notification/Acceptance Packages:

Upon completion of the selection process, the Project Director notifies the successful applicants and provides them with detailed information about the

NSTI.

Information to be provided in the notification/acceptance package includes the following:

1. Notification of selection

2. Participant/parent agreement

3. NSTI

guidelines or requirements

4. Certificate of health

5. Required personal items and dress codes

6. Housing regulations

7. Permission form (video, record/photograph)

Notification to Applicants Not Selected:

The Project Director notifies each applicant who was not selected as a

NSTI

participant.

December

Staffing Requirements

Project Director

The host site conducts the

NSTI

under the leadership of the Project Director.

To ensure the program is effectively managed, the Project Director devotes the appropriate time to management of the

NSTI.

Changes in the level of service for the Project Director should be reported immediately to the

STA.

The Project Director has primary responsibility for implementing the day-‐to-‐day activities, ensuring the program operates in accordance with the programs rules, regulations

NSTI

Desk Reference, and adheres to all applicable Federal and State laws, and college or university policies and, procedures.

The Project Director ensures that faculty and staff understand their respective duties and responsibilities.

Employment agreements are encouraged.

An employment agreement is a contract between the host site and the employee and sets forth duties and responsibilities, duration of the agreement, required assurances, and the amount of compensation for the position.

Staff positions may include academic program coordinator, academic aide, residence hall counselor, and faculty.

Host sites are encouraged to provide job descriptions defining all duties and responsibilities, for the

NSTI

staff (Table A).

The Project Director is responsible for ensuring that all staff members are adequately trained for their positions, and that each staff member is oriented to the

NSTI.

Sample Job Descriptions

Academic Program Coordinator

Supervises the academic program faculty/staff

Implements, evaluates and revises the academic curriculum

Provides laboratory activities and resource materials

Performs other duties assigned by the Project Director

Acts in absence of the Project Director

Candidates should hold a Master’s Degree and have a background in transportation or related work experience.

Previous teaching/administrative experience at the middle and high school or college/university level is required.

Faculty

Provides daily academic instruction and related activities

Assists with testing, evaluations, and career counseling

Interacts with participants and administrative staff

Performs other duties assigned by the Project Director and/or Academic Coordinator

Candidates shall be college/university professors and/or meet the institution’s hiring criteria.

December

Academic Aide

Assists with academic instruction

Organizes resource material

Sets up laboratory activities

Assists with coordination of field trips

Assists with program opening and closing activities

Accompanies participants to camps or activities, as necessary

Assists with weekend activities, as necessary

Interacts with the faculty, participants and administrative staff

Performs other duties assigned

Candidates should have a minimum of 14-‐years (associate degree) of education.

Resident Hall Manager

Responsible for overall management of the day-‐to-‐day dormitory life, facilities, evening study sessions, and related activities

Assists in the selection, orientation, and training of resident hall counselors and may be primarily responsible for their daily supervision

May conduct regular meetings for the purposes of reviewing participant interactions, performance, dormitory activities and staff training

Responsible for the implementation and supervision of study hours

Serves as a liaison between the instructional and residential staff

The Resident Hall Manager

(RHM)

resides in the dormitory and takes his/her meals with the participants and other residential staff.

Residence Hall Counselor

Reports directly to the Resident Hall Manager or Project Director

Lives in a residence hall and is responsible for the primary care of an assigned group of participants living in his/her building

Monitors and implements university and residence hall policies.

Fosters participants' academic and personal development.

Chaperones participant off-‐campus trips and tours, and dining room supervision

Reports all incidents in and around residence hall to

RHM

Reports to the

RHM

any cases beyond his/her disciplinary efforts (e.g., if participants refuse to cooperate)

Cooperates fully with the Project Director and professional staff

Promotes effective study and living habits

Attends all special occasions/functions

Assists with participant check-‐in/check-‐out

Uses discretion in dealing with activities in the residence hall, as considered necessary and appropriate

Coordinates weekend duties as assigned by the Project Director

The hall counselors should possess the desire to create and maintain a safe and healthy residential community.

Candidates should be able to show previous work with conflict-‐resolution skills, peer mediation, crisis management, and the ability to respond to emergencies.

December

Orientation Meeting The Project Director must plan and host an orientation program for participants and their parents/guardians.

A thorough explanation of what is expected of participants, an overview of all planned activities and general information about the host site are among the topics to be included for review.

Review of rules and regulations is highly encouraged.

Closing Program The Project Director plans and hosts a closing/awards program at the conclusion of the

NSTI.

Parents, sponsors, and college or university officials should be invited.

Host sites are encouraged to send a press release to the participants’ hometown media announcing the graduates of the

NSTI.

The talents of the graduates should be featured.

Honors and awards for accomplishments, and certificates of completion should be presented.

Special guests such as the

IAC,

Sponsors/Partners, STA, Division and other transportation agencies are encouraged to attend.

Host sites are encouraged to provide awards for the three top graduates of each

NSTI.

The Project

Director should present these awards in recognition of those participants who have distinguished themselves through exemplary accomplishments.

The faculty and staff may select awardees based on the following criteria:

participation in activities;

completion of assignments/activities;

teamwork;

leadership skills;

and interest in pursuing a career in the transportation industry.

Rules and Regulations

The

NSTI

staff is responsible for the safety and well-‐being of the participants at all times.

The following guidelines, rules and regulations are important and necessary to meet the objectives of the

NSTI

Program.

1.

Participants are expected to display courteous and professional behavior towards their peers, faculty, and staff at all times.

2.

Only excused absences from the Project Director will be accepted.

Participants must report any illnesses and/or injuries etc., to their residence counselors and Project Director to be excused from classes (seminars/labs).

Violations may lead to dismissal from the program.

Attendance at all activities is mandatory.

3.

Participants are not permitted to leave the campus unless escorted by a counselor or another adult in authority.

Residence counselors will arrange for off-‐campus activities.

Any unauthorized participant found or reported off campus is subject to immediate dismissal.

Participants are required to take part in all weekend activities, unless prior arrangements have been made.

4.

Weekend activities are planned for the participants.

However, participants who must go home on weekends may do so on Saturdays after 1:00 p.m.

and must return on Sunday by 5:00 p.m.

Parents must consult with the Project Director before signing participants out of the dormitory when leaving campus.

Parents must sign participants back in when they return to campus.

5.

Each participant will receive a host site identification

(ID)

card.

This

ID

card will allow the participant dining privileges and access to university facilities and related programs.

6.

All residence hall rules of conduct must be followed.

A 9:00 p.m.

curfew is set for all residence halls.

Participants are free to move around inside the residence hall under the supervision of the residence hall counselor.

They must also abide by bedtime hours.

December

Risk Assessment

The Project Director and staff personnel are encouraged to review any risk assessment guidelines provided by the

STA,

or the university/college serving as the host site.

A review of injury and illness reports and property and personal injury reports must be prepared by the Project

Director as a basis for evaluating the overall effectiveness of the Risk Assessment and

Management Policy.

This evaluation process is intended to ensure that the Risk Assessment and

Management Policy, reduce risks and losses to the host site and all participants.

A.

General Life Safety

The safety and well-‐being of all

NSTI

participants, staff and allied personnel is the highest priority for the

NSTI.

The purpose of the guidelines below is to provide guidance in addressing risk management issues for each of the

NSTI

components.

These guidelines are also intended to provide a safe and wholesome environment to conduct all

NSTI

activities.

B.

Emergency Evacuation

Education and awareness are essential components of evaluating and planning a risk management program.

The Project Director must provide appropriate orientation to the staff to familiarize them with the plan, safety measures, facilities, and evacuation routes to be used for emergency evacuation.

C.

Staff Alert System

The Project Director must develop and distributes to

NSTI

staff an alert roster identifying all staff members by name, address, telephone number, and email.

In addition to the

NSTI

staff, the roster must include appropriate host site officials.

Instructions and alert protocol should accompany the roster.

D.

Incident Reporting

On-‐duty staff member must document all emergency incidents, complete required incident report(s) and forward all report(s) to the Project Director.

E.

Ensure evacuation plans accommodate participants with disabilities to include assigning participants to accessible rooms, providing specific evacuation instructions, ensuring host site staff are aware of all participants requiring an accommodation, and their room number/location.

In addition to the information above, the Project Director must ensure items covered during the orientation include, but are not limited to, exit directional signs in the hallways and each dormitory room and routes to be taken to direct occupants out of and away from the building.

These same directives shall apply to classrooms and assembly spaces used for

NSTI

activities and include minimally the following:

Fire Drills and Natural Disasters Instructions must be prepared and distributed to comply with host site requirements, and an

NSTI

staff person must be assigned to coordinate emergency evacuation activities.

Buddy System Each

NSTI

participant must be assigned a “buddy” to assist in monitoring each person’s whereabouts during an emergency evacuation.

Emergency Response System Identify all on-‐campus emergency shelter facilities, hospitals, and infirmaries.

Identify all off-‐campus emergency shelter facilities that are proximate to the host site.

Identify local hospitals, their telephone numbers, and routes to their locations.

December

Program Cost

There is no cost-sharing requirement for the

NSTI

Program.

Host sites cannot charge any types of fees of any kind (e.g., application, retention, supplies) even if the fee is reimbursable to the participants.

Note:

Federal funds may not be used to provide stipends to program participants.

The requested budget amount cannot exceed that which has been allocated to the

STA.

The

FHWA

HCR

has capped the Federal cost for the following budget items:

Personnel and Fringe:

Not to Exceed 45% of total requested funding amount.

Indirect Cost:

Not to Exceed 15% of the requested budget direct cost.

Note:

Caps pertain to

FHWA

funding only.

Budget Summary

The budget summary is a skeletal outline that shows how the program’s total cost will be allocated to line items.

Also identify in-‐kind contributions, e.g., human capital and/or material resources such as materials, equipment or services that are given without charge to the program or organization.

Budget Categories/Definitions

The budget categories and definitions are listed below:

1.

Personnel Includes all expenditures for direct services of persons who are in the employment of the host site, regardless of whether such employment is on a permanent, temporary, or fee basis.

2.

Fringe Benefits Includes all employer contributions made by the host site on behalf of employees, e.g.

medical insurance.

3.

Recruitment Includes all expenditures for the recruitment of the participants for the

NSTI

Program.

A brief explanation is required for travel.

Allowable items/activities may include the following:

Travel (Program Director) – visit/participate in school activities and/or meet with participant counselors to market the NSTI program.

Production of flyers, application packages, participant selection/non-selection notification letters and any other required program documents at a reasonable cost.

Postage, such as the mailing of applications and other program documents to public/private middle and high schools, and to participants at a reasonable cost.

4.

Contractual Services Includes all expenditures for services, other than by official employees of the host site, which includes the use of equipment, materials, or commodities.

5.

Food Includes all expenditures in the following categories at a reasonable cost:

Orientation Meeting

Residential Program: Breakfast/Lunch/Dinner

Non-Residential Program: Lunch

Closing Program

Note:

Cost of all meals, including during field trips must be included in program budget.

Disallowed Federal funds may not be used for snacks.

December

6.

Travel Includes all expenditures for participants’ travel (i.e., transportation, lodging, meals and other charges necessary to the approved travel.)

All field trips/travel plans should be identified individually.

Travel requirements should be met using the most economical form of transportation available.

The following information should be provided:

Total number of trips planned

Number of participants for each trip (e.g., Project Director, participants, participant counselors)

Type of trip (e.g., In-‐State or Out-‐of-‐State)

Name/location of the event

Purpose of the trip (identify what the participants will be doing a tour and/or brief presentations, hands-‐on activities, etc.)

Entrance fee per person, if applicable

Fares for common carriers, auto/van rentals, or other chartered transportation services

Cost of food, if applicable

Note:

Only educational transportation-related trips will be approved for funding.

A brief narrative explaining how the trip relates to transportation should be included.

7.

Supplies Identify all materials and supplies needed for the daily implementation of the

NSTI

program such as program and training supplies.

Include the cost and number of items being purchased.

Transportation charges on supplies are a part of the cost of supplies and will be charged and classified as such.

Please provide a narrative for any items that require an explanation (e.g.

special software-‐please include the purpose).

Note:

Federal funds may not be used to purchase host site equipment, such as computers.

8. Room and Board Includes the cost of sleeping accommodations and meals for participants and staff who are not employees of the host site.

9.

Indirect Cost Indirect cost is any cost that cannot be directly attributed to the project, and may cover services and products such as telephone bills, utilities, rent payments, and maintenance costs.

For the purpose of the

NSTI

Program, HCR has capped the indirect cost not to exceed 15% of the direct cost.

December

Account Management

Each

NSTI

should follow the accounting procedures/regulations/rules provided by their

STA.

Budget Amendment

When requesting approval for budget amendment(s), the Project Director should consult with the designated

STA

personnel assigned to oversee the program.

The

STA

will review and determine the validity of the proposed request and consult with the Division.

The Division may approve or disapprove the request without HCR’s involvement as long as it falls within the guidelines of budget expenditures.

However, if the Division is unsure if the request is allowable, they should contact

HCR.

In addition, the Division is responsible for notifying the

STA

and

HCR

of the decision and of any changes to the approved budget.

The

STA

will notify the Project Director, in writing, of the decision.

Neither

HCR

nor the Division will authorize any reimbursements for invoices that were not approved in advance.

Reimbursement Procedure

The

NSTI

should follow

STA

procedures for reimbursement of

NSTI

expenditures.

The STAs will follow State rules and regulations regarding cost reimbursement (e.g., time requirements, proper documentation requirements, contact person, etc.).

The typical process for reimbursement involves the following steps.

1.

The

NSTI

Host Site submits invoices to the

STA

for review and reimbursement.

The

STA

reimburses the

NSTI

for allowable expenses.

(Expenses on invoices should reflect expenses listed in the budget submitted in the

SOW

submission).

2.

The Division Office reimburses the

STA.

3.

The Division Office and

HCR

may request at any time, to review invoices paid by the

STA.

4.

Unexpended funds are returned to

HCR

at the conclusion of the program.

Financial Reports

The

NSTI

must follow the STA’s procurement process regarding the submission of financial reports.

However, HCR may require the

NSTI

to submit a financial report to their respective

Division Office.

The report should include all expenditures whether invoiced or not.

For details about documentation requirements and deadlines for submission of invoices and reports for reimbursement of funds, the Project Director should contact the

STA.

Procurement

The Project Director, or his/her delegate must procure all supplies, travel, equipment, and services using the normal procurement procedures of the host site.

Neither the Project Director nor the

NSTI

staff may, at any time, violate the procurement procedures of the State, college or university.

Any expense incurred by the Project Director or the

NSTI

staff outside of the normal procurement process for the host site will

NOT

be an allowable expense under the cooperative agreement with the

STA.

Note:

CFR

§200.317 Procurements by States When procuring property and services under a Federal award, a state must follow the same policies and procedures it uses for procurements from its non-‐Federal funds.

CFR

§200.319 Competition All procurement transactions must be conducted in a manner providing full and open competition.

December

Intermodal Advisory Committee

(IAC)

A successful

NSTI

requires a cooperative effort among Federal, State and local transportation agencies, community-‐based organizations (CBOs), educational institutions and the private sector.

Therefore, each

NSTI

is encouraged to establish an

IAC

and select members from a broad spectrum of the transportation community.

The

IAC

is encouraged to assist with reviewing the

SOW

and curriculum, planning and securing resources (i.e.

speakers, field trips, transportation partners, and sponsors), and providing technical assistance.

Although the

IAC

may not make policy, it may serve in an advisory capacity and as a resource to the host site.

The

FHWA,

STAs, Divisions, CBOs, and private industry may assist in conducting the

NSTI

by serving as members of the

IAC.

The Project Director is encouraged to convene a meeting of the

IAC

no later than six weeks prior to the start date of the

NSTI.

Minutes of all meetings should be filed and made available to the

STA,

the Division, and

HCR

upon request.

Partners/Sponsors

List all partners and their roles and/or contribution(s) to the

NSTI.

Implementation Schedule

List all tasks to be performed, task assignment(s), action(s) required, and the timeframe for completion.

December

Chapter

STEM

Curriculum

Each

NSTI

must submit a detailed curriculum including a narrative, and a daily activity schedule illustrating the classes, learning activities, modal visits planned for the program.

The curriculum should feature all aspects of the transportation industry and its role in society.

The design and delivery should enhance

STEM

skills, create awareness and stimulate the participants’ interest in the opportunities that exist in the transportation industry.

The interdisciplinary nature of transportation should also be emphasized.

Academic Curriculum

The academic program must be

STEM

focused;

and designed to provide a stimulating introduction to the transportation industry and career opportunities.

The program must include exposure to all modes of transportation:

land, air, water, and incorporate topics on safety.

Curriculum should include an introduction to a transportation mode, presentations from industry professionals who work in the areas being studied, and field trips to transportation and transit facilities, and government agencies.

Hands-‐on activities such as laboratory activities, project design, construction, and testing must be included and may culminate with participant competitions.

Note:

All field trips must be transportation-related

Suggested activities include rocket design, computer programming, computer applications, solar car design, glider design, bridge design, and mass transit design.

A list of typical topics on Land, Air, Water and Safety components is provided below:

Land Transportation

Highway Design

Transportation Planning

Traffic Signal Timing

Transportation Logistics

Public Transit Railroad Transportation Truck Operations Traffic Flow

Air Transportation

FAA

ACE

Academy

Flight Theories

Aircraft Performance

Flight Instruments

Power Plant Design

Gravity (properties, etc.)

Air Navigation

Space

Water Transportation

Deep Sea Freight Transportation

Deep Sea Passenger

Inter-‐Coastal Waterway

Local Water Transportation

Towing/Tugboat Services

Marine Cargo Handling

Marinas

Water Transportation Services

Safety

Safe Transportation infrastructure

Improving safety and communications

Incentives for better safety

Analyzing, forecasting trends/issues

Benefits of safe transportation

Pedestrian Safety

Bicycle Safety

Air Travel Safety

Vehicle Safety

December

Enhancement Program

Exposes students to methods and activities which improve study habits, promote academic achievement, and foster self-‐awareness.

Time Management, Critical Thinking, Analytical Skills, Study Habits

Scholastic Assessment Test Prep

Problem Solving

Research Techniques, Library Use

Vocabulary Development

Oral and Written Communication Skills

Computer Skills

Personal Grooming/Skills for Daily Living

Financial Literacy

Participants may keep a daily journal of their experiences.

Host sites are encouraged to consider coordinating enhancement activities with other campus summer programs and the local community in the development of its

NSTI.

Sports and Recreation Program

Sports and recreation programs are intended to enhance physical health, and promote teamwork and sportsmanship.

A sports and recreation program is required for residential programs and may be included in non-‐residential programs.

The Project Director must assess the general conditions of playing fields and facilities to be used for all sports and recreation activities and provide safety instructions and rules and regulations for the games.

All outside activities should be subject to weather conditions.

Additional staff/professional personnel should provide the appropriate instruction and monitoring to support

NSTI

activities.

Safety gear, appropriate for the activity, must be provided to each

NSTI

participant.

Note:

Where needed, reasonable accommodations must be made for persons with disabilities.

Note:

Although Sports and recreation programs are a component of the

NSTI

curriculum, pursuant to

CFR

§200.438, costs of entertainment, including amusement, diversion, and social activities and any associated costs are unallowable.

Federal funds may

NOT

be used for entertainment activities such as student sports/fitness center, swimming pool, board games, bowling, movies, water parks, amusement parks, cruises, etc.

Funding for activities that are non-‐ transportation related is the responsibility of the host site or other partners.

Host sites should find alternative funding for these events, including transportation, food, etc., if they are a desired part of the program.

It is recommended that host sites use the sports/recreational resources available on their campuses.

Host sites may wish to check with their

STA

to find out if State funds can be used for these types of activities.

In addition, HCR recommends that partnerships be established to help provide in-‐kind contributions.

December

Chapter Evaluations

Each

NSTI

must administer program evaluations.

Students, faculty, staff and guests must be provided evaluation forms for completion by the host site.

Speakers, field trips, academic programs, enhancement programs, sports/recreation program, faculty and staff, and host site facilities must be included in the evaluation.

Host sites should administer weekly evaluations and overall participants’ program evaluations at the end of the program.

Weekly Evaluations

The Project Director ensures weekly evaluations of speakers, field trips, and the academic, enhancement, and sports/recreation programs are administered to program participants.

The results of the weekly evaluations should be summarized and used to capture best/promising practices, and identify areas that require enhancements.

Sample evaluation forms are provided in the appendix section.

Classroom and Lab Sessions

Enhancement Program

Field Trips

Guest Speakers

Staff and Faculty

Sports and Recreation

Faculty/Staff Evaluation of Host Site Activities

The Project Director must ensure host site staff evaluates the effectiveness of the

NSTI.

Host Site Overall Program Evaluation

The purpose of the evaluation is to determine how well the program has accomplished its goals and identify ways to improve the effectiveness of the

NSTI.

The overall program evaluation must be administered at the end of the

NSTI

and include summary evaluations of each

NSTI

component.

The information should be utilized to complete the post program questionnaire.

December

Appendix A

SOW

Application

Fiscal Year:

National Summer Transportation Institute

Statement of Work Application

Transmittal Sheet Host Site (College/University):

Address (including zip):

Contact Representatives

Host Site Project Director:

Title:

Phone:

E-Mail:

State Transportation Agency Liaison:

Name:

Title:

Phone:

E-Mail:

Federal Highway Administration Division office

Name:

Title:

Phone:

E-Mail:

Please Complete and Return This Sheet Along With Your Statement of Work to the Federal Highway Administration – Office of Civil Rights by uploading to SharePoint by the established deadline.

December

Fiscal Year

National Summer Transportation Institute

Statement of Work Application

Section A:

Program Information

Host Site (Name):

State Abbreviation: Zip:

Congressional District Number(s):

FHWA Funding Requested:

Is this a new NSTI? Y/N

Number of years in existence:

N/A Monetary $

Type of In-Kind Contributions: Other (Provide brief description):

Program Length: Program Dates:

NSTI (weeks):

FAA ACE Academy (days):

ACE Academy Location:

Anticipated Number of Students:

Select Type of Program: Residential Non-Residential Select Grade Levels: Middle School (grades 6-8) High School (grades 9-12)

Priority (if applicable, rank 1-5)

Each National Summer Transportation Institute (NSTI) Host Site is responsible for the following:

1. Financial Reimbursement: Submit all invoices in a timely manner. Note: Expenses on invoices should reflect only the expenses listed in the approved budget.

2. Section 508 Standards of the Rehabilitation Act: Ensure that their procurement of electronic and information technology takes into account the needs of all end users – including members of the public with disabilities who are seeking information or services, have access to and use of information and data that is comparable to that provided to others.

3. Annual Post Program Questionnaire: Complete the online NSTI Questionnaire via a web link provided by HCR at the end of the program. PLEASE DO NOT SEND COPIES TO HCR.

4. Program Evaluations: Conduct weekly and post program participant evaluations.

December

Section B:

Program Overview

Provide a one or two-page summary of the NSTI program the host site plans to implement. Information in this section should address the program objectives delineated in the solicitation memorandum, and include a description of curriculum, specific field trips planned, and examples of any enhancement activities planned.

Section C: Program Administration

1. Recruitment and Student Selection Procedures

2. Staffing Requirements - Complete Table A

3. Program Cost (Detailed Budget Summary) - Complete Table B

4. Inter-Modal Advisory Committee - Complete Table C

5. Specific-Named Partners - Complete Table D

6. Implementation Schedule - Complete Table E

7. Program Curriculum (STEM-Focused)

Academic Enhancement Sports/Recreation (residential programs)

8.