Congratulations on your new role and welcome to the SSS community. Starting mid-year can absolutely feel overwhelming, but you are not behind; you are simply stepping into an active project year. Many of us have been there. Here is where I would start.

1. Trainings to Prioritize First

If I were you, I would focus immediately on three things:

• Federal TRIO Umbrella Regulations• The Student Support Services regulations• Your funded application and current approved budget

These will ground you in with what you are required to do versus what is optional or simply traditional practice. To help with that foundation, I recommend:

TRIO Umbrella Regulations Free Course:https://www.nosotrosedu.org/challenge-page/trio-umbrella-regulations-free-course

SSS Online Professional Development Course:https://www.nosotrosedu.org/challenge-page/sss-online-prof-dev-course

The umbrella course provides the regulatory framework under EDGAR and the Uniform Guidance. The SSS course drills into day-to-day implementation, eligibility, allowable costs, documentation, APR alignment, and program structure. Together, they will save you months of trying to piece things together.

If you would benefit from more customized, hands-on support, we also offer Virtual Technical Assistance sessions specifically for projects in transition or new Directors stepping in mid-cycle. These are structured working sessions where we review your application, budget, participant files, and implementation plan together and develop a prioritized action plan. You can learn more here:https://www.nosotrosedu.org/technical-assistance

Sometimes, a focused working session brings clarity much faster than sorting through everything on your own. Also, there are free ED Priority Trainings for New Directors - sign up for the next one available.

https://fceatraining.getresponsesite.com/

2. Budget Revisions and Program Specialist Approval

There is often confusion around this, so let me simplify it. You do not automatically need prior approval for every budget adjustment. According to the Department’s January 17, 2023 guidance letter (see attached)

regarding revised budgets, grantees may make minor budget modifications, such as transfers among line items, without prior written approval unless the change triggers specific conditions under 2 CFR §200.308

Prior approval is required if the change involves:

• A change in scope or objectives• A change in key personnel• A 25 percent reduction in time for the Project Director• Transferring participant support costs to other categories• Contracting out work not previously described• Changes in cost sharing• Requesting additional federal funds

If your proposed changes do not fall into one of those categories, you generally may proceed without prior approval.

That said, as a new Director, it is appropriate to have a professional conversation with your Program Specialist. You might frame it as:

“I’m new in the role and reviewing our current budget to ensure alignment with implementation. I want to confirm that the adjustments we are considering do not require prior approval.”

That demonstrates due diligence and protects you moving forward.

3. General Advice as a New Director

• Get your numbers ASAP and review eligibility documentation early. Clean files now prevent APR stress later.

• Create a simple compliance calendar for the remainder of the project year.

• Do not try to fix everything at once. Stabilize compliance first. Enhance programming second.

You are not starting behind. You are stepping into leadership. And the fact that you are asking these questions tells me you will do just fine.

Institutional Memberships are allowable.

https://www.ecfr.gov/current/title-2/section-200.454

§ 200.454 Memberships, subscriptions, and professional activity costs.

(a) Costs of the recipient's or subrecipient's membership in business, technical, and professional organizations are allowable.

(b) Costs of the recipient's or subrecipient's subscriptions to business, professional, and technical periodicals are allowable.

(c) Costs of membership in any civic or community organization are allowable.

(d) Costs of membership in any country club or social or dining club or organization are unallowable.

(e) Costs of membership in organizations whose primary purpose is lobbying are unallowable. See § 200.450.

Hello - logging services provided (documentation) in Blumen is easy to do via staff laptops. Still, you can do it on iPads and even on your iPhone (too small for me!) via the Blumen App, which you can download. You can also use the iPads to have students sign in electronically (verification) via the BOLT feature in Blumen. Feel free to let me know if you have any more questions about migrating to Blumen.