Program Office: Institutional Service
CFDA Number: 84.031P
Program Type: Formula Grants
Also Known As: Title III, Part A, Section 318
Program Description
The purpose of the Predominantly Black Institutions (PBI) Program is to strengthen eligible institutions to plan, develop, undertake and implement programs to enhance the institution's capacity to serve more low- and middle-income Black American students; to expand higher education opportunities for eligible students by encouraging college preparation and student persistence in secondary school and postsecondary education; and to strengthen the financial ability of the institution to serve the academic needs of these students.
Types of Projects
Institutions may use federal funds for activities that include:
- Academic instruction in disciplines in which Black Americans are underrepresented;
- Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary school or secondary school in the state that shall include, as part of such program, preparation for teacher certification or licensure;
- Establishing community outreach programs that will encourage elementary school and secondary school students to develop the academic skills and the interest to pursue postsecondary education;
- Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes;
- Construction, maintenance, renovation, and improvement in classrooms, libraries, laboratories, and other instructional facilities, including the integration of computer technology into institutional facilities to create smart buildings;
- Support of faculty exchanges, faculty development, and faculty fellowships to assist in attaining advanced degrees in the field of instruction of the faculty;
- Development and improvement of academic programs;
- Purchase of library books, periodicals, and other educational materials, including telecommunications program material;
- Tutoring, counseling, and student service programs designed to improve academic success, including innovative, customized, instruction courses designed to help retain students and move the students rapidly into core courses and through program completion, which may include remedial education and English language instruction;
- Education or counseling services designed to improve the financial literacy and economic literacy of students or the students' families;
- Funds management, administrative management, and acquisition of equipment for use in strengthening funds management;
- Joint use of facilities, such as laboratories and libraries;
- Establishing or improving an endowment fund; and
- Creating or improving facilities for Internet or other distance learning technologies, including purchase or rental of telecommunications technology equipment or services.
Program Map of Participating Institutions -- This map shows the eligible institutions that have applied for and been awarded formula grants under this program by the Institutional Service (IS), U.S. Department of Education. Grants were awarded in FY 2010 for a one year period.
Who May Apply: Institutions of Higher Education (IHEs) that meet certain eligibility requirements
IHEs must meet both basic and program-specific eligibility requirements. All IHEs seeking funding under the PBI program must apply for Designation as an Eligible Institution for Title III and Title V Programs.
Refer to the Tips and Assistance section on the Eligibility page to find more information, the latest webinar schedule, and/or presentations regarding eligibility.
Additional eligibility requirements include:
- Have an enrollment of needy students as defined by Title III, Part F, Section 371 of the HEA.
- Have an average educational and general expenditure which is low, per full-time equivalent undergraduate student in comparison with the average educational and general expenditure per full-time equivalent undergraduate student of institutions of higher education that offer similar instruction, except that the Secretary may apply the waiver requirements described in Section 392(b) to this subparagraph in the same manner as the Secretary applies the waiver requirements to Section 312(b)(1)(B);
- Have an enrollment of undergraduate students—
- that is at least 40 percent Black American students;
- that is at least 1,000 undergraduate students;
- of which not less than 50 percent of the undergraduate students enrolled at the institution are low-income individuals or first-generation college students (as that term is defined in Section 402A(g)); and
- of which not less than 50 percent of the undergraduate students are enrolled in an educational program leading to a bachelor's or associate's degree that the institution is licensed to award by the State in which the institution is located;
- Is legally authorized to provide, and provides within the State, an educational program within the State, an educational program for which the institution of higher education awards a bachelor's degree, or in the case of a junior or community college, an associate's degree;
- Is accredited by a nationally recognized accrediting agency or association determined by the Secretary to be a reliable authority as to the quality of training offered, or is, according to such an agency or association making reasonable progress toward accreditation; and
- Is not receiving assistance under Part B of Title III.
Lists of Eligible Institutions by Fiscal Year
Eligibility
There are three application processes for funding under this program:
- Designation as an Eligible Institution for Title III and Title V Programs
- Phase 1. Eligibility and Formula Data
- Phase 2. Project Plan, Standard Forms, Certifications and Surveys
FY 2016 Application for Eligibility
You must be designated an eligible institution before applying for funding under this program. The latest application to request designation as an eligible institution and to request a waiver of the non-federal cost share requirement is available. Please note the closing date(s) and refer to the Federal Register Notice. Deadline: January 8, 2016.
Phase 1. Program-Specific Eligibility and Formula Data
Part I of the application is the submission of information required for the Department to determine whether or not an institution qualifies as a PBI, and to calculate how much funding a PBI will receive, based on the formula established in the program legislation. The information will be submitted on a form that must be submitted electronically as an e-mail attachment to pbiprogram@ed.gov by 04:30:00 p.m. Washington, DC time, on the deadline date. In order to calculate how much all grantee institutions will receive, it is essential that Part I of the application, the Formula Data, be submitted on time. No calculations can be made unless and until all PBIs have submitted the required information in full. Once determinations have been made, institutions will be informed whether or not they qualify as a PBI and how much they will be receiving. Applicants are strongly encouraged not to wait for this notification before beginning Part II of the application.
Phase 2. Project Plan, Standard Forms, Certifications and Surveys
In Phase 2, Parts II and III of the application will be submitted after the institution is informed by the Department how much funding it will receive based on the data submitted by the institution in Part I. Part II includes the budget, budget narrative, and a project narrative of no more than 50 pages describing the project activities, the goals and objectives of the project, and an evaluation plan including performance measures. Part III of the application includes the standard forms, certifications and surveys. More guidance regarding the Project Plan can be found in the application.
Timeline
Last Competition: FY 2021
Deadline for Transmittal of Phase 1 Formula Data: July 21, 2021
Deadline for Transmittal of Phase 2 Project Plan: September 3, 2021
Federal Register Notice
- Notice Inviting Applications for New Awards for 2021: N/A
Current Application
The FY 2021 grant competition is closed. The application package and forms here should be used for reference only. PDF (852K)
Tips and Assistance
Two FY 2021 pre-application technical assistance webinars were held on May 17, 2021 and May 19, 2021.
Application Contact
Bernadette Miles, (202) 453-7892, bernadette.miles@ed.gov
Mailing Address:
U.S. Department of Education, OPE
Higher Education Programs, Institutional Service
Predominantly Black Institutions Program - Formula Grants
400 Maryland Avenue, S.W.
Mail Stop LBJ 4-4C140
Washington, DC 20202
Program E-mail: pbiprogram@ed.gov
Program Map of Participating Institutions
FY 2024
- Grant Awards: PDF (21K)
FY 2023
- Grant Awards: MS Word (15K)
FY 2022
- Grant Awards: MS Word (16K)
FY 2021
- Grant Awards: PDF (105K)
FY 2020
- Grant Awards: MS Word (14K)
FY 2019
- Grant Awards: MS Word (14K)
FY 2018
- Grant Awards: MS Word (16K)
FY 2017
- Grant Awards: MS Word (16K)
FY 2016
FY 2024
Appropriation: $22,412,000
Number of NCC Awards: 39
Average continuation award: $574, 666
FY 2023
Appropriation: $22,300,000
Number of NCC Awards: 39
Average continuation award: $571,794
FY 2022
Appropriation: $17,708,000
Number of new awards: 39
Average continuation award: $454,051
FY 2021
Appropriation: $14,218,000
Number of new awards: 39
Average continuation award: $364,564
FY 2020
Appropriation: $13,197,000
Number of new awards: 10
Average continuation award: $1,319,700
FY 2019
Appropriation: $11,475,000
Number of new awards: 10
Average continuation award: $1,147,500
FY 2018
Appropriation: $11,361,000
Number of new awards: 10
Average continuation award: $1,136,100
FY 2017
Appropriation: $9,942,000
Number of new awards: 10
Average continuation award: $994,200
FY 2016
Appropriation: $9,942,000
Number of new awards: 11
Average continuation award: $903,121
Legislation
Regulations
- Currently, there are no program-specific regulations.
- Education Department General Administrative Regulations (EDGAR) in 34 CFR parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98 and 99.
ANNUAL PERFORMANCE REPORT
Recipients of multi-year discretionary awards are required to submit an Annual Performance Report (APR) annually; the collection number is OMB 1840-0766. The annual report provides data on the status of the funded project that corresponds to the scope and objectives established in the approved application and any approved amendments. Under EDGAR §75.118, the report must provide the most current performance and financial information (including cost-share data, if applicable). ED program staff will analyze each report to ensure that the grantee has made substantial progress toward reaching the objectives included in the grantee's approved application.
Annual Performance Reports are typically due 90 days after the performance period ends; however, grantees will be notified by their ED program officer if the submission deadline changes.
Note: If you are a project director and have responsibility for completing the annual report for your institution, please be sure you are designated on the official grant award notification and your e-mail and telephone number are listed correctly in the G5 database.
FINAL PERFORMANCE REPORT
All recipients, in accordance with EDGAR §75.590, are required to submit a final performance report. ED Program Staff will review the final performance report and determine whether the grantee achieved the scope and objectives of the grant. The program staff will also determine if all applicable administrative actions and financial obligations have been completed by grantee.
Final Performance Reports are typically due 90 days after the performance period ends (September 30th); however, grantees will be notified by their ED program officer if the submission deadline changes.
OPE Programs
- Title III Part A, Strengthening Institutions Program
- Title V, Developing Hispanic-Serving Institutions Program
- Title III Part E, Minority Science and Engineering Improvement Program
- Master's Degree Programs at Predominately Black Institutions
- Master's Degree Programs at Historically Black Colleges and Universities
- Federal TRIO Programs
- GEAR UP
- Child Care Access Means Parents In School Program
- International and Foreign Language Education Service
- Historically Black College and University Capital Financing Program
Organizations
DisclaimerOther Resources
Key Staff
Division Director: Vicki Robinson, Ed.D., 202-453-7907
Program Lead: Shakir Davy, 202-453-7792
Program Co-Lead: Bernadette Miles, MBA, (202) 453-7892
Mailing Address:
U.S. Department of Education, OPE
Higher Education Programs, Institutional Service
Predominantly Black Institutions Program - Formula Grants
400 Maryland Avenue, S.W.
Mail Stop: LBJ-HEP-2C206
Washington, DC 20202
 | Select a link below to jump to the relevant page section. |
- Where can I get general guidance and resource material about this program and the grantmaking process?
- What changes am I able to make to my project and/or budget without prior ED approval?
- When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
- I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
- What is a Legislatively Allowable Activity (LAA)?
- What are the guidelines for drawing down funds for upcoming costs?
- Must our institution conduct an audit of our project every year?
- What is the matching funds requirement for endowments? When must the matching funds be raised?
- What kinds of records do I need to keep?
- Whom do I contact if I have a problem with the G5 system?
- Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
- Where can I find the most recent edition of EDGAR?
- Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
1. Where can I get general guidance and resource material about this program and the grantmaking process?
The questions and answers presented here are provided as a resource to our grantees, but are not intended to replace communication with your Department of Education (ED) program officer. Please continue to contact your program officer with specific questions about your grant awards.
Project directors and/or other grant personnel who are new to the grantmaking process should review the Grantmaking at ED publication (http://www2.ed.gov/fund/grant/about/grantmaking/index.html), which is a non-technical summary of ED's discretionary grants process (application, review, award, administration, grant closeout, and audit) and the laws and regulations that govern the process.
In addition, online grants management training and resources for project directors are available at: http://e-grants.ed.gov/training/GMT0101000.htm.
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2. What changes am I able to make to my project and/or budget without prior ED approval?
Grantees are allowed a certain degree of flexibility to make post-award changes and budget revisions without prior approval. Section 74 of the Education Department General Administrative Regulations (EDGAR) generally permits grantees to undertake the following administrative actions without seeking approval from their program office. Usually the program office requires the grantee to provide a notification of the change, including supporting justification:
- Obligate funds for up to 90 days before the start date of the grant's performance period (EDGAR 74.25(e)(1))
- Extend the project period one time at the end of the grant for a period of up to 12 months (EDGAR 74.25(e)(2))
- Carry funds over from one budget period to the next (EDGAR 74.25(e)(3))
- Transfer funds among budget line items (EDGAR 74.25(f))
If the change you wish to make is beyond these allowable administrative actions, you must contact ED for prior approval. Grantees are urged to review the sections in EDGAR relating to the type of change they wish to make.
TOP
3. When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
Proposed project and/or budget changes must be submitted in writing to your ED Program Officer. The proposal should include the following documents:
- Cover Letter providing overview of proposed changes and why they are necessary to the success of the project
- Revised Activity Narrative (if applicable)
- Revised Budget Summary (if applicable)
- Revised Individual Activity Budget Form (if applicable)
- Revised Activity Objectives and Anticipated Results (if applicable)
- Revised Implementation Strategy/Timetable Form (if applicable)
- Curriculum Vitae or Resume of New Project Director and/or Activity Director (if applicable)
Upon receipt of the written request, the program staff may contact grantees directly for clarification or additional information as needed.
All submitted requests for programmatic and/or budget changes are evaluated on a case-by-case basis. The decision to approve or disapprove a request is based on requirements imposed by applicable Federal statutes, including the General Education Provisions Act (GEPA), program legislation and regulations, EDGAR, and OMB circulars. All resulting costs and activities related to approved changes must be allowable. No official may authorize any administrative actions that conflict with any applicable Federal statute, program legislation or regulation, EDGAR, grant conditions; or permit changes that would alter the scope or objectives of a competitive discretionary grant.
TOP
4. I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
Section 74.25(e)(3) of EDGAR states that, "(e) Except for requirements listed in paragraphs (c)(1) and (c)(4) of this section, the Secretary may waive cost-related and administrative prior written approvals required by this part and OMB Circulars A-21 and A-122. These waivers may authorize recipients to do any one or more of the following: (3) Carry forward unobligated balances to subsequent funding years." Based on this regulation, you may carry-over funds however they can only be spent on approved activities listed in your application or other legislatively allowable activities.
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5. What is a Legislatively Allowable Activity (LAA)?
The legislatively allowable activities the PBI programs are listed in the Section 318 of the Higher Education Opportunity Act (HEOA) as amended, as well as OMB Circular A-21. If you are uncertain whether proposed activity is legislatively allowable or not you should always contact your assigned Program Officer to inquire. They will issue a written response with a determination.
TOP
6. What are the guidelines for drawing down funds for upcoming costs?
You are urged to read 74.22 of EDGAR to learn more about Federal requirements related to grant payments. For any cash that you draw from your Department of Education grant account, you must:
- Draw down only as much cash as is necessary to meet the immediate needs of the grant project
- Keep to the minimum the time between drawing down the funds and paying them out for grant activities
- Return to the Government the interest earned on grant funds deposited in interest-bearing bank accounts (except for a small amount of interest earned each year that your entity is allowed to keep to reimburse itself for administrative expenses).
In order to meet these requirements, you are urged to:
- Take into account the need to coordinate the timing of drawdowns with prior internal clearances (e.g., by boards, directors, or other officials) when projecting immediate cash needs so that funds drawndown from ED do not stay in a bank account for extended periods of time while waiting for approval
- Monitor the fiscal activity (drawdowns and payments) under your grant on a continuous basis
- Plan carefully for cash flow in your grant project during the budget period and review project cash requirements before each drawdown
- Pay out grant funds for project activities as soon as it is practical to do so after receiving cash from the Department
Keep in mind that the Department monitors cash drawdown activity for all grants on a weekly basis. Department staff will contact grantees who appear to have drawn down excessive amounts of cash under one or more grants during the fiscal quarter to discuss the particular situation. Grantees that fail to follow Federal cash management requirements may be designated as high-risk, which may affect future funding.
TOP
7. Must our institution conduct an audit of our project every year?
Grantees that spend $500,000 or more in combined Federal funds (regardless of agency) during fiscal years ending after December 31, 2003, or $300,000 or more in Federal funds during fiscal years ended on December 31, 2003 or earlier, are required to have an annual institutional audit. Generally, these audits, referred to as "A-133 audits" or "single audits," review expenditures of Federal funds across an entire organization instead of specific costs of individual grants. These audits must be conducted in accordance with "Standards for the Audit of Governmental Organizations, Programs, Activities and Functions," published by the Comptroller General of the Government Accountability Office (GAO). Independent Non-Federal auditors selected by the grantee may perform these audits. Grantees that fail to meet the A-133 audit requirement may be designated as high-risk, which may affect future funding.
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8. What is the matching funds requirement for endowments? When must the matching funds be raised?
According to the Higher Education Opportunity Act (HEOA) as amended, grant funds used for endowments must be matched in equal or greater amounts with funds from non-Federal sources. In addition, no more than 20 percent of an annual grant award can be used to establish or increase an endowment fund at the institution.
If a grantee institution decides to use any of its grant funds for endowment purposes, it must match those grant funds immediately with non-Federal funds when it places those funds into its endowment fund.
TOP
9. What kinds of records do I need to keep?
You must keep records regarding the use of grant funds, compliance with program requirements, and the date the project used to demonstrate the effectiveness of the project in meeting the grant's objectives. Keep your copy of the approved application. The financial records must show the amount and source of all funds spent on the grant, including any matching funds that were promised in the approved application. The records must document how all federal and matching funds were used. You must also keep records that document other types of information you provided the Department in your annual or final reports, such as records of program participants and the source data used to report on performance measures.
If you purchase equipment with grant funds, you must maintain inventory records until the equipment is no longer needed to meet the project objectives, and then you should request disposition instructions from the Department. Keep copies of all correspondence with the Department regarding the project; GEPA (20 U.S.C. 31) and EDGAR regulations (34 CFR 75.730-732) provide specific requirements for record retention. You may need these records to demonstrate to program monitors or auditors that all expenditures and activities you conducted with the grant were allowable and accurately reported.
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10. Whom do I contact if I have a problem with the G5 system?
Help with G5 is available through e-mail or by calling the G5 hotline.
Hours of Operation: 8:00 a.m. to 6:00 p.m., Monday-Friday, EST
Toll Free: (888) 336-8930
TTY: (866) 697-2696
Local: (202) 401-6238
E-mail: edcaps.user@ed.gov
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11. Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
The Code of Federal Regulations (CFR) can be accessed at www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR.
Hard copies of the CFR are often available in the reference section of major libraries. For information about purchasing the CFR, go to the GPO online bookstore at http://bookstore.gpo.gov or call the Superintendent of Documents at (202) 512-1800 or toll free at (866) 512-1800.
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12. Where can I find the most recent edition of EDGAR?
A PDF version of EDGAR is available for download and printing at http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html.
The most recent regulations that comprise EDGAR can also be found in the Code of Federal Regulations. Please note that EDGAR comprises only Parts 74-99.
TOP
13. Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
Electronic versions of ED Grant Application and other Forms are available at http://www2.ed.gov/fund/grant/apply/appforms/appforms.html.
Program Office: Institutional Service
CFDA Number: 84.031P
Program Type: Formula Grants
Also Known As: Title III, Part A, Section 318
Program Description
The purpose of the Predominantly Black Institutions (PBI) Program is to strengthen eligible institutions to plan, develop, undertake and implement programs to enhance the institution's capacity to serve more low- and middle-income Black American students; to expand higher education opportunities for eligible students by encouraging college preparation and student persistence in secondary school and postsecondary education; and to strengthen the financial ability of the institution to serve the academic needs of these students.
Types of Projects
Institutions may use federal funds for activities that include:
- Academic instruction in disciplines in which Black Americans are underrepresented;
- Establishing or enhancing a program of teacher education designed to qualify students to teach in a public elementary school or secondary school in the state that shall include, as part of such program, preparation for teacher certification or licensure;
- Establishing community outreach programs that will encourage elementary school and secondary school students to develop the academic skills and the interest to pursue postsecondary education;
- Purchase, rental, or lease of scientific or laboratory equipment for educational purposes, including instructional and research purposes;
- Construction, maintenance, renovation, and improvement in classrooms, libraries, laboratories, and other instructional facilities, including the integration of computer technology into institutional facilities to create smart buildings;
- Support of faculty exchanges, faculty development, and faculty fellowships to assist in attaining advanced degrees in the field of instruction of the faculty;
- Development and improvement of academic programs;
- Purchase of library books, periodicals, and other educational materials, including telecommunications program material;
- Tutoring, counseling, and student service programs designed to improve academic success, including innovative, customized, instruction courses designed to help retain students and move the students rapidly into core courses and through program completion, which may include remedial education and English language instruction;
- Education or counseling services designed to improve the financial literacy and economic literacy of students or the students' families;
- Funds management, administrative management, and acquisition of equipment for use in strengthening funds management;
- Joint use of facilities, such as laboratories and libraries;
- Establishing or improving an endowment fund; and
- Creating or improving facilities for Internet or other distance learning technologies, including purchase or rental of telecommunications technology equipment or services.
Program Map of Participating Institutions -- This map shows the eligible institutions that have applied for and been awarded formula grants under this program by the Institutional Service (IS), U.S. Department of Education. Grants were awarded in FY 2010 for a one year period.
Who May Apply: Institutions of Higher Education (IHEs) that meet certain eligibility requirements
IHEs must meet both basic and program-specific eligibility requirements. All IHEs seeking funding under the PBI program must apply for Designation as an Eligible Institution for Title III and Title V Programs.
Refer to the Tips and Assistance section on the Eligibility page to find more information, the latest webinar schedule, and/or presentations regarding eligibility.
Additional eligibility requirements include:
- Have an enrollment of needy students as defined by Title III, Part F, Section 371 of the HEA.
- Have an average educational and general expenditure which is low, per full-time equivalent undergraduate student in comparison with the average educational and general expenditure per full-time equivalent undergraduate student of institutions of higher education that offer similar instruction, except that the Secretary may apply the waiver requirements described in Section 392(b) to this subparagraph in the same manner as the Secretary applies the waiver requirements to Section 312(b)(1)(B);
- Have an enrollment of undergraduate students—
- that is at least 40 percent Black American students;
- that is at least 1,000 undergraduate students;
- of which not less than 50 percent of the undergraduate students enrolled at the institution are low-income individuals or first-generation college students (as that term is defined in Section 402A(g)); and
- of which not less than 50 percent of the undergraduate students are enrolled in an educational program leading to a bachelor's or associate's degree that the institution is licensed to award by the State in which the institution is located;
- Is legally authorized to provide, and provides within the State, an educational program within the State, an educational program for which the institution of higher education awards a bachelor's degree, or in the case of a junior or community college, an associate's degree;
- Is accredited by a nationally recognized accrediting agency or association determined by the Secretary to be a reliable authority as to the quality of training offered, or is, according to such an agency or association making reasonable progress toward accreditation; and
- Is not receiving assistance under Part B of Title III.
Lists of Eligible Institutions by Fiscal Year
Eligibility
There are three application processes for funding under this program:
- Designation as an Eligible Institution for Title III and Title V Programs
- Phase 1. Eligibility and Formula Data
- Phase 2. Project Plan, Standard Forms, Certifications and Surveys
FY 2016 Application for Eligibility
You must be designated an eligible institution before applying for funding under this program. The latest application to request designation as an eligible institution and to request a waiver of the non-federal cost share requirement is available. Please note the closing date(s) and refer to the Federal Register Notice. Deadline: January 8, 2016.
Phase 1. Program-Specific Eligibility and Formula Data
Part I of the application is the submission of information required for the Department to determine whether or not an institution qualifies as a PBI, and to calculate how much funding a PBI will receive, based on the formula established in the program legislation. The information will be submitted on a form that must be submitted electronically as an e-mail attachment to pbiprogram@ed.gov by 04:30:00 p.m. Washington, DC time, on the deadline date. In order to calculate how much all grantee institutions will receive, it is essential that Part I of the application, the Formula Data, be submitted on time. No calculations can be made unless and until all PBIs have submitted the required information in full. Once determinations have been made, institutions will be informed whether or not they qualify as a PBI and how much they will be receiving. Applicants are strongly encouraged not to wait for this notification before beginning Part II of the application.
Phase 2. Project Plan, Standard Forms, Certifications and Surveys
In Phase 2, Parts II and III of the application will be submitted after the institution is informed by the Department how much funding it will receive based on the data submitted by the institution in Part I. Part II includes the budget, budget narrative, and a project narrative of no more than 50 pages describing the project activities, the goals and objectives of the project, and an evaluation plan including performance measures. Part III of the application includes the standard forms, certifications and surveys. More guidance regarding the Project Plan can be found in the application.
Timeline
Last Competition: FY 2021
Deadline for Transmittal of Phase 1 Formula Data: July 21, 2021
Deadline for Transmittal of Phase 2 Project Plan: September 3, 2021
Federal Register Notice
- Notice Inviting Applications for New Awards for 2021: N/A
Current Application
The FY 2021 grant competition is closed. The application package and forms here should be used for reference only. PDF (852K)
Tips and Assistance
Two FY 2021 pre-application technical assistance webinars were held on May 17, 2021 and May 19, 2021.
Application Contact
Bernadette Miles, (202) 453-7892, bernadette.miles@ed.gov
Mailing Address:
U.S. Department of Education, OPE
Higher Education Programs, Institutional Service
Predominantly Black Institutions Program - Formula Grants
400 Maryland Avenue, S.W.
Mail Stop LBJ 4-4C140
Washington, DC 20202
Program E-mail: pbiprogram@ed.gov
Program Map of Participating Institutions
FY 2024
- Grant Awards: PDF (21K)
FY 2023
- Grant Awards: MS Word (15K)
FY 2022
- Grant Awards: MS Word (16K)
FY 2021
- Grant Awards: PDF (105K)
FY 2020
- Grant Awards: MS Word (14K)
FY 2019
- Grant Awards: MS Word (14K)
FY 2018
- Grant Awards: MS Word (16K)
FY 2017
- Grant Awards: MS Word (16K)
FY 2016
FY 2024
Appropriation: $22,412,000
Number of NCC Awards: 39
Average continuation award: $574, 666
FY 2023
Appropriation: $22,300,000
Number of NCC Awards: 39
Average continuation award: $571,794
FY 2022
Appropriation: $17,708,000
Number of new awards: 39
Average continuation award: $454,051
FY 2021
Appropriation: $14,218,000
Number of new awards: 39
Average continuation award: $364,564
FY 2020
Appropriation: $13,197,000
Number of new awards: 10
Average continuation award: $1,319,700
FY 2019
Appropriation: $11,475,000
Number of new awards: 10
Average continuation award: $1,147,500
FY 2018
Appropriation: $11,361,000
Number of new awards: 10
Average continuation award: $1,136,100
FY 2017
Appropriation: $9,942,000
Number of new awards: 10
Average continuation award: $994,200
FY 2016
Appropriation: $9,942,000
Number of new awards: 11
Average continuation award: $903,121
Legislation
Regulations
- Currently, there are no program-specific regulations.
- Education Department General Administrative Regulations (EDGAR) in 34 CFR parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98 and 99.
ANNUAL PERFORMANCE REPORT
Recipients of multi-year discretionary awards are required to submit an Annual Performance Report (APR) annually; the collection number is OMB 1840-0766. The annual report provides data on the status of the funded project that corresponds to the scope and objectives established in the approved application and any approved amendments. Under EDGAR §75.118, the report must provide the most current performance and financial information (including cost-share data, if applicable). ED program staff will analyze each report to ensure that the grantee has made substantial progress toward reaching the objectives included in the grantee's approved application.
Annual Performance Reports are typically due 90 days after the performance period ends; however, grantees will be notified by their ED program officer if the submission deadline changes.
Note: If you are a project director and have responsibility for completing the annual report for your institution, please be sure you are designated on the official grant award notification and your e-mail and telephone number are listed correctly in the G5 database.
FINAL PERFORMANCE REPORT
All recipients, in accordance with EDGAR §75.590, are required to submit a final performance report. ED Program Staff will review the final performance report and determine whether the grantee achieved the scope and objectives of the grant. The program staff will also determine if all applicable administrative actions and financial obligations have been completed by grantee.
Final Performance Reports are typically due 90 days after the performance period ends (September 30th); however, grantees will be notified by their ED program officer if the submission deadline changes.
OPE Programs
- Title III Part A, Strengthening Institutions Program
- Title V, Developing Hispanic-Serving Institutions Program
- Title III Part E, Minority Science and Engineering Improvement Program
- Master's Degree Programs at Predominately Black Institutions
- Master's Degree Programs at Historically Black Colleges and Universities
- Federal TRIO Programs
- GEAR UP
- Child Care Access Means Parents In School Program
- International and Foreign Language Education Service
- Historically Black College and University Capital Financing Program
Organizations
Other Resources
Key Staff
Division Director: Vicki Robinson, Ed.D., 202-453-7907
Program Lead: Shakir Davy, 202-453-7792
Program Co-Lead: Bernadette Miles, MBA, (202) 453-7892
Mailing Address:
U.S. Department of Education, OPE
Higher Education Programs, Institutional Service
Predominantly Black Institutions Program - Formula Grants
400 Maryland Avenue, S.W.
Mail Stop: LBJ-HEP-2C206
Washington, DC 20202
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- Where can I get general guidance and resource material about this program and the grantmaking process?
- What changes am I able to make to my project and/or budget without prior ED approval?
- When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
- I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
- What is a Legislatively Allowable Activity (LAA)?
- What are the guidelines for drawing down funds for upcoming costs?
- Must our institution conduct an audit of our project every year?
- What is the matching funds requirement for endowments? When must the matching funds be raised?
- What kinds of records do I need to keep?
- Whom do I contact if I have a problem with the G5 system?
- Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
- Where can I find the most recent edition of EDGAR?
- Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
1. Where can I get general guidance and resource material about this program and the grantmaking process?
The questions and answers presented here are provided as a resource to our grantees, but are not intended to replace communication with your Department of Education (ED) program officer. Please continue to contact your program officer with specific questions about your grant awards.
Project directors and/or other grant personnel who are new to the grantmaking process should review the Grantmaking at ED publication (http://www2.ed.gov/fund/grant/about/grantmaking/index.html), which is a non-technical summary of ED's discretionary grants process (application, review, award, administration, grant closeout, and audit) and the laws and regulations that govern the process.
In addition, online grants management training and resources for project directors are available at: http://e-grants.ed.gov/training/GMT0101000.htm.
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2. What changes am I able to make to my project and/or budget without prior ED approval?
Grantees are allowed a certain degree of flexibility to make post-award changes and budget revisions without prior approval. Section 74 of the Education Department General Administrative Regulations (EDGAR) generally permits grantees to undertake the following administrative actions without seeking approval from their program office. Usually the program office requires the grantee to provide a notification of the change, including supporting justification:
- Obligate funds for up to 90 days before the start date of the grant's performance period (EDGAR 74.25(e)(1))
- Extend the project period one time at the end of the grant for a period of up to 12 months (EDGAR 74.25(e)(2))
- Carry funds over from one budget period to the next (EDGAR 74.25(e)(3))
- Transfer funds among budget line items (EDGAR 74.25(f))
If the change you wish to make is beyond these allowable administrative actions, you must contact ED for prior approval. Grantees are urged to review the sections in EDGAR relating to the type of change they wish to make.
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3. When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
Proposed project and/or budget changes must be submitted in writing to your ED Program Officer. The proposal should include the following documents:
- Cover Letter providing overview of proposed changes and why they are necessary to the success of the project
- Revised Activity Narrative (if applicable)
- Revised Budget Summary (if applicable)
- Revised Individual Activity Budget Form (if applicable)
- Revised Activity Objectives and Anticipated Results (if applicable)
- Revised Implementation Strategy/Timetable Form (if applicable)
- Curriculum Vitae or Resume of New Project Director and/or Activity Director (if applicable)
Upon receipt of the written request, the program staff may contact grantees directly for clarification or additional information as needed.
All submitted requests for programmatic and/or budget changes are evaluated on a case-by-case basis. The decision to approve or disapprove a request is based on requirements imposed by applicable Federal statutes, including the General Education Provisions Act (GEPA), program legislation and regulations, EDGAR, and OMB circulars. All resulting costs and activities related to approved changes must be allowable. No official may authorize any administrative actions that conflict with any applicable Federal statute, program legislation or regulation, EDGAR, grant conditions; or permit changes that would alter the scope or objectives of a competitive discretionary grant.
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4. I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
Section 74.25(e)(3) of EDGAR states that, "(e) Except for requirements listed in paragraphs (c)(1) and (c)(4) of this section, the Secretary may waive cost-related and administrative prior written approvals required by this part and OMB Circulars A-21 and A-122. These waivers may authorize recipients to do any one or more of the following: (3) Carry forward unobligated balances to subsequent funding years." Based on this regulation, you may carry-over funds however they can only be spent on approved activities listed in your application or other legislatively allowable activities.
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5. What is a Legislatively Allowable Activity (LAA)?
The legislatively allowable activities the PBI programs are listed in the Section 318 of the Higher Education Opportunity Act (HEOA) as amended, as well as OMB Circular A-21. If you are uncertain whether proposed activity is legislatively allowable or not you should always contact your assigned Program Officer to inquire. They will issue a written response with a determination.
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6. What are the guidelines for drawing down funds for upcoming costs?
You are urged to read 74.22 of EDGAR to learn more about Federal requirements related to grant payments. For any cash that you draw from your Department of Education grant account, you must:
- Draw down only as much cash as is necessary to meet the immediate needs of the grant project
- Keep to the minimum the time between drawing down the funds and paying them out for grant activities
- Return to the Government the interest earned on grant funds deposited in interest-bearing bank accounts (except for a small amount of interest earned each year that your entity is allowed to keep to reimburse itself for administrative expenses).
In order to meet these requirements, you are urged to:
- Take into account the need to coordinate the timing of drawdowns with prior internal clearances (e.g., by boards, directors, or other officials) when projecting immediate cash needs so that funds drawndown from ED do not stay in a bank account for extended periods of time while waiting for approval
- Monitor the fiscal activity (drawdowns and payments) under your grant on a continuous basis
- Plan carefully for cash flow in your grant project during the budget period and review project cash requirements before each drawdown
- Pay out grant funds for project activities as soon as it is practical to do so after receiving cash from the Department
Keep in mind that the Department monitors cash drawdown activity for all grants on a weekly basis. Department staff will contact grantees who appear to have drawn down excessive amounts of cash under one or more grants during the fiscal quarter to discuss the particular situation. Grantees that fail to follow Federal cash management requirements may be designated as high-risk, which may affect future funding.
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7. Must our institution conduct an audit of our project every year?
Grantees that spend $500,000 or more in combined Federal funds (regardless of agency) during fiscal years ending after December 31, 2003, or $300,000 or more in Federal funds during fiscal years ended on December 31, 2003 or earlier, are required to have an annual institutional audit. Generally, these audits, referred to as "A-133 audits" or "single audits," review expenditures of Federal funds across an entire organization instead of specific costs of individual grants. These audits must be conducted in accordance with "Standards for the Audit of Governmental Organizations, Programs, Activities and Functions," published by the Comptroller General of the Government Accountability Office (GAO). Independent Non-Federal auditors selected by the grantee may perform these audits. Grantees that fail to meet the A-133 audit requirement may be designated as high-risk, which may affect future funding.
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8. What is the matching funds requirement for endowments? When must the matching funds be raised?
According to the Higher Education Opportunity Act (HEOA) as amended, grant funds used for endowments must be matched in equal or greater amounts with funds from non-Federal sources. In addition, no more than 20 percent of an annual grant award can be used to establish or increase an endowment fund at the institution.
If a grantee institution decides to use any of its grant funds for endowment purposes, it must match those grant funds immediately with non-Federal funds when it places those funds into its endowment fund.
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9. What kinds of records do I need to keep?
You must keep records regarding the use of grant funds, compliance with program requirements, and the date the project used to demonstrate the effectiveness of the project in meeting the grant's objectives. Keep your copy of the approved application. The financial records must show the amount and source of all funds spent on the grant, including any matching funds that were promised in the approved application. The records must document how all federal and matching funds were used. You must also keep records that document other types of information you provided the Department in your annual or final reports, such as records of program participants and the source data used to report on performance measures.
If you purchase equipment with grant funds, you must maintain inventory records until the equipment is no longer needed to meet the project objectives, and then you should request disposition instructions from the Department. Keep copies of all correspondence with the Department regarding the project; GEPA (20 U.S.C. 31) and EDGAR regulations (34 CFR 75.730-732) provide specific requirements for record retention. You may need these records to demonstrate to program monitors or auditors that all expenditures and activities you conducted with the grant were allowable and accurately reported.
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10. Whom do I contact if I have a problem with the G5 system?
Help with G5 is available through e-mail or by calling the G5 hotline.
Hours of Operation: 8:00 a.m. to 6:00 p.m., Monday-Friday, EST
Toll Free: (888) 336-8930
TTY: (866) 697-2696
Local: (202) 401-6238
E-mail: edcaps.user@ed.gov
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11. Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
The Code of Federal Regulations (CFR) can be accessed at www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR.
Hard copies of the CFR are often available in the reference section of major libraries. For information about purchasing the CFR, go to the GPO online bookstore at http://bookstore.gpo.gov or call the Superintendent of Documents at (202) 512-1800 or toll free at (866) 512-1800.
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12. Where can I find the most recent edition of EDGAR?
A PDF version of EDGAR is available for download and printing at http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html.
The most recent regulations that comprise EDGAR can also be found in the Code of Federal Regulations. Please note that EDGAR comprises only Parts 74-99.
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13. Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
Electronic versions of ED Grant Application and other Forms are available at http://www2.ed.gov/fund/grant/apply/appforms/appforms.html.