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D. Staff Designations and Responsibilities

Grantees must identify staff serving in the roles outlined below. In most cases, a single individual may be assigned multiple roles (note the comment about authorized representatives).

Program Director/Primary Point of Contact

  • Serves as the main point of contact between the grantee and AEI and is included on all communications.
  • Implements the grantee’s AEFLA proposal and complies with grant requirements. This includes ensuring attendance at the AEI annual director’s meeting and meeting reporting, monitoring and other deadlines determined by AEI.

Authorized Representative

  • The “Authorized Representative” signs the assurances form and has fiscal oversight of grants in the organization. This person has been delegated this responsibility by the individual who governs the overall organization/agency.
  • If there are unforeseen staffing or financial changes it is ultimately the authorized representative’s responsibility to carry out the activities required in the grant.

Local Assessment Coordinator

  • Ensures requirements in the Assessment Policy (PDF) are adhered to, including maintaining Local Assessment Procedures and attending initial and refresher training.
  • Ensures assessment materials are safeguarded.

LACES System Administrator

  • Creates user accounts and serves as AEI’s main point of contact for  grantee’s data in LACES.
  • Attends training as needed.
  • Receives any communications about the data entry system.

Fiscal Contact

  • Serves as AEI’s main point of contact regarding AEFLA budgets. The fiscal contact will be included in any communication related to the AEFLA budget.

Accessible Design Coordinator

  • Coordinates with the program director to develop an Accessible Design Plan as defined in the Accessible Design Policy (PDF).
  • Ensures that learners are informed about availability of accommodations as part of their enrollment process/orientation.
  • Ensures services are fully accessible based on reasonable criteria.
  • Responds to questions and requests from learners with identified needs.
  • Reports and documents needs of learners with identified needs.
  • Collects and securely files accepted documentation from learners with identified needs.
  • Confidentially shares current information about learner disabilities with program staff, only as necessary, as supported by the Americans with Disabilities Act (ADA) and the Family Educational Rights and Privacy Act (FERPA).
  • Documents participation in annual training related to serving learners with identified needs, including the legal rights of learners with disabilities.
  • Attends AEI trainings for Accessible Design Coordinators.