Key Personnel Approval

R.O.A.D. to Success

An acronym is presented: R. O. A. D. R: Request Personnel designation. O: Obtain Approval. A: Access information technology systems. D: Determine next steps through Strategic Planning.American Indian Vocational Rehabilitation Service (AIVRS) Projects Directors and VR Counselors are considered key personnel and must obtain proper approval from the Rehabilitation Services Administration (RSA).

Current AIVRS Programs have an assigned tribal Authorized Organizational Representative (AOR) who is the individual identified on the U.S. Department of Education Grant Award Notification (GAN) in block 5. It is imperative newly hired Program Directors immediately initiate the process to become an approved key personnel by RSA.

This guide will provide AIVRS Directors with a step-by-step process on how to navigate the tribal process, RSA process, to ensure Directors gain authorized access to the information management and reporting systems and allow for communication to begin with the assigned Project Officer.

This is the first step towards ensuring effective grant management and administration for the AIVRS Program.

“In accordance with 2 CFR 200.308(C)(2) changes to key personnel identified in block 5 of the Grant Award Notification must receive prior approval from RSA.” This makes it the responsibility of each grantee to communicate with RSA on any changes in key personnel. All AIVRS grantees are required to obtain prior approval from The AIVRS assigned Project Officer to make changes in key personnel.”

Key Personnel Request:

Tribal Authorization

A Directors first task is to request a Letter of Designation from the Tribe, Tribal Council, or the Approved Organizational Representative (AOR).

The purpose of this letter is to inform the RSA assigned Project Officer a new Director has been hired and the Tribe has designated this individual as the AIVRS Project Director. The letter also states the individual is authorized to release and obtain any and all information and communications pertaining to the grant.

A request to allow this person to access Department of Education management information systems (MIS & G5) for reporting purposes should be made.

Each tribe’s process will differ so it is helpful to inquire into the proper tribal procedures to submit and obtain the Letter of Designation.

It is often helpful to provide a sample letter to the AOR which can help expedite the process and avoid delays. This process may take time but it is an essential step.

Next, provide a copy of your resume and the Tribal Letter of Designation to RSA by email, fax, or mail.

Communicating with The Assigned Project Officer

The assigned Project Officer is the Director’s point of contact at RSA. The Project Officer is responsible for oversight of the AIVRS grant to ensure program compliance and monitor program administration.
To obtain approval, a request to the Project Officer must be submitted.

This request will include:

An email, letter, or fax requesting the new Program Director be designated as Key Personnel.

Attach the Tribal Letter of Designation and resume and email/fax the documents to the Project Officer.
The assigned Project Officer will contact the new Program Director with a determination either approving, conditionally approving, or denying the Director request for key personnel approval.

AIVRS Data Management

It is important for the AIVRS Programs to have a method in which data is collected, managed, analyzed and outcome and performance measures can be reported.

Programs can purchase data management and case management software program if this cost was approved in their grant application. Some AIVRS programs have created an internal program to manage their data and other AIVRS program use non-computerized methods to manage data.

The most important aspect for AIVRS programs is to have specific methods for data management to meet RSA reporting requirements.


Gain: Access Program Data. Review: Review current and Past APR Reports. Knowledge: Understand Program Reporting Elements. Reporting: Access & Submit E-Reports to RSA.

Accessing Information Technology Systems

Why Is This Important?

Gaining access to the MIS and G5 Management Information Systems will provide the Director with specific programmatic data and allow the Director the capability to submit required RSA reports.

A Director can log into the MIS system and review previously submitted Annual Reports submitted that AIVRS Program. Familiarizing oneself with the reporting measures and reviewing the program data will provide a wealth of information regarding the AIVRS program.

Once RSA updates the MIS System with the new Directors information, the Director can create a username and password and access the MIS System. The website is where the Director can log into the system and be able to submit electronic reports such as the 6-month Performance Report for newly funded grants, Annual Performance Report, Final Performance Report and the G5 Status Progress Report Form also do at the completion of the 5-year project ends.

Tools Within this AIVRS Toolkit

Tribal Letter of designation sample:

This sample letter can be downloaded and adapted to meet the AIVRS Program needs. This letter informs the RSA assigned Project Officer that a new Director has been hired and the Tribe has designated this individual as the AIVRS Project Director.

RSA Request for authorization sample:

This sample letter can be downloaded and used to help develop the request to RSA. The RSA Request for Authorization is a request letter to ensure Directors gain authorized access to the information management and reporting systems and allow for communication to begin with the assigned Project Officer.


The contents of this Toolkit were developed under a grant from the Department of Education. However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e – 3 and 3474)