University of Puerto Rico, Cayey

 

DII 2005-06 Institutional Grant Application

 

 

Timeline for Grant Application

 

  1. 1/24/05 – Ruth Reinhardt sent email to independents with grant application attached.  Sent to Ismael Ramos at 2395@prtc.net.  Email address came from membership database.

 

  1. 2/15/05 – Barb Rhodes sent reminder email to 2395@prtc.net.  No “undeliverable message” was received.

 

  1. 2/22/05 – Barb sent an “extended deadline” email as last notification to outstanding independent institutions.  Sent again to 2395@prtc.net.  No “undeliverable message” was received.

 

At this point, no additional reminder emails were sent.

 

 

Timeline for Annual Report

 

  1. 5/13/05 – Barb sent emails to the CEO’s of the independent institutions that received funds for 2004-05.  Email sent to Dr. Aragunde at raragunde@cayey.upr.edu.  No “undeliverable message” was received.

 

  1. 6/6/05 – Received a fax from Ismael Ramos, compliance coordinator, requesting another copy of the DII Annual Report.

 

  1. 6/7/05 – Sent email with attached annual report to Ismael.

 

  1. 7/7/05 – Sent reminder email to Ismael requesting the completed form.

 

  1. Enlisted Marilyn Segarra’s help as translator in several phone calls to UPR.  Found an English-speaking person, Luis Aguilau, Director of Athletics.  Indicated to him the importance of returning the annual report as soon as possible.

 

  1. 7/14 to 7/24/05 – Barb was on vacation.

 

  1. 7/25/05 – Barb sent email to Luis acknowledging receipt of annual report via fax and to indicate the form was incomplete with its answers.  Also, there were unused funds that needed to be returned or deducted from their next year’s grant money.  At that point, it was realized that a grant application was never returned for 2005-06.
  1. Based on conversations with Luis regarding the change in president’s, Ismael gone on vacation, and Luis being with the university in the AD position for only six months, it was agreed that they could submit their grant application late with the understanding the committee may or may not approve it.

 

  1. 8/4/05 – The corrections to the annual report and the grant application were received.  There was a delay due to the translation from Spanish to English.  Also, there was a picket line Luis had to cross over in order to finish these reports.  Students were protesting the rise in tuition costs.  The president did not cross the picket line, so there was a delay in getting his signature.  Ismael Ramos, the compliance coordinator had gone on vacation and did not return to work.  Luis indicated he was missing.

 

  1. 9/7/05 Update – Luis called to inform us there is a new compliance coordinator, Carlos Sanchez.  Ismael did return from vacation, but is in another position with the university.

 

  1. 9/13/05 Update – Carlos Sanchez called asking for assistance to update the university’s sports sponsorship form and demographics information as requested from membership services.  I directed Carlos to the correct site and walked him through the process of entering and updating information.  In reviewing their personnel information form, Ismael Ramos’s (previous compliance coordinator) email address was listed as 3295@prtc.net which explains why our attempts at emailing requests to the school were not responded to.  Our database lists the address as 2395@prtc.net as indicated in numbers 1, 2, and 3 above.