U.S. DEPARTMENT OF EDUCATION Office of Indian Education. Indian Education Formula Grant Program

Transcription

1 Part I U.S. DEPARTMENT OF EDUCATION Office of Indian Education Indian Education Formula Grant Program Formula Grant Electronic Application System for Indian Education (Formula Grant EASIE 11.0) Frequently Asked Questions (FAQs) Part I

2 TABLE OF CONTENTS FOR PART I 1.0 EASIE Support and Resources EASIE Part I: General Information EASIE Part I: Application Duration EASIE Part I: Application Type EASIE Part I: Local Education Agency (LEA) EASIE Part I: LEAs\Tribe\IO\ICBO in Consortium EASIE Part I: Bureau-funded schools EASIE Part I: Tribes EASIE Part I: Indian Organization (IO) EASIE Part I: Indian Community-Based Organization (ICBO) EASIE Part I: Student Count Information EASIE Part I: Certification EASIE Part I: General Application Questions EASIE Part II: Preparations EASIE Recommended Links March 20, 2017 Page ii

3 SECTIONS AND QUESTIONS FOR PART I 1.0 EASIE Support and Resources Who do I contact when I need technical assistance with my Indian Education Formula Grant application? How do I contact the Office of Indian Education (OIE)? What is the website for the application? What website can also assist applicants through the application process? What information is in the Getting Started Document? What resources are located in the Getting Started Documents on the ESS Website? What documents are required for Part I? What is the supported and recommended browser for the EASIE? Who, in my applying entity, should be assigned to each user role? May an entity that has a contract with the LEA be the administrator for this program? Where can I get information on Title VI legislation and on Indian education in general? When will the Every Student Succeeds Act (ESSA) take effect? What is needed to do business with the Department of Education? EASIE Part I: General Information What is the general content of Part I of the application for funds under the Title VI Indian Education Formula Grant Program? What information is required in Part I of EASIE? EASIE Part I: Application Duration What is a multi-year application? What are the benefits to choosing a multi-year application? What would we need to complete the following year if we choose a multi-year application? What should we keep in mind when choosing a multi-year application? Can I choose a single-year application? Can an applicant change an application from multi-year to a single-year project or from a single-year to a multi-year project? Will the budget amount change every year? EASIE Part I: Application Type What types of entities are eligible to submit an application for an Indian Education Formula Grant? Why is it important to correctly identify my application type? EASIE Part I: Local Education Agency (LEA) What is the definition of an LEA? May an individual public school apply for a Title VI grant? In my state, it is common to have an elementary LEA and a high school LEA that serve the same neighborhood but are separate entities; the two LEAs work together extensively. May we submit a single application? May a charter school apply for a Title VI grant? May a private school apply for a Title VI grant?... 6 March 20, 2017 Page iii

4 6.0 EASIE Part I: LEAs in Consortium What is a consortium? Which entities can form a consortium? What are the requirements for an LEA consortium applicant? Who is the lead applicant in a consortium? What are the responsibilities of the lead applicant in a consortium? What happens if the lead applicant in a consortium changes from year to year? When is the consortium agreement uploaded? EASIE Part I: Bureau-funded schools What is the definition of Bureau-funded school? What are Bureau of Indian Education (BIE) schools? Why should a BIE school NOT apply as an LEA? How should Bureau-funded schools indicate their applicant type in EASIE? What if our school is planning on changing from a Bureau operated to Bureau grant and contract applicant type for the next school year? What method do Bureau-funded schools use to count their Indian students? EASIE Part I: Tribes Under what conditions are Indian tribes eligible for the Indian Education formula grant program? How does an Indian tribe prove eligibility for this program? May a tribe apply in lieu of more than one LEA? EASIE Part I: Indian Organization (IO) Under what conditions are Indian Organizations eligible for the Indian Education formula grant program? How does an Indian tribe prove eligibility for this program? May an IO apply in lieu of more than one LEA? EASIE Part I: Indian Community-Based Organization (ICBO) What is the definition of ICBO? Under what conditions are ICBOs eligible for the Indian Education formula grant program? How does an ICBO prove eligibility for this program? May an ICBO apply in lieu of more than one LEA? March 20, 2017 Page iv

5 11.0 EASIE Part I: Student Count Information What is the minimum number of Indian children the applicant entity must have enrolled to be eligible for this program? What is the count period? Do we take a student count each year? What do I need to do before submitting a valid Indian student count? How is eligibility documented for Indian students for the Title VI formula grant program? Do new applicant types need to collect ED 506 forms? What if the LEA wants to maintain the ED 506 forms they have collected? What information is required for the ED 506 form? What documentation is needed to substantiate the applicants count of Indian children to generate funds for this program? If the student s tribal membership enrollment number is not readily available, what other document(s) is accepted? May preschool/pre-kindergarten Indian children be included in the Indian student count total to generate funds for this program? Who is considered an Indian student for Title VI student count purposes? How do I assign my student count by category? How do I know the number of students in each category? For a tribe applying in lieu of an LEA, which Indian children may be counted to generate funds for this program? Is the Indian student count that I enter in EASIE Part I an actual count or an estimate of the number that will be enrolled in the LEA? How do I enter my student count information? What date can BIE-funded schools use for their Indian student count period? EASIE Part I: Certification What are the assurances for all applicants that I must be aware of in Part I before I certify? What are the assurances for tribe(s) and Indian Organization (s) applying in lieu of an LEA that I must be aware of in Part I before I certify? What are the assurances for Indian Organization(s) applying in lieu of an LEA that I must be aware of in Part I before I certify? What is the deadline for certifying Part I? May I increase or decrease my Indian student count after it has been certified? EASIE Part I: General Application Questions Where can I get a paper representation of the EASIE application? May I request an extension to the Formula Grant EASIE Part I or II deadline? May I send a partial Formula Grant EASIE application to OIE? Once all my sections are finished is there anything else I need to do? I completed and certified my application, but circumstances in my agency have changed and we are no longer able to participate. What should I do? Who do I contact for program or budget changes to my application after EASIE closes? How can I get a copy of my application after EASIE closes? March 20, 2017 Page v

6 14.0 EASIE Part II: Preparations How should I begin preparing for Part II? Are all applicants for this program required to have a parent committee? Who must be on the parent committee? When does the parent committee need to be formed, and when must the parent committee approval form be submitted? Is a needs assessment required? How do we develop the local needs assessment? EASIE Recommended Links March 20, 2017 Page vi

7 1.0 EASIE Support and Resources 1.1 Who do I contact when I need technical assistance with my Indian Education Formula Grant application? Formula Grant EASIE applicants can contact the EDFacts Partner Support Center (PSC) for technical assistance. Telephone: (1-877-HLP-EDEN) Fax: (1-888-FAX-EDEN) eden_oie@ed.gov Federal Relay Service: (Voice/TTY) / federalrelay@sprint.com Hours of operation are between 8:00 a.m.-6:00 p.m. ET, Monday through Friday, excluding federal holidays. 1.2 How do I contact the Office of Indian Education (OIE)? The following is the contact information for OIE: Website: Telephone: Fax: Indian.education@ed.gov 1.3 What is the website for the application? Formula Grant EASIE is located in the EDFacts System (ESS) website at What website can also assist applicants through the application process? The Community of Practice website was created to provide year-round, end-user support for all parts of the Indian Education Formula Grant EASIE. It includes pages for Parts I, II, and III (APR) with forms and supporting documentation, webinars and instructional videos. A calendar with upcoming due dates, an announcement section to keep users up-to-date on current issues and many other resources are also available. It is located at the following link: What information is in the Getting Started Document? The Getting Started document provides information on how to navigate the computer processes of an online application. A copy can be downloaded from the following link: What resources are located in the Getting Started Documents on the ESS Website? To find documents that will assist you through the application process, click the Getting Started button on the first screen of the online portal. The Getting Started link will direct you to the area that holds the documents that provide assistance to users. The documents available for download are: EASIE Part I Sample Document, Prior Part I Applications, Part I Frequently Asked Questions (FAQs), Getting Started Handbook, and other sample documents. 1.7 What documents are required for Part I? March 20, 2017 Page 1

8 The documents needed for Part I are as follows: Entity Type All Applicants Tribe Applying in Lieu of LEA(s) LEA Consortium Required Forms EASIE Part I Tribes Applying in Lieu of LEAs Agreement (Evidence of Eligibility) Consortium Agreement Indian Organization(s) (IO) Applying in Lieu of an LEA(s) Indian Community-Based Organization (s) (ICBO) Applying in Lieu of an LEA(s) A consortia of an IO, ICBO and/or tribe (e.g. an IO and a tribe applying in lieu of a single LEA) Indian Organization Agreement (Evidence of Eligibility) Indian Community-Based Organization Agreement (Evidence of Eligibility) Consortium Agreement and Evidence of Eligibility for the relevant applicant type Applicants must meet the deadlines for Part I to be eligible to complete Part II of the application process. 1.8 What is the supported and recommended browser for the EASIE? Internet Explorer (version 9 and 11) in Windows is the only supported and recommended browser for EDFacts Portal applications. The use of other unsupported web browsers to complete EASIE will cause unexpected results. If you are using any other browsers to access EASIE, please switch to Internet Explorer 9 or 11 in Windows only, to ensure no potential errors are introduced and your application is processed correctly. 1.9 Who, in my applying entity, should be assigned to each user role? Recommended user roles are assigned to staff that meet the following descriptions: General User(s) are able to add and edit data, preview, save and print the application. This role does not permit the user to certify/submit or to create a new version to replace what has already been submitted. This role is usually performed by support staff doing initial entry; it may be project staff or district personnel, or others including a consultant or contractor who engages in data entry only. The Managing User is able to use all applicant functions add and edit data, preview, save and print information, certify/submit information, and create a new version to replace what has previously been submitted. This person is usually the Title VI project director, or another person with comprehensive knowledge of the program and the ability to edit the application as well as certify in the absence of the designated Certifying User. This person should be a school district employee. The Certifying Official User is the person who signs the application and can legally bind the LEA applicant. If the applicant is an LEA, this is usually the school district superintendent, or his/her authorized representative, depending on your school district policies. This person should be a school district employee. If the applicant is a Tribe, IO or ICBO, the certifying official user will become the sole authority of the organization with the capability of designating, or revoking, an individual s ability to submit grant applications on behalf of their organization. This role does not permit the user to enter or edit data or to create a new version to replace what has already been submitted. March 20, 2017 Page 2

9 1.10 May an entity that has a contract with the LEA be the administrator for this program? No, the grantee remains responsible as the fiscal agent for the program and is responsible for making all administrative decisions concerning the program; the LEA cannot contract out those responsibilities. The primary contact for the program should be an official employed by the LEA; a contractor does not have the authority to make administrative or financial decisions for the entity Where can I get information on Title VI legislation and on Indian education in general? The U.S. Department of Education OIE s Web page provides other information and links to the legislation at: When will the Every Student Succeeds Act (ESSA) take effect? On December 10, 2015, President Obama signed the bipartisan Every Student Succeeds Act (ESSA), which reauthorized the Elementary and Secondary Education Act of 1965 (ESEA). The new statutory provisions for these grants under Title VI, Part A, subpart 1 of the ESEA, as amended by ESSA (formerly, Title VII), will take effect for FY 2017 grants for the school year. That means that these changes will affect the FY 2017 Indian education formula grant applications that will be due in the spring of What is needed to do business with the Department of Education? To do business with the Department of Education, you must have a Data Universal Numbering System (DUNS) number and a Taxpayer Identification Number (TIN). Both your DUNS number and TIN must be registered with the System for Award Management (SAM) (formerly the Central Contractor Registry), the Government s primary registrant database. Your DUNS number must be entered on your application during Part I. You must also maintain an active SAM registration with current information while your application is under review by the Department and, if you are awarded a grant, during the project period. You can obtain your DUNS number at no charge by calling or by completing a DUNS Number Request Form. The form can be obtained via the Internet at the following URL: EASIE Part I: General Information 2.1 What is the general content of Part I of the application for funds under the Title VI Indian Education Formula Grant Program? Part I allows you to select the duration for project objectives as either single-year or multi-year applications, select your applicant type, submit your Indian student count by category and total, and upload supporting documentation. 2.2 What information is required in Part I of EASIE? Part I provides data entry screens for applicants to enter the following: The application duration of either a single-year or multi-year application for up to 4-years. o For single-year applicants, you select your applicant type (individual LEA, consortium of LEAs, BIE schools, tribe, IO, or ICBO). o For multi-year applicants, you select to continue the multi-year cycle or to change the application cycle. Due to changes in the Elementary and Secondary Education Act of 1965 (ESEA), made by the Every Student Succeeds Act (ESSA), all applicants are March 20, 2017 Page 3

10 required to start a new application for SY Applicants will still have the option to choose to do a single year or multi-year application. The student count period, including beginning and ending dates. The count of Indian students, by category, (i.e., federally recognized, state- recognized, terminated, and organized Indian group). o For BIE applicants, the Indian student count method of either ED 506 forms or ISEP count. The count of all students, including Indian students, served by the LEA. Upload supporting documentation. Certification of your submission. The applicant entity s name and address will already be identified in the application and is listed according to how the entity registered with SAM.gov. If this information is not correct, please contact the EDFacts PSC as soon as possible to correct the information. 3.0 EASIE Part I: Application Duration Note: Due to changes in the Elementary and Secondary Education Act of 1965 (ESEA), made by the Every Student Succeeds Act (ESSA), all applicants are required to start a new application for SY Applicants will still have the option to choose to do a single year or multi-year application. 3.1 What is a multi-year application? A multi-year application allows applicants to establish project objectives and corresponding activities/services for up to four years as long as the entity submits an EASIE application each year. 3.2 What are the benefits to choosing a multi-year application? The ability to set four-year objectives will enhance grantees long-term planning, provide continuity in case of staff turnover, and enhance grantees ability to collect data on project success. Returning applicants (applicants who received an Indian Education formula grant in the previous year), will not have to re-enter information reported in Part II Sections 2 or 3, if they do not have changes to their description of coordination of services, grant project objectives or activities/services. 3.3 What would we need to complete the following year if we choose a multi-year application? All grantees must continue to submit an EASIE application each year in order to receive funding. In Part I, all applicants will submit a current Indian student count. In Part II, multi-year applicants will only complete sections that are not pre-populated from the previous grant year to complete the EASIE application. 3.4 What should we keep in mind when choosing a multi-year application? Each grantee s project must be based on a comprehensive local assessment and prioritization of the unique educational and culturally related academic needs of the Indian students, as required by Title VI (ESEA 6114(c)(2)). OIE expects that applicants will conduct a much more thorough and comprehensive local assessment prior to setting four-year objectives. In subsequent grant years, this local assessment may be reviewed or updated but need not be comprehensive until it is time for the grantee to set new objectives. See question #8.5 for more information on the local needs assessment. March 20, 2017 Page 4

11 All LEAs or LEAs in consortium must continue to obtain parent committee input, meaningfully collaborate with local tribes and hold public hearings as required by law for approval for each year s application. However, as with the local needs assessment, we expect that the parent committee involvement will be more extensive in years in which the applicant sets new objectives, because that may involve substantial modifications to the project than a renewal application. A Parent Committee Approval Form is required to be submitted in Part II. 3.5 Can I choose a single-year application? Yes, the single-year process remains unchanged. 3.6 Can an applicant change an application from multi-year to a single-year project or from a single-year to a multi-year project? Yes, applicants will have an opportunity to change the duration of an application during Part I of EASIE. In Part I, the applicant will select the new duration of their application and provide an explanation for their change on the screen. 3.7 Will the budget amount change every year? Yes, there are several factors that are legislatively required in the initial calculation of award amounts for grantees: The Indian student count submitted in Part I, and approved (or corrected) by OIE. The minimum amount of a grant that will be awarded ($3,000). The state per pupil expenditure for that applicant. (If a state s per pupil expenditure is less than 80 percent of the national average, then 80 percent of the national average is used). The amount of the Title VI appropriation for the fiscal year. If you have any concerns regarding the information that will be pre-populated into Part II of EASIE or unsure on what to select, contact PSC for a full explanation of your choices. 4.0 EASIE Part I: Application Type 4.1 What types of entities are eligible to submit an application for an Indian Education Formula Grant? Eligible applicants for the Indian Education Formula Grant program include: Local educational agencies (LEAs) that serve Indian students. Elementary and secondary schools funded by the Bureau of Indian Education. Indian tribes under certain conditions. Indian Organizations (IOs) under certain conditions. Indian Community-Based Organizations (ICBOs) under certain conditions. As a first step in EASIE, you will be required to identify your applicant type. FAQs #5.1 through 10.4 provide information related to your choice of applicant type. March 20, 2017 Page 5

12 4.2 Why is it important to correctly identify my application type? EASIE is designed to provide only the data entry screens that are necessary for your particular type of application. Correctly identifying your application type will ensure that the correct online screens are available for your application. For example, a consortium application allows you to enter student count data for multiple entities whereas an individual LEA application permits only one entry of student count data. If you think you have made an error in your selection that you cannot correct or you are not sure which application type to select, please contact the EDFacts PSC during the Part I open period. 5.0 EASIE Part I: Local Education Agency (LEA) 5.1 What is the definition of an LEA? An LEA is: A public board of education or other public authority legally constituted within a state for either administrative control or direction of, or to perform service functions for, public elementary or secondary schools in: a city, county, township, school district, or other political subdivision of a state; or Such combination of school districts or counties a state recognizes as an administrative agency for its public elementary or secondary schools; or Any other public institution or agency that has administrative control and direction of a public elementary or secondary school. (Source: Elementary and Secondary Education Act, Section 8101(30)) Note: Administrative or educational service districts that do not directly operate schools or enroll students are not eligible for grants under this program. 5.2 May an individual public school apply for a Title VI grant? A school that is part of an LEA may not apply individually, apart from its LEA. The LEA must be the applicant. However, an LEA may apply even if only one of its schools is participating. A school that is interested should contact its LEA to ask it to apply. For charter schools, see question #5.4 below. For BIE schools, see questions # below. 5.3 In my state, it is common to have an elementary LEA and a high school LEA that serve the same neighborhood but are separate entities; the two LEAs work together extensively. May we submit a single application? If you are separate LEAs, you have two options: Submit separate applications. Submit a consortium application and designate one of your LEAs as the lead of the consortium. You may not identify as an individual LEA to cover both an elementary LEA and a high school LEA if they are legally separate entities. See question # below about consortium applicants. 5.4 May a charter school apply for a Title VI grant? Yes. A charter school may apply if it is considered an LEA under State law. 5.5 May a private school apply for a Title VI grant? No. Private schools are not eligible to participate in the Title VI Indian Education formula grant program. March 20, 2017 Page 6

13 6.0 EASIE Part I: LEAs\Tribe\IO\ICBO in Consortium 6.1 What is a consortium? Eligible entities may form a consortium (a partnership) for the purpose of obtaining grants under the formula grant program. A consortium is made up of more than one eligible entity, with one entity identified as the lead applicant on behalf of itself and the other eligible entities. All partners within a consortium, including the lead applicant, must meet the basic eligibility requirements for this program. To verify that all participating entities meet the Title VI program requirements, a consortium agreement must be signed by each entity s authorized official and submitted by the Part I deadline. Applicants must use the OMB approved form. 6.2 Which entities can form a consortium? Consortia of two or more LEAs, Indian tribes, IOs and ICBOs are eligible to apply in a consortium under certain circumstances. Applicants must use the OMB approved forms. Entities that upload an evidence of eligibility agreement (tribe, IO, or ICBO) must also include the consortium agreement in Part I as one document. 6.3 What are the requirements for a consortium applicant? A consortium applicant must meet the following requirements: Each entity in the consortium must be eligible to participate in the formula grant program. The regulations in 34 CFR , governing "Group Applications," must be followed in submitting a consortium application. All consortium members must be within the same state due to factors that must be taken into consideration when calculating the award amount, such as state per pupil expenditures or maintenance of effort. Consortium applications must identify by category the number of Indian students being counted by each partner entity. Establish the same count period. Each participating LEA, if applicable, must comply with the Title VI Indian Parent Committee requirements, either by having its own Committee or having representation on a joint committee if agreed to by other LEAs in the consortium. Likewise, the requisite public hearing could either be conducted at each LEA or, if reasonable geographically, conducted jointly. Consortium Member Agreements must be uploaded within the EASIE system no later than the close date for EASIE Part I. Applicants must use the OMB approved consortium agreement. 6.4 Who is the lead applicant in a consortium? The consortium leader is the entity that organizes a group of eligible entities and applies as one entity, and who completes the EASIE application. 6.5 What are the responsibilities of the lead applicant in a consortium? The entity identified as the consortium leader is responsible for: identifying the users who will have access to EASIE; entering all data required within Part I and Part II for consortium members; establishing one count period; uploading supporting documentation; March 20, 2017 Page 7

14 certifying the application; and being accountable for coordinating implementation of all program services and activities at all locations. The lead applicant in a consortium is OIE s primary point of contact for all programmatic and administrative issues concerning the grant. In addition, the lead applicant is responsible for the use of all grant funds, for ensuring that the project is carried out by the consortium in accordance with Federal requirements, including ensuring that indirect costs are properly determined. Note: The consortium partners will not have access to EASIE unless individuals from those entities are identified as users by the lead applicant. To register new users, please contact the EdFacts PSC. 6.6 What happens if the lead applicant in a consortium changes from year to year? If the consortium leader changes to a new consortium leader, even if the LEAs within the consortium do not change, the new consortium leader will be considered a new applicant. The new consortium leader will need to complete the EASIE application. The lead applicant will take over all responsibilities as the primary point of contact for all programmatic and administrative issues concerning the grant. Since the new consortium leader is considered a new applicant, the user determines the duration of the application as either a single-year application or new multi-year application. All previous data associated with the old consortium leader will be archived, but will not pre-populate into the new grant application. 6.7 When is the consortium agreement uploaded? In EASIE Part I, an applicant that is the lead for a consortium of LEAs must upload a consortium April 28, OMB approved consortium agreement, which meets the requirements in 34 CFR (b). 7.0 EASIE Part I: Bureau-funded schools 7.1 What is the definition of Bureau-funded school? A Bureau-funded school, also referred to as a BIE-funded school, means a Bureau of Indian Education (BIE) operated school, or a contract or grant school, under the Tribally Controlled Schools Act of What are Bureau of Indian Education (BIE) schools? Schools funded by the Department of the Interior s Bureau of Indian Education (BIE) include: Elementary and secondary schools operated by the BIE that offer direct student instruction, referred to as BIE operated school in EASIE. Elementary and secondary schools operated through a contract or grant from the BIE that offer direct student instruction, knowns as BIE contract or grant school in EASIE. 7.3 Why should a BIE school NOT apply as an LEA? Schools funded by BIE have a special designation in EASIE. Correctly identifying your application type will ensure that the correct online screens are available for your application. For example, if a BIE selects an LEA, in Part II, an LEA is required to upload the Parent Committee Approval Form, which is not required for BIE schools. 7.4 How should Bureau-funded schools indicate their applicant type in EASIE? BIE-funded schools will need to indicate in Part I of EASIE one of the following applicant types: March 20, 2017 Page 8

15 BIE-operated school. BIE contract or grant school applying individually. BIE contract or grant school applying as the lead of a consortium. 7.5 What if our school is planning on changing from a Bureau operated to Bureau grant and contract applicant type for the next school year? Even though OIE verifies applicant types with the Bureau of Indian Education (BIE), applicants should inform OIE if there is going to be a change of applicant type, especially if the applicant type changes from Bureau operated to Bureaucontract and grant. All applicant type changes should be made in the system during Part I. To contact OIE, see Section 1.0 EASIE Support and Resources, Question # What method do Bureau-funded schools use to count their Indian students? Bureau-funded schools will also need to indicate which method they will use to count students: Indian School Equalization Program/Average Daily Membership (ISEP/ADM). ED 506 form. BIE schools applying in consortium may use either the ED 506 form or ISEP count for each school s student count, but not both. BIE schools applying individually may use either method for their student count, but they may not use a combination of methods. 8.0 EASIE Part I: Tribes 8.1 Under what conditions are Indian tribes eligible for the Indian Education Formula Grant Program? Indian tribes are eligible for Title VI Indian Education Formula Grant Program when: An LEA that is eligible for the grant does not establish a parent committee according to the program s legislative requirements; The Indian tribe represents more than one-half of the eligible Indian children served by that LEA; and The Indian tribe assures that it will use the grant funds to provide services to all Indian students served by the local educational agency. In this case, the tribe may apply in lieu of the LEA. 8.2 How does an Indian tribe prove eligibility for this program? To document that an Indian tribe meets the basic criteria for eligibility, each year the applicant tribe must submit, with its application, a signed document from each LEA whose students will be counted toward the tribe s application certifying all of the following: The LEA has not established a parent committee according to Section 6114(c)(4) of the ESEA. The applicant Indian tribe represents more than one-half of the eligible Indian children served by the LEA. All of the Indian students identified by the tribe were enrolled in the LEA s schools during the count period indicated by the tribe. The evidence of eligibility document for this applicant type, Tribes Applying in Lieu of an LEA Agreement, is available in EASIE Part I: Getting Started. Applicants must use the OMB approved forms. 8.3 May a tribe apply in lieu of more than one LEA? March 20, 2017 Page 9

16 Yes, a tribe may apply in lieu of multiple LEAs so long as it meets the above requirements in relationship to each of the LEAs individually. In EASIE, after an applicant identifies itself as a tribe, the applicant will be asked if it is applying in lieu of a single LEA or in lieu of multiple LEAs. 9.0 EASIE Part I: Indian Organization (IO) 9.1 Under what conditions are Indian Organizations eligible for the Indian Education Formula Grant Program? IO(s) are eligible for Title VI Indian Education Formula Grant Program when: The LEA has not established a parent committee according to Section 6114(c)(4) of the ESEA. The applicant IO represents more than one-half of the eligible Indian children served by the LEA. All of the Indian students identified by the IO were enrolled in the LEA s schools during the count period indicated by the IO. In this case, the IO may apply in lieu of the LEA. 9.2 How does an Indian tribe prove eligibility for this program? To document that an IO meets the basic criteria for eligibility, each year the applicant must submit, with its application, a signed document called the Indian Organization Agreement signed by each LEA whose students will be counted toward the IO s application certifying all of the following: The evidence of eligibility for this applicant type is known as, IO Agreement, is available in EASIE Part I: Getting Started. 9.3 May an IO apply in lieu of more than one LEA? Yes, an IO may apply in lieu of multiple LEAs so long as it meets the above requirements in relationship to each of the LEAs individually. In EASIE, after an applicant identifies itself as an IO, the applicant will be asked if it is applying in lieu of a single LEA or in lieu of multiple LEAs EASIE Part I: Indian Community-Based Organization (ICBO) 10.1 What is the definition of ICBO? An ICBO means any organization that is composed primarily of Indian parents, family members and community members, tribal government educational officials, and tribal members from a specific community; assists in the social, cultural, and educational development of Indians in such community; meets the unique cultural, language, and academic needs of Indian students; and demonstrates organizational and administrative capacity to manage the grant Under what conditions are ICBOs eligible for the Indian Education Formula Grant Program? ICBO(s) are eligible for Title VI Indian Education formula Grant Program when: The LEA has not established a parent committee according to Section 6114(c)(4). No LEA, Indian tribe, Indian organization, or consortium of such entities is applying for the grant in the particular community. The ICBO is composed primarily of Indian parents, family members, and community members, tribal government education officials, and tribal members, from a specific community. The ICBO will assist in the social, cultural, and educational development of Indians in such March 20, 2017 Page 10

17 community. The ICBO will meet the unique cultural, language, and academic needs of Indian students. The ICBO demonstrates organizational and administrative capacity to manage the grant. All of the Indian students identified by the ICBO were enrolled in the LEA s schools during the count period indicated by the tribe How does an ICBO prove eligibility for this program? To document that an ICBO meets the basic criteria for eligibility, each year the applicant must submit, with its application, a signed document, called the Indian Community-Based Organization Agreement form, from each LEA whose students will be counted toward the tribe s application certifying all of the following: The evidence of eligibility for this applicant type is known as, Indian Community--Based Organization Agreement is available in EASIE Part I: Getting Started May an ICBO apply in lieu of more than one LEA? Yes, an ICBO may apply in lieu of multiple LEAs so long as it meets the above requirements in relationship to each of the LEAs individually. In EASIE, after an applicant identifies itself as an Indian Community-Based Organization, the applicant will be asked if it is applying in lieu of a single LEA or in lieu of multiple LEAs EASIE Part I: Student Count Information 11.1 What is the minimum number of Indian children the applicant entity must have enrolled to be eligible for this program? In order to participate in the Title VI Indian Education Formula Grant Program, eligible applicants must have a minimum of 10 eligible Indian students enrolled in the LEA during a specific count period as defined below, or not less than 25 percent of the total number of individuals enrolled in the schools of the LEA. The minimum enrollment requirement does not apply in Alaska, California, or Oklahoma, or to LEAs located on, or in proximity to, a reservation What is the count period? The count period is the duration of the time during the current school year in which the eligible Indian students enrolled in the LEA are counted to determine the applicant s student count. Since the program provides funds on a per pupil basis, the student count determines an applicant s funding for the Title VI grant. The count period must be consecutive (calendar) days and may be up to 31 consecutive (calendar) days beginning no earlier than the first day of the current school year and ending no later than the date on which Part I is submitted. (Example: October 1-31 of the current school year.) If you enter a count period in EASIE that exceeds 31 consecutive days, or includes a future date, you will receive an error message on the screen and you must correct the count period. March 20, 2017 Page 11

18 11.3 Do we take a student count each year? Yes. In Part I, all applicants must submit a current Indian student count. Formula grants are applied for annually, so each year a current Indian student count must be taken. Factors to consider are the number of graduating students from the previous year and incoming students for the current year What do I need to do before submitting a valid Indian student count? Before submitting a valid Indian student count, the applicant should review their ED 506 forms on file to confirm that all the required information is filled out completely for each student that is enrolled during the count period. If any of the ED 506 form information is missing or unknown, it should not be included in the count How is eligibility documented for Indian students for the Title VI formula grant program? The Indian Education formula Grant Program requires applicants to use the Indian Student Eligibility Certification Form, ED 506 form, to document eligible Indian students. An ED 506 form must be completed in full, and signed and dated by the child s parent to certify an Indian student s eligibility for the program. A separate ED 506 form is required for each Indian child. A new ED 506 form does NOT have to be completed each year, as long as a signed form is on file and there is documentation that the student was enrolled during the count period. Once an Indian child is determined to be eligible to be counted for such grant award, the applicant shall maintain a record of such determination and shall not require a new or duplicate determination or form to be made for such child for a subsequent application for this grant. BIE schools may use either the Indian School Equalization Program (ISEP) count or the ED 506 Form count to verify their Indian student count. The ED 506 form may be downloaded from a link within the Getting Started screen of EASIE or from the Community of Practice website: Do new applicant types need to collect ED 506 forms? All applicants using ED 506 forms for student counts are required to collect ED 506 forms. The forms can be collected either by the LEA or the applicant. A policy or procedure should be in place to document how the LEA or the applicant is collecting and maintaining ED 506 forms. This will ensure consistency from year to year. However, if you are applying in lieu of an LEA and the LEA was a previous grantee, you may use the previously collected ED 506 forms for enrolled students What if the LEA wants to maintain the ED 506 forms they have collected? In a situation where an applicant is applying in lieu of the LEA, and the LEA has previously collected ED 506 forms, the LEA may maintain the ED 506 forms. However, the LEA must provide the applicant with an official count of the students by tribe so the applicant may accurately provide a student count in Part I. All new ED 506 forms may be retained by the applicant. These may be counted in addition to the LEA retained ED 506 forms. If necessary, the applicant may collect ED 506 forms for their records to match the LEA records What information is required for the ED 506 form? In order for an ED 506 form to be completed in full it must contain all of the following information: Name of child and date of birth; School name and grade; Name of the tribe, band, or group; March 20, 2017 Page 12

19 Whether the tribe listed is federally recognized (including Alaska Native); state recognized; terminated; or an organized Indian group meeting; Name of the individual with tribal membership; Whether the individual named is the child, the child s parent, or the child s grandparent; Proof of membership, as defined by tribe, which can be either: Membership or enrollment number (if readily available), OR other evidence; Name and address of the organization maintaining membership data for the tribe, band, or group; Parent s signature; date; mailing address and address What documentation is needed to substantiate the applicants count of Indian children to generate funds for this program? The Indian student count must be documented as follows: A completed Indian Student Eligibility Certification Form (ED 506 Form) for each Indian child included in the count. A copy of the student enrollment roster(s) covering the same period of time indicated in the application as the "count period. Each Indian child included in the count must be listed on the LEA s enrollment roster(s) for at least one day during the count period. Students that enroll after Part I has closed may not be included or added to the Part I count period for that year. All documentation must be maintained in a manner that allows the applicant and ED to be able to discern, for any given year, which students were enrolled in the LEA s school(s) and counted during the count period indicated in the application. A new ED 506 form does NOT have to be completed each year, as long as a signed form is on file and there is documentation that the student was enrolled during the count period. Once an Indian child is determined to be eligible to be counted for such grant award, the applicant shall maintain a record of such determination and shall not require a new or duplicate determination or form to be made for such child for a subsequent application for this grant If the student s tribal membership enrollment number is not readily available, what other document(s) is accepted? Other evidence can be written certification by a tribal official that the individual claiming membership is an enrolled tribal member or evidence accepted by the Department of Interior, such as a certificate of Indian blood May preschool/pre-kindergarten Indian children be included in the Indian student count total to generate funds for this program? Preschool/pre-kindergarten Indian children may be included in the Indian student count total under the following conditions: The preschool Indian children are enrolled in the LEA s schools or preschool program and are receiving a free (without tuition) public education during the count period specified in the application; and The services provided to the preschool Indian children are at least partially paid from funding sources other than Title VI. (e.g. State or local funds). BIE schools with preschool students may count their preschool students in their total if they meet the preschool/pre-kindergarten requirements AND they use ED 506 forms for their entire count. Preschool children are not included in ISEP and combining the two count methods is not allowed. March 20, 2017 Page 13

20 11.12 Who is considered an Indian student for Title VI student count purposes? Students who are members of one of the following groups: Federally recognized tribe (including Alaska Native) State recognized tribe Terminated tribe Other organized Indian group The definitions of each category appear on the ED 506 form and additional information is below: Federally-recognized tribes are limited to those indigenous to the U.S. A list of federally recognized tribes can be obtained through the Bureau of Indian Affairs of the Department of the Interior and found on the CoP website: The name of the tribe as entered on the ED 506 form does not need to be the official name as it appears exactly on the Department of Interior s list of federally-recognized tribes, but the name must be recognizable and be of sufficient detail to permit verification of the eligibility of the tribe. State-recognized tribes are limited to American Indian or Alaska Native tribal entities that have a recognized status by a State. The U.S. Department of Education does not maintain a master list for staterecognized tribes. It is recommended that you use the State s official Web site. The informal term nonfederally recognized does not imply State-recognized. Tribes without current Federal or State recognized status, but that are in the process of pursuing Federal or State recognized status, are not eligible entities. Terminated tribes are those that once had a federally recognized status from the U.S. Department of the Interior and had that designation terminated. Some terminations were state-specific, so contact your state to check specific status. The Office of Indian Education may require evidence of the terminated tribe s eligibility. Other organized Indian group represents those that received a grant under the Indian Education Act of 1988 as it was in effect October 19, The Office of Indian Education may require evidence of the other organized Indian group s eligibility How do I assign my student count by category? How do I know the number of students in each category? Review each student s ED 506 form for the category of tribe as federally recognized, State-recognized, terminated, or organized Indian group. It is the parent s responsibility to identify the category on the ED 506 Form. The totals you enter in EASIE should reflect the count of Indian students on the ED 506 forms who were enrolled during the count period For a tribe applying in lieu of an LEA, which Indian children may be counted to generate funds for this program? The tribe may count all eligible Indian children, including children from other tribes, for whom there is a completed Indian Student Eligibility ED 506 form and who were enrolled in the LEA during the count period specified in the application Is the Indian student count that I enter in EASIE Part I an actual count or an estimate of the number that will be enrolled in the LEA? The number of Indian students reported in the application to generate funds for the formula grant program must be an actual count of Indian students enrolled in the LEA for whom there is a completed, dated, and signed ED 506 form. These forms must be on file and have parental signatures that are dated on or before the last day of the count period reflected in Part I of the application. March 20, 2017 Page 14