FORMULA GRANT ELECTRONIC APPLICATION SYSTEM FOR INDIAN EDUCATION (EASIE) PART I WEBINAR SY

Transcription

1 FORMULA GRANT ELECTRONIC APPLICATION SYSTEM FOR INDIAN EDUCATION (EASIE) PART I WEBINAR SY

2 AGENDA WELCOME GENERAL INFORMATION USER ROLES APPLICATION DURATION AND EASIE PROCESS ELIGIBLE APPLICANTS STUDENT COUNT REQUIRED SUPPLEMENTAL DOCUMENTATION IMPORTANT INFORMATION ONLINE DEMONSTRATION UPLOADING FORMS 2

3 EASIE Part I GENERAL INFORMATION 3

4 WHAT IS FORMULA GRANT EASIE? The Formula Grant Electronic Application System for Indian Education (EASIE) is the online system for submitting and processing your application for Indian Education Formula Grants. 4

5 TIMELINE FOR PART I Formula Grant EASIE Part I enables you to select your applicant type, submit your Indian student count by category and total, and select the time span, or duration, for project objectives. Part I: Application Duration and Student Count Opens: March 31, 2017 Closes: April 28, 2017, 8:00 p.m., ET The Office of Indian Education will not consider an application that does not comply with the deadline requirements. Applicants must meet the deadlines for Part I to be eligible to complete Part II of the application process. 5

6 NEW FOR THIS YEAR Changes to EASIE Part I application for SY due to the ESEA reauthorization include the following: Indian Education moved from Title VII to Title VI of the Elementary Secondary Education Act (ESEA). Applicant types: Two new eligible applicant types, each including the option to apply as a consortium. Indian organization (IO) Indian community-based organization (ICBO) (ESEA section 6112(a)) Application Time Span. All applicants must indicate whether they are submitting an application for a single year or a multiyear period. All applicants are required to start a new application cycle regardless of what the applicant selected the previous year. 6

7 EASIE Part I USER ROLES 7

8 GENERAL AND MANAGING USER ROLES General User Adds and edits data, previews, saves and prints the application. Uploads supporting documentation. Managing User Enters application data. Certifies the application. Creates a new version. Uploads documentation. Could be the Project Director. 8

9 CERTIFYING OFFICIAL USER ROLES Certifying Official Reviews application for accuracy. Acknowledges program assurances. Certifies the application. Uploads the supporting documentation. Is an official legally authorized to submit Formula Grant EASIE. Could be a Superintendent or Principal as authorized representative of the entity. 9

10 EASIE Part I APPLICATION DURATION & 5-STEP PROCESS 10

11 APPLICATION DURATION Application Cycle Multi-Year Application Single-Year Application New Multi-Year Application (Year 1 of 4) Continuing Multi-Year Application (Year 2 of 4) Continuing Multi-Year Application (Year 3 of 4) Single-Year Application (Year 1 of 1) 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. 11

12 EASIE 5-STEP PROCESS Single-year applications: Indicate the applicant type. Select singleyear or multiyear application. NEW! Multi-year applicants: New cycle of multi-year application will begin with SY for all multi-year applicants Provide breakdown of eligible Indian students. Provide total number of all students enrolled in the applying entity. Review application for accuracy. Acknowledge program assurances. Certifying Official for the entity certifies the application. **Reminder** Any Tribe, Indian organization or Indian community-based organization applying in lieu of an LEA must upload the completed Evidence of Eligibility document for their applicant type and all consortium applicants must upload the completed Consortium Agreement prior to certifying Part I of their application. 12

13 EASIE Part I ELIGIBLE APPLICANTS 13

14 ELIGIBLE APPLICANTS The following entities are eligible under this program: LEAs, including charter schools authorized as LEAs under State law; Schools funded by the Bureau of Indian Education (BIE) of the U.S. Department of the Interior; Indian tribes; Indian organizations (IO); and Indian community-based organizations (ICBOs). Consortia of two or more LEAs, Indian tribes, IOs, and ICBOs are also eligible under certain circumstances. 14

15 EASIE Part I STUDENT COUNT 15

16 STUDENT COUNT To apply for a formula grant under the Indian Education Program, a school must determine the number of Indian children enrolled. Minimum of 10 eligible Indian students enrolled in the LEA during count period or constituted not less than 25% of the total individuals in the schools of such agency. The minimum enrollment requirement does not apply in Alaska, California, or Oklahoma, or to LEAs located on, or in proximity to, a reservation. For Indian Tribes and Indian organizations only, more than half of the total number of Indian students counted are from the applicant Indian tribe or tribal organization. 16

17 STUDENT COUNT ED 506 Form is required for each Indian child. Serves as the official record of the eligibility determination for each individual child included in the student count. A separate form is required for each Indian child that is enrolled during the count period. Does not need to be completed every year. Is not released without written parental approval. Is protected by FERPA. Note: If any of the ED 506 form information is missing or unknown, it should not be included in the count. 17

18 DECREASING INDIAN STUDENT COUNT Updates to your application can only be made during the time the application is open in the EDFacts Submission System (ESS). Once you certify the application and Part I closes, increases to the Indian student count are not permitted. You may decrease the submitted Indian student count any time during the application cycle (EASIE Part I and Part II). To do so, please contact PSC for assistance. 18

19 ED 506 FORM A blank ED 506 Form can be found in the Getting Started section, under Download and Print Blank Forms 19

20 STUDENT COUNT - BIE SCHOOLS ED 506 Forms ISEP Count 20

21 STUDENT COUNT Federally Recognized Tribe (including Alaskan Native) State Recognized Tribe Terminated Tribe Organized Indian Group 21

22 SUBMITTING STUDENT COUNT IN EASIE Count Period 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 certified/submitted. (Example: October 1-31 of the current school year.) 22

23 CONSORTIUMS AND TRIBES APPLYING IN LIEU Consortium applicants, including Indian organizations and Indian community-based organizations and Tribes applying in lieu of multiple LEAs must have the same count period at each individual LEA. LEA 1: LEA 2: 23

24 EASIE Part I REQUIRED SUPPLEMENTAL DOCUMENTATION 24

25 REQUIRED SUPPLEMENTAL DOCUMENTS Tribes Applying in Lieu of LEA(s) Agreement (formally referred to as the Evidence of Eligibility form) Tribes Applying in Lieu of a single or multiple LEAs are required to complete and upload their Evidence of Eligibility form as a PDF document before EASIE Part I closes. NEW! Indian Organization (OI) Agreement Indian Organizations and the Consortium Leader of Indian Organizations are required to upload the OI Agreement document prior to certification. NEW! Indian Community Based Organization (ICBO) Agreement Indian Community Based Organizations and the Consortium Leader of ICBOs are required to upload the ICBO Agreement document prior to certification. Note: Applicants must use the OMB approved form for the relevant applicant type. 25 Reminder! These forms are located on the EASIE Community site:

26 REQUIRED SUPPLEMENTAL DOCUMENTS Consortium Agreement Consortium applicants are required to submit their completed consortium agreement prior to certifying EASIE Part I. The Consortium Agreement must be completed and uploaded as a PDF document before EASIE Part I closes. Note: Applicants must use the OMB approved form. 26 Reminder! These forms are located on the EASIE Community site:

27 EASIE Part I IMPORTANT INFORMATION 27

28 REMINDERS Application must be certified by Friday, April 28, 2017, at 8:00 p.m., ET Required Supplemental Forms must be uploaded in PDF format prior to certification. A Finished status does not mean your application is completed remember to Certify. Remember to Save and/or Print a copy of your certified application for your files. Please be sure to monitor your for communication from EDEN_OIE@ed.gov or easie@edlistservs.org. Check your spam/junk folder, just in case! 28

29 IMPORTANT DATES TO REMEMBER Part I Webinars: Wednesday, March 29, 2017, from 11:00 a.m. 12:30 p.m. ET (beginning at 10:00 a.m. CT, 9:00 a.m. MT and 8:00 a.m. PT). Tuesday, April 4, 2017, from 2:30 p.m. 4:00 p.m. ET (beginning at 1:30 p.m. CT, 12:30 p.m. MT and 11:30 a.m. PT). Thursday, April 6, 2017, from 4:00 5:30 p.m. ET (beginning at 3:00 p.m. CT, 2:00 p.m. MT and 1:00 p.m. PT). Part II Dates: EASIE Part II application dates will be announced in a separate notice inviting applications. 29

30 SUPPORT The Partner Support Center: Is available to answer questions and resolve user account issues. Distributes regular broadcasts providing applicants with updates and helpful hints on successful completion. EDFacts Partner Support Center Telephone: (877-HLP-EDEN) Fax: (888-FAX-EDEN) Federal Relay Service: (Voice/TTY) / federalrelay@sprint.com EDEN_OIE@ed.gov Hours of Operation: 8:00 a.m. - 6:00 p.m., Eastern Time Monday Friday, excluding Federal Holidays 30

31 FORMULA GRANT EASIE PART I ONLINE DEMONSTRATION 31

32 32 CERTIFICATION INFORMATION

33 EASIE Part I UPLOADING FORMS - CONSORTIUM APPLICANTS - TRIBES APPLYING IN LIEU OF LEA APPLICANT - IO APPLICANT - ICBO APPLICANT 33

34 CONSORTIUM APPLICANTS Each entity in the consortium must be eligible to participate in the formula grant program. Enter into EASIE each LEA identified on the consortium agreement. This step is not required by IO and ICBO applicants Identify by category the number of Indian students being counted by each partner entity. Establish the same count period for each LEA. 34

35 FORMULA GRANT EASIE PROCESS Managing or Certifying User begins certification process The certification process can not be started unless Section 1.0 is marked Finished. Managing and Certifying Users can initiate the certification process. PDF versions of both current and prior year applications are available. Certification is critical because your application is not sent to OIE until it is certified. 35 Uncertified applications will not be awarded grant funds.

36 FORMULA GRANT EASIE PROCESS How to Certify if you are a Consortium Select type of form to upload Browse computer to locate form Upload selected Consortium Agreement 36

37 FORMULA GRANT EASIE PROCESS How to Certify if you are a Consortium I Certify button enabled after Consortium Agreement form is uploaded and checkbox is selected. Step 1 Once the Consortium Agreement form is uploaded, it is located to the right of certification button. Step 2 Check the corresponding checkbox. Step 3 Click the I Certify button. 37

38 FORMULA GRANT EASIE PROCESS Ability for designated user to officially certify and submit the application to ED Both Managing or Certifying Users can certify the application. Once an EASIE application is certified, no updates can be made to data without creating a new version. 38 Consortium Agreement/Evidence of Eligibility/IO and ICBO Agreement will be available to review on this page, if applicable.

39 FORMULA GRANT EASIE PROCESS Updating application after it has been certified Only a Managing User can create a new version. Once a new version is created, the section will change from Finished to Started. The information from the previous application is pre-populated in the new version. 39 System archives a copy of the original version.

40 40 QUESTIONS

41 FORMULA GRANT EASIE PROCESS Logging into the Formula Grant Electronic Application System for Indian Education (EASIE) 41 Formula Grant EASIE will be accessible via the EDFacts Web Portal (ESS): Log in using the login and password provided via . If you haven t registered or received your login and password by COB the day the application opens, contact the Partner Support Center; contact information is provided on slide 24 of this presentation.

42 FORMULA GRANT EASIE PROCESS Logging into the Formula Grant Electronic Application System for Indian Education (EASIE) 42 Access Part I Partner Support Center contact information Change Password Access Getting Started documents

43 FORMULA GRANT EASIE PROCESS Select Getting Started button from Home Page Access To: Getting Started document FAQ document Download and Print Blank Forms 43

44 FORMULA GRANT EASIE PROCESS Select Download and Print Blank Forms button under Getting Started Access To: Part I and II sample applications Parent Committee Approval (PCA) Form template ED 506 form Sample Consortium Agreement Sample Evidence of Eligibility New! Indian Organization (IO) Agreement New! Indian Community-Based Organization (ICBO) Agreement 44

45 FORMULA GRANT EASIE PROCESS Part I Main Screen Data Entry Sections Current Year Application Prior Year Application 45

46 FORMULA GRANT EASIE PROCESS Student Count process is described Detailed description of the 5-step Part I process 46

47 FORMULA GRANT EASIE PROCESS ALL applicants choose application duration Users can choose from either a Single-Year or Multi-Year Application. 47 Choosing a Single-Year Application will advance the user directly to the Applicant Type screen.

48 FORMULA GRANT EASIE PROCESS New applicants choose application duration Multi-Year Applications must be four years. 48

49 FORMULA GRANT EASIE PROCESS Choosing Type of Applicant Users can choose from eight different applicant types. 49 Choice of applicant type dictates the path of the application. Verify this information with the entity s authorized official before proceeding. BIE funded schools should choose BIE, not LEA.

50 FORMULA GRANT EASIE PROCESS Ability for user to provide detailed Indian Student Count Users indicate number of Indian students in each of four categories. Total Column is system-calculated. Users enter start and end dates for the count period. Total # of days is system calculated. 50

51 51 FORMULA GRANT EASIE PROCESS Ability for user to provide detailed Indian Student Count Count Period cannot exceed 31 days. Start/End date cannot be a future date. Count period must fall between 8/1/16 and 4/28/17. Total Indian student count must be greater than 0 for each LEA.

52 FORMULA GRANT EASIE PROCESS Ability for user to provide count of all students in LEA 52 Indian Student Total is populated with data from previous screen. If previously provided to EDFacts by the SEA, total student count for the LEA is available for use. Users are able to accept pre-populated EDFacts data or to enter their own data. Total # of All Students must be equal or greater to total # of Indian students.

53 FORMULA GRANT EASIE PROCESS Ability for user to review data entered 53 Table 1.3 is populated with data from previous screens in this section.

54 FORMULA GRANT EASIE PROCESS Tribe Applying in Lieu of LEA and LEA (Consortium Leader) Entering Student Count Add/Delete each LEA 54 Enter data for each LEA

55 FORMULA GRANT EASIE PROCESS Student Count Review for Tribe Applying in Lieu of LEA and LEA (Consortium Leader) Summary of data entered so far allows users to double-check their application. 55

56 FORMULA GRANT EASIE PROCESS Ability for user to indicate a section is Finished If corrections need to be made, click on the Back button to make changes to previous sections. 56 All sections must be labeled as Finished for the entity to be able to certify the application.

57 FORMULA GRANT EASIE PROCESS Managing or Certifying User begins certification process Users cannot begin to certify unless the entire section is Finished. Managing and Certifying Users can complete the certification process. PDF versions of both current and prior year applications are available. 57 Certification is critical because your application is not submitted to OIE until it is certified. Uncertified applications will not be awarded grant funds.

58 FORMULA GRANT EASIE PROCESS How to Certify if you are an LEA Managing or Certifying Users can certify the application. 58 Once an EASIE application is certified, no updates can be made to data without creating a new version.

59 FORMULA GRANT EASIE PROCESS How to Certify if you are a Consortium To enable I Certify button: Checkbox must be selected 59 Consortium Agreement must be uploaded in PDF format

60 FORMULA GRANT EASIE PROCESS How to Certify if you are a Consortium Select type of form to upload Click Browse to locate form on computer Upload selected Consortium Agreement 60

61 FORMULA GRANT EASIE PROCESS How to Certify if you are a Consortium I Certify button is enabled after Consortium Agreement is uploaded and checkbox is selected. Step 1 Once the Consortium Agreement form is uploaded, it is located to right of the certification button. Step 2 Check the corresponding checkbox. Step 3 Click the I Certify button. 61

62 FORMULA GRANT EASIE PROCESS How to Certify if you are a Tribe applying in lieu of an LEA To enable I Certify button: Checkbox must be selected. 62 Evidence of Eligibility must be uploaded in PDF format.

63 FORMULA GRANT EASIE PROCESS How to Certify if you are a Tribe applying in lieu of an LEA Select type of form to upload. Click Browse to locate form on computer. 63 Upload selected Evidence of Eligibility.

64 FORMULA GRANT EASIE PROCESS How to Certify if you are a Tribe applying in lieu of an LEA I Certify button enabled after Evidence of Eligibility form is uploaded and checkbox is selected. Step 1 Once the Evidence of Eligibility form is uploaded, it is located to right of certification button. Step 2 Check the corresponding checkbox. Step 3 Click the I Certify button. 64

65 FORMULA GRANT EASIE PROCESS How to Certify if you are an Indian Organization (IO) or IO Consortium Leader To enable I Certify button: Checkbox must be selected. 65 IO Agreement form must be uploaded in PDF format.

66 FORMULA GRANT EASIE PROCESS How to Certify if you are an Indian Organization (IO) or IO Consortium Leader Select type of form to upload. Click Browse to locate form on computer. Upload selected IO Agreement. 66

67 FORMULA GRANT EASIE PROCESS How to Certify if you are an Indian Organization (IO) or IO Consortium Leader I Certify button enabled after IO Agreement form is uploaded and checkbox is selected. Step 1 Once the IO Agreement form is uploaded, it is located to right of certification button. Step 2 Check the corresponding checkbox. Step 3 Click the I Certify button. 67

68 FORMULA GRANT EASIE PROCESS How to Certify if you are an Indian Community Based Organization (ICBO) or ICBO Consortium Leader To enable I Certify button: Checkbox must be selected. 68 ICBO Agreement form must be uploaded in PDF format.

69 FORMULA GRANT EASIE PROCESS How to Certify if you are an Indian Community Based Organization (ICBO) or ICBO Consortium Leader Select type of form to upload. Click Browse to locate form on computer. Upload selected ICBO Agreement. 69

70 FORMULA GRANT EASIE PROCESS How to Certify if you are an Indian Community Based Organization (ICBO) or ICBO Consortium Leader I Certify button enabled after ICBO Agreement form is uploaded and checkbox is selected. Step 1 Once the ICBO Agreement form is uploaded, it is located to the right of certification button. Step 2 Check the corresponding checkbox. Step 3 Click the I Certify button. 70

71 FORMULA GRANT EASIE PROCESS Ability for designated user to officially certify and submit the application to ED Managing or Certifying Users can certify the application. Once an EASIE application is certified, no updates can be made to data without creating a new version. 71 Consortium Agreement/Evidence of Eligibility will be available to review on this page, if applicable.

72 FORMULA GRANT EASIE PROCESS Updating application after it has been certified Only a Managing User can create a new version. Once a new version is created, the section will change from Finished to Started. The information from the certified application is prepopulated in the new version. 72 System archives a copy of previously certified version.