UPDATESANDHELPFULTIPS Texas Education Agency 2016 Version 1 (03/2016)
TableofContents Introduction... 3 Reminders: Due Dates and egrants website issues... 3 Applicant Designation and Certification (ADC)... 3 GS2100: Applicant Information... 3 GS2300: Negotiation Comments and Confirmation... 3 GS2900: Purpose of Amendment... 4 SC5000: Title I, Part A Campus Selection... 4 PS31XX: Program Descriptions Private Non Profit Participation... 6 PS3101: Program Description Title I, Part A... 6 Part 2: Funding Requirements for Districtwide Reservations.... 6 PS3101: Program Description Title I, Part D, Subpart 1... 7 PS3102: Program Description Title I, Part A Neglected & Title I, Part D, Subpart 2 Delinquent... 7 PS3103: Program Description Title I, Part C Migrant Education... 7 Part 3: Required Program Activities... 7 Part 5: Planned Supplemental Activities... 7 PS3104: Program Description Title II, Part A Teacher and Principal Training and Recruiting... 8 Part 3: Planned Expenditures... 8 PS3105: Program Description Title II, Part D Technology... 8 Part 3: Planned Expenditures... 8 PS3106: Program Description Title III, Part A English Language Acquisition... 9 Part 5: Program Purposes... 9 Part 6: LEA Local Plan Title III, Part A LEP... 9 A: Language Instruction Educational Programs and Activities... 9 B: Professional Development... 9 C: Teacher Fluency and Methods for Ensuring Fluency... 9 D: Other Required Activities... 10 Part 7: LEA Local Plan Title III, Part A Immigrant... 10 PS3107: Program Description Title IV, Part A Safe and DrugFree Schools and Communities... 11 PS3108: Program Description Title V, Part A Innovative Programs... 11 PS3109: Program Description REAP/Funding Transferability... 11 PS3211: Program Coordination... 11 PS3221: Comprehensive Needs Assessment... 12 PS3231: Professional Development... 12 Page 1 of 19
PS3241: Parent and Community Involvement... 12 PS3400: Equitable Access and Participation... 12 WV4001: Waiver Request for Title I, Part A... 12 WV4004: EdFlex Title I, Part A Schoolwide Eligibility Waiver... 12 BS6001: Program Budget Summary... 12 BS6101: Payroll Costs... 13 Part 1: Number of Positions... 13 Part 2, Line1: For Schoolwide Personnel... 14 BS6234: Title III, Part A Budget Support... 14 BS6501: Debt Service... 15 BS6601: Capital Outlay... 15 CS7000: General, NCLB Program, Debarment, and Lobbying... 15 Reference Material... 16 Page 2 of 19
Introduction This document was created to assist grantees with completing the No Child Left Behind (NCLB) Consolidated Grant Application and to highlight any changes and updates since the previous year s application. Reminders: Due Dates and egrants website issues 2015-2016 NCLB Consolidated Final Amendments are due Friday, June 3, 2016. 2016-2017 NCLB Consolidated ADC and Application are anticipated to be available on Monday, June 6, 2016. 2016-2017 NCLB Consolidated Application deadline to submit is on Monday, September 5, 2016, 5:00 pm TEA time. The egrants system is fully functional when using Internet Explorer (IE) 6-9. The egrants system functionality may be limited or unavailable for grantees using IE 10 and IE 11 unless you modify the settings. Follow the workarounds available at http://www.tea.state.tx.us/workarea/downloadasset.aspx?id=25769804294. The egrants system is NOT fully functional in Mozilla or Google Chrome. Applicant Designation and Certification (ADC) Local Educational Agencies (LEA) must identify which program funds they are requesting either to Apply on Own, as Fiscal Agent of SSA, or as a Member of SSA. LEAs must also identify Not Apply at All for any program funds they are not eligible for or in which they will not implement a program. GS2100: Applicant Information The Primary and Secondary contacts listed should be different people. Both contacts should be knowledgeable and capable of responding to negotiation requests. If either contact changes, this schedule should be updated through negotiation during the original application or through an amendment. An amendment is not required if this is the only change, but should be updated when the next required amendment is submitted. If the superintendent changes, make sure she/he has the appropriate TEAL/TEASE/eGrants permissions. Guidance on TEA Secure Applications is available at TEA Secure Application Information At least one of the contacts listed should be available during the months of July and August to complete negotiations with the agency. GS2300: Negotiation Comments and Confirmation The negotiator will return applications and document their questions, clarifications, or correction requests in the Negotiation Note box(es). The grantee contacts listed in GS2100 will receive an egrants automated email notifying them that negotiations are needed. Grantees should address the questions, clarifications or corrections as quickly as possible in order to receive their NOGA in a timely manner. The grantee must respond in Grantee Comments if asked to address corrections, confirm program intent, or explain issues as indicated by the Negotiation Note. The grantee must check the Change Completed box upon completion of each negotiation item prior to certifying and resubmitting the grant application. Page 3 of 19
GS2900: Purpose of Amendment This schedule is required for amendments. The LEA must check which schedules are being changed (Part 1), and provide a justification for the amendment (Part 3). SC5000: Title I, Part A Campus Selection Campus information (number, name and grade span) for this schedule is prepopulated from AskTED in late May. It is the LEA s responsibility to ensure that all campus information is correct as listed in AskTED. If the LEA has changes to campuses for 20152016 school year (i.e., closed campus, new campus, grade span or name change, etc ), contact your regional negotiator in TEA s Division of Grants Administration for further directions, they will assist you with the process of updating your SC5000 schedule. LEAs are responsible for corrections to AskTED. Charter schools must contact TEA s Division of Charter School Administration at 512463 9575 to make any changes to AskTED. NS (Not Served)Title I Eligible: The LEA has elected not to serve a campus; however, the campus is still Title I, Part A eligible. NS (Not Served)Not Title I Eligible: In a multiple attendance area the LEA cannot serve a campus because the campus is not Title I, Part A eligible. SKIP 1. In a Multiple Attendance Area, if a campus will not be served and has a lowincome percentage over 75%, it is considered a skipped campus. If the LEA elects to skip a campus under Title I, Part A Campus Status, a popup confirmation notice will appear. The LEA confirms by submission of their application, that skipped campus(es) will meet the following comparability requirements: The skipped campus meets the comparability of services requirement; The skipped campus receives supplemental funds from other State or local sources that are expended according to the requirements of a TA or a Schoolwide campus; and The funds expended from such other sources equal or exceed the amount that would be provided to the campus under Title I, Part A. NOTE: If the LEA chooses to skip a campus, Title I, Part A services must be provided to eligible private school children who reside within the boundaries of the skipped campus s attendance area. 2. In a Single Attendance Area where the LEA has a total enrollment of fewer than 1,000 students or no grade duplication, all campuses are Title I eligible. The LEA may choose to serve any or all of its campuses without regard to the percentage of students from lowincome families, therefore single attendance areas do not have skipped campuses. Consolidated Funds on a Schoolwide (SW) Campus: There are three choices to indicate if funds are consolidated on the SW campus: 1. Title I A Only This indicates there is NO CONSOLIDATION of funds with any other federal, state, or local fund sources on the SW campus. 2. Federal Funds Only This indicates that ONLY federal funds are consolidated on a SW campus (i.e. Title I, Part A; Title II, Part A; and Title III, Part A funds are consolidated.) 3. Fed/State/Local SW campus consolidates federal, state, and local funds. REMINDER: Title I, Part C funds cannot be consolidated on a SW program without TEA s prior approval. Page 4 of 19
If the LEA is eligible and utilizes the REAP capability, a SW campus would indicate Federal Funds Only or Fed/State/Local unless they REAP 100% of funds into Title I, Part A, in which case they could indicate Title I A Only under this column. Per Pupil Amount (PPA) Enter the PPA for each campus that is served SW or TA. Do not enter the entire campus allocation. District reservations are not generally part of the campus allocation. Therefore, they should also be excluded from the per pupil amount entered on SC5000. Single Attendance Area LEAs can allocate PPA without any regard to low-income percentage. Multiple Attendance Area LEAs must follow the following rules for Title I, Part A eligible and served campuses. 1. Rank and Serve a. Campuses with low-income rates greater than 75% must receive a higher or equal PPA than all other campuses. The LEA is not required to allocate the same PPA to each campus as long as campuses with higher low-income rates received a higher or equal PPA than all other campuses. b. As long as the campuses with low-income rates greater than 75% receive higher or equal PPA than all other campuses, the LEA may then rank and serve all TIA eligible campuses served based on low-income rate until they run out of funding. c. PPA should be calculated and assigned in direct correlation to low-income percentage rates on the SC5000 report, i.e., a campus with a higher low-income rate will get a higher or equal PPA than a campus with a lower low-income rate. 2. Grade Span Groupings a. Campuses with low-income rates greater than 75% must receive a higher or equal PPA than all other campuses. The LEA is not required to allocate the same PPA to each campus as long as campuses with higher low-income rates received a higher or equal PPA. b. As long as the campuses with low-income rates greater than 75% receive higher or equal PPA than all other campuses, the LEA may then serve campuses with low-income rates 75% and less using Grade Span Groupings. c. An LEA that chooses to serve campuses with low-income rates 75% and less using grade span groupings may determine different PPA for different grade spans as long as those amounts do not exceed the amount allocated to any campus above 75 percent poverty. d. PPA within grade spans may also vary, as long as the LEA allocates higher or equal PPA to campuses with higher poverty rates than it allocates to campuses in the same grade span with lower poverty rates. Once the LEA completes the SC5000 and saves the schedule, the system will check that all required information is complete and run the PPA validation. If errors are found, the system will identify the errors in three ways: a. A pop-up box will appear listing the line(s) where the errors occur b. On Schedule SC5000, the errors will be highlighted c. The PDF generated by using the Printable Version button will have the errors highlighted The LEA will be able to save the application with errors, but in order to certify and submit the SC5000, the PPA must be in compliance or, if there continues to be errors, a justification must be included addressing the errors and/or clarifying the grade span groupings. LEAs must make a concerted and good-faith effort to bring their SC5000 into compliance before using the justification box. Page 5 of 19
NOTE: Submission of the SC5000 using a justification does not mean that the PPA is approved. A TEA Grants Administration negotiator will review and negotiate if necessary the SC5000 and the PPA until compliance has been met. NOTE: There will be a basic validation check that checks the PPA against Title I, Part A, Entitlement. Sum Total (Enrollment x PPA) equal or less than Entitlement = Pass Compliance Sum Total (Enrollment x PPA) greater than Entitlement = Fails Compliance PS31XX: Program Descriptions Private Non Profit Participation Private Non Profit (PNP) Schools are addressed on each Program Description. If the LEA answers Yes to the question Are any private nonprofit schools located within boundaries? then this answer should be consistently answered Yes for all programs. However, the number of schools participating may differ for each applicable program. PS3101: Program Description Title I, Part A Part 2: Funding Requirements for Districtwide Reservations. LEA must enter the Reserved Funds Amount for each applicable District-level activity. The application will calculate the percentages reserved. LEAs should submit an amendment to update their PS3101 entitlement amount no later than the date final amendments are due. REMINDER: If BS6001 indicates that 100% of Title I, Part A funds are in 8911, the LEA cannot reserve funds for the district in Part 2. 8911 is a campus schoolwide consolidation; there are no district schoolwide consolidations. Line a: Districtwide Parent Involvement Activities A 1% reservation is required for NCLB Consolidated entitlements greater than $500,000. Line b: Services to Eligible Private School Students If the LEA indicates PNP participation in Part 1 then a reservation is required. Line c: Preschool Programs If the LEA indicates a preschool program, the SC5000 must have campuses with preschool(s) listed. Line d: Administration If district level positions are listed on BS6101 on lines 14, or Other, then a reservation is required. Line e: Districtwide Professional Development Activities Must be equal to or greater than the amount reserved to Meet Teacher Quality and Paraprofessional Qualifications (HQT reservation found after Part 2: Total Reserved Funds.) Line f: Services to Homeless Students If the LEA has a Not Served Campus with enrollment indicated on the SC5000, a reservation for homeless students is required. Line g: Services to Students Residing in Local Facilities for Neglected If the LEA has a Not Served Campus with enrollment indicated on the SC5000, a reservation for neglected students is required. The LEA is required to reserve at the district level for neglected students UNLESS all campuses are served with Title I, Part A funds. Line h: Delinquent Services A reservation is required if there are facilities for delinquents served by the district with Title I, Part A funds; or Title I, Part D Subpart 2 funds are used to provide services. Page 6 of 19
PS3101: Program Description Title I, Part D, Subpart 1 This schedule is only available to Texas Juvenile Justice Department (TJJD) and Windham School District. PS3102: Program Description Title I, Part A Neglected & Title I, Part D, Subpart 2 Delinquent If the LEA is applying for Title I, Part D, Subpart 2, the written agreement with the facility should have a recent date. Part 2: Program Evaluation and Assessment of Needs section is divided into three sections: Student Academic Performance, Staff Training, and Other. One activity must be in each of the three sections. Part 3: Planned Activities section: Questions 13, and 5 must be completed; Questions 4a4f check all that apply. PS3103: Program Description Title I, Part C Migrant Education NOTE: Part 5: Early Childhood/School Readiness Program (EE-Kindergarten), Summer Program, Project SMART (including current or past programs) is for Kindergarten ONLY Part 3: Required Program Activities The LEA is responsible for incorporating all Migrant Education Program (MEP) activities/services/plans and guidelines into a migrantspecific section of the District Improvement Plan (DIP) and updating it on a yearly basis. The activities listed in this section are required for all Title I, Part C programs in Texas. You must maintain documentation of these activities for auditing and monitoring purposes. In providing services with Title I, Part C funds, LEAs shall give priority to serving Priority for Services (PFS) migratory children with MEP funds before using migrant funds to address the needs of other migratory children. Part 5: Planned Supplemental Activities Columns are broken down into 2 sections Funding Source and Population Served. Under Population Served, if the LEA checks an activity and checks only PFS students then not all migrant children may benefit from this activity. If you select Other, you must describe the activity in the space provided. The activity must address a documented, unmet migrantspecific need and be aligned to one of the Seven Areas of Concern as outlined by the Office of Migrant Education (OME). The Seven Areas of Concern are: 1. Educational Continuity 2. Instructional Time 3. School Engagement (behavioral, emotional, cognitive) Page 7 of 19
4. English Language Development 5. Educational Support in the Home 6. Health 7. Access to Services PS3104: Program Description Title II, Part A Teacher and Principal Training and Recruiting If 100% of the use of Title II, Part A, funds is transferred through the Rural Education Achievement Program (REAP), check the box on the top right hand corner and save the schedule. Otherwise complete the form as instructed. REMINDER: Grantees using REAP or Funding Transferability may utilize the SW Campus Personnel option on the Payroll Schedule BS6101, Part 2, line 1. Part 3: Planned Expenditures Line 1: If there is no consolidation of funds on the campus and if the LEA is hiring personnel under T2A funds, both district and campus level position(s) should be listed on the Payroll Schedule (BS6101) under Part 1. If the LEA is consolidating funds on SW campus(es), the SW Campus Personnel check on the Payroll Schedule (BS6101), Part 2, line 1 may be utilized for campus positions and only district positions should be listed under Part 1. NOTE: Retention and/or Recruitment stipends should be listed on the Payroll Schedule (BS6101) under Part 1 or under Other. Line 3: Classsize reduction position(s) should be listed on the Payroll Schedule (BS6101) under Part 1, unless the LEA is able to and using the SW campus personnel option (BS6101: Part 2, line 1). Line 6: This indicates that the LEA is CONSOLIDATING one or more program funding sources on a SW campus. If you are consolidating funds this should be indicated on the SC5000 under the Combined Funds column by using either Federal Funds Only or Fed/State/Local. If your SC5000 states Title I A Only, the LEA is NOT consolidating funds and the use of this check is not allowable. PS3105: Program Description Title II, Part D Technology There are no formula allocations for 2016-2017. This schedule would only be completed for REAP projects. If the schedule is opened and saved, and LEA is not REAPing funds into Title II, Part D, check the Schedule Not Applicable box on the top right hand corner to close the schedule. Part 3: Planned Expenditures Line 12: This indicates that the LEA is CONSOLIDATING one or more program funding sources on a SW campus. If you are consolidating funds this should be indicated on the SC5000 under the Combined Funds column by using either Federal Funds Only or Fed/State/Local. If your SC5000 states Title I A Only, the LEA is NOT consolidating funds and the use of this check is not allowable. Page 8 of 19
PS3106: Program Description Title III, Part A English Language Acquisition Title III, Part A, funds cannot be used to meet the State requirements for addressing the needs of limited English proficient (LEP) students and must be supplemental to Title I, Part A. It is strongly recommended that the instructions for this schedule be read to ensure the accuracy of your program intent and purposes. If you have any questions, contact your Title III program contact for assistance. Part 5: Program Purpose Indicate the activity or activities for which your organization is using Title III, Part A LEP funds. Check all that apply. At least one activity in this section must be checked. Part 6: LEA Local Plan Title III, Part A LEP A: Language Instruction Educational Programs and Activities Indicate the language instruction educational program(s), activity or activities for which your organization is using Title III, Part A LEP funds. Check all that apply. At least one activity in this section must be checked. B: Professional Development Professional development activities provided with Title III, Part A LEP funds may include teachers, principals, administrators, and other school or communitybased organizational personnel in classroom settings that are not the settings of language instruction educational programs. For LEAs, indicate at least one professional development activity that is to be provided through the Title III, Part A, program. Check all that apply. At least one activity must be checked. If there are participating PNP schools, check at least one professional development activity provided to the PNP. For each professional development activity to be provided: Provide a Description: It is sufficient to include broad, general information, based on tentative plans. As details develop, additional specificity may be added later in the grant period (through the application amendment process) to reflect the most uptodate description. Indicate the Purpose: Each professional development activity must be designed to address one of the purposes presented. At least one Purpose must be checked for each activity. It is not required that both purposes be checked upon completion of this section. Indicate the Area of ResearchBased Effectiveness: Each professional development activity must be based on scientificallybased research demonstrating effectiveness in one of the areas presented. At least one Area of ResearchBased Effectiveness must be checked for each activity. It is not required that both areas be checked upon completion of this section. Indicate the Audience: Each professional development activity may be provided to one or more of the audiences listed. At least one Audience group must be checked for each activity. It is not required that all audiences be checked upon completion of this section. C: Teacher Fluency and Methods for Ensuring Fluency Under Section 3116(c) of Title III, Part A, the LEA must ensure that all teachers, who are in a language instruction educational program for LEP students, are fluent in English and any other language used for instruction, including Page 9 of 19
oral and written fluency. This requirement applies to all teachers providing instruction in English and another language, regardless of whether or not those teachers are paid with Title III, Part A funds. If the LEA does not offer a language instruction educational program for LEP students in which teachers provide instruction in English and another language (i.e., bilingual education), skip Section C (Teacher Fluency and Methods for Ensuring Fluency) and proceed to Section D (Other Required Activities). If the LEA does offer a language instruction educational program for LEP students in which teachers provide instruction in English and another language (i.e., bilingual education), complete Section C (Teacher Fluency and Methods for Ensuring Fluency) as follows: 1. Indicate the method(s) to be used to ensure teacher fluency in English. a. Check State Educator Certification if it will be used as a method for ensuring teacher oral and/or written fluency. b. Check Other if any other method(s) will be used for ensuring teacher oral and/or written fluency. c. In the space provided Specify necessary information: Identify the method(s) for verifying oral fluency in English; and Identify the method(s) for verifying written fluency in English. d. Check all that apply. e. At least one method must be checked. 2. Indicate the method(s) to be used to ensure teacher fluency in other language(s) used for instruction. a. Check State Educator Certification if it will be used as a method for ensuring teacher oral and/or written fluency. b. Check Other if any other method(s) will be used for ensuring teacher oral and/or written fluency in any other language(s) used for instruction. c. In the space provided Specify necessary information: List the language(s) used for instruction; Identify the method(s) for verifying oral fluency in each language listed; and Identify the method(s) for verifying written fluency in each language listed. d. Check all that apply. e. At least one method must be checked. It is up to the LEA to determine what methods are sufficient for verifying teacher fluency. There is a helpful resource chart that provides examples of methods for verifying teacher fluency in the grant instructions. D: Other Required Activities Describe how the LEA will hold Title IIIfunded campuses accountable for annual English language proficiency (ELP) assessment of LEP children and for meeting Annual Measurable Achievement Objectives (AMAOs). 1. Under LEA, check to indicate that the LEA will comply with this requirement. 2. Provide a description of how the LEA will meet this requirement. Description should address: a. Annual ELP Assessment of LEP Students It is sufficient to provide a general time frame during which the TELPAS will be administered at the LEA s Title IIIfunded campuses. b. Meeting AMAOs It is sufficient to provide a brief statement that the LEA will review AMAO results for each Title IIIfunded campus and provide appropriate follow up, as determined by the LEA. Part 7: LEA Local Plan Title III, Part A Immigrant If you did not apply for Title III, Part A Immigrant funds on your own or as a fiscal agent, this section displays the following message This section is hidden because you did not apply for or applied as a member of a shared services arrangement for Title III, Part A Immigrant funds. Otherwise, complete the part as follows: Indicate at least one activity for immigrant children and youth. Page 10 of 19
1. If you applied for and received the funds, under LEA check any activities that will be conducted to provide enhanced instructional opportunities for immigrant children and youth. Check all that apply. At least one activity in this section must be checked. 2. If there are participating PNP schools, check at least one activity under PNP. Provide a description for each activity checked. For each activity checked, provide a brief description that addresses: 1. Who Identify who will be served (by general group or categorical description only). 2. What Identify the specific name(s) of the program, activity and/or materials to be used. 3. When Identify the instructional setting related to scheduling for the program or activity. 4. Where Identify the instructional setting related to campus or facilities (either by name or general category, such as two high schools, etc.). PS3107: Program Description Title IV, Part A Safe and DrugFree Schools and Communities Title IV, Part A funding has not been appropriated since 20092010. This schedule would only be completed for REAP projects. If the schedule is opened and saved and the LEA is not applying REAP into Title IV, Part A, check the Schedule Not Applicable box located at the top right hand side of the schedule to close it. PS3108: Program Description Title V, Part A Innovative Programs Title V funding has not been appropriated since 2008 2009. This schedule would only be completed for REAP projects. If the schedule is opened and saved and the LEA is not applying REAP into Title V, Part A, check the Schedule Not Applicable box located at the top right hand side of the schedule to close it. PS3109: Program Description REAP/Funding Transferability There are no changes to this schedule The LEA may REAP or Transfer funds into Title I, Part A, but not out of the Title I, Part A program. The LEA may REAP into any program but may only transfer funds into Title I, Part A. Part 2: You must notify TEA of your intention to implement the flexibility offered through Funding Transferability by submitting the appropriate schedule in either the original Consolidated Application for Federal Funding (NCLBAA) or through an amendment. Statute requires that you notify the state of your intention to transfer the use of funds through the Funding Transferability at least 30 days before the transfer takes place. Therefore, the effective date for the transfer is 30 days after the submission date of the application or amendment containing the completed schedule. Private NonProfit share must be taken from the total entitlement after the funding transferability takes place. LEAs may transfer 100% into Title I, Part A. Funding Transferability is no longer limited to 30% of applicable funds. PS3211: Program Coordination Page 11 of 19
If LEA REAPs 100% of Title II, Part A, remember to check the applicable box at the top of the schedule. PS3221: Comprehensive Needs Assessment If LEA REAPs 100% of Title II, Part A, or District does not serve K4 Grades, remember to check the applicable box(es) at the top of the schedule. PS3231: Professional Development There are no changes to this schedule PS3241: Parent and Community Involvement There are no changes to this schedule PS3400: Equitable Access and Participation There are no changes to this schedule WV4001: Waiver Request for Title I, Part A (Excess Carryover 15%) This schedule is completed by TEA s Division of Grants Administration after the previous year s final expenditures have been processed. WV4004: EdFlex Title I, Part A Schoolwide Eligibility Waiver BS6001: Program Budget Summary 8911 This can only be used to consolidate funding on SW campus level budgets, it is NOT for use with district funds. If LEA is budgeting 100% of funds in 8911, there can be NO district reservations for those funds. If an LEA budgets any amount of funding in 8911, they must check either Federal Funds Only or Federal/State/Local on the SC5000 as 8911 indicates a consolidation of funds at the campus. Title III, Part A, LEP Program and LEP Administration costs are separated and the budget will total across. Title III, Part A, LEP Indirect costs are administrative funds and can only be indicated under the admin column. The indirect cost under the program column is no longer accessible. Title III, Part A, LEP administrative costs will be restricted to a 2% maximum. The LEA will receive an error message if budgeting in excess of 2%. Page 12 of 19
NOTE: A pop-up message will appear when the amount of the Title I, Part A funds changes on either the Planning Amount field or Final Amount field on Schedule BS6001 Program Budget Summary and the amount is different from the saved Entitlement field in Part 3 of PS3101. The system will remind the LEA that there was a change and to open, correct and save the PS3101 with the correct updated entitlement amount and reserved percentages. BS6101: Payroll Costs Part 1: Number of Positions Lines 14 are typically district level administrative positions. If listing positions on these lines, ensure that funds are reserved at the district level for administration. If any of these positions are a campus level position, inform your negotiator either upon submission of your grant application or during the negotiation process. A federal program director can only be paid 100% out of a single program fund source if the person is working 100% with that program only. For example, if an LEA pays 100% of a federal program director s salary out of Title I, Part A and that director administers other programs other than Title I, Part A, this is unallowable. Positions overseeing more than one program should be split funded and properly budgeted on the schedule. All positions listed in Part 1 should be district level positions and/or campus positions for campuses providing Targeted Assistance or not consolidating funds. Be sure positions are identified under the correct program. REMINDER: If the LEA plans to hire additional personnel either at the district or campus level, the LEA must amend the application prior to the hiring of personnel. The only exception to this amendment process is for those campus positions that are covered by the schoolwide personnel option provided by Part 2, line 1. Otherwise, an amendment must be approved by TEA before any activities occur, such as purchase orders issued, funds encumbered or expended, goods received, or services rendered that are affected by the amendment. If the grantee chooses to implement such changes prior to the amendment being approved by TEA, the grantee will be responsible for paying, from other fund sources, any costs not approved during negotiations. Amendments that request retroactive approval of expenditures will be accepted and considered by TEA on a case-by-case basis. Other Positions (starting with line 15): Ensure the Percent of Salary Paid Out of Each Grant is indicated. In the justification section, provide the job description and responsibility. Justifications for new positions should include the effective start date. All positions should be supplemental and not fulfilling a federal, state, or local requirement. For all Other Positions listed the LEA will be required to make the following certifications and assurances: 100% funded positions: The grantee certifies the position and duties of this 100% grant-funded position are reasonable, necessary, allowable and allocable under the applicable federal fund source. The grantee further certifies that it is in compliance with the federal supplement, not supplant provision that the position and/or duties funded by this grant are not required by state law, SBOE rules, or local board policy. The grantee assures the position and duties meet the purpose, goals, and objectives of the federal fund source. Documentation must be maintained locally by the grantee that clearly demonstrates the allowable and supplemental nature of the positions and will provide such documentation to TEA upon request. Partially funded positions: Page 13 of 19
The grantee certifies the federally funded portion of this position and duties of this are reasonable, necessary, allowable and allocable under the applicable federal fund source. The grantee further certifies that it is in compliance with the federal supplement, not supplant provision that the portions of this position and/or duties funded by this grant are not required by state law, SBOE rules, or local board policy. The grantee assures the position and duties meet the purpose, goals, and objectives of the federal fund source. Documentation must be maintained locally by the grantee that clearly demonstrates the allowable and supplemental nature of the positions and will provide such documentation to TEA upon request. Part 2, Line1: For Schoolwide Personnel Title I, Part A: This option is available only for SW campuses and will cover campus Title I, Part A funded personnel on the SW campus. If the LEA checks Part 2, line 1 under any other fund source (i.e. Title II, Part A or Title III, Part A), the SC5000 must indicate consolidating funds on at least one SW campus, or be utilizing REAP or Funding Transferability. REMINDER: Even when able to use the SW personnel option, the LEA must list positions in Part 1 for district level positions, personnel from any campuses that do not consolidate funds, or any campus that provides targeted assistance. If the LEA puts any amount of funding less than 100% in 8911 on the BS6001Program Budget Summary, they can use the SW personnel option, Part 2, Line 1, for any program except Title 1, Part C. However, the SC5000 must indicate consolidating funds on at least one SW campus. If the LEA puts 100% of their funds in 8911 under any program, they cannot list any district level positions for that program code. 8911 indicates a consolidation of funds at the campus level only. Furthermore, if 100% of Title I, Part A funds are in 8911, the LEA cannot indicate district reservations on Schedule PS3101. The BS6101: Payroll Costs schedule is not applicable if all programs budget 100% of funds as 8911 with the exception of Title I, Part C. Title I, Part C funds cannot be consolidated on a Schoolwide program without TEA s prior approval. Since the 20072008 school year, no Texas schools have met the criteria necessary to combine Migrant funds on a Schoolwide campus. BS6234: Title III, Part A Budget Support Page 14 of 19
BS6501: Debt Service When entering 9digit campus numbers, the campus number should correspond to the actual number assigned by TEA to that campus. Each districtlevel 6501 purchase must be coded to 999 or 000. Specific district program codes shall be maintained at the district level. If listing a previous Debt Service, ensure that the dates correspond as they were submitted in the previous year s application, i.e. 20152016 NCLB Consolidated application. BS6601: Capital Outlay When entering 9digit campus numbers, the campus number should correspond to the actual number assigned by TEA to that campus. Each districtlevel 6601 purchase must be coded to 999 or 000. Specific district program codes shall be maintained at the district level. If money is budgeted in BS6001Program Budget Summary on line 6600 then it must be itemized on BS6601Capital Outlay. The only exception is library books and library media which do not have to be itemized. Each purchase listed on 6601 must be identified in the corresponding campus improvement plan (CIP) or district improvement plan (DIP). Title I, Part A capital outlay items may only be purchased for campuses that are served by Title I, Part A. If purchasing items for a Targeted Assistance campus, LEA must maintain documentation supporting how these items will only be used for/by those students that are targeted for assistance and not the general population of the campus. Reminder: If funds are requested under a program for capital outlay, the TEA Grants Administration negotiator will review the items and request the Use of Funds questionnaire only when necessary. The Use of Funds questionnaire is no longer required to be completed and attached to the application upon submission. LEAs must maintain supporting documentation at the local level and be prepared to submit it to TEA upon request. CS7000: General, NCLB Program, Debarment, and Lobbying By certifying and submitting the grant application, the grantee agrees to comply with all the terms and conditions of the grant application, including all provisions and assurances. Page 15 of 19
Reference Material The following websites contain additional information to assist with program requirements and compliance questions. Lengthy guidelines are summarized with links to full text. Texas Education Mailing Lists: https://public.govdelivery.com/accounts/txtea/subscriber/new Suggested lists: Grants Administration and Federal Program Compliance (GAFPC), No Child Left Behind NCLB Program Appendices: http://tea.texas.gov/about_tea/laws_and_rules/nclb_and_esea/nclb- ESEA_Resources/Program_Appendices/ Policy Guidance for Title I, Part A: http://tea.texas.gov/about_tea/laws_and_rules/nclb_and_esea/title_i,_part_a_- _Improving_Basic_Programs/Title_I,_Part_A_-_Improving_Basic_Programs/ Policy Guidance for all other Title Programs: http://tea.texas.gov/about_tea/laws_and_rules/nclb_and_esea/no_child_left_behind_and_elementary_and_s econdary_education_act/ Policy Guidance for Highly Qualified Teachers: http://tea.texas.gov/about_tea/laws_and_rules/nclb_and_esea/highly_qualified_teachers/highly_qualified_te achers/ Policy Guidance for Highly Qualified Paraprofessional: http://tea.texas.gov/about_tea/laws_and_rules/nclb_and_esea/highly_qualified_teachers/requirements_for_ Highly_Qualified_Paraprofessionals/ Title I, School Improvement Information: http://tea.texas.gov/student_testing_and_accountability/monitoring_and_interventions/title_i_part_a_- _School_Improvement/Title_I,_Part_A_-_School_Improvement/ Texas Migrant Identification and Recruitment Manual: http://tea.texas.gov/index4.aspx?id=25769815040 New Generation System Guidelines: http://tea.texas.gov/index4.aspx?id=25769815040 Annual Measureable Achievement Objectives (AMAOs): http://tea.texas.gov/amaos/ USDE Elementary & Secondary Education Guidance Policy Guidance: http://www2.ed.gov/policy/elsec/guid/list.jhtml Page 16 of 19
Using TEA systems including egrants with Internet Explorer version 10.0 or version 11.0 and Windows 8 Grantees using Internet Explorer (IE) 10 to access egrants may find that system functionality is limited or unavailable. TEA staff is currently upgrading the egrants system to make it accessible from IE 10. Until that upgrade is complete, grantees can access the Compatibility View function to use IE 10 with egrants. To access the Compatibility View, log into TEASE or TEAL and follow these steps: 1. Locate the page icon at the right of the TEASE or TEAL URL. If the page icon is not visible, right click on the menu bar. From the context menu that opens, select Compatibility View Button. The page icon will appear to the right of the lock icon, as shown above. 2. Select the page icon. The icon background will change to a darker blue, indicating activation. A popup will appear confirming that the secure TEAL or TEASE page is now running in Compatibility View. You should now be able to access egrants, and other TEA systems, using IE 10. Page 17 of 19
If your Internet Explorer (IE) version 11, follow these steps to enable the compatibility view: 1. Click on the Tools Menu and select <<Compatibility View Settings>> 2. Add the website: state.tx.us to the list of websites in compatibility view. 3. Once the website in the list of websites in Compatibility View, you can close the window. You should now be able to access egrants using IE 11. Page 18 of 19
Copyright Notice. The materials are copyrighted and trademarked as the property of the Texas Education Agency (TEA) and may not be reproduced without the express written permission of TEA, except under the following conditions: 1) Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts and schools educational use without obtaining permission from TEA. 2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of TEA. 3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way. 4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged. Private entities or persons located in Texas that are not Texas public school districts, Texas Education Service Centers, or Texas charter schools or any entity, whether public or private, educational or noneducational, located outside the state of Texas MUST obtain written approval from TEA and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty. For information contact: Texas Education Agency, 1701 N. Congress Ave., Austin, TX 78701-1494; email: copyrights@tea.state.tx.us. Page 19 of 19