Now that we have reviewed the agenda and objectives for today, let s proceed with the EC Grants Overview (PPT SLIDE 1).

Welcome / Introductions Hello. I m Dr. Khalilah O Farrow-Boulware, Regional Trainer for the Piedmont-Triad and Southwest Districts. I d like to welcome you to this EC Grants training webinar. Please note that this training session will be recorded for training purposes. Agenda Review / Handouts Before we begin the training, I d like to first review the agenda and objectives for this session. We will begin with an overview of the EC Grants application, along with a review of the available training materials. Next, we will cover how to document and submit the IDEA 611 grant, along with the Amendment process. We will also cover how to document and submit the IDEA 619 grant. At the end of the session, we ll wrap up and discuss how you will be able to evaluate this training session. Next, I d like to review the training objectives for this session. At the completion of this training session, trainees will have a general understanding of: Accessing the EC Grants Application Management System. Navigating through the EC Grants Application. Submitting an EC Grant document. Now that we have reviewed the agenda and objectives for today, let s proceed with the EC Grants Overview (PPT SLIDE 1). Overview - About the EC Grants Application Management System (PPT SLIDE 2) The EC Grants Application Management System is a web-based application that allows EC Directors to document plans for the utilization of federal grant funds. There are two types of grants that provide federal funding to LEAs: o IDEA 611 o IDEA 619 (Preschool) Take note that May 26, 2017 is the EC Grants submission deadline for both IDEA 611 & IDEA 619 grants, as well as, the Budget and Amendment System (BAAS). It is recommended to submit BAAS first. It takes 24 hours for BAAS to display in the system for the DPI Consultants to review. (PPT SLIDE 3) The four user roles in the grant application management system are: 1 A25 - EC Grants 2017 Training Script 3.30.17

The EC Director is responsible for providing information on the application document. The Regional Consultant (RC) is responsible for reviewing the application content and providing feedback to EC Director. The Superintendent is responsible for addressing the assurances, signing the grant and submitting the grant to DPI. In most Charter schools, one person may serve both roles as EC Director and Superintendent when completing the EC Grant Application. The NCDPI Consultant is responsible for the final review of the grant and final approval. (PPT SLIDE 4) When working with the EC Grants Application, be sure to review the Help document located on the website for the full list of Tips for Utilizing the EC Grants Application. Firefox is the most compatible browser for the EC Grants application. Passwords are case-sensitive. For password reset, contact the Help Desk at https://nc-myit.us.onbmc.com. There is no auto-save feature. So, best practice is to SAVE often. The application times out every 20 minutes of being idle. There is no spell-check feature. The grant status of Complete doesn t mean the EC Grant is finalized. Look for status, Submitted or Approved. Check grants weekly for any news, updates or changes in the status. (PPT SLIDE 5) The EC Grants timeline is designed to give guidance for the timely submission of the EC Grants. A copy of the complete timeline is available in the EC Grants manual, located in the Help section of the grant application. 3/31/17: EC Grants live site is available for IDEA 611 and IDEA 619 Here is the grant web address. You may also access the grant from the EC Division website. http://ecgrants.dpi.state.nc.us/ecgrants.nsf 5/26/17 is the due date to submit the IDEA 611 and IDEA 619 (Preschool) grants, along with the Budget. Traditional LEAs and Charters submit the budget through BAAS; whereas, State Operated Programs submit the budget within the grant application. (PPT SLIDE 6) When logging into the EC grants application: Usernames are NOT case sensitive. For traditional LEAs, the username is leaxxxexc. For Charter Schools, the username is chtxxxdir. For State-Operated Programs, the username is sopxxxdir. The three x s represent your system s 3-digit code. 2 A25 - EC Grants 2017 Training Script 3.30.17

Passwords are case sensitive. The password defaults as password, all lowercase, until you change it. We do recommend you change your password in the application. Now, let s move forward with reviewing the training materials located on the EC Grants training site. EC Grants Application: Login and Navigation http://pedpidomtc.dpi.state.nc.us/ecgrantstr1718.nsf Welcome screen When accessing the EC Grant application, look for the title, EC Grants Application Management System 4.1, which indicate the most current application system. The grant application system changes every year. Also, look at year displayed to the left above toolbar. Make sure it displays as 2017-2018. The Current News section is designed to give users information related to the grants from DPI. News appears on this Welcome Screen and changes color with each new entry. It is important to review the Current News section on weekly basis to stay informed of any DPI updates or messages related to the grants. Scroll, to view the Help Desk phone number displayed below the Menu bar. As a reminder, when contacting the Help Desk for assistance, be sure to request EC Grants not IDEA. Click the login button to enter you User ID and password. Click the Login button or the Enter key to login. After logging into the application, the Home page displays. Check to ensure your name displays correctly to the left, above the Menu Bar. Your name also displays at the top, above the News section. Click Logout to logout of the application. The Resources section provides access to training materials, previous grants and other pertinent information. Click HELP to access the training materials including the Training Manual. To view previous grant application submissions, click the link to the year you want to view. Click Change Password to change your password. Click Chart of Accounts to access the Financial and Business Services Chart of Accounts webpage. o Select the link, COA in Excel, to access the Chart of Accounts. o Select the option, Save File. o Click OK. o Click to open the file, and click the Enable Editing button. o Select the Funds drop down arrow. 3 A25 - EC Grants 2017 Training Script 3.30.17

o Check the box to the left of Select All, to clear the selection of all checked boxes. o Select #3, and click OK. o Select the PRC drop down arrow. o Check the box to the left of Select All, to clear the selection of all checked boxes. o Select 060 or 049, and click OK. o The chart of accounts for the 611 Grant will display if 060 is selected. o The chart of accounts for the 619 Grant will display if 049 is selected. o These are the only budget codes that can be used in the grants. o Close this file, do not save it. Codes do change from time to time, so review in real-time. Click Planning Allotments to access information for the 2017-2018 Fiscal Year. The Planning Allotments will be posted when made available. To access the DPI website, click the Department of Public Instruction link. To access the EC Division website, click the Exceptional Children Division link. To access both the Current News as displayed on the Welcome screen and all archived News, click the News link. The Applications section displays the school system for the logged in user. The next topic to cover is the IDEA 611 Grant. To navigate to the Grant Selection and Status screen, click the link to your school system name. EC Grants Application: Grant Selection and Status Screen (IDEA 611) The Grant Selection and Status screen is where you can access the grant and review the grant status. The available statuses include: o Draft no documentation in the grant. o Partial some documentation has occurred. o Complete an entire section has been documented completely. As a reminder, this status does not mean the grant is finalized. o Submitted to Supt the grant has been sent to the superintendent for documentation in the Assurances section. o Review the grant has been sent to the Regional Consultant for review. o Submitted the grant has been submitted to the NCDPI Consultant for review. o Approved the grant has been approved by the NCDPI Consultant. o Incomplete indicates the number of sections in the grant that need corrections. Click the grant link to display the Main Menu Screen. 4 A25 - EC Grants 2017 Training Script 3.30.17

IDEA 611: Main Menu Screen The Main Menu screen is the heart of the grant application, as it displays the grant status, section status, grant due date and the entry point of all sections in the grant. When you click the section title, the section opens in read-only mode. When you click Edit to the left of the section title, the section opens in edit mode. You can only document sections of the grant in Edit mode. When in Edit Mode, you must Save the data entered before moving to another screen. There is no Auto-save feature. As you document and save each section of the grant, the status of each section changes. When you first access the Main Menu screen, the top menu bar displays the Exit and Options buttons. As the grant progresses through the application process, the buttons on the top menu bar change. o The Exit button allows you to return to the previous screen. o The Option button allows you to print the grant. Select each check box in front of the section you want to print, then click the Print button. The sections marked as n/a are only for State Operated Programs to complete. Only State Operated Programs submit budget information within the grant application. State Operated Programs do not submit their budget through BAAS. The first section in the grant is the Information section. The Introduction section provides an overview of the purpose of the 611 Grant application. The Required Components and Instructions section provides directions for completing the grant. Be sure to read the entire contents of the Introduction and Required Components before documenting the grant. The Comments History section displays any archived comments made within the grant. IDEA 611: Part I Project Approval Next is the Part I.A. Maintenance of Fiscal Effort or (MOE) and Project Approval section. Click the Edit button to the left of to this section to open for documentation. The first section contains Project Approval information. This date will auto populate once the grant is approved. The next section is Maintenance of Fiscal Effort - Budget. The purpose of the MOE section is to document justification that the school system will spend the same amount of money or more for EC services each year. 5 A25 - EC Grants 2017 Training Script 3.30.17

Select one option for the Selected Budget Method 2017 2018. This is a local decision. The budget method selected does not have to be the same as what was selected the previous year. Enter the Projected Child Count. This is used to determine per child figures. All editable fields in the Funds Budgeted 2017 2018 column must contain a number. If there are no Funds Budgeted for 2017 2018, enter a zero. o (1) Total State and Local Expenditures is the budget for EC services. o (2) Total Local Expenditures Only is the local budget for EC services. o (3) Per Child State and Local Total Expenditures is auto calculated - the Total State and Local Expenditures divided by the Projected Child Count. o (4) Per Child Local Total Expenditures Only is auto calculated - the local budget for EC services divided by the Projected Child Count. All fields in the Funds Spent Second Preceding Fiscal Year column are populated from the previous grant. For new Charter Schools that opened this school year, 2016-2017, this column displays zeros. The Budget Reduction Amount column will auto-calculate after you click Save. If the funds budgeted for the Selected Budget Method 2017-2018 is less than the funds spent during the second preceding fiscal year (2015-2016), the Reduction Allowances section must be documented. The Reduction Allowances, Adjustment and Eligibility sections are now continuously open and should be used if applicable, including amounts. The next section is Maintenance of Fiscal Effort Expenditures. The Maintenance of Fiscal Effort Expenditures section remains in read-only format prior to July 1 st. After July 1 st, this section opens for documentation and is due by September 30 th. This section is to be documented as an Amendment to the grant. Since this section is not yet accessible for documentation, let s view a screenshot of how this section displays after July 1 st. (PPT SLIDE 7) When the section opens for data entry, you first select the MOE Method for 2016 2017 from the drop list. Next, attach the documented MOE Calculation form to the grant application. You can download the IDEA MOE Worksheet 2017-2018 from the Help section of the grant. To attach the MOE Calculation form, click the Browse or Choose File button. Lines 1 and 2 under Funds Spent must be documented. The application auto calculates lines 3 and 4 in Funds Spent column. 6 A25 - EC Grants 2017 Training Script 3.30.17

Each editable field must contain a number. If there are no funds to report, enter a zero. All fields in the Funds Spent 2015-2016 column are populated from the previous grant. For new Charter Schools that opened this school year, the column displays zeros. The MOE Reduction Amount column will auto-calculate after you click Save. If the funds spent during 2016-2017 for the Selected Budget Method are less than the funds spent during the second preceding fiscal year, a number displays in the MOE Reduction Amount 2016-2017 column. When this occurs, the Reduction Allowances section below must be documented. Again, this is not completed at the time of the grant submission. It is documented as an amendment after July 1, once you know your total expenditures. The next section is Applicant Agency. Document the address and contact information. Be sure to keep this section current as this information is used to contact your school system. For any changes that need to be made to this section that you are unable to make, such as Name of Superintendent or Name of Director, you may submit a request through the Help Desk (https://nc-myit.us.onbmc.com). The URL for the Help Desk is printed on page 26 of the training manual. As a reminder, the training manual is in the Help section of the grant. Click Save at the top of the screen. Click OK to confirm. Be sure to wait while the server processes the request. When you receive the popup message, Document saved successfully, click the Exit button to return to the Main Menu screen. The section status now displays as Partial, and the purple text indicates that information is not yet completed on this screen. After documenting and saving the MOE section, the status on the Main Menu screen displays as Partial because the Superintendent signature is required. This will be addressed once the grant is submitted to the Superintendent. This is the only section that can be in Partial status when submitting to the superintendent. If there are any questions, type your question in the Questions field so the monitoring trainer may respond. IDEA 611: Part II Private School and CEIS Next is the Part II Private School and CEIS section. Moving forward with documenting the grant, click the Edit button in front of the section, Non-profit Parentally Placed Private School Children and Proportionate Share Calculation. 7 A25 - EC Grants 2017 Training Script 3.30.17

The Proportionate Share Amount for the prior school year is auto populated for you. Charter schools and State Operated Programs document a limited amount of information within this section. The only editable field in this section for Charter Schools and State Operated Programs is #3 - Enter Planning allotment for PRC 060. For each category that is not applicable, enter a zero. Enter proportionate share amount expended for prior school year. Enter proportionate share released for the 2014-2015 school year. Your carry over funds for Proportionate share are auto calculated. In the Private School Counts section, document the information requested in Whole numbers only or enter zero if not applicable. Enter the number of Children in private schools with Service Plans. Enter the Number of Children enrolled in private school who have been evaluated. Document the planning allotment. This field must be amended with the initial allocation after it is received. Enter the number of Eligible Public and Private School Children. Enter the number of Eligible Private School Children. The Proportionate Share for Private School Children field will auto-calculate once the screen is saved. The Carry-Over Funds Proportionate Share is auto calculated. Enter the Date of Consultation/meeting with representatives of private school to discuss children with disabilities. Click Save. Click OK to confirm. I also want to call your attention now that we see the message that the document is saved successfully. There is no purple text displayed. And I see my status of this section is Complete. This means I have completed everything in this section. The next section is Coordinated Early Intervening Services (CEIS) and Permissive Use Description. From the Main Menu screen, click the Edit button in front of this section. LEAs identified as having significant disproportionality or requesting permissive use of funds, must submit a CEIS plan. These funds can be used to establish or maintain programs that keep students from being disproportionately placed in special education. Students targeted for CEIS must be counted, tracked, and reported for the initial year of CEIS and the following two years after receipt of CEIS. If this section does not apply to your school system, select the N/A check box and click Save to move forward with the grant documentation. 8 A25 - EC Grants 2017 Training Script 3.30.17

IDEA 611: Part III Assurances The Debarment Assurance and Program and Fiscal Audit Assurances must be signed by the Superintendent. It is highly recommended to print these sections and provide to the Superintendent before documenting the grant. The Superintendent should be well informed of the contents prior to signing. The Budget Assurance section must be completed and signed by the EC Director and is only available for systems on the electronic budget system BAAS. State Operated Programs do not complete this section. The Finance Officer must be informed of the contents of this assurance prior to submitting it to the Regional Consultant. By selecting the check box, this assures that the EC Director met with the Finance Officer regarding data submitted into the BAAS system. Document in the text boxes the name of the Finance Officer and the Date the Finance Officer signed off assuring that the budget is submitted and matches the grant. When this screen is saved, a date is entered in Date Assured by Director. Let's talk a bit more about the two different budgets submissions BAAS and the Federal Program Budget section within the grant application. IDEA 611: Part IV BASS / Federal Program Budget (PPT SLIDE 8) Budget and Amendment System (BAAS) Here you see a screenshot of the Inquiry screen in the BAAS application. BAAS is completed by traditional LEAs and Charters Schools. All initial budgets and budget amendments must be in BAAS. In addition, BAAS must be submitted by May 26 th. As a reminder, it is highly recommended to submit BAAS first. It takes 24 hours for BAAS to display in the system for the DPI Consultants to review. Grants will not be reviewed until BAAS has been entered. (PPT SLIDE 9) Now let s review the Federal Program Budget section for State Operated Programs. (PPT SLIDE 10) Approved Budget Enter the Planning Allotment for the Approved Budget Amount. Use the Planning Allotment link on the left menu bar to locate this figure. Be sure to read all red text. Special instructions are found in red text. In the Approved Budget field, do not document decimals, commas or the dollar sign ($). Use the Chart of Accounts located on the left menu bar to make sure you are using current account codes. 9 A25 - EC Grants 2017 Training Script 3.30.17

Use the entire account code in the specified fields, i.e. 3-xxxx-060-xxx All positions, including contracted positions, must be included in #3 Summary of Budgeted Positions. Do not include benefits in this section. (PPT SLIDE 11) Equipment Summary & Disposition The Equipment Summary and Disposition Request section must be documented if equipment is being purchased with funds from this grant. If this section does not apply, follow the directions in red text. (PPT SLIDE 12) Amended Budget The Amended Budget section is used after the grant has been approved. To initially complete this section, document zeros in the required fields to move the grant forward. Be sure to save each of these 3 sections as you complete the required information to obtain the section status of Complete. Before we move forward to the next section, if you have any questions, type your questions in the Questions field so the monitoring trainer may respond. IDEA 611: Part V Public Notice & Narrative Public Notice Best practice is to use the sample public notice text provided here in the grant application. (PPT SLIDE 13) Use this text for your public notice. Enter Media Specifics. Provide the type of media, and the agency name. An electronic photocopy of the displayed public notice advertisement must be attached to the grant. You may attach a scanned copy of the ad as it was posted in the media or a copy of the affidavit. The affidavit is the receipt for the media ad purchase and it also includes a copy of the actual ad. Select Choose File or Browse button. A popup displays for you to locate and save the file to attach. It has been suggested that surrounding school systems collaborate and share the cost for having the public notice ad run in the newspaper. Those that participate in the sharing of the ad cost should have the name of their school system listed in the ad. Document the Public Review Dates. Do not submit the grant to the RC until after the public review period. Click the Save button, and Ok to confirm. Project Narrative Be sure to print out this section, read it carefully and address all required information as succinctly as possible. 10 A25 - EC Grants 2017 Training Script 3.30.17

First, be sure to check the statement, The LEA has adopted and follows the Policies for Governing Services for Children with Disabilities. General Description of LEA, Facilities and Services: Give a general description of the LEA including: o # of schools o Socio-economic data o # of EC students on December 1, 2016 o Building accessibility o Program delivery for exceptional students Use of Funds: State specifically how funds will be utilized. This section can be completed using bullets instead of full sentences. Also, be mindful that the description in this section must match what is in the budget. Personnel and Comprehensive System of Personnel Development: Include detail on any personnel vacancies and what your school system is doing to address that. In addition, be sure to include description of any planned staff development activities or workshops in this section. Private School Participation/Parentally Placed: This section is not required for Charter Schools or State Operated Programs. Charter Schools and State Operated Programs are to document N/A in field to move forward with the grant application. Child Find: Each of the requirements in this section must be addressed. Sections F J: If Yes under Meets Requirement is selected, no additional comments are necessary. If No is selected, you are required to document information in the corresponding text box. IDEA 611: Submitting the grant to the Regional Consultant After saving the information in this section, navigate back to the Main Menu screen. At the top of the Main Menu screen, the Submit Plan to RC displays. All the editable sections on the Main Menu Screen display the status of Complete, except for Part I.A. MOE and Project Approval. Part I.A. MOE and Project Approval should be in the status of Partial. This section will remain in Partial status until the superintendent signs the grant. Select the Submit Plan to RC button on the top menu bar to submit the grant application to the Regional Consultant for review. A pop-up window displays on the screen with the button, Submit Plan. Click Submit Plan. Click Ok to confirm. Then, click the Exit button to return to the Main Menu. Now the status on the Main Menu screen is updated to Submitted to RC. As a reminder, the grant application must be submitted to the Regional Consultant by May 26 th. The Regional Consultant reviews the grant and may request changes or clarification before submitting the grant to the Superintendent. If there is 11 A25 - EC Grants 2017 Training Script 3.30.17

any information in the grant that needs to be corrected, the Regional Consultant sends the grant back to the EC Director to make corrections. Before moving to the next section, if you have any questions, type your question in the Question field so the monitoring trainer may respond. Let s now look at how to proceed with the grant when it is rejected and corrections need to be made. IDEA 611: Making Corrections to Grant (Rejected from RC) After logging into the grant application, notice on the Grant Selection and Status screen, a number listed under the status, Incomplete, on the very far right of the screen. Incomplete indicates the number of sections in the grant that need corrections. Click the grant name to view the Main Menu screen. A red (x) appears on the far right of the screen in the section indicating corrections or changes are needed, along with the status, Incomplete. Also, the Edit button displays and is located to the left of the section requiring corrections. Click the Edit button to the left of section. A text box with all areas that need correction displays at the top on the selected screen. In this example, the text box indicates the General Description of LEA and Use of Funds fields have comments that need to be addressed. To make the corrections, scroll to the sections, update the information. After addressing the comments and making the corrections in all sections that apply, click the Save button, then click OK to confirm. To move this grant forward, navigate back to the Main Menu screen and click the button, Submit Plan to RC. A popup displays with a button to Submit Plan. When the screen refreshes, you see in the top center the grant status has changed to Submitted to RC. That is how to make corrections to the Grant when the grant is rejected. In the next scenario, I demonstrate the Superintendent s role of signing off on the assurances and submitting the grant to DPI. IDEA 611: Submitting the grant to NCDPI After the grant has been submitted to the RC for review and no corrections need to be made, the RC submits the grant to the Superintendent. The Superintendent then signs off on the assurances and submits the grant to NCDPI. As a reminder, it is best for the EC Director to periodically check the status of the grant. When the grant status displays as Submitted to Supt, the Superintendent may log into the grant application to complete their portion of the grant. 12 A25 - EC Grants 2017 Training Script 3.30.17

Click the grant name to view the Main Menu screen. This is the view when the grant has been submitted to the superintendent. We see the grant status displays as Submitted to Supt, along with Edit links to the left of both Assurances sections required to be completed by the Superintendent. Click the Edit link to the left of the Debarment Assurance section to review and check off each assurance by placing a check in each checkbox. At the very bottom of this screen is a place for the date the Superintendent signs this grant, once this section is saved. Save the information in this section, then navigate back to the Main Menu screen. Click the Edit link to the left the Program & Fiscal Audit Assurances section to review and check off each item. At the very bottom of this screen, is a place for the date the Superintendent signs this grant, once saved. Save the information in this section, then navigate back to the Main Menu screen. At the top of the Main Menu screen, the link for Signature is now available. Click the Signature link to sign off on the assurances sections and sign the grant. In the popup window, click the Signature button. Wait to see the message Signature captured successfully, then close the window. Return to the Main Menu screen and now at the top of the screen, the link, Submit Plan to DPI, displays. Click the Submit Plan to DPI link, then click Ok to confirm. Now the status on the Main Menu screen is updated to Submitted to DPI and status changed to Submitted with today s date in the Submitted column. Before moving to the next section, if you have any questions, type your question in the Question field so the monitoring trainer may respond. The next scenario on the agenda is to demonstrate how to create an amendment. IDEA 611: Creating Amendment Before an amendment to the grant can be created, the grant must first be approved by DPI. Once the grant is Approved, the EC Director can edit the grant sections. Click the grant name to view the Main Menu screen. This is the view when the grant has been approved. We see the grant status displays as Approved, along with Edit links to the sections that can be edited. From the Main Menu screen, click the Edit button in front of section to be amended. Document the changes or updates to the section, and click Save button. 13 A25 - EC Grants 2017 Training Script 3.30.17

After you save the changes, an amendment for that section is created. You see the message, Amended document has been created, display on the screen. On the Main Menu screen, the Amendment displays at the bottom of the screen in the Amendment section with a status of Complete, and remains in this status until the EC Director clicks the Submit button. Click the Submit button from the Main Menu screen. In the popup window, click the Submit Amendment button and wait for the successful save message. The Amendment now displays in the lower portion of the screen as Submitted. Once the amendment is approved by DPI, the status updates to Approved. An EC Director can amend the grant as often as necessary during the fiscal year. Amendments are not intended to change the focus of the original grant. Keep in mind that grant amendments must match budget (BAAS) amendments. We will now move forward with documentation of the IDEA 619 Preschool grant. EC Grants Application: Grant Selection and Status Screen (IDEA 619) Now we are ready to move forward with documentation of the IDEA 619 grant, the preschool grant. From the Grant Selection and Status screen, click the IDEA Part B (619) Preschool Grant to display the Main Menu Screen. IDEA 619: Main Menu Screen On the Main Menu Screen, you see the grant due date, grant status and the status of each section in the grant. The first section in the grant is the Information section. o The Introduction section provides an overview of purpose of the Preschool Grant, including Use of Funds and Eligibility Requirements. o The Required Components and Instructions section provides directions for completing the grant. Be sure to read the entire contents of the Introduction and Required Components before documenting the grant. o The Comments History section displays any archived comments made within the grant. To begin documentation in the first section, click the Edit link to the left of Project Approval Statistical Data. 14 A25 - EC Grants 2017 Training Script 3.30.17

IDEA 619: Part I - Project Approval Statistical Data Applicant Agency & Project Director Document the address and contact information. Be sure to keep this section current as this information is used to contact your school system. For any changes that need to be made to this section that you are unable to make, such as Name of Superintendent or Name of Director, you may submit a request through the Help Desk (https://nc-myit.us.onbmc.com). Notice that the Date Signed by Superintendent field is empty right now. This field will populate once the Superintendent signs the grant. Total Amount Allotted In the section, Total Amount Allotted, enter the 2017-2018 Planning Allotment. The amount listed should be the federal planning allotment sent from Financial and Business Services in the spring which is an estimate of funds for the 2017-2018 school year. The amount requested does not include carry-over. #7 Funding Sources Section 7 is not applicable for Charter Schools. For Traditional LEAs, this section is where you document other funds used to Support the Preschool Grant. List the approximate amounts and funding sources for the preschool programs in your LEA. This should include the state and federal funding If there are no funds to report on a line, enter zero. There are additional spaces to enter funds spent from other PRCs, if applicable. Click Save at the top of the screen. After documenting and saving this section, the status on the Main Menu screen displays as Partial because the Superintendent signature is required. This is addressed when the grant is submitted to the Superintendent. Before moving to the next section, if you have any questions, type your question in the Question field so the monitoring trainer may respond. IDEA 619: Part II Assurances The Debarment Assurance and Program and Fiscal Audit Assurances must be signed by the Superintendent. It is highly recommended to print these sections and provide to the Superintendent before documenting the grant. The Superintendent should be well informed of the contents prior to signing. The Budget Assurance section must be completed and signed by the EC Director and is only available for systems with access to BAAS. 15 A25 - EC Grants 2017 Training Script 3.30.17

The Finance Officer must be informed of the contents of this assurance prior to submitting it to the Regional Consultant. By selecting the check box, this assures that the EC Director met with the Finance Officer regarding data submitted into the BAAS system. When this screen is saved, a date is entered in Date Assured by Director. IDEA 619: Part III Description To continue with the grant documentation, click the Edit link to the left of the section, Program Description. This section is not applicable for Charter Schools. It is important to read each section carefully and address all items. Complete the Program Activities section by checking the list or describing each component of your preschool program regardless of source of funds. All sections of the program description must be completed. For the Interagency Collaboration section, select all that regularly attend your LICC or Local Interagency Coordinating Council. Indicate how frequently your LICCs meet, and the primary function of your LICC. Be sure to save incrementally to avoid losing any data already documented. Complete the Personnel and Instructional/Related Services section by documenting the estimated number of staff that are employed and/or contracted to serve preschool students with disabilities for the 2017-2018 school year. In the Service Delivery Models/Program Settings section, check the service delivery models provided by your LEA. Put N/A if you do not provide services using that program option. Under each type which you provide, complete all the information requested. After completing this section of the grant, click Save at the top of the screen. IDEA 619: Part IV Use of Project Funds and Budget To continue with the grant documentation, click the Edit link in front of the section, Use of Project Funds & Budget. This section must match BAAS. Complete each section as requested and describe how these funds will be used. First, check the box in front of the section, then complete the requested information. For (Section A) Instructional Staff, list each person separately if they are employed at different percentages. Check to see that the percentages of employed personnel match those submitted. Check the Chart of Accounts before completing this section. 16 A25 - EC Grants 2017 Training Script 3.30.17

For (Section B) Related or Support Services, list the amount budgeted, the number of personnel employed or under contract, the type of personnel such as speech, OT, PT, etc., the % of time and the number of months that each person is paid to deliver services. (Distinguish between employed personnel and contracted personnel.) Please list each person separately if they are employed at different percentages. Check to see that the percentages of employed personnel match those submitted. For (Section C) Contracts with existing programs to serve children, list all contracts with other service providers, e.g. developmental day, UCP. Do not include personnel. Only list program contracts paid out of PRC 49. This section is not applicable for Charter schools. For (Section D) Supplies, Materials, Equipment, list the total amount of supplies, materials and equipment, give a general description of these items and how these items will be used, also list prices if you are purchasing equipment. For (Section E) Child Transportation, describe mode and cost of transportation. This section is not applicable for Charter schools. For (Section F) Other, include any other information that may be needed to clarify expenditures listed in your budget. Examples are staff development, bonus pay, substitute pay, teacher travel, snacks, field trips and interagency activities. List each amount separately and what activities will be provided with the funds. Do not include benefits or indirect costs. After completing this section of the grant, click Save at the top of the screen. When the documentation of the grant is completed, submit the grant to the Superintendent. IDEA 619: Submitting the grant to the Superintendent At the top of the Main Menu screen, the Submit Plan to Supt displays. All the editable sections on the Main Menu Screen display the status of Complete except for Part I.A. Project Approval Statistical Data which is in the status of Partial. This section will remain in Partial status until the superintendent signs the grant. Select the Submit Plan to Supt button on the top menu bar to submit the grant application to the Superintendent. A pop-up window displays on the screen with the button, Submit Plan. Click Submit Plan. Click Ok to confirm. Then, click the Exit button to return to the Main Menu. Now the status on the Main Menu screen is updated to Submitted to Supt. As a reminder, the grant application must be submitted to the NCDPI Consultant by May 26 th, not just submitted to the Superintendent by May 26 th. 17 A25 - EC Grants 2017 Training Script 3.30.17

Before moving to the next section, if you have any questions, type your question in the Question field so the monitoring trainer may respond. IDEA 619: Superintendent Role - Submitting the grant to NCDPI After the grant has been submitted to the Superintendent, the Superintendent signs off on the assurances and submits the grant to NCDPI. As a reminder, it is best for the EC Director to periodically check the status of the grant. When the grant status displays as Submitted to Supt, the Superintendent may log into the grant application to complete their portion of the grant. Click the grant name to view the Main Menu screen. This is the view when the grant has been submitted to the superintendent. We see the grant status displays as Submitted to Supt, along with Edit links to the left of both Assurances sections required to be completed by the Superintendent. Click the Edit link to the left of the Debarment Assurance section to review and check off each assurance by placing a check in each checkbox. At the very bottom of this screen is a place for the date the Superintendent signs this grant, once this section is saved. Save the information in this section, then navigate back to the Main Menu screen. Click the Edit link to the left the Program & Fiscal Audit Assurances section to review and check off each item. At the very bottom of this screen, is a place for the date the Superintendent signs this grant, once saved. Save the information in this section, then navigate back to the Main Menu screen. At the top of the Main Menu screen, the link for Signature is now available. Click the Signature link to sign off on the assurances sections and sign the grant. In the popup window, click the Signature button. Wait to see the message Signature captured successfully, then close the window. Return to the Main Menu screen and now at the top of the screen, the link, Submit Plan to DPI, displays. Click the Submit Plan to DPI link, then click Ok to confirm. Now the status on the Main Menu screen is updated to Submitted to DPI and status changed to Submitted with today s date in the Submitted column. Wrap Up Electronic Evaluation Link During this webinar, we have covered the following: o An overview of the EC Grants application, along with a review of the available training materials. 18 A25 - EC Grants 2017 Training Script 3.30.17

o A demonstration of how to document and submit the IDEA 611 grant, along with the Amendment process. o A demonstration of how to document and submit the IDEA 619 grant. Now, let me take a moment to show you how to access the electronic evaluation survey. Go to the CEACS Information Site at www.nccecas.org. Click the Training Tab. In the section, Training Evaluation Survey, click the link to access the survey. Click the link and complete the 1 st section with the following information: o Select EC Grants o Select virtual session o Select the date of the training. o Select my name, Khalilah O Farrow-Boulware, as the trainer. o Proceed with completing the electronic evaluation. Once you complete the electronic evaluation, be sure to click Finish. I certainly appreciate your time and attention, and would like to thank the other trainer for their assistance during this training session. This concludes the training webinar. Everyone, have a fantastic rest of the day! 19 A25 - EC Grants 2017 Training Script 3.30.17