TEXAS EDUCATION AGENCY Standard Application System (SAS) Schedule Instructions American Recovery and Reinvestment Act (ARRA) of 2009 (Stimulus Funding) Special Education IDEA-B 2009 2011 School Year Use of Instructions and egrants Use these instructions to complete the egrants application schedules, along with the Texas Education Agency (TEA) egrants Applications Guidelines Part 1: General and Fiscal Guidelines and Part 2: Program Guidelines and Use of Funds. All guidelines and instructions are incorporated by reference into the Notice of Grant Award (NOGA). The application to which these instructions refer must be submitted electronically through the egrants system. TEA will not accept the application via any other means. Requirement for TEA SE Username and Password To access egrants, you must have a TEA SE (Texas Education Agency security environment) username and password. If you have not yet applied for a TEA SE username and password, use the following link to find the form and instructions for applying for a username: http://ritter.tea.state.tx.us/opge/ egrant/. A username and password will be emailed to you. Allow two weeks for processing. SAS# SPEDAJ10
TEXAS EDUCATION AGENCY 1701 North Congress Avenue Austin, Texas 78701 Copyright 2009 by the Texas Education Agency. All Rights Reserved. The egrants logo is a trademark of the Texas Education Agency.
Contents Navigation Tips... 1 GS2100 Applicant Information... 3 Part 1: Organization Information... 3 Applicant... 3 School or Campus... 3 Part 2: Applicant Contacts... 3 Part 3: Reviewers... 3 GS2300 Negotiation Comments and Confirmation...5 GS2900 Purpose of Amendment...7 Amendment Effective Date... 7 When to Amend... 7 Part 1: Schedules Changed... 10 Part 2: Reason for Amendment Request... 10 Part 3: Amendment Justification... 11 Confirmation... 11 Reference Material... 11 PS3400 Equitable Access and Participation...13 Barriers and Strategies...13 PS3502 Private School Participation...15 Shared Services Arrangements... 16 Funds Management... 16 Equitable Services... 16 Proportionate Share... 16 Specific Instructions... 17 Part 1: This schedule must be completed unless one of the following exception applies: 17 Part 2: Children Evaluated...17 Part 3: Consultation During the Development and Design Phase......17 Timely and Meaningful Consultation Methods...18 Applicant s Assurance That Consultation with Private School Representatives......18 Child Find Activities Were Implemented through:...19 Part 4: Proportionate Share Calculation for IDEA-B Formula Funds...19 Part 5: Proportionate Share Calculation for IDEA-B Preschool Funds... 20 Part 6: Children Served... 20 Part 7: Services... 20 Describe the Basis......21 Designated Places/Sites Where the Parentally Placed Private School Children Will Receive Services... 21 Designated Times the Parentally Placed Private School Children Will Receive Services 21 Types of Services the Parentally Placed Private School Children with Disabilities Will Receive... 21 Parentally Placed Private School Children with Disabilities Are Not Entitled to Receive Some or All of the Services They Would Receive if Enrolled in Public Schools...21 Describe the Differences, if Any... 21 Describe the Reason for Differences... 21
Part 8: Documentation of the Consultation Process...21 Part 9: Assurances...21 Reference Material... 22 BS6006 Program Budget Summary and Support... 23 Allowable Costs... 24 Reasonable and Necessary Costs... 24 Amendments... 25 Specific Instructions for Completing BS6006... 26 Statutory Authority... 26 Part 1: Available Funding... 26 View Entitlements/Roll... 26 Fund/SSA Code... 26 Select Not Participating if LEA will not apply for funds.... 26 Tentative Entitlement... 26 Maximum Entitlement... 26 Roll Forward... 26 Total Funds Released and Funds Transferred in from Other Fiscal Agents... 26 Released Entitlements... 26 Released Roll Forward... 26 Entitlements Transferred In... 26 Roll Forward Transferred In... 27 Total Funds Available... 27 Total Available Funds... 27 Part 2: Budgeted Costs... 27 6100 Payroll Costs... 27 6200 Professional and Contracted Services... 27 6300 Supplies and Materials... 27 6400 Other Operating Costs... 27 6500 Debt Service...28 6600 Capital Outlay...28 6629 Building Purchase, Construction, or Improvements...28 8911 Operating Transfers Out (Schoolwide programs Only)...28 Subtotal...28 Total Direct Costs...28 Total Indirect Costs...28 Step 1... 30 Step 2...31 Total Budgeted Costs...31 Difference Between Total Funds Available and Total Budgeted Costs...31 Total Funds Available Minus Total Costs...31 Shared Services Arrangements...31 6493 Payments to Member Districts of SSA...31 Early Intervening Services... 32 Part 3: 6100 Payroll Costs... 33 Specific Instructions... 33 Adding More Positions... 33 Deleting a Position from Other... 33 Time and Effort Documentation for Personnel... 33 Documentation Required for Charges to Payroll for Federally Funded Programs... 34 Part 4: Substitute, Extra-Duty, Benefits... 36 Part 5: Itemized 6200 Professional and Contracted Services... 37
Unallowable Costs... 37 Costs That Require Specific Approval... 38 6212 Audit Costs...38 6269 Rental or Lease of Buildings, Space in Buildings, or Land...38 6299 Contracted Publication and Printing Costs... 39 Subtotal...39 Professional and Consulting Services (6219)... 39 Subtotal...40 Subtotal Professional and Contracted Services...40 Remaining 6200 Professional and Contracted Services That Do Not Require Specific Approval...40 Costs That Do Not Require Specific Approval...40 Grand Total...40 Grand Total...40 Written Agreements and Contracts...40 Amendments...41 Part 6: Itemized 6300 Supplies and Materials...41 Unallowable Costs...41 Costs That Require Specific Approval... 42 Specific Instructions... 42 6399 Supplies and Materials Associated with Operating an Advisory Council or Committee... 42 6399 Technology Hardware Not Capitalized... 42 6399 Technology Software Not Capitalized... 42 6399 EIS Technology Hardware Useful Life of More Than One Year But Not Capitalized... 43 6399 EIS Technology Software Useful Life of More Than One Year But Not Capitalized... 43 6399 EIS Supplies and Materials... 44 Subtotal...44 Subtotal... 44 Remaining 6300 Supplies and Materials Costs That Do Not Require Specific Approval...44 Grand Total... 45 Part 7: 6400 Other Operating Costs... 45 Unallowable Costs... 45 Costs That Require Specific Approval... 46 Specific Instructions... 47 6411/6419 Travel Costs for Superintendents (6411), ESC Director (6411), or Local School Board Members (6419)... 47 6412/6419 Travel for Nonemployees or Students... 47 6413 Stipends for Nonemployees... 47 6429 Actual Losses Which Could Have Been Covered by Permissible Insurance... 47 6490 Indemnification Compensation for Loss/Damage... 47 6490 Advisory Council/Committee Travel or Other Expenses...48 6499 Membership Dues in Civic or Community Organizations...48 6499 Publication and Printing Costs if Reimbursed...48 EIS Travel Costs...48 Subtotal...49 Subtotal... 49 Remaining 6400 Other Operating Costs That Do Not Require Specific Approval... 49 Grand Total... 49
Grand Total...49 Part 8: 6500 Debt Service... 49 6512 Capital Lease-Principal...50 6522 Capital Lease-Interest...50 6523 Interest on Debt...50 Grand Total... 50 Grand Total...50 Part 9: 6500 Debt Service Description of Property with Justification... 50 Property Description... 50 Funding Source... 50 Property Value... 50 Contract Dates... 50 Access by Persons with Disabilities...51 Part 10: Itemized 6600 Capital Outlay Capitalized Assets Regardless of Unit Cost...51 Unallowable Costs...51 Costs That Require Specific Approval...51 Compliance... 52 6669 Library Books and Media... 52 66XX Technology Hardware Capitalized... 52 66XX Technology Software Capitalized... 53 66XX Equipment, Furniture, or Adapted Bus Capitalized... 53 Capital Expenditures for Improvements to Buildings or Equipment... 54 66XX EIS Technology Hardware Capitalized... 54 66XX EIS Technology Software Capitalized... 54 Grand Total... 55 Grand Total... 55 Part 11: 6629 Justification for Alteration of Building or Portable Building Lease or Purchase... 55 Indicate Fund Source... 55 Description/Purpose... 55 Provide the cost breakdown of the new or altered facility.... 56 Itemize other additional costs that are not included in the purchase price...... 56 Total Costs... 57 If purchasing a portable building, describe how the new facility will retain its portability.... 57 Access by Persons with Disabilities... 57 Part 12: 8911 Schoolwide Programs... 57 Campuses Participating in the Schoolwide Program... 58 Description of How Students with Disabilities Will Benefit from the Funded Activities on the Campuses Listed Above... 58 References... 59 Guidelines Related to Specific Costs... 59 Advertisements...60 Alcoholic Beverages...60 Audit Fees...60 Awards for Recognition and Incentives for Participation...60 Calendars and Calendaring Systems...60 Cellular Telephones for Personal Use...60 Ceremonies, Banquets, or Celebrations...60 Conflict of Interest...61 Construction, Remodeling, or Renovation...61 Consultants...61
Employee Service Awards...61 Employer Contributions to Voluntary Retirement Plan...61 Entertainment, Recreation, Social Events...61 Field Trips...61 Food and Beverage Costs... 62 Fund-Raising Activities... 63 Gifts... 64 Interest Paid... 64 Land Purchase and Improvements... 64 Legal Fees... 64 Membership in Civic and Social Organizations or Lobbying Organizations... 64 Personal Calendaring Systems... 64 Printing Costs... 64 Professional or Individual Liability Insurance... 64 Promotional Items, Memorabilia, or Souvenirs... 64 Renovation, Remodeling, or Construction... 64 Social Events... 65 Substitute Pay for Private Nonprofit Schools... 65 Training or Technical Assistance on Grant Writing... 65 Transportation Costs... 65 Travel Costs... 65 Tuition... 67 Federal Cost Principles... 67 Davis-Bacon Requirements for Federally Funded Projects... 68 Access by the Handicapped... 68 CS7000 Provisions, Assurances, and Certifications... 69 Required Approvals... 69 Required Provisions, Assurances, and Certification Documents... 69 General and Fiscal Guidelines... 70 Program Guidelines... 70 General Provisions and Assurances... 70 NCLB Provisions and Assurances... 70 Debarment and Suspension Certification... 70 Program-Specific Provisions and Assurances...71 Lobbying Certification...71 Disclosure of Lobbying Activities...71 Children s Internet Protection Act Certification... 72 Reference Material... 72
SCHEDULE INSTRUCTIONS REVISION 2.0 The application to which these instructions refer must be submitted electronically through the Texas Education Agency (TEA) egrants system. The application will not be accepted by TEA via any other means. For definitions, see the egrants glossary at http://maverick.tea.state.tx.us:8080/guidelines/reference Materials/705XXXXPP1300_G.pdf. Navigation Tips To access instructions for a particular schedule, click on the Schedule Instructions button at the top of any schedule. To access the entire packet of instructions, return to the Grantee Menu page and click on the Schedule Instructions link under Program Information. To work on or view another schedule, select it from the Select Schedule menu at the bottom or top of the page. To return to the Grant Menu page, select the Table of Contents button. To access the program guidelines, General Provisions and Assurances, and other program information, return to the Grant Menu page and click on the appropriate link under Program Information. Save data often. Unless you want to discard data, always save data before returning to the table of contents. To print a schedule, click the Printable Version button. Areas shaded in a light gray are populated automatically by the egrants system, when applicable. Some of these fields are calculation totals data pulled from sources outside the application and some of these fields are populated with information you entered elsewhere. You cannot type in these fields. Areas shaded in a dark gray are fields that are not required for this grant. If you must log off and log on again, close the browser window completely and open a new browser window before you log on. egrants security disables the system connection to TEA if no activity is detected for 20 minutes. This disconnection may not be evident until you attempt to save data. Any data entered after an automatic disconnection is lost. Save data often, and always save data when an interruption to your work may keep you from entering data for more than 20 minutes. TEXAS EDUCATION AGENCY PAGE 1
SCHEDULE INSTRUCTIONS REVISION 2.0 PAGE 2 SAS#: NCLBAA10 TEXAS EDUCATION AGENCY
GS2100 SCHEDULE INSTRUCTIONS REVISION 2.0 GS2100 Applicant Information Note: Areas shaded in a light gray are populated automatically by the egrants system, when applicable. Some of these fields are calculation totals data pulled from sources outside the application and some of these fields are populated with information you entered elsewhere. You cannot type in these fields. Areas shaded in a dark gray are fields that are not required for this grant. Part 1: Organization Information No entry is required in this part of the schedule. Applicant Your name and mailing address are pre-filled on the schedule from the organization information tied to your egrants logon. If the address displayed is incorrect, do the following: 1. Access the form at the following link: https://www.window.state.tx.us/accmaint/changeaddress.html 2. Type the corrected address. 3. Contact the TEA Fiscal Management department at (512) 463-9189 for further instructions. School or Campus For open enrollment charter schools, the charter school name is pre-filled from the organization tied to your egrants logon information. For campus-based projects, the campus name is displayed based on the campus selected in egrants when this application was accessed. For grants that are site-based, the site name is displayed based on the site selected in egrants when this application was accessed. Part 2: Applicant Contacts Your grant program may or may not require a secondary or additional contact. For the primary and (if required) additional contact persons, enter contact information. All of the fields are required except Ext., Fax, and Mailing Address 2. Part 3: Reviewers Note: This section appears for competitive applications only. If your application is competitive, you may be required to identify up to three reviewers. A field appears for each reviewer required. Type in the contact information for the number of reviewers TEXAS EDUCATION AGENCY PAGE 3
GS2100 SCHEDULE INSTRUCTIONS REVISION 2.0 indicated on the form. Districts submitting multiple applications may not duplicate reviewer names across campus applications. Additionally, if you contract with a nondistrict employee to prepare grant applications, you may not include the name of the contracted employee as a reviewer. Before the submission of this document, you must notify these individuals that their names have been submitted to serve as volunteer reviewers and that they may be selected to review. These reviewers must commit to read and score at least five applications submitted by another organization. For each reviewer, follow these instructions: 1. Type the first name, middle initial, and last name for the reviewer. 2. Select the subject area of the grant program. 3. Select the reviewer s employer or affiliation from the Employer/Affiliation list menu. Notice that the district number and region fields fill from this selection. 4. Select the reviewer s title. 5. Type the reviewer s telephone number, fax number, and email address. 6. Confirm the email address by typing it again under Confirm E-Mail. 7. Type the reviewer s mailing address, including city, state, and zip code. 8. Select the Reader Type. 9. Save this form. PAGE 4 TEXAS EDUCATION AGENCY
GS2300 SCHEDULE INSTRUCTIONS REVISION 2.0 GS2300 Negotiation Comments and Confirmation This schedule is used by TEA to communicate to applicants. When revisions to the application are required, the TEA staff member enters information under General Comments about the changes needed. Note: Areas shaded in a light gray are populated automatically by the egrants system, when applicable. You cannot type in these fields. Areas shaded in a dark gray are fields that are not required for this grant. If you receive email notification from TEA indicating the application needs revision, access your application to review the comments on this schedule. Your application will have been placed in a negotiation status and will be accessible to your organization so you can make any necessary adjustments. 1. Review each negotiation note and respond with your own comments in the Grantee Comments section. Note: If you only receive comments from TEA, not negotiation notes, you may not be required to make additional changes, but you must save the schedule before submitting the application. 2. Click Change Completed when you have edited the applicable schedule as indicated in the negotiation note. TEXAS EDUCATION AGENCY PAGE 5
GS2300 SCHEDULE INSTRUCTIONS REVISION 2.0 PAGE 6 TEXAS EDUCATION AGENCY
GS2900 SCHEDULE INSTRUCTIONS REVISION 2.0 GS2900 Purpose of Amendment Complete a Purpose of Amendment schedule only when amending the approved application. Do not complete this schedule with the original application. Amendments cannot be submitted until you have received a NOGA. Do not submit an amendment if it is not required by any of the conditions described below. If you are uncertain about the amendment requirements, contact the TEA Funding contact before submitting an amendment. This discussion may prevent unnecessary paperwork and save time for both you and TEA. TEA reserves the right to reject unnecessary amendments without reviewing and approving them. You are still responsible for carrying out the scope and objectives of the grant as described in the approved application, regardless of how you distribute the funds among the class/ object codes. An amendment must be approved by TEA before any activities affected by the amendment, such as issuing purchase orders, encumbering or expending funds, receiving goods, or rendering services, take place. All amendments are subject to negotiation and approval by TEA. The last day to submit an amendment is 60 days (for formula grants) or 90 days (for discretionary grants) before the grant ending date. Note: Areas shaded in a light gray are populated automatically by the egrants system, when applicable. Some of these fields are calculation totals data pulled from sources outside the application and some of these fields are populated with information you entered elsewhere. You cannot type in these fields. Areas shaded in a dark gray are fields that are not required for this grant. Amendment Effective Date Amendments received in substantially approvable form become effective on the date received at TEA. Amendments not received in substantially approvable form or in special circumstances or situations become effective on the date of approval (signature date on the NOGA) by TEA. When to Amend The program budget summary and supporting information are provided in the Program Budget Summary and Support Schedule. Once the program budget is approved and you are issued a NOGA, you are permitted to rebudget within the approved direct cost budget to meet unanticipated requirements and to make certain changes to the approved budget without submitting written amendments. However, other types of changes require the prior written approval of TEA through an amendment (34 CFR 80.30). Regardless of whether an amendment is required, you must comply with any requirements for maximum or minimum expenditures for certain categories or activities. For example, if the grant requires that no more than 25% of the funds be used for a certain activity, such as planning, then you must comply with this 25% maximum requirement. TEXAS EDUCATION AGENCY PAGE 7
GS2900 SCHEDULE INSTRUCTIONS REVISION 2.0 An amendment is required to do the following: add a class/object code not previously budgeted on the Program Budget Summary increase or decrease the amount budgeted in any class/object code on the Program Budget Summary by more than 25% of the current amount approved in the class/ object code (for discretionary grants) or of the total approved budget (for formula grants) add a new item that requires specific approval in the itemized costs or for Debt Service, as follows: Cost Category Payroll Costs (6100, Part 4) Professional and Contracted Services (6200, Part 5) Expense Item Requiring Specific Approval All positions and payroll-related costs Audit costs Rental or lease of buildings, space in buildings, or land, if allowed by the grant program (approval required only for discretionary grants) Contracted publication and printing costs (specific approval required only for nonprofits) Contracted costs for next year s grant application (applies to formula grants only) Scholarships and Fellowships, if allowed by the grant program (not allowed for nonprofits) All Professional and Consulting Services or subgrants, including those less than $10,000 Pre-award professional and contracted services costs Supplies and Materials (6300, Part 6) All items of technology hardware not capitalized (approval required only for discretionary grants) Technology software not capitalized (approval required only for discretionary grants) Supplies and materials associated with advisory council or committee Pre-award supplies and materials (only if pre-award costs are specifically permitted by TEA) Other Operating Costs (6400, Part 7) Out-of-state travel for employees (approval required only for discretionary grants) Travel for students, if allowed by grant program (specific approval required only for nonprofits) Stipends for nonemployees (specific approval required only for nonprofits) Travel for nonemployees (specific approval required only for nonprofits) Travel costs for executive director, superintendents, or board members PAGE 8 TEXAS EDUCATION AGENCY
GS2900 SCHEDULE INSTRUCTIONS REVISION 2.0 Actual losses that could have been covered by permissible insurance, if allowed by the grant program Indemnification compensation for loss or damage, if allowed by the grant program Advisory Council/committee travel or other expenses Membership dues in civic or community organizations, if allowed by the grant program (not allowable for university applicants) Publication and printing costs (specific approval required only for nonprofits) Pre-award other operating costs (only if pre-award costs are specifically permitted by TEA) Debt Service (6500) Capital Outlay (6600, Part 8) All debt services (i.e., lease-purchases) All capitalized equipment, furniture, and vehicles, including the following: Library books, if allowed by the grant program, and media Technology hardware capitalized Technology software capitalized Other equipment, furniture, or vehicles, if allowed by the grant program capitalized Capital expenditures for improvements to land, buildings, or equipment that materially increase value or useful life (only if specifically permitted by TEA) Pre-award capital outlay costs (only if pre-award costs are specifically permitted by TEA) Building Purchase, Construction, or Improvements (6629, Part 9) increase or decrease the number of positions approved under Payroll Costs (6100, Part 4) add a new item of computer hardware/equipment (not capitalized) approved under Supplies and Materials (6300, Part 6) (approval required only for discretionary grants) add a new item of capital outlay items approved under Capital Outlay for articles costing less than $5,000 (6600, Part 8) add a new item or increase the quantity of capital outlay items approved under Capital Outlay for articles costing $5,000 or more (6600, Part 8) reduce funds allotted for training costs (where such costs are direct payments or reimbursements to trainees, primarily travel and lodging for trainees; workshop or conference registration fees; tuition; books; and related fees) increase construction costs request additional funding (if allowed for this grant) All building purchase, construction, or improvement costs, if allowed by the grant program TEXAS EDUCATION AGENCY PAGE 9
GS2900 SCHEDULE INSTRUCTIONS REVISION 2.0 revise the scope (extent or range) or objectives of the grant (regardless of whether there is an associated budget revision requiring prior approval) add roll-forward funds add maximum entitlement funds extend the ending date of the grant, if allowed (if you are requesting an extension of the ending date by more than three months, attach a narrative explanation or justification for the need to extend; an amendment will not be approved without such explanation) (applies to discretionary grants) If this reason for an amendment is not allowed, it is inactive. other An amendment is not required to do the following: For discretionary grants: increase or decrease the amount of funds for a previously approved itemized cost requiring specific approval as long as it does not result in an increase by more than 25% of the amount budgeted in the class/object code increase or decrease the amount of funds currently approved in a class/object code as long as a new line item requiring specific approval is not being added and as long as the previous condition does not require an amendment For formula grants: increase or decrease the amount of funds approved in a class/object code as long as a new line item requiring specific approval is not being added and cumulative transfers do not exceed 25% of the total approved budget For all grants: increase the quantity of technology hardware (not capitalized) previously approved under Itemized Supplies and Materials (6300) as long as a new item of technology hardware is not being added increase the quantity of capital outlay items previously included and approved in the list of articles costing less than $5,000 under Capital Outlay (6600), as long as a new item of capital outlay is not being added Part 1: Schedules Changed Select each egrants schedule that you are changing in this amendment. Part 2: Reason for Amendment Request If requesting an extension is allowable for this grant, do the following: 1. Select all the reasons that apply to this amendment request. 2. If requesting an extension, type the current ending date of the grant next to From Ending Date. 3. If requesting an extension, type the requested extension date next to To Extended Date. PAGE 10 TEXAS EDUCATION AGENCY
GS2900 SCHEDULE INSTRUCTIONS REVISION 2.0 If the request is for an extension of more than three months or if you are requesting an amendment for a reason not listed, type a justification in Part 3: Amendment Justification. Part 3: Amendment Justification Identify each egrants schedule that you are changing in this amendment. Include any justification that may be appropriate for each change. Continue on to the second page if necessary. Example: Payroll Costs: deleted $10,500 from Program Coordinator position. Supplies and Materials: added $8,280 to Reading Materials. Confirmation Confirm your understanding of the stated terms by checking the Yes box in the blue band at the bottom of the schedule. Reference Material The following documents or websites contain additional information to assist with program requirements and compliance questions. Lengthy guidelines are summarized with links to the full text. Cost Principles Guidelines (OMB Circulars: A-21, A-87, A-122): http:// www.whitehouse.gov/omb/circulars/ CFR 80.24 Matching or Cost Sharing: http://www.ed.gov/policy/fund/reg/edgarreg/ edlite-part80c.html Financial Accountability System Resource:http://ritter.tea.state.tx.us/school.finance/ audit/resguide13/index.html TEXAS EDUCATION AGENCY PAGE 11
GS2900 SCHEDULE INSTRUCTIONS REVISION 2.0 PAGE 12 TEXAS EDUCATION AGENCY
PS3400 SCHEDULE INSTRUCTIONS REVISION 2.0 PS3400 Equitable Access and Participation In accordance with the General Education Provisions Act (GEPA), Section 427, applicants must develop and describe the procedures to ensure equitable access to and equitable participation in this grant program. The barriers to such participation should be identified for all participants and potential participants during the needs assessment phase of the program planning and development. You must address the special needs of students, teachers, and other program beneficiaries to overcome barriers to equitable participation, including those based on gender, race, color, national origin, disability, and age. To assist you in this effort, TEA has identified common barriers that may prevent students, teachers, and other beneficiaries from full and equitable participation as well as strategies that may assist in eliminating the barriers. If this schedule is active, this application is not eligible to be considered for funding without this information. For shared services arrangements, submit one composite schedule for all members of the SSA, as applicable. Note: Areas shaded in a light gray are populated automatically by the egrants system, when applicable. Some of these fields are calculation totals data pulled from sources outside the application and some of these fields are populated with information you entered elsewhere. You cannot type in these fields. Areas shaded in a dark gray are fields that are not required for this grant Barriers and Strategies This line in the form may be inactive. If it is allowed and if no barriers to equitable access and participation were identified or there are none for a specific group, do the following: 1. Select the box titled The applicant assures that no barriers exist to equitable access and participation for. 2. Check All or the specific groups for whom no barriers were identified. If you select All, leave the rest of the schedule blank. For each barrier identified during the comprehensive needs assessment, do the following: 1. Check the appropriate participants who would be affected by the listed strategies. 2. Select the strategies proposed to ensure equitable access to and equitable participation in this program, its projects, and activities. To select a strategy, check the box or boxes to the right that indicate the intended focuses of the strategy Students, Teachers, and Others. 3. If a proposed strategy is not listed, type a description of it in Other for the appropriate barrier. TEXAS EDUCATION AGENCY PAGE 13
PS3400 SCHEDULE INSTRUCTIONS REVISION 2.0 4. If a type of barrier is not listed, enter a description of it and of the proposed strategy in subsection Z99 on the last page of the form. Select the focuses of the strategy. PAGE 14 TEXAS EDUCATION AGENCY
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 PS3502 Private School Participation The authorizing statute for this program requires that, after consultation with appropriate private school officials, you will provide for the benefit of private school children and assure equitable participation in services, materials, and equipment. Use this form to report on these activities. Refer to the Application Guidelines Part 2: Program Guidelines and Use of Funds for more information related to private nonprofit school participation. Note: This form is not applicable to 0pen-enrollment charter schools or applicant agencies providing only early childhood intervention (ECI) programs. If your organization is an open-enrollment charter school, check the box named Applicant agency is an open-enrollment charter school at the top of the form, and then save the form. This form is also not applicable if there are no private schools located within the legal boundaries of the applicant agency, including home schools. A shared services arrangement (SSA) may omit this schedule from the application only if none of the member LEAs has any private schools, including home schools, located in their district. Only secular, neutral, and nonideological services, materials, and equipment may be provided to participating students. Such participation usually includes training opportunities for teachers of private school children but not for substitute teachers. In all cases, your organization makes the final decision about the services to be provided to private school participants. [34 Code of Federal Regulations (CFR) 300.138] If this schedule is active, you must complete it even if no private schools chose to participate. This schedule is required if there are any private schools located within the legal boundaries of your organization, including home schools. If there are such schools or students but none are participating in the program, include this information on this schedule, along with the manner in which the schools were contacted. If it is required, applications that do not include this completed schedule are not eligible for funding. In determining whether a school or entity is a private school, school districts must determine if the private school does all of the following: is a nonprofit entity provides elementary or secondary education that incorporates an adopted curriculum designed to meet basic educational goals, including scope and sequence of courses conducts formal reviews and documents student progress A home school is not required to be a nonprofit entity to be considered a private school. To be considered a private school, a home school must provide elementary or secondary education that incorporates an adopted curriculum designed to meet basic educational goals, including scope and sequence of courses and formal review and documentation of student progress. TEXAS EDUCATION AGENCY PAGE 15
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 Note: Areas shaded in a light gray are populated automatically by the egrants system, when applicable. Some of these fields are calculation totals data pulled from sources outside the application and some of these fields are populated with information you entered elsewhere. You cannot type in these fields. Areas shaded in a dark gray are fields that are not required for this grant. Shared Services Arrangements Submit one composite schedule for all members of the SSA arrangement. Funds Management In no case are funds actually transferred to participating private schools. You must maintain administrative direction and control over funds, supplies, and equipment that benefit private school students. Materials and equipment are on loan to the private school for the duration of the grant project. Equitable Services The services that an LEA provides to private school participants must be equitable in comparison to the services provided to public school participants. However, parentally placed private school children with disabilities may receive a different amount of services than children with disabilities in public schools. No parentally placed private school child with a disability has an individual right to receive some or all of the special education and related services that the child would receive if enrolled in a public school. [35 CFR 76.651, 76.654, 300.137, 300.138] The services provided to parentally placed private school children with disabilities must be provided by personnel meeting the same standards as personnel providing services in the public schools, except that private elementary and secondary school teachers who are providing equitable services to parentally placed private school children with disabilities are not required to meet the highly qualified special education teacher requirements of 34 CFR 300.18. [34 CFR 300.138] The LEA must locate, identify, and evaluate all children with disabilities who are enrolled by their parents in private elementary and secondary schools, including religious schools, located in the school district served by the LEA. The child-find process must be designed to ensure the equitable participation of parentally placed private school children and an accurate count of those children. In carrying out the requirements of child find, the LEA must undertake activities similar to those undertaken for the LEA s public school children. The childfind process must be completed in a time period comparable to that for students attending public schools in the LEA consistent with 34 CFR 300.301 Initial Evaluations. [34 CFR 300.131.] Special education and related services provided to parentally placed private school children with disabilities, including materials and equipment, must be secular, neutral, and nonideological. [34 CFR 300.138] Proportionate Share During the grant period, LEAs must expend an amount that is equal to both of the following on the provision of special education and related services for the parentally placed private school children with disabilities enrolled in private elementary and secondary schools located in the LEA: PAGE 16 TEXAS EDUCATION AGENCY
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 a proportionate share of the LEA s subgrant under section 611(f) of the act for children with disabilities aged 3 21 This amount is the same proportion of the LEA s total subgrant under section 611(f) of the act as the number of parentally placed private school children with disabilities aged 3 21 enrolled in private elementary and secondary schools located in the LEA is to the total number of children with disabilities enrolled in public and private elementary and secondary schools located in the LEA aged 3 21 a proportionate share of the LEA s subgrant under section 619(g) of the act for children with disabilities aged 3 5 This amount is the same proportion of the LEA s total subgrant under section 619(g) of the act as the total number of parentally placed private school children with disabilities aged 3 5 enrolled in private elementary schools located in the LEA is to the total number of children with disabilities enrolled in the public and private elementary schools located in the LEA aged 3 5. Note: For guidance on parentally placed private school children with disabilities, refer to http://ritter.tea.state.tx.us/special.ed/private/propshare.html Specific Instructions Part 1: This schedule must be completed unless one of the following exception applies: You must complete this form unless your organization is an open-enrollment charter school or unless no private schools, including home schools, are located within your legal boundaries. If one of these exceptions applies, do the following: 1. Check the box that applies. 2. Save the form. If neither condition applies, complete the form. Part 2: Children Evaluated Type the total number of parentally placed private school students ages 3 21 who were evaluated for Special Education services between July 1 and June 30 of the years listed on the form. Part 3: Consultation During the Development and Design Phase... In a manner that is timely and meaningful, you must annually contact the private school officials in your district to determine if they want their students to receive services. Before completing and submitting this application, you must contact officials of private schools located within your organization s boundaries to ascertain if they want children enrolled in their schools to participate in the purposes and benefits of this program. TEXAS EDUCATION AGENCY PAGE 17
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 Such initial contact may be carried out through a variety of communication forms, including documented phone calls, letters (preferably certified), fax, email, or meetings with the officials. NOTE: If representatives of private school students decline services, you must retain records to document appropriate consultation. Your agency must maintain documentation which consists of the following: a list of representatives of private school children with disabilities contacted in compliance with the consultation requirements under 34 CFR 300.134 and 300.137 for participating private schools, the number of students in each school who will receive services and a description of the services to be provided to the students at each school. Timely and Meaningful Consultation Methods 1. Check all consultation methods that you used to provide a timely and meaningful opportunity for participation during the development and design phase. 2. Next to Other, type any additional consultation methods used to provide a timely and meaningful opportunity for participation during the development and design phase. Applicant s Assurance That Consultation with Private School Representatives... If parents want their children with disabilities to participate, you must involve the participating private school officials during all phases of the development and design of the program through ongoing communication between appropriate parties. You must consult with private school officials before making any decision that affects the opportunities of those students to participate in the project throughout the implementation and assessment of the grant project. You must give private school officials a genuine opportunity to express their views regarding each issue subject to the following consultation requirements: Child Find process: how parentally placed private school children suspected of having a disability can participate equitably [34 CFR 300.134(a)(1)] how parents, teachers, and private school officials will be informed of the process [34 CFR 300.134(a)(2)] Determination of Proportionate Share: how the proportionate share of Federal funds available to serve parentally placed private school children with disabilities was calculated [34 CFR 300.134(b)] Consultation process: how the consultation process will operate throughout the school year to ensure that parentally placed private school children with disabilities identified through the child-find process can meaningfully participate in special education and related services [34 CFR 300.134(c)] PAGE 18 TEXAS EDUCATION AGENCY
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 how the LEA will consult with appropriate representatives of parentally placed private school children with disabilities before it makes any decision that affects the opportunities of those children to participate in the program [34 CFR 76.652] how the LEA will give the appropriate representatives a genuine opportunity to express their views of each matter, subject to the consultation requirements of 34 CFR 300.134 and 34 CFR 76.652 Provision of Services: which children will receive services [34 CFR 76.652] how the children s needs will be identified [34 CFR 76.652] how the services will be provided [34 CFR 76.652] how the project will be evaluated [34 CFR 76.652] how special education and related services will be apportioned if funds are insufficient to serve all parentally placed private school children, and how and when those decisions will be made [34 CFR 300.134(d)] how and when those decisions listed above will be made [34 CFR 300.134] how, if the LEA disagrees with the views of the private school officials on the provision of services or types of services, the LEA will provide a written explanation of the reasons why the LEA chose not to provide services directly or through a contract to the private school officials [34 CFR 300.134(e)] Check each box to indicate that your consultation with participating private school officials included consideration of all required elements. The application is not eligible to be funded unless each of these elements is considered. Child Find Activities Were Implemented through: 1. Check the methods used to implement Child Find activities. 2. If other methods were used, check Other and type a short description. Part 4: Proportionate Share Calculation for IDEA-B Formula Funds Follow these instructions to calculate proportionate share for IDEA-B Formula funds. The first field shows the maximum entitlement of Formula funds for the previous school year. 1. Type the total number of eligible children ages 3 21 in public schools on the last Friday of October in the year listed on the form, including children ages 3 4 who were dually enrolled in public and private schools. 2. Type the total number of eligible children ages 3 21 in private schools on the last Friday of October in the year listed on the form, not including children ages 3 4 who were dually enrolled in public and private schools but including children whose parents declined dual enrollment and who receive special education and related services from the LEA under an individual service plan (ISP). TEXAS EDUCATION AGENCY PAGE 19
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 The system calculates the following: total number of eligible children average allocation per child the proportionate share amount from IDEA-B Formula funds to be expended for parentally placed private school children with disabilities, ages 3 21, in the current school year Part 5: Proportionate Share Calculation for IDEA-B Preschool Funds Follow these instructions to calculate proportionate share for IDEA-B Preschool funds. The first field shows the maximum entitlement of Preschool funds for the previous school year. 1. Type the total number of eligible children ages 3 5 in public schools on the last Friday of October in the year listed on the form, including children ages 3 4 who were dually enrolled in public and private schools. 2. Type the total number of eligible children ages 3 5 in private schools on the last Friday of October in the year listed on the form, not including children ages 3 4 who were dually enrolled in public and private schools, but including children whose parents declined dual enrollment and who receive special education and related services from the LEA under an ISP. The system calculates the following: total number of eligible children the average allocation per child the proportionate share amount from IDEA-B Preschool funds to be expended for parentally placed private school children with disabilities, ages 3 5, in the current school year Part 6: Children Served Of the number of eligible children indicated in Part 4 #c, type the number of parentally placed private school children ages 3 21 who were receiving services on the last Friday in October of the year listed on the form. Part 7: Services Services may be provided to private school participants: by employees of a public agency through a contract with a person, association, agency, or corporation that, in the provision of services, is independent of the private school and of any religious organizations Such employees or contracts must be under the control and supervision of the public agency. For this reason, expenditures for substitute teachers for the private school cannot be paid from grant funds, even if the private school teachers are participating in grant-funded training or activities. Private school personnel may provide services if employees perform the services outside their regular hours of duty and under public supervision and control. [34 CFR 300.142] PAGE 20 TEXAS EDUCATION AGENCY
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 Complete the following sections according to CFR 76.656. Describe the Basis... Describe the basis used to select the students. Do not provide the information by individual campus. If, after consultation, representatives of private school students with disabilities chose not to participate, indicate that in this section. [34 CFR 76.656] Designated Places/Sites Where the Parentally Placed Private School Children Will Receive Services 1. Check the designated places or sites where services and benefits will be delivered to participants. 2. Next to Other Place, list another designated place or site where services and benefits will be delivered to participants, if applicable. Designated Times the Parentally Placed Private School Children Will Receive Services 1. Check the designated times when services and benefits will be delivered to participants. 2. Next to Other Time, list another designated time when services and benefits will be delivered to participants, if applicable. Types of Services the Parentally Placed Private School Children with Disabilities Will Receive Check the types of services that will be delivered to participants. Parentally Placed Private School Children with Disabilities Are Not Entitled to Receive Some or All of the Services They Would Receive if Enrolled in Public Schools Complete this part according to CFR 76.656. Describe the Differences, if Any If your organization will be providing any services to public schools that are different from those provided to private schools, describe the differences. Describe the Reason for Differences If you described differences, explain the reason for the differences. Part 8: Documentation of the Consultation Process If representatives of participating private schools have not provided written affirmation of timely and meaningful consultation to your organization, check the appropriate box. Be sure to include documentation of the consultation process used by attaching the Private Schools Consultation Process document. Part 9: Assurances Check the boxes to certify acceptance and compliance with IDEA-B Federal regulations. TEXAS EDUCATION AGENCY PAGE 21
PS3502 SCHEDULE INSTRUCTIONS REVISION 3.0 Reference Material The following documents or websites contain additional information to assist with program requirements and compliance questions. Lengthy guidelines are summarized with links to the full text. Grantee Handbook: http://ritter.tea.state.tx.us/opge/grantdev/handbook/ PL 107-110, NCLB Act, Title IX, Section 9501: http://www.ed.gov/legislation/esea02/ 34 CFR 76.650 76.662 34 CFR 300.129 300.148 PAGE 22 TEXAS EDUCATION AGENCY
BS6006 Program Budget Summary and Support The budgeted amounts for program costs for each class/object code are summarized on this schedule, and those costs requiring specific approval are itemized. All expenditures, including amounts budgeted for items not requiring specific approval, must be budgeted within an appropriate class/object code to be reimbursed by TEA. In other words, to expend funds in any class/object code, you must have funds budgeted in that class/object code. All applicants must complete Schedule BS6006. The schedule reflects the total funds budgeted for each funding source. Part 2 of the BS6006 summarizes budgeted information by class/object code as well as by funding source. Note: Part 2 total budgeted costs for each funding source are the sum of class/object code items not requiring specific approval as well as amounts for items requiring specific approval. Parts 3 12 contain the budgeted information for items that require specific approval under the Federal cost principles. To be reimbursed by TEA for an item that requires specific approval, it must be properly budgeted in the grant application. The budget information is as follows: Part 3: 6100 Payroll Costs All payroll costs require specific approval. Part 4: 6100 Substitute, Extra Duty, Benefits Part 5: Itemized 6200 Professional and Contracted Services Part 6: Itemized 6300 Supplies and Materials Part 7: 6400 Other Operating Costs Part 8: 6500 Debt Service All debt service requires specific approval. Part 9: 6500 Debt Service Description of Property with Justification Part 10: Itemized 6600 Capital Outlay Capitalized Assets Regardless of Unit Cost All costs require specific approval. Part 11: Justification for Alteration of Building or Portable Building Lease or Purchase Part 12: 8911 Schoolwide Programs Combining ARRA Funds on a Schoolwide Program: Because of significant reporting requirements under the American Recovery and Reinvestment Act of 2009 (ARRA), it is not known at this time whether grantees may combine ARRA funds with non-arra funds on a Title I, Part A Schoolwide campus. TEA will issue further guidance with regard to this provision once guidance is provided by the U.S. Department of Education. If ARRA funds are permitted to be used on a Title I Schoolwide campus or program, funds may be combined with other funding sources, but you still must be able to identify precisely the items of obligation and expenditure TEXAS EDUCATION AGENCY PAGE 23