Process Handout Illinois State Board of Education 2017-18 PSAT Reimbursement Webinar April 24, 1:30-3:30 p.m. Here is the link to the survey: https://www.isbe.net/pages/psatreimbursementsurvey.aspx ISBE Contact Daniel L. Brown Division Supervisor Division of Assessment and Accountability Illinois State Board of Education dabrown@isbe.net 1-866-317-6034 Student Assessment Web Site Outline Sample Grant Agreement Corrected version emailed to superintendents April 24, 2018, around 4:30 p.m. Exhibit A Shows the n-counts used to generate the max reimbursement amount per district Survey Tool Link Screenshots from the survey tool (3) 1. District Information 2. School Information 3. Verification Next Steps Q&A via the chat box Adjourn 1
«Administrator» «DISTRICT_NAME» «Address» «City», «State» «ZipPlus4» Ref: 2017-18 PSAT Reimbursement Dear «Administrator»: Please disregard if your district is not participating in the 2017-18 PSAT Reimbursement program. Below you will find the corrected 2017-18 PSAT Reimbursement Grant Agreement with an updated Exhibit A. Please copy and paste the Grant Agreement language into a local document, sign the agreement, save as a PDF, and upload as directed in the survey tool. Please contact me at 866-317-6034 or by email at dabrown@isbe.net if you have questions. Thank you, Daniel L. Brown 2
A GRANT AGREEMENT BETWEEN THE ILLINOIS STATE BOARD OF EDUCATION AND «DISTRICT_NAME» «RCDTS» THIS GRANT AGREEMENT (this Agreement ) is entered into and by and between the Illinois State Board of Education (ISBE) and «DISTRICT_NAME» (the Grantee ) and is effective on the date it is fully executed by both parties. WITHNESSETH: WHEREAS, the State Board of Education has the authority to distribute funds to eligible applicants for the purposes of reimbursement for Grant Activities, defined as the administration of one (1) Preliminary Exam (i.e., PSAT 8/9, PSAT/NMSQT or PSAT 10 administered during a valid fall or spring testing window), aligned to the state s accountability assessment (i.e., the ISBE-sponsored SAT School- Day), per Eligible Student (i.e. a public school student actively enrolled in the district s school(s) in grades 9 or 10 at the time of testing). WHEREAS, eligible applicants include those listed in the PSAT Master Eligibility List found at: https://www.isbe.net/pages/psatreimbursement.aspx. WHEREAS, the administration of these assessments is voluntary on the part of the districts, such that districts may assess some or all students in the eligible grades. WHEREAS, Grantee has administered a Preliminary Exam and is seeking reimbursement from ISBE for the Eligible Students in accordance with this Agreement and the Exhibits attached hereto. WHEREAS, the State Superintendent of Education has approved the funding of the Grant Activities and distribution of funds to Grantee. NOW THREFORE, in view of the mutual covenants herewith contained, the parties agree as follows: 1. The State Board of Education hereby awards the Grantee a grant not to exceed the amount set forth in the Budget, which is attached hereto as Exhibit A ( Grant Award ), for the Grant Activities of administering one (1) preliminary exam (i.e., PSAT 8/9, PSAT/NMSQT or PSAT 10), aligned to the state s accountability assessment (i.e., the ISBE-sponsored SAT School-Day), per public school student enrolled in the district s school(s) in grades 9 or 10. The Grantee agrees that the Grant Award shall be expended in accordance with the budget included in Exhibit A and in accordance with the programmatic terms included in Exhibit B, and all other terms and provisions of this Agreement. 2. The beginning date of funding eligibility for Grant Activities shall be September 25, 2017. No Preliminary Exams administered on or before this date are considered eligible Grant Activities. The ending date of funding eligibility for Grant Activities shall be June 30, 2018. The period from the beginning and ending dates listed in the preceding sentence is hereafter referred to as the Term. The Grantee shall be eligible for reimbursement of Grant Activities only conducted within the Term. a. The Grant Award will be made on a one year only Term and may not be renewed. 3. Grantee may administer more than one Preliminary Exam per student at cost to the Grantee, however, Grantee shall not submit more than one (1) Preliminary Exam per Eligible Student for reimbursement by ISBE. ISBE will not reimburse for any overages, additional or optional fees, services, or charges. 4. To request reimbursement, districts must submit the following data and documents, for each school, no later than May 31, 2018 utilizing the ISBE PSAT Collection Survey found at https://www.isbe.net/pages/psatreimbursementsurvey.aspx : 3
a. Grant Agreement signed by the District Superintendent; b. A copy of all College Board invoices billed to each school; c. Proof of payment for all invoices (purchase order, etc.) for each school; d. Data required within the PSAT Collection Survey for each school. 5. The disbursement of the Grant Award will be made by the State Board of Education on a reimbursement basis. The maximum award is attached hereto as Exhibit A. 6. This Agreement is subject to the Certifications and Assurances set forth in Exhibit C. In the event of any conflict or inconsistency among the documents constituting this Agreement, the following order of precedence shall govern: a. This Agreement, excluding the Exhibits; b. Exhibit C, the Certifications and Assurances and any federal certification forms that may be required. c. Exhibit B, the Program Specific Terms; and d. Exhibit A. 7. This Agreement, including the Exhibits specified below, which are incorporated into this Agreement by this reference, constitutes the entirety of the agreement between the parties and supersedes any other agreement or communication, whether written or oral, related to this award that may have been made by either party. This Agreement may not be amended or modified, except by a written instrument executed by both the Grantee and the State Board of Education. Exhibit A: Maximum award amount. Exhibit B: Program Specific Terms Exhibit C: Certifications, Assurances, and Terms of the Grant IN WITNESS WHEREOF, the Parties have entered into this Agreement as of the effective date hereof. ILLINOIS STATE BOARD OF EDUCATION GRANTEE By: A. Rae Clementz By: (Typed) (Typed) By: (Signature) By: (Signature) Title: Director, Assessment & Accountability Title: (Executive Staff or Division Administrator) (Authorized Official) Date: Date: 4
District Name: RCDTS: OCT 11 Enrollment - Grade 9: OCT 11 Enrollment - Grade 10: FEB 20 Enrollment - Grade 9: FEB 20 Enrollment - Grade 10: Grade 9 Max: Grade 10 Max: District MAX Total: EXHIBIT A «DISTRICT_NAME» «RCDTS» «OCT_11_Enrollment Grade_9_» «OCT_11_Enrollment Grade_10» «FEB_20_Enrollment Grade_9» «FEB_20_Enrollment Grade_10» «Grade_9_Max» «Grade_10_Max» $«District_MAX_Total».00 [Legal Language Follows removed for this training document] 5
Here is the link to the survey: https://www.isbe.net/pages/psatreimbursementsurvey.aspx 6
Attach and email all of the supporting documentation no later than May 31, 2018. Verification of submission given by district administration no later than May 31, 2018. Next Steps: If you haven t already, districts pay any outstanding College Board invoices. Districts submit all of the paperwork required for reimbursement. ISBE will pull the data from the survey, print your paperwork, verify your reimbursement amount, process the materials internally, and submit for the release of funds. 7