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Public Charter Schools Start-up Grant Cycle 13 PCS Start-up Grant Authorized by Title V, Part B of the No Child Left Behind Act Grants awarded to State educational agencies under this statute shall be for a period of not more than 3 years. Subgrants to Eligible Applicants Grants awarded to eligible applicants shall be for a period of not more than 3 years, of which the applicant may use: Not more than 18 months for planning and program design; Not more than 2 years for the initial implementation of a charter school Eligibility for Start-up Funds Planning and Program Design Grant funds may be used for planning and program design from the beginning date of the grant (February 1) until the school begins serving students. Initial Implementation Initial implementation phase begins when services to students begin. Eligibility for Start-up Funds What does this mean? Federal statute allows new charters to use start-up funds for up to 18 months for program design and planning. However, once a school begins serving students, or if the school is already serving students at the time start-up funds are available, the grantee is considered to be in the Implementation phase. The maximum amount of time grantees may use funds for the initial implementation of the school is 2 years. NOTE: THESE MAXIMUM TIME PERIODS ARE ALLOWED BY STATUTE. HOWEVER, IT IS NOT GUARANTEED THAT GRANTS TO SCHOOLS WILL BE FOR THE FULL AMOUNT OF TIME ALLOWED BY THE FEDERAL STATUTE. The grant periods established for each generation or cycle of funding is dependent upon the ―life‖ of the federal funds. Use of Funds ALLOWABLE ACTIVITIES An eligible applicant receiving a grant or subgrant under this subpart may use the grant funds only for the activities listed on the following two slides. Use of Funds A. Post-award planning and design of the educational program, which may include: refinement of the desired educational results and of the methods for measuring progress toward achieving those results; and professional development of teachers and other staff who will work in the charter school; and Use of Funds B. Initial implementation of the charter school, which may include: informing the community about the school; acquiring necessary equipment and educational materials and supplies; acquiring or developing curriculum materials; and other initial operational costs that cannot be met from State or local sources. Cycle 13 Start-up Grant Application The grant application is set-up in four parts: Part 1 – General and Fiscal Guidelines Part 2 – Program Guidelines Part 3 – Schedule Instructions Part 4 – Standard Application System Part 1: General and Fiscal Guidelines This section is applicable to all discretionary grants administered by TEA. It describes the application process, submission procedures, the review process, and general directions regarding the process to be used for distribution of grant funds. Part 2: Program Guidelines This section of the application describes any background information pertaining to this specific program, eligibility criteria, program goals and requirements, review criteria, and critical dates. Part 3: Program Guidelines This section of the application contains the instructions necessary to complete the schedules (i.e., forms) of the grant application. Note that pertains to all parts – applications are built from a standard template so not all information will necessarily apply. This is also true of section(s) that deal with allowability of costs. Just because a cost is mentioned doesn’t necessarily mean that it is allowable. Grant funds may be used only for activities that are allowed by the authorizing statute. Part 4: Standard Application System (SAS) This section of the application contains the schedules (i.e., forms) necessary to submit a grant application for the start-up grant program. Included in the forms are needs assessment schedules, program description schedules, the evaluation schedule, budget schedules, and provisions and assurances associated with the grant program. Completing the Application Schedule #1 – General Information This schedule is fairly self-explanatory. Applicant Organization Information Subchapter C—Campus Charters should enter the campus charter’s authorizing school district’s information. The application must be signed by the superintendent or his/her designee that is authorized to bind the school in a contractual agreement. Schedule #1-General Information Applicant Organization Information continued Subchapter D—Open-enrollment charter schools should enter the charter school’s information on Part 1. The grant application must be signed by the chief financial officer for the school or charter holder or other person authorized to bind the school in a contractual agreement. Schedule #1-General Information Part 2: List of Attachments Current proof of nonprofit status – Required for all Subchapter D charter schools sponsored by a nonprofit organization. (documentation of nonprofit status, i.e., IRS letter, must be dated with the past 5 years) Subchapter D charters must submit a sample ledger report or other documentation that the school/charter holder has an TEA-approved financial accounting system. If the school/charter holder does not have an approved financial accounting system, grant funds must be budgeted for this purpose. Schedule #1-General Information continued List of attachments continued Campus charters authorized under Subchapter C, Section 12.052 must provide documentation that the charter was approved as a result of a petition signed by: The parents of the majority of the students at that campus; and A majority of the classroom teachers at that school campus. Schedule #1-General Information Part 3: Application Information Organization Information – this should be for the applicant organization which will be either the school district or the charter holder, not the campus or school. Applicant contacts – the primary contact should be the person that has responsibility for the grant application. Schedule #3—Purpose of Amendment This schedule should not be submitted with the original grant application. It must be submitted when requesting changes to the grant application. (This form and the amendment process will be discussed in more detail later.) Schedule #4—Program Requirements Purpose and Goals – The purpose and goals of the PCS Start-up grant program is to increase national understanding of charter schools by: Providing financial assistance for the planning, program design, and initial implementation of charter schools; Evaluating the effects of such schools, including the effects on students, student achievement, staff, and parents; Expanding the number of high-quality charter schools available to students. Schedule #4 continued Allowable Activities – PCS funds are intended to support the one-time start- up costs associated with completing the planning, design, and initial implementation of a new charter school. The grant is not intended to support ongoing, daily operational costs such as salaries, building leases, and utilities. Schedule #4, Part 2 Charter Authorization Applicants must indicate under which statutory authority the charter was authorized. TEC Chapter 12, Subchapter C, §12.052 Parent/teacher petition TEC Chapter 12, Subchapter C, §12.0521 New campus, contracted program, other facility TEC Chapter 12, Subchapter D, §12.101 Open-enrollment charter school approved by SBOE Schedule #4, Part 3 Requirements Checklist Each applicant must address the requirements that are applicable to the type of charter entity. Subchapter D, Open-enrollment charters will only address the requirements that have not been previously addressed in their application to the SBOE to become a state-approved charter. Subchapter C, Campus charters must address all of the requirements listed on this schedule. Schedule #4, Part 3 continued Selected Requirement: Describe how grant funds will be used, including a description of how such funds will be used in conjunction with other Federal programs administered by the US Secretary of Education. Provides narrative of description of how the funds will be used so there is an understanding of why the item/activity is necessary for or a benefit to starting-up the school. Schedule #4, Part 3 continued Selected Requirement (Subchapter C): Describe (1) the objectives of the charter school; and (2) the methods by which the charter school will determine its progress toward achieving those objectives. Describe the objectives of the school – why was this school established and how do you know that you are accomplishing the objectives? Schedule #4, Part 3 continued Selected Requirement (Subchapter C): Provide an assurance that the campus charter is designated as a campus charter in the TEA organizational database AskTED and in PEIMS. Don’t provide the assurance unless you have physically confirmed that it has been designated as a campus charter in AskTED. Schedule #4, Part 3 continued Common Mistake If a requirement asks that you describe how something will be done, provide a description! Don’t simply repeat the requirement as an action statement. If the requirement asks for ―an assurance…‖ then you can simply make a statement that the charter assures it will comply with the requirement.) Schedule #4, Part 4 Assurance of Compliance with Federal Definition This schedule provides assurance that the charter meets the federal definition of a charter. Only schools that meet all of the criteria are eligible to receive the charter school start-up grant funds. Schedule #4, Part 4 continued The public charter school or campus charter, in accordance with TEC, Chapter 12, is exempt from significant State or local rules that inhibit the flexible operation and management of the school, but not from any rules relating to the other requirements identified in PL 107-110 The school is created by a developer as a public school, or is adapted by a developer from an existing public school, and is operated under public supervision and direction. The school operates in pursuit of a specific set of educational objectives determined by the school’s developer and agreed to by the authorized public chartering agency. The school provides a program of elementary or secondary education, or both. (Must be a stand alone school—not a school within a school.) Schedule #4, Part 4 continued The school is nonsectarian in its programs, admission policies, employment practices, and all other operations, and is not affiliated with a sectarian school or religious institution. The school does not charge tuition. The school complies with the Age Discrimination Act of 1975, Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and Part B of the Individuals with Disabilities Education Act. The school is a school to which parents choose to send their children, and that admits students on the basis of a lottery, if more student apply for admission than can be accommodated. Schedule #4, Part 4 continued The school agrees to comply with the same Federal and State audit requirements as do other elementary schools and secondary schools in the State, unless such requirements are specifically waived for the purposes of this program. The school meets all applicable Federal, State, and local health and safety requirements. The school operates in accordance with State law. The school has a written performance contact with the authorized chartering agency in the State that includes a description of student performance that will be measured in charter schools pursuant to State assessments that are required of other schools and pursuant to any other assessments mutually agreeable to the authorized public charter agency and the charter school. Schedule #4, Part 5 Program Eligibility Indicate the date the charter was approved. Subchapter C, Campus Charters should indicate the date the local board of trustees approved the campus charter Subchapter D, Open-enrollment Charters should enter the date the SBOE approved the charter Schedule #4, Part 5 continued Indicate the month and year services to students began or will begin. Enter the date that the school first began or will begin serving students. Schedule #4A Program Abstract Target Population Enter the current enrollment or the projected enrollment through the life of the grant. Needs and Objectives Methods Used to Assess Needs Local Needs Local Objectives This schedule should be used to identify your students’ and school’s needs. The information should be used for developing your program services as well as to determine the kinds of things or services for which this grant will be used. Schedule #4B Program Description Narrative This schedule should be used to address the program requirements. Schedule #4C Performance Assessment and Evaluation Ongoing Monitoring/Correction of Deficiencies/Continuous Improvement Describe how you will monitor progress on an ongoing basis. How will you use the information to correct deficiencies? Schedule #4C continued Qualitative and Quantitative Data Collection Describe the process/methods you will use to collect/analyze data related to performance measures. Formative Evaluation Describe how evaluation information will be obtained to determine quality measures according to the purpose and objectives of the project. Schedule #4D Equitable Access and Participation The schedule is used to identify any barriers the school may have that may prevent students, teachers, or other beneficiaries from full and equitable participation in the grant program and the strategies that may assist with eliminating the barriers. Schedule #5 Program Budget Summary Program Planning Cost Grant funds may be used for not more than 18 months for planning and program design. Costs during the planning phase must be allowable under federal statute: Refinement of the desired educational results and of methods for measuring progress towards achieving results Professional development of teachers and other staff who will work in the charter school Schedule #5 continued Initial Implementation Grant funds may be used for up to two years for the initial implementation of a charter school Informing the community about the school Acquiring the necessary equipment and educational materials and supplies Acquiring or developing curriculum materials Supporting other initial operating costs that cannot be met from State or local sources Start-up funds are intended to support the one-time costs associated with completing the planning, design, and initial Schedule #5B Payroll Costs (6100) Allowable costs: Payroll for positions necessary to implement the grant program Extra-duty pay for staff participating in grant activities outside their contracted working hours Substitute pay for teachers while they attend grant-funded professional development Fringe benefits for positions funded by grant Schedule #5B Payroll Costs continued Unallowable costs Charter holder staff Board members Superintendent’s salary Principal’s salary Salary of other positions that will be an on-going, daily operating cost, i.e., teachers Schedule #5B Payroll Costs continued Time and Effort Documentation Applicants must ensure that federally- funded grants bear their fair share of the cost. Charges to payroll must be documented according to federal requirements. Schedule #5C Professional & Contracted Services (6200) Allowable costs Legal services, i.e., to review contracts, etc. (shall not be used for retainers) Consultants, i.e., professional development, curriculum, grant related services (financial accounting) Services obtained from the ESC Maintenance & Repair of Equipment purchased with grant funds Rental/lease of equipment or building space (under certain circumstances) Schedule #5C Professional & Contracted Services continued Unallowable costs Required annual audit Legal Retainers Utilities Building/classroom leases Construction costs Schedule #5D Supplies and Materials (6300) Allowable costs Maintenance/Operations supplies and materials Textbooks and other reading materials General Supplies and Materials Software Hardware and Equipment Not Capitalized Classroom Furniture Schedule #5E Other Operating Costs (6400) Allowable costs Travel for conferences/workshops/ seminars, including required board training Registration Fees Bid Notices, Newspaper Advertisements for student and personnel recruitment Food/refreshments with limitations Incentives Membership Dues/Fees Property Insurance for grant purchased hardware, furniture and equipment Schedule #5E Other Operating Costs continued Unallowable costs Student transportation to/from school Food and refreshments for staff meetings, workshops Field trips, including ―field lessons,‖ educational camps, etc. Costs related to grant writing or fund raising Professional/personal liability insurance Schedule #5G Capital Outlay (6600/1000) Allowable costs Technology hardware and software School buses Other capital assets (items with per unit cost over $5000) Library Books catalogued and controlled by library Schedule #5G Capital Outlay continued Unallowable costs Land purchases or improvements to land Building purchase, construction, or improvement costs Schedules #6A-6E Provisions, Assurances, and Certifications Legal provisions, assurances, and certification schedules are provided for each grant application. Applicants should carefully review all of the included schedules. By signing Schedule #1 of the application, the authorized official (or designee) has read and agrees to comply with all terms outlined. Grant Processing and Approval Once you submit the application to TEA, a Grant Specialist will review the application and contact the person listed as the primary contact to negotiate any necessary changes. After the initial review and negotiations are complete, the grant application is forwarded to a Grant Manager for legal and fiscal compliance review. Grants are then forwarded through a sequence of upper management for final approval and signature. Grant Processing and Approval After the grant is approved by the commissioner or his designee, you will be issued a Notice of Grant Award (NOGA). The NOGA, along with a transmittal letter and a copy of the final approved application, will be mailed to the Authorized Official. Making Changes to your Grant If changes to the narrative program description or the budget become necessary, an amendment must be submitted. It is not necessary to submit an amendment to make minor programmatic/narrative changes Amending the Budget Grant funds shall only be used for the purposes and activities approved in the budget. If you wish to use grant funds for purposes or activities that are not budgeted, PRIOR approval must be obtained through the amendment process. Schedule #3A-Purpose of Amendment Reasons for Amendment 1. Addition of a class/object code not previously budgeted on the Budget Summary. 2. Increase or decrease the amount approved in any class/object code on Schedule #5—Budget Summary by more than 25% of the current amount approved in the class/object code. 3. Addition of a new line item on any of the supporting budget schedules. 4. Increase or decrease in the number of positions budgeted on Payroll Costs. 5. Addition of a new item of computer hardware/equipment (not capitalized) approved on Supplies and Materials. Schedule #3A-Purpose of Amendment 6. Addition of a new item or increase in quantity of capital outlay item(s) ≥ $5,000 approved on Capital Outlay for articles costing $5,000 or more. 7. Addition of a new item of capital outlay items approved on Capital Outlay for articles costing less than $5,000. 8. Reduction of funds allotted for training costs. 9. Change in scope of objectives, regardless of whether there is an associated budget revision requiring prior approval. 10. Request to extend the ending date of the grant. Grant Timeline Upcoming cycle of grant funding is available for: open-enrollment charters (Subchapter D) approved by the SBOE in September, 2007 new campus charters (Subchapter C) approved by the local board of trustees no later than November 14, 2007 Grant Timeline Grant application will be available on or about November 29, 2007. Deadline date to submit grant application will be in late December/early January except for Subchapter D open-enrollment that will not have cleared all contingencies by the deadline date. Grant Timeline (Exceptions) Subchapter D charters should not submit the grant application until contingencies have been cleared and a contract is issued by TEA. The effective begin date of the grant will be the date contingencies are cleared or the date the grant is stamped-in at the TEA Document Control Center, whichever is later. Grant Timeline Grant applications that were submitted by the established deadline will have an effective start date of February 1, 2008. Grant applications submitted after the established deadline will be effective on the date the completed application is stamped-in to the TEA Document Control Center or the date charter contract is issued, whichever is later. The grant end date will be January 31, 2010. Grant Reporting Expenditure Reporting and Payment Requests Only expenditures that occur during the effective grant period may be reimbursed by the grant program. Grantee may report expenditures at any time to receive payment, as long as the request for cash does not exceed three days’ cash needs pursuant to cash management requirements. (Funds should be requested on a reimbursement basis.) Grantees must record expenditures at least semi-annually or as specified in the Program Guidelines Grantees are encouraged to draw down funds at least monthly to avoid the impression by TEA that grant activities and expenditures are not occurring. Grant Reporting continued Grantees may enter cumulative expenditures in the ER system, up to 90 percent of the total grant award. You have 30 days after the end date of the grant to submit the final expenditure report and then an additional 30 days to submit any revised requests. TEA reserves the right to require supporting documentation (i.e., accounting ledger) that lists individual expenditures, as well as invoices, receipts, travel vouchers, etc. Grant Reporting Progress Reports and Final Evaluation By submitting the grant application, the applicant agrees to submit written activity/progress reports as requested by TEA. Mid-project progress report A final program evaluation must be submitted no later than 30 days after the grant ends. Grant Reporting The final payment, or the 10% placed on hold, will not be released until the grantee complies with all reporting requirements, i.e., submit the final expenditure report and the final program evaluation. Contact Information Mona.Corbett@tea.state.tx.us Donnell.Bilsky@tea.state.tx. Grant Managers Discretionary Grants Texas Education Agency 512-463-9269
"Public Charter Schools Start-up Grant"