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Public Charter Schools Start-up Grant


									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
   Grants awarded to eligible applicants
    shall be for a period of not more than
    3 years, of which the applicant may
       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.
      grant periods established for each generation or cycle of
      funding is dependent upon the ―life‖ of the federal funds.
 Use of Funds


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
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;
          other initial operational costs that cannot be
           met from State or local sources.
  Cycle 13 Start-up Grant
The grant application is set-up in four
Part 1 – General and Fiscal Guidelines

Part 2 – Program Guidelines

Part 3 – Schedule Instructions

Part 4 – Standard Application System
    Part 1: General and Fiscal
   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
     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
   Applicant Organization Information
        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
        Schedule #1-General
   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
    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

   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

   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
   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
       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
    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
   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
    Schedule #4, Part 3
   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
     Schedule #4, Part 3
   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
   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
   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
   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
   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
   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
       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

   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
       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
       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
      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.,
     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
        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
       Rental/lease of equipment or building space (under certain
    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
       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
       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
        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
   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
   Grants are then forwarded through a sequence of
    upper management for final approval and
      Grant Processing and
   After the grant is approved by the
    commissioner or his designee, you will
    be issued a Notice of Grant Award
   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
   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
   If you wish to use grant funds for
    purposes or activities that are not
    budgeted, PRIOR approval must be
    obtained through the amendment
      Schedule #3A-Purpose of
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
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
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
       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
       Grant Managers
     Discretionary Grants
   Texas Education Agency

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