Oregon Department of Education Charter School Program Grants - - PowerPoint PPT Presentation

Oregon Department of Education Charter School Program Grants

Application Deadline: November 04, 2018 Released: September 21, 2018

Jacqueline Kemp, Charter School Grant Specialist 503-947-5616 Jacqueline.Kemp@ode.state.or.us

What we will cover today

• Purpose of the Grant
• Eligible Applicants
• Expansion Grant Eligibility and Available Funds
• Use of Funds
• Participation, Evaluation, and Reporting
• Review Process
• Award Process and Start Date
• Submission Process, Required Elements, and Due

Date

• Cover Page, Project Narrative, and Appendices
• Q&A

Purpose of the Grant

Purpose of the Education Department Grant to States

Authorized by Title V, Part B of the Elementary and Secondary Education Act to expand the number

• f high-quality charter schools across the nation

Purpose of the Oregon Charter School Program Grants

PLANNING GRANTS

• Provide funds to post-award, pre-operational charter schools in the development phase
• Increase educational equity
• Improve quality of new charter schools through intensive incubation period

IMPLEMENTATION GRANTS

• Provide funds to high-quality charter schools in operation for less than three years
• Facilitate implementation of educational models, professional development and curriculum
• Provide professional development in educational equity

EXPANSION GRANTS

• Provide funds to high-quality charter schools in operation for three or more years in order

to facilitate expansion of their program, educational models, professional development and curriculum STRENGTHEN AUTHORIZER QUALITY

• Provide high-quality training and professional development to authorizers

Eligible Applicants

A Charter School

• Is a school that conforms to the federal definition of a

public charter school (ESEA [P.L.107-110, section 5210(1)])(full definition available in the RFA)

• Must be governed by a non-profit board that is separate

from the authorizing board and may not be composed of voting members from the authorizing board of directors (especially important for Single School Districts to note) Charter school developer

• Conforms to the federal definition of a developer (ESEA

[P.L.107-110, section 5210(2)])(full definition available in the RFA)

Expansion Grant Eligibility & Available Funds

Qualified applicants for the OCSP Expansion Grant:

• Must have an executed charter with an authorizer
• Must have been in operation for at least three years
• Must be a “High-quality charter school”

Available Funds

Expansion grants will be $250,000 - $450,000 for a two-year grant term a total of four (4) grants may be awarded in 2018. Grant activities may not extend beyond the second year of operation

Not Eligible for an Expansion Grant if:

1.

Charter school has been in operation for less than three years

2.

Charter school that is a “Academically Poor-Performing Charter School”

3.

Charter school that has received a CSP grant within the past five years

.

Use of Funds

The OCSP Grant is funded on a Reimbursement Basis What does that mean?

• Subgrantees will be reimbursed for allowable, approved activities

Please be aware that it may take up to 8 weeks for an account to be set up in the Electronic Grant Management System (EGMS). Though a subgrantee may be authorized to expend grant funds, those funds cannot be reimbursed into a banking account until the EGMS set-up is complete. Subgrantees will receive information and instructions on how to access EGMS.

• Following proof of expenditure

What is allowable?

• Expansion of the charter school, including

a.

Informing the community about the school

b.

Acquiring necessary equipment and educational materials and supplies

c.

Acquiring or developing curriculum materials

d.

Other initial operational costs that cannot be met from State or local sources

*ODE is waiting to receive confirmation from the CSP in Washington DC for items (e) and (f)

e.

Carrying out necessary renovations to ensure that a new school building complies with applicable statutes and regulations, and minor facilities repairs (excluding construction). (see Federal law 2CFR 200.452).

f.

Pupil Transportation 1-time start up expense must meet Oregon law OAR 581-053-0640 see ODE website details https://www.oregon.gov/ode/schools-and-districts/ptf/Pages/Pupil-Transportation.aspx What is not allowed?

• Purchasing or leasing a facility
• Costs relating to preparing and submitting an application for OCSP grant funds

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Participation requires:

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• Demonstrating eligibility

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• Using funds according to federal guidelines

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• Complying with reporting requirements and due dates

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• Attending required trainings and meetings associated

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with the grant

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• Participating in professional development focused on

culturally responsive educational practices and school

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culture

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Application for subgrant funds indicates

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acknowledgment and consent to these

• contingencies.

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ODE is responsible for evaluating subgrantees to

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ensure that they adhere to federal rules and regulations and accomplish their performance goals.

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• Evaluation will be specific to the goals and expectations

a

set in the approved subgrant application

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• ODE will conduct at least one site visit per year
• For multi-year expansion subgrants, ODE will issue an

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annual report after all required information as been collected from subgrantee and the site visit has taken

a

place

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• This report will include a determination of whether the

charter school will continue to receive funds, be placed on

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a plan of improvement or be defunded.

• In addition to other requirements, the continuing receipt
• f subgrant funds will be contingent on a charter school

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complying with its contract with its authorizer and applicable state and federal laws

Subgrantees will be required to:

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• 1. Submit to ODE the executed contract with the authorizer for the operation of the charter school.
• 2. Demonstrate compliance with the contract with the authorizer at all times during the grant period.
• 3. Create and report on grant goal performance measures approved by ODE.

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• 4. File an Annual Financial Report (AFR) within 90 days following the grant fiscal year.

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• a. This report must be filed in a form and manner determined by ODE
• b. A template will be provided.
• 5. Administer an interim assessment twice during each school year of the subgrant.
• a. Nationally normed interim assessments such as easyCBM or NWA’s MAP assessments are

preferred, but a charter school may identify a different interim assessment and describe how

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that data will be valid and reliable

• b. The charter school will also be required to report using the Oregon state assessment data

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• 6. File a Final Grant Report within 90 days of the end of the grant year.
• a. This report must be filed in a form and manner determined by ODE

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• b. A template will be provided.
• c. The report will contain:

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• Executive Summary (not to exceed one page)
• A final report on each grant project goal, including data and information that support

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each goal’s outcomes.

• An expenditure report that details 100% of awarded grant fund expenditures, and

includes a property inventory of all equipment and non-consumable goods purchased with CSP grant funds (EDGAR §80.32, §74.34).

• 7. Submit all reports, reimbursement requests and any other required information electronically. All

grantees will be required to purchase an approved feeding document scanner for this purpose.

Award Process & Start Date

Award Process

• Peer panel evaluation of applications
• Pre-Award letters sent to subgrantees and their authorizers
• Letter will request any information required before final approval of

subgrantee status

• Any additional required information must be submitted within 30 days
• f the date of the Grant Award Letter

Grant Award Notification – Official and Final notice of award

• Will include award amount
• Includes all federal and state regulations governing the grant

Funds must not be spent or encumbered until the grant has received Final Approval. All activities related to Grant Project Goals should be completed in the budget period for the grant.

Submission Process & Due Date

Submit the electronic copy of the entire application by 11:59 pm November 04, 2018 LINK PROVIDED IN RFA AND ON OCSP SITE Part I, Part II and Appendices should be uploaded as separate documents.

Required Elements

All Expansion Grant applications must contain the following information and be submitted in the following sequence: Part I: Cover page with signatures Part II: Project Narrative (25-page maximum)

• Executive Summary (not to exceed one page)
• General information
• Mission of the school
• Capacity of the development team and governance
• Grant project goals and performance expectations
• Budget narrative
• Professional development goals
• Historically underserved students

Required Elements

Part III: Appendices

• Budget Form
• Executed Contract
• School Budget
• Charter School Enrollment Policy Including Lottery Protocol
• Procurement Policy
• Marketing Plan
• Grant Management Plan
• Student Data and Audits
• Assurance and Certification Form

Required Elements

Application Format

• All pages must be standard letter size (8.5” x 11”)
• Use 12 point Times New Roman, Arial or Calibri font, double line

spacing, and 1-inch margins. Tables may be in an 11-point font.

• The narrative must address, in sequence, each section listed
• above. State each Part and Section number and title in bold.
• Part II: Project Narrative must not exceed 25 pages.
• Number all pages
• Do not use a table of contents page or divider pages.

The Cover Page and Assurance and Certification Form must include original signatures. Scanned signatures are acceptable for the subgrant submission. Maintain original copies. Do not attach curriculum, invoices or any other document not specifically required in the Project Narrative or Appendices.

Required Elements – Project Narrative

Part II: Project Narrative (25-page maximum)

Tips:

Use the rubrics included in the application

• Read the rubrics and make sure you are providing all of the requested

information.

 Make it easy for the reviewer

• When possible provide information where it is requested, do not refer to

another page or appendix in the grant.

 SMART Goals

• A table is a great way to break down SMART Goals and makes scoring

easier.

 Historically Underserved Students

• Definition: Historically underserved students are students who are at risk

because of any combination of two or more factors including their race, ethnicity, English language proficiency, socioeconomic status, gender, sexual orientation, disability, and geographic location.

Required Elements – Appendices

Part III: Appendices

Budget

Applicants must fully complete the following three tabs in the Budget Form:

• Cover page
• Planning Grant Budget
• Equipment

The Proposed Budget must support the Grant Project Goals

• There must be evidence of a clear relationship between the

identified goals, the proposed activities, and how the funds will be spent.

Applicants are required to use the provided form.

Budget Instructions

General Guidance Any single line item more than $1,000 should have a detailed justification.

• Break down line items exceeding $1,000 through notations
• f quantity, explanation, or additional line items to clarify

how funding will be expended. Requests for Professional Development for board and/or staff must include:

• the type of training
• expected attendees
• expected outcomes
• topic(s)
• provider
• a plan for sustaining that training.

Budget Instructions

Restrictions

Proposed budgets must adhere strictly to the federal policy to “supplement and not supplant any federal, state, and local moneys being provided to the school. ” (ESEA Sec.5205(b)(3)(C))

The following restrictions are a result of this policy:

• Allowable salaries/benefits are limited to the administrator and one key staff

person for three months prior to school opening

• Instructional salaries are not allowed under this grant.

Time and effort documentation is required for all school and contract personnel compensated with federal funds (see OMB A87 Attachment B(8)(h)). Grant funds may be used for staff development.

You may be asked to revise and submit the budget several times before Final Approval.

Budget Instructions

The following items CANNOT be funded under this grant:

• Grant oversight expenses
• Capital expenses, such as remodeling, technology leases, elevators, water

main valves, vans, tractors, bobcats, or permanent fixture of equipment/furniture

• Professional dues or memberships
• Employee hiring/recruitment expenses such as a placement firm or travel for

prospective employees.

• Non-educational/non-informative promotional/novelty items for advertising,

events, or recruiting

• Costs of continuing education credits for professional development

coursework.

• Gift certificates, alcoholic beverages, school apparel for staff or students,

fines and penalties, lobbying

• Expenses outside the scope of the school’s charter or K-12 education; i.e.,

before/after school programs and preschool, activities related to the non- profit organization but not the charter school, etc.

• Out-of-state travel unless it can be demonstrated that the goal of the travel

cannot be accomplished in-state (no out-of-country travel is permitted)

Budget Instructions

References and Additional Guidance

• Oregon Department of Education Program Budgeting and

Accounting Manual (PBAM) for more information. http://www.ode.state.or.us/services/ssf/finance/budgetacctg/20 12-pbam-manual.pdf

• Electronic Code of Federal Regulations (e-CFR), Part 76 – State-

Administered Programs, at 2 CFR part 200, subpart E—Cost

• Principles. (http://www.ecfr.gov/cgi-bin/text-

idx?SID=393301a7cdccca1ea71f18aae51824e7&node=34:1.1.1.1. 23&rgn=div5#sg34.1.76_1500.sg8)

Charter School Enrollment Policy Including Lottery Protocol

Submit the charter school’s board-adopted enrollment policy and procedures.

• The policy and/or procedure should clearly describe
• How the lottery will be administered, and
• How families will be informed of the opportunity to submit an

application to the lottery

• How families will be informed about the outcomes of the lottery.

If your charter school is interested in using a weighted lottery as allowed by SB 820, there will be a process to review and approve your procedure prior to Expansion. (Please contact OCSP grant staff to discuss prior to applying.)

Procurement Policy

Provide the school’s procurement policy and procedures.

Policies and procedures must comply with Uniform Guidance 2 CFR 200.318.

http://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1.4.31&rgn=div7

Marketing Plan

Submit the school’s plan to attract and engage families.

The plan should include at least the following components:

• A clear description of how the school will inform the community

about its enrollment process, procedures, and deadlines.

• A description of how the marketing plan is multi-modal and

increases access to the charter school for all prospective students.

• A specific plan of outreach to historically underserved student

populations.

• A clear description of the target student population the school

intends to serve, and the planned efforts to engage prospective families in those communities.

• A description of the opportunities prospective families will have to

ask questions, get additional information, and tour the facility.

Grant Management Plan

Submit the school’s plan to manage the performance and financial aspects of the grant, including how Grant Project Goals will be tracked and assessed.

The plan should include at least the following components:

• An overall description of how the grant will be managed, including key personnel assigned to manage

specific aspects of the grant.

• The school’s plan to be compliant, strategic, and responsible with the financial and business aspects of the

grant.

• The school’s plan to have sufficient cash on hand to front initial grant expenditures until reimbursement.
• The capability of the governing board to oversee the performance and financial components of the grant.
• The capability of the governing board to submit required reports on grant activities.
• A detailed description of how performance will be measured against the Grant Project Goals, including

specific targets, measures, and metrics for each Goal, as well as a timeline for the Expansion and completion of each Project Goal.

• The school’s plan for financial and programmatic sustainability after the grant period ends and grant funds

are no longer available.

• Attach a copy of the charter school’s conflict of interest policy.

Assurance & Certification Form

Charter schools/district partnership(s) that accept funding through the Oregon Charter School Grant Program agree to the assurances listed in the Assurance and Certification Form. Read the form carefully.

Q&A

Q: Oregon was previously a non-SEA in relation to the federal charter school grants

• program. Does this new grant program represent a movement back towards being a

SEA? A: Yes. Since the Oregon Department of Education has received the SEA CSP grant, charter school must apply to ODE for all CSP grants and are no longer eligible to apply to the feds for Non-SEA grants during the grant period. Q: When will we be notified if we will receive a grant? A: We will announce subgrantees at the end of mid-November. Q: When will the funding begin? A: As soon as the subgrantee has met all application requirements Q: How long will reimbursements take? (turn around time) A: Reimbursements will generally take approximately 5-7 business days. However, the state has up to 90 days. Subgrantees who establish ACH may receive funds faster. We encourage all subgrantees to establish ACH. Q: If we use a 3rd party for tracking the grant money spent, is that reimbursable? A: No, this is an example of grant oversight.

Q&A

Q: We are currently in our first year of operation and have therefore not completed an audit. Is this acceptable? A:Yes. However, as required by state law, a municipal audit must be completed each year, so make sure you have reflected this in your budget and then ensure the audit is completed. Q: Should the 5-year budget include grant funds? Should we incorporate the requested funds into the budget? A: The 5-year budget submitted with the grant application should incorporate the requested grant funds. Our goal is to see alignment and supportive budget evidence of the grant activities throughout the comprehensive operation of the school. The school will also submit the grant budget worksheet of just the grant funds Q: Is portable furniture an allowable cost? A:Yes. You cannot use the funds to purchase or construct permanent furniture

• r fixtures.

Q&A

Q: What falls under grant oversight expenses? A: Generally this would include any time dedicated to managing the grant and could include processing grant reimbursement claims, reporting, participating in monitoring visits, etc,. Q: I am interested in learning more about the allowable salaries/benefits

• guidelines. Is the "administrator" the school administrator (ie, director/principal), or

the grant administrator? Are we permitted to hire a temporary employee to assist with carrying out the goals of the projects related to the grant? A: The “administrator” referenced in the RFA is the school principal.You may hire someone to oversee the grant but you may not pay for that person or general grant

• versight costs with the grant funds. The idea behind paying for salaries is not to

supplant ongoing operational costs that would have otherwise been paid for with state school funds or other public funds.You may supplement salaries with stipends or use funds for additional work for grant activities like curriculum development or professional development.

Q&A

Q: Can you provide examples of standards related to "reducing

• r eliminating exclusionary discipline practices"?

A: Here is a recent guidance document produced by ODE: http://www.ode.state.or.us/opportunities/grants/nclb/title_iv/a_drugfree/be stpracticeforreducingexclusionarydiscipline.pdf Please refer to the OCSP website for a pre-recorded webinar on the topic of exclusionary discipline practices. Q: How can we describe that the board is qualified to oversee compliance with Federal Regulations? A: Provide examples of any previous experience board members have with federal grant oversight or other experience dealing with federal regulations. Please provide specific examples of the role they played in oversite.

Q&A

Q: What are the demographics you want to know about our community? What are pertinent for the grant? A: Primary demographics will be for the district in which the charter school is located. Additionally, if the charter school is targeting a specific population in a specific neighborhood or geographic boundary, then the demographics of the specific area. Q: What does "Target student population" Mean? would that be grade levels, in district, or surrounding area? A: Target population refers to any specific group of students the charter school intends to serve. A charter school may open with the intent of serving a specific demographic or geographic group of students. If that is the intent of your charter school you should describe that target group. However, even when targeting a specific group, charter schools still may not practice any type of exclusionary enrollment practices.

THANK YOU!

Please contact me with any questions Jacqueline Kemp 503-947-5616 Jacqueline.kemp@state.or.us