Transcript Document 7127118

New York State Education Department
Charter School Office
FY13 Federal Charter Schools Program
(CSP) Grant Orientation for
New Recipients
December 6, 2012
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Webinar Logistics
•Blackboard is an integrated webinar software that
provides both visual and audio through your
computer. If you are having technical difficulties,
please contact Cheri Murray at 518-402-5623 or
[email protected] for assistance.
• Please use the chat function to ask questions.
We will pause to answer questions frequently.
• When asked for feedback, please use the face
icons to let us know whether things are making
sense.
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Today’s Audience
•Representatives from newly chartered
schools eligible for CSP funding.
• Consultants assisting charter schools
with completing documents to access
grant funds.
• ALL individuals on the call should be
representing eligible applicant charter
schools that are first-time federal CSP
grant recipients.
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Purpose of the Webinar
The NYSED Charter School Office is offering a webinar to all eligible
applicants who are receiving federal CSP funds for the first time.
During this webinar we hope to:
• Provide information on federal CSP funds and its non-regulatory
guidance
• Provide a list of documents required to access funding
• Provide a timeline showing you how long it takes to complete the
documents and get your initial 20% payment
• Provide ongoing processes to request additional funds, make
amendments, and submit reports
• Provide information about federal regulations governing this grant
program
• Connect participants to contacts and resources
• Answer questions (or collect them and get back to you)
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What is the CSP Grant?
The New York State Education Department receives a
Federal Charter Schools Program (CSP) grant under Title
V, Part B of the No Child Left Behind Act of 2001,
(NCLB). The primary purpose of this grant is to award subgrants to one or more eligible applicants in the State to
enable such applicant to plan and implement a charter
school in accordance with Title V, Part B of the No Child
Left Behind Act of 2001, (NCLB). This grant program also
supports the dissemination of charter school best practices.
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Planning
Planning and program design of the
charter school educational program 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.
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Implementation
Initial implementation of the charter
school may include:
–Informing the community about the school,
–Acquiring necessary equipment and
educational materials and supplies,
–Acquiring or developing curriculum materials,
and
–Other initial operating costs that cannot be
met from State or local sources.
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Grant Period
• Planning and Implementation funds
can be used for up to 36 months of
funding (up to 18 months of planning
and up to 24 months of
implementation).
•Your three year master contract dates
will be 1/1/13 – 8/31/15.
•Your grant will be divided into three
annual budget periods.
• The grant budget period for your first
year will be from 1/1/13 – 08/31/13.
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Amount of CSP Funds
NYS Allocation Amounts:
– $500,000 base amount
– Incentives from applications can bring amount up to $750,000
– Underserved student population priority (Subgrantees will not
know if they are eligible for this enhanced funding until the BEDS
data is compiled during their contract period. If they are eligible for
this funding level, they will receive an amendment that increases
their award.)
– Program authorizer design priority
(Will know amount when submitting grant application materials)
– Note: If you have a CMO accessing USED replication funds…no
“double dipping” – you are ineligible for CSP funding.
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CSP Grant Web Help
CSP Grant help can be found at:
http://www.p12.nysed.gov/psc/grants.html
There are many links on this page to help
you with your CSP grant. You should
bookmark this link now, as any information
we post about your grants will be available
from this address.
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How to Apply for Funds
All of the information and paperwork
necessary to request funds can be found at:
http://www.p12.nysed.gov/psc/CSPNewFY1
3PlanningandImplementationGrants.html
Applications to
Contracts: Let’s
take a tour!
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CSP Grant Application Materials
1.) CSP Application Materials 12-13
2.) Grant Cover Page with Signature
3.) Project Narrative and Workplan
4.) CSP FS-10
#1-4 can be found at:
http://www.p12.nysed.gov/psc/2012-
2013CSPGrant.html
5.) Payee ID Form:
http://www.oms.nysed.gov/cafe/forms/PIform.pdf
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Grant Cover Page
• Must be filled out and signed by either Chief
Administrative Officer or the BOT president. Cannot be
signed by CMO.
• This binds the Charter School to the terms,
assurances, and conditions specified in the CSP
Application Materials 12-13.
•Must be signed in blue ink. Can then be scanned and
sent in with other application materials.
• Let’s look at it.
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CSP FS-10
• This is the budget form for your three
year contract. You will be filling out
Budget A for the time period of 1/1/13 –
8/31/13 and Budget B for the time
period of 9/1/13 – 8/31/15.
• It is very important that you read the
instructions in full.
• Both budget summary pages must be
signed by chief administrative officer
(not CMO).
• I will point out some of the features
now – let’s take a look.
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Project Narrative and Workplan
There are two sections to this part.
1. Narrative: Answer A – D in section 1 from the instructions
page. You must make sure you address all portions.
2. Workplan Chart: Fill out the chart with your workplan.
Examples are provided.
Let’s take a look at the chart.
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Fund Use Rules
Nonregulatory Guidance found on the CSO website:
http://www.p12.nysed.gov/psc/grants.html This is important! Please bookmark
and read!
• Allowable Expenses:
– Planning and initial implementation costs (statutory definition of both)
– Staff: Start-up related and track time (VERY important to keep time and
effort sheets when school opens for staff compensated by grant)
• Non-allowable Expenses:
– Operational costs (e.g.: first grade teacher)
– No construction expenses, even for ADA compliance
• Note on “necessary maintenance, repair, or upkeep of buildings and equipment” described on
p. 16, Question D4 of the Nonreg. Guidance. Given the fact that CSP funds cannot be expended on
construction costs, expenses in this category would most likely be budgeted in the Purchased
Services (Code 40) category on the FS-10 budget form. The Minor Remodeling (Code 30) costs
should not be used, as this category involves a blend of expenditure types that would likely rise to the
level of “construction”.
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Federal Regulations
Full information can be found at:
http://www.p12.nysed.gov/psc/EDGAR.html
1.) Interest amounts earned over $100 on federal funds must be
remitted to the United States Department of Education.
2.) Advance payments are allowed only when a local agency can
demonstrate willingness and ability to maintain appropriate
procedures that minimize the time between the receipt and the
disbursement of grant funds.
What does this mean?
No parking of money in a bank account!
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Other Required Documents
• Corporate Documents: The SED Charter
School Office will be issuing these.
• These will be sent to the lead applicant or BoT
president when prepared.
• You may need these for certain paperwork (bank
account, etc.). If you do and do not have them yet,
please contact
[email protected]. We
can issue a letter that may help move things along.
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Other Required Docs, cont.
• ASAP: Submit a signed (in blue ink), hard copy Payee ID
Form ASAP to:
NYS Education Department
Charter School Office - Room 465 EBA
89 Washington Ave.
Albany, NY 12234
ATTN: Grants
(We will then walk them all over to the SED department that processes them).
Initial contracts cannot be created until this form is on
file. Please do this ASAP!!!
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Other Required Docs, cont.
• EL 2853(1)(a) requires Trustees to obtain federal taxexempt status – 501(3)(c). You can find information on
http://www.irs.gov/pub/irs-pdf/p4220.pdf.
• Start work to obtain a bank account NOW. You will
need it for certain required steps.
•E-Pay Sign-Up: E-Pay is a requirement of your grant
contract. Additionally, it’s faster. You still need to be
sure to have a physical address on file for the Payee ID
Form. To sign up, please visit:
http://www.osc.state.ny.us/epay/about.htm
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Timeline for Approval
1. ASAP:
School snail mails Payee ID form to SED CSO.
2. By 12/31/12:
School emails FY13 CSP Grant Documents to SED.
3. 1/1/13 – 1/15/13:
SED CSO staff review documents.
4. 1/15/13 – 2/15/13: SED CSO staff sends documents to SED Grants Finance.
5. 2/15/13 – 3/1/13:
Grants Finance develops your contract and emails it to the
contact person listed on your cover page for signature.
6. ASAP:
You have up to 4 weeks to sign and return the contract but you
will want to do so ASAP. The contract cover letter provides an address for return to SED
Contract Administration.
7. Allow 4 Weeks:
Office of Counsel, The Attorney General, and the Office of the
State Comptroller approve the contract.
8. About 2 Weeks:
After all approvals, a copy of the contract is mailed back to the
contact person and the initial payment of 20% of the 2012-2013 budget period is issued.
Earliest possible transfer of initial cash payment: April 15, 2013. This depends on rapid
turnaround of documents by the school.
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Contracts
• Please
read your contracts.
Much of the information
needed can be found within
them.
• When staff or leadership
changes, make sure the new
person has a copy of the
contract and reads it. It
contains important information!
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Reporting and Monitoring
• Grants can and will be monitored for compliance to federal and state
regulations during your award period. Good recordkeeping from the start
will make this process easier on the schools.
• There will be a semi-annual and annual report due each budget year of
your grant. You will be required to report on the performance measures in
your workplan as well as certain financial information.
• Some issues identified with prior monitoring (Be aware!):
Initial funds not being used in reasonable time period
Checks not deposited in timely fashion
Not signed up for E-pay
Need stronger systems in place for schools with staff funded by
grant after opening.
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Payments (FS-25)
• Upon contract approval: You receive an initial 20% payment of your
Budget A total.
• Monthly: FS-25 forms are used to request 70% of your Budget A
funds. To help expedite payments, it is recommended you complete
these forms on a monthly basis. Cash payments prior to the end of the
grant period cannot exceed 90% of a grant’s budget.
• End of Budget Period: FS-10-F forms are used to request the
remaining 10% of your Budget A funds and close out your budget
period.
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Amendments (FS-10-A)
Amendments to your CSP grant’s budget are allowable. However, the following
guidelines must be followed in order for the NYSED Charter School Office (CSO)
staff to process your amendment.
Amendments have to be initiated no less than two months before the end of your
current budget period. Example: If your 2012-2013 budget period ends 8/31/13,
the CSO needs to have received your email request by July 1, 2013.
To be approvable, budget amendments must:
– Fall within the already approved activities listed in your grant application
– Stay within the confines of the non-regulatory and federal guidance that govern
your grant. Non-regulatory guidance can be found at:
http://www.p12.nysed.gov/psc/documents/2011cspnonregulatoryguidance.pdf, and
– Contain a valid justification for the change(s) requested.
Visit http://www.p12.nysed.gov/psc/Amendment.html for full instructions on
submitting amendments.
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Grant Close-Out (FS-10-F)
• To access the last 10%, complete a FS-10-F at
the end of your 2012-2013 budget period.
• This form must be filed no later than 90 days
from the end of a budget period.
• You will be notified by email when you are
required to submit continuation information for
the 2013-2014 budget period, as well a project
report to close out the 2012-2013 budget period.
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Resources
• NYSED’s Charter School Office
• SED Grants Finance Guidance and
Information
• National Charter School Resource Center
• United States Department of Education
Charter Schools Home Page
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Contacts: Update SEDREF
• To make sure you get all communications from NYSED, please
make sure that your school’s contact info is updated in SEDREF,
NYSED’s administrative information system:
• For assistance in updating your school’s info, see:
http://www.p12.nysed.gov/sedrefupdate.html. Please also email
changes to: [email protected]
• The Department currently maintains the contact info for the following
at a charter school

Board of Trustees President

Chief Executive Officer (direct report to the Board of Trustees)

Director of Special Education

Information Officer

Title I Coordinator
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Contacts and Addresses: CSP
• You may submit 2 contacts (primary and alternate) for your CSP grant. If
there are other people you want to keep in the loop, you should pick a primary
that is able to forward information to them.
• Please choose people who you are fairly sure will not be changing anytime
soon.
• When choosing a contact and address to put on your grant application (cover
page and CSP FS-10), you should choose carefully. This will be the address
that is used for all grant related documents. This address should match your
mailing address in SEDREF and your OSC Vendor ID address. If you will not
have a school location for several months, please choose a fairly permanent
address that will likely still be able to be utilized 3 years from now.
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Questions?
Email: [email protected] with the subject line: CSP
Grant: Question
OR
Call: Susan DuFour at
(518) 474-1762
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