Transcript Document 7282699

New York State Education
Department
Charter Schools Office
FY13-14 Federal Charter Schools
Program (CSP)
Continuation Orientation
July 18, 2013
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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
Susan DuFour at 518-474-9408 or
[email protected] for assistance.

Please use the chat function to ask questions. We will
pause to answer questions frequently.
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Today’s Audience


Representatives from schools that are completing the
planning phase of the CSP grant and want to understand
the implementation phase (also referred to as
continuation phase).
Consultants assisting charter schools with completing
documents to access CSP implementation grant funds.
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Purpose of Webinar

The NYSED Charter School Office is offering this webinar to all eligible
applicants who will be receiving federal CSP implementation funds. During
this webinar we hope to:

Forms

Explain the required application forms for implementation grants and the forms to close
out your prior grant year.

Provide a timeline showing you how long it takes to complete the documents and get
your initial 20% payment

Enrollment Preferences

Allowability and Grant Management

Monitoring

Independent Auditor Agreed-Upon-Procedure Report

Answer your questions
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What is the CSP Grant?

The New York State Education Department received a
five year Federal Charter Schools Program (CSP) grant
that runs from 2011-2016.


Funding is under Title V, Part B of the No Child Left Behind Act of
2001 (NCLB)
The primary purpose of the grant is to award sub-grants for
charter school planning, program design and initial
implementation


Student achievement is also evaluated and reported to USDOE on
an annual basis
This grant program also supports the dissemination of charter
school best practices
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Amount of CSP Funds

NYS Allocation Amounts:
 $500,000
base amount, max amount of $750,000
 Meeting Program Authorizer Design Priority will
increase award to $750,000 (determined at
application)
 Underserved Student Population Priority will increase
award to $625,000 (determined after Year 1)
 CSP Grantees cannot receive both incentives, as it
would push award past $750,000 max amount
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CSP Grant Web Help

The CSP general grant webpage is located at:


http://www.p12.nysed.gov/psc/grants.html
The link for 2013-14 CSP Continuation Funding is
located at:

http://www.p12.nysed.gov/psc/funding/1314cspcontapp.html
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Planning and Program Design
Planning and program design of the charter school
educational program may include expenditures for:
 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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Initial Implementation
For initial implementation of the charter school
expenditures can be made for:
•
•
•
•
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 (per supplement, not supplant requirement)
*Note: After July 1 CSP funds cannot be used for costs met from State or local sources, such as rent
or teacher salaries. July 1 is the date charters begin receiving per pupil funding from Districts. This
prevents violating the ‘supplement not supplant’ requirement for Federal grant funds.
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Three Budget Periods
CSP grant funds can be used for up to
36 months within three budget
periods:

up to 18 months of planning (generally budget period 1)

up to 24 months of implementation (generally budget periods 2
& 3)
= 36 months
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Budget Periods: Example 1
A master contract with dates from 1/1/13 – 8/31/15 is divided into three
budget periods.
Planning Phase (before school opens):

Budget period 1 might be from 1/1/13 – 08/31/13
School Opens on 9/1/13
Implementation Phase (24 months):

Budget period 2 would be from 9/1/13 to 8/31/14

Budget period 3 would be from 9/1/14 to 8/31/15
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Budget Periods: Example 2
A master contract with dates from 10/1/12 – 8/31/15 is divided into
three budget periods.
Planning Phase (before school opens):

Budget period 1 might be from 10/1/12 – 8/31/13
School Opens on 9/1/13
Implementation Phase (24 months):

Budget period 2 would be from 9/1/13-8/31/14

Budget period 3 would be from 9/1/14-8/31/15
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Budget Periods: Example 3
A master contract with dates from 3/1/12 – 2/28/15 is
divided into three budget periods.
Planning (before school opens):

Budget period 1 might be from 3/1/12-2/28/13
Planning and Implementation Phase:

Budget period 2 would be from 3/1/13-2/28/14
Implementation Phase:

Budget period 3 would be from 3/1/14-2/28/15
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Budget Periods: Example 4
A master contract with dates from 9/14/11-8/31/14 is
divided into three budget periods.
Planning Phase (before school opens):

Budget period 1 might be from 9/14/11-8/31/12
School Opens on 9/1/13
Implementation Phase (24 months):

Budget period 2 would be from 9/1/12-8/31/13

Budget period 3 would be from 9/1/13-8/31/14
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Continuation Application
In order to process your continuation application, forms are
needed to initiate the 2013-14 grants and to close the
2012-13 grants.
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2013-14 Continuation Forms

Due July 29, 2013:

2013-14 Grant Cover Page (Form A)*

2013-14 FS-10 (Form C)*

2013-14 Budget Workplan and Annual Project Update (Form B)


Please consult the instructions for guidance.
2013-14 Contract Budget Summary (Form D)
* Must be mailed
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2013-14 Continuation Forms

Requested by July 29, 2013:

2012-13 Annual Project Progress Report
(Form E)

2012-13 Equipment Monitoring (Form F)
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2013-14 Continuation Forms

Due 90 days after the end of the 201213 grant period:
 FS-10F
Long Form (Form G)
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Grant Cover Page

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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.
Must be signed in blue ink.
2013-14 Grant Cover Page (Form A)
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CSP FS-10 Form


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Enter the budget for either budget
period 2 or budget period 3.
The items must be consistent with the
expenditures in your CSP application
implementation budget.
The budget summary page must be
signed by chief administrative officer
(not CMO).
2013-14 FS-10 (Form C) - please use
Excel version
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Project Workplan and APU

There are two sections with different due dates:
 Workplan
Chart is part of the continuation application
 Annual
Project Update is not submitted until the end
of the budget period.

2013-14 Budget Workplan and Annual Project
Update (Form B)

Please consult the instructions for guidance.
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CSP 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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Payments (FS-25)

Upon FS-10 approval: You receive an initial 20% payment of your
budget total.

Monthly: FS-25 forms are used to request 70% of your budget
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-10F 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-10A)

Amendments to your CSP grant’s budget are allowable but must 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:


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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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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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USDOE (West Ed) Monitoring

Grants can and will be monitored for compliance to federal and state
regulations during your award period. USDOE will be visiting a few NYS
schools receiving CSP Funds during 2012-13. Good recordkeeping from the
start will make this process easier on the schools.

A few CSP sub-grant recipients will be monitored by USDOE beginning in
January 2014 for the 2012-13 CSP grant year.


West Ed is the contractor for USDOE doing this monitoring.
They may look at:


Recordkeeping: Grant files including application, and budget tracking sheets
Administration and use of CSP funds: budget with actual expenditures,
samples of invoices, inventory list
 Transfer of student records: That student records, and IEP’s if applicable
accompany the student’s transfer to or from a charter school
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Past Issues re: Reporting &
Monitoring

Some issues identified with prior monitoring:
 Funds
not being used in reasonable time period
 Checks not deposited in timely fashion
 Not signed up for E-pay
 Need stronger accounting systems in place for
schools with staff funded by grant after opening


Revenue and expenditures not recorded separately within
general ledger by grant and within dedicated account codes.
Staff paid with grant funds have not completed personnel
activity reports.
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Allowability


OMB Circular A-122 establishes principles for
determining allowable costs for federal grants
to non-profit entities
As a general matter, costs must be:


Reasonable
 Necessary
 Allocable to meet the objectives of the grant
Power Point Slides on Allowability and Grants
Management
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Allowable CSP Expenditures

Refinement of the desired educational results and of the method for
the measuring progress towards achieving those results

Professional development of teachers and other staff who will work
in the charter school

Acquiring necessary equipment, educational materials and supplies

Acquiring or developing curriculum materials

Other initial operating costs that cannot be met from State or local
sources

Supplement, NOT Supplant
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Other Initial Operating Costs

May include:
 Costs
associated with creating/implementing
office functions
 Costs associated with installation of
technology (i.e. telephones, computers, etc)
 Personnel Expenditures
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Time and Effort Statements

If personnel split their time between two or more activities they must
complete a Personnel Activity Report (PAR):

Ongoing operational activities and implementation activities, or

Two grant programs, only that portion of the time associated with CSP activities is allowable
as an initial operational cost.

Charter schools must maintain accurate time and effort records to document time on task per
employee
Personnel Activity Report (PAR):
www.p12.nysed.gov/accountability/consolidatedappupdate/documents/splitfundedPARSampl
e.doc


If an employee’s salary is paid 100% from CSP funds then they
complete a Payroll Certification (Semi-annual):
www.p12.nysed.gov/accountability/consolidatedappupdate/documen
ts/FulltimeEPCSample.doc
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Construction

CSP funds may not be used for
construction. However,
 CSP
funds may be used for necessary
maintenance, repair, or upkeep of buildings
and equipment that neither add to the
permanent value of the property nor
appreciably prolong its life, but merely keep it
in an efficient operating condition.
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Equipment



Initial implementation activities may include acquiring
necessary equipment and educational materials and
supplies.
The equipment must be necessary and reasonable for
the proper and efficient performance and administration
of the grant.
Equipment necessary to implement a charter school may
include, but is not necessarily limited to:

desks, chairs, computers, equipment related to physical
education and art, and playground equipment.
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Continuation Application Approval
For 2013-14 Continuation application:
8/1/13 – 8/15/13: SED CSO staff review 2013-14 Continuation forms submitted
8/15/13: SED CSO staff sends documents to SED Grants Finance
9/1/13: The initial payment of 20% of the 2013-2014 budget period is issued.
Earliest possible transfer of 2013-14 initial cash payment is 9/1/13. This assumes
immediate turnaround of documents by the school.
For 2012-13 Final Expenditure Report:



9/1/13 – 12/31/13 or ASAP Send in FS-10-F long form
SED CSO staff review FS-10-F
Final payment for 2012-13 grant year is made
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Independent Auditor: Agreed Upon
Procedures

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Audit Guide
Charter School Audit Guide Summary
Auditor will look at overall expenditures for
reasonableness and test a sample of expenditures to
determine if expenditures are in accordance with grant
purposes, are applied to the correct budget category,
and are recorded in the proper fiscal period.
Auditor will also review FS-25 form(s) submitted to
NYSED and tie sample of expenditures into requests for
reimbursement.
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Resources & Links

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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Questions?
•
Email: [email protected]
with the subject line: CSP Grant: Question
•
Contact the CSP Grant Manager:
Blair Gearhart
[email protected]
518-474-1762
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