eGrants Special Education Funding Applications for 2008-2009

1. eGrants Special Education Funding Applicationsfor 2008-2009 Texas Education Agency Division of IDEA Coordination May 6, 2008

2. Changes from Web SAS to eGrants • Resources • Schedule Comparisons from Web SAS to eGrants • Description of the Application • Specific Instructions for completing the application • Online demonstration

3. Please hold all questions during the presentation. Send questions to: escsped@tea.state.tx.us Indicate “LEA eGrants” in the subject line. (LEAs should send their questions to sped@tea.state.tx.us) We will use these questions to develop a FAQ for LEA eGrants.

4. From Web SAS to eGrants Texas Education Agency Division of IDEA Coordination May 6, 2008

5. From Web SAS to eGrants • In Web SAS: • Dollars were entered on the Schedule 3 Budget Summary first. • Then the supporting schedules were completed. • In eGrants: • Dollars will be entered on the supporting schedules first and will then automatically populate on the Budget Summary page. • Exception: coc 6100 and 8911. Those amounts must be manually entered on the Budget Summary.

6. From Web SAS to eGrants Supporting Schedules: • Web SAS: • Only dollar amounts for items requiring specific approval were included in the supporting schedule. • eGrants: • Not only will the LEA enter dollar amounts for the pre-populated fields that require specific approval, but will also enter the remaining amount of costs for that class object category that do not require specific approval. • The costs that do not require specific approval do not need to be itemized.

7. From Web SAS to eGrants • In Web SAS: • If corrections were needed after certification by the LEA, the TEA staff entered the corrections because the LEA no longer had access to the application. • In eGrants: • If corrections are needed, the application will enter the “negotiation” phase and will be accessible by the LEA. • The LEA will make corrections and then resubmit the application.

8. From Web SAS to eGrants • eGrants • When an amendment is generated by the LEA, the LEA must complete the GS2900 schedule titled “Purpose of Amendment.”

9. From Web SAS to eGrants • Web SAS • Schedule 2 was used to transfer funds from one fiscal agent to another due to SSA configuration changes • eGrants • Use SC2000 Funding Release Request • This schedule can only be accessed by applicable LEAs • If you need help with releasing funds, call the Division of Formula Funding at 512-463-8525.

10. From Web SAS to eGrants eGrants • Certain supporting schedules will require an attachment: • 6100 Payroll: “Job Description” • 6500 Debt Service: “Justification for Lease/Purchase of a Portable Building” • 6600 Capital Outlay: “Use and Purpose” of items • 6629 Bldg Purchase: “Justification for Portable Building Purchase and/or Building Alteration”

11. From Web SAS to eGrants The Supporting Schedule for 6100 Payroll: If the LEA needs to enter a position that is not already listed on the schedule, the LEA must submit a job description for each position added, using the Job Description attachment.

12. From Web SAS to eGrants The Supporting Schedule for 6200 Professional and Contracted Services: • Web SAS: • Only temporary, short-term, or one-time services required specific approval. • eGrants: • All professional and consulting services require specific approval – both those that are temporary, short-term, one-time and those that are long-term and on-going. • The LEA does not need to identify which are long-term and which are short-term.

13. From Web SAS to eGrants The Supporting Schedule for 6300 Supplies and Materials • Web SAS: • Only supplies and materials associated with an advisory council or committee required specific approval. • eGrants: • In addition to supplies and materials associated with an advisory council or committee, the LEA will be required to list uncapitalized technology hardware and software. • The LEA must specify the purpose for the technology hardware and software.

14. From Web SAS to eGrants The Supporting Schedule for 6600 Capital Outlay • There are 5 sections to enter costs: • Library Books and Media (capitalized) • Technology Hardware (capitalized) • Technology Software (capitalized) • Equipment, Furniture, or Adapted Bus (capitalized) • Capital Expenditures for Improvements to Buildings or Equipment

15. From Web SAS to eGrants The Supporting Schedule for 6600 Capital Outlay For all items listed on the supporting schedule, except library books and adapted buses, the LEA must submit the “Use and Purpose” attachment to describe the use and purpose of the capitalized items being requested.

16. From Web SAS to eGrants The Supporting Schedule for 6629 Building Purchase, Construction, or Improvements • Any entry on the supporting schedule for building purchase or building alteration requires the “Justification for Portable Building Purchase and/or Building Alteration” attachment.

17. From Web SAS to eGrants Web SAS Schedule 4C = eGrants “Program Description” Attachment and Program Plan Provisions and Assurances. Unlike the previous WebSAS “Program Description” Schedule 4C, this document is not intended to describe your budget or costs. The purpose of the eGrants Program Description is to delineate the components of your special education program.

18. From Web SAS to eGrants New!: SC 5100 EIS Data Collection form • Number of students served by Early Intervening Services during current year • Number of students served by EIS in current school year AND received special education and related services in current school year • Number of students served by EIS in previous school year AND received special education and related services in current school year

19. From Web SAS to eGrants SC 5100 EIS Data Collection form • If funds were allocated to EIS during 2007-2008, this form must be completed with the 2008-2009 funding application • If funds were allocated to EIS during 2007-2008, but were only used for professional development and did not serve any students, send an email to TEA: • sped@tea.state.tx.us • Subject Line: EIS reporting

20. Resources • Standard Application System (SAS) Schedule Instructions • Navigation Tips • Instructions for completing the schedules

21. Resources • Application Guidelines: • Part 1: General and Fiscal Guidelines • Part 2: Program Guidelines and Use of Funds • Training Videos

22. eGrants GS2100 Applicant Information GS2300 New! Negotiations SC2000 Funding Release Parts 1 & 2 Budget Summary Parts 3 & 4: 6100 Payroll Costs Part 5: 6200 Prof & Contracts Part 6: 6300 Supplies/Materials Part 7: Other Operating Costs Parts 8 & 9 Debt Service Part 10: Capital Outlay Part 11: Bldg Purchase, Construction, Improvements Web SAS Schedule 1 N/A Schedule 2 Schedule 3 Schedule 3B Schedule 3C Schedule 3D Schedule 3E Schedule 3F Schedule 3G Schedule 3H Schedule Comparisons

23. Two separatespecial education funding applications are available for LEAs and RDSPD fiscal agents:Consolidated Application BS6006 andDiscretionary Application BS6007

24. Consolidated Application BS6006 Includes: • IDEA-B Formula • IDEA-B Formula Deaf (limited to RDSPD and TSD) • IDEA-B Preschool • IDEA-B Preschool Deaf (limited to RDSPD and TSD) • IDEA-C Early Intervention Deaf (limited to RDSPD) • IDEA-D Deaf/Blind (limited to TSBVI) • State Deaf (limited to RDSPD) • SSVI (limited to TSBVI)

25. Consolidated Application BS6006 The Consolidated Application must be submitted for all applicable fund sources at the same time. For example, an LEA would submit the BS6006 for Formula, Formula Deaf, Preschool, and Preschool Deaf funds at the same time on one application. If the LEA is not ready to apply for a fund source at the time of the initial application, the LEA can submit an amendment later to include that fund source.

26. Discretionary Application BS6007 Each discretionary application is submitted separately: (Must have received an award letter to be eligible for these fund sources except Discretionary Deaf.) • IDEA-B Discretionary • IDEA-B Discretionary Deaf (limited to RDSPD and TSD) • IDEA-B Discretionary Other 1 (limited to TSBVI for Short-Term Projects) • IDEA-B Discretionary Other 2 (limited to TSBVI for Technology Outreach) • IDEA-B Discretionary Other 3 (limited to TSBVI for Teacher Preparation Consortium and to TSD for Population & Poverty) • IDEA-B Discretionary Other 4 (limited to TSBVI and TSD to support classroom instruction) • IDEA-B Discretionary High Cost Fund (must submit HCF Eligibility application first and receive an award letter) • IDEA-B Discretionary Residential (must complete the Residential application packet first and receive an award letter)

27. Components of the Consolidated Application • Parts 1 & 2: Budget Summary • Parts 3 & 4: Payroll Costs (6100) • Part 5: Professional & Contracted Services (6200) • Part 6: Supplies and Materials (6300) • Part 7: Other Operating Costs (6400) • Parts 8 & 9: Debt Service (6500) • Part 10: Capital Outlay (6600) • Part 11: Building Purchase, Construction, or Improvements (6629) • Part 12: Schoolwide Programs (8911)

28. Deadlines for Consolidated Application • Open on 5/30/08. • Must be submitted by 7/1/08 to be effective on the start date (if the program effective date for the fund source is 7/1/08). • Applications submitted after 7/1/08 will be effective on the date the application is submitted to TEA in a substantially approvable form. • Deadline to submit: 5:00 pm 9/2/08.

29. eGrants • Do not use your back key; instead, click on “Table of Contents” button to return to a previous screen. • Use the “Help” buttons and the “Instruction” buttons associated with the schedules. • Fields shaded in light grey are automatically populated by the eGrants system. Users cannot enter data in those fields. • Fields in dark grey are blocked out because they are not applicable for the particular fund source.