NEW YORK STATE EDUCATION DEPARTMENT JULY 2018 Charter

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NEW YORK STATE EDUCATION DEPARTMENT JULY 2018 Charter Schools Program Planning and Implementation Grants

NEW YORK STATE EDUCATION DEPARTMENT JULY 2018 Charter Schools Program Planning and Implementation Grants

Things To Do Gain an understanding of the CSP Grant Become a NYS Vendor

Things To Do Gain an understanding of the CSP Grant Become a NYS Vendor by registering with NYS Grants Gateway Become prequalified through Grants Gateway Complete the CSP Application

So Why Are We Here? Provide information on the following questions: What is the

So Why Are We Here? Provide information on the following questions: What is the CSP grant? How may I use CSP grant funds? How does my school apply for CSP funds? What are the NYS grant requirements?

What is the CSP Grant? The New York State Education Department receives a federal

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 is to award grants to charter school applicants to enable them to plan and implement an effective charter school. This grant program also supports dissemination of charter school best practices.

USDOE Non-Regulatory Guidance The CSP grant is awarded to schools through a multi-year contract

USDOE Non-Regulatory Guidance The CSP grant is awarded to schools through a multi-year contract with the New York State Education Department. Within these years there are two phases: Planning Implementation Certain expenditures are allowable during each phase. The USDOE Non-Regulatory Guidance document provides this information.

CSP Award Amounts & Eligibility Charter schools issued charters by the Board of Regents

CSP Award Amounts & Eligibility Charter schools issued charters by the Board of Regents or the State University of New York (SUNY) are eligible Charter schools awarded CSP Replication Grants by the U. S. Department of Education are ineligible Base amount of each CSP grant is $550, 000, can increase up to $800, 000 based on certain incentives : an additional $250, 000 at the time of the initial award to charter applicant that meets a “program design priority“ as designated by authorizer an additional $125, 000 should a grantee meet an “underserved student populations priority” during their first year of operation

How may I use CSP grant funds?

How may I use CSP grant funds?

Planning vs. Implementation Phase Planning Phase Can be up to 18 months long prior

Planning vs. Implementation Phase Planning Phase Can be up to 18 months long prior to opening doors Allowable expenditures include: � � � Salaries and Benefits for Staff Purchased Services Supplies & Materials Equipment Purchases Travel Expenses Rent Can be up to 24 months long and span the first two years of operation Allowable expenditures include: Purchased Services Supplies & Materials Equipment Purchases Travel Expenses

Salaries for professional and support staff are allowable during the planning phase Upon receipt

Salaries for professional and support staff are allowable during the planning phase Upon receipt of per-pupil funding, CSP funds may not be used to fund salaries or any other item that would be paid for with state or local funding if CSP were not available. This is referred to as the ”supplement, not supplant” federal requirement - see CSP Nonregulatory Guidance (section D-3, page 15). Salaries are generally not allowable during the implementation phase, unless it is personnel splitting time between ongoing operational activities and initial implementation activities Only the portion of time related to initial implementation (ex. , curriculum development, recruitment of students for future grades) may be funded with CSP. The charter school must maintain accurate time and effort records to document the amount of time each employee works on tasks related to initial implementation.

Purchased Services Schools may contract with vendors to provide services necessary for both the

Purchased Services Schools may contract with vendors to provide services necessary for both the planning and implementation of services: Professional development Board of trustees training Development of financial and human resources systems Proposed expenditures should include details on pricing structure Hourly rate with total number of hours, or Flat rate for the services described

Supplies & Materials CSP funds may be used to purchase supplies and materials necessary

Supplies & Materials CSP funds may be used to purchase supplies and materials necessary for the operation of the school Computers and related peripherals Desks, chairs, other furniture Smart. Boards Books and periodicals School supplies Curriculum Materials Not allowable: food purchases using CSP funds Any item that has a unit cost in excess of $5, 000 per item must be in the Equipment category, not the Supplies and Materials category.

Travel Expenses CSP funds may be used to pay for expenses related to travel

Travel Expenses CSP funds may be used to pay for expenses related to travel and attending professional development conferences Expenses should be described in detail so that we can ascertain if they are reasonable and necessary

Equipment Used for items in excess of $5, 000 per item Initial implementation activities

Equipment Used for items in excess of $5, 000 per item 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: Equipment related to physical education, art and playground equipment.

Construction CSP funds may not be used for construction. However… CSP funds may be

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.

Flexibility Each grantee determines the amount and timing of CSP funds used within the

Flexibility Each grantee determines the amount and timing of CSP funds used within the multi-year grant period, However, a grantee: cannot exceed the amount of the contract must encumber funds within the contract period must adhere to an approved budget, or submit a budget amendment as needed

How does my school access CSP funding?

How does my school access CSP funding?

Become a NYS Vendor 1. Obtain a Federal Employer Identification Number from the IRS

Become a NYS Vendor 1. Obtain a Federal Employer Identification Number from the IRS 2. Obtain a DUNs number from Dun & Bradstreet 3. Go to www. grantsgateway. ny. gov 4. Complete registration form – submit with organization chart and Substitute W-9 5. NYS vendor ID will be assigned – notification via e-mail 6. Grants Gateway account will be assigned – notification via e-mail 7. Become prequalified in the Grants Gateway 8. Complete and submit NYSED payee information form 9. Obtain proof of workers’ compensation and disability insurance coverage or exemption (http: //www. wcb. ny. gov/ )

Prequalification via Grants Gateway All not-for-profits must prequalify to do business with New York

Prequalification via Grants Gateway All not-for-profits must prequalify to do business with New York State Answer questions and upload documents regarding capacity, compliance, integrity and services Use Vendor Prequalification Manual http: //www. grantsreform. ny. gov/Grantees

Prequalification – Organizational Capacity To demonstrate ability to operate in a sound, costeffective manner

Prequalification – Organizational Capacity To demonstrate ability to operate in a sound, costeffective manner All questions must be answered; do not necessarily have to answer “yes” Size and age of not-for-profit will be taken into account

Prequalification - Organizational Compliance To present evidence of appropriate legal structure Many questions based

Prequalification - Organizational Compliance To present evidence of appropriate legal structure Many questions based on assumption that NFP has been in operation

Prequalification – Integrity and Service Descriptors Integrity - to ensure legal and ethical behavior

Prequalification – Integrity and Service Descriptors Integrity - to ensure legal and ethical behavior Be truthful – a “no” answer does not preclude prequalification Service Descriptors - to describe NFP’s activities and community services

Prequalification – Document Upload Certification of Incorporation or equivalent IRS 501(c) letter of NFP

Prequalification – Document Upload Certification of Incorporation or equivalent IRS 501(c) letter of NFP determination (if pending, upload brief note of explanation) IRS Form 990 (won’t be available – upload brief note of explanation) Audited financial statements (won’t be available – upload year one budget from charter application) OAG Charities Bureau Form CHAR 410 (upload CHAR Schedule E as proof that charter schools are exempt from filing) Board of Trustees Profile Three Senior Leadership Resumes, Combined in One. PDF Corporate Bylaws

Prequalification Determination Review by State Agency Prequalification Specialist Will contact NFP with questions or

Prequalification Determination Review by State Agency Prequalification Specialist Will contact NFP with questions or request for additional information, if needed Once prequalified, good for three years However, must annually upload IRS Form 990 and audited financial statements

CSP Grant Application Materials (5) Project Narrative Budget Narrative Two Budgets (FS-10 s): One

CSP Grant Application Materials (5) Project Narrative Budget Narrative Two Budgets (FS-10 s): One for 7/1/18 -6/30/19 One that combines 7/1/19 -6/30/20 and 7/1/20 -6/30/21 grant periods

Minority/Women-Owned Business Enterprises Program Must comply with NYSED’s M/WBE policy: Direct 30% of expenses

Minority/Women-Owned Business Enterprises Program Must comply with NYSED’s M/WBE policy: Direct 30% of expenses in supplies & materials, equipment, travel & purchased services to vendors certified by the NYS Division of Minority and Women Business Development OR be approved for a partial or full waiver Salaries, benefits, rent and utilities are excluded Must provide evidence of good faith efforts to achieve full participation Approval is difficult Not necessary to submit the documentation by the application due date, but compliance must be finalized prior to development of the contract

Approval Procedures SED reviews/approves e-mailed CSP grant application SED receives grant cover page, FS-10

Approval Procedures SED reviews/approves e-mailed CSP grant application SED receives grant cover page, FS-10 s in mail SED receives/approves M/WBE documentation Contract document e-mailed to contact person Sign and return as soon as possible (please follow instructions) Three State agencies review and approve the contract Contract will not be reviewed until prequalification occurs and WC/DB documentation is provided

Short List ü Become a NYS Vendor Ø Ø ü ü ü FEIN DUNS

Short List ü Become a NYS Vendor Ø Ø ü ü ü FEIN DUNS # WC/DB documentation Payee information form Register with NYS Grants Gateway Prequalify through Grants Gateway Apply for Grant Sign and Return Contract (w/ WC/DB documentation) Contract is approved Grant is awarded

Payments Payment occurs only after contract is approved: Automatic first payment of 20% of

Payments Payment occurs only after contract is approved: Automatic first payment of 20% of the first period FS-10 budget May request additional payments of up to 70% via form FS-25 (www. oms. nysed. gov/cafe/forms) Remainder reimbursed after submission of FS-10 -F final expenditure report for the first budget period

Continuation of the Grant Period 1 (7/1/18 - 6/30/19) FS-10 -F to close first

Continuation of the Grant Period 1 (7/1/18 - 6/30/19) FS-10 -F to close first grant period due 9/30/18 Grant Period 2 (7/1/19 -6/30/20) FS-10 beginning 7/1/19 due 5/30/19 FS-10 -F to close second grant period due 9/30/20 Grant Period 3 (7/1/20 -6/30/21) FS-10 due 5/30/20 FS-10 -F to close third grant period due 9/30/21 Additional non-fiscal documents will be required for all years.

Are there other requirements of my school?

Are there other requirements of my school?

Requirements of Schools In addition to vendor requirements and providing documentation, CSP recipient schools

Requirements of Schools In addition to vendor requirements and providing documentation, CSP recipient schools must adhere to the following: Lotteries must be held annually. A lottery from a prior year cannot be the basis for current year enrollment. (Weighted lotteries, see next slide) Schools, regardless of authorizer, must adhere to one section of the Charter School Audit Guide if receiving CSP funds. Please share the guide with your independent auditor.

Weighted Lottery Generator Prior to amendments made to the 2014 federal Non-Regulatory Charter Schools

Weighted Lottery Generator Prior to amendments made to the 2014 federal Non-Regulatory Charter Schools Program (CSP) Guidance, charter schools receiving CSP funds were not permitted to weight admissions lotteries to favor certain student subgroups. With the approval of the U. S. Department of Education, New York State charter schools may now weight admissions through the use of a Weighted Lottery Generator created by the Charter School Office. The Weighted Lottery Generator is only intended to be used by schools receiving CSP funds. Please be sure to carefully read the guidance below for use of the Generator. Charter schools will not be permitted to use the program without first following the directions contained in the guidance. For planning purposes, charter schools may only weight for one at-risk subgroup of educationally disadvantaged students (i. e. , economically disadvantaged students, English language learners, or students with disabilities). Consideration of one subgroup weight should be reflected in a request to modify a current enrollment policy in order to use the Weighted Lottery Generator. Guidelines for Use of the NYSED Weighted Lottery Generator