Electronic CIP Budget Narrative Spending Workbook Training Materials
Oregon Department of Education
2007–08 Oregon School District
CIP Budget Narrative/Spending WorkbookAssurances and Certifications
Susan Castillo, Superintendent of Public Instruction
2007 User Guide
for
Web Based Application
April 2007
Table of Contents
Introduction 4
Budget Narrative Security 5
User Roles 5
The Web Based Application 6
The Budget Narrative Menu 6
Prerequisites 7
Things to turn in 7
Description of Things to turn in 8
Attention Consortiums! 9
Things to enter in the application 10
Contacts 10
Private Schools 11
Consolidated Spending 12
The Workbook Menu 13
Budget Narrative 13
Workbook 13
Status 14
Program Eligibility 14
Application Status 14
EXAMPLE Title II-A 15
Example Title II-A Overview 15
Example Title II-A - Budget Narrative 16
How to complete the Budget Narrative 17
Add Narrative Line
Budget Narrative Box
Function Code
Amount
Entering Function Codes 18
Highly Qualified Staff 18
Example Title II-A – Spending Page 19
Import/Export Function 19
Points of Interest 20
Title I-A 20
Overview 20
Set Asides 20
Carryover 21
Targeting 22
Title I-C 22
Priority for Service
Title III 22
Narrative
Title VI-B REAP 22
Carryover – All other programs 23
Help – 23
Special Directions for Consortium Members and Institutions 24-25
Perkins Basic Consortium 24
Title I-C Consortium 24
Title III Consortium 25
Appendix 26
Appendix A – Assurances A 1-8
Appendix B – NCLB Statement of Assurances B 1
Appendix C – School Prayer Certificate of Compliance C 1
Appendix D – Perkins Statement of Assurances D 1
Electronic CIP Budget Narrative Spending Guidebook
Guide Materials for 2007-08
April 2007
For the 2007-2008 School year, the CIP Budget Narrative Spending Guidebook (BNSWK) will be a web based application. This guide has been developed to assist applicants in understanding the format of the application and provide guidance through the submission process. Specific program questions not addressed will need to be directed to the appropriate education specialist.
Type of Grant Open Date Due Date
Perkins June 1 No later than June 30
Title III July 5 No later than October 5
ALL Other August 1 No later than November 21
Note:
If you plan to decline all NCLB/Perkins Funds, please turn to p. 12 for directions.
The application is located at the ODE District Website:
https://district.ode.state.or.us/apps/login/
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Budget Narrative Security
This application’s security is administered using the same web application as other ODE district web applications, via ODE’s “web security” application (webadmnet). This is the first application to include role-based security, where a user may have zero or more roles in addition to having access to the application. The district web administrator will be responsible for assigning roles.
Roles that may be granted include the following:
· Submit/Revise
· Edit Everything
· Edit Title I-A
· Edit Title I-C
· Etc. (one for each Title/Program)
The “Submit/Revise” role is for whoever has final authority to submit budget information to ODE. This would most likely be the same people who have authority to claim funds in the E-Grant system. This authorizes the user to submit budgets or revise already-approved budgets for ALL titles/program.
The “Edit Everything” role is for someone who has authority to edit all of the titles and other screens such as Consolidated Spending and Contacts. A District Business Manager would be a typical person who would need this role.
The “Edit Title I-A”, “Edit Title I-C”, etc. are roles which allow editing only that particular title or program. These roles are appropriate for those who specialize in only one or two program areas. For example, a Title III coordinator might just have the “Edit Title III” role.
A user with no roles assigned, but who has been given access to the application, will have “Read-Only” access to all of the screens. This might be appropriate for an administrative assistant.
Note:
· An individual may be assigned multiple roles or none at all
· Maximum access is granted by assigning both the “Submit/Revise” and “Edit Everything” roles
The Web Based Application:
The Budget Narrative Menu – This Menu provides management tools.
Note: Budget Year!
Summary: The application allows the users to track the progress of each of the steps involved in the submission and revision. Programs can be submitted one at a time for review as the sections are completed.
Search: Allows the user to search for key words throughout the application.
Print: Allows user to print all or part of the Budget Narrative/Spending Guidebook. Be careful to follow the printer set up directions.
E-mail: This feature allows the user to email sections of the BNSWK to others within your system for review.
Archive: The user can review previously submitted documents using this feature.
Budget Year Selection: This section allows the user to switch between budget years. The program will automatically default to the most current budget year. The current budget year is displayed in the upper right corner of the screen. For community colleges who apply directly as well as a consortium, this is also used to switch between those two modes (consortium vs. direct).
Prerequisites
This information is located under the Budget Narrative Menu on the “Summary” screen. All prerequisites must be met prior to being able to submit your application.
These are the first steps in the application process; all prerequisites must be submitted and approved prior to any program request being able to be submitted. The following information will help in getting your prerequisite requirements completed. Please note - ALL of these should be completed no later than the opening date for your particular program.
Things to turn in to ODE:
The items turned in to ODE are listed below. Once they are turned in and approved ODE staff will indicate their acceptance on the summary screen.
What / Who / Note2005 Tech Plan / Ann Kaltenbach / Should already be on file
2007-08 ELL Plan / Jaime Patzer / Due May 31, 2007
2005-07 CIP / Stacie Ankrum / Should already be on file
2007-09 CIP / Stacie Ankrum / November 21, 2007
2007-08 NCLB Statement of Assurances / Stacie Ankrum / Must be submitted and recorded prior to ability to submit any application for funds
2007-08 School Prayer Certification / Linda Dunn / Must be submitted and recorded prior to ability to submit any application for funds
2007-08 Perkins Statement of Assurances / Barbara O’Neill / Must be submitted and recorded prior to ability to submit any application for funds
Description of things to turn in to ODE:
2007-08 ELL Plan: Submit your ELL Plan toJamie Patzer by May 31, 2007.
2005-07 Continuous Improvement Plan (CIP): This year we will indicate if you have an approved CIP on file from the 2005-07cycle. This will be updated when your new plan is turned in on November 21, 2007.
2007-09 Continuous Improvement Plan (CIP): Guidance can be found at: http://www.ode.state.or.us/search/page/?id=890
NCLB Statement of Assurances: A new assurance is signed by the superintendent every year. It is the superintendent’s responsibility to read and implement the items in the assurances. The signature on the form indicates the district has these requirements in place. A copy of the assurances form is at the end of this guidebook, Appendix B, or at: http://www.ode.state.or.us/search/results/?id=201. Print, sign and submit an original to Stacie Ankrum.
NCLB School Prayer Certificate of Compliance: Each year superintendents must also sign a school prayer certificate of compliance as well, certifying that the requirements in the compliance are being met. A copy of the certificate form is at the end of this guidebook, Appendix C or at: http://www.ode.state.or.us/search/results/?id=201. Print, sign and submit an original to Linda Dunn.
Perkins Statement of Assurances: A copy of this assurances form is at the end of this guidebook, in Appendix D. The 2007-08 Perkins IV Local Transition Plan Guide can be found at: http://www.ode.state.or.us/search/page/?id=480
Attention Consortiums!
Districts within the consortia must have the above prerequisites completed and also have the following done prior to the consortium being allowed to submit an application.
Title IC Consortium: Districts participating in a Title IC consortiummust contact their consortium lead if they have not signed a "Member of a Consortium Certification.” Consortium leads will provide the certification formto eachconsortium member and mail them to Stacie Ankrum by April20, 2007.
Title III Consortium: Districts participating in a Title III consortium will need to print and signa ConsortiumMembershipagreement which they obtain from the T III Consortium lead. All consortium Memberships must be turned into the consortium lead before that application can be submitted.Districts declining further participation in a T III consortium must notify Jaime Patzer at least one week prior to the due date for all T III applications.
Perkins Consortium: Contact Jim Schoelkopf for information regarding the Perkins Consortium needs.
More consortium information is located on pages 24 and 25.
Things to enter in the application:
The following items must also be completed in order to correctly feed the other portions of the application. Therefore, these items are also considered prerequisites and must be completed before submitting any title or program.
Contacts:
Please enter information into all fields and double check for accuracy. This is the information that will be entered into EGMS and is extremely important. Throughout the year if contacts change, you need to change the information on this page and then resubmit. This will notify EGMS and the update can then take place.
Please notice the SAVE button!
You may use the button “Same as Above” to copy the exact information from the contact above. This will facilitate filling out contact information when the same person is responsible for several areas.
When “Email on Title Status Change” is checked, this person will receive notification whenever ODE prompts the program contact that a change has taken place. This will also feed an email list serve of contacts when ODE specialists need to get information to the field.
At times there is more than one contact for a program area. “Additional Contacts” provides the applicant an opportunity to enter that information. They will not be added to EGMS but will be added to the email notification process.
Private Schools:
Private schools are eligible to participate in many NCLB programs. It is required that each year districts consult with private schools – ideally in the spring of the previous year – to determine their participation in the federal programs. Districts must maintain written proof of this consultation process each year.
When the application is opened, this information will need to be entered. ALL private schools in the district should appear on this page. If the private school does not want to participate, they should still be entered into the system.
Consolidated Spending:
All titles for which you receive an allocation will appear.
ATTENTION: If districts are choosing to decline ALL NCLB/Perkins funds, they are asked to log in, check “Decline Funds” for each line, SAVE, then go back to the Summary screen (pg. 4) and click Submit for Consolidated Spending. This notifies ODE that you are declining all funds.
Please notice the SAVE button!
It is of VITAL importance that you negotiate and get an approved indirect rate for applicable programs NOW, as the application will not allow you to submit with any indirect amounts until the indirect rate has been approved.
The transfer rules apply here and the application will not allow you to transfer more than you are eligible to transfer.
The Workbook Menu
This Menu provides instant navigation to all areas of the budget application.
There are three common sections in each program area:
· Overview: This section gives general information about the grant program and provides links and resources.
· Budget Narrative: In this section, applicants will enter program activities to match the allocation available.
· Spending Worksheet: In this section, applicants will match Budget Narrative items to expenditure codes.
Additionally, there are some program areas with additional sections required for the grant application process.
Status:
By looking on the Summary Page applicants can determine their program eligibility. Only eligible programs will allow entrance into the application.
This screen also shows the status of the application:
· In Progress: The applicant is working on the application and it has yet to be submitted to ODE.
· Under Review: The applicant has submitted the program application and is now under review by ODE specialists.
· Response Required: ODE has reviewed the application and applicant revisions are required prior to approval. The applicant must make the revisions and resubmit the application. When this happens the user will see the status change to “Under Review.”
· Approved: This message indicates that the application has been submitted and approved.
An Example: Hillsboro Title IIA
The information contained in this example is fictional. Hillsboro has given us permission to use their district as an example.
EXAMPLE Title II-A Overview:
The first section gives guidance on the purpose of Title II-A and the program priorities. The second section requires applicants to enter information regarding the required needs assessment results. There is information provided for applicants there, as well as links for further assistance.
Notice the RED ! This denotes an error.” Errors must be resolved prior to the applicant being able to submit the application.
In order to enter information in the box, click in the box, type and make sure to hit the save button. Once this information is entered and saved, the error message will go away.
EXAMPLE Title II-A - Budget Narrative:
Notice the information on this page. Again the applicant is provided with information about the program and an internet link to the non-regulatory guidance.
This page has two error messages. The Green! is considered an informational message. This tells the applicant and ODE staff that there is an item to pay attention to. There is another kind of message (not shown) which is yellow. This is a warning message. Only the red error messages keep you from submitting your application. Yellow warnings and green informational messages do not stop you from submitting.