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State Tribal Education Partnership (STEP)
Grant Program CFDA No.: 84.415
Pre-Application WorkshopDraft as of 5/30/2012
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AgendaWelcome/IntroductionsProgram OverviewApplication ProcessReview ProcessSelection Criteria
Budget InformationGrants.gov
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STEP Program Overview
• Fiscal Year 2012 Appropriations included in Indian Education National Activities of Title VII of ESEA approximately $2 million for a tribal education agency (TEA) pilot
– TEAs would enter into agreements with State educational agencies (SEA) to administer State-level functions for State-administered ESEA programs in school districts on Indian reservations (or former reservations in OK)
– Funds must be obligated by September 30, 2012
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STEP Program Overview
Example activities: Title I-A: A TEA could apply to the Department to develop a
reservation-wide Title I-A plan in collaboration with the SEA. A TEA could also choose to provide technical assistance to LEAs, assist with school improvement activities, or provide or coordinate other services. A TEA could assist LEAs and an SEA with data collection and reporting for students who are Tribal members, and could use the data for program improvement.
Title II-A: TEAs could apply to the Department to work with the SEA on developing teacher evaluation systems and effective teacher definitions, providing training and support to teachers and school leaders, providing technical assistance to LEAs, and other activities.
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STEP Program Objectives
Further the Obama Administration’s policy of promoting tribal self-determination by
Providing meaningful opportunities for tribes to participate in the education of their children Increase tribal/State collaboration Build TEA capacity to effectively administer SEA-level
functions
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Flow of FundsED will distribute only the appropriated STEP pilot
funds (~$2 million) to grant recipients
Note:All State-administered formula funds (Titles I, II,
III etc.) will continue to go to SEAs (there is no statutory authority to change the ESEA grantees)SEAs will continue to give sub-grants to districts
(LEAs)TEA and SEA could agree to share STEP fundsTEA and SEA could agree to share the SEA’s
administrative set-aside funds under ESEA (e.g. under contract or MOA consistent with State law)
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Major Grant Activities
Year one Develop the final agreement between the TEA or TEA
consortium and the SEA Develop final list of participating LEAs and schools Conduct capacity-building and technical assistance
activities to prepare the TEA’s administration of State-level functions
By month 9 of year one, the TEA begins to administer State-level functions for agreed upon ESEA State-administered programs
Years two and three Successful TEA continues to administer State-level
functions
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Questions
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STEP Application Process
Submit Notice of Intent to ApplyRegister in CCRSubmit applications through
Grants.Gov.Submit applications by 4:30 PM EDT on
July 13, 2012.9
STEP Application Components
Part 1: Preliminary Documents
Part 2: Budget Information
Part 3: ED Abstract Form
Part 4: Project Narrative Attachment Form
Part 5: Budget Narrative Attachment Form
Part 6: Other Attachments
Part 7: Assurances and Certifications
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STEP Application Components
Parts 1-3Part 1: Preliminary Documents Application for Federal Assistance (form SF 424) ED Supplemental Information for SF 424
Part 2: Budget Information ED Budget Information Non-Construction Programs (ED Form 524)
Project Abstract (Part 3)Brief (1-2 paragraph) description of the project, including
Project Goals and Objectives Participating LEAs and eligible schools State administered formula grant programs State-level administrative functions Capacity-building activities11
Application NarrativeNarrative must explain how the terms of the
preliminary agreement between the TEA and SEA will be met:
a)Vision: goals, objectives and timeline for accomplishment over the project period
b)Demographics of the participating LEAs and schoolsc)The ESEA State-administered programs to be includedd)The State-level functions the TEA will performe)How the TEA’s performance of these functions
improves services and outcomes for studentsf) TEA performance of functions by year of the grantg)Use of STEP pilot grant funds to build TEA capacity
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Application Narrative, cont.Narrative must explain how the terms of the
preliminary agreement between the TEA and SEA will be met:
h)Actions in first 9 months to develop final agreements
i) Applicant team members roles and responsibilitiesj) Project team qualifications and time allotted to
projectk)SEA contacts and role in the projectl) (If applicable) TEA consortium members roles and
activitiesm)(If applicable) Consultants role and qualificationsn)Organizational structure to manage projecto)Schedule of tasks and timelinesp)Documentation of activities, progress and
effectivenessq)(If applicable) FERPA compliance
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FormattingInclude a Table of ContentsDouble space all text in the
narrative Single spacing of text in charts,
graphs, and tables is acceptable
1 inch margin for top, bottom, and sides of narrative
Use no less than a 12 point fontAll documents must be PDF
files in order to upload them to Grants.gov
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Page LimitApplicants should adhere
to a 50 page limit of the Project Narrative
Project Narrative includes applicant’s response to the Selection Criteria
50 page limit does not include abstract, budget narrative, or mandatory forms
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STEP Selection Criteria
SignificanceQuality of project
design and servicesQuality of the
management plan and personnel
Adequacy of resources
20 points30 points
20 points
30 points
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Sta
te T
ribal
Edu
catio
n Pa
rtner
ship
(S
TEP)
SignificanceMaximum 20 Points
1. Significance of the problem or issue to be addressed by the proposed project 2. The potential replicability of the
proposed project or strategies3. The likelihood that the proposed project
will result in system change or improvement
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Sta
te T
ribal
Edu
catio
n Pa
rtner
ship
(S
TEP)
Quality of Project Design & Services
Maximum 30 Points
1. The goals, objectives and outcomes to be achieved are clearly specified and
measurable2. The design of the proposed project is
appropriate to, and will successfully address, the needs of the target population
3. The proposed project is designed to build capacity and yield results that will extend
beyond the project period4. The services to be provided involve the
collaboration of appropriate partners for maximizing effectiveness
The extent to which:
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Sta
te T
ribal
Edu
catio
n Pa
rtner
ship
(S
TEP)
Management Plan Maximum 20 Points
1. The adequacy of the management plan to achieve the objectives on time
and on budget2. Qualifications of key project personnel3. Qualifications of project consultants or
subcontractors
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Sta
te T
ribal
Edu
catio
n Pa
rtner
ship
(S
TEP)
Adequacy of Resources Maximum 30 Points
1. The adequacy of support, including facilities, equipment, supplies and other resources from
the applicant organization2. The extent to which costs are reasonable in
relation to the objectives, design and potential significance of the project
3. The relevance and demonstrated commitment of each partner in the project
4. The potential for continued support of the project after the project period
5. The potential for the incorporation of project purposes, activities or benefits into the
ongoing program of the agency at the end of Federal funding20
Questions
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BudgetEstimated available funds: $1,977,000Contingent upon the quality of applications, we
anticipate making 3-5 awards for FY 2012Estimated range of awards: $400,000 - $500,000
(single TEA in partnership with a single SEA). $500,000 - $750,000 (consortium of TEAs in partnership with a single SEA)
All STEP grants will have a October 1, 2012 start date.
Grant year will be 12 monthsGrant period is 3 (grant) years or 36 monthsContinuation Awards dependent upon availability of
funds to grantees who have made substantial progress
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BudgetFor each year of the project period, applicants must
submit a plan for grant activities and a detailed budget narrative
Applicants should complete one budget summary using ED Form 524 for all 3 budget years
Budget narratives and Indirect Cost Rate Agreement (if your budget includes indirect costs) should be attached to the Budget Narrative Attachment Form, under Optional Budget Narrative Forms
All costs must be reasonable and necessary to complete project activities and meet project objectives
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Allowable/Unallowable CostsAll project costs must meet the following
criteria:Necessary
Needed for proper and efficient performance and administration of the grant
Reasonable Costs that would be incurred by a prudent person; costs generally recognized as ordinary and necessary for the grant
Authorized Permitted by Circular A-87 (2 CFR Part 225, Appendix A) or not prohibited by State or local law
Allocable Chargeable to this grant; not an indirect cost to be shared among programs/projects
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Sample Allowable Costs Compensation of
employees (be specific about % of time for each to work on this project)
Transportation, meals, and lodging for travel between TEA and SEA for project reps to work on project activities
Consultants or contractors to provide specified activities under the project
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Sample Allowable Costs (cont.)
Cost of materials, supplies necessary for this project (under $5,000 per item are classified as supplies, not equipment), including software, hardware to be used solely for this project (must compensate ED at end of grant for unused portion of equipment)
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Sample Unallowable Costs Technology purchases that are
not directly related to the implementation of the proposed project or administering the grant, such as computers and other equipment for general office use
Construction or renovation of building space to house STEP project
Books, educational materials, and texts purchased for teachers and related program activities not a part of the grant project
Meals and refreshments, if excessive, exorbitant, or not serving grant purpose
Student activities Travel costs for trips that the
SEA would incur in the absence of this grant (e.g., to monitor the LEA)
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Allowable and Unallowable Cost
If you have questions about allowable or unallowable costs please consult OMB Circular A-87 or EDGAR
http://www.whitehouse.gov/omb/circulars_a087_2004/http://www2.ed.gov/policy/fund/reg/edgarReg/edgar.pdf
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Questions
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Indirect Costs RatesThe applicant must attach an ICR Agreement.If your tribe or TEA does not have an ICR, it must
obtain an ICR Agreement from its cognizant agency.
Consortia Partners may charge indirect cost but those should be included in the partner contract
Applicants should submit a copy of their approved ICR Agreement with its application (Other Narrative Attachment Form)
ED’s Indirect Cost Group Office http://www.ed.gov/about/offices/list/ocfo/fipao/icgindex.ht
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How Can Indirect Cost Be Used?
Indirect costs are any costs incurred that may not be directly attributable to the project,
such as:
Utilities Maintenance feesRentInternet Fees
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Part 6 : Other Attachments
Individual Resumes for Project Directors & Key Personnel
Preliminary AgreementCertification by the tribe that the applicant
is an eligible TEACertification by the tribe that its
reservation is eligibleConfirmation by the SEA that the schools
are eligible
Part 7: AssurancesAssurances for Non-Construction Programs
(SF 424B Form)Disclosure of Lobbying Activities (SF LLL
Form) Certification Regarding Lobbying (ED 80-
0013 Form)General Education Provisions Act (GEPA)
Requirements – Section 427Survey on Ensuring Equal Opportunity for
Applicants (Form 1890-0014)
General Education Provisions Act (GEPA Section 427)
All applicants seeking federal funding must submit a GEPA statement
Applicants must identify one or more of the six (6) types of barriers that may prevent participation in this grant and how they will overcome the barrier(s): race, gender, national origin, color, disability and age
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General Education Provisions Act (GEPA Section 427)
Carefully read the GEPA instructions included in the STEP application instructions
Include GEPA statement in the Table of Contents
GEPA statement should be presented as a separate narrative
GEPA statement should be 1-2 succinct and clearly identifiable paragraphs
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OH NO… They DID NOT Read My Application!
Applications will not be read if:Application is not time and date stamped
by Grants.gov on or before 4:30:00 PM on July 13, 2012, Wash, D.C. time (EDT)
Applicant is not a TEA or consortium of TEAs supported by required certifications
Applicant does not include a preliminary agreement with application
Applicant submits a paper copy of an application without obtaining a waiver
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Questions
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www.Grants.gov
All FY 2012 STEP applications MUST be submitted electronically
via Grants.gov on or before July 13, 2012 at 4:30:00 pm,
Washington, D.C. time. !38
Exceptions for Electronic Submission
You may qualify for an electronic submission waiver if:-You do not have Internet access-You do not have the capacity to upload large documents to the Grants.gov system
If you are submitting a waiver, you must:-Mail or fax a written statement to the Department of
Education explaining your need for a waiver-If mailing, your letter must be postmarked no later
than two weeks (14 calendar days) before the application deadline date July 13 2012
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Exceptions for Electronic Submission
Submit all Electronic Submission Waivers to:
Mia HowertonUS Department of Education
400 Maryland Ave., SW, Room 4C123Washington, DC 20202-5960
202-401-8466 fax
Deadline: 14 calendar days prior to July 13, 2012
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Get RegisteredThe Grants.gov registration process
Includes five (5) basic steps.1. Obtain a DUNS#2. Register with CCR3. Set up your Authorized Organization Representative (AOR) profile4. Get authorized as an AOR by your LEA’s e-Biz POC5. Track your AOR status
The Grants.gov registration process takes 3-14 business days to complete.
You do not have to register with Grants.gov if you only want to find grant opportunities or to download application packages.
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Step 1: Register Your TEA1. To register, your TEA will need to obtain a DUNS#.
If your TEA doesn’t have a DUNS#, you can call 1-866-705-5711. Check with your TEA grants office before obtaining a DUNS#
Use the same DUNS# used on the SF 424 form. Step 2: CCR Registration
2. Your TEA must register with the Central Contractor Registry (CCR) at http://www.ccr.gov. Your TEA must have a DUNS# to register with CCR. CCR registration takes 3-14 days to complete. CCR requires an annual registration.
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Step 3: AOR Registration3. Create your Authorized Organization
Representative (AOR) registration to obtain your username and password. You will need your DUNS# to complete the profile.
Step 4: Confirm AOR Registration
4. Your E-Business Point of Contact will receive your registration from Grants.gov. The E-Biz POC will then authorize you as an AOR. The E-Biz POC is usually someone in your grants office. Only an AOR may submit an application.
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Step 5: Track AOR Registration5. Track your AOR status. The length of time is
contingent upon how long it takes your E-Biz POC to authorize you as an AOR. The tribe may have more than one AOR.
Once all registration steps are COMPLETE, you are GOOD TO GO!
All 5 registration steps can be found on the Grants.gov website.
http://www.grants.gov/applicants/organization_registration.jsp
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IMPORTANT NOTE: CCR RegistrationThe Central Contractor Registration (CCR) system has been
experiencing performance issues. While these issues have been resolved, there remains a potential delay in processing both new CCR registrations and updates to existing CCR registrations
This may or may not effect you as a perspective STEP applicant, however, please check the status of your new or updated CCR registrations
If you think the submission of your STEP application may be adversely effected by the CCR delays, please email your concerns to Mia.Howerton@ed.gov as soon as possible
Once we know more about these CCR delays, the Department will make adjustments, if necessary
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Adobe Reader 8.1.1-9.4
• Applicant must download the correct version of Adobe in order to read any Grants.gov application packages• Using Adobe, applicants must move all mandatory forms from left to right, in order to open each form• Once form is on the right side, applicant can complete each form and SAVE• There is a final SAVE & SUBMIT button to be used before the final submission of the application
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FIND the STEP ApplicationUse the following steps to find the STEP application: Log onto www.Grants.gov Find Grant Opportunities (on the left)Advanced Search In the key word search, type State Tribal Education Partnership and select Department of Education under Agency search. The STEP application will be the only one listed. Select that title.
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FIND the STEP ApplicationClick Application (across the top of the page) Click Download (towards the bottom of the page) At the bottom of the page, you will find the Application Package AND the Application Instructions. These are two separate folders and you should download BOTH folders. The Application Package is a complete PDF file of the entire package. The Application Instructions contain all the mandatory forms you will need to submit and the forms you will use to upload your application narrative.You may download both folders to your desktop or some other place on your computer. You may then work offline and save and submit the application when you are finished.
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Grants.gov Helpful HintsIMPORTANT: Grants.gov will TIME and
DATE stamp all applications when the upload is FINISHED! The time it takes to upload an application may vary.IMPORTANT: Late applications will not be reviewed for funding. IMPORTANT: All documents uploaded to Grants.gov must be PDF files.
Submit EARLY!!53
Grants.gov Helpful Hints
IMPORTANT: Start NOW, preparing your application so you can submit before July 13, 2012.IMPORTANT: Slow internet connections and/or network outages could lead to longer than normal downloads or uploads.
Submit EARLY!54
Grants.gov EmailsYes, we are Good to Go! Applicants should receive a
confirmation email with a time and date stamp and an assigned tracking number from Grants.gov
Applicants should receive a validation email from Grants.gov. This means the application is ready for Department pickup
Applicant should receive an email with their assigned PR Award # (U215X11….)
Houston, We have a problem… Applicants will still receive
a confirmation email with a time and date stamp and an assigned tracking number from Grants.gov
However, If the application is
received after 4:30:00 pm on July 13, 2012 or validation is not successful, applicant should receive an error email
Email may list the error, or applicant can use their tracking number to find the submission error
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Problems with Grants.gov
• If you have technical difficulties that are the fault of Grant.gov, please contact the Grants.gov Help Desk• Please keep all tracking numbers, emails, and complaints filed with Grants.gov• If the problem is really a Grants.gov problem, your application may be accepted, but you must provide proof for resolution
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On-line support is available at:http://www.grants.gov/
CustomerSupport
For phone assistance call:1-800-518-4726
www.Grants.gov
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DON’T WAITUntil the closing
date…It might be too late!
Submit EARLY!
www.Grants.gov
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Questions
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What Happens Next? ED Staff screen each application to make sure that all
program eligibility requirements are met and that all forms are included and signed. (Estimated dates – could change)
Panel Review - Mid AugustED Budget Review – Early to Mid SeptemberED Staff submit recommended award slate to the
Secretary – Mid SeptemberSuccessful candidates will receive a Grant Award
Notification – Late September, Start project October 1
Unsuccessful applicants will receive a notification letter – Early October
Both successful and unsuccessful applicants will receive peer reviewers’ comments – November
STE
P Re
sour
ces
STEP Websitehttp://www2.ed.gov/programs/step/index.html
STEP FAQs http://www2.ed.gov/programs/step/faq.html
STEP Federal Register Noticehttp://www.gpo.gov/fdsys/pkg/FR-2012-05-29/pdf/2012-
12835.pdf
OMB Circularswww.whitehouse.gov/omb/circulars/index.html
Grants.gov http://www.grants.gov/
FOIA Reading Roomhttp://www2.ed.gov/policy/gen/leg/foia/readingroom_oii.html
Questions?: Email them to the STEP Staff atstep@ed.gov
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Thank You
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