Pennsylvania Department of Education

1
Pennsylvania Department of Education

• 2006-07 SDFSCA
• eGRANT Application
• Safe and Drug-Free Schools and Communities
• SDFSCA Website
• www.pde.state.pa.us/sdfsc
• Edward G. Rendell Gerald
  L. Zahorchak, D. Ed.
• Governor Secretary
• Dan Iser, Region II
• diser_at_state.pa.us

2
PDEMISSION STATEMENT

• The mission of the Pennsylvania Department of
  Education is to lead and serve the educational
  community to enable each individual to grow into
  an inspired, productive, fulfilled lifelong
  learner.

3
THE ESSENTIALS
Quality Teaching
Quality Leadership
STRONG RESULTS FOR ALL LEARNERS
Artful Use of Infrastructure
Continuous Learning Ethic
TIMELESS IDEALS
Goals worthy of our commitment
Inspired leadership
Investing in each others success
Turning good intentions into strong results
Courageous action
4
(No Transcript)
5
BUREAU OF COMMUNITY AND STUDENT SERVICES

• Alternative Education
• Character Education
• Charter Schools
• Commonwealth Student Assistance
• Program
• Community Collaboration Advisory
• Committee
• Community Service Grant Program
• Correctional Education
• Crisis Response/Homeland Security
• Dropout Prevention
• ELECT Programs
• Homeless Education
• Learn Serve America
• Migrant Education

• Pregnant and Parenting Teens
• Private Residential Rehabilitation
  Institutions
• Refugee children
• Safe Drug Free Schools
• Safe Schools
• Services to Non-Public Schools
• State Board of Private Academic Programs
• Successful Student Partnerships
• Textbooks/Supplies for Non-Public Schools
• Truancy
• 21st Century Learning Centers
• Unsafe School Choice Option

6
Safe and Drug-Free SchoolsIntent and Purpose

• Promote Academic Success for All Students
• Promote a Safe School Climate
• Prevent Youth Alcohol and Drug Use

7
Overview of the SDFSC Technical Assistance
Workshop

• How are allocations determined?
• How can LEAs use their funds?
• What does the federal law require?
• What must I do prior to applying for funds?
• How do I apply for funds?

8
Goals for SDFSC Technical Assistance Workshops

• Systems approach to planning
• Alignment with schools strategic plan
• Coordination with other sources of funding
• Programs based on identified need
• Implementation of proven programs to obtain
  results

9
ALLOCATIONS

• Allocations based on 60 of prior year share of
  Title I funds and 40 on enrollment
• Fluctuations in funding occur yearly
• Allows for Transfer of funds

10
TRANSFERABILITY

• Up to 50 of an LEAs Title IV, SDFSCA allocation
  may be transferred to another federal program
• Except for Title I and III, 50 of other federal
  program funds may be transferred into Title IV,
  Part A
• If LEA chooses to participate in a consortium,
  they must contribute 100 of their allocation to
  that consortium

11
COMPREHENSIVE PLAN

• Requires schools to have a comprehensive plan for
  keeping schools safe and drug- free
• Plan includes
• Appropriate and effective discipline policies,
  security procedures, and prevention activities
• Student Code of Conduct
• A Crisis Management Plan

12
REFUSAL OF ALLOCATION

• Schools that do not wish to receive the
  allocation must send a letter signed by the chief
  school administrator indicating they are refusing
  the funds
• A formatted letter is available online
• www.pde.state.pa.us/sdfsc
• This letter is due by June 30, 2006

13
E GRANT APPLICATION

• 2006-2007 SDFSCA

14
Accessing the E-grant site

• Go to www.pde.state.pa.us/sdfsc
• Click into the SDFSC grant log in
• - Passwords
• - Add modify users
• Help Link for accessing new grants

15
E GRANT APPLICATION

• Consortium memberships will NOT transfer over
  from the previous year
• The allocation will be 0 until PDE receives
  official word from USDE
• You will need to complete each section of the
  eGrant in sequence

16
SCHOOL INFORMATION ENTRY

• Change No new data will be added
• for this year
• Data from the last five years will be carried
  over into this years grant

17
RISK AND PROTECTIVE FACTORS

• Check only the major Risk Factor(s) and/ or
  Protective Factor(s) that this grant will address
• Contact your Drug and Alcohol Single County
  Authority (SCA) for a list of the top factors in
  your area.

18
SUMMARY OF DATA ANALYSIS

• This section requires a narrative that explains
  trends from
• ?School Information Entry Table
• ?Risk and Protective Factors Section
• Based on your data, indicate in the narrative,
  the districts area(s) of greatest need

19
PEFORMANCE MEASURE DEVELOPMENT
20
PERFORMANCE MEASURES

• There is a drop down menu with twelve choices
• To develop student acceptance of differences in
  others
• 2. To improve attendance, reduce repeat
  ATOD/violence policy violations, and/or improve
  academic performance of students participating in
  SAP.
• 3. To increase funding and support for other
• federal programs.
• Use this PM for funds being transferred out

21
PERFORMANCE MEASURES

• To increase skill of students in rejecting
  alcohol, tobacco, and/or other drug use.
• To increase the identification and involvement of
  students in the Student Assistance Program
• To increase the security of students while
  attending or traveling to and from school.

22
PERFORMANCE MEASURES

• 7. To increase skill of students in utilizing
  nonviolent means to solve interpersonal conflict.
• 8. To assure the appropriate administration and
  coordination of the Title IV program.
• 9. To reduce disciplinary infractions related to
  bullying, harassment, and/or intimidation.

23
PERFORMANCE MEASURES

• 10. To reduce the incidents of cultural bias and
  
• intimidation.
• 11. To reduce the number of alcohol, tobacco,
• and/or other drug policy violations.
• 12. To reduce the number of violence and/or
  weapons related incidents in or on school
  grounds.

24
PERFORMANCE INDICATORS

• Example There will be a 5 reduction in ATOD
  policy violations in the middle school.
• Must be measurable and student-behavior based and
  include the age/grade of the target population
• Must define in terms of percentage of
• increase/decrease expected

25
EVALUATION METHODS

• Evaluation is not Number of students
• Receiving services/ opinions/ staff comments
• Evaluation methods are PA Youth Survey,
• Pre-Post Tests, Suspensions and Expulsions,
• Violence and Weapons Report, SAP
• Performance Report
• Example Year to year comparison of 05-06 and
  06-07 discipline reports

26
PERIODIC PROGRAM EVALUATION

• Write a narrative regarding the evaluation of the
  program. Include how often this will occur, who
  will be involved (i.e.SDFSC Advisory), and
  evaluation process utilized.
• Minimum evaluation to occur two times a year,
  Midway through implementation of program and end
  of the year.

27
PARENT PARTICIPATION

• Currently a check list select all that apply
• Parents are involved in
• Community Advisory Council
• Selection of Prevention Programs
• Implementation of Prevention
• Programs
• Evaluation of Prevention Programs
• Student Assistance Program

28
PUBLIC REPORTING METHOD

• Requirement to publicly report
• Check all that apply (checklist)
• School Board Meetings
• Newspaper Articles
• PTA/PTO Meetings
• Student Newspapers
• District Newsletters
• Other

29
PROGRAM COORDINATION

• Federal, State, Community and other programs are
  listed
• Check at least one program from the list
• Explain in Narrative how the coordination occurs
  between the program and the SDFSCA program-Do not
  describe this program

30
CONTACT INFORMATION

• CHECK FOR ACCURACY
• Contact information
• Email address
• Phone number extension
• Summer contact person

31
COMMUNITY PARTICIPATION

• The undersigned members of the Safe and Drug-
  Free Schools and Communities Advisory Council
  have been consulted and actively involved in the
  development of the application and reviewed the
  completed application.
• 2. Have you submitted all of the required
  forms?
• a) Community Participation - print form
• Cooperative Participation
  Certification Form
• (consortium only)
• b) Rider N- This form will only print after you
  submit the grant

32
COMMUNITY ADVISORY COMMITTEE

• The LEA shall develop its application through
  timely and meaningful consultation with
• School Representatives
• Parents
• Students
• Drug Alcohol Representative
• Note It is recommended that additional community
  
• members be included on the advisory
• committee.

33
PROGRAM SELECTION

• 1) Science-based Programs
• 2) Safe and Drug-Free Schools Support Programs
• - This includes Administrative costs, Drug
  Testing , security
• personnel/ equipment/ SDFSC planning, and
  transferring funds
• 3) Promising Programs
• 4) Waiver Programs
• NoteSelect all programs for all Performance
  Measures at one time

34
WAIVERS

• Changes in approving waivers
• Waivers must have characteristics/ components
  that are found in research-based programs
• Outcome data must provide a clear concrete
  student-based behavioral change to prove the
  program is effective

35
WAVIER JUSTIFICATION
36
AUDIT INDIRECT COST

• Indirect cost is pre-filled
• Can decrease the rate by lowering the dollar
  amount
• You cannot increase the rate
• Reduce to zero if not accepting any indirect cost

37
BUDGET COST BREAKDOWN

• Need to fill out for each line item
• Select function code, object code and programs
  from drop
• down menu
• Fill in itemized description of activities cost
• Check if the line item applies to Safe Zones or
  Security
• Personnel

38
BUDGET SECTION SECURITY

• Security-Related Expenses
• Maximum of 40 of LEA grant, but only if hiring
• and/ or training security personnel
• Cap remains at 20 for security hardware,
• school safety planning, etc.

39
BUDGET SECTION ADMINISTRATVE COSTS

• Limited to 2 of total allocation
• Financial Management of Grants
• Development and Processing of Reports and Records
• Clerical Support for these functions
• Check off in the program selection section

40
BUDGET SECTION TRANSFER OF FUNDS

• Select the following performance
• measure
• 3 To increase funding and support for other
  federal programs.
• Budget Cost Breakdown should reflect the
• amounts transferred to each federal title
• program

41
EQUIPMENT BREAKDOWN

• Equipment is defined by SDFSC as any single unit
  with a cost equal to or greater than 1,500
• Less than this and it goes under the Budget Cost
  Breakdown Section
• Reminder security items have a 20 cap

42
NON-ALLOWABLE BUDGET ITEMS

• Non-allowable budget items include but are not
  limited to
• Treatment or Rehabilitation Services
• Academic Program or Tutoring
• Office furniture/shredders/copy machines/file
  cabinets, etc. Construction/Renovations
• Portions of goods or services used by other
  programs
• Agenda, cell phone plans
• Health or other textbooks
• Internet firewalls

43
SUPPLEMENT VERSUS SUPPLANT

• Supplement To increase or enhance the level of
  activity of an existing service or program
• Example Expand Second Step program to another
  
• building within the district
• Supplant To replace required line items normally
  paid by state dollars
• Example Payment for teachers, guidance
  counselors that are currently paid for from
  general budget

44
SUBMIT PROJECT

• Mark all sections as complete and then Click
  Submit Project button
• Mail Forms to PDE
• Rider N
• Advisory Council Assurance Participation
• Cooperative Participation Certification

45
SUBMISSION DATE

• June 30, 2006

46
RIDER N

• The Rider N will not print until the grant is
  submitted
• Do not put a start date in the space provided,
  PDE will fill in the date
• Do not send any forms with white-out or Xerox
• copies, only original signatures will be accepted

47
ADVISORY COUNCIL ASSURANCE PARTICIPATION FORM

• Three meeting dates are required
• Minimum required signatures are
• Student
• Parent
• School Representative
• Drug and Alcohol Representative

48
GRANT REVIEW PROCESS

• If the application is not reviewed by the
  Department within 120 calendar days after the
  date the application was received, it is
  determined to be approved.

49
GRANT REVIEW PROCESS

• If the application is not approved, the
  Regional Coordinator must reply by email to the
  LEAs designated contact person within 120
  calendar days and provide the LEA with an
  opportunity to make corrections.

50
GRANT REVIEW PROCESS

• The LEA has 45 calendar days from the date the
  Regional Coordinator returned the application for
  further corrections.
• If the LEA fails to respond within the 45 day
  calendar period, then the application shall be
  disapproved.

51
CONTRACT START DATE

• NOT Date of Submission
• Contract start date is the date the application
• is approved by the Regional Coordinator
• Grant can not be approved until forms, with
  approvable signatures, are received at PDE

52
DONT FORGET THE SIGNATURE PAGES

• Rider N
• Advisory Council Assurance Participation Form
• Cooperative Participation Certification Form
• Refusal of Allocation Letter
• Do not send any of the above forms or letters
  with white-out, only original signatures will be
  accepted.

53
MAIL, DO NOT FAX, TO

• Patricia Tamanini
• Pennsylvania Department of Education
• Student and Safe School Services
• 333 Market Street, 5th Floor
• Harrisburg, PA 17126-0333

54
Final completion reports

• 2005-2006 SDFSCA

55
FINAL COMPLETION REPORT

• Delinquent reports impact SDFSC funding to LEA
  No report ?Payment stops
• Go to egrant to create a Final Completion Report
• Report due October 31, 2006 ( if not in
  carryover)

56
Progress Report and Narrative

• The narrative must explain
• 1) The results in meeting your performance
  measures/indicators. Indicate why or why not
  your programs were effective
• 2) Indicate what modifications were made to the
  program

57
FCR-Risk and Protective Factors

• This will be pre-filled from your original
  application
• Changes can be made to this section
• Those selected will be in a drop down menu to
  chose from in the budget cost breakdown section

58
Performance Measure Dev. FER

• Performance Measures, Proposed Indicators and
  Evaluation Methods are pre-filled from
  application
• Performance Indicator-Outcome (s) is the only
• part you complete
• An outcome is a restatement of the proposed
  indicator with the actual outcome data inserted.

59
Final completion reports cont.

• These sections will be pre filled, only make
  changes as needed
• Contact information
• Budget Comparison
• Program selection
• Audit and indirect costs rate

60
FCR-Budget Cost Breakdown

• You will need to click onto each performance
  measure in order to add the needed data.
• Function and object codes, Risk and protective
  factors and programs are all drop down menus
• You will need to fill in the Targeted population
  and number served

61
Equipment Breakdown

• Enter the cost of individual items that were
  1,500 for each item
• Same information needed as the Budget Cost
  Breakdown section

62
Final completion report cont

• Program Budget this is pre filled, you will need
  to go in and save as complete.
• Final expenditures You need to fill in the
  dollar amount of the amount of funding the
  district has received

63
REPORTING

• Quarterly Fiscal Reports are submitted
  electronically to the Comptrollers office
• Final Expenditures reports - go into the egrant
  to create. ( www.pde.state.pa.us/sdfsc )
• If not in carry over, Final completion reports
  are due to Pat Tamanini by Oct 31, 2006 for 05-06
• Due April 30,2007 if in Carryover

64
SDFSCA ADVISORS

• Ask for help from Regional Coordinator
• Regional Coordinators can help with
  program/application issues
• Contact the eGrants Help Desk for computer
  problems 717-783-6686

65
CONTACT US

• Dan Iser
• Division of Student and Safe School Services
• Pennsylvania Department of Education
• www.pde.state.pa.us
• [phone]
• diser_at_state.pa.us

66
E GRANTS HELP DESK
[phone]
67
Edward G. Rendell Gerald L. Zahorchak,
D.Ed. Governor Secretary
Pennsylvania Department of Education