Consolidated Application Post-Award Revision System 9/20/2018 Consolidated Application Post-Award Revision System PARS 2016-2017 December 2016

Purpose of post-award process 9/20/2018 Purpose of post-award process Provides specific windows of time for districts to adjust/revise the activities and budget that were approved in the initial consolidated application review process. Provides an opportunity for LEAs and BOCES to establish their actual carryover and final award amounts 2

Revision timeframes 2016 – 2017 Post-Award Revision windows 9/20/2018 Revision timeframes 2016 – 2017 Post-Award Revision windows First window: December 5, 2016 – January 13, 2017 Second window: February 13, 2017 – March 10, 2017 Revision Request Guideline Use the login and password that was sent in June to log back into the application at https://www.cde.state.co.us/apps/consapp/login If you don’t have the necessary login information, please email: consolidatedapplications@cde.state.co.us Revision request needs to include changes for all ESEA programs (Title I-A, I-D, II-A, III-A, III-SAI, and VI-B). Do not submit multiple revision requests during any given window. The time frames are the two PARS windows Monday, December 5, 2016 – Friday, January 13, 2017 Monday, February 13, 2017 – Friday, March 10, 2017 *We will always accept changes – even though the windows have closed, we want your budget to reflect your activities. One reason we will accept changes outside of windows for example is….If you have an activity you need to start before the opening of the PAR – send an email get prior approval and make sure to go in and make the necessary changes. Reiterate that a single submission is needed, not multiple submissions from the same district. Make sure you touch base with all programs to decide on changes that need to be made – BEFORE submitting the PAR. 3

9/20/2018 Final allocations Final allocations will be prepopulated in the post-award revision system. Final allocations are posted at: http://www.cde.state.co.us/cdefisgrant/nclb_download 4

What should an LEA/BOCES submit? 9/20/2018 What should an LEA/BOCES submit? Post Award Revision Programmatic Changes that Require Prior Approval YES Programmatic Changes that do not Require Prior Approval Changes to Final Allocations and Carryover 5

Examples of changes that DO NOT need prior approval 9/20/2018 Examples of changes that DO NOT need prior approval Minor program adjustments that do not alter the overall scope or goals of the approved application Reading intervention training for new teachers changed from 2 days to 3 days Increased number of days for teachers to observe in master teachers’ classrooms Decrease amount of indirect costs charged to a grant in order to increase amount of direct costs charged to already approved activity. Dollar amount adjustments to match changes in final allocations or carryover GF – Any other examples you can think of to share with field? 6

Changes that DO require prior approval via the PAR system 9/20/2018 Changes that DO require prior approval via the PAR system Any revision to the scope or objectives of the activity Budget revisions that include contracting out or otherwise obtaining the services of a third party Increase of Indirect Costs charged to a grant New activities that the district wishes to conduct based on additional funds available through carryover or final awards 7

Changes requiring prior approval continued… 9/20/2018 Changes requiring prior approval continued… All changes referenced in the Omni Circular 2 CFR Part 200 that contain requirements for prior approval of certain types of costs, including but not limited to: The purchase of equipment with a unit cost greater than $1000 or equipment considered “small and attractive” Addition of travel expenses to budget Addition of any Capital Expenditures Proposal Costs A complete list can be found at: http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl Colorado is more restrictive/conservative than federal guidance (which we can be) State vs. Federal If you don’t want to inventory then don’t pay for it with Federal Funds. Link: leads to Part 200 (Omni Circular) for more detail 8

Changes requiring prior approval continued… 9/20/2018 Changes requiring prior approval continued… Changes to the scope or objectives of the project Remove training days for math and replace with an additional district reading coach Budget revisions that include the purchase of equipment Computers for Title I teachers not included in the previous budget NOTE: the budget line item must provide the rationale in the activity description, just as when the district initially submitted its proposed budget in July. 9

How to make changes in the PAR system 9/20/2018 How to make changes in the PAR system Log back into the 2016-2017 consolidated application system Fund Allocations: Final allocations will be pre-populated in the system Update carryover amounts Update any district contact information LEA Profile: Update the Indirect Cost Rate The School Profiles section of the application has been locked. Please contact program staff with any necessary changes. Any changes to method of serving must be clearly justified on that revision screen because this may affect the LEA’s school list which has already been locked down. 10

How to make changes in the PAR system, cont. 9/20/2018 How to make changes in the PAR system, cont. Preschool Data Tables: The preschool data tables were not included in the initial application, so LEAs will need to update this portion of the revision system if necessary: Indicate the school and method of serving (SW or TA) for each preschool in the associated data table. 11

How to Make Changes in the Post-Award Revision System, cont. 9/20/2018 How to Make Changes in the Post-Award Revision System, cont. Make any changes within each Title (IA, ID, II, III, VIB) Budget section Update the activity description, dollar amount, etc. using the edit tool and save the changes. There will be a comment box available for each budget line item. Provide a brief narrative description of the requested changes to provide clarification of the change to the budget line item. If the change does not require program approval note this in the comment box (i.e. updated carryover amount, increased number of days for professional development, etc.). 12

How to request approval for revisions 9/20/2018 How to request approval for revisions Before submitting the Post Award Revision Request: Confirm that all programs have been consulted and included in the submission Acknowledge that this is the only submission by the LEA/BOCES in submitting a request for the current window 13

Final steps in submission process 9/20/2018 Final steps in submission process Complete the necessary revisions and submit your LEA’s application back to CDE for review. Print and sign Signature Authorization Page Email: consolidatedapplications@cde.state.co.us with subject line “post award signature authorization page” You must complete these two steps for your revision request to be reviewed. 14

When to expect a response 9/20/2018 When to expect a response Program staff will begin reviewing requests, as time allows, before the submission window closes. Any requests not approved prior to the submission close will be reviewed within 30 days of the submission request. You should anticipate a response no later than a few weeks after the window closes Approvals will be made on a continuous basis. AGAIN – We will not be able to review any changes or grant approval without the signature page!!!!! 15

Responding to feedback 9/20/2018 Responding to feedback For program specific questions, contact the program staff member that reviewed your Consolidated Application Post Award Review Request. For general Post Award Revision Request questions, contact consolidatedapplications@cde.state.co.us You will be contacting the staff member listed as the reviewer in the email you receive from the PAR system. You are only submitting on line once! If further updates or clarifications need to be made – the communications will have to take place via email 16

Contacts ESEA Staff Program Expertise Phone E-mail Grants Fiscal Staff 9/20/2018 Contacts ESEA Staff Program Expertise Phone E-mail Brad Bylsma, Director Title I, Part A 303.866.6937 Bylsma_b@cde.state.co.us Shelby Schaefer Program Support 303.866.6998 Schaefer_s@cde.state.co.us Colleen Brooks Title III 303.866.3897 Brooks_c@cde.state.co.us Kirsten Carlile Title VI, Part B 303.866.6705 Carlile_k@cde.state.co.us Laura Meushaw 303.866.6618 Meushaw_l@cde.state.co.us Joey Willett Title I, Part D 303.866.6700 Willett_j@cde.state.co.us Jennifer Simons Title II, Part A Title II, Part B (MSP) Highly Qualified 303.866.3905 Simons_j@cde.state.co.us Lindsay Swanton 303-866-6298 Swanton_l@cde.state.co.us Grants Fiscal Staff Nicole Dake GF Analyst 303.866.6724 Dake_n@cde.state.co.us Robert Hawkins 303.866.6775 Hawkins_r@cde.state.co.us You can always call us first if you are unsure about PAR revisions. Call to clarify if you need prior approval or not. We can help.