1. Campus 2018-2019 ESSA Grant Packet Training
SAISD Federal Programs Department

2. Stage 4 of the Organization and Development Process
Hooray! We are now at stage 4 of the Organization and Development Process where you can now Link your Campus Plan to Federal, State, and Local Funding Sources.
Link Plan to Federal, State, and Local Funding Sources 4

3. Stage 4 of the Organization and Development Process
In order for the District to receive ESSA federal funding, the District is required to complete a ESSA Consolidated Federal Grant Application.
As part of the application, the District must list the programs/activities that will be implemented as a result of receiving the grant.
Therefore, campuses must complete the grant documents that are associated with the Title I (211) funding they will be receiving.

4. Stage 4 of the Organization and Development Process (Cont.)
Campus ESSA Grant Packet and
supporting documents for allocating funds
are auditable documents that provide the
justification for use of ESSA Funds.

5. Stage 4 of the Organization and Development Process (Cont.)
SAISD >
Departments >
Federal Programs
Click on the Campus tab at the top of the website.
Scroll down to STAGE 4: Link the Plan to Federal, State, and Local Funding Sources.
Click on the Campus ESSA Grant Packet.

6. What is the Format of the Grant Packet?
The Grant Packet is an Excel file.
There are tabs for:
The Grant Process (Instructions)
Four (4) tabs for Budget
SW Program Elements Assurance
Committee Sign-In
Completion and Review

7. What should be done before completing the Grant Packet?
Meet with the Campus Leadership Team (CLT) to review the ESSA Grant Packet.
Review the Budget Allocations and determine what are the needs for the school year based on your CNA/CIP.
Utilize the ESSA Grant Committee Sign-In sheet at the end of the Excel document to document participation of your CLT Committee Members.

8. ESSA Consolidated Grant Application Schedules
PS 3101 – Title I, Part A and Title I, Part D Subpart 1
PS 3400 – Equitable Access and Participation

9. Instructions for Program Schedules PS 3101 and PS 3400
You can find the Program Schedules on the
Federal Programs Department website.

10. Instructions for Program Schedule PS 3101
Complete only Part 2.
Once completed, save the schedule as a PDF. Use the following as the file name: Campus Name PS 3101 Title I Pt. A & Title I Pt. D1.
Submit with your Grant Packet.

11. Instructions for Program Schedule PS 3400
If you select “All”, leave the rest of the schedule blank.
Once completed, save the schedule as a PDF. Use the following as the file name: Campus Name PS Equitable Access and Participation.
Submit with your Grant Packet.

12. Budget Allocations Program Budget Extra Duty Budget
Discretionary Budget

13. Explanation of Allocation Sheets
The only funds available to distribute in the Budget Tabs are from the Discretionary schoolwide amount on your Budget Allocations Sheet ( ed to the campus Principal).
These funds can be allocated in the following Budget Tabs:
Program Budget
Extra Duty
Discretionary Budget

14. Steps to Complete the Budget Allocation Sheets

15. Step 1: Program Budget Tab
Enter the Campus Number.
Campus name will populate once the campus number is entered.
Input the schoolwide allocation amount per the Title I Budget Allocations sheet ed to your school by the Federal Programs Department. Entering the amount in this box will prepopulate the total in the Budget Tabs.

16. Step 2: Program Budget Tab
If buying positions:
Enter the Assignment and Grade (in the Position Column)
Add the number of staff positions for each row in the yellow highlighted cells (in the Number of Position Column)
Check ‘Yes’ or ‘No’ in the Included in Needs Assessment and CIP Column
Note: The total will reflect in the Discretionary Budget Worksheet.

17. Steps 3: Extra Duty Budget Tab
Sample School
XXX
If allocating funds for extra duty:
List the number of requested positions, days, and hours for each position in the yellow highlighted cells
Note: Part-time employees cannot be used for secretaries, data clerks, counselor clerks, etc.
Note: Substitute teachers is the only category to input the Total Budget amount.
Taxes are calculated for “Office Use” and are calculated in the allocated budget.
No substitutes for STAAR/EOC testing.

18. Steps 4: Discretionary Budget Tab
Input the dollar amount allocated for the Program/Activity in the “Amount Budgeted” column in the yellow highlighted cells.
Check ‘Yes’ or ‘No’ in the column “Included in Needs Assessment and CIP”.
If the “Total Budget” exceeds the discretionary allocation, entered on your Program Budget sheet, an error message will appear that reads “Exceeded Budget, Recalculate!!!”. If this happens, you will need to adjust the dollar amounts under the “Amount Budgeted” column.

19. Allocating Funds for Equipment

20. Use of Funds Questionnaire
Object Code Furniture & Equipment greater than and/or equal to $5,000
This code is used to classify expenditures for all equipment, furniture, technology equipment and capital outlay items having
a per unit cost of $5,000 or more and a useful life of more than one year not classified elsewhere.
If purchasing Equipment (6639) with a per unit cost of $5,000 or more, complete the Use of Funds Questionnaire.
Note: Combine all purchases on one form per
Program.

21. Use of Funds Questionnaire Title Programs
This form is to be used when allocating Equipment Object Code (6639) with a per unit cost of $5,000 or more using Title Program Funds.
Only respond to the questions indicated by the corresponding Title Program listed in the Quick Reference.
Most campuses will respond to Questions 1-4, 5(a) and 6(a).
Once completed, save the document as a PDF. Use the following as the file name: Campus Name Use of Funds Questionnaire - Title I Programs.
Submit with your Grant Packet.

22. Allocating Funds for Out of State (OS) Travel and Field Trips

23. TEA Justification Form – Out of State (OS) Travel
This form is to be used when allocating Out of State Travel funds.
Ensure the date of the event is indicated on each form. If a date is not set, it is acceptable to enter the month and year until the date of the event has been confirmed.
Once completed, save the document as a PDF. Use the following as the file name: Campus Name Out of State Travel.
Submit with your Grant Packet.

24. TEA Justification Form – Field Trips
This form is to be used when allocating Field Trip funds.
Ensure the date of the event is indicated on each form. If a date is not set, it is acceptable to enter the month and year until the date of the event has been confirmed.
Once completed, save the document as a PDF. Use the following as the file name: Campus Name Field Trip.
Submit with your Grant Packet.

25. Review and Assurances Schoolwide Program Elements Assurance
Record Assurance CLT (Sign-In)
ESSA Grant Completion and Review
Check boxes
ESSA Grant Provisions, Assurances, and Certification
ESSA Certification for Federally Funded Positions
ESSA Expenditures Certification for Federal Awards

26. Schoolwide Program Elements Assurance
Fill in the DATE.
ESSA has replaced the Title I, Part A Ten Schoolwide Components under NCLB with what TEA calls the three Schoolwide Program Elements.
Utilize the SW Program Elements Assurance Tab as a checklist to ensure all SW Elements are implemented in the Campus Improvement Plan.
All SW Elements must be checked.

27. Record Assurance CLT (Sign-In)
Fill in the ORG, CAMPUS NAME and DATE.
Document the Campus Leadership Team members involved in the ESSA Grant Packet process.
When the ESSA Grant Packet is complete, use the ESSA Grant Committee Sign-In template (located on the orange tab) as the sign-in sheet.
Once the CLT signatures are obtained, scan the document. Name the file: Campus Name ESSA Grant Committee Sign-In.
Submit with your Grant Packet.

28. ESSA Grant Completion and Review
To ensure completion of the Grant Packet, utilize the ESSA Federal Consolidated Grant Completion & Review form.
Fill in the ORG, CAMPUS NAME and DATE.
Ensure all boxes are checked to indicate that the schedule and applicable forms have been completed.
This form requires the review and certification with three (3) original signatures.

29. ESSA Federal Grant Provisions, Assurances, and Certifications
Click on the link to read and/or download all ESSA Provisions, Assurances, and Certifications.

30. ESSA Certification for Federally Funded Positions
Read the certification below on Federally Funded Positions.

31. Expenditure Certification for Federal Award
Read the certification below on expenditures for Federal Awards.

32. ESSA Grant Completion and Review
Fill in the ORG, CAMPUS NAME and DATE.
Once all appropriate boxes have been checked print the page.
Principal’s signature is required in all three (3) sections (electronic signatures are not accepted).
Scan the document.
Name the file: Campus Name ESSA Grant Completion and Review.
Submit with your Grant Packet.

33. Submission Instructions
Steps to submit the ESSA Grant Packet

34. What should I do before I submit the ESSA Grant Packet?
Ensure that the ESSA Grant Packet Budget Tabs have been saved as an Excel Workbook (not as a pdf).
Use the following as the file name:
Campus Name ESSA Grant Packet

35. How do I submit the ESSA Grant Packet?
all documents to
Use the following as the subject of the
Grant Packet – Campus Name
Attach the following:
Grant Packet
PS 3101
PS 3400
TEA Use of Funds Questionnaire
TEA Justification Form – Out of State (OS) Travel
TEA Justification Form – Field Trips
SW Program Elements Assurance
ESSA Grant Committee Sign-In
ESSA Completion and Review

36. Deadline for Submission
All documents must be submitted via by
Friday, June 22, 2018
(Optional extended due date July 13, 2018 available ‐
loading of Title I campus budget will be delayed).

37. Thank you!
Please contact the Federal Programs Department with any questions or concerns
(210)