1. Impact Aid Program FY 2011 Application Cycle Section 8003 Webinar January 7, 2010

2. Impact Aid Program Section 8003 Webinar Presenters: Marilyn Hall Jim Barthmaier Chad Eggleston Kerry Wingell 2

3. Impact Aid Program Topics 3  Purpose and History  Section 8003 Program Activities  Application Process  e -Application  Questions & Answers

4. Impact Aid Program 4 Purpose To compensate local educational agencies (LEAs) for:  lost local revenue due to tax-exempt federal property  increased expenditures for federally connected children Eligible LEAs include public elementary and secondary school districts and some public charter schools

5. Impact Aid Program 5 Purpose Payments are determined by:  Formulas specified in the law  Annual appropriation amounts

6. Impact Aid Program 6 History  1950 – Original legislation enacted by P.L. 81-815 and P.L. 81-874  1994 – Became Title VIII of the Elementary and Secondary Education Act (81-815 and 81- 874 repealed)  Due for reauthorization

7. Impact Aid Program 7 Use of Funds General payments for broad purposes  Section 8002 payments and section 8003(b) basic support payments may be used as determined by the LEA--in accordance with local and State requirements

8. Impact Aid Program 8 Use of Funds  Examples of allowable expenditures:  Salaries  Textbooks, computers, and instructional materials  Special programs, such as after- school, remedial & advanced placement  Construction

9. Impact Aid Program 9 Use of Funds Targeted payments for specific purposes:  Section 8003(d) formula--children with disabilities (CWD) payments  Section 8007(a) formula-- construction payments  Section 8007(b) discretionary-- construction grants  Section 8008 facilities maintenance

10. Impact Aid Program 10 Section 8003 8003(b) – Basic Support Payments  Payments relating to federally connected children  Child resides on federal property, Indian lands, or eligible low-rent housing (LRH)  Parent is in uniform or works on federal property, Indian lands, or low- rent housing  1,320 applicants for FY 2010

11. Impact Aid Program 11 Section 8003 8003(b) – Basic Support Payments  Eligibility based on:  Number of eligible federally connected children equal to at least 3% of total number of students OR  Number of eligible federally connected children in average daily attendance (ADA) equal to at least 400

12. Impact Aid Program 12 Section 8003 8003(b) – Basic Support Payments  Additional eligibility requirement for children who live on Federal property other than LRH or whose parents work on Federal property  Number of children equal to at least 10% of the total number of students OR  Number of children in average daily attendance (ADA) equal to at least 1,000

13. Impact Aid Program 13 Section 8003 8003(b)(2) – Heavily Impacted  Increased basic support payments  Eligibility based on additional requirements  Percentages of eligible children  Expenditure and tax data  27 eligible applicants for FY 2009  To be considered for this special funding, check box on cover page

14. Impact Aid Program 14 Section 8003 8003(d) – Children With Disabilities  Additional payments for some federally connected children with disabilities (CWD)—military dependents and Indian lands residents  Eligible children must have individualized education programs (IEPs) or individualized family service plans (IFSPs) in effect on survey date

15. Impact Aid Program 15 Section 8003 8003(d) – Children With Disabilities  Funds must be spent on additional programs and services for children with disabilities  898 recipients for FY 2009  Applicants receiving these payments must submit Table 7 with their applications to document expenditure of these funds

16. Impact Aid Program 16 Section 8007(a) Formula Construction  Special payments for section 8003 LEAs that are:  50% uniformed services  50% Indian lands  Heavily impacted

17. Impact Aid Program 17 Section 8007(a) Formula Construction  Funds must be spent on allowable construction-related costs  Davis-Bacon and Indian Preference must be followed  159 eligible applicants for FY 2007; not funded for FYs 2008 and 2009

18. Impact Aid Program 18 Section 8007(b) Discretionary Construction  Emergency and modernization projects  Priority given to LEAs eligible for formula construction program with emergency needs  Competitive application with separate application process and due date

19. Impact Aid Program 19 Section 8007(b) Discretionary Construction  25 awards in FY 2005; 16 awards in FY 2009  $17.5 million available for FY 2010 awards  Not funded for FYs 2006 and 2007

20. Impact Aid Program 20 Section 8003 Process Survey Application Documentation Field Review Payment

21. Impact Aid Program 21 Section 8003 Survey  On a “count” date you choose  No earlier than the 4 th day of the school year  No later than January 31  Single date to count all students  District’s federally connected children  District’s total membership

22. Impact Aid Program 22 Section 8003 Survey  Survey methods – one or both  Parent-Pupil Survey  Source Check  Forms must be signed on or after survey date

23. Impact Aid Program 23 Section 8003 Survey  Must collect information required by Impact Aid regulations:  Student name, date of birth, grade, etc.  Family residence  Parent employment  For uniformed services: military parent name, rank and branch of service

24. Impact Aid Program 24 Section 8003 Survey  Parent/Pupil Survey  Individual form for each pupil  Each form signed and dated by parent/guardian  Applicants create their own survey forms, may collect additional information  Variety of examples available for your reference

25. Impact Aid Program 25 Section 8003 Survey  Source Check  One document with information for multiple students associated with a federal property  Districts prepare source check forms with student information, to be signed by Parents’ employer Housing official Tribal official

26. Impact Aid Program 26 Section 8003 Survey  Source Check  Official’s signature certifies residence of family or employment of parent  For Indian lands, official’s signature also certifies status of property

27. Impact Aid Program 27 Section 8003 Application  Annual application to the Impact Aid Program  Summary counts of federally connected children from your survey  Listed by Federal properties with which children and parents are associated  FY 2011 applications based on school year 2009-2010 data

28. Impact Aid Program 28 Section 8003 Application  February 1, 2010  Annual due date specified in regulations  Program memo, instructions, other resources  Frequent listserv e-mail messages with timely and important information

29. Impact Aid Program 29 Section 8003 Application  e -Application  ED’s on-line grant application system  8003 FY 2011 e-application published November 19  No paper applications

30. Impact Aid Program 30 Section 8003 Application  Cover Page  Name, address, contact person  Survey date, survey/source check  Signature  Assurances  Summary of assurances your LEA must have on file with Impact Aid Program  Signature

31. Impact Aid Program 31 Section 8003 Application  Tables 1 through 5  Numbers of federally connected children associated with each federal property  Separate tables delineate: Children who reside on and/or whose parents work on Children With Disabilities All children reported on only one table

32. Impact Aid Program 32 Section 8003 Application  Table 6  Membership and average daily attendance data for the entire school district  Resident, tuition-in, and tuition- out membership numbers very important to formula calculations—double check!

33. Impact Aid Program 33 Section 8003 Application  Table 7  CWD fiscal report  Required if CWD claimed on prior year application  Table 8  Required only for school districts that operate ED-owned facilities

34. Impact Aid Program 34 Section 8003 Application  Table 9  Military installation housing undergoing renovation or rebuilding  Table 11  Indian lands housing undergoing renovation or rebuilding

35. Impact Aid Program 35 Section 8003 Application  Tables 9 and 11  LEAs report addresses for housing that children could have resided in but is unavailable for occupancy on survey date due to renovation or rebuilding  IAP reviews and moves eligible children to other tables  See application instructions and memo for more detailed guidance

36. Impact Aid Program 36 Section 8003 Application  Table 10  Is required if construction payments are received during prior year  Also need to submit a construction fiscal report

37. Impact Aid Program 37 Section 8003 Documentation  Total Membership (Table 6)  Number of children listed on LEA’s current enrollment records on its survey date (active enrollment)

38. Impact Aid Program 38 Section 8003 Documentation  Tuition-in students (Table 6)  Children from another LEA enrolled under a tuition agreement  Under state law or policy, applicant LEA is not responsible for providing free, public education  Exclude from federally connected membership, total membership and ADA

39. Impact Aid Program 39 Section 8003 Documentation  Tuition-out students (Table 6)  Children who are enrolled outside the LEA under a tuition agreement on the survey date  Include in federally connected membership, total membership, ADA  Document/list: Student name Grade level School site

40. Impact Aid Program 40 Section 8003 Documentation  Average Daily Attendance (ADA) (Table 6)  Official records of LEA’s ADA for the entire preceding school year, (e.g., 2008-2009 for the FY 2011 application)  ADA = total days of attendance by all students divided by total days in session for school year

41. Impact Aid Program 41 Section 8003 Documentation  Prior year membership and ADA used to calculate ratio  Ratio converts current year membership to ADA  Many states now have negotiated ratios

42. Impact Aid Program 42 Section 8003 Documentation  Individualized Education Program (IEP)  Must meet requirements of Individuals with Disabilities Education Act (IDEA)  Applies to all children included on Tables 1 and 2

43. Impact Aid Program 43 Section 8003 Documentation  Individualized Education Program (IEP)  Director of special education must maintain certified list of children with disabilities by name and date IEP was signed  IEPs must be signed on or before the survey date

44. Impact Aid Program 44 Section 8003 Documentation  CWD Expenditure Data for Prior Year (Table 7)  Documents or reports that are source of data items reported on this table

45. Impact Aid Program 45 Section 8003 Documentation  Low Rent Housing  U.S. Department of Housing and Urban Development (HUD) project number  Project name and address  Legislation under which project was funded (e.g., U.S. Housing Act of 1937)  Section 8 housing is not eligible

46. Impact Aid Program 46 Section 8003 Documentation  Indian Policies and Procedures (IPPs)  Board-approved policies and procedures that meet statutory requirements  Annually review IPPs and submit with Section 8003 application or submit waiver from tribe(s)  Maintain records of implementation

47. Impact Aid Program 47 Section 8003 Documentation Reserves and National Guard  Must be activated as of the survey date  Under Presidential Orders – Executive Order 13223 of September 14, 2001 and Title 10 USC  Documentation required  Copy of orders for individual, or  Certification from service component for activation of unit, with names of individuals

48. Impact Aid Program 48 Section 8003 Documentation How long must you keep all this documentation? For three years AFTER you receive your final payment for a fiscal year (usually about six years from year of application)

49. Impact Aid Program 49 Section 8003 Field Review  Review of documentation supporting your application  On-site visit or mail-in  Approximately 250 applications selected each year; letters sent in Spring  After you apply and before you get paid

50. Impact Aid Program 50 Section 8003 Field Review  Documentation supporting your application  Parent-pupil survey forms and/or source check documents  Membership and ADA records  Lists of CWD students  IPP activities

51. Impact Aid Program 51 Single State Audit  Total funds received in a fiscal year from all federal programs $500,000 or more  Conducted by independent auditors  OMB Compliance Supplement provides guidance to auditors  Occurs after payments received  Findings reported to IAP for follow- up, possible payment adjustment

52. Impact Aid Program 52 Section 8003 Payment Formula  Payment formulas  Basic Support Payments (BSP)  Additional Payments for Children With Disabilities (CWD)  8007(a) Construction Payments

53. Impact Aid Program 53 Section 8003 Payment Formula  Payments based on:  Formulas in law  Application data  Additional data from States  Annual appropriation amount

54. Impact Aid Program 54 Section 8003 Payment Formula  Factors in BSP formula  10 categories of federally connected children  Attendance ratio  Category weights  Local contribution rate

55. Impact Aid Program 55 Section 8003 Payment Formula  Children With Disabilities (CWD)  Separate formula, based on sub-set of federally connected children  Share of appropriated funds, no set maximum

56. Impact Aid Program 56 Your Payment  Direct deposit to LEA’s bank account  Remember to notify us when your bank info changes  E-mail payment voucher  Using contact person e-mail address  LEA may request copies sent to additional contacts (e.g., county)

57. Impact Aid Program 57 e -Application  All FY 2011 applications must be submitted using e -Application, the Department of Education’s electronic application system  On-line at: http://e-grants.ed.gov

58. Impact Aid Program 58 e -Application  “Pre-populates” data for recurring Impact Aid applicants  Edits required data  Verifies all required forms are included  Sends receipt e-mail

59. Impact Aid Program 59 e -Application  Start Early  New users: register  Existing users: verify user profile  Application Manager  Person who starts and submits your application  Does not have to be same as last year  Can grant access to other users

60. Impact Aid Program 60 e -Application  User Profile must contain your Impact Aid number Example: For Impact Aid Application Number 56-VA-2011-9999 On User Profile, enter 569999

61. Impact Aid Program 61 e -Application  e-Application Helpdesk Phone:1-888-336-8930 (toll-free) Hours:8am-6pm Monday–Friday Washington, DC (Eastern Standard Time)

62. Impact Aid Program 62 e -Application  Contact e-Application Helpdesk for:  System access  User Name  Password  Contact Impact Aid Program for questions about:  Data  Forms

63. Impact Aid Program 63 e -Application  Application Must Be Complete  Submit via e-Application Make sure you receive and save confirmation  Send all signed forms by fax or e-mail  Send IPPs by fax or e-mail if you claim children residing on Indian lands

64. Impact Aid Program 64 e -Application  Signatures are required on:  Cover  Assurances  Section 8002 Application: Table 1  Section 8003 Application: Table 9 & Table 11 (optional forms)

65. Impact Aid Program 65 e -Application  Signatures are required  Must be dated on or before due date  Signed forms must be faxed or e- mailed within 3 business days after due date  Fax to 866-799-1272 (toll-free) OR E-mail to Impact.Aid@ed.gov

66. Impact Aid Program 66 e -Application  Most common e-application problems  Portrait instead of landscape printing format  Printing signature pages from data entry screen instead of printer view  Signature pages not submitted promptly

67. Impact Aid Program 67 FY 2011 Application Due Dates  Monday, February 1, 2010 4:30 p.m., Washington, DC (Eastern Standard Time)  e -Application system will accept after 4:30 p.m. but will send late notice

68. Impact Aid Program 68 Application Due Dates  Late applications  10% penalty If submitted on-line after 4:30 p.m. on due date If signature pages received late If submitted within 60 days of due date  Ineligible if submitted after 60 days

69. Impact Aid Program 69 Application Due Dates  Amendments  Any changes submitted after initial application  Must be submitted on- line  May be submitted until September 30, 2010

70. Impact Aid Program 70 Frequently Used Acronyms  ADA—average daily attendance  BSP—Basic Support Payments  CWD—Children with disabilities  ED—U.S. Department of Education  FY—Fiscal year  IAP—Impact Aid Program

71. Impact Aid Program 71 Frequently Used Acronyms  IEP—Individualized education program  IFSP--Individualized family service plan  IPP—Indian policies and procedures  LEA—Local educational agency  LRH—Low-rent housing  OMB—Office of Management and Budget

72. Impact Aid Program 72 Future Webinars  Scheduling additional times and topics: Section 8002 Indian Policies and Procedures Understanding payment calculations and your voucher Table 9

73. Impact Aid Program 73 Contact Us Phone:202-260-3858 E-Mail:Impact.Aid@ed.gov Website and Listserv: www.ed.gov/about/offices/list /oese/impactaid/index.html