Impact Aid Program FY 2011 Application Cycle Section

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

Section 8003 Webinar Presenters: Marilyn Hall Jim Barthmaier Chad Eggleston Kerry Wingell impact aid program 2

Topics o Purpose and History o Section 8003 Program Activities o Application Process o e-Application o Questions & Answers impact aid program 3

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

Purpose Payments are determined by: ØFormulas specified in the law ØAnnual appropriation amounts impact aid program 5

History o 1950 – Original legislation enacted by P. L. 81 -815 and P. L. 81 -874 o 1994 – Became Title VIII of the Elementary and Secondary Education Act (81 -815 and 81874 repealed) o Due for reauthorization impact aid program 6

Use of Funds General payments for broad purposes Ø 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 impact aid program 7

Use of Funds o Examples of allowable expenditures: Ø Salaries Ø Textbooks, computers, and instructional materials Ø Special programs, such as after- school, remedial & advanced placement Ø Construction impact aid program 8

Use of Funds Targeted payments for specific purposes: o Section 8003(d) formula--children with disabilities (CWD) payments o Section 8007(a) formula-construction payments o Section 8007(b) discretionary-construction grants o Section 8008 facilities maintenance impact aid program 9

Section 8003(b) – Basic Support Payments o Payments relating to federally connected children Ø Child resides on federal property, Indian lands, or eligible low-rent housing (LRH) Ø Parent is in uniform or works on federal property, Indian lands, or lowrent housing o 1, 320 applicants for FY 2010 impact aid program 10

Section 8003(b) – Basic Support Payments o Eligibility based on: Ø Number of eligible federally connected children equal to at least 3% of total number of students OR Ø Number of eligible federally connected children in average daily attendance (ADA) equal to at least 400 impact aid program 11

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

Section 8003(b)(2) – Heavily Impacted o Increased basic support payments o Eligibility based on additional requirements Ø Percentages of eligible children Ø Expenditure and tax data o 27 eligible applicants for FY 2009 o To be considered for this special funding, check box on cover page impact aid program 13

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

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

Section 8007(a) Formula Construction o Special payments for section 8003 LEAs that are: Ø 50% uniformed services Ø 50% Indian lands Ø Heavily impacted impact aid program 16

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

Section 8007(b) Discretionary Construction o Emergency and modernization projects o Priority given to LEAs eligible formula construction program with emergency needs o Competitive application with separate application process and due date impact aid program 18

Section 8007(b) Discretionary Construction o 25 awards in FY 2005; 16 awards in FY 2009 o $17. 5 million available for FY 2010 awards o Not funded for FYs 2006 and 2007 impact aid program 19

Section 8003 Process ü Survey ü Application ü Documentation ü Field Review ü Payment impact aid program 20

Section 8003 Survey o On a “count” date you choose Ø No earlier than the 4 th day of the school year Ø No later than January 31 o Single date to count all students Ø District’s federally connected children Ø District’s total membership impact aid program 21

Section 8003 Survey o Survey methods – one or both Ø Parent-Pupil Survey Ø Source Check o Forms must be signed on or after survey date impact aid program 22

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

Section 8003 Survey o Parent/Pupil Survey Ø Individual form for each pupil Ø Each form signed and dated by parent/guardian Ø Applicants create their own survey forms, may collect additional information Ø Variety of examples available for your reference impact aid program 24

Section 8003 Survey o Source Check Ø One document with information for multiple students associated with a federal property Ø Districts prepare source check forms with student information, to be signed by • Parents’ employer • Housing official • Tribal official impact aid program 25

Section 8003 Survey o Source Check Ø Official’s signature certifies residence of family or employment of parent Ø For Indian lands, official’s signature also certifies status of property impact aid program 26

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

Section 8003 Application o February 1, 2010 Ø Annual due date specified in regulations Ø Program memo, instructions, other resources Ø Frequent listserv e-mail messages with timely and important information impact aid program 28

Section 8003 Application o e-Application Ø ED’s on-line grant application system Ø 8003 FY 2011 e-application published November 19 Ø No paper applications impact aid program 29

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

Section 8003 Application o Tables 1 through 5 Ø Numbers of federally connected children associated with each federal property Ø Separate tables delineate: • Children who reside on and/or whose parents work on • Children With Disabilities • All children reported on only one table impact aid program 31

Section 8003 Application o Table 6 Ø Membership and average daily attendance data for the entire school district Ø Resident, tuition-in, and tuitionout membership numbers very important to formula calculations— double check! impact aid program 32

Section 8003 Application o Table 7 Ø CWD fiscal report Ø Required if CWD claimed on prior year application o Table 8 Ø Required only for school districts that operate ED-owned facilities impact aid program 33

Section 8003 Application o Table 9 Ø Military installation housing undergoing renovation or rebuilding o Table 11 Ø Indian lands housing undergoing renovation or rebuilding impact aid program 34

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

Section 8003 Application o. Table 10 Ø Is required if construction payments are received during prior year Ø Also need to submit a construction fiscal report impact aid program 36

Section 8003 Documentation o Total Membership (Table 6) ØNumber of children listed on LEA’s current enrollment records on its survey date (active enrollment) impact aid program 37

Section 8003 Documentation o Tuition-in students (Table 6) Ø Children from another LEA enrolled under a tuition agreement Ø Under state law or policy, applicant LEA is not responsible for providing free, public education Ø Exclude from federally connected membership, total membership and ADA impact aid program 38

Section 8003 Documentation o Tuition-out students (Table 6) Ø Children who are enrolled outside the LEA under a tuition agreement on the survey date Ø Include in federally connected membership, total membership, ADA Ø Document/list: üStudent name üGrade level üSchool site impact aid program 39

Section 8003 Documentation o Average Daily Attendance (ADA) (Table 6) ØOfficial records of LEA’s ADA for the entire preceding school year, (e. g. , 2008 -2009 for the FY 2011 application) ØADA = total days of attendance by all students divided by total days in session for school year impact aid program 40

Section 8003 Documentation o. Prior year membership and ADA used to calculate ratio o. Ratio converts current year membership to ADA o. Many states now have negotiated ratios impact aid program 41

Section 8003 Documentation o Individualized Education Program (IEP) Ø Must meet requirements of Individuals with Disabilities Education Act (IDEA) Ø Applies to all children included on Tables 1 and 2 impact aid program 42

Section 8003 Documentation o Individualized Education Program (IEP) Ø Director of special education must maintain certified list of children with disabilities by name and date IEP was signed Ø IEPs must be signed on or before the survey date impact aid program 43

Section 8003 Documentation o CWD Expenditure Data for Prior Year (Table 7) ØDocuments or reports that are source of data items reported on this table impact aid program 44

Section 8003 Documentation o Low Rent Housing Ø U. S. Department of Housing and Urban Development (HUD) project number Ø Project name and address Ø Legislation under which project was funded (e. g. , U. S. Housing Act of 1937) Ø Section 8 housing is not eligible impact aid program 45

Section 8003 Documentation o Indian Policies and Procedures (IPPs) Ø Board-approved policies and procedures that meet statutory requirements Ø Annually review IPPs and submit with Section 8003 application or submit waiver from tribe(s) Ø Maintain records of implementation impact aid program 46

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

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) impact aid program 48

Section 8003 Field Review q Review of documentation supporting your application q On-site visit or mail-in q Approximately 250 applications selected each year; letters sent in Spring q After you apply and before you get paid impact aid program 49

Section 8003 Field Review q Documentation supporting your application Ø Parent-pupil survey forms and/or source check documents Ø Membership and ADA records Ø Lists of CWD students Ø IPP activities impact aid program 50

Single State Audit q Total funds received in a fiscal year from all federal programs $500, 000 or more Ø Conducted by independent auditors Ø OMB Compliance Supplement provides guidance to auditors Ø Occurs after payments received Ø Findings reported to IAP for followup, possible payment adjustment impact aid program 51

Section 8003 Payment Formula q Payment formulas Ø Basic Support Payments (BSP) Ø Additional Payments for Children With Disabilities (CWD) Ø 8007(a) Construction Payments impact aid program 52

Section 8003 Payment Formula q Payments based on: Ø Formulas in law Ø Application data Ø Additional data from States Ø Annual appropriation amount impact aid program 53

Section 8003 Payment Formula q Factors in BSP formula Ø 10 categories of federally connected children Ø Attendance ratio Ø Category weights Ø Local contribution rate impact aid program 54

Section 8003 Payment Formula q Children With Disabilities (CWD) Ø Separate formula, based on sub-set of federally connected children Ø Share of appropriated funds, no set maximum impact aid program 55

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

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

e-Application q “Pre-populates” data for recurring Impact Aid applicants q Edits required data q Verifies all required forms are included q Sends receipt e-mail impact aid program 58

e-Application q Start Early Ø New users: register Ø Existing users: verify user profile q Application Manager Ø Person who starts and submits your application Ø Does not have to be same as last year Ø Can grant access to other users impact aid program 59

e-Application q User Profile must contain your Impact Aid number Example: For Impact Aid Application Number 56 -VA-2011 -9999 On User Profile, enter 569999 impact aid program 60

e-Application q e-Application Helpdesk Phone: 1 -888 -336 -8930 (toll-free) Hours: 8 am-6 pm Monday–Friday Washington, DC (Eastern Standard Time) impact aid program 61

e-Application q Contact e-Application Helpdesk for: Ø System access Ø User Name Ø Password q Contact Impact Aid Program for questions about: Ø Data Ø Forms impact aid program 62

e-Application q Application Must Be Complete Ø Submit via e-Application Make sure you receive and save confirmation Ø Send all signed forms by fax or e-mail Ø Send IPPs by fax or e-mail if you claim children residing on Indian lands impact aid program 63

e-Application q Signatures are required on: Ø Cover Ø Assurances Ø Section 8002 Application: Table 1 Ø Section 8003 Application: Table 9 & Table 11 (optional forms) impact aid program 64

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

e-Application q Most common e-application problems Ø Portrait instead of landscape printing format Ø Printing signature pages from data entry screen instead of printer view Ø Signature pages not submitted promptly impact aid program 66

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

Application Due Dates q Late applications Ø 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 Ø Ineligible if submitted after 60 days impact aid program 68

Application Due Dates q Amendments Ø Any changes submitted after initial application Ø Must be submitted on-line Ø May be submitted until September 30, 2010 impact aid program 69

Frequently Used Acronyms Ø Ø Ø 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 impact aid program 70

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

Future Webinars q Scheduling additional times and topics: • Section 8002 • Indian Policies and Procedures • Understanding payment calculations and your voucher • Table 9 impact aid program 72

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 impact aid program 73