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Question 1:
Having looked some more at the RFP, it looks as though you may be saying that the planning period ends August 31 of the start-up year (e.g. just as the school opens its doors); thus the 27 months for schools opening in Sept 08 consist of June-Aug 08 for planning and Sept 08-Aug 10 for implementation.
Yes, using the above scenario, and if a charter school opens for instruction on September 1, 2008, the planning phase is from June 1, 2008 to August 31, 2008. The implementation phase is from September 1, 2008 through August 31, 2010. The applicant could apply for a planning and implementation grant that would cover both phases in the 27 month period.
Question 1a:
If this is correct, does that mean that all the money applied for under planning must be able to be spent during June-Aug 08?
An eligible applicant may only apply for one grant. If you are applying for the planning and implementation grant as mentioned above, then all activities carried out during June, July and August must be appropriate for the planning phase. All of the expenses incurred during this planning period must be allowable expenses for the planning phase. The Program Purpose section of the RFP provides examples of planning and program design activities such as refinement of the desired educational results, and professional development. Examples of implementation activities are provided in the same section.
Question 1b:
So, if the maximum would be $200,000 for planning (and $400K for implementation) that the $200K would have to be spend within June-Aug 08?
The maximum award for a planning and implementation grant is up to $600,000 for up to 36 months. Applicants having 27 months should think of completing the first FS20 budget for the reporting period of June 1, 2008 through June 30, 2009 with a total of approximately $200,000. During that reporting period, the applicant opening in September 1, 2008 would be allocating monies for planning activities for June, July, and August. For September through June, the monies would be allocated for implementation activities The second FS-20 budget from July 1, 2009 – June 30, 2010 should be for approximately another $200,000 covering implementation activities. The third FS-20 budget from July 1, 2010- August 31, 2010 should be for a reasonable amount for those last two months of implementation activities. Reviewers will look at the activities for each FS-20 budget reporting period and the monies allocated to see if they are reasonable. Applicants opening their charter school September 1, 2009, and using the full 36 months, will be completing the first FS-20 budget for the reporting period of June 1, 2008 – June 30, 2009 for planning activities for approximately $200,000. The FS-20 budget for the reporting period of July 1, 2009-June 30, 2010 will cover July and August as planning months and September 1, 2009 – June 30, 2010 as implementation months. Their final FS-20 budget for the reporting period of July 1, 2010 – May 31, 2011 will be for all implementation activities. Some applicants may request and need a full $200,000 per 12-13 month FS-20 budget reporting periods; some may only need $180,000, and some may need $225,000. The most important factor is to be sure the allowable activities during each of the planning and implementation phases have reasonable costs allocated to them.
Question 1c:
Or can the $200K be spent, along with the $400K over the entire 27 months?
The total amount award up to $600,000 should be spent in accordance with the activities necessary in the planning phase and those necessary in the implementation phase, as defined by the FS-20 budgets for the reporting periods as defined in the answer to Question 1.b.
Question 1d:
If a school starts in August '08 rather than Sept. could its planning period still go to the end of Aug '08?
As soon as the school opens for instruction it begins its implementation phase. If the school opens August 15th, its planning phase ends August 14th. The implementation phase would then end 24 months from August 15, 2008.
Question 2:
Please explain further the criteria for the differentiation between planning and implementation grants in terms of what expenses can be covered and what time period they cover in the life of the school.
As mentioned in the answer to Question 1.a., the Program Purpose section of the RFP provides for examples of activities in both the planning and program design phase, and the implementation phase. Using that as the context, the Allowable Expenditures and the Non-Allowable Activities and Costs’ sections are pertinent to both the planning and program design, and the implementation phases. The planning phase ends when the charter school opens for instruction. The implementation phase lasts 24 months after the charter school opens for instruction.
Question 2a:
Can planning and implementation periods overlap or must the implementation period begin after the end of the planning period?
There is no overlap. The planning phase ends when the charter school is open for instruction, at which time the implementation phase begins.
Question 2b.
Is there a criterion/deadline for the end of the planning period?
The planning phase ends when the charter school is open for instruction.
Question 2c:
Please explain in more detail your examples of 27 months for schools opening in September 2008 and 36 months for schools opening in Sept 2009. Which dates of the 2008 example include planning and which implementation?
See the answer to Question 1.b.
Question 2d:
Why does it work out that schools opening in 2008 are only eligible for 27 months?
Section 5202 (c)(2) of NCLB provides for a period of no more than 3 years for eligible grant applicants. Planning and program design can last no more than 18 months and implementation can last no more than 24 months. With an award date of June1, 2008, there are only three months of planning available for a charter school opening for instruction on September 1, 2008, and the applicant can then only have 24 months of implementation.
Question 3:
Can schools opening in 2008 apply for $600,000? Is there a limit to how much can be applied for/received in each fiscal year within the grant period (e.g. $200,000 per year for 3 years?)
See the answer to Question 1.b.
Question 4:
As a related question, does the period July 1-Aug 31, 2010 get treated as a full year for funding purposes? In other words, if there are limits to expenditures in each fiscal year, might a school have to spend $200,000 in those two months?
See the answer to Question 1.b. In addition, that time period will be part of the implementation phase when the charter school is operating within an operational budget and has possibly been receiving federal funds. This should be taken into account when asking for funding during those two months.
Question 5:
It sounds as though June 1, 2008-June 30, 2009 is an exception to the rule that the end date of FS-20 cannot extend beyond June 20 of the year (e.g,.you are not asking for separate FS 20s for June 1-June 30, 2008 and July 1-June 300, 2009) Is that correct?
The RFP states that the FS-20 cannot extend beyond June 30 of each year. However, the first FS-20 budget will allow charter schools to start early and cover thirteen months rather than 12 months. Other FS-20 budgets will cover twelve or fewer months.
Question 6:
Does a school need to complete a Vendor Responsibility Questionnaire at the time of submitting the application or will it be able to fill one out upon notification that it has been selected for a grant?
The Vendor Responsibility Questionnaire is not part of the application process. This form will need to be completed as part of the contract approval process once the school has received notification of an award.
Question 7:
Can CSP funds be used to repay loans taken out by the planning team or school prior to June 1, 2008 for purposes which would be allowable expenses under the grant? If so, do these have to be commercial loans (e.g. from commercial institutions)? Is there any distinction between repaying the principal and repaying interest?
CSP funds can be used only for activities that occur during the beginning and ending of an award period. CSP funds may never be used to repay loans.
Question 8:
Could you please provide clarification regarding funding for schools opening in September 2008. The application says the following: * June 1, 2008-June 30, 2009 * July 1, 2009-June 30, 2010 * July 1, 2010- August 31, 2010
Question 8a:
Does this mean that your "planning needs" extend into your first operating year? And then your implementation needs are not funded until July 1, 2009?
See the answer to Question 1.b
Question 8b:
I'm confused about the truncated program period from July 1, 2010-August 31, 2010. Could you please provide clarification around that as well. Answer: The July 1, 2010 – August 31, 2010 period is a FS-20 budget reporting period. For schools opening in September 2008, August 31, 2010 is the end of the implementation phase. FS-20s begin when the State fiscal year begins which is July 1.
Question 9:
Are charter schools that received CSP P&I grants in the past eligible applicants?
No, charter schools may only receive one grant.
Question 10:
The RFP states that "grant funds can not be used to purchase more than 40% of total expenditures for furniture, equipment, supplies, and/or materials." Does this mean that a school MAY use the grant funding for 60% of the total budgeted expenditures for furniture, equipment, and supplies for each of the years of the grant?
The total allocated to Code 45 Supplies and Materials on a FS-20 budget cannot exceed 40% of the total expenditures made from all sources of funds by the charter school for supplies and materials. The total allocated to Code 20 Equipment on a FS-20 budget cannot exceed 40% of the total expenditures made from all sources of funds by the charter school for equipment.
Question 10a:
Thus if a school spends $100,000 on these items during its planning year (08-09), $100,000 on these items during its first school-year (09-10), and $100,000 on these items during its second school year (10-11), would the school be allowed to use the grant for $180,000 towards the cost of these items ($60,000 per year)?
Forty-percent of $100,000 would be $40,000 not $60,000. Keep the activities in Codes 20 and 45 separate and do not exceed 40% for each code, as explained in the answer to Question 10.
Question 11:
The RFP states that grant funds may NOT be used for LARGE equipment purchases such as furnaces, computers, and or furniture for the entire school." Are student and staff desks and chairs allowed?
The RFP states the following under Non-Allowable Activities and Costs: “Large equipment purchases such as furnaces, computers and or furniture for the entire school, playgrounds, etc.” This means that playgrounds and furnaces are not allowed. This also means that computers and furniture are allowed but not for the entire school. If the unit price was $5,000 or more that item would be placed in Code 20 Equipment. If the unit price was less than $5,000 the item would be placed in Code 45 Supplies and Materials. .
Question 11a:
What are examples (besides furnaces) of furniture that may not be purchased?
Furniture, such as library furniture or classroom furniture, may be purchased but not for the entire school. The 40% rule as described in the answer to Question 10 should be followed. Furnaces, playgrounds, heating units, motorized vehicles, cars, snow blowers, air conditioners, ceiling fans, distance learning video equipment, outdoor fencing, paving driveways, parking lots, and kitchen equipment would be other examples. A case could be made for a copier (You can’t lease one.), a computer server, or some security equipment. It depends on the situation and the cost. Refer to the Non-Allowable Activities and Costs’ section of the RFP which references the charter school’s operational budget.
Question 11b:
Which types of computers are allowed and which are not allowed (since in another location the RFP states that "computers" are allowed)?
Some classroom student-use computers would be allowed. It depends on whether the school will have a separate computer lab. If the charter promises such, then the school can only buy supplemental computers. E.g., if the school is going to have a computer lab of 20 computers, the grant can be used to buy #21 and above – but not 1-20.
Question 11c:
Are computers for student use allowed?
Yes
Question 11d:
Are staff computers allowed?
Maybe. It again depends on what is already promised in the charter.
Question 11e:
Are classroom smartboards and projectors allowed expenditures?
Yes.
Question 11f:
Are classroom and office printers allowed?
Maybe. Such a piece of equipment may be considered an ongoing cost and should be taken out of the charter school’s operational budget, once it has one. A reviewer would need to consider its use.
Question 12:
The RFP states that start-up utility costs (heat, light, telephone, etc.) are "allowed during the start-up phase of the first year only." What exactly is this timeframe?
The RFP states that: “The start-up phase ends June 30 of the year in which the school opens for instruction.” Charter schools receiving an award on June 1, 2008 and opening for instruction on September 1, 2008 have one month in the start-up phase. Charter schools opening for instruction on September 1, 2009 have thirteen months of start-up from June 1, 2008 through June 30, 2009.
Question 12a:
Assume a school applies for a 36 month planning and implementation grant, taking a planning year from June 1, 2008 to June 30, 2009, has its first year of implementation from July 1, 2009 to June 30, 2010 and its second year of operation from July 1, 2010 to May 31, 2011. Can the school use the grant for utility costs for BOTH its planning year (08-09) and its first year of operation (09-10)?
No. See the answer to Question 12. In reference to your assumption, please reference the answer to Question 1.b. for accurate planning and implementation phases during the three FS-20 budget reporting periods.
Questin 12b:
If not, can a school opt to use the grant for utility costs in its FIRST year of operation (09-10) instead of its planning year?
No. The RFP states that: “The start-up phase ends June 30 of the year in which the school opens for instruction.”
Question 12c:
Is there any scenario in which the school can use the grant funds for utilities during its second year of operation?
No. The RFP states that: “The start-up phase ends June 30 of the year in which the school opens for instruction.” The charter school begins with its operational budget July 1 and should use it for utilities, which is an ongoing cost.
Question 13:
Can the school use the grants funds to pay for salaried staff during a planning year?
Yes, in some instances. First, payment for salaries is considered during the planning phase prior to the charter school receiving its operational budget on July 1 of the year it opens for instruction. Secondly, the intent of the grant is to assist with a “skeleton crew” such as a principal or assistant principal, a secretary, or a few staff members, not a fleet of staff. Thirdly, if the charter school has included in its approved charter budget some start-up monies to pay for such salaries, then these grant monies could not also be used for the same purpose.
Question 13a:
For example, if a school is planning to open in Sept 2009, and hires an office manager and several teachers early to work and attend training during the planning year from June 1, 2008 through June 30, 2009 (to assist in school planning), can the school use grant funds to pay the salaries of these individuals during the planning year?
A charter school opening September 1, 2009 and receiving a grant award on June 1, 2008 will be able to use grant funds to pay for salaries through June 30, 2009 (prior to July 1), based on the three considerations mentioned in the answer to Question 13.
Question 13b:
Can the school use the grant funds to pay for the fringe benefits (e.g. health insurance) of these individuals during this planning year?
Yes, in cases where it is appropriate to pay for salaries, as mentioned in the answers to Questions 13 and 13.a.
Question 13c:
Can the school use the grant funds to pay for the salaries and fringe benefits of these individuals during July 2009 and August 2009 (2 months that are technically part of the first year of the school's operation but practically are prior to the school's official opening in September 2009)?
No. The RFP states that “Funds may not be used for …salaries, benefits…that should be borne by the school’s operational budget. The charter school begins to get an operational budget on July 1 of its first year of instruction.
Question 14:
Can the grant funds be used to pay for "soft-costs" such as architecture fees, consultant fees, and legal fees related to the leasing and build-out of an incubation school facility?
No.
Question 15:
The RFP states that student textbooks are not an allowable expenditure. Are reading books for small classroom libraries and allowable expenditure?
Yes, classroom library books are allowable.
Question 16:
Do the CSP grant guidelines for NYCDOE/SED authorized Charter Schools allow for dissemination grants.
This CSP grant is for planning and implementation activities. A Dissemination Grant RFP would be posted as a separate opportunity.
Question 16a:
If so, are Charter Schools that have received a CSP grant in the past eligible, and how long must they have been in operation in order to apply?
The eligibility requirements for a Dissemination Grant would be listed in the Dissemination Grant RFP. Charter Schools that have received a CSP planning and implementation grant could be eligible for a dissemination grant, if they met the eligibility requirements.
Question 17:
We want to purchase 8 laptops for teachers (about $12,000 total). This will be less than 40% of our total computer purchase; the rest being desktops and/or laptops. We see that "large computer purchases" are not allowable. Will the laptops be OK if they are less than 40% of total computer purchases?
Yes.
Question 18:
Concerning the mandated funds that must be set aside [Board of Director training ($30,000), technical assistance ($15,000), recruitment ($15,000)], are there specific items/services that these funds are expected to be spent on?
The $30,000 set aside is for Board of Trustees (BOT) training, not for a Board of Director(s). The money must be spent on training and technical assistance for the BOT to learn its roles, responsibilities, and scope of its authority as a Board. The $30,000 is for initial training and $15,000 is for follow-up technical assistance related to the initial training. The money for recruitment is for the school to be able to "attract and retain a comparable or greater enrollment of students with disabilities and limited English proficiency" as compared with such enrollment figures in the school's district of location.
Question 19:
Can the school use grant funds to pay its institutional partner for services described in the grant (i.e. Board Training and Recruiting)?
No.