Planning and Implementation Awards, 2006

Charter Schools Program
Planning and Implementation Awards, 2006 – 2008
Questions and Answers
Updated April 14, 2006

Question #1:
What is the total federal funding available for distribution to New York State charter schools through this RFP? The RFP refers to two project periods within 7/1/06 - 7/1/08 and we believe the program is three years.

Answer #1:
New York State received a three year Federal grant award to administer the Federal Charter School Program and provide, on a competitive basis, sub-grants to charter schools and charter school applicants. $9,644,421 was awarded to NYS for the 2005-06 program year. NYS is scheduled to receive $7,937,305 for 2006-07 and $7,680,750 for 2007-08. The sub-grants can operate for up to three years. The NYS grant award is administered by both the State Education Department (SED) and the State University of New York (SUNY); each agency has its own application process. The SED will provide continuation funding to projects in 2005-06, 2006-07 and 2007-08. SED will also award new sub-grants to successful applicants operating projects that start in 2006-07 and 2007-08. Funding beyond June 30, 2008 for multi-year projects is subject to the availability of Federal funds.

SED initially estimated that approximately $1 million would be available for new projects that would start on July 1, 2006. Through collaboration with SUNY, SED expects to now have up to approximately $2.1 million available for projects beginning on July 1, 2006.

Question #2:
What is the maximum amount of dollars a charter school is entitled to receive over a three-year period?

Answer #2:
If an award is made for both planning and implementation, the project period can be for up to 36 months. The awards are for up to $175,000 per year.

Question #3:
What is the decision process for awarding funds?

Answer #3:
Applications must achieve a rating of at least 75 points to be considered. Successful applications are ordered by numerical rating within geographic areas. The decision process and method of making awards is fully explained in the following sections of the Request for Proposals:
• Review and Rating of Applications, and
• Project Narrative for Planning and Implementation Projects

Please refer to the following webpage for the Request for Proposals:
http://www.emsc.nysed.gov/funding/charter0608.htm

Question #4:
What is the timeline for application, receipt and use of funds?

Answer #4:
Applications for projects beginning July 1, 2006 are due April 28, 2006. The decision on awards is expected by June 1. Approved project expenditures can begin on July 1, 2006.

Question #5:
What constitutes appropriate expenses?

Answer #5:
Please see the following sections in the Request for Proposals:
• Allowable Activities and Expenditures
• Non-Allowable Activities and Costs

Questions on whether specific activities and costs are allowable can be directed to the following email address: emsccsp@mail.nysed.gov. Once a sub-grant has been awarded, an SED program contact will be available for specific questions.

Question #6:
Who is administering the planning and implementation grants in the State Education Department?

Answer #6:
The grants are administered by the Office of Elementary, Middle, Secondary and Continuing Education. Program and policy matters are handled by Dr. Darlene Mengel of the Public School Choice Programs office. Financial technical assistance and processing is provided by Jeanette Canaday of the Grants Management Unit.

Question #7:
During the last grant cycle for which data are available, how many applications were received, and of those received, how many were funded?

Answer #7:
The following lists the charter schools that received grant awards for the 2004-05 program year, the latest year for which full information is available:

Achievement First Crown Heights Charter School (formally Achievement First Bushwick Charter School)
Achievement First East New York Charter School
Bronx Charter School for Children
Bronx Charter School for the Arts
Bronx Lighthouse Charter School
Buffalo Academy of Science Charter School
Charter School of Educational Excellence
Enterprise Charter School
Future Leaders Institute Charter School
Genesee Community Charter School
Harlem Children's Zone Promise Academy Charter School
Harlem Children's Zone Promise Academy II Charter School
KIPP Always Mentally Prepared Charter School
KIPP Infinity Charter School
Manhattan Charter School
New York Center for Autism Charter School
Niagara Charter School
Opportunity Charter School, The
Syracuse Academy of Science Charter School
Urban Choice Charter School
Western New York Maritime Charter School
Westminster Community Charter School
Williamsburg Charter High School (formally The Williamsburg Charter School)
Williamsburg Collegiate Charter School

Question #8:
How can a school opening in 2006 receive a planning grant of $175,000 with only July/August to spend?

Answer #8:
Typically, in 3-year CSP grant awards, planning activities occur in the first 12 months and initial implementation in the remaining 24 months. For charter schools opening in 2006, much of the planning has already taken place.

The first year’s budget, July 1, 2006 through June 30, 2007, may include expenditures for both planning and implementation activities, and these activities may overlap. For example, if a school opens in September 2006, the planning period for those grades is substantially over in September, but if the school is adding on grades or continuing to work on curriculum, planning for those activities can still continue.

The date on which the implementation activities begin is significant because the project may extend for 2 years beyond that date. If implementation activities begin on September 1, 2006, the end of the project period will be August 31, 2008.

The following shows how this could work based on the budget periods, type of activities funded and maximum budget amounts. The $175,000 budget for 7/1/2008 – 8/31/2008 assumes the expenditures being approved by the State Education Department for that period.

Maximum
Project Budget Period Activities Funded Budget__
7/1/2006 – 6/30/2007 ▪ Planning $175,000
▪ Implementation, starting 9/1/06

7/1/2007 – 6/30/2008 ▪ Implementation $175,000

7/1/2008 – 8/31/2008 ▪ Implementation $175,000

Bear in mind that funding beyond June 30, 2008 for multi-year projects is subject to the availability of Federal funds.

Question #9:
Are textbooks an allowable expense?

Answer #9:
The Charter Schools Program funds may be used to cover planning and initial implementation expenses that primarily supplement the expenditures and funding sources identified in the approved Charter School Application. A simple test to determine whether an expenditure, like textbooks, is allowable is to ask: “If CSP funds were not available would the school have textbooks?” Since the answer would be “yes”, the purchase of textbooks is an un allowable expense. Additional materials, such as supplements to the textbooks and classroom library books, would be allowable as long as the costs do not exceed 40% of the total textbook purchase.

Question #10:
Are liability insurance premiums an allowable expense?

Answer #10:
A school cannot operate without insurance. Therefore, it is a necessary ongoing operational expense and un allowable CSP expenditure.

Question #11:
Are transportation expenditures allowable for extended year programs and days during the school year when the district’s schools are not in session?

Answer #11:
Transportation is provided to charter schools by the student’s district of residence in the same manner as the district provides transportation to non-public schools. Supplemental transportation costs are allowable as long as the CSP application provides adequate evidence that it is supplemental (e.g. for days that the charter shool is open for instruction but the district is not) and also shows how such transportation will be funded after the grant ends. Without that explanation, transportation costs would not be allowed.

Question #12:
Are school uniforms for disadvantaged families an allowable expense?

Answer #12:
While the school should find some manner to assist disadvantaged families, CSP funds may not be used to purchase uniforms for students.

Question #13:
Are the cost of nursing services an allowable expense?

Answer #13:
Using a nurse as a consultant to assist in setting up the school’s health program is an allowable expense. However, nursing services is an unallowable expense if the intent of the school is to use CSP funds to pay the nurse’s salary or to pay for contracted nursing services.

Question #14:
Are the costs of an open house, block party, family picnic, or a ribbon cutting ceremony an allowable expense?

Answer #14:
These are examples of un allowed CSP expenses. An open house, including modest food costs, may be allowed only if it for the purposes of student recruitment. CSP funds may not be used for ceremonies or social gatherings, even if the stated purpose is for the families to get to know each other.

Question #15:
Can CSP funds be used to rent or purchase a copier?

Answer #15:
The rental of a copier for the initial months (July to September) is an allowable CSP expense, but after that period the rental is un allowable because it is a necessary operating expense similar to a utility expense. The school may be able to justify the purchase of the copier as a one-time expense for a piece of equipment that is supplemental but integral to the educational program. Any maintenance for the copier would not be allowed.

Question #16:
Are fees for an external payroll agency allowable?

Answer #16:
Since these are expenditures for a ongoing operational activity, they are not allowable.

Question #17:
Are office supplies and allowable expense?

Answer #17:
Office supplies are allowable for the initial period (July through September) but not after that period since it is an ongoing operating expense. The cost to the CSP should be no more than 40% of the total office supplies expense.

Question #18:
Is the cost of leadership and/or supervision certification programs for the executive director an allowable expense?

Answer #18:
No. If the Board chooses, it may to provide such as part of a contract and the school must pay for it out of its operational budget. The CSP grant funds cannot be used for this purpose.

Question #19:
Are subscriptions an allowable expense?

Answer #19:
Library subscriptions (e.g., magazines) and professional journals are allowable, but the school needs to explain in the CSP grant application how these subscriptions will be paid for after the grant ends. Without that explanation, subscription costs would not be allowed.