Skip to content
Printer-friendly version

2013-14 Consolidated Application Cover Letter

Letter Head: Tom Torlakson, State Superintendent of Public Instruction, California Department of Education

May 15, 2013

Dear Consolidated Programs Directors, Consolidated Programs Cooperative Directors, and Administrators of Direct-Funded Charter Schools:


This letter provides information related to the completion of the 2013–14 Consolidated Application (ConApp) for Funding Categorical Aid Programs, Spring Release, and highlights the most notable changes in the ConApp and its categorical programs.

The data collections in the Spring 2013 release are as follows:

2011–12 Data Collections

  • Title III, Part A Immigrant YTD Obligations Report, 24 Month
  • Title III, Part A LEP YTD Obligations Report, 24 Month
  • Title II, Part A YTD Expenditure Report, 24 Months

201213 Data Collections

  • Title I, Part A Nonprofit Private School Student Demographics and Services
  • Title I, Part A School Funded Staff Report
  • Title I, Part A Parental Involvement Policy
  • Title I, Part A School Program Improvement Activities
  • Title I, Part A Program Improvement Expenditures and Reallocation Eligibility
  • Title I, Part D Academic Performance Report
  • Title I, Part D Demographics by Program
  • Title I, Part D Facilities Report
  • Title I, Part D Outcomes
  • Title II, Part A School Class Size Reduction Report
  • Title II, Part A YTD Expenditure Report, 12 Months
  • Title III, Part A LEP Nonprofit Private School Reimbursement
  • Title III, Part A Immigrant YTD Obligations Report, 12 Months
  • Title III, Part A LEP YTD Obligations Report, 12 Months
  • Title VI, Part B, Subpart 2 RLIS Activity Report
  • Homeless Education Policy, Requirements and Implementation

2013–14 Data Collections

  • Certification of Assurances
  • Protected Prayer Certification
  • Application for Funding
  • School Student Counts, Projected
  • Other ESEA Nonprofit Private School Participation
  • Title I Part A Nonprofit Private School Participation
  • EIA School Allocation Plan
  • Title I Part A Planned School Allocations
  • Title III Part A Immigrant Proposed Obligations
  • Title III Part A LEP Proposed Obligations
  • Substitute System for Time Accounting Certification (includes 2012–13 retroactive)

Records Retention

Per the U.S. Code, Title 20, Section 1232f(a), each recipient of Federal funds under any applicable program through any grant, subgrant, cooperative agreement, loan, or other arrangement shall keep records which fully disclose the amount and disposition by the recipient of those funds, the total cost of the activity for which the funds are used, the share of that cost provided from other sources, and such other records as will facilitate an effective financial or programmatic audit.

The recipient shall maintain such records for three years after the completion of the activity for which the funds are used. The Secretary and the Comptroller General of the United States, or any of their duly authorized representatives, shall have access, for the purpose of audit examination, to any records maintained by a recipient that may be related, or pertinent to, grants, subgrants, cooperative agreements, loans, or other arrangements to which reference is made in subsection (a) of this section, or which may relate to the compliance of the recipient with any requirement of an applicable program. Further information is available on the United States Department of Education (ED) Title 20 [] External link opens in new window or tab. Web page.

Substitute System for Time Accounting Certification

The ED has recently approved a new substitute system for time accounting for federal programs for use by all eligible LEAs, at their option and subject to CDE approval, retroactive to July 1, 2012. This system is in addition to the substitute system previously approved for California LEAs in 1998. Under this new substitute system, an LEA may use alternative documentation—such as a teacher’s course schedule—instead of personnel activity reports (PARs) to document the time and effort of an individual who works on multiple activities or cost objectives but on a predetermined, or fixed, schedule.

Beginning in 2013–14, the ConApp will be the mechanism for LEAs to obtain the required CDE approval to implement the new substitute system. Approval is automatically granted once the LEA provides the required management certification. Because the ED’s approval of the new system is retroactive to 2012–13, the 2013–14 ConApp will also provide for retroactive approval for 2012–13.

For additional information regarding the substitute system for time accounting for Federal programs, please refer to the April 9, 2013 letter posted on the CDE Correspondence [] Web page. For additional information on documenting salaries and wages, please refer to Procedure 905 of the California School Accounting Manual, which is located on the CDE’s Definitions, Procedures and Instructions [] Web page.

Funding Opportunities

The LEAs, including direct-funded charter schools, may review a funding profile for each program on the CDE Consolidated Application Programs [] Web page. Each funding profile contains a brief description of the program, eligibility criteria, funding information and the CDE contacts for additional program or fiscal information.

Categorical Program Provisions in SBx3 4 2008 Budget Act Changes (Flexibility)

Section 15 of SBX34 (California Education Code (EC) Section 42605) authorizes complete flexibility in the use of funds appropriated in 39 budget act items. For 2008-09 through 2014–15, school districts, county offices of education, and charter schools may use funds from these 39 items for any educational purpose. The funds are, therefore, unrestricted; program or funding requirements, as otherwise provided in statute, regulation, and budget act provisional language associated with the funding, are not in effect. The following five programs from the ConApp are specifically listed in the flexibility provision:

  • School Safety and Violence Prevention
  • California School Age Families Education (Cal-SAFE)
  • Peer Assistance and Review (PAR)
  • Middle and High School Supplemental Counseling Program
  • California High School Exit Exam (CAHSEE) Intensive Instruction

Since these programs are specifically listed in the flexibility provision, there is no need for LEAs to apply for funding or report the results of these programs. The legal assurances for these programs have been removed from the ConApp since the LEA may use these funds for any educational purpose. The LEAs will automatically receive funding if they participated previously in these programs. More information on the flexibility provisions can be found on the CDE Correspondence [] Web page.

Legal Assurances Legal assurances for programs funded through the ConApp are located on the ConApp Request for Applications [] Web page. In the event an LEA cannot agree to specific assurances as a condition for receiving funds and operating programs, the issues must be identified and resolved prior to the submission of the ConApp.

LEA Plan

As a condition of receiving federal funds from the ConApp, each LEA, including direct-funded charter schools and county offices of education, must have an approved LEA Plan. The ConApp is the annual fiscal companion to the LEA Plan.

The State Board of Education approves initial LEA Plans and subsequent ConApp submissions. LEAs must have an approved LEA Plan, including any required Plan Addenda, and a ConApp, before federal funds can be apportioned to LEAs. Additional information about the LEA Plan is located at the CDE LEA Plan [] Web page.

Each LEA is required by federal law to periodically review and, as necessary, revise its LEA Plan. CDE defines this as, at minimum, an annual review and update.

All LEAs that receive Title III funds and any LEA that receives Title I funds and is in Program Improvement Corrective Action, must certify on its ConApp that its LEA Plan, including any Addenda to the Plan, is current and provide the local online Web address for the LEA Plan.

For questions about the LEA Plan, or the status of your LEA Plan, please contact either Cheryl Tiner, Assistant Education Programs Consultant, Improvement and Accountability Division by phone, at 916-319-0414 or by e-mail at; or Laura Wagner, Elementary and Secondary Education Act (ESEA) Liaison, Improvement and Accountability Division, by phone at 916-319-0789 or by e-mail at

Charter Schools

Direct funded charters must annually submit the Certification of Assurances (which certifies the charter is complying with applicable provisions in the Legal Assurances [].

If the charter receives funding from any ESEA program, the charter must also annually submit the Protected Prayer Certification.

Charter schools may not apply for Economic Impact Aid if they receive funding for the Charter School Categorical Block Grant EC Section 47634.4. Charter schools receive an amount in-lieu of Economic Impact Aid funding as a component of the block grant.

Consultation with Private Schools

There are two ConApp pages pertaining to the federal mandate requiring districts to consult with nonprofit private schools and provide equitable services to benefit their students and educational personnel. The 2013–14 Other ESEA Nonprofit Private School Participation page will be visible for districts that apply for Title II, Part A and/or Title III, Part A LEP funds. The data entry screen lists the nonprofit private schools eligible for private school consultation and equitable services under the federal mandate. Districts must indicate which private schools have chosen to participate in ESEA services, as a result of the consultation process. Non-unified districts that share an attendance area and decide to share responsibility for providing Title II, Part A equitable services for a school will have additional instructions enabling them to add a school to the private school list.

The 2013–14 Title I, Part A Nonprofit Private School Participation data entry screen continues to list private schools and non-public, non-sectarian schools to which consultation must be offered under federal mandate. The instructions detail how to make adjustments to the private school list. The guidance document provides support regarding the ESEA mandate for private school consultation.

Elementary and Secondary Education Act, Title III, Part A, Immigrant Education Student Sub-grant Program Costs

Administrative costs include both direct and indirect costs. Administrative costs are any costs, indirect or direct, that are administrative in nature and support the management of a program (California School Accounting Manual Procedure 915).

Costs must be necessary and reasonable for proper and efficient performance and administration of Federal awards (Appendix A subsection C.1(a) and C.2(a) of 2 CFR part 225, Cost Principles for State, Local, and Indian Tribal Governments [] External link opens in new window or tab. [OMB Circular A–87, Revised]).

For LEAs that consolidate administrative funds, the maximum amount available for administrative costs is what is reasonable and necessary for the proper and efficient administration of the programs provided that the LEA budgets and expends at least 85 percent of the grant amounts at school sites for direct services to pupils (California School Accounting Manual [] Procedure 780).

Please note: the deadline for applications for this program is June 30, 2013. Failure to adhere to this deadline may result in an inability to fund.

Documents Available on the CDE ConApp Request for Applications Web Page

The following documents can be found on the ConApp Request for Applications [] Web page:

  • A link to the ConApp and Reporting System Web page (which contains the link to the login screen to the system, the user guide and other CARS-related information).
  • 2013–14 ConApp Cover Letter
  • 2013–14 ConApp Program Guidance
  • 2013–14 ConApp Legal Assurances

CARS User Guide

The CARS User Guide [] (DOC) should answer your questions on how to access, complete, and submit your ConApp. If you require additional assistance related to the CARS after reviewing the guide, please contact the ConApp Support Desk, at 916-319-0297 or by e-mail at



Cindy Kazanis, Director

District, School and Innovation Branch

Educational Data Management Division

Download Free Readers