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2013-14 Consolidated Application Cover Letter

California Department of Education
Official Letter
California Department of Education
Official Letter

May 7, 2014

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 2014–15 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 2014 release are as follows:

2012–13 Data Collections

Title III, Part A Immigrant Year-To-Date (YTD) Obligations Report, 24 Month
Title III, Part A Limited English Proficient (LEP) YTD Obligations Report, 24 Month
Title II, Part A YTD Expenditure Report, 24 Months

2013–14 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 (PI) Activities
Title I, Part A PI 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 Rural and Low-Income Schools (RLIS) Activity Report
Homeless Education Policy, Requirements and Implementation

2014–15 Data Collections

Certification of Assurances
Protected Prayer Certification
Application for Funding
School Student Counts, Projected
Other Elementary and Secondary Education Act (ESEA) Nonprofit Private School Participation
Title I Part A Nonprofit Private School Participation
EIA School Allocation Plan
Title I Part A Planned School Allocations
Substitute System for Time Accounting Certification

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

Beginning in 2013–14, the ConApp became the mechanism to obtain the required California Department of Education (CDE) approval for those local educational agencies (LEAs) that wish to implement the optional new “fixed schedule” substitute system of time accounting for federal programs. This new substitute system was recently approved by the ED, and is in addition to the previous “sampling method” system approved for California LEAs in 1998. Under this new substitute system of time accounting, 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.

LEAs need to complete the certification in the ConApp only if they plan to use the new optional substitute system of time accounting. Approval is automatically granted once this required management certification is provided.

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.

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 a State Board of Education (SBE)-approved LEA Plan. The ConApp is the annual fiscal companion to the LEA Plan.

The SBE 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.

The ESEA Section 1112(d)(3), requires each LEA to periodically review and, as necessary, revise its LEA Plan. The ESEA does not define “periodically.” However, the CDE defines periodically as, at a minimum, each LEA review and, as necessary, revise its LEA Plan annually as LEAs are subject to review at any time. All LEA Plan revisions must be approved by the local school board and kept on file with the original LEA Plan.

All LEAs that receive Title III funds and any LEA that receives Title I funds and is in PI Corrective Action, must certify on its ConApp that its LEA Plan, including any Plan Addenda, is current. In addition, the LEA must provide a Web address for its LEA Plan.

In any year, initial LEA Plans, including LEA Plans for new or reauthorized direct-funded charter schools, must be approved by the SBE by its March meeting in order for the LEA to be eligible for current year funding. Those LEA Plans approved by the SBE after its March meeting will receive funding for future years only. As an example, to be eligible for 2014–15 funding, LEA Plans are due no later than January 2, 2015, for potential placement on the March 2015 SBE agenda. An original and two copies of an LEA Plan must be submitted to:

Improvement and Accountability Division
California Department of Education
1430 N Street, Suite 6208
Sacramento, CA 95814-5901

For questions about the LEA Plan, or the status of your LEA Plan, please contact:

Rena M. Carlson
Associate Governmental Programs Analyst
District Innovation and Improvement Office

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.

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 2014–15 Other ESEA Nonprofit Private School Participation data collection 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 2014–15 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.

E-mail Notification to LEAs Regarding Changes with Title III Application for Funding in ConApp and Reporting System

This is to inform you of changes and expectations with regard to Title III Immigrant and LEP Student Subgrant participation.
  • In past years, the Title III program used data from two years prior to fund LEAs. At the time, this was the most current data given the timing of the data collection and reporting, and the need to determine eligibility amounts. The data collection will now be available sooner due to the change in the timing of the collection. Effective in the 2014–15 grant year, the Title III program office will use the most current data, one year prior data, to fund LEAs.
  • Also, the application for Title III funds had two methods. LEAs eligible to receive funding directly because they met the $10,000 minimum were able to apply via the ConApp. LEAs could also apply as Consortia directly to our program office if they did not meet the minimum or desired to be part of a consortium. Beginning with 2014–15 all LEAs interested in receiving Title III need to apply for funding via the ConApp and Reporting System (CARS).
  • LEAs who do not meet the funding threshold of $10,000 for Title III LEP will be contacted under separate cover letter as soon as eligibility data is available and will be provided information on forming a consortium.
  • LEAs who participate in Title III are required to update their LEA plans annually with Title III proposed budgets. LEAs will be required to provide a Web address to their updated LEA plans with proposed budgets when submitting their Certification of Assurance via the CARS. The Title III office will be confirming the web address prior to sending allocations.
  • With the above-mentioned changes, CARS will no longer collect the Title III Proposed Obligations.
If you have question, please contact the Language Policy and Leadership Office at 916-319-0845. If you have fiscal questions, please contact:

Patty Stevens
Associate Governmental Programs Analyst
Language Policy and Leadership Office

If you have Title III LEP program questions, please contact:

Geoffrey Ndirangu
Education Programs Consultant
Language Policy and Leadership Office

If you have Title III Immigrant program questions, please contact:

Sandra Covarrubias
Education Programs Consultant
Language Policy and Leadership Office

ESEA, 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).

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).
  • 2014–15 ConApp Cover Letter
  • 2014–15 ConApp Program Guidance
  • 2014–15 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:

ConApp Support Desk

Please visit the CDE ConApp [] Web page for more information and updates regarding the ConApp. We encourage you to subscribe to the ConApp e-mail list by sending a blank e-mail message to  



Cindy Kazanis, Director
District, School and Innovation Branch
Educational Data Management Division

Last Reviewed: Monday, March 2, 2015
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