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ConApp Winter Release Cover Letter

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

January 15, 2014

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

2013-14 CONSOLIDATED APPLICATION FOR FUNDING
CATEGORICAL AID PROGRAMS, WINTER RELEASE

This letter provides information related to the completion of the 201314 Consolidated Application (ConApp) for Funding Categorical Aid Programs, Winter Release, and highlights the most notable changes in the ConApp and its categorical programs. For other related information, such as the link to the Consolidated Application and Reporting System (CARS) and the instructions for completing the ConApp, visit the California Department of Education (CDE) Request for Applications (RFA) Web page at http://www.cde.ca.gov/fg/aa/co/ca13rfa.asp. Using the contact information provided to us through last year’s ConApp, we will notify the designated contact by e-mail when the ConApp is available on the CDE RFA Web page.

Records Retention

Per the U.S. Code, Title 20, Section 1232f(a) (see http://us-code.vlex.com/vid/sec-records-19195084 External link opens in new window or tab. ), 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.

CARS-Online Submission of the ConApp

The CARS is the online version of the ConApp. The CARS will run on any computer. In order to obtain access to CARS, you must use your unique password that was selected through the Centralized Authentication System on the CARS Web page at http://www.cde.ca.gov/fg/aa/co/cars.asp and have the person you designated as the local educational agency (LEA) Administrator assign you rights to access your LEA’s data.

All ConApps must be submitted online through the CARS. No paper copies of the ConApp will be accepted. Any subsequent revisions to the ConApp must also be submitted online through the CARS. However, LEAs are required to obtain original signatures on the Certification of Assurances, Prayer Certification and Economic Impact Aid (EIA) Advisory Committee Approvals to certify compliance with all laws and regulations related to the ConApp programs. These original signatures must be kept on file at the LEA and be available during a compliance review, complaint investigation, or an audit. It is not necessary to mail or fax this page to the CDE, unless requested.  All data collections are due no later than February 28, 2014, except for the Title I Part A Notification of Schoolwide Participation. The Title I Part A Notification of Schoolwide Participation is accepted on an ongoing basis.

Funding Opportunities

LEAs, including direct-funded charter schools, may review a funding profile for each program on the CDE Consolidated Application Programs Web page at http://www.cde.ca.gov/fg/aa/co/ap/conapp-programs.asp. Each funding profile contains a brief description of the program, eligibility criteria, funding information, and CDE contacts for additional program or fiscal information.

Legal Assurances

Legal assurances for programs funded through the ConApp are located on the CDE RFA Web page at http://www.cde.ca.gov/fg/aa/co/ca13asstoc.asp. The CDE recognizes that some of the legal assurances do not apply to direct-funded charter schools. 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. For assistance on resolving these issues, please contact Anne Daniels, Associate Governmental Program Analyst, Education Data Office, by phone at 916-319-0640 or by e-mail at adaniels@cde.ca.gov.

Title I, Part A and Title I, Part D Participation in 2013–14

The application for funding declares that the LEA authorized by the local governing board is applying for specified categorical aid funds.

In order to receive Title I apportionments for 2013–14, the LEA must:

  • Select “Yes” for Title I, Part A and/or Title I, Part D participation and certify the 2013–14 Application for Categorical Program Funding data collection no later than March 31, 2014.
  • Have a State Board of Education (SBE) approved LEA Plan, no later than March 31, 2014; and
  • Submit a Cash Management Data Collection (CMDC) cash balance report during the reporting window.
For questions regarding the CMDC, contact Karen Almquist, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-327-4406 or by e-mail at federalcashmanagement@cde.ca.gov. For Title I, Part A and Title I, Part D fiscal questions, contact Leslie Sharp, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-323-4977 or by e-mail at lsharp@cde.ca.gov.
Title II, Part A Participation in 2013-14

The application for funding declares that the LEA authorized by the local governing board is applying for specified categorical aid funds.

In order to receive Title II, Part A apportionments for 2013–14, the LEA must:

  • Select “Yes” for Title II, Part A participation and certify the 2013–14 Application for Categorical Program Funding screen no later than March 31, 2014;
  • Have a SBE approved LEA Plan no later than March 31, 2014; and
  • Submit a CMDC cash balance report during the reporting window.
For questions regarding CMDC or Title II, Part A fiscal matters, contact Karen Almquist, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-327-4406 or by e-mail at federalcashmanagement@cde.ca.gov or kalmquis@cde.ca.gov.
Title II, Part A, Expenditure Report for Fiscal Year 2013-14

As in the prior year, the CDE is requiring LEAs to submit expenditure reports for the Title II, Part A program. These reports will be processed through the CARS. However, these reports will not be the determining factor for each LEA’s next apportionment.

As in the prior year, apportionments for Title II, Part A will be based on the cash balance reported by the LEA to the CDE, using the CMDC system, discussed above.

For questions regarding the CMDC, contact Karen Almquist, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-327-4406 or by e-mail at federalcashmanagement@cde.ca.gov. For Title II program questions, contact Jackie Rose, Associate Governmental Programs Analyst, Title II Leadership Office, by phone at 916-322-9503 or by e-mail at jrose@cde.ca.gov.

Title III, Part A Participation in 2013–14

The application for funding declares that the LEA authorized by the local governing board is applying for specified categorical aid funds.

In order to receive Title III, Part A apportionments for 2013–14, the LEA must:

  • Select “Yes” for Title III, Part A participation and certify the 2013–14 Application for Categorical Program Funding screen no later than March 31, 2014;
  • Per Title III section 3114, the LEA must have an approved plan that meets the requirements under section 3116 for a fiscal year; and
  • Submit a CMDC cash balance report during the reporting window.

For Title III Immigrant Program questions, contact Sandra Covarrubias, Education Programs Consultant, Language Policy and Leadership Office, by phone at 916-319-0267 or by e-mail at scovarrubias@cde.ca.gov. For Title III Limited English Proficient (LEP) Program questions, contact Geoffrey Ndirangu, Education Programs Consultant, Language Policy and Leadership Office, by phone at 916-323-5831 or by e-mail at gndirang@cde.ca.gov.

For Title III fiscal questions, contact Patty Stevens, Associate Governmental Program Analyst, Language Policy and Leadership Office, by phone at 916-323-5838 or by e-mail at pstevens@cde.ca.gov.

For questions regarding CMDC contact Karen Almquist, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at
916-327-4406 or by e-mail at federalcashmanagement@cde.ca.gov or kalmquis@cde.ca.gov.

Title III, Part A Immigrant Obligation Report

Direct funded charters, LEAs and consortia leads (not consortia members), that received Title III, Part A, Immigrant Student Subgrant funds must submit obligation/expenditure reports for the subgrant fiscal year the LEA was directly funded or was the consortia lead. An LEA should only report for the year(s) in which it was funded directly or was the lead of a consortium. This report must reflect the total or year-to-date obligations, not just those made since the previous reporting period.

The LEAs will use the Title III, Part A Immigrant Obligation Report to record obligations by object code for the 2013–14 Title III Part A Immigrant Education Student Program Sub-grant entitlement. Each LEA receiving a Title III sub-grant in Fiscal Year 2013–14 must complete this data collection. For Title III Immigrant program questions, contact Sandra Covarrubias, Education Program Consultant, Language Policy and Leadership Office, by phone at 916-319-0267 or by e-mail at scovarrubias@cde.ca.gov.

Title III, Part A LEP Year to Date (YTD) Obligation Report

Direct funded, LEAs and consortia leads (not consortia members), that received Title III, Part A, LEP Student Subgrant funds must submit obligation/expenditure reports for the subgrant fiscal year the LEA was directly funded or was the consortia lead. An LEA should only report for the year(s) in which it was funded directly or the lead of a consortium. This report must reflect the total or year-to-date obligations, not just those made since the previous reporting period.

The LEAs will use the Title III, Part A LEP YTD Obligation Report to record obligations by object code for the 2013–14 Title III Part A LEP Student Program Sub-grant entitlement. Each LEA receiving a Title III sub-grant in Fiscal Year 2013–14 must complete this data collection. For Title III LEP program questions, contact Geoffrey Ndirangu, Education Program Consultant, Language Policy and Leadership Office, by phone at 916-323-5831 or by e-mail at gndirang@cde.ca.gov.

Economic Impact Aid

We would like to highlight two EIA related questions from the CDE Local Control Funding Formula (LCFF) FAQS Web page at http://www.cde.ca.gov/fg/aa/lc/lcfffaq.asp.

Q. Can EIA carryover funds be used for any educational purpose?
A. No, funds allocated as EIA must be used as originally purposed for English learners and educationally disadvantaged youth. The categorical intent continues to be in effect for funds previously allocated through the EIA program, pursuant to California Education Code sections 54000 et seq. and California Code of Regulations, Title 5, Section 4200.

Q. Are the data reported in the CARS and used in EIA allocation formulas now irrelevant?
A. No. Any current EIA funds carried forward will remain subject to the original requirements for the life of those funds.

If you have questions related to the following programs, please contact:

EIA-LEP: Gustavo Gonzalez, Education Programs Consultant, Language and Policy Leadership Office, 916-319-0420, ggonzalez@cde.ca.gov

EIA-SCE: Mark Klinesteker, Education Programs Consultant, Title I Monitoring and Support Office, 916-319-0256, mklinesteker@cde.ca.gov

LCFF: please refer to the LCFF Web page at http://www.cde.ca.gov/fg/aa/lc/, or contact the LCFF staff by e-mail at lcff@cde.ca.gov.

ConApp Related Documents

The following documents that relate to the 2013-14 ConApp are available on the CDE RFA Web page at http://www.cde.ca.gov/fg/aa/co/ca13rfa.asp:

  • 2013-14 ConApp Cover Letter
  • 2013-14 ConApp Guidance
  • 2013-14 Legal Assurances

If you have any questions regarding these documents, please contact the ConApp Support Desk by phone at 916-319-0297 or by e-mail at conappsupport@cde.ca.gov.

Sincerely,

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

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