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Attachment E TUPE 6-12 Cohort I Tier 1 RFA 2013-16

Attachment E for the Tobacco-Use Prevention Education (TUPE) Cohort I Tier 1 for Grades Six through Twelve for fiscal year 2013-16.

Frequently Asked Questions

Below are answers to questions submitted in response to previous Tobacco-Use Prevention Education (TUPE) Program Competitive Tier 1 Request for Applications (RFA).

Prospective applicants are urged to review all frequently asked questions (FAQ) in preparation for submitting a TUPE Tier 1 application.
  1. Is a local educational agency (LEA) that is awarded a Tier 1 grant only required to conduct the California Healthy Kids Survey (CHKS) in seventh, ninth, and eleventh grades?

All TUPE funded LEAs that serve students in any of grades seven, nine, and eleven must conduct the CHKS for the seventh, ninth, and eleventh grades. An LEA serving students in kindergarten through twelfth grade (K–12) use of the fifth grade CHKS module would be optional.

  1. Does the RFA also require grantees to conduct the CHKS in fifth grade?

Any LEA awarded a Tier 1 grant that only serves students in grades kindergarten through sixth grade (K–6) is required to conduct the CHKS Elementary Module in fifth grade. There are a limited number of LEAs that only serve students in grades K–6.The requirement to conduct the CHKS for fifth grade only applies to those K–6 LEAs.

  1. Is a kindergarten through eighth grade (K–8) LEA awarded a Tier 1 grant required to conduct the CHKS in fifth grade or is doing so optional?

A K–8 LEA's use of the CHKS fifth grade module would be optional and conducting the CHKS in seventh grade would be required.

  1. Is the County TUPE Coordinator responsible for keeping the county LEAs on the same CHKS administration cycle?

Yes, the County TUPE Coordinator is responsible for keeping the county LEAs on the same CHKS administration cycle. However, that is a goal not every county can meet. Having all the LEAs on the same CHKS schedule is a goal to work toward.

  1. Are locally-funded charter schools that are awarded a Tier 1 grant required to conduct the CHKS? Are charter schools serving college age students required to conduct the CHKS?

Locally-funded charter schools are not eligible to apply for TUPE funding. The extent to which a TUPE grantee provides TUPE funded program and services to students in locally funded charter schools is determined locally.

Students from locally-funded charter schools served in seventh, ninth, or eleventh grades may participate in the CHKS. Please consult the CHKS Technical Assistance Center before deciding to conduct the CHKS with college age students.

  1. The RFA states:

All TUPE grantees must conduct the California Healthy Kids Survey within first year of funding and at least every other year thereafter as long as TUPE funds are received. If the LEA administered the CHKS in the year prior to the start of the grant, the grantee may continue with the same biennial schedule for administering the Survey in the 2nd year of the grant.

Our county’s LEAs have always administered the survey in late fall (November) in the odd numbered years. This means that our LEAs will have to administer the CHKS twice during the three year term of the Tier 1 grant. The CHKS would have to be done in both fall 2012 and 2014. Other LEAs would only have to administer the survey in the second year. The CHKS costs will not be equal. Is this correct?

That is correct. The grant term (for Cohort G grantees) is from July 2012 to June 2015. Any grantee that last did the CHKS in fall 2010 will have to administer the CHKS again in fall 2012 and 2014. That is how it works out. Any grantee that last did the CHKS in fall 2011 will have to administer the CHKS in fall 2013 and 2015. Tier 1 grantee's CHKS costs are not all equal in any given three-year period. You might want to wait until next year to apply for the Tier 1. However, the California Department of Education (CDE) will automatically renew the award for those grantees submitting all of the final year reports on time. Eventually every Tier 1 grantee's CHKS costs will even out.

  1. Is it necessary to include a Tier 1 consortium Memorandum of Understanding (MOU) between the county office of education (COE) and WestEd for the purpose of conducting the CHKS? Or, is it assumed that WestEd will provide CHKS services?

A Tier 1 consortium application must include an MOU only with those LEAs that qualify for the receipt of TUPE grant funding. WestEd is not eligible to participate in the TUPE Tier 1 RFA. WestEd should not be included in a Tier 1 consortium MOU.

  1. Do applicants have to submit the Tobacco-Free School Certification form with the Tier 1 application or will the CDE already have the Tobacco-Free School Certification form on file?

Tier 1 applicants should not submit the Tobacco-Free School Certification form with the application. The CDE already has those forms on file.

  1. Is it allowable to pay for clerical support costs using the TUPE Tier 1 grant award? Is there a limited allowable cost for clerical support that Tier 1 can support?

The 2011 Cohort G RFA required that Tier 1 funds supporting clerical or classified positions be limited to no more than .05 full-time equivalent (no more than 5 percent of salary). The Cohorts H and I RFAs did not retain that language. The Cohort I RFA purposely provides no guidance about a salary except to state that funds should support a project coordinator position and that consortium funding can be retained at the COE to support the County TUPE Coordinator's costs related to implementing Tier 1 grants within the county. The Tier 1 RFA only requires an applicant to submit a budget summary and not a budget justification. A Tier 1 grantee can fund a clerical person if the County TUPE Coordinator thinks it is justifiable.

  1. Must the budget summary include allocated dollars for certificated and/or classified salaries if the district will be responsible for the salaries and the Tier 1 funding will not be utilized?

The Tier 1 Budget Summary should only show how TUPE Tier 1 funding is allocated and should not include funding from any other source. The budget summary submitted with the Tier 1 application should not total more than $4,500 per LEA applicant. Do not show in-kind support or LEA funding from any other source when submitting the Tier 1 Budget Summary.

  1. Is there any particular format that applicants should use to present the narrative for a Tier 1 consortium?

There are format requirements for Tier 1. Please review Attachment D and see RFA pages 11 and 12 for a summary of format requirements.

  1. May a Tier 1 grant that includes the LEA’s Alternative Education and Special Education programs only serve these programs within the district?

No. The Tier 1 grant obligates the LEA to adopt and enforce the tobacco-free policy at all schools, facilities, vehicles, and property operated by the LEA. The policy would apply to every program and every site. The CHKS requirement would require the LEA to administer the surveywith every student in seventh, ninth, and eleventh grades served by that LEA, in all programs and settings for which the LEA is responsible.

  1. Can the budget for a consortium propose that the COE retain part of the funds at the COE to support the County TUPE Coordinator costs and distribute part of the funds to the consortium members to support the LEA’s project coordinator costs.

Yes. The County TUPE Coordinator acting as lead of a consortium may use Tier 1 grant funds to support costs related to performing the duties described in the consortia’s MOU. The consortium can also allocate part of the grant funds to the member LEAs to support the Project Coordinator costs related to performing duties described in the consortia’s application and MOU.

  1. Does the CDE want to see a detailed budget of how the money is spent at the LEA level?

No.The Tier 1 RFA does not require a budget justification with expenditure detail. A Tier 1 application must only include a Budget Summary.Tier 1 grantees will not be required to submit budget revision requests for approval.

  1. Page 11 of the TUPE RFA states that, “all original signatures in blue ink” are required. Is the Superintendent’s original signature in blue ink on the application cover sheet sufficient? Or must all the member LEA signatures for the MOU also be in blue ink? Will the Coordinated School Health and Safety Office (CSHSO) accept MOU signatures that are in black ink or otherwise scanned or copied?

The blue ink signature requirement only applies to the Application Cover Sheet.

  1. Do Tier 1 consortium applications from a county unified school district need a Letter of Agreement (LOA) or MOU when the LEA has one Superintendent for both the district and the COE and one County TUPE Coordinator for both the district and the COE?

Yes. Every consortium applicant must submit an MOU even when the consortium is from a single LEA and COE with a common administration.The MOU should include the signatures of those LEA and COE staff that can best support the County TUPE Coordinator to enforce the tobacco-free policy at all district and county owned property or conducting the CHKS. The key is to get agreements up front from those administrators who are best positioned to help implement the grant requirements.

  1. Can a single LEA applicant indicate on the cover sheet that they are applying as a single agency even if it is the LEA’s intent to later join with a pre-existing Tier 1 consortium?

A single LEA Tier 1 applicant must include a LOA from the County TUPE Coordinator. The LOA can describe how the individual LEA might participate in a pre-existing Tier 1 consortium’s efforts to create an economy of scale for supporting Tier 1 grant requirements.

  1. Must the LOA follow the same technical requirements for using 12-point Arial font as required for the Narrative asinstructed on page 11 of the RFA?

No. However, to the extent possible, a LOA or MOU should follow the same application technical requirements as the Narrative asdescribed in the RFA.

  1. Does the County TUPE Coordinator write a LOA for the COE Tier 1 application?

Yes. The applicant is the COE on behalf of all the students attending COE operated sites and programs and the County TUPE Coordinator has the same Tier 1 obligations as with any other LEA.

  1. Can a district apply for the total $4,500 no matter how small they are as long as they meet the criteria in the application?

Yes.They will need the County TUPE Coordinator’s LOA.That letter is basically the coordinator’s assurance to the CSHSO that the applicant will support the coordinator’s efforts to ensure that the policy will be enforced and the CHKS administered.

  1. In a consortium with two small districts, does each district qualify for the $4,500? Do you prefer the county submit a consortium application for them?

Yes. The Coordinated School Health and Safety Office prefers that Tier 1 applicants apply as a consortium, although it is not required. Each consortium LEA member qualifies for $4,500. A consortium of two LEAs would apply for $9,000.The consortium application would still be limited to just five pages plus the roster of consortium members. The content would apply equally to all consortium members.

  1. Must the MOU for the Tier 1 consortium include the signatures from each of the participating LEAs? Or is it sufficient to only submit a list of participating LEAs (Attachment B)?

A Tier 1 consortium applicant must submit both a MOU and the Local Educational Agency Consortium Participant Identification (Attachment B). It would be wise to have each LEA consortium member sign the MOU.Please limit the MOU to one page of text.No applicant will be disqualified if the MOU has one or more additional pages to accommodate the consortium member signatures.

  1. It is really not possible to get all signatures on one MOU page for the 20 districts participating in the consortium. Is it okay to attach individual MOU signature pages from each member district?

It is okay to attach additional MOU signature pages to accommodate all of the districts agreeing to the consortium’s MOU. Please limit the MOU text to one page and use as many pages as needed for signatures.

Questions:   Coordinated School Health and Saafety Office | 916-319-0914
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