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California Department of Education
Official Letter
California Department of Education
Official Letter
May 15, 2018

Dear Categorical Program Directors, Categorical Program Cooperative Directors, and Consolidated Application Contacts:

2018–19 CONSOLIDATED APPLICATION FOR FUNDING CATEGORICAL AID PROGRAMS, SPRING RELEASE

This letter provides information related to the completion of the 2018–19 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 2018 Spring Release are as follows:

2016–17 Data Collections

Title I, Part D Fiscal Year Expenditure Report, 24 Months
Title II, Part A Fiscal Year Expenditure Report, 24 Months
Title III Immigrant Year-To-Date (YTD) Expenditure Report, 24 Months
Title III English Learner YTD Expenditure Report, 24 Months

2017–18 Data Collections

Title I, Part A Nonprofit Private School Students Served
Title I, Part D Facilities Report
Title I, Part D Demographics by Program
Title I, Part D Outcomes
Title I, Part D Academic Performance
Title I, Part D Fiscal Year Expenditure Report, 12 Months
Title II, Part A Fiscal Year Expenditure Report, 12 Months
Title III Immigrant Nonprofit Private School Students Served
Title III Immigrant YTD Expenditure Report, 12 Months
Title III English Learner Nonprofit Private School Reimbursement
Title III English Learner YTD Expenditure Report, 12 Months
Title V, Part B, Subpart 2 Rural and Low-Income Schools (RLIS) Activity Report
Homeless Education Policy, Requirements, and Implementation

2018–19 Data Collections

Certification of Assurances
Protected Prayer Certification
Local Control and Accountability Plan Addendum Certification
Application for Funding
Nonprofit Private School Consultation
Other Elementary and Secondary Education Act (ESEA) Nonprofit Private School Participation
Title I, Part A Nonprofit Private School Participation
Title III English Learner Student Program Subgrant Budget
Title III Immigrant Student Program Subgrant Budget
Substitute System for Time Accounting

Records Retention

Per Title 20 United States Code, 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 U.S. Department of Education (ED) Title 20 External link opens in new window or tab. web page.

Consolidated Application and Reporting System - Online Submission of the ConApp

The Consolidated Application and Reporting System (CARS) is the online version of the ConApp. In order to obtain access to CARS, you must use the unique password you created through the Centralized Authentication System (CAS) on the California Department of Education (CDE) CARS Web page and have the person designated as the local educational agency (LEA) Administrator assign your CAS user name the rights to access an LEA’s data.

All ConApps must be submitted through CARS. No paper copies of the ConApp will be accepted. Any subsequent revisions to the ConApp must also be submitted through CARS. However, LEAs are required to obtain original signatures on the Certification of Assurances, Prayer Certification and 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.

Funding Opportunities

The LEAs, including direct-funded charter schools, may review a funding profile for each program on the CDE ConApp 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 CDE Consolidated Application web page under the Request for Application section. 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.

Please note, the ED is currently considering regulations that may impact current legal assurances by adding, removing, or changing the current requirements. If changes are made, the CDE will communicate the changes to the LEAs.

Title I, Part A and Title I, Part D Participation

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 2018–19, the LEA must:

  • Select “Yes” for Title I, Part A and/or Title I, Part D participation and certify the 2018–198 Application for Categorical Program Funding data collection no later than March 31, 2019;
  • Submit a Cash Management Data Collection (CMDC) cash balance report during the reporting window.
For Title I, Part A and Title I, Part D fiscal questions or CMDC, contact Leslie Sharp, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-323-4977 or by email at federalcashmanagement@cde.ca.gov or lsharp@cde.ca.gov.

Title II, Part A Participation

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 2018–19, the LEA must:

  • Select “Yes” for Title II, Part A participation and certify the 2018–19 Application for Categorical Program Funding data collection no later than March 31, 2019;
  • Submit a CMDC cash balance report during the reporting window.

For questions regarding CMDC or Title II, Part A fiscal matters, contact Leslie Sharp, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at
916-323-4977 or by email at federalcashmanagement@cde.ca.gov or lsharp@cde.ca.gov.

Title III Participation

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 2018–19, the LEA must:

  • Select “Yes” for Title III, Part A participation and certify the 2018–19 Application for Categorical Program Funding data collection no later than March 31, 2019;
  • Submit a CMDC cash balance report during the reporting window.

For questions regarding CMDC or Title III fiscal matters, contact Leslie Sharp, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at
916-323-4977 or by email at federalcashmanagement@cde.ca.gov or lsharp@cde.ca.gov.

Local Control Accountability Plan

Within California, LEAs that apply for Every Student Succeeds Act (ESSA) funds are required to complete the Local Control and Accountability Plan (LCAP), the LCAP Federal Addendum Template (Addendum), and the ConApp. The LCAP, in conjunction with the Addendum and the ConApp, serve as the ESSA LEA Plan.

In order to apply for funds, the LEA must certify that the completed Addendum will be approved by the local governing board or governing body of the LEA and submitted to the CDE, and that the LEA will work with the CDE to ensure that the Addendum addresses all required provisions of the ESSA programs for which they are applying for federal education funds.

Title II, Part A, Expenditure Report

As in prior years, 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 prior years, 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 Leslie Sharp, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-323-4977 or by email at federalcashmanagement@cde.ca.gov or lsharp@cde.ca.gov.

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 on the CDE Legal Assurances web page. 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 data collections 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 first is the 2018–19 Other ESEA Nonprofit Private School Participation data collection, which will be visible for districts that apply for Title II, Part A and/or Title III funds. The data collection 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 second data entry screen, which is the 2018–19 Title I, Part A Nonprofit Private School Participation, 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.

Documents Available on the CDE ConApp Request for Applications Web Page

The following documents can be found on the CDE 2018–19 Consolidated Application Spring Release Request for Applications web page:

  • CARS web page (which contains the link to the login screen to the system, the user guide and other CARS-related information)
  • 2018–19 ConApp Cover Letter
  • 2018–19 ConApp Program Guidance
  • 2018–19 ConApp Legal Assurances

CARS User Guide

The CARS User Guide should answer your questions on how to access, complete, and submit your ConApp, and is available on the CDE CARS web page. If, after reviewing the guide, you require additional assistance related to the CARS, please contact:

ConApp Support Desk
conappsupport@cde.ca.gov
916-319-0297

Please visit the CDE ConApp web page for more information and updates regarding the ConApp. We encourage you to subscribe to the ConApp email list by sending a blank email message to join-consolidated-application@mlist.cde.ca.gov.

Sincerely,

Jerry Winkler, Director
Educational Data Management Division

JW:hd
Last Reviewed: Wednesday, May 13, 2020
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