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FY 2019–20 GMART CSI LEA Reporting Instructions

Instructions for local educational agencies (LEAs) with schools that meet the criteria for Comprehensive Support and Improvement (CSI) for Fiscal Year (FY) 2019–20 to use the Grant Management and Reporting Tool (GMART).

Quick Tips

Logging On

User names and passwords are emailed to LEA Superintendents. Passwords are case-sensitive and cannot be reset or changed by the LEA. If more than three attempts to log on have been made within one hour, the user will be locked out of the system. Contact the School Improvement and Support Office (SISO) by phone at 916-319-0833 or by email at SISO@cde.ca.gov for assistance.

CSI LEA Fiscal Information Web Page (Select Funding Year)

The CSI LEA Fiscal Information web page displays the different years of funding for the ESSA CSI LEA grant. Future years will be added to this page once school eligibility has been determined. Grant years will be labeled “Fiscal Year 2018–19,” “Fiscal Year 2019–20,” and so forth.

Fiscal Data Entry

  • Expenditure fields require data entry and cannot be left blank. Enter “0” as the amount where there are no actual expenditures. If “0” is not entered in the appropriate field, an error message will appear. Error messages must be addressed before a report can be successfully submitted in the GMART.

  • The dollar amounts on all pages can be entered numerically with a decimal point denoting cents, as well as with symbols such as dollar signs ($) and commas (,) when entered in the correct position.

  • The following are acceptable formats for an amount:

$123456.78

$123,456.78

123456.78

123,456.78

  • The GMART is designed to use the latest available Indirect Cost Rate (ICR).

The GMART Menu Options

Funding Application

LEA Contact Information

California Department of Education (CDE) Contact Information

Grant Management Reports

Federal Reports

Submission History

Funding Application

The LEA has access to submit and view its funding application. However, once its funding application has been approved, the LEA can no longer edit its application. Approved funding applications can only be viewed as reference documents.

LEA Contact Information

This page displays grant coordinator information reported by the LEA and must be updated by the LEA in the GMART. This information will be used to send updates and notifications pertaining to the ESSA CSI LEA grant. The LEA Contact Information page requires the following information for the Primary Grant Coordinator, Secondary Grant Coordinator, and Fiscal Coordinator:

  • Name
  • Title
  • Phone Number
  • Extension (optional)
  • Email Address
  • Fax (optional)

California Department of Education (CDE) Contact Information

This page displays contact information for the SISO. When calling, reference the ESSA CSI LEA grant in order to be directed to the appropriate CDE staff for assistance.

Grant Management Reports

This page is used to revise Funding Plans, submit expenditure data, and other related information at the end of each performance period.

Allocations


Displayed at the top of the Grant Management Reports page is the LEA’s allocation amount. Depending on the grant performance period timeline, this amount could include the Preliminary Allocation, Revised Allocation, Final Allocation, or it may have just one of the named allocations displayed. The current allocation amount appears at the far right of the table. The current allocation amount matches the column labeled as “Active” in the funding plan.

Funding Plan


The Funding Plan table lists the LEA and school name(s) in each row and includes columns listing the allocation amounts. There can be up to three funding columns labeled the Preliminary Funding Amount, Revised Funding Amount, and Final Funding Amount. Each column will be designated either “Closed” or “Active.” All allocation amounts that are no longer the current allocation are labeled as “Closed”. The LEA can only revise the “Active” column, and the “Active” column total must match the corresponding current allocation column of the LEA Allocation table.

  • For example, if the “Revised LEA Allocation” Funding Plan column is labeled as “Active”, then the total distribution must match the Revised Allocation in the allocations table.
Justification for Funding Plan Changes


If the LEA changes its Funding Plan, the LEA must provide a justification for all Funding Plan changes in the justification text box below the Funding Plan table.

  • Justification for Funding Plan Changes Example: School A’s allocation was reduced by $25,000 due to contract savings for capacity-focused leadership coaching. School B was increased by $25,000 to include contracted services for coaching, modeling, observations, and feedback cycles designed to build the coaching capacity of site-based coaches.

The Justification for Funding Plan Changes textbox has a 4000 character limit.

Budget Summary


The Budget Summary table is required for Report 1 only. This table combines LEA- and school-level budget amounts for CSI project activities. The total Budget Summary amount must not exceed the final LEA allocation identified in the Funding Plan.

To add or edit an entry to the table, the LEA must select “Edit” in the “LEA Action” column to enter data into the “Budget Amount” column for each major object code. From the drop-down menu in the “Budget Detail” column, select the corresponding project activity. More than one project activity may be selected for each major object code.

Indirect cost guidelines allow that up to $25,000 of each individual sub-agreement may be coded to Object Code 5800, Professional/Consulting Services and Operating Expenditures, with the remainder charged to Object Code 5100—Sub-agreements over $25,000.

The Budget Summary table will display error messages if the GMART determines there are inconsistencies with the proposed submission. The summary cannot be submitted until the errors have been resolved. Once all data is entered, the Total Budget Summary will calculate automatically.

Budget Summary Narrative


For the Budget Summary Narrative, the LEA is required to explain how the costs associated with each major object code and project activity relate to development and implementation of the CSI plan, including how the costs directly support implementation of evidence-based interventions/strategies/activities and reason/s/ for identification.

The Budget Summary Narrative textbox has a 4000 character limit.

CSI Plan Approval/Adoption Information


The CSI Plan Approval/Adoption Information is required for Report 2 only. This table displays the school name(s) in each row and columns that display the Type of CSI Plan, CSI Plan Approval/Adoption or Scheduled Approval/Adoption Date by “School” and “LEA”, and CSI Plan Justification by “School” and “LEA”.

To add or edit an entry in the table, the LEA must select and enter the following from the CSI Plan Approval/Adoption Data Entry:

  • Select the school eligible for CSI from the drop-down list.

  • For the school selected, select the type of CSI Plan that was developed for the fiscal year. Note: Due to COVID-19, the requirement to develop a Local Control and Accountability Plan(LCAP) for school year 2020–21 was waived. As a result, the options include the School Plan for Student Achievement (SPSA) or “Other.”

    • If an LEA selects the “Other” option, they must type in the name of the plan, if not, an error message will appear.

  • Select the Approval/Adoption Date or Scheduled Approval/Adoption Date.

    • Enter the date the CSI Plan was or will be approved/adopted by the School: If the Scheduled Approval/Adoption Date was selected, the LEA must provide a justification in the justification text box indicating why the CSI plan has not yet been approved/adopted.

  • Enter the date the CSI Plan was or will be approved/adopted by the LEA:

    • If the Scheduled Approval/Adoption Date was selected, the LEA must provide a justification in the justification text box indicating why the CSI plan has not yet been approved/adopted.

  • Select the “Save” button to populate the school CSI Plan Requirements data to the table.


The CSI Plan Approval/Adoption Information table will display an error message if the GMART determines that there are inconsistencies with the proposed submissions. The report cannot be submitted until the errors have been resolved and all school CSI Plan Requirements data have been entered.

The “Export CSI Plan Approval/Adoption Information to Excel” button downloads the data into a Microsoft Excel file format. The file can be opened to view or saved for future reference. The file name is “CSISSchoolPlanData.xls.”

Expenditure Reports


The Expenditure Report table displays all reporting periods: Reports 1, 2, 3, and the Final Report. However, the LEA will only be able to edit the current reporting period; prior and future reports will not be accessible. The LEA must report expenditures by major object code for all sites combined at the end of each performance period.

The Report 1 performance period crosses over two separate fiscal years, FY 2019–20 and FY 2020–21. To ensure that the LEA uses the appropriate Indirect Cost Rate for expenditures from each separate fiscal year, the LEA will report expenditures in Part 1 for March 25, 2020, to June 30, 2020, and separately for Part 2 for July 1, 2020, to September 30, 2020.

To add or edit an entry in the table, the LEA must select the “Edit” button for each Object code Description to input data into the “Expenditure Amount” fields.

When the LEA has completed all Report 1 requirements, the LEA will select the “Submit” button and the complete Report 1 will be submitted to the CDE for review. The LEA will receive an automated message that the report has been submitted.

Additional Notes

  • Total expenditures for each object code must align with the Budget Summary Table and Narrative completed by the LEA in Report 1. If an LEA attempts to submit more expenditures in any given object code than was approved in Report 1, the expenditures and corresponding report will not be approved. Revisions to the Budget Summary must be requested and approved by CDE staff. LEAs may submit requests to SISO@cde.ca.gov.

  • Beginning with Report 2, LEAs may claim part or all of the maximum allowed indirect costs, based on reported expenditures to date (including from past reports). Previously, LEAs could only claim indirect costs based on reported expenditures for that specific reporting period.

  • The Expenditure Report table will display error messages if the GMART determines there are inconsistencies with the proposed submission. The fiscal report cannot be submitted until the errors have been resolved.

  • The Remarks text box below the Expenditure Report table is optional and can be used to provide additional information or answer clarifying questions about the expenditure data from the CDE.

  • The CDE will review the report and provide notification by email if the report is "Approved” or “Requires Revisions”. If a report requires revisions, select the “Show Report Submission and Review History” button to determine why the report requires revisions and the actions the LEA must take in order to correct and resubmit the report. A report that requires revisions will be accessible in the GMART for revisions and resubmissions.

  • The “Show Report Submission and Review History” button displays the history of all submissions, feedback, and CDE approvals.

  • The "Export Report to Excel" button downloads the data into a Microsoft Excel file format. The file can be opened to view or saved for future reference. The file name is "ESSALEAReportDataExport.xls.

  • If the LEA has a $0 Cash Balance, the LEA will only have the option to press the “Request to Closeout Subgrant” button. This will open the Final Expenditures and Closeout Report. The Grant Performance section will also be viewable.

  • If the LEA has a Cash Balance within $25 of its Final Allocation, then a pop-up box will indicate that the LEA is within $25 of expending all of its Final Allocation and will ask if the LEA wishes to closeout the grant now or continue to expend its CSI funding. Press the “OK” button to proceed to the Final Expenditures and Closeout Report. If the LEA is not ready to closeout, then press the “Cancel” button and the LEA will continue to submit its reports at pre-determined intervals.
Final Expenditures and Closeout Report

Note: Only viewable when the LEA has a zero cash balance or chooses to closeout.

Please review the information in the reports for accuracy and completeness. The information in these reports will be prepopulated for the LEA. Remarks are optional.

Grant Performance Report

Note: Only viewable when the LEA has a zero cash balance or chooses to closeout.

The LEA must provide complete responses to four prompts:

  • Prompt 1: Describe the LEA’s vision for using CSI funds to improve school and student outcomes in schools identified for CSI.

  • Prompt 2: Describe the evidence-based strategies that improved school and student outcomes.

  • Prompt 3: Describe the challenges the LEA faced, the problems that were overcome, and key lessons learned. What changes were made as a result of this information in order to improve school and student outcomes?

  • Prompt 4: Describe how the LEA will sustain improvements made.

Once all prompts have been answered, select the “Submit Report” button to notify the CDE that the report has been submitted. The LEA will receive an automated message that the report has been submitted.

The “Show Report Submission and Review History” button displays the history of all submissions, feedback, and CDE approvals.

The "Export Report to Excel" button downloads the data into a Microsoft Excel file format. The file can be opened to view or saved for future reference. The file name is "CSIPerformanceData.xls.”

Federal Reports

The LEA is required to report fiscal data under the Federal Reports tab in the GMART in accordance with ESSA, Section 1003(i) for the school improvement funds it received under ESSA, Section 1003(a). Reporting of the required federal data will be based on the Federal Reporting Timelines located on the CDE GMART Instructions web page under the Federal Reporting Instructions tab.

For each assigned grant period, the LEA will be required to provide the following information:

  • The amount of funds each CSI-eligible school received, and
  • The types of strategies implemented in each school with such funds.

To add or edit an entry into the table, the LEA must enter the school-level amounts received and the types of strategies implemented with ESSA CSI funds.

The following are some examples of strategies from the United States Department of Education that may be implemented in schools eligible for CSI:

  • Increasing access to effective teachers or adopting incentives to recruit and retain effective teachers

  • Increasing or redesigning instructional time Implementing interventions based on data from early warning indicator systems

  • Reorganizing the school to implement a new instructional model

  • Implementing strategies designed to increase diversity by attracting and retaining students from varying socioeconomic backgrounds

  • Replacing school leadership with leaders who are trained for or have a record of success in low-performing schools

  • In the case of an elementary school, increasing access to high-quality preschool

  • Changing school governance

The “Show Report Submission and Review History” button displays the history of all submissions, feedback, and CDE approvals. Once all prompts have been completed, select the “Submit Report” button to notify the CDE that the report has been submitted. The LEA will receive an automated message that the report has been submitted.

Submission History

The Submission History tab provides a running record of the LEA’s report submission history, the Budget Summary Narrative, the CDE’s review and approval history, the Justification for Funding Plan changes, and any remarks from the LEA or CDE. LEAs may use the drop-down menu to view a specific Grant Management Report Submission.

Questions:   School Improvement and Support Office | SISO@cde.ca.gov | 916-319-0833
Last Reviewed: Tuesday, April 27, 2021