Amendment 3 IRSSP RFA S-58100-00013825 26-28.pdf

RFA S-58100-00013825 – AMENDMENT 3

IMMIGRANT REFUGEE

STUDENT SUCCESS PLAN GRANT 26-28

SECTION 1: PURPOSE

The purpose of this Amendment 3 is to:

• Post the Questions & Answers received to date

• Provide Revision 1 of Grant Expenditure Guidance 2026-28

SECTION 2: ATTACHMENTS

Attachment 1: Questions & Answers dated 11/07/2025

• Attachment 2: Revision 1 Attachment G - Grant Expenditure Guidance 2026-

Immigrant/Refugee Student Success Plan RFA #S-58100-00013825 Questions and Answers

November 7, 2025

# Question Topic Question Answer

1 Activities Table Must program activities be held in school settings, or can they occur at CBO facilities?

Activities do not have to be held exclusively in school settings; they can occur at CBO facilities.

2 Application process Can I save a copy of an unfinished application? I cannot find a “save” button on the online application.

The online application form does not have a “save” feature. Applicants should prepare all responses and required information in advance and copy and paste into the form in one session to ensure successful submission.

3 Budget Template The RFA includes a detailed budget table for 2026–2027 but not for 2027–2028. Is this an error? How should applicants detail the budget for the full grant period?

This is not an error. The RFA requires a detailed budget for the first year (April 1, 2026 – June 30, 2027) using the provided template (Attachment E). For the second year (July 1, 2027 – June 30, 2028), applicants must provide a summary budget by category on the designated tab in the same template. Grantees will be required to submit a detailed 2027–2028 budget by April 30, 2027, as outlined in the Sample Grant Agreement.

Please see Section 3.2.4.3 and the instructions in the budget template for guidance.

Definition of 5th-year/grade 13 HS student

What is the definition of a fifth-year/grade 13 high school student? Are there specific schools that offer grade 13?

The RFA does not define “fifth-year/grade 13 high school student.” ORS

339.115 states "A district may admit an otherwise eligible person who is not receiving special education and who has not yet attained 21 years of age prior to the beginning of the current school year if the person is shown to be in need of additional education in order to receive a high school diploma or a modified diploma". The Agency does not maintain a list of specific schools offering grade 13; we recommend checking with your local district(s) for information on fifth-year/grade 13 programs.

Oregon Department of Education RFA #S-58100-00013825 Page 1 of 8

November 7, 2025

# Question Topic Question Answer

5 Definition of Immigrant Do children of parents on H1B or other non-immigrant visas qualify as “immigrants” under this RFA?

Section 2.2.2 of the RFA defines “Immigrant” as an individual who was born in another country and permanently resides in the United States. The definition does not reference visa type or immigration status of family members. Therefore, children of parents on H1B or other non-immigrant visas may qualify as “immigrant” if they themselves were born outside the U.S. and permanently reside here.

Please review the definitions in Section 2.2.2 for additional details.

6 Definition of Plan Student

Do “Plan Students” have to meet the definition of “immigrant” (born in another country and permanently residing in the U.S.), or do children of immigrants qualify as Plan Students?

A “Plan Student” must meet the definition outlined in Section 2.2.2 of the RFA. This means the student is enrolled in an early childhood through post-secondary educational program (including non-traditional settings) and:

(a) Is an asylum seeker, refugee, or any other immigrant, regardless of status, as identified by the State Board of Education by rule; and

(b) Has experienced disproportionate results in education due to historical practices.

Children of immigrants who were born in the United States do not meet the definition of “immigrant” under this RFA. The term “Plan Student” applies only to students who themselves meet the definition of immigrant, refugee, or asylum seeker.

Oregon Department of Education RFA #S-58100-00013825 Page 2 of 8

November 7, 2025

# Question Topic Question Answer

7 Eligibility Requirements Are there specific staff credential requirements, such as licensed behavioral health providers?

The RFA does not require staff to hold a specific behavioral health license.

Staffing should reflect the capacity to deliver proposed activities effectively. A combination of licensed professionals and community health workers is acceptable if roles and responsibilities are clearly defined.

8 Eligibility Requirements On page 3, section 1.3, can this also include language schools additional of working with district schools?

RFA section 1.3 lists entity types that are eligible to apply for and receive this grant. A language school may eligible to apply for this grant opportunity if it meets the eligibility criteria outlined in section 1.3. Eligible entities may partner with any entity type, and serve students regardless of where they attend school.

9 Eligibility Requirements

Can an organization participate in more than one application in a single region if it is a partner in one and the lead in another? Would this mean competing against themselves?

The RFA does not prohibit an organization from serving as a lead applicant in one submission and as a partner in another within the same region.

Each application must independently meet all requirements, and applicants should make sure they have the capacity to fulfill commitments under all applications. If multiple applications are funded, organizations will need to report separate financial and programmatic data for each award. For reference, see Section 2.2.1 – Definition of “Partnership” in the

RFA.

Oregon Department of Education RFA #S-58100-00013825 Page 3 of 8

November 7, 2025

# Question Topic Question Answer

10 Eligibility Requirements

Can an organization submit more than one application under this RFA? For example, one for services in Region 1 and another for Region 4? Is the $400,000 maximum per Grant Agreement or per organization? Is there a maximum number of awards or funding amount per organization?

Yes, an organization may submit separate applications to serve different regions. The $400,000 maximum is per grant agreement, not per organization. ODE will work to close the opportunity gap and eliminate educational disparities to ensure all students can thrive across the state of Oregon. Applicants should ensure they have the capacity to fulfill commitments under all applications. If both applications are funded, organizations participating in multiple grant awards must be able to report separate financial and programmatic data for each award.

11 Eligibility Requirements Can a Community-Based Organization (CBO) apply for a grant and also participate as a partner or subcontractor in another organization’s submission?

Yes. The RFA does not prohibit a CBO from submitting its own application while also partnering or subcontracting on another application. Each application must meet all requirements and clearly define roles and accountability structures. Applicants should ensure that commitments in multiple applications do not conflict with their ability to deliver on proposed activities if awarded.

12 Eligibility Requirements

Are projects that focus on privately-owned early childhood education (ECE) settings eligible for this funding? Do ECE-focused projects that do not involve public school districts qualify and would they be considered competitive?

Yes, projects that focus on early childhood education, including kindergarten readiness, are aligned with the strategies and objectives in Section 2.4.1 of the RFA. Eligibility is based on the applicant’s entity type, not the project setting. Eligible applicants include Community-Based Organizations, Early Learning Hubs or Providers, School Districts, Public Charter Schools, Tribal Governments, Education Service Districts, and Post- Secondary Institutions of Education. Competitiveness will depend on how well the application addresses the goals, strategies, and evaluation criteria outlined in the RFA.

Oregon Department of Education RFA #S-58100-00013825 Page 4 of 8

November 7, 2025

# Question Topic Question Answer

13 Eligibility Requirements Do applicants need to have received a Student Success Plan 2024–28 grant to be eligible for the current RFA?

No. Section 1.3 of the RFA specifies that eligibility is based on entity type, not prior participation. Eligible applicants include Community-Based Organizations, Early Learning Hubs or Providers, School Districts, Public Charter Schools, Tribal Governments, Education Service Districts, and Post- Secondary Institutions of Education. There is no requirement to have received a previous Student Success Plan grant.

14 Eligibility Requirements Are private schools eligible to apply under this RFA?

Section 1.3 of the RFA specifies that eligible applicants must be one of the following: Community-Based Organization, Early Learning Hub or Early Learning Provider, School District, Public Charter School, Tribal Government, Education Service District, or Post-Secondary Institution of Education. Private schools are not listed as eligible entities.

15 Evaluation criteria

To what extent should an application focus on K–12 versus higher education, including four-year universities?

Would an application that focuses primarily on activities at a four-year university be competitive?

An application that focuses primarily on activities at a 4-year post-secondary institution may be competitive if the project plan aligns with the statutory objectives and goals of the Plan, such as improving transitions, increasing attendance in post-secondary education, and supporting culturally responsive practices. Competitiveness will depend on how well the proposed project addresses the goals of the Immigrant/Refugee Student Success Plan and the application evaluation criteria outlined in Section 4 of the RFA.

Oregon Department of Education RFA #S-58100-00013825 Page 5 of 8

November 7, 2025

# Question Topic Question Answer

16 Grant Expenditure Guidance

The Grant Expenditure Guidance says PD can only be offered outside contracted work time. Offering PD only outside contract time may limit participation and increase costs. Is there flexibility to offer PD during the school day and budget for substitute release?

Thank you for your question, and for the opportunity to clarify the policy.

The guidance has been updated to clarify: "Educators may only receive compensation for participation in professional development when the training is held outside of contracted work time." In other words, the grant may be used to pay for professional development held during contracted work time, but educator participants may not receive compensation from grant funds for participation during contracted work time.

Immigrant/Refugee Student Success Plan

There are multiple strategies under each goal and several actions under each strategy. Do applicants need to choose one goal and all strategies/actions listed, or can they select just one strategy with one action or a few strategies and actions?

Applicants are not required to include all strategies or all actions under a goal. Applicants must design activities that utilize one or more strategies from the Immigrant/Refugee Student Success Plan and align with the related goal(s). See Section 2.4.1 of the RFA.

Immigrant/Refugee Student Success Plan

Can applicants choose only one goal or a combination of two goals, but not all goals?

On the application form, applicants must select the primary goal their project addresses, and may select additional goals if relevant (see RFA section 3.2.2). On the activities table, applicants must select the primary IRSSP goal addressed by each activity (see RFA section 3.2.4.2). There is no requirement to address all four goals, nor is there a limitation on the number of goals that may be addressed through project activities.

Oregon Department of Education RFA #S-58100-00013825 Page 6 of 8

November 7, 2025

# Question Topic Question Answer

Immigrant/Refugee Student Success Plan

Does the program we design need to include activities that support the stated actions in the Student Success Plan under the related Goal and Strategy?

Yes, as described in RFA section 2.4.1, the program you design must include activities that use one or more strategies and actions from the Immigrant/Refugee Student Success Plan (SSP) to address the related SSP goal(s) and objective(s). When describing your program, be sure to explain how your activities connect to specific strategies and objectives in the plan, such as increasing attendance or supporting transitions, and reference related actions where applicable.

20 Partnerships On page 3, section 1.3, what is the expectation of a CBO’s role in this grant?

The expectation of a CBO's role will vary depending on whether it is the lead applicant or a partner on another entity's application. CBOs that are lead applicants will be responsible for fulfilling all requirements of the grant, including reporting requirements. CBOs that are partners on another entity's application are expected to actively engage in project design and implementation, ensuring community voice and culturally responsive practices aligned with the Plan’s strategies and goals. See the definition of "Partnership" in RFA section 2.2.1, and Attachment C_Partnership Form Template for more.

21 Pre-Application Conference Was the October 28 informational session recorded? Can it be shared?

Yes, the October 28 session was recorded. The recording link is available in OregonBuys in Revision 1 Attachment J: Pre-Application Meeting Conference October 28, 2025.

Oregon Department of Education RFA #S-58100-00013825 Page 7 of 8

November 7, 2025

# Question Topic Question Answer

22 Pre-Application Conference The link on the final page of the amended RFA does not work. Where can we access the recording of the first informational session?

We have corrected the link to the recording on OregonBuys; it is listed under File Attachments as "Revision 1 Attachment J - IRSSP RFA 26-28 Grant - Pre-Application Meeting Conference October 28 2025 Link.pdf".

23 Reporting Requirements Will the budget/expenditure reporting requirements be the same as the 2024–2025 IRSSP grant reporting process, including submission of invoices/receipts?

Please review the Sample Grant Agreement (Attachment A) and the Student Success Plan Grant Expenditure Guidance (Attachment G) for details on allowable costs and reporting expectations. Grantees will be required to provide expenditure reports detailing expenditures against approved budget line items, including invoices/receipts where requested, as outlined in Exhibit A, Section III.2 of Attachment A: Sample Grant Agreement.

Oregon Department of Education RFA #S-58100-00013825 Page 8 of 8

Grant Expenditure Guidance Student Success Plan Grants

Office of Equity, Diversity, and Inclusion

OVERVIEW

This document provides information on whether and to what extent Student Success Plan (SSP) grant funds may be used for various types of expenditures, as well as best practices and guidance for developing a budget. In addition to the detailed guidelines provided below, all grant expenditures (whether proposed as part of a grant application, or submitted for reimbursement after receiving a grant award) will be evaluated by ODE staff alongside the proposed or approved project plan to determine whether the expenses are reasonable and necessary for the performance of the award.

Determining “Reasonable and Necessary” Expenses We recognize that each Grant Project is unique and specifically designed to elicit systems change and meet the specific needs of Plan students through the implementation of Student

Success Plan strategies, and as such, the allowability of many expenditures must be contextualized on a case-by-case basis. In determining what constitutes reasonable and necessary for performance of the grant, ODE staff will examine each budget line item with the following questions in mind. In addition, expenses labeled as “Requires Additional Review” throughout this document may be submitted for consideration by sending an email to your coordinator with responses to the following questions:

1. Will the expense be incurred during the period of performance for project activities that will occur during the performance period?

2. How is this expense necessary to implement the approved Project Plan?

3. Which strategies of the Student Success Plan* are addressed by the expense?

4. How does the expense prioritize direct service to focal groups served by the Plan?

5. Is there any local context that affects what is considered reasonable and necessary?

6. Does the expense reflect sound business practices and rates that a prudent person would pay in similar circumstances?

*African-American/Black SSP | LGBTQ2SIA+ SSP | Latino/a/x and Indigenous SSP | Native

Hawaiian/Pacific Islander SSP | Immigrant/Refugee SSP

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 1 https://www.oregon.gov/ode/students-and-family/equity/AfricanAmericanBlackStudentEducation/Pages/HB2016AdvisoryGroup15-16.aspx https://www.oregon.gov/ode/students-and-family/equity/LGBTQ2SIAStudentEducation/Pages/LGBTQ2SIA--Student-Success-Plan-Rules.aspx https://www.oregon.gov/ode/students-and-family/equity/Latinx/Pages/Latinoax-%26-Indigenous-Student-Success-Plan0629-6188.aspx https://www.oregon.gov/ode/students-and-family/equity/NativeHawaiianPacificIslanderEducation/Pages/OARS.aspx https://www.oregon.gov/ode/students-and-family/equity/NativeHawaiianPacificIslanderEducation/Pages/OARS.aspx https://www.oregon.gov/ode/students-and-family/equity/IRSS/Documents/1.10.2025_Final_Interim_I_R%20Student%20Success%20Plan-Accessible%20PDF.pdf

TABLE OF CONTENTS

OVERVIEW

Determining “Reasonable and Necessary” Expenses

BUDGET DEVELOPMENT GUIDELINES

How to Complete Your SSP Budget

Conflicts of Interest

USE OF GRANT FUNDS

1. Personnel

2. Contracted Services

3. Travel & Transportation

4. Supplies & Materials

6. Indirect Costs

7. Miscellaneous

8. Claim Reporting Requirements

9. Food Cost Guidelines

HELP

DEFINITIONS

* To request approval of an expense that requires additional review/approval, send an email to your coordinator responding to the questions listed on page 1 of this document.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 2

BUDGET DEVELOPMENT GUIDELINES

How to Complete Your SSP Budget When creating your ODE Student Success Plan grant budget, keep in mind that all expenses must be readily allocable to the grant project, and part of a comprehensive plan to implement activities utilizing the Student Success Plan strategies to achieve the statutory objectives. To ensure your budget provides sufficient information for ODE to understand how you will invest grant funds to carry out the project, follow these guidelines:

1. Each line item must include a description of the expense, including details that illustrate how the expense is calculated/estimated (e.g., the cost per participant and number of participants; the mileage reimbursement rate and how many staff or FTE will be traveling; the number of events and how many participants will attend; the names or types of professional development and cost per participant, etc).

a. For Personnel, include the position title and proportion of FTE allocated to the grant. For seasonal or hourly staff, you may provide anticipated weekly (or monthly, etc.) hours instead of FTE and any other pertinent information, such as time period the staff member will be working on the grant, if not throughout the full budget period.

b. For contracted services over $5k, attach a detailed Statement of Work (SOW), Contract, MOU, or other document detailing services and deliverables to be provided and cost for each service. Note: Detailed invoices showing work completed, dates of service, and cost for each service (aligned to the contract) must be attached when claiming against this line item. In addition, ensure compliance with the Conflicts of Interest guidelines below.

2. Select the expense sub-category that most accurately describes the expense. If a particular activity or event includes costs from more than one expense sub-category, report each sub-category as a separate line item.

3. Provide a brief justification for the expense to describe what purpose or need the expense serves for the project, including activity/ies supported by the expense (identify activities by the Activity Numbers from your Activity Table).

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4. For all direct costs, enter the budgeted amount in the appropriate column/s (direct administrative and/or direct service). Direct administrative costs may not exceed 10% of the total grant amount (i.e., for a $200,000 grant, direct administrative costs may not exceed $20,000).

5. At the bottom of the budget, enter the indirect costs being charged to the grant. Ensure that the indirect cost amount is calculated at or below the maximum allowable rate as a percentage of the direct costs allocated to the grant. (The maximum allowable indirect cost amount will be automatically calculated at the top of the budget based on the total award amount and indirect cost rate. For more information, see how to calculate indirect costs.)

6. If applicable, add budget comments in the space provided at the bottom of the budget to explain any circumstances that impact or explain your budget, such as large expenses for the grant project that are covered by other sources, etcetera.

Conflicts of Interest We understand some projects work in communities with few experts in certain cultural practices, and that in order to offer culturally appropriate and affirming services to youth, a grantee may be in a position to consider contracting with or hiring someone who has a personal or familial relationship to staff or Board members of the grantee organization. This may present a situation which would (actual conflict of interest) or could (potential conflict of interest) result in a financial benefit or detriment for the staff or Board member, a relative of the staff or Board member, or any business with which the staff or Board member or their relative is associated.

In cases where you foresee the potential to hire or contract with an individual (or a company owned by an individual) who is working for the project or related to anyone working for the project, notify your SSP coordinator in advance and provide the following information in writing about the procurement process to ensure you have adequately addressed the perception of conflicts of interest:

1. Describe the work needed, the reasonable associated costs, and method used to determine this figure.

2. Will the opportunity be posted publicly?

3. What is the nature of the actual or potential conflict of interest?

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 4 https://docs.google.com/document/d/1q0Kzg5CfaMBTGqGAGn5xiqNv8SBQ26dFGgwZB-Yudrg/edit#heading=h.vez54nxtwze0 https://docs.google.com/document/d/1q0Kzg5CfaMBTGqGAGn5xiqNv8SBQ26dFGgwZB-Yudrg/edit#heading=h.vez54nxtwze0

4. Why is this individual or entity the best candidate for the role or service that you would like to hire them for?

USE OF GRANT FUNDS

1. Personnel

1.1. Allowable: Salary and personnel expenses (benefits) for staff performing work directly related to grant activities, including providing direct service to students, supervision of direct service delivery, and staff time to collect and report progress, outcome, and demographic data required by ODE. Salaries and fringe benefits may be charged as a direct cost only in the proportion of FTE directly allocable to the approved grant program. Note: contracted staff and positions paid under agreements with partners must follow the same guidelines and be included in the Contracted Services section of the budget. See also: relevant claim reporting requirements.

1.2. Unallowable: Salary and personnel expenses for staff performing administrative work that benefits the grantee organization as a whole and is not readily allocable to the approved grant program may not be charged to the grant except through the recovery of indirect costs, according to the guidelines stipulated in this document.

1.3. Unallowable: Please refer to the miscellaneous section.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 5

2. Contracted Services

2.1. Allowable: Contracted professional services (e.g., mental health counseling) for participants and/or for staff who provide direct service to participants. ODE may request documentation, including but not limited to: the solicitation process used to select the contractor, certificates of insurance (if required), and contracts and/or invoices for services rendered. If youth are contracted to perform work of the grant program (e.g., tutoring services), the following information should be provided: Who are the youth providing the contracted service? How are they recruited? What training/supports do the youth providing tutoring services receive to ensure the tutoring provided is appropriate? How are the tutoring services provided evaluated and tracked? For additional guidance on contracting with youth workers, see Additional definition and guidelines available below.

Note: See guidelines around budgeting requirements for contracted services in section 1a of the Budget Development Guidelines.

2.2. Allowable: Contracted services necessary to conduct grant activities, such as site rental costs, and childcare and translation/interpretation services to reduce barriers to participation. Note: Site rental costs or use fees allocable to the grant for facilities specifically procured for purposes of the approved grant activities may be charged as a direct cost. Facilities costs for the organization in general are considered indirect costs (as noted below).

2.3. Allowable: Speaker fees incurred for events, conferences, seminar series, or any other gathering where the speaker’s participation is reasonable and necessary for successful performance of the goals and activities of the grant program.

Justification for the need for hiring the speaker must be provided. The maximum allowable amount for speaker fees is $5,000 per day (except by special request/approval*); travel costs for speakers are not eligible for reimbursement.

2.4. Allowable: Reasonable, allocable, and necessary professional development and training, including education certifications (such as SIOP, SEL, or QTEL for example) for staff who provide direct service to students for approved project activities, stipends for participants, costs for sub coverage, overtime costs, and in-state travel, in accordance with all applicable collective bargaining contracts.

Professional development for educators may be paid for by the grant only when it is not part of district-mandated professional development. Educators may only

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 6 receive compensation for participation in professional development when the training is held outside of contracted work time.

2.5. Requires Additional Review*: Travel costs for out-of-state conferences or events.

2.6. Requires Additional Review*: Tuition and/or other costs related to education endorsements, teacher/admin licensure, and/or licensure fees.

2.7. Requires Additional Review*: Scholarships and tuition assistance.

2.8. Unallowable: Participation incentives, such as gifts, gift cards, cash, check, e-payment (e.g., Venmo, Cash App) to individuals participating in the program, including paying school staff within school hours to attend mandated PD.

2.9. Unallowable: Please refer to the miscellaneous section.

3. Travel & Transportation

3.1. Allowable: Reimbursement for mileage at the state approved rate, vehicle rental, and charter transportation for travel necessary to accomplish grant program activities.

3.2. Allowable: Participant transportation costs (such as bus or metro passes, mileage reimbursement at state per diem rate, or fuel cards) to reduce barriers to participation in grant activities.

3.3. Requires Additional Review*: Costs related to out-of-state travel.

3.4. Unallowable: Please refer to the miscellaneous section.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 7 https://www.gsa.gov/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursemen?gsaredirect=mileage

4. Supplies & Materials

4.1. Allowable: All consumable materials required for program delivery. This may include, but is not limited to: office supplies; postage; printing; course materials and curriculum; limited event supplies such as food and presentation materials;

and other reasonable, allocable, and necessary costs for implementing the approved project. For guidelines/limitations on food costs, see the Food Costs

Guidelines section.

4.2. Allowable: Vouchers (e.g., school supply voucher, fuel cards, and food cards or vouchers that state no alcohol or tobacco may be purchased), emergency clothing or personal hygiene products for participants experiencing hardships.

These vouchers and supplies may be valued at no more than $50/family per fiscal year.

4.3. Allowable: Expenditures related to advertising and outreach costs that are solely for the purposes of: (a) recruiting participants specifically for approved Project activities, or b) recruitment of personnel for Project activity and/or objective.

4.4. Requires Additional Review*: Clothing, shoes, uniforms, or other supplies for participants except as described in section 4.2.

4.5. Unallowable: Supplies for general organization use not clearly allocable to grant program activities.

4.6. Unallowable: All advertising costs other than specified above.

4.7. Unallowable: Please refer to the miscellaneous section.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 8

5. Equipment

5.1. Allowable: Equipment required to administer the grant Project can be purchased once per grant cycle for the Grant Project. Items purchased with grant funds must be reasonable, allocable, and necessary to implement the grant Project.

Note: Office equipment expenditures charged to the grant are a direct administrative cost.

5.2. Allowable: Electronic devices and equipment for student or participant use that are reasonable, allocable, and necessary to implement the approved grant

Project (e.g., laptops, tablets, headsets for listening to translations, or other electronic devices that are necessary to implement the approved grant program).

5.3. Unallowable: Capital assets such as furniture, playground equipment, renovation costs, vehicles, etc.

5.4. Unallowable: Please refer to the miscellaneous section.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 9

6. Indirect Costs

6.1. Allowable: Indirect costs are allowed as a percentage of the direct costs of the grant at the following rates:

6.1.1. Up to five percent for school districts, public charter schools, early learning hubs, or post-secondary institutions of education;

6.1.2. Up to fifteen percent for community-based organizations, culturally specific organizations, or providers of early learning services;

6.1.3. Up to fifteen percent or federally approved indirect rate for Tribes.

6.1.4. Indirect costs for partnerships or consortiums will be allowed based on the lead entity’s organization type.

6.2. Unallowable: Indirect costs in excess of the approved rate based on lead/grantee entity type, and as identified in the grant agreement.

6.3. How to calculate indirect costs

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Example 1: Calculate indirect costs based on the total direct costs

$183,260.45 Total Direct Costs (the total of all budget categories before indirect costs) x 0.15 Multiply by your approved rate as a decimal (in this example, 15% becomes 0.15)

$27,489.07 Total Indirect Costs

Example 2: Calculate Indirect costs based on the total grant amount

Step 1: Calculate Total Direct Costs

$ 200,000.00 Total Grant Amount

÷ 1.15 Divide by 1+ your approved indirect rate as a decimal (in this example, 15% becomes 1.15)

$ 173,913.04 Total Direct Costs

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7. Miscellaneous

7.1. Unallowable: Costs to establish or support at-home office spaces.

7.2. Unallowable: Costs related to grant writing or fundraising activities.

7.3. Unallowable: Religious activities or services.

7.4. Requires Additional Review*: Charging rent, utilities, and insurance premiums (or other costs typically considered indirect/overhead/facility and administration costs) as direct costs of the grant. Any request for approval of classification of costs typically considered “indirect” as direct costs must be accompanied by supporting documentation demonstrating the organization’s policies for how direct and indirect costs are allocated.

7.5. Requires Additional Review*: Scholarships and tuition assistance.

7.6. Unallowable: Participation incentives, such as gifts, gift cards, cash, check, e-payment (e.g., Venmo, Cash App) to individuals participating in the program, including paying school staff within school hours to attend mandated PD.

Vouchers and other support to reduce barriers to participation are allowable as described in the Contracted Services, Travel, and Supplies sections. Stipends as payment for services rendered in support of the approved project plan are allowable as described in the Contracted Services section.

7.7. Unallowable: Stipends or honoraria that are not reasonable, necessary, and allocable to the grant program.

7.8. Unallowable: Entertainment, gifts with a monetary value more than $50, and recreational or sport activities that are not directly related to the implementation of plan strategies and/or are not reasonable, allocable, and necessary to accomplish the approved project plan.

8. Claim Reporting Requirements

8.1. Claims must be submitted quarterly. Monthly claim processing may be allowed upon request.

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8.2. Claims are submitted in EGMS and must be supported by an expenditure report in Smartsheet showing claims against the approved budget, and including justification and progress on the approved project plan.

8.3. Grantees may be required to submit additional documentation to support their claim, including but not limited to transaction ledgers and detailed invoices/receipts.

8.4. For Personnel costs, grantees must provide staff member name, job title, percentage FTE, or hourly rate and anticipated total hours.

9. Food Cost Guidelines

9.1. Allowable: SSP grants may be used for providing food for approved project activities, at the rates established for your county by the General Services

Administration (see below for how to determine the per-meal, per-participant food allowances for your location).

9.1.1. All meal costs are limited to the General Services Administration per diem rates for Oregon: Go to the Per Diem Rates | GSA webpage.

9.1.2. Enter the year (it should default to the most current year), the state, city, and ZIP code. Please use the city you are hosting the meeting in.

9.1.3. Click “Find Rate.”

9.1.4. Scroll down to the Meals and Incidental Expenses (M&IE) rates and breakdown section.

9.1.5. Incidentals (for example, delivery fee or tip) need to be included within the amount provided.

9.2. Requires Additional Review*: Food costs over the per-meal, per-participant limits described above.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 13 https://www.gsa.gov/travel/plan-book/per-diem-rates

HELP

If you have questions about any of the information provided in this document, or need to request approval of a grant expenditure, contact your Student Success Plan Coordinator or

Miriam.Neidhardt.Mcphee@ode.oregon.gov.

Student Success Plan Program Coordinator

All Grants miriam.neidhardt.mcphee@ode.oregon.gov

African American / Black Student Success Plan april.negrette@ode.oregon.gov

Latino/a/x Student Success Plan Susan.Mekarski@ode.oregon.gov

LGBTQ2SIA+ Student Success Plan Angie.Foster-Lawson@ode.oregon.gov

Native Hawaiian/ Pacific Islander Student Success Plan

Carol.Matsuzaki@ode.oregon.gov

Immigrant / Refugee Student Success Plan ode.immigrantrefugee.success@ode.oregon.go v

Additional information is available in this video tutorial of how to update your budget and activity table in Smartsheet, including tips on using the Smartsheet platform as well as general best-practices and guidelines for grant budget development.

DEFINITIONS

Allocable: Costs incurred specifically to implement the approved grant activities, or portions of costs shared among other programs which can be reasonably apportioned to the grant program based on proportional benefit. For example, if a full-time staff member is assigned to run two programs (the ODE grant program and another program not related to the ODE grant) and half of their work time is spent on the ODE grant program, that means .5 FTE for that staff member is allocable to the ODE grant.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 14 mailto:miriam.neidhardt.mcphee@ode.oregon.gov mailto:miriam.neidhardt.mcphee@ode.oregon.gov mailto:april.negrette@ode.oregon.gov mailto:Susan.Mekarski@ode.oregon.gov mailto:Angie.Foster-Lawson@ode.oregon.gov mailto:Carol.Matsuzaki@ode.oregon.gov mailto:ode.immigrantrefugee.success@ode.oregon.gov mailto:ode.immigrantrefugee.success@ode.oregon.gov https://drive.google.com/file/d/1nBFwgk8kFQYEdoSAgyv__yP-62Qz0Wvr/view?usp=sharing

Capital Asset: Assets or property (whether tangible or intangible) with a useful life beyond the contracted grant life.

Capital Expenditure: Expenditures to acquire capital assets or to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life.

Community Based Organization (CBO): A nonprofit organization that is reflective of a community or significant segments of a community it seeks to serve.

Contracted Services: A service provided to the grantee organization that is fully or partially funded using SSP grant dollars through an agreement between a business, organization, or individual who the grantee agrees to pay for a determined service.

Culturally-Specific Organization (CSO): An organization that serves a particular cultural community and is primarily staffed and led by members of that community; these organizations demonstrate: intimate knowledge of lived experience of the community, including but not limited to the impact of structural and individual racism or discrimination on the community;

knowledge of specific disparities, barriers or challenges documented in the community and how that influences the structure of their program or service; commitment to the community’s strength-based and self-driven thriving and resilience; ability to describe and adapt their services to the community’s cultural practices, health and safety beliefs/practices, positive cultural identity/pride, religious beliefs, etc.

Direct costs: Costs that are directly and readily allocable to the activities of the grant, and which provide measurable, direct benefits to the grant program. Direct service costs are those primarily associated with providing direct service to program participants and otherwise carrying out the approved project plan. These costs will encompass the bulk of grantee’s award expenditures. Direct administrative costs include administrative functions readily allocable to and required for administering the grant program such as oversight, grant expenditure data collection, leadership, management, and supervision. Direct administrative costs may not exceed 10% of the overall grant amount. See also: indirect costs.

Equipment: Any asset that has a useful life beyond the grant period.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 15

Grant cycle: The full life cycle of a grant that spans from when an applicant is awarded, to when the performance period, as identified in the grant agreement, is completed.

Grant partner: A separate organization that the primary grant recipient has entered into an agreement with for the purpose of implementing certain grant program activities and objectives. There are clear roles and expectations for the grant partner and a clear understanding of their contribution in implementing grant program activities and objectives.

Honorarium: A payment given for professional services that are rendered nominally without charge.

Incentive: Financial compensation, public recognition, or other benefits used to reward higher levels of performance and/or ideas or contributions.

Incurred/incurred costs: Costs borne by the grantee for grant activities. Costs are incurred when the transaction takes place, even if the expenses have not yet been paid. For example, if an entity issues a purchase order or pays via credit card for an expense, the expense has been incurred, even though they haven’t yet paid the order invoice or credit card statement. SSP grant expenses are eligible for reimbursement once the expense has been incurred, provided the expense is for grant activities that occur within the period of performance. If an expense is paid in advance for an event/activity that doesn’t end up taking place, the grantee must notify their coordinator.

Indirect costs: Costs not readily identifiable with the activities of the grant but incurred for the joint benefit of those activities and other activities of the organization. Examples include, but are not limited to: depreciation on buildings and equipment; the costs of operating and maintaining facilities; and general administration and general expenses, such as the salaries and expenses of executive officers, personnel administration, and accounting.

Necessary: Costs and expenses required for the successful implementation of grant activities.

Partnership: A relationship among the lead Applicant and one or more other organizations who are directly and continuously involved in the development and implementation of the proposed

Project plan. All partners are actively engaged in or play a significant role in the partnership’s decision-making and engagement with communities.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 16

Reasonable: Clearly aligned with the Student Success Plan and the approved project plan (see

Determining “Reasonable and Necessary” Expenses for more).

Stipend: A fixed sum of money paid to individuals in exchange for performing otherwise unpaid work or while they receive training.

Work-Based Learning: Structured learning in the workplace or simulated environment that provides opportunities for sustained interactions with industry or community professionals that foster in-depth, firsthand experience of the expectations and application of knowledge and skills required in a given career field (definition from Perkins V Work-Based Learning Handbook).

Must be focused on one of the six career clusters outlined in Oregon’s CTE Programs of Study, including: Agriculture, Food, and Natural Resources Systems; Arts, Information, and

Communications; Business and Management; Health Sciences; Human Resources; and Industrial and Engineering Systems. For details on specific skill sets by career, see CTE Oregon Skill Sets.

Wraparound Services: Services (including but not limited to mental health, addiction, child welfare, intellectual/developmental disabilities, juvenile justice, and education) coordinated in a youth- and family-driven, strengths-based process to achieve a positive set of outcomes.

ODE Student Success Plan Grant Expenditure Guidance_v11-05-2025 17 https://www.oregon.gov/ode/learning-options/CTE/careerareas/Documents/FINAL_WBLHandbook_MASTER%207-30-21_Accessible.pdf https://www.oregon.gov/ode/learning-options/CTE/resources/Pages/CTE-Oregon-Skill-Sets.aspx