oppED-GRANTS-022018-001-cfda84.358-cid84-358A2018-1-instructions.docx

U.S. Department of Education Office of Elementary and Secondary Education Office of School Support and Rural Programs Washington, D.C. 20202

Fiscal Year 2018

Application for New Grants Under the Small, Rural School Achievement Program

CFDA 84.358A

Dated Material - Open Immediately Closing Date: April 20, 2018

Approved OMB Number: 1810-0646 Expiration Date: 04/30/2020

Paperwork Burden Statement

According to the Paperwork reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. The valid OMB control number for this information collection is: 1810-0646. Public reporting burden for this collection of information is estimated to average three hours per response, including the time for reviewing instructions, searching existing data resources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The obligation to respond to this collection is required to obtain a grant under the Small, Rural School Achievement program, authorized under Title V, Part B, Subpart 1of the Elementary and Secondary Education Act of 1965, as amended by the Every Students Succeeds Act of 2015.

If you have comments or concerns regarding the status of your individual submission of this form, write directly to: U.S. Department of Education, School Support and Rural Programs, 400 Maryland Avenue, SW, Room 3E216, Washington D.C. 20202. [Note: Please do not return the completed application to this address.]

Table of Contents

United States Department of Education

OFFICE OF ELEMENTARY AND SECONDARY EDUCATION

OFFICE OF SCHOOL SUPPORT AND RURAL PROGRAMS

Dear Colleague Letter Dear Applicant:

Thank you for your interest in the Small, Rural School Achievement (SRSA) program, administered by the Office of Elementary and Secondary Education of the U.S. Department of Education (the Department). The SRSA program is one of two programs authorized under the Rural Education Achievement Program (REAP) – Part B of Title V of the Elementary and Secondary Education Act of 1965 (ESEA), as amended by the Every Student Succeeds Act of 2015 (ESSA). The SRSA program authorizes formula grant awards to small, rural local educational agencies (LEAs) that meet the eligibility requirements. SRSA awards may be used to fund a wide range of local activities that support student achievement. In addition, the SRSA program provides eligible LEAs with greater flexibility in using the formula grant funds they receive under certain State-administered Federal programs.

On December 10, 2015, the ESSA, which reauthorized the ESEA, was signed into law. With respect to SRSA eligibility determinations, the ESSA became effective with fiscal year (FY) 2017 awards. In an effort to provide applicants with more information about the SRSA program, as authorized under the ESSA, the FY 2018 application package is several pages longer than the application package that existed in prior years. Nevertheless, the information we are collecting on the application is very similar to the information collected previously. We strongly encourage you to take the time to review the application package thoroughly and in its entirety, as we have made several changes in order to implement new ESSA provisions, ensure the data used to determine awards are valid, and reliable, and improve the grant award process. We summarize below changes to program eligibility and the application process, as well as highlight important provisions regarding the calculation and period of availability of awards:

Regarding eligibility,

(1) an LEA that is a member of an educational service agency (ESA) is eligible for SRSA funds, if it meets the SRSA eligibility requirements and if the ESA does not receive SRSA funds;

(2) an LEA that is eligible for both SRSA and the Rural and Low-Income School (RLIS) program must choose to participate in either SRSA or RLIS; and

(3) the Department utilizes the National Center for Education Statistics’ (NCES) 2016-17 Local Education Agency Universe Survey (LEA Directory) to determine its master list of LEAs. Therefore, an LEA not in existence in 2016-17 will not receive an FY 2018 award.

Regarding the application submission procedures,

(1) beginning in FY 2017, all eligible LEAs are required to submit an SRSA application annually in order to receive SRSA funds, regardless of whether the LEA received an award in prior years. An eligible LEA that fails to submit an FY 2018 SRSA application in accordance with the application submission procedures is at risk of not receiving an FY 2018 SRSA award. Such LEAs may receive an award only to the extent funds become available after awards are made to all eligible LEAs that complied with the application procedures; and

(2) all eligible LEAs are required to submit their SRSA application electronically via the Grants.gov portal unless the LEA qualifies for an exception to the electronic submission requirements. For information about exceptions to the electronic submission requirements, applicants should review the application submission requirements described in the Federal Register Notice for the application.

Regarding funding,

(1) the available period of SRSA funds will be 15 months (e.g., for FY 2018 awards, LEAs must obligate funds between July 1, 2018 and September 30, 2019);

(2) award amounts will be adjusted (see ESEA section 5212(b)(3)[footnoteRef:2]) after the Department subtracts the total amount of funding the LEA received during FY 2016 under the Title II, Part A program[footnoteRef:3]. Furthermore, the Department will apply the ratable adjustment to all LEAs, regardless of whether they have an initial award amount of the statutory minimum, maximum, or in between. This will ensure the ratable adjustment is applied across all LEAs. LEAs that received the smallest allocations in prior years likely will see a notable increase in their award amounts. On the other hand, LEAs that received the maximum or close to the maximum award amount in prior years will likely see a decrease in their FY 2018 award amount; and [2: Throughout this document, unless otherwise indicated, citations to the ESEA refer to the ESEA, as amended by the ESSA.] [3: FY 2018 SRSA grant amounts are based on a statutory formula that takes into account several factors, including the amount of funds an LEA received during FY 2016 under the Title II, Part A program. Beginning with the FY 2019 SRSA grant award cycle, LEA allocations under the newly authorized Title IV, Part A (Student Support and Academic Enrichment program) will also be factored in when determining SRSA award amounts. The first awards for Title IV, Part A were made with FY 2017 funds. Therefore, for purposes of calculating the FY 2019 SRSA grant awards, the Department will take FY 2017 funds received by eligible LEAs under both Title II, Part A as well as Title IV, Part A into consideration when calculating SRSA award amounts.]

(3) according to the Hold Harmless provision in section 5212(b)(4) of the ESEA, LEAs that were eligible and received 75% of their FY 2015 SRSA award in FY 2017, because of amendments the ESSA made to the locale code designations referenced in section 5211(b)(1)(A)(ii) of the statute, may continue to receive their reduce rate SRSA awards in FY 2018 (50%) and FY 2019 (25%). (See ESEA section 5212(b)(4) for more information). In order to receive these awards, Hold Harmless LEAs are required to submit an annual application according to the same procedures as SRSA-eligible LEAs.

To apply for this formula grant program in FY 2018, it is mandatory for all eligible LEAs to submit a separate SRSA application for each entity (elementary and high school) through the government-wide website, Grants.gov (http://www.grants.gov). If you have not used Grants.gov for other grant submissions, please do not wait to begin the application process. Registering in Grants.gov involves many steps, which normally take approximately one week to complete, but could take upwards of several weeks to complete, depending on various factors. We strongly encourage you to familiarize yourself with Grants.gov and strongly recommend that you register and submit your application(s) early. An application will not be funded if the applicant does not comply with all of the procedural rules that govern the submission of the application or if the application does not contain the information required under the program (34 CFR §75.216(b) and (c)).

Applications must be submitted through Grants.gov Workspace. For further information and guidance related to this requirement, please review the (1) Submitting Aplications Using Workspace and (2) Grants.gov Submission Procedures and Tips for Applicants sections found within this package for further information and guidance related to this requirement.

Please visit our program website at http://www2.ed.gov/programs/reapsrsa/index.html for further information. If you have any questions about the program after reviewing the application package, please contact the REAP Team by telephone at (202) 401-0039 or by e-mail at reap@ed.gov.

Sincerely, David Cantrell Acting Director

Program Overview

Introduction

The Rural Education Achievement Program (REAP), authorized under Title V, Part B of the Elementary and Secondary Education Act (ESEA), as amended by the Every Student Succeeds Act of 2015 (ESSA), is designed to assist rural local educational agencies (LEAs) in using Federal resources more effectively to improve the quality of instruction and student academic achievement. It consists of two separate programs – the Small, Rural School Achievement (SRSA) program and the Rural and Low-Income School (RLIS) program.

This package provides additional information about the SRSA program, including (1) program eligibility changes that are a result of the newly reauthorized ESEA, and (2) procedural changes designed to improve the grant award process. It also describes the process all LEAs must follow to apply for fiscal year (FY) 2018 SRSA awards. Please note, FY 2017 was the first year of a new authorization cycle, therefore, all grantees are required to submit an FY 2018 SRSA application. Additionally, unlike the Department’s procedures under the prior authorization period, all eligible LEAs will be required to submit a new SRSA application on an annual basis in order to receive future year awards. This change will help the Department improve SRSA program operations to include informing grantees earlier in the year of their eligibility for the SRSA grant and the amount of the award, and to distribute awards to grantees as early as July 1 of each year. In addition, the annual application will enable the Department to receive notification of whether an LEA desires to receive an SRSA grant in cases of LEAs that are eligible for both SRSA and RLIS, confirm an LEA’s intent to make use of SRSA funding, maintain updated and accurate grantee contact information, and ensure grantees are able to draw down grant funds from the Department’s G5 grant system immediately upon receipt of their grant award.

Please read these instructions carefully and in their entirety to learn more about the SRSA program and the application submission procedures. In accordance with Department regulations, applicants that do not comply with all procedural rules governing submission of SRSA applications will not be evaluated for funding and the applicant will not receive an SRSA award.

Purpose

The SRSA program authorizes formula grant awards directly to LEAs to support a wide range of local activities that support student achievement. It also provides eligible LEAs with greater flexibility in using the formula grant funds they receive under certain State-administered Federal programs. This flexibility is known as the Alternative Uses of Funds Authority (AFUA). See the next section for more information about AFUA.

Eligibility

SRSA Eligibility Criteria:

LEAs are eligible to participate in the SRSA grant program if they:

1. have a total average daily attendance (ADA) of less than 600 students, or serve only schools that are located in counties that have a population density of fewer than 10 persons per square mile; and

2. serve only schools that have been assigned a school locale code of 41, 42, or 43 by the Department’s National Center for Education Statistics (NCES) or are located in an area of the State defined as rural by a governmental agency of the State. In instances in which a State agency defines the area in which an LEA is located as rural, the State educational agency (SEA) and the Department must agree to the rural designation before the LEA may participate in either AFUA or the SRSA grant program.

In addition, an LEA that is a member of an educational service agency (ESA)[footnoteRef:4] is eligible to participate in SRSA if the ESA does not receive SRSA funds and if the LEA meets the requirements described in (1) and (2) above. [4: Educational service agency, as defined in Title VIII, section 8101(18) of the ESEA, means a regional public multiservice agency authorized by State statute to develop, manage, and provide services or programs to local educational agencies. ]

FY 2018 Eligible LEAs:

The Department determines SRSA eligibility using a combination of data from NCES, the U.S. Census Bureau, and SEAs. More specifically, for FY 2018 awards, the Department utilized the NCES 2016-17 Local Education Agency Universe Survey (LEA Directory) to determine its master list of LEAs.[footnoteRef:5] The 2016-17 LEA Directory is similar to the master list the Department used for FY 2017 awards. The FY 2018 master list of LEAs is populated with locale code, population density, and poverty data provided by NCES and the U.S. Census Bureau, as well as average daily attendance data, missing poverty data, and State-designated “rural” information (if applicable), submitted to the Department by SEAs in December 2017. SEAs provided missing data and updated operational information in early 2018. Using this data, the Department will determine, for purposes of FY 2018, (1) which LEAs are eligible for SRSA, (2) which are eligible for RLIS, (3) which are eligible for both programs, and (4) which are no longer SRSA eligible, but may receive an award under the Hold Harmless provision referenced in section 5212(b)(4). [5: For more information about the National Center for Education Statistics’ Local Education Agency Universe Survey data, please visit the following website: http://nces.ed.gov/ccd/pubagency.asp. ]

Please note, if an LEA was not yet in existence in 2016-17 (and therefore is not in the 2016-17 LEA Directory), it will not be considered for FY 2018 SRSA eligibility and should not apply. If an eligible LEA in the 2015-16 LEA Directory is no longer in existence as of 2016-17 or will close prior to 2017-2018, the LEA is no longer eligible to receive an FY 2018 SRSA award and should not apply.

A list of LEAs eligible to apply for FY 2018 SRSA awards is available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html. An eligible LEA that does not apply in accordance with the application submission procedures will not be awarded FY 2018 SRSA funds.

ESA LEAs:

As part of the reauthorization of Title V, Part B of the ESEA, an LEA that is a member of an ESA is eligible to participate in SRSA if the ESA does not receive SRSA funds and if the LEA meets the requirements described in (1) and (2) above. The Department notifies both LEAs and ESAs of their eligibility for an SRSA award via the list it makes available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html. SRSA-eligible LEAs that are members of SRSA-eligible ESAs and the respective ESA must coordinate directly with each other to determine which entity will submit an SRSA application, as both entities may not receive SRSA funds.

Dual Eligible-LEAs:

An LEA that meets the eligibility criteria for both the SRSA program and the RLIS program (also known as “dual eligible-LEAs”) must choose to participate in either SRSA or RLIS. Section 5225(b) of the ESEA requires an LEA with dual eligibility to notify the Department of its preference to participate in either SRSA or RLIS. An LEA with dual eligibility will notify the Department of its choice based on whether or not it submits an SRSA application. An LEA with dual eligibility that applies for SRSA in accordance with the application submission procedures will receive an FY 2018 SRSA award (as long as the statutory funding formula does not result in an LEA award of $0 – for more information see the section titled Funding). An LEA with dual eligibility that chooses not to submit an SRSA application or whose application is not submitted in accordance with the application submission procedures will be included automatically in the list of RLIS-eligible LEAs the Department provides to States. SEAs can choose to issue RLIS grants using a funding formula or on a competitive basis. Therefore, the Department cannot guarantee that a dual eligible LEA that chooses to participate in RLIS will receive an RLIS award.

Dual eligible-LEAs are identified on the list the Department makes available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html. Specifically, dual eligible-LEAs are identified with the word “DUAL” in the column titled “Dual-Eligible for both SRSA and RLIS”. A list of considerations when choosing between SRSA and RLIS is available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html. Please note, this list is not all-inclusive. Each LEA, after familiarizing itself with the requirements and provisions for both programs, must make a decision based on its own needs.

Hold Harmless-LEAs:

LEAs that were eligible and received an FY 2015 SRSA award and would have been made ineligible due to ESSA amendments to the locale code designations referenced in section 5211(b)(1)(A)(ii) are considered Hold Harmless. These Hold Harmless LEAs may continue to receive FY 2018, and FY 2019 SRSA awards at a reduced rate. LEAs that are not SRSA-eligible for other reasons will not receive an award. Hold Harmless-LEAs must submit an FY 2018 SRSA application (as well as a FY 2019 application) in order to receive an award.

We note, LEAs eligible for both SRSA funding pursuant to the Hold Harmless provision, and for an RLIS award must choose which award they want to receive. A list of considerations when making this decision is available at http://www2.ed.gov/programs/reapsrsa/eligibility.html. Similar to the procedures described for dual eligible-LEAs, an LEA eligible for SRSA funding pursuant to the Hold Harmless provision, and an RLIS award, will notify the Department of its choice based on whether or not it submits an SRSA application. If the LEA chooses not to submit an SRSA application or the LEA’s application is not submitted in accordance with the application submission procedures, the LEA will be included automatically in the list of RLIS-eligible LEAs the Department provides to States. SEAs can choose to issue RLIS grants using a funding formula or on a competitive basis. Therefore, the Department cannot guarantee that an LEA that chooses to participate in RLIS will receive an RLIS award.

Hold Harmless LEAs are identified on the list the Department makes available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html. Specifically, Hold Harmless LEAs are identified with an “HH” in the column titled “SRSA–Hold Harmless.” For more information about the Hold Harmless provision and the rate reductions, see the next section titled Funding or see section 5212(b)(4) of the ESEA.

AFUA

AFUA is the term the Department has given to the “Alternative Uses of Funds” Authority under the SRSA program. This authority provides flexibility to SRSA-eligible LEAs to use Title II, Part A and Title IV, Part A formula funds to support local activities under certain State-administered Federal programs in order to assist them in addressing local academic needs more effectively. These State-administered Federal programs are: (1) Title I, Part A, Improving Basic Programs Operated by LEAs; (2) Title II, Part A, Supporting Effective Instruction; (3) Title III, Language Instruction for English Learners and Immigrant Students; (4) Title IV, Part A, Student Support and Academic Enrichment Grants; and (5) Title IV, Part B, 21st Century Community Learning Centers. (See section 5211(a) of the ESEA for more information.)

An SRSA-eligible LEA does not have to apply for SRSA funds in order to exercise its AFUA authority. An LEA that is eligible for both SRSA and RLIS may exercise AFUA authority even if the LEA chooses to participate in RLIS instead of SRSA. Regardless of which program the LEA chooses, the LEA must notify its SEA on an annual basis on or before the notification deadline established by the SEA of its intent to exercise its AFUA authority. LEAs should reach out to their SEA contact for more information about the SEA’s AFUA notification deadline.

Funding

Award Amounts and Award Date:

For FY 2017, the Department awarded approximately $88 million in SRSA funds to nearly 3,900 LEAs. The average award amount for FY 2017 was $22,671. The maximum award amount an LEA may receive in any year is $60,000. The Department expects to award a similar amount in SRSA funds in FY 2018, but this will be determined by final congressional action on FY 2018 appropriations.

The Department intends to make FY 2018 and future awards in July of each year.

Calculation of Awards:

SRSA grant amounts are calculated on the basis of a statutory formula (see ESEA section 5212(b)). The actual size of an LEA’s FY 2018 award will depend on several factors including: the amount of funds appropriated by Congress for the SRSA grant program, the number of LEAs that are eligible and apply for SRSA funds, the LEA’s average daily attendance for the preceding year, and the LEA’s Title II, Part A award amount from FY 2016.

More specifically, for each LEA that is eligible and has applied, the Department calculates an initial allocation that is equal to $20,000 plus $100 for each child in average daily attendance above 50, except that no LEA may receive an initial allocation of more than $60,000. An LEA’s final allocation is equal to the initial allocation minus the total amount of funding the LEA received during FY 2016 under the Title II, Part A program. If the amount that Congress appropriates in any fiscal year is not sufficient to provide all eligible LEAs that submit an SRSA application the entire amount that they would otherwise receive by formula, the Department ratably reduces the allocation for all LEAs. Similarly, the Department ratably increases LEA allocations if the amount appropriated for SRSA is greater than the amount necessary to provide each LEA with its full allocation.

The Department will ratably adjust awards after it has subtracted the total amount of FY 2016 Title II, Part A funding received by each eligible LEA. Furthermore, the Department will apply the ratable adjustment to all LEAs, including to LEAs with an initial amount of the $20,000 minimum as well as to those at the $60,000 maximum. As a result, LEAs that received the smallest allocations in prior years will likely see an increase in their FY 2018 award amount, and LEAs that received the maximum or close to the maximum award amount in prior years will likely see a decrease in their FY 2018 award amount.

SRSA Hold Harmless Provision:

According to section 5212(b)(4) of the ESEA, an LEA that is no longer eligible for SRSA because of amendments the ESSA made to the locale code designations referenced in section 5211(b)(1)(A)(ii), but that was eligible and received an FY 2015 SRSA award, will receive a proportion of its FY 2015 award amount for each of three years. Specifically, for FY 2018, the LEA will receive 50 percent of the amount it received for FY 2015; and for FY 2019, the LEA will receive 25 percent of the amount it received for FY 2015. As stated previously, Hold Harmless LEAs must submit an FY 2018 SRSA application in order to receive an FY 2018 Hold Harmless allocation.

Availability of Funds:

FY 2018 funds will be awarded for the performance period of July 1, 2018 through September 30, 2019. The LEA may use SRSA funds to cover allowable expenses incurred during this period, and they must obligate funds during this period. The regulations at 34 CFR § 75.707 provide examples of when an “obligation” occurs for various types of activities. LEAs must liquidate all obligations by December 30, 2019. Any obligations not liquidated within this period will be subject to further scrutiny and may not be approved. We note that SRSA funds do not have the additional 12-month period of availability (commonly referred to as the “Tydings period”) that applies to many State-administered formula programs.

Uses of SRSA Funds:

Beginning with the 2017-2018 school year, an LEA may use its SRSA funds to carry out local activities authorized under the following programs: (1) Title I, Part A, Improving Basic Programs Operated by LEAs; (2) Title II, Part A, Supporting Effective Instruction; (3) Title III, Language Instruction for English Learners and Immigrant Students; (4) Title IV, Part A, Student Support and Academic Enrichment Grants; and (5) Title IV, Part B, 21st Century Community Learning Centers.

Frequently Asked Questions

Q1. The Application for Federal Assistance (SF 424) references discretionary grant programs. Does my LEA have to complete the SF 424 since the SRSA is a formula program?

A1. Yes, your LEA must complete and submit the SF 424 in order to apply for SRSA funds in accordance with the application submission procedures. The SF 424 is used for both discretionary and formula grant programs.

Q2. The SF 424 asks for information that was not required in the past and that is not directly applicable to the SRSA program. Does my LEA have to provide this information?

A2. Yes. The SF 424 is a standard form used by many programs. If required fields are not completed, you will not be able to submit your application via Grants.gov. In the application instructions section, on page 21, we provide Helpful Hints for completing fields not required in the past and not directly related to the SRSA program.

Q3. When completing the SF 424, can the name provided for the program contact (requested in item 8f) be the same name provided for the authorized representative (requested in 21)?

A3. Ideally, the applicant will identify two separate individuals for items 8f and 21. However, in cases of very small LEAs, the authorized representative can also be listed as the program contact.

Q4. When completing the SF 424, what amounts should an applicant enter for “Estimated Funding” (items 18a and 18b)?

A4. Some information requested on the SF 424 is not directly applicable to the SRSA program. Nevertheless, the information is required in order to submit your application via Grants.gov. For Item 18, Estimated Funding, please enter the number zero in both (a) and (b). SRSA grant funding levels are determined by the Department. For more helpful hints about completing fields not required in the past or not directly related to the SRSA program, please see the Helpful Hints described on page 21 of this package.

Q5. If an applicant encounters a problem while uploading an application form, does obtaining a Support Desk Case Number from Grants.gov mean the application will be accepted even though it may be submitted after the deadline?

A5. Obtaining a Support Desk Case Number from Grants.gov does not guarantee an application will be accepted when submitted late. The program office must confirm that a technical problem with the Grants.gov system caused the application to be submitted late before the program office can determine if accepting the late application is appropriate.

Q6. How early should applicants submit applications?

A6. Start the application as soon as possible. An applicant is required to obtain several credentials before uploading an application to Grants.gov. Obtaining these credentials (Data Universal Numbering System (DUNS) Number, Tax Identification Number (TIN), System for Award Management (SAM) certification, etc.) can take several weeks and an application will not be approved until all registration requirements have been met.

Q7. What are the exceptions to the electronic application submission requirements?

A7. In accordance with the instructions found in the Federal Register notice, only those requesting and qualifying for an exception to the electronic submission requirement may submit an application via mail, commercial carrier, or by hand delivery. Your LEA may qualify for an exception to the electronic submission requirement, and you may submit your application in paper format, if you are unable to submit an application through the Grants.gov system because—

You do not have access to the Internet; or You do not have the capacity to upload large documents to the Grants.gov system;

and

No later than two weeks before the application deadline date (14 calendar days or, if the fourteenth calendar day before the application deadline date falls on a Federal holiday, the next business day following the Federal holiday), you mail or fax a written statement to the Department, explaining which of the two grounds for an exception prevents you from using the Internet to submit your application.

Please review the instructions in the Federal Register notice for more information.

Q8. In prior years, my LEA has received an SRSA grant award even though it did not submit an application on an annual basis. If my LEA does not submit an application for FY 2018, will it still receive an SRSA award?

A8. No. If an LEA does not submit an application for FY 2018, it will not receive an SRSA grant award. FY 2017 was the first year of a new authorization cycle, therefore, all grantees were required to submit a new application. In addition, the Department will require SRSA-eligible LEAs to submit an application on an annual basis to enable the Department to receive notification of whether an LEA desires to receive an SRSA grant in cases of LEAs that are eligible for both SRSA and RLIS, confirm an LEA’s intent to make use of SRSA funding, maintain updated and accurate grantee contact information, and ensure grantees are able to draw down grant funds from the Department’s G5 grant system immediately upon receipt of their grant award.

Q9. How do I know if my LEA is eligible for an FY 2018 SRSA grant award?

A9. A list of LEAs eligible to apply for FY 2018 SRSA grant awards is available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html. LEAs should examine the list to determine if they are eligible for either SRSA or RLIS, eligible for both SRSA and RLIS, or eligible for SRSA funding pursuant to the Hold Harmless provision.

Q10. If my LEA is a dual eligible-LEA (eligible for both the SRSA and RLIS programs), which program should I choose?

A10. An LEA should research the requirements and provisions of both the SRSA and the RLIS programs to determine which program best meets its needs. While the Department can not advise an LEA regarding which program to choose, we have put together a list of factors an LEA should consider when making its decision. This information is available at: http://www2.ed.gov/programs/reapsrsa/eligibility.html.

Q11. If my LEA is a dual eligible-LEA and applies for SRSA, can it later decide to participate in RLIS instead?

A11. If an LEA applies for SRSA in accordance with the application submission procedures, the LEA cannot later choose to participate in RLIS for the fiscal year for which it already submitted an SRSA application. However, if the LEA is a dual eligible-LEA again in future years, the LEA may choose to participate in RLIS instead of SRSA. The LEA will notify the Department of its decision to participate in RLIS by not submitting an SRSA during the application window for the corresponding fiscal year.

Q12. If an LEA is a dual eligible LEA, and applies for SRSA but will receive a $0 award, will it still receive an SRSA award?

A12. If an LEA is a dual eligible LEA, applies for SRSA, but will receive a $0 award because of the formula, The Department will move these LEAs into the RLIS program so that the LEA will receive an award. Note: LEAs will still retain ability to exercise the AFUA provision.

Q13. If my LEA is no longer eligible for SRSA, but is eligible to receive an FY 2018 award based on the Hold Harmless provision in section 5212(b)(4) of the ESEA, does my LEA have to submit an FY 2018 application?

A13. Yes. All LEAs seeking to receive SRSA funds must submit an application for each year they are eligible for an award.

Q14. Who should my LEA contact if it believes the data used to determine SRSA eligibility is incorrect?

A14. The information used to determine SRSA and RLIS eligibility comes from several sources, including LEAs via their SEAs, SEAs, NCES, and the U.S. Census Bureau. If you believe the data used to determine SRSA eligibility is incorrect, please contact your State REAP contact as soon as possible. The State REAP contact will work with the Department and those entities that provide data for REAP eligibility to resolve any errors. The Department will make every effort to ensure that data is correct but cannot guarantee that changes will be made for the FY 2018 funding cycle.

Q15. My LEA was SRSA eligible in prior years. Why does the eligibility spreadsheet for FY 2018 indicate we are not eligible to receive an award this year?

A15. It is not uncommon for an LEA to move in and out of SRSA eligibility from year-to-year, especially if the LEA’s average daily attendance numbers are close to the 600 student limit. It is also possible the locale code assigned to the LEA has changed. If you still have questions about your LEA’s eligibility for FY 2018, please contact your REAP program officer. The list of REAP program officers is available at: https://www2.ed.gov/programs/reapsrsa/contacts.html

Q16. Is my LEA guaranteed an SRSA grant award?

A16. LEAs that meet the SRSA eligibility criteria and submit an application in accordance with the application submission procedures, will most likely receive an SRSA award. Nevertheless, not all LEAs that meet these conditions will receive an SRSA award because the statutory formula sometimes results in an award of $0 (e.g., an LEA that received a particularly large amount of Title II-A funds, such as $60,000 or more, would receive $0 under the formula).

Q17. How do I find out if my LEA will receive an SRSA grant and the amount of funds we will receive?

A17. Beginning with FY 2018 awards, the Department intends to post estimated award amounts around May of each year. Award amounts are posted to the eligibility spreadsheet (http://www2.ed.gov/programs/reapsrsa/eligibility.html).

In the meantime, an LEA can estimate the amount of its FY 2018 grant by using the following formula:

· Start with the number of students in average daily attendance in your LEA for 2016-17. Subtract 50 from that number (if negative, stop at zero).

· Multiply the remainder by $100.

· Add $20,000.

· If the total is above $60,000, use $60,000.

· From the amount above, subtract the sum of the allocations (if any) received by the LEA during the prior fiscal year by formula under the ESEA Title II, Part A (Supporting Effective Instruction) program.

This amount may be ratably reduced or increased depending upon the amount appropriated for the program and the amounts calculated for other eligible LEAs. For the last several years, award amounts have been ratably reduced by approximately 20%.

Please note: (1) this calculation provides an estimate only; there are other variables such as the total program appropriation and formula amounts for other eligible LEAs that will affect your final award amount; (2) not all eligible LEAs receive grant funds because the formula calculation may result in an award of $0 (e.g., an LEA that received a particularly large amount of Title II, Part A funds, such as $60,000 or more, would receive $0 under the formula); and (3) the LEA must submit a timely application in order to receive grant funds.

Q18. When will my LEA receive SRSA funding?

A18. LEAs will receive an electronic SRSA Grant Award Notifications (GANs) in July 2018. If your LEA has not received a GAN by October 1 and you believe your LEA should receive an award, please contact the program officer for your State available at: https://www2.ed.gov/programs/reapsrsa/faq.html#25 Technical Assistance Workshops for Prospective Applicants

Pre-application webinars are planned following the publication of the Notice of Deadline. The exact dates and times of these webinars will be posted on the program website at: http://www2.ed.gov/programs/reapsrsa/applicant.html. Please check the site regularly for updates.

Application Submission Procedures

The deadline for submission of Small, Rural School Achievement (SRSA) program applications through Grants.gov is April 20, 2018.

Application Transmittal Instructions

Attention Electronic Applicants: This program requires the electronic submission of applications. Specific requirements and instructions can be found in the Federal Register notice. Please note that you must follow the Application Procedures as described in the Federal Register notice announcing the grant competition.

We will reject your application if you submit it in paper format unless, as described in the Federal Register notice for this competition, you qualify for one of the exceptions to the electronic submission requirement and submit, no later than two weeks before the application deadline date, a written statement to the Department that you qualify for one of these exceptions.

Applications Submitted Electronically: Applications for grants under this program must be submitted electronically using Workspace in the government-wide Grants.gov website at http://www.Grants.gov. You may not e-mail an electronic copy of a grant application to the Department.

Your application must be submitted and must be date and time stamped by the Grants.gov system no later than 4:30:00 p.m., Washington, DC time, on the application deadline date. Except as otherwise noted in the Federal Register notice for this grant award, we will not consider your application if it is date and time stamped by the Grants.gov system later than 4:30:00 p.m., Washington, DC time, on the application deadline date.

You should review and follow these Application Submission Procedures for submitting an application through Grants.gov to ensure you submit your application in a timely manner.

Please note the following:

· You must upload any attachments for your application as files in a read-only flattened Portable Document Format (.pdf). If you upload a file type other than a .pdf file, or submit a password-protected file, we will not review that material.

· Grants.gov cannot process an application that includes two or more files that have the same name within a grant submission.

· When attaching files, applicants should limit the size of their file names. Lengthy file names could result in difficulties with opening and processing your application. We recommend your file names be less than 50 characters.

· If you experience problems submitting your application through Grants.gov, please contact the Grants.gov Support Desk, toll free, at 1-800-518-4726. You must obtain a Grants.gov Support Desk Case Number and must keep a record of it.

According to the instructions found in the Federal Register notice, only those requesting and qualifying for an exception to the electronic submission requirement may submit an application via mail, commercial carrier or by hand delivery.

Submission of Paper Applications by Mail: If you qualify for an exception to the electronic submission requirement, you may mail (through the U.S. Postal Service or a commercial carrier) your application to the Department. You must mail the original and two copies of your application, on or before the application deadline date, to the Department at the following address:

U.S. Department of Education Application Control Center Attention: (CFDA Number 84.358A) LBJ Basement Level 1 400 Maryland Avenue, SW.

Washington, DC 20202-4260

You must show proof of mailing consisting of one of the following:

(1) A legibly dated U.S. Postal Service postmark.

(2) A legible mail receipt with the date of mailing stamped by the U.S. Postal Service.

(3) A dated shipping label, invoice, or receipt from a commercial carrier.

(4) Any other proof of mailing acceptable to the Secretary of the U.S. Department of Education.

If you mail your application through the U.S. Postal Service, we do not accept either of the following as proof of mailing:

(1) A private metered postmark.

(2) A mail receipt that is not dated by the U.S. Postal Service.

If your application is postmarked after the application deadline date, we will not consider your application.

Note: The U.S. Postal Service does not uniformly provide a dated postmark. Before relying on this method, you should check with your local post office.

Submission of Paper Applications by Hand Delivery: If you qualify for an exception to the electronic submission requirement, you (or a courier service) may deliver your paper application to the Department by hand. You must deliver the original and two copies of your application by hand, on or before the application deadline date, to the Department at the following address:

U.S. Department of Education Application Control Center Attention: (CFDA Number 84.358A) 550 12th Street, SW Room 7039, Potomac Center Plaza Washington, DC 20202-4260

The Application Control Center accepts hand deliveries daily between 8:00 a.m. and 4:30:00 p.m., Washington, DC time, except Saturdays, Sundays, and Federal holidays.

Note for Mail or Hand Delivery of Paper Applications If you mail or hand deliver your application to the Department--

(1) You must indicate on the envelope and--if not provided by the Department--in Item 11 of the SF 424, the CFDA number, including suffix letter, if any, of the competition under which you are submitting your application; and

(2) The Application Control Center will mail to you a notification of receipt of your grant application. If you do not receive this notification within 15 business days from the application deadline date, you should call the U.S. Department of Education Application Control Center at (202) 245-6288.

Submitting Applications Using Workspace Effective January 1, 2018, applicants may not download an Adobe form application package from Grants.gov. Instead, SRSA applicants must apply online using Workspace, a shared environment in Grants.gov where members of a grant team may simultaneously access and edit different webforms within an application. An applicant can create an individual Workspace for each application notice and, thus, establish for that application a collaborative application package that allows more than one person in the applicant’s organization to work concurrently on an application. The applicant can, thus, assign other users to participate in the Workspace. The system also enables the applicant to reuse forms from previous submissions; check them in and out and complete them; and submit its application package. For complete instructions on how to apply, refer to: https://www.grants.gov/web/grants/home.html Applicants are reminded that they should submit their application at least a day or two in advance of the closing date as detailed in the Federal Register Notice. If you have any questions regarding this matter please email the Grants.gov Contact Center at support@grants.gov or call 1-800-518-4726.

Grants.gov Submission Procedures and Tips for Applicants

To facilitate your use of Grants.gov, this document includes important submission procedures you need to be aware of to ensure your application is received in a timely manner and accepted by the Department of Education.

Browser Support

The latest versions of Microsoft Internet Explorer (IE), Mozilla Firefox, Google Chrome, and Apple Safari are supported for use with Grants.gov. However, these web browsers undergo frequent changes and updates, so we recommend you have the latest version when using Grants.gov. Legacy versions of these web browsers may be functional, but you may experience issues. For additional information or updates, please see the Grants.gov Browser information in the Applicant FAQs: http://www.grants.gov/web/grants/applicants/applicant-faqs.html#browser

ATTENTION – Adobe PDF Files Required: Information on computer and operating system compatibility with Adobe and links to download an appropriate version are available on Grants.gov. We strongly recommend that you review these details on www.Grants.gov before completing and submitting your application. Also, applicants are required to upload their attachments in read-only flattened .pdf format only. (See details below under “Attaching Files – Additional Tips.”) If you have any questions regarding this matter please email the Grants.gov Contact Center at support@grants.gov or call 1-800-518-4726.

NEW – Workspace Requirement in Grants.gov: Grants.gov now requires applicants to use Workspace for application completion and submission. Workspace allows a team of registered Grants.gov applicants to use a shared online space for completing individual forms and submitting the final application. These forms can be filled out simultaneously by different users, instead of exchanging a single PDF package file. Please go to this Grants.gov link for more information and training, etc. on using Workspace: http://www.grants.gov/web/grants/applicants/workspace-overview.html

1) REGISTER EARLY – Grants.gov registration involves many steps including registration on the System for Award Management (SAM) (www.sam.gov) which may take approximately one week to complete, but could take upwards of several weeks to complete, depending upon the completeness and accuracy of the data entered into the SAM database by an applicant. You may begin working on your application while completing the registration process, but you cannot submit an application until all of the registration steps are complete. Please note that once your SAM registration is active, it will take 24-48 hours for the information to be available in Grants.gov, and before you can submit an application through Grants.gov. For detailed information on the Registration Steps, please go to: http://www.grants.gov/web/grants/register.html [Note: Your organization will need to update its SAM registration annually.]

Primary information about SAM is available at www.sam.gov. However, to further assist you with obtaining and registering your DUNS number and TIN in SAM or updating your existing SAM account, the Department of Education has prepared a SAM.gov Tip Sheet which you can find at: http://www2.ed.gov/fund/grant/apply/sam-faqs.html.

2) SUBMIT EARLY – We strongly recommend that you do not wait until the deadline date to submit your application. Grants.gov will put a date/time stamp on your application and then process it. If Grants.gov rejects your application (see step three below), you will need to resubmit successfully to Grants.gov before 4:30:00 p.m. Washington, DC time on the deadline date.

Note: To submit successfully, you must provide the DUNS number on your application that was used when you registered as an Authorized Organization Representative (AOR) on Grants.gov. This DUNS number is typically the same number used when your organization registered with the SAM. If you do not enter the same DUNS number on your application as the DUNS you registered with, Grants.gov will reject your application.

3) VERIFY SUBMISSION IS OK – You will want to verify that Grants.gov received your application submission on time and that it was validated successfully. To see the date/time your application was received, login to Grants.gov and click on the Track My Application link. For a successful submission, the date/time received should be earlier than 4:30:00 p.m. Washington, DC time, on the deadline date, AND the application status should be: Validated, Received by Agency, or Agency Tracking Number Assigned. Once the Department of Education receives your application from Grants.gov, an Agency Tracking Number (PR/award number) will be assigned to your application and will be available for viewing on Grants.gov’s Track My Application link.

If the date/time received is later than 4:30:00 p.m. Washington, D.C. time, on the deadline date, your application is late. If your application has a status of “Received” it is still awaiting validation by Grants.gov. Once validation is complete, the status will either change to “Validated” or “Rejected with Errors.” If the status is “Rejected with Errors,” your application has not been received successfully. Some of the reasons Grants.gov may reject an application can be found on the Grants.gov site: http://www.grants.gov/web/grants/applicants/applicant-faqs.html. If you discover your application is late or has been rejected, please see the instructions below.