PKG00250685-instructions.pdf

U.S. Department of Education

Office of Elementary and Secondary Education

Office of Well Rounded Education

Washington, D.C. 20202-6200

Fiscal Year 2019

Application for New Grants Under the Comprehensive Literacy State Development

Program

CFDA 84.371C

Dated Material - Open Immediately Closing Date: June 3, 2019

Approved OMB Number: 1894-0006

Expiration Date: 01/31/2021 ii

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: 1894-0006. Public reporting burden for this collection of information is estimated to average 216 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 or retain benefit. If you have comments or concerns regarding the status of your individual submission of this application, please contact The Office of Elementary and Secondary Program directly at 400 Maryland Avenue, SW, Washington, D.C.

20202 or email to: ICDocketMgr@ed.gov. [Note: Please do not return the completed application this address.]

If you have comments or concerns regarding the status of your individual submission of this form, write directly to: Cindy Savage, Office of Elementary and Secondary Education, U.S. Department of Education, 400 Maryland Avenue, SW, Room 3E322, Washington D.C.

20202-6200.

mailto:ICDocketMgr@ed.gov iii

Table of Contents

Dear Colleague Letter

Program Background Information

Program Overview

Applicant Guide

Technical Assistance Webinar for Prospective Applicants

Application Submission Procedures

Application Transmittal Instructions

Submitting Applications with Adobe Reader Software

Grants.gov Submission Procedures and Tips for Applicants

Application Instructions

Electronic Application Format

Electronic Application Submission Checklist

Part 1: Preliminary Documents

Part 2: Budget Information

Part 3: ED Abstract Form

Part 4: Project Narrative Attachment Form

Part 5: Budget Narrative

Important Information Regarding Indirect Costs

Part 6: Other Attachment Form

Part 7: Assurances and Certifications

Part 8: Intergovernmental Review of Federal Programs (Executive Order 12372)

Reporting and Accountability

Legal and Regulatory Information

Program Statute

Notice Inviting Applications

Dear Colleague Letter

Dear Colleague:

Thank you for your interest in the Comprehensive Literacy State Development (CLSD) program, administered by the Office of Elementary and Secondary Education of the U.S. Department of

Education (Department). The CLSD program is authorized under sections 2222 and 2223 of the

Elementary and Secondary Education Act of 1965, as amended (ESEA) (20 U.S.C. 6642-6643).

The CLSD program awards competitive grants to advance literacy skills, through the use of evidence-based practices, activities and interventions, including pre-literacy skills, reading, and writing, for children from birth through grade 12, with an emphasis on disadvantaged children, including children living in poverty, English learners, and children with disabilities. Eligible applicants for the CLSD program include the SEAs of the 50 States, the District of Columbia, and Puerto Rico.

The fiscal year 2019 CLSD competition fully transitions the program to the ESEA and the application for this year’s competition is very closely tied to the requirements in the statute.

Also, the competition includes two competitive preference prioirities that are from the

Secretary’s Final Supplemental Priorities and Definitions for Discretionary Grant Programs published in the Federal Register on March 2, 2018 (83 FR 9096) (Supplemental Priorities).

They are:

• Priority 1 – Promoting Literacy includes projects that are designed to provide families with evidence-based strategies for promoting literacy. This may include providing families with access to books or other physical or digital materials or content about how to support their child’s reading development, or providing family literacy activities (as defined in section 203(9) of the Workforce Innovation and Opportunity Act of 2014).

• Priority 2 – Empowering Families and Individuals to Choose a High-Quality Education

That Meets Their Unique Needs includes projects that are designed to increase the proportion of students with access to educational choice for one or more of the following groups of children or students:

(a) Children or students in communities served by rural local educational agencies.

(b) Children or students with disabilities.

(c) English learners.

(d) Children or students who are or were previously in foster care.

Please take the time to review the applicable priorities, selection criteria, and all of the application instructions thoroughly. An application will not be evaluated for funding if the applicant does not comply with all of the procedural rules that govern the submission of the application or the application does not contain the information required under the program

(EDGAR §75.216 (b) and (c)).

United States Department of Education

OFFICE OF ELEMENTARY AND SECONDARY EDUCATION

OFFICE OF WELL ROUNDED EDUCATION

For this competition it is mandatory for applicants to use the government-wide website, Grants.gov (http://www.grants.gov), to apply. Please note that the Grants.gov site works differently than the U.S. Department of Education’s e-Application System. We strongly encourage you to familiarize yourself with Grants.gov and strongly recommend that you register and submit early.

Applications submitted to Grants.gov for the Department of Education will be posted using

Adobe forms. Therefore, applicants will need to download a compatible version of Adobe reader. Please review the Submitting Applications with Adobe Reader Software and

Education Submission Procedures and Tips for Applicants forms found within this package for further information and guidance related to this requirement.

Using FY 2018 funds, the Department expects to award an estimated $190,000,000 for new grants under this competition. We will award discretionary grants on a competitive basis for a project period of 60 months. The deadline to submit applications is June 3, 2019. Grants are expected to be awarded at the end of August 2019.

Please visit our program website at https://www2.ed.gov/programs/clsd/index.html for further information. If you have any questions about the program after reviewing the application package, please contact Cindy Savage by telephone at (202) 453-5998 or via e-mail at cindy.savage@ed.gov.

Sylvia E. Lyles, Ph.D.

Director

Office of Well Rounded Education http://www.grants.gov/ https://www2.ed.gov/programs/clsd/index.html

Program Background Information

Program Overview

The Comprehensive Literacy State Development (CLSD) program awards competitive grants to advance literacy skills, through the use of evidence-based practices, activities and interventions, including pre-literacy skills, reading, and writing, for children from birth through grade 12, with an emphasis on disadvantaged children, including children living in poverty, English learners, and children with disabilities.

Applicant Guide

These guidelines will help applicants to understand the Department’s expectations for addressing the priorities, requirements, definitions and selection criteria which are in the notice inviting applications(NIA), published in the Federal Register on May 3, 2019. (See the Legal and Regulatory section of this application package which includes CLSD’s NIA.)

The program narrative is the section of the application that directly responds to the priorities, requirements and selection criteria. The narrative should follow the order of the selection criteria listed below and in the NIA.

Applicants should describe, in detail, the activities planned for the entire 60-month project period. We encourage you to limit the project narrative to 30 pages. In addition, all applications must be entered into the Grants.gov system. E-mailed applications are not acceptable. Applicants have the option of uploading narrative sections and all other attachments to their application in either Portable

Document Format (PDF) or Microsoft Word. However, we recommend applicants submit all documents as read-only, flattened PDFs, to better ensure applications are processed in a more timely, accurate, and efficient manner. If you choose to submit your application in Microsoft Word, you may do so using any version of Microsoft Word (i.e., a document ending in a .doc or .docx extension). If you upload a file type other than PDF or Microsoft Word or if you submit a password-protected file, we will be unable to review that material. Please note that this will likely result in your application not being considered for funding. The Department will not convert material from other formats to PDF or Microsoft Word.

A minimum of three peer reviewers will evaluate each proposal. Reviewers will be asked to review the applicants’ responses to each of the criteria identified below and score each of their assigned proposals. The points for the selection criteria add up to a score of 100. The maximum score for each criterion is indicated in parentheses. Not responding to a specific criterion could negatively affect your score.

Additionally, there is an opportunity to score up to a maximum of 10 points if an application meets one or more of the two competitive preference priorities noted. The competitive preference priorities are from the Secretary’s Final Supplemental Priorities and Definitions for

Discretionary Grant Programs published in the Federal Register on March 2, 2018 (83 FR 9096)

(Supplemental Priorities). The maximum score for each competitive preference priority is indicated in parentheses.

Application Requirements

The application requirements are from sections 2222 and 2223 of the ESEA (20 U.S.C. 6642-

6643). For FY 2019, and any subsequent year in which we make awards from the list of unfunded applications from this competition, the following application requirements apply. In order to receive funding, an applicant must submit an application that meets the following requirements:

(A) State Agency Early Childhood Program Collaboration.

To be eligible under this program, an SEA must collaborate with the State agency responsible for administering early childhood education programs and the State agency responsible for administering child care programs in the State, as well as, if applicable, the State

Advisory Council on Early Childhood Education and Care (SAC) designated or established pursuant to section 642B(b)(1)(A)(i) of the Head Start Act (42 U.S.C. 9837b(b)(1)(A)(i)), in writing and implementing the early childhood education portion of the grant application submitted for the CLSD program.

(B) State Needs Assessment.

To be eligible under this program, an SEA must include a needs assessment that analyzes literacy needs across the State and in high-need schools and local educational agencies (LEAs) that serve high-need schools, including identifying the most significant gaps in literacy proficiency and inequities in student access to effective teachers of literacy, considering each of the subgroups of students, as defined in section 1111(c)(2) of the ESEA.

(C) State Comprehensive Literacy Plan.

To be eligible under this program, an SEA must include a description of how, in collaboration with its State literacy team, if applicable, it will develop a State comprehensive literacy instruction plan or will revise and update an already existing State comprehensive literacy instruction plan.

(D) State Implementation Plan.

To be eligible under this program, an SEA must include an implementation plan that includes a description of how it will carry out the State-level activities.

(E) Assurances.

To be eligible under this program, an SEA must include in its application the following assurances:

(1) State Funding Allocations.

An SEA must assure that it will subgrant not less than 95 percent of grant funds to eligible entities, based on their needs assessment and a competitive application process, for comprehensive literacy instruction programs according to the funding allocations in Program

Requirement (a).

(2) Serving Low-Income and High-Need Students.

An SEA must assure that it will give priority in awarding subgrants to eligible entities that--

(i) Serve children from birth through age 5 who are from families with income levels at or below 200 percent of the Federal poverty line; or

(ii) Are LEAs serving a high number or percentage of high-need schools.

(3) Geographic Diversity.

An SEA must assure that it will provide subgrants to eligible entities serving a diversity of geographic areas, giving priority to entities serving greater numbers or percentages of children from low-income families.

Program Requirements

The program requirements are from sections 2222-2225 and 2301 of the ESEA. The program requirements apply for FY 2019 and any subsequent year in which we make awards from the list of unfunded applications from this competition. Please refer to the NIA in the Legal and Regulatory section of this application package for specific information about the program requirements.

Competitive Preference Priorities

The competitive preference priorities for this competition are:

PRIORITY 1 – Promoting Literacy (up to 5 points).

Projects that are designed to provide families with evidence-based strategies for promoting literacy. This may include providing families with access to books or other physical or digital materials or content about how to support their child’s reading development, or providing family literacy activities (as defined in section 203(9) of the Workforce Innovation and Opportunity Act of 2014).

PRIORITY 2 – Empowering Families and Individuals to Choose a High-Quality Education That

Meets Their Unique Needs (up to 5 points).

Projects that are designed to increase the proportion of students with access to educational choice for one or more of the following groups of children or students:

(c) Children or students in communities served by rural local educational agencies.

(d) Children or students with disabilities.

(c) English learners.

(d) Children or students who are or were previously in foster care.

Selection Criteria

The selection criteria for this competition are from 34 CFR 75.210. The maximum possible score for addressing all criteria is 100 points. The maximum possible score for addressing each criterion is indicated in parentheses. The selection criteria for this competition are as follows:

• Need for project (15 points).

The Secretary considers the need for the proposed project. In determining the need for the proposed project, the Secretary considers the extent to which specific gaps or weaknesses in services, infrastructure, or opportunities have been identified and will be addressed by the proposed project, including the nature and magnitude of those gaps or weaknesses.

• Quality of the project design (25 points).

The Secretary considers the quality of the design of the proposed project. In determining the quality of the design of the proposed project, the Secretary considers the following factors:

(1) The extent to which the goals, objectives, and outcomes to be achieved by the proposed project are clearly specified and measurable.

(2) The extent to which performance feedback and continuous improvement are integral to the design of the proposed project.

• Quality of the management plan (25 points).

The Secretary considers the quality of the management plan for the proposed project. In determining the quality of the management plan for the proposed project, the Secretary considers:

(1) The adequacy of the management plan to achieve the objectives of the proposed project on time and within budget, including clearly defined responsibilities, timelines, and milestones for accomplishing project tasks.

(2) The adequacy of procedures for ensuring feedback and continuous improvement in the operation of the proposed project.

• Quality of project services (35 points).

The Secretary considers the quality of the project services to be provided by the proposed project. In determining the quality of project services to be provided by the proposed project, the Secretary considers the quality and sufficiency of strategies for ensuring equal access and treatment for eligible project participants who are members of groups that have traditionally been underrepresented based on race, color, national origin, gender, age, or disability. In addition, the Secretary considers:

(1)The likely impact of the services to be provided by the proposed project on the intended recipients of those services; and

(2)The extent to which the training or professional development services to be provided by the proposed project are of sufficient quality, intensity, and duration to lead to improvements in practice among the recipients of those services.

Definitions

There are certain defined terms (in italics) throughout this application package. These definitions are from sections 2221 and 8101 of the ESEA, as amended, and the Supplemental Priorities. Please refer to the NIA in the in the Legal and Regulatory section of this application package for the defined terms relevant to this program.

Technical Assistance Webinar for Prospective Applicants

To assist applicants in preparing the application, the Department will host two (2) technical assistance conference calls/webinar sessions:

For further information about the CLSD TA webinars, please contact cindy.savage@ed.gov.

Application Submission Procedures

The deadline for submission of CLSD Program applications through Grants.gov is June 3, 2019.

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 the

Governmentwide Grants.gov Apply site at http://www.Grants.gov. Through this site, you will be able to download a copy of the application package, complete it offline, and then upload and submit your application. You may not e-mail an electronic copy of a grant application to us.

Your application must be fully uploaded and submitted and must be date and time stamped by the Grants.gov system no later than 11:59:59 p.m., Eastern Time, on the application deadline date. Except as otherwise noted in Federal Register notice for this competition, we will not consider your application if it is date and time stamped by the Grants.gov system later than 11:59:59 p.m., Eastern Time, on the application deadline date.

You should review and follow the Education Submission Procedures for submitting an application through Grants.gov that are included in this application package to ensure that you submit your application in a timely manner to the Grants.gov system.

Date Time Webinar Link Password Join by Phone (for both TA Webinars)

5/13/19 2:00pm –

4:00pm EST

May 13th

CLSD TA

Webinar clsd051319 1-888-858-2144 Call-in toll-free number

(ATT Audio Conference)

1-646-746-3008 Call-in number (ATT

Audio Conference)

211 572 8 (Access Code)

5/15/19 10:00am –

12:00pm

EST

May 15th

CLSD TA

Webinar clsd051519 mailto:cindy.savage@ed.gov http://www.grants.gov/ https://doed.webex.com/webappng/sites/doed/meeting/info/126995716484644353?MTID=m50e08683e494effc77952b5b341ee71a https://doed.webex.com/webappng/sites/doed/meeting/info/126995716484644353?MTID=m50e08683e494effc77952b5b341ee71a https://doed.webex.com/webappng/sites/doed/meeting/info/126995716484644353?MTID=m50e08683e494effc77952b5b341ee71a https://doed.webex.com/webappng/sites/doed/meeting/info/126996334990343574?MTID=m538b5f97bc2829127a936249713acc01 https://doed.webex.com/webappng/sites/doed/meeting/info/126996334990343574?MTID=m538b5f97bc2829127a936249713acc01 https://doed.webex.com/webappng/sites/doed/meeting/info/126996334990343574?MTID=m538b5f97bc2829127a936249713acc01

On December 31, 2017, Grants.gov retired the Legacy PDF format for submitting grant applications. A

Grants.gov applicant must apply online using Workspace, a shared environment where members of a grant team may simultaneously access and edit different web forms within an application. An applicant can create an individual Workspace for each application notice and 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 Grants.gov system also enables the applicant to reuse forms from previous submissions, check them in and out to complete them, and submit the application package.

For access to further instructions on how to apply using Grants.gov, refer to:

www.grants.gov/web/grants/applicants/apply-for-grants.html.

You may access the electronic grant applications at www.Grants.gov. You must search for the downloadable application package for this competition by the CFDA number. Do not include the CFDA number’s alpha suffix in your search (e.g., search for 84.XXX not 84.XXXA).

Please note the following:

• You must attach any narrative sections of your application as files in either .pdf (Portable

Document Format) or Microsoft Word. Although applicants have the option of uploading any narrative sections and all other attachments to their application in either PDF or Microsoft Word, we recommend applicants submit all documents as read-only flattened PDFs, meaning any fillable PDF files must be saved and submitted as non-fillable PDF files and not as interactive or fillable PDF files, to better ensure applications are processed in a more timely, accurate, and efficient manner. If you choose to submit your application in Microsoft Word, you may do so using any version of Microsoft

Word (i.e., a document ending in a .doc or .docx extension).

• 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. The amount of time it can take to upload an application will vary depending on a variety of factors, including the size of the application and the speed of your Internet connection. Therefore, we strongly recommend that you do not wait until the application deadline date to begin the submission process through

Grants.gov.

• If you are experiencing 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.

Extensions apply only to technical problems with the Grants.gov system. We will not grant you an extension if you failed to fully register in order to submit your application to

Grants.gov (including with the required DUNS number and TIN currently registered in

SAM) before the application deadline date and time or if the technical problem you experienced is unrelated to the Grants.gov system.

Submission of Paper Applications by Mail:

If electronic submission is not possible (e.g., you do not have access to the internet), you must provide a written statement that you intend to submit a paper application. Send your written statement no later than two weeks before the application deadline date (14 calendar days or, if the 14th calendar day before the application deadline date falls on a Federal holiday, the next business day following the Federal holiday).

If you mail your written statement to the Department, it must be postmarked no later than two weeks before the application deadline date. Please send your statement to Cindy Savage, U.S.

Department of Education, 400 Maryland Avenue, SW., room 3E230, Washington, DC 20202-

6450. Telephone: (202) 453-5998. Email: cindy.savage@ed.gov.

If you submit a paper application, 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 84.371C)

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.

Note for Mail Delivery of Paper Applications:

If you mail your application to the Department--

(1) You must indicate on the envelope and 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 with Adobe Reader Software

The Department of Education, working with Grants.gov, is currently using Adobe Reader software exclusively and applications submitted to Grants.gov for the Department of Education will be posted using Adobe forms.

Please note: The compatible version of Adobe Reader is required for viewing, editing and submitting PDF forms through Grants.gov. Applicants should confirm the compatibility of their

Adobe Reader version before downloading the application. To ensure applicants have a version of Adobe Reader on their computer that is compatible with Grants.gov, applicants are encouraged to use the test package provided by Grants.gov that can be accessed at http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

Important issues to consider:

• If the applicant opened or edited the application package with any software other than a compatible version of Adobe Reader, the application package may contain errors that will be transferred to the new package even if you later download the compatible Adobe Reader version.

• Applicants cannot copy and paste data from a package initially opened or edited with an incompatible version of Adobe Reader and will need to download an entirely new package using the compatible version of Adobe Reader.

• Some applicants using an incompatible version of Adobe Reader may have trouble opening and viewing the application package while others may find they can open, view and complete the application package but may not be able to submit the application package through

Grants.gov.

• Grants.gov does not guarantee to support versions of Adobe Reader that are not compatible with Grants.gov.

• Any and all edits made to the Adobe Reader application package must be made with a compatible version of Adobe Reader.

• If more than one person is entering text into a Workspace PDF form, the same version of

Adobe Reader software should be used by each person. Check the version number of the

Adobe software on each user's computer to make sure the versions match. Using different versions of Adobe Reader may cause submission and/or save errors – even if each version is individually compatible with Grants.gov.

For your convenience, a compatible version of Adobe Reader is available for free download at http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

We strongly recommend that you review the information on computer and operating system compatibility with Adobe available at http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html before downloading, completing or submitting your application.

http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

Applicants are reminded that they should submit their application 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 – Workspace, Adobe Forms and PDF Files Required

Grants.gov applicants can apply online using Workspace. Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different web forms within an application. For each funding opportunity announcement (FOA), you can create individual instances of a workspace.

Below is an overview of applying on Grants.gov. For access to complete instructions on how to apply for opportunities, refer to: https://www.grants.gov/web/grants/applicants/workspace-overview.html

1) Create a Workspace: Creating a workspace allows you to complete it online and route it through your organization for review before submitting.

2) Complete a Workspace: Add participants to the workspace to work on the application together, complete all the required forms online or by downloading PDF versions, and check for errors before submission. The Workspace progress bar will display the state of your application process as you apply. As you apply using Workspace, you may click the blue question mark icon near the upper-right corner of each page to access context-sensitive help.

mailto:support@grants.gov http://www.grants.gov/web/grants/applicants/applicant-faqs.html#browser https://www.grants.gov/web/grants/applicants/workspace-overview.html https://www.grants.gov/web/grants/applicants/workspace-overview.html

a. Adobe Reader: If you decide not to apply by filling out web forms you can download individual PDF forms in Workspace. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader. NOTE: Visit the Adobe Software

Compatibility page on Grants.gov to download the appropriate version of the software at: https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

b. Mandatory Fields in Forms: In the forms, you will note fields marked with an asterisk and a different background color. These fields are mandatory fields that must be completed to successfully submit your application.

c. Complete SF-424 Fields First: The forms are designed to fill in common required fields across other forms, such as the applicant name, address, and DUNS Number.

Once it is completed, the information will transfer to the other forms.

3) Submit a Workspace: An application may be submitted through workspace by clicking the Sign and Submit button on the Manage Workspace page, under the

Forms tab. Grants.gov recommends submitting your application package at least 24-

48 hours prior to the close date to provide you with time to correct any potential technical issues that may disrupt the application submission.

4) Track a Workspace Submission: After successfully submitting a workspace application, a Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the application. The number will be listed on the Confirmation page that is generated after submission. Using the tracking number, access the Track My

Application page under the Applicants tab or the Details tab in the submitted workspace.

For additional training resources, including video tutorials, refer to https://www.grants.gov/web/grants/applicants/applicant-training.html

Helpful Reminders

1) REGISTER EARLY – Grants.gov registration involves many steps including registration on 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.] https://www.grants.gov/web/grants/applicants/applicant-training.html http://www.sam.gov/ http://www.grants.gov/web/grants/register.html

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 last day to submit your application. Grants.gov will put a date/time stamp on your application and then process it after it is fully uploaded. The time it takes to upload an application will vary depending on a number of factors including the size of the application and the speed of your Internet connection, and the time it takes Grants.gov to process the application will vary as well. If Grants.gov rejects your application (see step three below), you will need to resubmit successfully to Grants.gov before 11:59:59 p.m.

Eastern 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 11:59:59 p.m. Eastern 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 11:59:59 p.m. Eastern 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/encountering-error-messages.html. For more detailed information on troubleshooting Adobe errors, you can review the Adobe

Software Tip Sheet at: http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html If you discover your application is late or has been rejected, please see the instructions below. Note: You will receive a series of confirmations both online and via e-mail about the status of your application. Please do not rely solely on e-mail to confirm whether your application has been received timely and validated successfully.

http://www.sam.gov/ http://www2.ed.gov/fund/grant/apply/sam-faqs.html http://www.grants.gov/web/grants/applicants/encountering-error-messages.html

Submission Problems – What should you do?

If you have problems submitting to Grants.gov before the closing date, please contact Grants.gov

Customer Support at 1-800-518-4726 or email at: mailto:support@grants.gov or access the

Grants.gov Self-Service Knowledge Base web portal at: https://grants-portal.psc.gov/Welcome.aspx?pt=Grants

If electronic submission is required, you must submit an electronic application before 11:59:59 p.m., unless you follow the procedures in the Federal Register notice and 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. If electronic submission is optional and you have problems that you are unable to resolve before the deadline date and time for electronic applications, please follow the transmittal instructions for hard copy applications in the Federal Register notice and get a hard copy application postmarked by midnight on the deadline date. (See the Federal Register notice for detailed instructions.)

Helpful Hints When Working with Grants.gov

Please note, once you download an application from Grants.gov, you will be working offline and saving data on your computer. Please be sure to note where you are saving the Grants.gov file on your computer. You will need to logon to Grants.gov to upload and submit the application.

You must provide the DUNS number on your application that was used when you registered as an Authorized Organization Representative (AOR) on Grants.gov.

Please go to http://www.grants.gov/web/grants/support.html for help with Grants.gov. For additional tips related to submitting grant applications, please refer to the Grants.gov Applicant

FAQs found at this Grants.gov link: http://www.grants.gov/web/grants/applicants/applicant-faqs.html

Dial-Up Internet Connections

When using a dial up connection to upload and submit your application, it can take significantly longer than when you are connected to the Internet with a high-speed connection, e.g. cable modem/DSL/T1. While times will vary depending upon the size of your application, it can take a few minutes to a few hours to complete your grant submission using a dial up connection. If you do not have access to a high-speed connection and electronic submission is required, you may want to consider following the instructions in the Federal Register notice to obtain an exception to the electronic submission requirement no later than two weeks before the application deadline date. (See the Federal Register notice for detailed instructions.)

Attaching Files – Additional Tips

Please note the following tips related to attaching files to your application, especially the requirement that applicants only include read-only, flattened .PDF files or Microsoft Word documents in their application:

mailto:support@grants.gov https://grants-portal.psc.gov/Welcome.aspx?pt=Grants https://grants-portal.psc.gov/Welcome.aspx?pt=Grants http://www.grants.gov/web/grants/support.html http://www.grants.gov/web/grants/applicants/applicant-faqs.html http://www.grants.gov/web/grants/applicants/applicant-faqs.html

• Ensure that you attach .PDF files only or Microsoft Word files for any attachments to your application, and any PDFs must be in a read-only, flattened format (meaning any fillable documents must be saved and submitted as non-fillable PDF files). PDF files and Microsoft Word files are the only Education approved file type accepted as detailed in the common instructions. Applicants must submit individual .PDF files only when attaching files to their application. Specifically, the Department will not accept any attachments that contain files within a file, such as PDF Portfolio files, or an interactive or fillable .PDF file. Any attachments uploaded that are not .PDF files or are password protected files will not be read.

• Grants.gov cannot process an application that includes two or more files that have the same name within a grant submission. Therefore, each file uploaded to your application package should have a unique file name.

• When attaching files, applicants should follow the guidelines established by

Grants.gov on the size and content of file names. Uploaded file names must be fewer than 50 characters, and, in general, applicants should not use any special characters.

However, Grants.gov does allow for the following UTF-8 characters when naming your attachments: A-Z, a-z, 0-9, underscore, hyphen, space, period, parenthesis, curly braces, square brackets, ampersand, tilde, exclamation point, comma, semi colon, apostrophe, at sign, number sign, dollar sign, percent sign, plus sign, and equal sign. Applications submitted that do not comply with the Grants.gov guidelines will be rejected at Grants.gov and not forwarded to the Department.

• Applicants should limit the size of their file attachments. Documents submitted that contain graphics and/or scanned material often greatly increase the size of the file attachments and can result in difficulties opening the files. For reference, the average discretionary grant application package with all attachments is less than 5 MB.

Therefore, you may want to check the total size of your package before submission.

Application Instructions

Electronic Application Format

Applications for grants under this competition must be submitted electronically, unless you qualify for an exception to the electronic submission requirement in accordance with the instructions in this application package.

In accordance with EDGAR §75.216 (b) and (c), an application will not be evaluated for funding if the applicant does not comply with all of the procedural rules that govern the submission of the application or the application does not contain the information required under the program.

Important note: Applications submitted to Grants.gov for the Department of Education will be posted using Adobe forms. Therefore, applicants will need to download a compatible version of

Adobe reader (see Grants.gov for compatible versions).

Information on computer and operating system compatibility with Adobe and links to download the latest version is available on Grants.gov. Also, please review the Submitting Applications with Adobe Reader Software and Education Submission Procedures and Tips for

Applicants forms found within this package for further information and guidance related to this requirement.

We strongly recommend that you review these details on www.Grants.gov before completing and submitting your application. In addition, applicants should submit their application a day or two in advance of the closing date as detailed below. 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.

Note: Please do not attach any narratives, supporting files, or application components to any forms unless it is specifically required by the instructions for the individual section of the application. Although several forms accept attachments, the Department of Education will only review materials/files attached in accordance with the instructions provided within this application package.

http://www.grants.gov/ mailto:support@grants.gov

Electronic Application Submission Checklist

It is recommended that your electronic application be organized in the following manner and include the following parts in order to expedite the review process. Instructions for all parts and forms of the application are found either on the following pages of the application package or individually for each form on Grants.gov.

Review your electronic application to ensure you have completed the following forms and sections:

Part 1: Preliminary Documents

❑ Application for Federal Assistance (form SF 424)

❑ ED Supplemental Information for SF 424

Part 2: Budget Information

❑ ED Budget Information Non-Construction Programs (ED Form 524)

Part 3: ED Abstract Form

❑ Project Abstract

Part 4: Project Narrative Attachment Form

❑ Application Narrative

Part 5: Budget Narrative Attachment Form

❑ Budget Narrative

Part 6: Other Attachments Form

❑ Individual Resumes for Project Directors & Key Personnel

Part 7: Assurances and Certifications

❑ Assurances for Non-Construction Programs (SF 424B Form)

❑ Disclosure of Lobbying Activities (Standard Form LLL)

❑ Grants.gov Lobbying Form

❑ General Education Provisions Act (GEPA) Requirements – Section 427 (ED GEPA427 form)

Part 8: Intergovernmental Review (Executive Order 12372)

❑ State Single Point of Contact (SPOC) List

Part 1: Preliminary Documents

❑ Application for Federal Assistance (Form SF 424)

❑ ED Supplemental Information for SF 424

These forms require basic identifying information about the applicant and the application. Please provide all requested applicant information (including name, address, e-mail address and DUNS number).

When applying electronically via Grants.gov, you will need to ensure that the DUNS number you enter on your application is the same as the DUNS number your organization used when it registered with the System for Award Management.

Applicants are advised to complete the Application for Federal Assistance (Form SF 424) first.

Grants.gov will automatically insert the correct CFDA and program name automatically wherever needed on other forms.

NOTE: Please do not attach any narratives, supporting files, or application components to the

Standard Form (SF 424). Although this form accepts attachments, the Department of Education will only review materials/files attached in accordance with the instructions provided within this application.

INSTRUCTIONS FOR THE SF-424

This is a standard form required for use as a cover sheet for submission of pre-applications and applications and related information under discretionary programs. Some of the items are required and some are optional at the discretion of the applicant or the federal agency (agency). Required fields on the form are identified with an asterisk (*) and are also specified as “Required” in the instructions below. In addition to these instructions, applicants must consult agency instructions to determine other specific requirements.

Item Entry: Item: Entry:

1. Type of Submission: (Required) Select one type of submission in accordance with agency instructions.

• Pre-application

• Application

• Changed/Corrected Application – Check if this submission is to change or correct a previously submitted application. Unless requested by the agency, applicants may not use this form to submit changes after the closing date.

10. Name Of Federal Agency: (Required) Enter the name of the federal agency from which assistance is being requested with this application.

11. Catalog Of Federal Domestic Assistance Number/Title:

Enter the Catalog of Federal Domestic Assistance number and title of the program under which assistance is requested, as found in the program announcement, if applicable.

2. Type of Application: (Required) Select one type of application in accordance with agency instructions.

• New – An application that is being submitted to an agency for the first time.

• Continuation - An extension for an additional funding/budget period for a project with a projected completion date. This can include renewals.

• Revision - Any change in the federal government’s financial obligation or contingent liability from an existing obligation. If a revision, enter the appropriate letter(s). More than one may be selected. If "Other" is selected, please specify in text box provided.

A. Increase Award D. Decrease Duration

B. Decrease Award E. Other (specify)

C. Increase Duration

12. Funding Opportunity Number/Title: (Required) Enter the

Funding Opportunity Number (FON) and title of the opportunity under which assistance is requested, as found in the program announcement.

13. Competition Identification Number/Title: Enter the competition identification number and title of the competition under which assistance is requested, if applicable.

14. Areas Affected By Project: This data element is intended for use only by programs for which the area(s) affected are likely to be different than the place(s) of performance reported on the SF-424

Project…