Q and A_11-24-25.pdf

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

November 24, 2025 Gold # = Added 11/24/25

# Question Topic Question Answer

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

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

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

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

3 Application process Please define "Fiscal Contact". Does "Fiscal" mean "Financial"?

Yes, the Fiscal Contact refers to the person overseeing the financial/budget elements of the grant application.

4 Application process

The RFP implies that the entire "Service and Local Context" section has a 4,000 character limit- does this mean that each sub question within this section should be 1,000 characters for a total of 4,000 across all; or does each question within this section have a limit of 4,000 characters each?

On the application form, each separate question/response field within the Service Area & Local Context section has a 4,000-character limit.

5 Application process Can we get the application without going through OregonBuys?

The RFA and all related documents, including the application link, are available exclusively through OregonBuys. Prospective applicants do not have to register in OregonBuys to access the solicitation materials, however, organizations that register in OregonBuys can "follow" this solicitation in order to receive updates, and may sign up to receive notifications of future opportunities.

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# Question Topic Question Answer

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

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

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

Definition of 5th-year/grade 13 HS student

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

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

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

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# Question Topic Question Answer

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

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

Please review the definitions in Section 2.2.2 for additional details.

9 Definition of Partner

Can you please explain the formal and specific definition that ODE is using for "partner", as this will determine which partners will need to complete the partnership attachment form.

RFA section 2.2.1 defines the term "Partnership” as "a relationship among the Applicant and one or more other organizations who are directly and continuously involved in the development and implementation of the proposed Project Plan. All partners are actively engaged in or play a significant role in the partnership’s decision-making and engagement with communities". Based on this definition, you should complete and submit a Partnership Form for any organization you are partnering with that is involved with the design and/or delivery of your project (or part of your project).

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# Question Topic Question Answer

10 Definition of Plan Student

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

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

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

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

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

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

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

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

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

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

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13 Eligibility Requirements

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

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

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

RFA.

14 Eligibility Requirements

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

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

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

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

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# Question Topic Question Answer

16 Eligibility Requirements

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

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

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

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

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

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

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19 Eligibility Requirements

Is it required that grantees verify a student's immigrant and/or refugee status via some kind of written documentation (e.g. birth certificate), or is it sufficent that students/families self-identify as immigrant and/or refugee?

No, it is not required for any Immigrant/Refugee Student Success grantee to verify a student's immigrant and/or refugee status via written documentation.

20 Evaluation criteria

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

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

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

21 Grant Expenditure Guidance

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

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

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

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# Question Topic Question Answer

Immigrant/Refugee Student Success Plan

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

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

Immigrant/Refugee Student Success Plan

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

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

Immigrant/Refugee Student Success Plan

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

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

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Immigrant/Refugee Student Success Plan

Are we required to use one or all of the Actions (1a-1c) listed in the example below from p. 31 of the Student Success Plan? Or are we allowed to propose our own actions as long as they support the Objective and Strategy?

The actions listed in the Student Success Plan are examples of strategies that can be used to meet the legislative objectives. Applicants are not required to implement every listed action. You may propose activities that align with the Plan’s goals and objectives, provided they demonstrate how they support the required outcomes.

26 OregonBuys Where can I find an example of a successful grant application in the RFA?

We do not provide examples of grant applications.

27 OregonBuys

At the end of the RFA (Section 7: List of Attachments), most of the required attachments are not hyperlinked, including the partnership form, budget form, and activity template. How do we access these required documents?

The required documents are in OregonBuys in the section titled "File Attachments". The File Attachments section header is aligned to the left side of the page, while the attachments themselves are aligned to the right side of the page; therefore, you may need to scroll to the right to see the attachments. Please note that we have posted the "Immigrant Refugee SSP RFA Resources Guide", which includes screenshots and tutorial videos about navigating OregonBuys, in the File Attachments section.

28 OregonBuys Where can I find the templates for Application Attachments C, D, and E?

The templates listed as “Desired Attachments” are located under the File Attachments section of the OregonBuys posting. This section is on the right side of the page, so you may need to scroll horizontally to view them.

Please note that we have posted the "Immigrant Refugee SSP RFA Resources Guide", which includes screenshots and tutorial videos about navigating OregonBuys, in the File Attachments section.

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# Question Topic Question Answer

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

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

30 Partnerships Do we need to attach an MOU for a Community Based Organization that is partnering with us and will receive a contract if we are awarded this grant?

You do not need to attach an MOU to your application. The Partnership Form should describe the structures that are or will be in place to ensure accountability among project partners. If awarded, you may be asked to provide the contract or MOU.

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

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

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

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

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# Question Topic Question Answer

33 Pre-Application Conference How do we sign up for the webinar on November 12th?

The registration link for the November 12th pre-application conference is included in section 1.4 of the RFA posted on OregonBuys. However, as noted on the updated RFA, the November 12th pre-application conference was cancelled. In lieu of the November 12th conference, we have posted the "Immigrant Refugee SSP RFA Resources Guide" to OregonBuys in the File Attachments.

34 Pre-Application Conference Is there a recording of Nov 12 worksop?

No pre-application conference was held on November 12th. In lieu of a second pre-application conference, ODE provided a guide with links and instructions on how to access all resources including the recording of the October 28th pre-applicaƟon conference.

The resource guide is available in OregonBuys in the File Attachments section. The file is titled Immigrant Refugee SSP RFA Resources Guide.pdf"."

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

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

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