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2009-2012 Learning Technology Grant Application


Purpose of Program

The New York State Learning Technology grant program promotes collaboration between public school districts/BOCES and nonpublic schools of all denominations to:


Examples of Learning Technologies include:

While a wide range of technologies may assist with instruction, the key to improving student academic achievement is a qualified teacher. Grant recipients must provide on-going, sustained professional development on the integration of technologies, including emerging technologies, into curricula and instruction, and must use these technologies to create new learning environments.

Program Goals:

Eligible Applicants

Public school districts and BOCES, or consortiums thereof.

Applicants must give nonpublic schools of all denominations within their boundaries the opportunity to participate. Applicants must also include at least one SURR or SINI school building in the application to be considered for funding. No other entities are permitted to participate (community-based organizations (CBO’s), charter schools, etc.).

Eligible applicants may apply for more than one grant. A separate application is needed for each $50,000 grant. If an applicant applies for more than one grant it must include a different focus and/or different schools. Each application must include a SINI or SURR school building.

If a consortium applies, one district or BOCES must serve as the grantee and fiscal agent. All consortium members, as well as grant participants, may receive grant services. The consortium fiscal agent cannot sub-grant funds to any of the consortium members or grant participants. The grantee/fiscal agent may subcontract for services on behalf of all consortium members and grant participants.

NYSED Consortium Policy for State and Federal Discretionary Grant Programs:

Applicants/participants can form a partnership or consortium to apply for the grant.  In order to do so, the partnership or consortium must meet the following requirements:

  1. The partnership or consortium must designate one of the applicants/participants to serve as the applicant and fiscal agent for the grant.  The applicant agency must be an eligible grant recipient.  All other consortium members must be eligible grant participants, as defined by the program statute or regulation.
  1. In the event a grant is awarded to a partnership/consortium, the grant or grant contract will be prepared in the name of the applicant agency/fiscal agent, not the partnership/consortium, since the group may not be a legal entity.
  1. The applicant agency/fiscal agent must meet the following requirements:

Maximum Grant Awards

$50,000 per year.

Due Date

Submit one (1) original and three (3) copies of the complete application postmarked by August 21, 2009 to:

New York State Education Department
Grants Management
Room 676 EBA
Albany, NY  12234

Applications postmarked after this date will not be reviewed.

Project Period

Three years:  November 1, 2009 - June 30, 2012.  The initial year one project period will run from 11/1/09-6/30/10. A budget for the first year only (11/1/09-6/30/10) must be submitted with this application. Grants will be renewable for the next two years contingent upon the State legislature appropriating funds, satisfactory performance in the previous year and timely receipt of the annual report. No extension or carryover of funds from year to year is allowed.

Additional Information

Questions about this RFP must be sent to emscltg@mail.nysed.gov no later than June 26, 2009. Answers to these questions will be posted by July 10, 2009 at http://www.emsc.nysed.gov/funding/currentapps.htm. No questions received after June 26, 2009 will be answered.

Required Signature(s)

The original signature of the Chief School Administrator/Officer must appear on the Application Cover Page, preferably in blue ink.

Application Checklist

Use the Application Checklist to ensure that you send a complete application package in the correct order.

Page Limits and Standards

The Proposal Narrative should contain no more than 14 pages. A page is 8 ½ x 11 one-sided and single-spaced with one-inch margins on top, bottom and sides. Use Times Roman or Arial font in 12-point size. The application must be assembled and submitted in the following order:

Budget Category and Narrative Forms and Budget Summary Form (FS-20)

The application must include a Budget Category and Narrative Form for each category of expenditures and a FS-20 Budget Summary Form.  The FS-20 is available at http://www.oms.nysed.gov/cafe/forms/FS20.DOC.    

The Budget Category and Narrative forms should include sufficient detail to allow reviewers to understand what the funds will be used for and the relationship between the proposed expenditures and project activities and goals. The totals from each Budget Category and Narrative Form must correspond to the amounts shown on the Budget Summary Form (FS-20).

Only equipment items with a unit cost that equals or exceeds $5,000 need be included under Equipment, Code 20. Equipment items less than $5,000 should be included under Supplies and Materials, Code 45.

The proposed budget will be reviewed for the appropriateness of the expenditures. SED will eliminate any items deemed to be non-allowable or inappropriate and score the budget accordingly.

Allowable Activities and Costs

Non-Allowable Activities and Costs

Review and Rating of Applications

Proposals postmarked after August 21, 2009 and proposals from ineligible applicants will not be reviewed. 

Each eligible proposal will be reviewed by at least two reviewers. Each reviewer will score the proposal according to the indicated point criteria. If individual scores are more than 20 points apart, a third reviewer will rate the application. The two scores closest in numeric value will be averaged to compute the final score for each proposal. Budgets will be adjusted to eliminate any unallowable or inappropriate expenditure.
Proposals that receive a final average score of 70 or more will be considered for funding.

Proposals will be separated into three categories, those from New York City Public Schools, those from the Big Four – Buffalo, Rochester, Syracuse, and Yonkers public schools, and those from all other public school districts, BOCES, and consortia thereof. Proposals will be placed in the appropriate category according to their final average score from highest to lowest. $1,785,000 will be set aside for New York City schools, $750,000 will be set aside for the Big Four, and $750,000 will be set aside for the schools in the rest of the state.

Funds in the amount of the adjusted budget, not to exceed $50,000 per grant, will be awarded to proposals in each category in order of score from highest to lowest until the total amount of funds set aside for that category are insufficient to fully fund the next ranking proposal in that category. That next ranked applicant in that category will be given the option of partial funding for a reduced program.

After all applicants with a final average score of 70 or more in a particular category are funded, any remaining funds will be distributed proportionately to the other two categories. For example, if the New York City category had $100,000 in funds remaining, those funds would be moved to the Big Four and Rest of State categories in equal amounts ($50,000 each), since those categories were funded at an equal amount. Then awards in each category would be made to the next highest ranking proposal.

In the event of a tie score, the proposals will be ranked according to the following:

Entities’ Responsibility

Projects must operate under the jurisdiction of the local board of education, or other appropriate governing body, and are subject to at least the same degree of accountability as all other expenditures of the local agency. The local board of education, or other appropriate governing body, is responsible for the proper disbursement of, and accounting for, project funds. Written agency policy concerning wages, mileage and travel allowances, overtime compensation, or fringe benefits, as well as State rules pertaining to competitive bidding, safety regulations and inventory control must be followed. Supporting or source documents are required for all grant related transactions entered into the local agency’s recordkeeping systems. Source documents that authorize the disbursement of grant funds consist of purchase orders, contracts, time and effort records, delivery receipts, vendor invoices, travel documentation and payment documents, including check stubs.

Supporting documentation for grants and grant contracts must be kept for at least six years after the last payment was made unless otherwise specified by program requirements. Additionally, audit or litigation will “freeze the clock” for records retention purposes until the issue is resolved. All records and documentation must be available for inspection by State Education Department officials or its representatives.
For additional information about grants, please refer to the Fiscal Guidelines for Federal and State Aided Grants, http://www.oms.nysed.gov/cafe/guidance/guidelines.html.

Required Reports

All grant recipients must submit an annual report no later than August 15, 2010, 2011, and 2012, after each project year. The report may not exceed five pages in length and shall demonstrate progress made towards achieving project goals and objectives, the project’s impact on the use of instructional technology in the classroom and/or the library media center, and any specific concerns or issues encountered in program implementation. Receipt of this report will be necessary to receive continued project funding.


It is the grantee’s responsibility to protect the rights and ownership by New York State and the federal government, if applicable, by ensuring that all materials, conceptions, and products arising from the grant project produced or conceived by the grantee, its employees, agents, consultants, or subcontractors are the sole property of NYSED and New York State. NYSED has the exclusive right to copyright, trademark, and patent these materials, conceptions, and products subject to applicable law. The grantee does not have the authority and is prohibited from giving away such rights to any subcontractors/sub-grantees. The grantee must so bind all concerned, including its employees, agents, consultants, or subcontractors in written agreement with the subcontractors. All subcontracts/sub-grants awarded by the grantee must contain a similar provision that ensures that New York State and NYSED, retain ownership and rights to all materials, conceptions, and products developed with grant funds.

Grantees and former grantees are encouraged to share with other school districts, BOCES, and Public Charter Schools in New York State, those materials, conceptions, and products arising from the grant project produced or conceived by the grantee, its employees, agents, consultants, or subcontractors. The grantee is permitted to recover the cost of this sharing at the cost of reproduction and distribution to the grantee. The grantee may not make a profit on such materials, conceptions, and products and must give credit to NYSED for the provision of the original grant.

Project Monitoring

The State Education Department is responsible for monitoring the activities of the award recipients to ensure that the funds are used for authorized purposes in compliance with the appropriate program laws, regulations and grant agreements and that performance goals are achieved. Monitoring can include document reviews, telephone calls and /or meetings. Award recipients are required to provide State Education Department staff and State auditors with access to records and financial statements as necessary to perform their monitoring responsibilities.


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