Prekindergarten through Grade 12 Education

2011 New York State Charter Schools Stimulus Fund

Application in PDF PDF icon (89 KB) | Application in Word Word document icon (203 KB)
Evaluation Rubric PDF icon (24 KB)

Application Guidelines

Program Purpose/Goals

The State Education Department (SED) has received New York State charter schools stimulus funds for grants for the development, implementation and operation of charter schools.

Project Period and Due Date

February 1, 2011 through June 30, 2011. Applications must be postmarked by October 26, 2010. Submit one (1) original and three (3) copies of the completed application to:

New York State Education Department
Grants Management Processing Unit
Room 674 EBA
Albany, NY 12234

Project Funding

Grant funds totaling approximately $1.7 million are available for this program. Applications may be submitted for up to $100,000.

Eligible Applicants

Charter schools authorized by the Board of Regents are eligible to apply to the State Education Department for this funding. An applicant must have received its provisional charter at the time of the application due date. Charter schools that have previously received a State Stimulus Fund Grant may reapply. However, priority will be given to charter schools that have not previously received State Stimulus Funds.

Charter schools authorized by the Trustees of the State University of New York (SUNY), Buffalo Board of Education, or the Chancellor of the New York City Public Schools (Chancellor) must contact SUNY Charter School Institute (CSI) to apply for this funding. Information about the SUNY CSI grant application is at: http://www.newyorkcharters.org/ external link icon.

Due Date for Questions

Questions and Answers are now posted.

Date Posted

September 17, 2010

Allowable Activities/Costs

Funds can be used for the development, implementation and operation of charter schools. Costs associated with the acquisition, renovation or construction of charter school facilities are allowable and can include, but are not limited to, salaries, employee benefits, purchased services, and materials and supplies.

Non-Allowable Activities/Costs

Funds awarded under this project may complement or supplement other funds, but shall not supplant the use of other funds. Indirect costs or rent for an existing facility are not allowable expenditures.

Application Submission

The Application Cover Page must be signed in blue ink by the Chief Administrative Officer. For all charter schools partnered with an educational management company, the only acceptable signatory is the president of the charter school’s board of trustees. Applications signed by any other persons will be automatically disqualified. Signatures from management company representatives are not allowed. The Proposal Narrative and the Budget Category and Narrative forms must be typed and single-spaced. The Proposal Narrative must not exceed ten pages.

The application must be assembled and submitted in the following order:

  • Application Checklist
  • Application Cover Page (signed in blue ink)
  • NYS Assurances and Certifications (Appendix A and Appendix A-1 G)
  • Proposal Narrative
  • Budget Category and Narrative Forms
  • FS-20 Budget Summary Form (Please keep as a separate document and sign in blue ink.)

Budget Submission

The Budget Category and Narrative forms must describe all intended expenditures. The category totals must be entered on the FS-20 Budget Summary Form. The FS-20 form and related forms and guidelines are available at: http://www.oms.nysed.gov/cafe/

Review and Ranking of Applications

Each application will be reviewed and rated by two reviewers according to the points in the Proposal Narrative using the Proposal Evaluation Rubric. The scores of the two reviewers will be averaged to obtain the final average score of each application. If there is a difference of 20 points or more between the two scores, a third review will be performed and the two closest scores will be averaged to obtain the final average score of the application. Budgets will also be reviewed for the allowability and appropriateness of the expenditures. Any items deemed to be non-allowable or inappropriate will be eliminated and the budget will be scored accordingly.

Awards will be made in the amount of the budget, as adjusted, in order of score, first to applicants that have not previously received State Stimulus Funds and have received a final average score of 75 or higher, until funds are insufficient to fund the next ranking applicant in full. The next ranked applicant will be given the opportunity to operate a smaller project using the remaining funds.

If funds remain after all new applicants with a final average score of 75 or higher have been funded, awards will next be made in order of final average score to applicants that have been previously funded and received a final average score of 75 or higher.

In the event of tie scores, the score on section 2, Project Design, of the Proposal Narrative will be used to determine the higher ranking.

Debriefing Procedures

All unsuccessful applicants may request a debriefing within five (5) business days of receiving notice of non-award from NYSED. Applicants may request a debriefing on the selection process regarding this Grant by emailing the request to emsccsp@mail.nysed.gov.

A summary of the strengths and weaknesses of the application, as well as recommendations for improvement will be emailed back to the applicant within ten (10) business days.

Award Protest Procedures

Applicants who receive a notice of non-award may protest the NYSED award decision subject to the following:

  1. The protest must be in writing and must contain specific factual and/or legal allegations setting forth the basis on which the protesting party challenges the award by NYSED.

  2. The protest must be filed within ten (10) business days of receipt of a debriefing. The protest letter must be filed with:

    NYS Education Department
    Contract Administration Unit
    89 Washington Avenue
    Room 505W EB
    Albany, NY 12234

  3. The NYSED Contract Administration Unit (CAU) will convene a review team that will include at least one staff member from each of NYSED’s Office of Counsel, CAU, and the Program Office. The review team will review and consider the merits of the protest and will decide whether the protest is approved or denied. Counsel’s Office will provide the applicant with written notification of the review team’s decision within seven (7) business days of the receipt of the protest. The original protest and decision will be filed with OSC when the procurement record is submitted for approval and CAU will advise OSC that a protest was filed.

  4. The NYSED Contract Administration Unit (CAU) may summarily deny a protest that fails to contain specific factual or legal allegations, or where the protest only raises issues of law that have already been decided by the courts.

Award Recipient’s Fiscal Responsibilities

Grant projects must operate under the jurisdiction of the school’s charter and the board of trustees, and are subject to at least the same degree of accountability as all other expenditures of the charter school. The board of trustees is responsible for the proper disbursement of and accounting for grant 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 must be on file for all project related transactions entered into the local agency's record keeping system. Source documents that authorize the disbursement of grant funds consist of purchase orders, contracts, time & effort records, delivery receipts, vendor invoices, travel documentation and payment documents, including check stubs.

Supporting documentation for grant contracts must be kept on file 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.

Required Reports

Recipients of stimulus grants must submit a final project report within 30 days of the end date of the project describing the progress made during the project period in meeting the goals and objectives of the grant. Award recipients will be provided with copies of the report format and the submission information.

Project Monitoring

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

Vendor Responsibility

State law requires that the award of state contracts be made to responsible vendors. Before an award is made to a not-for-profit entity, a for-profit entity, a private college or university or a public entity not exempted by the Office of the State Comptroller, the Department must make an affirmative responsibility determination. The factors to be considered include: legal authority to do business in New York State; integrity; capacity- both organizational and financial; and previous performance. Before an award of $100,000 or greater can be made to a covered entity, the entity will be required to complete and submit a Vendor Responsibility Questionnaire. School districts, Charter Schools, BOCES, public colleges and universities, public libraries, and the Research Foundation for SUNY and CUNY are some of the exempt entities. For a complete list, see: http://www.osc.state.ny.us/vendrep/documents/vrdocrules.pdf external link icon.

Vendors are invited to file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. To enroll in and use the New York State VendRep System, see the VendRep System instructions at: http://www.osc.state.ny.us/vendrep/vendor_index.htm external link icon or go directly to the VendRep System online at https://portal.osc.state.ny.us/wps/portal external link icon.

For direct VendRep System user assistance, the OSC Help Desk may be reached at 866-370-4672 or 518-408-4672 or by email at helpdesk@osc.state.ny.us.

Vendors opting to file a paper questionnaire can obtain the appropriate questionnaire from the VendRep website: http://www.osc.state.ny.us/vendrep/forms_vendor.htm external link icon or will receive it with the award letter.

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Last Updated: October 6, 2010