Impact Aid Program

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Impact Aid Program

• FY 2011 Application Cycle
• Section 8003 Webinar
• January 7, 2010

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Section 8003 Webinar

• Presenters
• Marilyn Hall
• Jim Barthmaier
• Chad Eggleston
• Kerry Wingell

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Topics

• Purpose and History
• Section 8003 Program Activities
• Application Process
• e-Application
• Questions Answers

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Purpose

• To compensate local educational agencies (LEAs)
  for
• lost local revenue due to tax-exempt federal
  property
• increased expenditures for federally connected
  children
• Eligible LEAs include public elementary and
  secondary school districts and some public
  charter schools

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Purpose

• Payments are determined by
• Formulas specified in the law
• Annual appropriation amounts

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History

• 1950 Original legislation enacted by P.L.
  81-815 and P.L. 81-874
• 1994 Became Title VIII of the Elementary and
  Secondary Education Act (81-815 and 81-874
  repealed)
• Due for reauthorization

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Use of Funds

• General payments for broad purposes
• Section 8002 payments and section 8003(b) basic
  support payments may be used as determined by the
  LEA--in accordance with local and State
  requirements

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Use of Funds

• Examples of allowable expenditures
• Salaries
• Textbooks, computers, and instructional materials
• Special programs, such as after- school, remedial
  advanced placement
• Construction

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Use of Funds

• Targeted payments for specific purposes
• Section 8003(d) formula--children with
  disabilities (CWD) payments
• Section 8007(a) formula--construction payments
• Section 8007(b) discretionary-- construction
  grants
• Section 8008 facilities maintenance

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Section 8003

• 8003(b) Basic Support Payments
• Payments relating to federally connected children
• Child resides on federal property, Indian lands,
  or eligible low-rent housing (LRH)
• Parent is in uniform or works on federal
  property, Indian lands, or low-rent housing
• 1,320 applicants for FY 2010

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Section 8003

• 8003(b) Basic Support Payments
• Eligibility based on
• Number of eligible federally connected children
  equal to at least 3 of total number of students
• OR
• Number of eligible federally connected children
  in average daily attendance (ADA) equal to at
  least 400

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Section 8003

• 8003(b) Basic Support Payments
• Additional eligibility requirement for children
  who live on Federal property other than LRH or
  whose parents work on Federal property
• Number of children equal to at least 10 of the
  total number of students
• OR
• Number of children in average daily attendance
  (ADA) equal to at least 1,000

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Section 8003

• 8003(b)(2) Heavily Impacted
• Increased basic support payments
• Eligibility based on additional requirements
• Percentages of eligible children
• Expenditure and tax data
• 27 eligible applicants for FY 2009
• To be considered for this special funding, check
  box on cover page

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Section 8003

• 8003(d) Children With Disabilities
• Additional payments for some federally connected
  children with disabilities (CWD)military
  dependents and Indian lands residents
• Eligible children must have individualized
  education programs (IEPs) or individualized
  family service plans (IFSPs) in effect on survey
  date

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Section 8003

• 8003(d) Children With Disabilities
• Funds must be spent on additional programs and
  services for children with disabilities
• 898 recipients for FY 2009
• Applicants receiving these payments must submit
  Table 7 with their applications to document
  expenditure of these funds

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Section 8007(a)

• Formula Construction
• Special payments for section 8003 LEAs that are
• 50 uniformed services
• 50 Indian lands
• Heavily impacted

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Section 8007(a)

• Formula Construction
• Funds must be spent on allowable
  construction-related costs
• Davis-Bacon and Indian Preference must be
  followed
• 159 eligible applicants for FY 2007 not funded
  for FYs 2008
• and 2009

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Section 8007(b)

• Discretionary Construction
• Emergency and modernization projects
• Priority given to LEAs eligible for formula
  construction program with emergency needs
• Competitive application with separate application
  process and due date

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Section 8007(b)

• Discretionary Construction
• 25 awards in FY 2005 16 awards in FY 2009
• 17.5 million available for FY 2010 awards
• Not funded for FYs 2006 and 2007

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Section 8003 Process

• Survey
• Application
• Documentation
• Field Review
• Payment

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Section 8003 Survey

• On a count date you choose
• No earlier than the 4th day of the school year
• No later than January 31
• Single date to count all students
• Districts federally connected children
• Districts total membership

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Section 8003 Survey

• Survey methods one or both
• Parent-Pupil Survey
• Source Check
• Forms must be signed on or after survey date

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Section 8003 Survey

• Must collect information required by Impact Aid
  regulations
• Student name, date of birth, grade, etc.
• Family residence
• Parent employment
• For uniformed services military parent name,
  rank and branch of service

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Section 8003 Survey

• Parent/Pupil Survey
• Individual form for each pupil
• Each form signed and dated by parent/guardian
• Applicants create their own survey forms, may
  collect additional information
• Variety of examples available for your reference

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Section 8003 Survey

• Source Check
• One document with information for multiple
  students associated with a federal property
• Districts prepare source check forms with student
  information, to be signed by
• Parents employer
• Housing official
• Tribal official

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Section 8003 Survey

• Source Check
• Officials signature certifies residence of
  family or employment of parent
• For Indian lands, officials signature also
  certifies status of property

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Section 8003 Application

• Annual application to the Impact Aid Program
• Summary counts of federally connected children
  from your survey
• Listed by Federal properties with which children
  and parents are associated
• FY 2011 applications based on school year
  2009-2010 data

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Section 8003 Application

• February 1, 2010
• Annual due date specified in regulations
• Program memo, instructions, other resources
• Frequent listserv e-mail messages with timely and
  important information

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Section 8003 Application

• e-Application
• EDs on-line grant application system
• 8003 FY 2011 e-application published November 19
• No paper applications

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Section 8003 Application

• Cover Page
• Name, address, contact person
• Survey date, survey/source check
• Signature
• Assurances
• Summary of assurances your LEA must have on file
  with Impact Aid Program
• Signature

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Section 8003 Application

• Tables 1 through 5
• Numbers of federally connected children
  associated with each federal property
• Separate tables delineate
• Children who reside on and/or whose parents work
  on
• Children With Disabilities
• All children reported on only one table

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Section 8003 Application

• Table 6
• Membership and average daily attendance data for
  the entire school district
• Resident, tuition-in, and tuition-out membership
  numbers very important to formula
  calculationsdouble check!

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Section 8003 Application

• Table 7
• CWD fiscal report
• Required if CWD claimed on prior year application
• Table 8
• Required only for school districts that operate
  ED-owned facilities

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Section 8003 Application

• Table 9
• Military installation housing undergoing
  renovation or rebuilding
• Table 11
• Indian lands housing undergoing renovation or
  rebuilding

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Section 8003 Application

• Tables 9 and 11
• LEAs report addresses for housing that children
  could have resided in but is unavailable for
  occupancy on survey date due to renovation or
  rebuilding
• IAP reviews and moves eligible children to other
  tables
• See application instructions and memo for more
  detailed guidance

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Section 8003 Application

• Table 10
• Is required if construction payments are received
  during prior year
• Also need to submit a construction fiscal report

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Section 8003Documentation

• Total Membership (Table 6)
• Number of children listed on LEAs current
  enrollment records on its survey date (active
  enrollment)

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Section 8003Documentation

• Tuition-in students (Table 6)
• Children from another LEA enrolled under a
  tuition agreement
• Under state law or policy, applicant LEA is not
  responsible for providing free, public education
• Exclude from federally connected membership,
  total membership and ADA

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Section 8003Documentation

• Tuition-out students (Table 6)
• Children who are enrolled outside the LEA under a
  tuition agreement on the survey date
• Include in federally connected membership, total
  membership, ADA
• Document/list
• Student name
• Grade level
• School site

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Section 8003Documentation

• Average Daily Attendance (ADA) (Table 6)
• Official records of LEAs ADA for the entire
  preceding school year, (e.g., 2008-2009 for the
  FY 2011 application)
• ADA total days of attendance by all students
  divided by total days in session for school year

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Section 8003Documentation

• Prior year membership and ADA used to calculate
  ratio
• Ratio converts current year membership to ADA
• Many states now have negotiated ratios

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Section 8003Documentation

• Individualized Education Program (IEP)
• Must meet requirements of Individuals with
  Disabilities Education Act (IDEA)
• Applies to all children included on Tables 1 and 2

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Section 8003Documentation

• Individualized Education Program (IEP)
• Director of special education must maintain
  certified list of children with disabilities by
  name and date IEP was signed
• IEPs must be signed on or before the survey date

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Section 8003Documentation

• CWD Expenditure Data for
• Prior Year (Table 7)
• Documents or reports that are source of data
  items reported on this table

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Section 8003Documentation

• Low Rent Housing
• U.S. Department of Housing and Urban Development
  (HUD) project number
• Project name and address
• Legislation under which project was funded (e.g.,
  U.S. Housing Act of 1937)
• Section 8 housing is not eligible

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Section 8003Documentation

• Indian Policies and Procedures (IPPs)
• Board-approved policies and procedures that meet
  statutory requirements
• Annually review IPPs and submit with Section 8003
  application or submit waiver from tribe(s)
• Maintain records of implementation

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Section 8003Documentation

• Reserves and National Guard
• Must be activated as of the survey date
• Under Presidential Orders Executive Order 13223
  of September 14, 2001 and Title 10 USC
• Documentation required
• Copy of orders for individual, or
• Certification from service component for
  activation of unit, with names of individuals

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Section 8003Documentation

• How long must you keep all this documentation?
• For three years AFTER you receive your final
  payment for a fiscal year
• (usually about six years from year of application)

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Section 8003Field Review

• Review of documentation supporting your
  application
• On-site visit or mail-in
• Approximately 250 applications selected each
  year letters sent in Spring
• After you apply and before you get paid

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Section 8003Field Review

• Documentation supporting your application
• Parent-pupil survey forms and/or source check
  documents
• Membership and ADA records
• Lists of CWD students
• IPP activities

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Single State Audit

• Total funds received in a fiscal year from all
  federal programs 500,000 or more
• Conducted by independent auditors
• OMB Compliance Supplement provides guidance to
  auditors
• Occurs after payments received
• Findings reported to IAP for follow-up, possible
  payment adjustment

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Section 8003 Payment Formula

• Payment formulas
• Basic Support Payments (BSP)
• Additional Payments for Children With
  Disabilities (CWD)
• 8007(a) Construction Payments

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Section 8003 Payment Formula

• Payments based on
• Formulas in law
• Application data
• Additional data from States
• Annual appropriation amount

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Section 8003 Payment Formula

• Factors in BSP formula
• 10 categories of federally connected children
• Attendance ratio
• Category weights
• Local contribution rate

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Section 8003 Payment Formula

• Children With Disabilities (CWD)
• Separate formula, based on sub-set of federally
  connected children
• Share of appropriated funds, no set maximum

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Your Payment

• Direct deposit to LEAs bank account
• Remember to notify us when your bank info changes
• E-mail payment voucher
• Using contact person e-mail address
• LEA may request copies sent to additional
  contacts (e.g., county)

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e-Application

• All FY 2011 applications must be submitted using
• e-Application, the Department of Educations
  electronic application system
• On-line at
• http//e-grants.ed.gov

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e-Application

• Pre-populates data for recurring Impact Aid
  applicants
• Edits required data
• Verifies all required forms are included
• Sends receipt e-mail

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e-Application

• Start Early
• New users register
• Existing users verify user profile
• Application Manager
• Person who starts and submits your application
• Does not have to be same as last year
• Can grant access to other users

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e-Application

• User Profile must contain your Impact Aid number
• Example
• For Impact Aid Application Number
• 56-VA-2011-9999
• On User Profile, enter
• 569999

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e-Application

• e-Application Helpdesk
• Phone [phone]
• (toll-free)
• Hours 8am-6pm
• MondayFriday
• Washington, DC
• (Eastern Standard Time)

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e-Application

• Contact e-Application Helpdesk for
• System access
• User Name
• Password
• Contact Impact Aid Program for questions about
• Data
• Forms

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e-Application

• Application Must Be Complete
• Submit via e-Application
• Make sure you receive and save confirmation
• Send all signed forms by fax or e-mail
• Send IPPs by fax or e-mail if you claim children
  residing on Indian lands

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e-Application

• Signatures are required on
• Cover
• Assurances
• Section 8002 Application Table 1
• Section 8003 Application Table 9 Table 11
  (optional forms)

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e-Application

• Signatures are required
• Must be dated on or before due date
• Signed forms must be faxed or e-mailed within 3
  business days after due date
• Fax to 866-799-1272 (toll-free)
• OR
• E-mail to Impact.Aid_at_ed.gov

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e-Application

• Most common e-application problems
• Portrait instead of landscape printing format
• Printing signature pages from data entry screen
  instead of printer view
• Signature pages not submitted promptly

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FY 2011 Application Due Dates

• Monday, February 1, 2010
• 430 p.m., Washington, DC
• (Eastern Standard Time)
• e-Application system will accept after 430 p.m.
  but will send late notice

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Application Due Dates

• Late applications
• 10 penalty
• If submitted on-line after 430 p.m. on due date
• If signature pages received late
• If submitted within 60 days of due date
• Ineligible if submitted after 60 days

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Application Due Dates

• Amendments
• Any changes submitted after initial application
• Must be submitted on-line
• May be submitted until September 30, 2010

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Frequently Used Acronyms

• ADAaverage daily attendance
• BSPBasic Support Payments
• CWDChildren with disabilities
• EDU.S. Department of Education
• FYFiscal year
• IAPImpact Aid Program

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Frequently Used Acronyms

• IEPIndividualized education program
• IFSP--Individualized family service plan
• IPPIndian policies and procedures
• LEALocal educational agency
• LRHLow-rent housing
• OMBOffice of Management and Budget

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Future Webinars

• Scheduling additional times and topics
• Section 8002
• Indian Policies and Procedures
• Understanding payment calculations and your
  voucher
• Table 9

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Contact Us

• Phone [phone]
• E-Mail Impact.Aid_at_ed.gov
• Website and Listserv
• www.ed.gov/about/offices/list
• /oese/impactaid/index.html