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Q&A text
collapse Funding Announcement Title : 2018 Paul Coverdell Forensic Science Improvements ‎(1)
collapse Question Title : Signature Page ‎(1)

Question: On page 7 of the solicitation for 2018 Paul Coverdell Forensic Science Improvements it states that hard copy signed signature page must be mailed by October 22, 2018, but on page 11 it states that it must be received or postmarked by November 2, 2018.  Which deadline is correct?

Answer: The signed hard copy of the Signature Page must be received or postmarked by Friday, November 2, 2018. 

collapse Funding Announcement Title : 2018 Substance Abuse Education and Demand Reduction (SAEDR) Category 1 ‎(9)
collapse Question Title : Budget ‎(1)

Question: For the SAEDR Cat 1 application, is the $150,000 budget direct costs only, or total costs (direct plus indirect)?

Answer: The Funding Availability section of the SAEDR Category 1 funding announcement indicates PCCD will accept applications for one-year grants with budgets not to exceed $150,000.  This amount includes all costs.

collapse Question Title : Eligible Expenses ‎(3)

Question: The County Opioid Coalition is planning a  full day Stigma Reduction Conference for first responders and health care professionals.  We expect to reach 50-75 participants. The cost of the speakers is $5,000 plus travel expenses.  As a full day conference there will be food expenses for attendees.  Are these allowable expenses under this grant announcement.  If yes, under what budget category should these expenses be placed.  We know in previous grant applications, there has been a limit on daily consultant expenses and food has not been allowable.

Answer: Costs for speakers should not exceed $650/day.  Costs for a single speaker that exceeds the $650/day must be justified with no guarantee that the cost will ultimately be allowed.  Reasonable costs for food may be considered under this solicitation.  PCCD staff cannot advise an applicant how to respond to the sections of the application, so please review the Budget Detail section for guidance.

Question: Are indirect (or F&A) costs allowed for this program? If yes, at what rate?

Answer: Please refer to page 27 of the Applicant's Manual for guidance on indirect costs.  A link to the manual is available in the funding announcement.

Question: Is the purchase of a vehicle allowed within the SAEDR Category 1 grant for travel for consumers in a rural area?

Answer: Please refer to Section 10: Ineligible Program Activities and Expenses located on page 8 of the SAEDR Category 1 funding announcement.

collapse Question Title : Evidence Based Practice Resources ‎(2)

Question: On p. 5 of the RFP, it says that applicants must use strategies that are included in SAMHSA's NREPP but this website has been discontinued and replaced by the Evidence-Based Practice Resource Center.

Answer: The Substance Abuse and Mental Health Services Administration (SAMHSA) website for the National Registry of Evidence-based Programs and Practices (NREPP) is no longer valid.   SAMHSA is pointing individuals and organizations interested in learning more about science-based resources to the Evidence-Based Practices Resource Center at https://www.samhsa.gov/ebp-resource-center. This site contains a variety of tools and types of information to assist in the incorporation of evidence-based practices.  A revised funding announcement containing a link to this resource has been uploaded into Egrants.

Question: Can you tell me where I can find a list of evidence-based communication strategies or can you give me some examples of what these strategies might include?

Answer: PCCD does not have a list or examples of evidence-based communication strategies.

collapse Question Title : Keyword(s) ‎(1)

Question: Per the instructions, the Keyword "SAEDR Category One" is required. However, the closest option I found was "SAEDRF Category 1". Is this correct?

Answer: Yes, SAEDRF Category 1 is an acceptable keyword for SAEDR Category One applications.

collapse Question Title : Registration ‎(2)

Question: The directions state: "The applicant agency and at least two users from the applicant agency must be registered in Egrants to submit a concept paper or grant application." Does the submission admin (Myself) and the PI count as the two users? Or does it have to be two programmatic users?

Answer: Registration guidance indicates at least two individuals per agency—those who will enter information or serve as a contact—must register online through Egrants.

Question: We are planning a subcontract. Does our subcontractor also have to send in a signature page? The language is a bit confusing, since the applicant will be your subcontractor, so I wasn't clear if the signature page required of subcontractors was only us, or both.

Answer: PCCD requires only applicants to submit an original signature page. Please refer to page 14 of the Applicant's Manual for guidance on the signature page.  A link to the manual is available in the funding announcement.

collapse Funding Announcement Title : 2018 Substance Abuse Education and Demand Reduction (SAEDR) Category 2 and 3 ‎(3)
collapse Question Title : Eligible Activities ‎(1)

Question : One of the items we would like to budget for is advertising for the Police Assisting in Recovery program that we have implemented in our county.  The media campaign would increase awareness about where individuals who are suffering from addiction can go to get linked to treatment. The goal of the SAEDR 2 funding is focused on youth, caregivers of youth and employers.  My question is, can this funding be used to advertise to an audience that includes youth but also includes substance abusers of all ages?  Can the focus of the campaign be where to go for treatment or must it focus only on the benefits of a drug-free Pennsylvania?

Answer: The goal of SAEDR Category 2 includes a broad range of ages (youth, caregivers of youth, and employers).  Activities that meet one or more of the Program Goals, Objectives and Anticipated Impact (Page 5; Section 6) will be considered.

collapse Question Title : Eligible Applicants ‎(1)

Question: Would a multi-county organization be eligible to apply for Cat 2 or 3 funding? Can a state membership association apply and then subgrant any awarded funds,  and if so, are all association members required to participate in the program?

Answer: Category Two and Category Three applicants must be statewide organizations which meet all of the specified requirements found in Section 5, Pages 4 and 5 and funds may be used to support statewide or regional programs as discussed in Section 7, Pages 5 and 6.  PCCD does not encourage grant recipients to award subgrants.

collapse Question Title : Program Evaluations ‎(1)

Question: Do you require a third party grant evaluation report at the end of the grant? 

Answer: This funding announcement does not discuss third party grant evaluations. 

collapse Funding Announcement Title : 2019 Residential Substance Abuse & Treatment ‎(2)
collapse Question Title : Eligible Activities ‎(1)

Question: The local jail has a detox protocol, a vivitrol program started in the past year and a process for maintaining pregnant women on MAT.  The jail does not have a CBT designed to address substance use disorders?  Would an application be considered that introduces a CBT in order to enhance jail-based treatment and expand inmate awareness of MAT options?

Answer: Funds can be used to implement a variety of MAT programs located in the local jail/work-release not limited to vivitrol. Per the funding announcement, funds can be utilized for implementation of MAT with the development of jail-specific protocol and implementation; cost of treatment for individuals in work release centers; implementation of standardized detoxification protocol for correctional settings; and cost of travel for staff to attend required trainings in the Harrisburg area with training and technical assistance provider. 

Please note: Applicants should not include the cost of EBP and/or CBT training and curricula as part of the budget request.  EBP and/or CBT curricula and training will be provided to successful applicants by the training and technical assistance provider identified by PCCD.

collapse Question Title : Performance Measures ‎(1)

Question: The very first measure is that those involved in any funded MAT program be "provided with separate housing unit within the facility." Can this measure be more clarified or defined?  

Answer: Some facilities have separate recovery housing units for those involved in program, though not all facilities are able to accommodate separate recovery housing units. PCCD has pre-selected performance measures to be reported quarterly, however not all the measures may be applicable to your program. For those not applicable a "0" can be entered as a target number.

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collapse Funding Announcement Title : Endowment Act - Child Advocacy Centers ‎(4)
collapse Question Title : Allowable Expenses ‎(3)

Question: We would like to submit a project to support the medical services available to the children receiving CAC support per the NCA Standards.  We would like to support the services of the 'in-county' provider with

1. Funding for Pediatric SANE nurse training

2. Video and Photographic Equipment.

May the CAC fund training for staff from another entity? May the CAC purchase equipment to be used by another entity?

Answer: Yes, Endowment Act funding can be used to support training of providers and equipment at other agencies and as long as those providers are serving child abuse victims and are collaborating with the CAC. 

Question: We currently receive funding under the Safe and Healthy Communities project which supports Safe Touches in our public schools.  Can Endowment Act funding be used to support an expansion of Safe Touches to private schools that are not currently being served through the prevention project?

Answer: Yes, applicants who currently receive funding under Endowment Act – Prevention can apply to expand programming that is not currently covered under the prevention pilot project. 

Question: Can the funding of child sexual abuse prevention programs be funded under the Endowment Act funds?  

Families of children who are referred to the CAC for the reporting of, or suspicion of child sexual often are in need of parenting programs going forward in their child's recovery and the family's ability to move forward in their lives — protecting their child who has been abused from becoming a victim again and protecting their other children.  These families by definition did not have the knowledge to prevent and recognize child sexual abuse.  

Answer: Answer: Yes, child sexual abuse prevention programs can be funded with Endowment Act funds.  Programming must fit, however, within the eligible program activities and expenses listed in the currently open Endowment Act funding announcements, and be related to the solicitation's stated goals.

Follow-up question: My question is because Safe Care is a parenting program that not a child sexual abuse prevention program, how would it be justified?

Answer: Due to the competitive nature of this solicitation we cannot provide guidance on justifications or specific eligible programs.  Funding for programs must fit within the eligible program activities listed within the Endowment Act funding announcement. 

collapse Question Title : Target Population ‎(1)

Question: Per my voicemail message, we are reviewing the PCCD Endowment Act-Child Advocacy Centers funding opportunity which closes on 9/28. In the description and the overview, it states the funding opportunity is to support residents of Pennsylvania who have been child victims of sexual abuse. Under the description of Category 3, the list of eligible activities seems to more broadly encompass CAC work that supports child victims of either physical or sexual abuse and their caregivers.

We have a significant need to hire an additional therapist who could provide both mobile and site-based TF-CBT and also other evidence-based therapy for children who may benefit from a different treatment model. If we request funding through this grant to support a position, is it required that this therapist only provide TF-CBT to child victims of sexual abuse or is there more latitude?

Answer: Funding under the Endowment Act – Child Advocacy Center category can be used for both child victims of physical and/or sexual abuse. 

collapse Funding Announcement Title : Endowment Act - Direct Victim Service Org.  ‎(3)
collapse Question Title : Allowable Expenses ‎(2)

Question: Can the funding of child sexual abuse prevention programs be funded under the Endowment Act funds?  

Families of children who are referred to the CAC for the reporting of, or suspicion of child sexual often are in need of parenting programs going forward in their child's recovery and the family's ability to move forward in their lives — protecting their child who has been abused from becoming a victim again and protecting their other children.  These families by definition did not have the knowledge to prevent and recognize child sexual abuse.  

Answer: Answer: Yes, child sexual abuse prevention programs can be funded with Endowment Act funds.  Programming must fit, however, within the eligible program activities and expenses listed in the currently open Endowment Act funding announcements, and be related to the solicitation's stated goals.     

Follow-up question: My question is because Safe Care is a parenting program that not a child sexual abuse prevention program, how would it be justified?

Answer: Due to the competitive nature of this solicitation we cannot provide guidance on justifications or specific eligible programs.  Funding for programs must fit within the eligible program activities listed within the Endowment Act funding announcement. 

Question: We are applying for the Endowment Direct Services Grant to support the CAC and our victim advocates that support it. The funding announcement states no conferences but it mentions the National CAC Symposium in Huntsville Al. Can we request to send our child advocates to that?

Answer: Unfortunately, this would not be an allowable expense as the National CAC Symposium is a conference.  Under this funding announcement, Endowment Act – Direct Victim Service Organization, conferences are listed under ineligible expenses.  The National Children's Advocacy Center in Huntsville, AL conducts a Victim Advocacy training several times a year and this would be an allowable expense under this funding announcement. 

collapse Question Title : Training/Conferences ‎(1)

Question: In the announcement for the Endowment Act-Direct Victim Service Organizations, Conferences are listed as an unallowable cost.  Trainings are listed as an allowable cost.  

Will you please define what can qualify as a training as opposed to a conference?

For example, we would like to apply for our Advocacy Center Counselor/Legal Advocate to attend the National Children's Advocacy Center annual Advocate Training in Huntsville, Al.  Would this be an allowable training or would it be considered a conference?

Answer: Victim Advocacy in the Child Advocacy Center training in Huntsville would be considered a training.  Conferences usually have "Conference" or "Symposium" in their title and attending does not result in a certificate that "skills" were gained. 

collapse Funding Announcement Title : School Safety and Security Grant Program ‎(274)
collapse Question Title : Activity List ‎(2)

Question: Item 12 on the list of eligible programs or expenses lists security related technology.   Our district would like to add a security vestibule for our high school as recommended in our PSP Risk and Vulnerability Assessment.  Would the addition of a small glass vestibule with electronic locks and cameras be considered security related technology?  It mentions the electronic locks, but we would need the glass partitions and doors as well for the project.  

Answer: Applicants should determine which eligible program or expense best fits their project.  Once an application is submitted, PCCD will review each project and activity section(s) selected.  If PCCD staff have questions or suggestions on a different activity, they will reach out to the applicant. 

Question: We are applying for funding for our recently hired Manager of Safety and Security.  This is a salaried position supervised by the District's Director of Ops/Transportation.  Should we request this funding under subsection (18), even though that subsection specifically states "training and compensation of school resource officers and school police officers"?    Subsection (18) seems to be the only one intended to fund the salary and benefits of security personnel.  

As an alternative to the above approach, I considered using subsection (22) (iv) to fund the Manager of Safety and Security because it relates to "fostering and promoting communication between the school entity, community and law enforcement".   Why does the Program Activities-- Part B form NOT allow for request of items under subsection 22?  Is this phase of the grant process NOT for accessing the "Programs designed to reduce community violence" portion of the safety and security grant?  I understand that a separate $7.5 million was set-aside for this specific purpose, but are we NOT allowed to apply for that money at this time?  Please clarify this process for me.

Answer: Applicants should determine which eligible program or expense best fits their project.  Once an application is submitted, PCCD will review each project and activity section(s) selected.  If PCCD staff have questions or suggestions on a different activity, they will reach out to the applicant. 

Per Act 44, grant funding allocated through Act 44 shall be used to supplement and not supplant existing school entity spending on school safety and security.  If a position is currently funded by the school district, funding from this program cannot be used to support that position.  However, funding can be used to make a part-time position full-time and/or support a new position.

Subsection 22 refers to the Community Violence Prevention Programs and this subsection is not eligible under this current funding announcement. 

collapse Question Title : Address ‎(1)

Question: If we need to mail items off of the Non-Profit Agency Checklist, what address should we use?

Answer: Pennsylvania Commission on Crime and Delinquency

              Attn: Grants Management

              P.O. Box 1167

              Harrisburg, PA 17108-1167

collapse Question Title : Amending Part A ‎(1)

Question: We have prioritized our lists of requests for the grant.  Part A would pay for PART of our request.  We are hoping to receive Part B to supplement the costs.  Or course, we realize that we may not receive Part B.

If we do not receive Part B and cannot move forward with our initial request, would we be able to amend Part A for something else on our list where costs would be covered?

Answer: Yes, you will have an opportunity to amend Part A.

collapse Question Title : Applicant ‎(1)

Question: I am asking on behalf of an IU– we were talking with another IU about collaborating efforts on a program and submitting for the grant together.  Is this something we can do or does each IU have to submit individually?

Answer: Two or more school entities may collaborate on a project together. However, only one agency can be defined as the applicant agency in Egrants.  Other agencies may be entered in Egrants as recipient agencies. 

collapse Question Title : Application Corrections ‎(2)

Question: If an application is returned for corrections, is it to be assumed that the application will be funded if the corrections are made?

Answer: Applications are not officially awarded until approved by the Committee. 

Question: How soon will applicants know if they must revise their application?

Answer: If applications submitted under Part A need to be revised, PCCD staff will contact applicants via Egrants.  PCCD staff will contact Part B applicants after the review and scoring process is complete. 

collapse Question Title : Applying for PCCD Grant ‎(1)

Question: I am the Chief of Security and Safety at our school district.  I already have egrant access and have applied for the $25,000.00 school equipment grant.  I am now trying to apply for the PCCD School Safety and Security funds that were announced on Friday, September 7, 2018.  I can not find it when I log into my current egrant system.  I can only review the previous equipment grant that I applied for.  I have followed the instructions and don't know what to do from this point so that I begin working on the application.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration. To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

collapse Question Title : Approval Checklist ‎(1)

Question: I am reviewing your FAQ's on the site address provided.  I am trying to figure out if we (a public school district) is required to complete and send the items in the "Approval Checklist", we thought that we were a "government entity, political subdivision" so we would not be required to complete this section but after reading the FAQ, I am confused by the wording.  Are we required to submit all items on this list? If so, are these to all be mailed or can we send any by email (or attachment on that page)?

If so, the last completed financial/single audit was for FY 2016-17 (our auditors just arrived to start our FY 2017-18 Audit), is it OK to submit the 16-17 audit?

We do not specifically have by-laws as a school district, is that OK to leave blank or not include? 

Answer: The approval checklist page does not require that you send PCCD any documents.  School districts are not required to complete the Non-Profit Agency Checklist (which would require attachments such as a completed audit). 

collapse Question Title : Approved Consulting Firms ‎(1)

Question: Can you please advise if there is a list of safe schools approved security consulting firms?

Answer: The Committee is in the process of establishing the criteria needed to be an approved security consultant or firm.  This registration process is required to be in place no later than October 31, 2018.

collapse Question Title : Area Vocational-Technical School ‎(1)

Question: We are a school entity, a Career & Technology Center (Area Vocational -Technical School), registered as an 'Educational' Agency in PCCD Egrants.  From what I understand, we are eligible only for Part B of the School Safety & Security Grant, correct?

We are not considered a Non-Profit Agency as we do not have a 501-C designation.  We will not be passing through any funds to any other agency.

Are we required to provide the items requested in the 'Non-Profit Agency Checklist'?

Answer: Correct, you are only eligible for Part B.  You do not need to complete the Non-Profit Agency checklist section. 

collapse Question Title : Attachment Section ‎(2)

Question: Are applicants allowed to add any appendices to illustrate the need for the project? For example, pictures of unsafe situations the applicant is trying to remedy through their request for funds.

Answer: Applicants may submit additional documents that support their application.  

Question: If we have attachments to go with the Part B application, do copy and paste into the narrative or do we do a file attachment upload?  If it is an upload, please direct me to instructions to complete that task.

Answer: All attachments for both Part A and/or Part B should go into the "Attachment" section in Egrants. 

collapse Question Title : Award Date ‎(1)

Question: Is there a date set yet when awards will be announced? Will awards be announced at one time or will they be evaluated, funded and announced as they are submitted and approved?

Answer: The exact date is unknown at this time. 

collapse Question Title : Budget ‎(10)

Question: 1.  We would like to apply these funds toward the cost of hiring a full-time Behavior Specialist/Counselor.  Understanding that Part A of the application is for $25,000, do I apply only for $25,000 of the total cost (salary and benefits) of that employee or do I include all costs even though that will exceed the $25K?

2.  For the competitive Part B, would I then include the remaining costs of that employee sought in Part A?

Answer: School districts applying for both Part A: Meritorious Application and Part B: Competitive Application must create a separate budget in Egrants for each part.  The budget for Part A can only include expenses totaling $25,000.  All remaining expenses should be inserted into the budget for Part B.  See Appendix A of the PDF funding announcement for assistance in setting up these two budgets.

Question: Year 2 is required, do I treat that as an additional $25,000 or must year 2 be $0?  Same question for Part B costs.

Answer:  Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Question: I am filling out the application for the meritorious application of School Safety and Security, we are seeing that this is a year two in the budget. Should we be applying for $25,000 for year two as well as year one?

Answer: Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Question: I was wondering when I complete the budget for Part B Competitive Grant do I include the $25,000 that is in the Part A application?

Answer: Part A and Part B budgets must be set up separately.  Please refer to Appendix A of the PDF funding announcement for instructions on how to set up two budgets. 

Question: Will the grant (specifically Part B) be awarded by submitted 'line item' or awarded as a "block grant" where the School District can determine which projects to pursue as included in the original grant submission, at the discretion of the district?

Answer: Both Part A and Part B budgeting is based on specific line items entered into the Budget Detail section in Egrants.  Once awarded, funding can only be used for line items that are in the application.  However, grantees can submit a Project Modification Request (PMR) during the project period to remove/modify/add specific line items. 

Question: Is there are minimum we need to spend in any budget area? Examples: professional development, training, equipment, supplies or is it based off our school district's needs?

Answer: Applicants are not required to enter a minimum amount in each budget category.  It is up to the applicant to determine what activities should be budgeted.    

Question: I know the application is asking for 2 years of budget.  Will there be 2 years of funding?  Will the amount we are awarded be paid over 2 year period.  I am just confused on why you want 2 years of budget if the grant is for only 1 year.  Thank you.

Answer: The project period for the Part A: Meritorious Application should not exceed one year; the project period for Part B: Competitive Applications should not exceed two years.  The funding being made available can be used over a two year period, for Part B projects. 

Since both Part A and Part B are included in one application, PCCD's Egrants system could only accommodate a single budget section for a two year period.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Question: I am completing the budget section for the competitive (Part B) grant for the School Safety (Act 44) Grant.    I am asking for a portion of the total cost of a program we plan to implement in the district.  Other sources will also be providing funding.   Do I include in the budget ONLY the areas of the total budget that I will be using the monies from the grant for, OR do I include the full budget (including what would be coming from other agencies) in the budget section?

Answer: Only include expenses in your budget that will be paid for by the School Safety and Security Grant Program. 

Question: 1)  Is there an opportunity to submit additional information connected to vendor proposals after the due date of October 12th?  Id so, what would be allowable?  

2)  Our proposal would be for safety related items that are a one time expense and would not require a 2 -year budget. Is there a specific format for the budget detail or will a spreadsheet suffice.

Answer: 1) If competitive proposals are solicited and received, then no additional information must be submitted.  You must keep documentation on file to support the selection of the vendor used including copies of all proposals submitted.

2) You will need to enter all of your line items into the Egrants Budget Detail section.  Assistance on entering your budget can be found at: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

Question: I am concerned we will place our expenses in the incorrect category and therefore limit our chance of being awarded the Part B grant.

Where can I find more clarification on what constitutes each of the budget categories?

Answer: Placing a budget line item in an incorrect category will not affect your chances of receiving an award.  PCCD fiscal staff will review each budget and if a line item is in the wrong category, they will return the application to you for corrections.

Assistance on the budget categories can be found in PCCD's Applicants ManualAdditional assistance on creating your budget can be found here: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

collapse Question Title : Budget Detail ‎(2)

Question: Application—we've received several comments from districts about the detail required on the application—in terms of budgets. Some additional clarification, examples and/or guidance would be helpful—and again, this creates more questions in terms of those districts that are awaiting notification of approval of PDE grants.  

Answer:  We are developing directions and Egrants screenshots that will help applicants navigate this issue.  These directions will be on the PCCD website on 9/26/18.

Question: I am completing the budget details section and am not sure where to assign "fees".  For example, we are applying for a Raptor Visitor Screening program.  Included in the cost is an annual access fee and database set up fee.  Should these items go into the other category or be placed in equipment costs?  Similarly, we are requesting radios that will require an FCC License and associated fee to do obtain.  Is this cost with the equipment or does it go somewhere else? 

Answer: An access fee would go in the "Supplies & Operating Expenses" category.  A database setup fee would go in the "Consultants" category if you are paying a vendor to complete this work.

collapse Question Title : Charter Management Organization ‎(1)

Question: Can a Charter Management Organization submit 1 application for multiple Charters or do we need to submit a separate application for each charter?  We have 13 schools with 8 separate Charters

Answer: Act 44 of 2018 identifies school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions as the only entities eligible for funding under this solicitation.

collapse Question Title : Charter Schools ‎(2)

Question: We are a network of charter schools in PA, with each individual school its own LEA but one of the LEAs also includes the network central office, through which many of our grant-funds are then distributed out to schools. For example, in many federal grant programs, we apply as a consortium of LEAs with one lead applicant (the LEA that includes the central office). The LEA is also a nonprofit 501(c)(3) as well. I am unsure of the proper way to apply for the PCCD School Safety & Security Grants.

Must each individual LEA apply separately? Or can we apply as a network on behalf of all the LEAs (i.e., on behalf of all the PA charter schools in our network)? What is allowed and/or recommended?

Answer: Act 44 of 2018 identifies school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions as the only entities eligible for funding under this solicitation.

Question: First, as a charter network, we have multiple schools with individual charters and I was wondering if we can apply for each school or would we submit one application and include total costs for each school in the budget?

Answer: Act 44 of 2018 identifies school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions as the only entities eligible for funding under this solicitation.

collapse Question Title : Committee ‎(1)

Question: Could you explain what the "School Safety and Security Committee" is?

Answer: On June 22, 2018, Governor Tom Wolf signed Act 44 of 2018 into law, creating a School Safety and Security Committee within PCCD.  The Committee is tasked with developing the criteria school entities are to use in performing school safety and security assessments, issuing a survey to school entities to measure school safety and security preparedness, and administering grants.

To better understand its requirements, an overview of the key elements of the Act has been developed and provided in the Overview of Act 44 (pdf).

collapse Question Title : Committee Review ‎(1)

Question: When does the Commission meet to review the applications?

Answer: Applications submitted under this funding are not reviewed by the PCCD.  Successful applications will be presented for consideration at the School Safety and Security Committee (SSSC) meetings.  Applications submitted under Part A will be reviewed at the October 30, 2018 SSSC meeting.  Applications submitted under Part B will be reviewed by the SSSC before the end of the fiscal year. 

collapse Question Title : Community Violence Program Grants ‎(2)

Question: The funding announcement referenced a forthcoming School Safety and Security grant designed to reduce community violence ("Community Violence Program Grants"). What will be the difference in focus for these grants as compared to the current funding announcement?

Answer: The Community Violence Program Grant ($7.5 million) will be a separate funding announcement that will open later this calendar year.  Municipalities, institutions of higher education, community-based organizations and other entities approved by the School Safety and Security Committee will be eligible to apply. The eligible activities for the Community Violence Program announcement will include the activities referenced in Section 1306-B (J)(22) of the Public School Code.

Question: Will the funding for the Community Violence Program Grants come out of the available $52.5 million or is there other money that will be used for this program?

Answer: No, funding for the Community Violence Program Grants is not included in the $52.5 million released under the School Safety and Security Grant Program.  The Committee voted to release $7.5 million for Community Violence Program Grants in a separate solicitation which has not yet been opened/released.

collapse Question Title : Consultant Budget ‎(1)

Question: I am completing the budget detail for our grant application.  We are applying for the purchase of radios that will have to be programmed.  Does the labor for programming go under the consultation category or should its total cost be included in the equipment category?  We are also applying for the installation of card swipe systems on doors, so would the labor go with equipment or under a different category? 

Answer: Contracted labor for programming and installation should be placed in the Consultants category.

collapse Question Title : Consultants ‎(3)

Question: We plan to pursue either the employment of a Licensed Social Worker or contract for LSW services through a third party.  Our region is very remote with opportunities limited for employment and for third party contracted services.  The amount of money we receive (Part A and B) would determine if we are able to hire the position or must seek a third party.  Our application would be different depending on our direction.  

1) Are we able to modify our application after award status is know?  At that time, information related to 3rd party contractor would be known.  Seeking third party services within the allotted timeframe will be challenging.

2) With limited time provided for soliciting responses for a 3rd party, is there any recommendation on how to complete the grant application with the 3rd party TBD?  Is the best option to request an exception to the procurement process and request a noncompetitive process approval?

Answer: 1. The noncompetitive Part A portion of an application can be modified after award.  The competitive Part B portion of an application can be modified after an award is made as long as the scope of the project does not substantially change the project from what was reviewed and scored.

2. A competitive solicitation process does not need to be completed prior to application submission.  The applicant may put TBD in the name field for the personnel or consultant position.

Question: We are contracting with township police departments to provide school resource officers. Are they considered personnel or consultants in the budget?

Answer: An employee should be listed in the "Consultants" section if they are not considered a school district employee. 

Question: When completing the budget section under supplies and operating expenses, i.e. hi-tech security cameras, should the labor for installation be listed separately or included in the cost?  If so, where should it be listed?

Answer: Contracted labor for installation should be placed in the Consultants category.

collapse Question Title : Contractors ‎(1)

Question: Hello. I would like to know under what budget category in the grant application would I put a $ 5000 payment for services of a School resource officer to my district as a contracted service? The County Career and Technology Center is not hiring the SRO but my district is.

Answer: An employee should be listed in the "Consultants" section if they are not considered a school district employee. 

collapse Question Title : Cyber Charter Schools ‎(1)

Question: Good afternoon – I have a question regarding cyber charter schools and clarification on who qualifies. The first section of the grant process has a section marked for school districts which I understand is only for part A. It appears that part B is open to cyber charter schools however I can't figure out how to get past the part A section to get to part B as it won't let me fill out the page in order to get to the next page.

Answer: Cyber charter schools are not eligible for funding under Act 44.

collapse Question Title : Definitions ‎(1)

Question: In regards to the PCCD School Safety and Security grant, can you please define the school resource officer and school police officer positions as listed in number 18 in Section 7. Eligible Program Activities and Expenses?

Answer: Act 44 defines a School Resource Officer as a law enforcement officer commissioned and employed by a law enforcement agency whose duty station is located in a school entity and whose stationing is established by an agreement between the law enforcement agency and the school entity.  A School Police Officer is defined as a law officer employed by a school district whose responsibilities, including work hours, are established by the school district. 

collapse Question Title : Due Date/Time ‎(1)

Question: What time on Oct 12 are applications due?

Answer: Per page 14 of the PDF Funding Announcement document, the application must be entered into Egrants no later than 11:59 p.m., Eastern Time. 

collapse Question Title : Egrants ‎(2)

Question: Is the grant application posted for completion in eGrants?  If so, I am not able to access the grant for our school district.  We applied for two of the Safe Schools Initiative grants in August with no issues.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Our school inadvertently created two applications for the School Safety and Security Grant.  Is it possible for you to delete the second one created?

We have already begun to enter info in the first one.  I apologize for the inconvenience.

Answer: We are unable to delete an application in Egrants.  The duplicate application will just remain in Egrants unfinished and will not affect the application you will ultimately submit. 

collapse Question Title : Egrants Application ‎(2)

Question: I have a username and password for PCCD eGrants. I get the email notices when new grants are released. When I go into the system, I do not see the options as presented in Appendix A of the attached user guide. Please provide directions to access the A and B Act 44 grants.

Answer: Appendix A of the PDF funding announcement only includes instructions for filing out the Budget Detail section when a school district is applying for Part A: Meritorious Application and Part B: Competitive Application.  All components of the application, including the Budget Detail section, can be found by clicking on the "Funding Announcement" tab and searching for "School Safety and Security Grant Program," after you signed into Egrants.

Question: Are all sections of the grant required or only the sections mentioned in the instructions and that are part of the rubric?  

Answer: The following sections are required for ALL applicants:

  • Approval Checklists
  • Budget Detail
  • Main Summary Information
  • Performance Indicators (not required to enter measures)
  • Attachments
  • Federal Transparency Act Certification
  • Fiscal Accountability
  • Non-Profit Agency Checklist
  • Procurement Details (if needed)
  • State Funding Announcement Certifications

The following sections are required for school districts that are applying for Part A: Meritorious Application:

  • Executive Summary – (Part A)
  • Program Activities – Part A: Meritorious App.

The following sections are required for school entities (including school districts that apply under Part A that are seeking competitive funding) that are applying for Part B: Competitive Application:

  • Executive Summary (Part B)
  • Program Activities – Part B Competitive App.
  • Project Description (Part B)
  • Statement of Purpose (Part B)

Please note that every section, including sections not required, will need to be saved as "complete" prior to submitting the entire Egrants application. 

collapse Question Title : Egrants Budget ‎(1)

Question: Since we have not technically been awarded a grant yet, what exact fields and information do I put in the Budget Summary?  I know how much I want to ask for Program A ($25K) and Program B ($84K), but I'm not quite sure what I enter in this form.

Answer: Guides to help set up and complete the Budget Detail section can be found here: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

collapse Question Title : Egrants Help ‎(22)

Question: I am trying to register for PCCD and it will not let me.  The message is that my email is already in use.  What do I do?

Answer: Please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: I just logged into my E-grants account and I am unable to find the grant application for this grant. Any help would be greatly appreciated.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

If this does not answer your question, please contact our eGrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: I saw the announcement, when will the grant be accessible to complete?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Please confirm when the grant will be available in EGrants for starting the application process.  I noted the date in the communication indicated September 7 was the opening date, however, I am not seeing it as a grant option in the EGrants portal.  Any information you can provided will be greatly appreciated.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Thank you for the information on the School Safety and Security Grant made available through PCCD.  I was told at a meeting today that we need to register for the grant by Friday, September 14th in order to be eligible for the grant application. 

Can you please forward the website to register for the grant?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Can you tell me how to find these grants on e-grants? I have access to Safe Schools but I don't see this there – what is the bureau? How do I request access?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I am unsure where to register for the grant.  Could you please send me the link to register?  Any help would be appreciated.  Thank you.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Can you please send me the directions for accessing the Egrants system to log into for the Safe Schools grant?  Does the executive director need to access this directly or can I access this myself?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Who registers and who is assigned roles in Egrants is up to each individual applicant agency. 

Question: Hello I have to register my clients for Act 44, after reviewing the website I am unclear on whether we have to simply assign a contact by the due date, or actually register each school contact via the https://www.pccdegrants.pa.gov/Egrants/Login.aspx site, fill out an application and create an account for each?  Please let me know which one is needed. Thank you.

Answer: Agencies that have never received funds from PCCD must first complete the paper Agency Registration Request Form (PDF), have an official with legally binding signature authority sign the form, and fax it to (717) 783-7165. Within 24 hours, the agency will receive a call or email confirming registration in the Egrants system. 

At least two individuals per agency—those who will enter information or serve as a contact—must register online through Egrants.  We ask that applicant agencies register themselves so that their own unique username and password can be created. An agency should start the Egrants registration process as soon as possible. 

Question: How do I access the E-Grant? When I log in all I see is the grants I already applied for, could you point me in the right direction to apply for the new Act 44 money?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I am trying to apply for the school safety grant but the link is not available. Can you please help?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

After being registered, all components, of the application, including the Budget Detail section, can be found by clicking on the "Funding Announcement" tab and searching for "School Safety and Security Grant Program," after you signed into Egrants. 

Question: Is there a guide for using this egrant system?  

Answer: Assistance with registering and submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx

Question: How do I register us for these grants.

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: Will there be any meetings offered to help with filling out the egrant for those who are not familiar with the grant application?

Answer: We are not able to provide any training on the application process at this time.  If you have specific questions about the funding announcement please feel free to email them to RA-CD-SSSC@pa.gov.Specific questions regarding Egrants can be sent to RA-eGrantsSupport@pa.gov.  Assistance with registering and submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx

PCCD's Applicants Manual also contains information on policies and procedures of grant funding. 

Question: The application you attached was filled out last week. How soon will we be able to start completing the grant application and where do I access the application?

Answer:  In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx Assistance with submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx. Specific questions regarding Egrants can be sent to RA-eGrantsSupport@pa.gov

Question: Can you please tell me how I can register for the PCCD egrants system?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I completed most of my Act 44 School Safety and Security grant info into Egrants. I wanted to make sure i have everything entered that was necessary before I hit submit. I was wondering if someone could look at my application and let me know if i am missing anything but the signature page? 

Answer:  All Egrants sections must have their status changed to "complete" before an application can be officially submitted.  If an application is recommended for funding, PCCD staff will work with applicants to amend/correct/add any information that was not included in the first submission.  

Question: How do we apply for PCCD grants?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: We are attempting to apply for Part B of the most recent safe school announcement but cannot find the application in the egrants system. Can you please advise how to begin this application?

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

If you have specific Egrants questions, please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: Our School District is applying for a PCCD grant.  The egrants system has designated 2 numbers for our grant.  Is this because the district is applying for both Part A - the non competitive funds and Part B - the competitive funds?  If so, do all the sections of both grants get completed?

Answer: If a school district is seeing two grant id's, that means two applications were started within the Egrants system.  Please only utilize one of those applications.  Per the statute, Part A and Part B must be completed within one application. 

Question: I am getting message ....Allocation Agency must be entered to be able to enter budget.

Please advise on how to enter this information on Main Summary Information page.

Answer: You will need to click "Add Applicant as Recipient Agency" first, as this is a required field. Once a recipient agency is listed, you will be able to access the other sections of the application.

Question: I am trying to begin the grant process.  I can get in.  I am set up my agency is registered but I was sent a number 29753 which I am not sure what to do with.  I went in and created a new program and got the number 30040 for my grant #.

However, I think when I created that program I exited before I completed all the details.  How do I get back to that grant profile area where I put in my title, etc?  

I am concerned because I have 2 numbers once sent to me and one I got when I created the new grant.  I hope this doesn't mean I have 2 grants or should I have 2?

Is there a manual to walk me through this?  I have the new user guide but everything in that is completed.

Answer: If you have received two grant ID's, that means two applications were started within the Egrants system.  Please only utilize one of those applications.  Per the statute, Part A and Part B must be completed within one application. 

After signing into Egrants, pick the one grant ID you wish to utilize, and click on the first "Click Here" link to get back into the grant application. 

Please see our budget detail set-up navigation guides on the School Safety and Security website for assistance in using the PCCD Egrants system: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx.

collapse Question Title : Egrants Registration ‎(1)

Question: I recently enrolled in the PCCD Egrants portal and submitted our organization and myself as the Agency User Manager.  Is this the first necessary step to complete to begin the process of creating an application for the School Safety Grant?

Answer: For additional information please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

If you need additional assistance, please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

collapse Question Title : Egrants Sections ‎(3)

Question: When we are completing the school safety grants (screen shot below), do we need to complete the sections that are listed as 0 points? 

Answer: The following sections are required for ALL applicants:

  • Approval Checklists
  • Budget Detail
  • Main Summary Information
  • Performance Indicators (not required to enter measures)
  • Attachments
  • Federal Transparency Act Certification
  • Fiscal Accountability
  • Non-Profit Agency Checklist
  • Procurement Details (if needed)
  • State Funding Announcement Certifications

The following sections are required for school districts that are applying for Part A: Meritorious Application:

  • Executive Summary – (Part A)
  • Program Activities – Part A: Meritorious App.

The following sections are required for school entities (including school districts that apply under Part A that are seeking competitive funding) that are applying for Part B: Competitive Application:

  • Executive Summary (Part B)
  • Program Activities – Part B Competitive App.
  • Project Description (Part B)
  • Statement of Purpose (Part B)

Please note that every section, including sections not required, will need to be saved as "complete" prior to submitting the entire Egrants application. 

Question: As a school district do we need to complete the non-profit section, performance indicators and the federal transparency portion?  We are a non-profit, but we are also a government entity.   Also, the budget details section is not allowing me to save so do we just mark that complete?

Answer: School districts are not required to complete the Non-Profit Agency Checklist.  You are also not required to enter any performance measures into the performance indicator section.  However, applicants may include measures specifically related to the activities outlined in their application.  The federal transparency section must be completed, but only question #2 is required.

All sections must be marked "complete" before an application can be submitted.  If you mark the budget detail section as "complete" and the budget you entered is still visible, then that section was saved.   

Question: 1. What are you looking for in the section titled "Performance Indicators?" I was unable to add new performance indicators and the options that were already there did not pertain to my organization.

2. In the "Approval Checklist" section, the last question asked about "a segregation of duties policy." Our district has two policies that deal with this topic, Policy 626 - Federal Fiscal Compliance that talks about internal controls and Policy 827 - Conflicts of Interest. Our administration does practice segregation of duties, but those specific words were not in our policies. Is it okay for me to mark "Yes" on that question? I have attached both policies as PDFs to this email.

Answer: 1) Applicants may include performance measures that are specifically related to the activities outlined in their application.  However, applicants are not required to do so as part of their application.  Applicants not submitting performance measures as part of their application will need to change the Performance Indicator section status in Egrants to "Complete" in order to submit their Egrants application. 

2) The entity has to make a determination as to whether they have a segregation of duties policy or not regardless of what the title is of the policy.

collapse Question Title : Eligibility ‎(46)

Question: Are private schools eligible for either section of this grant? If not, is there any plan to include them in the future?

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Could you tell me if private parochial schools are eligible to apply for the School Safety grants?  We are looking at a $200,000 security project for the school.  We will apply to a number of Foundations for matching dollars.  The school has a minimal security system at this time.  We have 500 students pre-school to 12th grade.

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: As a comprehensive full-time career and technology center, would our school be able to apply for the Part A: Meritorious Application $25,000?

Answer: No. Pursuant to Section 1306-B (F) of the Public-School Code of 1949, only school districts are eligible apply for the Part A: $25,000 meritorious application.

Question: Can IU's cannot apply for the $25,000 grant in Part A of the application?

Answer: Intermediate Units are not eligible to apply for Part A: Meritorious Application funding.

Question: I work for a Christian school in PA. I saw this opportunity come across my desk and was curious if we are eligible to apply for this grant. We are a nonprofit 501(c)3 private school. 

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: The reason for my writing is to inquire if the School Safety Grants is available to private schools?

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am inquiring about our eligibility for Part B of this grant. We are a non-public school who receives funding strictly through tuition and private donations. If we are not eligible for this grant, could you please steer me towards any additional funding opportunities? I was recently hired and would like to implement safety education and continue our security upgrades.

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I was wondering if you could tell me if the Safety and Security Grants funding through PCCD is available to private schools, or only public schools.

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: We are a small charter school that serves several school districts in Pennsylvania. We have a School Safety and Security Coordinator and have already established mandatory school safety trainings with our school. Would we be eligible to apply for Part B:Competitive Grant? 

Answer: Yes. Charter schools are eligible applicants under Part B: Competitive Application.

Question: I had a question concerning the School Safety and Security Grant application. Are PRRI eligible for the Part A Meritorious portion of the Grant?

Answer: Only school districts are eligible to apply for Part A: Meritorious Application.  Private Residential Rehabilitative Institutions are eligible to apply under Part B: Competitive Application.

Question: Our charter school is a new charter school located in Philadelphia PA.  Our charter was fully approved in July/August 2018, and we opened in August with 300 students across grades K-4.

There are a number of climate/culture and school safety areas where we could benefit from this additional funding.  Before I begin working with a team to submit a meritorious application I want to confirm that we qualify as a "school district" that is eligible to apply for this grant program?  

Answer: Charter schools are eligible applicants under Part B: Competitive Application only.

Question: I was looking at the PCCD grant for school safety and security and I wanted to see if our organization would be eligible to apply.   We are a child care provider with a DHS and PDE license.  We have a Pre K Counts programs for 145 children in our building.   Does this grant apply for the school setting that we have?

Answer: Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Please clarify the eligibility of an AVTS (CTC) for Part A of the School Safety Grant.

Answer: Pursuant to Section 1306-B (F) of the Public-School Code of 1949, only school districts are eligible apply for the Part A: $25,000 meritorious application.  Area Vocational Technical Schools (AVTS) are eligible for Part B: Competitive Application.

Question: I am writing you to inquire if private schools are eligible to apply for the School Safety and Security Grant program.  One of our partner private schools was inquiring.  They are not a charter school but a private catholic school serving PreK-12. Thank you.  

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Afternoon, my district submitted two grants over the summer under the school safety and security grant guidelines. One being for equipment for 25000.00 and another to defer the cost of the district's SROs. Does the district need to submit the SRO grant again under the competitive grant application? Or is that already taken into account?

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Can IU's apply to create programs/trainings that would serve all districts in their service area.  For example, can an IU apply to hire and provide social workers/LPC's to districts, and have staff trained as trainers in trauma informed schools and classrooms?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals. However, applicants can apply for a project that serves multiple districts. 

Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I recently received an e-mail newsletter from Senator Bartolotta about the Act 44 of 2018 grants available to schools.  Does this Act provide for funding to private schools?  We are a Christian school located in Bethel Park, PA.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am the director of a CTC and wondering with full time, comprehensive status if anything can be done to qualify us for the meritorious application?

Answer: Per Act 44, only school districts are eligible for funding under Part A: Meritorious Application.

Question: We are a public charter school serving students in K-8 in PA.

Are we eligible for the School Safety and Security Grant Program a per Act 44 of 2018?

Are we going to apply under safe schools office at http://www.egrants.pa.gov?

Answer: Charter schools are eligible applicants under Part B: Competitive Application.

In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I was wondering if you could tell me if our district can apply for Part A and Part B of this grant?  It seems that Part A will be somewhat of a guarantee but Part B is not.  We don't want to sacrifice the first part if the second part may not be awarded.  Thank you for any clarification you can provide.  

Answer: Any school district submitting a meritorious application as prescribed by the Committee shall receive a minimum of $25,000 as soon as possible following the October 30, 2018 Committee meeting.  Applicants submitting proposals under Part B will have the opportunity to revise their Part B application based on findings from the Committee's review of survey responses and pre-existing school safety and security assessments.  Once the revision period is closed, all Part B applications will undergo a scoring and review process.  Part B applications recommended for funding will be presented to the Committee for consideration prior to the end of the fiscal year.  Funding under Part B cannot be guaranteed.

Question: Please advise if private schools are eligible for these grants.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I write on behalf of a Charter School in PA.  It is my understanding that as a Charter School, we are eligible to apply for Part B of the new funding available for School Safety Grants.  When will the application be available through e-grants?   

Answer: In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

After registration, all components of the application, including the PDF funding announcement, can be found by clicking on the "Funding Announcement" tab and searching for "School Safety and Security Grant Program," after you signed into Egrants. 

Question: I have a customer who is very interested in apply for the School Safety Grant.  She is a part of a private prk-8 school.

In reviewing the information she had thought that private elementary schools would not be eligible.  Could you shed some light on this and let me know if they would be eligible or not?

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Is this grant available to private schools located in Pennsylvania?  

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Are Community Colleges eligible to apply for the School Safety Grant?

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am interested in applying for this grant but would like to know if we a "school entity" that is eligible.  We are a private school (Catholic) in Tamaqua, Pa.  And am I correct that the application is due on October 18, 2018? Thank you for your attention to this matter. 

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.  Applications are due on Friday, October 12, 2018.

Question: Just to confirm and clarify:

The 2018 Act 44, that amended the Public School Code of 1949, still applies directly only to public schools, not independent schools, correct?

Answer: School entity is defined in Act 44 to be a school district, intermediate unit, area vocational-technical school, charter school or private residential rehabilitative institution.

Question: The directions state that if you are only applying for the Part A non-competitive grant it should be separate from the competitive.

It takes you to the listing, I click, and only competitive comes up  - I clicked – ID # 29510

Our Charter School only wants to apply for the Part A section this year …. How do I get there.

Answer: Charter schools are only eligible applicants under Part B: Competitive Application.  Both Part A and Part B are to be completed within the same application.  For applicants applying for both Part A and Part B, the budget will need to be set up per the instructions in Appendix A on the PDF funding announcement. 

Question: May a public area vocational technical school apply for Part A funds or just Part B?

Answer: Area vocational-technical schools are only eligible under Part B. 

Question: I have a few Questions about the Pennsylvania Commission on Crime and Delinquency's School Safety and Security Grant Program. I was concerned with some of the eligibility criteria and the availability of funding. While "Intermediate Units" are listed as eligible applicants, could you further define this term and what organizations it might be applicable to? Furthermore, I would like to confirm if Part A the Meritorious application was a guaranteed allotment or if funding for the program would also be on a competitive basis. Thank you for your time!

Answer: Pennsylvania's 29 intermediate units and locations were established in 1970 by the Pennsylvania General Assembly (Act 102) to operate as regional educational service agencies to provide cost-effective, management-efficient programs to Pennsylvania school districts.

Funding for school districts under Part A is non-competitive.  Per the statute, each school district that makes a meritorious application as prescribed by the Committee shall receive a minimum grant allocation of $25,000 annually. 

Question: I am reviewing the grant and I am confused if we apply for Part A or Part B.  We are a Catholic school within the diocese of Scranton and think we would fall under Part B Competitive or would we receive money from our local school district we fall under?  Please advise.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant. 

Question: I was referred to the funding announcement by our University President toward a submission to increase school safety within our campus community. 

I phoned the help desk this morning and was advised that a University would not be eligible for the School Safety Grant under Part A, but would be eligible under Part B as open to "school entities."

Would you confirm that a University is eligible to submit for this grant under Part B?

Answer: Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.  A university is not eligible to submit for this grant under Part B. 

Question: I am beginning to navigate my way through the grant process.  Please forgive my ignorance but are private schools eligible to apply for this grant or is it for the public school district only?  I did read the description and i wasn't sure how loosely or strict the terms were to define the organization.  Any light you can shine my way, even if its for a grant that we may qualify for...I would greatly appreciate you!

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am a grant consultant working with at a nonprofit agency that provides youth mental health/behavioral services such as residential treatment and alternative educational programs (website: http://www.cahprogram.org/). I was reviewing the School Safety Grants guidelines and saw that under "Part B: Competitive Application" eligible entities included "private residential rehabilitative institutions".  I wanted to double check and make sure that they would qualify. 

Answer: To verify eligibility under this solicitation (i.e., to determine if your school entity is a school district, intermediate unit, charter school, area vocational-technical school, or private residential rehabilitation institution), please visit the Educational Names and Addresses (EdNA) database on the PA Department of Education's website and utilize the "Search Educational Entities" function: http://www.edna.pa.gov/Screens/wfSearchEntity.aspx. 

Question:  Hello – I chair a security committee for a private Catholic school.  As a private parochial school – how does the new Act apply and are we eligible to submit an application for the grant funding?

We have some structural and technology needs that are of our highest priority and would like to be considered for grant funding.  Could you let me know if there's any reason we would not be eligible for consideration?

Answer:  Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am a retired PA Trooper who has taken the roll of Coordinator of school safety and Student Life at a Private High School and I am trying to verify if we would qualify for any financial grants from the Act 44 law based on our classification.  As I watched the power point I'm inclined to say no, but I'd like to be sure.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: We are a Catholic School and want to know if we would qualify as a district to apply for the School Safety and Security Grant Program.

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Hi there. I am writing with a question about the School Safety and Security Grant Program that has been established per Act 44 of 2018. I understand that only school districts can apply for Part A. However, are approved private schools eligible to apply for Part B funds? 

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: I am reaching out to ask a question regarding the School Safety and Security Grant Program. For eligibility as a Competitive Applicant the RFP indicates the application is open to "school entities" but does not include private schools. Would a private Catholic high school be eligible for grant funding?

Answer: Private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: Are non-public schools eligible to apply for the Act 44 funding?

I see the list in the packet, and it does list charter schools. What about parochial or private schools?

Answer: Private and non-public schools (with the exception of private residential rehabilitative institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

Question: Thanks for the email, I am having problems since I never did one of these before.   Based on the short summary of the proposed project request it seems like they want a security officer or a safety coordinator appointed at the school to be eligible for the funds.  We want to update our entrance ways to make them more secure based on a local police officer's recommendations.

Are we still eligible to get the grant?

Answer: Act 44 has a requirement that all school entities name a school administrator to serve as the school's safety and security coordinator.  Naming a coordinator is not tied to the grant funding.  Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals. 

Question: I was wondering if we even qualify for this grant since we are a Catholic school.  Can you please let me know?

Answer: Private and non-public schools (with the exception of private residential institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

Question: In reviewing the RFP for the School Safety and Security Grant Program I wanted to inquire if agencies that provide SAP liaison services and training are able to submit or if it should be included with an LEAs application?  Thank you very much. 

Answer: School Districts are the only eligible applicants under Part A: Meritorious Application.  School entities, including school districts, intermediate units, area vocational-technical schools, charter schools, or private residential rehabilitative institutions, are the only eligible applicants under Part B: Competitive Application. 

Question: Can school districts collaborate and submit a joint submission regarding the $40 million competitive funding stream enacted by the General Assembly last June?

Is there any language in the new code that governs such submission? If so could you cite us to it?

Answer: Act 44 states that school districts may only submit one application annually.  It does not speak to collaborative submissions in the affirmative or negative.

Question: Hello:  We are a PRIVATE boarding school.  Are we eligible to apply for the Available School Safety grants. 

Answer: No, private and non-public schools (with the exception of private residential rehabilitative institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

Question: I am not certain if you are allowed to answer, but I have a question about the School Safety Grant.  Before our agency applies for funding I want to make certain we are eligible.

Our agency has a school and vocational school on campus.  Both are staff by local school district employees.  In addition, we have school district teachers teach in our secure buildings across campus.  In total, we have approximately 90 school district staff members working on our campus.  Wouldn't our agency be considered a private residential rehabilitative institution under this solicitation?

Answer: To verify eligibility under this solicitation (i.e., to determine if your school entity is a private residential rehabilitation institution), please visit the Educational Names and Addresses (EdNA) database on the PA Department of Education's website and utilize the "Search Educational Entities" function: http://www.edna.pa.gov/Screens/wfSearchEntity.aspx

collapse Question Title : Eligible Expenses ‎(1)

Question: If assessment data includes vulnerabilities identified through architectural assessments and recommendations to improve safety- are physical plant improvements allowable expenses in Part B?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

collapse Question Title : Eligible Programs ‎(20)

Question: I am the Grant Coordinator for our school district. We are very excited about the recently posted School Safety and Security Grant Program and I just have a few questions.

Our district plans to apply for both Parts A and B of the grant. My question is, does Part B need to be focused on one activity, or can it encompass a variety of activities? For example, can a portion of funding be used for security technology, a portion for SAP training, etc.? And if the grant will cover multiple activities, will the grant be viewed as "all or nothing" or will individual activities be funded and others rejected? We just want to make sure we are doing this correctly!

Answer: Funds for a proposed program under both Part A and Part B can include any, all, or one of the items listed under Eligible Program Activities and Expenses (pg. 7 of the PDF funding announcement).  You are not restricted to one activity.  Per the funding announcement, the Committee may require applicants to revise applications and may place conditions on activities.  The Committee has final approval of all costs.

Question: I am submitting a question on behalf of two school districts.  Both districts have a need for vestibules for the front lobbies in their school buildings.  Will construction costs associated with vestibules be considered for the grants under the security planning and purchase of security-related technology category?  If not, will security equipment needed as part of the vestibule project (such as additional cameras, remote door releases, bullet resistant windows and doors, etc.) be considered under the security planning and purchase of security-related technology category even though it is part of a larger project?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Would installing ballistic film on glass school doors be an allowable expenditure for the school safety and security grant funds?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: We are looking to hire 2 school police officers.  I wanted to see if the Part A and/or Part B funding would allow us to purchase protective equipment (weapons, ammunition, body armor, uniforms) for the police officers?  Also, wanted to see if we can use this funding to purchase a police vehicle.  If this is permissible for either Part A or B… and what funding category should I select when applying for these specific items.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Would the installation of Security Bollards/Protective Safety Barriers and Security Glass Film be considered an eligible expense under Section 1306-B, subsection (j)(12) of Act 44?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute. If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: As I review the grant announcement from PCCD, I am appreciative to see the list of eligible program activities and expenses listed on pages 7-8.  I do not see facility renovations listed here, and I am wondering if a renovation to create secure entrances to schools would qualify.  Please advise.  Thank you.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Are cameras on busses an allowable expense for these grants?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I would like to turn in a grant for the Part A and Part B of the School Safety and Security Grant Program.  For the Part B of the program, I wanted to ask if the following could be covered by the grant?

  • Secure Vestibule Entrance Juniata High School
  • Secure Vestibule Entrance Tuscarora Junior High School

Currently, both of these buildings do not have a secure vestibule and when entering the building, parents/guests need to walk down the hallway of the school building to get to the office which is not secure.  In our 2016 school assessment, this was our biggest risk that was reported to us through the safe school assessment.

Would I be able to use the grant for this purpose to move part of the office to the entrance of the building creating a secure vestibule?  I am not looking for anything fancy, just making things secure for our students.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Page 8 of the guidelines states that eligible costs include "Costs associated with the training and compensation of school resource officers and school police officers." Has the Committee set forth guidelines or regulations pertaining to the use of municipal police officers as "school security officers"? There are instances where school districts currently compensate retired municipal police officers or active duty municipal police officers during their "off duty time" for providing security services within the school building during the academic year and regular school day. Would the proposal to utilize either Part A or Part B grant funds to support the compensation of additional officers as school security officers in the aforementioned manner be considered an eligible cost, and would the Committee entertain this type of proposed programming? If so, are there other existing regulatory or other stipulations that dictates the manner in which a school district compensates and utilizes municipal police officers and "school security officers"?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement. It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

The Committee may require applicants to revise applications and may place conditions on activities.  If revisions or conditions are requested by the Committee, PCCD staff will reach out to the applicant. 

Question: I have a question about the Part B: Competitive Application.  We are looking to apply for this grant to cover the cost of visitor vestibules in both the high school and the elementary. Specifically, we are looking to cover the cost of redesigning both main offices to allow for a visitor entrance that allows us to do a license check before they enter the building/office.  Would this be covered under the grant?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Would capital expenses be eligible?—In order to comprehensively address our school's safety and security, Carson Valley would need a new safe structure (to replace existing modular facilities) with ADA compliance and adequate egress/ingress for emergency preparedness in order to sufficiently purchase and install the equipment specifically listed in the grant guidelines.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: My team has reviewed the list of eligible items for the Act 44 grant and we have lots of ideas.  With that said, I do have two questions.

  1.  Can we request items that involve construction?  We have 2 schools that do not have secure entrances and we would love to use Grant Funds to help support this project.  Is that possible?
  1. Can we purchase "Flexible Furniture" for our specialized learning environments for students with specialized needs.  I know this may sound strange, but the environment is much safer with the proper resources in place.

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I am Superintendent of a school, located in eastern Westmoreland County.  Our Risk Assessment and Vulnerability Team met this morning to prioritize activities for our submission of an Act 44 PCCD School Safety and Security Grant.  

We are a geographically large rural school district, covering 234 square miles and 9 municipalities.  While 3 of our schools are located within 4 miles of each other, our most rural school is located in a separate municipality approximately 13 miles from the others.   

Our priority for a grant submission is SRO/SPO.   Through SSSC, are we able to apply for more than one officer? We are hoping that we are able to provide at least one for the 3 schools that are close in proximity, and one for the most rural building.  

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

A school district can apply for $25,000 under Part A and up to $5,975,000 for Part B with a statutory cap of $6 million.  

Question: Can we use funds for not only the purchase of security cameras but installation of the cameras

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: Are bus radios allowed under security-related technology?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: We would like to apply for funding through Part A of the grant to install safety/security treatments placed on all window/door surfaces located at all egress points. The treatment would create shatterproof windows/doors, which would delay/deny the entry of unauthorized individuals into our buildings.

Is this an acceptable expense?

Answer: Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I am emailing to see if certain items are allowable expenses to apply for the Act 44 grant.

We have a district police department.  They are in need of some equipment.  It is Ballistic vests (worn by officers to protect them.) The other two are to upgrade our weapons and holsters to a more secure configuration.  The other question-  would the cost of K9 Officer be allowable?

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

Question: I am the PA Sales Manager here at Smoothwall Web Filtering. I have a potential customer that is looking to use your PA School Security and Safety Grant. I had a few questions... 

  1. We are an education vendor designed to safeguard schools through web filtering and monitoring of computers. We can alert on concerning web searches (abuse, adult content, bullying, suicide, and more) as well as monitor google docs, emails, Facebook chats and more whether the device is on or offline. Would we be eligible to become a vendor for your grant? 
  2. I have some other schools in PA that may benefit greatly from this. Is it too late for them to apply? 

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

All applications are due by 11:59 P.M on October 12, 2018. 

Question: If we are looking to purchase internal hallway and entry security camera (that do not presently exist) that will tie into an existing outdoor security camera system is that able to be done through this grant. 

Similarly, if we have a video entry system for two doorways into the building but because of renovations the main entry door has been relocated would that qualify because it would be tying in an existing system. 

If I am understanding correct as far as anything new, like a new phone/intercom system and equipment it would need to be purchased after the grant has been obtained. 

Answer: Due to the competitive nature of this funding announcement we are unable to answer questions about specific proposals.  Funding can be used to support activities listed under section 7, Eligible Program Activities and Expenses, of the funding announcement.  It is incumbent upon the applicant to submit an application that they believe complies with the statute.  If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

PCCD will not be able to reimburse costs incurred prior to the official start date of an award.

Question: George Junior Republic has both an (academic) school and career and technical center on campus.  These two educational sites are in self-contained buildings.  In addition, we have classrooms in 23 additional locations.  George Junior Republic is partnered with the Grove City Area School District.  Although the district provides the education, we are responsible for the campus, facilities, etc.  Under this opportunity we would be interested in having a campus safety assessment take place across our entire 500-acre campus.  Understanding the entire campus serves youth, but classrooms are not located across all 500 acres, would it be permissible to request funds for the safety and security assessment to occur? 

Answer: Private and non-public schools (with the exception of private residential rehabilitative institutions (PRRIs)) are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and PRRIs are eligible for funding under this solicitation.

collapse Question Title : Equipment Section ‎(1)

Question: For the budget section – in the applicant's manual it states items over $5000 is to be listed under equipment.  If we have many items that go towards the whole project and is over $5000 do we list the items under supplies if under $5000 or under equipment if they are over $5000 – or do we list them all under equipment?

Answer: For an item to be considered equipment, the item must have a useful life of at least one year and a unit cost of at least $5,000.  The items should be placed in the Supplies & Operating Expenses budget category if the unit cost of a single item of the items being purchased is less than $5,000.

collapse Question Title : Equipment/Supplies ‎(1)

Question: A question regarding items identified as supplies.  Any item that is under $5000.00 is considered supplies, correct?  So if one item cost $1500.00 and I am purchasing 10 of the items, they are still considered supplies.  Correct?

Answer: Correct, any item under $5,000 is considered supplies.  Purchasing 10 items costing $1,500 would still be listed under Supplies. 

collapse Question Title : Fiscal ‎(3)

Question: Our agency has been in discussions with several school districts regarding contracting with us to provide counseling and/or behavioral health services to students. Are school districts able to include our agency as a contractor in their applications or will they need to utilize a bid process or a request for proposal process?

Answer: Grants will only be made to school entities, however, school entities may contract with other organizations as described in PCCD's Applicants Manual.

Question: If a school district chooses to purchase from a PA COSTARS organization, does that qualify for an exemption from the competitive bidding requirement?

Answer: Simply purchasing from a COSTARS qualified vendor does not qualify as a competitive procurement.  A purchase from a PA Department of General Services negotiated contract would qualify as a competitive procurement.

Question: Can you please tell me what sections my Chief Financial Officer needs to complete?  I see that the "Budget Detail" section comprises 15% of the total decision criteria, but is the "Budget Detail" section all that we have to submit from a financial perspective? 

Answer: The budget detail section includes the proposed grant budget.  Additional sections, such as Fiscal Accountability, Procurement, if applicable, and State Funding Announcement Certifications also have budget/fiscal related questions. 

collapse Question Title : Frequently Asked Questions ‎(4)

Question: Are private or non-public schools eligible for either section of the School Safety and Security Grant Program solicitation?

Answer: No, private and non-public schools are not eligible school entities under Act 44 of 2018 for either section of this grant.  Only school districts, intermediate units, area vocational-technical schools, charter schools and private residential rehabilitative institutions are eligible for funding under this solicitation.

Question: How do I apply for School Safety and Security Grant Program funding? How do I get into Egrants?

Answer:  In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

Question: I need technical assistance with PCCD's Egrants system. Whom do I contact?

Answer: Please contact the Egrants help desk at either (717) 787-5887, or you may call toll-free at (800) 692-7292 and select option 9 and then option 6 when prompted.

Question: My school entity submitted a grant under the PA Department of Education's (PDE) Targeted Safe Schools Grant applications, which closed July 31, 2018.  Are PDE's grants different from PCCD's Act 44 grants?  When will I know if PDE's Targeted Safe Schools Grants have been awarded?  Can I apply for a similar grant under the Act 44 School Safety and Security Grant Program? 

Answer: First, PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

collapse Question Title : Full or Partial Funding ‎(2)

Question: We know what we apply for needs to connect – I just wanted to know if we get the whole grant or not OR could we get just some of the grant. 

Answer: As per the funding announcement, the Committee has final approval of all costs.  Final determinations as to whether or not Part B: Competitive Applications are funded in full or in part rests with the Committee.

Question: Will funding decisions be "partial" or "all-or-nothing" under competitive Part B?  If we ask for (6) items totaling $500,000, is it possible the awards committee will approve, for instance, (5) items totaling $425,000?  Please clarify.

Answer: As per the funding announcement, the Committee has final approval of all costs.  Final determinations as to whether or not Part B: Competitive Applications are funded in full or in part rests with the Committee.

collapse Question Title : Funding ‎(14)

Question: We would like some clarity around the amount of funding we can apply for under this solicitation.  Can a charter school apply for up to 10% of the total allocation for Part B?  Is there a specific maximum amount?  Is there any way to estimate what amount of funding is acceptable?  Is there some type of formula we can use?  

Answer: Applications submitted under Part B, proposed budgets cannot exceed $6 million.  If a school district is applying for $25,000 under Part A, they are only eligible to apply for $5,975,000 under Part B.  Since charter schools cannot apply under Part A, an applicant can request up to $6 million under Part B. 

Question: Is this first-come first-serve consideration/funding?

Answer: No. All school districts that make a meritorious application as prescribed by the Committee shall receive a minimum grant allocation of $25,000.  Applications submitted under Part B: Competitive Application will undergo a scoring and review process.  Applications recommended for funding through that process will be considered by the Committee. 

Question: Act 44 states $60 million has been appropriated for the School Safety and Security Grant Program during the 2018-19 school year. Part B allows funding to be used over two years.  Typically, state funds must be used within the fiscal year. Will there be an exemption for these funds or will the state legislature have to re-appropriate the funds?

Answer: Funding that was appropriated for FY 2018-19 can continue to be spent after June 30, 2019 since the School Safety and Security Fund is established as a special nonlapsing fund in the State Treasury.   Additional School Safety and Security Grant Program funding is, however, contingent upon appropriation from the General Assembly on an annual basis

Question: Use of funds—we've received a few questions about what districts should anticipate will be the follow-up from PCCD regarding the use of the $25,000—what will PCCD need to see to verify appropriate use of grant funding? 

Answer: All successful applicants will be required to submit financial reports in PCCD's Egrants system and may be required to submit documentation (invoices, contracts, receipts, time and effort reports, etc.) that supports the reported expenditures.

Question: Can a request to purchase a security related technology be requested in Part A and in Part B?  For example, if something costs $94,000 – could we request Part A to cover $25,000 and Part B to cover the remaining $69,000?

Answer: Yes, funding for one project/item can be requested in both Part A and Part B.  However, funding under Part B is not guaranteed. 

Question: I am reading over the information released regarding Part A - Meritorious Application and Part B - Competitive Application of the School Safety Grant. In one spot, it says that we should fill out Part A ONLY if we are NOT applying for Part B. But I saw contradictory information in another spot. So my question is do we fill out both parts if we are applying for both grants or just Part B if we are applying for both grants because a minimum of $25,000 will be given to districts regardless through Part A?

My second question is are there any restrictions regarding applying for Part B? During a meeting at our IU, we were told that if we are awarded the PDE Safe Schools Grant for Equipment, Program or SPO/SRO, we will not be eligible for Part B of the PCCD Safe Schools Grant. Is that true or can anyone apply and possibly be awarded Part B of the PCCD Grant?

Answer: If you are only applying for the $25,000 under Part A: Meritorious Application, you only need to fill out one budget.  If you are applying for both Part A AND Part B: Competitive Application, you will need to add a budget to the Budget Detail section in Egrants.  Assistance on adding this section can be found here: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

For the other sections in Egrants, if a section includes "Part B" in the title, you are not required to answer the questions within that section unless you are applying for Part B funding.  However, you will need to go into each Part B section and save the section as "Complete" in order to submit your entire application to PCCD. 

Being awarded a grant from the PA Department of Education does not preclude you from being awarded funding under the PCCD School Safety and Security Grant Program.  If a school district does not have sufficient time to revise or alter their grant application and submits a Part A: Meritorious Application funding for a project that received funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: When it comes to awarding school districts part B funding, will it be all or nothing?  For example, if we list 4 or 5 different budget items or initiatives in our grant application, will PCCD approve all or nothing or could one or two initiatives be approved and the others declined?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: If we apply for several items on the grant, will the grant be funded in an all or nothing fashion, or will the committee review item by item for consideration?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: If we are awarded part b of the grant, would we be funded fully or would there be a chance we would be funded partially?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: We are wondering if the part B grant will be awarded in full (if awarded) or could part B be only partially awarded?  If it is partially, then should we prioritize the items in that section?

Answer: Applications submitted under Part B will be reviewed and scored by a review team of experts and ultimately approved by the Committee. It is incumbent on the applicant to apply for initiatives that connect to the identified needs of the school district. 

Question: I hope you're the person I can reach out to for questions.  I just have two quick clarifications I need: 

  1. The district this year is just getting underway with some security renovations.  We can apply for this grant even though we are going to be starting those renovations soon, right?
  2. We can apply for both Part A and Part B?  I don't want to lose out on the $25k to apply for Part B?

Answer: 1) PCCD is not be able to reimburse costs incurred prior to the official start date of an award.  2) School districts can apply for both Part A and Part B funding.  The $25,000 is only guaranteed in Part A.

Question: I have a quick question concerning the funding amount for PCCD's School Safety and Security Grant. The application says that "No school entity may receive an annual grant allocation that exceeds 10% of the funds available under the grant program, which for FY18-19 is $6 million." I know that we can apply for up to $5,975,000 under the competitive application. If we intend to implement a two-year project, am I correct that we can apply for up to $5,975,000 over that two-year time period or is the application saying that we can apply for up to $5,975,000 each of the two years? We've been assuming the former, but I don't want to give anyone here misinformation.

Answer: Correct, you can apply for up to $5,975,000 over the two-year time period. 

Question: For Part A : Meritorious Application with a grant allocation of $25,000, we would like to submit for the following:  Lock-down Security Shades & Mobilize Rescue Public Access Stations for our classrooms and schools.

My question is to confirm that those items (as written into the Comprehensive Safety Plan) fit within the category of...

       *An increase in security planning efforts and the purchase of security - related technology and equipment.?

For Part B: Competitive Grant-  my question is regarding a program provider who we propose to work with ; to contract services from; to supply one-to-one counselors as part of a CBITS implementation program in each of our schools in the district.

My question is in this case, is the program provider a "subrecipient" ?  or simply contracted for professional services?

Answer: Applicants should determine which eligible program or expense best fits their project.  Once an application is submitted, PCCD will review each project and activity section(s) selected.  If PCCD staff have questions or suggestions on a different activity, they will reach out to the applicant. 

A subrecipient is an entity that receives a subaward to carry out part of the funded program; but does not include an individual that is a beneficiary of such program.  A contractor is an entity that receives a contract which is a legal instrument by which the applicant entity purchases property or services needed to carry out the project or program under the funded award.

Question: I see there are parts A and B.  Do we need to complete two separate grants for the $25,000 and then the additional if we want additional?

Answer: Both Part A and Part B should be completed within one application.  Assistance on setting up the budget for Part A and/or Part B can be found at: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx

collapse Question Title : Funding Announcement ‎(1)

Question: In reading the Q&A forum, I saw 2 grants were possibly available School Safety and Security Grant Program available for a minimum of $25k and a School Safety Equipment Grant.  Where can I find information of the Equipment grant of has that already closed?

Answer: The Targeted Safe Schools Awards – Equipment Grants are being administered through PDE. Please contact RA-SafeSchoolsEgrant@pa.gov

collapse Question Title : Funding Guidelines ‎(1)

Question: I saw that there is $52mm earmarked, and that no award shall exceed $6mm, but are there any other restrictions on the amount an entity can apply for?

Answer: Details of the funding guidelines can be found on PCCD's website at:

https://www.pccdegrants.pa.gov/Egrants/Public/OpenAnnouncements.aspx

collapse Question Title : Grant Deadline ‎(1)

Question: Several school districts for whom we provide technical services support have recently asked us to review this vital grant opportunity on their behalf.

As you're aware, with the opening of a new school year, September is an extremely busy time for schools. Given the short window of application we are requesting PCCD consider extending the deadline to December 31, 2018. This would permit the schools sufficient time to construct the mandatory components of the grant and access this invaluable opportunity.

Answer: The deadline for applications under both Part A and Part B is October 12, 2018. 

collapse Question Title : Grant Review ‎(1)

Question: I have a question regarding the Safety & Security Grant Application. Are the parts with points attached weighted in a way so that an entity that leaves them blank in the system will earn fewer points than those that complete all parts of the application?

Thank you for any insight that you can provide re: the points and how each section may affect the applications submitted.

Answer: The points listed within each competitive section are the maximum number of a points an applicant can receive for that section.  Review team members may deduct points if a question is not answered or inadequately answered.

collapse Question Title : Grant Training ‎(1)

Question: Will there be any training available for application for this grant?  

Answer: We are not able to provide any training on the application process at this time.  If you have specific questions about the funding announcement please feel free to email them to RA-CD-SSSC@pa.gov. Specific questions regarding Egrants can be sent to RA-eGrantsSupport@pa.gov. Assistance with registering and submitting an application can be found here: https://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx 

PCCD's Applicants Manual also contains information on policies and procedures of grant funding. 

collapse Question Title : Indirect Costs ‎(1)

Question: Just wondering where I can find information if indirect costs are available for this grant?

Answer: Information related to indirect costs can be found in PCCD's Applicants Manual.

collapse Question Title : IRS Determination ‎(1)

Question: I am filling out the grant application for Act 44 Safety Schools grant and wondering about the IRS determination of the tax-exempt status of the organization.  We are a school and I am just not sure what this looks like for us.  Any help is appreciated!

Answer: An IRS determination is not required for school districts since they are considered a unit of local government.

collapse Question Title : Length of Funding ‎(1)

Question: If we apply for funding and are awarded, under part B of the grant for a counselor or a social worker, will the funding continue for that position for multiple years or should we hire the position contingent on grant funding?  Additionally, if we are awarded the grant, does that give us additional weighting when applying for the grant in subsequent years?

Answer: Funding awarded under Part B for FY 2018/19 is available for up to two years.  Future funding under the School Safety and Security Grant Program is contingent upon appropriation from the General Assembly on an annual basis.  If funding is released in future years, the SSSC will determines those parameters which will be communicated as part of a future funding announcement. 

collapse Question Title : Main Summary ‎(6)

Question: I am completing the School Safety Grant.  I was wondering what I put in Egrants for the: Short Project Title and Brief Description. On the main Summary page.

Answer: Please put the title of your project in the Short Project Title section.  The Brief Summary of the Project should include a sentence or two about what you plan to do with the funding.

Question: On the Main Summary page of the egrant, if you are a Charter School do you still need to enter a school district and if not what goes in that spot? Below that, what is the keyword they are asking for? 

For some reason in the Fiscal Officer space, I picked our person from the drop down but in front of her name it says "None" and at the end of her name it says "None". How do I fix this?

Answer:  You are not required to a school district or provide an answer in that section.  The keyword would be "School Safety" and this has already been selected for you.  You are not required to enter any additional keywords. 

There is a current bug in the Egrants system that is attaching the "None" label.  This will be fixed during the next Egrants update. 

Question: On the main summary page there is a tab at the bottom for School Districts (IU's are not on the drop down list).  If we are partnering with districts do we click and add them or is that only for districts to add their names for individual applications. 

There is also a tab were applicants are asked to identify the senate and house districts.  If our proposal seeks to serve multiple districts, do we list all districts or just the district were the administrative building is located.

Answer: If you are not a school district, you are not required to select a school district on the main summary page.  You may add any district you are partnering with on the project.  For the senate and house districts, you would select all districts that the project will include. 

Question: On the "Application Status" page, under the "Section Name" Budget Detail link is grayed out and am unable to enter any data. There is a message in Red "Allocation Agencies must be entered in the Main Summary Information section before the Budget Detail link(s) become enabled." I'm not sure what/if I need to add anything to the "Main Summary Information" page.

Answer: You will need to click "Add Applicant as Recipient Agency" first, as this is a required field. Once a recipient agency is listed, you will be able to access the other sections of the application.

Question: Our Career Center is a Career and Technical Center school is not listed under "School District" on the "Main Summary Information" page. Is this a problem

Answer:  No, that is not a problem.  The School District tab on the "Main Summary Information" page is just for informational purposes only.   

Question: I have another question pertaining to the budget summary and main summary.  Below is a screen shot of the information from the main summary.  What dates do I use?  In the budget summary the page the only button that is able to be clicked on is the cancel button.  I am I not completing the prior page correctly?

Answer: At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date of 11/11/9999.  PCCD staff will work with applicants to finalize the appropriate start and end date period.  

To access the Budget Detail section, the applicant must fill out the Recipient Agency. 

collapse Question Title : Maximum Funding ‎(1)

Question: We won't be greedy – I just want to be sure I understand and there is not a typo. 

A SD applying for Part A can be awarded $25,000 and can also apply for over $5 million for Part B. 

Correct?

Answer: Correct, a school district can be awarded $25,000 under Part A and up to $5,975,000 for Part B with a statutory cap of $6 million.  

collapse Question Title : Meeting the $25,000 ‎(2)

Question: As I work through the budget for Part A, I'm having difficulty getting it exactly to $25K.  Please see the screen shot below.  Any suggestions for this issue?  I've changed a lot of different numbers and the closest without going over I can get is $24,988.   Is it ok for it to be a little over? 

Answer: Funding under Part A is $25,000.  We would suggest adding in another line item for the remaining amount (e.g., office supplies for $12) to bring up your total requested amount to $25,000. 

Question: Regarding Part A Meritorious Funding, I read "minimum grant allocation of $25,000" in the Funding Announcement Summary at PCCD. (and several other citations).

Is $25,000 also the "maximum" that could be awarded under Part A Meritorious?  

Should my Part A budget be submitted for absolutely no more than $25,000.

(note:  my interpretation was that possibly if insufficient applicants were received to distribute the full amount of Part A funding over the Part B commitment ($40,000,000) and the total allotment $52,500,000, that applicants for Part A might be awarded in excess of $25,000)

Answer: Correct, the budget for Part A must be $25,000 and cannot be more than $25,000.

collapse Question Title : Modify Application ‎(1)

Question: $25,000 minimum for school districts—we've gotten several questions about the extent to which school districts can modify their applications—i.e. if a district applies for and receives $25,000 as a result of a meritorious application, to what extent must the application for the competitive portion of the grant funding be tied to the initial application, if at all? 

Answer: It is up to the school entity to determine whether they want to connect these components as part of their application.   It is not required, recommended or prohibited.

collapse Question Title : Multiple Questions ‎(1)

Question: Questions related to the School Safety Grant:

1.  Do school districts only applying for the Meritorious Grant have to complete any section of the grant that reads "Part B?"

2.  In which categories would a school district budget a quote from a COSTARS provider for a new surveillance system that includes both parts (surveillance cameras) and labor?

3.  Which dates should be used for Project Start and End dates?

Answer: 1) If a section includes "Part B" in the title, you are not required to answer the questions within that section unless you are applying for Part B funding.  However, you will need to go into each Part B section and save the section as "Complete" in order to submit your entire application to PCCD. 

2) Any expenses provided to another organization or consultant should be put into the "consultant" section.  If awarded, PCCD fiscal staff will work with grantees to ensure that expenses are listed within the correct categories.

3) At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date.  PCCD staff will work with applicants to finalize3 the appropriate start and end date period. 

collapse Question Title : Non-profit Agency Checklist ‎(2)

Question: As we write our School Safety and Security grant we are looking for some clarification on the Non Profit Agency Checklist section.

As a school district we are not a non-profit organization, so do we have to provide all the items requested in that section. Or can we indicate not applicable as a governmental applicant.

Answer: School districts are not required to complete the Non-Profit Agency Checklist. 

Question: Are school districts required to submit the Non-Profit Agency checklist? There are items listed that a school district cannot produce (e.g. Articles of Incorporation, Form 990, By Laws) because school districts are not 501 c 3 nonprofit agencies.

Answer: School districts are not required to complete the Non-Profit Agency Checklist. 

collapse Question Title : Non-Profit Status ‎(1)

Question: As a Career and Technical High School, I am applying for Part B School Safety Grant. I listed our school as a Non Profit but I am not sure if that is correct since we are a public school. I don't see anywhere to go back to review this. Can you help me out?

Answer: If you listed your public school as a non-profit agency, PCCD staff will work with you to modify Egrants once your grant application has been submitted.  Public schools are not considered non-profit agencies.   

collapse Question Title : One Application ‎(1)

Question: We are several project we are considering for the Safety and Security Grant.  Should we include all of our projects in one application or should we create a separate application for each project?

Answer: Per Act 44, each school entity may only submit one application annually.  An application for Part A and/or Part B can include multiple projects. 

collapse Question Title : Ongoing Funding ‎(1)

Question: Are Part A and Part B only grants for 2018-19?  Is there an anticipation there may be similar funds for 2019-20, contingent upon state / federal budget decisions for subsequent years?

Answer: The current solicitation only includes funding from FY 2018-19.  Future School Safety and Security Grant Program funding is contingent upon appropriation from the General Assembly on an annual basis.

collapse Question Title : PA Department of Education ‎(2)

Question: So I read the correspondence to superintendents regarding the grant.  Does this mean that if we are awarded the PDE Safe school grant that we are not eligible for the PCCD grant?

Answer: Being awarded a grant from the PA Department of Education does not preclude you from being awarded funding under the PCCD School Safety and Security Grant Program. If a school district does not have sufficient time to revise or alter their grant application and submits a Part A: Meritorious Application funding for a project that received funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Our school is seeking clarification.  We already applied for the Safe Schools equipment grant that was due over the summer.  Was that grant cancelled and was this grant put in place instead of it?   If so, do we need to reapply?  If that grant is still being filled, are we allowed to apply for this grant also?

Answer: The Targeted Safe Schools Grant administered by the PA Department of Education (PDE) is separate from the current School Safety and Security Grant Program administered by PCCD.  Award notices for PDE's Targeted Safe Schools Grant should be distributed to schools prior to the close of PCCD's School Safety and Security Grant Program solicitation period.  If you applied for PDE funding you are also eligible to apply for funding under the current PCCD solicitation.  PCCD will work with applicants to revise their applications should they receive an award under PDE's Targeted Safe Schools Grant for the same project. 

collapse Question Title : PA Department of Education Grants ‎(9)

Question: Thank you for the updated information relative to the safety grant applications.  One question I have is how does this round of grant applications compare with the Safe Schools Targeted Grant Applications that were submitted July 31st?  Can similar grant applications be submitted for this funding given that we may not receive a response on the targeted grants prior to the deadline for this additional funding?

Answer: First, PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Is this funding different from the Safe Schools Grant or does it replace the Safe Schools Grant?  I've heard nothing on the status of the safe schools grant.

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

Question: This summer our district applied for the Safe Schools Targeted Grant (equipment) for phase 1 of a large surveillance system upgrade.  Phase 1 will cost $25,000, and the entire project is likely to cost $100,000 in total.  We were considering utilizing the school safety grant of Act 44 for other phases of the upgrade, but were unsure if this would be considered a duplicative request.  Additionally, if our district did not receive the Safe School Targeted Grant, we would like to use the School Safety Grant to complete Phase 1 of the project.  Could our district utilize the school safety grant to fund a portion of a large project where other portions of the project may or may not be funded by the Safe Schools Targeted Grant?  I appreciate your time and consideration, and I look forward to your response

Answer: The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: When will we know if we are awarded the PDE Targeted Equipment Grant? I ask b/c these items will be built into the Act 44 grant if not awarded, but don't want to double apply for items.

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: This past summer, our school district applied for the following grants in eGrants:

  • Safe Schools Targeted Grants for School Police Officer – School Entity
  • Safe Schools Targeted Grants – Equipment

Are the aforementioned grants the same as the Part A and/or Part B of the School Safety and Security Grant referenced below and attached? Or, are these separate grants in which we may apply for Part A and Part B in addition to the Safe Schools Targeted Grants listed above?

Answer: The Safe Schools Targeted Grants for School Police Officer – School Entity and Safe Schools Targeted Grants – Equipment are being administered through the PA Department of Education's Office for Safe Schools.  PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: We have recently applied for the Safe School Grant. Is this opportunity the same or are we able to apply?

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: If I already submitted a safe schools grant for an SRO, do I submit again under the school safety grant? Is the Safe Schools Grant no longer valid? 

Answer: PDE's Targeted Safe Schools Grants are separate and distinct from PCCD's Act 44 School Safety and Security Grants. 

The Office for Safe Schools at PDE is currently in the process of reviewing and scoring the Targeted Safe Schools Grant applications they have received as of July 31, 2018.  If you have any questions regarding PDE's Targeted Safe School Grant process, please contact the Office for Safe Schools at RA-SafeSchoolsEgrant@pa.gov.

The Committee and PCCD staff are working in coordination with PDE's Office for Safe Schools to ensure that grants between the two agencies are non-duplicative and ensure the most effective use of resources.  School entities eligible under Act 44 that submitted an application to PDE's Targeted Safe Schools Grants may submit a similar application under the Act 44 School Safety and Security Grant Program solicitation.  If a school district applies for Part A: Meritorious Application funding for a project that ultimately receives funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

Question: Office of Safe Schools grants—we've received many calls about what districts should do if they have applied for grants via PDE but don't know yet if they have been approved to receive any funds…what is the timeline for notification from PDE? What happens if they find out they got/didn't get the PDE grant immediately before the 10/12 deadline or afterwards? How should they proceed?  

Answer: Applicants will be able to revise their applications if they receive an award from the PDE Targeted Safe Schools grant program and they had submitted the same project under PCCD's School Safety and Security Grant Program.   It is recommended that school entities begin preparations so that they are prepared to modify their application, if needed.

Question: We are planning our application for the School Safety and Security Grant due October 12, 2018.  However, we applied for a Safe Schools Initiative Targeted Grant for Equipment in May.  We have not heard the results from the May Egrant submission and if successful we would apply for a different set of items to supplement the items in the May grant request.  If that application was unsuccessful we would apply for the same items for the new grant.  Will we find out the results of that May Egrant this week so we can properly submit for the new grant in an optimal manner?

Answer: Per the communication that went out from PDE and PCCD on September 21, 2018 to all chief school administrators, PDE grant award notifications for Targeted Safe Schools Awards will be made so that schools will have time to alter grant applications with PCCD prior to the October 12, 2018 submission deadline. 

If a school district does not have sufficient time to revise or alter their grant application and submits a Part A: Meritorious Application funding for a project that received funding under PDE's Targeted Safe Schools Grant Program, the Committee and PCCD staff will work with the school district to revise their Part A application in order to receive the minimum grant allocation of $25,000 under Act 44.  If a school entity applies for Part B: Competitive Application funding for a project that receives an award under PDE's Targeted Safe Schools Grant Program, the school entity will have the opportunity to revise their Part B application at a later date to ensure no duplication of projects.

collapse Question Title : Part A ‎(1)

Question: I've been working on the grants for PCCD.

I have access to Part A and Part B, which I want.  I just wanted to make sure I completed that portion correctly.

When working in the Budget Detail for Part A-it is requesting compensation for 2 years.

Is Part A for 2 years?

If not, what must I do to secure access to Part A for budgeting?

Answer: Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

collapse Question Title : Part A and Part B ‎(3)

Question: I am looking for a little clarification regarding the School Safety Grant application process.  In the applications, could you please help clarify the difference between Part A: Meritorious Application ONLY for SCHOOL DISTRICTS making an application to receive a minimum grant allocation of $25,000; and Part B: Competitive Application.

Does a District:

1. have to choose between applying for Part A or Part B

2. Can we apply for Part A and also apply separately for Part B

3. Can there be a joint application for Part A and Part B if the cost of the grant exceeds $25,000 for one item

Answer: 1) A school district can apply for both Part A and Part B. 

2) Application for both Part A and Part B will be included in one Egrants application, but projects may be separate.  Please see Appendix A of the PDF funding announcement for information regarding how to separate out the budgets for Part A and Part B under your single application. 

3) Yes, applications made under Part A and Part B can be for the same project.  However, funding under Part B is not guaranteed. 

Question: General question about Part A verses Part B:  We are asking for the $25 K to help fund a School Police Officer.  For Part B, we are using the same program, but hoping just to get the larger amount we need for the SPOs.  I assume we only get Part A or Part B?  What are your recommendations for this?

Answer: A school district can be awarded funds under both Part A and Part B.  Funding under Part B is not guaranteed.

Question: For the school safety grants, we are applying to use funding to purchase and install deadbolt hardware on our classroom doors.  The total cost is over $60,000.  Part A of the grant is a minimum of $25,000.  Should we be reporting the entire amount in Part A of the grant OR should we only apply for $25,000 in part A and apply the remainder to part B?

Answer: The Part A budget should only include $25,000.  Any additional funding for a similar item/project should be entered into the Part B funding.  Please note, Part B funding is not guaranteed. 

collapse Question Title : Part A and Part B Budgeting ‎(1)

Question: I understand that Part A of the School Safety and Security grant is for $25,000.  We are looking at an electronic lockset (key fob) system and it is estimated to be $38,000+.  Would I enter that into the budget for Part A as $38,000 at 100% to show the total cost?  Or, would I enter it in at 38,000 but only use 65% since that equals about $25,000?  Or would I just enter it as $25,000 at 100% even though it actually costs more?  We are hoping to add the remainder to Part B, and use those funds if we are successful in Part B.  If we are not, we are going to investigate the district contributing.  But I wasn't sure how to show it in Part A.

Answer: The Part A budget can only be $25,000.  If splitting costs between Part A and Part B, you should provide the percentage covered within each budget (e.g. $38,000 x .66 = $25,000). 

collapse Question Title : Part A Funding ‎(1)

Question: For the Part A application, must the requested amount be specifically $25,000? Or, can it be a slightly lower amount?

We are applying for supplies only through the Part A Grant.

If it must be $25,000 specifically, when I put in a supply with the unit price, the amount will not come to exactly $25,000.    How should this be handled since the unit price multiplied by the quantity will not equal $25,000 exactly? 

Answer: Funding under Part A is $25,000.  We would suggest adding in another line item for the remaining amount (e.g., paper or pens for $12) to bring up your total requested amount to $25,000. 

collapse Question Title : Part B ‎(5)

Question: Page 6 of the guidelines state "Competitive Applications should not exceed two years", and it is understood that the Part B Competitive Applications are not guaranteed. For public school districts proposing to hire staff, for example certified guidance counselors, as part of their Part B application, there is (1) no guarantee that the funding will be awarded, and (2) if Part B funding is awarded, it would be for a maximum of two years, after which the school district would be required to reapply for Part B Competitive Funds, correct? Then, is it correct to state that the retaining of the newly hired, Part B grant-funded school district positions is contingent upon the award of Part B funding, and that school districts must consider the possibility of furloughing or "losing" staff positions after a period of two years, if not selected as an awardee of Part B funding, and if no other funding is available?

Answer: Yes, if Part B funding is awarded under this solicitation, it is for a maximum of two years, after which the school district may potentially reapply for continued funding through the School Safety and Security Grant Program. Please note that School Safety and Security Grant Program funding is contingent upon appropriation from the General Assembly on an annual basis.  If no other funding is available to sustain a position at the conclusion of the grant period, a school district would need to determine how or if they could continue to fund the position.

Question: I have a few questions that came up today in our Superintendent meeting. 

  1. In part B of the grant, can you write for multiple years?
  2. Can you partner with someone/ another school district in writing part B of the grant?

Answer: 1) Budgets for Part B can be up to two years.  2) Applicants can apply for a project that serves multiple districts. 

Question: What amount can be requested via Part B?  We don't see any upper limit.  We would like a range, if possible.

Answer: For applications submitted under Part B, proposed budgets cannot exceed $6 million.  If a school district is applying for $25,000 under Part A, they are only eligible to apply for up to $5,975,000 under Part B.    

Question: I am submitting a "Part B: Competitive Application". I want to make sure the only sections I need to complete are:

Main Summary Information

Not sure about Budget Detail

Executive Summary (Part B)

Statement of Purpose (Part B)

Project Description (Part B)

Program Activities – Part B: Competitive App.

Attachments (I did add an attachment)

Answer: The following sections are required for ALL applicants:

  • Approval Checklists
  • Budget Detail
  • Main Summary Information
  • Performance Indicators (not required to enter measures)
  • Attachments
  • Federal Transparency Act Certification
  • Fiscal Accountability
  • Non-Profit Agency Checklist
  • Procurement Details (if needed)
  • State Funding Announcement Certifications

The following sections are required for school entities (including school districts that apply under Part A that are seeking competitive funding) that are applying for Part B: Competitive Application:

  • Executive Summary (Part B)
  • Program Activities – Part B Competitive App.
  • Project Description (Part B)
  • Statement of Purpose (Part B)

Please note that every section, including sections not required, will need to be saved as "complete" prior to submitting the entire Egrants application. 

Question: To be clear, because I am submitting for a Part B: Competitive Application I do Not need to complete:

  • Executive Summary – Part A …Correct?
  • Program Activities – Part A: Meritorious App…Correct?
  • Is it possible to remove/delete the attachment I uploaded?

Answer: Correct, you do not need to answer the questions within the Executive Summary – Part A or the Program Activities – Part A. 

If you click on the attachment that you uploaded, a delete button should be available for you to remove the attachment. 

collapse Question Title : Part B Budget ‎(1)

Question: I am completing the budget section of the Security Grant - I see that Part B is 2 years.

please let me know if I should break up the projects we have for part b into 

Year 1

Year 2

I am not sure if I should submit everything into year 1 or break it up - please advise.

We have 5 different projects that we would like consideration for funding - I am separating the line items by project - I am not sure how to handle year 1 & year 2

Separate question:

If there is a continuing expense - should I have an amount for year 1 & year 2?

Answer: If your project will be completed within Year 1, you can put all expenses into Year 1.  If your project(s) will span over two years, you can separate your funding. 

You should budget for what you expect to spend in Year 1, in the Year 1 budget.  You can always submit a project modification request to PCCD to move funding after the project starts.  If funding is utilized earlier than the two years, you can also close out your grant early. 

collapse Question Title : Performance Indicators ‎(2)

Question: Greetings!  I am at the phase of the PCCD School Safety Grant where I need to enter "Performance Indicators."  I'm am only applying for Part A.  What is specifically required for Performance Indicators? 

Answer: Applicants may include performance measures that are specifically related to the activities outlined in their application.  However, applicants are not required to do so as part of their application.  Applicants not submitting performance measures as part of their application will need to change the Performance Indicator section status in Egrants to "Complete" in order to submit their Egrants application. 

Question: If we are submitting Part B, do we need to include Performance Measures?  The directions seem a little confusing.  The only one I saw was an answer to someone who asked about Part A.  I am interested in Part B.  It is not clear if it is mandatory or not.  Can you clarify?

Answer: Part A and/or Part B applicants may include performance measures that are specifically related to the activities outlined in their application.  However, applicants are not required to do so as part of their application.  Applicants not submitting performance measures as part of their application will need to change the Performance Indicator section status in Egrants to "Complete" in order to submit their Egrants application. 

collapse Question Title : Private School Funding ‎(1)

Question: By any chance are you aware of any sources of grant funding that is available to the private schools?

Answer: At this time PCCD is unaware of any current school safety grant funding opportunities for private schools.  Please contact the Office for Safe Schools at the PA Department of Education at RA-SafeSchoolsEgrant@pa.gov.

collapse Question Title : Procurement ‎(10)

Question: With the understanding that the PDE Safe Schools Grant Program is separate from the PCCD School Safety and Security Grant Program, public educational entities are required to develop grant application financial and budgetary information in alignment with PCCD requirements in comparison to that of PDE, correct? And as such, educational entities awarded PCCD School Safety and Security Grants are obligated to adhere to PCCD's financial regulations regarding procurement, contracts, and grant award administration, which are different from the PDE, correct?  Public educational entities may have used systems such as COSTARS (the Commonwealth of Pennsylvania's cooperative purchasing program) and PPEM (state technology bidding and purchasing program), to facilitate purchases for safe school related technology. Separate regulations are set forth by Public School Code for construction. Will PCCD provide awarded public educational agencies with assistance in adhering to the PCCD financial and administrative guidelines, which appear to differ somewhat from that set forth by the PDE?

Answer: Applicants may use their own purchasing procedures as long as those procedures meet the minimum requirements set forth in PCCD's Applicant's Manual.  Purchasing from a COSTARS contract or PPEM contract would be considered a competitive procurement.  PCCD will provide any assistance required to

Question: PCCD's Applicants Manual (page 25) states:   A contractual arrangement for consulting services shall be written, formal and consistent with the subgrantee's usual practice and policies for obtaining such services. Compensation for individual consultant services should be awarded in light of their reasonableness and consistency with that paid for similar services in the market place. In addition, the maximum rate for consultants is $650 (excluding travel and subsistence costs) for an eight-hour day ($81.25 per hour). An eight-hour day may include preparation, evaluation, and travel time, in addition to the time required for actual performance. Prior approval by PCCD and written justification from the subgrantee is required for consultant compensation over $650 per day.

Does this include rates for trainings being held for staff?

Answer: Yes, this include the maximum rate for any consultants or contracts, including fees for trainers/trainings. 

Question: Can you tell me what the current procurement threshold is for small purchases vs sealed bids? The Admin manual says that the thresholds are sometimes adjusted. If we need to get bids, do we need to do that before we apply or can that happen once we know if we will be funded? Can we used one quote as basis for the application and then do bids if cost exceeds small purchase threshold?

Answer: The current procurement threshold which requires sealed bids is $150,000.  The process of advertising and securing bids generally happens after you receive the formal grant award notification.  A reasonable cost based on experience, prior purchases, etc. for the item/service should be entered in the budget.  If a formal bid process is required, that process can happen after the formal grant award notification is received.

Question: This question pertains to the submission of Part A of the grant.

For Part A, we are submitting for surveillance cameras eligible under 7.12 "Security-related technology".

In the section "Procurement Details", we have not yet selected a vendor and still are evaluating options. The total projected cost is estimated to exceed well over $25,000; therefore, we are only submitting up to that limit for equipment. With that said, do we need to specifically name a vendor in that section? Any vendor we select will be on a State contract such as Peppm or Costars.

Answer: Vendors selected using a state contract are considered a competitive procurement. Applicants purchasing from a COSTARS or PEPPM negotiated contract should answer "No" to Question #1 in the Procurement Details section which asks the following question:  Does this application include any procurements by noncompetitive proposal?

Question: I am the technology director for our school district.  The Superintendent is going to apply for the PCCD School Safety and Security Grant. We are hoping to put a security camera system in our HS and I have been asked to provide costs for the project.  My question is, do I need to have bids and hard quotes in order to apply for the grant, or are estimates good for the application process?

Answer: Estimates are acceptable for the application process.  Please refer to the procurement guidelines section of PCCD's Applicant's Manual for more information.

Question: I was reading the Applicant's Manual Financial and Administrative Guide for Grants.  I have two questions related to the School Safety and Security Grant Program.

1. What is the micro-purchase threshold?  The document states $3,000, last year for other federal programs is the threshold was $3,500 and I have read the threshold increased to $10,000 this year.  Please let me know what the micro-purchase threshold is for this particular grant.

2. Formal bidding as required by the procurement guidelines is not required until after the District finds out if they have been awarded funds under this grant correct?  The District does not want to incur the administrative costs of bidding the project if the funds are not going to be awarded and we will not be able to complete the project.  The only way our District will be able to take on these projects is if we are awarded the funds.

Answer: Please utilize the Federal Government's micro-purchase threshold of $3,500 for this application.  Formal bidding is not required until after a grant has been awarded. 

Question: We would like to contract a social worker through a local child service agency (Part B). What method of procurement would that be considered?

I realize that time should not be a factor or the answer, but we've always used a local agency in the past. We are currently contracting a part-time social worker through them who is working in our elementary schools, and we have been successful with this partnership. We were hoping to continue with this agency for our high school and middle school if funded.

Answer: If you want to procure services using a non-competitive process, you will need to provide answers to all questions for non-competitive procurement listed in the "Procurement Details" section in Egrants. 

Question: I am seeing conflicting information in the FAQ's about whether we can plan to purchase items (such as cameras or radios) through Costars or not and have that meet the purchasing guidelines.  Is that sufficient to meet purchasing guidelines (if it makes a difference, the plan is to spend approximately $20,000 to $30,000 on each category and they are listed on costars.  Thank you,

If we cannot use costars do we put the items we want to buy and then say competitive and we will have to use bid process if awarded the funds?

Answer: A purchase from a COSTARS contract is considered a competitive purchase.

Question: It mentions $3,500 as the threshold for micropurchases, but I just saw documentation that this was raised to $10,000 (could this just be for Food Service or apply across all UGG requirements)? 

Answer: The threshold for micro-purchases is $3,500. 

Question: On the FAQ, it says that the threshold for sealed bids is $150,000.  Under that, do we adhere to our requirements/state requirements of up to $20,100 for quotes and above for bid? 

Answer: The applicant should follow their own purchasing guidelines, as long as those guidelines meet the minimum requirements set forth in PCCD's guidelines.  The Methods of Procurement can be found on page 16 in PCCD's Applicants Manual

collapse Question Title : Project Dates ‎(1)

Question:  Project end and/or start dates?  Do we just put in our fiscal year dates or some date we decide as long as it is after the expected grant award date?

When applying only for the $25K, we do not have to do any part of the grant that says "Part B" right?

Answer: At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date.  PCCD staff will work with applicants to finalize the appropriate start and end date period. 

As for your 2nd question, you are correct -- if a section includes "Part B" in the title, you are not required to answer the questions within that section.  However, you will need to go into each Part B section and save the section as "Complete" in order to submit your entire application to PCCD.

collapse Question Title : Project Period ‎(2)

Question: Is there a requirement to use the funding for more than one year?  

Answer:  The project period for the Part A: Meritorious Application should not exceed one year; the project period for Part B: Competitive Applications should not exceed two years. 

Question: Is the Part A of the SSSC grant a one year only?  or do I input a 2 yr budget in the grant application?   

I do know that the Part B is a 2 year grant.

Answer: Yes, Part A is only a one-year grant. 

Since both Part A and Part B are included in one application, PCCD's Egrants system could only accommodate a single budget section for a two-year period.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2.  In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

collapse Question Title : Project Start Date ‎(1)

Question: These questions are in relation to the School Safety and Security grant application. Are school districts to assume that the start date for the grant year is September 7, 2018, when the grant announcement was officially released?

Answer: At this time, specific project start and end dates have not yet been finalized.  Thus, the project date periods in the Egrants system have been auto populated with a place-holder date.  PCCD staff will work with applicants to finalize the appropriate start and end date period. 

collapse Question Title : Recipient Agencies ‎(1)

Question: I was told during a recent call to the Egrants Help Desk that we needed to be sure to hit the "Add Recipient" then "Add New Recipient" from the "Main Summary" page.  Is this necessary in order to physically receive any grant funding we're awarded?  I'm just curious as to the purpose of this page. 

Answer: In order to access the Budget Detail section, a recipient agency must be selected.  You can select "Add Applicant as Recipient" if the applicant agency is the same as the recipient agency.

collapse Question Title : Registration ‎(1)

Question: We will be applying for Part A and Part B School Safety grant but I recently heard that the intent application needed to be submitted last Friday. Is that the case? I am having issues locating the grant application. Please direct me to where I can find this?

Answer: PCCD recommended registering for PCCD's Egrants system by September 14th.  However, registering for that date was only a recommendation, and you are able to still register.  There is no requirement to submit a letter of intent to apply. 

In order to apply and access the Act 44 School Safety and Security Funds, applicants must FIRST register for PCCD's Egrants system.  PCCD's Egrants system is SEPARATE and DISTINCT from the PA Department of Education's Egrants system and will require a separate registration.  To register for PCCD's Egrants system please visit this page: https://www.pccd.pa.gov/Funding/Pages/How-to-Get-and-Manage-Funds.aspx

collapse Question Title : Safety and Security Assessment ‎(1)

Question: If an entity's last assessment was in 2013 must they use the State Police RVAT unit to conduct the safety and security assessment? If so, what do we do when we have been told by the State Police that there is a 4 month wait?

Answer:  As part of this grant program school entities are not required to use the PSP RVAT unit for safety and security assessments. The Committee is in the process of establishing criteria for the registration of a person with knowledge and experience in matters of school safety and security that qualifies the person to conduct school safety and security assessments based upon the criteria established by the Committee. Please check PCCD's School Safety and Security website for updates.

collapse Question Title : Safety and Security Vendors ‎(1)

Question: We understand prior approval is required from PCCD and written justification from the sub-grantee is required for consultant compensation over $650 per day.  Will the safety and security assessment vendors selected by the Committee be exempt from this process?

Answer: Compensation for individual consultant services cannot exceed $650 per day or $81.25 per hour for an 8-hour day.  Prior approval by PCCD and written justification from the subgrantee is required for consultant compensation over $650 per day.  Safety and Security Vendors supported with grant funds have not been determined exempt from requirement. 

collapse Question Title : SAM Registration ‎(1)

Question: Are we required to be registered with SAM in order to complete this grant

Answer: No, you are not required to be registered with SAM.  Applicants are ONLY required to complete Question #2 in the Federal Transparency Act Certification section. 

collapse Question Title : School Entities ‎(1)

Question: Regarding both the meritorious and competitive grant opportunities for public school districts, are individual schools able to write their own grant applications within a school district, or can there only be a single application from a particular school district? The term school entity was used, and it was unclear to me if that could also mean an individual school.

Answer: A school district can only submit one application annually.  Individual schools within a school district are not considered school entities.   

collapse Question Title : School Safety Assessment ‎(1)

Question: Page 5 of the guidelines provides language regarding the review of "school entity survey responses and pre-existing school safety and security assessments completed within the last three years, if available".  Page 10 of the guidelines also includes language that states that applicants may provide data used from "a. Any pre-existing school safety and security assessment that was completed within the last three years." Please clarify two questions regarding this language: (1) This is in reference to only Part B applicants, correct? And (2) does the absence of the school safety assessment preclude eligible entities from competing for Part B funds? Due to a previous lack of safe schools funding, there might be a possibility that an eligible entity applying under Part B has not had the opportunity to facilitate a school safety and security assessment within this time period.

Answer: (1) The survey and submittal of pre-existing school safety and security assessments is an additional Act 44 requirement on all school entities (see Act 44 of 2018).  This reference is to remind all school entities of their requirement to participate in the survey and submit preexisting assessments (if any) to the Committee for review.  

(2) The absence of a school safety assessment does not preclude entities from applying for funding under Part A or Part B.

collapse Question Title : School Survey ‎(1)

Question: When will the school entity survey that must be completed be released? And how and where will it be released?

Answer: The school entity survey is expected to be released mid-to-late October 2018.  PCCD is working with the PA Department of Education to ensure that all school entities will receive the link to the survey. 

collapse Question Title : Signature Page ‎(8)

Question: The application provides a date when the signature page for Part A applications must be received but no date for the signature page for Part B. Is there a date when the signature page must be received by the committee?

Answer: PCCD will establish the deadline for signatures pages for school entities only applying for Part B Competitive funds once the applications are returned for revision following the release of the school safety survey results.

Question: This is my first grant with your organization

It states you want the signature page mailed to you…

We do not have a "chief clerk"

I have signed and our chief financial officer has signed?

From reading your documentation It appears as though that is all I need? (Ie do I need our solicitor and da to sign?)

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

Question: Just wanted to confirm what are the signature page requirements for a School District submitting the School Safety and Security Grant Program?  Should it be Board President, Superintendent, Board Secretary or all three?

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

An acceptable attesting officer signature would be the Board President, Board Secretary or business manager.  All three signatures are not required. 

Question: Our School District has submitted its application for the Act 44 grant. I wanted to clarify – upon printing our application, I noticed the attached signature page in the packet. Does this need to be submitted, and if so, where?

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

Signature pages can be mailed to:

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Question: Where do I find the signature page for the superintendent to sign and mail? Safety & Security Grant.

Answer: The signature page can be found on the Egrants page that lists all of the required Egrants sections.  At the bottom of the page, there should be a button that says "Preview Signature Page."  Slick on that button to view and print a copy of the signature page.   

An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

Signature pages can be mailed to:

PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Question: I am in the final stages of preparing our Act 44 grant application.  Page 2 indicates a need for a signature from the District Attorney.  Is this a necessary item to submit the grant, or can it simply be signed by the Superintendent and verified by an attesting officer?

Answer: No, the District Attorney's signature is not required.  An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are also not required to be completed. 

Question: Where can I find the Signature Page and does it need to be in before the grant submission for Part B applications?

Answer: The signature page can be found on the Egrants page that lists all of the required Egrants sections.  At the bottom of the page, there should be a button that says "Preview Signature Page."  Click on that button to view and print a copy of the signature page.   

Question: Looking at the signature page – what is a VS application?

Also, attesting officer is a notary?  Thanks for any help.

Answer: VS stands for "victim services."

An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

A notary would be an acceptable attesting officer.

collapse Question Title : Signatures ‎(1)

Question: If a school district is submitted Part A or Part B, what signatures are required on gage 2?  Does the Superintendent sign as Attesting Officer?  Must schools have Solicitor and Controller sign?

Answer: An individual with authority to sign contracts on behalf of the applicant organization (in this case the Superintendent) should sign on the right side of page 2.  The person attesting to the authenticity of the signature of the Superintendent should sign as the Attesting Officer.  The signature lines for Controller and Solicitor are not required to be completed. 

collapse Question Title : Sole Source ‎(1)

Question: I'm hoping for some clarification concerning when a sole source justification must be complete. The language in the application refers to single source purchases via non-competitive proposal. What if we want to make a single source purchase of an item for which a contract is not necessary because it is a "small purchase" under the "simplified acquisition threshold?" Do we need to submit a single source justification if no contract is involved?

Answer: Yes, any non-competitive procurement over the micro-purchase threshold of $3,500 requires a sole source justification and PCCD approval. 

collapse Question Title : Statement of Purpose ‎(2)

Question: If an IU is applying, should it in Statement of Purpose list the number and location of classes located in school buildings or just in the buildings the IU fully operates?

Answer: This section is asking for the total number of student-occupied buildings. 

Question: In Statement of Purpose bullet 1, should an IU list total student served or only those students served in buildings it fully operates.

Answer: This section is asking for the total number of student enrollment figures, independent of where they are served. 

collapse Question Title : Student Enrollment ‎(1)

Question: Given that student enrollment in IU programs generally grows throughout the year, should an IU for student enrollment include final numbers for 17-18 or as of the submission of the application? For example, IU 20 operates Colonial Academy. At the beginning of the year we may begin with 250 students but by the end of the year have over 400.

Answer: It is up to the applicant as to what enrollment numbers to provide within the application. 

collapse Question Title : Supplantation ‎(14)

Question: I want to thank you and the Commission and all staff working on this project for this opportunity that will allow us to make our schools even safer.  

Our district fully intends to participate in both Parts A and B of the application process.  My questions will guide us on how to structure our applications so that it is easiest for the Commission to review and validate via award.

1) Based on the costs, can both the meritorious and competitive applications be for the same project and be given full consideration for both based on the quality and justifications in the application?  

2) I certainly understand the supplement/supplant rules as stated on page 5 of the funding guidelines; however, I need to give our specific example to demonstrate how we don't view our grant proposal is supplanting, as we developed this projects base on the passage of Act 44 in June.  Since its passage, we developed a job description and partnered with our IU to bring on board a full-time Licensed Professional Counselor as part of our mental health initiative.  As we awaited guidance on the application process for the dollars outlined in Act 44, we felt like this initiative just could not wait until we confirmed the grant process and felt strongly that the person had to be in place by the first day of school.  However, we moved forward with the LPC position fully intended to utilize Act 44 dollars to fund it.  Would you agree that if awarded via Part A and/or B, and giving our outlined intent from the announcement of Act 44, that this project as outlined would NOT be considered supplanting?  

Answer:  1) Yes, applications made under Part A and Part B can be for the same project.  However, funding under Part B is not guaranteed. 

2) Since a Licensed Professional Counselor has been hired and is currently supported by the district budget, applying for this position under either Part A or Part B would be considered supplantation.  For this funding announcement, supplantation means a unit of local government reduces local funds for an activity specifically because state funds are available (or expected to be available) to fund that same activity.

Question: Our school district implemented a significant number of safety and security measures for the 18/19 school year (this school year).

If these occurred/were purchased after July 1, 2018, are they eligible expenditures under the School Safety and Security Grant Program?

Answer: Grant money allocated through this program shall be used to supplement and not supplant (i.e., replace) existing school entity spending on school safety and security.  In addition, PCCD will not be able to reimburse costs incurred prior to the official start date of an award.

Question: I'm wondering if it's permissible to attribute current (or future) staff salaries to the school safety grant for select positions as part of our application.  We currently employ a School Climate Monitor who serves as someone in the hallways and lunches, builds relationships, peer mediates, makes sure kids are doing what they're supposed to be doing, etc.  While we currently one on staff, we were looking to bring on an additional one or two in the future but were unable to this past year because of budget constraints.  I'm looking to see if this is a permissible use of funds for when completing the application

Answer:  Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: During an ACT 44 webinar presented by PASBO, a question was posed concerning supplanting and the current fiscal year.   We were told that if a safety improvement was new for 2018-2019, the monies would not be considered supplanting.  We hired a resource officer in August with the intent of utilizing the $25,000 meritorious grant to offset his salary.   Is this not the case?

Answer: Per Act 44, grant funding allocated through Act 44 shall be used to supplement and not supplant existing school entity spending on school safety and security.  If a position is currently funded by the school district, funding from this program cannot be used to support that position.  However, funding can be used to make a part-time position full-time and/or support a new position.

Question: As school safety is an extremely high priory, if we start a new project or service after the application is submitted and while we are waiting on the awards announcement, would that be considered supplanting?   

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: If the school district was planning on having staff attend SAP and Safe Crisis Trainings throughout the 2018-19 year, can they include the training expenses in their Part A or would that be considered supplanting? 

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: Can either Part A or Part B funds be used to reimburse a district for recently purchased school security endeavors, aligned to criteria in School Safety and Security Grant guidelines?

Answer:  Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: I have a question about supplantation and the School Safety grant.  Our Borough has a grant that they are using to pay for a Resource Officer.  If we want to pick up that Resource Officer with this grant, would that be considered supplantation?  We have had discussions in house and some of our people feel it is supplantation while others argue that it is not.  Please clarify.  Thank you.

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: I'm sorry to bother again, but I want to make sure we are doing this correctly.

If we started projects that were not budgeted I our 2018-19 budget, but have made some payments on them because of starting prior to this grant being announced, do you consider that supplanting?

Are you only considering projects where no payments have been made to date?

I appreciate the information and help.

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: If as a school district we were to hire a position would it be considered a supplement and not a supplant in anticipation of the 25,000 meritorious allocation?

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: Our district recently purchased School Gate Guardian Kiosks for each of our 6 school buildings.  We are wondering if we could apply the grant application Part A award of $25,000.00 to this purchase.  Or, does the purchase have to be for an item that has not yet been purchased?

Answer: Grant funds cannot be used to supplant existing school spending.

Question: I have a question about supplantation and the School Safety grant.  Our Borough has a grant that they are using to pay for a Resource Officer.  If we want to pick up that Resource Officer with this grant, would that be considered supplantation?  We have had discussions in house and some of our people feel it is supplantation while others argue that it is not. 

Answer: Section 1306-B of Act 44 states that "grant money allocated through the program shall be used to supplement and not supplant existing school entity spending on school safety and security."  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

Using these funds to support a project that is no longer supported by grant funding (e.g. grant funding has ended) would not be considered supplantation. 

Question: In reading through the grant requirements, it specifically states that grant monies should not be used to supplant existing school spending on safety and security. We currently employ to school police officers, in which we apply for grant funding through safe schools every two years and absorb the cost the years in between. Being that we absorb the costs when not receiving the grant, would this be considered supplanting since we currently pay for them even though it is supplemented through grant funding when possible and would only be possible to employ two officers due to the fact that grant funding is available? 

Answer: If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending from any source.  All applications will be presented to the School Safety and Security Committee for final approval.

Question: Part of the project we will be doing this year is security entrance portals at two of our schools.  We did put a down payment down, but have not started that portion of the project.  Would that be allowed for part a?

Answer: If funding is currently budgeted for the project, applying for those funds under this solicitation would be considered supplantation.  If you believe that your project has the potential to be considered supplantation, please provide an explanation in your Egrants application as to how the requested resources will supplement and not supplant existing spending.  All applications will be presented to the School Safety and Security Committee for final approval.

collapse Question Title : Supplement ‎(3)

Question: We've received many questions from districts asking if they could apply for grant funds for something they had as a new program/expenditure in the 2018-19 budget or if it is for new programs/expenditures going forward. We have said that our understanding is that this grant funding is for new programs/expenditures going forward only, but we are getting a lot of pushback from districts on this point.

Answer: These funds cannot be utilized to supplant/replace existing school entity spending which includes new programs started this fiscal year with existing school entity funds.   Using these funds to enhance or expand any school safety and security program/spending above the current level of school entity spending on that program would not be considered supplantation. 

Question: Supplement versus supplant—we've received a few questions trying to clarify that new programs/expenditures to enhance a new program/expenditure for 2018-19 would be acceptable. 

Answer:  These funds cannot be utilized to supplant/replace existing school entity spending which includes new programs started this fiscal year with existing school entity funds.   Using these funds to enhance or expand any school safety and security program/spending above the current level of school entity spending on that program would not be considered supplantation. 

Question: We've received some questions about the supplement v. supplant language in terms of funding for 2019-20 (assuming the grant fund continues)—i.e. if a district receives grant funds for 18-19 for a new program/expenditure, are they barred from applying for funding to continue that next year? 

Answer: No, it would not be considered supplanting to request funding to continue a program where the grant funds have expired.

collapse Question Title : Survey ‎(1)

Question: Where can I find a copy of the school safety and security survey that is due November 30, 2019?

Answer: The survey questions have been approved by the Committee and the survey monkey tool is under development. When released, the survey PDF document and link will be distributed from the Department of Education and the PDF document will be available on PCCD's webpage. It is anticipated that the survey will be released on October 15, 2018.

collapse Question Title : Timeline ‎(1)

Question: Timeline—we've received many questions about the timeline for the actual provision of the $25,000 to eligible districts—how long after the October 30 Committee meeting should districts anticipate waiting prior to receipt of funds? 

Answer: We anticipate beginning to send award notifications out to school district immediately following the October SSSC meeting.    School Districts should not expect to receive payment prior to December 2018.

collapse Question Title : Transparency ‎(1)

Question: The Transparency Act section in the PCCD Applicant's Manual refers to having a DUNS number and to maintaining a current registration in the federal System for Award Management (SAM) for federal awards of $25,000 or more.  If a school district is applying for a Part A or Part B  of the state funded School Safety and Security Grant and does not currently have a SAM's number (or is in the process of attaining one), what do you suggest they enter in order to submit their application?

Answer: Applicants are ONLY required to complete Question #2. 

collapse Question Title : Two District Budgets ‎(1)

Question: We have two school districts that would like to coordinate on the Part B: Competitive portion.  Each District, we would each like to write our own Part A application.  However, for Part B, my district would like to write Part B, however the plan and budget will be for two districts who are working together.  We want to make sure that is clear in our application.  How does my District go about setting up Part B so it is clear that the other District is working with us and involved?  

Answer: If you are collaborating with another district, you can describe that within the narrative portion of your Part B application.  If you are budgeting funds for both your district and another district, you can add the second district as a recipient agency and enter their budget line items in the Budget Details section.

collapse Question Title : Vendors ‎(3)

Question: Can intermediate units become vendors who may conduct school safety assessments? How does one become part of the registry?

Answer: The Committee is in the process of establishing criteria for the registration of a person with knowledge and experience in matters of school safety and security that qualifies the person to conduct school safety and security assessments based upon the criteria established by the Committee. Please check PCCD's School Safety and Security website for updates as they become available: https://www.pccd.pa.gov/schoolsafety/Pages/default.aspx.

Question: Do I understand correctly that using a COSTARS or PPEM approved vendor meets the PA & UG requirements for competitive bid?

Answer: Simply purchasing from a COSTARS or PEPPM qualified vendor does not qualify as a competitive procurement.  A purchase from a PA Department of General Services or PEPPM negotiated contract would qualify as a competitive procurement.

Question: Just to be clear, we do not need to specify the exact vendor at this time.

I should make note that it will be a vendor from a state contract, correct?

Answer: The applicant does NOT need to specify the name of the vendor at this time for a competitive procurement.  The applicant should document the method of procurement and vendor selection and answer question 2 which reads: "If you answered "No" to question 1 above, the applicant agency must keep documentation on file to support and verify the competitive method of procurement and keep documentation on file which justifies the selection of the successful vendor. Does the applicant agree to keep supporting documentation as described?"

collapse Question Title : Year 2 Budget ‎(1)

Question: I click on "Our Center's Name" (Agency Budget)

 I click on "Equipment" I added a short sentence in the "Justification" box

I click on "Add New Line" and there are two boxes to add info: "Year 1" and "Year 2".

I add the one piece of equipment we are requesting to Year 1.

However, I get the following errors for year 2. However, I do not have any expenses for Year 2.

The following validation errors occurred and must be corrected before saving.

  • Please enter a value for Item.
  • Cost per item is Required.
  • Quantity is Required.
  • % Applied to Grant is Required.

I go through the same when I try to enter info in the "Supplies & Operating Expenses"

Any ideas? Or do I have to add info for both years?

Answer: Since both Part A and Part B are included in one application, PCCD had to set up the budget section for two years.  Therefore, when entering a line item for Year 1, you will also see a line item for Year 2, even though you are not putting in any Year 2 expenses. In order to save the section, please put "0" into any line items for Year 2 under your Part A budget. 

Q&A text
collapse Funding Announcement Title : 2018 OJJDP SAEDR Research-Based Funding Announcement  ‎(4)
collapse Question Title : Eligibility to Apply ‎(1)

​Question 1: We have an SFP grant funded by OJJDP that does not end until June 30, 2019.  Are we eligible to apply for the 2018 OJJDP SAEDR Research-based announcement?

Answer 1: Applicant and Recipient Agencies currently receiving any OJJDP funds for any project or program must cycle off that money before January 1, 2019 to be eligible under this solicitation.  This includes all funds which OJJDP administers from all sources.

collapse Question Title : Keywords ‎(1)

​Question 4: Under the Main Summary section, we cannot find "Substance Abuse" under the Keywords drop down menu.  We have only found "Substance Abuse Treatment" which is not the same thing for this evidence and research based project.

Answer 4: The keyword dropdown menu has a limited number of options available.  Entering or not entering a keyword will not impact the scoring of your application.

collapse Question Title : Program Eligibility ‎(2)

Question 2: We are looking at applying for PCCD's 2018 OJJDP SAEDR Research Based grant and would like to implement Strengthening Families 6-11 as a substance abuse prevention program.  Strengthening Families (SFP 6-11) for elementary school children at higher risk is identified as an IOM classification selective evidence-based prevention program by the National Institute on Drug Abuse.  The grant recommends programs supported by the EPISCenter, but it only supports SFP, 10-14. Will SFP, 6-11 be an acceptable EBP for this grant?    

Answer 2: If the requested program has evidence of preventing substance abuse, then it is eligible under this funding announcement.  You should describe the evidence in your application.

​Question 3: We had a question regarding the 2018 OJJDP SAEDR Research-Based Funding Announcement.  Are only new programs eligible, regardless of whether previous PCCD funding has been received?  We have a program that we currently run, but we've never received PCCD funding for it.

Answer 3: This funding announcement is for new implementations only; expansions and continuations are not allowed.  Applicant and Recipient Agencies currently receiving any OJJDP funds for any project or program must cycle off that money before January 1, 2019. If you have not received any PCCD funding the implement your chosen program, it would be eligible.  However, you may not use these funds to replace funds already allocated for the program.  See Section 3 of the funding announcement for information about non-supplantation.

collapse Funding Announcement Title : Opioid Misuse Prevention Project  ‎(20)
collapse Question Title : Budget Expenses ‎(2)

Question: We are part of a collaborative that is applying to University of Colorado to provide free LST MS books to participating schools for three years beginning in 2019-20.  Can we still apply for this grant opportunity and revise the budget accordingly if we are awarded the UOC funding for the books?  It does not cover fidelity observations, data collection, etc. just books.

Answer: If the applicant is able to provide materials in-kind, that is allowed.  The required budget would be reduced by that amount.

Question: How much is the annualized funding amount available? Page 6 of the RFP states: "Total budgets may not exceed $390,000 for the initial award, covering a six-month planning period (January 1, 2019 through June 30, 2019) and the first year of project implementation (July 1, 2019 through June 30, 2020)." How does the funding break down for the 6-month start-up period and the first 12 months of operation?

Answer: The “up to $390,000” amount covers the entire 18-month initial phase of the project. It is entered as a single budget period in the Egrants budget detail section. Please see the budget worksheet spreadsheet at EPISCenter OMPP to help you develop your budget.  The funding that will be provided for years two through five will be determined based on the needs of the project.

 

collapse Question Title : Multiple School Districts Applications ‎(2)

Question: If an applicant submits a Multiple School District Partnership Application, the minimum "200" students and "96" families served annually can be cumulative across all partners, correct?

Answer: Yes, the 200 students and 96 families per year is cumulative across all participating school districts.

Question: We are looking at a Multiple School District application.  Are 8 cohorts required for each participating district, or can we spread out cohorts among all districts as long as we total 96 families for the year?  

Answer: The eight cohorts can be spread out among the school districts as long as the project serves 96 families for the year.

collapse Question Title : Partnership Agreement ‎(1)

​Question: In Appendix A, the Partnership Agreement form, the use of the word "Partnership" is problematic in my county.  Are we able to rename the document to something like "Collaboration Agreement" to address that concern?

Answer: Yes, you may call the document whatever works best for your application; however, the remainder of the document including the minimum requirements and the signature pages must not be changed.

collapse Question Title : PAYS Data ‎(2)

Question: We have a school district in our county that does LST but did not participate in the 2017 PAYS due to a change in superintendent and confusion/delays in signing on.  Although the guidance makes it pretty clear that participation in the 2015 and 2017 PAYS is necessary, can exceptions be made if the district is willing to participate in the 2019 and 2020 PAYS?

Answer: In order to have baseline data to measure the impact of the project, applicants must have PAYS data from both 2015 and 2017, as well as agree to participate in the 2019 and 2021 administrations.  If a district does not have data from both prior administrations, they are not eligible to participate in this project.

Question: ​The local school district completed the 2015 and 2017 PAYS.  Unfortunately, the 2017 survey was stored in boxes ready to be sent in when the building flooded.  Would this fact disqualify the school district from participating? 

Answer: In order to have baseline data to measure the impact of the project, applicants must have PAYS data from both 2015 and 2017, as well as agree to participate in the 2019 and 2021 administrations. If a district does not have data from both prior administrations, regardless if those are due to situations beyond their control, they are not eligible to participate in this project.

collapse Question Title : Program Delivery ‎(8)

Question: We are an outside provider that brings the LST MS program into a number of schools with DDAP funds through our county SCA.  Are schools that work with outside providers eligible to participate in the project? Or does the grant give priority to or focus on schools where LST is led by teachers?

Answer: To ensure buy-in from the school district, LST must be delivered by school personnel.  A "push-in" approach is not allowed under this project.

​Question: We are a provider of SFP 10-14 in a number of schools.  12 families is very difficult for some schools to reach.  Can that be a goal that the applicant builds up to? Or can you run six cohorts of 8 families, for example?  

Answer: In order for an applicant to be considered eligible for these funds, the applicant must show evidence that the proposed applicant has the capacity to serve at least 96 families per year.  An applicant can choose to provide more cohorts in order to ensure the minimum number of families served per year.   

Question: Can the program coordinator for the grant also serve as the Strengthening Families team leader?

Answer: Yes, a program coordinator for this grant can serve as one of the SFP facilitators.  The individual in the coordinator position would need to have the capacity to fulfill all the required duties of the role of the project coordinator as described in Appendix A.

Question: To compensate the teachers as participant leaders, would the lead agency/nonprofit serve as a pass through for funds to the district?

Answer: Single County Authorities and Non-Profit Organizations are eligible to apply as coordinating and/or fiscal agents if the school district agrees.  Teachers could be compensated to serve as an SFP facilitator in the evenings; however, they cannot be compensated to provide LST during the school day as that would be considered part of their regular duties.

Question: What is the definition of pupil services personnel?

Answer: Pupil services personnel can include teachers, guidance counselors, school social workers, or any other school personnel that are currently certified to provide counseling/therapy or certified to teach in Pennsylvania.

Question: What is the definition of a facilitator?

Answer: For the purposes of this announcement, a facilitator is an individual who is responsible for leading or coordinating the delivery of the Strengthening Families Program (SFP).

Question: Do the SFP 10-14 cohorts have to coincide with delivery of LST or can the two programs be delivered at different times during the school year as long as grade 6/LST Level I will participate in both at some point over the year?

Answer: The cohorts of SFP and LST must be provided simultaneously, not delivered at different times of the year. Applicants should plan to deliver SFP throughout the entire school year, with a goal of 48 families each semester.

Question: The RFP references all 18 sessions of LST Level I (15 required and 3 optional).  Will participating schools be required to deliver all 18 sessions? What about the Prescription Drug module?

Answer: Yes, successful applicants will be required to deliver all 18 sessions and the Prescription Drug module.

collapse Question Title : Project Staff ‎(3)

Question: Can the lead applicant subcontract the Project Coordinator and/or Administrative Assistant positions to a participating non-profit organization?

Answer: The Project Coordinator and/or Administrative Assistant can be subcontracted to a partnering Non-Profit Organization, with the approval of the local school district as long as they are able to meet all of the job requirements listed in Appendix A.

Question: In our county, the CTC mobilizer works about 20 hours per week on the CTC process.  Could he/she be hired as the Project Coordinator, either part-time or full-time, and maintain the role of CTC mobilizer? (There is an overlap in some responsibilities and we are seeking not to duplicate services.)

Answer: No, the project coordinator and administrative assistant must be solely dedicated to this project as a full-time staff person. They may not have any additional duties.

Question: Can the Project Coordinator be the same person that is trained and delivers the SDS trainings, or should these roles be separated? (Our project coordinator candidate is already trained in SDS through the EPISCenter.)

Answer: The Project Coordinator can also fill the role of the SDS facilitator.  The proposed applicant will have to provide information on the justification for the same individual to fulfill both roles, concisely describe the rationale for doing so, and demonstrate that they will be able to meet all of the job requirements listed in Appendix A.

collapse Question Title : Project Timeline ‎(1)

Question: The grant states the project would be phased in over three years.  Does this mean 100% implementation does not need to occur until year three?

Answer: This solicitation has a six-month startup and planning phase (from January 1, 2019 through June 30, 2019), then five years of implementation (based upon the availability of funds).  Implementation of SFP and LST, as well as the public awareness campaign, would begin in the fall of 2019.

collapse Question Title : Public Awareness Campaign ‎(1)

Question: Are the 2-5 SDS trainings confined to communities that are targeted for LST/SFP or can the trainings be elsewhere across our county? (We are looking at a multiple school district application).

Answer: If you are applying for a multiple school district implementation, the SDS trainings can be provided in any area that is receiving the SFP/LST programming.  If an applicant wanted to extend the reach of the public awareness campaign, they may do so, but the main reach needs to be in the targeted areas.