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 Funding Announcement Title : COVID-19 School Health and Safety Grants FY20-21 (1)
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 Question Title : Application Sections (1)
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| Question: There are two new sections of the funding announcement that do not have a corresponding help guide: Civil Rights Responsibilities and Federal Funding Announcement Certifications. Do we need to complete these? Answer: Yes, those two sections are required for federal funding. If you have specific questions regarding these sections please email the school safety account at RA-CD-SSSC@pa.gov.
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| Funding Announcement Title : COVID-19 Nonpublic School Health and Safety Grants FY20-21 (28)
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| Question Title : Allowable Expenses (1)
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| Question: I am enquiring about whether granted funds may be used to contribute part of the cost of a project, or if they can only be applied to projects that are $10,000 or less.
For example, if we wish to modify / expand a classroom to allow for greater social distancing but the cost is closer to $30,000 can we apply for - and use - up to $10,000 towards this project, with remaining funds coming from elsewhere?
Answer: Yes, a school is able to use a percentage or all of the $10,000 to offset the cost of a more expensive item. Please submit for only the allowable expenses, up to and including $10,000, to your local IU.
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| Question Title : Applicant Eligibility (9)
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| Question: Dear Sir/Madam - could you clarify who/what is an intermediate unit (IU) and how we would know if we could qualify for this funding? “Intermediate Units (IUs) are entrepreneurial, highly skilled, technology-rich, and agile providers of cost-effective, instructional, and operational services to school districts, charter schools, and over 2,400 non-public and private schools. Additionally, intermediate units are direct providers of quality instruction to over 50,000 Pennsylvania students.” IUs act as a liaison between schools and the Pennsylvania Department of Education. There are 29 IUs in the Commonwealth. The following link will provide you with information about the IUs, and help you to determine which IU you should contact to apply for the COVID-19 Nonpublic School Health and Safety Grant. https://paiu.org/ Nonpublic schools are eligible to apply through their local IU. Nonpublic schools are defined by 24 P.S. §9-923.3-A as “any school, other than a public school within this Commonwealth, wherein a resident of this Commonwealth may legally fulfill the compulsory school attendance requirements of this act and which meets the requirements of Title VI of the Civil Rights Act of 1964 (Public Law 88-352, 78 Stat. 241).”
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| Question: Needing clarification to eligibility for the COVID-19 Nonpublic School Health and Safety Grants. We are a Non-Profit Behavioral HealthCare facility, would we be able to participate in this opportunity to provide Mental Health services regarding trauma related to Covid-19? It looks like the grant is directed towards Intermediate Units, but I was hoping for some additional clarification. COVID-19 Nonpublic School Health and Safety Grants provide for Intermediate Units to apply on behalf of Nonpublic Schools. Behavioral health organizations can connect with schools to provide mental health and trauma-related programs and trainings. |
| Question: I am the program director at St. Katharine Drexel School at St. Francis- St. Vincent's Homes for Children. We are a PRRI program. Are we eligible for this program? Do we need to go through the BCIU to receive funds?
PRRIs are eligible to apply for COVID19 Nonpublic School Health and Safety funding through their local Intermediate Unit.
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| Question: Are Approved Private Schools (APS) eligible for these funds? If so, do APS apply through the local IU? Yes, approved private schools are an eligible nonpublic school that may apply through the local IU. |
| Question: Vista is an Approved Private School in the Commonwealth of PA. With that classification are we to apply through the local IU or independently through the egrant system? Answer: Yes, an approved private school is a nonpublic school eligible for funding under the COVID-19 Nonpublic School Health and Safety Grant. |
| Question: Our nursery school is licensed by the PA Dept of Ed Private Academic Schools. Would we be eligible for this grant as well? The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12. If a nonpublic school is serving any of these grades, they are an eligible applicant.
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| Question: Is the PCCD grant through the IU only for non-profit schools? I own a private academic preschool and I wasn’t sure if I qualify. Answer: The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12. If a nonpublic school is serving any of these grades, they are an eligible applicant.
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| Question: Are "For Profit" Nonpublic Schools eligible for this grant?
Answer:
The School Safety and Security Committee (SSSC) has not yet determined if for-profit nonpublic entities are eligible applicants under Act 30; however, at this time, due to the short timeframe of the application process, for-profit nonpublic entities may make application to their local intermediate unit for inclusion in their grant submittal. The IU shall indicate to PCCD if an entity, included in the application, is a for-profit nonpublic school entity. The SSSC will make final funding determinations at the July 29, 2020 meeting.
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| Question: Our Intermediate Unit is applying on behalf of nonpublic schools and one of our private schools, Cornell Abraxas Youth Center, is asking if they are eligible. Is the funding only for schools registered as nonpublic, or are Licensed Private schools eligible as well?
Answer: The School Safety and Security Committee (SSSC) has not yet determined if for-profit nonpublic entities are eligible applicants under Act 30; however, at this time, due to the short timeframe of the application process, for-profit nonpublic entities may make application to their local intermediate unit for inclusion in their grant submittal. The IU shall indicate to PCCD if an entity, included in the application, is a for-profit nonpublic school entity. The SSSC will make final funding determinations at the July 29, 2020 meeting.
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| Question Title : Contact at IU (1)
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| Question: I would like to apply for the grant as an Approved Private School. We must go through our local IU however, I get their closed to COVID-19 recording. I sent an email to the business office with no response. Is there a specific IU office I should contact to Apply? Answer: Please contact the Office of the Executive Director. They will be able to direct you to the office that has been designated to assist non-public schools with their grants. |
| Question Title : Egrants Help (1)
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| Question Title : Eligible Applicants (3)
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| Question: Good Morning. I am the HOS of a non-profit preschool in Pennsylvania
that is accredited by the PA Association of Independent Schools. We are a
school that goes through prekindergarten with no kindergarten and no daycare.
Would we would be eligible for reimbursement? When our children need services,
they are provided by the Montgomery County I.U. Thank you for taking the
time to respond to my question.
Answer: The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12. If a nonpublic school is serving any of these grades, they are an eligible applicant.
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| Question:
Hello,
Regarding the PCCD Grant for school safety, under the non public school designation, will a child care center or a Private Academic Kindergarten be able to apply for this grant? If so, what is the nature of the letter that must be given to the IU from the preschool or Private Academic Kindergarten?
Answer: The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12. If a nonpublic school is serving any of these grades, they are an eligible applicant. At a minimum, the letter of support should include a basic overview of your nonpublic school and basic budget of what you intend to expend the funding on. Please contact your local intermediate unit who will be applying on your behalf for specific details on what should be included in your letter of support.
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| Question: Are for-profit nonpublic schools able to apply for funding? Answer:
The School Safety and Security Committee (SSSC) has not yet determined if for-profit nonpublic entities are eligible applicants under Act 30; however, at this time, due to the short timeframe of the application process, for-profit nonpublic entities may make application to their local intermediate unit for inclusion in their grant submittal. The IU shall indicate to PCCD if an entity, included in the application, is a for-profit nonpublic school entity. The SSSC will make final funding determinations at the July 29, 2020 meeting.
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| Question Title : Eligible Expenses (2)
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| Question: Could these funds be used for a cleaning service to come into the nonpublic schools throughout the school year to thoroughly clean carpets and other areas of the school?
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| Question: As long as funds are expended under the 7 eligible categories, can the $10,000 allocation to the IUs be spent for any program or are they restricted to services for nonpublic schools? Answer: IUs can expend the $10,000 allocation under the Nonpublic School Health and Safety Grants FY20-21 for any eligible activity as allowed in Act 30.
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| Question Title : Funding (3)
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| Question: I am looking for confirmation on the process for non-public schools purchasing their items once the grant is awarded. Are they to purchase the items directly and the Intermediate Unit reimburses them, or should they send their invoices to the Intermediate Unit to pay the vendor directly? Any information you can provide is greatly appreciated. Answer: Yes, nonpublic schools are to purchase the items directly and the intermediate unit will reimburse them.
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| Question: Is the Nonpublic School grant funding affiliated with or a pass through of CARES act funding or are funds specifically allocated from the state of PA? Answer:
The funding supporting the COVID-19 Nonpublic School Safety and Security Fund are state funds.
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| Question: In last year's Safety Grants for Non-Public schools that ran through Intermediate Units (IUs), the IUs had to do all the purchasing. So all funding had to be directly released from the IU to the businesses performing the services for safety upgrades and providing the safety equipment. At no time, were the IUs able to pay or reimburse the Subgrant Awardees any funds. Is that the same scenario for this funding project? Or can the Non-public schools buy items and submit receipts for reimbursement to the IU? So that we end up sending money to the Non-public School.
Answer:
Act 30 of 2020 does not specify how IUs are to provide the awards to the nonpublic schools that apply for these grants. PCCD would encourage IUs to use the most efficient and fiducially sound method possible to ensure that the nonpublic school receives the items, activities or services requested. For example, an IU may consider that the bulk purchase of certain universally requested items may be the best approach. Conversely, in certain instances, reimbursement for a service specific to a single nonpublic school (e.g., cleaning service) may be more appropriate.
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| Question Title : Indirect Costs (2)
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| Question: Is
a school entity permitted to include an indirect cost (at a federally
negotiated/approved rate) as part of its grant budget?
Answer: Indirect costs for intermediate units are limited to 2% of the $10,000 allocated to the intermediate unit or $200 as provided for in Act 30 of 2020. |
| Question: Is the indirect cost just 2% of $10,000 or is it up to 2% for each non-pub application we complete. I have at least 21 applications to submit and anticipate at least 40 hours to complete them. If possible, I would like to use the IU grant of $10,000 to cover all of our costs to write on behalf of the non-pubs. The Funding Announcement specifically states: the intermediate unit may not use more than 2% of the intermediate unit's allocation under this section for targeted grant administration. Answer: You will budget each school as follows under the Consultant category: School A $10,000. School B $10,000 The budget detail computation does not need to include any additional details. You will create one budget line item for each school you are submitting on behalf of. IUs should include more detailed information on each nonpublic school's budget request in a separate Excel spreadsheet to be attached to your application in Egrants. |
| Question Title : IU Contact (1)
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| Question: I received the email regarding the new grant that IU/Non-Public schools are eligible for. Who would the contact person be at Colonial IU 20? I’m familiar with the therapists that is it our school from there, but not who the person would be that would submit the grant on our behalf. Please contact the IUs main phone number. They will be able to direct you to the office that has been designated to assist non-public schools with their grants. |
| Question Title : Letters of Support (1)
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| Question:
What information should nonpublic schools include in their letter of support? We were hoping for some guidance about what to submit with the letter of support for our school. We have prepared receipts of purchased items that meet the listed criteria, as well as documentation on item specifications. We thank you in advance for any guidance you can provide.
Answer:
At a minimum, the letter of support should include a basic overview of your nonpublic school and basic budget of what you intend to expend the funding on. Please contact your local intermediate unit who will be applying on your behalf for specific details on what should be included in your letter of support.
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| Question Title : Non-Public School Application (2)
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| Question: We are currently working on our grant request and will get it to you as soon as it is completed. Besides our list of items, services, etc we will use the money for, what other information do you need from us as a non-public school? We want to make sure we get everything needed sent over at one time. Are there specific requirements we need to include in the letter of support? Answer: Nonpublic schools applying for the COVID19 Nonpublic School Health and Safety Grants should apply directly to their local Intermediate Unit. Intermediate Units will submit applications on behalf of the nonpublic schools in their area. Information regarding the requirements of the grant can be found in the COVID-19 Nonpublic School Health and Safety Funding Announcement which can be found on PCCDs webpage at: https://www.pccd.pa.gov/schoolsafety/Pages/COVID-19-Non-Public-School-Grants.aspx |
| Question: I am writing regarding the health and safety funding announcement that MMR's Principal Denise Judge passed along. I have begun to fill out the grant on the e-grants website, but realized that there are specific questions regarding the IU unit. Am I supposed to fill out the application on e-grants, or am I to answer the questions and send it to the MCIU to fill out on our behalf?
Answer: Nonpublic schools applying for the COVID19 Nonpublic School Health and Safety Grants should apply directly to their local Intermediate Unit. Intermediate Units will submit applications on behalf of the nonpublic schools in their area. Information regarding the requirements of the grant can be found in the COVID-19 Nonpublic School Health and Safety Funding Announcement which can be found on PCCDs webpage at: https://www.pccd.pa.gov/schoolsafety/Pages/COVID-19-Non-Public-School-Grants.aspx |
| Question Title : Signatory Page (1)
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| Question: Page 2 signature page, our Executive Director/CEO, I believe they should be our attesting officer. Am I correct? Can I sign as Comptroller, I am the Dir of Finance. Answer:
Yes, your Executive Director/CEO can be the attesting officer. Your solicitor’s signature is not required. As comptroller, you are eligible to sign as your agency's director of finance.
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| Question Title : Signature Page (1)
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| Question: May
the signature page contain electronic signatures?
Answer: An electronic signature such as Adobe Sign is acceptable as well as a wet signature that is scanned and emailed. |
| Funding Announcement Title : COVID-19 School Health and Safety Grants FY20-21 (44)
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| Question Title : (1)
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| Question: I had a question in regards to the COVID-19 School Health and Safety Grant.
My question really pertains to this:
EEOP Requirements: Pursuant to U.S. Department of Justice regulations, all applicants must submit an EEOP Certification Form to the Office for Civil Rights (OCR) at the federal Office of Justice Programs. The applicant may also be required to develop an EEOP and submit an EEOP Utilization Report to OCR. The matrix at the end of this section is meant to help you determine your agency's EEOP requirements. All applicants for federal funds are required to certify that they are in compliance with OCR requirements and PCCD will monitor successful applicants to ensure compliance with OCR requirements. Please visit OCR's website at https://ojp.gov/about/offices/ocr.htm for additional information. Prepare and submit EEOP and Certification forms referenced in the matrix below at https://ojp.gov/about/ocr/eeop.htm.
As a school district, do we need to complete a certification form?
Answer:
As an educational institution you are NOT required to submit the EEOP
Certification form to OCR.
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| Question Title : Allowable Expenses (8)
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| Question: We are in the process of completing our application for the School Safety and Security Grant announcement. We are interested in purchasing a full body scanner as well as a bag scanner as safety and security enhancements for our school. Can you tell me if these items would be eligible under the COVID-19 School Safety and Security Grant? The COVID-19 School Health and Safety Grants FY20-21 must be expended on items and activities that address COVID-19 Emergency Disaster relief. Any item, activity or service provided must be justified in its relation to addressing COVID-19-related concerns. As expressed in the funding announcement, “any items not related to addressing the COVID-19 disaster emergency as identified in section 5 - Eligible Program Activities and Expenses above are ineligible.” |
| Question: The guidance states, "purchasing educational technology for distance learning to ensure the continuity of education" (pg. 5) is an allowable expense but provides no further clarity as to what kinds of equipment or software would be considered eligible under the "educational technology" blanket term. Would subscription licenses to make proposed distance learning software solutions work be considered eligible? If so, can these funds be used to cover licenses/subscriptions beyond the 8 months allotted for the project if those licenses/subscriptions are only offered in 36month packages (i.e. would it be allowable for these funds to pay now for licenses that could extend distance learning capability beyond Oct. 30)? Answer: Yes, the project period is from March 1, 2020 to October 30, 2020. Per the CARES Act, all funding must be used to cover expenses incurred during that period. Items and products must be purchased during the project period; their use after the project period is allowed.
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| Question:
The award may be used to provide mental health services and
supports. May the district use this grant on the salary and benefits of a
psychologist (new position) for August through October 2020?
Answer: Yes, that is an allowable expense, so long as it is expended during the project period of March 1, 2020 and October 30, 2020. |
| Question: During the COVID situation we have been paying our custodians to clean and sanitize the schools. Some of this cleaning is standard even without COVID. Can we use the cost of paying the custodians in whole or would we need to account for only specialized COVID sanitizing? The CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation. The “most recently approved” budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account.
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| Question: For the COVID-19 School Health and Safety FY20-21 grant, can we use funding to contract an “everyday” substitute teacher to allow greater social distancing in areas that we are not able to meet social distancing guidelines? Would this qualify under: (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency.? Answer: If an applicant feels that an expense would fit within the seven eligible categories, including (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency, you can provide that justification within the Budget Justification box located in the budget detail section of Egrants.
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| Question: Would remodeling the school entry to “force” visitors to enter through
the office be an allowable expense? This modification would allow us to better
control who enters our building and to better enforce social distancing.
Answer: Yes. |
| Question: If the district hired additional cleaning staff for the purpose of
disinfecting schools with newly purchased equipment, is the additional salary
considered an allowable expense?
Answer: Yes. |
| Question: Would personnel costs be eligible expenses under section 7 of the allowable expenses? More specifically, this would apply to current and potentially yet-to-be-hired staff who are responsible for the planning, implementation and monitoring of a safe reopening plan. Answer:
Yes, so long as they fall in the proposed project period (March 1-October 30, 2020).
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| Question Title : Applicant Eligibility (1)
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| Question: Are Private Residential Rehabilitative Institutions (PRRIs) eligible for this finding? I noticed that PRRIs were not included in the list of school entities specified in the funding announcement. Answer: Per Act 30 of 2020, PRRIs are not an eligible school entity for the COVID-19 School Health and Safety Grants, but they ARE eligible to apply for the COVID-19 Nonpublic School Health and Safety Grants.
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| Question Title : Application Extension (1)
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| Question: I guess the announcement just went out today but the deadline is June 30, 2020? Any way I can get an extension? Due to the short timeframe for the allocation of these awards, no extensions will be provided to schools for the submission of these grants. The application must be entered into Egrants no later than Tuesday, June 30, 2020 by 11:59 PM. |
| Question Title : Award Date (1)
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| Question: If funds are used for mental health services contracted through a community agency, can the agency be contracted before the October spending deadline for the whole school year through June 2021? That is, can we pay them for a school year contract with these funds for them to continue services past the October spending deadline? Answer: No. The project period is from March 1, 2020 to October 30, 2020. Per the CARES Act, all funding must be used to cover expenses incurred during that period.
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| Question Title : Budget (3)
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| Question: I
am working on completing this grant and would like to know if our budgeted
items must value exactly 90,000 dollars (since we are a recipient of 90,000)?
We would like to order technology to assist with distance learning but the
number we need exceeds 90,000. I was not sure if we could complete the budget
at 92,000 and then the 2,000 overage we could cover with other funding? Answer: No, the budget you include in your Egrants application is not to exceed the formula distribution for your school entity. However, you may use other funding to support the portion of an expenditure that exceeds this amount. |
| Question:
The original bill listed an allocation of $300,278; however, since there are two pots of money funding this allocation, the first award is for $225,487. Should the budget provided by June 30, 2020 reflect the entire allocation of $300,278 or just the first part of funds that have been released of $225,487?
Answer: Act 30 of 2020 directed $150M in federal CARES Act funding and $49.8M in Elementary and Secondary School Emergency Relief (ESSER) funding to PCCD for School Health and Safety Grants. At this time, the $150M in CARES Act funding is immediately available for school entities. The $49.8M in ESSER funding is not yet available to be awarded as it is pending an amendment to the ESSER grant between PA Department of Education and the US Department of Education. More information regarding those funds will be made available at a later time. Any previous estimated grant amount you may have been in receipt of was not released by PCCD. Please craft your budget according to the allocation included in the solicitation.
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| Question: A school social worker worded 70% of the time in district and the remainder of the time in another district. In anticipation of increased mental health issues, we are no longer contracting with the other district and the social worker will be in-district 100% of the time. Is the 30% of her salary and benefits an allowable expense? Or, is only the increased portion of her salary through 10/30/2020 allowable? The CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation. The “most recently approved” budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account. So, the short answer for the scenario you posed would be, yes, you can cover the 30% of her salary and benefits as an allowable expense, but it can only cover costs incurred from March 1, 2020 to October 30, 2020.
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| Question Title : Budget Allocations (2)
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| Question: Per the information from the State, Downingtown Area School District was to receive $1,026,366; however, the PCCD grant we are eligible to apply for is only $621,202. Will there be another PCCD grant later in the fall for the difference or has our estimated grant funding been cut?
Act 30 of 2020 directed $150M in federal CARES Act funding and $49.8M in Elementary and Secondary School Emergency Relief (ESSER) funding to PCCD for School Health and Safety Grants. At this time, the $150M in CARES Act funding is immediately available for school entities. The $49.8M in ESSER funding is not yet available to be awarded as it is pending an amendment to the ESSER grant between PA Department of Education and the US Department of Education. More information regarding those funds will be made available at a later time. Any previous estimated grant amount you may have been in receipt of was not released by PCCD. |
| Question: I understand that all expenses cannot exceed the formula distribution for our school district but can our school districts' total requested grant dollar amount in the application be less than the CARES Act allocation for our school? Please advise.
Yes, the requested grant dollar amount in the application can be less than the CARES Act allocation for the school.
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| Question Title : Budget Detail (1)
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| Question: We are currently working on completing our COVID-19 PCCD Grant for $292,200. While we have a general idea of what categories we will need to utilize the funds for, we have no idea specific vendors, procurement methods or detailed line items. Is this required for the submission of the grant? Due to the short timeframe for the allocation of these awards, applicants will only be required to provide broad budget line items at the time of application. However, applicants may enter more detailed line items in the budget for the items/services that have been, or they know will be purchased with these grant funds to avoid the need to submit additional documentation at a later date. School entities will be required to provide additional budget and/or expenditure detail and program narrative to PCCD during the award period via project modification requests and/or quarterly fiscal and program reports to meet federal and state fiscal requirements. |
| Question Title : Civil Rights (2)
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| Question: After reviewing the section on Civil Rights, I believe that we are required to submit a certification form to OCR. I went to the website but am not sure where to find this form. Could you please advise? Answer: School Districts are exempt from submitting the certification form to OCR.
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| Question: After reviewing the section on Civil Rights, I believe that we are required to submit a certification form to OCR. I went to the website but am not sure where to find this form. Could you please advise? Answer:
School Districts are exempt from submitting the certification form to OCR.
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| Question Title : Egrants Help (2)
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| Question: I just tried to link my egrants account and keystone account to gain
entrance to the PA commission on Crime and delinquency and it won't accept my
username and password. Help!
Answer: You may have an alternative login that was used previously. Please
contact the Egrants Help Desk at 717.787.5887, 800.692.7292 or by emailing RA-eGrantsSupport@pa.gov. |
| Question: Where can I find assistance with the Egrants application?
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| Question Title : Eligible Expenses (3)
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| Question: Would the contracting of security personnel to monitor visitors and temperatures be approved under the following?: (7) other health and safety programs, items or services necessary to address the covid -19 emergency.
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| Question: I have a question in regards to the COVID-19 School Health and Safety Grant and eligible expenses. As most school districts who had to respond to the pandemic and quickly close schools, we needed to implement distance learning ASAP. To comply with our Continuity of Education Plan, we decided to implement a 1:1 initiative for students meaning each student would receive their own district laptop. For this to be possible, the district did not have a million dollars, in their back pocket, to spend immediately so we were able to pay this amount over 5 years. Are we able to use this grant to pay down the amount needed for laptops for each student? Answer:
Yes, that is an allowable expense, so long as it is expended during the
project period of March 1, 2020 and October 30, 2020.
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| Question: In reviewing the funding announcement and grant guidelines, I have some questions related to eligible expenses. Would the following items be eligible expenditures? (under the category - other health and safety programs, items or services necessary to address the covid-19 disaster emergency) Loss of Food Service Fund (March-June 2020) Expenditures related to Food Services provided to low income students (Breakfast and Lunch program) during the COVID-19 School Closure, and continued program during summer months Answer: The short answer to your question is yes -- if an applicant feels that an expense would fit within the seven eligible categories, including (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency, you can provide that justification within the Budget Justification box located in the budget detail section of Egrants. Additionally, please note the guidance below:
The CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation.
The "most recently approved" budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account.
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| Question Title : Eligible Programs (1)
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| Question: As long as funds are expended under the 7 eligible categories, are use of funds restricted to K-12 activities or may they may be used in IU early child education or IU adult education programs? Answer: Funding is to be used by the school entity to primarily support items or services necessary to address the COVID-19 Disaster Emergency for K-12 activities.
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| Question Title : ESSER PDE Funding (1)
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| Question: I was just notified of the COVID-19 School Health and Safety Grant for public schools this morning. My question is, we are applying for the ESSERS (Elementary and Secondary School Emergency Relief Fund) Grant via the Department of Education. Are we able to apply for this grant through PCCD or is that considered double dipping? I could not find a definite response in the FAQ. Answer: Yes, an eligible school entity under Act 30 is eligible to apply for the COVID-19 School Health and Safety Grants, and it is not considered double-dipping. School entities should make every effort, however, to coordinate the use of their COVID-19 related funding streams to ensure their maximum use within the time frames allotted and meet the parameters of their grants. |
| Question Title : Funding (3)
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| Question: I was working on our application yesterday and I saw that the expenses are to be made by October 31, 2020. I was wondering if you had information on how the grant money would be received. Will we receive the money up front, or do we need to pay the costs first, and submit for reimbursement? Any information on this funding that you can provide would be greatly appreciated. Thank you. Answer: The project period is from March 1, 2020 to October 30, 2020. Funding will be received up front, but all expenses must be incurred within the project period (i.e., March 1, 2020 to October 30, 2020). Per the CARES Act, any funding remaining after that date must be returned to PCCD for remittance back to the US Treasury.
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| Question: Related to the PCCD CARES Act, can you provide a funding source code for tracking and reporting of expenditures? Answer: I would advise you to refer to the funding information contained in your Award Letter when you receive it. It will include the federal award and CFDA number. How you choose to track the funding is dependent upon your accounting system.
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| Question: If new technology purchases will be made during the grant period to facilitate/enhance remote learning, but will maintain utility beyond the grant period and our school's physical closure, should these expenses be prorated, or listed at 100%? Answer:
100% of all expenses must be incurred during the project period (March 1-October 30, 2020). Use of an item after the project period closes is completely acceptable.
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| Question Title : Indirect Costs (1)
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| Question: Is a school entity permitted to include an indirect cost (at a federally negotiated/approved rate) as part of its grant budget? Since funding for the COVID-19 School Health and Safety Grants is from federal CARES Act funding, PCCD can accept a federally approved indirect cost rate.
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| Question Title : Procurement (3)
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| Question:
Hello, Does purchasing from a contract such as COSTARS, which has already been bid, meet the requirements for "Small-Purchase Procurement" requirements?
Answer:
Yes, utilizing a purchasing network such as COSTARS does meet the
qualifications for Small Purchase Procurement. We do request you include the
contract number in the Justification section of the budget category applicable
to the contract.
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| Question: If we are using existing contracts, to add services resulting from covid 19 emergency, how do we reflect that in the procurement details section? For example: we will need to add transportation services/runs in order to social distance our students. We plan to utilize our existing contractors, therefore this specific service was not bid….? Answer: If the amount will exceed the Simple Acquisition threshold of $10,000 and you will not be using a competitive process to select the vendor, you will need to complete the Procurement Details section of the application by answering yes, to question number 1, completing the grid in question 3, selecting sole-source as the procurement method and fully responding to questions 4.1 through 4.8. Please let me know if you have additional questions.
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| Question:
The
information regarding the funds states the federal money must be allocated/used
between March 1 and October 30. Does this mean the purchase must be received
and paid for within that time period or just encumbered. There is concern items
have been ordered and encumbered, but because of demand and availability, may
not be received and paid for until after October 30.
Answer: Purchases must be paid for by 11:59 pm on October 30, 2020. Unlike other funding streams where the funds need only be obligated by the project period end date, these specific funds have to be expended, not just obligated by the project end date. |
| Question Title : Program Activities (1)
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| Question: Also, I was wondering if there is any additional guidance or a FAQ being created concerning the allowable program activities? Specifically, I am wondering what types of programs/services would fall under #7? (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency.
Answer: If a program or service is related to addressing the COVID-19 disaster emergency and it’s not listed in Items #1-6, then it would fit into this category. If you feel that an item/service/program would fit into this category, please provide a justification in your budget justification section.
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| Question Title : Project Modifications (1)
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| Question: Our District is wondering because of the quick grant application due date of 6/30, are we able to change the dollar amounts of our program activities after the grant is submitted? We are doing our best to nail down dollar amounts, but as stated already, wanted to know if there was any flexibility after the fact.
Yes, school entities may submit a PMR at any time to revise their budgets.
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| Question Title : SAM Registration (2)
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| Question: Do I need to have a DUNS and SAM Identification number to receive a grant? Answer: Yes, school entities must have a DUNS and SAM Identification to receive a grant due to federal funding requirements. PCCD recognizes that it may take a few weeks to successfully register in SAM. Regardless, you can still apply for the grant at this time and register with SAM now. You can provide PCCD with confirmation that you registered and you registration expiration date once the information once it is received. Please email the RA-CD-SSSC@pa.gov resource account directly for additional assistance with DUNS/SAM inquiries.
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| Question: We are in the process of applying for a SAM identification number. I was told that I could submit our grant application without it and provide the information when it is received, however I cannot submit without marking the Federal Transparency Act Certification section complete and I cannot mark it complete without that number. Can you provide assistance? You can put all “9’s” in the DUNS number section. Also, you will need to enter a date in the past for the SAM expiration date.
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| Question Title : Signature Page (4)
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| Question: Does the Counsel/legal rep. needs to sign this page also? Answer: No, your counsel or legal representative does not need to sign this page. This page must be signed by the head of the organization or an official with documented signature authority (e.g. superintendent for school districts; board president or vice president for charter school; etc.). Another official of the organization must sign as the Attesting Officer attesting to the authenticity of the authorized official’s signature (e.g. business manager for school districts, board secretary or treasurer for charter schools, ).
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| Question: We are in the process of applying for a COVID-19 Safe Schools Health and Safety Grant and have a question on the signature page. Can the attesting officer be the Board Secretary or does it have to be a board member? Is the APPROVED AS TO FORM AND LEGALITY: necessary since we are not going thru our local government? Answer:
You only need two signatures. The righthand side of the signature page can be signed by the head of the organization or an official with documented signature authority (e.g., superintendent for school districts; CEO for charter schools; etc.). Another official of the organization must sign as the Attesting Officer attesting to the authenticity of the authorized official’s signature (e.g., business manager for school districts, etc.).
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| Question: What address can I overnight (sent via FedEx or UPS) the signature pages to. Also, If you receive them on Tuesday June 30th, is that OK. I am completing the applications for 10 charter schools.
Once the board members have provided their signatures, a scanned copy of the signature page can be uploaded in the Required Attachment section as part of the application or can be emailed to: ra-cd-grantsigs@pa.gov
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| Question: May the signature page contain electronic signatures? An electronic signature such as Adobe Sign is acceptable as well as a wet signature that is scanned and emailed.
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| Question Title : Sole Source (1)
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| Question: We would like to allocate some of our funds for architectural services related to the modification of classroom spaces. Considering the timeframe in which the work of modifying classroom spaces must be completed, the district didn't have time to bid this work out and is using an on-call contractor. Am I correct that this would fall under one of the four sole source circumstances: "The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation"? Answer:
Yes, that is a viable reason to submit a sole source.
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| Question Title : Subrecipient (1)
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| Question: Hi-trying to get clarification on subrecipients. Not every vendor or contractor who would perform work or provide items under this grant project is considered a subrecipient, correct? Answer: Correct, an applicant passes grant funds through to a subrecipient to carry out a portion of the project. A contractor is providing goods and/or services procured by the applicant.
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| Funding Announcement Title : Endowment Act - Child Advocacy Centers (2)
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| Question Title : Allowable Expenses (2)
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| Question: Would the replacement of carpet with laminate flooring (easier to clean and sanitize) be an appropriate request for this funding? Answer: If an applicant feels that an expense would fit within the seven eligible categories, including (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency, you can provide that justification within the Budget Justification box located in the budget detail section of Egrants.
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| Question: Good morning. Can you clarify if my school entity can apply for funds to cover my school counselors salary in the 2020/2021 SY to do counseling as a result of COVID-19 emergency, as it relates to students in food shortage, stressful housing situation, parent employment changes..etc. I am looking at categorizing this under section 24 P.S. s 13-1312-B(b), (5) providing mental health services and supports, including trauma-informed approaches for students impacted by the covid-19 disaster emergency. We are currently providing these services. Yes, that is applicable. However, please note that the CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation. The “most recently approved” budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account.
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