1. Is this the same grant we apply for as an existing competitive grant consortium or is it something else?

A: This grant replaces the current competitive DOE grant from which the eight regional technology consortia currently receive funds. This is the final year that the existing competitive grants will be funded. The funds were awarded in February 2009 and may be obligated through September 2010. These new grants are open to the existing regional technology groups if they choose to apply.

This information was communicated to the grant managers of the existing competitive grants at a meeting at the Virginia Department of Education in April 2009.

2. We certainly have a high percentage of students with low incomes. And we all have budget issues, so we could show that we need monetary assistance for almost everything we want to do. However, we only have three schools and they are all fully accredited. Does this mean that we are not eligible to apply?

A: Your school division can still apply even if it is not considered a high-need LEA. You just have to include a high-need LEA as your fiscal agent and apply as a collaborative.

3. Is there a list of LEA who meet criteria for needing assistance in acquiring and using technology? Also, do you have any suggestions on how LEA would demonstrate a substantial need for assistance in acquiring and using technology?

A: The list of high-need LEA will be given out at the Bidders' Meeting at the Virginia Department of Education on Friday, October 2. A needs assessment, including financial and personnel data, is probably the best way to demonstrate a substantial need for assistance in acquiring and using technology.

4. Can you give me an idea how the educational technology grant will be aligned with number of jobs created as required by ARRA, please?

A: For instance, you could demonstrate how many jobs could be created or retained as a result of training. In this example, you could show how ARRA/NCLB-funded training would help an LEA retain ITRT positions—since classroom follow-up from the training will require ITRT support.

5. Can we include projects that are statewide even though we don’t have complete buy-in from all of the schools from around the state?

A: Projects with the potential for statewide implementation are exactly the types of proposals being sought. Statewide buy-in would probably be a process over time.

6. How much money can we ask for?

A: In total, the Virginia Department of Education has approximately $7 million to disburse. If we distribute one grant to each of the superintendent’s region (8), the awards would average just under $1 million—this should be considered the typical award amount. Note that larger requests will not be considered a negative; however, the proposals might need to be scaled back in some way, depending on availability of funds.

7. Is the state going to play some role in “brokering” similar or identical items in proposals? If identical items get included in multiple proposals, how is that going to be handled to encourage cooperation and to maximize discounts?

A: Yes, the DOE will review all proposals. If identical items are shown in multiple proposals, we will work to get the maximum benefit for all parties involved.

8. Is there some number of awards and an average award amount being considered?

A: The number of awards will not be determined until after the review process. See question #6 regarding the average award amount.

9. On page 8 of the announcement it states that for a collaborative application, LEA partners must represent urban and rural areas. Is that a requirement of the collaborative? Here in our area there are not many rural areas. We are considering developing a collaborative, but need clarification on whether that is a requirement or a suggestion.

A: If rural areas do not exist in any of the partner LEA, then the requirement does not apply to that collaborative. However, if any rural areas exist in any of the collaborating LEA, the collaborative must include urban and rural school areas. The LEA partnership must ensure that no rural areas exist in any of the participating LEA.

10. A question about "Component J: Assurances." My understanding is that this is to be completed by each participating LEA, and not just the fiscal agent. Is that correct? Each school division must have a superintendent and school board chair sign this? And if so, I need a little clarification about one of the assurances: "The school division will retain title and control of property and equipment purchased under this title." In the current grant, as I understand it, all items purchased technically belong to the fiscal agent but are on "long-term loan” to other divisions. Is that different this time around, or does that remain the same?

A: Yes, the Assurances statement must be signed by the superintendent and school board chair of each participating LEA. Once again, the LEA that serves as fiscal agent will own all property and equipment and place these items on long-term loan to other divisions.

11. When schools are listed for English being the "School Improvement Area" can schools pay for a multi year contact with a vendor such as Achieve 3000 to provide reading services by computer to the students?

A: Yes, this is acceptable as long as the vendor has been approved by the School Improvement Office for educational programs.

12. When doing the budget, do I follow the federal guidelines of equipment costing $5000 or over per item? So would computers be included under materials and supplies as well as Smart Boards, Smart Tablets, Clickers, and LCD projectors?

A: Yes

13. Can we, and if so how do we, include attachments with our regional E2T2 proposal? For example, we'd like to include things like the syllabus for an online teacher professional development course to teach teachers how to be successful in an online K-12 environment.

A: Include these files as e-mail attachments when e-mailing the grant application by October 30 to: mark.saunders@doe.virginia.gov.

14. Do we have to include a formal evaluation component in our application as done with the current competitive grants?

A: Since a state-level evaluation will be conducted, formal evaluations by applicants are not necessary.

15. It was my understanding that the intent to participate responses from previous private school superintendent’s memos do not apply to this competitive Title IID grant. Previous indications of participation in Title IID are valid for formula grants only, but this new competitive grant requires another solicitation of participation because it did not exist when the intent forms were sent. Is that correct?

A: This is correct. Prior meetings with private schools about formula grant activities do not replace or eliminate the need to determine the interest of private schools in the new competitive grants.

16. If you buy individual iPod touch, it is under $500. If you purchase a classroom set in a cart, it may be $9000. Do you want us to show this under category 6000 or should it be under 8000?

A: Decisions about categorizing budget costs depend on how the purchase is made. If you acquire the iPod touches in a complete set as one purchase, the cost should be charged to object code 8000; in that case, the purchase would be considered a single-item purchase exceeding $5,000. If you purchase each device individually, the cost would be charged to object code 6000 since the per-item cost would be less than $5,000.

17. The current grant requires that at least 25% of funds be used to provide professional development. Do the ARRA funds have a similar requirement?

A: Yes

18. Can a high-need LEA be the fiscal agent for more than one grant - e.g., a consortia and a collaborative?

A: It would not be fair for a high-need LEA to have to serve as the fiscal agent for more than one grant. If all high-need LEA in your area have already been used, let me know and we will help you select an alternate division.

19. Can an award be made and accepted for an LEA that is a member of both a collaborative and a consortia?

A: Yes, an LEA can apply and accept a grant as a member of a new collaborative and as an existing consortium.

20. Can a grants writer for a high-need LEA write applications for both the high-need LEA and the consortia with which the high-need LEA is a member?

A: Yes

21. Can the allotment for a participating private school be used for anything?

A: There is not a specific allotment for private schools. Funds may not need to be reserved for separate services to private schools if the schools do not have needs unique to the public schools participating in grant activities. Below are specific guidelines for using competitive grant funds with private schools:

Title IX, Part E Uniform Provisions Subpart 1—Private Schools / Equitable Services for Eligible Private School Students, Teachers, and Other Educational Personnel Non-Regulatory Guidance

Recorded Webinar on the Guidelines

Additional Webinar on the LEA Role With Private School Participation in Ed Tech Grants

22. How can consensus be reached if a group of private schools disagree with the overall vision of the grant application?

A: If private school officials cannot reach consensus on the overall vision of a grant proposal, decisions must be made to address any unique needs that private schools may have. This may result in a less efficient and productive use of grant funds since the funds will need to be split and reserved to each private school based upon the school’s enrollment. You will need to determine the per-pupil expenditure amount to reserve funds for each private school. This amount is calculated by adding the enrollment number of all public and private schools that have agreed to participate in a grant proposal. Once the total enrollment number is determined, it must be divided by the grant amount (the amount an LEA or collaborative has decided to apply for). The per-pupil amount is then applied to the enrollment of each participating private school to determine the reserved amount for a school.

23. Who should the letters of support be addressed to - e.g., high-need LEA acting as fiscal agent, VA DOE, or other?

A: The letters of support should be addressed to the Virginia Department of Education.