Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008 – 2009 School Year
Residential Facility Grant
State Board Rule 160-5-2-.06
Grant Application
2008 – 2009 School Year
Release Date: September 23, 2008
Application Deadline: October 31, 2008, 5:00 p.m.
Kathy Cox, State Superintendent of Schools
September 2008
Kathy Cox, State Superintendent of Schools
September 2008
Page 1 of 14
Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Table of Contents
Section A – General Guidelines
Timeline .......................................................................................................................................... 3
Application Guidelines ................................................................................................................... 4
Application Cover Sheet ................................................................................................................. 7
Applicant Profile ............................................................................................................................. 8
Section B - Application Components
Student Placement Table..................................................................................................................9
Criterion 1: Statement of Need and Description of Children and Youth Served .................. 9
Criterion 2: Budget Narrative and Budget Summary and Schedule of Expenses ............... 10
Objective 1: Budget Narrative ..................................................................................................... 10
Objective 2: Budget Worksheet ................................................................................................... 10
Section C - Assurances ............................................................................................................11
Section D – Appendices..................................................................................................12
Appendix A – Budget Template.............................................................................................. 13
Appendix B – Examples of Direct and Indirect educational Costs..........................................20
Appendix C – Helpful Documents and Resources...................................................................21
Application Checklist......................................................................................................22
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Overview of Legislative Intent and Services Needed
In 2006, the Georgia General Assembly amended O.C.G.A. Section 20-2-133 with the passage of
Senate Bill 618. This legislation required local units of administration to enroll eligible children
and youth being educated in residential facilities across the State in the local school system in
which the residential facility is located.
The amended legislation also included a grant, previously unfunded, which states the following:
Any local unit of administration which serves a child pursuant to paragraph (1) of this
subsection shall receive in the form of annual grants in state funding for that child the
difference between the actual state funds received for that child pursuant to Code
Section 20-2-161 and the reasonable and necessary expenses incurred in educating that
child, calculated pursuant to regulations adopted by the State Board of Education. Each
local board of education shall be held harmless by the state from expending local funds
for educating students pursuant to this Code section; provided, however, that this shall
only apply to students who are unable to leave the facility in which they have been
placed.
This application is for the grant provided for in the legislative section above. The grant shall be
awarded in accordance with State Board Rule 160-5-2-.06 and the terms set forth in this
application.
SECTION A - GENERAL GUIDELINES
Timeline
Application Release Date
September 23, 2008
Grant Technical Assistance
September 24, 2008
October 2, 2008
Please do not submit your application before October 2, 2008.
Grant Applications Due
October 31, 2008, 5:00 p.m.
Application Review
October - November 2008
Award Notification
Upon Approval by State
Board of Education
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Application Guidelines
The Georgia Department of Education is issuing a request for application to fund education for
eligible children in residential facilities in order to ensure that the educational requirements for
students placed by DHR and DJJ pursuant to O.C.G.A. § 20-2-133(b) (1) are met while the
students are receiving educational services at the residential facility.
Source of funds:
O.C.G.A. Section 20-2-133(b) (5)
Purpose:
The purpose of this notification is to solicit proposals from qualifying
residential facilities and local units of administration/local education agencies
(LEAs) to ensure that the educational requirements for students placed by DHR
and DJJ pursuant to O.C.G.A. § 20-2-133(b)(1) are met while the students are
receiving educational services at the residential facility.
Eligibility:
Residential facilities recognized by GaDOE as serving eligible children under
O.C.G.A. § 20-2-133(b) (1).
LUAs/LEAs serving eligible children that expend locally raised funding for the
benefit of residential facilities recognized by GaDOE as serving eligible
children under O.C.G.A. § 20-2-133(b)(1)
Applications Due:
October 31, 2008, 5:00 p.m.
All applications must be submitted to the following address:
Pamela H. Smith, Ed.S.
Policy, Research, and Evaluation Analyst
Georgia Department of Education
Suite 2053 Twin Towers East
205 Jesse Hill Jr. Drive
Atlanta, Georgia 30334
All applications must be received on or before 5:00 p.m. October 31, 2008. Applications
received after the deadline may not be considered for funding. It is the responsibility of the
sender to ensure and verify that the application is received by the deadline. Due to the periodic
disruptions to normal mail delivery, the Department strongly encourages the use of an alternative
delivery method (for example, a commercial carrier such as Federal Express or UPS; U.S. Postal
Service Express mail; a courier service or personal delivery) to transmit documents to the Department.
Applications must be in paper form. No electronic applications will be accepted.
Award Notification:
Grantees approved by the State Board of Education will be notified
upon approval by the State Board of Education.
Grant Period:
These awards are for the 2009 fiscal year. All funds must be spent or
obligated by June 30, 2009.
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Grant Amount:
In determining individual award amount, priority will be given to
direct costs. Grant awards will be limited to availability of state funds.
Grant Recipient:
Grant awards will be paid through the LEA in which the applicant is
located. Upon approval of grant awards and invoice, GaDOE will
make payments to the LEA with direction to make the funds available
to the eligible facility.
Grant Methodology: While the entire application will be reviewed to gather valuable
information for the General Assembly and GaDOE’s development of
its program to assist residential treatment facilities, each award amount
will be based primarily on data applicants submit in the Budget
Worksheet and Budget Narrative sections of the application. The
Budget Worksheet is divided into two categories; direct and indirect
educational costs as defined by State Board Rule 160-5-2-.06,
Residential Facility Grant. In accordance with 160-5-2-.06, the grant
funds will be first allocated to cover outstanding direct costs. Any
funds remaining for indirect educational costs will be divided in an
equitable manner among qualified applicants. In the event funding
cannot cover direct or indirect educational costs requests, funds will be
divided in an equitable manner among qualified applicants.
Technical Assistance: Technical Assistance Workshops will be held via conference call on
September 24, 2008, at 2 p.m. and October 2, 2008 at 10 a.m. Additional
questions may be directed to Pamela H. Smith, Ed.S, Policy, Research,
and Evaluation Analyst, at pamsmith@doe.k12.ga.us or by telephone at
404.463.1522.
PLEASE DO NOT SUBMIT YOUR APPLICATION BEFORE PARTICIPATING IN A
TECHNICAL ASSISTANCE WORKSHOP.
The grant award will be distributed on a reimbursement basis. If an
applicant receives a grant award, the applicant must submit invoices to
GaDOE to show all expenses. Grant awards will not be made until the
applicant provides adequate documentation to GaDOE as described in
the grant award notification. All grant awards must be spent on the
expenditures outlined in their grant application.
Contact Person:
Specific questions regarding this Grant Application can be submitted to
Pam Smith, Policy, Research, and Evaluation Analyst, by email at
pamsmith@doe.k12.ga.us or by telephone at 404.463.1522.
.
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Application Cover Sheet
Residential Facility Grant
Competitive Grant Application
2007– 2008 School Year
Name of
Residential
Facility:
GaDOE Assigned
School Number of
Residential Facility:
Name of CEO or Executive Director
Telephone
Fax
Email
Mailing Address
City
State
Zip
Contact Name if other than CEO/Exec. Dir.
Telephone
Fax
Email
LEA Superintendent
Telephone
Fax
Email
I hereby certify that the information contained in this application is, to the best of my knowledge, correct and that
the facility named above has authorized me as its representative to obligate this facility. I further certify that any
ensuing program or activity will be conducted in accordance with all applicable Federal and State laws and
regulations, application guidelines and instructions. The applicant agrees to comply with or will use requested funds
in accordance with the assurances contained herein. Applications submitted by LEAs must be signed by the
superintendent.
Typed Name of CEO or Executive Director
Signature of CEO or Executive Director
Date Signed
I hereby certify that the information contained in this application is, to the best of my knowledge, correct and that
am I authorized to obligate this school system. I further certify that any ensuing program or activity will be
conducted in accordance with all applicable Federal and State laws and regulations, application guidelines and
instructions.
Typed Name of Superintendent of LEA
Signature of Superintendent of LEA
Date Signed
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Applicant Profile
STUDENT PLACEMENT
Children and youth in residential treatment facilities are sometimes placed in the facility in a variety
of ways. Facilities eligible for funding through this grant serve children placed by the Department of
Human Resources and the Department of Juvenile Justice, but such facilities often serve students
placed by other means. In the table below, please identify the number of students that typical reside in
your facility and how the students are placed. While the number listed does not need to be exact,
please provide an accurate estimation.
Method of Placement
Department of Human Resources or one
of its subdivisions
Department of Juvenile Justice or one of
its subdivisions
Parent or other legal guardian
A governmental entity or agency in
another state
Other (please specify below)
Total Number of Students:
Kathy Cox, State Superintendent of Schools
September 2008
Page 8 of 14
Number of
Students
Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
SECTION B - APPLICATION COMPONENTS
Criterion 1: Statement of Need and Description of Children and Youth Served
Up to 3 double spaced pages.
Applicants must define the needs of its eligible children and youth. The needs assessment
analysis must be based on the data provided in the Applicant’s Profile and should identify trends.
Educational challenges that inhibit the success of the children and youth and the coordination of
services with other agencies must be addressed. Ensure that the narrative provides a
description of the items that are listed below.
Eligible Children and Youth




Describe the maximum number of children and youth your facility can educate as
well as the average number of children and youth your facility educates.
Describe the specific population of students your facility is trained and equipped to
educate.
Explain how your staff is qualified to educate children and youth with those particular
disabilities and diagnoses.
Explain how the lack of financial resources is affecting the educational needs and
success of the children and youth in your facility.
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
Criterion 2: Budget Narrative and Budget Summary and Schedule of Expenses
Objective 1: Budget Narrative
Please be brief and concise.
Applicants must provide a clear budget narrative of how funds will be expended in accordance
with O.C.G.A. § 20-2-133(b) (5), State Board Rule 160-5-2-.06, and the needs assessment.
Applicants must include the internal controls it will implement to ensure funds are expended
during the grant period and for the purposes indicated. Submitted budgets should not be a “wish
list” of expenses should the facility receive grant funding. Budgets should reflect actual and
expected expenditures for July 1, 2008 through June 30, 2009. The Georgia Department of
Education reserves the right to adjust budgets to ensure all budgets meet the standard of
reasonable and necessary as outlined in state law. A complete budget narrative will:



Provide detailed budget narrative for each budget expense identified.
Clearly delineate how the requested funds are above those received through
O.C.G.A. § 20-2-161, meet the requirements of State Board Rule 160-5-2-.06, and
match the needs assessment.
Elaborate upon each budget expense identified.
Objective 2: Budget Worksheet

Applicant provides a detailed Budget Worksheet adhering to the template
provided in Appendix A. All detail pages have explicit detail concerning the
types of purchases and expenditures already made or planned.
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
SECTION C - ASSURANCES
Applicants must initial each assurance and sign on the signature line in order
to be considered for funding.
____ Provide access to educational and other services to ensure eligible children and youth have
the opportunity to meet the same challenging state performance standards to which other
students are held.
____ Ensure that funds provided from this grant will only be used to serve eligible children and
youth.
____ Coordinate with local social services agencies and other agencies or programs providing
services to eligible children or youth and their families to minimize educational disruption.
____ Ensure that all eligible children and youth receive placement in appropriate programs, such
as Special Education, gifted and talented, or English as a Second Language programs.
____ Ensure that all data requests from the Georgia Department of Education and any entity
acting on the behalf of the Georgia Department of Education are accurately and promptly
reported.
_____ Ensure that
services provided by funds from this grant will be spent on reasonable and
necessary expenses in accordance with State law and State Board Rule.
____ Ensure that funds received from this grant will be used for educational purposes only.
____ Ensure that funds received from this grant will be used only for items included on the completed
Budget Worksheet.
____ Agree to allow the Georgia Department of Education, or its designee, the right to monitor
for compliance with all terms of the grant and grantee agrees to keep a copy of all records
necessary for such compliance for three years from the date of award.
____ Agree to submit a copy of their annual audit report.
I hereby assure that I have read the above and agree to all terms and assurances of this
program.
______________________________________________________________________
Signature
Name and Title of Signatory
Kathy Cox, State Superintendent of Schools
September 2008
Page 11 of 14
______________
Date Signed
Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008 – 2009 School Year
SECTION D - APPENDICES
Appendix A – Budget Worksheet (See the attached file in Excel format.)
Instructions –
The Budget Worksheet is divided into two parts; Direct Educational Costs and
Indirect Educational Costs. Both parts must be completed. State Board of
Education Rule 160-5-2-.06 requires grant funding to be allocated first to Direct
Educational Costs.
List dollar amounts the facility is expected to spend on each line item from July 1,
2008 – June 30, 2009. The entire amount the facility expends from all sources of
revenue should be listed beside each item; do NOT simply list amounts needed
from the grant.
It is not necessary to identify each source of funds for each line item.
Definitions Direct costs – all costs incurred for activities directly associated with the
education of eligible children, including salaries, wages and benefits for
teachers and paraprofessionals; costs for instructional materials and supplies;
costs associated with classroom-related activities and equipment; and any
other appropriate instructional expenses.
Indirect costs – costs incurred for administration, plant operations and
maintenance, food services, transportation, instructional support including
media centers, teacher training, and student support such as nurses and
guidance counselors. The salaries, wages, and benefits of principals are
indirect costs.
Total Expenditures- indicates the total amount of reimbursement a residential
treatment facility requires for indentified educational expenses.
Total Received- indicates the total amount of funding a residential treatment
facility has received from other sources DHR, DJJ, Federal, private and other
for indentified educational expenses. GaDOE knows the amount each facility
receives for FTE, so do not include it in this total.
Total Outstanding- indicates the total amount of funding a residential
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
treatment facility requires to obtain full reimbursement for indentified
educational expenses.
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008 – 2009 School Year
Appendix C – Helpful Documents and Resources
Link to Senate Bill 618, which amended O.C.G.A. Section 20-2-133:
http://www.legis.ga.gov/legis/2005_06/versions/sb618_AP_8.htm
Guidelines for the Implementation of Senate Bill 618:
http://www.gadoe.org/DMGetDocument.aspx/Guidelines%20SB618%20N%20or%20D%2
08-1407.pdf?p=6CC6799F8C1371F6BB5AFE54AE7DA4A945605A96AB354E49D561726617C86
95E&Type=D
Q & A SB 618 Residential Facilities:
http://www.gadoe.org/tss_title_lea.aspx?folderID=103&m=links&ft=Resources
State Board of Education Rules:
http://www.gadoe.org/pea_board.aspx?PageReq=PEABoardRules
Kathy Cox, State Superintendent of Schools
September 2008
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Residential Facility Grant State Board Rule 160-5-2-.06
Grant Application 2008– 2009 School Year
APPLICATION CHECKLIST
Application Cover Sheet with Required Signatures
Needs and Barriers Table
Criterion 1: Statement of Need and Service Area Narrative
(not to exceed 3 double spaced pages)
Criterion 2: Budget Narrative and Budget Worksheet
Objective 1: Narrative
Objective 2: Budget Worksheet
Assurances, Initials, and Signature
Due Date: October 31, 2008, 5:00 P.M.
Kathy Cox, State Superintendent of Schools
September 2008
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