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The Office of Federal Grants is responsible for overseeing grant management activities for the Department of Education; ensures that all grant management activities are in line with all required regulations and guidelines, thereby preventing adverse audit findings or lapsing of funds. The Federal Grants office further ensures that funds are utilized effectively in meeting the educational needs of children in grades K-12, and beyond. It is the Division’s goal to ensure that all federal funds available to the Department are applied for, obtained, and utilized for the benefit of increasing student achievement, recognizing that the funds are supplemental to the department and all funds are accounted for timely and appropriately.
Announcements
(Printable) Waiver Extension 2016
Follow-Up Federal Munis Training
The Office of Federal Grants will be offering a follow-up Federal Munis Training. The training will be provided by BCA, VIDE’s Third Party Fiduciary. The training will include a hands-on approach. Kindly review the flyer below and register by contacting Ms. Lorna Freeman, Program Assistant. Please note that the training will solely cover the entry of requisitions. It does not include training for approvers. A training for approvers is forthcoming. If you know of key personnel new to the system or in need of a refresher training, please share the information and have them follow the registration process. Failure to register will result in non-participation. Space is limited so register now!
Private Schools/Equitable Services/Ombudsman
Ombudsman
To help ensure equitable services and other benefits for eligible private school children, teachers and other educational personnel, and families, an SEA must designate an ombudsman to monitor and enforce ESEA equitable services requirements under both Title I and Title VIII. (ESEA sections 1117(a)(3)(B) and 8501(a)(3)(B).)
Roles and Responsibilities of an Ombudsman
An ombudsman should serve as an SEA’s primary point of contact for addressing questions and concerns from private school officials and LEAs regarding the provision of equitable services under Titles I and VIII. In addition, the ombudsman is required to monitor and enforce the equitable services requirements under Titles I and VIII and, thus, should have a significant role in the State’s monitoring process. Furthermore, the ombudsman should ensure that private school officials know how to contact the ombudsman.
The following are examples of activities the ombudsman could undertake in fulfilling the roles and responsibilities of the position:
- Serve as a general resource regarding equitable services requirements for both LEAs and private school officials, which may include conducting initial outreach to define the contours of the ombudsman’s responsibilities.
- Develop, in partnership with other relevant SEA staff, monitoring protocols applicable to the provision of equitable services and participate in a sample of any monitoring activity.
- Provide technical assistance regarding equitable services requirements for SEA staff administering applicable programs, LEA staff, and private school officials.
- Establish a process for receiving documentation of agreement from LEAs consistent with the consultation requirement that the results of such agreement shall be transmitted to the ombudsman. (ESEA section 1117(b)(1).)
- Participate in the State’s Title I Committee of Practitioners (ESEA section 1603(b)) and, as applicable, nonpublic schools working group.
Specific Responsibilities of an Ombudsman Relative to Monitoring and Enforcement
The primary responsibilities of an ombudsman are to monitor and enforce the equitable services requirements in Titles I and VIII. Accordingly, an ombudsman should work with SEA staff administering Title I and programs covered under Title VIII to develop monitoring protocols applicable to the provision of equitable services under each program. To ensure that monitoring protocols are being followed, the ombudsman should take an active role in the monitoring process, particularly with respect to the resolution of any findings regarding equitable services requirements under Titles I and VIII. The ombudsman also should serve as the primary point of contact for responding to and resolving any complaints regarding equitable services that the SEA receives under its ESEA complaint procedures.
Notice of Allocation
An SEA must provide notice in a timely manner to appropriate private school officials in the State of the allocation of funds for educational services and other benefits under each ESEA program that an LEA has determined are available for eligible private school children, teachers and other educational personnel, and families. (ESEA sections 1117(a)(4)(C) and 8501(a)(4)(C).)
Reference: The NON-REGULATORY GUIDANCE: FISCAL CHANGES AND EQUITABLE SERVICES REQUIREMENTS UNDER THE ELEMENTARY AND SECONDARY EDUCATION ACT OF 1965 (ESEA), AS AMENDED BY THE EVERY STUDENT SUCCEEDS ACT (ESSA) pages 23-26
Resources
- 2015 Grants Management Fiscal Review Meeting
- Office of Management and Budget (OMB) Uniform Guidance (pdf)
- The Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called "Uniform Guidance") was officially implemented in December 2014 by the Council on Financial Assistance Reform (COFAR - now dissolved). The Uniform Guidance – a "government-wide framework for grants management" – is an authoritative set of rules and requirements for Federal awards that synthesizes and supersedes guidance from earlier OMB circulars. The reforms that comprise the Uniform Guidance aim to reduce the administrative burden on award recipients and, at the same time, guard against the risk of waste and misuse of Federal funds.
- OMB Uniform Guidance eCFR
- ESEA Reauthorization_February 2016 (pdf)
- ESEA Reauthorization_October 2017 (pdf
Standard Operating Procedures for Federal Grants Management Cover (pdf)
