Appendix A Data Group for the EASIE (Application)

Formula Grant EASIE (Electronic Application System for Indian Education)

Att_Appendix_A_Data_Groups_for_the_EASIE

Annual Application of the Formula Grant Program for the Office of Indian Education through EDFacts

OMB: 1810-0021

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Attachment A



Data Groups for the Electronic Application System for Indian Education (EASIE)


December 2009


The following appendices delineate the data items that will be collected for the Office of Indian Education’s Formula Grant Electronic Application System for Indian Education (EASIE). Formula Grant EASIE has eliminated the need for paper forms; the application process has been conducted electronically for the past 3 cycles. EASIE employs a two-phase collection—basic eligibility data are collected through Part I, allowing the Department to calculate the exact allocation for each applicant. Then, in Part II, applicants provide program and budget data for their project, tailored to their exact allocation. This Supporting Statement covers both Parts I and II of EASIE. EASIE is conducted in close collaboration with EDFacts, the Department of Education’s primary collection of data about elementary and secondary education. As a result, in this Supporting Statement, the application data items are presented in the standard EDFacts data group format, rather than by means of a paper-based table layout.


Please note that no applicant has to answer all data groups. The software is responsive to user answers so that items that don’t apply to a particular applicant are never presented. For example, if a user identifies itself as an LEA, then questions for BIE applicants are not presented; if a user identifies itself as a regular application type, then questions for schoolwide types are not presented, etc.


If an applicant has no access to the Internet or limited Web access, then a paper-based submission will be permitted upon request. However, in the three years of implementation of EASIE, no applicant has requested this and applications have been at an all-time high.



The following is an example of the data group format.


In the online Formula Grant EASIE, a data element might appear like Example 1 below.


Frame1 §



It would appear in this Supporting Statement as shown in Example 2.

Frame2

As shown in Example 2, the data tables and category tables include:


Data Table Header: The table heading specifies that all of the Professional Development data including in this table involves data for the grant application year.

Area: The Area column indicates the topic within the header, Professional Development. In this example, Professional Development is repeated in the Header and Area sections because there is only one element. Other tables have multiple areas.

Data Item: This column highlights the key information being collected for this area, including a definition.

Category: The Category column identifies information to be included with the data item. In this example, applicants must identify which professional development opportunities will be offered to different types of staff. These are also shown in the Formula Grant EASIE mockup screen shot (Example 1). More information about these categories can be found in the subsequent tables in Example 2 and in the explanation of Category Tables below.

Format: The format column indicates the required format for applicants to provide this information. In this example, applicants will select from pre-determined drop down menus (shown as downward pointing arrows in Example 1). Other data elements use numeric dollar values, percentages, and string fields.

Comments: This column is generally used to offer guidance or to note when Formula Grant EASIE will automatically calculate totals or percentages for applicants. In this example, there are no comments.

Category Tables: Data tables are followed by category tables, which detail the definition and code sets (when applicable) of categories. Category tables appear in alphabetical order following the data table. In this example, there are two category tables: Professional Development Opportunity and Staff Types.

Code Sets: Code sets are the permitted values for that category. As can be seen in both Example 1 and the Staff Type category table in Example 2, the permitted values from which applicants can select Staff Type are: Project Staff, Teachers and Other School Professionals, and/or All LEA Staff.

The Appendices below graphically show the various sections of the EASIE online application as it is presented to the applicant during the online process. Part I is detailed by Appendix A and B. Part II is covered by Appendix C through H. Appendix I summarizes the technical changes.


Appendix A: Eligibility Data p. 5

Appendix B: Background Data p. 7

Appendix C: Program Data p. 8

Appendix D: Budget Data p. 14

Appendix E: Use of Assessment Data p. 16

Appendix F: Integration of Services p. 17

Appendix G: Waiver of Administrative Cost Limit p. 18

Appendix H: Parent Committee Form p. 19

Appendix I: Proposed Technical Changes since 2007 p. 21

APPENDIX A: This Appendix describes the Eligibility Data collected in Part I of the Electronic Application System for Indian Education under OMB No. 1810-0021. These data groups were approved under I.C. 1875-0240 in the fall of 2006 and transferred to I.C. 1875-0021 in March 2007.


ELIGIBILITY DATA


Area

Data Items

Categories

Format

Comment

Eligibility Data

(1) Applicant Type – The type of entity that is applying.

Applicant Type

Menu Options


(2) Indian Students—Total number of Indian students with Form 506* on file with the applicant entity

Indian category


Whole number

Calculated total

(3) All students—Total number of all students in district(s) for whom the applicant is applying


Whole number


*Form 506 is a paper form completed by students or their parents. See next page.


Category

Applicant Type

Definition

The type of entity that is submitting the application

Code Set

LEA (Not part of a consortium)

LEA (Consortium leader)

Bureau of Indian Education (BIE) Operated School

Bureau of Indian Education (BIE) Contract or Grant School (Not part of a consortium)

Bureau of Indian Education (BIE) Contract or Grant School (Consortium leader)

Tribe Applying in Lieu of a Single LEA

Tribe Applying in Lieu of Multiple LEAs


Category

Indian Category

Definition

The basis of tribe eligibility as specified in ESEA, Title VII


Code Set

Federally Recognized, Including Alaska Native

State Recognized

Terminated Tribes

Organized Indian Group Meeting the Definition of “Indian”


U.S. DEPARTMENT OF EDUCATION

OFFICE OF INDIAN EDUCATION

WASHINGTON, DC 20202

TITLE VII STUDENT ELIGIBILITY CERTIFICATION Form 506

Elementary and Secondary Education Act, Title VII, Part A, Subpart 1


Parents: Please return this completed form to your child's school. In order to apply for a formula grant under the Indian Education Program, your child's school must determine the number of Indian children enrolled. Any child who meets the following definition may be counted for this purpose. You are not required to complete or submit this form to the school. However, if you choose not to submit a form, the school cannot count your child for funding under the program. This form will become part of your child's school record and will not need to be completed every year. This form will be maintained at the school and information on the form will not be released without your written approval.


Definition: Indian means any individual who is (1) a member (as defined by the Indian tribe or band) of an Indian tribe or band, including those Indian tribe or bands terminated since 1940, and those recognized by the State in which the tribe or band reside; or (2) a descendent in the first or second degree (parent or grandparent) as described in (1); or (3) considered by the Secretary of the Interior to be an Indian for any purpose; or (4) an Eskimo or Aleut or other Alaska Native; or (5) a member of an organized Indian group that received a grant under the Indian Education Act of 1988 as it was in effect October 19, 1994.


NAME OF CHILD ___________________________________________ Date of Birth ___________________

(As shown on school enrollment records)


School Name ___________________________________________________ Grade _____________


NAME OF TRIBE, BAND OR GROUP _____________________________________________________


Tribe, Band or Group is: (check one)

Organized Indian Group

Federally Recognized, State Meeting #5 of the

_____ Including Alaska Native _____ Recognized _____ Terminated _____ Definition Above


Name of individual with tribal membership: _____________________________________________


Individual named is (check one): _____ Child _____ Child's Parent _____ Child's

Grandparent


Proof of membership, as defined by tribe, band, or group is:


  1. Membership or enrollment number (if readily available) _________________________ OR


  • Other (explain) _____________________________________________


Name and address of organization maintaining membership data for the tribe, band or group:


__________________________________________________________


I verify that the information provided above is accurate:


PARENT'S SIGNATURE _______________________________________ DATE ____________________


Mailing Address _______________________________________________ Telephone _________________


Notice: Public Reporting Burden Notice on Reverse Side

APPENDIX B: This Appendix describes the Background data to be collected for the Indian Education Formula Grant Program under OMB No. 1810-0021. This and succeeding groups were previously approved under I.C. 1810-0021 in March 2007.


BACKGROUND DATA


Area

Data Items

Categories

Format

Comment

Background Data

(1) Application Type – The type of application the LEA(s) is submitting.

Application Type

Menu Options


(2) Grades Offered – The grade levels served by the LEA(s)

Grades Offered

Menu Options


(3) Grant Award Start Date – The date on which the LEA(s) wishes to have the grant award begin; the date must be between July 1 and September 30 of the current year, inclusive.

Grant Award Start Date

Date Field

Automatically calculated end date.


Category

Application Type

Definition

The type of application the LEA(s) is submitting.

Code Set

Regular Formula Grant

Integration of Services under Section 7116

Formula Grant Consolidated with a Title I Schoolwide Program


Category

Grades Offered

Definition

Grade level(s) offered by the LEA.


Code Set

PK

K

1

2

3

4

5

6

7

8

9

10

11

12


Category

Grant Award Start Date

Definition

The date on which the applicant wishes to have the grant award begin; the date must be between July 1 and September 30 of the current year, inclusive.


APPENDIX C: This Appendix describes the Program data to be collected (Performance Data from the Previous Grant Year, Project Objectives, and Professional Development) for the Indian Education Formula Grant Program under OMB No. 1810-0021.


PERFORMANCE DATA FROM THE PREVIOUS GRANT YEAR

(Note: A grant application for School Year (SY) 2010-11 funds, for example,

uses SY 2008-09 performance data.)


Areas

Data Items

Categories

Format

Comment

Student Performance on State Assessment

(1) Total number of all students assessed

(2) Number of all students proficient or above

(3) Total number of American Indian/Alaska Native students assessed

(4) Number of American Indian/Alaska Native students proficient or above

Content Area of

State Assessment

Grade Level

Number

Calculated Percentages

Student Performance on Other Assessment

(1) Total number of all students assessed

(2) Number of all students proficient or above

(3) Total number of American Indian/Alaska Native students assessed

(4) Number of American Indian/Alaska Native students proficient or above

Content Area of

Other Assessment

Data Source

Grade Level

Number

Calculated Percentages

Student

Attendance Rate

(1) Average Daily Attendance –

The average number of students in daily attendance computed according to state law or regulation, or if no state definition exists, the aggregate number of days of attendance by students divided by the number of days of enrollment of students during the reporting period.

(2) (Optional) Average Daily Attendance of Indian Students – The average number of Indian students in daily attendance computed according to state law or regulation, or if no state definition exists, the aggregate number of days of attendance by students divided by the number of days of enrollment of students during the reporting period.


Number


Student

Graduation Rate

(1) Graduation Rate for All Students – The percentage of students who graduated from high schools with a regular diploma. The calculation of the percentage rate is defined in the state’s accountability plan in accordance with Title I, Section 200.19.

(2) Graduation Rate for Indian Students – The percentage of Indian students who graduated from high schools with a regular diploma. The calculation of the percentage rate is defined in the state’s accountability plan in accordance with Title I, Section 200.19.


Percentage to one decimal point


PROJECT OBJECTIVES

(Project Objectives are the areas that the applicant plans to target for student performance improvements during the grant year.)


Area

Data Item

Categories

Format

Comment

Project Objectives

(1) Target for Achievement – The grade level(s) and content area(s) targeted for student performance improvement during the grant year through the Indian Education project.

Objective

Grade Level

Service

Frequency

Location

Activities

Menu Options


PROFESSIONAL DEVELOPMENT

(Professional Development includes the activities that the applicant will provide to staff to improve their capacity to effectively educate Indian students)


Area

Data Item

Categories

Format

Comment

Professional Development

(1) The professional development opportunities planned using grant funds.

Staff Type

Professional Development Opportunity

Menu Options



Category

Activities

Definition

Activities that will be included in this service.

Code Set

ACT or SAT Preparation and Testing

Advanced Placement (AP) Preparation

AP Coursework and Testing

Career and/or College Guidance

Civic Projects

Counseling

Creative Writing

Credit Recovery or Completion

Experiential Learning

Libraries, Cultural Lending of Materials

Multicultural Affairs or Events

Storytelling

Study Skills Development

Student Clubs with Academic Emphasis

Tutoring: Skill Development Individually

Tutoring: Skill Development in Small Groups

Tutoring: Homework Assistance Individually

Tutoring: Homework Assistance in Small Groups

Youth Leadership, Groups or Clubs



Category

Content Area of Other Assessment

Definition

Content area the data pertains to.

Code Set

Dropout

History

Mathematics

Other

Reading (Language Arts/English)

Science

Social Studies

Substance Abuse

Technology

Writing


Category

Content Area of State Assessment

Definition

Content area the data pertains to.

Code Set

Mathematics

Reading (Language Arts/English)

Science

Writing



Category

Data Source

Definition

Type of assessment.

Code Set

Curriculum Designed Tests

End of Course Exams

High School Exit Exams

LEA Selected Standardized Test

School Records

Student Portfolios

Other Formal Assessment

First-Year Objective, will collect baseline data this year



Category

Frequency

Definition

Frequency that the service will occur.

Code Set

Before School

After School

Evenings

Once a Week

Twice a Week

Three times a Week

Four Times a Week

Daily

Weekends

Once a Month

Twice a Month

Three Times a Month

Bi-weekly

Summer

Quarterly

Semester

Tri-semester

Grading Periods

Year-Round

Special Events

As Needed




Category

Grade Level

Definition

Grade level the data pertains to.

Code Set

PK

K

1

2

3

4

5

6

7

8

9

10

11

12


Category

Location

Definition

Location where the service will occur.

Code Set

Camps

Chapter House

Community Centers

Historical Sites

In Class

LEA Office/Region

Other Organizational Designated Sites

Pull-Outs

Residential Hall

School

Tribal Agencies/Offices

Tribal Facilities

University Campus



Category

Objective

Definition

Objective that the data pertains to.

Code Set

Attendance

Dropout

Graduation

History

Mathematics

Reading (Language Arts/English)

Science

Social Studies

Substance Abuse

Technology

Writing

Other (String Field)



Category

Professional Development Opportunity

Definition

The types of professional development activities offered using funds from the grant.

Code Set

Orientation on working with Indian students

Multi-cultural education and sensitivity

LEA required training

Subject-specific and related training

Standards-based related training

Assessments and related training

Program Objective-specific and related training

State sponsored sessions or conferences

Regional educational conferences

OIE sponsored workshops/sessions

National educational conferences

Other conferences related to Indian education

Other (String Field)


Category

Service

Definition

Services the LEA will use to address their objective.

Code Set

Attendance

Dropout prevention

Language Arts and/or Writing

Literacy, Family

Math, Intervention

Math, Accelerated

Native American Studies

Native Language Instruction

Pre- Advanced Placement (AP) Preparation

Reading, Accelerated

Reading, Enhancement and Writing

Reading, Family Literacy

Reading, Intervention

Reading Recovery Program

Reading, Success for All

School Readiness

Science

Social Studies

State or End of Course Exam Preparation

Substance Abuse Prevention

Technology, Use and Proficiency

Tribal History



Category

Staff Type

Definition

Specify which staff type will be included in the professional development opportunity.

Code Set

Project Staff

Teachers and Other School Professionals

All LEA Staff

Other (String Field)



APPENDIX D: This Appendix describes the Budget Data to be collected for the Indian Education Formula Grant Program under OMB No. 1810-0021.


BUDGET DATA


Areas

Data Items

Categories

Format

Comment

Personnel


(1) Personnel – Head count

The number of personnel paid for by the grant for each personnel type.

Personnel Type

Certification Status

Number

Calculated Total

(2) Personnel – Percentage

The percentage of time paid for by the grant for each personnel type.

Personnel Type

Certification Status

Percentage


(3) Personnel – Cost

The costs for each personnel type.

Personnel Type

Certification Status

Administrative Cost

Program Cost

Fringe Cost

Numeric Dollar Value

Calculated Totals

Travel

(1) Type of Travel:

-In-district

-Out-of-district

-Professional Development

Administrative Cost

Program Cost

Numeric Dollar Value

Calculated Total

Equipment

(1) Text description and Purpose of Equipment Item:

-Instructional Service Delivery

-Program Management

Administrative Cost

Program Cost

Numeric Dollar Value

Calculated Total

Supplies

(1) Purpose of Supply:

-Direct Instructional Delivery

-Student Consumables

-Program Management

Administrative Cost

Program Cost

Numeric Dollar Value

Calculated Total

Contractual

(1) Contractual Purpose:

-Direct Instructional Delivery

-Student Evaluations

-Program Management

-Other (String Field)

Administrative Cost

Program Cost

Numeric Dollar Value

Calculated Total

Other

(1) Purpose of Other Budget Items:

-Direct Instructional Delivery

-Student Activities Related to

Services

-Student Consumables

-Program Management

-Professional Development

-Other (String Field)

Administrative Cost

Program Cost

Numeric Dollar Value

Calculated Total

Indirect

(1) Indirect Cost Rate – Rate of indirect costs.



Percentage


(2) Indirect Cost Total – Total indirect costs.


Numeric Dollar Value




Category

Administrative Cost

Definition

The dollar amount that is administrative for Program Management; do not include administrative costs in Direct Instructional Delivery, Student Consumables, Student Evaluations, or Student Activities Related to Services budget items.


Category

Certification Status

Definition

Certification status of personnel.

Code Set

Certified

Non-certified


Category

Fringe Cost

Definition

The dollar amount that is fringe benefits.


Category

Personnel Type

Definition

Types of personnel who will be involved in the program funded through this grant.

Code Set

Project Director

Project Coordinator

Academic advisors

Administrative Assistants

College instructors

Consultants

Counselors, Guidance

Counselors, Mental Health

Cultural Resource Specialists

Curriculum Specialists

Data Specialists

Home/school Coordinators

Instructional Assistants

Language Instructors

Liaisons: Home/School or Community

Nutrition Specialists

Reading Coaches or Specialists

Social workers

Support: Clerical or Secretarial

Teachers

Tribal Elders

Youth Development Specialists

Other (String Field)



Category

Program Cost

Definition

The dollar amount that is programmatic.



APPENDIX E: This Appendix describes the additional information an LEA will submit with their application for the Indian Education Formula Grant under OMB No. 1810-0021.


USE OF ASSESSMENT DATA

(This details how the state previous school year’s assessment data is used within the LEA

E.g. SY 2010-11 grant applications use 2008-09 assessment data.)

Area

Data Item

Categories

Format

Comment

Use of Assessment Data

(1) Use of Assessment Data – LEA response taken upon last assessment results.

Method of Dissemination

LEA Response

Menu Options





Category

LEA Response

Definition

Way(s) that the LEA is responding to the findings of previous assessment(s).

Code Set

No Changes in Services/Programs

Modifications to Services/Programs at LEA Level

Modification to Services/Programs within Project


Category

Method of Dissemination

Definition

Method(s) of dissemination to the Indian Community and Parent Committee

Code Set

Public Hearing for Application

Parent Committee Meeting

Other Open Meeting



APPENDIX F: This Appendix includes the information that LEAs must supply in OMB No. 1810-0021 if they apply for Indian Education grant funds under Section 7116 of Elementary and Secondary Education Act.


INTEGRATION OF SERVICES


Areas

Data Items

Categories

Format

Comment

Integration of Services Consolidated

(1) Programs to be Consolidated – Programs whose funds are to be consolidated into a demonstration project that integrates the program services involved into a single, coordinated, comprehensive program and reduces administrative costs by consolidating administrative functions. (String Field)

Funding Agency

Estimated Amount

String Field & Numeric Dollar Value


Integration of Services Entities

(1) Entity Providing Service – The State, tribal, or local agency or agencies to be involved in the delivery of services integrated under the plan.

Service to be Provided

Timeframe for Service

Delivery

String Field




Category

Estimated Amount

Definition

List the estimated amount of this program.


Category

Funding Agency

Definition

List the funding agencies of the programs being consolidated.


Category

Service to be Provided

Definition

List the service(s) to be provided.


Category

Timeframe for Service Delivery

Definition

List the timeframe for service delivery.


APPENDIX G: This Appendix describes the additional information an LEA may submit, under specified criteria, with their application for the Indian Education Formula Grant OMB No. 1810-0021.


WAIVER OF ADMINISTRATIVE COST LIMIT


Areas

Data Items

Categories

Format

Comment

Waiver Request

(1) Waiver Request – A request to waive (under Section 9401 waiver authority) the Section 7115(d) statutory requirement of a 5% administrative cap on grant funds under the Indian Education Formula Grant Program to LEAs.

Quality of Instruction

Explanation, Proposed

Academic Achievement

Explanation, Proposed

Date of Request



String Field & Date Field

Only applicants applying for the waiver with the current grant application should supply this information.

Waiver Use Report

(1) Waiver Use Report – If granted a waiver for the previous grant year, the LEA must provide additional statements about how the additional administrative funds were used to increase the quality of instruction and improve student achievement

Administrative Percentage

Quality of Instruction

Explanation, Prior Year

Academic Achievement

Explanation, Prior Year

Date of Request

Percentage, String Field, & Date Field

Only applicants with an approved waiver request from the previous grant year should supply this information.


Category

Academic Achievement Explanation, Prior Year

Definition

Describe how, under the waiver, the grantee improved the academic achievement of students.


Category

Academic Achievement Explanation, Proposed

Definition

Explanation of how waiving the requirement will improve the academic achievement of students.


Category

Administrative Percentage

Definition

The percentage of funds under the previous grant year used for administrative purposes.


Category

Date of Request

Definition

Provide the date the waiver was requested.


Category

Quality of Instruction Explanation, Prior Year

Definition

Describe how, under the waiver, the grantee used these funds for administrative purposes to increase the quality of instruction to students.


Category

Quality of Instruction Explanation, Proposed

Definition

Explanation of how waiving the requirement will increase the quality of instruction for students.

APPENDIX H: This Appendix (next page) includes the Parent Committee Form to certify that the Parent Committee has participated in the development of the application and approves the proposed project. As a component of EASIE Part II, this form will be collected locally by applicants and submitted to the Office of Indian Education under OMB No. 1810-0021 by mail, email, or fax.





PARENT COMMITTEE APPROVAL OF A

TITLE VII FORMULA GRANT PROGRAM

(Note: Not applicable to elementary and secondary schools funded by the Bureau of Indian Education or tribes that apply in lieu of an LEA)

______________________________________________________________________


LEA Name: _________________________________________________


Address: _________________________________________________


City/State: _________________________________________________

Zip


This certifies that the Parent Committee for the above LEA has participated in the development of the application herein submitted and approves the proposed project.


(Note: The LEA and Parent Committee (PC) are to locally determine the number of PC members that are required for PC approval of the application.)


_____________________________________ ______________________________________

Name, Title Date Name, Title Date


______________________________________ ______________________________________

Name, Title Date Name, Title Date


______________________________________ ______________________________________

Name, Title Date Name, Title Date


Check the type of application submitted. Check only one box:


  • The application submitted is for a regular formula grant project.


  • The application submitted will include project funds in a Title I school-wide program. The Parent Committee also certifies it had an opportunity to review the program in a timely fashion and determines that the school wide program is consistent with the purpose of the formula grant program and does not diminish the availability of culturally-relevant activities.


  • The application submitted will consolidate Federal programs funded for the purpose of providing education and related services to Indian students. The Federal funds identified within the budget to be consolidated are those that are allocated under a statutory or administrative formula for the purposes of providing education and related services that would be used to Indian students (see Integration of Services under Section 7116).

Appendix I: Technical Changes Since 2007


Data Group

Category

Change

Comment

Performance Data

Content Area of Other Assessment


Added new code sets (permitted values) for Dropout, Substance Abuse, and Technology.

P. 10 (in bold)

Gives applicants more flexibility. No additional burden.

Performance Data

Data Source


Added new code sets (permitted values) for School Records, First-year objective: will collect baseline this year

P. 11 (in bold)

Gives applicants more flexibility. No additional burden.

Project Objectives

Location


Added new code set (permitted value) for School

P. 12 (in bold)

Gives applicants more flexibility. No additional burden.

Project Objectives

Performance measure


The category “Performance measure” was renamed to “Objective”.

P. 12 (in bold)

Terminology change only, for improved clarity. No additional burden.

Professional Development

Staff Type

The code set (permitted value) “Other Support Staff” was changed to “Other”

P. 13 (in bold)

Gives applicants more flexibility to include professional staffing types that are not in the list. No additional burden.

Various

Multiple Pages

Replaced “LEA” with “applicant”

For clarification because not all applicants are LEAs. No additional burden.


There are no substantive changes since the 2007 clearance. The changes identified above improve clarity and reduce confusion for the applicant.


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