001Welcome to the 2025 2026 Perkins 5 strengthening career and technical education for the 21st century grant application training. My name is Amy Sammit. I am a grant negotiation supervisor. I will be presenting today along with my colleagues Valerie Carrera, Maryanne Middleton, and Christy Miselle James who are all members of the negotiation team. This training will provide a goldmine of information for anyone who is new to the role of completing TEA grant applications. And for those of you who have been filling out the Perkins application for many years, we'll be pointing out the things that are new and different this year. Disclaimer. This presentation is intended solely to provide general information and guidance to Texas LEAs and reflects the Texas Education AY's current understanding of the presentation topics and applicable federal guidance. The content of this
002presentation is subject to change as a result of further potential information and guidance provided by federal agencies with regulatory oversight of these programs. This presentation does not constitute legal advice and eleas are therefore advised to seek legal counsel regarding the information and guidance provided in this presentation before acting on such information and guidance recording and use of artificial intelligence. The Texas Education Agency does not permit third-party recording or the use of artificial intelligence summary services during its grants related trainings. Attendees of TEA's grants related trainings may not use AI services, language models, applications, interfaces, or assistance to attend, review, or record the trainings. TEA further prohibits any person or entity from using this information included in its grants related trainings to train AI technologies. Any attendees of TEA's grants related trainings who violate this prohibition
003may be removed from the trainings and may be barred from attending future grants related trainings. Here's our training agenda. We'll cover important dates, getting ready, accessing the Perkins 5 application, the SC50003, which is the formula grants consolidated schedule, the ADC, which is the applicant designation and certification form, application general information, application program description, the application budget, submitting the application, and resources. Important dates. You'll notice on the first row it says SC5600 CLNA for school districts, but there is no release date or due date. That's because the CLNA only has to be submitted every two years, and this is not a CLNA year. However, if you are brand new school or if you're changing your designation, it will be necessary to complete a CLNA or revise the one you have in place. More on that later.
004The SC50003 opened on May 1st. It's due September 3rd. The Perkins 5 ADC opened on May 13th. It is due September 3rd. And the Perkins grant application opens June 12th and is due September 3rd. You'll also notice that there is a link to the planning amounts which are available on the entitlements page. Now I'm going to turn things over to my colleague Valerie Carrera who will cover getting ready. Hello everyone. My name is Valerie Carrera. I am a grant negotiator on the grants administration team here at TEA. Today we are going to chat about how getting ready can help you kick off your egrant journey on the right foot. It's all about making sure we've got what we need, the right tools, mindset, and a good sense of what's coming up so things could go
005smoothly as possible. Whether this is your first time working with egrants or you've done it before, a little prep goes a long way. So, let's take a look at what getting ready really means and how we can set ourselves up for success. Here is your getting ready checklist. Each of these topics will be covered in detail in the slides that follow. Update information and ask TED. Verify access to teal and egrants. Coordinate with others. Have a copy of your most recently approved application available. Update egrants contacts. As a reminder, use Chrome as your internet browser. We're at TEA's homepage. Here we can find a lot of information that can be very helpful. You can access TEA's homepage at tea.t texas.gov. Several items that will be discussed in today's presentation are located at the top of
006the page in the popular applications ribbon such as ask TED grant opportunities and teal login. Also, please be sure to take note of the finance and grants tab in the middle of the page. Hover over that tab and you'll be able to locate more information about grants and grants administration. Let's start out by looking at Ask TED. Once you have selected the Ask Ted link, it will take you to the Ask TED web page or Texas education directory. Once you are on this page, you can search for and review your district and campus information. Please make sure to check and update campus information if needed. Check and update campus grades span. Also check and update school systems information. If any updates are needed, please contact your Ask TED administrator. Next, please be sure all staff
007that need access to teal and egrants have access or get access as early as possible. any new and existing staff. Please make sure you have the correct roles for completing the application. By selecting the teal login link on the popular applications ribbon of TEA's homepage, you will be taken to the TEA login screen. Now, we're going to take a look on how to request a new user account. On the tea login screen, if you do not have a teal account, click on the request new user account link above the username. You will be directed to a screen to provide information and submit your request. If you already have an account, this is the screen where you will log into teal and access egrants. If you have a new superintendent or designate who will be the
008grantee official certifying and submitting the application, work with them to get their access to teal as early as possible. Program staff and or grant writers should know who the grantee official is. So once they have completed the information in the application, they can notify and follow up appropriately with the grantee official to be sure that the application has been submitted to TEA in a timely manner. Here you can also clean up and delete old access. Maybe someone has been promoted and or just has multiple roles for some reason. Review staff's role periodically and delete roles that are no longer applicable to the person's position and duties. When requesting access through the teal system, there are several key applications you may need. e-grants for managing grant applications and submissions, expenditure reports for financial reporting and tracking,
009and ask TED for accessing the Texas education directory information. For this section, please ensure you request access to egrants. Specifically, let's take a look at eGrant roles and privileges. This table shows you specifically the egrant roles that have different capabilities based on the different areas or tabs of egrants. To the left of the table, you will see the egrant roles in blue. On top of the table, you will see the different tabs of egrants. So for example in the contacts tab of egrants all roles except the grantee viewer can modify information. Another example if you are in the special collections tab working on the SC 50003 only the grantee official or grantee manager can submit changes. Once you are working on the grant application in the grants tab, only the grantee official can submit the
010original application. If you need assistance in identifying the proper role, contact the TEA grant negotiator assigned to your region. We will provide more information on how to contact your negotiator when we get to the grant resources section. When requesting access to egrants, the correct CDN and vendor ID number will be needed. The vendor ID number must be 10 digits. For LEAs, it usually begins with the one followed by the school systems federal employment ID number. For a few charter schools operated by a university, the ID number usually begins with a three followed by the school systems federal employment ID number. The same 10digit vendor ID number is also used to access ER for payment requests. When you are getting an early start on the Perkins application, you will want to coordinate with others who will
011aid in completing the application. Collaborate with ESSA and SPED staff members who also have a stake in completing the contacts information and the SC50003. We will discuss this more in a moment. Work with business office staff to be sure items budgeted in the application are properly coded. For example, knowing your school systems capitalization level is key for properly budgeting supplies and capital outlay. Knowing your school systems capitalization level may help to avoid amendments later in the year. You will want to work with those involved with needs assessment and properly document activities in the grant application. For fiscal agents, begin communicating and setting up agreements with member districts. If you need a list of your SSA members, access your current Perkins application and on the BS60001, there is a button that will produce a report for
012your current SSA members. And finally, consider processes specific to your school system. Is there anyone else that you need to coordinate with? If so, start early and set up a time to do so. You will want to obtain a copy of the most recently approved 2024 2025 Perkins application. We often see information in the application that is very similar if not copied from the previous year as many school systems use the funds the same way yeartoear. At the same time, please be aware that some revisions have been made to the instructions in the PS3012 local application section and the program budget schedule. Specific information is requested and must be provided. More about that when we get into the application. Be sure to use the most recently approved application so you can hopefully avoid negotiating the
013same items again this year as last year. Review the negotiation notes and based upon those notes, improve the information included in this year's 2025 2026 Perkins application. This should reduce negotiation time and help everyone receive their awards more quickly. Here's how to find the currently approved copy of your Perkins application. Locate the currently approved application in teal in the egrants document library. Select the appropriate school year. That would be 2024 2025. Select the grant program which would be Perkins 5. And then select the document type which would be the application. Then hit the search button. That should open your currently approved application. Updating egrant contacts. You do not need to wait until the grant application is launched by TEA to update the contacts information in eGrants. This tab is available to update at any time.
014Please remember that this is not just for Perkins information in the contacts tab includes ESSA and SPED contacts. Please be sure to include the grantee official who will be certifying and submitting the SC 50003 ADC and grant application. Also, you'll want to include the primary and secondary contacts for your Perkins application as well as others who may submit negotiation responses for the original and or amendments. If you need to add, edit, or remove a contact, you can do so by clicking the contacts tab at the top left of the page. Once clicked, you will see the add, edit, and remove buttons at the bottom of the screen. Once you have clicked the add button, you will be prompt to enter the new contacts information. There is also a video with step-by-step instructions on how to
015add, edit, and remove contacts on the TEA website under grants administration. We will now look at accessing the Perkins application. In order to access the Perkins application, you first must have a comprehensive local needs assessment on file. The SC5600 can be found under the special collections tab. The comprehensive local needs assessment does not need to be submitted for the 2526 application unless the school system is new, the school system joined an SSA in 2425 and is now applying independently or the school system applied independently in 2425 and is now applying as a member of an SSA. Then you will look at the SC50003 the formula grants consolidated schedule also under the special collections tab. Once submitted then you will find the applicant designation and certification form under the grants tab. And once you've submitted the
016ADC your application will be available under the grants tab as well. Let's look at the SC50003 formula grants consolidated schedule. In order to access the SC50003, you will need to log into Teal. Once you are logged into Teal, you will find a list of applications such as eGrants, sped reports, expenditure reporting, and GFC reports. In the egrants application section, select the eGrants role that will permit you to work on the Perkins federal application. For example, school system staff may have grantee viewer role and grantee manager role. The viewer role will only allow you to look at the contact list, but the grantee manager role where you will permit you to edit the contact information. Once in egrants, enter your county district number in the box located on the top right corner of the screen. The
017SC in SC50003 stands for special collection. Therefore, you will find SC50003 under the special collections tab. Select the SC50003 formula grants consolidated schedule link from the list and start reviewing the information and make updates as appropriate. When completing the SC 50003, all three grant programs, SPED, ESSA, and Perkins, will need to include any barriers to equitable access and participation for groups receiving services. Be sure you allow the ESSA and Perkins grant program staff to complete this section before it is certified and submitted. It is acceptable to select no barriers. All three grant programs, SPED, ESSA, and Perkins will need to review the general guidelines, provisions, and asurances, lobbying certification, and program specific guidelines and provisions and asurances. Once all the program staff for SPED, ESSA, and Perkins have completed and reviewed parts one and two,
018the authorized official will need to certify and submit the SC50003. Complete the information in the authorized official section by selecting the appropriate person under select contact. The submitter information will be completed by the system once the certify and select button has been selected. We will now look at the GS2200 applicant designation and certification form. If you'll remember for Perkins, there is a minimum $15,000 requirement. School systems with an entitlement amount less than 15,000 must join an SSA or submit a waiver form to apply independently. If you choose to submit a waiver, contact the negotiator for your region for this form. It must be attached with your application. How the ADC is completed will be determined by whether the grantee joins an SSA or applies independently. If you apply on your own, you have an independent
019application. Your planning amount must be at least $15,000 for this designation. The NOA will be awarded to your school system. If you apply as the fiscal agent of a shared service arrangement, funds from all the member district districts will be awarded to you. If you do not apply at all, no funds will be awarded. Please submit the ADC for TEA's planning purposes. This will also clarify your intentions and we will not assume that you have forgotten to apply and remind you multiple times. If you apply as a member of an SSA, the NOGA is awarded to the fiscal agent. In part two of the ADC, the authorized official reviews the certification and incorporation statement enters the authorized official information by assessing the select contact drop-down menu. selects the certify and submit button to send to
020TEA. We will now look at the application general information. In part one, enter applicant information. Part two, applicant contact section requires two different contacts. Verify that email addresses and phone numbers are correct. The GS2100 can be updated at any time during the grant period without starting an amendment. It is important to keep the contact information up to date. Now we will cover the application program description. This is the TEA career and technical education team. Marsette Kilgore is a statewide CTE director and below you will see all of the CTE coordinators. Erica Bates, who is the expert on education and training, hospitality and tourism and human services. Jennifer Bullock, expert on information technology, STEM and manufacturing. Dale Fowler, expert on business, marketing and finance, and law and public service. Lacy Freeman, expert on arts, AV technology,
021and communications. Les Hudson, expert on agriculture, food and natural resources, architecture, and construction. and energy and William Phelps expert on health science, transportation, distribution and logistics. Also member of the team is Steve Smith who does CTE indicator autocoding, labor market analysis and content management. Here is a list of the email addresses of all of the CTE coordinators. There are many other resources available for you to get your questions answered. There are the instructions on the forms themselves. There are the instructions tabs. In the corner of the forms, there are the program guidelines. There is information from your negotiator. Your negotiator can assist you in accessing your application, completing your application, and submitting your application. But if you are stumped about a program issue, these are the folks to contact. Now, we'll talk about the local
022application. The CLNA or comprehensive local needs assessment needs to be filled out every two years. Last year was the year that the CLNA was required. So this year to enter information into this part of the application, you can hit the copy prior year data button. This will provide for you a jumping off point for completing your application. In the 2025 2026 application, many of the questions have been revised. More detail is being requested of you. So, be sure that each response has been expressly written to provide the requested information. Meaning, you'll have to revise some of your responses a bit. One of your best friends as you are completing the application is the instructions button in the upper right hand corner of the schedule. The instructions button will allow you to access detailed information on
023how to complete every part of every question in the PS 312 section. As previously mentioned, some of the questions in this section have been revised. Here's an example. In the part one about the comprehensive local needs assessment results, you are asked to describe how you will address three to five findings that were identified through the analysis of the comprehensive local needs assessment. Please reference Perkins supplemental data, work-based learning, teacher retention encompassed by the comprehensive local needs assessment. In the next part, you're asked to check a box to confirm that the most recent state and LEA Perkins performance indicator data have been reviewed. And then you'll be asked to explain how the LEA will use funds to develop and implement evaluations of CTE programs, including evaluations necessary to complete comprehensive local needs assessment, which is one
024of the required six uses of funds. You will continue on checking and revising your responses if necessary for the other parts of this section. Part two, programs of study funding. Part three, career exploration, guidance, and counseling provided to all students in the LEA. Part four, improve academic and technical skills of CTE students. Part five, special populations and non-traditional fields. Part six, work-based learning opportunities. Part seven, postsecary credit. Part eight, recruitment, retention, and training. And part nine, performance gaps. Know that any point along the way, you can hit save. This will produce a list of errors that will appear if the application has not been completed correctly. The save button is another one of your best friends. Once you hit that, you'll know what you need to correct before you can move on. Work on the
025PS3012 can be saved and completed at a later time. Don't feel pressured to do it all in one sitting. Also know that narratives are required. Do not include web addresses in the response field as a substitute for narratives and ensure once again that the responses are appropriate for this year's revised questions. As I mentioned on the last slide, if you hit the save button, you will get a list of errors. You can also access a list of errors by going to the table of contents page. Select this icon, the green triangle, and a list of errors and warnings will appear. All errors must be corrected prior to the submission. Warnings are different. Warnings advise the applicant that there is a potential issue that may need to be resolved, but the system will not prevent the
026applicant from submitting the application. So, don't panic if you see warnings. Don't panic if you see errors either, but errors must be corrected prior to submission. Next, we'll talk about the PS 3350 accountability part A Perkins 5 performance measures. For each performance measure, data is provided from the 2020 2021 school year, the 2021 2022 school year, and the 2022 2023 school year. And on the right are two columns. The headings on those two columns are very tiny. That's why I'm going into more detail here. The first one is explain why the actual percentage for 2022 2023 was less than the statewide target percentage. The next column heading is describe strategies the LEA will use to improve CTE performance. If the columns on the right are grayed out, they do not have to be completed. If
027the columns on the right are not grayed out, a response is required. In the first column, you'll explain why the actual percentage was less than the statewide target percentage. And in the second column, you'll describe strategies the LEA will use to improve CTE student performance. You don't need to have a long explanation or a long response. Just be sure you provide an appropriate response that does address the issue. In part B of the accountability section, you'll be asked to describe district programs that are designed to enable students in special populations and students from different races, ethnicities, and genders to meet Perkins performance targets. You'll also be asked to describe the process that will be used to evaluate and continuously improve the district's performance. Hi, my name is Christy Miselle James. I'm a grant negotiator at
028TEA. I'll be discussing the application budget. BS60001 program budget summary and support. The BS60001 is the first budget scheduled to complete. All applicants must complete the BS60001. The left side of the slide shows a screenshot of the BS60001. Part one of the BS60001 shows the applicant's entitlement amount. The entitlement amount is autopop populated on the line that the red arrow is pointing to the line called total funds available. Remember that for the Perkins there's only final amount. There is no carryover. Reallocations will be entered by TEA when available. Moving to part two, budget summary. In part two, you will be able to allocate amounts into class object codes. The class object codes are listed within the red bracket, lines 2 through 8. The class object codes are payroll cost, professional and contracted services, supplies and
029materials, other operating cost, debt services, capital outlay, and operating transfers out. Also down below on line nine, you can budget for indirect cost. In this example, the applicant has budgeted $5,000 on line two for payroll cost. Then on line three, $50,000 is budgeted for professional and contracted services. Skipping down to line six, debt services. No amount is budgeted. When when no funds are budgeted, leave the field blank. Do not enter a zero. BS6101 payroll cost. After completing the BS61 budget summary, then you will complete the individual schedules for the class object codes. The first one you'll come to is this one. The BS6101 payroll cost. A screenshot of the BS6101 is on the left side of this slide. Part one, total payroll cost. Looking at the line next to the red arrow, the total payroll
030cost line will autopop populate with the payroll amount entered on BS60001 budget summary. Part two, number and type of positions. Section A. Enter the number of admin support positions or clerical staff positions being charged to the grant. The field is shown in the red rectangle. Use whole numbers regardless of whether positions are full-time or part-time. For example, if you have one full-time staff position and one part-time staff position, you'll enter enter the number two. Do not enter a dollar amount in this field. Then in sections 2B, 2C, and part three, check the boxes for positions being charged to the grant. The BS6201 professional and contracted services. A screenshot of the BS6201 is on the left. Part one. The total professional and contracted services cost line indicated by the red arrow will autopop populate with the
031class object code amount from the BS61 budget summary. Line one of part one is for budgeting rental or lease of buildings or space in buildings for long-term office space or use. Line two is for budgeting professional and consulting services. Renting temporary space for trainings or meetings is budgeted on the line just above the red arrow, the line entitled remaining 6200 costs that do not require specific approval. For more information about correctly budgeting line items, see the budgeting cost guidance handbook. The handbook can be accessed by clicking on the link at the bottom of the blue box or by going to the grant resources page on the TEA grants administration website. The BS6301 supplies and materials. There is no BS6301 support schedule on the Perkins application. Supplies and materials do not require specific approval. Simply budget
032the amount on the BS60001 budget summary. Amounts budgeted in BS6301 may be larger this year than in previous years since the federal capitalization level for equipment has been raised from $5,000 to $10,000 per unit acquisition cost. I will discuss that further in the BS6601 capital outlay slides. The BS6401 other operating cost. A screenshot of the BS6401 is on the left side of this slide. This category of costs is for other operating costs such as travel for employees and students, educational field trips and publication and printing cost. Now looking at the schedule, line one is for outofstate travel for employees. The LEA must keep documentation locally. I'll discuss where to get that documentation at the end of this slide. Line two is for travel for students to conferences. There again, LEA must keep documentation locally. Line
033three is for educational field trips. LEA must keep documentation locally. Lines four through seven are grayed out and are unallowable for this grant. Then the second line from the bottom is the remaining 6,400 costs that do not require specific approval line. Instate travel for employees is to be budgeted on that line. Now the documentation that must be kept locally is in the form of justification forms which can be found on the TEA web page entitled forms for prior approval, disclosure and justification. I will explain where to find that um page when we get to resources. the BS6501 debt services. This schedule is for subscriptionbased information technology arrangements, sabidas, with terms greater than 12 months. Sabas are an allowable cost in the Perkins 5. Capital lease liabil liability cost lines three and four are not allowable.
034The instructions which can be very helpful on this schedule can be accessed via the instructions button the top right corner of the schedule. The BS6501 debt services continued. This is a screenshot of the BS6501. Next to the red arrow, part one, lines one and two, enter Sabida principal and interest cost that will be incurred during the grant period. Then in part two description of Sabida, enter the total principal cost reflected on the contract for all years the life of the contract excluding interest. Also enter the beginning and ending dates of the contract. Budget schedule 6601 capital outlay. What is capital outlay? Capital outlay includes equipment and capital assets. Equipment is defined as tangible personal property including information technology systems having a useful life of more than one year and a per unit acquisition cost that
035equals or exceeds the lesser of either the capitalization level established by the district or $10,000. Please note that last year's Perkins 5 capitalization level was $5,000. It has been raised this year to $10,000. Also note that the $10,000 threshold will be in effect on July 1st, 2025 and will be in effect for the 2025 2026 Perkins grant. Grants that start prior to July 1st, 2025 continue to comply with the capital outlay threshold that was in place on the start date of the grant. School systems need to quickly determine if they will continue to utilize the federal definition of equipment or make a more restrictive local policy. A couple of more notes on capital outlay. It's important that you refer to the program guidelines to find out if certain costs are allowable or unallowable under the
036Perkins 5. More information on capital capital outlay can also be found in the budgeting cost guidance handbook and the instructions button on the BS6601 schedule. The BS6601 capital outlay continued. A screenshot of the BS6601 is on the left of the slide. Remember that all capital outlay requires specific approval. Part one of BS6601 is for capital expenditures. Part two is where you would itemize furniture, equipment, vehicles, or software software. Looking at part one, across from the red arrow, the total capital outlay cost line autopopulates with the amount entered on the BS60001 budget summary. Then you can uh allocate funds on lines one, two, and or three. Line one is for library books and media. Line two is for capital expenditures for additions, improvements or modifications to capital assets which materially increase their value for useful life.
037These are not ordinary repairs and maintenance. Line three is for furniture, equipment, vehicles, or software. And if you enter an amount on line three, you will need to itemize in part two. Part two, furniture, equipment, vehicles, or software. When filling out um lines for your various items, please remember no brand names or vendors in the field and titled generic description and then you will need to enter the number of units to the right. The grade out area is not to be filled out. And as you fill out this, uh, keep in mind the new capitalization level is $10,000 or the capitalization level established by the district. If you need extra lines in this itemization part, you can use the add item button. The BS6020 required uses of funds part one. The Perkins grant requires that
038funds be used for the purposes listed on this schedule. Use the schedule to show how you will aortion funds among programs that fulfill the required uses. Part one, across from the red arrow, class object code totals from BS 601, the budget summary will autopop populate in part one, total budgeted cost. The BS6020 required uses of funds part two. Funds must be budgeted in all six rows of part 2A or 2B to meet Perkins funding requirements. If funds are not budgeted for all six required uses of funds in part 2A, they must be addressed in part 2B, uses of state and local funds. Now submitting the application. Submitting the application. Step one. The certify and submit button will become available on the table of contents page when the status of all schedules reads complete. Remember the
039application due date is September 3rd, not too far away, submitting the application. Step two, clicking the certify and submit button on the table of contents page on the slide that we just looked at. That will open the GS2000 certify and submit schedule. This schedule. When the GS2000 is completed, click the certify and submit button to complete the application. Submittal resources. The grants administration web pages are chalk full of useful information. To get to the grants administration web pages, click on the link that's in the blue section at the top where it says grants administration web page link or go to the TEA website homepage, locate finance and grants and then grants administration. some of the information on the grants administration page or links I should say. You can link to grant basics, applying for a
040grant, administering a grant, amending an application, expenditure reporting, and grant resources. In the blue section on the right, there are links to a lot of resources. Um, or you can go to the grant resources page and find these links and many more. The grant resources has resources such as the budget and cost guidance handbook, when to amend the application, important dates for 2025 2026, training videos, how to add, edit, or remove contacts and egrants, how to request access to egrants, training slides and videos for ESSED and Perkins, egrants roles, and privileges. You can also uh find Perkins 5 off office office hours, registration links, FAQs, and contact information. Division contacts. This grants administration division contacts page can be found on every page of the grants administration web pages. For general grant related inquiries, you can
041email grants tea.t texas.gov. There's also a division phone number listed on this page. Then you can see the grant negotiators names, the regions that we serve, our email addresses and our phone numbers. At the bottom of the page there are expenditure reporting contact um people and other information. Office hours support for the Perkins 5. We are providing office hour support on the following dates. If you have questions about completing the Perkins 5 application, please register for office hour support directly from the links below or from links on the grant resources web page. The dates are June 25th, July 17th, and August 19th. On behalf of the entire negotiation team, we thank you for completing this training and we look forward to working with you this year.