Charter Online Management and Performance System (COMPS) State Entity Annual Performance Report

Charter Online Management and Performance System (COMPS) State Entity Annual Performance Report

1810-new_COMPS Data Guide - SE APR and SchoolSubgrant Data Collection

Charter Online Management and Performance System (COMPS) State Entity Annual Performance Report

OMB: 1810-0784

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Charter Online Management and Performance System (COMPS)


State Entity (SE) Program


Annual Performance Report (APR) and School/Subgrant Collection Module Data Guide


Release 2.0, January 2024


Comps.ed.gov














Public Burden Statement


According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection displays a valid OMB control number.  The valid OMB control number for this information collection is 18xx-xxxx.  Public reporting burden for this collection of information is estimated to average 38 hours per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.  The obligation to respond to this collection is required to obtain or retain benefits (EDGAR, Section 75.720 and 80.40).  If you have any comments concerning the accuracy of the time estimate, suggestions for improving this individual collection, or if you have comments or concerns regarding the status of your individual form, application or survey, please contact Adrienne Hawkins, at adrienne.hawkins@ed.gov, directly.

  1. Table of Contents

2 Data Introduction 4

2.1 Overview 4

2.2 Purpose 4

3 Data Workflow/Architecture 5

3.1 Workflow 5

3.2 Data Architecture 5

3.3 Logic Data Model 5

4 School/Subgrant Collection 7

4.1 Overview 7

4.2 Data Dictionary 7

4.2.1 Data Collection Forms 7

4.2.2 Charter Schools 8

4.2.3 Local Education Agencies 8

4.2.4 Authorizer 9

4.2.5 Charter School Management Information 9

4.2.6 Charter School Characteristics 10

4.2.7 Charter School Characteristics 11

4.2.8 School Award Information 12

4.2.9 Additional Information 12

5 APR Collection 12

5.1 Overview 12

5.2 Data Dictionary 13

5.2.1 APR Reports and Grant Award 13

5.2.2 Coverpage 14

5.2.3 Assurances 14

5.2.4 Executive Summary 15

5.2.5 Performance Measure Status 15

5.2.6 Performance Measures and Objectives Reporting 15

5.2.7 Competition Priorities and Requirements 16

5.2.8 Priorities and Requirements – Racially and Socio-Economically Diverse Schools 16

5.2.9 Priorities and Requirements – Notification of Subgrant Funds Availability 16

5.2.10 Priorities and Requirements – Access to Federal Funds 17

5.2.11 Priorities and Requirements – Authorizers 17

5.2.12 Priorities and Requirements – Best and Promising Practices 17

5.2.13 Priorities and Requirements – Closure Plan 18

5.2.14 Pipeline 18

5.2.15 Subgrant Application and Peer Review 19

5.2.16 Peer Review 20

5.2.17 Lottery 21

5.2.18 Monitoring 22

5.2.19 Subgrant Monitoring 23

5.2.20 Technical Assistance - Subgrant 23

5.2.21 Technical Assistance - Authorizers 25

5.2.22 Budget – Indirect Costs 26

5.2.23 Budget Details 27

5.2.24 Budget Implications 28

5.2.25 Budget Implications – Technical Assistance 29

5.2.26 Technical Assistance and Support From CSP 29
























  1. Data Introduction

    1. Overview

This document provides a description of the data elements used to describe the implementation and performance of CSP Grantees as part of the Charter School Programs (CSP) Data Collection, Risk Assessment, and Monitoring contract (GS-10F-0288W) and the Charter Online Management and Performance System (COMPS).

The Charter Schools Program (CSP) grant program serves the purpose of Section 5201 of the Elementary and Secondary Education Act of 1965 (ESEA), which seeks to expand the number of high-quality charter schools and increase national understanding of the charter school model.


    1. Purpose

The Charter Online Management and Performance System (COMPS) is a web-based application designed to assist ED in conducting compliance and performance monitoring activities for CSP Grantees. COMPS accumulates evidence of compliance and performance from Grantees, as well as provides the ability to capture previously reported data in a more secure and efficient manner. The vision is that COMPS will:

  • Streamline the collection of data relating to the CSP monitoring of SEs using COMPS.

  • Provide a comprehensive performance and knowledge management platform.

  • Collect grant-recipient performance data, import budget data, perform analytics, automate key document and reporting workflows, and enable two-way communication between OESE and Grantees.


Grantees currently submit their Annual Performance Reports through the ED 524B generic form, and report on funding to schools using the Excel-based CSP Data Collection Form. The new collection for grantees will combine and refine the data elements form each, and provide for reporting via a web-based platform.

Two modules in COMPS are covered within this data guide. They are:

  • School/Subgrant Data Collection Module: Based on the current CSP Data Collection Form, this module allows the Department to monitor CSP grant performance and analyze data related to accountability for academic performance and financial integrity. Grantees submit data twice per year (Spring and Fall) to update school information, obligations, operational statuses etc.

  • Annual Performance Reports (APR) Module: Based on the “paper form” that is submitted to the Department today, this module allows grantees to submit their APRs twice per year (Spring and Fall) to enter narratives on their performance towards meeting performance measures and budget.


Authorized users submit their APRs using this system. In each subsequent reporting period, grantee users will only be required to update those sections of the performance report that have new activity or outcomes, thereby eliminating the need to re-enter the same static information each year. This is the most efficient way to collect and review performance reports at the grantee and program level. It also allows for rapid dissemination of data collected as it is collected via the web-based system and stored in a secure database. ED staff can access the data at any time to respond immediately to Congress. Select data elements are made available to authorized grantee users via the web-based application.

The purpose of this document is to outline the data architecture and key data elements associated with the APR and School/Subgrant Data Collection module for SE Grantees. This data guide defines the fields collected in the COMPS APR and School/Subgrant Data Collection modules for SE grantees. It is to be used in conjunction with the SE COMPS APR and School/Subgrant Data Collection User Guide for a complete understanding of the system and process.

  1. Data Workflow/Architecture

    1. Workflow

The following steps depict the high-level workflow:

  1. Grantees will have filled out a Grant Profile for their associated CSP award (see Grant Profile User Guide).

  2. Each reporting period ED will open the system for reporting.

  3. Grantees will enter the School/Subgrant Data Collection Module to submit data associated to their grant award.

  4. Grantees will fill out the requirement information and add a subgrant (if new), or update subgrants (e.g., obligations made).

    1. Please note: The subsequent sections/screenshots show the “add” school aspect of the process. Grantees can also click to edit prior subgrant submissions. This has the same data fields but would display what they had previously submitted.

  5. Grantees will submit it back to ED/Contractor for review.

  6. ED/Contractor will review, and either approve or reactivate the submission.

  7. If reactivated, the grantees will add or correct information and resubmit the information back to ED.

  8. Information submitted in the School/Subgrant Data Collection module will feed into the APR module.

  9. Once a data collection form has been submitted within a reporting period (Spring/Fall), the Grantee will then be able to access the APR module.

  10. Grantees will fill out the required information in the APR.

    1. Note: After the first APR submission, data is saved and then redisplayed to Grantees for.

  11. Grantees will submit it back to the Department for review.

  12. ED will review, and either approve or reactivated.

  13. If reactivated, the grantee will add or correct information and resubmit.

  14. The process repeats each Spring and Fall until the grant award is closed out.


    1. Data Architecture

The database for COMPS is contained in a Microsoft SQL Server instance contained within the virtual machine running the web application.



    1. Logic Data Model

The following diagram is a simple example of how the User Account Management, Grant Profile modules, School/Subgrant Data Collection and APR modules are linked, with interactions by users.


  1. School/Subgrant Collection

    1. Overview

The School/Subgrant Data Collection module is an online version of the previously used, excel based CSP Data Collection Form. This module is used to collect information to ensure compliance and gauge program impact. ED seeks to collect descriptive information about program operation from each grantee. Also, ED seeks to collect subgrant-level information on the operational statuses of all CSP-funded subgrants; amounts obligated and paid to CSP-funded subgrants; Authorizer information; and other subgrant/school-level data (Title I status, school type, etc.). This module will be utilized twice a year by all CSP grantees funded through the SE program. The module is considered part of the reporting requirement for grantees and, as such, is typically administered in conjunction with the Annual Performance Report (APR) and again six months following (usually as grantees are submitting updated budget documents to CSP).


    1. Data Dictionary

The following sections describe the data tables, data fields, and descriptions for the School/Subgrant Data Collection module.


      1. Data Collection Forms

This table creates unique forms for each data collection entry across reporting periods.


Field

Data Type

DataCollectionFormId

Unique identifier for each submitted school/subgrant data collection form.

DueDateUtc

Due date of the form for the reporting period.

FormStatus

The state the form is in. Values can be:

  1. Not Available for Reporting

  2. New

  3. Open For Submission

  4. Draft Submitted

  5. Reopened for Revisions

  6. Initial Review Complete

  7. Complete

GrantAwardId

Unique Identifier for the Grantee’s award.

LastModifiedDateUtc

Data the form/module was last modified.


      1. Charter Schools

This table describes the data elements Grantees view and interact with when adding (or editing) a school award. Specifically, it captures the Charter School Information.


Field

Description

CharterSchoolId

Unique identifier for the individual Charter School.

Name

Name of the Charter School that Grantees enter.

NcesId

Unique identifier for a school. The first 2 digits identify the state and the last 5 digits identify the school district. Combined, they make a unique 7-digit ID for each school district.

GrantType

Type of grant for the school. Grantees can select the following values:

Replication”

Expansion”

New School”

Address1

Address of the school.

Address2

Address of the school (if needed).

City

City where the school is located.

UsStateId

Unique identifier for the state the school is located in.

ZipCode

Zip code for the school.

ProjectBeginDate

Date the Grantee’s project began.

ProjectEndDate

Date the Grantee’s project ends.



      1. Local Education Agencies

This table describes the data elements Grantees view and interact with when adding (or editing) a school award. Specifically, it captures the Local Education Agencies Information.


Field

Description

LocalEducationAgencyId

Unique identifier for the LEA.

Name

Name of the LEA.

NcesId

Unique NCES ID for the LEA.

Address1

Address of the LEA.

Address2

Address of the LEA (if needed).

City

City LEA is located in.

UsStateId

State the LEA is located in.

ZipCode

Zip code of the LEA.

HasOnlyCharterSchools

Yes/No if the LEA only has charter schools.

ActsAsOwnLea

If the Charter School acts as its own LEA.


      1. Authorizer

This table describes the data elements Grantees view and interact with when adding (or editing) a school award. Specifically, it captures the Authorizer Information.


Field

Description

AuthorizerId

Unique identifier for the Authorizer.

AuthorizerType

Grantee can select:

Local Education Agency (LEA)

State Education Agency (SEA)

Non-Profit Organization (NPO)

Higher Education Institute (HEI)

Independent Chartering Board

Mayor/Municipal Office

Name

Name of the Authorizer.

HasReligAffiliation

Yes/No question if the Authorizer has a religious affiliation.

AuthorizedDate

Date Authorized or Renewed.

Address1

Address of the Authorizer.

Address2

Address of the Authorizer (if needed).

City

City Authorizer is located in.

UsStateId

State the Authorizer is located in.

ZipCode

Zip code of the Authorizer.



      1. Charter School Management Information

This table describes the data elements Grantees view and interact with when adding (or editing) a school award. Specifically, it captures the Charter School Management Information. SE grantees can add multiple management organizations.


Field

Description

MgmtOrgID

Unique identifier for the management organization.

MgmtOrg Affiliation

Yes/No question if the school is affiliated with a management organization.

MgmtOrgType

Grantees can select:

Non-profit Charter Management Organization (CMO)

For-profit Education Management Organization (EMO)

Other

Name

Name of the Charter School Management organization.

Address1

Address of the Charter School Management organization.

Address2

Address of the Charter School Management organization (if needed).

City

City Charter School Management organization is located in.

UsStateId

State the Charter School Management organization is located in.

ZipCode

Zip code of the Charter School Management organization.

RolesandResp

Text box that Grantees enter to describe the roles and responsibilities of the Charter School Management organization.



      1. Charter School Characteristics

This table describes the data elements Grantees view and interact with when adding (or editing) a school award and its operational information. Specifically, it captures the Charter School Characteristics.


Field

Description

OperationalStatus

Grantees select from the following values:

Open

Future

Closed

Will Not open

YearEnrolled

Year the school first enrolled students.

VirtualStatus

The virtual status of the school. The Grantee can select from the following values:

Full Virtual

Primarily Virtual

Supplemental Virtual

Not Virtual

OpeningDate

The anticipated opening date of the school if “Future” is selected.

Explanation

If delayed, closed or non-start is selected, Grantees input a rationale and/or explanation.

TitleStatus

Grantees select from the following values:

Schoolwide Program

Targeted Assistance School

Not Title I

SchoolType

Grantees select from the following values:

Alternative

Technical

Traditional

Special Education

IsFullService

Yes/No selection Grantees make if the school is a full-service community school.

IsMagnet

Yes/no selection Grantees make if the school is a magnet school.

IsCEFunded

Yes/no selection Grantees make if the school has received funding support through the CSP’s Credit Enhancement (CE) program.



      1. Charter School Characteristics

This table describes the data elements Grantees view and interact with when adding (or editing) a school award and its operational information. Specifically, it captures the Lottery, Enrollment and Demographic Information.


Field

Description

IsWeightedLottery

Yes/No selection Grantees make if the charter school used a weighted lottery.

IsUnifiedSchool

Yes/No selection Grantees make if the charter school participates in a unified school placement lottery.

GradesFunded

Cell Grantees input for the grades funded for expansion.

GradesOffered

Cell Grantees input for the grades offered for expansion.

PlannedEnrollment

Cell Grantees input for planned enrollment.

TotalEnrollment

Cell Grantees input for total enrollment.

Waitlist

Cell Grantees input for waitlist numbers.



      1. School Award Information

This table describes the data elements Grantees view and interact with when adding (or editing) an individual subgrant (transaction) periods.


Field

Description

SubgrantObligationId

Unique identifier for the specific obligation transaction.

BudgetPeriodId

Calendar selection Grantees make for the begin and end date of the budget period for the school.

DollarAmtObligated

The dollar amount obligated to the school.

ObligationDate

Date the dollars were obligated.

DollartAmtPaid

The dollar amount paid to the school.


      1. Additional Information

This table describes the data elements Grantees view and interact with when adding (or editing) a school award and the final comments they make on it, prior to submission.


Field

Description

SubgrantAwardId

Unique identifier for the award submission.

Comments

Text box Grantees can fill out any additional comments/information prior to submission.










  1. APR Collection


    1. Overview

Grantees currently submit their Annual Performance Reports through the ED 524 standard form, and report on funding to schools using the Excel-based CSP Data Collection Form. The new collection for grantees will combine and refine the data elements form each, and provide for reporting via a web-based platform. SE grantees will complete the following sections:

  • Executive Summary

  • Performance Measures Reporting

  • Priorities and Requirements

  • Pipeline

  • Subgrant Application and Peer Review

  • Lottery

  • Subgrantee Monitoring

  • Technical Assistance

  • Budget Details

  • Budget Implications


    1. Data Dictionary

The following sections describe the data tables, data fields, and descriptions for the APR module.


      1. APR Reports and Grant Award

This table describes the key data elements associated to the unique grant award and unique APR record that is generated for each APR submission.


Field

Description

AnnualPerformanceReportId

Unique system identifier for the APR record.

AprGrantAwardId

Unique system identifier for the referenced Grant Award record.

FedFiscalYearAwarded

Year the grant was awarded.

ProjectTitle

Title of the grant.

FedFiscalYearReported

Current fiscal year the APR record is for.

LastModifiedDateUtc

Date there were changes to the APR record.

ReportingPeriodBeginDateUtc

Begin date of the reporting period for the APR record.

ReportingPeriodEndDateUtc

End date of the reporting period for the APR record.

ReportStatus

Code that identifies the status of the APR:
0 - New
1 - InProgress
2 - Submitted
3 - Approved
4 - Revise
5 - Complete

ReportTypeId

Code that identifies the type of the APR form:
0 - APR
1 - AdHoc


      1. Coverpage

This table describes the data elements Grantees view and interact with when completing the Coverpage section of the APR. It includes Human Subject and Data Privacy and Security measures.


Field

Description

AprId

Unique identifier for the APR form submission.

HumanSubjects

Display for IRB approval not required.

DataPrivacyUpload

Document upload Grantees make for their data privacy and security measures documentation.

DataPrivacyCertifcation

Yes/No question Grantees respond to if their current data privacy and security measures documentation is up-to-date. If no, they are asked to reupload.


      1. Assurances

This table describes the data elements Grantees view and interact with when completing the Assurances section of the APR.


Field

Description

AssuranceId

Unique system identifier for the assurance line-item record.

AprId

Unique identifier for the APR form submission.

RowNo

System ID used to order the items on screen. A number indicating the order that the priority should be placed in.

Description

Specific assurances description that was input by ED for the cohort.


The following are the line-item data elements for assurances.


Field

Description

AssurancesSubLineLitemId

Unique system identifier for the assurance sub line-item record.

AssurancesTemplateLineItemId

Associated the sub-line item to the appropriate assurances template generated by ED.

Description

Specific assurances sub-item description that was input by ED for the cohort.

RowNo

System ID used to order the items on screen. A number indicating the order that the priority should be placed in.



      1. Executive Summary

This table describes the data elements Grantees view and interact with when completing the executive summary section of the APR.


Field

Description

AprId

Unique identifier for the APR form submission.

ExecSummaryUpload

Document upload Grantees make for their executive summary.


      1. Performance Measure Status

This table describes the data elements Grantees view and interact with when completing the Performance Measures Status section of the APR.


Field

Description

AprId

Unique identifier for the APR form submission.

CompleteData

Yes/No question Grantees answer if they have complete data on performance measures.

Explain

If Grantees select No, they are prompted to explain the cause of the delays.

AvailDate

Calendar selection for when the information will be available and submitted to the Department.


      1. Performance Measures and Objectives Reporting

This table describes the data elements Grantees view and interact with when completing the Performance Measures Reporting section of the APR.


Field

Description

AprId

Unique identifier for the APR form submission.

AprProjectObjectiveId

Unique identifier for the project objective.

AprPerformanceMeasureId

Unique identifier for the performance measure tied to the project objective.

RowNo

System ID used to order the items on screen. A number indicating the order that the performance measures and objectives should be placed in.

Title

Display of the title of the performance objective and measure.

InProgressStatus

Status of progress selection Grantees make under a performance measure if it is still “in-progress.”

MetStatus

Status of progress selection Grantees make under a performance measure if it is still “met.”

NotMetStatus

Status of progress selection Grantees make under a performance measure if it is still “not met.”

TargetValue

The value imported from the Grant Profile.

ActualValue

The actual value at the time of the APR.

ProgressDesc

A text box description Grantees use to provide additional information (e.g., challenges faced).

NotMetDesc

A text box description Grantees use to provide additional information if a measure has not been met.


      1. Competition Priorities and Requirements

This table describes the data elements Grantees view and interact with when completing the competition priorities and requirements section of the APR.


Field

Description

CompetitionPriorityId

Unique identifier of the competition priority, imported from the Grant Profile.

AprId

Unique identifier for the APR form submission.

RowNum

System ID used to order the items on screen. A number indicating the order that the priority should be placed in.

PriorityDescription

Description of the associated competition priority.

PriorityChanges

Yes/No select Grantees make if there have been changes to the competition priorities and requirements since the last submission.

GranteeResponse

Input from the Grant Profile/last APR submission. Field becomes editable if Grantees select “yes” to if there have been changes.


      1. Priorities and Requirements – Racially and Socio-Economically Diverse Schools

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for racially and socio-economically diverse school requirements as part of their APR.


Field

Description

RacialDiverseSchools

A text box Grantees respond to, describing the grantee’s continued efforts to address the racially and socio-economically diverse schools application requirement.


      1. Priorities and Requirements – Notification of Subgrant Funds Availability

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for notification of subgrant funds availability as part of their APR.


Field

Description

GrantAwardId

Unique system identifier for the referenced grant award.

RFAManualFilePath

Document Grantees will upload.

RFASelected

Indicator that shows if the priority should be reported for the referenced grant award.

GranteeResponse

Explanation entered by the Grantee to explain why the SE Grantee needs to finalize its RFA.

RFAAvailabilityDateUtc

Date Grantee will enter for expected date of RFA availability.


      1. Priorities and Requirements – Access to Federal Funds

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for access to Federal funds as part of their APR.


Field

Description

EligibleApplications

Explanation entered by the Grantee to describe how the SE ensures eligible applications are aware of and can access other Federal funds.

UseofFunds

Explanation entered by the Grantee to describe how the SE ensures subgrantees are using subgrant funds to their intended use.

SubgranteeSustainability

Explanation entered by the Grantee to describe how the SE ensures the financial sustainability of charter school subgrantees.



      1. Priorities and Requirements – Authorizers

The table below describes the data that is displayed to State Entity Agencies (SEA) or State Entity (SE), and is required for them to submit, regarding their authorizing activities.


Field

Description

SEAAuthorizerDescription

Explanation entered by the Grantee to describe how the State entity grantee’s State provide oversight of authorizing activities.

SEOversightDescription

Explanation entered by the Grantee to describe how the State entity grantee works with the State to support the State’s system of technical assistance and oversight.


      1. Priorities and Requirements – Best and Promising Practices

The table below describes the data that is displayed to Grantees, and is required for them to submit, regarding their best and promising activities.


Field

Description

SharedBPPractices

Yes/No select Grantees make if the SE grantee shared best and promising practices between charter schools.

BPPracticesDescription

If Yes, Grantees are asked to describe how they determine best and promising practices.

SharingMechanism

If Yes, Grantees select all the mechanisms that they use to share the B&P practices. Values include:

Conference Presentations

Listserv

Website

Other


      1. Priorities and Requirements – Closure Plan

This table describes the data elements Grantees view and interact with when completing the closure plan section of the APR.


Field

Description

AprId

Unique identifier for the APR form submission.

ClosurePlanFilePath

A document Grantees uploaded in their Grant Profile.

ClosureChanges

Yes/No select Grantees make if there have been changes to the closure plan.

ClosureChangeResponse

Description of the changes.



      1. Pipeline

This table describes the data elements Grantees view and interact with when entering pipeline information.


Field

Description

BudgetPeriodId

Unique dates pulled for the Grantee based on their cohort budget period dates and their grant duration.

CohortTemplateLineItemId

Pulls the Grantee’s cohort budget period dates.

GrantAwardId

Unique ID for the grant award.

CurrBPStart-UpSubgrantCount

Display the start-up subgrants populated in Grant Profile for the current budget period.

CurrBPExpansionSubgrantCount

Display the expansion subgrants populated in Grant Profile for the current budget period.

CurrBPReplicationSubgrantCount

Display the replication subgrants populated in Grant Profile for the current budget period.

CurrRPStart-UpSubgrantCount

The number of start-up subgrants in the current reporting period.

CurrRPExpansionSubgrantCount

The number of expansion subgrants in the current reporting period.

CurrRPReplicationSchoolCount

The number of replication subgrants in the current reporting period.

RemCurrBPStart-UpSchoolCount

The number of start-up subgrants in the current budget period.

RemCurrBPExpansionSchoolCount

The remainder of expansion subgrants in the current budget period.

RemCurrBPReplicationSchoolCount

The remainder of replication subgrants in the current budget period.

CurrBudgetPeriodSubgrantTotal

System calculation to add all the current budget period entries across start-up, expansion and replication of subgrants.

CurrReportingPeriodSubgrantTotal

System calculation to add all the current reporting period entries across start-up, expansion and replication of subgrants.

RemCurrBudgetPeriodSubgrantTotal

System calculation to add all the remainder of current budget period entries across start-up, expansion and replication of subgrants.

SubgrantSchoolStatus

Yes/No question Grantees will enter if they are on track to meet the number of projected subgrants for the current budget period.

SubrecipientSchoolDesc

If Grantees select No, they are required to add a description of the extenuating circumstances that will impact the grantee’s ability to meet the projected number of subgrants funded during the current budget period.

FullyAwardSubgrant

Yes/No question Grantees will enter if they intend to fully award the approved number of subgrant awards during the next budget period.

FullyAwardSubgrantDesc

If Grantees select No, they are required to add a description of the extenuating circumstances that will impact the grantee’s ability to award the approved number of subgrants during the current budget period.

FutureCompetitionsDate

Calendar selection Grantees make based on the projected date of the next subgrant competitions.

FutureAwardDate

Calendar selection Grantees make based on the projected date of the next subgrant awards.

DateUnknown

Checkbox Grantees can select for FutureCompetitionsDate and FutureAwardDate if the data is unknown.

DateUnknownExplanation

If Grantees select the checkbox, they are required to explain why the date is unknown.



      1. Subgrant Application and Peer Review

This table describes the data elements Grantees view and interact with when entering subgrant application information.


Field

Description

SubgrantCompetition

Yes/No question Grantees will enter if they have run a subgrant competition under the grant.

SubgrantCompetitionDescription

If No, Grantees are required to explain.

FirstYrCompetition

If Yes to SubgrantCompetition, Grantees will enter another Yes/No question if it’s the first year the SE Grantees have run a subgrant competition.

CostAnalysisDescription

If Yes to SubgrantCompetition and FirstYrCompetition, Grantees will provide a description about the cost analysis and budget review of subgrant applications.

AssessmentDescription

If Yes to SubgrantCompetition and FirstYrCompetition, Grantees will provide a description about the assessment of subgrant application risk.

FundingDescription

If Yes to SubgrantCompetition and FirstYrCompetition, Grantees will provide a description about the funding determinations for subgrant awards.

SubgrantApplicationChanges

If Yes to SubgrantCompetition and No to FirstYrCompetition, Grantees will select Yes/No if there have been changes to the SE Grantee’s subgrant application processes.


If they then select Yes, they will be able to edit their previous submissions.

NeedsAnalysisSubmission

If Yes to SubgrantCompetition and No to FirstYrCompetition, Grantees will select Yes/No if the SE grantee’s subgrant application requires applicants to submit a needs analysis for their proposed project.

NeedsAnalysisSubmissionDescription

If No to NeedsAnalysisSubmission, Grantees must explain.

ApplicationPriority

Grantees are asked to select if the SE Grantees offer priority for subgrant applications. The values are as follows:

Meaningful and ongoing engagement with current or former teachers or other educators

Using a community-centered approach


If the Grantees select either of these checkboxes, they are then prompted to add a description.

SubgrantAwardInfo

Grantees are prompted to provide the website URL where the SE grantee publicly posts subgrant award information.

WebsiteEstablished

Grantees can select if the website is not yet established.

WebsiteDescription

If Grantees select WebsiteEstablished, they are prompted to add a description.


      1. Peer Review

This table describes the data elements Grantees view and interact with when entering peer review information.


Field

Description

PeerReviewCompetition

Yes/No question Grantees will enter if they have run a peer review of subgrant applications during the current budget period.

PeerReviewDescription

If No, Grantees are required to explain.

FirstYrPeer Review

If Yes to PeerReviewCompetition, Grantees will enter another Yes/No question if it’s the first year the SE Grantees have conducted a peer review of their subgrant applications.

PeerReviewChanges

Yes/No question Grantees select if there have been changes to the SE grantee’s subgrant application process.

PeerReviewIdentification

If Yes to FirstYrPeer Review or yes to PeerReviewChanges, Grantees will describe their identification and selection of peer reviewer’s process.

PeerReviewTraining

If Yes to FirstYrPeer Review or yes to PeerReviewChanges, Grantees will describe their training and norming of peer reviewer’s process.

PeerReviewScores

If Yes to FirstYrPeer Review or yes to PeerReviewChanges, Grantees will describe their use of peer review scores in awarding subgrants.

PeerReviewSuccess

Grantees will describe their peer review successes during the current reporting period.

PeerReviewChallenges

Grantees will describe their peer review challenges during the current reporting period.



      1. Lottery

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their lotteries as part of their grant project status submission.


Field

Description

GrantAwardId

Unique ID of the Grantee and award.

IsLotteryPlanChanged

Grantee will select yes or no if the lottery plan has changed.

LotteryPolicyFilePath

Grantees will then be required to upload the lottery plan document if they select yes.

IsLotteryWeight

Grantee will select yes or no if the plan includes weights.

IsLotteryApproved

Grantee will select yes or no if the plan is approved.

PrefersEmployeeChildLottery

If their lottery plan has an allowable preference for “sibling.”

PrefersOtherLottery

If their lottery plan has an allowable preference for “other.”

PrefersOtherLotteryDesc

If PrefersOtherLottery is selected, Grantees are required to input data in a text box.

PrefersSchoolFounderChildLottery

If their lottery plan has an allowable preference for “Children of school founders.”

PrefersSiblingLottery

If their lottery plan has an allowable preference for “Children of employees.”



      1. Monitoring

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their subgrantee monitoring as part of their APR submission.


Field

Description

GrantAwardId

Unique ID of the Grantee and award.

SEMonitoring

Yes/No question Grantees will select if SE Grantees monitored subgrantees during the current reporting period.

NoMonitoringDescription

If the Grantees select No to SEMonitoring, they are prompted to explain.

WrittenPlan

Yes/No question Grantees will select if SE Grantees have a written monitoring plan.

NoWrittenPlan

If the Grantees select No to WrittenPlan, they are prompted to explain.

MonitoringFilePath

If Yes to WrittenPlan, Grantees will upload the monitoring plan.

MonitoringTimeline

Yes/No question Grantees will select if their monitoring plan includes a timeline.

No MonitoringTimeline

If the Grantees select No to MonitoringTimeline, they are prompted to explain.

RiskAssessment

Yes/No question Grantees will select if they use a risk assessment to select subgrantees for monitoring.

No RiskAssessment

If the Grantees select No to RiskAssessment, they are prompted to explain.

ComplianceMonitoring

Grantees will describe how they monitor subgrantee compliance and performance. They will select all that apply, based on the following values:

Annual reporting

Quarterly reporting

Desk monitoring

Regular check-in calls

Site visits

Other


If they select Other, they are prompted to specify in a textbox.

MonitoringContent

Grantees will describe what content the SE’s grantee’s subgrant monitoring cover. They will select all that apply, based on the following values:

Assurances”

Definition of Charter School”

Fiscal Controls”

Management organization contracts”

Meeting the educational needs of children with disabilities.”

Meeting the educational needs of English learners.”

Open meetings and records”

"School racial and socio-economic diversity and/or desegregation requirements"

"Subgrantees publishing required data on their websites."

Subgrant Performance”

Transportation Needs”

Use of Funds”

Other”


If they select Other, they are prompted to specify in a textbox.



      1. Subgrant Monitoring

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their subgrantee monitoring as part of their APR submission.


Field

Description

ConductsMonitoring

Grantees select all that apply to demonstrate who conducts monitoring. Grantees can select:

State Entity grantee staff

Contractor/consultant

Other


If they select Other, they are prompted to specify in a textbox.

TrainedMonitoring

Grantees select Yes/No if subgrantee monitors are trained.


If no, they are prompted to explain.


      1. Technical Assistance - Subgrant

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their technical assistance of subgrantees as part of their APR submission.


Field

Description

AimsDescription

Grantees will describe their aims and objectives in providing TA to subgrantees.

TATopics

Grantees will describe how they determine the TA topics for subgrantees to fund each budget period.

NeedsAssessment

Grantees will select Yes/No if they have conducted a needs assessment.

NeedsAssessmentDate

If Yes, Grantees will provide a date.

NeedsAssessmentDescription

If No, Grantees will explain.

TAForms

Grantees will select the various forms of TA they provide to subgrantees. Grantees will select all that apply from the following values:

Application process technical assistance

Contract with a vendor to work with applicants.

Contract with a vendor to work with subgrantees.

Host a subgrantee learning community.

Identify and/or recruit potential applicants.

Provide governing board training.

Provide pre-award workshop or webinar.

Provide post-award workshop or webinar.

Share resources for grant applicants

Share resources on operating/opening a school.

Share grants management resources

Other


If “Other” is selected the system shall display "If other, please specify*" [Text Box]


If “Contract with a vendor to work with subgrantees” is selected, grantees are prompted to describe the roles and responsibilities of the partner in carrying out the TA activities.

TAContent

Grantees will select the various TA content they provide to subgrantees. Grantees will select all that apply from the following values:


Accessibility and equity

Fiscal control and fund accounting procedures

Inclusive recruitment, enrollment, and retention

Meeting needs of children with disabilities.

Meeting needs of English learners.

Reducing use of exclusionary discipline practices

School quality

Other


If “Other” is selected the system shall display "If other, please specify*" [Text Box]


If “Meeting needs of children with disabilities” and “Meeting needs of English learners” is selected, Grantees are prompted to describe the specific TA activities.

TAImpact

Grantees will describe the impact of the SE grantee’s TA activities with subgrantees and any related successes or challenges.


      1. Technical Assistance - Authorizers

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their technical assistance of authorizers as part of their APR submission.


Field

Description

AuthorizerAimsDescription

Grantees will describe their aims and objectives in providing TA to authorizers.

AuthorizerTopics

Grantees will describe how they determine the authorizer topics for subgrantees to fund each budget period.

AuthorizerNeedsAssessment

Grantees will select Yes/No if they have conducted a needs assessment for authorizers.

AuthorizerNeedsAssessmentDate

If Yes, Grantees will provide a date.

AuthorizerNeedsAssessmentDescription

If No, Grantees will explain.

AuthorizerTAForms

Grantees will select the various forms of TA they provide to authorizers. Grantees will select all that apply from the following values:

Contract with a vendor to support quality authorizing practices.

Create and authorizer evaluation system.

Develop and/or implement authorizer improvement plans.

Identify and/or recruit potential authorizers.

Purchase software to support authorizing.

Share promising practices among authorizers.

Provide professional development for authorizers.

Train authorizers to reach educationally disadvantage students.

Other


If “Other” is selected the system shall display "If other, please specify*" [Text Box]


If Contract with a vendor to support quality authorizing practices, Grantees are prompted to describe the roles and responsibilities of the partner in carrying out the TA activities.

AuthorizerTAContent

Grantees will select the various TA content they provide to authorizers. Grantees will select all that apply from the following values:

Initial authorization

Performance frameworks

Renewals

Other


If “Other” is selected the system shall display "If other, please specify*" [Text Box]

AuthorizerTAImpact

Grantees will describe the impact of the SE grantee’s TA activities with authorizers and any related successes or challenges.



      1. Budget – Indirect Costs

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their indirect costs as part of their APR submission.


Field

Description

GrantAwardId

Unique system identifier for the referenced grant award.

IndirectCostChanges

Yes/No question if there have been changes to the grantee’s indirect cost information. If so, the fields below become editable.

IsIndirectCost

Grantees select this action if they claim indirect cost. 

FederalGovtApproved

If the following applies to a Grantees indirect cost agreement: “The Grantee has an Indirect cost Rate Agreement approved by the Federal Government.”

DeMinimusRate

If the following applies to a Grantees indirect cost agreement: “The Grantee is not a State, local government, or Indian tribe, and is using the de minimus rate of 10% of modified total direct costs (MTDC) in compliance with 2 CFR 200.414(f).”

RestrictedRateProgram

If the following applies to a Grantees indirect cost agreement: “The Grantee is funded under a Restricted Rate Program and is using a restricted indirect cost rate that either.”

TrainingRateProgram

If the following applies to a Grantees indirect cost agreement: “The Grantee is funded under a Training Rate Program and:”

EdAgencyApproved

If ED is selected for the approving federal agency.

OtherAgencyApproved

If “other” agency is selected.

OtherApprovingAgencyName

Description to input another agency name.

RateAgreementBeginDateUtc

Period covered by the indirect Cost Rate Agreement.

RateAgreementEndDateUtc

Period covered by the indirect Cost Rate Agreement.

RestrictedRateProgramOptions

Grantee can select “is included in approved Indirect Cost Rate Agreement” or “Complies with 34 CFR 76.564(c)(2)”.

TrainingRateProgramOptions

Grantee can select “recovering indirect cost using 8% of MTDC in compliance with 34 CFR 76.564(c)(2)” or “Recovering indirect cost using its actual negotiated indirect cost rate reflected in 9(b)".


      1. Budget Details

The table below describes the data that is displayed to Grantees, and is required for Grantees to submit, for their approved budget as part of their Grant Profile submission.


Field

Description

ApprovedBudgetId

Unique system identifier for the approved budget record.

BudgetPeriodId

Unique system identifier for the referenced budget period record.

Category

Code to identify the category of the budget amount:
0 - Personnel
1 - Fringe Benefits
2 - Travel
3 - Equipment
4 - Supplies
5 - Contractual
6 - Indirect Costs
7 – Other – Not Including Subgrants

8 – School Subgrants

SchoolSubgrants

Cells Grantees will input dollar amounts for their school subgrants across budget periods.

AdministrativeAmount

Cells Grantees will input dollar amounts into each category above for their corresponding Administrative budget across their grant’s budget periods.

TechnicalAssistanceAmount

Cells Grantees will input dollar amounts into each category above for their corresponding Technical Assistance budget across their grant’s budget periods.

AdminTechTotal

Auto generated cell that adds the Admin and TA entries for each budget period row within a category.

InitialApprovedBudget

The approved budget total, broken down by budget category, pulled directly from the Grant Profile.

AvailableFunding

Grantee’s funding available.

IncurredCosts

Grantees will enter the amount of funds expended during the reporting period for each category.

AnticipatedSpend

Grantees will enter the amount of funds before the grant budget period ends for each category.

Carryover

Auto generated cell that calculates the amount of funds the grantee will carry over to the next budget period for each category.



ExpendExplanation

Grantees provide a description of what the grantee expended or will expand before the end of the budget period. Grantees will fill this text box in for each category.

CarryOverExplanation

Grantees provide a description of what the grantee will carryover and is planning on spending for the next budget period. Grantees will fill this text box in for each category.



      1. Budget Implications

This table describes the data elements Grantees view and interact with when completing the budget implications section of the APR.


Field

Description

ApprovedBudgetId

Unique system identifier for the approved budget record.

PreviousGrantExpenditures

Total grant expenditures from the previous budget period.

Category

Columns of the budget amount:

Total Expenditures (Current Budget Period)

Total Expenditures (Cumulative to Date)

Percent Overall (Cumulative to Date)

Administrative

Administrative total expenditures.

Technical Assistance

TA total expenditures.

Subgrants

Subgrant total expenditures.

Total

Auto generated cell that adds the Admin, TA and subgrant entries for each budget period row within a category.

StatutoryDefinedDeviations

Grantees will explain if any percentages deviate from the statutorily defined limits.

ProjectSpendingPatterns

Grantees will explain their ability to carry out the project given their implementation and spending patterns.

CarryOverDescription

Grantees will explain any significant carryover anticipated for the next budget period.

ProjectScopeChanges

Yes/No question grantees will select if there are anticipated changes to the project scope for the next budget period.


If Yes, Grantees are required to explain.


      1. Budget Implications – Technical Assistance

This table describes the data elements Grantees view and interact with when completing the budget implications technical assistance (TA) section of the APR.


Field

Description

ApprovedBudgetId

Unique system identifier for the approved budget record.

PreviousGrantExpenditures

Total grant expenditures from the previous budget period.

Category

Columns of the budget amount:

Total Amount (grantees enter the value)

Percent (percent will auto calculate based on entries)

TA to subgrantees

Grantees will input the total amount of technical assistance to subgrantees.

TA to charter school authorizers

Grantees will input the total amount of technical assistance to charter school authorizers and to carry out other activities to improve authorizer quality, including developing capacity for and conducting fiscal oversight and auditing of charter schools.



      1. Technical Assistance and Support From CSP

This table describes the data elements Grantees view and interact with when completing the TA assistance section of the APR.


Field

Description

TASupportResponse

Text box question Grantees enter to identify any areas where Grantees require Technical Assistance.




Office of Elementary and Secondary Education – COMPS – Data Guide – Release 2.0

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