Office for Career/Vocational Technical Education
Instructions and Next Steps RE: Perkins Local Plan Update for Secondary Schools - Spring 2006
(Includes Instructions for Submitting the Standard Contract Form and Application for Program Grants)
Superintendents and Perkins Grant Contacts in School Districts with Perkins Act Local Plans
Jeffrey Wheeler, State Director of Career/Vocational Technical Education
May 4, 2006
Purpose: The purpose of this memo is to inform district staff about the final steps in the process for the Perkins Local Plan Update for Secondary Schools - Spring 2006 (hereinafter referred to as the LPU-Spring 2006). This year is a bit different in that an electronic workbook for Perkins 400 grants is required.
The required electronic workbook for grant application submission will soon be posted on the Department's website at Grants page.
Districts should not file the electronic workbook for the Perkins 400 grant until:
- the district has been notified of the Perkins allocation $ amount, and
- they have had a conversation by phone, email, or in person with their assigned liaison in the CVTE unit that indicates that the Draft Budget Summary contained in the LPU-Spring 2006) is acceptable.
Background: On February 27, 2006, the Career/Vocational Technical Education unit (CVTEU) notified LEA staff that the Perkins Local Plan Update Package for Secondary Schools - Spring 2006 containing the LPU-Spring 2006 with complete instructions was posted on the CVETU website at The Perkins Act page. The due date for submission of the LPU-Spring 2006 was April 13, 2006. LEAs that have not submitted or received an extension of the due date, take the risk of being declared ineligible for Perkins Act funds per established CVTEU policy.
LEAs have submitted the names and contact information for their Perkins Grant Contact person to ESE, in response to Commissioner Driscoll's memo dated March 21, 2006 regarding the electronic workbook for grant submission. The Perkins Grant Contact person will submit the Standard Contract Form and Application for Program Grants (hereinafter referred to as the SAG) that includes the Part I - General - Program Unit Signature Page (to be submitted by regular mail), Part II - Budget Detail Pages, Part III-A Required Program Information consisting of the Equity and Access: Local Program Coordination Form (both to be submitted by the electronic workbook), and Schedule A, if applicable (to be submitted by regular mail).
Progress: LPUs-Spring 2006 that have been received are currently being reviewed by assigned CVTEU liaisons that will assist LEAs throughout the LPU-Spring 2006 process. CVTEU liaisons have been instructed to pursue LEAs aggressively, so that LEAs will have funds for September 1, 2006. I request that LEAs take an aggressive and responsive approach to the LPU-Spring 2006 and the SAG for the same reason.
Allocation $ Amount: Allocation dollar amounts are being computed by ESE. CVTEU liaisons will notify the LEA staff (Perkins Grant Contact person) of the allocation $ amount. Caution: LEA staff are advised not to make an effort to get the SAG in as fast as possible upon receipt of the allocation $ amount, resulting in a SAG that cannot be approved due to failure to meet requirements as articulated by the CVTEU liaison based upon his/her review of the LPU-Spring 2006. It is imperative for LEA staff to consult with their CVTEU liaisons prior to submitting the SAG. LEA staff must learn from their CVTEU liaisons what, if any, modification to the Draft Budget Summary that was included in the LPU-Spring 2006 will be necessary. This will eliminate some back-and-forth between LEA staff and CVTEU liaisons.
Submission of the Non-Electronic Part I - General - Program Unit Signature Page - (Standard Contract Form and Application for Program Grants):
- Submit an original and one photocopy to Margie Roberts in the CVTEU, 75 Pleasant Street, Malden, MA 02148. Submit them by regular mail when Part II - Electronic Budget Detail Pages are submitted in the Drop Box (see below under Accessing and Using the Drop Box.
Submission of the Electronic Workbook Part II - Budget Detail Pages:
- Submit in the Drop Box. Paper Budget Detail Pages will not be accepted.
Submission of Electronic Part III-A Required Program Information consisting of the Equity and Access: Local Program Coordination Form. Submit in the Drop Box.
Submission of Non-Electronic Schedule A. (Only if applicable) Submit an original and one photocopy to Margie Roberts in the CVTEU, 75 Pleasant Street, Malden, MA 02148. Submit them by regular mail after Part II - Electronic Workbook Budget Detail Pages are submitted in the Drop Box.
Note: Electronic Amendment Forms (AM1) to amend SAGs after approval will also be submitted in the Drop Box.
A "rolling submission" period for all allocation grants including Perkins 400 grants has been established. However, LEAs are strongly urged to submit SAGs by Friday, June 23, 2006. SAGs submitted or approved after September 1, 2006, can legally claim expenses to the grant only from the date of final Department approval. Therefore, it is important to have LEA program staff who can be reached in July and August to respond to questions, as needed.
Accessing and Using the Drop Box
The person designated by the LEA as the Perkins Grant Contact must request that her/his LEAs "Directory Administrator" in the district assign the Drop Box function titled "Perkins Grant Application and Amendments" to her/him. Note that the LEA's NCLB Grant Contact person has been using the Drop Box for a few years, thus the Perkins Grant Contact person has a resource in them.
Once the Perkins Grant Contact has been assigned the Drop Box function the next steps include:
First Step in Drop Box Submission: Login to the ESE Security Portal.
- Click "continue" at the Welcome screen.
- Click "Drop Box Central" from the list of Applications.
- Select the appropriate Drop Box (Perkins Grant Application and Amendments) and click "Next".
- On the next screen, select your organization and click "Next".
Notes: You should now be in the Drop Box known as Perkins Grant Application and Amendments, where you can upload your submission. Please be sure to keep the same file name as designated by the Department and that is Perkins 400 Grant.
The Drop Box will only accept filenames with the extensions ".doc" and ".xls" (Microsoft Word and Excel, respectively). Files cannot be edited directly from the portal.
When each file is uploaded, a 'Success!' window informs you that your upload was successful. You will also see the file appear under "ESE Inbox" along with the date and time of transmittal. The Department will be notified via email that a file has been uploaded and is ready for review.
Final Steps in Submission:
- View all of the files in your Inbox or Outbox by clicking "Expand All".
- Click "Logout" to exit the Security Portal.
- CVTEU liaisons will review the Electronic Workbook Part II - Budget Detail Pages against the Draft Budget Summary (and their notes regarding required changes). Liaisons will contact the Perkins Grant Contact person by telephone or email regarding any required changes. The Perkins Grant Contact person must make the changes by preparing new Electronic Workbook Part II - Budget Detail Pages and submitting them in the Drop Box. Note that the CVTEU liaison cannot make the changes for the Perkins Grant Contact person.
When filing a new Electronic Workbook Part II - Budget Detail Pages to replace a previous submission (due to changes required), care should be taken to use the same file name as used for the first submission (Perkins 400 Grant) with minor adjustment as follows:
File Name for Second Submission Perkins 400 Grant1.
File Name for Second Submission Perkins 400 Grant2.
Note that all involved (especially the Perkins Grant Contact person in the district and assigned CVTEU liaison) should focus on trying to make the first submission the only submission by doing it correctly the first time).
Enjoy the electronic workbook!