Missouri Department of Elementary and Secondary Education

Grants Management

Instructions for Completing
Automated Application for Federal Funds

Browser Standard for DESE’s Online Applications

The Department of Elementary and Secondary Education has adopted Internet Explorer (from Microsoft) as the Web browser that is required for school districts and other users to access DESE’s online application system.  The Department is expanding its use of online programs for grant applications, financial reporting, Core Data reporting, and other purposes.  The use of Internet Explorer (version 5.0 or higher) will allow school district personnel and DESE staff to take advantage of the greater functionality provided by Internet Explorer.

This change does NOT mean that all school district computers must have Internet Explorer 5.0 or higher.  However, any school district computer that is used to access DESE’s online business applications must have Internet Explorer 5.0 or higher, in order for the system to function.  To determine which web browser version you are using, click on "Help", then click on "about Internet Explorer."

If your school participates in the MOREnet/DESE Technology Network Project, we suggest that you contact one of your district’s technology coordinators for more information about Internet Explorer. This program may also be downloaded at no cost at:

http://www.microsoft.com/windows/products/winfamily/ie/default.mspx

School district personnel must register and have a password in order to access various online application/reporting programs. Anyone may access online application through "Public Applications" without a user ID or password.  Public Applications are for viewing only.

For forgotten or unknown user ids/passwords, anyone else in your district with a user id can see a list of all valid user ids for their district on the 'Valid User IDs' web page linked from the application menu page.  Also, most districts now have at least one designated security administrator who can handle userid/password issues.  Send your questions to webreplyafsit@dese.mo.gov or fax to Security Administrator, 573-526-4125.  Please provide your name, school district name, and county-district code with your request.

 

Step 1

• Access application and instructions from the Federal Programs Web Page at dese.mo.gov/divimprove/fedprog/index.html
•  You may want to bookmark this page or add it to your favorites.
• There is a link to the consolidated application under the Grants Management button.

Step 2

• Type in your USER ID (a name that a district representative has supplied to DESE).  This is the first  letter of your first name and your entire last name, up to 10 characters (for example, tjefferson for Thomas Jefferson).  If there are duplicate user ids, a number will be assigned to distinguish them. 
• Type in your password (up to 10 characters that a district representative has selected).
• Use mouse to click on the LOGIN Button.
• If you have problems logging in, contact your Grants Management Supervisor.  For further information, including phone numbers, see http://www.dese.mo.gov/divimprove/fedprog/grantmgmnt/Staff2.html

Step 3

• The "DESE Web Applications" Page is displayed.
• From the Applications Menu, click on "Federal Grants Application."

Step 4

• The Federal Grants Application Selection List and Menu Options page is displayed. 
• From the Selection List scrolldown box, choose the year and cycle you wish to access.  Cycle 1 is the initial Application, Cycle 2 is the first amendment, Cycle 3 is the second amendment, etc.  Four amendments are allowed each year (the fourth amendment will be Cycle 5).
• Click on the Menu button.

Step 5

• The District Information page is displayed.  Choose from the Employees scrolldown box the name of your district's designated Federal Program Coordinator and click on Display as Contact.  Click on Save to keep this person's name as Federal Program Coordinator.

          If the coordinator's name is not listed, click on Add Employee and enter all the requested information, then Display as Contact, and Save.

• The left frame, or "sidebar," contains choices to be selected.  Here you will find links to the Final Expenditure Report, the 9/30 (September 30) report, District Info, Allocations, Breakdown of Allocation, each program and budget page, the Program Budget Summary, Grant Summary, and the Submit/Approval page which the authorized representative uses to submit the initial application and subsequent amendments.
• View the Allocations page to see the available funds for each program.  Carryover from the previous year for each program may be seen under each Original Allocation amount.
• In the middle of this Allocations page, it will show the Flex Type for your district.  It will show either "Transferability 100%" or "Transferability 50%."   This Flex Type indicates how much from Titles II.A, II.D, IV.A, and V you may transfer into any of those same programs or into Title I.  Remember to click on Save after transferring amounts. 
• Districts with Schoolwide projects must move money from the allowable programs (Title I, II.A, II.D, IV.A, or V) into the Schoolwide Program box (the last box in the Title I column).  A district may move any amount or all of those  program funds into the Schoolwide project.  Remember to click on Save after entering the designated amount in the Schoolwide box.  Monies may not be moved out of Title I.C, Title III, or Title VI.B into Schoolwide.

Step 6

• Select a program and complete each budget page that pertains to your district.

Breakdown of Allocation (Title I). 

Every district must complete Steps 1-4

Step 1: 

Enter the enrollment numbers for every building in your district, whether a Title I school or not.  Enter nonpublic enrollment numbers, if applicable; public low income (fee and reduced lunch numbers); and nonpublic low income numbers. 

Step 2:

Check to see if the totals are correct, then select your choice for ranking, either "Use Public and Nonpublic Values for Ranking" or "Use Only Public Values for Ranking." 

Step 3:

Select the desired ranking method for attendance areas below 75% economic deprivation and then choose the "Rank" button.

Step 4:

• Input all necessary set asides for your district and then click the "Calculate Distribution Amount" button.   
• Select eligible schools that will not be served.
• Click the "Distribute Amount Evenly" button to distribute funds based on average dollars per deprived students. Otherwise proceed on.  
• Input the desired allocations for each attendance center.  The first school listed must receive an allocation that is greater than or at least equal to remaining schools.  Remaining schools cannot receive an allocation that is greater than any preceding school.  Then click the "Check Distribution" button.  
• If the distribution amounts are correct click the "Save Distribution" button to accept the distribution.   

If the ranking did not achieve the desired results, return to Step 3.

•  After completing a budget, hit "Calculate".
•  If your district has over budgeted, you will receive an error message.  Continue working the budget until there are no error messages.  This would be the best time to print a copy of the budget.
• After completing budget area, provide additional information as it pertains to your project. 
• Be sure to hit the "SAVE" button at the bottom of each budget page.                                                                                       

Step 7

• If a district budgets money in the Administrative Pool on a particular budget program page, remember to update the Administrative Pool Budget Page.
• You must budget all money available in Administrative Pool and indicate whether it is a stipend or FTE.

Special Program Notes

Do not complete the Title I Summer School Data boxes unless you will have an approved Title I plan summer school. 

A coordinator may update a program that has been saved until the Authorized Representative locks the application by submitting it for DESE approval. To change information, the coordinator must hit the SAVE button located at the end of each summary page after making the change and before leaving the page.

MSIP Standards and the Process Area Guidelines are located at the top of each screen.

Step 8

• To submit, the authorized representative should hit the "SUBMIT" button in the left frame for the application to be submitted for final approval.  After the authorized representative has submitted the application  for final approval, the district will not be able to update the information until either the next amendment cycle or with supervisory approval from DESE. The district will be able to view and print information in its application at any time of the year.

Printing Budget Pages - Here are some suggestions on how to print from Internet Explorer.  Click somewhere inside the budget frame and print normally.  If you get a blank page or some other frame, go back and be sure to click inside the portion you want printed.

The Department of Elementary and Secondary Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities.  Inquires related to Department programs may be directed to the Jefferson State Office Building, Title IX Coordinator, 5th floor, 205 Jefferson Street, Jefferson City, MO  65102-0480; telephone number 573-751-4212.

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