ESSA Consolidated
Federal Grant
Application
To effectively implement a Title I, Part C program, all of the activities listed in the ESSA Consolidated Federal Grant Application PS3103 must be carefully monitored and documented. Find the documents referenced on this page in the Application and Support Information section of the ESSA Consolidated Federal Grant Application at the TEA Grant Opportunities web page or on the TMEP portal in the MEP Staff section, ESSA category.
PS3103: Parts of the ESSA Consolidated Federal Grant Application
The PS3103 section of the application is required when applying for Title I, Part C funds. It outlines additional required activities. In the PS3103 application, there is a distinction between required activities, which LEAs must provide to migratory children with Title I, Part C funds, and supplemental activities, which may be offered.
Part 1:
In this part, all the required activities are listed and must be checked for the application to be approved by the TEA. The LEA must maintain documentation of compliance for each required activity.
Required activities include: conduct ID&R, encode required data into TX-NGS, complete a local needs assessment, implement required strategies in the Texas SDP, promote interstate coordination, and conduct an evaluation of your MEP.
Learn More About
Documentation Compliance
Part 2:
As stated in the ESSA – 1304(d) Priority for Services statute, when providing services with Title I, Part C funds, LEAs must give priority to migratory children who have made a qualifying move within the previous one-year period and who (1) are failing, or most at risk of failing to meet the state’s standards, or (2) have dropped out of school.
The PFS Action Plan should clearly articulate the criteria for defining student success, including timelines for achieving stated goals and objectives and must be incorporated within the District Improvement Plan (DIP).
LEAs are also required to generate and address PFS reports from TX-NGS on a monthly basis.
Access the Current Version of
the PFS Action Plan Template
Part 3:
LEAs may decide to use their Title I, Part C funds to provide supplemental activities to support the identified needs of their migratory children. These activities can be categorized as supplemental instruction, summer programs, or support services.
In this part, LEAs indicate their plan for this support by categories of migratory students: preschool children (ages 3-5) through kindergarten, grades 1-5, grades 6-12, and out-of-school youth (OSY). If there are no supplemental activities offered, the school system must provide a reason.
Review the Supplemental
Activities listed in the
Program Guidelines
Note: Per PS3103 and the Program Guidelines of the ESSA Consolidated Federal Grant Application for Title I, Part C: “The LEA is responsible for incorporating all MEP activities/services/plans and guidelines into the District Improvement Plan (DIP) and updating it on a yearly basis.” The MEP section of the DIP would include Tabs 2, 3, and 4 referenced above.
ESSA Program Guidelines & Program-Specific Assurances
The TEA provides two documents, the Program Guidelines and Program-Specific Provisions & Assurances, to assist LEAs in operating a MEP. These documents work together to explain the expectations for Title I, Part C funding, how it should be used, and who should benefit. These resources should be referenced throughout the year to ensure the program is providing all required services and to determine whether expenditures are appropriate.
During the grant application process, the applicant certifies and accepts that they have read both documents and understand the expectations. A grant application cannot be finalized until these documents are accepted.
Required Documentation of Compliance
The TEA requires an ESSA Federal Consolidated Compliance Report to be submitted by each LEA and ESC implementing a Title I, Part C program. Documentation that demonstrates evidence of compliance in all program-specific provisions and assurances, program guidelines, and activities selected on the grant application is required and may be maintained in many formats. It is important to maintain the documentation in a form that is easily accessible and available in an electronic or hardcopy format. Regardless of the format, the documentation reflects implementation of program requirements. A MEP program cannot just say something was done; it must be able to provide evidence that it was done. During the Program Monitoring Validation process, districts that are selected must submit requested documentation.
Note: As indicated earlier, maintaining documentation is not a suggestion but a requirement.
The TEA provides a plethora of documentation forms, checklists, and other tools that give districts guidance in compliance documentation. These resources can be used exactly as they are provided, or they may be modified to fit the needs of the local MEP.
*This includes a Program Compliance Self-Check Guide that helps districts understand the required activities for program implementation and the strongest forms of documentation recommended as evidence of compliance when districts submit the annual compliance report.
Program Compliance
Self-Check guide
Each year, districts are selected for validation and will receive notification from the TEA MEP team regarding documentation to submit. ESCs must provide technical assistance and support to selected districts according to the TEA timeline. The Program Monitoring Validation web page provides access to the most recent validation documents.
Program Monitoring Validation
Additional Info for SSAs and ESCs
SSA Member Districts and Fiscal Agents
ESSA Consolidated PS 3103
To create an SSA, the LEA and the ESC must access and complete the annual ESSA Consolidated Federal Grant Application. Both must access the GS2200–Applicant Designation and Certification.
- The ESC indicates they will apply as a fiscal agent of the SSA by selecting “Apply as Fiscal Agent of SSA.”
- The LEA will select their intent to “Apply as a Member of SSA.”
This designation by both the LEA and the ESC notifies the TEA of their intentions for the coming year. LEAs can select only their regional ESC as a fiscal agent.
Once an LEA indicates their intention for joining an SSA, the PS3103 will not be available to the school system. Only the fiscal agent will be able to view and modify the PS3103 as a compilation of all member districts joining the SSA.
However, both the LEA and the fiscal agent are responsible for ensuring all aspects of the application are implemented and documented based upon the responsibilities outlined in the contract of services. ESC MEP SSA Staff are also responsible for ensuring all SSA Member Districts have Title I, Part C activities incorporated throughout the School Systems DIP.
Program Guidelines and Program-Specific Provisions
During the grant application process, the applicant (both the LEA and the fiscal agent) certifies and accepts that they have read both the Program Guidelines and the Program-Specific Provisions & Assurances, and that they understand the expectations within the SC5003 Formula Grants Consolidated Schedule on eGrants. A grant application cannot be finalized until these documents are accepted.
Completing the Annual Compliance Report
- Only the fiscal agent will have access to the Title I, Part C compliance report as it will not be available for the SSA Member Districts.
- Only the fiscal agent will be able to view and modify the compliance report as a compilation of all Member Districts within the SSA.
However, both the SSA Member District and the fiscal agent are responsible for ensuring all portions of the compliance report are completed and the documentation is compiled.
PFS Action Plan
It is the responsibility of the fiscal agent to collaborate with the SSA Member Districts to create and implement a plan for serving PFS students within the SSA Member Districts’ boundaries.
- If the ESC creates the PFS Action Plan for the entire SSA, the ESC must send the PFS Action Plan to SSA Member Districts to include in the DIP.
- If each SSA Member District creates the PFS Action Plan, a copy must be sent to the ESC.
Program Monitoring Validation Responsibilities
Throughout the program year, SSA Member Districts may be selected by the TEA for submission of requested documentation, during the Program Monitoring Validation Process. SSA Member Districts will receive notification from the TEA MEP team regarding documentation to submit.
Depending upon the regional agreement, either the SSA Member District or the ESC may provide the response for documentation. If the SSA Member District is responding, the ESC must provide technical assistance and support to selected SSA Member Districts to ensure the response is accurate and substantive. If the ESC is responding on behalf of the SSA Member District, the ESC must coordinate with the SSA Member District to gather the requested documentation for submission.
Both the LEA and the fiscal agent should work together and ensure that a response is provided.
ESC Responsibilities
ESSA Consolidated PS 3103
In addition to ensuring all aspects of the application are completed, implemented, and documented, ESCs must train and provide support throughout the year on the ESSA Consolidated Federal Grant Application.
These responsibilities include
- Ensuring that all LEA activities selected on the application link to the LNA and the SDP.
- Throughout the year, these needs may change and the application may require amendment.
- Reviewing and discussing the requirements and guidance found in the ESSA Consolidated Federal Grant Application, the MEP Program Guide, the Program-Specific Provisions and Assurances and the Program Guidelines.
- Stress the importance of consistently referencing these documents throughout the fiscal year.
PFS Action Plan
Annually, ESCs are required to
- Train all Project Districts in the development and implementation of the district-specific PFS Plan;
- Review all Independent Project Districts’ PFS Action Plans to ensure accuracy and completeness. This must be completed before the end of September;
- Ensure inclusion of the PFS Action Plan in the District Improvement Plan (DIP);
- Monitor throughout the year via the PFS Tracking Report on TX-NGS to ensure LEAs are running the required monthly PFS reports.
ESC Training Responsibilities
Since required documentation for the ESSA Federal Consolidated Compliance Report may be maintained in a variety of formats, it is incumbent on ESCs to provide clear and concise training to appropriate District staff members on how to complete the Compliance Report and, more importantly how to maintain adequate documentation. If the district is an SSA member, the ESC should clearly outline and share the responsibilities and tasks expected of the district as well as the responsibilities and tasks that the fiscal agent will complete.
It is important to stress in this training that documentation, which is a requirement, not a suggestion, should be maintained in a form that is easily accessible and available in an electronic or hardcopy format. Regardless of the format, the documentation reflects implementation of program requirements.
Appropriate Use of Funds
Grant recipients must assure that funds will be spent in accordance with all grant procedures and federal and state regulations.
Visit the TEA Guidelines, Provisions, and Assurances page for more information.
Independent Project District
Given the fact that all independent project districts will be required to adhere to the General Fiscal Assurances outlined by the ESSA Consolidated Federal Grant Application Guidelines, the ESCs must share this important information during the ESC training to all independent project districts.
*NOTE: It is highly encouraged that an LEA Business Office staff member and Federal Program Director also attend this training along with MEP staff.
SSA Member Districts
For the SSA, the fiscal agent is ultimately responsible for ensuring adherence to the financial responsibilities outlined by the ESSA Consolidated Federal Grant Application Guidelines. To build understanding and collaboration between the fiscal agent and the SSA Member District, the fiscal agent should share this important information with the SSA Member District, including the SSA Member District’s Migrant Contact, Business Office Manager, and Federal Programs Director. This ensures all program stakeholders understand the fiscal and programmatic expectations for the SSA.
