Materials will be in the mail to districts by January 15, 2004 for each participating building (sent to the contact person listed on the signed grant agreement). You have from January 1 – December 31, 2004 to complete all required elements for each participating school building. All final documentation MUST be received by the Homeland Security Section for reimbursement no later than January 15, 2005.

Yes. Multiple districts can partner or form a consortium for this grant opportunity. A letter or memorandum of understanding must be on file with the lead district bearing the signatures of all participating districts indicating involvement and directing one district to be the lead agency in the grant opportunity.

Yes, but the exercise MUST include every building identified in your "List of Participating School Buildings" and their participation must be documented on a form provided by the sub-grantor. If you have a large number of participating buildings, as in a consortium, you might want to do more than one exercise since each building must be an active participant in the process.

No, applications received after December 31, 2003 will not be accepted. If you think there is a possibility that you might want to participate, but are not sure or cannot make the decision prior to December 31, complete the forms and submit them by the deadline date. If you decide later in the grant period that you really don’t want to participate, you can contact us and let us know that you wish to withdraw your application. Additionally, if we hear nothing from you by December 31, 2003, you will waiver by default.
 
 

There is no list, nor are there any special requirements for hiring a consultant for this grant opportunity. If your school district decides to hire a consultant to perform the required grant elements, you should use your district’s current hiring procedures. PLEASE NOTE: This is a reimbursement grant and all elements must be completed for each building before submitting for reimbursement. Federal grant requirements do now allow partial or "up-front" reimbursements.

All financial records, supporting documents, statistical records and all other records pertinent to this grant must be retained for a period of at least three years after the grant period (April 30, 2005), per the requirements under section (V)(H)(ii) of the grant agreement.

The sub-grantee (school district) can submit expenses any time during the grant cycle (Jan 1- Dec 31, 2004), however, reimbursements will only be approved once it is verified that all required elements (risk assessment, hazardous response plan update, exercise, and evaluation/assessment reports) have been completed for each participating building. Request for reimbursement can be submitted as each participating building is completed. You do not have to wait until all of your buildings are completed.

Payments will be processed only at the end of each quarter as listed on the grant agreement.

Grant funds must supplement, not supplant wages, so payment for overtime expenses associated with administrative, clerical and support activities must be for work performed by sub-grantee employees outside of the employees established workweek.

Expenses for work performed by hourly employees must be clearly documented (copies of timekeeping records) and indicate a distinction between normal duties within their established workweek, and work completed outside of their established workweek in support of this grant.

Expenses for salaried employees must be for grant work conducted in excess of normal established work hours for that employee. Documentation showing hours worked on the grant and the normal established work hours for that employee (copy of contract or school policy) must be submitted with the request for reimbursement.
 
 

Yes, those are eligible expenses. That cost would be covered under number three on the Authorized Exercise Cost List.

No, this grant targets eligible school buildings and is not dependent on individual student eligibility.

No, staff/personnel cannot be paid stipends under the grant agreement. However, you may enter into a contract with any staff/personnel for grant participation if that is allowable under union guidelines. You should check with your union representative.

No, this is a planning and exercise grant - there is no reimbursement available for individual training.

The building must be occupied by the grant submittal deadline date of December 31, 2003 to be eligible.