1500 Highway 36 West
Roseville, MN 55113-4266
T: (651) 582-8200
TTY: (651) 582-8201
http://education.state.mn.us
Competitive – State - Distance Learning Training and Services
Adult Basic Education (ABE) Statewide Supplemental Services
Grant Opportunity Materials
TO:
Minnesota Approved Adult Education Institutions and/or Non-Profits
FROM:
Barry Shaffer, Supervisor
Adult Basic Education
DATE:
April 2, 2012
ACTION REQUIRED: Signed and Submitted Application Materials due by May 2, 2012, Midnight,
Central Time
This notification of the availability of state grant funds is made for the purpose of: providing statewide
supplemental services that support all approved Minnesota Adult Basic Education (MN ABE) programs. By
funding organizations and programs that specialize in the delivery of such supplemental services, expertise and
capacity building can be shared in a cost effective manner with all MN ABE programs. The Minnesota
Department of Education (MDE), Adult Basic Education (ABE) Division, is soliciting applications from adult
education institutions and/or non-profit organizations to address the following FY 2013 supplemental service
activities:
1. Maintain a distance learning task force to implement a process to assessing distance learning curricula,
proposed by ABE consortia, for inclusion under Minnesota’s Distance Learning policy.
2. Communicate distance learning information and resources to state ABE consortia by web site and email.
3. Continue Minnesota’s participation in Project IDEAL including support for the existing cohort of
consortia and a newly identified cohort of consortia.
4. Provide training on best practices in distance learning and digital literacy integration to ABE programs
at statewide events and in regions or to specific ABE consortia as appropriate, especially to those
consortia writing their five-year narrative applications.
5. Coordinate efforts with other ABE Supplemental Service providers.
6. Identify a set of ABE digital literacy content standards; distribute and conduct trainings to help
programs integrate the standards in ABE instruction.
7. Coordinate professional development (PD) efforts with MDE-ABE and other state PD providers
through participation in state PD advisory committee conference calls and quarterly meetings.
Approximately $140,000 is estimated for this project from state funds through Minnesota Statute Section
124D.522. The Department intends to fund one project with these funds. Eligible applicants must be
approved Minnesota adult education institutions and/or non-profit organizations.
The proposed initial award period is anticipated to be July 1, 2012, through June 30, 2013. MDE reserves the
right to award an additional continuation grant to the selected projects depending upon future funding
availability for this initiative and progress made during the initial grant period.
Each application must contain the elements as listed in the Application Components Section.
Competitive – SFY 2013, ABE SW Supplemental Services for Distance Learning Training
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This notification of grant opportunity does not obligate the state to make an award. The state reserves the right
to cancel this notification if it is considered to be in the state’s best interest or if funding is terminated.
If you are interested in applying for this grant you must download and save all Grant Opportunity materials
related to the grant opportunity to your personal computer. Please refer to the Electronic Grant Management
(EGMS) SERVS Application Submission Steps at the end of the instructions section for important and
necessary information to prepare and submit your application into our grants system. Please start early as
some of the steps require approval of documents (SERVS AUTHORIZATION) if your district/entity does not
already have them on file with the Department.
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GENERAL INFORMATION
Competitive – State - Distance Learning Training and Services
Adult Basic Education Statewide Supplemental Services
Grant Opportunity Materials
ELIGIBLE APPLICANTS
This competitive grant opportunity is open to approved Minnesota Adult Education Institutions and/or nonprofits.
FUNDS AVAILABLE AND AWARD AMOUNTS
A total estimate of $140,000 in grant funds will be available from Minnesota Statute Section 124D.522 for this
competition. It is the intention of the Minnesota Department of Education (MDE), Adult Basic Education
Division, to award one project up to approximately $140,000.
FUNDING PERIOD
The proposed initial award period is anticipated to be July 1, 2012, through June 30, 2013. A continuation
grant is anticipated but contingent upon the availability of future funds and progress made during the initial
grant period.
EXPECTATIONS – FINANCIAL AND PROGRAM REPORTING
If awarded a grant, you will be required to submit interim expenditure and progress reports, as well as a final
expense and progress report by the timeframe/date and in the form and manner indicated in the Official Grant
Award Notification (OGAN) or other award documentation.
Selected grantees may need to modify their budgets for clarifications to reflect the final state funding used for
the final grant award.
It is also important to mention a desk review may be performed on this grant at least once during the
grant period. The desk review may be conducted on at least two object code line items for one reimbursement
request. If you are contacted for a desk review, you will be sent a MDE Expense Review form to be completed
and returned. A general ledger plus all source documents to support the line items identified would need to be
provided to MDE.
ADDITIONAL INFORMATION OR ASSISTANCE
The following Program Contact Representative is available to provide additional information or answer
questions.
Contact: Barry Shaffer
Division: Adult Basic Education
Phone: 651 582-8442
Email: [email protected]
Questions related to the grant opportunity may only be answered by MDE’s Program Contact
Representative identified above or his/her successor. Information received from an unauthorized
source is not binding and could result in disqualification of your application due to misinformation.
Other MDE personnel are NOT authorized to discuss this grant opportunity with responders, before
the application submission deadline. Contact regarding this grant opportunity with any personnel
not listed above could result in disqualification.
Contact MDE [email protected] for assistance in the submission of your application
during regular business hours. Your questions will be forwarded to the appropriate person to assist
you. You may also call 651/582-8500 for assistance during business hours.
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APPLICATION FORMAT
Directions for completion of the application materials should be carefully read and followed. Incomplete
applications may not be forwarded to the review team. The total length of the application must not exceed 14
pages.
Please refer to the Application Components Section and the chart below for details on the specific
requirements in completing all forms.
REQUIRED APPLICATION SECTIONS/DOCUMENTS
FORM OR SECTION
NUMBER OF PAGES COUNTED
Application Cover Sheet
Does not apply to total page count
Assurances and Assurances to Comply – already
Does not apply to total page count
incorporated in application section
Narrative:
Up to 14 pages total
▪ Statement of Need
2 page limit
▪ Capacity
2 page limit
▪ Work plan Goals, Activities, Outcomes
8 page limit
and Optional Elements
Optional elements - page count does not
apply
▪ Evaluation of Outcomes
2 page limit
Budget Narrative Justification Worksheet
Does not apply to total page count
Partnership letters are optional and may be submitted as supplemental documents.
APPLICATION SUBMISSION DUE DATE
Grant applications are due to MDE by May 2, 2012, Midnight, Central Time and must be signed by the due
date and time.
SCREENING APPLICATIONS
The following items are reviewed for each application as part of the screening process. However, screening is not
limited to the following:
Absolute Disqualification/Rejection:
• Submitted (this includes electronic signature application by authorized agent) by MDE after the due
date as indicated in grant instructions
• Submitted by email or fax
• Submitted by an ineligible applicant
Factors that may result in loss of points and/or disqualification/ rejection from consideration:
• Incomplete application (i.e., missing required materials/documents)
• Funds requested exceed the maximum amount specified
• Application exceeds the maximum pages allowed
• Includes materials not permitted
• Missing budget and/or work plan
• Invalid SWIFT VENDOR ID Number
Applications that have met the screening criteria determined by the program area will be forwarded on for
further review. During the review process, members and/or MDE may take into consideration additional
factors including, but not limited to, past performance in meeting outcomes, past timeliness and quality of
reporting, demographics, geographic location, program sustainability and/or programmatic diversity and
internal controls when determining final funding decisions. Recommendations from the review teams are
considered. All funding decisions made by MDE are final.
Clarifications may be necessary before final approval is granted. Successful applicants may be partially or
fully funded, depending on the availability of funding.
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Successful applicants recommended for an award should receive notification within 4 to 6 weeks. Selected
applicants must wait until they receive the signed Official Grant Award Notification (OGAN) or other award
documentation, before providing any services and before any expenditure(s) may be incurred. *Any expenses
incurred prior to the full execution of the OGAN, or other award documentation, are not reimbursable
and are the responsibility of the applicant/grantee.
Please refer to the application submission steps at the end of the instructions section for important information
that is necessary to assist you in preparing and submitting your application.
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APPLICATION COMPONENTS
Competitive – State - Distance Learning Training and Services
Adult Basic Education Statewide Supplemental Services
Grant Opportunity Materials
APPLICATION COVER SHEET – MUST BE COMPLETED
You MUST complete the cover sheet for any application submitted. Please include the following:
o District/Agency/Organization (legal name)
o SWIFT VENDOR ID Number, DUNS number(if federal funding), CCR registration (if federal
funding), Organization site number (if district, district number and district type)
o Total amount requested
o Contact information for Identified Official with Authority (see below)
o Contact information for Program Contact Representative
o Contact information for Accounting/Business Manager
You will be required to enter contact information into the application submission site in addition to the
information entered into the cover sheet.
IDENTIFIED OFFICIAL WITH AUTHORITY - is the person with legal authority to sign legal documents
on behalf of the organization. This person must also authorize any internal agency staff permission to use the
MDE EGMS System and SERVS Financial. Every person using the system must have a level of access
granted by the agency head. Only the identified official with authority to sign (i.e., agency head) is authorized
to electronically sign the application as part of the application submission process. Failure to obtain the
required signatures will result in an automatic disqualification.
• For a school district - the superintendent must sign as the Identified Official with Authority
• For an organization/agency - it must be the Executive Director, CEO, Board Chair, etc.
• Program Contact Representative – should be the key person charged with administering the project
and will be the main point of contact for the project. (If this person should change, notice to MDE is
required).
Please refer to the Electronic Grants Management System SERVs Financial Instructions at the end of this grant
opportunity instructions section for further information on SERVS Financial Authorization.
We highly recommend: that you email or alert the identified official with authority who must sign
electronically that you are submitting an application using text similar to the following:
“I am in the process of submitting an application in response to a grant opportunity from the Minnesota
Department of Education, titled [insert name of grant]. To locate our application/s, please go to
http://education.state.mn.us/MDE/SchSup/DataSubLogin/SERVS/index.html and Log in to SERVS Financial,
select our organization, and select Grant Management in the left-hand menu. Under Current Grant
Opportunities, your electronic signature is required where there is a status of “Signature Pending”. You must
complete this step before the application due date and time deadline. As a signer, you will need to supply the
organization’s SWIFT VENDOR ID number, DUNS number (if federal) and CCR certification (if federal
funding).”
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ASSURANCES AND AGREEMENT TO COMPLY
The applicant is required to submit the Assurances and the Agreement to Comply with Assurances that is
already integrated in the application materials. The electronic signature applied to the application once
submitted to MDE certifies that as an applicant/awardee your district/agency shall/will comply with all
applicable federal, state and local laws, ordinances, rules and regulations, provisions and public policies
required and all assurances in the performance of the grant opportunity. Please refer to the section titled
ASSURANCES.
NARRATIVE – MUST BE SUBMITTED
Below are the criteria/elements that must be included in the work plan narrative. Follow instructions carefully
and do not exceed the page maximum. Be sure to attach any additional documents (such as letters of support),
and upload those as one supplemental document. Total points possible including the budget: 100
I.
STATEMENT OF NEED
Possible Points: 5
Please limit the length of your response to approximately 2 pages. Respond to each component below
separately.
Provide a statement of need based on an analysis of proposed supplemental services using objective
data (e.g., state and local census data, ABE teacher/manager survey information). Explain how the
needs are statewide in nature.
II. CAPACITY
Possible Points: 15
Please limit the length of your response to approximately 2 pages.
Include the organization’s staffing and capacity to carry out the activities of this grant.
Include a plan for the organization’s mission/purpose and how it aligns with the purpose of the grant.
Include potential partnerships with key community stakeholders or other regional partners.
Letters of support are optional and if submitted, should be attached as supplemental documents
combined into one PDF supplemental document (if more than one letter).
III. WORK PLAN: GOALS, ACTIVITIES, OUTCOMES AND ESTIMATED TIMELINES
Possible Points: 45
Please limit the length of your response to approximately 8 pages.
Describe the project including specific goals and activities, the anticipated outcomes for the proposed
project and a timeline. List out each goal and specify the activities that will be carried out under each
goal. Please provide information in the format below:
For each activity that you propose, you must address items 1-4 (Required Elements) below. You may
also consider providing information on items 5-10 (Optional Elements), if deemed appropriate.
Required Elements:
1. A clear and comprehensible narrative description of each activity and any associated “products”
(e.g., trainings, materials, websites) that will be developed and how they address the statewide
supplemental service needs.
2. An estimated timeline for the completion of each activity and its associated “products” that is
realistic and attainable.
3. An estimate in terms of staff allocation in FTE for each proposed activity (identify program and
administrative FTE separately and list all staff names associated with each type of FTE).
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4. The name of the staff person who has primary responsibility for each line-item activity and who
will serve as a liaison to MDE-ABE staff for this activity.
Optional Elements:
5. Explain how the activities will result in local capacity building.
6. Explain how the activity is either research-based or has a proven record of effectiveness.
7. Show that the services to be provided are comprehensive and inclusive of needs within the
proposed
supplemental service area.
8. Explain what training will be provided at both the state and local level.
9. Describe any alternative approaches/methods to deliver services.
10. Give your overall judgment of the quality of the proposed activities.
Provide information in the following format:
Activity 1
1.1 Narrative Description …
1.2 Timeline …
1.3 Staff Allocation …
1.4 Staff Person with Primary Responsibility
Etc.
Activity 2
2.1 Narrative Description …
2.2 Timeline …
2.3 Staff Allocation …
2.4 Staff Person with Primary Responsibility
Etc.
IV. EVALUATION
Possible Points: 25
Please limit the length of your response to approximately 2 page(s).
Describe how the anticipated outcomes will be measured, what data will be collected and how the
success of the project will be evaluated. Include plans for evaluation and reporting to MDE and other
education entities, including professional organizations, of successful strategies and outcomes.
BUDGET NARRATIVE JUSTIFICATION WORKSHEET
Possible Points: 10
Page Count Limit Does Not Apply
Grant Opportunity Finance Code: 324 (State)
The Budget Narrative/Justification Worksheet template must be completed and submitted as part of the application
for this grant opportunity based on the proposed grant period. The worksheet is based on a budget grid using
budget object codes from the UFARS specific to the above state finance code and identifies those object codes
which were already identified as allowable object codes by the program area for this project. School districts are
required to report expenditures using the UFARS.
Your worksheet with justifications will be reviewed to determine if it aligns with your work plan goals and
activities. It will also be reviewed to be sure that it provides enough justification to explain the total dollar amount
for each budget object code. Your budget should be based on using the funds for necessary and reasonable
expenditures to run the program. The total request will be reviewed to ensure it does not exceed any maximum per
grant amounts identified in the instructions section. If selected for a grant award, you may need to clarify the budget
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which may result in minor modifications to the budget. The justification space expands to allow you the ability to
insert additional information.
If selected for funding, the grants specialist will direct you on financial reporting requirements.
UFARS Dimensions
The Uniform Financial Accounting and Reporting Standards (UFARS) are standards developed to provide guidance
on accounting procedures and identify the financial reporting requirements of local educational agencies (LEAs) in
Minnesota. UFARS financial data must be reported to the Minnesota Department of Education (MDE) in a
prescribed format. The budget narrative worksheet is based similarly to the UFARS budget object codes. If
awarded a grant, the grant specialist will provide you with further information on reporting requirements.
For more information on each of these dimensions, please refer to the UFARS manual at
http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS/index.html
If you have UFARS or accounting questions, please contact [email protected].
IMPORTANT RESOURCES:
MDE UFARS Manual: For further information on budget line-item categories, refer to MDE's Website at
http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS/index.html
If you have UFARS or accounting questions, please contact [email protected].
State of Minnesota Guide to Local Government Capital Assets guide is located at
http://www.dot.state.mn.us/stateaid/CSAH/GASBforms/mnlgcag.pdf.
Federally funded grants: please refer to the Office of Management and Budget (OMB) Circulars A-122 for
Non-Profits, A-87 for State, Local and Indian Tribal Governments (school districts and cooperatives) and A-21
for Institutions of Higher Education. These documents will provide a list of allowable and unallowable cost
principles for federal funded grants and guidelines for maintenance of payroll documentation. All grant costs
should be reasonable and necessary for the grant project and documented by grantee. To review OMB
circulars, go to http://www.whitehouse.gov/omb/circulars.
Code of Federal Regulations, Title 34: For federally funded grants that are educational, please refer to
http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html.
For the current fiscal years Indirect Cost Rates please visit:
http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt click on guidance and reports.
Commissioner’s Plan: http://www.mmd.admin.state.mn.us/commissionersplan.htm (Chapter 15 and Appendix
H)
ACCOUNTING SYSTEM AND FINANCIAL MANAGEMENT QUESTIONNAIRE (ASFMQ)
Once awarded, any applicant (or fiscal agent) who is a non-profit agency, educational service cooperative, or a
private organization, will be required to have the ASFMQ and supporting documentation on file with MDE to
ensure that the potential grantee or fiscal agent has adequate oversight and appropriate internal controls to
properly administer grant funds. Failure to provide this information when requested, or if your program lacks a
healthy financial status, may hinder your ability to be funded. The actual form is not included as part of the
application materials but may be sent from MDE if required at a later date.
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ELECTRONIC GRANTS MANAGEMENT SYSTEM SERVS FINANCIAL:
APPLICATION SUBMISSION STEPS
If you need assistance submitting your application or obtaining authorization, please contact the Grants
Services Team at [email protected]. Assistance is provided only during regular business hours.
Your question will be forwarded to the most appropriate person within the agency that can assist you. You
may also call 651/582-8500.
Note: In order to complete your application and comply with reporting requirements, you must have the
following information: (1) An organization site number (ORG) with MDE; (2) SWIFT VENDOR ID
Number (3) DUNS number (if a federal grant opportunity); and (4) CCR Registration confirmation (if a
federal grant opportunity). See the instructions on the following pages on how to obtain these important
numbers.
1. Obtaining SERVS Financial Authorization
VERY Important! Before your agency can submit a grant application, all staff involved with the
application process must be granted access to SERVS Financial. For clarification purposes, the
IDENTIFIED OFFICIAL WITH AUTHORITY is the person who has legal authority to sign legal
documents on behalf of the organization submitting the application.
A. For a school district – it must be the superintendent
B. For an organization/agency – it must be the Executive Director/Board Chair
The SERVS Financial Access Authorization Form is located by accessing:
http://education.state.mn.us/MDE/SchSup/DataSubLogin/SERVS/index.html and click on SERVS Financial
Access Authorization for the form and read through the instructions located in the same area.
Access to SERVS Financial is accomplished in three steps:
1. Agency Head (identified official with authority) completes the SERVS Financial Access Authorization
Form by assigning user roles for any person using the MDE SERVS Financial on behalf of the
organization. Any person expected to use SERVS Financial should be included on the authorization
form. Please identify under the column Authorized User the appropriate staff/person in your
organization that should have access and the level of access to be granted. As each person can only be
assigned one of four roles, please assign staff accordingly and provide their full name, title and email
address. You may add or reduce the number of staff per role.
2. They must identify self as Approve Application and Budget user per the SERVS Financial Access
Authorization Form.
3. Sign the SERVS Financial Access Authorization Form before submitting it in word format to the
[email protected]. It must be submitted from the Identified Official with Legal Authority
– User Role 1.
There are four (4) different access Authorized User Roles and one optional role.
1. Approve Application and Budget – Approver (Read/Write in grant and budget, Approve grant
submission and Read in checkbook (role of official with legal authority; see A or B above).
2. Application and Budget – Read/Write in grant and budget and Read in checkbook (enter grant
application and budget and view the budget).
3. Account Register/Request Draws – Read grant and budget and Read/Write in register and
checkbook to draw funds (role of business office and generally for formula type grants)
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4. View All (Read Only) – No write permission
5. Review Competitive Grants (optional): Grant Review Team member as requested by MDE.
•
The Agency Head will need to send the completed and signed form via email (in word format) to
[email protected]
After the agency head has received approval of their authorization form, each staff person must login to SERVS
Financial and request the appropriate role. Authorized users must log-in to SERVS financial on the MDE web
site at: http://education.state.mn.us/MDE/SchSup/DataSubLogin/SERVS/index.html and click on Log into
SERVS Financial. Then, set up their account requesting the assigned role that was approved.
How to Create or Modify Account and set up a new account (if you don’t already have one) or, modify an
account and once your password and account are approved you may request access for your specific role, then log
out. Access will be granted if the requested role matches the role assigned by the Agency Head and in the order
they are received.
If you are denied access an explanation is included in the e-mail notification sent to you.
If you have question, please contact [email protected] or the helpline at 651/582-8500.
2. Obtaining Required ID Number Information Necessary to Complete the Application Cover Sheet
REQUIRED I.D. NUMBERS (CHECK IN WITH YOUR BUSINESS OFFICE TO SEE IF THEY
HAVE THESE NUMBERS ALREADY)
To apply for this grant opportunity your agency head will be expected to provide the following pieces of
information:
1. SWIFT – Statewide Integrated Financial Tools Vendor Number
2. Confirm CCR registration and provide DUNS number* (only required if
federally funded grant opportunity)
3. Organization Site number**
To obtain a SWIFT Vendor Number, please go to http://www.mmb.state.mn.us/vendorresources. Follow the
instructions for curent vendors or new vendors (whichevery applies). Once you get a vendor number you will
then need to register to the supplier portal at http://supplier.swift.state.mn.us and click on “Vendor Registration
Link”. Once you get this information, please keep this information in a secure place for future reference.
*WHAT IS A CCR AND DUNS?
All school districts, charters schools, non-profits and other entities applying for federal funding are required to
create/and or validate existing Central Contractor Registration (CCR) and Data Universal Numbering System
(DUNS) registration data. Registering for CCR and DUNS is a federal requirement. If you do not have this,
please register immediately. A DUNS number is a unique nine-character number that identifies your
organization. The DUNS number will be used to track how the federal grant money is allocated. The CCR is a
web-enabled government wide application that collects, validates, stores, and disseminates business
information about the federal government’s trading partners in support of the contract award, grants, and the
electronic payment process. For additional information on DUNS and CCR, visit www.Grants.gov.
A. Registering for a DUNS number
1. To verify or register for a DUNS number, go to the Dun and Bradstreet website at:
http://fedgov.dnb.com/webform/displayHomePage.do or
http://www07.grants.gov/applicants/org_step1.jsp
You will need to provide them with specific information in order to obtain a DUNS number.
B. Registering in CCR
1. To register with CCR, you can apply by phone (1-888-227-2423) or register online at
https://www.bpn.gov/ccr
2. If your organization is already registered, take note of who is listed as your E-Business Point of
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Contact (E-Biz POC). For applications being submitted through Grants.gov, this person will be
responsible for authorizing who within your organization has the responsibility to submit
applications.
3. The following is some information that will be needed to register in CCR:
a. DUNS number
b. Tax identification number (TIN) and name used in federal tax matters
c. Electronic Funds Transfer information for payment of invoices
When registering in CCR, please do not opt out of the public search.
REMINDER: Make sure that your E-Business Point of Contact with the Central Contractor Registration
is up to date.
**Obtaining an Organization Site Number with MDE
If you currently do not have an organization site number with MDE (e.g., new nonprofit organizations), you
will need to obtain one before you can complete the application submission steps outlined below. To register
and obtain an Organization Number, go to our home page, then Data Submissions Page and then under District
and School Site Verification (left menu – alphabetical sort):
http://education.state.mn.us/MDE/SchSup/DataSubLogin/SiteVerif/index.html
Scroll down and select the Site Change Request Form. You can save the form to your computer, complete it
and email to: [email protected]. If you have any questions, please email the same address or call
Mary Pat Olsen at 651-582-8624.
3. Preparing Your Application
While you are waiting to obtain access and authorization to SERVS Financial, you may begin preparing your
grant application. Remember only one application word document may be submitted into the system. More than
one (up to 5) supplemental documents may be attached, if necessary, for your application. However, we
recommend placing all excel supplemental documents into one PDF file and all word supplemental documents
into one PDF.
You must download the application from the MDE website. Any document(s) that you may have used for earlier
grant opportunities will not work. To obtain an original application please go to:
https://education.state.mn.us/EGMS/searchAllActiveGrants.do and you will find list of open grant opportunities
for both competitive and formula initiatives. Click to open the grant opportunity you are interested in applying
for.
•
You must download and save all materials related to the grant opportunity to your personal computer.
•
Do not copy and paste the grant opportunity application into a new Word document, as the system will
not allow you to upload it in this format. The document that you upload must be the same document
that you originally download.
•
Do not use any underlines or hyperlinks in the application.
•
Do not change the layout structure of the application. Your grant application must be completed using
Microsoft® Office Word.
•
If you are using Word 2003 for Windows or Word 2004 for Macintosh, the document must be
saved in Word 97-2004 format and be named so that it has a “.doc” file extension. This is the
document format that is compatible with Word 98 through Word 2004 for Macintosh and Word 97
through Word 2003 for Windows.
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•
If you are using Word 2007 or 2010 for Windows or Word 2008 or 2011 for Macintosh, the
document must be saved in Word Document format and be named so that is has a “.docx” file
extension. This is the default XML-based document format for Word after 2008.
•
When you have finished preparing your grant application, you should send a copy of the application to
the authorized representative/agency head for review prior to uploading. If you need to resubmit the
application due to a revision, you may do so but the new version must be submitted and signed by the
due date and time.
•
You should send a reminder to the agency head (identified official with authority) and inform him/her
that he/she will need to electronically sign the application (before the due date and time) in order for it
to be completely submitted and considered. If a revised application is submitted, that revised
application will need to sign the new application submitted to the site.
4. Registering to SERVS Financial – Creating or Modifying an MDE Account/Self-Register Roles
Before you register, you must have an MDE account (user I.D. and password) and be sure that your agency
head has submitted the SERVS Financial Access Authorization Form to MDE (see step #1 above the SERVS
Financial Authorization instructions).
•
If you do not have an MDE account, you are required to self-register and establish a User I.D. and
Password. Please go to http://education.state.mn.us/MDE/SchSup/DataSubLogin/SERVS to
access the link to Log into SERVS Financial and Create or Modify an MDE Account. (NOTE: if
you already have an MDE account, you will login using your User I.D. and Password and skip to
number 4 below (select your SERVS Financial Role).
•
From the MDE Web Site go to http://education.state.mn.us/MDE/SchSup/DataSubLogin/SERVS
and click on the link to Create or Modify an MDE Account and follow instructions.
(1) Select “Create new MDE Account” (if you don’t have a password or ID already)
(2) Accept the MDE agreement
(3) Complete your MDE account profile
(4) Select your SERVS Financial role
(5) Choose the organization(s) you represent (be sure to select the correct number)
(6) Click submit
•
After you have requested your User I.D. and password, log out and await notification (via email)
that your registration is complete.
•
A request for access will be sent to MDE and your access will be confirmed by reviewing the
SERVS Financial Access Authorization Form submitted by your agency head. Notification will
occur within one business day but these are processed in the order received.
If you have questions or issues regarding the SERVS Financial Access Authorization, please contact 651/5828500 or send an email to [email protected]. Assistance is provided during regular business
hours. Your question will be forwarded to the most appropriate person within the agency that can assist you.
5. Uploading your Application (for submission)
Note: Individuals must be pre-registered with MDE before they may submit an application. See the
SERVS Financial Authorization and Registering to SERVS Financial instructions above.
Please ensure that the agency head (identified official with authority) has had a chance to review the
application prior to uploading/submitting for signature. If you resubmit your application prior to the due date
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and time, the resubmitted application or documents MUST BE SIGNED in the system by the due date and
time identified.
NOTE: In the application submission site on the EGMS SERVS, after you have attached your completed
application and supplemental documents, you will also need to enter specific agency contact information for
this grant. If you are selected for an award and this information is not available in SERVS it might delay the
Official Grant Award Notification document from release.
•
To submit a grant application through EGMS SERVS Financial, go to
http://education.state.mn.us/MDE/SchSup/DataSubLogin/SERVS/index.html SERVS Financial and
after logging in go to Under Grants Management Link, select “login to SERVS Financial.” Once
there, you will enter your User I.D. and Password, select your agency (if you have more than one) and
select Grants Management to manage current applications or upload a new application.
•
The application document you upload into the MDE EGMS SERVS Financial MUST be the
same Word document that you originally downloaded to your computer from the MDE website.
If you copy, cut or paste the downloaded document into another Word document, this will cause a
major error and/or be considered a corrupt document, when you attempt to upload it. The system will
not allow you to upload a new or different Word document; it must be the same Word document
originally downloaded to your computer. Supplemental documents may be in another format.
However, the application must be in word format.
•
The system will only allow you to upload up to five single supplementary attachments (e.g., Word or
PDF). If you need to upload multiple documents, you can merge them into one (preferred) single
attachment if in the same format. If you have supplemental documents in different formats, you can
attach each different type into the application site. However, only one application document may be
uploaded into the application site.
•
Once you have successfully uploaded your grant application into the EGMS system, the status will say
“Signature Pending.” Then, give your agency head a “heads up” that the application is ready for them
to sign in the application. Let them know that it has to be signed by a specific date.
•
Any applications, including resubmitted applications (upon MDE approval) submitted after the due
date and time will not be accepted.
•
Any applications submitted without an electronic signature by the due date, will not be accepted and
are automatically disqualified/rejected.
6. Obtaining Electronic Signatures
After you have uploaded your application into SERVS Financial, you need to obtain the electronic
signature of the agency head (identified official with authority). Let the agency head know that the
application is ready for their signature and there is a due date it needs to be signed by. If you resubmit a
revised application, you must inform the agency head and have them sign that version.
The agency head is the person with legal authority to sign legal documents on behalf of the school district,
organization or agency (e.g., superintendent, Executive Director, CEO, Board Chair, etc) and must have been
given the role of Approve Application and Budget. See the SERVS Financial Authorization and Registering
to SERVS Financial instructions above.
•
To electronically sign the application, the agency head must go to
https://education.state.mn.us/FinancialSystem/. Under Grants Management Link, select “login to
SERVS Financial.” Once there, you will enter your User I.D. and Password, select your agency (if
you have more than one) and click on “submit.”
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•
Click on “Current Grant Applications” (on the left side).
•
Select the application you want to sign from the list (the status should say Signature Pending).
•
On the Grant Applications Details page, you will be able to review the grant application submitted. If
satisfied, you will click Sign Grant Application.
•
You must agree to the terms in the signature agreement in order to sign the document.
•
MDE will consider your application complete only after the electronic signature(s) has been obtained.
If you must resubmit your application, a resubmission is only allowed if resubmitted and signed prior
to the due date and time.
•
The signature process is completely electronic. You will not provide your written signature nor will
you provide an image of such. Instead, you will accept the MDE electronic signature agreement as the
authorized representative and provide your MDE User I.D. and Password to confirm your identity.
•
Your signature event is recorded (time and date) on the Grant Application Details page. The grant
application status is now “Under Process” by MDE. Make sure to check the site to be sure the status
reads as “under process” after the electronic signature has been applied.
If you have technical questions related to using the EGMS SERVS Financial or submitting your
application, e-mail the Grants Services Team at [email protected] during regular business
hours. Your question will be forwarded to the most appropriate person to assist you. You may also call
651/582-8200.
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