FLORIDA DEPARTMENT OF EDUCATION
�
CHARLIE CRIST
Commissioner
M E M O R A N D U M
TO:
Safe and Drug Free Schools Project Coordinators
FROM:
Martha K. Asbury, Chief, Bureau of Grants Management
Bernardo A. Garcia, Chief, Bureau of Equity,
Safety and School Support
DATE:
April 26, 2002
SUBJECT:
Procedural Changes For Safe and Drug-Free Schools (SDFS) Projects
As the current year funding for the Safe and Drug-Free Schools (SDFS) projects (authorized
under the 1994 Elementary and Secondary Education Act) comes to a close on June 30, 2002,
and the No Child Left Behind Act becomes effective, several significant changes in procedure
have become necessary.
During the past few months, it has become increasingly clear that
tracking and accounting for funds in this grant are extremely difficult because several different
projects, encompassing more than a single federal grant year, are open in districts at the same
time.
These different projects (Entitlement, Set-aside, and Enhancement) often have different
closing dates and have been extended from time to time beyond the end of the fiscal year.
In order to establish accounting control and fiscal accountability, it is essential that the changes
outlined below be implemented immediately:
(1)
?
Beginning July 1, 2002, the Safe and Drug-Free Schools district grants will be treated as
true entitlement grants. As required by federal statute, 93% of the funds available to the
state will be distributed by formula to school districts.
(2)
?
In the past, SDFS grantees were allowed no-cost extensions on Entitlement projects for
summer activities. No such extensions shall be granted henceforth. These projects must
be closed out June 30, 2002. All summer activities taking place after June 30, 2002, will
need to be included in the July 1, 2002-June 30, 2003, Entitlement grant application.
(3)
?
Enhancement projects have been approved through September 30, 2002. It is essential
that these projects close out on time and final expenditure reports be submitted by the due
date.
Safe and Drug Free Schools Project Coordinators
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April 26, 2002
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Page 2
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(4)
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There will be no Enhancement grants awarded in 2002-2003.
Instead, districts will be
allowed to roll forward up to 25% of any unused funds at the end of 2003 into their 2003-
2004 projects. Details regarding procedures for this will be provided to you in the next
few months.
(5)
?
There will be no new Set-Aside projects after the current year. This is no longer part of
the federal authorization. Districts currently implementing the first year of their two-year
set-aside projects must close out the current project by June 30, 2002, but may submit an
application by July 1, 2002, to implement the final year of set-aside activities using any
funds which have not been expended.
(6)
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The DOE 100A Project Application (cover page) has been revised to eliminate any
mention of governing board approval. While this does not remove the requirement for an
applicant to follow local procedures and policies regarding submission of applications,
the submission of the application is not dependent on such approval.
Neither is it
necessary to provide the date of board approval. These are internal operational issues for
which the applicant is responsible, but which do not require the prior approval of the
state.
We hope these procedural changes may be implemented without causing undue hardship on
behalf of applicant agencies and school districts. Implementation of them will result in better
fiscal accountability and will insure that carryover funds may be certified in a timely and
accurate manner, allowing you the full use of the funds for the purposes for which they are
intended.
If you have any questions regarding this, please contact Martha Asbury at 850/487-2604 or the
SDFS program office at 850/410-1667.
MA/BAG/pd
cc:
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School District Superintendent
District Finance Officer
Lorraine Allen
Penny Detscher
Lou Marsh
Margaret Jones
RM. 544 TURLINGTON BUILDING – TALLAHASSEE, FLORIDA 32399-0400 – (850) 413-0555 – FAX (850) 488-2869
€
http:/www.firn.edu/doe
€
An affirmative action/equal opportunity employer
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