For your convenience, a PDF version with screenshots is available for download.
First, if there was an application last year, the system asks if we want to “Copy Forward Document.”
Start at the Document Overview page of the NexSys application. The Document Status is now ‘Application in Progress.’ Please review the NexSys website for guidance and resources on how to navigate the NexSys platform. The Document Overview screen can be found by clicking the TIRA-2024 link in the top left hand of the screen. After reviewing the data in the Document Overview page for accuracy, look at the green toolbar on the left side of the screen and note that the boxes are not checked.
The green side menu is the navigation tool for the application. The accordion format allows us to see the four basic sections of the application: Forms, Tools, Status Options, and Related Documents.
The Forms tab includes the cover page, consortium information, budget pages, and attachments. The Tools section provides quick links to the landing page, status history, notes, and modification summaries. The Tools section also provides a section where the ISD/ESA can add/edit people and permissions for the RAG application. The Status Option section is where you can change the status of the application. The status options available depend on where you are in the application process.
The Forms section includes the Cover Page, Assurances and Certifications, Important Information, Title I Section 1003 Requirements, and Review Grants Selection.
Select the Cover Page in the side menu, which opens the cover page for the application. The Cover Page provides the legal authority for the grant. The Entity Page is auto generated with entity information from the Education Entity Master (EEM). If corrections are needed, please update the EEM.
The Main and Secondary Contact Person is selected from the contact information already in the NexSys system for your ISD/ESA. Select the contact person in the dropdown and the contact information is auto filled in the appropriate fields. Once the contact information has been updated in the application, select Save in the top right corner of the Cover Page.;
Assurances and Certifications assure that the applicant, sub-recipients, and their grant personnel follow all Federal laws and guidance. Once you have reviewed the Assurances and Certifications, select Save to save the page.
Note: The task boxes are completed once you finish the tasks in the side menu.Important Information is provided by the Michigan Department of Education, Office of Education Supports. Once you review the Important Information, select Save, and the check box will appear.
Title I, Part A, Section 1003(e) requirements are a part of the application process. There are six requirements that must be completed prior to application approval. Complete the required sections and check the box at the bottom of the page. Each field has a limit of 2000 characters. Save the Requirements page.
Select Review Grants Selection in the green side menu and then select Apply Now. Make sure to Save the page when you’re done.
Note: The task boxes are checked once the tasks are completed.The Budget Pages section is where the grant budget applications are stored. This section includes the budget summary, detail, budget line items, flagged budget items for the ISD, grant member (school district) summary, and grant member flagged budget items.
There are three sections to the Budget Summary page. At the top of the page, you find the Funding Source section with no information. The Budget Summary is the next section of the page, which has no information until budget items are added. The Contact Information is the last section at the bottom of the page. Complete the Business Office and Project Contact names, phone numbers, and email addresses, and then select Save. The contact information is a required field. Once you save the Budget Summary page, the Funding Source section will be automatically filled with grant information.
Note: An Attention screen notification, which is indicated by the exclamation mark in the green side menu, will pop up. The message says, “The budget must not be zero.” The budget is at zero right now until budget line items are entered. Save the Budget Summary page.Once the Budget Summary page is saved, the grant year allocation and carryover are available. Note that the carryover dollar amount will adjust once the previous grant year's Final Expenditure Report (FER) is submitted and processed. The Contact Information entered has been saved. The Budget Summary page still has an error/exclamation mark to bring our attention to the error message that the budget must not be zero. The next step will be to add an ISD-level budget line item, which will fix the error message. Note that the Attention notification bar can be collapsed, hiding the error message.
Submit the first budget line item on the Budget Item page. This is where you can print, save, add, and delete budget items for the ISD-level budget. Note that the Budget Item information is blank. Select the appropriate Function Code for this budget item from the drop-down menu. The application provides all the Function Codes available for the RAG. This is an ISD-level budget item, so function code 411 – Payments to Other Michigan Schools is not used in this budget.
The first budget line item entered for the ISD budget is a contracted coach to provide RAG services to identified schools. The appropriate function code is selected, the detailed line-item description is entered, and the total dollar amount is added under the object code for Purchased Services. Once the Budget Item page is saved, the Budget Item information auto-fills across the top.
To add another ISD-level budget item, select Add in the top right corner of the screen. You receive a blank budget item template. This line item entered is for salaries and benefits for a .5 FTE RAG manager under function code 226. The template information is blank, and the total dollar amount is $0 until the form is saved.
At the bottom of the Budget Item page is where you select the FTE or hours. Complete the FTE if the position is compensated based on the FTE. Complete the Hours section if compensation is based on the number of hours contracted. The Flag and Comment in the pink shaded area is where you will find flagged budget line-item comments from OES when the application is returned for modifications required.
Save the budget line item once the entire form is complete.
Helpful Hint: The exclamation error notification appears in the Budget Summary page when there have been changes made to the application. The application will require the Budget Summary page to be reviewed and saved when changes are made throughout the application process.
Once the budget item template is saved, the budget information and total dollar amount is auto filled. The Budget Summary link in the side menu still has an error message. Open the Budget Summary page, check your information, and save the page again.
If the ISD/ESA will reimburse school districts for RAG approved expenditures, a Consortium/Grant Member (school district) must be selected, and a district-level budget created. Under the General Information section in the green side menu, select the Consortium/Grant Member Information.
For more information on setting up district-level budgets, see Setting Up a 3rd Party Consortium guidance document in the RAG electronic Toolkit.
Once the budget line items have been saved in the Budget Items page for the ISD and school district, they appear in the Budget Detail page. Select the Title I RAG from the Funding Source drop down box. Select the ISD or school district in the Grant Member drop down to view individual budgets. Leave the Grant Member drop down blank to view all budgets at once. Select Search.
Scroll down the Budget Detail page to see the results. The budget details show up. Follow the headers across the top to view the specific information. The budget line items are sorted by function code headers. Each function code header has a sub-total, with a Grand Total for the budget at the very bottom.
The arrow in the top right corner of the screen allows you to “Export Results” in Excel, XML, or CSV format. Entity shows which budget item being viewed, either the ISD or individual school district. The line-item Description is a live link (blue/purple print) that leads to the Budget Item page for that specific budget line item.
The Attachment section is where the RAG required documentation for the application is uploaded. These are links for the District Service Plan, Signature Page, and Budget Support Documents. Please use clear and concise naming conventions when labeling documents.
For more information, see the Required Application Documentation guidance in the RAG Toolkit.
The Tools section provides links to help you navigate the application. The Landing Page takes you to the Document Overview page. You can also add/edit people who can access the application and view the status history and the modification summary. The Notes section for the application is also under Tools.
When you are ready to submit the application, go to the Status Options section and select Submit Application. You can also cancel the application and start over if necessary.
If there is missing information or errors in the application, a message screen will pop up when you select Submit Application. For example, if the District Service Plan and the Signature Page forms are missing, the message screen tells you that these documents are required and will prevent you from changing the application status. You will not be able to submit the application. The form provides links (blue/purple print) in the Form Name and clicking on those links will lead to the area of the application that is preventing the status change and application submission.
Once the application is complete, go back to Status Options in the green side menu and select Submit Application. The certification screen will appear. Review the certifications, enter any notes regarding the status change, and select OK. Notes left in the Status Options screen will appear in the Notes section of the application.
Check the Document Status on the Landing Page/Document Overview page to ensure that the application status changed to Application Submitted. The Application has been submitted.
The OES consultant will receive an email notification that the modification has been submitted in the NexSys application. The modifications are reviewed by the OES consultant within 7-10 business days.
For your convenience, a PDF version with screenshots is available for download.
When an application is returned for modifications required, you will see a Modifications Required Task in the My Tasks section of your NexSys dashboard.
The OES consultant will receive an email notification that the modification has been submitted in the NexSys application. The modifications are reviewed by the OES consultant within 2-5 business days.
For your convenience, a PDF version with screenshots is available for download.
Title I Regional Assistance Grant applications can be amended in NexSys. Submitting an amendment will begin with the entity’s Dashboard. The application requires a Level 5 Authorization to submit an amendment.
For your convenience, a PDF version with screenshots is available for download.
For your convenience, a PDF version is available for download.
For your convenience, a PDF version with screenshots is available for download.
Repeat until all entities have been invited. The Title I Regional Assistance Grant application is set to auto-accept by the Consortium Member/School District. No invitations to accept the application will be sent to school districts added to the application as Consortium Members. School districts with level 3 NexSys security level will have view only access to their own district’s budget in the application.
Until budget items have been entered, the fiscal agent can remove any consortium member by clicking on the red garbage can.For your convenience, a PDF version is available for download.
Implementation Facilitators (IF) funded through the Regional Assistance Grant (RAG) should be knowledgeable about evidence-based school continuous improvement strategies, research-based strategies, implementation science, and systems improvement. The Implementation Facilitator will work with district and building leadership to identify high-quality Tier One instruction in all classrooms, including early childhood (where applicable), and take steps to improve instruction when needed.
The expectation for RAG-funded Implementation Facilitators (IFs) is to assist districts with schools identified for CSI in identifying their data-based needs to improve student achievement, inform the district and school’s MICIP plan, and coordinate all efforts to help the CSI-identified district and schools manage improvement efforts. The RAG-funded IF will engage in regular, clear, and detailed communication with district and school leadership and any other partners, stakeholders, or vendors providing services to the district to support the CSI-identified school(s). The IF should understand why, what, and how supports are being delivered to schools and how supports align with the MICIP plan. All district and school personnel should view technical assistance and support as seamless and coordinated for the good of students.
All schools identified for CSI will receive RAG-funded supports. This is true regardless of Title receiving status and whether the district is operating under a signed Partnership Agreement.
The non-negotiables for all schools identified for CSI and their districts are:
The non-negotiables for Implementation Facilitators working with districts and schools operating under a signed Partnership Agreement are:
For your convenience, a PDF version with screenshots is available for download.
The Title I Regional Assistance Grant (RAG) required application documentation consists of a District Service Plan, District Signature Page, and Budget Support Documentation.
All identified schools receiving RAG services are required to submit the RAG District Service Plan and District Signature Page. Position descriptions, District-level position assurances, and other budget support documentation are required as applicable. Blank templates for required RAG application documents can be requested via email to Connie McCall.
When saving and uploading documents in the RAG NexSys application, our office suggests using some form of a naming convention for labeling documents. Please use some variation of the naming convention below when submitting. Abbreviations are acceptable and recommended.
district.school.document_title.dateThe District Service Plan is a school district-level document formatted in MS Excel with two sections. Follow the tabs along the bottom of the service plan to navigate between the District Information and the Services and Supports sections.
In the District Information tab, the school district names are in the drop-down list under the District Name/Code Field. Select the appropriate district name in the drop-down list. The District Code and the number of eligible CSI schools will auto-fill. Indicate in the yes/no drop-down list whether the district is a transfer from another ISD/ESA.
The District Service Plan must be submitted as an Excel file attachment. PDF or Word documents will be returned for correction.
You can add newly identified TSI schools identified in November by selecting the Newly Identified School–TSI in the drop-down menu.
Read the terms and assurances in the District Information tab. By submitting the applications, the ISD/ESA is agreeing to the terms and assurances.
Note the scroll bars along the bottom and right side of the screen.The Services and Supports spreadsheet address the services and supports for identified schools. In column B, select the name of the identified school. The Building Code and identification status will auto fill. Column H has no drop-down list and is an open-ended space to provide a written description of the services or support provided in that line item. Feel free to use column H for additional information and to list schools that are not found in the drop-down lists.
Select a support category (column J) and a support type (column L) from the drop-down lists. Do not leave any fields blank.
Use one line to indicate each support for those schools receiving multiple support categories/types.
District Service Plans are required for all identified schools receiving RAG-funded services or supports.
The District Signature Page is a district-level document that serves as an agreement to receive Regional Assistance Grant funded supports and services. If the District agrees to RAG funded services, the first two boxes must be checked. The signature page will be returned if both boxes are not checked.
If the district has CSI identified schools and chooses not to receive RAG funded supports, select the 3rd box on the form. Submitting this form is the only responsibility the ISD/ESA has if the district chooses to not accept RAG funded services.
District Signature Pages are required for all identified schools receiving RAG-funded services and supports.
Complete the form with signatures and dates. The form will not be accepted without signatures and dates. Electronic signatures are acceptable.
ISD-level position descriptions. If RAG funds are being requested for ISD/ESA positions, then a position description that includes the scope of work for the RAG activities is required. The position description must be uploaded to the RAG application under the Budget Support Documentation section of the application. The position description title must match the title for the requested position in the budget line-item.
District-level position assurances. If RAG funds are being requested for school district-level positions, then the ISD/ESA is required to collect a completed District-Level Position Assurance from the school district.
The purpose of the Assurance is to ensure that RAG-funded positions are filled with qualified individuals who are appropriately placed and have proper certification and background checks. The Assurance is collected instead of the required documentation and serves as an assurance that the school district has appropriate certification and background checks. The Assurance requires a position title and employee name. The position title must be the same as the requested position listed in the district budget line item.
If the school district requires an approved RAG application before posting and filling the position, it is the responsibility of the ISD/ESA to collect the Assurance once the position is filled. The ISD/ESA must have the Assurance on file prior to paying invoices for district-level positions. The assurance is then uploaded into the NexSys RAG application during open amendment windows.
The district-level position assurance must be completed with the date, ISD/ESA name, district name, school name, position title, and the employee’s name.
Select all check boxes that apply to each position and individual.
District and ISD/ESA representative signatures are required. The assurance must be submitted in the NexSys RAG application under Budget Support Documents.
The pre-approval service request form is used for pre-approval requests and/or large budget item requests. Use one form for each request. Complete the detailed description for the request, including the date of the request, the ISD/ESA name, district name, school name, and total amount requested. The detailed description includes the itemized budget description as applicable. The bullet points in the detailed description section are suggested details to include in the request and are not all inclusive for the request.
Questions 3-6 ask how the activity is reflected by the district or ISD/ESA in the identified schools’ continuous improvement process. Answering these questions will provide everything our office needs to make a determination for the requested activity.
District and ISD/ESA signatures are required before submitting the form. The Prior-Approval Service Request form can be emailed to Connie McCall for pre-approval and then uploaded in the NexSys RAG application for final approval.
Other budget support documentation. Other documentation can be uploaded in the RAG application as appropriate. Some example budget support documentation includes but is not limited to, contracts, quotes, estimates for services, and budget narratives.
Required documents are uploaded under the Attachments section in the green side menu of the application. See below the three sections for attachments: Service Plan, Signature Page, and Budget Support Documents.
The District Service Plan is uploaded in the appropriate section of the menu. Service plan attachments must be in MS Excel (XLS) format. No other format will be accepted. Complete the title of the document using the following naming convention (district.school.document_title.date). Upload the documents with the document source or drag and drop the appropriate documentation into the field. Note the save, add, and delete buttons in the top right corner of the application.
Use the same procedure for uploading the District Signature Page. Complete the title of the document using the following naming convention (district.school.document_title.date). Upload the documents with the document source or drag and drop the appropriate documentation into the field. Don’t forget to use the save, add, and delete buttons in the top right corner of the application.
Use the Budget Support Documents section for all other budget support documentation, including the ISD/ESA position description and district-level Assurances. Complete the title of the document using the following naming convention (district.school.document_title.date). Upload the documents with the document source or drag and drop the appropriate documentation into the field. Don’t forget to use the save, add, and delete buttons in the top right corner of the application.
For your convenience, a PDF version is available for download.
Time and effort documentation is required for all federally funded positions, including ISD/ESA and district-level positions funded by the RAG. Time and effort documentation should provide an accurate percentage of time charged to salaries and benefits for the appropriate funding stream. Best Practice is to collect time and effort documentation from districts prior to reimbursing invoices.
Time and effort documents must support the distribution of the employee's salary or wages among specific activities or cost objectives if the employee works on more than one federal award, a federal award and a nonfederal award, an indirect cost activity and a direct cost activity, two or more indirect activities allocated using different allocation bases, or an unallowable activity and a direct or indirect cost activity.
The ISD/ESA is not required to use the time and effort documents our office provides; however, they must provide documentation with the same or similar content. During fiscal monitoring, we review time and effort for name, position, dates, funding source, number of hours, percentage of time, employee and/or supervisor signatures, and signature dates. A description of the services performed is not required but is a best practice.
RAG recipients should also develop a continuous improvement system to monitor expended funds and the associated activities to ensure that districts and schools are utilizing those funds appropriately and equitably and, ultimately, to impact student outcomes positively.
Time and effort must be:
Michigan School Auditing Manual 2022-23 (pg. 146)
For your convenience, a PDF version is available for download.
The Michigan Department of Education (MDE) is required to conduct fiscal monitoring on entities that have received federal awards.
Fiscal monitoring involves reviewing the financial management and expenditures of federal grant funds awarded to educational institutions. Specifically, fiscal monitoring ensures that these funds are used appropriately, in compliance with federal regulations, and for authorized purposes.
MDE conducts Fiscal Monitoring on an annual basis. Entities for monitoring are selected based on the following criteria.
MDE reviews the following sections to ensure that RAG funds are used appropriately, in compliance with federal regulations, and for authorized purposes.
A Fiscal Monitoring notification letter is sent to selected entities requesting the following documentation:
MDE schedules a Fiscal Monitoring Review Introduction webinar for all selected entities to attend.
The MDE reviews the initial requested documentation. Additional detailed documentation samples will be requested in the following areas as appropriate:
MDE reviews all requested documentation and determines:
MDE Schedules a Fiscal Monitoring Exit webinar for each entity to discuss the sections included in the fiscal monitoring report and clarify all tentative/open findings.
If MDE determines that item(s) identified in the Corrective Action Plan are internal control deficiencies:
Within 30 days of receiving a response from the entity:
Should you have any questions regarding the process, please contact Bill Witt, Manager.
