Hello and welcome to the GLEAM video series that are intended to help support you as you
collaboratively work with your diverse team to develop your GLEAM PreK-12 program Grant
proposal in this video.
We will be focusing on the budget.
I'm Allison Pickens, the GLEAM Grant Coordinator and an ELA Literacy support specialist.
In addition to hosting these videos, I'm.
Here to help support you every step of the way.
During the application process all applicants will have to submit an estimated budget for
all three years of the Gleam program Grant, I know that sounds daunting, but we have made
this process incredibly easy and user friendly.
By the end of this short video you will be able to navigate the budget workbooks and
develop an accurate, incomplete three year estimated budget The objective for this video
is to explain what the budget workbooks are and how they work and provide explicit instructions
for developing an accurate and complete three-year estimated GLEAM budget.
Please keep in mind that this is an estimated budget.
First, we will examine the budget workbooks and walk through the budget development process
step by step, before ending with a summary of frequently asked budget questions and information
about the many opportunities for further support that are available to you.
Let's start with an explanation of the budget workbooks Included in the PreK-12 RFP.
Are four budget workbooks one for track, one for PreK-5 one for track two PreK-5, one for
track one grade 6-12, and one for track two grades 6-12 for those applying to the GLEAM
Preschool Only Grant, please visit the GLEAM website for more information on that budget.
These workbooks are intended to guide you through the estimated budgeting, process and
will do much of the work for you.
First you will download the workbook that corresponds to your specific grade band and
track directly from the RFP web page.
Each workbook is specifically tailored to align to the activities and timelines of each
grade, band and track.
When you open the budget workbook you will see an instructions page.
It is the first of five tabs that make up the different components of the workbook Tab
Two is the calculations tab.
The calculations Tab is where where you will input the required information to generate
an estimated budget for each of the three years of funding on the calculations, Tab,
you will see a few yellow, highlighted cells, one for you to enter your district, name one
for you to enter the number of schools participating in GLEAM, and if you're applying to either
PreK-5 track one or PreK-5 track two.
If you're in selecting to include district preschool in your GLEAM program.
You will only enter information into the yellow cells.
The yellow, highlighted cells are the only places where you will be entering information.
When you enter the information.
These yellow, highlighted cells, the budget workbook will not only automatically calculate
totals, it will also populate the three budget tabs for each fiscal year.
The budget documents for each fiscal year make up the other three tabs of the budget
workbook.
In this portion of the video we will go through step by step guide to navigating the workbook
and developing your budget to start.
Open up the calculations, Tab, and enter your district name.
Then we you will use the drop down menu to the the number of schools in the selected
grade band participating in gleam.
Please note that if you're applying for more than eight schools, Please select eight on
the Budget workbook and make note of the number of schools participating in part three, of
the application.
There are budget restrictions for districts with more than eight schools.
Please see the fund Use details Document on the RFP For more information on that.
Then, if you are applying for either track one or track two within the PreK-5 grade band,
Please use the drop down, then, to select yes or no for the inclusion of district pre-k
in GLEAM.
That's all you need to do.
The rest of the budget will now auto populate the estimated budget for all three clean years.
Please confirm that the total grant request funds on the instruction page match the total
funds requested on each of the budget tabs at the bottom of the workbook.
Remember the information entered onto the calculations Tab will automatically populate
the budget year tabs.
You should not change or enter any numbers on the budget year tabs If your district is
applying to include indirect costs.
Please manually enter your FY23 indirect cost rate on each budget year Tab.
Please see the RFP For more information about approved indirect cost rates.
Now that your budget has been estimated, please enter your information at the top of the Three
Budget years Tabs.
Please enter your LEA name and LEA number.
That is the only information you will need to enter and make sure to do that for all
three fiscal years.
As a reminder.
This budget is just an estimate, and you will need to submit a formal, revised and approved
budget to Ed Grants.
Once you have made purchasing decisions throughout the Grant funding period The budgets for the
application are just a way to estimate funding, and are not a guarantee that the exact amount
will be awarded.
Finally, please save your work as an excel document properly named, to reflect your district,
since that is the format in which you will need to submit your budget.
Now let's turn to some frequently asked questions about developing a complete and accurate budget.
Can we select any budget workbook to guide the development of our budget.
No, please select the budget workbook that corresponds to both your grade band and your
track.
There is a different budget workbook for PreK-5 Track 1, PreK-5 Track 2, 6-12 Track 1, and
6-12 Track 2 What is the calculations, Tab?
The calculations Tab is where you where you will be entering all of your information,
to calculate your estimated budget for each funding year for clean.
Please only enter information in the yellow, highlighted cells, and be sure to read all
of the explanations and guidelines in each portion of the calculations Tab Once you've
completed this, all of the calculations will automatically populate the budget tabs for
years.
One, two, and three of GLEAM We are applying for more than eight schools, but the drop
down menu does not allow for that.
What do we do?
Please select eight for The number of schools participating in GLEAM.
If you are applying for more than eight schools, please note that in part three of your application
there are budget restrictions for districts with more than eight schools.
Please see the fund use details on the RFP Document for more information.
Our district qualifies for indirect costs.
Where should we enter that districts that have pre-qualified for indirect cost should
enter their qualified rate manually in each of the three budget years tabs.
There is not a place to enter that information on the calculation page.
How does the calculation page know the cost of purchasing materials If we have not yet
selected specific materials to purchase the numbers provided are estimates for the cost
of For all items, all GLEAM budgets are estimates, until purchasing decisions are made.
Adjustments and amendments may be made.
As you are prepared to expend the funds in the future.
Please note that all GLEAM purchases must be pre approved by DESE before they are made.
There are many opportunities for support provided to districts for applying for the GLEAM Program
Grants If you have questions about Gleam or the budget workbooks, please email me at GLEAM@mass.gov
or at Allison.D.Pickens@mass.gov If you have a question about budget-related items, please
email Gail Castle at Gail.A.Castle@mass.gov for technical experience.
If you want a more personal experience register on the GLEAM website for our weekly office
hours, which are held every Monday from three o'clock to four o'clock.
Pm.
You may register once and sign up to attend all of them, so the dates are automatically
added on to your calendar.
We encourage you to visit the GLEAM website often to get updates access resources, including
other videos in this video series along with our posted Q and A. And contact information.
Thank you for your interest in the GLEAM grants and the investment of time to prepare the
proposal before we wrap up.
It is important to know how vital your feedback is to us.
We are here to help support you in the development of a high quality Collaborative GLEAM program
grant proposal.
Please take a moment to complete the survey on the GLEAM website about your experience
with this video series.
Thank you for your time.