|
If you have questions about the Funding Application process, or you need assistance completing any of these tasks, please contact the Office of Public School Construction (OPSC).
- Assemble Required Documents
- Submit Application
- Respond to Requests for More Information
- Receive Approval
- Submit Fund Release Form
- Receive Funds
- Perform Follow-up
To file an application for funding, your district needs to assemble the following documents:
- Form SAB 50-04: Application for Funding. This form sets out the basic information needed to process and approve the appropriate funding.
- The Division of the State Architect (DSA) project plans and specifications.
- Certification of compliance with all applicable laws, specifically:
- The professional services requirements discussed in Funding Eligibility.
- Establishment of a Restricted Maintenance Account. To ensure that a State-funded project is kept in good repair, all school districts with average daily attendance above 1,200 (unified), 900 (elementary), or 300 (high school) must establish and maintain a restricted account within their general funds for the exclusive purpose of ongoing and major maintenance. This fund must amount to an annual encumbrance of at least three percent of the district's general fund. Smaller districts may certify that they require less maintenance or a smaller annual deposit.
- Cost estimates or a certification from the district's architect that project costs amount to at least 60 percent of the total available funding (from both State and local sources).
- An appraisal, escrow closing statement, and SFPD final site approval letter, if the application includes site purchase.
- A final plan approval letter from the SFPD (SFPD Form 4.09).
State law prohibits apportioning funds to any district that has not obtained written approval that its site selection and building plans comply with State standards.
Submit the required documents to the OPSC.
When the OPSC receives the funding application package, staff members schedule a site visit, review the plans, and examine other documentation.
If required information is missing, the OPSC sends a letter to your school district giving you 15 calendar days to respond with the required information. If you do not respond within 15 days, the application may be returned unprocessed.
After the OPSC has determined that an application is complete, staff will assign a date to the application, putting it in line for further OPSC processing. A large school construction project may involve many eligibility calculations to ascertain the proper State funding amount. The OPSC must verify information provided in the application package and ancillary documents, and review the school district's calculations to determine funding amounts.
The OPSC processes applications in the order they are completed. After the OPSC completes its review of an application, it schedules the project for approval at a State Allocation Board (SAB) meeting.
The SAB allocates funds on a first-come, first-served basis. If there is no discussion or disagreement, the Board may vote immediately to approve or disapprove the request.
The School Facility Program law provides that when available funding reaches certain minimum levels, new construction projects awaiting funding shall be prioritized or ranked using a priority point system, and that funding shall be made based on this prioritization. When this occurs, the SAB will rank and fund new construction projects on a quarterly basis. New construction projects that are not funded will be placed on an unfunded list and will be resubmitted to compete with new applications accepted for the next funding quarter.
Once your district receives funding approval from the SAB, you must submit a Form SAB 50-05: Fund Release Authorization, before the OPSC can release funds to your district's county treasurer.
If you do not submit the fund release form within 18 months of the SAB approval date, the entire grant will be rescinded automatically.
Your district's county treasurer will receive the State funds approximately two to three weeks from the receipt of the Form SAB 50-05: Fund Release Authorization.
After receiving funds, your district must submit the following documents to the OPSC:
|
What
|
When
|
Form SAB 50-06: Expenditure Report
This form reports all project expenditures to the OPSC, which is required to perform a financial audit of the project within two years of the completion of the project.
|
One year from the date that funds were released.Once each year for the duration of the project.
|
Progress Report
If the OPSC determines that substantial progress is not being made, or if your district does not submit a progress report, the OPSC can recommend that the SAB revoke the portion of your funding not committed by contract. The OPSC must give your district 60 days to comply before taking such action.
|
Within 18 months of the date funds were released.
|
Make sure your district continues to use a competitive process to acquire all professional design and other services. If, during an audit at project completion, the SAB determines that such a competitive process was not used, any grant already made will be illegal and may be recalled.
|
