Texas Education Agency (TEA) publishes grant applications electronically through the eGrants system and on paper. The process an applicant must follow to apply for funds is different for eGrants and paper applications.
- eGrant Applications: An eGrant is an online grant application that is published through eGrants, TEA’s electronic grants system. The eGrants system stores and makes available all grant-related documents, such as the grant application, general and fiscal guidelines, program guidelines, and any errata notices issued for the grant. eGrant applications must be completed electronically and submitted online.
- Paper Applications: Applicants must download paper grant applications in Adobe PDF form format from the TEA Grant Opportunities page, then complete the forms on the applicant’s desktop. After the application is complete, the applicant must print, sign, and mail the forms to the TEA Document Control Center. All grant-related documents, such as the grant application, general and fiscal guidelines, program guidelines, and any errata notices issued for the grant, are listed on the TEA Grants Opportunities page.
Request for Application
The request for application (RFA) describes the grant program as well as the associated guidelines, requirements, and provisions and assurances. The RFA consists of the following parts:
- General and Fiscal Guidelines: Describes requirements, processes, and guidelines applicable to all TEA-administered grants.
- Program guidelines: Describes the individual grant program’s goals and requirements.
- Grant application and instructions: Includes the forms, or schedules, that the applicant must complete and submit to become eligible for grant funding, along with any applicable instructions.
- Provisions and assurances: Lists the legal obligations the applicant agrees to comply with in accepting grant funds.
The RFA for any grant is available on the grant’s TEA Grant Opportunities page. If the grant is available through eGrants and you are an eligible recipient for the grant, the RFA is also linked to the eGrants homepage.
The legislation authorizing a formula grant includes a mathematical formula for calculating the amount of grant funds, or the entitlement, that each applicant may receive. TEA uses eGrants to electronically publish the applications for most formula grants. The formula grant applications for a given school year normally open in eGrants during the preceding spring semester.
The three major formula grant programs that TEA administers are authorized by the following pieces of federal legislation:
- Elementary and Secondary Education Act of 1965 (ESEA), as reauthorized in 2015 by the Every Student Succeeds Act (ESSA).
- Individuals with Disabilities Education Act of 2004 (IDEA).
- Carl D. Perkins Vocational and Technical Education Act of 2006.
Before an eligible applicant can complete an eGrants application, each staff member responsible for completing, submitting, and certifying the application must have a TEA Login (TEAL) account and access to the eGrants system. To request a new TEAL account, go to the TEA Login page and “Request a New User Account.” From the TEAL Accounts menu, request access to the eGrants application. The TEA Login page provides links to the online TEASE account and eGrants request forms.
The application for each eligible applicant includes an estimate of the funding amount (the “planning amount”) that will be available to the applicant. As the school year progresses and the data TEA uses to calculate entitlements becomes available, the planning amount is revised and the “maximum entitlement” is issued.
In addition to the grant application, eGrants includes links to all grant-related documents, including the program guidelines. Those documents are also available on the grant’s TEA Grant Opportunities page.
The legislation authorizing a discretionary grant gives some freedom, or discretion, to the agency administering the grant. The legislation may define certain elements of the grant program, such as population to be served or services to be provided, while leaving the administering agency free to determine other elements, such as eligibility criteria or the amount to be awarded to various grantees.
TEA may award discretionary grants on a competitive or noncompetitive basis.
Competitive Discretionary Grants
TEA awards competitive grant funds to eligible applicants whose applications meet submission requirements and receive the highest scores in the peer review process. The amount of competitive funds awarded to each grantee depends on the number of applicants that are eligible for funding and on the total amount of grant funds available.
The competitive process is strictly defined and monitored to ensure fairness and consistency. For complete information on competitive grants, refer to the General and Fiscal Guidelines, linked to the Guidelines, Provisions and Assurances page of the TEA website.
Noncompetitive Discretionary Grants
Noncompetitive discretionary grants are awarded to a predetermined list of eligible applicants, each of which is allotted a certain amount of grant funding. Applicants may access the grant application through eGrants, as with formula grants, or through the paper application (Microsoft Word files that are linked to the grant’s TEA Grant Opportunities page and that the grantee downloads, completes, prints, then submits on paper). TEA contacts eligible applicants directly to alert them to the availability and amount of noncompetitive grant funding.
The following entities are eligible to apply for formula and discretionary funds:
- Formula grants are available to independent school districts (ISDs) and open-enrollment charter schools.
- Discretionary grants may be available to ISDs, open-enrollment charter schools, education service centers, institutions of higher education, and public and private nonprofit organizations, depending on the eligibility criteria defined in the legislation authorizing the grant program or by TEA.
Before TEA awards funding of any type, the agency reviews the grant application for compliance with all grant requirements. It may be necessary for the applicant to update elements of the application to meet requirements. In those cases, TEA provides guidance to the applicant through the process known as grant negotiation.
TEA cannot award funds to an applicant until the grant application is negotiated to approval. If TEA determines during the negotiation process that the application is not eligible to be funded, the agency notifies the applicant of its ineligibility for funding. TEA is not responsible for paying for any expenditure incurred by the applicant.
When TEA and the applicant have negotiated the grant application to approval, TEA awards grant funds by issuing the Notice of Grant Award (NOGA). The NOGA incorporates all parts of the RFA, including the negotiated application, and constitutes the binding agreement between TEA and the applicant.
Allocation Amounts (State and Federal)
TEA administers grants funded by state and federal sources. The Texas Legislature passes legislation to authorize state-funded grants. The US Congress passes legislation to authorize federally funded grants.
Depending on the authorizing legislation, TEA either awards grants on a discretionary basis (discretionary grants) or bases the award on a mathematical formula described in the authorizing statute (formula or entitlement grants).
For discretionary grants, the commissioner of education has the discretion to determine the allocation. The commissioner may also have discretion about who is eligible and how the funds will be awarded.
For formula grants, authorizing statute determines eligibility and the statutory formula determines allocation amounts. Only local educational agencies (LEAs) are eligible to apply for entitlement grants.
Current- and prior-year allocation amounts for each LEA eligible for a state or federal entitlement grant are listed on the Entitlements page of the TEA website.
Amending the Application
The grantee may need to make changes to the grant program described and budgeted in the approved application. Some changes are within the grantee’s power to make without seeking TEA approval. Most changes, however, require the grantee to update, or amend, the approved grant application. All changes that are subject to the amendment process require TEA approval and may require negotiation.
To determine whether a planned change to the grant program requires an amendment to the application, grantees should consult the document When to Amend the Application.
The amendment process is fully described in the Amending the Application section of the General and Fiscal Guidelines.
Source: Texas Education Agency