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<p class="MsoNormal">Dear Business Managers,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">This email is a gentle reminder about the Technical Assistance Program (TAP) program and also provides a clarification regarding the TAP program.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Reminder<o:p></o:p></b></p>
<p class="MsoNormal">Please remember that the TAP program application period closes at the end of the day on February 15, 2018. We will need to have your completed application by that date if your district would like to apply for a TAP program grant for the
2018-19 school year. We have quite a bit of funding available so chances would be good for the district to receive funding.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Clarification<o:p></o:p></b></p>
<p class="MsoNormal">On another note, we have received several inquiries about a change to the TAP program. Specifically, several districts have asked whether the TAP program can be used to reimburse costs for work that was previously done. We would like to
provide some clarification and updates to that issue.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In general, the TAP program is not designed to reimburse districts for assessment work that was completed prior to receiving a grant from the TAP program. The program has limited resources and in order to be as efficient with those resources
as possible, it is better for the grants to be awarded before the work begins. This also allows ODE to better track the work and ensure that standards are being met.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Additionally, the TAP program recognizes that facility assessment data and long-range plans age. It is important that as districts contemplate holding a local general obligation bond election that they have the most recent data available.
The goal of not reimbursing past work is to ensure that districts have the most recent data available to provide the best information to their communities.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">During the 2015-17 biennium, the TAP program waived that requirement for several reasons. First, the TAP program was developed and implemented during the 2015-17 biennium and we wanted to provide assistance to districts who could not wait
for the TAP program to start. Secondly, because of the late start, and knowing that assessments and plans would be due as part of the OSCIM Program grants starting in 2017, we wanted to get as many districts moving forward as possible. Finally, we wanted to
provide flexibility to districts as we implemented the new program. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In order to facilitate this waiver, the administrative rules for the TAP program specifically allowed work that was completed before the application to be a basis for reimbursement during the 2015-17 biennium. That provision was not continued
moving forward. Although the rule is silent, the intent was not to continue that practice.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Additionally, we recognize that we could have done a better job of ensuring that districts were aware of this change. These two factors have combined to create confusion among districts.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Some districts conducted assessment work, specifically to apply for the OSCIM program, before the 2018-19 TAP program opened. The confusion resulted in the understanding that because the work was done for the OSCIM Program, the work would
be reimbursed even though it was completed before the TAP program application period opened.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">On the other hand, many districts have not started work ahead of the opening of the application period. They have waited to see if they have received a grant before beginning the work. They have met the intent of the TAP program.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We acknowledge a lack of clarity on our part regarding when work should be started to qualify for reimbursement from the TAP program. In order to be fair to all districts, ODE is proposing a change to the 2018-19 TAP application period.
Please note that this change will only affect the current TAP application period.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For all of those districts that have not done work prior to applying for a TAP grant, please proceed per normal. We look forward to your application and potentially providing funding to your district for this work. The application period
closes on February 15<sup>th</sup>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For those districts that have already completed work and would like to seek reimbursement through the TAP program, we are providing this option:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l1 level1 lfo1">
<![if !supportLists]><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>The district shall submit an email request for reimbursement to
<a href="mailto:ode.schoolfacilities@state.or.us">ode.schoolfacilities@state.or.us</a>.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;mso-list:l1 level2 lfo1">
<![if !supportLists]><span style="mso-list:Ignore">a.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Requests must be made by the close of the 2018 TAP application period on Thursday, February 15, 2018.<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1">
<![if !supportLists]><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>In the email, please state for which election the long-range facility plans and facility assessments were submitted as part of an OSCIM Program application.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1">
<![if !supportLists]><span style="mso-list:Ignore">3.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>If, after all regular TAP applications have been fully funded and there are 2018 TAP funds leftover, districts that are seeking reimbursement for previous work will be funded.<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1">
<![if !supportLists]><span style="mso-list:Ignore">4.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>If there are not enough funds to fully fund all districts seeking reimbursement, then a lottery system will be instituted for those districts.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="text-indent:-.25in;mso-list:l1 level1 lfo1">
<![if !supportLists]><span style="mso-list:Ignore">5.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Districts will be notified of the decision at the same time as the other 2018 TAP applicants.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The following requirements will also apply:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Only long-range facility plans and facility assessments are eligible for reimbursement. No seismic assessments done prior to the 2018-19 TAP application period are eligible for reimbursement.<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Districts seeking reimbursement for previous work must have used the long-range facility plan, or facility assessment as a basis for an OSCIM Program application for the November 2017, May 2018, or November 2019 election cycles for the
OSCIM Program.<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="text-indent:-.25in;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="mso-list:Ignore">3.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>The work must be approved by ODE using the standards of the OSCIM Program.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Moving forward, ODE will provide clarity and transparency about how to address this issue. We will be working with our advisory group and are happy to get input from districts about recommendations moving forward.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for bringing this to our attention and your work with Oregon’s children in providing them healthy, safe, and warm school facilities. If you have any questions, please let me know.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Michael<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="line-height:115%"><span style="font-size:10.5pt;line-height:115%;color:#1B75BC"><img border="0" width="230" height="62" style="width:2.3958in;height:.6458in" id="Picture_x0020_1" src="cid:image001.jpg@01D39B76.9C570070" alt="cid:image003.jpg@01D31115.819753C0"><o:p></o:p></span></p>
<p class="MsoNormal" align="right" style="text-align:right;line-height:115%"><i><span style="font-size:12.5pt;line-height:115%;color:#1B75BC">Oregon achieves . . . together!<o:p></o:p></span></i></p>
</td>
<td width="463" valign="top" style="width:368.75pt;border:solid white 1.0pt;border-left:none;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%;color:#1B75BC">Michael Elliott<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">Office of School Facilities Team Lead<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">Office of Finance and Administration | Office of School Facilities<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">503-947-5627 | 503-551-9227<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><a href="mailto:Michael.s.elliott@state.or.us"><span style="font-size:10.5pt;line-height:90%;color:blue">Michael.s.elliott@state.or.us</span></a><span style="font-size:10.5pt;line-height:90%"> |
</span><a href="http://www.oregon.gov/ode"><span style="font-size:10.5pt;line-height:90%;color:blue">www.oregon.gov/ode</span></a><span style="font-size:10.5pt;line-height:90%"><o:p></o:p></span></p>
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