2020 EAST Upgrade Grant for Arkansas Schools

2020-21 EAST Upgrade Grant Information

In cooperation with the Arkansas Department of Education's Division of Elementary & Secondary Education, EAST is excited to once again offer the EAST Upgrade Grant Program. This program leverages our collective support in partnership with local funds to ensure the technological capacity of EAST programs. While EAST programs are expected to plan and maintain up-to-date technological capacity, we recognize the need to help supplement these efforts when funding is available.

Grant Timeline

• Grant announcement – Friday, April 17, 2020
• EAST will begin accepting submissions (link opens) – Thursday, May 5, 2020, at 9:00 AM
• Deadline for submissions (link closes) -  Friday, June 5, 2020, at 3:00 PM
• Deadline for digital signatures to be completed - Friday, June 26 at 3:00 PM
• Award announcement – Thurssday, July 23, 2020 at EAST Seminar
• Purchase deadline - Friday, November 6, 2020
• Verification visit from EAST staff member - November 2020 through May 2021

EAST Upgrade Grant Submission Website Link

The 2020 EAST Upgrade Grant will officially open for applications on May 5, 2020, at 9:00 AM. All applications must be submitted digitally through the EAST Upgrade Grant submission link. The link will not open until 9:00 AM on May 5, 2020, and then will close at 3:00 PM on June 5, 2020.

When the application packet is received at EAST, the pdf will be converted into a Docusign document which will be sent to the facilitator, principal, and superintendent designated in the application. All 3 signatures will be required for the application to be complete. Signatures must be completed by Friday, June 26, 2020 at 3:00 PM.

Any applications received after the submission deadline or via fax, email, or mail will be not be accepted.

Instructions for Submission

• Download the file found below.
• Rename the file by typing your school name at the front of the file name.
• Open the file with Adobe Acrobat Reader DC (a free download.)
• Fill in the form. No signatures are required at this point.
• Save the completed form.
• Upload the form through the EAST Upgrade Grant Submission Page found on the EAST website.
• When you receive the Docusign version of your application, sign where directed.
• Inform your principal and superintendent to also sign the form when they receive it in their email.

Click Here to Download RFP in PDF Format

Frequently Asked Questions

1.  If my district is providing more than $5,000 can I include that in the equipment list?

Certainly. The final purchase amount can be in any amount. The grant will match up to $5,000 maximum.

2.  What if we can’t commit this round?

You will be eligible for future grant cycles; however, this is a year-to-year grant pool. Annual funding for this grant is not guaranteed.

3.  Are there only specific items that can be purchased?

The EAST Upgrade Grant is for the purchase of hardware and software for the local EAST program. You do not have to purchase from the EAST specifications; however, items on the EAST specification list are readily accepted. You are encouraged to submit other hardware/software items for consideration that you believe would be of great benefit for your EAST program. Items of a consumable nature (e.g. toner) and classroom furniture/fixtures are not eligible.

4.  Can we amend what is ordered after submission?

Any deviation from the grant process or purchase list must be approved in writing prior to the purchase of equipment. Any changes would need to be of a comparable nature (upgrade make/model (e.g. server model Y instead of server model X ) versus total change (e.g. 3D Printer instead of Server). Departure from the approved list will result in forfeiture of grant funds. 

5.  Can the district use funding spent prior to grant application for matching?

Only funds expended after July 1, 2020 may be used for the match.

6.  What if we did not fully participate in required events?

If you did not fully participate in the required events, you will not be eligible for this cycle.  You are eligible when you meet all of the following:

Fully participate in Conference for two consecutive years, AND

Fully participate in EAST Seminar for three consecutive years (or substitute Summer Remix for one of the three years, if applicable), AND

Participate in at least two Student Trainings in each of the previous two school years, AND

If applicable, fully participate in all sessions of Phase Training.

 7.  What if our program didn’t meet the minimum of four additional events?

If you have not participated in at least four additional events, please remedy and apply next cycle. These are critical to program growth.

8.  What about taxes and shipping?

Taxes, shipping and handling should be figured into the total.

9.  What documentation do I need to keep and make available for the validation visit?

Be prepared to produce physical items (workstations, cameras, servers,), purchase documentation, and classroom inventory.)

10.  Can I get assistance on purchases with recommendations from the EAST staff?

Absolutely, in fact, you are encouraged to speak with members of the EAST staff that are most familiar with equipping the EAST classrooms with the latest in technologies and resources available.

11.  What is the Upgrade Submission Link?  Where do I find it?

We are requiring all grant applications to be submitted digitally through the Upgrade Grant Submission link. The link will be active starting at 9:00 AM on May 5, 2020.  The link will then close at 3:00 PM on June 5, 2020.  Any applications received after the submission deadline or via fax, email, or mail will NOT be accepted,

The Upgrade Grant Submission Link is located on the EAST Initiative Website, then click on “Grants” under the “Library” section.  From there click on the “EAST Upgrade Grant for Arkansas Schools” and the Upgrade Submission Link will be on that page.

12.  Are there any items that cannot be considered for purchasing?

Drones cannot be purchased using upgrade money

Supplies like toner and paper cannot be purchased but items like memory cards, accessories are allowed.

Items not in a typical EAST classroom will be considered. Please detail reasoning to assist in the process.

Subscription items (e.g. Adobe Creative Cloud, Office 365) will be considered, please work with your local purchasing agent for best pricing. Online prices are often inflated in comparison.

Extreme items (e.g. a server or a video camera at a cost of $3,000 each will be considered though needs details explaining the need for going well beyond typical)

13.  Can I buy from any vendor?

Yes - we encourage districts to work with vendors for which they have good relationships. We can assist if needed on pricing or vendor recommendations. 

Schools Eligible to Apply

(based upon year of implementation or last Upgrade Grant awarded)