2022-23 EAST Upgrade Grant for Arkansas Schools

2022-23 EAST Upgrade Grant Information

Grant Timeline

• Grant announcement -  Tuesday, August 30, 2022, at 9:00 AM
• EAST will begin accepting submissions (link opens) – Tuesday, September 6, 2022, at 9:00 AM
• Deadline for submissions (link closes) -  Thursday, October 6, 2022, at 3:00 PM
• Deadline for signatures through Docusign - Thursday, October 27, 2022
• Grants awarded – Tuesday, November 15, 2022
• Deadline for purchases - Thursday, April 27, 2023
• Deadline for EAST audit - Thursday, May 25, 2023

EAST Upgrade Grant Submission Process

• 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 the Fillible PDF Application

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, 2022 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 two consecutive years, AND

Participate in at least 12 hours of 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, purchase documentation such as receipts, 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 September 6, 2022.  The link will then close at 3:00 PM on October 6, 2022.  Any applications received after the submission deadline will NOT be accepted. Submissions other than through the upload link, including faxes, emails, and/or physically mailed packets and incomplete applications, 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?

Consumable supplies like toner and paper cannot be purchased unless included in an equipment bundle.

13.  Are there any types of items that require additional assurances when being considered for purchasing?

Items such as drones that require certification for legal use and potentially dangerous equipment, such as laser cutters. Licensing and precautions should be addressed in the Purchase Narrative.

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

Extreme items, such as very high end equipment. Details justifying the need must be provided.

Subscription software. Please work with your local purchasing agent for best pricing and consult EAST to confirm the software is not available through other means.

14.  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 and last Upgrade Grant awarded)