2023-24 EAST Upgrade Grant

2023-24 EAST Upgrade Grant Information

Grant Timeline

• Grant announcement - Tuesday, August 29, 2023, at 9:00 AM
• EAST will begin accepting submissions (link opens) – Tuesday, September 5, 2023, at 9:00 AM
• Deadline for submissions (link closes) - Thursday, October 5, 2023, at 3:00 PM
• Deadline for signatures through Docusign - Thursday, October 26, 2023
• Grants awarded – Tuesday, November 14, 2023
• Deadline for purchases - Thursday, April 25, 2024
• Deadline for EAST audit - Thursday, May 23, 2024

EAST Upgrade Grant Submission Process

The 2023-24 EAST Upgrade Grant submission link will open for applications on September 5, 2023, at 9:00 AM. All applications must be written using the supplied fillible PDF form and submitted digitally through the EAST Upgrade Grant submission link. The submission deadline is October 5, 2023 at 3:00 pm at which time the submission link will close.

When the application packet is received at EAST, the pdf will be converted into a Docusign document which will be sent to the applying program's 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 Thirsday, October 26, 2023 at 3:00 PM.

Any applications received after the submission deadline or via fax, email, mail, or any method other than through the official submission link will be not be accepted.

Submission Instructions

• 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 Fillable PDF Application

Frequently Asked Questions

1. If my district is providing more than $5,000 may 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 cannot 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 may 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. May we amend what is ordered after submission?

  Any deviation from the grant process or purchase list must be approved by EAST 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.  May the district use funding spent prior to the grant application as the matching funds?

 No. The cost of equipment purchased before this grant is awarded will not qualify for reimbursement. Only funds expended after July 1, 2023 may be used for the match.

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

You may still apply. However, as this is a competitive grant opportunity, the fewer required items met, the less your chance of being approved for the grant. 

7.  What if our program doesn't have any additional items for consideration?

You may still apply. However, as this is a competitive grant opportunity, the fewer additional items you list, the less your chance of being approved for this grant. Keep in mind that these items are best practices which, when completed, show your school's dedication to creating and maintaining a quality EAST environment.

8.  What about taxes and shipping?

Taxes, shipping and handling should be figured into the purchase total and may be included in the funds requested.

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

Be prepared to produce the physical items, purchase documentation such as receipts, and classroom inventory.

10.  Is assistance on purchases available with recommendationsfrom 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.  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.

12.  Are there any items that require additional assurances whenbeing considered for purchase?

• 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.

13.  May 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)