FAQs

General

Impact Aid is a Federal grant program for local educational agencies (LEAs) who have lost local property tax revenue due to the presence of non-taxable Federal land.  The IAGS is a one-stop online resource for Impact Aid grant applicants and Department of Education staff.  In addition to streamlining and automating the grant application review and payment process, it is designed to provide better customer service and transparency for LEA applicants. 

  • Submit an interview-style grant application
  • Sign the application electronically
  • View the LEA’s applications and payment vouchers
  • Search the full database of known Impact Aid-eligible Federal properties in the LEA’s state
  • See information about critical deadlines and targeted announcements for your LEA

First, check the training page.  If you still have a question, send a message using the “Get Help” menu above.

System Accounts

No, the IAGS is a completely separate website.  If your LEA needs an IAGS account, use the Request Access link above to request a core user account.  The first user who receives an account from your LEA, the “core user,” must be a person who can sign the application assurances, binding the district to follow the laws, rules, and regulations necessary for receiving Federal funds.

The core user is the first person to get an account for a given LEA.  The core user must be an employee of the LEA with the authority to sign a Federal grant application.  Department of Education staff may follow up with you to confirm that the user is able to represent the LEA and sign the application assurances.  The core user will create accounts for two additional people to access the LEA’s information and decide what level of privileges they will have with respect to the application (i.e. can edit, can sign, can view only).  Send us the core user’s contact information, and their system account will be created as soon as it is approved.

It is good practice to have at least three people in your LEA familiar with the Impact Aid application and payment process to maintain continuity in the event of staff turnover.  Consider who on your staff will need access to edit your application, who will need access to detailed information about how your grant payments were calculated, and who will need to be notified in case the application is under review.  These staff members should have a system account.  

High-level payment information for FY 2021 and future years, including the allocation and amount of each Impact Aid payment to your LEA will be published on this website in the future and will not require a log in to view. 

  • Core User
    • Can sign an application
    • Can start an application
    • Can edit an application
    • Can create two LEA user accounts for others 
    • Can communicate with Impact Aid staff
  • Application Signatory
    • Can edit an application after an Application Editor has submitted it for signature
    • Can sign an application
    • Can communicate with Impact Aid staff
  • Application Editor
    • Can start an application
    • Can edit an application
    • Can communicate with Impact Aid staff
  • Read Only
    • Can view an application
    • Can communicate with Impact Aid staff

Due to the volume of account requests we are receiving, you will only hear from IAP staff if we are unsure whether the requester has the authority to sign the assurances on an application.  As soon as it is approved, you will receive an email from admin@impactaidgrant.ed.gov with your username and a temporary password.

Please view the video and download the User Management User Guide, which has screenshots and step-by-step instructions.

When assigning permissions, many core users are forgetting to add the school district name in the table that pops up for the security role.  Completing this last step will ensure that everyone who needs access to your district’s application will have it.  Please do not start the application until this step is complete.

Your initial temporary password expires after 7 days, but you do not need to contact us to reset it.  Simply use the “forgot password” link on the log in screen to reset your password.  Your username will be your email address with all lowercase letters.  If you are not receiving the new password, commonly the issue is that you have typed a capital letter in your username. 

Your account may be locked after too many invalid attempts.  Please call the help desk at 202-260-3858 to unlock your account.

If you know that you have not logged into the system in the last 120 days, it is likely that your account is deactivated.  Use the Get Help link on the blue menu above to send a message requesting that your account be reactivated.  This is normally accomplished within one business day.

  1. On the users page, click the profile icon next to the account that you want to delete.  (This may be a picture of the person, if they have uploaded one, or a gray shadow.)
  2. On the next page, under the person’s name, click the link for Security.  Choose the “Manage LEA User’s Security” button on the top right. 
  3. Delete your LEA’s name each time it appears by clicking the X next to its name. 
  4. Uncheck the role type selection for all security roles.
  5. Click the submit button.

This will deactivate the account. You will no longer see them on your user page, they will no longer be able to see any records associated with your LEA, and it will no longer count toward your LEA’s three users. 

An IAGS security administrator will need to change your LEA’s core user in the event of staff turnover.  Please send us a message using the Get Help link on the menu above.  Include the name of your school district, your current core user’s name and email address, and the name, job title, and email address of the person who will be the new core user.  We will verify that the new person is an authorized representative of your LEA that can sign the application assurances and make the change.

Use the Get Help link on the blue menu above to send a message requesting that your account be reactivated.  This is normally accomplished within one business day.

Application

The regular application deadline for Impact Aid grants is always January 31, unless that day falls on a weekend, at which point the deadline is is the next business day.  When you log in to the IAGS, you will find all of the relevant deadlines for the current application cycle on your home page.

Another user in your LEA may have started it before you had a system account, or your account does not have the correct permissions to start an application.  Click on the the gray person icon at the top right of the home page, choose Profile, then click on Security underneath your name to see whether you have been designated as an application editor.  Only core users and application editors can start an application.  Read only users cannot start an application.

If you have the correct permissions, on the home page, check your application’s status by clicking the “Application Status for your LEA(s)” blue menu title.  If it says the application is being edited, core users and application editors will be able to access the application in the task menu at the bottom of the home screen.  It will be in My Tasks if only one person can edit the application, or Group Tasks if more than one person can edit the application.  Click the blue arrow next to the task to open it and make your changes.

If you have tried all of these things, and still do not see your application, it may be that your core user missed a step when assigning your security privileges, and you will need to contact the help desk to fix it.  Please use the Get Help contact form above and let us know your name, your school district, and what security role you are supposed to have.

Only one person can have the application open at a time.  If you see a gray arrow next to the application task, and you see another person’s name under the “owner” column, it means that the “owner” is currently working in it.  The “owner” will need to click the “save and exit” button on the bottom left side of the application task.  After a slight delay of less than 5 minutes, all of the “assignees” will see the blue arrow and will be able to open the task one at a time.

If you do not see a name under the “owner” column, or the “owner” column lists your own name and you cannot open the application, please contact the system support desk using the “Get Help” link above.

If you click on a save button (either Save and Exit or Save and Continue) and the screen does not change at all, it indicates that there is an error on the page and your data has not saved.  Scroll up and look for errors highlighted in red, and/or red, bold text.   You may be missing required information, or you may have a blank row in a table that you need to remove.  Once these errors are addressed, the save buttons will work.

You know the Save and Exit button is working when you are brought back to the LEA page or the Home page.  You know the Save and Continue button is working when you are brought to the top of the page.

You should receive an email verifying timely receipt.  You can also easily check your application status by clicking on the blue “Application Status for your LEAs” title on the Home page.  The table that appears below will show the status of your application, and indicate whether it is timely filed or not.

As of the FY 2022 application cycle, LEAs do not need to submit a copy of their application to their state contact.  State contact persons have a system account, where they can log in an view your application at any time.

  1. Go to LEAs on the top blue menu bar and click the LEA record.
  2. Click on Applications, then “View Application” for your FY 2021 application(s).
  3. Near the top of the page, under Application Information, you will see a link called “Application Print” that will enable you to download a printable PDF copy of your application information.

If you want to print the application before it is signed and submitted, follow steps 1 and 2 above, and print this page as you would any other Internet page by holding down the CTRL and P keys. This printed copy will not paginate as well as the PDF copy, but all of the information will be there. 

The deadline to amend an FY 2021 submitted application is August 31, 2020.  Visit the training page to view a video and download a user guide with specific instructions on how to update your application.

Very little is different about the 7002 application.  You will still need to fill in the table with eligible Federal acres, revenue from activities on the eligible Federal acres, LEA acreage and value information, and your tax rate.

Experienced Section 7003 applicants will notice some differences between the old application in G5 and the new application in the IAGS.  The primary change is illustrated in the example below.

Example: In my LEA, I have 12 students who live on the Standing Rock Reservation.  Because I receive extra Impact Aid funding for Children with Disabilities (CWD) who live on Indian lands, I determine that on my survey date, 3 of those 12 students had an active Individual Education Plan (IEP) that is not for being gifted.

In G5…

  • I entered 3 students on Table 1 for the Standing Rock property because I know that’s where Indian Lands CWD are counted.
  • I entered 9 students on Table 3 for the Standing Rock property because I can only count each student once on the application, and I know Table 3 is where Indian lands properties can be listed.

In the new IAGS…

  • I am asked, “Do you have any students living on Indian lands?” I answer yes, and a table appears showing all the Indian lands properties I claimed on my prior application.
  • Next to the Standing Rock property, I provide a total count of 12, and a Children with Disabilities (CWD) count of 3.

Essentially, you will be providing child counts by category of Federal connection (i.e. uniformed services children living on Federal property, uniformed services children living off Federal property, children living in Federal low-rent housing, etc.) and by property.  You will provide the total count of children associated with the property in the category, and, if applicable to the category, tell us how many of the total have an IEP.  Tables 1 through 5 no longer exist.

There will be no penalty for continuing to use the parent-pupil survey form or source check template you have always used, provided it requests all required information, even if your form references the old application table numbers.  The Impact Aid survey requirements have not changed. 

In order to better assist your transition to the new application format, we are publishing a new set of sample source check forms in an Excel workbook (download here).  This file provides a template for a source check for each category of Federally connected student and removes references to application tables 1-5.  You are not required to use this new suggested format for your FY 2021 survey, but it may be easier to do so.  

If you had been grouping your results by application table, it will help you to sort your returned forms by category, and then by property.  A complete list of the categories of Federal connection is below, with an asterisk next to the categories that provide additional funds for Children with Disabilities:

  • Children living on Indian lands*
  • Children with a parent in the active duty U.S. Uniformed Services
    • Living on Federal property*
    • Not living on Federal property*
  • Children with a parent who is an officer in a foreign military
    • Living on Federal property*
    • Not living on Federal property*
  • Children living in Federal low-rent housing
  • Children who live on Federal land that is not Indian land with a civilian parent who works on Federal land
  • Children who live with a civilian parent on Federal land that is not Indian lands or Federal low rent housing 
  • Children whose civilian parent works on Federal land

LEA Records

We cannot release payments to a Local Educational Agency (LEA) if its DUNS number is not active on the System for Award Management (SAM).

  • Verify your school district’s DUNS number with Dun & Bradstreet by phone at 1-866-705-5711
  • Access SAM at www.sam.gov to register the DUNS number for your school district. If you need assistance with registration, contact SAM directly at 1-866-606-8220. 

We cannot assist you with this process.  Please do not contact us about your DUNS number until you have completed both steps.  After verifying your number and updating your LEA’s SAM registration, send an email to impact.aid@ed.gov or call 202-260-3858 to request assistance from an Impact Aid payments team member.  After verifying the DUNS in SAM, we will change the DUNS number on your LEA’s Impact Aid Grant System profile.

If you are changing the Payee DUNS number, banking information must be submitted to the Department of Education Finance Department ONLY by emailing a cover letter and direct deposit form to Stephanie Barnes at Stephanie.Barnes@ed.govDo not send banking information to the Impact Aid Program. 

Voucher details will be available on your LEA’s payment history in IAGS for payments made October 2020 and forward.  You will not see voucher details on your payment history for payments made in September 2020 or before.  Please email impact.aid@ed.gov to request copies of vouchers for specific payments made through the old system.

Application Reviews

If your district is selected for a review, IAGS account holders for your LEA will be notified by email.  The email will specify whether an analyst will come your offices (a “site visit”), or whether your documents will be reviewed remotely (a “mail in” review).  Your LEA’s designated Impact Aid contact person will also receive a notice by mail.

If your LEA will be reviewed through a site visit, the lead analyst for your review will be in touch to schedule a convenient time, and they will also provide you with specific directions on how to organize your files.

If you are selected for a review, you will not be able to amend your application.  An Impact Aid analyst will make all necessary application edits and child count adjustments (whether up or down), based on the documentation you provide. 

The letter linked in your notification email explains what documentation you need to provide, based on the information requested on your LEA’s application, the categories of Federally connected children that your LEA claims, and whether or not your LEA operates under Indian Polices and Procedures.  The letter you received is also posted on the Resources page under the Monitoring heading.  Email impact.aid@ed.gov if you are not sure which letter pertains to your district.  

In terms of organizing your electronic files, organize them by category first and then property, and alphabetize the documents within each property by student last name.  Utilize cover pages to help your analyst review your survey forms or source checks in the most efficient manner and give each file a clear name.  Here is an example of how to use cover pages to organize your documents.

It is most helpful if you order the properties in the same order they appear in each category on your application.  Please limit your electronic files to no more than 100 pages each; break up the documentation for a category or section into multiple electronic files if necessary.  You can indicate the number of each file in the file name, e.g. Uniformed Services Live On 1 of 3.pdf.

The deadline for submitting your documentation is generally 30 days from the date you are notified; however, for the FY 2021 application cycle, the Impact Aid program is providing an additional 15 days because LEA staff have increased responsibilities due to the COVID-19 pandemic.  Please do not mail hard copies of your application documentation unless your LEA does not have the technology necessary to send your files electronically. 

LEAs selected for a remote review will see a “Mail In Review” task on the IAGS home page.  It will either be under Group Tasks or My Tasks.  This task has a place for you to upload your documents, as well as a place to provide any notes or explanations you would like your analyst to review.  Click the blue arrow to open the task.

Only one person can be working on a task at a time.  If your task list shows that the task is “In Progress” and the “owner” column has a name in it, it means that the owner opened the task and has not yet clicked “Save and Exit.”  Once the owner clicks “Save and Exit,” the task will be available to the other people listed under the Assignee column.

Your analyst will open your electronic files, make comments on them if there is a finding, and summarize the findings, if any, in a report.  The report will undergo a peer review and receive a supervisor’s approval before the information on your application is updated.

You will receive an email when your review is complete.  After receiving the email, you can log in to IAGS and see the report with the outcome of the review, a summary of the findings (if any), and recommendations for correcting the findings.  You will also be provided with copies of your documents that include your analyst’s comments, to help you identify where, specifically, each issue occurred.

Log in to IAGS and select LEAs from the top blue menu.  Click on the name of the LEA that was reviewed.  On the next screen, under your LEA’s name, click the link for Applications.  Find your FY 2021 Section 7003 application and click the “View Application” link.  Click the link for “Field Review” at the top, under your school district’s name.  The “Documents” link (also at the top, under your school district’s name) will have any documents returned to you with comments.

You will have 60 days from the date that you are notified that the review is complete to submit corrected documentation, if necessary.  You will not be able to amend your application to correct the application.  Provide your assigned analyst with the corrected documentation before the deadline, and your analyst will make the necessary updates.

Call or send an email to your state analyst, listed here under First Contact.  The person assigned to complete your review may not be your regular state analyst, but they can direct you to the correct person.