Instructional Material Aid

BACKGROUND            INTENT            USAGE            ELIGIBILITY            FILING            PAYMENT           ​ RESOURCES            ​ ACRONYM GLOSSARY ​
Background
  • NYSED funding program technically known as “Instructional Computer Hardware and Technology Equipment Aid”
  • Education Law sections 753, 754 and NYCRR 21.3
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​Intent
Library-centric funding.
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Usage
Aidable expenditures include:
  • Purchase or lease of micro and /or mini computer equipment or terminals for instructional purposes, including mini-computers, microcomputers and peripheral devices.
  • Technology equipment used for instructional purposes, defined as: equipment with a useful life, used in conjunction with/in support of educational programs 
  • Repair of technology equipment. (Repairs must render the hardware functional at a cost that is significantly less than total replacement.)
  • Training and staff development for instructional purposes.
  • Other eligible computer hardware as may be required for the operation of a computer-based instructional program may include: computer tablets and e-readers used for instructional purposes; graphing or scientific calculators with a useful life and necessary to meet State learning standards​.

Examples of unaidable expenditures include:

  • Internet connectivity (not hardware or equipment)
  • T1 communication line access and use (not hardware or equipment)
  • E-mail services (not hardware or equipment)
  • Mileage (not hardware or equipment)
  • IT director (not hardware or equipment)
  • Carts for mobile computers (no, unless required for the operation of a computer-based instructional program; i.e., multiple classrooms need the computers to implement the program requiring computers to be moved in order to be used)
  • Consultant fees (not hardware or equipment);
  • Expenses aided under BOCES technology CoSers.

No double dipping with any equipment purchased via a BOCES CoSer.

Both the law and regulation pertaining to this aid clearly state that expenditures for all equipment, repair and staff development claimed for this aid must be for instructional purposes only. Due to advances in computer technology, there may be situations where a particular equipment purchase supports both instructional and non-instructional use. In such instances, districts should claim for purposes of this aid only the instructional portion of the expense, as determined by applying a reasonable method of proration.

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Eligibility
All NYS districts are eligible although we are unclear as to what formula the State uses to calculate the amount of district aid.
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Filing
Expenses should be submitted with the district’s State Aid claim by September 2 of the claim year.

Revisions to State Aid claims, including ST-3 and Schedule C, must be submitted to State Aid by no later than June 30 of the aid year to be eligible for payment as a current year aid.

For example, claims for the aid year 2020-21 must be submitted by June 30, 2021 to be paid as a 2020-21 current aid payment.

Statute of Limitation: After June 30th of the aid year, claims for aid payments must be submitted no later than one year after the close of the school year for which aid is being claimed.
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Payment
The aid is paid in the spring of the aid year together with the Textbook, Software and Library Materials Aid payments.
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Resources
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Note that New York State Education Dept. (NYSED) is still issuing guidelines for use of NYS's $7.9 billion allocated in the American Rescue Plan (ARP) passed by U.S. Congress in March 2021. Currently, available district funds must be spent by Sept. 30, 2024, although a deadline extension is possible. Sign up to be notified when significant content updates are posted.
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