1. SMART SCHOOLS BOND ACT– MARCH 2016 Michelle Okal-Frink (716) 821-7200 mokal@e1b.org Contact Michelle or your CSR for more information.

2. WNYRIC Smart Schools WNYRIC 2016

3. SED Smart Schools Website NYSED’s Business Portal hosts the application that will collect districts’ Smart Schools Investment Plans (SSIPs). NYSED will review the SSIPs for completeness, then, when appropriate, share with the Review Board for consideration. The application on the portal is open, but districts should follow the checklist prior to submission. They currently have about 85 applications. WNYRIC 2016

4. Implementation Guidance Critical Elements of a Successful Plan Demonstration of Need Adequate Technological Infrastructure Professional Development Technical Support Sustainability WNYRIC 2016 Changes to Guidance – 12/23/15 Additional wiring or capital expenses listed under School Connectivity category – pg 13 Federal and state links for contracts removed and now on SED site – pg 14 Nonpublic - “not limited to”, added servers and routers, devices not required to be the same – pg 19 Special Act School Districts – pg 20

5. Revised SSIP Application Revised March 4 th Overview 4a – added N/A as an option 5a – do not upload Tech Survey 10 – they removed the website School Connectivity They removed specify what is included in other costs and added a detailed expenditure question for all categories.

6. Revised SSIP Application Classroom Learning Technology 4 – Specifically address the adequacy … 9 – language removed – see guidance 9a – language removed – see guidance 10 – nonpublic classroom technology loan calculator

7. Common SSIP Issues Districts are confusing the Tech Survey or Tech Plan with the SSIP. Districts are not completely answering the questions in the portal or in their SSIP. Districts are not getting a project number from the Office of Facilities Planning when needed. Issues with nonpublic schools Expenditures are not detailed

8. Accounting Guidance Q: How will SSBA funds be accounted for? In the General Fund, Special Aid Fund or Capital Fund? A: Revenue Account Code for School Districts for Smart Schools Bond Act funds School districts will be required to separately identify these funds within their current financial accounting framework. The school district annual financial reporting document, the ST-3, will be updated with a new capital revenue code, H3297 – State Sources, Other (SSBA). Existing Expenditure Account Codes for School Districts for Smart Schools Bond Act funds School districts will be required to separately identify these expenditures within their current financial accounting framework. Existing Schedule G3 Capital Projects Fund codes should be used. Districts should create new account codes by adding 'SSBA' or a specific 4-digit code to the end of the expenditure's account code to distinguish SSBA from the rest of the Capital Fund's account code.

9. Smart Schools Review Board NYSED will review the SSIPs for completeness, then, when appropriate, share with the Review Board for consideration. The Review Board will meet quarterly to review and approve Smart Schools Investment Plans (SSIP). The Board has not met and there are no current dates scheduled. WNYRIC 2016

10. Smart Schools Investment Plan Survey Process District Consults w/Stakeholders and Prepares Preliminary Plan Preliminary Plan Board Approval District Posts Preliminary Plan 30 Days Public Notice and Hearing District Prepares Final Plan Final Plan Board Approval District Submits Final Plan Click here on the website WNYRIC 2016

12. Office of Facilities Planning These SSBA categories require a Project Number to be entered on the Smart Schools Investment Plan:  School Connectivity - Install high-speed broadband or wireless internet connectivity for schools.  Pre-Kindergarten Classrooms – Construct, enhance, and modernize educational facilities to accommodate Pre-Kindergarten programs.  Replace Transportable Classrooms – Construct, enhance, and modernize educational facilities to replace classroom trailers.  High-Tech Security – Install high tech security features in school buildings and on school campuses, including but not limited to video surveillance, emergency notification systems, and physical access controls. Before the district submits its Smart School Investment Plan (SSIP), it must submit any projects to the Office of Facilities Planning for which Project Numbers are needed. **Do Not Include Classroom Learning Technology (Equipment) or Community Connectivity categories.

13. High Tech Security Features

14. Reimbursement Approved purchase is made Request for reimbursement is made - online claiming system Request for reimbursement is approved NYSED will authorize payment Funds will be paid within 90 days Districts will be asked to list the items they purchased in the online claiming system. WNYRIC 2016

15. Install Wireless or High Speed Broadband Standard Review Process: Capital-intensive infrastructure projects (such as those that require the installation of wiring or other construction projects to support the investments) will require approval by the Office of Facilities Planning. Streamlined Review Process: Districts that choose to spend Smart Schools Bond Act funds on certain limited costs of installing connectivity devices that do not require construction or the installation of new wiring will not require formal capital project review and approval through the Office of Facilities Planning. WNYRIC 2016

16. Connectivity Waiver Criteria Potential basis for exemptions include, but are not limited to: Financial Hardship Impossibility Unnecessary Speeds Currently, March 2016, there isn’t a waiver application. WNYRIC 2016 SED will be requesting more information in regards to the connectivity speed requirement. They need to know how the district meets that requirement, instead of just a statement saying they do. For example, stating the Mbps and total enrollment OR if the district does not meet the requirement, stating current Mbps, total enrollment and what date they intend to meet the requirement and how.

17. Frequently Asked Questions WNYRIC 2016

18. Completing the SSIP QUESTIONS Smart Schools Bond Act Website - http://www.p12.nysed.gov/mgtserv/smart_schools/home.ht ml http://www.p12.nysed.gov/mgtserv/smart_schools/home.ht ml Smart Schools Bond Act Email: smartschools@nysed.govsmartschools@nysed.gov SED Office of Educational Management Services (518) 474-6541 WNYRIC 2016

19. Tech Survey All districts were approved by NYS Department of Education for their 3 year plans starting July 1, 2015. Districts will be required to submit annually. Each district will submit a survey for the 16-17 school year. Dates of portal submissions will be determined by each region.

20. Important Dates RIC Reviewer Training – March 17 th Portal Opening – Late March/Early April WNYRIC Deadline for Review – June 30, 2016 Portal will close September 1, 2016

21. Questions Is this a new 3 year plan? No, it is a refresh of the district’s 2016-18 information from your current 3 year plan that ends June 30, 2018. If you are applying for SSBA then you’re plan will need to be aligned. Are there changes to the survey? Yes Will we need to go back and forth through email again? No, that back and forth will not happen within the portal. Does the WNYRIC have to certify my plan before SED can approve it? Yes

22. Changes to Survey LEA Info This will be prepopulated. Instructional Tech Vision and Goals No changes Technology and Infrastructure 1,2 & 3 are all NEW and refer to capacity. 4 – port speed – question altered 5 – total contracted Internet Bandwidth – drop down 8 – NEW - What percentage of your wireless protocols are less than 802.11g? Answer must be a numeric response.

23. Changes to Survey Technology & Infrastructure 12 & 13 – Special Education questions – altered 14 – peripheral devices – less than 5 years old has been removed. That does not mean you need to go back and count older devices. 19 & 20 – NEW – CBT questions Software and IT Support 5 – Definition added 10 – FTE clarified

24. Changes to Survey Curriculum and Instruction 1 – SSIP info added 2 – more detail needed 3 – more detail needed 4 – NEW - Does the district’s instructional technology plan address the needs of English Language Learners to ensure equitable access to instruction, materials, and assessments? Professional Development 2 – FTE clarified

25. Changes to Survey Technology Investment Plan 1 – funding sources are specified Status of Technology Initiatives and Community Connectivity 2 – removed reference to school 3 – replaced WiFi with Internet Monitoring and Evaluation 2 – public forum date removed

26. Final Notes Districts should continue to maintain their Comprehensive Technology Plan. The survey is a “snapshot” of your comprehensive plan. A new three year plan will be approved prior to July 1, 2018. The survey is a refresh for 16-17 and 17-18.