Presentation on theme: "Title I Technical Assistance Training"— Presentation transcript:
1 Title I Technical Assistance Training Federal and State Programs
2 Welcome Introductions Materials and Handouts Title I Contacts (Yellow folder)Department of Federal and State Programs Contact ListTitle I Allowable ExpensesTitle I Food Purchase Audit Compliance ChecklistTitle I Travel Audit Compliance ChecklistTitle I Field Trip Audit Compliance ChecklistTitle I Tutorial GuidelinesFY13 Audit Checklist by FolderFY13 Audit Checklist by MonthTitle I Faculty presentation verificationTitle I Contact HandbookSee lavender handout, review/show sample of materials
3 Goal of Title ITo help ensure that all children have the opportunity to obtain a high-quality education and reach proficiency on challenging state academic standards and assessments
4 Benefits of Title IAdditional funding to supplement the existing curriculumParent involvementHighly effective staffStaff development
5 Title I EligibilityBased on number of students who qualify for free or reduced priced meals, ages 5-17Percentages posted on School Food Services website“Date Certain” (FY14 - December 21, 2012)Schools ranked by percentageAcademic Leadership Team sets Title I cutoffFY13 eligibility set at 49.5%Date Certain is tentatively 12/17/09
6 Schoolwide ProgramsAll Palm Beach County Title I schools are schoolwide programsServe all students in the school, but require special focus for lowest achieving studentsAll staff, resources, and classes are part ofthe overall schoolwide programPage 5 of handbook
7 Responsibilities of Title I Schools Adhere to Federal and State RequirementsDocument Federal and State compliancesManage Title I budget in accordance with SIP/SWPClose the Achievement GapRecommendationCreate a Title I school team consisting of key personnelPage 5 of handbook
8 Support Services Host Title I Chats – first Wednesday of the month Visit schools monthly – Sept, Oct, Nov, Jan, Feb, Mar, MayProvide budget information and compliance updatesCollaborate with Area DirectorsMeet with key school personnel in small groups with similar needs in virtual meetingsMonitor SIP/SWP to ensure alignment of Title I budget(s)Approve budgets and reimbursementsVisit school activities for compliance (e.g. Annual Meeting, Tutorial, Kindergarten Round Up, etc.)Page 5 of handbook
9 FY13 Budgets Step 1 – School submits Title I Planning Tool in May for approval
10 FY13 BudgetsStep 2 – Budget is uploaded into PeopleSoft in June
11 FY13 BudgetsStep 3 – School documents budget in SIP/SWP
12 FY13 BudgetsStep 4 – Once the plan is approved by Title I, all changes to the budget must be approved by SAC and revised in the SIP templateRecommendationPrint approved SIP Final Budget to review when submitting budget transfers and requisitions
13 Title I Funds Title I (Part A Basic) – all schools Fund 4201 closes June 30, 2013School Improvement Grant (SIG) – select schoolsFund 4215Sanction (Corrective Action) – select schoolsFund 4214
14 Functions Functions How will the money be used? What is the function? Title I supports seven types of functions:Function 5150 – InstructionalFunction 6152 – Family InvolvementFunction 6402 – Staff DevelopmentFunction 6202 – Media CenterFunction 6501 – Technology InstructionFunction 7802 – Student Transportation for TutorialFunction 7803 – Student Transportation for Field Trips
15 Minimum Requirements a.k.a Set Asides All Title I schools must expend their Parent Involvementallocation in Function 6152All schools should utilize a portion (10%) of their Title Iallocation(s) on professional development activitiesthat address the needs of students who are notdemonstrating mastery
16 FY13 Title I Allowable Expenditures Supplemental salary positionsSupplemental suppliesClassroom/resource teachersClassroom librariesHQ paraprofessionalsLearning centersCommunity Language FacilitatorReaders/Writers Workshop materialsTutorial programs - beyond regular dayCalculators/math manipulativesHeadphones/microphonesExtra periods for secondary teachersLab consumable materialsSubs for release time to attend PDLaminating filmPart-time for collaborative workPaper for classroom useInk for classroom useTechnologyParent resource centerComputers/PrintersFood for parent trainingsiPadsPostage for parent mailingsDocument camerasBook studySMART boardsCoach suppliesProjectorsTraining suppliesSoftware (i.e. Reading Plus)PD WebinarsOnline instructional websitesZip drives
17 FY13 Title I Unacceptable Expenditures Secretary, office assistant, attendance clerkSchool police officer, security guard, school police aideClinic aide, school nurse, clinic suppliesCustodian, custodial suppliesCafeteria worker, cafeteria suppliesAdministrative personnel and costs (i.e. grade books, officecomputers, and toner)ESE and ELL coordinators, ESE forms and testsBehavioral Intervention Assistant (BIA)Incentives and rewardsMarketing items such as brochures, banners, and flagsMemberships for professional organizationsField trips for entertainmentFood items (unless purchased for parent trainings)
18 Reminders Title I funds allocated for a specific fiscal year must be utilized during that fiscal year orthe funds are returned to the DistrictIn order to maximize the benefit of services,materials, and programs, it is recommendedthat purchases be made by December 21, 2012
19 Criteria for Food Purchases for Title I Family Involvement Trainings Training must be tied to curriculum such asenhancing literacy or math and teaching parentsstrategies they can use to assist their children athomeNot part of the School Advisory Council, PTA, orother committee meetingsReasonable in cost and type of food
20 Criteria for Food Purchases for Title I Family Involvement Trainings Expenditures must be identified in the school’sFamily Involvement Policy/Plan and theSIP/SWP as a means of encouraging orexpanding family involvementAbsolutely no food expenditures will be allowedfor faculty or student eventsContact your Title I Specialist to get clarificationbefore incurring expenses
21 Title I Food Purchase Audit Compliance Checklist handout
22 Travel Conferences/workshops must be documented in your SIP/SWP Out-of-County/State travel must be approved according to Charter – usually principalNo charges should be incurred prior to approvalPage 24 in handbook, reference bulletin on out-of-state travel
23 Title I Travel AuditCompliance Checklisthandout, page 24 in handbook
24 Field TripsAll field trips must relate to the needs outlined in the SIP/SWPAll field trips must have a direct tie to the core content areas of reading, writing, mathematics, or scienceTitle I field trips may not be used as incentives or rewardsField trip costs should be reasonableResort or vacation areas (water parks, amusement parks, etc.) are not allowable as the issue of being “academic” in nature comes into playTitle I funds cannot cover expenses for parents or chaperonesPage 24 in handbook, reference bulletin on out-of-state travel
25 Title I Field Trip Audit Compliance Checklist handout, page 24 in handbook
26 Property and Equipment All unit items costing $ through $999.99must be labeled as Title IA running list of these items must be maintainedthroughout the year (Template on NCLB website)All items costing $1, or more must belabeled with a white or red Property Records TagAn accurate inventory of your equipment is essential
27 New Procedure for FY13 Property and Equipment During site visits, specialists will verify that items priced at $250 or more have been labeled and added to the school’s Title I Inventory ListThe location of the items should be indicated on the Title I Inventory List and updated if items have been relocatedList should be updated on a regular basis and available for specialists during visit
28 Highly Qualified Staff All teachers of core content areas are to be highly qualified in the area for which they are hiredAll paraprofessionals providing instructional support must be highly qualified (i.e. those who assist with classroom management, provide instructional assistance in a computer lab or media center, or provide instructional support services)Staff who are NOT highly qualified cannot work in a tutorial program, with the exception of the lead tutor
29 Tutorial Guidelines Teacher rate is usually $20.44 an hour Non-instructional staff may earn their regular hourly rateONLY highly qualified teachers will be placed in tutoring positionsTeachers may ONLY be paid for 15 minutes of planning time for every hour of tutoring
30 Tutorial Guidelines One-on-one tutoring is not allowed A minimum of 5 students should be in a tutoring sessionIf no students are in attendance, tutors may be paid up to 15 minutes wait timeTutors MAY NOT be paid for the entire scheduled tutorial session without students presentTutorial documentation should be ordered by teacher sign-in/out, student attendance, and lesson plans and submitted weekly for approval
31 Tutorial Tools Individual Time Sheet Individual Time Sheet with Make-up HoursStudent Attendance Sign-inSchool Sign-In Time SheetTitle I Tutorial Budget PlannerTrack Hours for Tutorial ProgramTitle I Tutorial Monitoring Checklist
32 Family Involvement – Fall Requirements to all Title I Principals and Contacts will be sent mid-AugustSupporting documentation available on websiteDistribution of LEA/District Parent Involvement Policy (PIP) SummaryParent Involvement Plan (PIP)School-Parent CompactTitle I Annual MeetingSee lavender handout, review/show sample of materials
33 Parent Trainings Hold at least three parent trainings a year Trainings are to cover core content areas: reading, math, writing, and scienceDocument with invitations, agendas, sign-in sheets, and parent evaluation of trainingsResources in handbook and on websitePage 5 of handbook
34 Staff TrainingRequired to hold at least one staff training before FebruaryTrainings to cover strategies for teachers to improve relationships with parentsDocument with agenda, sign-in sheets, and follow-upResources on websitePage 5 of handbook
35 Schoolwide Plan (SIP/SWP) The School Improvement Plan is the document that serves as the Title I Schoolwide PlanThe plan should reflect all actions or strategies the school intends to implement during the yearEvery Title I school must have a Family Involvement Policy/Plan that includes action steps from the SIP/SWPReview 10 components in detail and relate to SIP review, pages 5-8 of handbook, SIP family involvement goals mirrors policy/planSINI Elements are on pages 8-9
36 Schoolwide Plan (SIP/SWP) All Title I schools must have a Schoolwide Plan that:Documents how Title I funds will be used to meet the needs of the lowest performing studentsDocuments professional development that will be provided for teachersProvides a needs assessment that justifies strategies being implementedShows evidence of the Ten ComponentsReview 10 components in detail and relate to SIP review, pages 5-8 of handbook, SIP family involvement goals mirrors policy/planSINI Elements are on pages 8-9
37 Required of all Title I schools ComponentsRequired of all Title I schools
38 Changes to the Title I Budget The SIP/SWP is critical in all funding decisionsAs noted in the regulations, all funds and services must support the school’s schoolwide plan (Sec Development of a Schoolwide Program Plan)
39 Changes to the Title I Budget Title I will not approve reimbursement requests associated with item(s), program(s), and/or personnel that are not outlined in the SIP/SWPSteps to change budgetPlan aheadSeek approval from SAC/Board and revise templateyour Specialist when revisions have been completed
40 Rationale for Audit Compliance Mandated by lawCreating a Schoolwide Plan with strategies that will increase student achievement with an emphasis on the lowest performing studentsDetailing the use of Title I funds in the Schoolwide Plan so an auditor can track how federal funds are used to increase student achievementBeing able to successfully complete an auditor’s interview by explaining compliance
41 Example of State Compliance Compliance Item KIA-6: The Local Educational Agency (LEA) shall ensure that each participating school, in conjunction with the parents of participating students, has jointly developed a school- parent compact that: describes the school's responsibility to provide high quality curriculum and instruction in a supportive and effective learning environment; addresses the importance of ongoing communication between teachers and parents; and describes the ways in which each parent will be responsible for supporting their child's learning.Section 1118(d), P.LSchool Level Review Question(s)Who was involved in the development of the compacts?When and how were these compacts developed and/or revised?How are the compacts used?Page 10 in work papers
42 Another Example School Level Review Question(s) Compliance Item JIA-3: The Local Educational Agency (LEA) shall ensure that each school identified as in need of improvement has reserved not less than 10 percent of its total allocation under this part for high quality, ongoing professional development.Section 1116(b)(3)(A)(iii), P.L ; 34 CFR, Part 200, Section (c)(5)School Level Review Question(s)What types of professional development activities have been provided with Title I, Part A?How does the school decide the amount to spend on professional development activities funded with Title I, Part A?Page 13 in work papers, 23 compliances, suggestion: highlight a compliances every 2 weeks during faculty meetings or in s to staff
43 Family and Community Involvement Areas of ComplianceOrganization of DocumentationAudit AssuranceChecklistsFiduciaryProperty & EquipmentSupplementAllocationFamily and Community InvolvementOther SupportParentCommunicationParents’ RightPre-KInstructionalSupportProgramsTAPDTutorialHighlyQualifiedCheck folder packet, purple folder is the working folder for checklists, non-SINI do not have orange folders, middle and high schools do not have yellow 7 (Pre-K), may pull out checklist by folder to follow alongAccountabilityAssessmentSchoolImprovement
44 Instructional Support Highly Qualified (Y1)AttestationList of Non-Highly Qualified Staff(Teachers and Paraprofessionals)Parent notification lettersParaprofessional SchedulesTutorial Services (Y2)Teacher sign-in/out sheetsStudent generated sign-in sheetsLesson plans
45 Instructional Support On-Site PD (Y3)LTM/Faculty agendas, minutes, sign-insFull day PD agendas, sign-ins, follow-upCoaches’ schedulesStaff PD for Family InvolvementOff-Site PD (Y4)Travel documentation (including checklist)
46 Instructional Support Technical Assistance (Y5)Site LogsTitle I Chat agendas with notesInstructional Programs (Y6)List of students enrolled in special programsPre-K Transition (Y7)Kindergarten Round-up documentation
47 Fiduciary Allocation (G1) Supplement – Not Supplant (G2) Copy of Final SIP BudgetSupplement – Not Supplant (G2)Copy of operating budget overviewCopy of Charter reimbursement packets and Title IStaff DirectoriesProperty and Equipment (G3)Property Control RecordTitle I Inventory List of items costing $250+
48 Accountability School Improvement (R1) Assessment (R2) SAC/Board agendas, minutes, and sign-in sheetsSIP and Title I reviewPeer Review of SIP/SWPSIP/SWP Mid-Year ReviewDocumentation of 6402 expendituresAssessment (R2)SPARStudent assessmentsFCAT scoresPage 19, 20, and 21 in handbook
49 Family and Community Involvement Parents’ Right to Know (B1)Evidence of FY12 Title I Survey ReviewParents’ Right to Know lettersAnnual MeetingDevelopment and distribution ofSchool CompactDevelopment and distribution of PIPFY13 Title I SurveysRefer to page 38 in handbook for plan, discuss in detail and page 45 for compact, discuss in detail
50 Family and Community Involvement Communication with Parents (B2)Parent Training and Food Expenses (B3)Minimum of 3 trainings: reading, math,writing, and scienceDocument food expenses – use checklistOther Support (B4)Volunteer names with hoursBusiness PartnersRefer to page 38 in handbook for plan, discuss in detail and page 45 for compact, discuss in detail
51 Role of Title I Contact and Team Maintain Title I audit filesMonitor family involvement activitiesServe as school contact for complianceCoordinate participation at Title I meetingsSubmit the Monthly Electronic Audit Assurance Checklist on department websitePrint and initial each audit folder, verifying that required documentation is filed
52 Role of Title I Contact and Team Monitor FY13 Title I Budgets in order toexpend non-salary by December 2012Monitor Position Status ReportsMonitor SIP/SWPParticipate in monthly Title I ChatsAttend Title I Technical Assistance trainingsCollect and file audit compliance documentation
53 Title I Audit Checklist by Folder Color handout
55 Monthly Electronic Audit Assurance Checklist Available on website - due monthlyhandout
56 Procedures for Reimbursements Title I funds may be used only for student achievement, staff development, and to build parental capacity. These funds must supplement the regular school program.How does this expenditure affect student achievement?How does this expenditure affect staff development?How does this expenditure increase parental capacity or involvement?Is this something that would be purchased if the school was not Title I?
57 Timeline for Financial Requests A quarterly submission of receipts is required. Any expenses, including salary, submitted outside of the quarter timeline may not be reimbursed. October 12, 2012 (Expenses from July – September)January 11, 2013 (Expenses from October – December)April 12, 2013 (Expenses from January – March)June 13, 2013 (Expenses from April – June)The last day to submit salary for June expenses for reimbursements is July 12, 2013.
58 Procedures for Reimbursements An approved School Improvement Plan/Schoolwide Plan must be on file that documents expenses Submit a completed Title I Checklist for Quarterly Reimbursements signed by principal
60 Procedures for Reimbursements Submit Original Grant Reimbursement Request LetterCharter school’s letterheadAddress on the letter must match the address on file with the DistrictSeparate letters and packets are needed for multiple funding sourcesSigned in blue ink by a board memberCopies are not acceptable
61 Grant Reimbursement Request Letter Original Signature
62 Procedures for Reimbursements Submit completed Charter School Summary Reimbursement SpreadsheetSubmit documentation of expenditures by non-salary/salary and by function
64 Documentation of Expenditures Non-salary expensesCopies of cancelled check(s) or bank statement(s)Copies of credit card statement(s), if applicableEvidence that credit card has been paid (cancelled check)Itemized receipts/paid invoices5150 Classroom expenses (classroom libraries, software, etc.)6152 Family Involvement expenses (training materials, postage, etc.)6402 Professional Development expenses (PD books, training materials, etc.)Title I does not reimburse taxes except for out-of-state travel.
65 Documentation of Expenditures Salary expensesDetailed payroll reportsFederal Grants Charter School Staff DirectoryTutorial documentation, if applicable5150 Classroom expenses (tutoring, teacher salary, etc.)6152 Family Involvement expenses (parent liaison salary, PRT, etc.)6402 Professional Development expenses (stipends, trainers, subs, etc.)Charter School Staff Directory must be included with each packet.
67 Documentation of Expenditures Consultant expensesBoard approved consultant contractCopies of invoicesCopies of cancelled check(s) or bank statement(s)Documentation of services – agenda, sign-in sheets, etc.6402 Professional Development non-salary expenses (PD trainer, etc.)It is recommended that consultant contracts be all inclusive. If not, follow travel reimbursement procedures outlined below.
68 Documentation of Expenditures Travel expensesPer diem per day is allowed for meals based upon school Charter and not exceed federal guidelinesNo meal receipts are requiredMileage is reimbursed based upon school Charter and may not exceed federal guidelinesCopy of the registration form and receiptReceipt for air travelReceipt for hotel showing a zero balanceParking or toll receipts, if applicableAgenda/program of the activitiesPBSD 0096 summarizing all expenditures for travelCompleted Title I Travel Audit Compliance ChecklistTitle I does not reimburse taxes except for out-of-state travel.
69 Documentation of Expenditures Food expensesAllowed for parent trainings onlyAgendaSign-in sheetsItemized receiptsParent evaluation of trainingCancelled check(s) or bank statement(s)Title I Food Purchase Audit Compliance ChecklistTitle I does not reimburse for gratuity.
70 Procedures for Reimbursements Order packet as follows:Quarterly ChecklistRequest LetterSpreadsheetNon-salary documentation for 5150, 6152, 6402Staff DirectorySalary documentation for 5150, 6152, 6402
71 District Reimbursement Procedures Grant Reimbursement Request Packet is date stamped when receivedDocumentation reviewed and verified by Title I SpecialistTitle I budget manager reviews packet and forwards to Director for final approval/signatureIf corrections are required, the Title I specialist contacts schoolIf no corrections are needed, the reimbursement will be processed for paymentExpect payment within 10 business days upon final approval of reimbursement packet.
72 Stipends vs. Part-time In-system (PRT) Stipends are used to pay teachers to attend a workshop or training. The only function for stipends is The rate is usually $20.44 for teachers.PRT is used to pay tutors (5150), trainers (6402), temp parent liaisons (6152), etc.