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 List
Title I Allowable Expenses
Title I Food Purchase Audit Compliance Checklist
Title I Travel Audit Compliance Checklist
Title I Field Trip Audit Compliance Checklist
Title I Tutorial Guidelines
FY13 Audit Checklist by Folder
FY13 Audit Checklist by Month
Title I Faculty presentation verification
Title I Contact Handbook
See lavender handout, review/show sample of materials

3. Goal of Title I
To 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 I
Additional funding to supplement the existing curriculum
Parent involvement
Highly effective staff
Staff development

5. Title I Eligibility
Based on number of students who qualify for free or reduced priced meals, ages 5-17
Percentages posted on School Food Services website
“Date Certain” (FY14 - December 21, 2012)
Schools ranked by percentage
Academic Leadership Team sets Title I cutoff
FY13 eligibility set at 49.5%
Date Certain is tentatively 12/17/09

6. Schoolwide Programs
All Palm Beach County Title I schools are schoolwide programs
Serve all students in the school, but require special focus for lowest achieving students
All staff, resources, and classes are part of
the overall schoolwide program
Page 5 of handbook

7. Responsibilities of Title I Schools
Adhere to Federal and State Requirements
Document Federal and State compliances
Manage Title I budget in accordance with SIP/SWP
Close the Achievement Gap
Recommendation
Create a Title I school team consisting of key personnel
Page 5 of handbook

8. Support Services Host Title I Chats – first Wednesday of the month
Visit schools monthly – Sept, Oct, Nov, Jan, Feb, Mar, May
Provide budget information and compliance updates
Collaborate with Area Directors
Meet with key school personnel in small groups with similar needs in virtual meetings
Monitor SIP/SWP to ensure alignment of Title I budget(s)
Approve budgets and reimbursements
Visit 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 Budgets
Step 2 – Budget is uploaded into PeopleSoft in June

11. FY13 Budgets
Step 3 – School documents budget in SIP/SWP

12. FY13 Budgets
Step 4 – Once the plan is approved by Title I, all changes to the budget must be approved by SAC and revised in the SIP template
Recommendation
Print 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, 2013
School Improvement Grant (SIG) – select schools
Fund 4215
Sanction (Corrective Action) – select schools
Fund 4214

14. Functions Functions How will the money be used? What is the function?
Title I supports seven types of functions:
Function 5150 – Instructional
Function 6152 – Family Involvement
Function 6402 – Staff Development
Function 6202 – Media Center
Function 6501 – Technology Instruction
Function 7802 – Student Transportation for Tutorial
Function 7803 – Student Transportation for Field Trips

15. Minimum Requirements a.k.a Set Asides
All Title I schools must expend their Parent Involvement
allocation in Function 6152
All schools should utilize a portion (10%) of their Title I
allocation(s) on professional development activities
that address the needs of students who are not
demonstrating mastery

16. FY13 Title I Allowable Expenditures
Supplemental salary positions
Supplemental supplies
Classroom/resource teachers
Classroom libraries
HQ paraprofessionals
Learning centers
Community Language Facilitator
Readers/Writers Workshop materials
Tutorial programs - beyond regular day
Calculators/math manipulatives
Headphones/microphones
Extra periods for secondary teachers
Lab consumable materials
Subs for release time to attend PD
Laminating film
Part-time for collaborative work
Paper for classroom use
Ink for classroom use
Technology
Parent resource center
Computers/Printers
Food for parent trainings
iPads
Postage for parent mailings
Document cameras
Book study
SMART boards
Coach supplies
Projectors
Training supplies
Software (i.e. Reading Plus)
PD Webinars
Online instructional websites
Zip drives

17. FY13 Title I Unacceptable Expenditures
Secretary, office assistant, attendance clerk
School police officer, security guard, school police aide
Clinic aide, school nurse, clinic supplies
Custodian, custodial supplies
Cafeteria worker, cafeteria supplies
Administrative personnel and costs (i.e. grade books, office
computers, and toner)
ESE and ELL coordinators, ESE forms and tests
Behavioral Intervention Assistant (BIA)
Incentives and rewards
Marketing items such as brochures, banners, and flags
Memberships for professional organizations
Field trips for entertainment
Food items (unless purchased for parent trainings)

18. Reminders Title I funds allocated for a specific fiscal year
must be utilized during that fiscal year or
the funds are returned to the District
In order to maximize the benefit of services,
materials, and programs, it is recommended
that 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 as
enhancing literacy or math and teaching parents
strategies they can use to assist their children at
home
Not part of the School Advisory Council, PTA, or
other committee meetings
Reasonable in cost and type of food

20. Criteria for Food Purchases for Title I Family Involvement Trainings
Expenditures must be identified in the school’s
Family Involvement Policy/Plan and the
SIP/SWP as a means of encouraging or
expanding family involvement
Absolutely no food expenditures will be allowed
for faculty or student events
Contact your Title I Specialist to get clarification
before 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 principal
No charges should be incurred prior to approval
Page 24 in handbook, reference bulletin on out-of-state travel

23. Title I Travel Audit
Compliance Checklist
handout, page 24 in handbook

24. Field Trips
All field trips must relate to the needs outlined in the SIP/SWP
All field trips must have a direct tie to the core content areas of reading, writing, mathematics, or science
Title I field trips may not be used as incentives or rewards
Field trip costs should be reasonable
Resort or vacation areas (water parks, amusement parks, etc.) are not allowable as the issue of being “academic” in nature comes into play
Title I funds cannot cover expenses for parents or chaperones
Page 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 $999.99
must be labeled as Title I
A running list of these items must be maintained
throughout the year (Template on NCLB website)
All items costing $1, or more must be
labeled with a white or red Property Records Tag
An 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 List
The location of the items should be indicated on the Title I Inventory List and updated if items have been relocated
List 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 hired
All 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 rate
ONLY highly qualified teachers will be placed in tutoring positions
Teachers 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 session
If no students are in attendance, tutors may be paid up to 15 minutes wait time
Tutors MAY NOT be paid for the entire scheduled tutorial session without students present
Tutorial 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 Hours
Student Attendance Sign-in
School Sign-In Time Sheet
Title I Tutorial Budget Planner
Track Hours for Tutorial Program
Title I Tutorial Monitoring Checklist

32. Family Involvement – Fall Requirements
to all Title I Principals and Contacts will be sent mid-August
Supporting documentation available on website
Distribution of LEA/District Parent Involvement Policy (PIP) Summary
Parent Involvement Plan (PIP)
School-Parent Compact
Title I Annual Meeting
See 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 science
Document with invitations, agendas, sign-in sheets, and parent evaluation of trainings
Resources in handbook and on website
Page 5 of handbook

34. Staff Training
Required to hold at least one staff training before February
Trainings to cover strategies for teachers to improve relationships with parents
Document with agenda, sign-in sheets, and follow-up
Resources on website
Page 5 of handbook

35. Schoolwide Plan (SIP/SWP)
The School Improvement Plan is the document that serves as the Title I Schoolwide Plan
The plan should reflect all actions or strategies the school intends to implement during the year
Every Title I school must have a Family Involvement Policy/Plan that includes action steps from the SIP/SWP
Review 10 components in detail and relate to SIP review, pages 5-8 of handbook, SIP family involvement goals mirrors policy/plan
SINI 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 students
Documents professional development that will be provided for teachers
Provides a needs assessment that justifies strategies being implemented
Shows evidence of the Ten Components
Review 10 components in detail and relate to SIP review, pages 5-8 of handbook, SIP family involvement goals mirrors policy/plan
SINI Elements are on pages 8-9

37. Required of all Title I schools
Components
Required of all Title I schools

38. Changes to the Title I Budget
The SIP/SWP is critical in all funding decisions
As 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/SWP
Steps to change budget
Plan ahead
Seek approval from SAC/Board and revise template
your Specialist when revisions have been completed

40. Rationale for Audit Compliance
Mandated by law
Creating a Schoolwide Plan with strategies that will increase student achievement with an emphasis on the lowest performing students
Detailing the use of Title I funds in the Schoolwide Plan so an auditor can track how federal funds are used to increase student achievement
Being 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.L
School 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 Compliance
Organization of Documentation
Audit Assurance
Checklists
Fiduciary
Property & Equipment
Supplement
Allocation
Family and Community Involvement
Other Support
Parent
Communication
Parents’ Right
Pre-K
Instructional
Support
Programs TA PD
Tutorial
Highly
Qualified
Check 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 along
Accountability
Assessment
School
Improvement

44. Instructional Support
Highly Qualified (Y1)
Attestation
List of Non-Highly Qualified Staff
(Teachers and Paraprofessionals)
Parent notification letters
Paraprofessional Schedules
Tutorial Services (Y2)
Teacher sign-in/out sheets
Student generated sign-in sheets
Lesson plans

45. Instructional Support
On-Site PD (Y3)
LTM/Faculty agendas, minutes, sign-ins
Full day PD agendas, sign-ins, follow-up
Coaches’ schedules
Staff PD for Family Involvement
Off-Site PD (Y4)
Travel documentation (including checklist)

46. Instructional Support
Technical Assistance (Y5)
Site Logs
Title I Chat agendas with notes
Instructional Programs (Y6)
List of students enrolled in special programs
Pre-K Transition (Y7)
Kindergarten Round-up documentation

47. Fiduciary Allocation (G1) Supplement – Not Supplant (G2)
Copy of Final SIP Budget
Supplement – Not Supplant (G2)
Copy of operating budget overview
Copy of Charter reimbursement packets and Title I
Staff Directories
Property and Equipment (G3)
Property Control Record
Title I Inventory List of items costing $250+

48. Accountability School Improvement (R1) Assessment (R2)
SAC/Board agendas, minutes, and sign-in sheets
SIP and Title I review
Peer Review of SIP/SWP
SIP/SWP Mid-Year Review
Documentation of 6402 expenditures
Assessment (R2)
SPAR
Student assessments
FCAT scores
Page 19, 20, and 21 in handbook

49. Family and Community Involvement
Parents’ Right to Know (B1)
Evidence of FY12 Title I Survey Review
Parents’ Right to Know letters
Annual Meeting
Development and distribution of
School Compact
Development and distribution of PIP
FY13 Title I Surveys
Refer 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 science
Document food expenses – use checklist
Other Support (B4)
Volunteer names with hours
Business Partners
Refer 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 files
Monitor family involvement activities
Serve as school contact for compliance
Coordinate participation at Title I meetings
Submit the Monthly Electronic Audit Assurance Checklist on department website
Print 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 to
expend non-salary by December 2012
Monitor Position Status Reports
Monitor SIP/SWP
Participate in monthly Title I Chats
Attend Title I Technical Assistance trainings
Collect and file audit compliance documentation

53. Title I Audit Checklist by Folder Color
handout

54. Pink handout

55. Monthly Electronic Audit Assurance Checklist
Available on website - due monthly
handout

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

59. Checklist for Quarterly Reimbursement

60. Procedures for Reimbursements
Submit Original Grant Reimbursement Request Letter
Charter school’s letterhead
Address on the letter must match the address on file with the District
Separate letters and packets are needed for multiple funding sources
Signed in blue ink by a board member
Copies are not acceptable

61. Grant Reimbursement Request Letter
Original Signature

62. Procedures for Reimbursements
Submit completed Charter School Summary Reimbursement Spreadsheet
Submit documentation of expenditures by non-salary/salary and by function

64. Documentation of Expenditures
Non-salary expenses
Copies of cancelled check(s) or bank statement(s)
Copies of credit card statement(s), if applicable
Evidence that credit card has been paid (cancelled check)
Itemized receipts/paid invoices
5150 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 expenses
Detailed payroll reports
Federal Grants Charter School Staff Directory
Tutorial documentation, if applicable
5150 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 expenses
Board approved consultant contract
Copies of invoices
Copies 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 expenses
Per diem per day is allowed for meals based upon school Charter and not exceed federal guidelines
No meal receipts are required
Mileage is reimbursed based upon school Charter and may not exceed federal guidelines
Copy of the registration form and receipt
Receipt for air travel
Receipt for hotel showing a zero balance
Parking or toll receipts, if applicable
Agenda/program of the activities
PBSD 0096 summarizing all expenditures for travel
Completed Title I Travel Audit Compliance Checklist
Title I does not reimburse taxes except for out-of-state travel.

69. Documentation of Expenditures
Food expenses
Allowed for parent trainings only
Agenda
Sign-in sheets
Itemized receipts
Parent evaluation of training
Cancelled check(s) or bank statement(s)
Title I Food Purchase Audit Compliance Checklist
Title I does not reimburse for gratuity.

70. Procedures for Reimbursements
Order packet as follows:
Quarterly Checklist
Request Letter
Spreadsheet
Non-salary documentation for 5150, 6152, 6402
Staff Directory
Salary documentation for 5150, 6152, 6402

71. District Reimbursement Procedures
Grant Reimbursement Request Packet is date stamped when received
Documentation reviewed and verified by Title I Specialist
Title I budget manager reviews packet and forwards to Director for final approval/signature
If corrections are required, the Title I specialist contacts school
If no corrections are needed, the reimbursement will be processed for payment
Expect 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.

73. Go live to website

74. Complete handbook available on website

75. First Task Orient staff on responsibilities of Title I schools
Presentation available on website
Complete verification attaching agenda and sign-in sheets for filing in yellow 3

76. Title I Chats First Wednesday of the month, starting in September
Agenda and times will be ed
First chat will discuss SIP and requires
Complete verification of receipt of Webcam

77. Conclusion Questions Evaluation Pick-up audit box and lid
Thank you for your attention
The Department of Federal and State Programs wishes you another successful school year!