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Family Involvement: Compliance and Required Set Aside Marlon K. Cousin Coordinator of Title I East Baton Rouge Parish School System.

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Presentation on theme: "Family Involvement: Compliance and Required Set Aside Marlon K. Cousin Coordinator of Title I East Baton Rouge Parish School System."— Presentation transcript:

1 Family Involvement: Compliance and Required Set Aside Marlon K. Cousin Coordinator of Title I East Baton Rouge Parish School System

2 Objective This presentation will address the parent requirements that are outlined in the various Titles of the No Child Left Behind Act. These requirements are emphasized to give the stakeholder a guide to the actual mandates of NCLB that are directly focused on Parental Involvement. Included in this presentation is a snapshot guide of district and school responsibilities for parental involvement.

3 LEA Funding for Parental Involvement (Required Set Aside) An LEA that receives a Title I, Part A allocation of greater than $500,000 must reserve not less than one percent of its Title I, Part A allocation to carry out the provisions of section 1118, including promoting family literacy and parenting skills. The percentage reserved for parental involvement must be calculated on the basis of the LEA’s total Title I, Part A allocation. [Section 1118(a)(3)(A), ESEA.] What funds must an LEA reserve for parental involvement activities under section 1118?

4 LEA Funding for Parental Involvement (Required Set Aside) Yes. LEAs with a Title I, Part A allocation of $500,000 or less must carry out the provisions of section 1118, but are not required to reserve any specific amount from their Title I, Part A allocation to do so. [Section 1118(a)(3), ESEA.] Do the parental involvement requirements of section 1118 apply to LEAs with a Title I, Part A allocation of $500,000 or less?

5 LEA Funding for Parental Involvement (Required Set Aside) An LEA must reserve funds for parental involvement activities for parents of private school children who participate in Title I, Part A activities from the amount the LEA has reserved for parental involvement. These funds must be reserved by the LEA before any allocation of funds to its respective school attendance areas and schools. The amount of funds reserved for these activities must be proportionate to the number of private school children from low-income families residing in participating public school attendance areas. [Sections and of the Title I Regulations.] How does an LEA determine the amount of funds to be used for parental involvement activities for parents of private school children participating in Title I, Part A activities? *MUST UTILIZE EQUITABLE SERVICES CALCULATION

6 EXAMPLE OF EQUITABLE SERVICES CALCULATION RELATED TO PARENTAL INVOLVEMENT FOR FAMILIES OF PRIVATE SCHOOL CHILDREN: An LEA reserves one and a half percent ($90,000) of its Title I allocation of $6,000,000 for parental involvement activities. (Note that this is more than the required minimum of one percent.) The number of public and private school children from low-income families residing in participating Title I attendance areas is 25,000. Five percent of the 25,000 children attend private schools; thus five percent of the $90,000 reservation, or $4,500, is available for parental involvement activities for parents of private school participants. The parental involvement program funded by Title I must meet the needs of the parents of private school participants. After consultation with the appropriate private school officials, the LEA may conduct these activities independently or in conjunction with the LEA’s regular parental involvement activities.

7 LEA Funding for Parental Involvement (Required Set Aside) An LEA with an allocation in excess of $500,000 first must determine the percentage of its Title I allocation that it wishes to reserve for parental involvement activities under section That percentage must be at least one percent of the LEA’s Title I allocation, and may be more. The LEA then must set aside an amount for parental involvement of parents of private school children, based on the proportion of private school children from low- income families residing in Title I attendance areas. The LEA then must distribute to its public schools at least 95 percent of the remainder, leaving the balance of the reserved funds for parental involvement activities at the LEA level. What amount of funds must an LEA allot to schools for parental involvement activities under section 1118?

8 LEA Funding for Parental Involvement (Required Set Aside) The law indicates that a district must reserve at least 1% of it’s entire Title I, Part A allocation to carry out provisions of Section However, it is allowable to reserve more than 1%. In EBR we usually reserve 1.2 to 1.3% of the Title I, Part A allocation to carry out the provisions of Section WHY? Because typically, the State Education Agency (SEA) does not release the full allocation to districts initially. Usually it is January or February when the SEA releases the final allocation. As a result we found ourselves having to complete multiple budget revisions. Therefore, we allocate more than the required 1%.

9 LEA Funding for Parental Involvement (Required Set Aside) No. The LEA may retain for district-wide parental involvement activities the full amount of any Title I, Part A funds reserved for that purpose in excess of the required one percent. However, the requirement to allocate an equitable amount for the involvement of private school parents applies to the entire amount set-aside. [Section 1118(a)(3)(C), ESEA.] If an LEA reserves more than the required one percent of its Title I, Part A funds for parental involvement, must 95 percent of the entire amount reserved be distributed to schools served under Title I, Part A?

10 Title I, Part A Parental Notice Requirements

11 Parental Notice Requirements When By whom SEALEASchools Written parental involvement policies (LEAs notify parents of children attending Title I schools of district-level written parental involvement policy; schools notify parents and community of school’s written parental involvement policy). Determined by LEA (your respective school district) X (LEA policy) X (school policy)

12 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Parents’ right to know – teacher and paraprofessional qualifications (LEAs inform parents of students enrolled in Title I schools that parents may request, and the LEA will provide, certain information on the professional qualifications of the student’s classroom teachers and paraprofessionals providing services to the child.) Annually, at the beginning of the school year x

13 SUGGESTION *Place the “Right to Know” Letter in your school district’s Student Rights & Responsibilities Handbook. For compliance purposes please place a copy of the handbook and the returned signature pages in the file labeled “Right to Know Notifications”.

14 Sample Right to Know Letter

15 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Parents’ right to know – student achievement (schools provide to each individual parent information on the level of achievement of the parent’s child in each of the State academic assessments). i.e. - LEAP, iLEAP, and EOC scores Determined by the LEA x

16 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Parents’ right to know – non-highly qualified teachers (schools provide to each individual parent timely notice that the parent’s child has been assigned, or taught for 4 or more consecutive weeks by, a teacher who is not highly qualified. TimelyX *Copies of the notification letter as it pertains to each teacher that is not highly qualified must be kept on file.

17 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Parents’ right to know – non-highly qualified teachers (schools provide to each individual parent timely notice that the parent’s child has been assigned, or taught for 4 or more consecutive weeks by, a teacher who is not highly qualified. TimelyX *Copies of the notification letter as it pertains to each teacher that is not highly qualified must be kept on file.

18 Highly Qualified Teacher Notifications If students in a particular class are taught by a teacher not deemed highly-qualified for the subject matter, as defined by NCLB for 20 or more consecutive days, then proper notification shall be forwarded to the parents/guardians of all students in that class.If students in a particular class are taught by a teacher not deemed highly-qualified for the subject matter, as defined by NCLB for 20 or more consecutive days, then proper notification shall be forwarded to the parents/guardians of all students in that class. For compliance purposes, a copy of the letter and it’s distribution methods should be documented and filed.For compliance purposes, a copy of the letter and it’s distribution methods should be documented and filed.

19 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Title I, Part A meeting (schools invite parents to an informational meeting to inform them about the school’s participation in Title I, Part A programs and explain the requirements and their right to be involved). *Utilize the DVD entitled: “NCLB – What Parents Need to Know” Annualx

20 Resource to Convene Annual Mtg.

21 NCLB: “What Parents Need to Know” 8 minute video presentation

22 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Title I, Part A information (schools provide to parents of participating children specific information about Title I, Part A programs, and the opportunity to request regular meetings. *i.e. (after-school tutoring, parent trainings, School Improvement Teams, Parent Advisory Councils, etc.) Timelyx

23 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Schools identified for school improvement, corrective action, or restructuring (LEAs provide to parents of each student an explanation of what the identification means, how the schools compare to others, reasons for the identification, the LEA’s and school’s response, how parents can become involved and any corrective action taken. Promptly following identification x

24 Title I, Part A Parental Notice Requirements Parental Notice Requirements When By whom SEALEASchools Schools identified for restructuring (LEAs serving schools that fail to make AYP after 1 full school year of corrective action provide prompt notice to teachers and parents and provide opportunity to comment and participate in preparing a restructuring plan). Promptly after school misses AYP following 1 full school year of being in corrective action x

25 Parental Involvement Filing System

26 Established a Uniform Filing System Each Title I school site has a two- drawer filing cabinet to be used exclusively for Title I documentationEach Title I school site has a two- drawer filing cabinet to be used exclusively for Title I documentation A color-coded and labeled expandable folder contains individual manila folders that are labeled to address specific mandatesA color-coded and labeled expandable folder contains individual manila folders that are labeled to address specific mandates

27 Filing System P.I. Filing System Guide for Compliance with NCLB P.I. Filing System Guide for Compliance with NCLB

28 File for Parental Involvement Budget Provide evidence/documentationProvide evidence/documentation (i.e. allocation letter, budgets, copies of requisitions, copies of invoices and consulting contracts)(i.e. allocation letter, budgets, copies of requisitions, copies of invoices and consulting contracts)

29 File for District P.I. Policy Provide evidence/documentation (i.e. copy of policy, signature pages, *include date of distribution)Provide evidence/documentation (i.e. copy of policy, signature pages, *include date of distribution) The (EBRPSS) district’s P.I. policy is included in the district’s Student Rights & Responsibilities HandbookThe (EBRPSS) district’s P.I. policy is included in the district’s Student Rights & Responsibilities Handbook Parents must sign and return the form on the 1 st page of the handbookParents must sign and return the form on the 1 st page of the handbook Place a copy of the handbook and the returned signature pages in the file labeled “District P.I. Policy”

30 File for School-Based P.I. Policy Provide evidence/documentation (i.e. agendas, sign-in sheets, copy of policy, *date of distribution)Provide evidence/documentation (i.e. agendas, sign-in sheets, copy of policy, *date of distribution)

31 SUGGESTION Insert any documents that require parent/guardian approval in your school’s STUDENT/PARENT HANDBOOK. Create an all-inclusive signature page, detailing the items included (i.e. School- Based Parental Involvement Policy, Compact for Student Success, Internet Usage Policy, Media Release Form, etc.) This eliminates the issue of sending multiple items home for approval as well as the frustration of parents/guardians for having to sign multiple items.

32 File for Parent Meetings/Workshops Provide evidence/documentation (i.e. agendas, sign-in sheets, photographs, copies of presentations, distributed materials)

33 File for Parent/Student/School/Teacher Compacts Provide evidence/documentation (i.e. agendas, sign-in sheets, signed compacts, *include date of distribution) Provide documentation that the compact is annually reviewed (revised as appropriate) with input from parents *Sample Agenda for Development of Compact and School-Based P.I. Policy *Sample Agenda for Development of Compact and School-Based P.I. Policy *Sample Sign-in Sheet for Development of Compact and School-Based P.I. policy *Sample Sign-in Sheet for Development of Compact and School-Based P.I. policy

34 File for “Right to Know” & “Non-HQ” Notification *Provide evidence/documentation (i.e. copies of letters, *include distribution date)

35 File for Communications to Parents Provide evidence/documentation (i.e. newsletters, calendars, reports from automated notification system, letters to parents informing them of forthcoming events)

36 Compliance Checklist *Utilized by the Coordinators of Title I and NCLBA Monitors during compliance visits

37 Appropriate Use of Parental Involvement Funds

38 Supplement Not Supplant The district has used the Title I funds to provide services that the district was required to make available under federal, state or local law. The district used Title I funds to provide services it provided with non-federal funds in the prior year(s). The district has used Title I funds to provide services for participating children that it provided with non-federal funds for non-participating children. Presumption of Supplanting Exists When:

39 Schools may use funds to: Provide program information to parents (i.e. School Report Card workshops, LEAP Prep materials) Students of parents in attendance will receive a FREE DRESS DAY

40 Schools may use funds to: Establish a School-Based Parent Information & Resource Center The purchase of furniture to establish a Parent Center is allowable

41 Schools may use funds to provide a light meal or refreshments: Meals and/or light refreshments are an allowable purchase. Must be reasonable and necessary (*Should not exceed $4.50 per person) ALLOWABLEITEMS

42 Policy and Procedure Memoranda 49 Rule PPM49 is a state rule found in Policy and Procedure Memoranda published by the Louisiana Division of Administration. Following a state policy rule allows us to demonstrate compliance with a federal rule. Professional Development (before or after regular work hours) Parental Involvement And should follow Policy and Procedure Memoranda (PPM49) which states: “Refreshments shall not exceed $4.50 per person, per morning and/or afternoon sessions. A mandatory gratuity may be added if refreshments are being catered.”

43 Schools may use funds to: Purchase materials for parents to use and provide trainings for parents (i.e. literacy training, technology training)

44 Schools may use funds to purchase and distribute “token items” to parents Examples of acceptable “token items” might include an inexpensive calculator given as part of Family Math Night that emphasizes ways parents can help their children with schoolwork. You may provide take-home books as part of a summer reading program. As a rule of thumb, any “token” that costs more than $10 would be difficult to justify.

45 Don’t overdo it! Avoid spending too much on publicity, awards and “token items”. Keep these expenses reasonable, and consider whether other funding streams could pay for or partially cover certain costs Jackson Bayou High School “Back to School Gala” Saturday, August 6, :00—6:00 pm Jackson Bayou High School “Back to School Gala” Saturday, August 6, :00—6:00 pm Hope to See You There! *Not allowable GO GATORS!

46 Don’t overdo it! For example, you can use your set-aside to purchase certificates, plaques, or trophies, and to cover other expenses like printing posters, fliers, or a banner. However, in each case, consider how closely those items tie to your goals, and whether the expense is prudent. For example, a large banner may cost upwards of $200.00

47 Schools may use funds to: Educate educators (i.e. parent communication workshops, attend Parental Involvement Conferences) Strategies for Effective Parental Involvement presented by J. Anthony Goodparent

48 Schools may use funds to: Coordinate activities with other parental involvement programs (i.e. LA 4 Pre-K, PBIS, etc.)

49 Schools may use funds to: Develop effective communication with parents (i.e. ELL parenting materials, postage costs, newsletters and School-to-Home Folders)

50 Schools may use funds to: Support reasonable activities suggested by parents (i.e. health fairs, Financial Aid/Scholarship workshops, etc.) Jackson Bayou High School 1999 Frog Leg Rd. Jackson Bayou, LA Saturday, August 6, 2012

51 Schools may use funds to: Solicit parental input in the decision making process (i.e. School Improvement Teams, Community Focus Groups, Effective Partnership Trainings)

52 Schools may use funds to: Provide reasonable and necessary parent expenses (i.e. childcare for Open House, bus transportation for parents to attend Open House or other parent meetings/trainings) Bus Tokens are allowable

53 Schools may use funds to: Train parents to enhance the involvement of other parents (i.e. Parents As Teachers)

54 Schools may use funds to: Arrange/accommodate school meetings at a variety of times and locations (i.e. in-home conferences, parent convenient meetings)

55 Schools may use funds to: Implement model approaches (i.e. National Network of Partnership Schools) National Network of Partnership Schools Johns Hopkins University 3003 N. Charles Street, Suite 200 Baltimore, MD tel: fax:

56 Schools may use funds to: Purchase student planners/agendas—promoting daily communication between school and home. Cannot contain advertising, logos, mascots.. Keep it simple

57 Schools may not use Parental Involvement Funds for the following items: Student Honors/Awards Banquets, or graduation activities Supplanting Issue

58 Schools may not use Federal Funds for the following items: OPEN HOUSE OPEN HOUSE activities *Federal funds must supplement, not supplant district responsibilities/obligations Open House activities are usually a district mandate.

59 Schools may not use Parental Involvement Funds for the following items: Student Field Trips w/ parents as chaperones Although student field trips are not an allowable expense, transportation for parents to events may be paid with Parental Involvement funds, provided the activity increases their parenting capacity (i.e. College Days for Parents)

60 Schools may not use Parental Involvement Funds for the following items: Folding or stackable chairs for the school auditorium or any other areas that may be utilized to host parent meetings

61 School-Specific Signage or School Marquee (Not Allowable) This includes: Parent Pick-Up Tags for Commuters Display Cases Display Cases

62 Signage (continued) Banners or signs promoting school-based events such as Family Literacy Night are allowable. Signs promoting school-based Parent Resource Centers are allowable.

63 Brief Review of District-Created Title I Templates Budget Template Requisition Template Procedures for Checks and Balances

64 Contact Information Marlon K. Cousin, Coordinator of Title I East Baton Rouge Parish School System

65 Links to EBR Federal Programs web pages

66 Questions/Issues


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