1. ESEA/NCLB 2014-2015 Update 1

2. (Protocol for Questions) 2

3. Introductions by Title Chief Academic Officer – Rachelle Tome, 624-6708, rachelle.tome@maine.govachelle.tome@maine.gov Title IA – Basic Disadvantaged - Jackie Godbout, 624-6712, jackie.godbout@maine.govackie.godbout@maine.gov Title IA – Financial Management Analyst - Nancy Lamontagne – 624-6647, nancy.lamontagne@maine.govnancy.lamontagne@maine.gov Title IC – Migrant Education - vacant 3

4. Introductions by Title Title ID – Neglected & Delinquent – Jackie Godbout, 624- 6712, Jackie.Godbout@maine.govJackie.Godbout@maine.gov Title IIA – Improving Teacher Quality – Margaret (Meghan) Southworth, 624-6723, Margaret.Southworth@maine.govMargaret.Southworth@maine.gov Title III – English Language Acquisition – Nancy Mullins, 624-6788, Nancy.Mullins@maine.govNancy.Mullins@maine.gov Title IVB – 21 st Century Community Learning Centers – Travis Doughty, 624-6709, Travis.W.Doughty@maine.govTravis.W.Doughty@maine.gov 4

5. Introductions by Title Title VI – Rural Education – Rachelle Tome, 624-6708, rachelle.tome@maine.govachelle.tome@maine.gov Title X – Homeless Education/McKinney Vento – Jacinda Goodwin, 624-6637, Jacinda.Goodwin@maine.govJacinda.Goodwin@maine.gov 5

6. FY 15 Funding by Title Annual changes based on population, poverty and other data Preliminary FY15 allocations for Titles IA, IIA, and III are now posted at: http://www.maine.gov/education/nclb/ 6

7. NCLB Electronic Paperwork System Performance Report and Application site usually opens around third week of May An e-mail notification reminder will be sent $100 is used as a placeholder until final allocations are determined IMPORTANT REMINDER: The application can be submitted and certified at any time. It is not dependent on the submission and certification of the Performance Report 7

8. New Secure Passwords Upon 1 st login to the 2014/2015 Application, you will be prompted to create a new secure password: 8

9. New Secure Passwords – cont. 9

10. New Accessibility for Business Managers Business Managers can login to Application and Performance Report with their Federal Reimbursement login and password. They will be given access to a ‘view only’ format of those documents. 10

11. Email Request to GEM Help Desk 11

12. Email Request to GEM Help Desk 12

13. TIMELINE- Due Dates FY13 Carryover Extension Report is June 30, 2014 FY15 Application submission is August 1, 2014 or prior to obligating new year funds FY14 Performance Report is August 1, 2014 or 30 days after summer programming If Title IA carryover exceeds 15% at the close of the FY14 Performance Report, the Title IA Carryover Percentage Certification is October 15, 2014 FY14 End of Year Carryover Report is January 15, 2015 13

14. Substantially Approvable Notification There will be two approvals: Substantially approvable notice Final grant award approval notice Notice of Substantial Approval allows a SAU to begin obligating funds. However, the Application is still subject to Final Grant Approval. EDGAR Part 34, Section 76.708 14

15. Pre-Award Costs – Area of Concern Funding obligations should not occur prior to certification and submission of the Application in Substantially Approvable form: Salaries for staff and year round costs should be budgeted appropriately Expenditures prior to Substantial Approval are considered non-allowable Contact program person with questions or concerns 15

16. Federal Reimbursement System We will continue random selection parameters to identify when a SAU will be required to submit backup documentation prior to reimbursement. SAUs that do not request reimbursement in a timely manner could be subject to selection for review. 16

17. Use of Funds Supplement Not Supplant Federal funds must supplement, not supplant services, staff, programs or materials that would otherwise be paid with state or local funds (and in some cases, other federal funds). Ask: What would you do if you did not have this money? What services, staff, program are you required to provide by other federal, state and local laws of regulations? Was the service, staff, program previously provided with state, local and/or federal funds? Are federal resources providing a benefit to all students? – note: possible exceptions 17

18. Use of Funds Rebuttal to Assumption of Supplanting To rebut presumption, present this evidence: 1.Fiscal or programmatic documentation to confirm that in the absence of federal funds staff/services in questions would have been eliminated; 2.State or local legislative action; and 3.Budget histories and information. 18

19. Use of Funds Areas of Concern (including but not limited to …) Food (use of federal grant funds when hosting conferences and meetings) Incentives-Prizes: Minimal—stickers, pens, pencils, books. Pre-paid cards – NO. Entertainment – Pure entertainment, NO. Maine DOE Federal Grant Fiscal Guidance available at: http://www.maine.gov/education/audit/index.shtml 19

20. Funds Used for Administrative Positions Indirect costs related to administrative positions are not allowed under formula, non-competitive grants: Incurred for the common purpose of more than one grant or the organization as a whole Not readily identifiable with the activities of the grant without overdue burden through monthly Time & Effort Certification General administrative staff considered indirect usually include: Executive Officers, accounting, procurement, data processing, human resources, and business/central office staff. 20

21. Funds Used for Administrative Positions Direct costs that can be identified with a particular cost objective and chargeable to a grant include: Compensation of employees for direct administrative program responsibilities for which the time devoted can be specifically identified to the program Time & Effort must be available for the expense to be allowable; and The administrative program person must be identified and approved in the Grant Application 21

22. Examples of Direct vs. Indirect Costs A general way to determine whether employees are direct or indirect costs is to ask this question: “If the program funding did not exist, would the position exist?” If no, then it would appear to be direct. If yes, then it would appear to be indirect. Contact a Maine DOE Federal Program Manager if you have any questions or concerns. 22

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24. NCLB Monitoring All SAUs including Public Charter Schools are subject to Compliance Monitoring on a cyclical basis. For 2014-2015 desk and on-site reviews: All identified SAUs submit required responses and documentation to Maine DOE by October 30, 2014 Documentation is reviewed in Nov/Dec Follow-up letters and site visit status are sent to SAUs in February, 2015 On-site visits are in March, April and May, 2015 24

25. NCLB Monitoring SAUs to be monitored in 2014/2015 at http://www.maine.gov/education/nclb/monitoring/home.htm http://www.maine.gov/education/nclb/monitoring/home.htm Initial notification letter will be mailed early June, 2014 and contain the on-site visit date should one be necessary Updated monitoring documents and PowerPoint will be posted by August 15, 2014 All responses and document submissions, due October 30, 2014, will be based on the 2013- 2014 school year 25

26. Equitable Services Non-Public Schools Eligibility Public School responsibilities Non-Public School responsibilities Services IA, IIA, III Consultation Affirmation Non-responsive process 26

27. Title IA Performance Report No 15% excess carryover waiver New Carryover Percentage Certification form in the Performance Report will determine the statutory carryover based on expenses up through September 30 Due October 15, 2014 Items to be Reported: Expenditures made since closeout of Performance Report; obligations made but not yet paid. Final 15% statutory carryover percentage is determined at this time TITLE I SUPPLEMENTAL DEMOGRAPHIC DATA WILL STILL BE REQUIRED 27

28. ESEA Accountability Setaside Project Sheet SAUs with Monitor Schools MUST complete Project A and MAY complete the budget line if it will use Title I funds to support professional development activities as outlined in its improvement plan Priority and Focus schools MAY complete Project B if the SAU plans to use Title I funds to support professional development activities as outlined in Dirigo Star The SAU may use up to 20% of its total Title I allocation for this project. 28

29. Title Updates Title IA Basic Disadvantaged New allowable Homeless provisions impacting Title I funds were created in the Appropriations Budget bill A webinar with Title I/NCLB Coordinators and Homeless Liaisons to discuss these new provisions is scheduled for May 14, 2014 at 2:00 29

30. Title Updates Title IC Migrant Education The primary purpose of the migrant education program is to ensure that all migrant students reach challenging academic standards AND graduate with a high school diploma (or complete a GED) that prepares them for responsible citizenship, further learning, and productive employment. 30

31. Data Quality/Data Elements Title IC 31

32. Title Updates Title IIA Improving Teacher Quality Annual HQT Reporting – was due to MEDMS March 31 st. Not too late to submit for this year Failure to submit may result in delay of Application approval for FY15  32

33. Title Updates Title IIA – cont. Additional HQT Reporting this year is being required by Congressional Continuing Resolution There will be a very quick turnaround for data collection! Mid-May to Mid-June Reporting will be through Maine DOE’s Neo Dashboard, not MEDMS. https://neo.maine.gov/DOE/NEO/Dashboard 33

34. Title Updates Title IIA – cont. A note about Time and Effort Certification: SAUs eligible for REAP flexibility … When Title IIA funds are REAP flexed to Title V and used to pay salary and/or stipends, Time &Effort Certification should list Title IIA as the funding source. Not Title V. 34

35. Title III Allocations Preliminary amounts indicate approximately $135 per English learner. In order to receive Title III funds, a School Administrative Unit (SAU) must have more than 20 English learners. To meet the federal $10,000 minimum grant requirement amount, if a SAU has fewer than 80 English learners, the SAU would have to join a consortium. 35

36. Title Updates Title IVB Non-allowable 21 st CCLC Expenditures: Indirect Costs Are incurred for a common or joint purpose benefiting more than one cost objective. In addition, indirect costs cannot be readily identified as benefiting a particular cost objective. – Data Processing – Accounting, Auditing, Budgeting – Purchasing – Payroll Processing – Maintenance and Operations of Space – Communications (telephone, postage), etc. 36

37. Title Updates Title IVB Allowable 21 st CCLC Expenditures: Direct Costs Can be identified specifically with a particular cost objective. – Compensation of employees for the time devoted and identified specifically to the performance of those programs; – Supplies and materials used for the program; – Equipment purchased and used for the program; and – Travel expenses incurred specifically to carry out the program 37

38. Title Updates Title VI Rural Education Note that although Title VI allocations are not made available until later in the fall, Substantial Approval will follow the same protocols as the NCLB Consolidated Application, including Pre- Award costs 38

39. Title Updates Title X McKinney Vento Homeless Liaison trainings will occur in the Fall. Those who have not participated in a training for at least two years are strongly encouraged to attend. New allowable Homeless provisions impacting Title I funds were created in the Appropriations Budget bill A webinar with Title I and Homeless Liaisons to discuss these new provisions is scheduled for May 14, 2014 at 2:00 39

40. Data Quality 40

41. Data Quality / Data Elements 41

42. Questions from Audience 42