September 23, 2013 Office of Funded Programs

 Introductions  Project REACH  Fostering Connections  Title I  Adjourn September 23,

 Title I  Sherry Carlstrom, Director & Team Freeman  Lynn Moore, Supervisor, Non Public & Team Battle  Megan Cole, Program Manager Neglected & Delinquent, Team Osorio and Unowsky  Pang Nhia Yang, Program Manager AYP Grant & Team Collins  Jessica Smith, Accountability Assistant  Diane Brings, Clerk  Project REACH  Anne McInerney, Project REACH  Beth O’Keefe, Project REACH  Lily Tharoor, Project REACH September 23,

 Project REACH Continued…  Cindy McGowan, Transportation  Andrea Lindorfer, Evening Tutoring  Wijit Xiong, Home School Liaison  Tracey Jackson, Home School Liaison  Karla Stewart, Home School Liaison  Laura Vallejo, Home School Liaison  Fostering Connections  Becky Hicks, Supervisor  Lisa Grant, Specialist  Mary Tinucci, Specialis  Michele DeMarre, Clerk September 23,

 Pamela Sanders Accounting Tech  Peggy Cihlar Accounting Clerk September 23,

 The information discussed today will be available online at the Title I Website  Paper copies can be requested; downloads can be ed. 1.spps.org September 23,

Realizing the Educational Achievement of Children Experiencing Homelessness September 23,

 Program Updates  There is a homeless contact at each school; please work with that person when coordinating referrals and transportation.  We are now using an online referral system; paper forms should be used to gather information and then entered by the homeless contact at September 23,

 Project REACH staff determine eligibility; services are not guaranteed  SPPS staff can consult on the appropriateness of a referral before making an online referral  Before making a referral, the school should notify the family that the referral is being made  Principals can request that enrollment clerks receive the automated Project REACH s regarding students at your school (confidential). Please list that contact. September 23,

Regular busing should be accessed when available ● “1 No Address-REACH” should be put on the household when a family is not living in a house, shelter, or hotel (usually, for those living in their car). Remember to get a secondary address for mailing purposes ● “1 New Address” should be used as a placeholder while you are waiting for a new address to be created on the Campus system. NOTE: Always put the new/correct address into the household 'comments' field as a reminder. ● “1 Unknown Address” is a MARSS placeholder for families who move out of state and cannot be reached and should not be used by school staff.. When the family returns to your school, update the household address. ● An accurate address must be in Campus prior to making a referral to Project REACH. ● If an address is changed after the bus has been routed, Transportation will need to re-route the bus. ● Change addresses with caution and check with Project REACH before changing addresses of siblings at other schools. September 23,

 Change addresses with caution and check with Project REACH before changing addresses of siblings at other schools.  Work with your homeless contact to determine how you will receive transportation information on Project REACH students September 23,

 Non-custodial parents do not have the authority to request transportation changes  Daycare addresses should be confirmed and updated in Campus before making a referral to Project REACH. Be sure to add under Transportation Tab, not household  We have experienced delays after transportation has entered the address in Campus; please check regularly for added addresses  Do not change an address until the family moves. Homeless families often experience delays out of their control and do not move when expected. September 23,

 Students residing in shelter sites listed on the directory should be assigned the coded address in Campus under PRIMARY ADDRESS  List found on  If the address is not on the list, the address usually is a published address and the actual address can be entered in Campus  Remember the confidential nature of this information; do not share or copy the directory September 23,

 Project REACH referral  Anne McInerney Homeless Education  September 23,

Public Law September 23,

Fostering Connections is an educational program administered by the Saint Paul Public Schools Office of Funded Programs (Title I) that promotes educational stability and academic success for children and youth in out- of– home placement and foster care. Staff: Becky Hicks; Supervisor Lisa Grant; Fostering Connections Specialist Mary Tinucci; Fostering Connections Specialist Michele Demarre, Clerk Fostering Connections 2102 University Ave. W Saint Paul, MN 55114

 Assist in keeping students in their same school when their out- of-home placement changes  Help students immediately enroll in school and transfer their school records  Ensure students receive free school meals  Coordinate student transportation to his or her school of origin whenever possible  Make referrals for medical, legal, food and county benefits, and mental health services  Advocate for special education services  Educate students and families about credit recovery options  Assist with the application process for college or other post- secondary education  Refer students to independent living resources in the community  Assist students in accessing educational training vouchers

 Orders of Protection: Flag Emergency Card  Keeping Addresses Updated In Campus  When Child Protection Requests to See A Child  When a Biological Parent Wants Access to Child(with a no contact order)  Child is Placed in Protective Custody: What Can You Tell the Parent?  Data Privacy: OFP, Child Protection letter  Requests for Records: URGENT!

Documentation and Compliance of Title I Requirements September 23,

 Improve education of disadvantaged students, especially those affected by poverty.  Provide supplemental funds that support student achievement. September 23,

 To eliminate the racial achievement gap  Implementing educational changes to promote racial equity and disrupt systemic racism by prioritizing Title I resources to improve teaching.  Title I priorities for support (p. 12)  Family Engagement  Intervention Math and Reading Instruction PBIS  Coaching and Professional Development  K-Teaching Assistant (implementation of new K- model) September 23,

Title funds used to support schoolwide reform efforts to improve learning for all students. Resources are tied to the school improvement plan (SCIP). If it doesn’t support the goals in the plan… don’t pay for it with Title I funds.  Resources are used to improve teaching and increase academic success.  Reduce barriers for parents to be involved in their children’s education. September 23,

 Percent of students qualifying for Free or Reduced priced lunch.  Elementary – 40%  Secondary – 40% Middle/Jr. High Schools High Schools September 23,

September 23,

Parent InvolvementProfessional Development Title I Regular Salary of PI personCoach salaryIntervention Staff Salary Taxi Cab/Bus TokensOther SalariesInstructional Supplies Food for Academic Events Substitute TeachersBus tokens for afterschool tutoring Other Salaries (child care, interpreting) Equipment (under $5,000) Portable and Attractive Supplies September 23,

September 23, Budget Narrative How does this budget support the goals and strategies in the SCIP?

What it is… Justification for the budget line item tied specifically to the SCIP. Supports the SCIP goals and strategies. Should be able to align the expenditure with the plan. What it isn’t… Restatement of the budget line item. Examples: 6140 –.3 FTE Teacher 6430 – Instructional supplies 6490 – Food September 23,

Budgets set in spring for following year. Revisions happen 2 times per year. ◦ October revision ◦ February revision (final revision) Any budget revisions to Title I budgets must be communicated to and approved by Title I. Recommended to discuss possible changes before making them. Work with your accountant and with Pamela Sanders to ensure proper coding, allowable changes, etc. September 23,

 Review of school enrollments against projections will happen soon.  Any possible changes will be communicated through Assistant Superintendents.  October revisions will be due to Title I by mid to late October.  Pamela Sanders and Sherry Carlstrom will send the budget worksheet to the principal with instructions for completion.  Be sure both the budget and the budget narrative match and the narrative explains the support of activities in the SCIP. September 23,

Parent Academy ◦ Supported by Title I through Family Engagement and Community Partnerships Office ◦ Coordinated and supported by school staff. School Activities ◦ Conferences ◦ Title I Annual Meeting, ◦ Compact (creation, signature, and review), ◦ Family Engagement Plan (creation and dissemination), ◦ Notifications (Right to Know, HQ Teacher) September 23,

 Necessary and reasonable  Help remove barriers to parent participation  Light snacks, not big meals  No desserts, ice cream, etc. September 23, Pre-approval Required Send to Peggy Cihlar Flyer/ Agenda Title I Order Form Academic Focus Pre - Approval Send to Peggy Cihlar Order Food Original Receipt P-Card, Reimbursement, Voucher Sponsored by Title I Pg

 Necessary and reasonable  Help remove barriers to parent participation  Light snacks, not big meals  No desserts, ice cream, etc. September 23, Pre-approval Required Submit Online PeopleSoft Financials Flyer/ Agenda Title I Food Request Form Academic Focus Pre - Approval Send to Peggy Cihlar Order Food Original Receipt P-Card, Reimbursement, Voucher P-Card, Reimbursement, Voucher Sponsored by Title I Pg

Ordering Procedures ◦ City Wide- personal 3 digit ID assigned by Title I. ◦ Yellow Cab – Three digit business ID. Logging Orders ◦ Cab Log on Title I website. ◦ Identify yourself by your assigned 3 digit ID when entering. September 23, Pg

 Cab service should only be used as a last resort  Title I cannot guarantee cabs will always be available to meet demand.  ALL Title I authorized cab rides must be logged into the Title I Cab Log. Failure to log Cab Rides may result in the following actions:  Occasionally - charges will be moved to the school general fund account  Persistent failure: 1st time - warning and moved charges to general fund; 2nd time - meeting with principal; 3rd time - remove authorization to use Title I funds for cabs. September 23, Pg

September 23, Click on Cab

 Parent involvement or students staying for tutoring / academic support after school.  Bus cards/tokens must be purchased through Title I using Title I order form.  Must keep a disbursement log. Submit the log when you order new cards/tokens.  Purchases not pre approved will be moved to general fund budget. September 23, Pg. 34

 Parent involvement or students staying for tutoring / academic support after school.  Submit the Title I Internal Request Form on PeopleSoft Financials.  Must keep a disbursement log. Attach the log when you order new cards/tokens.  When approved, order the tokens from Transportation.  Purchases not pre approved will be moved to general fund budget. September 23, Pg. 34

Employee is paid from multiple funding sources (federal, non-federal) regardless of job duties. ◦ Bi-weekly time and effort through PeopleSoft. ◦ Supervisor must approve bi-weekly through PeopleSoft. Employee is 100% funded by federal funds. ◦ Semi-Annual certification completed on PeopleSoft by supervisor. (January 1 and July 1) September 23, Pg

Bi-weekly T&E is an accurate reflection of time worked, not time budgeted. Scenario: Joyce works at Lincoln Elementary ◦ 30% Librarian (state & local funds) ◦ 70% Title I Reading Coach(federal funds) The principal has requested that the Joyce provide some additional coaching for a new teacher the first two weeks of school. Joyce spends 80% of her time coaching and only 20% of her time supporting the library. How should she record her T&E? September 23, Pg

September 23, This T&E was adjusted to match what she actually worked, not how she was paid. Originally was preset at 70% and 30%

Teachers who are hired on a variance may not be paid for with Title I funds. To be paid by Title I, the teacher can only work in the areas for which he/she has a full license. ◦ Middle school licensed teacher is not licensed to teach in the elementary. ◦ Elementary teacher cannot teach mathematics to 7 th and 8 th grade students unless their license includes grades 7 & 8 mathematics. Core subject area teachers on a variance in a Title I School are not HQ and letters will be sent home. September 23, Pg. 15

 6184 (non-licensed)  Child care provider  Some interpreters  Possibly someone to coordinate PI activities after hours.  6185 (licensed)  Licensed staff (teachers, social workers, etc). September 23, Pre-approval Not Required Child Care and Interpreters Time Sheets Supplemental Pay Form Send to Peggy Cihlar After the Fact Proper payment to workers from Title I Title I Order Form Pg. 18

 Regardless of the code the following is true.  You don’t need pre-approval for child care, interpreting.  You do need pre-approval to pay additional salaries for any other purpose. September 23, Time Sheets Supplemental Pay Form Submit on using PeopleSoft Financials Proper payment to workers from Title I Title I Internal Request Form Submit actual papers to Peggy Cihlar Pg. 18

 6184 (non-licensed)  Child care provider  Some interpreters  Possibly someone to coordinate PI activities after hours.  6185 (licensed)  Licensed staff (teachers, social workers, etc). September 23, Time Sheets Supplemental Pay Form Submit on using PeopleSoft Financials Proper payment to workers from Title I Title I Internal Request Form Submit actual papers to Peggy Cihlar Pg. 18

Substitutes (6145) to support professional development activities only. September 23, Proper payment to workers from Title I Proper payment to workers from Title I Title I Order Form Sub Code Provided Activity Occurs Sent to Peggy Cihalr Pre Approval Pg. 19

Substitutes (6145) to support professional development activities only. September 23, Proper payment to workers from Title I Proper payment to workers from Title I Title I Internal Request Form Sub Code Provided Submitted on PeopleSoft Financials Pre Approval Pg. 19

Key is to be sure to include number of substitutes needed, the purpose or activity requiring the need for subs.  To allow classroom teacher to participate in Math workshops.  Allow teachers to work together in PLC / Leadership meetings September 23, Pg. 19

Almost all supplies paid for with Title I funds in a schoolwide program should be 6430 or ◦ Supplemental instructional materials ◦ For instruction of students ◦ Tied to goals and strategies in SCIP September 23, Submit Requisitions for Order on PeopleSoft Financials School Receives Order on PeopleSoft Financials Send original packing slips, invoices, etc. to Inna in Accts. Payable Title I Buyer will create PO and place order. All preapproval based! Should not be getting vouchers for payment! Pg. 48

Only time to use 6401 is when you are purchasing professional development materials for teacher use (books). September 23, Submit Requisitions for Order on PeopleSoft Financials School Receives Order on PeopleSoft Financials Send original packing slips, invoices, etc. to Inna in Accts. Payable Title I Buyer will create PO and place order. All preapproval based! Should not be getting vouchers for payment! Pg. 47

Document camera, iPad, iPod, 35mm camera, flip cameras, etc… ◦ ALL portable and attractive equipment gets tagged and placed on the district inventory system in PeopleSoft Financials.  Budget codes 6432 or 6402 trigger’s link “Asset Status Pending” on receiving section of PeopleSoft.  Does it have the SPPS asset tag?  Did you enter it into the district inventory system?  Did you place the federal ID tag on the item? September 23, Pg. 49

September 23,

September 23,

 Anything with a shelf- life of more than one year must be labeled as “Property of Title I.”  Contact our office for inked stamps to use on books, etc. September 23,

6303 used for consultants and contracted services up to $25, used for consultants and contracted services over $25,000 Use district procedures for contracting. September 23, Pg

September 23, Deliverables Conditions of Payment Payment Schedule

September 23, In State Conferences with Over Night Stay, and Out of State Conferences Authorization must first be given by Title I Do not register for the conference, make hotel or airline reservations prior to receiving your Travel Authorization Code. Authorization must first be given by Title I Do not register for the conference, make hotel or airline reservations prior to receiving your Travel Authorization Code. Title I Order Form Travel Authorization Form Conference Agenda Signed Travel Expense Report Send to Peggy Cihlar Original Receipts Send to Marie Yang If you want Title I to register and pay registration, send the completed registration form. Pg

September 23, In State Conferences with Over Night Stay, and Out of State Conferences Authorization must first be given by Title I Do not register for the conference, make hotel or airline reservations prior to receiving your Travel Authorization Code. Authorization must first be given by Title I Do not register for the conference, make hotel or airline reservations prior to receiving your Travel Authorization Code. District Travel Authorization Form Conference Agenda Signed Travel Expense Report Send to Peggy Cihlar Original Receipts Send to Marie Yang If you want Title I to register and pay registration, send the completed registration form. Pg

September 23, In State Conferences with Over Night Stay, and Out of State Conferences Authorization must first be given by Title I Do not register for the conference, make hotel or airline reservations prior to receiving your Travel Authorization Code. Authorization must first be given by Title I Do not register for the conference, make hotel or airline reservations prior to receiving your Travel Authorization Code. Complete the District Travel Authorization Form on PeopleSoft Financials Conference Agenda Signed Travel Expense Report Original Receipts Send to Marie Yang If you want Title I to register and pay registration, send the completed registration form. Pg

September 23, Authorization must first be given by Title I Do not register for the conference prior to receiving approval Authorization must first be given by Title I Do not register for the conference prior to receiving approval Title I Order Form Conference Agenda Send to Peggy Cihlar If you want Title I to register and pay registration, send the completed registration form. Pg

 No overnight stay and the meeting or conference is in Minnesota  Complete the Title I Professional Development Request Form.  Include supporting documents.  When approved.  Submit a voucher for payment to the vendor.  Include the approval, and copies of brochure, registration, etc. September 23, Pg

 Monthly review of expenditures.  Remove items if pre approval was required and not given.  Remove items that are not appropriate.  Spend funds throughout the year, 75% by December and 100% by March.  Review monthly SAM reports. September 23,

September 23, Lincoln School

 Aligned Support– Your first contact  Megan Cole – Christine Osorio and Steve Unowsky  Pang N. Yang – Andrew Collins  Sherry Carlstrom – Sharon Freeman  Lynn Moore – Theresa Battle  We are a team and anyone of us can support you when someone is unavailable. September 23,

September 23, This is your guide. If you have questions, contact Title I at or contact Peggy Cihlar at Peggy’s Fax number: Copy of this document is located at:

 ADD THESE NUMBERS TO YOUR BOOK ON PAGE 2  Fostering Connections  Main Number  Fax  Project REACH  September 23,

September 23,