Illinois State Board of Education – May eGMS Spring 2011 Workshop (for the 2012 NCLB Grants)

Illinois State Board of Education – May 2011 NCLB Title I Purposes The purpose of the Title I program is to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging State academic achievement standards and state academic assessments. 2

Illinois State Board of Education – May 2011 NCLB Title II, A Purposes The purpose Title II, A is to increase academic achievement by improving teacher and principal quality by increasing the number of highly qualified teachers and principals and increasing the effectiveness of teachers and principals by holding LEAs and schools accountable for improvements in student academic achievement. 3

Illinois State Board of Education – May 2011 NCLB Consolidated Application Purpose A local educational agency receiving funds under more than one covered program may submit plans or applications to the State educational agency under those programs on a consolidated basis. 4

Illinois State Board of Education – May 2011 Overview of Presentation Consolidated Application Purpose Roles NCLB Consolidated Application –NCLB pages –Title I pages –Title II, A pages 5 – –Budget pages – –Final steps

Illinois State Board of Education – May 2011 LEAs role: 1)Know and understand the law, for example: Parent Involvement requirements Equitable Services for private school students Supplement v. supplant 2)Submit the Consolidated Application to ISBE by November 4, 2011 with all required information. Failure to submit by the due date or submit all information may delay approval of the application. 3)Grant start date is submission date or July 1, whichever is later, assuming the application is substantially approvable 6

Illinois State Board of Education – May 2011 ISBEs Division of Innovation & Improvement role: 1)Know and understand the law 2)Conduct an initial review of application within 30 days of submission 3)Use the review checklist to inform districts on completed items or issues that need attention 4)Contact LEAs by phone on matters of concern and follow-up via for documentation 7

Illinois State Board of Education – May 2011June Principal Consultants Jane Blanton, Regions - 03, 13, 41, 45, 50 Gail Buoy, Regions - 01, 17, 22, 26, 27, 33, 35, 40, 46, 49, 60, & 65 Suzanne Dillow, Regions - 02, 12, 20, 21, 25 & 30 Cheryl Ivy, Regions - 07, 32, & 56 Lynn Childs, Regions - 11, 39, 43, 48 & 53 Heidi Shaver, Regions – 09, 10, 28, 38, 51 & 54 Joe Banks, Regions 19 & 34 Debra Dickens, Regions 05, 16, 24, 31 & 47 Albert Holmes, Regions 04, 06, 08, 44 & 55 Springfield Staff Contact information: (217) Chicago Staff Contact information: (312)

Illinois State Board of Education – May 2011 ISBEs Funding & Disbursement Division role: Double-check proper function/object codes to use for various expenditures Payment schedule Transferability Carry-over waivers Project begin and end dates Changes to attendance center go to Janet Allison and the new Entity Profile System in IWAS. Contact Information: (217)

Illinois State Board of Education – May 2011 ISBEs Help Desk role: Assisting with IWAS passwords or access level issues Assisting LEA with bypass for pop-up blocker Observing web page performance problems Technical Issues Contact Information: (217) or 10

Illinois State Board of Education – May 2011 Terminology NCLB – No Child Left Behind SEA – State Education Agency (ISBE) LEA – Local Education Agency (district) PPA – Per Pupil Allocation SES – Supplemental Educational Services 11

Illinois State Board of Education – May NCLB Applications 1 applications for FY 12 The regular NCLB Application is open. ALL FY 12 NCLB Applications must be submitted via IWAS/e-Grants by November 4, Technical Assistance Meetings in June FAQ and Toolkit Webinar in July

Illinois State Board of Education – May NCLB Updates Title IID & Title IV – not applicable Title I regulations - 20% SES/Choice funds - in order to use unexpended SES/Choice 20% obligation on other activities, the districts must take certain actions and notify ISBE. See: No more ARRA! No more staff page No more payment schedule

Illinois State Board of Education – eGMS Basic Information Printer friendly link Print ALL functionality Session Timeout (60 minutes) - SAVE FREQUENTLLY Do not use the BACK button! Tab Key – moving around a page Error Messages/Warning Message –Warning: issue inconsistent: does not stop submission –Error: Data Not Saved (top of screen/red) May

Illinois State Board of Education – eGMS Basics – System Navigation s to Districts go to everyone who has approval authority on IWAS account. IWAS can be setup to forward to other external accounts. District is notified via IWAS on Final Approval or Returned for Changes ISBE Notified via IWAS upon submission from District May

Illinois State Board of Education – May IWAS – Getting Started

Illinois State Board of Education – May IWAS Log-in

Illinois State Board of Education – May IWAS

Illinois State Board of Education – May 2011 IWAS – System Listing 19

Illinois State Board of Education – May 2011 Application Select Page 20 This year use 2012

Illinois State Board of Education – Review Checklist May

Illinois State Board of Education – May NCLB Consolidated Overview Page

Illinois State Board of Education – May NCLB District Information

Illinois State Board of Education – May NCLB Plan

Illinois State Board of Education – May Gun-Free Report

Illinois State Board of Education – May NCLB Allotment

Illinois State Board of Education – May 2011 Title I 27

Illinois State Board of Education – May Title I Overview Page 4

Illinois State Board of Education – May NCLB Title I District Information

Illinois State Board of Education – FFATA May

Illinois State Board of Education – May NCLB Program Specific Pages Targeting – Step 1

Illinois State Board of Education – May APPLICATION INSTRUCTIONS

Illinois State Board of Education – May NCLB Title I Targeting – Step 2

Illinois State Board of Education – May NCLB Title I Targeting – Step 3

Illinois State Board of Education – May NCLB Title I Targeting – Step 4

Illinois State Board of Education – May NCLB Title I Targeting–Step 4 cont.

Illinois State Board of Education – May 2011 Equitable Share Calculations

Illinois State Board of Education – May Equitable Share Formula Public Low Income + Non-Public Low Income = Total Low Income Students Served = 3275 Non-Public Low Income divided by Total Low Income Served = proportionate share for non-public low income (6 decimal places) 146 / 3275 = x $et-aside x $et-aside amount = private school share

Illinois State Board of Education – May NCLB Title I Targeting – Schoolwide Page

Illinois State Board of Education – May 2011 Schoolwide Page should MATCH Title I Status Survey (via IWAS) 40

Illinois State Board of Education – May NCLB Title I Goals

Illinois State Board of Education – May 2011 Title II, Part A 42

Illinois State Board of Education – May NCLB Title IIA Private School Equitable Share

Illinois State Board of Education – May NCLB Title IIA Program Specific

Illinois State Board of Education – BUDGET DETAILS/BUDGET SUMMARY/ AMENDMENTS/SUBMITTING

Illinois State Board of Education – 46 New FY ProjectedAllocations InitialApplication Amendment*/CUMULATIVE Expenditure Reports (thru 9/30, due 10/20) Title I and IIA Performance Report *Amendments as needed – final amendment due 30 days prior to project end date Amendment*/CUMULATIVE Expenditure Reports (thru 3/31, due 4/20) Final Expenditure Report (thru 6/30 or 8/31, due 7/20 or 9/21)/Carryover Determined NCLBGRANTPROCESS JulyPayment AugustPayment SeptemberPayment OctoberPayment NovemberPayment DecemberPayment JanuaryPayment FebruaryPayment MarchPayment AprilPayment MayPayment June final Payment Final Title I and IIA Allocations Amendment*/CUMULATIVE Expenditure Reports (thru 12/31, due 1/21) New FY Begin Application Process

Illinois State Board of Education – 47 NCLB Allotment

Illinois State Board of Education – 48 Prior Documents Review Checklist

Illinois State Board of Education – 49 Budget Detail Instructions

Illinois State Board of Education – 50 Instructions link

Illinois State Board of Education – 51 NCLB Budget Details - Examples

Illinois State Board of Education – 52 Instructions link

Illinois State Board of Education – 53

Illinois State Board of Education – 54 NCLB Budget Details

Illinois State Board of Education – COMMON BUDGET PROBLEMS -Function/object name NOT a sufficient/acceptable itemization nor description. -Function 1000: direct STUDENT instruction (not admin, not secretaries, not janitors) -Object 100: Fiscal agents employees. Preferable: include names (but not required). -Object 200: benefits not a sufficient nor acceptable itemization. Please itemize what benefits being requested. Include amounts. Object 300: workers/unemployment compensation are a purchased services (employer insurance) not a fringe benefit. Software licenses and ON-LINE subscription services. Object 400: 1 st time purchase of a software package, equipment costing < $500/unit, and ALL supplies/materials (no matter what the cost). Object 500: equipment costing > $500/unit. BUDGET details should include: items requested, per unit price and total price, location of items, purpose of items and proration, if any. 55

Illinois State Board of Education – Object 700: IF AND ONLY IF there is a BOARD-APPROVED, ENTITY- WIDE threshold for non-capitalized equipment of > $500/unit. Budget details MUST include approved threshold. Example: District #100 BOARD-APPROVED, ENTITY-WIDE threshold for non-capitalized equipment is $5000. Function 2210: Improvement of Instruction: STAFF development and CURRICULUM planning (for staff – NOT direct student instruction). Function 2550: Pupil Transportation: Choice transportation. Transportation for HOMELESS students to support Title I specific activities (after school tutoring or to their school of origin for the remainder of the school year once a child becomes permanently housed if it is outside the school of origin boundaries). Transportation for homeless students to or from their school of origin IS NOT ALLOWABLE (supplanting issue). Function 2900: Other: Supplemental Educational Services (SES). Function 3000: Community Services: Parent activities and non-public school services/activities. Function 4000: Payments to other LEAs and governmental units: PUBLIC governmental units being paid… Budget details must include what governmental unit being paid. Example: payment to University of Illinois for staff development activities. 56

Illinois State Board of Education – 57

Illinois State Board of Education – 58 NCLB Budget Summary

Illinois State Board of Education – 59 NCLB Budget Summary

Illinois State Board of Education – 60 NCLB Payment Schedule

Illinois State Board of Education – 61 Assurances Must be agreed to before Application is submitted. Only required for Original Application each year. Superintendent or Board Authorized Representative are only users with access to click Organization Approves Board Authorized Representative must identify themselves

Illinois State Board of Education – 62 NCLB General Assurances

Illinois State Board of Education – 63 Submit Page Consistency Check may run for several minutes. Validates information that spans web pages. Lock Application prevents changes AFTER the Consistency Check. Only person who performed the lock or the Superintendent can Unlock. Submit – Also Performs Consistency Check –By District Staff: submits to Superintendent for review/approval –By Superintendent: Submits to ISBE for approval Approval Levels at ISBE (Program Review, Fiscal Review)

Illinois State Board of Education – 64

Illinois State Board of Education – 65 eGMS Application History Lists all steps an Application encounters in its flow along with the user id who performed that step and date it occurred Possible Status –Submitted for Review (LEAs queue) –Submitted to ISBE (Innovation & Improvement queue – ready for Title I and IIA program review) –1 st Program Review Completed (Funding & Disbursements queue – ready for fiscal review) –Returned for Changes (LEAs queue) –Final Approval (process completed)

Illinois State Board of Education – 66 NCLB Application History

Illinois State Board of Education – 67 Page Locking

Illinois State Board of Education – 68 NCLB Resources E-Bulletins general info New Census Estimates for Title I (2012 grant) FRIS Inquiry Policy Booklet pdf 2012 NCLB PROJECTED allocations -Pending release 2012 Title I PROJECTED allocation -Pending release

Illinois State Board of Education – GETTING HELP Funding & Disbursement Services Division *Kim Lewis *Sally Cray Fiscal Consultants placement of budget items, general grant issues *Diann Gragg, Title I *Ernie Barrow, Title IIA vouchering, expenditure reports Tim Imler, Division Administrator Brooke Morrison, Supervisor 217/