DIVISION OF PROGRAM MANAGEMENT

PROGRAM MANAGEMENT UPDATES

Educational Interpreter –Reimbursement Letter mailed State Funds – (Funds have been reallocated) Federal Funds – Funds not drawn will be reallocated –Top Issues Non-submission of resignation form Current license and registration not submitted June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 3

Positive Behavior Specialist –Reimbursement February 10, 2012 March 12, 2012 Funds not drawn have been reallocated –New Form Directions for completing the form are attached Old form will not be accepted Intent Not to Utilize Form did not change June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 4

Extended School Year –Due April 27, 2012 –Amendments – August 31, 2012 –Request for Reimbursement September 28, 2012 (50%) December 14, 2012 (Final Due Date) –Top Issues Names do not match licenses Licenses expire before program begins or ends Top Issues June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 5

Maintenance of Effort (MOE) –95 districts did not meet MOE –Letters mailed on April 16, 2012 –Justification due May 11, 2012 Personnel first Compare Personnel snapshots June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 6

UPCOMING CHANGES

Project Applications –Changes District-wide Assessment Assurance Two-column Budget Page Private School Participation Budget Page Affirmation of Consultation Form Identification of Personnel –MAEP Personnel –Positive Behavior Specialists –Educational Interpreters –Indicate number of days of the Contract June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 8

Project Applications –Changes & Reminders Student Travel –Indicate purpose of the travel –Indicate what is being paid Professional Development –Indicate the provider of the training (i.e. consultant, District staff) –Give examples of the training –State how providers of the training will be paid –Indicate who the registration, travel and subsistence expenses are for June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 9

Project Applications –Changes & Reminders Contractual Services –Should be specific to student assessment and services –Must be in accordance with Senate Bill 2554 (Mississippi Accountability and Transparency Act) –RFPs and contracts are required to be in accordance with SB 2554 Other –May need multiple line item entries (i.e. 22.1, 22.2) June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 10

Budget Narrative Reminders –Must be descriptive –Must be an allowable cost –Must have prior approval from MDE if out of the ordinary June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 11

Project Applications –Share Point FY 13 Project Application –Self-Assessments –Signature Pages –Application –Parental Involvement and Copies of Notification –Assurances and Board Minutes –Amendments June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 12

ISSUES & FINDINGS

Project Applications –Top 10 Issues 1.Application Entire application not uploaded after corrections Failure to delete previous copies Not Stamped “Board Approved” Failure to upload in the designated folder 2.Budget Narrative Not in alignment with Budget Request Page CEIS narrative not included (Should NOT be separate) Salaries not equal to district time percentage Narrative does not clearly define use of funds June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 14

Top 10 Issues 3.Budget Request Page Allocated amount plus carryover not equal to Cover Page Not in alignment with narrative Carryover amount not allocated 4. Equipment List Locations, cost and quantities different from narrative Items in narrative not listed or vice versa Unallowable cost (i.e. computers for principals; network system) 5.Private School Participation Form Allocation not based on total number Failure to indicate total number of students enrolled Incorrect Calculations June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 15

Top 10 Issues 6.Parental Involvement Form Failure to complete all sections Failure to upload supporting documentation Failure to upload the form 7.CEIS Failure to identify the targeted group of students and how selected Narrative not in alignment with CEIS Budget Request Page Failure to allocate required amount Narrative does not clearly define use of funds Unallowable costs June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 16

Top 10 Issues 8. Certification for IDEA Part B and Preschool Form Failure to use new form Failure to complete all applicable sections 9.Failure to Notify MDE when application has been uploaded 10.Failure to mail original signature pages June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 17

Fiscal Audits –Top Ten Findings 1.Time sheets/Semi-Annual Certification forms not available and/or not signed by employee and/or supervisor 2.Equipment not on the Asset List 3.Equipment not tagged and funding source not indicated 4.Purchasing of equipment not approved or deleted from project application 5.Invalid or no contracts for contractual services June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 18

Top 10 Findings 6.Asset Listing does not indicate description of item, serial number or location 7.Equipment not properly hand receipted 8.Equipment not being used for its intended purpose 9.Unauthorized use of IDEA funds 10.Equipment purchased with IDEA funds used in general education classrooms June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 19

TIMELINES

June 2012 –Educational Interpreter June 6 Last day to draw Federal Funds July 2012 –Project Application July 30 (Tentative) August 2012 –Extended School Year August 31 – Last day to submit amendments June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 21

September 2012 –Positive Behavior Specialist Application September 14 –Educational Interpreter Application September 14 –Request for ESY Reimbursement September 28 –Expenditure Report September 28 June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 22

December 2012 –Request for ESY Reimbursement December 14 – Final day to submit January 2013 –Determination of ESY Begins January 15 February 2013 –PBS Request for Reimbursement February 12, 2013 June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 23

STAFF

Mary Bobbitt –Project Applications –Project Amendments –Maintenance of Effort Janika Cheers –Positive Behavior Specialist –Educational Interpreters –Child Find Roscoe Jones –Extended School Year –504 Teacher Units –University-Based Teacher Unit June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 25