Title I ARRA School Level Reporting Project Office of Educational Management Services New York State Education Department Questar BOCES March 2, :30 p.m.

2 Today’s Training Provided By: Deborah Cunningham, Coordinator, NYSED Educational Management Services Jay O’Connor, Educational Management Services Stephen McNally, Educational Management Services Patti Service, State Aid Planning, Questar BOCES Charlie Cowen, State Aid Planning, Questar BOCES Ruth Singer, Educational Management Services

3 Our partners –NYSASBO –Questar BOCES –Selected business officials –Federal representatives A collaborative process –Development with business officials –Review by feds –Piloting –Questions raised answered by feds

4 What is the School-Level Expenditure Reporting Project? The American Recovery and Reinvestment Act of 2009 (ARRA) requires each public school district receiving Title I, Part A ARRA funds in to report: A school-by-school listing of personnel expenditures paid with state and local funds only, for the school year. Must report total personnel expenditures, instructional expenditures only, and teachers only. Does not include any special education expenditures.

5 What is the Purpose of the School-Level Expenditure Reporting Project? The U.S. Department of Education is collecting this data from each state to: Examine the extent school-level education resources are distributed equitably within and across school districts Guide policy decisions regarding potential changes to the Title I comparability provision  Title I schools are required to receive comparable levels of state and local resources as non-Title I schools in the same district

6 Federal Research Questions to be Addressed by the Project The U.S. Department of Education is collecting this data from each state to consider: Are education resources distributed equitably across schools within districts? Between districts within states? Do variances exist for different types of expenditures – teacher salaries, other staff or non-personnel spending? Are per-pupil expenditures variances related to special needs students – English language learners, students with disabilities, or economically disadvantaged?

7 Important Details Data is due from school districts by March 15, 2010 The Department has developed an on-line application to reduce the administrative burden for districts. It is part of the existing ARRA Reporting System which is on the SED Business Portal: SED will review the data, combine all districts into the required federal reporting format and submit by to the U.S. Department of Education by March 31, 2010.

8 Before you get started… ONLY the Superintendent, using their user identification and password, can certify and submit the final report via the SED portal. In order for other district employees to prepare the Expenditure Report via the portal, the superintendent must delegate access to the ARRA system through SEDDAS. If you are having trouble with the SEDDAS system or are not sure how to delegate access to other administrators to the ARRA Reporting System, please review the following SEDDAS information: –This is the SEDDAS home page –This is the link for SEDDAS training guides –This is the quick start guide –Also the SEDDAS unit’s phone number is

9 Log on to NYSED Application Business Portal:

10 Beginning to Use the On-Line System Once you have logged on to the ARRA Reporting System, there will be a button called “Expenditure Reporting” that will access the application. The next screen presents the choice of directly uploading a.csv file that matches the format shown in the guidance, or Entering the expenditure data manually, code by code and school by school. Either method will allow the Reporting System to automatically sort each expenditure into the appropriate federal category of personnel expenditure (total, instructional, teacher.)

11 Entering the Expenditure Reporting Application

12 Three types of district accounting systems 1.Schools identified in school district accounting system 2.Schools not identified in school district accounting system 3.A mix Which are you?

13 Selecting Data Entry Method Select a school to enter data manually Select a formatted.csv data file from your system to upload directly

14 Up-Load Function File for uploading must be in a specific format. Details of formatting for up-load function, as well as examples, may be found at Up-load occurs for all buildings at once. Once up-load is complete, status for all buildings on “Select Institution” page will be “Loaded”

15 Entering Data via Up-Load Function

16 Entering Data Manually List of district buildings should be reviewed to be sure all are listed with correct BEDS Code. If any are missing, district should contact our office. If data is to be entered manually in the system, click on any building to begin entering data. For a full list of codes see SED guidance at

17 Entering Data Choose the fund to enter data for. For the necessary account codes, enter amount in “Expenditure Amount” box. Amount should be entered as a whole dollar, with no comma or decimal point. Use Tab button or arrow key to move to next box. Amount entered will show in “Total School Personnel Salaries” column and automatically be distributed to other two federally defined columns, as appropriate.

18 Entering Data

19 Entering Data If need be, choose other fund to enter any remaining data for a particular building(s). Be sure to SAVE and SAVE often so as to not lose data. Summary boxes at top of data entry page should reflect total amounts entered by fund as well as the cumulative total.

20 Superintendent Certification Superintendent must certify data, regardless of which method is used to enter data. Once data is certified and submitted, it can cannot be revised without SED approval.

21 Superintendent Certification

22 Superintendent Certification

23 Time Line February 26, 2010System open for school district data entry March 2, 2010On-line Training Session (2 – 3:30 pm) March 15, 2010Last day for data entry by districts March 23, 2010SED Office of Educational Management Services staff complete review of data March 31, 2010Data submitted by NYSED to United States Department of Education

24 For Further Information Questions: (518)

25 Questions?