1. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction California Department of Education (CDE) TitleIII EL/Immigrant TechnicalAssistance: Submission of the Title III LocalEducational Agency Plan Language Policy and Leadership Office English Learner Support Division Presented by: Lilly Rosenberger-Region 8 COE Title III Lead lirosenberger@kern.org http://kern.org/cia/el/title-iii/

2. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction requirements PresentationGoals Participants will  Be informed about the requirement and process for submitting the complete Local Educational Agency (LEA) Plan Goal 2 for the entire entitlement for a subgrant year  Be provided with the Title III LEA Plan Performance Goal 2 template to use for the 2016–17 update and accountability  Become familiar with supplement, not supplant

3. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction CARS Title III Application 15

4. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction LEAPlanGoal2Development  LEAs that participate in the Title III, EL and/or Title III, Immigrant Student Subgrant program must have a plan, in accordance with ESEA, to submit for review each subgrant year (ESEA, Title III, Part A, Section 3114)  The complete LEA Plan Goal 2 submission for the entire entitlement for the subgrant year

5. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Title III LEA Plan Development Process Handout

6. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction LEA Plan Goal 2 Development, Title III LEA Plan Performance Goal 2 Template Everyone Handout

7. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction LEA Plan Goal 2 Development, Title III LEA Plan Performance Goal 2 Template, cont. Year 2 & 3 Year 4+ Everyone

8. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction LEA Plan Goal 2 Development, Title III LEA Plan Performance Goal 2 Template, cont. Immigrant only Everyone

9. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction LEAPlanGoal2Development, cont. Remember to:  Provide goals and a description of the activities, both required and allowable, to be implemented and monitored  Identify all items to be purchased with Title III funds in support of these activities  Including personnel, materials, programs, and services  Allocate the entire entitlement for the subgrant year to activities that are supplemental to state, federal, and local funding

10. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Supplement, Not Supplant Requirement,cont. Allowable Costs Are necessary and reasonable for proper and efficient performance of the award and allocable to the award Allocable Costs Are services chargeable to the cost objective in accordance with the relative benefits received Reasonable Costs Do not exceed that which would be incurred by a prudent person under the circumstances when the cost was incurred Administrative Costs Are activities necessary for general operation of the program

11. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Examples of Costs Examples of Unallowable Costs  Alcoholic beverages  Donations and contributions  Entertainment costs  Tickets to shows or sports events, meals, lodging rentals, transportation, gratuities Examples of costs that MAY be allowable  Reasonable lunch for participants in a professional development activity, if there is no other opportunity to eat and the activity is all day.  Reasonable snacks for students for Title III funded summer or after school programs, and transportation for these programs, if needed and not provided by the district.  Tickets and transportation for educational trips, if part of high- quality language instruction educational program.  Reasonable refreshments for parent outreach activities.

12. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Supplement,Not Supplant Requirement,cont. Considering whether use of Title III funds violates the Supplement, Not Supplant Requirement: Question #1 What is the general fund base instructional program/service provided to all students? Handout

13. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Question #2 What does the LEA do to meet Lau requirements? (Lau v. Nichols 414 U.S. 563 [1974]) (Take appropriate action to overcome language barriers that impede equal participation in instructional programs) Supplement,Not Supplant Requirement,cont.

14. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Question #3 What services, required by other federal, state, and local laws or regulations, are to be provided by the LEA? Supplement,Not Supplant Requirement,cont.

15. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Question #4 Was the program/service previously provided with state, local and/or other federal funds? Supplement,Not Supplant Requirement,cont.

16. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Based on the answers to the previous questions, would the proposed funds be used to provide an instructional program/service that is in addition to or supplemental to an instructional program service that would otherwise be provided to EL students (or be required to be provided by other laws/regulations) in the absence of a Title III grant? Supplement,Not Supplant Requirement,cont.

17. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Allowable or Not? Sample Personnel Activities  Portion of the salary of an assistant principal  No, as the LEA is obligated to provide school leadership to run a school, and this individual would be required to work with all students, including EL students, in the absence of a Title III grant. All Administration would be in the 2 percent.  Additional resource teacher who provides teachers support with integrating English Language Development into their lessons.  Yes, if the LEA is able to demonstrate how this position is supplemental and would not be provided absent Title III funds.

18. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Allowable or Not? 15 Sample Personnel Activities  Regular classroom teacher who delivers a child’s only language arts or ELD instruction  No, as the LEA is obligated to provide a core language instruction educational program to the student.  Stipend to teacher to assess newly enrolled students for English language proficiency.  No, as the LEA is obligated to assess the English language proficiency of students identified under the Home Language Survey for placement and identification purposes.

19. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Allowable or Not? 15 Sample Professional Development Activities  Stipend for a consultant to deliver ongoing PD on EL strategies beyond those of standards implementation.  Yes, if training is above and beyond other training required under State law, and provided by LEA to teachers of ELs for the purposes and conditions of Sections 3115  Payment of stipends for teachers to pay for substitutes so teachers may attend PD session described above  Yes, if training is consistent with the goals and conditions of Title III. Keep note that the use of Title III funds for costs associated with training to administer the CELDT would be considered supplanting and not allowable.

20. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Allowable or Not? 15 Materials  Textbooks that serve as a child’s main mathematics or language arts textbook.  No, the LEA is responsible to provide this as part of the core educational program for all students.  Supplementary textbooks or reference guides that supplement the LEA-provided textbooks and are for specific EL instructional purposes.  Yes, if the LEA can demonstrate that they are supplemental to the EL Program and consistent with the purposes of Title III  Offices supplies for the EL student intake center  No. Title III funds should only be used to support purchase of Title III specific supplies for instruction, not supplies for the intake center.

21. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Allowable or Not? 15 Activities  ELD curriculum development  Yes, if the LEA can demonstrate that this curriculum development is above and beyond what is the adopted ELD Program.  After school and/or summer programs  Yes, if LEA can demonstrate that these programs are above and beyond what is provided for by the school, LEA, and State. Take not that students must have access to all programs for which they qualify.  Parent ESL classes  Yes, if the LEA can demonstrate that these programs are consistent with the purposes of Title III as outlined in Section 3115

22. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Writing Tips  Provide enough description to justify the activity is supplemental so as to avoid the activity/expenditure from being challenged as supplanting.  If the activity is additional or supplementary to the core, include the words “additional” or “supplementary”  Provide unit cost details (Related Expenditures) not just totals (Estimated Costs)  Label each activity (A-1, B-1, etc.…) so that it is easy to track across columns.

23. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction 2016-2017 Allocation Amounts To calculate 2016-2017 allocation, use the Fall Census Day enrollment count for English Learners submitted in CALPADS and multiply by $85.00 Example: 1,300 EL students enrolled on Fall Census Day and submitted in CALPADS 1,300 x $85= $110,500.00 estimated allocation

24. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction 2016−17 Funding Eligibility To be eligible for Title III funding, in 2016–17 and each year thereafter, LEAs:  Confirm that, by June 30, the LEA has: –Submitted an application on CARS –Provided a current contact and information in CARS –Reported previous year(s) funds on CMDC and met all thresholds  Upload a complete LEA Plan Goal 2, for the entire entitlement for the subgrant year, on CMT

25. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Release of Funds CDE will verify that plans contain:  Required activities  Allowable activities (if necessary)  Reasonable and necessary activities CDE will also verify that:  No additional administrative costs are interwoven into the activities  The entire entitlement for the subgrant year has been allocated  All subgrant activities are of a supplemental nature

26. 2016-2017 Program Instrument TOM TORLAKSON State Superintendent of Public Instruction Handout

27. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Funding Eligibility 15 CDE staff will also confirm that a URL to the LEA’s updated LEAP is submitted on the Certification of Assurances page in CARS prior to releasing any funds.

28. TOM TORLAKSON State Superintendent of Public Instruction The Title III LEA Plan Performance Goal 2 Submission Language Policy and Leadership Office English Learner Support Division

29. Presentation Goals TOM TORLAKSON State Superintendent of Public Instruction Part 1 Learn how to upload the 2016–17 LEA Plan Performance Goal 2 and other applicable documents on the California Department of Education Monitoring Tool (CMT) Part 2 Become familiar with the role of the LEA during the 2016–17 Title III LEA Plan Performance Goal 2 Review

30. TOM TORLAKSON State Superintendent of Public Instruction LEA Plan Goal 2 Submission  LEAs that participate in the Title III EL and/or Title III Immigrant Student Subgrant program submit a plan for each subgrant year (ESEA, Title III, Part A,Section 3114)  The 2016–17 LEA Plan Performance Goal 2 is uploaded and reviewed on the CMT

31. TOM TORLAKSON State Superintendent of Public Instruction Before Uploading on CMT 1)Develop the plan using the Title III eligibility amounts for the English Learner (EL) and Immigrant Programs 2)Apply for specific federal program funds on the Consolidated Application and Reporting System (CARS) 3)Confirm that all contact information is updated in CARS

32. TOM TORLAKSON State Superintendent of Public Instruction Additional Users in CMT To assign additional users, send an e- mailto fpmoffice@cde.ca.gov with the following information:fpmoffice@cde.ca.gov 1)LEA Name 2)For each additional user: First & Last name, Title, E-mail address CAS user ID (Users must create a profile in CAS first, see Slide 7) Assigned Agency Role (Indicate what role the user will need during the review, see Slide 6)

33. TOM TORLAKSON State Superintendent of Public Instruction Agency Roles in CMT Roles Upload/ Delete documents Link Documents to Evidence Certify Evidence Programs Agency Review Staff XX All Programs Agency Review Program Staff XXXMust specify programs, (i.e. T3 for Title III LEA Plan Review)

34. TOM TORLAKSON State Superintendent of Public Instruction CMT Logon Page Use the LEA’s CARS username and password to log on. If necessary, register for CARS here. https://cmt.cde.ca.gov/cmt/logon.aspx

35. TOM TORLAKSON State Superintendent of Public Instruction CMT Resources Resource documents are provided for LEA use.

36. TOM TORLAKSON State Superintendent of Public Instruction CMT Resources, cont. LEAs: 1)Complete- Required documents Applicable recommended documents 2)Save all completed documents to the computer. 3)Upload to CMT.

37. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Title III LEA Plan Performance Goal 2 Cover Sheet Handout

38. Uploading on CMT Click on the “Documents” Tab to access the “Add a Document” fields. TOM TORLAKSON State Superintendent of Public Instruction

39. ELSSA For the document title, use the same name used in the resources. Titles must be unique if there are multiple versions of the same document. Pages 1-12 Include document specific information, such as page numbers, in the description. Select “File” as the document type. Click “Browse” to select files from your computer. Click “Add Document” to upload. TOM TORLAKSON State Superintendent of Public Instruction Uploading on CMT, cont.

40. TOM TORLAKSON State Superintendent of Public Instruction Click “Documents” tab to verify that the document has been uploaded. The uploaded document is listed here.

41. TOM TORLAKSON State Superintendent of Public Instruction Linking Documents on CMT Once documents are uploaded, they need to be linked to specific LEAPG2 evidence requests, including: –LEA Plan Goal 2 Coversheet –LEA Plan Performance Goal 2 –Needs Assessment –Memorandum of Understanding (MOU) for the consortium members –English Learner Subgroup Self-Assessment Documents are referred to as “evidence” in CMT.

42. TOM TORLAKSON State Superintendent of Public Instruction Linking Documents on CMT, cont. Click on the “Evidence Requests” tab to begin linking documents. Select the evidence request to be linked to a document.

43. TOM TORLAKSON State Superintendent of Public Instruction Linking Documents on CMT, cont. On the Evidence Request Detail Screen, click “Add a Link”. A “Search” field will appear. Select “Search”.

44. TOM TORLAKSON State Superintendent of Public Instruction Linking Documents on CMT, cont. All uploaded documents will be listed. “Select” a document to be linked.

45. TOM TORLAKSON State Superintendent of Public Instruction Linking Documents on CMT, cont. A link description is not required LEAs use “Add a Comment” to (1) notify reviewers when a document has been uploaded and linked and (2) make comments or clarifications regarding the linked document. #2 Select “Add link”. #1 Click to post comment

46. TOM TORLAKSON State Superintendent of Public Instruction Linking Documents on CMT, cont. #1 Once a document is linked to an evidence request, a “Success” message will be displayed #2 Click the “Certify Evidence” tab to allow reviewers to view documents.

47. TOM TORLAKSON State Superintendent of Public Instruction Certifying Documents on CMT Certifying documents enables CDE to view the documents. Once all documents are linked and certified, the evidence is ready for viewing. Evidence documents can be edited at any time.

48. TOM TORLAKSON State Superintendent of Public Instruction LEA Plan Goal 2 Review CDE will review the LEA Plan Performance Goal 2 using the 2016–17 Title III LEA Plan Performance Goal 2 Instrument. CDE will review documents that have been uploaded, linked, and certifiedon CMT.

49. Title III Notifications TOM TORLAKSON State Superintendent of Public Instruction When the review is complete, notifications will be sent to all LEAs who applied for Title III funds. The notifications will inform LEAs that the plan: Is “Substantially Approvable” OR “Needs Further Action”

50. TOM TORLAKSON State Superintendent of Public Instruction “Substantially Approvable” The review is complete when the plan is “Substantially Approvable”. Title III funding will be released when the LEA: –Reports cash balances, during the reporting window, on the Cash Management Data Collection (CMDC) and –Meets the CMDC threshold

51. “Needs Further Action” TOM TORLAKSON State Superintendent of Public Instruction The plan “Needs Further Action” when requirements are not met. The issues that need to be addressed in the plan are listed in a notification to the LEA, called a “Preliminary Report”.

52. TOM TORLAKSON State Superintendent of Public Instruction “Needs Further Action”, cont. Once LEAs receive the Preliminary Report, LEAs: –Edit the LEA Plan Performance Goal 2 to address requirements –Upload, link, and certify on CMT (see Slides 11–19) –Post a comment alerting reviewer of edits and any changes in page numbering (see Slide 17)

53. Review of Plan Edits TOM TORLAKSON State Superintendent of Public Instruction The reviewer will post a comment informing the LEA that the plan: –Is now “Substantially Approvable” –Or needs further edits The reviewer and the LEA continue to work in CMT until the plan is “Substantially Approvable” (See Slide 21)

54. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction 2016−17 Funding Eligibility To be eligible for Title III funding, in 2016–17 and each year thereafter, LEAs:  Confirm that, by June 30, the LEA has: –Submitted an application on CARS –Provided a current contact and information in CARS –Reported previous year(s) funds on CMDC and met all thresholds  Upload a complete LEA Plan Goal 2, for the entire entitlement for the subgrant year, on CMT

55. TOM TORLAKSON State Superintendent of Public Instruction TOM TORLAKSON State Superintendent of Public Instruction Release ofFunds CDE will verify that plans contain:  Required activities  Allowable activities (if necessary)  Reasonable and necessary activities CDE will also verify that:  No additional administrative costs are interwoven into the activities  The entire entitlement for the subgrant year has been allocated  All subgrant activities are of a supplemental nature

56. TOM TORLAKSON State Superintendent of Public Instruction Supporting Documents & Links Title III templates, instruments, Webcasts, and links are found on the CDE Title III Web page: http://www.cde.ca.gov/sp/el/t3/ http://www.cde.ca.gov/sp/el/t3/ Eligibility amounts are found on the CDE NCLB Title III, Immigrant and EL Programs Web page: http://www.cde.ca.gov/fg/aa/ca/nclbtitleIII.asp http://www.cde.ca.gov/fg/aa/ca/nclbtitleIII.asp Accountability information is found on the CDE Title IIII Accountability Requirements 2015 Web page: http://www.cde.ca.gov/sp/el/t3/t3amaotargets15.asp

57. TOM TORLAKSON State Superintendent of Public Instruction CMDC information is found on the CDE Federal Cash Management Web page: http://www.cde.ca.gov/fg/aa/cm/ http://www.cde.ca.gov/fg/aa/cm/ To access CMT visit the CDE CMT Web page: http://www.cde.ca.gov/ta/cr/cmt.asp page: http://www.cde.ca.gov/ta/cr/cmt.asp Supporting Documents & Links, cont.

58. TOM TORLAKSON State Superintendent of Public Instruction Title III Fiscal and Program Contacts EL & Immigrant  Fiscal Questions & CARS Guidance: Patty Stevens, Associate Governmental Program Analyst, 916-323-5838 or pstevens@cde.ca.govpstevens@cde.ca.gov  Program Questions: Geoffrey Ndirangu, Education Programs Consultant, 916-323-5831 or gndirang@cde.ca.gov gndirang@cde.ca.gov Cash Management  Allocations, Apportionments and Cash Management Data Collection SystemQuestions: Leslie Sharp, Educational Fiscal Services Consultant, 916-323- 4977 or lsharp@cde.ca.govlsharp@cde.ca.gov

59. Title III LEA Plan Contacts TOM TORLAKSON State Superintendent of Public Instruction CDE LEA Plan Guidance  Sandra Covarrubias, Education Programs Consultant, 916-319-0267 or scovarrubias@cde.ca.govscovarrubias@cde.ca.gov Title III Improvement Guidance  Debra Reeves-Gutierrez, Education Programs Consultant, 916-319-0265 or dreevesgutierrez@cde.ca.gov dreevesgutierrez@cde.ca.gov  Title III Regional County Office of Education (COE) leads will also be available to assist with CMT, LEA Plan development, and the review process. A COE leads Contact List is posted at: http://www.cde.ca.gov/sp/el/t3/t3amaotargets15.asp http://www.cde.ca.gov/sp/el/t3/t3amaotargets15.asp