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Title I Technical Assistance Training Federal and State Programs.

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Presentation on theme: "Title I Technical Assistance Training Federal and State Programs."— Presentation transcript:

1 Title I Technical Assistance Training Federal and State Programs

2 Welcome Introductions Materials and Handouts Title I Contacts (orange folder) Department of Federal and State Programs Contact List Title I Allowable Expenses Title I Food Purchase Pre-Approval/Checklist Title I Field Trip Audit Compliance Checklist Title I Travel Audit Compliance Checklist FY14 Title I Tutorial Guidelines FY14 Audit Checklist by Folder FY14 Audit Checklist by Month FY14 Title I Job Codes Title I Faculty Presentation Verification Title I Contact Handbook Sample Title I Charter School Reimbursement Packet 2

3 Materials and Handouts CFO/Payroll/Treasurer Contacts (blue folder) Department of Federal and State Programs Contact List Title I Allowable Expenses Title I Food Purchase Pre-Approval/Checklist Title I Field Trip Audit Compliance Checklist Title I Travel Audit Compliance Checklist Title I Tutorial Guidelines FY14 Title I Job Codes FY14 Title I Typical Functions and Accounts 3

4 Goal and Benefits of Title I To help ensure that all children have the opportunity to obtain a high-quality education and reach proficiency on challenging state academic standards and assessments To provide additional funding to supplement the existing curriculum, parent involvement initiatives, and provide staff development to ensure highly effective staff 4

5 Title I Eligibility/Schoolwide Plan Based on number of students who qualify for free or reduced priced meals, ages 5-17 Percentages posted on School Food Services website “Date Certain” (FY15 - December 20, 2013) Academic Leadership Team sets Title I % cutoff Schools ranked by percentage, FY14 eligibility set at 59.5% All Palm Beach County Title I schools are schoolwide programs Serve all students in the school, but require special focus on lowest achieving students 5

6 Responsibilities of Title I Schools Adhere to Federal and State Requirements Document Federal and State Compliances Manage Title I budget in accordance with SIP/SWP Expend non-salary funds by December 20, 2013 to ensure maximum benefits Close the Achievement Gap Recommendations Create a Title I school team consisting of key personnel 6

7 Support Services Host Title I Chats – first Wednesday of the month Visit schools monthly – Sept, Oct, Nov, Jan, Feb, Mar, May Provide budget information and compliance updates Provide updates to area directors Meet with key school personnel in small groups with similar concerns, as needed Monitor SIP/SWP to ensure alignment with Title I budget(s) Approve budgets, budget transfers, and requisitions Visit school activities for compliance (e.g. Annual Meeting, tutorial, Kindergarten Round-up, etc.) 7

8 FY14 Budgets Step 1 – School submits Title I Planning Tool in Spring for approval 8

9 FY14 Budgets Step 2 – Budget is uploaded into PeopleSoft in June 9

10 FY14 Budgets Step 3 – School documents expenditures in SIP/SWP 10 Step 4 – Once the plan is approved by Title I, all changes must be approved by SAC and revised in SIP template Recommendation Print approved SIP Final Budget to review when submitting budget transfers and requisitions

11 Title I Funds Title I (Part A Basic) – all schools  Fund 4201 closes June 30, 2014 School Improvement Grant (SIG a) – DA schools  Fund 4215 closes October 2013 11

12 Minimum Requirements a.k.a. Set Asides All Title I schools must expend their Parent Involvement allocation in Function 6152 All schools must utilize a portion (10%) of their Title I allocation(s) on professional development activities that address the needs of students who are not demonstrating mastery 12

13 FY14 Title I Unacceptable Expenditures Secretary, office assistant, attendance clerk School police officer, security guard, school police aide Clinic aide, school nurse, clinic supplies Custodian, custodial supplies Cafeteria worker, cafeteria supplies Administrative personnel and costs (i.e. grade books, office computers, and toner) ESE and ELL coordinators, ESE forms and tests Behavioral Intervention Assistant (BIA) Incentives, rewards, certificates, door prizes, raffle items, etc. Marketing items such as brochures, banners, and flags Memberships for professional organizations Field trips for entertainment Food items (unless purchased for parent trainings) 13

14 New Procedure for FY14 Food Purchases for Title I Family Involvement Trainings Pre-approval is required five SCHOOL DAYS prior to incurring expenses for parent training when cost exceeds $100.00 Submit Title I Food Purchase Pre-Approval/Checklist to your Title I specialist Additional documentation will be required 14

15 Common Errors Food purchased for activities that were not parent trainings Food purchase did not support number of parents in attendance Missing evaluations Missing Title I Food Checklist with packet Trainings did not address the needs of schools’ diverse population 15

16 Title I Food Purchase Pre-Approval/Checklist 16

17 Criteria for Food Purchases for Title I Family Involvement Trainings Training must be tied to curriculum such as enhancing literacy or math and teaching parents strategies they can use to assist their children at home Not part of the School Advisory Council, PTA, PLC, or other committee meetings Reasonable in cost 17

18 Criteria for Food Purchases for Title I Family Involvement Trainings Expenditures must be identified in the school’s Parent Involvement Plan (PIP) and the SIP/SWP as a means of encouraging or expanding family involvement Absolutely no food expenditures will be allowed for faculty or student events Contact your Title I specialist for clarification before incurring expenses 18

19 Travel Conferences/workshops must be documented in your SIP/SWP Out-of-County travel must be approved by area superintendent (account 533600) Out-of-State travel must be approved by CAO (account 533620) No charges should be incurred prior to Title I approval 19

20 Field Trips Must relate to the needs outlined in the SIP/SWP Must have a direct tie to the core content areas of reading, writing, mathematics, or science May not be used as incentives or rewards Costs should be reasonable Resort or vacation areas (water parks, amusement parks, etc.) are not allowable Title I funds cannot cover expenses for parents or chaperones 20

21 Property and Equipment All unit items costing $350.00 through $999.99 must be labeled as Title I and added to the school’s Title I Inventory List A running list of these items must be maintained throughout the year (template on website) including mobile devices such as iPads, Nooks, and Kindles (Items MUST be labeled Title I)template on website All items costing $1,000.00 or more must be labeled with a white or red Property Records Tag The location of the items should be indicated on the Title I Inventory List and updated if items have been relocated and available for specialists during visit Labeling of items verified during site visit 21

22 Highly Qualified Staff All teachers of core content areas are to be highly qualified in the area for which they are hired All paraprofessionals providing instructional support must be highly qualified (i.e. those who assist with classroom management, provide instructional assistance in a computer lab or media center, or provide instructional support services) Staff who are NOT highly qualified cannot work in a tutorial program, with the exception of the lead tutor 22

23 Tutorial Guidelines Teacher rate is usually $20.44 an hour Non-instructional staff earn their regular hourly rate ONLY highly qualified teachers will be placed in tutoring positions Teachers may ONLY be paid for 15 minutes of planning time for every hour of tutoring 23

24 Tutorial Guidelines One-on-one tutoring is not allowed An average of 5 students should be in a tutoring session If no students are in attendance, tutors may be paid up to 15 minutes wait time Tutors MAY NOT be paid for the entire scheduled tutorial session without students present Tutorial documentation should be ordered by teacher sign-in/out, student attendance, and lesson plans 24

25 Tutorial Tools Individual Time Sheet Individual Time Sheet with Make-up Hours Student Attendance Sign-in School Sign-In Time Sheet Title I Tutorial Monitoring Checklist Track Hours for Tutorial Program Title I Tutorial Budget Planner (Due October and January)Title I Tutorial Budget Planner 25

26 26 Family Involvement Fall Requirements Email to all Title I principals and contacts will be sent mid-August Supporting documentation available on websitewebsite  Distribution of LEA/District Parent Involvement Plan (PIP) Summary  Parent Involvement Plan (PIP)  School-Parent Compact  Title I Annual Meeting

27 Parent Trainings Hold at least three parent trainings a year Trainings are to cover core content areas: reading, math, writing, and science Document with invitations, agendas, sign-in sheets, and parent evaluations of trainings Resources in handbook and on websitewebsite 27

28 Staff Training Required to hold at least one staff training before January Trainings to cover strategies for teachers to improve relationships with parents Document with agenda, sign-in sheets, and follow-up Resources on websitewebsite 28

29 Schoolwide Plan (SIP/SWP) The School Improvement Plan serves as the Schoolwide Plan that:  Shows evidence of the Ten Components  Documents how Title I funds will be used to meet the needs of the lowest performing students  Documents professional development for all staff  Provides a needs assessment justifying strategies to be implemented 29

30 Components Required of all Title I schools 30

31 Title I will not approve reimbursement requests associated with item(s), program(s), and/or personnel that are not outlined in the SIP/SWP (Sec 200.27 Development of a Schoolwide Program Plan) Steps to change budget: Plan ahead Seek approval from SAC and revise SIP/SWP Email your specialist when revisions have been completed 31 Changes to the Title I Budget

32 Rationale for Audit Compliance Mandated by law Creating a Schoolwide Plan with strategies that will increase student achievement with an emphasis on the lowest performing students Detailing the use of Title I funds in the Schoolwide Plan so a monitor/auditor can track how federal funds are used to increase student achievement Being able to successfully complete a monitor/auditor’s interview by explaining compliance 32

33 Example of State Compliance Compliance Item KIA-6: The Local Educational Agency (LEA) shall ensure that each participating school, in conjunction with the parents of participating students, has jointly developed a school- parent compact that: describes the school's responsibility to provide high quality curriculum and instruction in a supportive and effective learning environment; addresses the importance of ongoing communication between teachers and parents; and describes the ways in which each parent will be responsible for supporting their child's learning. Section 1118(d), P.L.107-110 School Level Review Question(s) Who was involved in the development of the compacts? When and how were these compacts developed and/or revised? How are the compacts used? 33

34 Areas of Compliance Organization of Documentation 34 Fiduciary Property & Equipment Allocation Audit Assurance Checklists Instructional Support Programs TA PD – Off Site PD On-Site Tutorial Highly Qualified Family and Community Involvement Parent Trainings PIP Communication Parents’ Right to Know Accountability Assessments School Improvement

35 Instructional Support Highly Qualified (Y1) Lists of core content teachers not highly qualified List of instructional paraprofessionals with HQ designation Memo regarding parent notification letter of 4-week NHQ teacher Copy of letter for every teacher/sub not highly qualified notifying parents of teacher/sub's status (all languages) Paraprofessional schedules with names of supervising teachers 35

36 Instructional Support Tutorial Services (Y2) All teacher sign-in sheets with hours, student attendance sheets, and lesson plans (Assemble tutorial documentation into packets per pay period as follows: teacher sign-in sheets, student attendance, and lesson plans) Tutorial Budget Planner (October and January) 36

37 Instructional Support On-Site PD (Y3) Collegial planning agenda, sign-in sheets, and minutes and/or Focus Calendars Full day PD agendas, sign-ins, and notes All academic coaches’ schedules/documentation of services Consultant Contracts Off-Site PD (Y4) Conference agendas/programs, registrations, TDEs, travel expenses, follow-up and Title I checklists District academic training/workshop TDEs, agendas and follow-up regardless of funding (monthly samples) 37

38 Instructional Support Technical Assistance (Y5) Title I Faculty Presentation Verification Site Visit Logs Title I meeting agendas and Title I Chats with notes Title I Contact Handbook Instructional Programs (Y6) List of students enrolled in special programs (i.e. SAI, Migrant, ELL, Intensive Reading/Math, etc.) Field trip checklist and supporting documentation Parent training documentation for children transitioning to kindergarten including agendas, flyers, brochures, readiness handouts, and sign-in sheets 38

39 Fiduciary Allocation (G1) Copy of Title I budgets List of students eligible for FRPL Copy of SIP/SWP Final Budget Documentation of 6402 expenditures equaling 10% or more of the school’s allocation Property and Equipment (G2) Destiny inventory print-out of mobile devices Property Control Record List of all items purchased with Title I funds costing over $350.00 and mobile devices such as Nooks and Kindles (Items MUST be labeled Title I) 39

40 Accountability School Improvement (R1) All SAC agendas, sign-in sheets, and minutes Documentation of the development of the SIP/SWP, including input from teachers, parents and community (agendas, sign-in sheets, minutes) Written parent and community notification of the availability and location of the SIP/SWP School Improvement Plan Title I SIP/SWP review of Ten Components SIP/SWP Mid-Year Review 40

41 Accountability Assessment (R2) Learning Team Meeting agendas, sign-in sheets and minutes (minimum of 3 samples from various grade levels and/or content areas for Sept, Nov, Jan, Mar)* RtI/SAI/other meeting agendas, sign-in sheets, and minutes (samples for October and February) * SPAR, SPAR bulletin, parent notification letter and verification of distribution of parent letter Student assessment samples Parent notification of FCAT scores *NOTE: must address data, needs, students at risk of reading failure and differentiated instructional strategies 41

42 Family and Community Involvement Parents’ Right to Know (B1) Parents’ Right to Know letters (all languages) and memo regarding professional qualifications of teachers Annual Meeting documentation Documentation of parent input in the development of School-Parent Compact (i.e. SAC minutes) School-Parent Compact (all languages) Copies of signed School-Parent Compacts (samples) Copies of parent-teacher conferences in which School-Parent Compact was discussed (3 - 5 samples, elementary only) Evidence of providing parents with requested information regarding staff qualifications 42

43 Response Log Schools must establish a procedure to track parent requests regarding the professional qualifications of staff (teachers and paraprofessionals). For example: Principal’s secretary may keep a notebook of teacher certificates Parent requesting information may make an appointment with administration to look up the certification online School may require written request Regardless of procedure, a log of requests/responses must be kept and filed at the end of the school year in the monitoring/audit files. Sample template is available on the Federal and State Programs’ website. 43

44 Family and Community Involvement Communication with Parents (B2) Evidence of parent communication such as newsletters, student handbook, student agenda, Edline, phone call-outs, etc. (include all languages) Copies of academic parent-teacher conferences (3 - 5 samples) in which student data was discussed 44

45 Family and Community Involvement Parent Involvement Plan (PIP) (B3) Evidence of review of FY13 Title I Survey results LEA PIP Summary, memo/email and verification of distribution Documentation of parent input of PIP (i.e. SAC minutes) Parent Involvement Plan Summary (all languages) Distribution of Parent Involvement Plan Summary (all languages) Parent Involvement Staff PD documentation FY14 Title I survey results (LEA and school) Completed FY14 Title I surveys Volunteers (names and number of hours) Business Partners (agreements, letters, etc.) 45

46 Family and Community Involvement Parent Training Food Expenses (B4) Parent training agendas, sign-in sheets, evaluations, and handouts that support student achievement in Reading, Math, Writing, and Science (i.e. FCAT/Curriculum Night, Literacy Night, Science Fair, etc.) Parent training agendas, sign-in sheets, evaluations, and handouts that build parent capacity (i.e. Parent University, Roots and Wings, College Fair, AVID) Receipts for food expenditures with the Title I Food Purchase Pre-Approval/Checklists (Parent Trainings ONLY) 46

47 Parent Trainings To Support Student Achievement or Build Parent Capacity? 47

48 Role of Title I Contact and Team Serve as school contact for compliance Maintain Title I monitoring/audit files and submit the Monthly Electronic Audit Assurance Checklist Monitor FY14 Title I Budgets in order to expend non-salary funds by December 20, 2013 Monitor Position Status Reports and SIP/SWP Coordinate participation at Title I meetings and monitor family involvement activities Print your name and initial each monitoring/audit folder, verifying that required documentation is filed 48

49 Title I Audit Checklist by Folder Color 49

50 50

51 Monthly Electronic Audit Assurance Checklist Available on Website (due monthly) 51

52 Procedures for Reimbursements Title I funds may be used only for student achievement, staff development, and to build parental capacity. These funds must supplement the regular school program. How does this expenditure affect student achievement? How does this expenditure affect staff development? How does this expenditure increase parental capacity or involvement? Is this something that would be purchased if the school was not Title I? 52

53 Timeline for Financial Requests A quarterly submission of receipts is required. Any expenses, including salary, submitted outside of the quarter timeline may not be reimbursed. October 11, 2013 (Expenses from July – September) January 10, 2014 (Expenses from October – December) April 11, 2014 (Expenses from January – March) June 12, 2014 (Expenses from April – June) The last day to submit reimbursement for June salary expenses is tentatively July 8, 2014. 53

54 Procedures for Reimbursements An approved Title I Budget Planning Tool completed in Spring An approved School Improvement Plan/Schoolwide Plan must be on file that documents expenses Submit a completed Title I Checklist for Quarterly Reimbursements signed by principal 54

55 55 Checklist for Quarterly Reimbursement

56 Common Errors (Title I Checklist for Quarterly Reimbursement) Missing Title I Checklist for Quarterly Reimbursement in the packet Missing check or X marks in the appropriate boxes Missing principal’s signature Not dated 56

57 Procedures for Reimbursements Submit Original Grant Reimbursement Request Letter Charter school’s letterhead Address on the letter must match the address on file with the District Separate letters and packets are needed for multiple funding sources Signed in blue ink by a board member Copies are not acceptable 57

58 58 Grant Reimbursement Request Letter

59 Common Errors (Grant Reimbursement Request Letter) The letter is not original; no blue ink signature from a board member The total amount of reimbursement in the letter does not match with the total amount in the Summary Totals spreadsheet The address on the letterhead does not match with the address on file with the District 59

60 Procedures for Reimbursements Submit completed Charter School Summary Reimbursement Spreadsheet Submit documentation of expenditures by non-salary/salary and by function 60

61 61

62 Documentation of Expenditures Non-salary expenses Copies of cancelled check(s) or bank statement(s) Copies of credit card statement(s), if applicable Evidence that credit card has been paid (cancelled check) Itemized receipts/paid invoices 5150 Classroom expenses (classroom libraries, software, etc.) 6152 Family Involvement expenses (training materials, postage, etc.) 6402 Professional Development expenses (PD books, training supplies, etc.) Title I does not reimburse taxes except for out-of-state travel. 62

63 Common Errors (Non-salary expenses) Non-salary items are not documented in the SIP/SWP Non-salary items are not for classroom, PD and parent involvement’s use Missing cancelled checks Missing evidence that credit card was paid Taxes included No checklist for travel and food reimbursement request 63

64 Documentation of Expenditures Salary expenses Detailed payroll reports Federal Grants Charter School Staff Directory Tutorial documentation, if applicable 5150 Classroom expenses (tutoring, teacher salary, etc.) 6152 Family Involvement expenses (parent liaison salary, PRT, etc.) 6402 Professional Development expenses (stipends, trainers, subs, etc.) Charter School Staff Directory must be included with each packet. 64

65 Stipends vs. Part-time In-system (PRT) Stipends are used to pay teachers to attend a workshop or training. The only function for stipends is 6402. The rate is usually $20.44 for teachers. PRT is used to pay tutors (5150), trainers (6402), temp parent liaisons (6152), etc. 65

66 66

67 Common Errors (Salary expenses) Staff funded by Title I is not documented in the SIP/SWP Missing payroll report and/or conflicting amounts Missing FY14 Federal Grants Charter School Staff Directory No tutorial documentation (teacher sign–in/out, student sign-in and teacher lesson plan) 67

68 Documentation of Expenditures Consultant expenses Board approved consultant contract Copies of invoices Copies of cancelled check(s) or bank statement(s) Documentation of services – agenda, sign-in sheets, etc. 6402 Professional Development non-salary expenses It is recommended that consultant contracts be all inclusive. If not, follow the District travel reimbursement procedures. 68

69 Common Errors (Consultant expenses) Consultant is not documented in the SIP/SWP Missing signatures and date in consultant contract Missing invoices and cancelled checks Missing documentation of services such as agenda, sign-in sheet, and evaluation, if appropriate 69

70 Documentation of Expenditures Travel expenses Completed Title I Travel Audit Compliance Checklist PBSD 0096 summarizing all expenditures for travel Per diem is allowed for meals based upon school Charter and may not exceed Federal guidelines No meal receipts are required Mileage is reimbursed based upon school Charter and may not exceed Federal guidelines Copy of the conference registration form and receipt Receipt for air travel and baggage fees Receipt for hotel showing a zero balance Parking or toll receipts, if applicable Agenda/program of the activities Title I does not reimburse taxes except for out-of-state travel. 70

71 Common Errors (Travel expenses) Travel and conferences are not documented in the SIP/SWP Missing or incomplete Title I Travel Audit Compliance Checklist Missing PBSD 0096 summarizing all expenditures for travel Missing receipt for hotel showing a zero balance Missing agenda/program of the activities 71

72 Documentation of Expenditures Food expenses Allowed for parent trainings only Title I Food Purchase Pre-Approval/Checklist Agenda Sign-in sheets Itemized receipts Parent evaluation of training Cancelled check(s) or bank statement(s) Title I does not reimburse for gratuity. 72

73 73 Title I Food Purchase Pre-Approval/ Checklist

74 Common Errors (Food expenses) Training and food expenses are not documented in the SIP/SWP Missing FY13 Title I Food Purchase Checklist Excessive amount of food purchase Missing agenda, parent sign-in sheets, and evaluation of training 74

75 Procedures for Reimbursements Order packet as follows: 1.Title I Checklist for Quarterly Reimbursement 2.Original Grant Reimbursement Request Letter 3.Final SIP budget 4.Charter School Summary Reimbursement Spreadsheets (Summary Totals) 5.Non-salary documentation for 5150, 6152, 6402 6.Federal Grants Charter School Staff Directory 7. Salary documentation for 5150, 6152, 6402 75

76 District Reimbursement Procedures Grant Reimbursement Request Packet is date stamped when received Documentation reviewed and verified by Title I specialist Title I budget manager reviews packet and forwards to director for final approval/signature If corrections are required, the Title I specialist contacts school If no corrections are needed, the reimbursement will be processed for payment Expect payment within 10 business days upon final approval of reimbursement packet. 76

77 77

78 78 Complete handbook available on website

79 Title I Chats First Wednesday of the month, starting in September Agenda and times will be emailed First chat will discuss SIP/SWP and Fall Requirements 79

80 First Task Present to staff the responsibilities of Title I schools Presentation available on website Complete verification attaching agenda and sign-in sheets for filing in yellow 5 80

81 Conclusion Questions Evaluation Pick-up monitoring/audit box Thank you for your attention The Department of Federal and State Programs wishes you a successful school year! 81

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