Maryland Nonpublic Schools Textbook and Aging Schools Programs. School Year

Transcription

1 Maryland Nonpublic Schools Textbook and Aging Schools Programs School Year

2 Introductions Maryland State Department of Education Division of Business Services Monica Kearns, Assistant State Superintendent Jim Clark, Director Edna Williams, Administrative Services (Procurement) April Leilich, Accounts Payable Section Jamie Klarman, Nonpublic Schools Program Coordinator (410)

3 Introductions Maryland State Department of Education Division of Business Services School Facilities Branch Barbara Bice, Branch Chief Gloria Mikolajczyk, Architect Supervisor Jillian Storms, Architect

4 Introductions Maryland State Department of Education Division of Student, Family and School Support Student Services and Strategic Planning Branch Walter Sallee, Director La'Juan Way, Administrative Specialist

5 Introductions Maryland State Department of Education Office of Information Technology Dmitry Mukhin, Deputy Chief Information Officer Deepa Subramanian, Programmer Analyst Tae Kim, Programmer Analyst

6 Program Overview

7 In April 2015, the Maryland General Assembly approved an appropriation for the Maryland Nonpublic Schools Textbook Program. The purpose of the program is to provide funding for the purchase of textbooks and computer hardware/software for loan to students in eligible nonpublic schools.

8 To be eligible, a nonpublic school must meet the following requirements: Either hold a certificate of approval or be registered with the State Board of Education through MSDE s Division of Education Effectiveness; Not charge more than the statewide average per-pupil expenditure, calculated as $14,744 for FY 2014; Assure that the savings on the cost of textbooks will be used to reduce the cost of textbooks for students; and Comply with Title VI of the Civil Rights Act of 1964, as amended.

9 Eligible Grade Levels Nursery Schools (ages 2-4) Kindergarten Elementary & Secondary Schools Montessori Schools

10 MSDE Certification Eligible schools must either hold a certificate of approval or be registered with the State Board of Education through MSDE s Division of Educator Effectiveness.

11 Allocations/School Year Anticipated Expenditure for Fiscal Year 2016 is $6,040,000 $65 per nonpublic student is the distribution amount $95 per student for schools meeting the 20% FARMS requirement

12 Application Process

13 Nonpublic Schools Textbook Program Nonpublic Schools previously applied for funding for Textbook program using Paper applications OIT developed a web based system last year to enable online applications for this program

14 Nonpublic Schools Textbook Program The new system uses the existing school information available through the ordering system. The Nonpublic School users select their school from the list and apply for funding.

15 Start Here

16 Nonpublic Student Textbook Program Screenshot of Schools applying Initial Screen seen by both existing and New School users

17 Nonpublic Student Textbook Program Screenshot of Schools applying School information exists in the system. No login needed for school users.

18 Application Process

19 Nonpublic Schools Textbook Program

20 Nonpublic Schools Textbook Program

21 Nonpublic Schools Textbook Program

22 Nonpublic Schools Textbook Program

23 Deadline for Applications Due to the circumstances, i.e. new online system and later trainings, we are prepared to allow schools to apply through mid January Deadline will be January 15, 2016.

24 Questions and Answers

25 Ordering Procedures

26 Vendors For a vendor to be added to the Nonpublic Textbook system, the participating school will need to contact the company and obtain FormW-9. Please fax, , or mail the document Jamie Klarman: (fax); James.Klarman@maryland.gov ( ). W-9 vendor documents will be accepted until April 15, 2016.

27 Ordering Process Participating nonpublic schools place order via Nonpublic Textbook (NPT) database. Order is reviewed/approved by personnel from the Division of Business Services. Procurement processes order and sends information to vendor. Accounting processes vendor payment. Schools confirm the receipt of merchandise via the NPT database and place MSDE labels on merchandise purchased with grant money for students.

28 Acceptable Materials for Purchase Textbooks, computer hardware, and computer software purchased under this program must be secular in nature and acceptable for use in any public elementary or secondary school in Maryland. Textbooks that may be purchased include workbooks, manuals, trade books, reference materials, and other printed forms of communication intended for classroom use only.

29 Acceptable Items Books Magazines Workbooks Trade books Reference materials E-books/magazines/journals Computers Printers Calculators Computer accessories Unacceptable Items Furniture of any kind Markers/crayons/pens/pencils/chalk Paper Glue Other items considered supplies Specimens for science experiments Rugs/carpets Dress-up kits/costumes/clothing Puppets Materials containing religious content

30 Ordering Information The window for ordering materials is will be open between mid-february to early June. All orders will be placed via the Nonpublic Textbook database. We are unable to process orders via phone, , or fax.

31 Requisition Guidelines Accurate catalog and pricing information needs to be entered in the database. Use current vendor catalogs to ensure correct pricing. Sale prices from vendor s websites (i.e. Best Buy) are not guaranteed. Incorrect information delays the process of schools receiving request in a timely manner and may result in the loss of school losing funding for the school year.

32 Requisition Guidelines There is a 13% shipping charge on ALL orders. All price agreements for E-Books, hardware/software or shipping variations require a quote to be attached to the requisition to the electronic requisition.

33 Quote Guidelines Must be uploaded in the system and attached to the online requisition. Submitting documents incorrectly can result in loss of shipping. Quotes need to have an expiration date of at least 30 days. Our staff cannot accommodate quotes with 24 or 48 hour time frames.

34 Quote Guidelines Quotes must match the requisition exactly in the textbook database system. If a school needs to add or delete merchandise from a quote, please contact vendor to revise the quote. Quotes will be rejected initially if the document does not match.

35 Ordering Difficulties If a school continues to have technical difficulties in placing an order via the database, appointments will be available for the point of contact to come into MSDE office for assistance. Please do not wait to order your materials around the June deadline- order as soon as possible. Placing orders around the deadline does not guarantee arrival of merchandise for the start of the new school year in August/September.

36 Questions and Answers

37 Fiscal Process Procurement/Accounting

38 MSDE Fiscal Year MSDE procurement staff close out the fiscal year FOR THE ENTIRE AGENCY in May and June, and schools will experience significant delays in processing if ordering near the deadline. Ordering at the last minute may also cause considerable delay in schools receiving orders in a timely manner.

39 Quick Reminders No exchanges or returns. Please submit orders correctly by clicking submit after each specified vendor order. Only enter items for the same vendor on an order. Be Mindful of expiration dates on quotes.

40 Accounting The school should be the ship to and MSDE is the bill to. Please send vendor invoices to: Maryland State Department of Education Attn: Accounts Payable 200 West Baltimore Street Baltimore, MD Do not make changes to orders after MSDE has submitted to vendors. When accounts payable receives the invoice and the document does not match the original requisition, MSDE will not pay the vendor. The school will be billed for any items not ordered by MSDE.

41 Accounting If the invoice and requisition matches: Information is sent to Annapolis to pay vendor.

42 On-Site Visits

43 Purpose To ensure participating schools are in compliance with the guidelines developed by the Maryland State Department of Education (MSDE).

44 Standard Process 10% of participating school s are selected and contacted by MSDE MSDE personnel collaborate with school with date/time MSDE comes out for visit Please allow up to two hours for MSDE reviewer Draft On-site Technical Review report is sent to principal Principal has 10 days to review and comment Final Report Sent within 15 days

45 Questions and Answers

46 For Program Updates Subscribe to our mailing list: DE/subscribers/new?preferences=true