Federal Programs Fall Regional Workshops: Title II, Part A

Transcription

1 Federal Programs Fall Regional Workshops: Title II, Part A Recorded July 2016 Online Module 07/2016 1

2 Avis King Deputy Superintendent Office of School Improvement Cindy Saxon Associate Superintendent Teacher and Leader Effectiveness Division Julie Noland Program Manager Teacher and Leader Effectiveness Division 07/2016 2

3 Maps and Specialists Julie Noland Program Manager Division of Teacher and Leader Effectiveness Specialists Carly Ambler Saralyn Barkley Sharon Brown Pam Daniels Greg Petersen Terri Still Elizabeth Zipperer 07/2016 3

4 ESEA/ NCLB to ESEA/ ESSA Updates Equity LEA Equity Plans must be implemented per approved SEA Equitable Access to Excellent Educators Plan. New template to be uploaded as an attachment with CLIP. Transfer of Funds The % eligible for transfer has changed due to expiration of GA s Flexibility Waiver. Professional Qualifications Georgia LEAs MUST notify parents of right to request the professional qualifications of teachers and paraprofessionals in ALL LEA schools. Georgia LEAs are not required to send 20 Day Letters. However, this will resume in Georgia LEAs are not required to submit or update records for the HiQ Portal. Georgia LEAs are not required to complete principal attestations. Georgia LEAs are not required to develop remediation plans due to HiQ status or non renewable certificates. Any plans required by GaPSC remain in effect. Georgia LEAs are not required to train principals on highly qualified requirements. GaDOE has contracted to update and continue use of the GaPSC HiQ (PQ) Portal. GaDOE will determine professional qualifications to be effective /2016 4

5 ESEA/ NCLB to ESEA/ ESSA Updates Required Funding Highly Qualified is not required to be funded in Focus and Priority Schools on GaDOE list must be funded list remains the same unless otherwise notified. Monitoring Highly Qualified Implementation Documentation (HiQ Percentage, Principal Training, Principal Attestations, Remediation Plans, 20 Day Letters) will not be monitored in Percent of teachers participating in high quality PL will not be monitored in Scientifically Based Research will switch to evidence based in ESSA Statute (Effective ) Expands professional qualifications to all teachers not just core academic teachers. Expands reporting requirements for SEAs and LEAs. Expands SEA & LEA Uses of Funds. Changes SEA and LEA allocation formulas and eliminates Hold Harmless over a period of years. The changes will weight poverty higher than population. Changes Private School Allocation notifications from LEAs to SEAs. Supplement Not Supplant provision will change for Title I, but NOT Title II, Part A. 07/2016 5

6 ESEA/ NCLB to ESEA/ ESSA Updates Guidance (Links Currently Available on Title II, Part A Website) ESEA/ ESSA FAQs: Transitioning to ESSA (June 2016) USDE Policy Letter: Transition to ESSA (December 2015) USDE Policy Letter: Transitioning from NCLB to ESSA (January 2016) USDE Policy Letter: Coordination of Funds to Support STEM (April 2016) Proposed Rulemaking Available on OESE Website 07/2016 6

7 Purpose of Title II, Part A ESEA/NCLB, Section 2101 The purpose of this part is to provide grants to State educational agencies, local educational agencies, State agencies for higher education, and eligible partnerships in order to (1) increase student academic achievement through strategies such as improving teacher and principal quality and increasing the number of highly qualified teachers in the classroom and highly qualified principals and assistant principals in schools; and (2) hold local educational agencies and schools accountable for improvements in student academic achievement. ESEA/ESSA, Section 2001 The purpose of this title is to provide grants to State educational agencies and subgrants to local educational agencies to (1) increase student achievement consistent with the challenging state academic standards; (2) improve the quality and effectiveness of teachers, principals, and other school leaders; (3) increase the number of teachers, principals, and other school leaders who are effective in improving student academic achievement in schools; and (4) provide low income and minority students greater access to effective teachers, principals, and other school leaders. 07/2016 7

8 ESEA/ NCLB to ESEA/ ESSA Updates TITLE II, PART A COMPONENTS STUDENT ACHIEVEMENT PROFESSIONAL LEARNING PERSONNEL FACTORS THAT IMPACT THE LEARNING AND WORK ENVIRONMENTS TITLE II, PART A ADMINISTRATION STUDENT SUPPORT & INTERVENTIONS TEACHER DEVELOPMENT LEADER DEVELOPMENT PROFESSIONAL GROWTH RECRUITMENT RETENTION EFFECTIVENESS CLIMATE SUPPORT PROGRAMS & INTERVENTIONS PRIORITIZING FUNDS NEEDS ASSESSMENT/ CONSULTATION INTERNAL CONTROLS 07/2016 8

9 Grant Cycle Planning Budgeting 15 Month Grant Cycle (Period of Performance) July 1 of Current Fiscal Year Through September 30 of the Following Year Needs Assessment Monitoring Program Implementation Carryover (Tydings Amendment) Extends Access to Unspent Funds for an Additional 12 Months October 1 through September 30 07/2016 9

10 School Improvement Process/ Grant Cycle Planning Budgeting Needs Assessment Grant Cycle Program Implementation Monitoring 07/

11 Title II, Part A Federal Guidance ESEA/NCLB/ESSA Statute Title II, Part A Non Regulatory Guidance Title IX, Part E Non Regulatory Guidance U.S. Ed. Policy Letters EDGAR 34 CFR Part 76 State Administered Programs 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards 34 CFR Part 81 The General Education Provision Act (GEPA) 07/

12 Title II, Part A State Guidance GaDOE Website Program Contacts & Service Areas Title II, Part A LEA Handbook CSR Worksheet & Quick Guide Private School Expenditure Title II, Part A Budget Code Quick Guide and Link to LUA Chart of Accounts Time and Effort Sample Forms Time and Effort Quick Guide Financial Incentives Form 07/

13 Website Resources 07/

14 Website Resources What do I need now? Budget Checklist Budget Assertions Budget Codes Quick Guide Internal Controls Quick Guide Effectiveness Plan Quick Guide Effectiveness Plan Template CSR Worksheet & Quick Guide Private Schools Worksheet PQ Parent Notification 07/

15 FY17 Title II, Part A Implementation Calendar FY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER Prepare for FY17 CLIP Submission (to include Equity Action Plan) Federal Programs Conference June Prepare FY16 HiQ Data for Principal Sign Off Due June 30 Collect Spring Time and Effort Documentation (Jan June) Submit FY16 Self Monitoring Submit FY17 CLIP (to include Equity Action Plan) Due July 31 Virtual Session Title II, Part A Section of Fed. Prog. Fall Workshop & Optional Title II, Part A Regional Technical Assistance Sessions Send FY17 Notification of Parent Right to Request Teacher & Para Qualifications FY16 HiQ Data Supt Sign Off Due August 31 Prepare FY17 Title II, Part A Budget and Required Attachments (Including Effectiveness Plan) Due October 1 Attend Federal Programs Monitoring Training (if applicable) Prepare FY16 Completion Report Due October 31 Prepare Monitoring Folders (If applicable) Invite Private Schools for FY18 Attend Title II, Part A Regional Monitoring Technical Assistance Sessions (if applicable) DECEMBER JANUARY Collect Fall Time and Effort Documentation (Jul Dec) Prepare Title II, Part A Budget Amendment for Carryover Due January 31 FEBRUARY GCEL February 6 8 Organize FY18 Needs Assessment MARCH APRIL Attend FY18 Title II, Part A Needs Assessment Technical Assistance Sessions Conduct FY18 Needs Assessment Submit Charter Expansion Letter (if Applicable) Conduct FY18 Needs Assessment MAY Participate in FY18 CLIP Webinar Complete FY18 Needs Assessment Please reference the Title II, Part A LEA Handbook for a detailed implementation calendar

16 Internal Controls A LEA MUST establish and maintain effective fiscal control and fund accounting procedures (internal controls) over the Federal award that provides reasonable assurance that the LEA is managing the Federal award in compliance by ensuring proper disbursement of and accounting for federal funds. 07/

17 Internal Controls Policies v. Procedures Policies Developed by the LEA Board of Education Business Rules and Guidelines of a LEA that ensure consistency and compliance and with which all staff and programs must comply. Policies are the guidelines under which procedures are developed. Example: Laws and Rules of the Road such as speed limits Procedures Developed by the LEA Administration The detailed steps required to perform a task. These detail who performs the procedure, what steps are performed, when the steps are performed, and how the procedure is performed. (Best if can apply to multiple programs.) Example: Google Maps step by step instructions to reach your destination. 07/

18 Internal Controls Federal Government Uniform Administrative Requirements 2 C.F.R Part 200 State Government Official Code of Georgia State Agency State Board Rules LEA Board of Education Board Policy LEA Procedures 07/

19 Internal Controls - Example Federal Government 2 C.F.R Part 200, State Government OCGA (b),(c) State Agency State Board Rule LEA Board of Education Travel Board Policy DJD R LEA Travel Procedures ABCSD Employee Handbook 07/

20 Internal Controls Quick Guide 07/

21 Period of Performance 2 CFR Period of performance Period of performance means the time during which the non Federal entity may incur new obligations to carry out the work authorized under the Federal award. The Federal awarding agency or pass through entity must include start and end dates of the period of performance in the Federal award. Commonly Applies to Title II, Part A Expenditures including, but not limited to: Contracts Software Licensing Travel 07/

22 Coordination of Funds LEAs are responsible for planning for and ensuring that expenditures that are not fully Title II, Part A allowable and/ or do not fully align with the LEA s prioritized needs are appropriately prorated. Commonly this applies to Software Salaries Equipment Contracted Services Professional Learning Content, Participant Accounts Multiple Cost Objectives Shared Costs Fees, Allowability of Scope of Work Allowability of Activities In instances where expenditures must be prorated, LEAs must maintain documentation of how the proration was determined. If included in a budget description (salary, software, equipment, etc.) the proration should be indicated in some format in the description. 07/

23 Common Expenditures Travel Substitutes Registration/ Dues and Fees Source Documentation Activity Agenda/ Materials Travel Form (mileage, meals) Teacher Name, Content, Location Hotel Receipts Time and Effort Activity Agenda/ Materials Teacher Name, Content, Location Agenda/ Registration Description Purchase Order Common Expenditures Stipends Supplies and Equipment Contracts/ Purchased Services Source Documentation Time and Effort Activity Agenda/ Materials Sign In Sheet (Roles) Teacher Name, Content, Location Detailed Purchase Order/ Invoice Associated Activity Price Quote if Applicable Contract Scope of Work/ Deliverables Receipt of Deliverables Price Quote if Applicable Personnel Job Description Time and Effort Implementation Trainings and Meetings Activity Agenda/ Materials Sign In Sheet (Roles) P Card Statement Corresponding Documentation to Determine Allowability Journal Entries Detailed Documentation to Determine Allowability 07/

24 Records Retention Length of Time At a minimum, a LEA should follow its records retention schedule, which must require that the LEA maintain records for a minimum of five years following the submission of the completion report. Private Schools: As the agency fiscally responsible for the management of funds, a LEA is charged with requiring the private school to submit enough documentation (such as: participant s name and position, agendas and receipts) to determine that the expense is allowable, reasonable, defensible and necessary in accordance with any and all federal requirements. Once submitted, the LEA must maintain this documentation for the required length of time. Format When original records are electronic and cannot be altered, there is no need to create and retain paper copies. Technology must be maintained by LEA to ensure records are accessible and readable. Uniform Administrative Requirements 2 CFR /

25 FY16 State Allocation for LEAs $56,277,866 LEA Use of Funds (Budgeted) *Based on ConApp Budget Report Pulled % 4% 4% 4% 1% 30% PL: Salaries PL: Contracts, Travel, Registration PL: Stipends 7% Class Size Reduction PL: Supplies, Books, Software, Tech PL: Substitutes Grant Administration 19% Recruitment Activities Financial Incentives 27% 07/

26 Required Use of Funds EQUITY* If applicable, budget funds to support the LEA s selected Equity Action Plan equity interventions. SCHOOL IMPROVEMENT* Provide targeted professional learning for teachers and school administrators at Priority and/ or Focus schools. PRIVATE SCHOOLS Offer professional development for private school teachers, principals and assistant principals. *LEAs may budget other funds to achieve these requirements, however this must documented prior to budget approval. 07/

27 Title II, Part A Common Expenditures Program Area Professional Learning Personnel: Recruitment Personnel: Retention Factors that Impact the Learning and Work Environments Title II, Part A Administration Common Expenditures Public Schools Academic Coaches, On Site/ Off Site PL, Memberships, Contracts, Supplies Private Schools (Reimbursement or LEA Purchased) Registration, Travel, Supplies Advertising, Recruiting Events, Financial Incentives, Personnel, GACE, Tuition Induction, Mentoring, Financial Incentives Class Size Reduction Federal Grant Administration Travel, Coordinator Salary, Clerical Support General Administration Audit Cost, Indirect Cost 07/

28 Commonly Funded Personnel Common Salaries Funded by Title II, Part A 110 CSR teachers 190 Title II, Part A coordinator 113 Sub for CSR teacher Sub for teachers attending PL Sub for paraprofessional attending PL Stipends for PL 199 Instructional/academic coaches Professional learning specialists Staff mentoring beyond contracted time Staff providing PL beyond contracted time Salary and wages paid to employees also include associated benefits Payments to employees recorded in any object code in the 100 series Personnel Services (GaDOE LUA Chart of Accounts) and associated benefits must be documented in accordance with federal requirements. 142 Secretary/clerical support 199 Recruitment/retention incentives * 07/

29 Monitoring Findings UNALLOWABLE RECIPIENTS At this time, Title II, Part A is ONLY intended for core academic content & STEM teachers (regular and special education), principals (including assistant principals) and superintendents. UNALLOWABLE COSTS Inadequate or non existent source documentation Professional Learning in Content Areas other than Core Academic Content & STEM (Consult GaDOE staff with Questions) Expenditures Unrelated to Prioritized Needs Work Sessions (Curriculum and Assessment Development) 07/

30 Funding Flexibility Transfer of Funds (Authorized Under Title VI) Schoolwide Programs (Authorized Under Title IX) LEAs may transfer Title II, Part A funds to Title I, Part A LEAs Without Priority and Focus Schools may transfer up to 50% LEAs With Priority and Focus Schools may transfer up to 100% of allocations reserved for priority and focus schools SEA must be notified Transferred funds are subject to the rules of the grant to which they are transferred (including set asides) LEAs must continue to meet Title II, Part A requirements LEAs may choose to integrate Federal, State and local funds at Title I schools in order to meet the specific educational needs of all students. SEA must be notified LEAs must continue to meet Title II, Part A requirements (Equity, PL) Different supplement not supplant rules apply 07/

31 Title II, Part A Budget Entry and Submission To Guide Title II, Part A Budget Checklist Title II, Part A Budget Function and Object Code Quick Guide To Complete Title II, Part A Budget Title II, Part A Program Tabs 1)Budgeted Funds Tab 2)Program Effectiveness Tab To Attach Title II, Part A Budget Assertions Title II, Part A LEA Effectiveness Plan Title II, Part A Funded Job Descriptions Private Schools Equitable Services Worksheet Class Size Reduction Documents 1)CSR Worksheet 2)School Master Schedule(s) 3)Verification of LEA Class Size 07/

32 Title II, Part A Budget Review Checklist UPDATE 07/

33 Title II, Part A Budget Review Checklist Required Budget Assertion Attached Equity Action Plan Funded* LEA Effectiveness Plan Data Collection Tabs (Budgeted Funds TAB and Implementation & Effectiveness TAB) Budget Aligned to Prioritized Needs Budget Items Allowable and Reasonable Budget Codes are Correct *Required use of funds Other fund sources may be budgeted to fulfill the requirement If Applicable Approved Corrective Action Plan Priority and/or Focus Schools Funded* Participating Private Schools Funded* Class Size Reduction & Supporting Documents Job Descriptions for Jobs Funded 10% Administrative Limit Transfer of Funds Notification School wide Consolidation Audit Costs Indirect Cost Rates 07/

34 Title II, Part A Budget Assertions 07/

35 Title II, Part A LEA Effectiveness Plan 07/

36 Title II, Part A Budget Code Quick Guide 07/

37 LUA Chart of Accounts Function Categories Code Description 1000 INSTRUCTION 2210 IMPROVEMENT OF INSTRUCTIONAL SERVICES 2230 FEDERAL GRANT ADMINISTRATION 2300 GENERAL ADMINISTRATION 2400 SCHOOL ADMINISTRATION 2800 SUPPORT SERVICES CENTRAL Object Categories Code Description 100 PERSONAL SERVICES SALARIES 200 PERSONAL SERVICES EMPLOYEE BENEFITS (EMPLOYER COST) 300 PURCHASED PROFESSIONAL AND TECHNICAL SERVICES 400 PURCHASED PROPERTY SERVICES 500 OTHER PURCHASED SERVICES 600 SUPPLIES 700 PROPERTY 800 OTHER OBJECTS 900 OTHER USES 07/

38 Budget Codes Function Code Object Code Program Expenditure = Instruction State Health Insurance Health Benefits for Class Size Reduction Teacher = Improvement of Instructional Services State Health Insurance Health Benefits for Salary Instructional Leaders (Academic Coaches) = Federal Grant Administration State Health Insurance Health Benefits for Title II, Part A Coordinator 07/

39 Budget Codes Important Distinctions Financial Compensation Including Stipends Staff attending professional learning Staff providing professional learning Travel Travel for Professional Learning Travel for Grant Administration Training Travel for Recruitment Substitute Teachers Substitutes for Class Size Reduction Teachers Substitutes for Core Academic Teachers Attending Title II, Part A Allowable Professional Learning Supplies Supplies for Professional Learning Supplies for Grant Administration 07/

40 Title II, Part A Budget Descriptions Be specific enough to determine allowability Who is involved? What is the activity? Be sure to reference prioritized needs/ components and selected equity interventions With which prioritized need or equity gap does the activity align? Be sure to include the % budgeted for prorated items (Software, Salaried Positions) Be sure to reference priority and focus schools Be sure to include the approved restricted indirect cost rate in the description if budgeting for indirect costs Compose Descriptions that Align to Program Requirements and Succinctly Capture Intent of Expenditure. 07/

41 Title II, Part A Budget Descriptions Poorly Developed Well Developed Salary for Coach EQUITY: Professional Development: Salary for Academic Coach (30% Title II, Part A, 70% Title I) shared between priority and focus schools for job embedded PL on middle school math (high needs area) to support equity focus on teacher retention and effectiveness. 07/

42 Title II, Part A Budget Descriptions Poorly Developed Well Developed Registration for PL for district administration to meet needs and plan for district. AMENDMENT 1: Registration for induction principals and supporting assistant principals (including priority school) to attend professional learning on school climate, team building, and school management. 07/

43 Budget -Timeline Important Dates July 1 August October 1 October 31 November/ December January 31 September 30 Budget Activity Start of Title II, Part A Grant Title II, Part A Grant Allocation Notification Deadline for Title II, Part A Original Budget Deadline for Previous Fiscal Year Title II, Part A Completion Report Title II, Part A Carryover Distributed Following LEA Submission of Title II, Part A Completion Report & Approval of Current Fiscal Year Original Budget Deadline for Title II, Part A Carryover Amendment End of Title II, Part A Grant 07/

44 Title II, Part A Data Collection Tab Form #1 FY Budgeted Funds/ Anticipated Expenditures Automatic Manual 07/

45 Title II, Part A Data Collection Tab Form #1 FY Budgeted Funds/ Anticipated Expenditures Entry Automatically Calculated Using Budget Personnel Salaries and Benefits Recruitment and Retention Professional Learning and HiQ Grant Administration Manual Entry by Component #, Level, and Content of Class Size Reduction Staff # Professional Learning Staff # Grant Administration Staff # Other Program Staff 07/

46 Title II, Part A Data Collection Tab Form #2 Program Implementation and Effectiveness 07/

47 Title II, Part A Data Collection Tab Form #2 Program Implementation and Effectiveness Annual centralized reporting helps SEA and LEA monitor program implementation and effectiveness Some automatic reporting HiQ % MYSPA Retention % Manual Entry Prioritized Needs PL Participation % Scientifically Based PL % Effectiveness of Professional Learning, Recruitment, Class Size Reduction and Program Administration 07/

48 Recommendations from Veteran Coordinators Know the grant and applicable Federal, State and local laws, regulations and guidance. Develop, publish and implement applicable internal controls, policies and procedures. Distribute to stakeholders. Plan activities that are allowable (allocable), reasonable, necessary AND aligned to prioritized needs. Support sustainable practices. Support activities that will have most immediate impact on student learning. Keep a calendar. Publish important dates and set / calendar reminders. File as you go along. Set up electronic files to match physical files. Set up files by months/ topics/ monitoring indicators/ schools use the method that will work for your LEA. File Labels available online. 07/

49 Next Steps Professional Qualifications Start of School Parent Notification All Schools Title II, Part A Budget Submission Due October 1 Title II, Part A Effectiveness Plan Title II, Part A Budget Assertions Title II, Part A Funded Job Description(s) Title II, Part A Funded Class Size Reduction Teacher(s) CSR Teacher Worksheet(s) Master Schedule(s) Class Size Verification Title II, Part A Private School Equitable Services Worksheet Two Data Collection Tab Forms 07/

50 Federal Programs Fall Regional Workshops: Title II, Part A Recorded July 2016 Online Module 07/