BUDGET DEVELOPMENT FOR TITLE I & TITLE III PROGRAMS MARCH 2016 LOCAL DISTRICT NORTHEAST

Local District North East Staff Title 1 Coordinators Sue Florindez- Tony Karch- EL Compliance Coordinator Sandra Escartin- Parent and Community Engagement Administrator Antonio Reveles- Fiscal Manager Christopher Iya- LDNE MAIN OFFICE: (818)

BUDGET DEVELOPMENT FOR TITLE I- 7S046 PROGRAM

 The purpose of the Title I program is to meet the educational needs of children in low-income households and children in local institutions for neglected or delinquent children.  Title I funds are supplemental funds and are allocated to schools based on poverty percentages on the annual Title I ranking. These percentages are determined by the number of low-income students, aged 5 to 17, enrolled on CBEDS day, who qualify for free-or reduced-price meals or CALWORKS.  For the school year, the 7S046 funding levels were: $615 for the % Poverty Level $467 for the % Poverty Level $300 for schools falling below 50% poverty for the first time in Title I Programs

 are those funds which are granted to schools for specific program purposes and which are over and above the general revenue funds the schools receive to support the core program.  must be used to support and enhance the District’s core program.  must be clearly tied to the overarching goal of improving academic outcomes for participating students. Supplemental funds may not be used to replace or supplant the funds and instructional program the District provides the school, as supplement not supplant fiscal requirements remain in place and have not been waived by the USDE. Supplemental Funds…

 The SPSA is a written plan developed by the school community describing the school’s program and how resources will be used to meet the supplemental educational and related needs of participating students.  California Education Code 9 Section requires that a School Site Council (SSC) develop the SPSA.  The purpose of the SPSA is: 1) to create a cycle of continuous improvement of student performance 2) to raise the academic performance of all students to the level of state achievement standards, and 3) to ensure that all students succeed in reaching academic standards set by the State Board of Education. Single Plan for Student Achievement/SPSA

SPSA & Developing a School Budget  The school budget must be based on the identified needs of participating students as determined by conducting a comprehensive needs assessment and as described in the SPSA.  The budget should demonstrate an alignment between the planned supplemental instructional program and the planned expenditures.  If a school is unable to demonstrate that all participating student groups are showing signs of academic improvement, the school must re-evaluate the use of its categorical budgets and expenditures.  Budgets should be developed with recommendations from appropriate committees, e.g. ELAC. Their written recommendations must be brought to the SSC for review and approval.

Developing a School Budget- Title I School Level Decision Making  STEP 1/DATA: Was data used to identify students’ areas of need?  STEP 2/NEEDS ASSESSMENT: Is the expenditure based on the needs of students, with priority given to low-achieving students? Is the activity research-based and specifically described in the plan & linked to student needs identified in the plan?  STEP 3/EVALUATION: Is there a plan to monitor the implementation of the SPSA/activities & evaluate the effectiveness of the selected expenditures/activities? Is the cost reasonable?  STEP 4/APPROVAL: The proposed expenditure is based on data and a needs assessment, is linked to the SPSA, and is sound and compliant.

Budget Development Resources at lausd.net “Offices”  Available at School Fiscal Services Estimated Rate Sheets General Funds Program Manual Budget at a Glance – Excel version  Available at Federal & State Education Programs Program and Budget Handbook Latest Title I Ranking  Available at Multilingual & Multicultural Ed. Dept Title III (7S176) Allocation Opt-Out Form ELAC Recommendation Form

Budget Information This is a resource to assist schools in designing an effective instructional program for participating students.

Budget Information  The listed items are the most popular ones and are now in alphabetical order.  For Title I/7S046 & 7E046, Title III/7S176, and QEIA/ Services for which the student is the direct recipient or beneficiary of the services. Budget at a Glance – Direct Services

Budget Information  7S046 only -10% maximum on indirect services  7E046 – only for Clerical Relief/X-time & Professional Expert  – only for Campus Aide & Sr./Office Technician Personnel and supplies that are administrative in nature and do not have a direct relationship to instruction

Pages A29-A38

Description for Supplemental Instructional Materials (SIM) see page A37

Pages B1-B10

Pages B11-B18

 Certificated positions with may only be budgeted on “C” basis.  The minimum funding for supplemental itinerant support personnel is 0.1 FTE (1/2 day).  A reasonable amount can be budgeted in SIM for FY Specific items must be described in the SPSA. There is a review process for SIM items purchased in the Shopping Cart.  When funding for Toshiba Contracts in the budget item “Other Non-instructional Contracts”, an unrestricted general fund accounting line should be identified as the default account.  The minimum allowable funding for certificated out-of- classroom personnel is 0.50 FTE (2 ½ days).  Test preparation materials may not be purchased with TI funds.  Parent training allowance is not an allowable expense Budget Guidelines KEY Reminders for Title I/7S046

 First time purchases of software licenses must be budgeted as Supplemental Instructional Material/SIM.  Renewal of software licenses must be budgeted as Software Licenses Maintenance.  Program funds cannot be used to purchase Administrator positions, TSP Advisor, Campus Aide, School Supervision Aide, Custodian, and Deans.  Title I resources may not be used to reconcile Procurement Card (P-Card) expenditures except for Admission Fees, SIM, and Conference Registration Fees.  School Advisory Committee Expenses may not be budgeted.  Custodial Overtime and Clerical Overtime are NOT ALLOWED.  Clerical Relief and Clerical X-time can be budgeted Budget Guidelines KEY Reminders for Title I/7S046

 General Supplies Technology ($499 and under, including tax, shipping, & other ancillary costs)  Non-Capitalized Equipment, Classroom & Other ($500 to $4,999)  Equipment, Other, Capitalized (above $5,000)  M/O Supplies: limited to $1 per student per Title I intervention session  Professional Expert, Certificated & Classified  CPA X-time, beyond 9 days  Budget Guidelines Restricted Items in 7S046 Leave Amounts in Pending Distribution (in parenthesis in SPSA Budget Item column)

Budget Guidelines NEW Review Process for 7S046  For the school year, there has been a new review process when purchasing Supplemental Instructional Materials/SIM with 7S046 through the Shopping Cart. For , this process will include other budget items. Schools must adhere to additional protocols in order for Title I funds to be utilized. Schools must upload the required documentation in the Shopping Cart. The items are:  Admission Tickets  Contracted Instructional Services  Other Books/books for the library & professional learning books for teachers  Other Non-Instructional Contracts (Not Toshiba)  Staff Conference Attendance

Budget Guidelines NEW for 7S046  Administrative salaries/Administrator X for intervention supervision and/or site- based PD facilitating or attendance on unassigned days and/or Saturdays can now be purchased during budget development; the amounts must be reasonable, and preapproval must be secured from the LD Superintendent prior to the beginning of any activity.  Schools may budget “Other Books” during Budget Development, including reference books (dictionaries & encyclopedia sets) for the school library for Schoolwide Title I schools.  Contracted Instructional Services may be funded to incorporate the arts in supporting the academic achievement of students not meeting grade level standards in ELA and mathematics, for elementary and secondary.  Admission tickets are no longer a restricted item but can only be purchased for approved District sites that are described in the SPSA.  Teacher Auxiliaries for Math, Science, Social Studies, and ELA can be budgeted during Budget Development.

 The Intervention/Prevention Support Coordinator replaces the Intervention Support Coordinator; this new position includes responsibilities that support students with disabilities.  The EL/SEL Instructional Coach is a new position created to address the needs of ELs and SELs.  Auxiliary teacher time for class size reduction or intervention may be budgeted during budget development; remember to include the subject area and the grade level.  Schools may only be able to purchase Teacher Release Day which replaces Day-to- Day Substitute and PD Teacher Regular.  Schools may purchase clerical positions from the combination of office technician/senior office technician position, and a detailed description in the SPSA must indicate how this position supports the Title I program.  There is no longer a $1,500 limit on parent conference attendance in 7E046.  Items that are closed and can not be budgeted include: 1-Professional Development/registration fees 2-Teacher, Replacement 3-Teacher Auxiliary, Intervention Budget Guidelines NEW for 7S046

BUDGET DEVELOPMENT FOR TITLE III- 7S176 PROGRAM

Funding to Serve English Learners All Schools receive TSP resources to meet LCAP EL Goals Proportionality TSP Supplemental Title III 7S176 Schools that do not receive a Title III Coach Will receive a 7S176 per pupil allocation Schools with Title III Coach No 7S176 per pupil allocation LCAP EL goals. Increase the number of English Learners making annual progress in learning English and who reclassify as Fluent English Proficient Increase performance in basic skills assessment demonstrating proficiency in English to participate in curriculum designed for native English speakers Decrease the number of Long Term English Learners (LTEL)

Funding for EL Students : 26 pay for supplemental services above and beyond Title III Funds pay for supplemental services above and beyond Title I and General Funds pay for supplemental services above and beyond Title I Funds pay for supplemental services above and beyond “General Funds” All students are entitled and MUST receive services provided by before supplemental services can be considered All students are entitled and MUST receive services provided by “General Funds” before supplemental services can be considered EL Title III Title I ( Includes Els ) General Funds EL Title III General Funds Title I (Includes Els)

Title III Program The District receives Title III (Federal) funds to provide direct services to ELs above and beyond the core program requirements as outlined in the United States Code (USC) and California Education Code (EC).  To design, implement, and monitor instruction for the academic and linguistic achievement for ELs  Title III funded activities must be: (1) based on the identified linguistic and academic needs of EL, (2) accurately and explicitly documented in the SPSA/SPSA Update and (3) must aligned with the Title III achievement accountabilities. 27

Title III Program Title III funds require the input from parents of English Learners. “The signature of the ELAC Chairperson on the Single Plan Assurances page indicates that the committee had the opportunity to participate in the budget development process and provide written recommendation regarding the SPSA and EL Programs.” – 17 Program & Budget Handbook, Appendix A, pg. C-6.

Title III Program To meet the AMAO targets, schools must use their Title III funds to provide direct services to ELs. AMAOs LEA Targets LEA Targets AMAO 1: Percent of ELs making annual progress in learning English (Advancement on CELDT) 62%63.5% AMAO 2: Percent of ELs attaining English proficiency on the CELDT (Overall CELDT score of 4 or 5 with no sub-skill score below a 3). Less than 5 yrs. 25.5% 5 yrs. or more 52.8% Less than 5 yrs. 26.7% 5 yrs. or more 54.7% AMAO 3: Percent of ELs meeting AYP targets (includes RFEPs who have not scored proficient/advanced on CST-ELA for 3 years) Participation Rate 95% ELA ?% Math ?% Participation Rate 95% ELA ?% Math ?% 29

Title III-7S176 Funding Priorities 1. Professional Development for designated/integrated ELD 2. Targeted Intervention Services 3. Parent Outreach and Training – 17 Program & Budget Handbook, Appendix A, pgs. C-1 and C-2

Budget Process SSC makes decision & submits written decision to ELAC Share data with ELAC ELAC submits written recommendation to SSC Analyze EL Student Data Budget Worksheet with necessary signatures is submitted to Local District with Justification and SPSA Page Local District EL Coordinator signs Budget Worksheet and submits to Fiscal Specialist for processing School submits the SPSA and budgets to the Local District for Approval Share data with ELAC. ELAC makes recommendation(s) to SSC and Principal Analyze EL Data to determine EL’s needs. Conduct “Needs Assessment” ELAC’s recommendation(s) are shared with SSC. SSC makes decision. School develops the Single Plan for Student Achievement (SPSA) and aligns Title III budget items. Budget Development Process

ELAC Recommendation Form 32 Needs Assessment SPSA Budget Development This form will show reviewers/auditors that ELAC was part of : “Needs Assessment, SPSA and Budget Development Process.”

2016 – 2017 Budget at a Glance – 17 Program & Budget Handbook, pgs. A-( )

2016 – 2017 Budget at a Glance (Indirect Services) 34 Title III does not allow for Indirect Services expenditures 2016 – 17 Program & Budget Handbook, pgs. A-( ) 7S176 Estimated Rate Sheet has additional allowable expenditures

35 SIM and General Supplies are not allowable expenditures under Title III (7S176) Supplemental Instructional Materials (SIM) and General Supplies

Title III Updates Staff Training Rate, Certificated is to pay a regular status teacher who attends a non- mandated Master Plan-related training outside the basic assignment. PD Teacher X Time is to pay a regular status teacher who attends a mandated Title III allowable Master Plan-related training outside of the basic assignment. Teacher Release Day is to pay a regular status teacher who attends a Master Plan-related training/planning/data analysis/classroom observation during the basic assignment. Parent Training Allowance is not allowable.

Title III Updates Teacher Release Day (Budget Item # 10377) Will replace these two budget items  Day to Day Subs (Budget Item # 10559) – closed  PD Teacher Regular (Budget Item # 10370) – closed

Title III Approval of Restricted Positions/Services Contracted Instructional Services CPA X Time, Tutoring* Instructional Coach X Time, Tutoring* Title III Coach X Time, Tutoring* Title III Coach X Time Travel/Conference Attendance *Tutoring must be provided on Saturdays 38

Pre-Approval Process To budget restricted budget items with Title III funds, MMED pre- approval is needed. The following needs to be submitted:  Completed form for Approval of Restricted Positions/Services  Copy of the manual Budget Adjustment Request  Provide a copy of the applicable SPSA page (from the EL programs section of the SPSA)  ELAC Minutes that address the item requested The above documentation needs to be submitted to the EL Programs Compliance Coordinator for review. If the documentation meets EL program requirements, he/she will forward it to MMED for final approval. Funds for the requested service are to be placed in Pending Distribution until final approval – 17 Program & Budget Handbook, Appendix A, pgs. C-3 and C-4

EIA-LEP Carryover REMINDER V883 – ELD standards implementation Professional Development 7T053 – Intervention for ELs having scored at the Intermediate level for 3+ years These funds must be spent by 6/30/16

BUDGET DEVELOPMENT FOR TITLE I 7E046

ObjectivesObjectives  Explore Appendix B of Program and Budget Handbook  Explore Budget Development best practices

The Cycle of Continuous Development Conduct a comprehensive needs assessment, including data analysis and SPSA Evaluation Develop goals and identify strategies, actions, and tasks in the SPSA Goal Matrix Develop a budget based upon prioritized expenditures that support the strategies, actions, and tasks described in the SPSA Goal Matrix Monitor the implementation of the SPSA Please remember that the budget is developed to support the strategies outlined in the SPSA

Main Points To Consider For Budget Planning Main Points:  Ensure that recommendations are made by the English Learner Advisory Committee.  Title I funds are used to strengthen parent capacity.  Funds allocated for parent activities may not be used for other purposes.  The school planning sheet for parent involvement activities is developed with parent recommendations.  Categorical funds are to supplement, not supplant, educational services for parents.  A differential may be provided to a register-carrying teacher only for the purposes of coordinating schoolwide parent engagement.

Budget Planning Sheet (7E046) Budget Planning Sheet

Mileage rate for 2016 is 54 cents per business miles driven. A differential may be provided to a register-carrying teacher only for purposes of coordinating parent engagement activities. Parent Conference Attendance is only allowable within 45 miles from the address of the school. X Time must support parent involvement and must occur outside of regular work hours. This is for short-time (less than 6 months) assignments. This is a payment to persons working on special projects that are non-repetitive on a temporary basis and that are customarily not performed by a classified or certificated employee in the scope of his duty. The person must be a current or retired employee of the District. 7E046 Items

Translation equipment must be used to support parent engagement. Computers and projectors can be budgeted. School must provide location and calendar of usage to support parent engagement. Costs must be below $500 per item including all shipping, tax and additional charges. Non-Capitalized Equipment is equipment costing $500 or more, up to $4,999 with shipping, tax and all additional costs per item. 7E046 Items Pending Distribution Note: These are Pending Distribution items and may not be budgeted during Budget Development.

These contracts are with vendors providing instructional programs/services for parents. These contracts are with people who are experts in their fields and must be non- District employees, who cannot perform the work of District employees, to provide services for a school. Only the Procurement Services Division can contract with these people for a school. 7E046 Items Note: Custodial Overtime, Custodial X-Time, Custodial Relief and Clerical Overtime are no longer allowable.

7E046 Items Supplemental Instructional Material (SIM) is for parent activities ONLY; no office supplies allowed

RemindersReminders Schedule a School Site Council meeting within the budget window prior to budget development appointment date. The School Site Council has to approve the amended budget. Emergency School Site Council meetings are not allowed; therefore, a 72 hour advance notice is required.

Budget Development Best Practices  Connect the needs of your school’s parents and community to the budget.  Use the Budget Planning Sheet from the Program and Budget Handbook for budget allocations.  Incorporate English Learner Advisory Council recommendations into budget planning.  Attend the Budget Planning Orientation Meeting held by Fiscal Services.  Seek clarifications from the Parent and Community Engagement Unit regarding 7E046 items.  Ensure an alignment between the comprehensive needs assessment, the specifics of the plan, and budget allocations.

54 NEW for  No Assurances and Justifications will be required for Title I and Title III. --Schools will submit the completed SPSA that includes the allocations and budgeted items at the Budget Development Appointment. --The School Budget Signature Forms for 7S046, 7E046, & 7S176, with all the required signatures, are also brought to the Appointment.  For the TSP Programs, the school’s Director will be the only required signature on the School Budget Signature Forms.

Categorical Funding Allocated to This School

School Budget Signature Forms Budget Development Wrksheet School Info.

School Budget Signature Forms Write “ Budget Development” Signatures in BLUE Ink

58 Principal’s Signature and Date (after ELAC and on/after SSC) SSC Chairperson’s Signature and Date To be compliant, the ELAC “Recommendation” Date MUST be prior to or the same date as the SSC Chairperson’s and Principal’s date (If no ELAC write N/A, less than 21 ELs or Delegation of Authority 2016 – 2017 Budget Development

Insert UTLA page 59 Mr. Wonderful

Categorical Programs Budget Development Checklist

Important Dates for Budget Development Friday, March 11, 2016 Principals receive Allocation Letters Monday, March 14, 2016 School Front End/SFE Window Opens Friday, March 18 – Wednesday, April 14, 2016 Budget Development Appointments Bring the completed SPSA with all school site required signatures, one paper copy and electronic copy/flash-drive Original and 2 photocopies of the School Budget Signature Forms (7S046, 7E046, 7S176)