Department ESSA Grant Packet Training SAISD Federal Programs Department

Stage 4 of the Organization and Development Process Hooray! We are now at Stage 4 of the Organization and Development Process where you can now Link your Department Plan to Federal, State, and Local Funding Sources. Link Plan to Federal, State, and Local Funding Sources 4

Stage 4 of the Organization and Development Process In order for the District to receive ESSA federal funding, the District is required to complete a 2017-2018 ESSA Consolidated Federal Grant Application. As part of the application, the District must list the programs/activities that will be implemented as a result of receiving the grant. Departments must complete the grant documents that are associated with ESSA and State Compensatory funding they will be receiving.

Stage 4 of the Organization and Development Process (Cont.) Department ESSA Grant Packet and supporting documents for allocating funds are auditable documents that provide the justification for use of ESSA and State Compensatory Funds.

Stage 4 of the Organization and Development Process (Cont.) SAISD > Departments > Federal Programs Click on the Department tab at the top of the website Scroll down to STAGE 4: Link the Plan to Federal, State, and Local Funding Sources Click on the Department ESSA Grant Packet

What is the Format of the Grant Packet? The Grant Packet is an Excel file.

What should be done before completing the Grant Packet? Select Committee Members to review the ESSA Grant Packet. Review the Budget Allocations and determine what is needed for the 2017-2018 school year. Utilize the Sign-In sheet template at the end of the Excel document to record your Committee Members.

ESSA Consolidated Grant Application Schedules PS 3101 – Title I, Pt A & Title I, Pt D1 PS 3102 – Title I, Pt A & Title I, Pt D2 PS 3104 – Title II, Part A TPTR PS 3106 – Title III, Part A ELA and Immigrant

There are 4 Program Schedules Program Schedule Number Program Schedule Description PS 3101 Title I, Pt A & Title I, Pt D1 PS 3102 Title I, Pt A & Title I, Pt D2 PS 3104 Title II, Part A TPTR PS 3106 Title III, Part A ELA and Immigrant Note: The funding your department receives will determine which schedule to complete.

How do we know what Program Schedules to Complete? Identify which schedules are to be completed. Utilize the Department Federal Funding Matrix tab. The (X) on the matrix correlates with the 2017-2018 ESSA Program Schedules to complete.

Example of Which Program Schedule to Complete Example: FINE ARTS ORG 858 Remember: The (X) on the matrix correlates with the 2017-2018 ESSA Program Schedules to complete. Title I, Part A PS 3101, 3102

Instructions for Program Schedules Each Program Schedule has a set of instructions to guide you when completing that specific Program Schedule. You can find each Program Instruction and Schedule online.

Instructions for Program Schedules These schedules can be saved as a pdf and will need to be submitted with your Grant Packet. The instructions for each schedule are on the FPD website and can be used to help complete the schedule.

Instructions for Program Schedules Please refer to instructions for more information when completing the Program Schedule to ensure accuracy.

Budget Allocations Steps to complete your 2017-2018 Budget Allocations

Allocation Sheets Departments will receive individual budget worksheets via email for Title Programs (Fund 2xx) and State Comp Ed (Fund 164).

Title Program (Fund 2xx)/ State Compensatory (Fund 164) Budget Allocations Instructions Steps to complete Fund 2XX/Fund 164 Budget Allocations for 2017-2018

Instructions to Complete ESSA and SCE Budget Allocation Sheet

Step 1: Read and Review Read and Review the Program Intent, Assurance and Intended Program Beneficiaries This will help you to determine eligibility for all initiatives.

(Cont.) Step 1: Set up the Budget Departments must budget all new initiatives and any 2016-2017 initiatives that are to be continued for 2017-2018. All funds must be budgeted at the department org level. For Example: Reading department will have all initiatives in org 873. 211-11-6xxx-xx-873-8-xx-xxx

(Cont.) Step 1: Set up the Budget Note: Variance should be 0 unless the authorized administrator is moving funds between programs which would then create an increase/decrease for the program but should net to 0 for the department for the fund # for example: reduce Reading budget and increase Math budget, net result should be 0 Note: When moving the budget the variance should be zero

(Cont.) Step 1: Set up the Budget Reminder: After you set up your budget and you are ready to make a purchase with fund 164 A BCR must be submitted to move 164 funds to the campuses prior to creating a requisition for purchases For Example: Reading department will purchase reading materials for all campuses. BCR from 164-11-6329-xx-873-8-24-000 to 164-11-6329-xx-123-8-24-873 164-11-6329-xx-124-8-24-873 Reminder: Final eligibility for all funds will be determined upon review of requisition and uploaded documentation by the Federal Programs department. Refer to quality control worksheet for correct documentation to upload onto iTCCS.

Step 2: Plan4Learning Budget Resource Guide A Plan4Learning Budget Resource Guide was created to help determine the correct budget codes and help entering the budget with the Plan4Learning CNA and CIP Utilize the guide to allocate funds for Step 3 and Step 4. You can find the guide on Federal Programs Department Website Click on Department tab at the top Scroll down to Stage 4 Click on the Plan4Learning Department Budget Resource Guide

Steps 3: Columns A-J These columns are pre-populated. Action is required to indicate the correct ‘FUNC’ code. You must enter the correct ‘FUNC’ if allocating money in a line item that has an “xx” in column B. The Plan4Learning Resource Guide has the function numbers at the bottom of page 7

Steps 4: Column K Enter the amount of funds for the line item(s) the department plans to allocate for the 2017-2018 budget year. Must be whole dollar amounts.

Steps 5: Column L – M Indicate whether the line item was included in the CNA and DIP. Mark Yes or No. If it is not in your CNA and DIP, you must revise your CNA and DIP to include the line item you have allocated.

Steps 6: Column N Column N is used to identify accelerated instruction when allocating State Compensatory Education (Fund 164). Place an "A" in this column to indicate funds that are allocated for accelerated instruction. This will automatically generate an "A" in column H. Note: This step does not apply to ESSA (Fund 2xx) Column N is hidden in the ESSA budget worksheets.

Steps 7: Column O Briefly state the specific Initiatives, Programs/Services, Consultant Name for this budget line item. Example: Gradual Release of Responsibility, After School Challenge Program, Dr. Douglas Fisher Hint - The department may use the strategy/activity from the Comprehensive Needs Assessment (CNA).

Expending Funds for Equipment

Use of Funds Questionnaire Object Code 6639 - Furniture & Equipment Greater than $5,000 This code is used to classify expenditures for all equipment, furniture, technology equipment and capital outlay items having a per unit cost of $5,000 or more and a useful life of more that one year not classified elsewhere. If purchasing Equipment (6639) please complete the Use of Funds Questionnaire. Note: You must fill out one form for State Comp Ed and one form for Title Programs Note: Combine all purchases on one form per Program

Use of Funds Questionnaire Title Programs This form is to be used when purchasing Equipment (6639) using Title Program Funds. Only respond to the questions indicated by the corresponding Title Program listed in the Quick Reference. This form can be saved as a pdf and will need to be submitted with your Grant Packet.

Use of Funds Questionnaire State Compensatory Education This form is to be used when purchasing Equipment (6639) using State Compensatory Education Funds. This form can be saved as a pdf and will need to be submitted with your Grant Packet.

Review and Assurances Record of Assurance (Sign-In) ESSA Grant Completion and Review Check boxes ESSA Grant Provisions, Assurances, and Certification ESSA Certification for Federally Funded Positions ESSA Expenditures Certification for Federal Awards

Record Assurance (Sign-In) When the ESSA Grant Packet is complete, sign in on the ESSA Grant and SCE Committee Sign-In template. Document the Department Leadership Team members involved in the ESSA Grant Packet process.

ESSA Grant Completion and Review To ensure completion of the Grant Packet, utilize the ESSA Federal Consolidated Grant Completion & Review form. Be sure to check all boxes indicating that all schedules and applicable forms have been completed. This form requires 3 original signatures.

ESSA Federal Grant Provisions, Assurances, and Certification Click on the link below to read and/or download all ESSA Provisions, Assurances, and Certifications. Check the box and sign and print name to certify.

ESSA Certification for Federally Funded Positions Read the certification below on Federally Funded Positions. Check the box and sign and print name to certify.

Expenditure Certification for Federal Awards Read the certification below on expenditures for Federal Awards. Check the box and sign and print name to certify.

Submission Instructions Steps to submit the ESSA Grant Packet

What should I do before I submit the ESSA Grant Packet? Save the ESSA Grant Packet as an Excel Workbook. Use the following as the file name: Department Name 2017-2018 ESSA Grant Packet

What should I do before I submit the ESSA Grant Packet? (cont.) Save all Program Schedules as PDF files. Use the following as the file name: Department Name 2017-2018 PS 3101 Department Name 2017-2018 PS 3102 Department Name 2017-2018 PS 3104 Department Name 2017-2018 PS 3106

What should I do before I submit the ESSA Grant Packet? (cont.) Scan all Assurances and save as PDF files. Use the following as the file name: Department Name 2017-2018 Committee Sign-In Department Name 2017-2018 Completion and Review

How do I submit the ESSA Grant Packet? Email all documents to federalprograms@saisd.net Grant Packet PS 3101 PS 3102 PS 3104 PS 3106 Use of Funds Questionnaire (Title Programs and/or SCE) TEA Justification Form – Out of State (OS) Travel TEA Justification Form – Field Trips Committee Sign-In ESSA Completion and Review Use the following as the subject of the email: Grant Packet – Department Name

Deadline for Submission All documents must be submitted via email by 4:30 pm on Tuesday, June 20, 2017

Thank you! Please contact the Federal Programs Department with any questions or concerns (210) 554-8320