The Federal Programs Department Title I, Part A (Fund 211) & State Compensatory Education (Fund 164) School Year 2018-2019

Agenda Introduction What must be submitted to The Federal Programs Department? Procedures for spending Federal and State Funds Law Requirements: ESSA/State Compensatory Education Reminders Striving for Error Free Requests Additional Information on Forms and Procedures

What must be submitted to The Federal Programs Department?

What must be submitted to the federal programs department? Any expenditures using funds: 164 - State Compensatory Education 211 - Title I, Part A - Improving Basic Programs 215 - Title I, Part D, Subpart 2 - Prevention and Intervention Programs 245 - Title I, 1003(a) Priority & Focus School Grant 255 - Title II, Part A – Supporting Effective Instruction 263 - Title III, Part A - English Language Acquisition (ELA)/Limited English Proficient (LEP) 287 - ESSA Consolidated Administrative Fund

Title I, Part A – Improving Basic Programs Fund 211: Federal Entitlement Provides supplemental resources Helps schools with high concentrations of students from low- income families and provides a high-quality education Enables all children to meet the challenging State Academic Standards SAISD operates School-Wide Programs

State compensatory education (SCE) Fund 164: State Allotment Supplemental programs and/or services For students identified as “at-risk” of dropping out of school

Definition of supplemental increases the level of services and does not supplant (replace) funds from non-federal sources ensures that services provided under certain Title programs are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title funds were not available

Procedures for spending federal and state funds

Allowable use of funds Activities and Resources address needs identified in the Comprehensive Needs Assessment (CNA). Activities and Resources are included in the Campus/Department Improvement Plan (CIP/DIP). Campus/Department Improvement Plan addresses how the activities and resources identified will be evaluated. Expenditures are reasonable, necessary, and allocable. The needs of students at risk of not meeting the challenging State Standards are addressed.

Expenditures Budget Change Request (BCR) Contracts Equipment Field Trips Mileage Parent and Family Engagement Payments Payroll Print Work Orders and Mail Outs Professional Development Requisitions Travel

Where are the ONLINE MANUAL/FORMS?

Where are the ONLINE MANUAL/FORMS?

Where are the ONLINE MANUAL/FORMS?

Where are the ONLINE MANUAL/FORMS? Federal Programs Website Procedures, Quality Control Worksheets, and Forms (may be subject to change)

Sample of A procedures form The Procedures will outline: Supporting Documents Order of Approval Process Any special notes New items will be indicated with this icon

Sample of A quality control worksheet (qcw) Auditable document Serves as a checklist to help campuses/departments know what to submit with requests using state and federal funds Provides the order of supporting documents Coversheet for your packet

Sample of A quality control worksheet (qcw) Each category of expenditure has its own QCW. QCW lists supporting documents in order to submit the request. Place a check mark in the “Submit” column for each item submitted. Complete and submit a Quality Control Worksheet with each request. (upload in iTCCS with requisitions or pony for payments)

Sample of A quality control worksheet (qcw) Must submit the QCW with every request. Indicate the CIP/DIP Plan4Learning GPS numbers at the top of the quality control worksheet. The request will be returned if the Plan4Learning GPS: is not indicated on the QCW or forms is not located in Plan4Learning does not align with the purchase Please consult with your Principal/Authorized Administrator with questions and current information about the GPS in Plan4Learning.

State Compensatory Education Law Requirements: ESSA State Compensatory Education

What you need to know ESSA (Every Student Succeeds Act) The Every Student Succeeds Act (ESSA) governs Title I and other federal programs. On December 10, 2015, the Every Student Succeeds Act (ESSA) was signed into legislation to rewrite ESEA/NCLB. The Every Student Succeeds Act (ESSA) has introduced an entirely new set of rules to Title I and other federal programs.

What you need to know To ensure that all children receive a high quality education, and to close the achievement gap between children meeting the challenging State Standards. Provides greater flexibility to States and Districts for using federal funds to: address local needs to fill important opportunity gaps including making greater investments in the enriched curriculum and educational experiences inherent to a well-rounded and complete education

What you need to know Expands the definition of core academic subjects: must support a well-rounded education, which could include counseling, music and arts, accelerated learning, foreign languages, history, and environmental education, among other activities extended for programs that support safe and healthy students, which could include school-based mental health services, nutrition and physical education, bullying and harassment prevention, and school personnel crisis management training, among other activities

What you need to know ESSA expanded the definition by shifting from core academic subject to well-rounded education. The term "well-rounded education" means courses, activities, and programming in subjects such as English, Reading or Language Arts, Writing, Science, Technology, Engineering, Mathematics, Foreign Languages, Civics and Government, Economics, Arts, History, Geography, Computer Science, Music, Career and Technical Education, Health, Physical Education, and any other subject, as determined by the State or local educational agency, with the purpose of providing all students access to an enriched curriculum and educational experience.

REMINDERS

Reminders Field Trips cannot take place at sporting events, or amusement/theme parks According to the 2018-2019 ESSA Program Guidelines, field trip requests using federal funds cannot take place at sporting events, or amusement/theme parks. All field trips using fund 211, 215, 245 and 263 require TEA Justification Form-Field Trips to be completed prior to the event date. The TEA Justification Forms are posted on our website. It is highly recommended to use the FPD Field Experience Lesson Plan as a guide in completing the TEA Justification Form.

Reminders Contracts (Copy) submitted to Federal Programs: IMPORTANT: It is the responsibility of the campus/department to submit the original contract to the Finance Department for final approval, per SAISD Admin Procedures Federal Programs requires a copy of the original contract to assist in determining eligibility for state and federal funding (Refer to the Procedure and Quality Control Worksheet for Contracts)

reminders Tutoring Lesson Plan: Instructions are available in completing the Tutoring Lesson Plan, which includes color coded examples of what sections must be completed for Teachers, Certified Retired Teachers and AVID Tutors

Reminders FPD aligns Procedures, Quality Control Worksheets & Forms with ESSA. The Federal Programs Department has updated all Procedures, Quality Control Worksheets and Forms to align with ESSA for 2018-2019. Important to review updated FPD Procedures for all requests when using State/Federal Funds.

Reminders Important: QCW is an Auditable Document The Quality Control Worksheet must be attached to all requests using federal funds. The QCW serves as your checklist, coversheet and documents that the request aligns with the improvement plan.

STRIVING FOR Error free requests

Striving for Error Free Requests The Federal Programs Department is striving to achieve 100% Error Free Requests from all Campuses/Departments. For the school year 2017-2018 we achieved a 70% error free rate on the requisitions submitted. To reach the goal of a 100% error free rate we need to work as a

Striving for Error Free Requests Working as a Team will result in: Requests being processed quicker Requisitions becoming Purchase Orders in a more timely manner Students benefit by receiving the supplies and materials necessary to achieve success

Striving for Error Free Requests Areas of concentration: GPS for CIP/DIP (in Requisitions) Supporting Documentation Plan4Learning Eligible Items

Striving for Error Free Requests GPS for CIP/DIP in Requisitions: (G)oal, (P)erformance Objective and (S)trategy are required in the “Description” of all requisitions

Striving for Error Free Requests Supporting Documentation: Quality Control Worksheets (QCW) are required for all requests submitted to the Federal Programs Department

Striving for Error Free Requests Supporting Documentation: Shopping Cart(s)/ Quote(s) are required for all requisitions Total dollar amounts of Requisition should match shopping cart(s)/ quote(s)

Striving for Error Free Requests Supporting Documentation: Calendars/List of Events are required for all HEB requisitions for PFL’s Must have at least two (2) or more upcoming eligible PFL Events if encumbering the maximum limit

Striving for Error free requests Plan4Learning Items that are required: Goal, Performance Objective, Strategy align with purchase Strategy Funding Resources Needed Funding Source Amount Problem Statement and Root Cause NOTE: If any of the above items are missing, request will be returned.

Striving for Error Free Requests Plan4Learning Instructions to view the CIP report “Goals/Performance Objectives/Strategies with Funding Details and Problem Statements”

Striving FOR Error Free Requests Ineligible Items Refer to the Ineligible Expenditures list located on the Federal Programs Department website. This list is not all inclusive, for further clarification, call the Federal Programs Department.

Please contact your FPD Specialist to schedule Additional training The Federal Programs Department offers: One-on-one training sessions to new district employees Refreshers to current district employees upon request Please contact your FPD Specialist to schedule a date and time.

The Federal programs department is here to help! Thank you! If you have any questions, please visit our website or call our office at 210-554-8320. http://www.saisd.net/dept/federalprograms/

Additional Information on Forms and Procedures

PAYROLL

Where can I find PAYROLL FORMS?

Payroll - WEEKLY IMPORTANT: Refer to Payroll due dates to ensure timely submission of forms to FPD in order to meet payroll deadlines (please allow additional time if submitting items through the pony). When paying for a Substitute: The Substitute Certification Form must be completed The Substitute Schedule Section must reflect the actual schedule of the substitute for the day “Total Time” on the Substitute Schedule must match the “Total Sub Days” on the Weekly Payroll Report GPS must be clearly identified on the Quality Control Worksheet. Weekly Payroll Report must include the specific reason as to why the teacher was absent.

types of planning Type of Planning Eligible or Ineligible FPD forms to complete Description on payroll report District Level Curriculum Planning Ineligible Campus Grade Level Planning Eligible Campus Program Review Form (CPR) ESSA & SCE Professional Learning Statement Agenda Sign in Sheet Campus Program Review Tutoring Preparation & Planning Tutoring Lesson Plan Indicate the preparation & planning in the Title I Activities Box Indicate the begin and end time

Payroll - supplemental IMPORTANT: Refer to Payroll due dates to ensure timely submission of forms to FPD in order to meet payroll deadlines (please allow additional time if submitting items through the pony). Timesheets must state whether or not lunch was taken each day. Do not round time up or down. All time must be exact to the minute. Example: 7:00 a.m. to 7:45 a.m. is .75, not 1 hour. Non-duty lunch is ineligible for Supplemental pay. Part-time Certified Tutors must submit one tutoring form per day. GPS must be clearly identified on the Quality Control Worksheet. A student must sign in and out when attending Saturday or Before and After School tutoring. A teacher/tutor must not sign in or out for a student.

Tutoring lesson plan Units of hours must be converted. Submit payroll documentation organized by the individual, not the date.

Campus/department Program review A Campus or Department Program Review falls under Professional Development Complete all sections of the ESSA & SCE Professional Development Form (ESSA/SCE PD Form) Agenda Teacher must sign in and sign out to verify attendance

Conversion chart Remember to convert all time using the conversion chart. Do not round up or down. All time must be to the minute based on student sign in and sign out. If a teacher tutors from 3:30 p.m. – 4:20 p.m., what is the converted number of units? Answer is: 50 minutes = 0.83 decimal hours

contracts

Where can I find contract FORMS?

Refer to Federal Programs Department Procedures for Contracts The campus/department must submit the original contract to the Finance Department for final approval. The Federal Programs Department only determines eligibility. All required Supporting Documents are listed on the Procedures Sheet. Additional items are required for: Region 20 Contracts Non-Region 20 Contracts Board Approved Items Refer to Federal Programs Department Procedures for Contracts

travel

Where can I find travel FORMS?

Refer to Federal Programs Department Procedures for Travel Travel – prior to event FPD approval must be obtained for federal/state funds (see slide 4) prior to an employee emailing confirmation to the district travel agency (Petry) for airline reservations and lodging. Requests must be submitted: In State: 6 business weeks in advance Out-of-State: 8 business weeks in advance FPD cannot authorize payment prior to the FPD eligibility review and approval process. NOTE: A campus/department local budget may be charged for the travel if it is not eligible for federal/state funding. Refer to Federal Programs Department Procedures for Travel

Travel – reimbursement Complete the SAISD Travel Reimbursement Worksheet . Ensure the packet is complete and submitted within 15 business days after the traveling employee’s return date (please allow additional time if submitting items through the pony). Ensure all pre-paid expenses are included on the SAISD Travel Reimbursement Worksheet (i.e. lodging, airfare, registration, etc.). NOTE: A campus/department local budget may be charged for the travel if it is not eligible for federal/state funding. Refer to Federal Programs Department Procedures for Travel Reimbursement

mileage

Where can I find mileage FORMS?

Refer to Federal Programs Department Procedures for Mileage Use the latest Mileage Log on the SAISD Website (updated every January). Use the exact destination. Use iData Portal maps, and attach them in same order as the travel log and ensure the map indicates route-to-route mileage on printout. Submit them on a monthly basis ($60 minimum), but not to exceed 3 months. The request will be returned if the Plan4Learning GPS is not indicated, located or coincides with the purchase. Refer to Federal Programs Department Procedures for Mileage

mileage Purpose of trip must be clear and in accordance with federal guidelines, including: Must directly relate to the traveler’s (employee) job description Must have an instructional purpose

requisitions

Where can I find requisition FORMS?

requisitions The Plan4Learning CIP/DIP GPS must be indicated on the requisition description (i.e., G6 P1 S2). Upload all supporting documents into iTCCS (refer to Quality Control Worksheet): Shopping Cart/Quote must be uploaded regardless of the number of items requested Requisitions with twenty-nine (29) or fewer different items MUST be itemized. Thirty (30) or more different items can be itemized or an encumbrance can be completed. Refer to Ineligible Expenditures list to avoid requisition being returned/deleted IMPORTANT: Ensure shipping charges are included Refer to the Grant Timeline document on the Federal Programs Department Website for all purchasing deadlines. Refer to Federal Programs Department Procedures for Online Requisitions

payments

Where can I find payment FORMS?

Refer to Federal Programs Department Procedures for Payments Maintain a running balance log for open POs. When using multiple codes, specify how much to charge from each budget code. Submit hard copies with original signatures for payment requests. No need to submit electronically. Notate on the PO Partial or Final payment : If Final Payment also indicate Close PO Refer to Federal Programs Department Procedures for Payments

Refer to Federal Programs Department Procedures for Payments PFL payments When submitting request for Parent and Family Engagement: Parent Meeting Flyer - Invitation Parent Meeting Agenda Copy of Parent Meeting Sign-in sheet(s) Copy of Parent Meeting Evaluations (at least 3) Make and Take activity with supply list (if applicable) When expending federal funds for Parent and Family Engagement meetings, remember that Parent and Family Engagement is engaging parents and family members in activities that improve academic quality to ensure success and improve achievement of all students. Refer to Federal Programs Department Procedures for Payments

Refer to Federal Programs Department Procedures for Payments SCIENCE payments When submitting request for Science Experiment Materials: Highlight the items purchased (receipt must match experiment listing of materials) Additional items for Science materials using SAISD Science Department budget (sub object 40): Email of approval from SAISD Science Department with a list of items that were approved Note: Always tape complete receipts. Please do not cut or staple receipts. Refer to Federal Programs Department Procedures for Payments

Field trips

Where can I find field trip FORMS?

Refer to Federal Programs Department Procedures for Field Trips All ESSA Field Trip Requests require TEA Justification Form-Field Trip to be completed prior to date of trip. Field Trips cannot take place at sporting events, or amusement/theme parks. FPD may not authorize payment for any field trip that took place prior to the eligibility review process. The campus/department local budget may be charged for the field trip without prior eligibility approval. When completing the TEA Justification Form-Field Trip, it is highly recommended to use the SAISD Field Experience Lesson Plan as a guide. Refer to Federal Programs Department Procedures for Field Trips

Refer to Federal Programs Department Procedures for Field Trips If any part of the field trip expense is being paid using federal funds: TEA Justification Form-Field Trip MUST be completed prior to date of trip Recommendation: Use the SAISD Field Experience Lesson Plan as a guide when completing TEA Justification Form-Field Trip SAISD Bus Transportation -- all requests must be submitted to your assigned specialist prior to actual date of the trip. Additional Items for SAISD School Bus: (Campus/Department must email their assigned FPD Specialist all supporting documentation per QCW) Transportation Request Reference # on QCW Correct Budget Code (6494) Refer to Federal Programs Department Procedures for Field Trips

Other

Other Budget Change Request (BCR) Print Work Orders and Mail Outs Require review and approval prior to printing or mailing Equipment All the Procedures and Quality Control Worksheets can be found on the Forms page on the Federal Program Department website.