Campus 2018-2019 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 Campus 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 2018-2019 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. Therefore, campuses must complete the grant documents that are associated with the Title I (211) funding they will be receiving.

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

Stage 4 of the Organization and Development Process (Cont.) SAISD > Departments > Federal Programs Click on the Campus 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 Campus ESSA Grant Packet.

What is the Format of the Grant Packet? The Grant Packet is an Excel file. There are tabs for: The Grant Process (Instructions) Four (4) tabs for Budget SW Program Elements Assurance Committee Sign-In Completion and Review

What should be done before completing the Grant Packet? Meet with the Campus Leadership Team (CLT) to review the ESSA Grant Packet. Review the Budget Allocations and determine what are the needs for the 2018-2019 school year based on your CNA/CIP. Utilize the ESSA Grant Committee Sign-In sheet at the end of the Excel document to document participation of your CLT Committee Members.

ESSA Consolidated Grant Application Schedules PS 3101 – Title I, Part A and Title I, Part D Subpart 1 PS 3400 – Equitable Access and Participation

Instructions for Program Schedules PS 3101 and PS 3400 You can find the Program Schedules on the Federal Programs Department website.

Instructions for Program Schedule PS 3101 Complete only Part 2. Once completed, save the schedule as a PDF. Use the following as the file name: Campus Name 2018-2019 PS 3101 Title I Pt. A & Title I Pt. D1. Submit with your Grant Packet.

Instructions for Program Schedule PS 3400 If you select “All”, leave the rest of the schedule blank. Once completed, save the schedule as a PDF. Use the following as the file name: Campus Name 2018-2019 PS 3400 Equitable Access and Participation. Submit with your Grant Packet.

Budget Allocations Program Budget Extra Duty Budget Discretionary Budget

Explanation of Allocation Sheets The only funds available to distribute in the Budget Tabs are from the Discretionary schoolwide amount on your Budget Allocations Sheet (emailed to the campus Principal). These funds can be allocated in the following Budget Tabs: Program Budget Extra Duty Discretionary Budget

Steps to Complete the Budget Allocation Sheets

Step 1: Program Budget Tab Enter the Campus Number. Campus name will populate once the campus number is entered. Input the schoolwide allocation amount per the Title I Budget Allocations sheet emailed to your school by the Federal Programs Department. Entering the amount in this box will prepopulate the total in the Budget Tabs.

Step 2: Program Budget Tab If buying positions: Enter the Assignment and Grade (in the Position Column) Add the number of staff positions for each row in the yellow highlighted cells (in the Number of Position Column) Check ‘Yes’ or ‘No’ in the Included in Needs Assessment and CIP Column Note: The total will reflect in the Discretionary Budget Worksheet.

Steps 3: Extra Duty Budget Tab Sample School XXX If allocating funds for extra duty: List the number of requested positions, days, and hours for each position in the yellow highlighted cells Note: Part-time employees cannot be used for secretaries, data clerks, counselor clerks, etc. Note: Substitute teachers is the only category to input the Total Budget amount. Taxes are calculated for “Office Use” and are calculated in the allocated budget. No substitutes for STAAR/EOC testing.

Steps 4: Discretionary Budget Tab Input the dollar amount allocated for the Program/Activity in the “Amount Budgeted” column in the yellow highlighted cells. Check ‘Yes’ or ‘No’ in the column “Included in Needs Assessment and CIP”. If the “Total Budget” exceeds the discretionary allocation, entered on your Program Budget sheet, an error message will appear that reads “Exceeded Budget, Recalculate!!!”. If this happens, you will need to adjust the dollar amounts under the “Amount Budgeted” column.

Allocating Funds for Equipment

Use of Funds Questionnaire Object Code 6639 - Furniture & Equipment greater than and/or equal to $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 than one year not classified elsewhere. If purchasing Equipment (6639) with a per unit cost of $5,000 or more, complete the Use of Funds Questionnaire. Note: Combine all purchases on one form per Program.

Use of Funds Questionnaire Title Programs This form is to be used when allocating Equipment Object Code (6639) with a per unit cost of $5,000 or more using Title Program Funds. Only respond to the questions indicated by the corresponding Title Program listed in the Quick Reference. Most campuses will respond to Questions 1-4, 5(a) and 6(a). Once completed, save the document as a PDF. Use the following as the file name: Campus Name 2018-2019 Use of Funds Questionnaire - Title I Programs. Submit with your Grant Packet.

Allocating Funds for Out of State (OS) Travel and Field Trips

TEA Justification Form – Out of State (OS) Travel This form is to be used when allocating Out of State Travel funds. Ensure the date of the event is indicated on each form. If a date is not set, it is acceptable to enter the month and year until the date of the event has been confirmed. Once completed, save the document as a PDF. Use the following as the file name: Campus Name 2018-2019 Out of State Travel. Submit with your Grant Packet.

TEA Justification Form – Field Trips This form is to be used when allocating Field Trip funds. Ensure the date of the event is indicated on each form. If a date is not set, it is acceptable to enter the month and year until the date of the event has been confirmed. Once completed, save the document as a PDF. Use the following as the file name: Campus Name 2018-2019 Field Trip. Submit with your Grant Packet.

Review and Assurances Schoolwide Program Elements Assurance Record Assurance CLT (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

Schoolwide Program Elements Assurance Fill in the DATE. ESSA has replaced the Title I, Part A Ten Schoolwide Components under NCLB with what TEA calls the three Schoolwide Program Elements. Utilize the SW Program Elements Assurance Tab as a checklist to ensure all SW Elements are implemented in the Campus Improvement Plan. All SW Elements must be checked.

Record Assurance CLT (Sign-In) Fill in the ORG, CAMPUS NAME and DATE. Document the Campus Leadership Team members involved in the ESSA Grant Packet process. When the ESSA Grant Packet is complete, use the ESSA Grant Committee Sign-In template (located on the orange tab) as the sign-in sheet. Once the CLT signatures are obtained, scan the document. Name the file: Campus Name 2018-2019 ESSA Grant Committee Sign-In. Submit with your Grant Packet.

ESSA Grant Completion and Review To ensure completion of the Grant Packet, utilize the ESSA Federal Consolidated Grant Completion & Review form. Fill in the ORG, CAMPUS NAME and DATE. Ensure all boxes are checked to indicate that the schedule and applicable forms have been completed. This form requires the review and certification with three (3) original signatures.

ESSA Federal Grant Provisions, Assurances, and Certifications Click on the link to read and/or download all ESSA Provisions, Assurances, and Certifications.

ESSA Certification for Federally Funded Positions Read the certification below on Federally Funded Positions.

Expenditure Certification for Federal Award Read the certification below on expenditures for Federal Awards.

ESSA Grant Completion and Review Fill in the ORG, CAMPUS NAME and DATE. Once all appropriate boxes have been checked print the page. Principal’s signature is required in all three (3) sections (electronic signatures are not accepted). Scan the document. Name the file: Campus Name 2018-2019 ESSA Grant Completion and Review. Submit with your Grant Packet.

Submission Instructions Steps to submit the ESSA Grant Packet

What should I do before I submit the ESSA Grant Packet? Ensure that the ESSA Grant Packet Budget Tabs have been saved as an Excel Workbook (not as a pdf). Use the following as the file name: Campus Name 2018-2019 ESSA Grant Packet

How do I submit the ESSA Grant Packet? Email all documents to federalprograms@saisd.net Use the following as the subject of the email: Grant Packet – Campus Name Attach the following: Grant Packet PS 3101 PS 3400 TEA Use of Funds Questionnaire TEA Justification Form – Out of State (OS) Travel TEA Justification Form – Field Trips SW Program Elements Assurance ESSA Grant Committee Sign-In ESSA Completion and Review

Deadline for Submission All documents must be submitted via email by Friday, June 22, 2018 (Optional extended due date July 13, 2018 available ‐ loading of Title I campus budget will be delayed).

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