SAISD Federal Programs Department

Stage 4 of the Organization and Development Process Link Plan to Federal, State, and Local Funding Sources 4 2

Stage 4 of the Organization and Development Process  In order for the District to receive NCLB federal funding, the District is required to complete a NCLB 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, departments must complete the grant documents that are associated with Title I and State Compensatory funding they will be receiving. 3

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

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 NCLB Grant Packet 5

What is the Format of the Grant Packet?  The Grant Packet is an Excel file. 6

What should be done before completing the Grant Packet?  Select Committee Members to review the NCLB Grant Packet.  Review the Budget Allocations and determine what is needed for the school year.  Utilize the Sign-In sheet template at the end of the Excel document to record your Committee Members. 7

8 PS 3101 – Title I, Pt A & Title I, Pt D1 PS 3102 – Title I, Pt A & Title I, Pt D2 PS 3103 – Title I, Part C, Migrant Education PS 3104 – Title I, Part A TPTR PS 3106 – Title I, Part A ELA PS 3211 – Program Coordination PS 3221 – Comprehensive Needs Assessment PS 3231 – Professional Development PS 3241 – Parent and Community Involvement

There are 9 Program Schedules Program Schedule Number Program Schedule Description PS 3101Title I, Pt A & Title I, Pt D1 PS 3102Title I, Pt A & Title I, Pt D2 PS 3103Title I, Part C, Migrant Education PS 3104Title II, Part A TPTR PS 3106Title III, Part A ELA PS 3211Program Coordination PS 3221Comprehensive Needs Assessment PS 3231Professional Development PS 3241Parent and Community Involvement 9 Note: The funding your department receives will determine which schedule to complete.

How do we know what Program Schedules to Complete? 10  Identify which schedules are to be completed. Utilize the Department Federal Funding Matrix tab. The (X) on the matrix correlates with the NCLB Program Schedules to complete.

Example of Which Program Schedule to Complete 11 Example : STUDENT SUPPORT ORG 860 Remember: The (X) on the matrix correlates with the NCLB Program Schedules to complete. Title I, Part A – PS 3101, 3102, 3211, 3221 Title II, Part A – PS 3104, 3102, 3221

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. 12

Instructions for Program Schedules  Each schedule has instructions in Red in the top corner indicating which part to fill out in that schedule.  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. 13

Instructions for Program Schedules  Please refer to instructions for more information when completing the Program Schedule to ensure accuracy. 14

15 Steps to complete your Budget Allocations

Allocation Sheets Departments will receive individual budget worksheets via for State Comp Ed (Fund 164) and Title Programs (Fund 2xx). It will have your Prior Year Budget and a column to propose your budget for the School Year. 16

17 Steps to complete Fund 164 Budget Allocations for

Instructions to Complete State Comp Ed (164) Budget Allocation Sheet  There are 2 Options to complete Fund 164 Budget Allocation.  Prior to starting the budget worksheet, refer to which option you will be using for Fund

Option 1: Departments distributing funds to Campuses  Option 1 - Department may budget 164 funds at campus org level. Example : Reading Dept (Org 830) will budget funds to Brack HS (Org 001) and Highlands HS (Org 005). Last three digits in budget code will have the Dept Org. 19 Note: When moving the budget the variance should be zero

Option 2: Departments distributing funds to Campuses  Option 2 - Department may budget funds at department org level. Example : Reading Dept. gave funds last year to campuses and decided to budget the funds in the dept org level this year. 20 Note: When moving the budget the variance should be zero

21 Steps to complete Fund 2XX Budget Allocations for

Instructions to Complete Title Programs Budget Allocation Sheet 22

Steps 1: Columns A-K  If adding a new line item, the budget code must be added, as well as the account description and 0 in Column K.  If no new line-item is needed, no action is required. 23  These columns are pre- populated.  Action is required only if a new line item is being added.

Steps 2: Column L  Column L requests the amount of funds the department plans to increase or decrease for the budget year. 24 NOTE:  If increasing budget amount, place a + (plus) before the amount of funds. (Example: +500 would indicate that funds will be increased by $500).  If decreasing the budget amount, place a - (minus) before the amount of funds. (Example: -500 would indicate that funds will be decreased $500).

Steps 3: Column M  Column M will automatically calculate the new amount for the budget.  There is no action required in this column. 25

Steps 4: Column N – O  Indicate whether the line item was included in the CNA and DIP/CIP. 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. 26

Steps 5: Column P 27  Briefly state the specific purpose of the requested budget line item. Example : If the budget line is for supplies, the justification may state "to purchase binders to be used as manuals for professional development sessions." Hint - The department may use the strategy/activity from the Comprehensive Needs Assessment (CNA).

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Use of Funds Questionnaire Object Code 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 29

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. 30

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. 31

1.Record of Assurance (Sign-In) 2.NCLB Grant Completion and Review a)Check boxes b)NCLB Grant Provisions, Assurances, and Certification c)NCLB Certification for Federally Funded Positions d)NCLB Expenditures Certification for Federal Awards 32

Record Assurance (Sign-In)  When the NCLB Grant Packet is complete, sign in on the NCLB Grant Committee Sign-In template.  Document the Department Leadership Team members involved in the NCLB Grant Packet process. 33

NCLB Grant Completion and Review  To ensure completion of the Grant Packet, utilize the NCLB 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. 34

NCLB Federal Grant Provisions, Assurances, and Certification  Click on the link below to read and/or download all NCLB Provisions, Assurances, and Certifications.  Check the box and sign to certify. 35

NEW: NCLB Certification for Federally Funded Positions  Read the certification below on Federally Funded Positions.  Check the box and sign to certify. 36

NEW: Expenditure Certification for Federal Awards  Read the certification below on expenditures for Federal Awards.  Check the box and sign to certify. 37

Steps to submit the NCLB Grant Packet 38

What should I do before I submit the NCLB Grant Packet?  Save the NCLB Grant Packet as an Excel Workbook.  Use the following as the file name: Department Name NCLB Grant Packet 39

What should I do before I submit the NCLB Grant Packet? (cont.)  Save all Program Schedules as PDF files.  Use the following as the file name: Department Name PS 3101 Department Name PS 3102 Department Name PS 3103 Department Name PS 3104 Department Name PS 3106 Department Name PS 3211 Department Name PS 3221 Department Name PS 3231 Department Name PS

What should I do before I submit the NCLB Grant Packet? (cont.)  Scan all Assurances and save as PDF files.  Use the following as the file name:  Department Name Committee Sign-In  Department Name Completion and Review 41

How do I submit the NCLB Grant Packet?  all documents to 1.Grant Packet 2.PS PS PS PS PS PS PS PS PS Use of Funds Questionnaire (Title Programs and/or SCE) 12.Committee Sign-In 13.Completion and Review  Use the following as the subject of the  Grant Packet – Department Name 42

All documents must be submitted via by 4:30 pm on Wednesday June 10,

Please contact the Federal Programs Department with any questions or concerns (210)