1. Federal Programs Q &A’s Presented by: Dr. Shawnrell Blackwell Director of Federal Programs and School Improvement

2. What is the Requisition Process for OFPSI? OFPSI for Approval of funding; determine if it is allowable and match grant; determine account code Assistant Superintendent for Approval Finance for Processing

3. When do I order materials using my federal funds? Do not order anything until you receive approval on the requisition. Typically, OFPSI order the items at the division level.

4. What is the Trip Approval/ Conference Approval Process? Documents: Trip Approval Request Travel Expense Reimbursement Voucher OFPSI for Funding Approval Assistant Superintendent/Director of Schools for Permission to Attend

5. New Travel Forms and Processes

6. What is the purpose of the SEA System? http://www.seasystem.net/cgi-bin/ptr/index.htm Can be accessed through OFPSI home web page Both internal and external PD opportunities are updated monthly Registration directions are located on the site homepage Staff member registers for event Principal approves/deny event Dr. Blackwell approves/deny event Approval notification goes to staff member You still must complete the hard copy PD form until a process is developed for all division level staff

7. How do we support Homeless Students? McKinney-Vento Grant Case Manager Title I Materials & Uniforms for students as needed

8. Parental Involvement report is due the 5 th of every month, designate a staff member to maintain records. Any event, activity, meeting, conference, etc. with parents that emphasizes a home-school connection. New Parent Coordinator- Bennetta Washington Focus will be on developing parent resource centers at each Title I school.

9. When should funds be spent? 2014-2015 Title I Spending Calendar From your 2013-2014 Budget (Last School Year) From your 2014-2015 Budget (Current School Year) Classroom Instruction August 29,2014  Materials & Supplies  Equipment-as approved in your grant  Content-software Professional Development August 29,2014  Materials & Supplies  Equipment-as approved in your grant Family Involvement August 29,2014  Materials & Supplies- including Back to School Night  Equipment-as approved in your grant All Travel Reimbursement September 8,2014 All Sign-in Sheets/Time Sheets September 8, 2014 Classroom Instruction January 19, 2015 ▫Materials & Supplies ▫Equipment ▫Technology (Computer hardware) ▫Content- Software Professional Development January 19, 2015 ▫Materials & Supplies ▫Equipment ▫Technology (Computer hardware) Family Involvement ▫Equipment January 19, 2014 ▫Technology (Computer hardware) January 19, 2014 ▫Materials & Supplies- Including Back to School Night June 1, 2014 All Travel Reimbursements- during the school year June 1, 2015 All Sign-In Sheets/Time Sheets- during the school year June 1, 2015 All Travel Reimbursements- during the summer TBA All Sign-in Sheets/ Time Sheets- during the summer TBA

10. What are the 2014-2015Title I Goals? Should they be revised? 1.By the end of 2014-2015, students in grades 3-9 will pass the Reading and Math Standards of Learning Assessments by meeting the VDOE Annual Measurable Objectives (AMOs). 2.By the end of 2014-2015 school year, all students in grades K-2 will increase their developmental range as specified on the PALS fall, winter, and spring assessments by 5% as evident by PALS test scores. 3.During the 2014-2015 school year, 25% of the parents in each Title I school will participate in a least one of three Parent Advisory Council (PAC) activities and/or participate in parental involvement activities to demonstrate a vested interest in their child’s education as evidenced by parent registration sheets and records. 4.By the end of the 2014-2015 school year, 100% of all teachers and administrative staff will participate in English/Reading, Mathematics, Science, Social Studies, Technology Integration, Differentiated Instruction, ESL, Data Analysis, or Instructional Leadership professional development. 5. By the end of the 2014-2015 school year, 100% of all teachers and paraprofessionals will be highly qualified. 6.By June 2015, a minimum of 19% of ELL students in grades K-12 will be reclassified as non- ELL students to meet or exceed the AMAO 2 Proficiency; a minimum of 68% of ELL students will meet AMAO 2 Progress; and a minimum of 53% of ELL students will pass the Mathematics SOL tests, 52% will pass Reading SOL test, and 80% will meet FGI to meet AMAO 3.

11. How are Title II funds spent? 5 Teachers Class Size Reduction Recruitment & Retention

12. Do we have to complete Title I Staff Accountability Reports? Due the 5 th of each month

13. How important is the Time & Effort form? August  December January  June Important for Audits Replaces Accountability reports

14. How are Targeted-Assistance Students Selected? Title I Staff has been trained to use appropriate forms Submit a copy of referral form, eligibility list, and permission form to OFPSI This information is updated in PowerSchool for Fall, Spring, and End of Year Record Collection School Level Staff is responsible for entering targeted-assistance students in PowerSchool. Fluid movement of targeted-assistance students 5 th grade list have been submitted to Peabody and 7 th grade list has been submitted to Vernon Johns for 14-15 school year.

15. Who is eligible for targeted- assistance services? (Peabody and Vernon Johns) Ensure that homeless students and neglected and delinquent students are serviced. Any student based on educational need…NOT disadvantage status! Use matrix forms for educational need but do not use free/reduced lunch status as a determining factor for service.

16. What is a desk review? A desk review is when Division Leaders review documents such as assessment data, Indistar plans, and observations in PD360 then offer suggestions and feedback as coaching comments in Indistar.

17. How do I change the use of my grant funds? Submit a request to Dr. Blackwell as a detail email explaining how you want to use the funds (quotes, proposal, etc.) Dr. Blackwell will confer with division level team as needed to get approval to move forward with request. If it is a transfer of funds to another object code, then an amendment to VADOE and approval is warranted Once approval is granted by VADOE, then OFPSI submits an internal budget transfer to Finance OFPSI will follow up with principal

18. How can I use Title III funds? If you need supplemental support for ELL students, Title III funds can be used to provide ELL support for your existing programs.

19. Who is responsible for evaluating school-level programs? Principals are responsible. OFPSI will compile data that is sent by school level staff and provide a summary of performance of programs to the division level team. OFPSI will suggest recommendations for improvement of programs.

20. What is the OFPSI meeting Schedule for the 2014-2015 school year? Dates are subject to change, please check website for most updated calendars.

21. Title I Title I- Monthly

22. Title III Title III-Every 9 Weeks

23. School Improvement Meeting Schedule School Improvement- Monthly  Specific times per school will be sent out each month in Outlook or via email by OFPSI.  Time slots will vary each month.  Each school has 40 minutes to present their School Improvement INDISTAR plan.

24. Additional Q & A’s