1. Budgeting for a Compliant English Learner Program 2010-11 Title III Master Plan Institute Language Acquisition Branch

2. Objectives 1.Describe the English Learner (EL) Program budget priorities 2.Analyze EL budget development & budget adjustment documents to ensure compliance 3.Explain the procedures for completing a Budget Adjustment Request (BAR) with English Learner budgets

3. EL Categorical Funds What are categorical funds? Why do these funds exist? Everything you know about categorical funds How did you learn about categorical funds?

4. Categorical Funds The District receives categorical, or supplemental, federal and state funds to:  Design  Implement and  Monitor effective instructional programs for ELs EL Categorical Funds Title IIIEIA-LEP

5. Title III - Purpose Provides: Supplemental Federal funding under the No Child Left Behind (NCLB) Act of 2001 Funds to enhance English Language Development (ELD) programs for ELs Accountability measures for states and school districts serving ELs  Annual progress toward English proficiency  Achieve and maintain English proficiency  Demonstrate adequate yearly progress in English Language Arts (ELA)/Math

6. Economic Impact Aid – Limited English Proficient (EIA-LEP) Provides: Supplemental State funds to ensure that ELs receive opportunities to:  make adequate progress in ELD  achieve grade-level content standards in kindergarten through grade 12

7. Objective 1 Describe the English Learner (EL) Program fiscal priorities

8. Title III (S176) Fiscal Priorities

9. Title III – Fiscal Priorities 1. Provide professional development (PD) for teachers, administrators, and other school support staff to improve and implement high-quality ELD and access to core instruction for ELs The school’s PD plan must be based on the identified needs of ELs through the analysis of EL-specific data Funds are to be used for teachers/ staff serving EL students

10. Title III – Fiscal Priorities 2. Title III Access to Core Instructional Coach Support the consistent implementation of the District’s Title III initiatives Must have appropriate EL authorization Professional development, model lesson delivery, and/or coaching to teachers of ELs for 50 percent of the work day Direct instructional services to ELs for 50 percent of the work day

11. Title III – Fiscal Priorities 3. Intervention and tutorial services Must be used to provide direct services to ELs Schools must use funds to achieve following Title III accountabilities: Provide intervention services for ELs scoring Intermediate, Early Advanced or Advanced on the CELDT and Below Basic or Far Below Basic on the CST (AMAO 3) Increase the percentage of ELs who are Proficient or Advanced on the CST-ELA and CST-Math by 6 percentage points (AMAO 3) Continue to meet or exceed English Language Development (ELD) targets, as measured by CELDT (AMAOs 1 and 2)

12. Title III – Fiscal Priorities 4. Supplemental instructional materials Supplemental materials purchased must be used to support intervention and tutorial activities for ELs Materials purchased must address identified needs of ELs 5. Parent outreach and training

13. EIA-LEP (S536) Fiscal Priorities

14. EIA-LEP – Fiscal Priorities 1. Bilingual teacher assistants to provide primary language support to ELs during core content instruction 2. Class Size Reduction Teacher (CSR) Elementary or Secondary Must have appropriate EL authorization Provide direct services to ELs Classroom composition must be 100 percent EL

15. EIA-LEP – Fiscal Priorities 3. Professional development (PD) for teachers, administrators, and other support staff to improve and implement high-quality ELD and access to core instruction for ELs The school’s PD plan must be based on the identified needs of ELs through analysis of EL-specific data Funds are to be used for teachers/ staff serving EL students 5% of EIA-LEP budget must be set aside for EL-related PD

16. EIA-LEP – Fiscal Priorities 4. Supplemental instructional materials or resources to support ELD, access to grade-level content, and intervention for ELs Classroom literature supporting instruction Manipulatives and realia Intervention support materials to increase student achievement 5% of EIA-LEP budget must be set aside for EL-related IMA

17. EIA-LEP – Fiscal Priorities 5. Categorical Program Advisor/EL Coordinator to ensure implementation of a high-quality instructional program for ELs Direct services are provided during regular school day Indirect services are provided outside of the regular school day

18. EIA-LEP – Fiscal Priorities 6. Parent involvement expenditures to ensure that parents of ELs: a) receive training opportunities delivered in the parents’ primary language, b) have the opportunity to participate in ELAC activities, and c) attend conferences designed to support EL achievement 1% of EIA-LEP budget must be set aside for EL- related parent involvement activities

19. Think-Pair-Share 1.Pair up with a partner 2.Partner 1 is to share what he/she knows/ has learned about Title III funds 3.Partner 2 is to share what he/she knows/ has learned about EIA-LEP funds

20. Objective 2 Analyze EL budget development/ budget adjustment documents to ensure compliance

21. Budget Process SSC makes decision & submits written decision to ELAC Share data with ELAC ELAC submits written recommendation to SSC Analyze EL Student Data Budget Worksheet with necessary signatures is submitted to Local District with Justification and SPSA Page Local District EL Coordinator signs Budget Worksheet and submits to Fiscal Specialist for processing English Learner Budget Development/Adjustment Process Analyze EL data Share data with ELAC/ELAC makes recommendation(s) ELAC recommendation(s) shared with SSC/SSC makes decision Develop Budget Justification Pages -include appropriate signatures/ dates/supporting Single Plan for Student Achievement pages (SPSA) Develop SPSA Update if expenditure is not identified in SPSA Submit BAR to local district for approval

22. Direct Services Title III Access to Core Coach 100% Direct Handout 1 100% Direct

23. CSR Teacher, EL or ELD Handout 1

24. Clerical Handout 1 Custodial

25. Handout 2

26. Common EL Budget Errors Budgeted items do not match Justifications Incorrect Commitment Items (Previously known as Object Codes) Budgeted amounts do not match Justification Page Purchase is not justified Purchase supplants General Funds (e.g., purchase of classroom furniture) Justification is too vague or general

27. Common EL Budget Errors Justification does not include description of services specifically for ELs PD Teacher Regular description does not state that the activity is during the basic assignment Day to Day Substitutes cannot be used to release teachers to participate in professional development activities Teacher X Tutoring must describe intervention services targeting ELs

28. EIA-LEP S536

31. SAMPLE Enter required information Each expenditure amount on the Justification Page must match the expenditure amount found on the School Budget Signature Form Indicate the SPSA plan page that explicitly supports the expenditure described Handout 3

32. X

33. EIA-LEP Supplemental N536

35. EIA-LEP Supplemental is to be used for direct services only SAMPLE Handout 4

36. Title III S176

37. Blank 176 Justification

38. SAMPLE Handout 5

39. SAMPLE 11,600 SAMPLE Handout 5

41. Justification Page Activity 1. You will need Handouts 1 (Budget Handbook), 6, 7, and 8 for this activity 2. At your table, review the three sample Justification Pages (Handouts 6-8) 3. Identify the reason(s) each of the Justification Pages are non-compliant 4. Rewrite each non-compliant Justification to ensure compliance 5. Be prepared to group share NOTE: For this activity, only focus on the description of goods/services (Justifications)

42. Pre-Approval Process for EL Budgets

43. Pre-Approval Process For EL budget-related purchases, all restricted budget items (identified in the Program and Budget Handbook/Budget at a Glance) require pre-approval from the Language Acquisition Branch (LAB)

44. Direct Services Requiring Approval Special Education Assistant Special Education Trainee Counselor, School Counselor Assistant Psychiatric Social Worker Social Services Aide Counselor Aide Handout 1

45. Indirect Services Requiring Approval Administrative Supervision Custodial and Clerical Relief/Overtime Custodial Supplies Education Aide II These items must be approved prior to budget development. If approval is not obtained, a budget adjustment request must be made after the final budget. Handout 1

46. Pre-Approval Process The following procedures apply for all approval requests: 1. Write a letter requesting approval of the position (signed by the principal). Include the following:  Total student population, including number of ELs enrolled  Reasons for this request as well as a detailed job description for this position  Amount requested and funding source to be used 2. Provide a copy of the SPSA Page/Update referencing the position NOTE: If more than one position is being requested, a separate letter should be written for each request

47. Pre-Approval Process (contd.) 3. Provide copies of all EL Budget Worksheets with signatures AND Justification Pages (S536, N536 and Title III) 4. Provide a copy of ELAC minutes documenting the recommendation/approval of this position 5. Submit documentation to the Local District (LD) EL Coordinator for review 6. LD EL Coordinator will forward to LAB for final approval NOTE: The Justifications must be explicit in describing how the position/services will serve English learners and support the Master Plan

48. Pre-Approval Process For 2010-11 Budget Adjustments Requests requiring pre-approval, complete/submit the: 1. BAR with revised Justifications 2. Letter requesting approval (Item #1) 3. SPSA Page/Update (Item #2) 4. All EL Budget Worksheets and Justification Pages (Item #3) 5. A copy of the ELAC minutes documenting the recommendation/approval of this request (Item #4) Submit to the Local District EL Coordinator for review

49.  

50. SAMPLE 11,600 SAMPLE

51. Description of duties School & student data Amount & funding source Final approval Handout 9

52. Objective 3 Explain the procedures for completing a Budget Adjustment Request (BAR) with EL Budgets

53. Budget Adjustment Requests (BARs) Budget Adjustments are used to re-allocate money as school needs change through out the year.

54. Handout 10

56. Handout 11

57. Completing an EL BAR 1. Fund is 003* 2. Fund Center is your Location Code* 3. Program name (either EIA-LEP or Title III)* * Indicates items populated in School Front End Fund Program Name Fund Center

58. Completing an EL BAR 4. Program: S536, N536 or S176 5. Insert Commitment Item of the line item you are transferring “From” and “To” Program Code Commitment Item

59. Completing an EL BAR 6. Descriptions are from Program and Budget Handbook 7. The “From” and “To” dollar amounts must match* From To

60. Completing an EL BAR Signature Box 8. Principal’s Signature and Date 9. SSC Chairperson’s Signature and Date 10. Check ELAC box and indicate date the Council gave the recommendation Principal’s Signature SSC Chairperson’s Signature ELAC Date

61. School Budget Signature Form Budget Maintenance Worksheet Total Allocation32,015.00 Fund CenterDirectBudgeted32,015.00 Fund010-4203 GF-T3 LEPIndirectLimit1,601.005.000 % LAUSD Program7S176T3A-LEP-Limited Eng PrfcncyBudgeted0.000.000 % Version / YearCM0 / 2010Document Grant / Funded200027 / OPR00000Comment DivisionStatusB I understand that I shall be fully responsible for any program and/or fiscal implications of this request due to non-compliance with Federal/State policies, rules and regulations. The signature(s) below assure(s) this request has been reviewed for compliance and the appropriate documents have been submitted. The Board of Education has delegated to the general superintendent and the local district superintendents responsibility for budget and program decisions related to SB1X and the Title I schools, which includes schools in corrective action and restructuring. Plans must be approved by the local district superintendent. Reason: Mrs. Principal 10-20-09 SSC Chair 10-20-09 10-10-09

62. Completing an EL BAR 11. If the item to be purchased was previously justified in SPSA, write short description and attach copy of SPSA Page 12. If the item to be purchased was not in SPSA, a SPSA Update Page is to be submitted with all signatures

64. Budget Adjustment Activity Scenario For the second year, your school’s EL population did not meet the AMAO 1 and 2 CELDT requirements. Your school needs to use Title III funds to offer targeted intervention for ELs not meeting this requirement. AMAO 1: Annual progress toward English proficiency AMAO 2: Achieve and maintain English proficiency

65. Budget Adjustment Activity Think about what will be needed to provide this intervention. You have $8,000 to allocate as needed to provide these services. Working with your table, complete a: BAR Justification Page (remember to be explicit in the services provided for ELs) Be sure to complete all of the required fields on the BAR Group share

67. Blank 176 Justification

68. Budget Adjustment Activity Think about what will be needed to provide this intervention. You have $8,000 to allocate as needed to provide these services. Working with your table, complete a: BAR Justification Page (remember to be explicit in the services provided for ELs) Be sure to complete all of the required fields on the BAR Group share

69. Budget Adjustment Process Analyze EL data Share data with ELAC/ELAC makes recommendation(s) ELAC recommendation(s) shared with SSC/SSC makes decision Develop Budget Justification Pages -include appropriate signatures/ dates/supporting SPSA pages Develop SPSA Update if expenditure is not identified in SPSA Submit BAR for approval

70. Objectives 1.Describe the English Learner (EL) Program budget priorities 2.Analyze EL budget development & budget adjustment documents to ensure compliance 3.Explain the procedures for completing a Budget Adjustment Request (BAR) with English Learner budgets