1. SAISD Federal Programs Department

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

3. 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 2016-2017 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

4. 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

5. 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

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

7. 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 2016-2017 school year.  Utilize the Sign-In sheet template at the end of the Excel document to record your Committee Members. 7

8. 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

9. 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.

10. 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 2016-2017 NCLB Program Schedules to complete.

11. Example of Which Program Schedule to Complete 11 Example : STUDENT SUPPORT ORG 860 Remember: The (X) on the matrix correlates with the 2016- 2017 NCLB Program Schedules to complete. Title I, Part A – PS 3101, 3102, 3211, 3221 Title II, Part A – PS 3104, 3102, 3221

12. 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

13. 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

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

15. 15 Steps to complete your 2016-2017 Budget Allocations

16. Allocation Sheets Departments will receive individual budget worksheets via email for Title Programs (Fund 2xx) and State Comp Ed (Fund 164). 16

17. 17 Steps to complete Fund 2XX/Fund 164 Budget Allocations for 2016-2017

18. Instructions to Complete NCLB and SCE Budget Allocation Sheet 18

19. Step 1: Read and Review  Read and Review the Program Intent, Assurance and Intended Program Beneficiaries  This will help you to determine eligibility for all initiatives. 19

20. (Cont.) Step 1: Set up the Budget  Departments must budget all new initiatives and any 2015- 2016 initiatives that are to be continued for 2016-2017.  All funds must be budgeted at the department org level.  For Example: Reading department will have all initiatives in org 873. 211-11-6xxx-xx-873-7-xx-xxx 20

21. (Cont.) Step 1: Set up the Budget Note:  Variance should be 0 unless the authorized administrator is moving funds between programs which would then create an increase/decrease for the program but should net to 0 for the department for the fund #  for example : reduce Reading budget and increase Math budget, net result should be 0 21 Note: When moving the budget the variance should be zero

22. (Cont.) Step 1: Set up the Budget Reminder:  After you set up your budget and you are ready to make a purchase with fund 164  A BCR must be submitted to move 164 funds to the campuses prior to creating a requisition for purchases  For Example : Reading department will purchase reading materials for all campuses. BCR from 164-11-6329-xx-873-7-24-000 to 164-11-6329-xx-123-7-24-873 164-11-6329-xx-124-7-24-873 Reminder :  Final eligibility for all funds will be determined upon review of requisition and uploaded documentation by the Federal Programs department.  Refer to quality control worksheet for correct documentation to upload onto iTCCS. 22

23. Step 2: Plan4Learning Budget Resource Guide  A Plan4Learning Budget Resource Guide was created to help determine the correct budget codes and help entering the budget with the Plan4Learning CNA and CIP  Utilize the guide to allocate funds for Step 3 and Step 4. You can find the guide on Federal Programs Department Website – Click on Department tab at the top – Scroll down to Stage 4 – Click on the Plan4Learning Department Budget Resource Guide 23

24. Steps 3: Columns A-J  The Plan4Learning Resource Guide has the function numbers at the bottom of page 5 24  These columns are pre- populated.  Action is required to indicate the correct ‘FUNC’ code.  You must enter the correct ‘FUNC’ if allocating money in a line item that has an “xx” in column B.

25. Steps 4: Column K  Enter the amount of funds for the line item(s) the department plans to allocate for the 2016-2017 budget year.  Must be whole dollar amounts. 25

26. Steps 5: Column L – M  Indicate whether the line item was included in the CNA and DIP. 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

27. Steps 6: Column N  Place an " A " in this column to indicate funds that are allocated for accelerated instruction.  This will automatically generate an "A" in column H. 27 Note : This step does not apply to NCLB (Fund 2xx) Column N is hidden in the NCLB budget worksheets.  Column N is used to identify accelerated instruction when allocating State Compensatory Education (Fund 164).

28. Steps 7: Column O 28  Briefly state the specific Initiatives, Programs/Services, Consultant Name for this budget line item. Example : Gradual Release of Responsibility, After School Challenge Program, Dr. Douglas Fisher Hint - The department may use the strategy/activity from the Comprehensive Needs Assessment (CNA).

29. 29

30. Use of Funds Questionnaire Object Code 6639 - 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 30

31. 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. 31

32. 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. 32

33. 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 33

34. 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. 34

35. 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. 35

36. 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 and print name to certify. 36

37. NCLB Certification for Federally Funded Positions  Read the certification below on Federally Funded Positions.  Check the box and sign and print name to certify. 37

38. Expenditure Certification for Federal Awards  Read the certification below on expenditures for Federal Awards.  Check the box and sign and print name to certify. 38

39. Steps to submit the NCLB Grant Packet 39

40. 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 2016-2017 NCLB Grant Packet 40

41. 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 2016-2017 PS 3101 Department Name 2016-2017 PS 3102 Department Name 2016-2017 PS 3103 Department Name 2016-2017 PS 3104 Department Name 2016-2017 PS 3106 Department Name 2016-2017 PS 3211 Department Name 2016-2017 PS 3221 Department Name 2016-2017 PS 3231 Department Name 2016-2017 PS 3241 41

42. 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 2016-2017 Committee Sign-In  Department Name 2016-2017 Completion and Review 42

43. How do I submit the NCLB Grant Packet?  Email all documents to aquintero2@saisd.netaquintero2@saisd.net 1.Grant Packet 2.PS 3101 3.PS 3102 4.PS 3103 5.PS 3104 6.PS 3106 7.PS 3211 8.PS 3221 9.PS 3231 10.PS 3241 11.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 email:  Grant Packet – Department Name 43

44. All documents must be submitted via email by 4:30 pm on Monday, June 13, 2016 44

45. Please contact the Federal Programs Department with any questions or concerns (210) 554-8320 45