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SAISD Federal Programs Department
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Stage 4 of the Organization and Development Process Link Plan to Federal, State, and Local Funding Sources 4 2
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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
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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
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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
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What is the Format of the Grant Packet? The Grant Packet is an Excel file. 6
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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
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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
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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.
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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.
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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
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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
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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
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Instructions for Program Schedules Please refer to instructions for more information when completing the Program Schedule to ensure accuracy. 14
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15 Steps to complete your 2016-2017 Budget Allocations
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Allocation Sheets Departments will receive individual budget worksheets via email for Title Programs (Fund 2xx) and State Comp Ed (Fund 164). 16
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17 Steps to complete Fund 2XX/Fund 164 Budget Allocations for 2016-2017
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Instructions to Complete NCLB and SCE Budget Allocation Sheet 18
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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
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(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
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(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
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(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
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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
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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.
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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
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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
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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).
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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).
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Steps to submit the NCLB Grant Packet 39
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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
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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
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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
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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
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All documents must be submitted via email by 4:30 pm on Monday, June 13, 2016 44
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Please contact the Federal Programs Department with any questions or concerns (210) 554-8320 45
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