1. 1 Federal Programs Department Federal Programs Department Title I, Part A (Fund 211) & State Compensatory Education (Fund 164) School Year 2016 - 2017

2. 2 1. When to submit requests to Federal Programs? 2. Fund 211: Title I, Part A-Improving Basic Programs 3. Fund 164: State Compensatory Education (SCE) 4. What does supplemental mean? 5. Expenditures Procedures/Processes 6. Additional training for new Principals and Secretaries 7. Requisitions and Important Deadlines 8. Parental Involvement: Guidelines and HB5 9. Additional Information on Title I, Part A and State Compensatory Education (SCE) 10. Additional Details on Procedures/Processes

3. 3 Any expenditures using funds: 164 – State Compensatory Education 211 – Title I, Part A 212 – Title I, Part C Migrant 214 - Title III, Immigrant 215 - Title I, Part D, Subpart 2 245 – Title I, 1003(a) Priority and Focus School Grant 255 - Title II, Part A - Teacher and Principal Training and Recruiting 263 - Title III, Part A LEP 287 – NCLB Consolidated Administrative Fund

4. 4 Fund 211 Federal entitlement Provides supplemental resources Helps schools with high concentrations of students from low-income families provide high-quality education Enable all children to meet the state student performance standards SAISD operates school-wide programs

5. 5 Fund 164 State allotment Supplemental programs and/or services For students identified as at risk of dropping out of school

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7. 7 General Definition: To increase the level of services and not supplant (replace) funds from nonfederal sources To ensure that services provided under Title I are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title I funds were not available

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9. 9 Federal Programs Website Forms, Procedures and Quality Control Worksheets – revised (may be subject to change)

10. 10 The Procedures will outline the following: Supporting Documents Outline of Approval Process Any special notes

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12. 12 Auditable document Serves as a checklist to help campuses/departments know what to submit with requests using federal funds Give you the order of supporting documents Coversheet for your packet

13. 13 Each category of expenditures has their own QCW List supporting documents in order to submit Place a check mark in the “Submitted” column for each item submitted Complete and submit a Quality Control Worksheet (QCW) with each packet ( upload in iTCCS with requisitions or pony for payments)

14. 14 No longer need to attach a copy of the CIP/DIP with the packet Indicate the CIP/DIP Plan4Learning GPS numbers at the top of the quality control worksheet Must submit the QCW with every request

15. 15 NOTE: The request will be returned if the Plan4Learning GPS: is not indicated on the QCW or forms is not located within Plan4Learning does not coincide with the purchase Plan4LearningCampus Operations Portal GoalFunction Performance ObjectiveStrategy Activity Multiple items on the requisition have more than one.

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18. 18 Substitute Certification Audit Requirement Employee Acknowledgement (signature) for every employee being paid with Federal Funds will be required Every Substitute must complete one form every day Substitute must sign Principal must sign The campus sign in sheet does not need to be attached but needs to be readily available in the event of an audit.

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20. 20 Travel Reimbursement Quality Control Worksheet

21. 21 Effective immediately

22. 22 All field trips and Out-of-State requests require TEA approval Field Trips and Out-of-State requests using federal funds require written justification TEA form must be completed by campus/department Must have approval from TEA prior to date of trip TEA forms will be posted on Federal Programs website Must submit with packet More information will be forth coming on the process for requesting field trips.

23. 23 Important: All out-of-state travel will only be approved by TEA. More information will be provided on the approval process. Out-of-state travel costs are allowable and should be minimal, reasonable, and necessary to meet the intent and purpose of the grant program. Additionally, out-of-state travel with Title II, Part A funds (255) must be due to the absence of in-state opportunities to satisfy the same Title II, Part A specific needs.

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25. 25 Requests sent to FPD will be returned if the Plan4Learning GPS is not indicated, located or coincides with the purchase. If item(s) are ineligible, require revision/clarification, or supporting documents are missing – FPD will return requisition via iTCCS and remarks will be noted in iTCCS comment box. The iTCCS system will not notify FPD of any revisions and will delay your purchase if the campus/department does not notify FPD. Email your assigned Federal Programs Specialist once changes, corrections and/or uploads are made at any time during the approval process

26. 26 Always refer to the Quality Control Worksheet and Procedures to ensure that your packet is complete and routed correctly. Be sure to attach the Quality Control Worksheet to all submitted packets. Start the process early! Failure to do so may result in disapproval or your local budget paying for the item. Timeline will be subject to earlier deadlines than previous years. Ask questions.

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28. 28 The Federal Programs department will be offering additional training on procedures and processes for new Principals and Secretaries. New Principals and Secretaries can contact us at any time to schedule a convenient time for either or both to attend. This training will be individualized and one-on-one.

29. 29 Plan4Learning Resource Guide

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32. 32 January 27, 2017 – Principal/Department Head Requisition Approval Deadline April 13, 2017 - Principal/Department Head Requisition Approval Deadline for Summer Activites

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34. 34 Deadline to complete all items for Compliance is November 4, 2016 Pre-Review October 10, 14, and 17, 2016 Gonzales Achievement Center Monitoring Review November 7, and 8 2016 Gonzales Achievement Center

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36. 36 Campus will need to check the items on the list completed for compliance. This form must be brought to the reviews and signed by principal New Checklist

37. 37 1.Updated Plan4Learning CNA-Family &Community Involvement Section 2.Updated Plan4Learning CIP – School Community Relations/Parent Involvement section 3.2016-2017 Parental Involvement Policy 4.2016-2017 Annual Title I Meeting 5.2016-2017 School-Parent Compact (additional requirement for Elementary Schools) 6.2016-2017 Staff Training on the Value and Utility of Parents

38. 38 School-Compact Certification Form

39. 39 Federal Programs website: http://www.saisd.net/dept/federalprograms/ PARENT INVOLVEMENT tab

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43. 43 1.Payroll 2.Professional Development 3.Contracts 4.Travel 5.Mileage 6.Requisitions 7.Payments Parental Involvement BCR Equipment Print Work Orders

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45. 45 Supplemental pay does not include lunch. Timesheets must state whether or not lunch was taken each day. Part-time certified tutors must submit one tutoring form per day. Must clearly identify CIP/DIP Strategy and Activities on the sheet. Only the student can sign in and out on the form. Do not round up or down. All time must be exact to the minute based on student sign in. Example: 7:00 a.m. to 7:45 a.m. is.75, not 1 hour.

46. 46 Federal funds do not pay for planning. (Remember when completing Campus/Dept. Program Review). Must submit documentation for full-day schedule when paying for a substitute. Must clearly identify CIP/DIP Strategy and Activities on the sheet. Weekly Payroll report must include reason why the teacher was absent.

47. 47 Units of hours must be converted. Submit payroll documentation organized by the individual, not the date.

48. 48 If paying a substitute using federal funds, every substitute must sign and submit the Substitute Certification with the payroll packet. May be subject to change. Substitute sign-in sheet must clearly identify (highlighted) the substitute teacher to be paid.

49. 49 A Campus or Department Program Review form must be submitted with the following: PLS form Teacher Sign in and sign out Agenda

50. 50 Remember to convert all time using the conversion chart. Do not round up or down. All must be to the minute based on student sign in and sign out. If a teacher tutors from 3:30 p.m. – 4:20 p.m., what is the converted number of units?

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52. 52 Visit SAISD’s Administrative Procedures website to find the latest version of contracts. Required items can be found on the Procedures sheet on the Federal Programs Department website.

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54. 54 Request must be submitted 6 weeks in advance. All required Supporting Documents are listed on the Procedures Sheet.

55. 55 There is a separate process that takes place after the approved travel has occurred to ensure reimbursement. All required Supporting Documents are listed on the Procedures Sheet.

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57. 57 Use the latest Mileage Log on the SAISD Website. (updated every January) Use exact destination. Use idata portal maps, and attach them in order of the log. Submit them on a monthly basis ($60 minimum), but not to exceed 3 months.

58. 58 Purpose of trip must be clear and in accordance with federal guidelines, including: Must directly relate to the job description. Must be directly related to parent activities for PI mileage. Must have an instructional purpose.

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60. 60 Ensure the funds are available for the requested purchase. Check that the Activity and the Fund are correctly listed in the CIP or DIP. CIP/DIP Strategy and Activity must be notated on all requisitions. Pay attention to the Federal Program timeline for all purchasing deadlines.

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62. 62 Maintain a running balance log for open POs. CIP is not needed for a payment request. When using multiple codes, specify how much to deduct from each budget code. Submit hard copies with original signatures for payment requests. No need to submit electronically. Notate on the PO Partial or Final payment.

63. 63 When submitting request for Parental Involvement: Attach proper documentation. Include PI calendar. Ensure Parental Involvement Meeting Agendas meet federal guidelines. PFLs will be trained of the proper procedures. Max of $500 on HEB Requisition When expending federal funds for PI meetings, remember that Parental Involvement is engaging parents in activities that improve academic quality to ensure success and improve achievement of all students. When submitting request for Science Experiment Materials: Attach a copy of the experiment. Highlight the items purchased (receipt must match experiment listing of materials). Always tape full receipts. Please do not cut or staple receipts.

64. 64 Budget Change Request Equipment Parental Involvement Print Work Orders Require review and approval prior to printing or mailing. All the Procedures and Quality Control Sheets can be found on the Forms page on the Federal Program Department website.

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67. 67 The Elementary and Secondary Education Act of 1965 (ESEA) was first passed by Congress as part of President Lyndon B. Johnson’s War on Poverty. This legislation provided federal funds to support public education, particularly in resource-poor, low income settings. The most recent reauthorization amending ESEA is the No Child Left Behind Act of 2001 (NCLB) aimed to close the achievement gap between groups of students through greater accountability and increased flexibility and choice. NCLB affects almost every school district and charter school in the state. Elementary and Secondary Education Act (ESEA) No Child Left Behind (NCLB)

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69. 69 Fund 211 Federal entitlement Provides supplemental resources Helps schools with high concentrations of students from low-income families provide high-quality education Enable all children to meet the state student performance standards SAISD operates school-wide programs

70. 70 Purpose is to upgrade the entire educational program in order to raise academic achievement for all students Is built on school-wide reform strategies, rather than separate, add-on services Provides flexibility in spending Title I funds Permits flexibility to coordinate with other funds in support of the school-wide program Focuses on results

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72. 72 Fund 164 State allotment Supplemental programs and/or services For students identified as at risk of dropping out of school

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74. 74 To increase the level of services and not supplant (replace) funds from nonfederal sources To ensure that services provided under Title I are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title I funds were not available

75. 75 Regular or Basic Program Supplemental Program Supplemental Program Plus Plain cake = basic education program Frosting = additional supportCandles = further support

76. 76 Allows a School-Wide campus to use SCE funds in coordination with its Title I funds to implement the school-wide program (still obligated to show gains in academic achievement & reduction in the drop-out rate for at-risk students) You must maintain documentation that clearly demonstrates the supplementary nature of these funds

77. 77 Implement the Improvement Plan 5

78. 78 The CNA & CIP/DIP is your school’s or department’s Comprehensive Needs Assessment and Campus/District Improvement Plan and includes: A Needs Assessment and Summary of Data Goals and Strategies to Address Academic Needs of Students Professional Development Needs Coordination of Resources/Comprehensive Budget A family component to address parental involvement

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