1. Extended School Services 2017-2018 Coordinator’s Training

2. Agenda Welcome District Coordinator Presentation
Payroll/Budget Codes/Purchasing
Questions
Timesheets

3. ESS in a Nutshell
KRS (8) requires schools to provide additional direct instruction beyond the minimum school term for students in need of extended services and requires the Kentucky Board of Education to promulgate administrative regulations establishing criteria for the allotment of grants to local school districts to provide these services.
The major emphases of ESS should be:
To enhance the present level of performance of students
To provide additional instruction to students
Retention
Failure
To close the achievement gap of low-performing students
Should not replace or substitute regular class instruction

4. General Information
Must submit Program Profile and Staff List before beginning an ESS program.
ESS does not pay to test students (State or Standardized).
Teachers MUST teach in area they are certified unless otherwise trained.
All grants will have to pay KTRS on regular, retired and substitute teachers.

5. General Information
If teacher is a long-term sub, rate and KTRS will increase accordingly.
TARC tickets need to be ordered through transportation department (#3470). Title I Finance Staff must sign off on original form.
Daytime is in addition to regular classroom instruction.
Snack vouchers MUST have attendance sheet.

6. General Information Daytime Retired Teachers
Part-time teachers (including retirees) must earn a minimum of 12 hours of professional development credit (not stipend) per contract year.
Retiree Rates
RANK III
RANK III + 15
RANK II
RANK II +15
RANK I
Daily
For rates, please contact
Payroll (x3248) or Human Resources (x3012)
Hourly

7. General Information Daytime Retired Teachers (cont.)
May not work Flex Days or Gold Days, except for special training and with prior approval.
If early or late schedule, retired teacher schedule adjusts accordingly.
If they work full day, they may be paid for 20 minute lunch.
Planning time should not exceed 45 minutes for elementary or 1 hour for high school

8. General Information Teachers
Can be paid for 15 minutes of planning, for every 1 hour of teaching.
Must teach in area of certification
Cannot pay for Gold Day, Parent-Teacher Conference Day, or State Mandated testing

9. General Information Clerical Staff
Clerical staff overtime, for hours worked over 40 per week cannot be paid using ESS funds.
Work must be supervised.
Coordinator
Co-coordinators cannot work at the same time.

10. ESS Coordinator's Responsibilities
Program
Daytime Programs should conclude by: Thursday, May 3,
Regular Programs (After School, Before School, and Saturday School) should conclude by: Thursday, May 3,
Daytime evaluations should be submitted via . Daytime evaluations are due: Thursday, May 3, 2018.

11. ESS Coordinator's Responsibilities
Program
You may ask for an extension on end date by Thursday, April 26, 2018.
Summer ESS program must be submitted by Friday, May 11, 2018.
Infinite Campus information: separate training for data entry folks. TBD

12. ESS Coordinator's Responsibilities
Budget
FY17 (#120C) monies can be spent until:
8/1/17 for Supplies
8/1/17 for Payroll
FY18 (#120D) monies can be spent until:
8/1/18 for Supplies
8/1/18 for Payroll

13. ESS Coordinator's Responsibilities
Important Payroll Information
The signed JCPS Payroll Printout and the timesheets should be ed to Amanda Kessler no later than 4:30 p.m. on payday Friday.
Contact Person for ESS is Amanda Kessler
Phone: Ext 6779
Please do not send original to our office. The original should be maintained at the school until the end of the grant.

14. Before beginning ESS Program.1
Submit Program Profile via and include the following:
Date submitted
Day and time of ESS (will be used to verify payroll)
3 data sources
How will students’ progress be monitored?
How often will students’ progress be monitored?
Who is teaching ESS?
What materials will be used?

15. Before beginning ESS Program.2
Submit Staff List via and include the following:
Date submitted
Full name of employee as it appears on Teaching Certificate
Helpful link:

16. During ESS Program.1 Maintain the following information:
Student Attendance
Teacher sign-in sheets
Progress Monitoring data
Infinite Campus Data Entry information will be forth coming

17. During ESS Program.2 Maintain the following information:
If Daytime Program – must have some type of regular ESS program
If anything changes on Profile or Staff List, submit revised paperwork using the latest electronic approved copy
ESS budget is balanced
Communicate students’ progress to Parents and Teachers

18. After ESS Program Maintain the following information:
Daytime and regular ESS programs end by 5/3/18
Complete Daytime Evaluation and submit via to Maria by 5/3/18
Infinite Campus Data Entry information will be forth coming

19. When do you know it is approved?
Program Profile and Staff List:
I will send you an stating it is approved with the attached Program Profile and Staff List. You will use these documents, if revisions are necessary.
Daytime Evaluation:
I will send you an with an attachment of evaluation with my signature.
Infinite Campus Data Entry information will be forth coming

20. ESS Daytime Waiver
Section 7. Waiver for Alternative Service Delivery. The commissioner of education may consider a request for a waiver to operate delivery format. A request for waiver shall include:
(1) A rationale describing why a daytime program is needed in addition to the regular extended school services program, including specific date and documentation of previous efforts to serve individual students during the regular extended school program.

21. Criteria for Daytime ESS
Apply for a new Daytime Waiver using the guidelines on page 7 in the ESS Coordinator’s Handbook.
The program cannot start until you have received approval from KDE.
If you did not have a Daytime ESS Program in FY17 you will need to apply.
If you had a Daytime ESS Program in FY17, you submitted a Daytime Waiver Evaluation & Evaluation approved by KDE; you may have a Daytime Program in FY18 (please refer to list) .
You must have some type of regular program during FY17 school year.

22. Site Visits Site visits will be done randomly
Your evaluation will be based by the rubric listed on pages 8-9

23. Forms Sample Parent Letter (pg. 10)
Sample Student Progress Report (pg. 11)
Program Profile (pg.12) – must be submitted via
Staff List (pg.13) – must be submitted via
Sample Attendance Sheet (pg.14) - maintain in your records & also needed for snack vouchers
Sample ESS Contract (pg. 15)

24. Infinite Campus Data Entry
Data for all INTERVENTIONS (including ESS) will be pulled by KDE on 10/30, 12/30, 3/30, 6/30
New this year:
KDE requires all ESS student data to be entered on the “Intervention tab”.
There will be a training forthcoming.
Information will be shared with coordinators as it becomes available
End of year verification form (pg. 33)

25. Budget Section ESS Payroll Accounting Codes
ESS Non-Payroll Accounting Codes
MUNIS
Budget Permissions

26. ESS Payroll Accounting Codes
Current Year:
120D
Legend
XXX – 3 Digit Loc. #
MUNIS CODE: X
X – Corresponding Alpha Letter

27. ESS Non-Payroll Accounting Codes
Legend
XXX – 3 Digit Loc. #
MUNIS CODE: X
X – Corresponding Alpha Letter

29. MUNIS

30. Budget Amendment Screen

31. Payroll Section Fringe Worksheet Title I/ESS Payroll ESS Timesheet
Descriptions for Specific Activities

32. Title I/ESS/PD/SIG Payroll
Starting July 1, 2011 JCPS began using the MUNIS Time & Attendance to report payroll and extra service
Important
Time must be reported on employee’s actual work schedule
Use designated ESS, Title I, Title II, PD & SIG Timesheets. Electronic versions available on our website:
Regular Payroll
All payroll (with exception of extra service) is prepared in Regular menu
No one will be paid until payroll is locked down

33. Title I/ Title II/ESS/PD/SIG Payroll
Extra Service
NO MORE PINK SHEETS!!
Extra Service will be keyed in as one of the following:
TITLE I/TITLE II
EXTENDED SCHOOL SERVICES
PROFESSIONAL DEVELOPMENT
SUB EXTRA HELP – Certified Daily, Certified Hourly, Classified Hourly
Important Points to Know:
Extra Service is locked down separately from Regular payroll
No one will be paid extra service until the Extra Service is locked down
The APPROVE button will be part of your lockdown procedure
Title I/ESS payroll requires approval
A signed copy of lock down report & the employee timesheets MUST be sent to Title I/Title II Finance staff for review and approval
All Extra Service must be locked down by the end of payroll Friday!!!

34. ESS, SIG, Title I, Title II & PD Timesheets must be filled
ESS Timesheet
ESS, SIG, Title I, Title II & PD
Timesheets must be filled
Out completely or
Will not be accepted

35. Sample

36. Sample

37. Descriptions for Specific Activities

38. Snack Purchases $1 per day per child Snack from the lunchroom
Voucher
Attendance Sheets
Pay invoices on time
If possible, use a requisition
Blanket Order
Please DO NOT allow your teachers to purchase snacks on their own and apply for a reimbursement

39. Questions

40. Contact Information
TITLE I STAFF
Title I/Title II Finance Staff
Staci Eddleman,
Karen Moore,
Title I Director, 3240
Fiscal Coordinator
Nicole Hill,
Phone:
Amanda Kessler,
Title I Secretary, 3240
Maria Carrico,
Clerk
Phone:
ESS Coordinator
Phone: