1. Preparing for FY16 as a Title I State Charter School
13th Annual Title Programs Conference
June 17-18, 2015
Atlanta Airport Marriott Gateway
2020 Convention Center Concourse, Atlanta, GA 30337

2. SCHOOL IMPROVEMENT & DISTRICT EFFECTIVENESS

3. Presenter
Randy Phillips, Ed. D. Georgia Department of Education School Improvement – Federal Programs Title I Education Program Specialist (770)

5. Charter School Waivers
Charter Schools: Federal Programs FY15
Charter School Waivers
Charter schools and systems are subject to all provisions outlined in O.C.G.A (b). In particular, charter schools may not waive state laws or State Board of Education rules pertaining to health and safety, funding formulas, or accountability provisions. In addition, charter schools may not waive any aspect of Federal law. This includes the Elementary and Secondary Education Act of 1965 (including Title I, Part A), the Individuals with Disabilities Education Act (IDEA), and all applicable civil rights legislation.
Phillips - Title I, Part A

6. Newly Opened or Significant Growth/Expansion
Charter Schools: Federal Programs FY15
Newly Opened or Significant Growth/Expansion
A charter school that is newly opening or significantly expanding its enrollment must provide, in writing to the State educational agency (SEA) or local educational agency (LEA), by April 1 of the preceding year the charter school plans to open or significantly expand. If the charter school does not provide this timely notice, the SEA or LEA is relieved of most of its obligation to provide the federal funds within the five month period.
Phillips - Title I, Part A

7. Significant Growth/Expansion
Charter Schools: Federal Programs FY15
Significant Growth/Expansion
In order for a charter school in the State of Georgia to meet qualifications for status as a significantly expanding school, a charter school must meet at least one of the following: 
Projected enrollment growth must exceed 33-percent of the previous year’s October FTE-1 enrollment.
Expansion of more than one grade level as outlined in a predetermined program growth design in the charter school approved charter or a newly approved charter school amendment.
Phillips - Title I, Part A

8. Significant Growth/Expansion
Charter Schools: Federal Programs FY15
Significant Growth/Expansion
Charter Schools that meet the qualifications for significant expansion will receive an adjusted Title I allocation after the enrollment report of the October FTE and the Free or Reduced Priced Meal reports of the new fiscal year have been successfully verified.
Phillips - Title I, Part A

9. The Role of Educational Management Organizations
Charter Schools: Federal Programs FY15
The Role of Educational Management Organizations
The charter school’s governing board has the decision making authority, NOT the educational management organization (EMO). EMO representatives cannot sit on the governing board of a charter school, as this presents a conflict of interest.
Phillips - Title I, Part A

10. The Role of Educational Management Organizations
Charter Schools: Federal Programs FY15
The Role of Educational Management Organizations
EMO’s do not approve your plans or budgets! You contract for the services of an EMO – Not visa-versa! EMO intervention could violate your charter!
Phillips - Title I, Part A

11. Charter Schools: Federal Programs 101 - FY15
What Can I Do Now?
To Have a Successful FY16 Title I Program
Phillips - Title I, Part A

12. TITLE I IMPLEMENTATION CALENDAR
FY 16 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
JUNE
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
MAY
FY16 LEA CLIP Review
Annual Title Programs Conf.
Title I Budget Compilation
Submit CLIP
School Level Planning Mtgs
Title I Budget Wksp
Conduct/Complete Homeless Surveys
SWP Intent Application
Title I Annual Mtg. w/ Parents
Submit Title I Budget
Assess HiQ status of staff/ Obtain Principal Assurance / Notify Parents
Attend Regional Title I Mtg.
Attend Monitoring Training (If Applicable)
Submit FY15 Completion Report
Prepare Monitoring Folders (If Applicable)
Submit Budget Amendment
Schedule TA for Monitoring (If Applicable)
Periodic Cert #1
Conduct Annual Inventory Check
Review Title I Spending To Date
Attend GCEL
Collect and Analyze Student Achievement Data
Submit Expansion Letter (if Applicable)
FY17 LEA CLIP Review
Conduct Parent Involvement Meetings/Surveys (Workshops, PI Policy Revisions, etc.)
Submit Final Budget Amendment
Complete Self-Evaluation
Periodic Cert #2
Final LEA CLIP, SWP, PI Policy, & Compact Review Meetings

13. Cross-Functional Monitoring Schedule
FY16
FY17
FY18
FY19
Atlanta Heights
Fulton Leadership
Provost
CCAT
Coweta Charter
Ivy Kirkwood (Girls)
Utopian
Ivy Prep Gwinnett
Pataula
Ivy Kirkwood (Young Men)
Georgia School for Innovation and the Classics
GACA
Cherokee Charter
Mountain Ed Charter
Du Bois Integrity
GCA
Odyssey
Foothills Ed Charter
Scintilla
Byron Peach

14. Monitoring Prep Collecting and filing dated documents
Nothing is too small to file
Remember “No Agenda No Sign-In No Meeting”
Written Procedures for everything is needed
LEA Procedure Manual
If you must explain to someone how to do it . . .
A written procedure is required!
Develop a learning community We all agree to share!
Continual contact with finance officer a must

15. Eligible Attendance Area Spreadsheet
Found on the Program Information Tab of the Consolidated Application
In most cases, all information needed is based on October 2014 data
All data regardless of source must be from same October
You may not use Spring numbers for one count and Fall numbers for the other

16. Eligible Attendance Area Spreadsheet
Existing Charters
Enrollment figures -
FRM (Poverty) numbers -
New or Expanding Charters
All numbers will be based on projections
Projections will be adjusted after the October 2015 FTE
Virtual or other Charters without Lunch Program
Enrollment from October 2014 FTE
Poverty numbers based on Direct Certified numbers

17. Comprehensive LEA Improvement Plan
Aka The CLIP

18. CLIP Tips Descriptor #1 Descriptors #5, #9, & #21 Descriptor #12
Please focus on analysis of the academic needs of your students in the core subject areas
You must include actual performance data especially in the academic areas to be served
If not in your CLIP, it cannot be in your budget!
Descriptors #5, #9, & #21
Specifically describe how Title I funds will be used
Descriptor #12
If Targeted Assistance Program, address multiple selection criteria to be used. All criteria must be educationally related

19. CLIP Tips Descriptor #13 Descriptor #15 Describe your Title I Program
SWP or TA
What instructional methods will be implemented?
Descriptor #15
Specify how ALL parents are invited and involved in the review, revision, and approval process for ALL Title I documents and procedures
What methods will be used to involve all parents?
How will you build capacity with parents?

20. CLIP Tips Descriptors #16 & #17 Descriptor #23
Simply state – “Our school has not been identified as a Priority, Focus, or Title I Alert School thus no interventions are required. If or when the school is identified as such the District will implement all required plans as described in Georgia’s ESEA Waiver.”
Descriptor #23
Address how ALL parents have the opportunity to review and revise the CLIP
What methods are being implemented to assure all parents have access to this process?

21. Parental Involvement

22. Parental Involvement
ALL Parents must be involved in the review/revision of ALL Title I plans
CLIP
SWP/TA Plan
School-Parent Compact
Parent Involvement Policy (Only one for District/School)
Creation of Parental Involvement Activities
Required 1% Set-Aside in Budget (if over $500,000 allocation)
Distribution Methods need to also be developed
Most documents must be distributed by October!

23. Parental Involvement School- Parent Compacts Annual Title I Meeting
Must include feedback from students, parents, teachers, and all other stakeholders
Data presented must be directly related to academic school improvement initiatives
Utilize the compact throughout the school year as a tool for parental involvement and increasing student achievement
Annual Title I Meeting
Meeting must be advertised – Keep documentation
If on the same days as another meeting, hold Title I portion at a different time

24. Parental Involvement
Charter School parents must be notified that their school is a Title I school – newsletter, webpage, handbook, etc.
Parent Meetings
Make sure you have detailed agendas, sign-in sheets for every parent meeting
Big Issue – Food with Title I Funds
Light snacks ONLY at Parental Involvement meetings
NO MEALS ALLOWED
Remember light snacks for parent activities only. No light snacks of any kind for staff meetings, professional development or testing

25. Targeted Assistance (TA) Programs
Written procedures for identifying eligible students in each content area
Must use multiple educationally related criteria
List of eligible students in rank order by separate content areas (one list for math – one for reading)
List of students served by content area
Carefully consider number of content areas served in correlation with Title I allocation

26. Targeted Assistance (TA) Programs
List of scheduling models
Should minimize removal of children from regular classroom during school day
Must not replace state required “seat” time
These facts make TA very difficult at the high school level
Copy of teachers’ schedule
Copy of class rosters for students receiving Title I services

27. New Schoolwide Programs
While operating as a TA Program for the first year
Application For SWP Intent Due August 15th
Documentation for planning of new SWP
Name of technical assistance provider
Copies of dated minutes, timelines, agendas from planning meetings
Copy of SWP plan due April 15th

28. Budget Reminders

29. Charter School Budget Workshop
July 20, 2015
9 AM – 2 PM
West Tower of GaDOE
10th Floor – Room A

30. Charter Schools: Federal Programs 101 - FY15
Availability of Title I Funds
27 Months of Availability
15 Months
12 Months
State and Local Fiscal Year
July
Jan 2016
July
Sept
Jan 2017
July
Sept
ADD CHART
Funds Become Available To LEAs
End of Initial Period of Availability
Completion Report Submitted to GaDOE
Grantees May Carry Over Funds Until This Time
Phillips - Title I, Part A

31. Program Basics
The amount of federal funds used in a Title I School program must be supplemental to the amount of state and local funds the school receives
Title I Funds
General State and Local Funds

32. Supplement vs. Supplant
Charter Schools: Federal Programs FY15
Supplement vs. Supplant
All federal fund expenditures or activities must be above and beyond (supplement) what is required by state or local regulation.
Ask yourself Would I have to do this if federal funds were not available? If the answer is yes Then using federal funds would be considered supplanting.
Phillips - Title I, Part A

33. Title I Program Basics Budget Process
Chart of Accounts (Function & Object Codes)
1000 – Instructional (Students)
2210 – Staff Development (Teachers)
2230 – Central Office Administration
2900 – Support Services (Parents)
2700 – Student Travel (Field Trips – Be Cautious!!!)
Title I is in actuality a reimbursement program
Personal reimbursement is NOT an option!
Instructional program must be evident through budget
Learn/Know your LEA’s financial internal controls

34. Title I Program Basics Budget Process
Title I director must pre-approve all Title I purchases with signature and date.
Signature and date must pre-date the purchase
Electronic signature is acceptable (with appropriate audit trail/documentation)
All Title I purchases must be directly supporting the school’s needs assessment

35. Class-Size Reduction Class-Size Reduction Teachers
Only possible in SWP Title I Schools
Federal funds can only be used to reduce class- size for classes that contain students funded with regular FTE weight. (i.e. no gifted-based, special education-based)
A class-size reduction worksheet must be completed and attached to the Con App
Narrative justifying need for class-size reduction and describing strategies to be employed

38. Class-Size Reduction Class-Size Reduction Teachers
Class size reduction must be supported in the school’s schoolwide plan/needs assessment
Questions to be asked by Title I Director:
Is reducing class size based on comprehensive needs assessment?
What is the identified problem academic area?
Is this effort only to reduce number of papers a teacher must grade or to implement an actual academic strategy?

39. Inventory Monitoring

40. Entry of Information into Inventory Records
Inventory Records should include:
@[2 C.F.R. Part (d)(1)]
Description
Serial Number/Identification Number
Funding Source and Percentage of Source
Vendor
Acquisition Date and Unit Cost
Location
Use (Student Instruction, Professional Development, Parent Involvement, etc.)
Condition
Disposition (including sale price, if applicable)
A description of the equipment.
A serial number, model number, or other identification number.
The funding source and percentage under which the equipment was acquired. Note: Equipment purchased with federal funds shall be identified to indicate federal ownership by specific federal program (e.g. items purchased with Title I Part A monies must be marked as Title I, Part A with grant award year.)
The source of property/vendor.
The acquisition date and unit cost.
The present location of the equipment.
Indication of the use of the equipment. For example, Title I classroom, Title I afterschool program, Title I Administration, etc.
The condition of the equipment.
The date the information was reported on the inventory.
Who holds title to the equipment? If funds from more than one program was used to purchase the equipment then each programs should be listed as the Title, and if possible, notation of percentage should be listed.
All pertinent information on the final transfer, replacement, or disposition of the equipment (including the date of disposal and sale price of the equipment).
Inventory must be updated as equipment items are purged or new purchases are made.
Equipment items purchased with federal funds are to be identified and physically marked as noted above.
Adequate safeguards must be in place related to the loss, damage, or theft of the equipment. Any loss, damage, or theft should be investigated and fully documented.
Adequate maintenance procedures should be implemented to keep the equipment in good condition.
A physical inventory of equipment items must be taken and the results reconciled with the inventory records at least once every two years.

41. Physical Inventory
Physical Inventory shall be taken and results reconciled at least once every two years.
States may require standards above and beyond federal law – thus Georgia requires annual inventory checks
Purpose of physical inventory is to verify
the existence of equipment.
current utilization of equipment – is equipment being used for intended purpose.
the continued need of equipment.
the condition of the equipment.
A physical inventory of equipment purchased with federal funds shall be taken and the results reconciled with the equipment records at least once every two years in accordance with EDGAR 80.32(d)(1-2).
Any differences between quantities determined by the physical inspection and those shown in the accounting records shall be investigated to determine the causes of the difference.

42. It’s sometimes dependent on which direction you look at things!

43. Questions

44. Title I, Part A Program Specialists’ Contact Information
Area
Name
Office Telephone 1
Robyn Planchard
(404) 2
Randy Phillips
(770) 3
Anthony Threat
(706) 4
Evelyn Maddox
(404) 5
Judy Alger
(229) 6
Grace McElveen
(912) 7
Jimmy Everson
(229)
11/14/2018

45. Title I, Part A Program Specialists’ Contact Information
Area
Name
Office Telephone 8
Marijo Pitts-Sheffield
(912) 9
Kathy Pruett
(706) 10
Elaine Dawsey
(478) 11
Olufunke Osunkoya
(678) 12
Bobby Trawick
(229) 13
Ken Banter
(478) 14
Tammy Wilkes
(478)
11/14/2018

46. Presenter
Randy Phillips, Ed. D. Georgia Department of Education School Improvement – Federal Programs Title I Education Program Specialist (770)

47. Preparing for FY16 as a Title I State Charter School
13th Annual Title Programs Conference
June 17-18, 2015
Atlanta Airport Marriott Gateway
2020 Convention Center Concourse, Atlanta, GA 30337