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Maximizing Your Resources in a Schoolwide Program

Maximizing Your Resources in a Schoolwide Program. Presented by: W. Paul Mettke Texas Educational Consultative Services, Inc. Agenda:. What is a schoolwide program? Accounting for schoolwide programs Combining funds Using REAP Using transferability of funds Using Ed Flex waivers

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Maximizing Your Resources in a Schoolwide Program

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  1. Maximizing Your Resources in a Schoolwide Program Presented by: W. Paul Mettke Texas Educational Consultative Services, Inc.

  2. Agenda: • What is a schoolwide program? • Accounting for schoolwide programs • Combining funds • Using REAP • Using transferability of funds • Using Ed Flex waivers • Using SCE funds • Administrative consolidation option • Conclusion Texas Educational Consultative Services, Inc.

  3. What is a schoolwide program? • Schoolwide programs are authorized in the NCLB legislation as part of the ESEA, Title I, Part A program. • Upgrade the entire instructional program at a school (Campus) • All students can participate without regard to eligibility • Not limited to supplemental “services” • Federal “funds” must be supplemental to state and local at the campus where the SWP is implemented • Schoolwide program plan for each campus Texas Educational Consultative Services, Inc.

  4. What is a schoolwide program? • Why implement a schoolwide program? • Serves all students • Eliminates concern over supplemental services • Allows you to combine various Federal and State funds without meeting statutory purposes of those funds; however, purposes must be met elsewhere • Ease in administration Texas Educational Consultative Services, Inc.

  5. What is a schoolwide program? • Who is eligible to implement a schoolwide program • Low income requirement: 40% or greater • Alternate methods: • Feeder pattern • Enrollment vs. residing • Any school that is otherwise eligible for Title I services can implement a schoolwide program. How? • Ed-Flex waiver Texas Educational Consultative Services, Inc.

  6. What is a schoolwide program? • Required Schoolwide Plan • One-year planning period • Should be integrated into the CIP • Involve the community to be served: • Parents • Teachers • Principals • Students (at the secondary level) Texas Educational Consultative Services, Inc.

  7. What is a schoolwide program? • Ten (10) components of a schoolwide plan: • Comprehensive needs assessment • Schoolwide reform strategies • Highly qualified teachers • High quality, ongoing professional development • Strategies to attract high quality teachers to high-need schools • Strategies to increase parent involvement Texas Educational Consultative Services, Inc.

  8. What is a schoolwide program? • Ten components of a schoolwide plan, Cont’d. • How the school will assist in the transition of students from preschool to public school • How teachers will be involved in decisions concerning the selection of assessment instruments • Activities to ensure that students having difficulties are provided effective and timely additional assistance • How other Federal, State, and local programs will be coordinated to support the schoolwide program Texas Educational Consultative Services, Inc.

  9. What is a schoolwide program? • Additional schoolwide program plan contents: • Description of how Title I, Part A funds will be used • List of other State and local funds to be used • Description of how individual assessment results will be provided to parents Texas Educational Consultative Services, Inc.

  10. Accounting for Schoolwide Programs • Federal regulations allow a school to combine funds thereby losing their identity and the need to track expenditures to a particular service • Added flexibility for administrators and teachers • Three options for accounting for combining funds • Option 1—Use existing budget and accounting FASRG codes • Option 2—Transfer funds into a locally defined sub-fund and use budget and accounting FASRG codes at the campus • Option 3—Transfer funds into a locally defined sub-fund and prorate expenditures based on a ratio representing the individual fund sources divided by the total Texas Educational Consultative Services, Inc.

  11. Combining funds: Option 1 • Indicate on the Title I, Part A Program Abstract that you will combine funds and identify the funds that will be combined • Use standard fund and expenditure FASRG codes • No change in accounting,but allows freedom of using various funds without regard to purpose Texas Educational Consultative Services, Inc.

  12. Combining funds: Option 2 • Indicate on the Title I, Part A Program Abstract that you will combine funds and identify the funds that will be combined • Indicate amount of funds to be transferred to SWP campuses in Object Code 8911 • Budget at campus level using a locally defined system of special revenue fund codes • Allows freedom of using various funds without regard to program purpose or budget Texas Educational Consultative Services, Inc.

  13. Combining funds: Option 2, Cont’d. CAFF BUDGET ( BS 6101) OBJECTT-l (A)T-I (C)T-I (D)T-II (A)T-II(D)T-III(A)T-IV(A)T-V(A) 6100 25,000 15,000 . 6200 6,000 5,000 2,000 . 6300 3,000 3,000 5,000 6400 6,000 5,000 . 6500 . 6600 . 8911 215,000125,00025,00020,00015,000 IDC 3,000 1,000 500 100 200 150 TOTAL 255,000 136,000 28,500 15,100 25,200 20,150 Texas Educational Consultative Services, Inc.

  14. Combining funds: Option 2 Cont’d. • Allows the LEA to use combined funds to upgrade the entire instructional program at a schoolwide campus without budgetary restrictions in the CAFF since all combined funds are coded to 8911 • LEA must use FASRG fund codes and report expenditures to PEIMS by class/object code. A journal voucher may be used to reclassify expenditures Texas Educational Consultative Services, Inc.

  15. Combining funds: Option 3 • Indicate on the Title I, Part A Program Abstract that you will combine funds and identify the funds that will be combined • Indicate amount of funds to be transferred to SWP campuses in Object Code 8911 • Use a single locally defined fund into which all combined funds will be controlled at the campus level Texas Educational Consultative Services, Inc.

  16. Combining funds: Option 3 ESEA, T-I Part A $215,000 ESEA,T-II Part A $125,000 ESEA, T-II Part D $25,000 ESEA, T-III Part A $ 0 ESEA, T-IV Part A $20,000 ESEA,T-V Part A $15,000 Combined Funds Locally Defined Fund Code $400,000 Texas Educational Consultative Services, Inc.

  17. Combining funds: Option 3 CAFF BUDGET ( BS 6101) OBJECTT-l (A)T-I (C)T-I (D)T-II (A)T-II(D)T-III(A)T-IV(A)T-V(A) 6100 25,000 15,000 . 6200 6,000 5,000 2,000 . 6300 3,000 3,000 5,000 6400 6,000 5,000 . 6500 . 6600 . 8911 215,000125,00025,00020,00015,000 IDC 3,000 1,000 500 100 200 150 TOTAL 255,000 136,000 28,500 15,100 25,200 20,150 Texas Educational Consultative Services, Inc.

  18. Combining funds: Option 3 Cont’d. • Expenditures are charged to the single, locally defined fund code • LEA does not need to be concerned with FASRG fund codes until the end of the fiscal year • At the end of the fiscal year expenditures are prorated based on a ratio that each individual fund bears to the total of all combined funds Texas Educational Consultative Services, Inc.

  19. Combining funds: Option 3 Cont’d. • How funds are prorated for Option 3: Amount of funds combined in campus budget: ESEA, T- I (A) $ 215,000 53.75% ESEA, T-II (A) $ 125,000 31.25% ESEA, T-II (D) $ 25,000 6.25% ESEA, T-IV(A) $ 20,000 5.00% ESEA, T-V (A) $ 15,000 3.75% Totals $ 400,000100.00% Texas Educational Consultative Services, Inc.

  20. Combining funds: Option 3 Cont’d. • Total expenditures charged to the combined fund at the end of the fiscal year: $ 300,000 • Apply percentage: T- I(A) 53.75% $ 161,250 T-II(A) 31.25% $ 93,750 T-II(D) 6.25% $ 18,750 T-IV(A) 5.00% $ 15,000 T-V(A) 3.75%$ 11,250 • Totals100.00%$ 300,000 Texas Educational Consultative Services, Inc.

  21. Combining funds: Option 3 Cont’d. • Allows the LEA to use combined funds to upgrade the entire instructional program at a schoolwide campus without budgetary restrictions or having to code expenditures to separate fund codes since all combined funds are coded to 8911 and prorated at end of year • LEA must use FASRG fund codes and report expenditures to PEIMS by class/object code. A journal voucher may be used to reclassify expenditures Texas Educational Consultative Services, Inc.

  22. Using REAP • For those LEAs that qualify, T-II(A); T-II(D); T-IV(A); and T-V(A) may be “REAPed” into T-I(A); T-II(A); T-II(D); T-III(A); T-IV(A) and/or T-V(A) and used to address the purposes of these programs without regard to the purposes of the other fund sources. Texas Educational Consultative Services, Inc.

  23. Using REAP, Cont’d • Allows greater flexibility for small, rural school districts • Authority good for three years • Eligibility: • ADA from first day of school to Dec 1 must be less than 600, and • All campuses served by the district must be designated with a school locale code of 7 or 8 Texas Educational Consultative Services, Inc.

  24. Using REAP Cont’d. • Advantages: • The individual program abstracts in the CAFF for the “REAPed” funds do not have to be completed • The performance reports for the “REAPed” funds do not have to be completed at the end of the year • Accounting: • LEA must still budget, account for, and report expenditures using the appropriate FASRG codes unless it is combining these funds Texas Educational Consultative Services, Inc.

  25. Using REAP Cont’d. • Accountability • All students and all student groups must show adequate yearly progress (AYP) over the three year eligibility period Texas Educational Consultative Services, Inc.

  26. Using Transferability of Funds • Allows districts the flexibility to transfer up to 50%* of their entitlement(s) from: • T-II(A); T-II(D); T-IV(A); and T-V(A) TO • T-I(A); T-II(A); T-II(D); T-IV(A) and/or T-V(A) • Must be approved in the Consolidated App. • Required 30-day advance notice • * Limited to 30% if in “School Improvement” Texas Educational Consultative Services, Inc.

  27. Using Transferability Cont’d. • Misnomer: Funds are NOT physically transferred, only the purpose is changed to the purpose of the receiving fund source(s) • Hint: • Transfer funds to T-V(A) for maximum flexibility [2004-05 may be the last year for T-V(A)] • Transferring to T-I(A) makes all of the T-I(A) law and rules applicable, i.e., use limited to eligible campuses, set-asides for professional development, etc. applicable Texas Educational Consultative Services, Inc.

  28. Using Ed Flex Waives • Districts and campuses can apply for a waiver under the Education Flexibility Demonstration Partnership Act (Ed-Flex) to waive most statutes and regulations governing ESEA programs • Benefits: • Additional flexibility • Use funds to best meet individual district/campus needs without adherence to most statutes and regulation Texas Educational Consultative Services, Inc.

  29. Using Ed Flex Waives, cont’d. • Covered programs: • ESEA, Title I, Parts A; B; C; D; and F • ESEA, Title II, Part A • ESEA, Title II, Part D • ESEA, Title III, Part B • ESEA, Title IV, Part A • ESEA, Title V, Part A • Carl D. Perkins,Voc. and Applied Technology Texas Educational Consultative Services, Inc.

  30. Using Ed Flex Waivers, Cont’d. • Exclusions: • Maintenance of effort • Comparability of services • Participation of private, non-profit schools • Parental involvement • Distribution of funds to LEAs • Civil rights requirements Texas Educational Consultative Services, Inc.

  31. Using Ed Flex Waivers, Cont’d. • Exclusions cont’d: • Serving eligible attendance areas in rank order • Selection of eligible attendance areas • Use of federal funds to supplant • Underlying purposes of the program can no longer be met to the satisfaction of the Secretary of Education Texas Educational Consultative Services, Inc.

  32. Using Ed Flex Waivers, Cont’d. • Three types of waivers: • Statewide administrative • Statewide programmatic • Individual programmatic Texas Educational Consultative Services, Inc.

  33. Using Ed Flex Waivers, Cont’d. • Individual programmatic waivers • LEA must make application to TEA • Deadlines for making application for SY 2004-05: • May 1, 2004, effective June 1, 2004 • Aug 15, 2004, effective October 1, 2004 • Maximum duration of waiver: Three (3) years • Evaluation criteria is established by the LEA • Waiver and evaluation must be approved by TEA Texas Educational Consultative Services, Inc.

  34. Using State Comp. Ed. • General: • Schoolwide program eligibility limited to those campuses implementing a Title I, Part A Schoolwide Program and having 40% or more children from low-income families • Eligibility allows the campus to use its SCE funds the same as Title I, Part A, i.e., to upgrade the entire instructional program without regard to eligible students or supplemental services. Texas Educational Consultative Services, Inc.

  35. Using State Comp. Ed. Cont’d • District and Campus Improvement Plans • Primary record supporting the expenditure of SCE funds • DIP describes districtwide activities • CIP describes campus activities Texas Educational Consultative Services, Inc.

  36. Using State Comp. Ed. Cont’d • Required plan components for SCE programs: • Comprehensive needs assessment • Measurable performance objectives • Programs, strategies, activities (Mention SWP) • Resources (Fiscal: budget amounts and FTEs) • Responsible personnel • Timelines (Specific times, not “ongoing activity”) • Evaluation ( Formative and summative) Texas Educational Consultative Services, Inc.

  37. Using State Comp. Ed. Cont’d • Sample campus improvement plan: • Comprehensive needs assessment • Students: TAKS, other assessments, attendance, dropout rates • Staff: Qualifications, experience, attendance, surveys • Parent involvement: Participation, surveys • Community involvement: Surveys • Facilities: Appropriate HACV, lighting, furniture, ADA accessible Texas Educational Consultative Services, Inc.

  38. Using State Comp. Ed. Cont’d Anywhere Elementary Campus Improvement Plan Objective: To have 90% of all students and student groups passing all parts of the TAKS by spring of 2005 StrategyResourcePersonnelTimelineEvaluations Extended day: SCE funds Principal & End of each Formative: Six-week report cards This program extends Extra duty Curriculum six-week Summative: Pass the TAKS instructional day by one pay for 20 Director period additional hour to pro- teachers vide an additional $ 90,000 period of instruction (SWP) Reading tutorials: SCE funds Reading Weekly Formative: Teacher-make tests Students receive one 1-FTE aide teachers observation period of tutorials dur- $ 15,000 Summative: Pass TAKS reading ing the homeroom period (SWP) test Texas Educational Consultative Services, Inc.

  39. Using State Comp. Ed. Cont’d • Program intent codes (PICs): • 24 Basic SCE program (supplemental expenditures for students in at-risk situations) • 26 Non-disciplinary AEP costs • 27 Supplemental Non-disciplinary AEP costs • 28 Disciplinary AEP costs (Limited to 18%) • 29 Supplemental Disciplinary AEP costs • 30 Costs to support a Title I schoolwide program Texas Educational Consultative Services, Inc.

  40. Administrative consolidation option • Basic concept: When a person serves more than one grant, a fair share of that person’s costs should be paid for by each grant served • Time and effort records: Normally required when a person’s time is charged to more than one grant • Better approach (when allowed): Use a common denominator as basis of prorating, i.e., total dollars in grants administered, number of students served, historical data. Texas Educational Consultative Services, Inc.

  41. Administrative consolidation option • Applicable to “covered” programs only: • ESEA, Title I, Parts A; C; and D • ESEA, Title II, Parts A and D • ESEA, Title III, Part A • ESEA, Title IV, Part A • ESEA, Title V, Part A • Not applicable to SCE or other State or Federally funded programs Texas Educational Consultative Services, Inc.

  42. Administrative consolidation option • Implications of being responsible for covered and non-covered or State funded programs: • Time and effort documentation must be maintained for time devoted to non-covered programs • May become too burdensome or impractical in these cases • Works best when administrator is only responsible for covered programs Texas Educational Consultative Services, Inc.

  43. Administrative consolidation option • Must apply for in the Consolidated Application for Federal Funding Texas Educational Consultative Services, Inc.

  44. Conclusion • Do the paperwork: Evaluations • Call for help!!! • W. Paul Mettke • 512.443.4433 Extension 31 • pmettke@tecslink.com • Visit our web site at: • www.tecslink.com Texas Educational Consultative Services, Inc.

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