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Title III Part A Documentation Guidelines and Required Forms for Campus Use

This document outlines the necessary forms and guidelines for using Title III Part A funds during the 2009-2010 school year. It includes instructions for completing key documents such as the Implementation Log, Scientifically Based Research Assurance, Supplement Not Supplant Affidavit, Project Description, Budget Worksheet, Capital Outlay, and School Improvement Program Application. Each attachment provides essential details on required evidence of fund utilization, compliance with research requirements, budget management, and assurances that federal funds supplement rather than supplant state or local funding.

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Title III Part A Documentation Guidelines and Required Forms for Campus Use

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  1. Title III Part A Documents Information Required for Campus Use & Guidelines to Complete Documentation

  2. Completion Check-Off • Attachment A: Implementation Log 2009-2010 • Attachment B: Scientifically Based Research Assurance • Attachment C: Supplement, Not Supplant Affidavit • Attachment D: Project Description • Attachment E: Budget Worksheet • Attachment F: Capital Outlay • Attachment G: School Improvement Program Application

  3. Attachment A: Implementation Log – 2009-2010

  4. Attachment A: Implementation Log 2009-2010Explanation • This is a summary of Title III expenditures during the present 2009-2010 School Year • Your Title III objectives must be correlated to Campus SIP • Should contain items under Strategies and Activities where the funds have been used, such as: (a) Staff development; (b) Instructional support and materials; (c) Technology; (d) Parent support/education and (e) Other • Keep copies of all documentation for YOUR records. • Has to include: • Materials purchased with the funds during the 2009-2010 School Year • Date of Completion by month, date and year • Evidence of Completion, i.e. sign-in sheets, purchase orders, etc.

  5. Examples of Implementation Logs

  6. Attachment B: Scientifically Based Research Assurance

  7. Attachment B: Scientifically Based Research Assurance, Explanation • This form must be completed by the vendors and signed by both the principal and the vendors • The purpose of this form is to document evidence that the research findings of those instructional materials or programs to be purchased, comply with the scientifically based research requirement

  8. Attachment C: Supplement, Not Supplant Affidavit

  9. Attachment C: Supplement, Not Supplant Affidavit Explanation • This form ensures that the level of state and local support for programs remains at least constant and is not replaced by federal funds • Federal funds may not be used to provided services required by state law, state board of education rule, or local policy • Funds may not be diverted for other purposes because of the availability of these federal funds • Supplement means to: add; enhance; expand; increase or extend (i.e., instructional materials that are not associated or related to the textbook adoption) • Supplant means to take the place of or replace (i.e., student desks, items included in the adoption, such as extra textbooks and workbooks)

  10. Attachment D: Project Description

  11. Attachment D: Project DescriptionExplanation • Describe the needs on campus, for which, Title III, Part A funds have been designated for 2010-2011 • This form is related to the School Improvement Plan • Describe the school goals and strategies that are related only to the use of Title III, Part A funds • Services must be directly related to student achievement • For examples of allowable activities see Appendix A-D, General information pg. 5-14 of the Title III, Part A Procedures and Budget Manual.

  12. Attachment E: Budget Worksheet

  13. Attachment E: Budget Worksheet Explanation • Principals will fill out budget electronically. This is a copy that may be sent to Title III for documentation. • The only columns your school shall use are: • Column 11: Student Instruction • Column 13: Staff Development (Teachers) • Column 61: Community (Parents) Budget Description Codes: • 6100 – Substitutes, extra duty pay ONLY • Schools may NOT pay EXTRA DUTY PAY to HOURLY SUPPORT STAFF with Title III Funds. • 6200 – Consultants and contracted services (if services are provided by HISD then no external contractors are allowed) • 6300 – Materials and supplies • 6400 – Field-trip, in-district/out-of-town travel and conference registration fees. NOTE: Be prepared to present information that you have gained from your conference experience . • 6600 –Technology (including hardware or software, over $500.00 per item) and/or other equipment-This (6632) line will not be opened until approval is gained from TEA. Monies can be placed in 6399-Supplies until TEA approval.

  14. Attachment F: Capital Outlay

  15. Attachment F: Capital Outlay • What it is: • Any single item over $500 – technology or software • What it is not: • Library books • Must be approved by TEA in advance, and: • The school will be notified and purchase (s) may proceed. • Once approved, cannot change the item requested. • Cannot request more money – but can still buy the item, if it costs less than originally requested.

  16. Attachment G: School Improvement Program Application

  17. Attachment G: School Improvement Program Application • This form must be submitted with the Capital Outlay form • How the funds will be used for SIP • A statement of how this item will improve student learning must be included • A statement of how this item will positively impact student achievement and growth must be included

  18. Important Reminders • Inventory purchased with Title III funds • It should only be used with LEP students. • It should be labeled and be readily available if an auditor requests to see the item • Be prepared to submit an inventory list of all technology and software (over $500.00) purchased with Title III funds.

  19. Contacts • Trudy Freer, Manager • 713-556-6961 • talvarez@houstonisd.org • Martha Ewane, Senior Budget Analyst • 713-556-6961 • mewane@houstonisd.org • Elizabeth Celeste Humphries, Title III Supervisor • 713.867.4213 • ehumph1@houstonisd.org • Cristina Cruz-Wiley, Title III Instructional Coordinator • 713.556.6961 • mcruzwi1@houstonisd.org

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