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PAFPC 2013 Regional meeting

PAFPC 2013 Regional meeting. 44th  PAFPC Annual Conference April 14-17 2013 Westin Hotel, Pittsburgh, PA. Admin Support. Kelly Gallatin kgallatin@pa.gov 717-783-3403 Education Administration Associate IUs 8, 11, 16. Philip Cooper phcooper@pa.gov 717-783-9161 Administrative Assistant

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PAFPC 2013 Regional meeting

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  1. PAFPC 2013Regional meeting 44th  PAFPC Annual ConferenceApril 14-17 2013Westin Hotel, Pittsburgh, PA

  2. Admin Support • Kelly Gallatin • kgallatin@pa.gov • 717-783-3403 • Education Administration Associate • IUs 8, 11, 16 • Philip Cooper • phcooper@pa.gov • 717-783-9161 • Administrative Assistant • IUs 8, 11, 16

  3. Vacant 717 783 1330 IUs 2, 26 New Coordinator Trainings ISP Conference & Monitoring Kelly Iorfida kiorfida@pa.gov 717 783 6543 Technician IUs 2, 26 Monitoring Charter School Manager Karen Trissler ktrissler@pa.gov 717 787 7278 Support Staff IUs 2, 26 Team 1

  4. Team 2 • Norma Hull • nhull@pa.gov • 717-783-7790 • School Improvement • IUs 8, 11, 16 • Virginia Baker • vbaker@pa.gov • 717-783-9164 • Rural & Low-Income • SIG • IUs 1, 3 • Yvonne Cobb • ycobb@pa.gov • 717-783-6907 • Technician • IUs 1, 3, 8, 11, 16 • Lennette Wilson • lwilson@pa.gov • 717-787-7372 • Support Staff • IUs 1, 3, 8, 11, 16

  5. Team 3 • Don McCrone • dmccrone@pa.gov • 717-783-6902 • Title I D • Title IIA • IUs 10, 17, 18, 19 • Tucker McKissick • tmckissick@pa.gov • 717-783-3381 • Nonpublic • Waivers • IUs 4, 7, 27, 28 • Tracy Rapisarda • trapisarda@pa.gov • 717-787-7117 • Technician • IUs 4, 7, 10, 17, 18, 19, 27, 28 • Erin Oberdorf • eoberdorf@pa.gov • 717-787-7135 • Education Administrative Associate • Comparability • SES

  6. Team 3 (cont’d) • Jenny Zarefoss • jzarefoss@pa.gov • 717 787 8632 • Support Staff • 4, 7, 10, 17, 18, 19, 27, 28

  7. Team 4 • Cindy Rhoads • crhoads@pa.gov • 717 783 9167 • eGrants • 21st Centaury • IUs 22, 23, 25 • Jesse Fry • jefry@pa.gov • 717 783 6829 • Title IIB • Title III • IUs 12, 13, 15 • Barb Kuhn • bkuhn@pa.gov • 717 783 6901 • Technician • IUs 12, 13, 15, 22, 23, 25 • Angela McGeehan • amcgeehan@pa.gov • 717 783 6908 • Support Staff • IUs 12, 13, 15, 22, 23, 25

  8. Team 5 • Maria Garcia • mariagarci@pa.gov • 717 783 6904 • Schoolwide Program Manager • IUs 14, 20, 21, 29 • Erin Derr • jder@pa.gov • 717 787 7815 • SPAC • IUs 5, 6, 9, 24 • Reba Kansiewicz • rkansiewic@pa.gov • 717 783 6903 • Technician • IUs 5, 6, 9, 14, 20, 21, 24, 29 • Cheryl Watts • cwatts@pa.gov • 717 787 8631 • Support Staff • IUs 5, 6, 9, 14, 20, 21, 24, 29

  9. Conference Highlights • Use handout labeled “2013 PAFPC Reference Guide” to help organize your conference experience. • NEW! Single Audit-related sessions for CPE credit. See conference guide booklet. • General session speakers. Topics include ESEA waivers, school performance report cards, eGrants changes, and parent involvement.

  10. Sequestration • 5% reduction built into 13/14 preliminary allocation – may be more… • All states not hit equally by sequestration – 5% reduction at national level, before state allocations are determined • Hold-harmless priority over 4% SI set aside – may not be enough to fully fund SI, state admin distinguished schools etc. • Projections assume level funding

  11. Status of Federal funds for 2013-14

  12. EGrants • NEW System for 2013-14 • Electronic Signatures • System will open early to set up user rights for LEA staff. • System will open for applications when preliminary allocations are finalized and loaded. • Preview new system at conference

  13. NEW eGrants To Do List • When you return to your LEA: • Ensure eSignature is an item on your next Board agenda • Send Board resolution naming the person authorized to sign contracts on behalf of your LEA to PDE • Identify the person(s) in the LEA who will need user rights to complete federal programs applications • Access system to get users set up when that functionality becomes available. • Information was sent out to current Superusers in eGrants and our FPC distribution lists.

  14. E-Signature • Correspondence was mailed to Superintendents and CEOs the week of March 18. • PDE needs copy of resolutions signed by the Board authorizing one person in the LEA to have the eSignature capability to sign off on grants and applications on behalf of the LEA • Superintendents, IU Executive Directors, Charter School CAO/CEOs • Legal office will review resolutions and persons named. Upon approval, the eGrants team will set that person up with the eSignature capability in the new system.

  15. Certification Updates • Who may implement Title I reading? • PreK-4, 4-8, K-6, English and Communications 7-12. • Who may diagnose and determine, as well as implement, the Title I remedial plan? Reading Specialist. • See handout

  16. FISCAL ISSUES

  17. Process for Completing FERs • When all grant funds have been obligated: • Submit a Final Expenditure Report (FER) in eGrants to close out project and release the final payment. • Compare actual expenditures to most recent approved budget on eGrants: • If all categories are within 20% of the approved budget total for each line, proceed with creating a final expenditure report. • If any budget line item total exceeds 20% of the approved total, submit a budget revision for approval prior to creating an FER.

  18. Final Expenditure Reports • Important: • IF FER is created BEFORE a budget revision is done • LEA must delete the FER • Recreate the FER - AFTER the budget revision is submitted/approved

  19. Final Expenditure Reports • Due Dates– 30 days after funding period ends or as soon as funds are liquidated • Carryover – One full year extension (October 1-September 30) • Electronic Form – 2006-07 Mandatory On-line submission • FER Instruction Guide – e-Grants & PDE Website • Financial Accounting Information/FAI – Payment Status • Equipment – Amountmust match last approved budget

  20. Final Expenditure Report from Previous Year Carryover Carryover – 1 full year extension • If LEA requested “carryover”, an additional year is given to expend funds • FER is due within 30 days of obligating all funds • Carryover funds remain in and must be reported with the original project year in which they were allocated

  21. 3-Year Carryover Waiver Cycles LEAs May Only Use Title I Carryover Waiver One Time Every 3-Year-Waiver Cycle: Funds 3-Year-Cycle:Requested in Application: 2007-2008 2008-2009 2008-2009 2009-2010 2009-2010 2010-2011 2010-2011 2011-2012 2011-2012 2012-2013 2012-2013 2013-2014 2013-2014 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017

  22. Status of PA Funds for DFP (projected by USDE, as of 3/7/13)—includes Formula & Sequestration Percent of Reductionfrom 2012-13 Levels for Major Programs: • Title I, Grants to LEAs (-7.35%) • Title II, Improving Teacher Quality(-4.2%) • Title III, English Learner Education (-3.2%) • School Improvement Grant (-10.1%)

  23. QUARTERLY REPORTS

  24. Quarterly Reports • Reconciliation of Cash on Hand • Quarterlies should reflect LEA’s account status through end of quarter • Due 10th working day of January, April, July & October • LEA completes/submits Quarterly Reports via FAI system/ED Hub Web Portal • Monthly program payments may be suspended due to: • Quarterlies not submitted in a timely manner • Quarterlies showing excess cash on hand

  25. Best Practices • Under budget a bit when preliminary allocations are given – you may lose some when finals hit – non pubs as well • Late submission of amendments, especially downwards, may result in overpayments that must be returned • Rapid drawdowns before final allocations may result in returned funds and/or audit findings • If over $120,000 must place in interest-bearing accounts and return interest over $100

  26. Quarterly Report Contact: • For questions regarding your • Quarterly Report, contact: COMPTROLLER’S OFFICE • (717) 425-6797

  27. Educational Names and AddressesSchool Configuration Things to Remember • We rely on EDNA for Current Information • We ask that you notify us if there is a building change (name change or address change) or personnel change as soon as possible! • Some things can be updated by your portal EDNA Updater. Principal Address School Web Address Phone Number • PDE Updates EDNA School Building information between June and August. If you have a school closure or new school opening, name change or moving students you must let School Services know during this window of opportunity! • Superintendent changes must include the board notes that appoint the new superintendent. Contact Denise Wolfgang for more information regarding this processvia email at: dwolfgang@pa.gov

  28. Educational Names and AddressesSchool Configuration Please remember that the following changes must include “official documentation” that approves the following information: • School Name Changes • Adding a New School • Closing a School • Grade Span Changes • Moving Students within the District These changes can only be made between June 15th and August 15th! For more information contact: RA-school-configs@pa.gov

  29. For more information, please go to this web site: http://www.education.state.pa.us and type “reconfiguration in the Search box located in the upper left hand corner. Click Go. Select the first item from the returned results list.

  30. Schoolwide • Schoolwide schools must conduct an annual review of the Schoolwide Program • Annual Review must answer two main questions: • Was the program implemented as the SW planning team intended? • Was there improvement in student achievement, particularly for the lowest- achieving students?

  31. Interested in becoming a SW school? • First steps: • Send the “Intent to plan a SW program” form to your regional coordinator • Submit a waiver request if the school falls between 30%-40% poverty (free and reduced lunch) • Required application for 2013-2014 • School Level Plan ANDSchoolwide Addendum OR DFP Schoolwide Template

  32. Schoolwide Programs • The Schoolwide Template has been revised • Schools must use the current (March 2012) Schoolwide template • To find the revised Schoolwide template: • Go to www.education.state.pa.us • Click on “Programs” in the left column • Click on “Programs D-G” • Click on “Federal Programs” • Click on “Title I” • Click on “Title I Schoolwide Programs”

  33. Schoolwide Program Requirements • 40% poverty threshold (unless waived by PDE) • One year of planning prior to implementation (unless waived by PDE) • Annual evaluation of the program effectiveness • 10 implementation components

  34. Schoolwide Program:Three Core Elements • Comprehensive Needs Assessment on a yearly basis. • Comprehensive Plan • Annual Review of the SW plan’s effectiveness.

  35. Schoolwide Programs • FYI - If you are using the DFP schoolwide template as your schoolwide plan, make sure you are using the latest DFP schoolwide template which was last updated 3/2012.

  36. Title I and Homeless Students

  37. Who is Homeless? • A. individuals who lack a fixed, regular, and adequate nighttime residence… • B. Includes • Sharing the housing of other persons • Living in motels, hotels, or camping grounds • Living in emergency or transitional shelters • Abandoned in hospitals • Awaiting foster care • Nighttime residence not ordinarily used as a regular sleeping accommodation • Living in cars, parks, public spaces, abandoned buildings substandard housing, bus or train stations • Migratory children • Unaccompanied homeless youth

  38. Homeless StudentsAutomatic Eligibility • Homeless are automatically eligible for Title I, whether or not they attend a Title I school • This acknowledges that the experience of homelessness puts children at risk • Title I is used only after all other funds have been exhausted

  39. Mandatory Reservation of Funds • According to Title I, Part A, LEAs must reserve (or set aside) such funds as are necessary to provide comparable services to homeless children who are not attending Title I schools. [20 USC6313(c)(3)]

  40. Suggestions for Services • Before-school, after-school, and/or summer programs with an educational focus • Outreach services to help identify homeless children and advise them of available school programming • Basic needs such as school uniforms, school supplies, and health-related needs

  41. Suggestions for Services (cont) • Counseling services • Supplemental instruction • Parental involvement programs • Programs for highly mobile students • Data collection

  42. NonPublic Services The most common issue: A non-public school wants to change their student count during the school year or Amendment time (some time in January/February). No changes to the student count shall be made to the Consolidated application after the application has been submitted, except when there are no students being served at a non-public school.

  43. NonPublic Services For example, an LEA reported that there would be: • Title I low income students attending a non-pub school in the fall. • Remember, eGrants is written in the spring. So, the LEA is working on numbers that they determined last October. At Amendment time: • It turns out that there are NO low income students attending that school in the fall, or no students are receiving services. • Therefore, the student count will be changed and the school is removed.

  44. NonPublic Services One more quick question. Question - What is allowable for Non-public services under Title II? Answer – Professional Development is the only service that is allowable.

  45. Title IIA • IIA remains in effect and is not part of ESEA waiver – except for Section 2141 • Will be able to transfer 100% of IIA into IA with waiver – now limited to maximum 50% • Under full reauthorization proposed 25% of national allocation to be used for competitive grants focused on alternative paths to entering the profession and improving the effectiveness of education staff • CSR proposed to be phased out.

  46. Title III Update • Title III Fiscal Manager: Jesse Fry (jefry@pa.gov) • State ESL/LEP Contact: Linda Long (lilong@pa.gov) • Nonpublics require same consultation as with Title I • Service by district boundary rather than student residence • Allocations are derived by student counts entered in two systems: • Public numbers into the PIMS system • Nonpublic numbers into the LEP system

  47. Rural Education Achievement Program (REAP) • Small and Rural School Achievement (SRSA) • Administered at the federal level • 11-12 funding – $404,368 (19 LEAs) • 12-13 funding - $392,499 (20 LEAs) • 13-14 funding - $422,778 • Rural Low-Income Schools (RLIS) • Administered by PDE • 11-12 funding - $1,435,710 (37 LEAs) • 12-13 funding - $1,907,933 (57 LEAs) • 13-14 funding - $1,305,103

  48. REAP Eligibility • SRSA • Less than 600 students in LEA • Designated as rural by USDE (Locale Code 7 or 8) • RLIS • Poverty Level of 20% or more (based on census, not Free/Reduced Lunch) • Designated as rural by USDE (Locale Code of 6, 7 or 8)

  49. REAP Allocation Formulas • SRSA • USDE calculates initial allocation based on a formula using Average Daily Attendance (ADA) • THEN – Subtracts Title IIA allocation • RLIS • PDE calculates per pupil amounts based on ADA for all eligible LEAs

  50. Title I (1003g) School Improvement Grants (SIG) • Competitive Grant for PA’s poorest performing schools • Must choose one of four reform models • Turnaround • Transformation • Restart • Closure

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