PAFPC 2012 Regional meeting

1. PAFPC 2012Regional meeting

2. Division of Federal Programs • Administers federal programs for LEAs in Pennsylvania • Allocations • Approve Programs and Expenditures • Technical Assistance • Compliance • Monitoring • 14 Programs (No Child Left Behind)

3. Cindy Rhoads crhoads@pa.gov 717 783 9167 IUs 22, 23, 25 eGrants 21st Century Jesse Fry jefry@pa.gov 717 783 6629 IUs 12, 13, 15 ARRA quarterly project inventory MSP Title III Fiscal Susan McCrone smccrone@pa.gov 717 783 1330 IUs 2, 26 New Coordinator Trainings ISP Conference & Monitoring SPAC Virginia Baker vbaker@pa.gov 717 783 9164 IUs 1, 3 SIG (School Improvement Grant 1003g) REAP DFP Contacts

4. Don McCrone dmccrone@pa.gov 717 783 6902 IUs 10, 17, 18, 19 Title I D Title IIA Comparability TBD (Don McCrone) 717 783 3381 IUs 4, 7, 27, 28 Nonpublic SES Maria Garcia-Morales mgarcia-mo@pa.gov 717 783 6904 IUs 14,20,21,29 SchoolwidePrograms Homeless Norma Hull nhull@pa.gov 717 783 7790 IUs 8, 11, 16 Title I School Improvement DFP Contacts (con’t.)

5. Jo Beth McKee jobmckee@pa.gov 717-787-7815 DFP Contacts (con’t.)

6. DFP Partnership with PAFPC/Eduplanet • Social Learning/Networking Platform • http://PAFPC.eduplanet21.com\ • Deliver content related to all federal programs • Program • Fiscal • Monitoring/Compliance • Training • Sharing Effective/Best Practices between all federal program coordinators in the State through various communities • Calendars, to-do lists, events, reminders AND MORE!!

7. Eduplanet Highlighted Sessions • Various sessions anticipated to be of high interested are being videoed and made available for review after the conference by PAFPC members. • Comparability Changes • Regional Meeting • 21st Century Pre-Grant Workshop • Others

8. Status of Federal funds for 2012-13

9. Anticipated Increases/Decreases • Funding Increases: • Title I, Improving Basic Programs (+3.6%) • Rural & Low Income (+2.6%) • Title III, English Learner Education (+7.4%) • Funding Decreases: • Title II, Improving Teacher Quality (-0.02%) • School Improvement Grant (-0.2%) • Title II, Math & Science Partnerships (-9.7%) • For additional information on funding: Kelly Gallatin’s workshop

10. Applying for 2012-13 Federal Funds • New 2012-13 Application open in eGrants later in the Spring • 2012-13 Funds become available to states/LEAs on July 1, 2012 through September 30, 2013 • Tydings Amendments authorize carryover of unused 2012-13 funds through September 30, 2014 (total of 27 months) • Date of submission of application for state approval through eGrants determines start date.

11. eGrantsChanges in 2012 • Minimal Changes to system for 2012-13 • Consortium Leads now have a check-box/bypass to indicate sections of narrative that do not apply to consortiums. • Wording changes in narrative for clarification.

12. Reminder • Narratives and budgets do NOT rollover from previous year. • Must complete all sections each year. • Provide a comprehensive answer explaining how you will use federal funds for the 2012-13 school year. • Do not include information on non-federal grants unless they are used to align/supplement your federal grant dollars. • eGrants = State Approved Program • Revise as necessary throughout the program year to reflect actual activities and budgets.

13. Common Issues with Consolidated Applications Problem: Funds that are accounted for on the Reservation of Funds Page or on the Selection of School page (nonpublic instructional costs) are not accounted for properly on the Budget. Remedy: Utilize the Administrative Manual for proper fund coding.

14. Common Issues with Consolidated Applications (continued) • Problem: The dollar amounted derived for nonpublic services on the Reservation of Funds page and Selection of Schools page (and on the Budget) do not match the Nonpublic Signoff • Remedy: Check this carefully as nonpub personnel are hard to find after initial signoff!

15. Common Issues with Consolidated Application (continued) • Problem: The entire allocation is not budgeted and therefor applied for. • Remedy: Keep in mind that in “data-entry” mode there are three budget screens that only collapse into one final budget once submitted. Also, make sure balance is “zeroed-out”.

16. Common Issues with Consolidated Applications (continued) • Problem: The budget and the narrative (Consolidated LEA Plan) do not match. • Remedy: Utilize the coding and program allowable expenditure guidances as provided in the Administrative Manual.

17. Common Issues with Consolidated Applications (continued) • Problem: In the section labeled “Title I Program Description” (within the Consolidated LEA Plan) the LEA is asked to enter the “Estimated # of minutes/week for Supplemental Title I Instruction”. Often entered incorrectly. • Remedy: Enter the average per student.

18. Common Issues with Consolidated Applications (continued) • Problem: In the Parent Involvement section of the narrative (Consolidated LEA Plan) there has been some confusion over what dates/timeframes are reasonable. • Remedy: “Parent Input on Current Title I Application for Funds” must be completed prior to the start of the school year.

19. Common Issues with Consolidated Applications (continued) • Remedy: “School –Level Policy/Plans”, “LEA Parent Involvement Policy”, “Parent/School Compacts”, “Annual Title I Parent Meeting”, and “Parent Right to Know Qualifications of Teachers” must be completed in September or October. • NOTE: all other categories can be ongoing.

20. Common Issues with Consolidated Applications (continued) • Problem: Buildings in School Improvement I or II (including Making Progress) must reserve 10% of the Selection of Schools derived allocation for 2270/Professional Development • Remedy: Check the http://paayp.emetric.net/ website for current and anticipated AYP statuses

21. Common Issues with Consolidated Applications (continued) • Problem: The incorrect program type has been selected on the drop-down box on the Selection of Schools page. • Remedy: Before completing this section determine if buildings are Targeted, School Wide, Eligible through Grandfathering Clause, Ineligible, or Eligible but not served

22. Common Issues with Consolidated Application (continued) • Problem: Not completing and submitting the necessary paperwork to PDE/School Services Office when one or more of their buildings closes or reconfigures. The Selection of Schools process cannot be completed. • Remedy: Please contact School Services at RA-school-configs@pa.govor 717-214-8212 for closings or reconfigurations.

23. Admin User Rights in eGrants • Effective Immediately, please contact the Admin in your LEA that has super user rights. • Some LEAs may have more than one person listed. • Our office will no longer be editing anyone’s who has or does not have user rights. • This is to protect accessibility to your LEA in eGrants.

24. FISCAL ISSUES

25. 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.

26. 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

27. 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

28. 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

29. QUARTERLY REPORTS

30. 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

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

32. Program Updates

33. Title I • Important changes in 2012-13 relating to Comparability • Don McCrone’s session • Available on Eduplanet for review after the conference • Anticipated 3.6% increase in funding at the state level • PA did NOT submit for the NCLB waiver offered by USDE • Requested change in Accountability Workbook to freeze AYP targets at the 2012-13 level.

34. Reminders for Current Year • 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?

35. 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 reduce lunch) • Required application for 2012-2013 • Comprehensive Plan (latest version) • SWP template

36. Schoolwide Programs • The Schoolwide Template has been revised • Schools must use the current (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”

37. 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

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

39. Title I and Homeless Students

40. 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

41. 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

42. 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)]

43. 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

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

45. Sabbaticals • Title I may be charged to pay the cost of sabbatical leave for Title I funded employees. • Cost of leave multiplied by years of service. (expressed as a decimal for less than 10 years e.g. .7 for 7years of service). • If total cost exceeds the cost if the employee did not go on sabbatical then an assurance that the Title I program will not be reduced in size, scope, or quality will be required.

46. NonPublic Services • Reporting Nonpublic Expenditures • Instructional Costs • Line 1500 • Equals total instructional allocation in: • Non Public Involvement section • Selection of Schools step 3 • Parent Involvement Costs • Include with other PI; line 3300 • Professional Development Costs • Include with other PD; line 2270 • Summer School Costs • Include as Instructional; line 1500 • Administrative Costs • Line 2280 • Comes out of district admin; not Non Public Instructional

47. NonPublic Consultation • Title I • Contact all nonpubs that students within the district boundaries may attend • Title III • Contact all nonpubs within the district boundaries • Same requirements of consultation as Title I • Title III funds to the district increase with each nonpublic student listed

48. NonPublicTimeline • Nov - Dec: • Initiate contact • Interest survey • Data collection • Dec – March • Obtain student data • Start of consultation • Examine NP needs • April – June • Design final program • 3rd party contracts • Assess previous year’s program • Submit application

49. NonPublic Timeline (cont.) • July – Aug • Schedule • Teachers • Students • 3rd party provider • Facilities • Parent notification • Sept • Start NP services at same time as public services

50. Comparability • DFP moving from a staff-to-student calculation to a per-pupil expenditure formula. Both available for the upcoming year but eventually the old method will be phased out. • Panel Discussion: Pittsburgh’s approach • Tuesday, 8:00, Empire D • Don McCrone: Comparability presentation • Tuesday, 9:15 Wild Rose A and B • Wednesday, 8:00 Empire A and B