Grants Management 101: What you need to know

Thursday, April 19, 2018 – Session F13

Presented by:

Cheryl S. Wald, CPA, CFO, Chief Financial Officer – Mason Public Schools

Glenna MacDonald, CPA, CFO , Director of Finance – Howell Public Schools

Objectives for the session:

• Big picture planning

• Access to grant resources (MEIS)

• Annual grant planning schedule

• Websites of interest: MDE and MSBO

• Other things you need to know

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Grant Planning

• Working with curriculum. It’s a team effort.

• Working with Field Services rep. Use as a resource.

• Always ask questions

• Phone a friend

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How do I get access?• MEIS: Superintendent must authorize all access. Obtain MEIS #.

• Obtain authorization for all related websites. Most common are:

• MEGS+ (Finance and Curriculum should both be level 5)

• CMS

• Child Nutrition Program

• CEPI: FID

• GEMS/MARS

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Access to Grants – MEIS

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2017-18 Office of Field Services (OFS) Applications Schedule

2017-18 Consolidated Application Schedule

Key Date Activity

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February 2017

Local Educational Agencies (LEAs)/schools utilize the AdvancED

– Michigan Department of Education (MDE)/Adaptive System of School Improvement Support Tools (ASSIST) website to ensure timeliness of revisions/submissions for:

o Education YES! District Systems Review (DSR), School

Systems Review (SSR), Interim Self-Assessment (ISA), and Self-Assessment (SA)

o School Data Analysis (SDA)

o District Improvement Plan (DIP)

o Single Building District Improvement Plan (SBDIP)

o School Improvement Plan (SIP)

June 2, 2017

MDE posts estimated program allocations on the OFS website for Title I, Part A; Title I, Part C – Education for Migratory Children; Title II, Part A; and Title III, Part A – Language

Instruction for English Learners

April-May 2017 MDE disseminates Federal Consolidated Application program planning guidance: workshops, conferences, etc.

Evalu

ati

on

I

December-March 2017 * LEAs conduct formal evaluation of existing supplementary programs and DIP/SBDIP/SIP

March 2017 LEA central office reviews evaluation data to determine effectiveness and impact on student achievement

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EA

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March-April 2017 Consultation between LEAs and private schools is completed

March 20, 2017 ** Recommended date for completion of the annual revision of SIP

March 20, 2017 Submission date for SSR, ISA, and SA data via the AdvancED – MDE/ASSIST website

April 3, 2017 ** Recommended date for completion of DIP or SBDIP

April 21, 2017 Submission date for DSR, District ISA, and District SA data via the AdvancED – MDE/ASSIST website

April 28, 2017 ** Recommended date for draft budget of school and LEA-level Federal programs

June 2017 MDE opens the Title I School Selection (TISS) Application and Consolidated Application in the Michigan Electronic Grants

System Plus (MEGS+)

June 30, 2017 Submission date via AdvancED – MDE/ASSIST Website: DIP or SBDIP; if applicable, SIP, for MDE-approved Schoolwide Consolidation Schools; and Program Evaluation Tool (PET)

August 29, 2017 MDE notifies Title III, Part A, Language Instruction for English Learners subrecipients of the need to form consortia

September 18, 2017 Deadline for forming Title III, Part A - Language Instruction for English Learners consortia

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Websites

• MDE Office of Field Services ( now known as Office of Student, School, and District Supports (OSSDS))– www.Michigan.gov/mde/ofs

• MSBO – www.msbo.org

• MEGS+ - https://mdoe.state.mi.us/MEGSPlus/Login

• CMS - https://mdoe.state.mi.us/CMS

• GEMS/MARS - https://mdoe.state.mi.us/gems/user/login

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Other Areas of Importance

• Supplement vs. Supplant

• Carryover differences between grants

• Private school participation

• Cash Draws: frequency and calculations. Accrual considerations.

• Title I Comparability & TISS

• Obligation date

• Final Expenditure Report (FER) filing

• UGG and procedure manual

• New purchasing requirements 10

Supplement vs. Supplant

• Funding is for additional resources, not replacement of GF resources

• Federal funding should not be used to fund programs currently paid for by GF

• Can not be used to fund basic services required to be provided to all students

• Common use of Title Ia funds:

• Teachers/parapros

• Examples of Supplemental programs for Title Ia:

• Summer school programs

• After school programs

• Tutoring during the day (pull out program)11

Private School Participation

• Send letters

• Determine schools to send letters (website to determine schools to include: MDE flexible learning options/school options/non-public and homeschool. In GEMS)

• In district vs. out of district funding (determines funds access)

• Determine participation

• Planning meeting

• Document all procedures

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Cash Management

• Draw funds throughout the year.

• Monthly

• Quarterly

• Also, last draw should be close to the end of August to support any receivable recorded at June 30th.

• Caution for July and August draws for actual funds dispersed.

• Documentation for all requests.

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Obligation Date

• Typically must file by June 30 to obtain a July 1 obligation date

• Timing of filing will affect obligation date and when expenditures can be charged to grant.

• Work closely with curriculum dept. to plan what obligation date you are working towards.

• Final submission date for original consolidated application is November 30. Must have Consolidated app. and TISS.

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Carryover differences between grants:

• Title I: Must spend 85% of budget annually. If less than 85%, can only carryover unspent dollars once every three years.

• Title IIa: No limitation.

• 31a: Must spend current year allocation by end of the second year. Do not recommend not spending your allocation, because MDE is looking at this more closely.

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QUESTIONS?

Presented by:

Cheryl S. Wald, CPA, CFO – Mason Public Schools

Glenna MacDonald, CPA, CFO – Howell Public Schools

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