tea contracts, grants and financial administration updates. cg pfe updates.pdf · perkins statute...

DEPARTMENT OF CONTRACTS, GRANTS & FINANCIAL ADMINISTRATION

TEA Contracts, Grants and Financial Administration

Updates

Cory Green, Associate CommissionerContracts, Grants and Financial Administration

Texas Education Agency

© 2019, Texas Education Agency


The CGFA Fifth Priority


parents and communities have the right to engage and help drive financial, programmatic, and policy decisions

Intent of ESSA Statute


The successful implementation of the Every Student Succeeds Act and progress towards educational equity for all students depends on the meaningful inclusion of the parents and communities that represent students who are low income, of color, English learners, Native Americans, immigrants, or who have a disability.

The Leadership Conference Education Fund


ESSA statute requires parent/family engagement

Title I, Part A Section 1111. State plans. Section 1111(h). Annual state report card. Section 1112. Local educational agency plans. Section 1111(d). School support and

improvement activities. Section 1116. Parent and Family

Engagement.



Section 1119. Coordination Requirements. Section 1202. State Assessment Grants.

Migrant Section 1304. State Applications. Services. Section 1306. CNA and Service Delivery Plan;

Authorized Activities



Title I, Part D, Subpart 1 Section 1414. State Plan and State Agency

Application.

Title I, Part D, Subpart 2 Section 1423. LEA Applications.



Title II, Part A Section 2102. Subgrants to LEAs. Section 2103. Local Uses of Funds.

Title III, Part A Section 3102. Purposes. Section 3111. Formula Grants to States.



Section 3113. State plans… Section 3115. Subgrants to LEAs. Section 3116. Local Plans. Section 3121. Reporting.



Title IV, Part A Section 4001. Parental Consent. Section 4102. Definitions. Section 4106. LEA Application. Section 4108. Activities… Section 4109. Activities…

And more….



USDE Guidance on the federal requirements to ensure meaningful, two-way communication in an accessible language.


From USDE Guidance….

LEAs have an obligation to ensure meaningful communication with LEP parents in a language they can understand and to adequately notify LEP parents of information about any program, service, or activity of the LEA that is called to the attention of non-LEP parents.


Including but is not limited to information regarding—language assistance programs, special ed and related services, IEP meetings, grievance procedures, notices of nondiscrimination, student discipline policies and procedures, registration and enrollment, report cards, requests for parent permission for student participation in district or school activities,


parent-teacher conferences, parent handbooks, gifted and talented programs, magnet and charter schools, and any other school and program choice options.


For LEP parents who speak languages that are less common at a particular school, the school may use a cover page explaining in those languages how a parent may receive oral interpretation.

LEAs must provide language assistance to LEP parents effectively with appropriate, competent staff – or appropriate and competent outside resources. It is not sufficient for the staff merely to be bilingual.


IDEA statute requires parent/family engagement

§300.501—Opportunity to examine records; parent participation in meetings.

§300.306(a)(1)—Determination of eligibility. §300.321(a)(1)—IEP Team. §300.322—Parent participation. §300.503(a)—Prior written notice by the

public agency.


IDEA statute requires parent/family engagement

§300.505—Electronic mail. §300.504—Procedural safeguards notices. §300.9—Consent. §300.300—Parental Consent. §300.322(d)—Parent participation.

And more…


Perkins statute requires parent/family engagement

Section 118. Occupational and Employment Information.

Section 121. State Administration. Section 122. State Plan. Section 135. Local Use of Funds.

And more…


What Research ShowsParent and family engagement matters...


Selected Findings


89% of students in kindergarten through grade 12 had parents who reported receiving newsletters, memos, e-mail, or notices addressed to all parents from their child's school.

62% of students had parents who reported receiving notes or e-mail from the school specifically about their child, and

42% of students had parents who reported that the school had contacted them by telephone.

School Instigated Communications


89% of parents reported participating in a general school or a parent-teacher organization or association meeting;

78% of students had parents who reported attending a regularly scheduled parent-teacher conference;

School-related Activities


79% had parents who attended a school or class event;

43% had parents who volunteered or served on a school committee; and

59% had parents who participated in school fundraising.

School-related Activities


94% of students in kindergarten through grade 12 did homework outside of school.

86% of those students had a place set aside for homework in their home; and

66% had an adult in the household who checked that their homework was done.

Homework


Homework 83% of students in K—2 had parents who felt that

the amount of homework their child is assigned is "about right."

At higher grades, fewer parents agree…◦ students in grades 3—5 (75 %), ◦ students in grades 6—8 (73 %), and ◦ students in grades 9—12 (70 %).

Other findings…


Post secondary 1% of students in grades 6 through 12 had parents

who said that they did not expect their child to complete high school;

9% were not expected to pursue education after high school completion;

Other findings…


Post secondary 8% were expected to attend vocational or technical

school after high school; 15% were expected to attend 2 or more years of

college; 29% were expected to earn a bachelor's degree;

and 39% were expected to earn a graduate or

professional degree.

Other findings…


Hot Topics and Discussion Items


Federal Program Compliance Division◦ Anita Villarreal, Division Director◦ Didi Garcia, Director of Data Services and Titles

VI and VII Steven Pham, Web Applications Administrator◦ LaNetra Guess, Director of Private School

Services and Title I, Part D◦ Vivian Smyrl, Director of Program Implementation Vacant Title I Specialist

Department Reorg


Christina Villarreal, interim Division Director

Realignment of negotiators so one point of contact for each LEA

Aligns to commissioner’s view of customer service to LEAs

Grants Administration Reorg


Grant Negotiators


Ed-Flex

Individual Programmatic Waiver Application deadlines:◦ May 24, 2019, for a starting date of July 1, 2019◦ August 13, 2019, for a starting date of October 1, 2019

TTAA letter coming out next week


Released Thursday, April 4th

6-8 weeks earlier than normal

2019-2020 Planning Amounts


Contacts page released April 15, 2019 Application to release June 3, 2019

TTAA letter announcing schedule of releases coming soon

2019-2020 Mega-Consolidated Application


May 3 @ ESC 4 Houston May 13 @ ESC 11 Ft. Worth May 17 @ ESC 20 San Antonio◦ And streaming

May 31 @ ESC 15 San Angelo◦ And streaming

All trainings open to any LEA

2019-2020 Statewide Application LEA Trainings


Accurate LEA-level reservations

Not $1 to open the line; this is not the budget schedule where you have 25% variance

Insignificant reservations impact federal reporting, causes higher risk for state and consequently the LEA

PS3101


7 sites last year Low attendance

But, we are asked to do more sites Each ESC will replicate Next year, full day for campus level staff with

additional half day for administrators on statutory requirements for PFE

Statewide PFE Cluster Trainings


Expenditure Reporting Quick Reference Guide

New Resource Coming Soon


How LEAs get assistance?

Will TEA do a training statewide?

Program Validations


Title I, Part A – By mid September, all documents, checklists,

guidance will be posted Some repeat topics, some new topics

Program Validations


Worst compliance was in parental engagement area; any aspect of compliance involving parents

Best compliance was CNA/CIP

Written parent and translation policy validations still in progress….

Title I, Part A Validations


October 2018 through January 2019 13 sessions in person, TETN, ACET

Conference

No additional training planned this spring

PNP Training; Title I, Part D Training


TEA does not endorse or approve purchasing technology with ESSA funds

TEA received this guidance in writing from USDE

USDE received complaints from PNPs and is now rethinking this issue

TEA will revise guidance as necessary once USDE issues new guidance, if any

Purchasing Technology for ESSA PNP Equitable Services


TEA requires annually EDGAR requires every 2 years

Inventory of Equipment


Equipment at PNP should be inventoried and the LEA have internal controls to secure the equipment for any lengthy period of time PNP is closed or not operating a program, i.e., summers.◦ TEA advises LEAs to secure the PNP equipment

at the LEA unless it is secured to walls in a secured environment at the PNP

Inventory of Equipment


https://www.esc16.net/page/title1swi._PFE.Videos

New Title I Training Videos

https://www.esc16.net/page/title1swi._PFE.Videos


Responses to Questions asked During the Conference


Allowable is whether the expense is a statutorily allowable use of the funds, reasonable, necessary, and allocable

Allocable is whether the expense is chargeable or assignable to the federal funds meeting EDGAR requirements

Allowable v. Allocable Revised 04/29/2019


Reasonable, Necessary, and Allowable by statute is tested during the procurement process

Allocable is tested in the monitoring phase to determine proper use of the item procured

Allowable v. Allocable Revised 04/29/2019


Unfortunately, we do not have the staff and resources to produce additional FAQ documents at this time

Can the answers to these questions be posted in a FAQ and posted to the ACET website?


No, TEA staff is prohibited from speaking about pending legislation that has not been signed by the Governor

Can TEA please address SCE related to the latest legislative session?


You must have written policy and follow it, including having stated threshholds in policy

Follow ethics standards and most restrictive policy.

Vendors offering dinner to LEA staff. Is this a conflict of interest even if the amount per person is below the district limits?


Training, maybe. Review of documents is not feasible.

Can TEA provide free work sessions where we can get feedback on our documents as a proactive measure before we get randomly selected for validations/audits?


It depends. Follow local policy. May or may not be

allowed. If allowed, must meet EDGAR procurement

and FASRG procurement rules.

Are Amazon purchases allowable to meet EDGAR requirements?


No, the federal program director is administrative costs

The teacher and para certification requirements under TIPA are campus based and instruction based

Does Federal Program Director need any certification if paid by Title I, Part A?


Not until there is a statutory language change or new guidance from USDE

Will the Parent and Family Engagement in Title I turn into Parent, Family, and Community like Title III did?


My department will continue to support the ACET Conference as long as we are allowed to disseminate the information we need to share

ACET is moving spring conferences to San Marcos. Will TEA still send lots of TEA staff to make the conference worthwhile?


ESCs and their responsibilities are codified in TEC §8

ESCs will continue to disseminate this department’s information; if you have concerns email Cory directly

Can TEA Grants/Monitoring have frequent virtual meetings? We like direct interaction with TEA staff with PPT, rather than from the ESC.


No, you document the selection matrix from the RFP as the reason you selected the specific vendor

If vendor is selected from awarded RFP, then are 3 quotes & vendor selection rationale needed to demonstrate why select vendor from RFP list?


It depends. Yes, if the need is documented and the site

visit meets the ESSA definition of professional development.

The definition will likely be the reason it is not allowable….

Can Title II funds travel for site visits to another district for PD coaching purposes?


Under EDGAR, the threshold for securing services, equipment or supplies, or other property that do not cost more than $50,000 per individual service, aggregate equipment or supplies (such as 10 similar items of equipment at $5,000 each), or other individual property.

Once a district hits the competitive procurement threshold ($50,000 per FASRG) can it move down a level and just obtain 3 quotes?


Once that threshold hits $50,000 you must follow state FASRG rules

Once a district hits the competitive procurement threshold ($50,000 per FASRG) can it move down a level and just obtain 3 quotes?


EDGAR FAQ 7.1

Micro-purchase up to $10,000◦ Aggregate is defined by LEA and documented as

“like-type” of items

Reminder on procurement thresholds


EDGAR FAQ 7.1

$10,001 to $49,999 ◦ for securing services, equipment or supplies, or

other property that do not cost more than $50,000 per individual service, aggregate equipment or supplies (such as 10 similar items of equipment at $5,000 each), or other individual property



EDGAR FAQ 7.1

$50,000 and above ◦ Must follow state rules in FASRG

$150,000 and above◦ Add federal cost or price analysis to FASRG rules◦ anytime the purchase price exceeds $150,000 per

item or service



It depends on local policy regarding what type of policy requires board approval and what delegation authority the board has given the superintendent

Do local policies required board approval?


Most likely due to the two different situations related to supplement, not supplant

Why was my friend down the road told something was allowed with Title IV and I was told it was not allowed?


It is the LEA’s decision on how to administer the Title IV program, it is not required to be a campus level progam

Can Title IV funds be administered at the LEA level or must it be allocated to campuses to serve students?


2020-2021

Please address so everyone understands if Title II and Title IV are removed from 2020 federal budget what actual year that affects the districts?


The LEA must follow the most restrictive rules and treat all similar expenditures the same per EDGAR regulations

Can travel paid by federal funds follow stricter rules than other district funded travel (i.e., original receipts vs per diem)?


EDGAR FAQ 5.3

Can be coded either as part of travel or like a contracted services

Follow your local policy on it and treat all registrations the same

Are conference registration fees part of travel or not?


Is it required to provide transportation to homeless students to extracurricular or summer programs?


In addition to the budget schedule, PS3101, PS3107, and PS3099 must be opened in the amendment so the new amounts are calculated

Those schedules will normally then have to be adjusted to increase statutory set-asides

What schedules must be amended in the application at final allocation?


Assuming you have met the S/NS Methodology requirement….

The function of the assistant principal must be reasonable, necessary, allowable, and allocable to the Title I, Part A program on the campus

Can an asst principal be funded from a Title I campus allocation? If so, are there any duty restrictions (ex: LPAC administrator)?


It may be allowable, if you can document the need for the training, tie the administrator to the purpose of the training, and it is allocable to Title II

Are stipends for campus administrators allowable under Title II when attending an out of town training off contract?


Administrative costs is not clearly defined; however, an auditor will define it for themselves for their purpose

Both direct admin costs and indirect costs must be included in your admin costs budget

What's included in the administrative cost under ESSA? The General & Fiscal Guidelines define admin cost as both direct & indirect cost.


State rules are harder to justify sole source than LEA EDGAR rules

FASRG requires sole source to be determined by the LEA

Why can't the state do an RFP for sole source vendors? There are some large educational vendors that the state could determine are sole source and publish.


The LEA already determines sole source FASRG and EDGAR apply

How can we allow districts more flexibility to determine sole source?


3 different statutory requirements

MOE tests allocation of funds at the district level

Comparability tests equity between campuses Supplement, not supplant test actual costs

(except ESSA Title I makes it easier….)

Why doesn’t Comparability or MOE meet S/NS requirements?


Information is available on the Grants web site and in the application guidelines

Is there a website or training available for information on consolidation of administrative funds?


The Approval of Special or Unusual Costs form is for unique costs and used in limited circumstances

For Title IV, is an approved Request for Approval of Special or Unusual Costs required if LEA contracts with the Local Mental Health and Disability Authority?


Using CEP, what additional information do we need to gather to show eligibility for Title I?


ESEA requires an LEA to select a poverty measure from the following options:◦ Census poverty data◦ FRPL◦ TANF◦ Medicaid◦ A composite of any of the above measures.

Identified students under Community Eligibility are eligible under the Richard B. Russell National School Lunch Act


We will look into scheduling a couple of webinar trainings for LEA finance staff

Will you consider hosting a finance webinar so program staff can get their local finance staff to attend?


Program Directors and Division Directors in the Department of Contracts, Grants and Financial Administration

Potentially other TEA staff

Q&A Panel


Cory GreenAssociate Commissioner

Contracts, Grants and Financial AdministrationTexas Education Agency

(512) [email protected]


Copyright © Notice. The materials are copyrighted © and trademarked ™ as the property of the Texas Education Agency (TEA) and may not be reproduced without the express written permission of TEA, except under the following conditions:1. Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from TEA.2. Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of TEA.3. Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way.4. No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged.Private entities or persons located in Texas that are not Texas public school districts, Texas Education Service Centers, or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from TEA and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty.

For information contact: Texas Education Agency, 1701 N. Congress Ave.,Austin, TX 78701-1494; email: [email protected].

90

mailto:[email protected]

TEA Contracts, Grants and Financial Administration�UpdatesSlide Number 2The CGFA Fifth PrioritySlide Number 4Intent of ESSA StatuteSlide Number 6ESSA statute requires parent/family engagementESSA statute requires parent/family engagementESSA statute requires parent/family engagementESSA statute requires parent/family engagementESSA statute requires parent/family engagementESSA statute requires parent/family engagementESSA statute requires parent/family engagementFrom USDE Guidance….Slide Number 15Slide Number 16Slide Number 17IDEA statute requires parent/family engagementIDEA statute requires parent/family engagementPerkins statute requires parent/family engagementWhat Research ShowsSelected Findings School Instigated CommunicationsSchool-related ActivitiesSchool-related ActivitiesHomeworkOther findings…Other findings…Other findings…Hot Topics and Discussion ItemsDepartment ReorgGrants Administration ReorgGrant NegotiatorsGrant NegotiatorsEd-Flex2019-2020 Planning Amounts 2019-2020 Mega-�Consolidated Application2019-2020 Statewide �Application LEA TrainingsPS3101Statewide PFE Cluster TrainingsNew Resource Coming SoonProgram ValidationsProgram ValidationsTitle I, Part A ValidationsPNP Training; Title I, Part D TrainingPurchasing Technology for ESSA PNP Equitable ServicesInventory of EquipmentInventory of EquipmentNew Title I Training VideosResponses to Questions asked During the ConferenceAllowable v. Allocable Revised 04/29/2019�Allowable v. Allocable Revised 04/29/2019�Can the answers to these questions be posted in a FAQ and posted to the ACET website? Can TEA please address SCE related to the latest legislative session?Vendors offering dinner to LEA staff. Is this a conflict of interest even if the amount per person is below the district limits?Can TEA provide free work sessions where we can get feedback on our documents as a proactive measure before we get randomly selected for validations/audits?Are Amazon purchases allowable to meet EDGAR requirements?Does Federal Program Director need any certification if paid by Title I, Part A?Will the Parent and Family Engagement in Title I turn into Parent, Family, and Community like Title III did?ACET is moving spring conferences to San Marcos. Will TEA still send lots of TEA staff to make the conference worthwhile?Can TEA Grants/Monitoring have frequent virtual meetings? We like direct interaction with TEA staff with PPT, rather than from the ESC.If vendor is selected from awarded RFP, then are 3 quotes & vendor selection rationale needed to demonstrate why select vendor from RFP list?Can Title II funds travel for site visits to another district for PD coaching purposes? Once a district hits the competitive procurement threshold ($50,000 per FASRG) can it move down a level and just obtain 3 quotes?Once a district hits the competitive procurement threshold ($50,000 per FASRG) can it move down a level and just obtain 3 quotes?Reminder on procurement thresholdsReminder on procurement thresholdsReminder on procurement thresholdsDo local policies required board approval?Why was my friend down the road told something was allowed with Title IV and I was told it was not allowed?Can Title IV funds be administered at the LEA level or must it be allocated to campuses to serve students?Please address so everyone understands if Title II and Title IV are removed from 2020 federal budget what actual year that affects the districts?Can travel paid by federal funds follow stricter rules than other district funded travel (i.e., original receipts vs per diem)?Are conference registration fees part of travel or not?Is it required to provide transportation to homeless students to extracurricular or summer programs?What schedules must be amended in the application at final allocation?Can an asst principal be funded from a Title I campus allocation? If so, are there any duty restrictions (ex: LPAC administrator)?Are stipends for campus administrators allowable under Title II when attending an out of town training off contract?What's included in the administrative cost under ESSA? The General & Fiscal Guidelines define admin cost as both direct & indirect cost. Why can't the state do an RFP for sole source vendors? There are some large educational vendors that the state could determine are sole source and publish.How can we allow districts more flexibility to determine sole source?Why doesn’t Comparability or MOE meet S/NS requirements?Is there a website or training available for information on consolidation of administrative funds?For Title IV, is an approved Request for Approval of Special or Unusual Costs required if LEA contracts with the Local Mental Health and Disability Authority?Using CEP, what additional information do we need to gather to show eligibility for Title I?Slide Number 86Will you consider hosting a finance webinar so program staff can get their local finance staff to attend?Q&A PanelCory GreenSlide Number 90

tea contracts, grants and financial administration updates. cg pfe updates.pdf · perkins statute...

Documents