Title I Technical Assistance Training

Federal and State Programs

WelcomeIntroductionsMaterials and Handouts

Title I Contacts (Yellow folder)• Department of Federal and State Programs

Contact List• Title I Allowable Expenses• Title I Food Purchase Audit Compliance

Checklist• Title I Travel Audit Compliance Checklist• Title I Field Trip Audit Compliance Checklist• Title I Tutorial Guidelines• FY13 Audit Checklist by Folder• FY13 Audit Checklist by Month• Title I Faculty presentation verification• Title I Contact Handbook

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Goal of Title I

To help ensure that all children have the opportunity to obtain a high-quality education and reach proficiency on challenging state academic standards and assessments

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Benefits of Title I

• Additional funding to supplement the existing curriculum

• Parent involvement

• Highly effective staff

• Staff development

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Title I Eligibility

• Based on number of students who qualify for free or reduced priced meals, ages 5-17

• Percentages posted on School Food Services website http://www.palmbeachschools.org/sfs/reports/Title1.pdf

• “Date Certain” (FY14 - December 21, 2012)

• Schools ranked by percentage

• Academic Leadership Team sets Title I cutoff

• FY13 eligibility set at 49.5%

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Schoolwide Programs

• All Palm Beach County Title I schools are schoolwide programs

• Serve all students in the school, but require special focus for lowest achieving students

• All staff, resources, and classes are part of the overall schoolwide program

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Responsibilities of Title I Schools

• Adhere to Federal and State Requirements

• Document Federal and State compliances

• Manage Title I budget in accordance with

SIP/SWP

• Close the Achievement GapRecommendationCreate a Title I school team consisting of key

personnel

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Support Services• Host Title I Chats – first Wednesday of the month• Visit schools monthly – Sept, Oct, Nov, Jan, Feb, Mar,

May• Provide budget information and compliance updates• Collaborate with Area Directors• Meet with key school personnel in small groups with

similar needs in virtual meetings• Monitor SIP/SWP to ensure alignment of Title I budget(s)• Approve budgets and reimbursements• Visit school activities for compliance (e.g. Annual

Meeting, Tutorial, Kindergarten Round Up, etc.)

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FY13 Budgets

Step 1 – School submits Title I Planning Tool in May for approval

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FY13 Budgets

Step 2 – Budget is uploaded into PeopleSoft in June

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FY13 Budgets

Step 3 – School documents budget in SIP/SWP

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FY13 Budgets

Step 4 – Once the plan is approved by Title I, all changes to the budget must be approved by SAC and revised in the SIP template

RecommendationPrint approved SIP Final Budget to review when

submitting budget transfers and requisitions

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Title I Funds

• Title I (Part A Basic) – all schools

• Fund 4201 closes June 30, 2013

• School Improvement Grant (SIG) – select schools

• Fund 4215

• Sanction (Corrective Action) – select schools

• Fund 4214

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Title I supports seven types of functions:

• Function 5150 – Instructional• Function 6152 – Family Involvement• Function 6402 – Staff Development

• Function 6202 – Media Center• Function 6501 – Technology Instruction• Function 7802 – Student Transportation for

Tutorial• Function 7803 – Student Transportation for Field

Trips

How will the money be used? What is the function?

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Functions

Minimum Requirementsa.k.a Set Asides

• All Title I schools must expend their Parent Involvement

allocation in Function 6152

• All schools should utilize a portion (10%) of their Title I

allocation(s) on professional development activities that address the needs of students who are not demonstrating mastery

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FY13 Title I Allowable Expenditures

Supplemental salary positionsClassroom/resource teachers HQ paraprofessionalsCommunity Language FacilitatorTutorial programs - beyond regular dayExtra periods for secondary teachersSubs for release time to attend PDPart-time for collaborative work

TechnologyComputers/PrintersiPadsDocument camerasSMART boardsProjectorsSoftware (i.e. Reading Plus)Online instructional websitesZip drives

Supplemental supplies Classroom librariesLearning centersReaders/Writers Workshop materialsCalculators/math manipulativesHeadphones/microphonesLab consumable materialsLaminating filmPaper for classroom useInk for classroom useParent resource centerFood for parent trainingsPostage for parent mailingsBook studyCoach suppliesTraining suppliesPD Webinars

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FY13 Title I Unacceptable Expenditures

• Secretary, office assistant, attendance clerk• School police officer, security guard, school police aide• Clinic aide, school nurse, clinic supplies• Custodian, custodial supplies• Cafeteria worker, cafeteria supplies• Administrative personnel and costs (i.e. grade books, office computers, and toner)• ESE and ELL coordinators, ESE forms and tests• Behavioral Intervention Assistant (BIA)• Incentives and rewards• Marketing items such as brochures, banners, and flags• Memberships for professional organizations• Field trips for entertainment • Food items (unless purchased for parent trainings)

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Reminders

• Title I funds allocated for a specific fiscal year

must be utilized during that fiscal year or the funds are returned to the District

• In order to maximize the benefit of services, materials, and programs, it is recommended that purchases be made by December 21, 2012

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Criteria for Food Purchases for Title I Family Involvement Trainings

• Training must be tied to curriculum such as enhancing literacy or math and teaching parents strategies they can use to assist their children at home

• Not part of the School Advisory Council, PTA, or other committee meetings

• Reasonable in cost and type of food

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Criteria for Food Purchases for Title IFamily Involvement Trainings

• Expenditures must be identified in the school’s Family Involvement Policy/Plan and the SIP/SWP as a means of encouraging or expanding family involvement

• Absolutely no food expenditures will be allowed for faculty or student events

• Contact your Title I Specialist to get clarification

before incurring expenses

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Title I Food Purchase

Audit Compliance

Checklist

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Travel

• Conferences/workshops must be documented in your SIP/SWP

• Out-of-County/State travel must be approved according to Charter – usually principal

• No charges should be incurred prior to approval

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Title I Travel Audit

Compliance Checklist

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Field Trips

• All field trips must relate to the needs outlined in the SIP/SWP

• All field trips must have a direct tie to the core content areas of reading, writing, mathematics, or science

• Title I field trips may not be used as incentives or rewards

• Field trip costs should be reasonable

• Resort or vacation areas (water parks, amusement parks, etc.) are not allowable as the issue of being “academic” in nature comes into play

• Title I funds cannot cover expenses for parents or chaperones

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Title I Field Trip Audit

Compliance Checklist

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Property and Equipment

• All unit items costing $250.00 through $999.99 must be labeled as Title I

• A running list of these items must be maintained

throughout the year (Template on NCLB website)

• All items costing $1,000.00 or more must be labeled with a white or red Property Records Tag

• An accurate inventory of your equipment is essential

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New Procedure for FY13 Property and Equipment

• During site visits, specialists will verify that items priced at $250 or more have been labeled and added to the school’s Title I Inventory List

• The location of the items should be indicated on the Title I Inventory List and updated if items have been relocated

• List should be updated on a regular basis and available for specialists during visit

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Highly Qualified Staff

• All teachers of core content areas are to be highly qualified in the area for which they are hired

• All paraprofessionals providing instructional support must be highly qualified (i.e. those who assist with classroom management, provide instructional assistance in a computer lab or media center, or provide instructional support services)

• Staff who are NOT highly qualified cannot work in a tutorial program, with the exception of the lead tutor

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Tutorial Guidelines• Teacher rate is usually $20.44 an hour

• Non-instructional staff may earn their regular hourly rate

• ONLY highly qualified teachers will be placed in tutoring positions

• Teachers may ONLY be paid for 15 minutes of planning time for every hour of tutoring

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• One-on-one tutoring is not allowed

• A minimum of 5 students should be in a tutoring session

• If no students are in attendance, tutors may be paid up to 15 minutes wait time

• Tutors MAY NOT be paid for the entire scheduled tutorial session without students present

• Tutorial documentation should be ordered by teacher sign-in/out, student attendance, and lesson plans and submitted weekly for approval

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Tutorial Guidelines

Tutorial Tools

• Individual Time Sheet

• Individual Time Sheet with Make-up Hours

• Student Attendance Sign-in

• School Sign-In Time Sheet

• Title I Tutorial Budget Planner

• Track Hours for Tutorial Program

• Title I Tutorial Monitoring Checklist

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32Family Involvement – Fall Requirements

• Email to all Title I Principals and Contacts will be sent mid-August

• Supporting documentation available on website• Distribution of LEA/District Parent Involvement Policy

(PIP) Summary

• Parent Involvement Plan (PIP)

• School-Parent Compact

• Title I Annual Meeting

Parent Trainings• Hold at least three parent trainings a year

• Trainings are to cover core content areas: reading, math, writing, and science

• Document with invitations, agendas, sign-in sheets, and parent evaluation of trainings

• Resources in handbook and on website

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Staff Training• Required to hold at least one staff training before

February

• Trainings to cover strategies for teachers to improve relationships with parents

• Document with agenda, sign-in sheets, and follow-up

• Resources on website

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Schoolwide Plan (SIP/SWP)

• The School Improvement Plan is the document that serves as the Title I Schoolwide Plan

• The plan should reflect all actions or strategies the school intends to implement during the year

• Every Title I school must have a Family Involvement Policy/Plan that includes action steps from the SIP/SWP

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Schoolwide Plan (SIP/SWP)

All Title I schools must have a Schoolwide Plan that: • Documents how Title I funds will be used to

meet the needs of the lowest performing students

• Documents professional development that will be provided for teachers

• Provides a needs assessment that justifies strategies being implemented

• Shows evidence of the Ten Components

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Components

Required of all Title I schools

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Changes to the Title I Budget

• The SIP/SWP is critical in all funding decisions

• As noted in the regulations, all funds and services must support the school’s schoolwide plan(Sec 200.27 Development of a Schoolwide Program Plan)

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Title I will not approve reimbursement requests associated with item(s), program(s), and/or personnel that are not outlined in the SIP/SWP

Steps to change budget• Plan ahead• Seek approval from SAC/Board and revise template• Email your Specialist when revisions have been

completed

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Changes to the Title I Budget

Rationale for Audit Compliance• Mandated by law

• Creating a Schoolwide Plan with strategies that will increase student achievement with an emphasis on the lowest performing students

• Detailing the use of Title I funds in the Schoolwide Plan so an auditor can track how federal funds are used to increase student achievement

• Being able to successfully complete an auditor’s interview by explaining compliance

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Example of State ComplianceCompliance Item KIA-6: The Local Educational Agency

(LEA) shall ensure that each participating school, in conjunction with the parents of participating students, has jointly developed a school-parent compact that: describes the school's responsibility to provide high quality curriculum and instruction in a supportive and effective learning environment; addresses the importance of ongoing communication between teachers and parents; and describes the ways in which each parent will be responsible for supporting their child's learning.

Section 1118(d), P.L.107-110

School Level Review Question(s) • Who was involved in the development of the compacts?• When and how were these compacts developed and/or

revised?• How are the compacts used?

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Another Example

Compliance Item JIA-3: The Local Educational Agency (LEA) shall ensure that each school identified as in need of improvement has reserved not less than 10 percent of its total allocation under this part for high quality, ongoing professional development.Section 1116(b)(3)(A)(iii), P.L.107-110; 34 CFR, Part 200, Section

200.41(c)(5)

School Level Review Question(s) What types of professional development activities

have been provided with Title I, Part A? How does the school decide the amount to spend on

professional development activities funded with Title I, Part A?

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Areas of Compliance

Organization of Documentation

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Fiduciary

Property &

Equipment

Supplement

Allocation

Audit Assurance

Checklists

Pre-K

Instructional Support

Programs

TA

PD

PD

Tutorial

Highly Qualified

Family and Community

Involvement

Other Support

Parent

Communication

Parents’ Right

Accountability

Assessment

School

Improvement

Instructional SupportHighly Qualified (Y1)

•Attestation •List of Non-Highly Qualified Staff (Teachers and Paraprofessionals) •Parent notification letters•Paraprofessional Schedules

Tutorial Services (Y2)•Teacher sign-in/out sheets•Student generated sign-in sheets•Lesson plans

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Instructional Support

On-Site PD (Y3)•LTM/Faculty agendas, minutes, sign-ins•Full day PD agendas, sign-ins, follow-up•Coaches’ schedules•Staff PD for Family Involvement

Off-Site PD (Y4) •Travel documentation (including checklist)

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Instructional SupportTechnical Assistance (Y5)

•Site Logs•Title I Chat agendas with notes

Instructional Programs (Y6)•List of students enrolled in special programs

Pre-K Transition (Y7)•Kindergarten Round-up documentation

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Fiduciary

Allocation (G1)•Copy of Final SIP Budget

Supplement – Not Supplant (G2)•Copy of operating budget overview•Copy of Charter reimbursement packets and Title I Staff Directories

Property and Equipment (G3)•Property Control Record•Title I Inventory List of items costing $250+

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AccountabilitySchool Improvement (R1)

•SAC/Board agendas, minutes, and sign-in sheets•SIP and Title I review•Peer Review of SIP/SWP•SIP/SWP Mid-Year Review •Documentation of 6402 expenditures

Assessment (R2) •SPAR•Student assessments•FCAT scores

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Family and Community Involvement

Parents’ Right to Know (B1)•Evidence of FY12 Title I Survey Review•Parents’ Right to Know letters•Annual Meeting•Development and distribution of School Compact•Development and distribution of PIP•FY13 Title I Surveys

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Family and Community Involvement

Communication with Parents (B2)

Parent Training and Food Expenses (B3)

•Minimum of 3 trainings: reading, math, writing, and science•Document food expenses – use checklist

Other Support (B4)•Volunteer names with hours•Business Partners

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Role of Title I Contact and Team• Maintain Title I audit files

• Monitor family involvement activities

• Serve as school contact for compliance

• Coordinate participation at Title I meetings

• Submit the Monthly Electronic Audit Assurance Checklist on department website

• Print and initial each audit folder, verifying that required documentation is filed

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•Monitor FY13 Title I Budgets in order to expend non-salary by December 2012

•Monitor Position Status Reports

•Monitor SIP/SWP

•Participate in monthly Title I Chats

•Attend Title I Technical Assistance trainings

•Collect and file audit compliance documentation

52Role of Title I Contact and Team

Title I Audit Checklist

by Folder Color

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Monthly Electronic Audit Assurance Checklist

Available on website - due monthly

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Procedures for Reimbursements

Title I funds may be used only for student achievement, staff development, and to build parental capacity. These funds must supplement the regular school program.

• How does this expenditure affect student achievement?

• How does this expenditure affect staff development?• How does this expenditure increase parental

capacity or involvement?• Is this something that would be purchased if the

school was not Title I?

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Timeline for Financial Requests

A quarterly submission of receipts is required. Any expenses, including salary, submitted outside of the quarter timeline may not be reimbursed.  

• October 12, 2012 (Expenses from July – September)

• January 11, 2013 (Expenses from October – December)

• April 12, 2013 (Expenses from January – March)

• June 13, 2013 (Expenses from April – June)

The last day to submit salary for June expenses for reimbursements is July 12, 2013.

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Procedures for Reimbursements

• An approved School Improvement Plan/Schoolwide Plan must be on file that documents expenses  

• Submit a completed Title I Checklist for Quarterly Reimbursements signed by principal

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Checklist for Quarterly

Reimbursement

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Procedures for Reimbursements

• Submit Original Grant Reimbursement Request Letter

• Charter school’s letterhead

• Address on the letter must match the address on file with the District

• Separate letters and packets are needed for multiple funding sources

• Signed in blue ink by a board member

• Copies are not acceptable

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Grant Reimburseme

nt Request Letter

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Original Signature

Procedures for Reimbursements

• Submit completed Charter School Summary Reimbursement Spreadsheet

• Submit documentation of expenditures by non-salary/salary and by function

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Documentation of Expenditures

Non-salary expenses• Copies of cancelled check(s) or bank statement(s)• Copies of credit card statement(s), if applicable• Evidence that credit card has been paid (cancelled

check)• Itemized receipts/paid invoices

5150 Classroom expenses (classroom libraries, software, etc.)

6152 Family Involvement expenses (training materials, postage, etc.)

6402 Professional Development expenses (PD books, training materials, etc.)

Title I does not reimburse taxes except for out-of-state travel.

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Documentation of Expenditures

Salary expenses• Detailed payroll reports• Federal Grants Charter School Staff Directory• Tutorial documentation, if applicable

5150 Classroom expenses (tutoring, teacher salary, etc.)

6152 Family Involvement expenses (parent liaison salary, PRT, etc.)

6402 Professional Development expenses (stipends, trainers, subs, etc.)

Charter School Staff Directory must be included with each packet.

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Documentation of Expenditures

Consultant expenses

• Board approved consultant contract

• Copies of invoices

• Copies of cancelled check(s) or bank statement(s)

• Documentation of services – agenda, sign-in sheets, etc.

• 6402 Professional Development non-salary expenses (PD trainer, etc.)

It is recommended that consultant contracts be all inclusive. If not, follow travel reimbursement procedures outlined below.

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Documentation of Expenditures

Travel expenses• Per diem per day is allowed for meals based upon school Charter

and not exceed federal guidelines

• No meal receipts are required

• Mileage is reimbursed based upon school Charter and may not exceed federal guidelines

• Copy of the registration form and receipt

• Receipt for air travel

• Receipt for hotel showing a zero balance

• Parking or toll receipts, if applicable

• Agenda/program of the activities

• PBSD 0096 summarizing all expenditures for travel

• Completed Title I Travel Audit Compliance Checklist

Title I does not reimburse taxes except for out-of-state travel.

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Documentation of Expenditures

Food expenses• Allowed for parent trainings only

• Agenda

• Sign-in sheets

• Itemized receipts

• Parent evaluation of training

• Cancelled check(s) or bank statement(s)

• Title I Food Purchase Audit Compliance Checklist

Title I does not reimburse for gratuity.

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Procedures for Reimbursements

Order packet as follows:1. Quarterly Checklist

2. Request Letter

3. Spreadsheet

4. Non-salary documentation for 5150, 6152, 6402

5. Staff Directory

6. Salary documentation for 5150, 6152, 6402

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District Reimbursement Procedures

• Grant Reimbursement Request Packet is date stamped when received

• Documentation reviewed and verified by Title I Specialist

• Title I budget manager reviews packet and forwards to Director for final approval/signature

• If corrections are required, the Title I specialist contacts school

• If no corrections are needed, the reimbursement will be processed for payment

Expect payment within 10 business days upon final approval of reimbursement packet.

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Stipends vs. Part-time In-system (PRT)

• Stipends are used to pay teachers to attend a workshop or training. The only function for stipends is 6402. The rate is usually $20.44 for teachers.

• PRT is used to pay tutors (5150), trainers (6402), temp parent liaisons (6152), etc.

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Complete handbook available on website

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First Task• Orient staff on responsibilities of Title I schools

• Presentation available on website

• Complete verification attaching agenda and sign-in sheets for filing in yellow 3

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Title I Chats• First Wednesday of the month, starting in September

• Agenda and times will be emailed

• First chat will discuss SIP and requires

• Complete verification of receipt of Webcam

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Conclusion• Questions

• Evaluation

• Pick-up audit box and lid

• Thank you for your attention

The Department of Federal and State Programs wishes you another successful

school year!

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