compliance reports and desktop monitoring · 2019-04-01 · compliance reports and desktop...

Compliance Reports and Desktop Monitoring

ACET ConferenceApril 14, 2016

Didi GarciaDivision of Federal and State Education Policy

Manager, Data and Analytics Unit©2016 by Texas Education Agency

Application

Planning

•Comprehensive Needs Assessment•Budgets•Campus Improvement Plan

•Reflects targeted district and campusneeds

Compliance Reports

•Documents and reports the implementation ofStrategies and activities

Desktop Monitoring

•ICRs•Random Validation process

PROGRAM

CYCLE

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Janu

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Amendments to Application for

FundingSubmit Program

Compliance Reports

TEA calculates

ICRS

LEAs staged for PBM

Intervention

TEA Selects LEAs for Random

Validation

LEAs submit requested

documentation

LEA Program Planning LEAs Submit Amendments to Application for FundingLEAs Submit Application for Funding

PROGRAM TIMELINE

Program Compliance Reports

• All reports are available on eGrants• NCLB Consolidated Compliance Reports

• Title I, Part A – PR1000• Title I, Part C – PR1200• Title I, Part D – PR2000• Title II, Part A – PR3000• Title III, Part A – PR3002• Unsafe School Choice Option – PR6200• Homeless Students Enrolled – PR6400


• Gun-Free Schools District Report – PR6000• Gun-Free Schools Campus Report – PR6100• Rural and Low Income Schools Program Compliance Report – PR6600


• NCLB Consolidated Compliance Reports• Program reports are required for districts that applied on their own or as a

fiscal agent on the NCLB Consolidated Federal Grant Application ADC form. The fiscal agents report on behalf of the member districts.

• The Unsafe School Choice (PR6200) is required for all districts that applied for any funding through the NCLB Consolidated Federal Grant Application.

• The Homeless Students Enrolled (PR6400) is required for all districts that applied for any funding through the NCLB Consolidated Federal Grant Application. If a district provided services to homeless children between the ages of 0-2 and/or 3-5 through the McKinney Vento Program and not enrolled in a district.


• Gun Free Schools District Report (PR6000) is required for all districts applying for federal funds in the 2016-17 year. A NOGA cannot be issued without the certified report in eGrants.

• Gun Free Schools Campus Report (PR6100) is only required if the district said YES to question #2 on the PR6000 report indicating students were found bringing a firearm to school.

• Rural and Low Income Schools Compliance Report is required for districts that applied on their own or as a fiscal agent on the Rural and Low Income Schools Grant Application ADC form.

Report Due Dates

Report Available Due Date

Gun-Free Schools - District and Campus May 2, 2016 June 27, 2016

NCLB Consolidated Compliance Report May 13, 2016 August 1, 2016

Rural and Low Income School Program May 13, 2016 August 1, 2016

Annual Survey of HQ Teachers – end of year for2015-2016

May 2016 June 15, 2016

Annual Survey of HQ Teachers – beginning of year for 2016-2017

Eliminated Eliminated

Getting Started with eGrants

Getting Started• TEASE Access to eGrants• Ensure you have the correct role

Role Grant Application Compliance ReportGrantee Official • View program summary, guidelines, instructions

• View, create, edit, save and print application• Certify and submit• View NOGA

• View, create, edit, save and print reports

• Certify and submit

Grantee Manager • View program summary, guidelines, instructions• View, create, edit, save and print application• Certify and submit• View NOGA


• Certify and submit

Grantee Staff • View program summary, guidelines, instructions• View, and print application• View NOGA


Grantee Writer/Editor

• View program summary, guidelines, instructions• View, and print application• View NOGA

• None

Grantee Viewer • View program summary, guidelines, instructions• View, and print application• View NOGA

• None

eGrants Navigation

eGrants Navigation

Contact Information must be completed for the compliance reports to be enabled.

Only the funds that an LEA applied for On Their Own on the ADC will be required.

PR5000, PR6400 and PR6200 are required of all LEAs.

eGrants Navigation

Compliance Reports 101

Gun Free Schools Report

Gun Free Schools – District Report

If yes, then complete the campus report for the campus were the incident occurred.

This report must submitted and certified on eGrants to receive a NOGA in 2016-17.

Gun Free Schools – Campus Report


Cannot be greater than the total on #2.

©2015 by Texas Education Agency ACET Conference – Spring 2015

NCLB Consolidated Compliance Report

Private Nonprofit Schools (PNP)

Private Nonprofit School Participation

Title I, Part A Title I, Part C Title II, Part A Title III, Part A

Compliance Report PR1000 PR1200 PR3000 PR3002

Part 1 Part 1 Part 3 Parts 1 and 2

NCLB ConsolidatedApplication

PS3101 PS3103 PS3104 PS3106

Part 1 Part 2 Part 2 Parts 2 and 3

All of the reports and application schedules ask the same information

Private Nonprofit School ParticipationIf yes, the LEA is saying they have PNP participation. Complete remaining questions.

Enter the number of PNP that are being served.

Select the month(s) LEA had ongoing consultation

If material and/or equipment have been purchased with intended program funds, LEA needs to report inventory. If no material and/or equipment have been purchased select the Not Applicable box and questions 3 and 4 will collapse.

Enter the position of the person responsible for maintaining the inventory

Enter the date(s) inventory was conducted. One date is required.

Title I, Part A


• Resources for PNP• 2015-16 NCLB Consolidated Application PS3101 Part 1 – LEAs need to report if

there are any PNP located within boundaries. If yes, if there are any PNP participating.

Private Nonprofit School Participation• Resources for PNP

• PNP Affirmation


• PNP Equitable Services Worksheets

Districtwide reservations should equal reservation amount on 2015-16 NCLB Consolidated Application – PS3101


Title I, Part A - PS3101 – Part 2


• PNP Equitable Services Worksheets

Data from SC5000


Title I, Part A – SC5000 – Campus Selection Data


• PNP Workgroup for 2016-17• Contact LaNetra Guess with questions or concerns

Title I, Part C


• Resources for PNP• PNP Equitable Services Worksheets

Title II, Part A

Title III, Part A


• Resources for PNP• 2015-16 NCLB Consolidated Application PS3106 Part 2 for LEP and Part 3 for

Immigrant – LEAs need to report if there are any PNP located within boundaries. If yes, if there are any PNP participating.

Title I, Part AProgram Specific Sections of Report

Part 2: Estimated Expenditures from Title I, Part A, Funds Reserved at LEA Level

Enter estimated expenditure for each district level reservation. 0 is a valid answer.

2015-16 NCLB Consolidated Application for Federal Funding - PS3101 – Part 1

Part 3: Schoolwide Campus Programs

Enter the estimated amount for schoolwide campus expenditures

Part 4: Targeted Assistance Campus ProgramsEnter the estimated amount for targeted assistance campus expenditures

Part 5: High Quality Professional DevelopmentEnter the total number of teachers in the LEA

From value in Part 5.1, enter the number who participated in high quality professional development activities

Enter the expenditures on professional development to meet highly qualified requirements for teachers and qualification requirements for paraprofessionals regardless of fund source.

Part 6: Services ProvidedAnswer Yes if LEA provided family literacy services.

Enter number of campuses provide extended learning opportunity programs.Select the types of services provided to homeless students

Enter the student participation by special service or program. Students can be in more than one program but unduplicated within the program.

Part 7: Federally Funded Staff on TAP

Enter the FTE by staff assigned to TAP

Part 8: Student Participation

Enter Title I student participation by program by grade

Enter Title I student participation by program by gender


Enter Title I student participation by program by ethnicity

The totals for grade, gender and ethnicity must equal

For TA only, enter student participation by instructional service

For TA only, enter student participation by support service

Title I, Part CProgram Specific Sections of Report

Part 2: Intensive Reading and Math Instruction Offered to Priority for Service Students

Enter the unduplicated number of PFS students served. Did the LEA offer Intensive Reading and Math instruction. If Part 2.1 is 0 this cannot be a Yes answer.

The NGS report that should be run monthly will give you the number of eligible PFS students. Migrant staff can assist you on the name of the report.

Part 3: Project SMART – Summer/Intersession Term Answer Yes if LEA had a

center-based summer program. If Yes, enter number of students served by hours by grade.

Answer Yes if LEA had a home-based summer program. If Yes, enter number of students served hours by grade.

Part 4: Other Instructional Migrant Summer Program

Answer Yes if LEA had a another Instructional Migrant Summer Program other than Project SMART.

Part 5: Key Migrant Education Program (MEP) – Funded Personnel

Answer Yes if any personnel were funded with MEP funds.

Part 5: Key Migrant Education Program (MEP) – Funded Personnel• For each job classification type the unduplicated number of staff

(headcount) whose salaries were paid wholly or in part with MEP funds. Do not count staff employed in schoolwide programs in which MEP funds were combined.

• If a MEP funded employee serves more than one function listed, report the employee in the category where the majority time is spent. If employee is 50/50 choose the category.

• For each job classification type the number of FTEs for staff whose salaries were paid wholly or in part with MEP funds. Round to the nearest hundredth.

• Because headcount is an unduplicated number, it is possible to report 0 under headcount but still report a partial FTE for that category.

• At least one value must be greater than 0.


Headcount cannot be greater than FTE in the Total.

How is the FTE calculated? The FTE may be calculated using one of two methods:

To calculate the FTE, in each job category, sum the percentage of time that staff were funded by the MEP and enter the total FTE for that category.

1

.25

.50

0

1 .75

Example: 1 FTE that is:Administrator .25 MEPCounselor .50 MEP


Headcount cannot be greater than FTE in the Total.

How is the FTE calculated? The FTE may be calculated using one of two methods:

Calculate the FTE using the number of days worked. To do so, first define how many full-time days constitute one FTE for each job classification for each term. (For example, one regular-term FTE may equal 180 full-time (8 hour) work days; one summer term FTE may equal 30 full-time work days; or one intersession FTE may equal 45 full-time work days split between three 15-day non-contiguous blocks throughout the year.) To calculate the FTE number, sum the total days the individuals worked in a particular job classification for a term and divide this sum by the number of full-time days that constitute one FTE in that term.

1

.25

.50

0

1 .75

Example: 1 FTE that is:regular term working 180 work daysAdministrator 45 days MEPCounselor 90 days MEP

45/180 = .2590/180 = .50

Part 6: Estimated Expenditures from Title I, Part C Funds

Select only the box(es) that the LEA does not have the campus type.

By selecting a campus type not offered by the LEA the section will be grayed out.

Part 6: Estimated Expenditures from Title I, Part C Funds• For each required program activity enter the estimated amount of the MEP funds

expended from MEP and Other funding sources.• Regardless of selections made for campus type the following activities are

required for reporting.• ID&R• NGS• Migrant Services Coordination• District Procedures• Interstate Coordination• Intrastate and Interstate Coordination• Migrant parent Advisory Council• Program Evaluation• PEIMS Migrant Indicator Code

• All cells must be completed. 0 are a valid answer.


Enter the amount expended for supplemental activities. Amount of either MEP or Other has to be greater than 0.

• All Migrant if funds were expended for all migrant students, including PFS• PFS if funds were expended for PFS students only• PNP if the funds were expended for private nonprofit students. This column is dependent on answer to Part 1.


For Support Services, select the overall activity. This will then enable to the specific activities. Select the populations served.

Title I, Part DProgram Specific Sections of Report

Part 1: LEA Program/Facility Type as Defined by USDE

Facility and Program Type Definitions• At Risk Program (subpart 2) – Programs operated in local schools that

target students who are at risk of academic failure, have a drug or alcohol program, are pregnant or parenting, have been in contact with the juvenile justice system in the past, are at least one year behind the expected age/grade level, have limited English proficiency, are gang members, have dropped out of school in the past, or have a high absenteeism rate.

• Neglected Program – A public or private residential facility, other than foster home, that is operated primarily for the care of children and youth who have been committed to the institution or voluntarily placed there under state law because of (1) abandonment, (2) neglect or (3) death of their parents or guardians.

Facility and Program Type Definitions• Juvenile Detention – Shorter-term institutions that provide care to

children who require secure custody pending court adjudication, court disposition, or execution of a court order or care to children after commitment.

• Juvenile Corrections – A public or private residential facility other than a foster home that is operated for the care of children and youth who have been adjudicated delinquent or in need of supervision. Delinquent facilities include facilities for detention, juvenile corrections, and adjust corrections.

• Adult Corrections (subpart 1) – A facility in which persons, including youth under 21 years of age, are confined as a result of conviction for a criminal offense.


The totals for grade, gender and ethnicity must equal

Part 3: Transition Services

For each program or facility, type the number of Title I, Part D, participants receiving transitional services that address further school or employment for the students. Transitional services include but are not limited to exposing youth to post-secondary opportunities, workforce and GED preparation, tutorial, counseling, mentoring, and if possible, student follow-up activities. If you type a number greater than 0 under Transitional Services, you must enter student counts for that program or facility under Academic and Vocational Outcomes under Within 90 Days After Exit.

Part 4: Academic and Vocational Outcomes

Part 5: Academic Performance of Long-Term Students: Reading

Students in a program or facility for at least 90 days

Part 6: Academic Performance of Long-Term Students: Math

Title II, Part AProgram Specific Sections of Report

Part 1: Funding Transferability


Part 2: Rural Education Achievement Program (REAP)


Part 4: Program Expenditures and Activities Participation


Title III, Part AProgram Specific Sections of Report

Part 3: Expenditures for Supplemental Language Instruction Education Programs and Activities Implemented

For each supplemental activity provided, enter the estimated expenditure amount for LEA. If Part I PNP is Yes the PNP column is enabled.

The total must be greater than 0.


Part 4: Expenditures for Supplement Professional Development Activities Implemented

Enter the amount for supplemental professional development activities. The total must be greater than 0.


Part 5: Supplemental Activities with Title III –Immigrant Funds

Enter the amount for supplemental activities. The total must be greater than 0.

Part 6: Bilingual Program Offered

Answer if LEA offered a bilingual program.

Select the type of program and the language of instruction. If language other than Spanish is offered, type the language in the Other box.

Part 7: ESL Program OfferedEnter Yes if LEA offered an ESL Program. If yes, select type of ESL Program Model.

Part 8: Title III, Part A, Program Participation

Enter the number of LEP students served by Title III, Part A by gender

Enter the number of LEP students served by Title III, Part A by ethnicity

Enter the number of LEP students served by Title III, Part A by grade

The total of gender, ethnicity and grade must equal.

Enter the number of Immigrant students served by Title III, Part A that are LEP and non-LEP

Part 9: Teacher Information and Professional Development

Enter the number of certified/licensed teachers currently working in a bilingual/ESL assignment. Value must be greater than 0.

Enter the estimated number of additional certified/licensed teachers needed for bilingual/ESL assignments for the next 5 years. Value must be greater than 0.

Select at least 1 professional development activity required under Title III

Enter the number of participants (teachers, administrators and other personnel) who participated in each type of professional development. At least one must be greater than 0.

Program Implementation Questions

Program Implementation Questions

Title I, Part A Title I, Part C Title I, Part D Title II, Part A Title III, Part A Unsafe School Choice

PR1000 PR1200 PR2000 PR3000 PR3002 PR6200

Part 9 Part 7 Part 7 Part 5 Part 11 Part 3

Program Implementation

Program ImplementationFormat for Title I, Part A, Title I, Part D and Unsafe School Choice

Program ImplementationFormat for Title I, Part A, Title I, Part D and Unsafe School Choice

• If Yes, the LEA must select from the source(s) of documentation listed as to what the LEA has readily available to submit to the agency to document compliance

• If No, the LEA must explain the reason for noncompliance• If NA, the LEA must explain why the requirement is not applicable.

Program ImplementationFormat for Title I, Part C, Title II, Part A and Title III, Part A

Program ImplementationFormat for Title I, Part C, Title II, Part A and Title III, Part A

• If Yes, the LEA must list the source(s) of documentation it has readily available to submit to the agency to document compliance

• If No, the LEA must explain the reason for noncompliance• If NA, the LEA must explain why the requirement is not applicable

Finalizing the Report

Examples of Error Messages when LEA clicks Save

Upon a successful completion of report LEA will receive a Congratulations! Message box when LEA clicks Save.

Status of Report

Status of Report

All required compliance reports have been completed. Consolidated Report has been certified and submitted.

All required compliance reports have been completed or there are still pending reports that need to be completed. The Consolidated Report has not been certified and submitted.

Initial Compliance Reviews (ICRs)

Initial Compliance Reviews (ICRs)Program ICR

Title I, Part A 1 – 20

Title I, Part C 21 – 33, 68 – 75

Title I, Part D 34 – 44

Title II, Part A Not included

Title III, Part A 45 – 58

Unsafe School Choice 59 – 60

Consolidation of Administrative Funds 61

Timeliness 63

Private Nonprofit Schools 64 – 66

Homeless 61

Note: ICRs 53, 55 and 62 are placeholders


• Data Sources• 2015-16 Consolidated Compliance Report• 2015-16 NCLB Consolidated Application for Federal Funding• Private Nonprofit Affirmations• Private Nonprofit Equitable Services Worksheets• New Generation System (NGS)

Random Validations

Random Validations

• In 2015-16 TEA randomly validated Ten Title I, Part A schoolwide components included in the Campus Improvement Plans (CIP).

• 25% of the campuses validated did not meet the requirements• Number one reason: They did not include parents and/or community

members in the CIP planning as dictated by statute.

Random Validations

• In 2016-17 Title I, Part A intends to continue to randomly validate the Campus Improvement Plans (CIPs). Date is yet to be determined.

• Title I, Part C and Title III, Part A intend to have a random validation. Date is yet to be determined.

Making the Connections

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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 TexasMUST 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: Office of Copyrights, Trademarks, License Agreements, and Royalties, Texas Education Agency, 1701 N. Congress Ave., Austin, TX 78701-1494; phone 512-463-9270 or 512-936-6060; email: [email protected].

©2016 by Texas Education Agency

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