title i new coordinators training title i team office of federal and state accountability july 21,...

Title I New Coordinators Training Title I Team Office of Federal and State Accountability July 21, 2014 1

Agenda Welcome and Introductions ESEA Background and Purpose, ESEA Waivers District Set-Asides Schoolwide Plans Supplement, Not Supplant Allowable Use of Funds 2

Agenda Accounting and Reporting Amendments, Carryover and Other Fiscal Responsibilities Comparability Report Maintenance of Effort (MOE) Family Engagement Private Schools Monitoring Questions 3

WELCOME AND INTRODUCTIONS Roy Stehle, Director Director of Federal and State Accountability 4

Title I Title I is the first title in the ESEA of 1965 as reauthorized as the NCLB Act of 2001. Title I is the largest federal aid program for K-12 schools. The purpose is to ensure that all students have a fair, equal, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging state academic achievement standards and assessments. 5

Title I South Carolina receives over $200 million in Title I funds. The vast majority of funds are allocated to districts, and through districts, to schools. Title I is designed to support state and local school reform efforts. Title I is designed to support teaching and learning for students who are most at risk of not meeting state standards. 6

Title I Title I Coordinators have a major responsibility to see that the funds that flow to the districts are used for the educational purposes intended in the law. Title I Coordinators have a major role in overseeing that the funds are spent to be in compliance with applicable law, regulations, and guidance. Title I Coordinators need to be well versed in both program and compliance. 7

Title I Title I Coordinators need to be up to date on the latest in education reform efforts and to understand curriculum and instruction. Title I Coordinators need to know the law, the regulations, and guidance related to Title I. Title I Coordinators also need to be familiar with EDGAR, OMB Circulars A-87 and A-133 and the new Omni-Circular or Super Circular. 8

Title I Tips to survive: Learn federal programs from multiple perspectives. Understand and control your budgets. Tap outside resources. Train your staff and those you work with. Be visible be the Title I expert. Seek help from veterans. Work with your SEA staff. 9

Questions 10

ESEA WAIVERS Roy Stehle, Director Office of Federal and State Accountability 11

ESEA Flexibility Waiver Update Since reauthorization of ESEA was not on the horizon, the purpose of the waiver was to relieve the SEAs and LEAs of the burden of the all or nothing accountability of the NCLB Act of 2001 and to allow states and locals to design reforms to improve academic achievement and to increase the quality of instruction for all students. What did SEAs and LEAs gain? Flexibility regarding the 2013-14 timeline for determining AYP. Flexibility regarding district and school improvement requirements. Flexibility to support school improvement efforts. Other additional flexibilities were permitted. 12

ESEA Flexibility Waiver Update What did S.C. have to agree to do: In Principle 1: College and Career Ready Expectations for All Students In Principle 2: State-Developed Differentiated Recognition, Accountability, and Support In Principle 3: Supporting Effective Instruction and Leadership 13

ESEA Flexibility Waiver Update The S.C. waiver request was submitted and approved by the U.S. Department of Education in 2012. The waiver was approved for 2012-13 and 2013- 14. Several technical and timeline amendments have been made to Principle 2 and Principle 3. Accountability was run on the waiver methodology for the spring 2012 testing and the spring 2013 testing. 14

ESEA Flexibility Waiver Update The SCDEs Division of Accountability met with stakeholders regarding the methodology and Priority and Focus School interventions during 2012 and 2013. The SCDE submitted a major rewrite of Principle 2 in September 2013. Based on stakeholder input, the amendment included adjusting the methodology and Priority and Focus interventions. The amendment eliminated Title I school choice and SES as interventions. The amendment was approved as of June 2, 2014. 15

ESEA Flexibility Waiver Update Where are we now? The initial wavier was through the 2013-14 school year. In March of 2014, the SCDE applied for a one year extension for 2014-15. To be approved, the SCDE must adhere to the major requirements of the three Principles. The 2013-14 amendment for Principle 2 would be extended through 2014-15 including the new methodology and revised interventions. 16

ESEA Flexibility Waiver Update Where are we now? Principle 1 requires the adoption of college and career ready standards. The Common Core State Standards are recognized by the USED as college and career standards. S.C. will have Common Core ELA and math for 2014-15, thus meeting the requirement for Principle 1. Under current state legislation, the SCDE will be writing college and career ready standards for use in 2015-16. 17

ESEA Flexibility Waiver Update Where are we now? Principle 1 requires the adoption of an assessment to measure college and career ready standards. S.C withdrew from the Smarter Balance Consortium. Under current state legislation, the State will be procuring an assessment to measure college and career ready standards for use in the spring of 2015. 18

ESEA Flexibility Waiver Update Where are we now? Principle 3 required the adoption of a teacher and principal evaluation system that included student growth as a significant factor in the evaluation system. The evaluation system was approved by the State Board on June 11, 2014. Barring any unforeseen circumstances we expect the ESEA Waiver Extension to be granted for 2014- 15. 19

ESEA Flexibility Waiver Update Where are we now? If the State Board approves the evaluation system and the USED approves our plan to procure an assessment for spring 2015, our waiver will likely be extended for 2014-15. The State Board approved the Educator Evaluation System on June 11. The SCDE is continuing discussions with USED on Principle 1 relating to the timeline to procure and administer new assessments by spring of 2015. Based on recent USED communications, USED will likely approve the extension of Principles 1 and 2 first with ongoing discussion on Principle 3 to continue. 20

Priority and Focus Schools The list may change for the 2014-14 school year. Numbers (current) 26 Priority (5% of Title I schools) 52 Focus (10% of Title I schools) Set-asides 20% for Priority 10% for Focus (20% Maximum) Since Choice and SES have been eliminated, the funds will not have to be set-aside for 2014-15 (with caution). 21

Public School Choice All students in Priority and Focus Schools Any school that is not a Priority or Focus school may serve as a school of choice If a school no longer must offer choice Use Title I funds (not the set-aside for priority or focus schools) Notify parents Pick up costs with other funds 22

What the Future Holds Currently clarifying questions with the USED. The extension will be good for 2014-15. There seems to be no political will to reauthorize ESEA in this legislative session. Be alert to state and national trends regarding educational reform and assess the possible impact on your work. 23

Questions 24

DISTRICT SET-ASIDES Jewell Stanley Education Associate Office of Federal and State Accountability 25

District Set-Asides Definition: Reservation of funds for district-wide activities that are taken from the Title I allocation prior to distributing funds to schools. 26

Types of District Set-Asides Required Set-Asides: 1. Parent Involvement - One percent (1%) of the current year allocation must be reserved (if current allocation is $500,000 or more). Ninety-five (95) percent of the 1% for Parent Involvement must be allocated to Title I schools. 2. Homeless - District must set aside funds for homeless (no pre-determined percentage is required). 27

Required Set-Asides (Cont.): 3. Public School Choice/SES a) Priority Schools District must set aside 20% of current year allocation (offered to all students for both Choice/SES) b) Focus Schools District must set aside 10% of current year allocation (offered for all students for Choice and students not meeting proficiency for SES) c) Both Priority/Focus Defer to Priority requirements and set aside 20% d) If lesser amount is needed, complete request showing justification to submit lesser amount (work with project manager to complete this form). 28

Required set-asides (cont.): 5.Highly Qualified (HQ) Professional Development - A district whose teachers are not all HQ must set-aside funds (as needed) for professional development to obtain HQ status. 6.Other funds, such as Title II, may be used to meet this requirement (Listed separately on P. 2C). 29

Non-required Set-Asides: 1.LEA Administration: Used for funding administrative staff, supplies, equipment, travel, etc. at the district level for Title I administrative purposes. 2.Other Summer school, pre-school programs, intersession programs, additional professional development, school improvement, etc.). * Activities must be in Title I schools only, except pre-school programs. 30

MOE is based on the two previous years Districts meet MOE for 2014 - 2015 if: 2013 state/local effort = is at least 90% of 2012 For example: MOE for 2013: $7,246.03 MOE for 2012: $7,305.50 90% of $7,305.50 = $6,574.95 $7,246.03 > $6,574.95 so MOE has been met 130 Meeting MOE

Simple calculation of MOE: 2014-15 SY A. Total LEA Expenditures for 2013 less: Federal Expenditures (Expenditures from Federal Awards) Capital Outlay Debt Service Portion of Pupil Activity Expenditures (Those related to Enterprise Activities or Trust and Agency activities). Intergovernmental B. Take the net expenditures divided by the districts 135 ADM for the same school year. C.Compare the calculated per pupil MOE amount to the second preceding year MOE to demonstrate that it is not less than 90% 131

Note: SEA must determine maintenance of effort most favorable to each LEA. Allocation reduction if an LEA fails to meet the MOE requirement The state has no authority to waive the MOE requirement. ED may waive the requirement for: exceptional or uncontrollable circumstances, such as natural disaster a precipitous and unforeseen decline in the financial resources of the State 132

Due to state/local budget reductions, meeting the MOE 90% requirement may be much more difficult to achieve!!! Coordinate with district financial staff and the Office of Federal and State Accountability to prepare!!! Karen Cook 803-734-4040 [email protected] 133

Questions 134

Family Engagement Jewell Stanley Office of Federal and State Accountability 135

District Parent Involvement Policy Develop a jointly agreed upon written policy which establishes the districts expectations for parental involvement; Include the following required elements explaining how the district will: a.Involve parents in the joint development of the LEA plan and school improvement, b.Provide coordination and technical assistance to schools in planning and implementing effective parent involvement activities; c.Build the schools and parents capacity for strong parent involvement d.Coordinate and integrate parental involvement strategies with other programs e.Conduct an annual evaluation of the content and effectiveness of the policy f.Involve parents in the activities of schools served under Title I 136 Section 1118 (b) (3), NCLB], Parent Involvement Guidance C-3, C-4 D-1 136

Compliance Documentation Copy of LEA Parent Involvement Policy with the revision month, date year Meeting agendas and sign-in sheets from LEA policy meetings with parents Proof LEA Parent Involvement Policy was distributed in multiple ways Parent feedback in the form of minutes from the LEA policy meetings Flyers, website announcements, message recordings or other meeting advertisements A revised parent involvement policy with revision month, date year 138

Parent Notifications Parents Right to Know At the beginning of the school year, parents must be informed of their right to request information about qualifications of teachers and paraprofessionals. (District) If substitutes who are not highly qualified are used for four or more weeks, a letter must be sent to parents explaining the current classroom status. (Schools) 139

Parent Notifications Provide information to parents of students who have Limited English Proficient students about available programs, parent options, and program effectiveness. (District) Provide parents with information about schools identified as Focus or Priority Schools (District) 140

School Parent Involvement Policy Each school must develop, jointly with parents, a written school-parental involvement policy that describes how the school will carry out the parental involvement requirements. Schools may amend current policy to reflect these requirements Any comment from parents not satisfied with this policy must be submitted with the Title I Office 141

School Level Requirements School Parent Compact Remember to include: 1.Parent-teacher conferences 2.Frequent reports to parents on their childs progress 3.Reasonable access to staff 4.Opportunities to volunteer 142

2. Hold parent-teacher conferences* in the first nine weeks each year during which this compact will be discussed as it relates to the individual childs achievement. Specifically, those conferences will be held: Scheduled conferences are held ___(date)___________. Parents and teachers may also schedule conferences as needed throughout the school year. 3. Provide parents with frequent reports* on their childrens progress. Specifically, the school will provide reports as follows: Interim Reports are sent home for parents to review four times a year, mid- quarter. Parents are invited to ask questions about their childs report. Report cards are sent home quarterly. Parents are invited to contact their childs teacher with questions. 4. Provide parents reasonable access to staff.* Specifically, staff will be available for consultation with parents as follows: Phone and voicemail E-mail Written notes in childs agenda (daily assignment log) One scheduled conference a year and additional conferences as requested by the parent or teacher. 144

School Level Requirements Convene an annual meeting Conduct an annual evaluation of the parental involvement policy 145

Annual Parent Meeting During the meeting, provide parents information about: Title I Program Curriculum School Status ( Focus /Priority) Other information related to the academic program Be sure to document with meeting notices, agendas, sign in sheets and minutes. [Section 1118 (c) (1)] Parent Involvement Guidance, D-5 146

Family Engagement Evaluation Your school or school district: Rarely Some- times RegularlyAlways Recognizes that all parents, regardless of income, educational level, or cultural background, want their children to do well in school and are involved in their childrens learning. Supplies a written Title I parent involvement policy that is jointly developed with parents that outlines the partnership among the student, parent, and school. Holds an annual meeting to inform parents of children in Title I programs about the Title I program. Provides resources such as books, videos, and newsletters that help with better parent participation at home. Encourages and provides opportunities for family input into the design and development of the school-parent compact. Schedules varied meeting times to accommodate parents work and childcare schedules. Provides parents with ideas on how to help their children with homework. Thinks of the community as an extension of the family. Provides opportunities for families to have input in the operations of the school. Staff sees how diversity may be used to enrich learning experiences for students. Uses information from parent and family surveys to design or change school procedures and programs. 147

District & School Responsibilities Joint responsibilities include: 1. Assistance and training for parents 2. Parent literacy and education 3. Helping parents with school work for their children 4. Volunteering in classrooms 5. Training school staff to work with parents 148

Reservation of Funds for Parental Involvement Districts must ensure that Title I schools: Reserve at least one percent of the districts total Title I, Part A, allocation to carry out parental involvement activities for divisions receiving $500,000 or more; and Set aside at least 95 percent of the reserved funds to be distributed to participating schools. 149

Families play a powerful role in their childrens education! Overall Findings from 40 Years of Research When families are involved children do better in school AND schools do better educating children. 150

Why Families Get Involved Understand that they should be involved Feel capable of making a contribution Feel invited by the school and their children (Hoover-Dempsey and Sandler) Family members are more likely to become involved when they: 151

Questions 153

Private Schools Participation in Title I of Children Enrolled in Private Schools 154 David Boison Education Associate David Boison Education Associate Office of Federal and State Accountability

Eligibility Private school children, parents and teachers, by law, may be eligible for Title I services (section 1120 of ESEA) Student resides in a Title I attendance area Student is failing or at risk of failure at school Services are equitable Services are secular, neutral and non-ideological Money determined by low income students Students served determined by attendance area and educational need (NOT by poverty). 155

Contact and Consultation LEA contacts private schools (when: March; where: in and/or outside of district: 25 mile rule, use lists of privates schools in area; how: certified mail) soliciting participation in Title I Private school, if eligible, decides to participate or not Invite private school to consultation meeting LEA and private school cooperate on services LEA administers and evaluates the program See guidance re: consultation requirements (guidance is on SCDE website: Title I Service to Eligible Private School Children (Non-Regulatory Guidance) 156

Planning Planning meeting with private school before start of program (March/April for following school year) Private school to sign affirmation form that consultation took place (affirmation form is in Title I on-line application) Affirmation obtained by LEA and provided to SEA 157

Equitable Services Services to private schools must be equitable when compared to services provided to public schools Equitable services are proportionate to number of eligible students at the private school Equitable services include district set-asides for student instructional programs, parent involvement activities, professional development and summer school, if applicable Equitable services do not include pre-K, district improvement, supplemental services or school choice. Program at the private school is a district program. Materials, supplies, personnel etc., are the responsibility of the LEA. (No Title I funds are given directly to the private school) 158

Determining Eligible Students Data needed: students address, students grade level, income level of parents. LEA calculates eligible students by one of these methods: using same measure of poverty as LEA using comparable data to the USDA free/reduced program extrapolating data if data from private school is incomplete proportionality based on the public school the students at the private school would have attended 159

Funding a Private School Program Funding a private school utilizes two sources of money: 1. Per pupil allocation and 2. Equitable services The amount allocated for the private schools program is based on the per pupil allocation generated by eligible private school children (see page 2D of the Title I application). If there are more than one served private school in the district the amount per school is based on the eligible students attendance area (they carry their per pupil allocation by attendance area with them to the private school). 160

Funding a Private School Program (continued) The amount allocated for the private schools equitable services (instructional set asides, parent involvement and professional development) is based on proportionality, that is, the proportion of private school children from low income families who would have attended a public Title I school divided by the number of children from low income families in public and private schools participating in Title I See the Equitable Services Worksheet in the Title I on-line application (page 22) 161

Application Approval LEA should maintain record of consultation with private school LEA maintains record of minutes of meetings, written correspondence, parent surveys etc. Consultation should take place before important decisions are made on the design and implementation of the program SEA to obtain copy of affirmation form, equitable services worksheet and copy of private school plan Complete Title I on-line application for private schools 162

Children Eligible for Services Eligibility for private school services is based on: Residence in a Title I public school attendance area Educational need (child must meet requirements of section 1115(b) of ESEA [targeted assistance criteria]) Poverty is not a criteria 163

Administrative Costs LEA may reserve funds off the top to administer public or private school Title I programs This money is not taken from the amount allocated to private schools Funds for instructional services are allocated after off the top deductions are made Admin. costs include special capital expenses (non- instructional services such as insurance, maintenance, purchase or lease of real or personal property, installation, etc.) 164

Questions 165

Title I Monitoring David Boison Education Associate Office of Federal and State Accountability 166

How to Survive a Title I Audit AGENDA The Audit Forms Organizing for the Audit The Audit Common Problem Areas Helpful Hints Help is Available 167

The Audit Forms Eleven Forms: 1. Project Administration 2. Parent Involvement 3. Schoolwide Projects 4. Targeted Assistance Projects 5. District Improvement 6. School Improvement 7. Supportive Services 8. Equipment and Inventory Control 9. Private School Services 10. Budget Monitoring 11. Internal Controls 168

The Audit Forms (cont.) Questions are from Title I requirements Copies of forms are sent before the audit Not all forms may be used Not all questions may apply Documentation and evidence are usually required Help is available 169

Organizing for the Audit Determine what forms will be used at your district Prepare a folder for each form Collect documentation Use binder or box to organize folders 170

The Audit Starts at 8:30am @ D.O. 8:30-12:00: work done at D.O. Break for lunch 1:00: Visit School(s) 4:00pm: Audit completed Note: times are approximate 171

Common Problem Areas 135 ADM March F&R lunch count (SNACS report) Counting 3 and/or 4 year olds Math errors Rounding errors Banding errors Time and Attendance Records 172

Common Problem Areas (cont.) Private school contact Principals attestation letter Parents Right to Know Comparability (if required) Maintenance of Effort Parent Involvement Policy Parent-School Compact 173

Common Problem Areas (cont.) Survey/evaluation of parent involvement programs Targeted assistance student selection process Documenting meetings (agenda, sign-in sheet and minutes) Getting schools on-board Offering parents all that is required by Title I Inventory control 174

Helpful Hints Have a Title I meeting at the beginning of the school year Use newsletters, newspaper and web to communicate Title I requirements to parents Document Title I meetings Find a helper (parent coordinator, Title I facilitator, etc.) Have a binder or box for documentation to use throughout the year 175

Questions 176

Help is Available Contact: David Boison Education Associate 803-734-0594 [email protected] Order free copy of NCLB: www.ncela.gwu.edu Review guidance: www.ed.sc.gov under Title Iwww.ed.sc.gov 177

Questions and Answers Session 178

title i new coordinators training title i team office of federal and state accountability july 21,...

Documents

state accountability

esea flexibility waiver

reauthorization of esea

state standards

director director of

introductions esea background

director office of federal

esea waivers roy stehle