Title I Technical
Assistance Training
Federal and State Programs
Welcome
Introductions
Overview of training
Title I Charter School Handbook
Two sets of handouts
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Handouts
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Contact List
SINI Chart
Functions and Accounts
Allowable Expenses
Title I Food Purchase Audit Compliance Checklist
Title I Travel Audit Compliance Checklist
Title I Field Trip Audit Compliance Checklist
Title I Checklist for Quarterly Reimbursement
Sample Grant Reimbursement Request Letter
Job Codes
Tutorial Guidelines
Components Checklist
Elements Checklist
FY12 Audit Checklist by Folder
FY12 Title I Grant Compliance by Month
FY12 September Electronic Checklist
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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 qualified staff
• Staff development
• Adequate Yearly Progress (AYP)
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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” (FY13 - December 22, 2011)
• Schools ranked by percentage
• Academic Leadership Team sets Title I cutoff
• FY12 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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Adequate Yearly Progress
AYP Targets for FY12
Reading - 86% of students need to score at
level 3 and above
Math - 86% of students need to score at level
3 and above
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SINI Schools
If a school does not make AYP for two
consecutive years, in the same subject area,
the school will be classified as a School In
Need of Improvement (SINI).
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Responsibilities of Title I Schools
• Adhere to Federal Requirements
• Document compliances
• Manage budget in accordance with SIP/SWP
• Close the Achievement Gap
Recommendation
Create a Title I school team consisting of key personnel
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Changes to Support Services
• Provide budget information and updates
• Offer technical assistance and training for Area Offices
• Participate in monthly Area Staff Meetings to impart
information to Title I Principals
• Collaborate with Area Directors
• Meet with Title I Contacts in small groups with similar needs
• Monitor SIP and align budgets
• Hold budget conferences with schools
• Approve budgets and requisitions
• Monitor scanned and submitted documentation
• Visiting school activities for compliance (e.g. Annual Meeting,
AYP Meetings, etc.)
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FY12 Budgets
Step 1 – School submits Title I Planning Tool in May
for approval
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FY12 Budgets
Step 2 – Budget is uploaded into PeopleSoft in June
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FY12 Budgets
Step 3 – School documents budget in SIP by
September
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FY12 Budgets
Step 4 – Once the plan is approved by Title I, any
changes to the budget must be approved by SAC
and revised in the SIP template
Recommendation
Print approved SIP Final Budget to review when
submitting budget transfers and requisitions
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Title I Funds
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Title I (Part A Basic) – Fund 4201 closes June 30, 2012
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Stimulus Grant (ARRA) – Fund 4920, closes Sept. 30, 2011
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School Improvement Grant (SIG) – Fund 4215 or Fund 4216
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Sanction (Corrective Action) – Fund 4214
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Functions
How will the money be used?
What is the function?
Title I supports seven types of functions:
• Function 5150 – Instructional
• Function 6152 – Family Involvement
• Function 6402 – Staff Development
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Function
Function
Function
Function
6202
6501
7802
7803
– Media Center
– Technology Instruction
– Student Transportation for Tutorial
– Student Transportation for Field Trips
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Minimum Requirements
a.k.a Set Asides
• All Title I schools must expend their Parent Involvement
allocation in function 6152
• All schools must utilize their Title I allocation on
professional development (function 6402) activities that
address the subgroup(s) that did not make AYP
Functions
and
Accounts
Using incorrect
functions and
accounts will
slow processing
down and may
result in denial
of request.
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FY12 Title I Allowable Expenditures
Supplemental salary positions
Supplemental supplies
Classroom/resource teachers
HQ paraprofessionals
Community Language Facilitator
Tutorial programs - beyond regular
day
Extra periods for secondary teachers
Subs for release time to attend PD
Part-time for collaborative work
Classroom libraries
Learning centers
Readers/Writers Workshop materials
Calculators/math manipulatives
Headphones/microphones
Lab consumable materials
Laminating film
Paper for classroom use
Ink for classroom use
Parent resource center
Food for parent trainings
Postage for parent mailings
Book study
Coach supplies
Training supplies
PD Webinars
Technology
Computers/mimeo pads
Printers
Document cameras
SMART boards
Projectors
Software (i.e. Reading Plus)
Online instructional websites
Zip drives
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FY12 Title I Unacceptable Expenditures
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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 allocations not used by the end of the fiscal
year are returned to the District
• Title I allocations generated during a specific fiscal
year must be utilized during that fiscal year
• Recommended that purchases be made by
December 22, 2011
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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 teach parents ways
they can 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 I
Family Involvement Trainings
• Be identified in the school’s Family Involvement
Policy/Plan as a means of encouraging or
expanding family involvement
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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 travel must be approved by Area
Superintendent (account 533600)
• Out-of-State travel must be approved by CAO
(account 533620)
• 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
• All field trips must have a direct tie to the core content areas
of reading, writing, mathematics, or science in efforts to
improve AYP results in those areas
• 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 Property Records Tag
• An accurate inventory of your equipment is essential
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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 14, 2011 (Expenses from July – September)
• January 13, 2012 (Expenses from October – December)
• April 13, 2012 (Expenses from January – March)
• June 14, 2012 (Expenses from April – June)
The last day to submit salary for June expenses for
reimbursements is July 6, 2012.
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Procedures for Reimbursements
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An approved School Improvement Plan/Schoolwide Plan
must be on file that documents expenses
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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
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Submit Original Grant Reimbursement Request Letter
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Charter school’s letterhead
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Address on the letter must match the address on file with the
District
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Separate letters and packets are needed for multiple funding
sources
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Signed in blue ink by a board member
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Copies are not acceptable
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Grant
Reimbursement
Request Letter
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Procedures for Reimbursements
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Submit completed Charter School Summary
Reimbursement Spreadsheet
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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
• 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 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:
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Quarterly Checklist
Request Letter
Spreadsheet
Non-salary documentation for 5150, 6152, 6402
Staff Directory
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
$20.44 for teachers.
• PRT is used to pay tutors (5150), trainers (6402), temp parent
liaisons (6152), etc.
• Miscellaneous Employee Payment (OmniForm 1767) is only
used for non-instructional payroll and staff not assigned to
your school
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Highly Qualified Personnel
• All teachers of core content areas are to be highly
qualified before they are hired
• All paraprofessionals providing instructional support
must be highly qualified, such as those who assist
with classroom management, provide instructional
assistance in a computer lab or media center, or
provide instructional support services
• Non-instructional staff who are not highly qualified
cannot work in a tutoring program (i.e. Media Clerk)
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Tutoring Guidelines
• The District teacher rate is $20.44 an hour.
• Non-instructional staff earn their regular hourly rate.
• ONLY HQ teachers may be placed in tutoring positions
• Teachers may be paid for 15 minutes of planning time for
every hour of tutoring.
• One-on-one tutoring is not allowed. A minimum of 5 students
should be in a tutoring session.
• Different instructional strategies and/or programs should be
used for tutorial instruction than those used during the
regular day
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Tutoring Guidelines
• Tutorial documentation should be ordered by teacher sign-in/out,
student attendance, and lesson plans and submitted weekly for
approval.
• Payroll should not be entered until appropriate documentation is
signed off by the tutorial administrator or lead teacher.
• 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.
• It is recommended that students not be assigned to their regular
classroom teacher.
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Tutoring 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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Conclusion
• Questions
• Evaluation
• Thank you for your attention