Welcome
2013 DFP
Fall Regional Workshops
1
PA Department of Education
Division of Federal Programs
333 Market St. 7th Floor
Division of Federal Programs
Harrisburg, PA 17126
Tel : (717) 783-2193
Fax : (717) 787-8634
Follow these links to find our page:
www.education.state.pa.us
Click link - Programs (on left)
Click link- Programs D-G (on left)
Click link- Federal Programs (on left)
2
DFP Structure

Five Teams – Entire State –
Members on each team include:

◦ Two Regional Coordinators
 Program and Fiscal Questions
◦ One Administrative Technician
 E-grants
 Final Expenditure Reports
 Budget Revisions
◦ One Administrative Support Person
 General Questions
One Point of Contact for Each School District
◦ If questions, call Regional Coordinator first.
3
DFP Contacts
4
Team # 1

Regional Coordinator/ Supervisor
 Virginia Baker


(717) 783-9164 vbaker@pa.gov
Education Administration Associate
 Kelly Iorfida



(717) 783-6543 kiorfida@pa.gov
Administrative Support
 Karen Trissler
(717) 787-7278 ktrissler@pa.gov
5
Team # 2

Regional Coordinator/ Supervisor
 Norma Hull



(717) 783-7790 nhull@pa.gov
Regional Coordinator

Vacant
Administrative Technician
 Yvonne Cobb
 (717) 783-6907 ycobb@pa.gov


Administrative Support
 Lennette Wilson
(717) 787-7372 lwilson@pa.gov
6
Team # 3

Regional Coordinator/ Supervisor
 Donald McCrone
(717) 783-6902 dmccrone@pa.gov


(717)783-3381 tmckissick@pa.gov


Regional Coordinator
 Tucker McKissick
Education Administration Associate
 Erin Oberdorf
(717)787-7135 eoberdorf@pa.gov

Administrative Technician
 Tracy Rapisarda
 (717) 787-7117 trapisarda@pa.gov



Administrative Support
 Jennifer Zarefoss
(717) 787-8632 or jzarefoss@pa.gov
7
Team # 4

Regional Coordinator/ Supervisor
 Cindy Rhoads
(717) 783-9167 crhoads@pa.gov




Regional Coordinator
 Jesse Fry
(717) 783-6829 jefry@pa.gov
Administrative Technician
 Barbara Kuhn


(717) 783-6901 bkuhn@pa.gov
Administrative Support
• Angela McGeehan
• (717) 783-6908 or amcgeehan@pa.gov
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Team # 5

Regional Coordinator/ Supervisor
 Maria Garcia

(717) 783-6904 mariagarci@pa.gov




Regional Coordinator
 Erin Derr
(717) 787-7815 jder@pa.gov
Administrative Technician
 Reba Kansiewicz
(717) 783-6903 or rkansiewic@pa.gov

Administrative Support
 Cheryl Watts
 (717) cwatts@pa.gov
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Division Administration


(717) 783-9161 smccrone@pa.gov

Clerical/Admin Support
 Phil Cooper

(717) 783-9161 phcooper@pa.gov


Division Chief
Susan McCrone
Federal Funds Manager
 Kelly Gallatin

(717) 783-3403 kgallatin@pa.gov
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Waiver
20 percent set aside for 13/14 – Don, Tucker, Erin
14/15 – Priority and Focus schools
PD/Interventions -Don, Tucker, Erin
Choice/SES gone - Don, Tucker, Erin
Winter meetings for Priority/Focus schools - Norma
Transferability - Don, Tucker, Erin
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Waiver – Federal Compliance Items
that Remain the Same
o All Parent Involvement Requirements remain in
place. For example: compacts, teacher qualification
requests, annual meetings, set asides, etc.
o All Fiscal requirements such as time & effort,
supplement vs. supplant, comparability, carryover,
etc. remain in place
o All core content area teachers must be highly
qualified
o All LEAs receiving federal funds must have an equity
plan
o Equitable services to nonpublic school students must
continue
12
Waiver – Federal Compliance Items
that Remain the Same – cont.
o 20% set aside in Title I. Instead of using these funds for
school choice & SES (which are both optional under
waiver) LEAs will use these funds to support meaningful
interventions in focus & priority schools. 2013-14 is a
planning year, so LEAs will have flexibility in the use of
this set aside, meaning the funds can be used in priority
or focus schools or to support other allowable Title I
activities as previously planned. We will work out the
details on consolidated applications during 13-14
amendment time.
o All of Title IIA remains in place, except now LEAs may
transfer up to 100% of their allocation into Title I.
o Title III requirements remain in place.
13
AMO: Closing the Achievment
Gap – Historically
Underperforming Group

Maria
14
Waiver
Federal Accountability
Changes
15
Closing the Achievement Gap: All
students
16
AMO: Attendance

Schools must achieve a 90%
attendance rate OR improvement
in attendance from the previous
year if less than 90%.
Attendance rate data is always
one year behind. 2012 data will
be used for 2013-14
accountability.
17
AMO: test participation 2013

At least 95% of the students eligible
to participate in state testing must
take the PSSA/Keystone Exams if
given in their grade level/course.
18
Understanding student groups
For Accountability
For Reporting


N = 11
 Two groups:
◦ All students
◦ Historically
underperforming
students
 Unduplicated count of
students with IEPs,
students classified as
ELL and economically
disadvantaged
students
N = 11
 Traditional
disaggregated
subgroups
◦ By race/ethnicity
◦ IEP
◦ ELL
◦ Economic
disadvantage
 Duplicate count
19
Federal Title I School
Designations
20
Title I Reward Schools
High Achievement
 Highest 5% Title I
Schools
High Progress
 Highest 5% Title I
schools
(based on aggregate math and
reading PSSA or Keystone
scores)
(based on aggregate PVAAS
growth score in reading and
math)
AND
 Meets all Annual
Measurable
Objectives (AMOs)
AND
 Meets all AMOs
AND
 Not a Reward: High
Achievement School
21
Title I Focus Schools
Lowest 10% of Title I schools
(based on highest achievement gap for the
Historically Low Performing students AMO)
OR
 Does not meet 95% test participation AMO
OR
 Title I school with a Graduation Rate below
60%
AND
 Not a Priority School

22
Title I PRIORITY Schools
Lowest 5% of Title I schools
(based on aggregate math and reading
PSSA or Keystone scores)
OR
 Title I school receiving School
Improvement Grant (SIG) funds

23
eGrants – Kelly I.
Amendment time
Updates
Cheatsheet
esignature
24
Federal Programs Monitoring
– Kelly I and Ginny


Changes
Top monitoring findings
25
Data Collection – PIMS – Kelly G.,
Jesse, Erin, Norma





Choice/SES
Staff and Student Participation
The Title III Professional Development
Survey was previously collected via a
stand-alone link on the eGrants system.
This report is now completed as part of
the October PIMS upload.
Professional Development is a required
component for LEAs with a Title III
allocation.
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Data Collection
The data collected is from the previous
year.
 NOTE: the biggest change is that the
awarded LEA will need to report via PIMS
even if part of a consortium.
 Consortium members should collaborate
with the consortium lead in order to
collect this data.

27
Reports – Due Dates – 2013-2014





October – Staff and Student Participation Data
◦ Submitted in PIMS (see handout)
October – Title III Professional Development
Survey (Due date? Jesse)
◦ Submitted on PIMs
November 15 – Comparability
◦ Submitted (DON)
December 15 – Neglected and Delinquent
counts.
◦ Submitted electronically this year
March – Title III LEP/IMM Counts???? - Jesse
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Comprehensive Plan/School Level
Plan - timeline

Norma
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10 MINUTE BREAK
Amendments
Kelly I.
 Upwards/downwards

Charter enrollment

Kelly I.
ISP/PAFPC conference

Erin
33
Ranking and Serving


Don - Review of Ranking & Serving – connection
to building level budgets
(selection of school step 5)
34
Comparability:
General Rule- §1120A(c)

An LEA may receive Title I Part A funds only if
it uses state and local funds to provide
services in Title I schools that, taken as a
whole, are at least comparable to the services
provided in non-Title I schools.

If all are Title I schools, all must be
“substantially comparable.”

Currently demonstrated by staff/pupil ratios.
35
New calculation 2013-2014

An LEA must first attempt to demonstrate
comparability by showing that its
combined state and local per-pupil
expenditures (including actual personnel
and actual non-personnel expenditures) in
each Title I school, using prior year
financial data, are at least 90% of the
average combined state and local perpupil expenditures for its non-Title I
schools.
36
Exclusions






Pre-K expenditures
Central office costs (including cost center
2818).
Charter School Tuition
Alternative Education Programs (if enrollment
is District Wide only)
Summer School expenditures (if enrollment is
District Wide only)
Federal expenditures
37
Exclusions, cont.
English language instructional costs
 Special education (including gifted and OT/PT)
 Transportation
 Food Services
 Capital expenditures (LEA capitalization
threshold)

Be prepared to justify any other exclusion and
keep all documentation on file.
Personnel costs defined as objects 100 and 200.
38
Timing Issues
Guidance: Must be annual determination
 (old) Review for current year and make
adjustments for current year
 (new) Budget for upcoming year and
make adjustments in current year, if
needed
 Assurances are due November 15

39
Rural Education Achievement
Program (REAP)

Rural Low Income Schools (RLIS Grant coordinated
by DFP)
◦ 12-13 – 56 LEAs eligible for $1,907,933
◦ 13-14 – 41 LEAs eligible for $1,610,798

Small Rural Schools Achievement (SRSA)
◦ USDE Administered
◦ Not released yet – Probably will be by FRWs time
Non-public Consultation
41
SIG

Ginny/Susan/Erin
Keystone to Opportunity
Striving Readers Comprehensive Literacy
Program
 Advance literacy from Birth – Grade 12
 2013-14 – Year 2 of Implementation for
55 subgrantees
 Online Professional Development Training
Modules developed with SRCL/KTO funds
will be available for all LEAs beginning in
January 2014

43
21st Century

Cindy
44
10 MINUTE BREAK
45
Fiscal and
Reporting Issues
46
Fiscal Reports

Final Expenditure Report
◦ Submitted online via eGrants
 PDE website
 DFP – Link
 Grant Application – Link to
Final Expenditure Report
found in main menu.
◦ Questions:
egrantshelp@state.pa.us
◦ DFP Administrative
Technicians

Quarterly Reports
◦ Submitted online via the PDE
Web Portal/FAI System
◦ PDE website
◦ e-pde webportal Link
◦ Submitted to the Labor,
Education Comptrollers
Office.
◦ Questions:
egrantshelp@state.pa.us
◦ Comptroller’s office
(717)787-5506
◦ Failure to submit on time will
STOP PAYMENTS.
47
Overview:
 Final
Expenditure Reports
(FERs)
 FER Due Dates
 Carryover & FERs
 Title I Carryover Waivers
 Budget Revisions
 Transferability
48
Final Expenditure Reports (FERs)

FERs must be completed & submitted for all
federal programs.

Closes out projects & reports funds have
been expended & are in compliance with
approved budget.

Created, completed & submitted via eGrants
system.

Failure to submit FERs by due date could
result in:
◦ Suspension or loss of any project funds remaining
◦ Single Audit Finding
49
FERs – Due Dates (Sept 30th):


Due as soon as project funds have
been expended…
But no later than September 30th of each year
◦ Unless “Carryover” was requested
 Carryover extends project end date 1 additional year
(September 30th of following year)
2010-11 projects with Carryover
◦ Due NLT 9/30/12
 2011-12 projects
◦ without Carryover: Due NLT 9/30/12
◦ with Carryover: Due NLT 9/30/13

50
FERs and Carryover
Note: If entire program allocation will not be
expended by project end date, LEA must
request Carryover.
◦ Request BEFORE program end date (Sept 30th)
◦ When completing consolidated application
(in spring) or amendment (in fall/winter)
◦ Determine amount of funds that will not be
expended by program end date
◦ Enter in program’s “Carryover” section in
eGrants (see next slide)
51
Title I and Carryover:

LEAs may carryover up to 15% of their
Title I funds from one year to the next.

If percentage is MORE than 15% ...
◦ must request “Carryover Waiver”
◦ from Regional Coordinator

E-Grants system generates message
regarding waiver if over 15%

Only applies if allocation is over $50,000
52
Title I Carryover Waivers

LEA must request waiver from their
Regional Coordinator in DFP
- via letter or email
- must be reasonable & necessary

DFP may grant LEAs a “Carryover
Waiver” once every 3 years **(3-yrwaiver cycle)**
◦ See next slide for 3-year-Waiver Cycle
**Remember this only applies to Title I
projects
53
3 year waiver cycle

Kelly I.
54
Budget Revisions:
Necessary if....

Program funds were expended on a
previously unbudgeted category
OR…

If any line item “totals” (in Actual
Expenditures section of FER) increased
20% or more compared to the last
approved summary budget. (See next slide
for example)
55
Budget Revisions –
Things to Know:

Consolidated Application must be in
“Approved” status (in eGrants).
◦ link to create revision appears when “Approved”

Email your Administrative Technician (AT)
after submitting a budget revision.
◦ Include year & name of revised project
Ex:
2011/12 Title IIA project
◦ AT will ensure revision was fully submitted & put
to “Approved” status

LEA cannot do FER until budget revision
has been approved.
56
Top 10 Monitoring
Findings
of 2011/12
Questions?
58
Monitoring Meeting with
Priority and Focus Schools –
Ginny and Kelly I.
59