Federal and State Programs

Introductions
Materials 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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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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• Additional funding to supplement the existing curriculum
• Parent involvement
• Highly effective staff
• Staff development
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• 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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• 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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• Adhere to Federal and State Requirements
• Document Federal and State compliances
• Manage Title I 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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• 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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Step 1 – School submits Title I Planning Tool in May for approval
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Step 2 – Budget is uploaded into PeopleSoft in June
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Step 3 – School documents budget in SIP/SWP
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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
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Recommendation
Print approved SIP Final Budget to review when submitting budget transfers and requisitions

• 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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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
• Function 6202 – Media Center
• Function 6501 – Technology Instruction
• Function 7802 – Student Transportation for Tutorial
• Function 7803 – Student Transportation for Field Trips
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a.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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Supplemental salary positions
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
Technology
Computers/Printers iPads
Document cameras
SMART boards
Projectors
Software (i.e. Reading Plus)
Online instructional websites
Zip drives
Supplemental supplies
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
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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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• 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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• 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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• 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

Title I Food Purchase
Audit Compliance
Checklist
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• 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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• 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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• 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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• 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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• 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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• 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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• 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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• 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

• 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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• Required to hold at least one staff training before
February
• Trainings to cover strategies for teachers to improve relationships with parents
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• Document with agenda, sign-in sheets, and follow-up
• Resources on website

• 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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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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Required of all Title I schools
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• 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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• 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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Compliance 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 schoolparent 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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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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Organization of Documentation
Audit Assurance
Fiduciary
Highly
Qualified
Instructional
Support
Accountability
Family and
Community
Involvement
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Highly 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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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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Technical 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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• Copy of Final SIP Budget
• Copy of operating budget overview
• Copy of Charter reimbursement packets and Title I
Staff Directories
• Property Control Record
• Title I Inventory List of items costing $250+
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• 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
• SPAR
• Student assessments
• FCAT scores
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• 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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• Minimum of 3 trainings: reading, math, writing, and science
• Document food expenses – use checklist
Other Support (B4)
• Volunteer names with hours
• Business Partners

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

• 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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• 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
Reimbursement
Request Letter
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• Submit completed Charter School Summary
Reimbursement Spreadsheet
• Submit documentation of expenditures by non-salary/salary and by function
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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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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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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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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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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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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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• 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 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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• 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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• 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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• 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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