Federal Programs 101

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Federal Programs 101

• January 2007

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Contents

• The No Child Left Behind (NCLB) Act of 2001
• The Federal Programs Unit
• Some Basics Terms ABCs / XYZs
• Nonpublic Schools
• The Federal Programs
• District, Building, Program Planning

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Contents (continued)

• DESE Federal Programs Web Pages
• The Consolidated Federal Programs Application
• The Connections
• MSIP, Core Data, and Certification
• Timelines
• Resources

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Objectives

• Those working with Federal Programs will be more
  knowledgeable about each program and general
  procedures.
• Students, teachers, and parents will benefit from
  the services and programs that the district can
  utilize federal funds to provide.

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Federal Program Staff

• Federal Grants Management, Randy Rook, Director
• Federal Discretionary Grants, Craig Rector,
  Director
• Federal Financial Management, Bette Morff,
  Director
• Federal Instructional Improvement, Michael
  Alexander, Director
• Early Childhood Education, Jo Anne Ralston,
  Director
• Instructional Technology, Deborah Sutton,
  Director
• HIV Prevention Education, Kevin Miller,
  Supervisor

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Federal Grants Management

• Randy Rook, Director, 573-751-3468
• Jay Reese, Northwest
• James Wells, West-Central, KC area
• Janet McLelland, Southwest
• Sandy Swann, Central
• Eron Foster, Northeast, St. Louis area
• Julie Cowell, Southeast

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Federal Discretionary Grants

• Craig Rector, Director 573-526-3232
• YaYa Badji, Supervisor, ELL and Migrant
• De Frink-Hedglin, Supervisor, Reading 1st
• Kathy Parris, Supervisor, Reading 1st
• Kim Oligschlaeger, Supervisor, Homeless, CSR,
• Even Start and Emergency Impact Aid (Katrina
  Funds)

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Federal Financial Management

• Bette Morff, Director 573-751-4420
• Pat Kaiser, Supervisor
• Mary Pearce, Supervisor,
• Core Data Data Management

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Federal Instructional Improvement

• Michael Alexander, Director, 573-751-9437
• Phil Denney, Northwest
• Linda Hays, Northeast
• Betty Breedlove, Kansas City Area
• Allen Stephens, North Central
• Barbara McCaslin, West Central
• Kaye Bertels, Central
• Susan Whiting, St. Louis Area
• Randy Speer, St. Louis Area
• Carol Ashton, Southwest
• Curtis Lloyd, South Central
• Jamie Holiman, Southeast

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Early Childhood Education

• Jo Anne Ralston, Director, 573-751-2095
• Lana Brooks, Northwest
• Gretchen Berhorst, Southwest
• Sheila Hirsch, Southeast
• Lori Niekamp, Northeast

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Instructional Technology

• Deborah Sutton, Director 573-751-8247
• Lisa Walters, Library/Media Technology Consultant
• Claranne Vogel, Supervisor
• Janice Libbert, Administrative Assistant

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HIV Prevention Education

• Kevin Miller, Supervisor

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No Child Left Behind (NCLB) Act of 2001

• Purpose To close the achievement gap with
  accountability, flexibility, and choice, so that
  no child is left behind.
• Four Basic Principles of NCLB
• Stronger accountability for results,
• Greater flexibility reduced bureaucracy,
• Expanded options for parents, and
• Doing what works based on scientific research.

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Accountability

• Focus on improving student performance by making
  schools, districts and states accountable for
  results.
• Setting clear and high standards
• Testing every year in grades 3-8 to track
  progress
• Began Spring 2006 with Communication Arts and
  Math
• Holding states, districts, and schools
  responsible
• Ensuring that the public knows how well schools
  are educating their students

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Flexibility

• Transferability of Funds
• All districts may transfer up to 50 of Titles
  II.A, II.D, IV.A, and V to any of these programs
  or to Title I.A
• Small, rural schools that qualify for SRSA
  (formerly REAP) may transfer up to 100
• Title I.A funds may NOT be transferred
• Title VI monies may NOT be transferred

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Parental Options

• Federal Programs Complaint Resolution Procedures
• Parent Notification
• Title I.A
• Parents Right-to-Know Regarding Teachers and
  Paras Qualifications
• Notification Regarding Teacher Certification (not
  certified or long-term sub)
• Title III
• Building(s) Identified for Title I.A School
  Improvement
• Transfer Option
• Supplemental Educational Services (SES)
• District Report Card

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Parental Involvement

• Parental Involvement
• Committees, information, and activities
• A requirement for most of the federal programs
  also State Board of Education policy
• Does not matter whether you budget money or not
• Committee participation must include parents who
  are not employees of the district
• Keep documentation including sign-in sheets,
  agendas, minutes, flyers, letters, any PR
  (newsletter, newspaper)
• Includes non-public schools, if applicable

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Scientifically-Based Research

• Investing in what works
• Demand that instructional practices are
  evidence-based
• Direct funding so that only the best ideas with
  proven results are introduced into the classroom
• Is not subject to fads and fashions

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Some Basics Terms andthose ABCs XYZs

• Federal Funds
• Discretionary grants
• Competitive
• Entitlement programs
• Based on a formula
• Consolidated Federal Programs Application
• Must supplement state and local funding
• Can not supplant local and state funding
• District CSIP
• All federal programs/funds are included
• Board approved

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Some Basics (continued)

• Accounting Procedures
• Each federal program has its own account
• Application amendments should be submitted prior
  to obligation of funds
• Four (4) amendment cycles
• Salaries, FTEs, Core Data must correlate
• Single Funding Certification Form signed each
  semester
• Partial FTEs, stipends, out-of-contract time
• Time and effort log, sign-in sheets
• Carryover has to be spent in current fiscal year
  or unused amount will be lost

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Some Basics (continued)

• Accounting Procedures (cont.)
• Federal funds may not purchase incentives
• Self-Monitoring Checklist
• Use as a guide for compliance and documentation
• Those ABCs and XYZs
• LEA Local Educational Agency
• SEA State Educational Agency
• AYP Adequate Yearly Progress
• APR Annual Performance Report
• FER Final Expenditure Report
• Key Terms Administrative Manual, pages 2-7

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Some Basics (continued)

• Records and documentation kept for three years
• Equipment
• Capital Outlay
• 1,000 or more per unit
• Computers, printers, etc. under 1,000 per unit
• May not be purchased with Title I.A funds
• Materials and Supplies
• Inventory
• Ongoing, centralized system for all federal
  programs
• Items labeled with program and year

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Inventory
Sample Equipment Inventory Form
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Nonpublic Schools

• Includes nonpublic schools in your district
• Titles I.A, I.C, II.A, III, IV.A
• Includes students residing in your district but
  attending a nonpublic school in another district
• Title I.A
• Timely and meaningful consultation
• Prior to submitting application
• Throughout the year
• Budget

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Nonpublic Schools (continued)

• Required forms to be completed
• Public/Private Design for Educational Service
• Participation Forms for each program
• Completed prior to submission of Consolidated
  Application
• Bypass Provision
• Services to nonpublic by a provider
• Statewide for Titles II.D and V
• 57 districts for Title I.A

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Title I.A Improving the Academic Achievement of
the Disadvantaged

• Local Educational Agency (LEA) Plan
• Two types of programs
• Targeted Assistance and Schoolwide
• Coordination between Title I classroom staff
• Parent notification letters (Administrative
  Manual, page 9)
• District-level Parent Involvement Policy
• Building-level Parent Involvement Plan
• Activities occur whether funds are spent

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Title I.A (continued)

• School-Parent-Student Compact
• Committee with school staff and parents
• Reviews data regarding program and activities
• Annual Evaluation
• MAP and other data reviewed
• Title I teachers have same number of
  instructional and planning minutes as classroom
  teachers
• At-Risk, Basic Skills, Alternative programs are
  no longer funded by Title I.A

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Targeted Assistance Program

• Identify students most in need of academic
  assistance in reading and math
• Multiple Criteria Master List of Eligibility
• Materials supplies must be used only by
  teacher(s) and students served by Title I
• Parent involvement activities for identified
  students parents
• Reading First schools
• Instructional minutes and caseloads waived
• Need to have broad identification of students

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Schoolwide Program

• The building has at least 40 FR lunch rate
• Submit Schoolwide Commitment Form
• A year to assess and plan program
• The Schoolwide Plan is developed with a committee
• More flexibility in funding, instruction, and
  activities
• Do not have to identify students using multiple
  criteria
• Materials and supplies used by all teachers and
  students
• Parent involvement activities for all parents

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Title I Preschool Program

• Needs Assessment to determine community needs
• Maximum instructional time encouraged
• Staff is properly certified
• Teacher may serve 10 children 15 with a para
• Collaborate with PAT Educator
• Follows one of the recommended models
• Head Start Education Early Childhood
  Development Standards
• Project Construct Model
• High/Scope Curriculum
• Creative Curriculum

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Neglected Delinquent Programs

• Instructional services for students assigned to
  Neglected Delinquent institutions
• Focus must be on educational and transitional
  needs of students, with an increased emphasis on
  those being released from institutions
• Dropout prevention is still allowable
• Neglected and Delinquent funds are to provide
  supplementary instruction to students
• Consult with institutions
• Revise plan(s), if needed

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Adequate Yearly Progress (AYP) and School
Improvement

• Title I buildings that do not make AYP in the
  same subject for two consecutive years will be
  identified for Title I School Improvement
• 1st yr. Develop a School Improvement Plan
• School choice, if applicable
• 10 of building budget for PD in
  subject area
• 2nd yr. Same two items, plus
• Supplemental Educational Services
  (SES)
• 3rd yr. Same three items, plus Corrective Action
• 4th yr. Same three items, plus Restructuring
• Have to make AYP in both subjects for two
  consecutive years to be removed from the School
  Improvement list.

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Title I.C Education of Migratory Children

• Identify student contact MELL Center
  www.mo-mell.org
• Can be classified migrant for three years
• Coordinate with Title I.A
• Receive services to meet Show-Me Standards
• Parent Involvement
• Consultation with Parent Advisory Council
• Activities provided for parents
• Information provided to parents in their language
• Required to disaggregate data

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Title II.A Teacher Principal Training
Recruiting Fund

• All teachers highly qualified
• Bachelors degree
• Certification in teaching area
• Subject matter competency (Praxis II or HOUSSE)
• Funds can be used to assist teachers to gain
  Highly Qualified status
• Class-size Reduction
• Can use funds to hire additional staff if current
  pupil/teacher ratio meets MSIP requirements
• No curriculum work funded

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Title II.A (continued)

• Professional Development
• Needs assessment conducted
• Based on student achievement data
• Is reflected in the CSIP and PD Plans
• Activities assessed by CSIP or PD Plan goals
• Meets high-quality professional development
  criteria

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Title II.D Enhancing Education Through
Technology

• Competitive grant
• Combines federal state program requirements
• Contact Deborah Sutton at 573-751-8247

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Title III Language Instruction for Limited
English Proficient Immigrant Students

• To help students meet the Show-Me Standards and
  to learn to speak English
• Annually assess the English proficiency of all
  LEP children
• Annual evaluation of program
• Consider respond to parent recommendations
• Parent notification within 30 days of
  identification
• Information provided to parents in their language
• Parent involvement opportunities
• Contact MELL Center for assistance
  www.mo-mell.org

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Title IV.A Safe Drug-Free Schools and
Communities

• Six Principles of Effectiveness
• Program should be based on these principles
• Allowable Uses
• Based on data and the Principles of Effectiveness
• No promotional/give-away items allowed
• Assemblies should be minimal
• Consultation
• Broad representation of school and community
• Annual Evaluation
• Data reviewed of activities and their
  effectiveness

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Title IV.A (continued)

• Parent/Community Involvement
• Educational meetings, information, surveys, etc.
• SDFSC Survey given online every two years
• Will receive communication regarding survey
• Public Reporting
• Progress toward CSIP objectives

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Title V.A Innovative Programs

• The most allowable uses of all the programs
• Systematic Consultation
• District staff and parents
• Needs assessment and plan use of funds
• Annual Evaluation
• Data reviewed to make decisions for use of funds

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Title VI Flexibility and Accountability

• Part A, Subpart II Funding Transferability
• Titles II.A, II.D, IV.A, and V
• All districts, except those targeted for Title I
  school improvement, may transfer up to 50 of
  allocation to these programs or to Title I.A
• Districts receiving SRSA funds may transfer 100
  of these programs to improve academic achievement
  and quality of instruction for students
• Transfer/flex funds on the Allocations page of
  the application

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Title VI.B Rural Education Initiative

• Subpart I Small, Rural School Achievement
• Funds come straight from USDE in D.C.
• Allowable uses follow all other federal programs
  on the consolidated application
• Needs its own account like any other federal
  program
• The SEA is held accountable for compliance
• Formerly known as REAP
• Subpart II Rural and Low-Income School
• On the Consolidated Federal Programs Application
• Rules for Title IV.A security do apply

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Program Planning

• LEA Plan
• Schoolwide Plan(s)
• Incorporate into CSIP
• Meet district goals and student needs
• Use Transferability in use of funds
• More effective programs
• Accountability achieved

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DESE Web Page
http//dese.mo.gov/ Programs and Services
A-Z Click on F Find Federal Programs
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Federal Programs Web Page
http//dese.mo.gov/divimprove/fedprog
Current Issues All sections can be accessed from
here Click on Section Name bar Brings up their
web page FedPro Listserv Subscribe
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Grants Management
http//www.dese.mo.gov/divimprove/fedprog/grantmgm
nt/index.html

• Application and Forms
• Publications and Forms
• Federal Programs Calendar
• Parental Involvement

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Parental Involvement
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Parental Involvement Resources
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Consolidated Federal Programs Application

• Federal Programs Coordinator (Primary Contact)
• Authorized Representative has the overall
  responsibility towards program implementation and
  submits the application
• All programs submitted together
• JULY 1
• Due before any funds are obligated
• Purchase orders, contract dates, services,
• stipends, etc.
• Amendments should be submitted prior to
  obligation of funds / changes being implemented
• Allowed a 10 variance per object code

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Consolidated Application (continued)

• The Schoolwide program is the only one that has
  to have 100 of available funds budgeted.
• Substantial Approval Date
• LEA Plan revised, if needed
• Schoolwide Plan(s) revised or submitted
• Nonpublic Participation Form(s)
• Title I Neglected/Delinquent Form(s)
• Title I Lease/Purchase Agreement
• Internet portion of application
• Make sure it is complete and accurate
• Applies to all districts

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Allocations Page

• Programs for which the district receives funds
• Program Detail button
• Nonpublic, N D allocations (if applicable)
• Carryover funds
• Carryover Detail page
• Excess funds, 9/30 Report, requested waivers
• Transferability option
• Flex money between programs
• Move needed amount of Title I funds from Targeted
  Assistance to Schoolwide
• May consolidate other funds into Schoolwide

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Breakdown of Allocation (BOA) Page

• For all Title I.A programs
• Step 1 Attendance Centers
• Make sure building information is correct
• Complete enrollment and FR lunch count
• (Jan. Core Data) for all buildings
• Not for Vocational/Technical Centers - Other
• Nonpublic Report available
• Step 2 Public only or Public/Nonpublic choice
• Step 3 Ranking Method for buildings below 75
  FR lunch count
• Choose most appropriate method

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BOA Page (continued)

• Step 4 Set Asides Building Budgets
• Enter any appropriate Set Asides
• Click Calculate Distribution Amount
• Click Not Served box for buildings with no
  Title I program enter note in District Comment
  box
• Total Allocated should reflect buildings
  budget
• Note Nonpublic Allocation and Proration, if
  applicable
• Difference must equal 0
• Check/Update Step 4 with each amendment

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0
Must be 0
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Application Budgets

• Title I.A
• Breakdown of Allocation (BOA) matches budget
• If over 500,000 allocation, 1 for parent
  involvement
• School Improvement
• 10 of building budget for professional
  development every year
• 5 of allocation for school choice transportation
  per year, if applicable
• 5-20 of allocation for Supplemental Educational
  Services (SES) second year and thereafter
• May carryover 15
• Professional development for staff
• Title I.C Migrant
• Professional development for staff
• No carryover will lose unspent funds

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Use comments section to explain staff
expenditures, assignments, etc.
SAVE!
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Use comments section to explain staff
expenditures, assignments, etc.
SAVE!
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Application Budgets (cont.)

• Title II.A
• FTEs correlate to budget
• Avoid supplant situation
• May carry over 100

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Match budget with allowable uses Assure all
II.A Professional Development Activities meet the
high-quality criteria Comments - Comments -
Comments
SAVE!
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Application Budgets (cont.)

• Title III
• May carry over funds
• Title IV.A
• School Safety
• 40 of total available funds maximum
• for security
• 20 of total for security devices
• May carry over 25
• Title V
• May carry over 100

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SAVE!
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Match budget with allowable uses Curriculum must
be researched based Locally written curriculum
must meet identified criteria Comments -
Comments - Comments
SAVE!
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Match budget with allowable uses Flexibility
Comments - Comments - Comments
SAVE!
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SAVE!
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Application Budgets (cont.)

• Title VI.B (Rural Low Income)
• Title IV.A security rules apply
• May carry over 100
• SRSA (formerly REAP)
• Follows all federal programs guidelines
• Funds must be used within two years
• Administrative Pool
• Each program indicated on budget page
• Figured on amount budgeted, not available
• FTE or stipend
• Relates to Federal Programs duties only
• Correlates to Core Data

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Application Budgets (cont.)

• Nonpublic Schools
• Timely, meaningful, and ongoing consultation has
  occurred during application planning
• Titles I.A, I.C, II.A, III, and IV.A budgets
  reflect appropriate amounts for proposed
  expenditures
• Title II.A Professional development only
• Funds do not go directly to the nonpublic school
• No substitutes
• No materials and supplies for students or
  teachers
• (Materials and supplies must remain under the
  control of the public school)

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Authorized Representative
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Final Expenditure Report (FER) 9/30 Report

• Preliminary Federal Programs FER due May 15
• Actual, known expenditures
• Can re-final FER later
• Consolidated 9/30 Report
• To report excess funds that have been obligated
• Due October 15
• Title I.A and Title IV.A, if needed
• Title I.A School Improvement, if applicable
• Title I.C DESE collects for report
• Reading First

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The Connections Federal Programs MSIP

• All Federal Programs identified in CSIP
• Federal Programs Application MSIP Standards
• Federal Programs Self-Monitoring Checklist
• Submitted in September of MSIP year
• Be prepared to document responses
• Title I Parent Involvement Policy
• Migrant, ESOL/LEP, and Homeless Policies
• All districts have to meet requirements
• All Federal Programs inventory and equipment
  labeled appropriately

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The Connections Federal Programs Core Data

• All staff certified or non-certified paid
  with federal funds, including stipends and
  salaries, must be reported in Core Data whether
  they are full- or part-time
• Screens 18 and 20
• Any tutoring provided beyond the regular school
  day should be reported on Core Data
• Screens 18 and 20
• Certification and training determine name and
  course code for Title I Reading programs

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http//dese.mo.gov/divimprove/coredata/Exhibit202
007.doc
Core Data Collection System Manual Version
18 Revised July 2006 Exhibit 15 Reporting
Guidelines for NCLB Federal Programs Screens
18 20 pgs 213-217
107

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CORE DATA RESOURCES Exhibit 3 Position/Code
Screens 18, 20, 24 -- pg 167 Exhibit 10
Course Code/Certification Required Screens 20,
22, 24 - pgs 183-202 Exhibit 13 Program
Code Screen 20 -- pg 207 Exhibit 14 Delivery
System Screen 20 - pg 209
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The Connections Federal Programs
Certification

• All staff should be properly certified for their
  assignment/contract
• Notify Educator Certification regarding a name
  change
• Paras should have 60 college hours or have passed
  the ParaPro Assessment prior to being hired

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Federal Programs Calendar

• February
• Even-number years Safe Drug-Free Schools
  Communities (SDFSC) student survey
• completed online
• Begin consultation for the next school year with
  private school officials
• March
• 31 Last day to order materials and supplies
• Application amendment needed?
• Program needs assessment conducted?
• Continue consultation with private school
  officials, assessing current years Title I
  program and plan modifications to next years
  program if annual progress has not been met.
• April
• 15 Deadline to submit Federal Program Proposed
  Summer School Plan
• 30 Deadline for application amendments
• Annual program evaluations must include
  evaluation of nonpublic services, if applicable
• CSIP and plans revised based on evaluations and
  needs assessments
• Hold Titles I.A, I.C, IV.A, and V. committee
  meetings
• Inform private school officials of tentative
  program designs, service delivery models,
• number of Title I participants,
  allocations, location of services, and estimated
  costs.
• Provide opportunities for private school
  officials to comment.

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Federal Programs Calendar (cont.)

• May
• 15 Preliminary Federal Programs Final
  Expenditure Report (FER) due
• LEA Plan revised for new application, if needed
• Schoolwide Plan(s) revisions due for new
  application
• Hold consultation meetings with nonpublic
  officials to plan for application needed forms
  completed and signed
• Single-Funding Certification Form signed
• June
• 30 Neglected or Delinquent report of
  expenditures and services due
• Consultation with private schools should be
  completed for the next school year prior to LEA
  submitting its Title I application to the SEA.
• Submit Consolidated Federal Programs Application

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Federal Programs Calendar (cont.)

• July
• 1 Federal Programs Consolidated Application Due
• 30 Deadline for Federal Programs Final
  Expenditure Report (FER) revisions (if needed)
• Federal Programs Title I.A and Title V District
  Data Evaluation reported online
• August
• Disseminate Federal Programs Complaint
  Resolution Procedures
• Parents Right-to-Know Regarding Teachers and
  Paras Qualifications
• School Improvement Letter(s) (if applicable)
• Hold Title I Parent Informational Meeting(s)
• Consultation with nonpublic schools regarding
  actual services to be provided
• September
• 1 Federal Programs Title I.A and Title V
  District Data Evaluation due
• 30 Last day to obligate Title I.A and Title
  IV.A excess carryover
• 30 Certification Compliance Verification
  completed and on file
• Self-Monitoring Checklist submitted by this
  years MSIP districts
• Review enrollment/class sizes to check for
  supplanting of federal class-size reduction
• positions (if applicable)
• Initiate professional development and parent
  involvement activities with private schools based
  on previous springs consultation.
• District should check that they meet
  Comparability requirements (if applicable)

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Federal Programs Calendar (cont.)

• October
• 15 9/30 Report of expenditures obligations
  due for Titles I.A, IV.A, and I.C (if applicable)
• 31 Annual Program Evaluation of Title I.D due
  (Delinquent institutions)
• All federally-paid positions and stipends have
  been verified and submitted in the
• October cycle of Core Data due October 15
• Submit budget amendment to Consolidated
  Application assuring consistency between data on
  the application and staff submitted with Core
  Data
• LEA provides information about possible
  adjustments and program changes to private
• school officials. Start planning for the
  next school years consultation cycle.
• November
• 15 Deadline for nonpublic schools to submit
  Nonpublic Registration Forms
• 30 Neglected or Delinquent survey of children
  in local institutions or in correctional
• institutions due
• Application amendment needed?
• December
• Single-Funding Certification Form signed
• Inventory update needed?
• Comparability of Services study using Core Data
  information completed by DESE and
• districts notified of compliance or
  non-compliance

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Sign-in Sheets
Sign-in Sheet Event _____________________________
Date _________________________ Name Title /
Position Agency / Childs Name 1. Janey Doe
Principal 2. Jonathan Doe 2nd gr. 3. John
Johnson DARE Officer City Police

• Keep sign-in sheets for all meetings, parent
  involvement and professional development
  activities

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Resources

• Grants Management Supervisor
• Instructional Improvement Supervisor
• Financial Management Section
• Discretionary Grants Supervisor
• MELL Center
• Web Pages
• FedPro Listserv Subscribe!
• THE way we communicate
• Not many letters these days

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Thats All Folks!