General Topics

1
General Topics

• State and Local Planning
• District-Wide Maintenance of Effort
• Consolidated Administration
• Transferability
• Addenda and Budget Amendments
• Private Schools
• Supplement versus Supplant
• Laws, Regulations, and Guidance

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STATE PLAN

• Consolidated State Application Accountability
  Workbook
• state.tn.us/education/nclb/conapp

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The State Plan is -

• Developed by the SEA, in consultation with LEAs,
  teachers, principals, pupil services personnel,
  administrators and parents

4
The State Plan is -

• Coordinated with other programs under this Act
• Individuals with Disabilities Education Act
• Carol D. Perkins Vocational Technical Education
  Act of 1998
• Head Start Act
• Adult Education
• Family Literacy Act
• McKinney-Vento Homeless Assistance Act

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The State Accountability System

• Ten Required Elements or Principles of State
  Accountability Systems

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Principle 1 All Schools

• Includes all schools and districts in the state
• Holds all schools to the same criteria
• Incorporates the academic achievement standards
• Provides information in a timely manner
• Includes report cards
• Includes rewards and sanctions

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Principle 2 All Students

• Includes all students
• Has a consistent definition of full academic year
• Properly includes mobile students

8
Principle 3 Method of AYP Determinations

• Expects all student subgroups, public schools,
  and LEAs to reach proficiency by 2013-2014
• Has a method to determine whether student
  subgroups, public schools, and LEAs made AYP
• Establishes a starting point
• Establishes statewide annual measurable
  objectives
• Establishes intermediate goals

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Principle 4 Annual Decisions

• Determines annually the progress of schools and
  districts

10
Principle 5 Subgroup Accountability

• Includes all required student subgroups
• Holds schools LEAs accountable for the progress
  of student subgroups
• Includes students with disabilities
• Includes limited English proficient students

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Subgroup Accountability contd

• Determines the minimum number of students
  sufficient to yield statistically reliable
  information for each purpose for which
  disaggregated data are used
• Includes strategies to protect the privacy of
  individual students in reporting achievement
  results

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Principle 6 Based on Academic Assessments

• Based primarily on academic assessments

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Principle 7 Additional Indicators

• Includes graduation rate for high schools
• Includes an additional academic indicator for
  elementary middle schools
• Indicators are valid and reliable

14
Principle 8 Separate Decisions for
Reading/Language Arts and Math

• Holds students, schools, and districts separately
  accountable for reading/language arts and
  mathematics

15
Principle 9 System Validity and Reliability

• Produces reliable decisions
• Produces valid decisions
• State has a plan for addressing changes in
  assessment and student population

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Principle 10 Participation Rate

• Has a means for calculating the rate of
  participation in the statewide assessment
• Has a means for applying the 95 assessment
  criteria to student subgroups and small groups

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LEA PLAN

• LOCAL EDUCATION AGENCY PLAN
• School System Consolidated Plan
• TCSPP

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No Child Left Behind (NCLB)
NCLB mandates Consolidated Planning prior to the
school systems receiving federal funds
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Plan must be coordinated with -

• Individuals with Disabilities Education Act
• Carl D. Perkins Vocational and Technical
  Education Act of 1998
• McKinney-Vento Homeless Assistance Act

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Planning in Tennessee Schools School Systems

• State Board of Education Master Plan
• School System Five Year Plans
• School Improvement Plans

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WHY PLAN?

• Its a way to exercise leadership
• It sets direction
• It increases probability of success
• It helps to maximize resources
• It develops unity among stakeholders
• It provides a mechanism for assessing performance

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POINTS TO REMEMBER

• Plan for yourselves and for your students not
  to meet specific mandates
• Effective planning provides a system/school
  roadmap toward your destination of improving
  student learning
• Getting desired results is the real test of the
  quality of planning
• Should be viewed as the School System
  Improvement Plan

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MAJOR PARTICIPANTS

• Educators
• Parents Community Members
• Members of the Public Health Community

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RECOMMENDED COMPONENTS OF PLAN

• BELIEFS AND MISSION

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COMPREHENSIVE NEEDS ASSESSMENT

• Non-Academic Data
• Student demographics
• Educator demographics
• School demographics
• Community demographics

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COMPREHENSIVE NEEDS ASSESSMENT Contd

• Academic Data
• TCAP grades 3-8
• TVAAS
• Writing assessments
• End of Course assessments
• Gateway tests
• SAT/ACT
• Other district assessments

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CURRICULUM, INSTRUCTIONAL, ASSESSMENT
ORGANIZATIONAL ANALYSIS

• Identify system-level strengths and challenges

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ACTION PLAN DEVELOPMENT

• Goals
• Action Steps

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EVALUATION

• What (sources of data)
• How (procedures analysis)
• When (time frames)
• By Whom (responsibility)
• Utilization of Results (how the results will be
  used to modify the plan)
• Communication Strategy (how evaluation results
  will be shared with key stakeholders

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Maintenance of Effort District-Wide

• LEAs must demonstrate that
• the level of state and local
• funding remains relatively
• constant from year to year.

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An LEA may receive Title I funds only if -

• The LEA has maintained its fiscal effort as
  required by ESEA
• Either the combined fiscal effort per student or
  the aggregate expenditure from state local
  funds for the preceding year was 90 of that
  for the second preceding year

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If the LEA fails to meet the 90 mark-

• The SEA must reduce the LEAs Title I allocation
  in the exact proportion to which an LEA fails to
  meet the 90 requirement.

33
Example

• An LEA spends 1 mil some year
• The next year the LEA would need to spend
  900,000 to meet the 90 level

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Example Contd

• If the LEA spent only 850,000, it would fail to
  meet the 90 level by
• 50,000 900,000 or 5.6
• Thus, the LEAs Title I allocation must be
  reduced by 5.6

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Eligible State Local Expenditures

• Administration
• Instruction
• Attendance Health Services
• Pupil Transportation Services
• Plant Operation Maintenance
• Fixed Charges
• Net Expenditures for Deficits for Food Services
  and Student Body Activities

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Expenditures Not Eligible

• Community Service
• Capital Outlay
• Debt Service
• Supplementary Federal Disaster Expenses
• Expenditures from Federal Funds

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Waivers

• If an LEA fails to meet the 90 mark, USDOE may
  waive this requirement for exceptional or
  uncontrollable circumstances.

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Consolidated Administration

• Procedures for Consolidated Administrative Costs
  for Federal Programs

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Consolidated Admin Contd

• 1. LEA Identifies Programs to be Consolidated
  (Title I, Title II, Title IV, Title V, etc.)
• 2. LEA requests authority to consolidate
  identified programs. Request is made on page 1
  of the Consolidated Application.

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Consolidated Admin Contd

• 3. LEA receives approval to consolidate
  administrative costs.
• 4. LEA receives approval of administrative
  amounts to be consolidated.
• 5. LEA sets up budget for Consolidated
  Administration.

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Consolidated Admin Contd

• 6. LEA expends funds (up to approved amount) for
  administration of included programs.
• 7. LEA requests funds through original program
  projects and transfers sums as needed to
  Consolidated Administration budget.

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Consolidated Admin Contd

• 8. Completion reports for original included
  projects will show actual expenditures.
• 9. Any cash balance remaining in the Consolidated
  Administration project will revert to the
  original projects.

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PROS and CONS

• PROS
• NO Time Logs to keep, if 100 Federal
• CONS
• 1. NONE

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Transferability

• What?
• Which?
• How?
• How Much?

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What is Transferability?

• Transferability is new flexibility authority that
  permits SEAs and LEAs to transfer a portion of
  the funding they receive under certain federal
  programs to their allocations under other
  programs so that they can address more
  effectively their unique needs.

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Which Funds May Be Transferred?

• Title I, Part A In ONLY
• Title I, Part C Not Allowed
• Title I, Part D Not Allowed
• Title II, Part A In and Out
• Title II, Part D In and Out

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Funds Contd

• Title III, Part A Not Allowed
• Title IV, Part A In and Out
• Title V, Part A In and Out
• Title VI Not Allowed

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How to Make Allowable Transfers

• Consult with private schools
• Determine transfer
• Establish effective date
• Notify the SEA at least 30 days before the
  effective date
• Modify each affected plan or application and
  submit to the SEA, within 30 days

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LEA Responsibilities Contd

• Spend the transferred funds in accordance with
  receiving program, including set-asides
• Maintain records of transfers
• Produce required state reports

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SET-ASIDE Provisions Affecting Transferred Funds

• Title I, Part A
• 5 for transportation
• 5 for supplemental services
• Remaining 10 for transportation, supplemental
  services, or both

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Title I Set-Asides Contd

• Family literacy parenting skills 1
• PD 5
• Carryover limitation of 15
• 125 rule
• High Priority LEAs - 10 for PD

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SET-ASIDES Contd

• Title II, Part D
• PD 25 of award
• Title IV, Part A
• 2 Cap on administrative funds
• 25 Carryover limitation
• Security cap 40
• 20 for nonpersonnel

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How Much Can Be Transferred?

• Up to 50 of those funds with allowable transfers
  out except as noted below
• LEAs identified for improvement,
• 30
• LEAs identified for corrective action, no
  transfers during corrective action status

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Calculating the Transferability Base

• Limitations are based on the total of the LEAs
  formula grant funds in a fiscal year originally
  received under the applicable program plus the
  funds that the LEA transfers into the program

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Monitoring Transferability

• 1. If the system has transferred funds among
• programs is documentation on file to
  support the following
• (a.) The amount transferred did not exceed the
  percent allowable.
• (b.) Have at least 30 days of notification been
  provided to Tennessee Department of Education
  prior to each transfer?

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Monitoring Contd

• (c.) Have all transferred resources been used in
  accordance with the allowable activities of the
  ESEA Title program into which the funds have been
  transferred?
• (d.) Have all requirements regarding set-asides
  and private schools been met (including equitable
  participation of private schools) by the program
  into which the funds have been transferred?

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Monitoring Contd
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ADDENDUM

• A CHANGE
• IN
• AN APPROVED APPLICATION

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WHY DO AN ADDENDUM?

• Increase or Decrease in Funding
• Change in Personnel Count
• Change in Program Focus/Add a Program
• Correct Any Errors in the Application

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HOW TO DO AN ADDENDUM

• Meet with the planning team to discuss changes
• Get approval from the planning team to make
  changes
• Copy pages that need to be changed from the most
  recently approved electronic Consolidated
  Application file
• Strike through original with contrasting colored
  ink to identify items to be changed

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HOW TO DO AN ADDENDUM Contd

• Director of Schools writes letter to Dr. McCargar
  asking for approval of the addendum
• Send the original of changed pages (with
  contrasting colored ink) to your NCLB Consultant
  and 2 copies of pages letter
• Try to send to NCLB Consultant 5 days before
  changes are to take place

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HOW TO DO AN ADDENDUM Contd

• EMERGENCY Call NCLB Consultant and FAX Addendum
• Send Updated Working Papers to your NCLB
  Consultant
• Your NCLB Consultant can assist with questions
  during the addendum process

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Pages That May Require Changes

• Page 3 - Attendance Areas
• Page 2 - Title I Schools and Personnel
• Page 7-13 - Program and /or Personnel
• Page 18 - School Personnel
• Page 19 - Systemwide Personnel

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Sample Text for Letter 1

• Re Consolidated Application
• Addendum 1
• Dear Dr. McCargar
• Please accept the attached as addendum 1
  to our 2006-2007 Consolidated Application, which
  clarifies and updates the necessary changes.
  Thank you for your consideration in this manner.
• Sincerely,
• ________, Director of Schools

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Sample Text for Letter 2

• Dear Dr. McCargar
• Please find attached addendum 1 to our
  FY07 Consolidated Application. We, believe all
  items to be accurate and complete.
• Please contact us, should additional
  information be required.
• Thank you for your consideration in this
  matter.
• Sincerely,
• , Director of Schools

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ADDENDUM PROCEDURAL CHANGE

• LEA will receive only an approved electronic copy
  of any addenda.
• NO paper copy will be sent from Nashville.

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BUDGET AMENDMENT

• A CHANGE IN THE
• APPROVED BUDGET

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WHY DO A BUDGET AMENDMENT?

• Modify any finally approved budget
• Greater than 10 increase or decrease in a budget
  category
• Single change
• Cumulative change

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BUDGET AMENDMENT EXAMPLE

• Budget category 71100 - Instruction
• Approved budget for 71100-116 Teachers
  500,000.
• 10 50,000
• Position added 55,000 gt 10
• Position removed -55,000 gt10

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HOW TO DO A BUDGET AMENDMENT

• Meet with and get approval from the planning team
  to make changes
• Follow all local policies / procedures for budget
  amendments at the LEA level
• Complete NCLB Budget Amendment Form
• ED-5341 for each affected title (EXCEL)
• Use the most recently approved electronic version
  of your budget

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HOW TO DO A BUDGET AMENDMENT - Contd

• Director of Schools writes letter to Dr. McCargar
  asking for approval of the Budget Amendment
  sample on web
• Submit an electronic copy and 2 paper copies of
  Budget Amendment to your NCLB Consultant
• Submit a revised budget for affected titles to
  NCLB Consultant electronic and paper copies

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BUDGET AMENDMENT

• LEA will receive only an approved electronic copy
  of Budget Amendment.
• NO paper copy will be sent from Nashville.

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Private Schools
Programs Requiring Equitable Participation Under
the Uniform Provisions (Title IX)
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Private Schools

• Covered Programs
• Reading First
• Even Start Family Literacy
• Education of Migratory Children
• Teacher and Principal Training and Recruiting
  Fund
• Mathematics and Science Partnerships
• Enhancing Education Through Technology
• English Language Acquisition, Language
  Enhancement, and Academic Achievement Act
• Safe and Drug-Free Schools and Communities
• 21st Century Community Learning Centers

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Private Schools

• Covered Programs continued
• Title I, Basic Programs
• Title V, Innovative Programs and
• Title V, Gifted Programs
• contain provisions for the equitable
  participation of private school students within
  their own titles.

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Private Schools

• CONSULTATION
• The goal of the Consultation process is to design
  and implement a program that will provide
  equitable services and meet the needs of eligible
  private school student and/or teachers and other
  educational personnel.

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Private Schools Consultation

• Timely and meaningful consultation during the
  design and development of the programs on such
  issues as
• How the childrens needs will be identified
• What services will be offered
• How and where the services will be provided
• How the services will be assessed and how the
  results of the assessment will be used to
  improve those services
• Service delivery mechanisms used to provide
  equitable services
• Who will provide the services
• (continued)

78
Private Schools Consultation

• The amount of funds available to serve private
  school students
• The size and scope of the services to be provided
• How and when the agency will make decisions about
  the delivery of services
• Consideration of the views of the private school
  officials re use of third-party providers
• Where the LEA disagrees with the view the private
  school officials on the provision of services
  through a contract, the LEA must provide a
  written explanation of the reasons why the local
  educational agency has chosen not to use a
  contractor

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Private Schools Consultation

• Consultation meetings must continue throughout
  the implementation and assessment of services
• Such consultation shall occur before the local
  educational agency makes any decision that
  affects the opportunities of eligible private
  school children, teachers, and other educational
  personnel to participate

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Private Schools

• Title VI
• Flexibility and Accountability

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Private Schools Title VI

• Provides options for SEAs and LEAs to transfer
  federal education program funds from a designated
  program to other ESEA programs that better
  address their needs
• S/LEAs may not transfer any funds from Title I,
  Part A, to any other program
• S/LEAs must consult with private school officials
  prior to making any decision that could impact
  the ability of private school students and
  teachers from benefiting from programs for which
  they are eligible

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Private Schools

• Office of Non-Public Education
• Office of Innovation and Improvement (OII)
• Phone [phone]
• E-mail OIINon-PublicEducation_at_ ed.gov
• Web site http//www.ed.gov/about/offices/list/oii
  /nonpublic/index.html

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Supplement Not Supplant

• Title I
• Title II A
• Title V

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Supplement Not Supplant Rule

• Requires that federal funds be used to augment
  the regular ed program
• Requires federal funds not be used to substitute
  for funds or services that would otherwise be
  provided

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Supplement Not Supplant Contd

• SEAs and LEAs must use Title I funds only to
  supplement funds from nonfederal sources
  available for the education of Title I
  participating students
• Title I funds cannot be used to supplant funds
  that would, in the absence of Title I funds, have
  been spent on Title I students

86
Laws, Regs, and Guidance

• What are these documents?
• How do you find and use these documents?

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LUNCH
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First Breakout Session

• Title II-A Title V
• Title II-D and E-Rate
• Title III Title I-C
• Title IV
• Title X Title I-D and I-A
• Charter/Choice and SES

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BREAK
90
Second Breakout Session

• Title II-A Title V
• Title II-D and E-Rate
• Title III Title I-C
• Title IV
• Title X Title I-D and I-A
• Charter/Choice and SES