Timelines

1. OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICEMonitoring and Reporting2009 CSP Grant Training

2. Timelines • This is a multi-year project with a maximum program performance period of 36 months and is comprised of 3 budget periods: • Planning and Program Development (max 18 months) • Implementation 1 (max 12 months) • Implementation 2 (max 12 months) • The three budget periods combined may not exceed 36 months and the budget periods may not overlap.

3. Transitioning Between Phases • Planning to Implementation 1: • Signed DOE 150 Project Amendment Request • Signed DOE 101 Budget Narrative Form • Signed Copy of Charter Contract • Signed Copy of Lease Agreement for Facility • Proof of Governance Training • Itemized Expense Report

4. Transitioning Between Phases • Implementation 1 to Implementation 2: • Signed DOE 150 Project Amendment Request • Signed DOE 101 Budget Narrative Form • Proof of Curriculum, Instruction, Assessment and Accountability Training • Proof of Business, Finance and Accounting Training • Itemized Expense Report • A report indicating progress toward each project objective in Attachment J.

5. Transitioning Between Phases • Submitted at the end of Implementation 2: • Itemized Expense Report • A report indicating progress toward each project objective in Attachment J. • *Reminder* IRS Determination • Letter for 501(c)3 status: • A copy must be submitted as soon as it has been received.

6. How to Report Documentation* must be submitted to your Grant Specialist: Office of Independent Education and Parental Choice Florida Department of Education 325 W. Gaines Street, Room 522 Tallahassee, Florida 32399-0400 *Submit DOE Forms to the Sponsor for appropriate signatures.

7. GeneralReporting Tips • To expedite the transition between phases and • avoid time consuming errors: • Make sure you are using the appropriate forms (Charter School Use Only) • E-mail or fax DOE Forms to your Grant Specialist • for review prior to submitting them to the Sponsor.

8. Attachment JReporting Tips When reporting on progress towards grant objectives, be sure to label each document with the specific objective that it supports or verifies.

9. Site Visit Procedures • Grant specialists will conduct site visits to as many grant recipients as possible to monitor compliance with program requirements. • Site visits will occur primarily during the Implementation 1 budget period • DOE will send written notification prior to the visit • The school principal must be available during the site visit • Site visits typically take 3-4 hours to complete

10. Site Visit Procedures • During the site visit, representatives from the • DOE will request to examine the following • documentation for only items purchased with • CSP grant funds: • Itemized Expense Reports • Proof of Purchase (receipts, travel vouchers, • requisitions, invoices, payroll records, purchase • orders, contracts, etc.) • Inventory Records (may request walk through of • charter school facility with physical verification of • items purchased with CSP grant funds)

11. Site Visit Procedures The following are questions that may be asked and documentation that may be requested for inspection during the visit: • How did your school use CSP grant funds to meet your original goals and objectives as stated in your application? • What documentation do you have to support grant-funded expenditures? Examples of purchases requiring documentation include: Staff salaries and/or consultant fees, professional services, marketing or recruitment materials, travel/conferences, furniture, computers and/or software, equipment and supplies, curriculum materials, professional development and/or training

12. Site Visit Procedures(continued) • What purchases with grant funds were made by contracting with a vendor? Provide a copy of competitive bids and cost analysis for these purchases. • To receive funding for Implementation 1 or 2, provide the following documentation for the required training: Person(s) providing the training Date(s) of training Person(s) receiving training (and title) • For charter schools that include Pre-K or adult education students, how does the school distinguish the use of CSP grant funds between grade levels?

13. Site Visit Procedures(continued) • If an admission lottery was used, do the schools policies meet state and federal requirements? • What inventory system has your school implemented to track merchandise purchased with CSP grant funds? (i.e., purchases with a life of more than one year) • What documentation do you have to support the inventory system?

14. Inventory Management • Item Categories • Capital Outlay - All 600 object codes • Materials and Supplies - All 500 object codes

15. Inventory Management • Use of Equipment • All items purchased must be used for the school • (K-12) receiving the grant – even after CSP funding • expires. • Disposition of Equipment • When original equipment acquired under the CSP • grant is no longer needed, the disposition of • equipment will be made as specified in the DOE Green Book (Section F).

16. Inventory Management • Item Documentation • Serial # or other ID, description of item, funding source and percentage, acquisition date, cost, • room location, condition, and disposition date • Inventory • Conducted annually • Update item condition, inventory date, room location, and disposition date • Must research any unusual findings Handout 14: Inventory Management Example

17. Q & A Questions?