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Division of Federal Programs Regional Meeting. ARRA FERs. ARRA Final Expenditure Reports. IMPORTANT : **If your total Title I allocation is $500,000 or more, 1% must be budgeted for Parent Involvement (in the 3300 – Community Services line of the budget).

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arra final expenditure reports
ARRA Final Expenditure Reports


**If your total Title I allocation is $500,000 or more,

1% must be budgeted for Parent Involvement

(in the 3300 – Community Services line of the budget).

i.e. Regular Title I allocation - $400,000

ARRA, Title I allocation - $200,000

Total Title I allocation is $600,000

*LEA must budget $6,000 (1%) in 3300-Community Services*

The $6,000 can be in either the regular Title I budget or the ARRA Title I budget – OR - a combination of both.

what is the parent involvement academy
What is the Parent Involvement Academy?
  • One year training/professional development opportunity for parent/community liaisons
    • May be a parent, but not required. Can be a district position.
  • Focus is on developing effective action plans and increasing parent and community support for education.
  • Now, more than ever, parent and community support is needed to help keep quality education programs.
  • The PIA is focused on providing a low cost program for districts that meet all NCLB parent requirements and is based on effective research-based practice.
lea commitment
LEA Commitment
  • $1000 to support the parent liaison throughout the year. LEA decides how to spend the money:
    • Stipend
    • Materials/Supplies
    • Parent Training
    • Staff Training
  • Principal (or designee) must be point of contact for liaison and PIA.
pde commitment
PDE Commitment
  • PDE will commit $1000 in curriculum and resources for a parent resource center as well as cover all travel/lodging expenses for participants
how to apply
How to Apply
  • Application will be released no later than April 30, 2011 on SPAC’s website:
  • www.spac.k12.pa.us
  • LEA must submit application packet with nomination.
    • Due May 13, 2011
  • Follow up interview will be scheduled with applicants.
  • Webinar to provide details and additional program information/overview:
    • April 20, 2011
    • 1:00 p.m.
  • Email Katie Hodge (khodge@state.pa.us) to register no later than April 18, 2011.
budget cut issues
Budget Cut Issues
  • Maintenance of Effort (MOE)
    • LEA must maintain 90% of local and state expenditures
      • If not, Title I is decreased by proportional amount
      • Waiver available for exceptional circumstances
  • Comparability
    • Services provided in Title I buildings with state and local funds must be comparable to non-Title I buildings
rebut supplanting presumption with budget documents
Rebut Supplanting presumption with budget documents
  • If the districts suffers a “Severe budget shortfall” it may shift activities currently being funded from state or local funds to its Title I budget.
  • Guidance gives no definition for “Severe budget shortfall”
    • The LEA should document the following:
      • Demonstrate that there was a reduction in the amount of non-federal funds
      • The district should document that the activity was slated for elimination
      • The district must ensure that the activity is an allowable Title I expenditure.
supplement vs supplant
Supplement vs Supplant
  • Targeted Program: Supplanting is:
    • Spending on programs required by local, state, or federal guidelines
    • Spending on programs that the LEA used nonfederal funds for the previous year
  • Schoolwide Program: must show that funds follow the schoolwide plan
  • Federal Spending Guidelines
      • OMB Circular A-87
      • Non Regulatory Guidance: Title I Fiscal Issues, February, 2008
supplanting issues
Supplanting Issues
  • Programs/positions previously paid for with state or local funds
    • Must show that program/position would have been eliminated
      • Board approval
      • End of grant
  • Title I Funded Federal Program Coordinator
    • Use Extreme Caution for Education Administrators funded as FPCs
      • Documentation will be required
    • Can split time with other positions
      • Job description must be clear on breakdown of time
      • Keep time and effort documentation
title i food expenditures for professional development
Title IFood Expenditures for Professional Development
  • May use Title I funds to pay for meals and transportations during Professional Development ONLY if “the primary purpose is the dissemination of technical information.”
  • Food is unallowable cost when is administrative not informational or instructional information.
  • Food purchase is never allowable for entertainment, amusement, diversion, or social activities.
  • Food purchase is permitted at parent involvement events if it is a reasonable and necessary way of boosting attendance.
when are costs allowable
When are costs allowable?
  • Certain costs are always prohibited such as:
    • Alcohol
    • Entertainment
    • Funds for religion
student incentives rewards
Student Incentives/Rewards
  • Keep items necessary and reasonable
  • Keep items, nominal no monetary
  • Articulate the goal and the strategy in writing and measure its effectiveness
  • Don’t reward students with participation and attendance
student incentives rewards cont
Student Incentives/Rewards (cont.)

5) Document the funding source

6) Follow state rules

7) Avoid prohibited expenditures

8) Keep donated items in check

9) Have written policy and make sure your school staff adheres to it

elements of targeted assistance program
Elements of Targeted Assistance Program
  • Use Title I resources to help participating children meet the state’s academic standards.
  • Ensure that planning for students served under Title I is incorporated into existing school planning.
  • Use effective methods and instructional strategies that rely on scientifically based research that strengthens the core academic program of the school.
  • Coordinate with and support the regular education program.
elements of targeted assistance program cont d
Elements of Targeted Assistance Program(cont’d)
  • Provide instruction by highly qualified teachers.
  • Provide opportunities for professional development using Title I and other resources to train teachers, principals, and paraprofessionals, including, if appropriate, pupil services personnel, parents and other staff.
  • Provide strategies to increase parental involvement, such as family literacy services.
  • Coordinate and integrate federal, state, and local services and programs.
title i targeted assistance programs
Title I Targeted Assistance Programs
  • To determine if a proposed use of Title I funds is eligible in a TA program, it is helpful to consider the following:
    • Is the activity intended to raise student’s achievement?
    • Is the proposed use of funds described in the Title I application?
    • Is the expense “reasonable and necessary”?
    • Do the services and materials duplicate services or materials that otherwise be made available to Title I students or replace services and materials funded by other sources in previous years?
schoolwide program three core elements
Schoolwide Program:Three Core Elements
  • Comprehensive Needs Assessment on an yearly basis.
  • Comprehensive Plan
  • Annual Review of the SW plan’s effectiveness.
schoolwide program requirements
Schoolwide Program Requirements
  • 40% poverty threshold (unless waived by PDE)
  • One year of planning prior to implementation (unless waived by PDE)
  • Annual evaluation of the program effectiveness
  • 10 implementation components
schoolwide program annual review
Schoolwide Program Annual Review
  • Schoolwide schools must conduct an annual review of the Schoolwide Program
  • Annual Review must answer two main questions:
  • Was the program implemented as the SW planning team intended?
  • Was there improvement in student achievement, particularly for the lowest- achieving students?
benefits of schoolwide programs
Benefits of Schoolwide Programs
  • Flexibility
  • Coordination and Integration
  • Accountability
  • Unified goals
interested in becoming a sw school
Interested in becoming a SW school?
  • First steps:
    • Send the “intent to plan a SW program” form to your regional coordinator
    • Submit a waiver request if the schools falls from 30%-40% poverty (free and reduce lunch)
    • Required application for 2011-2012
      • Getting Results (latest version)
      • SWP template
who is homeless
Who is Homeless?
  • A. means individuals who lack a fixed, regular, and adequate nighttime
  • residence…; and
  • B. includes —
  • i. children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are
  • awaiting foster care placement;
who is homeless cont
Who is Homeless (cont.)
  • ii. children and youths who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings…
  • iii. children and youths who are living in cars, parks, public spaces,
  • abandoned buildings substandard housing, bus or train stations, or similar settings; and
  • iv. migratory children who qualify as homeless for the purposes of this subtitle because the children are living in circumstances described in clauses (i) through (iii).
homeless students automatic eligibility
Homeless StudentsAutomatic Eligibility
  • Children and youth who are homeless are automatically eligible for Title I, Part A, services, whether or not they attend a Title I school or meet the academic standards required of other children for eligibility.
  • This automatic eligibility acknowledges that the experience of homelessness puts children at significant risk of academic failure, regardless of their previous academic standing.
mandatory reservation of funds
Mandatory Reservation of Funds
  • According to Title I, Part A, LEAs must reserve (or set aside) such funds as are necessary to provide comparable services to homeless children who are not attending Title I schools. [20 USC
  • 6313(c)(3)]
suggestions for services
Suggestions for Services
  • After assessing the needs of homeless students, the homeless education program and Title I program staff, along with other district-level administrators, may consider funding the following:
  • Before-school, after-school, and/or summer programs with an educational focus

Outreach services to students living in shelters, motels, and other temporary residences to help

identify homeless children and youth and advise them of available school programming

  • Basic needs such as school uniforms, school supplies, and health-related needs
  • Counseling services
  • Teachers, aides, and tutors to provide supplemental instruction to students whose achievement is below grade level
  • Parental involvement programs that make a special effort to reach out to parents in

homeless situations

  • Research-based programs that benefit highly mobile students
  • Data collection to assess the needs and progress of homeless and other highly mobile


nonpublic services
NonPublic Services
  • Reporting Nonpublic Expenditures
    • Instructional Costs
      • Line 1500
      • Equals total instructional allocation in:
        • Non Public Involvement section
        • Selection of Schools step 3
    • Parent Involvement Costs
      • Include with other PI; line 3300
    • Professional Development Costs
      • Include with other PD; line 2270
    • Summer School Costs
      • Include as Instructional; line 1500
    • Administrative Costs
      • Line 2280
      • Comes out of district admin; not Non Public Instructional
non public third party agreements
Non Public Third-party Agreements
  • Private Company (not an LEA or IU)
  • Responsibility of students remains with LEA
    • Should have regular visits
    • Evaluate program
  • Administrative costs must be separated in billing
    • Not taken out of instructional costs
    • Show on line 2280
interdistrict agreement
Interdistrict Agreement
  • With LEA or IU
  • Written contract required with transfer of funds
    • Full allocation is transferred unless both LEAs and 3rd party agree on less
    • Responsibility transfers with payment
    • Providing LEA should share information on students and program with home LEA
  • Any administrative fees are budgeted separately on line 2280
non public timeline
Non Public Timeline
  • Nov - Dec:
    • Initiate contact
    • Interest survey
    • Data collection
  • Dec – March
    • Obtain student data
    • Start of consultation
    • Examine NP needs
  • April – June
    • Design final program
    • 3rd party contracts
    • Assess previous year’s program
    • Submit application
  • July – Aug
    • Schedule/hire teachers, students, 3rd party, facilities
    • Parent notification
  • Sept: start NP services at same time as public services
sig school improvement grant
SIG (School Improvement Grant)
  • Lowest performing schools vs AYP status
  • Schools must agree to implement one of four models
    • Closure
    • Restart
    • Turnaround
    • Transformation
sig school improvement grant1
SIG (School Improvement Grant)
  • 10-11 Implementation
    • More than $102 million over 3 years (includes ARRA funds
    • $50,000 - $2,000,000 per building
    • 58 schools
    • 17 LEAs (districts or charter schools)
  • 11-12 Implementation
    • More than $21 million for first year
    • $50,000 - $2,000,000 per building
    • 141 schools eligible to apply
    • 49 LEAs eligible to apply
title i school improvement

Title I School Improvement

Pennsylvania Department of Education


Title I School Improvement

  • 2010-11 Title I School Improvement
    • 332 Title I schools identified
    • 99 districts with schools identified
  • 2009-10 Title I School Improvement
    • 383 Title I schools identified
    • 112 districts with schools identified

Pennsylvania Department of Education

2010 11title i si regular allocations
2010-11Title I SI “Regular” Allocations
  • $86,180--Schools showing math and reading progress over 3 years
  • $66,180--Schools showing progress in 2010 or at least maintenance for the past 3 years
  • $56,180--Schools showing progress or identified as Making Progress
  • $46,180--All other schools in SI
roll over of unused 20 set asides
Roll Over of Unused “20% Set Asides”

LEA Assurance Form

Are all requirements for notification met?

Is all money spent that will be required?

Enter amount needed

Sign and mail or fax to DFP

Regional Coordinator approval

Reservation of Funds adjusted accordingly


NOTE: If SI I school has no building available for choice Regional Coordinator can exempt that set aside.

Rollover Assurance Form not needed.

statutory requirements
Statutory Requirements
    • Parent Notification – 14 days prior SY
      • Letter
      • Website
      • School Choice
      • Supplemental Educational Services
  • Improvement Plans Due – July 1, 2011
    • School Improvement II
    • Corrective Action
required format for website
Required Format for Website

List of schools available for transfer (Choice) and, if applicable,

SES Approved Providers must be listed on the website.

  • Schools in Warning for 2010-11
  • Preparations for Parent Notification should building be identified for SI I
  • If Federal Program Coordinator is retiring business manager and/or superintendent must be prepared to meet this requirement on time!
  • EXTREMELY important to send out letter and post information on website
    • 14 days prior to the school year
    • Possible loss of roll over of unused set asides back into the general Title I budget.
    • EXAMPLE:
      • Title I budget of $500,000
      • Set aside would be $100,000
ses supplemental education services1
SES: Supplemental Education Services
  • Districts must offer all approved providers to all eligible students
  • Must treat all providers equally; even if the district is a provider
  • Give same building access to providers as to non-SES entities (Boy Scouts, etc)
  • Districts should be checking all clearances before allowing tutor to be with student
  • LEA should have an SES Provider Policy
    • List expectations and non contract requirements
    • Distribute to all district providers
title iid update
Title IID Update
  • $3.5 million available from 10-11
  • Competitive Awards
  • Focus: Online Learning Grants
  • Eligible LEAs:
    • Must be High Poverty plus
    • High Technology Need (based on PATI) or
    • School Improvement
  • Timeline: RFP released in Spring/awards made by July 1.
title iii update
Title III Update

Purpose of Title III

  • Ensure ELLs and immigrant students will:
    • Attain English proficiency.
    • Develop high levels of academic attainment in core academic subjects.
    • Meet the same challenging state academic standards as all children are expected to meet.
    • Enter an all-English instruction setting.
  • Promote parent and community participation
rural education achievement program reap1
Rural Education Achievement Program (REAP)
  • Small & Rural School Achievement (SRSA)
    • Administered at the federal level
      • 09-10 funding $397,743 (18 LEAs)
      • 10-11 funding – $401,903 (17 LEAs)
      • 11-12 funding – Proposed level funding
  • Rural & Low Income Schools (RLIS)
    • Administered by DFP
      • 09-10 funding - $809,192 (23 LEAs)
      • 10-11 funding – $1,392,185 (34 LEAs)
      • 11-12 funding – Proposed level funding
2011 12 application
2011/12 Application

Now part of the Consolidated

  • With Title IA, ID, Title IIA, IID, AAA
  • All projects must be completed and submitted together
  • Title III allocations will be released later than Title IA and Title IIA (June)
  • Narrative is combined with LEA Plan; Budget information is separate
application issues
Application Issues
  • Administrative costs
    • Must not be greater than 2%
    • Non instructional (always includes indirect costs)
  • Supplanting
    • Title III funds cannot be used for required activities
    • Need to show separation between ESL and Title III activities
  • Professional Development
    • Sufficient and sustainable

Annual Measurable Achievement Objectives (AMAOs)

  • AMAO 1: Making progress toward English language proficiency as measured by the state English language proficiency (ELP) assessment (currently the ACCESS for ELLs ®)AMAO 2: Attaining English language proficiency as measured by the ACCESS assessmentAMAO 3: Meeting AYP as measured by the state content assessment (PSSA/PASA)
  • AMAO Improvement
      • Schools not making AMAO 2 consecutive years
      • Data released in 2010 for 07/08, 08/09, 09/10
      • Required to write improvement plan
title iii allocations for 2010 2011
Title III Allocations for 2010-2011
  • 2010-2011 Title III Allocations will be based on the numbers taken from:
    • PIMS (LEP and immigrant count entered by each LEA)
    • LEP system (Number of non public students)
  • LEA’s are responsible for the accuracy of the numbers entered.
  • 2010/2011 Title III Allocation: $13,096,320
    • 2011-2012 expected to be about the same
arra reporting
ARRA Reporting

What is ARRA?

The American Recovery and Reinvestment Act

Federal Stimulus monies attached to numerous established programs.

arra reporting1
ARRA Reporting

Not all stimulus funds are attached to programs administered by the Division of Federal Programs.

Title I

Title IID

Part D – delinquent

arra reporting2
ARRA Reporting

Obligation period of funds follows traditional federal guidelines.

ARRA stimulus funding obligation window closes on September 30, 2011.

Two quarterly reports left: end of June and end of September.

arra reporting3
ARRA Reporting

What are ARRA quarterly reports?

Required by statute.

NOT complete accounting or reconciliation.

After the fact disclosure on two areas: Vendor Payments and Jobs Created/Retained.

arra reporting4
ARRA Reporting

DFP only performs project inventory.

For status on quarterly project inventory please contact Jesse Fry at jefry@state.pa.us

For assistance with quarterly submission please contact ra-stimulus-pde@state.pa.us

ffata reporting
FFATA Reporting

Federal Funding Accountability and Transparency Act

LEA expenditures will be posted as public information.

Language exists on all new contracts.

2011 12 egrant changes

2011-12 EGrant Changes

Quick Reference Guide

egrants timeline
eGrants Timeline
  • eGrants will open when we have allocations loaded
  • All grant timelines remain the same regardless of when eGrant opens
    • Funds become available available on July 1, 2011
    • Your start date to begin spending funds is determined by when you submit your eGrant application and submit your signed Rider.
overview of changes
Overview of Changes
  • New Narrative (Consolidated LEA Plan)
    • Removed several sections
    • Added some additional questions for compliance and clarity
  • Incorporated Title III into consolidated application
  • Removed Title V questions and responses
what was removed
What was Removed?
  • Equity Plans
    • Now an assurance that LEA has one available during monitoring for review
  • Alignment to Standards Table and Description
    • Now an assurance
  • All Title V questions/responses
what was added
What was Added?
  • Title III questions/responses
  • Parent Involvement questions
  • Evaluation/Assessment Questions
  • Program descriptions for each program
  • Section status indicators on Consolidated Menu

Note that individual sections will now be marked complete/incomplete to help with completing the entire narrative.

new coordinator trainings training sites dates
Delaware County IU 25

Thursday, May 5, 2011

9am – 1pm

Appalachia IU 8

Thursday, May 5, 2011

9am – 1pm


Thursday, May 10, 2011

9am – 1pm

Northeastern Educational IU 19

Wednesday, May 11, 2011

9am – 1pm

Northwest Tri-County IU 5

Friday, May 13, 2011

9am – 1pm

Bucks County IU 22

Monday, May 16, 2011

9am – 1pm

Intermediate Unit 1

Tuesday, May 17, 2011

9am – 1pm

Luzerne IU 18

Friday, May 20, 2011

9am – 1pm

Capital Area IU 15

Tuesday, M ay 24, 2011

9am – 1pm

Allegheny IU 3

Wednesday, May 25, 2011

9am – 1pm

New Coordinator TrainingsTraining Sites & Dates:


July 18-20, 2011 - Title I SPAC Conference, Seven Springs

August 3-5, 2011 - Summer Leadership Forum, Pittsburgh

January 29, 2011 – February 1, 2012 – Improving School Performance Conference, Pittsburgh

March 25-28, 2012 – Annual PAFPC Conference, Hershey

TBA – Neglected and Delinquent Symposium

fall regional workshops
Fall Regional Workshops
  • October 11, 2011 – Fall Regional Workshop, IU 8
  • October 12, 2011 – Fall Regional Workshop, IU 3
  • October 13, 2011 – Fall Regional Workshop, IU 4
  • October 14, 2011 – Fall Regional Workshop, IU 17
  • October 18, 2011 – Fall Regional Workshop, IU 29
  • October 19, 2011 – Fall Regional Workshop, IU 19
  • October 20, 2011 – Fall Regional Workshop, IU 22
  • October 21, 2011 – Fall Regional Workshop, IU 25
dfp contacts
Cindy Rhoads


717 783 9167

IUs 22, 23, 25



Jesse Fry


717 783 6629

IUs 12, 13, 15

ARRA quarterly project inventory


Norma Hull


717 783 7790

IUs 8, 11, 16

Title I School Improvement

Susan McCrone


717 783 1330

IUs 2, 26

New Coordinator Trainings

ISP Conference & Monitoring

Virginia Baker


717 783 9164

IUs 1, 3

SIG (School Improvement Grant 1003g)


DFP Contacts
dfp contacts con t
Don McCrone


717 783 6902

IUs 10, 17, 18, 19

Title I D

Title IIA


Karl Streckewald


717 783 3381

IUs 4, 7, 27, 28

Title III Fiscal



Maria Garcia-Morales


717 783 6904

IUs 5,6,9,24

IUs 14,20,21,29(Vacant)

Schoolwide Programs


Linda Long


717 783 6595

Title III Program Manager

DFP Contacts (con’t.)