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PAFPC 2012 Regional meeting

PAFPC 2012 Regional meeting

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PAFPC 2012 Regional meeting

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  1. PAFPC 2012Regional meeting

  2. Division of Federal Programs • Administers federal programs for LEAs in Pennsylvania • Allocations • Approve Programs and Expenditures • Technical Assistance • Compliance • Monitoring • 14 Programs (No Child Left Behind)

  3. Cindy Rhoads 717 783 9167 IUs 22, 23, 25 eGrants 21st Century Jesse Fry 717 783 6629 IUs 12, 13, 15 ARRA quarterly project inventory MSP Title III Fiscal Susan McCrone 717 783 1330 IUs 2, 26 New Coordinator Trainings ISP Conference & Monitoring SPAC Virginia Baker 717 783 9164 IUs 1, 3 SIG (School Improvement Grant 1003g) REAP DFP Contacts

  4. Don McCrone 717 783 6902 IUs 10, 17, 18, 19 Title I D Title IIA Comparability TBD (Don McCrone) 717 783 3381 IUs 4, 7, 27, 28 Nonpublic SES Maria Garcia-Morales 717 783 6904 IUs 14,20,21,29 SchoolwidePrograms Homeless Norma Hull 717 783 7790 IUs 8, 11, 16 Title I School Improvement DFP Contacts (con’t.)

  5. Jo Beth McKee 717-787-7815 DFP Contacts (con’t.)

  6. DFP Partnership with PAFPC/Eduplanet • Social Learning/Networking Platform •\ • Deliver content related to all federal programs • Program • Fiscal • Monitoring/Compliance • Training • Sharing Effective/Best Practices between all federal program coordinators in the State through various communities • Calendars, to-do lists, events, reminders AND MORE!!

  7. Eduplanet Highlighted Sessions • Various sessions anticipated to be of high interested are being videoed and made available for review after the conference by PAFPC members. • Comparability Changes • Regional Meeting • 21st Century Pre-Grant Workshop • Others

  8. Status of Federal funds for 2012-13

  9. Anticipated Increases/Decreases • Funding Increases: • Title I, Improving Basic Programs (+3.6%) • Rural & Low Income (+2.6%) • Title III, English Learner Education (+7.4%) • Funding Decreases: • Title II, Improving Teacher Quality (-0.02%) • School Improvement Grant (-0.2%) • Title II, Math & Science Partnerships (-9.7%) • For additional information on funding: Kelly Gallatin’s workshop

  10. Applying for 2012-13 Federal Funds • New 2012-13 Application open in eGrants later in the Spring • 2012-13 Funds become available to states/LEAs on July 1, 2012 through September 30, 2013 • Tydings Amendments authorize carryover of unused 2012-13 funds through September 30, 2014 (total of 27 months) • Date of submission of application for state approval through eGrants determines start date.

  11. eGrantsChanges in 2012 • Minimal Changes to system for 2012-13 • Consortium Leads now have a check-box/bypass to indicate sections of narrative that do not apply to consortiums. • Wording changes in narrative for clarification.

  12. Reminder • Narratives and budgets do NOT rollover from previous year. • Must complete all sections each year. • Provide a comprehensive answer explaining how you will use federal funds for the 2012-13 school year. • Do not include information on non-federal grants unless they are used to align/supplement your federal grant dollars. • eGrants = State Approved Program • Revise as necessary throughout the program year to reflect actual activities and budgets.

  13. Common Issues with Consolidated Applications Problem: Funds that are accounted for on the Reservation of Funds Page or on the Selection of School page (nonpublic instructional costs) are not accounted for properly on the Budget. Remedy: Utilize the Administrative Manual for proper fund coding.

  14. Common Issues with Consolidated Applications (continued) • Problem: The dollar amounted derived for nonpublic services on the Reservation of Funds page and Selection of Schools page (and on the Budget) do not match the Nonpublic Signoff • Remedy: Check this carefully as nonpub personnel are hard to find after initial signoff!

  15. Common Issues with Consolidated Application (continued) • Problem: The entire allocation is not budgeted and therefor applied for. • Remedy: Keep in mind that in “data-entry” mode there are three budget screens that only collapse into one final budget once submitted. Also, make sure balance is “zeroed-out”.

  16. Common Issues with Consolidated Applications (continued) • Problem: The budget and the narrative (Consolidated LEA Plan) do not match. • Remedy: Utilize the coding and program allowable expenditure guidances as provided in the Administrative Manual.

  17. Common Issues with Consolidated Applications (continued) • Problem: In the section labeled “Title I Program Description” (within the Consolidated LEA Plan) the LEA is asked to enter the “Estimated # of minutes/week for Supplemental Title I Instruction”. Often entered incorrectly. • Remedy: Enter the average per student.

  18. Common Issues with Consolidated Applications (continued) • Problem: In the Parent Involvement section of the narrative (Consolidated LEA Plan) there has been some confusion over what dates/timeframes are reasonable. • Remedy: “Parent Input on Current Title I Application for Funds” must be completed prior to the start of the school year.

  19. Common Issues with Consolidated Applications (continued) • Remedy: “School –Level Policy/Plans”, “LEA Parent Involvement Policy”, “Parent/School Compacts”, “Annual Title I Parent Meeting”, and “Parent Right to Know Qualifications of Teachers” must be completed in September or October. • NOTE: all other categories can be ongoing.

  20. Common Issues with Consolidated Applications (continued) • Problem: Buildings in School Improvement I or II (including Making Progress) must reserve 10% of the Selection of Schools derived allocation for 2270/Professional Development • Remedy: Check the website for current and anticipated AYP statuses

  21. Common Issues with Consolidated Applications (continued) • Problem: The incorrect program type has been selected on the drop-down box on the Selection of Schools page. • Remedy: Before completing this section determine if buildings are Targeted, School Wide, Eligible through Grandfathering Clause, Ineligible, or Eligible but not served

  22. Common Issues with Consolidated Application (continued) • Problem: Not completing and submitting the necessary paperwork to PDE/School Services Office when one or more of their buildings closes or reconfigures. The Selection of Schools process cannot be completed. • Remedy: Please contact School Services at RA-school-configs@pa.govor 717-214-8212 for closings or reconfigurations.

  23. Admin User Rights in eGrants • Effective Immediately, please contact the Admin in your LEA that has super user rights. • Some LEAs may have more than one person listed. • Our office will no longer be editing anyone’s who has or does not have user rights. • This is to protect accessibility to your LEA in eGrants.


  25. Process for Completing FERs • When all grant funds have been obligated: • Submit a Final Expenditure Report (FER) in eGrants to close out project and release the final payment. • Compare actual expenditures to most recent approved budget on eGrants: • If all categories are within 20% of the approved budget total for each line, proceed with creating a final expenditure report. • If any budget line item total exceeds 20% of the approved total, submit a budget revision for approval prior to creating an FER.

  26. Final Expenditure Reports • Important: • IF FER is created BEFORE a budget revision is done • LEA must delete the FER • Recreate the FER - AFTER the budget revision is submitted/approved

  27. Final Expenditure Reports • Due Dates– 30 days after funding period ends or as soon as funds are liquidated • Carryover – One full year extension (October 1-September 30) • Electronic Form – 2006-07 Mandatory On-line submission • FER Instruction Guide – e-Grants & PDE Website • Financial Accounting Information/FAI – Payment Status • Equipment – Amountmust match last approved budget

  28. Final Expenditure Report from Previous Year Carryover Carryover – 1 full year extension • If LEA requested “carryover”, an additional year is given to expend funds • FER is due within 30 days of obligating all funds • Carryover funds remain in and must be reported with the original project year in which they were allocated


  30. Quarterly Reports • Reconciliation of Cash on Hand • Quarterlies should reflect LEA’s account status through end of quarter • Due 10th working day of January, April, July & October • LEA completes/submits Quarterly Reports via FAI system / ED Hub Web Portal • Monthly program payments may be suspended due to: • Quarterlies not submitted in a timely manner • Quarterlies showing excess cash on hand

  31. Quarterly Report Contact: • For questions regarding your • Quarterly Report, contact: COMPTROLLER’S OFFICE • (717) 425-6797

  32. Program Updates

  33. Title I • Important changes in 2012-13 relating to Comparability • Don McCrone’s session • Available on Eduplanet for review after the conference • Anticipated 3.6% increase in funding at the state level • PA did NOT submit for the NCLB waiver offered by USDE • Requested change in Accountability Workbook to freeze AYP targets at the 2012-13 level.

  34. Reminders for Current Year • 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?

  35. 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 school falls between 30%-40% poverty (free and reduce lunch) • Required application for 2012-2013 • Comprehensive Plan (latest version) • SWP template

  36. Schoolwide Programs • The Schoolwide Template has been revised • Schools must use the current (2012) Schoolwide template • To find the revised Schoolwide template: • Go to • Click on “Programs” in the left column • Click on “Programs D-G” • Click on “Federal Programs” • Click on “Title I” • Click on “Title I Schoolwide Programs”

  37. 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

  38. Schoolwide Program:Three Core Elements • Comprehensive Needs Assessment on a yearly basis. • Comprehensive Plan • Annual Review of the SW plan’s effectiveness.

  39. Title I and Homeless Students

  40. Who is Homeless? • A. individuals who lack a fixed, regular, and adequate nighttime residence… • B. Includes • Sharing the housing of other persons • Living in motels, hotels, or camping grounds • Living in emergency or transitional shelters • Abandoned in hospitals • Awaiting foster care • Nighttime residence not ordinarily used as a regular sleeping accommodation • Living in cars, parks, public spaces, abandoned buildings substandard housing, bus or train stations • Migratory children • Unaccompanied homeless youth

  41. Homeless StudentsAutomatic Eligibility • Homeless are automatically eligible for Title I, whether or not they attend a Title I school • This acknowledges that the experience of homelessness puts children at risk • Title I is used only after all other funds have been exhausted

  42. 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 USC6313(c)(3)]

  43. Suggestions for Services • Before-school, after-school, and/or summer programs with an educational focus • Outreach services to help identify homeless children and advise them of available school programming • Basic needs such as school uniforms, school supplies, and health-related needs

  44. Suggestions for Services (cont) • Counseling services • Supplemental instruction • Parental involvement programs • Programs for highly mobile students • Data collection

  45. Sabbaticals • Title I may be charged to pay the cost of sabbatical leave for Title I funded employees. • Cost of leave multiplied by years of service. (expressed as a decimal for less than 10 years e.g. .7 for 7years of service). • If total cost exceeds the cost if the employee did not go on sabbatical then an assurance that the Title I program will not be reduced in size, scope, or quality will be required.

  46. 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

  47. NonPublic Consultation • Title I • Contact all nonpubs that students within the district boundaries may attend • Title III • Contact all nonpubs within the district boundaries • Same requirements of consultation as Title I • Title III funds to the district increase with each nonpublic student listed

  48. NonPublicTimeline • 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

  49. NonPublic Timeline (cont.) • July – Aug • Schedule • Teachers • Students • 3rd party provider • Facilities • Parent notification • Sept • Start NP services at same time as public services

  50. Comparability • DFP moving from a staff-to-student calculation to a per-pupil expenditure formula. Both available for the upcoming year but eventually the old method will be phased out. • Panel Discussion: Pittsburgh’s approach • Tuesday, 8:00, Empire D • Don McCrone: Comparability presentation • Tuesday, 9:15 Wild Rose A and B • Wednesday, 8:00 Empire A and B