Section 2. Principals Guide

Transcription

1 Principals Guide

2 Section 2 Principals Guide Contents Title I Requisitions Materials and Supplies Expenditure Guidelines Cost Principles R.A.A.N Purchasing Procedures for Approved Requisitions Conference Guidelines Tutoring Buses Title I, Part A Personnel Positions Title I, Part A Time Sheets Title I, Part A Professional Development Plan Title I, Part A Tutoring Plan Title I, Part A (TIPA) Annual Timeline i

3 Title I Requisitions EVERYTHING STARTS WITH A REQUISITION When you would like to access your Title I funds, you begin this process by completing a requisition. All items on the requisition should be thoroughly completed. REMEMBER: Approval of your Budget Plan does not circumvent the requirement to submit and obtain approval of a requisition prior to expenditure. 1. Everything starts with a request (Please see the Title I Requisition Form included in the manual) Complete a Title I Requisition Form including all the following information: School Improvement Strategy that aligns to the requested activity or material/supply Purpose of the expenditure: Materials/Supplies, Professional Development/PLC, Parent Involvement, Tutoring/Extended Learning or Homeless Dates, times, teachers participating, lists of materials and/or supplies Documentation/research/alignment to Florida Standards to accompany new products or services. Site administrator s signature and date are required for approval Scan and the requisition to Leslie Frazee for approval, and cc: to Nichole Brake, Federal Programs budget analyst, and Lisa Edwards, OSIII. PLEASE REMEMBER THAT WE CANNOT APPROVE A REQUISITION AFTER THE EVENT/ACTIVITY OR MATERIAL HAS BEEN ORDERED. EVERYTHING STARTS WITH A REQUISITION. Mail to: llfrazee@volusia.k12.fl.us Mail to: nmbrake1@volusia.k12.fl.us Mail to: leadward@volusia.k12.fl.us 2. Approval or Non-approval Our goal is to notify you of approval or non-approval of your requisition with expedience. (Please note that there are many variables resulting in a delay of the approval process. Early submission and planning of your requests facilitate our process. Please allow at least two weeks for this process.) 1

4 NOTE: Any requisition for an expenditure of $10, or more will require additional levels of approval which will add to the total time required for approval. Policy 702 Approval Levels per Dollar Amount (all prior levels are required) Up to $9,999 Director of Federal Programs $10,000-$19,999 Chief Academic Officer $20,000-$49,999 Superintendent or designee $50,000 or more School Board 3. Approved Requisition Your approval , will include the string line number or substitute fund source number from our budget analyst, Nichole Brake. If your requisition is approved, please move forward with your purchase or activity. Purchasing Materials or Supplies: You may use your purchasing card or a purchase order. Receiving and Receipting Materials and/or Supplies: Please receipt all materials and supplies once you receive them. Send invoices showing actual costs to Nichole Brake, budget analyst, at Herbert Street Center. Nichole Brake will send you an updated budget within the first two weeks of each month showing the previous month s expenditures. Tutoring ($30.00 per hour) / Extended Learning Time (hourly rate of pay): Teachers complete a Title I time sheet using blue ink for the dates and times worked and sign it. Mark DROP status and include Social Security number for each person. Your payroll clerk completes a payroll invoice to match the time sheets. Include as many tutors with the same rate of pay as possible on the same invoice to reduce paperwork. Send the original time sheets and signed payroll invoice to Lisa Edwards at Title I - Herbert Street Center. 2

5 PLC- Professional Learning Communities ($25.00 per hour) Teachers complete a Title I time sheet using blue ink for the dates and times worked and sign. Include as many participants with the same rate of pay as possible on the same invoice to reduce paperwork. Complete a payroll invoice to match the time sheets. Send original time sheets and payroll invoice to Lisa Edwards at Title I - Herbert Street Center. Stipends for Teachers presenting or attending Professional Development $25.00 per hour for presenter $15.00 per hour for attending Teachers complete the time sheets using blue ink for the dates and times presenting or attending professional development, and include their signature. Complete a payroll invoice to match the time sheets. Send the original time sheets and payroll invoice to Lisa Edwards at Title I - Herbert Street Center. Substitutes (calculate at $100 per day) Use the sub fund source number you received from the Title I office. (Please note you may only use this number for approved activities) Contracted Services Agreement (complete 6-12 weeks prior to the date of the activity) (The Contracted Services Agreement is the preferred form to use when contracting with a vendor or consultant because it has been vetted by the Legal Department for Volusia County Schools.) Step 1 Requisition Upon requisition approval, complete a Contracted Services Agreement form and obtain the consultant s and principal s signature. The form can be accessed from the Finance Department on the School District webpage. Step 2 Approvals All contracts for activities funded by Title I must be sent to the Title I Office. If the contract is $10, or more, please submit the signed Contracted Services Agreement to the Title I office. Title I will obtain the 3

6 additional signatures needed. Once all signatures are received Title I will return the agreement to the school. The school will then scan and a copy of the contract and a W-9 to the Purchasing Department, Finance Department, and Professional Standards Department for JLA clearance. Each department will respond according to their part in the agreement. You will be instructed on further steps, as needed. Step 3 Purchase Once services are complete, make payment via purchasing card or purchase order. Send a copy of the invoice to the Title I office. 4. General Guidelines Title I cannot reimburse a school for charges made to a school s: internal account transportation account substitute account supplement account any other valid string number Charges must be made directly to Title I accounts. Materials and Supplies Expenditure Guidelines Law: Section (1) A State educational agency or local educational agency shall use Federal funds received under this part only to supplement the funds that would, in the absence of such Federal funds, be made available from non-federal sources for the education of pupils participating in programs assisted under this part, and not to supplant such funds. These funds are to be used to directly impact student achievement as outlined in the accountability portion of the ESSA Law. Directly impact student achievement is the key phrase here. Some supplies might be approved for student use, but not approved for setting up an office or classroom. 4

7 Supplement Not Supplant The Rule The supplement not supplant provision requires that federal funds be used to augment the regular educational program, not to substitute for funds or services that otherwise would be provided during the time period in question. The statute requires that state and local educational agencies (SEAs and LEASs) use federal funds received under Title I only to supplement the amount of funds available from non-federal sources for the education of students participating in Title I. The SEA and LEA cannot use these federal funds to supplant funds that would, in the absence of Title I funds, have been spent on Title I students. Auditors will presume supplanting has occurred if any of the following practices has occurred: A grantee uses federal funds to provide services that the grantee is required to make available under other federal, state, or local laws; A grantee uses federal funds to provide services that the grantee provided with nonfederal funds in the prior year. Summary The supplement not supplant requirement is a complex fiscal determination and violating this requirement can subject a district to serious financial consequences. 5

8 Cost Principles: R.A.A.N. As schools should follow the R.A.A.N. principle when submitting requisitions. R - Reasonable: Questions to ask. Would a prudent person make the decision to incur this cost and apply it to this federal grant? Does the cost reflect sound business practices? For example, is leasing or purchasing more affordable? Are costs consistent with market prices? A Allowable: Questions to ask Is the cost prohibited by DOE rules? Is the cost allowed within Title I, Part A? Is the cost prohibited by some other rule, such as rules set at the district or state level? A Allocable: Questions to ask Is the cost in the budget? Is the cost aligned with Title I, Part A? N Necessary: Question to ask Is the cost necessary for the performance goals of Title I, Part A? Is the cost aligned to one of the program requirements or one or more of the 5 Essentials? Program Requirements: Schoolwide programs Neglected and delinquent students Equitable services Homeless students Priority and focus schools Parent involvement Local measures of student performance Highly qualified staff Additional support of student Preschool programs Coordination and Integration 5 Essentials Effective Leaders 6

9 Supportive Environment Ambitious Instruction Collaborative Teachers Involved Families A good question to ask is, How would the items be purchased in the absence of Title I funds? Here is a five part test for determining Title I purchases: 1. Does the request meet R.A.A.N. (Reasonable, Allowable, Allocable, Necessary) Yes 2. Another to consider is C. Is the cost consistent with district policy, procedures and past practices? Yes 3. Is there other funding available for the item? No 4. Is the District providing the item from general revenue anywhere else? No 5. Does the item directly impact student achievement in the areas of reading, writing, math, or science? Yes Purchasing Procedures for Approved Requisitions Determine if you will pay by Purchase Order or by Purchasing Card Payment by Purchase Order Enter the requisition into SmartStream, using the string number provided in the approval . Choose no mail option in Deliver to: area. The purchase order will be sent to school to the person who submitted the requisition. The purchase order must be forwarded to the company. Scanning or faxing is recommended. At the time of delivery, verify that all items have been received in good condition receipt the order on SmartStream forward the invoices to Finance for payment forward a copy of the invoices to the Title I budget analyst, Nichole Brake Substitutions cannot be made for items on purchase orders. Return any substituted items and issue another requisition if needed. Payment by Purchasing Card for Approved Requisition When making payment by Purchasing Card, indicate on your Title I requisition that you will pay by P-Card. Contact Gary Hopkins, if necessary, to increase monthly credit limit or single swipe limit. 7

10 Forward a copy of the invoices to Title I budget analyst, Nichole Brake. If purchase is $10, or more, the school must provide approved requisition for both purchase order and purchasing card 8

11 Conference Guidelines NOTE: Conferences must be pre-approved and be essential to student achievement as outlined by the Title I, Part A subgrant. All travel requests must adhere to District Policy 717: Travel Expense Reimbursement Policy Complete a Title I requisition for the conference registration including: Name of all individuals attending the conference, dates, and location Fees for conference registration and preconference meetings may be covered. Additional conference banquets, galas, luncheons, etc. are not covered by Title I. Copy of signed leave request for each attendee Scan and a copy of the requisition and supporting documents (copy conference agenda or flyer) for approval by Leslie Frazee, Nichole Brake, and Lisa Edwards. Upon Title I approval, submit the conference registration forms to the conference organizer along with either a purchase order number or a purchasing card number. Travel Arrangements: Complete a Title I requisition with an estimate of mileage, (air fare if applicable), meals and lodging costs. To ensure that the school s Title I budget is not exceeded, be certain to carefully calculate potential expenses. After Title I approval, make travel arrangements with the hotel (and airline if applicable). Travel Expense Reimbursement: A standard green, Out-of-District Travel Voucher must be completed and sent with a copy of an approved leave form and all supporting receipts to Title I, Herbert Street Center. Out-of-district travel expenses will be reimbursed at the standard school district rates for mileage and meals. Meal expenses must first be paid by the traveler and will be reimbursed to the employee through the Out-of-District Travel Voucher. Lodging expenses may be paid using a school s purchasing card or may be paid by the traveler and reimbursed through the Out-of-District Travel Voucher. Lodging expenses incurred in Florida and paid with a school s purchasing card are tax exempt. Be sure to show a sales tax exemption form to avoid charging tax to the district. Personal expenses such as telephone calls, movie rentals, car rentals and other un-approvable incidentals will not be reimbursed. 9

12 Incidental expenses such parking fees, tolls, travel costs from airports, and registration fees (if not pre-paid by the district) must have original documentation submitted with the Out-of- District Travel Voucher. Tutoring Buses Budgeting funds to support a bus for tutoring students is an appropriate use of Title I funds. If you have someone who can drive your tutoring bus, please follow these few simple steps three (3) weeks prior to the start of your tutoring program so we can facilitate a seamless implementation of this project. If you do not have a driver, please contact us at least five (5) weeks prior to the start of your program so we can work with transportation and with you. To request a bus to transport students after tutoring, please follow these steps: Calculate an estimate of funding required. Submit a requisition (including the number of days and times the bus is needed as well as start and stop dates) to Title I. Title I will provide the account string and encumber your funds. Provide GPS routing and Transportation with a list of students needing transportation to establish bus stops three (3) weeks in advance. Transportation will then include these charges on your monthly transportation billing. Your final step will be to monitor your monthly Title I budget statements to confirm they are accurate. (Schools may also monitor the charges each month by printing out the transportation invoices for the school.) To estimate the cost of a bus for after school tutoring, please use the following numbers: If using a district school bus: (subject to change without notice) $33.00 per hour for the use of a district school bus and driver $1.70 per mile If using a school owned bus (i.e. Athletic or Activity bus): $11.94 per hour for the person driving (substitute bus driver rate) $1.70 per mile Please note: All bus transportation arrangements that will be paid by Title I must be sent to the Title I office for approval and account coding PRIOR to the event, transportation charged to a school account CANNOT be reimbursed. 10

13 Title I, Part A - Personnel Positions Position Title Description Coach Title I Facilitation Coach* Intervention Teacher TIPA Tutor Parent Liaison (Paraprofessional II) Half Time Credit Retrieval A position where the teacher works exclusively with the classroom teachers in a coaching setting as outlined by the Volusia County Schools Coaching Initiative. This position is a full-time, 10 month position. A position where the teacher works exclusively with the classroom teachers in a coaching setting as outlined by the Volusia County Schools Coaching Initiative. In addition to the other duties outlined in the Federal Programs and job descriptions. This position is a full-time, 10 month position. A position whereby the teacher provides either push-in or pull-out intensive reading, writing, science, and/or math instruction as outlined by the reading/language arts, science, math departments for students at risk. This teacher s responsibility is to work with students. This position is a full-time, 10 month position. A position which requires a highly qualified teacher status, current certification, and an active job record in SEMS, to work directly with students in small groups up to 25 hours per week during the school day. A position whereby the Parent Liaison collaborates with the Principal to insure all Title I parental involvement, laws and activities are implemented. The liaison operates the Family Center as outlined in the district job description, if applicable. The position whereby the teacher facilitates students in online content. Including but not limited to providing remediation, monitoring student success, and communication of student performance. NOTE: Please consider the following when hiring Coaches: A minimum of at least 3 years successful teaching experience Endorsement or certification in the area they will be coaching The coach agrees to full participation in the training component of the position This should be a full-time position to fully participate in the training component 11

14 Title I, Part A - Time Sheets Title I time sheets are to be used to pay school district employees for professional development, extended learning time/tutoring and parent involvement activities pre-approved by Title I. The individual assigned by the Principal to manage the Title I timesheets (usually the payroll clerk) should create a payroll invoice monthly for any hours worked. The payroll invoice along with the original Title I time sheets should be submitted monthly to Title I to ensure up-to-date budget accuracy and to ensure employees are compensated in a timely manner. Failure to submit time sheets on a regular basis could result in spending more funds than are available in the budget. Over-expenditures are not allowable and will be assigned back to the school. All Title I time sheets must be completed using blue ink, not pencil, and include: School Name Purpose (professional development, extended learning/tutoring, child care, etc.) Employee s Printed Name Employee s Signature Employee s Social Security # DROP Status Dates Sign-in and Sign-out Times Total Hours Worked School-based Administrator s Signature Childcare Stipends and Time Sheets: Childcare hours must be in conjunction with a parenting activity. Hourly wage employees (support staff) may not work more than 8 hours total per day regardless of the fund source. Only employees with an active job record may be employed for childcare. Teachers who provide childcare are to be paid at the rate of $15.00 per hour. Paraprofessionals who provide childcare are to be paid their hourly rate. Other employees who provide childcare are to be paid at the rate of $8.05 per hour (minimum wage). All original timesheets are to be submitted with a completed payroll invoice form attached to: Lisa Edwards, Title I, Herbert Street Center. Extended Core Instruction/Tutoring Stipends and Time Sheets: Title I after school tutoring is to be paid at $30 per hour, which includes 45 minutes of student contact and 15 minutes of preparation. 12

15 Only certified employees with active job records may be employed for tutoring. A maximum of 8 students should be in a tutoring group. TIPA Tutor Schools may utilize the services of highly qualified teachers to serve as TIPA tutors. These individuals work directly with students in small groups. To be highly qualified for such a position, the individual must have an active job record in the SEMS system and hold a current teaching certificate. The TIPA Tutor Hiring Manual provides a detailed explanation of the hiring process for this position. The rate of pay is $12.33 for a bachelor s degree or $13.22 for a master s degree. In-Service Stipends and Time Sheets: In-service is to be paid contractually at $15 per hour. In-service should include stipends only for exceptional activities, such as Saturday workshops or on-going, in-depth after school sessions, and only upon successful completion of an entire workshop or workshop series. o Teachers must attend all sessions, for the entire scheduled in-service to qualify for the stipend. In-service conducted during the regularly scheduled work day is not eligible for stipends. o Only certified, currently employed teachers may receive a stipend. Substitutes, administrators, assistant principals, and teachers-on-leave may not receive a stipend. o Only direct contact hours for a conducted session may receive a stipend. For example, time needed to read a book for a book study will not be compensated. Time sheets for professional development contact hours should be consistent for all participants with regard to sign-in and sign-out times. Family Involvement/Parent Nights Stipends and Time Sheets: Parent night presenters or facilitators will be paid at $25 per hour for facilitation time and $25 per hour for preparation of the training the first time it is presented. Only certified instructional employees with active job records may be employed to conduct family involvement/parent night activities. A minimum of 8 parents should attend each session. 13

16 PLC - Professional Learning Communities Timesheets: Teachers participating in PLC are to be paid at the rate of $25.00 per hour. Only certified, currently employed teachers may receive a stipend. Substitutes and teachers-onleave may not receive a stipend. All original time sheets are to be submitted with a completed payroll invoice form attached to: Lisa Edwards at Title I, Herbert Street Center. 14

17 Title I, Part A - Professional Development Plan Ensure that all professional development funded by Title I is supported by test score data, Deliberate Practice Plan, and the School Improvement Plan. Include your Professional Development Plans in your School Improvement Plan. Be sure teachers include in their Deliberate Practice Plan any out-of-county professional development conferences or workshops which they plan to attend. Submit a requisition to encumber Title I Professional Development Funds when test data has been analyzed, staff members have completed Deliberate Practice Plans, and the draft School Improvement Plan has been submitted to the District. Ensure that professional development expenses directly relate to reading, math, writing, science, or parental involvement. Include in-service provided by Title I-funded coaches and the related expenses substitutes, workshop materials, stipends, etc. Plan carefully to ensure that the largest number of teachers are served with high quality, research-based professional learning with the limited funds available. School-based in-service with high quality consultants increase the number of teachers at your site who can receive training directly related to the needs of your students and staff. All school-based professional development is required to follow the procedures and expectations as described in Volusia s MyPGS professional development system. All professional development should have a plan for ongoing support to assist with implementation and evaluation. Title I, Part A - Tutoring Plan A Tutoring Plan should be included in your Title I Action/Budget Plan and School Improvement Plan following the deadlines outlined by Title I and the School Improvement Office, respectively. The Tutoring Plan should identify the type of group(s) to be served based on data, the duration of each tutoring program, number of sessions per week, learning targets for the various tutoring groups, verification of attendance, and progress monitoring evidence of the impact on student learning. The Title I Tutoring plan is a required component for Compliance/Monitoring and should be uploaded to the Compliance/Monitoring SharePoint. 15

18 Title I, Part A (TIPA) - Annual Timeline July Develop Title I Action/Budget Plan August Include Title I Components in the School Improvement Plan Create Parent Involvement Plan Include Professional Development Plan in the School Improvement Plan Title I Steering Committee meeting, August 30 September Hold Title I Annual Meeting Begin collecting monitoring compliance documents Start drive for Free and Reduced Meal Applications Submit requests to encumber funds for PD and tutoring program Disseminate Right to Know HQ information to parents Sign Title I Assurances Parent Notification if teacher(s) not Highly Qualified/Attestation of HQ Title I Principals meeting, September 8/ Port Orange Elementary Title I Contacts meeting, September 8/ Port Orange Elementary STAR tutoring and ESOL tutoring begin School Improvement Plans submitted in CIMS October Check and balance Title I expenditures (Run Time) Develop Title I Tutoring Plan and submit requisition for funds Survey 2 data regarding intervention teacher rosters F.A.C.T. Fair Deland Middle School, October 5 Title I Steering Committee meeting, October 18 November Title I Principals meeting, November 3/ Forest Lake Elementary Title I Contacts meeting, November 3/ Forest Lake Elementary F.A.C.T. Fair Campbell Middle, November 16 December Expend 95% of funds for materials/supplies by February 10 Encumber PD, Technology, Family Engagement, Title I Tutoring, and Homeless by January 16 and Expend by June 30 Push for Free and Reduced Meal Applications to be completed Review Professional Development budget 16

19 January Final push for Free and Reduced Meal Applications to be completed before 100 th Day Count Title I Steering Committee, January 10 Title I Principals meeting, January 26/ Pride Elementary Title I Contacts meeting, January 26/ Pride Elementary Monitor Run Time on Title I funds High Stakes reports from SuccessMaker shared with principals February Final requisitions for materials, supplies, and technology are submitted to the Title I office by February 10, 2018 Survey 3 data regarding intervention teacher rosters Finalize monitoring compliance documentation by February 28, 2018 March F.A.C.T. Fair New Smyrna Beach MS, March 1 Monitor Run Time on Title I funds Title I Steering Committee, March 28 April F.A.C.T. Fair Deltona Middle School, April 5 Submit all time sheets for S.T.A.R. Tutoring by April 8 Continue uploading of monitoring compliance documents Title I Principals meeting, April 27/ Turie T. Small Title I Contacts meeting, April 27/ Turie T. Small May Title I Steering Committee, May 9 Expend all funds for Family Engagement, Title I tutoring, and Homeless Conduct Title I Parent Survey via Parent Education Facilitator June Review test data to determine Professional Development needs Reassess barriers and effectiveness of SIP strategies Be sure all Title I purchases have been completed and closed Submit all time sheets, travel vouchers, etc. for final payment Preliminary Budgets for due to Title I office 17

20 SCHOOL BOARD OF VOLUSIA COUNTY MRS. MELODY JOHNSON, CHAIRMAN MRS. LINDA CUTHBERT, VICE-CHAIRMAN MRS. IDA D. WRIGHT DR. JOHN HILL MR.CARL PERSIS MR. JAMES T. RUSSELL SUPERINTENDENT OF SCHOOLS MRS. TERESA MARCKS CHIEF ACADEMIC OFFICER VISION STATEMENT OF VOLUSIA COUNTY SCHOOLS THROUGH THE INDIVIDUAL COMMITMENT OF ALL, OUR STUDENTS WILL GRADUATE WITH THE KNOWLEDGE, SKILLS, AND VALUES NECESSARY TO BE SUCCESSFUL CONTRIBUTORS TO OUR DEMOCRATIC SOCIETY.