Title II, Part A for New Coordinators Georgia Department of Education Optional Regional Technical Assistance Workshop September 2017 Title II, Part A Program Staff September 2017 1 Catlin McMunn Dooley, Ph.D. Deputy Superintendent Office of Teaching and Learning Cindy Saxon Associate Superintendent Division of Teacher and Leader Support and Development Office of Teaching and Learning Carly Covic Ambler Program Manager - Title II, Part A Division of Teacher and Leader Support and Development Office of Teaching and Learning September 2017 2 Title II, Part A - Map and Specialists Carly Ambler Pam Daniels Chris Leonard Greg Petersen Terri Still cambler@doe.k12.ga.us pdaniels@doe.k12.ga.us cleonard@doe.k12.ga.us gpetersen@doe.k12.ga.us tstill@doe.k12.ga.us September 2017 3 1
Agenda Title II, Part A Grant Purpose Governing Laws, Guidance & Resources Fiscal Management, Compliance, Online Resources September 2017 4 Title II, Part A Webpage September 2017 5 Guidance September 2017 6 2
Resources September 2017 7 Resources September 2017 8 FY18 Title II, Part A Coordinators Purpose of Title II, Part A Title II, ESSA Preparing, Training and Recruiting High Quality Teachers, Principals and Other School Leaders Title II, Part A Supporting Effective Instruction What is the purpose of the Title II, Part A Grant? Sec.2001 The purpose of this title is to provide grants to State educational agencies and subgrant to local educational agencies to: 1) increase student achievement consistent with the challenging State academic standards; 2) improve the quality and effectiveness of teachers, principals, and other school leaders; 3) increase the number of teachers, principals, and other school leaders who are effective in improving student academic achievement in schools; and provide low income and minority students greater access to effective teachers, principals, and other school leaders. September 2017 9 3
Law and Regulations What laws and regulations govern the Title II, Part A Grant? In general, the following govern the grant: Federal Every Student Succeeds Act (2015) State Official Code of Georgia Title 20 Education Rules and Regulations Education Department General Administrative Regulations (EDGAR) 34 C.F.R., Uniform Administrative Requirements, Cost Principles, and Audit Requirements 2 CFR Part 200 & Part 3474 September 2017 10 FY18 Title II, Part A Coordinators Timeline What is the Grant Activity Timeline? The Period of Performance for the grant is 15 months. (July 1 September 30). The Tydings Amendment gives a 12 month extension for obligation (Carryover). A monthly timeline calendar of grant activities and management is provided in the Title II, Part A Online Handbook. September 2017 11 Georgia s Systems of Continuous Improvement Georgia s Systems of Continuous Improvement Is a comprehensive approach to support all schools. As a part of these processes and procedures, district meet and assure federal grant compliance requirements. Comprehensive Needs Assessment Improvement Plans District, School, Equity Indicators As a Title II, Part A Coordinator much of your work aligns with the these processes. September 2017 12 4
New ESSA Definitions EVIDENCE BASED Interventions must be evidence based as defined by ESSA ESSA defines an evidence based activity, strategy or intervention as being supported by strong evidence, moderate evidence, promising evidence, or evidence that demonstrates a rationale. ESSA 8101(21)(A) PROFESSIONAL DEVELOPMENT Professional Development activities must align with the ESSA definition which specifically notes that the professional development activities should be an integral part of school strategies for providing educators the knowledge and skills necessary to enable students to succeed AND should be sustained (not stand alone, 1 day, or short term workshops), intensive, collaborative, job embedded, data driven, and classroom focused. ESSA 8101(42)(B) September 2017 13 Fiscal Management September 2017 14 GaDOE Portal MyGaDOE Portal https://portal.doe.k12.ga.us/login.aspx You will use this web portal in your role to submit budgets, program specific data and required attachments. Your district portal security administrator can assist you in gaining the needed access rights to the portal so that you can fulfill your responsibilities. September 2017 15 5
Allocations Allocations Each LEA s allocation is based upon a predetermined formula and is approved by the State BOE annually. LEAs are notified by a letter sent to the Superintendent and the total grant amount is loaded in the portal. The LEA portal manager must add the grant to your list of programs. The FY18 allocations have been posted to the Title II, Part A website. The formula for allocations changed for FY18 and now factor in poverty numbers. September 2017 16 Fiscal Management Budgets The Title II. Part A grant is supplemental and may not be used to supplant other funds. Budgets are inputted into the GA DOE Portal and are driven by your needs assessment and improvement plans. All line items budgeted must be reasonable, necessary, and allowable under grant guidance. Amendments Amending your budget occurs after your carryover funds (if any) have been calculated and placed in the portal. Additionally, budget amendments are required for the Title II, Part A Program any time there is an increase or decrease in the total grant, a change in the scope of the grant, and/or a 25 percent change at the function level. The last day to submit a budget amendment is May 15, unless otherwise specified. Drawdowns Your finance director will drawdown funds based upon actual expenditures in a timely relevant manner. Source documentation for all expenditures must be maintained. Completion Reports Reconcile your expenditures for the period of performance and are completed by your finance director by October 31 of each year. September 2017 17 Budget Data Collection Tabs Program Information Tabs Are completed with the original budget and updated anytime personnel funded by the grant are added or reduced. Data is collected for fiscal year Budgeted Funds/Anticipated Expenditures and Program Implementation and Effectiveness. September 2017 18 6
Budget Data Collection Form Program Information Tabs Budgeted Funds/Anticipated Expenditures September 2017 19 Budget Data Collection Form Program Information Tabs Budgeted Funds/Anticipated Expenditures September 2017 20 Budget Data Collection Form Program Information Tabs Program Implementation and Effectiveness September 2017 21 7
Budget Data Collection Form Program Information Tabs Program Implementation and Effectiveness September 2017 22 Budget Data Collection Form Program Information Tabs Program Implementation and Effectiveness September 2017 23 Internal Controls Internal Controls Are administrative policies and procedures that ensure grant compliance and accounting practices. Examples include but are not limited to: Supplement v. Supplant, Segregation of Duties, Conflict of Interest, Allowability, Reconciliation, Procurement, and Equipment/Inventory Authorized Use of Funds You will need to familiarize yourself with the for mentioned laws, guidance, rules and regulations regarding what expenditures are allowable. Your Title II, Part A Handbook and assigned specialist are provide to assist you in this area. Time and Effort Individuals funded in whole or part by the grant require specific time and effort documentation based upon their circumstances. These include: Periodic Certification Personnel Activity Reports Financial Incentives (If Applicable) September 2017 24 8
Additional Topics Transferability ESSA allows you the flexibility to transfer funds to programs and activities that most effectively address your unique needs. The LEA may transfer all or any lesser amount to an eligible program. Funds may also be transferred into the Title II, Part A grant. Indirect Costs LEAs may choose to budget indirect costs incurred in support of implementing Title II, Part A grant. Indirect cost restricted rates are provided by the GaDOE. Charter/Strategic Waivers New Title II, Part A Coordinators need to become familiar with their district s charter/strategic waivers. Consolidation of Funds Pilot Several LEAs across the state are participating in a pilot program were Local, State and Federal funds have been consolidated. Class Size Reduction LEAs may reduce class sizes to a level that is evidence based to improve student achievement by recruiting and hiring additional effective teachers. Guidance and required worksheets can be found on the website. September 2017 25 Compliance Monitoring Title II, Part A coordinators are expected to monitor grant activities on an ongoing basis. Additionally, the Ga DOE monitors grant implementation in a variety of ways, such as: Risk Assessment Georgia Systems for Continuous Improvement Needs Assessment and Improvement Plans Budget Review On site Monitoring Desktop Monitoring Self Monitoring Reports Single Audit results September 2017 26 Compliance Equity Plan Equity is authorized in Title I, Part A and supported by Title II, Part A. In Georgia, Equity is addressed through the LEA Equity Action Plan submitted annually in the District Improvement Plan. Work to increase equitable opportunities for students is the responsibility of the entire district. Effectiveness Plan Annually, LEAs are required to examine improvement plans, activities and strategies implemented and expended funds to determine their effectiveness. This is done by evaluating the Effectiveness Plan from the prior fiscal year. Expenditures As the Title II, Part A Coordinator you are responsible for all grant expenditures. Before being charged to the grant, all expenditures should be reviewed by you for compliance to Federal and State laws, regulations and guidance. Additionally, it is your responsibility to maintain supportive source documentation. Inventory Equipment purchased with grant funds must be inventoried annually. Your internal controls must have procedures for the inventory process that contains the required elements. Source Documentation In order to demonstrate compliance with oversight grant requirements, you will be responsible for maintain source documentation in various areas. A Source Documentation Quick Guide is on the website to assist you with this responsibility. September 2017 27 9
Private Schools Equitable Services Under the Title II, Part A program, private school teachers, principals, and assistant principals are eligible to participate to the extent that the LEA uses funds services for teachers and other school personnel. For this grant, only private schools within the LEA s geographic boundaries are eligible to participate. Ombudsman To help ensure that private school children, teachers, and other educational personnel receive services equitable to those in public schools, the State educational agency (SEA) has designate an ombudsman to monitor and enforce Title I and Title VIII equitable services requirements. Contact information is available on the website. Notification You are required to contact all private schools within the your LEA geographic boundaries annually, to determine if they want to participate in the grant. A current list of Private Schools is housed on the GaDOE s website and will be used during monitoring to check for compliance. Notification for involvement in the next fiscal year, are mailed in the current fiscal year in order to allow the private school the opportunity to take part in the annual needs assessment process before the allocations are made available. September 2017 28 Private Schools Consulting & Planning You are required to ensure timely and meaningful consultation with private school officials. It is important that attention be given to the timing of the consultation, so that decisions that affect the opportunities to participate in Title II, Part A program activities are made only after discussions have taken place. Allocations The amount an LEA must reserve to provide equitable services for private school teachers and other educational personnel for Title II, Part A services is based on the LEA s total Title II, Part A allocation, less administrative costs. Private schools must be given the opportunity to review and discuss administrative costs. Eligible Activities Any use of Title II, Part A funds for the benefit of private school participants must: Be an allowable local use of Title II, Part A. Meet the specific needs of students enrolled in a private school, and not the school itself. Title II, Part A funds may not be used to meet the needs of a private school or the general needs of the students enrolled in the private school. In some instances, however, a program or activity that primarily benefits a private school s students (because it addresses specific, rather than general, needs of the students) will also incidentally benefit the school. (34 CFR 76.658.) Ensure that the public agency (e.g., an LEA) responsible for providing equitable services retains control of the funds used to provide such services. September 2017 29 Private Schools Reimbursement LEAs are not allowed to reimburse to private schools directly for professional learning costs. Only the LEA may obligate and expend federal funds on behalf of private school teachers and principals. The LEA must purchase materials or procure services on behalf of the private school. Records/Documentation You are required to maintain documentation of Private School interaction and processes: Maintain affirmation of consultation for each participating private school, Collect private school enrollment for all participating private schools, Documentation of expenditure of funds on behalf of the private school. Such expenditures must also comply with LEA procurement procedures. The LEA may not overburden a private school in paperwork. However, a LEA may require the private school to submit enough documentation to determine that the expense is allowable, reasonable, defensible and necessary in accordance with any and all Federal requirements September 2017 30 10
Title II, Part A New Coordinators Tips from Veteran Coordinators Build relationship with finance director, HR director, other federal program directors, professional learning coordinator, data collection specialist Develop an organizational system for files (hard copy or electronic) Implementation data (sign in sheets, agendas, course descriptions, etc.) Effectiveness data (funded strategies, action steps, equity interventions) Source documentation to support allowability and reasonableness of expenditures, including personnel expenditures Evidence of compliance Private school notification, consultations Interventions/strategies/activities are evidence based Ensure LEA has a system for maintaining Internal controls (Quick Guide on Title II, Part A website) Use the available guidance documents and resources Maintain contact with the Title II, Part A Specialist assigned to your LEA September 2017 31 Resources September 2017 32 Conference Materials September 2017 33 11
Plans and Reports September 2017 34 Published LEA Equity Action Plans September 2017 35 Training Opportunities Title II, Part A Optional Regional Trainings and Webinars Federal Programs Webinars GCEL Conference February 26 28, 2018 FY18 Federal Programs Conference June September 2017 36 12
September 2017 37 Map and Specialists Carly Ambler Pam Daniels Chris Leonard Greg Petersen Terri Still cambler@doe.k12.ga.us pdaniels@doe.k12.ga.us cleonard@doe.k12.ga.us gpetersen@doe.k12.ga.us tstill@doe.k12.ga.us September 2017 38 Redesigned Teacher Resource Link #GATeacherResources COHERENT INSTRUCTONAL RESOURCES More than 28,000 K 12 downloadable resources CONTENT Essential Toolkit K 5 resources includes: curriculum maps, frameworks, glossaries, and teacher guidance documents QUALITY SHOPPING CART OF RESOURCES Instructional resources align to state standards & focus on grade level or resource type User friendly search menu, filtered resources to store, save, & share. 9/9/2017 39 13
Title II, Part A for New Coordinators Georgia Department of Education Optional Regional Technical Assistance Workshop September 2017 Title II, Part A Program Staff September 2017 40 14