Grants Management 101: What you need to know Thursday, April 19, 2018 Session F13 Presented by: Cheryl S. Wald, CPA, CFO, Chief Financial Officer Mason Public Schools Glenna MacDonald, CPA, CFO, Director of Finance Howell Public Schools
Objectives for the session: Big picture planning Access to grant resources (MEIS) Annual grant planning schedule Websites of interest: MDE and MSBO Other things you need to know 2
Grant Planning Working with curriculum. It s a team effort. Working with Field Services rep. Use as a resource. Always ask questions Phone a friend 3
How do I get access? MEIS: Superintendent must authorize all access. Obtain MEIS #. Obtain authorization for all related websites. Most common are: MEGS+ (Finance and Curriculum should both be level 5) CMS Child Nutrition Program CEPI: FID GEMS/MARS 4
Access to Grants MEIS 5
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PHASE Guidance Evaluation School and LEA Planning I 2017-18 Consolidated Application Schedule Key Date February 2017 June 2, 2017 April-May 2017 December-March 2017 March 2017 March-April 2017 March 20, 2017 March 20, 2017 April 3, 2017 April 21, 2017 April 28, 2017 June 2017 June 30, 2017 August 29, 2017 September 18, 2017 Activity Local Educational Agencies (LEAs)/schools utilize the AdvancED Michigan Department of Education (MDE)/Adaptive System of School Improvement Support Tools (ASSIST) website to ensure timeliness of revisions/submissions for: o Education YES! District Systems Review (DSR), School Systems Review (SSR), Interim Self-Assessment (ISA), and Self-Assessment (SA) o School Data Analysis (SDA) o District Improvement Plan (DIP) o Single Building District Improvement Plan (SBDIP) o School Improvement Plan (SIP) MDE posts estimated program allocations on the OFS website for Title I, Part A; Title I, Part C Education for Migratory Children; Title II, Part A; and Title III, Part A Language Instruction for English Learners MDE disseminates Federal Consolidated Application program planning guidance: workshops, conferences, etc. * LEAs conduct formal evaluation of existing supplementary programs and DIP/SBDIP/SIP LEA central office reviews evaluation data to determine effectiveness and impact on student achievement Consultation between LEAs and private schools is completed ** Recommended date for completion of the annual revision of SIP Submission date for SSR, ISA, and SA data via the AdvancED MDE/ASSIST website ** Recommended date for completion of DIP or SBDIP Submission date for DSR, District ISA, and District SA data via the AdvancED MDE/ASSIST website ** Recommended date for draft budget of school and LEAlevel Federal programs MDE opens the Title I School Selection (TISS) Application and Consolidated Application in the Michigan Electronic Grants System Plus (MEGS+) Submission date via AdvancED MDE/ASSIST Website: DIP or SBDIP; if applicable, SIP, for MDE-approved Schoolwide Consolidation Schools; and Program Evaluation Tool (PET) MDE notifies Title III, Part A, Language Instruction for English Learners subrecipients of the need to form consortia Deadline for forming Title III, Part A - Language Instruction for 7
Websites MDE Office of Field Services ( now known as Office of Student, School, and District Supports (OSSDS)) www.michigan.gov/mde/ofs MSBO www.msbo.org MEGS+ - https://mdoe.state.mi.us/megsplus/login CMS - https://mdoe.state.mi.us/cms GEMS/MARS - https://mdoe.state.mi.us/gems/user/login 8
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Other Areas of Importance Supplement vs. Supplant Carryover differences between grants Private school participation Cash Draws: frequency and calculations. Accrual considerations. Title I Comparability & TISS Obligation date Final Expenditure Report (FER) filing UGG and procedure manual New purchasing requirements 10
Supplement vs. Supplant Funding is for additional resources, not replacement of GF resources Federal funding should not be used to fund programs currently paid for by GF Can not be used to fund basic services required to be provided to all students Common use of Title Ia funds: Teachers/parapros Examples of Supplemental programs for Title Ia: Summer school programs After school programs Tutoring during the day (pull out program) 11
Private School Participation Send letters Determine schools to send letters (website to determine schools to include: MDE flexible learning options/school options/non-public and homeschool. In GEMS) In district vs. out of district funding (determines funds access) Determine participation Planning meeting Document all procedures 12
Cash Management Draw funds throughout the year. Monthly Quarterly Also, last draw should be close to the end of August to support any receivable recorded at June 30 th. Caution for July and August draws for actual funds dispersed. Documentation for all requests. 13
Obligation Date Typically must file by June 30 to obtain a July 1 obligation date Timing of filing will affect obligation date and when expenditures can be charged to grant. Work closely with curriculum dept. to plan what obligation date you are working towards. Final submission date for original consolidated application is November 30. Must have Consolidated app. and TISS. 14
Carryover differences between grants: Title I: Must spend 85% of budget annually. If less than 85%, can only carryover unspent dollars once every three years. Title IIa: No limitation. 31a: Must spend current year allocation by end of the second year. Do not recommend not spending your allocation, because MDE is looking at this more closely. 15
QUESTIONS? Presented by: Cheryl S. Wald, CPA, CFO Mason Public Schools Glenna MacDonald, CPA, CFO Howell Public Schools 16