eGAP 101 Session 298

1. eGAP 101Session 298 Wednesday Riverview Plaza Bon Secour BR 1

2. Quick Overview • Used by School Systems • Electronic application for expenditures related to federal funding • Public record of activities • Reviewed by State Examiners • Archived and retrievable as necessary (back to 2007)

3. Browsers for eGAP • eGAP is built on the latest features found in modern browsers. • You will need to use the most recent version of one of the browser’s found • below for the optimal experience in eGAP: • Microsoft Edge • Mozilla Firefox • Safari • Google Chrome • eGAP uses Adobe Acrobat Reader to generate system pages in a • printable format. Please visit Adobe Acrobat Reader Download • Homepage for the download and installation instructions.

5. E-GAP – NEW USER SET UP • NEW SUPERINTENDENT IS SET UP BY SDE • SUPERINTENDENT OR HIS/HER DESIGNEE SETS UP EVERYONE ELSE • SDE CAN SET UP ANYONE IF EMAILED BY SUPERINTENDENT • SDE NEEDS EMAIL ADDRESS, PHONE NUMBER, ROLES REQUIRED TO SET A USER UP • Leah Johnston in LEA Accounting • ljohnston@alsde.edu • 334-694-4628 • NOTE: IF USER HAS USERNAME, ONLY CHANGE PERSONAL INFORMATION AND ROLES – DO NOT CREATE NEW USER

6. Two Sides in eGAP • Funding Application Side • Improvement Planning Side • Both sides must match

7. Window

9. Window

10. Title V, Part A, Transferability of Funds • An LEA may transfer all or any lesser amount of the funds allocated under each of the provisions listed into Title I and Title II: • Part A of Title II – Supporting Effective Instruction • Part A of Title IV- Student Support and Academic Enhancement Grant • The law requires that each LEA that desires to transfer funds from such covered programs must notify the state no later than 30 days after the date of such transfer (this is done through eGAP) • There is a consultation requirement with private schools in this provision Section 5103

14. Checklists • Checklists are a message board • Between the LEA and the Department • Use them to guide you as you are finishing your application

15. Sections: BLDG Info Title I • Building Eligibility – Schools ranked by Poverty; • High to low • Set Asides - $ LEA reserves off the top • School Allocation PPA List – Schools ranked by poverty then given $ “per pupil” • Nonpublic School Service • Related Documents • Checklist

16. BLDG Eligibility: LEA Chooses… • All schools 75% and above poverty must be served • Is each eligible school tagged either as a “targeted assistance program” (TA) or “schoolwide” (SW) or Not Served? Window

17. Targeted Assistance Programs • Few in the state; 35% and above; this district poverty avg. was 22.45%

18. Any Districts here serving schools as Targeted Assistance Programs? • Money gets loaded on the schoolwide side and the LEA does an Allocation Transfer to Targeted Assistance Side

19. Set-Asides Title I money set-aside at the district level for required and/or elective programs or initiatives • Top of Set-Asides page shows Title I funds allocated to participating private schools • Administrative and Indirect Cost: totals for both no more than 15% of total Title I allocation • Professional Development - optional • Neglected Students – optional • Delinquent Students – optional • ELA students – optional

20. Set-Asides • Parent and Family Engagement – If Title Allocation is $500,000 or more, the LEA must set-aside 1% of the total allocation. 90% of the 1% goes to the schools, and the remaining 10% stays at the district • Migrant students – optional • Homeless Students – required • Comprehensive Support and/or Targeted Support – required if schools have been identified • Transportation for Public School Choice – optional • Transportation for Foster Care – based on district FC plan • OTHER – District Initiatives - optional

21. Set - Asides

22. Private school allocations • Allocation begins on Building Eligibility Page • Enter number of students participating by local school zone • Total number participating carries over to set aside page

23. Private school cont. • Amount for private schools should be coded to Function Code 9200, Cost Center 9400 range and Program Code 4900

24. Private School Service – Title I - A Window

25. Title I schools served in rank order • 90% portion for Parental and Family Engagement PPA Page: Money Given to Schools

26. If there are parentheses around the Remaining Amount, then that is a negative number. Looks like money is “left” – but really indicates that the amount exceeds the allocation – must be corrected.

27. Related Documents

29. Title I, Schoolwide • Budget (Grid) • Budget Details • Related Documents - Evaluation • Checklist – guide to completing the review of the application

30. Budget Details FTE’s (Full Time Equivalent) • Personnel – Total bodies filling the positions • FTE’s – percent of time that 1 person is working. **A person working 3 months of the 12 month year would be 0.25 FTE’s. • All federal FTE’s must be programmatically approved. At year end if you have salaries paid from federal funds that are not in e-Gap you must revise e-Gap to get them approved. • Do not place part-time personnel.

31. Budget Details Window

32. Object Codes Budget Grid Function Codes

33. Improvement Planning Side • System Plan Needs Assessment • Goals, Strategies, Action Steps • Grant Relationships - Money

36. Goals, Strategies, Action Steps Format • Description • Performance Measures • Estimated Costs (optional) • Fiscal Resources/Grant Relationships

37. Step 1 - CREATE GOAL Choose a “pre-slugged” Goal • Challenging Curricula • Technology • English Language Acquisition • Graduation/Drop Out Rate • Effective School Leaders • Or make one up! Becomes the first number in the numbering system….e.g. Goal 1.

38. Make up Your Own Goals or Choose ALSDE

39. Step 2 Think of Strategies to Implement 1.1.) Supplemental Instructional Support Description Reduce class size to…… Step 3 Action Step: 1.1.1 1100 Object Code 100-200 Hire Highly Effective Teachers Description Hire HE teachers to reduce class sizes in Tom Thumb and Brenda Lee Middle Schools. • Include Baseline Data FROM ____TO _____

40. Action Step Sample

42. Other Hints • Use Function Codes and Object Codes when completing your Strategies and Action Steps

43. Notes from the Budget Grid Help the Review on the Improvement Planning Side Function Code Object Code

44. Please remember: Money listed on the Budget Grid should exactly match funds in Action Steps and on the Budget Details Page

46. Ready to Submit?

47. “Warnings” Alert to Business Rules

48. Sample Warnings: Underlined words are “HOT” Buttons

49. Notes to Remember • Two types of VALIDATION MESSAGES • Warnings have to be addressed by the LEA in the Comment Log; Specialist will read and decide if further action is necessary • Some Warnings, if not addressed or corrected, will cause the application to be returned • If ERRORS occur: • Won’t let the application “advance” • call your specialist if you need to – they will be able to get you going again! • Comments in the Comment Log - become permanent after a couple of hours – if you change your mind, hit the trashcan icon and start over…