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PAFPC 2014 Regional meeting

PAFPC 2014 Regional meeting. 45TH PAFPC ANNUAL CONFERENCE April 28-30 2014 Seven Springs Resort, Champion, PA. Division Administration. Kelly Gallatin kgallatin@pa.gov 717-783-3403 Education Administration Associate. Philip Cooper phcooper@pa.gov 717-783-9161 Administrative Assistant.

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PAFPC 2014 Regional meeting

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  1. PAFPC 2014Regional meeting 45TH PAFPC ANNUAL CONFERENCE April 28-30 2014Seven Springs Resort, Champion, PA

  2. Division Administration • Kelly Gallatin • kgallatin@pa.gov • 717-783-3403 • Education Administration Associate • Philip Cooper • phcooper@pa.gov • 717-783-9161 • Administrative Assistant • Susan McCrone • smccrone@pa.gov • Division Chief • 717-783-9161

  3. Team 1 • Kelly Iorfida • kiorfida@pa.gov • 717-783-6543 • Technician • IUs 2, 26 • Monitoring • Charter School Manager • Karen Trissler • ktrissler@pa.gov • 717 787 7278 • Support Staff • IUs 2, 26 • Virginia Baker • vbaker@pa.gov • 717-783-1330 • IUs 2, 26 • New Coordinator Trainings • ISP Conference • Monitoring • Rural & Low-Income

  4. Team 2 • Norma Hull • nhull@pa.gov • 717-783-7790 • School Improvement • IUs 1, 8, 16 • vacant • 717-783-9164 • SIG • IUs 11, 24 • Yvonne Cobb • ycobb@pa.gov • 717-783-6907 • Technician • IUs 1, 8, 11, 16, 24 • Lennette Wilson • lwilson@pa.gov • 717-787-7372 • Support Staff • IUs 1, 8, 11, 16, 24

  5. Team 3 • Tucker McKissick • tmckissick@pa.gov • 717-783-3381 • Nonpublic • Waivers • IUs 4, 7, 27, 28 • Don McCrone • dmccrone@pa.gov • 717-783-6902 • Title I D • Title IIA • IUs 10, 17, 18, 19 • Erin Oberdorf • eoberdorf@pa.gov • 717-787-7135 • Education Administrative Associate • Comparability • SES

  6. Team 3 (cont’d) • Jenny Zarefoss • jzarefoss@pa.gov • 717 787 8632 • Support Staff • 4, 7, 10, 17, 18, 19, 27, 28 • Tracy Rapisarda • trapisarda@pa.gov • 717-787-7117 • Technician • IUs 4, 7, 10, 17, 18, 19, 27, 28

  7. Team 4 • Cindy Rhoads • crhoads@pa.gov • 717 783 9167 • eGrants • KtO • 21st Century • IUs 22, 23, 25 • Jesse Fry • jefry@pa.gov • 717 783 6829 • Community Eligibility Provision • Title IIB • Title III • IUs 12, 13, 15 • Barb Kuhn • bkuhn@pa.gov • 717 783 6901 • Technician • IUs 12, 13, 15, 22, 23, 25 • vacant • Support Staff • IUs 12, 13, 15, 22, 23, 25

  8. Team 5 • Maria Garcia • mariagarci@pa.gov • 717 783 6904 • Schoolwide Program Manager • IUs 14, 20, 21, 29 • Erin Derr • jder@pa.gov • 717 787 7815 • SPAC • IUs 3, 5, 6, 9 • Reba Kansiewicz • rkansiewic@pa.gov • 717 783 6903 • Technician • IUs 3, 5, 6, 9, 14, 20, 21, 29 • Sheri Graves • shegraves@pa.gov • Support Staff • IUs 3, 5, 6, 9, 14, 20, 21, 29

  9. Conference Highlights • Use handout labeled “2014 PAFPC Reference Guide” to help organize your conference experience. • NEW! Single audit sessions for CPE credit. See conference guide booklet. • PAFPC is now approved to offer PIL credits. • General session speakers. Topics include Community Eligibility Provisions, school performance report cards, updates and highlights from the past year and parent involvement.

  10. Status of Federal funds for 2014-15

  11. StatuS of Pa funds(projected by USDE, as of 3/6/14) • Percent of change from 2013-14 • Levels for Major Programs: • Title I, Grants to LEAs (+3.91%) • Title II, Improving Teacher Quality (<-1%) • Title III, English Learner Education (+10.5%) • School Improvement Grant (<-1%)

  12. eGrant session at PAFPC • Two sessions – Monday 2:00 – 3:00 and Tuesday 7:30 – 8:30 • Topics • Review of how to use the system • Changes for 2014/15 • User management • Grant completion • Contract sign-off • Frequently asked questions

  13. eSignature • PDE needs copy of resolutions signed by the Board authorizing one person in the LEA to have the eSignature capability to sign off on grants and applications on behalf of the LEA • Superintendents, IU Executive Directors, Charter School CAO/CEOs • Legal office will review resolutions and persons named. Upon approval, the eGrants team will set that person up with the eSignature capability in the new system.

  14. eSignature • New Superintendent/CEO/Executive Director • eSignature rights do not transfer to another person • Need to go through process on previous slide for eSignature rights • Contact PDE to have an individual’s eSignature access removed • Contact your RC for the link to the board resolution template.

  15. Certification Updates • Who may implement Title I reading? • PreK-4, 4-8, K-6, English and Communications 7-12. • Who may diagnose and determine, as well as implement, the Title I remedial plan? Reading Specialist. • See handout

  16. Title I - CEP • Community Eligibility Program • Optional participation • Four Year Program • Direct Certification Level at the participating building is a minimum of 40% • Free Breakfast and Lunch to all students in a participating building. • Eliminates sending forms home for parents to complete. • Impacts Title I school ranking and serving when opting for CEP.

  17. CEP Basics! • Meal program begins in 2014-2015 school year. • eGrants will use 2014-2015 school data for 2015-2016. • CEP participation is used to establish ranking order among Title I schools. • CEP participation is subject to non-public equitable service.

  18. Title I with CEP Schools • LEA has $1,000,000.00 Title I Allocation. • There are 6 school buildings that may be eligible. • Two schools have opted to participate in CEP. Facts to Remember: • Direct Certification for Poverty Level is TANF or SNAP. • District may use initial Direct Certification numbers from the initial year for the entire four-year program. • Multiplier is used to determine the Percentage of Economically Disadvantaged Students for Title I Allocations (1.6 is the Multiplier).

  19. How it Works Using CEP • Lincoln School has 425 enrolled students • 400 are directly certified. By virtue of the 1.6 multiplier, the school’s poverty rate is 100 percent (400 directly certified students x the 1.6 multiplier = 680 (greater than the school’s enrollment of 425 students)).

  20. How it Works Using CEP • Washington School has 500 students. • The free and reduced lunch count is 475. • The school does not participate in CEP. • Multiplier is not used. • Percentage of Economically Disadvantaged Students for Title I Allocations (475÷500 = 95%)

  21. How it Works Using CEP • Adams School has 600 students. • 350 are directly certified. By virtue of the 1.6 multiplier, the school’s poverty rate is 93 percent (350 directly certified students x the 1.6 multiplier = 560 divided by the enrollment of 600 = 93 percent).

  22. For Title I ranking and allocation purposesColumn 7 will be utilized. • DFP will be creating worksheets that will calculate the percentage cut-line for serving buildings.

  23. Title I - CEP

  24. PRIORITY/FOCUS SCHOOLS REQUIREMENTS • 91 schools designated Priority schools • Lowest 5 percent of Title I schools based on aggregate math and reading proficiency (PSSA), and/or • Algebra I/Literature Keystone exams (depending on building configuration), or • Title I school receiving SIG funds • 181 schools designated Focus schools • Lowest 10 percent of remaining Title I schools based on highest achievement gap for Historically Low Performing students, or • Title I school with graduation rate below 60% or test participation rate below 95% • Designation remains in place for 3-year period

  25. Priority Schools • Must be monitored each year of the 3-year period • Works with Academic Recovery Liaison to determine interventions to meet four Annual Measurable Objectives • Test participation rate • Graduation rate • Closing Achievement Gap for All Students • Closing Achievement Gap for Historically Underperforming Students

  26. Priority Schools (cont.) • Must implement: • 7 Turnaround Principles • Strong Leadership • Effective Teachers • Increased Learning Time • Strengthened Instructional Program • Use of Data to Inform Instruction • Safe School Environment • Family and Community Engagement OR • SIG Model • Restart • Closure • Turnaround • Transformation

  27. Focus Schools • Must be monitored every other year for 3-year period • Must implement at least ONE of the 7 Turnaround Principles

  28. SY13-14 PVAAS RosterVerification

  29. PDE Guidance for Who PARTICIPATES • Full/Partial (Shared) Instruction includes teachers in program approaches such as: • Co-teaching • Team teaching • Response to Instruction and Intervention (RtII) • Push-in/Pull-out programs • Teachers with full or partial/shared instruction can include (not limited to list below): • General and special education teachers • Intervention specialists • Reading and Math specialists • Title I teachers • ESL teachers • Gifted teachers SY13-14 PVAAS Roster Verification

  30. teachers receiving PVAAS Teacher Specific Reporting • Teachers receiving PVAAS Teacher Specific Reporting: • are professional or temporary professional employees • who hold a valid PA teaching certificate and • who have full or partial responsibility for content specific instruction of assessed eligible content as measured by PA’s assessments (PSSA and/or Keystone exams). • This may include teachers in addition to the teacher of record. • Pennsylvania defines the teacher of record as “a professional or temporary professional educator assigned by a school entity as the primary instructor for a group of students.”

  31. Students Included in Reporting • To actually be included in PVAAS teacher-specific reporting, a student MUST: • Have a PSSA or Keystone score • Be claimed at a minimum of 10% instructional responsibility • Not be a foreign exchange student • Not be a first-year ELL student • Not have tested with the PASA (alternate assessment) • Students should NOT be removed from rosters based on these criteria. • SAS EVAAS will apply PA business rules to exclude students as necessary! SY13-14 PVAAS Roster Verification

  32. Full or Partial % of Instruction • An individual teacher CAN claim < 100% for a student in: • Co-teaching situations • Response to Instruction and Intervention (RTII) • Team teaching • Push-in or Pull-out programs • Instruction is shared – the 100% full/partial instruction is shared/split between teachers Full or Partial % of Instruction In any situation in which instruction is shared, teachers and administrators will need to determine together the appropriate percentage of partial instruction to attribute to each teacher invovled.

  33. Full or Partial % of Instruction Full or Partial % of Instruction • Is 100%, if teacher was the only person responsible for the instruction while concurrently enrolled with the student • Is < 100%, if other teachers also provided instruction • Verify/edit for EACH student! • May vary BY student! SY13-14 PVAAS RosterVerification

  34. Scenario: Shared Instruction Mr. Smith teaches Core Reading to three students: Charlie, Angela, and Phillip. Phillip receives Title I services from Mrs. Wolf. They have determined that Mrs. Wolf has 15 percent of the shared instruction for Phillip in this course. All students/teachers are enrolled for the entire course. SY13-14 PVAAS Roster Verification

  35. Scenario #4: Shared Instruction Mr. Smith Mrs. Wolf DISCLAIMER: Any numbers or decisions indicated in this example/scenario are shown for illustration purposes ONLY! It is the local decision of the LEA to determine appropriate rosters and % Instructional Responsibility for each student.

  36. FASTEST OPTION FOR SUPPORT AND QUESTIONS Contact SAS EVAAS with HOW TO questions (Click on “Contact Us” link on PVAAS login page) https://pvaas.sas.com/ • Accessing & Using Roster Verification system • Username & Password issues • PPID errors & omissions • Adding/removing teachers • Adding/removing rosters • Adding/removing students • Verifying & submitting rosters • Sending rosters back to a teacher or School Admin District Admin/District Verifiers ONLY Contact the PVAAS Statewide Team with Policy and Guidance questions (Email pdepvaas@iu13.org) • Which PA teachers? • Claimingissues • % Student + Teacher Enrollment • % Full/Partial Instruction • % Instructional Responsibility • PVAAS Teacher-Specific Reporting SY13-14 PVAAS RosterVerification

  37. Title I and food • When using Title I funds to serve food (lunch), you must ask yourself these questions….. • Is food a necessary part of the agenda or can the contents of the meeting be carried out in a timely manner? • Is a lunch really central to the overall purpose of the meeting? • Is there a genuine time constraint that requires a working lunch or is it possible to build a break into the agenda and have people eat on their own? • Is the cost reasonable? • NO BREAKFAST • Pending approval of Omni-Circular

  38. Allowances for Food at Parent Involvement Meetings • Must have “a very high burden of proof” to include food. • Never purchase for “networking” activities. • Don’t accept food/beverage costs embedded into a venue’s contract. • Food is not an indirect cost. • Never pay for alcohol. • Meeting costs must be necessary and reasonable. • As long as there is a connection to a programmatic purpose and the cost is reasonable, an LEA may continue to provide food at Title I parent meetings.

  39. FISCAL ISSUES

  40. 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.

  41. 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) • Financial Accounting Information/FAI– Payment Status • Equipment– Amountmust match last approved budget

  42. 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

  43. 3-Year Carryover Waiver Cycles LEAs May Only Use Title I Carryover Waiver One Time Every 3-Year-Waiver Cycle: Funds 3-Year-Cycle:Requested in Application: 2010-2011 2011-2012 2011-2012 2012-2013 2012-2013 2013-2014 2013-2014 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017

  44. QUARTERLY REPORTS

  45. 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

  46. Best Practices • Under budget a bit when preliminary allocations are given – you may lose some when finals hit – non pubs as well • Late submission of amendments, especially downwards, may result in overpayments that must be returned • Rapid drawdowns before final allocations may result in returned funds and/or audit findings • If over $120,000 must place in interest-bearing accounts and return interest over $100 ($500 for admin)

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

  48. Time Certification • Any employee whose salary and wages are supported, in whole or in part, with Federal funds to document his/her time spent working on Federal programs in order to ensure that charges to each Federal program reflect an accurate account of the employee’s time and effort devoted to that program.

  49. Single Funded Employees • Semiannual certifications • If an employee works solely on a single Federal award or cost objective, charges for the employee’s salary and wages must be supported by periodic certifications that the employee worked solely on that program or cost objective for the period covered by the certification. Those certifications must -- • Be prepared at least semiannually. • Signed by the employee or supervisory official having firsthand knowledge of the work performed by the employee.

  50. Split-Funded Employees • Personnel activity reports • If an employee works on multiple activities or cost objectives, a distribution of the employee’s salary and wages must be supported by a personnel activity report (PAR) or equivalent documentation. The below lists instances of multiple activities or cost objectives for which a PAR is required — that is, if an employee works on – • More than one Federal award. • A Federal award and a non-Federal award. • An indirect cost activity and a direct cost activity. • Two or more indirect activities that are allocated using different allocation bases. • An unallowable activity and a direct or indirect cost activity.

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