Title I Technical Assistance Training

1. Title I Technical Assistance Training Federal and State Programs

2. Welcome Introductions Materials and Handouts Title I Contacts (Yellow folder) • Contact List • SINI Chart • Allowable Expenses • Title I Food Purchase Audit Compliance Checklist • Title I Travel Audit Compliance Checklist • Title I Field Trip Audit Compliance Checklist • Tutorial Guidelines • Components Checklist • Elements Checklist • FY12 Audit Checklist by Folder • FY12 Title I Grant Compliance by Month • FY12 September Electronic Checklist • Title I Contact Handbook

3. Treasurers (Blue folder) • Contact List • Sample Funding Strip • FY12 Accounts and Functions • FY12 Account Information • Allowable Expenses • Title I Food Purchase Audit Compliance Checklist • Title I Travel Audit Compliance Checklist • Title I Field Trip Audit Compliance Checklist • Title I Order Requisition Checklist • Budget Transaction Report • Assets Codes • Title I Treasurer/Payroll Contact Handbook Payroll Contacts (Red folder) • Contact List • Job Codes • FY12 Fringe Benefits Schedule • Tutoring Guidelines • Title I Treasurer/Payroll Contact Handbook

4. Goal of Title I To help ensure that all children have the opportunity to obtain a high-quality education and reach proficiency on challenging state academic standards and assessments

5. Benefits of Title I • Additional funding to supplement the existing curriculum • Parent involvement • Highly qualified staff • Staff development • Adequate Yearly Progress (AYP)

6. Title I Eligibility • Based on number of students who qualify for free or reduced priced meals, ages 5-17 • Percentages posted on School Food Services website http://www.palmbeachschools.org/sfs/reports/Title1.pdf • “Date Certain” (FY13 - December 22, 2011) • Schools ranked by percentage • Academic Leadership Team sets Title I cutoff • FY12 eligibility set at 49.5%

7. Schoolwide Programs • All Palm Beach County Title I schools are schoolwide programs • Serve all students in the school, but requirespecial focus for lowest achieving students • All staff, resources, and classes are part of the overall schoolwide program

8. Adequate Yearly Progress AYP Targets for FY12 Reading - 86% of students need to score at level 3 and above Math - 86% of students need to score at level 3 and above

9. SINI Schools If a school does not make AYP for two consecutive years, in the same subject area, the school will be classified as a School In Need of Improvement (SINI).

10. Responsibilities of Title I Schools • Adhere to Federal Requirements • Document compliances • Manage budget in accordance with SIP/SWP • Close the Achievement Gap Recommendation Create a Title I school team consisting of key personnel

11. Changes to Support Services • Provide budget information and updates • Offer technical assistance and training for Area Offices • Participate in monthly Area Staff Meetings to impart information to Title I Principals • Collaborate with Area Directors • Meet with Title I Contacts in small groups with similar needs • Monitor SIP and align budgets • Hold budget conferences with schools • Approve budgets and requisitions • Monitor scanned and submitted documentation • Visiting school activities for compliance (e.g. Annual Meeting, AYP Meetings, etc.)

12. FY12 Budgets Step 1 – School submits Title I Planning Tool in May for approval

13. FY12 Budgets Step 2 – Budget is uploaded into PeopleSoft in June

14. FY12 Budgets Step 3 – School documents budget in SIP by September

15. FY12 Budgets Step 4 – Once the plan is approved by Title I, any changes to the budget must be approved by SAC and revised in the SIP template Recommendation Print approved SIP Final Budget to review when submitting budget transfers and requisitions

16. Title I Funds • Title I (Part A Basic) – Fund 4201 closes June 30, 2012 • Stimulus Grant (ARRA) – Fund 4920, closes Sept. 30, 2011 • School Improvement Grant (SIG) – Fund 4215 or Fund 4216 • Sanction (Corrective Action) – Fund 4214

17. Functions Functions How will the money be used? What is the function? Title I supports seven types of functions: • Function 5150 – Instructional • Function 6152 – Family Involvement • Function 6402 – Staff Development • Function 6202 – Media Center • Function 6501 – Technology Instruction • Function 7802 – Student Transportation for Tutorial • Function 7803 – Student Transportation for Field Trips

18. Minimum Requirementsa.k.a Set Asides • All Title I schools must expend their Parent Involvement • allocation in function 6152 • All schools must utilize their Title I allocation on • professional development activities that address the • subgroup(s) that did not make AYP in function 6402

19. Functions and Accounts Using incorrectfunctions and accounts will slow processing down and may result in denial of request.

20. Now It Is Your Turn… Function Junction

21. FY12 Title I Allowable Expenditures • Supplemental salary positions • Classroom/resource teachers • HQ paraprofessionals • Community Language Facilitator • Tutorial programs - beyond regular day • Extra periods for secondary teachers • Subs for release time to attend PD • Part-time for collaborative work • Technology • Computers/mimeo pads • Printers • Document cameras • SMART boards • Projectors • Software (i.e. Reading Plus) • Online instructional websites • Zip drives • Supplemental supplies • Classroom libraries • Learning centers • Readers/Writers Workshop materials • Calculators/math manipulatives • Headphones/microphones • Lab consumable materials • Laminating film • Paper for classroom use • Ink for classroom use • Parent resource center • Food for parent trainings • Postage for parent mailings • Book study • Coach supplies • Training supplies • PD Webinars

22. FY12 Title I Unacceptable Expenditures • Secretary, office assistant, attendance clerk • School police officer, security guard, school police aide • Clinic aide, school nurse, clinic supplies • Custodian, custodial supplies • Cafeteria worker, cafeteria supplies • Administrative personnel and costs (i.e. grade books, office • computers, and toner) • ESE and ELL coordinators, ESE forms and tests • Behavioral Intervention Assistant (BIA) • Incentives and rewards • Marketing items such as brochures, banners, and flags • Memberships for professional organizations • Field trips for entertainment • Food items (unless purchased for parenttrainings)

23. Reminders • Title I allocations not used by the end of the fiscal • year are returned to the District • Title I allocations generated during a specific fiscal • year must be utilized during that fiscal year • Recommended that purchases be made by • December 22, 2011

24. Criteria for Food Purchases for Title I Family Involvement Trainings • Training must be tied to curriculum such as enhancing literacy or math and teach parents ways they can assist their children at home • Not part of the School Advisory Council, PTA, or • other committee meetings • Reasonable in cost and type of food

25. Criteria for Food Purchases for Title I Family Involvement Trainings • Be identified in the school’s Family Involvement • Policy/Plan as a means of encouraging or • expanding family involvement • Absolutely no food expenditures will be allowed for • faculty or student events • Contact your Title I Specialist to get clarification • before incurring expenses

26. Title I Food Purchase Audit Compliance Checklist

27. Travel • Conferences/workshops must be documented in your SIP/SWP • Out-of-County travel must be approved by Area Superintendent (account 533600) • Out-of-State travel must be approved by CAO (account 533620) • No charges should be incurred prior to approval

28. Title I Travel Audit Compliance Checklist

29. Field Trips • All field trips must relate to the needs outlined in the SIP • All field trips must have a direct tie to the core content areas of reading, writing, mathematics, or science in efforts to improve AYP results in those areas • Title I field trips may not be used as incentives or rewards • Field trip costs should be reasonable • Resort or vacation areas (water parks, amusement parks, etc.) are not allowable as the issue of being “academic” in nature comes into play • Title I funds cannot cover expenses for parents or chaperones

30. Title I Field Trip Audit Compliance Checklist

31. Budget Transfers • Title I funds may only be used to support • strategies included in your SIP/SWP • Budget transfers are created in PeopleSoft • Be sure to “notify” your budget manager by • email • Transfers are processed by Title I budget • managers

32. Budget Transfers • You can access the budget transfer form on PS • Go to Financials FNPRD • Commitment Control • Budget Journals • Enter Budget Transfer • ADD

33. Budget Transfers • Under Budget Header, four sections must be completed • Ledger Group, click the magnify glass and click DETAIL

34. Budget Transfers • Budget Entry Type, choose Transfer Adjustment

35. Budget Transfers • Parent Budget Entry Type, choose Transfer Adjustment

36. Budget Transfers • In the Long Description, type in your school number and initials followed by a detailed justification for the changes

37. Budget Transfers • Click the SAVE button before going to second tab, Budget Lines. Please note Journal ID, this is to track the budget transfer

38. Budget Transfers To complete the Budget Lines enter your Title I funding strip: Budget Period, Dept, Fund, Function, Account, Program, Bud Mgr, Local Code, Award Year, and Amount

39. Budget Transfers • Enter all decreases (-) first and then the increases (+) • Total debits and total credits columns must equal each • other for processing • Click Save

40. Budget Transfers • It is normal to receive a “security error” message • If any other error messages appear, double check your • funds and entries • Notify your Title I budget manager: • Click on Notify button at the bottom of the transfer • A Send Notification page will appear • Click on Look Up Recipient and type in your Title I • Budget managers name • ClickSearch

41. How to NOTIFY your budget manager in PeopleSoft After creating your transfer, press the NOTIFY button, then press the “Look up Recipient” link.

43. BTs Involving Salaries • Every salary has benefits associated with it • Benefits sit in a different account line than the salary • Benefits are budgeted in two accounts: 521000 and 521500 • Regular salary benefits are in 521000 • Temporary salary benefits are in 521500 (Part-time, stipends, extra duty days, subs, etc.) • Use the Benefit Calculators to assist you

45. Justify Your BT Now It Is Your Turn…

46. 1234 AB - Paper for teachers Justify Your BT 1234 AB – Paper for learning centers and instruction 8794 - Deliver to Main Office 8794 LC – Ink for classroom printers for students use For Mrs. Smith’s room – 205 5423 BE – Math manipulatives for grade 2 instruction AB - Laptops 8542 RB – Laptop for parent resource room for training Batteries 6485 TM – Batteries for calculators and listening center player

47. Requisitions • Confirming POs are typically not allowed • Indicate a justification for the expenditures (i.e. materials for parent workshop; Science lab materials-8th Grade) • Do not split fund items on a requisition with any other fund • Check budget before saving and submitting a requisition to your principal • After your principal’s approval, all requisitions are automatically routed to your Title I budget manager

48. Requisitions • Requisitions pre-encumber expenses • Purchase orders encumber expenses • Warehouse requisitions are not receipted • Track your requisition’s progress via eProcurement, Manage Reqs.

49. P Card Procedures • Only Title I acceptable expenditures can be reconciled to Title I • All charges will be reviewed by your Title I Specialist • Documentation may be required for some purchases • Copies of receipts for any non-educational companies (i.e. Wal-Mart) will need to be faxed to Title I • Approved TDEs will need to be faxed to Title I for travel charges • Reconciliations will be reversed if documentation is not received by requested deadline

50. Property and Equipment • All unit items costing $250.00 through $999.99 must be labeled as Title I • A running list of these items must be maintained throughout the year (Template on NCLB website) • All items costing $1,000.00 or more must be labeled with a white Property Records Tag • An accurate inventory of your equipment is essential