Federal Programs Network

1. Federal Programs Network Video Conference May 23, 2019

2. Welcome • For Technical Assistance: Text 806-282-7197 • Text Questions to 806-282-7197 • Roll Call of Attendees

3. Title I Contacts • Vickie Ansley, Coordinator • 806-677-5134, vickie.Ansley@esc16.net • Adonna Ballard, Education Specialist • 806-677-5127, adonna.ballard@esc16.net • Sharon Mills, Education Specialist • 806-677-5140, sharon.mills@esc16.net • Daphne Nazworth, Education Specialist • 806-677-5124, daphne.nazworth@esc16.net • Susan Poteet, Education Specialist • 806-677-5138, susan.poteet@esc16.net

4. Compliance Reports Agenda Item #1

5. Calendar of Events2. Compliance and More! Presentation

6. ESSA Compliance Report

7. eSSA Consolidated Application Agenda Item #2

8. Additions, Deletions, Updates-2019-2020 Consolidated Applications3. Additions, Deletions, Updates Handout Contacts Page (New Feature) • Opened on April 15, 2019 • Populates contacts from the 18-19 applications- ESSA, Perkins, SPED • Dynamic Page maintained by the LEA • Update of contacts highly encouraged to start application but not required

9. Additions, Deletions, Updates-2019-2020 Consolidated Applications SC5003 – Formula Grants Consolidation Schedule • Opens on May 1, 2019 and Due by September 3, 2019 • New schedule • Required for all LEAs • Part 1: Equitable Access and Participation • Part 2: Guidelines, Provisions and Assurances, and Certifications GS2230- Applicant Designation and Certification (ADC) • Opens on May 15, 2019 for ESCs to set up fiscal agents (SSAs) • Opens up to LEAs on June 3, 2019, Due date is September 3, 2019 • New feature: “Copy from Prior Year” functionality • Contacts has dropdown functionality ESSA Consolidated Application • Opens on June 3, 2019, Due date is September 3, 2019 • SC5003 needs to be submitted prior to ADC being visible • Program schedules have been streamlined to 1 page per program

10. Region 16 Grant Negotiator

12. Entitlements Agenda Item #3

13. TEA Entitlements 2019-2020TEA Entitlements, Federal Fiscal Compliance and Reporting Link • 2019-2020 Entitlements released April 4th: • ESSA Consolidated Application • Carl D. Perkins and • Special Education Consolidated Application

14. Title I Monitoring Agenda Item #4

15. Federal Program Compliance Division2018-2019 Validations4. Title I, Part A Monitoring • TEA monitored program requirements from November 2018 to June 2019 • Ongoing Validations: PFE Written Policy; Translation Procedures; Private Nonprofit; Title I, Part D, Subpart 2 • Completed Validations: Title I, Part A, Supplement, Not Supplant Methodology and Title I, Part A- Schoolwide Program Elements Validation Results: • SNS: 2 LEAs per Region= 40 LEAs, 27 Methodology, 13 Statement of Exemption • Statement of Exemption: 92.3% listed statement of statute, 100% listed reason, 92.3% listed campus list • Methodology: 88.9% listed districtwide vs. campus category; 85.2% listed type; 85.2% listed statute; 44.4% listed definition of criteria; 51.8% listed application of formulas

16. Federal Program Compliance Division2018-2019 Validations • Validation Results: Schoolwide Program Elements • 1 campus at 2 LEAs per Region= 40 campuses • 90% listed CNA summary/Date CNA revised; • 70% listed CIP committee with roles (at least two parents); • 87.5% listed Date CIP revised; • 85% listed CIP locations/languages; • 87.5% listed SW Reform Strategies for all; • 95% listed Strategies that increased learning time; • 95% addressed needs of At-Risk; • 65% listed participation of parents in PFE policy development Lesson learned: Number the pages, use the guidance documents, and get assistance from your ESC

17. Supplement Not Supplant Methodology Agenda Item #5

18. Title I, Part A Supplement Vs. Supplant5. Supplement, Not Supplant PresentationSNS Handbook Link 5.a Statement of Exemption Template • Title I, Part A Statute (1) IN GENERAL.—A State educational agency or local educational agency shall use Federal funds received under this part only to supplement the funds that would, in the absence of such Federal funds, be made available from State and local sources for the education of students participating in programs assisted under this part, and not to supplant such funds.

19. Title I, Part A Supplement Not Supplant • Title I, Part Statute (2) COMPLIANCE.—To demonstrate compliance with paragraph (1), a local educational agency shall demonstrate that the methodology used to allocate State and local funds to each school receiving assistance under this part ensures that such school receives all of the State and local funds it would otherwise receive if it were not receiving assistance under this part.

20. Exemptions from Methodology • An LEA is not required to meet the methodology compliance requirement if it has: • A single campus (only one school in the district), or • A single campus serving grade span (no grade duplication, if exempt from Comparability because no grade duplication then exempt from Supplement Not Supplant methodology). • In general, LEA must have a Supplement Not Supplant methodology if it has two campuses of the same type (two elementary schools).

21. State and Local Funds Exempt from Methodology • An LEA may exclude “Title I-like” supplemental state or local funds expended for programs that meet the intent and purposes of Title I, Part A. • For example: SCE program provides additional services only for students most at risk of not meeting State academic standards. • An LEA may exclude funds reserved at the district level that are not distributed to campuses. • For example: The funds for district-level salaries may be excluded from the methodology because the funds are not distributed to the campuses.

22. Statement of Exemption • LEAs exempt from methodology still need documentation of why they are exempt from the methodology based on this TEA guidance • Include: Statement of statute, reference to exemption in TEA guidance, statement of exemption and signature of superintendent

23. Methodology and Implementationlink to SNS power point • ESSA methodology required at the start of 2019 – 2020 School Year • Applies to all Title I served campuses • Most flexible and easily documented Supplement Not Supplant requirements • Does not apply to district-level activities or other ESSA programs

24. Flexibility in Methodology • An LEA may demonstrate compliance on a district-wide or grade span basis • If using grade span, the LEA may only use three grade spans (elementary, middle school, and high school) • Clarification: grade span means campus type

25. Examples of Methodologies • Distribution by Student (per-pupil) • Simple district-wide per-pupil formula distributing state and local funds based on the number of students in each school, so that each Title I school receives for its use, all of the funds to which it is entitled under the formula • Especially applicable for smaller and rural LEAs with fewer different fund sources or fewer campuses

26. Examples of Methodologies • Distribution by Student Characteristics (weighted per-pupil) • A district-wide per-pupil formula weighted based on the characteristics of students in each school, such that students living in poverty, English learners, students with disabilities, and other such subgroups may generate additional funding for their school. • Applicable for smaller and rural LEAs • Applicable for larger LEAs with greater numbers of students with differing characteristics

27. Examples of Methodologies • Distribution by Personnel and Non-Personnel Expenditures (per-personnel position plus per-pupil) • A district-wide personnel and non-personnel resource formula such that each Title I school receives for its use, an amount of actual State and local funds at least equivalent to the sum of: • The average district-wide salary for each category of school personnel (e.g. teachers, principals, support services), multiplied by the number of those personnel in each category assigned by the formula to the school, and • The average district-wide per-pupil expenditure for non-personnel resources, multiplied by the number of students in the school • Applicable for larger LEAs with greater numbers of students with differing characteristics and larger number of campuses

29. Texas Equity Plan Agenda Item #6

30. Equity Plan Updates • Changes are being made to the PR1500 Equity Data Survey Report to only capture paraprofessional information who still need to be highly qualified • The PR1500 will be managed by the Grants team at TEA and the name will be changing • The Grants Division will be changing the submission date of the PR1500 to be aligned to the submission of the Compliance Reports in Spring 2020 • The TEA Grants team has offered to provide training on completing the paraprofessionals part (the entire form now) during the Compliance Report trainings

31. State Compensatory Education Agenda Item #7

32. State Compensatory Education6. TEA SCE ACET Spring 2019 Presentation 6.b SCE Policies and Procedures Template 6.a SCE and District Planning • SCE Evaluation and submission is due by July 7th (this is a Sunday, plan accordingly) for any district receiving $500,000 or more in SCE funds • 2017 – 2018 District Improvement Plan and two 2017 – 2018 Campus Improvement Plans (one- Title I campus and one Non-Title I campus, if applicable) • Any Comprehensive/Improvement Required campus must submit SCE Evaluation for 2017 – 2018 • You must conduct a comprehensive needs assessment to determine how to allocate your SCE funds in your district and campus improvement plan(s). Planned SCE expenditures must be recorded in your plan(s). • SCE funds must first be prioritized to address the needs of students who have failed an EOC required for graduation. • Possible changes may be coming to the SCE program, more details to come as they become available

33. Fiscal monitoring Updates Agenda Item #8

34. Fiscal Accounting7. TEA GA Accountability Presentation 7.a CG PFE Presentation • If an activity, service, program, item, etc. was previously paid for with local funds- new rule from federal attorneys is to look only at prior year purchase. • Incentive pay is not allowed with federal funds. • Stipends are allowed. • Stipend pay requires Time & Effort documentation • If single cost objective- semi annual certification covers T&E requirement • Attach the Stipend pay agreement to the Time and Effort document • Paraprofessionals- evaluate if using them is best use of funds, TEA does not recommend. Do you evaluate the paraprofessional program and show research of outcomes.

35. Risk Assessment Level • Texas has 628 Low Risk LEAs; 541 Moderate Risk LEAs; 56 High Risk LEAs • Risk Assessment Level can be viewed in GFFC report • LEA’s Risk Assessment Level is determined by: • Financial stability • Quality of financial management systems • History of performance • Results of audit reports • Applicants ability to effectively implement programs • There are approximately 10 risk indicators used to determine risk level, half of them are from the audit reports • TEA will keep the same indicators for 2019-2020 school year except carrying large amounts in IDEA-B funds over

36. Risk Assessment Level • Higher Risk Assessment Level results in more stringent grant negotiation reviews and monitoring • Monitoring Review Process: • Notification Letter (sent in January or February) • Review of internal controls (Time & Effort, use of credit card, etc.) • Review of Policies and Procedures • Review of General Ledger • Review of Payroll Ledger • Review of Draw Downs completed • Review of Transactions- payroll and non-payroll (low risk will look at 5, high risk will look at 15) • Supporting Documentation- submit supporting documentation show allowable, equitable transactions • Findings will include recommendations and action plan to correct

37. Indirect Cost rates Agenda Item #9

38. Indirect Cost Rates for 2019-20208. Indirect Cost Rates, Comparability of Services, and ESSA LEA MOE Presentation • ISDs submitted the ICRP Additional Cost Workbook (ACW) to request an indirect cost rate for 2019-2020 • TEA has merged ISD submitted ICRP ACW data with PEIMS data to create/prepopulate the completed ICRP • TEA will post the completed ICRPs in GFFC Reports and Data Collections on April 25, 2019 • ISDs are required to review and certify acceptance of the resulting indirect cost rates by May 24, 2019 (date extended) • New rates become effective July 1, 2019

40. Parent and Family Engagement Agenda Item #10

41. Parent and Family Engagement9. Moving Family Engagement Forward Presentation • Title I, Part A will focus this year on Parent and Family Engagement and involving parents in the policy, programmatic and financial areas of school districts. • Parent and Family Engagement Collaboratives are encouraged: • Cross district lines • Build PFE programs • Look at best practices • Klein, Alief, Fort Bend ISDs Collaborative Best Practice • Provide parent information to LEP parents • Consider developing cover page in understandable language on how to receive information in their preferred language

42. PFE Resources • Three PFE videos on School-Parent Compact, LEA PFE Written Policy and School PFE Policy are available on the Title I, Part A State Initiative website • https://www.esc16.net/page/title1swi._PFE.Videos

43. Foster Care Student Success Agenda Item #11

44. Foster Care Student Success10. Highly Mobile and At-Risk Student Program Presentation • Foster Care Student Success Guide is being updated with current laws and practice guidance and the website is being edited with updated laws, guidance, resources, and tools. • Students in foster care will now be a mandatory sub-group and LEAs and the state must collect and report data including graduation rates and academic achievement of students in foster care. • TEA and DFPS are constructing an automated data match system that will offer LEAs almost real time identification of students in foster care through the PEIMS/TSDS secure access portal. It will also list previous districts and campuses the child has attended.

45. Homeless Student Success Agenda Item #12

46. Homeless Children and Youth Program11. Texas Education for Homeless Children and Youth (TEHCY) Program Presentation • Homeless Students Enrolled in Texas • 2016-2017: 111,177 • 2017-2018: 231,205 • 2018-2019: PEIMS- 72,782 • Homeless Data- Living Situation • 2017-2018: 58% Doubled Up; 24% Unsheltered; 9% Hotel/Motel; 9% Shelter • High School Graduation Data 2017: All Students- 89.7%; Homeless Students- 72.1% • High School Dropout Data 2017: All Students- 5.9%; Homeless Students- 17.7% • Continuation Funding Increasing for 2019-2020 School Year (TEHCY SubGrant) • Priority Initiatives- Resources for Students and Trainer-of-Trainers

47. TEHCY Webpage

48. Sign Up for Updates

50. State and federal Programs Overview Agenda Item #13