Office of Educational Supports Spring Workshop 2019

1. Office ofEducational SupportsSpring Workshop 2019

2. Overview • MEGS+ Updates • Common Required Modifications in Applications • Fiscal Updates and Common Findings • Foster Care Update • Section 41 Reminders

3. Obligation Date

4. Substantially Approvable Form • District Improvement Plan (DIP) or Single Building District Improvement Plan (SBDIP) has been submitted • Development based on a comprehensive needs assessment • Clearly defined goals, objectives, strategies, and activities • All programs/services expected to be funded, including Summer 2020, have been included • Program Evaluation Tool (PET) has been submitted for the district and each school • Title I School Selection has been completed and submitted • All the components of the Consolidated Application have been completed • The LEA has applied for 100% of the posted allocations

5. Allocations Timeline • Initial Title I, Part A Subgrant and Title IV, Part A Ineligibility Status – March 2019 • Estimated Allocations – April 2019 • Final Allocations – September 2019 • New and Expanding Public School Academy (PSA) Adjustments – February 2020

6. April Michigan State Board of Educatio Meeting Title I School Selection (TISS) Updates 2019 Spring Workshop - General Session

7. Screen 2/Screen 7: Data on Schools in the District • Drop down menu to choose either the fall or spring count date • Fall count will be displayed for reference – districts will need to adjust as needed – actual data should be similar • Option to use direct certification data is removed

8. Screen 2/Screen 7: Data on Schools in the District If you choose to use your spring count date, please follow these rules: • Include all students in a graded program K-12 on the count date (do not include pre-school) • Exclude shared-time students (non-public or home-schooled students taking only elective classes from the public school) • To avoid double counting, if a student is assigned to multiple buildings, use the school the student is assigned to for accountability purposes • Low income data includes students that qualify for either free or reduced lunch prices or have been identified through another approved method

9. April Michigan State Board of Education Meeting Consolidated Application Updates 2019 Spring Workshop - General Session

10. Consolidated Application Updates Continued • Supplement not Supplant Methodology NOT required for upload this year • Budget detail must include required information and be concise • 300 character limit in budget detail • A total of all administrative costs will be calculated and included on the Budget Summary Screen for each program

11. Description of Equitable Access Screen • Removed: Questions stating “Are there barriers…” • Three areas for LEA to describe the steps they take to overcome the barriers faced by students, staff, and parents/families

12. Language Assistance Program Screen • LAP should ONLY reflect services to English Learner (EL) Students supported with General Funds • Office of Civil Rights requirement

13. Participation of Private Schools • Removed: Documentation for Private Schools Screen • Equitable Services Worksheet will be uploaded on the Participation of Private Schools screen • If a Memorandum of Understanding is necessary, upload under “Additional Budget Detail Information” • Consultation documentation must still be uploaded in the GEMS Portal • Private School letters: LEAs must keep copies. No upload required

14. Participation of Private Schools

15. Participation of Private Schools, cont.

16. Title IV, Part A • Title IV, Part A budget will be added to the Consolidated Application  • Administrative costs capped at 2% - includes indirect cost – built in error check

17. Title IV,  Part A • LEAs with $30,000 or more budgeted for Title IV, Part A activities must allocate at least: (built in error check) • 20% to Well-Rounded Educational Opportunities • 20% to Safe and Healthy Students • An amount to Technology-Effective Use of Technology/Professional Learning  • LEAs transferring funds into Title IV, Part A will need to manually ensure the above requirements are met if the $30,000 threshold is reached • LEAs that transfer funds out of Title IV, Part A and the remaining funds fall below $30,000 do not need to meet this requirement

18. Title IV, Part A Technology Rule • In order for districts to spend ANY Title IV, Part A funds on Technology Infrastructure, districts must first: • Allocate funds in Technology - Effective Use of Technology/Professional Learning • THEN: • Districts may spend up to 15% of the amount they spent in Effective Use of Technology for Technology Infrastructure • This is NOT 15% of the total Title IV, Part A allocation • These purchases must be labeled as Technology Infrastructure in the primary use of funds drop down

19. Title IV,  Part A Technology Rule Example • The district Receives $10,000 in Title IV, Part A • The district budgets $2000 in Well-Rounded Education and $1500 in Safe and Healthy Students Can this district spend $6500 in Title IV, Part A to purchase Chromebooks for their students to learn how to effectively use technology during science labs?  Why or why not?

20. Title IV, Part A Technology Rule Example • A district receives $45,000 in Title IV, Part A • The district budgets $2000 in Effective Use of Technology, and transfers $23,500 into Title II, Part A. • What amount can this district budget for Technology Infrastructure if they choose? • Does this district have to be sure to budget 20% in Well Rounded Education and 20% in Safe and Healthy Schools along with the amount in Effective Use of Technology? Why or why not?

21. April Michigan State Board of Education Meeting Common Modifications Required 2019 Spring Workshop - General Session

22. Common Modifications Required • TISS does not match the Consolidated Application • School level budgets • Equitable Services Worksheet • Current allocation • When budgets are updated or amended, Screens 5 and 6 in the TISS are not updated • During Amendment time, the Final Expenditure Report (FER) does not align to the TISS in the Carryover Distribution section on Screen 5, Rows 2a-4b

23. Common Modifications Required, cont.

24. Common Modifications Required, cont. • Incorrect Function Codes and/or Object Codes • Budget detail amounts do not match the amount requested in the budget • Supporting documents are not uploaded • Memorandums of Understanding are not revised at amendment time • Budget requests do not align with the DIP/SBDIP • Too little or too much information in the budget detail

25. Alignment of DIP/SBDIP to Budget Requests GOAL: All students at _______________ will become proficient on state math standards. OBJECTIVE: 5% increase of Economically Disadvantaged students will demonstrate a proficiency in the area of M-STEP equal or greater to the rate of their non-ED peers by June 2019. STRATEGY: Explicit, small group, supplemental instruction for students needing intervention. (A. Archer, 2011) ACTIVITY: Title I teacher will provide small group instruction to K-5 students in need of intervention based on needs of students. ACTIVITY: Math Recovery PD will be provided to staff to build explicit, small group, instructional capacity.

26. Consolidated Application Alignment YES • 125 FC Title I Teacher • 125 FC Title I Paraprofessional • 125 FC Chromebooks • 125 FC Supplies and Materials for Title I Teacher-Math Manipulatives for Small Group Instruction • 221 FC Math Recovery Training for Title I Teacher • 221 FC Statewide Math Conference • 283 FC Elementary Principal will attend MEMSPA MAYBE NO YES YES MAYBE NO

27. Consolidated Application Alignment, cont. • 125 FC Title I Paraprofessional to assist Title I teacher with Small Group Instructional Support • 125 FC Chromebooks for Title I Teacher to use with students during Small Group Instruction • 221 FC Math State Conference-Focus of theme and breakouts on explicit math instructional strategies YES YES YES

28. Writing Approvable Budget Items • Budget items often include too much or too little detail • The following slides help to illustrate what is required to include in the budget detail • For the slides that follow, discuss whether the budget items would be approved or not approved and why or why not • Is there enough detail to align to the DIP/SBDIP? • Is the request reasonable, necessary, and allocable? • Is there enough detail to meet fiscal requirements?

29. Budget Description Sample - Personnel CAN’T APPROVE 2019 Spring Workshop - General Session

30. Budget Description Sample - Personnel APPROVED 2019 Spring Workshop - General Session

31. Budget Description Sample – Purchased Services and Supplies & Materials CAN’T APPROVE 2019 Spring Workshop - General Session

32. Budget Description Samples – Purchased Services and Supplies & Materials APPROVED 2019 Spring Workshop - General Session

33. Budget Description Sample – PD CAN’T APPROVE 2019 Spring Workshop - General Session

34. Budget Description Samples – PD APPROVED 2019 Spring Workshop - General Session

35. April Michigan State Board of Education Meeting Fiscal Updates and Internal Control Concerns 2019 Spring Workshop - General Session

36. Business Office and Program Coordination 2019 Spring Workshop - General Session

37. Internal Control Concerns • Cash Management • Cash draws must be supported by expenses/payments recorded in the general ledger • Segregation of duties: • Person requesting funds should not be the person receiving the funds. • Even in a small office, it is necessary to document the oversight process. 2019 Spring Workshop - General Session

38. Internal Control Concerns, cont. 2019 Spring Workshop - General Session

39. Internal Control Concerns, cont. Procurement • Approved in current year Consolidated Application • Signed invoice for approval/receipt of expensed items • Within allowable dates in award acknowledgement letter • Bid processes must be documented in advance • Warning: Single sources are acceptable but difficult to justify 2019 Spring Workshop - General Session

40. Internal Control Concerns, cont. Procurement, cont. • Expenditure beginning and ending dates • Expenditure to benefit the students in the program year • No year end supply/equipment purchases Incentives • Must be educational in nature • Must be used during the program year • Gift cards are extremely difficult to ensure purchases align with these guidelines 2019 Spring Workshop - General Session

41. Internal Control Concerns, cont. 2019 Spring Workshop - General Session

42. Internal Control Concerns, cont. Background Checks • All employees, contractors, parent volunteers, and other volunteers having contact with students Warranty Purchases - NEW • If purchased WITH devices and approved in the Consolidated Application, can be provided for multiple years. 2019 Spring Workshop - General Session

43. Internal Control Concerns, cont. 2019 Spring Workshop - General Session

44. Internal Control Concerns, cont. LEAs cannot directly reimburse religious institutions LEAs can: • Reimburse principal • Reimburse employee • Pay hotel directly • Can pay seminar directly (if not strictly a religious conference) 2019 Spring Workshop - General Session

45. Internal Control Concerns, cont. Documentation • Auditors review expenditures from July 1 of the previous year through September 30 of the following year. (July, 2019-September, 2019) Overages • Hotels, conference, food, mileage, etc. – will allow a 10% overage for each item • Overages over 10% or change of PD – must contact consultant for written approval 2019 Spring Workshop - General Session

46. Internal Control Concerns, cont. 2019 Spring Workshop - General Session

47. Internal Control Concerns, cont. Budgets and total expenditures should match or be less than the Consolidated Application • The district budget should not be different than the Consolidated Application • If the district budget is more – could lead to a recapture for excessive expenditures and LEA would need to cover the excess using other funding sources • If the district budget is less – could result in not using all funds available (15% cap on carryover in Title I, Part A) Final Expenditure Reports should match the Title general ledgers by both amounts reported and function/object code. 2019 Spring Workshop - General Session

48. Internal Control Concerns, cont. State Account Codes • Information requested (general ledgers, etc.) must provide the State account codes (function and object codes) and not account codes used in other accounting systems. Indirect Costs • When completing the Final Expenditure Report, you are only allowed to claim indirect cost on what you have spent, not what you budgeted • Indirect Costs can be taken on carryover from prior year 2019 Spring Workshop - General Session

49. ESSA Foster Care Updates All LEAs must have a Foster Care Transportation Plan uploaded into the GEMS Portal (was due Oct 1, 2018). It is not necessary to change what has been uploaded unless contacted by MDE for corrections or the LEA makes changes to its policy/process. • A SAMPLE Foster Care Transportation document is available for LEAs to use on the MDE Foster Care webpage. A Foster Care Transportation Dispute Resolution process has been created and is available in GEMS. Access to the Dispute Resolution found on the Foster Care Screen at www.mi.gov/ofs.

50. Section 41 Reminders • All evaluations are due in MEGS+ by July 15 • Evaluate the progress of the stated goal in the program description • Provide brief descriptions or a bulleted list of the summary, findings, and implications in the appropriate field in MEGS+ • Please contact Kelly Alvarez with questions