October 12 th & 13 th , 2011

1. Principals’ Meeting October 12th & 13th, 2011

2. Office of Federal Programs The Office of Federal Programs seeks to align Federal resources to improve teaching and learning performance outcomes. Specific areas of responsibility include the Elementary and Secondary Education Act reporting and regulatory accountability, Title I services for disadvantaged students, Title II initiatives to support Highly Qualified Teachers and Administrators, Safe Schools Prevention, Magnet Schools Assistance Program, Extended Instructional services, night school, summer school programming, and Adult Basic Education Programs. Operating within the framework of the Elementary and Secondary Education Act/No Child Left Behind and the District’s vision, mission and strategic priorities, the focus of the Office of Federal Programs staff is specific and clear: • Deliver educational services that supplement core academic instruction; • Integrate high-impact strategies in schools to serve special needs, targeted student groups and/or core content areas; • Create effective partnerships, internally and externally, to leverage Federal program resources; • Acquire external resources and maintain funding innovation; and • Effectively manage program resources and provide support services to schools It is through these efforts that the Federal Programs office collaborates cross-functionally, with mutual accountability, a shared vision, responsibility and collaboration with all partners: departments, programs, schools, district and community to provide support to improve student achievement and close the achievement gap in a Culture of Educational Excellence.

3. CHIEF OF FEDERAL PROGRAMS Dr. Denise L. Pagán - Vega EXECUTIVE ADMINISTRATIVE ASSISTANT Gladys Cruz CHIEF TITLE I SENIOR DIRECTOR OF MAGNET DIRECTOR DIRECTOR OF Josh Bogin SCHOOLS SPRINGFIELD PUBLIC ADMINISTRATOR ADMINISTRATOR SCHOOLS BASIC ADULT FOR EXTENDED PREVENTION & Mindie Richter SUPERVISOR EDUCATION PROGRAM INSTRUCTIONAL INTERVENTION Kathe Harbour (OWL) TITLE I MANAGER SERVICES /SUMMER Constance Mahoney SUPPORT STAFF Armando Feliciano Adam Tarquini SCHOOL/NIGHT Kathy McCarthy SCHOOL BASED AT ADULT ED ( CENTER) Jason Hynek ADMINISTRATIVE SUPPORT STAFF TITLE I ASSISTANT ADMINISTRATIVE Kim Galaska Angela Negron ASSISTANT Marie Santos Katie Day GED E XAMINERS: Carmen DeJesus Amelia Ramos Office of Federal Programs Staff FEDERAL PROGRAMS ANALYST Megan O’Connor

4. Federal Programs Office 2011-2012 Federal Funding

5. FallAmendment • Fall amendment deadline is Wednesday, November 16th • Level 4 schools can also amend their Level 4 SIG Grant during the site visit • FY2011-2012 Title I funds expire August 31st, 2012 • Level 4 SIG funds expire on August 31st, 2012 • Please note there are no Title I ARRA funds in FY2012

6. Site Visits During site visits, the Federal Programs staff will address the individual needs of your school. Various items covered during a visit can include the following: • Provide guidance on the use of Title I and Level 4 SIG Funds (if applicable) • Project personnel/fringe benefit costs for remainder of year • Forecast tutor, Retiree Callbacks and workshop payroll costs • Implementation of summer programs • Complete required budget and amendment forms • Address outstanding procurement concerns • Provide guidance on how to process Workshop/Supplemental payrolls

7. Site Visits (cont.) • All sessions will be approximately 45 minutes • Additional dates will be added if necessary • Amendments will not be processed outside of these dates therefore, please plan accordingly • If you would like to schedule a visit, please contact Ms. Katie Day at ext. 7120 or via email at dayk@sps.springfield.ma.us Please note: The use of Title I funds must be aligned with your Springfield Improvement Framework (SIF) and your School Improvement Plan (SIP).

8. Available Dates for Site Visits • Monday, October 31st • Tuesday, November 1st • Wednesday, November 2nd • Thursday, November 3rd

9. Open Purchase Order (P.O.) Reports The Federal Programs Office will continue to send out open purchase order reports monthly for Title I (50112) and Level 4 SIG accounts (LV412). Purpose of reviewing your Open PO Report • If a vendor has finished invoicing and there is an open amount on the purchase order, you are able to liquidate the balance and the funds will be returned to your current year budget • Reviewing the open Purchase Order List each month will also help to determine if an order is missing for your school or if a vendor has not received the order • If purchase orders are left open, they will be closed and you will lose those materials/funds • Federal law states that the district must pay all outstanding debts within 60 days of the close of the grant

10. Please remember to plan ahead for your summer activities ! FY12 Requisition Deadlines Title I (50112) – April 20, 2012 Level 4 SIG (LV412) – April 20, 2012

11. MUNIS Account Codes Regular Title I Fund Code: 2501 Project Code: 50112 Level 4 SIG Fund Code: 2501 Project Code: LV412 ***Project Codes are case sensitive***

12. Time & Effort Reporting • For each Federally funded grant, a Time and Effort Reporting Form must be completed and signed by each employee working on the project, regardless of whether the employee is directly funded by the program or provides services as an “in-kind” match, and by the employee’s supervisor. Time and Effort Reporting Forms must be co-signed by a principal or supervisor having firsthand knowledge of the employee’s work related activities. If a form documents a school-based employee’s Time and Effort, it must be co-signed by the school principal. If a form documents a non-school based employee’s Time and Effort, it must be co-signed by the employee’s supervisor. All forms must be signed and submitted to the Business and Financial Services Office or the Office of Federal Programs by the 15th of each month for the previous month’s time. • In accordance with the Federal Government’s Office of Management and Budget (OMB) Circular A-87, Springfield Public Schools is required to document time and effort spent on Federally-funded activity. Federal regulation states that a district must establish standards for charging fair and appropriate employee compensation to federal grants through Semi-annual and Monthly reporting. This system is an “after-the-fact” process, under which the distribution of salaries is supported by these activity reports.The Monthly Time and Effort Reporting Form is for employees whose efforts are applied to more than one funding source, at least one of which is Federally-funded. The Semi-annual Time and Effort Reporting Form is for employees whose efforts are applied 100% to a single Federal fund activity.

13. Springfield Public Schools Springfield Public Schools Semi - Annual Time and Effort Reporting Form Monthly Time and Effort Reporting Form For employees who are funded from only one Federal funding source For employees who are funded partially by Federal funds To comply with the requirement for Time and Effort Reporting under Federal Law, contained within To comply with the requirement for Time and Effort Reporting under Federal Law, contained within the Office of Management and Budget (OMB) Circular A - 87 dated 05/10/04. This form must be the Office of Management and Budget (OMB) Circular A - 87 dated 05/10/04. This form must be completed by all staff funded 100% by a single Federally funded program. completed by all staff funded partially by Federal funds. Employee Name: Employee Name: Job Title: Work Location: S06 - CLASSROOM GLENWOOD ELEMENTARY SCHOOL Job Title: Work Location: S06 - CPDT ILS BALLIET ELEMENTARY SCHOOL Report for month ended: September 2011 During the month shown above, my responsibilities were divided between the following program Report for the period ended: February 1, 2011 - August 31, 2011 activities, in the approximate percentages shown. For the period shown above, 100% of my time and effort was devoted to the federally funded activity named below: Federal Funded Activities: 50112 - TITLE I FY12 AT BALLIET ELEMENTARY SCHOOL 31% 50112 - TITLE I FY12 AT BALLIET ELEMENTARY SCHOOL 50% Federal Funded Activities: 51112 - TITLE 11, PART A 12 AT BALLIET ELEMENTARY SCHOOL 19% 501 12 - TITLE I FY12 AT GLENWOOD ELEMENTARY SCHOOL 100% Ot her Funded Activities: _____________________________________________________________ ____________ _____________________________________________________________ ____________ I certify that the information provided above is correct. (Employee Signature) Date I certify that the information provided above is correct. (Employee Signature) Date _______________ ______________________________________________ ____________ _____________________________________________________________ ____________ Principal / Supervisor Signature Date Principal / Supervisor Signature Date Please send the completed form to Ms. Katie Day in the Title I Office by October 15, 2011. Please send the completed form to Ms. Katie Day in the Title I Office by October 16, 2011 Form No. 101 January 24, 2008 Form No. 102 January 24, 2008 Time & Effort Reporting

14. Workshop PayrollAuthorization Code Request Form

15. Federal Programs Contact Information • Dr. Denise L. Pagán-Vega – Chief of Federal Programs Phone: (413) 787-6769 Fax: (413) 886-5495 pagan-vegad@sps.springfield.ma.us • Ms. Mindie Richter – Title I Senior Administrator Phone: (413) 750-2733 Fax: (413) 886-5495 richterm@sps.springfield.ma.us • Mr. Adam Tarquini – Title I Manager Phone: (413) 750-2688 Fax: (413) 886-5495 tarquinia@sps.springfield.ma.us • Ms. Megan O’Connor – Federal Programs Analyst Phone: (413) 787-7026 Fax: (413) 886-5495 oconnorm@sps.springfield.ma.us • Ms. Katie Day – Title I Administrative Assistant Phone: (413) 750-7120 Fax: (413) 886-5495 dayk@sps.springfield.ma.us