Preparing for FY16 as a Title I State Charter School 13 th Annual Title Programs Conference

1. Preparing for FY16 as a Title I State Charter School 13th Annual Title Programs Conference June 17-18, 2015 Atlanta Airport Marriott Gateway 2020 Convention Center Concourse, Atlanta, GA 30337

2. SCHOOL IMPROVEMENT & DISTRICT EFFECTIVENESS

3. Presenter Randy Phillips, Ed. D. Georgia Department of Education School Improvement – Federal Programs Title I Education Program Specialist rphillips@doe.k12.ga.us (770) 334-8390

5. Charter School Waivers Charter schools and systems are subject to all provisions outlined in O.C.G.A. 20-2-2065(b). In particular, charter schools may not waive state laws or State Board of Education rules pertaining to health and safety, funding formulas, or accountability provisions. In addition, charter schools may not waive any aspect of Federal law. This includes the Elementary and Secondary Education Act of 1965 (including Title I, Part A), the Individuals with Disabilities Education Act (IDEA), and all applicable civil rights legislation.

6. Newly Opened or Significant Growth/Expansion A charter school that is newly opening or significantly expanding its enrollment must provide, in writing to the State educational agency (SEA) or local educational agency (LEA), by April 1 of the preceding year the charter school plans to open or significantly expand. If the charter school does not provide this timely notice, the SEA or LEA is relieved of most of its obligation to provide the federal funds within the five month period.

7. Significant Growth/Expansion In order for a charter school in the State of Georgia to meet qualifications for status as a significantly expanding school, a charter school must meet at least one of the following: Projected enrollment growth must exceed 33-percent of the previous year’s October FTE-1 enrollment. Expansion of more than one grade level as outlined in a predetermined program growth design in the charter school approved charter or a newly approved charter school amendment.

8. Significant Growth/Expansion Charter Schools that meet the qualifications for significant expansion will receive an adjusted Title I allocation after the enrollment report of the October FTE-1 and the Free or Reduced Priced Meal reports of the new fiscal year have been successfully verified.

9. The Role of Educational Management Organizations The charter school’s governing board has the decision making authority, NOT the educational management organization (EMO). EMO representatives cannot sit on the governing board of a charter school, as this presents a conflict of interest.

10. The Role of Educational Management Organizations EMO’s do not approve your plans or budgets! You contract for the services of an EMO – Not visa-versa! EMO intervention could violate your charter!

11. What Can I Do Now? To Have a Successful FY16 Title I Program

12. TITLE I IMPLEMENTATION CALENDAR Title I Budget Wksp Complete Self-Evaluation Attend Regional Title I Mtg. Attend GCEL Annual Title Programs Conf. Prepare Monitoring Folders (If Applicable) Attend Monitoring Training (If Applicable) Schedule TA for Monitoring (If Applicable) Final LEA CLIP, SWP, PI Policy, & Compact Review Meetings FY17 LEA CLIP Review FY16 LEA CLIP Review Submit CLIP SWP Intent Application School Level Planning Mtgs Periodic Cert #1 Periodic Cert #2 Conduct/Complete Homeless Surveys Title I Annual Mtg. w/ Parents Conduct Annual Inventory Check Conduct Parent Involvement Meetings/Surveys (Workshops, PI Policy Revisions, etc.) Collect and Analyze Student Achievement Data Assess HiQ status of staff/ Obtain Principal Assurance / Notify Parents Submit FY15 Completion Report Submit Expansion Letter (if Applicable) Review Title I Spending To Date Submit Title I Budget Title I Budget Compilation Submit Final Budget Amendment Submit Budget Amendment

13. Cross-Functional Monitoring Schedule

14. Monitoring Prep • Collecting and filing dated documents • Nothing is too small to file • Remember “No Agenda . . . No Sign-In . . . No Meeting” • Written Procedures for everything is needed • LEA Procedure Manual • If you must explain to someone how to do it . . . A written procedure is required! • Develop a learning community . . . We all agree to share! • Continual contact with finance officer a must

15. Eligible Attendance Area Spreadsheet • Found on the Program Information Tab of the Consolidated Application • In most cases, all information needed is based on October 2014 data • All data regardless of source must be from same October • You may not use Spring numbers for one count and Fall numbers for the other

16. Eligible Attendance Area Spreadsheet • Existing Charters • Enrollment figures - https://app3.doe.k12.ga.us/ows-bin/owa/fte_pack_enrollgrade.entry_form • FRM (Poverty) numbers - https://app3.doe.k12.ga.us/ows-bin/owa/fte_pack_frl001_public.entry_form • New or Expanding Charters • All numbers will be based on projections • Projections will be adjusted after the October 2015 FTE • Virtual or other Charters without Lunch Program • Enrollment from October 2014 FTE • Poverty numbers based on Direct Certified numbers

17. Comprehensive LEA Improvement Plan Aka The CLIP

18. CLIP Tips Descriptor #1 • Please focus on analysis of the academic needs of your students in the core subject areas • You must include actual performance data especially in the academic areas to be served • If not in your CLIP, it cannot be in your budget! Descriptors #5, #9, & #21 • Specifically describe how Title I funds will be used Descriptor #12 • If Targeted Assistance Program, address multiple selection criteria to be used. All criteria must be educationally related

19. CLIP Tips Descriptor #13 • Describe your Title I Program • SWP or TA • What instructional methods will be implemented? Descriptor #15 • Specify how ALL parents are invited and involved in the review, revision, and approval process for ALL Title I documents and procedures • What methods will be used to involve all parents? • How will you build capacity with parents?

20. CLIP Tips Descriptors #16 & #17 • Simply state – “Our school has not been identified as a Priority, Focus, or Title I Alert School thus no interventions are required. If or when the school is identified as such the District will implement all required plans as described in Georgia’s ESEA Waiver.” Descriptor #23 • Address how ALL parents have the opportunity to review and revise the CLIP • What methods are being implemented to assure all parents have access to this process?

21. Parental Involvement

22. Parental Involvement • ALL Parents must be involved in the review/revision of ALL Title I plans • CLIP • SWP/TA Plan • School-Parent Compact • Parent Involvement Policy (Only one for District/School) • Creation of Parental Involvement Activities • Required 1% Set-Aside in Budget (if over $500,000 allocation) • Distribution Methods need to also be developed • Most documents must be distributed by October!

23. Parental Involvement • School- Parent Compacts • Must include feedback from students, parents, teachers, and all other stakeholders • Data presented must be directly related to academic school improvement initiatives • Utilize the compact throughout the school year as a tool for parental involvement and increasing student achievement • Annual Title I Meeting • Meeting must be advertised – Keep documentation • If on the same days as another meeting, hold Title I portion at a different time

24. Parental Involvement • Charter School parents must be notified that their school is a Title I school – newsletter, webpage, handbook, etc. • Parent Meetings • Make sure you have detailed agendas, sign-in sheets for every parent meeting • Big Issue – Food with Title I Funds • Light snacks ONLY at Parental Involvement meetings • NO MEALS ALLOWED • Remember light snacks for parent activities only. No light snacks of any kind for staff meetings, professional development or testing

25. Targeted Assistance (TA) Programs • Written procedures for identifying eligible students in each content area • Must use multiple educationally related criteria • List of eligible students in rank order by separate content areas (one list for math – one for reading) • List of students served by content area • Carefully consider number of content areas served in correlation with Title I allocation

26. Targeted Assistance (TA) Programs • List of scheduling models • Should minimize removal of children from regular classroom during school day • Must not replace state required “seat” time • These facts make TA very difficult at the high school level • Copy of teachers’ schedule • Copy of class rosters for students receiving Title I services

27. New Schoolwide Programs • While operating as a TA Program for the first year • Application For SWP Intent Due August 15th • Documentation for planning of new SWP • Name of technical assistance provider • Copies of dated minutes, timelines, agendas from planning meetings • Copy of SWP plan due April 15th

28. Budget Reminders

29. Charter School Budget Workshop July 20, 2015 9 AM – 2 PM West Tower of GaDOE 10th Floor – Room A

30. Availability of Title I Funds 27 Months of Availability 15 Months 12 Months State and Local Fiscal Year Grantees May Carry Over Funds Until This Time Funds Become Available To LEAs End of Initial Period of Availability Completion Report Submitted to GaDOE

31. Program Basics • The amount of federal funds used in a Title I School program must be supplemental to the amount of state and local funds the school receives Title I Funds General State and Local Funds

32. Supplement vs. Supplant All federal fund expenditures or activities must be above and beyond (supplement) what is required by state or local regulation. Ask yourself . . . Would I have to do this if federal funds were not available? If the answer is yes . . . Then using federal funds would be considered supplanting.

33. Title I Program Basics Budget Process • Chart of Accounts (Function & Object Codes) • 1000 – Instructional (Students) • 2210 – Staff Development (Teachers) • 2230 – Central Office Administration • 2900 – Support Services (Parents) • 2700 – Student Travel (Field Trips – Be Cautious!!!) • Title I is in actuality a reimbursement program • Personal reimbursement is NOT an option! • Instructional program must be evident through budget • Learn/Know your LEA’s financial internal controls

34. Title I Program Basics Budget Process • Title I director must pre-approve all Title I purchases with signature and date. • Signature and date must pre-date the purchase • Electronic signature is acceptable (with appropriate audit trail/documentation) • All Title I purchases must be directly supporting the school’s needs assessment

35. Class-Size Reduction • Class-Size Reduction Teachers • Only possible in SWP Title I Schools • Federal funds can only be used to reduce class-size for classes that contain students funded with regular FTE weight. (i.e. no gifted-based, special education-based) • A class-size reduction worksheet must be completed and attached to the Con App • Narrative justifying need for class-size reduction and describing strategies to be employed

38. Class-Size Reduction • Class-Size Reduction Teachers • Class size reduction must be supported in the school’s schoolwide plan/needs assessment • Questions to be asked by Title I Director: • Is reducing class size based on comprehensive needs assessment? • What is the identified problem academic area? • Is this effort only to reduce number of papers a teacher must grade or to implement an actual academic strategy?

39. Inventory Monitoring

40. Entry of Information into Inventory Records • Inventory Records should include: @[2 C.F.R. Part 200.313(d)(1)] • Description • Serial Number/Identification Number • Funding Source and Percentage of Source • Vendor • Acquisition Date and Unit Cost • Location • Use (Student Instruction, Professional Development, Parent Involvement, etc.) • Condition • Disposition (including sale price, if applicable)

41. Physical Inventory • Physical Inventory shall be taken and results reconciled at least once every two years. • States may require standards above and beyond federal law – thus Georgia requires annual inventory checks • Purpose of physical inventory is to verify • the existence of equipment. • current utilization of equipment – is equipment being used for intended purpose. • the continued need of equipment. • the condition of the equipment.

42. It’s sometimes dependent on which direction you look at things!

43. Questions

44. Title I, Part A Program Specialists’ Contact Information

45. Title I, Part A Program Specialists’ Contact Information

46. Presenter Randy Phillips, Ed. D. Georgia Department of Education School Improvement – Federal Programs Title I Education Program Specialist rphillips@doe.k12.ga.us (770) 334-8390

47. Preparing for FY16 as a Title I State Charter School 13th Annual Title Programs Conference June 17-18, 2015 Atlanta Airport Marriott Gateway 2020 Convention Center Concourse, Atlanta, GA 30337