Welcome

1. Welcome 2015 DFP Fall Regional Workshop

2. PA Department of Education Division of Federal Programs 333 Market St. 7th Floor Division of Federal Programs Harrisburg, PA 17126 Tel : (717) 783-2193 Fax : (717) 787-8634 www.education.state.pa.us Then follow these links to find our page: • Teachers and Administrators • More… • Federal Programs

3. Fall Regional Workshop Agenda • DFP Structure • Uniform Grants Guidance • DFP Updates • DFP General Info • Fiscal and Reporting Requirements • Comparability • Monitoring

4. DFP Structure • Five Teams – Entire State – • Members on each team include: • Two Regional Coordinators • Program and Fiscal Questions • One Administrative Technician • eGrants • Final Expenditure Reports • Budget Revisions • One Administrative Support Person • General Questions • One point of contact for each school district • If questions, call Regional Coordinator first.

5. Division of Federal Programs Contacts

6. Division Administration Division Chief Susan McCrone (717) 783-9161 smccrone@pa.gov Clerical/Admin Support Alison Mosher (717) 783-9161 Federal Funds Manager Kelly Gallatin (717) 783-3403 kgallatin@pa.gov

7. Team # 1 Regional Coordinator Erin Derr (IU 2, 26) (717) 787-7815 jder@pa.gov Education Administration Associate Kelly Iorfida (IU 2, 26) (717) 783-6543 kiorfida@pa.gov Administrative Support Karen Trissler (IU 2, 26) (717) 787-7278 ktrissler@pa.gov

8. Team # 2 Regional Coordinator/ Supervisor Norma Hull (IU 1, 8, 16) (717) 783-7790 nhull@pa.gov Regional Coordinator Erin Oberdorf (IU 3, 11, 24) (717) 783-1330 eoberdorf@pa.gov Administrative Technician Phil Cooper (IU 1, 3, 8, 11, 16, 24) (717) 783-6907 phcooper@pa.gov Administrative Support Lennette Wilson (IU 1, 3, 8, 11, 16, 24) (717) 787-7372 lwilson@pa.gov

9. Team # 3 Regional Coordinator/ Supervisor Donald McCrone (IU 10, 17, 18, 19) (717) 783-6902 dmccrone@pa.gov Regional Coordinator Tucker McKissick (IU 4, 7, 27, 28) (717)783-3381 tmckissick@pa.gov Education Administration Associate Ken Krawchuck (IU 4, 7, 10, 17, 18, 27, 28) (717)787-7135 kkrawchuck@pa.gov Administrative Technician Tracy Rapisarda (IU 4, 7, 10, 17, 18, 27, 28) (717) 787-7117trapisarda@pa.gov Administrative Support vacant

10. Team # 4 Regional Coordinator/ Supervisor Cindy Rhoads (IU 22, 23, 25) (717) 783-9167 crhoads@pa.gov Regional Coordinator Jesse Fry (IU 12, 13, 15) (717) 783-6829 jefry@pa.gov Administrative Technician Barbara Kuhn (IU 12, 13, 15, 22, 23, 25) (717) 783-6901 bkuhn@pa.gov Administrative Support Angela McGeehan (IU 12, 13, 15, 22, 23, 25) (717) 783-6908 or amcgeehan@pa.gov

11. Team # 5 Regional Coordinator/ Supervisor Maria Garcia (IU 14, 20, 21, 29) (717) 783-6904 mariagarci@pa.gov Regional Coordinator Maria Garcia (IU 5, 6, 9) (717) 783-6904 mariagarci@pa.gov Administrative Technician Reba Kansiewicz (IU 5, 6, 9, 14, 20, 21, 29) (717) 783-6903 or rkansiewic@pa.gov Administrative Support Sheri Graves (IU 5, 6, 9, 14, 20, 21, 29) (717) 787-8631 or shegraves@pa.gov

12. Uniform Grants Guidance

13. UGG Overview • Updated federal grants guidance • Effective December 26, 2014 • ALL federal grants • Purpose: Eliminate fraud, waste and abuse of federal funds • Shifts from compliance to performance • Annual performance reports will be required in September 2016 for all federal grants. • Based on performance goals listed in 2015-16 application.

14. UGG Requirements • Emphasis on LEA policies and procedures • Conflict of Interest • Allowability of Costs • Cash Management • Travel Reimbursement • Procurement (2 year grace period for implementation) • MUST be in place for 2015-16 Single Audit • Will result in a finding if not available • Federal Programs Monitoring • Will result in a “Not Met” and Corrective Action Plan will need to be developed.

15. UGG Requirements • PDE must conduct a Subgrantee Risk Assessment prior to awarding funds • Factors to determine risk will include: • Timely submission of required documents • Consolidated Application • Fiscal and Program Reports • Returning prior year funds • Suspension of payments for any reason • Prior year monitoring/audit findings • Districts determined to be “high risk” may have more restrictions on how grant funds can be spent (prior approval from PDE on expenditures, reimbursement rather than monthly payments, etc.)

16. UGG Changes • Allowable Costs: • Reasonable dependent care costs (children/parents) are reimbursable costs for travel • Entertainment costs may be approved, with prior written PDE approval, if such costs include a programmatic component supported by the intent of the grant program • Documentation: • Attendance at conferences must be supported by documentation that supports the conference is appropriate and related to the federal grant. • Subgrantee Monitoring: • LEA must monitor all contracts involving federal funds, including nonpublic programs/services and procurement contracts.

17. UGG Changes • Subrecipient/subcontractor monitoring is now the responsibility of the pass through agency. (i.e., nonpublic programs, contracts) • Increased emphasis on ensuring that federal funds are being spent in a manner to affect performance goals. • Will require increased collaboration between business office and program staff.

18. What stays the same? • Time/Effort Documentation (unless further clarified by USDE) • All other allowable costs • Individual grant requirements

19. UGG Tools/Resources • Templates • USDE Toolkit

20. UGG Implementation • Policy/Procedure Documents • Conflict of Interest – Now • Allowability of Costs – Now • Travel Reimbursement – Now • Cash Management – Now • Procurement – Update Existing Policies -Now • Implementation – 2016-17* *Recent updates allow an optional grace period of up to two years from December 2014 for implementation of the revised procurement standards at the discretion of the SEA. Waiting for the official determination from PDE on the length of the grace period, if any.

21. Division of Federal Programs Updates

22. ESEA Flexibility Waiver Updates • 1 year renewal of PA’s ESEA Waiver approved by USDE on September 8, 2015. • 3 year fixed Focus/Priority list. New list run in 2017-18 using 2016-17 data. • Schools need to meet all AMOs related to the Focus/Priority designation in years 2 and 3 to exit status (2015-16 and 2016-17). • Full waiver can be found at http://www2.ed.gov/policy/elsec/guid/esea-flexibility/index.html

23. ISP/PAFPC Conference • Improving School Performance – Sheraton Station Square, Pittsburgh • February 7th -10th • If interested in presenting the Call for Session Proposals can be found on the PAFPC website at: www.pafpc.org/. • PDE pays for 2 presenters per team. • Conference Strands and Targets: The proposed strands/targets for the 2016 Title I ISP Conference will be organized around the general requirements of ESEA with respect to: • Reading, mathematics and science achievement • Teacher effectiveness & evaluation • Parent involvement • School reform & improvement • Successful secondary school initiatives • PA Federal Programs Conference – Seven Springs Resort, Champion, PA (May 1st – 4th ) 23 23

24. Reward Schools Grant • New 2015-16 competition • Two kinds of grants: • Innovation – the reward school identifies best practices for high achievement • Collaboration – reward school works with a focus school to meet the AMO they did not achieve. • Stay tuned for more information

25. Rural Education Achievement Program (REAP) • Rural Low Income Schools (RLIS) • Grant coordinated by DFP • 2013-14: 41 LEAs eligible for $1,610,798 • 2014-15: 40 LEAs eligible for $1,392,841 • 2015-16: 42 LEAs eligible for $1,420,419 • Small Rural Schools Achievement (SRSA) • USDE Administered • 2015-16: 30 LEAs eligible for $441,115

26. School Intervention Grant 2014/2015 Title I Priority/Focus Schools

27. Priority/Focus Schools Updates • 1003 (a) Title I set aside funding for 2014/15 • Formula funding for SI - $18,726,564 • 85 LEAs receiving School Intervention Grant • Parent Notification • Template from DFP • Priority/Focus designations remain additional year • Priority Schools reviewed annually • Lowest 5% • Focus schools reviewed biannually • Lowest 10% not including Priority Schools

28. School Intervention Grant Use of Funds • Support strategies/interventions described in the School Level Plan (Comp Plan AND addendum or DFP School Improvement Template) • Interventions funded in combination with Title I: 20% set aside in Reservation of Funds (Consolidated Application) • 10% Professional Development no longer required • Federal funds are supplemental, reasonable and necessary

29. Title I 20% Set Aside Carryover/Rollover of Unspent funds • Remain in Building • Redistributed • Documentation of Interventions that addressed the needs in the building • No additional funds required to meet these needs • No Rollover Form needed from DFP

30. New in 2015-16 • Please note that if you do not use eSignature PDE’s Legal Office requires an updated signature page whenever an application is resubmitted. • For Funding Adjustments this will not apply.

31. Sub-Approval Letters • DFP no longer mails a hard copy of the sub-approval letter • LEAs can now print them from Consolidated Application in eGrants: • Consolidated Application main page • Reporting • Final Reporting *See next slide

32. Printing Approval Letters Click on Reporting

33. Printing Approval Letters cont. Click on “Final Reporting” • Approval Letters contain LEA’s project “Start Dates” • - Date LEA may begin obligating project funds

34. DFP General Info

35. Title IA Targeted vs. Schoolwide Targeted: • School identifies students and provides them with supplemental education services • Title I dollars must benefit identified students ONLY Schoolwide: • Coordinate federal, state and local resources and services to upgrade the entire educational program in the school • Ensure all children meet core standards, especially those most at risk • Building requirements: 40% poverty based on Free/Reduced Lunch • 30% - 39% may request a waiver • Priority and Focus schools regardless of poverty • Approved Schoolwide Plan

36. Title IIA • Funding may be used for: • High quality, scientifically-based Professional Development • Class Size Reduction • Requirements: • Annual Professional Development Needs Assessment • Include parents

37. Title III • Funding for Limited English Proficient (LEP), including immigrant students, to develop English proficiency and meet core standards • LEAs with allocations of less than $10,000 for LEP can enter in a consortium with other LEAs for delivery of services • LEAs required to enter LEP data in PIMS • Funding for Non-publics determined by LEP data

38. Amendments/Funding Adjustments • Final Allocations from USDE • changes in state allocation amounts from USDE • original/preliminary allocations are ESTIMATES • Adjustments for Charter School (CS) Students • impact of updated info on CSs & cyber schools • opening or expanding CS in your LEA • or increased enrollment in existing ones • New Programs added to Consolidated Application (Amendment)

39. Funding Adjustments/Amendments • Typically occurs in February each year • Regional Coordinators in DFP notify LEAs after final allocations have been loaded into eGrants system • LEAs should adjust amended project budgets & resubmit via eGrants ASAP • LEAs will not need to upload a new Nonpublic Sign-off form • LEAs will not need to upload FFATTA form

40. EdNA • We rely on EdNA for current information • We ask that you notify us if there is a building change (name change or address change) or personnel change as soon as possible. • Changes should be sent to ra-edna-admin@pa.gov • Some things can be updated by your portal EdNA updater • Principal • Address • School Web Address • Phone Number

41. EdNA and eGrants • Administrator information on EdNA may be changed at any time throughout the year: • changes must include the board notes that appoint the new Superintendent/CEO/Executive Director. • Federal Programs cannot process any applications on eGrants without the Authorized Representative’s name matching EdNA (unless there is prior approval from our Legal office)

42. Non-public School Info • Timely and Meaningful Consultations • Occur throughout the school year • Document consultations! (required in NP narrative) • Emails • Phone Calls • Meeting Dates • Agendas Link to the Non-Public Toolkit: http://www2.ed.gov/programs/titleiparta/ps/titleitoolkit.pdf

43. Community Eligibility Provision • The Community Eligibility Provision (CEP) is being promoted via the Division of Food and Nutrition. • CEP is an optional program and only certain buildings within a LEA may be eligible. • 2014-2015 is the first year of the program.

44. Community Eligibility Provision • Inquiries related to the specifics of the CEP program should be directed to the Division of Food and Nutrition • RA-NSLP@pa.gov • 1-800-331-0129 • http://www.education.state.pa.us/portal/server.pt/community/FNS/7483/p/1726506

45. Community Eligibility Provision • Buildings within a LEA and private schools can become eligible for a 4-year time period. • The incentive: free breakfast and lunch to all students in a participating building. • Individual buildings, or groups of buildings within a LEA, can become eligible by meeting a Direct Certification Level of 40%.

46. Community Eligibility Provision • Direct Certification data comes from student lists that are not subject to verification. This includes those directly certified through SNAP and TANF. • Eliminates the need to send out participation forms as is done for the traditional Free and Reduced headcount.

47. Community Eligibility Provision • Title I is impacted because Free and Reduced Lunch data is the most commonly utilized low-income data source. • Free and Reduced Lunch count is used to rank buildings according to poverty level within the Title I application. • There are several options when endeavoring to make Direct Certification/CEP data look like Free and Reduced data.

48. Community Eligibility Provision • USDE suggests applying a multiplier of 1.6 against DC/CEP data to make it similar to what would typically be collected via the traditional Free and Reduced survey procedure. • This becomes of particular importance when a LEA has some buildings participating in CEP and others that are not. For Title I ranking purposes all low-income data must be uniform in nature.

49. Community Eligibility Provision • The 1.6 multiplier is also the current rate used by the Division of Food and Nutrition to make buildings and building groupings eligible. Subsidy maximization is also derived using this multiplier. • USDE derived this number based upon a statistical study that accounted for the fact that Direct Certification/CEP data would be inherently lower than Free and Reduced Lunch count. This gap occurs since surveys will no longer be sent.

50. Community Eligibility Provision • This adjusted data will be used for the first time during the 2015-16 application process. • For information regarding how to apply the 1.6 multiplier, please contact Jesse Fry at jefry@pa.gov and/or 717-783-6829.