Title I Technical Assistance Training

1. Title I Technical Assistance Training Federal and State Programs

2. Welcome Introductions Materials and Handouts Title I Contacts (Yellow folder) • Department of Federal and State Programs Contact List • Title I Allowable Expenses • Title I Food Purchase Audit Compliance Checklist • Title I Travel Audit Compliance Checklist • Title I Field Trip Audit Compliance Checklist • Title I Tutorial Guidelines • FY13 Audit Checklist by Folder • FY13 Audit Checklist by Month • Title I Faculty presentation verification • Title I Contact Handbook

3. Goal of Title I To help ensure that all children have the opportunity to obtain a high-quality education and reach proficiency on challenging state academic standards and assessments

4. Benefits of Title I • Additional funding to supplement the existing curriculum • Parent involvement • Highly effective staff • Staff development

5. Title I Eligibility • Based on number of students who qualify for free or reduced priced meals, ages 5-17 • Percentages posted on School Food Services website http://www.palmbeachschools.org/sfs/reports/Title1.pdf • “Date Certain” (FY14 - December 21, 2012) • Schools ranked by percentage • Academic Leadership Team sets Title I cutoff • FY13 eligibility set at 49.5%

6. Schoolwide Programs • All Palm Beach County Title I schools are schoolwide programs • Serve all students in the school, but requirespecial focus for lowest achieving students • All staff, resources, and classes are part of the overall schoolwide program

7. Responsibilities of Title I Schools • Adhere to Federal and State Requirements • Document Federal and State compliances • Manage Title I budget in accordance with SIP/SWP • Close the Achievement Gap Recommendation Create a Title I school team consisting of key personnel

8. Support Services • Host Title I Chats – first Wednesday of the month • Visit schools monthly – Sept, Oct, Nov, Jan, Feb, Mar, May • Provide budget information and compliance updates • Collaborate with Area Directors • Meet with key school personnel in small groups with similar needs in virtual meetings • Monitor SIP/SWP to ensure alignment of Title I budget(s) • Approve budgets, budget transfers, and requisitions • Visit school activities for compliance (e.g. Annual Meeting, Tutorial, Kindergarten Round Up, etc.)

9. FY13 Budgets Step 1 – School submits Title I Planning Tool in May for approval

10. FY13 Budgets Step 2 – Budget is uploaded into PeopleSoft in June

11. FY13 Budgets Step 3 – School documents budget in SIP/SWP

12. FY13 Budgets Step 4 – Once the plan is approved by Title I, all changes to the budget must be approved by SAC and revised in the SIP template Recommendation Print approved SIP Final Budget to review when submitting budget transfers and requisitions

13. Title I Funds • Title I (Part A Basic) – all schools • Fund 4201 closes June 30, 2013 • School Improvement Grant (SIG) – select schools • Fund 4215 • Sanction (Corrective Action) – select schools • Fund 4214

14. Functions Functions How will the money be used? What is the function? Title I supports seven types of functions: • Function 5150 – Instructional • Function 6152 – Family Involvement • Function 6402 – Staff Development • Function 6202 – Media Center • Function 6501 – Technology Instruction • Function 7802 – Student Transportation for Tutorial • Function 7803 – Student Transportation for Field Trips

15. Minimum Requirementsa.k.a Set Asides • All Title I schools must expend their Parent Involvement • allocation in Function 6152 • All schools should utilize a portion (10%) of their Title I • allocation(s) on professional development activities • that address the needs of students who are not • demonstrating mastery

16. FY13 Title I Allowable Expenditures • Supplemental salary positions • Classroom/resource teachers • HQ paraprofessionals • Community Language Facilitator • Tutorial programs - beyond regular day • Extra periods for secondary teachers • Subs for release time to attend PD • Part-time for collaborative work • Technology • Computers/Printers • iPads • Document cameras • SMART boards • Projectors • Software (i.e. Reading Plus) • Online instructional websites • Zip drives • Supplemental supplies • Classroom libraries • Learning centers • Readers/Writers Workshop materials • Calculators/math manipulatives • Headphones/microphones • Lab consumable materials • Laminating film • Paper for classroom use • Ink for classroom use • Parent resource center • Food for parent trainings • Postage for parent mailings • Book study • Coach supplies • Training supplies • PD Webinars

17. FY13 Title I Unacceptable Expenditures • Secretary, office assistant, attendance clerk • School police officer, security guard, school police aide • Clinic aide, school nurse, clinic supplies • Custodian, custodial supplies • Cafeteria worker, cafeteria supplies • Administrative personnel and costs (i.e. grade books, office • computers, and toner) • ESE and ELL coordinators, ESE forms and tests • Behavioral Intervention Assistant (BIA) • Incentives and rewards • Marketing items such as brochures, banners, and flags • Memberships for professional organizations • Field trips for entertainment • Food items (unless purchased for parenttrainings)

18. Reminders • Title I funds allocated for a specific fiscal year • must be utilized during that fiscal year or the • funds are returned to the District • In order to maximize the benefit of services, • materials, and programs, it is recommended • that purchases be made by December 21, 2012

19. Criteria for Food Purchases for Title I Family Involvement Trainings • Training must be tied to curriculum such as enhancing literacy or math and teaching parents strategies they can use to assist their children at home • Not part of the School Advisory Council, PTA, • or other committee meetings • Reasonable in cost and type of food

20. Criteria for Food Purchases for Title I Family Involvement Trainings • Expenditures must be identified in the school’s • Family Involvement Policy/Plan and the • SIP/SWP as a means of encouraging or • expanding family involvement • Absolutely no food expenditures will be allowed • for faculty or student events • Contact your Title I Specialist to get • clarification before incurring expenses

21. Title I Food Purchase Audit Compliance Checklist

22. Travel • Conferences/workshops must be documented in your SIP/SWP • Out-of-County travel must be approved by Area Superintendent (account 533600) • Out-of-State travel must be approved by CAO (account 533620) • No charges should be incurred prior to approval

23. Title I Travel Audit Compliance Checklist

24. Field Trips • All field trips must relate to the needs outlined in the SIP/SWP • All field trips must have a direct tie to the core content areas of reading, writing, mathematics, or science • Title I field trips may not be used as incentives or rewards • Field trip costs should be reasonable • Resort or vacation areas (water parks, amusement parks, etc.) are not allowable as the issue of being “academic” in nature comes into play • Title I funds cannot cover expenses for parents or chaperones

25. Title I Field Trip Audit Compliance Checklist

26. Property and Equipment • All unit items costing $250.00 through $999.99 must be labeled as Title I • A running list of these items must be maintained throughout the year (Template on NCLB website) • All items costing $1,000.00 or more must be labeled with a white or red Property Records Tag • An accurate inventory of your equipment is essential

27. New Procedure for FY13 Property and Equipment • During site visits, specialists will verify that items priced at $250 or more have been labeled and added to the school’s Title I Inventory List • The location of the items should be indicated on the Title I Inventory List and updated if items have been relocated • List should be updated on a regular basis and available for specialists during visit

28. Highly Qualified Staff • All teachers of core content areas are to be highly qualified in the area for which they are hired • All paraprofessionals providing instructional support must be highly qualified (i.e. those who assist with classroom management, provide instructional assistance in a computer lab or media center, or provide instructional support services) • Staff who are NOT highly qualified cannot work in a tutorial program, with the exception of the lead tutor

29. Tutorial Guidelines • Tutorial payments are entered on temporary job screens • Teacher rate is $20.44 an hour • Non-instructional staff earn their regular hourly rate • Contact budget analyst for a bucket position (provide funding strip, job code, effective date, and headcount) • Submit a Request for Position Template to your Specialist prior to completing a Job Action Request • ONLY highly qualified teachers will be placed in tutoring positions • Teachers may ONLY be paid for 15 minutes of planning time for every hour of tutoring

30. Tutorial Guidelines • Tutorial documentation should be ordered by teacher sign-in/out, student attendance, and lesson plans and submitted weekly for approval • Payroll should not be entered in PeopleSoft until appropriate documentation is signed off by the tutorial administrator or lead teacher • One-on-one tutoring is not allowed • A minimum of 5 students should be in a tutoring session • If no students are in attendance, tutors may be paid up to 15 minutes wait time • Tutors MAY NOT be paid for the entire scheduled tutorial session without students present

31. Tutorial Tools • Individual Time Sheet • Individual Time Sheet with Make-up Hours • Student Attendance Sign-in • School Sign-In Time Sheet • Title I Tutorial Budget Planner • Track Hours for Tutorial Program • Title I Tutorial Monitoring Checklist

32. Family Involvement – Fall Requirements • Email to all Title I Principals and Contacts will be sent mid-August • Supporting documentation available on website • Distribution of LEA/District Parent Involvement Policy (PIP) Summary • Parent Involvement Plan (PIP) • School-Parent Compact • Title I Annual Meeting

33. Parent Trainings • Hold at least three parent trainings a year • Trainings are to cover core content areas: reading, math, writing, and science • Document with invitations, agendas, sign-in sheets, and parent evaluation of trainings • Resources in handbook and on website

34. Staff Training • Required to hold at least one staff training before February • Trainings to cover strategies for teachers to improve relationships with parents • Document with agenda, sign-in sheets, and follow-up • Resources on website

35. Schoolwide Plan (SIP/SWP) • The School Improvement Plan is the document that serves as the Title I Schoolwide Plan • The plan should reflect all actions or strategies the school intends to implement during the year • Every Title I school must have a Family Involvement Policy/Plan that includes action steps from the SIP/SWP

36. Schoolwide Plan (SIP/SWP) All Title I schools must have a Schoolwide Plan that: • Documents how Title I funds will be used to meet the needs of the lowest performing students • Documents professional development that will be provided for teachers • Provides a needs assessment that justifies strategies being implemented • Shows evidence of the Ten Components

37. Components Required of all Title I schools

38. Changes to the Title I Budget • The SIP/SWP is critical in all funding decisions • As noted in the regulations, all funds and services must support the school’s schoolwide plan(Sec 200.27 Development of a Schoolwide Program Plan)

39. Changes to the Title I Budget Title I will not approve budget transfers, P card expenditures and/or requisitions associated with item(s), program(s), and/or personnel that are not outlined in the SIP/SWP Steps to change budget • Plan ahead • Seek approval from SAC and revise template • Email your Specialist when revisions have been completed

40. Rationale for Audit Compliance • Mandated by law • Creating a Schoolwide Plan with strategies that will increase student achievement with an emphasis on the lowest performing students • Detailing the use of Title I funds in the Schoolwide Plan so an auditor can track how federal funds are used to increase student achievement • Being able to successfully complete an auditor’s interview by explaining compliance

41. Example of State Compliance Compliance Item KIA-6: The Local Educational Agency (LEA) shall ensure that each participating school, in conjunction with the parents of participating students, has jointly developed a school-parent compact that: describes the school's responsibility to provide high quality curriculum and instruction in a supportive and effective learning environment; addresses the importance of ongoing communication between teachers and parents; and describes the ways in which each parent will be responsible for supporting their child's learning. Section 1118(d), P.L.107-110 School Level Review Question(s) • Who was involved in the development of the compacts? • When and how were these compacts developed and/or revised? • How are the compacts used?

42. Another Example Compliance Item JIA-3: The Local Educational Agency (LEA) shall ensure that each school identified as in need of improvement has reserved not less than 10 percent of its total allocation under this part for high quality, ongoing professional development. Section 1116(b)(3)(A)(iii), P.L.107-110; 34 CFR, Part 200, Section 200.41(c)(5) School Level Review Question(s) • What types of professional development activities have been provided with Title I, Part A? • How does the school decide the amount to spend on professional development activities funded with Title I, Part A?

43. Pre-K Other Support Programs Property & Equipment Parent TA Supplement PD Communication PD Checklists Tutorial Parents’ Right Highly Qualified Instructional Support Fiduciary Allocation Audit Assurance Family and Community Involvement Areas of Compliance Organization of Documentation Assessment School Improvement Accountability

44. Instructional Support Highly Qualified(Y1) • Attestation • List of Non-Highly Qualified Staff (Teachers and Paraprofessionals) • Parent notification letters • Paraprofessional Schedules Tutorial Services (Y2) • Teacher sign-in/out sheets • Student generated sign-in sheets • Lesson plans

45. Instructional Support On-Site PD (Y3) • LTM agendas, minutes, sign-ins • Full day PD agendas, sign-ins, follow-up • Coaches’ schedules • Staff PD for Family Involvement Off-Site PD (Y4) • Travel documentation (including checklist)

46. Instructional Support Technical Assistance (Y5) • Site Logs • Title I Chat agendas with notes Instructional Programs (Y6) • List of students enrolled in special programs Pre-K Transition (Y7) • Kindergarten Round-up documentation

47. Fiduciary Allocation(G1) • Copy of Final SIP Budget Supplement – Not Supplant(G2) • Copy of operating budget overview Property and Equipment(G3) • Property Control Record • Title I Inventory List of items costing $250+

48. Accountability School Improvement (R1) • SAC agendas, minutes, and sign-in sheets • SIP and Title I review • Peer Review of SIP/SWP • SIP/SWP Mid-Year Review • Documentation of 6402 expenditures Assessment (R2) • SPAR • Student assessments • FCAT scores

49. Family and Community Involvement Parents’ Right to Know (B1) • Evidence of FY12 Title I Survey Review • Parents’ Right to Know letters • Annual Meeting • Development and distribution of School Compact • Development and distribution of PIP • FY13 Title I Surveys

50. Family and Community Involvement Communication with Parents (B2) Parent Training and Food Expenses (B3) • Minimum of 3 trainings: reading, math, writing, and science • Document food expenses – use checklist Other Support (B4) • Volunteer names with hours • Business Partners