2013 SPRING UPDATES FOR FEDERAL PROGRAMS

Course #2396.11986May 23, 20139:00 – 3:30

Presenter: Jean Ashton

Agenda• 2012-13

• Foster Care Liaison• LEA Validations• Title I, A 20% Reallocation • NCLB Maintenance of Effort• Highly Qualified Reminders• Rural Low Income Reallocation• Due Dates for Compliance Reports and Applications• Gun-Free Schools Report• Consolidated Compliance Report• State Compensatory Ed

• 2013-14 • SIP and School Choice letters for 2013-14• Substitute Time and Effort Reporting for 2013-14• Changes to Capital Outlay for 2013-14• Title I, A Waiver• Sequestration and Hold-Harmless• 2013-14 Consolidated Application• Using Internet Explorer 10 with eGrants

• Title III, A – ESL/Bilingual• Title I, C - Migrant

Foster Care Liaison• On August 25, 2011, the U.S.D.E. and the U.S. Department of

Health and Human Services issued a joint letter to all Chief State School Officers and State Child Welfare Directors informing them of provisions in the federal law that require local education agencies and child welfare agencies to coordinate to ensure that children in foster care maintain "education stability.”

• The TEA has required each school district to appoint a school district foster care liaison pursuant to the Texas Education Code (TEC) 33.904. If you have not yet notified TEA of the name of your foster care liaison, please submit the name of your district’s appointment to fostercareliaison@tea.state.tx.us.

• Sec. 33.904.  LIAISON FOR CERTAIN CHILDREN IN CONSERVATORSHIP OF STATE.  Each school district shall appoint at least one employee to act as a liaison officer to facilitate the enrollment in or transfer to a public school of a child in the district who is in the conservatorship of the state.

Laws/Guidance for Foster Care Students

• Texas Education Code• TEC § 25.002(g) – Immediate School Enrollment • • TEC § 25.002(a-1) – Timely Records Transfer

• TEC § 25.007 – Transition Assistance - developing systems to ease transition of a student in foster care during the first two weeks of enrollment at a new school; • TEC § 25.001(g) – Students grades 9-12 are entitled to finish high school where they were enrolled at the time of placement

TEC and Foster Care (continued)

• TEC § 29.081(d)(11) – Accelerated Instruction (at-risk indicators & compensatory education)

• TEC § 29.153(b)(6) – Free eligibility for Pre-K

• TEC § 33.904 – Designated district liaison(s)

• TEC § 54.366 – Free college tuition & fee waiver (including dual credit or other course where high school students may earn college credit)

State Law and Foster Care

• Section 25.007 of the Texas Education Code requires TEA to assist the transition from one school to another of students in foster care by:

• ensuring that school records for a student in foster care are transferred to the student's new school not later than the 14th day after the date the student begins enrollment at the school;

• developing systems to ease transition of a student in foster care during the first two weeks of enrollment at a new school;

• developing procedures for awarding credit for course work, including electives, completed by a student in foster care while enrolled at another school;

• promoting practices that facilitate access by a student in foster care to extracurricular programs, summer programs, credit transfer services, electronic courses provided under the Texas Virtual School Network, and after-school tutoring programs at nominal or no cost;

State Law and Foster Care continued

• establishing procedures to lessen the adverse impact of the movement of a student in foster care to a new school;

• entering into a memorandum of understanding with DFPS regarding the exchange of information as appropriate to facilitate the transition of students in foster care from one school to another;

• encouraging school districts and open-enrollment charter schools to provide services for a student in foster care in transition when applying for admission to post-secondary study and when seeking sources of funding for postsecondary study requiring school districts, campuses, and open-enrollment charter schools to accept a referral for special education services made for a student in foster care by a school previously attended by the student; and

• providing other assistance as identified by TEA.

2012-13 Title I, Part A Validations LEAs to be Reviewed in 2013-14

• LEA Parental Involvement Policies 2012-13• Several meetings should be involved in the process• Documentation of the processes that precede the

writing or updating of the current PI Policy• Documentation to verify the meetings• Sign-in sheets must designate positions

• 10 Components of Schoolwide Title I, A in CIP 2012-13• Private Non Profit Third Party Contracts 2011-12 • Title I, D Written Agreement 2012-13

School-Parent Compacts likely to be validated in2013-14

School-Parent Compact Checklist

School-Parent Compact Checklist

School-Parent Compact Checklist

School-Parent Compact Checklist

School-Parent Compact Checklist

School-Parent Compact Checklist

Title I, A School Improvement Program (SIP) Reallocation

• Any remaining SIP reservation in the Title I, A grant that is not requested to be Reallocated by June 1 will have to go into the 2013-14 SY. This carryover will be added to the 2013-14 required 20% reservation for School Improvement. Carryover cannot be used for any other purpose.

• August 1, 2013 deadline to request Reallocation from any other fund source.

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FISCAL REQUIREMENTS• THREE FISCAL REQUIREMENTS FOR EXPENDITURE OF STATE & LOCAL FUNDS:

• MAINTAIN STATE AND LOCAL EFFORT

• COMPARABLE SERVICES PROVIDED IN AREAS NOT RECEIVING TITLE I, PART A SERVICES

• USE TITLE I, PART A FUNDS TO SUPPLEMENT, NOT SUPPLANT

NCLB Maintenance of Effort• 8 Districts in Regions 9 notified by TEA

• General fund expenditures were examined

• Budget cuts in staffing was the most common element causing identification

• EduJobs caused identification as well as building improvements

• Closing a campus could cause a finding

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Maintenance of Effort (MOE)• 90% Rule for MOE is based upon state and local expenditures

from the preceding fiscal year: the Combined Fiscal Effort per Student

Orthe Aggregate Expenditures of the LEA for the preceding

year

• If the LEA meets either of the above criteria, then the current year entitlement is received in full.

• If the LEA does not meet criteria, then a reduction in the Title I, A entitlement is in the exact proportion by which the LEA fails to meet the 90% requirement for MOE.

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Tests for MOE1. Compare Total Operating Expenditures for state

and local funds by function to:1. Refined ADA or2. Enrollment as of PEIMS Snapshot or3. Membership (total for year)

2. Determine the per pupil expenditure (PPE) by dividing the total expenditures by any of the above amounts.

3. Compare the PPE from prior year to current year.

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Documentation for MOE• The LEA is responsible for documenting compliance of MOE for the district’s independent auditor.• TEA monitors compliance of LEAs with respect to MOE by using data on actual expenditures as reported though PEIMS.• If an LEA fails to maintain fiscal effort, TEA is required to reduce the amount of the LEAs allocation of Title I, Part A funds in the exact proportion the LEA failed to met MOE.

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MOE Waiver 1. None available through the state2. Secretary of Education may waive the MOE

requirement if it is determined that a waiver would be equitable due to:

• exceptional or uncontrollable circumstances (natural disaster)

or• A precipitous decline in the financial resources of the LEA.

Highly Qualified

• Reminders

Only need to update current information IF there is a changeCTE teacher must be HQ if going to give credit toward graduationHOUSE is still an option for Elementary if the teacher has experience prior to 2008-09HQ Webinar in the fall4-8 Generalist is good K – 8, but Math 4-8 is only good for that subject and those grade levels

Title VI, B, Rural Low Income 2012-2013 Reallocation  • The deadline for amending to receive reallocation amounts for the 2012-2013 Title

VI, Part B Rural and Low-Income School Program is 5:00 p.m. June 3, 2013. 

• Reallocation amounts can be found on the Division of Grants Administration Federal Entitlements web page.

 • Grantees must start an amendment in eGrants to budget for their reallocation

amount.  Once the amendment has been initiated, any 2011-2012 carryover will appear in the Actual Carryover line and will also be available to budget.

 • For detailed information about the process of budgeting and amending reallocation

amounts, refer to the To the Administrator Addressed letter posted to the TEA Correspondence page on January 7, 2013.

 

Compliance Report due date is August 1, 2013

• Must be uploaded in NCLB Reports

Due Dates

• 2012-13 NCLB Consolidated Application Final Amendment June 3

NCLB Compliance Aug 1 • Gun-Free Schools June 28• Private Non Profit May 31• Highly Qualified EOY Report June 17• Rural Low Income Aug 1

• 2013-14 NCLB Consolidated App opens June 6• Submission due July 1

PR6000 Gun-Free Schools District Report• Change in wording may impact report

• “Were any students found to have brought a firearm to school?

Include student even if expulsion was shortened or no penalty was imposed.”

• Past reports asked only for incidents if expulsion occurred.

• If “yes” then campus report must also be submitted.

2012-13 Compliance Report• Compliance Cycle begins with Application and its approval. Should be amended according to what actually happens on campuses.

• Compliance Report should reflect the application, but that does not always happen because the report is based on what actually occurred. Report reflects program as implemented.

• Data Integrity is important so double check figures before submitting.

Compliance Report continued• Program Implementation Questions – Yes, No, NA -

easy on the surface but underlying response is complex.

• Use Guide to Answering Program Implementation Questions in Compliance Reports for 2012-13, available at http://www.tea.state.tx.us/index4.aspx?id=4758&menu_id=2147483742

• Yes - needs proper documentation and more than one person able to verify

• NA - if debating an NA, call and get clarification from ESC or TEA

• NAs are reviewed by TEA and district will be contacted by the agency

Compliance Report continued• Desk Review includes 1)Crosscheck of the Application and Compliance reports, 2)External Databases like PNP, NGS for Migrant, etc., and 3)Program Implementation questions.• Corrective Action• No = Missed and becomes an Initial Compliance Review• NA = Reviewed and can become an ICR• Yes = Random Validation Pool, like School-Parent

Compacts

• 1 miss (ICR) is a freebie, 2 or more = Initial Compliance Analysis (ICA)completed and submitted

Compliance Report continued• Corrective Action could include:• Initial Compliance Analysis (ICA)• Focused Data Analysis (FDA)• Continuous Improvement Plans (IP)• Site Visits

• Random Validation• Random selection of LEAs• Notification from TEA• Documentation Submitted and Reviewed• Findings and ESC Technical Assistance• Follow-up Review Next Year

ResourcesPrintable copies of the 2012-2013• NCLB Consolidated Compliance Reports, • Gun Free School Report, • Rural and Low Income Schools Report, and the• Program Implementation Guide are available at http://www.tea.state.tx.us/index4.aspx?id=4758&menu_id=2147483742. 

2013-14 SIP Compliance Reports• SIP District Compliance Reports • Due August 1, 2013. • This report is found on the Regular Title I, A Application.

• SIP Campus Compliance Reports• Due mid to late October, 2013.• This report is found on the Title I, A SIP Application

State Comp Ed Evaluation for 2012-13

• Only required for LEAs receiving $500,000 or more of SCE funds

• Due date for uploading DIP, CIP and SCE Evaluation is 150 days after Last PEIMS submission date, Saturday, July 13, 2013.

• 48% for Indirect Costs• 52% for Direct Costs

SIP School Choice Letter for 2013-14

• LEAs should not send any parent notification for School Choice until TEA has provided the form letter.

• LEAs are to wait until a letter from TEA is sent to the district regarding School Improvement status and the requirements.

Substitute System of Federal Time-and-Effort Reporting for 2013–2014

• For the 2013-14 school year, the final deadline for submitting the required management certification form is Friday, September 6, 2013.

• The 2013–2014 management certification will be applicable beginning July 1, 2013, for the 2013–2014 school year. The management certification form for 2013–2014 is available on the Substitute System page of the TEA website.

Substitute System of Federal Time-and-Effort Reporting • The substitute system is available for employees supported by multiple cost objectives whose schedule is predetermined and who does not work on multiple activities at the exact same time.

• LEAs that do not submit the management certification form by Friday, Sept. 6, 2013 will not be eligible to implement the substitute system for school year 2013–2014. No extensions will be granted.

• This is an annual application.

Substitute System of Federal Time-and-Effort Reporting • TEA has developed a form that employees may use to document and certify to their schedules semiannually. LEAs must either use this form for all employees participating in the substitute system or develop a form of their own that all employees must use. • LEAs that choose to create their own form should be sure to include all elements of the TEA form, which was developed to meet auditor requirements. The employee schedule and certification is maintained in the local business office and is not submitted to TEA.

Substitute System of Federal Time-and-Effort Reporting • See the Substitute System page of TEA website for details regarding the substitute system, including the following:• Link to the September 7, 2012, USDE letter originally

describing substitute system requirements • USDE-required management certification form (to be

submitted annually by the LEA to TEA, by the specified deadline)

• TEA-developed employee schedule and certification (to be completed semiannually by the employee and maintained in the local business office)

• PowerPoint presentation used in the TETNs presented when the substitute system was implemented

• An FAQ

Capital Outlay Guidance for 2013-14 and beyond

• Effective for grants for the 2013–2014 school year, grantees will no longer be required to budget purchases of items that make up a “complete set” in class/object code 6600 when the cost of the set equals or exceeds the grantee’s capitalization threshold or $5,000, whichever is less.

• Instead, grantees will budget the purchase of those items individually in the appropriate class/object code and will not consider the net invoice price of the “complete set.”

Capital Outlay• In 2009, the Office of Inspector General (OIG) determined that grantees require prior approval from the state to purchase individual items used as a “complete set,” when the total cost exceeded the grantee’s capitalization threshold or $5,000, whichever is less. • In school year 2010–2011, TEA incorporated this OIG determination into its instructions to grantees for budgeting grant funds. • In late 2012, USDE reversed the 2009 OIG determination• Therefore grants for 2009-10 through 2012-2013 still have the “complete set” determination requirement.

Title I, A Waiver Application for Carryover Limitation• Requested Waiver to ESEA Section 1127• Section 1127(a) of the Elementary and Secondary Education Act of 1965 (ESEA) prohibits

LEAs from carrying over more than 15% of their Title I, Part A, allocations into the next fiscalyear. Section 1127(b) permits the state educational agency to waive the 15% carryoverlimitation once every three years if the agency determines that the LEA’s request is reasonableand necessary.

Title I, A Waiver Application for Carryover Limitation

• TEA is requesting this waiver to permit an LEA to carryover SY 2012–2013 Title I, Part A funds in excess of the statutory 15% carryover limitation, even if the LEA has been granted permission to exceed the carryover limitation in either of the prior two school years.

• TEA believes that the waiver will provide the ability to grant an LEA the flexibility it needs to spend its SY 2012–2013 Title I, Part A funds more thoughtfully over the remainder of SY 2012-2013 and in SY 2013–2014.

Title I, A Waiver Application for Carryover Limitation

• If granted, this waiver would apply only to those LEAs that received permission from TEA in school year 2011–2012 or 2012–2013 to carry over more than 15% of their Title I, Part A allocation and that are interested in carrying over more than 15% of their 2012–2013 allocation.

• If this waiver is granted, Texas would have the flexibility to grant these LEAs permission to carryover an amount greater than 15% of their Title I, Part A allocation in school year 2013–2014.

Title I, A Waiver Application for Carryover Limitation• In fall 2013, after actual carryover amounts are calculated, staff from TEA’s Division of Grants Administration will contact LEAs that are eligible to carry over more than 15% of their Title I, Part A allocations. LEAs are required to use the statutory provision in Section 1127(b) for exceeding the 15% carryover limitation before applying for any additional flexibility permitted under any waiver granted by USDE.

• For further information regarding the statutory limitation on Title I, Part A carryover amounts, contact the Division of Grants Administration at grants@tea.state.tx.us.

Sequestration and Hold-Harmless

• As a general rule, LEAs will receive 5.2% less than 2012-13 Maximum Entitlement for the 2013-14 Planning Amounts due to Sequestration

• 5.2% applies to Title I, A; Title II, A; Title III, A; Title I, C; and Title I, D, subpart 2

• However, the variable Hold-Harmless provision in Title I, A may increase or decrease the LEA’s allocation and have a greater impact on planning amounts than Sequestration.

Hold-Harmless• USDE is required to allocate Title I, Part A funds using a variable Hold-Harmless based on the % of the LEA’s formula children ages 5-17.

• A district’s allocation is based upon: • 95% of the prior year entitlement if the LEA has a

population of 30% or greater of formula children;• 90% of the prior year entitlement if the LEA has a

population of 15% - 30% of formula children; and • 85% of the prior year entitlement if 15% or less are

formula children.

2013-14 Planning Amounts

• Due to the statutory variable (three tiered) hold-harmless provision and other calculations, LEAs will not be able to see the 5.2% impact of sequestration evenly across LEA allocations.

• Many factors (including eligibility, the hold-harmless percentage, sequestration reduction, and school improvement reduction hold harmless provisions) determine an LEA’s total allocation.

2013-14 Planning Amounts• Some LEAs may see 5, 10, or 15% reductions from last year’s allocation solely by the hold-harmless provisions—this is the statutory formula, not an impact of sequestration, and these formula changes would have occurred even if sequestration did not occur.

• Likewise, since many LEAs are brought up to their hold-harmless amounts, other LEAs will see a sequestration/hold-harmless impact greater than the 5.2%.

Hold-Harmless Impact on LEAs

Criteria Hold-Harmless Percentage

Estimate of LEAs Meeting Criteria

LEA has more than 30% formula children

95% of Maximum Entitlement from prior year guaranteed

378

LEA has 15-30% formula children

90% of Maximum Entitlement from prior year guaranteed

648

LEA has less than 15% formula children

85% of Maximum Entitlement from prior year guaranteed

199

2013-14 Consolidated Application• Application will open June 6• Will get planning amounts soon after June 6, but they will be revised about a month later.• Must conduct Comprehensive Needs Assessment prior to completion of the grant application - including Program Evaluations (TI,A; TII,A; T III,A; Parent, Teacher, Student Surveys; Parental Involvement Policy)• New on SC5000 for Campus Allocation – PPA added• Will have to know Campus Allocations for calculation of PPA

Using Internet Explorer 10.0 with eGrants

• Grantees using Internet Explorer (IE) 10 to access eGrants may find that system functionality is limited or unavailable. TEA staff is currently upgrading the eGrants system to make it accessible from IE 10. • Until that upgrade is complete, grantees can access the “Compatibility View” function to use IE 10 with eGrants.

Using Internet Explorer 10.0 with eGrants

Using Internet Explorer 10.0 with eGrants

Using Internet Explorer 10.0 with eGrants

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Things to Think About

TITLE III END OF YEAR

Angelina ChapaBilingual/ESL Education Specialist

Region 9 ESC May 23, 2013

Topics• Annual Measurable Achievement Objectives(AMAOs)• End of Year LPAC• Bilingual/ESL Program Evaluations

AMAOsTitle III Accountability System

• Annual English Language Proficiency Assessment: TELPAS

• Required Interventions follow a status of ‘Not Met’

• LEA must meet all 3 Annual Measurable Achievement Objectives(AMAOs)

AMAO 1: Progress AMAO 2: AttainmentAMAO 3: LEP AYP

AMAO 1: Progress & AMAO 2: attainment

Listening Speaking

Reading Writing

1.Beginning 2.Intermediate 3.Advanced 4.Advanced High

Proficiency Levels

Language Domains

For AMAOs 1 and 2, calculations are based on TELPAS Composite Ratings.

AMAO 3: LEP AYP

AMAO 3 status is assigned based on LEA’s district-level AYP status for the LEP student group.

Interventions for LEA’s with ‘not Met’ Status

• Parental Notification

Year 1

• Parental Notification

• CIP

Year 2

• Parental Notification

• Revised CIP

Year 3

Year 4

• Parental Notification

• Interventions per TEA

Possible status notations: • Met• Not Met• Not Assigned

Deadlines and guidance are provided by TEA for LEAs that require interventions.

End of year LPAC

• Review all identified LEP students • Reflect on overall progress• Plan for next year

Program Evaluation • Annual Program Evaluation• Report to School board• Campus Improvement Plan• District Improvement Plan• Does not need to be submitted to Region 9 ESC or TEA

Summer School• 10 students entering K and 1st grade• Administrators received a letter from TEA • Must document efforts to recruit

If a district has less than 10 LEP students attending summer school (K-1), that district does not have to provide a program for ELLs.

Summer Professional Development

• ESL Supplemental Test-prep: June 1 or June 28

•Moving Forward with the 7 Steps: June 10

• Administering the Online IPT: June 18

• Sheltered Instruction: June 19 and 21 • ESL Academy: June 24-28