April Michigan State Board of Education Meeting

April Michigan State Board of Education Meeting

Office of Educational Supports Spring Workshop 2019 1 Overview MEGS+ Updates Common Required Modifications in Applications Fiscal Updates and Common Findings Foster Care Update Section 41 Reminders 2 Obligation Date In order to receive a July 1st obligation date, Local Educational Agencies (LEAs) must submit the Title I School Selection (TISS) Application and the Consolidated Application in substantially-approvable form on or before July 1st.

For LEAs that submit their TISS Application and Consolidated Applications after July 1st, the obligation date for available funding sources will be the date of submission in MEGS+. 3 Substantially Approvable Form District Improvement Plan (DIP) or Single Building District Improvement Plan (SBDIP) has been submitted Development based on a comprehensive needs assessment Clearly defined goals, objectives, strategies, and activities All programs/services expected to be funded, including Summer 2020, have been included Program Evaluation Tool (PET) has been submitted for the district and each school Title I School Selection has been completed and submitted All the components of the Consolidated Application have been completed The LEA has applied for 100% of the posted allocations 4

Allocations Timeline Initial Title I, Part A Subgrant and Title IV, Part A Ineligibility Status March 2019 Estimated Allocations April 2019 Final Allocations September 2019 New and Expanding Public School Academy (PSA) Adjustments February 2020 5 April Michigan State Board of Educatio Meeting Title I School Selection (TISS) Updates 2019 Spring Workshop - General Session 6

Screen 2/Screen 7: Data on Schools in the District Drop down menu to choose either the fall or spring count date Fall count will be displayed for reference districts will need to adjust as needed actual data should be similar Option to use direct certification data is removed 7 Screen 2/Screen 7: Data on Schools in the District If you choose to use your spring count date, please follow these rules: Include all students in a graded program K-12 on the count date (do not include pre-school) Exclude shared-time students (non-public or home-schooled students taking only elective classes from the public school) To avoid double counting, if a student is assigned to multiple buildings, use the school the student is assigned to for accountability

purposes Low income data includes students that qualify for either free or reduced lunch prices or have been identified through another approved method 8 April Michigan State Board of Education Meeting Consolidated Application Updates 02/08/2020 2019 Spring Workshop - General Session 9 Consolidated Application Updates Continued Supplement not Supplant Methodology NOT required for upload this year

Budget detail must include required information and be concise 300 character limit in budget detail A total of all administrative costs will be calculated and included on the Budget Summary Screen for each program 10 Description of Equitable Access Screen Removed: Questions stating Are there barriers Three areas for LEA to describe the steps they take to overcome the barriers faced by students, staff, and parents/families 11

ng La g ua e A nc ta is ss e o Pr

am gr en re Sc LAP should ONLY reflect services to English Learner (EL) Students supported with General Funds Office of Civil Rights requirement 12 Participation of Private Schools Removed: Documentation for Private Schools Screen Equitable Services Worksheet will be uploaded on the

Participation of Private Schools screen If a Memorandum of Understanding is necessary, upload under Additional Budget Detail Information Consultation documentation must still be uploaded in the GEMS Portal Private School letters: LEAs must keep copies. No upload required 13 Participation of Private Schools 14 Participation of Private Schools, cont. 15 Title IV, Part A

Title IV, Part A budget will be added to the Consolidated Application Administrative costs capped at 2% - includes indirect cost built in error check 16 Title IV, Part A LEAs with $30,000 or more budgeted for Title IV, Part A activities must allocate at least: (built in error check) 20% to Well-Rounded Educational Opportunities 20% to Safe and Healthy Students An amount to Technology-Effective Use of Technology/Professional Learning LEAs transferring funds into Title IV, Part A will need to manually ensure the above requirements are met if the $30,000 threshold is reached LEAs that transfer funds out of Title IV, Part A and the remaining funds fall below $30,000 do not need to meet this requirement 17

Title IV, Part A Technology Rule In order for districts to spend ANY Title IV, Part A funds on Technology Infrastructure, districts must first: Allocate funds in Technology - Effective Use of Technology/Professional Learning THEN: Districts may spend up to 15% of the amount they spent in Effective Use of Technology for Technology Infrastructure This is NOT 15% of the total Title IV, Part A allocation These purchases must be labeled as Technology Infrastructure in the primary use of funds drop down 18 Title IV, Part A Technology Rule Example The district Receives $10,000 in Title IV, Part A The district budgets $2000 in Well-Rounded Education and $1500 in Safe and Healthy Students Can this district spend $6500 in Title IV, Part A to purchase Chromebooks for their students to learn how to effectively use

technology during science labs? Why or why not? 19 Title IV, Part A Technology Rule Example A district receives $45,000 in Title IV, Part A The district budgets $2000 in Effective Use of Technology, and transfers $23,500 into Title II, Part A. What amount can this district budget for Technology Infrastructure if they choose? Does this district have to be sure to budget 20% in Well Rounded Education and 20% in Safe and Healthy Schools along with the amount in Effective Use of Technology? Why or why not? 20 April Michigan State Board of Education Meeting Common Modifications Required

02/08/2020 2019 Spring Workshop - General Session 21 Common Modifications Required TISS does not match the Consolidated Application School level budgets Equitable Services Worksheet Current allocation When budgets are updated or amended, Screens 5 and 6 in the TISS are not updated During Amendment time, the Final Expenditure Report (FER) does not align to the TISS in the Carryover Distribution section on Screen 5, Rows 2a-4b 22 Common Modifications

Required, cont. Description of Equitable Access lacks detail and specificity. The information asked for in the directions/Help Information screen is not included in the answers. An amended Equitable Services Calculation Worksheet is not uploaded at Amendment Time. When transferring funds to Title IA, School Level Budgets are not created. School level costs are placed in the district budget and district level costs are placed in the school budgets. 23 Common Modifications Required, cont. Incorrect Function Codes and/or Object Codes Budget detail amounts do not match the amount requested in the budget Supporting documents are not uploaded Memorandums of Understanding are not revised at amendment time Budget requests do not align with the DIP/SBDIP

Too little or too much information in the budget detail 24 Alignment of DIP/SBDIP to Budget Requests GOAL: All students at _______________ will become proficient on state math standards. OBJECTIVE: 5% increase of Economically Disadvantaged students will demonstrate a proficiency in the area of M-STEP equal or greater to the rate of their non-ED peers by June 2019. STRATEGY: Explicit, small group, supplemental instruction for students needing intervention. (A. Archer, 2011) ACTIVITY: Title I teacher will provide small group instruction to K-5 students in need of intervention based on needs of students. ACTIVITY: Math Recovery PD will be provided to staff to build explicit, small group, instructional capacity. 25 Consolidated Application Alignment 125 FC Title I Teacher YES 125 FC Title I ParaprofessionalMAYBE 125 FC Chromebooks NO

125 FC Supplies and Materials for Title I Teacher-Math Manipulatives for Small Group Instruction YES 221 FC Math Recovery Training for Title I Teacher YES 221 FC Statewide Math ConferenceMAYBE 283 FC Elementary Principal will attend MEMSPA NO 26 Consolidated Application Alignment, cont. 125 FC Title I Paraprofessional to assist Title I teacher with Small Group Instructional Support YES 125 FC Chromebooks for Title I Teacher to use with students during Small Group Instruction YES 221 FC Math State Conference-Focus of theme and breakouts on explicit math instructional strategies YES 27 Writing Approvable Budget Items Budget items often include too much or too little detail The following slides help to illustrate what is required to

include in the budget detail For the slides that follow, discuss whether the budget items would be approved or not approved and why or why not Is there enough detail to align to the DIP/SBDIP? Is the request reasonable, necessary, and allocable? Is there enough detail to meet fiscal requirements? 28 Budget Description Sample - Personnel Func. Description Code 125K-5 Teacher CA AP N PR T OV

E Purchased Supplies & Other FTE/ Salaries 1000 Benefits Services Capital 3000, Materials Outlay 6000 Expenses hrs. 2000 4000 5000 7000, 8000 Total .8/0 $65,000 $35,000

$100,000 3 Parapros working 3 hours 125 per day 0/3 $15,000 $10,000 $25,000 216Social Worker 0/0 02/08/2020 $55,000 2019 Spring Workshop - General Session

$55,000 29 Budget Description Sample - Personnel Func. Code Description AP P 1 HQ Title I Teacher (.9 FTE) to provide supplementary 125 instruction in all core subjects to identified students grades K5, balance of FTE in Private School Purchase Supplies d Capital Other

& FTE/hrs. Salaries 1000 Benefits 2000 Services Material Outlay Expense s 7000, 3000, 6000 s 5000 8000 4000 .9/0 $58,320 Total $31,590 $89,910 RO

V D E Extended Day - 2 HQ Teachers to provide supplementary 125 instruction in all core areas for identified k-4 students. 4 days/ 0/180 week, 1.25hrs/day, 18 weeks @ $25/hr. $4,500 $1,400 $5,900 3 Part-Time HQ Title I Paraprofessionals to provide instruction in all core subjects to identified 125 supplementary students grades K-5 as directed by a HQ teacher. Total Title I FTE = 1.5 balance of FTE as general fund duties.

1.5/0 $30,000 $25,800 $55,800 2 Title I Paraprofessionals providing reading interventions to students K-1 under supervision of HQ teacher (5 hours per day @ $16.00 per hour). Does not fully fund positions. The rest will be funded with Title II transfer and/or carryover at 125 amendment. 0/1800 .5 FTE HQ Title I Social Worker (K-6) at $50/hour to provide 216 supplemental social work services through outside agency see attached job description 0.5/0

02/08/2020 $ 20,000 $ 28,800 2019 Spring Workshop - General Session $ 48,800 $25,000 $25,000 30 Budget Description Sample Purchased Services and Supplies & Materials

Func. Code Description 225 20 Devices for Title I 125 Title I Supplies 125 Online Reading Program 02/08/2020 Salaries Benefits Purchased Services Supplies & Capital Outlay Other Expenses FTE/hrs. 1000 Materials 2000 3000, 4000 6000 7000, 8000 5000

CA AP N PR T OV E Total 0/0 $20,000 $20,000 0/0 $10,000 $10,000

0/0 $15,000 2019 Spring Workshop - General Session $15,000 31 Budget Description Samples Purchased Services and Supplies & Materials Func. Description Code AP P FTE/hrs.

RO V D E 5 Tablet Computers w/protective cases @ $200 each for use 225 by identified K-5 Title I students to provide supplemental practice in math 0/0 Math one annual site license for use by identified K-5 125 Touch students to provide supplemental practice in math 0/0 LLI Green System 1 Kit @ $2,650 plus $120 for 125 supplemental consumable materials (paper, pencils)for use

by Title I teachers to provide supplemental reading instruction to approximately 60 identified Title I students 0/0 02/08/2020 Salaries 1000 Purchase Supplies d Capital Other & Benefits 2000 Services Material Outlay Expense 3000, 6000 s 7000, s 5000 8000

4000 2019 Spring Workshop - General Session $1,000 $1,500 Total $1,000 $1,500 $2,770 $2,770 32

Budget Description Sample PD Func. Description Code 221Math training for staff CA AP N PR T OV E FTE/hrs. Salaries 1000 Benefits 2000

Purchased Supplies & Capital Services Materials Outlay 3000, 4000 5000 6000 Other Expenses 7000, 8000 Total 0/0 $5,000 $5,000

0/0 $15,000 $15,000 Science Conference for HS Science 221 Teacher in Lansing 0/0 $3,000 $3,000 221Presenter for ELA staff training 02/08/2020 2019 Spring Workshop - General Session

33 Budget Description Samples PD Func. Code Description AP P 1 Math Coach (.25 FTE) to train k-12 instructional staff how to use 221 manipulatives to teach math. (See attached job description) Balance of FTE is Title I Math Teacher. 10 teachers to work with Math Coach after school 1 hr/week outside of 221 contract hours for 10 weeks during the 2014-15 school year to learn how to use manipulatives to teach math. Stipends @ $25/hr FTE/hrs. Salaries 1000 .25/0

$16,250 Other Purchased Supplies & Capital Expenses Benefits 2000 Services Materials Outlay 7000, 3000, 4000 5000 6000 8000 $5,500 RO V D E 0/100 $2,500

Total $21,750 $775 $3,275 MSTA Conference in Ypsilanti, MI 3/8/14-3/9/14 for 3 teachers to learn how to use experimental inquiry strategies in the science classroom. 221 Registration $100/each, Meals $25/teacher/day x 2 days, 630 miles round trip @ $.555/mile x 1 vehicle, Lodging $100/teacher/night x 1 night. Contracted sub cost of $83/day/teacher x 2 days. 0/0 $1,598 $1,598

MSTA Conference in Ypsilanti, MI 3/8/14-3/9/14 for 3 teachers to learn how to use experimental inquiry strategies in the science classroom. 221 Registration $100/each, Meals $25/teacher/day x 2 days, 630 miles round trip @ $.555/mile x 1 vehicle, Lodging $100/teacher/night x 1 night. 0/0 $1,100 $1,100 Contract with E.T. Moly to provide 2 day PD (8/8-8/9/15) to train 221 approximately 50 teachers on how to facilitate explicit vocabulary instruction in the classroom. (see attached contract) 0/0 $15,000

$15,000 Contract presenter to provide 2 day PD (Spring 2015) to train 221 approximately 50 teachers on how to use pre-planning in lesson design. (see attached proposed contract) 0/0 $15,000 $15,000 02/08/2020 2019 Spring Workshop - General Session 34 April Michigan State Board of

Education Meeting Fiscal Updates and Internal Control Concerns 02/08/2020 2019 Spring Workshop - General Session 35 Business Office and Program Coordination Families Business Manager Title I Staff Educational Service Providers

Con App Community Principals Program Directors Teachers Superintendent 36 02/08/2020 2019 Spring Workshop - General Session Internal Control Concerns Cash Management

Cash draws must be supported by expenses/payments recorded in the general ledger Segregation of duties: Person requesting funds should not be the person receiving the funds. Even in a small office, it is necessary to document the oversight process. 3/26/2019 2019 Spring Workshop - General Session 37 Internal Control Concerns, cont. Allowability of Cost

Comply with Federal Laws-Reasonable, Necessary, and Allocable Comply with State Laws Time and Effort Documentation Approved in Consolidated Application Conflicts of Interest Reporting financial or other interest for awards, contracts, employment, etc. Family or Partners or Associates Relationship must be documented and approved according to LEA policy Highly recommended that staff not be supervised by family member or partner 02/08/2020 2019 Spring Workshop - General Session 38 Internal Control Concerns, cont. Procurement Approved in current year Consolidated Application

Signed invoice for approval/receipt of expensed items Within allowable dates in award acknowledgement letter Bid processes must be documented in advance Warning: Single sources are acceptable but difficult to justify 02/08/2020 2019 Spring Workshop - General Session 39 Internal Control Concerns, cont. Procurement, cont. Expenditure beginning and ending dates Expenditure to benefit the students in the No year end supply/equipment purchases program year Incentives

Must be educational in nature Must be used during the program year Gift cards are extremely difficult to ensure purchases align with these guidelines 02/08/2020 2019 Spring Workshop - General Session 40 Internal Control Concerns, cont. Travel Reimbursement Written district travel reimbursement policy of all employees Actual or Per Diem-IRS can ask for receipts Required Documentation Hotel receipts are required (even if per diem) Reservation confirmations are not sufficient (must have hotel invoice) 02/08/2020 2019 Spring Workshop - General Session

41 Internal Control Concerns, cont. Background Checks All employees, contractors, parent volunteers, and other volunteers having contact with students Warranty Purchases - NEW If purchased WITH devices and approved in the Consolidated Application, can be provided for multiple years. 02/08/2020 2019 Spring Workshop - General Session 42 Internal Control Concerns, cont. Time and Effort Must account for time and activity (activity logs, for example) Must have documentation showing how wages and benefits are split

between cost objectives Inventory No longer required to tag as to which program funded the purchase Inventory list must show date purchased, description, cost, location, serial number, vendor, funding source, use, condition, and disposition. 02/08/2020 2019 Spring Workshop - General Session 43 Internal Control Concerns, cont. LEAs cannot directly reimburse religious institutions LEAs can: Reimburse principal Reimburse employee Pay hotel directly Can pay seminar directly (if not strictly a religious conference)

02/08/2020 2019 Spring Workshop - General Session 44 Internal Control Concerns, cont. Documentation Auditors review expenditures from July 1 of the previous year through September 30 of the following year. (July, 2019September, 2019) Overages Hotels, conference, food, mileage, etc. will allow a 10% overage for each item Overages over 10% or change of PD must contact consultant for written approval 02/08/2020 2019 Spring Workshop - General Session 45

Internal Control Concerns, cont. Online Purchases Journal Entries Receipts are required and they must be signed to show receipt of goods Require original supporting documentation to justify journal entry and the expense 02/08/2020 2019 Spring Workshop - General Session 46

Internal Control Concerns, cont. Budgets and total expenditures should match or be less than the Consolidated Application The district budget should not be different than the Consolidated Application If the district budget is more could lead to a recapture for excessive expenditures and LEA would need to cover the excess using other funding sources If the district budget is less could result in not using all funds available (15% cap on carryover in Title I, Part A) Final Expenditure Reports should match the Title general ledgers by both amounts reported and function/object code. 02/08/2020 2019 Spring Workshop - General Session 47 Internal Control Concerns, cont. State Account Codes

Information requested (general ledgers, etc.) must provide the State account codes (function and object codes) and not account codes used in other accounting systems. Indirect Costs When completing the Final Expenditure Report, you are only allowed to claim indirect cost on what you have spent, not what you budgeted Indirect Costs can be taken on carryover from prior year 02/08/2020 2019 Spring Workshop - General Session 48 ESSA Foster Care Updates All LEAs must have a Foster Care Transportation Plan uploaded into the GEMS Portal (was due Oct 1, 2018). It is not necessary to change what has been uploaded unless contacted by MDE for corrections or the LEA makes changes to its policy/process. A SAMPLE Foster Care Transportation document is available for

LEAs to use on the MDE Foster Care webpage. A Foster Care Transportation Dispute Resolution process has been created and is available in GEMS. Access to the Dispute Resolution found on the Foster Care Screen at www.mi.gov/ofs. 49 Section 41 Reminders All evaluations are due in MEGS+ by July 15 Evaluate the progress of the stated goal in the program description Provide brief descriptions or a bulleted list of the summary, findings, and implications in the appropriate field in MEGS+ Please contact Kelly Alvarez with questions 50 Homeless Title I, Part A Set Aside Reminders Title I, Part A Homeless Set Aside amounts should be determined based on a needs assessment of the homeless

students in the district. The District Homeless Liaison should be directly involved in the determination of the amount and use of this set aside. LEAs are required to provide academic support to all of their homeless students who are not performing at grade level, and not just to the homeless students in non-Title I buildings. 51 Contact Information Regional Education Consultants (517-241-6970) Region 1 Consultant, Nate Beelen ([email protected]) Consultant, Al Thomas ([email protected]) Consultant, Dan Reardon([email protected]) Region 2 Consultant, Michele Cutcher ([email protected]) Consultant, Gayle Green ([email protected]) Consultant, Andrea Nessel ([email protected]) Consultant, Shelly Patton([email protected]) Region 3

Consultant, Terry Hutchins ([email protected]) Consultant, Michele Sandro ([email protected]) Consultant, Lynda Miller ([email protected]) 02/08/2020 2019 Spring Workshop - General Session 52 Contact Information, cont. Regional Education Consultants (517-241-6970) Region 4 Consultant, Katie Doerr Parker ([email protected]) Consultant, Margarita Frommert ([email protected]) Consultant, Rick Samulak ([email protected]) Consultant, Corinne Edwards ([email protected]) Region 5 Consultant, Henry Cade ([email protected]) Consultant, Linda Harrington ([email protected]) Consultant, Sadie Mahone ([email protected])

Consultant, Yvonne Mayfield ([email protected]) Consultant, Pat Meaux ([email protected]) Consultant, Zena Lowe ([email protected]) Foster Care Consultant, Kathleen Hoehne ([email protected]) 53 Contact Information, cont. Special Populations (517-241-6974) Title I, Part C , Migrant Manager, Michelle Williams ([email protected]) Title I, Part D, Neglected and Delinquent Consultant, Dawn Carmody ([email protected]) Title III , English Learner Consultant, Kelly Alvarez ([email protected]) 02/08/2020 2019 Spring Workshop - General Session

54 Contact Information, cont. Special Populations (517-241-6974) Homeless Consultant, Pam Kies-Lowe ([email protected]) Section 31a Consultant, Stephanie Holmes-Webster ([email protected]) Consultant, Dawn Carmody ([email protected]) Section 35a (517-241-7073) Early Literacy Grant Coordinator, Kellie Flaminio ([email protected]) 02/08/2020 2019 Spring Workshop - General Session 55

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