Title II, Part A and Title IV, Part A • There are shared areas between Title II, Part A and Title IV, Part A if a school participates in both programs. Similarities will be pointed out during the presentation. • Supplement, not Supplant • Similar Plans • The needs assessment process • Reasonable, Allowable, Allocable, Necessary • The purchasing process
Questions Title IV, Part A Contacts Nicole Micheau, Executive Director Winifred Robinson, Specialist Jamiera Franklin, Administrative Specialist 904-390-2123 title4private@duvalschools.org Nicolle Tanner, State Ombudsman for Equitable Services Nicolle.Tanner@fldoe.org 850-245-9349
Annual IDEIA Consultation Meeting Parentally-Placed Private School Students March 2019
Consultation process Child Find process Determination of proportionate share of IDEIA federal funds How, where and by whom services will be Consultation provided Topics Procedures regarding disagreements
Discussions with not-for-profit private school representatives and representatives of parents of parentally- placed private school students prior to Timely and making decisions regarding services that Meaningful will be provided Consultation
Annual consultation meeting Opportunities for DCPS to consult with parents and schools regularly throughout the school year Individual or group meetings Telephone and face-to-face conferences Methods of Consultation Program website, emails, brochures or surveys
Students suspected of having a disability Referral Evaluation Eligibility determination Reevaluation The district is responsible for Child Find conducting reevaluations at least Activities once every three years To determine if student continues to be a student with a disability
IDEA Proportionate Share Formula Total IDEA Grant Allocation # of Eligible Total Proportionate = Parentally- Share for Parentally- X Placed Private Placed Private School Total # of Eligible Public School Students Students and Private Students • 2018-19 per student = $1,400 • 2019-2020 per student = $ 1,384* * estimated allocation
Based on information gathered during the 2017-2018 consultation meetings and needs survey the following services were provided during the 2018-2019 school year: Speech therapy Academic small group instruction focusing on student deficit areas in reading and/or math Supports Student specific instructional materials/ and Services equipment Various professional development opportunities for teachers and/or parents
Requires a Services Plan Services Plan describes only the specific special education and/or related services that the district will provide to the child Services may be provided directly by the district or by a contract with a third party A representative of the private school must attend the meeting to develop the services Direct Services plan Services plan must be developed, reviewed and revised at least annually
The proportionate share funds have been expended The student withdraws from the private Services will school be provided The parent no longer wants the student until……. to receive services The student is no longer a student with a disability
Materials & Professional Services Equipment Development Turn and Talk • How are you currently using IDEA proportionate share funds to meet the needs of your eligible students with IDEA disabilities? Proportionate • Which support or service provided by IDEA proportionate share funds is working best at your school? Share • Are there any changes you want to make for the 2019-20 school year?
The district must give private schools and representatives of parents of parentally placed private school students, a genuine opportunity to express views regarding provision of services After meaningful consultation, the school district makes final decision regarding services If the district disagrees with the views of the private school officials regarding services, the district will District Legal provide a written explanation as to the reasons why Private school representatives have the right to Requirements submit a complaint to Florida Department of Education
• Intent to Participate Form IDEA • Needs Assessment Survey Affirmation Form Complete and Return
Questions? Feedback?
Asset Management - Purchasing & Equipment Tagging Antonio Gimenez, Director 904-858-1501
Tagging Procedures for Assets (Private and Charter Schools) The inventory clerk goes out to the school with an Equipment Identification Record (EIR) packet. This includes the EIR, the Purchase Order (PO) receiving report and the Good’s Receipt (GR). The EIR list all the assets to be tagged as well as the GR recipient. The clerk will meet with the Title IV Coordinator to locate the equipment to be tagged. The clerk will record the serial number, building and room number, user’s name (when applicable) and any other viable and important information.
Tagging Procedures for Assets (Cont.) Next, the clerk will place the asset tag in a conspicuous place on the equipment and write the asset number on it as well; e.g., DCPS – 3001/3419 – 13430123456 TI or TITLE I. A copy of the completed EIR signed by the clerk will be left at the school with the bookkeeper. The clerk will have 3 opportunities to tag a piece of equipment at the school, documenting each attempt with whom was spoken to and the reason for not being able to tag it; e.g., cannot locate, still boxed, storage room locked, etc. After the 3 rd attempt, the EIR will be returned to the office where the asset will be coded as “cannot locate.” This asset, along with other district-issued assets, will be made visible and available to be inventoried once a fiscal year.
Inventory Procedures for Assets (Private and Charter Schools) The inventory clerk will call the school to make arrangements and schedule the annual asset inventory. Upon arrival at the school, the clerk will meet with the principal/principal’s designee and Title 1 Coordinator. The designee or the coordinator will walk with the clerk to show them the location of all DCPS issued assets. Upon completion of the inventory, the clerk will go over the inventory findings with the principal, complete/fill out the inventory packet and give to the principal to sign. Principal’s signature is only to acknowledge the completion of the inventory by the clerk.
Inventory Procedures for Assets (Cont.) Should there be any shortages the school has 10 days to locate the missing items and notify Asset Management of their current location. Please put all responses in the Response section of the report and fax to Asset Management at 858-1433. Unlocated assets will run it’s course of being unlocated for 2 years upon which it is then reported to the Board. For stolen assets, report them to the Jacksonville Sheriff’s Office (JSO). Provide JSO with the asset and serial numbers and fax a copy of the police report to 858-1433. The asset and serial number have to be in the report for Asset Management to process the report.
Duval County Public Schools Accounts Payable Department 2 nd Floor Monday – Friday: 7:00 AM to 5:00 PM Front Desk: (904) 390-2151
Accounts Payable Processes • P-Car Card P d Payments ayments • PO PO Paymen ayments ts • Dir Direct P ect Payments ayments • In In-County T County Trav ravel el • Out Out-Of Of-County County Trav ravel el • Field T Field Tri rips ps / / Bus V Bus Voucher ouchers
Methods Of Payments • Checks • ACH • E-Payables All ll Federal Federal Pr Prog ograms ar rams are e pa paid im id imme media diately tely, , no not Net 30 t Net 30
In-County Travel • DCPS DCPS forms forms comp complete leted a d at School t School on on gr gree een p n pap aper er • For Forms ms ret eturn urned ed to F to Fede edera ral l Pr Progr ogram ams • Pac ackag kage e must must incl include ude: • DCPS DCPS In In-Coun County ty Travel avel fo form Receipt Receipt fo for registr egistrat ation ion fe fee • Conf Confer erence ence Agenda Agenda fo for event event • Mileage 0.5 Mileage 0.58 8 cents cents per per mile mile • • Federal Federal Pr Progr ogram ams s rev eviews iews and and ap appr prov oves es • Must Must inclu include de Super Supervisor visor and and Projec oject Manager t Manager original original signatur signatures(n es(no o copies copies)
Out-Of-County Travel • Obtain Obtain ap appr prov oval al to to trave travel l and and ve veri rify y fun funds ds ar are i e in n pl plac ace e for ex for expen penses ses • DCPS DCPS Ou Out-Of Of-Cou County ty forms forms comp complete leted d at Sc at Scho hool ol on on gr gree een p n pap aper er • For Forms ms ret eturn urned ed to F to Fede edera ral l Pr Progr ogram ams • Federal Federal Pr Progr ogram am rev eviews iews and and ap appr prov oves es
Out-Of-County Travel • Pac ackag kage e must must incl include ude: DCPS DCPS Out Out-Of Of-Coun County ty Travel avel fo form • • All o All original iginal receipts(ex. eceipts(ex. Gas, Gas, toll, toll, Air Airline line ticket) ticket) • Conf Confer erence ence Agenda Agenda fo for event event • Mileage Mileage 0.5 0.58 8 cents cents per per mile mile • Copy Copy of f Go Google maps ogle maps sh show owing ing miles t miles traveled aveled • Hotel Hotel receipt r eceipt ref eflecting lecting a a zer zero balance o balance
Out-Of-County Travel Per Die er Diem m Re Reim imburs burseme ement nt • Br Break eakfas fast t ($10. ($10.00) 00) – Travel avel mus must t begin befor begin before 6 e 6am am and and • ext extend beyo end beyond nd 8a 8am • Lun Lunch ch ($14. ($14.00) 00) – Travel avel mus must t begin befor begin before 12pm e 12pm and and ext extend beyo end beyond nd 2pm 2pm Dinner Din ner ($2 ($26. 6.00) 00)- Travel avel mus must t begin befor begin before e 6pm 6pm and and • ext extend beyo end beyond nd 8p 8pm m
Travel Notes • In In-Count County y Tra rave vel a l and nd Ou Out-Of Of-Cou County ty tra trave vel l must must be t e turne urned in in no no la late ter r th than an 15 15 da days af ys afte ter th r the e la last da st day o y of trave f travel • Pl Please n ease note ote th that at for Ou for Out-Of Of-Cou County ty trave travel, l, meals meals ar are e no not t reimb eimbursed for ursed for on one d e day travel ay travel un unless less trave travel b l begins egins befor before 6a e 6am m and and en ends ds af afte ter 8p r 8pm
Technology Procedures Technology Purchases: • Laptops,desktops,printers • media carts • Apple Products • DCPS Bids (EMTEC inc.) • Susan.Quinn@emtecinc.com • Equipment Ownership • Equipment Delivery Times Tom Britton Director DCPS IT Operations brittont@duvalschools.org
Title II, Part A Supporting Effective Instruction
Tit itle II, II, Part A Overview • Purpose of Title II Funds • Eligibility • Required and Authorized Use of Funds • Appropriate Professional Development Activities • Allocations • Supplement, Not Supplant • Next Steps
Purpose of Title II Funds The primary purpose of Title II, Part A is to enhance the quality of teaching and principal leadership in order to improve student achievement.
Who is eligible for Title II, Part A? • Teachers, principals, and other school leaders • The term ‘school leader’ means a principal, assistant principal, or other individual who is — ‘‘(A) an employee or officer of an elementary school or secondary school, or other entity operating an elementary school or secondary school; and ‘‘(B) responsible for the daily instructional leadership and managerial operations in the elementary school or secondary school building.’’
Who is eligible for Title II, Part A? • Every teacher, principal, and other school leader in the school district is eligible to receive services as a result of Title II, Part A funding. • Title I status has no impact on whether or not teachers in a school may receive Title II, Part A services. • Some authorized uses of funds also include other types of school and district personnel.
Authorized Use of Funds
Required Uses of Funds According to ESSA, the purpose of Title II, Part A is to provide grants to State Educational Agencies and subgrants to Local Educational Agencies to: 1) increase student achievement consistent with challenging State academic standards; 2) improve the quality and effectiveness of teachers, principals, and other school leaders; 3) increase the number of teachers, principals, and other school leaders who are effective in improving student academic achievement in schools; and 4) provide low-income and minority students greater access to effective teachers, principals, and other school leaders ESSA section 2001
Required Uses of Funds • The programs and activities described – • SH SHALL be in accordance with the purpose of this title • SH SHALL address the learning needs of all students, including children with disabilities, English learners and gifted and talented students. • The programs and activities described – • MAY include, among other programs and activities, [the items included in the authorized uses of funds document]. • ESSA section 2103(b)
Authorized Uses of Funds • There are sixteen different ways Local Educational Agencies (LEAs) may use Title II, Part A funds. • LEAs are not required to use all sixteen. • All uses of funds must align with the “purpose” and intent of Title II, Part A, discussed in earlier slides and provided on the Authorized Use of Funds handout. • NOTE – The only Authorized Use of Funds Private Schools do not have access to are Class Size and any activity including salaries per the FDOE.
Appropriate Professional Development Activities Types of Activities: • Evaluation and Support System for Teachers • Initiatives to assist in recruiting, hiring and retaining effective teachers • Hiring a Professional Development Consultant • Web-Based Course/License • Travel for Professional Development • Stipends for Professional Development
Unauthorized Uses of Funds • Materials for use in classroom with students. • Software licenses or online subscriptions used in the classroom with students. • Any activity unrelated to recruitment, professional development, or retention of teachers/leaders. • Student field trips
Unauthorized Uses of Funds • Other unauthorized uses of funds include but is not limited to: • Entertainment • End of year celebrations • Incentives and Gift Cards • Furniture • Tuition • Dues to organizations, federations or societies for personal benefit • Decorations • Advertisement • Promotional marketing items
Reasonable, Allowable, Necessary and Allocable Allowable Does the cost comply with local, state, and federal laws, regulations, and policies? Allocable How will the cost meet the intent and purposes of the grant project? Reasonable Necessary Can the activity Is the cost clearly or transaction aligned with the pass the grant application and the school “prudent plan? person” test?
Supplement, Not Supplant • From the assurances section of this year’s application: • “The LEA assures that funds received will be used to supplement and, to the extent practical, increase the level of funds that would be made available from nonfederal sources; in no case will such funds be used to supplant funds from nonfederal sources, in accordance with section 2301.”
Supplement, Not Supplant • ESSA SEC. 2301: • ‘‘ Funds made available under this title shall be used to supplement, and not supplant, non-Federal funds that would otherwise be used for activities authorized under this title.”
Supplement, Not Supplant • Page D-23 in Greenbook • In accordance with program-specific authorizing laws and regulations implementing those laws, federal funds must generally be used to increase, to the extent practical, the level of nonfederal funds that would be available in the absence of federal funds, and in no case to replace these nonfederal funds • Title II, Part A funds cannot be used to replace, or off-set, state and local investments in education.
How do I know if I am supplanting? • Is this expense something that, in the past, was paid with general revenue, state funds, or local funds? • If Title II, Part A funds were to go away completely, would the school continue to funds this activity using other revenue sources? • Is the school using Title II, Part A funds to provide something that is required by local, state law or policy, or other federal law? • If the answer is “YES” then supplanting may be occurring. If you are unsure, we can look at it together.
Allocations • LEAs are required to provide educational services and other benefits for private school children, teachers and other educational personnel, equitable in comparison to services and other benefits for public school children, teachers and other educational personnel. • The allocation is based on a per pupil formula, the amount available is for all public and private school students enrolled in a participating private elementary and secondary school serviced by the LEA, regardless of the student’s residency
Allocation Changes Changes in allocation from year to year depend on: • The budget awarded to Florida after the national allocation calculation • Any change in the number of students enrolled in the LEA • Any change in the number of poverty status students enrolled in the LEA
Allocations (Title II & IV Part A) Example of formula to Determine Amount for Title II, Part A Equitable Services A. Number of Students A1. LEA Enrollment 900 A2. Participating Private School Enrollment 100 A3. Total Enrollment = A1 + A2 1000 B. Title II, Part A Allocation B1. Total LEA Allocation $1,000,000 B2. Administrative Costs (for public and private school programs) $50,000 B3. LEA Allocation Minus Admin Costs = B1 – B2 $950,000 C. Per Pupil Rate C1. B3 divided by A3 $950 D. Equitable Services Amount LEA must reserve for equitable services for private school teachers and $95,000 other educational personnel = A2 x C1
Carry-Forward • Occasionally, there may be circumstances where an LEA is unable to obligate all funds within the required timeframe in a responsible manner • Example: • Natural disaster that delays services for both public and private schools students • Otherwise, ALL funds should be expended in the year it is provided according to FDOE
Title II & Title IV Enrollment Process • Late Fall/Winter • Start the consultation process for the upcoming school year • Submit an Intent to Participate Form • Submit a Date Certain Enrollment Form - Survey 3 in February • Spring • Continue the consultation process • Submit a current copy of your school’s non -profit status • Submit a signed copy of the Affirmation of Consultation Meeting Form • Submit a copy of your School’s Title II Plan and Budget by the end of May • Summer • Finalize and Begin Activities for the school year; activities are included in the LEA plan • LEA will receive 25% advance allocation and private schools will have access to 25% of their allocation *All requested forms must be submitted in order to begin participation in activities under Title II, Part A
Consultation • Consultation is ongoing in many different formats: • Face to Face Meetings • Webinars • Emails • Consultation Meetings • Newsletters • Phone Calls
Questions from the survey • How come our Title 2A and 4B plans are sometimes reviewed by different people who are giving us different information? Why are our purchases not made within the time that the quote is good? • Some examples of successful Title II forms, approved expenditures, etc. Thank you ALL for everything you do!! Y'all rock!
Questions from the survey • The process for getting proposals and invoicing from vendors. • How the process for Title II and Title IV plans can be streamlined so that we can receive the materials in a reasonable amount of time. • Samples of PD plans • More training on how to use Title II funds for private schools. Examples.
Activities and Next Steps • ALL items MUST be on an APPROVED PLAN first… • Professional Development Consultant – (site based) • Requires a contract, 4-6 weeks, must complete a contract process, goes through the legal or policy and compliance department and requires the signature of the Superintendent • Web Based Course • Purchased through the district, school must have a quote, the period should be in the period of the grant project, the item should be on the approved plan, the district would use the approved plan to place the order for the school, then the processing would occur
Activities and Next Steps • Travel for Professional Development • The activity should be included on the approved plan with the individuals who are going to attend the activity, the activity should align with the days etc., pre-travel approval should match, vendor applications have to be completed and approved for all travelers, that is processed, the travel is then approved, and other processes carried out, etc. • Technology purchases/Purchase of Instructional Materials/Supplies • Purchased through the district, school must have a quote, the period should be in the period of the grant project, the item should be on the approved plan, the district would use the approved plan to place the order for the school, then the processing would occur
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