2014 Annual GCEL Conference February 26-26, 2014 Savannah, GA Riverfront Marriott

Dr. John D. Barge, State School Superintendent“Making Education Work for All Georgians”www.gadoe.org

The Next Steps for New Directors: A focus on the Title I program timeline

for successful program implementation, evaluation and planning for FY15

2014 Annual GCEL Conference February 26-26, 2014

Savannah, GA Riverfront Marriott


PresentersGrace McElveen

Georgia Department of Education Title I Education Program Specialist

[email protected](912) 739-3652

Marijo Pitts-SheffieldGeorgia Department of Education Title I Education Program Specialist



So What Are the Next Steps?• Tasks for the Title I, Part A programs can be divided

into three broad categories:

– FY14 Program Implementation (fall)

– FY14 Monitoring and Evaluation (winter)

– Planning for FY15 (early spring)


FY14 Program Implementation


FY14 Program Implementation• The following tasks should have been completed by the

end of January:– CLIP and LEA Implementation Plans approved– FLP plans approved and implementation begun– Annual Title I meeting for sharing program information must be

competed by end of October– All required parent notifications completed– Original school level and district budgets approved– Completion reports submitted– Carryover budget amendments and waiver submitted , if

needed – Comparability reports completed with all schools comparable– Annual private school consultation notification letters

mailed– Corrective actions from monitoring or audit findings completed


FY14 Program Implementation• Review the status of Title I, Part A and schoolwide

budgets, expenditures and internal controls

– Review district’s written operational procedures for accuracy. Are they working? Modify, if necessary

– Provide training on operational procedures, internal controls and revised inventory requirements with appropriate staff as necessary

– Be sure all internal controls are being implemented– Verify personnel on FY4 payrolls; remove positions not

filled; amend budget as necessary – Meet at least quarterly with finance officer to review

expenditure details and budget status reports


FY14 Program Implementation• Review of Title I, Part A and schoolwide budgets

– Document expenditures: Parental involvement set-aside expenditures Required professional learning expenditures - HIQ,

required set-aside for LEAs Homeless/neglected set-aside/expenditures Private school instructional per pupil /equitable services FLP expenditures - document aggressive recruitment

efforts Verify that expenditures are supplemental, based on

needs assessment and included in school level plans


FY14 Program Implementation• Review of Title I, Part A and schoolwide budgets

(continued)

– If not complete, submit Amended Consolidated Application budget to reflect any carryover or budget changes as soon as possible (Deadline for other FY14 Con App amendments May 15)

– Review schoolwide funding (Fund 400), if applicable, and create schoolwide amendments as necessitated by other program budget amendments


FY14 Program Implementation• Review of Title I, Part A and Schoolwide Budgets

(continued)

– Estimate FY15 carryover for Title I, Part A – If not expended in FY14, funds required to be set-aside

and budgeted for private schools, parental involvement, and FLP programs will have to be budgeted as carryover in FY15

– If needed, prepare to request a lesser amount for the FLP set-aside once aggressive recruitment requirements have been met and enrollment opportunities have been offered to all students at the schools required to offer a FLP program


FY14 Program Implementation• Provide and document technical assistance to Title I

schools (including participating private schools and neglected and delinquent (N&D) facilities)– Review expectations, monitoring procedures, internal

controls, revised inventory requirements and the required documentation with each principal and other staff as appropriate

– Review, provide feedback and monitor the implementation of schoolwide (SWP) and targeted assistance (TA) plans as well as parental involvement plans

– Consult with participating private schools and N&D facilities to insure TA plans are being implemented appropriately



schools (including participating private schools and N&D facilities) (continued)– Verify personnel’s work is allowable and matches

approved schedules in TA schools

– Review and approve the documentation of the selection criteria/rank order lists of targeted assistance (TA) programs

– Verify scheduling models are appropriate for TA schools– Review expenditures to ensure services and expenditures

are supplemental and match TA/SW plans and budgets




schools (including participating private schools and N & D facilities) (continued)– Obtain documentation that all required parent notifications have

been sent home as appropriate (Have a systematic process or procedures in place to monitor this)

– Obtain evidence that resources are being used to serve only eligible students, their teachers and their parents in TA and participating private schools

– Verify Title I personnel’s non-instructional duties do not exceed other personnel (applies to targeted assistance programs)

– Continue collaboration with private schools regarding equitable services


FY14 Program Implementation

• Verify that the professional learning activities have been scheduled and are aligned with identified needs

• Monitor FLP program to maintain documentation for on-site monitoring

• Maintain files on complaints and complaint resolutions - See Web site: http://public.doe.k12.ga.us/tss_title.aspx


FY14 Program Implementation• Review and revise written inventory procedures to

insure inventory procedures are compliant

–On-site Title I inventory check – Include the participating private schools, N&D facilities, Title I schools and the central office–Inventories are completed with all required elements and are up-to-date and on file in Title I Director’s office-have verification sign-off signatures with dates of inventory review–Any pilferable item must also be included on the inventory and accounted for if monitored–Disposition of property is up-to-date with a written local inventory and disposition policy, meeting federal guidelines, on file–An equipment use plan is on file at TA schools and in the Title I office



FY14 Ongoing Program Monitoring and Evaluation

• Title I Director’s monitoring plan can monitor the overall district school improvement process– Each school submits a school improvement plan, or Title I SW/TA

plan, parental involvement plan, professional development plan, and a budget .……all should be based on the local annual needs assessment, coordinated, integrated

• Title I Director continuously monitors the implementation of all these plans/budgets, reviews data and academic status, and monitors the FLP – By monitoring the overall district’s school improvement process, the

Title I Director’s daily responsibilities become job embedded



• Monitoring is not an event….it is about how the Title I director effectively implements and supervises the programs to ensure compliance —it is job embedded

• Use job-embedded monitoring of the schools and the district to become a more effective Title I Director

• Create working files in the fall to organize the documentation

• Establish clear, systematic expectations, procedures and required documentation for LEA/school program monitoring and evaluation- include stakeholders at all levels. Set deadlines for submitting documentation



• Complete an in depth review of budget expenditures and budget status for the district and each Title I school, including private schools and N&D facilities

• Collect detailed monthly time logs for split-funded personnel and “after-the-fact” periodic surveys (2) for full time Title I (all federally paid) employees

• Make payroll adjustments if needed. Refer to OMB Circular A-87 and 2 CFR, Part 225 for specific guidance.

• Involve principals and other staff members in preparation for the Georgia Department of Education (GaDOE) cross-functional monitoring



• If no cross-functional on-site monitoring visit is scheduled in FY14, complete self-monitoring document provided by the GaDOE:

– It does not matter if GaDOE is coming or not, your job and that of the other staff remain the same

– Documentation must be gathered and organized for financial auditors (if requested)

– Submit self-monitoring document to the GaDOE by May 15



• Ongoing Evaluation - How do you know the programs are working?

• Conduct written comprehensive systematic program evaluations and needs assessments- Is each program addressing the identified needs? How do you know?

Schoolwide programs Targeted assistance programs Private school programs Parent involvement programs Professional learning activities Flexible Learning Programs N & D programs

• If you can not determine program effectiveness, make a change.


Planning for FY15• Review the Implementing Title I in Georgia Schools:

FY14 A Handbook for Title I Directors, Standards, Assessments and Accountability and any new guidance issued by the U.S. Department of Education

• Review program evaluations with both school level and appropriate district level administrators

• Analyze 2014 system and school data reports when available

• Assist with school improvement planning for Priority Schools, Focus Schools, Alert Schools, Reward Schools and Performance Flag systems if required


Planning for FY15• Notify principals and assist in planning for Choice and

Flexible Learning Program Plans, if required

• Involve parents in the annual needs assessment, program evaluation, and all program planning(CLIP, SWP/TA plans, FLP plans and parental involvement plans)

• Conduct parent surveys and analyze/summarize data

• Schedule annual spring planning meetings with parents and staff – document with detailed agendas and sign in sheets

• Review/revise schoolwide and targeted assistance plans, parent involvement plans and compacts based on evaluations/feedback


Planning for FY15• Gather documentation for FY15 Con App• File all source data NOW– Enrollment by school (October, 2013-FY14)– Free/reduced meal data (October, 2013-FY14)– Pre-K poverty data (October 2013-FY14 or Local Data)– Private school/home study data if necessary

(October, 2013-FY14)– Complete attendance area spreadsheet– Complete “dry run” for comparability to identify any potential

issues


Planning for FY15• Revise required plans– Plans, directed at School Improvement Division of GaDOE,

include: – Title I, Part A Schoolwide (SWP) or Targeted Assistance

Program (TAP) plans– Title I, Part A Parental Involvement and Parent Engagement

plans– Title I, Part A –ESEA Waiver Flexible Learning Program (FLP)

plan– Title I, School Improvement 1003(a) School Improvement

plans and District Effectiveness plans– Tile I School Improvement Grant (SIG) 1003(g)– Title I, Part C – Migrant Education Plans.


Planning for FY15• Revise schoolwide(SW)/targeted assistance(TA) plans– Document stakeholder involvement– Date revised plan – month, date and year– Review progress of schools planning to become schoolwide in

FY14. Submit NEW FY15 schoolwide plans to GaDOE for approval by April 30

– Check FY14 poverty status to determine if any school has a greater than 75% poverty level and consequently must be served in FY15

– Collaborate with LEA/school personnel regarding schools that may be interested in beginning to plan for SW during FY15 to begin in FY16 (submit intent letter before August 15, 2015)


Planning for FY15• Private school participation– Review Private School Guidance:

http://www.ed.gov/policy/elsec/guid/equitableserguidance.doc

– Review: Ensuring Equitable Services to Private School Children – A Title I Resource Toolkit http://www.ed.gov/programs/titleiparta/ps/titleitoolkit.pdf

– Review: Implementing Title I in Georgia Schools: FY 14 A Handbook for Title I Directors, Section I, Page 22, Participation of Children Enrolled in Private Schools


Planning for FY15• Private school participation (continued)– Planning for new private schools must begin in late fall

after initial consultation

– Continue on-going consultation with participating private schools

– Services for private school students must begin at the same time as services to public school students

– Collaborate with other federal programs and document with agendas and sign-in sheets


Planning for FY15

• Private school participation (continued)– Plan for and conduct FY14 private school evaluations

– Prior to August 30, 2014, attach on the Consolidated Application attachment tab:

(1) the FY14 private school final evaluation results (2) the FY14 private school affirmation of consultation forms (3) the FY14 private school affirmation of equitable

participation forms


Planning for FY15

• Rank schools for FY15 plan to serve all schools with poverty above 75%

• Collaborate with LEA personnel AND parents to review and revise Comprehensive LEA Improvement Plan (CLIP) and Implementation Plan for FY15

• Include revisions for FY15 collaborative plan for migrant, English language learners, immigrants, at-risk, homeless, N&D, and early childhood students


Planning for FY15

• Collaborate with LEA personnel to make decisions as to which schools will be served as Title I for FY15

• Collaborate with appropriate LEA personnel to plan budgets for FY15 Title I, Part A budgets

• Items in budgets must be based on the annual needs assessment and be included in the schoolwide and targeted assistance plans


Planning for FY14• Make plans to attend Annual Title I Statewide

Conference:- Homeless Liaison Workshop: June 17, 2014 - Title I New Directors’ Workshop: June 18, 2014 (ending

after lunch with New Directors – June 18, 2014)- Title Programs Conference: June 18, 2014 – 20, 2013 (Opening Session at 1:30 pm and ending at noon – June 20, 2014)

Registration information opens March 2014 on Title programs Web site: http://www.gadoe.org/tss_title.aspx


Resources• Implementing Title I in Georgia Schools: FY 14 A Handbook for

Title I Directors, A yearly timeline for implementing Title I programs can be found on page 176-179 of this handbook. http://www.gadoe.org/School-Improvement/Federal-Programs/Pages/Disadvantaged-Children.aspx

• SYSTEMIC FAMILY ENGAGEMENT: A Comprehensive Guide to Implementing an Effective Title I Parental Involvement Program http://www.gadoe.org/School-Improvement/Federal-Programs/Pages/Parent-Involvement-Compliance-Documents.aspx

• Federal Programs Web site: http://www.gadoe.org/School-Improvement/Federal-Programs/Pages/Disadvantaged-Children.aspx

• No Child Left Behind Act of 2001 Web site: http://www.ed.gov/about/offices/list/oese/legislation.html


Additional Resource• The Georgia Department of Education’s Consolidated

Calendar - (by date or by program)

Go to the Georgia Department of Education Web page to access this information. It is under the Policy Department's information.Files have been posted to the portlet entitled Related Information on the Policy Web page

http://www.gadoe.org/External-Affairs-andPolicy/Policy/Documents/Consolidated%20Calendar.pdf


Title I Program Specialist Contact Information

Area Name Office Telephone Email

1 Robyn Planchard (404) 463-3467 [email protected]

2 Randy Phillips (770) 334-8390 [email protected]

3 Anthony Threat (706) 615-0545 [email protected]

4 Evelyn Maddox (404) 656-2045 [email protected]

5 Judy Alger (229) 838-6037 [email protected]

6 Grace McElveen (912) 334-0802 [email protected]

7 Jimmy Everson (229) 723-2664 [email protected]

8 Marijo Pitts-Sheffield (912) 269-1216 [email protected]

9 Kathy Pruett (706) 540-8959 [email protected]

10 Elaine Dawsey (478) 971-0114 [email protected]

11 Olufunke Osunkoya (404) 656-2638 [email protected]

12 Bobby Trawick (229) 246-1976 [email protected]


PresentersGrace McElveen

Georgia Department of Education Title I Education Program Specialist


Marijo Pitts-SheffieldGeorgia Department of Education Title I Education Program Specialist
