September 23, 2013 Office of Funded Programs. Introductions Project REACH Fostering Connections Title I Adjourn September 23, 2013

TITLE I CLERKS’ MEETING

September 23, 2013

Office of Funded Programs

http://title1.spps.org 2

AGENDA Introductions Project REACH Fostering Connections Title I Adjourn

September 23, 2013

TITLE I TEAM Title I

Sherry Carlstrom, Director & Team Freeman Lynn Moore, Supervisor, Non Public & Team Battle Megan Cole, Program Manager Neglected &

Delinquent, Team Osorio and Unowsky Pang Nhia Yang, Program Manager AYP Grant &

Team Collins Jessica Smith, Accountability Assistant Diane Brings, Clerk

Project REACH Anne McInerney, Project REACH Beth O’Keefe, Project REACH Lily Tharoor, Project REACH

September 23, 2013http://title1.spps.org 3

TITLE I TEAM Project REACH Continued…

Cindy McGowan, Transportation Andrea Lindorfer, Evening Tutoring Wijit Xiong, Home School Liaison Tracey Jackson, Home School Liaison Karla Stewart, Home School Liaison Laura Vallejo, Home School Liaison

Fostering Connections Becky Hicks, Supervisor Lisa Grant, Specialist Mary Tinucci, Specialis Michele DeMarre, Clerk



ACCOUNTING – TITLE I TEAM Pamela Sanders Accounting Tech Peggy Cihlar Accounting Clerk

September 23, 2013

http://title1.spps.org

RESOURCES

The information discussed today will be available online at the Title I Website

Paper copies can be requested; downloads can be emailed.


September 23, 2013 6


PROJECT REACH

Realizing the Educational Achievement of Children

Experiencing Homelessness

September 23, 2013


HOMELESS EDUCATION SERVICES Program Updates

There is a homeless contact at each school; please work with that person when coordinating referrals and transportation.

We are now using an online referral system; paper forms should be used to gather information and then entered by the homeless contact at http://reachref.spps.org

September 23, 2013


HOMELESS EDUCATION SERVICES Project REACH staff determine eligibility;

services are not guaranteed SPPS staff can consult on the

appropriateness of a referral before making an online referral

Before making a referral, the school should notify the family that the referral is being made

Principals can request that enrollment clerks receive the automated Project REACH emails regarding students at your school (confidential). Please list that contact.

September 23, 2013


POINTS FOR TRANSPORTATION SERVICES FOR PROJECT REACH STUDENTSRegular busing should be accessed when available

● “1 No Address-REACH” should be put on the household when a family isnot living in a house, shelter, or hotel (usually, for those living in their car).Remember to get a secondary address for mailing purposes● “1 New Address” should be used as a placeholder while you are waiting

fora new address to be created on the Campus system. NOTE: Always put thenew/correct address into the household 'comments' field as a reminder.● “1 Unknown Address” is a MARSS placeholder for families who move out

ofstate and cannot be reached and should not be used by school staff.. Whenthe family returns to your school, update the household address.● An accurate address must be in Campus prior to making a referral toProject REACH.● If an address is changed after the bus has been routed, Transportation

willneed to re-route the bus.● Change addresses with caution and check with Project REACH beforechanging addresses of siblings at other schools.

September 23, 2013


POINTS FOR TRANSPORTATION SERVICES FOR PROJECT REACH STUDENTS Change addresses with caution

and check with Project REACH before changing addresses of siblings at other schools.

Work with your homeless contact to determine how you will receive transportation information on Project REACH students

September 23, 2013


OTHER POINTS TO REMEMBER Non-custodial parents do not have the

authority to request transportation changes Daycare addresses should be confirmed

and updated in Campus before making a referral to Project REACH. Be sure to add under Transportation Tab, not household

We have experienced delays after transportation has entered the address in Campus; please check regularly for added addresses

Do not change an address until the family moves. Homeless families often experience delays out of their control and do not move when expected.

September 23, 2013


CONFIDENTIAL ADDRESSES Students residing in shelter sites listed

on the directory should be assigned the coded address in Campus under PRIMARY ADDRESS

List found on http://elearn.spps.org/ If the address is not on the list, the

address usually is a published address and the actual address can be entered in Campus

Remember the confidential nature of this information; do not share or copy the directory

September 23, 2013


PROJECT REACH INFORMATION Project REACH referral

http://reachref.spps.org

Anne McInerney [email protected] Homeless Education 651-744-2565

www.homeless.spps.org

September 23, 2013


FOSTERING CONNECTIONS

TO SUCCESS AND INCREASING

ADOPTIONS ACT 2008

Public Law 110-351

September 23, 2013

FOSTERING CONNECTIONS: WHO WE ARE

Fostering Connections is an educational program administered by the Saint

Paul Public Schools Office of Funded Programs (Title I) that promotes

educational stability and academic success for children and youth in out-of–

home placement and foster care.

Staff:

Becky Hicks; Supervisor 651-632-3788

Lisa Grant; Fostering Connections Specialist 651-744-1456

Mary Tinucci; Fostering Connections Specialist 651-744-1907

Michele Demarre, Clerk 651-744-6016

Fostering Connections2102 University Ave. WSaint Paul, MN 55114

WHAT WE DO Assist in keeping students in their same school when their

out-of-home placement changes Help students immediately enroll in school and transfer

their school records Ensure students receive free school meals Coordinate student transportation to his or her school of

origin whenever possible Make referrals for medical, legal, food and county

benefits, and mental health services Advocate for special education services Educate students and families about credit recovery

options Assist with the application process for college or other

post-secondary education Refer students to independent living resources in the

community Assist students in accessing educational training vouchers

TIPS FOR SCHOOL CLERKS Orders of Protection: Flag Emergency

Card Keeping Addresses Updated In Campus When Child Protection Requests to See

A Child When a Biological Parent Wants Access

to Child(with a no contact order) Child is Placed in Protective Custody:

What Can You Tell the Parent? 651-266-5612

Data Privacy: OFP, Child Protection letter

Requests for Records: URGENT!

TITLE I PROGRAM of ESEA

Documentation and Compliance of Title I Requirements


PURPOSE Improve education of disadvantaged

students, especially those affected by poverty.

Provide supplemental funds that support student achievement.


REFRAMING TITLE I THROUGH THE LENS OF RACIAL EQUITY To eliminate the racial achievement gap

Implementing educational changes to promote racial equity and disrupt systemic racism by prioritizing Title I resources to improve teaching.

Title I priorities for 2013-2014 support (p. 12) Family Engagement Intervention

Math and Reading Instruction PBIS

Coaching and Professional Development K-Teaching Assistant (implementation of new K-

model)


SCHOOLWIDE TITLE I MODELTitle funds used to support schoolwide

reform efforts to improve learning for all students.

Resources are tied to the school improvement plan (SCIP). If it doesn’t support the goals in the plan… don’t pay for it with Title I funds. www.scip.spps.org

Resources are used to improve teaching and increase academic success.

Reduce barriers for parents to be involved in their children’s education.


TITLE I FUNDING THRESHOLD Percent of students

qualifying for Free or Reduced priced lunch.Elementary – 40% Secondary – 40%

Middle/Jr. High Schools High Schools



Title I B

udget

TITLE I FUNDING – COURSE CODE 2300Parent Involvement Professional

DevelopmentTitle I Regular

Salary of PI person Coach salary Intervention Staff Salary

Taxi Cab/Bus Tokens

Other Salaries Instructional Supplies

Food for Academic Events

Substitute Teachers

Bus tokens for afterschool tutoring

Other Salaries (child care, interpreting)

Equipment (under $5,000) Portable and Attractive

Supplies



Budget Narrative

How does this budget support the goals and strategies in the SCIP?

BUDGET NARRATIVEWhat it is…Justification for the

budget line item tied specifically to the SCIP.

Supports the SCIP goals and strategies.

Should be able to align the expenditure with the plan.

What it isn’t…Restatement of the

budget line item. Examples: 6140 – .3 FTE

Teacher 6430 –

Instructional supplies

6490 – Food


BUDGET REVISIONSBudgets set in spring for following year.Revisions happen 2 times per year.

◦ October revision◦ February revision (final revision)

Any budget revisions to Title I budgets must be communicated to and approved by Title I.

Recommended to discuss possible changes before making them. Work with your accountant and with Pamela Sanders to ensure proper coding, allowable changes, etc.



TITLE I BUDGET REVISIONS Review of school enrollments against

projections will happen soon. Any possible changes will be communicated

through Assistant Superintendents. October revisions will be due to Title I by

mid to late October. Pamela Sanders and Sherry Carlstrom

will send the budget worksheet to the principal with instructions for completion. Be sure both the budget and the budget

narrative match and the narrative explains the support of activities in the SCIP.

September 23, 2013

PARENT AND FAMILY ENGAGEMENTParent Academy

◦ Supported by Title I through Family Engagement and Community Partnerships Office

◦ Coordinated and supported by school staff. School Activities

◦ Conferences◦ Title I Annual Meeting, ◦ Compact (creation, signature, and review), ◦ Family Engagement Plan (creation and

dissemination), ◦ Notifications (Right to Know, HQ Teacher)


FOOD FOR PARENT EVENTS (6490)

Necessary and reasonable Help remove barriers to

parent participation Light snacks, not big meals No desserts, ice cream, etc.


Pre-approval Required Send to Peggy Cihlar

Flyer/ Agenda

Title I Order Form

Academic Focus

Pre -Approval

$Send to Peggy

Cihlar

Order Food

Original Receipt

P-Card, Reimburseme

nt,Voucher

Sponsored by Title I

Old Way

Pg. 31-32

FOOD FOR PARENT EVENTS (6490)

Necessary and reasonable Help remove barriers to

parent participation Light snacks, not big meals No desserts, ice cream, etc.


Pre-approval Required Submit Online PeopleSoft Financials

Flyer/ Agenda

Title I Food Request

Form

Academic Focus

Pre -Approval

$Send to Peggy

Cihlar

Order Food

Original Receipt

P-Card, Reimburseme

nt,Voucher

Sponsored by Title I

New Way

Pg. 31-32

TAXI CABS AND BUS TOKENS UNDER PARENT INVOLVEMENTOrdering Procedures

◦ City Wide- personal 3 digit ID assigned by Title I.

◦ Yellow Cab – Three digit business ID.

Logging Orders◦ Cab Log on Title I

website. ◦ Identify yourself by your

assigned 3 digit ID when entering.


City Wide

Yellow Cab

Pg. 36-38


NEW CAB POLICY Cab service should only be used

as a last resort Title I cannot guarantee cabs will

always be available to meet demand.

ALL Title I authorized cab rides must be logged into the Title I Cab Log. Failure to log Cab Rides may result in the following actions: Occasionally - charges will be

moved to the school general fund account

Persistent failure: 1st time - warning and

moved charges to general fund;

2nd time - meeting with principal;

3rd time - remove authorization to use Title I funds for cabs.September 23, 2013

Pg. 36-38


Click on Cab

http://title1.spps.org/CabLog

BUS TOKENS / BUS CARDSPRE APPROVED Parent involvement or students staying

for tutoring / academic support after school.

Bus cards/tokens must be purchased through Title I using Title I order form.

Must keep a disbursement log. Submit the log when you order new cards/tokens.

Purchases not pre approved will be moved to general fund budget.


Old Way

Pg. 34

BUS TOKENS / BUS CARDSPRE APPROVED Parent involvement or students staying

for tutoring / academic support after school.

Submit the Title I Internal Request Form on PeopleSoft Financials.

Must keep a disbursement log. Attach the log when you order new cards/tokens.

When approved, order the tokens from Transportation.

Purchases not pre approved will be moved to general fund budget.

September 23, 2013http://title1.spps.org 37New W

ay

Pg. 34

PERSONNEL ACTIVITY REPORTING (TIME AND EFFORT)

Employee is paid from multiple funding sources (federal, non-federal) regardless of job duties. ◦ Bi-weekly time and effort through PeopleSoft.◦ Supervisor must approve bi-weekly through

PeopleSoft.

Employee is 100% funded by federal funds.◦ Semi-Annual certification completed on

PeopleSoft by supervisor. (January 1 and July 1)

September 23, 2013http://title1.spps.org 38Pg. 20-21

PERSONNEL ACTIVITY REPORTING (TIME AND EFFORT)

Bi-weekly T&E is an accurate reflection of time worked, not time budgeted.

Scenario: Joyce works at Lincoln Elementary◦ 30% Librarian (state & local funds)◦ 70% Title I Reading Coach(federal funds)

The principal has requested that the Joyce provide some additional coaching for a new teacher the first two weeks of school. Joyce spends 80% of her time coaching and only 20% of her time supporting the library. How should she record her T&E?

September 23, 2013http://title1.spps.org 39Pg. 20-21


This T&E was adjusted to match what she actually worked, not how she was paid.

Originally was preset at 70%

and 30%

CONSIDERATIONS FOR STAFFINGTeachers who are hired on a variance may

not be paid for with Title I funds. To be paid by Title I, the teacher can only

work in the areas for which he/she has a full license. ◦ Middle school licensed teacher is not licensed

to teach in the elementary. ◦ Elementary teacher cannot teach mathematics

to 7th and 8th grade students unless their license includes grades 7 & 8 mathematics.

Core subject area teachers on a variance in a Title I School are not HQ and letters will be sent home.

September 23, 2013http://title1.spps.org 41Pg. 15

OTHER SALARIES (OBJECT CODE 6184/6185)

6184 (non-licensed)Child care providerSome interpretersPossibly someone to

coordinate PI activities after hours.

6185 (licensed)Licensed staff

(teachers, social workers, etc).


Pre-approval Not Required

Child Care and Interpreters

Time SheetsSupplemental Pay Form

Send to Peggy Cihlar After the Fact

Proper payment to workers from Title

I

Title I Order Form

Old Way

Pg. 18


Regardless of the code the following is true.You don’t need pre-approval for child

care, interpreting.You do need pre-approval to pay

additional salaries for any other purpose.



Submit on using PeopleSoft Financials

Proper payment to workers from

Title I

Title I Internal Request Form

New Way

Submit actual papers to Peggy Cihlar

Pg. 18


6184 (non-licensed)Child care providerSome interpretersPossibly someone to

coordinate PI activities after hours.

6185 (licensed)Licensed staff

(teachers, social workers, etc).



Submit on using PeopleSoft Financials

Proper payment to workers from

Title I

Title I Internal Request Form

New Way

Submit actual papers to Peggy Cihlar

Pg. 18

SUBSTITUTES (6145)

Substitutes (6145) to support professional development activities only.


Proper payment to

workers from Title I

Title I Order Form

Sub Code

Provided

Activity Occurs

Sent to Peggy Cihalr

Pre Approval

Old Way

Pg. 19

SUBSTITUTES (6145)

Substitutes (6145) to support professional development activities only.


Proper payment to

workers from Title I

Title I Internal Request

Form

Sub Code

ProvidedSubmitted on PeopleSoft

Financials

Pre Approval

New Way

Pg. 19

SUBSTITUTES (6145)

Key is to be sure to include number of substitutes needed, the purpose or activity requiring the need for subs.

To allow classroom teacher to participate in Math workshops.

Allow teachers to work together in PLC / Leadership meetings

September 23, 2013http://title1.spps.org 47New W

ay

Pg. 19

INSTRUCTIONAL SUPPLIES (6430, 6432)Almost all supplies paid for with Title

I funds in a schoolwide program should be 6430 or 6432. ◦ Supplemental instructional materials◦ For instruction of students ◦ Tied to goals and strategies in SCIP


Submit Requisitions for Order on

PeopleSoft Financials

School Receives Order on


Send original packing slips,

invoices, etc. to Inna in Accts.

Payable

Title I Buyer will create PO and place

order.

All preapproval based! Should not be getting vouchers for payment!

New

Way

Pg. 48

NON INSTRUCTIONAL SUPPLIES (6401)Only time to use 6401 is when you

are purchasing professional development materials for teacher use (books).


Submit Requisitions for Order on


School Receives Order on


Send original packing slips,

invoices, etc. to Inna in Accts.

Payable

Title I Buyer will create PO and place

order.

All preapproval based! Should not be getting vouchers for payment!

New

Way

Pg. 47

PORTABLE AND ATTRACTIVE (6432, 6402)Document camera, iPad, iPod, 35mm

camera, flip cameras, etc… ◦ ALL portable and attractive equipment gets

tagged and placed on the district inventory system in PeopleSoft Financials.

Budget codes 6432 or 6402 trigger’s link “Asset Status Pending” on receiving section of PeopleSoft.

Does it have the SPPS asset tag? Did you enter it into the district inventory

system? Did you place the federal ID tag on the item?

September 23, 2013http://title1.spps.org 50Pg. 49


ENTER ASSETS - RECEIVING

September 23, 2013


ENTER ASSETS - RECEIVING

September 23, 2013

OTHER MATERIALS PURCHASED WITH TITLE I Anything with a

shelf-life of more than one year must be labeled as “Property of Title I.”

Contact our office for inked stamps to use on books, etc.


CONSULTANTS AND CONTRACTS 6303/63046303 used for

consultants and contracted services up to $25,000.

6304 used for consultants and contracted services over $25,000

Use district procedures for contracting.


• Contract must include specific deliverables and time lines.

• Can make periodic payments for work completed, no lump sum payments.

• Contract must be in place before the work begins.

Pg. 45-46


CONTRACT TEMPLATE

September 23, 2013

Deliverables

Conditions of Payment

Payment Schedule


CONFERENCES AND TRAVEL 6366/6368

6366- In State Conferences with Over Night Stay, and 6368- Out of State Conferences

Authorization must first be given by Title IDo not register for the conference, make hotel or airline reservations prior to receiving your Travel

Authorization Code.

Title I Order Form

Travel Authorization

Form

Conference Agenda

Signed Travel Expense Report

Send to Peggy Cihlar

Original Receipts

Send to Marie Yang

If you want Title I to register and pay registration,

send the completed registration

form.

Old Way

Pg. 41-44





Authorization Code.

District Travel Authorization

Form

Conference Agenda



Original Receipts

Send to Marie Yang



form.

New Way

No Access

to PeopleSoft

Pg. 41-44

September 23, 2013


58




Authorization Code.

Complete the District Travel Authorization Form on PeopleSoft

Financials

Conference Agenda


Original Receipts

Send to Marie Yang



form.

New Way

With PeopleSoft

Access

Pg. 41-44


CONFERENCES AND TRAVEL 6366 – NO OVERNIGHT STAY

Authorization must first be given by Title IDo not register for the conference prior to receiving

approval

Title I Order Form

Conference Agenda




form.

Old Way

Pg. 41-42


CONFERENCES AND TRAVEL 6366 – NO OVERNIGHT STAY No overnight

stay and the meeting or conference is in Minnesota

Complete the Title I Professional Development Request Form. Include supporting

documents. When approved.

Submit a voucher for payment to the vendor.

Include the approval, and copies of brochure, registration, etc.

September 23, 2013

New WayWith PeopleSoft

Access

Pg. 41-42

ACCOUNTING REVIEWS Monthly review of expenditures.

Remove items if pre approval was required and not given.

Remove items that are not appropriate.

Spend funds throughout the year, 75% by December and 100% by March.

Review monthly SAM reports.



ACCOUNTABILITY FOLDER

September 23, 2013

Lincoln School2013-2014

SCHOOL VISITS AND ASSISTANCE Aligned Support– Your first contact

Megan Cole – Christine Osorio and Steve Unowsky

Pang N. Yang – Andrew CollinsSherry Carlstrom – Sharon FreemanLynn Moore – Theresa Battle

We are a team and anyone of us can support you when someone is unavailable.



This is your guide. If you have questions, contact Title I at 651-632-3790

or contact

Peggy Cihlar at 651-767-8252.

Peggy’s Fax number:651-293-5207

Copy of this document is located at:

http://title1.spps.org/procedures


INSIDE CONTACT INFORMATION

ADD THESE NUMBERS TO YOUR BOOK ON PAGE 2

Fostering Connections Main Number 744-6016 Fax 233-5170

Project REACH 744-2526

September 23, 2013

THANK YOU…


This power point can be found on the Title I website at:

www.title1.spps.org/presentations

Documents

September 23, 2013 Office of Funded Programs. Introductions Project REACH Fostering Connections Title I Adjourn September 23, 2013