Training Seminar for Principals of Schools Implementing the 2015-2016 Title I Schoolwide Program...

Training Seminar for Principals of Training Seminar for Principals of Schools Implementing the Schools Implementing the 2015-2016 Title I Schoolwide Program2015-2016 Title I Schoolwide Program

Summer 2015Summer 2015

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Welcome and Introductions

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Dr. Magaly C. Abrahante

Assistant Superintendent Division of Early Childhood, Exceptional Student Education, and Title I Programs

Title I Schoolwide Guidelines and Program Procedures

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Mr. Edgardo L. Reyes

Administrative DirectorTitle I Administration and Federal/State Fiscal Operations

Title I Schoolwide Guidelines and Program Procedures

Training Modules Title I Program Guidance Parent and Family InvolvementFiscal Responsibilities Property ManagementSchool-Level Compliance and Accountability Audits

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Title I Program GuidanceProgram Overview and GoalsTitle I – Improving the Academic Achievement of the Disadvantaged

Provides Local Educational Agencies (LEA) with resources that help children gain a high-quality education and the skills to master the Florida StandardsProvides additional resources to schools with economically disadvantaged studentsThese resources provide additional teachers, professional development, extra time for teaching, parental involvement activities, and other activities designed to raise student achievement

Two Models are used in Title I Schools to provide services:Schoolwide reform models provide all students with access to servicesTargeted assistance models provide services to select students in Title I schools

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Title I Program Guidance (Contd.)

No Child Left Behind Act of 2001 (NCLB)Section 1114 Schoolwide ProgramSection 1115 Targeted Assistance SchoolsSection 1116 Assessment and School ImprovementSection 1117 Assistance for School Support and ImprovementSection 1118 Parental InvolvementSection 1119 Qualification for Teachers and Paraprofessionals

Consultation and Complaint ProceduresParent Advisory CouncilsComplaint Procedures

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Title I Administration

Name Title Email Address Telephone Number

 Mr. Edgardo Reyes 

 Administrative Director, Title I Administration, and Federal/State Fiscal Operations

 ELReyes@dadeschools.net

 (305) 995-7681

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Parent and Family Involvement

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Ms. Bernadette Montgomery

District DirectorTitle I Administration

Parent and Family Involvement

Section 1118 Parental Involvement

In General - School districts may receive funds under Section 1118 - Parental Involvement, if the School district:

Implements programs, activities and procedures for the involvement of parents

Develops a written Parental Involvement Policy jointly with, agree on, and distribute to parents, which establishes expectation for parental involvement

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Parent and Family Involvement (Contd.)

The Written Policy Shall Describe how the District will:

Involve parents in the joint development of the plan Provide the coordination, technical assistance, and other support

necessary to assist schools Build the schools’ and parents’ capacity for strong parental

involvement Coordinate and integrate parental involvement strategies with

Parental involvement strategies under other programs Conduct an annual evaluation of the schools served with the

involvement of parents Involve parents in the activities of the schools served

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Parent and Family Involvement (Contd.)

Reservations

In General – Each school district shall reserve a minimum of 1% of its allocation for parental involvement

Parental Input – Parents of children receiving services under section 1118, shall be involved in the decisions regarding how the funds are allocated

Distribution of Funds – Not less than 95% of the funds reserved for parental involvement shall be distributed to schools for parental involvement activities

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Parent and Family Involvement (Contd.) School Parental Involvement PolicyGeneral GuidelinesSpecial RuleAmendment

Policy RequirementsConvene an annual meetingOffer a flexible number of meetingsInvolve parents in an organized, ongoing, and timely wayProvide timely information to parentsDescription and explanation of the curriculum used at the schoolInformation on the forms of academic assessment used to measure student progressInformation regarding the proficiency levels students are expected to meet

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Parent and Family Involvement (Contd.) Shared Responsibilities for High Student Academic Achievement

School-Parent CompactDevelop jointly with parents of all children servedOutline how parents, the entire school staff and students will share responsibility for improved student academic achievementDescribe how the school and parents will build and develop a partnership to help students achieve the State’s high standards Describe the school’s responsibility to provide high-quality curriculum and instruction

Build Capacity for Involvement Schedule regular meetings with parents to formulate suggestions and participation in the decision making about the education of their childrenProvide information regarding the professional qualifications of the teachers and the students’ level of achievement on the State Academic Assessments

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Parent and Family Involvement (Contd.)

Title I Annual MeetingA Major Requirement of the NCLB Act

Planning and Hosting Title I Annual Meeting Utilize the Florida Department of Education Title I Annual Meeting MaterialsInvite Parents/Guardians of all students enrolled at the school Maintain records of the meeting on file for a minimum of five yearsInform parents of other opportunities to provide inputReview the District’s Parental Involvement Plan and the School’s Parental Involvement PlanFacilitate parents’ opportunities to provide input about all aspects of the operation of the school

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Parent Advisory Council (PAC)The PACs are made up of parent representatives elected by each Title I SchoolEncourage staff and parent participation

Roles and Responsibilities of Parent RepresentativesAttend all Title I Regional Center PAC MeetingsAttend all Title I District Advisory Council (DAC) MeetingsServe on DAC and PAC CommitteesAssist in planning workshops and professional development activities for DAC/PAC members and other parents Attend and participate in Title I activities If elected as an officer, attend DAC Executive Board Meetings

Parent and Family Involvement (Contd.)

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Parent and Family Involvement (Contd.)

District Advisory Council (DAC)The DAC is made up of elected representatives from each Region Center Parent Advisory Council (PAC)Encourage staff and parent participation

Requirements for ImplementationOfficers are elected from among school PAC RepresentativesCommunity Involvement Specialist should attend all DAC MeetingsDAC attendance records are maintained by Title I AdministrationEach DAC Meeting is concluded with the presentation of attendance awards to schools with the largest number of participants PAC/DAC representatives attend local, state and national conferences, workshops and seminarsReview SIP, District Applications and participate in parent and community engagement activities

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Parents’ Reception Area and School-Site Parent Resource Centers (PRC)Program DescriptionRequirements for ImplementationRecommended Documents and MaterialsLocations

Parent and Family Involvement (Contd.)

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Program DescriptionDesigned to help parents become more involved in their children's education

Requirements for Implementation The Parental Involvement Program must be staffed by at least one half-day CIS

CIS Job DescriptionJob Code: 4005 and 4039

CIS Responsibilities Please refer to Job Description

Community Involvement Specialist (CIS)

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Challenging Higher Education for Students in our Schools (CHESS)

Program DescriptionThe mission of the Title I CHESS Program is to create well-rounded, lifelong learners

Program Design The Title I CHESS Program is designed for students in schools implementing the Title I Program

Program Structured Services

Program Special Features

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Title I Administration Parent and Family Involvement Contact

Name Title Email Address Telephone Number

 Ms. Bernadette Montgomery 

 District Director, Community Services

 bmontgomery@dadeschools.net

 (305) 995-3075

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Title I Fiscal Responsibilities

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Ms. Ana M. Rodriguez

Executive DirectorTitle I Administration

Title I Schoolwide BudgetTitle I funds are used to Supplement the School's Academic Offerings

Staffing Related ExpendituresEvery year Title I opens new program numbers and simultaneously closes the previous year's numbers. Position structures are automatically updated and will appear in the Position Control List under the new program number2015-2016 Schoolwide Program Number: 39150000 Final payroll for personnel to be charged to the 2015-2016 Title I Schoolwide Program will be from June 3, 2016 through June 16, 2016

Title I Fiscal Responsibilities

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Non-Salary Related Expenditures Title I funds are used to supplement the school's academic offeringsAll shopping carts for non-salary items, which originate at the school level must be prepared and submitted in accordance with the following:

Invoices are mathematically correct and reconciled Purchases are charged to the proper funding structure All equipment is properly labeled as Title I property Contracts follow guidelines outlined in Title I Handbook for professional

services Purchases must follow guidelines established by Procurement

Management and School Board Policy Credit Card (P-Card) Transactions backup documentation: List of

material purchased and justification, Purchase Authorization Form, FM-5707, Credit card statement, Monthly Reconciliation Work Sheet , FM-5828, and Copy of the vendor invoice

Title I Fiscal Responsibilities (Contd.)

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Non-Salary Related Expenditures (Contd.) All shopping carts and P-Card Transactions under Program 39150000, for commitment items 551000 through 569200 must be entered by Friday, February 12, 2016 no later than 4:30 p.m. No shopping carts for these objects will be honored after this deadline, including S & D and credit card orders

Parental Involvement Related ExpendituresFunding must be allocated to fund parental involvement activitiesParental Involvement funding can be checked on the Grants Availability Report for the schoolCopies of documentation demonstrating use of parental involvement funding are to be maintained for audit purposes

Title I Fiscal Responsibilities (Contd.)

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Review of Property Inventory Records Matching Title I Program Numbers and Dates

Schools must identify any Capitalized ($1,000 and over) and Non-Capitalized (under $1,000) property purchased with Title I funds

Inventory of both Capitalized and Non-Capitalized property purchased with Title I funds must be maintained at the school for a minimum of five years

Property Procedures Documentation (Refer to 2015-2016 Title I Handbook)

Disposal of Title I Property - Title I Administration Property Disposal Form (FM-6587) and Outgoing Controlled Equipment Form (FM-1670) Green Form (Not available online)

Off-campus Use of Title I Property - Approval of Off-Site Use of School Board Property (FM-2380)

Transferring of Title I Property - Outgoing Controlled Equipment Form (FM-1670) Green Form (Not available online)

Vandalism of Title I Property - Plant Security Report (FM-0366)

Property Management

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Important Title I Deadlines for the 2015-2016 School Year

Friday, February 12, 2016All shopping carts and P-Card Transactions

Friday, May 13, 2016All In-County and Out-of-County Travel All Shopping Carts and Funds Reservations for Field Trips    

Friday, May 27, 2016 School locations with negative balance(s) in the structures for textbooks, hourly, overtime, substitute, and stipends must take appropriate action(s) (transfer of funds within program) in order to avoid a possible audit finding       

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Important Title I Deadlines for the 2015-2016 School Year (Contd.)

Thursday, June 9, 2016All Open Purchase Orders (PO’s) are to be closed by completing the online receipt of the goods or services, and invoices bearing “Receipt of Goods” stamp sent to the Accounts Payable Department   

Thursday, June 9, 2016All hourly personnel paid with Title I funds will be able to work in 2015-2016 through this date Final hourly payroll and any pending payroll correction must be entered    

Friday, June 17, 2016 All Budget Transfers requests must be submitted to the Financial Business Operations Region Director for approval

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Title I Administration Finance Unit Contact

Name Title Email Address Telephone Number

 Ms. Ana M. Rodriguez Executive 

Director, Title I 

 243777@dadeschools.net 

 (305) 995-1525

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Title I School-Level Compliance and Accountability

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Mr. Pedro Arteaga

Executive DirectorTitle I Administration

Title I School-Level Compliance and Accountability Collaboration Site

https://collaborationportal.dadeschools.net/departments/9102/default.aspx

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School-Level ComplianceReference Document

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Curriculum and Instruction

Budget & Expenditures

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Property

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Professional Development

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Educational Excellence School Advisory Committee (EESAC)

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Parental Involvement

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Community Involvement Specialists (CIS)

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Title I Administration School-Level Compliance and Accountability Contact

Name Title Email Address Telephone Number

 Mr. Pedro Arteaga

 Executive Director, Title I

 parteaga@dadeschools.net

 (305) 995-1714

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Title I Program – Schoolsite Audits

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Maria T. (Maite) Gonzalez,Assistant Chief Auditor - School Audits

Office of Management and Compliance Audits

Title I Program expenditures and procedures audited as a component of the annual school audit

While school audits are conducted annually at all schools, Title I Program audits are conducted at selected schools

Audit period – most recently closed fiscal year; however, auditor may also review current-year transactions

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Title I Program – Audit Process

Title I Administration Handbookhttp://ehandbooks.dadeschools.net/policies/135.pdf

Manual of Property Control Procedureshttp://ehandbooks.dadeschools.net/policies/133.pdf

Purchasing Credit Card Program Policies & Procedures Manualhttp://ehandbooks.dadeschools.net/policies/72.pdf

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Related Manual and Guidelines

Payroll Processing Procedures Manualhttp://ehandbooks.dadeschools.net/policies/64.pdf

School Board Bylaws & Policies- Program 2111 (Parental Involvement-A Home-School-District Partnership) http://www.neola.com/miamidade-fl/

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Related Manual and Guidelines (contd.)

Title I Budget Allocation

Payroll-Related Expenditures

Non-Payroll Related Expenditures

Title I Property

Parental and Community Involvement

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Title I Program Areas Subject to Audit

Expenditures exceeding budgeted amounts

Significant remaining account balances at year-end

Transfers not made as needed or incorrect

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Potential Findings - Budget

Hourly salary expenditures exceeding budgeted amounts

School unable to provide documentation to support work performed related to Title I funded activities

Salary expenditures not directly associated with the program

Substitutes charged to Title I to cover Title I and non-Title I teachers reported out on personal, sick or leave without pay

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Potential Findings - Payroll

Expenditure-related documentation not available or incomplete

Questionable purchases under Title I Program guidelines

Inappropriate purchases made with P-Card

Contract guidelines and proper approval for professional services not followed

Vendor refunds for overpayments associated with field trip expenditures paid with Title I program funds not returned to the District

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Potential Findings – Non-Payroll

Title I equipment not identified with Title I labels

Equipment purchased with Title I funds used for

administrative purposes

Equipment disposed of without prior written approval from the Title I Administration Office

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Potential Findings – Property

Community Involvement Specialist (CIS) records incomplete, missing, significantly disorganized or with many errors/omissions

CIS duties questionable or not related to Title I job responsibilities/program

Parent Resource Center not maintained or unavailable to parents

Contact Title I Administration Office- Mr. Ramon Sanchez at (305) 273-8230 regarding CIS training

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Potential Findings – Parental & Community Involvement

Discuss related manuals and procedures with school site staff regarding the use of Title I funds

Oversee payroll to ensure that assignments of Title I personnel are appropriate

Ensure that responsible staff maintains complete files with documentation of expenditures charged to Title I accounts

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Schoolsite Monitoring Strategies

Monitor Title I Program accounts periodically and make adjustments as needed and as allowed

Ensure that equipment purchased with Title I funds is properly controlled and identified; and ensure that proper approvals are received before its disposal and filed with Title I documentation

Meet periodically with CIS to ensure that parental involvement activities are being properly conducted and documented

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Schoolsite Monitoring Strategies (contd.)

Office of Management & Compliance Audits

Name Title Email Address Telephone Number

 Ms. Maria T. (Maite) Gonzalez

 Assistant Chief Auditor-School Audits

 MTGonzalez@dadeschools.net

 (305) 995-1318

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Title I Administration Faithful adherence to federal, state and local policies and

procedures regarding the Title I Program is expected of all schools that receive Title I funding

Title I Administration should be contacted whenever guidance and/or direction is needed regarding the Title I Program

General Title I questions should be referred to (305) 995-1253

Best wishes for a successful 2015-2016 school year

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