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2016- Program and Budget Handbook
“Building Academic Excellence Through Coherence,
Collaboration, High Expectations and Accountability”
Vivian Ekchian, Local District Superintendent
Local District Northwest
Supplement vs. Supplant
Instructional tool to assist in developing your instructional
program for 2016-17
A-1
Purpose of Title I
Based on prioritized needs, Title I funds must address needs of low-
achieving students and at-risk not meeting grade-level standards
A-3
Budget Process
Monitor the implementation
of the SPSA
Page
Develop measurable
objectives and identify
strategies/actions/tasks in the
SPSA Goal Pages
Conduct comprehensive
needs assessment, including
data analysis/SPSA
Evaluation
Develop budgets based upon
prioritized expenditures that support
the strategies/actions tasks described
in the SPSA Goal Page Column
Identify expenditures in the
budget related columns and
ensure alignment with the
strategies/actions tasks
described in the SPSA Goal
Cycle of
Continuous
Development
A-11
Budget Guidelines and Changes
• Administrator X Time - Can now be budgeted during
budget development but it is part of 10% indirect.
• X-Time - Schools may now budget “X” Time beyond 9
days during budget development. The requirement will
be that schools will have to specifically describe in the
SPSA what the person will be doing and include dates
and times. If unsure of activities and/or timelines,
schools cannot budget X-time.
• Pending Distribution: Provide a detailed narrative
describing the intended use of funds (if known) in
SPSA.
• General Supplies, Technology - restricted item in
Title I. These items cannot be budgeted during budget
development; Place in Pending Distribution
• Maximum of 10% - Title I allocation can be spent on
items identified as indirect services to students.
A-17 to A-26
Budget Guidelines and Changes
• New Other Books - Title Schools can now purchase
reference books (dictionaries, encyclopedia sets) for
the school library
• Supplemental Instructional Materials - A reasonable
amount of a school’s allocation can now be 2016-2017.
The specific item(s) or supplemental program must be
described in the SPSA.
• Other Non-Instructional Contracted Services -
When reconciling the Ghost Card, the funding must be
split into two separate lines with no more than half of
the total dollar amount being charged to Title I funds,
and the other half charged to any appropriate non-Title
I fund
• Contracted Instructional Services - These services
must incorporate the arts in supporting Tier II
intervention in English/language Arts and mathematics
for students not meeting grade-level standards.
A-17 to A-26
Budget Guidelines and Changes
• Certificated Out-Of-Classroom Personnel- No more
than two funding sources may be used to purchase any
out-of-classroom personnel position. For example, a
school may fund a Categorical Program Advisor using
Title I and the General Fund School Program (13027).
• Minimum Funding for CSR Teachers: The minimum
allowable when funding CSR teachers with Title I
resources is 0.2 FTE (1day). If funding more time than
0.2 FTE, additional time may be purchased in
increments of 0.2 FTE, i.e. 0.40, 0.60, 0.80, 1.0.
• Test Preparation Materials: Title I funds may not be
used to purchase test preparation materials.
• Non-Capitalized Equipment – Restricted item. Funds
should be placed in Pending and described in SPSA.
equipment purchases with a total final cost of or over
$500 (including tax, shipping and other ancillary
charges)
A-17 to A-26
Budget Guidelines and Changes
• First Time Purchase of Software License - initial
purchases of software licenses, use Commitment Item
# 430010, Supplemental Instructional Materials.
• Renewal of Software License - When budgeting for
renewal of software licenses use Software License
Maintenance (Commitment Item # 580020, Budget
Item # 50243)
• Admission Fees: Admission tickets for approved
academic field trips may be purchased by using
unrestricted funds or federal funds (Title I).
• CSR Teachers: Title I schools may purchase register-
carrying teachers to reduce class size for literacy,
mathematics, science, and social studies.
• Day to Day Substitute Benefited Absence: A
minimum of four (4) days of Day-to-Day Substitute
Benefited Absence (Budget Item # 10562) must be
budgeted to cover the benefited absence of register
carrying/class-size reduction (CSR) teachers
purchased from federal and QEIA programs A-17 to A-26
Budget Guidelines and Changes
• Intervention/Prevention Support Coordinator - This
position replaces the Intervention Support Coordinator.
• Multi-funded CPA and Differential - Multi-funded
Categorical Program Adviser positions and differentials
should be budgeted at the same percentage.
• EL/SEL Instructional Coach: This is a new position
created to address the needs of English Learners and
Standard English Learners
• Teacher Auxiliaries: Auxiliary for class size reduction
or intervention may be budgeted. The SPSA/SPSA
Modification page(s) description of the teacher auxiliary
must include the subject area to be taught and the
grade level
• Teacher Release Day: Schools will only be able to
purchase Teacher Release Day (Budget Item # 10377)
which replaces Day-to-Day Substitute and PD Teacher
Regular.
A-17 to A-26
Budget Guidelines and Changes
• Custodial Overtime /Relief and Clerical - are no
longer allowed expenditures in the Title I Program
(7S046, 70S46, 7E046). Schools may still budget
Clerical Relief/X-Time in Title I (7S046, 70S46, 7E046).
• Custodial Supplies- Is a restricted item and can only
be purchased for a Title I funded Intervention Program.
The allocation is $1 per student per Title I Intervention
session.
A-17 to A-26
Budget At A Glance
Budget At A Glance Excel Now Available: http://achieve.lausd.net/Page/9580
A-27 to A-28
SPSA and Budget Development
SPSA & TSP Submission Matrix
SPSA TSP Title III
SPSA
LCAP(Kept at school)
Title I schools X X
Title III schools only X X
Title III schools only (opt out
or receive a Title III Coach in
lieu of funds)
X
Affiliated Charters (Title I) X X
Affiliated Charters (Title III
only)
X X
Affiliated Charters (opt out or
receive a Title III Coach in lieu
of funds)
X
Monitor the implementation
of the SPSA
PageDevelop measurable
objectives and identify
strategies/actions/tasks in the
SPSA Goal Pages
Conduct comprehensive
needs assessment, including
data analysis/SPSA
Evaluation
Develop budgets based upon
prioritized expenditures that support
the strategies/actions tasks described
in the SPSA Goal Page Column
Identify expenditures in the
budget related columns and
ensure alignment with the
strategies/actions tasks
described in the SPSA Goal
Cycle of
Continuous
Development
Allocation
SPSA Preliminary Submission
Teacher
Release Day
Instructional
Coach
Instructional
Coach X
Time
Staff
Training Rate
Teacher X
time
Grounded on your
data, goals, and
actions and tasks,
prioritize
expenditures from
Categorical
Programs that can
support your plan.
Signature Page
Instrl Coach X Time
Teacher Release Day 2OTHS-L
Staff Training Rate 20OTHS-L
Teacher X Time
10,000
4,320
1
2
3
4
5
6
7 Tutor Teacher X Time
SPSA Preliminary Submission
Teacher
Release
Day
Instructional
Coach
Instructional
Coach X
Time
Staff
Training
Rate
Teacher X
time
10377 9,600 7S046
13454 109,245 7S046
10241 2,400 7S046
22269 5,000 7S046
10371 16,000 7S046
Based on the priorities and what the school is “buying,” make sure, those items have an
identified dollar amount and funding source. The amounts will be strategically
calculated/projected throughout the goal pages. Position amounts are only identified once.
SPSA Preliminary Submission
Instructional
Coach X
time
Populate the amounts as they pertain to the actions and tasks needed to achieve your
goal. Although some may be projections based on your overall plan, amounts cannot
exceed the budgeted amount per line item nor the total allocation for the program.
Position amounts can only be listed once.
There must be an alignment with the narrative of your
actions/tasks and the expenditure.
10241 1,920 7S046
Signature Page
2016-17 Budget Development
Principal Signature 03/29/16
7S046 XX X
SSC Signature 3/29/16 3/14/16
3/29/16
Principal 3/29/16
Approval
English Learner Programs
Budget Development
English Learner Program
March 2016
Funding to Serve English LearnersAll Schools receive TSP resources to meet LCAP EL Goals
Proportionality TSP 10183 Supplemental Title III 7S176
Schools that do not receive a Title III Coach
Will receive a 7S176 per pupil allocation
Schools with Title III Coach
No 7S176 per pupil allocation
LCAP EL goals
. Increase the number of
English Learners making
annual progress in learning
English and who reclassify
as Fluent English Proficient
Increase performance
in
basic skills assessment
demonstrating proficiency in
English to participate in
curriculum designed for
native English speakers
Decrease the number of
Long Term English
Learners
(LTEL)
Funding for EL Students :
28
Title III Funds pay for supplemental
services above and beyond Title I
and General Funds
Title I Funds pay for
supplemental services above and
beyond “General Funds”
All students are entitled and
MUST receive services
provided by “General Funds”
before supplemental services
can be considered
Title III Funds
The District receives Title III (Federal) funds to provide
direct services to ELs above and beyond the core program
requirements as outlined in the United States Code (USC)
and California Education Code (EC).
To design, implement, and monitor instruction for the
academic and linguistic achievement for ELs
Title III funded activities must be: (1) based on the identified
linguistic and academic needs of EL, (2) accurately and
explicitly documented in the SPSA/SPSA Update and (3)
must aligned with the Title III achievement accountabilities.
29
Title III Funds
Title III funds require the input from parents of
English Learners.
“The signature of the ELAC Chairperson on
the Single Plan Assurances page indicates
that the committee had the opportunity to
participate in the budget development
process and provide written recommendation
regarding the SPSA and EL Programs.”
30
2016 – 17 Program & Budget Handbook, Appendix A, pg. C-6.
Title III Expenditures
To meet the AMAO targets, schools must use their Title III
funds to provide direct services to ELs.
AMAOs2015-2016
LEA Targets
2016-2017
LEA Targets
AMAO 1: Percent of ELs making annual
progress in learning English (Advancement on
CELDT)
62% 63.5%
AMAO 2: Percent of ELs attaining English
proficiency on the CELDT (Overall CELDT score
of 4 or 5 with no sub-skill score below a 3).
Less than 5 yrs.
25.5%
5 yrs. or more
52.8%
Less than 5 yrs.
26.7%
5 yrs. or more
54.7%
AMAO 3: Percent of ELs meeting AYP targets
(includes RFEPs who have not scored
proficient/advanced on CST-ELA for 3 years)
Participation Rate
95%
ELA ?%
Math ?%
Participation Rate
95%
ELA ?%
Math ?%
31
Title III Priorities (7S176)
1. Professional Development for
designated/integrated ELD
2. Targeted Intervention Services
3. Parent Outreach and Training
322016– 17 Program & Budget Handbook, Appendix A, pgs. C-1 and C-2
Budget Process
SSC makes decision &
submits written decision
to ELAC
Share data with ELAC
ELAC submits written
recommendation to SSC
Analyze EL Student Data
Budget Worksheet with
necessary signatures is
submitted to Local District with
Justification and SPSA Page
Local District EL
Coordinator signs Budget
Worksheet and submits to
Fiscal Specialist for
processing
School submits the
SPSA and budgets to
the Local District for
Approval
Share data with ELAC.
ELAC makes
recommendation(s) to
SSC and Principal
Analyze EL Data to
determine EL’s needs.
Conduct “Needs
Assessment”
ELAC’s recommendation(s)
are shared with SSC. SSC
makes decision.
School develops the Single
Plan for Student Achievement
(SPSA) and aligns Title III
budget items.
Budget
Development
Process
ELAC
Recommendation
Form
34
• Needs
Assessment
• SPSA
• Budget
Development
This form will show
reviewers/auditors that
ELAC was part of :
“Needs Assessment,
SPSA and Budget
Development Process.”
2016 – 2017 Budget at a Glance
35
2016 – 17 Program & Budget Handbook, pgs. A-(27 - 28)
2016 – 2017 Budget at a Glance
(Indirect Services)
36
Title III does
not allow for
Indirect
Services
expenditures
2016 – 17 Program & Budget Handbook, pgs. A-(27 - 28)
7S176 Estimated Rate Sheet has additional allowable expenditures
37
SIMs and General Supplies are not allowable
expenditures under Title III (7S176)
Supplemental Instructional Materials (SIM)
and General Supplies
Title III Updates
Certificated Training Rate is to pay a regular status teacher who attends a non-mandatedMaster Plan-related training outside the basic assignment.
PD Teacher X Time is to pay a regular status teacher who attends a mandated Title III allowable Master Plan-related training outside of the basic assignment.
Teacher Release Day is to pay a regular status teacher who attends a Master Plan-related training/planning/data analysis/classroom observation during the basic assignment with Title III funds.
Title III Updates
Parent Training Allowance is not allowable in
Title III (7S176).
Schools will bring to their scheduled
Budget Development appointment
completed 2016-2017 SPSA
signed School Budget Signature Forms
(7S046, 70S46, 7E046, and 7S176).
39
Assurances and Justifications
Assurances and Justifications will not be
required for Title I and Title III
Schools will bring to their scheduled
Budget Development appointment
completed 2016-2017 SPSA
signed School Budget Signature Forms
(7S046, 70S46, 7E046, and 7S176).
Assurances and Justifications
Assurances and Justifications will not be
required for Title III
41
Title III Updates
Teacher Release Day (Budget Item # 10377)
Will replace these two budget items
Day to Day Subs (Budget Item # 10559) – closed
PD Teacher Regular (Budget Item # 10370) – closed
Budget Items Requiring Approval
Contracted Instructional Services
CPA X Time, Tutoring*
Instructional Coach X Time, Tutoring*
Title III Coach X Time, Tutoring*
Title III Coach X Time
Travel/Conference Attendance
*Tutoring must be provided on Saturdays43
Pre-Approval Process
To budget restricted budget items with Title III funds, MMED pre-
approval is needed. The following needs to be submitted:
Completed request for Approval of Restricted Services Form
Copy of the manual Budget Adjustment Request
Provide a copy of the applicable SPSA page (from the EL programs
section of the SPSA)
ELAC Minutes that address the item requested
The above documentation needs to be submitted to the EL
Programs Compliance Coordinator for review. If the
documentation meets EL program requirements, he/she will
forward it to MMED for final approval.
Funds for the requested service are to be placed in Pending
Distribution until final approval.
2016 – 17 Program & Budget Handbook, Appendix A, pgs. C-3 and C-4
45
Completing the
“School Budget Signature Form”
46
Principal’s Signature and
Date (after ELAC and
on/after SSC)
SSC Chairperson’s
Signature and Date
To be compliant, the ELAC “Recommendation” Date MUST
be prior to or the same date as the SSC Chairperson’s and
Principal’s date
(If no ELAC write N/A, less than 21 ELs or Delegation of
Authority
2016 – 2017 Budget Development
Insert UTLA page
47
Mr. Wonderful 03-04-16
Targeted Student
Population(TSP) Plans
The school’s Director will be the only required
signature on the Budget Signature Form
(does not need to be reviewed by the LD Title I
Coordinator or the LD EL Programs/Compliance
Coordinator).
(Applicable program codes 10183, 10400,
10397, 10405)
SPSA/Budget Development Process
49
Title I/EL Programs-Compliance/PACE staff
will read the SPSA for allowability and
alignment of expenditures
Director will read the SPSA and TSP Plan for
quality of the instructional program
EIA-LEP Carryover
7V883 – ELD standards implementation
Professional Development
7T053 – Intervention for ELs having scored at
the Intermediate level for 3+ years
These funds must be spent by 6/30/16
Questions?
Parental Involvement
Budget Development 7E046
2016-17 School Year
Objectives
• Explore Appendix B of Program and Budget Handbook
• Explore Budget Development best practices
The Cycle of Continuous Development
Conduct a comprehensive needs assessment, including
data analysis and SPSA Evaluation
Develop goals and identify strategies, actions, and tasks
in the SPSA Goal Matrix
Develop a budget based upon prioritized expenditures that
support the strategies, actions, and tasks described in
the SPSA Goal Matrix
Monitor the implementation of the SPSA
Please remember that the budget is
developed to support the
strategies outlined in the SPSA
Main Points To Consider For Budget Planning
Main Points: Ensure that recommendations are
made by the English Learner Advisory Committee.
Title I funds are used to strengthen parent capacity.
Funds allocated for parent activities may not be used for other purposes.
The school planning sheet for parent involvement activities is developed with parent recommendations.
Categorical funds are to supplement, not supplant, educational services for parents.
A differential may be provided to a register-carrying teacher only for the purposes of coordinating schoolwide parent engagement.
Budget Planning Sheet (7E046)
Budget Planning Sheet
2016-2017
Mileage rate for 2016 is 54 cents per business miles driven.
A differential may be provided to a register-carrying teacher only for purposes of coordinating parent
engagement activities.
Parent Conference Attendance is only allowable within 45 miles from the
address of the school.
X Time must support parent involvement and must occur outside of
regular work hours.
This is for short-time (less than 6 months) assignments.
This is a payment to persons working on special projects that are non-repetitive on a
temporary basis and that are customarily not performed by a classified or certificated
employee in the scope of his duty. The person must be a current or retired
employee of the District.
7E046 Items
• Classified position with benefits. • 6 hours per day.• Different total cost based on bilingual
(Armenian, Korean, Spanish).$45,529.
• Classified position with benefits. • 8 hours per day.
$61,637.
• Unclassified position.• Assignments limited to 720 hours per
year and may not work more than 8 hours per day.
7E046 Items
Translation equipment must be used to support parent engagement.
Computers and projectors can be budgeted. School must provide location and calendar of usage to support parent engagement. Costs must be below $500 per item including all shipping, tax and
additional charges.
Non-Capitalized Equipment is equipment costing $500 or more, up to
$4,999 with shipping, tax and all additional costs per item.
7E046 Items
Note: These are Pending Distribution items and may not be budgeted during Budget Development.
These contracts are with vendors providing instructional
programs/services for parents.
These contracts are with people who are experts in their fields and must be non-District employees, who cannot
perform the work of District employees, to provide services for a
school. Only the Procurement Services Division can contract with these people
for a school.
7E046 Items
Note: Custodial Overtime, Custodial X-Time, Custodial Relief and Clerical Overtime are no longer allowable.
7E046 Items
Supplemental Instructional
Material (SIM) is for parent activities ONLY; no office
supplies allowed
Reminders
Schedule a School Site Council meeting within the budget window prior to budget development appointment date.
The School Site Council has to approve the amended budget.
Emergency School Site Council meetings are not allowed; therefore, a 72 hour advance notice is required.
Budget Development Best Practices
Connect the needs of your school’s parents and community to the budget.
Use the Budget Planning Sheet from the Program and Budget Handbook for budget allocations.
Incorporate English Learner Advisory Council recommendations into budget planning.
Attend the Budget Planning Orientation Meeting held by Fiscal Services.
Seek clarifications from the Parent and Community Engagement Unit regarding 7E046 items.
Ensure an alignment between the comprehensive needs assessment, the specifics of the plan, and budget allocations.
School Site Council Minutes