division of program management. program management updates

DIVISION OF PROGRAM MANAGEMENT

PROGRAM MANAGEMENT

UPDATES

• Educational Interpreter– Reimbursement

• Letter mailed 3-21-2012• State Funds – 5-12-2012 (Funds have been reallocated)• Federal Funds – 6-11-2012• Funds not drawn will be reallocated

– Top Issues• Non-submission of resignation form• Current license and registration not submitted

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• Positive Behavior Specialist– Reimbursement

• February 10, 2012• March 12, 2012• Funds not drawn have been reallocated

– New Form• Directions for completing the form are attached• Old form will not be accepted• Intent Not to Utilize Form did not change

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• Extended School Year– Due April 27, 2012– Amendments – August 31, 2012– Request for Reimbursement

•September 28, 2012 (50%)

•December 14, 2012 (Final Due Date)

– Top Issues •Names do not match licenses

•Licenses expire before program begins or ends

Top IssuesJune 2012 Office of Instructional Enhancement and Internal

Operations/Office of Special Education 5

• Maintenance of Effort (MOE)– 95 districts did not meet MOE– Letters mailed on April 16, 2012– Justification due May 11, 2012

•Personnel first

•Compare Personnel snapshots

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UPCOMING

CHANGES

• Project Applications– Changes

• District-wide Assessment Assurance • Two-column Budget Page• Private School Participation Budget Page• Affirmation of Consultation Form• Identification of Personnel

– MAEP Personnel– Positive Behavior Specialists– Educational Interpreters – Indicate number of days of the Contract

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• Project Applications– Changes & Reminders

• Student Travel– Indicate purpose of the travel– Indicate what is being paid

• Professional Development– Indicate the provider of the training (i.e. consultant,

District staff) – Give examples of the training– State how providers of the training will be paid– Indicate who the registration, travel and subsistence

expenses are for

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• Project Applications– Changes & Reminders

• Contractual Services– Should be specific to student assessment and services– Must be in accordance with Senate Bill 2554

(Mississippi Accountability and Transparency Act)– RFPs and contracts are required to be in accordance

with SB 2554

• Other– May need multiple line item entries (i.e. 22.1, 22.2)

June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 10

• Budget Narrative Reminders

– Must be descriptive– Must be an allowable cost– Must have prior approval from MDE if out of

the ordinary

June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 11

• Project Applications– Share Point

• FY 13 Project Application– Self-Assessments– Signature Pages– Application– Parental Involvement and Copies of Notification– Assurances and Board Minutes– Amendments

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ISSUES &

FINDINGS

• Project Applications– Top 10 Issues1.Application

• Entire application not uploaded after corrections

• Failure to delete previous copies• Not Stamped “Board Approved”• Failure to upload in the designated folder

2.Budget Narrative• Not in alignment with Budget Request Page

• CEIS narrative not included (Should NOT be separate)

• Salaries not equal to district time percentage

• Narrative does not clearly define use of funds

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• Top 10 Issues3. Budget Request Page• Allocated amount plus carryover not equal to Cover Page

• Not in alignment with narrative

• Carryover amount not allocated

4. Equipment List• Locations, cost and quantities different from narrative

• Items in narrative not listed or vice versa

• Unallowable cost (i.e. computers for principals; network system)

5. Private School Participation Form• Allocation not based on total number

• Failure to indicate total number of students enrolled

• Incorrect Calculations

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• Top 10 Issues

6. Parental Involvement Form• Failure to complete all sections

• Failure to upload supporting documentation

• Failure to upload the form

7. CEIS• Failure to identify the targeted group of students

and how selected

• Narrative not in alignment with CEIS Budget Request Page

• Failure to allocate required amount

• Narrative does not clearly define use of funds

• Unallowable costs

June 2012 Office of Instructional Enhancement and Internal

Operations/Office of Special Education 16

• Top 10 Issues

8. Certification for IDEA Part B and Preschool Form

• Failure to use new form

• Failure to complete all applicable sections

9. Failure to Notify MDE when application has been uploaded

10.Failure to mail original signature pages

June 2012 Office of Instructional Enhancement and Internal Operations/Office of Special Education 17

• Fiscal Audits– Top Ten Findings

1. Time sheets/Semi-Annual Certification forms not available and/or not signed by employee and/or supervisor

2. Equipment not on the Asset List

3. Equipment not tagged and funding source not indicated

4. Purchasing of equipment not approved or deleted from project application

5. Invalid or no contracts for contractual services

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• Top 10 Findings

6. Asset Listing does not indicate description of item, serial number or location

7. Equipment not properly hand receipted

8. Equipment not being used for its intended purpose

9. Unauthorized use of IDEA funds

10. Equipment purchased with IDEA funds used in general education classrooms

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TIMELINES

• June 2012– Educational Interpreter

• June 6 Last day to draw Federal Funds

• July 2012– Project Application

• July 30 (Tentative)

• August 2012– Extended School Year

• August 31 – Last day to submit amendments

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• September 2012– Positive Behavior Specialist Application

• September 14

– Educational Interpreter Application• September 14

– Request for ESY Reimbursement• September 28

– Expenditure Report• September 28

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• December 2012– Request for ESY Reimbursement

• December 14 – Final day to submit

• January 2013– Determination of ESY Begins

• January 15

• February 2013– PBS Request for Reimbursement

• February 12, 2013

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STAFF

• Mary Bobbitt– Project Applications

– Project Amendments

– Maintenance of Effort

• Janika Cheers– Positive Behavior Specialist

– Educational Interpreters

– Child Find

• Roscoe Jones– Extended School Year

– 504 Teacher Units

– University-Based Teacher Unit

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