title i program handbook€¦ · demographics family & community involvement. enrollment family...

L.I.S.D. – Title I Program Handbook 1

TITLE I PROGRAM HANDBOOK

Lubbock Independent School District


WHAT IS TITLE I .........................................................................................................................5 CAMPUS PLANNING Comprehensive Needs Assessment .......................................................................................7 Performance Objectives ........................................................................................................9 Ten Components ....................................................................................................................10 BUDGET INFORMATION Budget Information ................................................................................................................13 Title I Budget Planning .........................................................................................................14 Personnel/Payroll ..................................................................................................................16 Consultants ............................................................................................................................17 Supplies/Materials .................................................................................................................17 Travel ....................................................................................................................................18 Food Purchases/Refreshments ..............................................................................................20 Furniture, Equipment and Software Purchased, Fixed Assets ..............................................20 HUMAN RESOURCES Schedules ..............................................................................................................................23 Job Descriptions ....................................................................................................................23 Semi-Annual Certifications ..................................................................................................23 Principal Attestation...............................................................................................................23 Time and Effort ......................................................................................................................23 PARENT INVOLVEMENT Funding ..................................................................................................................................26 Required Parent Meetings ......................................................................................................26 Parent Notifications ..............................................................................................................27 Duties of Title I Contact for Parental Involvement ...............................................................28 APPENDIX ......................................................................................................................................31

A. Duty Verification Report-Substitute Sign-in Extra Duty Memo Template - per hour Extra Duty Memo Template - flat rate Extra Duty Monthly Timecard Recommendation Request Form – for temporary employees only

B. Contract Review & Routing Form LISD Contract Template W-9

C. In-District Travel Report Payment Authorization Out of State Travel Request Form

Employee/Student Sponsor Travel Arrangement Form LISD Official Mileage Guide

Travel Voucher

Table of Contents


D. ARA Food Order E. Furniture, Equipment and Software Purchased with Title Funds Form F. Schedule Template (by subject) Schedule Template (by day)

Periodic Certification Report G. Fall Verification Forms

Title I Fall Annual Meeting Verification Form Title I Annual Meeting Agenda Title I Annual Meeting Sign-In Sheet Goals Agenda Title I Parent Teacher GOALS Conference Log

Spring Verification Forms Title I Spring Verification Form

Parental Involvement Checklist Title I Parent Involvement Program Checklist

NOTE: This handbook will be revised as needed.

Ensure that appropriate campus personnel are familiar with the procedures outlined in this handbook.

Handbook can be found on the Title I web page.


…………Education is my calling because it was the answer to the question I asked myself as a child, “How do I make my

life better?”

What is Title I?


WHAT IS TITLE I

Title I is an entitlement grant that provides supplemental funding to assist schools with high concentrations of students from low-income families. The primary function is to close the achievement gap between groups of students by requiring greater accountability and offering increased flexibility and choice. Title I, Part A funds should supplement, not supplant. Title I, Part A funds should not be used to provide services that are required by: • State Law • State Board of Education Rule • Local Policy

SCHOOL SUPPORT SERVICES

Lubbock Independent School District 1628 19th, room 114 east Lubbock, TX 79401 Denise Mattson - Executive Director [email protected] Johnna Weatherbee - Coordinator Title I School Support 806-219-0454 [email protected] Beverly Finch - Coordinator College Readiness 806-219-0459 [email protected] Tammy Brewer – Secretary 806-219-0452 [email protected] Brenda Wells - Secretary 806-219-0450 [email protected] Fax: 806-766-6680

mailto:[email protected]






……..…………Providing opportunities for all students means creating a world in which ALL people have a chance to,

fulfill their dreams.

Campus Planning


COMPREHENSIVE NEEDS ASSESSMENT - CNA Each Title I campus is required to complete a Comprehensive Needs Assessment (CNA) each year. The purpose of a CNA is to examine multiple sources of data to identify the priority needs and direction for the school. This critical process is the prework to the development of the district and campus improvement plans and decisions regarding the justification for use of NCLB and other funds. Texas Education Code (TEC) Sections 11.252(a)(1-2) and 11.253 state that “the plan must include provisions for a comprehensive needs assessment addressing student performance on the student achievement indicators, and other appropriate measures of performance…Campus-level committees must assess the academic achievement for each student in the school using the student achievement indicator system.” No Child Left Behind (NCLB) – Public Law 107-110, Section 1114 (b) (1) (A) requires that a Title I schoolwide program include a comprehensive needs assessment of the entire school, including the needs of migrant students, based on information that includes how students are meeting the state’s challenging academic content and achievement standards.

1. Decide what you want to measure and report 2. Identify the current campus rating in that measure 3. Set your desired campus rating in that same measure 4. Determine what steps need to be taken to move from the current rating to the desired

rating.

These are the campus "needs" that can be used in the Campus Improvement Plan. Documentation for each meeting of the Comprehensive Needs Assessment teams must be kept by the campus and submitted when requested. Documentation You Must Keep:

• List of Campus Improvement Team/Committee (CIT) • List of people involved in Comprehensive Needs Assessment process, including

positions represented (Committee Members) • Meeting agendas, minutes, and sign in sheets for each committee • Copies of data considered (must be included or easily accessible) • Copy of Comprehensive Needs Assessment (Plan4Learning)

Helpful Hints:

• Make sure your CIT list includes the appropriate stakeholders (parents, etc.). • Update your CNA as necessary throughout the year. • The next page includes a list of possible data sources.

CAMPUS PLANNING


Possible Sources of Data for CNA

Demographics Family & Community Involvement Enrollment Family and Community Participation Attendance Parent Volunteer Information Ethnicity Parent Activity Evaluations and Feedback Gender Parent and Community Partnership Data Mobility/Stability Mobility/Stability Special Program Participation Parent Surveys At-Risk by Category Academic Data School Culture and Climate Achievement Surveys Benchmark Data Questionnaires Curriculum Assessment Data Focus Groups STAAR Classroom Walkthrough Data TELPAS Parent Conferences, Meetings, etc. MAP

ISIP School Context and Organization ITBS Master Schedule SAT/ACT/PSAT Results Support Structures: Mentor Teachers I Station Results Duty Rosters Special Ed. -non qualifying referrals Schedule for Counseling, Library, etc. Course/Class Grades School Map & Physical Environment TSI-College Readiness Communication: Formal and Informal EVAAS Achieve 3000 Curriculum, Instruction Edgunity Classroom Walkthrough Data Engagement Horizontal and Vertical Team Alignment Discipline Data Differentiated Strategies and Processes Attendance Data Special Program Schedules Drop Out Rate Promotion/Retention Rates Technology Enrichment Classroom Technology Needs Commended Performance Data Teacher Training Needs for Technology Other Fitnessgram Advanced Courses Advanced Courses Staff Recruitment and Retention Gifted and Talented Programs Staff Mobility/Stability Professional Development Data Other Recruitment and Retention Strategies ____________________________________ ___________________________________________ ___________________________________________ ____________________________________

CAMPUS PLANNING


PERFORMANCE OBJECTIVES - CAMPUS IMPROVEMENT PLAN (CIP) Schools operating as Title I, Part A Schoolwide campuses are also required to annually develop, or amend, a plan that incorporates federal ‘schoolwide’ planning requirements. The plans must clearly include the required components; describe how the school will use Title I, Part A resources to implement the components; and must include sufficient activities to address the needs of the intended beneficiaries of the federal program funds. Title I, Part A funds may be used only to support activities identified by the comprehensive needs assessment and described in the campus improvement plan. The CIP must clearly incorporate all ten components of a Schoolwide Program. The CIP must describe how the school will use Title I, Part A resources and other sources to implement the ten components. In Lubbock ISD schoolwide components are documented with the CIP through Plan 4Learning.

DID YOU KNOW?

Teacher quality is one of the most significant factors related to student achievement. In the U.S. 14 % of new teachers resign by the end of their first year, 33% leave within their first 3 years, and almost 50% leave by their 5th year.

– www.dosomething.org

CAMPUS PLANNING


TEN COMPONENTS OF A TITLE I, PART A PROGRAM 1. COMPREHENSIVE NEEDS ASSESSMENT - A comprehensive needs assessment of the entire school (including taking into account the needs of migratory children as defined in section 1309(2) that is based on information which includes the achievement of children in relation to the state academic content standards and the state student academic achievement standards described in section 1111(b)(1). 2. SCHOOLWIDE REFORM STRATEGIES - Provide opportunities for all children to meet the state’s proficient and advanced levels of student academic achievement described in section 1111(b)(1)(D). Use effective methods and instructional strategies that are based on scientifically-based research; include strategies to address the needs of all children in the school; address how the school will determine if such needs have been met; and are consistent with, and are designed to implement, the state and local improvement plans, if any. 3. INSTRUCTION BY HIGHLY QUALIFIED TEACHERS - Instruction by highly qualified teachers must be provided to all students. The ESEA requires that all teachers of core academic subjects and instructional paraprofessionals in a schoolwide program meet the qualifications required to be highly qualified. 4. HIGH-QUALITY AND ONGOING PROFESSIONAL DEVELOPMENT - In accordance with section 1119 and subsection (a)(4), high-quality and ongoing professional development for teachers, principals, and paraprofessionals and, if appropriate, pupil services personnel, parents, and other staff to enable all children in the school to meet the state’s student academic achievement standards. 5. STRATEGIES TO ATTRACT HIGH-QUALITY QUALIFIED TEACHERS TO HIGH-NEED SCHOOLS - A schoolwide plan must describe the strategies it will use to attract and retain highly qualified teachers. Students in these schools have a special need for excellent teachers. 6. STRATEGIES TO INCREASE PARENTAL INVOLVEMENT - Strategies to increase parental involvement in accordance with section 1118, such as family literary services. 7. ENSURE SMOOTH TRANSITION FOR STUDENTS - Plans for assisting preschool children in the transition from early childhood programs, such as Head Start, Even Start, Early Reading First, or a State-run preschool program, to local elementary school programs. 8. MEASURES TO INCLUDE TEACHERS IN DECISIONS REGARDING THE USE OF ACADEMIC ASSESSMENTS - Measures to include teachers in the decisions regarding the use of academic assessments described in section 1111(b)(3) in order to provide information on, and to improve, the achievement of individual students and the overall instructional program. 9. EFFECTIVE, TIMELY ADDITIONAL ASSISTANCE - Activities to ensure that students who experience difficulty mastering the proficient or advanced levels of academic achievement standards required by section 1111(b)(1) shall be provided with effective, timely additional assistance which shall include measures to ensure that students’ difficulties are identified on a timely basis and to provide sufficient information on which to base effective assistance. 10. COORDINATION AND INTEGRATION OF FEDERAL, STATE, AND LOCAL SERVICES AND PROGRAMS - including programs supported under this Act, violence prevention programs, nutrition programs, housing programs, Head Start, adult education, vocational and technical education, and job training. *Please visit www2.ed.gov/policy for more information

CAMPUS PLANNING


HOW TO ADDRESS THE 10 COMPONENTS IN THE CAMPUS PERFORMANCE OBJECTIVES

1. COMPREHENSIVE NEEDS ASSESSMENT - All data were reviewed for all students and student groups to identify areas of strength and areas of need in terms of student achievement, staff development, and parent involvement in relation to the state academic content standards and the state student academic achievement standards. PL 107-110 §1114(b)(1)(A) ; PL 107-110 §1115(d)(2)(A) 2. SCHOOLWIDE REFORM STRATEGIES - List at least four (4) campus-specific, schoolwide reform strategies that will provide opportunities for all students to meet the advanced and proficient levels of student achievement. Strategies are based on scientifically-based research to increase achievement for each sub-group on state tests. PL 107-110 §1114(b)(1)(B) ; PL 107-110 §1001(9) 3. INSTRUCTION BY HIGHLY QUALIFIED TEACHERS - State the campus’ strategies to ensure that 100 percent of your teachers and paraprofessionals are highly qualified in core academic subject areas. The ESEA requires that all teachers of core academic subjects and instructional paraprofessionals in a schoolwide program school meet the qualifications required by section 1119. PL 107-110 §1119 ; PL 107-110 §1119(b)(1)(A) 4. HIGH-QUALITY AND ONGOING PROFESSIONAL DEVELOPMENT - Explain the process to provide high-quality and ongoing professional development for teachers, paraprofessionals and other staff members. Professional development must include the goals and objectives of the schoolwide plan, and receive the sustained, high-quality professional development required to implement them. PL 107-110 §3115(c)(2)(D) ; PL 107-110§1114(b)(1)(D) 5. STRATEGIES TO ATTRACT AND RETAIN HIGH-QUALITY QUALIFIED TEACHERS TO HIGH NEED SCHOOLS - Describe strategies used to retain and attract highly qualified teachers. PL 107-110 §2113(c)(4) ; PL 107-110 §1114(b)(1)(E) 6. STRATEGIES TO INCREASE PARENTAL INVOLVEMENT - Identify at least four (4) strategies specific to your campus to increase parental involvement activities. PL 107-110 §1118 7. ENSURE SMOOTH TRANSITION FOR STUDENTS - Explain plans for assisting preschool children in the transition from early childhood programs to local elementary programs. (SECONDARY) Identify transition activities for students as they enter each level (intermediate, middle, high school) and as students exit special programs. PL 107-110 §1114(b)(1)(G); PL 107-110 §1115(c)(1)(D) Ten Components 8. MEASURES TO INCLUDE TEACHERS IN DECISIONS REGARDING THE USE OF ACADEMIC ASSESSMENTS - In addition to state performance data, describe measures to include teachers in making decisions about academic assessments in order to provide information on, and to improve, the achievement of individual students and the overall instructional program. PL 107-110 §1114(a)(1)(H) 9. EFFECTIVE, TIMELY ADDITIONAL ASSISTANCE - Address activities to identify and ensure effective, timely assistance for all students not meeting state standards. PL 107-110 §1115(b)(2)(B) ; PL 107-110 1114(b)(1)(I) 10. COORDINATION AND INTEGRATION OF FEDERAL, STATE AND LOCAL SERVICES PROGRAMS - State the strategies to coordinate programs/services/funds under NCLB to upgrade the entire educational program and increase student achievement while ensuring that the intent and purpose of each program has been met. PL 107-110 §1112(b)(1)(E) ; PL 107-110 §1114(b)(1)(J)

CAMPUS PLANNING


…………I Believe that our background and circumstances May have influenced who we are, but “we are responsible for

Who We Become”

Budget Information


IMPORTANT REMINDERS Campus allocated Title I, Part A funds must impact instruction for students during the current school year.

• Funds should not be used for purchases that will impact instruction for the following school year.

• All purchases should be directly tied to student activities in your campus improvement plan.

Using your Title funds appropriately (according to district, state and federal guidelines, policies, and laws) are of the utmost importance; therefore, accurate and timely budget planning is extremely important in facilitating the use of funds.

DEADLINES July 1st Funds available for the upcoming school year End of 1st 6 Weeks Schedules for grant funded personnel submitted to School Support

Services October 1st Signed and dated Job Descriptions submitted to School Support

Services December 15th Principal Attestation signed and filed with Human Resources End of 1st Semester Periodic Certification Report for 1st semester for grant funded staff

submitted to School Support Services Last Friday of April Last day to order from Title Funds with current year funding End of 2nd Semester Periodic Certification Report for 2nd semester for grant funded staff

submitted to School Support Services Last day of June Current funds no longer available

BUDGET INFORMATION


TITLE I BUDGET PLANNING

Campus Budget Planning Amounts with budget worksheets will be given to the campus in the spring semester. Based on a Campus’s Comprehensive Needs Assessment campus budgets will be completed and submitted to School Support Services for review and approval. Payroll accounts will be adjusted after board approval of salary schedule, and any shortage in estimated salary amounts will be deducted from campus supply accounts. The campus should review expenditures regularly. Budget change request should be sent to [email protected]. The TEA Financial Accounting System Resource Guide (FASRG) determines the account code structure for LISD.

BUDGET INFORMATION



Most Commonly Used Expenditure Object Codes 6100 - Payroll

• 6112 Substitutes/Sick Leave – Certified • 6125 Substitutes/Sick Leave – Classified • 6116 Extra Duty – Certified • 6121 Extra Duty – Classified • 6125 Temporary (hourly, part-time) Employees

6200 - Professional and Contracted Services

• 6219 Contracted Services for Professional (doctor, lawyer etc.) • 6291 Consultant Fees-such as staff development speaker • 6294 Student Transportation - TNM&O or other charter service • 6299 Miscellaneous Contracted Services

6300 - Supplies and Materials

• 6329 Library - Magazine Subscriptions • 6329.LI Library - Books • 6329.27 Library - Catalogued Audio Visual Furniture under $5,000*,

Technology Equipment under $5,000* • 6399 Other Equipment under $5,000*,

Software under $5,000* General Supplies, Print Shop Printing

6400 - Other Operating Costs

• 6411 Employee Travel (registration fees, hotels, airfare, meals, etc.) • 6412 Student and Sponsor Travel and Meals • 6494 Student Transportation – Durham • 6495 Dues • 6497 Fees • 6499 Other Miscellaneous Expenses

6600 - Capital Outlay

• 6635 Furniture over $5,000 • 6636 Technology equipment over $5,000 • 6639 Other equipment over $5,000

*items over $5,000 must have prior written approval from TEA

A child miseducated is a child lost.

- John F. Kennedy

BUDGET INFORMATION


PERSONNEL/PAYROLL

Campus administrators will determine the personnel on the campus that is paid with the campus’ allocation. All positions must be supplemental to local funding. These positions are funded with federal/grant monies and will close when funds are exhausted or the grant ends. School Support Services only approves the availability of funds not the position. This includes all positions including temporary positions. All new positions must follow LISD Human Resources’ Guidelines and Procedures. EXTRA-DUTY PAY Campus must have money allocated before extra duty pay can be paid from Title I funds. Contact the Director of Payroll before planning to pay classified staff for extra duty. Follow all district procedures concerning extra duty. Extra duty may be requested for compensation outside employee contracts. Timecards or sign-in sheets will be documentation of hours worked. A memo must be attached that includes the activity, hours, pay and account number to be charged. When paying by the hour, timecards with actual hours worked must be attached. Documentation should be readily available if requested to support extra duty compensation. Documentation should include but not be limited to: student rosters for after school tutoring, lesson plans for tutoring, etc. Immediate supervisor’s signature will verify compensation was related to grant activities. When using Title I funds the Extra Duty Memo and Timecards/sign-in sheet must be sent to School Support Services for signature and approval first. Extra duty memos must be received in School Support Services no later than the 5th of the month to be processed by the end of that month.

SUBSTITUTES Substitutes may be paid from Title I funds for the following reasons:

• Sick/personal leave for Title I funded positions • professional development activities attended by staff members

The campus will submit the Duty Verification form signed by the principal semi-monthly which verifies the substitutes who worked in place of grant funded personnel conducted grant funded activities in place of the grant funded personnel.

TEMPORARY/PART TIME EMPLOYEES Campus must have money allocated before temporary employees can be hired. Temporary/part time employees may not work more than 19 hours during a one week pay period. Campus will follow pay rate guidelines set by the district and will submit a Recommendation Request Form to Human Resources. Employees may not start working until they have been cleared and hired through HR.

BUDGET INFORMATION


APPENDIX A DUTY VERIFICATION REPORT/SUBSTITUTE SIGN IN

EXTRA DUTY MEMO TEMPLATE – per hour EXTRA DUTY MEMO TEMPLATE – flat rate

MONTHLY TIMECARD RECOMMENDATION REQUEST FORM – for temporary employees only

CONSULTANTS

Title I campuses wanting to pay a consultant from Title I funds must have a contract signed by the superintendent on file before the activity takes place and before payment can be processed. Campuses must follow district procedures for processing consultant agreements (contracts). For assistance with contracts contact the Purchasing/Contract Services Department. Contracts of $50,000 or greater, including agreements that reach and/or exceed $50,000 in a 12-month period, and annual renewals must be approved by the Board of Trustees. Example: If ABC Consulting is to do six (6) training sessions for the District, costing $10,000 each time, within the next 12 months, that would be a total of $60,000 in a 12 month period and would require Board approval. According to LISD Board Policy, only the superintendent or superintendent designee is permitted to sign contracts. Principals will not sign contracts. The campus will enter a blanket requisition after the contract is approved. Payment is made only after services have concluded. Upon receipt of invoice the campus will attach it to the Purchase Order and forward to Finance/Budget for payment. Copies of invoice and signed contract should be sent to School Support Services. Campuses are responsible to ensure payment of contracts.

APPENDIX B

CONTRACT REVIEW AND ROUTING FORM LISD CONTRACT TEMPLATE

W-9

SUPPLIES/MATERIALS

This section outlines general and specific requirements for purchasing materials and supplies and any other purchases to be paid for from Title I funds. Any expense charged to federal funds must follow federal cost guidelines. Supplies and Materials - Follow instructions for on–line requisitions as set by the Purchasing & Contract Services department. All supplies purchased with Title funds must be justified. Under the justification section on the requisition screen, include a brief statement of the purpose of the supplies being purchased. The justification is required only once per requisition (included ON the first item) if the items ordered are for the same purpose. A separate justification is needed for each purpose (example math and science materials ordered from the same company can not have a justification of “for the improvement of math skills”). The question to be answered in the

BUDGET INFORMATION


justification statement is how will this purchase help improve student achievement. Reference the performance objective the purchase is supporting.

Supply purchases of $25,000 or greater, from a vender may require board approval. Blanket Purchase Orders - Title I funds may be used for “limited” blanket purchase orders for “one time only” purchases.

Confirmation Purchase Orders - The use of confirmation requisitions for items already received to be paid with Title I funds are unallowable. Purchases from Title I funds require prior approval. *Reimbursements for out-of-pocket expenses and petty cash funds should be used for emergencies only. All purchases with grant monies require prior approval. Email Denise Mattson, Executive Director of School Support Services, for written pre-approval for reimbursement if the need arises. This approval should be attached to the Payment Authorization along with itemized receipts. Petty cash reimbursements are limited to $25.00 per grant guidelines. TRAVEL

EMPLOYEE TRAVEL Campuses should ensure funds are available before submitting travel paperwork. DEFINITIONS:

In-District Travel: All travel within the boundaries of Lubbock ISD

Out-of-District Travel: All other travel outside Lubbock ISD boundaries IN-DISTRICT TRAVEL Travel reports are a major source of documentation for auditors and should be submitted monthly. Mileage must be calculated using Google Maps, by entering each location’s address in the order they were visited. The employee should document the date, start and ending locations, people contacted, duties performed and number of miles. In-district forms should be sent to School Support for signature and they will forward them to the travel department. OUT-OF-DISTRICT Follow all district procedures concerning employee travel. Complete a payment authorization form to pay registration fees. Campuses are responsible for registration and registration fees for conferences. Forward payment authorization and travel arrangement form to School Support Services for signature and they will forward them to the travel department. Upon return from trip, employee will complete a travel voucher form; attach receipts for hotel, car, parking, shuttle, etc. and send to School Support Services for signature and they will forward them to the travel department. The travel department will arrange airfare, reserve hotel rooms and reserve car rental (if requested). Employees are highly discouraged from making their own arrangements. OUT-OF-STATE – Requires TEA written approval

BUDGET INFORMATION


All out of state travel requires prior approval from the Deputy Superintendent prior to making arrangements. Attach the approved Out of State Travel request form to the travel arrangement form along with a PA for registration and send to School Support Services for signature and they will forward them to the travel department. TRAVEL GUIDELINES In state travel:

• Actual Meal Costs - up to $36 per day ($7 breakfast, $9 lunch, $20 dinner based on departure and arrival times)

• Lodging - $85 per night (suggested rate) • Mileage - .57.5 cents per mile (as of 6-8-15)

Out of state travel: There are different rates for out of state meals and lodging. Please refer to the following website: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC Employee travel guidelines are available on the LISD’s travel web site.

EDUCATIONAL EXPERIENCES – Requires TEA written approval Educational experiences are allowable. An experience is defined as a co-curricular activity that is part of the Title I, Part A teacher’s instructional plan and is congruent with the instructional objectives needed by students attending a Title I, Part A School. A co-curricular activity extends the classroom instruction. This is an educational experience. These educational experiences are allowable if it is:

• Directly related to a teacher’s lesson, as part of classroom instruction, and • Necessary to meet the objectives of the program.

Detailed lesson plans must be submitted for approval prior to the experience.

STUDENT TRAVEL – Requires TEA written approval

All travel using title funds for students must be pre-approved by executive director of School Support Services before any arrangements are made. Follow all guidelines on LISD’s travel web site for procedures for student travel.

• 2015-2016 Student Travel Procedures.doc • Student-Sponsor Meal Signature Sheet. - 8-11-14docx.docx

Under no circumstances may Title I, Part A funds be used for educational experiences associated with the following: • Entertainment • Recreation • Social Events • Incentives

APPENDIX C IN-DISTRICT TRAVEL REPORT PAYMENT AUTHORIZATION

BUDGET INFORMATION

http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC

http://www.lubbockisd.org/files/_3aCe7_/198aedc60fb759583745a49013852ec4/2014-2015_Student_Travel_Procedures.doc

http://www.lubbockisd.org/files/_3LDWf_/2e24554fe56cd21a3745a49013852ec4/Student-Sponsor_Meal_Signature_Sheet._-_8-11-14docx.docx


OUT OF STATE TRAVEL REQUEST FORM

EMPLOYEE/STUDENT SPONSOR TRAVEL ARRANGEMENT FORM LISD OFFICIAL MILEAGE CHART

TRAVEL VOUCHER FOOD PURCHASES/REFRESHMENTS Campus must have money allocated before refreshments can be paid from Title I funds.

UNALLOWABLE

• Refreshments of any kind for staff meeting/staff training. • Refreshments or meals at an awards banquet/function. • Any food cost not necessary to accomplish the objectives of the grant program or

not reasonable in cost ALLOWABLE

• Parent Meetings and involvement activities only if the food is necessary to increase attendance and accomplish objectives of the grant. Full meals are not allowed.

• Snacks for students participating in extended day or after-school tutorials. Refreshments will be ordered via the requisitions system and must clearly state the purpose and date of the event. Only approved items may be purchased. When submitting a receipt for allowable refreshments, the Documentation for In-District Meals and Refreshments form must accompany the receipt. Only one time purchase orders will be allowed. Open purchase orders will not be allowed, ex: blanket purchase order to United Supermarkets for the entire year.

APPENDIX D DOCUMENTATION FOR REFRESHMENTS

FURNITURE, EQUIPMENT, SOFTWARE AND FIXED ASSETS

All furniture, equipment and software purchased with Title funds, regardless of cost, need to be labeled as purchased with Title funds. Silver Labels are available from School Support Services. Schools are required to maintain a separate fixed asset list of Title purchases. An updated list should be kept and will be sent to School Support yearly.

Any food cost will be minimal and the following guidelines will be STRICTLY followed. Any request for food will require very specific documentations including agendas and sign in sheets.

BUDGET INFORMATION


Items no longer used will not be removed from the list but will be marked accordingly. All furniture, equipment and software purchased with Title I funds that is no longer needed will need to be disposed of properly. Any item with a cost of $5,000 or more requires prior TEA approval.

APPENDIX E Furniture, Equipment and Software Purchased with Title Funds Form

Education is the most powerful weapon which you can use to change the world.

Nelson Mandela

BUDGET INFORMATION


………Attracting and retaining highly qualified teachers is important because one academic year can make a significant

difference in the life of a student.

Human Resources


SCHEDULE Employee schedules will be completed, signed and dated yearly. Schedules should be submitted to School Support by the end of the first six weeks. Schedules must represent the employee’s actual daily activities. If an employee’s schedule changes an updated schedule should be sent to School Support. JOB DESCRIPTIONS Job descriptions will be signed and dated yearly. School Support will send to each campus job descriptions for each employee paid with grant funds. These forms should be signed by the employee and principal and returned to School Support in a timely manner. PERIODIC CERTIFICATIONS Periodic Certifications are required for grant employees whose compensation is solely funded from grant funds. Certifications must;

• Employee periodic certifications must be signed and submitted at least twice a year. • These certifications must be after-the-fact and must cover in combination the entire year

worked. • Be signed and dated by an employee and/or supervisor having first-hand knowledge of

the work performed by the employee. Certification Periods

• July 1st, through December 31st of the current school year. • January 1st through June 30th of the current school year.

School Support will send to campuses, at the end of each semester, Semi-Annual Certifications that need to be signed for that certification period. Campuses are responsible to insure they are signed and returned to School Support in a timely manner.

PRINCIPAL ATTESTATION As required by the No Child Left Behind (NCLB) Act of 2001, Section 1119(i), principals of all Title I, Part A schools must annually attest in writing that their teachers in core academic subjects meet the NCLB definition of “highly qualified.” According to that definition, a highly qualified teacher must:

• Hold at least a bachelor’s degree; • Be fully certified in the State of Texas (or is enrolled in an alternative certification

program • accredited by the state); and • Demonstrate competency in the core academic subject area assigned to teach.

Core subject areas include English, reading/language arts, math, science, foreign languages, civics/government, economics, history, geography, and arts (i.e., music-including band and choir, art, theatre, and dance).

HUMAN RESOURCES


Human Resources department will complete the form and will contact the campus principals in early December to sign the attestation. Copies of the attestation are on file in Human Resources and School Support departments. TIME AND EFFORT REPORTING (T&E) The federal government mandates that any employee paid a salary charged directly to a combination of a grant program and other federal, state, or local fund source must maintain T&E documentation. This documentation must show how each split-funded employee spent his/her compensated time and must be recorded after the work has been completed. Therefore, T&E cannot be estimated or budgeted but must reflect time actually worked. In addition, the percentage of the employee’s salary charged to a grant program may not exceed the percentage of time the employee actually worked on the allowable activities for that program. Lubbock ISD is approved by TEA to use the alternative time and effort system.

• For employees who work a set schedule the only documentation needed is a signed and dated schedule at the end of each semester.

• Split-funded employees who are not working a set scheduled will be required to

document time and effort with an excel spreadsheet documenting time worked in fifteen minute intervals. The spreadsheet will be signed by the employee and principal/supervisor. The spreadsheet will be submitted to School Support at the end of each quarter. School Support will submit to the grant accountant information to charge each fund source based on the submitted time and effort reports.

APPENDIX F

SCHEDULE TEMPLATE (by subject) SCHEDULE TEMPLATE (by day)

PERIODIC CERTIFICATION REPORT

HUMAN RESOURCES

It is the mark of an educated mind to be able to entertain a thought

without accepting it. – Aristotle


………Parents are key to a child’s education because they are the first teachers. Working together is smarter and beneficial

for all.

Parent Involvement


FUNDING

The goal of Title I, Part A Parental Involvement is to actively involve parents of participating children in decisions regarding how Title I, Part A Program funds are used on the campus. For additional parental involvement resources and funding, contact Johnna Weatherbee at 806-219-0452 with Title I School Support Services Department. Title I, Part A Parental Involvement funds are to be used as a reasonable expense to enable parents of participating children in a Title I program to participate in school related meetings and/or training sessions that will help increase student academic achievement according to the No Child Left Behind (NCLB) Act of 2001. Use of funds should also be linked to the School Improvement Plan and the Needs Assessment. An allowable expenditure must meet one of the following requirements:

• Helping parents help their child improve academically. • Helping parents improve their literacy skills. • Helping parents improve their parenting skills.

Title I, Part A Parental Involvement Funds may be used for the following:

• Literacy Training ● GED Classes • Registration Fees for Parents to Attend Workshops ● ESL or Spanish Classes • School Brochures Highlighting Title I Parents ● Supplies for a Parent Resource Center • Transportation for Parents to/from a Meeting ● Reading Materials • Printing/Mailing Expenses for Parent Notifications ● Technology Training

REQUIRED PARENT MEETINGS District Requirements

• A flexible number of meetings should be offered throughout the year. The District requires at least two meetings a year. (Fall Annual Parent Meeting, Spring Parent Planning Meeting)

Fall Parent Meeting

• Convene the Fall Annual meeting by the end of first six weeks to inform parents of their school’s participation in Title I and to explain the requirements and parent’s rights to be involved.

• Ensure that meetings are offered at a variety of times. (morning and evening times) • Offer a flexible number of meetings throughout the school year in addition to the two

required District meetings. • Invite and encourage all parents to attend. Inform parents that the school is a Title I, Part

A schoolwide campus. Explain the requirements of Title I, Part A Program and let parents know that they have a right to be involved in the “life” of the school.

Spring Parent Planning Meeting

• Invite parents to participate in developing the school Parental Involvement Plan describing how the school will implement the parental involvement requirements. Parent Advisory Council should be included in this meeting. (PAC)

PARENTAL INVOLVEMENT


PARENT NOTIFICATIONS TITLE I, PART A PROGRAM STATUS – END OF 1ST SIX WEEKS

• The annual Title I notification should be sent home to all parents of participating children at a Title I campus informing parents that they have a right to be involved in their child’s education. (Fall Meeting Agenda)

• A description of how the campus uses the Title I, Part A funds. (Fall Meeting Agenda) • Identification of the Title I contact or other designee who can assist with parents’ needs.

(Fall Meeting Agenda)

TITLE I TEACHER & PARAPROFESSIONAL QUALIFICATIONS – END OF 1ST SIX WEEK • Provide parents upon request information regarding the professional qualifications of the

student’s classroom teachers and paraprofessionals. (Fall Meeting Agenda) • Notify the parents of a child who has been assigned, or has been taught for four or more

consecutive weeks by a teacher who is not highly qualified. (Letter provided through LISD Human Resources)

SCHOOL-PARENT COMPACT – END OF 1ST SIX WEEKS

• Should outline how parents, the entire school staff, and students will share the responsibility for improved student academic achievement. Should stress the importance of communication between teachers and parents on an ongoing basis. -School’s role to providing high-quality curriculum and instruction in a positive environment. -Parent’s role in supporting their children’s learning. -May include the student’s role in their own learning.

• Should be discussed at individual elementary GOALS meetings with ALL parents and included in student handbook in middle school and high school.

• Should be kept in a central location with GOALS day agenda and sign-in sheets. • Should be posted to the campus website. • Does not need to be signed and returned.

PARENT INVOLVEMENT POLICY (CAMPUS AND DISTRICT)

• Notify parents about the Parent Involvement Policy at the Campus and District levels. (End of 1st Six weeks)

• Condensed version of Parent Involvement Policy should be posted on the campus and district website. (End of 1st Six Weeks ) If applicable, please provide both English/Spanish versions.

SPRING PARENT PLANNING MEETING

Campus – Each school must develop, jointly with parents of children participating in Title I, Part A services, a written school parental involvement policy that describes how the school will implement the parental involvement requirements in section 1118 of NCLB. (Spring) The policy must be updated periodically to meet the changing needs of parents and the school. The plan should be submitted to the School Improvement Coordinator’s office in the spring. Include the invitation, a sign-in sheet, agenda and minutes from meeting with parents.



DESCRIPTION AND EXPLANATION OF THE CURRICULUM DESCRIPTION AND EXPLANATION OF THE ASSESSMENTS – END OF 1st SIX WEEKS

• Each school must notify and provide to parents a description and explanation of the curriculum that is used at the local campus. (Fall Meeting Agenda)

• Each school must notify and provide to parents a description and explanation of the assessments that are used at the local campus. (Fall Meeting Agenda)

PROMOTION STANDARDS (PROVIDED TO CAMPUSES BY LISD) – SPRING

• Each school must notify and provide to parents the promotion standards created by LISD. NCLB SCHOOL REPORT CARD – SPRING

• Notify parents about the NCLB Report Card and its information regarding student academic achievement, school improvement status, and teacher quality.

• Print a copy of the NCLB School Report Card and make available in the front office. PARENTAL INVOLVEMENT SURVEY - SPRING

• The campus survey is distributed to parents to gain information for planning the upcoming school year.

• The district survey captures the Annual Evaluation of the Title I, Part A Parent Involvement Program and Policy. This survey provides planning input from parents who have students in the district.

TITLE 1, PART A PROGRAM PARENT ADVISORY COUNCIL (PAC) – SPRING PARENT PLANNING MEETING Description of the Title 1, Part A Parent Advisory Council (PAC) The Parent Advisory Council is collaboration between the school and parents of participating children in the Title I, Part A program. The PAC is designed to allow parents an opportunity to fully participate in jointly developing and building consensus for a school parental involvement policy. Furthermore, through the PAC, each Title I, Part A School should convene a Fall Annual meeting to explain the Title I program. The Title I Fall Annual Meeting should take place before the end of the first six weeks. The PAC is a best practice that allows parents to be involved in an organized, ongoing, and timely way in planning, reviewing and improving Title I, Part A programs. The PAC works in coordination with the building Principal and Title I Contact Person to determine adjustments and modifications needed to the Parental Involvement Policy and the School-Parent Compact after reviewing the information from the parent surveys. Generally, each Title I campus will host at least two PAC meetings throughout the year. DUTIES OF TITLE I, PART A CAMPUS CONTACT PERSON FOR PARENTAL INVOLVEMENT (CAMPUS)

• Note introduction of Title I Contact person at Fall Annual Parent meeting. (Fall Meeting Agenda)

• Implement the goals of the Title I, Part A Parental Involvement Program. • Organize the Title I, Part A Parent Advisory Council (PAC). • Send notices home to notify parents of each meeting’s date, time and place.



• Administer the annual parent evaluation survey during the spring semester. • Consult with parents on topics, speakers and workshops. • Maintain accurate records of Title I, Part A parental involvement activities (invitations,

agendas, minutes of the annual fall parent meeting and spring parent planning meetings, attendance rosters, etc.).

• Serve as parent resource person. • Serve as liaison between home, school, and Title I staff. • Coordinate Title I, Part A Parent Literacy Programs, and other parental involvement

activities, as appropriate. • Perform other duties as required to achieve the Title I, Part A Parental Involvement goals. • Establish rapport with parents! Know parents you can count on!

APPENDIX G FALL VERIFICATION DOCUMENTS

Title I Fall Annual Meeting Verification Form Title I Fall Annual Meeting Agenda Title I Annual Meeting Sign-in Sheet

GOALS Agenda Title I Parent Teacher GOALS Conference Log

SPRING VERIFICATION DOCUMENTS

Title I Spring Verification Form Parental Involvement Checklist

Title I, Part A Parent Involvement Program Checklist


PARENT NOTIFICATIONS

ALL Notifications and information to parents must be in an understandable and uniform format and provided in a language

that the parents can understand.

FALL

END OF 1ST SIX WEEKS (All items below discussed at Annual Fall meeting)

• Title I, Part A Program Status • Teacher and Paraprofessional Qualifications • School-Parent Compact • Campus Parent Involvement Policy • Description and Explanation of Curriculum • District Parent Involvement Policy • Description and Explanation of Assessments

SPRING

• Promotion Standards (Provided to campuses by LISD) • NCLB School Report Card • Parental Involvement Survey


…………Our department is fundamentally focused to providing quality support to all Title I campuses and central office staff to ensure that

all students achieve academic success.

Appendix


Lubbock Independent School District Every Child Every Day

1628 19th Street Lubbock, Texas 79401

806-219-1000 website: Lubbockkisd.org

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