training seminar for principals of schools implementing the 2015-2016 title i schoolwide program...
TRANSCRIPT
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
(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
(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
(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
(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
(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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