Session #6�May 23, 2024

WELCOME

WELCOME! To get started…

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• Sign in by clicking the link in the chat box. Be sure to add your name as it is listed on your certificate for renewal credits.
• Chat Box: What were the greatest needs identified during the Comprehensive Needs Assessment process?

AGENDA

Session #5:

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• Greatest Needs Identified in CNA
• Finance Updates
• End of Year Close-Out Reminders
• FY25 Grant Application Updates
• Creating a Budget for Federal Grants

Session #5½:

• Q & A for New Schools and/or New Federal Program Coordinators

PROFESSIONAL NORMS

• Be respectful
• Mute yourselves when not speaking
• Ask questions/share ideas
• Listen with the intent to learn/Active listening
• Be actively engaged

Finance Updates�Presented by SCPCSD Finance Team

Meet the Grants Finance Team!

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* Mandy Freeman … ESSER program(s), Homeless ARP, CTE, Title III

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* Dawn Knapper … IDEA, Title II, Title IV, 21^st Century

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* Nicky Templar … Title I, ATSI, CSI

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2023-2024 SCHOOL GOALS

• Reimbursement Rejections at 10% or less
• 8.16.2023 – 5.21.2024: 1459 claims submitted, 153 rejected = 10% - GOAL MET!!!!!
• Claim Monthly or at least Quarterly
• Submit Compliance Documentation on Time or Communicate with Programs @ Extension
• Spend ALL Federal Funds by Deadlines
• DO NOT LEAVE FUNDS ON THE TABLE!!!

REMAINING BALANCES AS OF �5-1-2024

HOW OFTEN SHOULD SCHOOLS CLAIM FEDERAL EXPENDITURES?

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INDIVIDUAL�ACTIVITY

1. Pull up your school’s balance folder.
2. Review the grant folders for each of the highlighted grants in the chart.
• Note remaining balances.
• Are all supplies and materials ordered?
• Will they arrive by June 30^th?
• What’s the plan to spend by June 30^th?
• Are there salaries/ benefits that qualify as accruals? Plan to communicate to programs & finance.
3. Create a plan to meet the goals!

WHICH ARE YOU?

I’ve met claiming criteria or will meet by deadlines! I’m so proud of myself!

Oh no! I can’t believe we still have so money much left!

I’m so confused! Where do I check my balances again?

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B

C

Reimbursement Deadlines

• July 10, 2024: Last day to submit claims for expiring grants and all expenditures for the current fiscal year for other federal grants (July 1, 2023 – June 30, 2024)
• Don’t forget that schools can submit for those June salaries paid in July by August 2^nd.

• Current Fiscal Year: July 1, 2023 - June 30, 2024
• June 30, 2024: Last day to expend federal funds for expiring grants
• June 30, 2024: Goods and services must be received by June 30^th

Important Updates & Reminders

SCHOOL IMPROVEMENT SCHOOLS (CSI, ATSI, PRIORITY) UPDATES

• FY24 Grants are awaiting SCDE approval
• FY24 ATSI – Revisions needed by SCDE
• FY24 CSI – Revisions needed by SCDE
• FY24 Priority & CSI State – Awaiting review by SCDE
• School Improvement Schools MUST use CNA/CIP template for FY25 grants.
• School Improvement schools were given a 30-day extension for CNA/CIP in Epicenter.
• If you made changes to FY24 CIPs due to SCDE feedback, please be sure to update those revisions in the FY25 CNA/CIP if needed.

MONTH BY MONTH GUIDEBOOK

Click here to access!

2024-2025 Federal Program Planning�Connecting Phases to Timelines

Begin CNA Process

Continue CNA Process

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Hold Internal Planning Meetings

Hold External Planning Meetings

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SCDE Releases Preliminary TI, TII, & TIV Allocations

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Schools Develop Plans based on Preliminary Allocations

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May 15^th – Planning Meeting Documentation & CNA Due

Preliminary Applications Due to SCDE

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TI – July 1^st

TII – July 31^st

TIV – August 31^st

End of April – Beginning of May

SCDE Releases FY24 Preliminary Allocations to Districts

Beginning of May

SCPCSD Finance Office Creates 3-4 Funding Scenarios

Mid-May

SCPCSD Internal Team Reviews Scenarios & Makes Final Decisions

Mid-End of May

Tracie Notifies Schools of Preliminary Allocations

FY25 PRELIMINARY ALLOCATIONS

Title I Epicenter Due Dates

May 15, 2024

Planning Meeting Documentation & Comprehensive Needs Assessment (Schools)

June 1, 2024

Preliminary Title I Applications Due

(Schools)

July 1, 2024

Preliminary Title I Applications due to SCDE in GEMS

(Tracie)

June 1 – July 1

Tracie Reviews and Enters into GEMS – Communicates with Schools @ Revisions Needed

Note that Planning Documentation & CNA’s are under Federal Programs in Epicenter

Title II Epicenter Due Dates

May 15, 2024

Planning Meeting Documentation & Comprehensive Needs Assessment (Schools)

July 1, 2024

Preliminary Title II Applications Due

(Schools)

July 31, 2024

Preliminary Title II Applications due to SCDE in GEMS

(Tracie)

July 1 – July 31

Tracie Reviews and Enters into GEMS – Communicates with Schools @ Revisions Needed

Note that Planning Documentation & CNA’s are under Federal Programs in Epicenter

Title IV Epicenter Due Dates

May 15, 2024

Planning Meeting Documentation & Comprehensive Needs Assessment (Schools)

August 1, 2024

Preliminary Title IV Applications Due

(Schools)

August 31, 2024

Preliminary Title IV Applications due to SCDE in GEMS

(Tracie)

August 1 – August 31

Tracie Reviews and Enters into GEMS – Communicates with Schools @ Revisions Needed

Note that Planning Documentation & CNA’s are under Federal Programs in Epicenter

Creating a Budget for Federal Grants

“Fund your plan, rather than plan your fund!”

It’s time to fund your plan!

Create a plan – Collect & Analyze Data – Determine Needs – Prioritize Needs – Create Strategies to Address Needs – Determine Funding Opportunities – Apply Funding to Strategies

STEP 5: Creating a Budget (activities based on CNA)

How will this activity be assessed?

June - August

Application Due Dates

TI – July 1^st

TII – July 31^st

TIV – August 31^st

CONNECT TO IMPLEMENTATION PHASE

ALLOWABLE USE OF FUNDS

In determining allowability of cost, federal program coordinators must apply the basic cost considerations as outlined by the Uniform Grant Guidance §200.400 et. seq. Coordinators must ensure that all activities included in federal program applications meet the following criteria:

• Necessary and Reasonable
• Allocable
• Conform to EDGAR
• Follow Terms and Conditions of the GAN
• Consistent with South Carolina or local policies
• Provide consistent treatment
• Be adequately documented
• Be supplemental, as required
• Be incurred during the approved budget period

CREATING BUDGETS

• Don’t just copy and paste last year’s activities.
• Remember that this is not a one man show – COLLABORATION IS KEY!
• Activities MUST align to Comprehensive Needs Assessment (CNA)!!
• If previous year activities meet the current needs, and you choose to use that activity, please review to ensure it meets the criteria listed on the next slides.
• Collaborate with your finance office to ensure budget codes are accurate.

REASONABLE COSTS

Reasonable Costs 2 CFR §200.404

A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost.

ALLOCABLE COSTS

Allocable Costs 2 CFR §200.405

• A cost is allocable when it provides direct benefit to the project and can be specifically tied to the project (CFR 200.405). Costs may be allocable to multiple projects where allocated appropriately across all projects that benefit.
• An allocable cost:
• Is incurred specifically for the federal award (2 CFR 200.405(a)(1))
• Benefits both the federal award and other work of the non-federal entity and can be distributed in proportions that may be approximated using reasonable methods (2 CFR 200.405(a)(2))
• Is necessary to the overall operation of the non-federal entity and is assignable in part to the federal award in accordance with the principles in this subpart (2 CFR 200.405(a)(3))
• An activity may be allowable under a particular grant, but if it has not been allocated and approved, then it is NOT allocable.

NECESSARY

Necessary - 2 CFR §200.405

Is necessary to the overall operation of the non-Federal entity and is assignable in part to the Federal award in accordance with the principles in this subpart.

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SUPPLEMENT, NOT SUPPLANT

Supplement, not Supplant

Under the Every Student Succeeds Act (2015), funds allocated under ESEA should add to (supplement) and not replace (supplant) state and local funds (and sometimes other federal funds depending on the ESEA program). This is generally referred to as the “Supplement, not supplant” or SNS requirement.

COST REFERENCE GUIDE

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https://drive.google.com/file/d/1fFVQe6pARqh1rPaqjSl9_2Xwi4K2yffj/view

SALARY & BENEFITS

Required:

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• FTE
• Position Title
• Purpose (Grades/Subjects)
• Total Salary (Funding Sources)
• Job Descriptions

SALARY EXAMPLE

Salary: Employ two 1.0 FTE Math Interventionists to work with 3^rd – 5^th grade students who are struggling in math.

Salary #1 - $42,000 (Title I - 100%)

Salary #2 - $44,000 (Title I – 50%, General Fund 50%)

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What type of time and effort should be collected for this position?

Semi-Annual Certification

Signed twice a year - first week of January and last day of work or first week of July, whichever comes first

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How are you going to measure the impact of this activity?

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SALARY EXAMPLE

Salary: The school will hire a part-time Educational Aide to support math and/or reading instruction by providing small group and one-on-one tutoring and intervention supports to all students. Total salary is $20,000 (Title IV – 26%, General Fund – 74%).

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What type of time and effort should be collected for this position?

Semi-Annual Certification

Signed twice a year - first week of January and last day of work or first week of July, whichever comes first

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How are you going to measure the impact of this activity?

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SALARY EXAMPLE

Salary: Employ .5 FTE Instructional Coach to provide instructional support and professional development for staff, assist in teacher evaluations, monitor data, teach model lessons and ensure curriculum alignment with SC State Standards. Total salary for this employee is $75,000, split between .5 FTE Instructional Coach (Title I – 50%) and .5 FTE Behavior Interventionist (Title IV – 50%).

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What type of time and effort should be collected for this position?

Personnel Activity Report (PARS)

Signed monthly by employee and supervisor, submitted monthly with payroll reimbursement

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How are you going to measure the impact of this activity?

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INSTRUCTIONAL SUPPLIES & MATERIALS

Required:

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• Purpose
• New procurement procedures require activities to be more general

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• Examples
• Be mindful of procurement – list examples, but don’t limit to a brand or vendor

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• Grade Levels/Groups Using Supplies and Materials

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• Spell out acronyms – Example: PBIS (Assume the reader has no educational background.)

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SUPPLIES & MATERIALS EXAMPLES

• The school will purchase ELA resources for grades 6-8 that include leveled texts that will build knowledge and forge connections across grade levels, all while providing comprehensive support for both scholars and educators.

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• Supplies and materials will be purchased to support Parent & Family Engagement, such as home-school communication folders, computer paper/ink for parent communication, instructional supplies for parent nights (note cards, journals, pencils, pens, highlighters, take-home math manipulatives, books for home libraries, etc.). The school will also purchase meals for each parent and family engagement event averaging $2.50 - $5.00 per person.

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• The school will provide incentives for our Positive Behavior Intervention Support System (BPIS) program to encourage positive behavior. Expenditures include awards, medals, and other incentives items for students.
• Only 1% of total allocation allowed for student incentives.

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• Parenting Supplies: The required 1% of Title I funds that must be spent on Parent engagement will be used to support the creation of a "Parent Corner" consisting of free print, fax, scan and copying services and well as other tools to support parent engagement and empowerment. A print, scan, fax, copier kiosk with bookshelf access will be set up and available to parents for free at their convenience. Expenditures include the cost of the kiosk as well as the consumable products needed to support their function such as printer paper, ink/toner, replacement cords, extension cords, and peripheral equipment (mouse, organization bin, table stand, etc.).

SUPPLIES & MATERIALS EXAMPLES

Note that Title II supplies and materials can only be included for activities funded by Title II.

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Examples:

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• The school will purchase professional development activity supplies, such as chart paper, pens, binders, easels and printing or copying for professional development activities funded through Title II.
• Note that supporting evidence for reimbursement MUST include evidence that the PD took place (sign in sheets, PPTs, etc.)
• The school will purchase professional development books for teachers to use in professional learning communities (PLCs) that meet monthly. Each monthly PLC will focus on developing strategies for addressing the needs of students identified through the Comprehensive Needs Assessment process, such as increasing academic achievement in math and reading for all students, but particularly those struggling to master grade level standards.
• How are you going to measure the impact of each activity?

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CONTRACTED SERVICES

• Purpose
• New procurement procedures require activities to be more general

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• Examples
• Be mindful of procurement – list examples, but don’t limit to a brand or vendor

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• Spell out acronyms – Example: PBIS (Assume the reader has no educational background.)

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CONTRACTED SERVICES EXAMPLES

• The school will purchase a courseware technology software system to increase student access to curriculum and academic engagement for students in grades 6-8. This software tool brings educators closer to students, and students closer to subjects, by allowing teachers to deliver instruction, keep students on-task, and personalize their learning.
• Provide Software Site Licenses for 4k-12th grades to provide additional academic support in classrooms, provide a source of data utilized to drive instruction, and provide scholars with enrichment and credit recovery. Software site licenses provide support to 4k-12th and will also be utilized during extended day and summer programs. Software site licenses may include programs such as Amplify, MasteryConnect (Instructure), Learning A-Z , Whetstone (SchoolMint), Lexia, Kickboard, Edgenuity (Imagine Learning), Zearn, Zoom, Nearpod, Teaching Strategies, IXL, Swift, Gizmo, Go Guardian and USA Test Prep (Progress Learning).
• How are you going to measure the impact of each activity?

TRAVEL

• Teachers, principals, and other staff will attend professional development conferences and trainings throughout the year to learn more about how to support students in the areas of academic achievement, teacher/retention, behavior management, safe and healthy schools, etc. Expenditures will include registrations, hotel accommodations at the GSA rate, mileage and meal reimbursement at the state rate, flights, and other associated fees (baggage, parking, Uber/taxi fees).
• How are you going to measure the impact of each activity?

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BREAKOUT GROUPS - ACTIVITY

• Identify notetaker and speaker
• 6 groups – Each group has one focus area.
1. Room #1: Student Achievement
2. Room #2: Teacher & Administrator Quality
3. Room #3: Parent & Family Engagement
4. Room #4: Social Emotional Learning
5. Room #5: Safe & Healthy Schools
6. Room #6: Technology
• Share needs identified from your Comprehensive Needs Assessment in your group’s focus area.
• Pick one need to focus on for this activity.
• Identify a prioritized strategy/action step to meet the need.
• Create a budget activity.

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COMPREHENSIVE NEEDS ASSESSMENT

Remember: The ultimate goal of the comprehensive needs assessment is increased student performance.

REFLECTION

• What new learning took place for you today?
• How are you going to use this new learning to impact your school’s FY25 planning?

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• PADLET: https://padlet.com/tsweet4/2023-2024-federal-programs-university-hemkpjwn42dfgi2d

CONTACTS

Tracie M. Sweet

Director of Federal Programs

Phone: 803-960-8609

Email: tsweet@sccharter.org

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Becky Huggins

Federal Grants Coordinator

Phone: 803-608-1091

Email: rhuggins@sccharter.org

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Tatiana Velez

Federal Programs Assistant

Phone: 803-212-8326

Email: tvelez@sccharter.org

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Session #5½ �NEW COORDINATORS�April 17, 2024

CONTACTS

Tracie M. Sweet

Director of Federal Programs

Phone: 803-960-8609

Email: tsweet@sccharter.org

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Becky Huggins

Federal Grants Coordinator

Phone: 803-608-1091

Email: rhuggins@sccharter.org

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Tatiana Velez

Federal Programs Assistant

Phone: 803-212-8326

Email: tvelez@sccharter.org

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