Federal Programs�University

MARCH 16, 2023

9:00 – 11:30 AM

2023-2024 Federal Program Planning

AGENDA

• Let’s Celebrate

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• Pulse Check

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• Federal Programs Planning for FY24
• Timeline Update
• Comprehensive Needs Assessment Process:
• A Deeper Dive into Collecting and Organizing Data & Interpreting Information – Special Guests Josh Findlay & Jingtong Charlesworth
• External Planning Meetings
• Parent & Family Engagement Policy Review
• Home-School Compact Review

Let’s Celebrate�100% Spend Down of Expiring Grants

Spent 100% of ESSER II funds:

• Bettis Prep
• Bridges Prep
• Compass Collegiate
• East Link
• Midlands Arts Conservatory
• Meyer Center
• York Prep
• Youth Leadership Academy

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Spent 100% of ESSER III funds:

• Compass Collegiate
• Midlands Arts Conservatory

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Spent 100% of FY22 Grants:

PULSE CHECK

Where is your school currently according to the five Phases of Implementation?

2023-2024 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

Title I Epicenter Due Dates

May 15, 2023

Planning Meeting Documentation & Comprehensive Needs Assessment (Schools)

June 1, 2023

Preliminary Title I Applications Due

(Schools)

July 1, 2023

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

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

Title II Epicenter Due Dates

May 15, 2023

Planning Meeting Documentation & Comprehensive Needs Assessment (Schools)

July 1, 2023

Preliminary Title II Applications Due

(Schools)

July 31, 2023

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

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

PENDING: Title IV Epicenter Due Dates

May 15, 2023

Planning Meeting Documentation & Comprehensive Needs Assessment (Schools)

August 1, 2023

Preliminary Title IV Applications Due

(Schools)

August 31, 2023

Preliminary Title I Applications due to SCDE in GEMS

(Tracie)

August 1 – August 31

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

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

Impacts the District’s Risk Assessment – Can Result in Additional Monitoring, Fewer Opportunities for Federal Grants, Reduced Funding

Application Deadlines are Crucial

Mid-End of May

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Schools Notified of Preliminary Allocations

1 Week Before Deadline

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Director of Federal Programs Contacts FP Coordinator Reminder of Due Date/Ask if Assistance is Needed

1 Day After Deadline

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Director of Federal Programs Contacts FP Coordinator & School Leader to Determine if Assistance/ Extension is Needed

1 Week After Deadline/ Extension – Escalation

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Director of Federal Programs Contacts School Leader & Board Chair

DRAFT

DRAFT

DRAFT

DRAFT

Comprehensive Needs Assessment

SCPCSD Federal Programs Comprehensive Needs Assessment

Template

HOW TO PLAN

“I don’t know which grants our school will qualify for or how much funding we will receive! How do I plan without this information?”

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• Schools SHOULD NOT include federal grants as part of budget
• Schools SHOULD analyze data, determine needs in all areas, and create strategies to address the needs
• Currently, schools will not know which grants they qualify for or how much they may receive.
• So, where SHOULD schools start the planning process?

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

NEEDS ASSESSMENT��PHASES OF IMPLEMENTATION

Phases of Implementation

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

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

COLLECT AND ORGANIZE DATA PHASE

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

INTERPRET INFORMATION PHASE

WELCOME

IMPORTANCE OF �SUBGROUP DATA ASSESSMENT

• Charter Act, Section 59-40-50
• Every Student Succeeds Act (ESSA)
• Individualized Education Program (IEP), 504 plan
• The purpose of a charter school must include services to students with evidence-based, and specialized needs. These specialized needs include but are not limited to, services to educationally advantaged students (PIP), students of color (SOC), and students with disabilities (SWD).

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WHERE TO FIND THE SUBGROUP DATA?

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• State Assessments
• SC Public Charter School District (4701)
• By Grade Level and Demographic Category
• SC Report Card
• ESSA Subgroup Performance_2022
• Academic Growth Dashboard (growth)
• 2021-22 Growth Result for a District or School
• Elementary and Middle Schools
• Generated comparable subgroup data results (i.e. PIP, SWD, SOC, ML).

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CHOOSE YOUR DATA SOURCE

COMPREHENSIVE NEEDS ASSESSMENT �NARRATIVE DATA

Directions:

1. Provide a brief written narrative that describes the characteristics of the school, such as location, poverty, and demographics, including subgroups (economically disadvantaged students, students from major racial and ethnic groups, children with disabilities, and multi-Language learners).

DATA BREAKDOWN

Narrative Demographics

• Location = Zip Code, City, County
• Demographics (Subgroups)
• Pupils in Poverty (PIP)
• Race & Ethnicity (SOC)
• Students with Disabilities (SWD)
• Multi-lingual Learners (ML)
• Military Connected (MC)
• Displaced/Homeless (HM)

Additional Demographics

• Grade Level
• Gender
• Incident Management
• Attendance
• Teacher Education/Certification Level
• Teacher Salaries
• Longitudinal Data
• Enrollment over the years

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COMPREHENSIVE NEEDS ASSESSMENT �SUMMARY DATA

Directions:

2. Based on the school’s data analysis, provide a summary, including data to support statements, of the school’s strengths and areas of concern in each of the following categories:
• Student Achievement (Math, ELA, Science, Social Studies)
• Teacher and Administrative Quality (Recruitment, Retention, Effectiveness of Teachers and Administrators)
• Parent and Family Engagement
• Social Emotional Learning
• Safe and Healthy Schools
• Technology

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SUMMARY BREAKDOWN

• Student Achievement (Math, ELA, Science, Social Studies)

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• Teacher and Administrative Quality (Recruitment, Retention, Effectiveness of Teachers and Administrators)

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SUMMARY BREAKDOWN

• Parent and Family Engagement

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• Safe and Healthy Schools

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• Technology

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Planning Meetings

FEDERAL PLANNING MEETINGS

FY24 Planning Meetings

• Schools may combine federal program planning meetings
• Best practice: Internal and external meetings
• External meeting is required – monitoring team will look for documentation for this meeting
• Remember to file the following evidence as documentation:
• Meeting Invitation/Notice
• Sign-in sheets – (Title, Date, Time)
• Agendas (see slide 18 for items to include on agenda)
• Handouts, PowerPoints, etc.
• Meeting Minutes - (Title, Date, Time)

STAKEHOLDER ENGAGEMENT

Who should participate in the planning process?

Schools must have documentation to show that stakeholders were invited to participate in the planning process.

External Planning Meeting

• Keep the following for documentation:
• Invitation to Participate
• Sign In Sheet – time, date, signatures, and positions
• Agenda
• PowerPoints or other Handouts
• Minutes
• Planning Meeting Templates
• Parent and Family Engagement Policy (only required for Title I)
• Home-School Compact (only required for Title I)
• Title I Note: Keep in mind that schools won’t know if they qualify until after 135^th day and won’t know if they will be served until mid-end of May.
• Recommendation – Create/Review PFE Policy and Home-School Compact as a best practice.

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Next FPU Session�April 19^th�SNEAK PEAK

DETERMINING PRIORITIES & CONNECTING TO IMPLEMENTATION

Next FPU Session – Logic Models

The Future of

Title Programs

Connections to Impact Statements

QUESTIONS

Exit Ticket

What Worked?

What Didn’t Work?

What Questions Remain?

Scan QR Code or copy the following link into your browser: https://padlet.com/tsweet4/4bs1yo6zgprx0x0v

RESOURCES

• SCPCSD Federal and State Programs Webpage
• Federal Programs University Webpage
• Federal Program Newsletters
• Epicenter Yearly Tasks Required by Grant
• SCPCSD Federal Programs Comprehensive Needs Assessment Template
• Planning Meeting Templates

CONTACTS

Tracie M. Sweet

Director of Federal Programs

Phone: 803-960-8609

Email: tsweet@sccharter.org

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Becky Huggins

COVID Impact 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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