Session #1�September 28, 2023

WELCOME

WELCOME! To get started…

1. 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.
2. Answer the following questions in the Padlet:
• How many years experience do you have working with federal programs?
• If you have worked with federal programs for more than a year, what is one piece of advice you’d offer to those who are new to this world of federal programs?

Federal Programs Team

Tracie Sweet

Director of Federal Programs

Becky Huggins

Federal Grants Coordinator

Tatiana Velez

Federal Programs Assistant

AGENDA

Session #1: 10:00 am – 12:00 pm

• Professional Norms for Online Learning
• McKinney-Vento/Homeless Grants – Special SCDE Guest
• Intro into Federal Grants
• Rate Your Schools – Compliance Documentation
• Month by Month Guidebook
• New Inventory Task
• New Federal Programs Website
• Intro to Monitoring and Support
• Finance Reminders

Session #1½: 12:00 pm – 1:00 pm

• Reimbursements
• Timelines for Spending and Claiming (Claiming Criteria)
• Compliance Documentation Requirements- Navigating Epicenter
• Q & A

PROFESSIONAL NORMS FOR ONLINE LEARNING

In the context of teamwork and collaboration, norms are agreed-upon definitions of productive behaviors and mindsets that should be usual, or “the norm,” whenever a group is working together.

​

In the Padlet, answer the following question: What should be our “norms” during FPU?

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

PROFESSIONAL NORMS

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

Identifying & Serving Students Experiencing Homelessness

Welcome Kimberly Humphrey,

SCDE McKinney-Vento Program Manager, Foster Care Point of Contact

The McKinney-Vento Act�What does it do?  How does it work?

• Establishes the definition of homelessness used by schools.
• Establishes educational rights given to eligible students.
• Ensures that children and youth experiencing homelessness have equal and immediate access to public education and extra-curricular activities.
• Provides educational support to students to promote school success.

Rights under the McKinney-Vento Act

• Equal access to the same free, appropriate public education, including public preschool education, as is provided to other children and youth.
• Immediate enrollment, even when records normally required for enrollment are not present.
• Remain in the school of origin, if it is in the student’s best interest, in order to maintain educational stability.
• Access all educational and related services for which they are eligible, including Title I services and free school meals.
• Full participation in school, which may include participation in extracurricular activities.
• Transportation, provided by the LEA, to and from the school of origin.

McKinney-Vento Definition of Homelessness

Those who lack a fixed, regular, and adequate nighttime residence, including students who are:

• Sharing housing due to loss of housing, economic hardship, or a similar reason
• Living in motels, hotels, trailer parks, camping grounds due to a lack of alternative, adequate accommodation
• Living in emergency & transitional shelters
• Abandoned in hospitals
• Living in public or private places not designed for or ordinarily used as regular sleeping accommodations for human beings
• Living in cars, parks, public spaces, abandoned buildings, bus or train stations or similar situations
• Migratory children living in the above situations

Unaccompanied Homeless Youth (UHY)

• The term unaccompanied youth includes a homeless child or youth not in the physical custody of a parent or guardian. 42 U.S.C. § 11434a(6)

​

• Liaisons must assist UHY with enrollment, school selection, & dispute resolution.

​

• Have the same right to immediate enrollment & educational services as other students.

​

McKinney-Vento Identification Procedures – Enrollment Survey

WELCOME

Kimberly Humphrey

SCDE McKinney-Vento Program Manager, Foster Care Point of Contact

Thank you, Kimberly!

CODING

• At this time, the district has not received direction from SCDE on coding the "Homeless" field on the "Other Information" page.�
• Please continue to code homeless information on the "Homeless Student Information" Page under the South Carolina State Information Page. If the district receives guidance from SCDE on the "Other Information" page, that information will be shared with schools.

​

Understanding the Responsibilities of Liaison

Responsibilities of Liaison

• Ensure Homeless Children and Youth (HCY) are identified in coordination with others. 
• Ensure immediate enrollment and access to services and resources.
• Provide information about rights & opportunities to parents and unaccompanied youth.
• Includes meaningful opportunities for parents to participate in their children’s education
• Provide access to transportation, school meals, & other programs.
• Ensure disputes are mediated.

​

​

Responsibilities of Liaison

• Support UHY in school selection & dispute resolution
• Ensure UHY are provided verification of their status for FAFSA purposes
• Provide training & other support for school personnel
• Provide referrals to services in the community
• Collaborate & coordinate services with State Coordinators, community and school personnel
• Includes collecting & reporting data

​

ARP-Homeless II Grant�Purpose and Approved Activities

ARP-Homeless II Grant Purpose

20

Identifying students experiencing homelessness by increasing program capacity to provide services

01

02

Providing assistance needed to enable homeless children and youth to attend school and participate fully in school activities

We put Kids First…ALL KIDS!

03

ACTIVITIES TO SUPPORT HOMELESS LIAISONS

​

Stipends for Homeless Point of Contacts:

Each school will assign a homeless point of contact who is responsible for the identification, awareness, and outreach efforts for homeless students and their families in their individual schools. The district will provide stipends $1,000 to each point of contact in each school who can demonstrate that they have spent at least 25 hours per school year outside of normal contracted work hours to receive free online training through NAEHCY, increase identification of homeless students, provide awareness of homeless services, and/or provide outreach to homeless students and families. Examples may include attending events to provide identification and outreach services at the school or in the community, meeting with homeless families to discuss needs, communicating and collaborating with community-based organizations to support homeless identification, awareness, and outreach, etc.

Stipend = $1,000

Benefits = $1,000 X 7.65% (Social Security & Medicare) X 24.91% (Estimated at the State Rate)

​

SCPCSD �ARP �HOMELESS II GRANT

How schools will be reimbursed for the Stipends?

• ARP Homeless II Point of Contact Time log will be maintained and approved by the school leader or supervisor to document hours spent per school outside of normal contracted work hours.
• Schools will need to pay the stipend no later than May 30th or June 15, 2024 to meet the deadline to submit for reimbursement by the July 10, 2024 deadline.

​

Supporting Documentation:

• ARP Homeless II Stipends Reimbursement Cover Sheet
• ARP Homeless II Point of Contact Time Log
• Payroll register to show stipend and benefits were paid to the Liaison

Submission Type in Epicenter:

• Other State and Federal Grants
• McKinney-Vento/Homeless Reimbursement

SCPCSD �ARP �HOMELESS II GRANT

​

NAEHCY MEMBERSHIPS: The district will purchase a NAEHCY membership for each assigned homeless point of contact during the 2023-2024 school year at a cost of $50 per school. Membership benefits include the following:

• Free unlimited access to the annual NAEHCY Conference videos and slides following the conference.
• Free access to NAEHCY webinars. Beginning in 2022, non-members will be charged a nominal fee to gain access.
• Member communications on various topics, including policy updates.
• Free access to NAEHCY Tool Kits and Resources/Guidance.
• Discounts on technical assistance.
• Opportunity to apply for service on a NAEHCY Committee as a committee member.
• Opportunity to apply for service on the NAEHCY Board of Directors.
• Full member voting rights.
• A login to access the tool kits, videos, slides, and other resources.

​

​

​

How will memberships be processed?

• The district will send a purchase order with the list of each school’s homeless point of contact.
• Each homeless point of contact should receive an email confirmation.
• Once the invoice is paid, homeless point of contacts will receive a new email giving them access to NAEHCY benefits and resources.

​

SCPCSD �ARP �HOMELESS II GRANT

2023 NAEHCY Virtual Conference Scheduled for November 12-14, 2023:

​

The SCPCSD is working to offer the NAEHCY Virtual Conference for one Homeless Point of Contact at each school that qualifies.  Please note the first session begins on Sunday (NAEHCY Conference Schedule). Time spent on this day will count towards the $1,000 stipend being awarded for time spent beyond each Homeless Point of Contact’s normal contracted hours. Please complete the survey by October 2nd if you wish to attend.  Please email or contact Becky Huggins should you have any questions.                                           �

Note:  This program is Approved by the National Association of Social Workers (Approval # 886739770-5617) for 16.5 continuing education contact hours. 

​

​

SCPCSD �ARP �HOMELESS II GRANT

Activities to support identified homeless students and their families:

• Supplemental transportation: Transportation will be provided for homeless students to travel to and from school through the use of taxis, Ubers, mileage reimbursements to designated staff members at a rate of .655 per mile or other transportation services.
• Temporary lodging: The district will establish a contract or purchase order with local motels in each schools' area for short-term emergency lodging for families identified as homeless.

​

​

SCPCSD �ARP �HOMELESS II GRANT

Supplies and Materials:

For the 2022-2023 and 2023-2024 school years, the district will provide supplies and materials such as books, pencils, medical supplies, clothes/blankets, food, and other necessary instructional supplies and materials to all charter schools for identified homeless students.

Each student’s circumstances could be different and unique, so please reach out to Tracie for guidance when there is a need.

Epicenter Notes: Follow the same process as the McKinney-Vento/Homeless Request for Funding for this activity.

​

​

Homeless Funds Request Form

• School MUST complete a Homeless Funds Request Form to request the use of homeless funding.
• Must be signed by school level homeless liaison or Title I coordinator AND school leader
• Submit in Epicenter

https://docs.google.com/document/d/1NYn-zWNS9mhQjM7qFIMtJSFX7qwh6dTg/edit

Resources

• Homeless Liaison Duties – Attestation Letter
• SCPCSD McKinney-Vento Homeless Webpage
• SCDE McKinney-Vento Homeless Webpage
• National Association for the Education of Homeless Children and Youth (NAEHCY)
• National Center for Homeless Education

Intro into Federal Grants

PURPOSE OF FEDERAL PROGRAMS

• Title I:  Improving Student Achievement (Includes support for students experiencing homelessness and students in foster care)
• Title II: Improve Quality and Effectiveness of Teachers and Administrators
• Title III:  Ensuring Multilingual Learners (MLs) Attain EL Proficiency and Meet State Academic Standards
• Title IV:  Student Support and Academic Enrichment (Well-Rounded, Safe/Healthy, Technology)
• ATSI and CSI:  Additional Federal Funds for Priority Schools

PURPOSE OF FEDERAL PROGRAMS

• IDEA : Individuals with Disabilities Education Act ensures access to a Free Appropriate Public Education for students with disabilities.  
• CTE:  Career Technology Education 
• ESSER III: American Rescue Plan (ARP) Elementary and Secondary School Emergency Relief Fund
• ARP Homeless II: American Rescue Plan (ARP) Homeless II

RATE YOUR SCHOOL

Federal Programs: September and October are important months to try and accomplish as many compliance requirements as possible to meet the timely requirements. Give your school 1 point for each compliance requirement that has been completed so far this school year!

1. Attend Programs & Finance Kick Off
2. Attend Federal Programs University
3. Reviewed remaining budgets and, if needed, submitted amendments for expiring Federal Grants (FY23 and ESSER III)
4. Code Free/Reduced/DFC, Homeless, and Foster Care in PowerSchool
5. Recruit members for input into the Federal Programs Planning throughout the year
6. Send out Parents' Right to Know Teacher Qualifications notice
7. Review/Revise FY24 Federal Grant budgets to prep for final allocation
8. Time & Effort reporting (multiple cost objectives) - Monthly PARs
9. Inventory Reconciliation
10. Create Employee Information file
11. Update school’s website with most recent report card information

Title I Only:

1. Annual Title I Meeting
2. School/Parent Compact - distribute to families
3. Parent & Family Engagement Policy - distribute to families
4. Send out Notice to Parents Regarding Teacher Certification for parents of students being taught 4 or more consecutive weeks by a teacher not properly certified
5. Disseminate Procedures for Processing Parent Suggestions
6. Sign and submit Principal’s Attestation Letter

Click here to access Padlet and enter your score!

Federal Compliance Documents due in Epicenter

COMPLIANCE DOCUMENTATION DUE THROUGHOUT THE YEAR

Click here to access Federal Epicenter Submissions Due.

​

FEDERAL PROGRAMS GUIDE

https://drive.google.com/file/d/1hXSzmyFtcRYQEUWTJReRcxtcH-cQWmCF/view

NEW & Improved Website

NEW Inventory Task

NEW INVENTORY TASK

“Non-consumable, life expectancy of more than one year, value that exceeds $100”

If you do not have inventory, check this box.

Keep in mind that you may still have inventory, even if you no longer are receiving this grant.

Reconciliation MUST take place at least once per year!

Attach broken, damaged, stolen (police reports), check-out forms, etc.

Epicenter – Federal Programs – Federal Grant Equipment Inventory Procedures and Control Logs

Monitoring & Support

MONITORING & SUPPORT

• Purpose

To provide professional development and technical assistance to school leaders and coordinators in the area of federal compliance through the development of a three-tiered system of support to schools.

• Expectations

All schools are expected to follow the rules and regulations as set forth by the Every Student Succeeds Act (ESSA) of 2015 and the Education Department General Administrative Regulations (EDGAR, 4th edition). The Director of Federal Programs will monitor schools throughout the year using Epicenter to collect compliance documentation and through on-site monitoring visits. Schools are expected to use the SCDE’s Monitoring Instrument and the SCPCSD’s Federal Programs Checklist as a guide to ensure compliance with Title I, II, and IV.

• Support

The district will use a three-tiered level of support system, which is determined by the previous year’s monitoring reported by the SC Department of Education and/or the SCPCSD. The three-tiered levels of support and responsibilities are outlined as follows:

​

CONTACTS

Tracie M. Sweet

Director of Federal Programs

Phone: 803-960-8609

Email: tsweet@sccharter.org

​

Becky Huggins

Federal Grants Coordinator

Phone: 803-608-1091

Email: rhuggins@sccharter.org

​

Tatiana Velez

Federal Programs Assistant

Phone: 803-212-8326

Email: tvelez@sccharter.org

​

Session #1 1/2�September 28, 2023

Claiming Criteria

HOW OFTEN SHOULD SCHOOLS CLAIM FEDERAL EXPENDITURES?

• Requirement: Quarterly
• Recommendation:

MONTHLY!!!

HOW OFTEN SHOULD SCHOOLS CLAIM FEDERAL EXPENDITURES?

​

​

TITLE I, II, & IV CLAIMING CRITERIA

QUESTION #2 ANSWER – 50%

Note that FY24 Title IV was transferred to Title I, so schools MUST spend at least 85% of FY24 Title I by June 30, 2024, and claim by July 10, 2024.

Federal Program Goals

2022-2023 SCHOOL GOALS

• Reimbursement Rejections at 10% or less
• 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!!!

Reimbursements & Amendments

• All reimbursement requests are submitted through Epicenter.
• Epicenter Link:

https://my.epicenternow.org/Home.aspx

• Two ways to upload:
• Directly from the task in your que
• Document Center

1. Click on Document Center (file cabinet icon).

Uploading from Document Center

Document Center

‘

​

​

2. Click on upload icon located in right hand corner.

Uploading from Document Center

Upload Icon

‘

​

​

3. Select Entity Type, Submission Type, & Entities.

Uploading from Document Center

Select “School”

Select Submission Type

Select School Name

‘

​

​

Epicenter - Select the Correct Grant Year

Be sure that the School Year selected in Epicenter is the same as the Grant Year selected on the cover sheet.

Month of Submission

Year of Grant Claiming From

Attach File

Submit

Grant Year

‘

​

​

Please upload one document with documentation in the following order:

1. Cover Sheet
2. Journal Entry Page
3. Supporting Financial Documentation
4. Programmatic Documentation

Reimbursement Packet

Click here to access Quick Guide for Submission Types. This guide will tell you which financial and programmatic documents are required for each type of submission.

‘

​

​

Documentation Required for Reimbursements

Click Here

Epicenter - Upload Documents as One PDF

It is recommended that each activity’s documentation is uploaded as one PDF document. Note: We understand that it’s not always possible.

​

​

​

​

​

​

HUGE TIME SAVER!

‘

​

​

Reimbursement Request Cover Sheet

The cover sheet was created to ensure that the reimbursement process runs smoothly, schools receive timely reimbursements, and to ensure compliance.

1. Complete a separate cover sheet for each activity (one exception - salary and benefits).
2. Attach the cover sheet to all supporting evidence in the Epicenter submission.
3. If the cover sheet is missing information, not provided, and/or does not match the evidence submitted, it will be rejected.

​

‘

​

​

EPICENTER�REIMBURSEMENT �REJECTIONS

• Pay close attention to rejection emails
• Recommend you review rejections in Epicenter often to ensure that all rejections are resubmitted
• Directions:
• Go to Document Center
• Click on search icon on the right side of screen
• Click on Submission Types, open Schools folder, open folder for the grant submissions you want to view, then check the box of all reimbursement types
• Under Submission Status, click on All to uncheck the box, then select Rejected, and then select Apply
• The district is not responsible for rejections that are not resubmitted by schools.

Perfecting the Reimbursement Process

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, 2022 – June 30, 2023)
• Don’t forget that schools can submit for those June salaries paid in July. Those can be accrued back to the FY23 fiscal year.

• 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

Amendment Deadlines

• September 15, 2023 was the LAST opportunity to amend FY23 grants and ESSER III.

• Schools will have two opportunities to amend grants each year.
• September 15^th
• February 15^th

Quick Reference Guide:

• Links to samples
• More specific information
• Additional notes to help avoid rejections

Click here to access Quick Reference Guide.

Top 3 Tips for Quick

Reimbursement Approvals

1. Timely Claiming
2. Organizing Documentation
3. Collaborating with Stakeholders

Timely Claiming

• Claim monthly from previous month (20th of each month)
• Requirement: claim quarterly
• Order supplies and materials as soon as grant is approved
• Establish internal deadlines for ordering and submitting claims

Organizing Documentation

• Cover sheet
• Journal Entry - Financial Documentation - Programmatic Documentation
• Saving documents
• Grant Year Grant Name_Activity_name (if applicable)
• FY23 TI_interventionist_T.Sweet

Collaborating with Stakeholders

• What was the most beneficial part of today’s session?
• What could we have done to make this more beneficial to you and the work you do with Federal Programs?
• What are your next steps?

​

Answer in Padlet:

2023-2024-federal-programs-university-hemkpjwn42dfgi2d

CONTACTS

Tracie M. Sweet

Director of Federal Programs

Phone: 803-960-8609

Email: tsweet@sccharter.org

​

Becky Huggins

Federal Grants Coordinator

Phone: 803-608-1091

Email: rhuggins@sccharter.org

​

Tatiana Velez

Federal Programs Assistant

Phone: 803-212-8326

Email: tvelez@sccharter.org

​