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Federal Programs�Coffee Chat

MARCH 25, 2022

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WELCOME TO THE SCPCSD MARCH COFFEE CHAT

Please sign in the chat box with your name, school, and title.

Then tell us where you fall on the scale in terms of FY23 planning (data analysis, determining strengths and areas of opportunity, brainstorming strategies to meet the needs, writing the comprehensive needs assessment, and holding planning meetings)?

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AGENDA

Grant Updates & Reminders

Return to In-Person Plan Update
ESSER III Plan Revisions
Annual Reporting

Amendments
Comprehensive Needs Assessments
Federal Programs Planning Meetings

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Grant Updates and Reminders

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ESSER�RETURN TO IN-PERSON PLAN UPDATE �DUE APRIL 15, 2022

LEAs must review and as appropriate revise the plan every six months at minimum
LEAs should take into consideration significant changes to CDC guidance to opening schools in revisions
The revised plan must address and describe any LEA adopted policies
The LEA must inform SCDE of revisions at least every six months until Sept. 30, 2024
Due April 15, 2022

Click here to access Return to In-Person Plan survey update.
Click here to access CDC guidance for prevention strategies that k-12 school administrators can use to help protect students, teachers, and staff, and slow the spread of COVID-19.

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ESSER III PLAN REVISIONS

Major revisions must involve public input, and be submitted to SCDE for approval
Must give the public an opportunity to provide impact during the revision of the plan (if substantive)
Must consult with:

Students and Families
School and district administrators (including special ed)
Teachers, Principals, School leaders, and other educators or school staff
If applicable, must consult with civil rights organizations and stakeholders representing student subgroups

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ANNUAL REPORTING FOR ESSER

The Elementary and Secondary School Emergency Relief (ESSER) Fund annual performance reporting period has been delayed and will begin in early May 2022. All grantees are required to report on ESSER I, II, and III funds. LEAs must submit an annual report describing how they used the awarded funds during the performance period.

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ANNUAL REPORTING FOR ESSER, CON’T

This year’s report will require significantly more information from districts than the previous year’s report.
The report will cover the period from October 1, 2020 - July 30, 2021.
This reporting window is a little unusual because the first annual report spanned from the beginning of the pandemic to the end of the federal fiscal year however USED has moved to change the current and future reports to align with the state fiscal years.
Schools must complete ESSER Annual Report Survey by April 15, 2022
Click here to access the ESSER Annual Report Survey

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IMPORTANT FISCAL DATES TO REMEMBER

Current Fiscal Year: July 1, 2021 - June 30, 2022
June 30, 2022: Last day to expend federal funds for expiring grants
June 30, 2022: Goods and services must be received by June 30^th

The school can pay for those items after June 30th, but keep in mind that all claims are due by July 10th. It is best practice not to order any supplies and materials between April and June to ensure that students are benefiting from those goods and services.

July 10, 2022: Last day to submit claims for expiring grants and all expenditures for the current fiscal year for other federal grants (July 1, 2021 – June 30, 2022)
Also keep in mind that if the school waits until June 30^th to expend funds, the school may not be able to gather required documentation to submit claims by July 10^th.

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FLIGHT COSTS

Schools may include the total cost of flights in federal program activities. You do not have to use the GSA rate for flights.
The GSA rate must be used for hotels.
Meal reimbursement must follow the state per diem allowance (currently $35 per day for in-state, $50 per day for out-of-state).
Reminder that district is not allowed to reimburse meals provided by hotel or conference

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FY22 TITLE I AUDIT BY SCDE

May 3, 2022 – FY22 Title I SCDE Monitoring Visit to District Office

New Epicenter Requirements:

Professional Development Calendar
Title I Paid Positions – Staff Schedules
Parent and Family Engagement Policy

Includes annual review date
Includes effective means of outreach to parents of English learners

Parent Night Documentation

Schedule of Parenting Events
Meeting notices, agendas, sign in sheets, PPTs/handouts, parent feedback

Paraprofessional Schedules

Must include where instruction is provided and name of supervisor to show that papapros are under the supervision of a certified teacher

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2022-2023 Federal Program Planning

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FEDERAL PLANNING TIMELINE

February – April:

District and school level internal and external planning meetings
Schools develop comprehensive needs assessment and strategies to address needs

Late April:

Title I and Title II Preliminary allocations released by SCDE

April - May:

District calculates Title I allocations
Schools are notified of Title I status and allocations
Schools apply Title I and/or Title II funding to priority strategies

May 14^th: Title I Planning Documentation Due, Title I Preliminary Needs Assessment and Application Due from Schools

June 15^th: Title II Planning Documentation Due, Title II Preliminary Needs Assessment and Application Due from Schools

Late May – Title IV Preliminary allocations released by SCDE

TBD – Title IV Preliminary Needs Assessment and Application Due

October 2022: Final allocations released by SCDE

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FEDERAL PLANNING MEETINGS

FY23 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)

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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.

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Title I Agenda	Title II Agenda	Title IV Agenda
School's participation in Title I	School's participation in Title II	School's participation in Title IV
Impact of current Title I activities on student achievement	Impact of current Title II activities on student achievement	Impact of current Title IV activities on student achievement
Needs Assessment: Strengths/Weaknesses – Student Achievement, Teacher and Administrator Quality, Parent and Family Engagement, Social Emotional Learning, Safe and Healthy Schools, Technology	Needs Assessment: Strengths/Weaknesses – Teacher and Administrator Quality	Needs Assessment: Strengths/Weaknesses - Access to, and opportunities for, a well-rounded education for all students School conditions for student learning to create a healthy and safe school environment Access to personalized learning experiences supported by technology and professional development for the effective use of data and technology
Review of the school's Parent and Family Engagement Policy (see attached checklist)
Review of Home-School Compact (see attached checklist)	Needs Assessment Results	Needs Assessment Results
Results of Parent and Family Engagement Program Evaluation (i.e. parent surveys)	Committee feedback and/or suggestions	Committee feedback and/or suggestions
Needs Assessment Results
Committee feedback and/or suggestions

Planning Meeting Agenda Topics

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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?”

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?

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WHERE TO START?��NEEDS ASSESSMENT

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Needs Assessment

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COMPREHENSIVE NEEDS ASSESSMENT

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NEEDS ASSESSMENT��PROCESS

Four Elements Essential for Successful Needs Assessment

Needs Assessment Guidebook (May 2018)

State Support Network

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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

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COMPREHENSIVE NEEDS ASSESSMENT

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

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COMPREHENSIVE NEEDS ASSESSMENT��SECTIONS I & II

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COMPREHENSIVE NEEDS ASSESSMENT��SECTION III

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LET’S PRACTICE

Read the sample Comprehensive Needs Assessment found here.
As a group, discuss and answer Section 1 questions and your group’s assigned section on the CNA-Questions to Consider here.
Choose a spokesperson for your group.
Early finishers:

Answer questions from another section of your choice

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CNA -QUESTIONS TO CONSIDER

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COMPREHENSIVE NEEDS ASSESSMENT

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RESOURCES

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CONTACTS

Tracie M. Sweet

Director of Federal Programs

Phone: 803-960-8609

Email: tsweet@sccharter.org

Becky Huggins

COVID Impact Coordinator

Phone: 803-608-1091

Email: rhuggins@sccharter.org

Tatiana Velez

Federal Programs Assistant

Phone: 803-212-8326

Email: tvelez@sccharter.org

Please complete the evaluation survey here.