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AGENDA

Special Guests: Liberty STEAM – Parent and Family Engagement Strategies
Grant Updates & Reminders
Title I Audit Results
Turning Strategies into Activities

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�Parent & Family Engagement��Presented by Liberty STEAM Academy

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Grant Updates and Reminders

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AMENDMENT UPDATES�(AS OF 5.11.2022)

Title I

FY20 – approved by SCDE
FY21 – approved by SCDE
FY22 – approved by SCDE

Title II

FY20 – approved by SCDE
FY21 – awaiting approval by SCDE
FY22 – approved by SCDE

Title IV

FY20 – approved by SCDE
FY21 – approved by SCDE
FY22 – approved by SCDE

ESSER and GEER

ESSER I – approved
ESSER II – awaiting approval from SCDE
ESSER III – approved by SCDE
GEER – approved

Other

FY21 CSI – approved by SCDE

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AMENDMENT DUE DATES�2022-2023

September 15, 2022 - Last opportunity to amend grants that expire in 2023:

FY22 Title I
FY22 Title II
FY22 Title IV
ESSER II
*Note that the SCDE will not allow districts to submit amendments until after August 15^th.

February 15, 2023 - Schools may submit amendments for FY23 grants and ESSER III.

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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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FY22 TITLE I AUDIT BY SCDE

All-clear rating, no findings
Technical Assistance Provided:

Twenty Day Letter – Three schools still referenced No Child Left Behind in the body of the letter.
Records Retention – Records should be kept for “six years after the end date of the grant.” Our records indicated 5 years + the current year. Auditor noted that the district is “doing an excellent job of documenting and tracking the records” and “the update is no reflection upon the district.”
Physical Inventory – Logs were complete, but some were missing signatures, dates, or both.
Report Card Reporting – Link was not easy to locate for four schools. Schools must move the link to the “Parents” portion of their websites.

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GRANT IMPACT ON STUDENT ACHIEVEMENT

Title I: Due July 1, 2022
Title II and IV Grants: Due September 1, 2022
Title II Impact Statement Template
Title IV Impact Statement Template

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END OF YEAR IMPACT STATEMENTS

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TIME AND EFFORT

Reminder that Semi-Annual Certifications for January – June are due by July 10^th
Submit with employee’s last payroll reimbursement request
If employee signs prior to June 30^th due to last day of work being before June 30^th, make a note on the semi-annual of the employee’s last day of work.
Dates for January – June MUST reflect January 1, 2022 – June 30, 2022!!
Click here to access January – June Semi-Annual.

Note that additional Time & Effort resources can be found here.

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RESTORATIVE PRACTICES & STANDARDS INSTITUTE

The district will send 4 participants to the five-day Standards Institute July 25-29, 2022 in Orlando, FL. The Standards Institute is an immersive and transformative five-day in-person learning experience where participants will have conversations about race, examine bias and its role in instruction and learning, and commit to adaptive change within themselves as a practitioner while learning practical strategies that can improve instructional practice and leadership in schools and systems.
SCPCSD teachers and administrators will have an opportunity to participate in virtual professional development entitled "Trauma and Adverse Childhood Experiences" by Melissa Reeves.
SCPCSD teachers and administrators will have an opportunity to participate in virtual professional development entitled "Behavioral Threat Assessment Management Team Training" by Melissa Reeves.
Be on the lookout for more information coming soon!

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2022-2023 �Federal Program Planning

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FY23 PRELIMINARY TITLE I, II, & IV APPLICATIONS

Title I

Estimate notifications of eligibility/allocations by early next week
CNA & Applications due June 8^th in Epicenter
Due to SCDE July 1^st
Click here to access resources.

Title II

All schools will be served
CNA & Applications due in Epicenter July 8^th
Due to SCDE July 31^st
Click here to access resources.

Title IV

Title I schools will be served
CNA & Application due August 8^th
Due to SCDE August 31^st
Click here to access rsources.

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RETENTION, SIGN ON, AND PERFORMANCE BONUSES

Schools MUST submit a copy of their Retention/Sign On/Performance Bonus Policy prior to the state department approving any activities.
Performance bonuses MUST include a rubric.
If you have an activity like this in any of your federal grants, please attach a copy of the policy to the application in Epicenter.

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JOB DESCRIPTIONS

If the school has any unique positions in a grant, please attach a copy of the job description to the application in Epicenter.
Examples: Dean of Scholars, Dean of Culture, Teaching Fellow,

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2022-2023 �Federal Program Planning��Turning Strategies into Activities

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NEEDS ASSESSMENT��PHASES OF IMPLEMENTATION

Now in Connect to Implementation Phase

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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TURNING STRATEGIES INTO ACTIVITIES

You have your list of prioritized strategies to meet the needs. Now what? Now it’s time to turn those strategies into written activities for the qualifying grants!

Which grants will the school receive?
Review allowable use of funds for each grant here.
Write the activity description

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TIPS FOR WRITING ACTIVITY DESCRIPTIONS

First ask, “Is this cost allowable, allocable, reasonable, and necessary?”
If the answer to any of those questions is no, then don’t include the activity in the plan!!

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IS THIS PURCHASE ALLOWABLE?

Expenses charged to a federal award must meet the following allowability criteria:

The costs must be reasonable.
The costs must be given consistent treatment through application of those generally accepted accounting principles appropriate to the circumstances.
The costs must conform to any limitations or exclusions set forth in the sponsored agreement or in the Federal Cost Principles (OMB Uniform Guidance §200.403).

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IS THE PURCHASE ALLOCABLE?

The cost must be evaluated against the criterion of allocability. That is, the cost has been incurred solely to support or advance the work of the specific grant award.

Example: The purpose of Title II is to support teachers, principals, and other school leaders in their work to improve the overall quality of instruction and ensure equity of educational opportunities for all students.

Inclusion of an unallowable cost in a proposal does not make the cost allowable. Adding a justification to an unallowble cost in a proposal also does not make the cost allowable.
Trying to make a purchase “fit” into an activity that is vague does not make it allowable.

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IS THE PURCHASE REASONABLE AND NECESSARY?

Would a prudent person pay this amount for this item?
If it were published on the front page of the local newspaper, would that be okay with you?
Is the cost necessary for the appropriate and efficient performance and administration of the Federal award?
Is the price of the goods or services comparable from multiple vendors/sources that have no vested interest or relationship to the Award or to the person involved in the purchase?
Have the individuals incurring this cost acted with due prudence (discretion and good sense) in the circumstances? Have they considered their responsibilities to the school, its employees and students, the federal government, and the public at large?
My Favorite - Follow the “Granny” Rule: If I can’t explain the purchase to my Granny without getting one of those “looks” and a stern talking to, it probably isn’t reasonable. ☺

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TIPS FOR WRITING ACTIVITY DESCRIPTIONS

Answer the who, what, when, where, how, and why questions.
Be very specific.
Don’t leave the reader wondering what the school is paying for in the activity.
Supplies and materials – List all examples that may be purchased, and make sure they are allowable.
Salary vs. contracted service?
Use complete sentences to thoroughly explain purposes
Use bullets where appropriate to clarify expenses
Use proper grammar
Suggestion: Type in word document and then copy and paste into cells on excel sheet
Note: Tracie will send an application template with the preliminary allocation notice.

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PROFESSIONAL DEVELOPMENT

Who is attending the professional development?
What is the exact title of the PD?
When is the PD being held? (Month, Date, and Year)
Where is the PD being held? (City and State)
How is the PD being held?

Is this a conference?
Is this an in-house PD being held at the school, and a contractor is providing the PD?

How will the learning be measured?
Why is the professional development being held? (Connect to the needs assessment)

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PROFESSIONAL DEVELOPMENT ��EXAMPLE

The district will send two district staff members from the Federal Programs Office to the National Association of Federal Education Program Administrators (NAFEPA) Conference in Washington, D.C. in March of 2023. Participants will get the most up-to-date information to help support school leaders and coordinators in fulfilling the requirements as administrators of federal education programs. Impact will be measured through school site visits and compliance review.

Expenditures will include the following:

Registration: $645 x 2 participants = $1290
Flight: $658 x 2 participants = $1316
Parking: $12 per day x 3 days x 2 cars = $72
Hotel: $313/night Conference Hotel Rate with taxes x 2 rooms x 2 nights = $1252 (The GSA rate is $258 per night, but the conference hotel rate will save on travel expenses.)
Meals: $50 out-of-state rate per day per diem x 2 participants x 3 days = $300
Total: $4230

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RATES

Use GSA rate for hotel https://www.gsa.gov/travel/plan-book/per-diem-rates
Use in-state or out-of-state rates for meal reimbursements (receipts are not required)

In-State: $8 (breakfast), $10 (lunch), $17 (dinner)
Out-of-State: $10 (breakfast), $15 (lunch), $25 (dinner)

Use actual costs for flights

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SALARY AND CONTRACTED SERVICE ACTIVITIES

Is the following activity a salary or a contracted service?

To support well-rounded educational opportunities, the school will provide music therapy sessions, tailored around existing curriculum and lesson plans, in all classrooms. Funding will provide a total of 45 (30 min) group music therapy sessions. Students at the school will gain increased cognitive, communication, socialization, fine/gross motor and self-calming skills. Music therapist and teachers will develop goals centered around existing curriculum and lesson plans. Goals and outcomes will be documented in a clinical service note for each session and final summary of each classroom's outcomes.

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SALARY AND CONTRACTED SERVICES

Example of activity that needs revisions:

An Instructional Coach will provide instructional support for all teachers in kindergarten through 9^th grades providing one-on-one sessions, lesson reviews, and helping to strategize to meet student needs. The Instructional Coach will also oversee middle and high school roll out, maintaining curriculum vertical alignment as the school rolls out an additional grade each year.

Questions to Consider

Is this a salary or contracted service?
If salary, is this a 1.0 FTE?
What is the total salary for this position? How much of the salary is being funded through this grant?
Can the program manager determine from this activity if this person would need a semi-annual or PARS?

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MATCHING ACTIVITIES TO BUDGET CODES

BETTER…

The school contract with an Instructional Coach to provide instructional support for all teachers in kindergarten through 9^th grades providing one-on-one sessions, lesson reviews, and helping to strategize to meet student needs. The Instructional Coach will also oversee middle and high school roll out, maintaining curriculum vertical alignment as the school rolls out an additional grade each year. *Object code of 300 for contracted service.

The school will hire a 1.0 FTE Instructional Coach to provide instructional support for all teachers in kindergarten through 9^th grades providing one-on-one sessions, lesson reviews, and helping to strategize to meet student needs. The Instructional Coach will also oversee middle and high school roll out, maintaining curriculum vertical alignment as the school rolls out an additional grade each year. Total Salary = $60,000 (Title I will fund $39,263.23 of the total salary. The remainder will be funded with general funds.) *Object code of 100 for salary.

Click here to access the Quick Guide to Function and Object Codes.

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SUPPLIES AND MATERIALS

Who will be using the supplies and materials?
What specific supplies and materials will be purchased?
When are the supplies being used?
Where are the supplies being used?
How are the supplies being used?
Why is there a need for the supplies?
How will the use of the supplies impact student learning?

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SUPPLIES AND MATERIALS ��EXAMPLES

The school will provide ELA, Math, Science, and Social Studies instructional material and supplies for teachers and students throughout the school year for the enhancement of teaching and learning. The supplies will be used to support and increase student achievement in grades K-8 in the subjects of Reading, Math, Science, and Social Studies, and Writing. Supplemental instructional materials will include educational games, rulers, protractors, compasses, flashcards, math manipulatives, glue sticks, content area workbooks, molding clay, canvas, graph paper, notecards, storage bags, STEAM supplies, poster paper, notebooks, paper, colored paper, binders, dividers, supplemental workbooks, dry erase markers, markers, chart paper, folders, post it notes, highlighters, and any additional instructional material or resources deemed appropriate to enhance classroom instruction.
The school will provide supplemental enrichment materials in grades K-8 to enhance student learning with classroom magazines (one subscription per classroom per year), such as Scholastic, Time Jr, Scholastic Scope, Stories Weekly, Social Studies Weekly, My Big Backyard, and Science Spin (approximately $10 per student for 450 students).

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SUPPLIES AND MATERIALS��EXAMPLE

The school will hold parent and family engagement events, such as Math Night, Literacy Night, Annual Title I Meeting, Doughnuts for Dads, Muffins for Moms, Goodies for Grands, Watch D.O.G. Program, Veteran's Day Program, and monthly other academic Family Engagement Nights. The purpose of these events is to provide parents and families with information on the level of achievement of their child(ren), involve all parents in the planning, review, and improvement of school programs, and engage parents and families in their child’s learning. Expenditures will include refreshments (average of $2.50-$5.00 per person) and supplies, such as printer ink, copy paper, construction paper, Post-It notes, chart paper, chart markers, pens, index cards, math and science manipulatives for sharing with parents how to help with learning at home and any additional reasonable instructional material or resources deemed appropriate to enhance the purpose of the parent and family engagement event. The average attendance is 200 - 250 per event.

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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.

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