Collegeprepared and Careerready Celina Reynoso Dr Candice Waters

Collegeprepared and Career-ready Celina Reynoso Dr. Candice Waters Local District West Title I Coordinators celina. reynoso@lausd. net candice. waters@lausd. net (310)914 -2134/45 2017 -2018 Budgeting for Student Success Title 1 -7 S 046

Objectives To develop a deeper understanding of: Ø Title 1 program Ø Online Single Plan for Student Achievement (SPSA) /Budget Document Ø Budget Program Guidelines Ø Budget Development Process

2017 -2018 Budget Development Resources Federal and State Education Programs Offices 3

2017 -2018 Budget Development Resources Budget Planning 2017 -2018 Handbook 4

2017 -2018 Program and Budget Handbook Instructional tool to assist in developing your instructional program for 2017 -18

Purpose of Title I 53 To address the needs of low-achieving students and at-risk students not meeting grade-level standards

Supplement vs. Supplant 1 Resources from the categorical funds should be used to: 1. 2. 3. Supplement the District provided core services Extend the quality and quantity of instructional time Assist with reducing barriers for student learning

61 Monitor the implementation of the SPSA Conduct comprehensive needs assessment, including data analysis/SPSA Evaluation Cycle of Continuous Improvement Identify expenditures in the budget related columns and ensure alignment with the strategies/actions tasks described in the SPSA Develop measurable objectives and identify strategies/actions/tasks in the SPSA Goal Pages Develop budgets based upon prioritized expenditures that support the strategies/actions tasks described in the SPSA Goal Page Columns

9 64 Title I School Level Decision Making

Title I Allocations Allocation letters are tentatively scheduled to be emailed to principals on March 15 at 5 p. m. There is an expectation that Title I allocations may be lower than last year. Schools should prioritize.

2017 -2018 Title I Allocations 7 S 046 65% - above - $569 ($113 less) 50% - 64. 99% - $433 ($85 less) 7 E 046 65% - above - $10 ($1 less) 50% - 64. 99% - $8 ($1 less)

2017 -2018 SPSA Online Single Plan for Student Achievement

SPSA Goal Page School’s budget must be aligned to the SPSA otherwise the SPSA will not be approved.

SPSA Goal Page In writing the SPSA, the school will need to be as accurate as possible when listing cost of expenditure. Cost of the expenditure must be listed with the strategy. Note: A position must be entered only once

Online SPSA Modification Any changes to the SPSA will now be made in the online SPSA using the online SPSA Modification even if it does not require a budget adjustment.

2017 -2018 Program and Budget Handbook Changes The following items have been moved to the front of the book in order to access pertinent information quicker: Program and Budget Guidelines Budget-At-A-Glance Budget Terms

2 to 3 Budget Guidelines: Budget Development and Maintenance # 1 Administrator X Time • For Saturdays or unassigned days only (Intervention supervision or PD facilitating or attendance) • Not for weekday activities • Must receive preapproval from the LD Superintendent prior to the beginning of any Saturday activity (no after-the-fact approvals) • All documentation must be maintained at the school site including SSC minutes and agenda, intervention flyer/PD agenda along with time reporting documentation • Must still follow Human Resources Inter-Office Correspondence dated 6/27/13

2 to 3 Budget Guidelines: Budget Development and Maintenance Mileage #10 Mileage reimbursement is for school employees who participate in Title I program activities such as Title I funded workshops or Title I meetings. The purpose and need for mileage must be specifically described in the SPSA. Mileage for Itinerants are paid centrally and not from the school’s Title I funds.

2 to 3 Budget Guidelines: Budget Development and Maintenance Telephone Expenses #15 Reminder: Postage is not allowed New name and budget item: Phone Expenses – Title I Office/Parent (PHONEEXP-TIOFC/PRNT) - #50254

Budget Guidelines: 3 to 7 Certificated Personnel o # 20 CSR Teachers- The minimum allowable when funding CSR teachers with Title I resources is 0. 2 FTE (1 day). If funding more time than 0. 2 FTE, additional time may be purchased in increments of 0. 2 FTE, i. e. 0. 40, 0. 60, 0. 80, 1. 0. o #21 CSR Day to Day Substitute Benefitted Absence. A minimum of 4 days must be budgeted o #27 Multi-funded CPA and Differential - Multi-funded Categorical Program Adviser positions and differentials should be budgeted at the same percentage.

3 to 7 Budget Guidelines: Certificated Personnel o #29 Certificated Out-Of-Classroom Personnel- No more than two funding sources may be used to purchase any out-of-classroom personnel position. For example, a school may fund a Categorical Program Advisor using Title I and the General Fund School Program (13027). o #30 Prof Expert – requires approval from the Freeze Committee o #33 Teacher Auxiliaries: Auxiliary for class size reduction or intervention may be budgeted during budget development. The SPSA/SPSA Modification page(s) description of the teacher auxiliary must include the subject area to be taught and the grade level

3 to 7 Budget Guidelines: Certificated Personnel EL Coach #22 This is a new supplemental position to address the linguistic and academic needs of English Learners. If a school would like to utilize their Title III funds, the school can purchase the EL Coach but not the EL/SEL Coach. This is a direct service position. The only exception to the 50% minimum FTE is an EL Coach. SWP schools that receive Title III funds can combine their Title I and Title III funds to make up the 50% with the minimum FTE being 0. 2. (e. g. , to pay the minimum of 0. 5 of a position, Title III contributes 20% and Title I contributes 30%)

3 to 7 Budget Guidelines: Certificated Personnel Teaching Assistants #32 Teacher Assistants: provides services under the direct supervision of a credentialed classroom teacher. The TA is budgeted per the number of hours, the number of days and the percent funded. If a school needs to multi -fund the position, please see the restrictions below: ü 1 -hour and 2 -hour positions must be 100% funded (cannot multi-fund) ü 3 -hour and above positions can be multi-funded 50% or 100%

Budget Guidelines: 7 Conference Attendance/Professional Development Conference Attendance #45 Schools cannot use this year’s Title I funds to pay for a conference that will be occurring in the new school year (July – August). Options: 1) Use general funds to pay for the conference 2) Use Imprest to pay registration, don’t submit Imprest reimbursement to Title I until after the conference. Include submission of the invoice and the current year’s SPSA page where the conference is described and budgeted. 3) Wait until the new year's Title I funds are available in July to pay for the conference but that may be too late. Again, the conference needs to be described in the new year's SPSA. Please plan accordingly

7 Budget Guidelines: Conference Attendance/Professional Development Teacher Release Day/Hours #46 Since time is reported as hours and not by day, schools can use this expenditure to release teachers for part of the day. Applicable for secondary schools who only want to release teachers for two hours.

Budget Guidelines: 8 Copiers #49 & 50 Other Non-Instructional Contracted Services and Maintenance/Rental of Equipment Funding must be split into two separate lines with no more than half of the total dollar amount being charged to Title I funds, and the other half charged to any appropriate non-Title I fund The following are the commitment items for copying charges: ü Non Instructional Contracts (Toshiba Contracts) – Commitment Item #580002 ü Maintenance of Equipment (Other than Toshiba) – Commitment Item #560006 ü Rental of Equipment (Other than Toshiba) – Commitment Item #560011 or less with T 1

Budget Guidelines: 8 Curricular Trips/Admission Fees Entertainment and Title I #52 Based on the Education Department General Administrative Regulations (EDGAR), 2 CFR Part 200 Section 200. 438, - costs of entertainment including amusement, diversion, and social activities and any associated costs are unallowable with federal funds (including Title I) Based on this year’s FPM Review, Curricular Trips and Contracts that fall in the “gray” area between entertainment and instructional have been cited for repayment by the CDE Fiscal Reviewers. “If in doubt, fund with general funds”

8 Budget Guidelines: Curricular Trips/Admission Fees Curricular Trips Booked through the Transportation Branch #54 The Title I Office will be an additional reviewer of curricular trips that are booked through the Transportation Services Division. As with all Title I curricular trips, the destination must be specifically described in the SPSA for the determination of allowability. Please plan accordingly for the additional approval process to ensure that there is enough time for booking your trip. In addition, because of audit issues, schools cannot book Title I curricular trips in the month of June if using the District’s Transportation Branch.

8 Budget Guidelines: Curricular Trips/Admission Fees Curricular Buses through Charter Bus Companies When using a District-approved charter bus company, schools must book the trip using a Purchase Order, PCard (new) or Imprest Account prior to May 5. The direct link to the list of approved charter bus companies is: http: //bit. ly/2 j 9 r. HJ 7

9 to 11 Budget Guidelines: Equipment o #56 Capitalized Equipment (equipment costing $5000 or more) – requires getting approval from Central Office and California Department of Education o #61 Non-Capitalized Equipment: Equipment purchases with a total final cost of or over $500 (including tax, shipping and other ancillary charges) o #63 General Supplies Technology: Equipment purchases with a total final cost of less than $500 (including tax, shipping and other ancillary charges) Note: Must include a Quote and received by May 5 th.

9 to 11 Budget Guidelines: Equipment Disposal of Equipment #60 A Disposal of Equipment form for any categorical equipment listed on the school’s CEI that is reported as stolen or salvaged must be completed within 30 days of knowledge of theft or 30 days of being salvaged. The form must be submitted to the FSEP Office via email at fsep@lausd. net.

11 to 13 Budget Guidelines: Instructional Materials # 68 Other Books - Professional learning books for teachers (Lesson Study). Title Schools can now purchase reference books (dictionaries, encyclopedia sets) for the school library. Will be part of the second reviewer process at the local district. #71 Supplemental Instructional Materials (SIM) - The specific item(s) or supplemental program must be described in the SPSA. #73 Test Preparation Materials: Title I funds may not be used to purchase test preparation materials.

11 to 13 Budget Guidelines: Instructional Materials # 66 First Time Purchase of Software License - initial purchases of software licenses, use Commitment Item # 430010, Supplemental Instructional Materials. #70 Renewal of Software License - When budgeting for renewal of software licenses use Software License Maintenance (Commitment Item # 580020, Budget Item # 50243)

11 to 13 Budget Guidelines: Instructional Materials Software Licenses #70 Time period for the contract (invoice) should be from July – June for the school year in which you are budgeting. If your licenses end in the middle of the school year, contact the vendor to adjust the invoice to end on June 30 and submit a new invoice once the new year school year begins.

Budget Guidelines: P-Card Expansion #69 Currently, Admission Fees, Registration Fees, Supplemental Instructional Materials are the only items that schools can use Title I funds to reconcile with a PCard. Beginning in 2017 -2018, the following items will be added: Software License Maintenance Curricular Trips - Buses

16 to 17 Budget At A Glance Direct Services Indirect Services- 10% maximum

Pages 18 -28 37

Pages 29 -39 38

Budget Planning Flowchart

(SPSA)/ Budget Development Process Director will read the SPSA and TSP Plan for quality of the instructional program Title I/English Learner/PACE staff will read the SPSA for allowability and alignment of expenditures to strategies

The SPSA Approval Tracking page is used by Local District Coordinators/Administrators and Instructional Directors to track the SPSA Plan approval process. Principals and Designees can view the page but cannot make changes to it.

Signature Page 2017 -2018 Budget Development Principal Signature 03/29/17 X X 7 S 046 SSC Signature X 3/29/17

Date Blue Ink

Fill in the required textboxes shown .

2017 -2018 Budget Development Checklist

REMINDERS

In order to approve preliminary SPSA with Budget Pending Distribution=$0. 00

Purchasing Deadlines for Title I Remember May 5 For technology equipment and software licenses - must be received by May 5 of the current year All other purchases including warehouse orders – must be ordered by May 5 Imprest Claim Reimbursement Request – must be received by FSEP on or before May 5 P-Card and T-Card purchases – must be purchased by May 5

Goods Receipt: Goods receipt for all expenditures including Title I must be processed in SAP on or by June 30, 2017 otherwise, it will be considered a disallowed expenditure for the following fiscal year and schools will be required to payback with general funds

Control Sheets Because many schools are found to have overdrafts in their Title I budget and they are required to payback Title I with their general funds, we highly recommend that schools maintain control sheets to keep track of their funds. Check with your fiscal specialist for control sheet templates.

Control Sheet

Changes to Estimated Rate Sheets

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Thank You