Federal Programs Conference Notes

Agenda and Session Details

  • Main session until 10:45 AM.
  • Break from 10:45 AM to 11:00 AM.
  • Breakout session from 11:00 AM to 11:45 AM (three options available).
  • Lunch from 11:45 AM to 12:45 PM.
  • Activity at 12:45 PM in designated spots.
  • Realignment games activity with small groups at tables.
  • Second breakout session from 1:30 PM to 2:15 PM.
  • Fifteen-minute break from 2:15 PM to 2:30 PM.
  • Last breakout session from 2:30 PM to 3:15 PM.

Special Session for PMV Resubmission

  • Tammy Smith will be available at the Houston Huddle Room (Room B) from 11:00 AM to 11:45 AM to help review Program Monitor Validations (PMVs) for Title II resubmissions.
  • This is not a breakout session.
  • Assistance will be provided to ensure submissions are correct in spreadsheets.

Breakout Session Descriptions and Logistics

  • Participants are advised to review the agenda and session descriptions to make their selections.
  • All rooms are located upstairs on the second floor.
  • Houston LMR is a combination of rooms.
  • Bowie and Austin rooms are across from Houston LMR.
  • Lunch, coffee, and restrooms are located behind the meeting area.

Icebreaker Activity

  • Participants were asked to consider: "If your school year was a movie, what movie would it be?"
  • Share the movie title and a short explanation of why.
  • Region 10's movie title: Finding Dory (representing the need to "just keep swimming" through challenges).

Sharing and Discussion

  • Participants stood up, moved around, and shared their chosen movie, their role, and how long they've been in their role when the music stopped.
  • Examples shared:
    • "Inside Out 2" - Representing the emotional rollercoaster of a charter school.
    • "Moneyball" - Passing a Vader (waiver) in the fall and a Bond in the spring.

Legal Disclaimer and General Updates

  • Carla Voltran (Program Coordinator for Federal Programs) shared the legal disclaimer: "This is not legal advice."
  • Information is subject to change based on updates from state and federal agencies.

Title I Part A: Homeless Workshop

  • Clarification: Reservation is required for homeless students, even if other grant sources are used.
  • Minimum reservation is 100100.
  • New worksheet for Title I Part A homeless reservation.
  • The worksheet is more extensive, requiring proof of how student needs are met and funded.
  • Post-award validation of the homeless worksheet will occur.
  • 10% sample statewide.
  • The worksheet must match PS3101 in the ESSA application.
  • Training available from Region 10 in June (date to be determined).
  • This applies for the 2025-2026 application.

Collaboration with Homeless Liaisons

  • Homeless liaisons are aware of these changes and are ready to collaborate.
  • They can provide graduation, STAR, and attendance data for the worksheet.

ESSA Budget Spreadsheets and Allocations

  • Spreadsheets will be distributed next week on May 20.
  • Waiting for the release of allocation amounts.
  • A survey was answered at ACIT, and we haven't heard back yet.

Paraprofessional Requirements for Title I Part A

  • New requirements for instructional paraprofessionals at Title I school-wide campuses.
    • High school diploma.
    • Completion of two years of study at a higher education institute, or possess an associate degree, or meet a rigorous standard local test.
    • State certification.
  • These requirements apply even to instructional sped paraprofessionals.
  • Recommendation to get existing paraprofessionals certified as soon as possible.

Documentation and HR Collaboration

  • Transcripts are needed for those with college credit.
  • Collaborate with HR to ensure these requisites are met for new hires.
  • HR needs to document and file these records.

Determining "As Soon As Possible"

  • LEAs need to communicate to their staff when to meet the requirements.
  • LEA comes up with a plan on how you're gonna move forward.
  • Plan B needed if the certification exam is not passed or is not taken.
  • If the campus is technical targeted assistance (TA), the requirements are not applicable unless paid by Title I.

Training Options

  • Region 10 offers training through "Master Teachers" for paraprofessional certification (online courses).
  • Reach out to Sarah Reeves or Lori Aden for more information.
  • The more licenses purchased, the cheaper it is.

Grant Timelines

  • For 2024-2025 ESSA grant:
    • Last amendment: June 3.
    • For SSA members, the last day to submit your budget is May 23. Aligning budgets to needs assessment, district and campus improvement plans.
    • Ensure expenditures don't exceed budget by 25% to avoid audit findings.
    • Grant ends September 30, 2025 (encumber all funds by this date).
    • Final expenditure report due December 29, 2025.
  • For 2025-2026:
    • The ADC opens May 20.
    • Application due by September 30.
    • Submit by the last day of June for guaranteed July 1 start.
    • Make sure AskTech is updated.
    • Verify access in TEAL.

Campus Changes and Board Meetings

  • Update campus changes (closings or additions) in June.
  • Public comment required at a board meeting before applying.
  • Inform stakeholders and show how their feedback is considered (statute 8306a7).
  • Align application to comprehensive needs assessment, district and campus improvement plans.

Time and Effort

  • Time and effort documentation required for staff paid by federal grants.
  • If paid solely with flex grants and flex waiver programs, job description is sufficient.
  • Single cost objective: Semiannual certification.
  • Multiple cost objectives: PAR (personnel activity report).
  • Multiple cost objectives with a set schedule: PAR or substitute system for time and effort (certification submitted in Smartsheet).
  • Time and effort decision tree from Region 20 available.

Indirect Cost Rate

  • ISD indirect cost rate proposals due in GFFC by May 16.
  • Charter schools submit the survey (deadline March 28).
  • ISD letters posted in GFFC July 1, charter schools June 13.
  • Indirect cost rate applies from July 1 to June 30 of next year, so you have to review them what indirect cost rate you're going to apply.

Allowability and Cost Principles

  • Does expenditure meet intent and purpose of the grant?
  • An example: Costumes for folklorico is not meeting the intent and purpose for Title III.
  • Need must be documented in CNA.
  • Reasonable, necessary, allowable, and allocable.
  • Consistent with local policies and procedures
  • Follow GAAP (Generally Accepted Accounting Principles).
  • Adequate documentation

Justification Forms

  • Available on TEA's website.

  • Out-of-state travel: Must keep to a minimum and justify compliance with the minimum.

  • Include CNA need, objective/goal, strategy, and follow-up plan.

  • Educational field trips (2024-2025): Include TEKS, CNA need, DIP/CIP goal, and strategy.

Obligation of Funds

  • General and Fiscal Guidelines, page 18, chart about obligation of funds.
  • Payroll: When services are performed.
  • Contracted services (Object code 6200): When services are performed.
  • Performance of work other than personal services: Supplies and subscriptions, obligate the funds on the date on which you make a binding written commitment to obtain the work
  • Subscription: As long as you have full access to the software, you can pay for a full year, as a recent change.
  • Travel: When travel is taken.

Micro-Purchase Threshold

  • Micro-purchase threshold recertification by October 1.
  • Follow yellow path for procurement.
  • Small purchases is not a name anymore. It's Simplified Acquisition.
  • Submit by October 1 for retroactive application to July 1.

Continuous Improvement and ESSA MOE

  • Defined in EDGAR section 77.
  • Evaluate programs to ensure goals are met.
  • Tied to internal controls (prevent, detect, control).
  • Meet 90% of state/local expenditures on ESSA MOE (Maintenance of Effort).
  • Pass one of the four tests for ESSA MOE if you need help reach out to me.

State Compensatory Education

  • Calculate state compensatory threshold of 55%.
  • Schedule J4 required.
  • Reporting requirement for LEAs receiving over 750k in state compensatory.
  • Plan submissions by July 29.
  • Trainings available on May 29 and June 12 (virtual).

New Communication Platform: Constant Contact

  • Sign up for newsletter (condensed information).

Migrant Education Program Updates (Jesus)

  • Program targets migrant education students for graduating from high school.
    • Rotating agricultural workers
  • Goal: Getting them to graduate from high school.
  • Identified through family surveys at registration, year-round process.
  • Collaboration with communications teams, embedding videos in registration paperwork (English and Spanish).
  • TEA administration address letters.
  • Identifying students is a year-round requirement for every single LEA (receives funds or not).
  • Screening phone call and interview process to qualify students.
  • Issues with follow up outreach amid the sociopolitical environment with Migrant workers.

Identification Process Cooperation

  • Leads from LEAs to rtechmigrant@region10.org.
  • Provide phone numbers to call.
  • Video clips shown about migrant conditions, and movie clips about immigrant families.
    • McFarland and Million Miles Away, etc.

Information on Private Non-Profit Team (PNP)

  • Overview of PMPs and Equitable Services
    • Ensuring equitable services for PMPs is a primary responsibility.
  • Access the Tech Stack App to Locate PMPs
    • The Tech Stack app is useful for identifying PMPs in your area using the Tech Stack App.
    • Update S Application and PMP Budget
    • Ensure your S application and PMP budget are current and accurately allocated.
  • Participation Forms
    • Reach out to PMPs, document your outreach, and use provided participation forms
    • Focus programs on participation in Title I and III for equitable services.

SC 3099 and PS 3099 Preparation Coming Up

  • Coming events for preparation towards compliance.
  • SC3099 and PS3099
  • Virtual training is Available (ten-eleven) to further understand the fill out process on May 22.

Program Monitoring Validations - Sarah and Tammy

  • Overview of Program Monitoring Validations

    • Region 10 had 22 LEAs validated and expects a similar number with a shrinking sample pool.

  • Validation Scenarios

    • Scenario 1: LEA validated in all six areas due to funding in FY23-24 & 24-25 combined with Full compliance reported on self- compliance for All areas during that time.
    • Scenario 2: LEA validated in two areas due to not receiving funding, or compliance on that year's reported areas.

  • Program Monitoring

    • Self-Compliance Reporting Risk Indicators are critical to prevent auto triggers from validations.

  • Review and compliance updates for federal programs.

  • Title One Program Monitoring Areas Review

    • 13 federally Descriptors (Improvement Plans

  • Title One Finding Reviews (TEA Updates)

    • Written Family Engagement (PFE)
      • LEAs and district personnel are required to submit policy for compliance review regarding statute requirements.
      • Policy Toolkit should be referenced using the templates.

    Grant Areas Monitoring Requirements (Cont.)

  • Campus Allocations - Provide evidence for campus funding models and calculation in an Excel Format.

  • Use SC 5,000 Data reports and percentages;

  • Review for Targeted Assistance campuses; policies and program for assistance provided toward district programs.

  • School Wide Program StakeHolders

    • Meetings should have consistent and aligned communication, agenda, notes, and stakeholder sign in information.

Title Two Monitoring - Tammy

  • Areas of concern are towards Title Two are:

    • Alignment with academic and program standards

  • Use of funds for all evidence-based program. And the meaningful consultation.

  • Prioritization is an area of importance to review.

Title Four Monitoring- Tammy

  • Areas of Concern are

    • Consultation process for improvement plans.
      • Program activities and descriptions required for measurable and understandable purposes.

  • Evaluation of effectiveness

Reminder on General Monitoring Criteria for All Programs

  • Sign In sheets must be more specific.
  • Stake Holders are required for representation.

PNP program Monitoring

  • Requires equitable service amounts

  • Service administration amounts inventory is managed by control documentation.

  • Consultation meeting records are required.

Documentation of All Transfer Funds - Tammy

  • Consultation meetings are critical to review transfer of funds.

  • Reminder questions and consultation sessions toward the topic of how to maintain records per requirements with TEA compliance.

    All of the program requirements and reports, compliance reviews; must be included. Please use the program requirements, and ensure you consult with stake holders