Technical Assistance Training for Non-Public Schools FY24 Fall
Join us for the Title II, Part A technical assistance training to understand the grant process, eligibility, and how to effectively use funds to enhance student achievement through professional learning and additional resources.
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Presentation Transcript
Title II Part A Non-Public Schools FY24 Fall Technical Assistance Training September 11, 2023 Heather Lageman, Executive Director & Grant Manager Amanda Sills, Fiscal Assistant Engage. Empower. Excel. Baltimore County Public Schools
Meeting Agenda 1. Title II, Part A Process 2. Purpose of Title II, Part A Grant 3. ESSA: Private School Use of Funds 4. Grant Compliance Overview 5. Preparation to Create FY24 Final Proposals 6. Documentation Requirements 7. Next Steps/ Updates 8. Q & A
Title II, Part A Process Overview Submit Preliminary Proposals (Were due on July 3, 2023, after Spring Training) Confirm enrollment totals Receive FY24 Allocation Letter by email Submit Final Proposal for approval Once approved, activities can begin! Submit paperwork to access funding
Purpose of Title II, Part A Funds Builds capacity in one or more of the core academic subjects, and in effective instructional strategies, methods, and skills through high quality professional learning Contributes additional resources beyond the regular education program Outcomes must be linked to student achievement
Title II, Part A Eligibility Anyone within the schoolhouse can participate in Title IIA, except long term substitutes and contractual employees. The activities mustbe aligned to the school s Needs Assessment and be evaluated to be allowable.
ESSA: Private School Use of Funds Differentiating performance and using evaluation results from professional learning plans Providing evidence-based professional learning for teachers, instructional leadership teams, and principals Supporting teachers to effectively integrate technology; use data to improve student achievement Training to identify gifted and talented students and supporting their education Carry out STEM activities (Science, Technology, Engineering, and Math) Mentoring and paying teachers a stipend to present are no longer allowable as the contractor must be independent of the private school
Grant Compliance Overview Allowable expenditures must supplement not supplant school resources. -Purpose of federal programs is to contribute additional resources beyond the regular education program Key questions when considering supplement not supplant: -Are we currently using non-federal funds to pay for this same expense for other students? -If we remove everything the grant would pay for, are we still meeting our legal obligations to students? -Did we use non-federal funds to support this expense last year?
Grant Compliance Overview (Continued) Expenditures must be necessary and reasonable in addition to being allowable All grant paid expenditures must be used entirely for professional learning purposes No student use or consumption of resources
Final Proposals Allocations are based on 9/30/22 enrollment figures as documented on the MSDE website. There has been an error in reporting on the MSDE website. Due to inaccurate numbers, BCPS will verify enrollment and once confirmed we will send the allocation letter. This error is causing a delay in the Per Pupil Allocation for FY24. We appreciate your patience and partnership as we work through this together to provide accurate information for the FY24 Grant Year.
Evaluating an Activity How will you determine the effectiveness? What will demonstrate how it translated to student achievement? How will success be measured? What data will be collected?
Methods of Evaluation Questionnaires, surveys, checklists Pre and post tests Teacher or student work samples Observations
Evaluation Guidelines BCPS received guidance from MSDE that more detail on the evaluation section must be provided. -This is the same for BCPS - levels of evaluation are now used. Non-Publics are required to document and store all means of evaluation. There is no need to submit them but keep them in your schoolhouse. MSDE can request the evaluation methods from the non-publics at anytime.
Deep Dive: Levels of Evaluation Level 1:Reflection on the activity How did the training/workshop/college course go? Did the non-public school accomplish the objectives of the training? Level 2:Surveys Survey to gain an understanding of how participants felt about the training Level 3:Embedded Assessments Embed quizzes into trainings to see if participants are gaining an understanding. Non-public schools can collect data from quizzes and responses in order to provide meaningful trainings Practice a learner centered environment in trainings Level 4: Consultant Pre and Post Training Observations Pre-observations will provide a baseline of where participants have begun prior to trainings After trainings have taken place, observations can confirm if participants have gained knowledge, their skills have been refined, and practices have changed that promote student achievement Level 5:Student Achievement Based on the training, student achievement has increased (data is required)
Final Proposal Reminders Please list enough information so that we know what activity is taking place. If paying a stipend, please list out a formula (for example: $25 per hour for up to 20 teachers). For conferences/workshops/memberships please list out the specific conferences to ensure they are allowable.
Final Proposal Revisions Revise proposals as needed before the activity occurs There is no limit on the revisions Principal must sign off on all revisions Revisions are required for: - Increase or decrease in costs for an activity - Change in activity topics - New Activities - Deleting an activity
Expenditures Schools should submit all required documentation to access allotted funding for approved activities -Prepare Requisition Orders ASAP for all planned activities requiring outside vendors -Check Request versus Requisition Order -Confirming PO versus Blanket PO -Submit all payment requests within 30 days of completed activity BCPS will monitor activities and expenditures, and update schools quarterly with remaining balances. If guidelines and procedures aren t followed, it may result in non-payment of Title II, Part A funds. Expenditures are always subject to further review.
Spending Timeline Please refer to the FY24 timeline throughout the grant period; email reminders will be sent out as well. Please submit paperwork within the proper calendar and fiscal year. Please note the importance of submitting paperwork in a timely fashion- within 30 days of the activity. BCPS is enforcing the deadlines for audit purposes, so failure to follow them could result in nonpayment.***
Allowable Activities Funds can t be directly distributed to the Non- Public School. Stipends will be paid directly to the teacher. Payments for consulting services and supplies will be paid directly to the provider. Reimbursement for courses and conferences will be paid to participants with proof of successful completion and payment.
Spending Procedures The Head of School cannot approve payment to self; please include printed name/title of signer. For reimbursements, proof of payment consists of: -Original receipts with itemized costs -Proof of payer and method of payment All Vendors/payees must have a BCPS assigned vendor number -Use legal names -Keep addresses current A copy of your school s approved proposal must be submitted with all paperwork.
Outside Vendor Outside vendors/consultants are classified as businesses and individuals you want to pay for services provided that are not employed by your school. Current BCPS employees are not eligible to be paid through Title II, Part A funds as vendors/consultants.
Outside Vendor Required Documentation $1,000 or less: -Check Reimbursement Request, invoice, sign in sheets, and agenda Confirming Requisition Order: -Confirming Requisition Order, detailed invoice, completed sign in sheets, and agenda Requisition Prior to Services: -Quote and Requisition Order -After services: invoice, sign in sheets, and agenda
Professional Learning Supplies Supplies must be used for an approved Title II, Part A activity Before the Professional Learning: -Submit a Requisition Order, Vendor Quote, and Supplies Request form -Request at least 8 weeks in advance After Professional Learning: -Submit a detailed invoice signed by the Head of School, sign in sheets, and an agenda
Teacher Stipend Payment December is a blackout period for stipend-related activities Stipend payment requests should be submitted by the stated deadlines -Recorded in proper tax and fiscal year Documentation Requirements: -Check Request/Requisition Order, Teacher Stipend Payment form, Sign in Sheets, and agenda
Tuition Reimbursement 9 credit limit per teacher per fiscal year Audited classes are not allowable under the grant We require a check request/ requisition order, Tuition Reimbursement form, detailed statement or invoice showing proof of cost, and proof of payment For tuition reimbursement, proof of completion consists of: -Official transcript or Copy of official transcript (grade of C or higher) -CPD form (Continuing Professional Development)
Conference & Travel Reimbursements Travel is permitted for the FY24 grant year Check Request/ Requisition Order are required Conference Reimbursement Form Proof of Cost/ Payment/ Attendance Agenda Can include Per Diem and Mileage Reimbursements as well
Praxis Test Reimbursement Check Reimbursement Request Proof of Payment Proof of Cost Proof of Passing Test Grade
Membership Fees/ Subscriptions Check Requests Directly to Vendor: -Detailed invoice including member name and member ID numbers Check Requests Reimbursement to Staff: -Detailed invoice including member name and member ID numbers -Proof of Payment If >$1,000 -Requisition Order and quote
Next Steps FY23 All approved activities must occur by September 30, 2023 ALL paperwork to access funding for activities that occurred July-September are due by November 30, 2023 FY24 Respond to email confirming enrollment figure Receive Allocation Letter Submit Final Proposal and once approved, spending can begin!
Steps to Submit Title II Follow the normal procedures of completing all the necessary paperwork when submitting a packet to Title II. If your principal is unable to sign the paperwork, scan and email the documentation to your principal for electronic approval. Forward all documentation in one email to Amanda Sills at asills2@bcps.org and include the principal s email approval. Please don t submit documentation separately. Title II will review the documentation and follow up with questions or clarification if necessary. Please note the documentation must be sent as a single PDF file for the BCPS accounting office to be able to process the submission. Please do not mail or fax your submissions for processing.
Sign in Sheets for Online Learning Each session can have a typed document that includes the following: participant names, positions, topic, date, and time. The participants do not need to sign this sheet. To verify attendance, the principal or head of school can email verifying attendance by replying with a statement like this: I verify the sign in sheet is accurate and approve the payment of ______.
Contact Us Heather Lageman, Executive Director & Grant Manager hlageman@bcps.org Amanda Sills, Fiscal Assistant II asills2@bcps.org 443-809-6402
