BUDGET DEVELOPMENT PROCESS FOR CATEGORICAL PROGRAMS 2015 - 2016 Educational Service Center -North
What is Title I? Title I … is an instructional program that provides services to lowachieving students in order for them to reach academic proficiency. funds are allocated to schools based on poverty percentages on the annual Title I ranking. These percentages are determined by the number of low-income students, aged 5 to 17, enrolled on CBEDS day who qualify for free-or reducedprice meals or CALWORKS. “is a program and not a funding source. ”
Title I Models Targeted Assistance Program (TAS) – in this model, only students identified as Title I-eligible may receive services funded by Title I. Schoolwide Program (SWP)- in this model, schools have a comprehensive school plan that may provide services to all students. However, based on prioritized needs, a school must particularly address the needs of lowachieving students and those at-risk of not meeting the sate student academic achievement standards.
Schoolwide Program 1. 2. 3. All schoolwide programs must be based on three core elements: Comprehensive needs assessment Comprehensive plan based on the results of this assessment An evaluation to determine whether the plan has worked and what improvements may be needed
Supplemental Funds… are those funds which are granted to schools for specific program purposes and which are over and above the general revenue funds the schools receive to support the core program. must be used to support and enhance the District’s core program. must be clearly tied to the overarching goal of improving academic outcomes for participating students.
Supplement not Supplant Supplemental funds may not be used to replace or supplant the funds and instructional program the District provides the school. Federal funds (Title I & Title III) may not be used to provide services: v that are required under other federal, State or local laws v that were provided with non-federal funds in the prior year v for participating children when the same services are being provided with non-federal funds for nonparticipating children.
What is Title III? Title III… is an instructional program that provides services for ELs above and beyond the core program requirements as outlined in the United States Code (USC) and California Education Code (EC). funds must be used for these services for ELs. funds require the input from parents of English Learners. Please refer to Policy Bulletin number BUL-6332. 0: Guidelines for Required School and Central Advisory Committees and School Site Councils (7 -21 -14), or contact the Parent Community Services Branch or your ESC PACE Administrator for additional information.
Funding for EL Students Title III Funds pay for supplemental services above and beyond Title I and General Funds EL Title EL III e IEls) itl Title I (Inclu des E ls Gene ral Fund s III e Titl T ) es ud cl Title I Funds pay for supplemental services above and beyond “General Funds” (In al er s en d G un F All students are entitled and MUST receive services provided by “General Funds” before supplemental services can be considered 8
Funding to Serve English Learners All Schools receive TSP resources to meet LCAP EL Goals Supplemental Title III 7 S 176 Proportionality TSP 10183 LCAP EL goals Schools with Title III Coach No 7 S 176 per pupil allocation . Increase the number of English Learners making annual progress in learning English and who reclassify as Fluent English Proficient Increase performance in basic skills Decrease the assessment number of demonstrating proficiency in Long Term English to Learners participate in curriculum designed for native English speakers (LTEL) Schools that do not receive a Title III Coach May request a 7 S 176 per pupil allocation using the SPSA and write a justification to explain use of funds
10 Title III Expenditures To meet the AMAO targets, schools must use their Title III funds to provide direct services to ELs. AMAOs 2014 -2015 LEA Targets 2015 -2016 LEA Targets AMAO 1: Percent of ELs making annual progress in learning English (Advancement on CELDT) 60. 5% 62% AMAO 2: Percent of ELs attaining English proficiency on the CELDT (Overall CELDT score of 4 or 5 with no sub-skill score below a 3). Less than 5 yrs. 24. 2% 5 yrs. or more 50. 9% Less than 5 yrs. 25. 5% 5 yrs. or more 52. 8% AMAO 3: Percent of ELs meeting AYP targets (includes RFEPs who have not scored proficient/advanced on state assessments for 3 years) Participation Rate 95% ELA ? % Math ? %
Title III Priorities (7 S 176) 11 1. 2. 3. 4. Professional Development for ELD and Access to Core Targeted Intervention Services Title III Instructional Coach Parent Outreach and Training 2015 – 16 Program & Budget Handbook, Appendix A, pg. C-2
Title III Updates Parent Training Allowance no longer allowed Certificated Training rate is no longer allowed with Title III (only PD Teacher X time)
Comprehensive School Plan California Education Code 64001 requires that schools participating in programs funded through the Consolidated Application (Con App) develop a Single Plan for Student Achievement (SPSA). The SPSA is a written plan developed by the school community describing the school’s program and how resources will be used to meet the supplemental educational and related needs of participating students. California Education Code 9 Section 64001 requires that a School Site Council (SSC) develop the SPSA.
SPSA Cycle of Continuous Improvement
Comprehensive Needs Assessment Per California Education Code 64001(g) the SSC must evaluate, at least annually, the effectiveness of planned activities. (BUL-6184. 1) Based on the SPSA evaluation and the comprehensive needs assessment, the SPSA must be updated to include any major changes.
SPSA Evaluation-MEM-6184. 1 All Schools Must Complete Annual SPSA Evaluation ONLINEf
SPSA Cycle of Continuous Improvement
Develop Goals and Identify Action/tasks SPSA Sample
SPSA Cycle of Continuous Improvement
Develop a School Budget Must be based on the identified needs of participating students as determined by conducting a comprehensive needs assessment and as described in the SPSA Should demonstrate an alignment between the planned supplemental instructional program and the planned expenditures
Develop a School Budget If a school is unable to demonstrate that all participating student groups are showing signs of academic improvement, the school must re-evaluate the use of its categorical budgets and its expenditures and if necessary restructure the school's budgetary expenses. Budgets should be developed with recommendations from appropriate committees, e. g. ELAC. Their written recommendations must be brought to the SSC for review and approval.
Analyze EL Data to determine ELs’ needs. Conduct “Needs Assessment” Budget Process Analyze EL Student School submits the Data SPSA and budgets to the Educational SSC makes decision Service Center for & submits written Approval decision to ELAC Share data with ELAC Budget ELAC submits written Development recommendationmakes to SSC recommendation(s Process ) to SSC and Principal Budget Worksheet with School develops the necessary signatures SPSA/SPSA Updates iswith submitted to Local District and the “Budget Page Justification and SPSA Justification Pages” Local District EL Coordinator signs Budget Worksheet and submits to ELAC’s Fiscal Specialist for recommendation(s) are processing shared with SSC makes decision.
EL Data Analysis 23
EL Data Analysis 24
ELAC Recommendation Form 25 • Needs Assessment • SPSA • Budget Development This form will show reviewers/auditors that ELAC was part of : “Needs Assessment, SPSA and Budget Development Process. ”
2015 -2016 Budget Information This is a resource to assist schools in designing an effective instructional program for participating students.
2015 -2016 Budget Information Budget at a Glance – Direct Services for which the student is the direct recipient or beneficiary of the services. Direct instruction to students Supplemental instructional materials and classroom equipment Activities supporting the analysis and use of student performance data that are then used to inform instruction Services that affect the quality of instruction and academic success of the students such as Professional Development for Teachers and Parent Involvement Activities HO#1
2015 -2016 Budget Information Budget at a Glance – Indirect Services Personnel and supplies that are administrative in nature and do not have a direct relationship to instruction 7 S 046 only -10% maximum on indirect services such as: Clerical Custodial Overtime Non-Classroom Equipment Other Non. Instructional Contracted Services (Toshiba) Coordinating Differential HO#1
2015 -2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I General Supplies are not allowed with Title I Funds. There is a 5% maximum limit on SIM for the entire school year (for 2015 -16 IMA will be known as Supplemental Instructional Materials (SIM)). First time purchases of software licenses are considered SIM and must be budgeted as such. Renewal of software licenses must be budgeted as Software Licenses Maintenance. Title I resources with Program Codes 7 S 046, 70 S 46, 7 E 046 may not be used to reconcile Procurement Card (P-Card) expenditures. Test preparation materials may not be purchased.
2015 -2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I Custodial Relief Time/Overtime must not exceed $3, 000 for the entire school year. Custodial (M&O) Supplies are limited to 10% of the budgeted amount for Custodial Relief Time/Overtime. A school may only purchase a total of two clerical positions. School Advisory Committee Expenses may not be budgeted. Program funds cannot be used to purchase Administrator positions, TSP Advisor, Campus Aide, School Supervision Aide, Custodian, and Deans. Certificated Positions funded with categorical resources may only be budgeted on “C” basis.
2015 -2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I The following items cannot be budgeted during budget development and are restricted expenditures: General Supplies – Technology, Non-Capitalized Equipment, Capitalized Equipment Other Books Admission Fees Administrative Supervision (X-Time) Professional Expert Contracted Instructional Services incorporating the arts to support ELA and math (Elementary Schools only) The following items cannot be budgeted budget development, and must wait until after norm day: Auxiliaries X-Time (over 9 days) for certificated positions funded with categorical resources. All penalties for non-allowable items must be funded with general funds regular program resources.
2015 -2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I q Administrative salaries for intervention and PD cannot be purchased during budget development. Prepare a Budget Adjustment and include the following: Ø Ø Flyer or notification to parents describing the intervention (date, time, number of sessions/days, and number of students) Ø Agenda(s) must be attached for the PD Ø q Request for Extra Duty Pay for Administrators for X-time prior to the start date of the planned activities Upon request, schools must submit attendance records Administrative X-Time will not be approved after the start of planned intervention and/or site-based professional development, consequently there will be no after-thefact approval
Title III Expenditures Requiring Pre-approval 34 Contracted Instructional Services CPA X Time, Tutoring* Instructional Coach X Time, Tutoring* *Tutoring must be provided on Saturdays See HO#2
Title III Pre-approval Request Approval of Restricted Services Form Budget Signature Form • “long • Reason for request • A detailed description of the duties or services to be provided to support EL students • separate form should be submitted for each request form” • In Pending Distribution until approved SPSA Page of SPSA Update page • description of how the service will help to increase the academic achievement of ELs Justification Page ELAC Minutes • must be explicit in describing how the position/services will help to increase the academic achievement of ELs • Attach if adjustment is made after budget development • With motions made, budget items, and dollar amounts included
Title III Pre-approval Process Reviewed by ESC EL Programs Coordinator Approved by MMED EL Programs Staff Notification of approval is sent to Central Fiscal and principal Central Fiscal Services opens up the restricted line item BTS
EIA-LEP Carryover Allocation (7 V 883) The purpose of EIA-LEP funding is to ensure ELs attain English Proficiency and meet academic standards. The emphasis for this allocation is to provide supplemental services to ELs who need these services to accelerate their linguistic and academic progress.
EIA-LEP Carryover Allocation (7 V 883) The purpose of this allocation: is to support supplemental ELD PD for Teachers of ELs offered by the Multilingual & Multicultural Education Department (MMED) during July and August 2015 and during 2015 -16 school year.
EIA-LEP Carryover Allocation (7 V 883) For schools with low EL enrollment these funds may be combined with LCFF, Title III or other funds to send one teacher representative to PD Funds may be expended for Teacher X-time, PD Teacher X-time, Day to Day Substitutes, PD Teacher Regular Must be expended by June 30, 2016
2015 -2016 Title I Budget Information What’s New Staff Training Rate for certificated personnel is no longer allowed. Supplemental Instructional Materials (SIM) is the new name for IMA. Supplemental classroom libraries and novels are now considered SIM and no longer in Other Books. Parent Training Allowances are no longer allowed in 7 S 046, 7 E 046, & QEIA. Regarding time reporting, if a position is multi-funded, such as a Targeted Student Population (TSP) Advisor/Categorical Program Advisor (CPA), than only a semi-annual certification needs to be done for the portion of the position (including the differential) that is funded with categorical money.
2015 -2016 Title I Budget Information What’s New General Supplies, Technology is for equipment costing less than $500 including tax, shipping, and other ancillary costs Capitalized Equipment is equipment with a cost of $5, 000 or more (Bulletin 1158. 1). Please Note: All equipment purchased with categorical funds must be inventoried. There is a new format for the submission of Categorical Equipment Inventory (Bulletin 3508. 6). Title I Other Expenditures (OE) (4000, 5000, 6000) reviews will be conducted quarterly. expenditure
2015 -2016 Budget Information What’s New Scenario 1: Multiple Copiers General Fund Title I Scenario 2: One Copier General & Title I See Program and Budget Handbook pg. A 20 (Multi-fund Max 50% Title I)
SPSA Cycle of Continuous Improvement
2015 -2016 Budget Appointment Required Documents SCHOOL BUDGET SIGNATURE FORMS: 7 S 046 7 E 046 7 S 176 QEIA IF APPLICABLE ASSURANCE AND JUSTIFICATIONS FOR THESE PROGRAMS SPSA PAGES ALIGNED TO EXPENDITURES (FROM FINAL SPSA)
School Budget Signature Forms School Information ent m p elo t ev t D kshee e udg Wor B Don’t forget RPAs or Itinerant Forms
School Budget Signature Forms Write “ 2015 -2016 Budget Development” Signatures in BLUE ink
Assurances, Budgets, and Justifications (A&Js) For 2015 -2016
School Information & Programs Requires ESC Superintendent Signature
Assurances Page This page requires school signatures
Assurances Signature Page At the bottom of the page is a space for all required signatures. These signatures indicate that stakeholders (parents and staff) have had the opportunity to provide recommendations to the budget-planning process. Signatures do not necessarily indicate approval of the spending plan. When a signature is withheld, please attach a statement from the required stakeholder indicating the reason(s), minutes, agendas, and sign-ins from the applicable advisory committee where the budget-planning process was discussed.
A&Js Categorical Funding Allocated to This School
A&Js Title I (7 S 046) Title I Parent Involvement (7 E 046) Title III (7 S 176) QEIA (14310) if applicable QEIA – Waiver Schools (14312) if applicable
Quality Education Investment Act (QEIA) No new funding for 2015 -2016; only carryover Assistant Principals allowed; must follow same procedures for Instructional Specialist - Letter of Support from the ESC Superintendent - SPSA Update for Assistant Principal - SSC Minutes, Agenda, Sign-Ins Only zero-based positions will be opened during Budget Development; OEs will stay in pending.
A&Js for Title I SWP (7 S 046)
A&J for 7 S 046 - Program Justification Page (PJP)
Preparation for the 2015 -2016 Budget Appointment: Writing A&Js
Complete the Header Use the Budget Worksheets to get the required information for these columns. 57 Use the Budget Worksheets to get the required information for these columns. Use the Budget Handbook and your students’ identified needs to write the description/justification. See sample. Write Goal & SPSA Page referenced (page from EL Programs section of SPSA)
EL Program Justification Pages 58 Budget justifications must explicitly describe how the expenditures will support services and activities outlined in the SPSA to increase EL student achievement in ELD (linguistic needs) and core content areas (academic needs).
Process for including EL Language on EL Budget Justification Pages HOs#3 A, 3 B, 3 C
Writing a Compliant Description Major Object 60 100000 Commitment Item Budget Item Description of Goods/Services Certificated Personnel Salaries (includes benefits) Budgeted Amount FTE # of days *SPSA Performance Meter Matrix Goal Number PD Teacher Regular WHO: Teachers of EL students WHAT: will participate in professional development on research-based English language development (ELD) strategies WHEN: during the school day WHY: to help improve the language proficiency of ELs as measured by AMAO 2 200000 Classified Personnel Salaries (includes benefits)
Writing a Compliant Description Major Object 61 100000 Commitment Item Budget Item 110001 10370 Description of Goods/Services Certificated Personnel Salaries (includes benefits) PD Teacher Regular Teachers of EL students will be paid to participate in professional development on research-based English language development (ELD) strategies during the school day to help improve the language proficiency of ELs as measured by AMAO 2. FTE # of days *SPSA Performance Meter Matrix Goal Number $800 2 Goal 1 Budgeted Amount 200000 Classified Personnel Salaries (includes benefits) See Sample Justifications Title III Budget (HO #4) and Budget Development Checklist (HO #5)
Pages A 26 -A 35
SIM formerly called IMA description See Appendix C of Program and Budget Handbook Attachment B Supplemental Instructional Resources Request -Requires ESC Instructional Director Approval HO #6
2015 -2016 See Pages B 1 -B 7 64
2015 -2016 See Pages B 8 -B 15 65
SPSA Pages and SPSA Update SPSA Pages from the final version of SPSA should accompany the A&Js If an item to be funded is not in the SPSA, then an SPSA Update must be completed. The Purpose of the SPSA Update is to describe the need for each new purchase of goods/services or personnel that align to the actions and tasks indicated in the SPSA.
2015 -2016 SPSA Update
SPSA Cycle of Continuous Improvement
Monitoring the implementation of the SPSA ESC Instructional Director site visits SSC periodic review of implementation of programs Leadership team ongoing review of data and performance dialogues Administrative Team classroom walkthroughs and feedback Observations and post-observation conferences Calibration of student work after performance task and/or assessment
2015 -2016 Budget Development Day of the Appointment HO #7
2015 -2016 Important Dates Saturday, March 14 th and Monday March 16 th – Budget Open House with Title I and Fiscal Units Monday, March 23 rd – Allocation Letters sent to schools Monday, March 23 rd – Monday, April 27 th School Front End Window Monday, March 30 th to Monday April 6 th – Spring Break Thursday, March 26 th to Friday April 24 th – Budget Development Appointments
ESC North Categorical Team Title I Coordinators Sue Florindez (818) 654 -3651 sue. florindez@lausd. net EL Program Coordinators Lizza Irizarry (818) 654 -3700 lizza. irizarry@lausd. net Daniel Steiner (818) 654 -3662 daniel. steiner@lausd. net Sharon A. Rodriguez (818) 654 -3647 sharon. a. rodriguez@lausd. net PACE Administrator Marilu Pigliapoco (818) 654 -3600 marilu. pigliapoco@lausd. net Alicia Bernal (818) 654 -3613 alicia. bernal@lausd. net
Available Resources Websites q Federal and State Education Programs q Program and Budget Handbook q Assurances and Justifications q Title I Ranking q http: //achieve. lausd. net/fsep q Multilingual and Multicultural Education Department q q http: //achieve. lausd. net/Page/1839 School Fiscal Services General Funds Program Manual q Estimated Rate sheets q http: //achieve. lausd. net/Page/794 q
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