Web-Based Title I Comparability Report Directions

Transcription

1 Web-Based Title I Cmparability Reprt Directins New verificatin tl: An EMIS Staff Detail Reprt is included n the Data Verificatin Page. It includes names and full time equivalencies (FTE) f instructinal staff paid with state and lcal funds fr each schl. The reprt assists in verifying the instructinal staff FTE reprted fr each schl n the Data Verificatin Page. Cmparability Overview T be eligible t receive Title I funds, a district must use state and lcal funds t prvide services in Title I schls that are at least cmparable t services prvided in nn-title I schls. If the district serves all f its schls with Title I funds within a particular grade span, the district must use state and lcal funds t prvide services that are substantially cmparable in each schl. While the district is nly required t dcument and submit cmpliance with the cmparability requirement biennially (nce every tw years) t the Ohi Department f Educatin (ODE), it must perfrm the necessary calculatins annually t demnstrate that all f its Title I schls are, in fact, cmparable and make adjustments if any are nt. ODE apprves the reprts biennially in even numbered fiscal years, FY16, 18, etc. In dd numbered fiscal years, FY17, 19, etc., ODE verifies that districts have cmpleted the cmparability reprt as District Representative Apprved via the web-based system, reviews the reprts f districts scheduled fr either nsite r desk reviews, and cnducts a select number f randm reviews. Cmparability Web-Based System: The Cmparability web-based system is a tl t assist districts with reprting Title I Cmparability annually. When the system is activated, it queries the databases t determine which districts are required t cmplete the reprt and sends the fllwing message t the superintendent and treasurer: Upn review f OEDS-R and CCIP data, it has been determined that yur district is required t cmplete the annual Title I Cmparability reprt. This is a ntificatin that the Web-based Cmparability System, lcated in the SAFE Accunt, is available t cmplete the Cmparability reprt. If yu have any questins, please cntact Cmparability@educatin.hi.gv. In additin, a message is psted n the hmepage if the district is required r nt required t d the reprt. The system determines cmparability by using data submitted thrugh the Ohi Educatinal Directry Revised (OEDS-R), the Cmprehensive Cntinuus Imprvement Plan (CCIP) Title I Building Eligibility Page Lw Incme Percentage and Title I Schl Service and the Educatin Management Infrmatin System (EMIS). The Cmparability system is available in the SAFE accunt hmepage r thrugh the CCIP Cnslidated Applicatin in the left menu bar under the funding sectin. SAFE Accunt access rles include Superintendent, Treasurer, Data Entry- CCIP, Data Entry Funding-CCIP, Crdinatr-Federal Prgrams, Crdinatr-Title I Prgrams. CCIP access rles include Superintendent, Treasurer, Data Entry Funding-CCIP. PAGE 1 Web-Based Title I Cmparability Applicatin Directins January 17, 2017

2 The Cmparability web-based tl prvides tw reprting ptins when clicking n the Data Verificatin Page: 1) EMIS Data is the default ptin. This ptin uses the student instructinal staff rati methd t demnstrate cmparable services. The system generates the schl name and IRN, student enrllment, instructinal staff full time equivalency, lwincme percentage, and Title I schl service data. An EMIS Staff Detail Reprt, lcated n the Data Verificatin Page, includes a breakdwn f instructinal staff by name and FTE fr each schl. 2) Self-Reprted Data generates the schl name and IRN, lw-incme percentage, and Title I schl service data. Districts input current schl year data based n the selected methd. There are three methds available fr the Self-Reprted Data ptin. The EMIS Staff Detail Reprt is als included n the Data Verificatin Page t assist with verificatin f instructinal staff data. Refer t the instructins n the Data Verificatin Page r the sectin titled Methds fr Demnstrating Cmparable Services using Self-Reprted Data ptin belw. Bth the EMIS Data and the Self-Reprted Data ptins run all the algrithms t determine cmparability. The district representative clicks n Check Cmparability t determine the status f the reprt. An autmated message appears at the tp f the reprt that indicates if the district met r did nt meet cmparability requirements. The system determines the gruping (grade span, district-wide r larger/smaller), as well as which schls are excluded. If any building is ne-f-a-kind, n cmparisn necessary, the Cmparability reprt excludes that schl. Cmparable services are based n either the 10% tlerance criteria r the within range variance between 90 and 110 percent f the average fr all schls served. The reprt includes an audit list verview f the steps used by the system t determine cmparable services. Technical assistance is available by ing Cmparability@educatin.hi.gv r cntacting the fllwing individuals in the Office f Federal Prgrams: Ed Peltz ( ), Kelsey Hlt ( ), Elena Sanders ( ), r Randy Richardsn ( ). Fr system technical issues, cntact Karl Kenig ( ). The Cmparability web-system als cntains a histry lg fr cmmunicatins and messages, similar t the CCIP. General Infrmatin: Access: Users must have a SAFE accunt and ne f the fllwing rles in OEDS-R: Superintendent; Treasurer; Data Entry Funding CCIP Reprting Requirement: Cmparability is determined based n the use f state and lcal funds. Remember t exclude instructinal staff, instructinal supplies and curriculum materials paid with any federal funds, including Title I, II-A, IDEA-B, etc. Schl Building Infrmatin: The system extracts schl data frm OED-R s names f schls and grade spans must be up-t-date in OEDS-R. The building IRN is the fficial audit surce fr schl identity. Districts must prvide an explanatin in the Cmparability histry lg if a building is missing grade span data. Cmparability reprting excludes preschl (grade level P) students and staff. PAGE 2 Web-Based Title I Cmparability Applicatin Directins January 17, 2017

3 Data is entered fr all schls required t be included in the cmparability reprt unless there is a valid reasn t exclude the schl apprved by the Office f Federal Prgrams (OFP) as an administrative verride. Cntracted Services: A cntracted service thrugh the ESC is reprted at the district level. When cntracting thrugh a nn-emis reprting entity, the district reprts their FTE time using Self-Reprted Data. The EMIS manual defines pupil enrllment. Enrllment is entered as a whle (head cunt) using EMIS Data. Districts using the Self-Reprted Data ptin may enter the current year pupil enrllment as either a whle r full-time equivalency. Within each grade span reprt, the methd used must be cnsistent. Special Ntes: Bth the EMIS and Self-Reprted Data ptins exclude Autism and/r Jhn Petersn Schlarship students frm the pupil cunt. Districts must exclude vcatinal students frm the hme schl if they are attending a jint vcatinal schl r career center utside f the district 100% f the time. Instructinal staff is reprted based n full time equivalency (FTE) using EMIS r Self- Reprted Data. EMIS Data Optin: The Cmparability EMIS Data Reprt ptin is system-generated. The EMIS Data ptin uses the student/instructinal staff rati methd fr determining cmparability The system generates the schl name/irn, student enrllment, instructinal staff, lw-incme percentage, and Title I schl service data. This infrmatin cmes frm OEDS-R, EMIS, and the CCIP Title I Building Eligibility Page. Pupil enrllment and instructinal staff data reflects the EMIS Cmparability Reprting Perid (Octber 1). Pupil enrllment is entered as a whle (head cunt) using EMIS Data. Instructinal staff is reprted based n full time equivalency (FTE) using EMIS r Self-Reprted Data. NOTE: If cntracting teacher psitins/assignment areas (*identified belw) thrugh a nn-emis reprting entity, the district reprts their FTE time. In this instance, the district uses the Self-Reprted Data ptin. The district verifies the data n the Cmparability Data Verificatin Page. T verify instructinal staff full time equivalency fr each district building, click n the EMIS Staff Detail Reprt. When the reprt is displayed, yu can view the reprt in Excel, PDF r Wrd using the fllwing steps: Hver ver the diskette icn at the tp f the reprt and click n it t select Excel, PDF r Wrd. Frm the applicatin, yu can save r print the reprt. Next, the district representative clicks n Check Cmparability. The system runs thrugh the algrithms fr cmparability and autmatically determines if the district is Cmparable r Nt Cmparable. The district can verify the data as ften as they wish since the system updates daily until the Cmparability clsing date (see hmepage timeframes and annuncements). The SAVE buttn remains inactive until the Cmparability clsing date using EMIS Data. At that time the SAVE buttn becmes PAGE 3 Web-Based Title I Cmparability Applicatin Directins January 17, 2017

4 active and the Cmparability Reprt can be submitted prviding the data is reprted accurately and the district is cmparable. The district clicks SAVE and changes the status n the Sectins Page t Draft Cmpleted. The superintendent r treasurer changes the status t District Representative Apprved t cmplete the reprt. In the event there are cmparability issues t reslve r additinal technical assistance is necessary, all reprts need t be cmpleted n r befre the requested date. *The EMIS Reprting Pupil Cunts are based n data as f Octber 1. The EMIS Data will define and autmatically input pupil cunts fr each building. Students included in the EMIS generated headcunt are as fllws: Students enrlled in district as f Octber 1. Students receiving instructin, in whle r in part, frm the reprting district. i.e. half-day kindergarten students wuld be cunted as 1 pupil Excluded Students: Students in grade level preschl r infant/tddler Students receiving all instructin at ne f the fllwing: CT = Cntract Career Technical Educatin participant PI = Prprietary institutin prgram participant JV = Jint Vcatinal Schl District prgram participant ES = Educatin Service Center preschl prgram participant MR = MRDD prgram participant OS = State schl (OSB r OSD) prgram participant PS = Pst-Secndary Enrllment Optins prgram participant *The EMIS Reprting Teacher Cde used by the system is Psitin Cde 230- Teacher, alng with the fllwing: Assignment Areas: General Educatin, including High schl teachers teaching art, music, and physical educatin Art Educatin K Music Educatin K Physical Educatin K Special Educatin LEP Instructinal Prgram Gifted and Talented Career-Technical Prgrams/Career Pathways Fund Surce-Valid Optins: A State Auxiliary Funds B Other State Funds I State Pverty-Based Assistance Funds (frmerly DPIA) L Lcal Funds and/r State Fundatin Funds, T- Private/Tuitin U State Unit Funding (use funds surce Z fr preschl special educatin unit staff). Psitin Status-Valid Optins: C Current psitin in the district; A - Cntracted Persnnel Agency; I - Cntracted Persnnel Individual; P - Individual is n leave f absence. PAGE 4 Web-Based Title I Cmparability Applicatin Directins January 17, 2017

5 Psitin Separatin Date - Valid Optins included are: Staff members emplyed as f Octber 1 These staff members culd still be emplyed in the district r at least had t have a Separatin date ccurring after the EMIS Cmparability Octber Cunt Date. Self-Reprted Data Optin: It is recmmended t check the EMIS Data ptin first. If the EMIS Data cannt be crrected r the district is nt cmparable using this data then mve t the Self-Reprted Data ptin. The district must verify the accuracy f the data pre-ppulated by the Cmparability webbased system. This includes the name f schl, building IRN, grade levels, lw incme percentages and schl service data. The EMIS Staff Detail Reprt is als included n the Data Verificatin Page fr reference and data verificatin purpses. Once data is verified, districts will select ne f the fllwing three methds t demnstrate cmparable services. Whichever methd is used, it must be unifrmly applied within each grade span reprt. Methds fr Demnstrating Cmparable Services using Self-Reprted Data ptin: 1) Student/Instructinal Staff Rati Methd: Use the EMIS psitin cde/assignment areas and funding surces utlined abve r the district s fficial written **definitin f instructinal staff (see sample belw). The definitin is t be included in yur written prcedures. Enter the instructinal staff full-time equivalency (FTE) and enrllment (ttal number f pupils, either reprted as a whle r FTE). It is recmmended that all figures used (enrllment and instructinal staff FTE) reflect the EMIS Cmparability reprting perid (Octber 1); therwise, figures must be cnsistent with regard t what day f the year the data cllected reflect. **Sample definitin f instructinal staff: If the district chses t measure cmpliance by cmparing student/staff ratis r student/staff salary ratis, the district shuld cnsistently include the same categries f staff members in the ratis fr bth Title I and nn-title I schls. Instructinal staff may include teachers and ther persnnel assigned t schls wh prvide direct instructinal services, such as music, art, and physical educatin teachers, guidance cunselrs, speech therapists, and librarians, as well as ther persnnel wh prvide services wh supprt instructin, such as schl scial wrkers and psychlgists. Whether paraprfessinals are included in cmparability determinatins depends n prcedures develped by the Ohi Department f Educatin r district, as apprpriate. Cnsistent with the requirement in Title I that a paraprfessinal supprted with Title I funds may nly prvide instructinal supprt under the direct supervisin f a teacher, hwever, the U.S. Department f Educatin urge state departments f educatin and districts t cnsider carefully whether a paraprfessinal supprted with State and lcal funds shuld be cnsidered equivalent t a teacher r ther instructinal staff member in cmparability determinatins. In additin, a district shuld take care nt t include aides nt invlved in prviding instructinal supprt in its cmparability determinatins (Nn- Regulatry Guidance, Title I Fiscal Issues, U.S. Department f Educatin, Revised February 2008). PAGE 5 Web-Based Title I Cmparability Applicatin Directins January 17, 2017

6 2) Expenditures Per Pupil Methd: Amunts entered shuld nly be state and lcal funds allcated fr the current schl year. These expenditures include state and lcal funds allcated fr the current schl year fr instructinal staff base salaries plus curriculum materials and instructinal supplies (accunts lcated between functins 1000 thrugh 1900 in the Unifrm Schl Accunting System (USAS) dcument) in the clumn headed Instr. Staff Base Salaries, Supplies & Curriculum Materials. 3) Student/Instructinal Staff Salary Rati Methd: Enter the pupil enrllment fr the current schl year, either as a whle r full-time equivalency and the state and lcal funds allcated fr the current schl year fr instructinal staff base salaries. Fr instructinal staff salaries, use the base salary, nt salary differential, fr each psitin, e.g., teachers, tutrs, instructinal paraprfessinals, etc. All data entered by the district (enrllment, instructinal staff, instructinal staff salaries, r expenditures) must be fr the current schl year. Exclude federal funds, preschl students, and preschl staff. The system will run all the algrithms nce the district enters the data required fr self-reprting and clicks Check Cmparability. Special Ntes: The district has the ptin f using separate methds fr determining cmparability within different grade span reprts based n hw they cmplete the Data Verificatin Page. (Call fr help if technical assistance is needed.) Bth the EMIS and Self-Reprted Data ptins exclude Autism and/r Jhn Petersn Schlarship students frm the pupil cunt. Districts must exclude vcatinal students frm the hme schl if they are attending a jint vcatinal schl r career center utside f the district 100% f the time. Submissin f Cmparability Reprt: Users lg int their SAFE accunt. On the Accunt Maintenance page click n Cmparability. In the left menu n the Cmparability hmepage, click n Cmparability Reprt t g t the District Reprt Sectin. The default reprt year is the current schl year. Change the status t Draft Started. Click n the Cmparability Data Verificatin link and select the data type (EMIS r Self-Reprted Data). Verify the pre-ppulated data, including the EMIS Staff Detail Reprt and any data entered by the district and click SAVE. Once the data is cmpleted and verified, the user is ready t test cmparability by clicking n Check Cmparability. The system will run all the algrithms using the selected data and prduce an utput reprt. The reprt will shw whether the district is cmparable r nt cmparable. If the reprt indicates the district is Nt Cmparable, the system will display a Cmparability Reprt that shws an audit trail f the steps and methds used by the Cmparability system t try t determine cmparability. The user will then need t return t the data verificatin sectin t re-verify the data entered r select a different data element t determine Cmparability and re-run the Check Cmparability functin. PAGE 6 Web-Based Title I Cmparability Applicatin Directins January 17, 2017

7 Once the utput reprt is saved, the system will create a PDF reprt, which can be accessed n the Sectins Page. The Cmparability Data link is the input reprt. The Cmparability Reprt link is the utput reprt. Once the utput reprt shws the district is Cmparable, users will return t the Sectins Page and change the status t Draft Cmpleted. The system will send a ntificatin t the superintendent and treasurer regarding the status change, with instructins t lg int their SAFE accunt and access the Cmparability system. Either the superintendent r treasurer can submit the reprt by changing the status t District Representative Apprved. At the time the status is changed t District Representative Apprved, the superintendent r treasurer will als be asked t accept the cmparability written assurances (see belw). Determining Cmpliance: When determining cmpliance fr cmparability, a district may exclude state and lcal funds expended fr: Language instructin educatinal prgrams; Excess state and lcal csts f prviding services t children with disabilities as determined by the district; and State r lcal supplemental prgrams in any schl attendance area r schl that meets the intent and purpses f Title I, Part A. See the discussin f the USDOE Title I Nn-Regulatry Guidance, Revised, February 2008 (page 39) fr determining whether such a prgram meets the intent and purpses f Title I. [Sectin 1120A(c)(5) and (d); 34 CFR ] Written Prcedures: The district must develp and implement written prcedures fr cmpliance with the cmparability requirement annually. These prcedures must be in writing. At a minimum, prcedures shuld include the fllwing: A timeline fr demnstrating cmparability. The ffice respnsible fr making cmparability calculatins. The measure and prcess used t determine whether schls are cmparable. Hw and when the district makes adjustments in schls that are nt cmparable (refer t the USDOE Revised February 2008 Title I Fiscal Guidance n Cmparability). Sample Title I Cmparability Prcedures are available in the CCIP Dcument Library and in the help link f the web-based applicatin. District Written Assurances: The district has established and implemented the fllwing: District-wide salary schedule; Plicy t ensure equivalence amng schls in teachers, administratrs, and ther staff; and Plicy t ensure equivalence amng schls in the prvisin f curriculum materials and instructinal supplies. PAGE 7 Web-Based Title I Cmparability Applicatin Directins January 17, 2017