F O R T W O R T H I S D T I T L E I A G U I D E T O U N D E R S T A N D I N G T I T L E I R E V I S E D J U N E

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1 F O R T W O R T H I S D TITLE I 101 A G U I D E T O U N D E R S T A N D I N G T I T L E I R E V I S E D J U N E

2 G R A N T O V E R V I E W Title I, Part A, is a federal program under the Every Student Succeeds Act (ESSA) that provides supplemental funding through the State Education Agencies to School Districts to ensure that all children have a fair, equal and significant opportunity to obtain a high-quality education and prepare for college success. Title I provides supplemental funds in three areas: Instruction for student achievement Professional development (PD) Parent and family engagement EXPECTATIONS: The Title I grant calendar is from mid-july to the end of May. For important deadlines and dates pertaining to Title I, see the Timeline page. Keep track of all documentation on all personnel paid through Title I, including their work schedules, job duties and a copy of the current job description. All Site-Based Decision Making (SBDM) minutes, agenda and sign-in sheets must be submitted. Transfers of $5,000 or more must be discussed and documented through an SBDM meeting. A budget transfer request form must be submitted to assigned Project Development specialist for processing. Make only purchases that are reasonable and necessary. By early January, 50-60% of the grant should be spent. There are specific guidelines regarding purchases of food, services and travel. For a more extensive and detailed list, visit the Texas Education Agency website under Allowable Expenses: Grants/Administering_a_Grant.aspx 1

3 P A Y R O L L C O S T S ( ) All personnel must be supplemental, and any requests for additional personnel to be paid out of Title I must be verified by the Federal Programs Director. UNALLOWABLE TITLE I POSITIONS INCLUDE: Athletic coaches Cheer/drill coaches/coordinators Hall monitors Office assistants In-house assistants UNALLOWABLE TITLE I EXPENSES INCLUDE: Personal liability insurance Contributions to voluntary retirement plans Payroll that exceeds local policy Stipends Substitutes during state-mandated testing TIPS AND REMINDERS Keep job descriptions and schedules on file for all personnel paid through Title I. Teacher Assistant (TA) duties must involve direct instruction activities. Examples of activities that are not allowable: Clerical duties Monitoring students during lunch Monitoring students during P.E. or library time Document ALL Tutorial Activities DATE TUTOR STUDENT SIGN IN GRADE LEVEL HRS WORKED MUNIS won t show payroll until a week after the start of each month. Part-time payroll estimations (see example below). See FWISD Compensation Manual for actual amounts. Hourly Salary x # hrs worked in a week x # weeks worked in a month. Example for a degreed tutor: $19.00 hourly salary X 20 hrs a week X 4 weeks = $1,520 2

4 C O N T R A C T E D S E R V I C E S ( ) All contracts must align with Comprehensive Needs Assessment (CNA) and Campus Education Improvement Plan (CEIP) and must follow EDGAR requirements. PURCHASE AMOUNT PROCUREMENT METHOD # OF QUOTES NEEDED NOTES $0.01-$50,000 SMALL PURCHASE 3 QUOTES >$25,000 REQUEST FOR PROPOSAL >$50,000 BOARD APPROVAL 3 QUOTES FROM AWARDED VENDORS. USE THE QUOTE SUMMARY FORM IN ADDITION TO THE QUOTES. FOR PROFESSIONAL AND/OR CONSULTING SERVICES PER BOARD POLICY CH (LOCAL). BOARD APPROVAL REQUIRED PER POLICY CH (LOCAL). FOLLOW THE BOARD AUTHORIZATION REQUEST (BAR) PROCESS. >$50,000-$150,000 SMALL PURCHASE OR SEALED BID/PROPOSAL 3 QUOTES OR SEALED BID/PROPOSAL BOARD APPROVAL REQUIRED PER POLICY CH (LOCAL). FOLLOW THE BOARD AUTHORIZATION REQUEST (BAR) PROCESS. >$150,000 SEALED BID/PROPOSAL BOARD APPROVAL--ENSURE EDGARIZED PROCUREMENT METHOD. TIPS AND REMINDERS: Follow Fort Worth ISD Purchasing Department contract processes. A professional contracted service is used for services given to Fort Worth ISD by an organization, individuals or consultants not receiving salary from Fort Worth ISD (annually or hourly). Contracts are for complete services. Supplies, travel expenses and other incidentals must be included in the contract. Services must be supplemental in nature and do not replace any mandated services by the state or the District. Services must be provided by an approved FWISD vendor by FWISD purchasing guidelines. Fundraisers or training on fundraisers is not allowable using Title I funds. Region XI uses budget line Family Science Night uses budget line Legal or tuition fees, new building construction, any kind of renovations or land purchases are never allowable. 3

5 S U P P L I E S ( ) When writing a requisition, the explanation must describe how these supplies are compliant with Title I guidelines, EDGAR requirements, and how they align to the campus CNA and CEIP. Purchases must impact student achievement for the year the grant was awarded for. ALLOWABLE EXPENSES FOR DIRECT INSTRUCTION: Supplies and materials for classroom use. Yearly subscriptions and web-based computer licenses are allowable: For reading licenses use budget account For all other licenses use budget account Buy incentives at MAX $10 per item, per student Library books, using account Technology items, using account PARENT AND FAMILY ENGAGEMENT: Supplies should support parent and family engagement programs. Examples: paper for fliers, envelopes, and labels for mail-outs, books for parents or to support Parent University Program(s). PROFESSIONAL DEVELOPMENT: Supplies that are reasonably priced and support campus professional development, such as chart paper or flip boards. Reading materials such as reference books for professional development (PD) in campus library or PD book study. UNALLOWABLE EXPENSES UNDER TITLE I: Logos or branding of supplies such as agendas, pens, etc. Cleaning supplies: brooms, mops, bleach, hand sanitizer, air freshener, tissues, anti-bacterial soap, trash bags, etc. Flags, banners, or marquees. To cover costs associated with banquets, ceremonies, celebrations or social events, including purchasing flowers, bounce houses, decorations. Gifts, souvenirs, gift cards, memorabilia or promotional items, i.e. T-shirts, caps, tote bags, key chains, imprinted pens. To stockpile materials during the last quarter of the grant. Stationary, business cards, messages, notebooks, tardy slips. Laminators. Medical supplies: band-aids, gauze, sanitation wipes. Lanyards, wrist coils, key rings, badge holders. 4

6 F O O D A N D T R A V E L ( ) TRAVEL GUIDELINES FOR PROFESSIONAL DEVELOPMENT: Employees will be reimbursed when Form 910 has been reconciled. Out of state travel requests require preapproval. Pre-approval request form must be submitted to Federal Programs. Form can be found in the Fort Worth ISD Grants and Development Website, under Federal Programs. The departure point for mileage reimbursement is your campus. Submit mileage reimbursement form for local travel. Mileage reimbursement will be made on the basis of rates established by the Texas Comptroller of Public Accounts. Mileage is entered on the driver s Form 910 and cannot be split or shared. Airline tickets must be purchased through the District travel agent using a Purchase Order (PO). In the event that a traveler makes a purchase of their own, an itemized receipt and itinerary are required. All unapproved charges will be the responsibility of the traveler. UNALLOWABLE USE OF FUNDS FOR PROFESSIONAL DEVELOPMENT TRAVEL: Alcohol. Tips or gratuities. Membership fees or dues to social, lobbying, community or civic organizations. TRAVEL GUIDELINES FOR DIRECT INSTRUCTION STUDENTS: Field trips must be educational. Field trips require pre-approval. A field trip request form must be submitted to the Federal Programs Department. The form can be found on the Fort Worth ISD Grants and Development Website, under Federal Programs. If the request is approved, campuses will be notified by the Federal Programs Department. Field Trips must relate to the TEKS and be supported by classroom work before and after trip. Field trip documentation must include: 1. Destination of each field trip 2. Costs associated with each field trip 3. Objectives to be accomplished from each field trip 4. Teachers lesson plan(s) and follow-up activities FOOD GUIDELINES FOR DIRECT INSTRUCTION STUDENTS: Healthy snacks for outside of the school day activities. For example: After school or Saturday sessions, NOT during testing. To learn about allowable snacks under Title I, visit the FWISD Grants and Development Website, under Federal Programs. Food, snacks or beverages cannot be used as incentives. FOOD GUIDELINES WHEN PROMOTING PARENT AND FAMILY ENGAGEMENT: Healthy snacks for attendance to family nights are allowable. To learn about allowable snacks under Title I, visit the FWISD Grants and Development Website, under Federal Programs. Meals are not allowable. 5

7 T H E W H O S W H O F O R Y O U C O N T A C T F O R M Grants Development, Management and Monitoring If you have questions regarding Title I rules regulations or allowable items or need to set up a meeting, contact: My Project Development Specialist (PDS) is: and his/her phone number is:. BUDGET If you need a budget line strung (built), or have problems running a Year To Date (YTD) budget for Title I (211) and other budgetary questions, contact your assigned PDS. COMPENSATION If you have questions about overtime or salary qualifications for personnel, contact the Compensation Department. HUMAN CAPITAL MANAGEMENT (HCM) If you have questions about campus personnel (recruiting, hires or non-returners), contact HCM. My HCM Staffer is: and their phone number is:. PAYROLL If you have any questions regarding the process of an employee s payroll, contact Payroll. PURCHASING If you have questions regarding a vendor, contracts or travel, purchasing@fwisd.org. ACCOUNTS PAYABLE If you need to close a Purchase Order (PO), send a check to a vendor, or have questions about reimbursements, accountspayable@fwisd.org. ACCOUNTING If you have questions about an expenditure error and funds need to be reclassified taken from the correct budget line, call the Accounting Department. 6

8 T I T L E I T I M E L I N E DATES AUGUST ACTIVITY Review Campus Educational Improvement Plan (CEIP) and include Title I budget distribution on CEIP and upload changes to Campus Portal Federal Programs initiates Title I budget meetings Out of State Travel Form and Field Trip Request Form will be open for two weeks for new submission requests (Check with PDS for dates) Plan Title I Parent Meeting (typically in conjunction with Open House, Registration, or Meet the Teacher) Distribute school parent involvement policy to all students (document date and methods of distribution) Distribute school-parent compact to all parents; collect signatures SEPTEMBER Update CEIP, incorporating new assessment data By September 30 th Host Title I Parent Meeting Conduct Parent-Teacher conferences where school-parent compacts are discussed (required at the elementary level) OCTOBER After Board approval, notify District, parents and community that your campus CEIP is available for review and comment 25% of Title I budget has been spent NOVEMBER DECEMBER Family Communications Department will request Title I documentation from campus Review CEIP to update as needed Out of State Travel Form and Field Trip Request Form will be open for two weeks for new submission requests (Check with PDS for dates) 50% of Title I budget has been spent JANUARY FEBRUARY Begin Comprehensive Needs Assessment (CNA) to plan for next year s Title I budget Out of State Travel Form and Field Trip Request Form will be open for two weeks for new submission requests (Check with PDS for dates) Technology purchase requisitions will be due the last Friday of February MARCH APRIL MAY Last Friday LAST day for all library book purchase requisitions March 30 th Upload CNA to the Portal (next school year) 75% of Title I has been spent (current school year) Early April Campuses receive Preliminary Next Year s Title I allocation Schedule meetings with parents (often via the SBDM) to review and make changes to campus parent involvement policy and school-parent compacts Out of State Travel Form and Field Trip Request Form will be open for two weeks for new submission requests (Check with PDS for dates) End of April Input Next Year s Title I Budget into MUNIS Mid May Title I Budget are finalized (next school year) Schedule meetings with parents (often via the SBDM) to finalize campus parent involvement policy and school-parent compacts Family Communications will request finalized policy and compacts. End of Year Closing Deadlines Memo establishes last day for Title I expenditures Travel 910 will be processed until the last week. JUNE - JULY 2nd week in July New Title I budgets become active 7

9 T H E G R A N T F I N A L E Always ask these questions before any transfer or purchases using Title I funds. 1. Is this expense (person or otherwise) documented on my Campus Needs Assessment (CNA)? 2. Is this expense also documented in my Campus Educational Improvement Plan (CEIP)? 3. Is this expense allocated in my Title I budget? 4. Is this expense allowable, necessary and reasonable? 5. Do I have three vendor quotes? 6. After reviewing the three vendors, was the lowest vendor selected? If the lowest vendor was not selected, was a justification written in the quote summary form? 8