Title I Monitoring Checklist

 

South Carolina Public Charter School District
Checklist for Title I Monitoring Visit
2015-2016

DateCompliance ItemSubmissions to the DistrictNotesResource

May 2015

 

End of the school year, planning for next school year.

Planning Meeting

Announcement

Agenda

Sign In Sheet

Notes for Meeting

 

 

 

Submission type:

Epi Center

Notes:

The school should select a school planning teams consisting of the following members:

 

School staff,

Administrators,

Parents,

Community members,

Technical assistance providers,

and, at the high school level, students.

 

The team will meet before the end of school year plan to develop their school Title I Plan based on the needs of the schools. The school should consider strategies that could close the achievement gaps at the school.

Parents should be a part of the planning team.

Review Parent Involvement Policy and Parent Compact Each Year

Use Parent Surveys, Comprehensive Needs Assessment to develop the Title I plan

 

 

 

 

Planning Meeting Guidelines

 

Difference between Planning Meeting and Annual Meeting

May-June

2015

 

End of the school year, planning for next school year

Title I plan on state website (Member Center)

 

 

 

Contact district after completion

Included 10% PD if required

Addressed every strategy

 

Notes: Post the schools Title I plan on your website or other means for access to the parents

 



Webinar

State Dept. member center site: http://ed.sc.gov/

 

Guide to Allowable Title I Expenditures

 

Title I Allowable Parenting Expenditures

 

 

July 2015

Beginning of the school year

Non-Discrimination Statement

The non-discrimination statement must be on your website before you will receive any federal money for the 2015-16 school year.  It is a federal requirement. 

 

 



 

Example: The South Carolina Public Charter School District does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, or immigrant status in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person have been designated to handle the nondiscrimination policies. For questions pertaining to Section 504 and Title IX, contact the Assistant Superintendent of Academic Programs, at 3710 Landmark Drive, Suite 201, Columbia, SC 29204, 803/734-8322.

 

First week of schoolParent Involvement Policy

Submit a copy to the district

 

 

Submission type:

Epi Center

Title I Parent Involvement requires each Title I school to develop a written parental involvement policy that describes the means for carrying out the requirements of Section 1118. The School must ensure that information related to school and parent programs, meetings and other activities are sent to the parents of Title I children in a format and in a language the parents can understand.

 

Adopt district parent involvement plan or create your own

 

Distribute parent involvement policy (first week of school along with compact)

 

 

 

SCPCSD Parent Involvement Policy

 

Title I School Parent Involvement Policy Self-Checklist

First week of schoolSchool Parent Compact

Submit a copy to the district

 

 

Submission type:

Epi Center

The school-parent compact is a written agreement between teachers and parents.  It is a document that clarifies what families and schools can do to help children reach high academic standards. Every school receiving Title I funds must develop a compact. The compact serves as a clear reminder of everybody's responsibility to take action at school and at home so that children can learn what is required of them. It is a written commitment indicating how all members of a school community -- parents, teachers, principals, students, and concerned community members -- agree to share responsibility for student learning.

 

A School Parent Compact must include:

 

Parent-teacher conferences

Frequent reports to parents on their child's progress

Reasonable access to staff

Opportunities to volunteer

 

Note:

Distribute compact to parents in first week of school

 

Parent Compact need not be signed.

 

 

 

School Parent Compact

First week of schoolParent Right to Know

Submit a copy to the district

 

 

Submission type:

Epi Center

At the beginning of each school year, a local educational agency that receives funds under this part shall notify the parents of each student attending any school receiving funds under this part that the parents may request, and the agency will provide the parents on request (and in a timely manner), information regarding the professional qualifications of the student's classroom teacher.

 

Notes: Distribute parent right to know letter to parents in first week of school

 

 

Parent Right to know Sample

First month of schoolAnnual Meeting

Announcement to Parents

Agenda

Sign-In Sheet

Meeting Notes

 

Submission type:

Epi Center

One requirement of the Elementary and Secondary Education Act (ESEA) is the Title I Annual Parent Meeting. Each year, schools receiving Title I, Part A funds are required to host a meeting for parents to explain the Title I program and how parents can be involved. At this meeting, the following issues must be addressed:

 

Explain whether the school participates in a schoolwide or targeted assistance program.

Explain the requirements of a school wide or targeted assistance program.

Explain what participation in Title I means for the school and include-

A description and explanation of the school's curriculum.

Information on the forms of academic assessment used to measure student progress.

Information on the proficiency levels students are expected to meet.

Explain the district Parental Involvement Policy, the school Parental Involvement Policy, and the school School-Parent Compact. (Note that each Title I school must have a site specific Parental Involvement Policy and School-Parent Compact. This is not the same as the district Parental Involvement Policy.)

 

Explain the rights of parents to be involved in the school's programs and provide ways to do so.

 

Explain that parents have the right to request opportunities for regular meetings for parents to formulate suggestions and to participate, as appropriate, in decisions about the education of their children.

 

In order to keep parents informed, schools must invite to this meeting all parents of children participating in Title I, Part A programs. In a school wide school, all parents would be invited to attend, and in a targeted assistance school, parents of children receiving Title I services would be invited. Schools must also offer a flexible number of additional meetings, such as in the morning or evening so that as many parents as possible can attend.

 

 

 

 

 

Difference between Planning Meeting and Annual Meeting

First month of schoolPrincipal Attestation Letter

Submit a copy to the district

 

 

Submission type:

Epi Center

Letter is signed by principal.  It is ok to say no, you just have to say what your plan is.

Notes: The Elementary and Secondary Education Act (ESEA) No Child Left Behind Act of 2001, states in ESEA Section 1119(i) that each local educational agency shall require that the principal of each school operating a Title I program under ESEA Section 1114 (School wide) attest annually in writing as to whether such school is in compliance with the requirements of Section 1119.

 

 

 

 

Principal Attestation Letter

First month of schoolLunch Forms

Submit a copy to the district

 

Submission type:

Dropbox

 

All lunch forms as of 135th day for existing schools and 5th day for new schools. 
First month of schoolDistrict of Residence Audit

Submission type:

Dropbox

 

Notes:

Upon initial enrollment in a school, a student or parent must produce at a minimum one document reflecting the correct residential street address. Post office boxes, private mail box addresses or commercial establishment addresses are insufficient.

 

 

 

Proof of Residence Requirements

September

2015

List of teachers paid by Title I

 

Submission type:

Dropbox

 

Notes:

A list of employees paid by Title I. The list also should show the amount of percentage of time spend on Title I programs.

Sample will be provided

September

2015

Job Descriptions

Submission type:

Dropbox

 

Notes:
The job description should show evidence of employees job responsibilities that justify his/her time spent on Title I programs.
No sample.

September

2015

Salary Split

Submission type:

Dropbox

 

Notes:

The salary split should show the amount of funds paid by Title I as allocated in the schools Title I plan. If the employee is paid by Title I funds and other funds, the report should show clearly on how the funds are split.

Samp​le​
November 2015HQ Verification

Submission type:

Dropbox

 

Notes:
State Dept. will send the districts 45th day HQ report. The report will be sent to the schools to verify.
 
October 2015HQ Letter

Submit a copy to the district

 

 

Submission type:

Dropbox

If a student in a Title I school is being instructed -- for longer than four weeks -- by a teacher/substitute teacher who does not meet the HQ requirements, a letter informing students' parents of this information must be sent, in a timely manner. This sanction applies to core content teachers in all Title I schools.

 

 

HQ Letter Sample

DecemberParent SurveySubmission type: Survey Survey ink will be provided

December 2015

&

June 2016

Time and Effort documentation

Submit a copy to the district

 

 

Submission type:

Dropbox

OMB Circular A-87 -Time and effort reporting requirements are part of the allowable costs as defined by the U.S. Office of Management and Budgets (OMB). OMB circulars are applied to all federal grants, contracts and cooperative agreements. All employees charged to federal grants must maintain time and effort reporting.

What is a "cost objective"?
A particular set of work activities for which cost data is accumulated.

Single cost objective (Semi Annual Certification)
Schools that have fully funded federal personnel must also maintain an assurance every six months (at a minimum) documenting that staff have worked solely for the one particular federal program. The individual and their supervisor must both sign the assurance after the time has occurred. This certification should also include documentation of time spent on the federal program (copy of daily planner, schedules, time sheets, daily logs, etc.).

Multiple cost objectives: Sample
If the employee is paid from two or more funding sources but has a fixed schedule for his/her Title I activities. (Schedule of the employee is required.)

Time and Effort without Fixed schedule: Sample
Staff paid with Title I funds on an irregular schedule must keep a time and effort log and time sheet which must be signed every month.

 

Year Round

 

Submit at the end of the year

Professional Development Activities

Submit a copy to the district

 

Submission type:

Dropbox

Agendas and Registration from conferences

 

Agendas and Sign in sheets from In house trainings

 

Any meetings/conferences that's will assist the school in student achievement.

Year Round

 

Submit at the end of the year

Parent Involvement

Submit a copy to the district

 

Submission type:

Dropbox

Provide Agendas, Sign in sheets for parent involvement activities. Any parent meetings/conferences that's will assist the school in parental involvement and student achievement.

Year Round

 

Submit at the end of the year

 

 

EquipmentSubmit a copy to the district

An equipment inventory spreadsheet has been submitted to the district (Mr. V)

All equipment bought with Title I funds has a district equipment label

Link to report the district before purchasing the equipment.

 

Equipment Inventory Template

 

Link to inform district dispose equipment or report lost or stolen

 

Sample 1(Teacher), Sample 2 (Parent), Sample 3- Equipment Checkout Process

 

SeptemberParaprofessional DocumentationSubmit para professional list and evidence of HQ to the district

Documentation they are HQ


Documentation they are working under the supervision of an HQ teacher

 

WHO ARE PARA PROFESSIONALS? "Paraprofessionals who provide instructional support," includes those who

provide one-on-one tutoring if such tutoring is scheduled at a time when a student would not otherwise receive instruction from a teacher,

 

assist with classroom management, such as by organizing instructional materials,

 

provide instructional assistance in a computer laboratory,

 

conduct parental involvement activities,

 

provide instructional support in a library or media center,

 

act as a translator, or

 

provide instructional support services under the direct supervision of a highly qualified teacher. [Title I, Section 1119(g)(2)] 

 

Documentation that the Paraprofessional is qualified

All Title I paraprofessionals must have a secondary school diploma or its recognized equivalent.

 

Additionally, except as noted below, paraprofessionals hired after January 8, 2002, and working in a program supported with Title I, Part A funds must have—

 

Completed two years of study at an institution of higher education; or

 

Obtained an associate's (or higher) degree; or

Met a rigorous standard of quality and be able to demonstrate, through a formal State or local academic assessment, knowledge of and the ability to assist in instructing, reading, writing, and mathematics (or, as appropriate, reading readiness, writing readiness, and mathematics readiness).  

Resources:

To meet this assessment requirement, refer to the link below:

http://ed.sc.gov/agency/ac/Federal-and-State-Accountability/Title-II/Paraprofessionals.cfm

April

 

Before the end of school year

Annual Evaluation

Submit a copy to the district

 

Submission type:

Epi Center

 

Plan has been evaluation by the planning committee

 

Parents have been given the opportunity to give feedback.

 

 

 

Resources: Annual Evaluation

 

July

 

End of School Year

 

Title I Fiscal Audit

Schools should submit the documentation directly by hand or my US mail. Please see the documentation instructions:

Please use the Binders to document your Bills/purchase orders etc. that you have submitted for reimbursements for Title I funds.

Have dividers between each activity and the bill and receipts for that activity.

Highlight credit card payments that you submitted for reimbursement.

Federal law requires the monitoring to ensure compliance with procedures and regulations each year. As informed to all of you earlier, all Title I schools should submit Title I finance binders to the district by July 20 each year. These binders are also a huge help when working with the district auditors.

 

Fiscal Monitoring (Due July 20, each year):

Submit the district in a neatly organized folder with receipts, purchase orders and bills including credit card payments by each activity listed in your Title I plan. Highlight the amount on the credit card bill for the payment you submitted for reimbursement.

To ensure accurate record keeping and appropriate expenditure of funds, we encourage you to reconcile your records with those of your finance person on a monthly basis. Doing so throughout the year positions you to make more accurate and efficient adjustments to the budget in spring.

 

 

 

Resources:

Audit Prep

Audit Documentation Example

 

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