TOM TORLAKSON

State Superintendent of Public Instruction

Title III EL/Immigrant Technical Assistance: Submission of the Title III Local Educational Agency Plan

Language Policy and Leadership Office English Learner Support Division California Department of Education (CDE) Presented by: Lilly Rosenberger-Region 8 COE Title III Lead [email protected]

http://kern.org/cia/el/title-iii/

Presentation Goals

TOM TORLAKSON

State Superintendent of Public Instruction

Participants will

 Be informed about the requirement and process for submitting the complete Local Educational Agency (LEA) Plan Goal 2 for the entire entitlement for a subgrant year  Be provided with the Title III LEA Plan Performance Goal 2 template to use for the 2016 –17 update and accountability  Become familiar with supplement, not supplant requirements

TOM TORLAKSON

State Superintendent of Public Instruction

CARS Title III Application

15

LEA Plan Goal 2 Development

TOM TORLAKSON

State Superintendent of Public Instruction  LEAs that participate in the Title III, EL and/or Title III, Immigrant Student Subgrant program must have a plan, in accordance with ESEA, to submit for review each subgrant year (ESEA, Title III, Part A, Section 3114)  The complete LEA Plan Goal 2 submission for the entire entitlement for the subgrant year

TOM TORLAKSON

State Superintendent of Public Instruction

Title III LEA Plan Development Process

Handout

TOM TORLAKSON

State Superintendent of Public Instruction

LEA Plan Goal 2 Development

, Title III LEA Plan Performance Goal 2 Template

Everyone Handout

TOM TORLAKSON

State Superintendent of Public Instruction Everyone

Year 2 & 3 Year 4+

LEA Plan Goal 2 Development

, Title III LEA Plan Performance Goal 2 Template, cont.

TOM TORLAKSON

State Superintendent of Public Instruction Everyone

LEA Plan Goal 2 Development

, Title III LEA Plan Performance Goal 2 Template, cont.

Immigrant only

TOM TORLAKSON

State Superintendent of Public Instruction

LEA Plan Goal 2 Development, cont.

Remember to:  Provide goals and a description of the activities, both required and allowable, to be implemented and monitored  Identify all items to be purchased with Title III funds in support of these activities  Including personnel, materials, programs, and services  Allocate the entire entitlement for the subgrant year to activities that are supplemental to state, federal, and local funding

TOM TORLAKSON

State Superintendent of Public Instruction

Supplement, Not Supplant Requirement, cont.



Allowable Costs

Are

necessary

and

reasonable

for proper and efficient performance of the award and allocable to the award 

Allocable Costs

Are services chargeable to the cost objective in accordance with the relative benefits received 

Reasonable Costs

Do not exceed that which would be incurred by a prudent person under the circumstances when the cost was incurred 

Administrative Costs

Are activities necessary for general operation of the program

Examples of Costs

TOM TORLAKSON

State Superintendent of Public Instruction

Examples of Unallowable Costs

 Alcoholic beverages   Donations and contributions Entertainment costs  Tickets to shows or sports events, meals, lodging rentals, transportation, gratuities

Examples of costs that MAY be allowable

 Reasonable lunch for participants in a professional development activity, if there is no other opportunity to eat and    the activity is all day. Reasonable snacks for students for Title III funded summer or after school programs, and transportation for these programs, if needed and not provided by the district. Tickets and transportation for educational trips, if part of high quality language instruction educational program. Reasonable refreshments for parent outreach activities.

TOM TORLAKSON

State Superintendent of Public Instruction

Supplement, Not Supplant Requirement, cont.

Considering whether use of Title III funds violates the Supplement, Not Supplant Requirement: Question #1

What is the general fund base instructional program/service provided to all students?

Handout

Supplement, Not Supplant Requirement, cont.

TOM TORLAKSON

State Superintendent of Public Instruction

Question #2

What does the LEA do to meet Lau requirements? (Lau v. Nichols 414 U.S. 563 [1974]) (Take appropriate action to overcome language barriers that impede equal participation in instructional programs)

Supplement, Not Supplant Requirement, cont.

TOM TORLAKSON

State Superintendent of Public Instruction

Question #3

What services, required by other federal, state, and local laws or regulations, are to be provided by the LEA?

Supplement, Not Supplant Requirement, cont.

TOM TORLAKSON

State Superintendent of Public Instruction

Question #4

Was the program/service previously provided with state, local and/or other federal funds?

Supplement, Not Supplant Requirement, cont.

TOM TORLAKSON

State Superintendent of Public Instruction Based on the answers to the previous questions, would the proposed funds be used to provide an instructional program/service that is

in addition to or supplemental to an instructional program service

that would otherwise be provided to EL students (or be required to be provided by other laws/regulations) in the absence of a Title III grant?

TOM TORLAKSON

State Superintendent of Public Instruction

Allowable or Not?

Sample Personnel Activities

 Portion of the salary of an assistant principal  No, as the LEA is obligated to provide school leadership to run a school, and this individual would be required to work with all students, including EL students, in the absence of a Title III grant. All Administration would be in the 2 percent.  Additional resource teacher who provides teachers support with integrating English Language Development into their lessons.

 Yes, if the LEA is able to demonstrate how this position is supplemental and would not be provided absent Title III funds.

TOM TORLAKSON

State Superintendent of Public Instruction

Allowable or Not?

Sample Personnel Activities

 Regular classroom teacher who delivers a child’s only language arts or ELD instruction  No, as the LEA is obligated to provide a core language instruction educational program to the student.  Stipend to teacher to assess newly enrolled students for English language proficiency.  No, as the LEA is obligated to assess the English language proficiency of students identified under the Home Language Survey for placement and identification purposes. 15

TOM TORLAKSON

State Superintendent of Public Instruction

Allowable or Not?

Sample Professional Development Activities

 Stipend for a consultant to deliver ongoing PD on EL strategies beyond those of standards implementation.

 Yes, if training is above and beyond other training required under State law, and provided by LEA to teachers of ELs for the purposes and conditions of Sections 3115  Payment of stipends for teachers to pay for substitutes so teachers may attend PD session described above  Yes, if training is consistent with the goals and conditions of Title III. Keep note that the use of Title III funds for costs associated with training to administer the CELDT would be considered supplanting and not allowable. 15

TOM TORLAKSON

State Superintendent of Public Instruction

Allowable or Not?

Materials

 Textbooks that serve as a child’s main mathematics or language arts textbook.

 No, the LEA is responsible to provide this as part of the core educational program for all students.

 Supplementary textbooks or reference guides that supplement the LEA-provided textbooks and are for specific EL instructional purposes.

 Yes, if the LEA can demonstrate that they are supplemental to the EL Program and consistent with the purposes of Title III  Offices supplies for the EL student intake center  No. Title III funds should only be used to support purchase of Title III specific supplies for instruction, not supplies for the intake center.

15

TOM TORLAKSON

State Superintendent of Public Instruction

Allowable or Not?

Activities

 ELD curriculum development  Yes, if the LEA can demonstrate that this curriculum development is above and beyond what is the adopted ELD Program.  After school and/or summer programs  Yes, if LEA can demonstrate that these programs are above and beyond what is provided for by the school, LEA, and State. Take not that students must have access to all programs for which they qualify.  Parent ESL classes  Yes, if the LEA can demonstrate that these programs are consistent with the purposes of Title III as outlined in Section 3115 15

TOM TORLAKSON

State Superintendent of Public Instruction

Writing Tips

    Provide enough description to justify the activity is supplemental so as to avoid the activity/expenditure from being challenged as supplanting. If the activity is additional or supplementary to the core, include the words “additional” or “supplementary” Provide unit cost details (Related Expenditures) not just totals (Estimated Costs) Label each activity (A-1, B-1, etc.…) so that it is easy to track across columns.

TOM TORLAKSON

State Superintendent of Public Instruction

2016-2017 Allocation Amounts

To calculate 2016-2017 allocation, use the Fall Census Day enrollment count for English Learners submitted in CALPADS and multiply by $85.00

Example: 1,300 EL students enrolled on Fall Census Day and submitted in CALPADS 1,300 x $85= $110,500.00 estimated allocation

TOM TORLAKSON

State Superintendent of Public Instruction

2016−17 Funding Eligibility

To be eligible for Title III funding, in 2016 –17 and each year thereafter, LEAs:

 Confirm that, by June 30, the LEA has: – Submitted an application on CARS – Provided a current contact and information in CARS – Reported previous year(s) funds on CMDC and met all thresholds  Upload a complete LEA Plan Goal 2, for the entire entitlement for the subgrant year, on CMT

TOM TORLAKSON

State Superintendent of Public Instruction

Release of Funds

CDE will verify that plans contain:

 Required activities  Allowable activities (if necessary)  Reasonable and necessary activities

CDE will also verify that:

 No additional administrative costs are interwoven into the activities  The entire entitlement for the subgrant year has been allocated  All subgrant activities are of a supplemental nature

TOM TORLAKSON

State Superintendent of Public Instruction

2016-2017 Program Instrument

Handout

TOM TORLAKSON

State Superintendent of Public Instruction

Funding Eligibility

CDE staff will also confirm that a URL to the LEA’s updated LEAP is submitted on the Certification of Assurances page in CARS prior to releasing any funds. 15

TOM TORLAKSON

State Superintendent of Public Instruction

The Title III LEA Plan Performance Goal 2 Submission

Language Policy and Leadership Office English Learner Support Division

TOM TORLAKSON

State Superintendent of Public Instruction

Presentation Goals

Part 1  Learn how to upload the 2016 –17 LEA Plan Performance Goal 2 and other applicable documents on the California Department of Education Monitoring Tool (CMT) Part 2  Become familiar with the role of the LEA during the 2016 –17 Title III LEA Plan Performance Goal 2 Review

TOM TORLAKSON

State Superintendent of Public Instruction

LEA Plan Goal 2 Submission

 LEAs that participate in the Title III EL and/or Title III Immigrant Student Subgrant program submit a plan for each subgrant year (ESEA, Title III, Part A, Section 3114)  The 2016 –17 LEA Plan Performance Goal 2 is uploaded and reviewed on the CMT

TOM TORLAKSON

State Superintendent of Public Instruction

Before Uploading on CMT

1) Develop the plan using the Title III eligibility amounts for the English Learner (EL) and Immigrant Programs 2) Apply for specific federal program funds on the Consolidated Application and Reporting System (CARS)

3) Confirm that all contact information is updated in CARS

TOM TORLAKSON

State Superintendent of Public Instruction

Additional Users in CMT

• To assign additional users, send an e mail to [email protected]

with the following information: 1) LEA Name 2) For each additional user:   First & Last name, Title, E-mail address CAS user ID (Users must create a profile in CAS first, see Slide 7)  Assigned Agency Role (Indicate what role the user will need during the review, see Slide 6)

TOM TORLAKSON

State Superintendent of Public Instruction

Roles

Agency

Roles

in CMT

Agency Review Staff Upload/ Delete documents

X

Link Documents to Evidence Certify Evidence

X

Programs

All Programs

Agency Review Program Staff

X X X Must specify programs, (i.e. T3 for Title III LEA Plan Review)

TOM TORLAKSON

State Superintendent of Public Instruction

CMT Logon Page

Use the LEA ’s CARS username and password to log on.

If necessary, register for CARS here.

https://cmt.cde.ca.gov/cmt/logon.aspx

TOM TORLAKSON

State Superintendent of Public Instruction

CMT Resources

Resource documents are provided for LEA use.

TOM TORLAKSON

State Superintendent of Public Instruction

CMT Resources, cont.

LEAs: 1)Complete • • Required documents Applicable recommended documents 2)Save all completed documents to the computer.

3)Upload to CMT.

TOM TORLAKSON

State Superintendent of Public Instruction

Title III LEA Plan Performance Goal 2 Cover Sheet

Handout

Uploading on CMT

TOM TORLAKSON

State Superintendent of Public Instruction Click on the “Documents” Tab to access the “Add a Docume nt” fields.

TOM TORLAKSON

State Superintendent of Public Instruction

Uploading on CMT, cont.

ELSSA Pages 1-12 For the document title, use the same name used in the resources. Titles must be unique if there are multiple versions of the same document.

Include document specific information, such as page numbers, in the description.

Click “Browse” to select files from your computer.

Select type.

Click “Add Document” to upload.

“File” as the document

TOM TORLAKSON

State Superintendent of Public Instruction

Uploading on CMT, cont.

Click “Documents” tab to verify that the document has been uploaded.

The uploaded document is listed here.

TOM TORLAKSON

State Superintendent of Public Instruction •

Linking Documents on CMT

• Once documents are uploaded, they need to be linked to specific LEAPG2 evidence requests, including: – LEA Plan Goal 2 Coversheet – LEA Plan Performance Goal 2 – Needs Assessment – Memorandum of Understanding (MOU) for the consortium members – English Learner Subgroup Self-Assessment Documents are referred to as “evidence” in CMT.

Linking Documents on CMT, cont.

TOM TORLAKSON

State Superintendent of Public Instruction Click on the “Evidence Requ ests” tab to begin linking documents.

Select the evidence request to be linked to a document.

TOM TORLAKSON

State Superintendent of Public Instruction

Linking Documents on CMT, cont.

On the Evidence Request Detail Screen, cli ck “Add a Link”.

A “Search” field will appear. Select “Search”.

TOM TORLAKSON

State Superintendent of Public Instruction

Linking Documents on CMT, cont.

All uploaded documents will be listed.

“Select” a document to be linked.

TOM TORLAKSON

State Superintendent of Public Instruction

Linking Documents on CMT, cont.

A link description is not required #2 Select “Add link”.

t #1 Click to post commen LEAs use “Add a Commen t” to (1) notify reviewers when a document has been uploaded and linked and (2) make comments or clarifications regarding the linked document.

Linking Documents on CMT, cont.

TOM TORLAKSON

State Superintendent of Public Instruction #1 Once a document is linked to an evidence request, a “Success” message will be displayed #2 Click the “Certify Evidence” tab to allow reviewers to view documents.

TOM TORLAKSON

State Superintendent of Public Instruction

Certifying Documents on CMT

Certifying documents enables CDE to view the documents. Once all documents are linked and certified, the evidence is ready for viewing. Evidence documents can be edited at any time.

TOM TORLAKSON

State Superintendent of Public Instruction

LEA Plan Goal 2 Review

• CDE will review the LEA Plan Performance Goal 2 using the

2016 –17 Title III LEA Plan Performance Goal 2 Instrument.

• CDE will review documents that have been uploaded, linked, and certified on CMT.

TOM TORLAKSON

State Superintendent of Public Instruction

Title III Notifications

• When the review is complete, notifications will be sent to all LEAs who applied for Title III funds. The notifications will inform LEAs that the plan: Is

“Substantially Approvable”

OR

“Needs Further Action”

TOM TORLAKSON

State Superintendent of Public Instruction

“Substantially Approvable”

• The review is complete when the plan is “Substantially Approvable”.

• Title III funding will be released when the LEA: – Reports cash balances, during the reporting window, on the Cash Management Data Collection (CMDC) and – Meets the CMDC threshold

TOM TORLAKSON

State Superintendent of Public Instruction

“Needs Further Action”

• The plan “Needs Further Action” when requirements are not met.

• The issues that need to be addressed in the plan are listed in a notification to the LEA, called a “Preliminary Report”.

TOM TORLAKSON

State Superintendent of Public Instruction

“Needs Further Action”, cont.

Once LEAs receive the Preliminary Report, LEAs: – Edit the LEA Plan Performance Goal 2 to address requirements – Upload, link, and certify on CMT (see Slides 11 –19) – Post a comment alerting reviewer of edits and any changes in page numbering (see Slide 17)

TOM TORLAKSON

State Superintendent of Public Instruction

Review of Plan Edits

• The reviewer will post a comment informing the LEA that the plan: – Is now “Substantially Approvable” – Or needs further edits • The reviewer and the LEA continue to work in CMT until the plan i s “Substantially Approvable” (See Slide 21)

TOM TORLAKSON

State Superintendent of Public Instruction

2016−17 Funding Eligibility

To be eligible for Title III funding, in 2016 –17 and each year thereafter, LEAs:

 Confirm that, by June 30, the LEA has: – Submitted an application on CARS – Provided a current contact and information in CARS – Reported previous year(s) funds on CMDC and met all thresholds  Upload a complete LEA Plan Goal 2, for the entire entitlement for the subgrant year, on CMT

TOM TORLAKSON

State Superintendent of Public Instruction

Release of Funds

CDE will verify that plans contain:

 Required activities  Allowable activities (if necessary)  Reasonable and necessary activities

CDE will also verify that:

 No additional administrative costs are interwoven into the activities  The entire entitlement for the subgrant year has been allocated  All subgrant activities are of a supplemental nature

TOM TORLAKSON

State Superintendent of Public Instruction

Supporting Documents & Links

Title III templates, instruments, Webcasts, and links are found on the CDE Title III Web page:

http://www.cde.ca.gov/sp/el/t3/

Eligibility amounts are found on the CDE NCLB Title III, Immigrant and EL Programs Web page:

http://www.cde.ca.gov/fg/aa/ca/nclbtitleIII.asp

Accountability information is found on the CDE Title IIII Accountability Requirements 2015 Web page:

http://www.cde.ca.gov/sp/el/t3/t3amaotargets15.asp

Supporting Documents & Links, cont.

TOM TORLAKSON

State Superintendent of Public Instruction

CMDC information is found on the CDE Federal Cash Management Web page:

http://www.cde.ca.gov/fg/aa/cm/

To access CMT visit the CDE CMT Web page:

http://www.cde.ca.gov/ta/cr/cmt.asp

TOM TORLAKSON

State Superintendent of Public Instruction

Title III Fiscal and Program Contacts

EL & Immigrant

 Fiscal Questions & CARS Guidance: Patty Stevens, Associate Governmental Program Analyst, 916-323-5838 or [email protected]

 Program Questions: Geoffrey Ndirangu, Education Programs Consultant, 916-323-5831 or [email protected]

Cash Management

 Allocations, Apportionments and Cash Management Data Collection System Questions: Leslie Sharp, Educational Fiscal Services Consultant, 916-323 4977 or [email protected]

TOM TORLAKSON

State Superintendent of Public Instruction

Title III LEA Plan Contacts

CDE LEA Plan Guidance

 Sandra Covarrubias, Education Programs Consultant, 916-319-0267 or [email protected]

Title III Improvement Guidance

 Debra Reeves-Gutierrez, Education Programs Consultant, 916-319-0265 or [email protected]

 Title III Regional County Office of Education (COE) leads will also be available to assist with CMT, LEA Plan development, and the review process. A COE leads Contact List is posted at: http://www.cde.ca.gov/sp/el/t3/t3amaotargets15.asp