Beginning of Year Activities for Federal Programs
The sun is setting on summer even though it doesn’t feel like it in this Texas heat! There are many things you must remember to do, so CSS has created a federal checklist to help keep you organized. Stay “cool” with compliance, and start checking them off today!
The CSS Federal Programs Team works directly with clients to provide the guidance and resources necessary to meet these timelines.
| Timeline of Activities | Required/Necessary Activities | Documentation Required |
|---|---|---|
| Spring and Summer 2023 | CNA and CIP – Schools must develop a schoolwide plan with the involvement of parents that includes a comprehensive needs assessment. Documents such as the CNA and the CIP should be translated according to the written translation policy of your LEA. Title I Random Validation Program Requirements | * Retain a written or electronic copy of CNA and CIP on campus. * Post CIP on website * Agenda, sign-in sheets and meeting notes that show involvement of parents, teachers, faculty, and business/community members for both the development of the CNA and the CIP |
| Before school begins | Submit Supplement Not Supplant Methodology - In a schoolwide program, federal funds must supplement the state and local resources the campus would receive in the absence of federal funds. To pass the supplemental funds test, an LEA must demonstrate that the method it uses to allocate state and local funds to its campuses is applied consistently and does not reduce the allocation of state and local funds to a schoolwide campus because of Title I, Part A funds. LEAs with all Title I campuses or a Single Title I campus will be exempt, but still must complete the “Statement of Exemption.” | The district maintains documentation of its method and its calculations for auditing and monitoring purposes Link to forms. See page 34. |
| Before school starts | Title-funded personnel – The campus administrator ensures that Title-funded personnel meet the federal requirement as delineated in the grant program and comply with the job description requirements. This includes the employee signing their job descriptions dated on or before their first contract day. Job descriptions should include the federal fund source and percent of time paid from the federal grant. Complete form for all Title I Paraprofessionals | Work schedule of Title personnel that provides enough information to indicate the work or duties carried out are appropriate. |
| 8/1/23 | ESSER III Website Updates – No additional updates are needed for the RIPICS plan as of September 30, 2023. The LEA would need one final update prior to September 30. The plan should still be posted on the LEA website until 9/30/2024. Use of Funds Plans need to be updated IF a major change is made in how the funds are spent since the last update; Approved stakeholders need to be consulted for updates to the plans and the plans would need to remain posted until the end of the grant period (9/30/2024). | Copies of agendas, sign in sheets, and minutes from committee meetings; current copies of plans posted online |
| 9/1/2023 | Parent and Family Engagement Policy – Title I, Part A Charter Districts and campuses must annually evaluate, update, and distribute to parents a written parental involvement policy saying how it will support the involvement of parents. Policies are now required to be posted in a public location. Check out Region 16 Statewide Initiative webpage on Parent & Family Engagement Policy page for more resources. | • Copy of parent involvement policy posted on website and translated per the district translation policy • Meeting agendas, meeting notes and sign-in sheets that show the involvement of parents. . |
| 9/1/2023 | School-Parent Compacts - Title I, Part A Schoolwide campuses must annually evaluate, update, and distribute a School-Parent Compact that is a written agreement between teachers and parents and identifies the activities for shared responsibility. It outlines those activities parents and schools will undertake to maintain two-way communication and work as partners for improved academic achievement. For more on Parent Compacts check out Region 16 and the multiple sources they provide for School Parent Compacts. | • Copy of written school-parent compact posted on website and translated per the district translation policy • Documentation of parents involved in the development of the school parent compact which includes meeting agendas, meeting notes, and meeting sign-in sheets that show involvement of parents |
| 9/1/2023 | ESSA Application Deadline –A CNA and CIP must be completed before submitting this application. Besides ESSA, IDEA-B and Perkins have the same deadline. | Through the TEAL portal on the TEA website |
| 9/15/2023 – For use in fall, spring and summer semesters | Substitute Time & Effort Reporting - EDGAR requires employees who work on multiple activities or cost objectives (commonly called “split funded”) to document their time and effort in one of two ways: • By meeting the characteristics in 2 CFR 200.430(i) or • Through an approved "substitute system." According to USDE, you must submit a new management certification form every 2 years. | Link to Website You can review your prior approval and expiration date here. |
| 9/30/2023 | ESSA 2022-23 Compliance Report deadline to submit Compliance Report Training and Resources | Through the TEAL portal on the TEA website |
| 9/30/2023 | Training on the importance of Parental Involvement for Faculty and Staff – Title I, Part A campuses must educate teachers, pupil services personnel, and other staff members, with the assistance of parents in the value and utility of the contributions of parents. Region 16’s Power Point on Educator Training is available to use. See also, same link as parent meeting above. | Agenda, minutes, sign-in sheets that show involvement of teachers, faculty and staff, PowerPoint presented to staff. |
| By 10/31/2023 | Conduct Title I Annual Meeting with Parents – The Title I, Part A campus convenes an annual meeting to notify parents of their school’s participation in the Title I program, to explain the program requirements, and to inform the parents of their right to be involved. Region 16 Provides a link to materials for the annual meeting. | Meeting invitations, agenda, minutes of meeting, sign-in sheets that show involvement of parents. Must offer more than one opportunity for a meeting (morning, evening, and/or virtual) to accommodate varying parent schedules. |
| Within the 1st 6 weeks. | Teacher and Paraprofessional Qualifications- The district/campus ensures that parents of students in Title I schools are informed of their right to request and receive information on the qualifications of their children’s teachers and paraprofessionals providing services to their child. Region 16 provides you with a template you can send out for Parents of Teacher/Paraprofessional Qualification in English and in Spanish (click Parents’ Right to Know) | Copy of letter in both English and Spanish sent home and the date it was sent. TEA has said including in handbook is insufficient even with a handbook receipt. |
Resources
- TEA Federal Program Compliance – https://tea.texas.gov/finance-and-grants/grants/essa-program/federal-program-compliance
- Region 16 – Statewide Parent and Family Engagement Statewide Initiative – Home https://www.esc16.net/page/title1swi.home
Need our help?
- Contact Dr. Sheila K. Sherman, Federal Grants Manager – ssherman@charterschoolsuccess.com
- Visit the Charter School Community Roundtable, where you can ask questions, get answers and discuss this topic now.