Region 10 - Federal Programs
October 2022
Legal Disclaimer
Office of Federal Programs Contacts
Stay Connected
October Action Items
All LEAs:
- October 1 - LEAs need to submit their micro-purchase self-certification for higher micro-purchase threshold annually in Smartsheets under EDGAR forms. LEAs do not have to upload documents or technical procedures. NOTE: if you need to add or remove emails from Smartsheets click here
- October 17 - Documentation for Random Validation Due - LEAs that are randomly selected for Phase 1 will be notified on October 3. LEAs will have 2 weeks from notification of selection to assemble and submit their documentation in 2022-2023.
- Title V, Part B Rural and Low-Income School Program Grant Application is now available in eGrants. Due by November 15, 2022.
- Title I, 1003 – School Improvement Grant application is now available in eGrants. Due by November 10, 2022.
- 2022-2023 LEA higher threshold Micro-purchase Self-Certification notification to TEA is now available for submission in the EDGAR Forms Smartsheet WorkApp.
- The deadline for submitting the CAD, and CCF if applicable, is November 18, 2022. Upcoming LEA Deadline: Title I, Part A Comparability of Services Requirement for the 2022–2023 School Year
ESSA SSA Only:
- October 7 - Last day for reimbursements for the 2021-22 ESSA grant Closing 2021-22 ESSA Grants Memo
- Please remember to check your District Statements.
- October 15 - SSA Requirements for EDGAR Manual Based on Audit Finding. Outlined in the LINKED Memo are the requirements.
ESSER SSA Only:
- October 7 - Last day for reimbursements for the ESSER 1 grant
- October 15 - SSA Requirements for EDGAR Manual Based on Audit Finding. Outlined in the LINKED Memo are the requirements.
Mark your calendars!
Federal Program Directors Meeting
Fall FPD Meeting
11/2/2022
9:00 AM - 4:00 PM
Session ID 2644119 (Hybrid Model)
ESSER I Liquidation Period Extension
TEA Announced Sept. 29, 2022, that USDE released new information regarding the CARES Act (ESSER I) funding Liquidation Period Extension.
LEAs must work with TEA to request the extension. All funds must be fully obligated for allowable grant uses by today, Sept. 30, 2022.
More details over the two weeks will be shared about the timeline and the process for the liquidation. You can read the entire communication HERE.
If you have any questions, feel free to reach out to Sonya.Carpenter@Region10.org.
Title I - Comparability of Services Requirement
Summary of TEA Communication
Each year, local educational agencies (LEAs) that receive Title I, Part A funding are required to document their compliance with the Title I, Part A Comparability of Services requirement under the Every Student Succeeds Act (ESSA).
Requirement:
- All LEAs that receive Title I, Part A funding must complete and submit to the Texas Education Agency (TEA) the CAD survey. The CAD is available for completion and submission electronically through an online survey.
- LEAs that do not meet one of the defined exemption criteria must also complete and submit to TEA the CCF.
The CCF, along with instructions for completing/submitting that form and the instructions for completing/submitting the CAD survey, are available on the Title I, Part A Comparability of Services page of the TEA website and through the Grants and Federal Fiscal Compliance Reports and Data Collections (GFFC Reports) secure application, accessible through TEAL.
The deadline for submitting the CAD, and CCF if applicable, is November 18, 2022.
2022-2023 Random Validation Updates
We are excited to share information related to the 2022-2023 Random Validation process. The random validation process framework (i.e., 2-phase process, programs, etc.) that was utilized in 2021-2022 will remain the same for 2022-2023. However, there are 2 changes that we would like to highlight.
- LEAs that are randomly selected for Phase 1 will be notified on October 3. LEAs will have 2 weeks from notification of selection to assemble and submit their documentation in 2022-2023.
- TEA will discontinue the use of ESSA Reports for documentation submission in 2022-2023. LEAs will use the newly developed FPC Random Validations WorkApp System to submit their documentation. The system is similar to the Department of Grant Compliance and Administration WorkApp systems that are currently being used by LEAs: EDGAR Forms WorkApp and ESSER Compliance WorkApp. Detailed written instructions and training videos on how to submit documentation using the new system will be made available to ESCs and LEAs.
For a comprehensive comparison of the process used in 2021-2022 to the process to be used in 2022-2023, please see the RV Process Comparison Document, which has already been published on the TEA FPC Random Validations Resources webpage.
The following timeline documents have also been published on the TEA FPC Random Validations Resources webpage.
TEA: 2022-2023 Title V, Part B Rural and Low-Income School Program Grant Application
Visit the TEA Grant Opportunities page for detailed information about this grant program. Search for 2022-2023 Title V, Part B Rural and Low-Income School Program Grant Application.
Additional information on how to apply for a grant is available on the Applying for a Grant page.
2022-2023 Title I, 1003 – School Improvement Grant
The 2022-2023 Title I, 1003 – School Improvement Grant application is now available in eGrants. Allocations for eligible applicants of the 2022-2023 Title I, 1003 – School Improvement Grant are available and can be viewed on the Entitlements page.
Visit the TEA Grant Opportunities page for detailed information about this grant program. Search for 2022-2023 Title I, 1003 – School Improvement Grant. Additional information on how to apply for a grant is available on the Applying for a Grant page.
Applicant Designation and Certification (ADC) Form
The ADC form must be submitted before the grant application is available in eGrants. To access the ADC, log into TEAL and select eGrants as the application. Once in eGrants, click on Grants on the menu bar.
Application Due Date
Eligible applicants must apply through the eGrants system by 5:00 p.m. Central Time, November 10, 2022.
Region 10 Contact for Title I, 1003 - School Improvement Grant
Ben Dickerson
972.348.1732
Annual Micro-Purchase Self-Certification
Updated Annual Micro-Purchase Self-Certification Notification to TEA
The 2022-2023 LEA Micro-purchase Self-Certification notification to TEA is now available for submission in the EDGAR Forms Smartsheet WorkApp. This form must be submitted annually due to eligibility potentially changing on a yearly basis. The form has been streamlined and contains no attachments. Auditors and fiscal monitors will verify eligibility and compliance during fiscal reviews of federal funds.
LEAs may certify by grant year (July 1 - June 30) or by the LEA’s fiscal year. The self-certification must be submitted to TEA through the online system by October 1 to be retroactive back to the start of the grant/fiscal year. Self-certifications submitted to TEA after October 1 of the current grant/fiscal year will not go into effect until the date it is submitted to TEA and any procurements started prior to the submission date must adhere to the standard $10,000 micro-purchase threshold.
The form can be access by authorized LEA users in the EDGAR Forms Smartsheet Workapp, which can be accessed here.
Travel Information
Please click here to review the most recent TEA communication on travel expenses for 2022-23 and access the federal per diem rate map.
The Summary of Current Travel Reimbursement Guidelines provides further information on allowability and documentation that is required to be maintained at the local level.
SSA Resources -
Financial Accountability System Resource Guide (FASRG)
The FASRG Version 18.0 that was adopted, includes changes to:
TEA Communication Highlights
The following Texas Education Agency Correspondence has been posted at the TEA website or emailed to LEAs:
SSA Members Requirement for EDGAR Manual Updates Based on Audit Finding
For 2021-22, Region 10 Title II, Part A SSA had an audit in which the reimbursements from several LEAs were reviewed. There was one audit finding in the procurement procedures specific to small purchases.
Action Steps:
- Update Manual with New Requirement: Check your procurement section of the EDGAR manual. Make sure that it has the most up to date information and it follows the most restrictive requirements (Federal vs. State vs. Local) Example: EDGAR Manual Procurement Section
- Verify LEA Procurement Procedures: Complete the form verifying you procurement procedures. Form: https://forms.gle/DhkM9E7ckNhiGRXLA
- LEA Internal Controls: Put in place good internal controls to implement procurement procedures. Here is a form that could help in this process. SSA Procurement Request Form (Example)
EDGAR Manual for 2022-23
Before you turn-in your first reimbursement for 2022-23, you will need to email your updated EDGAR Manual. Please make sure to include the new procurement requirements for small purchases.
Email to: reimbursements@region10.org
Subject Line: EDGAR Manual
Template Example from Brustein and Manasevi
*We would like to reference the disclaimer on page 5 of this template regarding any potential errors or omission of content. We are currently making updates to this template.
The use of this template is optional and only intended as a resource. Districts should review legal guidance and determine how much detail is necessary in their policies and procedures to reflect clear internal controls. In the event of an audit, there should be sufficient guidance to be able to justify the procedure that was followed. The list below provides federal requirements of written policies and procedures.
Required Policies:
- Conflicts of Interest Policy - 200.318(c)
- Accounting Policies – 200.306(h)(2)(i); 200.400; 200.430(i)
- Time and Effort Policies – 200.430(a)
- Fringe Benefits Policies – 200.431
- Employee Health and Welfare Policies 200.437
- Travel Reimbursement Policy - 200.475(a)
Required Procedures:
- Real Property Sales Procedures – 200.311(c)(2)
- Time & Effort Procedures – ED Cost Allocation Guide
- Written Allowability Procedures - 200.302(b)(7); 200.403(c)
- Written Cash Management Procedures - 200.302(b)(6) and 200.305
- Written Procurement Procedures – 200.318(a), 200.319(d), and 200.320
- Managing Equipment Procedures - 200.313(d)
Suggested Policies and Procedures
- Record Retention
- Audit Resolution
- Program Specific Requirements
SSA - ESSA Reimbursements
The fiscal year is soon coming to an end. Please ensure to turn in your final reimbursements as prior to the due date:
- Last day for reimbursements for the 2021-22 ESSA grant - October 7, 2022
All ESSA SSA forms are accessible through our SSA website. The forms all have separate tabs for each fiscal year. The reimbursement forms on the web are the original documents, and you will not have editing rights to them. To use these forms, you would need to either download them to your computer or make a copy of them in your Google Drive.
Provided below are direct links to the reimbursement forms. When you click on the links below it will instruction to make a copy of the form in order to access it.
To avoid delays in processing reimbursements, please review the “how to” document. How to be Reimbursed
Please reach out to Judith Coffman or Davonda Oliver if you need support with the ESSA reimbursement process.
October PD Highlights
Title II - Program Requirements
10/4/2022
9:00 AM - 10:30 AM
Session ID 2647864
PNP Toolkit
10/5/2022
9:00 AM -12:00 PM (Hybrid)
Session IDs:
ESSER Updates and Reminders
10/6/2022
9:00 AM - 12:00 PM
Session ID 2647869
ESSA Coffee Hour
10/7/2022
9:00 AM - 10:00 PM
ESSA Coffee Hours are not in the R10 Workshop systems.
Please register with Zoom link below:
https://Region10.zoom.us/meeting/register/tZUkde-qrzMpGNUcrBjIemmYWlsdEqpBfPUF
ESSA - Technical Assistance Tuesdays (SSA Members Only)
Topic: ESSA Reimbursements
10/11/22
Time: 9:00 - 10:30 AM - Virtual
Session ID #2650055
ZOOM LINK: https://Region10.zoom.us/j/87509799436
Federal Grants Basics for New Business Office Staff
Topics: Grant Overview, EDGAR, Internal Controls, Avoiding Audit Findings, Allowability, ER System, MOE, MOEquity, and more...
10/13/2022
9:00 AM - 3:00 PM
Session ID 2648211
ESSER Coffee Hour
10/14/2022
9:00 AM - 10:00 PM
ESSA Coffee Hours are not in the R10 Workshop systems.
Please register with Zoom link below:
https://Region10.zoom.us/meeting/register/tZwsduuupzkjGNSn0119-jvnpGsDqrrrPoaX
ESSER - Technical Assistance Tuesdays (SSA Members Only)
10/25/22
9:00 - 10:30 AM - Virtual
Session ID #2650069
ZOOM LINK: https://Region10.zoom.us/j/84597832370
Federal Friday
10/28/2022
9:00 AM - 10:30 AM
Session ID 2650080
ZOOM LINK: https://Region10.zoom.us/j/89726343725
Homeless & Foster Care: Trauma-Responsive and Resilience Building Practices by Julie Kurtz, Founder of Center for Optimal Brain Integration (1.5 days)
10/31/22
8:30 AM - 3:30 PM
and
11/1/22
8:30 - 11:30 AM
Session ID 2650283
Federal Grants Basics for New Business Office Staff
Topics: Grant Overview, EDGAR, Internal Controls, Avoiding Audit Findings, Allowability, ER System, MOE, MOEquity)
10/13/2022
9:00 AM - 3:00 PM
Session ID 2648211
Are you new to federal programs?
The Special Revenue department is here to help and support you. Please complete the 2022-23 Office of Federal Programs Technical Support Form if you would like to request support.
ESSA Coffee Hour
Description: Each month LEAs are provided an opportunity to collaborate and seek clarification on any of the ESSA grants. We will not have an agenda for this timeframe. The LEAs will guide the topics of discussion based on their questions.
Oct. 7, 2022
Time: 9:00-10:00 a.m.
ESSA Coffee Hours are not in the R10 Workshop systems.
Please register with Zoom link below:
https://Region10.zoom.us/meeting/register/tZUkde-qrzMpGNUcrBjIemmYWlsdEqpBfPUF
ESSA - Technical Assistance Tuesdays for SSA Members Only
Description: Each month we will focus on different compliance and funding topics based on what is relevant to our ESSA Consolidated Grant SSA members at that time. Indicated below are the possible topics for each meeting.
Oct. 11, 2022
Time: 9:00 - 10:30 AM - Virtual
Region 10 Session ID #2650055 - ESSA Reimbursements
ZOOM LINK: https://Region10.zoom.us/j/87509799436
Title I, Part A Highlights
Compliance Documentation Review
To be in compliance with Title I, Part A requirements, all LEAs that accept funding are responsible for maintaining documentation locally of the following required events/processes:
- 2021-2022 Year Plan Evaluations (CIP, DIP, LEA PFE, Campus PFE)
- 2022-2023 Comprehensive Needs Assessment (CNA)
- 2022-2023 LEA Program Plan/District Improvement Plan (DIP)
- 2022-2023 Schoolwide Program Plan/Campus Improvement Plan (CIP)
- 2022-2023 LEA PFE Policy
- 2022-2023 Campus PFE Policy
- 2022-2023 Parent Consultation for LEA PFE Reservations
- 2022-2023 Solicit Public Comment
- 2022-2023 PNP Consultation
- 2022-2023 Ed-Flex Waiver Considerations and Processes
- 2022-2023 Title I, Part A Supplement, Not Supplant Methodology or Statement of Exemption
Title II, Part A Highlights
Title II, Part A - Program Requirements
Description: This session will provide an overview of Title II, Part A requirements, including: the intent and purpose of the grant, fiscal and program compliance requirements, monitoring requirements, documentation, use of funds, and resources.
Title II -Program Requirements
10/4/2022
9:00 AM - 10:30 AM
Session ID 2647864
Title III, Part A - ELA & IMMIGRANT Highlights
Quick Links to Title III Resources
TEA Links:
Side-by-Side Funding Guidebook (NEW for 2022-23)
Required Subgrantee Activities
Region 10 Links:
Check out the Region 10 Bilingual/ESL Smore for PD opportunities.
Don't miss out on the Title III Leaders Quarterly Meetings for Title III Leaders!
Title IV, Part A Highlights
Visit the state’s school safety/mental health state training requirements that include the TEC code, TASB policy, and many other items a district needs to be aware of under our District Resources page.
Title IV, Part A Federal funds can not be used to meet state or local safety and mental health requirements. LEAs and ESCs can use this chart to help with Title IV, Part A use of funds questions.
Below are links to several state and local required activities that overlap with Title IV, Part A Federal Programs. The LEA would have to meet these requirements before using Title IV, Part A funds to supplement additional needs.
Safety and Security - Region 10 Contact
Click Here for Important Safety & Security Updates
Please do not hesitate to contact me if you have any questions.
La’Evening Woodard
Safety and Security Program Coordinator
Office: 972-348-1556
Free Virtual and In-person TCOLE #4064
Offered at Region 10 - School Safety WorkshopTCOLE 4064 Course
Session ID 2645349
December 1-2, 2022
ESSA Padlets & Resources
ESSER Contacts
ESSER SSA members - contact Sonya Carpenter (sonya.carpenter@region10.org)
Not SSA LEAs - contact Karla Beltran (karla.beltran@region10.org)ESSER - contact Kim Fuller (kim.fuller@region10.org)
ESSER I
REMINDERS:
ESSER I funds must have been obligated by 9/30/2022 (per 34 CFR 76.707).
ESSER I liquidation period has been extended until you file your Final and/or Revised Expenditure Report on 1/2/2023. ESSER I SSA Members - Date for Final/Revised Expenditure Report is Oct. 7, 2022.
ESSER II, III, & SUPP
Grants end dates including tydings
- ESSER II ends on September 30, 2023
- ESSER SUPP ends on August 31, 2023
- ESSER III ends September 30, 2024
- Reminder to track and budget for Learning Loss requirements on ESSER III (20%) and ESSER SUPP (62.5%)
ESSER Validations
Make sure to review your application and the documentation on how you prioritized your needs according to your application.
ESSER III Validations are still ongoing.
Please review your website links are active in Smartsheets and that your plans are updated.
Do you need to update your website links? Click here.
MOEquity to the Administrator Addressed
ESSER MoEquity To the Administrator Addressed letter September 15, 2022. MOEquity trainings available in the link.
Every LEA will need to check the MOEquity Automatically Excepted List (exemption list) to verify the information. If your LEA has been included or excluded from the list due to data reporting error, you must notify TEA by emailing Compliance@tea.texas.gov no later than Dec. 9, 2022. Keep in mind, if you have an alternative campus, it must be included for determining LEA-level MOEquity compliance (see MOQ-Q24, in TEA’s ESSER FAQs for additional details).
Nov. 30, 2022 - 9:00-4:00 PM - ESSER MoEquity Tool/MOE (IDEA-B and ESSA) Training and the possible impacts Supplanted ESSER funds might have on MOE IDEA-B and ESSA Requirements - Register HERE on the Region 10 ESC Works webpage.
TASBO/TEA/ESC - Statewide ESSER USDE Reporting Requirements
ESSER Reporting Requirements Workshop for all of Region 10 LEAs at no cost will be presented by TASBO, TEA, and ESCs.
Event dates and locations:
- Oct. 17 - Region 2 ESC 1:00-4:00 PM
- Nov. 17 - Region 11 ESC 1:00-4:00 PM
- Dec. 13 - Region 13 ESC/Online
ESSER Updates and Reminders- all LEA's
ESSER Coffee Hour
Description: Q&A and/or support regarding ESSER I, II, III, and/or SUPP. All LEAs are invited.
Oct. 14, 2022
Time: 9:00-10:00 a.m.
ESSER Coffee Hours are not in the R10 Workshop systems.
Please register with Zoom link below:
https://Region10.zoom.us/meeting/register/tZwsduuupzkjGNSn0119-jvnpGsDqrrrPoaX
Zoom Meeting Link: https://region10.zoom.us/j/88112692920
ESSER Technical Assistance Tuesday for SSA Members
Description: Each month we will focus on different compliance and funding topics based on what is relevant to our ESSER Grant SSA members at that time. Indicated below are the possible topics for each meeting.
Oct. 25, 2022
Region 10 Session ID #2650069 - ESSER Budgets, Reimbursements and Amendment
Time: 9:00 - 10:30 AM - Virtual
ZOOM LINK: https://Region10.zoom.us/j/84597832370
PNP and ESSER I - Equipment and Supplies
Equipment and supplies purchased by an LEA with CARES Act funds to provide equitable services to students and teachers in a private nonprofit school may be used for the authorized purposes of a CARES Act program during the period of performance (i.e., through September 30, 2022) or until the equipment and supplies are no longer needed for the purposes of the program.
See ESSER I article in the ESSER section.
Important Dates
PNP Affirmations of Consultation were due in TEAL/ESSA Reports by September 30. The Region 10 PNP team has uploaded these for SSA and PNP Cooperative members.
PNP Toolkit
October 5, 2022
9:00 AM – 12:00 PM
Session 2647867 Zoom
Session 2647866 Face to Face
Great learning opportunities!
Homeless & Foster Care: Trauma-Responsive and Resilience Building Practices by Julie Kurtz, Founder of Center for Optimal Brain Integration (1 1/2 days)
- October 31, 2022 - 8:30am - 3:30pm
Strengthening Self Awareness to Reduce Burnout in Times of Stress (Self-Care)
- November 1, 2022 - 8:30am - 11:30pm - Session: 2650283
TEHCY Homeless Quarterly Meetings
8:30 AM - 12:00 PM
- 11/11/22 Session ID: 2649404
- 2/14/23 Session ID: 2649405
- 5/10/23. Session ID: 2649406
Mental Health First Aid
Recognizing Symptoms by Amy Sanders. Full day learning opportunity for teachers, counselors, liaisons, and anyone else who works with students.
- 11/17/22 Session ID: 2649412
- 01/26/23 Session ID: 2649413
- 02/09/23 Session ID: 2649414
Parent Involvement Conference in Frisco
The 2022 Parent Involvement Conference in Frisco, Texas is quickly approaching on December 8-10, 2022!
The Conference Website is now LIVE! Check out the link below where you can register, get hotel information, and so much more!
We look forward to seeing you in Frisco on December 8th through December 10th!
PFE Compliance Calendar
- Conduct Parent-Teacher Conferences where school-parent compacts are discussed (required at the elementary level.) ESSA Section 1116 (d)(2)(A)
- Convene and document the Title I, Part A Annual Parent Meetings for each Title I, Part A Campus. ESSA Section 1116 (c)(1): explain the program requirements, inform parents of their right to be involved, and explain the Reservation of Funds for parental engagement and the parents’ role in deciding the use of the funds (for schools receiving $500,000 or more Title I, Part A funds.)
- Provide communications about the Title I, Part A program in a format, and the extent practicable, in a language parents understand. (Provide information to parents in a format and language they understand is practiced throughout the school year.) ESSA Sections 1112 (e)(4) and 1116 (b)(1) & (e)(5)
- If this has not been done already, distribute the District and Campus Parental Engagement Policies to parents and families. ESSA 1116 (a)(2) & (b)(1) o If this has not been done already, distribute the School-Parent Compact to parents and families. ESSA Section 1116 (d) o The Schoolwide Plan/Campus Improvement Plan shall be available to parents and families. ESSA Section 1114 (b)(2) & (4)
- A school district that assigns an inappropriately certified or uncertified teacher to the same classroom for more than 4 consecutive weeks during the same school year shall provide written notice of the assignment to a parent or guardian of each student in that classroom. ESSA Section 1112 (e)(1)(B)
Information from TEA
We are excited to announce that registration for the T3 Engagement Parent Event, "Understanding Educational Equity," being held on November 11, 2022 is now open.
Visit the T3 Engagement Series page on the TXEL Portal to register for this event and learn more about how to host a watch party for your community. Transadapted flyers for parents and families will be available soon.
Please feel free to email any questions to titleiii.initiatives@esc20.info.
We look forward to seeing you and your community!
Thank you,
English Learner Support Division
PFE Best Practices Expo- Region 16
Below is the link to the Google Form to submit applications for the PFE Best Practices Expo for November 10th. The application is due by Wednesday, October 12th, 2022.
- Link address for Expo application: https://forms.gle/VbS44G2NSXxaTW4u8
Matthew Chávez
Education Specialist
Title I, Part A Parent & Family Engagement
Statewide Initiative
Region 16 ESC
Office: 806-677-5143
