Title I

• Federal Programs Staff Contact Information
• Federal Programs Director Position Responsibilities
• Federal Programs Funding Overview
• Federal Programs Timeline

• Federal Programs Training Module - Roles & Responsibilities
• Alaska Department of Education 10 tips for Federal Programs Directors

District Level

Feb -April

• February - Federal Programs Director will work with Assessment Director to create a sub group data report. This data report will be presented to the Task Force and the Superintendent by February. This data presentation will support the budget prioritization and decision activities that occur each spring.

• March - Federal Programs Director will complete a burn down rate that reflects charges up through the end of February. This burn down report will include an object code summation to ensure that there are no object codes over drawn. The burn down rate will be calculated at the district level and site level to predict carry over and funds that need to be spent by September 30th. This burn down rate will be recorded on the March budget meeting document which is created annually and includes all spending catagories with in Title I and provides the structure for planning for the next fiscal year. At this same time the Federal Programs Director will create the budget break down document for the next fiscal year. This document will provide the site budgets for the next fiscal year.

• Mid March - Release prioritization survey to District Office Team and provide 2 weeks to complete.

• Early April - conduct meeting with Superintendent, Assistant Superintendent, and CFO to provide March Planning meeting budget breakdowns. During this meeting the leadership will provide guidance on items to be funded and amounts remaining for the task force to prioritize.

• Meet with District Office Team and itemize the spending and prioritization. Review community response needs and surveys.

Site Level

• February- Meet with site title I teams to create an updated speding and title I plan to ensure all spending is completed before the end of the year. Due Date for spending March 30th
• March - Collect poverty data and enrollment data and utilize it to calculate the site budgets for next fiscal year and create next fiscal year folders to each site based on the budget breakdown sheet from the above process
• April - Conduct Spring Technical Assistance work shop where sites meet, review data, and create plans (Title I and Parent Engagement) and budgets for next fiscal year

Parent and Family Engagement

• February - create English Learners and Migrant Data report based on school board goals. Present these reports to individual program representatives and discuss budget prioritization. Release district wide survey regarding needs and federal program guidance and supports. Release PAC NEC meeting information(time, presentations, budgets, and response surveys) to tribal partners, community partners, and district wide partners.
• March - conduct PAC NEC meeting and analyze survey data for the purpose of prioritization.

Directors and Building Leaders please use this link to submit quotes and or invoices. This link will lead to a survey which will collect the required information for purchasing. Use this link only if this is the only request you have made. PEX card charges should not be collected here.

Quotes/Invoice/Procurement

FY 26 District Wide Funding Priorities

Steps

1. Activity manager needs a written “bid” or job description for the position.

1. Job Description/Bid Proposal.

2. Put together a final packet with the proposals, especially if over 50K or paid using federal or grant funds. (Spending process flowchart)

1. Once the person is selected, you write up a contract with that person, which should include the payment details. In the contract note the rate and maximum amount. For example, this was for an hourly rate of $100 not to exceed $30,000 for six designated sites in improvement status. This translates to up to 300 hours of support.

1. Collect the following forms for the selected person:

1. Bid/request for proposal/job application

2. Counter-Signed Contract (signed by both parties)

3. Direct Deposit Form (revised)

4. W-9 form (contractors get W-9, employees get W-4)

5. The name on the contract, invoices, and W9 all need to match.

1. We had a contractor who filled out all the paperwork before invoicing as an individual and then invoiced with a business name. All names need to match.

2. The contractor should upload forms to this form.

3. Instruct the selected contractor to send invoices to the POC of the project to trigger payment.

1. When POC receives invoices from a contractor for a program the POC is overseeing, submit the invoices to one of two places:

1. If Federal Funded: Use this invoice/quote survey.

2. If General Funded: Use the invoices@lysd.org (or the General Fund Survey)

2. When POC submits the survey, include the final procurement packet with all documents in one.

3. The activity manager manages the total award via a tracking document.

1. Consider Google account access and other permission setup procedures if the vendor is an individual.

1. Complete this survey if a contractor needs a Google Account and LYSD Email address.

2. Contact Rey Godoy if a contractor needs a Zoom account.

3. Depending on other needs, other staff members may need to be contacted to ensure the contractor's success in obtaining system access.

• Staff Travel Checklist - Activity Managers Only
• Grant Funded Staff Travel - Activity Managers Only
• Staff Travel Contract
• Per Diem Request
• Reimbursement Request
• Tax Exempt Documentation

• Professional Development and Website FAQ - Activity Managers Only
• Professional Development Survey for Placement on PD Calendar - Activity Managers Only
• LYSD PD Calendar

• PAF & Timesheet Submission Process - Activity Managers Only
• Find Your PAF
• Submit Your PAF and Timesheet Form
• Pay Review Request - Where to go if your extended duty or stipend is not received.

When utilizing federal funding to purchase items over $10,000 it is required via board policy and EDGAR to obtain at least 3 quotes for the list of items from 3 separate vendors and provide an explaining of which vendor will receive the contract.

• Procurement Write Up Example
• Procurement Write UP Template

Supply vs. Supplant

Title IA

Title IC

Title IIIA

Students Experiencing Homelessness

Account Code Descriptions

Slide Decks and Presentations

• ESEA and Federal Grants Management Basics, General Provisions (Equitable Services, Tribal Consultation, etc.), Title V Flexibilities (October 6th) – view the slide deck here and the recording here Passcode: wRAo!Ey5
• Title IV-A Basics, Title I-A Basics, Title II-A Basics (October 13th) - view the slide deck here and the recording here Passcode: iB4#U5xc
• School Improvement, Title III-A Basics, Title I-D Basics, Homeless Children and Youth (October 20th) - view the slide deck here and the recording here Passcode: YpP1tf0#
• Foster Care, Title I-C Basics (October 27th) - view slide deck here and the recording here

Uniform Grants Guidance (UGG)

Allowable Cost Checklist

Monitoring Forms

Federal Programs Director and a representative of business services will work together at the beginning of each semester to ensure the federally funded staff are coded in the accounting system correctly and completely. These hours and codes will be transferred to a spread sheet at the beginning of each semester. The spreadsheet of time and effort will produce the form that supervisors inspect and sign. These bi-annually actions will result in time and effort documents for the school district.

• English Language Learner
• Families in Transition (McKinney-Vento) and Foster Care Handbook
• Migrant Service Delivery Plan
• Title I Handbook
• Preschool

Vendor/Contractor Binder

Create of PAF here

Mileage Process