Mark Your Calendars
September 1st
Title II Impact on Student Learning Statement Due*
Title IV Impact on Student Learning Statement Due*
September 14th
Title I Schools - Principal's Attestation Letter Due*
September 15th
Amendments Due for All Open and Approved Federal Grants
*Note that this is the LAST opportunity to amend for expiring grants, which includes all FY22 grants and ESSER II. Click here to access the budget amendment form and a short tutorial on how to create amendments. The next amendment opportunity will be February 15, 2023 for FY23 grants and ESSER III.
September 16th
Equipment and Inventory Control Logs Due for Title III, Title IV, and IDEA
Click here to access the Epicenter submission requirements for each grant throughout the year.
Beginning of the Year KICK-OFF Training for Programs/ Finance
On Wednesday, August 31, 2022, the District’s Finance Team & Support and Implementation Team held a Beginning of the Year Training to kick off the 2022-2023 school year. This training focused on facilitating a common understanding of new material and offered differentiated support in multiple areas to build capacity for school implementation across state and federal funding.
Kick-Off Presentations
Click the links below to access presentations from each session.
Perfecting the Reimbursement Process
Procurement Accounts Payable and Cash Receipts
Click here to access additional Federal Grant Financial Resources.
KICK-off Mileage Reimbursement
Also, the district will reimburse mileage (roundtrip from your school to the district office) for 1 vehicle per school. The mileage reimbursement request must be submitted by Wednesday, September 14th. Click here to access the mileage reimbursement form.
If you have questions, please contact Nick Michael at nmichael@sccharter.org, Susan Howard at showard@sccharter.org, or Tracie Sweet at tsweet@sccharter.org.
Title I, Part A - Improving Academic Achievement
Review Title I tasks due in Epicenter and note due dates. Click here to access all tasks and their due dates, instructions, and samples. Please be mindful of the following tasks that must be completed at the beginning of the school year:
Due 20th of Every Month - Title I Reimbursement Requests: Schools must submit reimbursement requests in Epicenter every month for purchases made with Title I funds from the previous month. Be sure to purchase all supplies and materials in the grant by December for use with current students. Click here to access additional information for submitting those claims.
- Collect Time and Effort Documentation: Some employees paid with federal funds will require a Personnel Activity Report (PAR) and some will require a Semi-Annual Certification. PARs must be completed and signed by the employee and supervisor monthly. Semi-Annual Certifications must be submitted twice per year (January and July). First semester Semi-Annual Certifications must be signed within the first two weeks of January and submitted with payroll reimbursement submissions in January. Click here to access Time and Effort samples and tutorials.
Due September 15th - Amendments: This is the last deadline to submit amendments for any expiring grants, including FY22 and ESSER II grants. Click here to access amendment forms and a tutorial on how to submit amendments.
Due November 16th - Annual Title I Parent Meeting: Title I schools must hold an Annual Title I Parent Meeting in the fall of each year and give all parents an opportunity to participate in the meeting. Most schools hold this meeting in conjunction with other parent and family engagement events, such as Open House, Back to School Night, etc.
Agenda items must include the following: school’s participation in Title I, requirements of Title I, parents’ right to be involved in their child’s education, school performance profiles, description of curriculum/assessments, how parents will receive their child’s individual assessment results and an interpretation of such results.
Documentation required from Annual Title I Meeting: meeting notice, sign-in sheets, agenda, PowerPoints or other handouts, parent feedback, and meeting minutes.
Suggestion: Schools can also use this opportunity to invite parents to serve on the school’s Federal Programs Planning Committee in the spring. The planning meetings in the spring will consist of a smaller group of stakeholders to form a committee, but now is a good time to gather information from parents who may be interested in serving on this committee.
Due November 16th - Required Documents Provided to Parents: Schools must provide parents with a copy of the following documents at the beginning of each year:
Home-School Compact
Notice to Parents Regarding Teacher Certification Status (This notice is only provided to parents of children being taught four or more consecutive weeks by a teacher who is not properly certified. This applies to all teachers teaching core academic subjects.) Click here to access a sample letter.
Click here to access additional samples and checklists for the required parent documents.
Title II, Part A - Supporting Effective Instruction
Things you need to do at the beginning of each school year for Title II:
Due 20th of Every Month (beginning August 20th) - Title II Reimbursement Requests: Schools must submit reimbursement requests in Epicenter every month for purchases made with Title II funds from the previous month. Be sure to purchase all supplies and materials in the grant by December for use with current students. Click here to access additional information for submitting those claims.
Collect Time and Effort Documentation: Some employees paid with federal funds will require a Personnel Activity Report (PAR) and some will require a Semi-Annual Certification. PARs must be completed and signed by the employee and supervisor monthly. Semi-Annual Certifications must be submitted twice per year (January and July). First semester Semi-Annual Certifications must be signed within the first two weeks of January and submitted with payroll reimbursement submissions in January. Click here to access Time and Effort samples and tutorials.
Coding Staff Members: Ensure that all staff members are coded correctly in PCS.
September 1st - Evaluation of Title II Activities from Previous Year: Schools are required to evaluate the impact that Title II activities have on students and/or teacher and administrator quality. This form will help schools determine next steps for each activity. This is also a great tool to help schools prepare for the amendment deadline. Click here to access Title II Evaluation template.
Due September 15th - Amendments: This is the last deadline to submit amendments for any expiring grants, including FY22 and ESSER II grants. Click here to access amendment forms and a tutorial on how to submit amendments.
November 16th - Parents’ Right to Know: Provide parents with a copy of the school’s Parents’ Right to Know at the beginning of the year. The school will submit a copy in Epicenter, along with a brief statement describing how the document was disseminated to parents (examples include beginning of year packets, parent handbook, student agenda, website, newsletter, etc.).
Title III - Multilingual Learner Program
Things you need to do at the beginning of each school year for Title III:
Due 20th of Every Month (beginning August 20th) - Title III Reimbursement Requests: Schools must submit reimbursement requests in Epicenter every month for purchases made with Title II funds from the previous month. Be sure to purchase all supplies and materials in the grant by December for use with current students. Click here to access additional information for submitting those claims.
Collect Time and Effort Documentation: Some employees paid with federal funds will require a Personnel Activity Report (PAR) and some will require a Semi-Annual Certification. PARs must be completed and signed by the employee and supervisor monthly. Semi-Annual Certifications must be submitted twice per year (January and July). First semester Semi-Annual Certifications must be signed within the first two weeks of January and submitted with payroll reimbursement submissions in January. Click here to access Time and Effort samples and tutorials.
Due September 15th - Amendments: This is the last deadline to submit amendments for any expiring grants, including FY22 and ESSER II grants. Click here to access amendment forms and a tutorial on how to submit amendments.
Due September 16th - Equipment and Inventory Control Logs: Please submit in Epicenter an updated Equipment and Inventory Control Log that includes all equipment and inventory (more than $100, non-consumable, shelf-life of more than 1 year) purchased with this grant. Please include the following:
- Reconciliation form showing the Title I FAIN number, location of Title I purchased equipment, item description, model number, Inventory control number, serial number, acquisition date, cost, condition, and date of reconciliation,
- Date of reconciliation and signature of person conducting the reconciliation (must be within the last year),
- Disposal forms for broken, damaged, irreparable, or stolen items, and
- Check-out forms for mobile equipment.
Click here to access inventory resources.
FY23 Title III allocations will be communicated to schools in the next few weeks. At this point, there is no deadlines from the SCDE on FY23 district submissions. When this information is available it will be communicated directly to schools via School Leaders and Multilingual Program Coordinators. If you have any questions, please contact Susan Howard at showard@sccharter.org.
For programming tasks due in Epicenter, refer to your Multilingual Learner Program Coordinator at the school.
Title IV, Part A - Student Support and Academic Enrichment (SSAE) Program
It’s the beginning of the school year, and we are receiving Title IV funds, now what?
Review Title IV tasks due in Epicenter and note due dates. Click here to access all tasks and their due dates, instructions, and samples. Please be mindful of the following tasks that must be completed at the beginning of the school year:
Due 20th of Every Month - Title IV Reimbursement Requests: Schools must submit reimbursement requests in Epicenter every month for purchases made with Title IV funds from the previous month. Be sure to purchase all supplies and materials in the grant by December for use with current students. Click here to access additional information for submitting those claims.
- Collect Time and Effort Documentation: Some employees paid with federal funds will require a Personnel Activity Report (PAR) and some will require a Semi-Annual Certification. PARs must be completed and signed by the employee and supervisor monthly. Semi-Annual Certifications must be submitted twice per year (January and July). First semester Semi-Annual Certifications must be signed within the first two weeks of January and submitted with payroll reimbursement submissions in January. Click here to access Time and Effort samples and tutorials.
September 1st - Evaluation of Title IV Activities from Previous Year: Schools are required to evaluate the impact that Title IV activities have on students. This form will help schools determine next steps for each activity. This is also a great tool to help schools prepare for the amendment deadline. Click here to access Title IV Evaluation template.
Due September 15th - Amendments: This is the last deadline to submit amendments for any expiring grants, including FY22 and ESSER II grants. Click here to access amendment forms and a tutorial on how to submit amendments.
Due September 16th: Equipment and Inventory Control Logs: All inventory purchased with federal funds that is non-consumable, costs over $100, and has a shelf life of more than a year must be tagged, placed on the school’s Equipment and Inventory Control Log, and reconciled at least once yearly. The school must upload a copy of the most recent reconciled Equipment and Inventory Control Log, along with check-out forms and any disposal forms for broken, damaged, irreparable, or stolen items, by August 15th of each year. Click here to access resources for federal inventory.
ESSER II and III Grants
- Due 20th of Every Month - ESSER II and III Reimbursement Requests: Schools must submit reimbursement requests in Epicenter every month for purchases made with ESSER II and III funds from the previous month. Be sure to purchase all supplies and materials in the grant by December for use with current students. Click here to access additional information for submitting those claims.
Collect Time and Effort Documentation: Some employees paid with federal funds will require a Personnel Activity Report (PAR) and some will require a Semi-Annual Certification. PARs must be completed and signed by the employee and supervisor monthly. Semi-Annual Certifications must be submitted twice per year (January and July). First semester Semi-Annual Certifications must be signed within the first two weeks of January and submitted with payroll reimbursement submissions in January. Click here to access Time and Effort samples and tutorials.
Due September 15th - Amendments: This is the last deadline to submit amendments for any expiring grants, including FY22 and ESSER II grants. Click here to access amendment forms and a tutorial on how to submit amendments.
IDEA - Special Education
Things you need to do at the beginning of each school year for IDEA:
Due 20th of Every Month (beginning August 20th) - IDEA Reimbursement Requests: Schools must submit reimbursement requests in Epicenter every month for purchases made with Title II funds from the previous month. Be sure to purchase all supplies and materials in the grant by December for use with current students. Click here to access additional information for submitting those claims.
Collect Time and Effort Documentation: Some employees paid with federal funds will require a Personnel Activity Report (PAR) and some will require a Semi-Annual Certification. PARs must be completed and signed by the employee and supervisor monthly. Semi-Annual Certifications must be submitted twice per year (January and July). First semester Semi-Annual Certifications must be signed within the first two weeks of January and submitted with payroll reimbursement submissions in January. Click here to access Time and Effort samples and tutorials.
Due September 15th - Amendments: This is the last deadline to submit amendments for any expiring grants, including FY22 and ESSER II grants. Click here to access amendment forms and a tutorial on how to submit amendments.
Due September 16th - Equipment and Inventory Control Logs: Please submit in Epicenter an updated Equipment and Inventory Control Log that includes all equipment and inventory (more than $100, non-consumable, shelf-life of more than 1 year) purchased with this grant. Please include the following:
- Reconciliation form showing the Title I FAIN number, location of Title I purchased equipment, item description, model number, Inventory control number, serial number, acquisition date, cost, condition, and date of reconciliation,
- Date of reconciliation and signature of person conducting the reconciliation (must be within the last year),
- Disposal forms for broken, damaged, irreparable, or stolen items, and
- Check-out forms for mobile equipment.
Click here to access inventory resources.
FY23 IDEA allocations will be communicated to schools in the next few weeks with deadlines for budget submissions in Epicenter. If you have questions, please contact Susan Howard at showard@sccharter.org.
For programming tasks due in Epicenter, refer to your Special Education/IDEA Coordinator at the school.
Need Epicenter Access?
Please use this form to request access to Epicenter. Emily Paul will respond to requests for assistance in the order they are received. Time is set aside on Monday and Thursday to work through the requests.
*Please note, only a school leader or board member can ask for another staff to have access to the 'staff secure data' role.
Tracie Sweet
Becky Huggings
Tatiana Velez
