New Categorical Administrator Training

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New Categorical Administrator Training

• August 7, 2009
• September 18, 2009

FRESNO UNIFIED SCHOOL DISTRICT
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Categorical Administrator Workshop Agenda

• Materials
• Powerpoint
• Categorical Administrator Binder
• Workshop fliers
• Evaluation and Comment Sheet
• Other Handouts
• Agenda
• Introduction
• SPSA
• Ins and Outs of SSC
• Budget Savvy
• Ten Tips for Program Managers
• Compliance
• Personnel, Time Logs and Job Descriptions
• AMS Challenge
• Resource Binder

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Single Plan for Student Achievement (SPSA)

• The SPSA for your site has been Board approved.
• A copy of the plan has been prepared for each
  site and will be distributed as soon as they are
  ready. (Additional copies were made as per
  individual school request. These copies were
  charged to site designated budget).
• Be sure to keep this copy in a safe place, as it
  has original signatures.
• You may make copies of the plan, or parts of the
  plan as the need arises.
• It is a good idea to give all members of your SSC
  a copy of the plan.

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Cycle of Continuous Improvement

• Review/analysis of student achievement and other
  data indicated on the Data Dashboard will be
  ongoing throughout the school year
• Each site will be reviewing results of CST and
  setting achievement targets this Fall
• Work with your REA analyst

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Working with the School Site Council

• The School Site Council (SSC) is responsible for
  the development, implementation, and monitoring
  of the Single Plan for Student Achievement
• All FUSD schools must have a SSC
• It is the responsibility of the principal to have
  a fully functioning SSC and to attend all
  meetings

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Roles of the SSC

• Recommend the SPSA to the School Board for
  approval
• Review Dress Code annually
• Review the School Safety Plan
• Review annually and amend (if necessary) the SSC
  Bylaws
• Consult and seek input from ELAC and other parent
  groups
• Review student achievement data

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SSC Membership and Elections

• Membership in SSC is made up of the principal and
  representatives from key groups
• Teachers
• Parents
• Students (Secondary)
• Other Staff (classified staff and non-classroom
  teachers)
• Representatives must be elected by their peers,
  following procedures described in SSC Bylaws
• Election ballots must be counted in public

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SSC Parity

• Ca. Ed Code requires that SSC membership be
  equally comprised of school staff and
  parents-community/students
• Community members can serve on the SSC provided
  they live/work in the school attendance area and
  do not work at the school
• Other staff includes classified and
  non-classroom teachers (literacy coaches,
  librarians, etc.)

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SSC Parity Elementary Level
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SSC Parity Secondary
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Training the SSC

• All new members of the SSC must be trained on
  their roles and responsibilities
• OSFP has a useful video that you can check out
  that gives an excellent overview
• Fact Sheets (available in Spanish and Hmong) are
  also available on the OSFP website
• Categorical Managers Handbook contains handouts
  on conducting a productive meeting, etc.

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Open Meetings

• SSC meetings are public meetings
• Agenda must be posted 72 hours in advance of
  meeting
• Meeting must be
• held in public
• Agenda must state
• time, date, location
• and meeting topics
• SSC can only vote on items on the agenda

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Provisions for Emergencies

• Emergency meetings follow the same rules as
  regular meetings
• OK to vote if an item not listed on the agenda if
  the council votes unanimously to do so and the
  item has
• 1. Need of immediate attention
• 2. Issue arose after the agenda was
• posted

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Agendas, Minutes, Sign-In Sheets

• If it is not written it does not exist
• Minutes, agendas, sign-in sheets, handouts,
  documents from SSC meetings and the SPSA are
  public record
• Must be kept in a central location
• SSC approves as accurate and true
• Caution No quorum-no vote hold approval until
  next meeting
• Send copies of Agenda, Sign-in sheets and Minutes
  to OSFP

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SSC and Parent Input

• SSC must include Title I parents in the
  development of the SPSA and the plan for parent
  involvement
• SSC must consult with parents of English Learners
  and the English Learner Advisory Committee (ELAC)
• Parents in a School-wide Title I Program must be
  informed of their right to provide written
  objection to the SPSA

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Budget Savvy Whats In Your Schools Wallet?
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Fiscal Role of the Principal

• The School Principal is Responsiblefor assuring
  that
• every dollar received by your school is spent
• every dollar contributes to improving student
  achievement
• all expenditures follow funding guidelines
• proper purchasing procedures and accounting
  standards are followed
• The Money is merely a means to the end
• Student Achievement is the GOAL

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School Site Funding

• Schools Receive Funding From Various Sources
• Unrestricted General Fund provides basic staff,
  materials and equipment based on District
  formulas
• Restricted Categorical Funds provide supplemental
  funds based on identified student need. These
  come from either the Federal Gov. or State
• Grants provide funding specific to the Grant
  award. These vary from site to site.

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Categorical Funding Differentiated but Equitable

• Equitable- Categorical funds are allocated based
  on the numbers of the students the budget is
  targeted to serve
• Differentiated-Funding for Special Education and
  other specialized programs is based on student
  need

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Unrestricted General Fund

• Classroom teachers
• Administrators
• Classified staff
• Textbooks
• Supplies
• Maintenance
• Facilities
• Transportation

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Categorical Budgets-General Characteristics

• Supplemental must not supplant the baseline
  budget
• Academic Focus - serve the needs of targeted
  students (EL, Title I, etc.)
• Restricted - Each categorical fund has specific
  criteria for spending and accountability

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Federal- No Child Left BehindTitle I

• Title I is the largest Federal educational
  program
• Established in 1965 as a part of War on
  Poverty- it was designed to assist disadvantaged
  children
• Goal is to ensure that all children have an
  opportunity for academic success
• Focus Student most at risk of academic failure
• District focus on Language Arts and Math

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Title I Funding

• Districts determine funding for schools based on
  the poverty level of the students
• FUSD uses participation in the free and reduced
  lunch program as the measure of poverty
• Funding levels for FUSD for 2009-10
• 150 per student 75-100 poverty
• 114 per student 65-74 poverty
• 86 per student 55-64 poverty
• 57 per student 35-54 poverty
• Program Improvement schools receive part of Title
  I allocation as Targeted Improvement Actions

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Deciding How To Spend Title I Funds

• All Title I spending is based on the SPSA that
  has been recommended by the SSC and approved by
  the School Board
• Budget development should be transparent and
  based on data and needs assessments
• SSC must approve all budget changes throughout
  the school year

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Title I Funding Must Supplement, Not Supplant

• Title I budget cannot pay for the basic services
  that the District must provide
• Classroom Teachers
• Transportation
• Basic Supplies, textbooks, materials
• Title I CAN pay for supplemental staff and/or
  books, materials, etc. to help improve student
  achievement in Language Arts and Math
• Excluded activities include
• Fieldtrips
• Competitions (Math-O-Rama)
• Incentives

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• Other Categorical Budgets

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Economic Impact Aid (EIA)

• State Funded
• EIA-Limited English Proficient (LEP)
• School allocations based on numbers of
• English Learners
• Funds Bilingual Instructional Assistants
• Provides supplemental materials,
  instruction
• parent involvement and Professional
• Development
• Plan for spending is included in the SPSA

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Economic Impact Aid (EIA) cont.

• Economic Impact Aid-State Compensatory Education
  (SCE)
• Serves educationally disadvantaged students
• Funds smaller class sizes, reading instruction,
  preschool, afterschool, and academic
  interventions.
• Similar to Title I - but can be used to
  supplement all academic areas
• Plan for spending is included in the SPSA

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English Language Acquisition Program (ELAP)

• State funded supplemental support for English
  Learners in grades 4-8.
• Supplemental materials and instruction
• EL Summer School and Interventions
• Tutoring, and other extended day options
• Cannot be used to fund staff, other than on a
  supplemental basis
• This budget is currently on hold, due to State
  budget situation. No funds have
• been allocated to sites..

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Afterschool Grants

• Prop 49-After School Education and Safety (ASES)/
  
• 21st Century Community Learning Center Grants
• Some district sites are funded through Fresno
• County others through Fresno Unified
• Fresno Unified Glen Starkweather coordinates
  the program OSFP approves expenditures
• Sites input orders OSFP approves
• Compliant expenditures
• Expenditures must support the after school
  program directly
• Field Trips on school days only
• Food connected to learning experience

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Visual and Performing Arts (VAPA)

• State funds for Arts and Music
• Kate Wippern- (Arts)
• Lillian Harautuneian (PE)
• Site inputs requisitions
• Compliant expenditures
• Supporting, improving instruction
• Planning-collaboration time (subs and stipends)
• Standards-based supplies/equipment
• Professional development
• Non-compliant admission fees, costumes, buses,
  field trips

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Gifted and Talented Education- (GATE ) Funding

• Allocated to limited number of schools based on
  the of GATE students and program offered
• Office of State and Federal Programs coordinates
  the program
• Contact person is Pat Roehl or Neil Baird
• The GATE plan has been included in the SPSA
• Site inputs requisitions
• OSFP does approvals
• Fund number has changed from 060 to 030

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School and Library Improvement Block Grant (SLIBG)

• Supplemental State Funds for K-8
• Activities tied to the SPSA
• Allocated to sites based on the of students
• Very flexible funding
• Reserve spending this budget until all other
  options have been exhausted
• Fund number has changed from 060 to 030

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Title I Compliance Issues

• Compliance is Everyones Responsibility!

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Consequences of Noncompliance

• District required to pay back out of General
  funds
• Additional oversight/monitoring by the government
• Potential loss of future funding
• Professional integrity compromised

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Examples of Compliant Title I Staffing

• Additional teachers to support core academic
  program
• Trained paraprofessionals to assist with
  instruction (Including BIAs)
• Additional counselors, with supplemental duties
• Additional hours for health aides/nurses
• Program Manager to coordinate services on site
• Additional teacher time to provide extended day
  tutorials
• Additional librarian time to extend library hours
  for students
• Professional Learning personnel
• Substitutes for Professional Learning activities
• Certificated Tutor

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Examples of Compliant Title I Professional
Learning

• High quality PL, that is focused, research based
  and extended
• Consultants providing extended PL
• Coaching in reading and math
• AVID Training

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Examples of Compliant Title I Professional
Learning (cont.)

• Structured time for staff to
• Conduct comprehensive needs assessment
• Plan implementation of standards-based
• instruction
• Analyze classrooms assessments
• Grade level articulation
• Coordinate Title I services with baseline
• program

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Characteristics of Compliant Title I Extended
Learning Opportunities

• Focus on intensive Language Arts and Math
• Not a Homework Center or drop-in tutoring
• Provides specific diagnostic support
• Not mandated by Retention/Promotion or
  disciplinary action
• Extends the learning time (after school,
  Saturday, Summer, etc.)

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Examples of Compliant Title I Parent Involvement
Activities

• Communication with parents involving academic
  learning and other school activities
• Workshops
• Family literacy
• Parenting
• Understanding Standards
• Home School Liaison Training
• Consultants to provide extended training to
  parents on how to be effectively involved in
  schooling of their children (PIQE, etc.)

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Examples of Compliant Title I Supplies and
Equipment

• These expenditures should directly support
  student achievement, be supplemental and in
  alignment with District initiatives
• Supplies for extended learning activities
• Computers and software to support ELA
• and Math
• Supplemental materials, aligned to
• standards
• Parent involvement supplies
• Mileage for Title I staff, for Title I business

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Examples of Non-Compliant Expenditures
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Categorically Funded Personnel

• All personnel funded from categorical budgets,
  must be supplemental to the baseline staffing
• All categorically funded personnel must be
  working within the job descriptions that are
  provided to them by the site administration
• All categorically funded personnel must keep
  careful time accounting records

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Time Accounting Logs and Job Descriptions

• Time Accounting Logs are a critical
  accountability document used to assure that
  categorically funded staff are performing
  supplemental duties that are within the
  guidelines of the funding source.
• Job Descriptions and Duty letters outline the
  specific duties of categorically funded staff and
  identify funding source.

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Time Accounting Logs-Basic Rules

• Single categorical funding source requires
  certification only twice a year
• Multi-funded categorical funding sources require
  monthly completion of the Time Accounting Log
• Time spent on activities must be proportionate to
  the funding source and its intent
• Activities funded from Title I and SCE need to
  focus on providing Direct Services to students

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Compliance will help schools reach the Target

• All students will excel in reading, writing and
  math
• All students will engage in arts, activities and
  athletics
• All students will demonstrate the character and
  competencies for workplace success
• All students will stay in school on target to
  graduate

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Suspension of Hiring and Purchasing for 2009/10

• Due to the ongoing State budget situation there
  is a process in place to carefully review all
  hiring and most expenditures
• Hiring All regular positions, non-illness
  related Sub requests and All overtime and
  supplemental services. Budget managers will be
  held accountable for any expenses incurred that
  DID NOT have committee OK
• Purchasing Purchases less than 250 do not need
  to go to committee. Follow the following steps
  for those over 250
• 1. Complete Purchasing Exception Form
• 2. Submit to your Executive Cabinet
  member
• 3. Committee meets every Wednesday and
  Friday
• 4. Requesting budget manager will be
  notified of outcome
• 5. Requisitions will be approved as
  usual and Purchasing will
• complete process once committee
  approves

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Top Ten Tips

• Top Ten Budget Tips for the First Time
  Categorical Administrator.(developed by Melissa
  Dutra)
• Spend your money
• Be aware of hidden costs
• Text will make or break the approval process
• Be a part of the SPSA writing team
• Event Numbers and Personnel Requisitions
• Get a system
• Categorical Time Logs
• Cheat Sheets
• AMS
• Call!

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Budget Support Tools
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Hands-on Budget Workshop

• OSFP is offering a Categorical Tips and Training
  Workshop for Categorical Administrators
• Topics Include
• AMS Tips for using AMS more efficiently
• Determining if a record is in someones worklist
• Finding vendor/customer numbers
• Finding a PO Number from the RQS Number
• Finding an RQS Number from the PO Number
• Adding items to Favorites
• Dragging and Dropping, or Copying and Pasting
  from AMS to Excel
• Viewing record approvals
• Determining bottom line using Appropriation
  Inquiry
• BUDGET TRACKING Learn about the Expenditure
  Tracking and Open Purchase Order Tracking Tools
  on OSFP Website
• ESTIMATING SALARY AND BENEFIT COSTS FOR A
  POSITION
• Friday, September 11 or Friday, October 2, 130
  400 p.m.
• Center for Professional Development, Room 207

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Your Office of State and Federal Programs Team
For all your budget concerns call Office of State
and Federal Programs at 457-3934
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Help is only a phone call away!

• Office of State and Programs is here to help
• Barbara Bengel, Assistant Superintendent 457-3661
• Darlene Laval, Project Coordinator 457-3814
• Pat Roehl, Project Coordinator
  457-3662
• Pete Summers , Project Coordinator 457-3660
• Debra Ryland, Fiscal Analyst 457-3664

OSFP