Navigating the Consolidated Application to Leverage Resources Across Programs

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Navigating the Consolidated Application to
Leverage Resources Across Programs

• Robyn S. Planchard, Georgia Department of
  Education
• Title I Education Program Specialist
• Jennifer Davenport, Georgia Department of
  Education
• Title I, Part A Program Manager
• 2014 GCEL Conference
• February 24-26, 2014

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Purpose

• The purpose of the LEA consolidated application
  overall is to leverage resources across programs
  to ensure that all children have an opportunity
  to meet state academic achievement standards.
• By consolidating the planning and program
  requirements across all programs participating in
  the LEA consolidated application (ConApp)
  process, the need for LEAs to submit multiple
  plans is eliminated.
• This makes the application process more efficient
  for applicants.

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LEA Consolidated Application

• In 1999, Georgia began participating in the
  federal
• consolidated application.
• The signing of No Child Left Behind (NCLB) in
  2001 led to some modifications in the application
  process for FY02.
• NCLB reverted back to the Elementary and
  Secondary Education Act of 1965 (ESEA) in FY10
  which led to additional modifications with the
  inception of the American Recovery and
  Reinvestment Act of 2009 (ARRA).

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LEA Con App

• The current programs that utilize the local
  educational agency (LEA) consolidated application
  Web site, as well as several additional programs
  that have come online in the last few years,
  single-handedly dispense over 1 billion dollars
  to school systems in Georgia.

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Agenda

• In the LEA consolidated application, we will
• Identify the roles within the LEA consolidated
  application
• Review the LEA consolidated application Web site
• Log into the MyGADOE Portal
• Explore the general parts of the consolidated
  application
• Perform Queries
• Run Reports
• Investigate the Transferability of Funds Function
• Examine how to use the Manage Schools Function

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Reviewing Roles within the Consolidated
Application

• Five distinct roles are available within the LEA
  consolidated application.
• LEA Consolidated Application Coordinator,
• Superintendent,
• State Consolidated Application Coordinator,
• State Program Manager,
• State Plan Approver, and
• State Grants Accounting.

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Roles within the Consolidated Application
Role Access
LEA Consolidated Application Coordinator Full edit rights to the application. This role is automatically applied to the Consolidated Application Coordinator identified within the MyGaDOE portal.
Superintendent Read-only access to the application, but has final sign-off for the district.
State Consolidated Application Coordinator Read-only access to the application, compiles all approvals and requests for revision at the state level and recommends approval or request for revision.
State Program Manager Read-only access to the application, but has final sign-off to approve specific program(s) at the State level.
State Plan Approver Read-only access to the application, but has final sign-off to approve the State Plan for a district at the State level.
State Grants Accounting Read-only access to the application, but has final sign-off to approve the budget at the State level.
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Logging into the LEA Consolidated Application
Web site
Within a Web browser, logon to the following
site http//www.gadoe.org
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 Within the LEA Consolidated Application Web
site, enter your username and password to log
into the MyGaDOE portal.   
Logging into the MyGaDOE Portal
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Once you are logged into the MyGaDOE portal,
select Consolidated Application in the left-hand
organization bar.
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Then select Application.
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Then select Title Programs.
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CLIP Enhancements

• With each new fiscal year, the consolidated
  application opens and the prior Comprehensive LEA
  Improvement Plan (CLIP) entries are
  auto-populated into the new FYs CLIP (i.e.,
  FY13 CLIP text will be displayed within FY14s
  CLIP)
• All formats from the prior fiscal year will be
  displayed
• The LEA will remove all highlights from text and
  will delete text containing a strikethrough from
  each CLIP Descriptor.
• The text clean-up process is performed by
  selecting the icon.

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CLIP Process per Descriptor

• Select applicable Descriptor Edit Icon to make
  edits
• Select Clean-Up Icon ( )
• Select Update button
• Select revised Descriptor
• (Same Descriptor from Step 1)

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Clean-Up Icon
Clean-Up Icon
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CLIP Process per Descriptor

• Add new text entries and edit prior FY text
  entries
• Highlight new text entries using the advised
  Highlight color GREEN was the color for last
  (FY13) years Descriptors
• Strike-through text that will not apply for the
  new years Descriptors
• Do not select the Clean-Up Icon because this will
  remove text that was recently formatted with a
  strike-through and will remove highlights from
  text.

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Deadlines in FY13

• June
• June 22, 2012CLIP Plan opened.
• July
• July 2, 2012LEAs could submit their CLIP Plan
• July 31, 2012CLIP Plan was due to GaDOE
• October
• October 1, 2012Deadline for sign-off on original
  Title I, Part A and Title II, Part A budgets
• October 30LEA Monitoring Training in Ashburn
• October 31LEA Monitoring Training in Cumming
• February
• February 11-13GCEL Savannah Riverfront
  Marriott
• June
• 18, 19, 20, and 21, 2013FY13 Federal Programs
  Conference
• Deadlines for FY14 will be Available at the June
  Federal Programs Conference

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Yearly Changes

• Title I, Part A has required some minor changes
  to Descriptors 1, 6, 16, 17, 22, and 31.
• Title V, Part A has been removed from the
  language of Descriptors 1, 6, 22, and 31
• Title I, Part C , Title II, Part A, and Title III
  and Special Education have also required changes.
• Homeless also has specific requirements.

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Title I, Part A

• Descriptor 16 has been revised to reflect the
  language of Georgias approved ESEA Flexibility
  waiver
• Original Descriptor 16 (Title I, Part A) under
  ESEA A description of the actions the LEA will
  take to assist its schools identified as needs
  improvement schools.
• Revised Descriptor 16 (Title I, Part A) under
  Georgias approved ESEA Flexibility waiver A
  description of the actions the LEA will take to
  assist its schools identified as Priority
  Schools, Focus Schools, and (where applicable)
  Title I, Part A Alert Schools.

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Title I, Part A

• Descriptor 17 has been revised to reflect the
  language of Georgias approved ESEA Flexibility
  waiver
• Original Descriptor 17 (Title I, Part A) under
  ESEA A description of the actions the LEA will
  take to implement public school choice and
  supplemental educational services for schools
  identified as needs improvement.
• Revised Descriptor 17 (Title I, Part A) under
  Georgias approved ESEA Flexibility waiver A
  description of the actions the LEA will take to
  implement Flexible Learning Program (FLP) for
  schools identified as Priority Schools, Focus
  Schools, and (where applicable) Title I, Part A
  Alert Schools.

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LEA Implementation Plans

• Performance Goals from the previous years
  application will be displayed.
• Uploaded files to the Attachment Tab are allowed
  and do not have to be added within the online
  application.

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Implementation Plans

1. Click the Implementation Plans tab.

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Implementation Plans

• Select the goal from the drop-down menu to update
  individual goals.
• Select the checkbox for Are Implementation Plan
  Descriptions Revised? and the Update button to
  save changes.

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Prayer Certification

• In order to receive funds under the ESEA, a local
  educational agency (LEA) must certify in writing
  to the Georgia Department of Education (GaDOE)
  that no policy of the LEA prevents, or otherwise
  denies participation in constitutionally
  protected prayer in public elementary and
  secondary schools as set forth in this guidance.
• An LEA must provide this certification to the
  GaDOE by October 1 of each subsequent year during
  which the LEA participates in an ESEA program.
• LEAs must provide certification on
  Constitutionally Protected Prayer through the LEA
  consolidated application.

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Prayer Certification Tab

• Click the Prayer Certification tab.
• The Superintendent is the only user that can
  select both checkboxes. Once this has been
  accomplished (by the Superintendent), select
  Save.

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Flexible Learning Program (FLP) Plan
The Flexible Learning Program (FLP) Plan tab is
located in the consolidated application on the
Planning tab.
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FLP 1 Set Aside Tab List all Priority, Focus,
and Title I Alert schools being served.
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FLP 2 Budget Projection Tab List all
Priority, Focus, and Title I Alert Schools being
served with their projected budgets.
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FLP 3 Priority Schools List only priority
schools and required professional learning on
this page. Describe Professional Learning in the
text box.
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FLP 4 FLP Components Complete plan for each
Priority, Focus, and Title I Alert School being
served.
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Performing Queries

• Three queries are available within the
  consolidated application
• Consolidated Application Status Queries,
• Title I-A School Allocation Queries, and
• Budget Comparison Queries.

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Application Status Query

• Click Reports gt Queries on the far left-hand of
  the screen.
• Select the Application Status Queries.
• Select the appropriate options from the drop-down
  menus and select the Query button.

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Title I-A School Allocation Query

• Click Queries on the far right-hand of the
  screen.
• Select Title I-A School Allocation Queries.
• Select the appropriate options from the drop-down
  menus and select the Run Query button.

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Budget Comparison Query

• Click Queries on the far right-hand of the
  screen.
• Select Budget Comparison Queries.
• Select the appropriate options from the drop-down
  menus and select the Compare button.

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Running Reports

• Five reports are available within the LEA
  consolidated application
• Application Summary,
• Program Summary,
• Budget Summary,
• Budget Transferability, and
• Unbudgeted Funds.

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Application Summary Report

• Click Reports on the far left-hand of the screen.
• A list of the reports appears inside the Reports
  screen.

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Application Summary Report cont.

• Select Application Summary.
• Click the Run Report link.

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Program Summary Report

• Select Program Summary from the list on the
  Reports screen.
• Select the appropriate options from the drop-down
  menus and click the Run Report link.

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Budget Summary Report

• Select Budget Summary from the list on the
  Reports screen.
• Select the appropriate options from the drop-down
  menus and select the Run Report button.

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Budget Transferability Report

• Select Budget Transferability from the list on
  the Reports screen.
• Select the appropriate options from the drop-down
  menus and select the Run Report button.

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Unbudgeted Funds Report

• Select Unbudgeted Funds from the list on the
  Reports screen.
• Select the appropriate options from the drop-down
  menus and select the Run Report button.

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Technical Questions

• If you experience problems within the
  application, please contact Robyn Planchard at
  rplanchard_at_doe.k12.ga.us or 404-463-3467.
• For problems within the application, you may also
  contact the helpdesk at dticket_at_doe.k12.ga.us.

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Program-Specific Questions

• Program-Specific names, phone numbers, and e-mail
  addresses can also be found at the following
  link http//www.gadoe.org/School-Improvement/Fede
  ral-Programs/Pages/LEA-Consolidated-Application.as
  px by selecting Guidance Contact List.

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Transferability of Funds

• The funds you transfer into Title I become Title
  I funds subject to all rules and regulations for
  Title I.
• Districts should think about how the transfer of
  funds will impact any of their required
  set-asides. The transferred funds may impact the
  required set-asides including those for parental
  involvement and private schools. 
• The Title II, Part A consultant/specialist who
  works with the district must be notified in
  writing (email) about the districts intent to
  transfer Title II, Part A funds to Title I prior
  to submitting the Title II, Part A budget for
  approval. 

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Transferability of Funds

1. The district must notify in writing (email)
   GaDOEs Grants Accounting Department about the
   districts intent to transfer Title II, Part A
   funds to Title I, Part A prior to the transfer. 
   The emails should be directed to Regina Hailey
   (RHailey_at_doe.k12.ga.us) and Darlene Leslie
   (DLeslie_at_doe.k12.ga.us) in Grants Accounting.
2. The district superintendent must write a letter
   to Margo DeLaune, Title Programs Director at
   GaDOE, stating the districts intent to transfer
   Title II, Part A funds into Title I, Part A, sign
   the letter, scan the letter to a pdf file, and
3. Attach the letter to the Attachment Tab in the
   consolidated application prior to signing off on
   the Title I, Part A budget. (The letter is not
   mailedjust attached.)

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Transferability of Funds

• In the Title II, Part A Budget
• From Program Title II, Part A
• To Program Title I, Part A
• Function 5000
• Object 930
• Amount

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Manage Public Schools Function
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Manage Public Schools

1. Go to consolidated application and then go to
   Manage Public Schools
2. Select Your System and then choose Program
   Category is Title Programs
3. Click Load and now you can Add/Remove Schools by
   selecting from the Add/Remove Drop Down box,
   choosing the school and giving a reason
4. You cannot add a school that is not in the GaDOE
   facility database

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Manage Public Schools

• Once you remove a school, it removes the school
  from the list populated in the consolidated
  application budget pages and the embedded School
  Allocations and Eligible Attendance Area Tabs.
• Title I Directors can do this before doing their
  budget.
• Very helpful if a school in the district has
  closed if there are two facility codes for a
  school, or if school has a new number.

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Manage Public Schools
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Title I-A does not send any budgeted item to a
subgrant.
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Only 21st Century uses the Subgrant option.
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Questions

• Consolidated Application
• Queries
• Reports
• Transferability
• Manage Schools

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Title I Education Program Specialist Contact
Information
Area Name Phone Email
1 Robyn Planchard [phone] rplanchard_at_doe.k12.ga.us
2 Randy Phillips [phone] rphillips_at_doe.k12.ga.us
3 Anthony Threat [phone] athreat_at_doe.k12.ga.us
4 Evelyn Maddox [phone] emaddox_at_doe.k12.ga.us
5 Judy Alger [phone] julager_at_doe.k12.ga.us
6 Grace McElveen [phone] gmcelveen_at_doe.k12.ga.us
7 Jimmy Everson [phone] jeverson_at_doe.k12.ga.us
8 Marijo Pitts-Sheffield [phone] mpitts_at_doe.k12.ga.us
9 Kathy Pruett [phone] kpruett_at_doe.k12.ga.us
10 Elaine Dawsey [phone] edawsey_at_doe.k12.ga.us
11 Olufunke Osunkoya [phone] oosunkoya_at_doe.k12.ga.us
12 Bobby Trawick [phone] btrawick_at_doe.k12.ga.us
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• Contact Information

• Robyn S. Planchard
• Georgia Department of Education
• Title I Education Program Specialist
• Service Area 1
• Consolidated Application
• Academic Achievement Awards
• National Title I Distinguished Schools
• Committee of Practitioners
• rplanchard_at_doe.k12.ga.us
• [phone]