Illinois State Board of Education – May 20111 eGMS Spring 2011 Workshop (for the 2012 NCLB...

Illinois State Board of Education – www.isbe.netIllinois State Board of Education – www.isbe.netMay 2011 1

eGMS Spring 2011 Workshop

(for the 2012 NCLB Grants)

Illinois State Board of Education – www.isbe.netIllinois State Board of Education – www.isbe.netMay 2011

NCLB Title I Purposes

The purpose of the Title I program is to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging State academic achievement standards and state academic assessments.

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NCLB Title II, A Purposes

• The purpose Title II, A is to increase academic achievement by improving teacher and principal quality by increasing the number of highly qualified teachers and principals and increasing the effectiveness of teachers and principals by holding LEAs and schools accountable for improvements in student academic achievement.

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NCLB Consolidated Application Purpose

A local educational agency receiving funds under more than one covered program may submit plans or applications to the State educational agency under those programs on a consolidated basis.

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Overview of Presentation

Consolidated Application Purpose

• Roles

• NCLB Consolidated Application

– NCLB pages

– Title I pages

– Title II, A pages

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– Budget pages

– Final steps


LEA’s role:

1) Know and understand the law, for example:• Parent Involvement requirements• Equitable Services for private school students• Supplement v. supplant

2) Submit the Consolidated Application to ISBE by November 4, 2011 with all required information. Failure to submit by the due date or submit all information may delay approval of the application.

3) Grant start date is submission date or July 1, whichever is later, assuming the application is “substantially approvable”

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ISBE’s Division of Innovation & Improvement role:

1) Know and understand the law

2) Conduct an initial review of application within 30 days of submission

3) Use the “review checklist” to inform districts on completed items or issues that need attention

4) Contact LEAs by phone on matters of concern and follow-up via email for documentation

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Illinois State Board of Education – www.isbe.netIllinois State Board of Education – www.isbe.netMay 2011June 2010 8

Principal Consultants• Jane Blanton, Regions - 03, 13, 41, 45, 50

• Gail Buoy, Regions - 01, 17, 22, 26, 27, 33, 35, 40, 46, 49, 60, & 65

• Suzanne Dillow, Regions - 02, 12, 20, 21, 25 & 30

• Cheryl Ivy, Regions - 07, 32, & 56

• Lynn Childs, Regions - 11, 39, 43, 48 & 53

• Heidi Shaver, Regions – 09, 10, 28, 38, 51 & 54

• Joe Banks, Regions 19 & 34

• Debra Dickens, Regions 05, 16, 24, 31 & 47

• Albert Holmes, Regions 04, 06, 08, 44 & 55

Springfield Staff Contact information: (217) 524-4832

Chicago Staff Contact information: (312) 814-22208


ISBE’s Funding & Disbursement Division role:

• Double-check proper function/object codes to use for various expenditures

• Payment schedule• Transferability• Carry-over waivers• Project begin and end dates• Changes to attendance center go to Janet Allison

and the new Entity Profile System in IWAS. Contact Information: (217) 782-5256

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ISBE’s Help Desk role:

• Assisting with IWAS passwords or access level issues

• Assisting LEA with bypass for pop-up blocker

• Observing web page performance problems

• Technical Issues

Contact Information: (217) 558-3600 or [email protected]

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Terminology

• NCLB – No Child Left Behind

• SEA – State Education Agency (ISBE)

• LEA – Local Education Agency (district)

• PPA – Per Pupil Allocation

• SES – Supplemental Educational Services

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NCLB Applications

• 1 applications for FY 12

• The regular NCLB Application is open.• ALL FY 12 NCLB Applications must be submitted

via IWAS/e-Grants by November 4, 2011.

• Technical Assistance Meetings in June

• FAQ and Toolkit Webinar in July


2012 NCLB Updates• Title IID & Title IV – not applicable.

• 2008 Title I regulations - 20% SES/Choice funds - in order to use unexpended SES/Choice 20% obligation on other activities, the districts must take certain actions and notify ISBE. See: http://www.isbe.net/e-bulletins/pdf/01-10.pdf

• No more ARRA!

• No more staff page

• No more payment schedule

Illinois State Board of Education – www.isbe.netIllinois State Board of Education – www.isbe.net

eGMS Basic Information

• Printer friendly link• Print ALL functionality• Session Timeout (60 minutes) - SAVE

FREQUENTLLY• Do not use the ‘BACK’ button!• Tab Key – moving around a page• Error Messages/Warning Message

– Warning: issue inconsistent: does not stop submission– Error: Data Not Saved (top of screen/red)

May 2011 14


eGMS Basics – System Navigation

• Emails to Districts go to everyone who has approval authority on IWAS account. IWAS can be setup to forward to other external email accounts.

• District is notified via IWAS on Final Approval or Returned for Changes

• ISBE Notified via IWAS upon submission from District

May 2011 15


IWAS – Getting Started


IWAS Log-in


IWAS


IWAS – System Listing

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Application Select Page

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This year use 2012


Review Checklist

May 2011 21


NCLB Consolidated Overview Page


NCLB District Information


NCLB Plan


Gun-Free Report


NCLB AllotmentNCLB Allotment


Title I

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Title I Overview Page

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NCLB Title I District Information


FFATA

May 2011 30


NCLB Program Specific Pages Targeting – Step 1


APPLICATION INSTRUCTIONS


NCLB Title I Targeting – Step 2






NCLB Title I Targeting–Step 4 cont.


Equitable Share Calculations

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327532750.0445800.044580

1000010000446446

4545


Equitable Share Formula

Public Low Income + Non-Public Low Income = Total Low Income Students Served

3129 + 146 = 3275

Non-Public Low Income divided by Total Low Income Served = proportionate share for non-public low income (6 decimal places)

146 / 3275 = .044580

.044580 x $et-aside.044580 x $et-aside amount = private school share


NCLB Title I Targeting – Schoolwide Page


Schoolwide Page should MATCH Title I Status Survey (via IWAS)

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NCLB Title I Goals


Title II, Part A

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NCLB Title IIA Private School Equitable Share


NCLB Title IIA Program Specific


BUDGET DETAILS/BUDGET SUMMARY/ AMENDMENTS/SUBMITTING

Illinois State Board of Education – www.isbe.netIllinois State Board of Education – www.isbe.net 46

New FYNew FYProjectedProjected

AllocationsAllocations

InitialInitialApplicationApplication

Amendment*/Amendment*/CUMULATIVECUMULATIVE

Expenditure Expenditure Reports (thru Reports (thru

9/30, due 9/30, due 10/2010/20))

Title I and IIATitle I and IIAPerformance ReportPerformance Report

*Amendments*Amendmentsas needed – as needed – final final amendment due 30 amendment due 30 days prior to projectdays prior to projectend dateend date

Amendment*/Amendment*/CUMULATIVECUMULATIVEExpenditure ReportsExpenditure Reports(thru 3/31, (thru 3/31, due 4/20due 4/20))

Final Expenditure ReportFinal Expenditure Report(thru 6/30 or 8/31, due (thru 6/30 or 8/31, due 7/207/20 or or 9/219/21)/Carryover Determined)/Carryover Determined

NCLBNCLBGRANTGRANT

PROCESSPROCESS

JulyJulyPaymentPayment

AugustAugustPaymentPayment

SeptemberSeptemberPaymentPayment

OctoberOctoberPaymentPayment

NovemberNovemberPaymentPayment

DecemberDecemberPaymentPayment

JanuaryJanuaryPaymentPayment

FebruaryFebruaryPaymentPayment

MarchMarchPaymentPayment

AprilAprilPaymentPayment

MayMayPaymentPayment

June finalJune finalPaymentPayment

Final Title I and Final Title I and IIA AllocationsIIA Allocations

Amendment*/Amendment*/CUMULATIVECUMULATIVEExpenditure ReportsExpenditure Reports(thru 12/31, due (thru 12/31, due 1/211/21))

New FYNew FYBegin Begin

Application Application ProcessProcess


NCLB AllotmentNCLB Allotment


Prior Document’s Review Checklist


Budget Detail InstructionsBudget Detail Instructions


Instructions link


NCLB Budget Details - ExamplesNCLB Budget Details - Examples


Instructions link



NCLB Budget DetailsNCLB Budget Details


COMMON BUDGET PROBLEMS-Function/object name NOT a sufficient/acceptable itemization nor

description.

-Function 1000: direct STUDENT instruction (not admin, not secretaries, not janitors)

-Object 100: Fiscal agent’s employees. Preferable: include names (but not required).

-Object 200: “benefits” not a sufficient nor acceptable itemization. Please itemize what benefits being requested. Include amounts.

Object 300: workers/unemployment compensation are a purchased services (employer insurance) not a fringe benefit. Software licenses and ON-LINE subscription services.

Object 400: 1st time purchase of a software package, equipment costing < $500/unit, and ALL supplies/materials (no matter what the cost).

Object 500: equipment costing > $500/unit. BUDGET details should include: items requested, per unit price and total price, location of items, purpose of items and proration, if any. 55


Object 700: IF AND ONLY IF there is a BOARD-APPROVED, ENTITY-WIDE threshold for non-capitalized equipment of > $500/unit. Budget details MUST include approved threshold. Example: District #100 BOARD-APPROVED, ENTITY-WIDE threshold for non-capitalized equipment is $5000.

Function 2210: Improvement of Instruction: STAFF development and CURRICULUM planning (for staff – NOT direct student instruction).

Function 2550: Pupil Transportation: Choice transportation. Transportation for HOMELESS students to support Title I specific activities (after school tutoring or to their school of origin for the remainder of the school year once a child becomes permanently housed if it is outside the school of origin boundaries). Transportation for homeless students to or from their school of origin IS NOT ALLOWABLE (supplanting issue).

Function 2900: Other: Supplemental Educational Services (SES).

Function 3000: Community Services: Parent activities and non-public school services/activities.

Function 4000: Payments to other LEAs and governmental units: PUBLIC governmental units being paid… Budget details must include what governmental unit being paid. Example: payment to University of Illinois for staff development activities.

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NCLB Budget SummaryNCLB Budget Summary


NCLB Budget SummaryNCLB Budget Summary


NCLB Payment ScheduleNCLB Payment Schedule


Assurances

• Must be agreed to before Application is submitted.• Only required for Original Application each year.• Superintendent or Board Authorized

Representative are only users with access to click “Organization Approves”

• Board Authorized Representative must identify themselves


NCLB General AssurancesNCLB General Assurances


Submit Page

• Consistency Check may run for several minutes. Validates information that spans web pages.

• Lock Application prevents changes AFTER the Consistency Check. Only person who performed the lock or the Superintendent can Unlock.

• Submit – Also Performs Consistency Check– By District Staff: submits to Superintendent for

review/approval– By Superintendent: Submits to ISBE for approval

• Approval Levels at ISBE (Program Review, Fiscal Review)



eGMS Application History

Lists all steps an Application encounters in its flow along with the user id who performed that step and date it occurred

• Possible Status’– Submitted for Review (LEAs queue)– Submitted to ISBE (Innovation & Improvement queue –

ready for Title I and IIA program review)– 1st Program Review Completed (Funding &

Disbursements queue – ready for fiscal review)– Returned for Changes (LEAs queue)– Final Approval (process completed)


NCLB Application HistoryNCLB Application History


Page Locking


NCLB Resources• E-Bulletins general info

http://www.isbe.net/e-bulletins/default.htm

• New Census Estimates for Title I (2012 grant)http://www.isbe.net/funding/html/census_estimates.htm

• FRIS Inquiryhttp://webprod1.isbe.net/FRISInquiry/

• Policy Booklet http://www.isbe.net/funding/pdf/fiscal_procedure_handbk. pdf

• 2012 NCLB PROJECTED allocations-Pending release

• 2012 Title I PROJECTED allocation-Pending release


GETTING HELPFunding & Disbursement Services Division

*Kim Lewis *Sally Cray

Fiscal Consultantsplacement of budget items, general grant issues

*Diann Gragg, Title I *Ernie Barrow, Title IIAvouchering, expenditure reports

Tim Imler, Division Administrator

Brooke Morrison, Supervisor

217/782-5256

www.isbe.net69

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Illinois State Board of Education – May 20111 eGMS Spring 2011 Workshop (for the 2012 NCLB...

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