2016- Program and Budget Handbook

“Building Academic Excellence Through Coherence,

Collaboration, High Expectations and Accountability”

Vivian Ekchian, Local District Superintendent

Local District Northwest

Supplement vs. Supplant

Instructional tool to assist in developing your instructional

program for 2016-17

A-1

Purpose of Title I

Based on prioritized needs, Title I funds must address needs of low-

achieving students and at-risk not meeting grade-level standards

A-3

Budget Process

Monitor the implementation

of the SPSA

Page

Develop measurable

objectives and identify

strategies/actions/tasks in the

SPSA Goal Pages

Conduct comprehensive

needs assessment, including

data analysis/SPSA

Evaluation

Develop budgets based upon

prioritized expenditures that support

the strategies/actions tasks described

in the SPSA Goal Page Column

Identify expenditures in the

budget related columns and

ensure alignment with the

strategies/actions tasks

described in the SPSA Goal

Cycle of

Continuous

Development

A-11

Budget Guidelines and Changes

• Administrator X Time - Can now be budgeted during

budget development but it is part of 10% indirect.

• X-Time - Schools may now budget “X” Time beyond 9

days during budget development. The requirement will

be that schools will have to specifically describe in the

SPSA what the person will be doing and include dates

and times. If unsure of activities and/or timelines,

schools cannot budget X-time.

• Pending Distribution: Provide a detailed narrative

describing the intended use of funds (if known) in

SPSA.

• General Supplies, Technology - restricted item in

Title I. These items cannot be budgeted during budget

development; Place in Pending Distribution

• Maximum of 10% - Title I allocation can be spent on

items identified as indirect services to students.

A-17 to A-26

Budget Guidelines and Changes

• New Other Books - Title Schools can now purchase

reference books (dictionaries, encyclopedia sets) for

the school library

• Supplemental Instructional Materials - A reasonable

amount of a school’s allocation can now be 2016-2017.

The specific item(s) or supplemental program must be

described in the SPSA.

• Other Non-Instructional Contracted Services -

When reconciling the Ghost Card, the funding must be

split into two separate lines with no more than half of

the total dollar amount being charged to Title I funds,

and the other half charged to any appropriate non-Title

I fund

• Contracted Instructional Services - These services

must incorporate the arts in supporting Tier II

intervention in English/language Arts and mathematics

for students not meeting grade-level standards.

A-17 to A-26

Budget Guidelines and Changes

• Certificated Out-Of-Classroom Personnel- No more

than two funding sources may be used to purchase any

out-of-classroom personnel position. For example, a

school may fund a Categorical Program Advisor using

Title I and the General Fund School Program (13027).

• Minimum Funding for CSR Teachers: The minimum

allowable when funding CSR teachers with Title I

resources is 0.2 FTE (1day). If funding more time than

0.2 FTE, additional time may be purchased in

increments of 0.2 FTE, i.e. 0.40, 0.60, 0.80, 1.0.

• Test Preparation Materials: Title I funds may not be

used to purchase test preparation materials.

• Non-Capitalized Equipment – Restricted item. Funds

should be placed in Pending and described in SPSA.

equipment purchases with a total final cost of or over

$500 (including tax, shipping and other ancillary

charges)

A-17 to A-26

Budget Guidelines and Changes

• First Time Purchase of Software License - initial

purchases of software licenses, use Commitment Item

# 430010, Supplemental Instructional Materials.

• Renewal of Software License - When budgeting for

renewal of software licenses use Software License

Maintenance (Commitment Item # 580020, Budget

Item # 50243)

• Admission Fees: Admission tickets for approved

academic field trips may be purchased by using

unrestricted funds or federal funds (Title I).

• CSR Teachers: Title I schools may purchase register-

carrying teachers to reduce class size for literacy,

mathematics, science, and social studies.

• Day to Day Substitute Benefited Absence: A

minimum of four (4) days of Day-to-Day Substitute

Benefited Absence (Budget Item # 10562) must be

budgeted to cover the benefited absence of register

carrying/class-size reduction (CSR) teachers

purchased from federal and QEIA programs A-17 to A-26

Budget Guidelines and Changes

• Intervention/Prevention Support Coordinator - This

position replaces the Intervention Support Coordinator.

• Multi-funded CPA and Differential - Multi-funded

Categorical Program Adviser positions and differentials

should be budgeted at the same percentage.

• EL/SEL Instructional Coach: This is a new position

created to address the needs of English Learners and

Standard English Learners

• Teacher Auxiliaries: Auxiliary for class size reduction

or intervention may be budgeted. The SPSA/SPSA

Modification page(s) description of the teacher auxiliary

must include the subject area to be taught and the

grade level

• Teacher Release Day: Schools will only be able to

purchase Teacher Release Day (Budget Item # 10377)

which replaces Day-to-Day Substitute and PD Teacher

Regular.

A-17 to A-26

Budget Guidelines and Changes

• Custodial Overtime /Relief and Clerical - are no

longer allowed expenditures in the Title I Program

(7S046, 70S46, 7E046). Schools may still budget

Clerical Relief/X-Time in Title I (7S046, 70S46, 7E046).

• Custodial Supplies- Is a restricted item and can only

be purchased for a Title I funded Intervention Program.

The allocation is $1 per student per Title I Intervention

session.

A-17 to A-26

Budget At A Glance

Budget At A Glance Excel Now Available: http://achieve.lausd.net/Page/9580

A-27 to A-28

SPSA and Budget Development

SPSA & TSP Submission Matrix

SPSA TSP Title III

SPSA

LCAP(Kept at school)

Title I schools X X

Title III schools only X X

Title III schools only (opt out

or receive a Title III Coach in

lieu of funds)

X

Affiliated Charters (Title I) X X

Affiliated Charters (Title III

only)

X X

Affiliated Charters (opt out or

receive a Title III Coach in lieu

of funds)

X

Monitor the implementation

of the SPSA

PageDevelop measurable

objectives and identify

strategies/actions/tasks in the

SPSA Goal Pages

Conduct comprehensive

needs assessment, including

data analysis/SPSA

Evaluation

Develop budgets based upon

prioritized expenditures that support

the strategies/actions tasks described

in the SPSA Goal Page Column

Identify expenditures in the

budget related columns and

ensure alignment with the

strategies/actions tasks

described in the SPSA Goal

Cycle of

Continuous

Development

Allocation

SPSA Preliminary Submission

Teacher

Release Day

Instructional

Coach

Instructional

Coach X

Time

Staff

Training Rate

Teacher X

time

Grounded on your

data, goals, and

actions and tasks,

prioritize

expenditures from

Categorical

Programs that can

support your plan.

Signature Page

Instrl Coach X Time

Teacher Release Day 2OTHS-L

Staff Training Rate 20OTHS-L

Teacher X Time

10,000

4,320

1

2

3

4

5

6

7 Tutor Teacher X Time

SPSA Preliminary Submission

Teacher

Release

Day

Instructional

Coach

Instructional

Coach X

Time

Staff

Training

Rate

Teacher X

time

10377 9,600 7S046

13454 109,245 7S046

10241 2,400 7S046

22269 5,000 7S046

10371 16,000 7S046

Based on the priorities and what the school is “buying,” make sure, those items have an

identified dollar amount and funding source. The amounts will be strategically

calculated/projected throughout the goal pages. Position amounts are only identified once.

SPSA Preliminary Submission

Instructional

Coach X

time

Populate the amounts as they pertain to the actions and tasks needed to achieve your

goal. Although some may be projections based on your overall plan, amounts cannot

exceed the budgeted amount per line item nor the total allocation for the program.

Position amounts can only be listed once.

There must be an alignment with the narrative of your

actions/tasks and the expenditure.

10241 1,920 7S046

Signature Page

2016-17 Budget Development

Principal Signature 03/29/16

7S046 XX X

SSC Signature 3/29/16 3/14/16

3/29/16

Principal 3/29/16

Approval

English Learner Programs

Budget Development

English Learner Program

March 2016

Funding to Serve English LearnersAll Schools receive TSP resources to meet LCAP EL Goals

Proportionality TSP 10183 Supplemental Title III 7S176

Schools that do not receive a Title III Coach

Will receive a 7S176 per pupil allocation

Schools with Title III Coach

No 7S176 per pupil allocation

LCAP EL goals

. Increase the number of

English Learners making

annual progress in learning

English and who reclassify

as Fluent English Proficient

Increase performance

in

basic skills assessment

demonstrating proficiency in

English to participate in

curriculum designed for

native English speakers

Decrease the number of

Long Term English

Learners

(LTEL)

Funding for EL Students :

28

Title III Funds pay for supplemental

services above and beyond Title I

and General Funds

Title I Funds pay for

supplemental services above and

beyond “General Funds”

All students are entitled and

MUST receive services

provided by “General Funds”

before supplemental services

can be considered

Title III Funds

The District receives Title III (Federal) funds to provide

direct services to ELs above and beyond the core program

requirements as outlined in the United States Code (USC)

and California Education Code (EC).

To design, implement, and monitor instruction for the

academic and linguistic achievement for ELs

Title III funded activities must be: (1) based on the identified

linguistic and academic needs of EL, (2) accurately and

explicitly documented in the SPSA/SPSA Update and (3)

must aligned with the Title III achievement accountabilities.

29

Title III Funds

Title III funds require the input from parents of

English Learners.

“The signature of the ELAC Chairperson on

the Single Plan Assurances page indicates

that the committee had the opportunity to

participate in the budget development

process and provide written recommendation

regarding the SPSA and EL Programs.”

30

2016 – 17 Program & Budget Handbook, Appendix A, pg. C-6.

Title III Expenditures

To meet the AMAO targets, schools must use their Title III

funds to provide direct services to ELs.

AMAOs2015-2016

LEA Targets

2016-2017

LEA Targets

AMAO 1: Percent of ELs making annual

progress in learning English (Advancement on

CELDT)

62% 63.5%

AMAO 2: Percent of ELs attaining English

proficiency on the CELDT (Overall CELDT score

of 4 or 5 with no sub-skill score below a 3).

Less than 5 yrs.

25.5%

5 yrs. or more

52.8%

Less than 5 yrs.

26.7%

5 yrs. or more

54.7%

AMAO 3: Percent of ELs meeting AYP targets

(includes RFEPs who have not scored

proficient/advanced on CST-ELA for 3 years)

Participation Rate

95%

ELA ?%

Math ?%

Participation Rate

95%

ELA ?%

Math ?%

31

Title III Priorities (7S176)

1. Professional Development for

designated/integrated ELD

2. Targeted Intervention Services

3. Parent Outreach and Training

322016– 17 Program & Budget Handbook, Appendix A, pgs. C-1 and C-2

Budget Process

SSC makes decision &

submits written decision

to ELAC

Share data with ELAC

ELAC submits written

recommendation to SSC

Analyze EL Student Data

Budget Worksheet with

necessary signatures is

submitted to Local District with

Justification and SPSA Page

Local District EL

Coordinator signs Budget

Worksheet and submits to

Fiscal Specialist for

processing

School submits the

SPSA and budgets to

the Local District for

Approval

Share data with ELAC.

ELAC makes

recommendation(s) to

SSC and Principal

Analyze EL Data to

determine EL’s needs.

Conduct “Needs

Assessment”

ELAC’s recommendation(s)

are shared with SSC. SSC

makes decision.

School develops the Single

Plan for Student Achievement

(SPSA) and aligns Title III

budget items.

Budget

Development

Process

ELAC

Recommendation

Form

34

• Needs

Assessment

• SPSA

• Budget

Development

This form will show

reviewers/auditors that

ELAC was part of :

“Needs Assessment,

SPSA and Budget

Development Process.”

2016 – 2017 Budget at a Glance

35

2016 – 17 Program & Budget Handbook, pgs. A-(27 - 28)

2016 – 2017 Budget at a Glance

(Indirect Services)

36

Title III does

not allow for

Indirect

Services

expenditures

2016 – 17 Program & Budget Handbook, pgs. A-(27 - 28)

7S176 Estimated Rate Sheet has additional allowable expenditures

37

SIMs and General Supplies are not allowable

expenditures under Title III (7S176)

Supplemental Instructional Materials (SIM)

and General Supplies

Title III Updates

Certificated Training Rate is to pay a regular status teacher who attends a non-mandatedMaster Plan-related training outside the basic assignment.

PD Teacher X Time is to pay a regular status teacher who attends a mandated Title III allowable Master Plan-related training outside of the basic assignment.

Teacher Release Day is to pay a regular status teacher who attends a Master Plan-related training/planning/data analysis/classroom observation during the basic assignment with Title III funds.

Title III Updates

Parent Training Allowance is not allowable in

Title III (7S176).

Schools will bring to their scheduled

Budget Development appointment

completed 2016-2017 SPSA

signed School Budget Signature Forms

(7S046, 70S46, 7E046, and 7S176).

39

Assurances and Justifications

Assurances and Justifications will not be

required for Title I and Title III

Schools will bring to their scheduled

Budget Development appointment

completed 2016-2017 SPSA

signed School Budget Signature Forms

(7S046, 70S46, 7E046, and 7S176).

Assurances and Justifications

Assurances and Justifications will not be

required for Title III

41

Title III Updates

Teacher Release Day (Budget Item # 10377)

Will replace these two budget items

Day to Day Subs (Budget Item # 10559) – closed

PD Teacher Regular (Budget Item # 10370) – closed

Budget Items Requiring Approval

Contracted Instructional Services

CPA X Time, Tutoring*

Instructional Coach X Time, Tutoring*

Title III Coach X Time, Tutoring*

Title III Coach X Time

Travel/Conference Attendance

*Tutoring must be provided on Saturdays43

Pre-Approval Process

To budget restricted budget items with Title III funds, MMED pre-

approval is needed. The following needs to be submitted:

Completed request for Approval of Restricted Services Form

Copy of the manual Budget Adjustment Request

Provide a copy of the applicable SPSA page (from the EL programs

section of the SPSA)

ELAC Minutes that address the item requested

The above documentation needs to be submitted to the EL

Programs Compliance Coordinator for review. If the

documentation meets EL program requirements, he/she will

forward it to MMED for final approval.

Funds for the requested service are to be placed in Pending

Distribution until final approval.

2016 – 17 Program & Budget Handbook, Appendix A, pgs. C-3 and C-4

45

Completing the

“School Budget Signature Form”

46

Principal’s Signature and

Date (after ELAC and

on/after SSC)

SSC Chairperson’s

Signature and Date

To be compliant, the ELAC “Recommendation” Date MUST

be prior to or the same date as the SSC Chairperson’s and

Principal’s date

(If no ELAC write N/A, less than 21 ELs or Delegation of

Authority

2016 – 2017 Budget Development

Insert UTLA page

47

Mr. Wonderful 03-04-16

Targeted Student

Population(TSP) Plans

The school’s Director will be the only required

signature on the Budget Signature Form

(does not need to be reviewed by the LD Title I

Coordinator or the LD EL Programs/Compliance

Coordinator).

(Applicable program codes 10183, 10400,

10397, 10405)

SPSA/Budget Development Process

49

Title I/EL Programs-Compliance/PACE staff

will read the SPSA for allowability and

alignment of expenditures

Director will read the SPSA and TSP Plan for

quality of the instructional program

EIA-LEP Carryover

7V883 – ELD standards implementation

Professional Development

7T053 – Intervention for ELs having scored at

the Intermediate level for 3+ years

These funds must be spent by 6/30/16

Questions?

Parental Involvement

Budget Development 7E046

2016-17 School Year

Objectives

• Explore Appendix B of Program and Budget Handbook

• Explore Budget Development best practices

The Cycle of Continuous Development

Conduct a comprehensive needs assessment, including

data analysis and SPSA Evaluation

Develop goals and identify strategies, actions, and tasks

in the SPSA Goal Matrix

Develop a budget based upon prioritized expenditures that

support the strategies, actions, and tasks described in

the SPSA Goal Matrix

Monitor the implementation of the SPSA

Please remember that the budget is

developed to support the

strategies outlined in the SPSA

Main Points To Consider For Budget Planning

Main Points: Ensure that recommendations are

made by the English Learner Advisory Committee.

Title I funds are used to strengthen parent capacity.

Funds allocated for parent activities may not be used for other purposes.

The school planning sheet for parent involvement activities is developed with parent recommendations.

Categorical funds are to supplement, not supplant, educational services for parents.

A differential may be provided to a register-carrying teacher only for the purposes of coordinating schoolwide parent engagement.

Budget Planning Sheet (7E046)

Budget Planning Sheet

2016-2017

Mileage rate for 2016 is 54 cents per business miles driven.

A differential may be provided to a register-carrying teacher only for purposes of coordinating parent

engagement activities.

Parent Conference Attendance is only allowable within 45 miles from the

address of the school.

X Time must support parent involvement and must occur outside of

regular work hours.

This is for short-time (less than 6 months) assignments.

This is a payment to persons working on special projects that are non-repetitive on a

temporary basis and that are customarily not performed by a classified or certificated

employee in the scope of his duty. The person must be a current or retired

employee of the District.

7E046 Items

• Classified position with benefits. • 6 hours per day.• Different total cost based on bilingual

(Armenian, Korean, Spanish).$45,529.

• Classified position with benefits. • 8 hours per day.

$61,637.

• Unclassified position.• Assignments limited to 720 hours per

year and may not work more than 8 hours per day.

7E046 Items

Translation equipment must be used to support parent engagement.

Computers and projectors can be budgeted. School must provide location and calendar of usage to support parent engagement. Costs must be below $500 per item including all shipping, tax and

additional charges.

Non-Capitalized Equipment is equipment costing $500 or more, up to

$4,999 with shipping, tax and all additional costs per item.

7E046 Items

Note: These are Pending Distribution items and may not be budgeted during Budget Development.

These contracts are with vendors providing instructional

programs/services for parents.

These contracts are with people who are experts in their fields and must be non-District employees, who cannot

perform the work of District employees, to provide services for a

school. Only the Procurement Services Division can contract with these people

for a school.

7E046 Items

Note: Custodial Overtime, Custodial X-Time, Custodial Relief and Clerical Overtime are no longer allowable.

7E046 Items

Supplemental Instructional

Material (SIM) is for parent activities ONLY; no office

supplies allowed

Reminders

Schedule a School Site Council meeting within the budget window prior to budget development appointment date.

The School Site Council has to approve the amended budget.

Emergency School Site Council meetings are not allowed; therefore, a 72 hour advance notice is required.

Budget Development Best Practices

Connect the needs of your school’s parents and community to the budget.

Use the Budget Planning Sheet from the Program and Budget Handbook for budget allocations.

Incorporate English Learner Advisory Council recommendations into budget planning.

Attend the Budget Planning Orientation Meeting held by Fiscal Services.

Seek clarifications from the Parent and Community Engagement Unit regarding 7E046 items.

Ensure an alignment between the comprehensive needs assessment, the specifics of the plan, and budget allocations.

School Site Council Minutes