Head Start/Early Head Start

Migrant Shared Service Arrangement

Texas Education for Homeless Children & Youth SSA

Title II Part A SSA

Title IV Part A

Migrant Expenditure Reporting Instructions - click here for spreadsheet template | Printable Instructions
 

TITLE I, PART C – MIGRANT SHARED SERVICE ARRANGEMENT INFORMATION

 

Intent and Purpose of Title I, Part C Expenditures:

 (1) support high-quality and comprehensive educational programs for migratory children to help reduce the educational disruptions and other problems that result from repeated moves;
(2) ensure that migratory children who move among the States are not penalized in any manner by disparities among the States in curriculum, graduation requirements, and State academic content and student academic achievement standards;
(3) ensure that migratory children are provided with appropriate educational services (including supportive services) that address their special needs in a coordinated and efficient manner;
(4) ensure that migratory children receive full and appropriate opportunities to meet the same challenging State academic content and student academic achievement standards that all children are expected to meet;
(5) design programs to help migratory children overcome educational disruption, cultural and language barriers, social isolation, various health-related problems, and other factors that inhibit the ability of such children to do well in school, and to prepare such children to make a successful transition to postsecondary education or employment; and
(6) ensure that migratory children benefit from State and local systemic reforms.

Key Migrant Education Program (MEP) – Funded Personnel: (Migrant funds can only be used to serve migrant students.)

For each job classification and type of school term, type the unduplicated number of staff (head count) whose salaries were paid wholly or in part with MEP funds.  If a MEP-funded employee serves more than one of the functions listed, report the employee in the category where the majority of time is spent.  If the time is split 50/50, choose one category to report the employee.

For each job classification and type of school term; type the number of FTEs for staff whose salaries were paid wholly or in part with MEP funds.  Round the number to the nearest hundredth.  For example, two full-time teachers would equal 2.0 FTEs, while three quarter-time counselors would equal 0.75 FTE.

ALL COSTS MUST:

• Conform with federal law and grant terms

• Be legal under state and local law – if cannot do under state law, cannot pay with federal funds

• Be in accordance with Generally Accepted Accounting Principles (GAAP)

• Be necessary and reasonable for the performance or administration of the grant

• Be allocable – charged in proportion to the value received by the program. For example, if an LEA purchases a printer to use 50% in the MEP program and 50% in a state program, the LEA can only charge 50% of the cost to the MEP

• Be adequately documented – should include auditable documentation on the amount of funds from the grant used, how the funds are used, the total cost of the project, costs covered by other sources and how the use is supplemental.

 

MIGRANT SUPPLIES AND MATERIALS: (Migrant funds can only be used to serve migrant students.)

 

For this section, the cost for migrant supplies and materials must be split out by grade cluster and/or area.

Please reach out to Tina Haywood if reimbursement is needed. If approved please fill out the Expenditure Report below along with documentation of expenditures. 

 

Homeless Expenditure Report Instructions - click here for template | Printable PDF Instructions

 

Texas Education for Homeless Children and Youth (TEHCY) Grant Shared Services Arrangement

Intent & Purpose of Texas Education for Homeless Children and Youth (TEHCY) Grant Expenditures:

 

1.  to identify and remove barriers for children and youth experiencing homelessness

2.  promote school stability and equitable access to all available supports and resources

3.  meet the same challenging state academic standards established for all students

 

 General Allowable Activities and Use of Funds

 

·         Tutoring, supplemental instruction, and enriched educational services that are linked to the achievement of the same challenging State academic standards as the State establishes for other children and youths.

 

·         Expedited evaluations of the strengths and needs of homeless children and youths, including needs and eligibility for programs and services (such as educational programs for gifted and talented students, children with disabilities, and English learners, services provided under Title I of the Elementary and Secondary Education Act of 1965 or similar State or local programs, programs in career and technical education, and school nutrition programs).

 

·         Professional development and other activities for educators and specialized instructional support personnel that are designed to heighten the understanding and sensitivity of such personnel to the needs of homeless children and youths, the rights of such children and youths under this subtitle, and the specific educational needs of runaway and homeless youths.

 

·         Referral services to homeless children and youths for medical, dental, mental, and other health services.

 

·         Assistance to defray the excess cost of transportation for students under section 11432(g)(4)(A), not otherwise provided through Federal, State, or local funding, where necessary to enable students to attend the school selected under section 11432(g)(3).

 

·         Developmentally appropriate early childhood education programs, not otherwise provided through Federal, State, or local funding, for preschool-aged homeless children.

 

·         Services and assistance to attract, engage, and retain homeless children and youths, particularly homeless children and youths who are not enrolled in school, in public school programs and services provided to non-homeless children and youths.

·         Before-and after-school, mentoring, and summer programs in which a teacher or other qualified individual provides tutoring, homework assistance, and supervision of educational activities.

 

·         Payment of fees and other costs associated with tracking, obtaining, and transferring records necessary to enroll homeless children and youths in school, including birth certificates, immunization or other required health records, academic records, guardianship records, and evaluations for special programs or services.

 

·         Education and training to the parents and guardians of homeless children and youths about the rights of, and resources available to, such children and youths, and other activities designed to increase the meaningful involvement of parents and guardians of homeless children and youths in the education of such children and youths.

 

·         Coordination between schools and agencies providing services to homeless children and youths, as described in section 11432(g)(5).

 

·         Specialized instructional support services (including violence prevention counseling) and referrals for such services.

 

·         Programs addressing the particular needs of homeless children and youths that may arise from domestic violence and parental mental health or substance abuse problems.

 

·         Providing supplies to non-school facilities made available under subsection (a)(2) to provide services under this subsection.

 

·         Providing school supplies, including those supplies to be distributed at shelters or temporary housing facilities, or other appropriate locations.

 

·         Providing extraordinary or emergency assistance needed to enable homeless children and youths to attend school and participate fully in school activities.

 

·         Travel for students for in-state conferences (does not include field trips).

 

·         Non-employee costs for in-state conferences. Non-employee travel may be funded under the grant program. Costs for this travel must be reasonable. Any transportation costs must be reasonable in comparison to the intended objectives of the trip. Only the following is allowable:

 

o   Travel for students to participate in a youth panel or presentation at the TEHCY Summit

o   Travel for students to participate in youth leadership/forums/institutes/programs not funded by other local, state, or

federal program

 

·         Programs to support McKinney-Vento students who have been truant to assist in credit repair or recovery.

 

·         Programs that partner with in-demand fields of study that leads to high-wage, high-skill, and in- demand occupations in alignment with the Carl D. Perkins Career and Technical Education Act of 2006.

 

·         Educational programs and activities, including credit recovery or dual credit programs for secondary students.

 

·         Extra-duty pay for staff working beyond their normal contracted hours to provide grant activities and services that supplement the regular school day

 

·         Nutritional snacks for students attending grant activities or field trips. Low-cost meals for students attending grant activities or field trips that are longer than six hours.

 

General Unallowable Activities and Use of Funds

 Unallowable activities and use of funds for this grant may include but are not limited to the following:

 

·                   Debt service (lease-purchase)

·                   Payment for housing costs (e.g., payments for an apartment, duplex, home, hotels, etc.,)

·                   Payment for security deposits (e.g., rental or utility deposits)

·                   Payment for gift cards

·                   Payment for household items (e.g., appliances, mattresses, bedding, linens, etc.,)

·                   Payment for cell phones or cell phone plans (e.g., payment for students, parents, or staff)

·                   Payment for childcare or childcare supplies (e.g., diapers, baby hygiene items, furniture, etc.)

·                   Office Furniture, copiers, telephones, etc.

·                   Vehicles

·                   Stipends for students or families to participate grants activities

·                   Stipends for non-employees other than those included in 6419

·                   Payment to enrolled students (non-graduates) for providing tutoring, mentoring, or instruction to McKinney-Vento students.

·                   Expenditures related to students who are not McKinney-Vento eligible, identified, enrolled or served by the program.

·                   Excess cost for School of Origin transportation is limited to approximately thirty-five percent (35%) of the annual grant budget

·                   Payment for emergency grocery items, hygiene items, and clothing items are limited to approximately fifteen percent (15%) of the annual grant budget when a natural disaster as declared by the Office of the Governor or a federally declared disaster zone occurs (e.g., hurricane, tornado, fire, etc.). Any amount above this percentage would require prior TEA approval.

·                   Payment for emergency grocery items or hygiene items are limited to approximately fifteen percent (15%) 0f the annual grant budget due to the impact of COVID-19. Any amount above this percentage would require prior TEA approval.

 All Fund Expenditures Should:

·         supplement (increase the level of services) and not supplant (replace) funds from nonfederal sources

·         adhere to FERPA, ESSA, and EDGAR Requirements/Guidelines

·         state and/or local funds may not be decreased or diverted for other uses merely because of the

·         availability of TEHCY funds

 

·         have adequate documentation for auditable purposes (receipts, invoices, proofs of payment, etc)

 

All revenues & expenses associated with this grant should be coded to fund 206.

 

Title II, Part A Expenditure Report - click here for template | Printable Instructions

 

 

Title II, Part A Shared Service Arrangement Information
Teacher and Principal Training and Recruiting (TPTR) Funds

 

        
Intent and Purpose of Title II,A Expenditures 

1) Increase student academic achievement through improving teacher and principal quality and increasing the number of highly qualified teachers in classrooms and highly qualified principals and assistant principals in schools;

 

2) Hold local education agencies and schools accountable for improving student academic achievement;

 

Intended Program Beneficiaries
   Teachers and principals, including assistant principals, and as appropriate
     administrators and pupil services personnel and paraprofessionals are the
     intended beneficiaries.

 

Allowable Use of Funds [Section 2123(a)]

LEAs must use Teacher and Principal Training and Recruiting (TPTR) funds to implement one or more of the following allowable activities.

1) Recruiting, hiring, and retention of highly qualified personnel

 

2) Professional development

 

3) Improve quality of teacher and paraprofessional work force under Section 1119

 

General Program Requirements
 

1) TPTR program activities are required to be based on a local assessment of needs for professional development and hiring.
 

2)    TPTR program activities must:

·         be aligned with state academic content and student academic performance standards and state assessments;

·         be aligned with curriculum and programs tied to state academic content and student academic performance standards;

·         be based on a review of scientifically based research;

·         have a substantial, measurable, and positive impact on student academic achievement; and

·         be part of a broader strategy to eliminate the achievement gap between low-income and minority students and other students.

 

3)    Professional development activities must be coordinated with other professional development activities provided through other federal, state, and local programs.

 

The core academic subjects are defined in statute [Title IX, Section 9101(11)] as---

·         English

·         Mathematics

·         Geography

·         Economics

·         History

·         Reading or Language Arts

·         Science

·         Civics and Government

·         Arts

·         Foreign Languages

 

Title IV, Part A Expenditure Report - click here for template | Printable Instructions

 

 Title IV, Part A -

Student Support and Academic Enrichment Program (SSAEP) Grants

Improve students’ academic achievement by increasing the capacity of states, local educational agencies, schools, and local communities to--

1. provide access to, and opportunities for a well-rounded education for all students (minimum of 20% of LEA funds)

2. improve school conditions for student learning in order to create a healthy and safe school environment (minimum of 20% of LEA funds); and

3. Improve access to personalized learning experiences supported by technology and professional development for the effective use of data and technology (no minimum required, but no more

than 15% may be used for infrastructure).

 

Well-Rounded Education:

Courses, activities, and programming in subjects such as English, reading or language arts, writing, science, technology, engineering, mathematics, foreign languages, civics and government, economics, arts, history, geography, computer science, music, career and technical education, health, physical education, and any other subject, as determined by the State or local educational agency, with the purpose of providing all students access to an enriched curriculum and educational experience.

The Texas Legislature defines the required curriculum as a foundation curriculum that includes English language arts; mathematics; science; and social studies, consisting of Texas, United States, and world history, government, economics, with emphasis on the free enterprise system and its benefits, and geography; and an enrichment curriculum that consists of languages other than English; health, with emphasis on the importance of proper nutrition and exercise; physical education; fine arts; career and technology education; technology applications; religious literature, including the Hebrew Scriptures (Old Testament) and New Testament, and its impact on history and literature; and personal financial literacy.

• Use music and the arts to support student success – Integrated Arts

• Provide college and career guidance/counseling

• Improve student engagement and instruction in STEM

• Raise student achievement through accelerated learning programs

• Promote American history, civics, economics, geography, and government

• Provide foreign language instruction

• Promote volunteerism

• Integrate multiple disciplines

Accelerated learning programs—programs and/or exams that provide opportunities for students to earn postsecondary credit while in high school

Examples: dual credit, concurrent enrollment, Early College High Schools, AP and AP exams

STEM-focused specialty school - a school, or dedicated program within a school that engages students in rigorous, relevant, and integrated learning experiences focused on science, technology, engineering, and mathematics, including computer science, which includes authentic schoolwide research.

Programs/Activities should support and encourage the inclusion of all students, particularly female students, minority students, English learners, children with disabilities, and low-income students who are often underrepresented and underserved in STEM, arts, music, high-quality programs, accelerated learning programs, and after school/before school programs.

Healthy and Safe Schools:

• Foster safe, healthy, and drug-free environments that support student achievement

• Promote involvement of parents

• Provide drug and violence prevention activities, including PD and mental health activities

• Integrate health and safety practices into school/athletic programs

• Support a healthy and active lifestyle

• Prevent bullying and harassment

• Reduce exclusionary discipline practices

Effective Use of Technology:

• Improve the use of technology to increase academic achievement, academic growth, and digital literacy of all students

• Provide tools, devices, content, and resources

• Build technological capacity and infrastructure

• Implement strategies to deliver rigorous academic courses and content

• Carry out blended learning projects

• Provide professional development in the use of technology

• Provide students in rural, remote, and underserved areas with resources to take advantage of digital learning experiences

What does this mean for districts?

If district receives:

o More than $30,000 – Needs assessment required & three program requirements mustbe met

o Less than $30,000 – One of the three program requirements must be met

LEA Plans--included in consolidated application

Community input on needs assessment

Supplement not Supplant concerns

Equitable services requirements apply

Administrative costs—capped at 2%

Expenditure Reporting
The expenditure report has changed and now requires year-to-date data. This will be much simpler and look very similar to your TEA drawdowns where you report year-to-date values. You will enter your revenue, expenditures, less your accruals, and your cash balance. The report should calculate a zero balance. If it does not, you will need to review the dollar amounts you entered and/or review your detail general ledger to ensure you have coded things correctly. You will then email your report along with your year-to-date detail general ledger.

 

Early Head Start/Head Start Reporting Forms

Early Head Start Expenditure Reporting Click LINK HERE

Head Start Expenditure Reporting Click LINK HERE

Combined Early and Head Start Programs Click LINK HERE for reporting

 

 

Quarterly reports must be filed with the detail general ledger per the following dates:

•  

  1st Quarter - 5/1 - 7/31 *Due no later than 8/31

•  

  2nd Quarter - 8/1 - 10/31 *Due no later than 11/30

•  

  3rd Quarter - 11/1 - 1/31 *Due no later than 2/28

•  

  4th Quarter - 2/1 - 4/30 *Due no later than 5/31