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INFORMATIONAL LETTER:  149
POLICY CODE:  DDA/CM

 

TO:                   Superintendents of Schools, NCLB Coordinators, Title IA Coordinators

FROM:              Susan A. Gendron, Commissioner

DATE:               May 31, 2006

SUBJECT:         No Child Left Behind (NCLB) Reporting Requirements for FY07 Grants

This is to inform school administrative units (SAUs) of the timeline and procedures for submitting the NCLB 2005-2006 School Year Performance Report and the FY2007 NCLB Application for entitlement grants under Titles IA, IIA, IID, IVA, and V.

The importance of having timely and accurate paperwork is paramount as we move forward to ensure compliance and accountability.  The Performance Report demonstrates the effectiveness of your projects, provides demographic data that we supply to USDE on how many schools/students received services, accounts for the funds, and assists in planning for the next year.  The Application sets forth projects that are based on eligible activities under each title, establishes anticipated budget expenditures, and determines measurable performance-based outcomes as a result of the projects. 

As part of the NCLB regional meetings sponsored by the Department during the month of April, districts were informed that the submission date for these Reports is August 1, 2006.  Outlined below is the procedural description:

June 1 – August 1

Accept submissions of Performance Reports and Applications with final NCLB allocation amounts. 

June 1 – July 15

Request for Additional Time beyond August 1 [only for extraordinary circumstances].

The request must describe the extraordinary circumstance causing delay and the SAU’s planned date of submission.  Request for additional time should not exceed two weeks beyond August 1 or two weeks beyond 30 days after the end of summer programming.

Address the written request to Jacqueline Soychak, c/o Lorraine Cote, NCLB Clearinghouse, 23 State House Station, Augusta, ME 04333, or e-mail the request to lorraine.cote@maine.gov.

June 1 – July 15
Summer 2006 Programming

Submit notification of summer 2006 programming by July 15.

The notification should contain the beginning and ending dates of the summer programming, whether it is instructional services to students or professional development programming, and the planned date of submission of the NCLB reports (no longer than 30 days after the end of summer programming). 

Address the written notification of summer programming to Jacqueline Soychak, c/o Lorraine Cote, NCLB Clearinghouse, 23 State House Station, Augusta, ME 04333, or e-mail notification to lorraine.cote@maine.gov .

August 1

Due date of Performance Report and Application. 

Electronic Reports must be submitted by August 1, 2006 at 5:00 p.m.

30 days after the end of summer programming given in notification above.

Due date for submission of Performance Report and Application for those SAUs with summer programming.

 

The State Education Agency (SEA) will review documents in chronological order of submission and must have both the Performance Report and Application.  The Performance Report will be read first, and outcomes from this Report will be considered as the Application is reviewed.

It is important to have someone check the e-mail addresses used in the electronic system during the summer, especially in August, since this will be our mechanism for corresponding with SAUs.

Submissions by SAUs with summer programming will be interspersed with the chronologically submitted Reports. 

On-going

The SEA will issue letters of approval as Reports are accepted and approved.  Monthly payments will begin following receipt of a Title’s approval letter and according to the schedule established by the Department of Administrative and Financial Services.

August 15

The SEA will issue letters regarding enforcement to SAUs who have not submitted documentation.

January 15

Carryover Financial and Narrative Report due.

If you have questions regarding review of requests for additional time, please contact Jacqueline Soychak at 624-6705. 

The electronic Performance Report and Application are available at:  www.4pcamaine.org.  As the SEA receives final state allocations from USDE, final SAU allocations will be posted to the state’s NCLB website under each title and the amounts will appear in the FY07 electronic application.

For technical assistance on completing the Performance Report and/or Application, continue to contact any of the NCLB Program Consultants:

                        Title IA                          624-6705           Jackie Godbout, Kathy Manning, Rachelle Tome
                        Title IIA                         624-6830           Barbara Moody
                        Title IID                         624-6815           Dennis Kunces
                        Technology Plans          287-5627           Sylvia Norton
                        Title IVA                        287-6475           Peter Brough
                        Title V                           624-6815           Dennis Kunces

Again, our hope is that together we can continue to improve on meeting the reporting timelines; and we thank you for your continued efforts in the implementation of NCLB.

wpdocs/Jackie/NCLB App Process Infor Let