ESEA Federal Programs
Thank you for engaging with our first newsletter of school year 2020-2021. We find ourselves in unpredictable and challenging times but hope to provide you with helpful information monthly through the newsletter and office hours. Our newsletters will always include:
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General and Title Specific Updates from the ESEA Federal Programs Team
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Fun Data Fact(s) and ESEA Resource(s) Highlighted
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Friendly Reminders for Planning and Program Implementation
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Professional Development
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Contact Information
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General and Title Specific Updates from the ESEA Federal Programs Team
As we enter unprecedented times, we recognize and appreciate your ongoing efforts to ensure that federal funds support achievement for all students. In July, Cheryl Lang joined the team as the new ESEA Federal Program and School Turnaround Director coming to the Department with over 25 years of classroom and school leadership experience. With a full ESEA team, we continue to support the field in new ways, just as you are engaging with your colleagues, students and communities in new ways. Throughout the last six months, the ESEA Federal programs team has offered over 20 hours of ESEA team office hours and 75+ hours of virtual technical assistance. It is a trying time but also an exciting time! We look forward to working with you in the coming year and continuing to provide meaningful support to school districts. As always, your feedback is encouraged and appreciated. Please contact Cheryl Lang at cheryl.lang@maine.gov with feedback and suggestions.
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Fun Data Fact(s) and ESEA Resource(s) Highlighted
As of August 26, 2020, 67% of districts had received substantial approval allowing them to obligate funds of whom almost 28% had received final approval for fiscal year (FY) 2021’s ESEA Consolidated Application. The ESEA team continues to provide virtual support to districts, review submitted applications, and provide feedback. Please reach out to your ESEA regional program manager and/or view the ESEA application and training materials at www.maine.gov/doe/learning/esea/resources.
With a new fiscal year comes a new Year-at-a-Glance calendar, which is the ESEA resource that we will be highlighting this month and in each of our newsletters. The ESEA Federal Grant Year-at-a-Glance calendar highlights some key practices and due dates to ensure program compliance and quality. This resource can be found at https://www.maine.gov/doe/learning/esea/resources#, click ESEA Coordinators, then FY 21 ESEA Federal Grant Year-at-a-Glance.
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Friendly Reminders for Planning and Program Implementation
As mentioned above, the ESEA Federal Grant Year-at-a-Glance calendar highlights some key practices and due dates to ensure program compliance and quality. For a quick 12-month view of the key practices and due dates, please visit https://www.maine.gov/doe/sites/maine.gov.doe/files/2020-06/ESEA_Federal_Grant_Year_at_a_Glance_FY21_1.pdf. In our monthly newsletter, we will provide additional information that elaborates on the Year-at-a-Glance and friendly reminders for program implementation.
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Here’s a few things to keep in mind as the 2020-21 school year kicks off and September begins:
FY21 Application
The ESEA team continues to review and provide feedback to districts who have submitted the FY21 ESEA Consolidated Application. As you receive this feedback, please reach out to your ESEA regional program manager with any questions.
September is a great time to share the school- and district-level goals that were established and included in the FY21 ESEA Consolidated Application along with the projects details with the district leadership team.
FY20 Performance Report
The FY20 Performance Report is now available at www.4pcamaine.org/. New this year, the FY20 Performance Report is due on Monday, November 2, 2020 and will report on all ESEA program expenses from July 1, 2019 through September 30, 2020 (expenses paid during the previous school year, not including FY19 carryover funds).
***PLEASE NOTE*** If a district has not expended all their funds (and invoiced for them) as of 9/1/20 please hold off on completing the report until after 9/30/20 (and when invoicing has been done through 9/30/20) to avoid having to re-do parts of the report as carryover cannot be established prior to 10/1/20.
Transfers from Title II and Title IV may be initiated in the performance report this year provided invoicing is current up through the 9/30/20 Billing Period end date.
On Wednesday, September 30th at 2:30 PM, a virtual training of the FY20 Performance Report will be hosted by the ESEA team. Watch your email for the meeting link and password. Attending in person allows participants to ask specific questions and get answers; however, this virtual training will be recorded, time stamped, and posted on the ESEA resources page.
Parent & Family Engagement
Conduct the Annual Title I Parent/Family meeting (within 30 days of school start date). Section 1116(c) for family engagement requires each Title I school to convene an annual meeting, at a convenient time, to which all parents of Title I children shall be invited and encouraged to attend. The meeting should inform parents of their school’s participation in Title I, explain the requirements and services provided as part of Title I and discuss the rights of the parents to be involved.
In a Targeted Assistance Program, it is the parents of the Title I served students whom are invited to the meeting. In a Schoolwide Program, it is all parents in the school whom are invited to the meeting. This meeting is also a time for the school to explain what it means to be a targeted assistance or schoolwide program, how student supports are available for students and how the delivery of these supports will be implemented, and what other Title I requirements and expectations will be forthcoming such as parent notices, policies, compacts, and other communications.
Fiscal
With a new fiscal year, it is a great time to initiate a quarterly check-in with the ESEA Coordinator and Business Manager. Topics for the September check-in might include a discussion about the FY21 projects and budgetary structure along with confirming that invoices for FY20 will be submitted through 9/30/20.
We encourage Business Managers to submit monthly invoices for all ESEA titles.
Please note that your Business Managers are likely managing multiple funding streams in school year 2020-2021. So, clear detailed information will be extremely helpful in your quarterly check-ins. The funding streams might include: FY21 ESEA Federal funds, FY20 ESEA Federal funds available for use until September 30, 2021, FY19 Federal funds available for use until September 30, 2021, Elementary and Secondary School Education Relief Fund (ESSERF), Coronavirus Relief Fund (CRF), FY20 Maine's Model of School Support (MMSS) funds available for use until September 30, 2020, and FY21 MMSS funds available for use until June 30, 2021.
FY19 Title IA Reallocation Projects (Title I Summer School):
End of Year (EOY) Reports for FY19 Title IA Reallocation (Title I Summer school) projects are due by October 20, 2020 or after the close of the project. All funds must be expensed by September 30, 2020 and invoiced for reimbursement by October 15, 2020.
In addition to project expenses, an evaluation of project goals must be included in the EOY report. All invoicing for reimbursement must be up-to-date in the federal grant reimbursement system (GEM) before submitting the EOY report to the Department.
A copy of the EOY reporting form was included in the original FY19 Title IA Reallocation Grant Award Notification (GAN) email. To obtain a copy of the EOY reporting form, please contact Monique Sullivan at monique.sullivan@maine.gov.
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Professional Development
Professional Learning offered through the Dept. of Education is a fantastic resource for supporting leadership development for administrators and educators. Some of the topics being offered in Sept. and Oct. are as follows:
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Lenses on Learning (LOL)
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Leadership for Elementary Mathematics Virtual Training
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Early Mathematics Diagnostic Interview (EMDI) Virtual Training
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Office Hours by many Content Specialists
Please follow this link to learn more about the opportunities for Professional Learning: https://www.maine.gov/doe/calendar and for more information specific to Tier III identified schools, please contact Teri Peaslee, School Turnaround Team Professional Development Coordinator at teri.peaslee@maine.gov or 624-6706.
Virtual Office Hours
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2nd Tuesday of every month from 10 - 11 am
Contact Information
As always, reach out to your ESEA regional program manager with questions. Their contact information can be found at https://www.maine.gov/doe/learning/esea/contact. Also, your feedback is encouraged and appreciated. Please contact Cheryl Lang at cheryl.lang@maine.gov with feedback and suggestions.